SWSG Information Management System Advisor: Professor Cullinane Douglas E. Lesavoy David E. Magargee Matthew K. Manzo Spring R. Rosenblatt

SWSG Background  Nonprofit Organization 7 Chapters; 33 sites 75 Mentors; 250 Participants  Program focuses on: Role models Skill building activities Community involvement Developing relationships  Program sustained by grants Grants based on impact on the community Collect data in the form of:  Pre and Post Program Quizzes  Participant and Mentor Census Data  Parent/Guardian, Teacher and Site Facilitator Surveys

Need for the Project  Currently use Excel and Word to store data Over 120 files in nearly 30 folders and hard copies Redundant Not validated when entered No way to limit the number of errors  The staff struggles to extract information Staff members have non-technical backgrounds Data is unorganized  Difficult for new staff members to learn the system High staff and mentor turnover rate No standard operating procedure  Data is centralized on one computer High level staff members spend 50% of time on road The absence of information management, inability to access data remotely, and poor data quality slows organizational growth, limits student outreach and restrains internal improvement for SWSG.

Solution Using a systems approach, design and develop a fully functional, web-based information system (IS). SWSG will interact with the database through an intuitive, easy-to-use, graphic user interface (GUI). The system will provide SWSG a quantitative view of the organization’s performance. Hardware Database (Data Storage) Database Management System (MySQL) Writes (Codes) Operating System (Unix/Linux) Designs Software Hardware Database (Data Storage) Database Management System (MySQL) Writes (Codes) Operating System (Unix/Linux) Designs Software End User Design Team

Specifications  Provide depository for all collected data  Generate all currently produced statistics  Accommodate expansion of the organization  Be accessible from any internet connection  Uphold security required for the organization

Research  Organizations Contacted Girls Inc Big Sister AFC Mentoring Girl Scouts of Lynn  Criteria Mentoring Nonprofit organization Worked with young women/girls

Factor Analysis MS Excel MS AccessMATS MentorPro 2.0 Raisers Edge EZ Care Security YYYY Focus on Participant YYXXXX Expandable XXYYY Internet Accessible XYYYY Reduce Learning Curve X Reduce Data Entry Time Y Reduce Data Mining Time Y Cost YXXXXX

Proof of Concept Functional Microsoft Access Relational Database

Add Record Tools -Mentor -Participant -Register a User -Chapter -Site -Attendance -Mentor -Participant -Register a User -Chapter -Site -Attendance -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short Answer -Thoughts on Service Learning -Mentor -Participant -User -Chapter -Site -Mentor -Participant -User -Chapter -Site -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Mid Year Stats -All About You -Countdown Comic -Countdown Skit -Matching -Service Learning -What do you Think -Women in History -Parent Survey -Site Fac. Survey -Teacher Grid -Mid Year Stats -Mentor -Participant -Chapter -Site -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short -Thoughts -Attendance -Mentor -Participant -Chapter -Site -Parent Survey -Site Fac. Survey -Teacher Grid -Teacher Short -Thoughts -Attendance Edit Record Outputs Logout Main Menu Login Entity Entity Search Tool Search View Record Reporting Design: System Flow

Design: Login  3 levels of security Level 1: Administrator  Full Functionality Level 2: Staff  Restricted from adding new users Level 3: Mentors  Further restricted functionality

Design: Homepage

Design: Add Entity

Design: Completed Tool

Design: Behind the Scenes of an Add Page When the page loads  Checks if table in DB exists  Creates it if necessary When the user clicks ‘Submit’  Entries are validated  Value in fields are added to table in DB

Design: Data Validation

Design: Edit Record

Design: Dynamic Drop-Down Menus

Design: Internal Improvement Statistics  6 Possible Search Types Site Grade Chapter Participant # of Years at SWSG Global Search (No Filter)

Design: Mid-Year Report  Statistics Produced Size  Sites  Mentors  Chapters  Participants Mentor Data  Year in School  Racial Breakdown  Distribution Across Chapters Participant Data  Grade in School  Racial Breakdown  Pre-test Assessments  Distribution Across Sites Site Liaison Mid-Year Assessments

Design: View Records

Testing  Recording a Completed Participant Quiz Past System: 96.4 sec NU SWSG IMS: 32.9 sec 65.9% Reduction in Time  Producing Simple Statistics (Mean Score by Quiz) Past System: sec NU SWSG IMS: 12.0 sec 93.5% Reduction in Time  Producing Complex Statistics (Mid-Year Report) Past System: Approx 6 hours NU SWSG IMS: < 60 sec 99.7% Reduction in Time

Future Work  Recommend two hosting options Work with current website host Hosted by 3 rd party (e.g. Yahoo!)  Implementation Physical delivery of  IS Software  User Manual Training Initial Data Entry

Queries?