Building a Client Information Management System (CIMS) Pere Ruka – IT Manager MacKillop Family Services

Introduction The creation of a CIMS has been a valuable learning experience for MacKillop but not to be taken lightly MacKillop Relational Data System (MRDS) was conceived in May 2003 and implemented across the Organisation from July 2005 Today, MRDS is still relevant to MacKillop and gives us a centralised view of clients, incident reports, volunteers & caregivers, day sheets & compliance information This centralised way of viewing gives us the opportunity to challenge and validate our Organisational information from multiple sources

MRDS – multiple information objects Various modules including clients by program, staff volunteers and incident reports

MRDS – single point entry / multiple site access

MRDS Overview – global view of client across multiple programs and events

MRDS Overview – reporting dashboard - Multiple reports including incidents, client demographics and Organisational compliance e.g. privacy

MRDS – Project Objectives May 2003 From our original project brief were listed the following objectives: – Improve overall quality of records – Improve research capabilities – Ensure uniformity of work practices – Ensure compliance of statistical reporting

MRDS – Project Outcomes 2003 Project outcomes: – Be user friendly – Provide information on a large range of topics – Be manageable in-house – Be an effective tool that promotes best practice – Be compatible with other agency data systems

Be compatible with agency data systems…2003

Be compatible with agency data systems

Be compatible with... By comparing the MRDS data dictionary with dictionaries from other systems and completing “end point mapping” E.g. “Last Name” = “Surname” “Family Name” Or “Program start date” = “Program commencement” With this mapping in place we could import and aggregate data from multiple data collection systems

Be compatible with…outside network boundaries

Be compatible with…2009

Be compatible with… onwards??

Be compatible with … other considerations Uploading (where do we send the data) What process at the receiving end e.g. can we upload directly to the live database or would the receiving agency need to validate data? Support overheads when data elements are changed from either end and the impact on existing reports, business rules and business intelligence Maintaining multiple data dictionary libraries e.g. CRISSP mapping, IRIS mapping, QDC mapping and the versioning control mechanisms with this Outside of local knowledge, what ability is there to track historical information and context surrounding the old data element

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