1. Tracking Inventory and Providing Data Martha Rust – Pass It On Center Clayton Guffey – AzTAP Moderator: Martha Rust, Pass It On Center ATIA 2010 Orlando AT Reuse Strand

2. Agenda The importance of data The importance of data Data on a National Level Data on a National Level NEED AT NEED AT Tracking Data Tracking Data Database Considerations for AT Reuse/Exchange & Loan Database Considerations for AT Reuse/Exchange & Loan AT Loan & Exchange Database Options AT Loan & Exchange Database Options

3. www.passitoncenter.org

4. www.passitoncenter.org/content

5. Search for Inventory

6. Tech Act of 1988 –Discretionary Grants – Data Reporting narrative grant application form Tech Act Amendments of 1994 –Discretionary Grants – Data Reporting focused on “systems change” –Some attempt at “tagging” narrative data, estimating impact numbers AT Act 1998 –Discretionary Grants – Data Reporting focused on “capacity building” –Attempts to quantify/standardize data elements (RTI contract) AT Act Amendments 2004 –Formula State Grants – Required Progress Report Section –Clearly mandated and prioritized activities with required data elements * Deborah Buck, Executive Director, Association of AT Act Programs Data History

7. Support Policy Decisions –Nationally – Congress, RSA, other policy makers –State – Legislatures, Lead Agencies, other policy makers Support Program Planning, Evaluation and Improvement Initiatives –Nationally – RSA Program Monitoring, TA Activities –State – Internal and external program evaluation Internal and external program evaluation Strategic planning Strategic planning Program improvement initiatives Program improvement initiatives Personnel development Personnel development * Deborah Buck, Executive Director, Association of AT Act Programs How Data is Used How Data is Used

8. How Data is Used Some organizations have decided to collect unique data Some organizations have decided to collect unique data –FREE Foundation in VA –Fall Prevention –Decreased Hospital stays Ability to demonstrate quantitative outcome had led to securing apprx $1 Million for FREE and VATNet partners Ability to demonstrate quantitative outcome had led to securing apprx $1 Million for FREE and VATNet partners Improve Services Improve Services –Tools for Life –Noticed on National level wanted to be higher in device loan and demonstrations Data not entered correctly Data not entered correctly New goals New goals

9. Data Collection System for AT Act What is NISAT? What is NISAT? –Approved Data Collection System for Statewide AT Programs –Funded under AT Act –Administered by US Department of Education, Rehabilitation Services Administration Why Should Reuse Programs Care About NISAT? Provides a foundation- consistency Why Should Reuse Programs Care About NISAT? Provides a foundation- consistency –Identified Data Elements –Categorization of Devices –Process for Collecting & Reporting Data –Documents Impact: Data Tells the Story * Deborah Buck, Executive Director, Association of AT Act Programs

10. NEED AT Data Sources REACH, Inc / The Slemons Company will build an automated process that automatically syncs data with gTrade. REACH, Inc / The Slemons Company will build an automated process that automatically syncs data with gTrade. All other Exchanges may have their data entered into NEED AT in one of two ways: All other Exchanges may have their data entered into NEED AT in one of two ways: –Exchanges may place a text file on their server that we can access on a nightly basis –Exchanges may load a text file containing the contents of their database to our server. –For each Exchange, we’ll build an automated process that acquires their updates nightly (or on an agreed-upon frequency) automatically loads it to the NEED AT database. –This will be done using SQL Server’s Integration Services utility which vastly decreases the amount of time needed to build interfaces between systems as compared with complexities of writing specific data mappings for each exchange (as would have been necessary in the not-so-distant past.)

17. Database Considerations for AT Reuse/Loan Reuse/Exchange Reuse/Exchange Customer information Customer information How they want to be contacted about ad How they want to be contacted about ad Device specifics/information – detailed info if possible Device specifics/information – detailed info if possible Photo (s) of AT if available Photo (s) of AT if available

18. Database Considerations for AT Reuse/Loan Reuse/Exchange (cont) Reuse/Exchange (cont) Name of Item – specific: just not “electric wheelchair” Name of Item – specific: just not “electric wheelchair” Manufacturer of item Manufacturer of item Retail price - MSRP Retail price - MSRP What they want for it - donation/exchange or sale price What they want for it - donation/exchange or sale price

19. Database Considerations for AT Reuse/Loan AT loan AT loan Customer information Customer information Device name Device name Each individual piece that comes with the device/software Each individual piece that comes with the device/software Serial numbers for device/software Serial numbers for device/software

20. Database Considerations for AT Reuse/Loan AT loan (cont) AT loan (cont) Ability to track reservations for equipment Ability to track reservations for equipment Current inventory of all items by category of AT Current inventory of all items by category of AT Track consumers past loans Track consumers past loans Report loans that are overdue Report loans that are overdue

21. Database Considerations for AT Reuse/Loan AT loan (cont) AT loan (cont) Cost & date of purchase Cost & date of purchase Location – where is it Location – where is it Status – active, in repair, broken, etc. Status – active, in repair, broken, etc. Inventory number Inventory number Place for notes – updates, etc. Place for notes – updates, etc.

22. Database Considerations for AT Reuse/Loan Database Options Database Options AT Exchange – online site developed by Agoranet. www.azatexchange.org. AT Exchange – online site developed by Agoranet. www.azatexchange.org.www.azatexchange.org AT Loan/Demo – Rental vision software inventory management system by Vision-Forecasting AT Loan/Demo – Rental vision software inventory management system by Vision-Forecasting

23. Contact Information Clayton Guffey MSW, CRC, ATP Clayton Guffey MSW, CRC, ATP 602.776.4699 or 1.800.477.9921 x5 602.776.4699 or 1.800.477.9921 x5 Clayton.Guffey@nau.edu. Clayton.Guffey@nau.edu. Clayton.Guffey@nau.edu Martha Rust MS, CRC – Tools for Life Martha Rust MS, CRC – Tools for Life 1.404.638.0389 1.404.638.0389 martha@gatfl.org. martha@gatfl.org. martha@gatfl.org

24. Questions ?