resource database best practices

resource database, 2000 bc

for the purposes of this conversation, best practices are

those protocols and strategies that are

best for your unique, individual organization right

at this very second.

inclusion

exclusion

&

oughta be

a formal written policy

available to the public

sent to all agencies during vetting / addition process

reviewed at least once a year, or any time a contract begins, ends or changes

example of inclusionFirst, it must meet the following criteria:• Provide a health or human service and serve residents of Ashland, Cuyahoga, Geauga,

Lawrence, Holmes, Medina, Portage and/or Wayne Counties.If the initial criteria are met, the organization is eligible for inclusion if it fits into one of

the following categories: • Nonprofit organizations offering a service or services to the general public• Government entities• School Districts / Boards of Education / Colleges and Universities• Hospitals (for-profit as well as nonprofit)• For-profits that meet one of the following criteria:

– Provide services for free or offer a sliding fee scale, subsidies or other coverage (other than Medicaid) that would make their services accessible to someone of low income.

– Provide a service not available in the nonprofit sector when such a service is determined essential by 2-1-1. Such services include emergency alert equipment and driver's intervention programs.

example of exclusionAn agency will be excluded if it is...• a grade school, high school or early education provider. School districts and professional organizations that make referrals to providers are listed. • a nursing home or assisted living community. Professional organizations that make referrals to nursing homes and/or assisted living facilities are listed. • service club that is a local branch/chapter of a national service club, even if the branch/chapter is its own nonprofit corporation, when the national service club will be listed.• an auxiliary.• a PTO/PTA (Parent Teacher Organization/Parent Teacher Association).• a credit union.• an organization that's stated mission includes discrimination based on color, race, religion, gender, sexual orientation, ancestry, nationality or any other basis not permitted by law or whose services are discriminatory.

oh, and the idea is to help guide your decisions and focus your work … not neuter your decision-making ability. Don’t be afraid to include a broad disclaimer. Ours is:

2-1-1 reserves the right to prioritize and limit entry in the database. Factors such as staffing,

funding and agency participation affect the extent to which all eligible agencies can be

included. Inclusion does not imply endorsement, and omission does not indicate

disapproval.

+adding agencies

you’ll wanna

• have a standardized method for collecting info (form, phone)

• let the agency approve the entry before activating

(focus on client experience over

agency protocol

demonstrate a healthy respect for clarity and structure

use a style guide for consistency)

when writing your entries

**

indexing

a couple big picture stuffs

customize your taxonomy

update your taxonomy

create a targeting policy

at the agency level

be careful what services you index

don’t take the agency’s word for it

think about each service in the context of your entire database

read definitions, question use references, bug georgia

i\annual update

schedule for update (quarterly? halfly?)

procedure for update (agency preferences?)

protocol for follow-up (vary your methods?)

process for recordkeeping (track attempts?)

devise a

=ad hoc update

these = wicked important

receive from staff and agencies

vet with agencies

update if necessary in database

track?

correspond with staff

QA

quality

assurance

Individual relative productivity metrics

basic style guide adherence

major database faux pas

you can fenagle

but an actual measure of data quality…

…is a majestic and elusive beast