DAY-TO-DAY AT PROGRAM DATA COLLECTION TOOLS
NISAT, June 2009
Background:
In 2007, NISAT conducted a survey to determine the status of data collection in states and future needs for development of tools for day-to-day use. Thirty-nine states responded and based on this information NISAT estimated that approximately 33% of states would benefit from assistance indentifying and implementing a data collection tool.
In 2009, NISAT solicited a commitment from AT programs who would be willing and able to share their data collection tool with other states. In making this commitment states were asked to consider: accuracy of reporting generated by the tool, accessibility and compliance with Section 508, commitment to maintaining and upgrading the tool as necessary to adhere to changing federal requirements, and ability to provide technical assistance for fee or free.
Illinois, Kansas, Nebraska, Oklahoma and Washington have offered their data collections for use by other AT Programs. NISAT is grateful to these states for their willingness to share their systems, and will facilitate technical assistance for those states who are looking for an appropriate tool. These tools are summarized below and in an attached chart.
Comprehensiveness of tool:
The Washington and Oklahoma systems support all AT program activities. Washington provides this is a single database while Oklahoma uses two databases. The Illinois and Kansas systems support all activities except Alternative Financing. The Nebraska system supports device demo, device loan and device reuse; it does not support Alternative Financing or the Leadership activities.
Data accuracy:
All five systems generate accurate reports.
Accessibility:
All five systems are accessible.
Platform Requirements and Considerations:
The Illinois system is a web application in .net. They are willing to provide the application and some technical assistance free of charge. It must be installed locally. It is designed for programs with one central location. It cannot easily be customized beyond those fields which must be edited to meet federal requirements. It does not provide extensive case management beyond data collection.
The Kansas system is a Linux web application. Use of the system is arranged through AgoraNet who will charge fees for setup, customization and technical assistance. We estimate this will be approximately $1000 for setup and a few hundred each year for support. This may be significantly different based on actual requirements. This system supports programs with multiple locations. It can be extensively customized (for a fee) to meet individual needs. It provides extensive case management beyond data collection.
The Nebraska system is a web application. Use of the system is arranged through the Nebraska AT Program who will charge fees for setup, customization and technical assistance through a MOU with partner states. We estimate this will be a few hundred dollars for setup and approximately $1500 each year for use of the system. Major upgrades are paid for by the partners. This system supports programs with multiple locations. It can be customized (for a fee) to meet individual needs. It provides extensive case management beyond data collection.
The Oklahoma system consists of two Microsoft Access databases. They are willing to provide the databases and some technical assistance free of charge. It must be installed locally. It is designed for programs with one central location or programs who will send their data into the central location for tabulating. It cannot easily be customized beyond those fields which must be edited to meet federal requirements. It does not provide extensive case management beyond data collection. It requires some knowledge of Access databases. It supports all reporting requirements.
The Washington system is an MS Access database replicated in SQL Server with a web interface. WA will host the system and will charge a fee for hosting, customization to meet federal requirements and technical assistance. The fee will be based on estimated requirements for the partner state, probably a few hundred dollars per year. The system supports remote locations and collects data for all AT program activities. It will not be customized beyond federal requirements. It does not provide extensive case management beyond data collection.
Technical Assistance and Next steps:
Information in this report will be made available to AT Programs during June. Those wishing to consider one of the data collection systems will notify NISAT of their interest. NISAT will facilitate discussions between the AT Programs if desired to ensure a good match between states and reporting tools. In July, NISAT will arrange webinar demonstrations for any of the reporting systems under consideration so that states can have a more hands-on experience. NISAT will continue to provide technical assistance as states make decisions and implement systems.