How Can the Database Help You? What Questions Can It Answer?

The Trauma Healing Database

Table of Contents

How can the database help you? What questions can it answer?

Measuring scope of impact

“Can you lead a Trauma Healing session in my town?”

Coaching facilitators

How can we know if our trauma healing programs are effective?

Entering data into the database

General

Organizations

People

Convening sessions

Equipping and/or Healing sessions

COP

TH Mini

Translations

Incoming requests

Communications

Getting the database to work for you: reports

Organization page

People page

Convening, Equipping, Healing, and TH Mini Sessions

COP

Translations

Incoming requests

Communications

Inviting people to the database

How can the database help you? What questions can it answer?...... 1

Measuring scope of impact...... 1

Responding to requests...... 1

Coaching facilitators...... 2

Evaluating program effectiveness...... 2

Entering data into the database...... 2

General...... 2

Organizations...... 3

People...... 3

Convening sessions...... 4

Equipping and/or Healing sessions...... 4

COP...... 4

TH Mini...... 4

Translations...... 5

Incoming requests...... 5

Communications...... 5

Getting the database to work for you: reports...... 5

Organization page...... 5

People page...... 6

Convening, Equipping, Healing, and TH Mini Sessions...... 6

COP...... 7

Translations...... 7

Incoming requests...... 7

Communications...... 7

Inviting people to the database...... 7

How can the database help you? What questions can it answer?

“Where did I put that file?”

Once the data is entered into the database, others can see it, so there is no need to send it by email. Once the data is entered into the database, there is no end of questions you can ask it.

Measuring scope of impact

1. How many people are being helped by the Trauma Healing (TH) ministry in a given time period? In a state, country or globally?
2. How many facilitators are certified or in training? In a given state, country, or globally? How many facilitators for classic TH, for kids, story-based TH? How many master facilitators, training facilitators, caregivers for each kind of TH?
3. How many TH activities have taken place in a given time period? Convening sessions? Equipping session? Healing groups? Mini-TH? COPs?

Responding to requests“Can you lead a Trauma Healing session in my town?”

1. Who can lead a trauma healing equipping session or healing grouAre there facilitators who could lead sessions atp in a given location? How can that personthey be contacted?This can be especially important if there are radio programs, and people call in and want help.
2. Are there any facilitators from a given church or denomination?
3. Do you haveAre there any facilitators that speak XXFanti? Portuguese? Arabic??
4. Is the TH material available in a given language? Who knows Wwherecould we could get copies?
5. Can you send us some Do you have any testimonies of thoseof people who have been helped by TH?
6. What other organizations are working with traumatized people in a given area? What is their area of expertise?
7. Which people and organizations should be invited to a national or the global COP?

Coaching facilitators

1.Where is the report of the session? Who has it?

1. What challenges are the facilitators facing?
2. What successes have they had?
3. Are they giving enough time to teach the lessons well? (1 ½ hour minimum)
4. Do they have the materials in the languages in which they need them?
5. Are ‘equipping sessions’ and ‘healing groups’ covering at least the core lessons? (1,2,3,8,9)

Evaluating program effectivenessHow can we know if our trauma healing programs are effective?

1. Which kind of trauma healing is most active? Classic? Kids? SBTH?
2. Where is TH most active?
3. Which facilitators are most active?
4. Which churches or organizations are hosting TH sessions?
5. Are enough master facilitators available who speak the appropriate languages? Are there areas that need more master facilitators?
6. Is there a glut of facilitators in training? How can they complete their training? What needs to be done to certify the facilitators and facilitators in training?
7. Is TH continuing on year after year?

To answer these questions, the data must be clean and complete.

Look over the data for your country/organization.

1. Is any data missing-either details in records, or whole events/people?
2. Is any information incorrect?Check especially that the Is the status of the facilitators being is updated when they are certified.
3. Is the participant list attached to the equipping session reports?
4. Are facilitators in training entered into the people pages? ?

Entering data into the database

The confidential button on each page allows you to enter data that is only seen by those granted special access.

General

1. Before entering data into the database, cCheck to be sure the entry isthe data is not already in the database before entering anything. Use the search key or the various reports to find out.If dDuplicate records carean be entered into the database, and they cause confusion and false reports.

2.Save each page before leaving it or you’ll lose the data.

1. Try to be as complete as possible, but you don’t have to have data for all of the fields. You can come back later and enter missing data. (but this takes more time than entering it all at once.)
2. For churches, organizations, states, and countries, spell everything out instead of using abbreviations because others will not know the abbreviations. Also, be consistent with your entries. Example, if you enter “Yidathi camp” as the location, use that everytime and not simplyYithi Yida the next time. This way the data can be sorted properly.
3. Where there is a drop down list, you can begin typing the response you want and it will appear. For example, the language list gives all the languages in Ethnologue, so it is very long. If you start typing Fre—it will take you to French. The same will happen with names of people or organizations.
4. If you are entering someone in the People page and their organization is not listed in the dropdown list, you must have to finish entering the rest of the information for the person. Save it. Go to the organization page, and aAdd the new organization on the organization tab. Then go back to the person you just entered and the organization will now be there in the dropdown list. The sSame thing happens when you enter data on a person. If his or her organization is not in the drop down list, you have to close the person’s record, enter the organization, and then go back to the person’s record and select the organization from the drop down list. goes vice versa on entering a new organization without the name of the person on the dropdown list.
5. The “List changed” report will show the most recently added files in a given page. This can help you easily get back to a record you just created.
6. For lLanguages, they are listed by the name used in Ethnologue. If you don’t find a language you’re looking for, go to the Ethnologue site ( search for the languageyou are looking for in the search box there. Languages can have several names, so tThe database uses the Ethnologue names for languages. You may know the language by another name. , and it may be that you are using one of the alternative names, so use the name Ethnologue uses. The database automatically adds the Ethnologue 3-letter language codeto the record.

8.For many fields, you can click on ‘Add’ to add another response.

The last response entered appears on the top of the list.

Organizations

1. (unclear) When entering a new organization, presently if it is the headquarters for the organization, select the country from the dropdown list under “headquarters”. If it is a national office, select the country under “national office”. When revised (soon), it will give you the option of adding their Headquarters country, as well as any National offices it may have. If you know these, enter it. The organization page allows you to sort by International, regional, national, or local ministries. So the international headquarters of an organization is international, but the national office is national. Under revision.
2. Regional means an organization that functions beyond one country but not internationally.

People

1. All significant people can be entered as contacts or facilitators. For contacts, only enter info into the first section.
2. The inactive button: if a facilitator is no longer available to serve as a facilitator, check this box. This will allow you to keep the person’s information without having them show up on your list of available facilitators. Do not delete anyone from the database, or all the records where their name appears will be affected.
3. ‘Country of residence’, and ‘country of ministry’ are critical fields because much of the reporting is done by country. The name of the town/village is also very important as it allows you to deploy facilitators when requested for a specific location.
4. If the person you are entering is a facilitator, please make sure you identify the kind of Trauma Healing (classic, children’s, SBTH) and the level they are currently at (Facilitator-in-training, caregiver, trainer, master). We will be adding a field to enter the date of certification. Also make sure that you enter when and where they received their training in the open field box “TH Training Record” with date, place, kind of TH (Classic, kids, SBTH) and level of session (initial, advanced).Update the facilitator status when it changes.the person’s facilitator status changes.
5. The organization field is the organization that they represent (which could be a church). The Church/Denomination field is the church they belong to. If there is a denomination that is not in the dropdown list, please let us know. Avoid using the Protestant choice but rather try to specify.
6. Add a photo if you can.
7. Assign a mentor to each facilitator and record this.
8. Entering the facilitator’s info individually from an equipping session is the most time consuming of all. The THI can help you with this if you send us aTrainee Info Spreadsheet in excel (available on website) or the Trainee Info forms.

Convening sessions

1. Classic convening sessions touch on all kinds of TH, but some convening sessions are limited to children’s trauma or story-based. Check those buttons if that is the case.

Equipping and/or Healing sessions

1. Make sure that the country name is entered-extremely important.
2. If you have a timetable for the session, you can attach it in the “Timetable” rather than checking off the lessons you taught.
3. The host organization may be a church. You may need to enter it as a new organization if you don’t see them on the Host Organization dropdown list.
4. For equipping sessions only, attach the trainee information excel file into “Participant Info/Grades.”This file is accessible by database users, so make any comments about participants with that in mind.(Then theThe facilitators-in-training and their information needs to be entered individually under People. See #8 above.) If you are not able to do that yourself, request help from THI at .
5. Protestant includes the full range of churches, including independent churches. Other refers to those who are of other faiths, thosewho do not recognize the Trinity.
6. Successes/Challenges is a place you can record things you want to remember about this session. There is no limit on length. This data is not sortable.
7. As soon as all is entered and you click save, you will see a Communications Tab at the bottom of the page. Click New and enter testimonies, photos with recordings or videos, and the authorization form. It will automatically be connected to the Equipping or Healing session you just entered.

COP

1. This page is new and has text boxes for entering as much information as you wish. We may develop more dropdown lists as we get more experience with national-level COPs.

TH Mini

1. Very little detail is needed for this page. You can make one report for a facilitator’s TH mini for multiple sessions as opposed to entering each individually. Just add up the total number of unique participants and fill out as many of the other fields as possible.

Translations

1. As THI manages the license agreements, you will not be entering data to this page, except perhaps to update the status of the translation and the year of last reprint, +/- any comments on the product.

Incoming requests

1.This is used to keep track of incoming requests. You are welcome to use this if it helps you manage requests for in your country or organization. If you have a request you would like THI to fill, please send by email to so that we are sure to notice it.

Communications

1. Normally, testimonies associated with trauma healing sessions are entered at the end of the session report. See section “Equipping and/or Healing session” #7 above. Other testimonies not associated with a session, can be entered here.
2. The city and country are refer to where the event took place, and the author is the person contributing the material.
3. The ‘theme’ entry allows you to sort for a certain kind of testimony. If there are themes that are significant that are not on the list, let THI know and we can add it.
4. Attach files such as word docs, photos, video, or audio files.

Getting the database to work for you: reports

1. You can sort columns by clicking at the top of the column.
2. The ‘customizetab’ allows you to hide/show columns on your screen.
3. On the left of the top bar, there is a button with three horizontal lines that allows you to show or hide the report side bar. You can generate a variety of reports by clicking on the views in the left column.
4. Reports can be exported either into an excel file, csv, html file, printed, or sent to an email address. These files are easier to Once exported to an excel file, you can analyzes more easily.

Organization page

1. Country dashboard: This shows the number of countries involved in TH by a number of parameters (organizations, facilitators, sessions, etc.). When you click on any of the parameters, everything associated with that country shows up at the bottom of the screen so that you can see all activities for one country in one place.
2. Crosstab-Level and Kind: This reports allows you to see how many and which organizations are involved in TH from the international to local level and from not yet aware to certified partner.
3. TH ministries by Organization: This lists the organizations in each country involved at any level with TH. Currently under revision.
4. Organizations invited to Global/NationalCOP: This can be used to generate mailing lists to invite organizations to the globalor a national COP. You can also generate a list of individuals from the People page. If you use both lists, compare them to avoid duplicate invitations.
5. Sort by level of involvement: This groups the organizations by the extent of their use of HWT from aware to using it all.
6. Sort by organization kind: Whether international, local, national or regional.
7. TH Ministries by country: This reports allows you to see all the organizations involved with TH in a particular country.

People page

1. The facilitator dashboard:Gives the number of facilitators in each kind and level of TH. Review the list in last category “No certification”and update their record. In a perfect world, there would be no facilitators in this category.
2. Advisory Council members: Lists current THI Advisory Council members.
3. Facilitators, by language: Need a facilitator who speaks Spanish or Arabic? Select the language, and all those who speak that language, either as their preferred language or additional language, will appear. They should be able to speak this language well enough to be able to lead a TH sessions in the language.
4. Facilitator for country:Lists all of the facilitators in or working withdoing TH in the country that country and their status and kind of TH they are certified in. This includes people indicting this as ‘country of residence’ or ‘country of ministry’. This cCan be sorted by country, city, or state.
5. Find People: Start typing a name of a person, selecting it from the drop down list when that occurs. View the record, and then scroll to the bottom of the material. You will find tabs for the different kinds of TH activities (equipping, convening, healing, etc). Click on each tab and you will see the activities the facilitator has been involved in. and a list will appear with every record where that name occurs. Select the name from that list and then press enter. This is a faster search than the general search button up top, but you have to type the facilitators name as is was written. For example, you may know a person by the name of Patti, but her name was entered as Patricia and you have to search by .
6. Facilitator with mentors: Needs fixing!
7. COP list: For those organizing COPS (either global or national), keep this list up to date and use it to generate the email address list for individuals you want to invite to your COPs. Export the report to an excel spreadsheet, select the email address column, and paste it into the To: blind copy address (bcc) field in your email. Use blind copy so that people see only their name and not a list of hundreds. (Note that you can also generate a list of organizations invited to a COP from the Organizations page.
8. People for country: This report lists all of the people (contacts and facilitators) who are either living in the country selected or have a regular ministry there. Click on the countries listed to get the details on the people involved.
9. People by Organization: Select the organization to see all the facilitators and contacts from that organization involved in TH.
10. Facilitator by Church/Denomination: Need an Anglican facilitator in Kenya? This sorts all of the facilitators by church affiliation. Click on the country column to sort by country.
11. Total facilitators/contacts: This allows you to see how many total facilitators and contacts currently involved in TH. You can then look at either category for details.

Convening, Equipping, Healing, and TH MiniSessions