NAO Data System Marketplace Questionnaire
Alaska AHEC’s Pipeline Cache
1. A general system description including strengths and limitations.
The AHEC Pipeline Cache (hereafter “Cache”) is a web-based system allowing Centers and Program Offices to store and extract program data, including information about individual participants, facilities, and activities/events. The Cache is oriented to download data into the HRSA required performance measurement system (federal tables) and allows users to run select queries to check and clean data, including student information and event detail reports. User permissions allow Program Offices to see the entire AHECs data while Centers have access only to their data.
The system has much strength in its user interface, the comprehensiveness of the data collected and it’s orientation to the AHEC federal reporting requirements. Another notable strength is in the AHEC Pipeline Cache Collaborative (hereafter “Collaborative”) comprised of each user’s Program Director and at least one main data/evaluation contact from each state. This Collaborative meets regularly to determine and prioritize necessary modification and share the costs of modifying the system. It’s also proven an excellent environment for sharing evaluation tools and brainstorming challenges.
Two main limitations exist in the AHEC Pipeline Cache: it is not programmed to conduct electronic surveys – EXCEPT for Clinical rotations students, a one-to-one relationship – and it does not do comparative data analysis. It is truly oriented to capture output data and fulfill the federal reporting requirements.
2. Does it meet federal reporting requirements? (This is an ever-changing definition, so more than just yes/no responses are appropriate.)
Yes, the reporting functions in the AHEC Pipeline Cache include downloading into the “currently” required HRSA federal tables. The Collaborative has worked diligently the past two years to incorporate major, mandated changes into the Cache and will continue to incorporate these as needed.
3. How much would it cost as an initial investment?
Year 1 will cost $4,200 in a required training contract, set-up and server hosting fees, plus an equal portion of the Collaborative contract to make adjustments to the system.
4. How much are any recurring costs?
Recurring annual costs will be $1,200 per year per AHEC Program Office (not per Center) for server hosting and coordination fees, ongoing assistance from Alaska AHEC Program Office, plus all users are required to participate in the AHEC Pipeline Cache Collaborative and pay equal portions of the multi-state contract to collectively improve or make required adjustments to the overall system as needed.
Individual AHECs may choose to make specific changes to their own database portals and secure a separate contract with the programmer.
5. Who is selling this (an AHEC/a not-for-profit/a for-profit)?
The Alaska AHEC is not actually selling this, but as the initial developer, Alaska plays a primary role in coordinating the Collaborative group and overseeing revisions to the entire system. Alaska also plays a lead role in training new users.
6. Upon buying, would rights to modify the software convey to the new owner, i.e. can I get anyone to service/upgrade/modify the system for me or do I have to use a specific company/organization?
Modifications can be made to an AHEC’s individual database; however, all users have to use the same programmer agreed upon by the Collaborative group.
If a member chooses to leave the Collaborative, they will be able to take their data in a static form (i.e. reports downloaded to spreadsheets), but not a copy of the database or the code.
7. Is the system web-based?
Yes
8. If yes, how is it hosted? (On a specific company's server? On the buyer's server? Either?)
The hosting agreement is managed by contract with the programming company.
9. Is the system intended for Centers? Programs? Both?
Both
10. Does the system have an online public registration component?
Yes, it has an online application for clinical rotations students that some Programs use, but the system does not manage registration for individual events.
11. How many Centers/Programs currently use the system?
3 Program Offices (Alaska, Utah and Connecticut), plus their respective 12 Centers
12. How does an interested party find out more?
Contact Gloria Burnett, Director, Alaska AHEC Program Office
907-786-6705 or via e-mail