WIN 211 Database Criteria:



AIRS I&R SOFTWARE COMPARISON

This covers virtually all of the areas for comparison. Concentrate only on the ones that are most relevant to your organization!

|Background Information | | | |

| |Specific Questions |Software A |Software B |

| | | | |

| |What is the history of the company and its current | | |

| |product range? | | |

| | | | |

|Programming |What programming languages are used by I&R software? | | |

| | | | |

|Versions and upgrades |Could you provide details of the last published | | |

| |version of your software with dates and major changes? | | |

| |Were these program-wide updates or feature-specific? | | |

| | | | |

| |How many I&Rs are using the current version? | | |

| | | | |

| |What are the major scheduled improvements for the | | |

| |software and the current timetable for implementation? | | |

| | | | |

| |What are the general pricing policies for new versions | | |

| |and upgrades for existing users? | | |

| | | | |

|Ownership of database |Who has copyright of the database records when it is on| | |

| |your public web site software? | | |

| | | | |

|Ownership of source codes |Who owns your I&R software source code and can there be| | |

| |escrow-type arrangements to cover the user in case the | | |

| |company goes out of business? | | |

| | | | |

|Hardware required |What is the ideal hardware platform on which your | | |

| |system operates? | | |

| | | | |

|Simultaneous users |How many simultaneous users can be allowed on the | | |

| |system? | | |

| | | | |

|Database tables |Are there limitations to the size of the database | | |

| |tables within the software? | | |

| | | | |

|Staffing |What is your current staffing for I&R development and | | |

| |support? | | |

| | | | |

|Redundancy |How would your system be set up to ensure automatic | | |

| |back-up in case the main server is down? | | |

| |From the description of our preferred system, what | | |

|Recommendations |would be your recommended configuration? | | |

| | |Software |

|Mandatory Components |Specific Questions | |

| | | |

|Has all AIRS transfer dataset |Does it currently and fully meet the latest AIRS XSD data structure (2.07 | |

|fields |currently, 3.0 in the future)? | |

| | | |

|Public Web site |Does your system allow for the database to be accessed by the public? If | |

| |so, can you list the URLs of some sample sites? | |

| | | |

|Client records |Does the system allow for the creation and maintenance of client records? | |

| | | |

|Web-based updates |Can the resource database be updated on the Internet by users on different| |

| |sites? | |

| | | |

| |Can the call contact data be updated on the Internet by users on different| |

| |sites? | |

| | | |

| |Are there passwords for various levels of on-line administrative | |

| |privileges? | |

| | | |

| |Can the system be hosted on a locally owned server or only on the server | |

| |of software proprietor? | |

| | | |

|Automated reports to generate |Can it automatically generate reports showing the last update date of all | |

|AIRS mandated data |resource records? | |

| | | |

| |Does the system register and report on (for example) information calls v. | |

| |information and referral calls? | |

| | | |

| |Can it automatically generate reports of all calls relating to (for | |

| |example) food pantries within any given month within any geographic area? | |

| | | |

| |Can you locally program any additional report categories you may require | |

| |(e.g. to allow for short-term assessment of local issues)? | |

| | | |

|Database taxonomy schema |Does the software use the AIRS/INFO-LINE Taxonomy? | |

| | | |

| |Does your company have an up-to-date subscription to use the Taxonomy? | |

| | | |

| |What tiers of the AIRS/INFO-LINE Taxonomy does the software use? | |

| | | |

| |Does the software display the complete data information for each term | |

| |including use references and See Also fields? | |

| | | |

|Supports taxonomy, text and |Can the software search on built-in taxonomy terms? | |

|keyword searches | | |

| | | |

| |Can the software search on any text? | |

| | | |

| |Can the software search on designated keywords? | |

| | | |

| | | |

| | | |

|Web interface to assure one-time |Can a single database be maintained via several remote locations to ensure| |

|data entry |minimum duplication of data entry? | |

| | | |

| |If so, under what version does this operate and what agencies are | |

| |currently using this in the field? | |

| | | |

|Consistency of key fields data |Are the key fields provided with controlled data entry (e.g. numbers, | |

|types throughout the database – |date, text)? | |

|numeric vs. text, etc. | | |

| | | |

| |If “Yes”, can you provide a few examples of pre-set field controls that | |

| |have been created to assist the I&R provider? | |

| | | |

|Web will provide self-service |What ADA features does the software contain? (Or, how is it ADA compliant,| |

|capabilities – ADA compliant |especially with the public version?) | |

| | |Software |

|Preferred Components |Specific | |

| |Questions | |

| | | |

|Vendor has a demonstrated record |How do you handle customer complaints/problems? | |

|responding to product user needs | | |

|and concerns | | |

| | | |

| |How do you research future development requirements? | |

| | | |

| |What are your guidelines for how quickly you can usually respond to a | |

| |customer problem? | |

| | | |

|Customizable fields - end user |Can the user insert additional fields? | |

|can tailor product to their needs| | |

| | | |

| |If so, is there a limit on the number of fields in each of the software | |

| |components (e.g. resource database and call tracking? | |

| | | |

|Record structure |How are records structured in terms of a main record and its separate | |

| |programs, locations, etc.? | |

| | | |

| |At what level of the record does the Taxonomy indexing attach? | |

| | | |

|Unique record identifiers |How does the system identify records that “belong” to a particular agency | |

| |and ensure that they are only maintained by that agency? | |

| | | |

|Web-monitoring software to |How are reports obtained on traffic statistics on the Web site? | |

|provide site traffic statistics | | |

|at a record and query level | | |

| | | |

| |What traffic statistics can be obtained for query and retrieval data (e.g.| |

| |number of unique visitors a month, total searches made, lists of attempted| |

| |searches, lists of searches bringing up zero results)? | |

| | | |

| |Specifically, can it provide statistics on how many times a certain record| |

| |is viewed on the public web site (for example, 156 people viewed the | |

| |record for Kitsap Mental Health in 2004)? | |

| | | |

|HIPAA compliant – privacy |Is the software compliant with the Health Insurance Portability and | |

|protections are clear and can be |Accountability Act? Or else how is privacy of users protected when call | |

|customized to provide different |tracking details are exported (e.g. what data encryption methods are | |

|levels of access |used)? | |

| | | |

| |What levels of access are permitted to client data and how/where are these| |

| |implemented/controlled? | |

| | | |

|Ability for agencies and programs|Does the system allow for agencies to directly submit on-line changes | |

|to update their records, then |through a verification process? | |

|send update to a gatekeeper who | | |

|reviews and loads update | | |

| | | |

| |How are these changes distributed to the appropriate resource specialist | |

| |and verified (for example, does the new information need to be cut and | |

| |pasted into existing record)? | |

| | | |

|Follow-up calls |How are calls designated for follow-up logged onto the system to ensure | |

| |that follow-up take place? | |

| | | |

| |Can another staff member conduct the actual follow-up and add more | |

| |comments to an existing inquiry record? | |

| | | |

| |Can a supervisor conduct quality assurance activities on whether | |

| |follow-ups have been made and their results? | |

| | | |

|Ability to interface with Crystal|Is there an interface with Crystal Report Writer? If so, is this a menu | |

|Report Writer – import/export |feature or does it require additional set-up? | |

|ASCII files, etc. | | |

| | | |

|Ability to track call origination|How does the system through the I&R Specialist track call origination | |

|data |(user-defined geographic areas, zip codes or both)? | |

| | | |

| |Can the system aggregate data according to user-defined geographical | |

| |hierarchy (e.g. inquiries by town and county and region and state)? | |

| | | |

|Publishing |Can a directory be published for a local area and/or subject and what is | |

| |the process? | |

| | | |

|Controlled vocabulary |Are there drop-down menus for controlled vocabulary and correct usage | |

| |(e.g. languages, geographic areas, etc.)? | |

| | | |

|Service gaps |Can I&R specialists register gaps in service and how can these be produced| |

| |as reports? | |

| | |Software |

|Optional Components |Specific Questions | |

| | | |

|Allow partner agencies to build a|How does the system allow for customization of the front-end and can| |

|personalized “front-end” to the |different front-ends be developed by all of the different members of| |

|web-based data |the system? | |

| | | |

|Supports Homeless Management |Is the system compliant with HMIS guidelines and if not, what plans | |

|Information System requirements |exist for eventual compliance? | |

| | | |

|On-line mapping |Is your system integrated with any capability for on-line mapping on| |

| |either the internal I&R site, the public site or both? | |

| | | |

|On-line translation |Is your system integrated with any capability for information to be | |

| |translated on the public site into Spanish and/or any other | |

| |languages? | |

| | | |

|On-line donations matching |Does the public software have a donations matching component (for | |

| |example, someone looking to donate sleeping bags can locate an | |

| |agency needing sleeping bags)? And if so, how does it work? | |

| | | |

| | | |

|On-line calendar |Does the software have any facility for maintaining on-line | |

| |calendars for news and events? | |

| | | |

|On-line volunteer component |Does the software have a volunteer matching component? | |

| | | |

| | |Software |

|Summary / Additional Support |Specific Questions | |

| | | |

|Conversion assistance |If data needs to be converted from existing software, how can this | |

| |be done? | |

| | | |

|Installation assistance |What options are available to provide on-site installation support | |

| |to ensure that the system is properly configured? | |

| | | |

|Additional training |What options are available to provide on-site training for users? | |

| | | |

|Restrictions |Does your software have any specific restrictions that may be | |

| |applicable for the system planned by our agency? | |

| | | |

|Special features |Does your software contain any special features that have not been | |

| |highlighted within these questions? | |

| | | |

|Performance testing |If your software is chosen for the final assessment, what is the | |

| |best method of creating a testing environment for a variety of | |

| |users? (Also, how much notice is required?) | |

| | | |

|Additional comments |Do you have any additional information that might aid our | |

| |decision-making process? | |

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