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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