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Further Information
Tracking System
Profiles
Project Match
Tracking System
The Project Match Tracking System is an information
management system designed for community-based employment
programs that want to track participants on a monthly
basis over a multiyear period. The system captures three
kinds of information: participant demographics, outcomes,
and services. The demographic component has fixed fields
for participant data at program entry, as well as the
capacity to update data as life circumstances change
over time (such as, a change in marital status or the
birth of a child).
There are
two key features of the system's outcome component.
First, the system is set up to capture a broader-than-normal
range of outcomes the standard ones related to work,
training, and school, as well as less commonly found
ones, such as clearing a bad credit record, finding
a landlord who accepts Section 8 vouchers, and getting
a restraining order. Second, each activity is updated
monthly, and status-change codes are used to document
the unfolding case history. In the month someone starts
working, for example, information about the job is entered,
including the date hired, name of employer, salary,
and hours; in subsequent months, all job-related changes
are documented. When a client stops an activity, there
is a selection of exit codes from which to choose to
indicate the reason why e.g., quit, laid off, graduated,
dropped out).
The service
component captures each discrete service received by
a participant, including whether it was provided in
person or over the phone and whether it was initiated
by staff or by the participant. The services can be
sorted by caseload, by individual participant, and by
type of service, as well as for a point in time and
over time.
An agency
can customize the outcome and service variables to reflect
its program goals. Each component of the tracking system
produces a variety of printouts with different kinds
of summary information. Some printouts are designed
for direct-service staff; others are for supervisors,
administrators, and even individual participants.
Access
Peopleworks is a system originally designed for the
Jobs-Plus employment program, which operates in six
public housing developments in cities around the country.
This Microsoft Access-based system was easily customized
to track and report information for each participant
about housing, family composition, program participation,
job placement, retention, support services, and benefits.
Access-based systems like Peopleworks have won acceptance
because they permit users to generate forms, data tables,
and reports with one software package. It is a good
choice for new programs in a Windows environment that
have modest budget or for an existing program that has
outgrown its paper files.
Lotus
Notes
If your organization's tracking system stores client
contact and background information, there are advantages
in having all client information in the same application
that is used for your agency's e-mail. Lotus Notes is
an e-mail and contact management system that also permits
organizations that use it to create databases unique
to them through a user interface that is easy to use
and navigate. South Carolina, for example, has developed
a Lotus Notes tracking system for an employment retention
and advancement project for former welfare recipients.
Lotus Notes does have some distinct disadvantages, however.
This software is intended for use only in local area
networks, the associated costs of implementing the client-information
system are higher, the reporting features are limited,
and it introduces a higher level of complexity than
other options, such as an Access database. You will
also need help from an experienced Lotus Notes developer
to help set up your database.
Programs
and Organizations
CompuMentor:
Based in San Francisco, this organization provides other
nonprofits and public schools consulting services and
assistance with short-term technology projects and development
of computer technology centers. CompuMentor is one
of the nation’s largest and oldest non-profit technology
assistance agencies. www.compumentor.org
TechSoup: Affiliated
with CompuMentor, TechSoup offers technology resources,
discounts, and recommendations to nonprofits. www.techsoup.org
Benton Foundation:
Features a “best practice toolkit” and resources
to help other nonprofits improve their use communications
technologies. www.benton.org
IT Resource Center:
A Chicago-based organization, IT Resource Center
provides on-line publications, newsgroups, and other
resources for nonprofits in the areas of philanthropy,
fundraising, management, and technology. www.npo.net
TechRocks: Formerly
known as the Technology Project, TechRocks aims to accerlerate
social and political progress by building technological
capacity for community collaboration and citizen engagement.
The web site offers ebase™, free software
that enables nonprofit organizations to manage their
relationships with their members, donors, activists
and volunteers. www.techrocks.org
The National
Urban Technology Center: Dedicated to preparing
community organizations for full participation in the
Information Age. The website is a good source of information
on a variety of technology projects that can be locally
replicated. www.urbantech.org
CNET:
One of the most popular software sites on the Web,
it features thousands of applications at no or a low
charge on a shareware basis. Also features software
and hardware reviews, Internet-related technology primers,
industry news, and much more. www.cnet.com
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