Clubhouse Databasesand Using the Data

PRESENTERS:• Jeff Lander, Appilistic and Forum House Advisory Board, MA• Tracy Jeoung, Fountain House, NYC

1. Data Management in a Clubhouse Environment

2. Fountain House database experience and application

3. The Appilistic Clubhouse Database

Data Management in a Clubhouse Environment

“ To err is human.To really foul up requires a computer”

System Elements:

1. Data Entry2. Data Verification3. Data Security4. Data Output (reporting)5. Data Retention6. Building Your System

Data Entry

“People Get Ready” – The Impressions - 1965

• Establish shared data definitions• Establish specific measurements• Utilizing members for data entry

Data Verification

“Garbage in, garbage out”

• Independent Spot Checks

Data Security“I Heard it Through the Grapevine”

Marvin Gay - 1968

• Passwords for Access, Excel & Word–Tools: Options: Security–Set password to open

• Password selection: Easy to remember, hard to guess

Data Security

• Microsoft Access “Admin” vulnerability

More Data Security Considerations

• Backups• HIPAA/Confidentiality– Release forms– Maintaining confidentiality

• Files left open

Data Output

“Do You Believe in Magic” – Lovin’ Spoonful

• Sanity checks

Data Output

• Understanding the assumptions and limitations on complexity built into an automated system– Definition of Active Status– Members vs. Referrals– Other limits on who is included

Data Retention

“You Really Got Me” – The Kinks - 1964

• Some things last forever (hopefully)• How long is long enough?

Planning and Building Your System

“My Way” – Frank Sinatra - 1969

• Establish meaningful measures– e.g. employment and homeless

statistics are key for grant writing• Establish shared data definitions• Establish system goals and priorities

Planning and Building Your System(continued)

• Implement one step at a time• Consider the training and data

verification needs of your users• Patience

The Clubhouse Database

How theAppilistic database

got its start

Design Objectives

• Member participation in the data entry process

• Minimum learning curve• Maximize the utility of the collected data (let

you use it in as many ways as possible)• Data security and confidentiality• Flexible tool to enable clubhouses to operate

their way

Features of the Appilistic Clubhouse Database

• Installation on Unlimited Number of Computers

• Access by Unlimited Number of Users• Installed & Configuration to Meet Your Needs• Maintenance for the first year including:–  Interactive Training with Instructor– Personalized Support– On going Development

Features of the Appilistic Clubhouse Database

• Designed by Clubhouses Users• User Friendly • Designed for Member Involvement• Multiple Security Levels• Tools for Data Verification• Automated Local Backup System• Offsite Backup Available

Features of the Appilistic Clubhouse Database

• Built In Contact Management – Generate Email Lists– Create Mailing Labels – Record Notes Related to People & Tasks

• Built In Custom Report Generator• Custom Development Available• Compatible with Windows 2000, XP, Vista

Current Clubhouse Installations

• Atlantic House, Quincy, MA• Bridge House, Bridgeport, CT• Charles Webster Potter Place, Waltham, MA• Clubhouse of Winnipeg, Winnipeg, MB• House, Needham, MA• Forum House, Westfield, MA• Genesis Club, Inc., Worcester, MA• Green River House, Greenfield, MA

Current Clubhouse Installations

• Hero House, Bellevue, WA• Horizon House, Wakefield, MA• Lexington House, Altoona, PA• Lighthouse, Springfield, MA• Meeting Place Clubhouse, San Diego, CA• Neponset River House, Norwood, MA• Polaris House, Juneau, AK• Prime Time House, Torrington, CT

Current Clubhouse Installations

• Renaissance Club, Lowell, MA• Star Light Center, Florence, MA• Stepping Stones Clubhouse, Coatesville, PA• Thunderbird Clubhouse, Norman, OK• Tradewinds, Southbridge, MA• Vincent House, Pinellas Park, FL• Wellspring Clubhouse, Sellersville, PA