WEBINARTHURSDAY, DECEMBER 4 , 2014

DIVISION OF COMMUNITY SERVICESW W W. M A SS. G OV / D H C D

MODERATOR: AKM RAHMANSENIOR INFORMATION & PROGRAM COORDINATOR

DHCD E-Gov. System: Current and Future Changes

Why Electronic Government?

Brief History – 2000 – Present: BBS, Internet, E-mail, Online Reporting > Online Planning & Reporting > Online Planning, Reporting & Budgeting > Online Planning, Reporting, Budgeting, & Contracting…

Operational Impact – (1) Paperwork Reduction (2) Efficiency Gain – staff & sub-grantees

(3) Review and Approval Time (4) Program Integrity

Why Electronic Government

Operational Impact – Performance Measurement

https://www.youtube.com/watch?v=ezKnvNs46JA

Measuring Performance –

ROCK, PAPER, SCISSORS Vs. Electronic Tracking!

How We Managed Changes?

ROMA = CSBG IS Survey and CSBG ROMA Work Plan

LIHEAP Performance Measures = E-Gov. Reporting

Program Integrity = Vendor Reporting; Data Exchanges, etc.

Why Electronic Government?

To better serve our clients? But How?

B = BENEFITE = ENROLLEMENTC = COORDINATIONS = SYSTEM

Who Invented BECS? The Answer Is… CSBG ARRA!

Why Electronic Government?

We MUST continue our Conversation!

JEFFREY BROWN, PRESIDENTANNETTE RODRIGUEZ, DIRECTOR OF

CUSTOMER SUPPORT

Community Software Group

HTTPS: / /AGENCY.OCTOPI .ORG/OCTOPIDATAENTRY/LOGIN/LOGIN1.ASPX?ST=MA

DHCD E-Gov. System

CSBG Work Plan

CSBG Export of Work Plan Data

Organizational Tabs

CSBG IS Survey

LIHEAP Weekly Report

LIHEAP Performance Measures

LIHEAP Performance Measures

LIHEAP Performance Measures

LIHEAP Performance Measures

JOE DIAMOND, EXECUTIVE DIRECTOR

MASSCAP

Action for Boston Community Development, Inc.

Christina SieberDirector of Institutional Development and

Grants

Seven Front-Line Dilemmas and

e.gov

OR,EVERYTHING I ’VE LEARNED ABOUT

OUTCOMES MANAGEMENT IN 5 MINUTES

Chris Sieber Director of Institutional Advancement, ABCDDecember 4, 2014

e.gov is an important step in bringing actionable data to

managers IF...We create a data life cycle

which isVISIBLE, CONSISTENT, QUALITY-CONTROLLED, and which hasCONSEQUENCES.

Definition

Collection

Entry into System

Analysis

Operational Response

Planning Response

The Data Life Cycle

Quality: If data isn’t good, it discredits the system. Therefore, e.gov…

Visibility: If data isn’t visible to all stakeholders, it doesn’t motivate. Therefore, e.gov…

Consistency: If data isn’t used consistently, it creates confusion. Therefore, e.gov…

Consequences: If data isn’t connected to real-world consequences, it is a waste of effort to collect. Therefore, e.gov…

Reducing Barriers to Effective Data Use

Dan’s Dilemma Dan’s agency runs

three nutrition programs: a food pantry, a brown bag program, and a hot meals program.

Dan needs to reduce his programs due to budget cuts.

His Board wants to continue the “best” programs.

What does Dan need from e.gov?

Stan’s Stumbling Block

Stan’s nonprofit ran into trouble with a local politician.

This politician claims that his agency “wastes money” on “useless boondoggles.”

Now the newspaper is calling.

What does Stan need from e.gov?

Oswald’s Opportunity

Oswald’s agency is located in the new Special Area for Government Grants Initiatives.

The lead agency for a SAGGI grant has to prove its effectiveness in helping families improve their economic situation.

What does Oswald need from e.gov?

Keisha’s Controversy

Keisha has a staff of three in her new job training program: a supervisor and two trainers.

They don’t get along. The supervisor says that

one trainer “slacks off” and that his clients “don’t succeed because he doesn’t know what he’s doing.”

What does Keisha need from e.gov?

Ming’s Motivator

Ming has excellent case managers in her neighborhood center.

They see people who are “down and out”; few can get a job or make other big gains.

The Case Managers are becoming discouraged, saying “nothing we do matters.”

What does Ming need from e.gov?

Angelo’s Anxiety

Angelo’s housing program failed to meet the annual goals set by funders.

In response, Angelo made several changes in how work is done.

He thinks the changes are working, but his staff thinks they were a mistake.

What does Angelo need from e.gov ?

Fuad’s Fight Fuad runs an advocacy

organization for immigrants.

Recently a new organization serving the same group started up.

They charge that Fuad’s group is “out of touch with the community,” “doesn’t really help anyone”, and “just makes money for a few.”

What does Fuad need from e.gov ?

The test of a program data system is ultimately its ability to improve program

impact.

TO IMPACT QUALITY, THE SYSTEM MUST CONSIDER THE ENTIRE DATA LIFE CYCLE,

AND MUST ADDRESS BARRIERS TO EFFECTIVE DATA USE.

Our challenge is to ensure that e.gov fulfills its potential to improve program impact.

Community Teamwork, Inc.

Cheryl H. Amey, Ph.D.Chief Planning Officer

Community Teamwork, Inc.

Community Teamwork, Inc.

Weave

Weave is an Open Source Web-based Analysis and Visualization Business Intelligence (BI) Platform

Weave is currently in use in numerous small, medium and large organizations, and increasingly being committed to by many more large scale government organizations all requiring open source

Weave is in active development with CDC and various Public Health Departments for use in accessing and analyzing both public and internal data

Current Users and Uses

Large organizations and government agencies including for example those in: Atlanta, Boston, Chicago, Columbus, Grand

Rapids, Houston, Kansas City, Memphis, Portland, Rockford, San Antonio, San Diego, Seattle

Arizona, Connecticut, Florida, Rhode Island, Tennessee, Utah

Massachusetts Department of Early Education and Care, Centers for Disease Control and Prevention, US Air Force

Weave is used to explore, analyze and understand their data, solve complex problems, evaluate their solutions and disseminate the results

TRICIA PISTONEDEPUTY DIRECTOR

Montachusett Opportunity Council, Inc.

Montachusett Opportunity Council, Inc.

1. Opportunities that exist in E-Gov for agencies

2. New features that we look forward to, including 20% +/-

3. Connecting our CAP plan, annual workplan and beyond

4. Comparing Apples to Apples- Role of training/standards that will allow us to better provide comparable state data

Greater Lawrence Community Action Council, Inc.

Tracey J. Chalifour, PMPDirector of Development & Planning

Berkshire Community Action Council, Inc.

Michael BedfordCoordinator, Community Connector

Partnership

BCAC BECS Engagement

History of BECS in Berkshires through BCAC:

First pitched at the BCAC Annual Providers Meeting with DHCD presenting; Fall 2012

During this time, DHCD set up Elder Services of Berkshire County, Christian Center of Pittsfield, and Pittsfield Community Development as trial agencies during the Providers Meeting.

Engagement

DHCD’s Akm Rahman conducted a BECS training at BCAC in 2013.

BECS promoted at the BCAC Providers Breakfast 2013.

At the BCAC Providers Breakfast 2014, Tricia Farley-Bouvier, state legislator serving in the Massachusetts House of Representatives ,will present support for the BECS system.

Then What?

After signing up on BECS, Elder Services of Berkshire County, Christian Center of Pittsfield, and Pittsfield Community Development did not follow up with establishing an ongoing BECS presence.

The challenge to translate the enthusiasm of the initial introduction to BECS into a networking referral system.

Start of Using BECS in Berkshire County

Through the support of the Berkshire United Way, the Community Connector Partnership was established.

The Community Connector Partnership offers to working families a comprehensive approach to improving financial stability. Through the integration and bundling of services for individuals and families, the program provides coordinated & integrated resources and programming to working poor families.

How BCAC Helped Build BECS

Built a Community Connector Partnership based on linking referrals through the BECS system. Initial Community Connector Partners were BCAC, Red Cross of Berkshires, Berkshire County Head Start, Literacy Volunteers, Berkshires Immigrant Center, Goodwill.

All were enrolled and now use BECS. To date, we have made @400 referrals to Community Connector Partners.

Growth of Community Connector Program & BECS

Enrolled Connector partners and collaborators onto BECS: Berkshire Community College, Elder Services of Berkshire County, North Berkshires WIC, Berkshire Rides, Western MA Food Bank.

Further partner developments under discussion: WIC South County Berkshire Works Berkshire Regional Housing Adult Learning Center Pittsfield Adult Services, South County

Community Software Group - BECS

Community Software Group

New Generation – Data Visualization

https://agency.octopi.org/OctopiDataEntry/Login/Login1.aspx?ST=MA

Data Visualization – Example 1

Data Visualization – Example 2

Data Visualization – Example 3

DHCD

Questions and Answers!