Hispanic Community Health and Resource Center

Database

A BIT Connections Volunteer Project

February 18, 2010

Agenda

• Bit Connections• Project Team• Hispanic Community Health Resource Center• Database Project• Q&A

BIT Connections

• Support and Networking group for returning students, displaced workers and career changers

• The Group has access to:– Open Lab time– Study groups– Instructor help

• Other Activities:– Guest Speakers; Career options, social networking– IT Test Lab – Volunteer Projects

HCHRC Project Team

• Kevin Klabunde• Debbie Kotlarek• Paul Mayhew• Brad Willett• Karen Engeldinger• Bruce Everard – Advisor• Paul Dankert- Facilitator

Hispanic CommunityHealth Resource Center

• ProHealth Care launched the Hispanic Health Initiative in 2001

• Waukesha Hispanic Collaborative Network

• HCHRC - part of Waukesha Memorial Hospital• Center sees 400 - 600 clients a month• Most clients are without health insurance or

are underinsured

Hispanic CommunityHealth Resource Center

• Focused on health issues but branching out to address other needs

• Services provided include– case management– advocacy and referral– screenings– health education classes– child birth classes– car seat programs– exercise sessions – summer programs for kids– quarterly community newsletter

Database Project

• Problem & Need statements• Team formation and info gathering• Initial work• Current Activities• Next Steps

Problem Statement

• Maintenance of current database of 800+ clients is inefficient and time-consuming

• Generic list generates mass mailings rather than targeted mailings, resulting in higher costs

• Multiple mailing lists require multiple updates for a single client address change

Need Statement

• An efficient way to maintain the client list• A method to create targeted lists for both

mailings and reminder calls• The ability for multiple staff members to have

access to the same database

Team Formation & Info Gathering

• Jen Taylor presented the HCHRC opportunity to the BIT Connections group

• Interested group members volunteered to work on the project

• Site visit to HCHRC for meeting with Julia Steffen– Reviewed current operations– Obtained a copy of the current database

• Julia identified two immediate features that would save time, material costs, and postage costs

Initial Work

Existing Database Overview

• Operations forms– Client Registration– Event Tracking– Medical & Non-Medical Statistics

• DB Maintenance forms– Update Staff, Locations and Events

• Reports– Mailing Labels– Event Tracking– Medical & Non-Medical Contacts

Initial Work

• Developed code to address two immediate needs– Search function for Registration form– Enhanced Mailing Label function to only print valid

complete addresses – Have saved over $250/month in mailing costs

• Made decision to develop new database since so much of current one is unused

Current Registration Form

Mailing Labels

Current Activities

Document Procedures & Data Flow

• HCHRC staff developed new form to capture additional information about client interests and class attendance

• HCHRC identified desire to also include information about donors to solicit and track monetary and service/product donations

Database Design

• Identified necessary tables, queries, forms, and reports to support future needs

• Specific tasks included– Developed the database form to match the paper

form– Develop a function to search the database using a

combination of parameters and then create mailing, email, and calling lists based on that search

Database Design

• Specific tasks included– Created a procedure to easily change the database

to reflect new programming– Added ability to capture information on

classes/programs (date, category, title and attendees).

– Developed a feature to automatically detect duplicate entries

Database Design

• Remaining tasks include– Develop other reports to show client statistics (by

gender, age, interests, classes attended, etc.) – Create a procedure to track exisiting and potential

donors or sponsors, including contact information and a record of donations.

Next Steps

– Testing– Review Meeting with HCHRC– Updates & Modifications– Data Migration– Installation– Training

Questions?