Taming the Wild Beast: Indexing with the AIRS/LA

County Taxonomy of Human Services

A Two Part Worksh0p for the 2014 Airs conference

Atlanta June 2, 2014Robin Pokojski – Call Center

ManagerCathy Vaisvil – Resource ManagerUnited Way 2-1-1 MO and SWIL

“All things are difficult before they are easy.” Thomas Fuller

Workshop Objectives• To review the Taxonomy’s

structure and design• To introduce basic principles and

practices in indexing• To help recognize decisions to be

made when using Taxonomy• To discuss maintenance and

customization

What is a taxonomy?A thorough classification system,

thatdistinguishes concepts, names

thoseconcepts and puts those concepts

intoa hierarchical order

Name some examples of a taxonomy?

What is a taxonomy?Dewey Decimal System

Phone Book Headings

Plant and Animal Species Names

But a taxonomy of services?

• Classifies “things done” rather than “things”

• Provides structure for information

• Tells people what is in your system

• And how to find it!

AIRS/211 LA County Taxonomy

• Work on taxonomy began in 1982• Full printed version completed 1987• Continually developed and assessed

by full time editor and researcher, Georgia Sales – LA County 2-1-1.

• Specifically designed for indexing community resources in a computerized environment

• Endorsed by AIRS and United Way Worldwide

• Originally designed for US, now two Canadian versions

AIRS Standard 9: Classification System/Taxonomy

The I&R service shall use the AIRS/211 LA CountyTaxonomy of Human Services (formally titled A

Taxonomyof Human Services: A Conceptual Framework withStandardized Terminology and Definitions for the

Field)to index and facilitate retrieval of resource

information,increase the reliability of planning data, make

evaluationprocesses consistent and reliable, and facilitate

nationalcomparisons of data. Additional classification

structuressuch as keywords may supplement the Taxonomy,

but mustbe connected to the Taxonomy rather than

functioning asindependent indexing systems.

Benefits of the Taxonomy• Structure is comprehensive in

scope• Logical and exclusive niche for

every concept• Compatible with the way services

are actually delivered• Incorporates terminology

accepted in the human service field

• Terms are clearly defined and cross referenced

Benefits of the Taxonomy• Language and structure are

simple• Structure is flexible to permit

change and growth• Users can customize to meet

their own needs• Saves money!

Benefits of the Taxonomy

All terms can berolled up sostatistics are

easierto collect and

report!

How do I get access to the Taxonomy?

Subscriber Category Annual Rate

AIRS Members (non-profit or governmental)

$200

AIRS Members (for profit) $500

Non-Members (non-profitor governmental)

$250

Non-Members(for profit)

$650

Taxonomy Subscription Rates

Types of Agency Services

Types of Agency Services• Primary• Secondary• Indirect• Ancillary• Phantom

Primary Services• Entry point services

• Open to anyone who meets eligibility

• Always index primary services (unless they don’t fall within your agencies inclusion/exclusion criteria)

Secondary Services• Must already be receiving

primary services to be eligible to receive secondary services

• DON’T index secondary services (though it’s useful to mention them in service descriptions)

Indirect Services• Services an agency does not

directly provide

• DON’T index indirect services (or at least index them under the proper term)

Ancillary Services• Services which an agency

provides but NOT worth the effort to index

• DON’T index ancillary services

Phantom Services • Services that an agency claims to

offer…but rarely does!

• DON’T index phantom services

It’ll come back to haunt you later!

Summary: Types of Agency Services

Type of Service Should Be Cited in Narrative Text?

Should Be Indexed?

Primary Service Yes Yes Secondary Service Selectively No Indirect Service Selectively Selectively . . . but

use the right term! Ancillary Service Selectively No Phantom Service No No

Can you figure out which services to code???

First Night Columbia was established in 1994 and currently takesplace throughout 12 venues in The District, downtown Columbia. AUSA National Certified 5K Run/Walk starts the event at 4:00.Entertainment and activities in the venues begin at 7:00 p.m. withthe Teen Venue and Children’s Art Area starting at 6:30 p.m.

One of the main goals of First Night Columbia is to provide a safeand fun event for our youth at our Teen Venue and other venues bypromoting creative fun and fitness on a high-risk night resulting ingood physical, emotional and mental health.

We believe the opportunities First Night has developed andcontinues to develop promotes a healthy community of young people. Our desireis to reach and make our event accessible to all cultures of diverse race,

economicvariables, physical capabilities and artistic interests. Our partnerships withmultiple organizations in Columbia support our vision and efforts.

Can you figure out which services to code???

LifeHouse exists to equip, enable, encourage, andstrengthen expectant mothers in crisis through

shelter,education, and advocation, in a safe and lovingenvironment. Through these provisions, the goal is

toempower expectant mothers with life skills they

canutilize for their personal success and for the futuresuccess of their unborn child.

Can you figure out which services to code???

Children's Mercy Hospitals and Clinics, providesthe highest level of medical care, technology,services, equipment and facilities in promoting thehealth and well-being of children in the region, frombirth through adolescence. Patients and their familiesare treated with compassion in a family-centeredenvironment that recognizes their physical, emotional,financial, social and spiritual needs. Thecomprehensive health care environment provided bythe hospital includes clinical services, research andteaching efforts which are designed to serve today's andtomorrow's children and the community in which theylive.

Taxonomy Structure

Taxonomy StructureDivides all human and social services into 10 service categorywith a separate 11th target group section

• B Basic Needs• D Consumer Services• F Criminal Justice and Legal Services• H Education• J Environmental Quality• L Health Care• N Income Support and Employment• P Individual and Family Life• R Mental Health Care and Counseling• T Organizational/Community/International Services• Y Target Populations

Taxonomy Structure• Each section is broken up into

“branches” that consist of up to 6 increasingly narrow classification levels

• Each term has a unique identification number – its Taxonomy code

• Consisting of letters and numbers, that reflects its exact placement in the hierarchy

Branch Sample• N Income Support & Employment• ND Employment• ND-1600 Employee Certification• ND-1600.9500 Work Permits• ND-1600.9500-300 Home Work

Permits• ND-1600.9500-950 Youth Work

Permits

Branch Sample Showing Relationships

ND-1600.1800Exemplary Rehabilitation

Certification

ND-1600.2000Fidelity Bonding

Services

ND-16 00.9500-300Hom e W ork Permits

ND-1 600.9500-950.15Unassigned Term

ND-1600.9500-950-25Unassigned Term

ND-16 00.9500-950Youth W ork Permits

ND-1600.9500W ork Perm its

ND-1600Em ployee Certification

ND-2000Employm ent Preparation

NDEmployment

NLPublic Assistance

Program s

NSSocial Insurance

Program s

NIncome Support & Em ploymentLevel 1

Level 2

Level 3

Level 4

Level 5

Level 6

Path Leading to Specific Term

ND-1600.9500-950.25Unassigned

ND-1600.9500-950Youth W ork P erm its

ND-1600.9500W ork Perm its

ND-1600Employee Certification

NDEmployment

NIncome Support & Em ploymentLevel 1

Level 2

Level 3

Level 4

Level 5

Level 6

Terms and Cross References

• Each term, also known as a Preferred Term has a code and a precise and concise definition

• Use References are non-preferred terms which point to the preferred term you should use

• See Also References point to other preferred terms of potential interest to your general search

Take a Deep Breath…

Types of Taxonomy Terms

Types of Taxonomy Terms• Service Terms• Organization/Facility Type Terms• Named Program Terms• Modality/Delivery Format Terms• Target Terms

Service Terms• Specific services offered to

individuals seeking assistance• The vast majority of terms are

service terms (Branch B through T)

Examples of Service Terms

Organization/Facility Type Terms

• Describes what an organization is which often implies what they do

• They are scattered throughout the taxonomy branches (Branch B through T)

Examples of Organization/Facility

Terms

Named Program Terms• Describe a small number of

“shortcut” terms for nationwide, widely known programs

• Known to most social service providers, making it unnecessary to index the specific services which come under their umbrella

Examples of Named Program Terms

Modality/Delivery Terms• Describes the way in which a

service is delivered

• Should link to a Service Term

* Ability to link will be dependent upon the software

Examples of Modality/Delivery

Terms

Target Terms• Describes groups to which a service is aimed

• Can be used to more narrowly focus indexing

• Should link to a Service Term

• The Y Branch of the taxonomy, encompasses Target Terms and the YZ branch covers topical identifiers/issues

* Ability to link will be dependent upon the software

Things to Consider when using Target Terms

• DON’T Over Use!!! Can quickly get way out of hand

• If a service is generally for most people DON’T use a target term at all

• DON’T use target terms if the population group is indicated in the taxonomy term definition

Examples of Proper and Improper Target Term

Usage

ScenariosProgram Type: Homeless temporary shelterServices Provided To: Pregnant womenOngoing Requirements of Residents: Random drug testingParticipation in religious activities Must save certain amount ofmoneyRequirements UPON ENTRY to the program: Background check Drug screeningLiving Arrangements: 2 or 3 residents/families share a bedroomCommunity kitchen Community bathroomPlease specify: Pregnant women are welcome to remain in theLifeHouse program until approximately 3 months after the birth oftheir child(ren).”

Homeless Shelter* Pregnant Women or Maternity Homes?

ScenariosDescription: Children's Mercy Hospital provides the highestlevel of medical care, technology, services, equipment andfacilities in promoting the health and well-being of childrenin the region, from birth through adolescence. Patients andtheir families are treated with compassion in a familycentered environment that recognizes their physical,emotional, financial, social and spiritual needs. Thecomprehensive health care environment provided by thehospital includes clinical services, research and teachingefforts which are designed to serve today's and tomorrow'schildren and the community in which they live.

Children’s Hospitals (LL-3000.1450) NOT Hospitals*Children

ScenariosDelivers bags with food, clothing, bedding and toiletriesto sites where homeless individuals might be dwelling.

Street Outreach Programs*Homeless Individuals (Wrong because definition defines this population)

Service Description: Parenting with Love and Limits: Six-weekprogram where parents gather to learn and share parentingknowledge and experiences.Eligibility: The program is specifically geared toward parents

withchildren with severe behavioral and/or emotional problems.

Parent Support Groups*Parents of Children with Disabilities

ScenariosProvides food assistance to area residents who are in need.

Would not do:• Food Pantries*Men• Food Pantries*Women• Food Pantries*Children• Food Pantries*Seniors• Food Pantries*Pregnant Women• Food Pantries*Homeless Veterans• Etc., etc. – too many terms!!

Summary of Types of Taxonomy Terms

Facet (Type of Term)

Can Be Used Alone

Should Never Be Used Alone

Service Term Organization/Facility Type Term

Named Program Term Target Term Modality/Delivery Format Term

Indexing Using the Taxonomy

Indexing StepsDetermine if any of the services offered should be combinedinto a cohesive group:

1. Identify the primary services2. Determine if there is a facility type term

that would be appropriate3. If not, identify the most appropriate term

to characterize that service concept4. Read the definition of the taxonomy term

that you think is appropriate to verify correctness

Indexing Steps5. Review the hierarchy to confirm the

level selected6. Look at the See Also References

listed for the term, can any of them also be used to index the agency’s services?

7. Is a modality term needed to clarify the manner in which the service is delivered

8. Would a target group be useful?

Helpful Hint:• Remember! Not all services

offered by an organization should be indexed (refer to Types of services)

Principles of Indexing• Accuracy

• Consistency

• Avoiding Double Indexing

Accuracy• Choose the most

accurate/specific term available to you that fully describes what is being offered by the organization

Consistency• Once a term has been chosen to

describe a type of service, it should be used from then on to describe similar services offered by other organizations

• Avoid using a broad term if a narrower term is already being used, or vice versa

Examples• If you index an agency’s service at

Electric Service Payment Assistance (BV-8900.9300-180) then you can’t index another agency at Utility Service Payment Assistance (BV-8900.9300…which is a 4th level term)

• Any programs that offer services within BV-8900.9300 branch will have to be indexed at the 5th level

Example

BV-8950 .180 0 **E lec tr ic Se rv ice

C onn ec tion /R e pa ir

BV-8950 .600 0 **N a tura l G as Se rv iceC o nnection /R e pa ir

BV-8950 .850 0 **T e lep hone Se rv iceC o nn ection /R epa ir

BV-8950 .950 0 **W ate r Se rv ice

C o nn ec tion /R e pa ir

BV-8950U tility Se rvice

C o nnec tion /R e pa ir

BV-8900 .930 0-18 0 **E lec tric Se rv ice

Pa ym en t A ss is is tance

BV-8900 .930 0-25 0 **G a s S e rv ice

Pa ym en t As s is tance

BV-8900 .930 0-85 0 **T e lep hone Se rvice

Pa ym en t As s is tance

BV-8900 .930 0-95 0 **W a te r S erv ice

Pa ym en t Ass is tance

BV-8900 .93 00U tility Se rvice

Pa ym en t As s istance

BV-8900 .920 0 **U tility D isconn ec tion

N o tifica tion

BV-8900U tility

Ass ista nce

B VU tilities

BBas icN eeds

1

2

3

4

5

Double Indexing IS…• Double Indexing

– Vertical or Intrabranch: using two terms on the same branch anywhere in your database

– Horizontal or Interbranch: using multiple terms to describe one service

• Taxonomy Attacks!

Double Indexing is NOT…• One or more Target Terms linked to a

service term

• A Modality Term linked to a service term

• An Organization or Facility Term used in conjunction with a service term to index the same record

Example of Vertical Double Indexing

• If you used Electric Service Payment Assistance (BV-8900.9300-180)

• Then DON’T use Utilities (BV)

• DON’T use Utility Bill Assistance (BV-8900.9300)

• But you could use Utility Bill Disconnection Notification (BV-8900.9200)

Practice• BV-8900 Utility Assistance • BV-8900.9200 Utility Disconnection Notification• BV-8900.9125 Utility Bill Payment Plans • BV-8900.9125-600 Percentage of Income Utility Payment

Plans • BV-8900.9125-900 Utility Arrearage Payment Plans • BV-8900.9125-920 Utility Budget Billing • BV-8900.9300 Utility Service Payment Assistance • BV-8900.9300-150 Cable Service Payment Assistance • BV-8900.9300-180 Electric Service Payment Assistance • BV-8900.9300-250 Gas Service Payment Assistance • BV-8900.9300-300 Heating Fuel Payment Assistance • BV-8900.9300-330 Internet Service Payment Assistance • BV-8900.9300-850 Telephone Service Payment

Assistance • BV-8900.9300-860 Trash/Recycling Service Payment

Assistance • BV-8900.9300-950 Water Service Payment Assistance

More Practice!• LT-3400 Immunizations • LT-3400.0100 Adolescent/Adult Immunizations • LT-3400.0100-150 Chickenpox Immunizations • LT-3400.0100-250 Hepatitis A Immunizations • LT-3400.0100-300 Hepatitis B Immunizations • LT-3400.0100-500 Measles/Mumps/Rubella

Immunizations • LT-3400.0100-650 Pneumococcal Pneumonia

Immunizations • LT-3400.0100-700 Poliovirus Immunizations • LT-3400.0100-800 Shingles Immunizations • LT-3400.0100-850 Td/Tdap Immunizations • LT-3400.0200 Anthrax Immunizations • LT-3400.1500 Childhood Immunizations • LT-3400.2000 Flu Vaccines • LT-3400.3100 HPV Immunizations • LT-3400.5000 Meningitis Immunizations • LT-3400.6000 Pre/Post-Exposure Rabies Immunizations • LT-3400.8000 Smallpox Vaccinations • LT-3400.8500 Travel Immunizations

Example of Horizontal Double Indexing

“Providing outreach to homeless families living on the streets of St. Louis City. Provides blankets, food and case management”

• Code at Street Outreach Programs (PH-8000)

• DO NOT also code Outreach Programs (TJ-6500.6300)

Another Example of Horizontal Double Indexing

“Providing loans for students to attend college”

• Code at Student Loans (HL-8000.8100)

• DO NOT also code Personal Loans (NT-6400)

Customization• No I&R provider needs all 9400+

taxonomy terms • So, it is convenient to carve off or

deactivate the 100’s or 1000’s of terms that aren’t relevant to your I&R’s Community/Focus

Don’t Bite Off More than You Can CHEW!

Customization Considerations

• What are your agency’s inclusion/exclusion criteria?

• Who is your customer/client?• What types of resources are

available in your “community”?• Branch by branch, determine

which sections/terms can be disregarded altogether

Customization Considerations

• Determine depth of indexing (levels) for each branch

• Levels can vary between branches/subject areas

• How specific are service requests?

• How quickly does the information change?

• Who are your end users?

Customization Considerations

• How much time do the Resource Specialist(s) have to devote to maintenance?

• How much turn over does the staff have?

• How many resources will be listed as providing the service?

Examples• BD-1800 Emergency Food • BD-1800.1000 Brown Bag

Food Programs • BD-1800.1900 Food Lines • BD-1800.2000 Food Pantries

Examples• BD-1800.8200 Specialty Food

Providers • BD-1800.8200-150

Dehydrated Food

• BD-1800.8200-200 Food Supplements

• BD-1800.8200-250 Formula/Baby Food

• BD-1800.8200-255 Fresh Food

• BD-1800.8200-300 Gluten Free Food

Keeping Up To Date

UpdatingAIRS Standard 9 Subsection 4 statesthat any organization using theTaxonomy must update at least every18 months

• To update the taxonomy in your system, go to www.211taxonomy.org

Taxonomy Website

XML File Sample of Taxonomy Download

Sharing Your Database

Sharing Database Information

• Importing database information into your system

• Considerations include: each agencies customization of taxonomy, cleanliness and consistency, style and converting from one file type to another

WARNING: Post merging databaseclean up is tedious and exacting

work!

Resources

www.211taxonomy.org• Taxonomy (allowing code search,

term search, drilldown, related concepts)

• Recent Taxonomy Changes• Resources, including library and

frequently asked questions

Demo!www.211taxonomy.org

We All Need a Helping Hand Sometimes

Don't Give Up!

ListservGo to http://groups.yahoo.com/

and search to join listservs.• AIRS Taxonomy Listserv –

community of users of the taxonomy

Go to http://airsnetworker.airs.org/Home

• AIRS Networker – community of AIRS members

Other Resources• www.airs.org & ABC’s of I&R• Georgia Sales – creator of the

Taxonomy – gsales4215@aol.com (can also be accessed through the AIRS Taxonomy Listserv)

“Working hard and working smart

sometimes can be two differentthings”

Byron Dorgan

Questions?

Robin Pokojski – Call Center Manager(314)242-1884robin.pokojski@stl.unitedway.org

Cathy Vaisvil – Resource Team Manager(314)242-1885cathy.vaisvil@stl.unitedway.org