Tools and Tricks for Improving Any Resource

DatabaseOr …

“How We Turned Our Database Around While Tripling the Service Area”

Database Department

I&R Specialists

Tear down that wall!

Resource Team

Collaborative Driven Obsessive

Independent

Empowered

Comfortable With Gray

Puzzle Solvers

Relationship Builders

Critical Thinkers

Qualities of an Effective Resource Team

(Compare and contrast with qualities associated with the term “database staff.”)

Bulleted Lists

User Friendly Records

Separate field for documentation

Service area under Eligibility, if appropriate

User Friendly Records

Service area set to the smallest value that

includes everyone who is eligible for the service AND would reasonably travel for that service

Matchlist notes showing key information for

quickly screening that particular resource

User Friendly Records

“Tip” Records

And“See Also”

Records

Built in “See Also”

Custom “See Also”

Stepping Outside the Database…

Maintain a list of links to

supportive tools.

Put a shortcut to this list on every

desktop.

Build Customized, Interactive Maps for

Tricky Service Areas

Create Training Tools to Help I&R Specialists

Navigate the (Not-Always-Intuitive)

Taxonomy System

This “taxonomy toolbox” acts as an expanded/enhanced category system to

familiarize I&R Specialists with the range of taxonomy terms for key customer need areas.

FOOD issues(Continued.)

Thinking OUTSIDE THE BOX to Meet Callers’ Needs

These activity sheets help I&R specialists practice finding the appropriate

taxonomy for a stated need, as well as related

taxonomies when no resources are available

for the stated need.

Key Services (Like food pantries, shelters, and clinics)

Key Programs (Like Head Start, CCDF, and Medicaid)

Key Agencies (Like Red Cross and Salvation Army)

Key Facilities (Like Police Departments and Utility Providers)

Utility ProvidersArea Agencies on AgingCommunity Action ProgramsAnd More…

Parity,Priority,

Perspective

Regional Checklists Track Parity of…

Description, Eligibility, Intake and Other Narrative Field TextAgency NameAgency OverviewAgency AKADirector’s Title / ConfidentialityInclusion Guideline InformationService Group Structure AdviceService Group NameProgram NameProgram AKAsHelpline Notes / Special InstructionsTaxonomiesService AreasMatchlist NotesAnd More….

Consistent,Thorough,

Professional

Resource Templates Increase Consistency and Save Time

Expand your Style Guide to include field-

by-field instructions (with screenshots); a

range of examples, and an actively maintained

glossary of conventions.

Enhanced Style Guide

Practical, Real-World Policies and Procedures