PROJECT: DATABASE DESIGN
DESCRIPTION: PROJECT MANAGEMENT
LOCATION: PORTLAND, OR

SITUATION:

  • Agency did not have a 'front door' for all clients to come through
  • Client data was fragmented, housed in multiple systems and not shared across programs

TASK:

  • Identify and prioritize each department's database needs
  • Identify common indicators from each program
  • Stagger the rollout of a new database program by program
  • Collaborate with external software developers as needed for support
  • Design, implement and manage a new client management system (Outcome Tracker) across the organization

ACTION: 

  • Collaborated with each program department manager to first assess their database needs
  • Created an organization wide common intake form
  • Delivered new developments and continued communications further refined the database
  • Trained each program's staff on data entry processes and best practices
  • Developed a full user guide for staff
  • Generated user-reports and queries for direct staff and management
  • Empowered direct staff to reference their own data for success

RESULT: 

  • Implemented a new CMS for 8 program areas
  • Successfully transferred of 15,000 client profiles from multiple systems (Salesforce, Excel, Microsoft Access)
  • Established an organizational standard baseline of incoming client demographic data 
  • 45 Staff received regular data best practices and user trainings
  • Staff began to take ownership of their own data
  • A 30-page user guide specific to the organization's needs was available to all staff