Family Development Project

Technology Use

Enhancing Database Technology Utilization

The project has addressed the retrieval and sharing of information stored in the Access database among the respective Head Start sites and selective mental health and human services agencies in the community. During earlier phases of the project, data analysis at the programmatic level involved the manual entering of data from hard copies into spreadsheet applications. In addition to being quite time consuming, the possibility for data entry error was present. More importantly, reliance upon the manual accumulation and entry of data from many sites slowed the programmatic decision making time cycle down tremendously.

Changing how the programs currently exchange information between each other and other mental health and human services agencies in the community is a crucial step when considering the use of technology in the workplace at the technical level, and more importantly, at the organizational level. Lack of attention to the organizational impacts of introducing technology is one of the most cited reasons for MIS implementation failures in today's modern organizations. In recognition of this, Dr. Fitch incorporated aspects of organizational change theory and system design modeling to facilitate the transition from a manual office and practice setting to a more automated one.

Currently, the FDP database has been implemented fully at two Head Start agencies. The database, which contains 79 forms, allows Head Start administrators to produce their annual report in a matter of hours instead of weeks. The database gives Head Start agencies the ability to generate routine and compliance reports. Because this is an internet database that can be accessed remotely, Family Service Workers are able to enter data directly into the database as they receive it. This allows for quicker response time to children with behavioral and emotional problems. This is an improvement over the Access database, which necessitated reliance on data entry clerks who received hard copies of information at one centralized site. The collaboratory spent over 1,500 hours developing the database. And, this product can stand on its own without further university support. All staff are trained in its use and complete documentation of database fields have been provided to the Head Start personnel. Maintenance and upgrades involve no more than updating versions of MS Access when felt necessary.

Technology Tools

• CD-ROM, used to store data
• GPY and FDP Websites
• E-mail, primary source of communication
• Minidisc Recorders, recorded and stored qualitiative data
• Scantron, scans data enrty forms elminating need for data enry
• Transcription Software for Qualitative Data
• Worktools, communication and resource sharing tool in a web-based format
• Statistical Program for Social Sciences (SPSS)
• ATLAS-ti, a qualitative software program
• Microsoft Access, database management software program
• Macromedia ColdFusion MX web server and database hoster, stores FDP web-based database
• ArcView GIS 3.3, geographic information systems software used to identify enviornmental hazards in Head Start communities

Last updated: 04/22/05

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