Clubhouse Databases and Using the Data

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Clubhouse Databasesand Using the Data

• PRESENTERS
• Jeff Lander, Appilistic and Forum House Advisory
  Board, MA
• Tracy Jeoung, Fountain House, NYC

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1. Data Management in a Clubhouse Environment
2. Fountain House database experience and
   application
3. The Appilistic Clubhouse Database

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Data Management in a Clubhouse Environment

• To err is human.
• To really foul up requires a computer

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System Elements

1. Data Entry
2. Data Verification
3. Data Security
4. Data Output (reporting)
5. Data Retention
6. Building Your System

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Data Entry

• People Get Ready The Impressions - 1965

• Establish shared data definitions
• Establish specific measurements
• Utilizing members for data entry

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Data Verification

• Garbage in, garbage out

• Independent Spot Checks

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Data Security

• I Heard it Through the Grapevine
• Marvin Gay - 1968

• Passwords for Access, Excel Word
• Tools Options Security
• Set password to open
• Password selection Easy to remember, hard to
  guess

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Data Security

• Microsoft Access Admin vulnerability

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More Data Security Considerations

• Backups
• HIPAA/Confidentiality
• Release forms
• Maintaining confidentiality
• Files left open

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Data Output

• Do You Believe in Magic Lovin Spoonful

• Sanity checks

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Data Output

• Understanding the assumptions and limitations on
  complexity built into an automated system
• Definition of Active Status
• Members vs. Referrals
• Other limits on who is included

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Data Retention

• You Really Got Me The Kinks - 1964

• Some things last forever (hopefully)
• How long is long enough?

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Planning and Building Your System

• My Way Frank Sinatra - 1969

• Establish meaningful measures
• e.g. employment and homeless statistics are key
  for grant writing
• Establish shared data definitions
• Establish system goals and priorities

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Planning and Building Your System(continued)

• Implement one step at a time
• Consider the training and data verification needs
  of your users
• Patience

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The Clubhouse Database
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How theAppilistic database got its start
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Design Objectives

• Member participation in the data entry process
• Minimum learning curve
• Maximize the utility of the collected data (let
  you use it in as many ways as possible)
• Data security and confidentiality
• Flexible tool to enable clubhouses to operate
  their way

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Features of the Appilistic Clubhouse Database

• Installation on Unlimited Number of Computers
• Access by Unlimited Number of Users
• Installed Configuration to Meet Your Needs
• Maintenance for the first year including
•  Interactive Training with Instructor
• Personalized Support
• On going Development

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Features of the Appilistic Clubhouse Database

• Designed by Clubhouses Users
• User Friendly
• Designed for Member Involvement
• Multiple Security Levels
• Tools for Data Verification
• Automated Local Backup System
• Offsite Backup Available

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Features of the Appilistic Clubhouse Database

• Built In Contact Management
• Generate Email Lists
• Create Mailing Labels
• Record Notes Related to People Tasks
• Built In Custom Report Generator
• Custom Development Available
• Compatible with Windows 2000, XP, Vista

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Current Clubhouse Installations

• Atlantic House, Quincy, MA
• Bridge House, Bridgeport, CT
• Charles Webster Potter Place, Waltham, MA
• Clubhouse of Winnipeg, Winnipeg, MB
• House, Needham, MA
• Forum House, Westfield, MA
• Genesis Club, Inc., Worcester, MA
• Green River House, Greenfield, MA

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Current Clubhouse Installations

• Hero House, Bellevue, WA
• Horizon House, Wakefield, MA
• Lexington House, Altoona, PA
• Lighthouse, Springfield, MA
• Meeting Place Clubhouse, San Diego, CA
• Neponset River House, Norwood, MA
• Polaris House, Juneau, AK
• Prime Time House, Torrington, CT

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Current Clubhouse Installations

• Renaissance Club, Lowell, MA
• Star Light Center, Florence, MA
• Stepping Stones Clubhouse, Coatesville, PA
• Thunderbird Clubhouse, Norman, OK
• Tradewinds, Southbridge, MA
• Vincent House, Pinellas Park, FL
• Wellspring Clubhouse, Sellersville, PA