PRESENTING''

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PRESENTING..

JANIE DUNNING JUNE, 2002
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Once upon a time..
Not so far away.
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DOES ANYBODY HAVE ANY MONEY?
WHERE DO WE LOOK?
WHO CAN HELP?
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WHY DOESN'T SOMEONE KEEP US INFORMED?
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SO MANY COMMUNITIES..
SO LITTLE TIME...
NO BUDGET .
NEED TO KNOW NOW!
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LETS
GET
ORGANIZED!
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PROBLEM
We needed a tool to get information out to those
who need to know
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on a regular basis!
Success Stories
Events
Newsletter
Special Initiatives
RD Programs
Coordinated Partner efforts/ Information
Funds Availability
Regulation changes
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METHOD
MUST BE

• EFFICIENT

• EFFECTIVE

• TIMELY

• LOW DOLLAR

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SOLUTION
OH NO!
SOMETHING NEW!
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A database is any organized collection of
information.
That information is stored in tables. Those
tables are queried and the resulting information
is organized in various ways creating , forms and
reports.
SIMPLE!
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THE GOOD!
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• ENTITY TYPE

Each record (entity) is coded for type of
partner...
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EXAMPLE
Bank Chamber of Commerce Federal Legislator State
Legislator Newspaper Radio, TV City County Economi
c Development University Extension
BANK CC FED STATE NEWS MEDIA CITY COUNTY ECONDEV E
XTENSION
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Example
EM designation is announced for certain counties.
You can query the database for the designated
counties and only for city and county entities.
Send immediate email and those who need to know
are informed.
Time expended 20 minutes
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EXAMPLE

• You receive an email announcing Gateway will
• donate up to 4,500 computers which were used
  during the Winter Olympics.

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You query the database for Enterprise Zone and
Champion communities and pass the information to
entities in that area by email, as well as
schools and Chamber of Commerce organizations.
Time expended 30 minutes Networking contacts?
Thousands
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EXAMPLE
FEMA announces Fire Grant Funds for this fiscal
year are available and the application period
opens on March 1, 2002, and is only open until
April 1, 2002. And.they now have an on-line
application process.
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You query the database for cities and counties
and email the notice to the public officials.
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Time expended 20 minutes of messages sent by
RD 434 Networking contacts? Thousands
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• PRINT MAILING LABELS AND/OR ENVELOPES

Each record (entity) is coded with its
relationship to County, Local Office, and Area.
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Area and local offices can select the type of
entity for their County servicing area to print
labels, envelopes, or personalize letters, etc.
for mass mailings.
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Our offices use this option to facilitate
distribution of their newsletters and meeting
notices, etc.
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• CREATE EMAIL ADDRESS BOOK

Electronic Distribution
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• REPORT GENERATED - PARTNER ADDRESS BOOK (PAPER
  COPY)

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• MERGE ADDRESS INFO INTO WORD PROCESSING DOCUMENTS

Personalize mass mailings

• Targeted recipients
• In this electronic age we should NEVER have to
  type anything twice!

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• AVAILABLE TO FIELD OFFICES ON S/O SERVER

• A form or Main Menu can easily be created in
  the database application that enables those less
  familiar with database operations to perform
  basic functions.

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• For users familiar with database software, can be
  saved to users Personal Computer.

• If user writes forms and reports tailored to
  their needs, those can be imported to updated
  database when available on the server.

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In this instance the area/local offices can
view/print their Partner Address Book or print
mailing labels by clicking a button.
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Sample Mailing Labels
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Once functional, the database saves many
man/woman hours which creates smiling faces!
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• RECIPIENTS OFTEN FORWARD INFO TO THEIR PARTNERS
  REACHING A MUCH LARGER PARTNER BASE

Buzzword
networking!
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University Outreach Extension
Missouri Independent Bankers
RD
Missouri Department of Economic Development
AND ONAND ON. AND ON...
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• WITH JUST ONE CLICK YOU CAN LITERALLY REACH
  THOUSANDS

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THE BAD!
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• MUST BE MAINTAINED IN ONE PLACE

• The integrity of the data can only be assured if
  original is maintained in one place.

• Future software upgrades may allow field office
  access with permission to make changes.

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• Time consuming until populated - ongoing process

• Not all entities have email access or may refuse
  to give their address. Continually searching for
  email addresses to avoid the cost of paper
  mailing.

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• Frequent updates

• Users switch service providers.

• Difficult for Field Offices to keep up with
  changes and notification to the keeper of the
  database.

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THE UGLY?
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ONE LAST THING..
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THE NEWSLETTER..

• Sent Quarterly

• Newsletter

• Always Informational (No Busy Work!)

• 1 Sheet of paper (Front and Back)

• Quick to Read

• Outreach Tool

• Emailable

• Available on Web

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(No Transcript)
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FINALLY.
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(No Transcript)
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(He carries a copy in his pocket everywhere he
goes!)
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The feedback each and every time we send a
newsletter or informational email is overwhelming.
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Only one entity has asked to be removed from our
mailing list.
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Questions?
Logistical
Technical
Janie Dunning janie.dunning_at_mo.usda.gov Phone
[phone]
Nonna Ross nonna.ross_at_mo.usda.gov Phone (573)
876-0989
601 Business Loop 70 West Parkade Center, Suite
235 Columbia, MO 65203
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THANKS!
YOUVE BEEN GREAT!
AND, REMEMBER.
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THATS ALL FOLKS!