Tracking Inventory and Tracking Inventory and Providing DataProviding Data

Martha Rust – Pass It On CenterMartha Rust – Pass It On Center

Clayton Guffey – AzTAP Clayton Guffey – AzTAP

Moderator: Martha Rust, Pass It On Center Moderator: Martha Rust, Pass It On Center ATIA 2010 Orlando AT Reuse StrandATIA 2010 Orlando AT Reuse Strand

AgendaAgenda The importance of dataThe importance of data Data on a National LevelData on a National Level NEED ATNEED AT Tracking DataTracking Data Database Considerations for AT Database Considerations for AT

Reuse/Exchange & LoanReuse/Exchange & Loan AT Loan & Exchange Database AT Loan & Exchange Database

OptionsOptions

www.passitoncenter.org

www.passitoncenter.org/content

Search for Inventory

Tech Act of 1988Tech Act of 1988– Discretionary Grants – Data Reporting narrative grant application formDiscretionary Grants – Data Reporting narrative grant application form

Tech Act Amendments of 1994 Tech Act Amendments of 1994 – Discretionary Grants – Data Reporting focused on “systems change”Discretionary Grants – Data Reporting focused on “systems change”– Some attempt at “tagging” narrative data, estimating impact numbers Some attempt at “tagging” narrative data, estimating impact numbers

AT Act 1998 AT Act 1998 – Discretionary Grants – Data Reporting focused on “capacity building”Discretionary Grants – Data Reporting focused on “capacity building”– Attempts to quantify/standardize data elements (RTI contract) Attempts to quantify/standardize data elements (RTI contract)

AT Act Amendments 2004 AT Act Amendments 2004 – Formula State Grants – Required Progress Report SectionFormula State Grants – Required Progress Report Section– Clearly mandated and prioritized activities with required data elementsClearly mandated and prioritized activities with required data elements

* Deborah Buck, Executive Director, Association of AT Act Programs * Deborah Buck, Executive Director, Association of AT Act Programs

Data HistoryData History

Support Policy Decisions Support Policy Decisions – Nationally – Congress, RSA, other policy makersNationally – Congress, RSA, other policy makers– State – Legislatures, Lead Agencies, other policy State – Legislatures, Lead Agencies, other policy

makersmakers

Support Program Planning, Evaluation and Support Program Planning, Evaluation and Improvement Initiatives Improvement Initiatives – Nationally – RSA Program Monitoring, TA Activities Nationally – RSA Program Monitoring, TA Activities – State – State –

Internal and external program evaluation Internal and external program evaluation Strategic planningStrategic planning Program improvement initiativesProgram improvement initiatives Personnel development Personnel development

* Deborah Buck, Executive Director, Association of AT Act Programs * Deborah Buck, Executive Director, Association of AT Act Programs

How Data is UsedHow Data is Used

How Data is UsedHow Data is Used Some organizations have decided to Some organizations have decided to

collect unique datacollect unique data– FREE Foundation in VAFREE Foundation in VA

– Fall PreventionFall Prevention– Decreased Hospital staysDecreased Hospital stays

Ability to demonstrate quantitative outcome Ability to demonstrate quantitative outcome had led to securing apprx $1 Million for FREE had led to securing apprx $1 Million for FREE and VATNet partnersand VATNet partners

Improve ServicesImprove Services– Tools for LifeTools for Life

– Noticed on National level wanted to be higher in Noticed on National level wanted to be higher in device loan and demonstrationsdevice loan and demonstrations

Data not entered correctlyData not entered correctly New goalsNew goals

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Adverage Per Program Georgia Reuse

AT Solutions Library

Data Collection System Data Collection System for AT Actfor AT Act

What is NISAT?What is NISAT?– Approved Data Collection System for Approved Data Collection System for

Statewide AT ProgramsStatewide AT Programs– Funded under AT ActFunded under AT Act– Administered by US Department of Education, Administered by US Department of Education,

Rehabilitation Services AdministrationRehabilitation Services Administration Why Should Reuse Programs Care About Why Should Reuse Programs Care About

NISAT? Provides a foundation- consistencyNISAT? Provides a foundation- consistency– Identified Data ElementsIdentified Data Elements– Categorization of DevicesCategorization of Devices– Process for Collecting & Reporting DataProcess for Collecting & Reporting Data– Documents Impact: Data Tells the StoryDocuments Impact: Data Tells the Story

* Deborah Buck, Executive Director, Association of AT Act Programs * Deborah Buck, Executive Director, Association of AT Act Programs

NEED AT Data SourcesNEED AT Data Sources REACH, Inc / The Slemons Company will build an REACH, Inc / The Slemons Company will build an

automated process that automatically syncs data with automated process that automatically syncs data with gTrade.gTrade.

All other Exchanges may have their data entered into All other Exchanges may have their data entered into NEED AT in one of two ways:NEED AT in one of two ways:– Exchanges may place a text file on their server that we can access Exchanges may place a text file on their server that we can access

on a nightly basison a nightly basis– Exchanges may load a text file containing the contents of their Exchanges may load a text file containing the contents of their

database to our server.database to our server.– For each Exchange, we’ll build an automated process that For each Exchange, we’ll build an automated process that

acquires their updates nightly (or on an agreed-upon frequency) acquires their updates nightly (or on an agreed-upon frequency) automatically loads it to the NEED AT database.automatically loads it to the NEED AT database.

– This will be done using SQL Server’s Integration Services utility This will be done using SQL Server’s Integration Services utility which vastly decreases the amount of time needed to build which vastly decreases the amount of time needed to build interfaces between systems as compared with complexities of interfaces between systems as compared with complexities of writing specific data mappings for each exchange (as would have writing specific data mappings for each exchange (as would have been necessary in the not-so-distant past.)been necessary in the not-so-distant past.)

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan Reuse/ExchangeReuse/Exchange

Customer informationCustomer information How they want to be contacted How they want to be contacted

about adabout ad Device specifics/information – Device specifics/information –

detailed info if possibledetailed info if possible Photo (s) of AT if availablePhoto (s) of AT if available

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan Reuse/Exchange (cont)Reuse/Exchange (cont)

Name of Item – specific: just not Name of Item – specific: just not “electric wheelchair”“electric wheelchair”

Manufacturer of itemManufacturer of item Retail price - MSRPRetail price - MSRP What they want for it - What they want for it -

donation/exchange or sale pricedonation/exchange or sale price

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan AT loanAT loan

Customer informationCustomer information Device nameDevice name Each individual piece that comes Each individual piece that comes

with the device/softwarewith the device/software Serial numbers for device/softwareSerial numbers for device/software

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan AT loan (cont)AT loan (cont)

Ability to track reservations for Ability to track reservations for equipmentequipment

Current inventory of all items by Current inventory of all items by category of ATcategory of AT

Track consumers past loansTrack consumers past loans Report loans that are overdueReport loans that are overdue

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan AT loan (cont)AT loan (cont)

Cost & date of purchaseCost & date of purchase Location – where is it Location – where is it Status – active, in repair, broken, Status – active, in repair, broken,

etc.etc. Inventory numberInventory number Place for notes – updates, etc. Place for notes – updates, etc.

Database Database Considerations for AT Considerations for AT Reuse/LoanReuse/Loan Database OptionsDatabase Options

AT Exchange – online site AT Exchange – online site developed by Agoranet. developed by Agoranet. www.azatexchange.orgwww.azatexchange.org. .

AT Loan/Demo – Rental vision AT Loan/Demo – Rental vision software inventory management software inventory management system by Vision-Forecastingsystem by Vision-Forecasting

Contact InformationContact Information

Clayton Guffey MSW, CRC, ATPClayton Guffey MSW, CRC, ATP 602.776.4699 or 1.800.477.9921 x5602.776.4699 or 1.800.477.9921 x5 Clayton.Guffey@nau.eduClayton.Guffey@nau.edu. .

Martha Rust MS, CRC – Tools for LifeMartha Rust MS, CRC – Tools for Life 1.404.638.03891.404.638.0389 martha@gatfl.orgmartha@gatfl.org. .

QuestionsQuestions

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