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HomeMy WebLinkAboutAgenda - 02-03-1998 - 9b~f ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. g - b ACTION AGENDA ITEM ABSTRACT Meeting Date: February 3, 1998 SUBJECT: Computerized Information and Referral-Orange Resource Connection DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) No ` BUDGET AMENDMENT: (Y/N) N~ ATTACHMENT(S): INFORMATION CONTACT: Albert Kittrell, Assistant County Manager TELEPHONE NUMBERS: - -ext. 2300 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To determine the most appropriate method for operating the Computerized Information and Referral System-Orange Resource Connection (ORC). BACKGROUND: On September 16, 1997, the Board did not approve an agreement renewal with the Triangle United Way to administer the Orange Resource Connection. Additional information was. requested from staff. On December 1, 1997, the Boazd reviewed a survey of ORC users and additional information from the Triangle United Way, and decided not to approve an agreement renewal for administration of the computerized system. On December 16, 1997, the Manager's Office convened a meeting to discuss the history and issues surrounding the ORC. The meeting included: representatives from Triangle United Way (current administrator of the ORC), UNC-School of Social Work (implemented the Computerized I&R for Orange, Durham and for other counties in the state) County Clerk, Personnel Director, Information Services Director, Library Director and an Internet Consultant. History In November 1994, the Boazd received a report from the Human Services Coordinating Council, with members including Phil Cook and Jan Schopler representing the UNC School of Social Work; human services representatives from the Towns of Chapel Hill, and Carrboro, the County and the United Way. The report provided suggestions for improving youth/family services coordination and the human services delivery system. Many of the suggestions were the results of dialogue among human services agencies, Human Services Advisory Commission Forums, and the Public/Private Partnership trip to Bloomington, Ind. The Boazd approved recommendations directed towazd the enhancement of the human services delivery system by authorizing staff to research the effectiveness of computerized E ~ ~- . information and referral services. In the spring of 1995, the concept and implementation of a computerized system was endorsed with the primary goal of improving coordination and communication among human services agencies. In Fiscal Year 1995/96 the computerized information and referral system was developed with funding from Orange County, United Way, and the Partnership for Young Children. The UNC-School of Social Work, Human Services Smart Agency provided the software/ hardware and technical support for implementation of the system. From the spring of 1996 until the present, the United Way has operated the computerized information and referral system under contract with the County. Issues • Amore accurate evaluation instrument must be developed to measure agencies expectations and use of the computerized system. • Human services agencies need ongoing technical support. • The system should permit easier access for update by users, possibly via the internet. • Training for agency users must be improved. • The Orange Book should be developed periodically to supplement the computerized system. • Marketing for the system should be developed to increase visibility. After discussing the history and issues, the participants at the December 16th meeting concluded . that the goal of the computerized information and referral system "provide for an effective information and referral s~~stem in the community that links people in need of help with community resources and documents the results of interaction between clients and agencies" remains important. In order to obtain the goal, the following key elements of a computerized information and referral system must be addressed 1) assessment, 2) updating and maintaining the database, 3) system support, 4) updating the Orange Book, 5) marketing and 6) telephone call-in function. Assessment Development of assessment instruments that will measure the expectations of the computerized system; assess the agencies use of the database and barriers to using the system; and identify changes needed. Updating and maintaining the database This includes updating the current database and developing an Internet update system which would allow an agency to update its information anytime on-line and have it sent to a data administrator to enter into the system. System Su~ort Supporting the software, hardware and training the users of the system. Updating the Orange Book Developing a loose leaf binder to supplement the computerized information and referral system. The Orange Book would be used by community members and agencies that prefer a hard copy of the database. ce in Developing an overall marketing strategy for the computerized information and referral system which would include the development of marketing materials. Telephone Call-In System Maintaining the telephone call-in system that is currently being staffed by the Triangle United Way. The Triangle United Way, UNC School of Social Work -Human Services Smart Agency, and the Clerk to Board of Commissioners have expressed interest in operating the system and generally believe a greater focus on the key elements will improve the computerized information system. Together the key elements comprise the computerized information and referral system; however each element should be viewed as a separate cost center. The key elements could be provided by more than one agency. Staff suggests forwarding a request for proposals to the three agencies asking each agency to describe in detail how they would implement the elements and assigning a cost to each element. RECOMMENDATION(S): The Manager recommends that the Board: 1) confirm the key elements of the computerized information and referral system; 2) authorize staff to request implementation proposals from the three interested agencies and 3) recommend a method of operating the system at the May 5, 1998 Board meeting.