| Obj. 1 Initiative 1: Systematize individual case management data collection for improved annual reporting.Human Rights |
Description |
The Office of Human Rights (OHR) is developing an improved system for intake and case management that will allow for more efficient and detailed annual reporting. We currently use a paper-based system to collect intake data then enter it into an Excel database for tabulation, tracking, and reporting. While we may continue to use a paper-based system for initial intake, as this allows for a more personal approach when interacting with certain individuals who seek services, paper-based systems have drawbacks. One of the key challenges is compiling intake data and notes from all staff and entering the information into a consolidated database in a timely and efficient manner. The database is not currently accessible to all OHR staff and is housed in a secure server file on one staff person's computer. We are currently working with the City's IT department to develop a secure web-based tool that would allow all OHR staff to enter individual data into the same consolidated database from any secure City computer.
Status | |
CY2018
The Office of Human Rights has been working with the City IT Department to develop a secure, web-based case management tool. To-date the initial online public intake tool has been created and tested. We are now working on the administrative components of the tool that will allow Office of Human Rights staff to manage cases and enter follow-up notes. Our goal is to have the structure of the case management system created by the end of February 2019.
Before publishing the public intake form on the Office of Human Rights page of the City website, we want to make sure that the case management component is in good working order. Ideally, we would like to have the system running by the end of March 2019 to facilitate first quarter reporting.
CY201
OHR staff continued to work with IT Department staff to create and troubleshoot a new, secure, web-based case management system. We discovered several bugs that made the system unreliable for use during the year. OHR staff continued to use and refine the Excel-based system for individual service data to ensure continuity of service and reporting capability.
CY2020
OHR staff worked with the IT Department to continue to identify the source of the difficulty with the online intake and case management system. At year's end, the bugs were still affecting performance, so OHR staff continued to use and refine the Excel-based system.
Why and What it Achieves |
An improved, secure, web-based tool for collecting and managing individual case data will:
- Improve follow-up and case tracking
- Allow for real-time reporting
- Allow for more detailed filtering and sorting of data for reporting and internal review
- Increase efficiency of data entry and collection
- Allow for multiple OHR staff to enter data into the same system