Communication and Data System

The Tehama County Partnership is engaged in linking the different human service agencies together through an innovative Internet-based communication system. The system has three principal components. They are: a) a centralized data collection process; b) an interagency referral and client database; and c) an Internet server and web page.

• Centralized data collection process
  • The Partnership will help coordinate the collection of data and other pertinent information in a regular and systematic manner. Data will be used to make decisions about the governance of the Partnership and to make decisions concerning the allocation of resources. The centralized data collection process will require: a) the identification of what data is valuable; b) how and when it should be reported to the data center; c) how it is maintained on the server database tables; and d) if and how the data is made available on the web page.

• Interagency referral and client database
  • The Partnership is exploring the development of a system for the collection of client level information with the ultimate goal of increasing access to services. Common referral and intake forms, a uniform case management process, and consistent entry/existing criteria are some of the parts of the system that have already reaped the benefits of this streamlining process.
  • A database, managed by the Center for Evaluation and Research (CER), is now a resource of the Partnership. It is updated daily with data from many of the participating organizations. CER is providing customized weekly reports to the Partnership, using the database to generate statistics on the performance and results of the programs.
  • The computer and data center component will provide additional benefits to the project. The collaborating agencies will have direct access to the Internet (mostly through local providers) and have e-mail capabilities. Similarly, participating agencies will make their services more accessible to current and potential clients by providing their contact and organizational information to the increasing body of Internet users.

• Internet server and web page:
  • A database of SOC records will be stored on a server with limited access through a firewall permitted by authorized agency personnel. Data transactions to and from this database will be encrypted. Some of the benefits include:
    1. Referrals can be made to MATT Level 1 almost instantly from any Partnership agency.
    2. Case information can be accessed by authorized personnel immediately at any time.
    3. Duplication of effort is eliminated.
    4. The actual security of the files is greater--automatically encrypted and maintained on a single server rather than in several offices.
    5. Updates in cases are made immediately and made available to all authorized personnel.
    6. The server contains extensive information about the SOC including "hot links" to Partnership agencies and information about the SOC prevention programs.