Data System

The Face-to-Face Data System was designed to be simple and flexible to meet the data capture and reporting needs your agency. The key difference of the Face-to-Face IT Data System is the navigation. End-users log-in to a system that displays their agency service delivery practice and process as the navigation to the data they need to collect.

The simple process maps and forms icons require 1 click to open the data form that needs to be completed. By entering data into the system, new workers learn their agency decisions to best practice and best process. Additionally, this design reduces the training time and learning curve by 50%.

Strategic scheduling of the system design sessions allows the agency to actually begin the change management process of implementing business change.  Implementation can be a phased approach by beginning to use the redesigned or newly created forms while the sessions are still being conducted. The Face-to-Face IT Data System can be implemented in simple functional components, giving end-users hands on the system in the first few weeks of the project. By defining the data to be captured at the right time during the service delivery, agencies can immediately begin to use data to inform their practice. The definition of data allows for outcome measurement to be defined concurrently with the process documentation. Once documented, the agency business process maps are a visual depiction that makes policy and practice operational.  These same maps become the data system screens.

The tangible deliverable product from the design sessions is a fully documented “best process model” that includes all step-by-step process maps, with forms / templates / plans / data definitions documented directly to the associated tasks. This same manual is your system design manual.¬† All referenced forms and templates are provided in the manual in the chapter sub-sections following the associated map. The associated forms become the design for the data capture in the system. The resource section of the manual includes all reference materials plus all session documents for the purposes of accreditation, audits and funding. The manual is structured so that it can be used as building blocks for training or specific sections can be replicated for desk-aids.

At Face-to-Face we believe that a minimum set of baseline questions should be able to be answered when the business process mapping sessions are complete and designed into your agency configuration of the data system:

  1. Who are we serving? (# of Inquiries, # of Accepted Customers/Clients, # of Customers/Clients with services ended)
  2. What Services are we providing? (Who is in What Programs? (1 to many))
  3. What are those Services costing?
  4. What outcomes are we achieving? (Outcome measurement defined based on Mission, Vision and Values)

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