Potential Pilot Participants
The goal is to bring together 12 people from 2 to 3 different organizations who share the same problem or constituency. Another option is a multi-service provider whose service units share information and documents. Ideally, the organizations or units have separate procedures, but share or use the same information or documents.

Some considerations for Academy participants marketing and recruitment.

Physical Therapy Clinics

Extend ServiceLink to other Physical Therapy clinics in bay area (Greg has contact to Ricoh client here - Mark ?)

Schools

Language immersion schools in bay area
Andreas and Saq also have been working closely with educators (east coast US and Europe)

Community Centers

Headstart programs
Community libraries
Elder care centers

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Specific Potential Pilot Participant Profiles & Contact Info

American Indian Social Services Agencies

• American Indian Child Resource Center

Heather's contact.
Executive Director, Mary Trimble-Norris: mary@aicrc.org
(510) 208-1870 x.305

Comments: Mary is interested and excited. She's concerned about the dedication of staff time. She's also interested in working with NAHC and Native TANF.

Profile:
AICRC is a foster care (licensing, support, cash assistance, case management) and mental health (family reunification and violence recovery) provider for American Indian people. AICRC also administers the Oakland Indian Education Center (IEC). The IEC provides academic advising, individualized tutoring, and small group instruction at school and community-based sites. The IEC provides peer support and advocacy for youth in school, juvenile court, and social service systems. The IEC also provides cultural arts programs, cultural presentations, and educational field trips.

AICRC Needs:
1. Digital client files. Files are currently mostly in paper, but some pieces are digital. For reasons of privacy, separate client files exist if the client participates in more than one department's programs. For example, foster care files are separate from education service, which are all separate from mental health.

2. Document storage solution. In addition to client documents, AICRC is an information resource on issues of Native foster care (the Indian Child Welfare Act), Urban Indian mental health, and Urban Indian Education. The Center has a great deal of useful information that is mostly in paper formats. Other useful information is in digital formats (.pdf and email). As a result of the various formats, the "filing system" can be difficult to navigate, making information retrieval time consuming as well as "hit and miss."

3. Student Files
The Indian Education Center at AICRC maintains files which include copies of documents from the client's school. Such documents may include an Individual Education Plan (IEP), emergency contact information, and the student's current academic schedule.

IEC & NEEDS
One of the departments within AICRC is the Oakland Indian Education Center (IEC). The IEC provides tutoring, student advocacy, cultural programming, and physical education. They have about 35 students each week and keep active files on about 60 students. The IEC is funded with state and federal funds, which are administered through California. The reporting agency requires that the IEC document the number of students engaged in each activity. The data is reported in Excel (I'll get a copy of the spreadsheet). The reporting agency has recently changed guidelines and reporting requirements. So AICRC is, next week, meeting to discuss what processes they will use, or need to develop, in order to document the new data and do the required reporting. They would like to have this process in place by November.

• Native TANF Program, Alameda County (Heather's contact)

Contact:
Site Manager: Nghia Tran
· ntran@washoetanf.org
· 510-873-8223 (office)
· 510-406-8217 (cell)

2030 Franklin Street, Suite 400
Oakland, CA 94612

Profile:
Native TANF is a cash-assistance and supportive services organization serving needy families with American Indian children in Alameda County. The California version of TANF is CalWORKS. Native TANF is similar to CalWORKS, though run by a tribal government rather than the state government. TANF services include job preparation, training, and employment opportunities. Native TANF services are designed and administered to meet the social and cultural needs of American Indians. TANF services for American Indian families in Alameda County are provided by the Washoe Tribe of Nevada.

For client database, case management, and compliance Native TANF uses EagleSun's "Tribal Assistance System" (TAS) module for TANF. The TAS system was designed with complex extended Indian families, tribal identities, and individual/family relocation and return patterns in mind. The TAS systems is based on the federal TANF documentation and reporting regulations which makes tracking and compliance reports easier for tribes to generate.

Needs:
1. Case managers report that the interface is not user-friendly and requires duplicate data inputs. To mitigate the interface issues, EagleSun offers excellent training (on-site and at EagleSun in Tulsa).
2. Native clients perceive as "rude" the case manager's attention to data-entry and the computer.
3. SharedRecords. In addition to the digital records in TAS, each Tribal/Native TANF organization keeps paper files. These files include Intake applications, proof of Indian child, proof of financial eligibility, proof of child's immunization and school enrollment, and monthly adult education/job-seeking participation documents. TAS has a means of linking .pdf versions of paper records to digital records, but it seems an extra step for staff who have to maintain a paper record any way.

• Eaglesun Systems

Contact:
Chris Wright, cjwright@eaglesun.com
(918) 231-7884

Cindy Wright, cwright@eaglesun.com

Profile:
For-profit provider of tribal information technology infrastructure, "Tribal Assistance System" (TAS), based in Tulsa, OK. EagleSun's strongest TAS module, and most widely adopted, is the Tribal TANF module. EagleSun provides the TAS database technology for all but two Tribal TANF programs nation-wide. The Tribal TANF (TTANF) programs in Contra Costa County (services provided by Scotts Valley Band of Pomo Indians) and Alameda County (services provided by Washoe Tribe of Nevada) both use the TAS TANF module.

Needs:
1. SharedRecords/Best Practices (Forms) EagleSun has begun organizing best practices for Tribal TANF forms. In the past, they've coordinated this effort with annual TAS Conferences and Trainings by requesting each TTANF org's forms and duplicating them for other TTANF organizations to see.
2. EagleSun is considering development of a service for reducing duplication of aid (i.e. fraud in which families who receive TANF benefits from more than one tribal and/or state agency; or fraud in which individuals receive both TANF benefits and SSI benefits). Duplication of aid amounts to about $65K/year in losses that the federal government requires the tribe to collect. Collection is also expensive and time consuming. Privacy is strongly implicated in the process of notifying tribal agencies of aid duplication.
3. EagleSun is considering developing a potential module for Vocational Rehabilitation. There are currently 72 tribal VocRehab/VA programs, of which 50 are up for reauthorization soon. Paramount issues in reauthorization are documentation and compliance with federal regulations.

• Casey Family Programs, Indian Child Welfare

Contact:
Denise Middlebrook
dmiddlebook@casey.org
303-479-0914

Profile:
As part of the Casey Family Programs (Annie E. Casey Foundation) Indian Child Welfare project, Casey is currently coordinating a pilot American Indian Family Resource Center in the Bay Area. Over the past 18 months (2007 to mid-2008) Casey has brought together representatives from most of the Bay Area's Indian-serving agencies (including county, tribal, and non-profit) to determine community resources, needs, and goals for the Center. AICRC, Native TANF, Alameda County social services, the Native American Health Center and others are part of this collaboration.

Needs:
1. A collaborative learning and information sharing tool for developing the Bay Area Indian Family Resource Center. Casey has gathered and organized excellent information on the Bay Area Indian population, as well as existing community services and service needs. They currently rely on hard-copies, email, and face-to-face discussion to distribute this information and receive feed-back.
2. Information technology infrastructure for the Bay Area American Indian Family Resource Center. Intake, contact, case management, referral (in and out).
 Bay Area ICW Initiative Mtg Casey 033109.doc

• Native American Health Center (Oakland)

Contact:
Susan Jamerson, Executive Director, susanj@nativehealth.org, 510-535-4472
This is a "big fish" whose organizational systems are significantly different from what you might expect from a health care provider.

• National Native American AIDS Prevention Center

Contact:
Joan Benoit, Executive Director, NAAP, 390 Fourth Street, 1st Floor, Sa Francisco, CA 94107 (415) 777-4290, Joan@ICHOCA.org
A small organization

Community Centers
Women's Cancer Resource Center, Oakland
Sarah Kurhajetz (Manager, Planning & Development)
skurhajetz@yahoo.com, 510/601-4040 x 105

Referral Source: sfba_members listserve (Paul)

Profile: The Women's Cancer Resource Center is an information, education, and support community for women with cancer and their families. Their services include: A Resource Library, I&R Helpline, outreach programs, Healing Arts programs, In-Home Support Program, and Education/Advocacy/Policy.
Needs:
Needs to move information and forms from paper to digital.
FORMS & DOCUMENTS:

• WCRC has a printed FAQ binder and other resources they'd like to make available on the web.
• financial assistance request forms, referral forms, etc. for clients and volunteers to complete
• Intake Forms; WCRC has intake forms they'd like to make digital. They'd also consider developing this form and best practices with the Women's Cancer Initiative, so that each organization in the collaborative can use the same Intake Form.

Potential Academy Training Solutions

• For hosting printed documents like the FAQ binder, a “Learn By Doing” approach similar to what's proposed for NY Charters. Support WCRC by hosting a wiki that integrates with their web page and includes rich media annotation. (WCRC is currently considering a proposal to update their web page. Not likely to be approved before the end of October.)
  • Over-View Training, including Wiki and TW for staff who will add content to the wiki and monitor discussion?
• For Intake Forms, pilot the original 5-Day/Multi-Org Curriculum with WCRC & Women's Cancer Initiative.

RESOURCES/LIMITATIONS
Time: WCRC does not have a lot of staff time. I'm encouraging them to invest in training on technology tools that will increase efficiency and are as easy to learn and use as sending email.
Timing
October not the best month, breast cancer awareness. Early November planning for a December event. Looking at 2009.

Faith-Based Health Education & Monitoring Program

• Sozo Health Ministry

Contact:
Sabrina Strickland (Paul's contact) sozohwm@sbcglobal.net
925-752-1969
925-679-9869 fx
925-565-5119 personal cell


Profile:
Sozo is a faith community nursing program. A faith community nurse often meets with patients in their homes or hospital as they recover from or manage health care issues. The faith community nurse focuses on the whole person to emphasize wellness, disease prevention and health promotion, including healthy spirituality. A Faith Community Nurse is a health educator, counselor, and advocate as well as a liaison between the congregation and health care communities.

Needs:
1. Move from paper-based system to digital system, client intake info, client contact, diagnosis and progress info.
2. Ensure compliance with federal privacy law.
3. Mobility, ability to collect and retrieve client information on the fly and w/o Internet connection.
4. Referral, ability to quickly and easily provide client contact info to relevant referral agencies


Immigrants Service & Migrant Workers
Labor Fair (Jose Arocha jose.arochaATgmail.com). No response to Paul request for Academy participation (September 2008)
California for Justice (Greg)


Organization(s) that have existing digital procedures (Saq suggestion, Heather followup)

The Packard Foundation Philanthropy and Networks Exploration
Stephanie McAuliffe smcauliffe@packard.org
Pilot Projects


Agriculture and Environment: The Nitrogen Wiki
In the spring of 2007, the Packard Foundation created an online forum to invite input from the public for a potential new grantmaking program in reducing nitrogen pollution and improving agricultural practices. The centerpiece of the forum was a wiki seeded with a draft program strategy. The collaboration lasted six weeks at the end of which the ideas generated in the threaded discussions and captured on the wiki were used to shape an initial program strategy.
The site is archived at http://nitrogen.packard.org. Walt Reid, director of the Conservation and Science Program, offered a thoughtful explanation of the Foundation's interest in taking this approach.
A final report that describes the Nitrogen Wiki project and lessons learned is also available here:
Analysis of a Nitrogen Wiki: The David and Lucile Packard Foundation's Experiment with Online Collaboration
(PDF: 150 KB)

Institute for the Study of Knowledge Management in Education
Research: Conducts social science research and evaluation to better understand and improve educational processes and systems.
Innovation: Develops and shares innovation through research-based services, resources, and implementations.
Field Building: Facilitates broad and measured activities for professional development, knowledge sharing, and field building in education.
Contact: Lisa Petrides, President lisa@iskme.org

Community Clinics

California Healthcare Foundation (CHCF) supports community clinics throughout California, and runs an "Innovations for the Underserved" Division
(Paul spoke with Innovations for the Underserved Director Melissa Shoen on 10/06/08 about an UnaMesa demo for CHCF)
Community Partners Project working with a network of LA area community clinics on tools & processes
Contact: Linda Fowells, lfowellsATCommunityPartners.org

Emergency Preparedness & Disaster Response
Stargazer Foundation, Boston: www.stargazer.org
Contact: Deborah Elizabeth-Finn;

deborah.elizabeth.finnATmail.com

CARD - Collaborative Agencies Responding to Disasters

Scott McCormick
Program Manager
CARD -- Collaborating Agencies Responding to Disasters
1736 Franklin Street, Suite 450, Oakland, CA 94612
(510) 451-3140 | fax (510) 451-3144

CARD exists to bring preparedness to the most vulnerable populations, whose special needs cannot be met by traditional emergency response systems. CARD does a lot of trainings with other nonprofits, as well as creating and distributing tools and working with traditional government agencies. They are planning to significantly increase their level of online services offered (primarily webcast training and interactive planning tools). They are at the planning stage of making the paper to online transition.

They are looking to get better at:
- tracking client and partner information (CRM stuff)
- tracking outcomes and followup
- tracking downloads and uses of our online tools

The areas about which they'd want to learn include:
- data security and storage
- good UI design
- tools that allow for executing good design ideas
The first would be for to maintain, the second would be interactive, and the third would depend on people voluntarily filling out the forms when they download our free offerings. The are thinking of building this system around an online surveying tool, such as surveymonkey.

Wisdom Repository: wiki-esque; observations, anecdotes, solutions etc., as participants go through experience in order to learn from ea other; build up a database library that gets better and more informative over time. Needs super easy UI, searchable (taxonomy). Filemaker Pro, list is self-populating taxonomy. Wants more administrator control over content than a traditional wiki. SharedRecords component (for documents, etc.) Video embedded. Timeline: this year, could start in October.


Other Recruitment Channels

Leaderspring - An organization that works to support nonprofit Executive Directors through training and networking. (Heather to contact)

Craigslist Foundation- Dedicated to supporting nonprofits through training and networking events. (Paul posted Academy recruitment blurb in Sept. 2008 Foundation Newsletter)

Young Nonprofit Professionals Network(YNPN). Posted recruitment blurb on 09/10/08 on Bay Area listerve.

• received response from Scott McCormick, Program Director, CARD 09/11/08

*
Nonprofit Technology Enterprise Network(NTEN). Posted recruitment blurb on 09/11/08 on Bay Area (501 Tech Club) and national discussion listserves.

Equal Justice Society Posted recruitment blurb to Eva Paterson's listserve, 09/11/2008.

Bay Area Edupreneurs requested posting recruitment blurb on listserve, 09/11/2008.

Generic recruitment blurb:

"Free Training for Moving Paper Forms Online
The nonprofit The UnaMesa Association (http://unamesa.org/) is conducting a pilot technology training program in the San Francisco Bay Area for nonprofits and other social benefit organizations needing a simple and secure way to move data-entry and storage online - making information more easily accessible to staff, clients, and partners. Trainees will receive facilitated needs analysis and design, technology tools, training, and on-going technical support -- all free of charge. To see a sample of an UnaMesa project and relevant technologies see this short video: http://www.vimeo.com/1522768. Contact heather@unamesa.org for more information."