Aim demo

October 24 - 30 2005 CES/AEA Conference 1

Taking AIM:

Demonstration

Statewide Web-Based Planning, Reporting & Evaluation System

AIMS Copyright 2002 – 2005 University of Arkansas Cooperative Extension Service

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Taking AIM:

Presenters•Dr. Karen Ballard, Extension Evaluation Specialist

•Mrs. Nina Boston, Director of Information Technology

•Mr. Steve Hall, Computer Specialist

•Mrs. Mary Poling, AIMS Support Manager

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Taking AIM:

Administrative Vision for AIMS:

• Web-based planning, reporting and evaluation system

• Consolidation of most reporting requirements

• Capacity for on-demand data extraction

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Taking AIM:

Evaluation is the link between what we PROVIDE & what we EXPECT . . .

Data can answer:

Are we doing the RIGHT things &

WHAT are the RIGHT things?

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Taking AIM:

Planning -Program POW

-Individual IPOW

Scheduling -Methods & Events

Reporting -Scheduled Events

-General Program Data

-Benchmark Indicators

Evaluation -Inputs & Outputs

-Benchmark & Impact Reports

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Taking AIM:

Value of the Logic Model for AIMS

• Shows the “chain of events”

• Summarizes the key elements of the program

• Clarifies differences between activities & outcomes

• Signals “what to evaluate”

• Builds consensus around what the program is

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Taking AIM:

Logic Model: AIMS Design Components:

Program

Investments

-Staff time

-Curricula

-Volunteers

-Salary Costs

Activities

(Methods)

-Products

-Classes

-Training

-Mailings

-Articles

- Participation

LEARNING

-Knowledge

-Awareness

-Skills

-Opinions

-Attitudes

ACTION

-Behavior

-Decisions

-Practice

IMPACT

Ultimate

Benefit =

-Economic

-Policy

-Social

-Environ.

-Health

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Challenges:

1. Development Time Line 2. Complexity of Organization3. Inconsistent Terminology & Definitions4. Development Team Staffing Resources5. Attitudes of end users6. County computers7. User time required to learn the system8. Enhancements that will need to be made

Taking AIM:

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Taking AIM:

System Features:

•Individualized plan of work formatted for all Extension programs

•Ability to develop IPOW for any “other” programs

•Scheduled programs automatically posted to Groupwise

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Taking AIM:

System Features:

•Collection of data on development time, direct & indirect contacts

•Viewable itinerary

•Proxy Access

•Reports can be pulled by end-user as needed

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Taking AIM:

Evaluation System Capacity:

•Management reports for supervisors

•Ability to view reports by employee, county, district, statewide, or program by month, quarter, and/or year

•Real time access to process evaluation data

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Taking AIM:

Nina Boston

Director of Information Technology

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Taking AIM:

Driving Principles•Provide one source for all reporting

•Centralize data management

•Roll out updates more uniformly

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The previous model was standalone,

linear and inflexible.

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A separate program captured civil rights data.

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Taking AIM:

Past Reporting Was Dis

Before AIMS, narrative success stories were e-mailed at the end of the year instead of when they occurred.

jointed

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Taking AIM:

What did we do right?User support was put at the top

Faculty and staff were at the table together

We began with outputs needed and worked backwards

After rollout, the programmer received only technical calls

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Taking AIM:

What did we do wrong?AIMS was rolled out in 80 days with no pilot testing

The DEMO web was a late arrival

Checkboxes would have eased benchmark selection

User support team was hired after rollout, not before

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Taking AIM:

Special Features Faculty are e-mailed each month with entry reminders

When events are planned, appointments post to thefaculty member’s GroupWise calendar

Development team access DEMO directly from AIMS

Reports are dynamically generated for independentretrieval of data

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Taking AIM:

Growing Pains•Initial home was a production server holding many

other web applications

•The AIMS monthly entry deadline sent traffic soaring

•Constant changes to AIMS the first year affected thestability of the production server

•A dedicated server was purchased in August 2003

October 24 - 30 2005 CES/AEA Conference 21

Taking AIM:

AIMS required behavioral changeThe basic computer skills of faculty were overestimated

[Prior to AIMS, some agents had secretaries print their e-mails and send all responses]

Secretaries previously entered data for agents

Reporting was required at least monthly

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Taking AIM:

The Future•Professional Development module integrates with

AIMS, our accounting and training systems

•Platform moving to Oracle

•Centra Symposium, Educator and NetworkStreaming are tools to educate and support users

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Taking AIM:

Specifications•Software

Microsoft Visual Interdev 6.0 Visual FoxPro 6.0

•HardwareGateway 960 Series, dual 2.4GHz

processors2GB memory36GB SCSI hard driveDDS-4 tape drive

AIMS Copyright 2002 – 2005 University of Arkansas Cooperative Extension Service

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Taking AIM:

Mrs. Mary Poling

AIMS Support Manager

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Taking AIM:

Shooting for the Bullseye:Planning

Scheduling

Reporting

Results

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Taking AIM:

Creating Plan of Work

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Select Food Stamp Nutrition Education (FSNE)

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Select Goal

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Staff Days

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Preview IPOW prior tonotifying supervisor

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Taking AIM:

Scheduling & Reporting

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Scheduling & Reporting Events

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Select School to Report

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Select Teachers

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Taking AIM:

Retrieving Results

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Select Program Results

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Detail Report by Individual or Unit Name

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Unit Summary Report

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Taking AIM:

Reporting Impacts

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Taking AIM:

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Taking AIM:

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Taking AIM:

Questions?