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  • AIMS went live in October 2002
  • [email_address] [email_address] [email_address] [email_address]
  • Centralizing data management protects the integrity of the data, version conformity, allows report generation on demand, speeds response to sudden requests and insures proper data recovery in event of disaster. Prior systems collected data for single purposes. Special calls for data throughout the year gathered lacking data for the Vice President Report, Federal Report and other reports.
  • NARS used a drill down approach to manage 2,500 goals, objectives, output indicators and outcome indicators. The original NARS had 10,000 questions.
  • Getting rid of these two programs was sold as a direct benefit to AIMS.
  • In addition to the two reporting applications, faculty were asked to e-mail success stories demonstrating impacts at the end of each year. These stories, often the most valuable part of our annual federal report, were under reported because the mechanism was not there to capture them when they occurred.
  • The AIMS support team were often thought to have analyst couches in their offices as they helped faculty deal with the frustrations that always accompany significant change. They quickly learned how to listen effectively.
  • Amazingly, the AIMS program worked very reliably from the beginning. However, data collection structures that worked well in theory did not work as well in practice, causing a multitude of changes that had to be made on the fly to AIMS while in production mode. Also, the Office of Staff and Leadership Development was overwhelmed in the first months with calls for help. It was not until then that the dedicated AIMS support team was put in place.
  • The GroupWise appointments can be set up to automatically accept and post to the individual’s calendar. There is also an event calendar in AIMS for those who prefer not to use GroupWise for managing their schedules.
  • A deadline of the 5 th of each month is set for entry of that month’s data. This cutoff protects the data integrity for reporting. As expected, demand on the server spikes as that data approaches each month.
  • With the development of AIMS, administration decided that those who conduct the activities should be accountable for entering the data.
  • Each year brings changes and improvements. Granting agencies have the most impact on the change schedule, but organizational changes (multi-county agents) also create new opportunities for AIMS.

Aim demo Aim demo Presentation Transcript

  • Taking AIM: Demonstration Statewide Web-Based Planning, Reporting & Evaluation System AIMS Copyright 2002 – 2005 University of Arkansas Cooperative Extension Service
  • 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
  • Taking AIM:
    • Administrative Vision for AIMS:
    • Web-based planning, reporting and
    • evaluation system
    • Consolidation of most reporting requirements
    • Capacity for on-demand data extraction
  • 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?
  • Taking AIM: Planning - Program POW -Individual IPOW Scheduling -Methods & Events Reporting -Scheduled Events -General Program Data -Benchmark Indicators Evaluation -Inputs & Outputs -Benchmark & Impact Reports
  • 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
  • Taking AIM: Logic Model: AIMS Design Components: IMPACT Ultimate Benefit = -Economic -Policy -Social -Environ. -Health ACTION -Behavior -Decisions -Practice LEARNING -Knowledge -Awareness -Skills -Opinions -Attitudes Activities (Methods) -Products -Classes -Training -Mailings -Articles - Participation Program Investments -Staff time -Curricula -Volunteers -Salary Costs
    • Challenges:
    • Development Time Line
    • Complexity of Organization
    • Inconsistent Terminology & Definitions
    • Development Team Staffing Resources
    • Attitudes of end users
    • County computers
    • User time required to learn the system
    • Enhancements that will need to be made
    Taking AIM:
  • 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
  • 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
  • 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
  • Taking AIM:
      • Nina Boston
      • Director of Information Technology
  • Taking AIM:
      • Driving Principles
      • Provide one source for all reporting
      • Centralize data management
      • Roll out updates more uniformly
  • The previous model was standalone, linear and inflexible.
  • A separate program captured civil rights data.
  • 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
  • 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
  • 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
  • Taking AIM:
      • Special Features
      •  Faculty are e-mailed each month with entry reminders
      • When events are planned, appointments post to the faculty member’s GroupWise calendar
      • Development team access DEMO directly from AIMS
      • Reports are dynamically generated for independent retrieval of data
  • 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 the stability of the production server
      • A dedicated server was purchased in August 2003
  • Taking AIM:
      • AIMS required behavioral change
      •  The 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
  • 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
  • Taking AIM:
      • Specifications
        • Software
        • Microsoft Visual Interdev 6.0
        • Visual FoxPro 6.0
        • Hardware
        • Gateway 960 Series, dual 2.4GHz processors
        • 2GB memory
        • 36GB SCSI hard drive
        • DDS-4 tape drive
        • AIMS Copyright 2002 – 2005 University of Arkansas Cooperative Extension Service
  • Taking AIM:
      • Mrs. Mary Poling
      • AIMS Support Manager
    • Shooting for the Bullseye:
      • Planning
      • Scheduling
      • Reporting
      • Results
    Taking AIM:
  • Taking AIM: Creating Plan of Work
  • Select Food Stamp Nutrition Education (FSNE)
  • Select Goal
  • Staff Days
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  • Preview IPOW prior to notifying supervisor
  • Taking AIM: Scheduling & Reporting
  • 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
  • Select Program Results
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  • Detail Report by Individual or Unit Name
  • 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?