where are you?. getting started with gotowebinar national technology assistance project
TRANSCRIPT
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Where are you?
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Getting Started with GoToWebinar
National Technology Assistance Projectwww.lsntap.org
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Panelist Control Panel
• Reduce Panel with GrabTab
• View Full Screen Mode
• Move Control Panel (Put cursor on any textured area to drag)
• Anchor Your Panel (or subpanels) with thumbtack
• Question & Answers (goes to Organizers)
• Chat (goes to all Panelists -- All of You)
• Smiley Face, Presenter, Keyboard, Color of Your Pen!
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Mute Yourself…
Press 6 to Mute Yourself. (Pressing 6 again will unmute yourself.)
We will mute all participants during the presentation once Madhu begins.
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Quick Poll: How Many Have….
Change Smiley to Yellow, then …
1. Have you attended an NTAP Training before?
2. Can you see a yellow marker on your GrabTab?
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Selecting YourCase Management System
National Technology Assistance Projectwww.lsntap.org
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Presenter
Julia Gordon, Consultant
Gabrielle Hammond, NTAP Director -- Facilitator
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Overview of Session
• Goal: Give you a set of terms and tools to use when considering a new CMS.
• Session:– Review keystone principles of selecting a new
CMS.– Engage you in prioritizing functionality.– Question and Answer
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Keystone Principles for CMS Selection
• Case Reporting v. Case Management
• The Importance of an Inclusive Process
• What Else Does Your Program Want to Do With its CMS?
• What Internal Resources are Available to Support the CMS?
• The Importance of Training
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Case Reporting or Case Management?
– A case reporting system centers on the need to collect, report on, and analyze data about cases, clients, and casehandling.
– A case management system includes the intake/report information loop, but at its heart is a collection of tools designed to assist with casehandling itself, particularly litigated cases.
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Conduct an inclusive processto select your system
• Don’t just leave it to your tech staff• Include users at all levels
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What Do You Need From Your CMS?
– What functions do staff members need to perform for the program to operate effectively?
– What do people wish they could do that they cannot now do? – What type of work does your program do – mostly brief advice, a lot of
litigation, and/or extensive community legal education? – What existing software packages do staff use extensively now, and what do
they like about them? – What kind of support and supervision do you have (or wish you had) for
new staff and volunteers?– What kind of information do you need for high-quality supervision and
management?– What kind of information about your work and your clients do your funders
require?– What kind of information do you need for resource allocation, self-
assessment and evaluation?– Does your program have multiple offices and/or intake sites?– Do you want to coordinate your CMS with other programs and, if so, what
security measures will be required to maintain client confidentiality?
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What Internal Resources are Available to Support the CMS?
– How Much Does a CMS Cost? Include costs of data conversion, on-going costs, set-up, training, tech infrastructure.
– How Much IT Support Do You Need? More complex systems require more support.
– How Much Time to Put In? To use the more complex tools you will need time and expertise from your non-tech staff as well as a program-wide commitment to using the new system.
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Notes on Implementation
– Use the system to help your staff do their work
– Importance of Training
• No one ever gets enough
• Must be ongoing
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Major CMS Features
• Timekeeping• Calendar/Tickler
Systems• Contact
Management• Intake, Eligibility,
Opening and Closing Cases
• Conflict Checking
• Maintaining Electronic Files
• Document Assembly• Pro Bono Support• Reporting• Grants Management /
Resource Development• Access and Security
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Case Management System ReviewAppendix A - Chart
CA
SS
Kem
ps / C
lients
Legal F
iles
Legal S
erver
Pik
a
Practice M
anager
Pro L
aw
Tim
e
Time-keeping
Automatic timer√ √ √ √ √ √
Notes on time slips become part of case notes√ √ √ √ √ √
Automatically tracks the type of activity in which the user is engaged (writing a letter, sending an email, etc.)
√ √ √ √
Can associate time with particular grant or office function such as PAI
√ √ √ √ √ √ √
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Other Important Characteristics of Case Management Systems
• User Friendliness• Remote access capability• Training & Learning Curve• Stability• Customization and Flexibility
– Ease of Reporting & Reports Customization– Integration with other software systems
• Ease of Updates and Modifications• Support from the Vendor
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Cost Considerations
• Cost of software/hardware purchase
• Cost of development v. cost of lost productivity
• IT administrative burdens
• Training
• Updates and maintenance
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Final Questions?