In iCarol, we offer a resource structure, or hierarchy, called Agency, Program, Site. If you’d like to learn more about this structure, you can download our guide about this information. The Agency – Program – Site hierarchy in iCarol follows the structure recommended by the Alliance of Information and Referral Systems (AIRS) and is most often used by those agencies using the AIRS taxonomy. Using this structure, at the 3rd or 4th level, (the 4th level being programatsite), has an effect on which information is displayed when viewing agency and program records within iCarol.
An agency is a legally recognized organization that delivers services. (edit screen identified by a grey ribbon)
The agency is the main location of the resource where the administrative functions occur, where the organization’s director is generally housed and where it is licensed for business. An agency may or may not deliver direct services from this location.
Sites are the physical locations (eg. branches) from which clients access services provided by an agency. (edit screen identified by blue ribbon)
If only one locations exists, all information may be stored in the agency record. If multiple sites exist, then ALL information recommended for Site must be stored there, since those fields will be displayed instead of the agency version.
The display hierarchy is: Program-at-Site (if using) Site / Program (if using)/ Agency (if a piece of information exists at all three levels, Site info will display
A service/program record describes the types of assistance/service an agency delivers to its clients. (edit screen identified by green ribbon)
If only one program exists for an agency, all information may be stored in the agency record for that resource.
Program-at-Site contains specific details about a program that are available at a site. (edit screen identified by beige ribbon)
It is helpful to understand what information from which type of record (agency, program, site or programatsite) will display so you can made educated decisions on what information to place in each record so that referrals given to your callers as an accurate as possible.
Our Support Team can provide you with an Excel document that shows what information will be displayed when viewing agency and program records. There are two tabs in the Excel document, one for those using the three level hierarchy (agency, program, site), and one for those using the 4 level hierarchy (agency, program, site, programatsite). If you’d like us to send you this document, please open a Case with support using the Case Management tool found in the Help section of your iCarol system.
We mentioned recently that at this year’s AIRS conference a workshop called Resource Database Assembly: The Next Generation provided some inspiration in making a measurement available within iCarol that calculates the complexity of your resource database. We have now added this tool to iCarol.
Resource Complexity is a concept first suggested by several AIRS luminaries. By using approximations, it is used to calculate how complex your resource database is and how many hours per year it would take to manage them using the AIRS standards. For each Agency record, it gets 1 point for every Site record and 2 points for every Program record belonging to it. The Agencies are then grouped by their point score into the following categories:
Simple: 0-10 points
Moderate: 11-20 points
Difficult: 21-40 points
Complex: 41 points and higher
Once grouped and counted, you then assume an average number of hours per year for a trained worker to manage those resources, as follows:
Simple: 1-5 hours (average of 2.5 hours)
Moderate: 5-10 hours (average of 7.5 hours)
Difficult: 10-20 hours (average of 15 hours)
Complex: 20-40 hours (average of 30 hours)
With the total number of hours calculated to manage your entire database, you can then estimate how many Full Time Equivalent employees you may need to manage your database. There are 2,080 hours in a standard work year (40 hours per week for 52 weeks) but the hours available to an employee are usually less than that to account for vacation, sick days, training, meetings and other administrative work that will reduce their hours available to do resource database management.
To use this tool, simply navigate to Statistics and click on the Resources tab. The values for the assumptions of Resource Database Complexity described earlier obviously greatly affect the calculations. They have been in use by a major US 211 center since 2009, who claim they very accurately predict workload. Your own results may vary. If you would like this tool to allow you to modify these assumptions, you can contact our Support team using the Case Management tool found in the Help section of your iCarol system.
A large chunk of time spent managing records according to AIRS standards involves keeping those resources up-to-date. When records are regularly checked for accuracy and updated, you know your clients are receiving helpful, good information. This reduces the frustration and feelings of being overwhelmed experienced by those who may already be in crisis or an otherwise difficult situation. Even a database full of records rated as “simple” will take thousands of work hours to manage.
If you check your database’s complexity and feel overwhelmed at the number of hours it may take to keep your database in check, then it’s time to consider iCarol’s Automated Verification tool. With this upgrade you can seek out the resource records that need to be verified using the same search tools as you would to give referrals, with the additional tool of date parameters showing when the records were last verified. Next, automatically send an authorized worker of that agency or program an email asking them to review the information you have on file and make suggestions or updates. They’ll be given a peek at the information as it exists in your live database so they can make those suggestions. Finally, your Resource Manager can review this information and choose to accept what’s been submitted or make some of their own tweaks first, and then apply the update to the resource record. What might have taken weeks of phone tag to accomplish has been squashed down to a fraction of the time. To find out more about Automated Verification and how it can assist you with keeping your resources updated, sign in to your iCarol system and check out the video.
We hope you enjoy this new ability to view the complexity of the resources in your iCarol database and that it helps you analyze your staffing needs pertaining to keeping your Resource Database accurate and up-to-date.
Often times our clients who do Information & Referral (I&R) need to export some or all of their resource or referral database to share with a third party. And while all Admins have access to the Data Export tool that gives them an Excel-readable export of all records and all fields, a more refined approach is needed for specific requests. For example, you might need to create a nicely formatted Microsoft Word document of just the Child Day Care providers in a particular city and just with a handful of informational fields. Or you might need to create an Excel listing of Food Pantries that serve Veterans in a three-county area. As well, you need to produce both of these files once per month and distribute them to your partners.
You can imagine that laboriously exporting all of your resource data and then laboriously removing fields and rows, then formatting it just the way you want to, could be very time consuming – especially if you have to do it on an ongoing basis.
That’s where iCarol’s Specialized Resource Exports to Word and Excel comes to the rescue. With it, you can create an unlimited number of “templates” with a targeted set of conditions and formatting to export just the resource data you want to Word or Excel, and have it formatted in the font type and size of your choice.
You start by naming a new template, choosing either Word or Excel, and indicating what record types (Agency, Program, Site) you want to be included.
Next you specify which standard and custom fields you want included.
Then you add any filters you would like to limit the exported records. Geographic filters indicate that records physically located within, or that are designated to serve, one or more areas are the records to be included. These areas can be as small as single postal codes, towns, cities, counties, regions, states/provinces or entire countries. You can even mix and match a number of different types of geographic areas.
Depending on what sort of categorization scheme you use – the AIRS Taxonomy or your own custom categorization – you can also add filters to include only those resources that area assigned to one or more of those categories.
In addition to the many standard fields available for resources in iCarol, many of our clients add their own custom fields. For any that are either drop-down lists or check-boxes, they too can be added as filters to confine the resources included in the export down to just those assigned to one or more of these custom fields.
After you’ve saved one of these templates, at any time you can tell iCarol to perform an export based on its definition and within a few minutes you’ll have the file ready for your download, use and distribution. As well, we’ve structured the Word documents to make it easy for you to add your own title pages, tables of content, indexes, headers, footers and more. That makes it easy to include the content in a larger document and brand it with your agency’s identifying information.
If you’d like to add Specialized Resource Exports to your iCarol system and provide your community with targeted resource directories, contact our for more information.
When people in the public are searching your public website for a resource that can help them, it can sometimes lead to frustration that they are getting no results. When you look closer at how they are searching, it becomes clear that they aren’t familiar with the way that resources are named or categorized. In other words, they are expressing a need, like “I am hungry” but the resources in your database are represented as services, like “Food pantries”.
In fact in commonly used categorization schemes, such as the AIRS Taxonomy or a custom categorization scheme built directly by your helpline, you won’t find the word “hungry” in any of the categories, terms or definitions. Multiply this by all the possible needs people have, and you can quickly see how a great deal of the population won’t get connected to valuable services. Other example searches are “I need a ride to work”, “My family needs a place to stay” and “I lost my job yesterday”.
So how can these help seekers, who are expressing a need, be connected with the services that can assist them? Clearly, we need to build a bridge between the two approaches.
The solution we’re employing in iCarol’s Public Resource Directory is called the Folksonomy (an intentional mashup of the word Folk, as in “colloquial”, and Taxonomy).
In a nutshell, it helps find results if the search did not match an Agency or Program name, a taxonomy term or the officially defined synonyms for taxonomy terms (called “use references”). It does this by picking up colloquial words or phrases in a search and corresponds them to taxonomy terms, and then performs the search for resources assigned to those taxonomy terms.
A perfect example would be if someone typed “I am really hungry” into the search box. The Folksonomy fills the gap that normally would be mediated by a helpline’s phone worker on a call by connecting the expressed need to one or more taxonomy terms, like Food Pantries and Ongoing Emergency Food Assistance.
We have been testing this approach with clients and it is yielding exceedingly good results. Those clients also have an administrative interface to find recent searches yielding no results, and then to make Folksonomy entries so that future such searches will instead yield the right results.
Here is a scenario where the word “ride” is a Folksonomy entry corresponding to several taxonomy terms. If you had performed this search before we implemented the Folksonomy you would have gotten zero results. Instead you now get a number of transportation-related resources:
By building that bridge between the layman’s terms used by your web visitors and the detailed categorization of the 211 Taxonomy, iCarol’s Folksonomy will greatly improve the ability for your Public Resource Directory searchers to find what they are looking for and ultimately get the services they need.
We’ll have more information to share about implementing iCarol’s Folksonomy in the coming weeks. Want to learn more about managing your Resources with iCarol? Join us for our Resource Management Webinar on May 20th at 2pm EST.
Kids Help Phone has a 25 year legacy of providing phone and online emotional support for Canadian children and teens. An authority on a variety of topics, their professional helpline counsellors are available 24/7/365 to talk to kids about any issue. They are a nonjudgmental source of trustworthy information on mental health, bullying, sexual health, peer and family issues, addictions, and more. Tens of thousands of kids reach out to their services each week via phone, online chat, and written correspondence on the Kids Help Phone website. They play a large role in the continuum of mental health care for Canadian youth.
Kids Help Phone recently launched the “Always There” app and “Resources Around Me” public database. “Always There” was developed with the help of kids submitting their input and voting on features. It allows kids to keep a private log of their feelings and experiences. App users can contribute to stress buster activities that offer helpful tips, inspirational quotes, and jokes.
“Resources Around Me” provides Canadian youth with greater access than ever to the resources available in their communities. By simply starting with their location and then the types of resources needed, teens can easily find what they’re looking for and then connect directly with those resources.
The iCarol team is proud to have been a part of this project through our support of the resource database and the API. How can your organization make use of these same tools? How about adding on the Public Resource Directory to your iCarol system so you can share resources with the public via a resource search on your own website? iCarol’s Resource API gives your software developers the data they need to work on a variety of new and exciting projects. If you’re interested in pursuing a project like this, send an email to