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Web-based Disability Information Management
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The mission of UCLA’s Disabilities and Computing Program (DCP) is to help people with disabilities gain access to software, hardware and electronic information. To support that mission we must efficiently manage information and resources. The DCP has created a database with a Web interface to track our clients’ progress and to help us project what resources we’ll need in the future. There are several advantages to this system, including the compilation of demographic information for long-term planning, tracking loaner and lab equipment, and tracking the progress of our clients.
The first step in creating an information management process is to determine what information should be tracked. Decisions made here will guide data collection that will influence how useful the entire system will be. Information can always be added to or deleted from the main structure, but that could prove a hard job if the original system isn’t properly created.
UCLA’s DCP determined there are three categories that needed to be addressed: collecting general client information, logging client contacts, and monitoring hardware and software. We built and then linked three databases so we are able to see at a glance what is happening with each client. For example, when a student comes into our program, we get all relevant contact information, including: name, address, phone number, email address, computer used, type of disability, and services or technology required. When the student is loaned a piece of equipment, that information is entered. Loan information includes date loaned and due back date. Finally all individual contacts are entered. The contact information is narrative.
Once the information is entered, any authorized DCP staff member can go to the Web and pull up the database from any location. We can pull up a Detailed History Report – a table that brings everything together including the student’s needs and any technology the student is working with.
The information not only helps create a history report for each individual, but also provides multiple ways of analyzing customer information. Reports can be generated on how many customers use services in any particular month or year. Equipment reports can be generated to see what kinds of equipment are being loaned and what loaned equipment is overdue.
To enter the database a password is necessary, which protects the confidentiality of our clients.
The Web-based system is accomplished through Web pages created with a program called ColdFusion. ColdFusion interacts with a Microsoft Access database to enter, retrieve, and create summaries of information on the Web. The setup of such a system requires a computer server and expertise in creating ColdFusion pages. Once the system has been set up, the Web-based system is powerful and easy to use.
Our presentation will include the rationale for the information the DCP collects and the reports generated from that information. We’ll also demonstrate the system and discuss what it takes to set up a specialized Web-based database.
View slides in Powerpoint format.