Case Study: Database Planning at MPHSC

As a services provider for numerous affordable housing residents throughout northern California, MPHSC, relies on regular, reliable, and detailed communication from service coordinators and education specialists working in the field.

As a first step, MPHSC developed a system for information exchange between the central office and field staff using spreadsheet files to retrieve information detailing the services provided for each property on a monthly basis. However, the exchange of data was proving to be very inefficient, with field staff spending too much time searching and extracting data from different systems to satisfy the requirements of reporting to the central office. Likewise, central office staff were struggling to capture and perform critical analysis on this information with the current tools in place.

MPHSC needed outside expertise to analyze the current information flow and requirements, and to provide recommendations on how to create a more efficient system. The organization found it difficult to identify and sustain a process for evaluating the factors that were contributing to the problem, and there was a danger that MPHSC might overlook some factors that an outside expert might catch.

Over three months, San Francisco-based CompuMentor led a planning strategy and needs assessment process that brought together management, central office, field staff, and technology support staff. The team collaborated to identify and prioritize their information management needs, and to identify and budget for an effective process and technology. The collaborative nature of the relationship enabled MPHSC to retain a central role in all phases of the planning process, helping staff to understand the current problems and to promote the necessary process and infrastructure changes within the organization.

The planning process resulted in a shift of focus, away from the reporting needs of the central office and to the information requirements of field workers. This was because the field staff faced the biggest problem: a lack of a central process for tracking and reporting services information they need on a daily basis. Solving this problem would in turn speed up the reporting process to the central office.

MPHSC was able to benefit from the independent analysis of a consultant to develop a new set of priorities. Once the priorities were identified, the team was able to focus on the tools that would provide a more automated transfer of information from the field to the central office, and a system for analysis and reporting on the information.

Today, MPHSC has developed a comprehensive database plan that has allowed them to move forward with a custom database implementation project with confidence. The MPHSC staff member responsible for coordinating database planning found that the planning process sharpened internal processes and could serve as a model for other members of its coalition. In addition, the plan has served as a model for the organization as it discusses long-term technology strategies.