Responses to Online Statewide Reporting System Survey
August 2015
Colorado
Have statewide system? no
Comments: We do have a system where subgrantees provide aggregate data each quarter that is then used to tally information for all of our VOCA subgrantees to do our annual report. I believe our FVPSA program (at a different state agency) has a system that allows client level data
Illinois
Have statewide system? Yes - We've been using InfoNet for nearly 18 years.
Describe: Thanks to a Vision 21 Technology grant from OVC, ICJIA is in the planning stages of a project aimed to rewrite InfoNet’s application code to a more recent programming language. The code will be rewritten from its current version (Microsoft Dot.Net version 1.1 to version 4.5). This will improve system performance and allow ICJIA to make upgrades to InfoNet more efficiently and effectively as user needs change.
Is system web/internet based? web-based since 2001
Which funding programs use program? VOCA, all VAWA, and all victim services generally, including services not funded with these sources. InfoNet includes a utility known as Funding for Staff (FFS) that allows service providers to link staff and services to allowable funding sources and generate reports that reflect grant specific data.
Which types of providers use the program? Illinois’ InfoNet is used by 67 domestic violence programs, 34 rape crisis centers and eight (8) child advocacy centers. After InfoNet’s code is rewritten to the more recent technology, ICJIA will explore broadening its user base to include law enforcement and prosecution based victim service programs.
Who was the vendor/developer? The system was originally developed in 1997as a Microsoft Access database by ICJIA, the Illinois Coalition Against Domestic Violence (ICADV), the Illinois Coalition Against Sexual Assault (ICASA). ICJIA contracted with an information technology vendor in 2000 to help migrate InfoNet to a web based system in 2001. In 2004, ICJIA worked with Child Advocacy Centers of Illinois (CACI) to develop an interface for child advocacy centers. ICJIA continues to operate the system, and it is funded mostly by ICJIA (80%) and the Illinois Department of Human Services (IDHS) (20%). System use is collaboratively governed by ICJIA, IDHS, ICADV, ICASA.
Iowa
Have statewide system? in development
Describe: Planning over next 6 months with final delivery and training in December 2015.
Is system web/internet based? web-based
Which funding programs use program? VOCA assistance, STOP VAWA, FVPSA, State DA/SA, ESG, HUD, Coalition reporting.
Which types of providers use the program? The system will be utilized by domestic abuse programs, shelters, sexual abuse programs/rape crisis centers, survivors of homicide and other violent crime programs, statewide DA/SA hotline and chat line and statewide coalitions.
Who was the vendor/developer? purchased through ClientTrack, Inc., 545 East 4500 South, Suite E-260, Salt Lake City, UT
Comments: Iowa's CVAD that administers VOCA Assistance has contracted with ClientTrack, Inc. to create an online database system for our subgrantees to enter client level data for reporting purposes. The system will allow the program to track client demographics, service contacts/statistics, community education/training, outreach and time spent on these activities, etc. The system will create aggregated reports and follows all requirements around confidentiality.
Louisiana
Have statewide system? yes
Describe: Egrants
Comments: In Egrants reporting section there is a section called “Attachments” where the subgrantee can attach information. My notion was when the subgrantees start reporting in the PMT system they would attach this report under Attachments. I believe, we should not ask the subgrantee to enter the same data twice.
Massachusettes
Have statewide system? no
Comments: We were looking at several e-grant systems any one of which I would expect to have functionality to collect information from sub recipients. Although, I'd venture e-system or not, collecting an unduplicated victim count is a process unto itself. Our effort to find an e-grant system is not "on hold" but has been delayed while waiting for OVC to finalize and roll out the PMT.
Michigan
Comments: Michigan is interested in exploring a statewide reporting system. If other states purchased from a vendor I would be interested in receiving a copy of the procurement bid information for such a purchase
Minnesota
Have statewide system? yes
Is system web/internet based? web-based
Which funding programs use program? all victim service funding (VOCA, STOP, SASP, FVPSA, state)
Which types of providers use the program? used by all
Who was the vendor/developer? Agate Software
Mississippi
Have statewide system? No
Nebraska
Have statewide system? no
Comments: Only our domestic violence and sexual assault coalition members have a system. That system can provide unduplicated count and service counts. Please send back all the information you gather because we are also looking at this same issue. We may end up just expanding this system out to other types of programs if possible. The problem is this late in the game many agency already have internal systems and don’t want another layer. This is why the PMT will be really helpful for everyone to enter data in and for us to be able to pull reports.
New Hampshire
Have statewide system? No
Pennsylvania
Have statewide system? Yes
Describe: We have been using ETO from Social Solutions since July 2012. We are currently in the process of updating to their new platform of TouchPoints and hope to have it implemented in the next few months.
Is system web/internet based? web-based
Which funding programs use program? Currently it is used for the federal VOCA report, but also the following PA specific reports: Rights & Services Act (RASA); Victims of Juvenile Offenders (VOJO); and required monthly reports for the PA Coalition Against Domestic Violence (PCADV) and the PA Coalition Against Rape (PCAR). We are also exploring future reports for STOP and HUD.
Which types of providers use the program? In Pa, in order to use the case management version of ETO, you must be a VOCA recipient – this includes every variety of victim service agencies. (DV; SA; DA Based; CAC; etc.). We entered a collaborative relationship with the PA Coalition Against Rape and also the PA Coalition Against Domestic Violence. All of PA’s rape crisis centers and domestic violence agencies that are funded by the two coalitions, also get VOCA funding from PCCD. We wanted to create a case management system that would meet the needs of all three of us (the major funders) and allow victim service agencies the opportunity to produce our required reports directly from the case management system. This means they no longer have to create their own reports three different ways to satisfy three different funders.
Who was the vendor/developer? We purchased the product from Social Solutions (company based in Maryland). It was an “off the shelf” product, however, we were able to work with Social Solutions to personalize it to meet our specific needs.
Comments: CCD, PCAR, and PCADV require all of our funded agencies to use ETO, but only for report submission. We have approximately 70 agencies they use ETO to its fullest capabilities as a case management system that subsequently can generate the above referenced reports. However, some agencies liked the system they already had. Those agencies are only required to submit their reports in ETO. Basically, they generate their own reports based on the mechanism they have in place to collect victim data. Then they enter their raw data into a blank report shell in ETO and submit it.
Rhode Island
Have statewide system? development on hold
Is system web/internet based? web-based
Which funding programs use program? VOCA Assistance
Which types of providers use the program? all types
Who was the vendor/developer? Created using state specifications
Virginia
Have statewide system? Yes
Describe: in planning stage
Is system web/internet based? no, through Access
Which funding programs use program? The current system is being used for VOCA – but through the planning process we are looking at a system that can support all victims services programs.
Which types of providers use the program? Victim/Witness programs
Who was the vendor/developer? It was developed in house.
Washington State
Have statewide system? yes
Describe: InfoNet
Is system web/internet based? web-based; export to excel
Which funding programs use program? all federal grants (VOCA, STOP, SAS)
Which types of providers use the program? all grantees (also used by State Dept of Human Services; 4 portals, DV, SA, Crime Victim Service Centers, Victim/Witness)
Who was the vendor/developer? customized from another state's system; in-house IT maintains. Initial cost free; $50,000/year to maintina and enhance
West Virginia
Have statewide system? no
Comments: In West Virginia, we do not currently have system in the development and have just started exploring programs that are available to us. Our hope is to find and/or have developed a web-based grant management program that will be used by our entire office and include grants such as VOCA, VAWA, SASP, JAG, CAC, etc., with a portion of each grant program’s admin funds covering the cost. I have provided our director with a list of programs that other VOCA administrators identified in the last email correspondence about the grants management programs.
Wyoming
Have statewide system? Yes
Describe: WyoSafe
Is system web/internet based? internet-based
Which funding programs use program? FVPSA, SASP, STOP, VOCA and state funding streams
Which types of providers use the program? all types of providers/subgrantees
Who was the vendor/developer? Wyoming Survey & Analysis Center, University of Wyoming.