Backup — original pdf

Backup

APRICOT: MIGRATION, IMPLEMENTATION, ADVANCEMENT, AND BEYOND ADVISORY BOARD UPDATE SEPTEMBER 19, 2025 BAILEY GRAY, LCSW-S, MPAFF BUSINESS PROCESS SPECIALIST DATA MAXIMIZATION An effort to streamline, maximize, and prioritize our data as a department to successfully share our story and impact. In March 2024 we began exploring a new tool to enable the Homeless Services unit to track, input, and report data. A set of interview questions and a criteria matrix were developed with the Communication and Technology Management Department (CTM) Interviews were conducted with agencies who used one of the eight software's as their primary means of collecting, analyzing, and distributing data. Strengths: social service oriented, trusted by multiple community partners, scalable, long- term technical support, reporting capabilities, and experience with HMIS Weaknesses: potential integration issue, and no internal communication feature In Use By: The Other Ones Foundation, Family Eldercare, Mobile Loaves & Fishes, SAFE Alliance, Austin Public Health, Housing Authority of the City of Austin, and Texas Department of Public Safety WHY APRICOT? IMPLEMENTATION  Goals: Storytelling, Specification, and Bring Under One Roof  Amendment to existing Travis County EMS contract with Apricot, a product of Bonterra Impact Management.  Spreadsheets incorporated during implementation: referrals, behavior plans, CF!V potential resident tour attendance, incentive provision, housed clients, and phone distribution  26-week timeline including 24 1:1 sessions with Bonterra Senior Solutions Consultant  5 custom reports built, including Performance Measures previously captured in eCourt  Recurring Secure File Transfer Protocol (SFTP) export set up for external reporting MIGRATION AND ROLL OUT 21,000 eCourt cases associated with the Homeless Services unit existed. Decision made to exclude records without engagement since January 2015 to ameliorate migration concerns. Three 4-hour training sessions offered by Apricot training team covered system navigation and key features 14,943 Client Records 101,304 Case Notes 7,874 Contact Information Records 14,910 Service Records 663 Housing Information Records We were ‘Dark’ from 6:00pm Tuesday, April 28th -8:00am Monday, May 5th ADVANCED SUPPORT Advanced Support Consulting (ASC) designed to provide clients with personalized consultation and in-product development Initial Contact Term included 54 ASC hours that expire on 09/30/2025 Integrated DPS Appointment tracking, Supervisor 1:1s, CDP and/or Mobile Court Reporting, outcome orientation with Housed Client Spreadsheet In progress: Intake Form for external agencies, ICM waitlist, lobby sign-in, and additional Supervisor 1:1 HOUSED CLIENTS HEAT MAP REPORTING GRAPHIC EXAMPLE NEXT STEPS • Homeless Services Supervisory staff are building out training how-to • Apricot Contract Renewal – September 30, 2025 • Team will maintain access to free Digital Learning and Webinars • A Sandbox site will be used for staff training and new feature testing. • New IT Application Analyst will be trained as a site Administrator • Apricot able to work in conjunction with Power BI to create external-facing dashboards. QUESTIONS? BAILEY GRAY, LCSW-S, MPAFF BUSINESS PROCESS SPECIALIST (512) 974-4815 BAILEY.GRAY@AUSTINTEXAS.GOV