ZZ-Database Team Action Item Tracking

ON-GOING Tasks (Core Staff only)
(who gets/interested in this topic? for e-mails)
Terra, Laura, Leslie, Dayle

- update new facilities

- clear the new/unassigned
A. Be sure 1st letter is Capitalized before categorizing.
- neaten up the items names/categories
***ALWAYS review records attached if changing info (Must retain original intent)

B. Review items to understand/familiarize with current naming conventions.
i.e. Saws, kind or Advicacy, specific.
C. Check for any items that need renaming to current conventions or anything needing to be capitalized.
***ALWAYS review records attached if changing info (Must retain original intent)

- help train users and show them how to find/do things
- help find/recruit new volunteers (on hold for now)
- Coordinate the development of training materials

** Process for deleting Items
** Naming Conventions for facilities, Volunteers, Medical
** ALWAYS Pay attention to attached facilities

~~~~ Weekly Mtg.. Thurs.

NEW Assignments (New Volunteers: Get Instructions from Volunteer Coordinator)
1. Updating Records: call facilities and update info
2. add "first responder" items from Laura's list
3. "star" the FR items
4. usafreedom corps: transfer data from volunteermatch.org
5. make sure the school matching data is current
6. fill in the rest of the Mennonite records. See examples at Pass and NOLA.
Call these folks and get needs/avail. Find out who they serve and how they decide who gets served. Get case worker reference number(s).
7. finish doing the records from www.rebuildthepass.org

*** Dbase Manager Tasks ***
(For the Database Operations Manager)

* Coordinate Database Update:
- Keep Database updated by coordinating volunteers
- Monitor and Publish Weekly Stats Updates- keeping the database organized
- Update/Coordinate list of dbase policies (keeping us all on the same page!)

* Maintenance of Dbase
- Clean out the new/unassigned items
- Neaten up the categories
- Monitor "Clean-up" status and whip core users into shape, if they are not following "policy".
~~~~ currently being created/trained (see above Core Staff Only)

* Coordinate New Volunteers:
- Assign Tasks to new volunteers
- Monitor Progress of Volunteers
- Keep list of tasks for new volunteers

* New Users
- Welcome New Login Users

* Stale Users
- Contact users that haven't logged on in a while and ask them if they need help. (Unassigned)

* Monitor major sites, to determine if info transfer is required:

- Red Cross approved shelters in South Mississippi. This list will be updated as new locations are announced.
http://www.wlox.com/Global/story.asp?S=4975590&nav=menu40_5_1
- Open DRCs
Please note that we are updating this page on a weekly basis as new DRCs are opened and existing DRCs are closed. We recommend that you tune-in to your local media for the most up-to-date information on area openings and closings. http://www.fema.gov/assistance/opendrcs.shtm
- Salvation Army. http://www.salvationarmysouth.org/MISS.htm
- Disaster Network News
- CAN disaster database

Sites to Glean From:
http://cg.servicept.com/lakecharles/findhelp/findhelpcategory.php
http://cg.servicept.com/lakecharles/findhelp/findhelpbasic.php

Monitor Site Updates to see if anyone needs help.
- Sort facility list by Update Date. Notice recent updates. Check their work. Identify if there are holes. Ask the user if they need any help. Notice if they've got "matches" and let them know. All of this adds to the value of what we do.

* Keep a list of Ideas:

- Leslie just had an idea to match schools that would like to adopt schools. Then the kids and teachers would know who to contact for pen-pals..
As her and Christy get together and begin implementing the idea.. the rest of us understand what that item is there for!! A form of training too!! Just an idea!

- Dayle: Online Wish List Registry" e-commerce is huge. If donations are hard to get transported there then anyone that has set-up an online Wish List Registry should let us know or we ask!! Donors can still have a way to meet their needs thru their registry!!

- 9/4/06 56 facilities with Misc. Volunteers... can these be called for more specific positions?

- Traffic Control via notes... ie.. Volunteer Opportunies..show!

- Terra: have someone research the Second Harvest donations dbase process to see how hard it is to get facilities on the group registered and in the pipeline for stuff. Thanksgiving. Xmas, especially.

- Terra: have someone try to get Feed the Children to move stuff. See how hard it is. It was a pain when I did it. But it might be easier now.

- Terra: have someone organize a few computer geeks onsite to get them to inventory their spare parts as "availabilities".