Agenda - 05-18-2004-5n - Laserfiche WebLink

Browse Search

z Step 1 --Acquiring the Data ^ To establish a starting point, the County can purchase a database dump of the entire Triangle 211 database, The download would include a file containing the agency name, address, phone number, geographic area served and the program information, The file would be as of today, Although the Orange County-specific data is approximately 2-3 years old, it would alleviate staff from the responsibility of starting from "scratch" and avoids weeks or months of research. County staff will review and update the information accordingly, The cost of the database download is $500, Step 2 -Validating the Data ^ Files not related to Orange County services will need to be removed, new organizations will need to be added and all data will need to be confirmed. Cost estimates for temporary staff are approximately $10.00 per hour. ^ The TUW is also in the process of scheduling its awn update of Orange County data within the upcoming months. By initiating an internal update, the Orange Book project updates will be independent of the TUW time schedules and priorities. However, County staff would like to collaborate with TUW in the validation process in order to avoid duplicative efforts, Step 3 -Data Storage and Formatting ^ Phase I -The County Information Technology Department will develop a template, probably in Microsoft Word, to store the data, This allows far the fastest and most economical way to produce a hardcopy version of the directory, The steps involved in preparing the document to be "camera ready" are currently under review. Conversion of Microsoft Word documents to PDF formats will allow interested persons to view the information via the Internet, although with only rudimentary search capabilities, • Phase II -The data stored in the Word templates could be extracted and managed in a database. The database in turn could be made accessible via the web so that the public could perform sophisticated searches, Step 4 -Printing Preparation ^ The data will need to be formatted as "camera ready" far the printer, The specific approach is yet to be determined, Current plans for layout involve an alphabetical listing by agency. Additionally, there will be an index of agencies categorized by service type; e.g, domestic abuse, mental health, senior citizens, etc. Step 5 -Production • The printed document will be created in a magazine-type design and format, Although the layout is not finalized, a sample page of the format being considered is included as Attachment I. The cost estimate for 500 copies of a 100-page document is approximately $5.00 per booklet. Step 6 -Distribution ^ The final copy will be hand-delivered and/or mailed to the public and private non-profit service providers listed in the document, schools, hospitals, etc, FINANCIAL IMPACT: The anticipated costs for Phase I of this project range from $5,000 - $10,000 and are not included in the current year budget, Should the Board decide to proceed with this initial phase of the Orange Book project, staff recommends that funding be covered with an appropriation from the Commissioners' Contingency account, The available balance in