John Lawrence’s message from Sept. 23, 2019
Extension staff in five counties and on campus are busy testing MyData, our centralized system for collecting information about partnerships, client relationships and outcomes. The pilot phase started in April and is a time to test, learn, adjust and improve the system. If something is not working, this phase allows us to solve issues early, resulting in responsive changes for more consistent, robust and useful data collection. Did you know?
- The current priority for testers is to collect Civil Rights data – gender, race and ethnicity – for both their direct and indirect contacts.
- Tester Joy Rouse, a human sciences specialist in family life, is busy making MyData part of her regular routine. She appreciates the ability within MyData to report indirect contacts, partners and other staff with one entry.
- Another tester, Kristin Taylor, Human Sciences creative projects specialist and MyData steering committee member, likes how the new system allows users to enter event details; and then the automated functions send a request for registration services to Conference Planning and Management, populate public calendars and program webpages with upcoming events, and set email reminders to enter post-program information.
We thank our pilot testers for the time they are investing to improve this tool and customize it for our needs. Because of their feedback, demographic fields were expanded to better understand participant reach, overall reporting is being reduced as current reporting systems are streamlined into MyData, and report functionality is being broadened to meet federal, state and local reporting requirements.
We expect a systemwide rollout of phase 1 by the end of 2020 or early 2021. Future phases will focus on developing a customer relations management platform; recording inputs such as volunteer hours, funding support, and educational material development; and collecting outcome data about client changes in learning, actions, and life conditions.
You can keep up-to-date on MyData progress. Please contact our database coordinator, Phil Heckman, firstname.lastname@example.org, with specific questions or ideas. When we roll out MyData, all staff will be asked to use this tool, and ongoing support and training will be offered. By working collectively toward our goal of consistent reporting, we can more accurately reflect our statewide client touchpoints and share how we’re building a strong Iowa through impact-rich programming.
Internal Communications: Area-wide meetings and Structured for Success
Thank you to those who participated in the area-wide meetings and thank you to everyone who has provided feedback on Structured for Success. These efforts directly relate to recommendations from our Internal Communications Task Force for two-way communication and a field-to-campus feedback loop. The Structured for Success committee offered two models for review, and extension staff, faculty and council members provided feedback during the Aug. 20 webinar and via the virtual suggestion box – also a result of a task force recommendation. (You can review the Structured for Success FAQ common themes, as well as the entire archive of FAQs.) We have had engaging discussions during the area-wide meetings and are receiving thoughtful feedback during the virtual meetings. In addition, a group of county directors has proposed a third model. We’re reviewing their draft with Iowa State Human Resources and University Counsel, and I expect to share a third model after the review is complete.
Please continue to provide feedback. Together we will improve communication and accountability across our system as we develop our organizational structure for success.
One more note: Deb Tootle and Gary Taylor’s presentation and handout on rural resilience and community capitals are available on the area-wide meetings webpage.
— John D. Lawrence
Iowa State University Vice President for Extension and Outreach