Taming the Wild Beast Indexing with the AIRSLA

Taming the Wild Beast: Indexing with the AIRS/LA County Taxonomy of Human Services A Two Part Worksh 0 p for the 2014 Airs conference Atlanta June 2, 2014 Robin Pokojski – Call Center Manager Cathy Vaisvil – Resource Manager United Way 2 -1 -1 MO and SWIL

“All things are difficult before they are easy. ” Thomas Fuller

Workshop Objectives • To review the Taxonomy’s structure and design • To introduce basic principles and practices in indexing • To help recognize decisions to be made when using Taxonomy • To discuss maintenance and customization

What is a taxonomy? A thorough classification system, that distinguishes concepts, names those concepts and puts those concepts into a hierarchical order Name some examples of a taxonomy?

What is a taxonomy? Dewey Decimal System Phone Book Headings Plant and Animal Species Names

But a taxonomy of services? • Classifies “things done” rather than “things” • Provides structure for information • Tells people what is in your system • And how to find it!

AIRS/211 LA County Taxonomy • Work on taxonomy began in 1982 • Full printed version completed 1987 • Continually developed and assessed by full time editor and researcher, Georgia Sales – LA County 2 -1 -1. • Specifically designed for indexing community resources in a computerized environment • Endorsed by AIRS and United Way Worldwide • Originally designed for US, now two Canadian versions

AIRS Standard 9: Classification System/Taxonomy The I&R service shall use the AIRS/211 LA County Taxonomy of Human Services (formally titled A Taxonomy of Human Services: A Conceptual Framework with Standardized Terminology and Definitions for the Field) to index and facilitate retrieval of resource information, increase the reliability of planning data, make evaluation processes consistent and reliable, and facilitate national comparisons of data. Additional classification structures such as keywords may supplement the Taxonomy, but must be connected to the Taxonomy rather than functioning as independent indexing systems.

Benefits of the Taxonomy • Structure is comprehensive in scope • Logical and exclusive niche for every concept • Compatible with the way services are actually delivered • Incorporates terminology accepted in the human service field • Terms are clearly defined and cross referenced

Benefits of the Taxonomy • Language and structure are simple • Structure is flexible to permit change and growth • Users can customize to meet their own needs • Saves money!

Benefits of the Taxonomy All terms can be rolled up so statistics are easier to collect and report!

How do I get access to the Taxonomy? Taxonomy Subscription Rates Subscriber Category Annual Rate AIRS Members (non-profit or governmental) $200 AIRS Members (for profit) $500 Non-Members (non-profit or governmental) $250 Non-Members (for profit) $650

Types of Agency Services

Types of Agency Services • • • Primary Secondary Indirect Ancillary Phantom

Primary Services • Entry point services • Open to anyone who meets eligibility • Always index primary services (unless they don’t fall within your agencies inclusion/exclusion criteria)

Secondary Services • Must already be receiving primary services to be eligible to receive secondary services • DON’T index secondary services (though it’s useful to mention them in service descriptions)

Indirect Services • Services an agency does not directly provide • DON’T index indirect services (or at least index them under the proper term)

Ancillary Services • Services which an agency provides but NOT worth the effort to index • DON’T index ancillary services

Phantom Services • Services that an agency claims to offer…but rarely does! • DON’T index phantom services It’ll come back to haunt you later!

Summary: Types of Agency Services

Can you figure out which services to code? ? ? First Night Columbia was established in 1994 and currently takes place throughout 12 venues in The District, downtown Columbia. A USA National Certified 5 K Run/Walk starts the event at 4: 00. Entertainment and activities in the venues begin at 7: 00 p. m. with the Teen Venue and Children’s Art Area starting at 6: 30 p. m. One of the main goals of First Night Columbia is to provide a safe and fun event for our youth at our Teen Venue and other venues by promoting creative fun and fitness on a high-risk night resulting in good physical, emotional and mental health. We believe the opportunities First Night has developed and continues to develop promotes a healthy community of young people. Our desire is to reach and make our event accessible to all cultures of diverse race, economic variables, physical capabilities and artistic interests. Our partnerships with multiple organizations in Columbia support our vision and efforts.

Can you figure out which services to code? ? ? Life. House exists to equip, enable, encourage, and strengthen expectant mothers in crisis through shelter, education, and advocation, in a safe and loving environment. Through these provisions, the goal is to empower expectant mothers with life skills they can utilize for their personal success and for the future success of their unborn child.

Can you figure out which services to code? ? ? Children's Mercy Hospitals and Clinics, provides the highest level of medical care, technology, services, equipment and facilities in promoting the health and well-being of children in the region, from birth through adolescence. Patients and their families are treated with compassion in a family-centered environment that recognizes their physical, emotional, financial, social and spiritual needs. The comprehensive health care environment provided by the hospital includes clinical services, research and teaching efforts which are designed to serve today's and tomorrow's children and the community in which they live.

Taxonomy Structure

Taxonomy Structure Divides all human and social services into 10 service category with a separate 11 th target group section • • • B Basic Needs D Consumer Services F Criminal Justice and Legal Services H Education J Environmental Quality L Health Care N Income Support and Employment P Individual and Family Life R Mental Health Care and Counseling T Organizational/Community/International Services Y Target Populations

Taxonomy Structure • Each section is broken up into “branches” that consist of up to 6 increasingly narrow classification levels • Each term has a unique identification number – its Taxonomy code • Consisting of letters and numbers, that reflects its exact placement in the hierarchy

Branch Sample • • • N Income Support & Employment ND-1600 Employee Certification ND-1600. 9500 Work Permits ND-1600. 9500 -300 Home Work Permits ND-1600. 9500 -950 Youth Work Permits

Branch Sample Showing Relationships Level 1 Level 2 Level 3 Level 4 Level 5 Level 6

Path Leading to Specific Term Level 1 Level 2 Level 3 Level 4 Level 5 Level 6

Terms and Cross References • Each term, also known as a Preferred Term has a code and a precise and concise definition • Use References are nonpreferred terms which point to the preferred term you should use • See Also References point to other preferred terms of potential interest to your general search

Take a Deep Breath…

Types of Taxonomy Terms

Types of Taxonomy Terms • • • Service Terms Organization/Facility Type Terms Named Program Terms Modality/Delivery Format Terms Target Terms

Service Terms • Specific services offered to individuals seeking assistance • The vast majority of terms are service terms (Branch B through T)

Examples of Service Terms

Organization/Facility Type Terms • Describes what an organization is which often implies what they do • They are scattered throughout the taxonomy branches (Branch B through T)

Examples of Organization/Facility Terms

Named Program Terms • Describe a small number of “shortcut” terms for nationwide, widely known programs • Known to most social service providers, making it unnecessary to index the specific services which come under their umbrella

Examples of Named Program Terms

Modality/Delivery Terms • Describes the way in which a service is delivered • Should link to a Service Term * Ability to link will be dependent upon the software

Examples of Modality/Delivery Terms

Target Terms • Describes groups to which a service is aimed • Can be used to more narrowly focus indexing • Should link to a Service Term • The Y Branch of the taxonomy, encompasses Target Terms and the YZ branch covers topical identifiers/issues * Ability to link will be dependent upon the software

Things to Consider when using Target Terms • DON’T Over Use!!! Can quickly get way out of hand • If a service is generally for most people DON’T use a target term at all • DON’T use target terms if the population group is indicated in the taxonomy term definition

Examples of Proper and Improper Target Term Usage

Scenarios Program Type: Homeless temporary shelter Services Provided To: Pregnant women Ongoing Requirements of Residents: Random drug testing Participation in religious activities Must save certain amount of money Requirements UPON ENTRY to the program: Background check Drug screening Living Arrangements: 2 or 3 residents/families share a bedroom Community kitchen Community bathroom Please specify: Pregnant women are welcome to remain in the Life. House program until approximately 3 months after the birth of their child(ren). ” Homeless Shelter* Pregnant Women or Maternity Homes?

Scenarios Description: Children's Mercy Hospital provides the highest level of medical care, technology, services, equipment and facilities in promoting the health and well-being of children in the region, from birth through adolescence. Patients and their families are treated with compassion in a family centered environment that recognizes their physical, emotional, financial, social and spiritual needs. The comprehensive health care environment provided by the hospital includes clinical services, research and teaching efforts which are designed to serve today's and tomorrow's children and the community in which they live. Children’s Hospitals (LL-3000. 1450) NOT Hospitals*Children

Scenarios Delivers bags with food, clothing, bedding and toiletries to sites where homeless individuals might be dwelling. Street Outreach Programs*Homeless Individuals (Wrong because definition defines this population) Service Description: Parenting with Love and Limits: Six-week program where parents gather to learn and share parenting knowledge and experiences. Eligibility: The program is specifically geared toward parents with children with severe behavioral and/or emotional problems. Parent Support Groups*Parents of Children with Disabilities

Scenarios Provides food assistance to area residents who are in need. Would not do: • Food Pantries*Men • Food Pantries*Women • Food Pantries*Children • Food Pantries*Seniors • Food Pantries*Pregnant Women • Food Pantries*Homeless Veterans • Etc. , etc. – too many terms!!

Summary of Types of Taxonomy Terms

Indexing Using the Taxonomy

Indexing Steps Determine if any of the services offered should be combined into a cohesive group: 1. 2. 3. 4. Identify the primary services Determine if there is a facility type term that would be appropriate If not, identify the most appropriate term to characterize that service concept Read the definition of the taxonomy term that you think is appropriate to verify correctness

Indexing Steps 5. Review the hierarchy to confirm the level selected 6. Look at the See Also References listed for the term, can any of them also be used to index the agency’s services? 7. Is a modality term needed to clarify the manner in which the service is delivered 8. Would a target group be useful?

Helpful Hint: • Remember! Not all services offered by an organization should be indexed (refer to Types of services)

Principles of Indexing • Accuracy • Consistency • Avoiding Double Indexing

Accuracy • Choose the most accurate/specific term available to you that fully describes what is being offered by the organization

Consistency • Once a term has been chosen to describe a type of service, it should be used from then on to describe similar services offered by other organizations • Avoid using a broad term if a narrower term is already being used, or vice versa

Examples • If you index an agency’s service at Electric Service Payment Assistance (BV-8900. 9300180) then you can’t index another agency at Utility Service Payment Assistance (BV 8900. 9300…which is a 4 th level term) • Any programs that offer services within BV-8900. 9300 branch will have to be indexed at the 5 th level

Example 1 2 3 4 5

Double Indexing IS… • Double Indexing – Vertical or Intrabranch: using two terms on the same branch anywhere in your database – Horizontal or Interbranch: using multiple terms to describe one service • Taxonomy Attacks!

Double Indexing is NOT… • One or more Target Terms linked to a service term • A Modality Term linked to a service term • An Organization or Facility Term used in conjunction with a service term to index the same record

Example of Vertical Double Indexing • If you used Electric Service Payment Assistance (BV-8900. 9300 -180) • Then DON’T use Utilities (BV) • DON’T use Utility Bill Assistance (BV 8900. 9300) • But you could use Utility Bill Disconnection Notification (BV 8900. 9200)

Practice • • • • BV-8900 Utility Assistance BV-8900. 9200 Utility Disconnection Notification BV-8900. 9125 Utility Bill Payment Plans BV-8900. 9125 -600 Percentage of Income Utility Payment Plans BV-8900. 9125 -900 Utility Arrearage Payment Plans BV-8900. 9125 -920 Utility Budget Billing BV-8900. 9300 Utility Service Payment Assistance BV-8900. 9300 -150 Cable Service Payment Assistance BV-8900. 9300 -180 Electric Service Payment Assistance BV-8900. 9300 -250 Gas Service Payment Assistance BV-8900. 9300 -300 Heating Fuel Payment Assistance BV-8900. 9300 -330 Internet Service Payment Assistance BV-8900. 9300 -850 Telephone Service Payment Assistance BV-8900. 9300 -860 Trash/Recycling Service Payment Assistance BV-8900. 9300 -950 Water Service Payment Assistance

More Practice! • • • • • LT-3400 Immunizations LT-3400. 0100 Adolescent/Adult Immunizations LT-3400. 0100 -150 Chickenpox Immunizations LT-3400. 0100 -250 Hepatitis A Immunizations LT-3400. 0100 -300 Hepatitis B Immunizations LT-3400. 0100 -500 Measles/Mumps/Rubella Immunizations LT-3400. 0100 -650 Pneumococcal Pneumonia Immunizations LT-3400. 0100 -700 Poliovirus Immunizations LT-3400. 0100 -800 Shingles Immunizations LT-3400. 0100 -850 Td/Tdap Immunizations LT-3400. 0200 Anthrax Immunizations LT-3400. 1500 Childhood Immunizations LT-3400. 2000 Flu Vaccines LT-3400. 3100 HPV Immunizations LT-3400. 5000 Meningitis Immunizations LT-3400. 6000 Pre/Post-Exposure Rabies Immunizations LT-3400. 8000 Smallpox Vaccinations LT-3400. 8500 Travel Immunizations

Example of Horizontal Double Indexing “Providing outreach to homeless families living on the streets of St. Louis City. Provides blankets, food and case management” • Code at Street Outreach Programs (PH 8000) • DO NOT also code Outreach Programs (TJ -6500. 6300)

Another Example of Horizontal Double Indexing “Providing loans for students to attend college” • Code at Student Loans (HL-8000. 8100) • DO NOT also code Personal Loans (NT 6400)

Customization • No I&R provider needs all 9400+ taxonomy terms • So, it is convenient to carve off or deactivate the 100’s or 1000’s of terms that aren’t relevant to your I&R’s Community/Focus

Don’t Bite Off More than You Can CHEW!

Customization Considerations • What are your agency’s inclusion/exclusion criteria? • Who is your customer/client? • What types of resources are available in your “community”? • Branch by branch, determine which sections/terms can be disregarded altogether

Customization Considerations • Determine depth of indexing (levels) for each branch • Levels can vary between branches/subject areas • How specific are service requests? • How quickly does the information change? • Who are your end users?

Customization Considerations • How much time do the Resource Specialist(s) have to devote to maintenance? • How much turn over does the staff have? • How many resources will be listed as providing the service?

Examples • BD-1800 Emergency Food • BD-1800. 1000 Brown Bag Food Programs • BD-1800. 1900 Food Lines • BD-1800. 2000 Food Pantries

Examples • BD-1800. 8200 -150 • BD-1800. 8200 -200 • BD-1800. 8200 -255 • BD-1800. 8200 -300 Specialty Food Providers Dehydrated Food Supplements Formula/Baby Food Fresh Food Gluten Free Food

Keeping Up To Date

Updating AIRS Standard 9 Subsection 4 states that any organization using the Taxonomy must update at least every 18 months • To update the taxonomy in your system, go to www. 211 taxonomy. org

Taxonomy Website

XML File Sample of Taxonomy Download

Sharing Your Database

Sharing Database Information • Importing database information into your system • Considerations include: each agencies customization of taxonomy, cleanliness and consistency, style and converting from one file type to another WARNING: Post merging database clean up is tedious and exacting work!

Resources

www. 211 taxonomy. org • Taxonomy (allowing code search, term search, drilldown, related concepts) • Recent Taxonomy Changes • Resources, including library and frequently asked questions

Demo! www. 211 taxonomy. org

We All Need a Helping Hand Sometimes Don't Give Up!

Listserv Go to http: //groups. yahoo. com/ and search to join listservs. • AIRS Taxonomy Listserv – community of users of the taxonomy Go to http: //airsnetworker. airs. org/Home • AIRS Networker – community of AIRS members

Other Resources • www. airs. org & ABC’s of I&R • Georgia Sales – creator of the Taxonomy – gsales 4215@aol. com (can also be accessed through the AIRS Taxonomy Listserv)

“Working hard and working smart sometimes can be two different things” Byron Dorgan

Questions?

Robin Pokojski – Call Center Manager (314)242 -1884 robin. pokojski@stl. unitedway. org Cathy Vaisvil – Resource Team Manager (314)242 -1885 cathy. vaisvil@stl. unitedway. org