CIL Data 2 can be self-contained on one workstation or set up for use by multiple users across a network.
If you want to use it with a network, you must install the shared data on a separate, always-on computer running a true server operating system such as Windows 2000 Server or CentOS Linux (with Samba). We strongly recommend that the server have a battery backup system. We will not support peer-to-peer "networking" installations.
CIL Data 2 will run noticeably slower when more than one person is using the system at the same time, but we haven't seen it get progressively slower as the number of users increases. For best results, of course, use fast hardware (see the System Requirements for more information).
CIL Data 2 can work over a VPN, but it is likely to be quite slow unless you have a dedicated "fat pipe" and fast hardware. We don't recommend it. Instead, you can install it at different locations (there's no extra charge for "seats"), and either generate paper reports from which data can be entered at the "main" location, or simply generate reports at the various locations and combine the totals.
NYS VESID and RSA 704 Report Compliance
CIL Data 2 generates all the individual service and consumer demographic data you need to produce your VESID and 704 reports for Fiscal Year 2006-07. We had heard some discussion to the effect that more changes to federal requirements would be coming for future fiscal years; if you have official documentation on those changes, send them to us and we'll incorporate them free of charge.
Although the system does not print reports on VESID's or RSA's forms, it presents all of the information on those forms in both printed and on-screen versions so you can easily transfer the data to the forms.
CIL Data 2 also prints Intake Forms that show RSA- and/or VESID-required data, and quarterly individual staff-consumer contact sheets that show service dates and quantities provided to individual consumers by individual staff members.
All federally-allowed CIL services are available in the system and can easily be enabled for data entry and reporting. Note, however, that the New York State Independent Living Council and VESID jointly determine what services CILs can offer, including federally-funded CILs. Some federal services are not allowable in New York State.
All VESID-required disability categories are enabled for data entry and reporting. When you generate 704 report data, those services are properly counted under the broader federal categories.
The system can be set up to allow data entry and reporting of demographic data required by RSA, VESID, or both authorities.
We'll help you customize these features as part of our free installation.
Independent Living Plans
For federal CILS, CIL Data 2 offers a complete Independent Living Plan tracking module that tracks individualized goals and progress, and generates 704 data on goal categories and the new "Improved Access" items.
HIPAA-Responsive Features
CIL Data 2 has a comprehensive security system that lets you exercise fine control over who can see, edit and print different types of data. Ability to view and enter specific service or disability data is controlled at the individual user level. Ability to see "confidential health information" (as defined by HIPAA) is controlled by worker grade. Ability to edit or delete data is controlled at the individual user, supervisory, and departmental levels.
The system requires a login and password for access. It stamps each record in the database with the date and time, and user ID, at initial creation and last edit, and tracks both successful and failed login attempts and log-offs.
CIL Data 2 also has an Unattended Shutdown feature. If the application is left running without user activity for a pre-set time (the default is 15 minutes but you can change it to whatever you want), it automatically shuts down. This keeps your data safe from "prying eyes" at an unattended workstation.
Easy Reconfiguration for Changing Requirements
Both RSA and VESID data collection and reporting requirements change from time to time, and other funders, or your CIL itself, may have requirements of their own.
In CIL Data 2, new disability, service, and demographic data categories can be added, modified, or removed with ease by your System Administrator.
We think we've anticipated most possible types of changes funders may want, but they may come up with something that doesn't fit into CIL Data 2's customization scheme. As of July 1, 2007 we plan to make such changes for no additional charge, at least through 2008. Note, however, that this is not an open-ended commitment, and we reserve the right to rescind that offer at any time.
Summary Reports
Did you ever want a count of people under the age of 21 with autism, living in a particular county, to whom you provided Peer Counseling services during a 3-month period? We understand other CIL database systems can't do that for you, at least not easily. With CIL Data 2's "Categories Wizard" you can get this kind of report in seconds. The reports can cover almost every type of data that the system holds.
And, CIL Data 2's contact-filtering, search, and mailing list features also use the Categories Wizard to handle very specific queries.
Mailing Lists
CIL Data 2 provides a complete mailing list system. People and organizations can be added to custom-defined lists (like "Agency Newsletter" or "Board Members"), and temporary lists can be generated on virtually any combination of data items using CIL Data 2's "Categories Wizard" query system. Want to send a birthday card to every consumer who was born this month? You can do it!
CIL Data 2 can generate a Microsoft Word-like "catalog" of names and addresses, or mailing labels, right in the program. Mailing labels are limited to the "Avery 5160" standard of 3-across laser printer label sheets. However, you can export your generated lists to common formats like Excel and CSV, so you can import them into other programs that generate labels, form letters, and more.
Contact Manager Features
CIL Data 2 is not a complete calendar-style contact manager, but it does sport some contact manager features.
It stores multiple mailing addresses, phone numbers, and email addresses for both people and organizations. Individuals can be linked to specific organizations, and to specific mailing/departmental addresses, phone numbers, and email addresses within those organizations.
You can also link people to other people in the system to show relationships such as parent-child or caseworker-client. When viewing one person in the relationship, the other person's complete data is just a couple of mouse-clicks away.
You can filter displays and lists of people or organizations based on such things as the department(s) that serve them or the people who work with them. For example, it's easy to filter the People Window to show only people whose original intake was done by a specific staff person, or who received a specific service during a specific date range.
Staff Productivity Monitoring
CIL Data 2 provides a very rich set of reports (viewable on screen or printed) that show which staff members have provided what quantities of which services to which consumers. CIL management, department heads, and supervisors can easily track what their staff are doing day by day.
Maintenance Utilities
CIL Data 2 provides a separate Maintenance Utilities program for System Administrators. This program simplifies and automates tasks such as forcing all users to log out of the system when maintenance is required, offsite backups of shared data, and periodic purging of "dead" records.
Operating Systems
The CIL Data 2 client software requires a Windows operating system. It has been heavily tested on Windows 98, Windows 2000, and Windows XP.
It has not been tested on Windows ME but since that operating system is basically Windows 98 with some Windows-2000-style graphic enhancements, it should run just fine there.
It has been successfully installed (but not heavily tested) on Windows Vista. We at STIC are avoiding Vista like the plague and suggest that you do so also. In response to customer demand, vendors like Gateway and Dell have begun to offer XP with new systems again--though you may have to be assertive in requesting it. However, if you're running Vista and find problems, and you're willing to work with us to test it, we'll work with you to get it working.
The CIL Data 2 client software has not been tested on Windows NT or Windows 95 and probably will not work on those operating systems. We will not support use on those systems. However, the shared data will work just fine on Windows NT Server.
The shared data can be installed on a Windows Server operating system, or on any version of Linux running the Samba server software for Windows file-sharing. We recommend a Linux "flavor" optimized to run server applications, such as CentOS, but it should work well on any Linux/Samba combination.
Installation and Training
As part of the purchase price (call (607) 724-2111 (voice/TTY) for current pricing), we offer the following limited installation and training services, to be completed during one 8-hour day (not including travel time):
It is very strongly recommended that your agency's IT person be present for the installation phase. If that's not possible, full access to the server and at least one workstation must be available. CIL Data 2 requires periodic maintenance by a System Administrator who is highly knowledgeable about the operating system(s) and network(s) where the software will be installed. If you don't have this capability, we won't support your installation.
For CILs within a 2-hour driving radius of Binghamton, NY, this installation and training day is free. For CILs farther away than that, travel costs will be charged, including, at a minimum, the cost of one night's stay in a decent motel and meal costs.
We will also provide ongoing very basic phone and email support. CIL Data 2 comes with extensive printable documentation available within the system. We expect you to read the documentation before approaching us with questions. If you ask a question whose answer is clearly explained in the documentation, you will probably be told to go back and read it. However, we're very happy to respond to bug reports or questions on issues that aren't clearly documented.