FAQ: ODM Implementation
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How easy is it to implement my organization’s ODM?
Once the contract is signed, CTK assigns an experienced Account Manager to your organization. The Account Manager will work with your organization to create the types of fields and forms that you will need for data collection and reporting for your ODM. CTK provides several Implementation options, including an On-Site Implementation package which allows the Account Manager to spend two full days at your organization, working directly with your program directors.
Built-in ODM tools make it simple to configure your ODM to exactly fit your organization’s data collection and reporting needs. CTK technical experts are always there if you need special assistance. Our customers will be happy to tell you how fast and simple it was to set up their customized ODM.
Who needs to be involved from my organization?
CTK has found that the following staff members in your organization need to be involved in the development of your ODM (choose those that apply to your organization):
- Vice president of operations or operations director (smaller organizations may have the ED involved, if there is no middle-management staff).
- Program/Project Directors or Supervisors
- Information Department Director or IS Specialist
- Data Entry Specialists
- Other key decision makers
Your organization will want to identify the one or two employees that have complete administrative authority (your System Administrators) over the initial and ongoing development of, and security access to, your organization’s ODM. These individuals will be given complete authorization by your organization to request or make changes and to contact CTK for additional support or service.
How long does Implementation take?
The organization purchasing the license dictates how much time it will take to complete the Implementation process. The choice of an On-Site Implementation package will also be a determining factor. If your staff is available and your current data collection and reporting forms or databases are all available, implementation can be very rapid, with your staff providing about 8-16 hours of input time over a 2 week to 30 day period. However, if your organization needs more time to gather staff, make record keeping and reporting decisions, or if you have other internal issues that might necessitate a longer Implementation period, CTK is happy to accommodate you.
Can we design our organization’s ODM forms so that the same data never has to be entered more than once?
The ODM offers your agency a Central Intake model, in order to avoid duplication of data entry or records. The ODM also allows for auto-population of matching fields, when such fields are necessarily duplicated from the Central Intake into other forms throughout the database (i.e., name of client on intake must also be on billing form).
Does our organization get an opportunity to test out our new ODM and make changes, if necessary?
Yes, once the initial set of forms are built into your ODM, CTK suggests that you test all components of your database, by filling out, saving and printing each form. CTK will then make any necessary changes.
How many employees or volunteers can access our new ODM?
As many as you need; you just need to state the approximate amount of users in your CTK License Agreement.
Can my organization request custom forms for government or third party billing reports?
CTK offers the opportunity for organizations to develop three different types of specialized forms:
- Unique Form Development: This standard ODM feature allows organizations to create their own custom designed database forms. You build these with the standard ODM Designer and there is no charge for this feature.
- Customized Form Building: If your organization must have a form printed out in a particular way (as in a specific third party billing form or funder report), CTK programmers can build that form to exact specifications. There is a charge for this programming service.
- Dynamic Form Development: If you need a form that contains fields that can trigger activity within the database, you need a Dynamic Form. An example of this might be the following: on your Intake Form, a new client answers yes to ‘Unemployed’ and an Employment Placement Form must immediately appear for completion. This is a dynamic function and needs to be programmed into the database. There is a charge for this programming service.
Can our new ODM act as billing or accounting software?
The ODM can provide your organization with exact forms needed for billing, but is not a replacement for accounting or billing software. The ODM can, however, interface with most accounting software to ensure that your client service and billing functions are in sync.
Is there a limit to the number of records that CTK will keep secure and store for my organization?
There are no functional limits to the number of records that CTK can securely store and mine for your organization. The number of records stored is one factor in determining your CTK pricing.
Can I add new data fields, forms, reports or security access at a later date?
You may make these basic changes at any time with no charge. If you need a new Custom or Dynamic Form, you may request the form through your CTK Account Manager who will prepare a bid.
What kind of reports can my organization generate?
Any kind of report (including output, outcome, billing form, program evaluation, client tracking, etc.) can be generated from your ODM. These reports can be printed, emailed, faxed or posted in your secure ODM virtual office.
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