|
ACYF
Administration on Children,
Youth and Families
|
U.S. DEPARTMENT
OF HEALTH AND HUMAN SERVICES
Administration for Children and Families |
| 1. Log No. ACYF-IM-HS-98-10 |
2. Issuance Date: 05/04/98 |
| 3. Originating Office: Head Start Bureau |
| 4. Key Word: Head Start Family Information System (HSFIS) |
INFORMATION MEMORANDUM
TO: Head Start Grantees and Delegate Agencies
SUBJECT: Head Start Family Information System (HSFIS) Software.
INFORMATION: The Head Start Bureau is announcing the completion of the Head Start Family Information System (HSFIS) software. The latest version of the HSFIS software is inclusive for all programs, including pre-school Head Start, Early Head Start and Migrant Head Start.
At the local level, HSFIS will provide Head Start programs with a fully automated, standardized record keeping system that can support a case management approach to service delivery, improve the quality of local record keeping, reduce the amount of time staff spend on record keeping, and allow the analysis of data at the local level for reports, ongoing monitoring, self-assessment and planning purposes.
HSFIS was developed with the goal of eventual automation for all Head Start programs. Currently, over 600 Head Start programs are HSFIS users. Head Start agencies that are not automated, or that are partially automated but in need of additional resources, are encouraged to contact their Regional Office for assistance in developing an automation plan. The number of personnel, computers and other equipment (e.g. modem, tape drive, local or wide area network, scanner, laptop, etc.) needed to fully automate a Head Start program requires a careful analysis of the size of the program, both in enrollment and in the geographic distribution of sites within the program's service area. Once notified of your interest, Regional Offices will provide more specific information on the process of assessing hardware and personnel needs and in development of a funding plan.
Automation is an important step towards improving program quality in Head Start programs. If there are hardware needs that cannot be met through basic grant funds, grantees can submit one-time supplemental requests to their Regional Office to cover those costs. Training will be provided for HSFIS users selected by their Regional Office and/or Quality Improvement Center (QIC). The goal is to train a cadre of "lead" agencies that will then be available to assist neighboring agencies with issues related to automation management, HSFIS implementation and day-to-day use of HSFIS. In addition, these agencies will be able to assist the QICs in conducting user group meetings and in organizing and conducting local HSFIS training events.
All training sessions will be conducted by the HSFIS contractor, Cleverex Systems, Inc., at their computer training lab in Rockville, MD. Training sessions will begin in May 1998 and continue through March 1999. An average of two training sessions will be held each month. Head Start agencies will be able to select the date which best meets their needs and, space permitting, will be able to participate in additional sessions as needed. (To maintain quality, enrollment will be limited to 16 trainees per session.)
The HSFIS software was developed by the Head Start Bureau specifically to speed the process of achieving full automation for all Head Start programs. However, we know that there are other software systems, such as Child Plus, FACTS++, Rivers, etc. that have been in use by a number of Head Start programs for some time. Programs that are currently using other systems are free to continue to do so and remain eligible for assistance under this notice.
The attachment below is providing a brief description of the HSFIS Technical Support Network, a
description of the hardware and software requirements for supporting
HSFIS and a list of the QIC HSFIS liaisons. For additional
information, please contact your Regional Office or QIC.
/S/
Helen Taylor
Associate
Commissioner
HSFIS Technical Support Network
INTRODUCTION
As a HSFIS user, technical
assistance will be available to your Head Start program through the
HSFIS Technical Support Network. This network is comprised of HSFIS
User Groups, Head Start Quality Improvement Centers (HSQIC's), Head
Start Regional Offices, the HSFIS Contractor (CTI/Cleverex), and the
Head Start Bureau.
All HSFIS sites will be
assigned to a HSFIS Users' Group by their Regional Office. Each
group will consist of 5 - 7 HSFIS sites, one of which will be
designated as the HSFIS User Group Lead Agency.
OBTAINING TECHNICAL ASSISTANCE
Below are Step-by-Step instructions for obtaining assistance:
Step 1
Review the HSFIS documentation provided with the software
Answers to questions related to basic operation of HSFIS are contained in the HSFIS documentation that is provided with each software release.
Step 2
Contact members of your HSFIS Users Group
Your HSFIS User's Group is your primary source of technical support. The HSFIS User's Groups are coordinated by your HSQIC and/or Regional Office. Depending upon your region, you might be able to contact your HSQIC and/or Regional Office HSFIS Liaison for further assistance. These HSFIS Liaisons will inform the Lead Agencies under which circumstances they will be available to provide assistance.
Step 3
HSFIS Users Group Lead Agency contact HSFIS Contractor
If your problem cannot be resolved by your HSFIS User Group Members, your Lead Agency will then contact the HSFIS Technical Support Center, run by the HSFIS Contractor, for assistance.
Step 4
HSFIS Contractor contact HSFIS User
If necessary, a HSFIS Technical Support Specialist will contact the user directly for further clarification of the problem, and to provide direct assistance to the user.
Note: Non-Lead Agency HSFIS Users should not contact the HSFIS Contractor directly unless first contacted by a HSFIS Technical Support Specialist.
HSFIS Hardware Requirements |
Item |
Minimum/Required |
Recommended/Operational |
Computer |
486 CPU; 50 MHz
Power Mac adapted for MS-Windows Programs |
Pentium; 75 MHz or faster
(strongly recommended) |
RAM |
12 Mb |
16 Mb or more |
Hard Drive |
20 Mb free for HSFIS
10 Mb/100 children/yr |
Available space for recommended software
(See Table 2 below)
25% free space at all times |
Disk Drive |
3.5" disk drive (required) |
blank |
Monitor |
Color VGA |
Color SVGA |
Keyboard |
Required |
blank |
Pointing Device |
Required
(i.e. mouse, touchpad, pen, trackball) |
blank |
Printer |
Ink Jet with Graphics/
2 Mb Memory |
Laser with graphic printing ability
4 Mb Memory |
Modem |
blank |
14.4 baud or better (recommended for electronic transfer of data) |
Tape Drive |
blank |
Strongly recommended for backup of HSFIS data |
UPS
(Uninterrupted Power Supply) |
blank |
Strongly recommended for network servers to prevent data corruption due to power supply problems |
HSFIS Software Requirements |
PURPOSE |
SOFTWARE NAME |
HD SPACE USED |
Operating system |
MS-Windows 3.1 or newer
(Windows 95 or newer strongly recommended) |
Win : 36 MB |
Head Start Quality Improvement Centers HSFIS Liaisons |
REGION |
AGENCY |
PHONE |
LIAISON NAME |
1 |
EDC |
617-969-7100 |
Paul Giguere
Su Theriault |
2-A |
New York University |
212-998-5537 |
Heather Wiley |
2-B |
Development Associates |
787-281-0100 |
Dulce Del Rio-Pineda
Hector Pabon |
3 |
University of Maryland |
301-985-7990 |
To Be Hired |
4 |
Western Kentucky University |
800-882-7482 |
Harry Bickel
Vera Pritchett |
5 |
Ohio State University |
614-447-0844 |
Chuck Lynd |
6-A |
BHM International |
800-270-8272 |
Kenny Acklin |
6-B |
Texas Tech University |
800-527-2802 |
Jana Winters |
7 |
CDI |
816-356-5373 |
John Pickett |
8 |
CDI |
303-369-5959 |
Cathy Wise |
9 |
Development Associates |
510-935-9711 |
Bernie Lagud |
10 |
Portland State University |
503-725-4815 |
Charles Smith |
AIPB |
American Indian Institute |
405-325-4127 |
David Gover
Geneva Stretch |
MHS |
AED |
541-298-7379 |
Barbara Wilson-Ricketts |
HSFIS Enhancement Software |
PURPOSE |
SOFTWARE NAME |
HS SPACE USED |
Electronic Data Transfer |
PC-Anywhere or Other Communication Software |
3 MB |
Custom Report Development |
Crystal Reports* |
15 MB |
Automatic Backup of Files |
HP Colorado T1000 or Other File Backup Software |
4 MB |
Computer Maintenance |
Virus Detection Software and PC Utility Program |
20 MB |
Computer Networking |
WinNT, LANtastic, Novell |
Check with software vendor |
Internet Access to HSFIS Upgrades and TA |
Netscape, Internet Explorer or other Internet software |
22 MB |
* This software would allow sites to develop custom reports. Note : This software is not needed for running reports which come with HSFIS. Contact the Seagate Software sales line at (800) 877-2340 for more information about this product.
