State-Wide Aging and Caregiver Services Information System
10/21/04

The Illinois Association of Area Agencies on Aging (I4A) has a strategic goal to establish "a comprehensive Information & Assistance database and client tracking system for storing and retrieving appropriate and inter-related services, supports, resources, and referrals".

The state-wide information system would have the following key characteristics:

• Information would be compatible, comparable and accessible across the state.
• Area Agencies on Aging (AAAs) would be responsible for resource information quality, dependability and maintenance.
• A sophisticated information and referral web-based application would be available on the desktops of highly trained AAA and grantee Information Specialists to help callers make informed choices about services that are available anywhere in the state.
• The public would have 24/7 access to a parallel web-site with core information on the most requested services, with links to AAA sponsored Information Specialists to respond to more complicated needs.
• Caller information would be confidentiality, secure and only available to differentially authorized local Information Specialists.

I4A proposes that the information in the system on services available to older persons and caregivers would also be compiled by area for use in meeting the Older Adult Services Act (P.A. 93-1031) requirements to establish service availability and service gap maps. We also recognize the utility of the aging services information system to the development of local 211 generic human service information systems.

Seven of the thirteen AAAs have already implemented information systems and share data using the Elderly Services Program (ESP) which has been developed by the Atlanta Regional Commission and is used state-wide in Georgia and several other states. ESP is available in compatible stand-alone, LAN, Client Server and Web versions. This proposal builds on the existing system, expands it to AAAs and local grantees that lack the system, upgrades to the Web version of ESP, accounts for data transfer protocols with other AAA Information & Referral software and includes general public Website access to basic information from the system.

First Year Budget Detail

1. System administration based on Georgia experience includes costs associated with managing state-wide information system (management of state web-based database, management of public web-based database, quality assurance, continuing system and taxonomy configuration, coordination).
2. Cost per FTE = $36,000 salary plus 40% fringe plus 10% indirect for 240 day work year or $30 per hour. All records are to be reviewed and updated at least annually.
3. Includes ESP-Web license fees for Illinois Department on Aging, Area Agencies on Aging (AAA), and AAA authorized grantees, and no-cost right to future ESP improvements.
4. External ISP hosting for Web-based ESP and 24/7 public access Website.
5. Includes Atlanta Regional Commission consulting on ESP-Web configuration and rollout as well as local contracting for 24/7 public access Website development and development of record exchange application between ESP and REFER.
6. Includes upgrade to DSL or better connections for I&A sites that currently lack broadband access to the Web.

Subsequent Year Budget Detail

I4A Strategic Plan

Objective: I4A will establish standards for area agency information systems and advocate for statewide adoption of the standard systems.

A comprehensive I&A database has been implemented for storing and retrieving appropriate and inter-related services, supports, and resources.

Note: The Department on Aging is directed by PA-93-1031 to inventory a range of housing, health, financial, and supportive services that are delivered to an older adult with functional or cognitive limitations, socialization needs, who requires assistance to perform activities of daily living. The Department will assess the current and projected need for older adult services throughout the State, analyze the results of the inventory, and identify priority service areas which will serve as the basis for a priority service plan to be filed with the Governor and the General Assembly no later than July 1, 2006.

The aging information resource system has effective collaborations with governmental, public and private agencies for referral, database update and resources: public health, human services, housing, mental health, hospitals and clinics, emergency services, crisis intervention programs, etc.

The aging information resource system infrastructure continues modernization and takes advantage of a broad range of computer technologies: internet and extranet, email, listservs and chat rooms, web-based learning, web-based searchable resource database, computer kiosks in public places, computer access at senior centers.