About WebFID

(Web Family Information Database)

After years of using other solutions that did not adequately meet the needs of the program, Mercer County Head Start / Early Head Start began developing a custom database application to track all required information on enrolled children in 2004. Several guidelines were established during the planning phase to meet the program's needs:

• Accessibility--The system needed to be web based so that staff at various geographic locations (as far as 40 miles apart) could all have access to the exact same information at the same time in real time without the need for duplication of material.
• Access control and security--not every staff member needed to have access to the same information.  Permissions and logging needed established to control access.
• Ease of Use--we understand that all staff members may not be comfortable using a computer system and navigating a complex DBMS system.  Viewing and input screens were designed to be as simple and easy to use as possible.
• Reduction of paper trail--Obviously paper copies of information along with original signatures is required and must be kept.  WebFID has been designed to reduce the amount of paperwork, allow access for everyone at different locations the same information at the same time, and where possible, replace paperwork with entirely electronic records.  As program staff become more comfortable using the system, we hope to further reduce paper records and use electronic records.  
• Reporting--Various information required for reporting on the annual PIR needed to be easily tracked and monitored throughout the year in order to see an accurate picture of our program, and to ensure that Mercer County Head Start / Early Head Start can provide the best possible services to our clients. Reporting up-to-date information is required to plan for the future needs of the program based on current performance.

Mercer County Head Start / Early Head Start's WebFID system complies with Performance Standard 1304.51(g) Grantee and delegate agencies must establish and maintain efficient and effective recorrd-keeping systems to provide accurate and timely information regarding children, families, and staff and must ensure appropriate confidentiality of this information.  AND 1304.51(h)(1) & (2) -- Grantee and Delegate agencies must establish and maintain efficient and effective reporting systems that (1) Generate periodic reports of financial status and program operations in order to control program quality, maintain program accountability, and advise governing bodies, policy groups, and staff of program progress; and (2) Generate official reports for Federal, State, and local authorities, as required by applicable law.  The WebFID system does not generate financial reports.  Mercer County Head Start has other systems in place to manage and maintain fiscal accountability.

WebFID has been designed with the input from staff in the MCHS-EHS program to best meet the needs of management staff, and direct line staff to maintain and track programmatic information and submit detailed reporting to our Grantee board and Policy Committee every month, and for the annual PIR report.  This system is a work in progress.  As of this writing, we are now 1.5 years into the development of the system, and there is still plenty of room to grow!

As of this writing, components of the system include (but not limited to):

• Enrollment – including the 30 day replacement window and calculations of deadlines to replace slots when clients drop out of the program.
• Classroom rosters
• Classroom waiting lists
• Family units
• Emergency contacts and release of children
• Child demographical information (age, race, primary language, etc.)
• Address (living, mailing, pickup, drop-off)
• Income and CACFP eligibility
• Education and social service home visits
• Family referrals
• Family Contact Log
• Family physicians and dentists
• Completed dentals and physicals
• Heights & weights
• Medical care plans
• Immunizations
• Developmental screenings
• Diagnosed disabilities with IEP's, and disability PIR classifications.
• CACFP meals and attendance
• Staff members, job assignments & history/seniority
• Required Staff tests (CPR, First Aid, Physicals & TB testing)
• Tracking of staff use of personal time off (to be implemented in our program starting 7/2006)
• Reports on staff login history and electronic record access
• NRS system import and update (without manually typing data into the NRS system)
• Reporting of program operations to Policy Committee
• PIR and PIR Performance Indicator reports

For more information about WebFID, contact the developer, Matthew Nelson.

Screen Shots

Classroom List	Client Demographics
Health Information	Screenings
Staff Health Tracking	Enrollment Reports
CACFP monitoring reports	User Administration