Research Findings

Data Management

Program Information Management System (PIMS)

• Program Data Entry
• Participant Data Entry
• Key Benefits
• Support for MIECHV Benchmark Tracking
• Frequently Asked Questions
• System Requirements
• Costs

As HFA has grown nationally, sites and state systems have required better tools to manage their programs and serve their participants locally. In 1998, Prevent Child Abuse America developed the Program Information Management System (PIMS) to enable HFA sites to manage and report on the community programs and participant services they provide. Since then, the system has been improved continually to adapt to the evolving needs of HFA sites including those recently receiving funds from the MIECHV initiative.

PIMS consists of data collection modules for Program and Participant Data Entry, as well as reporting modules for Standard Reports and Custom Queries.

Sites use this component to track information about staff development, manage collaborative relationships, and identify future resource needs. Specific data collected includes:

• site resources
• staff characteristics
• staff training
• target community characteristics
• funding resources
• collaborating agencies, hospitals, and medical clinics

• Participant demographics
• Screening, assessment, and intake of new participants
• Participant activities including home visits, medical visits, instrument administrations, and referrals
• Child activities, including well baby visits, immunizations, and child development screens

Common language
PIMS helps monitor and measure the impact of HFA using a standard set of core data elements. This common language makes it easier for HFA sites to share information about effective program features and partnerships at the state as well as the national levels. In 2004, PIMS sites were able to collaborate in completing the Healthy Families Implementation Study. Currently, PIMS is being adapted to address MIECHV benchmarks and other HFA outcome indicators.

Accreditation
During HFA Quality Assurance and Accreditation, sites using PIMS can automatically generate most of the quantitative reports they need. What would otherwise be a tedious data-gathering and calculation process is transformed into a report printing and verification process.

Better service to children & families
PIMS was designed as an integrated program and participant management system so that the links between HFA program characteristics and effective participant outcomes would become clearer. As these characteristics are identified, the services that HFA sites provide to children and families will better meet their needs.

Frequently Asked Questions

Who is involved in developing PIMS?
PIMS was initially created by Prevent Child Abuse America staff, members of the HFA Research Network, and HFA sites across the country. The program is continually developed by Prevent Child Abuse America staff in response to feedback from PIMS trainers and current users of PIMS.

What kind of on-going support is offered to assist sites with installing and using PIMS?
Prevent Child Abuse America provides free support installing PIMS, a comprehensive online User Guide, and a series of online webinars covering advanced topics. While larger states adopting PIMS typically develop their own support infrastructure, independent sites have access to basic technical support via phone, email, or web conference.

• PC compatibles using a Pentium 75 or higher microprocessor (Pentium 166 recommended)
• 64 MB recommended
• Microsoft Windows 95 operating system or later
• Microsoft Access 2000 or newer (note that if you have Office 2010, you should install the 32-bit version and not the 64-bit version)

The PIMS license is $600 per site per year. This license fee ensures basic technical support and ongoing development of new upgrades (which are available to all licensed sites free of charge). Furthermore, in order to ensure successful implementation of PIMS, Prevent Child Abuse America also requires sites adopting PIMS to cover all costs associated with a mandatory 2-day training.

For questions about PIMS, contact Rob Reid.