OTIS - Online Tracking and Information System

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Organization: OCASI
Contact: dmontague@ocasi.org
Started in: 2000

Project Overview

OTIS (Online Tracking and Information System) is essentially a data entry website where certain mobile ISAP-funded workers enter in their client statistics for each month. The first users were the Settlement Workers in Schools (SWIS). Next, many years later, Settlement Workers in Libraries (LSP- Library Settlement Partnerships) started to submit their stats using OTIS. And we have recently added the SSIL project (Settlement Workers in LINC). OTIS is funded by Citizenship an Immigration Canada.

OCASI's role has been to support the workers in using the site with online, phone support, in-person training and creation of user guides. Additionally, we work with the users and the funder (CIC) to make any needed changes/improvements to the OTIS interface.

Over the years we have added 2 new user bases and the related data fields and reporting (SSIL, LSP), created a real time reporting system, delivered 100‟s of training sessions, developed several web-based help videos and provided online webinars.

We have been working on a new version of OTIS to better support the business needs of SWIS, LSP and SSIL. The system was tested by the pilot group using real data and existing business processes. The outcome of the pilot provided the project team with good data on the user-friendliness of OTIS 2.0 and the bases for improving the system prior to going live. It also provided staff with the opportunity to test the system and share immediate feedback to the project team, ensuring that OTIS 2.0 met the needs of the programs. In class training was provided for all SWIS, LSP and SSIL staff.

The system went live for LSP and SSIL staff in October 2010, to SWIS staff- In December 2010. OTIS 2.0 was adopted as part of the everyday processes of all staff, managers and stakeholders. Some development still needs to be done and OCASI staff is collecting a new list of feature requests that may be added in 2012-2013.

The goal for 2010-2011 is to identify and contact a small group of agencies without internal reporting support to join OTIS 2.0 as their reporting system. For more information contact Elena Trapeznikova, Online Tracking Information System (OTIS), tel 416-322-4950 x 241, email elena@ocasi.org.

The OTIS project contributes to the CIC objective of successful integration of newcomers by:

  • Providing tools and program coordination that support the effective delivery of services
  • Facilitating the efficient delivery of services

Login to OTIS here: http://otis.settlement.org (you need an account)

Objectives for 2011-2013

Continue supporting the more than 35 CIC-funded agencies expected to have settlement workers in schools, libraries and LINC classes by maintaining the OTIS (Online Tracking and Information System) data entry and reporting website.

The core activities of OTIS will include:

Technical and Design

  • Manage servers and internet operations of the OTIS system and related databases, backup process, replication server and firewalls
  • Through expert subcontractors monitor systems on 24/7 basis and execute technical solutions when necessary
  • Ensure systems are backed up

OTIS User Support

  • Ongoing technical and training support for over 500+ system users
  • Support existing and create new real-time reports for agencies, partners and CIC
  • Train new staff of existing agencies or newly-funded groups that perform similar itinerant services, including workers in hospitals, colleges and elsewhere
  • Add/edit/delete user accounts and schools
  • Provide support to stakeholders requiring assistance with custom reports (funders, school boards, etc)
  • Train users on generating reports

Piloting Expansion

In addition to general maintenance, hosting, user training and support of the OTIS site, deliverables of this project include allowing workers from agencies and locations who don't have access to sophisticated data collection and reporting tools to use OTIS:

  • Working with small group of agencies in 2011 to gather requirements and then building required forms and reports
  • Ensure continued privacy and security features are maintained
  • Training all new users
  • Expanding usage to more groups in 2012