December, 2023 | VOLUME 11

Executive Summary

Welcome to the UWGH Data Collaboration Newsletter. This newsletter features updates from our most recent Governing Body meetings, new interactive dashboard that shares the journey progress for clients working with Navigators of across the regions, and exciting progress on enhancements to the Integrated Client Journey (ICJ) Tech Tool as we wrap up 2023!

Table of Contents

• ICJ Impact Moment
• Recap from October, November & December Governing Body Meeting
• Data Safety Moment
• Update on ICJ Tech Tool
• Call to Action / Contact Us

ICJ Impact Moment

Want to know more? View the ICJ and navigation dashboard available on UWGH’s website by clicking here. The dashboard provides a weekly update on the journey of clients working with a navigator across their journey. The dashboard has four views:

1. How did clients hear about ICJ? 
2. How many individuals have been ready for the ready?
3. Where do the clients come from (ZIP code and region)?
4. What are the top referrals now? What are these clients' top needs right now?

Recap from October, November & December Governing Body Meeting

The ICJ Governing Body met via email in October and December and virtually in November to continue its work as the main decision-making mechanism for the ICJ Data Collaboration.

The October meeting as email include several key updates on the data governance and ICJ tech tool.  Noticeable updates include the launch of the workgroup that will draft and recommend a standard operating procedure support the current workflow around immediate needs for vulnerable populations (as defined by the ICJ governing body) and several enhancements to the ICJ tech tool such as linkage of goals and action steps when internal referrals are sent, completion of Mission & Strategy Dashboards and weekly report workbook and integration with 211 Texas / United Way HELPLINE’s resource directory via API.

In November, the Governing body delved into the ICJ Tech Tool Documentation Guide, a key resource for managing content within open text boxes; the guide, set for widespread dissemination, emphasizes its central role within the ICJ Tech Tool. Further attention was devoted to the Provision of License Procedure, facilitating external acquisition or modification of licenses with internal protocols emphasizing alignment with access needs, user agreements, and mandatory training. Workgroup updates highlighted collaboration on a Standard Operating Procedure for vulnerable populations, with January earmarked for recommendations. The session concluded with a broad discussion on the term limit for the 19 funded partners that serve on the Governing Body, offering a two-year term with a one-year reappointment option and inviting expressions of interest from funded partners to join the Governing Body for the upcoming term. 

December's ICJ Data Governance Highlights spotlight the strategic focus on Governing Body Membership to call for funded partners to identify if they would like to be re-appointed for their additional one-year term upon completion of the initial two-year term. The ongoing review of interest from current funded partners reflects a careful decision-making process for the upcoming year. The email as meeting shared updates to the ICJ Tech Tool that showcase a collaborative effort, transferring tasks from PCIC to the UWGH Learning, Analytics and Compliance team to enhance operational efficiency, culminating in a significant advancement as the year concludes, aligning technological capabilities with the evolving needs of the ICJ.

The next Governing Body meeting will a virtual meeting on January 17, 2024.

Data Safety Moment

Under the Data Safety Moment, UWGH will highlight cybersecurity, privacy, or data security related topics to support the safe and secure use of the ICJ Tech Tool.

In the realm of digital security, the safeguarding of our data stands paramount. In December, a month often filled with increased digital activity, we delve into the critical practice of data backup. Data backup involves creating a copy of important data that is stored in a separate safe location.
The National Cyber Security Centre (NCSC) has an article (Backing up your data) that explains, 1) Why you might need a backup, 2)The Different ways to backup data, and 3) Restoring and recovering data backups. Some additional quick tips about backing up your data:

• Don't rely on a single backup method. Diversify your approach by using multiple backup solutions.
• Set up automated backup schedules.
• Prioritize critical information such as financial records, personal documents, and irreplaceable photos/videos. Allocate more resources and attention to safeguarding these files.
• Periodically test your backup systems to ensure they are functional and your data is recoverable.
• Security doesn’t end with just creating backups; ensure they're encrypted.
• Stay Vigilant: Regularly update your backup software and operating systems. Security patches and updates often include enhancements to protect against emerging threats.

Past Data-Safety Moments:

• Never share user IDs or passwords with others.
• Do not leave your computer unattended while using the ICJ Tech Tool.
• Beware of phishing attempts! Avoid opening pop-ups, unknown emails, and links within emails!
• Article from BridgingApps on tips for managing your passwords. Drowning in Passwords: 7 Tips for Securing Your Accounts Without Mental Overload. 
• October was National Cybersecurity Awareness Month. In lieu of the 20th anniversary, The Cybersecurity & Infrastructure Security Agency (CISA) has listed 4 ways to stay safe online (www.cisa.gov): Use strong passwords; Turn On MFA (Multifactor Authentication); Recognize & report phishing and Keep software up to date.

Update on ICJ Tech Tool

Over the past 2 months, the PCIC and UWGH teams have refined the ICJ tech tool platform, by adding subtle, yet effective enhancements to improve the experience of users and incoming clients into the program. These features are detailed below:

• Manual Flag for Pre-Enrollment Auto-Assignment - The platform integrates logic to auto-assign navigators to clients aspiring to enter the program through the public enrollment form. Through the User Management page, navigators can elect to be a part of the navigator pool participating in this auto-assignment at the point of pre-enrollment.
•  Service Level Print and Email Support - Platform users can now view service-level details for both internal and external referrals when sending out email or print referrals.
• Custom Consent Date Expiry - Clients can indicate a custom date for their ICJ enrollment consent expiration. This is managed in each client’s Consent Form page.
• Updates to Self-Sufficiency Well-Being (SSWB) matrix - Navigators can now view additional information pertaining to the SSWB matrix, including the unique matrix ID and follow-up type. Additionally, the SSWB follow-up type (which interval- 6 month, 12 month, etc.) can be changed.

These features contribute valuable enhancements to provide clients and navigators more control over their ICJ experience. Additionally, navigators are now armed with the details necessary to make optimal referral decisions, and they can utilize the platform in a more efficient and intuitive manner. Stay tuned for more features to come in 2024!

Call to Action / Contact Us

Curious about the “look and feel” of the ICJ Tech Tool? Check out this video to see the key features of the platform.

Check out the updates and new features to the ICJ Tech Tool here.

If you missed any of the past issues of our Data Collaboration Newsletters, please click here under ICJ Data Collaboration section to view them on our website.

Please feel free to share the newsletter with any of your staff that would benefit from the content. We will use this forum every other month to keep all funded partners updated.

If you are interested in joining United Way of Greater Houston’s Partner Microsoft Team’s Channel or would like to share with us any links to interesting things happening in the Houston area and beyond related to data sharing, feel free to contact us using the button below.