# Presentation: 533426

## PRESENTING.....

- JANIE DUNNING
- JUNE, 2002

- &

## Once upon a time........

- Not so far away....

## WHERE DO WE LOOK?

- WHO CAN HELP?

**DOES ANYBODY**
**HAVE ANY MONEY?**

## WHY DOESN'T

- SOMEONE KEEP
- US INFORMED?

## SO MANY COMMUNITIES........

**SO MANY COMMUNITIES........**

**NO  BUDGET .............**

**SO LITTLE TIME..................**

**NEED TO KNOW NOW!**

## LET’S 

**ORGANIZED!**

**GET **

## PROBLEM:

- We needed a tool to get information out to those who “need to know” ............

## on a regular basis!  

**Success Stories**

**Regulation changes**

**Events**

**Funds Availability**

**Coordinated Partner efforts/ Information**

**Special Initiatives**

- on a _regular_ basis!

**Newsletter**

**RD Programs**

## METHOD:  

- EFFICIENT

- LOW DOLLAR

- TIMELY

- EFFECTIVE

- METHOD:

## SOLUTION :  

- SOLUTION :

- OH NO!

- SOMETHING
- NEW!

## SIMPLE!

- That information is stored in tables.  Those tables are queried and the resulting information is organized in various ways creating , forms and reports.

- A database is any organized collection of information.

## THE GOOD!  

## ENTITY TYPE

- Each record (entity) is coded for _type_ of partner...

## EXAMPLE:

- Chamber of Commerce
- Federal Legislator
- State Legislator
- Newspaper
- Radio, TV
- City
- County
- Economic Development
- University Extension

- BANK
- CC
- FED
- STATE
- NEWS
- MEDIA
- CITY
- COUNTY
- ECONDEV
- EXTENSION

## Example:  

- EM designation is announced for certain counties.  You can query the database for the designated counties and only for city and county entities. Send immediate email and those who “need to know” are informed.

- Time expended:  20 minutes

## EXAMPLE:

- You receive an email announcing Gateway will
- donate up to 4,500 computers which were used during the Winter Olympics.

## Time expended:  30 minutes

- Networking contacts?  Thousands

## EXAMPLE:

## You query the database for cities and counties and email the notice to the public officials.

## Time expended:  20 minutes

- # of messages sent by RD:   434
- Networking contacts?  Thousands

## PRINT MAILING LABELS AND/OR ENVELOPES

- Each record (entity) is coded with its relationship to _County_, _Local Office_, and _Area_.

## Area and local offices can select the type of entity for their County servicing area to print labels, envelopes,  or personalize letters, etc. for mass mailings. 

## Our offices use this option to facilitate distribution of their newsletters and meeting notices, etc.

## CREATE EMAIL ADDRESS BOOK

- Electronic Distribution

## REPORT GENERATED - PARTNER ADDRESS BOOK (PAPER COPY)

## MERGE ADDRESS INFO INTO WORD PROCESSING DOCUMENTS

- Personalize mass mailings

-  Targeted recipients
-  In this electronic age we should NEVER have to type anything twice!

## AVAILABLE TO FIELD OFFICES ON S/O SERVER 

- A form or “Main Menu” can easily be created in the database application that enables those less familiar with database operations to perform basic functions.

## For users familiar with database software, can be saved to users Personal Computer. 

- If user writes forms and reports tailored to their needs, those can be imported to updated database when available on the server.

## In this instance the area/local offices can view/print their Partner Address Book or print mailing labels by clicking a button.

## Sample Mailing Labels

## Once functional, the database saves many “man/woman hours” which creates smiling faces!

## networking!

- Buzzword:

## RD

- Missouri Independent Bankers

- Missouri Department of Economic Development

- AND ON......AND ON....... AND ON......

## WITH JUST ONE CLICK YOU CAN LITERALLY REACH THOUSANDS 

- WITH JUST ONE CLICK YOU CAN LITERALLY REACH THOUSANDS

## THE BAD!  

## MUST BE MAINTAINED IN ONE PLACE

- Future software upgrades may allow field office access with permission to make changes.

- The integrity of the data can only be assured if original is maintained in one place.

## Time consuming until populated - ongoing process

- Not all entities have email access or may refuse to give their address.  Continually searching for email addresses to avoid the cost of paper mailing.

## Frequent updates

-  Difficult for Field Offices to keep up with changes and notification to the keeper of the database.

- Users switch service providers.

## THE UGLY?  

## ONE LAST THING...........  

## THE NEWSLETTER...........  

-   1 Sheet of paper (Front and Back)

- Always Informational    (No Busy Work!)

- Sent Quarterly

-  Quick to Read

-   Newsletter

-  Available on Web

-  “Emailable”

-  Outreach Tool

## Slide 42

## FINALLY..........

## Slide 44

## (He carries a copy in his pocket everywhere he goes!)    

## The feedback each and every time we send a newsletter or informational email is overwhelming.

## Only one entity has asked to be removed from our mailing list.

## Questions?

- 601 Business Loop 70 West
- Parkade Center, Suite 235
- Columbia, MO  65203

- _Logistical_

- Janie Dunning
- janie.dunning@mo.usda.gov
- Phone:  (573) 876-0981

- _Technical_

- Nonna Ross
- nonna.ross@mo.usda.gov
- Phone:  (573) 876-0989

## THANKS!

- YOU’VE BEEN GREAT!

- AND, REMEMBER..........

## THAT’S ALL FOLKS!