Copyright 1997-2008
by
The Houston-Galveston Psychoanalytic Institute
and
Columbia University Center for Psychoanalytic Training and Research
All Rights Reserved
The Administrative Database of the Houston-Galveston Psychoanalytic Institute with a research section provided by Columbia University Center for Psychoanalytic Training and Research provides every kind of report used to determine and track the progression of trainees and faculty through the Institute from application to graduation to certification, faculty appointment, and promotion. It also provides statistics on faculty and trainee activities for reports to the APsaA, stores seminar bibliography listings, tracks library check-out/check-in, tracks and prepares rosters of the membership of an individual institute, society, and other organizations, tracks and reports on mailing lists and labels, and tracks and reports on fundraising or foundation donors and their gifts and pledges.
Using over a hundred screens for locating, entering, or printing, the Administrative Database stores faculty and trainee data in dozens of relational tables. This approach, standard in all large data systems, eliminates the need to enter the same data repeatedly, a chronic problem of keeping such information in spreadsheets. It also provides simple access to data across periods and for groups of faculty members or trainees, in a way not possible with data kept in word processing documents. The database consists of >100 tables, >250 queries, >250 forms, and >150 reports.
Faculty members and trainees can, however, use word processing documents to submit their reports. Text can be copied from these documents and pasted directly into appropriate records in the database.
This is a secure database that requires a log-on by all users.
Faculty members, trainees, and Institute staff make use of the following reports produced by the database:
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| Names, Addresses, Assignments | |
| • | Annual Published Roster of Faculty, Associates, Adjuncts, Trainees, and Graduates |
| • | Proof Sheets for Roster of Faculty, Associates, Adjuncts, Trainees, and Graduates |
| • | Annual Published Roster of Society or other Organizations |
| • | Progression Assignments by Faculty (Advisor, Reader, Supervisor, Training Analyst) |
| • | Progression Assignments by Trainee (Advisor, Reader, Supervisor, Training Analyst) |
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| Trainee Cases | |
| • | Case Report |
| • | Case Reader Report |
| • | Case Supervisor Report |
| • | Case Supervisor Initial Report |
| • | Blank for all above Reports |
| • | Clinic Patient List |
| • | Clinic Patient Report |
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| Seminars | |
| • | Lists of all Seminars offered (Alphabetical, Chronological by Trainee Group) |
| • | Instructor Report on Seminar Participant |
| • | Seminar Report Blank |
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| Training Analysis | |
| • | Training Analyst Report Modified or Full |
| • | Training Analyst Report Blank |
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| Progression | |
| • | List of all Initial Case Supervisory Reports Due |
| • | List of Progression Reports Due from each/all Faculty Members |
| • | List of Progression Steps for Institute Programs |
| • | List of Reports Due from each/all Trainees |
| • | Master Progression Report Modified or Full (summary of analysis, case, supervisory and progression data for committee review) |
| • | Progression Summaries by Trainee or by Period |
| • | Progression Meeting Report |
| • | Research Supervisor Period Process Report |
| • | Research Case Period Process Report |
| • | Research Case Process Report |
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| Colloquium | |
| • | Colloquium Report |
| • | Colloquium Case Report |
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| Faculty Data and Statistics | |
| • | Administrative Participation Report |
| • | Annual Faculty Summary Report |
| • | Director or Chair Feedback on Faculty Member and Committee Chairs |
| • | Co-Teacher Feedback on Seminar Co-Instructor |
| • | Trainee Feedback on Seminar Instructors |
| • | Cumulative Faculty Data (analytical cases, supervisory cases, reduced fees, etc.) |
| • | Faculty Report (Raw): Non-Case Data (By Data Category, By Faculty), Analytical Cases, Supervisory Cases |
| • | Faculty Report Blank with existing Cases |
| • | List of Summary Reports Due from each/all Faculty Members |
| • | Summary of Statistics |
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| Bibliography and Library | |
| • | List of Reference Materials with a choice of criteria or individually picked from list |
| • | Bibliography of References used in Seminars with a choice of criteria |
| • | List of Titles in Library |
| • | List of Titles Acquired During Specified Period (shows values) |
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| Group, Society, Institute Membership | |
| • | List of Membership of various Groups with various membership categories |
| • | Prints Membership Rosters - all or by year |
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| Foundations/Mailing Lists | |
| • | Mailing Names, Donors, Committee, and Group Participation including members & committees, and Contributions |
| • | Lists of Gifts and Pledges by Donor and by Year/Campaign/Gift/Pledge |
| • | List of Member Participation in Campaigns by Year |
| • | Mailing List with unlimited categories including institute, society, foundation, etc. membership |
| • | Mailing Labels sorted by zip code with unlimited categories |
| • | Form to maintain lookup lists of Mailing List Types, Donors, Contributions, Campaign Codes |
| • | Form to export names, etc. to MSWord or MSExcel for use with letters for mass mailings |
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| Evaluation Data | |
| • | Candidate Applicant Information |
| • | Candidate Demographics |
| • | Candidate Progression |
| • | Evaluation Face Sheet |
| • | Medication Face Sheet |
| • | Yearly Face Sheet |
| • | Termination Face Sheet |
| • | Print Utilities Menu |
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| Recommended System Requirements | |
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| Hardware | |
| Operating System | Windows 2002 (or 2000 or 98 or 95) |
| CPU | Pentium 4 Processor
512MB RAM 40.0 GB Hard Drive CD-ROM RW 56K Modem Zip Drive |
| Monitor | 17" H |
| Printer | HP 4000 series or equivalent |
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| Software | |
| Microsoft Office Professional 2000 or XP (with full version of Access installed) | |
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| Software Application | |
| The Houston-Galveston
Psychoanalytic Institute Administrative Database Version 12.4
(includes file of bibliographic references) |
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| Cost for administrative database | $ 1500.00 |
| Cost for individual upgrades | $ 300.00 |
| Cost for weekend of administrative instruction in Houston | $ 500.00 |
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In addition, there are the following tools for general administration: | |
| • | >40 audit queries |
| • | Master Registration List for local/state Education Authorities |
| • | Task form to Schedule Progression Meeting and print associated report |
| • | Task form to Review Seminar Schedule with associated Trainees and Instructors |
| • | Task form to Track Trainee Absence |
| • | Task form to Track Faculty Absence |
| • | Task form to Add bulk Trainee Registrations to Seminars |
| • | Task form to Add bulk Instructor Assignments to Seminars |
| • | Functions to Convert Case, Supervisory or Analysis Status from New to Ongoing |
| • | Task form to Mark Relations to be used for Roster |
| • | Task form to assign Faculty or Trainees and others to Committees |
| • | Functions to carry over ongoing Faculty Analytic and Supervisory Cases for a new academic period |
| • | Task form to Review Publications with associated References, Writers and Bibliography |
| • | Task form to Review Writers with associated References |
| • | Task form to Review Seminar Schedule with associated Bibliography |
| • | Task form to Duplicate existing Bibliography over to a new Seminar Schedule |
| • | Task form to check-out/check-in library materials |
| • | Form to maintain lookup lists of Institute reporting Periods |
| • | Form to maintain lookup lists of Name Types, Statuses, Institute Membership Types, Committees |
| • | Form to maintain lookup lists of Courses and Course Groups |
| • | Form to maintain lookup lists of Writers, Publication Types, Journals, Publishers, Cities, Keywords |
| • | Form to maintain lookup lists of Mailing List Types, Donors, Contributions, Campaign Codes |