This policy is intended to help P2Rx Centers consistently collect information
about business environemental assistance programs so that the data:
- can be integrated into a national programs directory
- can be integrated into other P2Rx products
This policy is not intended to limit regional applications outside of national
products nor to standardize appearance of data on regional sites.
The policy includes definitions for :
- Collection Structure
- Scope of Collection
- Collection Maintenance
and Publish a Collection Development Policy?
The value of this policy is to:
- Assure consistency in collections that are developed by a distributed team
- Assure that data will combine in predictable ways
- Allow more flexible use of data between applications
- Maintain the quality of the national collection
There are many potential audiences for programs data since it
can be used in a variety of contexts. Program information will commonly be used
to refer to expert sources. EPA, topic hub users and other partner organizations
(like NPPR) and businesses are potential users in this context. P2Rx Centers
themselves are a primary audience in terms of keeping current and knowledgeable
about the agencies in our regions. Programs data is also a core marketing tool
for P2Rx by virtue of being a record of the audiences we intend to serve.
While users of this type of information are many, the scope of
collection (described below) will limit the types of data collected. Therefore,
in the case of program information, P2Rx will provide a relatively narrow collection
to a broad audience.
For data to be shared easily and used as a uniform P2Rx product,
all databases must contain fields with these content elements. To facilitate
sharing and searching of the programs data on the national level, controlled
vocabularies for particular fields must be exactly the same (see Descriptive
Information below). * Indicates that this field is required during
*State (includes territory, province, etc.)
*Zip (includes postal code, etc.)
*TimeZone (see vocabulary)
(i.e. Service Scope - see vocabulary)
*ProgramType (see vocabulary)
THSV (Topic Hub Subject Vocabulary - required to relate programs
to topc hubs. See notes on vocabulary.)
Authority and Free Keywords (See notes on vocabulary.)
*Services (see vocabulary)
*Clients Served (see vocabulary)
- Scope (predefined text)
Contact Data Fields
(More than one contact may be related
to each organization; at least one contact must be related to each organization.)
- *ContactID (autofill)
- *LastName (generic may be used)
- *FirstName (generic may be used)
- Prefix Name (choose
from: Mr. Ms. Mrs. Miss Dr.)
- Primary (Y/N - is this person the
primary contact for the org)
- *OrgID (relates contact to an organization)
The programs database will also record "affiliations" for programs
(i.e. "member," "associate member," or "non-member"
of organizations such as NPPR, P2Rx, P2WIN). The center managing the data will
accomplish this by filling in an additional "affiliations" table which
- attribute (member, associate member, etc.)
- value (NPPR, P2Rx, etc.). (Table needs to made and
distributed to web group.)
The official source code for the programs database is available for viewing
A visual interpretation of the data that must be collected and how this can
be offered to site visitors as a search is shown in the
sample display document.
Scope of Collection
This section defines minimum standards for Centers to follow. If data from
regional Centers does not conform to these criteria, it cannot be included in
national products. Centers are free to go beyond these minimums to enhance regional
use of data so long as it does not interfere with P2Rx participation.
1. Types of Programs
Centers will identify and describe active programs in their region that provide
pollution prevention and energy efficiency assistance. Such programs may include
PPIS grantees, local P2 programs, university-based P2 programs and non-profit
pollution prevention organizations. At least one program in each state must
be identified. If pollution prevention or energy efficiency is a focus for
SBDCs, MEPs, SBAPs and other organization types, they should be included.
Additional programs associated with P2Rx topic hubs will also be included
in regional databases.
For various reasons, programs may be excluded from their appearance in certain
applications (national directory, regional directory, topic hubs, etc.). Centers
will choose to include programs in publication of various products by filling
in the comma-delimited "Scope" field with pre-defined text indicating
which product the organization is allowed to appear. Allowed values currently
||- use to include in publication of national directory
|- use to include in publication of regional directories
||- use to include in all pre-defined products
2. Descriptive Information -
Beyond basic contact information, organizations in the directory are required
to have the following descriptive data:
- time zone where the organization is located (common
- profile or narrative description including the organization's
mission, goals, etc.
- geographic scope of service area (common vocabulary
- type of program (common vocabulary required)
- topic hub expertise (programs are directly related to
hubs if applicable)
- services offered by the organization (common vocabulary
- clients served by the organization (common vocabulary
- Federal Government
- State Government
- Local Government
- Educational Institution
- Small Business Assistance Program
- NIST - Manufacturing Extension Program
- Recycling Program
- Material Exchange Program
- Small Business Development Center
- Energy Efficiency Program
is looking at what is currently in use and a predefined list will
- Bank Loans
- Computer modeling
- Inspection (delete?)
- Intern Programs
- Internet (delete?)
- Grants in Aid
- Site Assessments
(of the oranganization
- Small Business
Additional description of what expertise programs offer is recorded in the
database by "Sector", "Process" and Material".
(Need to make new fields
for each of these???). Centers or programs in the database may
self-describe what they do (not using a pre-defined list of terms).
If terms are used that are not currently in the P2 Thesaurus/keywords
list, they will be added to the P2Rx central keywords table as "pending"
until a review changes their status to "approved" or "disapproved".
A sample data input form that visually shows the descriptive information requested
for each program is shown in the sample
display document (on pages 1 and 2).
3. National Directory Search -
The National Programs Directory will offer the user both simple and
advanced search options. The simplest level of searching will include the following
- Search by state (drop-down list)
- Search by area of expertise (drop-down list; areas offered will be topic
- Search by word or phrase (user types in a word or phrase - searches all
A visual of the search is shown in the sample
display document (on page 4).
Information about programs is maintained regionally to insure accuracy not
possible at the national level.
Regional Maintenance - When a new program is included in the database,
the regional P2Rx Center will input data as they know or can find on the
organization's web site. The program will then be asked to verify the information
for accuracy and completeness. At least annually, P2Rx Centers will contact
each program they have cataloged to check accuracy and update information
as needed. Organizations will also be asked to rate their satisfaction with
and use of the the national and/or regional Programs Directory by means
of several short answer questions. Do we need to develop
a couple of questions?
- National Maintenance - If Centers are requesting changes to the National
Directory, they will submit updates in a format prescribed by the managing
Additional work items discussed in Omaha 8/03
- add search engine page to allow EPA and other search
engines access to the data
- create wddx packet for other programs (e.g. ChemAlliance)
to pull and republish the directory.