This article is also available in PDF File.

One of the essential foundations of social work practice in foster care and adoption cases is conducting interviews with children and families. Today, instead of using a spiral notebook or legal pad, the computer has become a prevalent tool. Fortunately, the size of the computer has become smaller and smaller over time. Now
laptop computers, Personal Digital Assistants (PDA), and handheld computers are just a few examples of a technology poised to have an impact on how casework is completed.

The handheld/pocket PC has grown increasingly popular as a solution for professionals on the go. The handheld PC generally uses Windows CE, which is one of the most widely used operating systems. Windows CE is based on the Microsoft Windows operating system but it is designed for mobile devices. Windows CE operating system is a multitasking operating system that may incorporate pre-installed versions of the applications you need most -
e-mail, word processing, spreadsheets, presentation formats, personal information manager (PIM), database, and more. In addition to storing data, the handheld PC is well suited for retrieving information. An integrated modem may keep a person in touch while on the road. Back at the office the handheld PC may easily synchronize with a desktop or a notebook PC. This edition of Tips, Tools, and Trends covers how social workers can use pocket PCs to support social work practice and includes Oklahoma as an example.

What are some of the benefits?
One advantage to using the handheld PC is the portability provided by a practical lightweight design. The handheld PC is very compact, approximately the size of a small notebook. The tool is ideal for users that need e-mail access, simple presentation capability, and remote access to data-entry capabilities while out of the office. Here are just a few of the other reasons this device has increased in popularity.

• Eliminates redundant data entry. The ability to enter data at the point of contact with clients may reduce some of the labor-intensive documentation required by social workers.
  
• Facilitates paperless business practice. In some cases a user can log onto the network and input data into a web-based system directly. Sifting through stacks of paper may become a thing of the past as social workers become more skilled with using this new technology.
  
• Offers a personal organizer and a number of peripheral devices. Social workers may find additional features, such as the calendar, the calculator, and the Rolodex may help to organize their workload.

What are some of the limitations?
According to some consumers the tiny screen size, limited memory, and slow Internet access can be problematic. Some social workers may feel that the use of computers during an interview may interfere with listening to clients; however the use of technology should enhance their ability to record information, such as the purpose of the contact, client data, and initial social work observations. Other considerations for handheld PCs include the following.

• The utility may have some limitations with the use of remote Internet access. For example, the use of the remote Internet may not receive a signal all over a State, but it should work in more populated areas.
  
• Security is always a concern. An unauthorized user could have access to e-mail databases should a pocket PC be lost or unattended. Some users of pocket PCs may not realize that the same sensitive data being recorded must be kept as secure as the information stored on their desktop.

The Oklahoma Experience
The State of Oklahoma had been using a portable device called an AlphaSmart keyboard in the field. This small, inexpensive device allows caseworkers to record case notes and other narrative information while in the field and other off-site locations. AlphaSmart word processing capabilities had been useful, but limited. The search for a new and efficient way to keep and organize information led to handheld PCs. Laptop computers and optical recognition faxing were considered possible solutions, but they were expensive to maintain and less convenient to use. Handheld PCs are less expensive than other solutions, easy to carry and use, and they provide a solid, friendly development platform with the capabilities needed to expand their use over time. Oklahoma has planned to upgrade from the use of AlphaSmart keyboard to the NEC -MobilePro 880 handheld PC that is a cross between a laptop and a palm pilot. The solution chosen is unique in that it has both a wireless and hard connection. It is 92% the physical size of a laptop and weighs 2.43 pounds. The handheld PC has compact editions of PowerPoint, Excel, Outlook, Access, and several other Microsoft Office applications.

Oklahoma chose the handheld PC over other more popular handheld devices. The most important feature is that the operating system has several usable versions of applications that are pre-installed. There is also a large enough memory to allow flexible use of the tool by social workers. The handheld PC provides a potential for social workers to enter all initial communications and relevant information at once during a child abuse investigation. For example, an on-call Child Protective Service (CPS) worker may take a handheld PC while on duty. If the on-call CPS worker is called to a hospital to investigate a case, the worker can make good use of the device. Instead of entering the medical record information twice, on-site and back in the office, the worker can just type in the information once. While on-site, the on-call worker can also log onto the system through wireless access to see if the child has had a previous referral. Bandwidth limitation and signal quality issues are troublesome, but mitigated by the fact that social workers can continue their work offline. During downtime in the courthouses social workers are able to use handheld PCs to document their activities. Oklahoma hopes that this device will improve the quality of services provided to children and families.

Conclusion
Professionals in the social services arena are always looking for ways to keep data organized. This hybrid solution has a lightweight design that allows professionals to comfortably continue work while out of the office. Although the pocket PC is better suited for the non-power user mobile professional, Oklahoma has decided that the pocket PC provides enough power and the right amount of applications for child welfare professionals to get their work done. Currently Oklahoma has put their effort on hold for budgetary reasons so the device has yet to be rolled out.

For more information on Oklahoma's experience with the handheld PC please contact Bill Hindman, Programs Administrator, Children and Family Services Division, Adoption, Research, and Technology Unit at Bill.Hindman@okdhs.org