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CIL Data 2: Southern Tier Independence Center’s
multi-purpose software package for Centers for Independent Living
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CIL Data 2 can be self-contained on one workstation or set up for use by multiple users across a network.

If you want to use it with a network, you must install the shared data on a separate, always-on computer running a true server operating system such as Windows 2008 Server or CentOS Linux (with Samba). We strongly recommend that the server have a battery backup system. We will not support peer-to-peer “networking” installations.

CIL Data 2 will run noticeably slower when more than one person is using the system at the same time, but we haven’t seen it get progressively slower as the number of users increases. For best results, of course, use fast hardware (see the System Requirements for more information).

Remote Access

CIL Data 2 works very well by remote access from anywhere on the internet, using the Microsoft Remote Desktop Protocol (RDP) system. To use it, you need a Microsoft Windows server capable of running RDP, on which to install the software, and a suitable number of Client Access Licenses (CALs). (The shared data can still be on a separate server, whether Windows or Linux, for RDP access; it makes no difference as long as the location drive for the data is mapped on the RDP server.) You will need to install CIL Data 2 to a separate folder for each RDP user who will be running it (because CIL Data 2 uses the program installation folder as its “temp” folder for generating reports and other purposes). This is easy to do; when you’ve installed it once on the server, you can just create additional folders and copy the installed files and folders to them. Then configure a shortcut on each RDP user’s desktop to point to the correct CIL Data 2 folder for that user. We tested CIL Data 2 over RDP using a typical cable-internet connection, and it was very fast for data entry and retrieval. Printing to your local printer is automatic, but can be a bit slow over RDP.

CIL Data 2 can work over a VPN, but it is likely to be quite slow unless you have a dedicated “fat pipe” and fast hardware. We don’t recommend it.

If RDP is not an option, you can install CIL Data 2 at different locations (there’s no extra charge for “seats”), and either generate paper reports from which data can be entered at the “main” location, or simply generate reports at the various locations and combine the totals.

NYS ACCES-VR and RSA 704 Report Compliance

CIL Data 2 generates all the individual service and consumer demographic data you need to produce your NY ACCES-VR reports as of Fiscal Year 2013-14. The federal 704 report features were last updated several years ago and may need to be changed. If you are a federal CIL and seriously interested in purchasing the software, contact us and we will make those changes.

The software can easily be configured by your System Administrator to add or remove Demographic, Disability, and Service categories. If and when other changes are necessary, we will make them and provide free updates.

Although the system does not print reports on ACCES-VR’s or RSA’s forms, it presents all of the information on those forms in both printed and on-screen versions so you can easily transfer the data to the forms, or to ACCES-VR’s reporting website.

CIL Data 2 also prints Intake Forms that show RSA- and/or ACCES-VR-required data, and quarterly individual staff-consumer contact sheets that show service dates and quantities provided to individual consumers by individual staff members.

All federally-allowed CIL services are available in the system and can easily be enabled for data entry and reporting. Note, however, that the New York State Independent Living Council and ACCES-VR jointly determine what services CILs can offer, including federally-funded CILs. Some federal services are not allowable in New York State.

All ACCES-VR-required disability categories are enabled for data entry and reporting. When you generate 704 report data, those services are properly counted under the broader federal categories.

The system can be set up to allow data entry and reporting of demographic data required by RSA, ACCES-VR, or both authorities.

We’ll help you customize these features as part of our free installation.

Independent Living Plans

For federal CILS, CIL Data 2 offers a complete Independent Living Plan tracking module that tracks individualized goals and progress, and generates 704 data on goal categories and “Improved Access” items.

HIPAA-Responsive Features

CIL Data 2 has a comprehensive security system that lets you exercise fine control over who can see, edit and print different types of data. Ability to view and enter specific service or disability data is controlled at the individual user level. Ability to see “confidential health information” (as defined by HIPAA) is controlled by worker grade. Ability to edit or delete data is controlled at the individual user, supervisory, and departmental levels.

The system requires a login and password for access. It stamps each record in the database with the date and time, and user ID, at initial creation and last edit, and tracks both successful and failed login attempts and log-offs.

CIL Data 2 also has an Unattended Shutdown feature. If the application is left running without user activity for a pre-set time (the default is 15 minutes but you can change it to whatever you want), it automatically shuts down. This keeps your data safe from “prying eyes” at an unattended workstation.

Easy Reconfiguration for Changing Requirements

Both RSA and ACCES-VR data collection and reporting requirements change from time to time, and other funders, or your CIL itself, may have requirements of their own.

In CIL Data 2, new disability, service, and demographic data categories can be added, modified, or removed with ease by your System Administrator. Services can also be defined as applicable only to specific departments.

We think we’ve anticipated most possible types of changes funders may want, but they may come up with something that doesn’t fit into CIL Data 2’s customization scheme. We currently make such changes for no additional charge, and will continue to do so at least as long as CIL Data 2 continues to operate on its current platform (see the Development Roadmap).

Summary Reports

Did you ever want a count of people under the age of 21 with autism, living in a particular county, to whom you provided Peer Counseling services during a 3-month period? We understand other CIL database systems can’t do that for you, at least not easily. With CIL Data 2’s “Categories Wizard” you can get this kind of report in seconds. The reports can cover almost every type of data that the system holds.

And, CIL Data 2’s contact-filtering, search, and mailing list features also use the Categories Wizard to handle very specific queries.

Mailing Lists

CIL Data 2 provides a complete mailing list system. People and organizations can be added to custom-defined lists (like “Agency Newsletter” or “Board Members”), and ad-hoc lists can be generated on virtually any combination of data items using CIL Data 2’s “Categories Wizard” query system. Want to send a birthday card to every consumer who was born this month? You can do it!

CIL Data 2 can generate a Microsoft Word-like “catalog” of names and addresses, or mailing labels, right in the program. Mailing labels are limited to the “Avery 5160” standard of 3-across laser printer label sheets. However, you can export your generated lists to common formats like Excel and CSV, so you can import them into other programs that generate labels, form letters, and more.

Email mailing lists can also be generated for any defined mailing list or “Categories Wizard” query. The results can be exported in Excel or CSV format so you can easily pull them into your email software.

Contact Manager Features

CIL Data 2 is not a complete calendar-style contact manager, but it does sport some contact manager features.

It stores multiple mailing addresses, phone numbers, and email addresses for both people and organizations. Individuals can be linked to specific organizations, and to specific mailing/departmental addresses, phone numbers, and email addresses within those organizations.

You can also link people to other people in the system to show relationships such as parent-child or caseworker-client. When viewing one person in the relationship, the other person’s complete data is just a couple of mouse-clicks away.

You can filter displays and lists of people or organizations based on such things as the department(s) that serve them or the people who work with them. For example, it’s easy to filter the People Window to show only people whose original intake was done by a specific staff person, or who received a specific service during a specific date range.

A Shared Calendar Module is available separately.

Case Notes

CIL Data 2 includes the ability to enter, search, and print “case notes” linked to consumers. Notes can be up to 1000 characters long (including spaces), and can be configured to be readable by any user who has access to the consumer’s record, or only by the person who creates the note.

Staff Productivity Monitoring

CIL Data 2 provides a very rich set of reports (viewable on screen or printed) that show which staff members have provided what quantities of which services to which consumers. CIL management, department heads, and supervisors can easily track what their staff are doing day by day.


CIL Data 2 is designed with accessibility in mind, especially for people with visual disabilities.

Extensive hotkeys are provided to simplify navigation.

All windows in the software are designed to fit within the screen on a computer running at 640 x 480 resolution or better. All windows are resizable, and not only do controls resize, but text will become somewhat larger as well when windows are maximized.

CIL Data 2 has been heavily tested with the Window-Eyes screenreader software. It is also known to work with JAWS.

In addition, there are user preferences that can be set to make things work better for blind users, including turning on the availability of extra speech to ensure that important items that screenreaders may not speak can be heard. The extra speech uses the MS SAPI speech system. It works “out of the box” on Windows XP or newer operating systems. You’ll need to install SAPI yourself to make it work on Windows 2000.

Maintenance Utilities

CIL Data 2 provides a separate Maintenance Utilities program for System Administrators. This program simplifies and automates tasks such as forcing all users to log out of the system when maintenance is required, offsite backups of shared data, and periodic purging of “dead” records.

Add-In Modules

Several additional modules are available for separate purchase. It may be necessary to run an update utility to bring your installation up to the current version before you can install a module. Detailed instructions are provided.

Currently the following modules are available:

Fundraising Module

The Fundraising Module lets you link one or more people in the system into “Donor Entities”, about whom you can record and track various types of cash and in-kind donations and payments to your CIL. Newsletter subscriptions, membership dues, and “pledge”-type gifts can also be tracked. A variety of reports are available, including total income for various solicitation efforts, donor profiles, and donor/amount/date reports. All of these reports can be configured using a comprehensive query system. That system can be used to generate mailing lists as well. Finally, there is an automated “annual campaign” mailing-list generation feature that produces six separate mutually-exclusive mailing lists based on the characteristics of both previous donors and non-donors in your CIL Data 2 database.

The CIL Data 2 Fundraising Module provides most of the power of the most popular dedicated fundraising database systems at a tiny fraction of their cost both in cash and maintenance time.

Shared Calendar Module

Calendars can be shared across all members of a department or all people supervised by a person. Options include monthly and weekly calendars for individuals, and combined calendar displays that show appointments of selected people on selected dates, or appointments of selected staff in selected cities or counties on a single date.

Appointments can easily be initially set up and then moved or copied to other dates/times.

Tasks & Reminders Module

Tasks are things that need to be completed and a permanent record of their completion maintained. Reminders are “pop-up” notifications.

Tasks can be tied to consumers (or to Donor Entities or RRDC consumers if you have those modules). Task templates (lists of standard required tasks) can be defined for departments or specific purposes and automatically applied to new records when they are created, so all you need to do is fill in due- and completion-dates. Reminders can be tied to tasks so that when the pop-up reminder window appears, you can generate mailing lists for the people to whom the tasks are applied.

A variety of reports can be run on task data.

A separate pop-up reminder program can be set to run when your computer boots up, or as called by the Windows Scheduler. Reminder pop-ups can also be configured to appear when you start the CIL Data 2 software, or when you view the record of a particular person in the system.

A number of options for when and how reminders appear can be configured.

RRDC Module

The RRDC Module lets users fill out the Intake and Referral forms required by the New York State Department of Health’s Traumatic Brain Injury and Nursing Home Transition and Diversion Medicaid Waiver Regional Resource Development Centers (RRDCs). The two forms are integrated so that data that appear on both forms only need to be entered once, saving a great deal of time. RRDC consumers are also ordinary CIL consumers, so that they are included in required reports to ACCES-VR and RSA, saving even more time.

Several reports and a spreadsheet are also available for RRDC data.

CDPA Module

The CDPA Module provides a very complete system for tracking consumer participation in a CIL’s personal-attendant services program. It was designed to meet the needs of Consumer Directed Personal Assistance programs as defined by the New York State Department of Health, but it also meets the needs of personal assistance programs defined by the NYS Office for Aging, as well as private-pay programs.

The module tracks important information about CDPA consumers and workers, including workers assigned to or hired by consumers. Receipt of required documentation, including service-hours approvals, spend-down and cost-share requirements, and items required for enrollment or provision of non-medical transportation, can be recorded and tracked, and reminder mailing lists generated. Required home visits and trainings can also be recorded and tracked.

Multiple reports on this data are also available.

Demo Version

A free Demo version of the standard edition of CIL Data 2 is available for testing. The Demo version contains all of the features of the standard edition but does not include any Add-In Modules. Also, it is limited to creating 75 People records.

If you would like to try out the demo, contact:

Ken Dibble
(607) 724-2111 (voice/TTY)

Installation and Training

As part of the purchase price (call (607) 724-2111 (voice/TTY) for current pricing), we offer the following limited installation and training services, to be completed during one 8-hour day (not including travel time):

It is very strongly recommended that your agency’s IT person be present for the installation phase. If that’s not possible, full access to the server and at least one workstation must be available. CIL Data 2 requires periodic maintenance by a System Administrator who is highly knowledgeable about the operating system(s) and network(s) where the software will be installed. If you don’t have this capability, we won’t support your installation.

For CILs within a 2-hour driving radius of Binghamton, NY, this installation and training day is free. For CILs farther away than that, travel costs will be charged, including, at a minimum, the cost of one night’s stay in a decent motel and meal costs.

We will also provide ongoing very basic phone and email support. Please note: STIC is a Center for Independent Living, not a software company. We simply don’t have the time to provide a full-featured “help desk” for CIL Data 2. Fortunately, CIL Data 2 comes with extensive printable documentation available within the system. Please read the documentation before approaching us with questions. If you ask a question whose answer is clearly explained in the documentation, we will probably suggest that you read it and call back if you have questions. We are, of course, very happy to respond to bug reports or questions on issues that aren’t clearly documented.

Operating Systems

The CIL Data 2 client software requires a Windows operating system. It has been heavily tested on Windows 2000, Windows XP (32-bit), and Windows 7 (32-bit).

It has been successfully used (but not heavily tested) on Windows Vista.

It has not been used or tested on Windows 8. Based on our research, it should run just fine on that OS, however.

Note: All testing has been done on 32-bit operating systems. CIL Data 2 should run on a 64-bit OS, but may require some minor installation tweaks to do so. We don’t have a 64-bit OS to test it on, but if you want to try it, and are willing to work with us, we’ll make sure it runs for you.

The shared data can be installed on a Windows Server operating system, or on any version of Linux running the Samba server software for Windows file-sharing. We recommend a Linux “flavor” optimized to run server applications, such as CentOS, but it should work well on any Linux/Samba combination.

Note Also: Although the CIL Data 2 client software can only run on a Windows operating system, if you set it up on a Windows RDP server then any computer that can run the Microsoft Remote Desktop utility can use it; this includes Mac computers.

System Requirements

Minimum for Client Software:

Note: This will run properly, but quite slowly.

Recommended for Client Software:

  • Windows XP or Windows 7 operating system (32-bit)
  • 2 GHz or faster processor
  • 1 GB RAM or more
  • 1 GB hard drive space

Minimum for Server:

  • Windows 2000 or later Server operating system, or Linux with Samba
  • 500 MHz processor
  • 750 MB RAM
  • 5 GB hard drive space

Recommended for Server:

  • Windows 2003 Server, or CentOS Linux with Samba
  • 2.8 GHz processor
  • 4 GB RAM
  • 10 GB hard drive space

Development Roadmap

STIC is continuously improving and expanding CIL Data 2, and some version of the software will continue to be actively developed and supported for the foreseeable future.

The current version is CIL Data 2 version 1.0. Improvements and updates to this version are issued as “builds”, each with its own build number. In September 2014, the current build was Build 171.

Any bugs that we find will be fixed free of charge within a reasonable time frame as long as computers are available to us on which to run the version that needs fixing. (We have to be able to consistently reproduce a bug to fix it, though. Your bug reports need to be detailed and specific.)

We may, from time-to-time, release updates with minor feature improvements, free of charge. We don’t guarantee anything specific about this, though.

Presently we have no plans to offer additional new modules beyond those already available. However, we will certainly consider further (small) customization requests. Such customizations may require separate payment.

Our current development focus is on streamlining and optimizing the underlying code base. This is intended to produce speed improvements and a more consistent user interface. We anticipate that these changes will be completed by spring 2015, and the results will be released as version 1.5.

Once version 1.5 is released, we will begin working on converting the shared data storage system from the current Visual Foxpro flat-file database to a free and open-source stand-alone cross-platform database management system. We are currently evaluating MySQL and PostgreSQL for this purpose.

This will mean that eventually there will be two different versions of CIL Data 2, one that continues to use the VFP flat-file database, and one that uses the stand-alone database. The former version will continue to work in either a single-user configuration (where the data resides on the same computer as the client software) or in LAN-based client-server configuration, at least through the life of Windows 8. However, it is likely that further development (except for bug fixes) will cease on the flat-file version at that time.

We will initially work on developing the stand-alone database to run on Linux servers. Although the database systems we are investigating are cross-platform (will run on both Linux and Windows servers), at this time (September 2014) we don’t yet know what will be involved in designing the database to work on both platforms. We hope that this will be easy and we can make the new version available for Windows servers, but we cannot commit to this right now.

We hope to offer a free data-migration service to those who wish to convert to the new database and continue to use CIL Data 2 on a LAN. We do not plan to put any special effort into making the new database work in a single-user configuration (though it may end up working as such).

We anticipate that the stand-alone database version will be released, as CIL Data 3, some time in 2016.

Once that phase is completed, we may do either, or both, of the following:

- Make available a browser-based version of the system for use on agency intranets (use on the public web would probably be possible, but it’s not a goal of ours because we don’t plan to operate a public web server).

- Convert the underlying software for the desktop version from Visual Foxpro to a cross-platform programming language, such as Python, so the desktop version will eventually be able to run on Windows, Linux or Apple computers.

These developments are further in the future; all we can say is that such changes are unlikely to appear before 2018.

Version 1.0 Available Now!
Contact: (607) 724-2111 (voice/TTY)           kend (at)
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