uncom d atabase t raining july 18, 2008 todd curry (414) 647-0548, ext. 2229 [email protected]
TRANSCRIPT
UNCOM DATABASE TRAININGJuly 18, 2008Todd Curry (414) 647-0548, ext. [email protected]
ADMINISTRATIVE PROGRAM SET-UPMR. BROWN AND MR. MAGGIT
Step 1: Go to Website
www.uncom-milw.org
STEP 2: LOG-IN – TODD CURRYSYSTEM ADMINISTRATOR RESPONSIBILITY
Confidentiality:System Administrator must contact Todd Curry:
to create staff log-in with appropriate levels AND identify staff that need to be deleted for security purposes.
Agencies should have confidentiality policy in employee handbook.
Potential: UNCOM uniform policy
STEP 2: LOG-IN – TODD CURRYSYSTEM ADMINISTRATOR RESPONSIBILITY
Data EntryRestricted to data entry
System User Access to system [print rosters, establish activities]
System Administrator Access to System Set-Up [create outcomes, etc.]Primary IT/Computer-minded [Need a minimum of 2]
Super User – Todd Curry
STEP 3: SYSTEM SET-UP DEMONSTRATION
Establish Programs [Departments/Services]: Early Childhood Services Youth Services Adult Services Community Services UNCOM
STEP 3: SYSTEM SET-UP DEMONSTRATION
Clean-Up Programs by Add the new categories Delete the old Go to each activity and designate appropriate
program
STEP 4: ACTIVITIES SET-UP[EX: REPORTS/ATTENDANCE SUMMARY]
Activities are SUB-CATEGORIES under PROGRAM UMBRELLA:
Program: Adult ServicesActivities: Adult Basic SkillsSessions: PM GED 2008-09
[Sessions = WHAT you are actually doing and WHEN you are doing it]
STEP 4: ACTIVITIES SET-UP
UNCOM Required Fields for ACTIVITES: Open Recreation
Session = 4 to 12 Session = 13 to 21
Cultural Arts [Demo] MCW Project Respect [Demo]
STEP 5: SESSIONS SET-UP = WHAT & WHEN
Define sessions with a specific label: Session Description = What is it?
African, Hip-Hop, Latin When is it happening by time period?
African – Fall 2008
STEP 5: SESSIONS SET-UP = WHAT & WHEN
Funding Source “Date From” and “Date To” “Start Time” and “End Time” “Average Hours” Staffing Select “Session Dates” for specific dates
Avoid “everyday” unless it truly meets everyday DEMO
STEP 6: OUTCOMES SET-UP
Insert Outcomes in System Set-UP/Outcomes Your System Administrator is the only person
who can do this Add, edit, or delete outcomes These outcomes will appear in all your agency
activities. However, they will not be active in sessions until you highlight/select them in that specific session.
STEP 7: OUTCOMES SELECTION IN SESSION
Choose activity Click “edit” Click “Track Outcomes” box Select “outcomes”
Remember to hold the “ctrl” key to highlight multiple outcomes
STEP 8: ENROLL PARTICIPANTS
Click on “Contacts” Search Enter first three letters of last name (or
whole) Click “Select” If name appears, verify that it is the same
person [use birth date] If he/she is the same person, click “accept” If not, click “add”
STEP 9: ENTER PARTICIPANT’S INFO
1. Personal Info [Intake Form]2. MAKE SURE ETHNICITY IS ENTERED3. More Info, Family, etc.4. Enrolled Activities
1. This is the only way to collect outcomes on a participant.
2. This places them on a roster.3. They appear on “Attendance Page”
STEP 10: ENROLL INTO ACTIVITY
Select Add from “Enrolled Activities” Choose Activity Choose Session Choose Enrollment Date Submit “Add to Roster”
STEP 11: TRACKING OUTCOMES
Click “Attendance” Click “Add Attendance” Select “Date” Select “Outcome”
Ex: “Enrolled” and “Attendance” Enter “Submit” Demonstrate – Enter a participant
STEP 12: CONSISTENTLY TRACK OUTCOMES
Demonstration of Best Practice Tracking ABE/ELL Learners Consistent Outcomes Across the Programs:
Enrolled Attendance Skill level increase Obtained GED Retained Employment Full Time Job Obtained Part Time Job Obtained Post-Secondary
STEP 13: DATA CLEANSING THRU SEARCH
Consistently clean your data Search Function Demonstration – Glorianne Demo new search by session feature Demo new search and send to Excel
Log on to your own agency website
SAFE AND SOUND REPORTS
Use Search Function Safe and Sound Monthly New Enrollees
Select “Open Recreation” Select Age Range: 10 to 19 Select “Enrolled” Select Month Range
WHAT TODD NEEDS KNOW TO HELPTRANSITION TO “OPEN RECREATION”
End Result: Program: Youth Services Activity: Open Recreation
Session: Open Rec 4 to 12 Session: Open Rec 13 to 21
You need to inform Todd of the SPECIFIC Activity and Sessions [whatever reflects “open recreation”] that needs to be moved into the Open Recreation Activity.
SAFE AND SOUND CDA FORM
Based on new enrollees from SEARCH Function:
Search all ethnicities and gender that report is asking for
Demonstrate SEARCH
SAFE AND SOUND CALENDAR“DAYS OF ATTENDANCE”
Reports “Attendance Dates Summary” Report Enter Activity Enter Session Date From Date To
SAFE AND SOUND REPORTS
Reports Safe and Sound Calendar CDA 35 2007 PAR Report
SAFE AND SOUND REPORTS
Search Age Range: 10 to 19 Activity: Open Recreation Outcome: Enrolled Export Results to Excel Sort Gender Column Sort Ethnicity Column Use “COUNTA” Function [fx] to count
gender/ethnicity
BRIGHTER FUTURES MID/ANNUAL REPORT
Reports: “Participant Attendance Report” Select Activity Select “Date Range” Select “Export Results to Excel” Sort Column from Smallest to Largest Use “COUNT” Function [fx] to Identify:
1-3 times 4-9 times 10 – 19 times 20 or more times
UNCOM ACTIVITIES & OUTCOMES
Outcomes: Enrolled Attendance
Activity: Open Recreation Session: Open Rec 4 to 12 Session: Open Rec 13 to 21
Activity: Cultural Arts Session: [Varied]
Activity: MCW Project Respect Session: [Varied]
UNCOM MCW HEALTH & NUTRITION OUTCOMES
MCW Health & Nutrition Integrated into existing activities & sessions The following Outcomes must be attached to
those activities: Outcomes:
MCW Health Enrolled MCW Health Attendance MCW Health Fall Survey MCW Health Spring Survey MCW Health Event
QUESTIONS AND ANSWERS