Wendy’s Wonderful Kids Database Training Webinar

Presented by Child Trends March 10, 2015

Webinar Logistics

WWK Database Training Webinar March 10, 2015 Child Trends

All phones are automatically muted. Control Panel

“Grab tab”: click on the arrows to open/close control panel throughout the presentation. Questions pane

How to ask a question

Type into box at the bottom of the question pane and hit “SEND”

Problems during today’s webinar? Email wwksupport@childtrends.org

What We Will Cover Today

WWK Database Training Webinar March 10, 2015 Child Trends

• Welcome to WWK! • Purpose of the WWK Database • Overview of the Database • Top Ten Tips for Using the Database

Purpose of the WWK Database

WWK Database Training Webinar March 10, 2015 Child Trends

The WWK database: • Is a highly-secure, encrypted web-based system that captures information on recruitment efforts and outcomes, children served, and recruited families • Is a tool for storing, compiling, and analyzing data on the WWK program

• Provides summary reports of progress towards program goals at each site • Is designed for the needs of:

WWK recruiters and supervisors DTFA staff Researchers/evaluators

The Basics: Role of Recruiters

WWK Database Training Webinar March 10, 2015 Child Trends

You are responsible for entering and submitting data on each child on your caseload each month.

Data must be submitted between the 1st and 7th of the following month.

• Data can be entered and saved at any point throughout the month.

For children in active and monitoring statuses, every question in the Monthly Child Update section must be answered each month.

For children in inactive status, at a minimum, three questions must be answered each month: status, placement, match.

Child Trends conducts regular audits of submitted data and requests your assistance with correcting any errors and/or inconsistencies.

The Basics: WWK Supervisors

WWK Database Training Webinar March 10, 2015 Child Trends

At a minimum, each month supervisors must review the Key Indicators report for your recruiter’s caseload for accuracy. Your approval of the report must be submitted between the 1st and 15th of the following month.

You can view any data entered by the recruiter, but cannot enter data yourself.

Resources for Database Assistance Help is always available for any questions, concerns, confusions about the database:

• Review the Database Handbook, which contains: A list of EVERY question on the database and how to answer A list of Frequently Asked Questions and glossary of terms used in the database

• Read the Database Newsletters emailed to you periodically • For technical questions about the database (e.g., how do I remove a child?) please contact the Database Helpline.

Staffed by Avis Thompson and Megan Novak at Child Trends 1-800-217-6741 wwksupport@childtrends.org

• For programmatic questions about what you are entering in the database (e.g., should I remove this child?) please contact the Dave Thomas Foundation for Adoption.

WWK Database Training Webinar March 10, 2015 Child Trends

Overview of the Database

Database URL:https://wwkdb.childtrends.org/users/sign_in Please note that the WWK Database and DTFA grantee Intranet are separate websites – your username and password for each will be different.

WWK Database Training Webinar March 10, 2015 Child Trends

Top Ten Tips for Using the WWK Database These tips are gleaned from our experience staffing the WWK Help Desk, and we hope they prove helpful as you and enter and submit data in the WWK Database!

WWK Database Training Webinar March 10, 2015 Child Trends

10. Data Security, Confidentiality and Passwords

WWK Database Training Webinar March 10, 2015 Child Trends

When contacting the WWK Help Desk via email or leaving a voice message regarding a specific child on your caseload, please do not use a child’s first and last name.

Some examples of acceptable ways to refer to a child via email or voicemail are:

• Jane D. • Jane #12345 • Jane D. #12345 • #12345

Please do not save your password in your Internet browser so that it auto-populates when you call up the database URL, as anyone with access to your computer will then have access to the database.

9. Updating the Services Report Each Month

WWK Database Training Webinar March 10, 2015 Child Trends

The Services report needs to be updated independent of monthly data each month, otherwise all fields will default to zero.

The Services report is how a recruiter can report their work on: • Match events • Support groups • Community presentations • Adoptive parent orientations • Adoptive parent trainings • Additional recruitment strategies

Updating this report ensures accuracy of data, and makes sure that you are getting all of the credit you deserve as WWK Recruiters!

8. Adding Retroactive Monthly Updates for a Child

WWK Database Training Webinar March 10, 2015 Child Trends

If you realize that a child you are serving is missing from your caseload, contact the Help Desk and we can add in retroactive monthly updates for a child.

This is important for data accuracy, especially when reporting a match, pre-adoptive placement, adoption, or guardianship.

If a child will be matched on a retroactive monthly update, it is important to make sure that the family they will be matched with has been added to the database.

7. Avoiding Duplicate Records on the Database

WWK Database Training Webinar March 10, 2015 Child Trends

If a child that has been previously removed from the database needs to be added back, please contact the Help Desk and we will re-open the case.

This will avoid duplicate records for the same child in the database, and allow for one consistent record per child to ensure accuracy in reporting.

6. Using the Key Indicators Report

WWK Database Training Webinar March 10, 2015 Child Trends

The Help Desk does not have the ability to change a Key Indicators report – rather, we can make changes to a recruiter’s submitted data that will update a Key Indicators Report.

When reviewing a Key Indicators report, if there is any information that does not match up with a recruiter’s caseload/recruitment activities, please contact the Help Desk.

Please keep in mind that the Key Indicators Report pulls information on a recruiter’s caseload as of the last day of the month, so counts of children on the current caseload may not reflect children removed during a data submission period.

5. Reporting Pre-Adoptive Placements

WWK Database Training Webinar March 10, 2015 Child Trends

In order to report a pre-adoptive placement, a child must be matched with a family on the database. If a child has not been successfully matched with a family on the database, “pre-adoptive” will not display as an option on the drop-down menu for Question #21 on a monthly update. Some recruiters run into this problem and attempt to report a child’s pre-adoptive placement by selecting “Other” and writing in “pre-adoptive placement” – this will not accurately capture the pre-adoptive placement in the database. If you run into this issue, please contact the Help Desk – we want to ensure accuracy of data, and that you as program staff get credit for all the hard work you do!

4. Removing a Child from the Database

WWK Database Training Webinar March 10, 2015 Child Trends

Children can be removed from the database two ways:

If you choose to manually remove a child from your caseload, the child will continue to display on your caseload until the next monthly data submission, but you will not be prompted to enter data for that child.

REMOVE CHILD

1. On a monthly update (if a guardianship, adoption or reunification is reported)

2. By manually selecting “Remove” on the Child Caseload tab and following the system prompts

3. Definitions of Active, Monitoring, and Inactive

WWK Database Training Webinar March 10, 2015 Child Trends

DTFA’s guidance on these definitions is as follows:

Active: A child’s case is considered ACTIVE when recruiters are regularly employing the Child-Focused Recruitment tactics. A child cannot be in active recruitment if they are matched or in a pre-adoptive placement.

Monitoring: Children in MONITORING status include those that need additional preparation before active recruitment can begin, children who are matched or in a pre-adoptive placement and the recruiter still has had 2-way communication with the child that month.

Inactive: Children in INACTIVE status include those who have run away, are matched or in a pre-adoptive placement and for a number of reasons, the recruiter has not had 2-way communication with the child that month.

3. Definitions of Active, Monitoring, and Inactive

WWK Database Training Webinar March 10, 2015 Child Trends

Please be sure to follow the Dave Thomas Foundation for Adoption’s guidance on reporting children in Active, Monitoring, or Inactive status to ensure consistency and accuracy of reporting.

2. Successfully Reporting Adoptions

An adoption (or guardianship) is reported on the database on a child’s monthly update by selecting “Adoption” or “Guardianship” from the drop-down menu for Question 21 on a child’s monthly update.

WWK Database Training Webinar March 10, 2015 Child Trends

When reporting a child’s adoption or guardianship on the database, please be sure to answer questions 21a-g to provide information on the finalization, especially how your recruitment efforts led to the adoption/guardianship!

Please note: You should never manually remove a child on your caseload due to a finalization.

1. Successfully Submitting Monthly Data

You must see a message display on the database after clicking the red “submit” button that your data has been successfully submitted.

WWK Database Training Webinar March 10, 2015 Child Trends

If you do not see this message, or if you receive an error message after clicking “Submit”, contact the Help Desk.

Thank you! You have successfully submitted data for [Month Year]. You may now begin to enter data for [Month Year]. Please note that by submitting your data, you have confirmed that the data are accurate to the best of your knowledge.

1. Successfully Submitting Monthly Data

WWK Database Training Webinar March 10, 2015 Child Trends

Another effective way to check that monthly data has been successfully submitted is to ensure that the “countdown” numbers at the top of the login screen have turned from red to green.

Signed in as Recruiter (Programmers), Test Role: Recruiter / Site: WWKTEST

Not you? Sign out

Today is February 23, 2015 Countdown to Data Submission Deadline: 14 days

You are entering data for February 2015

Numbers are green = data successfully submitted!

1. Successfully Submitting Monthly Data What do I do if I am a recruiter or supervisor and I cannot submit my data/approval of data during a data submission period?

WWK Database Training Webinar March 10, 2015 Child Trends

• Recruiters should enter and save data for each child on their

caseload, notify the WWK Help Desk, and we will submit the data for you. • Supervisors should notify the Help Desk, and we will submit approval for you.

What do I do if I am a supervisor and a recruiter is out on extended leave, or the recruiter position is vacant during a data submission period?

• Notify the WWK Help Desk, and we will activate the “Supervisor Assume” tool. This will allow you to “Assume” the recruiter account through your own database account, and enter and submit monthly data. • You should not use the recruiter’s username and password to access their WWK Database account.

Thank you for attending the WWK Database Training Webinar!

WWK Database Training Webinar March 10, 2015 Child Trends

At the Help Desk we are always happy to assist you. Please contact us via phone or email for any technical support that you may need!

1-800-217-6741 wwksupport@childtrends.org

Questions

WWK Database Training Webinar March 10, 2015 Child Trends