uncom d atabase t raining july 18, 2008 todd curry (414) 647-0548, ext. 2229 tcurry@journeyhouse.org

UNCOM DATABASE TRAININGJuly 18, 2008Todd Curry (414) 647-0548, ext. 2229tcurry@journeyhouse.org

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