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South Carolina Adult Education

LACES NEXGEN MANUAL

TABLE OF CONTENTS

Introduction to LACES NexGen..............................................................................................................................................3

Navigation.............................................................................................................................................................................6

Toolbars................................................................................................................................................................................8

Getting your Current FY on the screen................................................................................................................................12

Entering New Student in NexGen........................................................................................................................................12

How to Edit a Social Security Number in NexGEN...............................................................................................................14

Entering Assessment...........................................................................................................................................................15

Enrolling in Class.................................................................................................................................................................16

Entering Hours....................................................................................................................................................................17

Individually......................................................................................................................................................................17

As a group.......................................................................................................................................................................19

ENTERING GROUP HOURS (Literacy sites only)...............................................................................................................21

FILTERING THE COLUMNS...................................................................................................................................................23

SORTING columns...............................................................................................................................................................24

CREATE A NEW VIEW..........................................................................................................................................................24

COPY A VIEW...................................................................................................................................................................25

Create a view with “Primary Program” as a selected field..............................................................................................25

Create an Assessment Policy Monitoring View...............................................................................................................26

Delete a View..................................................................................................................................................................27

EXPORTING TO CSV File.......................................................................................................................................................28

DASHBOARD........................................................................................................................................................................28

SUBSET/OMIT......................................................................................................................................................................28

SEARCHES............................................................................................................................................................................29

Goals Search....................................................................................................................................................................29

Search for AEFL 1617 Grant.............................................................................................................................................29

Class Search.....................................................................................................................................................................30

How to find students who need a post-test....................................................................................................................31

30/40/60 Assessment Monitoring...................................................................................................................................32

Last Updated August 10, 2017

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How to find ALTERNATING Assessments in NexGen using EXCEL....................................................................................36

How to find SNAP VPA signed 16-17...............................................................................................................................39

How to find your numbers for WorkKeys on your DMT..................................................................................................41

Finding WorkKeys Data for your SIDA report (Fundable and Non-fundable)..................................................................43

CHANGE THE DATE for WorkKeys Goal Searches:...........................................................................................................43

Search for students who scored between 145-149 on GED............................................................................................44

Where to find the Survey Data, Goals, Create new FY records...........................................................................................45

INTERACTIVE TABLES...........................................................................................................................................................46

REPORTS and NRS Tables....................................................................................................................................................47

<SEARCHES Listing...............................................................................................................................................................47

Choice Lists..........................................................................................................................................................................48


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Introduction to LACES NexGen This manual does not replace the Help documentation available throughout the LACES NexGen database. Help can be accessed by clicking the Help link provided on each page of the database, or by using the provided Help link: https://laces.literacypro.com/Help/LACESNexGen/NetHelp/

State and federal policies are subject to change, and information provided in this manual is current as of May 2017. Please check the NRS website at nrsweb.org, your state’s MIS and adult education policies on the state website, and the Release Notes provided with each software update made in LACES NexGen for updates to policies and data entry, collection, and reporting methods.

LACES NexGen is compatible with most common internet browsers, including Chrome (recommended), Mozilla Firefox, Internet Explorer 9+, Microsoft Edge, and Safari (not recommended). LACES is accessed at the following URL: https://laces.literacypro.com/laces Entering your assigned username and your created password will take you to your program’s agency site; using the training username and training password at sign-on will take you to the training database, where you can practice data entry, if desired. If you do not have a training database username/password and need one, please contact our technical support department.

Data Entry When data must meet certain standards for reporting purposes, consistency becomes critical. In order to achieve this consistency, certain measures must be taken prior to doing the initial data entry. This is especially important if participants are continuing from prior years, and more importantly, from prior reporting periods/periods of participation. It cannot be stressed enough how important it is to enter your data chronologically, in a timely fashion, and according to the rules and guidelines based on your reporting system and state guidelines. Common Mistakes/Issues and Glossary Obviously, learning any new software application can take some time. Our best recommendation is to use and explore the database often to become familiar with the most common features. Additionally, use the training notes, help files, FAQ’s, and all provided documentation. Contact LiteracyPro Systems, Inc. Technical Support when you have questions. Listed below are some common mistakes/issues that you should try to avoid. Ignoring Warnings or Recommendations Take heed of the recommendations the software gives you, and read the warnings, error messages, and informational windows. If they do not make sense, contact Technical Support if you need more information. Single-clicking vs. double-clicking Most functions you will perform in LACES require only a single mouse click. One common exception is opening a file from a list, which requires double clicking. A good tip is to single click if you are unsure: if nothing happens, go ahead and double click. Items with the triangle pointer before the menu should be expanded by clicking the triangle, not by clicking


https://laces.literacypro.com/laces

https://laces.literacypro.com/Help/LACESNexGen/NetHelp/

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the words. Additionally, when using a toolbar with sub-menu items, wait to click until you have moved the mouse pointer to the sub-menu item. Clicking on the main menu line will only refresh the page, costing you time. Hitting Enter on your Keyboard versus the Save button in the Database We recommend using the Tab button or mouse to move around in the database, and not to use the Enter button on your keyboard. Hitting Enter can cause the database to save what has been entered up to that point in time and return you to the main screen, but may result in fields not being completed and saved past the point at which you hit Enter. Use Tab to go from field to field, or your mouse, and click Save when you have completely entered the data for that page.

Deleting Files It is never recommended that you delete files other than accidental duplications or mistakes. LACES is designed so that you will not have to delete any files. Many times, historical data may be needed, or students may return after a period of being absent. Records should be left in the database, provided the record is correctly updated to prevent it from incorrectly being included in current fiscal year searches if they have no current FY activity. Records that have had a fiscal year summary created for a prior fiscal year cannot be deleted without technical support assistance, in order to provide consistency of numbers in prior FY reports. Definitions The following is a short list of some common terms used not only within this guide, but within the software itself. Student: A person receiving instruction within your organizationStaff Member: A paid employee or unpaid volunteer working for your organization who can be assigned as an instructor for class settings Tutor: A trained volunteer for your organization who can be assigned as an instructor for group and pair settings and one-on-one student instruction Volunteer: A volunteer who does not provide instruction to students but engages in other organizational activities Student Status Definitions Prospective: Student has made contact with your organization but has not yet completed the entire intake process or been assigned to instruction. Every new student entered into LACES comes in as Prospective. Waiting: Student is waiting to be enrolled in a class or matched with a tutor in a pair or small group. Prospective students can be manually updated to Waiting, or will be automatically marked as Waiting if they are enrolled in an instructional setting that is at or past the Max EnrollmentNever attended/never started: Student never received instruction. Prospective students can be manually updated to Never Attended if they do not enroll within 90 days of completing an intake form Enrolled: Student is currently enrolled in at least one instructional setting; pair, class, or group. Automatic status for a student enrolled in one or more instructional settingsOn Hold: Student was previously enrolled, but is not currently assigned to an instructional setting, for temporary reasons.


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Left: Student is no longer enrolled, and has exited the program either by leaving or completion. Automatic status for a student exited from all instructional settings. Completed Program: Student is no longer enrolled, and has exited the program and completed requirements set forth by your agency to indicate completion of the program. This status can be set manually from the automatic Left status the database generates upon exit. LACES Help Center and Technical Support Your LACES contract includes basic technical support. This means that you can receive unlimited technical support at no additional charge. Technical support issues should be communicated to LACES via the online technical support form. To access the tech support link, click the ‘?’ icon in the upper right hand corner beside the person profile icon.

This will take you to the LACES Help section, which includes links for FAQ’s, Release Notes, the User Guide, and the Technical Support request form. Click on ‘More’ to access the section in which you are interested. The technical support form link can also be accessed separately from LACES. You can access the link at http://info.literacypro.com/solutions/laces/crmlng.htm and also save it as a Favorite or Bookmark. You can also contact technical support via telephone: 1-888-714-9464, or email at [email protected]. However, priority support is given to tickets generated using the Online Help Desk form. You may also request a telephone appointment at a specific time and day, based on technical support staff availability. We ask that you include your LACES Regional TAN Coordinator on any question you wish to send to Literacypro technical support.


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LACES will continue to grow in features, functionality, and ease of use. Builds/updates occur on a regular basis, and documentation is provided with each build to highlight new features and changes. Build information is posted on the User News for your convenience.

State Specific Customizations

Most menus in LACES contain federal and state standard fields. In some cases, the menus or field options have been customized to fit state-specific needs. Many fields can be modified with state approval. If menus do not contain options you feel are necessary to provide the functionality your program needs, please contact your state office with requests for menu or field modification and they can decide if they wish to pursue having it changed.

NavigationWhen you first log in to LACES, you are usually taken to the Student grid. You can customize your Start Page from the Student grid to other starting pages using your Person Profile menu.

The Person Profile section contains information specific to your username, as well as agency information and links to database information. To access the person profile, click the drop-down menu to the right of the profile icon (the circle with the head in it.)

The Person Profile contains the following items: Profile Agency Settings User News About LACES NexGen Sign Out

The Profile section contains the Settings and Security tabs. Settings allow you to choose your Start Page from the available options. The default is Student, but you may change it if desired. Someone who works primarily doing data analysis may want to have the Dashboard as their start page, or a teacher with a full access role may want their start page to be the Class page. Display Rows allows you to choose how many records will display per page in each grid. We recommend setting this number to 200, as that will load relatively quickly and will also allow you to use page sub-setting


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to create FY summaries for selections over 200. Make your selections from the drop-down menu and click the Save button. The Security tab contains your username and password information and allows you to update your email address, if needed. Agency Settings contains four tabs: Agency Data, Choice Lists, Signin Summary and Delete Log.

The Agency Data is simply address and contact information for your agency.

The Choice List tab allows System Administrators the ability to modify some drop-down menus in LACES in order to customize those fields for your own agency. Looking at the forms you use compared to the screens and fields available in LACES, decide what menu items you need on your choice list. Fields should not be modified without approval from your state office, as they may need to remain as they are for reporting purposes. Keywords are optional fields that can be used however you wish, but you may also need to modify the choice list for Building and Room, class Days and Times, Referral Sources, Goals, Comment Types, Tutor Locations, Donation Types, and Social Services, just to name a few options. Modifying Choice Lists is one of the most powerful ways that you can customize your database. These menus can be customized by adding new choices, hiding choices, editing existing choices, or changing the order in which choices are displayed. To modify your choice list, go to the Agency Settings option in the Person Profile menu in the upper right hand corner of the database. From the available tabs, click Choice Lists and wait while the available options load. You will know the list has loaded when the top window has filled in with an item, such as Abuse or Accommodation. Click the dropdown menu to the right of the item and search the available options for the field you wish to modify. Click to select. If there is no modifier to the word, it will usually refer to the Student, such as Keyword. Other population Keywords would be listed as TutorKeyword, ClassKeyword, etc. To add an item to the choice list, click Add New Item and complete the applicable fields in the Display Order, Short Description, Long Description, and Visible Box, then click Save. The “Display Order” field lets you choose the numerical order in which you want the new choice list item to display. Smaller numbers will display first. We recommend that if you are choosing numbers for the display order, choose items with a wide range such as 10, 20, 30, or 100, 200, 300, etc., rather than 1, 2, 3, so that if you ever need to add additional items, you won’t have to re-order your whole list. Although you cannot delete choice list items, you can make them not visible by deselecting the “Visible” box. Hiding a choice list item will not remove that item if it has already been added to a record; however, it will prevent the item from displaying in the drop-down menu in the future. Editing an existing item acts retroactively, and will change that item if it has already been added to a record. It is extremely important to remember that modifying the items in your Choice lists can impact whether data populates to your reports correctly. Certain fields are directly data-mapped to reports and modifying those items or using another choice list item similar to a default item can impact your reports. We recommend that only one person in your agency modifies choice lists, so that there is a consistent record of changes made. Also, changes made to the Choice List affect everyone in the agency, not just the user who makes the change.


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The Signin Summary displays log-in information for everyone who has accessed your agency, including number of signins, last sign in date, and the IP address for the last signin. The Delete Log will indicate if an entire person record has been deleted, and by whom, as well as the data of deletion and whether it occurred in legacy LACES or LACES NexGen. The Delete Log only displays entire person record deletion; for individual record deletion such as assessments or hours, use the Audit Log contained in the person record. The User News page contains information for freeze and rollover dates, links to release notes, the tech support form, and the legacy software documentation. Documentation for the new software can and should be accessed from the Help links on each page of LACES NexGen. About LACES displays the most current build and copyright information. The Sign Out link should be used to exit LACES. Although many users simply close the system without signing out, this can lead to issues with accounts being locked if the system thinks you are still logged in, or with other users not being able to log in because all licenses appear to be in use. We recommend signing out prior to closing out the whole database.

Toolbars The green left hand toolbar at the top of the page displays the various populations in the database. The most commonly used are displayed individually, and less commonly used are grouped under the “More” menu.

The primary populations are:

Dashboard: Contains graphic representations of common used data analysis tools that can be added and drilled-down into.

Student: Contains all students entered into the system. Defaults to Current FY students, but can display all students and different selections of students based on search and filter results.

Class: Contains all classes entered into the system. Defaults to Active classes, but can display all classes and different selections of classes based on search and filter results. Classes can only have Staff assigned as instructors, but otherwise function similarly to Groups. Classes can only have students enrolled.

Staff: Contains all staff entered into the system. Staff are usually paid or unpaid instructors, data entry personnel, trainers, and directors. The Staff population defaults to Active Staff, but can display all staff and different selections of staff based on search and filter results. Staff can only be assigned as instructors in Classes.

Tutor: Contains all tutors entered into the system. Tutors are usually unpaid instructors. The Tutor population defaults to Current FY, but can display all tutors and different selections of tutors based on search and filter results. Tutors can only be assigned as instructors in Pairs and Groups.


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Pair: Contains all Pair records entered into the system. Pairs are one student/one tutor matches. The Pair population defaults to Active pairs but can display all pairs and different selections of pairs based on search and filter results. Pairs can only have Tutors assigned as instructors.

Group: Contains all groups entered into the system. Defaults to Active groups, but can display all groups and different selections of groups based on search and filter results. Groups can only have Tutors assigned as instructors, but otherwise function similarly to Classes. Groups can only have students enrolled.

Workshop: Contains all workshops entered into the system. Defaults to Active workshops, but can display all workshops and different selections of workshops based on search and filter results. Workshops function similarly to Classes and Groups, but have additional required fields such as Minimum Required Days/Hours, and additional business rules depending on the Workshop Type. New Tutor Training type workshops can only have tutors assigned. Students are not typically assigned to workshops.

Contact: Persons who do not fall into any other population type, but whose contact information your agency would like to have available.

Donor: Funders (either individuals or organizations) who donate or are prospective donors for your agency. Material: Books, laptops, software, materials that can be checked out or given away

Persons can be in more than one category, as needed. If a person is already in the system in one role and is entered in another, the system will provide a duplicate warning that will allow the information from the other role to be carried over into the new role.

The “More” menu contains:

Volunteer: Contains all volunteers entered into the system. Volunteers are usually unpaid persons who assist the agency in a non-instructor capacity, such as board members or office assistants. Volunteers cannot be assigned as instructors to classes, pairs, or groups.

Family: Not recommended for use. Allows linking of student records into a family group. All Person: Displays all person records for all populations. All Assessments: Contains all assessments entered into the system, with one line of record for each assessment.

Defaults to Current FY assessments, but can display all assessments and different selections of assessments based on search and filter results. All assessments can be very useful for creating custom views based on multiple assessment information for students.

All Student Enrollments: Contains all enrollments entered into the system, with one line of record for each enrollment. Defaults to Active enrollments, but can display all enrollments and different selections of enrollments based on search and filter results. All enrollments can be very useful for creating custom views based on multiple enrollment information for students, such as all instructors and class records for a student.

All Non-Student Workshop Enrollments: Contains all non-student Workshops enrollments entered into the system, with one line of record for each enrollment. Defaults to Active enrollments, but can display all enrollments and different selections of enrollments based on search and filter results.

All Goals: Contains all goals entered into the system, with one line of record for each goal. Defaults to Current FY goals, but can display all goals and different selections of goals based on search and filter results.

All FY Data: Contains summary data from the Fiscal Year summaries auto- or manually generated for inclusion on the NRS tables and FY data searches.


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All Follow-up Outcomes: Contains all goals and cohorts entered into the system, with one line of record for each goal/cohort. Defaults to Current FY goals/cohorts, but can display all goals/cohorts and different selections based on search and filter results

All System Tasks: Displays LACES system tasks related to imports/exports or processed records.

The white upper right-hand toolbar displays options relevant to the population in which you are working and contains the following options:

+Add New [population item, ie. student, class, tutor, etc.]: Allows you to add a new record for the population in which you are working. Each blank intake form for that population contains specific fields and required data based on that person or instructional setting type.

Selection: Selection allows you to create a manual selection of data, or to select an already generated subset of students found through a search or filter, and subset that selection by clicking the checkboxes in front of those records (either one at a time or by checking the top box in the column heading), then clicking Selection in the right-hand menu bar. From Selection, you can Subset, Omit, Clear or Select All. Omitting does not delete the record, but temporarily removes it from the selection. Subsetting can be useful because most searches and reports in LACES are generated based on your starting selection, so having the ability to control that selection through subsetting can help you generate data on very specific populations of students or other populations.

Export: Exports the data selection with the currently applied view to a CSV format Excel spreadsheet, where the data can then be saved, printed, and/or emailed, and charts created from the Excel data set. The file can be saved in various formats such as csv, xls, or pdf.

Graphic Reports: Provides access to the graphic reports available for the population in which you are working. Each population has its own reports. Students have the most available reports. Most graphic reports can be run based on the selection. Some graphic reports require additional parameters such as date ranges, that can be entered for additional granularity. Once a graphic report has been opened, you can view, or print the graphic report. Graphic reports can be saved in hard-copy (printed) form, or by right-clicking and doing “Save as…” to save as a graphic file.

Reports: Provides access to the reports available for the population in which you are working. Each population has its own reports. Students have the most available reports, followed by tutors. To open a report, click the checkbox to the left of the report you wish to view. In the right-hand column, enter any information needed such as data range or other parameters, being sure to follow the correct date format, if indicated. Click Print PDF or Print Excel in the bottom left-hand corner and open the report once it has successfully downloaded. Once opened you can view, save, print, or email a saved copy of the report.

More: Allows you to batch add goals, if desired; batch adjust Survey data for goals or cohorts, and run FY summaries.

Fiscal Year Summaries are required for the student to correctly populate the Fiscal Year Data tables, and the Fiscal year based searches. LiteracyPro automatically creates FY summaries twice a month so that the data gets picked up for the tables, but if you add, modify, or delete data before or after we have automatically run FY Summaries, you may not see that data populate until the next time we do them, unless you choose to manually create FY summaries prior to the next automatic creation. FY Summaries will be auto-run approximately the first and third weekend of each month.


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FY summaries are created for two reasons: to keep the data concise and reduce the probability of errors being made by the database, and to allow us to “freeze” FY data so that all historical data can be maintained in one database, rather than having to use a new database every new fiscal year.

The Fiscal Year Summary records are created from the Student or Staff tab and are run on the selection. Since this functionality requires a great deal of processing, we have limited the range of records that can be run. Also, if the selection is generated from the records themselves, you will get an error message letting you know to subset the selection first. You do not need to subset records if you are scheduling them, but to run them yourself, they must be subset first. To subset a selection, click the checkbox in front of the student name(s) for which you wish to create a new FY summary, or click the checkbox in the upper left corner of a page to select everyone on that page, and then go to the toolbar in the upper right-hand corner and click Selection>Subset.

Once you have subset your selection, to create new FY Summary records, click the More option on the right-hand Toolbar (NOT the More option on the left hand, green toolbar!), and then click Create FY Summaries.

The selection is limited to 200 records, note the button to “Create Now” is inactive if the selection is greater, but you can still use the “Schedule” button, or you can limit your selection to 200 students and run it multiple times for each group of 200 students.

If your selection is 200 students or fewer, click Create Now. The window will reflect that the summaries are being processed. You will not be able to work in LACES on the

same computer from which you are creating summaries while they are being processed. Student and staff NRS tables both use FY summary data. You can run new summaries just on records that have

been recently changed, or you can wait for the bi-monthly automatic creation of FY summaries. Only the FY Data NRS table reports and the FY Data searches run based on summaries. Every other report and

search runs on current or “raw” data and does not need a FY summary, but will display information added immediately upon addition and saving.


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Getting your Current FY on the screenThis usually pops up first thing, but if you ‘lose’ it you can go to the little blue “Searches” at the top left. You’ll see “Current FY”. That will get you back to your current FY students.

Things to remember: The Class Menu and the Student Menu rarely work together, so you cannot put a student’s class in a view column on the student menu.

Entering New Student in NexGen

At top right of Student screen, click “Add New Student.”


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Student Intake Screen:

Enter appropriate fields for new student. Required & Recommended Fields are:

Intake DateSocial Security NumberLast NameFirst NameMiddle Name or InitialStudent Unique ID for students 17-21 years oldProgramCheck ‘Is ESL’ if a student is leveled with BEST Plus or BEST LiteracyDistrictResidence AreaBirthdateGenderEthnicityRaceEmployment StatusHighest Education Level Completed on EntryLocationAddressZipHome/ Work/ Mobile PhoneEmailAppropriate demographics such as Public AssistanceCorrections if County or Federal

(only PUSD should use State)Apparent or Disclosed Disability (this should be checked for all VR clients)


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Once all fields are completed, at bottom of screen there are several choices for saving. You can “Save & Return”, “Save & New” to enter another new student, or “Save & Go” to continue entering information on current student. Continue with “Save & Go” and choose Assessments in dropdown box to go to Assessment screen and enter assessment information on new student.

How to Edit a Social Security Number in NexGEN

To edit a SSN, go to the Demographics tab and click the Identification panel. Click the edit icon to the right of the existing SSN. (Edit icon looks like a green eye)

In the resulting window, simply update the SSN and click Save. There is no need to update the Start Date (which defaults to the Intake Date if the SSN is entered then).


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The SSN was removed from the student header as an additional security measure that had been requested by many agencies so it is now stored in the Identification panel with any other Identifying Numbers obtained for the student.

Entering Assessment

To enter the assessment information, you will go to “Add Assessment” and from dropdown box choose the assessment given whether it is TABE, BEST Plus/BEST Literacy, WorkKeys, Adult High School Assessment, etc. Screen below is showing TABE.

Enter the Form / Level / Scale Score/ SPL/GLE for all subject areas assessed.

Once the assessment has been entered and saved, NexGen will return to the Student screen. The student should now have an Entry Level based on the assessment(s) entered.


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Enrolling in Class

Across top of screen in Student File, click on “Enrollment.” Then go to dropdown box by Enroll. You can then enroll in Class, Group, Pair, Workshop, etc. Select class, group, pair, etc. student is to be enrolled in.

At bottom of page, enter the enrollment date. Once date is entered, click “Enroll” on bottom right of screen. NexGen will return to the Enrollment screen.


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The class the student is enrolled in will now be listed, and the student’s Overall Status will change from Prospective to Enrolled.

Entering Hours

IndividuallyOnce a student is enrolled in a class, you can then add attendance hours for the class. Click on Hours across the top of the Student File. Go to dropdown box by Add Hours and Add Class/Group/Unlinked hours.


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Enter date(s). Choose the class for which you are entering the hours and choose the type of hours (Assessment, Instructional, Distance, etc). The “Add” button on right will highlight so that you can choose to Add the hours.

When you choose “Add” hours, the information will be listed. If all information is correct, click “Save” at bottom of screen. Once saved, NexGen will return to the Hours screen. You will see the attendance hours listed.


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As a group

You can enter hours for an entire class at once by opening the class from the class menu/list. Once the Class Data screen is showing, click on the “Attendance” button. On the next screen, click on the “Add” button.

Enter dates. Select the type of hours from the drop down. Put in the number of hours for students. (Note: If all students do not have the same number of hours, this can be changed on the next screen, or just enter zero.)


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Once you have all hours on the screen, click anywhere in the white space and the “Add” button on the right side will turn to dark green (if it is not already turned dark green). Click on that button to get to the next screen.

This screen shows the entire class of students with all names checked and the hours in the hours column. If any student is not to be included in the month’s attendance, click on the arrow before the name to uncheck it.

Also: You can change any student’s hours to the correct number by clicking in the hours present box across from their name and edit the correct number of hours for them. (NOTE: If you need to edit any information across the line from the student’s name can be edited the same way. You can change the date, hour type, hours present, hours absent, late.)

Once all information is in, click “Save” button on the bottom right hand side of the screen. If you have more attendance to enter for this group, click “Save and New” and repeat the above directions.


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ENTERING GROUP HOURS (Literacy sites only)

You can enter hours for an entire group at once by opening the group from the group list. Once the Group Data screen is showing, click on the “Attendance” button. On the next screen, click on the “Add” button.


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Enter dates. Select the type of hours from the drop down. Put in the number of hours for students. (Note: If all students do not have the same number of hours, this can be changed on the next screen.)

If you are entering Instructor hours, check mark the (Include Instructor box.) Then use the drop down to select the type of hours (Instruction, Computer, Lab, Prep, Travel, etc.) Enter the number of hours. You can add additional hours by clicking on the “Add Hours Type” button and repeating the above directions. If you do not have instructor hours to enter, skip this step.

Once you have all hours on the screen, click anywhere in the white space and the “Add” button on the right side will turn to dark green (if it is not already turned dark green). Click on that button to get to the next screen. This screen shows the entire group with all names checked and the instructor hours listed at the bottom. If any student is not to be included in the month’s attendance, click on the arrow before the name to uncheck it.

Also, You can change any student’s hours to the correct number by clicking in the hours present box across from their name and edit the correct number of hours for them. (NOTE: If you need to edit any information across the line from the student’s name can be edited the same way. You can change the date, hour type, hours present, hours absent, late.)


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Once all information is in, click “Save” button on the bottom right hand side of the screen. If you have more attendance to enter for this group, click “Save and New” and repeat the above directions.

FILTERING THE COLUMNSAll columns can be filtered.

Look at the heading for the Last Name column and type in the last name “Williams” in the cell box. Click on the filter symbol (looks like a funnel) and choose “Contains” from the drop down. It will automatically filter and you’ll see only students whose last names are Williams.

To get rid of that filter you would click on the “X” at the end of the filter name (Students Last Name) in the green box. This will then take you back to the CURRENT FY that you started with. You can add as many filters as you wish by clicking in the cell below the field name or on the “+ ADD SEARCH” to really get a group defined.

To define the group who are Adult High School and have 2 assessments, first, filter the Program column as AHS and then filter the assessment status column with the 2+.

Take off those two filters by clicking on the “X” for each filter and you should get back to your CURRENT FY.


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SORTING columns

If you double click on the column heading it will sort the column a-z, click again and it will sort z-a.

CREATE A NEW VIEWClick the down arrow on the View Dropdown list, or click the ‘View’ link.

1. Click ‘Open View Manager’ at the bottom of the dropdown list.


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2. Click ‘NEW’ and enter a name for the view, then click ‘APPLY’3. The name of the view you just created will display in the view list under View.4. Select the fields you wish to add to the view.5. Click ‘SAVE’

When you display the dropdown list of views, the view you just created will display under ‘My Views’

COPY A VIEW1. Click the down arrow on the View dropdown list, or click the ‘View’ link.2. Click the Open View Manager at the bottom of the dropdown list.3. Select the view name you wish to copy and modify.4. Click “COPY” and enter a name for the view. If you don’t enter a name for the view, the default name will be the

name of the with ‘_copy’.5. Click APPLY. The new view will display in the view list under View.6. Modify the view by adding or removing fields.7. Sort the fields, if applicable.8. Click SAVE

When you display the dropdown list of views, the view you just copied and modified will display under My Views.


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Create a view with “Primary Program” as a selected fieldWhen you go to the View Manager and type in Program in the Available Fields, you should see Program listed twice. One of these is the actual Primary Program field and the other is the Program ID. The Program ID needs to be re-labeled in LACES NexGen so you can distinguish between the two and we will take care of this when we are working on the cleanup of all of these fields.

If you only see Program listed once, then you are working from a view that already contains the Program field in it. If you go to the Shared View Student List, you will see that the Program field is included in it and displays as it should.


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Create an Assessment Policy Monitoring ViewGo to Student List and click on the drop down arrow and click on “Open View Manager”.

When the View Manager window opens, click on “Copy”. This will give you the same fields that are contained in the Student List View. Once you click on “Copy”, a window will open up where you can name and then “Save” your view.

Once you save the view, choose “Keyword2” in Available Fields and click on “Add”.


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Once “Keyword2” has been added to the “Selected Fields”, click on Save.

You will now be able to find your View (Assessment Policy Monitoring) when you click on the Student List drop down arrow. It will be listed under “My Views”.

Delete a View 1. Open View Manager (Note: You can only delete a view that you created), 2. Go to My Views and highlight the view you wish to delete and then 3. click on ‘DELETE’.


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EXPORTING TO CSV FileClick the Export menu at the top right and choose CSV file. Then it will ask you to SAVE. So SAVE it and then you’ll see “open” appears. You can then open it. It probably saves in your computer under “downloads”, but you’ll have to look at your downloads and watch for the time and date to see what they named it. They will name it “ViewStudent”. You should rename it if you want to keep the file as originally downloaded.

DASHBOARDTo display the Dashboard and select the widgets you wish to display, click the Dashboard menu tab at the top left of the page.

When you click the Dashboard menu tab but no widgets have been selected, you will see the Widget Library list on the left side of the window, and a ‘welcome’ screen that gives you instructions for setting a widget. Once a widget has been selected the ‘welcome’ screen will no longer display.

To select a widget, click a title from the widget library. Widgets that require a parameter will display with the setting side first. Once you have entered the parameter, click Save to display the widget. You may add the widget multiple times with different parameters. To edit the parameter, click the gear icon on the widget. To remove a widget, simply click the “X”.

Note: you can click on any graphed indicator (interactive) to see the students who populate the graph in that area.

SUBSET/OMITLocated under “Selection” menu in the Toolbar at the top right of the page.


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SEARCHES

Goals Search

Click on the ‘Searches’ link at the top left of the page (little blue word on the left top). Click on the arrow in front of ‘Outcomes’ and select Goals and Achievements.

Fill in the parameters and watch the magic!!

Further down the list of pre-designed searches is Outcomes/Achievements & Goals.

Search for AEFL 1617 GrantWhile in STUDENT data, click '+Add' at the upper left. This will be next to the green search tiles. (NOTE: searches that you created and saved in old LACES will not transfer to NexGen).

After clicking on ‘+Add’, the following screen will display. Scroll down the list of groups and expand the arrow to show all fields in the Comments group. Choose Comment Type under Comments group.


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Choose AEFL1617 under ‘Select a value’ and then click somewhere in the “white” area. Click APPLY button.

You can save this search by clicking on ‘SAVE’ in the search Options and naming it ‘AEFL1617’.

Class Search1. In NexGen, click on the ‘Searches’ link in the top left of the page.2. Scroll down to Enrollments and click on arrow.3. Click on Class -Enrolled Students, Class-All Students, or Group-All Students.4. When the list of classes or groups displays, check the one(s) you wish to see on the screen (i.e. all of one

particular teacher)5. The students enrolled in the class(es) you checked will appear after you click ‘APPLY’ at the bottom of the

screen. From here you can do a Custom T4 or any other table or report for this selection of students.


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How to find students who need a post-test.You can use the Dashboard widget to find enrolled students ready for post-testing. Or search in the student list.

Student list search: always start with your current FY (note the green line where it says “Current FY”) Click on the Green “Add” next to the “current FY”. You will be able to put in more than one of the searches at once, using the little “+” after you do each one.

For the 40 hour people:

Create the query below:

LAS, HAS and ESL should have been removed with above criteria

Also “omit” Keyword2 ‘W’. Sort by keyword2 and use the checkboxes and the selection menu to omit.

Add the field “Instructional Hours since last assessment in subject area” to your view. Search for Greater or equal to 40.

You can remove students who have already been post-tested this fiscal year and have made level gain for you by searching with the fiscal year data. In the Searches panel, under NRS group, click on Fiscal Year data search. Choose reporting system FY 16-17; category is “Student data”; Field is “completedlevel”; operator “Is”; and leave the box for Value blank. Click the apply button.

You can save this search so you can use it monthly. Click save (up near your last ‘add’ green area) name the search something like: 40 hour need post-test.

For 60 hour people

Click the cell under the field name “Entry Level” and type ESL. Then click the filter button and choose “contains”.


You can remove students who have already been post-tested this fiscal year and have made level gain for you by searching with the fiscal year data. In the Searches panel, under NRS group, click on Fiscal Year data search. Choose reporting system FY 16-17; category is “Student data”; Field is “completedlevel”; operator “Is”; and leave the box for Value blank. Click the apply button.



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For 30 hour people (workkeys classes & low adult secondary group)

Create the query pictured below. Make sure you change the AND button to OR. Now click in the white area and then “apply” at the bottom.


You can remove students who have already been post-tested this fiscal year and have made level gain for you by searching with the fiscal year data. In the Searches panel, expand NRS category, then click on Fiscal Year data search. Choose reporting system FY 16-17; category is “Student data”; Field is “completedlevel”; operator “Is”; and leave the box for Value blank. Click the apply button.


30/40/60 Assessment Monitoring

**Programs are responsible for periodic checks. Office of Adult Education (OAE) will assist upon request in Assessment Policy Monitoring in January (a broad search) and will conduct an official monitoring in July (more in-depth for funding). Steps for in-depth funding search are in shaded boxes.

For all 3 of these searches, you will need to create a “View” which contains Keyword 2. You may want to name the view “Assessment Policy Monitoring”. (See Create a New View in manual)

40 hour students:

Begin the broader search by starting with Current FY

1. In Assessment Status column, click on the white space to the left of the symbol and type “2”, click on filter symbol and choose “Contains”.

2. In Entry Level column, click on white space to the left of the funnel symbol and type “ESL”, then click on filter symbol and choose “Does Not Contains”. This will exclude students with an ESL Entry Level.

3. You can exclude ABE Level 5 and ABE Level 6 (LAS & HAS), by sorting on the Entry Level field, check students in these 2 levels and from the Selection Menu, omit them.

4. You can omit WorkKeys only students by sorting on Keyword2, select the students who have a ‘W’ in Keyword2, and click omit in the Selection menu.

5. Broad search skip to step 5.


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Additional Steps for detailed funding search: Perform steps 1, 2, & 3 above, and then search for:

students who are ‘NRS Reportable’ using the NRS category in <Searches link. And students who have made level gain by using the Fiscal Year data search in the Searches panel,

(under NRS group, click on Fiscal Year data search). Choose reporting system FY 16-17; category is “Student data”; Field is “completedlevel”; operator “Is”; and check the box for Value. Click the apply button.

6. Run “Assessments: Hours Between Assessments” report in Excel or PDF. Criteria is 39.9 hours between tests.

GED or WorkKeys assessments that show up in this report can be deleted. They are not leveling assessments.

For a more detailed funding analysis, you can also remove:

test pairs that are not the tracked subject area. test pairs in the tracked subject area where the student did not make gain.

30 Hour Students:


1. In Assessment Status column, click on the white space to the left of the funnel symbol and type “2”, click on filter symbol and choose “Contains”.

2. Two ways to find your 30 hour post-test exceptions. Sort the “Keyword2” field by clicking on the words “Keyword2”. You can then subset students with an “L” (ABE Level 5 entry level) or a “W” (WorkKeys only).

If searching the “keyword2” field doesn’t find all your 30 hour post-test students search using the + Add button. Make sure you delete the keyword2 green tile, then click the + Add button and choose keyword2 ‘contains’ OR Entry level ‘contains’ “ABE Level 5”. Make sure you change the AND button to OR. Now click in the white area and then “apply” at the bottom.


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Additional Steps for detailed funding search: Perform steps 1 & 2 above, and then search for: students who are ‘NRS Reportable’ using the NRS category in <Searches link. And students who have made level gain by using the Fiscal Year data search in the Searches panel,







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60 Hour Students:


1. In Assessment Status column, click on the white space to the left of the symbol and type “2”, click on filter symbol and choose “Contains”.

2. In Entry Level column, click on white space to the left of the symbol and type “ESL”, then click on filter symbol and choose “Contains”. This will exclude students with an Entry Level containing ABE.


Additional Steps for detailed funding search: Perform steps 1 & 2 above, and then search for:

students who are ‘NRS Reportable’ using the NRS category in <Searches link. And students who have made level gain by using the Fiscal Year data search in the Searches panel,







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How to find ALTERNATING Assessments in NexGen using EXCEL1. To Create a “Search” to narrow down the student list to those who are “NOT ESL”, NOT HAS and who

have been Assessed 2+, In the Assessment Status filter box, type 2. From the filter button choose Contains. In the Entry Level filter box, type ESL. From the filter button choose Does Not Contain. In the Entry Level filter box, type “ABE Level 6”. From the filter button choose Does Not Contain.

Choose Add when asked if you want to add or replace the previous filter. Name your search “Alternating TABE Pre and Post”.

2. Click on the Reports Menu and run the “Assessments: Hours Between Assessments” report. Use “500” as the hours parameter. You are trying to capture as many pairs of tests as possible. Click on “PRINT EXCEL” at the bottom right of the page.

3. Once you open the excel report, any GED or WorkKeys test pairs can be deleted from the report. These are not leveling tests.

4. Click in cell V7 and enter the column title, “Alt Form”.5. Click in cell W7 and enter the column title, “Alt Level”6. Then type “=IF(“ in cell V8. No quotes but add the open parenthesis. Then to activate the dialog box,

click on the fx button on the formula bar.


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So what you are asking is does the value in cell H8 (Start Form) equal the value in cell P8 (Match Form). If it does, the answer is true and excel will enter a 1 in cell V8. If it is false, excel will enter a 0 (zero) in cell V8.

In cell W8, you will enter another “IF” formula. Type “=IF(“ and click the fx button again and in the dialog box enter the parameters shown below. What you are asking is does the value in cell J8 (Start Level) equal the value in cell R8 (Match Level). If it does, the answer is true and excel will enter a 1 in cell W8. If it is false, excel will enter a 0 (zero) in cell W8.

7. To copy the formula into all the rows, highlight both cells (V8 & W8) with the big fat white plus icon, Hover the cursor over the tiny black square in the lower right corner of cell W8 until you see the

tiny black plus“+”symbol.

Left mouse click and hold to drag the “+” symbol to the last cell in these columns.


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8. Columns V & W should now be populated with 1’s and 0’s. In Column V, if there is a “1”, it means that the same Form (9 or 10) was used for the Pretest and Posttest. If there is a “1” in Column W it means that the same difficulty level (M, D, A, E) was used for both the Pretest and Posttest.

9. You are looking for the rows where there is a “1” in BOTH columns V & W. This means that the student took the exact same test as their Pretest and Posttest.

10. Click on the V at the top of the column V and drag your mouse over to Column W. This should highlight both columns. While the columns are highlighted, click on the Conditional Formatting button on the home ribbon, in the styles section. Choose “Highlight Cells Rules” and in the submenu click on “Equal To…” option.

11. Type a 1 in the left text box and click OK. This will format all cells with a 1 in them to light red background and dark red text. It will make your “1”s standout so they are easier to find.


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How to find SNAP VPA signed 16-17General Searches are done a little differently in NexGen, but I think you will agree that the process is much easier. You will have to “create” and “save” the searches that you want to be able to use on a regular basis. The conditions for a SNAP student are that they are NRS reportable in the Current FY and they have at least 1 hour of instruction in the month you are searching. Following are instructions for finding students with the Comment “SNAP VPA signed 1617”:

In the Student tab, click “+Add” to the right of Current Fiscal Year green tile.

Click on the drop down arrow for “Select a field…” and then click on “Type”.

Then you will need to choose “=” in the next box and click on the drop down arrow in the “Select a value box” and choose “SNAP VPA signed 1617”. Now click on “Apply” in the bottom right hand corner.


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The resulting list will now show up on your screen. The results of this search show that there are 26 students with the “SNAP VPA signed 1617” comment in the Social Services folder.

To Save this search, you will need to click on “Save” and then name the search. To find your Saved searches, click on Searches and then you will see them listed under “My Searches”.

Remember that when you do your searches, it is only including those students who are listed on the screen, i.e. Current FY, etc. You can narrow down your search by including only students from a certain class(es) or students who have attendance hours in a certain quarter.

Choosing a certain class(es): Click on “Class Active” under “<Searches” link . This will bring up the list of all your “Active” classes. Check the classes you want to include in the search.

Attendance hours from a certain quarter: Click on “Hours -> Hours Attended” under “<Searches” and then choose the date parameters, i.e. 7/ 1/ 2016 – 9/30/2016 (See below), then click on “Apply”.


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How to find your numbers for WorkKeys on your DMT It will take a few steps to set up the initial search(es) but then you can save the 4 searches you need (one each to return bronze, silver, gold and platinum) so that you won't have to create the search process again each time; you will just be able to select the saved search.

In the left Search panel, click the arrow next to NRS to expand the NRS search list. Hover over NRS Fundable and click Replace. This will leave you with only the NRS fundable students since these are the relevant ones for this search.

In the search panel, under Outcomes hover over Achievements and Goals and click ADD. In the search window, enter:

Achievement/Goal Status: Met Between the dates: 7/1/2016 - 6/30/2017(or whatever time period is applicable Goals: Obtain Bronze

Once this search is applied, go back to the left search panel, hover over Achievements and Goals and click ADD (because we want to add this search to the previous one):

Achievement/Goal Status: Met Between the dates: 7/1/2016 - 6/30/2017 (or whatever time period is applicable Goals: Obtain Silver


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Repeat this process again for Obtain Gold and for Obtain Platinum, choosing ADD each time.

This will leave you with 5 green search tiles at the top of your student list, the one for NRS Fundables and one for each of the levels. We did 4 separate goal searches instead of a single search that contained all 4 goals specifically so we could have 4 CRC search tiles at the top of the list.

Now, you should have 0 students in the list because it is pretty doubtful that a single student obtained all 4 levels this year.

Between the Obtain Bronze tile and the Obtain Silver tile, click the AND button a couple of times to change it to AND NOT. Between the Silver and the Gold tiles, click the AND button a couple of times to change it to AND NOT. Then between the Gold and the Platinum tile, click the AND button a couple of times to change it to AND NOT.

This will leave you with the students who have only Obtained Bronze and have not achieved a higher level. Once you have the search set up this way, you can click 'Save' next to the search tiles and name this search “DMT Obtain Bronze.'

Now, click the X on the Obtain Bronze tile, so that it is removed. Click on the AND NOT button between NRS reportable and Silver until it changes to AND. This will leave you with the students who only Obtained Silver and did not achieve a higher level. Click Save and name this search 'DMT Obtain Silver’.

Now, click the X on the Obtain Silver tile, so that it is removed. Click on the AND NOT button between NRS reportable and Gold until it changes to AND. This will leave you with the students who only Obtained Gold and did not achieve a higher level. Click Save and name this search 'DMT Obtain Gold’.

Now, click the X on the Obtain Gold tile, so that it is removed. Click on the AND NOT button between NRS reportable and Platinum until it changes to AND. This will leave you with the students who only Obtained Platinum and did not achieve a higher level. Click Save and name this search 'DMT Obtain Platinum’.

In the future, you will not have to go through this process again. You can simply go to My Searches in the left searches pane and select the search you need.


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Finding WorkKeys Data for your SIDA report (Fundable and Non-fundable)

1. Remove (X) the Current FY green tile on the search row.2. Click blue Search.3. Click Assessment.4. Click General Assessment Search5. Only info to enter is Instrument: Workkeys and then date range of the fiscal year (ex: 7/1/2016 to

6/30/2017); click apply

This will give you the total number WorkKeys tested for your program (Fundable & Non-fundable) including those with zero hours.

While this population is still on the screen you will need to do subsequent searches to find number for each CRC by 1. Click blue Search > 2. Choose Outcomes > 3. Then choose achievements and goals. 4. Enter status of "met" with the correct date range (ex: 7/1/2016 to 6/30/2017)5. Then enter a single goal. Click apply

You will need to do each goal individually (Bronze, Silver, Gold, Platinum) because this is a count of certificates issued, not a student count. So after you run the Bronze search, edit the green tile to search for Silver, etc. If a student earned more than one credential during the year, on the SIDA you want to count both credentials. The Total number of CRCs would be the total of each Bronze, Silver, Gold, Platinum search.

CHANGE THE DATE for WorkKeys Goal Searches:

When it is time to update the goal searches, you can do the following:In the list of My Searches, hover over the search you want to update and click Replace (so you will only be left with the relevant search criteria without any other searches applied).

Then, on the first Green Search tile for the goals, click the edit icon (the pencil) at the upper right corner of the tile and in the resulting window, edit the date to the new relevant time period. Click Apply. Repeat this for each of the goal search tiles in the search.

Once all of the tiles have been edited, your list will now display the selection of students based on the updated criteria. Click the Save button to the right of the search tiles.

Since you were editing data in a search that was previously saved, you will have the option of either 'Save Existing' to replace the previously saved search or Save as New to keep the search with the original dates and save the search with updated dates as a new search


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Search for students who scored between 145-149 on GEDFor the search for students who scored 145 to 149 on the GED and would now have a passing score, you can do the following:

Searches > Assessments > General Assessment Search and click Replace to replace any prior searches. Enter the following in the search window:

Now, go back to Searches > Assessments > General Assessment Search and this time click Add.

Make sure to click the box for include only those who failed so students who previously passed based on re-takes are not included in the results.

Of the remaining students after you do these two searches, you will need to double-check the records to be sure there are not students who also have a score that is lower than the new 145 cut score. For example, a student may have scored between 145-149 on Reading and have a high enough total score, but still have scored lower than 145 on another subtest. You can't use a search to remove students with a score lower than 145 because that would remove them even if they later took a re-take and scored higher.


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Where to find the Survey Data, Goals, Create new FY recordsCheck out what “MORE” gets you. See the red arrow. You can put in goals, adjust the survey boxes and Create new FY records here!!

Fiscal Year Summaries are required for the student to correctly populate the Fiscal Year Data tables, and the Fiscal year based searches. LiteracyPro automatically creates FY summaries twice a month so that the data gets picked up for the tables, but if you add, modify, or delete data before or after we have automatically run FY Summaries, you may not see that data populate until the next time we do them, unless you choose to manually create FY summaries prior to the next automatic creation. FY Summaries will be auto-run approximately the first and third weekend of each month. Last Updated August 10, 2017

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FY summaries are created for two reasons: to keep the data concise and reduce the probability of errors being made by the database, and to allow us to “freeze” FY data so that all historical data can be maintained in one database, rather than having to use a new database every new fiscal year.

The Fiscal Year Summary records are created from the Student or Staff tab and are run on the selection. Since this functionality requires a great deal of processing, we have limited the range of records that can be run. Also, if the selection is generated from the records themselves, you will get an error message letting you know to subset the selection first. You do not need to subset records if you are scheduling them, but to run them yourself, they must be subset first. To subset a selection, click the checkbox in front of the student name(s) for which you wish to create a new FY summary, or click the checkbox in the upper left corner of a page to select everyone on that page, and then go to the toolbar in the upper right-hand corner and click Selection>Subset.

Once you have subset your selection, to create new FY Summary records, click the More option on the right-hand Toolbar (NOT the More option on the left hand, green toolbar!), and then click Create FY Summaries.

The selection is limited to 200 records, note the button to “Create Now” is inactive if the selection is greater, but you can still use the “Schedule” button, or you can limit your selection to 200 students and run it multiple times for each group of 200 students.

If your selection is 200 students or fewer, click Create Now. The window will reflect that the summaries are being processed. You will not be able to work in LACES on the

same computer from which you are creating summaries while they are being processed. Student and staff NRS tables both use FY summary data. You can run new summaries just on records that have

been recently changed, or you can wait for the bi-monthly automatic creation of FY summaries. Only the FY Data NRS table reports and the FY Data searches run based on summaries. Every other report and

search runs on current or “raw” data and does not need a FY summary, but will display information added immediately upon addition and saving.

INTERACTIVE TABLES(Located in the ‘Searches’ Panel under NRS Group).

To run an Interactive Table 5 (one you can click on the numbers and see the students it represents) you must first “x” out the green box at the top where it says Current FY. This will bring up the whole database (ALL Students). You must do a Table 5 on ALL STUDENTS, remember? Go to “Searches” and under “NRS” click on Table 5. It will bring up a BLANK Table 5 until you click on the top drop down and choose the year. It will say “Loading” on the top middle area. To minimize the “Searches” box, click on “Searches” a second time.


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REPORTS and NRS TablesLocated under ‘REPORTS’ menu in the Toolbar at the upper right of the page.

<SEARCHES Listing

► NRSo Current Fiscal Year o NRS Fundables o Age as of NRS Fiscal Year o Student Diagnostic Search o NRS Table 1 (all tables here are

INTERACTIVE) o NRS Table 2 o NRS Table 3 o NRS Table 4 o NRS Table 4 B o NRS Table 4 C o NRS Table 5 o NRS Table 5 A o NRS Table 6 o NRS Table 8 o NRS Table 9

o NRS Table 10 o NRS Table 11 o NRS Table 12 o Fiscal Year Data Search

► Generalo Student Quick Select

► Assessmentso Posttest Level Lower than Current Level o Assessments Generating Levels in Fiscal

Year o Never Been Assessed o Last Assessed Within Date Range o Not Assessed Within Date Range o More Than X Inst Hours Since Last

Assessment Date


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o More Than X Days Since Last Assessment Date

o General Assessment Search

► Demographicso Age as of Date o SSN Entered o SSN Not Entered

► Hourso Hours Attended o Late on Given Days o No Instructional Hours o Hours Absent

► Historyo Level History o Student History o Active/Enrolled

o Began Active/Enrolled

► Outcomeso Achievements and Goals o Included and Responded To Survey o Employment Outcome Cohorts for

Followup

► Adult Education Follow-Upo Diploma Credential o Referral o Employment o Enrollmentso Staff o Class Active o Class o Group

Choice ListsYou have the ability to customize many LACES NexGen fields to meet your needs. Looking at the forms you use compared to the screens and fields available in LACES, decide what menu items you need on your choice list. Student Keyword is an optional field that can be used however you wish, but you may also need to modify the choice list for Referral Sources, Goals, Comment Types, Tutor Locations, Donation Types, and Social Services, just to name a few options.

Modifying Choice Lists is one of the most powerful ways that you can customize your database. Many of the fields in your database that have a drop-down menu can be customized by you. These menus can be customized by adding new choices, hiding choices, editing existing choices, or changing the order in which choices are displayed. To modify your choice list, go to the Agency Settings option in the Person Profile menu in the upper right hand corner of the database.

From the available tabs, click Choice Lists and wait while the available options load. You will know the list has loaded when the top window has filled in with an item, such as Accommodation. Click the drop-down menu to the right of the item and search the available options for the field you wish to modify. Click to select.

If there is no modifier to the word, it will usually refer to the Student, such as Keyword. Other population Keywords would be listed as TutorKeyword, ClassKeyword, etc. To add an item to the choice list

1. click Add New Item,Last Updated August 10, 2017

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2. complete the applicable fields in the Display Order, Short Description, Long Description, and Visible Box,

3. then, click Save.

The “Display Order” field lets you choose the numerical order in which you want the new choice list item to display. Smaller numbers will display first. We recommend that if you are choosing numbers for the display order, choose items with a wide range such as 10, 20, 30, or 100, 200, 300, etc., rather than 1, 2, 3, so that if you ever need to add additional items, you won’t have to re-order your whole list. Although you cannot delete choice list items, you can make them not visible by deselecting the “Visible” box. Hiding a choice list item will not remove that item if it has already been added to a record; however it will prevent the item from displaying in the drop-down menu in the future. Editing an existing item acts retroactively, and will change that item if it has already been added to a record.

It is extremely important to remember that modifying the items in your Choice lists can impact whether data populates to your reports correctly. Certain fields are directly data-mapped to reports and modifying those items or using another choice list item similar to a default item can impact your reports. We recommend that only one person in your agency modifies choice lists, so that there is a consistent record of changes made. Changes made to the Choice List affect everyone in the agency, not just the user who makes the change.


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