UNCOM Database Training

UNCOM Database Training July 18, 2008 Todd Curry (414) 647-0548, ext. 2229 tcurry@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 Entry • Restricted 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 Services Activities: Adult Basic Skills Sessions: 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 • Personal Info [Intake Form] • MAKE SURE ETHNICITY IS ENTERED • More Info, Family, etc. • Enrolled Activities • This is the only way to collect outcomes on a participant. • This places them on a roster. • 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

UNCOM Database Training