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CRS 5

The Fundamentals of the County Reporting System 5. CRS 5 . Danielle Hammond R.D., L.D. Extension Assistant Expanded Food and Nutrition Education Program Texas AgriLife Extension Service. Objectives. CRS 5 – Basics Reports & Requirements Annual Report Data Entry Functions in CRS 5.

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CRS 5

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  1. The Fundamentals of the County Reporting System 5 CRS 5 Danielle Hammond R.D., L.D. Extension Assistant Expanded Food and Nutrition Education Program Texas AgriLife Extension Service

  2. Objectives • CRS 5 – Basics • Reports & Requirements • Annual Report • Data Entry • Functions in CRS 5

  3. CRS 5-Data and Process • CRS 5 – County level reporting • Captures the positive impacts of EFNEP on participants based on data entered through EFNEP paperwork • Gives reports and impacts on instruction • Web Based Reporting system: • Beta tester in 2012 • Full release in 2013 • SRS 5 – State level reporting • Captures the total positive impacts of EFNEP on Texas participants • NOT JUST DATA ENTRY but MAKING A DIFFERENCE

  4. Reports and Requirements • Reports • Quarterly (2): June and July • Update on sample ratio, data entry, and other areas of concern discussed in county Mid-Year or End-of-Year review • Mid-Year: April • End-of-Year: September • Extensive review of reports, impacts, data entry and other areas of interest • Monthly Requirements: • State Level: Final CRS 5 backup e-mail from each county • County Level: Prepare local backup on separate disk

  5. Annual Report

  6. Annual Report • Interagency Cooperation Report • Accurate and relevant to previous years and Interagency checklist • Staff • All staff for the FY are included (this includes staff no longer working but did work during the FY reporting) • If a staff member did not work in that year then delete them from the system • Check that staff and volunteers have hours for the year

  7. Annual Report • Youth • All youth evaluated are included in CRS 5 • Percentages on impacts are equal to percentages State Office sent • All leaders are staff no volunteers should be listed as first on the leaders section • Address Verified • Remarks: use this if you have any information that is important for the group; volunteer lead group; evaluated etc.

  8. Annual Report • Adults • Adult Summary Report: Check total number of families, exit reasons (is “other” used), subgroups, completion in program (terminated, active, graduated) and date ranges • Verify addresses: Batch verification • Duplicates: Verify no duplicates in participants • Filter: Verify filters are set up to run reports correctly • Sampled participants: Does the number on filter match the number in nutrition and checklist switchboard • Adult ID Ranges: Make sure all old employees are deleted and new employees are assigned a new “Adult ID Range”

  9. Annual Report • Nutrition Switchboard • Review total number of participants, number of recalls for each participant (1,2,3 or no number given but shows recall entered) • Diet Summary Report: Review number of participants with recalls match the number given in reports • Ensure all data is available (no red flags) • Checklist Switchboard • View Question Sets: Make sure correct question set is being used for FY (HFHF with 4 questions) • Review total number of participants, number of surveys for each participant (1, 2, 3) • Summary Report: Review total number of participants listed with surveys and match the number given in the report • Additional Questions: Review that no old questions still remain for FY and no other red flags (specifically for impacts)

  10. Data Entry

  11. Data Entry • Adult Forms: • Enrollment & Exit • Food Recall: Report exactly what is on the recall, no guessing • Survey: Remember to include the 4 additional questions. • Information provided on all forms are transferred into CRS 5 accurately and without bias • Youth Forms: • Information provided is accurate and transferred to CRS 5 • NEW! EFNEP 2818: Now includes a part for number of lessons taught by volunteer. Available on EFNEP resources web page

  12. Food Recall - Scenario 1

  13. Food Recall - Scenario 2

  14. Dates • FY for data entry(October 1st – August 31st) • Why do we end on August 31st: Data entry for the FY up to August 31st is for preparing for End-of-Year report • Anyone enrolled from August 31st through September 30th will go on the next FY • When putting someone on the next fiscal year you will need to adjust their dates to fit into the October 1st range • E.g. Entry Date: September 15th ; Exit Date: October 31st • Adjusted date: Entry Date: October 1st; Exit Date: November 10th • If the adjusted date falls on a weekend then adjust for the closest date for a weekday

  15. Functions in CRS 5

  16. CRS 5 • CRS 5 • Operating System Requirements • Windows 2000 or XP Pro • CRS 5 is not compatible with Windows Vista • Can run on Windows 7 but will need to setup a virtual XP Mode (contact the State Office before installing) • Updated Version • Version: 5.03 01/31/2007

  17. Basic Command Functions

  18. Main Switchboards

  19. Adult • Batch Address Verification • Function allows updated information for district and county reports • Adult Summary • Program Status: All or Graduates • Unit , Paraprofessional, or Zip code • PP of Families • Function allows reviewer to filter information based on several areas of focus

  20. Youth • Youth Group Summary Report • Review information and impacts for youth groups • Youth Delivery Mode • Summary of youth in areas of instruction • Youth Groups Review • Leaders • Assigned ID numbers

  21. Nutrition & Behavior Checklist • Diet Summary • Function allows for review of entered 24 Hour Food Recall • Summary Report • Function allows for review of entered EFNEP Survey information. • Diagnostic Report • Function allows for review of participant changes or areas for improvement based on survey response

  22. Diet Recall Reports • Graphs – Food Group Improvements

  23. Checklist Reports • Graphs – Improved Practices

  24. Subgroups, Filters, & Defaults • Subgroups • Defines various components or areas of focus per EFNEP program • Consists of Federal (F), State (S), and County (C) subgroup categories • Filters • Define areas of interest; used in conjunction with reviewing county reports • Defaults • Shortcut used for various needs; can include PP profiles with areas serviced and subgroups

  25. Benefits of Filters • Makes looking for information down the road easier. • If your County Agents looks at specific information (District information, specific groups, possible graduates, etc.) filters can help down the road to see the information quickly • However, you must have a subgroup first to filter the information • Filtering out information • Not able to filter by survey or recalls • Can filter by demographics, subgroups, public assistance • Demographics: Any information supplied on the Enrollment and Exit forms • Subgroups: Typically you will use the B and C columns more

  26. System Administration & Reports • DataDB • Switches between databases • System Configuration • Specific to EFNEP unit • Security Function • User information; passwords and new users • Start New Reporting Period • Interagency Report • Dependent upon EFNEP Program

  27. Questions?

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