1. MCP: Online Data Collection: Understanding the Quarterly Report
Intro self
Julie Hocker

2. Overview Purpose Reporting Period Basics to Logging in and Navigating
Content
Next Steps
Questions and Assistance
Quick review of what to expect of this presentation

3. Purpose Mandatory Report – in grant announcement The MCP Story
Data is used to tell the story of the program
Fairly new program
Much interested in program’s progress
Respond to Congressional inquiries
Data Analysis
Used to tell the story and the program’s many accomplishments
Identify program and individual grantee needs for training and technical assistance
Report progress of program and set goals
Part of planning for the program’s future
IMPORTANCE OF REPORTING CORRECTLY

4. The Reporting Period September 30 – September 29 Quarterly Reports
30 Days to Submit
Reports are submitted online through the Online Data Collection System (OLDC)
This is a secure website that requires Internet Explorer and pop-up blockers to be turned off
Step-by-step instructions are available as handouts and on the CD-ROM
Form to have a username created is on the CD-ROM and sent to Julie
Based on the Federal Fiscal Year – October 1-September 30
Reports are four times per year
One month after each quarter to report (give example)

5. Complete Form Email to Julie Hocker Request a Username
Form is in the userguide “OLDC Materials” – as a handout in room

6. Usernames and Passwords
Usernames and Temporary Passwords are System-Generated
New Password Required
9 characters
One capital letter
One number

7. IMPORTANT
Check this setting before beginning

8. https://extranet.acf.hhs.gov/ssi
Accessing the Site
No “www”
Bookmark this page!
Secured Sign-in
Don’t miss the “S”

9. Logging In

10. Enter OLDC
Select “OLDC” by clicking once.
A new window will appear

11. Menu – OLDC Home
Select “Report Form Entry”

12. Navigation
Use this bar to navigate. Do not use the “back” button within Internet Explorer

13. Grantee Selection
Select Mentoring Children of Prisoners, Then your Grant Name and then the report completing.
RQI is not until next summer. Select “Program Performance”

14. Report Selection
Select reporting period and then action. Then hit enter once

15. Report Form
Complete the report. Save if you do not do it in one sitting.

16. The Report Form Click blue underlined text for form instructions
Enter data in open fields

17. Submitting the Report
Be sure to validate and submit the report

18. Submitting Report Forms
Save
Form going forward to ACF
Validate
Review of the process
Submit
“unsubmit” to edit

19. General Terms Children – of prisoners in your program
Mentor – compassionate adult
Past Quarter –period being reported on
Throughout the instrument – frequently used terms
go through terms

20. Creating the Match Original pairing Existing matches
Grandfather in if organization is new to the program
Each grant leads to new match
Match: One child and one adult who together have never been matched
Operating multiple grants simultaneously: match can count for more than one
Grant ends, new one starts: match transfers to new grant, match now counted under new grant
Match reaches 1yr, 2yr – count as “sustaining” in question 1b

21. Sustaining the Match Every 12 months Grandfather time in
Sustaining is important to the mission of the program
Matches should be created under the commitment of the mentor for at least one year
Do not reset the clock on a match if it is now being supported under a new grant

22. B. Start the “MCP” clock
Think of the clocks as beginning when each child’s first MCP program clock began

23. What Children Count in 1a?
Never had a Federal MCP Grant Before:
ALL MCP matches
Specify grant requirements and starting the clock over

24. What Children Count in 1a?
Back again! Starting another MCP Grant:
ALL MCP matches
Grandfather matches in by:
Get mentor to sign new agreement for balance of the year
Update training, files and bring them under new grant

25. What Children Count in 1b?36 12
Every 12 months a match is counted under 1b as an “anniversary match”
Remember: an MCP clock starts only once for a child – never restart a clock but think of it as a special Federal clock that starts the first day of the match under Federal time 48 24

26. All Active Matches New Matches Continuing Matches Ceasing Matches
Ceasing + Starting New = 2 Matches
In addition to noting new matches and matches who surpass yearly marks
important to note total caseload
This includes:
above
Ceasing: it is possible a child may have been in 2 active matches in 1 quarter if one ends and a new match with a new mentor begins within the same quarter

27. Active Mentors Mentors currently Mentoring Mentors with a single Child
Mentors can have more than one child they are mentoring
They can not mentor children together
Must be one-on-one
Group activities are okay but there has to be one hr at least once a week
Mentors with multiple Children

28. The Waiting List Not inclusive within the quarter
Count waitlist from initial date
“First time”
= new child
Wait list is for children waiting to be matched after initial intake
There is a separate list for rematches
Wait list times can exceed 90 days – do not resume the time count each quarter

29. Child goes on rematch wait list
Trying again…
Child goes on rematch wait list
One match ends
When a match ends, if child and caregiver wish to have a new match made
child goes on a rematch waiting list (not “initial wait list”)
new match is created – “new match”
clock starts over – even though the child is continuing in the program, because he/she has a new mentor all clocks for that child start over
Child is matched with new mentor

30. Ceased Ahead of Schedule
Termination before 12 month mark
Multiple or Unknown Initiation = “other”
Again, focusing on sustaining matches
But ceasing ahead of schedule does occur 
One of the program’s priorities is to continue to lower the percentage of matches that cease ahead of schedule; this is monitored by the program office

31. Frequency Only active matches 0 – 12 12 – 24 25 + unknown
Matches should meet at least one hour each week
Frequency should reflect matches that were active at the end of the quarter

32. Longevity All active matches grouped by longevity Ceased Matches
Continuing Matches
Keeping matches going is very important – short term matches can have a negative effect on children
All matches active at the end of the quarter are grouped by how long they’ve existed

33. Mentor hours Mentor matches
Group Activities
Mentor hours
Mentor matches
Group activities are okay and a good way to provide services to child on both waiting lists and in active matches
Group activity hours can not count towards total hours with mentor
Children not in matches who participate in group activities can not be counted to be in a match, even if group activities have mentor-like interactions
Questions about funding group activities should be directed to project officers

34. Training, Support, and Administration
Pre-match training
Post-match training
Staff follow-up
Check-ins and Support
Training the mentor and supporting the match is part of administering the program
This can include:
General mentoring training
Supporting a sustaining match
Addressing issues within a match that are obstacles
Providing support to mentors
FY06:
Average pre-training hours: 6.4 hours/mentor
Average post-match training hours: 4.7 hours/mentor

35. Demographics Children Mentors – Gender
Average Age
Age groups
Gender
Mentors – Gender
Match - Cross-Gender and Cross-Race
Demographics help tell the story of the program

36. Next Steps Complete username request form and email to Julie Hocker
Login and set password
Collect data regularly
Submit data on time
each quarter
Complete the form and it
If you have had an existing grant in the past and have a username, to request your new grant is added to your username
Collect data from each match and keep good records
Always submit your data on time
Program office eager to analyze data
Data is used to support grantees and T/TA
Drives to program’s overall mission
Provides much-requested updates on the program’s progress
The program has many deadlines to meet so your data is important!

37. Relationship Quality Survey
Administered July 1 – October 31 of each year
Training at April, 2010 National Grantee Conference

38. Questions and Assistance
Application Support
Need help?
Passwords
Difficulties logging in
“Buttons” don’t work

39. Questions and Assistance
Content Assistance, Usernames
Telisa Burt
Usernames
Not sure what the question is asking