Presentation on theme: "Data Collection System"— Presentation transcript:
1 Data Collection System WorkAbility 1Data Collection SystemMarch 2009
2 This guide to the WorkAbility I Data Collection System was created by the Technology & Education Committee in cooperation with the Sacramento County Office of Education staff who maintain the database and website.The Data Collection System is continuously being updated and improved. As new releases of the website are completed the guide will be up-dated to include those changes.If you experience problems not addressed in this guide, contact one of your TEC Representatives who are listed on the Home page of your website.
3 Page Links CDE Reporting Home Ed Code Requirement Student Records Student BasicsSchool / AgenciesArray of ServicesPlacementsStudent Follow-UpBusiness RecordsProject ReportsDownload DataExcel InstructionsData SnapshotPrototype ReportsCDE ReportingEd Code RequirementEOYReport and Renewal ApplicationEstimated BudgetStatement of AssurancesSubmit Baseline DataSubmit Follow-Up DataWorkAbility I ProfileSubmitting Reports to CDESite ManagementCustomize Follow-UpManage User AccountsProject InformationDirectoryFind/PrintUpdateLinks will take you to the slide that you need. Click on to return to this page.
4 Home Home Business Records Project Reports CDE Reporting Directory Site ManagementStudent RecordsHome
13 Student Records Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent RecordsStudent Records
14 Student Records TabSelectStudent Recordson themain menu bar
15 Student Records TabOn the first page of Student Records is a list of all students in the project database.To view a student’s record click on a student’s Baseline or Follow-Up year link in the list of students.
16 Student Records Tab Student Basics This will take you to that student’s Baseline and Follow Along information.Information can now be viewed, added or changed in any of the Baseline selections.Remember to Save desired changes in each section.
17 Student Records Tab Student Basics Quick Check This information is gathered from different areas within the student’s Baseline information.Yes or No is triggered by the following sections:Enrolled is gathered from the Schools/Agencies section and requires the school to be entered.Served is gathered from the Array of Services section and dates must be entered in all appropriate boxes.Placement is gathered from the Placements section.
18 Student Records Tab Student Basics Student History Click year link to view the student’s Baseline and Follow Along information from the previous year(s).
19 Student Records Tab Student Basics Exited last year? but not exited in the database? Click thePost-date link.This allows you to delete this year's record and enter an exit date for last year.Did you say DELETE ? The only time you should delete a record is if that record should not have been created. Example: The student exited last year, so this years record should not have been created. Remember: DELETE = GONE In most cases you will use: ‘Inactivate’; ‘Archive’; ‘Not Currently Active’
20 Student Records Tab Student Basics To search for a student in your project:Enter the First or Last Name and/or SSID of the student.The search can be filtered by selecting additional criteria.Then click the SEARCH button.
21 Student Records Tab Student Basics To search for a student in any project:Enter the First or Last Name and/or SSID of the student.Set the criteria as ALL in each of the different boxes.Then click the SEARCH button.
22 Student Records Tab Student Basics Student records matching your search criteria will be listed on the Search Results page.Click on the Baseline or Follow-Up year link to open the record.
23 Student Records Tab Student Basics If your search turns out to be a student that is currently enrolled with another WA1 Project, and has NOT been exited from that project, you will get this message.Miguel RosasThe message gives you the contact information for the other site. The other site must exit the student in order for you to transfer the student.
24 Student Records Tab Student Basics If the student has been exited from another WAI Project, they are available to be transferred to your project.To transfer a student that has been exited, click onto the year link on the search results screen, then click the Transfer link on the next screen.
25 Student Records Tab Student Basics This screen will appear once the student has been successfully transferred.The student’s baseline record is added to the database, and you will have the student’s history in your system.NOTE: The History highlight shows from which WA1 Project(s) a student has been exited.
26 Student Records Tab Student Basics If there are no records matching your search criteria in the database, a record can be added by clicking on add a new student link.
27 Student Records Tab Student Basics Enter the student’s information in the New Student form and click theSave button.Complete the rest of the student demographics and click Save.
28 Student Records Tab Student Basics Fields required for the End-of-Year data to be successfully submitted in June are:Student First NameStudent Last NameSSIDBirth DateGenderGrade LevelDisabilityEthnicity
29 Student Records Tab Student Basics When the Student Basics information has been successfully entered, the remaining Baseline and Follow Along information can be entered.Select one of the other sections shown across the top of the page to add additional data.
30 Student Records Tab Schools/Agencies Under School/Agencies - If a School, Teacher, or Case Carrier is not listed on the drop down menu, click Not listed? to enter the information.Jon Smith
31 Student Records Tab Schools/Agencies Field required in the End-of-Year data for a student to be counted as enrolled and submitted:School of AttendanceJon Smith
32 Student Records Tab Schools/Agencies A Case Carrier is the case carrier for a support agency.To enter Case Carrier information, you will need at least:First nameLast namePhoneSupport AgencyNOTE: Once saved, a case carriercannot be edited or removed from the list.
33 Student Records Tab Array of Services Under Array of Services - enter a single date in the box under the appropriate column for each service provided:not a range of datesnot just a yearan actual datesuch as 01/10/09.This date may be the first date a service was provided.
34 Student Records Tab Array of Services To be counted as served a record must have a date entered under:Career Vocational AssessmentsCareer Counseling & Guidanceand one under each:Connecting ActivitiesWork-Based ComponentAt least, one service must be provided by the WorkAbility I project.
35 Student Records Tab Array of Services If a student is being served by a Middle School grant indicate this by checking the box on the Student Basics page, a different Array of Services will be shown for that student.To be counted as served a record must have a date entered under:Career Vocational AssessmentsCareer Counseling & Guidanceand one under each:Connecting ActivitiesWork-Based ComponentAt least, one service must be provided by the WorkAbility I project.
36 Student Records Tab Array of Services Refer to the Quick Check on the Student Basics page to verify that the student has met the requirements to be considered served and the dates have been entered correctly.NOTE - A record will be considered complete (for submission to CDE) if no dates have been entered on the Array of Services page; however, the student will not be considered served.
37 Student Records Tab Placements Under Placements – Only one placement can be active at a time.Archiving a placement moves the information into the student’s placement history and allows you to enter information for a new placement.Once a placement is archived it cannot be changed.
38 Student Records Tab Placements If the placement is a direct hire (Employer paid),Leave all boxes unchecked.
39 Student Records Tab Placements Fields required for the End-of-Year data to be successfully submitted in June.Start DateBusiness NameWage Per HourHours Per WeekCareer Cluster ID
40 Student Records Tab Case Notes Under Case Notes – Once saved, a case note cannot be edited or removed.
41 to see to a list of all Follow-Up records Student Records TabStudent Follow-UpTo access StudentFollow-Up recordsSelectStudent Recordson themain menu barto see to a list of all Follow-Up recordsorclick on See Full List on the Home Page to see a follow-ups not reachedSee Full List …
42 Student Records Tab Student Follow-Up Student records that require follow-ups are indicated in the student records list by the year.Click on the year link to access the follow-up record.
43 Student Records Tab Student Follow-Up On the Follow-Up screen, you may enter contact information.Click year link to read the results of previous year’s Follow-Up survey’s if available.
44 Student Records Tab Student Follow-Up Select Follow-Up Survey - Thomas RochaSelect Follow-Up Survey -Enter the follow-up survey information on this screen.If the student is not reached after 3 attempts to contact, they will be classified as unreachable.If you do not have valid contact information, you may exclude the student from future follow-ups by checking the box and entering a reason.
45 Student Records Tab Student Follow-up When Yes is selected for Employed? more boxes appear.Employer’s in the drop down list come from the list in Business Records.If a business is not listed on the drop down list, click Not Listed? and type the business name on the new line.
46 Business Records Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent RecordsBusiness Records
47 Business Records TabSelectBusiness Recordson the main menu bar
48 Business Records TabOne way to find and view or edit a business record is to click on a business name in the list of businesses below the search form on the Business Records page.
49 Business Records TabAnother way to find a business’s record is to search for the business by name or other criteria.Enter your search criteria in the business records search form, and click the SEARCH button.Remember before adding a new business record, search first to be sure it is not already in the database.
50 Business Records Business Records Tab If there are no matching businesses in the database, click the add a new business link.
51 Business Records Tab Enter the business information. Use the CTRL key to select more than one career cluster.Fields required are:Business NameCareer ClusterCategoryPlacementsStatusNOTE: Avoid removing a record from the database. Instead, change the “Status” from “Active” to “Not Currently Active”.
52 Business Records Tab Under category choose Employer if the business: employs our studentsorserves as a work siteSelect Employer for the business name to appear in the dropdown list on the Placement page.Don’t forget to Save.
53 Business Records TabWhat is the difference between a Business Partner and an Employer?The Employer employs our students or acts as a site for subsidized employment trainingA Business Partner does not employ our students, but instead may serve in other ways such as giving tours, providing job shadows or presenting to classesIf a Business is both a Business Partner and an Employer, it is recommended that Employer be marked.
54 Project Reports Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent RecordsProject Reports
55 Project Reports Tab Download Data Select Download Data under on themain menu bar
56 Project Reports Tab Download Data Click on a link and download data reports.Requests made in the past week can be downloaded from the blue box at the bottom of this screen.NOTE: This data will only be as current as the date and time of the request.
57 Working in Microsoft Excel After generating a report, it can be saved to the desktop or imported into another application.To save in Excel, go to:File / Save AsSelect folder from ‘Save in’ drop down menuCreate a ‘File name’Change ‘Save as Type’ to the application you want e.g. Microsoft Excel WorksheetClick the ‘Save’ button
58 Working in Microsoft Excel If saved in Excel you can:LOCK HEADERHighlight row 2Select ‘Window’on the tool barSelect ‘Freeze Panes’NOTE: Field data indicated in scientific notation or in ##### means that column width needs to be increased.
59 Working in Microsoft Excel ‘SORT’ DATAClick in the upper left hand cornerbox of your spreadsheetSelect ‘Data’ on the tool barSelect ‘Sort’By sorting data, you are simply rearranging your data in a certain order according to kind, class, etc.
60 Working in Microsoft Excel A ‘Sort’ window will appearYou can now select up to three ‘Sort by’ options‘Header row’ needs to be marked under ‘My data range has’.
61 Working in Microsoft Excel Example of ‘Sort’ results if you chose:Sort by ‘grade Level’ Your spreadsheet now lists students by gradeThen by ‘school Name’Your spreadsheet now also lists schools together by name
62 Working in Microsoft Excel ‘FILTER’ DATAClick in the upper left hand corner box of your spreadsheetSelect ‘Data’ on the tool barSelect ‘Filter’Select AutoFilterBy filtering data, you are simply removing from view the data in a certain order according to kind, class, etc.
63 Working in Microsoft Excel Click on the down arrow to select filtere.g. If in the ‘grade level’ column the user selected ‘9’ (for 9th grade), your spreadsheet will filter and only show students in the 9th grade
64 Working in Microsoft Excel The columns you have filtered will be denoted by a blue down arrow.Rows that have been minimized (out of view), because of your filter request, are denoted by a thicker line and missing row numbers.
65 Project Reports Tab Data Snapshot Select Data Snapshot under on themain menu bar
66 Project Reports Tab Data Snapshot View an up-to-the-minute snapshot of the current year’s data.The first table has counts and percentages for all students entered.The second table breaks down the student counts by age, grade level, ethnicity and disability.
67 New Site Data Reports (Prototype) Test Site Data Reports (Prototype)New Site Data Reports (Prototype)TEST SITE ADDRESS
68 Test Site Data Reports (Prototype) You are hereYou are here: Home > Project Reports > Run a ReportTo get to this page click here.
69 Test Site Data Reports (Prototype) Click on any of these Radio Buttons to start to build your report.
70 Test Site Data Reports (Prototype) An ExampleThis is added when you choose Baseline.
72 Test Site Data Reports (Prototype) Choose one of the options.
73 Test Site Data Reports (Prototype) After choosing one option in #5, an additional box will be generated.
74 Test Site Data Reports (Prototype) Choose a field by which to group data.
75 Test Site Data Reports (Prototype) You can click on any of these to add columns.Add a subgroup.
76 Test Site Data Reports (Prototype) You can only choose one radio button.
77 Test Site Data Reports (Prototype) You can SAVE a report and use it as a FAVORITE.
78 You will Need Adobe Reader to Run the Report! Test Site Data Reports (Prototype)Report Generated in AdobeYou will Need Adobe Reader to Run the Report!
79 Test Site Data Reports (Prototype) Go to the Test Site and Play Around with it – You won’t hurt Anything!
80 CDE Reporting Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent RecordsCDE Reporting
81 CDE Reporting Tab Select CDE Reporting Available on-line reports HomeBusiness RecordsProject ReportsCDE ReportingDirectorySite ManagementStudent RecordsSelectCDE Reportingon themain menu barAvailable on-line reportsBudget AmendmentEducation Code RequirementEnd-of-Year Report and Renewal ApplicationEstimated BudgetFinal BudgetStatement of AssurancesSubmit Baseline DataSubmit Follow-Up DataWorkAbility 1 Profile
82 CDE Reporting Tab Ed Code Requirement Select Ed Code Requirement under on the main menu bar
83 Ed Code Requirement Report CDE Reporting TabEd Code RequirementEd Code Requirement ReportThe WAI End-of-Year package requires sites to complete a report covering Section of the California Education Code.This section of Ed Code states that:WorkAbility I project applications shall include, but are not limited to, the following elements:
85 CDE Reporting Tab Ed Code Requirement It is recommended to type the text in MS Word and spell check. There is no spell checker in the databaseText can be no more than words per boxCopy the text for each boxPaste the text into the appropriate box on the Ed Code Requirement pageRemember to click Save after each box is filled to prevent data loose when the database timing out
86 CDE Reporting Tab Ed Code Requirement When complete, reviewed, and ready to go click the Ready for CDE button located at the bottom of the reportIf you are unclear on what to write for text in each area, contact your mentor for assistanceContent for this report is not the responsibility of the technology committee
87 EOY Report/Renewal under CDE Reporting TabEOY Report/RenewalSelectEOY Report/Renewal underCDE Reportingon the main menu barBe sure to enter a summer contact phone number for the project contact person in case FMTA has questions.Complete all of the information on all three (3) pages for this report.NOTE: Definitions page can be helpful in understanding WorkAbility terms.
88 CDE Reporting Tab EOY Report/Renewal Page 1 To remove a School Name clear the Name, County and # of Eligible Students then click the Save buttonTo add a school, click on the Add another school served link.DO NOT add a school by typing over another school’s information!DO NOT manually move schools from one line number to another. The database will automatically alphabetize your schools.
89 CDE Reporting Tab EOY Report/Renewal Page 1 Number of Schools listed should equal the total of all LEA categoriesLeave no category boxes empty. Enter ‘0’ in all LEA boxes that do not apply to your program.When you are done, click Save & Go To Next Screen button.
90 CDE Reporting Tab EOY Report/Renewal Page 2 Click the appropriate response on all of the Assurances and AgreementsThere must be a response on all lines except for the last oneClick Save & Go To Next Screen when finished
91 CDE Reporting Tab EOY Report/Renewal Page 3 Indicate if you are requesting an increase or decrease to your proposed served numbers for the next program yearA text box will appear only if you need to provide justification information for not meeting required numbers or percentagesIf any number of On-Campus placements are reflected in your report, a valid explanation must be submitted.
92 CDE Reporting Tab EOY Report/Renewal Page 3 SUBMIT BASELINE DATA box will only show on the Project Contact’s loginDo Not select YES! until:All student data has been entered and checkedStudents who are graduating, or are leavers, have been exitedNOTE: If the student does not graduate/leave, you will be able to retrieve their baseline information next year with a push of a button.
93 CDE Reporting Tab EOY Report/Renewal Page 3 Once you mark ‘YES!’ And submit,You will NOT be able to change your Student Baseline and Follow Along dataSome information on your Home page may change e.g. Not Served’ may show ‘0’ ‘Employer with Current Placements’ may show ‘n/a’Placement data for the current year ends 6/30New Placement data will need to be entered for next year, which begins 07/01
94 CDE Reporting Tab Estimated Budget Select Estimated Budget under on themain menu barYour Project Name (###-##-##)# # #-# #Your Project’s NameYour Project’s AddressYour CityZip CodeCounty(xxx) xxx-xxxxInstructionsDetailed instructions in pdf formatThe years may be different but the content is correctRead themSpiffyDollarsTitle
95 CDE Reporting Tab Estimated Budget Page 1 Enter the needed information in each boxClick Save & Go To Next Screen when finished with this screen# # #-# #Your Project’s NameYour Project’s AddressYour CityZip CodeCounty(xxx) xxx-xxxx
96 CDE Reporting Tab Estimated Budget Page 2 Enter the total amount for each account categoryEnter the Indirect Cost percent for your LEA (the dollar amount will automatically be calculated)The Total ESTIMATED Budget amount must be the same as the ESTIMATED Amount at the top of the page
97 CDE Reporting Tab Estimated Budget Page 2 District negotiated indirect costs for each year can be found at:
98 Printed - it looks like this. CDE Reporting TabEstimated BudgetPage 3Enter a description for each line item listed. Be sure to refer to the instruction page for examplesSeparate High School and Middle School expensesIt is suggested that you enter a “/” at end of each line because:You type it neatly.Printed - it looks like this.Remember to Save each time you work on the document.
99 CDE Reporting Tab Estimated Budget Page 3 Click that the report is Ready for CDEPrint the reportGet it signed and datedMail it to your FMTA or NPS Manager at CDE
100 Statement of Assurances CDE Reporting TabStatement of AssurancesSelect Statement of Assurances under CDE Reporting on the main menu bar
101 Statement of Assurances CDE Reporting TabStatement of AssurancesEnter the grantee name and addressThe Project Contact may only be changed from the Project Information screenThe Superintendent/Authorized Representative information at the bottom of the page is transferred from, and can be edited on, the Project Information screen
102 Statement of Assurances CDE Reporting TabStatement of AssurancesClick that the report is Ready for CDEPrint the reportGet it signed and datedMail it to your FMTA or NPS Manager at CDERemember only those who have access privileges can see and click the Ready for CDE button
103 Select Submit Baseline Data under CDE Reporting on the main menu bar CDE Reporting TabSubmit Baseline DataSelect Submit Baseline Data under CDE Reporting on the main menu bar
104 This screen will show baseline records that are incomplete. CDE Reporting TabSubmit Baseline DataThis screen will show baseline records that are incomplete.Click on a student’s name to go to the Baseline record to complete missing information.
105 CDE Reporting Tab Submit Baseline Data All baseline records must be completebefore the data can be submitted to CDE.To be considered complete, a baseline record must meet the following conditions:‘Student Basics’ screen -There should be no blank fields‘School/Agencies’ screen -School of attendance must be enteredExit date and Exit Reason must be complete for program leavers‘Placement’ screen -If there is a placement, all but the supervisor name, phone and SSN information must be completeIf the placement ended, the date ended and reason ended must be complete
106 CDE Reporting Tab Submit Baseline Data Once the necessary information is has been entered, return to this screen to confirm that baseline data is complete, accurate and ready for CDE.If so,click on theReady for CDE button.
107 CDE Reporting Tab Submit Follow-Up Data CDE Reporting Tab Budget AmendmentEd Code RequirementEOY Report / RenewalEstimated BudgetFinal BudgetStatement of AssurancesSubmit Baseline DataSubmit Follow-Up DataWorkAbility 1 ProfileNo names will appear to the left if you have filled in all of the required fields in follow-up.SelectSubmitFollow-Up Dataunder CDE Reportingon themain menu barOnce the necessary information has been entered, return to this screen to confirm that follow-up data is complete, accurate and ready for CDE, then click the Ready for CDE button.
108 Select WorkAbility I Profile CDE Reporting TabWorkAbility I ProfileSelect WorkAbility I Profileunder CDE Reportingon themain menu bar
109 CDE Reporting Tab WorkAbility I Profile This document needs to be kept up-to-date with current contact information.Beginning July 1, 2009 –When logging on to the web site for the first time each fiscal year, the Project Contact will be required to attest that all information is correct and up-to-date.
110 CDE Reporting Tab Submitting Reports Select CDE Reporting on the main menu barto see a complete list of reports and their status.
111 CDE Reporting Tab Submitting Reports When a report has been marked ‘Ready for CDE’, it will be indicated in the status column.Ready for CDEOnce a report is marked ‘Ready for CDE’, the Submit to CDE button will be visible and active only to the Project Contact.In the case of the EOY Package, each sub-report must be ‘Ready for CDE’ before the submit button will be active.
112 CDE Reporting Tab Submitting Reports After clicking the Submit to CDE button:The page will show that the reports were submitted to CDE and later will show when ‘Accepted by CDE’Nothing is actually sent to CDE unless you click the Submit to CDE buttonNOTE: Reports marked with an asterisk must be submitted both electronically and ‘printed, signed and mailed.’
113 Site Management Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent RecordsSite Management
114 Site Management Tab Customize Follow-Up Select Customize Follow-Up underSite Managementon themain menu bar
115 Site Management Tab Customize Follow-Up TWO YEARS is the minimum amount that each project must follow up with participants.You may select up to a five year follow-up for your project.To add project-specific follow-up survey questions, click on the add a question link.
116 Site Management Tab Manage User Accounts Select Manage User Accounts underSite Managementon themain menu bar
117 Site Management Tab Manage User Accounts Depending on your access privileges, you can view, add, or change settings for people with online access to your WAI project data.To add a user, click on the add a new user account link.
118 Site Management Tab Manage User Accounts Use this form to create a new User Account.Scroll down to see the entire form.Some items are already filled out andyou are not authorized to change them.
119 Site Management Tab Manage User Accounts Check which type of access, if any, this person should have to each area of the WAI Online Data Collection System.When done, click the Save button.
120 Site Management Tab Manage User Accounts To view or change an existing user’s information,click on the user’s name on the Manage User Accounts page.
121 Site Management Tab Manage User Accounts The selected user’s account information is displayed in the User Account form.Add or modify the information and then click the Save button at the bottom of the form.NOTE: Avoid deleting an account and its history; instead, change the account status to ‘Closed’ at the top of the form.
122 What actually happens if you click - Site Management TabManage User AccountsWhat actually happens if you click -DELETEThe record will be deleted foreverOnce information is deleted from the online database it is GONEClicking the browser’s BACK button will not retrieve the dataIf the person is no longer with your site, don’t delete them, instead change their account status to ‘Closed’
123 Project Information under Site Management TabProject InformationSelectProject Information underSite Managementon themain menu bar
124 Site Management Tab Project Information From here, project information can be viewed, added, or changed.NOTE: In Project Type field - only one option can be marked.Scroll down to see the entire form.Some items are already filled out, and you are not authorized to change them.
125 Site Management Tab Project Information To remove a School Name, clear the Name, County and # of Eligible Students and click the Save button.To add a school, click on the Add another school served link.DO NOT add a school by typing over another school’s information!DO NOT manually move schools from one line number to another. The database will automatically alphabetize the schools.
126 Site Management Tab Project Information At the bottom of the Project Information form, you can create Custom Fields for your Student Baseline and Follow Along records.These Custom Fields will be displayed in the Other section of Student Records: Baseline and Follow Along.
127 Directory Home Business Records Project Reports CDE Reporting Site ManagementStudent RecordsDirectory
128 Directory Tab Find / Print Select Find / Print under Directory on the main menu bar
129 Directory Tab Find / Print Search by the categories listed, or click SEARCH to find all directory records.After clicking one of the categories, additional search criteria will appear to help narrow your search.
130 Directory Tab Update Select Update under Directory on the main menu bar
131 Directory TabUpdateFrom here people that are listed in the WAI Directory can be viewed.Click on a name to update someone's informationClick the remove link to remove someone from the directoryUse the pull down menu to add someoneParker, SydneyPerfect USDNOTE: Removing someone from the WorkAbility I Directory will not affect their access to the system.
132 Forms must be submitted electronically DON’T FORGETEnd-of-Year Due DateJune 15thForms must be submitted electronicallyA signed hard copy of designated forms must be mailed to CDE to the attention of your FMTA or NPS ManagerANDAs each section is completed, be sure to follow the instructions that are provided on each pageScroll down to see an entire formClick the Save button at the bottom of every page before continuing
133 REMEMBERSecurity Feature - If there is no activity for a given period of time, you login will be closed and you will have to log back on when you begin working again.Access – You can only work in those areas which you have been given access rights to. If you can not see it or can not change it, contact your Project Contact about your access rights.