Welcome to Cityspan

Today’s Goals 1.Educate you on the Chicago OST Project, which is the Wallace funded initiative to improve the quality of out-of school-time programs in 5 cities across the United States. 2.Provide you with information about The Department of Children & Youth Services centralized participant tracking system, known as Cityspan: what is it, how can it be used, and how it might be helpful to your agency.

Agenda Chicago OST Project What is Cityspan? Benefits & Capabilities Program Locator Goals of Program Providers Program Data Agency’s Cityspan Role Customizations Chicago Partners User Feedback Live Demo Your Goals and Cityspan Technical Support

Chicago OST Project An information technology system that can be shared across all OST partners and providers. A communications plan to target and reach teens. A systemic way to develop and disseminate innovation through best practices across all program providers. A consistent way to measure and ensure OST program quality. Strategies for long-term financial funding, leading to a sustainable out-of-school time programming and infrastructure system.

What is Cityspan? A centralized web-based participant tracking system used by any program service provider to automate program documentation and report to Funders

Benefits & Capabilities An opportunity to network and leverage program ideas, perspectives and resources A consistent way to measure and ensure program quality for all stakeholders: Agencies as well as Local, State and Federal Funders and Policy Makers

Common Goals of Program Providers Report Accurate Data Maintain data at three levels: agency, administrative, and across the City of Chicago Actively Recruit Youth Understand who we serve and what they need Target and recruit youth to our programs Create Sustainability Maintain funding Increase and secure funding Leverage resources to run youth programs Collaborate with partners Meet Program Deliverables Offer relevant programs: OST, Counseling, Homeless, Mentoring, Internships, Job Readiness Training Meet program deliverables based on Work Plan, Grant Deliverables, or Contract Collect and document Youth Program data

Program and Participant Data Agency Location  Contacts  Program  Description Individual and Demographic Information Youth  Adults/Parents  Staff  Volunteers Individual and Demographic Information Youth  Adults/Parents  Staff  Volunteers Services Offered Group Activities  Individual Activities  Events  Referrals Program Work Plan, Service Plan, Contract OST  Counseling  Mentoring  Homeless Services Utilized Attendance  Contacts  Referrals Reports Agency  Admin  Semi-Annual  Custom

Agency’s Cityspan Role Program Locator Funder Agency Staff Participants Group activities Enrollment SET-UP Program Contract PLANDOCUMENT Attendance Individual services Inter-agency referrals

Cityspan Customizations Reports Attendance Program Deliverables Data for potential funder Participants Demographics Intake Forms Eligibility Requirements Programs Funding Types of Services Program Deliverables Business Process Staff credentials Schedules Policies

Chicago Partners PartnerAgency CPS OELO 400 CPS Schools After School All Stars After School Counts Tuition Based Community School Funded Programs 21C Funded Programs CYS 200 CDBG funded agencies Corporate funded agencies (RCCS & YCDCS) Juvenile Support Intervention Center (JISC) Economic Mentoring KidStart- Mayor Daley’s Summer Jobs Program Parks 30 to date, and at least 60 more in 2008 Libraries Data integration with libraries new system ASM 50 Pilot sites for Summer Programs 159 sites by October 1, 2008

User Feedback “I feel confident about the future of Cityspan.” “The training was very helpful to me.” “Cityspan is easy to navigate and I can use it from anywhere.”

Live Cityspan Demonstration Work Plan/Contracts/Service Plan Youth Participants Group Activities Individual Activities Referrals Reporting

How Could Cityspan Help You… Meet Your Goals? How Could Cityspan Help You… Meet Your Goals?  Automate documentation of services provided and utilized  Market/outreach through the Chicago Youth Program Locator  Deliver on program commitments  Report accurate data to funders  Network and leverage program ideas, perspectives and resources  Make quality enhancements… through monitoring, measuring and analyzing program data  Validate continuation of current programs  Demonstrate the need for more or new programs

On-going Technical Support Work Plan/Contracts/Service Plan Training: hands-on activities, user manual and implementation plan Quarterly Cityspan User Group Meetings Semi-Annual Reports workshops and action plan Cityspan Help Desk phone support Technical Assistance visits Issue Tracker/Chat Board

Cityspan in Chicago