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WebNEERS Manual

1. 99 Da A IH B M Page 55 56 Adult Section The Adult Section is used to access edit and view Adult related information Managing Adults is only possible as a Regional User Performing Adult Data Entry into the WebNEERS System It is essential that all information gathered from participants and paraprofessionals 1s entered accurately As this 1s the information that generates the reports for submission to the institution and the federal levels the data entry person is key to an accurate comprehensive and quality report Managing Adults Adding New Adult Participants 1 Log into the appropriate WebNEERS system EFNEP or SNAP Ed Note Remember EFNEP and SNAP Ed data are entered at different https pages 2 Select Manage Adults from the WebNEERS Home page 3 Select Add Adult 4 Select the Staff Member from the drop down list Note Remember staff must be entered before adults aid mua or youth groups can be entered If the staff member Staff By Name x needed is not listed select Cancel and return to the WebNEERS Home page enter the desired staff opa m member as a new staff member See section 2 Active im Managing Staff for more information on this topic Custom ID Hint Type the first letter of the staff person s last name in the Staff drop down to quickly locate the record of interest Default l Select One nM 5 Select the Program Status of the adult
2. 45 CEA T CA ONS OT STA Ur ete tasted tense ca an oo esca Lese cien 46 SABES a epu SEU I UN inii aiii uiii 47 ADDING TUETCANDUSTABBEIQURS TO WEB NIA RUSacednetceafo decals henidrerit 47 REPORTS ANO RE ORT IN O cu tee i de latte teller tee ictu dates at iit 51 IRANSEERORESPONSIBIIITIES PAETE aca ce CIS UTETE 54 Section 5 Managing Adults Adding Editing and Reporting 55 PERFORMING ADULT DATA ENTRY INTO THE WEBNEERS YSTEM eerte 56 LAN ACD eacus D ta able Sapete tb etam tss oe bt abt des una itn 56 DER MCEIEGUM ui uL MOD CM ME 69 SEARCH T ONCTION S TOODI N epee cette a t IE Feri d MEI 73 TO GTN DNE EIE De UM Ed 74 REGALE REPORTS FORSE ITI CITE NT EEE tented etu tipt ud aad ey ele feet Ud iet 74 DIPENDE E ES aT ET Tene E ERIE ne See ADU en eve eee AES 75 ZIDDRESS TOERIBICATION E NEP ONE T cies etcetera AE T 78 ADERE ORT ou a T T ariel Ae lsac ha eal tieahacse be isal de 79 Section 6 Managing Youth Adding Editing and Reporting 92 MAN AGE VOUTE GRO OIS IET RE T A e asdecom ta quitte ass detecte de lcu dea a dodi ded 93 n DANSE rdi me E P 103 NOTE GROUP ORIG acc cs sag etek savas ceases as geen MM 106 Section 7 Annual Report and 5 Year Plan ccccccssscscsscscseccsscsceseccesssoes 114 REGION LEVEL ACCESS TO THE ANNUAL UPDATE 5 YBAR PLAN sscxssssesvusssecdesctslosecctlyetesssteotes 115 Section 8 WebNEERS Troubleshooting e
3. Note This can be done by choosing the appropriate field or by entering the number reflecting the corresponding answer in the Response Column Note The K 2 Survey must be scored before it is entered For help see the Scoring and Data Entry Instructions https www2 ag purdue edu programs hhs efnep Pages Resource Evaluation aspx e Enter the value of the responses to the Additional Questions for entry and for exit if appropriate Note Additional checklists if selected will appear directly below the federal questions for entry and below the federal questions for exit f Select Save at the bottom of the screen Note To not save the entry select Cancel 17 Repeat the steps of 15 for each additional youth survey Note The total number of checklists cannot exceed the total number of youth in a group So if there are 10 youth in a group no more than 10 checklists can be added The top right of the Youth Checklist tab cab be used to see how many youth are in the group and how many checklists have been added CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST Checklists Add Checklist Federal Checklist Institute Checklist Manage Youth Identifier Has Exit Date Created Helpful Hint See IRB toolkit for tips on collecting and entering youth data https www2 ag purdue edu programs hhs efnep Resources EFNEP 20IRB 20Coordinat orZo20Toolkit pdf 17 Select the CONTAC
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5. 17 for all food and beverage items to be added Select the X button at the top of the screen or Done at the bottom right after all items have been entered Note Review the list of foods and quantity consumed against the 24 Hour Diet Recall form make any necessary edits Note There are three functions available in the Edit Foods e Edit food items e view food item details and e delete food items For more information review Food Search section below Select Save at the bottom of the screen This will return you to the View Recalls screen for the adult If desired select the Print icon s under the Manage column to generate the diagnostic reports See Reporting section below for additional information ood Search popup A xc I Select Manage Recalls from the WebNEERS Home page under the Adults section Select the Wrench icon Le to enter the recall you wish to view edit Click on the FOODS tab Select the Wrench icon e to edit Meal Types Portion Sizes Number of Portions Select the Exclamation Mark icon to view food item details which include a Food Group Data Per 100 gram weight of food Note This tab presents the food groups represented in the food item Food Code Name 57123000 Cheerios FOOD GROUP DATA NUTRIENTS WEIGHTS AND MEASURES Per 100 gram weight of food Amounts Description a o T oO d unenriched and fortified from the bread cereal rice umber of oz
6. Focus Areas Key Words People Please select which areas this program impact Select any ofthe following key words that apply to Select the people involved in the program impact relates to Select all that apply the program impact Select all that apply story Select all that apply Disease Prevention Staff Diet Quality Paraprofessional Weight Management Physical Activity Professional Personal Growth Confidence Food Resource Management Volunteer Positive Impact on Family Food Safety Coordinator Improved Overall Health Food Security Partner Collaborator Secondary Areas Q Add Keyword Participant Family Interpersonal Adult D Pregnant Teen r T Management Leadership Youth Sectors of Influence Add Person Environmental Settings Add Focus Background Provide a brief narrative description of the circumstances prior to program involvement and the actions activities or project milestones that took place during the program that led to the outcomes impacts Be clear who is telling the story and include quotation marks where appropriate Do not use names or personally identifiable information Include any external factors or assumptions that may have influenced the story 2000 characters or less Outcomes Impacts Provide a brief narrative description of the direct benefits or indirect unintended consequences which occurred as a result of participation in the program As above be clear who is telling the story and include quotation marks where ap
7. Note After submitting the form see below the user will be taken to an intermediate page where the selected staff member report can be viewed b For all staff leave the selection All Staff Note This selection will provide information on all available staff who have data available for this report Note After submitting the form see below the user will be forwarded to an intermediate page where an individual staff member can be selected from the list for review Page 82 5 Select a Program Status a All returns data for all adults b Active Only returns only Active participants c Graduates returns only adults with Program Status Educational Objectives Met d Terminated returns only adult who have exited the program without graduation 6 Select Sort By a By ID Sorts by adult ID in ascending order b By Name Sorts by adult last name in ascending order 7 Select Format a List of Families Provides basic information about the adults b Detail List Provides complete information about the adults c Detail List Remove Name Address and Phone Same as detail list but with personally identifiable information removed Select Submit located at the bottom of the screen 9 Select the Magnifying Glass Preview icon to the right of the staff member on whom the report is to be viewed or printed 10 To print the report select the Print button at the top of the screen Recall List Report T
8. show all adults in the region b Staff shows only the adults for the staff selected Note If this option is selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed 3 Select Question Selection a Core Questions generates the report for the 10 federal questions only b Additional Questions generates the report for any of the additional questions used 4 Select Privacy a make no selection in which case the participant s name will be displayed b select Omit Participant s Name in which case the name will be removed 5 Select Sort By Page 84 a By ID Sorts by adult ID in ascending order b By Name Sorts by adult last name in ascending order Select a Program Status a All returns data for all adults b Active Only returns only Active participants c Graduates returns only adults with Program Status Educational Objectives Met d Terminated returns only adults who have exit the program without graduation Select Submit located at the bottom of the screen Select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed To print the report select the Print button at the top of the screen Adult Summary The Adult Summary Report is available at the Regional and the Institution Level It provides the aggregated demographic data on all adult participants The Proces
9. Definition A club is an organized group of youth led by an adult with a planned program that is carried on throughout all or most of the year Clubs may meet in any location and typically have elected officers and a set of rules approved by the membership to govern the club or for very young groups other developmentally appropriate structures and operating processes This may include organized community clubs during or after school clubs or military clubs Groups of youth meeting for a specific learning experience that involves direct teaching by extension staff or trained volunteers including teachers Program is not part of school curriculum Multiple day meetings for example on college campuses should be reported as short term programs Youth taking part in an Extension planned educational experience of group living in the out of doors Day camping consists of multiple day programs with youth returning home each evening Overnight camping includes being away from home at least one night resident primitive or travel camping Groups of youth receiving a sequence of learning experiences in cooperation with school officials during school hours to support the school curriculum Involves direct teaching by extension staff or trained volunteers including teachers After School educational programs offered to youth outside of school hours usually in a school or other community center The after school program must be supported b
10. It should be modified as needed to indicate whether the adult is nursing at the time of the recall Note this option will not be visible for male participants 7 Indicate if the participant Taking Nutritional Supplements 8 Enter the Amount of money Spent on Food Last Month Note Amount of money spent on food should include money food stamps vouchers etc that adult has discretion over It should not include items such as for example school lunch that is provided at no cost Indicate the Activity Level Note Options are Not provided 30 60 minutes 30 minutes gt 60 minutes Page 69 10 Select the FOODS tab 11 12 13 14 15 16 DIET RECALL DATA TOTALS O Add food Manage Meal Description Select Add Food Note A search box will pop up FOOD SEARCH 9 Common Selections Number of Portions Portions SEARCH SHOW All v ENTRIES Description Additional Description Food Code Weaver mini drums Tyson chicken sticks chicken T Chicken nuggets bites McDonald s Chicken McNuggets 24198740 Cake chocolate devil s food or fudge standard type mix eggs and water added to dry mix NS as Jiffy Washington 53105000 to Icing Yogurt plain nonfat milk 11411300 n Note The Food Search compiles a list of the fifty 50 most commonly selected food items These will pre populate the Food Search pop up if recall data has been entered by any users within that region A user c
11. See Section 2 Log into the appropriate WebNEERS EFNEP or SNAP Ed Select Manage Staff from the WebNEERS Home page 1 2 o 3 Select the Delete icon 4 Select Ok on the pop up screen that indicates Are you sure you want to delete name of person Note lfa pop up message appears in the upper CIT Alert right hand corner of the screen see image right WESS AERA EE erson for a youthgroup adult or other staff the staff or volunteer will need to have the M ER RM IE NE member You must first transfer their assigned adults Or youth groups transferred to responsibilities before you can delete them another staff member prior to the staff or volunteer being deleted See Transfer Responsibilities below Page 50 5 The staff or volunteer will no longer be listed Note It should be noted that staff who have volunteers and or participants adult or youth to whom they are assigned may not be deleted until which time those volunteers and or participants have been transferred to another staff person or a new reporting period has been started with all past volunteers and or participants no longer active in WebNEERS Reports and Reporting Staff Mailing Labels Mailing labels may be prepared for any combination of the three staff classifications For example the user may prepare labels for professionals or for professionals and paraprofessionals combined Mailing labels are available in different formats The print direc
12. Select Delivery 7 Number of Sessions Number of Hours Subgroups kAugust Startup R Boys and Girls kSummer Program Club R Elementary School 11 Select the DEMOGRAPHICS tab CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST Helpful Hint for the Demographics tab The totals for each category except Youth in Other 4 H must be equal or you will receive an error message and you will not be able to save the information until the error 1s corrected Page 97 a C Of Enter the Number of Youth also in 4 H Enter the number of Youth By Gender Enter the number of Youth By Residence Enter the number of Youth By Grade Note When entering youth by grade the Special category should be used for participants in a special educational program due to mental or physical handicaps Participants who are not in a grade due to participating in an alternative educational system or having dropped out of school should be marked as the grade that corresponds to their age Indicate the Total Youth By Race Ethnicity Note When entering Youth by Race Ethnicity the following race codes are used e Alor AN American Indian or Alaska Native e NH or OPI Native Hawaiian or Other Pacific Islander f Click on the Race Subcategories button and enter the number of participants for each race subcategory if necessary Note Race Ethnic Subcategories are not required at the Federal level
13. available staff for the current reporting year 3 Select Submit 4 The report will be displayed on the screen Staff List The Staff List report is useful for quickly viewing both individual and total staff hours and FTEs of Professionals Paraprofessionals or both Page 52 The Process 1 Select Staff List from the WebNEERS Home page under Reports in the staff section 2 Select the Staff Type the user would like to view in the report 3 Select Submit 4 The report will be displayed on the screen Volunteer List The Volunteer List report is useful for quickly viewing both individual and total hours and FTEs for Volunteers The Process l 1 Select Volunteer List from the WebNEERS Home page under Reports in the staff section Choose an option under Staff Selection a Entire Unit This selection will aggregate all volunteers regardless of their staff supervisor b For a Staff member This selection requires the user to select the professional or paraprofessional for whom the user would like to see a list of volunteers Choose an option under Volunteer Selection Note in order for volunteers to show up in this report under Volunteers Who Work with Youth or Volunteers Who Work With Adults a minimum of 1 hour for the appropriate category must be entered Select Submit The report will be displayed on the screen Note If For a Staff Member step 2 above has been selected after selecting Submit n the us
14. 5 3 Note Version numbers change each time the software is updated Recommendations for Accessing WebNEERS Creating bookmark s Once the user has registered in the system the web site should be bookmarked Creating a bookmark should be done according to the process defined by the web browser being used Creating a bookmark will enable staff to easily access WebNEERS for future use Page 30 Section 3 Setup Customizing WebNEERS to Meet Local Needs Customizing the System to Meet Local Needs eene 32 PETATE M PEU PK E 32 Adang Defaults Tor New AdU Srii E ocsenesemesardieenenenie 32 2 I M M 33 JUI OBI TITTEN 34 277 0 P 34 Adding Defaults for New Youth Groups c ceeesssssseeeeeeeseseeeeen nennen eene nnn eee 34 NOVO T H 35 Editing Defaults for New Youth Groups esses eene eene nnne eene nnne nens 35 IU E 36 SUBGROUPS FILTERS 2INDOPDBIIC ASSIS INGE amipiedudieduiiticirudtudecdiqiendi eduidvAc teda eps nindi iieii 36 EDEN rt asc nie et spate opie esate ee cave et a ev nd ot cede ode ee eee 36 D UII CD HME 37 VIEWING HSHDOFOUDS Aerin eiT sin Errn EEEE E EA t 37 IUDICO S oa cecanasscacavecaatvanawnseedvacaueanenaped
15. Kindergarten 2nd and 3rd 5th Josh Phelps Oklahoma State University 9th 12th Justine Hoover Iowa State University Kindergarten 2nd Larissa True PhD Student Michigan State University Literature Review Lillie Monroe Lord University of the District of Columbia Kindergarten 2nd Lois V Sanders University of the Virgin Islands 6th 8th Maria Carmen Lambea Ohio State University 3rd 5th and 6th 8th Marion Halim Lincoln University 6th 8th Melissa Maulding Purdue University 9th 12th Olga Santiago Michigan State University 6th 8th Page 4 Scottie Misner University of Arizona 3rd 5th Shelley Swenson University of Florida 3rd 5th Virginia Zoumenou University of Maryland Eastern Shore Kindergarten 2nd Wendy Wolfe Cornell University 6th 8th Yenory Hern ndez Garbanzo Clemson University 3rd 5th COMMUNITY NUTRITION EDUCATION CNE LOGIC MODEL WORKGROUP Helen Chipman USDA NIFA Chair Jamie Dollahite Cornell University Jeff Olson West Virginia University Karen Barale Washington State University Krystal Smith West Virginia State University Linda Drake University of Connecticut Peggy Martin Iowa State University Page 5 Introduction About the Web Based Nutrition Education Evaluation and Reporting System WebNEERS WebNEERS is a secure system designed hosted and maintained by Clemson University It is accessed through the Internet via Internet Explorer Firefox Google Chrome and Safari
16. Public Assistance Program F Other F F SNAP E F TANF F TEFAP Commodity F F WICICSPF p Note At this point the adult entry contact information demographic and program characteristic data has been entered into WebNEERS and the adult has been saved Upon selecting Save step 10 p above the user can continue forward and enter recalls and or checklists or click save again to exit the record and return to the Manage Adults table which lists all enrolled adults Note The remainder of the instructions below defined the appropriate steps for completing the entry of the recall and checklist without exiting the record This can also be done EXIT DATA Household Information Household Income S month N S N S not supplied Children Children Age Breakdown Ages 0 5 0 Ages 8 13 0 Ages 14 19 0 Others In Household Total Household 1 Lesson Type SeledOne Subgroups v F EFNEP E Community E R St John s F F ESWIC Center Participant R MoCo Activity F F SNAP Ed 7 E Share Our Center jn Strength E F Team Nutrition F F Sample Select Save at the bottom of the screen through the Manage Recalls and Manage Checklists screens Page 61 12 Select the RECALLS tab CONTACT INFO ENTRY DATA 4 RECALLS CHECKLIST S EAIT DATA 13 Select Add Recall Note User will not have access to the Add Recall button or be able to Add a Rec
17. Y Y or b Select the Calendar Icon UT and choose the correct date Pagel88 d Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Enter the Data Selection a Entire Unit generate the report for the entire unit b By Staff Member Note If this option is selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed when reaching step 6 c Zip Code only generates a report for those adults who report a zip code that matches the zip code entered Select Submit located at the bottom of the screen Select the Magnifying Glass Preview icon to the right of the report to view if step 4 above was Entire Unit or Zip Code else select the Magnifying Glass Preview icon to the right of the staff person on whom the report is to be viewed Select Reports amp Graphs to be reviewed printed a Preview Adult Checklist Summary Report the aggregate of all data reflective of pre and post education including those who may have exited with an exit code other than Educational Objectives Met but from whom a pre and post checklist data are available b Graph Improved Practices pre and post education reported improved practices on food resource management nutrition practices and food safety c Graph Desirable Practices
18. Yenory Hern ndez Garbanzo Clemson University Member State Project Leader The workgroup would like to thank the experts schools and children who participated in the study In addition special thanks to the staff and students from Clemson University Cornell University Michigan State University Ohio State University Penn State University and Rutgers University who were part of the cognitive interviews data collection transcriptions and analysis Staff Alison Brown Danielle Anderson Kathy Orchen Lenora O Dell Shailja Mathur Sheetal Bhatia Zachary King Nutrition Graduate Students Andrea Aguilar Elizabeth Ramirez Het Desai Joyce Senior Kattia Blanco Maciel Ugalde Maria Catalina Aragon Nutrition Undergraduate Students Abigail Davis Alyssa Grigg Anna Hayden Whitworth April Becket Autumn Brooks Bonnie Alexander Brianna Williams Brooke Butterworth Carolyn Musselwhite Cassandra Watford Devin Hicks Elizabeth Bennet Heather Britt Karly Hogsed Kathlee Sanders Katheryn Watcher Kerry Boyd Meghan Carney Mehreen Mian Molly Nielsen Paul Leonard Rylie Carpenter Susan Bowles Selection of Questions by Grade Level Phase 1 Amy Davidson University of Vermont 9th 12th Audrey Adler Rutgers the State University of New Jersey 6th 8th Ben Chamberlain Michigan State University Co Chair 6th 8th and 9th 12th Donnie Love Cook Alabama A amp M University 3rd 5th Heli Roy Louisiana State University Co Chair
19. and Region R level public assistance codes do not transmit to the Federal level Page 42 Adding Public assistance 1 Select Public assistance on the WebNEERS Home page under the Adult Setup section Note This will display all of the public assistance currently available for the Institution level or Region level that the user is assigned Note If there are multiple users in a Region level all public assistance created within the Region level will be available here 2 Select Add Public assistance at the left of the screen above the table of public assistance Add Public Assistance L SEARCH sHow All ENTRIES Manage Type a Name Description Food Assistance Active 2 Date Modified 4 Federal Child Mutrition Yes Yes Federal FDPIR Federal Head Start Yes No Federal Other Yes Mo Federal SNAP 3 Name this is the only required field for a public assistance and Describe the public assistance eme a EEE Description Food Assistance v Active Cancel Save 4 If the program is a Food Assistance program check Food Assistance Make sure it is marked active if it will be used to collect data 5 If you are an Institution Level user check the regions you want the Public assistance to be available to 6 Select Save to save the public assistance and return to the list of public assistance or Cancel to return to the list of public assistance Viewing Public assistance 1 Select Public Assistance
20. column heading Active to signify that he she is inactive and can no longer access the system Page 27 Reactivating Users A user who was accidentally removed from WebNEERS or whose access needs to be reestablished can be reactivated at the Institution level or Region level The Process 1 Select View Users from the WebNEERS Home page l 2 Select the Plus icon next to the user to be reactivated 3 Select Ok when prompted Are you sure you want to reactivate this user Note The user s status to the far right will change to as Yes under the column heading Active to signify that he she is active and can once again access the system Users Changing Regions into which data is added edited Users who have been granted permission to access more than one Region can switch between the approved regions on the Home page Note It will be important that users with multiple Region assignments carefully monitor the Region into which the user has logged to ensure the data is not entered into the wrong system Once the data is entered it cannot be easily transferred from one Region to another reentry of the data will be required The Process 1 Select the Down arrow icon located to the far right of the light gray bar located at the top of the Home page Federal Staff Manage Staff Montgomery County 2012 2 Select the Region to which the user would like to access 3 Select Ok when prompted Are you sure you w
21. for a less crowded workspace Tabs look and function like the tabs of files and the active tab will connect directly to the form while inactive or hidden tabs are grayed out slightly and disconnected from the form by a few pixels The active tab has black font inactive tabs have blue font Active Tab eee CONTACT INFO ENTRY DATA RECALLS CHECKLISTS EXIT DATA E Int To quickly move between tabs hold the shift key and press the left or right arrow key on the users keyboard The tabs will open and close according to the directional arrow the user pressed Labels In accordance with 508 compliance all input fields in WebNEERS have labels associated with them Users with visual handicaps will be able to use screen readers to enter data into forms Labels allow users to change the current form field by clicking on the label For instance if a new staff member is being entered clicking on the First Name label causes the associated first name field to become active any subsequent typing would be contained within that field Page 12 Dialog Boxes Dialog boxes are used throughout WebNEERS to help keep screens from becoming cluttered For example in Adults and Youth Group records dialog boxes are used to manage the data in the remarks section REMARKS x Close Save Closing Dialog boxes can be closed in multiple ways The most common ways are to either select the X icon at the top right corner of the dialog or to press the ESC
22. granted to any given user When permissions need to be added or removed from a user the Institution level or Region level user who has been granted permission to allow changes to permissions can in real time change another user s access levels For example if the ability of a user to manage adults is removed the tabs on the home screen will turn grey and will no longer be clickable The internal workings of WebNEERS will also block the user from manually typing web addresses that would allow access to this portion of the system The process 1 Select View Users from the WebNEERS Home page 2 Select the Edit icon x next to the user whose permissions are to be edited 3 Select Rights tab Page 26 4 Select i jor de select E the permissions of the user 5 Select Save at the bottom of the page Changing Region level Access Users may need to have the Region to which they have access changed or they may have added responsibilities in a second or more Region The Process 1 Select View Users from the WebNEERS Home page Select the Edit icon E next to the user whose access 1s to be edited Select Region tab Select E jor de select E the Region s to which the user will have access Select Save at the bottom of the page oe ovde Password Management All users must register with a unique password which will be encrypted and known to only the registered user Should the password need to be changed WebNEERS offers the
23. heading in the Adults section 2 Select Address Not Verified Filter 3 Select Submit at the bottom of the screen 4 Select the Preview icon to the right of the staff s name 5 Review print the adults listed 6 Repeat step 4 and 5 for each staff member Client data Data are entered into the wrong program i e EFNEP client in the SNAP Ed database what do I need to do You will need to delete the participant from the incorrect database and reenter all the information into the correct database Amount of money spent on food What amount should I put in the amount spent on food What all does that include Does the participant receive SNAP Benefits formerly food stamps WIC Help the participants consider what they spend using these programs as well as the cash they spend out of their budget Staff need to work with participants to determine the money that participants spend or 1s being spent for food each month Page 122
24. nor is this information transmitted to the Federal level This information is optional and in addition to what you have already reported in the boxes above this section Page 98 Screenshot New Youth Group CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST Number of Youth in 4 H Youth By Grade Pre K 0 Youth By Gender K 0 Female 0 1st Grade 0 Male 0 2nd Grade 0 Total 0 3rd Grade 0 Youth By Residence 4th Grade 0 Farm 0 5th Grade 0 10 000 amp Rural 0 6th Grade 0 10 000 50 000 0 Tth Grade 0 Suburbs gt 50 000 0 8th Grade 0 City gt 50 000 0 i f 9th Grade 0 Total ByResidence J 10th Grade 0 11th Grade 0 12th Grade 0 Special 0 bo Total by Grade Total Youth By Race Ethnicity Not Hispanic Latino Hispanic or Latino Not Provided Total By Race Al or AN 0 0 0 fo Asian 0 0 0 o Only Black 0 0 0 i One ii Race or booo OPI 0 0 0 0 White 0 0 0 o Not given 0 0 0 c Al or AN _ eq and 0 0 0 o White Asian and D hite 0 0 0 Multiple Black and D Races White 0 0 0 0 Al or AN D and Black 0 0 0 0 All Others 0 0 0 jo Total by Ethnicity Race Subcategories Total Youth with Subraces Page 99 12 Select Save at the bottom of the screen Note If the record has not saved to this point do so now The entry of the individual you
25. of the software is unknown contact the computer system administrator within the county region or university to ensure the computer systems meet the minimum requirements The minimum specifications will allow a user to successfully access use the system However the faster the computer and the connection speed the better the user s experience is going to be WebNEERS IP Address The IP Address for WebNEERS is dependent upon the program into which the user wishes to eain access The Expanded Food and Nutrition Education Program EFNEP and the Supplemental Nutrition Assistance Program Education SNAP Ed each have a unique IP Address into which their respective program data are entered Each IP Address has been created as a HyperText Transfer Protocol Secure https site The https ensures that the information that passes between the web server and the client is conducted using a secure protocol Page 10 The https address for EFNEP is https www webneers net The https address for SNAP Ed is https snap webneers net System Levels There are three system levels within WebNEERS federal institution university and regional local Federal Level Users The Federal level refers to the United States Department of Agriculture National Institute of Food and Agriculture The Federal level interface enables national leadership to collect manage and report on the program Federal users have the ability to run reports cre
26. on the WebNEERS Home page under the Adults or Youth Groups Setup section s Page 43 Note Institute level public assistance and Federal Level public assistance will show up here automatically if applied by the federal or institute user Note This will display all of the public assistance currently available for the region into which the user is assigned If there are multiple users in a region all public assistance created by all Region level users will be available here To view only Regional level public assistance Type the word Regional into the live search option at the top left of the table This will filter the results You can also do this for Institution and Federal public assistance programs To view all available public assistance in a report Select Public Assistance List on the WebNEERS Home page under the Adult section Editing Public assistance 1 Select Public Assistance on the WebNEERS Home page under the Adults Setup section s 2 Select the Wrench icon a under the Manage column located to the left of the public assistance to be edited 3 Adjust the Name Description Food Assistance checkbox or Active checkbox as appropriate 4 Select Save at the bottom of the task or select Cancel to leave the Public assistance unchanged Note Federal level public assistance cannot be edited Institution level public assistance can only be edited by Institution Level Users Regional level public assistance can only
27. on the right of the Contact Info Tab This option is only available to EFNEP users 9 Select LEADERS tab CONTACT INFORMATION ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST a The primary leader should be preset based upon the user s earlier selection but it may be changed by selecting a different name from the drop down b Additional Leaders may be selected by checking the box to the left of their name 10 Select ENTRY amp EXIT DATA tab CONTACT INFORMATION LEADERS DEMOGRAPHICS YOUTH CHECKLIST a Enter the Start Date i Type manually MM DD YYYY format or 1 Select the Calendar Icon UT and choose the correct date b Indicate the appropriate Program for this youth group A EFNEP B SNAP Ed C Other c Indicate the appropriate Delivery Mode for the program see chart for definitions Note 4 H Youth are any youth taking part in programs provided as a result of action by extension personnel professional paraprofessional and volunteer This includes youth Page 95 participating in programs conducted through 1862 1890 and 1994 land grant universities EFNEP urban gardening and other programs that may not actually use the 4 H name and emblem with participants Youth Delivery Mode E 4 H Club Membership F 4 H Special Interest Short Term Programs I 4 H Camping programs J School Enrichment Programs L After School Programs M Instructional TV Video Web Program
28. options Indicate the People who were involved in facilitating the program impact Note more than one category of People can be selected Note Additional People can be added by clicking Add People if the list does not provide adequate options Page 115 10 Type the Background of the program impact The background is to Provide a brief narrative description of the circumstances prior to program involvement and the actions activities or project milestones that took place during the program that led to the outcomes impacts Be clear who is telling the story and include quotation marks where appropriate Do not use names or personally identifiable information Include any external factors or assumptions that may have influenced the story 2000 characters or less 11 Type the Outcomes Impacts The Outcomes Impacts section is to Provide a brief narrative description of the direct benefits or indirect unintended consequences which occurred as a result of participation in the program As above be clear who is telling the story and include quotation marks where appropriate Do not use names or personally identifiable information The description should demonstrate the need for the program and should describe how participation affected those involved It may reference benefits at the individual community or social level 2000 characters or less 12 Select Save when the Program Impact has been added Note WebNEERS does not spel
29. return the default to its previous state di Deleting 1 Select Defaults for New Youth Groups from the WebNEERS Home page under the Youth Groups section 2 Select Delete icon under the Manage column located to the left of the default to be deleted 3 Select Ok when prompted with Are you sure you want to delete or select Cancel to maintain the default in WebNEERS Subgroups Filters and Public Assistance The use of subgroups filters and public assistance also enables WebNEERS to be customized to meet the needs of the local level Subgroups The term Subgroup is used to denote a category of adult participants or youth groups in the database Each adult must be assigned to at least one Federal F subgroup in the EFNEP version of WebNEERS they must be assigned to EFNEP in the SNAP Ed version of WebNEERS they must be assigned to SNAP Ed This allows the data to be captured and reported based on program There are no Federal subgroups for youth groups at this time Subgroups can be created at the Institution Level and the Regional Level to categorize data in other ways For example a user may want to filter out information about a group of adult participants who have received EFNEP lessons together at one site If so he she can create a new subgroup for the site After this 1s done the subgroup can be selected within the adult record It can also be included as part of a default for new adults to ease data entry
30. screen or print by selecting the Print button at the top of the screen Public Assistance List The Public Assistance List is available at the Regional and Institutional Level It can be used to view the list of Federal Institution and Regional Adult Public Assistance Programs available to that user Note Regional Public Assistance Programs can only be viewed by Region Level users The Process Regional Level 1 Select Public Assistance List from the WebNEERS Home page under the Reports section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Institution Level 1 Select Adult Public Assistance List from the WebNEERS Home page under the Setup section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Page 191 Section 6 Managing Youth Adding Editing and Reporting Xouth Eni CUO Hl a5 otis stent dace andes 93 Manasine Youth Ciro Pre 93 POON YOU OROL 93 1 UAT GS a E E E E E arte ee ecendede eae eedenss 102 Viewing or Editing Existing Youth Groups e eeeesssssssseeeeeeeeee eene nnns 102 Deleting Existing Youth Groups eese eene nennen nnne enses nnn nnns 103 MANAT CU Te MM 103 POGUE a CHCCKI SIS sorires r aa eevee 103 WIGW E GUTS a CHECKS caccuacasticeunsantudunsagsusienees lt euadackidonnsaatediesageuavaseriecuedectidonaranteduaag
31. status on the verification process Note If at any time during the process the user closes the Address Verification in Process window or selects a new tab or link the process will stop However the process can be resumed later by completing the step above Screenshot of Batch Verification Alert EFNEP Alert Addresses verified for 1 Youth Groups out of 19 total Youth Group Reports The reports available through WebNEERS range from Region level aggregated data representing the demographics and output data and through Regional Institution level outcome data from summary reports are generated The reports printed examined electronically or when available exported are a valuable resource to program managers nutrition supervisors as well as frontline staff for use with participants Hint Reporting Period dates do not have to be entered to run a report If dates are not selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates to view the data for a specific period of time within the reporting period Youth Group Mailing Labels Youth Group Mailing Labels are available at the Regional Level They can be printed and used to send additional materials lessons or information to current or past youth groups Addresses should never be shared or distributed to outside sources without prior written consent The Process l UJ Select Youth Mailing Labels from the WebNEE
32. system will automatically return results in the Food Search popup in order of Best Match In general the string closest to the user s search term s will show up first in the list The algorithm used to determine the closeness of the two strings 1s the Levenshtein Distance See Levenshtein Distance section above for more information on this topic Recall Reports for use with clients Diagnostic Reports Available e One Day Recall Report e One Day Recall Report Spanish Version e Food Recall Review Page 74 Accessing Diagnostic Reports Recall diagnostic reports can be accessed in two ways 1 From within an Adult record by clicking on the Recalls tab and selecting the Print icon s in the Manage column to the left of the recall for which the recall report is to be generated CONTACT INFO ENTRY DATA CHECKLISTS EXIT DATA Add Recall w d Date Pregnant amp w 8 09 13 2012 2 From the Manage Recalls screen by selecting the Wrench icon to the left of the adult whose recall s the user wants to generate the diagnostic report s and then selecting the Print icon to the left of the recall for which the report is to be generated Recalls for 3 Smith Sally Add Recall SEARCH P Date amp 8 09 13 2012 Managing Checklists The manage checklist function enables the user to add or review edit behavior checklist surveys contained within WebNEERS without having to access all data entered on the adul
33. the aggregate of all data reflective of pre and post education including those who may have exited with an exit code other than Educational Objectives Met but from whom a pre and post recall data are available b Graph Food Group Improvement pre and post education reported food group improvements c Graph Calories Among Energy Sources pre and post education distribution among energy sources carbohydrates fats and proteins d Graph Distribution of Nutrient Intake pre and post education distribution among nutrients calcium fiber sodium potassium iron vitamins A B6 B12 C D folate e Graph Nutrient Intake Grads pre and post education distribution of nutrients for graduated participants f Graph Eat More Eat Less mean reported consumption of food items and nutrients whole grain vegetables fruit etc 8 To print the report or graphs select the Print button at the top of the screen Page 87 Institution Level 1 Select Adult Diet Summary from the WebNEERS Home page under the Summary Reports section 2 Select the Filter on which the report should be generated 3 Select the Regions to be included in the report Note A selection is required To view all reports together select Select All 4 If desired select the Congressional Districts Core Based Statistical Areas CBSA and or Counties to be included Note Congressional Districts CBSAs and Counties will only be available
34. the recalls screen for the adult whose record was just being edited Page 72 Deleting a Recall Note Deleting a recall should only be done if the recall was entered accidentally After a recall has been deleted it cannot be restored l 2 UJ Select Manage Recalls from the WebNEERS Home page under the Adults section Select the Wrench icon em under the Manage column to the left of the adult whose recall is to be managed Select the Delete icon 9 to delete the recall Select Ok when prompted Are you sure you want to delete this recall to delete the recall or select Cancel when prompted Are you sure you want to delete this recall to discontinue the delete operation Search Function Food items There are several new features implemented into the food search section of the WebNEERS recall section Levenshtein Distance The Levenshtein Distance 1s a search algorithm that incorporates a more robust approximate string matching algorithm than existed 1n the previous NEERS system for more information http en wikipedia org wiki Levenshtein distance Overview of the function While typing into the search box word suggestions will begin to populate in a drop down menu below the search box This can help a user search or be used to correct common spelling mistakes Example 1 The user enters the word Broccoli three 3 FOOD SEARCH suggestions broccoli bracciola and Brazil wil
35. user the option of managing his her own password If the password is forgotten at the Login screen the registered user can select Forgot Password enter his her username email address and click Get Password A temporary password will be forwarded to the registered email address provided The email will come from System Admin Users who do not receive the email in their inbox should check their junk mail folder After users log in with a temporary password they should change their password back to something they can remember This process can also be used to periodically update or manually change a password The Process 1 Select the login information ALLEM Ueik eite 8 88 in the dark gray bar 2 Enter the current log in password at the bottom of the page 3 Enter the new password and re enter the password 4 Select the Update Password button to save the change Removing Users As staff transition out of their role with WebNEERS user access will need to be removed to ensure the confidential information of program participants and other staff are protected Removing staff can be completed at the Institution level or Region level The Process 1 Select View Users from the WebNEERS Home page 2 Select the Delete icon next to the user to be deleted 3 Select Ok when prompted Are you sure you want to inactivate this user Note The user will remain listed but to the far right the user will be identified as No under the
36. 2 Select Wrench icon under the Manage column located to the left of the default to be edited 3 Make appropriate changes to the default fields 4 Select Save to modifications to the default and return to the list or select Cancel to return to the list of defaults and return the default to its previous state iri Select Defaults for New Adults from the WebNEERS Home page under the Adults section 2 Select Delete icon under the Manage column located to the left of the default to be deleted 3 Select Ok when prompted with Are you sure you want to delete or select Cancel to maintain the default in WebNEERS Adding Defaults for New Youth Groups l Select Defaults for New Youth Groups from the WebNEERS Home page under the Youth Groups section Note This will display all of the defaults currently available for the Region level that the user is assigned Note If there are multiple users in a Region level all defaults created within the Region level will be available here 2 Select Add Default supasteph hotmail com Region User 28 04 Logout gt gt Defaults for Youth Groups Federal Test Institute Midlands 2013 gt Add Defaut amp SEARCH SHOWIAIL ENTRIES Manage Name v City d Zip re No data available in table SHOWING 0 TO 0 OF 0 ENTRIES Page 34 3 Name the Youth Default Note This is the only required field for a default gt gt gt gt Create Youth G
37. 2 2012 Federal SNAP Ed Supplemental Nutrition Assistance Program Education 10 02 2012 Federa Team Nutrition Team Nutrition 10 02 2012 SHOWING 1 TO 5 OF 5 ENTRIES 3 Name this is the only required field for a subgroup and Describe the subgroup Name Description Cancel Save 4 If you are an Institution Level user check the regions you want the Subgroup to be available to 5 Select Save to save the subgroup and return to the list of subgroups or Cancel to return to the list of subgroups Viewing Subgroups 1 Select Subgroups on the WebNEERS Home page under the Adults or Youth Groups Setup section s Note Institute level subgroups and Federal Level subgroups will show up here automatically if applied by the federal or institute user Page 37 Note This will display all of the subgroups currently available for the region into which the user is assigned If there are multiple users in a region all subgroups created by all Region level users will be available here To view only Regional level subgroups Type the word Regional into the live search option at the top left of the table This will filter the results You can also do this for Institution and Federal subgroups To view all available subgroups in a report Select Subgroup List on the WebNEERS Home page under the Adults or Youth Groups Reports section s Editing Subgroups 1 Select Subgroups on the WebNEERS Home page under the Adults
38. Active c Active Only returns emails for adults whose program status is Active Enter the Data Selection a Entire Unit print labels for all adults b By Staff Member Note This option generates an CSV file for the selected staff member If this option is selected the user will need to select the Wrench icon c Zip Code only generates a list of adults who report a zip code that matches the zip code entered Select Submit located at the bottom of the screen Select Ok after indicating Open with lt insert file type gt or Save File in the popup message Screenshot b Opening adult email list 20121008184612 csv mm You have chosen to open l adult email list 20121008184612 csv which is a Microsoft Excel Comma Separated Values File 258 bytes from http test webneers net What should Firefox do with this file Open with Microsoft Excel default Save File Do this automatically for files like this from now on Open with will result in the list of emails being opened with the default spreadsheet software package on the computer The user will need to choose to save the csv for later use or copy the emails and paste into another software package or Save File will result in the user being prompted to indicate where the file should be saved for later access The user will need to note the location the file was saved Page 81 List of Families by Staff Memb
39. Adults Youth Groups or Staff cccccccccssssseeeeseecseceeeeccccccceuuccnaassssseeeeeeeeccceeeeanaaes I7 Report s Adults Youth Groups or Staff scccccssesiscesccassadsssessecsccevosssssesdscvoasssvasecesdecssevdecestees 18 737 16 ou 19 Pro NT 19 JI es 19 Update Annual Update 5 Year Plan essen nnne 19 OVE CIA PCIE EC Pa 20 IBI ur 20 HELPFUL HINTS FOR WORKING IN WEBNEERS ccccccccscssssscscscscsacesacssacssscscsacasacacavacacasacaasavanacavaacavacaas 20 o 20 LERPRORMINCOE DIT EUNTES arrie suut iutqtut tus qaud dius giudetug sevecbeat foutre aout S 21 PRATO CIA RUIN ET oC 21 UCET EA 22 TACITI CETTE T OE D T D 22 Cancel and Sape fOllSgets casses eno pam CMM RUN IMS OMA RTL UE 22 57 7757 22 PON I ET 23 EIE E c P The Home Pape Regi n IOVS sicco ustuioisetisestee revista up UFU En S S URHEUS S HIS AS bu ERU UUEA USUS 23 The Home Pages Institution level oeuvres ERNaS VESTE AS R
40. Another way users can utilize subgroups is by creating filters Filters can include just the subgroup or the subgroup along with other data points After the filter is created it 1s available for use on any of the report screens for adults or youth depending on which filter type was created to see only that specific subset of data Institutions and regions may create their own subgroup codes if desired Institute I and Region R level subgroup codes do not transmit to the Federal level Page 36 Adding Subgroups 1 Select Subgroups on the WebNEERS Home page under the Adults or Youth Groups Setup section s Note This will display all of the subgroups currently available for the Institution level or Region level that the user is assigned Note If there are multiple users in a Region level all subgroups created within the Region level will be available here Note Adding subgroups is the same process for Adult participants and Youth Groups However for subgroups to apply to both Adult participants and Youth Groups the subgroup will need to be created under both the Adults and Youth Groups Setup sections 2 Select Add Subgroup at the left of the screen above the table of subgroups Add Subgroup 4 amp SEARCH SHOW All ENTRIES Manage Type v Name Description gt Date Modified Federa EFNEP Expanded Food Nutrition Education Program 10 02 2012 Federa ESWIC ES WIC Federa Sample Diet Checklist Sample Group 10 0
41. Evaluation and Reporting System NEERS5 adult and youth demographic information pre post 24 hour recall and behavior checklists on enrolled adults etc In addition WebNEERS has added the ability to collect and aggregate the EFNEP 5 Year Page 11 Plan Annual Update the EFNEP budget and budget justification and the social ecological framework of the Community Nutrition Education CNE logic model Becoming an Approved User At the heart of WebNEERS is a robust permissions system that allows for the creation of users who can serve various roles within the system Most functions that are available in WebNEERS can be managed with user permissions Through this permissions system access can be granted or limited for each particular user at the discretion of the institution or region if the permission is awarded to edit permissions This level of customization 1s intended to address the needs of the various entities that provide nutrition education programming Permission management is addressed in Section 2 Users and Permissions Management Specific example of permissions use Users can be granted the ability to create new adults only When this user logs into the system the only section they will have the ability to access will be the adults section and they will only be allowed to enter new records while the deleting and editing functionality is hidden from them Important Features Tabs Tabs have been utilized in WebNEERS to allow
42. FO ENTRY DATA RECALLS CHECKLISTS EAIT DATA 11 Complete the entry of the demographic information as collected on the Adult Entry Enrollment form See the screen shot below a Enter the Age of the participant b Indicate Gender of the participant c Indicate if Pregnant or Nursing Note In the adult record enter pregnant or nursing if she is pregnant or nursing at any time during enrollment in the program For recalls enter pregnant or nursing only if she is pregnant or nursing at the time of the recall d Indicate Ethnicity i Not Hispanic Latino 1i Hispanic Latino ii Not provided e Indicate Race Multiple races may be selected Note If Hispanic is provided for Ethnicity a race should still be chosen Page 58 Helpful Hint If tabbing through the data entry field the space bar can be used to select deselect checkboxes f Indicate Sub Race if necessary Note Collecting additional information on Race Ethnic Subcategories is optional g Indicate Highest Grade completed Note Options are Grade 6 or less Grade 10 Some College Grade 11 Graduated 2 year College Grade 12 Graduated College h Indicate Town Size Note Options are Towns under 10 000 and rural non farm Towns and cities 10 000 50 000 and their suburbs Suburbs of cities over 50 000 Central cities over 50 00 i Indicate Public Assistance at Entry Note Select all public assistance the participant indicates on the Adult Entr
43. I m 47 Viewing or Editing Information for Existing Staff esses 49 Updating Staff Hours in WEDNEERS etta er rd exea eene evt dus ido eau eere es aiv a E Eve ps d deu UN 50 Deleung Salf and or Volumnt O PS asses tissicv sta etapa ctum disse pU Mia I ouod uude pa dan ips 50 PRETOR A S y CN 51 TU 2 TIT C 51 UJ TDIMENSQRAE m i2 vU 52 WEE C 52 VO 85 X 9 53 PTO UC SUI pense Tm 53 TRANSFER RESPONSIBILITIES T EE 54 Page 45 Staff Section The Staff Section 1s used to access edit and view Staff related information In previous versions of the Nutrition Education Evaluation and Reporting System NEERS separate screens existed to maintain professional paraprofessional and volunteer data These sections have been combined in WebNEERS but the ability to run reports on individual staff types still exists Managing staff is only possible as a Regional User Managing Staff There are three classifications of staff members in WebNEERS Professional Paraprofessional and Volunteer All staff that provide nutrition education to adults or youth should be entered Classifications of Staff Examples of Professional staff are o Nutrition supervisors o Supervising Community Educators pai
44. If desired select the Report icon E diagnostic reports under the Manage column to generate the a Checklist Select Manage Cae from the WebNEERS Home page under the Adults section 2 Select the Wrench icon Ex checklists is to be managed under the Manage column to the left of the adult whose 3 Select the Wrench icon i to the left of the checklist to be edited 4 Select Save at the bottom of the screen to save the edits made to the checklist Page 76 Cancel Save Note The user will be returned to the checklists screen for the adult whose record was just being edited Deleting a Checklist Note Deleting a checklist should only be done if the checklist was entered accidentally After a checklist has been deleted it cannot be restored l 2 UJ Select Manage Checklists from the WebNEERS Home page under the Adults section Select the Wrench icon s under the Manage column to the left of the adult whose checklists is to be managed Select the Delete icon 9 to delete the checklist Select Ok when prompted Are you sure you want to delete this checklist to delete the checklist or select Cancel when prompted Are you sure you want to delete this checklist to discontinue the delete operation Accessing Diagnostic Report The Checklist diagnostic report can be accessed in two ways l From within an Adult record by clicking on the Checklists tab and selecting the Re
45. It provides the aggregated data and graphics from the adult diet recalls The Process Regional Level 1 Select Adult Diet Summary from the WebNEERS Home page under the Reports section 2 Select the Filter on which the report should be generated Page 86 3 Enter the Reporting Period on which the Diet Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 4 Enter the Adult Selection a Entire Unit generate the report for the entire unit b By Staff Member Note If this option is selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed when reaching step 6 c Zip Code only generates a report for those adults who report a zip code that matches the zip code entered Select Submit located at the bottom of the screen 6 Select the Magnifying Glass Preview icon to the right of the report to view if step 4 above was Entire Unit or Zip Code else select the Magnifying Glass Preview icon to the right of the staff person on whom the report is to be viewed 7 Select Reports amp Graphs to be reviewed printed a Preview Adult Diet Summary Report
46. Name field is the name that will be used on the mailing labels Note EFNEP users can capture information about the county FIPS code Congressional District CBSA core based statistical area Latitude and Longitude These fields are not directly editable by the user These fields can be populated automatically by a verifying the address after saving the form or b using the batch address verification system See Verifying Addresses in this section for more information on this topic c Enter the Phone Number Extension and Email address associated with this youth group Note See screenshot below Helpful Hints Contact Information tab Ls 2 Fields outlined in red are required fields and must be filled in before the record can be saved Do not Save at this point The record will not save until the ENTRY DATA has been added Clicking save will save all data entered on all tabs on the form so it does not have to be clicked every time a tab 1s completed Page 94 Screenshot New Youth Group Remarks CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHIC S YOUTH CHECKLIST Address Verification Name fF a ine Mailing Name Congressional ID CBSA Address Longitude Latitude City State Zip Plus 4 Data can only be validated after this youth group has been saved L ED j Phone Number Phone Ext Email Note SNAP Ed users will not be able to see the Address Verification option
47. Questions if appropriate Note Users will not have access to the Add Checklist button or be able to Add a Checklist until the record has been saved The save process establishes the participant and allows users to enter recalls and checklists 0 F N A 1 2 3 4 5 Cancel Save Note Additional checklists if selected will appear directly below the 10 core questions Select Save at the bottom of the screen If desired select the Report icon under the Manage column to generate the diagnostic reports See Reporting section below for additional information Select the CONTACT INFO tab CONTACT INFO ENTRY DATA RECALLS CHECKLISTS EXIT DATA Select Verify Address for EFNEP users only SNAP Ed users do not have this option Note If the user receives an error message the user must correct the address as appropriate See Verify Address for additional information on this topic Page 65 42 Select Save at the bottom of the screen Note At this point the complete adult entry information has been entered into the system and the user will be returned to the Manage Adults table listing all enrolled adults Helpful Hints Saving Adult Record Records will not save without all required information being entered See red Attention Needed warnings on the Contact Info and Entry Data screens On initial entry the Save feature will save the record but leave the user in the record After the initial save a second
48. RS Home page under the Reports section select the Youth Group Filter on which the mailing labels should be generated select the Label Type the user would like to print Avery 5160 and 5164 are listed select the Print Direction a Horizontal This 1s how labels have printed in previous versions of the NEERS software Adults are placed on labels first left to right and next top to bottom b Vertical By selecting this option adults will print first top to bottom and then left to right This 1s useful when the labels being used are perforated 1n columns and the user would like to take advantage of them while still maintaining the labels in the correct order Select Group Type Page 106 a Group Addresses this option creates a report for the addresses of the youth groups b Group Leaders this option creates a report for the staff member whose youth groups are selected in the Youth Group Filter 6 Select the Sort a Zip Code sorts by the zip code of the youth group in ascending numeric order b Name Sorts by the last name of the youth group in ascending alphabetic order 7 Select the output of the report a For PDF Select Print PDF Note The pdf is useful if the user wishes to print the labels directly from a file If selected a browser window will open and the file will automatically begin to download b For Spreadsheet Select Save as Spreadsheet Note This option exports a csv file which can be ope
49. T INFORMATION tab CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST Page 101 18 Select Verify Address for EFNEP users only SNAP Ed users do not have this option Note If the user receives an error message the user must correct the address as appropriate See Verify Address for additional information on this topic 19 Select Save at the bottom of the screen Note At this point the complete youth group information has been entered into the system and the user will be returned to the Manage Youth Groups table listing all youth groups Remarks The remarks field enables Region level users to add additional comments or information to youth group record No entry is required in this field Note If remarks are going to be used at the Region level the user should note that the remarks are hidden from normal view When remarks are entered and saved a reminder Comments Available in red text will be displayed to the left of the remarks tab Comments Available Remarks Viewing or Editing Existing Youth Groups At any point after a youth group has been successfully added to WebNEERS the record may need to be reviewed and or edited The steps for reviewing editing a record are defined below The Process 1 Select Manage Youth Groups from the WebNEERS Home page 2 Select the Wrench icon e under the Manage column to the left of the youth group 3 Edit modify the appropriate information on t
50. USER MANUAL PART 1 Web based Nutrition Education Evaluation and Reporting System December 21 2012 Written by Michelle Scott Pierce Cornell University Jason Eichelberger Clemson University Stephanie Blake USDA NIFA Cornell University USDA United States National Institute EUUETED Department of of Food and Agriculture Agriculture Acknowledgements We want to acknowledge and sincerely thank all those who contributed to WebNEERS Each of the people listed below made important contributions to the project Without them we would not have the system that we have today WEBNEERS PROJECT TEAM Helen Chipman USDA NIFA Jason Eichelberger Clemson University Lead Developer Jason Rikard Clemson University John Mayhak formerly with Clemson University Katherine Cason Clemson University Shannon Baldwin Clemson University Stephanie Blake USDA NIFA Project Lead Toby Kirkland Clemson University William Bristow USDA NIFA BETA TESTING TEAM Core Team Phase 1 Dwayne Watson Colorado State University Michelle Scott Pierce Cornell University Steve Williams University of Missouri Stephanie Blake USDA NIFA Team Lead Tiffany Williams University of Georgia Multiple Round Testers Phases 2 amp 3 Abby Dunbar West Virginia University Andrea Talbot University of New Hampshire BeVerly Sims University of Arkansas Brenda Sheik Oklahoma State University Danielle Hammond Texas A amp M Unive
51. a will be used to create filtered reports at the Institution level and can be used to create Graphic Information Systems GIS maps in the future Note Verifying the address is OPTIONAL if the user chooses not to verify addresses it will not prevent the record from saving and moving on with the data Note Using the address verification function has no security concerns The actual data the user enters into the system is not being transferred or stored anywhere A data string is sent via a secure https server not a website and is bounced against a USPS dataset This allows WebNEERS to instantly verify the address entered as well as ensure standard and correct addresses are captured The Process The process for verifying youth groups can occur in two ways Address Verification County FIPS In a Youth Group Record 1 Select Verify Address on the Contact Information screen after the youth group record has been saved See Adding Youth Groups for more information on Latitude Longitude Congressional District CBSA this topic Verify Address amp Batch Verification 1 Select Verify Addresses from the WebNEERS Home page under the Youth Groups section 2 A popup message will appear in the upper right hand corner of the screen indicating Address Verification In Process Page 105 At the conclusion of the verification process which may take several minutes a second popup message will appear providing a
52. adsheet Select Save as Spreadsheet Note This option exports a csv file which can be opened with most standard database programs for modification or with most standard word processing software packages for mail merges If selected a browser window will open and the user will be asked to choose a destination for the file to be saved Email List CSV Email Lists are available at the Regional Level The email list csv option exports a file which can be opened with most standard database word processing and spreadsheet programs for modification and or inclusion in email programs This can be used to contact or follow up with participants Email addresses should never be shared or distributed to outside sources without prior written consent The Process 1 Select Adult Email List CSV from the WebNEERS Home page under the Reports section 2 Select the Filter on which the list should be generated 3 Enter the Reporting Period on which the Email List should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or Page 80 po b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Select a Program Status a All returns emails for all adults b Grads Only returns emails for adults whose program status are not
53. alendar Icon Ur and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Select Continue located at the bottom of the screen To print the report select the Print button at the top of the screen Youth Checklist Summary The Youth Checklist Summary Report is available at the Regional and the Institution Level It provides the aggregated data from the youth checklists The Process Regional Level l 2 3 Select Youth Checklist Summary from the WebNEERS Home page under the Reports section Select the Youth Filter on which the list should be generated Enter the Reporting Period on which the Email List should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Pagel111 4 Select Continue to view the report 5 To print the report select the Print button at the top of the screen Institution Level 1 Select Youth Checklist Summary from the WebNEERS Home page under the Summary Reports section 2 Select the Filter on which the report should be generated 3 Select the Regions to be included in the repo
54. all until the record has been saved The save process establishes the participant and allows users to enter recalls and checklists 14 Enter the Recall Date a Type manually MM DD YYYY Of DIET RECALL DATA FOODS TOTALS b Select the Calendar 3 Smith Sally nil Recall Date Staff Member Icon and choose fossa SSCS Anderson Carla the correct date Exit Recall P Adult Information 15 Indicate 1f the participant Is V Is Pregnant 2 Pregnant J Is Nursing N S Taking Nutritional Gender N hi d J Supplements F Number of Meals ote this data wt Cane Amount Spent on Food Last Month 0 forward from the entry tab Entry Date It should be modified as Activity Level ani needed to indicate whether Not Provided gt 09 30 2012 the adult is pregnant at the time of the recall Note this option will not be visible for male participants 16 Indicate if the participant Is Nursing Note this data will carry forward from the entry tab It should be modified as needed to indicate whether the adult is nursing at the time of the recall Note this option will not be visible for male participants 17 Indicate if the participant Taking Nutritional Supplements 18 Enter the Amount of money Spent on Food Last Month Note Amount of money spent on food should include money food stamps vouchers etc that adult has discretion over It should not include items such as for example school lunch that is provided at no cost Pa
55. an select an item from the list of common selections or use the search field to find other food items Type the Food Item or the food code the user is looking for in the Search box and press enter Note It is best to start with fairly general words such as milk rather than 2 milk Note For helpful hints on using the advance features available in the Food Search please review that section below Use the exclamation point icon to view food details Select the plus sign to add the food item that best represents the food item on the participant s form to the food recall Note The Food Quantity screen appears that gives options for Meal Type Portion Size and Number of Portions Select the Meal Type Select the Portion size that appropriately reflects the measurement Enter the Number of Portions Page 70 SELECT PORTION SIZE CHICKEN NUGGETS Meal Type Morning meal or snack Midmorning meal or snack Noontime meal or snack Afternoon meal or snack Evening meal or snack Late evening meal or snack Portion 1 nugget 1 stick 1 mini drum 1 cup Quantity not specified 1 cubic inch Number of Portions 0 17 18 19 20 21 Select Save at the bottom of the popup screen Note Moving between these fields can be accomplished with the use of the tab key or the mouse If tabbing a user must hit the enter key to select to Save the data Repeat steps 11
56. and GOrFecnng INC TOF uses v osse II UORO FENSTER DEI Ub 121 Cannot access the data or the database is acting strange cccccccccccsssseececcceeeeeaeeesseeeeeeeas 121 Previous Staff or Volunteers will not delete etate etapa Eos te dara v etapa 121 A ET O a E date A E E E TE E 121 C ee E m 2127 Amount of money spent on Jood iussi REOR IS NNI N VUES A UREU ANNE NU A Ue NEM EC ISU 127 Page 120 WebNEERS Troubleshooting and Frequently Asked Questions Outlined in this section of the manual are troubleshooting tips and frequently asked questions Double Entries A participant entered more than once A participant can only be entered into WebNEERS once in any given program year Locating and Correcting the error 1 Select Manage Adults at WebNEERS Home page 2 Select the double arrows insert icon icon in the Name column 3 Review the list of names Identify any names which are repeated a Verify the individuals are unique or b Delete one of the duplicate records See Manage Adults section of this manual for information on deleting an adult Cannot access the data or the database is acting strange As WebNEERS is a web based application access to the Internet is required WebNEERS does not function off line If the user is unable to access the Internet the user must contact the SBN Small Business Network or local IT staff for assistance If Web NEERS is not functioning correctly and or err
57. ant to switch to region Note The user will then be in the Region selected and can be verified in the light gray bar located at the top of the Home page There will be no discernible difference between the Region pages it is critical that users with multiple Region permissions verify the region in which they are prior to any work being conducted in WebNEERS Approval Process for Users Staff who have been added as users to WebNEERS will receive an email generated from the system requesting the user to register The email will look like the information contained below If the staff does not receive the email in his her inbox the staff person should review their junk or trash folder as some email systems identify the email from WebNEERS as spam or other high risk email Page 28 Note See the screenshot below to review a sample of the email notification Join WebNEERS notification Ca H Iaa Join webNEERS Message Plain Text peed wan l Message Developer Adobe PDF P Xx 3 MovetoFolder 5 Block Sender Hg Categorize A Create Rule C Safelists Y FollowUpy Rep Reply Forward Delete Find to pa tj Other Actions 7 Not Junk 3 Mark as Unread Respond Actions Junk E mail fa Options a System Admin admin yliapps com Sent Wed 10 3 12 5 33 PM Blake Stephanie Join webNEERS A webNEERS account has been created for you Please follow this link to complete r
58. ar Plan This section at the Federal level is only required by EFNEP However SNAP Ed can integrate the collection of these data at the Region level to better answer questions which are present on the EARS report Region Level Access to the Annual Update 5 Year Plan Addressed below are the two tabs Manage Program Impacts and Edit Program Sites and Partnerships listed under the heading Annual Update 5 Year Plan Manage Program Impacts The Manage Program Impacts section of this manual collects the qualitative information success stories of the program The Process l 2 3 4 Indicate the Date Occurred Select Manage Program Impacts from the WebNEERS Home page Select Add Program Impact see below Enter a Title for the program impact be specific a Type manually as MM DD YYYY or b Select the Calendar Icon vU and choose the correct date Leave checked to submit or uncheck to not submit the program impact for Institution use Indicate the Core Area s of the impact Note more than one Core Area can be selected Indicate the Secondary Area s of the impact Note more than one Secondary Area can be selected Note Additional Areas can be added by clicking Add Focus if the list does not provide an adequate description of the area on which the program impact reflects Indicate the Key Word s that describe the program impact Note Additional Key Words can be added by clicking Add Keyword if the list does not provide adequate
59. ate and manage federal checklists questions subgroups adult and youth filters and public assistance programs Institution Level Users The Institution level is referred to as the university level data which is analogous to the former State Reporting System SRS The Institution level interface enables each state to define operating parameters collect manage and report on the program The Institution users are tasked with creating the environment for regional users into which data 1s to be reported Their abilities include creating regions for Region level users to enter data into managing their various regions subgroups filters checklists and public assistance programs creating and managing annual updates 5 year plans and creating new users Region Level Users The Region level is refers to the local level data which is analogous to the former County Reporting System CRS5 The Region level interface is the only level at which program participant personal identifiers name address telephone number etc are available The Region users are tasked with entering the actual program data for adults staff youth groups and program impacts and delivery sites and partnerships for the annual updates 5 year plans To provide technical assistance Institution level staff may have access to the local level interface System Components WebNEERS incorporates local university and federal components of the previous Nutrition Education
60. atus a All returns data for all adults b Active Only returns only Active participants c Graduates returns only adults with Program Status Educational Objectives Met d Terminated returns only adults who have exit the program without graduation 6 Select Sort By a By ID Sorts by adult ID in ascending order b By Name Sorts by adult last name in ascending order 7 Select Format a make no selection in which case the participant s name will be displayed b select Omit Participant s Name in which case the name will be removed 8 Select Submit located at the bottom of the screen 9 Select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed 10 To download the report select the Download PDF button at the top of the screen Note If the report is downloaded the user will be prompted to select a location into which the file will be saved The user should note the location for later access Adult Checklist Review The Adult Checklist Review Report is available at the Regional Level This report can be used to review the checklist data for adult participants It allows a user to quickly compare entry and exit values for questions core or additional as well as to see if entry or exit data 1s missing for each participant The Process 1 Select Adult Checklist Review from the WebNEERS Home page under the Reports section 2 Select Adult Selection a Entire Unit
61. be edited by Regional level users Deleting Public assistance 1 Select Public assistance on the WebNEERS Home page under the Adults Setup section s 2 Select the Delete icon 9 under the Manage column located to the left of the public assistance to be deleted 3 Select Ok when prompted with Are you sure you want to delete or select Cancel to maintain the public assistance in WebNEERS Note Federal level public assistance cannot be deleted Institution level public assistance can only be deleted by Institution Level Users Regional level public assistance can only be deleted by Regional level users Page 44 Section 4 Managing Staff Adding Editing and Reporting SCIL SOCIO 0 So oi rd UPPER PUE URINE ORO UDIN NEU Der MU tenI E Ute NUMINUM 46 Manaoina SAN din 46 CLASIFICA TONT OFS TATT E 46 Examples of Professional staff are cccccccccccccssssccccccccccneeseseccceeeeaaeseseeeeeesaaaaseeeeeeeesaaaaaseeeess 46 Examples of Paraprofessional staff are sseeeeeeesesssseeee eene nennen nennen 46 Examples of Volunteer staff GV xosasestezedectvsseux stta stvnc ge citus ee vac ke non udo a esocks deducted vile pecia 46 SUM 401p anes 47 Automatic Creation P 47 Custom 29 77 T a a nia eheann 47 ADDING STAFF AND STAFF HOURS TO WEBINEERJ 2 atctcueckete netto ka bua eba ransa NANS cda tbt ra eo tk tena rai 47 f PITTURA
62. being entered 6 Assign a Custom ID or eave it blank for an ID Cancel Next to be generated at creation by WebNEERS Note IDs are shared across all regions so numbers may appear to be missing as new adults are added to the system Note Tracking the number of different series planned offer is a reporting requirement in the Education and Administrative Reporting System EARS required by the USDA Food Page 56 and Nutrition Services FNS for programs receiving SNAP Ed funds This cannot be tracked in WebNEERS 7 Optional Select an Adult Default defaults will need to be established before this step can be used See Section 3 Setup Customizing WebNEERS to Meet Local Needs for more information on this topic Note The staff member selected above will override the staff member selected in the adult default If the default that will be selected already indicates an assigned staff member it is advised that the user not select a staff member step 4 above to avoid possible confusion or incorrect data Select Next On the CONTACT INFO tab complete the entry of the contact information as collected on the Adult Entry Enrollment form See the screen shot below a Boc Enter the Enrollment date first date of education and or data collection 1 Type manually MM DD Y Y Y Y format or 2 Select the Calendar Icon v and choose the correct date Enter participant name First and Last Enter the Address t
63. ber will update as you apply characteristics to the filter Page 39 Setup Adults Example screenshot on which Setup Youth Groups Example screenshot filters can be generated demographics on which filters can be generated subgroups public assistance demographics subgroups Hame Hame Manual test Description Description Manual Test RE Total Youth Groups in this Filter e 26 I Demographics Demographics I8 Subgroups 0O Subgroups i Public Assistance Cancel Save Cancel Save 5 Identify the characteristics of the participants to be filtered a Demographic Option Adult and Youth Filters Note Select or enter information on this screen to build a filter based on specific information such as age entry and exit dates of lessons income level and or poverty level e g a filter for a race subcode can be used to generate summary reports for a population of interest This is the only step needed if a unique filter for specific demographic information is of interest b Subgroups Option Adult and Youth Filters Note Select one or more subgroups from each column as needed In most cases this will be the only step needed for creating a group filter In at least one In all Not in all Hot in at least one A or Y X and Y Not X or Y Not X and Not Y Not X and Y Mot X or Mot Y To filter data for one 1 subgroup highlight that group in the In at least one column and select Save T
64. c reports see Recall Reports above to Region level aggregated data representing the demographics and output data and through Regional Institution level outcome data from summary reports The reports printed examined electronically or when available exported are a valuable resource to program managers nutrition supervisors as well as frontline staff for use with participants Hint Reporting Period dates do not have to be entered to run a report If dates are not selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates to view the data for a specific period of time within the reporting period Adult Mailing Labels Adult Mailing Labels are available at the Regional Level They can be printed and used to send additional materials lessons or information to current or past participants Participant addresses should never be shared or distributed to outside sources without prior written consent The Process 1 Select Adult Mailing Labels from the WebNEERS Home page under the Reports section 2 Select the Filter on which the mailing labels should be generated select the Label Type the user would like to print Avery 5160 and 5164 are listed 4 Select the Print Direction a Horizontal This is how labels have printed in previous versions of the NEERS software Adults are placed on labels first left to right and next top to bottom b Vertical By selecting this option ad
65. cklist Review Report is available at the Regional Level It allows a user to quickly compare entry and exit values for questions core or additional as well as to see 1f entry or exit data is missing for youth group members The Process 1 Select Youth Checklist Review from the WebNEERS Home page under the Reports section 2 Enter the Youth Selection a Entire Unit generate the report for the entire unit b By Staff Member Page 109 Note If this option is selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed when reaching step 6 Enter the Question Selection a Core Questions This will report only on the federal checklists selected for each youth group b Additional Questions This will report only on the additional checklists selected for each youth group Privacy Check this box to leave out the youth identifiers in this report Select Submit Note If Youth Selection was Entire Unit the user will be directed to the checklist review report Note If Staff was selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is generated To print the report select the Print button at the top of the screen Youth Summary The Youth Summary Report is available at the Regional and the Institution Level It provides the aggregated demographic data on all youth groups The P
66. click on Save will return the user to the Manage Adults screen Note this also applies if a user reenters a record to edit it and then clicks save Remarks The remarks field enables Region level users to add additional comments or information to a participant record No entry is required in this field Note If remarks are going to be used at the Region level the user should note that the remarks are hidden from normal view When remarks are entered and saved a reminder Comments Available in red text will be displayed to the left of the remarks tab Comments Available Remarks Viewing or Editing Information for Existing Participants At any point after an adult participant has been successfully added to WebNEERS the record may need to be reviewed and or edited The steps for reviewing editing a record are defined below The Process l 2 3 4 Select Manage Adults from the WebNEERS Home page under the Adults section Select the Wrench icon d under the Manage column to the left of the adult to be edited viewed Make changes for the adult in the appropriate fields all required fields are outlined in red Select Save at the bottom of the page Note If required fields are not appropriately completed the form will not save and the focus will be put on the first required field that is either empty or contains incorrect data Page 66 Note The user should only click Save after making all necessary edi
67. click on some items on the home screen any which are not grayed out Permissions are discussed in greater detail in Section 2 The majority of the Region level web site real estate 1s broken down into three columns e Adults e Youth Groups e Staff Each of these topic areas are broken down into subsets which allow the user to manage data generate reports or setup local information to enhance the functions of WebNEERS and meet the local level needs At the bottom of each column are additional links which include Region Users Adults column Tables Youth Groups column and Annual Updates Checklists Staff column See the screenshot of the Region level Home page and the Institution level at the end of this section The majority of the Institution level web site real estate 1s broken down into three columns e Annual Update 5 Year Plan Summary Reports adult youth staff Browse adult youth and staff e Checklists manage and reports Setup subgroups filters public assistance and e Users manage Regions Reporting Years Tables and Export data Home Breadcrumbs Account Management and Logout buttons The very top is a dark gray bar To the left is the WebNEERS logo which will always return the user to the Home page To the right 1s the username user type in parentheses the countdown timer which tells you how long until you are automatically logged out of the system and the option to manually Logout User Info C
68. create subsets of the adult data using Page 38 logical expressions This is useful for viewing summary reports When the filter is used only adults or youth groups who meet the filter criteria are included in the report The default filter all adults or all youth groups may be used to include all participants Filters are designated Federal F Institute I or Region R depending on who prepared the filter Region users cannot revise or delete Institute or Federal filters Adding Filters 1 Select Filters on the WebNEERS Home page under the Adults or Youth Groups section this will display all of the filters currently available Note If there are multiple users in a region all filters created regardless of who created the filter in the Region will be available and listed on this screen 2 Select Add Filter SEARCH wt sHow All v ENTRIES Manage Type v Name e Description Date Modified Federal Address Not Verified Address is not verified 10 02 2012 Federal Address Verified Address is verified 10 02 2012 Federal EFNEP 10 02 2012 3 Name this is the only required field and Describe the filter Name PT Description Cancel Create 4 Select Create Note The number of adults or youth groups captured by the filter is listed below the Description field Before characteristics are selected the number is equal to the total number of adults or youth groups in the region or the institution The num
69. d descending order Note Select the icon once to sort the column in ascending order a b c z 0 1 2 or select a second time to sort in descending Order Z y x a 9 6 7 The sorted column will show one arrow If it is sorted ascending it will be an up arrow descending a down arrow de me The preview icon is used to preview the data in a Se amp Print ell iaaiiai print button is used to open the browser s print dialog box and print the information on the user s screen Print PDF The print PDF icon has two functions It either generates an onscreen report users can print or a PDF of the selected information that users can save or print gt Home The home text which appears in the light gray bar at the top of the screen is used to return the user to the home page e The back text which appears in the light gray bar at the top of the screen is used to return the user to the previous page LEN RM file CSV of the data Hint If users hover their mouse arrow over an unlabeled icon a description of the icon s function or purpose will popup Page 15 Screen Layout The Home page of WebNEERS is substantially different from earlier versions of NEERSS In order to reduce the number of steps needed to accomplish a task all major items are represented on the home screen A user with full permission can click on all items on the home screen a user with limited permissions may only be able to
70. d at the salaried staff position not hourly rate o Community Educators paid at the salaried staff position not hourly rate whose primary responsibility is to carry a caseload and or provide nutrition education Examples of Paraprofessional staff are o Supervising Community Educators paid at the hourly rate not as a salaried positions who carry a caseload and provide day to day supervisor of other staff o Frontline Staff staff delivering direct education Examples of Volunteer staff are o Persons from the community who assist in programming who are not paid for their efforts Note Entry of adult records requires designation of the assigned staff member and entry of youth groups requires identification of the group s leaders Thus entry of the staff members should be one of the first tasks with a new database Additionally staff that are no longer active should be deleted Page 46 Staff IDs Staff IDs can be set in one of two ways Automatic Creation o WebNEERS will automatically assign a unique number as the identifier for a staff member unless a Custom ID number 1s created o Ifa Custom ID is not defined at the point of creation it cannot be added later Note Once an ID has been created it cannot be changed Note IDs are shared across all regions so numbers may appear to be missing as new staff are added to the system Custom Creation Any custom identifier may be assigned to a staff person The only requirement
71. d edited 4 View and or edit the information on the selected staff person Note all required information is outlined in red 5 Select Save at the bottom of the page Note If required fields are incomplete the form will not save and the focus will be put on the first required field that is either empty or contains incorrect data Updating Staff Hours in WebNEERS Capturing and recording actual staff hours is essential Reporting the actual staff hours by appropriate type of activity adult or youth work enables nutrition supervisors state and federal level staff to accurately assess and report staffing commitment and output achieved through the staffing commitment The Process 1 Log into the appropriate WebNEERS system EFNEP or SNAP Ed 2 Select Manage Hours from the WebNEERS Home page 3 Select the Wrench icon a under the manage column beside the staff member whose hours need to be viewed edited 4 Enter the staff hours 5 Select Save at the bottom of the page to save and close the record Select Save and Next to edit the hours for the next staff person in the system Deleting Staff and or Volunteers As staff leave employment or volunteers stop providing services it is necessary to remove those individuals from WebNEERS Note if a staff or volunteers are also WebNEERS users deleting them from the Manage Staff screen does not remove their ability to log into the system They will also need to their accounts deactivated
72. de s ERES UR HIER Nasen SESS TUURU VOUS 24 Pagel9 The System An overview The Web based Nutrition Education Evaluation and Reporting System WebNEERS is a data collection management and reporting system The system has been generated through United States Department of Agriculture USDA National Institute of Food and Agriculture NIFA to collect quantitative data about program participants and staff The quantitative data consists of demographic and program output information reported behaviors pre and post education representing the nutrition education offered through the Expanded Food and Nutrition Education Program EFNEP WebNEERS has been adopted by many Supplemental Nutrition Assistance Program Education SNAP Ed programs run through the Land Grant systems The Development Hosting and Maintenance WebNEERS is a secure web based system designed hosted and maintained by Clemson University WebNEERS has been developed to ensure flexibility decreasing reliance on stand alone software packages and or operating systems Accessing WebNEERS WebNEERS can be accessed by approved users through any web site accessible system including computers iPads Tablets and Smartphones WebNEERS is compatible with e Internet Explorer version 8 or higher e Firefox e Google Chrome e Safari Minimum specifications e 1 5MB download speed e Windows XP If the program being used to access the Internet is unknown and or the version
73. e All adults all youth groups or all adults and all youth groups can be transferred from one staff person or volunteer to another Select Submit Verify selection a Select Ok when prompted Are You Sure You Want To Transfer These Responsibilities to approve the transfer of adults and youth b Select Cancel when prompted Are You Sure You Want To Transfer These Responsibilities to cancel the transfer of adults and youth A confirmation message for adults youth groups or both will appear if the transfer was successful Screenshot Transfer Responsibilities From FromStaft To Data to Transfer Cancel Submit Caution Removing a staff member does not remove their access to WebNEERS Staff who have left employment will need to have their user privileges if any are awarded removed and or the user should be deactivated from the WebNEERS This changing of privileges or removing of users will need to be completed in all applicable WebNEERS Page 54 Section 5 Managing Adults Adding Editing and Reporting Adal SCC UO bse encwasinctwsesssciessedscsacsassstensacaceessaceseuesecs cases COSE ROPICP MEIN LUE EDUU IE PDL LUE UE PERFORMING ADULT DATA ENTRY INTO THE WEBNEERS SYSTEM eee UP UCET Dp Pri pM Adding New Adult Participants esses eene eese nnne ess nnn nnne esses AZ TS e E m Viewing or Editing Information for Existing Participants
74. e Note The verification code will need to be provided to the user in a separate email or alternative means of communication as the email generated by WebNEERS will not provide the verification code This is done to ensure the security of the system 4 Enter the user s First Name Enter the user s Last Name 6 Select the User Type Institution or Region a If Institution level skip to permissions step b If Region level select the Regions to which the user will be assigned 7 Select or unselect the permissions to be granted the user 8 Select Save at the bottom of the page A Note It will be important that the Region to which the user will be assigned is entered prior to any staff being entered It is not required and the user can be edited to include the Region after the Region has been added however adding the Region first saves time and effort User Permissions Regional Level user permissions include the ability to add edit and delete adult participants youth groups staff subgroups filters and public assistance as examples Institution Level user permissions include the ability to add edit or delete annual updates 5 year plans budget sheets budget justifications subgroups filters and public assistance as examples Review the list of permissions available and strategically select the permissions to be granted or withheld from any given user Changing Permissions Occasionally it 1s important to adjust the permissions that are
75. e tee ener ere ener eee 11 S CORON N etu ut are ace m iMi EM E 11 BCOM ZUM PRO TORN UE od tds Peek dicate ean cera t OEE I2 DOUG TEENS Ie pu uL I I 12 SCREEN TA U ac ttes eec edd Due CEU EA EAG 16 HOME BREADCRUMBS ACCOUNT MANAGEMENT AND LOGOUT BUTTONS esent 16 PETROL TINTS TOR WORKING INAV INBER S x btsetbtetuntehtt Slate lott estate ien eee 20 TER ORON DALIT N htec ROR ree MU RTT te eee ens Veron MC RM vetoes 21 Section 2 Users and Permissions Management eene 25 CREA UNON T I RE gation cece uu Du DU drupacea 26 DAPIDUS M EU deep een 26 CHUANG ENG MEI HERI C 26 CHANGING REGION EI T EACE S unda heat AAA ALIAE A oL O CE 27 PASSWORD MANA ON NT streams ea erg a ea ns quite imt es 27 ISEMOPUINGUUUEI aa eerste utebatur fidi scc talia enh oic assests 27 REO UG ER puru RM EI EL E E pe DRM RE LACE 28 USERS CHANGING REGIONS INTO WHICH DATA I ADDED EDITED eren nnne 28 RECOMMENDATIONS BOR ACCESSING WEBENE ERS auia eset iet tea E dU 30 Section 3 Setup Customizing WebNEERS to Meet Local Needs 31 DEIAUSTSTORVIDUE IUS ces fap tus obo nh te ceti eR De cce 92 SUBGROUPS PIERS AND TORC AS ISTAN d e N seas ination sida 36 SOB GROUPS M T 36 ETER u sett ou setdoees sss seh nated sds tots iode ct Nose esent ote e ose obti odes Sat e en ede ed 38 BTS AS SIS TAIN EM 42 Section 4 Managing Staff Adding Editing and Reporting
76. ed edited or deleted Report The report icon is used on Home page to indicate the link is for a page where a report can be created add additional question sets when such sets are available The setup icon is used on Home page to indicate the link 1s for a page where system management takes place It is also used in the adult and youth group checklist sections to Note Additional question sets can only be added in the checklist Page 14 a a ee LELM available to that region a m The tables icon is used on the Home page to indicate the link 1s for a page where system tables are located Create Add The create add icon 1s used to bring up another screen that allows the user to create or add a new record The wrench icon is used to bring up another screen that allows the user to edit the information in a record Delete The delete icon is used to delete a record from the database Note Before selecting the delete icon please make sure the item selected the information highlighted should in fact be deleted Once an item has been removed there is no way to restore it you cannot undo a deletion date for the date field located to the 1mmediate left of the button View Food The view food details icon is used to show the details of food Details items food group data nutrients and weights and measures within a recall and in the foods database table Sort The sort icon is used to sort the data in a table in ascending an
77. edisaeeosnavedasduasacecsuansehionesasevouaveracevenaseauaviets 3 Deleting Subgroups ssssseeeeeesesssssseeeee nennen nennen ENEN rn nnne esses EAN renes sena rennes nnns 3 ESI T ea dan du err ere rdT ere rre Tremere rer cere rrr 38 PRO TULL S EEEE E chte veuce Em 39 VIVE Fe TOT e site mE ccececo dae n MIR MEME e EU mu MEE Uri cases 41 PUT UE DUI RC 42 BITES MP EE 42 Page 31 Customizing the System to Meet Local Needs WebNEERS has been developed to provide a high degree of flexibility to enable Institution level and Region level users the ability to customize the system to meet individual program and reporting needs as well as increase the use of the data in program management Detailed below are the instructions for taking advantage of the Setup sections of the Adults and Youth Groups These functions include establishing defaults for entry of new adults and youth groups streamlining data entry processes for frequent entries cities subgroups lesson type etc These options are available for Region level users This section also discusses customizing subgroups and filters This option can be setup at the Regional and the Institutional level to better segment and report on programming at the local level Defaults for Adults Default profiles are meant to save time entering data that may be identical on individual records Once a Default Profile is created it is ava
78. edit program delivery sites and program impact information The program delivery sites ask the user to provide the number of different sites reached in a given program year and document the number of partnerships to have been formed The program impact captures qualitative success stories on program delivery Page 19 Institution Level The Institution level user is able to manage add and edit the university s 5 Year Plan Annual Update budget and budget justification These data were collected through the Formula Grant Opportunity FGO in year s past This section also allows Institution Level users to manage program impact and delivery sites data submitted by Region Level users and entered by Institution Level users Checklists The checklist feature enables Institution level users to add question sets based on questions existing in the WebNEERS database of questions or add new questions for inclusion in question sets to be used at the Region level Both Institution and Regional level users have the ability to view the available checklist sets and to run checklist related reports Note For more information on creating question and or question sets for use at the Region level see Sections 5 and 6 to learn more about Questions and Checklists Data Backup Data 1s backed up automatically at least three times each day Helpful Hints for working in WebNEERS The section below contains guidance and helpful hints to assist in the data entry a
79. ee eee eee eene nnns 120 Page 8 Section 1 The System An Overview The System Afi OVS 1 WW rac cs peta an iret busses NURSE EIN EOS URUHE DH EPI UNEDHEUU 10 THE DEVELOPMENT HOSTING AND MAINTENANCE essssssssssssccccssscscsssscssscucssusssssssescssssucsssssseseseuenenes 10 SIC S S DOCU UEC TANN os asl S uuoscuiicu maa DERI COE Mu E M E ES sU uu uM TUE I SPREE THAT eT 10 VESER go DB E re 10 i TOR 11 Federal Level USerS E H 11 Institution Level Users RET 11 Age mE Ayal Oy TT iiia ariiraa oiai MEET 11 SYSTEM GOMPONEN TS RTT 11 BECOMING AN APPROVED USER usacnientcseiidenzicssqu me TAR NNA NAANA AARNA AANA AENA RAAR RN UM SM IESUS 12 Specific example of permissions USC uoce etse e vae EA EEV Ee eiu Y ES Tape ir ENE y ED EOS 12 IMPORT INTI T ATURE osse baise decet ee Scd edicM M dE 12 7 P 12 DI H H 12 ID BOXES ts 13 eu 7 13 DI P 13 Form Rmo PE 13 V M H H H 14 SiS Si ES OE T Ducis nM MM MM MEM Lu MSS 16 HOME BREADCRUMBS ACCOUNT MANAGEMENT AND LOGOUT BUTTONS eeeeeeee eene 16 ET AED TN 16 Manage
80. efaults for Hew Adult This field is required Hame of Adult Default Subgroups M F EFNEP mean F ESWIC F Sample Select One i F Sample F SNAP Ed Ci F Team Nutrition State DC i Zip Residence Type Select One Lesson Type Select One gt Select the fields to be automatically populated for the new Adults Staff to whom the default applies if limited to a particular staff member City if the city in which the participant is educated or lives 1s likely to be known Zip if the zip code is a likely known value Residence Type these are the same as what are found in the adult section Lesson Type these are the same as what are found in the adult section Federal Institution and Region Subgroups likely to apply to the adult onocem Note If the values need to be changed in any given record the user can edit the field when adding the adult to WebNEERS Select Save at the bottom of the screen Viewing l Select Defaults for New Adults from the WebNEERS Home page under the Adults section Note This will display all of the defaults currently available for the Region level that the user is assigned Note If there are multiple users in a Region level all defaults created within the Region level will be available here Page 33 WI Defaults for New Adults Select Defaults for New Adults from the WebNEERS Home page under the Adults section
81. egistration http webneers net user register 9a58e0c558c297 The Process 1 Staff will need to select link in the Join WebNEERS email The staff will be forwarded to a screen that looks like the image below Note The screen will contain the user s Email not the email presented below icers Email sblake nifa usda gov Verification code Note The version number Confirm Password 1 register for the system Version 0 9 5 1 2 Staff will need to enter the Verification code which was forwarded in a separate email or by some other means of communication when the user added to the system 3 Staff will need to create a Password which they will need to remember Note The password will need to be reentered to complete the registration process Note Each user will log in with their own username and password The passwords are encrypted and not available to anyone at any level including the system administrator s Log in information is not to be shared between staff Page 29 Log In Once Registered The log in screen once the user has successfully registered will look similar to the image below Note selecting the link in the registration email after successfully registering will result in the screen below Screenshot of login E WEB NEERS Password Forgot Password Error This account has already successfully click here to login Log In Version 0 9 4 1 Version 0 9
82. elect Save at the bottom of the screen This will return you to the Recall tab within the adult record If desired select the Print icon s under the Manage column to generate the diagnostic reports See Reporting section below for additional information Select the CHECKLIST tab CONTACT INFO ENTRY DATA RECALLS EXIT DATA Select Additional Question Set if appropriate Add Checklist Manage Is Exit Date amp Select Additional Question Set E Page 64 x 34 35 Enter the Checklist Date 36 37 38 39 40 4 Select Add Checklist a manually as MM DD Y Y Y Y or b select the Calendar Icon U and choose the correct date Enter the value of the responses to the Ten Core Questions Note This can be done by choosing the appropriate field or by entering the number reflecting the corresponding answer in the Response Column 3 Smith Sally Checklist Date 09 13 2012 Exit Checklist Ten Core Questions Question 1 Plan meals ahead 2 Compare prices before you buy food 3 Run out of food before the end of the month 4 Shop with a grocery list 5 Let foods sit out for more than two hours 6 Thaw frozen foods at room temperature 7 Think about healthy food choices 8 Prepare foods without adding salt 9 Use Nutrition Facts on the label to make food choices 10 Children eat within 2 hours of waking up Response dAU d dud Enter the value of the responses to the Additional
83. elect Youth Subgroup List from the WebNEERS Home page under the Setup section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Filter List The Filter List 1s available at the Regional and Institutional Level It can be used to view the list of Federal Institution and Regional Youth filters available to that user Note Regional Filters can only be viewed by Region Level users The Process Regional Level 1 Select Filter List from the WebNEERS Home page under the Reports section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Institution Level 1 Select Youth Filter List from the WebNEERS Home page under the Setup section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Page 113 Section 7 Annual Report and 5 Year Plan Annual U pdates 5 Year Plani eee teo tU oup IURI EE IE TIN SIE IEENEE 115 REGION LEVEL ACCESS TO THE ANNUAL UPDATE 5 Y EAR PLAN eee teet 115 Manso FO FOU DOGS aenssisutidu MUR ERINODR PE EE UFU UM Op aaa RUD DUPIID DAMM OU UE 115 Review and Edit the Program Impacts eese eese senes 116 Edit Program Delivery Sites and Partnerships cccccccccccccccccccsseeeecccceeeeeaaessesceseesaaaseeseees 116 Page 114 Annual Updates 5 Year Plan This section of the manual is devoted to the successful completion of the Annual Updates 5 Ye
84. equivalents of whole grains from the bread cereal rice and pasta food group b Nutrients Per 100 gram weight of food Page 71 Note This tab presents the nutrient values represented in the food item Food Code Name 57123000 Cheerios FOOD GROUP DATA NUTRIENTS WEIGHTS AND MEASURES Per 100 gram weight of food Nutrient Value Protein 12g Total Fat 6g Carbohydrate 74g c Weights and Measures Note This tab presents common measures for the food item Food Code Name 57123000 Cheerios FOOD GROUP DATA NUTRIENTS WEIGHTS AND MEASURES Gram Weight Measure Description 1 10 Cheerios 30 1 cup 21 1 single serving box 75 oz 30 Quantity not specified 5 Select the Delete icon to remove food item s that was entered by mistake Note Once an item has been deleted it cannot be undone Editing a Recall 1 Select Manage Recalls from the WebNEERS Home page under the Adults section 2 Select the Wrench icon 2 under the Manage column to the left of the adult whose recalls is to be managed 3 Edit Diet Recall Data or select the FOODS tab to add or edit foods Use the Wrench icon an in the Manage column to the left of the food item which needs to be edited to edit Meal Types Portion Sizes Number of Portions Select Save at the bottom of the screen to save the edits made to the individual food item s 5 Select Save a the bottom of the screen to save and exit the recall p Note The user will be returned to
85. er The List of Families by Staff Member Reports are available at the Regional Level This report can be run as a short version List of Families or a detailed version Detail List of Families The short version allows a user to see basic information about adult participants per each staff person The detailed version allows a user to see all pertinent information about adult participant per each staff person Hint The onscreen view of these two reports allows users to quickly review their data for accuracy Users can click on the column headings to sort ascending or descending The drop down on the top right of the table can be used to view more or less records Hint On the Detailed List of Families there is a scroll bar underneath the table which allows you to view all data points The Process 1 Select List of Families by Staff Member from the WebNEERS Home page under the Reports section 2 Select the Filter on which the list should be generated 3 Enter the Reporting Period on which the List of Families should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 4 Select Staff Selection a Forasingle staff person choose the name of the staff from the list
86. er the Adults section 2 Select the Delete icon under the Manage column to the left of the adult to be deleted 3 Select Ok when prompted Are you sure you want to delete this adult to delete the adult or 4 Select Cancel when prompted Are you sure you want to delete this adult to discontinue the delete operation Note Once the adult is deleted it cannot be undone Page 68 Managing Recalls The managing recalls function enables the user to add review edit or delete recalls contained within WebNEERS without having to access the all the data entered on the adult participant This is also a way to quickly access and print diagnostic reports Adding a Recall 1 Select Manage Recalls from the WebNEERS Home page under the Adults section Note The adult participant record must be added before this function will work 2 Select the Wrench icon m under the Manage column to the left of the adult whose recalls is to be managed 3 Select Add Recall 4 Enter the Recall Date a manually as MM DD Y Y Y Y or b select the Calendar Icon U and choose the correct date 5 Indicate if the participant Is Pregnant Note this data will carry forward from the entry tab It should be modified as needed to indicate whether the adult is pregnant at the time of the recall Note this option will not be visible for male participants 6 Indicate if the participant Is Nursing Note this data will carry forward from the entry tab
87. er will need to Select the Magnifying Glass Preview icon under the Options column to view the report Profile Summary The Profile Summary Report will provide the full time equivalents for each program and participant type as well as a gender race and ethnicity breakdown for all staff members of the selected type The Process l 2 3 Select Profile Summary from the WebNEERS Home page under Reports in the staff section Select the Staff Type the user would like to view in the report Select Submit The report will be displayed on the screen Page 53 Transfer Responsibilities The transfer responsibilities section allows the user to transfer the primary staff member for adults or youth groups entered in WebNEERS from one staff member to another This option is useful when a staff member needs to be removed from WebNEERS but still has multiple adults or youth groups to whom they are assigned Note Once completed the transfer cannot be undone It is important to double check all of the selections before selecting Submit The Process l 2 Select Transfer Responsibilities from the WebNEERS Home page under Setup in the staff section Select the From Staff to designate the staff person who will be relieved of adults youth groups or both Select the To Staff to designate the staff person who will receive the adults youth eroups or both Select the data to transfer a Adult participants b Youth groups Not
88. est represents the food item on the participant s form to the food recall Note The Food Quantity screen appears that gives options for Meal Type Portion Size and Number of Portions Page 63 24 23 26 Zi 28 29 30 3 32 33 Select the Meal Type Select the Portion size that appropriately reflects the measurement Enter the Number of Portions Select Save at the bottom of the popup screen Note Moving between these fields can be accomplished with the use of the tab key or the mouse If tabbing a user must hit the enter key to select to Save the data Repeat steps 20 26 for all food and beverage items to be added Select the X button d at the top of the screen or Done at the bottom right after all items have been entered SELECT PORTION SIZE CHICKEN NUGGETS Meal Type Morning meal or snack Midmorning meal or snack Noontime meal or snack Afternoon meal or snack Evening meal or snack Late evening meal or snack Portion 1 nugget 1 stick 1 mini drum 1 cup Quantity not specified 1 cubic inch Number of Portions 0 Save Note Review the list of foods and quantity consumed against the 24 Hour Diet Recall form make any necessary edits Note There are three functions available in the Edit Foods e Edit food items e view food item details and e delete food items For more information review Food Search section below S
89. etail Report is available at the Regional Level It provides the youth group data for a specific youth group It is essentially a screenshot of what was entered The Process 1 Select Group Detail Report from the WebNEERS Home page under the Reports section 2 Select the Print icon s under the Options column to the left of the youth group to be viewed Group Names by Leader The Group Names by Leader Report is available at the Regional Level It provides the names and IDs of the groups led by each staff person The Process 1 Select Group Names by Leader from the WebNEERS Home page under the Report section 2 Enter the Reporting Period on which the Email List should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon vU and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 3 Select Staff Selection a Fora single staff person choose the name of the staff from the list b Forall staff leave the selection All Staff Note This selection will provide information on all available staff who have data available for this report 4 Select View Report to view the report available for the selected staff member s 5 To print the report select the Print button at the top of the screen Page 108 Gro
90. euevanst 104 DIO ORI CHOC E iesaaeweraccuacastcomacainysdamcnutscumraaeeti ica tcanacateusenn euauncartotuicatcanasaneusieeasmuaiact 105 DRESS VERI TON EE ONE susce mica n or tina esse add 105 DHA TO COS ECTS r 105 JIOUTECGROUPTSEPORTL stets iE resents a ED EG GM ua M M LS MU MEM LM CM IN ADU EN RCM UE 106 Youth Group Mailing Labels e eeeeeessssssseeeeeeeeeeeeee enne nennen nnne eese nnne nnns 106 IU TAGE CC SV 107 QOIBUS 108 Group Names by Leader P 108 C DEPT E E 109 GDTEETIDIASDITIMAaN 109 NOTCHES REVIEW sissien E EEE te ES DeC I REEL IM NUT AREEN 109 VOUS III OY aa E EE EEAO EN AN NEE TER OE I A E 110 Youth Checklist SUMIMATY T T m 11l OE UPL S aE EE E EENE AEA E ENA EO 112 GE e E E E E E E E 113 L Page 92 Youth Group Section The Youth Section is used to access edit and view Youth Group related information Managing youth groups is only possible as a Regional User Managing Youth Groups Youth group information aggregated totals for each youth group 1s entered for both demographic and program data However beginning with program year FY2013 10 01 2012 09 30 2013 individual pre post survey information 1s being captured for youth education The implementation of collecting individual pre post education data on youth is being phased in Adding New Youth Groups 1 Log into the appropr
91. evidence based and delivered through individual and group based strategies comprehensive multi level interventions and or community and public health approaches SNAP Ed efforts may also address environmental and policy level interventions National State and local coordination and Page 6 collaboration is strongly encouraged and recommended Since 1988 Land Grant Universities have been a primary provider of SNAP Ed They reach intended audiences by coordinating with state and local partners and with other contractors Other contractors are state public health departments food banks tribal programs and local health organizations The goal of SNAP Ed through the Land Grant University System is to provide educational programs and conduct social marketing campaigns that increase the likelihood that people eligible for SNAP benefits will make healthy food choices within a limited budget and choose physically active lifestyles consistent with the Dietary Guidelines for Americans and MyPlate Page 7 Table of Contents Acknowle dgoemehbts sui E o AD PIU bu Eig NM UIN M MM M UR MEE 2 PRIETO GUCTION sssses cia m E E VET IE T Er ESEE 6 Section 1 Ihe System An Overview iore em e AN RR renean Eea Ea eani 9 THE DEVELOPMENT HOSTING AND MAINTENAN CE eene eene tenente ERTE 10 PAC CE NING ENE ERS TDI M 10 aN STAN sot OW gees BY BUS SR Spero eer oe uoc PD dE IgM T dM M Mu IM Md LAE icu 10 AoA aD III aero ee ea Cert Ter E E ee erent n
92. ge 62 19 Indicate the Activity Level Note Options are Not provided 30 60 minutes 30 minutes gt 60 minutes 20 Select the FOODS tab 2 22 23 DIET RECALL DATA TOTALS O Add food Manage Meal Description Number of Portions Portions Select Add Food Note A search box will pop up FOOD SEARCH x 9 Common Selections SEARCH SHOW All ENTRIES Description Additional Description Food Code Chicken nuggets Weaver mini drums Tyson chicken sticks chicken 24498740 bites McDonald s Chicken McNuggets Cake chocolate devil s food or fudge standard type mix eggs and water added to dry mix NS as Jiffy Washington 53105000 to icing Yogurt plain nonfat milk 11411300 Note The Food Search compiles a list of the fifty 50 most commonly selected food items These will pre populate the Food Search pop up if recall data has been entered by any users within that region A user can select an item from the list of common selections or use the search field to find other food items Type the Food Item or food code the user is looking for in the Search box and press enter Note It is best to start with fairly general words such as milk rather than 2 milk Note For helpful hints on using the advance features available in the Food Search please review that section below Use the exclamation point icon to view food details Select the plus sign to add the food item that b
93. he Recall List Report is available at the Regional Level This report can be used to review the recall data for adult participants It allows a user to quickly compare entry and exit values for Foods Nutrients etc as well as to see if entry or exit data is missing for each participant The Process 1 Select Recall List Report from the WebNEERS Home page under the Report section 2 Select the Filter on which the list should be generated 3 Enter the Reporting Period on which the Recall List Report should be generated Enter a Begin Date and End Date a Type manually as MM DD YYYY or b Select the Calendar Icon Gia and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 4 Select Staff Selection a Fora single staff person choose the name of the staff from the list Note After submitting the form see below the user will be taken to an intermediate page where the selected staff member report can be viewed b Forall staff leave the selection All Staff Note This selection will provide information on all available staff who have data available for this report Page 83 Note After submitting the form see below the user will be forwarded to an intermediate page where an individual staff member can be selected from the list for review 5 Select a Program St
94. he arrow icon will change from both up and down to up to indicate the table is sorted on that row in ascending order 3 Subsequent clicks will toggle the sorting from ascending to descending order and display a down arrow depending upon the current state of the button Pagination Moving between pages 99 If the number of rows in a table exceeds the number of entries set to show on a page the table will automatically paginate the resulting pages In order to navigate between these pages click the left or right arrows located at the bottom right corner of the table Selecting the number of entries per page 9 Emz esee The number of rows displayed in the table will depend upon the number selected in the dropdown box on the top right corner of the table Changing the value in the dropdown box will automatically re paginate the table Performing Data Entry Entry screens with Tabs Tabs have been utilized in WebNEERS to allow for a less crowded workspace Tabs look and function like the tabs of files and the active tab will connect directly to the form while inactive or hidden tabs are grayed out slightly and disconnected from the form by a few pixels The active tab has black font inactive tabs have blue font Active Tab O IU r 0 EE CONTACT INFO ENTRY DATA RECALLS CHECKLISTS EXIT DATA Hint To quickly move between tabs hold the shift key and press the left or right arrow key on the user keyboa
95. he youth group contact information demographic characteristics entry amp exit data checklists 4 Select Save to save the changes to the youth group and return to the manage youth groups page or select Cancel to cancel the changes Note If required fields are not appropriately completed the form will not save and the focus will be put on the first required field that is either empty or contains incorrect data Note The user should only click Save after making all necessary edits Clicking save will save data entered on all data entry tabs Contact Information Leaders Entry amp Exit Data and Demographics so it does not need to be clicked more than once It will also return the user to the Manage Youth Groups screen Page 102 5 The user will receive a notification after saving as a popup message in the upper right hand corner indicating either the save was successful or unsuccessful Deleting Existing Youth Groups Deleting youth should be used rarely and with caution Generally only youth groups entered in error are deleted Example An EFNEP youth group is entered into the SNAP Ed system Or vice versa The Process 1 Select Manage Youth Groups from the WebNEERS Home page 2 Select the Delete icon under the Manage column to the left of the youth group 3 Select Ok when prompted Are you sure you want to delete to delete the youth group or select Cancel to return to the list of youth groups Manage Check
96. iate WebNEERS system EFNEP or SNAP Ed Note Remember EFNEP and SNAP Ed data are entered at different https pages 2 Select Manage Youth Groups from the WebNEERS Home page 3 Select Add Youth Group 4 Select a Staff Member from the list of available staff Staff Member Staff By Name Note If the staff is not listed select Cancel and see y Section 4 Manage Staff for instructions on adding NU Staff Hin t Youth Group Default Select Default Type the first letter of the staff person s last name in the Staff drop down to quickly locate the record of E interest Cancel Next 5 Assign a Custom ID or leave it blank for an ID to be generated by WebNEERS at creation Note IDs are shared across all regions so numbers may appear to be missing as new youth groups are added to the system Page 93 Select Youth Group Default from the list of available defaults or skip to step 6 Note If defaults are not established but the user would like to establish one many see Section 3 Customizing WebNEERS to meet Region level needs Select Next to continue creating this youth group select Cancel to exit without saving On the CONTACT INFORMATION tab enter the information from the Youth Group a Enter the official name of the Youth Group in the Name field at the top of the form Note This will be used on all Youth Group reports b Enter the Mailing Name Address City State and Zip for the group Note The Mailing
97. ible at the Institution Level but they will be aggregated with any other Other items added by other regions Int There is only one Delivery Sites and Partnerships screen per region This means the data for all regional users is captured in the same place It is advised that one person per region be responsible for aggregating and entering this data so that data 1s accurate and edits are not inadvertently overridden Page 1118 Screenshot Delivery Sites Locations and Community Partnerships For applicable types of delivery sites locations below indicate the number of sites reached and the number of community partnerships of Different fof Types of Sites Locations Deve Partnerships Sites Locations 2 Adult Education amp Training Sites Mg 0 Adult Recreation Centers 0 0 Churches 0 0 Community Centers 0 0 Emergency Food Assistance Sites 0 Extension Offices 0 0 Farmers Markets 0 0 Food Stores 0 0 Head Start Sites 0 0 Health Care Sites 0 0 Libraries 0 0 Other Youth Education Sites 0 0 Public Housing 0 0 schools 0 0 Shelters 0 0 SNAP Offices He 0 WIC Program Sites 0 0 Worksites 0 0 Add Other Page 119 Section 8 WebNEERS Troubleshooting WebNEERS Troubleshooting and Frequently Asked Questions 121 DOUBLE ENTRIES A PARTICIPANT ENTERED MORE THAN ONCEuicsscssssssssscssssssssscssssssssscsssssscssseeees 121 LEocatng
98. if addresses of the adults were verified by the regional users 5 Enter the Reporting Period on which the Adult Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 7 Select Submit located at the bottom of the screen 8 Select the Preview Adult Diet Summary Report button to view the report or Select the Graph buttons to view graphs for Food Group Improvement Calories Among Energy Sources Distribution of Nutrient Intake Nutrient Intake for Graduates or Eat More Eat Less see regional instructions for descriptions of the report and graphics 9 To print the report or graph select the Print button at the top of the screen Adult Checklist Summary The Adult Checklist Summary Report is available at the Regional and the Institution Level It provides the aggregated data and graphics from the adult behavior checklists The Process Regional Level 1 Select Adult Checklist Summary from the WebNEERS Home page under the Reports section 2 Select the Filter on which the list should be generated 3 Enter the Reporting Period on which the Adult Checklist Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y
99. ilable to any user within a particular region The defaults can be customized to include all or some of the information in the profile depending on the Region level needs Example A large number of EFNEP participants are educated from Athens Georgia A default can be established which automatically populates a profile for the City Athens and the State Georgia but does not population the Zip code due to the many different zip codes used in the city Inthis profile the user could choose to enter Residence Type since Athens is a central city of over 50 000 Finally EFNEP might be identified as the Subgroup for this profile The name of the Default might be Athens EFNEP Adding Defaults for New Adults 1 Select Defaults for New Adults from the WebNEERS Home page under the Adults section Note This will display all of the defaults currently available for the Region level that the user is assigned Note If there are multiple users in a Region level all defaults created within the Region level will be available here 2 Select Add Default wehotmail com Region User 29 57 Logout gt gt Defaults for New Adult Federal Test Institute Midlands 2013 Add Default dr SEARCH SHOW AII v ENTRIES Manage Name v Staff City A Zip Mo data available in table SHOWING 0 TO 0 OF 0 ENTRIES Page 32 3 Name the Adult Default Note This is the only required field for a default gt gt gt gt Create D
100. in the system or to add an exit recall or checklist without going into the Manage Adults link chose Manage Recalls or Manage Checklists Note For step by step instructions on the process of adding or editing an adult participant see Section 5 Managing Adults Adding Editing and Reporting of this manual for more information Youth Groups Adding new youth groups and or editing youth groups already in the system are completed by selecting the Manage Youth Groups link WebNEERS includes pre and post education checklists for individual youth These can be completed as the record is added or edited Manage checklists already in the system or to add exit checklists without going into the Manage Youth Groups link chose Manage Checklists Note For step by step instructions on the process of adding or editing a youth participant see Section 6 Managing Youth Adding Editing and Reporting of this manual for more information Staff Adding new staff and or editing staff already in the system is completed by selecting the Manage Staff link Note For step by step instructions on the process of adding or editing staff see Section 4 Managing Staff Adding Editing and Reporting of this manual for more information Note No adults or youth groups can be entered prior to the staff being added to WebNEERS Page 17 Report s Adults Youth Groups or Staff A variety of reports and management tools are available from WebNEERS These to
101. key on the keyboard Note Closing a dialogue box without saving the information will result in the changes made being deleted Buttons Different buttons will appear at the bottom of dialog boxes and data entry screens These buttons will serve to either Save the changes Create the item or Cancel the process exit the dialog or the data entry screen without saving the information Form Validation The form validation system implemented in WebNEERS employs real time validation and notifications allowing the user to receive error messages real time as opposed to after an unsuccessful submission Below are the main components of the validation system Required fields All required fields are outlined in red The outline will remain whether or not the user has successfully entered data into the field Error Notifications These notifications will be displayed when a required field is skipped or the data contained in the field does not meet the required format Note These notifications will pop up at the upper right of the input field in the case of text based entry or drop downs and will display directly above checkboxes and radio buttons They will also appear above the tab containing the data field in need of correction Note Error notifications are always red and serve only to alert the user that they will not be able to continue until they have been properly addressed Page 13 Invalid Submission Behavior If a user were
102. l Took a job Family Concerns Other obligations Staff vacancy Lost contact with participant Note Other is also an available option However this selection should be used only when none of the other available options are appropriate and as a last result 5 Enter the Number of Lessons the adult completed Page 67 6 Enter the Number of Sessions the adult completed This will be how many times the educator met with the adult 7 Enter the total Number of Contact Hours i e the total number of hours spent providing direct education to the adult 8 Add any Public Assistance the adult is receiving as a result of a referral or suggestion from staff Note You will not be able to select a choice that was already selected under Public Assistance on Entry Data screen Helpful Hints Exiting an Adult 1 In order to Save the exit information the user must select an appropriate Exit Date 2 The Number of Lessons Session and Hours should be filled 1n when the participant is exited from the program for any reason 3 If the adult is marked as Educational Objectives Met it is advised that the user also make sure the adult has an exit checklist and exit recall Deleting Adults Deleting adults should be used rarely and with caution Generally only adults entered in error are deleted Example An EFNEP participant is entered into the SNAP Ed system or vice versa The Process 1 Select Manage Adults from the WebNEERS Home page und
103. l appear Common Selections 2 The user can then use the arrow keys to select the word that best describes represents the intended SEARCH broccoli item the user 1s looking for dicum st 3 Then after the item is in the search box the user bracciola can hit Enter on his her keyboard to search for Brazil alna chwnacenlate Donc 1 results from the selected corrected word Automatic fuzzy match There is a fuzzy match algorithm implemented on all searches that attempts to return correct results based on characters accidentally left out This function works best on words longer than 5 characters Page 73 Common Selections WebNEERS automatically provides a list of the foods that are most commonly selected in the user s region and will return the list of the top 50 food ranked from most to least commonly selected foods This list will change over time based on the selections that are being made Note When starting a new database there will be no commonly selected foods until a few recalls have been entered into the system Note If there are multiple users within a particular region the commonly selected foods will be populated with the results from all users Loading the Common Selections At anytime the user may load the common selections by clicking the Common Selections tab button the top of the Food Search popup FOOD SEARCH Common Selections SEARCH 0 00 Description Food Sorting The
104. l check or grammar check it is recommended that the user type the Background and Outcomes Impacts into a word processor such as Microsoft Word prior to adding to WebNEERS to ensure the submission of a program impact that is complete accurate and reflects well upon the Region int Selecting accurate and appropriate Focus Areas Key Words and People will allow Regional and Institutional Users to quickly find relevant Program Impacts These items are all available as searchable terms on the Manage Program Impacts page and therefore can be used to quickly locate a relevant anecdote should a request from a stakeholder partner or supervisor be received Review and Edit the Program Impacts 1 Select Manage Program Impacts from the WebNEERS Home page 2 Select the Wrench icon e to the left of the Program Impact statement to be reviewed 3 Review the information and make edits as needed i Ensure the correct boxes have been selected for Focus Areas Key Words People ii Read the Background and Outcomes Impacts sections for content and meaning Ensure that the information is presented in a clear concise and meaningful way answering the questions being asked and have provided the short and medium term outcomes expected in programming 4 Select Save when the review and any necessary edits have been completed Page 116 Screenshot Program Impact Title Date Occurred 12 21 2012 ti v Submit for Institute Use
105. lists The ability to add a checklist for youth is new with WebNEERS Each youth participant completes a pre and post education evaluation survey much like the adult participants but with a few key differences The question sets are age appropriate The youth are not identified by name and the Entry and Exit Checklists are accessed and entered at the same time The manage checklist function enables the user to add or review edit behavior checklist surveys contained within WebNEERS without having to access all data entered on the youth group Adding a Checklists When adding a checklist for youth within a youth group there are two methods for accomplishing the task The first 1s to add the checklists at the time the group is added to WebNEERS the second is to add the information at a later time Detailed above are the instructions for completing the task as part of the initial entry Detailed below is the process for adding the checklist after the group has been saved and the user has been returned to the Manage Youth Groups or WebNEERS Home page The Process 1 Select Manage Checklists from the WebNEERS Home page 2 Select the Wrench icon a under the Manage column to the left of the youth group into which the youth checklist data are to be entered 3 Select the appropriate Federal checklist age appropriate from the Federal Checklist dropdown we Federal Checklist Page 103 Note This step must be completed bef
106. ll 50 states the District of Columbia and in American Samoa Guam Micronesia Northern Marianas Puerto Rico and the Virgin Islands through the 1890 and 1862 Land Grant Universities and Colleges LGU Extension professionals train and supervise paraprofessionals peer educators and volunteers to recruit and educate low income families and low income youth in community settings Paraprofessionals deliver a series of hands on interactive lessons to program participants Lessons are evidence based and tailored to meet the needs of the audience Lessons focus on the core areas of EFNEP Diet Quality and Physical Activity Food Resource Management Food Safety and Food Security The objectives of EFNEP are to assist limited resources families and youth in acquiring the knowledge skills attitudes and changed behaviors necessary for nutritionally sound diets and to contribute to their personal development and the improvement of the total family diet and nutritional well being About SNAP Ed The Supplemental Nutrition Assistance Program Education SNAP Ed is a federal state partnership that supports nutrition education for persons eligible for SNAP benefits The Healthy Hunger Free Kids Act of 2010 established SNAP Ed as the Nutrition Education and Obesity Prevention Grant Program by the USDA Food and Nutrition Service The Act calls for SNAP Ed to include an emphasis on obesity prevention in addition to nutrition education Activities must be
107. m the WebNEERS Home page under the Summary Reports section 2 Select the Filter on which the report should be generated 3 Select the Regions to be included in the report Note A selection is required To view all reports together select Select All 4 If desired select the Congressional Districts Core Based Statistical Areas CBSA and or Counties to be included Note Congressional Districts CBSAs and Counties will only be available if addresses of the adults were verified by the regional users 5 Enter the Reporting Period on which the Adult Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 6 Select a Program Status a All returns data for all adults b Graduates returns only adults with Program Status Educational Objectives Met c Terminated returns only adults who have exited the program without graduation 7 Select Submit located at the bottom of the screen Select the Magnifying Glass Preview icon to the right of the report to view 9 To print the report select the Print button at the top of the screen Adult Diet Summary The Adult Diet Summary Report is available at the Regional and the Institution Level
108. mar Lugo USDA NIFA WEBNEERS WORKGROUP Amanda Scott Texas A amp M University Angela Abbott Purdue University Candance Gabel University of Missouri Dwayne Watson North Carolina State University Helen Chipman USDA NIFA Karen Barale Washington State University Karen Craig Tuskegee University Katherine Cason Clemson University Chair Kimberly Klinger McNabb University of Florida Mary Kay Wardlaw University of Wyoming Michelle Scott Pierce Cornell University Mira Mehta University of Maryland Steve Williams University of Missouri Stephanie Blake USDA NIFA Suzanne Stluka South Dakota State University Page 3 YOUTH EVALUATION WORKGROUP Expert Reviews and Cognitive Interviews Phase 2 amp 3 e Audrey Adler Rutgers the State University of New Jersey Member State Project Leader Ben Chamberlain Michigan State University Co Chair Brittney Linton Clemson University Project Research Assistant Elise Ann Gurgevich Pennsylvania State University Member State Project Co Leader Julie Cooper Pennsylvania State University Member State Project Co Leader Kerry Silverman Rutgers University Project Research Assistant Mar a Carmen Lambea Ohio State University Member State Project Leader Meenal Rana formerly with Michigan State University Project Research Assistant Olga Santiago Michigan State University Co Chair State Project Leader Wendy Wolfe Cornell University Member State Project Leader
109. must be in ALL of the selected public assistance in both X and Y AND e Notin all Column Participant is NOT in ALL of the selected public assistance in neither X nor Y NOR e Not in at least one Column Participant is NOT in at least one of the selected public assistance not in both X and Y i e Either Not in X or Not in Y NAND Note A public assistance selected in one column cannot be selected in another while multiple public assistances can be selected in the same column 6 If you are an Institution Level user check the regions you want the Filter to be available to 7 Select Save when all characteristics subgroups public assistance for adults items have been identified Viewing Filters 1 Select Filters on the WebNEERS Home page under the Adults or Youth Groups Setup section s Note Institute level Filters and Federal level Filters will show up here automatically if applied by the federal or institute user Page 41 Note This will display all of the Filters currently available for the region into which the user is assigned If there are multiple users in a region all Filters created by all Region level users will be available here To view only Regional level Filters Type the word Regional into the live search option at the top left of the table This will filter the results You can also do this for Institution and Federal filters To view all available Filters in a report Select Fil
110. n Indicate the Lesson Type Note Options are Individual reflecting one on one education Both Group and Individual o Indicate the appropriate Subgroups 1 il If Default Profiles for New Adults were previously created that defines the Subgroups there is no need to select subgroups again unless there are additional subgroups or changes are needed If Default Profiles for New Adults were not previously created choose the appropriate Subgroups Note At least one Federal Subgroup F must be selected EFNEP will automatically be selected as the default program in the EFNEP system SNAP Ed in the SNAP Ed system The user may change or add additional subgroups as needed The user may also select appropriate Institution Level I and Region Level R subgroups as needed More than one subgroup can be selected at a time Page 60 Screenshot CONTACT INFO ENTRY DATA RECALLS CHECKLISTS Adult Information Age Gender Female v Pregnant Nursing E Ethnicity Select One Race American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White NotProvided Sub Race Sub Race Highest Grade Not Supplied Residence SeletOne je Public Assistance at Entry 7 F Child Nutrition F t Old Pub Asst m F FDPIR F Head Start 7 R Local Food 7 LState Sponsored SS Stance
111. nd review process Tables Tables in WebNEERS are much more dynamic than in NEERS some main features include Search A live search feature has been implemented to help users find specific records The Process 1 Click into the search input box in the head of a table SEARCH 2 Enter the keywords of the search as the user types the table will begin to populate with results that best match what 1s being typed The search includes every column of the table automatically allowing the search to indiscriminately search the contents of the table without requiring a predetermined selection of a given column A message No matching records found indicates a match for the text typed cannot be found verify the search parameters again Note If the table is set to only show 10 rows out of a possible 100 the search will include all 100 rows Page 20 Note The only place within WebNEERS that the live search feature does not work is in the add foods section of the adult recalls This table is too immense to use a live search so users must click enter on their keyboard after entering the search term s to process the request Sorting Most tables in WebNEERS can be custom sorted real time allowing users to quickly sort information in any desired order The Process 1 Click the title of the column to be sorted by default WebNEERS generally attempts to sort data by ID if one exists 2 The first time the title is clicked t
112. ned with most standard database programs for modification or with most standard word processing software packages for mail merges If selected a browser window will open and the user will be asked to choose a destination for the file to be saved Email List CSV Email Lists are available at the Regional Level The email list csv option exports a file which can be opened with most standard database word processing and spreadsheet programs for modification and or inclusion in email programs This can be used to contact or follow up with youth groups Email addresses should never be shared or distributed to outside sources without prior written consent The Process l 2 3 Select Youth Group Email List CSV from the WebNEERS Home page under the Reports section Select the Youth Group Filter on which the list should be generated Enter the Reporting Period on which the Email List should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Select View Report Note This option begins the process of downloading a CSV file of the email addresses for the youth groups that are returned for the Filter selected Page 107 Group Detail Report The Group D
113. nna dL ies is used throughout the system to let New Staff V stents ae the user know when something is DEMOGRAPHICS HOURS missing that is required First Name Last Name Ethnicity pg 7 Seeron Staff Race Staff By Name v American Indian or Alaskan fubkon Native Asian Black or African American Native Hawaiian or Other Pacific City State Zip Islander sc E White Phone Ext E Not Provided Age Code Email Adult 18 or older Is Current Former EFNEP Participant Gender Female Role Cl Instructional E Advisory Committee Educational Support C Support Service Middle Manager Note The Volunteer DEMOGRAPHICS tab requires the staff person with whom the volunteer is working below the volunteer s name the age code whether the volunteer is an adult or a youth whether or not he she is a former EFNEP participant and role the volunteer is filling Volunteer roles are defined as follows e Instructional teaches educates helps deliver information on food and nutrition as well as related subject matter to adults and youth Page 48 Advisory Committee serves on Advisory Committee Educational Services provides clerical help recruits provides publicity and public relations e Support Services provides babysitting transportation meeting place refreshments equipment clothing housekeeping arrangements emergenc
114. ns 2 Dietary Reference Intakes 2 Poverty Guidelines Table Data Management 8a Export Data Note If an Institution level user has restricted permissions some of the buttons above may be grayed out not selectable Page 24 Section 2 Users and Permissions Management CRLATING ic LAL RI teers heat lest vane Tear aa eels vate ates varchar s 26 TUE VOC ONS quacuor ad nate rue D IHNEN Mm EE 26 BAUM PARFUM Em 26 CELANGING TPERVMISSTONS Guadesetisesesedteio rad ivissesitesesentibeser deed sed rxosse E E E beerpe do iced 26 JU UA mC msatneees 26 CHANGING ISEGION LI FELICO I S ei uites ecitesdoeu E 2 7 IW de Vy E V M 2 Iq c ELI E 2 ISSN DICAT NAT CGU R PT 26 USERS CHANGING REGIONS INTO WHICH DATA IS ADDED EDITED eee 26 ZAPPROV A PROCESS POR USER Emm 28 JOIN WeDNEERS NOM ICOMON viscere r EEE T hiss aie eee ee Gs 29 Lop Tie Once Kere o Aia 30 RECOMMENDATIONS FOR ACCESSING WEBNEERS cccccccssccssscecscsvscacsvecscsesasacavecacssccansascasavasacanacanens 30 Creating bookmark s ccscccccccccccssneescccccceeeneeeeseeeeeeeaaseeseeeeeeeeeaaesseeeeeeeeaaaeeeeeeeeesaaaaeeeeeeeeaas 30 Page 25 Creating New Users The process 1 Select Add User from the WebNEERS Home page 2 Enter the new user s Email address 3 Enter a Verification Cod
115. o be used for the participant Enter the City and Zip Enter the Phone number including the area code Enter the Email address if provided Note EFNEP users can capture information about the county FIPS code Congressional District CBSA core based statistical area Latitude and Longitude These fields are not directly editable by the user These fields can be populated automatically by a verifying the address after saving the form or b using the batch address verification system Helpful Hints Contact Info tab Fields outlined in red are required fields and must be filled in before the record can be saved Do not Save at this point The record will not save until the ENTRY DATA has been added Clicking save will save all data entered on all tabs on the form so it does not have to be clicked every time a tab 1s completed l 2 Page 57 Screenshot New Adult Remarks CONTACT INFO ENTRY DATA RECALLS CHECKLISTS EXIT DATA Staff Member Address Verification Staff By Name x County FIPS Enrollment Date 00 00 0000 fi Congressional District CBSA First Name Last Name Address Data can only be validated after this adult has been saved City State ZIP Plus 4 n a eee Phone Ext Email Note SNAP Ed users will not be able to see the Address Verification option on the right of the Contact Info Tab This option is only available to EFNEP users 10 Select the ENTRY DATA tab CONTACT IN
116. o filter data for multiple subgroups or multiple exceptions follow these guidelines e Inatleast one column Participant must be in at least one of the selected subgroups in either X or Y OR e Inall Column Participant must be in ALL of the selected subgroups in both X and Y AND e Notin all Column Participant is NOT in ALL of the selected subgroups in neither X nor Y NOR Page 40 e Not in at least one Column Participant is NOT in at least one of the selected subgroups not in both X and Y i e Either Not in X or Not in Y NAND Note A subgroup selected in one column cannot be selected in another while multiple subgroups can be selected in the same column c Public Assistance Option Adult Filters Note Public Assistance is not collected for Youth Groups and therefore cannot be filtered Note Select one or more public assistance from each column as needed In most cases this will be the only step needed for creating a group filter In at least one In all Not in all Hot in at least one A Or Y X and Y Not X or Y Not X and Mot Y Not X and Y Not X or Not Y To filter data for one 1 public assistance highlight that group in In at least one column and select Save To filter data for multiple subgroups or multiple exceptions follow these guidelines e Inat least one column Participant must be in at least one of the selected public assistance in either X or Y OR e Inall Column Participant
117. ocessing software packages for mail merges ii If selected a browser window will open and the user will be asked to choose a destination for the file to be saved Pagel51 Screenshot Paraprofessional Label Types Print Direction Horizontal v Sort ZipCode v Email List CSV The Email list report will export the email addresses entered for each staff type into a csv file that can be used for creating mailing or distribution lists and or entered into a web based software system to allow for bulk emailing The Process 1 Select Email List CSV from the WebNEERS Home page under Reports in the staff section 2 Select the appropriate Staff Type only one type may be selected at a time 3 Select Submit 4 Indicate where to save the file when prompted to do so in the pop up browser window Status The Staff Status Report provides information on the number of adults who entered or exited the program by their assigned staff member The Staff Status report can help manage professionals paraprofessionals and volunteers who are working with Adults The Process 1 Select Status from the WebNEERS Home page under Reports in the staff section 2 Select dates for the report a The user may either manually enter dates in the Begin Date and End Date section or click the calendar icon beside the field to select dates from a drop down calendar b If no dates are specified the system will automatically return a report with all
118. ols include Mailing labels regional level only The ability to generate mailing lists for adult participants youth groups and staff volunteers Email lists regional level only The ability to generate comma separated values files which contain the email addresses of adult participants youth group leaders and staff volunteers These files could be used to generate electronic communications with current and or past contacts Reports regional and institution level The content of the information contained within the reports vary by category adults youth groups staff as well as the criteria used to generate the requested reports date ranges subgroups filters etc Note For more information on the availability and uses of the Reports links see the appropriate section Section 5 Adults Section 6 Youth Section 4 Staff for more information Set up The setup features for each section adult youth groups staff allow users to identify and personalize WebNEERS to meet their data entry and tracking needs Where needed Regional and Institution Level users are able to create subgroups or filters for adults or youth groups and create public assistance programs for adults Note When a subgroup is created a filter for that subgroup will need to also be created to pull these data out in summary reports at a later time The creation of additional filters may be needed to limit report generation to specific characteri
119. one set of Cancel and Save buttons These buttons will Cancel or Save the entire form not just the visible tab Note For adults and youth groups addresses cannot be verified and checklists and recalls cannot be added until the record is saved for the first time The first save establishes the adult or the youth group in the system Up until the first save the cancel button can be used to prevent an errant record from being added Calendar Dates on data entry and reporting screen are masked to only allow for proper entry Dates must always be entered in MM DD Y Y Y Y format Users can choose to manually type the date themselves or select the blue calendar icon um beside the field to select one from a calendar drop down Page 22 Phone Numbers Phone numbers are masked in a similar fashion to dates 9999 Screenshots The Home Page Region level Adults Manage Adults Manage Recalls Manage Checklists Verify Addresses Reports 3a Adult Mailing Labels B Email List CSV B List of Families by Staff Member gai Adult Checklist Review ai Adult Summary gai Adult Diet Summary E Adult Checklist Summary E Subgroup List ga Filter List dB Public Assistance List setup Defaults for New Adults Subgroups Filters zi Public Assistance Region 2 View Region Info Users View Users Add User View Pending Users Youth Groups Manage Youth Groups Manage Checklists Verify Addresse
120. or Youth Groups Setup section s 2 Select the Wrench icon a under the Manage column located to the left of the subgroup to be edited 3 Adjust the Name and or Description as appropriate 4 Select Save at the bottom of the task or select Cancel to leave the Subgroup unchanged Note Federal level subgroups cannot be edited Institution level subgroups can only be edited by Institution Level Users Regional level subgroups can only be edited by Regional level users Deleting Subgroups 1 Select Subgroups on the WebNEERS Home page under the Adults or Youth Groups Setup section s 2 Select the Delete icon 9 under the Manage column located to the left of the subgroup to be deleted 3 Select Ok when prompted with Are you sure you want to delete or select Cancel to maintain the subgroup in WebNEERS Note Federal level subgroups cannot be deleted Institution level subgroups can only be deleted by Institution Level Users Regional level subgroups can only be deleted by Regional level users Filters Filters allow the user to select filter adult participants or youth groups based on specific criteria Almost all adult based reports including the Adult Summary the Diet Summary and the Behavior Checklist Summary can be prepared using the Adult Filters This 1s also the case for youth based reports Each level of WebNEERS Federal F Institute 1 and Region R may create its own filters The filter allows the user to
121. or messages appear type into the provided space what the user was doing when receiving the error The WebNEERS administrators will address the submitted issues Previous Staff or Volunteers will not delete If a previous staff member or volunteer will not delete it is due to adult participants youth eroups and or volunteers still being assigned to the staff being deleted See Manage Staff section of this manual to review the process to Transfer Responsibilities of adults or youth groups between staff If it is volunteers still assigned to the staff see Manage Staff section of this manual to review the process for generating the Volunteer List report Once the volunteers have been identified transfer those volunteers to another staff member Address verification What can I do if the address won t verify 1 Remove the street name and house number then verify with General Delivery 2 Ensure spelling is correct in town name and or zip code 1s correct then verify with General Delivery I don t see an Address Verification button what do I do 1 Save the Adult record being worked on 2 Return to the WebNEERS Home page 3 Select Manage Adults Page 121 4 5 Select the edit icon next to the adult to be edited Review the Contact Info tab to determine 1f the address has verified and or the tab appears How do I know which Addresses have not been verified for my adults 1 Select the List of Families by Staff Member under the Report
122. ore clicking on the Add Checklist button 4 Select the appropriate Institution checklist from the Institute Checklist dropdown if required Select Enter Checklist Answers on the left above the table of checklists 6 Enter a Youth Identifier Note This must be unique inside of this youth group and can be either numeric or text based 7 Enter the Entry Checklist Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date 5 Enter the Exit Checklist Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date 9 Enter the value of the responses to the Federal Question Set for entry and exit jh Note This can be done by choosing the appropriate field or by entering the number reflecting the corresponding answer in the Response Column Note The K 2 Survey must be scored before it is entered For help see the Scoring and Data Entry Instructions https www2 ag purdue edu programs hhs efnep Pages Resource Evaluation aspx 10 Enter the value of the responses to the Additional Questions for entry and for exit if appropriate Note Additional checklists if selected will appear directly below the federal questions for entry and below the federal questions for exit 11 Select Save to save the checklist and return to the manage youth checklist page or select Cancel to return to the manage youth checklist page 12 Repeat the steps 5 through 11 fo
123. ountdown Timer Logout Option nifanutritionheatth gmail com Region User 29 34 Logout Home lt a Federal Test Institute Montgomery County 2012 The next bar down is light gray To the left is the breadcrumb trail which allows the user to return assess where they are in the system and maneuver back to previous screens without selecting the browser back button On the right is the name of the Institution the user is associated with and if you are logged in as a regional user a dropdown box The dropdown box is an Account Management field which identifies the Region into which the user 1s logged If a user is assigned to multiple regions they can use this dropdown box to switch between regions Categories of Tasks Within Adults Youth Groups and Staff a user 1s able to manage data generate reports or setup local information Page 16 Manage Adults Youth Groups or Staff The tasks conducted under the category of manage include adding new adults youth groups or staff updating information currently in the system or when necessary delete information These options are only available at the regional level Institution level users can only view aggregated data on adults youth groups and staff They cannot access any personally identifiable information Adults Adding new participants and or editing participants already in the system are completed by selecting the Manage Adults link Managing recalls or checklists already
124. port icon in the Manage column to the left of the checklist for which the checklist report 1s to be generated 3 Smith Sally CONTACT INFO ENTRY DATA RECALLS CHECKLISTS EXIT DATA Q Add Checklist ne off Exit Date ms OQ From the Manage Checklists screen by selecting the Wrench icon to the left of the adult whose checklist s the user wants to generate the diagnostic report s and then selecting the Report icon to the left of the checklist for which the report is to be generated Page 77 Checklists for 3 Smith Sally Q Add Checklist n d Is Exit D Address Verification EFNEP Only The address verification option provides information on program by congressional district and Core Based Statistical Area CBSA a geographic area defined by the Office of Management and Budget OMB based around an urban center of at least 10 000 people and adjacent areas that are socioeconomically tied to the urban center by commuting These data will be used to create filtered reports at the Institution level and can be used to create Graphic Information Systems GIS maps in the future Note Verifying the address is OPTIONAL if the user chooses not to verify addresses it will not prevent the record from saving and moving on with data entry Note Using the address verification function has no security concerns The actual data the user enters into the system is not being transferred or stored anywhere A data string is
125. port button to view the report or Select the Graph buttons to view graphs for Improved Practices or Desirable Practices 9 To print the report select the Print button at the top of the screen Subgroups List The Subgroup List is available at the Regional and Institutional Level It can be used to view the list of Federal Institution and Regional Adult subgroups available to that user Note Regional Subgroups can only be viewed by Region Level users The Process Regional Level 1 Select Subgroup List from the WebNEERS Home page under the Reports section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Institution Level 1 Select Adult Subgroup List from the WebNEERS Home page under the Setup section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Filter List The Filter List 1s available at the Regional and Institutional Level It can be used to view the list of Federal Institution and Regional Adult filters available to that user Note Regional Filters can only be viewed by Region Level users The Process Regional Level 1 Select Filter List from the WebNEERS Home page under the Reports section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Page 90 Institution Level 1 Select Adult Filter List from the WebNEERS Home page under the Setup section 2 Review the list on the
126. propriate Do not use names or personally identifiable information The description should demonstrate the need for the program and should describe how participation affected those involved It may reference benefits at the individual community or social level 2000 characters or less Page 117 Edit Program Delivery Sites and Partnerships The Edit Program Sites and Partnerships reports the locations at which programming occurs and the partnerships which are formed in the communities The Process 1 Select Edit Delivery Sites and Partnerships from the WebNEERS Home page 2 In the first column enter the total of Different Program Delivery Sites Locations for the region Note It is important to record each site only one time under the of Different Program Delivery Site Locations This section does not record the number of different actives provided at sites UJ In the second column enter the total of Community Partnerships for the region Note Community Partnerships are local or community based organizations the university or institution is working with to meet programmatic goals The relationship should be mutually beneficial and may be formal or informal in nature They can include networking cooperating coordinating partnerships forming coalitions or collaborating K Click Add Other to add an additional location to the chart Note Specific details about items added under Other will be not be vis
127. r each additional youth survey View Editing a Checklist l 2 3 Select Manage Checklist from the WebNEERS Home page Select the Wrench icon e under the Manage column to the left of the youth group Select the Wrench icon a under the Manage column to the left of the youth checklist to be edited Edit modify the checklist as appropriate Select Save to save the checklist and return to the manage youth checklist page or select Cancel to return to the manage youth checklist page Page 104 Deleting a Checklist Note Deleting a checklist should only be done if the checklist was entered accidentally After a checklist has been deleted it cannot be restored 1 Select Manage Checklist from the WebNEERS Home page 2 Select the Wrench icon s under the Manage column to the left of the youth group 3 Select the Delete icon 9 under the Manage column to the left of the youth checklist to be deleted 4 Select Ok when prompted Are you sure you want to delete to deleting the checklist or select Cancel to return to the list of checklists Address Verification EFNEP Only The address verification option provides information on program by congressional district and Core Based Statistical Area CBSA a geographic area defined by the Office of Management and Budget OMB based around an urban center of at least 10 000 people and adjacent areas that are socioeconomically tied to the urban center by commuting These dat
128. rd The tabs will open and close according to the directional arrow the user pressed Page 21 Use of tab key In order to speed up data entry the user may choose to move between form fields by pressing the tab key If the user 1s on the last input field of a screen that uses tabs they will automatically be forwarded to the next tab when they press the tab key provided the user is not currently on the last tab of the page Hint To select deselect check boxes click the space bar on your keyboard Remarks Adults and Youth Groups have remarks boxes that are hidden from normal view If the record being added or edited has remarks it will be indicated by having the text Comments Available in red text to the left of the remarks button Comments Available Remarks Cancel and Save Buttons The Cancel and Save buttons for each data entry screen will be located at the bottom of the page and aligned to the left These buttons will Cancel or Save any edits made anywhere on the form not just the visible tab For instance if a new adult is being entered and the user fills out the Contact Info tab and moves to the Entry Data tab and then selects Save the information contained on the Contact Info tab will be saved even though it is not currently visible The system is set up to best work by clicking the Save button only when the user is completely finished adding or modifying a record Note On pages with tabs to divide content there is only
129. reports acceptable practices on pre and post education on the practices of food resource management nutrition practices food safety and those who reported acceptable practices in all three constructs 8 To print the report or graphs select the Print button at the top of the screen Institution Level l 2 3 Select Adult Checklist Summary from the WebNEERS Home page under the Summary Reports section Select the Filter on which the report should be generated Select the Regions to be included in the report Note A selection is required To view all reports together select Select All If desired select the Congressional Districts Core Based Statistical Areas CBSA and or Counties to be included Note Congressional Districts CBSAs and Counties will only be available if addresses of the adults were verified by the regional users Enter the Reporting Period on which the Adult Summary Report should be generated Enter a Begin Date and End Date Page 89 a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 6 Select Submit located at the bottom of the screen 7 Select the Magnifying Glass Preview icon to the right of the report to view 8 Select the Preview Adult Checklist Summary Re
130. rocess Regional Level l D 3 iN Select Group Summary from the WebNEERS Home page under the Reports section Select the Youth Group Filter on which the report should be generated Enter the Reporting Period on which the Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD YYYY or b Select the Calendar Icon Gis and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Select the Continue to view the report To print the report select the Print button at the top of the screen Page 110 Institution Level l 2 3 6 da Select Youth Summary from the WebNEERS Home page under the Summary Reports section Select the Filter on which the report should be generated Select the Regions to be included in the report Note A selection is required To view all reports together select Select All If desired select the Congressional Districts Core Based Statistical Areas CBSA and or Counties to be included Note Congressional Districts CBSAs and Counties will only be available if addresses of the adults were verified by the regional users Enter the Reporting Period on which the Adult Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the C
131. roup Default This Field is required Hame of Youth Default Address 1 Address 2 City State DC E Zip 4 Select the fields to be automatically populated for the new Youth Groups a Address at which the education will occur or the address of the contact person b City if the city in which the participant is educated or lives 1s likely to be known c Zip if the zip code is a likely known value d Federal Institution and Region Subgroups likely to apply to the youth group Note If the values need to be changed in any given record the user can edit the field when adding the youth group to WebNEERS 5 Select Save at the bottom of the screen Viewing 1 Select Defaults for New Youth Groups from the WebNEERS Home page under the Youth Groups section Note This will display all of the defaults currently available for the Region level that the user is assigned Note If there are multiple users in a Region level all defaults created within the Region level will be available here Editing Defaults for New Youth Groups 1 Select Defaults for New Youth Groups from the WebNEERS Home page under the Youth Groups section Page 35 2 Select Wrench icon a under the Manage column located to the left of the default to be edited Make appropriate changes to the default fields 4 Select Save to modifications to the default and return to the list or select Cancel to return to the list of defaults and
132. roups filters public assistance question sets etc to from regions or reviewing which of the aforementioned are included in a particular region or when necessary deleting regions User The user feature enables the logged in user to manage add edit or make inactive other users in the system Regional users can only manage other regional users Institution users can manage other institution users and regional users The ability to add or edit users or to and or edit user permissions may or may not be provided to all WebNEERS users Note For more information on the user feature see Section 2 Users and Permissions Management for more information Tables The tables section should not be confused with the description of the Tables provided in Helpful Hints for working in WebNEERS below The tables feature provides access to the information on which the diet recall data and poverty information 1s based These tables provide the background on which the system analysis is conducted These tables are provided for information purposes only and are not editable at either the Institution level or Region level All edits will be conducted at the Federal level Update Annual Update 5 Year Plan The annual update 5 year plan feature enables the user to manage add and edit information contained in WebNEERS The type of information available varies by the level into which the user has assigned Region Level The Region level user is able to add or
133. rsity Justine Hoover Iowa State Latresha Brady Pinkston Auburn University Steve Williams University of Missouri Lead Tester Stephanie Blake USDA NIFA Team Lead Tiffany Williams University of Georgia Lead Tester single Round Testers Phase 2 only Clarissa Barcinas University of Guam Debra Garrard Oklahoma State University De Shoin York Friendship Southern University Karen Barale Washington State University Katie Mulligan University of Rhode Island Page 2 Linda Drake University of Connecticut Margaret LaShore Michigan State University Margaret Weital College of Micronesia Peggy Martin Iowa State Rebecca Fiame American Samoa Community College Rose Castro Northern Marianas Community College Terence Martin Alabama A amp M SPANISH RECALL TRANSLATION TEAM Primary Review Team Abner Velazquez Rutgers the State University of New Jersey Janet Brun Rutgers the State University of New Jersey Team Lead Jaymie Santiago Rutgers the State University of New Jersey Laura Igarteburu Rutgers the State University of New Jersey Luz Santana Rutgers the State University of New Jersey Paulina Beristain Rutgers the State University of New Jersey Secondary Reviewers Denise Benoit Moctezuma University of Maryland College Park Diana Huertas Miranda University of Maryland College Park Edgar Moctezuma University of Maryland College Park Ellen Howard de Perez University of Maryland College Park O
134. rt Note A selection is required To view all reports together select Select All 4 If desired select the Congressional Districts Core Based Statistical Areas CBSA and or Counties to be included Note Congressional Districts CBSAs and Counties will only be available if addresses of the adults were verified by the regional users 5 Enter the Reporting Period on which the Adult Summary Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 6 Select Continue located at the bottom of the screen 7 Select the Magnifying Glass Preview icon to the right of the report to view 8 To print the report select the Print button at the top of the screen Subgroups List The Subgroup List is available at the Regional and Institutional Level It can be used to view the list of Federal Institution and Regional Youth subgroups available to that user Note Regional Subgroups can only be viewed by Region Level users The Process 1 Regional Level Select Subgroup List from the WebNEERS Home page under the Reports section 2 Review the list on the screen or print by selecting the Print button at the top of the screen Pagel112 Institution Level 1 S
135. s Regional Level 1 Select Adult Summary from the WebNEERS Home page under the Reports section 2 Select the Filter on which the report should be generated 3 Enter the Reporting Period on which the Adult Summary Report should be generated e Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed Enter the Data Selection a Entire Unit generate the report for the entire unit b By Staff Member Note If this option is selected the user will need to select the Magnifying Glass Preview icon to the left of the staff member on whom the report is to be viewed when reaching step 7 c Zip Code only generates a list of adults who report a zip code that matches the zip code entered Select a Program Status a All returns data for all adults b Graduates returns only adults with Program Status Educational Objectives Met c Terminated returns only adults who have exited the program without graduation Select Submit located at the bottom of the screen Select the Magnifying Glass Preview icon to the right of the report to view8 To print the report select the Print button at the top of the screen Page 85 Institution Level 1 Select Adult Summary fro
136. s Reports E Youth Mailing Labels E Email List CSV al Group Detail Report al Group Names by Leader ga Group List E Group Leader Summary al Group Review by ID Ba Youth Checklist Review ai Youth Summary ga Youth Checklist Summary a Subgroup List E Filter List Setup t Defaults for Youth Group Subgroups x Filters Tables 2 View Foods amp Daily Recommendations 2 Recommended Calories 2 USDA Food Patterns 2 Dietary Reference Intakes 2 Poverty Guidelines Table They must be entered as 999 999 Staff Manage Staff Enter Hours Reports E Staff Mailing Labels B Email List CSV A Status B Staff List E Volunteer List ga Profile Summary Setup Add Staff Transfer Responsibilities Annual Update 5 Year Plan Manage Program Impacts Edit Delivery Sites and Partnerships Ba Output Other Report Checklists Adult Manage Adult Checklist Sets Manage Adult Questions Youth Manage Youth Checklist Sets Manage Youth Questions Reports ai Adult Checklist Set Report ai Youth Checklist Set Report gi Adult Question List Report 8 Youth Question List Report 8 Adult Question Detail Report 8 Youth Question Detail Report Note If a Region level user has restricted permissions some of the buttons above may be grayed out not selectable Note SNAP Ed users do not have access to the verify address option under Adults and Youth Groups These options will be grayed ou
137. s for this is that it must be unique for that institution and 1t must not contain any special characters Note Once this ID has been created and saved it cannot be used again and it cannot be changed Adding Staff and Staff Hours to WebNEERS Adding New Staff 1 Log into the appropriate WebNEERS system EFNEP or SNAP Ed 2 Select Manage Staff from the WebNEERS Home page 3 Select Add Staff 4 Select Staff Type All staff regardless of their salary classification are divided as such a Professional manage the program and or data entry b Paraprofessional primary responsibility is to carry a caseload c Volunteer person who is not paid by Cooperative Extension to provide EFNEP SNAP Ed services Staff Type Staff Type Custom ID Select One Cancel Next Note When adding a volunteer the user will be required to select the staff supervisor for the volunteer 5 Type in the Custom ID if appropriate 6 Select Next Page 47 7 Fill in the necessary demographic characteristics on the DEMOGRAPHICS tab Professional and Paraprofessional screen shot New starr E DEMOGRAPHICS HOURS First Name Last Name Ethnicity La Sra Te Address Race E American Indian or Alaskan Native Asian City State Zip Black or African American 2 im Native Hawaiian or Other Pacific Phone Ext Islander White Email Not Provided Gender Female Note The red flag this warning pe
138. sent via a secure https server not a website and is bounced against a USPS dataset This allows WebNEERS to instantly verify the address entered as well as ensure standard and correct addresses are captured The Process The process for verifying adult participants can occur in two ways In an Adult Record Address Verification 1 Selecting Verify Address on the Contact Info ini tab within an adult record See Adding Adults usus cos for more information on this topic Latitude Longitude Note the Verify Address button is only available after the adult record has been saved Verity address P Batch Verification 1 Select Verify Addresses from the WebNEERS Home page under the Adults section 2 A popup message will appear in the upper right hand corner of the screen indicating Address Verification In Process At the conclusion of the verification process which may take several minutes a second popup message will appear providing a status on the verification process Page 78 Note If at any time during the process the user closes the Address Verification in Process window or selects a new tab or link the process will stop However the process can be resumed later by completing the step above Screenshot of Batch Verification Alert EFNEP Alert insufficient or inaccurate information Adult Reports The adult reports available through WebNEERS range from individual diagnosti
139. stics of the program participants and or youth groups The Region level user has a few other setup options Regional users are able to establish defaults for new entries This might include the completion of certain fields within an adult or youth group record They also have the ability to Transfer Responsibilities or move reassign participants from one staff member to another without accessing each individual record Note For more information on setting up the system to better meet local needs see Section 3 Setup Customizing the System to Meet Local Needs and Section 4 Manage Staff Adding Editing and Report to review the transfer responsibilities options Pagel18 Region The region feature enables the user to review the information contained in WebNEERS The type of information available varies by the level into which the user has signed Region Level The Region level user is able to view the ID number of the region the counties of which the region reflects the migration status if data has been migrated from one reporting year to the next and the ability to export the data for use outside of the WebNEERS Note The migration option is not visible to a region until the institution level user gives the region permission to move into the new reporting year Institution Level The Institution level user 1s able to manage the Region level databases add and edit This includes creating new regions assigning removing users subg
140. t not selectable Page 23 The Home Page Institution level Annual Update 5 Y ear Plan 2 Manage Annual Updates Manage Program Impacts Manage Budget Files Manage Budget Justification Manage Delivery Sites and Partnerships Summary Reports Adult A diii E Adult Summary 8 Adult Diet Summary a Adult Checklist Summary Youth ai Youth Summary Ba Youth Checklist Summary Staff E Staff summary Browse Adult Adult summary Adult Diet Summary Adult Behavior Checklist Youth Youth Summary Youth Behavior Checklist Staff Staff Summary Checklists Adult 4 Manage Adult Checklist Sets Manage Adult Questions Youth Manage Youth Checklist Sets 2 Manage Youth Questions Reports 8 Adult Checklist Set Report E Youth Checklist Set Report 8 Adult Question List Report 8a Youth Question List Report 8 Adult Question Detail Report B8 Youth Question Detail Report Setu Adult E Adult Subgroups Adult Filters lt Adult Public Assistance Youth Youth Subgroups Youth Filters Reports 8 Adult Subgroup List B Youth Subgroup List 8 Adult Filter List 8 Youth Filter List 8 Adult Public Assistance List Users View Users Add User View Pending Users Institute Regions Manage Regions Add Region Reporting Years Manage Reporting Years Tables c View Foods 2 Daily Recommendations amp Recommended Calories amp USDA Food Patter
141. t participant Adding a Checklist 1 Select Manage Checklist from the WebNEERS Home page under the Adults section Note The adult participant record must be added before this function will work 2 Select the Wrench icon a under the Manage column to the left of the adult whose checklist 1s to be managed Page 75 3 Select Additional Question Set if appropriate P Add Checklist Manage Is Exit Date amp Select Additional Question Set Select Add Checklist Enter the Checklist Date a Type manually MM DD Y Y Y Y or b Select the Calendar 3 Smith Sally Checklist Date 09 13 2012 Exit Checklist Ten Core Questions Response A 1 2 Icon U and choose Question the correct date Pls ind ai 6 Indicate Exit Checklist 1f 3 Run out of food before the end of the month the checklist being entered 4 Shop with a grocery list reflects the exit T Enter the value of the T Think about healthy food choices responses to the Ten Core Questions dA d dud Note This can be done by choosing the appropriate field or by entering the number reflecting the corresponding answer in the Response Column 23 8 Enter the value of the responses to the Additional Questions if appropriate Note Additional checklists if selected will appear directly below the IO core questions 9 Select Save at the bottom of the screen Note To not save the entry select Cancel 10
142. ter List on the WebNEERS Home page under the Adults or Youth Groups Reports section s Editing Filters 1 Select Filters on the WebNEERS Home page under the Adults or Youth Groups Setup section s 2 Select the Wrench icon a under the Manage column located to the left of the Filter to be edited 3 Adjust the Name and or Description as appropriate 4 Select Save at the bottom of the task or select Cancel to leave the Filter unchanged Note Federal level filters cannot be edited Institution level filters can only be edited by Institution Level Users Regional level filters can only be edited by Regional level users Deleting Filters 1 Select Filters on the WebNEERS Home page under the Adults or Youth Groups Setup section s 2 Select the Delete icon under the Manage column located to the left of the Filter to be deleted 3 Select Ok when prompted with Are you sure you want to delete or select Cancel to maintain the Filter in WebNEERS Note Federal level Filters cannot be deleted Institution level filters can only be deleted by Institution Level Users Regional level filters can only be deleted by Regional level users Public assistance Public assistance programs denote types of public or other food assistance that participants receive either prior to or as a result of participating in nutrition education programs Institutions and regions may create their own public assistance codes if desired Institute I
143. th pre and post education survey information cannot occur until the record is saved Note If the user selects Save a second time the youth group will close and the user will be redirected to the Manage Youth Groups screen If pre and post education data are available and to be entered at the time the youth group is added to WebNEERS Select Save only once and continue to follow the steps below Otherwise select Save twice to exit the youth group for later edit addition of checklist data 13 Select YOUTH CHECKLIST tab CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHIC S YOUTH CHECKLIST 14 Select the appropriate Federal Checklist age appropriate from the Federal Checklist dropdown Federal Checklist Note This step must be completed before clicking on the Add Checklist button 15 Select the appropriate Institution Checklist from the Institute Checklist dropdown if required 16 Select Add Checklist a Enter Youth Identifier Note This must be unique inside of this youth group and can be either numeric or text based b Enter the Checklist Entry Date i Type manually MM DD Y Y Y Y format or 1 Select the Calendar Icon U and choose the correct date c Enter the Checklist Exit Date i Type manually MM DD Y Y Y Y format or 1 Select the Calendar Icon UT and choose the correct date Page 100 d Enter the value of the responses to the Federal Question Set for entry and exit
144. tion selected will optimize the label for easier application at the Region level The Process 1 Select Staff Mailing Labels from the WebNEERS Home page 2 Select the appropriate Staff Type the user may choose one or more Note If printing Volunteer Labels select the appropriate Staff Filter 3 Select the Label Type the user would like to print Avery 5160 and 5164 are listed 4 Select the Print Direction a Horizontal This is how labels have printed in previous versions of the NEERS software Staff are placed on labels first left to right and next top to bottom b Vertical By selecting this option staff will print first top to bottom and then left to right This is useful when the labels being used are perforated in columns and the user would like to take advantage of them while still maintaining the labels in the correct order 5 Select the Sort a Zip Code sorts by the zip code of the staff member in ascending numeric order b Name sorts by the last name of the staff member in ascending alphabetic order 6 Select the output of the report a For PDE Select Print PDF i The pdf 1s useful if the user wishes to print the labels directly from a file ii If selected a browser window will open and the file will automatically begin to download b For Spreadsheet Select Save as Spreadsheet i This option exports a csv file which can be opened with most standard database programs for modification or with most standard word pr
145. to attempt to submit a form before it has been fully completed they will automatically be redirected to the first field that 1s incorrect and an error message will be displayed indicating the necessary steps to complete the form If this field 1s located on a tab that 1s not currently active the user will be first directed to the tab and then shown the appropriate error message Note In cases of invalid submissions the correct data will not be lost The user will be given the opportunity to fix their issues and continue forward without needing to re enter any data Highlighting the active field In order to make it easier to locate the active form field on the page the field that has focus will be highlighted in yellow For checkboxes and radian buttons a yellow box will appear around the element and its label to indicate that it currently has focus New Youth Group Sy aa CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEM Error Notifications This Field is required Name Required field outlined in red Mailing Name Active Field highlighted in yellow Address Icons Icons are used in place of text to facilitate the user completing an intended task Describing the Icons This icon indicates an item 1s selected and will be included De select The absence of a check indicates the item will not be included p The manage icon is used on the Home page to indicate the link is for a page where data may be creat
146. ts Clicking save will save data entered on all data entry tabs Contact Info Entry Data and Exit Data so it does not need to be clicked more than once It will also return the user to the Manage Adults screen 5 The user will receive a notification after saving as a popup message in the upper right hand corner indicating either the save was successful or unsuccessful Exiting Adults After an adult participant has successfully completed the program or contact with the participant has ended the adult s Program Status will need to be changed and exit information such as date exit reason number of lesson sessions and contact hours as well as exit recalls and checklists 1f appropriate will need to be added to the system Note This process will not be required for adult participants who are entered as a new adult with a Program Status which is other than Active The Process 1 Select Manage Adults from the WebNEERS Home page under the Adults section 2 Select the Wrench icon under the Manage column to the left of the adult to be edited viewed 3 Select the EXIT DATA tab CONTACT INFO ENTRY DATA RECALLS CHECKLISTS 4 Change the Program Status from Active to the appropriate exit status option a Select Educational Objectives Met if the participant completed the series graduates b Select the appropriate exit reason 1f the participant did not complete the series terminated Note Options are Returned to schoo
147. ults will print first top to bottom and then left to right This 1s useful when the labels being used are perforated in columns and the user would like to take advantage of them while still maintaining the labels in the correct order 5 Select the Sort UJ Page 79 a Zip Code sorts by the zip code of the adult participant in ascending numeric order b Name Sorts by the last name of the adult participant in ascending alphabetic order 6 Enter the Reporting Period on which the Mailing Labels should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon Gia and choose the correct date 7 Enter the Data Selection a Entire Unit print labels for all adults b By Staff Member Note This option prints labels only for the selected staff member If this option is selected the user will need to select the Print icon E or the Download icon 2 to the right of the staff member on which the labels are being requested to get the labels from the next screen to appear c Zip Code only generates a list of adults who report a zip code that matches the zip code entered 8 Select Submit located at the bottom of the screen 9 Select the output of the report a For PDF Select Print PDF Note The pdf is useful if the user wishes to print the labels directly from a file If selected a browser window will open and the file will automatically begin to download b For Spre
148. up List The Group List Report is available at the Regional Level It provides a list of the Youth Groups the group addresses phone numbers and the leaders of the groups for a given region The Process 1 Select Group List from the WebNEERS Home page under the Reports section 2 Select Sort By a By ID Sorts by youth group in ascending order b By Name Sorts by youth group name in ascending order 3 Select Preview to review the list 4 To print the report select the Print button at the top of the screen Group Leader Summary The Youth Group Leader Summary Report is available at the Regional Level It provides a summary of the groups reached by each staff person as well as the total number of groups youth lessons sessions and hours per staff person The Process 1 Select Group Leader Summary from the WebNEERS Home page under the Reports section 2 Enter the Reporting Period on which the Report should be generated Enter a Begin Date and End Date a Type manually as MM DD Y Y Y Y or b Select the Calendar Icon UT and choose the correct date Note If no dates are selected WebNEERS will pull all available data for the current reporting period It is only necessary to enter dates if a specific subset of the data is needed 4 Select the Staff on which the report should be generated Select View Report 6 To print the report select the Print button at the top of the screen p Youth Checklist Review The Youth Che
149. web browsers It captures the positive impacts of the Expanded Food and Nutrition Education Program EFNEP and other nutrition education programs such as the Supplemental Food Assistance Program Education SNAP Ed The system provides a variety of reports that are useful for management purposes provides diagnostic assessments of participant needs and exports summary data for State Territory and National assessment of program impact It also incorporates new reporting elements such as the EFNEP 5 Year Plan Annual Update the EFNEP budget sheet and budget justification and the social ecological framework of the Community Nutrition Education CNE logic model WebNEERS is used in used in over 800 locations throughout the 50 states the District of Columbia and the 6 U S territories It is an update and expansion of the Nutrition Education Evaluation and Reporting System version 5 NEERS5 developed in 20006 About EFNEP The Expanded Food and Nutrition Education Program EFNEP is a Federal Extension community outreach program which began in 1969 It is funded by the U S Department of Agriculture s USDA National Institute of Food and Agriculture NIFA and it assists limited resource audiences in acquiring the knowledge skills attitudes and changed behavior necessary for nutritionally sounds diets and to contribute to their personal development and the improvement of the total family diet and nutritional well being EFNEP operates in a
150. y Enrollment form Note School Breakfast Lunch is captured in the public assistance category Child Nutrition Record the Household Income enter N S for not supplied Note Household income should include wages salaries social security welfare insurance payments pensions and cash support from others for all persons in the residence for the previous month It should not include the value of Food Stamps WIC or other supplemental foods program benefits k Record Children I Children s ages must be separated by commas do not use spaces II Use 0 for infants III Repeat child age for twins multiples IV Donot include children over 19 years of age in this Children field Page 59 Example Children aged 1 5 7 13 would be entered 1 5 7 13 Twin example 1 2 2 4 Note No space is entered between the comma and number s Note Children over age 19 years living at home are entered under Others in Household Children Age Breakdown Note The Children Age Breakdown see right Ages 0 5 0 automatically calculates Double check to make sure the values in the age ranges reflects the number of children by category the user intended Ages 5 13 0 Ages 14 18 0 l Enter the Others in Household Note This number should reflect all other adults in the household Note Children over age 19 years of age are captured in this field m The Total Household will automatically calculate and include the participant
151. y Extension by training the after school staff infusing elements such as conducting needs assessments evaluations and or resource development The primary purpose of the program is to provide care developmental and educational experiences for children and youth while parents are working or unavailable Youth offered learning experiences through Extension via broadcast or closed circuit television including satellite transmission or videotape replays of such series May also include instruction delivered by internet Page 96 d Select Subgroups Note The user may select as many subgroups as appropriate for the group There are three potential categories Federal F Institution I and Region R See Section 3 Setup Customizing WebNEERS to Meet Local Needs for more information on this topic Helpful Hint If tabbing through the data entry field the space bar can be used to select deselect checkboxes e Enter the End Date i Type manually MM DD Y Y Y Y format or ii Select the Calendar Icon and choose the correct date f Enter the Number of Lessons the youth group completed Enter the Number of Sessions the youth group completed Enter the total Number of Hours spent with the youth group E ow Screenshot New Youth Group Q Remarks CONTACT INFORMATION LEADERS ENTRY amp EXIT DATA DEMOGRAPHICS YOUTH CHECKLIST Start Date End Date 00 00 0000 00 00 0000 Program Number of Lessons A EFNEP Delivery
152. y food or financial help e Middle Manager unpaid service to or leadership of other volunteers by a youth or adult Not entering hours when adding staff 8 Select Save at the bottom of the page Note Staff that have hours totaling above 2080 will trigger an alert in WebNEERS informing the user that the total hours exceeds one FTE full time Note If required fields are not selected the form will not save and the focus will be put on the first required field that is either empty or contains incorrect data equivalent The hours can then be saved or modified by clicking either Cancel or Save at the bottom of the window 9 Select Confirm when prompted You have not entered any hours for this staff member Are you sure you want to save Entering hours when adding staff 8 Select the HOURS tab 9 Enter the hours for the staff member in the appropriate fields Hours tab screen shot P05703 New Staff Paraprofessional DEMOGRAPHICS HOURS Annual Hours Spent With Adults and Youth by Program Program Adult Youth EFNEP 0 0 SNAP Ed 0 0 State Project 0 0 Other 0 0 Adult Youth Totals lo D Total bo o 10 Select Save at the bottom of the page Viewing or Editing Information for Existing Staff 1 Log into the appropriate WebNEERS system EFNEP or SNAP Ed 2 Select Manage Staff from the WebNEERS Home page Page 49 3 Select the Wrench icon under the options column beside the staff member to be viewe

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