Oakland Fund for Children and Youth Cityspan User Manual: FY
Contents
1. Fo Fe aK CITY OF Waal OAKLAND Oakland Fund for Children and Youth Cityspan User Manual FY 2014 2015 Cityspan training webinar available on http www ofcy org cityspan Cityspan Help Desk 866 469 6884 toll free Mon Fri 8AM 5PM Pacific Time OFCY Grants Management Cityspan User Guidelines 2014 2015 What s New with Cityspan in FY2014 2015 gt Cityspan training webinar available at http www ofcy org cityspan gt All FY13 14 data has been copied over into FY14 15 Grant year gt Projecting Adults and Youth Participants separately in Group Activities pg 8 gt More User Friendly Quarterly Progress Reports STATS pg 16 o Displays quarterly data by each activity in addition to the aggregated category data gt No Coversheet as part of the Quarterly Progress Reports pg 16 o Justifying not meeting your projected Units of Service has been incorporated into STATS Updated May 2014 2 OFCY Grants Management Cityspan User Guidelines 2014 2015 Index LOBBIng MIN Ca eee osha a aeg hac seca eaec geese aa na rama omuena te p 4 Scope of Work Cover Rabe 2 0 2 cnacssiseatuaniths senate bulincneaameleetaeieeeds p 5 Scope of Work Demographics u ussssaunnsessnneesessnnreeessnnrttessnnrreessnnrreessnnreeessnnrreessnnreeesn nnee eea p 5 SCOPE of W rk B dget a anaa a niei a a AIE p 5 Scope of Work Activities sssnunnsessnnreeessunrtressnnrrtessnnrttessnnrrerssnnrreessnnrteessnnrreesnnnreeenn2. A staff member has to be selected in order to take attendance DATE OF VISIT Please enter the last day of the week that the youth participant worked Enter the total hours worked by the participant using both the HOURS and MINUTES fields If you are not using both fields one of the fields can be left blank Search for the youth participant by Last Name Initial or partial First or Last Name Once the participant is found click ADD RECORD The ADD RECORD AND HOLD NAME function is if you want to input multiple entries for the specific participant You just have to change the DATE OF VISIT HOURS and MINUTUES fields You do not have to search for the specific youth each time Updated May 2014 22 OFCY Grants Management Cityspan User Guidelines 2014 2015 ENCOUNTER LOG Step 1 Select an activity Activity Case Management 09 10 _ Step 2 Select a staff member Enter date of visit and amount of time Staff Date of Visit Minutes Step 3 Find a participant Click on a letter to view by last name initial or enter search criteria for more direct results View by Last Name Initial Find by Name or Client ID A B C D E F G First Name Last Name H I J K L M N O P Q R S T U Client ID VW X YZ Updated May 2014 23 OFCY Grants Management Cityspan User Guidelines 2014 2015 Extra Question In Progress Reports Narrative Regarding Job Placement OFCY would like to track each youth that has been placed in un
3. Existing and Adding New Participants amp Staff on page 9 Reminder Staff must also be assigned to an activity in order for their name to be found Each OFCY grantee should have one person who is in charge of User Accounts This is the only person that needs to have access to the User Accounts tab located at the bottom of the left blue menu When the person in charge of User Accounts is logged on this person can create new database users for your program and manage existing users access levels gt Caution You do not want multiple people to have access to User Accounts When a person has access to User Accounts they can create new users change passwords for existing users or delete users 1 Go to User Accounts left blue menu gt Current User The person who is currently logged on gt Signatory The only person for your program that can Sign Off to submit your quarterly report and invoice See Notes on Signing Off and Submitting Quarterly Reports and Invoice on page 15 gt Power Users People who are users of your OFCY database AND have access to the User Accounts tab when they log on they have the User Accounts tab available gt Regular Users People who are users of the database and do not have access to User Accounts v Attendance User People who only have access to individuals and group and events 2 To make edits Update the list of Power and Regular Users if necessary Cli
4. Searches can be made using the first or last name or the Client ID or by viewing by View By Type Youth Adults Program Staff 3 Select participant and edit data accordingly 4 Click Save and return to Participants amp Staff 5 To repeat follow steps 1 4 Adding New Participants amp Staff 1 Select Participants amp Staff 2 Click Add Person yellow tab 3 Select Person Type Youth Participant Anyone age 20 or younger Adult Participant Program Staff 4 Enter in the required fields 5 Click Add Person Adding Youth Participant Enrolled in OUSD School If you select Yes for the Enrolled in OUSD School field a second conditional field called School Attending paat lamin taints appears and you must choose from a drop The folowing ficids are required for Youth Partidpants a f Youth Participants down list This applies for the following Person Type Adult Parbopants Program Staff strategies Oakland Youth Services Attendance System First Name pese 5 Transition programs for youth into middle Enroled E EAEN Yes No Unspedfied and high school a 6 Youth Leadership in Community Schools acai 7 Community based Out of School Time Programs 8 Summer Program 9 Youth Leadership and Community Safety 10 Youth Career and Workforce Development 11 Academic Support for Older Youth Updated May 2014 10 OFCY Grants Management Cityspan User Guidelin
5. each step Note that every field in the Group Activities must contain a selection in order for group activity entry to be complete The projected Units of Service for each group activity will calculate automatically based on your projected number of participants of sessions and average hours per session NEW When projecting in Group Activities you will be able to separate the number of projected adult participants and projected youth participants If you only serve children and youth please zero out the Projected of Adult Participants per Session Projections Summer Grantees Q1 June Aug mark 0 for Q2 Q3 Q4 Projected 2 U Participants per Session of Sessions Qtr 2 Oct Dec of Sessions Qtr 3 Jan Mar of Sessions Qtr 4 Apr Jun Projected Hours per Session e g 30 minutes 0 5 Cityspan will use this information to calculate projected Units of Service at the 6 month and 12 month mark see below by each activity using the following formulas Projected UoS 6 months avg participants x of sessions Q1 Q2 x avg hrs per session Projected UoS 12 months avg participants x of sessions Q1 Q2 Q3 Q4 x avg hrs per session Updated May 2014 8 OFCY Grants Management Cityspan User Guidelines 2014 2015 gt Caution Never delete Activities with Attendance Records from the database There is no limit to the amount of historical data that is stored in the system Eve
6. may also enter overall comments Invoice Enter all expenses incurred per line item for this quarter You must press Save each time you want your data to update on the invoice calculations occur based on what you ve entered only when you SAVE You can update information and Save as often as you want until you Submit Once you submit you cannot go back to edit your invoice Signoff Signatory does not need to be logged in to signoff Any user can signoff using the Signatory accountholder s password as the e signature To find out who is the Signatory for your program go to User Accounts left blue menu and you will see the designated Signatory for your program You can only change your program s Signatory by contacting OFCY directly before Cityspan can make the change Third Quarter Match Reporting Requirements Third Quarter Report and invoice must include record of the matching funds your OFCY program has utilized Please provide information for each source of funding that make up the TOTAL amount of Projected Match column in your Budget Go to Progress Reports left blue menu Under Quarter 3 click on Match Enter Source source of your matching funds Amount amount of matching funds your OFCY program has received from the source Choose Type of Funding from drop down list Upload supporting documentation for at least 25 of your OFCY Grant award displayed below as Minimum Match
7. of when you created your activities events 3 Cityspan will automatically calculate Average Hours per Session based on the hours you entered on the Activities Form participants you entered Group Activities Academic tutoring Applied academic learning in english math science bratory career field trips bratory education field y education workshops y engagement events Gardening activities Gender specific programs Leadership development to peer support s Recreational Fitness ities ology and media ams training Totals Events Sessions Projected Projected 0 00 4 Cityspan will calculate Total Number of Sessions 5 Projected Units of Service 6 mos and 12 mos will automatically 0 00 calculate from the sum of your projected UoS in your group individual activities and events 0 0 0 0 0 0 00 Total Average Units of Units of Average Number Hours Service Service Session of per 6 12 Category Participants Q2 Q3 Q4 Sessions Session months months Sessions Projected Projected Cityspan will then sum up the Units of Service projections and quarterly of sessions by category on the Scope of Work Activities page see below Cityspan will also calculate the average session participants and average hours per session by category on the Scope of Work Activities pa
8. question before you can submit the Narrative section You can Save what you ve entered and return to the section later at any time Save your work Press Submit when you are done entering narrative responses Once you submit you cannot go back to edit your narrative section NEW Stats On the Stat Report you will see a listing of each of your activities in addition to aggregated data by category Only the data you have projected and taken attendance for within the reporting quarter will appear Services that occurred outside the date range of the quarter you are viewing will not be included in the Stats report Also actual service information from activities that are not marked funded by OFCY will not be included in the Stats report For each service you will see the current status of Actual Units of Service provided for the quarter in relation to the Projected Units of Service for the quarter Make sure all the services your program has provided have been entered so that your Actual Units of Service is accurate If not go back and finish entering service data Once done press Submit Once you submit your Stat report is locked and will no longer update Updated May 2014 16 OFCY Grants Management Cityspan User Guidelines 2014 2015 The function of the former Cover Sheet has been incorporated into STATs If you did not meet your projected Units of Service at the category level you will be required to provide a reason why You
9. that they are enrolled in on that date the system will mark them present automatically 1 Select Group Activities 2 Click View by Date 3 Select the Date 4 Mark participants present all pres or absent all abs 5 Click Save and Return Note if a participant has any variation of attendance other than All Pres or All Abs they will be marked as having Mixed Attendance This column is read only and can not be selected Mixed attendance means that the participant has a combination of present absent and or unknown attendance for that date Reminder If participants attend activities but skips one to leave early you can mark him her absent for that date If in your program all participants essentially attend every activity they are enrolled in as long as they are present that day this above attendance taking feature will reduce the data entry demand Units of Service for Groups are calculated based on participants being marked present only The following DOES NOT COUNT toward your attendance data Participant is enrolled in a group but O No attendance taken there is no mark for present or absent fo Marked absent OFCY calculations are based on positive attendance data participants marked present only For Event Attendance Select Events Click the Event under the View Events tab Go to Attendance yellow tab Click Add Enter the Date of the Event Visit Enter the Total Attende
10. Documentation Amount For further instructions please refer to the Proof of Match Guidelines found on the Help Center tab on your left Click Add to update your Total Amount and to create an additional Service Record Repeat until all of your match sources and amounts are entered 9 When done your minimum match requirement should be met click Submit OU ey ee oo N Note Cityspan will only unlock individual Progress Report forms if the Quarter has not yet been signed If it is signed you must ask for OFCY approval If you have questions ask your Grant Manager Data Security amp Confidentiality The City of Oakland and Cityspan have a Data Sharing Agreement A summary of important points from this agreement are listed below 1 The City of Oakland does not have access to individually identifiable information for anyone OFCY City staff can only access reports that summarize the service activities that have been entered into the database these reports do not include information that can identify participants 2 The OFCY evaluators do not have access to individually identifiable information for anyone The OFCY evaluator will receive only data that has been stripped of any identifying information Updated May 2014 17 OFCY Grants Management Cityspan User Guidelines 2014 2015 3 OFCY programs have access to a limited set of student information from OUSD and only for students enrolled in their program 4 Each Grantee owns t
11. Email g John Doe 510 759 8964 john anytown org Participants amp Staff Agency Mailing Address City St ZIP Group Activities 4665 Broadway Oakland CA 94602 Alternate Phone Fax Indidual Activities 510 759 8964 510 759 8965 Events Scope of Work PROGRAM SITE CONTACT INFORMATION 1 Reports Site Coordinator Name Phone Email Betty Doe 510 759 8964 betty anytown org Site Name Site Type Help Center CBO Oakland Hospital Health Clinic Site Street Address City St ZIP 1111 Broadway Oakland CA 94612 Alternate Phone Fax Utilities User Accounts Admin List Updated May 2014 4 OFCY Grants Management Cityspan User Guidelines 2014 2015 SUMMARY OVERVIEW Setting up FY 2014 2015 Grant The second tab on the left side menu is the Scope of Work SOW tab Under SOW your program information needs to be updated including contact information demographic data budget and activities To get started go to OFCY FY 2014 2015 and then go to the Scope of Work tab Scope of Work Cover Page The Cover Page includes the same data entered during the 2013 2016 Proposal process Please review and modify if necessary this page to make sure that it accurately describes your program Updating and submitting your Cover Page will open the Budget and Activities links 1 Select Cover Page 2 Make changes 3 Click Submit Please make sure all information including Project Description is current Scope of Work Demographics F
12. cipants number that you enter on the Demographics form will appear on your Scope of Work Activities form and will be used to calculate your projected Youth Cost per Unit of Service Updated May 2014 5 OFCY Grants Management Cityspan User Guidelines 2014 2015 Scope of Work Budget The FY13 14 budget has been copied into FY2014 2015 If your budget information has changed from what you proposed please email your Grant Manager before making changes If you have questions please contact your Grant Manager Please refer to your Grant attachment Schedule N for the City of Oakland s Cost of Living Wage Ordinance 1 Select Budget 2 Make changes 3 Click Save and Submit Scope of Work Activities The Scope of Work SOW Activities page is read only and aggregates by service category the numbers you projected when creating activities and events You cannot make any edits to this page To make changes to the projected numbers on Scope of Work Activities page you must edit your projections by going into each Individual Activity Group Activity or Event All your FY2013 2014 activities and events have been copied over For detailed instructions on how to modify or create Group Activities Events and Individual Activities go to pages 7 9 All copied activities and events from are easily identifiable by the tag 2014 2015 Once your SOW Activities form has been submitted you CANNOT make changes to it or add n
13. ck on each name and confirm each users access levels to make edits Updated May 2014 15 OFCY Grants Management Cityspan User Guidelines 2014 2015 gt Grant Management offers access to the tabs Scope of Work and Progress Reports see levels below gt Service Management offers access for service data entry for attendance and events activities Power Regular Current Attendance No Access Users Users User User Users Grant Scope of Work Y vA vA x x Management Progress Report Y S Y x x Service J J S ff x Management Service Data Entry User Accounts S x x x x gt Caution You do not want people to have access to the database that are no longer staff If people no longer need access to the database give them No Access for both Grant Management System and Service Management System Quarterly Reports amp Invoice This section will cover notes on signing off and submitting Quarterly Reports amp Invoicing For each quarter of the fiscal year you will need to submit a report and invoice To access Progress Reports go to Progress Reports tab on the left blue menu and choose the appropriate quarter Narrative Enter a response for each of the narrative questions listed You can type your responses in a Word document then copy and paste into the text box when you re done to avoid losing information should you get timed out You will need to enter a response for every
14. dual Activities Individual Activities require that participants are entered into the database so that their individual service time can be entered each time the activity takes place These activities are services provided to individual participants that your program is tracking closely throughout a period of time and can occur only one time or may occur many times on an on going basis and are services that occur one on one between participants and OFCY funded program staff Examples include services such as mentoring case management and counseling NOTE All your Individual Activities created during the 2013 2016 Proposal Process have been copied over You do not have to enter in a schedule The schedule is read only and will auto populate once attendance has been entered Updated May 2014 9 OFCY Grants Management Cityspan User Guidelines 2014 2015 The projected Units of Service for each event will calculate automatically based on your projected average session participants of sessions and average hours per session gt Caution Never delete Activities from the database There is no limit to the amount of historical data that is stored in the system Searching Existing and Adding New Participants amp Staff Participants and Staff are being carried over from the previous year First search the database before adding a new record Searching 1 Select Participants amp Staff 2 Enter the name of the participant or staff
15. e a dropdown option for which fiscal year you want to see please choose the correct fiscal year for which you want to work in The left blue menu tabs for Scope of Work SOW and Progress Reports are different depending on which fiscal year you enter Here is the difference Left Menu Tabs What it is Scope of Work 2013 2014 Your data for the FY 2013 2014 these tabs will remain available until you Progress Reports 2013 2014 close out the FY 2013 2014 year with OFCY Your data for the FY 2013 2014 have been copied over for your Scope of Work 2014 2015 convenience All the forms under these two tabs will be unlocked make Progress Reports 2014 2015 adjustments to the data entered here based on the Grant negotiations that finalize your OFCY FY 2014 2015 program plan gt Please make sure that the current contact information for your agency program on the home page is complete and accurate gt The contact information on the home page is split up between PROGRAM DIRECTOR CONTACT INFORMATION and PROGRAM SITE CONTACT INFORMATION Also if your program provides services funded by a single OFCY grant at multiple sites it is required that you enter each additional Program Site Contact Information on the home page Please click edit to make the appropriate changes Oakland Youth Services Attendance System SERVICE SITE OFCY Demo OFCY only PROGRAM DIRECTOR CONTACT INFORMATION Progress Reports Program Director Name Phone
16. es the number of people that were present First Time Attendees the number of people present that were new to this event If it is a one time only event Total Attendees will be the same as First Time Attendees 8 Total Staff Attendees number of OFCY program funded staff present that conduct the event 9 Enter Time Spent the total minutes the event lasted Ex 1 hr 60 min 10 Click Save and Return POOP Ones Updated May 2014 14 OFCY Grants Management Cityspan User Guidelines 2014 2015 For Individual Activities Attendance Select Individual Activities Click the Individual Activity under the View Activities tab Go to Attendance yellow tab Click Add In Step 1 select the activity the selected activity may default In Step 2 select the staff conducting the activity date of visit and minutes In Step 3 find the participation search by viewing by last name initial or by finding their name or entering Client ID 8 In Step 4 click Add Record or Add Record and Hold Name Note Add Record and Hold Name if you want to enter multiple contacts for this participant without Finding Person over again 9 Add Record 10 Select Click here to Edit Details 11 Enter Individual Visit Notes optional 12 Click Return Po eS ae ey bere If you don t see the Staff person assigned to the activity click Cancel and then follow steps 1 6 on Searching
17. es 2014 2015 Oakland Youth Services Attendance System Adding Adult Participant Only the First Name and Last Name are score ot Work Youth Participants re uired Progress Reports Person Type Adult Participants q gt Program Staff Participants amp Staff First Name Group Activities Last Name ad person Individual Activities Events Locations Reports Utilities Help Center User Accounts Admin List Oakland Youth Services Attendance System STE es oleae The following fields are required for Program Staff Oakland Resident and LGBTQQI fields These Progress Reports Youth Participants fi Peison Type ORA Pana ields are not required Program Staff First Name Group Activities SEN Last Name Gender Events Ethnicity Oakland Resident Yes No Unspecified LGBTQQI Unspecified Individual Activities Locations Reports Utilities Help Center User Accounts Admin List gt Caution Never delete program Participants or Adults or Staff from the database If participants adults or staff leaves the program make them inactive but DO NOT delete them or all of the services they provided will be deleted gt Note It is very important that you enter all required demographics information DOB Grade Zip Code Oakland and Ethnicity for each participant The system will not allow you to move forward without completing the required fields Upda
18. ew activities without contacting your Grant Manager at OFCY The SOW Activities form is LOCKED in the database once it is submitted because it is intended to represent your Granted agreement which is generally not to be altered once your Grant has been finalized You have the option of modifying your SOW Activities two 2 times each Grant year The deadline to request a SOW Modification is the end of the 3 quarter All SOW Modification requests must be submitted to your Grant Manager via email If your Grant Manager agrees that the SOW should be modified he she will UNLOCK this section of the database in order for you to make changes and add new activities events This also includes making changes to projections for numbers of participants to be served You can still make changes and edits to your activity schedules and enrollment that fall under the categories This data will not be locked Updated May 2014 6 OFCY Grants Management Cityspan User Guidelines 2014 2015 Oakland Youth Services Attendance System Logout ACTIVITIES Demo OFCY only Progress Reports Total Average Units of Units of Participants amp Staff Average Number Hours Service Service Session of per 6 12 Group Activities Category Participants Q3 Q4 Sessions Session months months Individual Activities Events l Cityspan will automatically calculate Average Session Participants based on the number
19. fter School Summer Wellness and Healthy Transitions or Older Youth determines which Activities categories list you will see Each OFCY funded activity that your program operates is based on the categories listed Your agency s numerous activities are rolled into their respective categories and are then used to determine how your program arrives at projection targets Solution 1 Go to either the Group Individual or Event blue tab on left Select the Activity s in question and verify the category has been selected and is correct If incorrect select the yellow Edit tab at top of page Select correct category Select Save and Submit Se a alle a 3 OFCY was not identified as the Funding Source at the time the Activities were created Updated May 2014 18 OFCY Grants Management Cityspan User Guidelines 2014 2015 Solution 1 Select the Activity or Event that is not showing up in the quarter report 2 Select Edit 3 Mark the program as Funded by OFCY for the correct fiscal year 4 Click Save amp Proceed Strategy 1 Mental Health and Developmental Consultations in Early Care and Education The following instructions and guidelines are provided in order to ensure consistency in how activities and units of service are tracked in Cityspan for Strategy 1 Mental Health and Development Consultations in Early Care and Education Instead of counting units of service and figuring out which participants to count for w
20. ge see below Please review the Scope of Work Activities page and click Submit when you have finished creating all your activities and events Once the Activities form is completed and submitted the projections for the FY 2014 2015 program year will be locked and you will not be able to create new activities Group Activities Group Activities are activities or services that involve a group of participants that your program is tracking closely throughout a period of time A group can be a service that occurs only one time or it may occur on an on going basis Updated May 2014 OFCY Grants Management Cityspan User Guidelines 2014 2015 NOTE All your FY2013 2014 Group Activities has been copied over to FY14 15 However you will need to go in and enter a schedule for each Group Activity Click the Edit button next to the Schedule and follow the prompts on the screen For more information please view the Cityspan webinar available at http www ofcy org cityspan All participants must be entered into the database so they can be counted for attendance To view Group Activities 1 Select Group Activities 2 Either select an existing activity to Edit i e Schedule Lead Staff etc or click the Add Activity tab to create a new Group Activity 3 Enter the Activity Name and Select the appropriate funding source s Click Save amp Proceed 5 Proceed through each step of the wizard clicking Save amp Proceed with
21. heir data Neither the City of Oakland nor Cityspan owns the data 5 Cityspan provides for the protection of confidential information with the most advanced security technology available and meets all applicable rules regulations and laws including but not limited to Federal Privacy Regulations 45 CFR Part 46 45 CFR 160 and 164 HIPAA Regs 42 CFR Part 2 etc Contact Us Cityspan and OFCY Programmatic Assistance Debra Chester OFCY Grants Manager dchester oaklandnet com or 510 238 7496 Terry Hill OFCY Grants Manager thill oaklandnet com or 510 238 6380 Cityspan Database amp Technical Assistance Cityspan Help Desk at 866 469 6884 toll free Mon Fri 8AM 5PM Pacific Time Simple Solutions for Inaccurate Cityspan Data The following are three common causes and solutions for inaccurate Cityspan Reports 1 Attendance data has not been entered At a minimum all attendance should be entered on a monthly basis by the 10 day of the following month Solution 1 Click on yellow attendance tab and verify attendance data status Green Complete Red Incomplete 2 Enter attendance data 2 Activity category not selected or marked in the wrong category If the Category was not selected when the activity was set up then it will not appear on your quarterly reports The list of Service Categories appears under each Service Format Individual Group and Event Your strategy Early Childhood School based and Community Based A
22. hich activity OFCY will track the two following data points for all services provided by OFCY s ECMHC grantee 1 Number of participants per service site both child youth and adult participants Group Activities a Set up one Group Activity per service site b For OFCY Activity Category choose Consultation with preschool providers c Schedule one date at the end of each quarter i e 12 31 2013 3 31 2014 6 30 2014 i Set the hours for the quarterly dates to 9am 9 15am d Projections should all be listed as 0 e Take attendance for each student once per quarter There is no need to take daily attendance any more f Enroll new participants as you have done so This process has not changed g You can also add adult participants here to reflect your work with parents educators staff etc 2 Number of service hours provided by each consultant per service site Individual Activities To capture consultation hours per site per consultant please do the following a Set up one Individual Activity per service site b For OFCY Activity Category choose Consultation with preschool providers c Projections i Enter projected hours of service per site per quarter ii Set average session length to one hour d Enroll each staff i Click on EDIT ii Select a staff name iii If staff name does not appear add staff by going to PARTICIPANTS amp STAFF iv Note only one staff can be designated lead staff per activity Al
23. icipants will be enrolled according to the dates indicated Dates will automatically appear as the first date scheduled for the group you may change these dates per participant if participants started at later dates 10 Click Next Step 11 Click Done 12 To repeat follow steps 1 11 Reminder If any of your participants have already been enrolled in other groups that meet at the same time as this group you will see Schedule Conflicts for these participants YOU MAY SELECT THE PARTICPANTS TO OVER RIDE THE CONFLICT if you do in fact want the participants to be enrolled in more than one activity at a time participants may have the option of choosing from different activities on a given day Updated May 2014 12 OFCY Grants Management Cityspan User Guidelines 2014 2015 Enrollment History e To drop this participant from this activity select the Edit link and enter a drop date This action will remove attendance records that belong to this participant for this activity that are dated after the drop date e To change the enrollment start date select the Edit link and enter an alternate date This action will remove attendance records that belong to this participant for this activity prior to the start date e To undo the drop of this participant select the Edit link and remove the drop date This will only work on the latest enrollment period e To completely remove a participant from this activity and delete all atte
24. l others will be designated as Support Staff e Create an adult participant called Staff Timesheet Updated May 2014 19 OFCY Grants Management Cityspan User Guidelines 2014 2015 Oakland Youth Services Attendance System Add Person sles CREATE NEW PERSON sens ire Youth Participants Progress Reports Person Type Adult Participants Program Staff First Name Staff of Group Activities Last Name Timesheet FPO TS Individual Activities Events Input attendance selecting the appropriate staff and the participant Staff Timesheet o Select the correct staff for whom you are entering hours for o Select the last date of the time period for which you are entering hours for You have some O discretion on how often you want to enter this based on your organization s current system of tracking hours For example if your organization has bi monthly timesheets ending on the 15 and last day of the month you can enter hours dated on the 15 and the last day of the month But at a minimum please enter hours on a monthly basis Use the hours and minute fields to enter the number of hours that consultant worked at that site for the time period you are reporting for o Step 3 Search for participant Staff Timesheet and click Add Record to record hours Updated May 2014 The Add Record and Hold Name Function allow you to report for the same Consultant for multiple entries without having to search f
25. nal questions should appear underneath the category listing see below Both fields are required Updated May 2014 21 OFCY Grants Management Cityspan User Guidelines 2014 2015 Lapmrawry suucauun Hor wipo Financial planning training assistance GED preparation assistance Individual and career assessments and planning Internships and subsidized employment opportunities Job placement and post placement support Life skills training Other Outreach intake amp registration Peer mentorship support Snack meals Vocational training Work readiness and employment skills training If Other Specify Here Internships and subsidized employment opportunities What is the place of subsidized employment or internship What is the hourly wage or stipend that the youth will be earning e g 10 hr 300 ipend 40 inte i Entering Attendance for Individual Activities with Category Internships and subsidized employment opportunities In order to mitigate the amount of data entry you may enter the total number of hours worked on a weekly basis for each youth participant You do not have to enter of hours worked on a daily basis To enter weekly attendance for a youth participant 1 oe ee TS go 10 Click on INDIVIDUAL ACTIVITIES tab on right side Click on the appropriate Individual Activity Click on the yellow ATTENDANCE tab on top right Click ADD on top right Select STAFF
26. ndance records associated with this participant select the Un enroll link Note You should only un enroll participants if the participant was mistakenly enrolled in this activity When a participant is rightfully enrolled and only attends a portion of this activity it is strongly recommended that you use the Drop function to maintain their attendance data Dropping Participants Select Group Activities Click the activity under the View Activities tab Click Enrollment yellow tab Find the participant Click Edit on the right of the participant s name Under Action click Edit You may enter a Drop Date here and Save reasons are optional not required Click Return 007 S By ee ae Boe To Bulk Drop follow steps 1 4 above You may also Bulk Drop participants by selecting Bulk Drop Enter a drop date that does not precede dates with valid attendance data otherwise this will result in the deletion of the data You may select All or select one participant to drop Re enrolling Participants 1 If the participant Re enrolls back into this activity at a later date you may come back to the page by following steps 1 6 above enter a Re enrollment Date and under Action select Re enroll Reminder Participants will only appear on Attendance taking rosters for dates that they are enrolled NEVER DELETE participant attendance If participants leave a group use the Drop Date fea
27. nt Activities Event Activities are activities that do not require individual participants to be entered into the database or individual attendance to be taken Service activities that meet the following descriptions should be entered as an Event if e The activity involves a large number of people 50 or more such as an assembly e Individual attendance is not taken everyone involved is not entered into the database as an OFCY participant e The activity involves an entire school or entire classrooms on a less than regular basis NOTE All your Events created during the 2013 2016 Proposal Process have been copied over You do not have to enter in a schedule The schedule is read only and will auto populate once attendance has been entered To view Event Activities e Select Events e Either select an existing activity to Edit i e Schedule Lead Staff etc or click the Add Events tab to create a new Event e When adding a new event enter the Activity Name and Select the appropriate funding source s e Click Save amp Proceed e Proceed through each step of the wizard clicking Save amp Proceed with each step The projected Units of Service for each event will calculate automatically based on your projected average session participants of sessions and average hours per session gt Caution Never delete Events from the database There is no limit to the amount of historical data that is stored in the system Indivi
28. ntre eea p 6 UD ACHVITIES aai nan a aa p 7 a e E E E A E oasttcs p 8 Individual Activities sunnesnerrenseosssesnnrrneeesrsnurnrreeorssssnnrrrereorssnrnrrnreessssnnrnnrtrorssnnnrrreeeorssnne p 9 Searching Existing amp Adding New Participants oo sssssssesssssecsssssessessesssesneeseeseesneeseenseass p 9 BPA OME VN se tes estes cetaceans cece each a eles A A LN p 12 POUT NC a ite ea ata E ale p 13 RIS SE PRC ONLI oa ls staccato Wh attcas sens asst tua ins aevtaetiebe ac eaiteeisaeiarieiay p 15 Quarterly Reports and INVOICE os 0 ccc aotcad cured chaslcdealsataeh lag te staastssldastuce Ml antabhave p 16 Data Security amp Confidentiality oh flail al ate ae Ss tac tN ces A Saal ds clea date trata ctel p 17 ROU IS tia se ia te ecg cede Ni ae a cata tlt ates ee ac tare p 18 Simple Solutions for Inaccurate Data cssssssssssessessessesssesersssotssssenseesessassussarasseresesassass p 18 Strategy 1 Mental Health amp Developmental Consultations in ECE ceeeeeeees p 19 Strategy 10 Youth Career and Workforce Development sessssssssessessesseesesstsseestenteess p 21 Updated May 2014 3 OFCY Grants Management Cityspan User Guidelines 2014 2015 Logging In The log in page is www youthservices net ofcy If you do not know your user name and password please contact you supervisor or the Cityspan Helpdesk at 866 469 6884 toll free If you are a current grantee who will be continuing your work in FY14 15 you will se
29. or Staff Timesheet again 20 OFCY Grants Management Cityspan User Guidelines 2014 2015 Oakland Youth Services Attendance System ENCOUNTER LOG Home Scope of Work Activity Progress Reports New ECMHC Individual Activity X Step 2 Select a staff member Enter date of visit and amount of time Staff Date of Visit Hours Group Activities Barnett Brookie v 11 15 13 E 40 Participants amp Staff Step 3 Find a participant Click on a letter to view by last name initial or enter Events search criteria for more direct results Locations View by Last Name Initial Find by Name or Client ID Renat F G FirstName Last Name M N St Timesheet T U Utilities Client ID Help Center User Accounts Step 4 Choose a participant and click Add Record Admin List ae Record Aad Record and Hot Nome _ Choose Participant Name Timesheet Staff Strategy 10 Youth Career and Workforce Development ONLY use Individual Activities when tracking your Internships and Subsidized Employment activities Make sure to fill out the two additional fields of OFCY would like to better track its impact on youth internships and subsidized employment All activities for the category Internships and subsidized employment opportunities should be created as Individual Activities When creating the Individual Activities and choosing the category Internships and subsidized employment opportunities two conditio
30. orm In the Demographics tab please estimate the total clients your program projects to serve during the period July 1 2014 and June 30 2015 Only include the youth and adult participants that will be enrolled in your program and served through Individual and Group Activities DO NOT include in your projections the participants that will be served through Event Activities and will not be enrolled in your program Please review this information If you need to make changes to the total numbers served please email your Grant Manager know before making changes 1 Select Demographics 2 Review for accuracy Note Make sure the Total Unduplicated Youth Participants is the total number of children amp youth ages 0 20 you expect to serve throughout FY 2014 2015 program year Meeting this projection will be based on the number of youth and adult participants you enter into the database throughout the year enrolling them into group and individual activities and marking them present for attendance Reminder when you enter a new participant into the database you select whether the participant is a youth or an adult See Searching Existing and Adding New Participants amp Staff 3 Click Save and Submit REMINDER Each of the demographic categories Race Ethnicity Age Gender etc add up to the Total Unduplicated Youth Participants YOUTH you are planning to serve The Total Unduplicated Youth Parti
31. subsidized employment by the OFCY funded program on a quarterly basis Please only enter actual job placements that took place during the quarter As the prompt question states please enter where the youth was placed in unsubsidized employment their wage and their projected average number of work hours week Please do so for each youth placed in unsubsidized employment Click on ADD YOUTH PLACEMENT to add as many youth as needed If you do not have any job placements for the quarter click on DELETE THE ABOVE YOUTH PLACEMENT If you would like to provide more information on the job placements please do so in the Additional Comments section Job Placement For each youth placed in unsubsidized employment in this quarter please list where the youth was _ placed their wage and their average number of work hours week e g Corporation A 12 hour 30 hours week Youth 1 Placement Hourly Wage Average of Hours Week Corporation A 9 50 20 00 Delete the above Job placement Youth 2 Placement Hourly Wage Average of Hours Week Hospital A 10 00 35 00 Delete the above Job placement Youth 3 Placement Hourly Wage Average of Hours Week Vo bD Delete the above Job placement Add Job Placement Updated May 2014 IA
32. ted May 2014 11 OFCY Grants Management Cityspan User Guidelines 2014 2015 INACTIVE STATUS Making Youth or Adult Participants Inactive 1 Oy OT eGo Select Participants amp Staff Click View Youth or Adult Participants Select the Participant From Participant s Intake tab next to Status mark the Inactive Click Save and return to Participants amp Staff To repeat follow steps 1 5 Making Staff Inactive 1 Oyo ee eh Select Participants amp Staff Click View Program Staff Select the Staff From Form 1 tab next to Status mark the Inactive Click Save and return to Participants amp Staff To repeat follow steps 1 5 Enrolling Participants 1 2 3 ier ed Oe Select Group Activities Under View Activities select the Group Activity for enrollment Click Enrollment tab A schedule for the group will need to have been created before enrollment can be entered Select either Group Activities Events or Individual Activities Select the activity under General Tab and under OFCY Projections click Edit Click Enroll Participants yellow tab Enter the name of the participant and select participant type youth or adult participant program staff OUSD Students or Non OUSD Students Click Find Person Check Enroll box Click Next Step Enter Enroll Date part
33. ture described above or don t take their attendance for days they are not present Attendance Attendance data will now be permanently locked on the 15th of each month for the preceding month e g October will be locked on November 15th Grantees are encouraged to complete data entry by the 10th of each month This will allow enough time to address any data entry problems you may encounter that require OFCY or Cityspan Helpline assistance After the 15th you must request via email to your Grant Manager that attendance be unlocked The purpose of this new policy is to prevent accidental deletions of valuable reporting data by agency program staff during the course of the Grant year Retrieving lost data has proven to be time consuming and very expensive The cost is the responsibility of the grantee and is paid directly to Cityspan For Group Activities Attendance Updated May 2014 13 OFCY Grants Management Cityspan User Guidelines 2014 2015 Taking Attendance By Group 1 Select Group Activities Click the Activity under the View Activities tab Select the Group you will be taking attendance for Go to Attendance yellow tab Select the Date Mark participants present pres or absent abs Note There is now an All Present or All Absent feature 7 Click Save and Return DUT tS Taking Attendance By Date You can take attendance ONE TIME per participant per day and for every group activity
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