DAISEY User Manual - Kansas Children`s Cabinet and Trust Fund
Contents
1. To edit a family activity form e Follow the instructions in section 6b to access the Family Activities Page e Locate the activity form to edit in the Family Activities Form History section Click the pencil icon in the Action column e Make changes e Click Save to save data as in progress i e incomplete OR e Click Submit if the information is correct and ready to be fully submitted 6e Deleting Family Activities To delete a family activity form e Follow the instructions in section 6b to access the Family Activities Page e Locate the activity form to delete in the Family Activities Form History section e Click the trashcan icon in the Action column e A prompt will appear that asks Are you sure you want to Delete the selected form e Click OK to confirm and delete OR click Cance to cancel the deletion 6f Safety Mode Feature Safety mode provides a way to allow non DAISEY users e g clients or caregivers of clients to directly enter data into DAISEY without compromising the security of other data in DAISEY If the safety mode feature has been added to a form a green Safety Mode button will appear Figure 23 To enable safety mode for this form click that button Figure 23 Example of Form with Safety Mode Feature DAISEY ed connecting the first five years to a lifetime of success S amp Family Profiles on Search Caregiver Search Child A Environment Data Which caregiver was inv2. 9d 9b Matching ID Numbers Using ID Reports Each caregiver child and environment profile is assigned a unique DAISEY ID number upon creation If a user s organization assigns ID numbers each profile will have an alternative ID number that may be different To successfully complete the import process users need to use an D Report to match the data to corresponding DAISEY ID numbers To download an ID report e Click Data Management in the left navigation menu e Click Import e Click D Reports e Click the download icon in the Action column to download either the Child IDs Caregiver IDs or Environment IDs data file 30 Once the file is open users can view all children caregivers or environments created by their organization Figure 30 The left column contains the DAISEY ID Users will need to enter the DAISEY ID number on the import template for any activity data Figure 30 Child ID Report ali O DELE DAISEY Auto generated ID Alternate ID First Name Last Name Date of Birth Enrollment Date 11 1003 Johnny Doe 06 0 05 01 204 11 10008 patricia Stone omoa 06 01 2024 11 10009 po sam chitdress TS ooon 08 06 2014 11 10011 po Robert wens ooo 2 2 2015 11 10013 po orbin Redmond fs fos 2z0a 09 08 2014 9c Downloading Data Templates for Import Data templates are Excel files which contain all the fields necessary to import child caregiver environment and or activities data Clicking the mport D
3. Deleting Environment Activities so F 9 Data Management a Importing Data to DAISEY b Matching ID Numbers Using ID Reports Downloading Data Templates for Import Importing Completed Data Templates Creating New Profiles Using Import Updating Profiles Using Import List of Common Import Errors Exporting Data i Generating Intelligent Reports St ao oF DAISEY Data Governance and Security Statement 1 Introduction to DAISEY 1a What is DAISEY DAISEY stands for Data Application and Integration Solutions for the Early Years DAISEY is a secure HIPAA compliant web based outcome reporting system developed by the University of Kansas Center for Public Partnerships and Research Its primary purpose is to Support early childhood programs to collect and report on child and family outcomes It is licensed to funders or users who are interested in building data system capacity to demonstrate the success of early childhood programming 1b About This User Manual Welcome to the DAISEY User Manual for Provider and Program Admin users This manual is intended to help users navigate DAISEY successfully perform all of its functions and manage program data within this online system Please note that all data shown in the screenshots for this manual were fabricated for training purposes These are not real families environments or data 2 DAISEY Orientation 2a Webpage To use the system visit Ere EAE al http dai
4. Organization the name of the organization of the user that entered data into the form Status whether the form has been Submitted or is still In Progress Action clickable icons allow users to perform certain actions o View a form my clicking the magnifying glass icon Only an option for submitted forms o Edit a form by clicking the pencil icon Only an option for forms in progress o Revert a submitted form back to in progress for editing by clicking the arrow icon Not an option for Provider level users o Delete the form by clicking the trashcan icon o View the form history by clicking on the paper icon i e when edits were made and by which user 8c Adding Environment Activities To add an environment activity Click Environment Data in the left navigation menu Click Search Environment Data Locate the environment profile to add form data to Click the Environment ID Click the name of the activity form to add from the list of Forms Available for Environment Activities A blank form will appear Fill in all collected data Click Save to save data as in progress i e incomplete OR Click Submit if the information is correct and ready to be fully submitted The new form will now appear in Environment Activities 27 8d Editing Environment Activities To edit an environment activity form Click Environment Data in the left navigation menu Click Search Environment Data
5. in each environment 7b Managing Environment Profiles The Search Environment Data link is found under Environment Data in the left navigation menu This page contains a search grid of environment profiles created by DAISEY users In the Search Environment Data grid Figure 26 each row contains information specific to that environment profile Environment ID the ID number of the environment automatically generated by DAISEY Click the Environment ID to open the Environment Activities See section 8 Type what type of environment is reflected in the profile e g Day Care Classroom 10 vir O Name the user chosen name of the environment Organization the name of the organization that added the Environment Profile Program s program s an environment is associated with Action clickable icons allow users to perform certain actions O O ecords per page Environment ID Type 11 30044 11 30043 11 30042 View or edit a profile by clicking the pencil icon Delete profile by clicking the trashcan icon Not recommended See section 7f View the form history by clicking on the paper icon i e when edits were made and by which user Name Class 1 2015 2015 Jayhawk Class AM ASP 3 year old Figure 26 Search Environment Data Grid Organization All 4 DAISEY Training DAISEY Training DAISEY Training Search Program s Add Environment Bub CATE Bub 22 7c
6. not already exist in the DAISEY system To learn how to manually add profiles review sections 4c 4d 5c and 7c To import profiles see section Ye To import completed Data Templates into DAISEY e Click Data Management in the left navigation menu e Click mport Data e Use the Search Forms grid to find the form type to import e Inthe right most column of the Search Forms grid select the radio button next to the chosen template to import e Click the Excel symbol B under the Search Forms grid e A pop up screen will appear Locate the prepared and saved data template section 9c to import e Select the prepared Data Template file then click Open e Click Import e It may take afew moments to process the import e Once the processing is complete a message will appear to the right of the mport button This message will notify the user that the import was successful Figure 33 or detail the errors that made the import unsuccessful e If no errors occurred press Confirm to complete the import or Cancel to nullify the import 33 a09 Gaara miy KERS Outcome Sermannual KTHS Performance qucterly Aggregate Showing 11 to 19 of 19 entries First Prewous 1 Select file to Cauid Profle Fost a impor g J Test datasheet i import Cancel e If errors were encountered during the import an error message will appear Click View Details A dialogue box Figure 34 will appear explaining the error that occurred d
7. 9 Searching by caregiver last name text to search for in the search box at the top of that field column There is also now a general 10 records per page S d rch box near the top right side of each search Caregiver ID Alternative ID Last Name First Name 11 3052 Srnith Sam 11 20045 Smith Brian Searching example To search for a caregiver with the last name Smith in the Search Caregiver grid type Smith in the text entry box directly under the Figure 10 Drop down Sorting Status Program s Action column heading Last Name The grid will now only Pan e contain caregivers with a last name that begins with Active K B Smith Figure 9 nactive Figure 9 mac Bod Active U B Drop Down Sorting Columns that have limited ZID possible entries use a drop down box for sorting Active Cath For these columns such as the Status column in Active 400 Figure 10 simply select the criteria to sort by from sens u D the drop down box ee isla Active Bau Active G Page Navigation Search grids visually by using the page navigation bar at the bottom of the grid Figure 11 Use arrow buttons to skip forward or backward by page or type in desired page number 2 3 4 5 Next Last Users may also choose how many entries to see on Figure 11 Page navigation each page of a search grid Zooming In Out If search grids are not aligned well on screen e g all the columns of a table do not fit on the screen adjusting t
8. Adding New Environment Profiles To add a new environment profile Click Environment Data in the left navigation menu Click Search Environment Data Near the top right corner of the search grid click the Add Environment button Figure 26 A blank environment profile form appears Figure 27 Note that an organization s environment profile may contain different questions from those shown in Figure 27 Fill in all information collected on the environment Mandatory fields are marked with an asterisk and must be filled in in order to save the profile Please note that each organization may have data collection requirements above and beyond those mandatory fields Once all information is entered click Save near the bottom of the page An alert box will pop up that reads Successfully saved environment with ID followed by the automatically generated environment ID Click OK Figure 27 Creating an Environment Profile The new environment will now appear in the Search Environment Data grid 23 7d Associating Children to Environment Profiles When creating or editing an environment profile users may associate children with the environment To associate child profiles with an environment profile Click Environment Data in the left navigation menu Click Search Environment Data Locate the environment profile to associate children to Click the pencil icon Edit under the Action column Click the Cho
9. Cover Sheet KCCTF SPANISH Caregiver ntake Form KCCTF SPANISH Child Intake Form KCCTF 2f Organizational Access Online Tutorial KDHE Video Tutorials ECBG amp CBCAP Video Tutorials KEHS Video Tutorials User Manual ECBG amp CBCAP User Manual KEHS User Manual FAQ s Before entering any data users should always check organizational access Near the top right corner of DAISEY users will see an orange rectangle that displays the name of the organization that user is logged in under Some users have the ability to switch access between multiple organizations In such cases this orange rectangle acts as a drop down menu Users may click on the organization button to switch to a different organization see Figure 6 Simply click another organization listed to complete the switch Figure 6 Switching Organizational Access Organization DAISEY Training 2 Switch Organizations 3 System Navigation 3a Left Navigation Menu A navigation menu appears on the left side of each DAISEY Figure 7 Left Navigation webpage This menu contains 3 options Family Profiles oa Environment Data and Data Management DAISEY Family Profiles is used to navigate to and manage all child and a f caregiver profiles as well as associated activity data All form Search Chil data collected at the level of the individual or family can be h Environment Daia entered and viewed here Menu links inc
10. D Child System ID Active Status ha Alternate ID First Name Last Name Date of Birth Funding Source None selected Enrollment Date Number of weeks Discharge Date Primary Caregiver ID premature e Fill in all information collected on the child e Mandatory fields are marked with an asterisk and must be filled in in order to save the child profile Please note that each organization may have data collection requirements above and beyond those mandatory fields e Once all information is entered click Save near the bottom of the page An alert box will pop up that reads Successfully saved child with ID followed by the automatically generated child ID e Click OK 15 5d Associating Child Profiles with Caregiver Profiles To associate a child profile with an existing primary caregiver profile Click Family Profiles in the left navigation menu Click Search Child Figure 19 Choose Primary Caregiver Locate the child profile to be associated a epe a primary caregiver gt Click the pencil icon Edit under the Action ae ea 7 column Near the bottom of the page above the m eee a Associated Caregiver section and next to the Save button click the button that says Associated Careaiver Choose Primary Caregiver Figure 20 Existing Caregiver List Associating Child Profiles Figure 79 A list of all the existing primary caregivers for this organization will appear Figure 20 Locate
11. DAISEY connecting the first five years to a lifetime of success User Manual for Providers amp Program Administrators Table of Contents 1 Introduction to DAISEY a What is DAISEY b About This User Manual 2 DAISEY Orientation a Webpage Policy Statement Homepage My Profile Help Organizational Access gt Oa p 3 System Navigation a Left Navigation Menu b Search Grid Navigation 4 Caregiver Profiles a What are Caregiver Profiles Managing Caregiver Profiles Adding Primary Caregiver Profiles Adding Secondary Caregiver Profiles Editing a Caregiver Profile Deleting a Caregiver Profile oe ee oS 5 Child Profiles What are Child Profiles Managing Child Profiles Adding Child Profiles Associating Child Profiles with Caregiver Profiles Editing Child Profiles Deleting Child Profiles Q A OAnS 6 Family Activities a What are Family Activities Accessing Family Activities Adding Family Activities Editing Family Activities Deleting Family Activities Safety Mode Feature gt OA nF 7 Environment Profiles a What is Environment Data Managing Environment Profiles Adding New Environment Profiles Associating Children to Environment Profiles Editing Environment Profiles Deleting Environment Profiles gt Oa p 8 Environment Activities a What are Environment Activities Accessing Environment Activities Adding Environment Activities Editing Environment Activities
12. INCORRECT_FORM_TEMPLATE_GLOBAL User is trying to import data for a form that does not have any data Please ensure data begins in the second column eighth row B8 location of the file for upload location of the file for upload TION_GLOBAL involved or caregiver involved questions NOT LATEST FORM_GLOBAL Form template is not latest The data the user is trying to import does not match the current template Please go to Data Templates to download the latest version of the form Please ensure data begins in the second column eighth row B8 NO_QUESTIONS_IN_THE_FORM_GLOBAL The form does not contain any questions Please go to Data Templates to download the latest version of the form FORM_DELETED_OR_DEASSOCIATED_GLOBAL The form has been deleted or disassociated from the user organization EMPTY _BOTH_CHILD_CAREGIVER Both Child and Caregiver IDs are either incorrect or both empty ADD_ERROR Error adding record ADD_ERROR_DATA Failed to add record IMPORT_SYSTEM_ERROR_GLOBAL Unexpected error Failed to import IMPORT_ERROR_GLOBAL Incompatible file or file might have been corrupted 36 9h Exporting Data Some users may need to extract data that has been entered into the DAISEY system and use that data within other applications e g Excel SPSS In the Data Management tab Users can export data that have been entered into the DAISEY system To export Family or Environment Activities form data as an Excel wor
13. Locate the environment profile attached to the activity form to be edited Click the Environment ID Locate the activity form to edit in the Environment Activities grid Click the pencil icon in the Action column Make changes Click Save to save data as in progress i e incomplete OR Click Submit if the information is correct and ready to be fully submitted 8e Deleting Environment Activities To delete an environment activity form Click Environment Data in the left navigation menu Click Search Environment Data Locate the environment profile attached to the activity form to be edited Click the Environment ID Locate the activity form to delete in the Environment Activities grid Click the trashcan icon in the Action column A prompt will appear that asks Are you sure you want to Delete the selected form Click OK to confirm and delete OR click Cance to cancel the deletion 28 9 Data Management From the Data Management menu links users can import data into DAISEY export data from DAISEY and view reports generated by DAISEY 9a Importing Data to DAISEY This section demonstrates how to use data templates to gather and format data for importing Some users may have an existing data system or tool to collect data on the children and families they serve The import function is available to those users who wish to export data from their system prepare it for importing into DAISEY and load the dat
14. Please read the attached document for more imformabon on this Ul_technical_assistance_bnef_08 18 2015 KCCTF pdf Figure 4 My Profile a Welcome Training User Initiative ECBG Grantee DAISEY Training Role Program Admin 2d My Profile Access My Profile by clicking the profile icon in the upper right hand corner Figure 4 Click My Profile to edit user s first name last name or password Click Sign Out to log out of DAISEY immediately Organization DAISEY Training My Profile Profile Management Edit Person j itita Current Information Password New Password Confirm Password 2e Help The Help screen Figure 5 allows users to access materials to assist in using DAISEY announcements video tutorials FAQs and the most updated version of user manuals If further assistance is needed after visiting the Help screen please email daiseyadmin ku edu DAISEY connecting the first five years to a lifetime of success S amp Family Profiles A Environment Data Oo Data Management Announcements KCCTF Common Measures Administration and Timelines Printable versions of DAISEY profile forms Figure 5 Help Screen Printable versions of DAISEY profile forms can be found on the KCCTF website http kschildrenscabinet org tech bnefs Caregiver Intake Form KCCTF Caregiver Cover Sheet KCCTF Child Intake Form KCCTF Child Cover Sheet KCCTF Environment Intake Form KCCTF Environment
15. Status whether or not the child is actively receiving Figure 16 Action Column am s Action services e Program s program s a child is associated with e Action clickable icons allow users to perform certain actions CAME o View or edit a child profile by clicking the pencil icon CAE o Delete child profile by clicking the trashcan icon Not ZIA recommended See section 5f EIB o View the form history by clicking on the paper icon i e when edits were made and by which user 5c Adding Child Profiles 14 To add a new child profile e Click Family Profiles in the left navigation menu e Click Search Child e Near the top right corner of the search grid click the Add Child button Figure 17 Figure 17 Search Child Grid Add Child 10 records per page Search Child ID AlternativeID Child LastName Child FirstName CaregiverID Caregiver FirstName Caregiver Last Name Enrollment Date Status Program s Action All Y 11 10003 Doe Johnny 11 20001 James Doe 05 01 2014 Active 406 11 10008 Stone Patricia 06 01 2014 Active 400 11 10009 Childress Sam 11 20007 Sarah Chikiress 08 06 2014 Active 406 11 10011 Owens Robert 01 22 2015 Active 400 11 10013 Redmond Corbin 09 08 2014 Active AANA e A blank child profile form appears Figure 18 Note that an organization s caregiver profile may contain different questions from those shown in Figure 18 Figure 18 Add Child Profile Page Child Information Child I
16. a into the system Importing data requires that users prepare their data in specific ways so it is formatted and ready for DAISEY Data templates are available to ensure that all imported information aligns with DAISEY requirements When users click mport under Data Management in the left navigation sidebar three links will appear Import Data Data Templates and ID Reports Using these links users can import data for forms and profiles The import process is slightly different when importing new profile forms versus importing new activities forms The tables below show the steps in each process Table 1 Importing New Profile Form Data Step 1 Download the Data Template for the specific profile form to import section 9c Step 2 Fill out the Data Template by entering data into the template section 9c Step3 Save template and close Step 4 Import the file to the DAISEY system section 9A 29 Table 2 Importing New Activities Form Data Child caregiver and or environment profiles must exist before importing activities data for those profiles Profiles may be e Entered manually see sections 4c 4d 5c amp 7c OR e Imported see table 1 above and section 9e Download the appropriate D Report s child caregiver and environment IDs for the type of data to be imported see section 9b environments in the Data Template Section 9c Save template and close Import the file to the DAISEY system section
17. appear as drop down boxes in DAISEY e Row 7 indicates whether this question is a mandatory field Figure 32 Data Template Example Data sheet for Add Child Profile z EE Ouvesti on Label OG Child System 00 a Cine biden Ceri Typue T 4 Text Alphanumeric Alphanumeric j Alphanumeric Each row filled out beginning with row 8 highlighted in Figure 32 will create a new form when imported Note that users must have the correct format type for filled out cells e g columns marked as Date in rows 4 amp 5 must be formatted as dates in Excel When a row has been filled out for each form to be created save the data template in a familiar location Important rules for importing data for questions with multi select drop down answer boxes e f users would like to import more than one choice separate each choice with a vertical line e g Pre K Home Visiting e The vertical line is created on a standard QWERTY keyboard by holding the shift key while pressing the backslash key e Hint The answers can also be copied and pasted directly from row 6 removing any unnecessary answers and vertical lines Note Unless importing new profiles See section 9e at least one DAISEY Auto generated ID is required in the template Child ID Caregiver ID and or Environment ID 9d Importing Completed Data Templates Note Users cannot import activities data for a caregiver child or environment profile if the profile does
18. aregiver Profile To delete a caregiver profile e Click Family Profiles in the left navigation menu e Click Search Caregiver e Locate caregiver profile to delete e Click the trashcan icon in the Action column e A prompt will appear that asks Are you sure you want to Delete the selected form e Click OK to confirm and delete Or click Cance to cancel the deletion 5 Child Profiles 5a What are Child Profiles Child profiles are records DAISEY users create for each child that is associated with an organization Child profiles include demographic information about the child Child profiles can be linked to caregiver profiles in the system 5b Managing Child Profiles The Search Child link is found under Family Profiles on the left navigation menu This page contains a search grid of child profiles created by DAISEY users In the Search Child grid each row contains information specific to that child e Child ID the ID number of the child automatically generated by DAISEY o Click the Child ID to open the Family Activities Page for that child See section 6 for more on Family Activities e Alternate ID the number an organization has assigned to the child e Child Last Name and Child First Name e Caregiver ID the DAISEY Caregiver ID of the associated primary caregiver e Caregiver First Name and Caregiver Last Name of the associated primary caregiver e Enrollment Date the date the child began receiving services e
19. ata menu link brings users to the Search Forms grid Figure 37 The Search Forms grid is a list of all the templates available for importing data into DAISEY To download a Data Template e Click Data Management in the left navigation menu e Click Data Templates e Click the download icon in the Action column in the row that corresponds to the type of form to import Figure 31 Search Forms Grid import Data Select a data template type i nmords per page Search Form If y Name Cocke Calegory Select One 7 Protective Factions Suny PROTRCTVEFACTORSSURVET Caregher actin 22 Add Ermiranment Profile ADDENARONWENTOATA Emironment Profile 21 Progen Fum PROGRAM GAH Child Actrethes ri imylGtn Moi child Actions 18 OLASS Pre k GLASS PRE K Eriaren 18 E ha Acties tf CLASS CLASS T Ermanenment 16 DECAF DECA P Child Actreties 15 DECAT DECAT child Agina 1a DECA DEGAI Child Actes Seong T to 10 of 19 enbies a 2 M ri Last Select file to import import 31 The data template will contain a column for each question in the form Figure 32 Rows 1 7 provide guidance on how to fill out the form e Row 1 displays the text Data Sheet for followed by the name of the form which will be created upon importing e Row 2 displays the question ID for each column e Row 3 displays the question text e Row 4 indicates the data type e Row 5 indicates the format type e Row 6 specifies the allowable responses for questions that
20. ays the question ID for each column Row 3 displays the question text Row 4 indicates the data type Row 5 indicates the format type Row 6 specifies the allowable responses for questions that appear as drop down boxes in DAISEY o Note that for coded answers e g 1 Yes 0 No only the number will appear in the answer cells below e g 1 Row 7 indicates whether this question is a mandatory field 9i Generating Intelligent Reports Within the DAISEY system there are a number of reports available which summarize the Family or Environment Activities data that have been entered into DAISEY Although the list of available ntelligent Reports differ between organizations the basics steps for generating each report are the same To view a report Figure 37 Entering Intelligent Report Parameters l prenet with are required Click Data Management in the left navigation M mM e nN u 01 01 2020 organization_id Click Intelligent Reports DAISEY Trang Sub menu options that appear under Intelligent Reports will vary Once in areports search grid locate the report to generate 0K cone Click on the report name A parameter box will pop up Figure 37 The options in this box will vary depending on which type of report being generated However users always need to select a 38 date range and organization s These parameters tell the DAISEY system to include data in the report only if the f
21. condary caregiver profile Click Family Profiles in the left navigation menu Click Search Caregiver Locate the primary caregiver of the Figure 15 Add Secondary Caregiver Button household this secondary caregiver will be y 8 a ssociated to Household Income Sources Click the pencil icon Edit under the Action ETEEN EE E Total Ye sources for your Income CO umn household Click the Add Secondary Caregiver button near the bottom of the page Figure 75 See me z Rather than being directed to a new page the demographic information fields on the current page will go blank Fill in all information collected on the Caregiver ID Last Name Firs secondary caregiver 12 e Mandatory fields are marked with an asterisk and must be filled in in order to save the caregiver profile Please note that each organization may have data collection requirements above and beyond those mandatory fields e Once all information is entered click Save near the bottom of the page An alert box will pop up that reads Successfully saved caregiver with ID followed by the automatically generated caregiver ID e Click OK 4e Editing a Caregiver Profile To edit a caregiver profile e Click Family Profiles in the left navigation menu e Click Search Caregiver e Locate caregiver profile to edit e Click the pencil icon in the Action column e Make changes e Click Save near the bottom of the page 4f Deleting a C
22. controlled via SSH keys which encrypts information in transit DAISEY systems are physically located in the Secure Data Center within KU s Price Computing facility Access to equipment is controlled and monitored by staff 24 7 If you have questions about DAISEY data governance and security or would like to request documentation referred to above please email daiseyadmin ku edu 42
23. eft navigation menu Navigate to the Family Activities Page through the Search Child grid e Click Family Profiles in the left navigation menu e Click Search Child e Locate any child profile associated with the family in DAISEY e Click the Child ID Navigate to the Family Activities Page through the Search Caregiver grid e Click Family Profiles in the left navigation menu Eee GUCE OENE Figure 21 Family Activities Page e Locate any caregiver profile associated with the family in DAISEY e Click the Caregiver ID Users will be redirected to a Family Activities Page with 3 sections Family Association ere x Family Activities Form History secon and Forms Available for Family Activities Figure 27 18 The Family Association grid shows all child and caregiver profiles linked to the family through the same primary caregiver profile In the Family Activities Form History grid each row contains information specific to a form filled out for at least one member of this family e D A DAISEY ID generated for this specific form e Activity Forms the name of the activity form entered e Activity Date the date the activity occurred i e when the data was gathered e Caregiver Involved the caregiver named on the form e Child Involved the child named on the form e Organization the name of the organization of the user that entered data into the form e Status whether the form has been Submitted or is stil
24. he browser zoom may help Check the web browser menu for a zoom function Keyboard shortcuts are another way to zoom in or out Zooming in Windows hold Ctrl and press to zoom out or hold Ctrl and press to zoom in Zooming on a Mac hold Command and press to zoom out or hold Command and press to Zoom in 4 Caregiver Profiles 4a What are Caregiver Profiles Caregiver profiles are records DAISEY users create for each adult that is receiving services from the organization The caregiver may be receiving services directly from the organization or be the guardian of a child who receives services Caregiver profiles include demographic information about the adult Each caregiver profile is designated as primary or secondary In DAISEY all adults and children in a family are connected through a single primary caregiver profile 4b Managing Caregiver Profiles The Search Caregiver link is found under Family Profiles on the left navigation menu This page contains a search grid of caregiver profiles created by DAISEY users In the Search Caregivers grid each row contains information specific to that caregiver e Caregiver ID the ID number of the caregiver automatically generated by DAISEY o Click the Caregiver ID to open the Family Activities Page for that caregiver See section 6 for more on Family Activities e Alternate ID the number an organization has assigned to the caregiver e Last Name and First Name of
25. ished the Data Management and Security Policies and Procedures Manual and the DAISEY Policy and Procedures Manual to bolster KU IT s safeguards Data Governance Documentation In addition to established policies and procedures CPPR works with its partners to implement data governance documentation that ensures protections and safeguards for DAISEY information at all levels Terms of Use between our partner and their grantees this document establishes what data will go into DAISEY how it will be used and how it will be protected Memorandum of Agreement between grantees in a data sharing community this document outlines terms regarding how shared data is used and protected 41 User Confidentiality and Data Security Agreements signed by DAISEY users this document requires their commitment to protect data and follow DAISEY use regulations Because there are a variety of organizations using DAISEY CPPR also provides support to determine appropriate avenues for documentation of client consent for data entry and data sharing in DAISEY Technical Specifications DAISEY is hosted on two single use virtual servers The servers address HIPAA Security Rule requirements for the protection of Protected Health Information PHI The system has the necessary safeguards in place for administrative technical and physical security of data to ensure the proper handling access storage and recovery of PHI Electronic access to the system is
26. kbook e Click Data Management in the left navigation menu e Click Export e In Export Data locate the type of data to export i e the name of the form e Click the radio button in the far right column to select the data for export e Click Export button near the bottom left corner of the Export Data grid Figure 35 Figure 35 Selecting Data Form to Export EXPO Vala Select a data template type v records per page Search J Form ID Name Code Category Select One Showing 1 to 2 of 2 entres filtered from 19 total entries m 4 Figure 36 Export Spreadsheet B Cc D E F G H on AO 3 Question ID eee E E Question Label GRANTEE ORGANIZATION o ID o ID aa of Activity Which child was invo 3 aa ji ae Ff ES Te ai 4 Question Format Type a a cA E aE ii Child Question Response N wi 6 7 Question Mandatory Yes OOOO O 8 IDAISEY Training DAISEY Trainins2 J moos S o osomosa First Names Last Nanj 9 DAISEY Training DAISEVTraining2_ moa Tf 08 2015 First Name Last Nam 10 IDAISEY Training DAISEY Trainins2 J o mooo e oyoo First Names Last Nari 11 DAISEY Training DAISEY Trainings dma Cf 9 03 2014 First Name Last Nam i 37 The data export will contain a column for each question in the DAISEY form Figure 36 Rows 1 7 provide guidance on how to interpret the form Row 1 displays the text Data for followed by the name of the form which was exported Row 2 displ
27. l In Progress e Family Form D the ID number assigned to the activity form e Action clickable icons allow users to perform certain actions o Viewa form my clicking the magnifying glass icon Only an option for submitted forms o Edit a form by clicking the pencil icon Only an option for forms in progress o Revert a submitted form back to in progress for editing by clicking the arrow icon Not an option for Provider level users o Delete the form by clicking the Figure 22 Action Column Commands Edit trashcan icon Not recommended oe See ree See section 6e au o View the form history by clicking On in Progress 8 Bano Submitted 10 aah the paper icon i e when edits were made and by which user 6c Adding Family Activities To add a family activity form e Follow the instructions in section 6b to access the Family Activities Page e Click the name of the form to add from those listed in the Forms Available for Family Activities section The forms available will vary between organizations e Ablank form will appear e Fill in all collected data e Click Save to save data as in progress and continue working on the form OR e Click Submit if the information is correct and ready to be fully submitted e Once Submit is clicked users are redirected to the Family Activities Page In the Family Activities Form History grid the recently created form will appear 6d Editing Family Activities
28. lude Search Caregiver B Data Managemen and Search Child Environment Data is used to navigate to and manage all environment profiles as well as associated activity data All form data collected at the level of the environment i e group of children such as daycare or classroom can be entered and viewed here Menu links include Search Environment Data Data Management is used to import multiple forms of data export data that has been entered into DAISEY and view reports that summarize data entered into DAISEY Menu links include Import Export and Intelligent Reports 3b Search Grid Navigation While navigating the DAISEY system it is often necessary to navigate various search grids e g lists of caregivers children forms Below are tips for easier navigation and use of such search grids Figure 8 Sorting by Child ID 10 records per page Sorting To sort a search grid by any field click on the Child ID Alternative ip Khid Last header of that field column 17 10001 Work Sorting example To sort a child grid by Child ID click on 17 10002 Jones 17 10003 Test Child ID header at the top of that column Figure 8 A ae a blue triangle appears pointing up which indicates that tes o 17 10006 Last Name7 the children are now sorted by Child ID in ascending order To sort in descending order click Child ID again note blue triangle will point down 8 Searching To search a grid by any field enter the Figure
29. m 09 09 2015 Yes Z 0D 11 20051 Test001 Secondary 08 26 2015 No CATE h 11 20050 Test001 Primary 08 26 2015 Yes e0D 11 20049 Smith Brian 06 01 2015 No Z D 11 20048 Smith Sue 06 01 2015 Yes n 11 20045 Last Name5 MOB5 06 01 2013 Yes Z D 11 20044 Last Name4 MOB4 01 01 2013 Yes 40H 11 20043 Last Name3 MOB3 42 01 2012 Yes eD 11 20042 Last Name2 MOB2 06 01 2012 Yes Z 0D Showing 1 to 10 of 44 entries Ea 2 3 4 5 Next Last e A blank caregiver profile form appears Figure 14 Note that an organization s caregiver profile may contain different questions from those shown in Figure 14 e Fill in all information collected on the caregiver Figure 14 Add New Caregiver Information Fields Caregiver Information Caregiver ID Caregiver System ID Alternate ID First Name Last Name Date of Birth Enrollment Date Discharge Date Is this the primary es x caregiver of the child Caregiver s Relation to v Funding Source None selected Primary Caregiver Mandatory fields are marked with an asterisk and must be filled in in order to save the caregiver profile Please note that each organization may have data collection requirements above and beyond those mandatory fields Once all information is entered click Save near the bottom of the page An alert box will pop up that reads Successfully saved caregiver with ID followed by the automatically generated caregiver ID Click OK 4d Adding Secondary Caregiver Profiles To add a new se
30. ok click Export Report E To print a paper copy select Print Report 40 DAISEY Data Governance and Security About DAISEY The University of Kansas Center for Public Partnerships and Research CPPR is working with early childhood system partners to build upon existing efforts and infrastructure to ensure Kansas can effectively coordinate improve and track outcomes for infants and toddlers across the state To this end CPPR developed Data Application and Integration Solution for the Early Years DAISEY a web based shared measurement tool used by early childhood system partners and funders DAISEY consolidates data for the purpose of centralized data storage and single source reporting DAISEY provides the capacity to fulfill funder reporting requirements and provides access to data for reporting and analysis to improve practice and services to children and families Security Policies and Procedures CPPR recognizes the sensitive nature of data in DAISEY as well as the trust partners place in CPPR to protect that information As a result there are extensive policies and procedures that govern all aspects of DAISEY operations University of Kansas Information Technology KU IT has extensive policies and procedures relevant to DAISEY most notably the Dota Classification and Handling Policy Data Classification Procedures Guide and the Security Policy In addition the Center for Public Partnerships and Research establ
31. olved Y Date of Activity W Data Man agement After clicking the Safety Mode button an alert box will appear on the screen Figure 24 Click Enable Safety Mode to continue Click Cancel to return Figure 24 Safety Mode Alert Box Alert You are about to enter Safety Mode Safety Mode allows a person who is not a DAISEY user to enter data without having access to other functions of DAISEY You must either Save or Submit the form to exit Safety Mode For data secunty reasons you will be logged out when entering Safety Mode When you log back in you will retum to having full access to DAISE Y Do not give Your usemame or password to anyone to log into DAISEY Enable Safety Mode Once safety mode is enabled this will be indicated by a blue box near the top of the form Figure 25 The form can now be filled out Once the form is submitted the user is logged out of DAISEY No other data can be accessed by the person filling out the form Figure 25 Safety Mode Enabled DAISEY ed connecting the first five years to a lifetime of success A Which caregiver was involved v Date of Activity 21 7 Environment Profiles 7a What is Environment Data The Environment Data menu link contains a search grid of environment profiles e g daycares and classrooms that users have entered into DAISEY These profiles are used to track environment level data e g classroom observation data as well as which children are
32. orms were completed between those dates and for the selected organization s e Once all necessary parameters are selected for Figure 38 Processing an Intelligent Report the report click OK e Apop up box will appear with a processing bar Processing please wait Figure 38 This may take a few minutes e When the box disappears a report will appear on the screen Figure 39 shows an example report Family Activity Form Completion Report Cancel Figure 39 Example of Family Activity Completion Report Showing page 1 of 1 Family Activity Form Completion Report Date Range 01 01 2000 to 01 01 2020 DAISEY Form Name In Progress Submitted Total All Selected organization ASQ 3 26 26 ASQ SE 4 18 22 IGDI 19 19 KIPS 1 3 4 Protective Factors Survey myIGDI All Orgs Total All Orgs Unduphicated Total DAISEY Training ASQ 3 ASQ SE IGDI KIFS Protective Factors Survey myIGDI otal Jnduplicated Total Mar 12 2015 3 00 PM e There is an icon menu near the top right corner of each report Hovering a mouse cursor over an icon will display the function of that button Here are some functions that may be useful after generating an ntelligent Report o Torunthe same report with different parameters e g a different date range click Run Report 39 To export the unformatted data click Export Data 3 To export the report in a different format e g PDF Excel workbo
33. ose Associated Children button near the bottom of the form Figure 27 A search grid of child profiles Figure 28 Associating Children with the Environment Profile appears Figure 28 Select the children to associate with this environment by clicking the check box next to each child in this environment Click the Se ect button The selected children now appear in the Associated Children section of the profile Click Save to save the newly associated children to the Environment Profile 7e Editing Environment Profiles To edit an environment profile Click Environment Data in the left navigation menu Click Search Environment Data Locate the environment profile to edit Click the pencil icon Edit under the Action column Make changes Click Save near the bottom of the page 24 7f Deleting Environment Profiles To delete an environment profile Click Environment Data in the left navigation menu Click Search Environment Data Locate environment profile to delete Click the trashcan icon in the Action column A prompt will appear that asks Are you sure you want to Delete the selected form Click OK to confirm and delete Or click Cance to cancel the deletion 25 8 Environment Activities 8a What are Environment Activities Environment Activities are data forms that are attached to environment profiles Within Environment Activities users can access available program forms for submis
34. sey cete us Figure 1 Users must have a valid login before entering DAISEY the site connecting the first five years to a lifetime of success e Enter username and password Sign In e Press Sign In e Users may also click Forgot Password to be redirected to a help page to reset his or her DAISEY password sign In Forgot Password 7015 University of Kansas 2b Policy Statement Users will see this policy statement each Figure 2 Policy Statement time logging in Figure 2 All users of the DAISEY system must adhere to the guidelines of University of Kansas KU NOTICE TO USERS policies and procedures For more wna ely Ueto a Uet information see the DAISEY Data e a ou eect een em nH aean Governance and Security Statement at the OK Cancel end of this manual Ea cae e To continue to the site press OK e Pressing Cancel will redirect users to the login screen 2c Homepage Once logged in users begin at the DAISEY homepage Figure 3 From here users navigate the system using the left navigation menu Links in the top right corner allow users to check organizational access modify their account using My Profile and or access Help System announcements are also displayed on the homepage Figure 3 Homepage E connecting the first five years to a lifetime of success f t 5 DAISEY has a new look Aug 21 2015 fd Data Man gemenl DAISEY has a new user interface UI as of Friday August 21st 2015
35. sion of collected environment level data and view a history of saved or submitted forms Forms available will vary between organizations 8b Accessing Environment Activities The Environment Activity Page for any environment profile is accessed through the Search Environment Data grid To view an Environment Activity Page e Click Environment Data in the left navigation menu Click Search Environment Data d e Locate the environment profile to view e Click the Environment ID Users will be redirected to an Environment Activities Page with 2 sections Environment Activities and Forms Available for Environment Activities Figure 29 Figure 29 Environment Activities Page Environment Activities for Environment ASP 3 year old with ID 11 30042 10 records per page Search ID Activity Forms Activity Date Organization Status Action All z 95854 CLASS Pre K 07 14 2015 DAISEY Training In Progress Eagon 98537 CLASS Pre K 09 01 2015 DAISEY Training In Progress wana Showing 1 to 2 of 2 entries m gt Enrm milahlia far Envirnnmant Artivitiac Forms available for Environment Activities CLASS Pre K CLASS T 26 In the Environment Activities grid each row contains information specific to a form filled out for this environment profile ID A DAISEY ID generated for this specific form Activity Forms the name of the activity form entered Activity Date the date the activity occurred i e when the data was gathered
36. the caregiver e Enrollment Date the date the caregiver began receiving services at this organization e Caregiver Status whether the caregiver is the primary caregiver Figure 12 Action i e yes primary Column e Program s program s a caregiver is associated with at i A Action clickable icons allow users to perform certain actions o View or edit a caregiver profile by clicking the pencil icon a D o Delete caregiver profile by clicking the trashcan icon Not ZOR recommended See section 4f LAVAL o View the form history by clicking on the paper icon i e woh See when edits were made and by which user 10 4c Adding Primary Caregiver Profiles A caregiver is an adult who is either receiving services directly or cares for a child who is receiving services Although using the term caregiver implies there is a child involved caregivers do not need to be associated to any children This is simply the term used to denote an adult profile in DAISEY To add a new primary caregiver profile e Click Family Profiles in the left navigation menu e Click Search Caregiver e Near the top right corner of the search grid click the Add Caregiver button Figure Figure 13 Search Caregiver grid Add Caregiver 10 records per page Search Caregiver ID Alternative ID Last Name First Name Enrollment Date Caregiver Status Program s Action All X 11 20053 Smith Joe 09 08 2015 No Z np 11 20052 Smith Sa
37. the primary caregiver for this child profile Click the Caregiver ID to create the association The caregiver will appear in the Associated Caregiver table at the bottom of the page along with any associated secondary caregivers Click Save 16 5e Editing Child Profiles To edit a child profile Click Family Profiles in the left navigation menu Click Search Child Locate child profile to edit Click the pencil icon in the Action column Make changes Click Save near the bottom of the page 5f Deleting Child Profiles To delete a child profile Click Family Profiles in the left navigation menu Click Search Child Locate child profile to delete Click the trashcan icon in the Action column A prompt will appear that asks Are you sure you want to Delete the selected form Click OK to confirm and delete Or click Cance to cancel the deletion 17 6 Family Activities 6a What are Family Activities Family Activities are data forms that are attached to child and or caregiver records Within Family Activities users can view all children and or caregivers in a family access available program forms for submission of collected data and view a history of saved or submitted forms Forms available will vary between organizations 6b Accessing Family Activities The Family Activities Page can be accessed through both the Search Child and Search Caregiver menu links under Family Profiles in the l
38. uring import including the row and column number of the cells in the Excel data template that must be fixed before the import will be successful Figure 34 Import Error Notification Row Number Column Number Reasons For Not Valid Child ID Caregiver ID Environment ID 8 26 Value must match available options 9e Creating New Profiles Using Import The import tools can be used to create multiple new child caregiver or environment profiles at once To add new child caregiver or environment profiles using import e Download the Add Child Profile Add Caregiver Profile or Add Environment Profile form from the Data Templates grid see section 9c e Fill in data in the Excel file e When adding new profiles leave the Child Caregiver Environment ID column blank in the Excel form DAISEY will generate new profile IDs when the profile data is imported e When finished import the file using the mport Data sidebar link see section 9d 34 9f Updating Profiles Using Import The import tools can be used to overwrite existing child caregiver and environment profiles Users cannot overwrite Family or Environment Activities using the import function To edit multiple existing child caregiver or environment profiles using import e Download the Add Child Profile Add Caregiver Profile or Add Environment Profile form from the Data Templates grid see section 9c e Fill in data in the Excel template o Use D Reports to specify
39. which profile s to overwrite See section 9b o Hint Use data from a profile export to fill in data which will remain the same see section Qh When finished import the Date Template using Import Data See section 9d 9g List of Common Import Errors The following table is a list of common errors encountered while importing data into the DAISEY system If an error occurs while importing refer to the table in order to correct any errors before attempting to import again Please note that this list is not exhaustive and other errors may occur Error Message Explanation INCORRECT_FORM_ERROR_GLOBAL The data user is trying to import does not match the current template Please go to Data Templates to download the latest version of the form Please ensure data begins in the second column eighth row B8 INCORRECT_OR_CORRUPT_GLOBAL User is trying to import an incorrect deleted or dissociated form 35 INCORRECT_OR_EMPTY_GLOBAL User is trying to import an incorrect or empty form INVALID_TEMPLATE_GLOBAL User is not using a valid template Please go to Data Templates to download the latest version of the form Please ensure data begins in the second column eighth row B8 UNFILLED_GLOBAL User is not using the correct template Please download the appropriate template for the required form and try again INCORRECT FORMAT_QUESTIONID_GLOBAL Question ID must be numeric User is trying to import an incorrect form
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