Oakland Fund for Children and Youth
Contents
1. The way the Projected Units of Service are calculated has been simplified for the 2012 2013 grant year It is no longer necessary for you to manually calculate your annual UOS projections on the Scope of Work page First modify and or create all your activities and events for the 12 13 year under the GROUP ACTIVITES EVENTS AND INDIVIDUAL ACTIVITIES tabs For detailed instructions on how to modify or create GROUP ACTIVITES EVENTS AND INDIVIDUAL ACTIVITIES go to pages 1 12 The previous fiscal year s activities have been carried over for your convenience and are easily identifiable by the tag 2012 2013 For each new service you are creating select the best category Please limit the use of OTHER as a category If you have questions about which category a specific activity falls into please contact your Grants Monitor During every activity event set up you will need to project the average session participants of sessions per quarter and average hours per session Oakland Youth Services Attendance System ADD ACTIVITY Home Activity Category Out of School Time Academic tutoring D Applied academic learning in english math science Cultural appreciation activities Enrichment activities in dance music art Exploratory career field trips Ip Activities Exploratory education field trips Family education workshops Family engagement events Events D Gardening activities Gender specific programs2. OAKLAND Oakland Fund for Children and Youth Cityspan User Manual FY 2012 2013 OFCY Grants Management Cityspan User Guidelines 2012 2013 What s New in this Cityspan Manual 2012 2013 gt New Program Director and Site Coordinator Contact information fields on the home page when you log in And if you provide services from multiple site locations under one OFCY grant a requirement to enter multiple site contact information gt The way Scope of Work Activities are projected gt Specific instruction for Co located school on how to name activities events and progress report narratives gt Clarification for Early Childhood grantees on who can count as a participant gt Monthly attendance due by the 10 of the following month gt Simple Solutions for Inaccurate Cityspan Data gt More screenshots Updated May 2012 2 Logging In Cover Page Demographics Budget Scope of Work Activities Group Activities Events Individual Activities Searching Existing amp Adding New Participants Enrollment Attendance User Accounts Quarterly Reports and Invoicing Quarterly Reports Invoice Signature Match Report Data Security amp Confidentiality Contact Us Simple Solutions for Inaccurate Data Updated May 2012 OFCY Grants Management Cityspan User Guidelines 2012 2013 Index 20 20 20 Logging In OFCY Grants Management Cityspan User Guidelines 2012 2013 Log onto Cityspan with the s
3. 00 10 00 10 00 10 00 45 00 5 00 to be Served 25 00 25 00 25 00 25 00 to be Served 50 00 50 00 0 00 o to be Served 00 100 00 OFCY Grants Management Cityspan User Guidelines 2012 2013 Parents Caregiver as Participants If your program serves parents caregivers of child ren 0 5 directly with or without the child ren present include the young children in the Unduplicated Youth Participants count using the 0 5 age category You are serving the child by virtue of serving the parent caregiver 4 Budget The Budget form includes the same line items that were completed during your last contract negotiation with OFCY but without the dollar amounts If you need to make edits and corrections you can do so now You may also Save and Return and skip to other areas of the online SOW As you complete your Budget please remember to factor in the 4 5 increase in funding from last year s award amount If you have questions please contact your Grant Monitor Please refer to your contract attachment Schedule N for the City of Oakland s Cost of Living Wage Ordinance l Select Budget 2 Make changes reminder Total OFCY Funds Request must be 4 5 higher than last year s award amount if you have questions please contact your Grant Monitor 3 Click Save and Submit Oakland Youth Services Attendance System BUDGET Demo OFCY only PDE Fields that are re
4. Leadership development training Scope of Work Progress Reports Participants amp Staff Individual Activities Reports Utilities Help Center User Accounts Admin List Updated May 2012 D Peer mentorship D Peer to peer support Sports Recreational Fitness Activities Technology and media programs training Other If Other Specify Here Projections Avg Participants per Session of Sessions Q1 of Sessions Q2 of Sessions Q3 of Sessions Q4 Avg Hours per Session OFCY Grants Management Cityspan User Guidelines 2012 2013 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 QI Q2 x avg hrs per session Projected UoS 12 months avg participants x of sessions QI Q2 Q3 Q4 x avg hrs per session Oakland Youth Services Attendance System General Info Home PSS E GENERAL INFO elete Scope of Work Progress Reports Participants amp Staff Group Activities Individual Activities Art Class Funding Source s Funded by OFCY Yes for fiscal year 2012 13 Funded by OUSD No OFCY Activity Category Enrichment activities in dance music art OFCY Projections Avg Participants per Session 15 of Sessions 32 Avg Hours per Session 2 Utilities Projected Units of Service 6 4 5 n9 i Pr
5. SITES When creating an activity please name your activities using the following format SCHOOL NAME INDIVIDUAL ACTIVITY NAME This will help distinguish the two schools even though their progress reports are consolidated 6 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 Select Participants amp Staff 2 Enter the name of the participant or staff 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 4 Adding New Select Participants amp Staff Click Add Person yellow tab Select Person Type Youth Participant Anyone age 20 or younger Adult Participant Program Staff Enter First and last name then Add Person Click View Record Complete the registration important data to input DOB Grade Zip Code Oakland and Ethnicity UAWN If Adding Staff Follow steps l 4 No more information is required for OFCY only programs OUSD sites have additional required information for staff Updated May 2012 12 OFCY Grants Management Cityspan User Guidelines 2012 2013 6 Click Save and return to Participants amp Staff
6. as the Funding Source at the time the Activities were created Solution 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 Updated May 2012 21
7. 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 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 FOR CO LOCATED SITES Each school should start their narrative in the following format SCHOOL NAME NARRATIVE TEXT This will help distinguish the two schools even though their progress reports are consolidated Oakland Youth Services Attendance System Logout Updated May 2012 Home Scope of Work Participants amp Staff Group Activities Individual Activities Events Reports Utilities Help Center User Accounts Admin List SCHOOL 1 NAME Enter narrative text NARRATIVE Demo OFCY only Quarter 1 2011 PDF Please refer to your most recent evaluation report and evaluation site visit results Review the Program Quality Indicator scores for your program What is your program doing to address any areas of concern from your evaluation results SCHOOL 1 NAME Enter narrative text SCHOOL 2 NAME Enter narrative text Program Highlights Discuss activities that are going particularly well and why SCHOOL 2 NAME Enter narrative text Updates Provide updates
8. finalized You have the option of Modifying your SOW Activities two 2 times each contract year The deadline to request a SOW Modification is the last day of the 3 quarter All SOW Modification requests must be submitted to your grant monitor in writing email If your Grant Monitor 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 2012 10 OFCY Grants Management Cityspan User Guidelines 2012 2013 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 All participants must be entered into the database so they can be counted for attendance To view Group Activities 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 4 Click Save amp Proceed 5 Proceed through each step of the wizard click
9. on changes concerning staff scheduling space etc SCHOOL 1 NAME Enter narrative text SCHOOL 2 NAME Enter narrative text 18 OFCY Grants Management Cityspan User Guidelines 2012 2013 Stats On the Stat report you will see a summary of the data you have entered within the reporting period only that is the quarter you are viewing 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 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 Signature Signoff Signatory does not need to be logged in to signoff A
10. 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 feature described above or don t take their attendance for days they are not present Attendance Taking Attendance By Individual Group 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 Oy Gr Re W Taking Attendance By Date You can take attendance ONE TIME per participant per day and for every group activity that they are enrolled in on that date the system will mark them present automatically 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 skip
11. 7 To repeat follow steps l 6 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 Early Childhood programs ONLY Who can you count as Participants Parents Caregiver as Participants If your program has activities that directly serve parents caregivers of very young children you should enroll that adult as well as any young children that were present at the activity In addition if your program has activities that directly serve parents caregivers without children present you should include the young children in the Unduplicated Youth Participants count use the 0 5 age category for this purpose you are serving the child by virtue of serving the parent caregiver Teachers and Childcare Professionals If your activity only has Teachers and or Childcare Professionals present who in turn will serve children 0 5 in the future with the knowledge and skills gained through the activity only the adults can be counted as a participant The children that will be served in the future cannot be counted unless it is throug
12. Individual Activity under the View Activities tab Go to Attendance yellow tab Click Add In Step I 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 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 Add Record 10 Select Click here to Edit Details I Enter Individual Visit Notes optional 12 Click Return If you don t see the Staff person assigned to the activity click Cancel and then follow steps l 6 on Searching 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 gt NEW ATTENDANCE DUE BY THE 10 OF THE FOLLOWING MONTH Attendance should be regularly entered by staff in timely manner At a minimum all attendance should be entered on a monthly basis by the 10 day of the following month For example April attendance should be fully entered by May 10 September attendance should be fully entered by October lOth If the 10 falls on a weekend or holiday please have all attendance entered in by the last work day before the weeke
13. 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 Click on each name and confirm each users access levels to make edits gt Contract 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 Users Users User User Access Contract Users Management Scope of Work S S vA x x st wie hate Progress Report Y S S x x Service 7 7 7 7 k Management Service Data Entry User Accounts Y 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 Contract Management System and Service Management System Updated May 2012 17 OFCY Grants Management Cityspan User Guidelines 2012 2013 8 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 Refresher Quarterly Reports Go to Progress Reports left blue menu There are four sections to complete Narrative Enter a response for each of the narrative questions listed You can type your responses in a Word
14. ame username and password you have been using You will see the option to go to your 2011 2012 Program or your 2012 2013 Program The left blue menu tabs for Scope of Work SOW and Progress Reports are different depending on which Program year you enter difference Here is the Left Menu Tabs What it is Scope of Work 2011 2012 Progress Reports 2011 2012 Your data for the FY 2011 2012 these tabs will remain available until you close out the 2011 2012 year with OFCY Scope of Work 2012 2013 Progress Reports 2012 2013 the forms under these two tabs will be unlocked make adjustments to the data entered here based on the contract negotiations that finalize your OFCY FY 2012 2013 program plan Includes the existing data entered during the OFCY grant application All gt Please make sure that the current contact information for your agency program on the home page is complete and accurate gt NEW 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 Scope of Work Progress Reports Participants amp Staff Group Activities Individual Activ
15. ate This will only work on the latest enrollment period e To completely remove a participant from this activity and delete all attendance 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 CONDUARWN gt To Bulk Drop follow steps l 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 Updated May 2012 14 OFCY Grants Management Cityspan User Guidelines 2012 2013 Re enrolling Participants If the participant Re enrolls back into this activity at a later date you may come back to the page by following steps l 6 above enter a Re enrollment Date and under Action
16. h an official activity of the grantee A good example of this is a training workshop where only adults are present The adults can be enrolled but the future children that will be served cannot be enrolled and counted INACTIVE STATUS Making Youth or Adult Participants Inactive 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 ON ea Na Making Staff Inactive Select Participants amp Staff l 2 Click View Program Staff 3 Select the Staff 4 From Form l tab next to Status mark the Inactive 5 Click Save and return to Participants amp Staff 6 To repeat follow steps 1 5 Enrollment Enrolling Participants Select Group Activities Updated May 2012 13 OFCY Grants Management Cityspan User Guidelines 2012 2013 2 Under View Activities select the Group Activity for enrollment 3 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 4 Click Enroll Participants yellow tab 5 Enter the name of the participant and select par
17. ing Save amp Proceed with each step Note that every field in the Group Activities must contain a selection in order for group activity entry to be complete REMINDER 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 FOR CO LOCATED SITES When creating an activity please name your activities using the following format SCHOOL NAME GROUP ACTIVITY NAME This will help distinguish the two schools even though their progress reports are consolidated Event 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 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 ste
18. ing are three common causes and solutions for inaccurate Cityspan Reports 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 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 After 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 Go to either the Group Individual or Event blue tab on left Updated May 2012 20 OFCY Grants Management Cityspan User Guidelines 2012 2013 2 Select the Activity s in question and verify the category has been selected and is correct 3 If incorrect select the yellow Edit tab at top of page 4 Select correct category 5 Select Save and Submit 3 OFCY was not identified
19. ipant into the database you select whether the participant is a youth or an adult See Searching Existing and Adding New Participants amp Staff on page 12 3 Click Save and Submit REMINDER Each of the demographic categories Race Ethnicity Age Gender add up to the Total Unduplicated Youth Participants YOUTH you are planning to serve The Total Unduplicated Youth Participants 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 Oakland Youth Services Attendance System DEMOGRAPHICS Demo OFCY only PDF Progress Reports Admin List Total Unduplicated Youth Participants Total Unduplicated Adult Participants Race and Ethnicity required 100 10 to be Served o to be Served African American Latino Hispanic Asian Pacific Islander Native American Alaskan Native Caucasian Multiracial or Biracial Other Total Ages to be Served required 0 5 years 6 10 years 11 15 years 16 20 years Total Gender required Female Male Transgendered Total Adult Participants to be Served Family members Other adults i e child care providers Total EARLY CHILDHOOD PROGRAMS ONLY Updated May 2012 10 10 10 10 10 45 5 100 to be Served 25 25 25 25 100 to be Served 50 50 0 100 to be Served 10 00 10
20. ities Events Reports Utilities Help Center User Accounts Admin List Updated May 2012 Logout SERYICE SITE OFCY Demo OFCY only PROGRAM DIRECTOR CONTACT INFORMATION Program Director Name Phone Email John Doe 510 759 8964 john anytown org Agency Mailing Address City 4665 Broadway Oakland Alternate Phone 510 759 8964 St ZIP CA 94602 Fax 510 759 8965 PROGRAM SITE CONTACT INFORMATION 1 Phone 510 759 8964 Site Coordinator Name Betty Doe Site Name CBO Oakland Site Street Address City 1111 Broadway Oakland Alternate Phone Email betty anytown org Site Type Hospital Health Clinic St ZIP CA 94612 Fax OFCY Grants Management Cityspan User Guidelines 2012 2013 SUMMARY OVERVIEW Setting up FY 2012 2013 Contract 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 2012 2013 and then go to the Scope of Work tab 2 Cover Page The Cover Page includes the same data entered during the 2010 2013 Proposal process If you need to make edits and corrections you must do so now Updating and submitting your Cover Page will open the budget so that you can make budget modifications accordingly I Select Cover Page 2 Make changes 3 Click Submit Oakland Youth Services Attendance System COVER PAGE Dem
21. nd or holiday OFCY will be running monthly actuals versus projection reports to track progress toward service goals units of service amp of participants served Updated May 2012 16 OFCY Grants Management Cityspan User Guidelines 2012 2013 7 Maintaining User Accounts 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 oni re re is lo on thi o e 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 Go to User Accounts left blue menu Current User The person who is currently logged on 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 I5 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 Regular Users People who are users of the database and do not have access to User Accounts Attendance User
22. ny user can signoff using the Signatory accountholder s password as the e signature Who is the Signatory for our program Go to User Accounts left blue menu 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 What is an Electronic Signature The e signature is the Signatory accountholder s password Match Report Third Quarter Match Reporting Requirements Third Quarter Report and invoice must include record of the matching funds your OFCY program has utilized 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 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 Save When done your minimum match requirement should be met click Submit SO GER ONS Notes 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 Monitor Updated May 2012 19 OFCY Grants Management Cityspan User Guidelines 2012 2013 9 Data Security amp Confidentiality The City of Oakland and Cityspan have a Data Sharing Agreement A summary of imp
23. o OFCY only PDF Program Type Out of School Time Funding Strategy School based afterschool programming School Type Elementary Co located small schools campus Yes Augmented Grants you are applying for optional Gardening and Nutrition Physical Activity Family and Community Engagement Admin List Applicant Fiscal Sponsor Organization Public Agency Name none Contact First Name Contact Last Name a Contact Title a Address a Telephone a E mail a Project Tite a Project Description 600 character max a Designation Single Agency Applicant 3 Updating Demographics Form Updated May 2012 5 OFCY Grants Management Cityspan User Guidelines 2012 2013 All programs must update and submit the Demographics form OFCY requires that programs report the Total Unduplicated YOUTH Participants you expect to serve Completing your Scope of Work requires that you complete a demographics projection first for the participants you expect to serve in the OFCY funded program Select Demographics 2 Make changes Note Make sure the Total Unduplicated Youth Participants is the total number of children amp youth you expect to serve throughout FY 2012 2013 program year Meeting this projection will be based on the number of youth participants you enter into the database throughout the year enrolling them into activities and marking them present for attendance Reminder when you enter a new partic
24. ojected Units of Service 12 Events Reports Help Center 960 00 User Accounts Admin List Service Description This is a class that will provide students with time to explore watercolors sculpture and sketching Activity ID Activity 1D 1852071 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 page 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 2012 2013 program year will be locked and you will not be able to create new activities Updated May 2012 9 OFCY Grants Management Cityspan User Guidelines 2012 2013 Oakland Youth Services Attendance System ACTIVITIES Demo OFCY only Group Activities Progress Reports Sessions Projected Projected Total Average Units of Units of Participants amp Staff Average Number Hours Service Service Session of per 6 12 Group Activities Category Participants Q1 Q2 Q3 Q4 Sessions Session months months Individual Activities Academic tutoring 0 l Ma 4 Cityspan will calculate Applied academic learning in f j Events english math science J To
25. ortant points from this agreement are listed below 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 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 their 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 10 Contact Us For Cityspan and OFCY Programmatic Assistance Terry Hill OFCY Grants Monitor thill oaklandnet com or 510 238 6380 Debra Chester OFCY Grants Monitor dchester oaklandnet com or 510 238 7496 Cityspan Database amp Technical Assistance Cityspan Help Desk at 866 469 6884 toll free Mon Fri 8AM 5PM Pacific Time I 1 Simple Solutions for Inaccurate Cityspan Data The follow
26. p of the wizard clicking Save amp Proceed with each step REMINDER 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 Updated May 2012 11 OFCY Grants Management Cityspan User Guidelines 2012 2013 FOR CO LOCATED SITES When creating an activity please name your activities using the following format SCHOOL NAME EVENT NAME This will help distinguish the two schools even though their progress reports are consolidated Individual 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 Reminder The projected Units of Service for each Individual Service will calculate automatically based on your projected number of participants of sessions and average hours per session Caution Never delete Activities from the database There is no limit to the amount of historical data that is stored in the system FOR CO LOCATED
27. quired but blank or otherwise aren t valid will display a red left border This form will expire if left idle for 90 minutes Please click Save within that time to continue working PERSONNEL Total Other Private FTE Annual Time 99 Project OFCY Funds ASES 21st School Site Funds Agency Lead Agency Positions Salary 99 Budget Requested Century Funds Match director I 00 I I I Narrative for the row above a Delete the above position Per Hour Total ol in Rate ORE kind Volunteer Hours In kind Other School Site Funds 10 83 Narrative for the row above la Volunteer Hours In kind Private Funds Agency Match Narrative for the row above a l For the Total Project Budget column of the Fringe row below enter the total dollar cost for fringe be sure to include only those personnel that receive benefits from your agency FRINGE Fringe Rate n a PERSONNEL TOTAL 00 00 0 00 0 00 0 00 Add Position Total Other Private Project OFCY Funds ASES 21ist School Site Funds Agency OTHER DIRECT COSTS Budget Requested Century Funds Match Duplicating Copying Narrative for the row above la Equipment Lease Agreement s Narrative for the row above ja Equipment Furniture Purchase Narrative for the row above a Facililty Rental Narrative for the row above la Updated May 2012 7 OFCY Grants Management Cityspan User Guidelines 2012 2013 5 Activities Scope of Work
28. s 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 O Marked absent OFCY calculations are based on positive attendance data participants marked present only Updated May 2012 15 OFCY Grants Management Cityspan User Guidelines 2012 2013 For Event Attendance 8 9 NOUR WN 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 Attendees 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 Total Staff Attendees number of OFCY program funded staff present that conduct the event Enter Time Spent the total minutes the event lasted Ex hr 60 min 10 Click Save and Return For Individual Activities Attendance 8 9 SUD GR ONS Select Individual Activities Click the
29. tal Number of Sessions l Cityspan will automatically calculate Average Session Participants based on the number of participants you entered when you created your activities events bratory career field trips bratory education field y education workshops y engagement events Gardening activities Gender specific programs Leadership development 3 Cityspan will 5 Projected Units of automatically calculate Service 6 mos and 12 Average Hours per afShi mos will automatically Session based on the to peer support F calculate from the sum hours you entered on lt Recreational Fitness of your projected UoS in the Activities Form ities l l your group individual ology and media 0 ol ol ol ol 0 0 00 activities and events ams training Totals Events Sessions Projected Projected Total Average Units of Units of Average Number Hours Service Service Session of per 6 12 Category Participants Q1 Q2 Q3 Q4 Sessions Session months months Once your Activities form SOW has been submitted you CANNOT make changes to it or add new activities without talking to your Grant Monitor at OFCY The Activities form is LOCKED in the database once it is submitted because it is intended to represent your contracted agreement which is generally not to be altered once your contract has been
30. ticipant type youth or adult participant program staff OUSD Students or Non OUSD Students 6 Click Find Person 7 Check Enroll box 8 Click Next Step 9 Enter Enroll Date participants 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 l 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 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 d
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