the FY 2015-2016 Cityspan User Manual
Contents
1. Step 3 Find a participant Click on a letter to view by last name initial or enter search criteria for more direct results View by Last Name Initial Find by Name or Client ID A B C D E F G First Name Last Name H I J KL MN O P Q R S T U Client ID Vw x YZ Extra Question In Progress Reports Narrative Regarding Job Placement OFCY would like to track each youth that has been placed in unsubsidized employment by the OFCY funded program on a quarterly basis Please only enter actual job placements that took place during the quarter As the prompt question states please enter where the youth was placed in unsubsidized employment their wage and their projected average number of work hours week Please do so for each youth placed in unsubsidized employment Click on ADD YOUTH PLACEMENT to add as many youth as needed If you do not have any job placements for the quarter click on DELETE THE ABOVE YOUTH PLACEMENT If you would like to provide more information on the job placements please do so in the Additional Comments section Youth Placement For each youth placed in subsidized employment please list where the youth was placed their wage and their average number of work hours week e g Corporation A 12 hour 30 hours week Youth 1 Placement Hourly Wage Average of Hours Week 0 00 0 00 Delete the above Youth placement Add Youth Placement Additional comments P2. HUMAN SERVICES DEPARTMENT OFCY OAKLAND FUND FOR CHILDREN amp YOUTH Cityspan User Manual FY 2015 2016 Cityspan training webinar available on http www ofcy org cityspan Cityspan Help Desk 866 469 6884 toll free Mon Fri 8AM 5PM Pacific Time OFCY Grants Management Cityspan User Guidelines 2015 2016 What s New with Cityspan in FY2015 2016 gt Cityspan training webinar available at http www ofcy org cityspan gt All FY14 15 data has been copied over into FY15 16 Grant year gt Scope of Work Cover Page Expanded to include Contact Sheet formerly excel document submitted annually to Grant Manager gt Additional required fields for enrolled Adult Participants First Name Last Name Date of Birth Zip Code Ethnicity Gender Release of Information on File gt Revised Zip Code dropdown only listing Oakland Zip Codes gt Revised and expanded Race Ethnicity dropdown options gt Release of Information on File required field for ALL enrolled child youth and adult participants Updated September 2015 2 OFCY Grants Management Cityspan User Guidelines 2015 2016 Index LOBBING RTS p 4 Scope of Work Cover Rabe ER p 6 Scope of Work Demographics sssssssssssssesssesssesssessseesseesseesseesseesseesaeesaeesseesaeesseesaeesaeesases p 6 SEPP SVAK BE naraman anana A A A A E p 7 Scope of Work Activities 1 s 2 2 2 2 200 nucle ation let le nananana p 7 TOU REVNES ok Martie ENN p 9 Individua
3. October 31 December 31 March 31 June 30 v Click Done b When finished assigning staff click Return to go back to the General Info Tab Entering and Reporting on Children Caregivers and Educators Served To report on the children parents and caregivers and educators served through consultations services your program will have to enroll participants and enter attendance for each site once per quarter This will capture all people that benefited from your services regardless of whether it was a one time service or sustained level of services ENROLLING Participants For each program site served you will need to enroll all the classroom children and the parents caregivers and educators served during the quarter at the site into the corresponding Group Activity gt For more information on ENROLLING PARTICIPANTS in CitySpan visit http www ofcy org CitySpan for past webinars and CitySpan Manual Taking ATTENDANCE Take attendance for each participant children and adults once per quarter for anyone served at the site in the quarterly reporting period regardless of the amount of service received gt For more information on Taking Attendance in CitySpan visit http www ofcy org CitySpan for past webinars and CitySpan Manual Updated September 2015 25 OFCY Grants Management Cityspan User Guidelines 2015 2016 Appendix B Specific Instructions for Strategy 410 Youth Caree
4. populate once attendance has been entered The projected Units of Service for each event will calculate automatically based on your projected average session participants of sessions and average hours per session gt Caution Never delete Individual Activities with Attendance Records from the database There is no limit to the amount of historical data that is stored in the system Updated September 2015 10 OFCY Grants Management Cityspan User Guidelines 2015 2016 Events are activities that do not require participants to be entered into the database or participant attendance to be taken Service activities that meet the following descriptions should be entered as an Event if e The activity involves a large number of people 50 or more such as an assembly e Individual attendance is not taken everyone involved is not entered into the database as an OFCY participant e The activity involves an entire school or entire classrooms on a less than regular basis NOTE All your Events from 2014 2015 have been copied over You do not have to enter in a schedule The schedule is read only and will auto populate once attendance has been entered To view Event Activities e Select Events e Either select an existing activity to Edit i e Schedule Lead Staff etc or click the Add Events tab to create a new Event e When adding a new event enter the Activity Name and Select the appropriate funding source s e Click Save amp Proceed e Pr
5. opportunities In order to mitigate the amount of data entry you may enter the total number of hours worked on a weekly basis for each youth participant You do not have to enter of hours worked on a daily basis To enter weekly attendance for a youth participant 1 Click on INDIVIDUAL ACTIVITIES tab on right side 2 Click on the appropriate Individual Activity 3 Click on the yellow ATTENDANCE tab on top right 4 Click ADD on top right 5 Select STAFF A staff member has to be selected in order to take attendance 6 DATE OF VISIT Please enter the last day of the week that the youth participant worked 7 Enter the total hours worked by the participant using both the HOURS and MINUTES fields If you are not using both fields one of the fields can be left blank 8 Search for the youth participant by Last Name Initial or partial First or Last Name 9 Once the participant is found click ADD RECORD 10 The ADD RECORD AND HOLD NAME function is if you want to input multiple entries for the specific participant You just have to change the DATE OF VISIT HOURS and MINUTUES fields You do not have to search for the specific youth each time Updated September 2015 27 OFCY Grants Management Cityspan User Guidelines 2015 2016 ENCOUNTER LOG Step 1 Select an activity Activity Case Management 09 10 x Step 2 Select a staff member Enter date of visit and amount of time Staff Date of Visit Hours Minutes
6. Group Activities Attendance Taking Attendance By Group 1 Select Group Activities Click the Activity under the View Activities tab Select the Group you will be taking attendance for Go to Attendance yellow tab Select the Date Mark participants present pres or absent abs Note There is now an All Present or All Absent feature 7 Click Save and Return Dee was 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 1 Select Group Activities 2 Click View by Date 3 Select the Date 4 Mark participants present all pres or absent all abs 5 Click Save and Return NOTE If a participant has any variation of attendance other than All Pres or All Abs they will be marked as having Mixed Attendance This column is read only and cannot be selected Mixed attendance means that the participant has a combination of present absent and or unknown attendance for that date Reminder f participants attend activities but skips one to leave early you can mark him her absent for that specific activity 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
7. Record 10 Select Click here to Edit Details 11 Enter Individual Visit Notes optional 12 Click Return NOM PWNP If you don t see the Staff person assigned to the activity click Cancel and then follow steps 1 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 Each OFCY grantee should have one person who is in charge of User Accounts This is the only person that needs to have access to the User Accounts tab located at the bottom of the left blue menu When the person in charge of User Accounts is logged on this person can create new database users for your program and manage existing users access levels gt Caution You do not want multiple people to have access to User Accounts When a person has access to User Accounts they can create new users change passwords for existing users or delete users 1 Go to User Accounts left blue menu gt Current User The person who is currently logged on gt Signatory The only person for your program that can Sign Off to submit your quarterly report and invoice See Notes on Signing Off and Submitting Quarterly Reports and Invoice on page 15 gt Power Users People who are users of your OFCY database AND have access to the User Accounts tab when they log on they have the User Accounts tab available Updated September 2015 17 OFCY Grant
8. Reports tab on the left blue menu and choose the appropriate quarter Narrative Enter a response for each of the narrative questions listed You can type your responses in a Word document then copy and paste into the text box when you re done to avoid losing information should you get timed out You will need to enter a response for every 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 Updated September 2015 18 OFCY Grants Management Cityspan User Guidelines 2015 2016 Stats On the Stat Report you will see a listing of each of your activities in addition to aggregated data by category Only the data you have projected and taken attendance for within the reporting quarter will appear Services that occurred outside the date range of the quarter you are viewing will not be included in the Stats report Also actual service information from activities that are not marked funded by OFCY will not be included in the Stats report For each service you will see the current status of Actual Units of Service provided for the quarter in relation to the Projected Units of Service for the quarter Make sure all the services your program has provided have been entered so that your Actual Units of Service is accurate If not
9. here and Save entering a reasons are optional Click Return CONOUM PWN PE To Bulk Drop follow steps 1 3 above and clicking on Bulk Drop yellow button 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 at a time to drop 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 1 6 above enter a Re enrollment Date and under Action select Re enroll Reminder Participants will only appear on Attendance taking rosters for dates that they are enrolled NEVER DELETE participant attendance If participants leave a group use the Drop Date feature described above or don t take their attendance for days they are not present Updated September 2015 15 OFCY Grants Management Cityspan User Guidelines 2015 2016 Attendance Attendance data will now be permanently locked at the Quarterly Progress Report deadline which is the second Friday after the quarter ends Grantees are encouraged to complete data entry by the 10th of each month This will allow enough time to address any data entry problems you may encounter that require OFCY or Cityspan Helpline assistance After attendance is locked you must request via email to your Grant Manager that attendance be unlocked if you need to make any changes or enter further attendance For
10. 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 participant 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 1 11 Reminder If any of your participants have already been enrolled in other groups that meet at the same time as this group you will see Schedule Conflicts for these participants You may select the participants 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 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
11. 2016 Adding Program Staff Please complete all required fields for Program Staff Oakland Youth Services Attendance System Home CREATE NEW PERSON Scope of Work O Youth Participants Progress Reports Person Type Adult Participants amp Program Staff First Name Last Name Gender Individual Activities Race Ethnicity Qakland Resident LGBTQQI Group Activities Events Locations gt Caution Never delete Youth or Adult Participants 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 historical services they have been provided will be deleted Making Youth or Adult Participants Inactive 1 Select Participants amp Staff Click View Youth or Adult Participants Select the Participant From Participants Intake tab next to Status mark the Inactive Click Save and return to Participants amp Staff To repeat follow steps 1 5 or i e NM Making Staff Inactive 1 Select Participants amp Staff Click View Program Staff Select the Staff From Form 1 tab next to Status mark the Inactive Click Save and return to Participants amp Staff To repeat follow steps 1 5 Enrolling Participants 1 Select Group Activities 2 Under View Activities select the Group Activity for enrollment 3 Click Enrollment tab OOS NS Updated September 2015 14 OFCY Grants Management Cityspan User Guidelines 2015 2016 A schedule for
12. Activities form has been submitted you CANNOT make changes to it or add new activities without contacting your assigned OFCY Grant Manager The SOW Activities form is LOCKED once it is submitted because it is intended to represent your Granted agreement which is generally not to be altered once your Grant has been finalized You have the option of modifying your SOW Activities two 2 times each Updated September 2015 7 OFCY Grants Management Cityspan User Guidelines 2015 2016 Grant year The deadline to request a SOW Modification is prior to the end of the 3 quarter All SOW Modification requests must be submitted to your Grant Manager via email If your Grant Manager agrees that the SOW should be modified he she will UNLOCK this section of the database in order for you to make changes and add new activities events This also includes making changes to projections for numbers of participants to be served NOTE You can still make changes and edits to your activity schedules and enrollment that fall under the categories This data will not be locked Oakland Youth Services Attendance System Logout ACTIYITIES 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 Academic tutoring ol o
13. Cover Page must be submitted before Budget can be accessed Group Activities Activities Not Submitted Participants amp Staff res A Cover Page must be submitted before Activities can be accessed Events p Adjustments Not Submitted Locations T summary Reports p2 Invoice Coversheet Advance Updated September 2015 5 OFCY Grants Management Cityspan User Guidelines 2015 2016 Scope of Work Cover Page Some of the Cover Page information has been rolled over Please review and modify if necessary this page to make sure that it accurately describes your program Updating and submitting your Cover Page will open the Budget and Activities links The Cover Page now incorporates the information formerly submitted annually through the Contact Sheet formerly excel document to your Grant Manager 1 Select Cover Page 2 Please review all information that has been copied over and update as necessary 3 Enter Project Description 600 character max that accurately and concisely describes your project You may use the Project Description from the past year if it is current and accurate 4 Complete new fields for a Project Website Enter the website address that describes your OFCY funded project b Executive Director The Executive Director must serve as the Cityspan Signatory It is their option to delegate the responsibility to another staff member C Contract Representative This individual must be an employee of
14. OFCY select Yes for 2015 2016 c Save and Proceed 2 Onthe next page you will enter a Location Select the correct Location for the program site from the drop down menu b Activity Category Select Consultation with preschool providers Updated September 2015 22 OFCY Grants Management Cityspan User Guidelines 2015 2016 c Projections i For each Quarter enter the Total Projected Hours of Service for that program site for the quarter in the field of Sessions 1 For example if your activity for Site XYZ projects 120 total consultation hours for the first quarter enter 120 into the field for of Sessions Qtr 1 Jul Sep ii For the final field Projected Hours per Session enter 1 to indicate one hour d Save and Proceed 3 On the next page you will enter a Service Description Add a description of the consulting services to be provided at the site Include the number of staff providing services estimated hours per week and estimated total hours per quarter at the site b Save and Proceed After completing this step CitySpan will take you back to the General Info tab for the newly created activity The last step is to assign staff to the activity 4 On General Info tab under the Staff section click the Edit button Then a Select a Staff Name Choose from the staff records you have created to assign the appropriate consultant to the site
15. The following DOES NOT COUNT toward your attendance data Participant is enrolled in a group activity 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 For Event Attendance 1 Select Events 2 Click the Event under the View Events tab 3 Go to Attendance yellow tab Updated September 2015 16 OFCY Grants Management Cityspan User Guidelines 2015 2016 Click Add Enter the Date of the Event Visit Enter the Total Attendees the number of people that were present Total Staff Attendees number of OFCY program funded staff present that conduct the event Enter Time Spent the total minutes the event lasted Example 1 hour 60 minutes Click Save and Return SO 00 OY G1 For Individual Activities Attendance Select Individual Activities Click the Individual Activity under the View Activities tab Go to Attendance yellow tab Click Add In Step 1 select the activity the selected activity may default In Step 2 select the staff conducting the activity date of visit and minutes In Step 3 find the participation search by viewing by last name initial or by finding their name or entering Client ID 8 In Step 4 click Add Record or Add Record and Hold Name Note Add Record and Hold Name if you want to enter multiple contacts for this participant without Finding Person over again 9 Add
16. W and Progress Reports are different depending on which fiscal year you enter Here is the difference Left Menu Tabs What it is Scope of Work FY14 15 Progress Reports FY14 15 Your data for the FY14 15 these tabs will remain available until you close out the FY14 15 year with OFCY Your data for the FY2014 2015 have been copied over for your convenience All the forms under these two tabs will be unlocked make adjustments to the data entered here based on the Grant negotiations that finalize your OFCY FY15 16 program plan Scope of Work FY15 16 Progress Reports FY15 16 gt Please make sure that the current contact information for your agency program on the home page is complete and accurate gt The contact information on the home page is split up between PROGRAM DIRECTOR CONTACT INFORMATION and PROGRAM SITE CONTACT INFORMATION gt If your program provides services at multiple sites it is required that you list each service site Cityspan can accommodate up to 20 service sites Please click Edit to make the appropriate changes or list additional service sites Oakland Youth Services Attendance System Logout SERVICE SITE OFCY Demo OFCY only Scope of Work PROGRAM DIRECTOR CONTACT INFORMATION Progress Reports Participants amp Staff Group Activities Individual Activities Events Reports Utilities Help Center User Accounts Admin List Updated September 2015 Program Dire
17. and Proceed 3 On the next page you will enter a Location Select the correct Location for the program site from the drop down menu b Activity Category Select Consultation with preschool providers c Projections Projections will be based on your Scope of Work Demographics Therefore i Enter 0 for the total number of adult participants to be served per session ii Enter 0 the total number of child Youth participants to be served per session iii For of Sessions for each quarter enter O d Save and Proceed 4 On the next page you will enter a Service Description Add a detailed description of the consulting services to be provided at the site Include the estimated number of children caregivers and educators to be touched by services at each site b Save and Proceed After completing this step CitySpan will take you back to the General Info tab for the newly created activity The last step is to create a Schedule for the activity 1 On General Info tab under the Schedule section click the Edit button Then Updated September 2015 24 OFCY Grants Management Cityspan User Guidelines 2015 2016 a Select Single Date i Step 1 Enter Date ii Step 2 Enter Begin Time Enter 9 00am iii Step 3 Enter End Time Enter 5 00pm iv Step 4 Click Add Single Date Click button to add date Create four single dates for each record for the end of each reporting period
18. and activity b Select a Role Select either Lead or Support staff Only one staff can be assigned the Lead If there are more than one staff assigned to the activity and site list the staff with the most hours assigned to the site as the Lead and each additional staff as Support c Click Assign Staff Now Click the button to add the staff to the activity d When finished assigning staff click Return to go back to the General Info Tab Entering and Reporting on Actual Hours of Service Now that your Individual Activity has been created you can enter into CitySpan the actual hours of service provided at each program site 1 Open Individual Activities and click the tab Attendance then click Add 2 On the next page a Step 1 Select an Activity This field should automatically list the individual activity selected do not change this activity b Step 2 Select a Staff Member i Under Staff select the correct consultant or specialist from the drop down menu ii Under Date of Visit select the last date of the time period for which you are entering hours For example if you are entering the consultant hours for a two week period from 11 1 2014 to 11 15 2014 enter 11 15 2014 as the Date of Visit iii Under Hours provide the number of hours of service provided at each site during the reporting period Be sure to also add in the number of minutes of service
19. atch Reporting Requirements Third Quarter Report and invoice must include record of the matching funds your OFCY program has utilized Please provide information for each source of funding that make up the TOTAL amount of Projected Match column in your Budget Go to Progress Reports left blue menu Under Quarter 3 click on Match Enter Source source of your matching funds Amount amount of matching funds your OFCY program has received from the source Choose Type of Funding from drop down list Upload supporting documentation for at least 25 of your OFCY Grant award displayed below as Minimum Match Documentation Amount For further instructions please refer to the Proof of Match Guidelines found on the Help Center tab on your left Click Add to update your Total Amount and to create an additional Service Record 8 Repeat until all of your match sources and amounts are entered Oe wy e z Updated September 2015 19 OFCY Grants Management Cityspan User Guidelines 2015 2016 9 When done your minimum match requirement should be met click Submit NOTE Cityspan will only unlock individual Progress Report forms if the Quarter has not yet been signed If it is signed you must ask for OFCY approval If you have questions ask your Grant Manager Contact Us Cityspan Database amp Technical Assistance Cityspan Help Desk at 866 469 6884 toll free Monday Friday 8 00a m 5 00p m OFCY Programmati
20. c Assistance Debra Chester OFCY Grants Manager dchester oaklandnet com or 510 238 7496 Terry Hill OFCY Grants Manager thill oaklandnet com or 510 238 6380 Simple Solutions for Inaccurate Cityspan Data The following are three common causes and solutions for inaccurate Cityspan Reports 1 Attendance data has not been entered At a minimum all attendance should be entered on a monthly basis by the 10 day of the following month Solution 1 Click on yellow attendance tab and verify attendance data status Green Complete Red Incomplete 2 Enter attendance data 2 Activity category not selected or marked in the wrong category If the Category was not selected when the activity was set up then it will not appear on your quarterly reports The list of Service Categories appears under each Service Format Individual Group and Event Your strategy Early Childhood School based and Community Based 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 1 Go to either the Group Individual or Event blue tab on left Select the Activity s in question and verify the category has been selected and is correct If i
21. caregivers and educators served through services in the group activities What is measured How is it measured Tale VET VE Number of service hours by each Activities consultant at each site Entering service hours by each consultant at each site Attendance entered once a quarter for all children and adults parents amp educators that were served at least once in each quarter at each site Number of children and adults served each quarter at each service site and their demographic information Group Activities Getting Started In order to track individual and group activities your program first needs to set up e Location Records for program sites e Staff Records for the staff providing consultation services and Updated September 2015 21 OFCY Grants Management Cityspan User Guidelines 2015 2016 e An Adult Participant record Staff Timesheet to track consultant hours Create site LOCATION records Your program needs to set up separate location records for each of the program sites Be sure to provide a full and complete name to identify the location site and provide correct address information gt For more information on setting up LOCATION records in CitySpan visit http www ofcy org CitySpan for past webinars and CitySpan Manual Create records for each direct service STAFF The next step it to set up a record for each staff that will be directly p
22. ctor Name Phone John Doe 510 759 8964 Agency Mailing Address City 4665 Broadway Oakland Alternate Phone 510 759 8964 Email john anytown org 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 2015 2016 Setting up the FY2015 2016 Grant To get started 1 Loginto your Cityspan account at https www youthservices net ofcy 2 Select FY 2015 2016 from the dropdown list a NOTE On July 1 2015 the FY 2015 2016 will be the default year you see when you log in If you need to work in the FY2014 2015 to finalize Quarter 4 progress reports you will need to manually select FY 2014 2015 Oakland Youth Services Attendance System GRANT LIST Grantees for FY 2014 2015 p Account Settings OYSAS All OFCY Fiscal Years Issue Tracker Demo OFCY only FY 2014 2015 FY 2013 2014 FY 2012 2013 Fy 2011 2012 FY 2010 2011 FY 2009 2010 3 Click on the program you want to setup 4 Click on the Scope of Work tab on the left side of the webpage Oakland Youth Services Attendance System Demo OFCY only H Cover Page Not Submitted Progress Reports T Demographics Not Submitted Bq Budget Not Submitted
23. d enter 1 a schedule and 2 enroll participants e Please review and make adjustments to Projections as needed All participants must be created in Cityspan and enrolled in a specific Group Activity in order for their name to appear on the attendance tab so they can be counted for attendance To view Group Activities 1 Select Group Activities 2 Either select an existing activity to edit i e Schedule Lead Staff etc or click the Add Activity tab to create a new Group Activity 3 Enter the Activity Name and Select the appropriate funding source s Click Save amp Proceed 5 Proceed through each step of the wizard clicking Save amp Proceed with each step Note that every field in the Group Activities must contain a selection in order for group activity entry to be complete The projected Units of Service for each group activity will calculate automatically based on your projected number of participants of sessions and average hours per session When projecting in Group Activities you will be able to separate the number of projected adult participants and projected youth participants If you only serve children and youth please zero out the Projected of Adult Participants per Session Updated September 2015 9 OFCY Grants Management Cityspan User Guidelines 2015 2016 Projections Summer Grantees Q1 June Aug mark 0 for Q2 Q3 Q4 Projected of Adut Participants per Session Projected of Youth of Sessions Qt
24. dle East North Africa Native Hawaiian and Other Pacific Islander Some Other Race Two or More Races White Unknown NEW FOR YOUTH amp ADULT Release of Information on File All participants enrolled in a group or individual activity will need a Release of Information on file The Release of Information and instructions can be found at http www ofcy org grant policies Adding Adult Participant Adult participants must be family members or caregivers of a child youth being served in your OFCY funded project who will be enrolled in an Individual and or Group activities Non family members and non caregivers should not be reported as Adult Participants All participant records in Cityspan must include First Name Last Name Date of Birth Gender Ethnicity Zip Code Participants served through Event Activities in Cityspan do not need to be enrolled in Cityspan For more information on Events please see page 11 Oakland Youth Services Attendance System nse CREATE NEW PERSON ee The following fields are required for Adult Participants Progress Reports Youth Participants EEE Person Type Adult Participants Program Staff First Name Group Activities Last Name Individual Activities Date of Birth 3 Events Gender p Ethnicity x Locations Zip Reports Release of Information on Fic Yes O No Unknown Updated September 2015 13 OFCY Grants Management Cityspan User Guidelines 2015
25. fa o 0 00 Individual Activities r P eas 4 Cityspan will calculate Applied academic learning in Events english math science J J J J 5 Total Number of ral appreciation 1 Sessions I Cityspan will automatically calculate Average Session Participants based on the number of participants you entered when you created your activities events r fory career field trips ratory education field y education workshops y engagement events Gardening activities Gender specific programs Leadership development 3 Cityspan will 5 Projected Units of automatically calculate l Service 6 mos and 12 Average Hours per Shi mos will automatically Session based on the i calculate from the sum hours you entered on si Recreational ritness of your projected UoS in the Activities Form ties J A your group individual ology and media 0 ol ol ol o 0 0 00 activities and events ams training I 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 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 pa
26. go back and finish entering service data Once done press Submit Once you submit your Stat report is locked and will no longer update If you did not meet your projected Units of Service at the category level you will be required to provide a reason why You may also enter overall comments Invoice Enter all OFCY 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 Over the course of four quarters each grantee should account for how the entire OFCY grant was spent including the advance received at the beginning of the fiscal year NOTE The person s name who is logged in to Cityspan and submitting the invoice will be auto filled in the Prepared By fields Please manually enter the Title This person can NOT be the same as the signatory Signoff Signatory does not need to be logged in to signoff Any user can signoff using the Signatory accountholder s password as the e signature To find out who is the Signatory for your program go to User Accounts left blue menu and you will see the designated Signatory for your program You can only change your program s Signatory by contacting OFCY directly before Cityspan can make the change Third Quarter M
27. l Activities EEE dan tedaeenatades p 10 KEENE p 11 Searching Existing amp Adding New Participants n messressreesseesssresseresssrsssresssersssesssressseesssenser p 11 PENN nen enon nnn Aone Enh Eee nent niht nian atin net p 14 SD EG ERR ONG cea at eto EEE EE eee p 16 WIS OF ACCOUNIS ce cacao a beestce E cts bcasncaeed ceatneducashod cl encisecaeesdctaaeavne p 17 Quarterly Reports and INVOICING maa dedd p 18 Eeg EE EE ree p 19 Simple Solutions for Inaccurate Data ssccocesosssssssocesocesocesoessocesoeesocesocesocesocesocesonesocesseesoces p 20 Appendix A Specific instructions for Strategy 1 Mental Health and Developmental Consultations in Early Care and Education mmessressresseessressressvessressressressessesssesssener p 21 Appendix B Specific instructions for Strategy 10 Youth Career and Workforce Development ais aadunt chs Saat hacstechaedait chads a cachet cal ches Ao ea En RT p 26 Updated September 2015 3 OFCY Grants Management Cityspan User Guidelines 2015 2016 Logging In The log in page is www youthservices net ofcy If you do not know your user name and password please contact you supervisor or the Cityspan Helpdesk at 866 469 6884 toll free If you are a current grantee who will be continuing your work in FY15 16 you will see a dropdown option for which fiscal year you want to see please choose the correct fiscal year for which you want to work in The left blue menu tabs for Scope of Work SO
28. licated 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 Scope of Work Budget The FY14 15 budget has been copied into FY15 16 If your budget information has changed from the approved FY14 15 budget please email your Grant Manager for approval before making changes If you have questions please contact your Grant Manager 1 Select Budget 2 Make changes 3 Click Save and Submit Scope of Work Activities The Scope of Work SOW Activities page is read only and aggregates by service category the numbers you projected when creating each Individual and Group activities and events You cannot make any edits to this page To make changes to the projected numbers on Scope of Work Activities page you must edit your projections by going into each Individual Activity Group Activity or Event All your FY2014 2015 activities and events have been copied over Please review each Individual and Group Activities and Events and make any updates If you do not need any of the activities copied over from the prior year you may delete them before you enter any attendance data For detailed instructions on how to modify or create Group Activities Events and Individual Activities go to pages 9 12 All copied activities and events from are easily identifiable by the tag 2015 2016 Once your SOW
29. ncorrect select the yellow Edit tab at top of page Select correct category Select Save and Submit Run 3 The correct OFCY Fiscal Year was not chosen in the Funding Source at the time the Activities were created Updated September 2015 20 OFCY Grants Management Cityspan User Guidelines 2015 2016 Solution 1 Select the Activity or Event that is not showing up in the quarter report 2 Select Edit 3 Mark the program as Funded by OFCY for the correct fiscal year 4 Click Save amp Proceed Appendix A Specific Instructions for Strategy 1 Mental Health and Developmental Consultations in Early Care and Education The Mental Health and Developmental Consultations in Early Care and Education strategy supports programs providing classroom consultation and or individual or child centered mental health consultation services in early care and education programs including the City of Oakland Head Start and Early Head Start and Oakland Unified School District Child Development Center programs e In CitySpan programs will track the number of service hours provided by each mental health and developmental specialist consultants at the program s service sites through individual activities e To track the children served in the classrooms through the mental health and developmental consultations programs will enter classroom enrollment and demographics in CitySpan through group activities Programs can also report on adults parents
30. oceed through each step of the wizard clicking Save amp Proceed with each step The projected Units of Service for each event will calculate automatically based on your projected average session participants of sessions and average hours per session gt Caution Never delete Events with Attendance Records from the database There is no limit to the amount of historical data that is stored in the system Searching Existing and Adding New Participants amp Staff Participants and Staff are being carried over from the previous year First search the database before adding a new record Searching for Existing Participants and Staff 1 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 Click Save and return to Participants amp Staff 5 Torepeat follow steps 1 4 gt Adding New Participants amp Staff 1 Select Participants amp Staff 2 Click Add Person yellow tab 3 Select Person Type o Youth Participant Anyone age 20 or younger Updated September 2015 11 OFCY Grants Management Cityspan User Guidelines 2015 2016 o Adult Participant ages 21 o Program Staff 4 Enter in the required fields 5 Click Add Person Adding Youth Participant Oakland Youth Services Attendance System Home CREATE NEW PERSON Sc
31. ope of Work Youth Participants Progress Reports Person Type Adult Participants Program Staff First Name Last Name Group Activities Date of Birth al Individual Activities Grade 15 16 v Ear Enrolled in OUSD School Yes No Locations Zip E OFCY Race Ethnicity v Reports Gender _ Utilities Release of peice Yes No Unknown Help Center Add Person Enrolled in OUSD School If you select Yes for the Enrolled in OUSD School field a second conditional field called School Attending appears and you must choose from a drop down list This applies for the following Strategies e Transition programs for youth into middle and high school Youth Leadership in Community Schools Community based Out of School Time Programs Summer Program Youth Leadership and Community Safety Youth Career and Workforce Development Academic Support for Older Youth Safe Community Spaces for LGBTQ Youth NEW FOR YOUTH ADULT amp STAFF OFCY Race Ethnicity The options for OFCY Race Ethnicity have been expanded to include more specific options to better reflect census categories The expanded list of options are American Indian and Alaska Native Asian Asian Indian Chinese Filipino Japanese Updated September 2015 12 OFCY Grants Management Cityspan User Guidelines 2015 2016 Korean Vietnamese Other Asian Black or African American Hispanic or Latino Mid
32. ple places of subsidized employment or internships please create a unique Individual Activity for each unique place of subsidized employment or internship e You do not have to create a unique Individual Activity for each unique youth participant You can track multiple youth participants under the same Individual Activity e Schedules do not have to be entered for Individual Activities This section will auto populate once you enter attendance e Staff has to be linked to the Individual Activity in order to take attendance Assigning staff to an Individual Activity is a two step process o Step 1 Click on PARTICIPANTS amp STAFF Click on VIEW PROGRAM STAFF to see if the staff member already exists in the Cityspan system If the staff member is present Step 1 is complete If the staff member is not present click on ADD PERSON Updated September 2015 26 OFCY Grants Management Cityspan User Guidelines 2015 2016 Select PROGRAM STAFF in the section PERSON TYPE Create new Program Staff o Step2 Click on the desired individual activity Click EDIT in Staff section Find staff name in drop down list Select a role in drop down list Click on ASSIGN STAFF NOW For general information on Individual Activities please refer to the Cityspan User Manual and the recorded webinar which can be found on http www ofcy org cityspan Entering Attendance for Individual Activities with Category Internships and subsidized employment
33. provided e Hours of consultation services provided at each site should be entered at minimum once a month c Step 3 Find a participant i Search for the record STAFF TIMESHEET as the participant Updated September 2015 23 OFCY Grants Management Cityspan User Guidelines 2015 2016 d Step 4 Choose a participant and click Add Record i Click the button to choose the record STAFF TIMESHEET ii Click Add Record or Add Record and Hold Name e Step 5 Select Click Here to Edit Details i Under the next tab under Encounter Details Individual Visit Notes provide a brief description of the hours of service and time period that is being reported ii Click Return to save Create GROUP Activities Group Activities are used to track the total number of children parents and educators benefiting from the early childhood mental health and developmental consultations provided by programs Programs will set up one Group Activity per service site to capture the total number of people receiving services and their demographics Participant attendance will be entered once a quarter Creating a New Group Activity 1 Open Group Activities and click the tab Add Activity 2 Onthe next page a Provide an Activity Name Name the Activity after the Site and a general description of the service to be provided at the site For the question Funded by OFCY select Yes for 2015 2016 c Save
34. r 2 Oct Dec of Sessions Qtr 3 Jan Mar of Sessions Qtr 4 Apr Jun Projected Hours per Session e g 30 minutes 0 5 Cityspan will use this information to calculate projected Units of Service UoS at the 6 month and 12 month mark see below by each activity using the following formulas Projected UoS 6 months avg participants X of sessions Q1 Q2 X avg hrs per session Projected UoS 12 months avg participants X of sessions Q1 Q2 Q3 Q4 X avg hrs per session gt Caution Never delete Group Activities with Attendance Records from the database There is no limit to the amount of historical data that is stored in the system 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 NOTE All your Individual Activities FY2014 2015 have been copied over easily identified by the tag 2015 2016 You do not have to enter in a schedule for individual Activities The schedule is read only and will auto
35. r and Workforce Development OFCY would like to better track its impact on youth internships and subsidized employment All activities for the category Internships and subsidized employment opportunities should be created as Individual Activities When creating the Individual Activities and choosing the category Internships and subsidized employment opportunities two conditional questions should appear underneath the category listing S LAPI ALYY suucauur sre up Financial planning training assistance GED preparation assistance Individual and career assessments and planning Internships and subsidized employment opportunities Job placement and post placement support Life skills training O Other Outreach intake amp registration D Peer mentorship support 3 Snack meals Vocational training D Work readiness and employment skills training If Other Specify Here Internships and subsidized employment opportunities What is the place of subsidized employment or internship What is the hourly wage or stipend that the youth will be earning e g 10 hr 300 NS 7 le pend i Stil e Both of these additional questions are required e f Individual Activities were created during the Proposal Process and the category Internships and subsidized employment opportunities was chosen please go back to the Individual Activity click EDIT and answer the additional two questions e If you have multi
36. rovide comments or feedback to OFCY staff and evaluation team Updated September 2015 28
37. roviding the mental health or developmental consultations to support educators children and parents Be sure to provide a full and complete name to identify the staff and provide correct demographic information for the individual gt For more information on setting up STAFF records in CitySpan visit http www ofcy org CitySpan for past webinars and CitySpan Manual Create an Adult Participant record titled STAFF TIMESHEET Next set up one Adult Participant record in order to track the hours of service provided by consultants and specialists at each program site Only one record will need to be created Please name the record First Name STAFF Last Name TIMESHEET Do not provide demographic information for this record gt For more information on setting up ADULT PARTICIPANT records in CitySpan visit http www ofcy org CitySpan for past webinars and CitySpan Manual Creating INDIVIDUAL Activities Individual Activities will track the total number of service hours provided per site per consultant This will provide a count of the total hours of consultation services provided quarterly at each service site by consultant Setting up a New Individual Activity Open Individual Activities and click the tab Add Activity 1 On the next page a Provide an Activity Name Name the Activity after the Site and a general description of the service to be provided at the site b For the question Funded by
38. rticipants 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 Updated September 2015 8 OFCY Grants Management Cityspan User Guidelines 2015 2016 Activities form is completed and submitted the projections for the FY 2015 2016 program year will be locked and you will not be able to create new activities NOTE If you would like a more detailed view than by category run the Progress Report Stats Detail report to see projections of all your group and individual activities and events Go to the Reports tab and locate the Progress Report Stats Detail for the year you want to run 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 NOTE All your FY2014 2015 Group Activities information has been copied over to FY2015 2016 excluding schedules and enrollment Please review all copied over Group Activities identified by 2015 2016 to make sure all information is still current and accurate e Delete any copied over Group Activities that will no longer be used in FY2015 2016 prior to entering any attendance e Go into each FY2015 2016 Group Activity that will be used an
39. s Management Cityspan User Guidelines 2015 2016 gt Regular Users People who are users of the database and do not have access to User Accounts gt Attendance User People who only have access to individuals and group and events 2 To make edits update the list of Power and Regular Users if necessary 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 Attendance No Access User Users Power Users Regular Users Scope of Work Access Access No Access No Access Contract Management Progress Report Service Data Service Access Access Access No Access Entry Management Access Access No Access No Access User Accounts Access No Access No Access No Access 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 Quarterly Progress Reports amp Invoice This section will cover notes on signing off and submitting Quarterly Progress Reports amp Invoicing For each quarter of the fiscal year you will need to submit a report and invoice To access Progress Reports go to Progress
40. served through Events and will not be enrolled in your program Please review the Demographic Information that has been rolled over If you need to make changes to the total numbers served please email your Grant Manager to get their approval before making changes 1 Select Demographics Updated September 2015 6 OFCY Grants Management Cityspan User Guidelines 2015 2016 2 The Total Unduplicated Youth Participants is the total number of children amp youth ages 0 20 you expect to serve throughout FY 2015 2016 program year Meeting this projection will be based on the number of youth you create as participants enrolling them into Group and Individual activities and marking them present for attendance 3 The Total Unduplicated Adult Participants is the total number of adults ages 21 you expect to serve throughout FY 2015 2016 program year Meeting this projection will be based on the number of youth you create as participants enrolling them into Group and Individual activities and marking them present for attendance a Reminder when you enter a new participant into the database you select whether the participant is a youth or an adult See Searching Existing and Adding New Participants amp Staff 4 Click Save and Submit REMINDER Each of the demographic categories Race Ethnicity Age Gender etc add up to the Total Unduplicated Youth Participants you are planning to serve The Total Undup
41. the contracting agency fiscal agency and have the authority to negotiate scopes of work budgets and complete contracting documents d Program Contact This individual is able to answer any program specific questions This individual will also be the point person to receive all OFCY updates and information and has the responsibility to forward the communication to the appropriate project staff e Additional Contact These individuals also need to be notified regarding OFCY updates and information f Persons Authorized to Pick up Reimbursement Payments These are the ONLY people authorized to pick up reimbursements with valid picture identification If they are unavailable to pick up reimbursements they must email their grant monitor with the name and title of the person that will be coming to pick up reimbursements You can assign up to two people to pick up payments from OFCY office 5 Click Submit Scope of Work Demographics Form In the Demographics tab please estimate the total clients your program projects to serve during the period July 1 2015 and June 30 2016 Only include the youth and adult participants that will be enrolled in your program and served through Individual and Group Activities Your program should have application on file for the enrolled participants including at a minimum first name last name date of birth zip code race ethnicity and gender DO NOT include in your projections the participants that will be
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