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FIRST 5 KERN GEMS USER MANUAL

1. i Survey Title if different _than Survey Name yaten a ganorated iD number Pr 1 Dvarterty Program Pregreda Fagor PRS Figure 16 Surveys Tab Targets The Targets tab provides you with information on your targets or general objectives Targets are typically broad including goals that need to be reached through a number of steps An example of a target would be Families will demonstrate an increased positive parent child interaction by reporting on a pre test and post test that they have implemented 6 new parenting skills Targets are organized in a series of columns the first of which is Target ID This simply refers to the reference number given to each specific target The second column Assignment Target Title specifies the details of the target You can access additional information on each target by clicking on either the individual Target ID or the Target Title The third column Projected Value assigns a numeric goal to the target In the above example the Projected Value would be 6 indicating that 6 new parenting skills are 2011 Mosaic Network Inc 19 mH 1 First 5 Kern GEMS User Manual mosaic projected Beginning and end dates simply indicate the time period associated with the target The final column labeled Current specifies whether the service is active If the Current column reads true then that service is currently active Milestones The Milestones tab provides you with informatio
2. ri Sort Export Budget Revision fades Period Month Quarter 3 January 1 Mi Payment Period FY hs Status New o MlickReview item Requested Amount Submit mw Indirect Cost i Subcontractor if Verify the Total Revision Amount is equal to zero Figure 84 Verify Total Revision Amount and Click Save 2011 Mosaic Network Inc 66 E T Mosaic SS eee amaia ara First 5 Kern GEMS User Manual ADMINISTRATION AND COMMUNICATION CONTRACT INFORMATION To access contract information details simply click on the Contract Information link in the main GEMS menu You will be directed to the screen below wherre you can add edit or view general contract details Contract Master Record 1 of 1 RR F G rH LS BAE Fite Contract Master Form PIR ID CONTRI Contract Name test Figure 85 Contract Information YOUR GEMS USER ACCOUNT You can change your GEMS password through the Administration and Communication module Click Your GEMS User Account to access the page below After you click edit the Change button will be activated allowing you to change your password User Manage rtuent Ge Reidi DY E ee ole el User Detail First Name best Modde Initial Alter you click edit ihe Change button will become a active Click Change ta Last Name jest ee select a
3. 7 Text At in Sort i 7 Assigned to SUST3 Number of questions completed 1 1 Administered 09 13 2011 Click here to exit window and return to Sustainability Sustainability Comments Record This is a test comment Survey ID PDEFS33 Sustainability Comments Transac tion ID PTXNSS436 This survey profile was first created on 09 13 2011 last edited on 09 13 2011 and last edited by maccount maccount Figure 32 Once Sustainability Comment Has Been Validated Click Red X to Return to Sustainability Record 2011 Mosaic Network Inc 31 mn First 5 Kern GEMS User Manual a Huy mio AIG u exehceterr a QPR SUMMARY MODULE This module allows you to view and add Quarterly Progress Report Summaries From the main GEMS Portal find and click on the menu item shown below Families including all members h hilA eran mC kari IGI J t Recordio gt z T E lm 2 m Fite First Back Next Last Add Edit Delete Copy Grid Form Print Find Sort Export QPR ID QPR1 Quarter Quarter 1 July 1 September 30 Report Output Report Output QPR Feedback Summary Milestone Annual Target Cumulative Percentage Complete Date Achieved 4 State Questions of Children of Parents Guardians of Providers of Other Family Members of Children with Special Needs In jo Figure 33 Click the Add Button to Create a New QPR Summary 2011 Mosaic Network Inc 32 i smnnnnnn
4. Advanced Repons Module agai scencecicencecennscosaacsncaddesauencssaaeenesesgnaeduesavenieexe ousierareagcssa ondieestecnese 46 GG REDS 1 010 6 uair E ce E N R eee 47 2011 Mosaic Network Inc 0 F mii 3 First 5 Kern GEMS User Manual R amp R Export Wizard Module ccccccccccesssecececeesececcceaeseceecseeuseceseesaeseeeessaaeeeessagseseessaageeeess 48 R amp R ANALYSIS Wizard Module cccccccsccccecceessesssseceeeeeeeeeessseeeeeeseaaaseeeeeeeeseenaaseeeeeeeessnaaeees 53 Budgets and INVOICES seinnaa EAA 57 Budget Invoice Module OVErVieW cccccccccsssessecceeeceeeeeeeeeeeeeseeseeueeeeeesessueaseseeeeeeessaaageeeeeeess 57 HAVOICIAG E E E E E E E E E E E E E E 59 Budde ROVI STONG ceira A E E E EE E E 63 Administration and Communication sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnna 67 COn ACEON eee E A E acs anenmenedtnreemes 67 YOU GEMO Usor Veco l tigre ett et ee a EE Ri 67 Request GEMS GUPPOT isseire neinni NEEE EEE a NEA ia 68 2011 Mosaic Network Inc is i i ees J First 5 Kern GEMS User Manual mosaic E syi ienevestion threat terimeingy E opka sni researc ACCESSING GEMS ACCESSING GEMS GEMS can be accessed at the following link httpo www mosaic network com gemslive KERN grant evaluation and managemenl solution Welcome to GEMS Check Online Message Board Log into GEMS Figure 1 The GEM
5. Data Analysis and Reporting Quarterly Progress Report Quick System Wide Reports Once you have selected Advanced Reports from the menu you will be directed to the screen below This screen is very similar to the Quick System Wide Reports screen GEMS will ask you to select the category of report you would like to view Reports can be categorized as Demographic GIS geographical data or Special Reports This option differs from the Quick System Wide Reports module in that if offers you additional reporting options You are able to select parameters in this module as well as include graphs and 2011 Mosaic Network Inc 46 m First 5 Kern GEMS User Manual m Hy mio IC u excel a charts By selecting the category of report and clicking Next you will be directed to select the options that will determine the nature of the report Advanced Reports List of Steps in Creating Advanced Report Figure 53 Follow the Steps in the Report Wizard to Complete Your Advanced Report GIS REPORTS MODULE The fourth type of report available in the Data Analysis and Reporting menu is GIS Reports To access G S Reports simply click on the menu item as seen below Data Analysis and Reporting Quarterly Progress Report System Wide Reports 2011 Mosaic Network Inc 47 mn First 5 Kern GEMS User Manual m iii mio al E exehoter a Once you have selected GIS Reports from the menu you will be directed to the
6. E Expense Number Date Submited Status ew Payment Period Quarter Quarter 3 January 1 March 31 Expense Date 05 11 2011 h Payment Period FY Supplemen Expense Details E item Prop 10 Program Budget Total Revenu o o m __ Sects re at Stet Sub Total v0 Percentage Withheld 10 00 Amount Withheld 1 000 00 Total d a Yew Figure 72 Click on Edit to Complete the Invoice After clicking Edit you will be able to select the category of invoice you would like to create The invoice categories are listed along the right side of the screen in blue To select the invoice category simply click on the appropriate blue button If this is a Supplemental Invoice check the box as seen below 2011 Mosaic Network Inc 60 mn First 5 Kern GEMS User Manual E Huy mo AIG aphu a at pn Grid Form 5 Save Cancel a lt a Record 4 of 4 ep First Back Next Last Expense Information Expense Number Date Submitted Status New eer el e gern Payment Period FY Expense Details tem Prop 10 Program Budget a L i Eea Services and Supplies Sub Total Select invoice line item category 4 mull Figure 73 Select Invoice Line Item Category by Clicking on Corresponding Blue Buttons After you click on Invoice Category t
7. Edi Modification user has entered into the Tay mode Save data fields Data ee In Edit Cancels the current action Modification oF mode that user is completing Cancel In Data View z Presents data fields as a Browse Form Form form default view mode l In Data View E Presents data fields as grid a Browse Grid Grid view mode Data In Opens a window that Printing oe Browse provides a print preview of Preview mode the current screen The button opens a wizard Advanced In f that allows the user to find Functions Browse Find the record that matches the Find mode o criteria selected 2011 Mosaic Network Inc 13 First 5 Kern GEMS User Manual nosaic GEMS Data Toolbar Options Database Toolbar Icon Appears Toolbar When Option This button reorders the Advanced In l i records in the database Functions Lr Browse Sort according to the criteria Sort mode selected by the user This button opens a wizard Advanced In that allows the user to Functions Browse xport export the records that Export mode paas match the selected criteria Enter text into the blank box In beside the Find icon This Browse allows you to quickly search mode through records in the current module e Checking this box causes Add Text Text explanatory text to appear modes beneath the toolbar icons ADVANCED OPERATIONS IN DATABASE TOOLBAR The Database Toolbar as introduced above contains the follow
8. Number Type Agency Pilot Testing Name Alternate Phone Number Description Atest agency for the sole purpose of testing the pilot system Number Type Street Primary e mail Address Address Web Address URL Line 1 Address Insurance gt eae Information City Zip Code Kgency Staff 0 GEMS ID Program Name Primary Phone Number Primary e mail Address Test Program Programs 1 Contract Details 1 D Agency and Contract Details Tabs Figure 14 Agency and Contract Details Module 2011 Mosaic Network Inc 17 room osaic Sajal tanerestier herah eriei ankaa at ese First 5 Kern GEMS User Manual Agency Staff This screen contains specific data on the employees appointed to the program including contact and demographic information To navigate through the staff record simply click Next or Back Programs The Programs tab lists all programs to which you are assigned This allows you to access information on the specific programs for which you are responsible You are able to navigate through the programs listed by using the Next or Back buttons Contract Details This tab allows information on each contract to be viewed including Contract Number Begin and End dates and the Involved Staff Members SCOPE OF WORK AND EVALUATION PROFILE MODULE The Scope of Work and Evaluation Profile module will provide you with deta
9. and eccess your system remotely to see exactly what you See on your sqeen E Email Support Wliosaic makes every effort to answer your questions as quickly as possible First Mame Last Mame Tithe Organization Phone Email Figure 87 GEMS Support 2011 Mosaic Network Inc 68
10. house between 0 5 E Total of family members in house Street Address Line 1 Address Line 2 City E County Figure 13 Selecting sort order and preference 3 Click Finish to bring up the sorted database 2011 Mosaic Network Inc 16 First 5 Kern GEMS User Manual dap peaa CONTRACT ADMINISTRATION AGENCY AND CONTRACT DETAILS MODULE The Agency and Contract Details module will display information about your program and individual contract This module will also provide information about the programs being implemented and staff assigned to the contract These details are established by the Commission staff and are therefore read only To access the Agency and Contract Details module simply click on the menu item as seen below ntract Administration ncy and Contract Details TLE p a NT 2 z atan rof je ri r Gilu Low OG Lie A il i Budget and Invoices Once you have selected Agency and Contract Details from the menu you will be directed to the module below This module consists of recorded data in the upper portion and three tabs in the lower portion Each of these tabs of information is typically used as a reference tool and contains information specific to your mission Program and Contract Management fz x ea Record 1 of 1 gt ap H 2 V Text Filter First Back Next Last Grid Form Print Find Sort Export Pilot Testing System AGN499 Primary Phone Number Generated ID
11. m T First 5 Kern GEMS User Manual n iii mosaic E cmai aut To add a QPR click Add in the top GEMS Toolbar A new window will now appear Enter a Sustainability ID the desired quarter you would like a report on and the Report Output Click Save in the GEMS Toolbar Grid Form 49 Cancel lt lt oP First Back Mext Last QPR Summary Figure 34 Once Appropriate Information is Entered Click Save To add comments to a QPR first select the QPR for which you would like to add comments Then click Add located below the QPR Table Display K e Record 1 of 6 gt ep cp rA D p Wrei eam First Back Next Last Add Edit Delete Copy Grid Form Print Find Sort Export QPR ID QPR1 Quarter Quarter 1 July 1 September 30 Report Output Report Output QPR Feedback Summary Milestone Annual Target Cumulative Percentage Complete Date Achieved State Questions of Children of Parents Guardians of Providers of Other Family Members of Children with Special Needs Figure 35 Click Add to Enter Comments 2011 Mosaic Network Inc 33 First 5 Kern GEMS User Manual m iii mo AG E exshoterr a A new window will appear with a blank space provided for commentary Type your comments and click Check in the upper GEMS Toolbar R amp R Transactions Fa yy x 1 T t Posted row gt oD G b 9 A E a gt D tet First Back Next Last N fMar
12. milestone Then locate the particular service or program attached to this milestone that you would like to edit Highlight the desired service or program by clicking on the dark blue Instance ID number located on the left side of the window Once the service or program is highlighted click Edit in the top GEMS Toolbar Agency Wide Milestones Record 3 of 19 Next Last Number of parents who are engaged in parent education tha monstrate an increase in knowledge Number of parents who are engaged in parent education programs that demonstrate an increase in knowledge Numeric MDEF397 Instance Id Update Response Comments Date Add MTXN28488 09 06 2011 Parent education classes included a pre and post test component which measured the increase in knowledge that participants demonstrated after completing the session MTXN28482 09 01 2011 We showed excellent results in this area Parent education classes included a pre and post test component which measured the increase in knowledge that participants demonstrated after completing the session Parent education classes included a pre and post test component which measured the increase in knowledge that participants demonstrated after completing the session Parent education classes included a pre and post test component which measured the increase in knowledge that participants demonstrated after completing the session Parent education classes included a p
13. screen below This screen is also very similar to both the Quick System Wide Reports and the Advanced Reports screens The main difference in the GIS Reports option is that the results of the report will be in the format of a map GS Aeperts f Click to Select Report Category Click to Proceed Figure 54 Follow the Steps in the Report Wizard to Complete Your GIS Report R amp R EXPORT WIZARD MODULE To access the R amp R Export Wizard find and click on the menu item as shown below Data Analysis and Reporting Quarterly Progress Report Quick System Wide Reports Advanced Reports GIS Reports hah CDOT Wy zi Once you have selected R amp R Export Wizard from the menu you will be directed to a Report Wizard screen as shown below Click Next to proceed 2011 Mosaic Network Inc 48 il First 5 Kern GEMS User Manual mosaic E eehoter aut R amp R Export Welcome to the R amp R Export Wizard following are the steps for running this wizard Select Respondent Types select the client types associated with the R amp R you wish to export You may select multiple client types by holding Control and clicking on a client type Click Next Select R amp Rs Select which R amp R Profile you would like to export Select one 1 R amp R Profile Click Next Quick Parameters Select pre set parameters The dropdown titled Pre select following columns allows you to choose which sort of columns will be displayed in
14. three easy steps 1 Choose the type of results you would like to see data required data entered contract progress or any combination of the three Click Next 2 Choose up to four date ranges over which to view your progress Select a date range by clicking the check box to the left and entering the desired dates To see your progress over all dates select no date ranges Click Next 3 Select the format in which you would like to view the report and click Export and Save or use Click here to view the data as a new webpage Click to Proceed Figure 41 Follow Report Wizard Steps to Generate Your Comprehensive Target Report After you have selected Next you will be directed to the next screen which allows you to select your desired criteria from the three check boxes available Data Required Data Entered and Contract Progress Once you have selected the data you would like included in the report click Next to progress to the next screen 2011 Mosaic Network Inc 38 CE TE First 5 Kern GEMS User Manual a m IC Generate Target Report Select the type of results that you will like to see in the report it Data Required Type of data that you need to enter to show progress towards your contract s targets wr 2 Data Entered Overview of the data that you have entered that will count towards your contracts targets 3 Contract Progress Progress you have made towards your contracts targets FIH
15. 00000 23 50 50 099 00 00 00 000 Reports and Reminders Date Type Applies to Refresh Results Updated Sep 12 2011 08 54 Administration and Communication Your GEMS User Account Request GEMS Suppor Manual Milestone and Aggregate Service Quick Guide View Training Videos Figure 3 GEMS Portal DATA ORGANIZATION AND MANAGEMENT Split Screen Most GEMS screens include split screens which contain both general and specific information relating to the record you are viewing The top section of this pane known as the Header Pane contains the general information of the record such as first and last names and family ID The Header Pane makes it easy for you to navigate through a large number of records The bottom section of this pane Known as the Details Pane is used for modifying data Operations and reports can be accessed through either pane To access specific tables of data click on the appropriate tab at the top of the Details Pane Each tab contains a different type of record such as Child Details or Case Notes Whereas the Header Pane contains limited general information about the client the Details Pane contains multiple tabs of data associated with that client Menu Bar In addition to the main menu on the Landing Page GEMS provides a menu bar at the top of your screen that allows you to jump from one module to the next The options that appear in the top screen drop down menus contain the sam
16. 01 01 2007 Prog Entry Date 08 01 2011 Gender Female Address BAKERSFIELD 93313 123 Main Street Filter Box 9 Records Available Before Records are Filtered Surveys Services 1 Milestones 2 Case Notes 0 Milestone ID amp Title End Date for the Reporting Period Response Response numeric Notes MTXN28501 Child receives annual dental exams MDEF398 Met Not Met 08 05 2011 Met MTXN28502 Child receives restorative dental care MDEF402 Met Not Met 08 05 2011 Met Add Figure 7 Filter Operation The dataset is shortened after you have selected the filter criteria Rather than looking at all available records you have now narrowed your visible records to just one The navigation and operations will now treat the dataset as if it was just the filtered records Children 0 5 ember Name Allison A Anderson a e Demographics Entry Exit amp Consent Child Fields GEMS MEM ID MEM123036 Family Anderson FAM65s893 Ethnicity Multiracial 5 Date of Birth 01 01 2007 Entry Date 08 01 2011 Filtered Results 1 Record KERSFIELD 93313 Main Street 99 01 2008 Surveys Services 1 Milestones 2 Case Notes 0 Milestone ID amp Title End Date for the Reporting Period Response Response numeric Notes MTXN28501 Child receives annual dental exams MDEF395 Met Not Met 08 05 2011 Met MTXN28502 Child receives restor
17. 2011 Mosaic Network Inc 57 First 5 Kern GEMS User Manual m IC Contract Administration Agency and Contract Details nf Winrk and Evaluation Profile get and invoices Once Budget and Invoices has been selected from the menu you will automatically be directed to the screen below This module consists of a number of different tabs and fields of information The Commission staff will input the specific budget amounts so these figures will be visible to the user when viewing the module The Budget and Invoices module is divided into two separate panes the Header Pane and the Details Pane The Header Pane or top section of the Budgets and Invoices module displays general information about the budget such as Budget ID Contract ID and Fiscal Year You can navigate from one budget to the next by clicking the Next and Back buttons The Details Pane or bottom pane includes specific data on each budget JUUYSLS MUUuUIS E7 a a Record 1 of 1 gt Last irst Back Next Grid Form Print Find Sort Expor Budget ID BUD996 Budget Title Profile Id Test Profile CONTR1486 Assigned Staff Fiscal Year SE ee ee EET lS SS JTL Lead Budget Requested Amount 100000 00 Other Funds 0 00 Total 100000 00 Total Requested Total Other Funds Total Personnel 60000 00 0 00 60000 00 Benefits 0 00 0 00 0 00 Services and Supplies 10000 00 0 00 10000 00 Indire
18. A Fa i g ET t al a A Ld U egalt el i oS Agency Wide Milestones A nn E j ba pn Agency VVide RARS Sustainability QPR Summary Once you have selected the Children 0 5 module you will be directed to the screen displayed below From here you can add or edit information such as Core Data Elements Initial Outcomes and Entry Exit data You can also add notes by clicking on the Case Notes tab located at the bottom of the screen 2011 Mosaic Network Inc 24 tH osal First 5 Kern GEMS User Manual m IC Record 1 of 1 gt P T D Pa 2 f amp mjet ERA p First Back Next Last Add Edit Delete Copy Grid Form Print Find Sort Expor Anderson Allison A Member Name Alison A Anderson Soe erm nse Oe RV REE IE GNSS EES Sa Birth Intake Demographics Entry Exit amp Consent Child Fields a GEMS MEM ID MEM123036 a Survey 1 Family Anderson FAM65893 Ethnicity Multiracial KG Core Data Alt Member ID a Elements 1 Date of Birth 01 01 2007 Program Entry Date 03 01 2011 Gender Female Address BAKERSFIELD 93313 123 Main Street Address since 09 01 2008 Navigational Tabs Surveys Services 1 Milestones 2 Case Notes 0 Milestone ID amp Title End Date for the Reporting Period Response Response numeri Click Add to Adda New Record Figure 23 Use Navigational Tabs to Edit Add Information on Services Miles
19. KERSFIELD 93302 Lyanna 1 Weekly County support group meeting for parents of young children Topics discussed include time management children s emotional development fun playtime ideas ee 110 0 24 24 Kern BAK ___ Weekly om Teter ee n Figure 24 Add New Entry to Group Aggregate Services After you click Add you will be directed to the screen below GEMS will automatically assign a unique Transaction ID that can be seen in the upper portion of the screen To update your aggregate service simply select the service from the drop box Included in the drop down box will be all aggregate services and milestones that are assigned to your contract For each simply enter the beginning and end dates of the service typically the first and last day of the month and fill in the total number of services provided This number will be related to the number of clients that attended each service For example one class containing 20 students would be considered 20 services When completing the number of clients section simply include the number of repeat clients clients who have taken part in the service previously and the number of new clients clients who have never taken part in the service before GEMS will automatically populate the total number of clients based on the sum of these two boxes If you have any case notes simply enter them in the Case Notes section When you have completed the form click Save 2011 Mosaic N
20. Mosaic Network Inc 43 mM emenncee First 5 Kern GEMS User Manual m iii mo S AG E exhoeter a To Generate a New Report click the Generate New Report button Program Progress Report Figure 49 Generate a New Report Button You are now presented with a QPR template that is ready to be completed Complete the necessary parts of the QPR When you reach the bottom of the report you have the option of viewing the completed report before submitting Located below the Sustainability Updates Narrative box click on the blue underlined link entitled Click Here to View Complete Report flx Program Progress Report Quarterly Narratives a Executive Summary Sep elsa Hae o b Sustainability Updates Narrative SeLeN o m click here to download the cover page as a PD ls Archived A Report Log Automatic log of report activity _Proview Print Savefor Eating Later Relreshrepots Submit Figure 50 View Complete QPR Report by Clicking the Click Here to View Complete Report Button 2011 Mosaic Network Inc 44 euseenoe Lal Tr First 5 Kern GEMS User Manual m iii mosaic E cska at The report will now appear in a separate web browser window Once you have reviewed the complete report you can Preview Print the report Save for Editing Later Refresh Reports or Submit the report By clicking Submit you will submit the QPR for further revie
21. Projected Value Value projected in target assigment After Report Type is Selected Click Next to Proceed Figure 42 Select the Type of Report and Click Next to Proceed The next screen that appears will allow you to specify dates GEMS allows you to select a variety of dates or view reports without date restrictions Once you have selected the appropriate date range simply click Next Select one or more Date Ranges if dates are not selected ALL data will be mchuded by default E nter first Date Range 0 B Enter Second Daie Range batt p Select Date Enter Third Onte Range Ranges Where FI E Applicable Enter Forth Date Range ia Enter Fifth bate Rana After Selecting Date Ranges Click Next to Proceed Figure 43 Choose Desired Date Range and Click Next to Continue 2011 Mosaic Network Inc 39 smanun T First 5 Kern GEMS User Manual m Huy mosaic cmhku o at The final screen that appears provides you with the option of viewing your report in a new browser window by clicking the appropriate link Alternatively you also have the option of exporting the report into a Word or Excel file Simply select the preferred format from the drop down menu in the pop up box Click to View Report in New Browser Window Your report is ready to view print and or export Click to Select Figure 44 Select Desired Viewing and Export Method The
22. RD MODULE To access the R amp R Analysis Wizard simply click on the menu item as seen below Data Analysis and Reporting Quarterly Progress Report Quick System Wide Reports Advanced Reports GIS Reports R amp R Export Wizard DED Anah oic lAlicaore Man Aldo Wizard Once you have selected R amp R Analysis Wizard from the menu you will be directed to a Report Wizard screen as shown below Click Next to proceed 2011 Mosaic Network Inc 53 r osal First 5 Kern GEMS User Manual a iii mo Jie R amp R Analysis Wizard Welcome to the R amp R Analysis Wizard Here you can get R amp Rs analyzed with just a few simple steps 1 Choose Client Type Select the client type or types you wish to get data about You can use the CTRL and SHIFT keys to select more than one client type 2 Choose Profile Select by title the name of the survey you want analyzed You may only select one survey at a time If no transaction of that survey exist you will be notified 3 Quick Parameters Here you have a few options to limit which surveys to view You do not need to make any selection in this area Choose Chronological Limit Select which chronologies must be present in a survey if it is to be counted for the report You can use the CTRL and SHIFT keys to select more than one client type Choose Chronological to show Here you may select one or more chronologies that will actually be shown You can use the CTRL and SHIFT keys to select m
23. S Landing Page The link above will take you to a Landing page from which you can log into GEMS Use the button in the center of the page to access the GEMS login screen The links on the left of the screen do not require a password and allow you to access the following resource Contact GEMS support this link provides information about how to contact GEMS support by phone by email or online 2011 Mosaic Network Inc F af 3 osaic innepafien hreh eriek ant rese First 5 Kern GEMS User Manual z i LOGIN AND USER INFORMATION Logging in From the Landing page shown above select Log into GEMS in order to proceed to the login page Enter your User Id and Password in the login dialogue box Usernames and passwords shall be distributed through email contact GEMS technical support staff for more information regarding your username and password ovstem Login Log into GEMS iser ld Password Figure 2 The GEMS login box Access Levels GEMS allows a variety of access privileges for users Depending on access levels certain GEMS functionalities may or may not be available to each GEMS user For information on your allowed access please contact GEMS technical support staff Inactivity Please note that for security reasons if a user is logged into the system and is inactive for more than 20 minutes GEMS will log the user out of the system The system will provide a message to inform the u
24. a Personnel Expense To make a revision click Edit Personnel e eoon 5 E K 2 amp re lal First Back Next Last Add Delete Copy Grid Form Print Find Sort Export Personnel Expense Position Executive Director Sort Order Grand Total Salary Wages 50 000 00 Beneft 00 Requested Salary 00 00 Benefit Amount Figure 80 Personnel Expense Revision Window 2011 Mosaic Network Inc 64 WEEER Tag First 5 Kern GEMS User Manual Hy mosaic E exeheterr a In this example in order to move 1 000 from the Executive Director s salary amount you simply input 1 000 00 into the Salary Amount field shown in the figure below Then click Save to continue Personnel Ka a Editing row Ep 5 E E om gt Fs Text Find First Back Next Last f Cancel Grid Form Print Find Sort Export Personnel Expense Postion Executive Director Sort Order Grand Total Beneft 00 Requested Salary Beneft Amount O Figure 81 Personnel Expense Revision Window You will now be directed back to the Revisions window where the 1 000 00 should be displayed next to the blue box labeled Personnel Now say you want this 1 000 put towards services and supplies First click on the blue box labeled Services amp Supplies Revisions Record 2 of 2 gt ep lal 8 H f m a Se Text r 2 First Back Next Last Save Cancel Grid Form Pri
25. ative dental care MDEF402 Met Not Met 08 05 2011 Met Add Figure 8 Filter Results To remove the filter and return to all available records you must remove all text from the filter text field and then click the Filter button again This is important as the filter will remain on the dataset even after you have logged out of the system If this step is not completed you may find that your dataset is empty If this occurs reset the filter to return to all available records 2011 Mosaic Network Inc 10 First 5 Kern GEMS User Manual E amamanta No record found Figure 9 Reset Filter Error Message If you attempt to save your changes with at least one required field left blank or with erroneous data an error message will appear This will indicate that there is required information missing from the record that must be updated in order to proceed Message Fix the highlighted data fields before proceeding Figure 10 Example Error Message Access Levels Because GEMS allows various access levels for different users certain GEMS functionalities may or may not be available to each GEMS user Access levels for First 5 Kern fall into the following three categories gt Level 1 System wide read only access with full report printing capacity funder side gt Level 2 With Specified Access Rights funder side Research and Evaluation Staff Full user rights to data access and exports Finance Staff Full u
26. classes or number of days The fifth column labeled Current simply indicates whether the service is active If the Current column reads true then that service is currently active 2011 Mosaic Network Inc 18 First 5 Kern GEMS User Manual Gores OW aed Cmhueton Profis pim Recon 1 pii Er ici Hi faf ki My F Taa p Sareicas 16 Definition Service ID Assignment Service Tithe i unns Curreri Method in which the service will pe administered Ere Feat nya The Siem Pores vmi Tas TR ganeraied iO rurnbet Parca Crean Grae Poors piy Tes Units in which the sericea can be Maas ured EE aT le q TH Cero eS Cay DE a gms wig r mE tre then the i service is actie Ceastom i ms Dpt Geet Cieri Costac Fale Cat Gem Tiger Contact 7 Caan Tiss Tae Figure 15 Services Tab Surveys The Surveys tab includes specific information on surveys that are part of your assignment Survey data is listed in three columns the first of which is the Survey D This is simply the identification number given to each survey The second column Assignment Survey Name lists the Survey Assignment By clicking on either a specific Survey ID or Survey Name you can access specific information about the survey The third column Survey Title provides you with the title of the survey if different than the Survey Name Surveys 4 fefintion Surrey id Tirap Tiie
27. complete the form and click Save 2011 Mosaic Network Inc 22 Pi m iw mosaic First 5 Kern GEMS User Manual A a Speer O capka act Members x gt gt Ie H E a D Mire j First Back Next Last Cancel Grid Form Print Find Sane lee Child 0 5 Information a Child Id auto generated IMEM123046 Program Defined iiaiai e SS Middle Name Initial Name Suffix Complete mandatory aane o okis ien cik bie bar to see if client already Gender OT exists in GEMS osoren e Mothers Maide Child s Nicknames Fathers First Name Fathers Last Name Consent form signed Ei Date consent form signed nn Date consent form expires ee Program Entry Date nn Program Exit Date en Current Classroom Enrollment Date ae Current Classroom Enrollment Type Figure 20 Save New Child Record After Mandatory Data Fields are Completed UNUN LP Message The information you hawe entered indicates that this chent does not exist in the database You can save this record and proceed with your work Figure 21 Verify That the Entered Information Does Not Already Exist in the Database After you have saved your information you will arrive at the screen displayed below From here you can enter Surveys Milestones and Case Notes to the child s record by simply clicking on the tabs located in the lower portion of the screen To view or edit Entry Exit information Demographics or Child Fiel
28. creen option simply click on the yellow button located in the top right corner of your screen next to the red X By clicking on the Pop out button your current data screen will become a separate movable screen allowing you to view multiple screens at once Pop up Buttons GEMS has included specialty buttons in different details panes that can perform easy 1 click reports Clicking on a button will bring up a pop up window containing the information requested Many Pop up buttons are labeled 1 Click which provides a Snapshot of the module or record you are working with 2011 Mosaic Network Inc First 5 Kern GEMS User Manual mT e e Children 0 5 3X 4a lt a Record 1 of 8 gt op cP Yo T 2 F5 iv Text Find First Back Next Last A dit Delete Gt Form Prin Fin Sort port P Anderson Allison A Member Name Allison A Anderson C oaa Demographics Entry Exit amp Consent Child Fields Birth Intake GEMS MEMID MENM123036 Survey 1 Family Anderson FAM65893 Ethnicity Multiracial Alt Member ID ws Core Data Elements 0 Date of Birth 01 01 2007 Program Entry Date 08 01 2011 Gender Female Address BAKERSFIELD 93313 123 Main Street Pop up Buttons Address since 09 01 2008 Surveys Services 1 Milestones 2 Case Notes 0 Milestone ID amp Title End Date for the Reporting Period Response Response numeric Notes MTXN28501 Child receives annual
29. ct Cost 10000 00 0 00 10000 00 Sub Contractors 20000 00 0 00 20000 00 Total Expenses 100000 00 0 00 Information Organized by Invoices 4 Tab Invoice Period FY Submission Date Status Amount Quick Report Printable Invoice INV4292 Quarter 1 July 1 September 30 2011 09 01 Submitted 500 00 Click Here Click Here INV4293 Quarter 1 July 1 September 30 2011 09 08 New 0 00 Click Here Click Here INV4294 Quarter 1 July 1 September 30 2011 09 01 New 0 00 Click Here Click Here INV4295 Quarter 3 January 1 March 31 2011 09 11 New 0 00 Click Here Click Here zg Ea Amendments 0 Amendment Period FY Submission Date Status Amount Quick Report Figure 69 Budget and Invoices Module Overview 2011 Mosaic Network Inc 58 First 5 Kern GEMS User Manual INVOICING To create a new invoice click on the nvoices tab then click Add ae ee Mm mosaic Requested Amount 100000 00 Other Funds 0 00 Total 100000 00 Total Requested Total Other Funds 60000 00 0 00 FY Submission Date 2011 09 01 2011 09 08 2011 09 01 2011 09 11 Quick Report Click Here Click Here Click Here Click Here Quarter 1 July 1 September 30 Quarter 1 July 1 September 30 Quarter 1 July 1 September 30 Quarter 3 January 1 March 31 Click Here Click Here Click Here Click Here Amendment Period FY Submission Date Status Amount Quick Report Revisions 0 Submission Da
30. d Sort Export Budget Revision Date Submitted Revision Details _ telick Review item Requested Amount _ Submit Pe ooo __ 8 h Enter _ i information into r fis Header Pane z a men Te se Notes Figure 78 Enter Budget Revision Information Then Click Save Once the initial information is saved you will be brought back to the Revisions window To enter revisions click Edit as shown below 2011 Mosaic Network Inc 63 HEH Tay First 5 Kern GEMS User Manual H m IC Revisions Record2of2 gt oP T P S m First Back Next Last Add Delete Copy Grid Form Print Find Sort Export Budget Revision Payment Period Month Quarter 3 January 1 March 3 Date Submitted Payment Period FY Status New item St Personnel gg Services and Supplies 00 mies indirect Cost i E ei Subcontractor i 00 Total Revision Amount Notes Figure 79 Click Edit to Enter Revisions You can now enter Revision Details in the Details Pane To make a revision simply click on the blue box that corresponds with the budget area you are revising You can make revisions to Personnel Services amp Supplies Indirect Cost and Subcontractor fields When you click on the desired blue box a new window will appear The figure below shows a revision to
31. d Sort Export Foster Family Name Foster Income Level 30 000 less than 40 000 GEMS Family ID FAM65904 Expectant mom in the family No Children 0 5 Alt Family ID Total of children in house between 0 5 1 Tab Intake Date 09 01 2011 Total of family members in house 3 Exit Date Person assigned Address 123 Main St BAKERSFIELD 93301 Primary Phone Number 555 555 5555 Home Children 0 5 0 Case Notes 0 ae Click Add to Add a Date of Birth Intake Date Gender Surveys Child Services 0 Child Surveys 0 Child Milestones 0 Child Case Notes 0 Service ID amp Title Full Name Begin Date End Date No Units Unit of Measure Figure 19 Add New Child to Family Record After clicking Add you will be directed to the screen below The new child will automatically be assigned a unique GEMS ID number If you have an alternate ID number specific to your Program we suggest you enter this information in the Alternate ID field This will help you locate the record when you search for it later There are several required fields when adding a new child that must be completed before saving After you enter the child s general information name gender date of birth and mother s first name GEMS will ask you to check to see if this child has already been added into the system Doing this will avoid any duplication Providing the child does not already exist in GEMS simply
32. dental exams MDEF398 Met Not Met 08 05 2011 Met MTXN28502 Child receives restorative dental care MDEF402 Met Not Met 08 05 2011 Met Add Figure 5 Pop up Buttons Editing To edit a record in a table click Edit This will switch the system into edit mode where you will be able to change or add information Saving Information To save changes click Save This will exit you from edit mode and will save all changes and new information added Removing Changes To discard any changes click Cancel This will exit you from edit mode and will disregard any changes that have been made Required Information Some tables of data will have fields that must be filled in These fields are colored yellow If all yellow fields are not filled in you will be unable to save the information you have entered After you click Ok the unfilled required fields will be colored red These are the fields that must be completed to continue 2011 Mosaic Network Inc a osal First 5 Kern GEMS User Manual m jiii mo IC exter at Agency Wide Milestones a ta Bere Save and Cancel Filtet Buttons Milestone Definition ld Number of parents who are engaged in parent education that demonstrate an increase in knowledge MDEF397 l Client ld GROUP Reporting Period End Date g Required i Field Multichoice Response Numeric Response Notes Figure 6 Required Fields and Save Cancel Butto
33. ds click on the tabs in the middle portion of the screen The Pop out buttons on the right portion of the screen allow you quick access to the Birth Intake Survey and the Core Data Elements form 2011 Mosaic Network Inc 23 tH osal First 5 Kern GEMS User Manual m IC Record 130f13 amp wee eg First Back Next Last Form Print Find Export Foster Frank Member Name Frank Foster rc a Demographics Entry Exit amp Consent Child Fields GEMS MEM ID MEM123057 z Family Foster FAM65904 Ethnicity Alaska Native American Indian Alt Member ID Date of Birth 09 03 2009 Program Entry Date 09 01 2011 Gender Male Address Declined to share address information Surveys Services 0 Milestones 0 Case Notes 0 Milestone ID amp Title End Date for the Reporting Period Response Response numeric Notes Add Figure 22 Child Record Screen Overview CHILDREN 0 5 MODULE The Children 0 5 module provides you with direct access to information on the children enrolled in the system This module is similar to the Families module in that it provides access to several of the same fields The Children 0 5 module however focuses primarily on a specific child rather than the family as a whole To access the Children 0 5 module simply click on the menu item as seen below Clients Services and Outcomes Famille Minehiging all members pm E a ET e Lr igren U5 i m r r a a G
34. e information as in the main menu 2011 Mosaic Network Inc First 5 Kern GEMS User Manual m jiii mo AG u cpko art Getting Back to the Landing Page If you need to close your current data screen and return to the Landing Page simply click on the red X inset in the top right corner of your screen Clicking on this will close your current data screen so make sure to save any changes you have made before closing the screen Anderson Family Name Anderson Income Level 20 000 less than 30 000 Close Screen and Pop Out Box GEMS Family ID FAM65893 Expectant mom in the family No Alt Family ID Total of children in house between 0 5 1 Intake Date 08 01 2011 Total of family members in house 3 Exit Date Person assigned Address 123 Main Street ARVIN 93203 Primary Phone Number 111 111 1111 Cell a ae Children 0 5 3 Case Notes 2 GEMS ID Full Name Alt Member ID Date of Birth Intake Date Gender MEM123036 Anderson Allison A 01 01 2007 08 01 2011 Female MEM123041 asdf asdf 09 11 2011 09 11 2011 Male MEM123042 Clark Steve 03 10 2008 09 01 2011 Male Add Surveys Service ID amp Title STXN362221 Children attend preschool class SRV3039 Full Name Begin Date End Date No Units Unit of Measure Anderson A Allison 09 01 2011 09 01 2011 1 0 Other Figure 4 Data Screen Pop out Screen To access the Pop out S
35. ers a lt a Record 1 of 6 gt ap ack First Bax Next Last Anderson Family Name Anderson Income Level 20 000 less than 30 000 GEMS Family ID FAM65893 Expectant mom in the family No Alt Family ID Total of children in house between 0 5 1 Intake Date 03 01 2011 Total of family members in house 3 Exit Date Person assigned Address 123 Main Street ARVIN 93203 Primary Phone Number 111 111 1111 Cell Children 0 5 3 Case Notes 2 Full Name Alt Member ID Date of Birth Intake Date Anderson Allison A 01 01 2007 08 01 2011 Female asdf asdf 09 11 2011 09 11 2011 Male Clark Steve 03 10 2008 09 01 2011 Male Surveys Child Services 1 Child Surveys 3 Child Milestones 2 Child Case Notes 0 Service ID amp Title Full Name Begin Date End Date No Units Unit of Measure STXN362221 Children attend preschool class SRV3039 Anderson A Allison 09 01 2011 09 01 2011 1 0 Other Figure 17 Add Family to Records This will direct you to the screen displayed below The new family will automatically be assigned a unique GEMS ID number If you have an alternate ID number specific to your Program we suggest you enter this information in the Alternate D field This will help you locate the record when you search for it later Mandatory fields are colored yellow meaning you will be unable to save any information unless you complete all the required fields If you are adding a child i
36. etwork Inc 26 Beet San SESE EOER Tr First 5 Kern GEMS User Manual n losalc E asks o anc neces 7 Group Agaregate Services fz x Parent Guardian Services 24 Child Services 4 Provider Services 4 Program Services 1 e gt y ll 9 E Wired inal First Back Next Last Save Cancel Grid Form Print Find Sort Export Group Aggregate Service Transaction Delivery information Service Transaction ld STXN362233 Client Id GROUP Select a Service Service ID amp Name l ve from the Dropdown Menu Benois county Kem Carty Endpate SS Cy TI Total of Services Se ZipCode sw Total of Repeat Clients Total of New Clients ia Total of Clients 0 Provided By Oe Comments Figure 25 Update Aggregate Service Data and Click Save AGENCY WIDE MILESTONES MODULE From the main GEMS Portal under the Clients Services and Outcomes module header find and click menu item displayed below Clients Services and Outcomes B ee qe Se udma all members QPR Summary This module allows you view your Agency Wide Milestones in an interactive and organized format Each individual milestone appears in bold followed by the various programs and services that are working to accomplish that milestone 2011 Mosaic Network Inc 27 mosaic First 5 Kern GEMS User Manual aaia arc To edit an existing service or program that is attached to a specific milestone first locate the
37. export Check the boxes next to the desired columns and click Next to proceed You can also click on the Select All or Select None to select all or none of the columns R amp R PDEF479 Birth Intake Survey Click the Select All or Allow Multiple Select None button to choose all columns for Auto Show export or choose none of the columns for Administrations Gap _in Days_ L exporrt respectively Chronological Types Description V File History V File Status Group F Group Order Instructions F Name of questionnaire Figure 59 Choose Columns For Export and Click Next The next screen will ask you to choose the parameters that you want to fill Similar to the previous step select your parameters by clicking on the check boxes located next to each parameter You can also click Select All or Select None to choose all parameters for export or choose none of the parameters for export respectively Click on Next to continue The following step is to choose a format for the output Specify the Visual Style Format and Order for your data and then click Finish to continue 2011 Mosaic Network Inc 51 First 5 Kern GEMS User Manual m IC R amp R Export Column Name l ir Visual Style R amp R PDEF4T9 Birth Intake Survey Allowed Association Types fel FP black on white wif Pa dj oy ony fe i bold A i i Ins
38. final report will provide you with specific details on your milestone progress intil hama Figure 45 Sample Comprehensive Target Report 2011 Mosaic Network Inc 40 on Siuu eH mosal First 5 Kern GEMS User Manual ei ae C Erimning a coher svat DATA ANALYSIS AND REPORTING QUARTERLY PROGRESS REPORT MODULE From the main GEMS Portal under the Data Analysis and Reporting module header find and click on the menu item shown below Data Analysis and Reporting duarteriy Progress Report Advanced Reports A small window will appear prompting you to either Load an Existing Report or Generate a New Report Program Progress Report Figure 46 Quarterly Progress Report Initial Screen 2011 Mosaic Network Inc 41 wEEEnnee m First 5 Kern GEMS User Manual Huy mo AIG S eehotery at To Load an Existing Report click Load Existing Report You are now presented with Current Reports and Archived Reports in a Grid View Select a report by clicking on its corresponding row and click Ok select a report Date Submitted 1st Select the desired QPRby Eee Gece as Ce ct clicking on its corresponding row 2nd Click OK to view QPR Figure 47 Select Report By Click on its Row Then Click OK to View QPR 2011 Mosaic Network Inc 42 First 5 Kern GEMS User Manual lf the existing report has already been submitted then you will be able to view it in a read
39. grant evaluation and management solution FIRST 5 KERN GEMS USER MANUAL 1i TTT TILI TiiL M D D E A D TTT CILLE e Pore TM BRS eae aa building networks of people and technology A FRLLTT ETT eet F mii 3 First 5 Kern GEMS User Manual _ ak E Sekata are research TABLE OF CONTENTS PROCESSING GEMS ineine ce sect se denescaececaeceacsbeneseensaamaacesnaueocetwatdecesestandenenccastotuaseesaates 4 ACCESSIN Bt a oa meaner eee ne ee eee nee EEA eee eee 4 LOGIN and User Information ccccccssssececccseseeccceeeeseececeeeueeececeeaseceeecseaeceeessuaaeeessuageeeeessaageeesess 5 Basie Navid aUo Meo a E E E a E E E S 5 CENG PON a a A E T E ee eee ee eee 5 Data Organization and Management cccccccsssseseccceeeecseeeseeeeeeeeeeaseeseeceeeeeessaeaseeeeeeeeeseageeseeeees 6 GEMS Database Toolbar cccccccccscsssssssseeeeceeeeeeeeeeeeeeaeaeeessseeeeeeeeeeeeeeeeesauaeeaaceeeeeeeeeeseeseeseseas 12 Advanced Operations in Database Toolbar cccccccccccceeesseeeeeeeeeeeeaeeseeeeeeesessaaesseeeeeeeessaaeess 14 Contact AdMINISHANON asedressnenssasan aana aa D a a E 17 Agency and Contract Details MOUIGC ccccccccsssssseeceeeeeeeeeeseeceeeeeseeesseeeeeeessauaaasseeeeeeesaaaaess 17 Scope of Work and Evaluation Profile MOUIC cccccccecceesssssseceeeeeeeaeeeeceeeseeeeeeeeseeeeeeeeaas 18 Clients Services ANd OUTCOMES c ccccsecssecccseeenseeeneeenseee
40. he pop up box below will appear To enter information into your invoice click Edit Sutil BUDS Pace Yaa inf Recoticth Pitt Eart fy ot iia Fapersi Lari Posion iesse redar et f iO araam Tino oo Herel Armani fi Beguen Fiii ETERA ieee S Te oe gt m m oh iii jTi Figure 74 Click Edit to Enter Information to Your Invoice 2011 Mosaic Network Inc 61 emnneoce T First 5 Kern GEMS User Manual m iii mo S AIC S eehoter act After you click Edit the pop up box will be in edit mode allowing you to input the necessary numbers Required fields are colored yellow However if an amount of 0 applies to one of the required fields you will still be able to save the record with the existing number 0 in the box You do not need to input any additional numbers since 0 fulfills the requirement of completing the required field After you have completed your entry click Save doheck Hia Ache inate 1 z3 Filiis Ca lite y b mum y Ew gt m E FEA Bach Meal Ei l afi EE ELIF IFT F L Fimi rT kapart i eee ed yo aoe Far Saiya O Salary Toini LEUH Cormglete Required Fiplds Figure 75 Click Save After Required Information Has Been Entered After you have saved your invoice you will be directed to the screen below Your invoice is now complete and can be reviewed printed or submitted If you need to make changes to you
41. ils on specific services targets surveys and milestones involved in your assignments These details are established by the Commission staff and are therefore read only To access the Scope of Work and Evaluation Profile simply click on the menu item as seen below Contract Administration Agency and Contract Dstaile Scope of Work and Evaluation Profile Budget and invoices Once you have selected Scope of Work and Evaluation Profile from the menu you will be directed to the screen displayed below This module includes four tabs of information that appear vertically allowing you to view all the information in a single scrollable screen The first tab listed is labeled Services Services The Services tab includes a listing of all services the Program provides such as Developmental Screening and Community Outreach Events Services are organized by columns the first of which is the Service ID This is simply the reference number given to the specific service The second column Assignment Service Title provides you with the title of the service provided By clicking on individual Service IDs or Service Titles you can access more detailed information The third column indicates the method or Modality of the service The Modality specifies the way the service is administered such as in a Classroom or through a Home Visit The fourth column measures the units in which the service can be measured such as by number of classes series of
42. in anew browser window click here Or To save report as a Word or Excel file click the button below Word Document doc Figure 67 Select Viewing and Export Method and Click Export and Save Button 2011 Mosaic Network Inc 56 First 5 Kern GEMS User Manual Here is sample of what your R amp R Analysis should look like R amp R Analysis Report for PDEF479 Not Set Percent Global Statistics Profile transactions 2 Distinet clients 2 1 When did this child s mother first receive prenatal care from a doctor not selected a lst Tnmester 0 3 months b 2nd Trimester 4 5 months c 3rd Trimester 7 9 months d Not at all e Do not know Decline to answer bo legal value Missing Total 2 How often did this child s mother receive prenatal care from a doctor throughout her pregnancy bd not selected 0 Once 0 2 6 Times 0 Monthly 50 legal value 0 Missing 50 Total 3 Did this child s mother smoke during preganacy not selected Yes No legal value Missing Total 4 What was the length of the pregnancy for this child not selected Full term Tei 1 Figure 68 Sample R amp R Analysis Report BUDGETS AND INVOICES BUDGET INVOICE MODULE OVERVIEW The Budget and Invoices module allows you to view budgets allotted for your program You can also generate invoices through this module To access the Budget and Invoices module simply click on the menu item as seen below
43. ined Family Id seuat H o Family Last Name lisequalto E PO intake Date liseqalto wl E Exit Date liseqalto Ea R Income Level is equal to e lt Not Selected gt gt Expectant mom in the family is equalto E lt cNot Selected gt gt J Total of children in house between 0 5 seuat wl PO Total of family members in house lisequalto wl PO Street Address Line 1 lisequalto wl Pe Figure 12 Step 1 Enter Find Parameters 2011 Mosaic Network Inc 15 as eunnoooe m T First 5 Kern GEMS User Manual mo alc cxmhraticry si Advanced Sort This button reorders the records in the database according to the criteria you selected This wizard takes you through the following steps 1 Select columns to sort on You choose from the fields available in a given panel these fields will be the same as the fields listed in the records you are attempting to sort 2 Select sort order In the next screen identify the specific order Ascending Descending for the records You can also move the selected sort criteria up and down in the list by selecting the field and pressing Up or Down This order determines the sorting preference Clicking Next sorts the database in the desired order and the wizard confirms the same Alternate Program Defined Family Id Family id Family Last Name P intake Date Exit Date E income Level Expectant mom in the family r Total of children in
44. ing advanced operations 1 Advanced Find allows you to find a specific record 2 Advanced sort allows you to order your database on multiple criteria of your choice 3 Export allows you to export data based on the criteria you have chosen filtered report 2011 Mosaic Network Inc 14 EEE osal 3 First 5 Kern GEMS User Manual m MO AIC E exehoeter a i3 p5 1 Export Find Sort 2 Figure 11 Advanced Data Function Tools 1 Find 2 Sort and 3 Export Advanced Find The button opens a wizard that allows you to find the record that matches the criteria selected This wizard takes you through the following steps 1 Enter find parameter You choose from the parameters available in a given panel For example under the Family Details panel Family ID is an available parameter If the field in the table is of type LoV then the system displays a small button beside the criteria box Once you have chosen the desired criteria to search proceed by clicking Next If you want to clear previously selected criteria click Clear All to start afresh Clicking Cancel will close the wizard 2 Find Results The system then displays the records that match the criteria ina spreadsheet view You can click on the desired record and the system will display the corresponding record in the background Clicking Finish closes the wizard Find a record Family Id is equal to PO Alternate Program Def
45. k Save Cancel Grid Form Print Find Sort QPR Comments QPR Comments Date Administered los 14 2011 rs QPR Comments Ee a Sa a BD S i First Created Last Updated Figure 36 Click on the Check Button to Verify Commentary Once your response has been verified click Yes to save this form now Congratulations your responses have been correctly verified Please save your responses Will you like to save this form now Figure 37 Click Yes to Save Commentary Form 2011 Mosaic Network Inc 34 First 5 Kern GEMS User Manual a iii mo AIC u exehoeterr a Your validated QPR Comment will appear in a new window press the small red X button in the upper right to return to the QPR main screen R amp R Transactions Record1of1 5 E amp B E ken p First Back Next Last Add Edit Delete Copy ToMark Grid Form Print Find Sort QPR Comments Validated Mf Text e Click here to return to the QPR Summary main screen Assigned to OPR1 Number of questions completed 0 1 Administered 09 44 2011 QPR Comments survey ID PDEFS534 QPR Comments Transaction ID PIXNG5433 This survey profile was first created on 09 14 2011 last edited on 09 14 2011 and last edited by maccount maccount Figure 38 Once QPR Comments Have Been Validated Click Red X to Exit 2011 Mosaic Network Inc 35 y First 5 Ker
46. n GEMS User Manual mosaic EO E saris imnenastion thrpamgh erineks E opkoop sni resi TARGET ANALYSIS amp DATA COMPLETION QUICK REVIEW OF CONTRACT SOW MODULE To view the Quick Review of Contract SOW report simply click on the menu item as seen below Taraet Analvsis amp Data Completion Leu Fi Iir IE a T j Bi ni g L i i E TY Once you have selected Quick Review of Contract SOW from the menu you will be directed to the screen below A pop up window will appear allowing you to access a general report based on your targets and transactions You can view this report in a new browser window by clicking the appropriate link Alternatively you also have the option of exporting the report into a Word or Excel file Simply select the preferred format from the drop down menu in the pop up box After selecting the format you can view or print your report Click to view report in a new W browser window Your report is ready to view print and or export Select document type and click to export report Figure 39 Select Your Preferred Method for Viewing the Report and Click Export and Save 2011 Mosaic Network Inc 36 First 5 Kern GEMS User Manual m IC MosaicTestiz23 CONTR69 Mosaic Network MF amp HS Happy Toddler Child Care TEST Scope of Work amp Evaluation Profile dosaicTest123 osaic Network MF amp HS Happy Toddler Child Care TEST Target Auto Calculated 1 1 Prenatal wome
47. n enroll in Early Head Start argat Definition Id arget Text 1aui Number of chidren who are referred connected to a health insurance provider x 1 3 Prenatal women complete a prenatal exam at the local health clinic or at the Sub Regional clinic Short Target Tite arget Text 1 1 3 of parents with ch ldren 0 5 wall report the use of a regular primary care proidermedical home TRGTIO Figure 40 Sample Quick Review of Contract SOW Report COMPREHENSIVE TARGET REPORT MODULE The Comprehensive Target Report provides you with a detailed report on your targets services and transactions To access the Comprehensive Target Report simply click on the menu link as seen below Target Analysis amp Data Completion Quick Review of Contract SOW a na m m 3 arrat larmar TOMDrEnNENnNSIVEe arget Kepri 2011 Mosaic Network Inc 37 eunnnooe First 5 Kern GEMS User Manual 2 Hi mo AIC caia arc Once you have selected Comprehensive Target Report from the menu you will be directed to the screen below You are then able to produce a report based on the specific information that you would like to view The Comprehensive Target Report can be completed by following the three simple steps outlined in the pop up window below To initiate the report simply click Next or Cancel if the report has been requested in error Generate Target Report Nelcome to the Comprehensive Target Report You can run this report in
48. n on your individual Milestones or specific goals Milestones are typically very specific outlining the steps required to meet your Targets The Milestones tab is divided by columns the first of which is labeled Definition Milestone ID This simply refers to the reference number given to each specific milestone The second column Assignment Milestone Title specifies the details of the milestone You can access additional information on each milestone by clicking on either the individual Milestone ID or the Milestone Title The third column Projection Type indicates the type of response required For example a response could be met not met or expressed numerically The final column labeled Current specifies whether the milestone is active If the Current column reads true then that milestone is currently active CLIENTS SERVICES AND OUTCOMES FAMILIES INCLUDING ALL MEMBERS MODULE To add a new child or client into GEMS simply click on the menu item as seen below Clients Services and Outcomes rambes including all members Group Agaregate Services Agency Vvide Milestones Agency VWide R amp Rs Sustainability UPR Summary After clicking on the Families module link you will be directed to the screen below To add a new child or family into GEMS simply click Ada 2011 Mosaic Network Inc 20 First 5 Kern GEMS User Manual m iii mo Jie aphur at Families including all memb
49. new password Password see rl User ID ipa Type of User user ommu o liser Conlact Inlonnahgan eSa me Akemate Phone No Email mpanamarenko gmail cam yg Po Pe Cy State Zip Pf Figure 86 Updating Your Password 2011 Mosaic Network Inc 67 Boe San m First 5 Kern GEMS User Manual m Huy mio IC E exci at REQUEST GEMS SUPPORT You can contact GEMS support with any questions or concerns you may have Simply click the Request GEMS Support link on your desktop to access the page below m HOME m ABOUTUS m OFFERINGS m GEMS TECHNOLOGY Hir E reachus ig i wy nn ope pera ip pera agh mgY rel F E Mosaic Network Inc 5266 Hollister Ave Suite 123 Mosaic Hetwork Ine Sante Barbara CA 93111 F200 Hollister Ave Suite 123 Office directions Santa Barbara CA 93111 Directions Toll Free Humber 1888 575 9372 Phone RDS BRP 0022 Phone 205 992 0992 infoeneossic metwork com i E Phone Support Micsasic phone support is available Monday through Friday from 8AM to SPM PST 805 692 0992 227 0R Toll Free 1866 575 9372 Please note many organizations have contacted with Mosaic for assistance outside regular support hours Please contact your administrator of Whosaic to find out if this ts the case for you and if so what your 24 hour number ts for support E Online Support and Live Remote Assistance This is often the fastest way to help solve your problem We can chat with you
50. ns Find The Find feature allows you to quickly and easily find records in a table You should simply type the search criteria in the field to the right of the blue Find button then click Find to fetch the data Eaa ood O o o o The system will navigate to the first record that matches the search term A drop down will appear in the place of the text field which will display all of the search results Selecting a record will automatically navigate the system to the record selected To reset the search simply click Reset and type in a new search term JANE DOE MEM98373 1975 01 01 JANE DOE MEM98373 1975 01 01 OHN DOE MEMS8a72 1972 01 01 Filter The filter operation allows you to limit the dataset that is visible from the table that appears in the module This is a very useful tool when you want to view certain information without seeing all available records To use the Filter option type a filter term in the text field to the right of the blue Filter button Once you click Filter the filtered records will appear 2011 Mosaic Network Inc First 5 Kern GEMS User Manual Children 0 5 He Raono gt gt rT BE ew 2 ls amp tex inal Anderson Alligon A ber Name Allison A Anderson E Demographics Entry Exit amp Consent Child Fields MS MEM ID MEM123036 amp Fara porel i Family Anderson FAM65893 Ethnicity Multiracial Member ID ate of Birth
51. ns and click Save in the top GEMS Toolbar Agency Wide Milestones za ac Print Se lt a Editing row cy Nex W Text Fite First Back xt Transaction Id MTXN28487 lestone Denton it lumber df parents who are engaged in parent education that demonstrate an increase mn knowledge MDEF397 Nand gt Client Id lgRouP i Reporing Peres ena bate gaan Multichoice Response Met R Numeric Response 16 00 Notes Parent education classes included a pre and post test component which measured the increase in knowledge that participants demonstrated after completing the session i Find Sort Export Figure 27 Once Modifications Have Been Made Click Save 2011 Mosaic Network Inc 28 eee osal First 5 Kern GEMS User Manual m IC AGENCY WIDE R amp RS MODULE The Agency Wide R amp Rs module provides you with a series of surveys that will be conducted by or on behalf of the client To access the Agency Wide R amp Rs module simply click on the menu item as seen below l F p F x ia mh iF ar Phi miah m Clients Services and Outcomes Families including all members we aoe iim rar L Children 0 5 ee USLA eo LL Agency QPR Summary Once you have selected Agency Wide R amp Rs you will be directed to the screen below The drop down menu featured below allows the user to select the appropriate survey from the list Once you have chosen a survey the a
52. nseeeneeeneeeensueeeueuaseeusseeneesogseeoassoeess 20 Families Including All Members Module ccccccccsseeeceeeeeeseeeeeeeeeeseeesaeeeseeeesseaeeeeeesaaaeeeees 20 TMC CTO TONS esnie E statsce osu ssaueqelesncouaeceancecuncseengeeueeceudseasstatececoutasecaatugers 24 Group Aggregate Services Module cccceseccceeeeceeeeseeceeeeeeeaeeeeseceeeeseeeaseseeeeeesseeeseeeeeeeesaaas 25 Agency Wide Milestones MOdule cccccccssescceeccaeeceeeceeeseceeeeseeeceeessaueeeeessaaeeeesssaaeeeesssaaass 29 Agency Wide R amp RS MOdule cccccsssscccccssssseeecceesecececseuseceecesauseceeessauseeeecssaeeeessaaseeeesssaaaes 29 Sustainability Module ciacsxccctsasencamedaseosdansasenccscasaismeltsmondaenstexwassimectiaueisun edsdeoudexesdecntieeniocameleenutent 30 OPR Summary Module sesantia T R e candi EE RAEE DE E 32 Target Analysis amp Data Completion ccccccsssssseeeeeeeescceessneeeeseeeeeesneeeeeeseeooeesseeeeeesseoenseeeeees 36 Comprehensive Target Report Module cccccccccseseceeceesseceeeceeesececeseeaeeeesssaeeeesseeaeeeeeesaas 37 Data Analysis and Reporting ssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnnm 41 Quarterly Progress Report Module cccccccccscccsccececececsessssesssaaeeeeeeeeeeceeeeeeeeesesseeesesssnaaaees 41 Quick System Wide Reports Module ccssssssseceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesy 45
53. nt Find Sort Export Revision Date 09 23 2011 2 Payment Period Month Quarter 3 January 1 Mi Date Submitted Date Accepted Payment Period FY Status New pete even tem _ Submit 3 a s ERA r k E Y l Ir o i oneraionat 00 Subcontractor E N Total Revision Amount Notes Figure 82 Budget Revision Window 2011 Mosaic Network Inc 65 WEEE Tag First 5 Kern GEMS User Manual iii mosaic u exhceterr a A new window will appear Click Edit in the upper toolbar to make the necessary changes You can now enter 1 000 00 into the informational field labeled Requested Amount as shown below Click Save to continue Services amp Supplies f TE ZQ Ka a Editing row c gt ap ks E 4 aa 2 i Z Text Find First Back Next Last Cancel Grid Form Print Find Sort Export EM supplies Sort Order Grand Total pe O O e ae 1 000 00 Notes Figure 83 Update Requested Amount Field and Click Save You will now be directed back to the Revisions window Make sure that the Total Revision Amount at the bottom is equal to zero Then click Save to continue You are now able to Submit the revision by clicking the blue Submit button on the right side of the window Revisions 3 4 Ka a Record 2 of 2 gt ep 9 Te First Back Next Last ance Gri
54. nto the system you will need to assign them to a family in GEMS This does not require you to provide detailed information on the family but simply a name with which siblings can be connected Although not all fields are required you should strive to complete as many as possible This will provide the tools to produce more detailed reports and statistics on the children in the system To save the new entry simply click Save Families including all members a Ho z r uf Cancel Grid Form Print Find Sort Expoy FAMILY INFORMATION GEMS Defined Family id FAM65903 Alternate Program Defined Family id YA an First Back Next Last S Address Line 2 Family Last Name County Kem County Intake Date a Exit Date jf B Income Level m ls there an expectant mother in the famiy TA Numbertype wl Total of children in house between 0 5 Total of family members in house Person assigned Figure 18 Save New Family Data 2011 Mosaic Network Inc 21 First 5 Kern GEMS User Manual mosaic Once you have saved your information you will be directed to the screen below The family name GEMS ID and any other information you have entered will appear in the top portion of the screen To add a child to the family simply click Add Families including all members Ka e Record 7 of 7 ap ar J D FI pet A a tex eae First Back Jext ast d i elete Copy Grid Form Print Fin
55. only format If the existing report has not been submitted then you are able to view and edit information on the selected report Once all the information is determined to be accurate there are four options for continuing You can either Preview Print the QPR Save for Editing Later Refresh Reports or Submit Preview Print will allow you to view the print version of the report and print it out Save for Editing Later will simply save the data in the report for later use Refresh Reports will return with QPR to its original completed state Submit will allow you to submit the report however once the report is submitted you will not be able to modify it further Program Progress Report is x Quarterly Progress Report Quarterly Progress Report PPR Date Administered Cover Page Status of the Report automatically filled New Provide a short title for the report Something that will be easy for you remember this report by in the future Choose Fiscal Year for the report Fiscal Year 2007 2008 Choose reporting period for the report E Quarter 1 E Quarter 2 E Quarter 3 E Quarter 4 Date Report was Created 09 12 2011 EH Date reports was last submitted C Contract Number 123456789 Program Name Early Intervention Program Report Prepared By Name Figure 48 Decide Between the Following Preview Print Save for Editing Later Refresh Reports or Submit 2011
56. ore than one client type Figure 63 R amp R Analysis Wizard Start Screen Now you will be prompted to choose a Client Type Select the desired Client Type and click Next to proceed R amp R Analysis Wizard Association Type all that apply Parent Guardian Provider Aggregate Client Type MILESTONE_LOG REQ DOC INSURANCE Site Visit Tool F R aiii Figure 64 Choose Client Types and Click Next to Proceed Next choose a Profile Type and click Next to continue 2011 Mosaic Network Inc 54 mo osal First 5 Kern GEMS User Manual m IC R amp R Analysis Wizard Choose R amp R Profile Birth Intake Survey PDEF4 79 Core Data Hements PDEF480 Universal Intake Egt Form PDEF502 Figure 65 Choose Profile Types and Click Next to Proceed The next screen will ask you to set a Profile Filter for your R amp R Analysis Once your Profile Filter is set click Next to continue R amp R Analysis Wizard Date Administered lis equal to Fa Validation Status is equal to m lt lt Not Selected gt gt Select Figure 66 Choose Profile Filter and Click Next to Continue 2011 Mosaic Network Inc 55 First 5 Kern GEMS User Manual a iii mo AIG E 3 phu n a Your report is now ready to view Choose your preferred viewing and export method from the drop down menu and click Export and Save Your report is ready to view print and or export To view report
57. p R Export Choose R amp R Profile Association Type fall that apply Parent Guardian Provider Aggregate Client Type Agency Wide Progress Report CDE MILESTONE_LOG REQ DOC INSURANCE Site Visit Tool QPR Sustainability Figure 56 Choose Desired Client Type and Click Next to Continue 2011 Mosaic Network Inc 49 aesuss T First 5 Kern GEMS User Manual _ m IC Next choose a Profile Type and click Next to continue R amp R Export Bith Intake Survey PDEF4 79 Core Data Hements PDEF480 Universal Intake Exit Form PDEF S02 Figure 57 Choose Desired Profile Type and Click Next to Continue The next screen allows you to choose Quick Parameters to specify your R amp R Export Choose the desired parameters and click Next to proceed You can also click the yellow Quick Export button to view a less detailed report faster R amp R Export Onty show records of selected participant type Pre select following colums Responses and Profile Transaction Pre select following fiters DaeAdminstered O V Check to show text instead of keys Click here to quickly Export your report without having to complete the proceeding steps Figure 58 Choose Quick Parameters and Click Next Click Quick Export to View a Less Detailed Report Faster 2011 Mosaic Network Inc 50 TERTI First 5 Kern GEMS User Manual m Hi ai iaiemnitiansia AIC ceai arc Now you are able to Choose Columns for your
58. pplicable questions will appear After checking the appropriate checkboxes you can click Check to verify that you have completed the survey properly To save the survey simply click Save oa 2 2010 Dropdown Question1 eae allowing the rr user to select the Question appropriate Survey m Question3 E First Created Updated Figure 28 Choose Survey from Drop Down Menu and Complete Click Save When Complete 2011 Mosaic Network Inc 29 First 5 Kern GEMS User Manual m IC SUSTAINABILITY MODULE From the main GEMS Portal under the Clients Services and Outcomes module header find and click on the menu item shown below Clents Services and Outcomes Families including all members To add anew Sustainability Record click Add in the top GEMS Toolbar A new window will now appear containing several informational fields Fill in the appropriate information and click Save to complete the record Sustainability Fr v r EAA 5 i TA 4p Text Fih te First Back Next Last Nave J Cancel Grid Form Print Find Sort Export Sustainability Sustainability ID susT lie f e s a Ee Figure 29 Once Information Has Been Entered Click Save To add comments to a Sustainability Record in Form View click Add found below the displayed record information Sustainability E m 4 e Record 1 of 2 gt ep p l4 T D E im gt ae T Text x_ Fir
59. r invoice click Edit You can make changes to your invoice until you submit it at which time it can no longer be edited ya a Record 31 of hack Adie aT 1E Ear Lt a at Grd Faar al Sind HET prr T Imite infarineien e A e Fiscal Year Eede Daie Click to Print or 1 Click Revisa regte Details hn ei mn E iy fi a E id A te bron pert iphm lera C o O Figure 76 Make Necessary Changes to Invoice Then Submit Review or Print 2011 Mosaic Network Inc 62 F SEEEEEE T First 5 Kern GEMS User Manual m iii n no IC S eehoter act BUDGET REVISIONS This area allows you to revise an Agency Budget In this screen you can add or remove funds to or from a budget line item To add a new revision click Add shown below and complete the related fields Amendments 0 Amendment Period FY Submission Date Status Amount Quick Report Revisions 0 Revision Period FY Submission Date Status Amount Quick Report Allocation Categories Result Service Figure 77 Add New Budget Revision You will be directed to the screen below First you will need to enter information into the Header Pane This information includes Revision Date Payment Period Month Payment Period FY Then click Save to proceed Revisions a amp R 5 A O o o my A amp g a gt First Back ex as Cancel Grid Form Print Fin
60. re and post test component which measured the increase in knowledge that participants after completing the session Number of women 4st Hi ghli ght egnancy Number of women who did not drink alcohol during pregnancy Numeric MDEF423 7 service or program Instance Id p i by clicking on Comments corresponding Instance Id or at risk pregnant women measures the number of women who did not drink during their pregnancies 08 30 2011 i This workshop for at risk pregnant women measures the number of women who did not drink during their pregnancies MTXN28498 08 11 2011 i This workshop for at risk pregnant women measures the number of women who did not drink during their pregnancies MTXN28496 07 19 2011 6 0 This workshop for at risk pregnant women measures the number of women who did not drink during their pregnancies MTXN28497 07 19 2011 10 0 This workshop for at risk pregnant women measures the number of women who did not drink during their pregnancies MTXN28495 07 05 2011 10 0 This workshop for at risk pregnant women measures the number of women who did not drink during their pregnancies Child entering kindergarten is ready for school Child entering kindergarten is ready for school Met Not Met MDEF427 Instance Id Update Response Comments Date Add MTXN28481 09 01 2011 Met All 50 children in this program are ready for school Figure 26 Select the Service or Program and Click Edit Make the necessary modificatio
61. ser rights to fiscal access Program Staff Full user rights to program defined activities gt Level 3 Full Functionality funder side 2011 Mosaic Network Inc 11 First 5 Kern GEMS User Manual am GEMS DATABASE TOOLBAR The table below provides a description of each Database Toolbar icon and its functions in GEMS GEMS Data Toolbar Options Database Toolbar Icon Appears Toolbar When Option Arrows take user to the first record in the table double Data In left arrow to the previous o Record 1 oft Browse record single left arrow to Sagaon mode the next record single right arrow or the last record double right arrow n Adds a new record to the existing table In this case Data ae the Status Message reflects Modification Browse Sa the addition of the new Add New mode record by adding one to the last value of the record Data In Modification j Allows user to edit the Browse Modify current record mode Current Data In Modification Allows user to delete the Browse Delete relate current record mode Current 2011 Mosaic Network Inc First 5 Kern GEMS User Manual aio p Bramma GEMS Data Toolbar Options Database Toolbar Icon Appears Toolbar When Option Copies the current record Data In aoe and creates a new record Modification Browse 0py with the identical Copy to New mode l l information Data medr Save the information the n
62. ser that s he will be timed out If s he is still using the system s he may click Ok to stay logged into the system If the user does not choose to stay logged in or is away from the computer the system will log him or her out The user will need to log back into the system if this occurs BASIC NAVIGATION GEMS PORTAL Once you have logged into GEMS you will be directed to the main hub of the system or the GEMS portal The GEMS portal provides an overview of the Kern County system and its capabilities Along the left side of the screen is the main menu which will direct you to different sections or modules of the system Clicking on one of these menu links will direct you to that specific module The center of the screen displays graphical statistics on specific Kern County information such as milestones expenses and client demographics 2011 Mosaic Network Inc mW osal First 5 Kern GEMS User Manual m IC grant evaluation and agement solution Welcome to GEMS Lyanna Clark Your account type is PRGRMBSC Contract Administration A aS Quick Data Statistics amas Client Demographics Aggregate Services Income 1 00 4 100 7 0 00 4 eh omononeonon runoaan ta 11 18 00 00 000 Target Analysis amp Data E nann raer er Fara ae Completion Quick Review of Contract SOW Comprehensive Target Report Expenses Data Analysis and Reporting Quarterly Progress Report 500 00
63. st Back Next Last Add Edit Delete Copy Grid Form Print Find Sort Export Sustainability ID SUST3 Funding Type Foundation Funder State Farm Quarter Quarter 1 July 1 September 30 Status New If other please specify Dollar Amount 345345 00 Click here to add Notes comments to a Sustainability Record Figure 30 Add Comments to a Sustainability Record by Clicking Add 2011 Mosaic Network Inc 30 First 5 Kern GEMS User Manual a jiii mio IC E exehoterr a A new window will appear with a blank field for adding comments Type your desired comment and click Save R amp R Transactions A Posted row gt oy inal Hj H First Back Next Last Check Mark f i Cancel Sustainability Comments x a m E Print Find Sort H El Grid Form Sustainability Comments Date Administered 09 13 2011 cs Sustainability Comments Sep elsa DK o First Created Last Updated Figure 31 Click Save Once Comments Have Been Entered Your Sustainability Comment will now appear in a new window with the title R amp R Transactions at the top If the Sustainability Comment is validated indicated by a Validated in green then click the red X in the upper right to return to the Sustainability Record in Form View R amp R Transaci tions lt a na Record 3 of 3 gt p gt oP Back Next Last First Add Sustainability Comments Validated iN g a o 3 fil Es
64. te Figure 70 Add Button Locations After you click Add you will be directed to the screen below You must complete the top portion of the screen and save as seen below Until you save the top portion of the new invoice you will be unable to enter any further information invoices First Sm Expense Information Payment Peroa uate T Payment Period ev gt jfa 5 HO G j j i text Next Last Save f Cancel Grid Form Print Find Sort Export Status Inos Date Submited Bome E x lt Complete fields in upper portion of screen then click Save annn Expense Details tem Prop 10 Program Budget Total pes ee ee unes Oooo D Dewo Revenues fd as eel PEA Ee Percentage Withheld Amount Withheld Total Coenen aE Figure 71 Complete Information Fields in Upper Portion of Screen Then Click Save 2011 Mosaic Network Inc Filtes 59 Bozzie Fez mosaic TE as nin First 5 Kern GEMS User Manual o After you have saved the general invoice information click Edit to enter specific information in the screen below If you do not click Edit you will not be able to complete the invoice Invoices 4e Record 4 of 4 gt a T D B ka bP FA Bree E First Back Next Last Add f Edit Delete Copy Grid Form Print Export Find Sort Expense Information
65. tones and Case Notes MTXN286501 Child receives annual dental exams MDEF395 Met Not Met 08 05 2011 Met GROUP AGGREGATE SERVICES MODULE The Group Aggregate Services module allows you to add and modify aggregate service transactions To access the Group Aggregate Services module simply click on the menu item as seen below Clients Services and Outcomes ramiles including all members Chidren 0 2 SroupfaAga Once you have selected the Group Aggregate Services module from the menu you will be directed to the screen displayed below The screen is comprised of tabs describing the clients served such as Parent Guardian Services or Child Services To add a new entry select the appropriate tab and click Add 2011 Mosaic Network Inc 25 First 5 Kern GEMS User Manual mosaic Groupa gaia Services Ej j x 23 Child Services 4 Provider Services 4 Program Services 1 4 a D za 4 Fs amp P dit C Grid Form port Dele Print Find Sort Export Parent Group Sety Client Contacts Parent Guardian Begin End Date Total Total Total Total County Date of ofNew of of Units Clients Repeat Clients Clients Zip Provided Number of Comments Tags By Occurrences Attached to the Record 09 01 2011 09 03 2011 3 0 15 3 18 Kern BAKERSFIELD 93302 Mosaic 1 County Select a Tab attended STXN362191 07 05 2011 07 05 2011 1 0 1 25 26 Kern BA
66. tructions Name of questionnaire MHRHORRARASBAAABAB EGE 1 Figure 60 Choose the Format of the Export and Click Finish to Continue Before you can export and view your report you must select the filter parameters for your report When you have selected the desired filter parameters click OK to proceed to the export window select Report Parameters x Select the fiter parameters for your report lc lt Not Selected gt gt Allowed Association Types a lis equal to lt Not Selected gt gt Select ose is equal to is equal to lt lt Not Selected gt gt Chronological Types is egual to lt lt Not Selected gt gt is equal to lt Not Selected gt gt lt Not Seten lt lt Not Selected gt gt lt Not Selected gt gt is equal to E Ee N Sata gt Figure 61 Choose Filter Parameters and Click Ok 2011 Mosaic Network Inc 52 SEER EDOR T First 5 Kern GEMS User Manual m osal C 1 amam anc i You are now ready to export and view your report m Click to view report in a new Your report is ready to view print and or export browser window To view report in anew browser winda click here Or l To save report as a Word or Excel file click the button below Select document type and click to export report Figure 62 Export and View Your Report Using the Given Options R amp R ANALYSIS WIZA
67. w QUICK SYSTEM WIDE REPORTS MODULE The Data Analysis and Reporting category provides you with various reports based on the data you have entered into GEMS The first module in this category is Quick System Wide Reports To access this module simply click on the menu item as seen below Data Analysis and Reporting Quarterly Progress Report LUICK oSYSIEN VWWIdE REPOMs Pave ol The Quick System Wide Reports option will provide you with a fast and easy way of producing reports based on the system as a whole When you click on the menu item you will be directed to the screen below Quick System Wide Reports pao epe Outcomes Targets a Select Report Raw GIS Tables Caledon 6 Special Purpose Click to Proceed sa Figure 51 Choose Desired Report Category and Click Next 2011 Mosaic Network Inc 45 a smnnnnsn m T First 5 Kern GEMS User Manual i Hey mosaic E amaia at You will then be directed to the next screen where you can select the report you would like to view After clicking Next you will have the option of viewing the report in a new browser window or exporting the report into a variety of programs Quick System Wide Reports Figure 52 Choose Which Type of Report to Load And Click Next ADVANCED REPORTS MODULE The second reporting option in the Data Analysis and Reporting menu is Advanced Reports To access Advanced Reports simply click on the menu item as seen below
68. your export The dropdown titled Pre select following filters allows you to select which filters will be available when you arrive at the filtering step of the wizard Use the check box Check to show text instead of keys if you would like to view your export as values instead of value keys To view a list of key to value associations click on Export Keys After reviewing and competing these steps click Next in order to proceed to filtering data f you would not like to filter your data you may use the Quick Export option at this point Select Columns Using the check boxes select which columns to display in the spreadsheet some columns will be automatically checked based on the Parameters set in step 3 Click Next Select Parameters Select the columns by which you would like to filter some columns will be automatically checked based on the parameters set in step 3 Click Next Format Columns Alter the format for each column selected Most likely you will not need to re format the columns Click Finish Filter Your Data Specify filters for your data by entering filter values and selecting filter type Click Ok Preview and Export Select how you would like to view your Export as an HTML preview or saved as an Excel Word or HTML document Figure 55 Click Next to Proceed With Your R amp R Export Now you will be prompted to choose a Client Type Select the desired Client Type and click Next to proceed R am

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