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CO KIT SCENARIOS MANUAL

1. Assign Funding Source for funded Mumber mm TGYS Mentoring SH Block Grant Evidence Based Youth Focused Delet Edit For an activity funded by multiple funding sources each funding source can be selected from the field Assign Funding Source for funded Individuals found at the bottom of this screen shot To designate the number of people funded click the Edit button enter the appropriate number and click Update Activities can also be linked to multiple Outcomes If it was necessary to set up separate outcomes for each funding source simply select more than one outcome from the drop down list This allows you to have an activity linked to more than one outcome thus linking the activity to multiple funders 64 MULTIPLE FUNDERS In the example on the previous page the total number of unduplicated youth receiving the curriculum was 40 Approximately 60 of the funding for this activity came from ADAD 25 youth while 40 of the funding for this activity came from TGYS 15 youth NOTE Although Assign Funding Source for funded Individuals reads Choose One it means Choose Applicable Module Implementation Screen Cohort The cohort function essentially creates a grouping of individuals from your longer listing of all program participants set up in the Individual Enrollment screen For the system to group these individuals they must first be enrolled in order t
2. 30 34 40 44 50 54 60 64 oo 8 98 oo o oo 0 o Do 65 and older Please make sure the number of participants in each category adds up to fhe total number of participants T4 DROP IN CENTER SCENARIO Drop In Center This scenario explains how to set up and track on going Drop In Center services in CO KIT To adapt this example follow the screens used here but enter values appropriate for your agency and program Module Planning Screen Activity gt Recurring Activity Type Mentoring Knowledge Base Activity Activity Name Activity Type Outcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 100 Activities per year CEN Frequency designated in number of approximate sessions per month T Humber Sessions 2 Length of Sessions in hours Assign Funding Source for funded Discretionary Violence Prevention c 1 Click Add In the Activity Name field type in Drop In Center 2 From the Activity Type field s drop down list select Recurring 3 Select the appropriate Outcome s Activity Code and Service Population from the drop down lists for those fields 4 Fill in the information for the Description Total Unduplicated Participants Frequency Number Sessions and Length of Session in hours fields 78 DROP IN CENTER 5 Choose the funding source
3. MANAGEMENT When entering a case management activity in the Planning module you only need to enter one generic activity that can capture all services that fall under case management More specific descriptions of each case management session can be entered in the Implementation module By setting up case management as a recurring activity you can track attendance and enter pre and post test data for program participants Therefore be sure to set up each participant receiving case management in Individual Enrollment first example provided below Module Implementation Screen Individual Enrollment E Intake Date Hone Individual Enrollment Entry Date Cancel General Information FirstName Fie Middle Initial Last Name Race Ethnicity WE Gender sl ES Birth Date or Age Range Marital Status Single e Status ee temi Duca None Local ID Encrypted Contact Information ne me OS Client Encryption List Emergency Contact Information Additonal Information In our example you see that demographic information 15 also recorded for each participant in this screen 69 MANAGEMENT Module Implementation Screen Cohort Participant Cohorts Cancel Activity Case Management 000 ME Planned Number Served 40 Group Type Individual Cohort Name Seefe 1 Available Participant List Funder Formula Help Mental Health and
4. Smith Family Session Number ROI v Service Date TIER Service Location Activity Code Service Population E Hrs Min Name of Cohort Session Length S kkebsel Service Description l Click Add Select the Program and the Program Description automatically populates Select the Activity and the Activity Description automatically populates Click on the Outcome and the Outcome Statement automatically populates Select the Name of Cohort for the group that participated in the session The Session Number automatically generates and cannot be selected on this screen Enter the Service Date and Service Location For Activity Code select Home Visitation For Service Population select Parents Families Enter the hours and minutes for the Session Length If the session lasted for 3 hours for example 0 must still be selected in the Min field 10 Enter the description for that individual session in the Service Description field 11 Click Save 39 HOME VISITATION TRACKING FAMILY Module Implementation Screen Recurring Activity Attendance The attendance feature shown below allows for detail regarding attendance of individuals rather than simply associating a service with a group of people Search Q Att
5. Block Grant Evidenced Based Family Focused Prevention Programs Delete The Participant Cohort screen allows you to create groups of participants and link those participants to a specific activity As such in order to track individual attendance in program activities a cohort needs to be created l and attached to a particular activity To do this Select the Activity to which you will link the individuals The Description and Number Served fields automatically populate from the information entered in the Planning module s Activities screen Group Type should read Individual Type the name of the Cohort into the Group field The Participant List box displays the individuals available to be added to the cohort Select an individual and then click the center arrow button This shifts the individual to the Client Name Funder box on the right side of the screen TIP You can select and move multiple individuals at one time by holding down the Ctrl key while you select the individuals If the person s participation in the activity is funded by the Colorado Children s Trust Fund select this from the drop down box under Funder If person s participation 15 not funded by CTF the Funder can remain as none Click Save 24 TUTORING PROGRAM Module Implementation Screen Cohort EN 0 Participant Cohorts Activity me
6. Reports Client Data Coalition Mentoring Knowledge Base Outcome Activities Program Initiative Ed View Nurturing Parenting Prograrr save Programs Cancel Dun Need Statement Prenatal Plus Parenting Program he Program Nurturing Parenting Program Name Description Rationale lt gt 1 Click Add to open form for data entry information into all yellow fields required 2 The information to plug into this screen can be found in your grant proposal 3 The following fields have character limits of 255 Description and Rationale summarize or paraphrase the information in the grant to accommodate these character limits 4 Click Save 14 CURRICULUM BASED RECURRING ACTIVITY Module Planning Screen Outcome ition Mentoring Knowledge Base Administration OMNI Supp Population Outcomes View Existinq Increase Outcomes By 06 30 2006 Increase Parenting Skills positive parenting from 3 to 5 among Parents Families using Parenting Profile c Funding Source Choose One Cancel Program Intended Outcome Achieve Date p 30 2006 Target Population Parents Families IOM Classification Verb Measured By Change From B Change To 5 Measure Tool 1 Measure Tool 2 Outcome Title l Once the Outcome screen has been selected click To Population Outcomes Click Add 2 The Fundin
7. The three Other fields are for use by each individual agency These questions cannot be hard coded into CO KIT However if your organization chooses to make use of these fields the information needs to be typed in manually for every match closure entered into the system If you choose to use the Other fields make sure all of your program staff are aware of how your agency decided to define each field You may also want to document this in your CO KIT User Manual 11 CURRICULUM BASED RECURRING ACTIVITY SCENARIO Curriculum Based Recurring Activity This scenario 15 an example of entering a curriculum based class into CO KIT While the classes in this example focus on parenting skills specifically the Nurturing Parenting Program this scenario can be used as a model for any program containing a series of classes that have set beginning ending dates and a fixed group of participants To adapt this example follow the screens used here but enter values appropriate for your agency and program Module Planning Screen Funding Source owledge Base Administration OMNI Support Off 4 Target Funding Source Funder Name Choose One ke Funding Source Choose One e e Add Funding Source CDPHE Colorado Children s Trust Fund Remove Funding Source Select Funding Sources Click drop down Funder Name Select CDPHE Click drop down Funding Source Select Colorado Child
8. DATA COLLECTED ON SAMPLE OF PARTICIPANTS Module Client Data Screen Outcomes Individual Planning irov al Implementation Reports Client Data Coalition Mentoring Intake Info Exit Info Outcomes Individual Individual Assessment Select Activity Help Survey Instrument Cohort Lis Select Participant Survey Type mm Survey Date The Individual Assessment information should be entered only after the participant has completed the pre test AND the post test By entering only those individuals with complete pre and post test data the amount of outcome data entry will be reduced to only those used in calculations NOTE Please also refer to the Tracking Demographics Only Scenario often used when administering pre post tests with a smaller sample of participants 60 MULTIPLE FUNDERS SCENARIO Multiple Funders Often agencies receive funding for services from multiple sources e g ADAD TGYS private foundations This scenario highlights the areas of CO KIT that are important for such agencies with blended funding The example demonstrates how to link outcomes activities and individuals to multiple funding sources On occasion more than one of your funding sources requires the use of CO KIT In this case you have two options for entering data 1 Allocate participants within activities to various funders This option works well if multiple funders pay for the same activity
9. CO KIT SCENARIOS MANUAL MAY 2006 Prepared by OMNI Research amp Training Inc Denver CO OMNI ACKNOWLEDGEMENTS PRIMARY WRITER OMNI RESEARCH AND TRAINING Elizabeth Winter M A SECONDARY WRITERS OMNI RESEARCH AND TRAINING Mitch Ferguson Carole Broderick Ph D Erica Boyce M C J EDITOR OMNI RESEARCH AND TRAINING Karin McBride M A ADDITIONAL READER OMNI RESEARCH AND TRAINING Laurie Larson CO KIT Project Directors COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT Jos Esquibel Director Interagency Prevention Systems OMNI RESEARCH AND TRAINING Carole Broderick Ph D Prevention Research Director Colorado KIT Steering Committee COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT Jos Esquibel Barbara Ritchen Gina Febbraro Scott Bates COLORADO ALCOHOL AND DRUG ABUSE DIVISION Mary Vanderwall Karen Abrahamson Melody Durso Terry Rousey COLORADO DEPARTMENT OF CRIMINAL JUSTICE Anna Lopez Michele Lovejoy COLORADO DEPARTMENT OF EDUCATION Janelle Krueger COLORADO STATE UNIVERSITY COOPERATIVE EXTENSION Christine Cerbana SOUTHWEST CENTER FOR APPLICATION OF PREVENTION TECHNOLOGIES SWCAPT Joanie Liebman OMNI RESEARCH AND TRAINING Carole Broderick Laurie Larson Sharon Liu Elizabeth Winter Mitch Ferguson Karin McBride FAMILY RESOURCE CENTERS ASSOCIATION Bill Michaels Virginia Howey GIRLS INC OF METRO DENVER Carol Browar F
10. 34 40 44 50 54 60 64 HI 65 and older Please make sure the number of participants in each category adds up to the total number of partficipants 53 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Infrastructure Milestone Edit 4 Infrastructure Milestone Tracking Delete Infastructure Outcome Maintain Awareness of Parenting and Kid Use Intermediate Outcome Development Print Intermediate Completion Date Po Intermediate Complete Milestones Distribute 0 Reporting Period Begin Date 09 15 2005 End Date 09 15 2005 Total Time EN Milestone Completion Complete This screen 15 used to record milestones that have been completed Once the activity has been recorded in the Implementation module s Single Activity screen it can be checked as Completed in the Implementation module s Infrastructure Milestone screen Fill in the Intermediate Completion Date field only after Milestones have been completed 54 TRACKING DEMOGRAPHICS LARGE GROUP COHORT SCENARIO Tracking Demographics Large Group Cohort The large group cohort was requested as a way to note the demographics of a group of people receiving services without having to track individuals particularly in the case of sampling only administering pre post test data to a subset of participants Remember if you enroll individuals in a recurring activity demographic information 15 automati
11. None Local ID and Encrypted 6 If you are using a Local ID number enter that number in the text box AND click the circular button next to Local ID NOTE The Local ID will not be the displayed ID if this button is not selected 7 Add information to the white fields as necessary 8 Click Save REMEMBER Once you click Save the choice to display the Name Local ID or Encrypted number cannot be edited PADE 30 HOME VISITATION Module Implementation Screen Cohort Participant Cohorts Cancel Activity Hame Visitation 0 pU Number Sewed P Group Type Individual Cohort Name Seife _ Participant List OMNIO1 Thesailorman Popeye Chent Broderick Carole OMNIO1 tere Ser Block Grant Evidenced Based Family Focused Prevention Programs Boyce Erica ter Elizabeth Eid 9708006281427 Jones Peter Smith Father Smith Child 1 1 FR Funder Block Grant Evidenced Based Family Focused Prevention Programs Block Grant Evidenced Based Family Focused Prevention Programs Block Grant Evidenced Based Family Focused Prevention Programs To create a Cohort containing the family members make sure the Cohort 15 linked to the family Recurring Activity Because you can link multiple Cohorts to the activity you can create as many Cohorts as you have families The Cohort Name should be something that 15 easily linked to the participants
12. Service Date Service Area Activity Code Count Method Service Population Count EY E TEE Session Length 1 Hrs Min Name of Group Service Description Demographics As in the example above a suggested use for the Service Date 15 the last day of each month This allows for the data entry to represent the group of participants receiving case management rather than entering each phone call or contact individually The Session Length will only allow the selection of hours and minutes not longer periods of time such as days or months This can be used to represent the average amount of time spent on case management for each participant however and the Service Description can be used to make this note The Count represents the total number of individuals who received case management during the month The Single Activity screen also allows for data entry on the aggregate demographics of those individuals who received the case management service This portion of the screen 15 shown below 76 MANAGEMENT Module Implementation Screen Single Activity Demographics Demographics Number of Participants 20 Participants By Race White Black B J Native American Asian Pacific Islander Hispanic Latino Multethnic Other o Participants By Gender Male Female Participants By Age Group 4 12 14 18 20 25 29 35 39 45 49 55 59
13. Two Yes Complete Withdrew 72 MANAGEMENT Module Implementation Screen Cohort Participant Cohorts Cancel Activity Case Management 00 zr MN Planned Number Served A0 Group Type Individual Cohort Name Available Participant List Person One Person Three Funder Formula Help Mental Health and Crisis Intervention and Treatment Needs Delete Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Delete Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Delete OPTIONAL COHORT SET UP Agencies experiencing high attrition in their case management program and or that may not track participant attendance will not have post tests to enter into CO KIT for those who discontinue services A time saving way to manage pre post test data entry in these circumstances 15 to create a Pre Post Cohort that includes only the clients who have completed pre and post tests see example above Typically the entry of these pre and post tests would be done at the end of the grant year because that is when you would know who has both a pre and post test This Pre Post Cohort can also be used when case management services are set up as a Single see set up later in this scenario rather than Recurring activity type and
14. Evidence Based Youth Focused Prevention Programs Enter the Cohort Name the same one you selected earlier our example above uses the teacher s name In the Participant List box click the participant you want to add to the cohort NOTE you may select more than one participant by holding down the Ctrl button and clicking on other participants To move the highlighted participant s to the Client Name Funder box on the right side of the screen click the center arrow gt button Select the funder for that individual 1f appropriate Click Save 91
15. FER e 40 4 4 a 9 9 to 7 5 3 s 10 aj 50 4 5 5 9 9 9 Ee e ES e al RD SO ERE TEEN ESSE Tl IC RS D Eod Sst 0 IHIH Total monthly program days el aoe ie Total number of kids However before tracking attendance in this manner check with your funding agency for policy procedure for reporting services delivered If attendance 15 tracked 1n this manner you will not be able to enter pre or post test information without completing additional steps because individuals are not linked to a large group cohort Please refer to the Case Management scenario for examples showing how to create cohorts that enable pre and post test data entry in the Client Data module 60 DROP IN CENTER Module Implementation Screen Recurring Activity ning Approval EET Reports client Data coatitior Individual Enrollment Cohort Family Enrollment Recurting Activity Single Activity Infrastructure Milestones Recurring Activity Print Data Collection Farm Program Program Description The center will have many activities available for youth such as Sports arts and crafts tutoring group discussions and classes on drugs and alcohol mm Activity Description Drop in Center activities include recreation arts and crafts music games etc terae Decrease Delinguency Tio YS Outcome Statement 06 30 2006 Decrease Delinquency from 35 t
16. Local ID number enter that number in the text box AND click the circular button next to Local ID NOTE The Local ID will not be the displayed ID if this button is not selected Add information to the white fields as necessary Click Save REMEMBER Once you save the choice to display the Name Local ID or Encrypted number cannot be edited 18 CURRICULUM BASED RECURRING ACTIVITY Module Implementation Screen Cohort MI Support Log Off Cancel Activity Nurturing Parenting Classes Il LN Number Served Group Type Individual k Cohort Name Participant List Name Funder 104 Colorado Children s Trust Fund ze 101 Colorado Children s Trust Fund ze 105 v 105 none In order to track individual attendance in program activities a cohort needs to be created and linked to a particular activity l Select the Activity to which you will link the individuals 2 The Description and Number Served fields automatically populate from the information entered in the Planning module Activities screen 3 Group Type should read Individual 4 Name the Cohort using the Group Name field 5 The Participant List box displays the individuals available to be added to the cohort Select an individual and then click the center arrow button This shifts the individual to the Client Name Funder box on the right side of the screen TIP You
17. amp POPULATION OUTCOMES Module Planning Screen Outcome Go To Population Outcomes Planning Funding 5 Population Outcomes View Existing Choose Outcomes Outcome Statement S Funding Source Cancel Print Program Intended Outcome Achieve Date Target Population Parents Families IOM Classification Verb Measured Maintain Value Measure Tool 1 Other Tool 1 Measure Tool 2 Choose One Outcome Title This Population Outcome must be created in order to track the activity of sending out the newsletter because Activities must always be linked to a Population Outcome 50 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Planning Screen Activities Planning E Funding Source Heed Statement Program Outcome Activities C Activity Activity Name Parenting Newsletter Dissemination Activity Type Ontcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 000 Activities per year ERES Assign Funding Source for funded individuals This Activity above represents a detailed description of the last Milestone leading to the Intended Outcome of Maintain Awareness of Parenting and Kid Use created in the Infrastructure Outcomes section Creating this Activity allows us to track it in the Implementation module and tracking Sing
18. for example your mentoring program 15 being funded by both ADAD and TGYS 2 Separate activities by funding source For example ADAD pays for mentoring while TGYS pays for parenting classes In other cases you may want to track all of your agency s services in CO KIT even though some of your funders don t require the use of CO KIT 1 private foundation grants As you proceed through the following example you will notice we are working in two modules Planning and Implementation Remember that your evaluation plan must always be set up in the Planning module before you can enter data Also it 1s important to remember that you must enter Individual Enrollment data Implementation module before you can enter Cohort information Implementation module 61 MULTIPLE FUNDERS Module Planning Screen Funding Source tration OMNI Support Log OF SM Aro re pees H Eet EE el WEE Li alition Me rom Know egge Planning Appro wal Implementation Reports Client Data Need 1 MET r Oes Funding Source d statement Program Outcome cti 4 Target Funding Source Funder Name Funding Source Choose One Add Funding Source CDPHE TGYS Mentoring Remove Funding Source select Fundimg ADAD Block Grant Evidence Based Youth Focused Prevention Programs Sources When setting up your evaluation plan in the Planning module be sure to sele
19. test This means the Cohort is created after the organization has completed its data collection process Select the names from the Participant List box Click the center arrow to shift the individuals from the available Participant List into the Cohort TIP You can select multiple individuals by holding down the Shift key and clicking on each name to be added to the Cohort Click the center arrow to move multiple people into the Cohort at the same time 3 Click Save once you have added all the individuals to the Cohort m 58 DATA COLLECTED ON SAMPLE OF PARTICIPANTS Module Implementation Screen Recurring Activity Individual Enrollment Cohort Recurring Activity Single Activity Infrastructure Milestones Program Program Description Alternatives to Use addresses individual factors that influence young person s decision to use substances Activity Evaluation Activity Description collecting pre post data on delinquency Outcomes Decrease Delinquency Name of Cohort Evaluation Sample Session Number 201 Service Date Activity Code Service Population Session Length E Hrs in Service Description The Evaluation Activity will only be implemented twice once for a time during pre test collection and once for a time during post test collection The date entered could represent the beginning or the end of the collection period This can be noted in the Service Description 59
20. 1s linked to the selected outcome 4 Type a general description of the tutoring program the Description box More specific descriptions of each session can be added later in the Implementation module For the Activity Code select Education Services for Youth For the Service Population select Elementary School Students a Click Save Implementation Screen Individual Enrollment EU Individual Enrollment muc General Information FirstName Billy Middle Initial LastName Smith SS Race Ethnicity Gender Male num Date or Age Range Marital Status Single vw Status Duca None Local ID O Encrypted Contact Information nem O Emergency Contact Information Additional Information As seen in the above screen sample enter each child who receives a tutoring service 23 TUTORING PROGRAM Module Implementation Screen Cancel Cohort Participant Cohorts Activity Tating UM A Number Served Group Individual v Cohort Name i _ Participant List 032 028 027 Funder D10 4 026 Block Grant Evidenced Based Family Focused Prevention Programs Delete Block Grant Evidenced Based Family Focused Prevention Programs Delete 001 Block Grant Evidenced Based Family Focused Prevention Programs Delete D15 031 D13 Block Grant Evidenced Based Family Focused Prevention Programs Delete
21. 2 You want to track the family unit rather than tracking only parents or children the family members must all be participating in the same activity 3 You will be collecting outcome data for the parents The other way to track a family 1s through the assignment of family related Local IDs This allows you to link each individual to a family without having to link the entire family to the same activity such as 1 Bob Jones Jones1 01 2 Jane Jones Jones1 02 3 Jimmy Jones Jones1 03 29 HOME VISITATION Module Implementation Screen Individual Enrollment Intake Date iji Entry Date 49 23 2005 Race Ethnicity Birth Date or Age Range Marital Status Single v Status Mentoring Lem Encryption 9 None Local ID Encrypted maes SS State Zip Code Phone Phone i Additional Information In the Implementation module s Individual Enrollment screen enroll every member of the family who 15 expected to be present at all sessions Click Add Enter the Intake Date in the field at the top right corner of the screen Enter the participant s information in the yellow fields required Choose EITHER to enter the Birth Date OR the Age Range NOT both If you enter an age range the system assigns a random birth date that falls within that range 2 For Encryption please refer to your CO KIT User Manual for definitions of
22. 240 Activiiesperyear 2 Frequency designated in number of approximate sessions per month RN Number Sessions 0 Length of Sessions in hours 0 Ee 7 T Assign Funding Source for funded individuals Formula Gender Specific Services 67 MULTIPLE FUNDERS SCENARIO Case Management This scenario details how to set up a case management activity in CO KIT and can be used as a model for any program containing case management services To adapt this example follow the screens used here but enter values appropriate for your agency and program This example includes the set up required to enter case management as a Recurring or Single Activity The Recurring Activity and necessary components are detailed first followed by the single Activity Module Planning Screen Activities gt Recurring Activity Type Planning Ap Funding Source Need Statement Program Outcome Actuites Activity Name Activity Type Chitcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year Dr Activities per year Frequency designated in number of approximate sessions per month D Number Sessions D Length of Sessions in hours 1 Assign Funding Source for funded individuals Funding Source Number Funded Formula Help Mental Health and Co occurring M 40 Delete Edit Crisis Intervention and Treatment Needs eed 68
23. 5 Other o Participants By Gender Male l7 Female z3 Participants By Age Group 0 4 pn 5 11 8 12 14 B7 15 17 ER 18 20 5 21 24 ID 25 29 0 30 34 35 39 0 40 44 45 49 i 50 54 0 55 59 0 60 64 0 65 and older Please make sure the number of participants in each category adds up to the total number of participants Done Internet Remember that Service button enables you to track same single activity while reducing data you would re enter for new service dates l On the Single Activity screen click the gray Search button 2 Onthe Search Single Activity page select Search from AII 85 DROP IN CENTER From the list that displays choose an existing service date for the drop in center activity and click the Select button When that service date displays click the Copy Service button at the top of the screen Now enter the new service date modify the service description enter the demographic information and click Save 60 CREATING IDENTIFIERS FOR AGENCIES WITH MULTIPLE COHORTS SCENARIO Creating Identifiers for Agencies with Multiple Cohorts This scenario provides some helpful tips for organizations that are creating multiple cohorts for the same activity When a large number of individuals are participating in a program it can be challenging to scroll through long lists to find the right names or IDs to build your cohorts However
24. Co occurring Crisis Intervention and Treatment Needs Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Formula Help Mental Health and Co occurring Crisis Intervention and Treatment Needs Once program participants are set up in Individual Enrollment the next step is to create a cohort that contains all enrolled individuals who receive Case Management services our example above Service Group 70 CASE MANAGEMENT Module Implementation Screen Recurring Activity Implementation p pi d t Pr Individual Enrollment Cohort Recurring Activity Single Activity Infrastructure Milestones rri ng Activity Stan lime ndante Frint Data Collection Form Program Program Description Management cm Activity Description service Coordination linkage referral follow up placement phone calls crisis intervention Decrease Delinguency Outcome Statement By 06 30 2006 Decrease Delinquency from 9 to 5 among Youth Minors using Agency Survey Name of Cohort Service Date Activity Code Service Population Session Length Service Description How frequently the Case Management activity is tracke
25. E COHORTS Now when you are ready to create your cohorts the Participant List will also be grouped by cohort Module Implementation Screen Cohort ET Lee EE Planning App oval Reports Ch ent Data Coalitior itoring Knowl e Base Adminis iE neug Individual Enrollment Cohort Recurring Activity Single Activity Infrastructure Milestones Participant Cohorts Save Activity Reconnecting Youth SSO O UT sete at ede de soem 5 Hep Number Served Ee Group Type Individual v Cohort Name _ Participant List Drexler 13 8929 Drexler 59 2911 Chent Name Drexler Castillo Andrew Kersey 28 1977 Kersey 45 5771 Kersey 92 1211 Porter 33 9765 Porter 34 5780 Porter 77 1429 1 Select the activity from the Activity drop down field 2 Click Add 3 Enter the name of your cohort in the Cohort Name field 90 CREATING IDENTIFIERS FOR AGENCIES WITH MULTIPLE COHORTS Now you can create your cohort Delete Print ien feed Number Served Bo Existing Cohorts Drexler v Group Type Participant List Block Grant Evidence Based Youth Focused Prevention Programs Block Grant Evidence Based Youth Focused Prevention Programs Block Grant Evidence Based Youth Focused Prevention Programs Block Grant Evidence Based Youth Focused Prevention Programs Block Grant
26. For example 1 If you are viewing names in CO KIT the Cohort Name can be the last name of family a Family member names are Father Smith Mother Smith and Child Smith b Cohort name 15 Smith Family 2 If you are using Local ID numbers the Cohort name can contain the numbers of the family members c Family Local ID numbers range from 101 105 d Cohort Name 15 Family 101 105 3l HOME VISITATION Module Implementation Screen Recurring Activity Below is a sample of a Home Visitation activity in the Implementation module ia c me TT E r1 a ez Ap roval Implementation Individual Enrollment Cohort Recurring Activity Activity Activity Description Home visits for referred families with chidren ages 5 and under Outcomes Increase Positive Parenting through Family Program of Cohort Service Date Activity Code Service Population Session Length Service Description 92 poe ey IM E HOME VISITATION Click Select the Program and the Program Description automatically populates select the Activity and the Activity Description automatically populates Click on the Outcome and the Outcome Statement automatically populates select the Name of Cohort for the group that participated 1n the session The Session Number automatically generates and cannot be selected on this screen Enter the Service Date and Service Lo
27. MANAGE MEIN RE 68 RISIKEN RE 78 CREATING IDENTIFIERS FOR MULTIPLE COHORT AGENCIES 87 INTRODUCTION INTRODUCTION The documents within this Scenarios Manual have been created to ease the sometimes daunting task of entering information for your programs into CO KIT The purpose of this manual 15 to help you conceptualize your program for the CO KIT system While we include screen shots this manual will not provide step by step instructions for recording your data You should always use this manual in conjunction with the more comprehensive CO KIT User Manual which does provide step by step instructions for entering data The examples we have included are a sampling of the most common scenarios being implement ed by the various providers who use CO KIT They are intended to be guidelines as you enter your programs In some cases you may find the scenarios are an exact match with the programs you are entering n other cases you may find the scenarios may not match your programs exactly but they may provide valuable direction for your data entry Either way you will find excellent conceptual advice and get many useful tips from colleagues who are administering similar programs Also remember that your funder 15 an excellent resource 1f you are having trouble determining which scenario applies best to you They work with many programs and it 15 likely that they will be able to recommend a scenario that has worked for another agen
28. PARTICIPANTS SCENARIO Data Collected on a Sample subset of Participants This scenario details the steps taken when pre test and post test data 1s entered for only a portion of those who receive services This 1s sometimes done when programs serve large numbers of participants Permission for entering data on only a portion of participants must always be obtained from your funder in advance In most cases if you utilize a sampling plan you will also want to track your overall participant demographics Module Planning Screen Activities Planning Appi Funding Source Need Statement C Activity Activity Name Evaluation 0 e Choose One Outcomes Decrease Delinquency Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 2580 Activities per year DNE Frequency designated in number of approximate sessions per month 5 Number Sessions pe Length of Sessions in hours 1 Assign Funding Source for funded l res Mentoring bs E Set up activity called Evaluation in order to create group of kids for whom organization has complete pre and post tests 56 DATA COLLECTED ON SAMPLE OF PARTICIPANTS The Activity Type must be Recurring in order to link the activity with a Cohort and to have the activity available in the Client Data module Module Implementation Screen Individual Enrollment ase Administr
29. TATION TRACKING A FAMILY SCENARIO Home Visitation Tracking a Family This scenario gives an example of tracking families in CO KIT In this example the family members are individually enrolled first and then grouped as a family This can be used any time an agency is interested in monitoring the progress of a family through its program Module Planning Screen Activity Below 15 a sample of an activity one may establish for the purpose of tracking a family K Activity Activity Name Strengthening Families Program 0 Activity Type Recurring v Choose One v Increase Positive Parenting Outcomes Description Activity Code ParenlingFamily Management v Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 48 Activities per year es Frequency designated in number of approximate sessions per month od Number Sessions 12 LengthofSessionsinhours 14 Assiqn Funding LL ID MEME Source for funded GE individuals Funded Block Grant Evidenced Based Family Focused Delet Edit Preventon Programs AN E In order to track a family and link members to an activity the Activity Type must be Recurring Tracking a family may be desirable in a number of cases for example 1 Family attendance 15 expected at every session of the activity 2 You want to track the family unit rather than tracking onl
30. ULL CIRCLE OF LAKE COUNTY Alice Pugh Jill Dzuby SUMMIT PREVENTION ALLIANCE Jeannie Ringelberg METRO DENVER PARTNERS MaryAnn Burdick SUMMIT COUNTY GOVERNMENT DEPARTMENT OF HUMAN SERVICES Amy Lange ASIAN PACIFIC DEVELOPMENT CENTER Karl Chwe PEER ASSISTANCE SERVICES INC Elizabeth Pace STATE TOBACCO EDUCATION PREVENTION PARTNERSHIP S T E P P Carsten Bauman Cindy Crandell Katy Kupecz Jill Bednarek RELATIONSHIP ROOTS Susan Kay CITY amp COUNTY OF BROOMFIELD John Mowery Debbie Oldenettal AURORA MENTAL HEALTH CENTER Betsy Rogers PIKES PEAK FAMILY CONNECTIONS Rita Wiley PROJECT PAVE Myles Mendoza Amy Stambuck MISSION POSSIBLE Palmer Johnson Manny Roldan Kristiana Huitr n EAGLE RIVER YOUTH COALITION CRISTINA GAIR CONTENTS ACINOWDBEDOGENEBPNLS tra EIE FEN I e ME 2 EK WEE 4 SCENARIO EE 5 MENTORING PROGRA E 5 CURRICULUM BASED RECURRING ACTIVITY 12 TUTORING PROGRAM EE 22 HOME VISITA HON genica een 28 HOME VISITATION TRACKING A 36 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES 4 PART ee Ee e 41 PART2 RESOURCE CENTER eebe 48 TRACKING DEMOGRAPHICS LARGE GROUP COHORT 55 DATA COLLECTED ON A SAMPLE SUBSET OF PARTICIPANTS 56 61 SAME ACTIVITY FUNDED BY MULTIPLE FUNDERS 64 DIFFERENT ACTIVITIES FUNDED BY DIFFERENT FUNDERS eee 66 CASE
31. ation OMNI Support ee Intake Date Hong Individual Enrollment ETE General Information Birth Date or Age Range Marital Status Single e Status mr None Local ID Encrypted Contact Information mies Emergency Contact Information Additional Information Assiqned Activity Groups Individual Enrollment for the participants being evaluated only needs to be completed if these individuals have not been enrolled previously If the participants were enrolled in order to participate in another activity their names do not need to be added a second time To see who has already been enrolled click the Search button on the Individual Enrollment screen Selecting Choose From displays all individuals enrolled Filters can also be used to search by more specific criteria 57 DATA COLLECTED ON SAMPLE OF PARTICIPANTS Module Implementation Screen Cohort tration Support 4 Participant Cohorts Cancel Save Activity Evaluation Description Print Help Number Served 20 0 Group Individual Cohort Name Evaluation Semple Participant List OMMNIDI 972790326968 Funder Stith Jane TGYS Mentoring Delete Bob TGYS Mentoring Delete Jones William TGYS Mentoring Delete Add to the Cohort only those participants for whom the agency has a completed pre test AND post
32. bers make sure the Cohort 15 linked to the family Recurring Activity Because you can link multiple Cohorts to the activity you can create as many Cohorts as you have families The Cohort Name should be something that 15 easily linked to the participants For example 1 If you are viewing names in CO KIT the Cohort Name can be the last name of the family a Family member names are Father Smith Mother Smith and Child Smith b The Cohort name 15 Smith Family 2 If you are using Local ID numbers the Cohort name can contain the numbers of the family members a Family Local ID numbers range from 101 105 b Cohort Name is Family 101 105 38 HOME VISITATION TRACKING A FAMILY Module Implementation Screen Recurring Activity Approval WE Reports Clie Individual Enrollment Cohort Recurring Activity Single Activity Infrastructure Milestones A Recurring Activity Staff Time Attendance Print Data Collection Form Program Family Education and Empowerment Program FEEP Educa d Fi P v Program Description Programming addresses families who are in need of support they deal With difficult issues related family and social situations Activity Strengthening Families Progam Activity Description Weekly sessions designed to improve communications between parents and children Outcomes Increase Positive Parenting Outcome Statement
33. cally recorded Therefore large group cohorts are only used when tracking demographics on individuals NOT ENROLLED in CO KIT To set up a large group cohort 1 Go to the Implementation module s Cohort screen 2 Select the Activity for which you want to add a large group cohort 3 Click Add 4 Select Large Group in the Group Type drop down 5 Enter a name for the large group cohort in the Cohort Name field 6 Enter the total number of participants receiving the recurring service and their corresponding demographics NOTE You can only enter the demographics for the entire group not the demographics of those who attended each individual session If you are skipping entering implementa tion data altogether that is only entering pre post data enter large group cohort information at the end of the year when you enter post test data Address https cokit omni org pSites aspx b EJ Go Links gt Cancel Save Activity Testing for client data fam and Perc risk out Help Number Served loce Group Type Large Group v Cohort Name Number of Participants Participants By Race Am Indian Alaska Native 0 Pacific Islander 0 Asian 0 White 0 Black D Multi Racial D Participants By Gender Male 0 Female Participants By Age Group Under 3 0 15917 REN 3 5 T 18 21 0 55 DATA COLLECTED ON A SAMPLE OF
34. can select and move multiple individuals at one time by holding down the Ctrl key while you select the individuals 6 If the person s participation in the activity is funded by the Colorado Children s Trust Fund select this from the drop down box under Funder Ifthe person s participation is not funded by CTF the Funder can remain as none 19 CURRICULUM BASED RECURRING ACTIVITY Module Implementation Screen Recurring Activity Cancel pe pe ol gs bom us Me Recu rring Activity Print Data Collection Farm Program Nurturing Parenting Program Program Description NPP will implement multi session parenting class with target population of high risk women who have recently given Hirth Activity Nurturing Parenting Classes Activity Description We will implement the Nurturing Parenting Program as outlined by the program manual over l6 week session Outcomes Increase AAPL Outcome Statement By 05 30 2006 Increase Parenting Skills positive parenting from 3 to 5 among Parents Families using 2 Parenting Profile Name of Cohort Fall Group Session Number Service Date Activity Code Service Population Session Length Service Description Click Add Select the Program and the Program Description automatically populates Select the Activity and the Activity Description automatically populates Click on the Outcome and the Outc
35. cation For Activity Code select Home Visitation For Service Population select Parents Families Enter the hours and minutes for the Session Length If session lasted for 3 hours for example 0 must still be selected in the Min field Enter the description for that individual session in the Service Description field Click Save 33 HOME VISITATION Module Implementation Screen Recurring Activity Attendance The attendance feature shown below allows for detail regarding attendance of individuals rather than simply associating a service with a group of people search Attendance Retum To Service Register Participant Data Esty Add new participant Cancel Delete 34 HOME VISITATION Module Client Data Screen Outcomes Individual This screen allows you to enter outcome data for each program participant 1 select Activity 2 Select the Survey Instrument 3 Select the Cohort 4 Select the Participant 5 Select Survey Type The Pre Test data must be entered before Post Test data 6 Enter the Survey Date fi Click New N Ka SES dge Base Adr tration OMNI Support Log off 1 Reports E Coalition Mentoring 1 Individual Assessment zu Select Activity Survey Instrument Cohort List Select Participant Survey Type Survey Date 35 HOME VISI
36. ck Add 2 Enter the Intake Date in field at top right corner of screen 3 Enter information in yellow fields required 4 Choose EITHER to enter the Birth Date OR the Age Range NOT both If you enter an age range the system assigns a random birth date that falls within that range 5 For Encryption please refer to your CO KIT User Manual for definitions of None Local ID and Encrypted 6 If you are using a Local ID number enter that number in the text box AND click the circular button next to Local ID NOTE The Local ID will not be the displayed ID if this button is not selected d Add information to white fields as necessary 8 Click Save REMEMBER Once you click Save the choice to display the Name Local ID or Encrypted number cannot be edited 2g HOME VISITATION TRACKING A FAMILY Module Implementation Screen Cohort EN 0 Participant Cohorts Add Edit Activity Strengthening Families Progam Delete Description Help Number Served CES _ Existing Cohorts Smith Family a Participant List Block Grant Evidenced Based Family Focused Prevention Programs pete Block Grant Evidenced Based Family Focused Prevention Programs Y Delete Block Grant Evidenced Based Family Focused Prevention Programs Delete To create a Cohort containing the family mem
37. ct all funding sources affiliated with your agency that require the use of CO KIT Throughout the system each remaining funding source drop down will contain all options and only those options selected here NOTE Only those funders who require the use of CO KIT will be pre populated in the Funder field NOTE Also you may return to the Planning Module at any time to add additional funders 62 MULTIPLE FUNDERS Module Planning Screen Outcome Go To Population Outcome Planning Approval Implementatic Population Outcomes View Existing hi Outcomes c Funding Source Mentoring E Block Grant Evidence Based Youth Focused Prevention Programs Intended Outcome Achieve Date 06 30 2006 Target Population Youth Minors IOM Classification Calaective Verb Measured By Change From E0 ChangeTo 5 Measure Tool 1 Measure Tool 2 Outcome Title If an Outcome is being funded by multiple funding sources you can select more than one source from Funding Source field s drop down Selecting more than one funding source has the following implications 1 The list of Intended Outcomes will only contain those common to the selected funding sources This list will usually be shorter than the list available for each funding source chosen separately 2 Thelist of Measure Tools will also only contain those that are common to the multiple funding sources a Im
38. cy HELPFUL TERMS TO REMEMBER Funder The agency funding the program you are entering into CO KIT Program The collective services and activities provided by an agency for a particular purpose or intended outcome For example a service directed at reducing teenage drinking Activities The processes and procedures put into place to achieve outcomes CO KIT utilizes three types of activities Single an activity performed only once by a group such as a guest speaker Recurring activities with a fixed start and a fixed end date where the same individuals participate in sessions that build off of earlier sessions One example would be parenting classes and Mentoring one to one activities where an adult is matched with a youth Cohort Cohorts are the groups assigned to your recurring activities After individuals are enrolled in your programs Implementation module s Individual Enrollment screen they may be assigned to cohorts For example you may have 30 individuals total enrolled in your program and 15 of them may be participating in a specific activity This group of 15 1s its own cohort MENTORING SCENARIO Mentoring Program This scenario details how to set up a mentoring program in CO KIT This example includes the set up required to capture the one to one relationship between the mentor and mentee Module Planning Screen Activities Planning App Funding Source Nee Statement Program Outcome Act
39. d in CO KIT will depend on the case management schedule for the agency For example if case management 15 done weekly the activity should be tracked weekly shown above If the case management is done monthly it should be tracked monthly 71 MANAGEMENT Module Implementation Screen Recurring Activity Attendance search A Attendance Return To Service Register Participant Deepen Add new participant Cancel Delete Person Five Yes Incomplete Help Person One Yes Incomplete Person Three Yes Incomplete Person Two Yes Incomplete The Attendance function captures which clients were available for a case management service or received that service during the agency s designated frequency In this example case management 15 tracked weekly and we see that Persons One Two Three and Five received a case management service that week The Completion column remains incomplete until clients complete case management For those who discontinue services altogether Withdrew 15 used below Search A Attendance Return To Service Register Participant entry Add new participant Cancel SEU ClentName Attendance Completion Delete m Person Five Yes Incomplete elp Person Four No Incomplete Person One Yes Incomplete Person Three Yes Incomplete Incomplete SS Person
40. dule Implementation Screen Recurring Activity Cancel Program Program Description Activity PEE Outcomes School Acheivernent Name of Cohort Service Date Activity Code Session Length es 1 ts 30 Min The Recurring Activity screen records activities that have been conducted This 15 screen where a Cohort 15 linked to an implemented Activity which allows the user to track individual attendance as seen on the following page pope m Ups Click Add Select the Program and the Program Description automatically populates Select the Activity and the Activity Description automatically populates Click on the Outcome and the Outcome Statement automatically populates Select the Name of Cohort for the group that participated in the session The Session Number automatically generates and cannot be selected on this screen Enter the Service Date and Service Location Select Tutoring as the Activity Code Select Elementary School Students as the Service Population Enter the hours and minutes for the Session Length If the session lasted for 3 hours for example 0 must still be selected in the Min field Enter the description for that individual session in the Service Description field Click Save 26 TUTORING PROGRAM Module Implementation Screen Recurring Activit
41. during the month to the service description field above Again this will not allow you to enter pre or post test data because individuals are not linked to this cohort but you can track the drop in center service dates daily weekly or monthly as the example illustrates In order to enter pre and post test data you create an Individual cohort group type and link it to this activity For an example of an individual Pre Post cohort with a recurring activity please see the Case Management scenario in this manual Module Planning Screen Activity gt Single Activity Type C Activity Activity Name Drop In Center 0000 Activity Type Sie ChooseOne CY Outcomes Description Activity Code Community Drop In Center Activities v Service Population Youth Minors Total Unduplicated Participants Anticipated Count for Fiscal Year 160 Activities per year B o Si Done Internet Drop In Center services can also be set up as a single activity in the Planning module In the example above 160 youth use the drop in center weekly during the school year A single activity format 15 useful when the agency providing drop in services does not administer pre and post tests but wants to capture aggregate demographic information about its program participants 62 DROP IN CENTER Module Implementat
42. e McGee Race Ethnicity v Gender Male v Birth Date or Age Range v Marital Status Single v Status Acte v Mentoring Local ID 28 1977 Encryptinn O None Local ID O Encrypted Contact Information Address City State Zip Code Phone Emergency Contact Information Name Phone 3 The last option for creating identifiers when your organization uses multiple cohorts for the same activity involves entering the Cohort name into the Last Name field and the identification number in the First Name field remember to leave the Local ID box blank and select None for the Encryption section While this option saves time on data entry make sure to keep a separate record of which ID corresponds with each individual name Once an individual is saved using this method there is no way to retrieve the name again 68 CREATING IDENTIFIERS FOR AGENCIES WITH MULTIPLE COHORTS Intake Date ana Entry Date 14 13 2006 3 Individual Enrollment General Information FirstName 53 9765 Middle Initial LastName Poner Race Ethnicity v Gender Male v Birth Date 09 15 84 or Age Range Status Active Local ID Marital Status Single v No Encryption Mentoring O Local ID O Encrypted Contact Information Address City State
43. ee example on following page Each organization may choose to enter activities as frequently as needed Some agencies choose to enter each meeting individually Some agencies choose to enter a monthly summary for each match in the program How frequently this 1s done 1s up to your organization and your funder s requirements MENTORING Program stat Farent Guardian Description lime Contact Indirect Time Time Date The mentor and 9172005 mentee went to the Change Details Soo Module Mentoring Screen Match Closure Microsoft Internet Explorer AN Please make sure that vau administer a Post Test prior to closing the match When you get to the Match Closure screen and click Add you will see a box containing a message reminding you to administer a post test to the Mentee prior to closing the match Click to proceed to the Match Closure screen 10 MENTORING Module Mentoring Screen Match Closure Match ID Activity 140 Mentor Name Mentee Name Date of Last Match meeting Reason for Match Closure Closure Meeting Mentor Youth Care give Match Length 0 Day Did you receive any of the following services in addition to mentoring during this month Classroom training using a structured curriculum 9MNo Formal academic tutoring Yes on or group counseling by a trained professional OYes 9 mer Ove ON
44. endance Return To Service ESO Add new participant 4 Cancel Save ChentN ame Attendance Completion Delete Help smith1 01 Yes Incomplete smith1 02 Yes Incomplete Smith1 03 No v Incomplete Module Client Data Screen Outcomes Individual This screen allows you to enter outcome data for each program participant Select the Activity Select the Survey Instrument Select the Cohort Select the Participant Select the Survey Type The Pre Test data must be entered before the Post Test data Enter the Survey Date Click New ee eee Select Activity Survey Instrument Cohort List Smith Family Select Participant Survey Type Survey Date 40 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES SCENARIO Infrastructure and Population Outcomes This scenario details the utilization of both the Infrastructure and Population portions of CO KIT In many cases if you are implementing Environmentally Based Prevention Strategies you may have a mix of population and infrastructure outcomes Part 1 15 an example of a Social Norms Campaign and Part 2 15 an example of a Resource Center These examples can also be adapted for other programs funded for the development and dissemination of materials and services or which are environmentally based Part 1 Social Norms Campaign Module Planning Screen Outco
45. g Source field is not yellow but it is REQUIRED Select Colorado Children s Trust Fund from the drop down box 3 Select the Program In the Intended Outcome field only one choice should appear Select Parenting Skills positive parenting 4 Enter appropriate values for Achieve Date Target Population and IOM Classification Please refer to your CO KIT User Manual for Target Population definitions and IOM Classification categories In the Verb field select Increase In the Measured By field select Mean 6 In the Change From field enter the approximate score you think the parents of your group will achieve on the pre test In the Change To field enter the post test score you would like the parents to achieve after participating in your program T In the field Measure Tool 1 select AAPI 2 Parenting Profile 8 Click Save Un 15 CURRICULUM BASED RECURRING ACTIVITY Module Planning Screen Activities Planning E Funding Source Need Statement Program Outcome Activity Activity Name Nurturing Parenting Classes Choose One Ontcomes Increase AADL Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year BO Activities per year Frequency designated number of approximate sessions per month Mo Number Sessions he Length of Sessions in
46. hours 3 Assign Funding Source for funded inviduale Source Numbers JL Colorado Children s Trust Fund hs Ea E l Click Add Type in the name of the activity associated with the Nurturing Parenting Program in the Activity Name field 2 For Activity Type select Recurring 3 The Outcomes field is not yellow but it is REQUIRED Select the Outcome from the drop down box and it shifts into the larger white box indicating this activity is linked to the selected outcome 4 Type a general description of the 16 week parenting classes More specific descriptions of each session can be added later in the Implementation module 5 For the Activity Code select Parenting Family Management 6 For the Service Population select Parents Families d The Unduplicated Participants should show how many people you think will attend the program during the fiscal year 8 Activities per year indicates how many times the entire 16 week program will be held 9 Frequency indicates how many times individual sessions are held during one month If the classes are held weekly for example this value will be 4 16 CURRICULUM BASED RECURRING ACTIVITY Module Planning Screen Activities Continued 10 Number of sessions should be 16 This reflects the total number of times that the group will meet 11 Enter the value for Length of Sessions i
47. ion Screen Single Activity January 2006 s Single Activity Staff Time Copy Service Print Data Collection Form Cancel Program DropinCenterforYouh e Save Program Description The Center will have many activities available for youth such as Sports arts and crafts tutoring group discussions and classes on drugs and alcohol Activity Drop In e A Activity Description Drop In Center activities include recreation arts and crafts music games etc Outcomes Decrease Delinquency TGYS A Outcome Statement Service Date Memo Activity Code Community Drop In Center Activities Count Method Service Population Youh Mmors ee Count heo Estimated Count Session Length s re Si Min Name ann Tse 000707 Service Description Demographics Number of Participants he0 Participants By Race White Caucasian 49 Black African American 42 American Indian Native ae 1 Native Hawanan or Other Alaskan Pacte Islander Hispanic Latino Spanish 46 Asian 15 Other 0 Participante Gender Male 87 Female 73 Participante Group 0 4 5 11 8 12 14 67 15 17 80 18 20 5 21 24 0 25 29 0 30 34 0 35 39 T 40 44 0 45 49 0 50 54 0 55 59 0 60 64 0 65 and older 0 Please make sure the
48. ivities Activity Save Activity Name Mesonng Activity Type Choose One Outcomes Baseline Bullying Liz Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 20 Activities per year 000000 Frequency designated in number of approximate sessions per month Number Sessions SES Length of Sessions in hours 3 Assign Funding Source for funded Dropout Prevention MEME IE E When entering a mentoring activity in the Planning module you only need to enter one generic activity in which all Mentor Mentee partnerships can participate Thereafter you can be more specific about what occurred during each activity in the Mentoring module When the mentoring option contained in the Activity Type field is chosen the Activity Code field will only give the option to choose the code One to One Mentoring Continue to complete the additional fields indicating the number of participants and anticipated activities These fields should reflect an aggregated number of individuals and services for the fiscal year MENTORING PROGRAM Module Implementation Screen Individual Enrollment Individual Enrollment Cohort Recurring Activity Single Activity Infrastructure Milestones SN Intake Date mum Individual Enrollment ho Lux Cancel General Information First Name Wane Middle Initial m Last Name Smith Race E
49. lable In the case of estimated counts you can also enter estimated demographic information 46 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Infrastructure Milestone Planning Approval Hane Reports Client Data Coali 4entonring Knowledge Base Administration OMNI Supp ort Log 9 g Di x Individual Enrollment Cohort Add Q Infrastructure Milestone Tracking Delete Infastructure Outcome Reduce Use Amon echa ol Aged Children Intermediate Outcome Social Norms Approach Print Intermediate Completion Date H Intermediate Complete Milestones Sep 000 0 Reporting Period Milestone Completion Complete This screen 15 used to record milestones that have been completed Once the activity has been recorded in the Implementation module s Single Activity screen it can be checked as Completed in the Implementation module s Infrastructure Milestone screen Fill in the Intermediate Completion Date field only after Milestones have been completed 47 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Part 2 Resource Center Module Planning Screen Outcome Go To Infrastructure Outcomes Planning Approval Implementation Reports Knowledge Eas e A dministration MAT Support Log eed Statement Program Outcome Activites 1 Infastructure Outcomes Edit Delete Miew Existing Lo Outcome Plans Maintain Aware
50. le Activities lets us record the demographics of those we target with the Parenting Newsletter Dissemination This information cannot be recorded by using only the Infrastructure Outcome portion in the Planning Module 51 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Single Activity Single Activity staff Time Copy Service Print Data Collection Farm Program Description The Parenting Plus Program provides education to parents and the community regarding youth substance abuse issues Activity Activity Description send out newsletters two times per year to parents who have attended parenting classes to maintain their knowledge and sense of Outcomes Outcome Statement Service Date Activity Code Count Method Service Population w Count ood a Session Length Hrs Min Name of Group Service Description This screen also allows for data input on the demographics of those individuals who will receive the newsletters To view this portion of the screen see the following page SR MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Single Activity Continued Demographics Number of Participants 1000 Participants By Race White Black Native Asian Pacific Islander Hispanic Latino Multethme Other Participants By Gender Male Female Participants By Age Group 0 4 ac 15 17 30
51. m UM Number Served NN Group Type Individua Choose One Participant List 1st grade tutoring 2nd grade tutoring 3rd grade tutoring tutoring session 1 Cohorts can be created for as many groups as an agency serves Tutoring programs can serve multiple grade levels or provide services based on subjects so you can create as many cohorts as there are tutoring groups You can even add child to multiple Cohorts if needed To do this l Select the Activity to which you will link the individuals 2 The Description and Number Served fields automatically populate from the information entered in the Planning module s Activities screen 3 Group Type should read Individual 4 Type the name of the Cohort in the Group Name field o The Participant List box displays the individuals available to be added to the cohort Select an individual and then click the center arrow button This shifts the individual to the Client Name Funder box on the right side of the screen TIP You can select and move multiple individuals at one time by holding down the Ctrl key while you select the individuals 6 If the person s participation in the activity 1s funded by a funder participating in CO KIT select this from the drop down box under Funder If the person s participation is not funded by someone use CO KIT the Funder can remain as none ds Click Save 25 TUTORING PROGRAM Mo
52. m in CO KIT However it can also be used for other school based services where a service 15 provided to multiple groups of students e g several classrooms several schools Module Planning Screen Activities Save GC Cancel Outcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Yea 25 Frequency designated in number of approximate sessions per month a Number Sessions BB Length of Sessions in hours 12 Assign Funding Source for funded Number li a D 1 li Block Grant Evidenced Based Family Focused Delete Edit gt Select recurring as the Activity Type This allows participants to be linked to the activity which enables the following features e Creating a Cohort or a group of participants who regularly participate in the activity e Tracking participant attendance at individual tutoring sessions e Entering pre test and post test data for participants receiving the service 22 TUTORING PROGRAM l Click Add Type in the name of the activity associated with the Tutoring Program in the Activity Name field 2 For Activity Type select Recurring 3 The Outcomes field is not yellow but it is REQUIRED Select the Outcome from drop down box and it shifts into the larger white box indicating this activity
53. me Go To Infrastructure Outcomes Planning Approval Funding Source Need Statement Program Infastructure Outcomes Delete View Existing Reduce Use Among Schaol Aged Children Dutcome Plans Reduce Use Among SchoolAged Childre cave b al Program Funding Choose One Print Source 7E Block Grant Community Coalitions Using Evidence Based Environmental Strat Intended Outcome Other Indicator Outcome Plan Title Reduce Use Among SchoolAged Children Coalition Add Intermediate The Milestones associated with the Intended Outcome above are listed on the following page 41 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Planning Screen Outcome Go To Infrastructure Outcomes Milestones Associated with the Intended Outcome Description Name Social Norms Approach Description Actuality Poudre High eradra0s Step 1 Planning and environmental advocacy eratraz s Step 2 Baselne data er2er2z s Step 3 Message Development 6 27 2008 Step 4 Market Plan Bf2e 2008 Step 5 Pilot test and refine materials WaN Agla Step 6 Implement Campaign record activities in population 6 30 2008 Step 7 Evaluation These Milestones are the steps needed to carry out one agency s social norms campaign Notice that Step 6 includes a note to record activities in population This means the agency m
54. n hours which is the time for an individual session not all 16 sessions combined E Choose Colorado Children s Trust Fund from Assign Funding Source for funded individuals drop down Edit the number funded If CTF pays for the entire Nurturing Parenting Program for example this number will equal your Total Unduplicated Participants If CTF funds a portion of NPP the number funded will be Unduplicated Participants x of Funding 30 x 1 2 15 13 Click Save 17 CURRICULUM BASED RECURRING ACTIVITY Module Implementation Screen Individual Enrollment Qi di id E A Intake Date 1072006 nroiimen Entry Date General Information First Name ane Middle Initial TE Last Name Smith Birth Date or Age Range Marital Status Married Status Mentoring Local ID Dues None Local ID O Encrypted Contact Information nies Emergency Contact Information Additional Information Click Add Enter the Intake Date in field at the top right corner of the screen Enter the participant s information the yellow fields required Choose EITHER to enter the Birth Date OR the Age Range NOT both If you select an age range the system assigns a random birth date falling within that range For Encryption please refer to your CO KIT User Manual for definitions of None Local ID and Encrypted If you are using a
55. ness of Parenting and Kid ATOD Use Ke Save Cancel Program Parenting Plus Program SEA 9 Choose One Print Source Block Grant Statewide ntended Term T Other Indicator The Milestones associated with the outcome above are listed on the following page 48 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Planning Screen Outcome Go To Infrastructure Outcomes Milestones Associated with the Intended Outcome Add Intermediate Description Name Newsletter Development Description Create a newsletter that addresses parenting practices in relation to use among children a L005 Eenew Latest Journals Rewew the most recently published journals for mtormation on parenting and use among children er15 20605 Choose Material Choose the information to be included m the newsletter that is most relevant to local population 3 1 2005 Create Newsletter Put information mto newsletter Format 3 15 2005 Distribute Mal newsletter to parents who have participated in or are participating in parenting classes given in the community track in population The last Milestone on the screen sample above contains a note to remind the user to track the newsletter dissemination which will be done as a Single Activity Therefore this requires the creation of a Population Outcome since Activities are linked only to Population Outcomes not Infrastructure Outcomes 49 MIXING INFRASTRUCTURE
56. ntact Information Name Phone Click Enter Intake Date First Name Birth Date or Age Range Gender and Race Ethnicity 3 the Last Name field enter the cohort name followed by a hyphen and the participant s last name In the example shown above the Cohort name 15 Drexler and the participant s last name 15 Castillo 4 Click Save l 2 87 CREATING IDENTIFIERS FOR AGENCIES WITH MULTIPLE COHORTS The next two options can be used by organizations that identify their participants in CO KIT by ID number rather than by first name and last name 2 In the example below you create a Local ID While this option does create some additional data entry it enables OMNI to track names with ID numbers on the back end of CO KIT should you misplace your master list NOTE keep in mind it may take OMNI several days to get this information so it is recommended that you keep your master list in a secure location 1 Click Add Enter First Name Last Name Race Ethnicity Gender Birth Date or Age Range 3 In the Local ID box type the Cohort name followed by the identification number in the example below we used the last 6 digits of the participant s social security number 4 In the Encryption section select the circle marked Local ID 5 Click Save Intake Date Big Entry Date 4 13 2006 Individual Enrollment General Information FirstName Water Middle Initial LastNam
57. nticipated Count for Fiscal Year 2000 Activities per year IE Assign Funding Source for funded individuals The Activity above represents a detailed description of Step 6 in the Milestones leading to the Intended Outcome of Reduce ATOD Use Among School Aged Children that was created in the Infrastructure Outcomes section Creating this Activity allows us to track it in the Implementation module and tracking Single Activities lets us record the demographics of those we target with the Social Norms Campaign This information cannot be recorded by using only the Infrastructure Outcome portion in the Planning Module 44 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Single Activity Single Activity staff Time Copy Service Prnt Data Callection Form Program v Program Description Social norms campaigns conducted at all junior high and high schools in the county Activity M Activity Description Put up posters in area schools that carry the campaign s message that drinking is not as common as many young people perceive it to be Outcomes Reduce Use Outcome Statement Service Date 124152005 Service Area Activity Code Count Method Service Population High School Students n Count 853 Estimated Count Session Length v Hrs m Name of Group Service Description Demographics A suggested use for the Service Date 15 the day the pos
58. number of participants in each category adds m up to the total number of participants Done Internet As with recurring activity detailed earlier how frequently Drop In Center single activity is tracked in CO KIT will depend on your agency s drop in center schedule For example if drop in center services are offered once or multiple times in a week the activity can be tracked weekly using the last date of the week 83 DROP IN CENTER Monthly tracking as seen in the previous example 15 also an option A suggested use for the Service Date 1s the last day of each month This allows for the data entry to represent the group of participants receiving drop in center services throughout the month since the activity 1s not tied to each participant individually NOTE If you decide to track your daily drop in center services as a weekly or monthly aggregate rather than by each service date always check with your funder to ensure that this 1s acceptable Use the Session Length field to represent the average amount of time spent on drop in center services for each participant and the Service Description can be used to make this note in our example Session length is average of 4 drop in sessions this month The Count represents the total number of individuals who received drop in center services during the month The single activity screen also allows for data entry on the aggregate demographics of tho
59. o 30 percent among Youth Minors using TGYS Delinquency Self Report of Cohort Service Date Activity Code Service Population Session Length Service Description This recurring activity has been implemented with a Large Group cohort As noted earlier how frequently the Drop In Center activity is tracked in CO KIT will depend on your agency s drop in center schedule For example if drop in center services are offered daily the activity should be tracked daily If they are offered weekly the activity can be tracked weekly using the last date of the week Monthly tracking as seen in the example above 15 also an option A suggested use for the Service Date is the last day of each month This allows for the data entry to represent the group of participants receiving drop in center services rather than entering each participant individually NOTE If you decide to track your daily drop in center services as a weekly or monthly aggregate always check with your funder to ensure that this 15 acceptable The Session Length will only allow the selection of hours and minutes not longer periods of time such as days or months Therefore this field can be used to represent the average amount of time spent on drop in center services for each participant and the Service Description can 81 DROP IN CENTER be used to make this note for example include Session length is average time spent with each participant
60. o be grouped into a Cohort Again this can be done in the Implementation module s Individual Enrollment screen NOTE The Activity list will only show Recurring activities Participant Cohorts Cancel Activity Delinquency Prevention Curriculum Number Served Mo CS Group Type Individual wl Cohort Name Participant List Chent Funder OMNIO1 TGYS Mentoring v Delete 972790326968 Block Grant Evidence Based Youth Focused Prevention Programs v Delete smith Bob Grant Evidence Based Youth Focused Prevention Programs v Delete Smith Jane none Y Delete 1 Funding can be assigned to each individual in the cohort In this screen the following linkages are represented Cohort Activity Outcome Funding Source 65 MULTIPLE FUNDERS In the Planning module the Recurring Activity was tied to an Intended Outcome The Intended Outcome was in turn tied to funding sources Thus the funding sources available on the Cohort screen are the ones that were linked to the Intended Outcome when it was set up the Planning module If you want to track activities provided by your agency but not funded by sources requiring CO KIT leave the funder name as none when setting up the cohort Different Activities Funded by Different Funders Module Planning Screen Activities Below 15 an example of different funders who fund entire acti
61. ome Statement automatically populates Select the Name of Cohort for the group that participated in the session The Session Number automatically generates and cannot be selected on this screen Enter the Service Date and Service Location Select the Activity Code of Parenting Family Management Select Parents Families as the Service Population Enter the hours and minutes for the Session Length If the session lasts exactly 3 hours for example 0 must still be selected in the Min field Enter the Service Description for that individual session Click Save 20 CURRICULUM BASED RECURRING ACTIVITY Module Client Data Screen Outcomes Individual Mentoring Knowledge Ease Administration OMNI Support Log Off Modify Date Select Activity Survey Instrument Cohort List Select Participant Survey Type Survey Date Serge Select Activity Select the Survey Instrument Select the Cohort Select the Participant Select the Survey Type The Pre Test data must be entered before the Post Test data Enter the Survey Date Click New Questions regarding the AAPI 2 Parenting Profile Sten Scores will display Select the appropriate Sten Score for each question Click Done oe ae a 21 TUTORING PROGRAM SCENARIO Tutoring Program This scenario shows one way to conceptualize a tutoring progra
62. portant If the program is required to use one measure tool for the first funding source and a different measure tool for the second funding source it may be necessary to create two separate outcomes b The same Intended Outcome can be chosen However the outcomes can be distinguished by the Outcome Title c Delinquency for the first funding source could be titled Decrease Delinquency ADAD Program and the second delinquency outcome could be titled Decrease Delinquency TGYS Program In the above example both funders have a common outcome delinquency and a common measure PMSEI v 3 12 amp Older 63 MULTIPLE FUNDERS Same Activity Funded by Multiple Funders Module Planning Screen Activities SE EE EE ae a EE HE eee ele s EER Planning Approval Implementation Reports client Data Coalition Mentoring Knowledge Base Adr Funding Source Need Statement Program Outcome 1 2 Activity Activity Name Delinquency Prevention Curriculum Pri Activity Type Recuring e Choose Decrease Delinquency Outcomes Description Activity Code Education Services for Youth Service Population e Total Unduplicated Participants Anticipated Count for Fiscal Year lo Activities per year Hp SNC Frequency designated in number of approximate sessions per month Number Sessions EN Length of Sessions in hours 2
63. pre post tests were administered 73 MANAGEMENT Module Client Data Screen Outcomes Individual Planning Approval Implementation 5 Coalition Mentoring Knowledge Base Outcomes Individual Individual Assessment e Select Activity Help Survey Instrument Cohort List Select Participant Survey Survey Date By creating the Pre Post Cohort in Implementation the drop down list of participants available in Client Data gt Outcomes Individual contains only those for whom data entry is necessary This shorter list will save time during pre and post test data entry because you will not need to go through files for people who left the program NOTE Before making the decision to enter data only for individuals with a complete set of pre and post tests check with your funder The funder may want you to enter all pre tests regardless of the number of post tests Planning Implementation Reports Client Data Coalition Mentoring Hon OMNI Support b Select Activity Survey Instrument Cohort List Select Participant Survey Type survey Date i se wl el 74 MANAGEMENT Module Planning Screen Activities gt Single Activity Type C Activity Activity Name BR choseo 00000 Ontcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 40 Activitie
64. reen for each of your mentors MENTORING PROGRAM Module Mentoring Screen Mentor Mentee Match Match ID Activity Activity Description Mentor Name Mentee Name Date of pre Match Orientation Date of first Match Meeting Status He Match You can match a Mentor to more than one Mentee but matches must be created separately 1 Click the gray Add button and enter the information for the first match as illustrated in the screen sample above 2 Click Save when you have entered information for the first match 3 Click Add again and you can enter information for the second match Use this procedure each time you pair a new mentor and mentee MENTORING Module Mentoring Screen Mentor Mentee Activities orts Client Data ing edge Base dministration OMNI Support Log Off Mentee Name Activity Description Service Date 9012005 Parent Guardian eee Contact Time B Hrs Indirect Time i Hrs Program Staff Time 0 Hrs Service Description Service Location Jefferson w Activity Code ACADS One to One Mentoring bal Service Population SP26 Y outh Minars he You will recall that the Activity Code field only allows the code choice 10 Mentoring For further definition of fields on this screen please refer to your CO KIT User Manual Once you click Save a summary of this match s activities appears at the bottom of the screen s
65. ren s Trust Fund Click Add Funding Source The funding source CDPHE Colorado Children s Trust Fund shifts to the box called Select Funding Sources This screen is now complete for CTF If you are using CO KIT for other programs you will also need to add the appropriate funding sources for those programs a adi e NOTE This information 15 to be used only as a guideline for entering individual program information Descriptions for each program will differ so enter the exact descriptions and counts for each individual program 12 CURRICULUM BASED RECURRING ACTIVITY Module Planning Screen Need Statement Planning Approval mplementation R Funding Source Need Statement Program Outcome Activities 2 Need Statement View Existing Need Statement 7 Service Area Aug 0000000000000 Need Issue Contributing Factors Evidence Provider Goal l Click Add to open the form for data entry Type information into all yellow fields required 2 The information to plug into this screen can be found in your grant proposal 3 The following fields have character limits of 255 Need Issue Contributing Factors Evidence and Provider Goal Summarize or paraphrase the information in the grant to accommodate these character limits 4 Click Save 13 CURRICULUM BASED RECURRING ACTIVITY Module Planning Screen Program rov al
66. rmation was counted for every day s he attended the drop in center see example on next page Module Screen Implementation Cohort campgle kid tracking sheet far drop in ar for school year programs 5 ef 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total Janual Name carole laurie erica mitch karin liz kevin danielle amanda andrea frank marci janna felisa johnna Daily Total EEN Ee ET EE GR oT Hee et E ERG ET EE PE HH RES 50 80 AEEBBEBETE E HBBEBEEBEEBREBELEBBHHES DEET STE e EZ i REST RE e t E ES ERE ES Re EE i a t T EE ERG HEC RR E t Rd EET ERE HE RO SG C RH EE STE EE DER EO RE FS ES E S ED ERE EET LT E ERE RET E EA CERRO ESTESA ER DOE E E RP ERE C EF PP ERES EST E ES REEL RE a DP 02 er Hr EIST ES ES Fat le Pec RR D RE E ER Fee en E RO E RE at Pe STEI WC Ka EC ER ERE RET GR CER S CER PRESE Te E EE EE EE Ser FERT E GR DET RR ERO ER RS RE T ER RR D EC ER FERE REC SIS ESSERE e ET TEE EE C e wn REP m RED S EES ITEG NES Pr n er E e DR ET DR ER Co Sca en n n eg i
67. s per year TEE Setting up case management in the Planning module as a single activity shown above only allows you to capture the aggregate demographic information of those served Recall that individuals are not linked to single activities in the CO KIT system Therefore you will not be able to track attendance or pre and post test data using a single activity of case management If you administer pre post tests for a single activity of case management you can enroll participants in Implementation Individual Enrollment create a pre post test cohort and enter the pre post tests in Client Data However the recommended case management set up 15 as a recurring activity because you will enroll people in Individual Enrollment anyway capturing demographics by individual you can track service dates and attendance and enter the pre post tests using the cohorts associated with the recurring activity s cohorts Nevertheless the single activity set up remains an available option and 15 detailed on the following pages 75 MANAGEMENT Module Implementation Screen Single Activity Individual Enrollment A E Single Activity staff Time Copy service Print Data Collection Form Program Description Case Management Cancel Activity Activity Description Service coordination linkage referral follow up placement phone calls crisis intervention Outcomes Decrease Delinquency Outcome Statement
68. sc Zip Code Phone Emergency Contact Information Name NE Phone 1 Click Add 2 Enter the Intake Date 3 Inthe First Name field enter the individual s ID number in the example above we ve used the last 6 digits of the participant s social security number 4 Inthe Last Name field enter the Cohort name in our example Porter Enter the Race Ethnicity Gender and Birth Date or Age Range 6 Click Save Un You can now view all of your participants grouped by cohort 1 Click Search 2 Select Choose from All Search Participant Choose Search Category Al Categories 9 Choose From All Or Select a Filter 4 13 2006 Andrew IK ersey 28 1977 Kersey 45 6771 Ibex 2150552 Drexler 44 5505 Drexler 59 2911 scene Andrew ersey 28 1977 45 6771 Kersey 92 1211 Porter 33 9765 34 5780 77 1429 E ersey 92 121 1 Porter 33 9765 Porter 34 5780 Porter 77 1429 2 15 1984 3 15 1984 4 15 1984 5 1 1984 5 15 1984 9715 1984 4 13 2006 4 13 2006 14 13 2006 4 13 2006 4 13 2006 4 13 2006 Eat Select ei Eat ei 18 15 1984 9 15 1984 4 13 2006 4 13 2006 10 15 1984 4 13 2006 11 15 1984 4 13 2006 Select Porter 81 1022 81 1022 12 15 1984 4 13 2006 Sues 89 CREATING IDENTIFIERS FOR AGENCIES WITH MULTIPL
69. se individuals who received the drop in center service see example on previous page 64 Module Screen Implementation Single Activity gt Copy Service gt February 2006 DROP IN CENTER Mentoring Knowledge Base Administration OMNI Support Log Off Single Activity Staff Time Copy Service Print Data Collection Form Cancel Program DropinCenterforYouh S O Save Program Description The Center will have many activities available for youth such as sports arts and crafts tutoring group discussions and classes on drugs and alcohol Activity DropinCenter Help Activity Description Drop In Center activities include recreation arts and crafts music games etc Outcomes Outcome Statement Service Date 2 28 2006 Service Area Jefferson Activity Code Community Drop In Center Acte Count Method Service Population Youh Mmor ee Enn he 0t t ied Count Session Length 2 v Hrs Min Name of Group February 2006 v Description Demographics Number of Participants heo Participants By Race White Caucasian 49 Black African American 42 American Indian Native B Native Hawaiian or Other Alaskan Pacific Islander Hispanic Latino Spanish 46 Asian M
70. ters were first placed in the school Session Length only allows for the selection of hours and minutes not longer periods of time such as days or months Session Length can be used here to record the time needed to place posters around the school and the Service Description details how long the posters will remain posted in the school The Count represents the number of people who will see the posters used for this campaign An exact number can be entered for a school which has a known population For other methods of dissemination such as radio ads estimated counts are acceptable Simply check the box next to Estimated Count if the number is estimated This screen also allows for data input on the demographics of those individuals who will see the posters This portion of the screen is shown on the following page 45 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Implementation Screen Single Activity Continued Demographics Number of Participants 853 Participants By Race White Black Native American Asian Pacific Islander Hispanic Latino Multiethnic Other Participants By Gender Male Participants By Age Group 0 4 1 12 14 15 17 30 34 40 44 50 54 60 64 65 and older Please make sure the number of participants in each category adds up o the total number of participants Demographic information can be exact if that information 15 avai
71. thniciy Gender Female gt Birth Date or Age Range Marital Status Status Mentoring n None Local ID Encrypted Contact Information me Emergency Contact Information Additional Information You then use the Individual Enrollment screen in the Implementation module to enter the youth who will be mentored By entering the youth here they become available for matches in the Mentoring module and the pre post test outcome data entry in the Client Data module You can use Local ID numbers created by your program or system generated Encrypted numbers if you do not want participant names to be displayed in CO KIT Also only yellow fields require data entry MENTORING Module Mentoring Screen Register Mentor Mentor Information Cancel General Information Salutation First Name Mitch Last Name Ferguson Pre Match Training res Status Demographic Information Birth Date D nn Gender Ethnicity belete Print While the mentees youth receiving mentoring services are set up through the Implementation module s Individual Enrollment screen the Mentoring module is where the adult mentors are registered As with other CO KIT modules the Mentoring module screens are to be completed in the order they are displayed Register Mentor gt Mentor Mentee Match gt Mentor Mentee Activities gt Match Closure Complete the Register Mentor sc
72. using the Assign Funding Source for funded individuals drop down list Indicate the number funded and click Update 6 Then click Save Module Implementation Screen Cohort Indi 1 Enrollment Cohort Family Enrollment EE Participant Cohorts Activity Description Planned Number Served 100 Group Type Existing Cohorts January 5006 Number of Participants Participants By Race Am Indian Alaska Native Pacific Islander Asian White Black Multi Racial Participants By Gender Male Female Participants By Age Group Under 3 3 3 6 10 11 14 Participants By Ethnicity Cuban Puerto Rican Haitian Spanish Latino IMIexic an Other Hispanic Wlexican American Unknown Drop In Center services are set up in the Implementation module using a Large Group Cohort To set up a Large Group Cohort 1 Select your Drop In Center activity from the Activity field s drop down list The Description field automatically populates using the description entered in the Planning module 79 DROP IN CENTER 2 Select Large Group from the Group Type field s drop down list 3 Name the cohort in this example it is January 2006 Instead of individuals demographic information 1s entered for the large group cohort The demographic information for this Large Group Cohort 15 an aggregate of the participants who attended during the month Each participant s info
73. ust set up a Population Outcome and an Activity which are detailed in the next two pages 42 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Planning Screen Outcome Go To Population Outcomes Planning Approval Implem ports Client Data i edge Base dministration OMNI Support Funding Source Population Outcomes View Existing Add Outcomes Edit Outcome statement LI H cavae Funding Source Cancel Print Program Intended Outcome Achieve Date Target Population Youth Minars JOM Chssifcation Change From 5 Change To D Measure Tool 1 Other Tool 1 Measure Tool 2 Outcome Title Notice that this Population Outcome title 1s similar to the title of the Infrastructure Outcome By making the titles similar an association between the two outcomes can be made which can help organize data entry The Population Outcome must be created in order to track the activity of implementing the social norms campaign because Activities are only linked to Population Outcomes not Infrastructure Outcomes 43 MIXING INFRASTRUCTURE amp POPULATION OUTCOMES Module Planning Screen Activities Funding Source Need Statement Program Outcome Activity Nome nplamanting Social Norm T EET Chuitcomes Description Activity Code Service Population Total Unduplicated Participants A
74. vities In the first example the entire recurring activity named Weekly Meeting is funded by the Block Grant Evidenced Based Family Focused Prevention Programs Therefore you can see that all 20 participants are assigned to this funding source amp Activity Activity Name Weekly Meeting 0000 Activity Type Peng e Choose One v Outcomes Outcome Title H Increase self esteem Description Activity Code Case Monitoring Service Population 4 Total Unduplicated Participants Anticipated Count for Fiscal Year 20 Activities per year el Frequency designated in number of approximate sessions per month ISCH Number Sessions ho Length of Sessions in hours 0 Funding Source ibe Le PTT IP See Grant Evidenced Based po pee ear H Assign Funding Source for funded individuals 66 MULTIPLE FUNDERS The second activity in this case a monthly guest speaker shows a different funding source This example uses Formula Gender Specific Services Again all 240 participants are assigned to this single funding source amp Activity Activity Name Guest Speaker Activity Type Recuming ee Choose One v Outcomes Outcome Title Increase self esteem Description Activity Code ChoseOn Service Population v Total Unduplicated Participants Anticipated Count for Fiscal Year
75. with a couple of extra steps in the Individual Enrollment screen you can save yourself these difficulties In the following example the recurring activity Reconnecting Youth has been planned This activity will be implemented among three classrooms and each class will be its own cohort The cohort name will be the same as the name of the teacher our example Drexler Kersey Porter The most important part of simplifying the creation of cohorts comes in the Individual Enrollment screen By incorporating the name of the cohort in this example the teacher with participant s display ID you can group individuals together on the participant list in the Cohort screen There are three ways you can enter participants to accomplish this 1 First if you are not using encryption or local ID and you want the individual s name to appear you enter it as you normally would with one exception Module Implementation Screen Individual Enrollment Intake Date Big Entry Date 4 43 2006 individual Enrollment General Information FirstName Andrew Middle Initial LastName DrederCastilo Race Ethnicity Hispanic Latino SpanishHispanic Gender v Birth Date 050184 or Age Range Marital Status Single v Status Active v Mentoring No LocalID pe None O Local ID O Encrypted Contact Information Address City State mm Zip Code Phone Emergency Co
76. y Attendance search Atte n d Service Register Participant vc al new participam Cancel The attendance feature shown above enables you to track in detail attendance of individuals rather than simply associating a service with a group of people 21 HOME VISITATION SCENARIO Home Visitation This scenario gives an example of recording home visitations in CO KIT In this example the family members are individually enrolled first and then grouped as a family Module Planning Screen Activity Below 1s a sample of what your screen may look like when planning a Home Visitation activity C Activity Activity Name Gre RHA Activity Type Choose One Increase positive parenting Outcomes Description Activity Code Service Population Total Unduplicated Participants Anticipated Count for Fiscal Year 40 Activities year Frequency designated in number of approximate sessions per month FREI Number Sessions KEES Length of Sessions in hours 2 Assign Funding Source for funded MEME individuals Funding 5 m me a Block Grant Evidenced BEased Farnily Focused 40 Delete Edit c aa ees as 28 HOME VISITATION In order to track a family and link members to an activity the Activity Type must be Recurring Tracking a family may be desirable in a number of cases for example 1 Family attendance 15 expected at every session of the activity
77. y parents or children the family members must all be participating in the same activity 3 You will be collecting outcome data for every member of the family The other way to track a family 1s through the assignment of family related Local IDs This allows you to link each individual to a family without having to link the entire family to the same activity such as 1 Bob Jones Jones1 01 2 Jane Jones Jones1 02 3 Jimmy Jones Jones1 03 36 HOME VISITATION TRACKING A FAMILY The numbers following the family name in this case 01 02 and 03 in the example on the previous page represent the individual family members The 1 following the family name 15 to avoid confusion with other families that may have that same last name Module Implementation Screen Individual Enrollment Intake Date 005 Entry Date 4 12 2006 Search Individual Enrollment General Information Race Ethnicity Bender E Birth Date Marital Status Status Active Mentoring Yes Local ID Smith1 01 EHE None Local ID O Encrypted Contact Information Address City Add Edit Delete Print Help State Zip Code Phone Emergency Contact Information Name Phone Additional Information Assigned Activity Groups In the Implementation module s Individual Enrollment screen enroll every member of the family who 15 expected to be present at all sessions l Cli

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