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USER GUIDE (6) SUPPORT

1. This feature is not yet live Page 36 PARTNERS Partner T records per page Search Name Created by Partner A Alan Marshall Edit Archive Delete Partner B Alan Marshall Edit Archive Delete Partner C Alan Marshall Edit Archive Delete Showing 1 to dof 3 entries w Start i End 3 Create Panter You can create a list of all the partner organisations with whom you may be collaborating on one or more programmes Click Edit to amend the name of a partner or to set an hourly rate for valuing any staff time they may contribute Not yet live PARTNER CONTRIBUTION CODES You can create codes for categorising the different types of contribution partners may offer Staff time is a default code programmed into Tracker as it will link Hours entered in a record with the hourly rate for that partner above to calculate the value of their contribution Any other codes you create will link only to the Value you enter in a record PROGRAMME PROFILING FIELDS Profiling F records per page Search Name 1 Type 1 Options 1 Created by Funding sources Tick Bowes 4 Alan Marshall Edit Archive Delete Target no of chents Free Text g Alan Marshall Edit Archive Delete Showing 1 to 2 of 2 entries a Start End 3 Create Profiling Feld Click the Create profiling field button to add a new field Page 37 Update Profiling Field Help Name Funding source s Type Tick Boxes 38 E N
2. Name Created by No of people aged 60 learned to use the intennet ema Alan Marsha Edit Anchive No of people completing a managing finances course Alan Marshall Edit Archive No of people helped with debt problems Alan Marshall Edit Archive No of people into FT work Alan Marshall Edit Archive No of people into PT work Alan Marshall Edit Archive f F mm mm mm mm mm mm M fa M m M fa M fa M m M M No of people volunteering at least one day per month Alan Marshal Edit Archive Create Dutcome Indicator When you create an indicator it must be linked to one or more themes Update Outcome Indicator Name No of people aged G04 learned to use the internetema Programme Themes Digital inclusion i t Update Outcome Indicator Link the indicator to multiple themes by ticking multiple options in the dropdown list When users select indicators to record outcomes from a programme the only indicators they can select are those linked to the same theme as that to which the programme is linked This ensures consistency in outcome measurement and makes the dropdown list more manageable sv Each indicator can be linked to a social value proxy this enables Tracker to calculate for you the overall social benefit created by a programme and to report this as a value but also as a return against the overall value of the inputs to the programme Indicator No of people completing financial awareness training Social Value AD
3. field to record any further details you require Clients Hide A Create record First name Surname Client status Client status date A Barney 1 n afin A Bu LA A Alden 1 Expression o Finterest Fi re Alen 1 Earp emer im f migri kd A Ba nofin F A Adams Expression o finterest rj i kdr dpe 1 Dareus amer f ruhi F Barnes Expression g f interest Page 11 Open up the current Clients list and tick 20 those clients who you wish to link to this engagement record You can use the tick box in the column header to tick untick all the records if you wish Save the record by clicking the save record button 21 This will add the record s to the Programme file and also to each Client file ENGAGEMENTS HISTORY Detail Engagements Chent Other Stafi Parimer Chent Chent Programme Documents Name Engagement Hours Last Engagement See a ji i misioni ee ee 1 a F TTET ip r i H3 Anabel Lockweoad ZARI a Now DDA a gt oes ae SR aiak peye meh ara 1 ad TPT ae r 2 t3 h Tid TA Go EUL Tin dowi ad fe Lee hens pj a RJ f oT Wd rat uncer 14 ou The History screen lists the clients for whom there are one or more engagement records The table shows their total engagement hours may have been more than one engagement record and the date of the last of their engagement records If you click View details 22 you will see a table listing all their
4. TRACKER USER GUIDE 6 SUPPORT Last revision 12 3 15 INDEX 6 1 6 2 6 3 6 4 6 5 6 6 6 7 6 8 6 9 Introduction Glossary Create a new programme file List of all your programmes Programme records Programme reports Client records Programme evaluation and closure Set up This symbol indicates a feature which is available with the Social Value Upgrade Page 1 Page 2 Page 4 Page 5 Page Page 9 Page21 Page23 Page30 Page32 6 1 Introduction The Support section of Tracker gives you multiple tools to record evaluate and report on your programmes of personal support or community regeneration TRACK AND EVALUATE SUPPORT PROGRAMMES The Support Module allows you to have all your records in one place so you can easily compare and contrast different programmes and see how the team is doing as a whole It enables you to track and evaluate the individual intervention journey for each client their status engagement history feedback outcomes and personal impact together with any relevant background and documentation It also allows you to track and evaluate the total inputs outputs impact and social return of an overall programme including the sum of the individual client impacts CLIENT RECORDS Track changes in client status from say Referred through Receiving support to Closed support completed Record all engagements by date hours support w
5. Programme 31 03 2015 ffi ended Tenant expenses Other costs Programme Alan Marsha r kader Created by Alan Marshall Funding Source A ff Source B Source s c E 7 Source C Source D Target mo of This tab displays the basic details which were setup when the programme was created you can edit these and save the changes if you wish The screen also shows the Programme summary which is the data included in the Quick View popup see p 7 Page 9 ENGAGEMENTS CLIENTS rater client First name Surname Programme start date Client status No engagements Last engagement date prane 1420 10 012014 104 14 10 ag s B r s s 197 Link new people to the programme D gt o The clients list shows all the people who are linked to this programme To add a new client open the Link new people to the programme section 18 search for them and tick the box at the left hand end of their row to add them to the client list The Client status field in the list shows where clients are on their intervention journey at one end this list may include people who have been referred to you but do not yet have any engagement records while at the other end there may be people who have completed the programme and are no longer engaged in any way All these people will remain linked to the programme at all times so that you can report on past as well as current clients and activiti
6. ra CUS WOK EX DETREMCE progra 2014 15 Internet access course for the over Gils Digital inclusion 2014 15 IT for mowes Digital inclusion Not set 2014 15 Silver surfers Digital inclusion 2014 15 Use the tick boxes at the left hand end of each row in the list 15 to identify the programmes you want to include in your report If you tick the box in the header to this column it will tick untick all the boxes Click the Show summaryreport button 16 to view your report onscreen This feature is not yet live Page 22 6 7 Client records Records relating to BOTH a specific Programme AND a specific Client can be created and viewed through either the programme file via Support gt Programmes or the client file via Profiles gt People th Profiles gt th Profiles v 48 Participation gt fant i Mi a Communication W H Manage Admin Groups To access the client files go to Profiles gt People search for the person you want and click View SS Sa en ae ee i 42738 Results Found records per page Status gt Personal Ref First Name Surname Address C TENDS16 A Adams 49 Honeysuckle Chose Daklands W56 THA Vie C TEN1835 A Alden 17 Riverside Road N54 SAY Vie L TENT Akiriire 135 Baker Wawy Marhledion N3515 FR Vv Click on the Support tab to access all the functionality which is linked to programmes in the Support M
7. 2014 15 2014 15 2014 15 2014 15 2014 15 Programme name Theme an WWiarcha Use the tick boxes at the left hand end of each row in the list 15 to identify the programmes you want to include in your report If you tick the box in the header to this column it will tick untick all the boxes Click the Show summary report button 16 to view your report onscreen see section 6 6 Programme reports This feature is not yet live Page 8 6 5 Programme records Go to Support gt Programmes find the programme you want to view and click Records to open up the programme file D nag m n E aff n m n E E n ee arte te mit nn feedback immact Impac Programme reference 201 4 15 0002 Digital indusion Sahver surfers Details Notes Programme Summary Die cee aranan Tikhanr r rrkorr Ain Cliante Boye Oe err tosh There are different tabs covering the range of records available in each tab you will be able to create records view the records already created and view a summary report of the data held there relating to this programme DETAILS Detail Engagements Chent Cther Stafi Partner Chent Chent Programme Documents Tort ect nit m f Programme reference 2014 1 50N Digital inclusion Sier surfers Details Notes Programme Summary Programme Saver surfers No Clients 8 exol Duplicates name gt Engagement hours Programme MAINA ii Staff hours started Partner hours Sanna Partner Value
8. Critena 5 Social skills for work Criteria amp Stability Criteria 7 Challenges Criteria w Update Star Chart You can have up to eight criteria per star chart if you require fewer than eight just leave some blank Page 40 Note that the description you give to each of the criteria will be what appears on the Star Chart long descriptions may not format well on the actual chart Star Chart Radar Graph Work Star 03 11 2014 Apia amp minai c aa Pal Tea i A dorana auk aodiy 4 Fa E ait JA SE Ee sy 2 ord tulk e ark 10 Y records per page Searche Completed Date 1 Criterion 0 Value O81 1 2014 Aspiration amp motivation O31 1 2014 ic Skil 4 1 O31 1 2014 LL 0311 2014 k sk 0311 2014 ki LA 03711 2014 Stability 4 Mh la Challenges m O41 1 2014 Page 41 Page 42 Arena Partnership Ltd Rowan House Queens Road Hethersett NR9 3DB T 01603 813932 W www arenapartnership co uk E support arenapartnership co uk Page 43
9. by a specific client such as venue hire provision of transport tutor fees etc Select a code enter the date and the value add any Notes required and click the save record button The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a facility to export a list of all the records into Excel STAFF TIME Detaik Engagements Chent Chther taff Panter Chen Chent Programme Chose emits Details Motes This is for recording any staff time not recorded as part of an Engagement record Page 15 Select the staff member date and hours add any notes required and click the Save record button The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a facility to export a list of all the records into Excel PARTNER CONTRIBUTIONS Dretaik Engarement Client thes Staff Parter C t Cieni Prozramme E i l j Details Motes This is for recording inputs to the programme provided by a partner organisation Select a contribution Type e If you select Staff time the Value box will be greyed out so you can enter the person hours contributed in the Hours box and Tracker will calculate the value of those hours and enter it in the Value box automatically e If you se
10. engagements with access to view edit each of them Engagement History for Ms Anabel Lockwood Engagement Date Engagement Code Engagement Hours Staff Member 1 Staff Member 2 Now20ld Training 4 Le i oa Page 12 Click the Export table button 23 to see a spreadsheet listing all the engagements for all the clients You will need to click the little dropdown arrow at the right hand end of the button to select whether you want this is Excel csv Excel xls or Excel xlsx format A B G D E F G H J 1 Personal Reference First Name Surname Engagement Date Engagement Code Client Hours Staff 1 Staff 1 Hours Staff2 Staff2 Hours 2 TEN3787 Anabel Lockwood 03 Nov 2014 Training 2 None 3 None 3 TEN2123 Antwan Morgan 03 Nov 2014 Training 2 None 3 None 4 TEN3491 Belva Townshend 03 Nov 2014 Training 2 None 3 None 5 TEN2233 Bobby Hayes 03 Nov 2014 Training 2 None 3 None 6 TEN2259 Brant Kennedy 03 Nov 2014 Training 2 None 3 None 7 TEN2303 Buford Wagner 03 Nov 2014 Training 2 None 3 None 8 TEN4162 Charolette Ragan 03 Nov 2014 Training 2 None 3 None 9 TEN4034 Christiana Bye 03 Nov 2014 Training 2 None 3 None 10 TEN2431 Clint Willis 03 Nov 2014 Training 2 None 3 None 11 ENGAGEMENTS REPORT Detaik CPozacemeniz os et a Stafi Tea Gor as ee ee Chorunment FETA CHEAP einen ETN LAU PE Lal SOE LEN ETA y B em a enaaaed 1 ient cedita LIENS T ngagement Hou n T ngagement Hou n Total Staff T ee emaema a conan This gives you an onscr
11. one place DASHBOARD Once you get a feel for which functions and statistics are really useful in this module for you personally you can choose up to eight Support widgets to have on your home screen to give you instant links and key indicators These will be unique to you saved and updated ready for you next time you log in Page 3 6 2 Glossary THEMES These are broad categories covering the range of support or community programmes with which you may be involved Digital inclusion Financial inclusion Work and skills etc You can define your own list of themes and use these for filtering or searching through your list of programmes or for consolidating reporting and analysis of programmes with a similar theme PROGRAMMES Each programme represents a file which you create to hold records relating to a specific programme of support This will be defined by a link to one of the themes a date range usually a year a name to describe it and a programme leader You may also set up programme profiling fields to record more detail about the programme such as key objectives sources of funding partners you are collaborating with etc CLIENTS These are the people linked to a programme one person may be linked to multiple programmes You can track their full intervention journey through a programme from start to finish how they were initially referred changes in their client status a diary of t
12. 4 of 4 entries a Start H Create Cost Core These relate to overall costs for a programme not expenses claimed by client The Code above is what will appear in dropdown lists on screen the Name is to give you an opportunity to explain in more detail what the code is for ENGAGEMENT CODES Engagement Codes Help F records per page Seancho Name Created by Job interview Alan Marshall Edit Archive Dele Meeting with other Alan Marshall Archive Dele Meeting with support worker Alan Marshall Archive Dele Training Alan Marshall Archive Dele Volunteering Alan Marshall Archive Delet Work experience Alan Marshall Archive Dele Showing 1 to 6of 6 entries Start lt l End 3 Create Engagement Code You can create as many codes as you like but remember that with too many users will have a long dropdown list to search through and any analysis or reporting will be broken down in lots of small data sets rather than a few key groupings the choice is yours Page 34 EVALUATION CRITERIA This is a facility to add one additional question to the standard set of five questions used to evaluate a completed programme EXPENSE CODES These codes relate to expenses claimed by clients not costs relating to the overall programme which you are called Cost codes in Tracker FEEDBACK QUESTIONNAIRES Set up as many different questionnaires as you require and the questions relating to each of them Fe
13. ame Source Delete Source B Delete Source L Delete Source D Delete Showing 1 to 4of4 entries Give your field a name and then select the type of field you require 38 Text field Date field Dropdown list or Tick boxes If the type you have selected requires a list of options click the Add option button 39 and give your option a name then repeat for as many options as you need When you have completed everything click the Update profiling field button 40 to save PROGRAMME THEMES Programme Themes Help F records per page Search Programme Theme 1 Created by Digtal inclusion Alan Marshall Edt Archive Dele Emphyment and training James Mackay Edit Archive Dele Financial inclusion Alan Marshall Edt Archive Delet Health and wellbeing Alan Marshall Edit Archive Delete Personal development Alan Marshall dit Archive Delet Volunteering Alan Marshall Edit Archive Del Showing 1 to 6 of 6 entries Stan End Create Programme Theme These are the broad categories to which programmes are linked to help with filtering and reporting Page 38 STAFF MEMBERS AND PROGRAMME LEADERS Stafi Members and Programme leaders Help Staff member and Programme leader T records per page search Name Type Price Created by Alan Marsha taff Member E2500 Alan Marsha Edit Price Archive Dele Chri Raby Staff hember 25 00 Alan Marsha d Archive Dele Helene B Both Alan Marsha Archive Dele John Smith Staff hembe
14. amme referente pee 7 5 eels 2014 1 5 00 Volunteering Youth volunteering progra minme Chent start date 2502201 Chent status 7 Active Chent status date DE MOW2O1E fo Update Select a new client status and the date of the change then click the Update button Page 24 Open the Status history section to view the full record of changes in client status Status History Hide Client Status Start Date End Date Expression of interest FEATS BOTS Expression of Interest Pa Pa Be bE EY be ENGAGEMENTS Details Motes Engagement hours Show minutes as decimalk of an hour Staff member 1 hours Show minutes as decimal of an hour Staff member 2 hours Show minutes as decimal of an hour Create a record of an engagement for this client you can simultaneously create records for multiple clients through the Programme file see section 6 5 Programme records but here you can only create records for this one client Select the programme and engagement code enter a date and the length of the engagement in hours If one or two staff members were present select their names and the hours for which each of them was involved they can be different Enter any notes required and click the Create button Page 25 You can see all this clients engagement records by opening the History section History Hide A F record PE ea h Engagement date Engagement code Client hours Notes 2402 2015 Job i
15. ave Page 28 The documents you have uploaded will be listed in the table above click the eye to open and view the document click Edit if you want to amend the name or description or replace the document with a revised version click Delete if you no longer require this documents Page 29 6 8 Programme evaluation and closure Evaluation is the process by which you review a completed programme and change its status from Live to Closed Closed programmes are then moved to the Closed programmes tab but can also still be viewed on the Programmes tab if you change the Programme status filter from Live the default setting to Closed or All Go to Support gt Evaluation 30 Evaluation amp Home th Profiles gt ee ae Participation Thane A a Name A Creator A Leader Al ra m a 3 Communication of Feedback 5 Name Leader Creator f Support In house work experience programme Not set Alan Marshall Evaluate Internet access course for the over 60s Not set Alan Marshall Evaluate IT for novices Not set Alan Marshall Evaluate Silver surfers James Mackay Alan Marshall Youth volunteering programme Alan Marshall Alan Marshall Evaluation D Chsed programmes Showing 1 to 6 of 6 entries Start lt gt End Select your programme and click Evaluate 31 Youth volunteering programme Help Evaluate the projec
16. edback Questionnaires Help T records per page Search Name 1 Questions 1 Created by 1 Exit questionnaire 5 Alan Marshall Archive Delet Feedback testing 1 Sandy Grange Archive Delete Showing 1 to 2 of 2 entries R Start 4 l End 3 Create Feedback Questionnaires Click the Create feedback questionnaire button to add a new questionnaire to the list click Edit to add or amend the questions relating to a questionnaire Update Feedback Questionnaires Field Help Name 1 Ext questionnaire Name 3 Type 1 How did you find the referral process into the programme Very Good Fairly Good Metther i Fairly Poor i Very Poor r aa 2 Do you feel you have achieved all of your goals set at the start of the progra Y Dont Eroe Appiicab aiii T W dA a p rania Hha canara cerry Fa nanda co mr in Hha p Dele WOOL YOU contant the Service again if you needed support in the future 1 Dont Kno App D ii zl 4 Wo pL wau neocon the cero ans ta friends and fam iTi Vex i Alo Dont Koro af Alot Sooheable w Dele EUG RA YFL T EL T P U PE pA EEI a NENE D R PAS A A a TES WD DNL Pee O Ae Oe 5 Do you nawe any DSO eS for MprovIng ie Programme Text bof Deli Showing 1 to 5of5 entries Page 35 For each question you can select a response option set from the dropdown list available If you would like other options adding call the Help Desk to discuss you needs OUTCOME INDICATORS Outcome Indicators Help F reconds per page Search
17. een summary of all the engagement records The Export records button 24 gives you another opportunity to download a spreadsheet listing all the engagements for all the clients The adjacent Export table button allows you to export the table shown on screen into Excel Page 13 co o o co co oO CoO oOo fo CLIENT EXPENSES Client expense records are linked to specific clients by ticking one or more names in the Client name dropdown list If this is a large list you may want to filter it down to only show current clients by ticking the Show current only box Enter a date select an expense code enter a value and any Notes then click the Add expense button to save the record s Remember that you have a Documents tab here should you wish to upload copies of receipts or any other supporting documentation Note that if you create a record for multiple records the Value you enter will be applied equally to each record So if the values are different for different people you will have to enter the records separately The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a facility to export a list of all the records into Excel Page 14 OTHER COSTS Costs recorded here are those that relate to the overall programme rather than to expenses claimed
18. es However to make it easier for you when searching or creating records you can define a client as Current meaning they are currently actively engaged Do this by ticking the box at the left hand end of their row in the table above On subsequent screens the default setting will then be to show only current clients To export a list of all the clients together with their basic contact and profiling information click the Export this table button 19 Page 10 ENGAGEMENTS ADD NEW RECORD Detak y i Stafl Tis Gort 7 Teeerewass Document FETA RET POT be Yi pi Emi Em it 5 FROUMPENAS rence ert ee ee p en feedback ee ee SR CETISE CSS TOT CELA 1S SE Or Paci paii C ents Add mew record XH story Report Details Notes E ena LiT Engagement date fis Engagement hours Show minutes as dedimals of an hour oe Ff nber 1 n n Staff member 1 heurs Shor minutes as decimals of an hour taff member 2 None present T Staff member 2 hours Show minutes as decimals of an hour Clients Hide A You can create an engagement record for one client or for multiple clients using this form Select an appropriate Engagement code from the dropdown list enter the date of the engagement and the length of the engagement in hours If one or two staff members were present select their names and the hours that each of them was involved do not have to be the same for both or same as the Engagement hours Use the Notes
19. heir engagement history changes in their wellbeing skills and circumstances and the end outcomes Tracker automatically links client and programme records together to avoid the need for double entry recording ENGAGEMENTS Individual records of each interaction between a client and a programme a client a programme a date an engagement code e g Meeting with support worker Volunteering Training Work experience etc hours and the staff involved Page 4 6 3 Create a new Programme file See 6 2 Glossary for the definition of a Programme ith Profiles Search for Programmes Help gt Add a new programme Programme status Live X Programme A X Created by All X theme Date from 01 04 2014 ta Date to 31 03 2015 ft Programme All X Leader Programme profiling fields Show w dogn ioia S T Closed progra Status Year Programme name Theme Programme leader Live 2014 15 Subbpugg huyge 6 Jug 7t fg Volunteering Alan Marshall Quick View Records Report f Admin gt Live 2014 15 In house work experience programme Employment and training Not set Quick View Records Report Live 2014 15 Internet access course for the over 60s Digital inclusion Not set Quick View Records Report fe 014 15 or novices al inclusio ot se Quick View tecords eport Show management options Live 2014 15 IT for novices Digital inclusion Not set Quick Vie Reco R A Show admin options Live 2014 15 Silve
20. ility to export a list of all the records into Excel PROGRAMME IMPACT Detail Engaz i Cheni ther staff Parin Chent Chent Programme Documen i Details Notes Tracker will automatically generate information about programme outcomes from e Engagement records The numbers of clients supported overall the number obtaining specific forms of support work experience volunteering opportunities training etc and the number successfully completing the programme e Client impact records The average percentage improvement in each Star Chart criteria e g self confidence work skills financial awareness etc for all clients In addition you can use your own set of indicators here to record other outcomes Select an indicator enter a date and a value add any notes required then click the record impact button to save the record Page 19 SV With the Social value upgrade if you have linked the indicator to a social value proxy Tracker will translate your output into a social benefit value Details Motes w Add Impatt This feature is not yet live DOCUMENTS Detail Participation Tenant expenses Ot Dost Staff time Partner organization Cutoones Documents Tile Drescriotion FESO DD Document History Use this tab to store documents relating to the overall programme use the equivalent tab in a client file to store documents relating to a specific client You can browse and upload documents spread
21. lect any other code you can enter the Value directly Enter a date and any notes required then click the Save record button The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a facility to export a list of all the records into Excel Page 16 CLIENT FEEDBACK Detail Engagements Chent Other Staff Chor lee Add new record History Details Motes E n IT fo Chen B w Hay T Respon se Date iit E a C B A z aff m n You can enter the feedback from an individual client not multiple clients as they are unlikely to be all identical using one of the questionnaires you have set up Note that you can also do this through their personal file Select a client response date and questionnaire record how with whom they completed the questionnaire and add any notes When you have selected the questionnaire the questions will appear in sequence at the foot of the screen and you can enter their answers to each question LIWestions ms m pr 101 Howe did vou find the referral proress into the oroeranmme i a O yL 1 ine PERE ad process bO Tbe p E At the end you will see a summary of all their responses for you to check before clicking Save record LIDestians Juestions 1 How a T ih fired the referra Breese iin tos oro fe CPR yu O Ue Pee dd CRESS O ime TE LT j roy h H j AD h fth FT u TU U
22. mme Themes Programme themes gt Staff Members and Programme leaders Staff Members and Programme leaders gt Star Charts The setup options here affect both the Support module and the Support tab within each personal record in the Profiles module As a general rule you can add new options to any field at any time you can amend the wording of existing options but you cannot delete options once they have been used Archiving an option means that the option and the records relating to it still exist but the option will no longer appear in dropdown lists Go to Support gt Set up 34 CLIENT BACKGROUND FIELDS Oient Backgrounds Help records per page Searcho Name 1 Type 1 Options Created by National Insurance No Free Text 0 Alan Marshall Edit Archive Delete Referred by Dropdown List 4 Alan Marshall Edit Archive Delete Showing 1 to 2 of 2 entries amp Start i 1 Ered Create Ohent Background Feld Page 32 Click the Create client background field button to add a new field Update Client Background Field Name Urte Delet urce B Dele Source C Delete Source D Delet Showing to d of 4 entries gt ana Give your field a name and then select the type of field you require 35 Text field Date field Dropdown list or Tick boxes If the type you have selected requires a list of options click the Add option button 36 and give your option a name then repea
23. nterview 22 10 2014 Training O81 O20 4 Training Past engagements will be listed in date order with the most recent at the top To export the data on this sub tab Engagements into Excel click the Export tab button p A B m D E F G 1 Personal Ref First Name Surname Engagement date Engagement code Client hours Notes 2 TENMO916 A Adams 2014 10 08 Training 25 3 TENMOS16 A Adams 2014 10 22 Training 3 4 TEMOS16 A Adams 2015 02 24 Job interview 2 To export the personal details of this client click the Export record button P A B g D E F G H J kK ee 1 PersonalReference Tithe Firstname Surname aAddresslinel AddressLine2 PostalCode Tell Email DateOtBinth Gender Religion SexualOi 2 TENOS16 Mir OA Adams 49 Honeysuckle Clase Oaklands Wie YHA 01333 279501 ag yacoo coz ukx 1951 01 01 Male Christian Not kno 3 i FEEDBACK Hist Details Notes Record the client s responses to a feedback questionnaire Select a programme and a questionnaire enter a response data and record who actually completed the questionnaire and if a staff member was present Page 26 When you have selected the questionnaire the questions will appear in sequence at the foot of the screen and you can enter their answers to each question Questions 101 Howe did vou find the referral oreress into the oroeramme r LL A n iia i k i i k a a a oe ho amp be At the end you will see a summary of all their responses for you to check befo
24. odule Mr A Adams 49 Honeysuckle Close Oaklands W56 7HA Help Personal detaik Altennative comtact Profile Activities Communications Groups Support Documents History Programmes Engagements Feedback Impact Background Documents PROGRAMMES Alennative contant f A F Support Chor H Programmes Engagements Feedback npact Background Documents Y records per page Seancho _ Client start Client status Latest engagement Programme ret date Client status date date 2014 14004 Volunteering Youth volunteering programme 25022015 1 Expression of 25 02 2015 interest 201 4 150002 Digital incluston Iintennet access course for the over Sis MLO 7015 2 Active MiVO2 7015 Showing 1 to 4 of 4 entries a Start Link this person to a programme by clicking the New link button 29 Support Programme for Mr A Adams Help Programme ease Select Cent start date OSI S ii Cent status Please Select w Create Select a programme and an initial client status the start date will default to today but can be amended Note that once you have created this link you will not be able to amend the start date Click the Create button to establish the link Once the link has been established it can be undone by clicking Unlink 30 but only as long as there have been no records created yet Click View 30 to see the details of the link and amend the Client status if required Support Programme for Mr A Adams Help Progr
25. orker s and code e g Meeting with case worker Training Work experience etc Set up your own star charts to track the impact of interventions over the course of the programme personal confidence wellbeing job skills etc Tracker will automatically calculate the movement for each criterion from first to last star chart as a measure of the personal impact of their involvement and collate the scores and movements for all the clients of a programme You can also set up your own questionnaires to collect and collate qualitative and quantitative feedback from clients linked to each programme PROGRAMME RECORDS Create a separate file for each Programme or Project and link it to a Theme such as Digital inclusion Work and skills Financial inclusion etc with a defined start and end date and programme leader Page 2 Within each programme file build up your records of client engagements client expenses other costs staff time and contributions from partner organisations View the collated data from client impact records star charts and feedback questionnaires Measure additional outcomes with your own bespoke set of key indicators and translate these into social values if required DOCUMENTS Documents in any format can be added to either the client or the programme files such as specific case notes evaluation reports or event photos to help keep records all in
26. osed programme Summary for closed programme Test 2074 15 0003 Digital inclusion Test Help Prog Status Chesed Prog Theme Digtal inclusion Start Date 2014 04 01 Closed Date 17401 2015 16 33 Created By james Mackay Prog Leader Not set Mo Engagements Mo Clients Total Engagement Hours Total Staff Time Open the Programme evaluation section to see the scores comments date and evaluator Open the Engagements section to view details of all the engagements relating to this programme you can toggle between showing these arranged by client or arranged by engagement code Page 31 Home Set up Help 8 Participation gt Client Background Fields th Profiles gt Clhent Background Fields 3 Communication i G s gt Client Status Codes Pd Feedback Chent Status Codes gt Cost Codes f Support Cost codes gt Engagement Codes Engagement Codes gt Evaluation Criteria Evaluation Criteria a l A oO T a m a o y 9 w Oo a z 3 5 Pp a a o vs rs z D 3 3 o a a v v v v gt Expense Codes Expense codes gt Feedback Questionniares Feedback Questionniares gt Outcome Indicators Outcome Indicators A Show management options gt Partners A Show admin options Partners Show with all icence options i gt Partner Contribution Codes Partner Contribution Codes gt Programme Profiling Fields Programme Profiling Fields gt Progra
27. r E2000 Alan Marsha d Archive Dele h Glennon oera Leade Alan Marsha Archive Delete Showing 1 to 5 of 5 en This is the list which will populate Staff member dropdown lists and Programme leader dropdown lists You can specify whether a name is to appear in one or other of the dropdown lists or in both You can specify an hourly rate for each name which Tracker will then use to translate their Hours into an input value for the relevant programme User List F records per page Search You will have a shortcut to adding anyone who is a registered Tracker user by using the list at the foot of the screen and clicking Add Page 39 In addition you can add people who are not registered Tracker users Add Custom Staff member or Programme leader Weve Wars Staff Member x Add Custom Entry STAR CHARTS Set up as many different star charts as you require and the criteria relating to each of them Star Ohart Help Y records per page Seanchc Name Created by Work Star Alan Marshall Edit Archive Delete Showing 1 to 1 of 1 entries amp Start y End 3 Create Star Chart Click the Create star chart button to add a new star chart to the list click Edit to add or amend the criteria relating to a star chart Update Star Chart Help Name Work Star Criteria 1 Aspiration amp notation Critena 2 Basic skill Criteria 4 job search skilk Criteria 4 Job specific skili
28. r gp DE m fin u 5 h iain if n th FLI u ize SU m firmed u Et MA LURI mn a m nd f TOL R ui ndefined u C ITA nsf or J E Chen n m Page 17 The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a facility to export a list of all the records into Excel CLIENT IMPACT i l Details You can record the Star chart scores for an individual client not multiple clients as they are unlikely to be all identical using one of the star charts you have set up Note that you can also do this through their personal file Select a client response date and star chart record how with whom they completed the chart and add any notes When you have selected the chart the criteria will appear at the foot of the screen click on each criterion in turn and enter their scores on a scale from O to 10 Chart Criteria Scores ad Add Impact You may like to develop your own guide notes to try and ensure a consistent approach to scoring this could be placed in the Documents section of the programme file or on the overall site Pinboard where it can be accessed by all staff Click the Add impact button to save the record Page 18 The History tab shows all the records created to date and the Report tab gives you an onscreen summary of the data recorded Both tabs give you a fac
29. r surfers Digital inclusion James Mackay Quick View Records Report Show with all ficence options Showing 1 to 6 of 6 entries Start lt gt End Go to Support gt Programmes 1 and click the Add a new programme button 2 New Programme Programme Theme Emphyment and training x Name C gt Programme start date Ge 012014 fr Programme end date 37417032015 ft Programme Leader E gt Alan Marshall Funding source s D Sures O Source D Source C O Source D Target no of chents G gt C gt al Save Select a theme 3 from the dropdown list available and give the programme a name 4 Tracker will show default start and end dates 5 as the start and end of the current financial year but you can edit these if you wish Page 5 Select a programme leader 6 from the dropdown list If you have set up additional programme profiling fields these will show here 7 and can be used to record background information about the programme Click the Save button 8 to create your new programme Page 6 6 4 List of all your programmes To see a list of all your current i e not yet evaluated and closed programmes go to Support gt Programmes 48 Participation gt gt Programme status wa A Sy a W amp i N aa Q Communication v admin options Live 20 w with all cence options Showing 1 to 6 of 6 entries At the top of your screen is a set of fil
30. re clicking Save record Questions 101 How did vou find the referral oroecess inte the or f ee La yL Li iL CIE 0 el aL LAF IL bk a g Y Peo EMO 1k pro e a Er l Chent signature gained Save Record You can see all the past responses to questionnaires by opening the History section IMPACT Complete a Star Chart Select a programme and star chart enter a date and record how with whom they completed the chart and add any notes When you have selected the chart the criteria will appear at the foot of the screen click on each criterion in turn and enter their scores on a scale from 0 to 10 Page 27 Chart Criteria Scores terion 1 L t a Click the Add impact button to save the record You can see all the past star chart scores by opening the History section BACKGROUND a w Save Changes If you have set up Client background fields they will be shown here and can be used to record additional background information about this client Note that these fields are not specific to any individual programme DOCUMENTS Douments History Title Summary Date uploaded Referral Form Completed by Council referral un NOLI S Edt Delete UIE sa LF ALF eS eee CIE di L i ar d E CNL PELE You can upload documents here relating to this client for easy access and storage Click the Add document button browse for the document give it a name and a brief description then click S
31. sheets or photos in ANY format including Word Excel PDF JPEG etc Just give the document a name and a brief description then browse for it and then click the Add activity document button To view download replace or delete any documents open the Document history section Page 20 6 6 Programme reports Go to Support gt Programmes find the programme you want to view and click Report to open up an onscreen summary report of all the data held in the programme file Report for 2014 15 0002 Digital inclusion IT for novices The sections of the report are identical to those available in the report tabs within the programme file see section 6 5 Programme records In addition you can export the whole report by clicking the blue Export button 25 Engagements 1 22 Mo records Total staff hours eel Page 21 You can also see a report in the same format but covering consolidated data from a number of different programmes such as All programmes linked to a particular theme or All programmes managed by a specific leader or All programmes in this current financial year To select the range of programmes you wish to include in your report filter the list so that they are all included there can also be others showing 6 Results Found Year Programme name Theme Programme leader 7014 15 In house work experience programme
32. t by scoring each of the questions below The projec achieved the intended outcomes 2 Mostly The projec represented gord value for money 1 Somewhat z lt was accessible by all ethnic amp diversity groups equally 4 Completely E It helped participants develop skilk knowledge and or confidence 1 Somewhat The projec achieved additional unexpected outcomes D Not at all Comments i Export This Evaluation e Print This Evaluation wf Ohee Activity Select the most appropriate score for each of the evaluation questions guidance notes are available for each question by clicking on the 2 symbol Page 30 Add any written comments then click the Close activity button Tracker will record that it was you who completed the review permission to use this function may be restricted to certain users only refer to your site administrator if necessary CLOSED PROGRAMMES Closed Programmes Help 10 V records per page Search Programme Name Programme Reference 1 Closed Date Test 2014 15 0003 Digital inclusion Test 17 01 2015 gt View Summary NM Testing 2014 2014 15 0001 Testing NM Testing 2014 17 01 2015 View Summary _ howing 1 to 1 of 1 f f gt Dashboard Create Records a Export Closed Programmes amp Print Closed Programmes alua Closed programmes D All closed programmes are listed on the Closed programmes tab 32 click View summary 33 to see an overview of the cl
33. t for as many options as you need When you have completed everything click the Update client background button 37 to Save CLIENT STATUS CODES Oient Status Codes Help co Y reconds per page Boe a Name 1 Default Created by 1 Expression of interest No Alan Marshall Edit Default Archive Delete 2 Active Yes Alan Marshall Edit Default Andhive Delete Ja Exit completed programme No Alan Marshall Edit Gefaukt Archive Delete db Deengaged not completed programme No Alan Marshall Edit Defauit Archive Delete dc Ext Referred to external service provider No Alan Marshall Edit Default Archive Delete 4d Exit Never became active No Alan Marshall Edit Default Archive Delete Showing 1 to 6 of 6 entries a Start lt Y End 3 Create Status Code Page 33 Hint Start the name of each code with a number so that Tracker sorts them into a logical sequence matching a potential intervention journey rather than in alphabetical order One of these codes can be defined as the Default code which means this will be the default setting when linking a new person to a programme you can always amend it COST CODES Cost Codes Help records per page Search Code Mame Created by Admin Admin Alan Marshall Edt Archive Dele Catering Catering Alan Marsha Edit Archive Dele SEIVKES Services bought in from external supphers Alan Marsha Edt Archive Dele Venue Venue hire costs Alan Marshall dit Archive Dele Showing 1 to
34. ters 9 for you to select the range of programmes you want listed this will default to all Current programmes created during the last 12 months but you can amend these filters to show more or fewer programmes as required Note that you can include Closed programmes by selecting a different Programme status option If you have set up some programme profiling fields you could use these to filter your list by opening this section 10 If you make any changes to any of the filters above click the Display button 11 to refresh the list below AN INDIVIDUAL PROGRAMME Once you have selected the programme you wish to look at you can click Quick View 12 for a popup showing summary details and indicators Records 13 to access the whole programme file and all its contents or Report 14 for an onscreen summary report of the programme Page CONSOLIDATED REPORTING FROM A NUMBER OF PROGRAMMES You may wish to view a report covering consolidated data from a number of different programmes such as All programmes linked to a particular theme or All programmes managed by a specific leader or All programmes in this current financial year To select the range of programmes you wish to include in your report filter the list so that they are all included there can also be others showing 6 Results Found Showing 1 to 6 of 6 entries Cc Cc Cc om Cc Mi Mi mi M Mi Year

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