TexasData: Reporting to Tasks

So…why the change

Think of it like this: What if you put a piece of data on each sheet of a note pad… Then you needed the data at the

bottom

?

You start at the top and pull off each sheet of paper until you reach the piece you need. In this example we are looking for the Session Data demographics. So we would start at the plan and “drill down”.

Plan

…Then we would go to the monthly report….

Monthly Narrative

…Then the task report….

Task Reports

….Until we finally reached the data we want.

Session Data

Or….is it faster to just pick up the piece of information you need when it is laid out in a flat format?

Just pick up the piece you need…..

Plan Task

Reports Monthly Narrative Session Data

Because of the database change, the opportunity to change the interface was now available….. Make it

easier

to input the data.

So now that you know why some of the changes….

Let’s SEE the changes.

It is useful to know each section of TexasData has its own guide within the

Help & Support

tab.

We will cover:

(in the same order as the user guide)

Overview Basic Navigation for Texas Reporting Managing My Reports Utilities

How to Report

Table of Contents

Overview ....................................................................................................................................................... 1

Login .......................................................................................................................................................... 1 Navigating the System ............................................................................................................................... 2 Sorting by Column ................................................................................................................................. 2 Viewing by Groups ................................................................................................................................. 2 Using the Show Number of Entries Filter............................................................................................... 3 Using the Search Feature ...................................................................................................................... 3

Basic navigation for Texas Reporting ........................................................................................................... 5

Column Descriptions and Functions .......................................................................................................... 5 Title ........................................................................................................................................................ 5 Type, Date, and Lead ............................................................................................................................ 5 Actions ................................................................................................................................................... 5

Managing My Reports .................................................................................................................................. 7

Unreported Tasks Tab ............................................................................................................................... 7 Actions ................................................................................................................................................... 7 Report to an Unplanned Task ................................................................................................................ 8 Unsubmitted Reports Tab.......................................................................................................................... 9 Actions ................................................................................................................................................... 9 Report to an Unplanned Task .............................................................................................................. 10 Submitted Reports Tab ............................................................................................................................ 11 Actions ................................................................................................................................................. 11

Utilities ......................................................................................................................................................... 13

Locked Reports ....................................................................................................................................... 13 Deleted Reports ....................................................................................................................................... 13

How to Enter Reports....................................................................................................... 15

Report to Task: Group/1-to-1 Event ....................................................................................................... 15 Report Method ..................................................................................................................................... 15 Report Info ........................................................................................................................................... 18 Session Data ........................................................................................................................................ 19 Volunteers/Collaborators ..................................................................................................................... 24 Marketing ............................................................................................................................................. 25 Educational Resources. ....................................................................................................................... 26 External Resources .............................................................................................................................. 27 Event Evaluation .................................................................................................................................. 28 Report Notes ........................................................................................................................................ 29 Submit Report ...................................................................................................................................... 29 Report to Task: Newsletter Event ........................................................................................................... 30 Report Method ..................................................................................................................................... 30 Report to Task: Mass Media Event ........................................................................................................ 32 Report Method ..................................................................................................................................... 32 Report to Task: Social Media ................................................................................................................. 36 Report Method ..................................................................................................................................... 36 Method of Contact ................................................................................................................................ 37 Report to Task: Monthly Summary ......................................................................................................... 38 Percent time this month ....................................................................................................................... 38 Individual Activities ............................................................................................................................... 38 Social Media ........................................................................................................................................ 39 Quick Session .......................................................................................................................................... 41 Report to an Unplanned Task.................................................................................................................. 46 Unplanned Task ................................................................................................................................... 46 Additional Support ....................................................................................................................................... 48 Help & Support Tab ................................................................................................................................. 48 Contact Information ................................................................................................................................. 48

Overview

To log into the Texas Reporting site navigate to texasdata.tamu.edu. Use your Agnet credentials to log in (same as your TExAS login).

To begin reporting, click on the Texas Reporting Tab.

If the video does not open click here

Basic Navigation for Texas Reporting

If the video does not open click here

Managing My Reports

If the video does not open click here

Utilities

There is a Utilities area which houses both locked and deleted reports.

How to Report

There are 4 types of reports in Texas Reporting:

Group/1-to-1 Event Newsletter Event Social Media Event Monthly Summary

We will walk through a Group/1-to1 event for you as it is the most detailed.

If the video does not open click here

Report Method –

NEWSLETTER The newsletter option asks for only 3 things: • • • how many editions, total number distributed additional notes

Report Method –

MASS MEDIA • • • • • The mass media option allows for entry of multiple mass media contacts: Television, radio, newspaper, podcast/internet video, marketing newsletter Along with the media outlet, length/duration, contacts, and additional notes.

Report Method –

SOCIAL MEDIA Social media requires only notes as the contact numbers are reported as part of the Monthly Individual Contact report.

Report Method –

MONTHLY SUMMARY

The monthly summary will display only

once

a month. The only action available will be Report to Task as there are no demographics when reporting Individual Methods.

Report Method –

MONTHLY SUMMARY Each plan will appear with a slider. Use the slider to indicate how much time was spent on each plan that month.

Report Method –

MONTHLY SUMMARY Either check the box for no individual contacts for the month, or enter the contacts indicated by the fields.

NOTICE:

Social Media has it’s own area so no social media goes into these fields.

Report Method –

MONTHLY SUMMARY Social media types available are Facebook, Twitter, Google+, Instagram, Pinterest, LinkedIn, MySpace, post on external blog/website. Only the post count and number of followers is needed for any type and multiple types can be entered.

Report Method –

MONTHLY SUMMARY Certify and submit report when ready.

So….this just gives you a little exposure to reporting. We are sure you now have LOTS of questions. We encourage you to write down your questions and bring them to your session. If they are not answered during the training we will provide time for you to ask your questions. We hope allowing you to see some of the reporting prior to the formal training helps to keep the overwhelming feeling of a new process to a minimum. We look forward to working with you!