Transcript Slide 1

WorkAbility 1
Data Collection System
March 2009
This guide to the WorkAbility I Data Collection System was created by the
Technology & Education Committee in cooperation with the Sacramento
County Office of Education staff who maintain the database and website.
The Data Collection System is continuously being updated and improved.
As new releases of the website are completed the guide will be up-dated to
include those changes.
If you experience problems not addressed in this guide, contact one of your
TEC Representatives who are listed on the Home page of your website.
Page Links
Home
Student Records
Student Basics
School / Agencies
Array of Services
Placements
Student Follow-Up
Business Records
Project Reports
Download Data
Excel Instructions
Data Snapshot
Prototype Reports
CDE Reporting
Ed Code Requirement
EOYReport and Renewal Application
Estimated Budget
Statement of Assurances
Submit Baseline Data
Submit Follow-Up Data
WorkAbility I Profile
Submitting Reports to CDE
Site Management
Customize Follow-Up
Manage User Accounts
Project Information
Directory
Find/Print
Update
Links will take you to the slide that you need. Click on
to return to this page.
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
4
Select
Home
on the
main menu
bar
5
Different areas of
the site are
available on the
dark blue main
menu bar.
6
The project name
and site number
are displayed
here.
This is important
if you have
access to more
than one project.
7
If you have access
to more than one
project, you can
switch back and
forth by clicking the
link.
8
Information and
current status on
performance goals
is indicated in the
boxes.
Information is
separate for high
school and middle
school students.
9
IMPORTANT
DEADLINES
IMPORTANT
CONTACTS
Where to get help
10
Quick Access Links for Students:
Not Served | Not Placed | Not Reached for Follow-Up
11
Links to:
Sign Out
Change Password
FAQs
12
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
13
Select
Student Records
on the
main menu bar
14
On the first page of
Student Records is a
list of all students in the
project database.
To view a student’s
record click on a
student’s Baseline or
Follow-Up year link in
the list of students.
15
This will take you to that
student’s Baseline and
Follow Along information.
Information can now be
viewed, added or
changed in any of the
Baseline selections.
Remember to Save desired changes in each section.
16
Quick Check
This information is
gathered from
different areas within
the student’s
Baseline information.
Yes or No is triggered by the following sections:
Enrolled is gathered from the Schools/Agencies section and
requires the school to be entered.
Served is gathered from the Array of Services section and dates
must be entered in all appropriate boxes.
Placement is gathered from the Placements section.
17
Student History
Click year link to view
the student’s Baseline
and Follow Along
information from the
previous year(s).
18
Exited last year?
but not exited in the
database? Click the
Post-date link.
This allows you to delete
this year's record and enter
an exit date for last year.
Did you say DELETE ? The only time you should delete a record is
if that record should not have been created. Example: The student
exited last year, so this years record should not have been created.
Remember: DELETE = GONE
In most cases you will use:
‘Inactivate’; ‘Archive’; ‘Not Currently Active’
19
To search for a student in
your project:
Enter the First or Last Name
and/or SSID of the student.
The search can be filtered by
selecting additional criteria.
Then click the SEARCH
button.
20
To search for a student in
any project:
Enter the First or Last Name
and/or SSID of the student.
Set the criteria as ALL in
each of the different boxes.
Then click the SEARCH
button.
21
Student records matching your search criteria will be
listed on the Search Results page.
Click on the Baseline or Follow-Up year link to
open the record.
22
Miguel Rosas
If your search turns
out to be a student
that is currently
enrolled with another
WA1 Project, and has
NOT been exited
from that project, you
will get this message.
The message gives you the contact information for the other site.
The other site must exit the student in order for you to transfer the
student.
23
If the student has
been exited from
another WAI Project, they
are available to be
transferred to your project.
To transfer a student that has
been exited, click onto the
year link on the search
results screen, then click the
Transfer link on the next
screen.
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This screen will
appear once the
student has been
successfully
transferred.
The student’s
baseline record is
added to the
database, and
you will have the
student’s history
in your system.
NOTE: The History highlight shows from which
WA1 Project(s) a student has been exited.
25
If there are no
records matching
your search criteria
in the database, a
record can be added
by clicking on add a
new student link.
26
Enter the student’s
information in the New
Student form and
click the
Save button.
Complete the rest of
the student
demographics and
click Save.
27
Fields required for the End-of-Year data to be
successfully submitted in June are:
• Student First Name
• Student Last Name
• SSID
• Birth Date
• Gender
• Grade Level
• Disability
• Ethnicity
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When the Student
Basics information
has been successfully
entered, the remaining
Baseline and Follow
Along information can
be entered.
Select one of the other sections shown across the top of the page
to add additional data.
29
Jon Smith
Under
School/Agencies If a School, Teacher, or
Case Carrier is not
listed on the drop
down menu, click Not
listed? to enter the
information.
30
Jon Smith
Field required in the
End-of-Year data for a
student to be counted as
enrolled and submitted:
• School of Attendance
31
A Case Carrier is the
case carrier for a
support agency.
To enter Case Carrier
information, you will
need at least:
• First name
• Last name
• Phone
• Support Agency
NOTE: Once saved, a case carrier
cannot be edited or removed from the list.
32
Under Array of Services enter a single date in the
box under the appropriate
column for each service
provided:
• not a range of dates
• not just a year
• an actual date
such as 01/10/09.
This date may be the first
date a service was
provided.
33
To be counted as served a record must have
a date entered under:
• Career Vocational Assessments
• Career Counseling & Guidance
and one under each:
• Connecting Activities
• Work-Based Component
At least, one service must be provided by
the WorkAbility I project.
34
If a student is being served by a Middle
School grant indicate this by checking
the box on the Student Basics page, a
different Array of Services will be shown
for that student.
To be counted as served a record must
have a date entered under:
• Career Vocational Assessments
• Career Counseling & Guidance
and one under each:
• Connecting Activities
• Work-Based Component
At least, one service must be provided by the WorkAbility I project.
35
Refer to the Quick Check
on the Student Basics
page to verify that the
student has met the
requirements to be
considered served and
the dates have been
entered correctly.
NOTE - A record will be considered complete (for submission to CDE)
if no dates have been entered on the Array of Services page; however,
the student will not be considered served.
36
Under Placements –
Only one placement
can be active at a
time.
Archiving a placement
moves the information
into the student’s
placement history and
allows you to enter
information for a new
placement.
Once a placement is
archived it cannot be
changed.
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If the placement is a
direct hire
(Employer paid),
Leave all boxes
unchecked.
38
Fields required for the
End-of-Year data to be
successfully submitted
in June.
• Start Date
• Business Name
• Wage Per Hour
• Hours Per Week
• Career Cluster ID
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Under Case Notes –
Once saved,
a case note cannot
be edited or
removed.
40
To access Student
Follow-Up records
Select
Student Records
on the
main menu bar
to see to a list of all
Follow-Up records
or
click on See Full List
on the Home Page to
see a follow-ups not
reached
See Full List …
41
Student records that
require follow-ups
are indicated in the
student records list
by the year.
Click on the year link
to access the followup record.
42
On the Follow-Up
screen, you may enter
contact information.
Click year link to read the results of previous
year’s Follow-Up survey’s if available.
43
Select Follow-Up
Survey Thomas Rocha
Enter the follow-up
survey information on
this screen.
If the student is not
reached after 3
attempts to contact,
they will be classified as
unreachable.
If you do not have valid contact information, you may exclude the
student from future follow-ups by checking the box and entering a
reason.
44
When Yes is selected for
Employed? more boxes
appear.
Employer’s in the drop
down list come from the
list in Business Records.
If a business is not listed
on the drop down list,
click Not Listed? and
type the business name
on the new line.
45
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
46
Select
Business
Records
on the main
menu bar
47
One way to find and view or edit a business record is to click
on a business name in the list of businesses below the search
form on the Business Records page.
48
Another way to find a
business’s record is to
search for the
business by name or
other criteria.
Enter your search
criteria in the business
records search form,
and click the SEARCH
button.
Remember before adding a new business record, search first to
be sure it is not already in the database.
49
If there are no matching businesses in the database,
click the add a new business link.
50
Enter the business information.
Use the CTRL key to select
more than one career cluster.
Fields required are:
• Business Name
• Career Cluster
• Category
• Placements
• Status
NOTE: Avoid removing a record
from the database. Instead,
change the “Status” from “Active”
to “Not Currently Active”.
51
Under category choose
Employer if the business:
• employs our students
or
• serves as a work site
Select Employer for the
business name to appear
in the dropdown list on the
Placement page.
Don’t forget to Save.
52
What is the difference between a Business Partner and an
Employer?
• The Employer employs our students or acts as a site for
subsidized employment training
• A Business Partner does not employ our students, but instead
may serve in other ways such as giving tours, providing job
shadows or presenting to classes
If a Business is both a Business Partner and an Employer, it is
recommended that Employer be marked.
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Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
54
Select
Download Data
under
Project Reports
on the
main menu bar
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Click on a link and
download data reports.
Requests made in the past
week can be downloaded
from the blue box at the
bottom of this screen.
NOTE: This data will only
be as current as the date
and time of the request.
56
After generating a
report, it can be saved
to the desktop or
imported into another
application.
To save in Excel, go to:
File / Save As
Select folder from ‘Save in’ drop down menu
Create a ‘File name’
Change ‘Save as Type’ to the application you
want e.g. Microsoft Excel Worksheet
Click the ‘Save’ button
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If saved in Excel you can:
LOCK HEADER
• Highlight row 2
• Select ‘Window’
on the tool bar
• Select ‘Freeze Panes’
NOTE: Field data indicated in scientific notation or in ##### means
that column width needs to be increased.
58
‘SORT’ DATA
• Click in the upper
left hand corner
box of your
spreadsheet
• Select ‘Data’ on
the tool bar
• Select ‘Sort’
By sorting data, you are simply
rearranging your data in a certain
order according to kind, class, etc.
59
• A ‘Sort’ window will
appear
• You can now select
up to three ‘Sort by’
options
• ‘Header row’ needs to
be marked under
‘My data range has’
.
60
Example of ‘Sort’
results if you chose:
• Sort by ‘grade Level’
Your spreadsheet now
lists students by grade
• Then by ‘school Name’
Your spreadsheet now also lists
schools together by name
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‘FILTER’ DATA
• Click in the upper
left hand corner box
of your spreadsheet
• Select ‘Data’ on
the tool bar
• Select ‘Filter’
• Select AutoFilter
By filtering data, you are simply removing
from view the data in a certain order
according to kind, class, etc.
62
• Click on the down
arrow to select filter
• e.g. If in the ‘grade level’ column the user selected ‘9’ (for 9 th grade),
your spreadsheet will filter and only show students in the 9 th grade
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The columns you
have filtered will
be denoted by a
blue down arrow.
Rows that have been minimized (out of view), because of your filter
request, are denoted by a thicker line and missing row numbers.
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Select
Data Snapshot
under
Project Reports
on the
main menu bar
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View an up-to-theminute snapshot of the
current year’s data.
The first table has
counts and percentages
for all students entered.
The second table
breaks down the student
counts by age, grade
level, ethnicity and
disability.
66
New Site Data Reports (Prototype)
TEST SITE ADDRESS
http://test.scoe.net/workability/prototype/dsp_homepage.cfm
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You are here: Home > Project Reports > Run a Report
You are here
To get to this page
click here.
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Click on any of these Radio Buttons
to start to build your report.
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An Example
This is added when
you choose Baseline.
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Click Next
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Choose one of the options.
72
After choosing one option in #5, an
additional box will be generated.
73
Choose a field by
which to group data.
74
You can click on any of
these to add columns.
Add a subgroup.
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You can only choose
one radio button.
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You can SAVE a report and
use it as a FAVORITE.
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Report Generated in Adobe
You will Need Adobe Reader to Run the Report!
78
Go to the Test Site and Play Around with it – You won’t
hurt Anything!
http://test.scoe.net/workability/prototype/dsp_homepage.cfm
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Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
80
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
Select
CDE Reporting
on the
main menu bar
Available on-line reports
• Budget Amendment
• Education Code Requirement
• End-of-Year Report and Renewal Application
• Estimated Budget
• Final Budget
• Statement of Assurances
• Submit Baseline Data
• Submit Follow-Up Data
• WorkAbility 1 Profile
81
Select
Ed Code Requirement
under
CDE Reporting
on the main menu bar
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Ed Code Requirement Report
The WAI End-of-Year package requires sites to complete a
report covering Section 56471 of the California
Education Code.
This section of Ed Code states that:
WorkAbility I project applications shall include, but are
not limited to, the following elements:
83
2008-09
84
• It is recommended to type the
text in MS Word and spell
check. There is no spell
checker in the database
• Text can be no more than
250 words per box
• Copy the text for each box
• Paste the text into the
appropriate box on the Ed Code
Requirement page
• Remember to click Save after
each box is filled to prevent
data loose when the database
timing out
85
• When complete, reviewed, and ready to go click the Ready for
CDE button located at the bottom of the report
• If you are unclear on what to write for text in each area,
contact your mentor for assistance
• Content for this report is not the responsibility of the
technology committee
86
Select
EOY Report/Renewal
under
CDE Reporting
on the main menu bar
Be sure to enter a
summer contact phone
number for the project
contact person in case
FMTA has questions.
Complete all of the information on all
three (3) pages for this report.
NOTE: Definitions page can be helpful in
understanding WorkAbility terms.
87
Page 1
To remove a School Name
clear the Name, County and
# of Eligible Students then
click the Save button
To add a school, click on the
Add another school served
link.
DO NOT add a school by typing over another school’s information!
DO NOT manually move schools from one line number to another.
The database will automatically alphabetize your schools.
88
Page 1
Number of Schools listed
should equal the total of
all LEA categories
Leave no category boxes
empty. Enter ‘0’ in all LEA
boxes that do not apply
to your program.
When you are done, click Save & Go To Next Screen button.
89
Page 2
• Click the appropriate
response on all of the
Assurances and
Agreements
• There must be a
response on all lines
except for the last
one
• Click Save & Go To
Next Screen when
finished
90
Page 3
• Indicate if you are requesting
an increase or decrease to
your proposed served
numbers for the next program
year
• A text box will appear only if
you need to provide
justification information for
not meeting required
numbers or percentages
If any number of On-Campus placements are reflected in your report,
a valid explanation must be submitted.
91
Page 3
SUBMIT BASELINE DATA box
will only show on the Project
Contact’s login
Do Not select YES! until:
• All student data has been
entered and checked
• Students who are
graduating, or are leavers,
have been exited
NOTE: If the student does not graduate/leave, you will be able to
retrieve their baseline information next year with a push of a button.
92
Page 3
Once you mark ‘YES!’ And submit,
• You will NOT be able to
change your Student Baseline
and Follow Along data
• Some information on your Home page may change
e.g. Not Served’ may show ‘0’
‘Employer with Current Placements’ may show ‘n/a’
• Placement data for the current year ends 6/30
• New Placement data will need to be entered for next year, which
begins 07/01
93
Select
Estimated Budget
under
CDE Reporting
on the
main menu bar
Your Project Name (###-##-##)
# # #-# #
Your Project’s Name
Your Project’s Address
Your City
County
Instructions
• Detailed instructions in
pdf format
• The years may be
different but the content
is correct
• Read them
Zip Code
(xxx) xxx-xxxx
(xxx) xxx-xxxx
Spiffy
Dollars
Title
94
Page 1
• Enter the needed
information in each box
• Click Save & Go To Next
Screen when finished with
this screen
# # #-# #
Your Project’s Name
Your Project’s Address
Your City
County
Zip Code
(xxx) xxx-xxxx
(xxx) xxx-xxxx
95
Page 2
• Enter the total amount for each
account category
• Enter the Indirect Cost percent for
your LEA (the dollar amount will
automatically be calculated)
• The Total ESTIMATED Budget
amount must be the same as the
ESTIMATED Amount at the top of
the page
96
Page 2
District negotiated indirect costs
for each year can be found at:
http://www.cde.ca.gov/fg/ac/ic/
97
Page 3
• Enter a description for each line
item listed. Be sure to refer to the
instruction page for examples
• Separate High School and Middle
School expenses
• It is suggested that you enter a “/”
at end of each line because:
You type it
neatly.
Printed - it looks
like this.
Remember to
Save each time
you work on the
document.
98
Page 3
• Click that the report is
Ready for CDE
• Print the report
• Get it signed and dated
• Mail it to your FMTA or NPS
Manager at CDE
99
Select
Statement of
Assurances
under
CDE Reporting
on the
main menu bar
100
• Enter the grantee name and address
• The Project Contact may only be changed from the Project
Information screen
• The Superintendent/Authorized Representative information
at the bottom of the page is transferred from, and can be
edited on, the Project Information screen
101
• Click that the report is
Ready for CDE
• Print the report
• Get it signed and dated
• Mail it to your FMTA or
NPS Manager at CDE
• Remember only those
who have access
privileges can see and
click the Ready for CDE
button
102
Select
Submit Baseline Data
under
CDE Reporting
on the
main menu bar
103
This screen will show
baseline records that
are incomplete.
Click on a student’s
name to go to the
Baseline record to
complete missing
information.
104
All baseline records must be complete
before the data can be submitted to CDE.
To be considered complete, a baseline record must meet the
following conditions:
‘Student Basics’ screen • There should be no blank fields
‘School/Agencies’ screen • School of attendance must be entered
• Exit date and Exit Reason must be complete for
program leavers
‘Placement’ screen • If there is a placement, all but the supervisor name,
phone and SSN information must be complete
• If the placement ended, the date ended and reason
ended must be complete
105
Once the necessary information is has been entered, return to
this screen to confirm that baseline data is complete, accurate
and ready for CDE.
If so,
click on the
Ready for CDE
button.
106
Select
Submit
Follow-Up Data
under
CDE Reporting
on the
main menu bar
Budget Amendment
Ed Code Requirement
EOY Report / Renewal
Estimated Budget
Final Budget
Statement of Assurances
Submit Baseline Data
Submit Follow-Up Data
WorkAbility 1 Profile
No names will appear to the left
if you have filled in all of the
required fields in follow-up.
Once the necessary information has been entered, return to this
screen to confirm that follow-up data is complete, accurate and
ready for CDE, then click the Ready for CDE button.
107
Select
WorkAbility I Profile
under
CDE Reporting
on the
main menu bar
108
This document needs to be
kept up-to-date with current
contact information.
Beginning July 1, 2009 –
When logging on to the web
site for the first time each
fiscal year, the Project
Contact will be required to
attest that all information is
correct and up-to-date.
109
Select
CDE Reporting
on the
main menu bar
to see a complete list
of reports and their
status.
110
When a report has been
marked ‘Ready for CDE’,
it will be indicated in the
status column.
Ready for CDE
Ready for CDE
Ready for CDE
Ready for CDE
Ready for CDE
Ready for CDE
Once a report is marked ‘Ready for CDE’, the Submit to CDE
button will be visible and active only to the Project Contact.
In the case of the EOY Package, each sub-report must be
‘Ready for CDE’ before the submit button will be active.
111
After clicking the
Submit to CDE button:
• The page will show that
the reports were
submitted to CDE and
later will show when
‘Accepted by CDE’
• Nothing is actually sent to
CDE unless you click the
Submit to CDE button
NOTE: Reports marked with an
asterisk must be submitted both
electronically and ‘printed, signed and
mailed.’
112
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
113
Select
Customize
Follow-Up
under
Site Management
on the
main menu bar
114
TWO YEARS is the
minimum amount that
each project must
follow up with
participants.
You may select up to a
five year follow-up for
your project.
To add project-specific follow-up survey
questions, click on the add a question link.
115
Select
Manage User Accounts
under
Site Management
on the
main menu bar
116
Depending on your
access privileges, you
can view, add, or
change settings for
people with online access
to your WAI project data.
To add a user, click on the
add a new user account
link.
117
Use this form to create
a new User Account.
Scroll down to see the
entire form.
Some items are already filled out and
you are not authorized to change them.
118
Check which type of
access, if any, this
person should have
to each area of the
WAI Online Data
Collection System.
When done, click the
Save button.
119
To view or change an existing user’s information,
click on the user’s name on the Manage User Accounts page.
120
The selected user’s
account information is
displayed in the User
Account form.
Add or modify the
information and then
click the Save button at
the bottom of the form.
NOTE: Avoid deleting an
account and its history; instead,
change the account status to
‘Closed’ at the top of the form.
121
What actually happens if you click DELETE
• The record will be deleted forever
• Once information is deleted from
the online database it is GONE
• Clicking the browser’s BACK button
will not retrieve the data
• If the person is no longer with your
site, don’t delete them, instead
change their account status to
‘Closed’
122
Select
Project Information
under
Site Management
on the
main menu bar
123
From here, project
information can be
viewed, added, or
changed.
NOTE: In Project Type
field - only one option
can be marked.
Scroll down to see the
entire form.
Some items are already filled out, and you
are not authorized to change them.
124
To remove a School Name,
clear the Name, County and
# of Eligible Students and
click the Save button.
To add a school, click on the
Add another school served
link.
DO NOT add a school by typing over another school’s information!
DO NOT manually move schools from one line number to another.
The database will automatically alphabetize the schools.
125
At the bottom of the
Project Information
form, you can create
Custom Fields for your
Student Baseline and
Follow Along records.
These Custom Fields will be displayed in the Other section of
Student Records: Baseline and Follow Along.
126
Home
Student Records
Business Records
Project Reports
CDE Reporting
Site Management
Directory
127
Select
Find / Print
under
Directory
on the
main menu bar
128
Search by the
categories listed, or
click SEARCH to find
all directory records.
After clicking one of the
categories, additional search
criteria will appear to help
narrow your search.
129
Select
Update
under
Directory
on the
main menu bar
130
From here people that
are listed in the WAI
Directory can be
viewed.
• Click on a name to
update someone's
information
Perfect USD
Parker, Sydney
398-06-06
• Click the remove link
to remove someone
from the directory
• Use the pull down
menu to add someone
NOTE: Removing someone from the
WorkAbility I Directory will not affect
their access to the system.
131
DON’T FORGET
End-of-Year Due Date
• June 15th
• Forms must be submitted electronically
• A signed hard copy of designated forms must be mailed to
CDE to the attention of your FMTA or NPS Manager
AND
• As each section is completed, be sure to follow the instructions that
are provided on each page
• Scroll down to see an entire form
• Click the Save button at the bottom of every page before continuing
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REMEMBER
Security Feature - If there is no activity for a given period of time,
you login will be closed and you will have to log back on when you
begin working again.
Access – You can only work in those areas which you have been
given access rights to. If you can not see it or can not change it,
contact your Project Contact about your access rights.
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