UNCOM DATABASE TRAINING
July 18, 2008
Todd Curry
(414) 647-0548, ext. 2229
tcurry@journeyhouse.org
Program
“Adult Services”
Activity
Activity
“Adult Basic Skills”
“ELL”
Session
Session
“AM ABE 2008-09”
“PM GED 2008-09”
Outcomes
Outcomes
Session
“AM Level 1 200809”
Outcomes
ADMINISTRATIVE PROGRAM SET-UP
MR. BROWN AND MR. MAGGIT
Step 1: Go to Website
www.uncom-milw.org
STEP 2: LOG-IN – TODD CURRY
SYSTEM ADMINISTRATOR RESPONSIBILITY
Confidentiality:
System Administrator must contact Todd Curry:
to create staff log-in with appropriate levels AND
identify staff that need to be deleted for security
purposes.
Agencies should have confidentiality policy in
employee handbook.
Potential: UNCOM uniform policy
STEP 2: LOG-IN – TODD CURRY
SYSTEM ADMINISTRATOR RESPONSIBILITY
Data Entry
Restricted to data entry
System User
Access to system [print rosters, establish activities]
System Administrator
Access to System Set-Up [create outcomes, etc.]
Primary IT/Computer-minded [Need a minimum of 2]
Super User – Todd Curry
STEP 3: SYSTEM SET-UP DEMONSTRATION

Establish Programs [Departments/Services]:





Early Childhood Services
Youth Services
Adult Services
Community Services
UNCOM
STEP 3: SYSTEM SET-UP DEMONSTRATION

Clean-Up Programs by
Add the new categories
 Delete the old
 Go to each activity and designate appropriate
program

STEP 4: ACTIVITIES SET-UP
[EX: REPORTS/ATTENDANCE SUMMARY]
Activities are SUB-CATEGORIES under
PROGRAM UMBRELLA:
Program: Adult Services
Activities: Adult Basic Skills
Sessions: PM GED 2008-09
[Sessions = WHAT you are actually doing
and WHEN you are doing it]
STEP 4: ACTIVITIES SET-UP
UNCOM Required Fields for ACTIVITES:
 Open Recreation
Session = 4 to 12
 Session = 13 to 21

Cultural Arts [Demo]
 MCW Project Respect [Demo]

STEP 5: SESSIONS SET-UP
= WHAT & WHEN

Define sessions with a specific label:

Session Description = What is it?


African, Hip-Hop, Latin
When is it happening by time period?

African – Fall 2008
STEP 5: SESSIONS SET-UP
= WHAT & WHEN
Funding Source
 “Date From” and “Date To”
 “Start Time” and “End Time”
 “Average Hours”
 Staffing
 Select “Session Dates” for specific dates



Avoid “everyday” unless it truly meets everyday
DEMO
STEP 6: OUTCOMES SET-UP

Insert Outcomes in System Set-UP/Outcomes
Your System Administrator is the only person who
can do this
 Add, edit, or delete outcomes
 These outcomes will appear in all your agency
activities. However, they will not be active in
sessions until you highlight/select them in that
specific session.

STEP 7: OUTCOMES SELECTION IN
SESSION
Choose activity
 Click “edit”
 Click “Track Outcomes” box
 Select “outcomes”


Remember to hold the “ctrl” key to highlight multiple
outcomes
STEP 8: ENROLL PARTICIPANTS
Click on “Contacts”
 Search
 Enter first three letters of last name (or whole)
 Click “Select”
 If name appears, verify that it is the same person
[use birth date]

If he/she is the same person, click “accept”
 If not, click “add”

STEP 9: ENTER PARTICIPANT’S INFO
1.
2.
3.
4.
Personal Info [Intake Form]
MAKE SURE ETHNICITY IS ENTERED
More Info, Family, etc.
Enrolled Activities
1.
2.
3.
This is the only way to collect outcomes on a
participant.
This places them on a roster.
They appear on “Attendance Page”
STEP 10: ENROLL INTO ACTIVITY
Select Add from “Enrolled Activities”
 Choose Activity
 Choose Session
 Choose Enrollment Date
 Submit “Add to Roster”

STEP 11: TRACKING OUTCOMES
Click “Attendance”
 Click “Add Attendance”
 Select “Date”
 Select “Outcome”


Ex: “Enrolled” and “Attendance”
Enter “Submit”
 Demonstrate – Enter a participant

STEP 12:
CONSISTENTLY TRACK OUTCOMES
Demonstration of Best Practice
 Tracking ABE/ELL Learners
 Consistent Outcomes Across the Programs:









Enrolled
Attendance
Skill level increase
Obtained GED
Retained Employment
Full Time Job Obtained
Part Time Job Obtained
Post-Secondary
STEP 13: DATA CLEANSING THRU SEARCH
Consistently clean your data
 Search Function Demonstration – Glorianne
 Demo new search by session feature
 Demo new search and send to Excel


Log on to your own agency website
SAFE AND SOUND REPORTS
Use Search Function
 Safe and Sound Monthly New Enrollees

Select “Open Recreation”
 Select Age Range: 10 to 19
 Select “Enrolled”
 Select Month Range

WHAT TODD NEEDS KNOW TO HELP
TRANSITION TO “OPEN RECREATION”
End Result:
 Program: Youth Services
 Activity: Open Recreation

Session: Open Rec 4 to 12
 Session: Open Rec 13 to 21


You need to inform Todd of the SPECIFIC
Activity and Sessions [whatever reflects “open
recreation”] that needs to be moved into the Open
Recreation Activity.
SAFE AND SOUND CDA FORM
Based on new enrollees from SEARCH Function:
 Search all ethnicities and gender that report is
asking for
 Demonstrate SEARCH

SAFE AND SOUND CALENDAR
“DAYS OF ATTENDANCE”
Reports
 “Attendance Dates Summary” Report
 Enter Activity
 Enter Session
 Date From
 Date To

SAFE AND SOUND REPORTS

Reports
Safe and Sound Calendar
 CDA 35
 2007 PAR Report

SAFE AND SOUND REPORTS

Search







Age Range: 10 to 19
Activity: Open Recreation
Outcome: Enrolled
Export Results to Excel
Sort Gender Column
Sort Ethnicity Column
Use “COUNTA” Function [fx] to count
gender/ethnicity
BRIGHTER FUTURES
MID/ANNUAL REPORT
Reports: “Participant Attendance Report”
 Select Activity
 Select “Date Range”
 Select “Export Results to Excel”
 Sort Column from Smallest to Largest
 Use “COUNT” Function [fx] to Identify:

1-3 times
 4-9 times
 10 – 19 times
 20 or more times

UNCOM ACTIVITIES & OUTCOMES

Outcomes:
Enrolled
 Attendance


Activity: Open Recreation
Session: Open Rec 4 to 12
 Session: Open Rec 13 to 21


Activity: Cultural Arts


Session: [Varied]
Activity: MCW Project Respect

Session: [Varied]
UNCOM
MCW HEALTH & NUTRITION OUTCOMES
MCW Health & Nutrition
 Integrated into existing activities & sessions
 The following Outcomes must be attached to
those activities:
 Outcomes:






MCW Health Enrolled
MCW Health Attendance
MCW Health Fall Survey
MCW Health Spring Survey
MCW Health Event
QUESTIONS AND ANSWERS