Cityspan Database Instructions

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1 T all Measure Z Grantees: Official training vide is available nline. Yu can find the link by ging t the Oakland Unite website [ and lking under the tab Grantee Crner Tls fr Grantees. Additinal supprt can be accessed by reaching ut t the Cityspan Help Desk tll-free at Inside the guide: Create Participant Recrds (pg. 2 4) Create Staff Recrds (pg. 4) Enter Participant Infrmatin + Demgraphics (pg. 5 7) Enter Individual Services ( pg. 8 10) Enter Milestnes Achieved ( pg. 11) Enter Grup Activities + Attendance (pg ) Enter Event Activities ( pg. 15) Run Reprts ( pg. 15) Submitting Quarterly Reprts (pg. 16) Maintaining User Accunts (pg. 17) 1

2 Lgging nt Cityspan G t: Fr access t the lg-in page fr the Measure Z Cityspan database. Once yu enter Cityspan the blue navigatin menu will appear n the left. This guide will prvide directins fr utilizing this navigatin menu. ***If yu d nt have a username and passwrd please review the Maintaining User Accunts fr directins.*** Nte: Ntices frm Oakland Unite are psted n the right hand side f the page. Creating a Participant Recrd ***Can be viewed n YuTube frm 9:30-11:32*** 1. Select Participants & Staff in blue menu n the left-hand side f the screen 2

3 2. Search fr the name f the individual first t avid duplicate recrds Nte: User may enter partial names r initials (ideal t avid n matches because Participant s name was riginally misspelled) 3. Select Find Persn 4. If n match, select Add Persn 5. Select Participant under Persn Type and enter the name f the persn Nte: Ideal t duble-check with Participant t ensure accurate spelling f their name 6. Then, select Add Persn Nte: If recrded crrectly, a message stating [Name] has been successfully registered t indicate 3

4 7. Select View Recrd and begin t enter the data fr the Participant s Baseline tab Ntes fr Creating a Participant Recrd: Once recrded, Participant can be fund by selecting Participants & Staff n blue menu and selecting the first letter f their last name in the alphabet sectin r by typing part/all f their name int the designated cells HIGHLY recmmended using Return vs. brwser back buttn Creating a Staff Recrd Nte: Mirrrs the creatin f a Participant recrd 1. Select Participants & Staff in blue menu n the left-hand side f the screen 2. Search fr the name f the individual first t avid duplicate recrds 3. Select Find Persn 4. If n match, select Add Persn 5. Select Prgram Staff 6. Then, select Add Persn Nte: If recrded crrectly, a message stating [Name] has been successfully registered t indicate 7. View Recrd 8. Fr Staff, first and last name is required; all additinal infrmatin is ptinal 9. Select Save 4

5 Baseline Tab ***Can be viewed n YuTube frm 11:35 16:40*** Ntes: Cannt change the Client ID as it is a read nly space created by Cityspan and cannt be altered 1. After selecting View Recrd, user will see a screen with the Baseline tab selected 2. The fllwing infrmatin is required Oakland Unite: DOB Cnsent Frm n File Zipcde Referral Surce Referral Specify LGBTQ infrmatin Educatin Ethnicity Nte: User will be unable t mve frward withut cmpleting the fllwing: DOB, Zip, and Cnsent Frm n File; hwever, it is in the prgram s best interest t input as much data as pssible within the first meeting. Please refer t yur Prgram Supervisr fr ther requirements regarding data input t avid being penalized Nte: Full names are required by Oakland Unite t match Participants by future Evaluatrs Nte: All participants being funded thrugh Oakland Unite strategies must be entered in database. REMEMBER: Always update the Participant s infrmatin as it changes. Prviding the mst up-t-date infrmatin is crucial, especially if cmmunicatins and/r incentives are being prvided t the Participant s address n file. 5

6 3. Infrmatin t ensure is cmpleted: Cnsent Frm n File Referral Surce Referral Specify IMPORTANT: Cmpleting the Referral Surce is hw Cityspan (and Oakland Unite) is able t track hw Participants are referred t prgrams. 6

7 Oakland Unite Tab ***Can be viewed n YuTube frm 16:41 20:24*** 1. After cmpleting Baseline tab, select Oakland Unite tab Under Enrllment : Select Oakland Unite Under Oakland Unite Strategies : Select the strategy relevant t the participant and/r strategy named in Agency s Scpe f Wrk If there is ever any uncertainty abut strategy, reach ut t yur Prgram Supervisr Nte: When in dubt, please cnsult with yur Prgram Officer t ensure yu are selecting the apprpriate strategy. An imprperly selected strategy will affect yur deliverables. 2. When a strategy is selected, a set f Risk Factrs specific t the strategy will appear. The cmpletin f Risk Factrs is required t save and cntinue t anther tab. 3. Enter the date yu first began meeting with the Participant and answer the Baseline Status questins. Answers shuld be based n their status BEFORE yu began wrking with the Participant. Nte: If these questins cannt be answered at intake, yu shuld return t this tab t cmplete as sn as pssible 7

8 Creating a Cntact fr a Participant ***Can be viewed n YuTube frm 46:48 48:10*** 1. Select Individual Services in blue menu n the left-hand side f the screen 2. Select Participant by: a. Clicking n View Participants tab at the tp f the screen b. Ensure Active is selected in the drpdwn belw the Add Milestnes tab c. Chse a Participant frm the list OR select the first letter f the last name f yur Participant t mre quickly find a specific Participant ***If Participant des nt appear in the list, but yu knw yu have successfully registered the Participant: Nte: Typically happens if Participant has n cntacts entered yet. Select Add Cntact at the tp f the screen Select a Staff Persn frm the drpdwn Select a date Type in the name f the individual (under Step 2) Select Find Persn Chse the Participant & select Create New Recrd 8

9 3. Select the apprpriate Staff persn, 4. Input date and select Add Cntact 5. Select the apprpriate frm f cntact frm the Service Categry drpdwn menu 6. Reply t: amunt f time, cntact methd, individuals in meeting, and prvide ntes [Nte: Ensure the ntes written are adequate t justify the amunt f time spent with a Participant; examples prvided n the next page]. 7. Select Save & Return 9

10 Belw is an example f an apprpriate case nte given the amunt f time dcumented [Nte: When in dubt, cnsult with yur Prgram Officer fr a better understanding f apprpriate dcumentatin]: 10

11 Creating a Milestne ***Can be viewed n YuTube frm 48:12 50:30*** 1. Select Individual Services frm the blue menu n the left side f the screen 2. Find Participant 3. Select Participant 4. Select the name f the apprpriate Staff assciated with the Participant; then On a bi-weekly basis, select each Milestne r Access t Service that the Participant has achieved within that time perid. Think f it as a bi-weekly update. Fr each active participant n yur caselad: Select a date G t Individual Services and select: Add Service/Milestnes Select each Milestne r Access t Service that the participant has achieved since the previus data update. Nte: When creating a Milestne, ensure yu have supprting dcumentatin fr the Participant s file. Dcument(s) will be reviewed during the curse f an audit if the Participant s file is selected. [Example: Certificate f cmpletin fr training prgram]. Select Save & Return t add anther Milestne fr anther date 11

12 Creating a Grup Activity ***Can be viewed n YuTube frm 29:42 34:43*** 1. Select Grup Activities frm the blue menu n the left-hand side f the screen 2. Select the Add Activity tab 3. Cmplete the fllwing: a. Service Name i. Nte: May be helpful t add the relevant FY t name f grup b. Descriptin f the Grup c. General Categry If the user des nt knw hw t categrize the grup based n Scpe f Wrk requirements, reach ut t the Prgram Supervisr 4. Save & Prceed 5. Select Edit n Schedule line t add the apprpriate dates and times fr grup meetings a. Select T add Multiple Dates t the schedule if the grup meets repeatedly b. Select T add a Single Date t the schedule if the grup is a ne-time meeting 12

13 6. Cmplete the schedule and select the buttn reference in the last step t view the cmplete grup schedule, which appears 7. On this screen, user can delete dates when classes will nt be held i.e. hlidays r ffice clsings. 8. T delete dates: a. Select dates t be deleted b. Click Delete Selected at the tp f the screen ***Nte: Once a date is deleted, it cannt be undne. Date will have t be manually re-entered.*** 9. When satisfied with schedule, select Return 10. Select Edit n the Staff line t assign Staff t activity; nly ne Staff persn can be named as Lead Staff ; hwever, there can be multiple Staff assigned t a grup 13

14 Enrlling Participants in a Grup Activity ***Can be viewed n YuTube frm 34:43 37:14*** 1. Select Grup Activities frm blue menu n left-hand side f the screen 2. Select the grup desired 3. Select Enrllment tab at the tp f the screen 4. Select Click here t enrll participants 5. Select Participants fr enrllment in ne f the fllwing ways: a. Enter the first and last name (whle r initials) and Persn Type Find Persn b. Select the first letter f their last name in the alphabet chart c. Select ALL in the alphabet chart (nly if user wuld like t add multiple Participants at nce) 6. Once Participant is fund, select the Participant and click Next Step 7. Enter the date the Participant will start the class Nte: The system will autmatically default t the first date f the grup unless the enrll date is changed by the user 8. Select Next Step Nte: If Participant is enrlled in anther grup at the same time, user will receive a message frm the system ntifying them f the scheduling. 9. User will receive an Enrllment Cnfirmed message, select Dne Cmpleting Grup Activity Attendance 1. Select Grup Activities frm blue menu n left-hand side f the screen 2. Select the grup desired 3. Select Attendance tab at the tp f the screen 4. Select the date desired 5. Mark Participants as Present r Absent based n sign-in sheets Nte: Sign-in sheets will be reviewed during audits. Please maintain all sign-in sheets fr evaluatrs. 6. Select Save and Return, r 7. Select Save & Next Date t input multiple dates f attendance frm previus weeks ***Nte: When viewing all grup meeting dates, user will see attendance recrds in a few different clrs: Green: Cmpleted attendance recrds fr all Participants Brwn/Yellw: Did nt cmplete attendance fr sme Participants Red: Did nt cmplete attendance fr any Participants fr the day 14

15 Creating Event Activities ***Can be viewed n YuTube frm 1:08:40 1:10:40*** All Events data is entered under the Events tab. Events are entered fr activities where individual participant attendance is nt taken. Examples f Events includes: street utreach, blck parties, memrial services. 1. G t: Events (Blue Menu) 2. G t: Add Events (Yellw Tab) 3. Enter: Service Name Give a name t the event 4. Enter: Descriptin Prvide an explanatin fr the purpse f the event 5. Enter: Funded by? Measure Y 6. Select: General Categry Yu must select the categry that matches yur event deliverables fr it t cunt twards yur Measure Y deliverables under Prgress Reprts. 7. Save and Prceed (Yellw Tab) 8. G t: Attendance (Yellw Tab) 9. G t: Add (Yellw Tab) 10. Enter: - Date f Event Activity - Ttal # f Attendees (Ttal number f peple at event) - First Time Attendees (If this event meets regularly, yu may be entering multiple incidents fr the event here yu enter hw many peple were new t the event n this date) - Ttal Staff Attendees Hw many prgram staff were present - Time Spent entered in minutes 11. Save and Return 12. Once yu have returned yu can always g back t add additinal incidents f the event by selecting the event frm the event list g t Attendance (Step 7 abve), and g t Add (Step 8), and repeat data entry fr the new date (Step 9). Creating Reprts ***Can be viewed n YuTube frm 1:12:55 1:26:15*** Because there are s different types f reprts requested f Oakland Unite grantees, there will nt be a step by step included in these instructins; hwever, the ~14 minute clip prvided abve will review the majrity f cmmnly requested reprts such as: Deliverables Individuals Services List Milestnes & Access t Services List Attendance by Service Attendance by Participant Query Tl Custm Reprt Builder 15

16 Submitting Quarterly Reprts ***Can be viewed n YuTube frm 1:00:35 1:07:02*** Quarterly Reprts are submitted thrugh visiting the Prgress Reprts Tab fr the present cntract year. Under Prgress Reprts, fr each reprting quarter, yu will need t g t each f the sectins listed belw and d the fllwing: Narrative Type in a narrative respnse t each questin and click Submit when dne. Stats Generate yur stat reprt and review it fr thrughness and accuracy. Participant data entry shuld have n r minimal numbers missing fr ethnicity, gender, age, zipcde (Oakland), referral surce, cnsent frm n file. Service data shuld be current and accurate. Once yu have verified the Stat reprt, yu must click Submit when dne. Deliverables Fr each deliverable listed, review yur Year-t-date Benchmark in relatin t yur Year-t-date Actual t ensure that deliverable benchmarks fr the quarter have been met. If they have nt, yu will need t prvide a narrative explanatin. Any deliverable with a Year-t-date Actual that has a text bx present, instead f a number, yu are t manually enter the crrect ttal fr that particular deliverable. Fr all ther Year-t-date Actual, the ttal number f services delivered will appear autmatically, based n the service data entry that has been dne up until that pint. Once yu have verified that the Deliverable numbers are crrect, yu must click Submit when dne. Expenditures Oakland Unite Enter the amunt yu are requesting fr the quarter and cmplete the line item budget f expenditures. Yu must click Submit when dne. Crrective Actins If there are crrective actins listed, enter a narrative descriptin f hw the crrective actin has been addressed. Yu must click Submit when dne. Signff Yu must be lgged-n t Cityspan with the Username and Passwrd f the Grantee Signatry in rder t fficially submit yur reprt and invice. Signature is the assigned signatry s passwrd fr their Cityspan accunt. Dn t knw wh yur assigned signatry is? G t the User Accunts tab t view the name f the Signatry fr yur agency. Need t change the assigned signatry? yur Oakland Unite Prgram Officer and Jsie (JHalpern- t request a change f signatry. Include the name and f the persn wh shuld be assigned as signatry. Smene frm Cityspan will that persn t prvide them with their username and passwrd as the updated signatry. Grant Pay. Auth. Oakland Unite This is fr yur prgram fficer t cmplete. Yu d nt d anything here. 16

17 Maintaining User Accunts ***Can be viewed n YuTube frm 1:32:00 1:37:00*** Each prgram shuld have at least ne persn wh is in charge f User Accunts. This persn needs t have access t the User Accunts tab at the bttm f the left hand blue menu. When the persn in charge f User Accunts is lgged n, this persn can create new database users fr yur prgram and manage existing users access levels. Cautin: Yu d nt want everyne t have access t User Accunts. When a persn has access t User Accunts, they can create new users, change passwrds fr existing users r delete users. Have yur agency s staff persn lg n t Cityspan with their username and passwrd and then fllw these directins t create a new user. 1. G t User Accunts blue menu n left Yu will see the fllwing: - Current User The persn wh is currently lgged n - Signatry The nly persn fr yur prgram that can Sign Off t submit yur quarterly reprt and invice. See Ntes n Signing Off and Submitting Quarterly Reprts and Invice - Pwer Users Peple wh are users f yur database AND have access t the User Accunts tab (when they lg n, they have the User Accunts tab available) - Regular Users The rest f the peple wh are registered as users f yur database 2. Review the list f Pwer and Regular Users are all f these peple current users f the database? Click n each name and check each users access levels: - Cntract Management System Gives access t the tabs: Scpe f Wrk and Prgress Reprts Pwer User here gives access t Scpe f Wrk and Prgress Reprts AND User Accunts Regular User here gives access t Scpe f Wrk and Prgress Reprts, but NOT User Accunts N Access here ensures that this user will NOT see Scpe f Wrk and Prgress Reprts (Scpe f Wrk and Prgress Reprts tabs include budget/salary and prgram infrmatin that yu may nt want everyne t see). - Service Management System Gives access fr Service data entry (fr entering grup and individual activity attendance and events) Pwer User here gives access t Service data entry AND User Accunts Regular User here gives access t Service data entry, but NOT User Accunts N Access here ensures that this user will NOT see Service data entry tabs Cautin: Yu d nt want peple t have access t the database that are n lnger staff fr yur prgram. When peple n lnger need access t the database give them N Access fr bth Cntract Management System and Service Management System. 17

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