nform Training #1: Introduction/ Refresher to the Basics

Transcription

1 nform Training #1: Introduction/ Refresher to the Basics Grace Roemer MATHEMATICA POLICY RESEARCH Mathew Stange MATHEMATICA POLICY RESEARCH

2 Big Picture nform Training this Week Session #1 (this one!): nform Introduction/Refresher Session #2: Deeper Dive on nform Session #3: Using MIS Data to Explore/Improve Enrollment and Participation Session #4: Collecting High Quality Data throughout Your Organization: Equipping Staff to Use nform

3 Purpose of Today s Presentation To provide hands-on instruction in using nform to manage: Client enrollment Workshops and individual services Program operations To describe nform guidance and technical assistance resources To answer any questions you have about using nform 3

4 1. nform Guidance and Technical Assistance Resources

5 nform Resources nform User Manual Appendix A: Domains, constructs, and measures Appendix B: QPR/PPR reporting Appendix C: Optional workshops Performance measures and data collection logistics nform training videos Performance measures: nform help desk 5

6 2. Grantee Settings and User Accounts

7 Grantee Settings Site administrators: Add/manage user accounts Enter grantee locations Set up service assignments

8 User Access Depends on Account Type User type Site administrator Capabilities Input data View client-level data Use query tool* Administrative functions Case manager None General user Limited None *Query tool access is limited to 3 users at each grantee 8

9 Add and Manage User Accounts Each grantee should have multiple site administrators Set up and manage user accounts Provide users with additional functionality Unlock locked accounts Refer to User Account Activity operational report to manage account assignments Grantees recently requested the number of nform user accounts needed for third grant year Site administrators create up to the approved number of user accounts 9

10 User Security Requirements Multifactor Authentication (MFA) User name ( address associated with account) and password + 2nd method of authentication (call or text) Telephone number must be compatible with authentication method Required for every log-in Requires strong Internet connection Select Forgot your password link if needed Locked out after five failed attempts Site administrator resets password if locked out Session time-out after period of inactivity 10

11 Grantee Locations Optional feature helps track clients and staff by office locations All grantee staff can view data for all grantee locations If staff work at more than one grantee location, select their most common location or don t specify a location in their profile 11

12 Set Up Service Providers Create, manage, and search a grantee-specific directory of other agencies that can provide services to clients

13 Enter Service Providers for Staff Reference

14 3. Client Enrollment

15 Add New Clients to nform Complete application form Administer client surveys Generate client survey passcodes

16 Complete Application Form to Create Client Record Application information Application date is current date or earlier Grantee location Population Client information Name Date of birth Intimate partner violence screening and result Contact information Address Phone numbers Permission to text client Social media Additional contacts Helpful for following up with clients Important for highly mobile populations 16

17 Client Populations Healthy Marriage Adult Couple Adult Individual Youth Responsible Fatherhood/ ReFORM Community Couple Community Individual Incarcerated Individual Once selected, client population cannot be changed

18 Client Profile

19 4. Client Management

20 Administer Client Surveys in nform Surveys launched from client s profile page Bookmark on devices used to complete surveys Tablets, laptop, or desktop computers Surveys automatically become available in intended order of administration Client population recorded in Application Form automatically determines correct version of Entrance and Exit Surveys Encourage clients to complete surveys Clients can skip any question by clicking Next Survey refusals: Clients or staff must click Next without answering any questions and submit blank survey 20

21 Administer Client Surveys in nform Audio computer assisted self interviewing (ACASI) lets clients listen to questions and improves data quality Automated skips route clients past questions not applicable to them based on answers to previous questions Grantees CANNOT send the nform client ID or survey passcode to clients to complete surveys off-site Grantees CANNOT reproduce the surveys in another system, such as SurveyMonkey or Google Docs Grantees should only use paper versions of surveys in very rare cases when internet connectivity is unavailable (requires approval by FPS) 21

22 Administer Applicant Characteristics Survey Clients should complete the Applicant Characteristics Survey at intake Client status Pending Enrollment until Applicant Characteristics Survey submitted For local evaluations, client s service assignment must also be selected nform then generates client enrollment date and changes status to Active nform enrollment date Earliest date for which clients can be registered for and marked as attending workshops, and have information about individual services recorded 22

23 Client Statuses User manual Module VII.A.1 defines client status codes: Applicant pending enrollment Drop out Active Incarcerated Duplicate pending Moved out of area Duplicate confirmed Non-responsive Completed/graduated Removed from program Consent revoked Temporary hold 23

24 Administer Client Entrance and Exit Surveys Clients should complete Entrance Survey at beginning of first workshop session Clients should complete Exit Survey at end of last workshop session If workshop lasts fewer than 28 days, clients should complete Exit Survey at least 28 days after Entrance Survey 24

25 5. Workshops

26 Set Up and Manage Workshops Add and manage: Workshops Session series Session occurrences Record workshop participation

27 Workshop Hierarchy Follow the hierarchy to accurately report attendance Workshop is the curriculum Session series is the set of classes Session occurrences are the individual classes We have a cheat sheet on this!

28 Workshop Set-Up In general, set up one workshop for each curriculum you offer Self-assess how many curricula do you use? That is the number of workshops that you should have A grantee most likely should not have more than ten workshops QPR and PPR aggregate participation for a given curriculum Defined by unique combination of primary population, activities, and elements Session series are the different offerings of a given curriculum weekday or weekend, English or Spanish, separate cohorts, etc. nform automatically creates session occurrences when a session series is created 28

29 Managing Session Series Give each session series a descriptive, easily recognizable name For example, based on session series scheduled May Weekends 2017 Helps staff identify the series throughout nform, in client profiles, query tool, and operational reports Use Rescheduling feature If session occurrences do not recur on the same days each week Edit Occurrence Details (dates and times) on Track Session Attendance screen (W9) If session occurrences vary in length If time for a canceled session is made up in an extended future session

30 Use nform-generated Roster at Session Occurrence Registered attendance Drop-in attendance Make-up attendance

31 Record Workshop Attendance in nform All registered clients must be recorded as attending or not attending a session

32 Record Workshop Attendance in nform Record clients as drop-ins when they attend a session for which they were not registered

33 Record Make-Up Sessions in nform Record individual make-up sessions in client profile for clients who did not attend their registered workshop

34 6. Individual Services

35 Record Client Services and Participation in nform Record information about services and participation: Individual service contacts/ case management Referrals Incentives

36 36 Individual Service Contacts Recorded in Client Profile

37 + Add Service Contact Record service contact information: Service date Contact method Case manager Length of contact Whether resulted in direct client contact Additional participants at service contact Record all the types of client issues and needs discussed Some services not allowable with HMRF funding but could be referred out Add individual service case notes as needed

38 Select Client Issues and Needs Discussed

39 + Add Referrals Referrals are made during service contacts Record referral information: Service provider Whether referral made in writing or verbally Whether referral was communicated directly to service provider Select the type(s) of referrals Add notes about the referral as needed Record whether the client followed through with referrals nform will prompt you to do this in client profile 39

40 Select Types of Referrals Made

41 + Add Incentives All incentives must be approved by your OFA FPS An incentive can be tied to a service contact or recorded as its own service Record incentive information: Type: Emergency assistance, employment-related costs, gift cards, transportation assistance, other Reason: Encouraging participation, program milestone, other Whole dollar amount (optional) 41

42 7. nform Guidance and Technical Assistance Resources

43 nform Help Access nform informational resources Submit help desk tickets for assistance with nform or performance measures

44 nform Help First try: Site administrators nform User Manual Performance measures and data collection logistics Training videos: links on page 1 of User Manual Performance measures: If you can t find the answer to your question(s), then try: nform s help desk Telephone help line for log-in questions 44

45 Seeking Technical Assistance Users should confer with their site administrators on nform issues Site administrators can resolve most log-in issues, such as resetting passwords If more assistance is needed, submit questions about nform and performance measures through nform s help desk Help desk is staffed during normal business hours (Eastern time) 45

46 Report Security Incidents through nform Help Desk Grantee staff should immediately report suspected or confirmed security incidents to their site administrators Someone obtains your user account information Multifactor authentication information changes without your knowledge Someone s sensitive client information such as personally identifiable information Site administrators should immediately notify Mathematica of suspected or confirmed security incidents related to nform 46

47 Questions about nform?

48 48 Thank you!