Submission of Data to the Texas CASA Information Management System (TCIMS) Through the On-line Data Manager Version 3.1 September 25, 2013

Transcription

1 Submission of Data to the Texas CASA Information Management System (TCIMS) Through the On-line Data Manager Version 3.1 September 25, 2013 This document may be found in the Data Management and Reporting section of the texascasa.org Learning Center.

2 Submission of Data to the Texas CASA Information Management System (TCIMS) Through the On-line Data Manager Effective: September 1, 2013 Fiscal Year: 14 Quarter: 1 Date Issued: September 25, 2013 Version: 3.1 Contact: TCIMS@texascasa.org Contents Page List of Forms Login Go to Document View View a Form Create an Organization Profile Form Create an Organization Address Form Create an Agency Personnel Form Create a Mailing List for Texas CASA Publications Form Create a Child and Case Data (CCD) or Staff, Board, and Volunteer Data (SBVD) Form Enter Data in a CCD or SBVD Form Update an Organization Profile Form Update an Organization Address Form Update an Agency Personnel Form Update a Mailing List for Texas CASA Publications Form Update CCD or SBVD Data, or an RFR Save Data Close a Form without Saving Data Print a Form Delete a Form View or Download Library Documents For assistance, please send an to tcims@texascasa.org or call x115. UsersGuide_FY14_v3-1_

3 List of Forms 1. The following Forms are maintained in the Texas CASA on-line data manager: 1.1. Agency Personnel 1.2. Case Management Software Reimbursement (no longer in use) 1.3. Cash Match 1.4. Compliance Indicator Document Submission (no longer in use) 1.5. Expense Allocation (or Request for Reimbursement RFR) 1.6. Grant Budget 1.7. Mailing List for Texas CASA Publications 1.8. Organization Address 1.9. Organization Profile Quarterly Case and Child Data (CCD) Quarterly Staff, Board, and Volunteer Data (SBVD) UsersGuide_FY14_v3-1_

4 Login 1. Go to: Hint: The on-line data manager has been tested for use with Mozilla Firefox, Microsoft Explorer, and Google Chrome browsers. The screenshots throughout the User s Guide are with Firefox, so Explorer or Chrome screens may look somewhat different. Hint: Bookmark the web address in the browser for future reference. Hint: There is a link to the on-line data manager on the Learning Center page of the texascasa.org website. 2. Check the browser to ensure that the pop-up blocker in the browser allows pop-ups from this site. 3. Enter the CASA program Username. 4. Enter the CASA program Password. 5. Select Login to Online Data Manager. UsersGuide_FY14_v3-1_

5 6. The My ODM Dashboard screen appears. This is the home page for the on-line data manager. 7. On the left-hand side of the screen is the Navigation Menu. 8. To return to the My ODM Dashboard screen at any time, select My ODM on the Navigation Menu. UsersGuide_FY14_v3-1_

6 Go to Document View 9. Login. 10. The My ODM Dashboard screen appears. 11. Locate the My Folders box on the My ODM Dashboard screen. 12. Select the program name in the My Folders box. 13. Document View appears. UsersGuide_FY14_v3-1_

7 14. All Forms are accessed in Document View. The Forms are arranged in categories, which appear as large buttons on the Document View screen. 15. When Document View opens, the Organization Information category is automatically selected. To work with Forms in another category, select the category needed. Note: Texas CASA and local CASA programs do not use the Attach Documents button shown. UsersGuide_FY14_v3-1_

8 View a Form 16. All Forms are kept in Folders. 17. The Folders are divided into categories; namely, Organization Information, Grants, Performance [Statistics], Organization Reviews, and Personnel. Note: Texas CASA and local CASA programs do not use the Attach Documents button. 18. The Forms in each category are: Organization Information category Organization Profile, and Organization Address, Grants category Case Management Software Reimbursement (no longer in use), Cash Match, Expense Allocation, and Grant Budget, Performance [Statistics] category Quarterly Case and Child Data, and Quarterly Staff, Board, and Volunteer Data Organization Review category Compliance Indicator Document Submission (no longer in use) Personnel category Agency Personnel, and Mailing List for Texas CASA Publications. 19. Use the buttons in Document View to go to the category of forms you want to work with. UsersGuide_FY14_v3-1_

9 20. Once a form category is selected, the folder titles appear in the right-hand frame, for example Existing Organization Information Forms The Organization Profile Form is accessible from any category. It is always listed as the first Form in a category. Click on the program name to open the Organization Profile Form. UsersGuide_FY14_v3-1_

10 20.2. Beneath the Organization Profile Form is a list of folder names in boldface type. (The screen shot below uses the Grants category with Cash Match, Expense Allocation, and Grant Budget forms as an example.) To open a folder, click directly on the boldface folder name. The folder opens and all Forms in the folder become visible. (The screen shot below uses the Grants category as an example.) UsersGuide_FY14_v3-1_

11 20.4. To open any Form, click on its title in the first column There are two small arrows next to each column name at the top of a column. The arrows can be used to sort the Forms. This is particularly useful for Agency Personnel Forms. UsersGuide_FY14_v3-1_

12 Create an Organization Profile Form 21. The Organization Profile form stores basic information on a CASA program that seldom changes, such as program name, date established, login name, region, and counties served. 22. There is one Organization Profile form for each local CASA program in Texas. 23. Only the database administrator at Texas CASA can create an Organization Profile form. A local program cannot create, edit, or delete an Organization Profile form. 24. A new Organization Profile form requires the approval of the Texas CASA Chief Executive Officer, or his or her designee. Create an Organization Address Form 25. The Organization Address Form stores contact information for a CASA program, including physical address, mailing address, telephone and fax numbers, and address. 26. There is one Organization Address Form for each local CASA program in Texas. 27. Only the database administrator at Texas CASA can create an Organization Address form. A local program cannot create or delete an Organization Address form. UsersGuide_FY14_v3-1_

13 Create an Agency Personnel Form 28. Login and go to Document View. 29. Select the Personnel category. 30. Go to the dropdown box at the top of the screen that says Create New and select Agency Personnel. 31. A blank Agency Personnel form opens. Hint: Fill in Last Name, First Name, and Middle Initial or Name immediately and select Save in the upper right-hand corner of the form right away. This creates a permanent form for the name entered. If you cannot complete the form or are interrupted, you can come back later, retrieve the same form without making a new one, and continue work. UsersGuide_FY14_v3-1_

14 Create a Mailing List for Texas CASA Publications Form 32. Login and go to Document View. 33. Select the Personnel category. 34. Go to the dropdown box at the top of the screen that says Create New and select Mailing List for Texas CASA Publications. 35. A blank Mailing List Form opens. Hint: Fill in Last Name, First Name, and Middle Initial or Name immediately and select Save in the upper right-hand corner of the form right away. This creates a permanent form for the name entered. If you cannot complete the form or are interrupted, you can come back later, retrieve the same form without making a new one, and continue work. UsersGuide_FY14_v3-1_

15 Create a CCD or SBVD Form 36. Login and go to Document View. 37. Select the Performance [Statistics] category. 38. For a CCD Form: Go to the dropout box at the top of the screen that says Create New and select Quarterly Case and Child Data [CCD] Submission. OR 39. For an SBVD Form: Go to the dropout box at the top of the screen that says Create New and select Quarterly Staff-Board-Volunteer Data [SBVD] Submission. UsersGuide_FY14_v3-1_

16 Enter Data in a CCD or SBVD Form 40. Create a new CCD or SBVD Form or open an existing CCD or SBVD Form. 41. Enter the Fiscal Year and Quarter. UsersGuide_FY14_v3-1_

17 42. To open a section, click on the bar showing the section name. 43. Enter data in fields manually. Do not cut and paste data from another document. 44. Use the Tab key or the cursor to move from field to field. 45. Do not use the Enter key. It takes you out of the form. 46. Do not enter data in a calculated field. Simply use the Tab key to skip through a field and perform a calculation. 47. To make a correction, place the cursor in the field and use the Backspace key to delete the data in a field. UsersGuide_FY14_v3-1_

18 Update an Organization Profile Form 48. Only Texas CASA can edit an Organization Profile. 49. To request a revision in an Organization Profile form, send the information to TCIMS@texascasa.org. UsersGuide_FY14_v3-1_

19 50. Login and go to Document View. 51. Select the Organization Information category. Update an Organization Address Form 52. Select the Organization Address folder in bold. UsersGuide_FY14_v3-1_

20 53. The Organization Address Form will appear beneath the bar. 54. Click on the Program Administration ID number (e.g., 17 ) to open the Organization Address Form. UsersGuide_FY14_v3-1_

21 55. Make revisions as necessary. 56. Select Save at any time in the upper right hand corner of the form to save the changes. 57. When all revisions have been entered, select Save and then Close. UsersGuide_FY14_v3-1_

22 Update an Agency Personnel Form 58. Login and go to Document View. 59. Select the Personnel category. 60. Under Existing Personnel Forms, select the Agency Personnel Folder in boldface type. 61. A list of Agency Personnel Forms appears beneath the bar. 62. Each row under Last Name is a Form for a staff or board member. Use the small arrow just to the right of Last Name, First Name, or Position to sort the list alphabetically. 63. To open a form, click on the last name. 64. Make revisions as necessary. 65. Select Save at any time in the upper right-hand corner of the Form to save the changes. 66. When all revisions have been entered, select Save and then Close. UsersGuide_FY14_v3-1_

23 Update a Mailing List for Texas CASA Publications Form 67. Login and go to Document View. 68. Select the Personnel category. 69. Under Existing Personnel Forms, select the Mailing List for Texas CASA Publications Folder in boldface type. 70. A list of Mailing Label Forms appears beneath the bar. 71. Each row under Last Name is a Form for a person on the mailing list. Use the small arrow just to the right of Last Name or First Name to sort the list alphabetically. 72. To open a form, click on the last name. 73. Make revisions as necessary. 74. Select Save at any time in the upper right-hand corner of the Form to save the changes. 75. When all revisions have been entered, select Save and then Close. 76. Select Delete at the upper right-hand corner to delete the form and remove a person from the mailing list. UsersGuide_FY14_v3-1_

24 Update CCD or SBVD Data, or an RFR 77. Login and go to Document View. 78. Select the Performance [Statistics] category for a CCD or SBVD Form, or the Grants category for an Expense Allocation Form. 79. To update a CCD Form, select the boldface CCD Folder to open a list of all CCD Forms. OR 80. To update an SBVD Form, select the boldface SBVD Folder to open a list of all SBVD Forms. UsersGuide_FY14_v3-1_

25 OR 81. To update an Expense Allocation (RFR) Form, select the boldface Expense Allocation Folder to open a list of all Expense Allocation Forms. 82. Select the fiscal year for the quarter and fiscal year of the CCD or SBVD Form you want to revise, or the grant number for the year and month of the Expense Allocation Form you want to revise. (The example below is for an Expense Allocation Form.) UsersGuide_FY14_v3-1_

26 83. Enter data in the fields indicated manually. Do not cut and paste data from another document. 84. Use the Tab key or the cursor to move from field to field. 85. Do not use the Enter key. It takes you out of the form. 86. To make a correction, place the cursor in the field and use the Backspace key to delete the existing data in a field. 87. Save data at any time and be certain to Save before closing the form. UsersGuide_FY14_v3-1_

27 Save Data 88. Select Save at the top right corner of a Form to save the data that have been entered. Use Save at any time and continue working in a Form. 89. After a Form has been saved for the first time, it appears in the list of Forms in Document View. UsersGuide_FY14_v3-1_

28 Close a Form without Saving Data 90. At the top right of the page, there is a button to Close. Select Close to close the form without saving the data that have been entered. UsersGuide_FY14_v3-1_

29 Print a Form 91. Select Save at the top right to save the data that have been entered. 92. Select the Print button at the top right. 93. A print manager window opens. UsersGuide_FY14_v3-1_

30 94. Select a PDF or HTML format. The print manager defaults to the PDF format; nevertheless, the HTML format is usually the preferred format because it is easier to read. 95. Under Choose Your Forms, fill the check-box on the far right for the form wanted. Hint: If the PDF format is chosen, enter a Title to appear on the cover page. Enter text to appear on the cover page in the space labeled Body. Title and Body are optional. Options are provided to allow custom page headers and footers and to select font size and other document features. 96. Select Print at the bottom of the Print Manager page. UsersGuide_FY14_v3-1_

31 Delete a Form 97. A button for Delete appears at the top right of the CCD Form and the SBVD Form. Delete is grayed out. Delete is not permitted except by Texas CASA database administrators. To request that a Form be deleted, contact tcims@texascasa.org. 98. It is imperative that duplicate Forms are deleted. Please contact Texas CASA immediately to delete duplicate Forms created in error. Note: Do not Create a new Form to correct data. Data in a Form can be supplemented or corrected at any time until the Form deadline, at which time the Form is locked by the Texas CASA database administrator. Please see the section Update CCD or SBVD Data, or an RFR for steps to revise or correct data. Duplicate Forms created after a submission deadline must also be deleted. Note: Do not use the New button. It creates a duplicate Form that must be deleted. UsersGuide_FY14_v3-1_

32 View or Download Library Documents 99. Every screen in the system has a Navigation Menu as a border on the left hand side of the screen. Under the Navigation Menu is a listing for Library. Select Library A list of all documents in the library appears. UsersGuide_FY14_v3-1_

33 101. To find a document on a particular subject, select a folder on the left. For example, to see all documents related to calendars and timelines, select the folder Calendars To open or download a document in the library, click on the yellow manila folder icon to the left of the document Title Click on any one of the column names at the top to sort the document list. The document list can be sorted by Title, by Folder, by File Name, by Size, or by Published. UsersGuide_FY14_v3-1_

34 Texas CASA Information Management System (TCIMS). September Submission of Data to the Texas CASA Information Management System (TCIMS) Through the On-line Data Manager, Version 3.1. Texas CASA: Austin, TX. < Please send corrections, comments, or suggestions to Thank you. UsersGuide_FY14_v3-1_