Users Guide. Prepared by COAW, the Consortium for Older Adult Wellness 2015, 2016, 2017 Updated 6/30/17

Transcription

1 Users Guide Prepared by COAW, the Consortium for Older Adult Wellness 2015, 2016, 2017 Updated 6/30/17

2 Workshop Wizard Users Guide Table of Contents 1.0 Login: Logging on the Website My Workshops Print My Workshop Roster Manage My DPP Workshops Weight and Activity Printing and ing Charts Find People Tab Searching in the People Tab Adding a Person in the People Tab Special Characters in Names Editing in the People Tab Merging People Classes in the People Tab Certificates in the People Tab Adding/Editing Access in the People Tab To reset an Account locked due to excessive invalid login attempts To set minimal Access specifically for a Leader/Lifestyle Coach/Instructor Organizations Tab Editing an Organization Sites Merging Organizations Basic Organization Report Curriculums by Organization and Curriculum Report Sites Tab Editing or Adding a Site Merging Sites Sites Report Workshops/Trainings Tab Workshop Wizard Users Guide 1

3 12.1 General on the Workshops/Trainings Tab Membership on the Workshops/Trainings Tab Workshop Paperwork Printing Reports from the Workshop Tab Exporting from the Workshop Tab Referring Entities Referring Individuals Referrals My Referrals General Tracking and Enrolling Referrals Next Contact Tracking of Referrals Past Contact Tracking of Referrals Printing Referral Reports Referral Statistics- Progress Report Participants Tab Adding Participants Manually Satisfaction Tab Creating the Satisfaction Survey Entering the Satisfaction Data Generating Satisfaction Reports Reports Tab Generating a Participant Report using a new configuration Generating a Participant Report with Saved Configurations Generating a Workshop Report Generating a Grantee Report Generating a Diabetes Prevention Recognition Program (DPRP) Green/Red Report Generating a Diabetes Prevention Recognition Program (DPRP) Annual Report Generating a Diabetes Prevention Recognition Program (DPRP) Weight Graph Generating a Pay Per Milestone(PPM) Report Exporting Participant Data Surveys Introduction Workshop Wizard Users Guide 2

4 19.2 Using Surveys Creating Surveys Things to Keep In Mind Import Tab for NCOA Data Downloading NCOA Data to your website Updating Data Imported from the NCOA Site Editing a Person Imported from NCOA Configuration Tab Curriculums Adding a Curriculum Setting Certificate Rules Funding Sources Health Systems Insurance License Holders Adding/Editing a License Holder Licenses/Recognitions Log Met Through People Types Projects Updates Help and Reporting Errors Appendix A. Suggested Access Guide A.1 The Access Points available A.2 Suggested Access Settings: Appendix B. CDC DPP Export B.1 Introduction B.2 Preparing Data B.3 CDC Organization Code B.4 Access B.5 Creating the Upload File Appendix C. Glossary Workshop Wizard Users Guide 3

5 1.0 Login: Logging on the Website 1. Log on to the Workshop Wizard website using the Userid and Password provided. If you have not yet received a Userid and/or Password contact the system administrator. 2. Hit the Login button. Notice that the button turns from blue to red when selected. 3. On the left side of the screen you will then see the access Tabs that have been pre-set for your use. The number and the names of the Tabs you see will be determined by the areas that have been pre-set for you, so they may not be the same as the images in this manual. 4. If someone tries to Login using an incorrect Userid and/or Password they will be allowed to try a total of five times. If they are still not using the correct Userid and/or Password they will be locked out. The Administrator will need to reset their Userid and/or Password. See People Tab, 4.6 Access in the People Tab for more details. Workshop Wizard Users Guide 4

6 2.0 My Workshops Leaders, Instructors and Lifestyle Coaches can view and print only their own specific Workshops from this tab. Leaders, Instructors and Lifestyle Coaches may also be given access to other tabs, or they may only be given access to this tab and their own specific information alone. After choosing My Workshops you will see two tabs at the top of the screen: Print Roster and Manage DPP Workshops. Once indicated as a teacher for a specific Workshop their list will show only their specific Workshops. The Manage DPP Workshops Tab will only show to those who are participating in NDPP/DPP Workshops. For information on exporting DPP data to the Centers for Disease Control and preventions see Appendix B. CDC DPP Export 2.1 Print My Workshop Roster 1. To view a Workshop roster select Print Roster from the list of available options. Students will only appear on the roster if (1) they are listed on the Workshops tab under Membership, or (2) they have been entered under Referrals, or (3) they have been entered in "Participants" using their name. 2. The roster for the selected Workshop will be generated as a PDF file. You may then print the PDF or save it. Workshop Wizard Users Guide 5

7 2.2 Manage My DPP Workshops Workshop Wizard allows Lifestyle Coaches to track Diabetes Prevention Program workshop participants weight and activity levels. DPP/NDPP Workshop participants progress may also be viewed, printed, or ed from this tab Weight and Activity To enter Workshop information from the Manage DPP Workshops tab select Enter Weight and Activity Info. 1. Choose from the list of Workshops then click the Next button. Workshop Wizard Users Guide 6

8 2. Now select whether you want to Enter Weight and Activity Info or Print or Graphs. 3. You can also choose to Delete a Session or Delete a Class Participant. 4.Click on the Use this session button if you wish to add to or edit one of the listed session within the DPP Workshop series you selected 5. Choose the Add new session button if you are adding a new session to the DPP Workshop series. Then click on the Next button. Workshop Wizard Users Guide 7

9 6. You may now enter the information for the new session. Indicate the date by selecting it on the calendar. 7. You also can select the Session Type being added: Core, Post Core, or Make-up. Then click on the Next button. 8. Participants information will continue to populate on the next session entered. 9. Make sure to click on the Save Changes button. 10. To Add Another Participant click on that button, add the information and then make sure to click on the Save Changes button. 11. From the Enter Weight and Activity Screen you can also adjust the Session Type from the pull down menu, and the Session Date. Make sure to enter the Weight and Activity data and to check the Attended Session box for the appropriate participant(s). 12. You will then see this message Printing and ing Charts 1. From the What do you want to do menu you can select to Print or Graphs. Workshop Wizard Users Guide 8

10 2. Print graphs for all participants by choosing the first button. 3. You can Print a Graph for an individual participant by choosing the bottom button and using the pull-down menu to select the class participant whose graph you wish to print. 4. You can also choose to Graphs to all participants with addresses entered. 5. You can also choose to Graphs to an individual participant by choosing that button and using the pull-down menu to select the participant. 6. Once you have made your choice, click on the Next button. Workshop Wizard Users Guide 9

11 3. Find The Find Tab is designed to help you see the overall relationships between information in your Workshop Wizard. In the center of the screen, all the information comes together for the Workshop and the Participant information. On the right side of the screen you will see the information related to Referrals into Workshops. On the left side of the screen is the information related to License Holder, Organizations and Sites. 1. Each area has a pull-down menu so you can view the entries made under each designation. 2. By making a selection from the pull down menu you are also able to see the information that correlates in other areas. For example, if you choose an organization, the pull-down menu for sites will change to show only the sites related to the organization you selected. 3. By clicking on any Edit box you will be taken directly to the Tab for that specific area. Workshop Wizard Users Guide 10

12 4. People Tab The People Tab is designed to hold information on Contacts, Leaders, Instructors, Master Trainers, Lifestyle Coaches, Referral Handlers, Program Coordinators, Staff, Volunteers, Media, etc. This is not the area where workshop Referrals (see section 15) or Participants (see section 17) are entered. When you first click on the People Tab, you will see the Search screen. Notice you can Search by any of the fields including First Name, Last Name, , Met Through (see Section 4), Taught Recently, and so on. You can also search by using the People Type boxes you set (see Section 5). 4.1 Searching in the People Tab 1. Under the People tab bring up all records by just hitting Search. 2. To Search for a particular record enter information into any of the fields and then hit Search. 3. You are now able to view the individual record by clicking on it in the list on the left side of the window. The tabs at the top of the screen will allow you to make changes, additions or deletions to the record in the areas of General information, Classes, Certificates, and Access. You can also Print and Export information. Workshop Wizard Users Guide 11

13 4.2 Adding a Person in the People Tab 1. Under the People tab bring up all records by hitting Search. 2. To Search for a particular record, enter information into any of the fields and hit Search. 3. Check to make sure the individual is not already in the system. If they are, you will want to edit the information, rather than adding a new record. 4. To add a person, select the General tab. 5. Click on the Add Person button at the bottom of the screen. This will take you to the Main tab within the General tab. 6. Fill in all the information (First Name, Last Name, Gender, Ethnicity and Race, etc.). Select the Addresses tab to enter either home and/or work address information. Select the Types tab to turn on the appropriate to check the box with identifying this person as a Site Contact, Referral Handler, Organization Contact, Leader, etc. 7. Notice that until the new record is saved by clicking the Add Person button, the record still shows as a New Person in the left hand column. 8. Once the new record has been Saved, the name will be added to the list. 4.3 Special Characters in Names Special characters in names can be added in this way: 1 Press and hold the ALT key on your keyboard. Workshop Wizard Users Guide 12

14 2 On the numeric keyboard (not on the main keyboard) type one of the following numbers including the leading zero for ñ 0225 for á 0233 for é 0237 for í 0243 for ó 0250 for ú 3 When you've typed in the code, release the ALT key and the character will appear. 4.4 Editing in the People Tab 1. Under the People tab bring up all records by hitting Search. 2. To Search for a particular record enter information into any of the fields and hit Search. 3. Select the record from the choices available in left column by clicking on it. You will see the record will be highlighted in blue. 4. Select the General tab. The selected record is now available for you to edit. Make changes in the desired fields on the General page or move to the other tabs across the top to view Classes, Certificates and Access. Remember to hit the blue Save Changes button on the General, Certificates, or Paperwork tabs as you make changes or add to the information on each page. (It is not necessary to hit Save Changes for changes made to the Classes tab.) Should you decide to Delete a person you will be asked to confirm your action. 4.5 Merging People If you have the same person entered into Workshop Wizard twice, it s typically because the person s names are slightly different such as Bob Smith and Robert Smith. When that happens, you can merge the two copies of the person with the Merge tab. 1. In order to maintain one record over the other, determine which record has the correct information. For example is Carol or Corrolle the correct record. 2. Select the record in the right hand column that is to remain, or be merged into. Workshop Wizard Users Guide 13

15 3. Select the record in the left hand column that will be merged into the record selected in the right hand column. 4. Press the Merge button. When you merge two people, you ll end up with just one record. All their relationships, such as the workshops they led and the certificates they hold will be combined and duplicate information eliminated. Workshop Wizard Users Guide 14

16 4.6 Classes in the People Tab 1. The pull down menu All Roles will allow you to choose to view 1) All Roles, 2)those classes/workshops where the person served in the role As Leader, 3) those classes/workshops where the person was in the role As Student, in other words a training, and 4) where the person was in the role As Fidelity meaning they were responsible for conducting a fidelity visit or observation of a class/workshop. 2. By selecting a record you can remove it from the list by clicking on the blue Remove button. 3. By using the pull down menu All Timeframes you can view activities by 1) All Timeframes, Past, Present, or Future as well as by the different roles. 4. You can also print a Standard Report or the Personal History Report on selected records. If you see a list of names appearing in the left hand column a report will be prepared automatically for every name on the list. To prepare a report on a single person, first search for the individual by name so that only one name is seen in the left hand column. A. In a Standard Report you can include the address, phone numbers and address. You can have the list sorted alphabetically by first name or by last name. This report is generated as a PDF document. Workshop Wizard Users Guide 15

17 B. In a Personal History Report you will see the classes and trainings by date attached to the individual. This report is generated as a PDF document. 5. By selecting the Export tab you will be able to generate a CSV file of the information seen in the Standard Report. First Name, Name (First and Last Name), Postal Address, Phone Numbers, and are the options. This information can be pasted into other documents for formatting. For example, for a group you may need to Export only the First Name and . For a traditional mailing you will want to Export the Name (First and Last Name) and Postal Address. Workshop Wizard Users Guide 16

18 4.7 Certificates in the People Tab Every Curriculum has a set of rules that govern the expiration of certificates. This means, for example, that you could have certificates expire if a leader hasn't taught a workshop for 12 months for one curriculum, but have them expire if a leader hasn't taught at least 2 workshops in 18 months for two different curriculums. Workshop Wizard Users Guide 17

19 As a Leader/Instructor Training is entered into the website, the Students in the training are automatically recorded as having the status indicated in the rules set for certification in the Configuration tab under Curriculums. Circumstances may require an override of the information automatically set if, for example, a Leader is trained outside of your state. Here is the process to reset or override the certification. 1. Under the People Tab, bring up or search for the desired record. 2. Click on the Certificates tab 3. On the bottom of the right side, click on the Add Certificate button. 4. Choose the curriculum from the list at the top of the workbox. 5. Using the pull down menu set the State of Certification to A. Pending : Person has passed the course, but must do additional work (such as teaching) before getting a certificate. B. Active : The certificate can be used. C. Expired : The certificate is out of date. D. Inactive : The person is no longer teaching. E. Using the pull down menu select the Certifying Curriculum from the menu of curriculum titles. G. Enter the Manual Expiration date for this specific curriculum. I. Hit the blue Save Changes button. J. Repeat the process for each Leader, Instructor and Master Trainer Certification needed for this individual. Workshop Wizard Users Guide 18

20 Workshop Wizard Users Guide 19

21 4.8 Adding/Editing Access in the People Tab Please Note: There is a suggested Access Guide in Appendix A. 1. On the main People tab select an individual and then choose the Access tab. If you do not see this tab, you have not been given authority to add or edit access. Contact your system administrator to obtain this authority. 2. If you have been given authority to make changes in Access you can select a record and then you will notice the top checkbox indicates whether a person has been given the ability to login to the website. 3. If this box is checked, then you will see a Login and Password for the website has been established for this individual. Each person accessing the website needs to be issued their own specific Userid and Password. 4. Both the Login and Password must be letters and numbers only with no special characters (!*?). Letters in both the Login and Password are not case sensitive. 5. To view the current Access for a given person see the list of pull down menus. Each area has its own functions setting allowing you to set the access levels in each area independently. For your ease, there is a default setting to None. There are three levels of access available for each section of the website. Set each section individually using the pull down menu: A. None- this person will not see the tab and will not be able to view, add to, or alter the data. B. View- the tab will be seen. The info can be seen, but cannot be edited, added to, or deleted. Workshop Wizard Users Guide 20

22 C. Full- the tab is seen, the data is live and can be edited, added to, deleted, etc. 6. The blue buttons All None, All View and All Full will allow you to quickly set all the access to one level. 4.9 To reset an Account locked due to excessive invalid login attempts 1. If you are asked to reset Access for someone who has been locked out of the system due to excessive invalid login attempts, first Search for the individual by name from the People tab and Select their record. 2. Click on the Access tab. 3. At the bottom of the screen you will see a marked checkbox Account is locked due to excessive invalid login attempts. Un-check the box and remind the User of their current Login and Password, or set a new Login and Password for the User. 4. Make sure to hit the Save Changes button To set minimal Access specifically for a Leader/Lifestyle Coach/Instructor 1. On the main People tab, select an individual and then choose the Access tab. If you do not see this tab, you have not been given authority to add or edit access. Contact your system administrator to obtain this authority. 2. If you have been given authority to make changes in Access, you can select a record and then you will notice the top box indicates whether a person has been given the ability to login to the website. 3. If this box is checked, then you will see a Login and Password for the website has been established for this individual. Each person accessing the website needs to be issued their own specific Userid. 4. Click on Full for Access to the My Workshops pull down menu. Do not give Access to any other areas. This will allow the User to login and see only the My Workshops option on the left side of the site. By clicking on My Workshops the leader can choose to Print Roster or Manage DPP. No other information will be available. Until there are scheduled workshops for this individual in the role of Teacher no information will be displayed when the My Workshops tab is selected. For more information see the My Workshops section 1.0. Workshop Wizard Users Guide 21

23 9. Organizations Tab 9.1 Editing an Organization *Please Note: Organizations information on currently participating organizations will be downloaded with NCOA Imports. The Organization tab can also be used to track potential partners, 1. To add an Organization, select the General tab at the top of the page. Then click on the blue Add Organization button. 2. Add the name of the organization. 3. The Contact for the Organization can be chosen from the pull down menu of all People with the checkbox for Organizational Contact selected. If you don t find the name of the person you are looking for, save your changes by hitting the Save Changes button and go back to the People tab, Search for the person you are looking for and click the Organizational Contact box and make sure to hit the Save Changes button. You can then return to the Organization you are adding and select the Contact Person you just added from the pull down menu. 4. Select License Holder from the pull down menu. Workshop Wizard Users Guide 22

24 5. Select Health System from the pull down menu if there is an association with the organization you are entering. 6. The Organizations fields are editable to allow you to keep the information current. Add the Address, Phone Numbers, and any applicable Comments. 7. If your organization will be sending data to the CDC, fill in the CDC Org Code. 8. Choose the curriculums offered by your organization. 9. When you are done, make sure to click the Save Changes button. The more information you have entered into the Organization tab, the more helpful you will find this section. Workshop Wizard Users Guide 23

25 9.2 Sites To edit the sites associated with an organization, you can choose the Sites tab. Use the Remove Site button to remove a site from an organization. Use the Add Site button to add a site to an organization. In most cases, the pull-down menu next to the Add Site button will be empty. This is because the menu only includes sites which do not currently belong to an organization. To move a site from one organization to another, you should first remove it from the old organization so it will appear on the pull-down button when you edit the new organization. (If you want to add a new site, use the Sites tab; it will allow you to create the site and then add it to an organization.) Workshop Wizard Users Guide 24

26 9.3 Merging Organizations If you end up with the same organization entered into Workshop Wizard twice, you can merge the two copies of the organization with the Merge tab. Simply choose one of the copies in the left-hand column, the second in the right-hand column, and then press the Merge button. When you merge two organizations you ll end up with just one. That single organization will have all the sites, workshops, and people from both of the original organizations. 9.4 Basic Organization Report 1. To generate a Report on the Organizations and associated sites choose the Print button. 2. Choose Basic Report, then from the drop-down menu select the Format: Show just name and sites or Format: Show details. 3. The Report will be generated and can be saved and/or shared in a PDF format. Workshop Wizard Users Guide 25

27 9.5 Curriculums by Organization and Curriculum Report To tell Workshop Wizard which curriculums are offered by each of your organizations, just go to the "Organizations" tab and click on an organization. Then, look here to see a list of the curriculums: Workshop Wizard Users Guide 26

28 To generate a Report showing the curriculums and handlers for each organization, select the Print tab and then choose Curriculum Report. Workshop Wizard Users Guide 27

29 10. Sites Tab 10.1 Editing or Adding a Site *Please Note: Sites information will be downloaded with the NCOA Imports. 1. To edit one of the listed Sites, click to highlight it. The information will now show in the main workspace. The Sites fields are editable to allow you to keep the information current. Add information such as phone numbers, address, and comments for easy reference. After adding information click on the blue Save Changes button. 2. Once a Site has been selected or entered, the Site Contact can be chosen from the pull down menu. The Site Contact list is comprised of those on the People tab with the checked box as a Site Contact. 3. Using the Site Identifier is a matter of your personal preference. The Site Identifier is not required. However you may find it helpful to number sites by the order they are entered into your system. or you may want to assisgn and start each Site Identifier with a number specific to each Licence Holder, each major partner, or each region of your state. Workshop Wizard Users Guide 28

30 10.2 Merging Sites If you have the same site entered twice on the sites list, you can merge them by using the Merge tab. Choose one of the sites on the left-hand column, and the other on the right-hand column, and press the Merge button. Workshop Wizard will merge the two sites into a single site. The single site will have all the workshops and people that were associated with the two original sites. Workshop Wizard Users Guide 29

31 10.3 Sites Report Reports listing information on your Sites can be printed by choosing the Print tab and then using the pull down menu to select Show just site number and name or Show details. The details will include address, contact information, and Organization. Workshop Wizard Users Guide 30

32 12. Workshops/Trainings Tab 12.1 General on the Workshops/Trainings Tab *Please Note: Workshops information will be downloaded with the NCOA Imports. Workshops will need to be updated to add in information not collected by the NCOA. 1. To add a Workshop outside of the NCOA imported information first click on the General Tab and then the blue Add Workshop button. 2. Add the information into each field. 3. Make sure to save any changes by clicking on the blue Save Changes button. **Please Note: By leaving the Student Count field set at 0, the count will be automatically calculated through the information entered on the Participants tab. The automatically calculated Student Count will show in the Reports tab, and on the Workshop tab it will remain at 0. The Student Count will be total number of students attending one or more sessions Membership on the Workshops/Trainings Tab 1. On the Membership Tab you can Search for and choose the Leaders/Teachers/Instructors for your workshop. 2. You can indicate the person tasked with the Fidelity Visit. Workshop Wizard Users Guide 31

33 3. If you are setting trainings you can add the people who will be Students. This area is to track those students who are training to become Leaders and/or Instructors or Lifestyle Coaches. This is not the area to track Participants in community-based workshops. For that information see the section on Participants Workshop Paperwork The Paperwork Tab in the Workshop field allows you to indicate what paperwork will be collected and when it has been submitted to you. Keeping this information accurate will also allow you to Search for Paperwork not yet received for followup. Once all the paperwork with a specific Workshop has been completed check the Paperwork Complete box. 1. Set the fields needed by checking the appropriate boxes. Remember to click on the blue Save Changes button. 2. Fill in the dates as paperwork is received. Remember to click on the blue Save Changes button. 3. Make any relevent comments in the Comments box. Remember to click on the blue Save Changes button. 4. Once all Paperwork is received check the All Paperwork Complete button. 5. To find Workshops with missing paperwork go to the Search screen, click on the boxes and press the Search button. You will see a list of Workshops on the left hand side of the screen that meet the critieria you have chosen. Workshop Wizard Users Guide 32

34 6. Make the edits as needed and remember to click on the blue Save Changes button Printing Reports from the Workshop Tab There are four types of reports that can be produced from the Print area of the Workshops Tab. 1. A basic report of Workshops that you have selected through the Search area. This report can be sorted by Site Number or Site Name, Title of Workshop, Date, License Holder, Project, and Funding Source. A PDF document will be generated. Workshop Wizard Users Guide 33

35 2. A Paperwork Report when selected will generate a list of all missing items for all workshops selected from the Search area. A PDF document will be produced. 3. A Statistics Report will provide the basics of how many classes and how many people are in the system for the criteria selected from the Search area. Keep in mind this is not Participant information, only a count of the number of classes and the attendees recorded. This PDF report can be sorted by Month or by Curriculum. 4. Class Roster will generate a PDF document with the selected information on the Workshop including those indicated as Teachers and Fidelity on the Membership Tab. If this is training, the roster will also show Students who are training to be Leaders, Instructors, or Lifestyle Coaches. Keep in mind this is not the area where Participants in community workshops are tracked Exporting from the Workshop Tab Workshop Wizard Users Guide 34

36 By using the Export tab rather than Print you will be generating a CSV file that can be placed in an Excel document for editing. You can select to include the Site, Site identification, Title, Start, End, Day, Time, and Contact for your Export. You can also choose to Sort the information by Site Identification, Site Name, Title, or Start Date. 13. Referring Entities Referring Entities lets you establish the groups or organizations sending referrals. Within each Referring Entity you will be establishing Referring Individuals. For example, a specific physician would be a Referring Individual and her practice would be the Referring Entity. You can view the list of Referring Entities already set on the left side of the screen. 1. To edit a Referring Entity just select the entity you want by clicking once. You will see the name appear in the Name field and the Health System in that field. Make the changes needed and then click on the Save Changes button. 2. To Delete Entity, select it so the name appears in the name field. Then click on Delete Entity. 3. You can add an Entity by choosing Add, giving it a name in the appropriate field and then clicking on the Save Changes button. Workshop Wizard Users Guide 35

37 14. Referring Individuals Referring Individuals lets you track referrals made by specific people within each of the Referring Entities. For example, a specific physician would be a Referring Individual and her practice would be the Referring Entity. You can view the list already set on the left side of the screen. 1. To edit Referring Individuals just select the option you want by clicking once. You will see the information appear in the Name field as well as the Referring Entity drop down list, , Phone, Fax, and Address. Make the changes needed and then click on the Save Changes button. 2. To Delete Individual, select it so the name appears in the name field. Then click on Delete Individual. 3. You can Add Individual by choosing Add, completing the appropriate fields and then clicking on the Save Changes button. Workshop Wizard Users Guide 36

38 15. Referrals Referrals are, in general, the people that Referring Individuals have sent to you to be enrolled in your programs. You will receive daily s to remind you of due dates you have set for active referrals and those needing attention My Referrals Your referrals are displayed based on certain criteria that you determine in the "Show These Referrals" section. Your options are listed below. 1. Pick: You can select referrals based on My Organization or My Referrals. 2. Referring Entity: You can select from a list of entities. 3. Referring Individual: You can select from a list of individuals. Referrals will display accordingly to indicate what works needs to be done based on the categories below. Unassigned Referrals - This lists any referrals which do not have a handler assigned. Workshop Wizard Users Guide 37

39 Referrals Needing Work - This lists any referrals which need some attention, such as calling the participant back, setting a due date for the referral, or looking into why a workshop hasn't been scheduled yet for the curriculum. Referrals on Hold - This lists referrals for which the due date hasn't arrived yet, or for which a workshop hasn't been scheduled yet. Closed Referrals - This lists referrals which have been closed; that is, the participant has been registered for a workshop, the participant has declined to register for a workshop, or you've been unable to reach the participant General To edit or change a record, select it and the name will appear in the name field on the General tab. Make the additions or changes needed. Make sure to click on the Save Changes button. You can Delete a Referral by selecting the record so the name appears on the General tab. Then click on Delete Referral. You can add a Referral by choosing Add Referral, entering the information and then clicking on the Save Changes button. PLEASE NOTE: To make your contacts more effective be sure to fill in and refer to the following information: best time to call, ok to leave a message, and preferred language. Workshop Wizard Users Guide 38

40 1. Each Referral can be assigned to a Handler, who is the person designated to track communications with the person being referred. (To see this, choose "Referrals" from the menu, search for one or more referrals, and go to the "general" tab. You will see the "referral handled by" drop-down near the bottom. 2. To add people to the "Referral Handled By" drop-down, use the "People" tab to add or change a person, then turn on the "Referral Handler" checkbox in people types list on the General page of the People tab. 3. If you wish, you can prevent anyone but the Handler for a referral from being able to access the information. If you wish to have this limitation placed on your Referrals, contact your Administrator. 4. If access is limited to only the designated Handler, the Administrator may choose to designate one or more people as "Super Users". These people will be able to access referrals even if they are not assigned as that referral's Handler Tracking and Enrolling Referrals You will want to document all interactions with Referrals. This allows you and everyone so designated on your team to view progress with each person. This will also allow you to generate reports to the Referring Entities and Referring Individuals so that they, too, can see these interactions. 1. Once the basic information is in your system you will be contacting the Referral with the goal of assisting them in becoming Enrolled in a Workshop/Class. The options you can choose for a contact of the referral are: Contact not made Declined to enroll Uncommitted about enrolling Enrolled 2. By using the pull down menu, select the Result of your contact with the referral. Workshop Wizard Users Guide 39

41 3. By using the pull down menu, you can Select the chosen Curriculum based on the curriculums you have entered in the system. 4. By using the pull down menu, you can Select the Workshop/Class based on the curriculums you have entered in the system. If a curriculum was selected, only workshops will display based on that curriculum. Workshops not yet started will be shown in green. Clicking the orange Edit button will take you to the Workshops Tab if you find you need to add or edit a Workshop. NOTE: If workshops are available for the curriculum but the workshop won t work for the referral because of one reason or another such as location, then, check the box for No workshops available right now. Workshop Wizard Users Guide 40

42 15.5 Next Contact Tracking of Referrals 1. If needed, select the Due Date Needed checkbox. 2. Choose a date from the calendar by selecting it so it shows as highlighted. You will be encouraged to set due dates for most active referrals. When you set a due date, you can choose from three different actions below. Call Participant again Lets you know to call the participant back on the due date. Note that there is a pull down menu with common choices including Monday, Tuesday, in 1 week, in 2 weeks, etc. Participant should have called back by now Lets you know to either close the referral or call the participant back on the due date. Workshop should have been scheduled by now - Lets you know to look into why a workshop wasn t scheduled as expected by the due date. 3. In the About box, you can note the purpose of the contact. For example: have they checked on their work schedule, are they ready to enroll in the upcoming class, etc. 4. Make sure to click on the Save Changes button. PLEASE NOTE: Every weekday, all Referral Handlers will receive an summarizing the work needed for their Referrals. Workshop Wizard Users Guide 41

43 15.5 Past Contact Tracking of Referrals 1. Once the Referral has been selected and is seen on the General tab in the Referrals area, move to the Past Contacts tab. You will see on the upper left side the list of Past Contacts that have been documented. To view one of these Past Contacts, click on the date to select the item. You can make any changes needed. Make sure to hit the Save Changes button before moving on. 2. To add a contact click on the blue Add Contact button. You will then be able to select who is making, or Handling, the interaction from the pull-down menu. You can add the Date the contact was made. In the Description box note the information. It may be something like Left Voice Mail Message at 6:15pm, or detailed reasons why the referral is not able to attend a workshop. This information is valuable not only for your future interactions, but also for providing the Referring Individuals and Referring Entities with help in addressing barriers when working with their referred client/patient. 3. Enter or Edit Past Contacts on the Past Contacts tab. It lets you indicate the result of the attempt to contact the referral: The results you can choose for calling a contact are: No answer Message left Contact made Remember that this field records what happened when you tried to reach the person, not what the person decided to do about the referral. To record what the person decided about the referral, use the General tab: 4. Make sure to click on the Save Changes button before moving on. Workshop Wizard Users Guide 42

44 5. When you record contacting a referral, you can indicate when you should contact them again with the "call again" field. Note that there is a pull down menu with common choices including Monday, Tuesday, in 1 week, in 2 weeks, etc My Referrals There are five sections to the My Referrals tab. They are : 1. A Search feature to define which Referrals you want to see. 2. Unassigned Referrals is a list in the light blue box. It is any referral which does not yet have a handler assigned. 3. Referrals Needing Work is the light pink box. This lists any referrals which need attention, such as calling the participant back, setting a due date for the referral, or looking in to why a workshop has not been set within a given curriculum. Workshop Wizard Users Guide 43

45 4. Referrals on Hold, in the light yellow box, lists those referrals for which the due date has not arrived, or for a workshop that has not yet been set. 5. Closed Referrals, in the pale green box, is for referrals closed because the participant has been enrolled in a workshop, the participant has declined to register for a workshop, or you have been unable to reach the participant after a given number of attempts Printing Referral Reports 1. From the Search tab you can decide if you want to produce a report for a specific Referring Entity, Referring Individual, or Workshop/Class. 2. Once the search has given you the appropriate records move to the Print tab. 3. Select how you want the records to be show in your report. Click in the top set of circles to indicate the order you wish the records to be shown. 4. The bottom set of checkboxes allows you to decide what information is needed in the reports. 5. When you have made your selections hit the blue Go button. The report will be generated as a PDF file. Remember, this is protected health information and needs to be handled appropriately. Workshop Wizard Users Guide 44

46 15.8 Referral Statistics- Progress Report Workshop Wizard has the ability to report statistics about your referrals. To create reports showing the aggregate results of referrals, use the Referrals > Print tab and choose the Referral Progress Report : You can choose any of the following options for what each row of the report should represent: One participant One referring entity Workshop Wizard Users Guide 45

47 One referring individual One handling organization The report will be slightly different depending upon which of these options you choose, but it will look similar to this: As you can see, there are 4 columns with Contact in the heading. These columns show the results of trying to contact the person who was referred. There are 5 columns with Result in the heading, and they show the result of the overall referral. Workshop Wizard Users Guide 46

48 16. Participants Tab 16.1 Adding Participants Manually Some Workshop Wizard users may import participants from the NCOA website. Even if you are importing some participants, you may want to add participants manually for other curriculums not handled by the NCOA. The participant tab has two parts: the data from the paper Session 1 Form, and Other data. 1. Select the Participants tab, and the select the General tab. 2. Select the Add Participant button at the bottom of the screen. Please Note: Different fields will be displayed depending on the curriculum you select. There are different Session 1 Forms for CDSME, DPP, MOB, and Other. You will only see the fields that apply to the chosen curriculum. 3. Add the information into each field for each participant. Please Note: When entering DPP/NDPP participants, there is a built in calculator that will let you determine the participant s BMI. Workshop Wizard Users Guide 47

49 Please Note: When entering CDSME participants, you can enter as either their age or enter their date of birth. You do NOT have to enter both. The same is true with whether live alone or enter the number of people in the household. Again, you do NOT have to enter both. 4. To record additional information, including Attendance, click on the Other tab. There is a checkbox for Session 0 which allows you to keep track of whether or not the participant attended Session 0. Note: Session 0 Attendance does not affect whether or not the participant is counted as a completer. Note: If no attendance information is available, click on the Attendance Unknown box. 5. The Other tab also contains the ability to hold a participants full name, as required for research tracking purposes. This is also where the State, County, Zip Code, etc. are entered. Workshop Wizard Users Guide 48

50 6. Make sure to save any changes by clicking on the blue Save Changes button. 7. If the workshop is using Surveys, the corresponding additional tabs (Single-Use Survey, Pre-Survey, Post-Survey, and Follow-up-Survey) will automatically appear. You can use these tabs to enter the survey information for the participant. For information on creating and attaching Surveys see Section 18: Surveys. 17. Satisfaction Tab The Satisfaction Tab allows you to enter a particular type of survey data collected at the completion of a workshop or training. Since you may have different questions for different curriculums, you have the ability to create multiple Satisfaction measurement tools Creating the Satisfaction Survey For a step by step guide on creating a Satisfaction Survey see Section 19: Surveys 17.2 Entering the Satisfaction Data 1. Select the Satisfaction tab. 2. Choose the Search button to see other records entered. 3. To add a record, select the General tab. 4. Select the Add Survey button at the bottom of the screen. 5. Select the Satisfaction Survey you wish to enter from the pull-down menu. 6. Add the information into each field for each participant. 7. Make sure to save any changes by clicking on the blue Save Changes button. Workshop Wizard Users Guide 49

51 17.3 Generating Satisfaction Reports 1. From the Reports Tab indicate you want to create a Satisfaction Survey Report. 2. Use the pull down-menu to indicate which Satisfaction Survey you wish to see a report on. 3. For a step by step guide on creating a Reports see Section 18: Reports Workshop Wizard Users Guide 50

52 18. Reports Tab 18.1 Generating a Participant Report using a new configuration 1. On the Reports tab choose the Create a report using a new configutation. Hit the blue Next button. (If you have not previously saved a configuration, you won t see the Create a report using a new configuration option. In this case, simply press the Next button.) 2. From the General Screen use the three lines given to title or identify your report. 3. The General screen also lets you choose from the pull-down menu a 1-column report or a 2-column report. This pull-down menu also lets you choose between creating a report on participants or a report on workshops. 4. A pull-down menu will show the Type of Reports available. The default is set to the Participant Report. 5. If you wish to include survey information in the report, choose a single-use or multi-use survey (or both). If you choose to include surveys in a report, you will only be able to report on workshops which use those surveys. 6. You will now see a Define Left Column screen. You can choose the criteria for the workshops you are reporting, including License Holder, Curriculum, Organization, and more. Workshop Wizard Users Guide 51

53 6. When you have completed the desired paramaters for the Left Column hit the blue Next button at the bottom of the page. 7. The next screen allows you to choose from all the Workshops held within the parameters you have chosen. The default is All the Workshops selected. You can de-select all workshops by using the Select None box and then checking the workshops you want to include. Or you can Select All and then by clicking any of the selected Workshops de-select them. 8. When you have finished, press the blue Next button. 9 You have now completed the options for the left column of the report. If you have selected a 2-column report, you will follow the same procedure to select options for the right column. Workshop Wizard Users Guide 52

54 10. Next comes the Completion screen. On it you can indicate you want to save this report configuation and give it a title. When you have finished, press the blue Next button. 11. The Download Report screen gives you the blue Download button to click. It may take a monent for the report to appear. You can also choose to Create Another Report by clicking on the blue button at the bottom of the Download screen. 12. This sample shows just the first few lines of a demographic report. The report is generated as a Word document which can be edited to include your logo, contact information, or footnotes on the data, and then saved as a new Word document. Workshop Wizard Users Guide 53

55 18.2 Generating a Participant Report with Saved Configurations The previous section showed you how to tell Workshop Wizard all the details of the report you want. When you are done, you have the chance to save those details for future use. These details are called a configuration. When you choose the Reports tab, the second option ( use the configuration I ve saved previously ) lets you retrieve the details of the configuration, and then modify them before producing a new report. The third option ( produce a report from this configuraiton I ve saved previously ) will produce a report from the configuration without allowing you to modify any of the details for the report (which can save you time if you don t need to modify any of those details). Workshop Wizard Users Guide 54

56 18.3 Generating a Workshop Report The General screen has pull-down menu to select from the Type of Reports available. The Workshop Report will allow you to choose from the same parameters as the Participant Report, however rather than reporting on participants within the workshops, this report will report the number of workshops Generating a Grantee Report From the General screen elect Grantee Report from the Type of Reports available. This is designed only for programs reporting on Administration for Community Living grants. This report may be submitted in lieu of a report generated from the National Council on Aging website Generating a Diabetes Prevention Recognition Program (DPRP) Green/Red Report From the General screen s pull-down menu to select DPRP Green/Red Report from the Type of Reports available. You can then set the criteria as you would with a Participant Report. The Word document that will be generated shows the selected data as compared to the DPRP standards established by the Centers for Disease Control and Prevention. The Workshop Wizard Users Guide 55

57 DPRP Green/Red Report shows standards met in green and those not yet being met in red Generating a Diabetes Prevention Recognition Program (DPRP) Annual Report The DPRP Annual Report matches the criteria and layout of the CDC issued response to data submitted by an Organization. This report allows you to view your current data in a way that is consistent with how the CDC will view your data submission. 1. The DPRP Annual Report can be selected from the Type of Report list on the General tab. 2. After you select the Annual Report you will be given a menu to select the appropriate Organization. Only Organizations with a Centers for Disease Control Organizational Code will appear on this list. 3. By selecting, the Organization the Report Year and Look Ahead Year will be populated by information entered into the Organizations tab. 4. Click the Next button. 5. You will now see the areas that have been populated based on the organizations data and reporting dates have been greyed out. You cannot edit these data Workshop Wizard Users Guide 56

58 fields. You may choose to include or exclude Sites, select the Counties, or select a specific Lifestyle Coach/Leader. 6. Click the Next button. 7. The next screen will show you all the Workshops that meet your selection criteria. You may change your selection by clicking on the buttons. 8. Click the Next button. 9. You will then move through the screens confirming and allowing for the Saving of the report. 10. When the message indicates the report is ready, click on the Download button and a Word document file will appear at the bottom left side of your screen. Workshop Wizard Users Guide 57

59 18.7 Generating a Diabetes Prevention Recognition Program (DPRP) Weight Graph 1. Selecting Weight Graph from the menu will populate the data range to match the DPRP report time frame. 2. Click the Next button. 3.As with the Annual Report option, much of the information has been pre-set. You will have the ability to select Sites, select the Counties, or select a specific Lifestyle Coach/Leader 4. Click the Next button. 5. The next screen will show you all the workshops that meet your selection criteria. You may change the selection by clicking on the buttons. 6. Click the Next button. 7. You will then move through the screens confirming and allowing for the Saving of the report. 8. When the message indicates the report is ready, click on the Download button and a pdf document will appear at the bottom left side of your screen. 9. Page one of the document is a graphic that shows the weight loss recorded for each Workshop over time. Each Workshop series is in a different color/pattern. In this case solid blue and black. The average of all the workshops is shown as a solid line in red. Workshop Wizard Users Guide 58

60 10. The second page outlines the Organization, and the Site for each reported Workshop with a legend of how each is shown on the graph Generating a Pay Per Milestone(PPM) Report 1. From the General page choose PPM Report from the Type of Report menu. 2. From the Rule Set menu choose the pre-set criteria for payment based on a participant meeting a milestone within the DPP. A rule set may be created by agency, managed care organization, or private payer. 3. Select from the Show menu whether you want to Show each workshop and participant or Show each workshop. 4. The Acceptances Box allows for the generating of the PPM Report using selection criteria already established. 5. You can then set the criteria as you would with a Participant Report. Workshop Wizard Users Guide 59

61 6. Click the Next button. 7. The next screen will show you all the Workshops that meet your selection criteria. You may change the selection by clicking on the buttons. 8. Click the Next button. 9. You will then move through the screens confirming and allowing for the Saving of the report. 10. When the message indicates the report is ready, click on the Download button and a Word document will appear at the bottom left side of your screen. 11. The Word document shows a table of participants indicating which milestones have been met. Each milestone achieved (starting the program, attendance goals, percentage of weight loss) correlates with a possible financial reimbursement based on the selected Rule Set Exporting Participant Data The most common way to see participant data is to use the Reports tab to create participant reports. However, sometimes you need to work with the raw data. To do this, you go to the Participants > export tab: This tab will create an Excel spreadsheet containing the data. You can use the Participants > Search tab to select the data to be included (such as including data within a particular date range). Workshop Wizard Users Guide 60

62 Each row of the spreadsheet can have up to 5 different areas, which are identified by having 5 different colors in the header rows: 1. The organization 2. The site 3. The workshop 4. The participant 5. The survey(s) The first 3 areas will normally be duplicated on several rows. For example, the organization data will be included in all the rows for participants in workshops sponsored by a particular organization. The participant area will always be present; you can use the options on the Participants > Export tab to turn on or off the other 4 sections: The last option on the Participants > Export tab lets you include or exclude identifiers for each organization, site, workshop, and participant. Those identifiers look like this in a spreadsheet: Workshop Wizard Users Guide 61

63 Each organization, site, workshop, and participant will have a unique identifier. If you want a way to distinguish one item from another in the spreadsheet, this will be helpful. Survey Export Formats Each question on a survey can be included in the spreadsheet in a variety of different formats. You can control the format used for a question with the Surveys >Questions tab: Workshop Wizard Users Guide 62

64 The Type field lets you control what type of information is collected for a question. This can be things like long text, short text, a number, and so on. For each Type, there are different formats that can be used to display the field in the spreadsheet. The format for a field is chosen with the Export Format field. For example, suppose a Long Text field in the survey allows the participant to type up to 4,000 characters in the answer. You may not want all 4,000 characters in your spreadsheet, so Workshop Wizard gives you the option of including only the beginning of the information. In the example above, the Export Format field has been set to include only the first 30 characters in the spreadsheet. Export Formats for One Number and One Number in a Range of Numbers If the type is either One Number or One Number in a Range of Numbers, there is only one export format you can choose: Number. This format will, of course, display the number entered by the participant in the spreadsheet. Export Formats for Short Text If the type is Short Text, there is only one export format: Text. This format will display the text entered by the participant in the spreadsheet. Workshop Wizard Users Guide 63

65 Export Formats for Long Text If the type is Long Text, there are 4 export formats you can choose: First 30 characters First 60 characters First 120 characters Entire text The first 3 options will include only the beginning of the participant s answer in the spreadsheet; the last one will include the entire answer. It may seem natural to want the entire answer, and there are cases where this makes sense. Keep in mind, though, that the entire answer could be up to 4,000 characters in length, which will make the spreadsheet a bit unwieldy. Export Formats for Choose One Item from a List There are 2 export formats you can select for choose one item from a list : Numeric value Text The participant can choose among 4 options: a lot, some, not much, or almost nothing. (The participant can also choose not to answer the question.) Each of those 4 options has both a numeric and a text value. For example, you can see that the first option has a text value of A lot and a numeric value of 3: Workshop Wizard Users Guide 64

66 If you choose an export format of numeric value, the spreadsheet cell for this question will have a 3 in it if the participant chooses a lot. Or, if you chose an export format of text, the cell will have a lot in it. Export Formats for Choose Any Number of Items from a List The most complicated export formats are for choose any number of items from a list. Here s an example of this type of question: The first two ways in which a question like this can be exported is to have a separate column for each of the foods. Here are the options that do this: One column for each choice, containing 0 or 1 One column for each choice, containing yes or no If the participant says they like squid, the squid column will have either 1 or yes in it. If the participant doesn t like squid, the column will have either 0 or no in it. Here is now that would look in a spreadsheet: Workshop Wizard Users Guide 65

67 As you can see, the first participant likes nails, while the second participant likes rattlesnake and squid. There are two other ways you can format a chose any number of items from a list question: Text in a comma-separated list Numeric values in a comma separated list This shows that the first participant likes nails, and the second likes rattlesnake and squid. Workshop Wizard Users Guide 66

68 Exporting for Multi-Use Surveys The basic formats used for multi-use surveys are just like the ones for single-use surveys. For example, if you have a long text question, you have the same set of formats: first 30 characters, first 60 characters, first 120 characters, and entire text. The difference with multi-use surveys isn t the format the data is display in, but the columns that appear. For a multi-use survey, you can have separate columns for pre-, post-, and follow-up surveys. If you put a question on exercise in a single-use survey, you might get a spreadsheet like this, which shows one participant getting 15 minutes each day and another 30 minutes each day: Suppose you ask the same question in a multi-use survey that collects data before and after the workshop; you might get results like this: As you can see, there are separate columns for the pre-survey and the post survey. Workshop Wizard Users Guide 67

69 19. Surveys 19.1 Introduction A survey is a list of questions you will ask a participant to gather information about them. Surveys can be used to gather information required by the research institution which designed the curriculum you are using, or it can be used to gather additional information of your own choosing. There are two types of surveys: single-use and multi-use. A single-use survey is filled out by the participant only once. This normally includes information which doesn t change, such as the location in which a participant was born. A multi-use survey is filled out by the participant more than once. This normally includes information which changes over time, perhaps as a result of participating in the workshop. An example might be asking the participant how well they feel in control of their health at the beginning of a workshop, and six months after the completion of the workshop Using Surveys Before you can enter survey data for participants of a workshop, you need to tell Workshop Wizard what surveys to use for the workshop. You do this using the Workshop/Trainings tab: Workshop Wizard Users Guide 68

70 Once you ve selected the survey, you will get some additional tabs on Participants when you edit participants in the workshop: Those additional tabs will let you enter the participant s answers to the survey questions Creating Surveys To create or modify surveys, use the Surveys tab. Use the General tab to set the name, version, and type of the survey. If the survey is multi-use, you can also specify when the survey is taken: pre-workshop, post-workshop, or follow-up. Workshop Wizard Users Guide 69

71 Once you have created a survey, you can use the Questions tab to create the questions for the survey: Each question should have its own ident, which is normally a 2-digit number. The idents for the questions tell Workshop Wizard in what order to display the questions. Each question has both a text and short text field. The text field should be a full description of the question. The short text is an abbreviated version of the question. The text field is used by Workshop Wizard in reports, while the short text is used to cue the data entry process on the Participants tab while saving space on the screen. As you enter information for a question, look at the Result box it will show you how the question would look on a paper survey form. This may be helpful as you fill in the information for a question. If you look at the example question in the screen above, you ll see a question that has several different answers, and the participant can choose one of those answers. The possible answers are called a choice list, and before you can enter a question that uses a choice list you have to create the choice list using the Choice Lists and Choices tabs. The Choice Lists tab lets you create each choice list, and the Choices tab lets you create the choices for each choice list. Workshop Wizard Users Guide 70

72 Creating a choice list is very simple, since you only have to give each one a name: Creating the choices for a choice list is a bit more involved. Here s how to do it: 1 Use the Choice Lists tab to create a new choice list. 2 Switch to the Choices tab: 3 Choose the choice list you want to work with by using the drop-down labeled List. 4 Use the Add Choice button to add a new choice. Workshop Wizard Users Guide 71

73 5 Give the new choice an ident. This is usually just a number, and it tells Workshop Wizard what order to put this choice in. 6 Enter the text and short text fields. The text field should be a full description of the choice, and the short text should be an abbreviated version that will be used where space on the screen or the page is an issue. 7 Enter the numeric value for the choice. In some cases, the numeric value won t matter. In others, the numeric value can be helpful in calculating the average for a question. For example, if you are asking the participant if they strongly agree, agree, disagree, or strongly disagree with a statement, it is helpful to give those 4 options a numeric value. Workshop Wizard will then tell you what the average value is for the respondent s replies Things to Keep In Mind When creating surveys, there are a couple of pitfalls to avoid: First, you don t want to modify a survey after you ve started using it. If you do that, the reports you create for that survey may not be correct since some of the participants used the survey before it was modified and some used it after it was modified. Instead of modifying a survey, it s better to create a new version of a survey. You can do that with the Duplicate Survey button: Workshop Wizard Users Guide 72

74 When you duplicate an existing survey, the new survey will be given a different version number. You can continue to use the original version for older workshops and use the newer version for new workshops. Second, keep in mind that the ident, text, short text, and numeric value for each choice on a choice list must be different: You can t have two choices that have the same ident, text, short text, or numeric value as any other choice in a list does. Workshop Wizard Users Guide 73

75 20. Import Tab for NCOA Data 20.1 Downloading NCOA Data to your website 1. Enter the data for participants and workshops into the NCOA Website. 2. Choose the State Reports tab. 3. Choose the Additional Reports tab. 4. Enter the starting and ending dates for the timeframe you want to download. You can download workshops you've downloaded before, and the duplicates will be ignored. So, if you're not certain about the start date, choose one that's too early, rather than one that's too late. 5. Click on the Export CDSME Session and Participant Data based on date range link. 6. Make sure to download the new data from the NCOA Website into a CSV file NOT an Excel file. 7. Log in to the Workshop Wizard website. 8. Use the Import tab to download the new data from the NCOA website. You can choose a Batch Number to identify this import. A. Please be sure NOT to open the CSV file with Excel until AFTER you have imported the CSV file into the Workshop Wizard Website using the Import Tab. B. If you open the CSV file with Excel before importing it into the Workshop Wizard Website, be sure NOT to make any changes to the data. (Even a seemingly unimportant or safe change can cause the import to fail.) Taking route (A.) would be safer. 9. You can also Browse for the CSV file you wish to Import. 10. Note that it may take several minutes for your CSV file to Import. 11. Once the Import is complete you will see a confirmation notification on your screen Updating Data Imported from the NCOA Site 1. Now it is time to update the People, Workshops, and Participants information. 2. Select the "People" tab, and perform a search. 3. Most of the information connecting Leaders to their Workshops will be imported. Data not entered into the NCOA database will need to be entered now. Workshop Wizard Users Guide 74

76 4. Make sure to hit the blue Save Changes button. 5. Select the Workshops tab, and perform a search. 6. Edit all the Workshops information as needed. 7. Select the Participants tab. 8. Edit all the Participants, information as needed. 9. Make sure to hit the blue Save Changes button Editing a Person Imported from NCOA *Please Note: People information for Leaders and Master Trainers will be downloaded with the NCOA Imports. This tab can also be used for all additional contacts, including potential Leaders, marketing contacts, out-of-state contacts, etc. 1. Select the "People" tab, and perform a search. 2. Most of the information connecting Leaders to their Workshops will be imported. Data not entered into the NCOA database should be entered now. Workshop Wizard Users Guide 75

77 21. Configuration Tab The Configuration tab displays a drop-down box that lets you work with the 7 items listed below: Curriculums Funding Sources Health Systems Insurance License Holders Log Met Through People Types Projects Curriculums Adding a Curriculum 1. Under the Curriculum tab is the list of the curriculums being taught. For example the Curriculum list might contain Matter of Balance, Stepping On, Tai Chi and N Balance as well as the Chronic Disease Self-Management Program, Diabetes Self-Management Program, the Chronic Pain Self-Management Program, or the Chronic Disease Self-Management Program in Spanish. You can also include professional education programs you have created and want to be able to track. 2. Changes to the data currently shown can be made by making the edits and then clicking on the blue Save Changes button. 3. Additions to the Curriculum tab should only be made when a major new curriculum, such as N Balance, or Walking With Ease is being offered. To add a new Curriculum click on the blue Add Curriculum button, add the new curriculum information and then click on the blue Save Changes button. PLEASE NOTE: For each curriculum, select the protocol, which can be CDSME, DPP, MOB or Other. This will dictate what form is utilized for entering participant s data. NOTE: The Completer Sessions is automatically set for 4 for all curriculums. However, you can change this value if nessary. Workshop Wizard Users Guide 76

78 Setting Certificate Rules Every Curriculum has a set of rules that govern the expiration of certificates. This means, for example, that you could have certificates expire if a leader hasn't taught a workshops for 12 months for one curriculum, but have them expire if a leader hasn't taught at least 2 workshops in 18 months for two different curriculums. As a Leader/Instructor Training is entered into the website, the Students in the training are then automatically recorded as having the status indicated in the rules set for Certification in the Workshop Type tab. 1 Under the Curriculum Tab, click on the Certificate Rules tab 2 On the bottom of the workbox, click on the Add Rule button. 3 Choose the curriculum from the list at the left of the workbox. Workshop Wizard Users Guide 77

79 4 Using the pull down menu set the rule status to Active, Pending, Inactive or Expired for the rule being created. 5 Using the series of text boxes set the criteria in number of months 6 Using the series of pull down and text boxes indicate whether an individual must TEACH a certain number of times within the indicated time frame, or ATTEND a given course a certain number of times within the indicated 7 Using the next dialogue box check which WORKSHOPS qualify under the indicated new rules. 8 Using the following dialogue box check which REFRESHERS may qualify under the indicated new rules. 9 Make sure to hit the Save Changes box at the bottom of the work area. You may then set the next rule by repeating the process. Individual circumstances may require an override of the information automatically set, if for example, if a Leader is trained outside of your state. See the Certification area under the People tab for more information Funding Sources You can define your own funding sources in addition to the NCOA for CDSME workshops. Select the Configuration tab, select Funding Sources from the Configuration drop-down menu and add a source in and then, select the Add Funding to add it to the list on left. Workshop Wizard Users Guide 78

80 21.2 Health Systems 1. The Health Systems tab allows you to track activities for multiple health systems within the website. Think of Health Systems as the large umbrella over all your health care referrals, organizations, and sites 2. To add a Health System, click on the blue Add button. Then add the name of the Health System. Click on the blue Save Changes button. 3. Changes to the Health System currently shown can be made by making the edits and then clicking on the blue Save Changes button. 4. You may delete a Health System by clicking on the Delete button. Workshop Wizard Users Guide 79

81 21.1 Insurance 1. The Insurance tab allows you to track the insurance carriers of your participants. This may include public payers, such as Medicare and Medicaid, state systems of care, and private payers such as Anthem, Kaiser Permanente, Aetna or Humana. 2. To add a company to Insurance, click on the blue Add button. Then add the name of the Insurance. Click on the blue Save Changes button. 3. Changes to the Insurance currently shown can be made by making the edits and then clicking on the blue Save Changes button. 4. You may delete an option under Insurance by clicking on the Delete button License Holders Adding/Editing a License Holder 1. The License Holder tab allows you to track more than one License Holder within the website. 2. Changes to the data currently shown can be made by making the edits and then clicking on the blue Save Changes button. 3. An additional License Holder can be added by clicking on the blue Add Lic. Holder button. Then add the new information. You will be entering a Long Name, for example the entire name of the License Holder and a Short Workshop Wizard Users Guide 80

82 Name, for example the acronym for the License Holder. If this license holder will be sending data to the CDC, enter the CDC Org. Code. Click on the blue Save Changes button. 4. You may delete a license holder by clicking on the Delete Lic. Holder button Licenses/Recognitions 1. The Licenses Recognitions tab allows you within the website to track multiple licenses held by a given License Holder. 2. Additional Licenses/Recognitions can be added by clicking on the blue Add Lic./Rec. button. You will be entering a Type, for example the Short Name, for a Curriculum such as CDSMP. You will also select the Status from the pull down menu including Active, Pending, Inactive or Expired. There is also an area for comments. 3. Click on the blue Save Changes button. 4. You may delete a license/recognition by clicking on the Delete Lic./Rec. button. Workshop Wizard Users Guide 81

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84 21.5 Log 1. The Log tab gives you the ability to view who has been working on your Website. 2. Pull a report on the entire history of the website by hitting the blue Search button. 3. To see activity within a specific time frame you can indicate a Start Date, or an End Date. You can also search by Show Items Containing this Text such as import, delete or satisfaction Met Through Met Through lets you add the categories you want to establish to how you are making contacts. You will then be able to search for People using this information. In addition to Trainings or Friend of Staff, you may also want to have a way to quickly search for those you met through a conference, health fair, or a specific volunteer ambassador. You can view the list already set on the left side of the screen. 1. To edit Met Through just select the option you want by clicking once. You will see the name appear in the Name field. Make the changes and then click on the Save Changes button. Workshop Wizard Users Guide 83

85 2. To delete the Met Through, select it so the name appears in the name field. Then click on Delete. 3. You can add a Met Through by choosing Add, entering a name in the appropriate field, and then clicking on the Save Changes button People Types People Types let you add the categories you want to establish to track the People within your system. You will then be able to search for People with this box checked. In addition to Leaders, Master Trainers, Referral Handlers, and Site Contacts you may also want to have a way to quickly search for the people most supportive of your work with a Send Holiday Card or Donor category. You can view the list already set on the left side of the screen. 1. To edit People Type just select the option you want by clicking once. You will see the name appear in the Name field. Make the changes and then click on the Save Changes button. 2. To Delete the Type, select it so the name appears in the name field. Then click on Delete Type. You will be prompted to hit Delete a second time to confirm your decision. 3. You can add a People Type by choosing Add Type, giving it a name in the appropriate field and then clicking on the Save Changes button. There are several people types which cannot be changed or deleted: Organization contact Site contact Workshop Wizard Users Guide 84