Efforts To Outcomes (ETO) User s Guide

Transcripción

1 Efforts To Outcomes (ETO) User s Guide Created by May 2011 HIPPY USA 1221 Bishop Street Little Rock, Arkansas Phone Fax

2 Table of Contents ETO Training Information... 3 Introduction... 5 ETO Software... 5 ETO and HIPPY Evaluation... 6 Data Entry Instructions... 8 Login... 8 Parents, Children, Home Visitors, and Coordinators Programs... 8 Home Pages... 9 Entering Demographics Updating Participant Information Entering Assessments Entering Single Participant Points of Service Entering Multiple Participant Points of Service Entering a Referral Adding an Entity Viewing/Editing an Entity Sample Forms HIPPY Application Parent Questionnaire Baseline Parent Questionnaire Follow-up Family Exit Form Home Visit Scheduling Home Visit Progress Group Meeting Summary Form Home Visitor Background Coordinator Background Funding Information Form ETO Reports ETO Demographics Reports ETO Assessment Report ETO Glossary of Terms ETO Support Appendix HIPPY Logic Model ETO Pilot Site Contacts Coordinator and Home Visitor ETO Responsibilities

3 ETO Training Information Each HIPPY program site will receive ETO training as an introduction to the software. HIPPY USA utilizes web-based training in addition to hands-on training. The web based lab environment will be hosted through ReadyTech. Hands-on training will be scheduled with the HIPPY USA ETO administrator, Angela Jones ( or ReadyTech log in and access instructions Step 1: Go to Step 2: Click Configure Automatically Step 3: Click Continue to ActiveX Download Step 4: If all goes well, you will receive the message below. 3

4 This ReadyTech connection will provide the visual part of the training. The software, which is referred to as the virtual classroom, is a remote desktop. This will allow HIPPY USA to observe each user s navigation through tasks, similar to the way an instructor would walk through a computer lab and observe students progress. For this reason, you must work on a unique computer. Be sure to perform the connection check (described in detail on the previous page) at least one day prior to your scheduled training time. It typically takes less than a minute. Be sure to perform this on the computer which will be used during the training. On the day of training, please begin the log in process for the web conference 30 minutes prior to the scheduled start time. If problems arise, please contact ReadyTech Support: Ready Tech Support get-support@readytech.com (510) Audio Access The HIPPY USA toll-free teleconference line will be used for the audio portion of ETO training. Dial and enter the pass code During the call, *6 will mute and un-mute your phone. Questions? Call Angela Jones at or ajones@hippyusa.org. 4

5 Introduction ETO Software ETO Software is a web-based performance management solution for human services organizations. It gives organizations a clear picture of which efforts are having the greatest impact on the social issues they strive to address. With this knowledge, government, private, and nonprofit firms can reinforce what's working, adjust what isn't, and more easily report successes to key stakeholders. Having a positive impact on society requires more than hard work and good intentions it calls for a strategic approach that connects an organization s mission to the daily work of its staff members and the expectations of its funders and supporters. ETO Software transforms data into knowledge that you can access via a multitude of easily generated reports to monitor, measure, and optimize your impact. Information Access The core value of ETO Software lies within its reporting capabilities. These capabilities provide you with fast, secure access to information that will empower you to: Identify which of your efforts, services, staff and programs are most effective at achieving desired outcomes Identify and track key trends Monitor participant attendance Manage and analyze participant demographic data Analyze assessment results Manage referrals Maintain a comprehensive history of participant information Address multi-funder reporting obligations in minutes As with any software solution, the information you get out of it is only as good as the information you put into it. Understanding this, we have gone to great lengths to include functionality that will encourage HIPPY staff to use ETO Software. These features include: To Do Lists (screenshot opens new window) Task Reminders Alerts Searches/Queries To supplement and enhance your use of ETO Software, you also have access to a set of best practices contained within our ETO City Repository. Here you will find: Samples of outcomes Use cases Analysis methods Report samples 5

6 Data Capture Data can be submitted into ETO through form submission (assessments, demographic forms, applications, etc). The types of data typically captured with ETO Software include: Demographics Assessment Data Referral Data Attendance Data Case Notes Client History How ETO Ties in with HIPPY Evaluation The ETO program has been designed keeping in mind the activities, outputs and outcomes and indicators developed in the HIPPY Logic Model. (See Appendix 1 page 39.) Data is collected in ETO using: Application and information forms collect demographics data such as contact information, cultural, language, schooling and educational background Assessments collect data related to progression toward parent outcomes; to measure progression it will be necessary to collect baseline data at the beginning or the program year and follow up data at the end of the program year. Points of Service (POS) collect data related to home visits, group meetings and special events participation Referrals records referrals made to other community organizations, education and employment The ETO has been developed using 4 programs to best represent the efforts and outcomes: 1. Parents 2. Children 3. Home Visitors 4. Coordinators The national office is assembling a committee comprised of researchers, representatives from the field, and HIPPY staff to evaluate and determine various assessment tools that can be utilized on a national level. We anticipate this process to take some time, but will incorporate the tools into the ETO software once they are determined. Until that time, HIPPY USA has included the assessments outlined in this manual and featured in the ETO software as EXAMPLES ONLY. Site-specific assessments can be incorporated as needed. Contact Angela Jones at ajones@hippyusa.org or for more information about incorporating site specific assessments. 6

7 The table below lists each of the forms used by program and describes what it is used for, when and why. Parents Program Form Title HIPPY Application Parent Questionnaire Baseline Parent Questionnaire Follow Up Family Exit Form Home Visit Scheduling Form Home Visit Progress Form Group Meeting Summary Form Why, When and Frequency of Use To collect basic demographics data of the parent, child, and family Used once when the parent enters the HIPPY program Updated as demographics data changes To collect baseline data on parent outcomes/indicators To measure where the parent is when she/he begins the HIPPY program, progress is measured by comparing this baseline data with data collected at the end of each program year Used after family has started the HIPPY program (one month to three months) To collect progress data on parent outcomes/indicators This data is compared with the baseline data taken at the beginning of the HIPPY year and shows the changes (progress) during the HIPPY year Used at the end of the HIPPY year To collect information on why the family left HIPPY early, at what point (week) in the program and what steps were taken to support the family in staying in HIPPY Complete once when the family leaves the HIPPY program prematurely Data entered after HIPPY child has received weekly packet This data is used to track the number of home visits made To collect data about each home visit after the HIPPY Home Visitor and primary adult have reviewed the last week s packet Data is entered for each parent individually Taken after each home visit 30 entries for families who complete the HIPPY year To collect data about the group meeting Data is entered for all parents (attendees) at the same time Taken after each group meeting Other site specific forms may be created and used to enter the following types of data: Special Event Form Referral Form Add /Edit Entity Form To collect data about the group meeting/special event Data is entered for all parents (attendees) at the same time Taken after each group meeting/special event To collect data on the type of referral made to the parent/family, as well as progress made for each referral Entered as referrals to outside service providers are made Updated as parents follow up on the referral To collect names and contact information of outside service providers to which families have been referred Data is entered once when the referral is made and is updated as contact information changes Children Program Form Title HIPPY Application Why, When and Frequency of Use To collect basic demographics data of the parent and child Used once when the parent enters the HIPPY program Updated as demographics data changes 7

8 Home Visitors Program Form Title Home Visitor Background Form Performance Assessment Baseline (currently disabled) Performance Assessment Follow Up (currently disabled) Coordinators Program Form Title Coordinator Background Funding Information Form Why, When and Frequency of Use To collect basic demographics data of home visitors Used once when home visitor is hired Updated as demographics data changes To collect data related to the home visitor s initial job performance Assessments are completed by the coordinator Used once after 12 months of employment To collect data related to the home visitor s changes in job performance Assessments are completed by the coordinator Used every 12 months of employment, starting after one year of employment Why, When and Frequency of Use To collect basic demographics data of coordinators Used at the beginning of every program year or each time a new coordinator is hired Updated as demographics data changes To collect funding data at the beginning of every program year Updated as funding information data changes Data Entry Instructions 1) Login Internet Explorer (version 6.0 or higher) is the only web browser that can support ETO software. Log in at: website: Use the user name and password provided. Only your site will appear. State offices will have access to their statewide programs. 2) Parents, Children, Home Visitors, and Coordinators Programs Make sure you are in the correct program: (Note: Coordinators have access to all four programs listed below. Home visitors have access to only the Parents and Childrens programs). Parents data entry for family demographics, parent assessments, home visits, group meeting and special event and family referrals. Children data entry for child demographics and child assessments Home Visitors data entry for home visitor demographics, all training, assessments and referrals pertaining to home visitors Coordinators data entry for coordinator demographics, all training, educational and employment advancements. To switch between the four programs: Click (Change Program) and select the program from the pull down menu (green text). 8

9 3) Home Pages The home pages for all programs contain links to all data entry windows. Click on the appropriate icon on the right hand side of each item. NOTE: The data entry process for all programs is very similar, and includes entering demographics information, points of service, assessments and referrals. This manual describes the basic data entry instructions for the four programs, but more detailed information is shared during the ETO training. Parents Home Page Children Home Page 9

10 Home Visitors Home Page Coordinators Home Page 10

11 4) Entering Demographics Coordinators Click the next to Add New Participant on the home page. Complete the participant information. The ALERT field is for any special reminders or indicators. All fields in yellow are required fields. NOTE: Each agency/site will determine if personal or office information will be used when entering the Coordinator Background Information. Enter the coordinator s actual date of hire in the PROGRAM START DATE field. Click when all information has been entered. NOTE: Do not click the browser s BACK arrow. ALL DATA WILL BE LOST. Always use the options on the ETO toolbar to navigate through the system. Funding Information Form By submitting the Coordinator Background Information, the system automatically routes the user to the Funding Information Form screen. (To enter information for additional coordinators, select the Home Page option on the ETO toolbar and repeat the previous steps.) Funding information should be completed only ONCE per site. To skip this step, select the Home Page option on the ETO toolbar to continue. NOTE: Do not use commas when entering financial information into the Funding Information Form. Click when all information has been entered. You will then have the option to review and/or edit the information. Click continue if all information is correct. Home Visitors (Coordinators will enter this information) Select Home Visitors from the change program option. Click next to Add New Participant. Complete the participant information. The ALERT field is for any special reminders or indicators. All fields in yellow are required fields. Enter the home visitor s actual date of hire in the PROGRAM START DATE field. Click when all information has been entered. 11

12 Parents (Home visitors will enter this information) Select Parents from the change program option. Click the next to Add Household on the home page. In the next window, click on the blue arrow to activate the drop down menu and select Adult. Complete the participant information. By default all members are added into the Parents program on today s date. Change the date to the actual enrollment date by either typing the date or clicking on the calendar icon. If entering only one adult for the household, enter their program start date and save. If there are other adults in the home, select Adult (using the drop down box) to add additional adults for this family. A new demographics form will be appear at the bottom of the previous form. Continue with the same steps until all adult members of this household have been entered. Next, enroll all members of this household into the Parents program at the bottom of the demographics page. NOTE: The Parents program will be used to track home visits, assessments, and group meeting and special event attendance. Children (Home visitors will enter this information) Select Children from the change program option. Click next to Add New Participant on the home page. Complete the participant information. (Remember to change the date to the actual enrollment date by either typing the date or clicking on the calendar icon.) Click when all information has been entered. Repeat steps for additional children. 12

13 Assign Participants (Families/Households) to Home Visitors After the home visitors have entered demographic information for all participants, coordinators can then assign families to each home visitor. Once assigned, each home visitor will have access to only their families. If families are not assigned to home visitors, they will be unable to retrieve household data. After the coordinator assigns the parents and children to the home visitor, the home visitor can now link the families. If Participant Dashboard Already Exists To Set Up Dashboards Step 1: From Parents program, click. Step 2: All parents entered will appear. Select the name. A green pop up window will appear with a list of tasks. Step 3: Click on the participant s dashboard. Step 4: Click Edit Dashboard. Step 5: Click. Step 6: The ETO Parts Catalog window will pop up on the left-hand side of the screen. Step 7: Select Caseworkers and Staff Caseload. Step 8: Click and. Step 9: Click Edit under Caseworkers section to assign Home Visitors. Under Staff Caseload, the coordinator may select the home visitor from the drop down box and assign all parents to that home visitor at once. Repeat steps to assign children. Step 2 Step 1: From Parents program home page click. All parents entered will appear. Select the name. A green pop up window will appear with a list of tasks. Step 2: Click on the participant s dashboard. Step 3: Click Edit under the Caseworkers section Step 4: Select the assigned Home Visitor Step 5: Repeat until all parents are assigned. Step 6: Repeat steps to assign children. Linking Adults and Children (Creating Households) From the Parents Home Page, Home Visitors will click the option next to Link Family Members. Click for a list of all participants. (This will allow you to view the full list to determine if participants have been linked correctly.) Select the first name in which you d like to link. Select and click the blue text Search for Others. Click for a complete listing of all participants. Check the box next to each participant that will be added to this family (household) and click Add Check Participants / Contact to Family. Repeat steps for all families (households). 13

14 5) Updating Participant Information Complete this only if the demographics information for the family has changed (for example, they have moved) or to correct mistakes and/or add missing information. Click the appropriate on the home page. To obtain a list of all families in the system, select. In the next window, click next to the family information to be updated. To search for a specific family, type the first letter of the LAST name. This will give you list of all families with the last name beginning with this letter. A green pop up window will appear with a list of tasks. Click View / Edit and the demographics screen will appear. Click when all changes and updates are complete. Repeat this step to complete other tasks listed in the green pop up window. 6) Entering Assessments Select the appropriate icon on the home page. The first two screens displayed are identical to updating demographics information screens: for the family Click next to the family in which you are collecting data 14

15 Select Take New Assessment Select the drop down menu (blue arrow), and select the assessment in which you are taking. Click. The next screen contains the assessment. Click when complete. 7) Recording Efforts for a Single Participant (Entering Single Participant Point of Service: Home Visits and Attendance Reporting) Select the appropriate icon on the home page. The first two screens displayed are identical to updating demographics information screens: for the family Click next to the family in which you are collecting data Select the drop down menu (blue arrow), and select the point of service in which you are entering. Click. The next screen contains the assessment. Click when complete. The next screen will be the Participant Efforts screen. Complete all the fields and select: 1) Save Effort and Close if entering only one home visit, group meeting or special event; or 2) Save Effort and Record Similar Effort if you are entering an additional home visit, group meeting or special event for this family; or 3) Save Effort and View/Edit Participant if you d like to review the data entered. 8) Recording Efforts for Multiple Participants (Entering Multiple Participant Point of Service) Click the appropriate icon on the home page. Click Participant in the next window. Click. Check the boxes beside all the individuals attending or participating in a specific point of service. Click. 15

16 Select the drop down menu (blue arrow), and select the point of service in which you are entering. Click. The next screen contains the assessment. Click when complete. The next screen will be the Multiple Participant Efforts screen. Complete all the fields and select: Record Effort if entering only one effort; or Save Effort and Record Similar Effort if you are entering an additional effort. 9) Entering a Referral This function is used to record referrals to outside agencies and services. Select the appropriate icon on the home page. The first two screens displayed are identical to updating demographics information screens: for the family Click next to the family in which you are collecting data Click on the appropriate entity and click. The next screen displayed is the Referral screen. Complete all fields and click. Each time a new entity (outside service provider) is entered, it will be added to the available list of providers and will appear in the drop down menu the next time a referral is entered for a household (family). 16

17 10) Adding An Entity This function is used to record information on all outside service providers. Click the appropriate icon on the home page. In the next screen enter the entity name and all contact information. Once completed, click. 11) Viewing/Editing Entity This function is used to review or change outside service provider information. Click the appropriate icon on the home page. Click to obtain a list of all service providers, or Type the first letter of the service provider name to obtain a list of all service providers listed whose name begins with the specified letter. Click the service provider to view/change. Make all changes in the next window and click when complete. 17

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28 ETO Reports The ETO program has hundreds of standard reports that can be easily obtained with a click of the mouse. Standard reports have been created by Social Solutions Group and are available to all program users. These reports are listed by category and are created using Crystal Reports. Crystal Reports Viewer must be installed to access these reports. An automatic prompt will appear when the reports are first accessed. Reports may also be created by running queries, ranging from extremely simple to very complex. NOTE: The following reports are samples using data from a training session. More details about reports and running queries will be discussed during training, but more information can be found in the ETO Help Manual: HIPPY USA offers additional training on reports and queries after initial training is completed. 28

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33 ETO Glossary of Terms Assessment One of the major data collection tools most all ETO sites include. Assessments can capture data about participants, families, entities, general, and staff. Assessments in ETO will probably include fields found on paper forms used by your organization prior to ETO, or they may be performance management tools taken from the Library of ETO City. To capture a score on an assessment, elements should be numeric or include weights. Assessments are most typically used in one of two ways: As a continuation of demographic data, like in an extensive intake form Questionnaires that track knowledge, belief, attitude, and/or behavior that are completed more than one time (at the beginning and end of service, for example) and allow for comparative analysis to determine the impact of services Attribute Characteristics of Entities that are not expected to change as a result of service. ETO comes with Standard Attributes, additional Attributes are created with the Attribute Wizard. Attributes are to Entities what Demographics are to Participants. Attributes appear on the Add New Entity and View/Edit Entity screens. Boolean: Refers to any Yes/No field in ETO Software, including: Demographics, Assessment Elements, Points of Service, and Attributes. The term Boolean is seen on several screens throughout the software, but especially in the Query Wizard. Demographic Characteristics of Participants that are not expected to change as a result of service. ETO comes with Standard Demographics, which can be disabled if they don t meet an organization s needs. Additional Demographics are created with the Demographics Wizard. Demographics appear on the Add New Participant, Add New Household, and View/Edit Participant screens, among others. Entering Demographics is considered the most basic function for a staff using ETO. Additional data cannot be entered about a Participant unless the Standard Demographic fields for first and last name have been entered. Custom Report Typically a query that is saved and shared on the Manage Queries screen. A small percentage of customers purchase Custom Reports from Social Solutions to meet their specific reporting requirements. Effort Entry of Point of Service data, which is also known as recording efforts. There are several record efforts features in ETO: Efforts can be recorded for Participants, Entities, or General. Efforts can be recorded for one Participant (Entity) at a time, or Multiple Participants (Participants). Most Point of Service elements are built with a field to capture time spent on contact. Time spent on contact and number of contacts both track effort on behalf of staff entering their work. ETO has the capacity for many efforts to be recorded for a given participant on the same day; effort data is typically entered with more frequency than any other type. 33

34 Effort Qualifiers Fields that are created and attached to Point of Service elements to capture additional information about efforts or contacts. Also known as EQs, Effort Qualifiers are best used for counting, or to prompt staff to provide specific details about the contact. EQs are unique because they are built and edited with one feature Manage Effort Qualifiers, and can be attached to efforts with the Point of Service Wizard or Manage Point of Service feature. Enroll To bring a participant that exists in ETO into the selected program, and enter a program start date. Entities Typically a third party that somehow impacts Participants, such as Employers, Education Institutions, or other community based organizations where Participants are referred. Some organizations whose mission is to improve the safety of communities work primarily with Entities. Like Participants, Entities can be tracked with assessments, efforts, and processes. ETO Report Reports populated by recording efforts. Most ETO Reports come in two formats Crystal (the best option for reports containing large data sets, also easy to export into other formats) and non- Crystal (which appear within the frames of ETO). The most impactful ETO Report is the non-crystal version for Point of Service elements set to measure and increase or decrease. Family Participants that are in some way related or share a home; families are recognized as a unit of linked participants. Family functionality allows for the number of families served to be captured in addition to the number of individuals. The term family is synonymous with the term household in ETO. Feeder Table Drop boxes found throughout features in ETO. The names of feeder tables are hardcoded, but options are populated by the ETO Administrator. Some of the more popular feeder tables include Contact Location Method (found on the Record Efforts screen), Reason for Dismissal (found on several screens, including Dismiss Participant), Family Relationships (found on the Add New Household and Add/Edit Families screens), and Reason for Referral (found on the Add Referral, Multiple Participant Participant Referrals, and View/Edit Referrals screens). Group - A subset of Participants who receive services simultaneously Home Page - The link in the upper right corner of the ETO interface takes users to the page that s seen by default when users first log in. Important information, including links to functionality can be incorporated onto the home page. Household - Participants that are in some way related or share a home; households are recognized as a unit of linked participants. Household functionality allows for the number of families served to be captured in addition to the number of individuals. The term family is synonymous with the term household in ETO. Library of ETO City A website where Social Solutions provides summaries on a variety of program areas, complete with references. There are also Point of Service and Assessments in the Library that are built into customer sites during implementation. Customers may return to the Library at any time and borrow information. The website is demo2.etosoftware.com. The username is librarian and the password is librarian2. Log Off The link in the upper right corner of the software that all users should click before closing their browser to ensure the data remains as secure as possible. 34

35 Manage The features in the software used by Administrators to make additions and modifications to ETO. The majority of these features are found below the Site Administration component, and several are directly related to the wizard features. Navigation Bar The green bar that s accessible on the right side of the ETO interface. ETO Administrators have the option to add or remove features, and dictate whether the bar is expanded or collapsed by default, all from the Manage Site Navigation page. Outcome The O in ETO, outcomes can be tracked in Point of Service elements that are built to measure and increase or decrease in attitude, performance, knowledge, etc. Also, assessments that include weighted elements that are completed more than once allow for comparative analysis, and outcome tracking. Output Point of Service elements that are tracking either an increase or decrease, and are used for counting. Participant Member of the target population, recipient of service. Point of Service This is where time and energy spent is tracked within ETO. Whenever possible, it s best to set up a Point of Service so that time spent can be related to progress (such as going from unemployed to under employed to gainfully employed). Points of Service are entered by Recording Efforts, and are reported with ETO Reports (as well as several Standard Reports). The Manage for Point of Service is below Program Administration on the Navigation Bar rather than Site Administration. Process A checklist that allows for tracking things such as documents in participant files. This feature is not utilized as often as other features such as Demographics, Assessments, and Points of Service. Program Group A group of programs that fit into the same category. Demographics and Assessments can be secured to a Program Group, and there are several Program Group reports for several types of data. Quality Indicator Point of Service elements that are tracking an increase or decrease or neither, and are used for counting efforts that are mission related. Query A request of information for ETO that can only be completed by a user who has been assigned a Department Head or above. Queries appear in a grid that can easily be copied and pasted into Excel. Queries can be built and saved, and shared to be accessible to lower user roles. Referral To push a participant to another program within ETO (versus Enroll, which is a pull), or to an Entity Employer, Education Institution, or Service Provider. Review Participant Efforts The most popular report in ETO! It contains detailed data about a selected participant within a date range, including efforts, employment, referrals, assessments, etc. The original view shows summary statistics, there is the option to drill down to see more details, such as case notes. 35

36 Standard Report A canned report that came with ETO. While there is a feature on the Navigation Bar named Standard Reports, the Demographic Reports, ETO Reports, Assessment Reports, etc., are also considered Standard. Survey Like an assessment, but anonymous. Managed from the Manage Survey/Assessment screen, but created with the Survey Wizard. ETO does have the capability for Participants or Entities to log into ETO to enter Survey data directly into the system to eliminate staff data entry. User Account A unique log on that is provided with access to specific features and programs in ETO. It s recommended that users who enter data each have a user account so that staff are accountable for their data and program managers can supervise them through ETO. Wizard A building tool in ETO that is used to create a new field or set of fields (in the case of an assessment, for example) from scratch. ETO Software Support The first point of contact for all ETO software issues is the HIPPY USA ETO Administrator, Angela Jones. She can be reached at or ajones@hippyusa.org. ETO software support is also available by clicking in the lower right-hand corner of your screen and selecting the appropriate help tool on the next screen to access a variety of training videos, demonstrations, and overviews of all ETO software features. 36

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38 ETO Pilot Site Contacts Name Site City, State Phone Number Deborah Baker Jeffco HIPPY Lakewood, CO Eric Biel Brenda Brinson Keshia Bruno FL HIPPY State Office Hillsborough County Center for Excellence TX HIPPY State Office Tampa, FL West Palm Beach, FL Dallas, TX Susanna Cruz Jeffco HIPPY Lakewood, CO Pamela Gaines Alta Jones Kelly Keur Racquel Lopez Cathy McCrary Glenda Nelson Vicki Porter Jacqueline Richardson Joanne Shum David Tisdale Nancy Tobias Carla Weir Community Students Learning Center PIRC AR HIPPY State Office InterCare Community Health Network Imperial Valley Regional Occupational Program Project Nenes St. Michael s Preschool HIPPY West Memphis School District Children s Outing Association COA Youth and Family Centers AR HIPPY State Office AL HIPPY State Office CO HIPPY State Office Baltimore County Public TX HIPPY State Office Lexington, MS pamelajgaines@bellsouth.net Little Rock, AR jonesam@archildrens.org Benton Harbor, MI kkeur@intercare.org El Centro, CA rlopez@ivrop.org Hot Springs, AR cathymccrary@yahoo.com West Memphis, AR gjnnelson@yahoo.com Milwaukee, WI v_porter@coa-yfc.org Little Rock, AR richardsonjm@archildrens.org Montgomery, AL joanneshum@hippyalabama.com Denver, CO david@cpcfonline.org Baltimore, MD ntobias@bcps.org Dallas, TX carla.weir@unt.edu Julan Wood Heber Springs HIPPY Heber Springs, AR jwood@hssd.k12.ar.us Please feel free to contact Angela Jones (ajones@hippyusa.org or ) at any time to ask questions, share concerns, and offer suggestions. 38

39 Coordinator and Home Visitor ETO Responsibilities Coordinator 1) Enters his/her background information 2) Enters home visitor background information 3) Instructs home visitors to enter family information This page outlines the step-by-step process involved in the coordinator and home visitor ETO data entry. Following these steps ensures smooth navigation throughout the ETO software as information is entered into the system. Home Visitor 1) Enters each family individually 2) Enters parent 3) Change program to Children to enter child 4) Switch back to the Parent program to work on next family file 5) Continue until all families are entered 6) Notify coordinator that all families are entered Coordinator 1) Enters the Parent program a. Select Search b. Select a parent c. Enter into the parent dashboard 2) Edit dashboard a. Add ETO Parts Catalog b. Select Caseworkers and Staff Caseload c. Select Add and Close d. Select Done Editing (located on upper right hand side) 3) Select Staff Caseload a. Select Add (dropdown box, select the home visitor that will be assigned to parents) b. Select all parents assigned to this home visitor c. Save d. Repeat to assign the children to the appropriate home visitor e. Notify staff when all parents and children are assigned Home Visitor 1) Now links child to parent 2) Enters points of services for their families Coordinator 1) Continuously monitors ETO data input 39

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44 HIPPY USA 1221 Bishop Street Little Rock, Arkansas Phone Fax

45 HIPPY Excellence Model Guidance Accreditation ETO Document Location Guide Essential Feature: Curriculum Accreditation Standard 1: ETO Enrollment Reports This report can be retrieved from any program in ETO. 1. Select Reports View Reports from the green menu bar on the right. 2. Select HUSA Enrollment Numbers by HIPPY Year. 3. Select your date range, Click Refresh Values for site name to appear, double click your site name, and Run Query. Please note if another site appears under Enter values for Site Name, feel free to double click that site to remove it. Select your date range, Site name, and program. For each prompt (date, site, program) enter the value below. Enter prompts here Revised December 2011

46 Essential Feature: Home Visits Accreditation Standard 1: Review ETO Efforts Report This report can be retrieved only from the Parent program 1. Select Reports Standard Reports Review Efforts for Participant (crystal) 2. Select Search or enter the participant last name. 3. Select the participant. 4. Enter your date range. 5. Locate and select in the report Home Visit Contact. The report will now show the location of the home visit, amount of time spent, if the packet was delivered, and the contact date. Accreditation Standard 3: This report can be retrieved only from the Parents program. Using the same report: 1. Return to Main Report. Select Track Delivery of Curriculum to Parents (3/4) or (5) to determine the weeks or packets. 2. Continue to select each outcome to locate desired data. Revised December 2011

47 Home Visit Contact (example) Track Delivery (example) Essential Feature: Coordinators Accreditation Standard 3: 1. Select Reports View Reports HUSA POS Totals 2. Enter your date range Refresh Values to select your site Please note: If another site name appears under Enter values for Site name, double click the unwanted site to remove it from the list 3. Run Query. Enter value for Program name: defaulted to Home Visitors Revised December 2011

48 Essential Feature: Home Visitors Accreditation Standard 1: Home Visitor s Background Forms This report can be retrieved only from the Home Visitors program. 1. Select Update Participant Information. 2. Enter the home visitor last name or Search. 3. Select participant. 4. Return to the home page and select Update Participant Information and continue to review other home visitor information. Essential Feature: Administration Accreditation Standard 2: ETO Referral Report 1. From the Home Page of the Home Visitors or Parents program, select Update Referral. 2. Select Show all Participants across Site, Search. 3. Select Show All Details to view a list of all referrals made. 4. For additional referral details, select Show All Details. Revised December 2011

49 Essential Feature: Administration Accreditation Standard 3, 5: ETO HUSA Home Visitor Caseload Report This report can be retrieved from any program in ETO. 1. Select Reports View Reports HUSA Home Visitor Caseload Count 2. Refresh Values. 3. Only the site in which the coordinator is logged into will appear. 4. Double click the site name (it will move over to Enter Values for Site Name) and Run Query. Please note: If another site name appears under Enter values for Site name, double click the unwanted site to remove it from the list Only your site name will appear. Essential Feature: Administration Accreditation Standard 11: Advisory Council Roster This report can be retrieved from any program in ETO. 1. Select Reports Entity Reports Custom Entity Attributes: In my Site (Crystal) Revised December 2011

50 Essential Feature: Administration (continued) 2. Once the reports generates, select Community Advisory Group and the roster will appear. Names marked True are advisory members Please note: If the site has not entered their advisory members in ETO during the program year, you may review hard copies. Revised December 2011