WorkAbility 1

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WorkAbility 1 Data Collection System
March 2009
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This guide to the WorkAbility I Data Collection
System was created by the Technology Education
Committee in cooperation with the Sacramento
County Office of Education staff who maintain the
database and website. The Data Collection
System is continuously being updated and
improved. As new releases of the website are
completed the guide will be up-dated to include
those changes. If you experience problems not
addressed in this guide, contact one of your TEC
Representatives who are listed on the Home page
of your website.
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Page Links
CDE Reporting Ed Code Requirement EOYReport and
Renewal Application Estimated Budget Statement of
Assurances Submit Baseline Data Submit Follow-Up
Data WorkAbility I Profile Submitting Reports to
CDE Site Management Customize Follow-Up Manage
User Accounts Project Information Directory Find/
Print Update
Home Student Records Student Basics School /
Agencies Array of Services Placements Student
Follow-Up Business Records Project
Reports Download Data Excel Instructions Data
Snapshot Prototype Reports

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Home
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Select Home on the main menu bar
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Different areas of the site are available on the
dark blue main menu bar.
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The project name and site number are displayed
here. This is important if you have access to
more than one project.
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If you have access to more than one project, you
can switch back and forth by clicking the link.
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Information and current status on performance
goals is indicated in the boxes. Information is
separate for high school and middle school
students.
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IMPORTANT DEADLINES
IMPORTANT CONTACTS Where to get help
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Quick Access Links for Students Not Served
Not Placed Not Reached for Follow-Up
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Links to Sign Out Change Password FAQs
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Student Records
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Select Student Records on the main menu bar
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On the first page of Student Records is a list of
all students in the project database. To view a
students record click on a students Baseline or
Follow-Up year link in the list of students.
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This will take you to that students Baseline and
Follow Along information. Information can now be
viewed, added or changed in any of the Baseline
selections.
Remember to Save desired changes in each section.
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Quick Check This information is gathered from
different areas within the students Baseline
information.
Yes or No is triggered by the following
sections Enrolled is gathered from the
Schools/Agencies section and requires the school
to be entered. Served is gathered from the Array
of Services section and dates must be entered in
all appropriate boxes. Placement is gathered from
the Placements section.
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Student History Click year link to view the
students Baseline and Follow Along information
from the previous year(s).
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Exited last year? but not exited in the
database? Click the Post-date link. This
allows you to delete this year's record and enter
an exit date for last year.
Did you say DELETE ? The only time you should
delete a record is if that record should not have
been created. Example The student exited last
year, so this years record should not have been
created. Remember DELETE GONE In most
cases you will use Inactivate Archive Not
Currently Active
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To search for a student in your project Enter
the First or Last Name and/or SSID of the
student. The search can be filtered by selecting
additional criteria. Then click the SEARCH
button.
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To search for a student in any project Enter
the First or Last Name and/or SSID of the
student. Set the criteria as ALL in each of the
different boxes. Then click the SEARCH button.
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Student records matching your search criteria
will be listed on the Search Results page.
Click on the Baseline or Follow-Up year link to
open the record.
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If your search turns out to be a student that is
currently enrolled with another WA1 Project, and
has NOT been exited from that project, you will
get this message.
Miguel Rosas
The message gives you the contact information for
the other site. The other site must exit the
student in order for you to transfer the student.
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If the student hasbeen exited fromanother WAI
Project, they are available to be transferred to
your project.
To transfer a student that has been exited,
click onto the year link on the search results
screen, then click the Transfer link on the next
screen.
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This screen will appear once the student has been
successfully transferred. The students baseline
record is added to the database, and you will
have the students history in your system.
NOTE The History highlight shows from which WA1
Project(s) a student has been exited.
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If there are no records matching your search
criteria in the database, a record can be added
by clicking on add a new student link.
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Enter the students information in the New
Student form and click the Save button.
Complete the rest of the student demographics and
click Save.
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Fields required for the End-of-Year data to be
successfully submitted in June are

• Student First Name
• Student Last Name
• SSID
• Birth Date
• Gender
• Grade Level
• Disability
• Ethnicity

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When the Student Basics information has been
successfully entered, the remaining Baseline and
Follow Along information can be entered.
Select one of the other sections shown across the
top of the page to add additional data.
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Under School/Agencies - If a School, Teacher,
or Case Carrier is not listed on the drop down
menu, click Not listed? to enter the information.
Jon Smith
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• Field required in the
• End-of-Year data for a student to be counted as
  enrolled and submitted
• School of Attendance

Jon Smith
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• A Case Carrier is the case carrier for a support
  agency.
• To enter Case Carrierinformation, you will need
  at least
• First name
• Last name
• Phone
• Support Agency

NOTE Once saved, a case carrier cannot be
edited or removed from the list.
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• Under Array of Services -
• enter a single date in the box under the
  appropriate column for each service provided
• not a range of dates
• not just a year
• an actual date
• such as 01/10/09.
• This date may be the first date a service was
  provided.

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• To be counted as served a record must have a date
  entered under
• Career Vocational Assessments
• Career Counseling Guidance
• and one under each
• Connecting Activities
• Work-Based Component
• At least, one service must be provided by the
  WorkAbility I project.

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If a student is being served by a Middle School
grant indicate this by checking the box on the
Student Basics page, a different Array of
Services will be shown for that student.

• To be counted as served a record must have a date
  entered under
• Career Vocational Assessments
• Career Counseling Guidance
• and one under each
• Connecting Activities
• Work-Based Component

At least, one service must be provided by the
WorkAbility I project.
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Refer to the Quick Check on the Student Basics
page to verify that the student has met the
requirements to be considered served and the
dates have been entered correctly.
NOTE - A record will be considered complete (for
submission to CDE) if no dates have been entered
on the Array of Services page however, the
student will not be considered served.
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Under Placements Only one placement can be
active at a time. Archiving a placement moves the
information into the students placement history
and allows you to enter information for a new
placement. Once a placement is archived it cannot
be changed.
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If the placement is a direct hire (Employer
paid), Leave all boxes unchecked.
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• Fields required for the End-of-Year data to be
  successfully submitted in June.
• Start Date
• Business Name
• Wage Per Hour
• Hours Per Week
• Career Cluster ID

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Under Case Notes Once saved, a case note
cannot be edited or removed.
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Student Follow-Up
To access Student Follow-Up records Select
Student Records on the main menu bar to see
to a list of all Follow-Up records
or click on See Full List on the Home Page to see
a follow-ups not reached
See Full List
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Student records that require follow-ups are
indicated in the student records list by the
year. Click on the year link to access the
follow-up record.
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On the Follow-Up screen, you may enter contact
information.
Click year link to read the results of previous
years Follow-Up surveys if available.
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Select Follow-Up Survey - Enter the follow-up
survey information on this screen. If the
student is not reached after 3 attempts to
contact, they will be classified as unreachable.
If you do not have valid contact information, you
may exclude the student from future follow-ups by
checking the box and entering a reason.
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When Yes is selected for Employed? more boxes
appear.
Employers in the drop down list come from the
list in Business Records. If a business is not
listed on the drop down list, click Not Listed?
and type the business name on the new line.
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Business Records
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Select Business Records on the main menu bar
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One way to find and view or edit a business
record is to click on a business name in the list
of businesses below the search form on the
Business Records page.
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Another way to find a businesss record is to
search for the business by name or other
criteria. Enter your search criteria in the
business records search form, and click the
SEARCH button.
Remember before adding a new business record,
search first to be sure it is not already in the
database.
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Business Records
If there are no matching businesses in the
database, click the add a new business link.
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Enter the business information. Use the CTRL
key to select more than one career cluster.

• Fields required are
• Business Name
• Career Cluster
• Category
• Placements
• Status

NOTE Avoid removing a record from the database.
Instead, change the Status from Active to
Not Currently Active.
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• Under category choose Employer if the business
• employs our students
• or
• serves as a work site
• Select Employer for the business name to appear
  in the dropdown list on the Placement page.
• Dont forget to Save.

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What is the difference between a Business Partner
and an Employer?

• The Employer employs our students or acts as a
  site for subsidized employment training
• A Business Partner does not employ our students,
  but instead may serve in other ways such as
  giving tours, providing job shadows or presenting
  to classes

If a Business is both a Business Partner and an
Employer, it is recommended that Employer be
marked.
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Project Reports
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Select Download Data under Project Reports on
the main menu bar
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Click on a link and download data
reports. Requests made in the past week can be
downloaded from the blue box at the bottom of
this screen. NOTE This data will only be as
current as the dateand time of the request.
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After generating a report, it can be saved to the
desktop or imported into another application.
To save in Excel, go to File / Save As Select
folder from Save in drop down menu Create a
File name Change Save as Type to the
application you want e.g. Microsoft Excel
Worksheet Click the Save button
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• If saved in Excel you can
• LOCK HEADER
• Highlight row 2
• Select Window
• on the tool bar
• Select Freeze Panes

NOTE Field data indicated in scientific notation
or in means that column width needs to be
increased.
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• SORT DATA
• Click in the upper left hand corner
• box of your spreadsheet
• Select Data onthe tool bar
• Select Sort

By sorting data, you are simply rearranging your
data in a certain order according to kind, class,
etc.
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• A Sort window will appear
• You can now select up to three Sort by options
• Header row needs to be marked under My data
  range has
• .

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• Example of Sort results if you chose
• Sort by grade Level Your spreadsheet now lists
  students by grade

• Then by school Name
• Your spreadsheet now also lists schools together
  by name

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• FILTER DATA
• Click in the upper left hand corner boxof your
  spreadsheet
• Select Data onthe tool bar
• Select Filter
• Select AutoFilter

By filtering data, you are simply removing from
view the data in a certain order according to
kind, class, etc.
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• Click on the down arrow to select filter

• e.g. If in the grade level column the user
  selected 9 (for 9th grade), your spreadsheet
  will filter and only show students in the 9th
  grade

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The columns youhave filtered willbe denoted by
ablue down arrow.
Rows that have been minimized (out of view),
because of your filter request, are denoted by a
thicker line and missing row numbers.
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Select Data Snapshot under Project Reports on
the main menu bar
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View an up-to-the-minute snapshot of the current
years data. The first table has counts and
percentages for all students entered. The second
table breaks down the student counts by age,
grade level, ethnicity and disability.
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TEST SITE ADDRESShttp//test.scoe.net/workabilit
y/prototype/dsp_homepage.cfm
New Site Data Reports (Prototype)
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You are here
To get to this page click here.
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Click on any of these Radio Buttons to start to
build your report.
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An Example
This is added when you choose Baseline.
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Click Next
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Choose one of the options.
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After choosing one option in 5, an additional
box will be generated.
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Choose a field by which to group data.
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You can click on any of these to add columns.
Add a subgroup.
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You can only choose one radio button.
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You can SAVE a report and use it as a FAVORITE.
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Report Generated in Adobe
You will Need Adobe Reader to Run the Report!
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Go to the Test Site and Play Around with it
You wont hurt Anything!
http//test.scoe.net/workability/prototype/dsp_ho
mepage.cfm
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CDE Reporting
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CDE Reporting Tab
Select CDE Reporting on the main menu bar

• Available on-line reports
• Budget Amendment
• Education Code Requirement
• End-of-Year Report and Renewal Application
• Estimated Budget
• Final Budget
• Statement of Assurances
• Submit Baseline Data
• Submit Follow-Up Data
• WorkAbility 1 Profile

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Select Ed Code Requirement under CDE
Reporting on the main menu bar
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Ed Code Requirement Report

• The WAI End-of-Year package requires sites to
  complete a report covering Section 56471 of the
  California Education Code.
• This section of Ed Code states that
• WorkAbility I project applications shall
  include, but are not limited to, the following
  elements

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2008-09
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• It is recommended to type the text in MS Word and
  spell check. There is no spell checker in the
  database
• Text can be no more than 250 words per box
• Copy the text for each box
• Paste the text into the appropriate box on the Ed
  Code Requirement page
• Remember to click Save after each box is filled
  to prevent data loose when the database timing
  out

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• When complete, reviewed, and ready to go click
  the Ready for CDE button located at the bottom of
  the report
• If you are unclear on what to write for text in
  each area, contact your mentor for assistance
• Content for this report is not the responsibility
  of the technology committee

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Select EOY Report/Renewal under CDE
Reporting on the main menu bar Be sure to
enter a summer contact phone number for the
project contact person in case FMTA has questions.
Complete all of the information on all three (3)
pages for this report.
NOTE Definitions page can be helpful in
understanding WorkAbility terms.
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Page 1 To remove a School Name clear the Name,
County and of Eligible Students then click the
Save button To add a school, click on the Add
another school served link.
DO NOT add a school by typing over another
schools information! DO NOT manually move
schools from one line number to another. The
database will automatically alphabetize your
schools.
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Page 1 Number of Schools listed should equal the
total of all LEA categories
Leave no category boxes empty. Enter 0 in all
LEA boxes that do not apply to your program.
When you are done, click Save Go To Next Screen
button.
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• Page 2
• Click the appropriate response on all of the
  Assurances and Agreements
• There must be a response on all lines except for
  the last one
• Click Save Go To Next Screen when finished

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• Page 3
• Indicate if you are requestingan increase or
  decrease toyour proposed served numbers for the
  next program year
• A text box will appear only if you need to
  provide justification information for not meeting
  required numbers or percentages

If any number of On-Campus placements are
reflected in your report, a valid explanation
must be submitted.
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• Page 3
• SUBMIT BASELINE DATA box will only show on the
  Project Contacts login
• Do Not select YES! until
• All student data has been entered and checked
• Students who are graduating, or are leavers, have
  been exited

NOTE If the student does not graduate/leave, you
will be able to retrieve their baseline
information next year with a push of a button.
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• Page 3
• Once you mark YES! And submit,
• You will NOT be able to change your Student
  Baseline and Follow Along data

• Some information on your Home page may change
  e.g. Not Served may show 0 Employer with
  Current Placements may show n/a
• Placement data for the current year ends 6/30
• New Placement data will need to be entered for
  next year, which begins 07/01

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Select Estimated Budget under CDE Reporting on
the main menu bar
Your Project Name (--)
-

• Instructions
• Detailed instructions in pdf format
• The years may be different but the content is
  correct
• Read them

Title
Dollars
Spiffy
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• Page 1
• Enter the needed information in each box
• Click Save Go To Next Screen when finished
  with this screen

-
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• Page 2
• Enter the total amount for each account category
• Enter the Indirect Cost percent for your LEA (the
  dollar amount will automatically be calculated)
• The Total ESTIMATED Budget amount must be the
  same as the ESTIMATED Amount at the top of the
  page

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Page 2 District negotiated indirect costs for
each year can be found at http//www.cde.ca.gov/f
g/ac/ic/
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• Page 3
• Enter a description for each line item listed. Be
  sure to refer to the instruction page for
  examples
• Separate High School and Middle School expenses
• It is suggested that you enter a / at end of
  each line because

Remember to Save each time you work on the
document.
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• Page 3
• Click that the report is Ready for CDE
• Print the report
• Get it signed and dated
• Mail it to your FMTA or NPS Manager at CDE

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Select Statement of Assurances under CDE
Reporting on the main menu bar
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• Enter the grantee name and address
• The Project Contact may only be changed from the
  Project Information screen
• The Superintendent/Authorized Representative
  information at the bottom of the page is
  transferred from, and can be edited on, the
  Project Information screen

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• Click that the report is Ready for CDE
• Print the report
• Get it signed and dated
• Mail it to your FMTA or NPS Manager at CDE
• Remember only those who have access privileges
  can see and click the Ready for CDE button

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Select Submit Baseline Data underCDE
Reporting on the main menu bar
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• This screen will show baseline records that are
  incomplete.

Click on a students name to go to the Baseline
record to complete missing information.
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• All baseline records must be complete
• before the data can be submitted to CDE.
• To be considered complete, a baseline record must
  meet the following conditions
• Student Basics screen -
• There should be no blank fields
• School/Agencies screen -
• School of attendance must be entered
• Exit date and Exit Reason must be complete for
  program leavers
• Placement screen -
• If there is a placement, all but the supervisor
  name, phone and SSN information must be complete
• If the placement ended, the date ended and reason
  ended must be complete

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Once the necessary information is has been
entered, return to this screen to confirm that
baseline data is complete, accurate and ready for
CDE.
If so, click on the Ready for CDE button.
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CDE Reporting Tab
Submit Follow-Up Data
Select Submit Follow-Up Data underCDE
Reporting on the main menu bar
Once the necessary information has been entered,
return to this screen to confirm that follow-up
data is complete, accurate and ready for CDE,
then click the Ready for CDE button.
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Select WorkAbility I Profile underCDE
Reporting on the main menu bar
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WorkAbility I Profile
This document needs to be kept up-to-date with
current contact information. Beginning July 1,
2009 When logging on to the web site for the
first time each fiscal year, the Project Contact
will be required to attest that all information
is correct and up-to-date.
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Select CDE Reporting on the main menu bar to
see a complete list of reports and their status.
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Submitting Reports
When a report has been marked Ready for CDE, it
will be indicated in the status column.
Once a report is marked Ready for CDE, the
Submit to CDE button will be visible and active
only to the Project Contact. In the case of the
EOY Package, each sub-report must be Ready for
CDE before the submit button will be active.
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Submitting Reports

• After clicking the
• Submit to CDE button
• The page will show that the reports were
  submitted to CDE and later will show when
  Accepted by CDE
• Nothing is actually sent to CDE unless you click
  the Submit to CDE button

NOTE Reports marked with an asterisk must be
submitted both electronically and printed,
signed and mailed.
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Site Management
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Select Customize Follow-Up under Site
Management on the main menu bar
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(No Transcript)
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Select Manage User Accounts under Site
Management on the main menu bar
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Depending on your access privileges, you can
view, add, or change settings for people with
online access to your WAI project data. To add a
user, click on the add a new user account link.
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Use this form to create a new User
Account. Scroll down to see the entire form.
Some items are already filled out and you are
not authorized to change them.
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Check which type of access, if any, this person
should have to each area of the WAI Online Data
Collection System. When done, click the Save
button.
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To view or change an existing users information,
click on the users name on the Manage User
Accounts page.
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The selected users account information is
displayed in the User Account form. Add or
modify the information and then click the Save
button at the bottom of the form.
NOTE Avoid deleting an account and its history
instead, change the account status to Closed at
the top of the form.
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What actually happens if you click -
DELETE

• The record will be deleted forever
• Once information is deleted from the online
  database it is GONE
• Clicking the browsers BACK button will not
  retrieve the data
• If the person is no longer with your site, dont
  delete them, instead change their account status
  to Closed

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Select Project Information under Site
Management on the main menu bar
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From here, project information can be viewed,
added, or changed. NOTE In Project Type field
- only one option can be marked. Scroll down to
see the entire form.
Some items are already filled out, and you are
not authorized to change them.
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To remove a School Name, clear the Name, County
and of Eligible Students and click the Save
button. To add a school, click on the Add
another school served link.
DO NOT add a school by typing over another
schools information! DO NOT manually move
schools from one line number to another. The
database will automatically alphabetize the
schools.
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At the bottom of the Project Information form,
you can create Custom Fields for your Student
Baseline and Follow Along records.
These Custom Fields will be displayed in the
Other section of Student Records Baseline and
Follow Along.
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Directory
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Select Find / Print under Directory on
the main menu bar
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Search by the categories listed, or click SEARCH
to find all directory records.
After clicking one of the categories, additional
search criteria will appear to help narrow your
search.
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Select Update under Directory on the main
menu bar
131

• From here people that are listed in the WAI
  Directory can be viewed.
• Click on a name to update someone's information
• Click the remove link to remove someone from the
  directory
• Use the pull down menu to add someone

NOTE Removing someone from the WorkAbility I
Directory will not affect their access to the
system.
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DONT FORGET

• End-of-Year Due Date
• June 15th
• Forms must be submitted electronically
• A signed hard copy of designated forms must be
  mailed to CDE to the attention of your FMTA or
  NPS Manager

• AND
• As each section is completed, be sure to follow
  the instructions that are provided on each page
• Scroll down to see an entire form
• Click the Save button at the bottom of every page
  before continuing

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REMEMBER
Security Feature - If there is no activity for a
given period of time, you login will be closed
and you will have to log back on when you begin
working again. Access You can only work in
those areas which you have been given access
rights to. If you can not see it or can not
change it, contact your Project Contact about
your access rights.