Views user manual
Contents
1. List is the choice of different Ethnicities that the user can select from 7 substance 13 Contact Details If you have any queries about the system or would like to arrange a training session for your staff you can contact Substance using the details below Substance 3rd Floor Fourways House 57 Hilton Street Manchester M1 2EJ E mail info substance coop Website www substance coop Telephone 0161 244 5418 You can also access a series of online tutorials from the support pages of the Views website at http views coop support substance 14 Appendix 1 The Substance Engagement Matrix Level 1 Level 2 Level 3 Level 4 Level 5 Disengagement Curiosity Involvement Achievement Autonomy Sit out and ignore Watch activity Join in with Complete tasks Initiate ideas activity others Encourage Dip in and out Respond to Communicate Help plan and disputes instruction with staff run activities outside of activity Distract others Ask questions Talk about Make positive Advise and experiences comments educate peers about work Walk out Listen to staff Enjoy good Celebrate work Praise work of and peers relationships publicly others Make negative Comment on _ Share facilities Make Deal with comments activity connections conflict beyond the project Destroy damage Talk to others Handle conflict Receive Volunteer facilities about activity with maturity accredi2. These fields are compulsory and the record cannot be saved until they have been filled in 4 Once you have filled in the relevant sections of the form click Add at the bottom of the screen 5 After you have saved the Group you will be shown a summary of their details 6 To add Participant Staff or Volunteer records to this group click on the Members button to the left of the screen 7 From here you can search for the relevant record Click on their name and click Add to add them to this Group i substance 5 Creating Session Groups and Sessions Sessions and strands of work are organised into Session Groups A Session Group is any group of regular linked sessions For example a project that runs a football session every Friday night might create a Session Group called Friday Night Football Each individual Friday night session register can then be attached to this Session Group To create a new Session Group 1 From the home screen hover over Work and click on Session Groups 2 Click on Add Session Group This will direct you to the blank Session Group Profile screen 3 From this page you can enter the relevant details about the Session Group 4 Once you have filled in the relevant sections of the form click Add at the bottom of the screen 5 You will then be directed to a Delivery Profile screen From this page you can enter in the relevant details about the delivery of the session group such as Planned N
3. field For example if the field is Ethnicity then the Value List is the choice of different Ethnicities that the User can select from This tool allows you to View and Edit all of the Value Lists that you are currently using within your account Registration Forms This section allows you to add Fields to printable Session Registers For each Register type you can select up to ten fields to be included Search Fields Specify the fields that users are able to apply in searching your Views database K substance Objectives and Outcomes Objectives and Outcomes are organised into four tiers Programme Objectives Show the Programmes associated with this Agency their Objectives and which National Frameworks and Outcomes they feed into Agency Objectives Overall Objectives of the agency these can be linked to National Frameworks Agency Outcomes The Outcomes that the Work on the ground will achieve these can be linked to Agency Objectives Outcomes The set of Outcome which may be selected in the system these can be linked to one or many Outcomes at Agency level or at any Programme s Level Security The Security section allows you to create new user logins and to define different levels of access to your Views account To add a new user Select Users from the Security menu and then click Add From here you can set a Username and Password for the person and also specify what User Group they fall into To save the form sel
4. of their volunteering history Media View all media files that have been linked to the participant Address Book Create and edit the participant s key contact information Map Pinpoint the participant s address on an interactive map In this example we will look at how to add a new Participant However this same process can also be used for adding Staff and Volunteer records Required fields are set by the project or programme administrator For more information on how fields can be edited please see the Administration section of this manual substance 4 Adding Group Contact Records In Views you can create contact records for Groups that you work with For example a group might be an external partner or a local community group A Group can be a standalone record or it can be a group of People records that already exist on the system for example a number of participants that all belong to the same family or school class By grouping records together you are able to run statistical reports based on the activities and achievements of all the members of a selected group rather than having to report on an individual basis To create a new Group 1 From the home screen hover over Contacts and click on Groups 2 Click on Add Group This will direct you to the blank Group record screen 3 From here you can enter the relevant details for the Group Some fields have required written in red next to them
5. reporting tools including statistical data queries and fully flexible report templates 2 Logging on to the System To get started you need to open your computer s Internet browser and then enter the following URL address https app views coop You may find it useful to bookmark this address in your browser All staff members for whom a login has been created by the administrator associated with your account can access their Views accounts via this screen To access your Views account you need a Username and Password If you have not received these from Substance please ask your project administrator to set them up for you If you do not know who your administrator is please contact Substance via the contact details given at the end of this manual If you do have a username and password enter them into the relevant fields and click on the Login button substance 3 Adding Contact Records The Contacts section is split into four different areas Participants For storing records of the people that you work with Groups For storing records for groups of contacts e g Families School Classes Focus Groups or for recording details of organisations Staff For storing records of the people that work within your organisation Volunteers For storing records of the people that volunteer on your projects To add a new Participant 1 From the home screen hover over Contacts and click on Participants 2 Cl
6. Getting Started with Views System Manual substance Contents Introduction Logging on to the System Adding Contact Records Adding Group Contact Records Creating Session Groups and Sessions Registering Participants to Sessions Recording Engagement Levels Creating Agency Projects Creating Venues Uploading Media Files Creating Case Studies Administration Glossary Contact Details Appendix substance 1 Introduction Views is a new flexible online platform designed by Substance to help public sector and community and voluntary sector organisations to demonstrate the value and outcomes of their work Security Data stored in Views is looked after to the highest standards Information is held securely within the system and accessed via a password protected URL address Data is stored in a secure data hosting facility in the UK and is backed up off site twice a day This method of storage means that projects do not need to be concerned with in house data storage and can be confident in the security of their data The system is divided into four key sections Contacts Record bespoke demographic progression and case history information about the people and organisations you work with Work Record details about the projects and programmes run by your organization Evidence Upload media files case studies and questionnaire forms to evidence participant progress Reports Access real time
7. earch 3 Select their name and click Add 4 Repeat until you have added all the records that you want to create a session register for 5 Go to Sessions from the tab on the left hand side of the screen and click on the relevant session 5 Click on Import Registered People This will create a register of the people you have just added in the Registered People section 6 Tick the people who attended the session and click Save substance 7 Recording Engagement Levels The Engagement Level tool provides users with a means to measure a Participants development in the context of their contact with the project whether it is positive or negative in a quantitative way The Substance Engagement Matrix Appendix 1 highlights the categories and sub categories of engagement which range from disengagement through to autonomy Engagement levels can be recorded for participants for any Session Group in which they are involved as it is acknowledged that a participant may behave differently in certain settings and environments To set an Engagement Level for a Participant 1 Go to Session Groups from the Work section and select the relevant session group 2 Click on Sessions from the tab on the left hand side of the screen and select the relevant session 3 Find the person that you want to set an engagement level for 4 On the right hand side of the screen under Actions select the E button next to the relevant participa
8. ect Submit To add a new User Group Select User Group from the Security menu and then click Add You are then able to specify the sections of the system that a user in this group would have access to by toggling the On Off switches in the Permission Column Qualifications Conditions amp Restrictions These tools allow you to edit the specific Value Lists that the system uses to collect the information in these sections of the system n substance 12 Glossary Agency Project A folder that links relevant Session Groups together for reporting purposes For example an Agency Project might contain all the Session Groups that share the same funding stream or geographic location Category A section of a form Dropdown Single Selection An input type that allows users to select one option from a pre defined list Dropdown Multiple Selection An input type that allows users to select a number of options from a pre defined list Engagement Level A level periodically set for a person to monitor their engagement with a project For an explanation of the various levels see Appendix 1 Input Type The type of input that a field currently requires for example a drop down menu or a checkbox Session Group A group of regularly linked sessions or events Value List The series of options that a user can choose from when entering information into a field For example if the field is Ethnicity then the Value
9. ick on Add Participant This will direct you to the blank Participant record screen 3 From here you can enter the relevant details for the Participant Some fields have required written in red next to them These fields are compulsory and the record cannot be saved until they have been filled in 4 Once you have filled in the relevant sections of the form click on Add at the bottom of the screen you will be shown a Summary of the person s details Within this summary page you will notice that you have access to a series of tools along the left hand side of the screen These tools will allow you to store additional information about the participant and their development In brief these are Details Access an overview of the participant s details Notes Create and edit notes for the participant Engagement View the participant s Engagement Levels see page 8 Outcomes Set outcomes and achievements Qualifications Record qualifications Conditions Record relevant health conditions such as allergies or disabilities e Restrictions Record any restrictions to the person s attendance or participation e Session Attendance View a breakdown of the participant s attendance at sessions and schedule new 121 sessions Questionnaires Create and respond to questionnaires on the system Group Membership Attach the participant to a Group see page 5 Volunteering History View a breakdown
10. icular piece of work and click Add 5 Finally choose the associations you want to make e g select the relevant people or the relevant pieces of work and click Commit substance 10 Creating Case Studies The case study tools acts as an online multi media word processor It allows you to pull together various pieces of information on the system such as media files and statistics alongside text to create interesting stories and mini reports that evidence your work in a qualitative way To create a new Case Study 1 Select Case Studies from the Evidence section 2 Click on Add Case Study 3 Enter the relevant information about the case study such as the title and description From this page you can also link the case study to any relevant session groups that are stored on the system This will make it easier to find the information that you are looking for later 4 Click Add 5 You will be directed to a word processing screen From this page you have a range of formatting options to put together the case study that you need When you are finished click Save at the top right of the screen n substance 11 Administration The Administration section contains a library of tools that will allow you to edit the general set up of your Views account You will need to be logged in as an administrative user to access these tools Administrative users can access this section by hovering over My Account and selecting Administrati
11. media items such as photographs videos and audio files or other evidence such as web links or documents These files can then be tagged against sessions participants or outcomes to support the work that has been recorded on the system If you already have multimedia files stored on YouTube Flickr or lpadio the system can link to these directly To upload a Media File that is stored on your computer 1 Select Media from the Evidence section and then click on Add media 2 Select the type of media that you wish to upload e g an image or audio file 3 Click Choose File and select the file from your computer 4 Click Upload To upload a Media File that is stored online 1 Select Media from the Evidence section and then click on Add media 2 Select either Flickr lpadio or YouTube depending on where the file is stored online 3 Enter the web address for where the file is located The file will be uploaded directly onto the system from the external site After you have uploaded a file to Views you may then choose to associate it with the relevant people or work that it is linked to This will make it easier for you to find the file in the future To create associations for a file 1 Select Media from the Evidence section 2 Click on the relevant file and select Associations from the tab on the left 3 Click on Manage Associations 4 Select the Association Type that you would like to create e g a link to a person or to a part
12. nts name 5 Enter the date that you are setting the level the level that you are setting for the participant and a justification as to why you are setting that level 6 Click Submit To view a Participant s Engagement record 1 Go to Participants from the Contacts section and select the relevant participant 2 Go to Engagement from the tab on the left hand side of the screen Projects are advised to record these engagement levels at periodic intervals Ideally the interval should be no more frequent than monthly and no less frequent than quarterly as participants can alter their behaviour greatly over short periods of time and therefore frequent recording would only highlight this inconsistency rather than monitor any real long term changes Projects may choose to make group decisions on engagement levels or allow the delivery staff to make individual judgments Whatever method is chosen it is important that these levels are used in a developmental fashion Over a period of time projects can look at participants related to particular session groups locations or delivery staff Any changes in engagement alongside the justifications may lead to the project altering that participant s programme of work or certain delivery aspects of a session Ultimately these engagement levels should be seen as a resource for reflecting upon the usefulness of a programme in terms of participants distance traveled substance 8 Creating Agenc
13. on You will notice a series of tabs listed on the left hand side of the screen Flexible Fields The Flexible Fields section allows you to edit a number of the forms and fields that your Views account uses to collect information After clicking on the Flexible Fields tab select the form that you would like to edit This will bring up a list of the fields that currently make up that form To edit an existing field select the Pencil icon directly to the right of the relevant field in the Actions column To disable or enable an existing field select the Cross or Arrow icon depending on whether the field is currently enabled or not from the far right of the screen in the Actions column To add a new field to a form 1 Select the Add a Field button at the top of the list of fields 2 Enter the field Name select an Input Type and a Category and click Save For an explanation of these various terms please see the Glossary 3 You then have the option of making the field Compulsory If you select compulsory the form will not be able to be saved by a system user until this field is completed 4 Finally if you have selected an Input Type that requires specified options e g Checkboxes you will be asked to select the Value List You can choose a current Value List from the menu or you can click Add to create a new one Value Lists A Value List is the series of options that a user can choose from when entering information into a
14. tation and gain qualifications Try on own Attend Make career regularly choices Employment Other 16 substance
15. umber of Sessions and Start and End dates 6 After you have saved the Session Group you will be shown a Summary of the details you have entered You are now able to attach sessions to this group To create new sessions 1 Select Sessions from the tab on the left of the screen and click the Add Session button 2 Here you can specify the relevant details of the session such as the Date Time and Activity 3 To create multiple sessions set the Repetition as Weekly or Monthly as required 4 You can also select the Venue for the session The list of Venues is generated from those created in the Venue section see page 9 5 Once you have filled in the relevant details click Add at the bottom of the screen If you have selected Repetition as Weekly or Monthly you will be directed to the Recurrence screen where you can create multiple sessions otherwise you will be directed to the Session Group Summary screen substance 6 Registering Participants to Sessions Once you have created your sessions it s time to start registering participants and completing session registers This will allow you to run statistical reports based on attendance N B In order to attach a person to a session register they already need to be added as a record on the system see Page 4 To register a Participant on a Session 1 Click on Registered People from the tab on the left hand side of the screen 2 Enter the name of the person and click S
16. y Projects Agency Projects allow users to arrange Session Groups into categories or folders This is useful for running statistical reports for multiple session groups rather than on an individual basis For example you may want to categorise your Session Groups by geographical location or by a particular funding stream N B A session group can be attached to as many different Agency Projects as required To create a new Agency Project 1 Select Agency Projects from the Work section 2 Click on Add Agency Project and enter the name and description 3 Select the Session Groups that you want to join this Agency Project and click Add 4 From the tabs on the left hand side of the screen you are also able to link this Agency Project to Objectives and Outcomes as defined by the project or programme administrator 9 Creating Venues By creating Venues on Views you can then attach sessions to specific locations This will allow you to run statistical reports based on geographical data To create a new Venue 1 Select Venues from the Work section 2 Click on Add Venue 3 Enter the relevant address and contact information and click Add 4 From the Map tab on the left hand side of the screen you are also able to view an interactive map of the Venue location substance 9 Uploading Media Files A key element of the Views system is the ability to evidence your work through the uploading of media files These may be multi
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