The Department of Alcohol and Drug Programs
Contents
1. FRIDAY NIGHT LIVE FNL DATA ENTRY INSTRUCTIONS for CalOMS Prevention Pv California Outcome Measurement Service for Prevention REV DECEMBER 2012 The California Friday Night Live Partnership and California Department of Alcohol and Drug Programs Please feel free to contact The California Friday Night Live Partnership CFNLP 559 733 6496 or the CalOMS Pv Help Desk 916 552 8933 with any questions CalOMS Pv web site addresses Live Production site https kitservices1 kithost net Calomspv Demo Training site http itrain kithost net caprevent2012 pLogin aspx from System A fictitious 6 digit provider ID is needed to access the Demo Training site Contact the CalOMS Pv Help Desk to be assigned a number The complete CalOMS Pv User Manual is located in the Knowledge Base Support Module in the Library in the CalOMS Pv system This FNL guide is not all inclusive as it focuses only on how to report FNL data Refer to the CalOMS Pv User Manual and the CalOMS Pv Reports Manual in the Library for complete instructions on how to use the CalOMS Pv system and generate reports from the CalOMS Pv data Preparation CalOMS Pv works best using Internet Explorer as the browser Make sure pop ups are enabled on the browser Ensure the FNL M box is checked for staff doing FNL data entry This is done in the Administration Module in the Staff User area in the add edit screen for each staff person2. CL FNLK that corresponds with the program type school or site name Example FNL Foothill HS Roadmap Chapters include Roadmap in the Program name Example FNL Exeter Roadmap School district initials can be added for schools with the same name Description Provide a brief description of the chapter Roadmap Chapters include in the description that the chapter is utilizing the Roadmap Funding Sources Identify the source s of tunding for this chapter All chapters should reflect some SAPT funding Questions regarding funding should be directed to the County Prevention Coordinator County Administrator or Fiscal Budget Office Status Active Only change to Inactive if the Chapter is no longer functioning Number of sessions Not required Total Hours Not required Notes Not required Check the box marked FNL CL FNLK FNLM This will open up the Chapter Profile area which must be completed for each FNL related id es terni ror ovem nd ch bir SMHEAS atonal stow Ex m TE oner Federat 9 FNL CL FNLK Chapter Profile Click on the type of PROGRAM Friday Night Live Club Live or Friday Night Live Kids Orntay mgm Ue Otis uou e ere Gs te Go rr Remove Baer Aig Carty Secun Coruna Reine Gau Secondi Check Yes for Roadmap Chapters only This w
3. Have the FNL Desk Reference for Data Entry document available two sided document located in the CalOMS Pv Library and on the website Have the most recent FNL Chapter Project Guide FNL Roadmap available to assist with set up and reporting in CalOMS Pv This guide will provide screen shots and a Shorthand List of instructions to the right of the screenshots The Shorthand List is for those users that have more experience with CalOMS Pv data entry TABLE OF CONTENTS Setting up a FNL User Account Completing the FNL County Profile Setting up FNL CL FNLK Programs Chapters Completing the Chapter Profile Identifying Groups as a Summary Identifying Groups with Individual Participants Reporting FNL CL FNLK Chapter Activities Identifying Types of Recurring Services Reporting Recurring Services Adding Non Demographic Information Tracking Group Attendance Inputting Notes for Recurring Services Reporting Single Services SETTING UP FNL USER ACCOUNT In order to access CalOMS Pv and the FNL specific data reporting areas staff must be set up as a CalOMS Pv user with FNL privileges A user with Admin privileges will need to log into CalOMS Pv then go to ADMINISTRATION Click on STAFF USER sees Pema oe e 73 LIS RE Administration County Provider Profile hs ridus used to vew ei v
4. Management NEPOS ace owes scelaiies be hes hans soe be poe eri Shots ety Raed Gentry Recurring ServiceslActivisg Repo Recurring wiles Search Services This maduk is used to qul encor by ca Or serice Click ADD to create a new type of Recurring Service OR click on Select to edit the existing type of Recurring Service formerly named FNL Chapter Meetings to now be named FNL Chapter Activities rogram wanagement a anor Silo Serves Recurring Seress Search LEN Chapter FNLICUFNUC agir means and stie m Bud Sessione mentoring sessions E 16 Edit the existing information or add new information as follows FRUSUFREK Chapter ard seis Solea CoumyAmigned ce appar nies or ad lean ond ui Objective r keresse fer stil bulding and leadership sang FNL yuan ates 2 12 for 08 015 CSAP Strategy Service Delivered Aches 1 Primary IOM Category Unvees 1 Service Activity Title FNL Chapter Activities Service Activity Description FNL CL FNLK Chapter meetings and activities Select County Assigned Objective Select the County assigned objective CSAP Strategy Alternatives Service Delivered Youth Adult Leadership Activities Prim
5. The Tracking of Staff Hours is optional unless the county has made it a mandatory feature Click on the Track Staff Hours link A new screen will open listing the names of staff sens m that have been set up as CalOMS Pv mM ce em Input the appropriate time for or more staff Sane wast PS and click on Save Consult the funding ma rr wes m county for direction on how to categorize staff E ies hours into Direct or Indirect as many emam CE ies Bos mna Senes si Hof on counties have different preferences on how they like the hours categorized aa The next step is to input service onn Demographic and or Non ementi trier gre os Deeper Demographic data Some services will be a combination of Ali Demopanic Senice both For services activities that Eli an Denogapiic Senice require counting the participants Notos click on the Add Demographic Service Information link Note the Demographic and Non located mum in the Library in the Knowledge Notes aie not necessary Be specific in the Service Description Base Support module lists which strategies and services are demographic and which are non demographic The Service Activity Demographics screen will open Se
6. Chapters Enter Group Description and select the Group Summary tab Creating Groups as summary is the quickest and most sites do e demographic information for the Click Save As new participants join the chapter increase the demographics for the Group accordingly The number of participants in EE eat IE ine Group cannot be decreased Even if an individual engages in only one chapter meeting eee Pc or activity they are still considered the recipient of a service and are to be counted in the d demographic totals ameta o Note the Group Summary or Individual tab By Age Gru may be used when creating a new Group However the Group cannot be switched from _ summary type to an individual type and vice versa so ensure the correct type of Group is initially created Groups for Leaders Itis not required to create a Leadership Group However many FNL Counties want to track the additional time and work that Leaders contribute to the chapter that is conducted separately from the General Member meetings and activities The only way to do this is to create separate Group for the chapter named Leaders using the following naming structure FNL or CL or FNLK Leaders Include RM for Groups linked to Roadmap Chapters IDENTIFYING GROUPS WITH INDIVIDUAL PARTICIPANTS To track individual
7. NL CHAPTER ACTIVITIES Changes have been made in regards to which FNL activities should be reported as Recurring Services versus Single Services In summary all FNL Chapter activities involving the chapter members should be reported as Recurring Services In the past predominantly only the chapter meetings were being reported as Recurring Services and many of the other chapter activities were being reported as Single Services There was no conformity across the counties FNL Chapter members were being duplicate counted many times over and it was difficult to follow the flow of chapter activities in the CalOMS Pv data because they were split between the Single and Recurring Services reporting areas Single Services are appropriate for planning and collaborating activities carried out by the FNL Coordinator or Advisors They are also needed when a chapter engages in an activily that is viewed as delivering a service to individuals outside of the chapter members An example would be an interactive Classroom Educational Service or an Alternative Activity that the chapter planned and sponsored In those cases it would be appropriate to report the persons served by the chapter As always direct any questions to the CFNLP or the CalOMS Pv Help Desk Additionally refer to the CalOMS Pv Changes and Updates Desk Reference document dated July 2012 This is the two sided laminated document that was disseminated at the July 2012 FNL Training Institute It is a
8. R FNL ACTIVITIES All chapter activities that involve the members of the chapter should be reported as Recurring Services If a chapter delivers a service to a receiving audience of participants than it would be appropriate to report it as a Single Service and count the individuals that were served by the chapter FNL Coordinator and Advisor meetings trainings are Single Services Preparation planning and site coordination by FNL Coordinators Advisors are also Single Services To REPORT SINGLE SERVICES click on the IMPLEMENTATION tab REPORT SINGLE SERVICES The Report Single Services Activities screen will 1s Ha open Click Add Single Service Event tothe right of the Program Chapter name A symbol oem Cesar next to a Program Chapter name indicates that Em rere Single Services have already been reported Click cae on the symbol to see the entries need Mer MBA MER 22 Start off by entering a County Assigned Objective IOM Category Service Date and Duration of Service Input a detailed service Description Mentacemy P Click on the Service Population link and new screen will open Chodse the appropriate population s and try not to choose more than 5 per entry Use the General Population option for community events Chogse the appropriate location for the Service Activity Location drop down menu
9. Yes where it asks Is this a Roadmap Chapter Tracking Group Attendance Group Attendance box When reporting Recurring Services for a Program Group series that was created using the Group Summary tab enter the number of participants who actually attended the activity in the pe Sericu hey Locos You must You may You must A new window will open listing of the individuals in the Group Check the name fividuals that were resent for the activity or meeting and click on Save To add an individual back to the Identify Group screen and use the Register Participant option The Tracking of Staff Hours is optional unless the county has made it a mandatory feature Click on the Track Staff Hours link A new screen will open listing the names of staff that have been set up as CalOMS Pv users Input the appropriate time for one or more staff and click on Save Consult the funding county for direction on how to to quickly add a missing member Aen nous rane E neus Census E ries 0 E minae TEE mones ft moses Bob E E alrite categorize staff hours into Direct or Indirect as many counties have different pre
10. ary Category Universal Status Defaults to Active Click on SAVE 17 REPORT RECURRING SERVICES To report Recurring Services click on the IMPLEMENTATION tab RECURRING SERVICES MANAGEMENT and REPORT RECURRING SERVICES Program Management Thie modula programs cet groups ane roere indide paisa Report Single Services Activities amp Recurring Services Activities Management ne rol GESTIS are Wage EUG Rocurneg senicesiacintes muet ba Men belme ony senice may Derepated Repu Pest Identity Recurring ServicestActivites Recurring Serdcesthcivies The Report Recurring Services Activities page will list all of the types of Recurring Services that have been identified Find the type of Recurring Service named FNL Chapter Activities A symbol next to the type of Recurring Service indicates that activities have already been reported Click on the symbol to see which chapters have already reported activities To report the first activity for a chapter click on Add New Group Series oem se u Mente Preparation Aces Ade New Group Series 18 new Report Recurring Services screen will open Select the Program Chapter from the Program drop down menu and then select the corresponding Group from the next d
11. attendance by unique participant for chapter activities and meetings Groups must be created using the Individual tab versus the Group Summary tab Click on the symbol next to Add Participants and check the box next to the names of the members of the chapter If no names are listed or a name is missing use the Register Participants option within the screen to quickly add a name to the list A small screen will pop up Fill in the fields Participants Tchok At Tle Anew AF gore dog sa ma and click on Save Click on Save in the 1 an at main screen and the Group is now created TF Borse Ule Jonnson Jae T mth joo 3 Ds Sy T Smith Susie EI laria Bob B mores Salie M em Tcacy De Reber I Smythe Dominio C LI Dma ihi D Spiel Sandy J tarme Dppme Sumar CER T Conan Mary Fra pe There is one other way to identify individual participants It is done in IMPLEMENTATION PROGRAM MANAGEMENT IDENTIFY PARTICIPANTS This option provides the full Identify Participant screen with many optional fields for contact information etc that are not included when using the quick registry option described above Pe emen eT ET Program Management entity Groups Identity Programe Report Single Services Activities Recurring Services Activities Manag
12. egy This screen is where all of the Information Dissemination activities are reported and where most of the Community Based Process and Environmental activities are reported Srochures Pamphiets Check the appropriate BrochorefPamphietDevelopmen I NA Disseminated box s and or input a ConferencelFair Planning I ConterencestFais tended FF number into the appropriate Curricula Development T Cumieula Disseminated field s Hoah Faits Atonded Promotion Hoah FalrfPromotion Planning m Fain Glee on teaver the Media Campaign Development m gt Media Campaigns Conducted ene screen will close and the ae Earnest steed See main Single Service Wewsletor Development 7 Newsletors Disseminated E reporting screen will pop Primed Matera Development Printed Mateias Disseminated ff back up Click on Save in Publie Service Announcement B biesecoAmwunamens p the main screen and the Development Aled service activity has now Rosourco Diroctory Dovolopmemt 7 Resource Diroctories Dominated been saved in the system Cleernghowafnfomation Resource speaking Engagements Web Sites in Operation Reminder only choose the Service Code 14 Alternatives Community Drop In Center In Operation Servic amp Code 16 Community Based Process Accessing amp Monitoring ssessing Community Sorvicos Funding NoodslAssots Community Team Activities I Formal Community Teams st Muki agency Coordination C
13. ement The uses to mpo and manage recurtng ecu saccos rust Be eed eet cun Bee any samce b pared Pep Sores Search Services m be Ade E bu bw E oy ri Am ES Ee 13 Complete the participant information and click on SAVE Reminder only the fields with the dark yellow border are required The fields with a Black border are optional and can be left Implementation Krowladga scurring Services Manage Search Services f cipant gl era formation it ame Lost Name ien Genter Date comistire gt Deu m Status S Adiona Information meie Sanepa 71 Contact informato The final step is to add the new participant to a Group Click on the symbol next to ADD PROGRAM GROUPS Program Groups Assignment Add Program Grou Eee Bron Props ALT FH n Forthi All the Groups created with individual participants will be listed Check the box next to the appropriate Group and click on SAVE in the top left of the screen NOTE If the Group name does not show up in the list it was created using the Summary tab instead of the Individual tab There is no way to change the type of group from summary to individual or vice versa REPORTING F
14. erna County Provider Permissions is redis cused 1o suspen data etry pages ara to ence he tracking of ard attendance far ingles recurg seen Administrative Time Change Password hs ki s used to charg tha pacoverd fo heuer cuter ge n Click on Select next to the staff person s name that will input FNL County Profile FNL Chapter Profile and or FNL related data or click Add to create a new user account sat alis Boni Tima Chanan Pazeward Cle an any column has ng to sot Adrinirsten ain SOE rene ABuckle Aciws 300550 aa Aamin lad Crate Mns Kam Browning Khang me ce Custom Kad de SU Aw Xin pan Amie acm Bos To provide an existing user access to the FNL specific areas of CalOMS Pv click on the box next to FNL qnd then click on Save administratie Time Password Tria siat rentes mus as users vt an Ace sus Fis Nome LastName E Deui Star nate nmin Login Information When creating a new user accou
15. ferences on how they like the hours categorized Notes for Recurring Services Notes are mandatory for each Recurring Service entry for Roadmap Chapters Start the entry off with Roadmap hit the enter key and then provide a brief summary of the activity or meeting Tell the story Some counties have made the Notes field required for all Recurring Service entries because they want to see the specifics of what is happening at each recurring session in the data Even if the Notes field is left as an optional field FNL Chapters are encouraged to use the Notes area It really adds insight into what the chapter is doing and shows the progression of activities throughout the year Remember to not input any names or personal information in the Notes field After all of the mandatory fields are completed click on Save in the upper left side of the Report Recurring Service screen 21 When reporting another event for this Program Group series click on the symbol next to FNL Chapter Activities and then click on Add New Event next to the oup series name This will Report Recurring s Screen Fill in the required 5 by following the directions noted The Service Population and Service Location will default to what was input in the first entry however they can be changed if needed e em cam Batman Gent REPORTING SINGLE SERVICES FO
16. ill allow the Roadmap specific data fields to appear in the Single and Recurring Service reporting screens and categorize the data into Roadmap specific reports For School settings drop down menus will appear to choose the County School District and School Private Charter and Alternative Schools may not be contained in the drop down menus For these choose Other and enter in the information For Community settings Youth Council Regional Chapter Countywide etc input the County FNL office contact info 1o complete the Chapter Profile Fill in the Advisor s name Telephone and Email Address Note If Advisors will be entering data into CalOMS Pv they MUST be set up as Staff Users in the Administration module then provided with a User ld Password and 6 digit Provider ID Number Complete the remainder of the Chapter Information and click on SAVE Coe Members exposed to or underserved ume languages in sto ta ar other tnan Engish are spoken by the young people and tr tamer Span Vieramese r Other chapter membership rete the gender and hiicutural composton of the hol population Yet my chapter has te ani eat of he y racl a rcl diese an De broader Sheet option ey chaptar etna verse ante ade poat wa chapter parner vay other Toner Yash Groups Puts Law faena ene Note Many cou
17. ils are considered chapters To create a PROGRAM click on the IMPLEMENTATION tab then on PROGRAM MANAGEMENT Program vansgement Rosanna senties zearin taratas Implementatior norm Program Management TRESSRT Terre rore cate woups nd retur vial Report Single Services Activties amp Recurring Services Activities Management Tha got wot tonpot and ering semipes or Racurnrg senisesiscites muet be dert oco cedes Pope cum Click on IDENTIFY PROGRAMS list of existing Programs will appear Click on Select to edit the Program name description funding or Chapter Profile Click on ADD to create a new Program Chik any colore aang oso CL Center E FHL Beat Youth Anus E FNL Coun eve E FHL East Hh Soo Anus rose de Exeter Roadmap Ada ocio E FNL Fou Ar aros E FAL Eleni E Choose Local Innovative Other when creating FNL CL FNLK Programs HIE indicates Required Field Imerertston Caen Repote Identify Prog sue f your gregrarn is dence Based fer SAMHSA National Registry af Evidence Based Programa and Practices Program Name Use the acronym FNL
18. lect the appropriate CSAP Strategy and Service Delivered from the drop down menus Click on symbol next to indvidual Participants Th demographic screen will expand Input the total number served and the demographic breakdown of the participants and click on Save The demographic screen will close and the Single Service data entry screen will pop back up Click on Save in the upper left of the screen or move on to report non demographic activities DO NOT DUPLICATE te counter me Group mite Summary econ sana tiens paien Information link Youmay Service Information You must add olor Demographic AND OR Non Domographi Informs To report non demographic activities click on the pes Non Demographic Service Sia Haus some As Non Demographic Senice Initia Notes D ence iet The Non Demographic Service Activity screen will open This is a very large screen the picture below does not list all of the Environmental options that lists multiple strategies with Check box anc input count and click on Save Bei can be ientifec please chsose categones that best repr he Save Cancel Service Code 12 AW Mara Dv iatovlale Dasominstod mere than strategy and sarace nice sctity berg many services activities within each strat
19. lso available on the FNL web site www fridaynightlive org and in the CalOMS Library Following is an exerpt 4 Strategies Single Service vs Recurring Service In the past all activities outside of regularly scheduled chapter and leadership team events were to be entered as Single Services Because that does not accurately reflect how chapters function the California Friday Night Live Partnership CFNLP The California Friday Night Live Collaborative Leadership Team CFNLC LT and the Department of Alcohol and Drug Programs ADP has determined that all chapter activities that are entered under the same objective are entered as a Recurring Service A Recurring Service is defined by the who chapter members not where the service occurs or what the service is Single Services would still be utilized for such things as meeting with prospective chapter partners advisor trainings etc and would be entered using the FNL County Wide program IDENTIFY RECURRING SERVICES The types of RECURRING SERVICES must be identified before the activities can be reported Go to the IMPLEMENTATION tab RECURRING SERVICES MANAGEMENT IDENTIFY RECURRING SERVICES l rogram Management Renon ARE SErmEEET Raving evens Managemen Search Implementation Program Management ws usc eet ons reata nd ose vv ror Report Single Services Activties Recurring Services Activities
20. nt complete all of the required fields check the FNL box and click on SAVE Only check the FNL box for those staff that need access to the FNL specific areas of CalOMS Pv The required fields have a dark yellow border and must be completed to successfully save the data input into screens Fields with a black border are optional A user account must be created for each person that needs access to CalOMS Pv to do data entry and run reports FNL COUNTY PROFILE The FNL County Profile must be completed at the beginning of each new fiscal year MIGS requirement Log in to CalOMS Pv and go to the Administration tab Select FNL County Profile EHE Lee E Evanston nee f nomme StaffiUser County Provider Profile Change Password Events Manager Click EDIT and go to COUNTY COORDINATOR Open the drop down menu and scroll down to find the name of the staff person in this position If the appropriate staff name does not appear in the drop down menu qo back to the Staff User screen create a new user account and then return to the FNL County Profile screen and select the user from the drop down menu The same applies for the FNL CL FNLK and or FNLM Coordinator s fee Tom Profile ae come etn aam pro Some information will pre populate from the Staff User screen Tang Cy a
21. nties create a separate program titled FNL Countywide This is used mostly by the FNL Coordinators when they are engaging in countywide planning and preparation for a new fiscal year s services A FNL Chapter Profile must be filled out for this program also or the data WILL NOT be recognized as FNL data and will be excluded from all the FNL specific reports Select Community as the Setting and use the address of the primary county FNL office 10 IDENTIFYING GROUPS AS A SUMMARY To IDENTIFY a GROUP GO to IMPLEMENTATION PROGRAM MANAGEMENT IDENTIFY GROUPS Program Menacemen Renat Sinale Recaring Genere Wanagerent Beat entsa is uer prae cmt bus ear ris entity Programs entity Participants Report Single Services Activities Select the Program and click on ADD GROUP symbol next to Program name indicates that Groups have already been created Click on the symbol to see the Groups a Bug E TEC i umm Warning When switching tabs entered information wil be lost tect CEs Atl it this way Groups for General Members Create one Group comprised of all the chapter members Name the Group starting with the acronym FNL or CL or FNLK General Members Include RM for Groups linked to Roadmap
22. olleboration 12 Evaluation Services Code 17 Environmental Strategy Surveillance m Compliance Checks etse most appropriate strategy s and services activities and ensure the Service Description in the main screen supports the options chosen this demographic screen E
23. rop down menu Only Programs with Groups will appear in the drop down menu so ensure all of the Groups are created before attempting to report any Recurring Services Some of the information in the screen will be pre populated from the Identity Recurring Services area Fill the Service Date Duration of Service Activity Service Activity Location and Service Population Peso Roda Sores Ti Chg Acie Coun Heiped esee naa ss daca arron FNL cr sumar Eevee Ge Printy 10M Category nr m Both Demographic and Non Demographic Information can be reported The Demographic information was entered when the type of Recurring Service was created Non Demographic information is reported by clicking on Add Non Demographic Information Using the non demographic reporting screen is the only way to capture the Information Dissemination Community Based Process or Environmental Strategy activities the chapter is engaging in usasa T p 19 Roadmap Chapters have access to drop down menu with the 5 planning modules listed Select the correct module for the activity being entered referto the Roadmap Guide for help If the loadmap Module drop down menu is not showing go back to the Chapter Profile in Identify Program in the Program Management area and click
24. y Tolophone Number Fax Hom Web Address Organization and Staff Information Type of Organizatia cory taii Ocean eal Oconee nah Key paid FNL program staff Employes Name 20 What languages in dion te or ther han English are spoken by FKL program sain your couny Esp El chinese Eton Foner Con you accommodate the language needs af te young people and their families in your coun LIES Primary Funding Sonce SAT Amo B Under Key Paid FNL Program Staff select the staff name s from the drop down menu then enter the FTE Full Time Equivalent Amount decimals will be accepted to the nearest 1 10 Assistance with the budget portion should be directed to the County Prevention Coordinator or the County AOD Administrator Docs you county have FNL program wei Kay Parmam 0 and Digs Chapter Information Maw many activo chup Jo you have in your county m morons sa E UR z Click SAVE after all of the required fields are completed SETTING UP FNL PROGRAMS CHAPTERS Each chapter MUST be set up as an individual PROGRAM with a FNL Chapter Profile in order for the system to track the number of chapters and categorize the data into the FNL specific reports Youth Counc
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