2014 Summer Learning Academy - nfocus Guide

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1 2014 Summer Learning Academy - nfocus Guide This document is designed to supplement the Trax 7 Training Guide: 2014 Summer Learning Academy provided during the initial start-up training session (attached to this document) and highlights specific features and details with special relevance to your Summer Learning program. The document below contains information on the GRPS lookup table, enrollment and discharge instructions, and information on accessing GRPS morning attendance data. Getting Started Database Setup If you do not have an nfocus license for your site or if you have questions about an existing license, please contact David Miller ( ) from the DeVos Foundations as soon as possible for information and instructions. If your site does not have a computer that is currently set up with the nfocus Software, please contact the support team at to schedule a time for nfocus to complete the installation and setup. Training The DeVos Foundations and CRI staff have collaborated with nfocus to develop training materials specific to the requirements of B2B programs. Additional training and support are available through the nfocus Tech Support Department free of charge at any time. DeVos Foundations staff is also available to provide additional training on-site or by phone and as needed. Contact information is available at the end of this document. Tracking and Managing Data The core nfocus functions required of SLA providers include the following: Registration: create student profile by importing GRPS directory information or by completing the registration form for students that are not in the GRPS Look-up Table. Enrollment: Assign students to the virtual classroom programmed into your database (ex: SLA 2014) Discharge: Follow discharge instructions for students that drop out of the program or for students that were registered/enrolled but never attended the program. Track Attendance: There are multiple ways of tracking attendance. Each site can decide on the method that works best for your site/staff following the on-site training where each method is reviewed. 1

2 Run Reports: The nfocus system offers an extensive list of reports that can be generated with a few clicks of the mouse. Manage data, track participation and measure outcomes. Registration In partnership with GRPS, CRI and nfocus have collaborated to develop the GRPS Lookup Table which allows you to import student registration information to your nfocus database from actual GRPS directory information. Utilizing the GRPS Lookup Table creates a match to GRPS student records that will better facilitate the GRPS Student MAP reports sharing and eventually the flow of GRPS AM Attendance data into the Attendance Report. Any student that did not attend a GRPS school during the school year or that is not available in the GRPS Lookup Table can be registered using the standard registration process. Step by step instructions for registering new participants can be found on Page 10 of the Trax 7 Training Guide: 2014 Summer Learning Academy (T7: 2014 SLA). Enrollment and Discharge Instructions After adding new members to your database through the Registration process, students need to be enrolled into a virtual classroom (called Activities/Sessions in the system, pre-programed into your database by nfocus support staff). Step by step enrollment instructions are located on the bottom half of Page 11 of T7: 2014 SLA. Students typically require a discharge for two reasons either the student signed up for the program and was registered/enrolled into the nfocus database but never actually came to the program or the student stopped attending completely after attending the program one or more days. In an effort to keep your nfocus enrollment list as accurate as possible, please refer to the following scenarios and instructions for properly discharging students from your database (also found on Page 12 of the T7: 2014 SLA): Scenario 1 Student is registered and enrolled into SLA session, but never attends the program 1. Click Management from the top menu of TraxSolutions 2. Click Member Manager 3. Click on the student s name in the alphabet tree 4. Click on the Enrollment tab 5. Click Remove next to the SLA/SoH session that the student never attended 2

3 6. Click Ok 7. Student will be removed Scenario 2 Student is registered and enrolled into SLA session and attends 1 or more days. At some point during the program the student stops attending the program (important to verify with parent or legal guardian). 1. Click Management from the top menu 2. Click Member Manager 3. Click on the student s name in the alphabet tree 4. Click on the Enrollment tab 5. Click Edit next to the SLA/SoH session 6. Delete the current enrollment end date and enter the date in which the student stopped attending 7. Click Update Tracking Attendance After registering (Add New Member) and enrolling students into the SLA 2014 session, it is time to start tracking program attendance. Within the nfocus system, there are multiple ways to track attendance (also called scanning in the system). The first method is to print ID cards and use the Auto Scan feature in the Trax Attendance Manager (the software installed on your computer that operates the bar code scanner/card reader); instructions can be found starting on Page 13 of T7: 2014 SLA. The second attendance method, Manual Scanning, is similar to Auto Scanning in that it uses the Trax Attendance Manager system, but instead of scanning ID cards you can manually enter student ID numbers (instructions on Page 14 of T7: 2014 SLA). The third and final attendance tracking method is the web-based Batch Attendance feature, instructions start on Page 15 of the T7: 2014 SLA. 3

4 Reporting The nfocus Kid Trax system features 2 primary reporting systems. The first is a sizable set of pre-built reports that will query data that you have entered and tracked in the system. There are numerous reports that generate enrollment lists, attendance reports, and statistical calculations that can be run any time, depending on the data that exists in your individual database. The following is a list of the most commonly run reports from nfocus: 1. List Reports a. Member Alphabetical List b. List of Null Data c. Membership Changes 2. Count Reports a. Age Count 3. Statistical Reports a. Internal Management report b. Annual Report 4. Activities Reports a. Unduplicated Monthly Attendance List b. Visits to Facility c. Unduplicated Daily Attendance List d. Unduplicated Aggregated Attendance List e. Member Activity Report f. Unduplicated Monthly Attendance Summary Grouped by Activity More information can be found on Page 18 of the T7: 2014 SLA. 4

5 Ongoing Training and Support It is our goal to ensure that you have the necessary support and resources to meet the data entry requirements over the summer. If you run into any barriers, questions, or hang-ups, please call or right away. Staff members from nfocus, DeVos, and CRI are ready and waiting to assist you with any questions or concerns that arise. For questions related to various tasks or processes within nfocus, it is often easiest to call one of the experts at nfocus that will work with you until your issue is resolved: nfocus Tech Support: For questions relating to SLA requirements, or if you are simply more comfortable working with a familiar face at DMDVF, feel free to contact David Miller with any nfocus or related questions: David Miller Phone: davidm@dvfoundations.org or support@dvfoundations.org Please direct additional questions to the team at DeVos Community Impact: DV Community Impact:

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