Measuring Success Information Collection & Evaluation (ICE) Tool User's Guide

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1 Measuring Success Information Collection & Evaluation (ICE) Tool User's Guide Ice cubes image by Patrick Brosset, used under Creative Commons License BY-SA

2 The Measuring Success Information Collection and Evaluation Tool (ICE for short) has been developed to record the information drop-ins gather using the Measuring Success (MS) framework in one place so that it can shared with drop-in staff, volunteers, participants, and funders about all the successes your drop-in has measured. Once your drop-in has collected data, using either the MS tool templates or by developing your own tools, you are ready to begin using ICE to make reports, reflect on your drop-in activities and inform your program planning. Getting Started Using the ICE Tool About the Tool The tool is a spreadsheet file developed in Microsoft Excel, and you will need Microsoft Excel installed on your computer to use it. Microsoft Excel files are called workbooks, and they can contain numerous worksheets, which are the individual pages of a workbook. The Measuring Success ICE Tool has 12 total worksheets. It has 1 worksheet which serves as the cover page, it has 8 worksheets for entering the data you've collected about activities at your drop-in, and it has 3 worksheets that summarize the data you've collected so that you can see how your data has changed over time. You can navigate between the worksheets by selecting their tabs, found across the bottom of the Excel window. The tool is designed for you to be able to record data for one full year. As the end of the year approaches, TDIN will make a new tool available for the next year. Locked Cells Figure 1: Measuring Success worksheet In a Microsoft Excel workbook, cells are the individual rectangles that together form the rows and columns of each worksheet. You enter information into the workbook by selecting individual cells with the mouse or keyboard and entering information into that cell with the keyboard. In the Measuring Success Tracking & Reporting Tool, many cells are locked to prevent you from accidentally changing information that is needed to produce the summaries of your reporting data. Some cells also have rules 2

3 attached to them so that they only accept a certain kind of information. This is to help prevent mistakes when you are entering information into the tool. If you enter information that does not match with the kind of information expected to be entered in a cell, you will receive a prompt telling you why you can't enter that particular information. Copy and Paste, but don't Cut and Paste Repeatedly entering similar information over and over can be boring, so you may want to copy and paste information that is consistently the same. This is fine, however, it is very important that you use the copy function in Excel, not the cut function. The copy function only creates a copy of the information you've selected and then puts it in the new location you choose, but the cut function moves not only the information in your selected cells, but also changes any formulas that point to the cell you've cut. This will break the calculations that allow the dashboard and the other data summary worksheets to work properly There is some extra programming (called a "macro") added to the tool that will prevent you from accidentally cutting and pasting, but it will require that you enable macros. In Excel 2007 and 2010, you will need to click the Options button beside the Security Warning. Then select Enable this content in the Microsoft Office Security Options window before clicking the OK button. Earlier versions of Excel provide a more obvious prompt, but you will still need to enable the macro. When you save the tool, you may also receive a privacy warning because the tool contains this macro. The warning sounds severe, but now that you know it's only this extra macro, you can safely click ok to this warning. Figure 2: Security Alert for Macros in Excel

4 Zoom Because many cells in the Measuring Success Tracking & Reporting Tool are locked, you also won't be able to change the font size of text in the tool. However, if you are having a difficult time reading any of the text in the tool, you can zoom in to make the text on your screen larger. If you have a mouse with a scroll wheel on it, the easiest way to zoom is to hold down the CTRL key on your keyboard while you roll the scroll wheel on your mouse. If you can't do this, you can still zoom in and out by selecting the Zoom command from the View tab on from your Excel menu or ribbon (the options listed across the top of your Excel screen). Entering Your Data There are 7 separate worksheets for entering information on a daily basis, and 1 for entering information that is gathered on a quarterly basis. Participants This worksheet allows you to enter daily information about participants at your drop-in. Start by indicating that the drop-in is open by selecting "Yes" in the "Drop-in Open?" column. This will remove the dark gray shading for that specific day, on this worksheet but also on the meals, referrals, active support, and custom worksheets. (The shading is only there to make it easier to see which days your Drop-In is open. You may still enter information even if the cells are in place). Figure 3: Participants worksheet 4

5 Meals This worksheet allows you to record meals served at your Drop-In. Five slots are available for separate meal types. Please enter a name for each meal time you wish to use in the blank cells next to the cell "Meal #:" (See the figure below for an example). Please note that while two columns are listed for each meal time, only the "number of participants served meals in a shared and interactive setting" is a paired measure. The "total meals served" column is included only for your convenience, so that you can also track the total number of meals served. Figure 4: Meals worksheet 5

6 Referrals This worksheet allows you to track referrals to other services. Please enter the number of referrals made by type of referral for each day you make referrals. If you make referrals of a type not included in any of the categories, count these in the "Other" category, and then also enter the type of referral in the next column (the figure below show how the tool prompts you to specify what you mean by "Other"). You may enter multiple "Other" type descriptions in the same cell, but please separate your descriptions with a semi-colon, and always try to use consistent descriptions. Active Support for Service Access Figure 5: Referrals worksheet This worksheet allows you to record your efforts to support access to services for your Drop-In participants. Here you can record the amount of letters, phone calls, s and accompaniments dropin staff make in their efforts to ensure participants are receiving appropriate services. If you provide active supports of a type not included in any of the categories, count these in the "Other" category, and then also enter the type of referral in the next column. You may enter multiple "Other" type descriptions in the same cell, but please separate your descriptions with a semi-colon, and always try to use consistent descriptions. Figure 6: Active Support worksheet 6

7 Independent, Responsible activities that are Valued (IRV Activities) This worksheet allows you to track participants' engagement in independent, responsible activities that are valued ("IRV Activities"). Please record the date, the number of participants who engaged in IRV activities, whether these activities were as part of the daily operation of the Drop-In or as part of a structured activity, and list the type of IRV activities performed. Since more than one structured activity can occur in a single day, there is also a space provided for you to identify each structured activity. In this worksheet, and the next one for Social Events, you may need to enter numerous items on the same date. For this reason, the worksheet works a little bit differently than the other daily entry worksheets. You will need to enter the date of each activity or event. The quarter is calculated automatically from the date you enter (e.g. Jan 1-Mar 31 is Quarter 1, Apr 1-Jun 30 is Quarter 2, etc ). If the quarter that shows is incorrect, your date may not be entered correctly. Figure 7: IRV Activities worksheet 7

8 Social Events This worksheet allows you to record social events offered by your drop-in. Record all social events with their date, the total number of participants, and the type of event from the drop-down list. Please record all events that you hold, even if no participants attend; in these cases, be sure to enter "0" into the "number of participants" column. Custom Figure 8: Social Events worksheet This worksheet allows you to collect information on daily activities that you wish to track that are not included in Measuring Success. There are twelve columns available, which you can rename to whatever you like by clicking on the titles "Custom Category", and typing in the name of whatever it is you wish to track. Your new title will be included with the summarized data on the Summary Data worksheet. Figure 9: Custom Categories worksheet 8

9 Quarterly This worksheet allows you to enter quarterly measures related to staffing, outside services and participant case files (new case files may also be tracked daily on the participant worksheet, in which case "new case files opened" per quarter will be calculated automatically--but be careful, if you want to track the case files daily, do not type in this cell or you will erase the formula that calculates the quarterly total for you). If you would like to add an explanatory comment for any of the measures on this worksheet, please type your comments in the text box provided. Figure 10: Quarterly worksheet 9

10 Summarizing Your Data Dashboard The dashboard provides you with an overview of each paired measure, organized by the best practices identified in Measuring Success. The dashboard updates automatically as you enter information throughout the rest of the spreadsheet. Greyed-out areas of the dashboard indicate that there is not yet any data for the relevant quarter. This worksheet also allows you to enter notes about each best practice, and is formatted for easy printing. Summary Data Figure 11: Dashboard worksheet This worksheet summarizes all the information that you collect on a daily basis, whether it is a Measuring Success measure, or one of your custom categories entered on the Custom worksheet. Figure 12: Print Preview of Summary Data worksheet 10

11 Day of the Week Data This worksheet allows you to see your daily participants and daily meals served data reported by day of the week. Figure 13: Day of the Week Data worksheet Exporting Your Data The programming needed to create an export of your Measuring Success data varies depending on which version of Excel you are using. For this reason, TDIN will make export workbooks available for a variety of versions of Microsoft Excel starting in March of Improving the Tool If you have suggestions for how the tool can be more useful for your Drop-In, let us know! The Tool is meant to be flexible to meet your Drop-In's needs, so be sure to send any suggestions for how the Tool can be improved to TDIN.. 11

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