Readme for CBISA™ for Education Version 6.0 (11/01/2014)
Two New Modules: Community Needs and Goals
CBISA Plus for Education™ has two brand new modules to track your Reporting Unit or System's identified community needs and goals.
Needs Module
The successful community engagement/impact report demonstrates that your organization has moved beyond "random acts of kindness" to a well thought out strategy for identifying and meeting the needs in your community. The new Community Needs module enables your organization to define the significant needs of the community you plan to address, how you discovered and documented the needs, how you will address the need, your anticipated impact and plan for evaluation.
Access the Community Needs module by clicking on the new main module tab "Community Needs".
Enter (or import from a standard Excel spreadsheet) an unlimited number of identified community needs. The Needs records will be alphabetically sorted by their short title.
Each Need has two pages of information to complete: General (Short Title, Description, Significance, How Determined, Data Source, Will you Address the Need, Priority, Anticipated Impact, and Plan to Evaluate) and Changes (4 dates/comments for logging significant changes to the Need, and a date/comment section for when the Need is no longer applicable).
Needs may be linked to other data records (Goals, Partnerships, Programs, Narratives) through the Relationship Manager.
Goals Module
You are able to track the progress you are making toward meeting your goals by creating indicators and logging quantifiable measurements (baseline, target and actual) for each indicator. When using CBISA™ as a management tool for your community engagement or impact initiative, it is important to have a place to specifically enter and track your goals.
Access the Goals module by clicking on the new main module tab "Goals" located next to the Community Needs tab
Enter in an unlimited number of Goals, which are sorted alphabetically by the title of the Goal and indicate whether or not it is a "System" goal. "System" goal titles are "read only" (non-editable) by any permission level except System Administrator
Each Goal has two pages of information to complete: General (Title, Background, Description, and 3 tracking dates) and Comments (Ongoing Comments/Conclusions and Notes for the Future)
Every Goal may have an unlimited number of Indicators attached. Each Indicator will track the progress towards attaining the Goal.
Goals may be linked to other data records (Needs, Partnerships, Programs and Narratives) through the Relationship Manager.
The Indicator is available for selection in a dropdown list on the Indicator record AFTER it has been imported or added to the Indicator Group in Edit Defaults.
Additional fields to complete on the Indicator record include: Additional information (free form text box); Term (Short Term, Intermediate Term, Long Term); and, Desired Direction (Increase, Decrease, Remain Constant)
Each Indicator may have an unlimited number of measurements. Measurements may be Baseline, Target, Actual, or Anecdotal and are sorted on the grid in ascending date order.
For additional information about the Community Needs and Goals modules, please refer to the page specific Help screens within CBISA Plus™.
Renamed Module: Legacy Outcomes
The new Goals module will replace the Outcomes module, which only allowed for textual context regarding indicators and results. Therefore, Outcomes will be renamed to Legacy Outcomes and will be unavailable for adding new records beginning in active year 2015. You will be able to edit or delete Legacy Outcome records regardless of the active year. If you have not used Legacy Outcomes, it is recommended that you "hide" the module through the CBISA Customizations tab in Edit Defaults. Prior to hiding the module (by unchecking the box "Legacy Outcomes"), make sure that you have imported any Pending Legacy Outcome records. If you have not, you will receive a warning prior to saving. Also, after "hiding" the module, Legacy Outcomes will no longer appear as linked records on any comprehensive report.
Main Module Tabs
The order of the main modules is: Community Needs; Goals; Partnerships; Programs; Narratives; Legacy Outcomes; and Reports & Listings. For any new Reporting Units added to existing or new URLs, the Legacy Outcome module will be hidden (the tab will not show as a main module tab, but may be turned on through CBISA Customization, if desired).
New Functionality and Features
For Reporters, there is a new Advanced option: "Narrative Entry only". If this box is checked, the Reporter will only have access to the Narrative module, the Narrative report, and their own user account (for updating their password, associating an email address with their account, etc.) All Narrative entries entered by a Reporter with this restriction will be "pending" and need to be imported by a Coordinator/Administrator.
You may now multi select records in the browse box for deletion. To multi select, use your control key and mouse (to individually select) or shift key and mouse (to block select), and then click the function control button Delete. If the Delete button is not activated, then one or more selected records are not available for deletion (i.e., a Program record with Occurrences is not available for deletion).
For System Administrators only: In Org Defaults, the Region grid may now be sorted by Region Name or Contact. To sort, simply click on the column heading.
User Defined Codes: In Edit Defaults, the User Defined Codes grid may now be sorted by the Code or the Description. To sort, simply click on the column heading. Please note: On the Program/Objectives page and the Occurrence form, only the UDC Description displays and it is alpha sorted. On the reports that capture User Defined Codes (Menu I: Selected User Defined Codes - Programs and Selected User Defined Codes - Occurrences) you will see the Code and the Description, but the list is alpha sorted by the Description.
When you copy a data record (within the same Reporting Unit or in a different Reporting Unit), the copied (or cloned) record will have the word COPY automatically attached to the end of the title.
Enhanced Functionality and Fixes
Keyboard shortcuts: For all data records (except the Measurement entry on the Indicator record), using the keyboard "insert" key will activate a new data entry page (just like using the function control button Add). The ESC (escape) key will work the same as the function control button Undo.
Star Rating for Partnerships: The Star Rating on the Partnership/General page is now manually entered and no longer based on a cumulative rating from the Legacy Outcomes records.
Change Fringe Percent: The Change Fringe Percent financial tool has been moved from the Options selection to the Reporting Unit Financial page. Below the Average Fringe Percent data field (used on all Occurrences entered AFTER the percent is entered) you will see "Apply fringe percent for a specific date range" with a Fringe % button. Click on the button and you will get a field for the fringe percent and the starting and ending date range to apply the fringe percent. All Occurrences that fall within the selected date range (which must be part of the year you are currently working in) will be globally updated when you choose to change the percent.
Group Salary rates: When you select a new year from the active year dropdown, all of the default rates are automatically set to zero including Department Rate, Fringe Percent, Unit Wide Average Hourly Pay Rate, Average Group Pay Rate 1-4, In Unit, In Community, and Special percentages for indirect calculations. Prior to this version, if group salary rates had been defined in Custom Terms but the rate was set to zero, the defined group rates would not show on the Occurrence form. Now, if the group rates are defined in Custom Terms, the fields will show on the Occurrence form even if the dollar amount is set to zero.
Custom Terms: The customized term will show throughout the software as opposed to the short substitution (or truncated term). Custom Terms also now properly present on reports.
The method of accessing and selecting the Partnerships linked to Occurrences has been adjusted. To link a Partnership to an Occurrence, select the Occurrence in the browse box, hover your mouse over the "More" function control button, and open the Relationship Manager. On the detail tab, select the desired Partnership and move it from "Partnerships not linked" to "Partnerships linked" (left to right).
Reports & Listings
New menu: A new menu has been added for Community Needs reports. A brief description of each report on the new menu is as follows:
1. Directory of Needs: Report includes a listing of all Needs by Short Title.
2. Prioritized Needs: Report includes only Needs for the selected priority. Priority selection criterion are High Priority, Medium Priority, Low Priority or No Priority. You may select one, some, or all priority levels.
3. Needs - Comprehensive (All Linkages): Report includes detailed information for each selected Need and summary information for each record linked to the Need. Totals for Occurrences (Persons Served and Net Benefit) will be reported and other dated records will be included as "linked" if they fall within the selected date range. You may select one, some, or all Needs.
4. Needs - Linked Partnerships: Report includes detailed information for each selected Need and summary information for each Partnership record linked to the Need.
5. Needs - Linked Programs with Occurrences: Report includes detailed information for each selected Need and summary information for each Program that has Occurrences within the date range linked to the Need.
6. Needs - Linked Narratives: Report includes detailed information for each selected Need and summary information for each Narrative record linked to the Need.
7. Needs - Linked Legacy Outcomes: Report includes detailed information for each selected Need and summary information for each Legacy Outcome record linked to the Need.
8. Needs - Linked Goals: Report includes detailed information for each selected Need and summary information for each Goal record linked to the Need.
9. Needs Not Linked to a Program: Report includes a list of Needs that are not currently linked to a Program.
10. Programs Not Linked to a Need: Report includes a list of Programs that are not currently linked to a Need.
New menu: A new menu has been added for Goals reports. A brief description of each report on the new menu is as follows:
1. Directory of Goals - Summary: Report includes all goals and lists Goal Title, System Goal checkbox, Date Recorded and Date Achieved.
2. Directory of Goals - Detail: Report includes all goals that meet the selection criteria of Date Range, System Goals Only, and Exclude Achieved Goals. The date range defaults to an empty start date and the end date of the active year and looks to the "Recorded" date to see if it should be included in the report. This report contains all of the fields on the General and Comments page, and a list of the Indicators attached to the Goal.
3. Goals - Comprehensive (all Linkages): Report includes all selected goals that meet the criteria of Date Range, System Goals Only, and Exclude Achieved Goals. Goal selections include; one or more Goals, All Goals, Only Goals with Indicators, and Only Goals without Indicators. The date range defaults to an empty start date and the end date of the active year and looks to the "Recorded" date to see if it should be included in the report. The following linked records will be contained in the report: All linked Needs, all linked Partnerships, all linked Programs (with totaled statistics for Persons Served and Net Benefit for Occurrences that fall within the date range), only linked Narratives that fall within the date range. The report contains all of the fields on the General and Comments page, and a list of the Indicators attached to the Goal along with summary information about each linked record.
4. Goals - Linked Needs: Report includes all selected goals (one, some, or all) that have been linked to a Need. The report contains all of the fields on the General and Comments page, and a list of the Indicators attached to the Goal along with summary information about each linked Need record.
5. Indicator Detail Report: Report includes all of the selected Indicator records for one Goal. The date range defaults to an empty start date and the end date of the active year and looks to the date on the Indicator Measurement record to see if it should be included in the report. If there are no Measurements within the requested date range, then just the Indicator will be listed. The report contains the Goal Title, System Goal checkbox, Indicator detail, and all Measurements that are part of the requested date range.
6. Indicator Measurements: Report includes only Indicators for selected Goals that have measurements that fall within the requested date range. The report contains the Goal Title, Indicator and associated Measurement entries.
New Multi reports: Two new reports have been added to the Multi report menu (available only for System Administrators or multi users): Multi Selected Measurable Goals and Multi Directory of Needs.
Enhancements have been made so that single and multi reports export to Excel with fewer formatting issues.
See Also (Previous Readme and Publication Date)
Readme5.3(02/23/2014)
Readme5.1 (11/09/2013)
Readme5.0 (9/15/2013)
Readme3.3.99.htm (10/27/12)
Readme3.3.86 (7/28/12)
Readme3.3.83 (7/5/12)
Readme3.3.80 (6/2/12)
Readme3.3.67 (12/3/11)
Readme3.3.61 (10/15/11)
Readme3.3.57 (9/24/11)
Readme3.3.53 (6/15/11)
Readme3.3.45 (5/11/11)