Philadelphia OST System of Systems Basic ETO User Manual

For use by Non-DHS, Non-21st Century Programs

Revised 12/12/2013

Table of Contents
Support Contacts by Service Provider Accessing ETO and Login Information Enrolling Participants Working with Collections (Groups) Recording Attendance Recording the SAYO-S Tool Dismissing Participants Recording Staff and Program Information (Entities) Recording Staff Trainings 2 3 5 12 14 18 19 21 23

Visit www.Phillyboost.com for more information about the project and also have access to ETO one pager tutorials, cheat Sheets, and other tips and tricks.
Original Prepared by Congreso Dec 2013

Support Contacts by ETO Provider

Please use the following contacts for the provider you work for when you need help with ETO Software:

Parks & Recreation

Andy Viren Analyst Andy.Viren@phila.gov 215-683-3595 Sherron Moore Supervisor, REACH Team Sherron.Moore@phila.gov 215-683-3647

Free Library
Tara Murphy Acting OST/Public Services Supervisor II murphyt@freelibrary.org 215-686-5372 Heather Sparks Acting LEAP Manager sparksh@freelibrary.org 215-686-5372

Karen Worley Leap Program Specialist worleyk@freelibrary.org 215-686-5372

Mission Schools
James Kerrigan OST Administrator jkerrigan@chs-adphila.org 215-587-3916

Police Athletic League

Katelyn Fenerty Education Coordinator kfenerty@phillypal.com 215-291-9000 x123

Accessing ETO
1) In your browsers address bar, go to www.etosoftware.com

2) Enter your login and password. Your login is most likely your work-provided email address 3) If youve forgotten your password, you can attempt unlocking your account by clicking Forgot Your Password. Otherwise, contact your official support contact.

The first time you log in, ETO will ask you to complete an additional screen of information. This will only show the first time you log in. First Login: Reset Password

After completing these details, you will be taken to My Dashboard in ETO. There will be a legal agreement message for the Philadelphia OST System of Systems database. Once you have read the agreement and accept it, you can click do not show again, and it will no longer appear on your dashboard.

Click Here to acknowledge the message and it will disappear

Enrolling a Participant
Before recording attendance or doing other work with a participant, you must enroll them. Since the ETO database will end up with many thousands of participants, it is important to check and make sure each participant we enroll is not already in ETO somewhere. Using these steps will prevent duplicated participant records from being created.

Step 1: Quick Search for the Participant, ensuring they are not already enrolled in your program
a) click the Quick Search tab b) enter part or all of the participant name (using a last, first format)

c) ensure quick search is set to search for participants (not entities)

d) ensure quick search is set to search in your program location

e) click search

f) Review the results that appear below. If the participant you are searching for is on the list, they are already enrolled in the program and do not need to enrolled again

Step 2: Attempt to Enroll the participant, in case they have already been served by another one of your providers locations

a) from My Dashboard, click the Enroll Participant in Program link

b) Enter at least a partial last name for the participant, and click Search. The Family Name field will not work in this implementation of ETO, please leave it blank.

c) Review the results. If your participant is on the list, click the checkbox next to their name and enter a start date for the participant. Note that Case Number refers to an ETOgenerated case number, which may not match other case numbers used by your provider.

Step 3: If the participant is not found in steps 1 and 2, Add Participant

a) from My Dashboard, click the Add New Participant in ETO link

b) complete as many demographics as possible. You MUST complete First name, Last Name, and Date of Birth. Your Add Participant page may look different depending on which provider you work for.

c) select a Program Start Date, and click Add Participant

Step 4: Update Additional Client Details Where Possible

After you finish enrolling the participant, you will be taken to the Participant Dashboard for the new participant. There are two TouchPoint forms that may want to complete at this time. Your administrator may require you always complete some of these forms

Caregiver Information
This TouchPoint allows you to keep track of each participants caregivers, and their contact information. Think of this as an address book for each participant that you can use when you need to contact the participant or their caregiver. Complete one form per caregiver. You can add as many different caregivers per participant as you wish. 8

To complete the caregiver information form: 1) On the participants dashboard, click New under the Caregiver Information dashboard part.

2. Enter as many fields as are relevant and available to you for one caregiver

3. If you have an additional caregiver to add to this participant, click Save and Record Similar to save this caregiver and be taken to a new form immediately. Otherwise, click Save.

Family Benefits Profile

This TouchPoint is designed to track benefits information about the participants served in your program. This may be helpful for future reference if you occasionally help participants families seek additional resources. Your administrator may require that you complete this for some or all of your participants. 1) On the participants dashboard, click New under the Family Benefits Profile dashboard part.

2) Enter the date when this benefits information was collected. This is important as eligibility information may change over time.

3) Complete as many details as are relevant and able to be completed. When you are finished, click Save

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Completing Caregiver Information and Family Benefits Profile TouchPoints for more than one participant
If you serve more than one Youth in the same family, it may save you time to complete one set of Caregiver Information and Family Benefits Profile TouchPoints for more than one participant at a time. In order to do this:
1) From My Dashboard, click Record Any Form in the quick links section at the top of the page.

2) Select the TouchPoint you wish to complete for multiple participants and click Continue.

2) When the list of Participants appears, select the household members that belong together, and click continue. Complete the TouchPoints as you would for an individual par-

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Working with Collections (Groups)

Collections are groups of Participants that should be tracked together, for instance, as a group that always attends the same club or activity at once.

To create a new Collection

1) From My Dashboard, Click Create a Group on the right-hand navigation bar

2) Select a Collection TypeOST Group is the most common, but ASAP Club should be used for ASAP Clubs, if your provider offers them. 3) Select students to add to the collection using the checkboxes and click Continue.

4) Give the group a name you will remember in the future, and click Save. For some Collection types, there will be more questions that must be answered on this page, for instance club type and start date.

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To modify a Collection
1) Search for the collection using Quick Search. Select the Collection type (usually OST Group) and click Search. You can enter search terms to shorten the list of results if desired.

2) In the list of results, find the desired Collection and click Edit. 3) Click the Green Plus to add new participants 4) Click the red X to remove participants

5) Click save when you are finished. 13

Recording Attendance
There are two different ways to keep track of attendance for groups of participants. If you have groups of participants who usually attend at the same time (for instance, a chess club or athletic team), you may want to create a Collection of Participants that will make it easy to record attendance for the same group of participants many different times. If attendance is very unpredictable, it makes more sense to select participants individually each time you take attendance

Attendance for Non-Recurring Groups of Participants

1) From My Dashboard, click Record Any Form

2) Select TouchPoint Daily Program Attendance (or another attendance TouchPoint if applicable)

3) Select Subject Type Participant and click continue 4) Select the participants you will take attendance for and click Continue

5) Continue with Completing Attendance TouchPoints on page 16 14

Attendance for Recurring Groups (Collections)

These instructions are to take attendance for a Collection once it has been created. If you do not already have a Collection of participants, see Working with Collections

2) Select TouchPoint Daily Program Attendance (or another attendance TouchPoint if applicable)

1) Under TouchPoints, Click Record TouchPoints on the right-hand navigation bar

3) Select Subject Type OST Group (or a different type of group if applicable) and click continue

4) Select the collection of participants you will take attendance for and click Continue 5) Continue with Completing Attendance TouchPoints on page 16

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Completing Attendance TouchPoints

1) Enter the date for the attendance that you are recording. 2) Make sure the list of Participants is accurate. Click the red X to remove a participant, or the Green + to select participants to add

3) Complete the details on the Days Activities page, which will be tracked for all students.

4) Click Youth Attendance to continue and record who attended

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5) While All is selected on the right-hand side of the page, select Present. This marks all students as present

6) To mark a specific student as Absent, first click their name to highlight the individual student, then select Absent for the Youth Attendance field. Note: In most cases, there is no need to track absences. Check with your administrator to make sure you know whether or not you must track absences. If absences will not be tracked, remove students who did not attend using the red X and continue

7) When the attendance information is completed for all participants, click Save, or Save and Record Similar if you will enter another similar attendance record right away.

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Recording the SAYO-S Tool

The SAYO-S tool is only completed by some providers. Check with your administrator for details on how and when to administer this tool.

1) From a Participants Dashboard, click New under the SAYO-S dashboard part.

2) Enter the date the SAYO assessment occurred

3) Enter the timeframe for the survey (Fall or Spring)

4) Answer the questions that are relevant for your program. All Sites will complete Relations with Adults and Relations with Peers but your site may complete more details. Consult your administrator.

5) Click Save 18

Dismissing Participants
When you are sure that a student will not attend at a specific location anymore, dismissing them will help keep your ETO Program clean and easy to manage. Ask your administrator when you should dismiss participants, as each provider may have a different policy. To dismiss a participant: 1) From My Dashboard, click Dismiss Participant from Program in the quick links dashboard part.

2) Search for the Participant by Last and/or First name, or leave the fields blank and click search to see all participants in the program (Family Name will not locate participants in this ETO System) 3) Select one or more participants to dismiss

4) If everyone you select is , being dismissed at the same time for the same reason, click Dismiss (Same Date + Reason). Otherwise click Dismiss (Different Dates+Reason) 19

5) Enter an End Date, Dismissal Reason, and check Successfully Completed. If you selected Different Dates + Reason, ETO will ask for a different answer to each field for all the participants you selected. Otherwise, your screen will look different and will only ask for one response. If the Participant is being released for a positive reason (for instance, they simply moved away or completed all services available). Your administrator may have more detailed instructions for what dismissal reasons should be used and when Successfully Completed should be checked.

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Recording Staff and Program Information (Entities)

Entities are records of people, places, or things in ETO that are not program participants. In your ETO system, Entities will be used to keep track of schools, program staff, and program locations.

Finding an Entity
1)Click Quick Search and enter a search term. You can search for part of the Entity name, or the type of entity (for instance, Staff, School or Program 3) Search within Entities 3) Change to search in your Site. In some cases it may be more helpful to search only in your program.

4) In the list that appears, click the next to the entity you are looking for. Then Click View/Edit. See next page for details on recording entity information.

Creating a New Staff Entity

Before creating entities, check with your administrator to make sure it is necessary . 1) Click Add New Entity under Entities on the right-hand navigation bar. 3) Select the Entity Type Administrative 4) Select the Entity SubType Staff and Check Is Individual

2) Enter the entity Name

See next page for details on Recording entity information 21

Recording Entity Information

1) Ensure the general entity details are correct (phone number and address in the case of program locations).

2) Complete the relevant custom details if you are modifying a program entity. Note that your administrator may have specific instructions for how to complete these fields.

3) Always be sure to click update when you are finished

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Recording Staff Training

1) From My Dashboard Click Record Any Form. Note: For Free Library of Philadelphia users, you must be in the Staff Trainings and Meetings program and instead select Record Staff Meeting or Training instead.

2) On the screen that appears, Select Staff Training For Free Library of Philadelphia users, you may also select Staff Meeting for some activities, Check with your administrator.

3) Select all the staff who attended the training and click Continue

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4) Enter the date the training occurred 5) Enter the details that apply to most or all staff. Your administrator may have detailed requirements for how you should use this form.

6) To record absences or change the results for specific staff members, click their name on the left, and then change the values.

7) If you have another training to record for the same staff member(s), click Save and Record Similar, otherwise just click Save. 24