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FY19-20 CMS & EMS Dat a Reporting Requirements and Lessons Learned

This presentation discusses the background, information transfer from CMS to EMS, ExCEL attendance requirements, and lessons learned in reporting data. Topics include work plans, DCYF consent form, attendance deadlines, and more.

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FY19-20 CMS & EMS Dat a Reporting Requirements and Lessons Learned

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  1. FY19-20 CMS & EMS Data Reporting Requirements and Lessons Learned

  2. Agenda • Background • Information that stays in EMS • ExCEL Attendance Requirements • School Year • Summer • Transition from School Year to Summer • CMS Reporting Requirements • Work Plans • DCYF consent form • Unable to locate a student in CMS? • Data Transfer Schedule • Attendance Deadlines • Attendance Unlocking • Items we learned from 2018-2019 • Questions

  3. Background • Beacon Initiative programs were previously required to double-enter participant and attendance data into the DCYF CMS and ExCEL EMS • DCYF and SFUSD ExCEL are now collaborating to transfer CMS data into EMS • The CMS to EMS transfer applies to Beacon Initiative programs along with Elementary, Middle and K-8 schools that receive DCYF Equitable Access Match funds. • High School sites will continue to enter attendance into EMS. • This presentation describes specifics of the data transfer

  4. Information that stays in EMS • Student Waitlist • Program information- Director, Program Manager, Site Coordinator, Academic Liaison Designation etc. • Contracts- program summary • Staffing- (TB, CBC, IA exam, and food handlers) • Match funding • Inventory • Reporting functions • Attendance Compliance (Program Walkthrough Tab) • Business Object Reports

  5. Information that will be transferred from CMS to EMS Student Participants: Student Attendance Group Activities: Activity Setup Activities that are from CMS will be noted with an (*) in EMS

  6. ExCEL Attendance Requirements • All sites MUST use ExCEL sign in sheets • Available in CMS • ExCEL’s Early Release Policy still applies to all ES, MS, K-8 ExCEL funded schools • Attendance compliance MUST be completed in EMS as a part of the QAP journey • Hard copy sign in sheets MUST match EMS attendance (NOT CMS)

  7. Summer- ExCEL • Activity Hours- There must be a six hour activity created in CMS and ALL students MUST be enrolled in that activity in order to be counted as a six hour program. • Deadline for attendance submission- June attendance MUST be in EMS by July 5th. This means that DCYF 19-20 FY workplans must be submitted and approved sooner after workplans are released. • Summer DCYF Equitable Access sites (non-Beacon sites)- Since your contract ends June 30th in CMS. Sites may have to finish their attendance in EMS. Do not complete the attendance in a (8) activity in EMS. • Serving students- Elementary, K-8 and Middle School sites can serve student that are SFUSD students. However priority goes to the students at the grantee school. • Serving students during the summer: For ASES supplemental sites- Sites can not count private school students towards attendance targetsFor 21st CCLC Supplemental- you can count private school students during the summer (ExCEL will reach out to the site) For SFUSD Backfill -  you can only count SFUSD students during the summer. (no charter or private school students.)

  8. School Year-ExCEL • Activity Hours- Program must begin immediately after school day ends. • Deadline for attendance submission- Follow the monthly deadlines at the end of this PowerPoint. June School year attendance for 2019 must be submitted by June 7th. • Serving students- Priority goes to the students at the grantee school. Sites can not count students from a different school towards their ADA.

  9. 1. DCYF FY19-20 Workplans released April 17th. 2. Beacons providing summer programming will need to submit their DCYF Workplans for approval asap. 3. Data Entry: all summer attendance for May, June, July, August will go under FY19-20 Workplans. 4. Invoices: summer invoices will follow fiscal year invoicing. May & June will be invoiced under fiscal year ending June 30th. July & August will be invoiced under the fiscal year beginning July 1st. 5. The CMS-EMS transfer will continue as normal. Transition Plan for Summer 2019

  10. CMS: SFUSD Contract or MOU • Programs may not enter data into CMS until they have a valid contract or MOU with SFUSD. • Most Beacons have MOUs that do not expire until 2021. These programs should be able to enter FY19-20 data immediately. • Some programs have entered June 2019 expiration dates. These programs should update these ASAP. • CMS Resources • “SFUSD MOU Requirements and Instructions” handout

  11. DCYF-CMS Reporting Requirements • Workplan • Program Participants • Program Attendance • Invoices (Beacons only)

  12. CMS Workplan • Granteesmust have an approved workplan to enter data into the CMS. • Complete and submit all CMS workplanforms • Projected Activities • Must include these Group Activity Categories • Grades K-12 Afterschool/Extended Day activity • Grades K-12 Summer activity • Budget • Equitable Access will submit a $0 budget

  13. CMS Participants • Find all participants for your program using the Add from SFUSD button • Cityspan will transfer program participants that meet ExCEL reporting requirements • ONLY SFUSD youth participants will be transferred into EMS • Rules for transferring CMS participants into EMS vary by CMS activity category • Grades K-12 Afterschool/Extended Day activities • ONLY SFUSD participants that attend the school where the activity takes place will be transferred into ExCEL EMS • Grades K-12 Summer activities • All SFUSD participants will be transferred into ExCEL EMS regardless of which school they attend

  14. Unable to find a participant in CMS? • Email Jennifer Quevedo at quevedoj@sfusd.edu and include the following information: • School site • Student full name • Grade level • Birthdate

  15. DCYF Consent forms • To enter participants and attendance into CMS, DCYF requires programs to administer and collect DCYF consent forms from all youth participants (DCYF Authorization for Release of Confidential Information). School day activities are excluded from this requirement. • Youth without a signed consent form should not be entered into CMS. • Revised consent forms are available in Resources tab April 17th. • Signed consent forms are valid for the entire FY18-23 funding cycle. • Grantees should administer and collect consent forms from new participants only.

  16. CMS Attendance • Activity attendance will be taken in CMS • Use ExCEL sign-in sheets that are available in CMS for printing • In order to enter attendance in CMS, “activity instances” must be created in CMS – Activities tab. • Only Group Activity instances with these activity categories will be transferred to EMS • Grades K-12 Afterschool/Extended Day • Grades K-12 Summer

  17. CMS Attendance • Participants • For Afterschool/Extended Day ONLY SFUSD participants attending the school that matches the School Site field will be transferred into ExCEL EMS • For Summer: all SFUSD participants will be transferred. • Lessons Learned • Too much detail in activity instances can lead to data entry burden and confusion. • The transfer no longer includes school day activities or activities that occur outside the normal afterschool/extended day programming. • CMS showing Incomplete status when attendance has been taken.

  18. Taking attendance before your contract is executed. • All sites are still required to take attendance on the first day of program (summer and school year) with ExCEL sign in sheets (this includes time in, time out and Early Release codes). • Prepopulated sign in sheets- Sites will have access to EMS to create prepopulated sign-in sheets (this does mean you have to enroll students into EMS).

  19. CMS Invoices • Only Beacon Initiative programs will submit invoices through the CMS • DCYF Equitable Access Match programs will submit invoices to SFUSD through the SFUSD-ExCEL Billing System (EBS)

  20. Support for CMS • CMS resources are available in the Resources tab of your CMS account and the DCYF website. • CMS YouTube tutorials can be accessed from the login page of the CMS Login page • https://www.contracts.dcyf.org/ • Bi-weekly Data Cafes for in-person support and training • See CMS login page for registration info. • Email dataevalsupport@dcyf.orgfor questions/assistance

  21. Data Transfer Schedule • Data transferred from CMS to EMS every night at midnight for any unlocked records in EMS • Data also transferred immediately before EMS data deadlines • What to do if you need to enter or update data after EMS data deadline? If the unlocking request is an allowable reason: • Contact ExCEL to unlock those dates that require correction • Update data in CMS • Data will sync to EMS during next transfer

  22. EMS attendance deadlines FY 18-19

  23. EMS attendance deadlines FY 19-20

  24. Attendance Unlocking Starting August 2018, ExCEL will no longer unlock attendance after the EMS lock dates except for a few allowable reasons.

  25. Our year of learning: CMS to EMS Transfer

  26. Our year of learning: CMS to EMS Transfer

  27. Questions? SFUSD ExCEL: Lucy Hong at hongl1@sfusd.edu DCYF: dataevalsupport@dcyf.org

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