Data Entry (3)

Please enter data at least on a weekly basis if you can not enter daily!

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These hours should not be entered into the PBPS. Only prevention related training hours should to be entered. Receiving or providing non prevention related trainings such as CPI, CPR, etc. are not prevention related and does not have to be recorded.

Categories: Data Entry, Staff Hours

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No, if someone at your CSB conducted a MHFA training and they are not apart of your prevention staff who’s salary is not being paid wholly or partly by the Block Grant, this data does not get entered into the PBPS. Only MHFA trainings that are being conducted by prevention staff who’s salary is being paid wholly or partly by the Block Grant should be entered.

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Reports (2)

When choosing a date range that will include data that is greater than 1 month old from the current date, you will be using what is called cached data that has been placed in the system’s memory so that the data can be displayed quicker for you. This reduces long wait times for reports to display and it also helps to not slow down the system. Most reports will be live data if requesting data that is 32 days old from the current date.

Category: Reports

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  1. Click on the “Evaluation” tab on the left and under the “Report Type” heading, choose “Time Spent”
  2. Under the “Date Range” heading, choose the date range you want to see staff hours for. For example, if you want to see the start of the current fiscal year, you would have to choose “custom” and put the dates in. 
  3. Under the “Grouping” heading, choose “Staff Members”.
  4. Under the “Display” heading, choose “Table”. 
  5. Then click the “Run Report” button at the bottom. As you will also notice in the yellow highlighted text, the data that you see if not live data. Every night, data is uploaded into the cached memory, therefore allowing the data to be displayed quickly. You can also click the “Save Report Template” on the top right, name the report and it will show up under the “Report Type” tab from that time on so you do not have to go through this process again to run this report. The “Export Report” button exports the data into an excel sheet format. 
Categories: Reports, Staff Hours

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Staff Hours (10)

These hours should not be entered into the PBPS. Only prevention related training hours should to be entered. Receiving or providing non prevention related trainings such as CPI, CPR, etc. are not prevention related and does not have to be recorded.

Categories: Data Entry, Staff Hours

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Even though the strategy will not be implemented until the end of the fiscal year, entering your administrative staff hours (planning, development, meetings, etc.) is still important to keep track of and record. I do not encourage anyone to wait until the strategy has been implemented because waiting too long to enter data could mean loss of data. Therefore, I encourage to enter daily or weekly but at the very latest, monthly! We still need staff hours for the monthly CARS report so having all data in by the 15th of every month for the previous month still applies.  For example, by Dec 15th, all data from July 1st until November 3oth should be entered.

Category: Staff Hours

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  1. Click on the “Evaluation” tab on the left and under the “Report Type” heading, choose “Time Spent”
  2. Under the “Date Range” heading, choose the date range you want to see staff hours for. For example, if you want to see the start of the current fiscal year, you would have to choose “custom” and put the dates in. 
  3. Under the “Grouping” heading, choose “Staff Members”.
  4. Under the “Display” heading, choose “Table”. 
  5. Then click the “Run Report” button at the bottom. As you will also notice in the yellow highlighted text, the data that you see if not live data. Every night, data is uploaded into the cached memory, therefore allowing the data to be displayed quickly. You can also click the “Save Report Template” on the top right, name the report and it will show up under the “Report Type” tab from that time on so you do not have to go through this process again to run this report. The “Export Report” button exports the data into an excel sheet format. 
Categories: Reports, Staff Hours

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There has been some questions about staff hours, I hope this clears up some confusion:

    1. All hours that are attached directly to an activity/event should be put in the implementation tab when entering activities. As you can see, its built to handle multiple staff member staff hours. Please do not enter separate activities for each staff member, that would result in duplication of data.  If you have administrative hours on the same day as the activity/event that your entering, you can include those hours in the total hours so you do not have to enter a separate entry under Building Capacity > csb development.
    2. All admin prevention related hours should be placed in the Build Capacity tab (For example, all prevention related meetings, preparation for events/activities, planning, etc):* Choose “csb development” and add a new activity.* Next, select the Problem Targeted, Funding Source (Please choose “Virginia Block Grant” if there is braided funding and the Block Grant is 1 of those braided funds), then choose “Administrative Staff Hours” for the Activity Type. Enter Staff hours.

 

If you have any further questions, please put all questions in the comments area below just in case someone else has the same question and everyone can get the same answer. Please do not reply to the email notification with a question. 

Category: Staff Hours

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Build Capacity > CSB Development > Activity type = “Staff Administrative Hours”

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You can capture these hours by adding a new staff person to your staff list and put “Volunteer” for the name and “volunteer@csb.org” for the email address.

This account will be a catch all for all volunteer hours or for staff who are not paid by any of the grants (Opt-R, PFS, or BG).  If you have more than 1 volunteer for an activity, you will can lump all their hours together.  For example, you had a drug take back activity and 2 coalition members helped out and worked 4 hours each. You will enter 8 hours under the staff name “Volunteer”.

 

 

Category: Staff Hours

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Yes, you can lump hours together only if the problem targeted is the same for the hours that you are entering. For example, you have 30 hours of planning for a drug take back event that targets the the use crossover from opiate prescription drugs problem that you want to enter for the week. This would be ok to enter into the PBPS. NOTE: The PBPS drop down box for “Hours” only goes up to 24, therefore you would have to select your name and choose 24, click the “Add Staff” button and then choose your name again and select 6 hours to equate for the 30 hours. see below.

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CSB Development are just organizational-specific terms that refer to Capacity Development, a Community-based Process. Development activities are those activities that the coalition and its members, or the CSB staff engage in that are not expected to directly change the attitudes, behaviors, perceptions, or knowledge of the target population, but are necessary to achieve outputs. Examples of Development activities often include meetings with community officials in an attempt to educate or advocate for community changes, curriculum or material development, etc.

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Training activities that are recorded in the” Build Capacity” channel are training that is received by the coalition or CSB to increase their own capacity and readiness. Training activities that your organization conducts to educate youth, parents or other adults, or other organizations in the community, are entered in the “Implement” channel.

Technical assistance activities are assistance received by the coalition or CSB that is focused on a specific topic or area of skills deficit and delivery, and are often delivered one-on-one.

Category: Staff Hours

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In the Virginia PBPS, Administrative Staff Hours are activities that are necessary in order for your organization to implement prevention programs and practices but are administrative in nature such as program planning and preparation, staff meetings, or supervision.

Category: Staff Hours

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