VA DATA T OOLS VAdata: Virginias Sexual and Domestic Violence
Data Collection System
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VA DATA HAS SEVERAL TOOLS TO MAKE DATA ENTRY EASIER In this
module, you will find information on: Selecting and managing
localities Selecting and managing staff names Using the Local Only
data field on the Hotline form
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S ELECTING AND M ANAGING L OCALITIES
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On every VAdata form, there is a drop-down box with a list of
localities. You control which localities are automated in the
drop-down box. Additional localities can always be accessed by
clicking the Show All Localities box.
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H OW TO CHANGE THE DROP - DOWN LOCALITIES LIST Go to the Main
Menu and select Locality Selections from the VAdata Tools
section
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On the next screen, select the localities that you think will
be used most often (up to 15) and then click the Submit button
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The selected localities will appear on every Locality drop-down
list on VAdata forms and reports pages Additional localities can
always be accessed by clicking the Show All Localities box located
on every form and report page You can change your localities list
as often as you like
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S ELECTING AND M ANAGING S TAFF N AMES
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On every VAdata form, there is a drop-down box with a list of
staff names. You control which names are automated in the drop-down
box.
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? You will go to
the VAdata Main Menu, and under VAdata Tools, select Manage
Staff
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? You will see a
list of all of the staff names. Note that those designated as
active will be on the drop- down list.
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? To change a
status of a name from active to inactive or the reverse, click on
the Edit button.
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? Select the status
(active-yes/no) and click on the Save button
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? After you have
clicked SAVE, you will see that the record saved successfully.
Click GO BACK to edit more records or to go back to the main
menu.
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H OW DO I CHANGE THE DROP - DOWN STAFF LIST ? Some staff may
have multiple variations of their name. If this is the case, you
will need to decide which one you want to show up in the drop-down
list and deactivate the others. Do not edit the name on the
drop-down list that you want to retain. Just change the status of
any other name to Active-No.
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H OW DO I ADD A NEW NAME ? 1. Go to the same Manage Staff page,
and scroll to the bottom of the list of names. Click on the button
that reads, Add New Staff Member.
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H OW DO I ADD A NEW NAME ? Type in the Name as you want it to
appear on the drop- down list, make sure Yes is in the drop-down
box by ACTIVEand click Save.
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H OW DO I ADD A NEW NAME ? After you have clicked SAVE, you
will see that the record saved successfully. Click GO BACK to edit
more records or to go back to the main menu.
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W HAT ELSE CAN I DO WITH THIS FEATURE ? You can change the way
your name appears on the drop-down list. So, maybe to save time,
you have always used just your first name Felicia. What happens if
another Felicia is hired? You can go to the name Felicia and edit
it to read Felicia Martin. The system will know that Felicia and
Felicia Martin are the same person. Then, you can add the new
person with her full name (Felicia Johnson). You can activate and
de-activate names on the drop-down list. The names will remain in
the system all you are doing is deciding which to view on the
drop-down list. You can add a Volunteer option on the drop-down
list if your program uses volunteers. You may want to run a report
that will show how volunteers support services in your program, but
dont find it necessary to add the names of all the different
volunteers coming in and out of your program.
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H OW WILL THIS HELP ME TO QUERY ? Queries for data entered
prior to 7/1/13 may still be a bit cumbersome because some staff
may have used multiple variations of their name when entering data.
You may need to Activate the old variations of names and do
multiple queries in order to query by staff name for data entered
prior to 7/1/13. There will be a period of adjustment while you are
updating your staff name drop-down list. This is especially true if
staff have used many different variations of their name in the
system. What will be helpful is that you will be able to see all of
the names that have been used. Once everyone has settled on one
name (so, hopefully from July 1, 2013 and forward), it will be much
easier to use the query function for data after July 1, 2013.
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W HAT ELSE WILL THIS NEW FEATURE DO FOR US ? You will be able
to run a Summary Report by Staff This report is brief and includes
the following data by staff name: Number of Hotline calls Number of
people to whom Advocacy services were provided Number of Advocacy
contacts Number of hours of advocacy services Number of
Presentations/Educational programs Number of Trainings for
Professionals
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SAMPLE S UMMARY R EPORT B Y S TAFF
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W AIT, THERE S MORE ! C LICK ON ANY STAFF NAME,...
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... A ND A LIST OF RECORDS ATTRIBUTED TO THAT PERSON WILL
APPEAR. C LICK ON ANY RECORD NUMBER TO GO TO THAT RECORD.
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W HAT H APPENS I F I DON T U PDATE MY S TAFF LIST Nothing! This
feature has been added to improve your ability to query by staff
and to enable you to run a report by staff. These changes will not
delete any data from VAdata or impact current reports. If you
choose not to clean up the staff data, you may still encounter
errors querying by staff AND will likely encounter errors when you
run a report by staff.
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L OCAL O NLY DATA FIELD ON THE H OTLINE AND A DVOCACY F
ORMS
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L OCAL O NLY D ATA On the Hotline and Advocacy forms, on the
right, next to Staff Name, you will see a field labeled, Local Only
Data. In this field you will be able to enter a number from 1-20.
This is a totally optional field, and you may choose never to use
it. However, it is field that is completely controlled by your
agency, so you may choose to use it to collect specific data of
importance to your agency and/or community.
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H OW TO USE THE LOCAL ONLY DATA FIELD Decide what data you want
to collect. Decide how you might code that data in a numeric (1-20)
format. For example, you might want to collect data on the zip
codes where hotline callers reside. You could designate zip code,
23230 as 1 and zip code 23832 as 2 and so on up to 20. As another
example, you might want to use Advocacy to collect data for a local
funding source. Develop a way to communicate to everyone using the
Hotline forms how to code the data. Implement the coding
system.
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H OW COULD THIS BE HELPFUL ? You will be able to do a Query on
this field. We will update the Hotline and Advocacy Data Reports to
include an option to run a report for a particular number or set of
numbers from the Local Only Data field. You will be able to work
with the VAdata staff to create uses for this field for your
agency.
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W HAT ARE SOME EXAMPLES OF DATA WE COULD COLLECT ? You could
collect data about calls received as a result of a particular
public awareness campaign. You could collect data on a particular
demographic that is not already collected in VAdata. You could
collect data for a local funding source (and be able to run a
report for that funding source) You could collect data based on zip
code, neighborhood, or other community within your service area.
The possibilities are only limited by the numeric options (1- 20)
and your imagination. Remember, the VAdata staff are always happy
to assist you with data collection design!
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H OW DO I RUN A REPORT TO REFLECT THE L OCAL O NLY DATA ? From
the Reports screen, select the Hotline or Advocacy Data report and
enter the Local Only data you want to review
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Q UESTIONS ?? If you have any questions or concerns about these
VAdata Tools, please contact your designed SDVA liaison at
804-377-0335.