Views Support Guide - Substance · The ‘Address Book’ is an area of Views that is used to record contact information of people associated with your participants, staff or volunteers;

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Views Support Guide

3rd Floor Fourways House 57 Hilton Street Manchester M1 2EJ +44 (0) 161 244 5418 www.substance.net

http://www.substance.net/

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3rd Floor

Fourways House

57 Hilton Street

Manchester M1 2EJ

Client

Annemarie

Views Support

Section 1 – Contacts

Section 2 – Session Groups

Section 3 – Evidence

Section 4 – Reports

Section 5 – Administration

Data Security

Glossary

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Section 1 – Contacts 1.1.1 Address Book The ‘Address Book’ is an area of Views that is used to record contact information of people associated with your participants, staff or volunteers; essentially anyone you engage with. The address book can be accessed through a person’s record. Creating an Address Book for a Participant

• Hover over Contacts and select Participants • Click on the relevant person • From the tabs on the left, click on Address Book • Add a contact by clicking Add Entry • Fill in the details, making sure all ‘required’ fields are filled • Click ADD+

Viewing an Address Book entry

• Click on the person’s record from the Contacts section (they could be a participant, staff member, volunteer etc.)

• Click on the Address Book tab on the left • View the contact information by clicking on the magnifying glass icon on the right

Editing an Address Book entry

• Click on the person’s record from the Contacts section • Click on the Address Book tab on the left • View the contact information by clicking on the magnifying glass icon on the right • Click the pencil icon to enter the edit screen • • Amend all relevant details and remember to click Update

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1.2.1 View and Add Associations (Young Person and Hosts) You can associate your Participant with a host, staff or another participant (perhaps a relative). Once a host has been associated with a Young person, you can view this association

• Find and Select the Young Person you want to associate. (Hover over Contacts, Click Participant,

• From the Left side tabs, Click Associations, then Click Add Associations. • You can also access that host/staff/participant details on Views by clicking on the name.

Setting up a Participant’s Association with a host/staff/participant.

• Find and Select the Young Person you want to associate. (Hover over Contacts, Click Participant, Find and select the person)

• From the Left side tabs, Click Associations, then Click Add Associations.

• From the Associate With drop down list, click on Staff, then Click ADD • Next, use the drop down lists Associate With to select the host/staff/participant name

and Association to select how you would like to associate them. • Write a description and enter dates Validity dates (optional), then, Click ADD

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1.3.1 Conditions This is how you can identify a person as having a condition whether medical or not. You need to be an Administrator to set these up. Once set up, users can select from a list of conditions. Here are some examples: You can also set up your condition so they are highlighted in the person list, see below.

How to set up a Condition - You need to have an Admin user account to be able to do this. In the Administration area (Hover over My account and click Administration)

• Click Conditions or the left side • Click Add and then Add again. • Type in the name of the condition, then select the Category, then Click Add.

To identify people who have a condition within the person list • Click on Registration Forms • Scroll down page and tick ‘Include Conditions’. Then click Save.

Conditions are useful information about a person, but they will not appear on any statistics.

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1.3.1 Details Details is where information about your participants, staff and any groups can be stored. This information is recorded in fields. A field is a term used to describe the area that information is stored i.e. the name field is the section where a name is recorded. Information can be recorded about identity, demographics, address and contact details and much more. The type of information that you record can be changed by your administrators in the Administration section. As previously mentioned, fields are the areas where information is stored. ‘Flexible Fields’ therefore refer to the areas (fields) that can be changed (are flexible) by you. So, in Administration, select the tab of Flexible Fields to create new fields and change how you record the information in each. Under this tab you can select what type of field you require. For recording names, you’d want to choose a ‘text’ type field so that you can just type in the name. Recording something like ethnicity may be best through a ‘single select dropdown box’ field. If you wish to change the options you are able to select within a given field, your administrator can also change this. By clicking ‘Value Lists’ in Administration, values for fields that require an option can be changed. An example; changing a drop-down list to include another ethnicity. Once a change is made, the amended list becomes available across the whole of your system. NB. Sometimes, certain values cannot be changed. This may occur if your Views account is linked with others via a common organisation. It is important to record as much personal information as possible to make it easier to report on a number of details when you are required.

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1.3.2 Adding new Contact Records The Contact section is split into four different areas:

• Participants – For storing records of the people that you work with.

• Groups – For storing records for Groups of contacts (e.g. Families, School Classes, Focus Groups) or for organisations.

• Staff – For storing records of the people that work within your organisation.

• Volunteers - For storing records of the people that volunteer on your projects.

To add a new participant: • From the home screen hover over Contacts and click on Participants. • Click on Add Participant. This will direct you to the blank Participant record screen. • From here you can enter the relevant details for the Participant. Some fields have

required written in red next to them. These fields are compulsory and the record cannot be saved until they have been filled in.

• Once you have filled in the relevant sections of the form, click on Add at the bottom of the screen.

• After you have saved a participant in Views you will be shown a summary of their details.

When you are in this summary screen, you will notice that you have access to a series of tools, which allow you to store additional information about the participant and their development throughout the programme. These tools are available for every participant for whom there is a record in the system. They are:

• Details – View a summary of the Participants details. • Notes – Create and edit notes on the Participant. • Engagement - View the Participant’s Engagement levels • Outcomes – Set Outcomes for the Participant • Qualifications – Set Qualifications for the Participant • Conditions – Record any health issues, such as allergies or disabilities. • Restrictions – Record any restrictions to attendance or participation. • Session Attendance – View a breakdown of the Participant’s attendance at sessions and

create 121 sessions. • Group Membership – Attach the participant to a Group • Volunteering History - View a breakdown of the Participant’s Volunteering Record • Media – View all media files that have been linked to this participant • Address Book – Participants address details, such as Doctor, school, etc. • Map – View an interactive map of the Participants address

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1.4.1 Recording Engagement Levels The Engagement level tool provides users with a means to measure a participant’s development in the context of their contact with the project, whether it is positive or negative, in a quantitative way. The Substance Engagement Matrix (Appendix 1:1) highlights the categories and sub-categories of engagement, which range from disengagement through to autonomy. Engagement levels can be recorded for Participants for any Session Group in which they are involved as it is acknowledged that a participant may behave differently in certain settings and environments. To set an engagement level for a participant:

• Go to Session Groups from the Work section and select the relevant Session Group. • Click on Sessions from the tab on the left-hand side of the screen and select the relevant

session. • Find the person that you want to set and Engagement Level for. • On the right-hand side of the screen under Actions, select the E button next to the

relevant Participants’ name. • Enter the date that you are setting the level, the Level that you are setting for the

Participant and a justification as to why you are setting that level. • Click Submit.

To view a Participants engagement record:

• Go to Participants from the Contacts section and select the relevant participant. • • Go to Engagement from the tab on the left-hand side of the screen.

1.4.2 Creating One to Ones Within the Views system you can create one to ones and tailor to your organisation To create a one to one

• Go to the Participant record in the Contacts section. • On the tabs on the left-hand side of the record select Session Attendance. • In the top right-hand side of the screen, select Add 121 Session. • Fill in the Session details and select Add (NB associating with a Session Group or

Session Group enables you to generate Statistics on one to ones)

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1.5.1 Notes Notes are used to record extra information that doesn’t necessarily fit into your fields. We have found that organisations needed the ability to record small pieces of information about their people without necessarily having to create a new field and only put data in it for one person. There are three types of notes: A Personal Note is added directly to a person’s record. Add a note by opening the participant record, click ‘Notes’ and the Add Note A Participation Note is a note that written about a person but is attached to that person through a session register. This note is used to record information about that person in relation that the session they are registered with. Do this by clicking the add note icon next to their name in any session register.

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A Session Note is a note that is attached to a particular session. This could be used to record information about what happened during a particular session i.e. called off due to rain. Add a Session Note by clicking into a particular session and selecting Notes from the tabs on the left.

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1.5.2 Adding Notes to 121 Sessions Within your Service Strand

• Hover over Contacts and select Service Users • Click on the name of the relevant Service User • Select Session Attendance from the tabs on the left hand side. • Click on Add 121 Session. • Enter the basic details for the session, such as Time, Duration and Venue. • Click Add to save the session. • This will lead to the 121 attendance screen. On the far right of the screen, in the Actions

column, there is an Add Note button to save the 121 session notes.

1.5.3 Exporting Notes from the Participant You can add notes to the participant through the Contacts and Work area. Where a Participant has attended a session, the Session notes will also be included in that Participant’s form. See example below.

To export all the Participants notes, follow these steps:

• Hover over Contacts and click on Participants • Find / Select your Participant • Click on Notes from the left side • Click on Export • You should now see the notes. You can copy and paste these notes onto a spreadsheet

or document.

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1.6.1 Outcomes & Objectives Outcomes will help you monitor your targets and there are different options for setting these up. They can be your own Outcomes, they can be linked to National Framework Outcomes or they can be both your own Outcome, linked to National Frameworks. There are two parts to Outcomes and they must be set up by an administrator before they can be added to Session Groups and individuals. Agency Objectives – This is where you can Associate your Objectives and Outcomes to National Framework Outcomes, although you do not have to have an association. Agency Outcomes – This is where you create your Outcome which may or may not be associated to an Agency Objective. If you want your Outcomes linked to an Objective, which in turn, you may want to link to a National Framework Outcome, follow Part 1 below first. If you want to create an Outcome with no such associations, go straight to Part 2. Create an Agency Objective - You must have an administrator’s login

• In the Admin section click on Objectives & Outcomes to the left

• Click Add Objective • Type in a name that will help users identify what the

Objective is. • IF you want to link to a National Framework, use the

expand and collapse icons to find and tick one or more of the pre-set list.

• Do not tick any if you do not want to make an association. • Click ADD to save.

You can now add your Objective to a Session Group. You can also associate your Outcomes to the Objective Create an Agency Outcome

• Go to the Admin section • Click on Objectives & Outcomes to the left, then Agency Outcomes • Click Add Outcome • Type in a name that will help users identify what the outcome is. • If Outcome is to be associated with an Agency Objective, tick the relevant box/es,

otherwise do not tick. • Click Add

You have now created an Outcome which can be added to a Session Group, and the Individuals within that Session Group Add Outcomes to your Session Groups

• Find and click on the Session Group from the Work section. • Click on Outcomes to left • The Outcomes you created in Part 1/Part 2 are now listed. Tick the ones you need

associated to that session group.

To Add an Outcome to a Participant • Find and Select the participant you want to add the Outcome from the Contacts section • Click Add Outcome then select the Session Group the Outcome is associated with • Click Submit • Select the Outcome Then Click Select • Enter the dates, details and the progress, then Click Add

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NB: In Reports, the Statistic Summary ‘Outcomes’ will show all Outcomes based on their progress. On the Statistic Summary ‘Participants’ Only the completed (Progress=5) will show.

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1.7.1 Restrictions This is how you can identify important information about a person which you should consider when a staff member works with them. See the examples to the right. You can set up the restrictions to the persons who have them are easily identified in Views lists. Restrictions are useful information about a person, but they will not appear on any statistics. How to set up a New Restriction ready for use for all users to add to their Participants You need to have an Admin user account to be able to do this. In the Administration area (Hover over My account and click Administration)

• Click Restrictions or the left side • Click Add and then then select the Restriction you want from the dropdown list. • IF the restriction exists continue to Click Submit • IF the restriction does not exist, Click Add instead of SUBMIT to setup a new Restriction • Type a name for your New Restriction, then Click Add

You now have your restrictions ready for adding to a participant How to add a restriction to a Participant/Service User In the Participant area (Hover over Contacts and click Participants). This can be done while you add the person to your system, or after they have been added.

• Find and select your Participant • Click on Restrictions on the Left Side of the screen • Use the Dropdown to select the restriction you want • The dates are optional, but may be useful to add. • You can write more details about the restriction relating to this particular Participant • Click Update

The restriction has now been added to the Participant How to make it easier for your staff to identify a Participant with a restriction.

• Click on Registration Forms • Scroll down page and tick ‘Include

Restrictions’. • Then click Save

Participants with a Restriction will now be shown in lists with a Red R.

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1.8.1 Restricting Data – Participant There are different ways of restricting your data. You can set up restrictions to all records in the Administration area. Alternatively, you can restrict data within the Participant details to specific Users and/or User Groups as follows:

• Hover over Contacts, Click Participant • Find and select the Participant • From the Left Side Tabs, click Security • Click yes to restrict record to owners and further check lists should appear (as below) • Tick your selections, then Click Submit

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1.8.2 Bulk Data Security Bulk Data Security – Setting restrictions to specific records. Bulk Data Security will allow you to restrict Records so that only those users who you allow access, can view the records. To do this, first go to the Administration area (Hover over My Account > Click Administration. Next:

• Click Data Security, then Bulk Additions. You should now see the area where you can

specify what records can be viewed by who. • Tick the Users/User groups that you want to ALLOW access and select the record type,

then search type. • Click Save • Use the Search Facility to

search for the record, then highlight and Add

• Once you have added all the records, Click Confirm. You will now see a message similar to this and the records you selected are now restricted to the users that were NOT ticked above.

• Users not ticked, will see the restricted files as below.

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1.9.1 Using Views to Record 121 Sessions Views can be adapted to the many different demands of an organisation. The following is a particular way that some organisations are recording from their Information, Advice and Guidance Sessions, including:

• Enquiry Type • Attach an individual’s case to 121 session • Identify specific outcomes to a 121 session • Identify specific referrals to a 121 session • Make multiple referrals

This can be set up by:

• Adding Outcomes to your account. • Creating a new Session Group, and linking the relevant Outcomes to this • Recording a 121 session each time information and guidance is provided, and recording

the relevant outcomes for this session.

Adding Outcomes to your Account We also have tools on Views for recording Outcomes. In Views terminology, an Outcome is a specific achievement that a Participant has made (e.g. “Participant gained employment”), rather than a general goal (e.g. "Reduce unemployment in the local area”). The first stage of using these tools is to add the Outcomes that you wish to monitor to your account. This is done with the following process:

• Hover over My Account and select Administration. • Select Objectives and Outcomes from the tabs on the left. • Select Agency Outcomes from the sub-menu on the left. • Click on Add Outcome. • Enter the title of the Outcome and click ADD+.

Recording 121 Sessions Everything is now set-up and you’re ready to begin recording sessions for your project. Whenever a 121 session is delivered, the user would follow this process:

• Hover over Contacts and select Participants. • Click on the name of the relevant Participant. • Select Session Attendance from the tabs on the left hand side. • Click on ADD 121 SESSION. • Enter the basic details for the session, such as Time, Duration and Venue. It’s important

that Session Group created in section 3 is selected in the Session Group field. • Click ADD+ to save the session.

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1.10.1 – Volunteers On Views, every Volunteer falls into one of two categories: Staff Volunteers - These Volunteers appear within the Staff and Volunteers databases of Views and are available to attend as Staff members on any session that you run. This kind of Volunteer record is for people who you don't work with, they attend sessions effectively as unpaid Staff members (and never as Service Users). Service User Volunteers - These Volunteers appear within the Service User and Volunteers databases of Views and are available to attend as Service Users on any session that you run. This kind of Volunteer is for people who you do work with as Service Users, but who also act as Volunteers at some of your sessions. If you add a Volunteer directly onto Views with this process:

• Hover over Contacts and select Volunteers. • Click on Add Volunteer.

You are adding a Staff Volunteer. They then sit on the Staff section of any register and within the Staff and Volunteer Contact databases. If you want to add a Service User Volunteer instead, you can follow this process:

• Hover over Contacts and select Service Users. • Click on Add Service User. • Complete the standard form and click Add.

You can then turn the Service User into a Service User Volunteer by recording that the person has done some Volunteering on any session register within a Service Strand. This is the third column on the register screen (I’ve attached a screenshot). This person will then be counted as a Service User Volunteer, and will be listed in both the Volunteer and the Service User database, with a green V icon against their name. This isn't a duplicate record however, as the system recognises that the Service User and the Volunteer are the same person playing two different roles. Once a record has been created as either a Staff Volunteer or Service User Volunteer, this then becomes fixed (as the structure of the record can be quite different) and it isn’t possible to move Volunteers between categories. The only way to do this would be to archive the record and re-create as a different type of Volunteer. In terms of setting Volunteer Security, the process is slightly different for Staff Volunteers and Service Users Volunteers. For Staff Volunteers the process is:

• Hover over Contacts and select Staff. • Click on the name of the Staff Volunteer. • Select Security from the tabs on the left.

For Service User Volunteers the process is:

• Hover over Contacts and select Service Users. • Click on the name of the Service User Volunteer.

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• Select Security from the tabs on the left.

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1.10.2 Marking Attendance for Volunteers This is how you mark attendance for Volunteers. Notice that there are two types of Volunteer:

• A Participant Volunteer – a person who is recorded as a Participant, but also acts as a volunteer in some sessions

• A Volunteer - A person who is recorded as a Volunteer, who will not be a participant in any session.

Recording Attendance for a Participant Volunteer - Your Participant Volunteers must already be in the system under Contacts>PARTICIPANTS and Registered to the Session Group and Session

• Hover over Work, click on Session Groups, then to the left Click on Sessions then Participants

• To the right of your Participant Volunteer, Click on the + under the Volunteering column. • Tick what type of Volunteering (This list can be extended by an Administrator in the

Administration area) • Click Save at the bottom of the page.

Your Participant is now recorded as a Volunteer on this Session. Recording Attendance for a Volunteer - Your Volunteer must already be in the system under Contacts>VOLUNTEERS

• Hover over Work, click on Session Groups, then to the left Click on Sessions then Staff • If your Volunteer is not listed, use the Search facility to find and add. NOTE: the system

will refer to them as Staff during this process

• Tick the Volunteer under Attendance then tick Volunteering role from the dropdown check list.

• Click Save

Your Volunteer is now recorded as Volunteering on this Session.

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NOTE: Staff Volunteers are listed under STAFF in the Session Group Details. (As Below), but your statistics will record them as volunteering

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1.10.3 Participant and Staff Volunteers On Views every Volunteer falls into one of two categories: Staff Volunteers - These Volunteers appear within the Staff and Volunteers database of Views and are available to act as Staff members on any session that you run. This kind of Volunteer record is for people who you don't work with, they come along to your sessions effectively as unpaid Staff members (and never as Participants). Participant Volunteers - These Volunteers appear within the Participant and Volunteers database of Views and are available to act as Participant's on any session that you run. This kind of Volunteer is for people who you do work with as service users, but who also act as Volunteers at some of your sessions. If you add a Volunteer directly onto Views with this process:

• Hover over Contacts and select Volunteers. • Click Add Volunteer.

You are adding a Staff Volunteer. Any person added in this way will be listed in both the Volunteer and the Staff database. They then sit on the Staff section of any register. If instead you want to add a Participant Volunteer, you can follow this process:

• Hover over Contacts and select Participants.

• Click Add Participant. • Complete the standard form and click ADD.

You can then make the Participant into a Volunteer by recording that the person has done some Volunteering on any standard session Participant register within a Session Group. This is the third column on the register screen. This person will then be counted as a Participant Volunteer, and will be listed in both the Volunteer and the Participant database, with a green V icon against their name. This isn't a duplicate record however, as the system recognizes that the Participant and the Volunteer are the same person.

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1.11 Qualifications

To add qualifications to a member of staff, first you must select the relevant staff member then follow the steps below. 1. Select Qualifications from the side panel

2. Select Add Qualification

3. Click Submit

4. Select the Qualification you wish to

add, then click Submit

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Section 2 – Work 2.1.1 Creating Agency Projects Use this tool to collect your session groups together by the organizing agency, geographical location or another common characteristic. Session Groups can be attached to as many Agency Projects as required.

1. Hover over the Work heading and click Agency Projects 2. Click Add Agency Project 3. Enter the details and description of the project you’re creating

4. Use the tabs on the left to a. Link sessions to the project b. Run statistics on the collection of sessions you’ve created c. Add objectives to the project d. Add and record outcomes associated with the project 5. Always click Save after changes have been made

1. 2.

4.

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2.1.2 Creating Agency Projects and associating Session Groups Use this tool to collect your session groups together by the organizing agency, geographical location or another common characteristic. Session Groups can be attached to as many Agency Projects as required.

1. Hover over the Work and click Agency Projects 2. Click Add Agency Project

3. Enter the name and description of the project, Click Add

Your project has now been created. Now you can use the tabs to the left to associate your Session Groups.

4. To the left, Click Session Groups 5. Select the Session Group from the dropdown list 6. Click Add 7. Continue step 4-6 until you have added all the Session Groups you need to associate

with the Agency Project.

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2.1.3 Projects and Session Groups Within your organisation there may be the need to record several session groups against an overarching project. The purpose of linking Session Groups to Projects is to allow reports and Statistics to be generated with ease. Put simply, you may wish to associate all of the football groups that you run to an overall ‘Football’ project. To remove the need to run statistics for every football club then add up the numbers manually, attaching an umbrella project such as ‘Football’ allows you to run statistics for all your clubs at once. Session Groups can be linked to several Projects at once. Using the example of Football Clubs, a Session Group ‘Under 16’s Boys Football’ could be attached to projects titled ‘Football’, ‘Boys Football’ and ‘Under 16’s Sport teams’. The image below shows an example of links that can exist between Projects (blue boxes) and Session Groups (green boxes). Creating an Agency Project

• Hover over Work and select Agency Projects • Click Add Agency Project • Fill in the name and description of your project • On the following page you can add Session Groups to your project – click on the

Session Group tab on the left • Choose the Session Group from the dropdown menu • Click Add+

Linking Outcomes and Objectives to your Agency Project

• Click on your Agency Project

UNDER 16 BOYS FOOTBALL

16+ BOYS FOOTBALL GIRLS FOOTBALL

UNDER 16 GIRLS BADMINTON

MIXED FOOTBALL

UNDER 16 NETBALL

UNDER 16 BOYS & GIRLS HOCKEY

FOOTBALLUNDER

16'S

BOYS CLUBS

GIRLS CLUBS

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• Click on the Outcomes or Objectives tabs on the left • Tick the box next to the Outcome/Objective you wish to link to the project • Running statistics on your project • Click on your Agency Project • Click on the Statistics tab on the left • Enter the relevant dates and click Update

You can export these results using the Export button on the right

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2.1.4 Statistics from the Agency Project You can view and export statistics directly from an Agency Project. These statistics will include attendance data for the Participants who have attended Sessions, within Session Groups that have been tagged against a Project Agency.

• Hover over Work and click on Agency Projects • Find/select your Agency Project • On the left, click on Statistics • Select the time frame, then click Update

You will now see your data which includes: Name; First Attended; Attended; Hours On the same page, to Export this data onto a CVS file or as a PDF:

• Hover over Export • Click on the export you want (PDF, CSV, or CSV (All Records)

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2.1.5 Outcomes & Objectives Outcomes will help you monitor your targets. There are different options for setting up and using Outcomes. These can be your own Outcomes, they can be linked to National Framework Outcomes or they can be both your own Outcome and linked to National Frameworks. There are two parts to Outcomes and they must be set up by an administrator before they can be added to Session Groups and individuals. Agency Objectives – This is where you can Associate your Objectives and Outcomes to National Framework Outcomes, although you do not have to have an association. Agency Outcomes – This is where you create your Outcome which may or may not be associated to an Agency Objective. If you want your Outcomes linked to an Objective, which in turn, you may want to link to a National Framework Outcome, follow Part 1 below first. If you want to create an Outcome with no such associations, go straight to Part 2. Part 1 - Create an Agency Objective - You must have an administrator’s login

• In the Admin section click on Objectives & Outcomes to the left • Click Add Objective • Type in a name that will help users

identify what the Objective is. • IF you want to link to a National

Framework, use the expand and collapse icons to find and tick one or more of the pre-set list.

• Do not tick any if you do not want to make an association.

• Click Add to save.

You can now add your Objective to a Session Group. You can also associate your Outcomes to the Objective Part 2 - Create an Agency Outcome

• Go to the Admin section • Click on Objectives & Outcomes to the left, then Agency Outcomes • Click ADD OUTCOME • Type in a name that will help users identify what the outcome is. • If Outcome is to be associated with an Agency Objective, tick the relevant box/es,


You have now created an Outcome which can be added to a Session Group, and the Individuals within that Session Group

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Part 3 – Add Outcomes to your Session Groups • Find and click on the Session Group from the Work section. • Click on Outcomes to left • The Outcomes you created in Part 1/Part 2 are now listed. Tick the ones you need


Part 4 - To Add an Outcome to a Participant • Find and Select the participant you want to add the Outcome from the Contacts section • Click Add Outcome then select the Session Group the Outcome is associated with • Click Submit • Select the Outcome Then Click Select • Enter the dates, details and the progress, then Click Add

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2.2.1 Using the Calendar The Calendar is automatically updated from the information you out into Views. Any information recorded about Sessions and Events will appear on the calendar, allowing you to easily get an overview of what your organisation has scheduled. On your Views dashboard screen, a small calendar is shown. To access more information in the calendar, click on the date. You are able to view a more detailed schedule of the activities and events you have organised. Do this by clicking on any date. You can choose from daily, weekly or monthly calendar views and use the buttons to navigate.

Use the search bars at the top of the page to filter your results.

• Type in a search term in the search box OR choose a selection from the dropdown menus • Click Add+

]

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2.2.2 Sessions Calendar The Calendar area allows users to see an overview of all sessions that have been created. This can be seen on a month basis, a week basis or a day basis, and can be filtered to show specific areas of your Views account.

• Within the work area, select the Calendar Tab. • To apply Filters, chose from the dropdowns that are located at the top centre of the page

and select Add.

These dropdowns include: a. Agency Project b. Venue c. Lead Staff

• Select the Clear Filters tab which is situated to the right hand side of the page. This will take you back to the start page where an overview of the full account can be seen.

• To change the view, click on the Month, Week, Day tabs to the top left of the calendar.

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2.3.1 View a Session Group You can View and Edit your Active and Non-Active (Archived) Session Groups. Part 1: View an Active Session Group

• Hover over Work • Click Session Groups • Click on the name of the Session Group you want to View. If there are many Session

Groups in the list, or you want to View an Archived Session Group then follow Part 2.

Part 2: Use Advanced Search to find a session Group that is Active or Archived.

• Type in part of the Session Group’s name • Check Inactive if the Session Group is archived. • Click Search • Click on the name of the Session Group you want

Part 3: View all Active Session Groups

• Leave the Search box empty • Check Active • Click Search

Part 4: View all Archived Session Groups

• Leave the Search box empty • Check Inactive • Click Search

You can now use the following icons for different actions View Edit Register a participant Archive Delete Restore from Archive

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2.3.2a Creating Session Groups If a session is run regularly, all of these sessions can be grouped together as a ‘Session Group’ e.g. Monday night Football Club.

• Hover over Work • Click Session Groups • Click Add Session Group • Fill in the relevant details about your group • Continue this on the next screen then click Add • To record the relevant sessions in the grouping, click Sessions and Add Session which

allows you to record the type, duration and recurrence of a given session

Choose how long your session group will run for Edit the weeks that the session is set to occur on

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2.3.2b Adding Participants to your Sessions Once you have set up your session group you are ready to add participants

• Click on Registered people tab • Use Search to find your group attendees. • After you have registered everyone you need to, click on the Sessions tab on the left • Select the session you wish to record for • Click Participants on the left then click Import Registered Participants • Tick the boxes for the people that have attended this session then click Save

Alternatively, you can add Participants to a session from the Contacts menu…

• Hover over Contacts and select Participants

• On the right of a Participant’s name, click to register them into a session.

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2.3.2c Creating Sessions and Registering Participants Once you have created your sessions it’s time to start registering Participants and completing session registers. This will allow you to run statistical reports based on attendance. N.B. In order to attach a person to a session register they already need to be added as a record on the system (see Page 3). To register a participant on a session:

• 1. Click on Registered People from the tab on the left-hand side of the screen. • 2. Enter the name of the person and click Search. • 3. Select their name and click Add. • 4. Repeat until you have added all the records that you want to create a session register

for. • 5. Go to Sessions from the tab on the left hand side of the screen and click on the

relevant session. • 5. Click on Import Registered People. This will create a register of the people you have

just added in the Registered People section. • 6. Tick the people who attended the session and click Save.

To register a participant from the participant screen N.B. This may speed up your work flow if you have a lot of new Participants to add or are adding existing Participants to new Session Groups

• Add your participant record(s) (as page 3) • Find the Participants in the list • Select the R to the right hand side of the record • Assign the participant to a bookable (paid for) or non-bookable (no payment) session

If the session is none bookable the participant will be included in the Registered people, who can be brought into each session. If this session is bookable you are able to book the Participants to specific dates they attended.

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2.3.2d Marking your Session attendances

• To mark attendance, go to your Activities, then Session Attendance • (See Green Arrows Below) Tick on the dates they attended (use the First, Previous Page,

Previous And Today tabs to see all the dates. • If your Service User is not in the list, search and add them (See Blue arrows below).

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2.3.2e Using Views to record 121 sessions Views can be adapted to the many different demands of an organisation. The following is a particular way that some organisations are recording from their Information, Advice and Guidance Sessions, including:

• Enquiry Type • Attach an individual’s case to 121 session • Identify specific outcomes to a 121 session • Identify specific referrals to a 121 session • Make multiple referrals

This can be set up by:

• Adding Outcomes to your account.

Adding Outcomes to your Account We also have tools on Views for recording Outcomes. In Views terminology, an Outcome is a specific achievement that a Participant has made (e.g. “Participant gained employment”), rather than a general goal (e.g. "Reduce unemployment in the local area”). The first stage of using these tools is to add the Outcomes that you wish to monitor to your account. This is done with the following process:

• Hover over My Account and select Administration. • Select Objectives and Outcomes from the tabs on the left. • Select Agency Outcomes from the sub-menu on the left. • Click on Add Outcome. • Enter the title of the Outcome and click Add+.

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Creating a Session Group and tagging Outcomes The next stage is to create a Session Group in the Work area that you’re 121 information and guidance sessions will be attached to. This is done with the following process:

• Hover over Work and select Session Groups. • Click on Add Session Group. • Enter the basic details (such as Title) and click Add+. • Select Outcomes from the tabs on the left. • Tick all of the Outcomes that Participants might achieve on this Project and then click

Save.

Recording 121 Sessions Everything is now set-up and you’re ready to begin recording sessions for this project. Whenever a 121 session is delivered, the user would follow this process:

• Hover over Contacts and select Participants. • Click on the name of the relevant Participant. • Select Session Attendance from the tabs on the left hand side. • Click on Add 121 Session. • Enter the basic details for the session, such as Time, Duration and Venue. It’s important

that Session Group created in section 3 is selected in the Session Group field. • Click Add+ to save the session.

2.3.2f Marking Attendance for Volunteers This is how you mark attendance for Volunteers. Notice that there are two types of Volunteer:

• A Participant Volunteer – a person who is recorded as a Participant, but also acts as a volunteer in some sessions

• A Volunteer - A person who is recorded as a Volunteer, who will not be a participant in any session.

Recording Attendance for a Participant Volunteer - Your Participant Volunteers must already be in the system under Contacts>PARTICIPANTS and Registered to the Session Group and Session.

• Hover over Work, click on Session Groups, then to the left Click on Sessions then Participants.

• To the right of your Participant Volunteer, Click on the + under the Volunteering column. • Tick what type of Volunteering (This list can be extended by an Administrator in the

Administration area). • Click Save at the bottom of the page.

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Your Participant is now recorded as a Volunteer on this Session. Recording Attendance for a Volunteer - Your Volunteer must already be in the system under Contacts>Volunteers

• Hover over Work, click on Session Groups, then to the left Click on Sessions then Staff • If your Volunteer is not listed, use the Search facility to find and add. NOTE: the system

will refer to them as Staff during this process

• Tick the Volunteer under Attendance then tick Volunteering role from the dropdown check list.

• Click Save

Your Volunteer is now recorded as Volunteering on this Session. NOTE: Staff Volunteers are listed under STAFF in the Session Group Details. (As Below), but your statistics will record them as volunteering

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2.3.3 Printing an Attendance Register Once you have your participants registered to the Session Group and Sessions, you can print off an Attendance Register by following these instructions:

• Hover over Work then click on Session Groups • Find and select the Session Group you want • Click on Registers then By Sessions • Tick which Register/s you want to print, then click Print

A PDF of your register will now download. Open this and print to your printer.

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2.3.4 Statistics from the Session Group You can view and export statistics directly from a Session Group. These statistics will include details of the Participants registered to the Session Group and how many sessions they have attended and the total hours.

• Hover over Work and click on Session Groups • Find/select your Session Group • On the left, click on Statistics • Select the time frame, then click Update

You will now see your data which includes: Name; First Attended; Attended; Hours On the same page, to Export this data onto a CVS file or as a PDF:

• Hover over Export • Click on the export you want

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2.3.5 Outcomes & Objectives Outcomes will help you monitor your targets and there are different options for setting these up. They can be your own Outcomes, they can be linked to National Framework Outcomes or they can be both your own Outcome, linked to National Frameworks. There are two parts to Outcomes and they must be set up by an administrator before they can be added to Session Groups and individuals. Agency Objectives – This is where you can Associate your Objectives and Outcomes to National Framework Outcomes, although you do not have to have an association. Agency Outcomes – This is where you create your Outcome which may or may not be associated to an Agency Objective. If you want your Outcomes linked to an Objective, which in turn, you may want to link to a National Framework Outcome, follow Part 1 below first. If you want to create an Outcome with no such associations, go straight to Part 2. Create an Agency Objective - You must have an Administrator’s login

• In the Admin section click on Objectives & Outcomes to the left

• Click Add Objective • Type in a name that will help users identify what the

Objective is. • IF you want to link to a National Framework, use the

expand and collapse icons to find and tick one or more of the pre-set list.

• Do not tick any if you do not want to make an association. • Click ADD to save.

You can now add your Objective to a Session Group. You can also associate your Outcomes to the Objective Create an Agency Outcome

• Go to the Admin section • Click on Objectives & Outcomes to the left, then Agency Outcomes • Click Add Outcome • Type in a name that will help users identify what the outcome is. • If Outcome is to be associated with an Agency Objective, tick the relevant box/es,


You have now created an Outcome which can be added to a Session Group, and the Individuals within that Session Group

Header (Insert Client logo)

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Add Outcomes to your Session Groups • Find and click on the Session Group from the Work section. • Click on Outcomes to left • The Outcomes you created in Part 1/Part 2 are now listed. Tick the ones you need


To Add an Outcome to a Participant • Find and Select the participant you want to add the Outcome from the Contacts

section • Click Add Outcome then select the Session Group the Outcome is associated

with • Click Submit • Select the Outcome then click Select • Enter the dates, details and the progress, then Click Add


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2.3.6 Setting Outcomes that could be achieved In a Session Group there will be the chance to record when a participant has achieved an Outcome. To allow you to select an outcome they have achieved it must first be available on a list. To do this;

• Go to Administration • Select Outcomes & Objectives from the left hand tabs • Click Add Outcome and fill in the relevant details

After this, go to the session you wish the outcome to appear in and enable it here

1. Go to Session Groups and select the session you want 2. On the left, select Outcomes 3. Tick the Outcomes you require to be available


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2.3.7 Recording an achieved outcome To record an outcome that a Participant has achieved;

1. In Work, go to Session Groups and Sessions tab 2. Click the relevant session 3. Click the circle icon next to a Participant’s name to record the achieved outcome


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2.3.8a Qualifications Qualifications work in a similar way to Outcomes. You can link them to Agency Objectives and National Frameworks and track the progress of each individual. The Statistic Summary ‘Participants will tell you how qualifications were achieved within the time period you selected. The Statistic Summary ‘Generic Participant Attendance’ will show how many are working towards, and how many have achieved the qualification. Part 1: Add qualifications to your account FROM the Dropdown list

• In the Administration area, click on Qualifications on the left side. • Use the Drop down list to select the Category of the Qualification, then Click

Submit • Use the Dropdown list to select the Name of the qualification. • On the next screen, click Add once more, then click Submit

Part 2: Add Qualifications TO the drop down ready to use in your account.

• In the Administration area, click on Qualifications on the left side.

• Click Add, on centre of screen, then Click Add once more when it appears.

• Now complete the details [Name, Category and Progress list]

• Select an Agency if you want the qualification linked to your Agency Objectives.

• Click Submit. The qualification is now ready to be added to Session Groups and Individuals.

Part 3: Add the qualifications to your Session Group

• Hover over Work, Click Session Groups, then find and select the session group you want to add the qualification to.

• On the left, Click Qualifications • You will now see a list of qualification ready to add to your Session Group. (If you

do not see what you want, go through Part 1 & 2, to add it to your account). • Tick which ones you want added the click Save

The qualification/s are now added to your session groups and will make it easier to add to the participants within that session group. Part 4: Add the qualifications to Participants, Volunteers and/or Staff

• Hover over Contact, Click Participant, Staff OR Volunteer, then find and select person you want the qualification added to.

• On the left, Click Qualifications • Click Add Qualification in the centre of the screen. • From the dropdown list select the Session Group, then click Submit • From the dropdown list select the Qualification, then click Submit • On the next screen, select the progress (0 not started, 5 achieved) and dates then

click Update

IMPORTANT: to see the qualifications on your statistics, the person must have an attendance marked within the timescale you select. This is the same for Staff, Volunteers and Participants.


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2.3.9 Adding Media to your Session Group You can save and store key documents, images, videos and links to your Session Group and Sessions. (referral papers, care plan and risk assessment).

• Hover over Work >Click on Session Group > Find/select the Session Group you want to add Media to.

• From left side tabs Click Media • Add Media

• Select Media Type • choose File • Upload > complete details • Click Update

Your Media is now attached to your Session Group. To view, within the Session Group, Click on Media then Find and select.


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2.3.10a Security for Sessions Groups 1 – Creating User Groups On Views, security can be set on a user by user basis. In this case, you can skip straight to section 3. However, many organisations find it easier to set security for groups of users (for example, all of those that fall into a certain department). In this case, you would need a User Group for each group of users that you want to set security for. To create a User Group:

• Hover over My Account and select Administration. • Select Security from the tabs on the left. • Select User Groups from the sub-menu on the left. • Click Add+. • Enter the name of the User Group, set the privileges that you would like people in

this group to have, and then click Add+.

2 – Allocating Users to User Groups You now need to allocate Users to this User Groups. To do so: 1. Hover over My Account and select Administration. 2. Select Security from the tabs on the left. 3. Select Users from the sub-menu on the left. 4. Click on the Pencil icon to the right of the relevant user. 5. Select their User Group (or User Group – someone can be in more than one) and click Save. 3 – Allocating Session Groups Records to User Groups Finally, you need to allocate Session Group records to the relevant User or User Group. 1. Hover over My Account and select Administration. 2. Select Data Security from the tabs on the left. 3. Select Bulk Additions from the sub-menu on the left. 4. Choose the following values in the relevant fields:

• Users: Tick the names of the User(s) that you want to allocate records to • User Groups: Tick the names of the User Groups(s) that you want to allocate

records to • Record Type: Session Group

5. Click Save. 6. Enter the Session Group's name and click Search. 7. Select the name and click Add. 8. Click Confirm. The User(s) or User Group(s) will now be able to access this Session Group.


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4 – When new Session Group records are added by a User If the User creating a Session Group is the only non-administrator who needs to have access to it, then this step can be skipped. However, it may be that the there are other Users who need to access the Session Group, besides the person who creates it. In this case, when creating the Session Group, the other users can be given access with this process. 1. Hover over Work and select Session Groups. 2. Click on Add Session Group. 3. Enter all the details for the Session Group. 4. On the second page, instead of selecting Add+ to create the Session Group, select Add & Manage Security. 5. Select the relevant User Group(s) in the allow these groups access field, or select the relevant User(s) in the allow these users access field 6. Click Submit. The relevant User(s) or User Group(s) will now have access to this Session Group.


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2.4.1 View Session Detail The View Sessions Detail area allows users to view and edit the basic information about a session or event on Views. This includes the Date, Start Time and Duration of the session or event. To access this area:

1. Hover over Work and select Session Groups. 2. Click on the name of the Session Group that the session or event is attached to. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant session or event. 5. Select View Sessions Detail from the tabs on the left hand side.

The basic information about the session or event will now be displayed on this screen. To edit this information:

1. Click on the pencil icon in the top right hand corner of the screen. 2. Make the relevant changes and click Save.


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2.4.2 Session Notes There are two different types of delivery notes on Views: Session Notes – these are notes that are attached directly to a session, but not to any particular attendee. Participation Notes - these are notes that are attached directly to a particular attendee at a session, be they a Participant, Volunteer, Staff Member or Professional. To record a Session Note:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant session or event. 5. Select Notes from the tabs on the left hand side. 6. Click on Add A New Note. 7. Enter the note and then click Add+.

The note will now sit within the Notes section of each person registered on this session, be they a Participant, Volunteer, Staff Member or Professional. It will be tagged as a Session Note. To record a Participation Note:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant session or event. 5. Select either Participants, Staff or Professionals from the tabs on the left hand

side. 6. Click on the Add Note icon to the right of the relevant person. This icon appears

in the Actions column on the right hand side of the screen, as a + symbol within a rectangle.

7. Enter the note and then click Add+. The note will now sit within the Notes section of the record of this particular Participant, Volunteer, Staff Member or Professional. It will be tagged as a Participation Note and will not appear within the record of any other attendees.


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2.4.3 Participant Attendance On Views, Participants can be recorded as attending on particular sessions. To record Participant attendance:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant Session. Please note, Participants cannot be

recorded as attending on Events. If the relevant Participant already appears on the session register, then their attendance can be recorded immediately. However, if they do not already appear on the register:

5. Enter the relevant Participant’s name in the Add New Participant field, and click Search. (N.B. the record will only be found if the person has previously been added as a record in the Contacts – Participants area of the account.)

6. Select the Participant’s name and then click Add+. The Participant will now be shown on the register for this session. In the Attendance column, the person can either be ticked as attending, or un-ticked to record their non-attendance. This process can be repeated for multiple attendees. Please note, attendance can only be marked for past sessions, sessions that are still in the future will not display the attendance column. To remove a person completely from a session (so that neither attendance or non-attendance is marked in their record) click on the X icon to the right of their name. If a particular Participant has also volunteered on the session, this can be recorded in the Volunteering column on the register screen.


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2.4.4 Staff Attendance On Views, Staff members can be recorded as attending on particular sessions. To record Staff attendance:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant session or event. 5. Select Staff from the sub-menu on the left hand side.

If the relevant Staff member already appears on the session register, then their attendance can be recorded immediately. However, if they do not already appear on the register:

6. Enter the relevant Staff member’s name in the Add New Staff field, and click Search. (N.B. the record will only be found if the person has previously been added as a record in the Contacts – Staff area of the account.)

7. Select the Staff Member’s name and then click Add+. The Staff Member will now appear on the register for this session. In the Attendance column, the person can either be ticked as attending, or un-ticked to record their non-attendance. This process can be repeated for multiple attendees. Please note, attendance can only be marked for past sessions, sessions that are still in the future will not display the attendance column. To remove a person completely from a session (so that neither attendance or non-attendance is marked in their record) click on the X icon to the right of their name. If a particular Staff Member has also volunteered on the session, this can be recorded in the Volunteering column on the register screen. The Role column can be used to mark the role that the Staff Member has played at the session.


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2.4.5 Objectives When a session or event is related to a specific Objective, this can be recorded with the following process:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant Session or Event. 5. Select Objectives from the tabs on the left hand side. 6. Click on Add Objective. 7. Choose the Objective from the list and click Select. Please note, Objectives first

need to be created in the Administration section of the system and linked to the relevant Session Groups. [Here reference the relevant section of the manual].

8. From this screen, users can enter the level of contribution that the session has made to the Objective, and any additional notes. Once this is done, click Add+.


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2.4.6 Session Security On Views, session security can be set-up, allowing users to limit access to certain sessions to specific users or groups of users. These tools first need to be enabled and configured in the administration section of the account [Here reference the relevant section of the manual]. To set Session Security for a particular Session or Event:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant session or event. 5. Select Security from the tabs on the left hand side. 6. If the Restrict record to owners field is set to ‘No’, all users will be able to

access the restricted parts of the session record. If the Restrict record to owners field is set to ‘Yes’, only the Users or User Groups ticked in the fields below will be able to access the restricted parts of the session record. Please note, users with Administration access will always be able to see all data.

7. Click Submit to save any changes.


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2.4.7 Events Event Participation On Views, Participation figures can be recorded for particular events. To record Event Participation:

1. Hover over Work and select Session Groups. 2. Click on the name of the relevant Session Group. 3. Select Sessions from the tabs on the left hand side. 4. Click on the date of the relevant Event. Please note, Participation figures cannot

be recorded for Sessions. Enter the number of attendees in the Attendance Total field and click Save. If the Event has been set-up to record additional demographic details (such as Gender or Ethnicity) these will now be displayed as tabs along the top of the screen. Clicking on these tabs will allow users to record this additional information (such as the Gender breakdown of attendees). Adding an Event and Recording Demographic Attendance You may have an event where only want to record the amount of attendees and some demographic information about those attendees. You can set this up by following these instructions.

1. Go to your Session Group (Hover over Work > Click Session Groups > Find and select the Session Group)

2. On the left side, Click Sessions, then, to the right, Click Add Event 3. Complete the details. 4. NOTE: at the bottom of the screen you can select which fields you want to record

attendance count and another selection to record as a proportion instead of count.

5. Click Add

Figure 1. Select which fields you want to count or show as a proportion


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Figure 2. Example of Count of attendees based on Gender

Figure 3. Example of count shown as a proportion


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2.5.1 Creating Venues By creating Venues on Views you can then attach sessions to locations. This will allow you to run statistical reports based on geographical data. To create a new venue: 1. Select Venues from the Work section. 2. Click on Add Venue. 3. Enter the relevant address and contact information and click Add. 4. From the Map tab on the left-hand side of the screen you are also able view an interactive map of the Venue location. (NB If you do not enter a valid Post Code you will not see a map option) 5. Hover over the Export tab to the right hand side of the search box, and select the CSV (All Records) tab to export all venue information that is stored within your account onto an excel spreadsheet. You can also choose the Export PDF drop down to export this information in a PDF format.


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Section 3 – Evidence 3.1.1 Creating Case Studies

1. Click ‘Case Studies’ from the ‘Evidence’ tab 2. Click ‘Add Case Study’

3. Fill in the details of the case study 4. Selecting a Session Group here allows Associations to be created more easily.

You can add information, text, images and links to the case study in the following screen.


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3.1.2 Associating Case Studies Adding associations enables you to access the case study from Participant, Staff and Group records.

1. Click ‘Associations’ from the left hand tab 2. Click ‘Manage Associations’

3. Choose what association you require

4. Use manual search or the previously associated Session Group for your search


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3.2.1 Adding Media

In the ‘Evidence’ tab, select ‘Media’ Click ‘Add Media’ Choose the type of media you wish to upload

Use the search box to search your computer files for your file Select the file and edit the details Click ‘Update’


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3.2.2 Setting up associations with Media

Use the tabs on the left to Edit details of the media View the media Create associations between the media and other information on Views The ‘Search’ tool

is used to view associations created To add an association to a media file, click ‘Manage Associations

Select the type of association Use the ‘Search’ tool to find specific records Click ‘Add’ to create the association


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ISSUE - Media Files won't upload If you have an issue uploading media files on Views, it's always worth checking these three things first, as they are the most regular culprits: Is the file being uploaded to the right area - (For example, if you select to upload an Image, the file type can't be .pdf or doc., likewise if you select Document, the file type can't be .jpeg, .png etc). Does the filename contain symbols (e.g. ! ? . , /) - this can sometimes prevent uploads so it's worth removing them and trying again. Is the filename over 150 characters - this can also prevent upload sometimes


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3.3 Bulk Additions This tools allows you to bulk add existing Outcomes, Qualifications and Engagement Levels to contacts. To Bulk Add follow the steps below;

• 1. Hover over Evidence and click on Bulk Additions • 2. Select which you would like to add by clicking the magnifying glass (you can

choose from Outcomes, Qualifications or Engagement Levels) • 3. Select which Outcome, Qualification or Engagement Level you would like to add

and choose a date. • 4. You will then be allowed to search for individual people or search from a group.

Select which Participants you would like to add too. • 5. Once you have finish, click on the Commit button and the Outcome,

Qualification or Engagement Level will be added to those you have selected.


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Section 4 - Report 4.1.1 Report Templates and Reports The Reports – Report Templates area allows Administrative users to create a standard report structure that can be completed on multiple occasions. This is particularly useful if an organisation needs to submit a report at regular intervals, such as on an annual, quarterly or monthly basis. A report template can contain a range of quantitative and qualitative data and can be completed by multiple users. To create a new report template:

• Hover over Reports and select Report Templates. • Click on Create A Report Template. • Enter a Title and Description for the Report Template, and click Add+.

The Report Template content screen will be displayed. The template is created by inserting sections using the square content buttons on the left hand side of the screen. These are organised into three areas:

• Headers – In this area are buttons to organise the report into Headings and Sub-headings. These can either be defined, so that the title of the header or sub-header is built into the report template, or undefined, so that the title of the header or sub-header is entered each time the report is completed.

• Custom Data – In this area are buttons to add long and short text boxes to the report template, as well as checkbox and radio button fields. These fields are useful for adding sections where narrative needs to be written, or where options need to be chosen from a list.

• Evidence – In this area are buttons to add qualitative areas to the Report Template, such as Media, Case Studies. Each section will allow for one item to be added from the Views account. So if three separate Media items need to be inserted into the report, three Media sections would need to be added to the Report Template. This area also has buttons to add sections for saved Statistic queries and Statistic Summaries. These can either be defined, so that the Statistic query or Statistic Summary is built into the report template, or undefined, so that the Statistic query or Statistic Summary is chosen each time the report is completed.

Once an item is added to the report template, four actions buttons will appear in the top right hand corner. The X button will remove the item. The up and down arrows allow users to re-order the items in their report template. Finally, the ? button allows user to enter a hint for the person completing the report. This is particularly useful if a section needs to be of a certain length (e.g. ‘500 words MAX.’) or contain specific content. Once the Report Template has been written, click Preview Template to review your template. If you would like to continue editing the report, click Edit Report Template. If you are happy with the Template, and would like to make it available for completion, click Publish Report Template.


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This report template will now be available to select when completing reports on Views. To complete a report:

1. Hover over Reports and select Reports. 2. Click on Create A Report. 3. Enter a Title and Description for the Report. 4. Select the date period that the report covers. This will filter all statistics in the

report by this time frame. 5. Optionally, choose a specific Agency Project or Session Group in the Specific

Focus field. This will filter all statistics in the report by this Agency Project or Session Group.

6. Choose the Template and click Add+. The report will now be available for completion. After completing the relevant sections, click Preview Report. If you would like to continue editing the report, click Edit Report. If you are happy with the Report, and would like to make it available for publishing, click Publish Report. The Report has now been published and is available to be shared externally. User can convert the report into PDF format with the following process:

1. Hover over Reports and select Reports. 2. Click on Published Reports. 3. Select the Magnifying Glass icon to the right of the relevant report. 4. Click Export PDF.

The Report can also be published online, allowing the report to be viewed externally from the Views system, with this process:

1. Hover over Reports and select Reports. 2. Click on Published Reports. 3. Select the External icon to the right of the relevant report. (This icon is directly to

the right of the Pencil icon). 4. Under User Public URL, click Yes. 5. Optionally, a password can be added to restrict access to the report. 6. Click Update to generate an external link.

This link can now be shared to enable people to access the report in a multimedia setting. The link could also be embedded within a website or electronic newsletter.


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4.2.1 Exporting Participant Data Based on Statistic Filters This process will allow you to export participants that fit the criteria set up in a Statistic.

• Set up the Participant based Statistic with the filters you require • Export the data, based on the Statistic set up

Setting up a Statistic with filters and no grouping –

• Hover over Reports, Click Statistics, Click Add A Statistic

• Click on the View Icon to the right of Participants • Click Next (don’t select a grouping) • Create your filters.

For example, if you only want to export Participants that were added by a specific user on a specific date, you can set up 2 filters as follows:

• Select Participant from dropdown list, then select the filter – Created by > is > select the username that imported (uploaded) the data. Click Add

• Set up a 2nd filter, Select Participant from dropdown list, then Select the filter – Created > is > select a date filter. Click Add

• Click Next to show the results, then Next again. Add a title and description, then Update

• You should now see the Statistic’s details page. Your statistics is now saved for future use.

• To export the Statistic data, Click on Contacts to the left. You will now see a list of Participants in the Contacts area, who match your filters.

1. You can now Export your data by hovering over EXPORT /MAIL to view and select your Export option.

NOTE: In the administration area, you can add fields that can be filtered or groups.

• Hover over My Account > Click Administration > From the left side, Click Statistic Fields, then make your selections.


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Using Statistics to do an Advanced Search Now that you have created a statistic and saved it, you can also use it in an Advanced Search

2.1. Hover over Contacts, click Participants 2.2. Click Advanced Search

2.3. Select the Statistic from the Dropdown list 2.4. Click Submit


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4.2.2 Creating Statistics with Groups and Filters Statistics allows you to summarise your data in a way that is useful to you. The feature is useful when you need to view or analyse specific areas of your work. This area differs from Statistic Summaries because instead of using a pre-set template, Statistics allows you to create specific filters and even combine them to create a very specific query. Creating a statistic:

1. Hover over Reports and click Statistic 2. On the right, click the Add A Statistic button

Depending on the data you wish to present, click on the ‘view’ icon next to the category of information you require. Choosing the options below Contacts Data will produce a list of people who fall into the category of any filter you select e.g. all females (where ‘female’ would be the filter) Choosing options below Work Data will produce a count of the work you have done within the filters that you set e.g. number of 1-2-1 sessions (where ‘1-2-1 sessions’ is the filter) Choosing options under Attendance Data will produce a count of the options listed within your set filters e.g. number of hours attended by males (where ‘male’ is the filter) During the process of creating a statistic, you will be given the option to ‘Group by’. Grouping allows you to collect the data into groups that you can define. If you were referring to a bar chart of data, the grouping would be the information along the x-axis (bottom) of the chart. You do not need to group your data if you don’t want to, just click Next on this screen. Creating a ‘Participants’ statistic with a filter to collect all information about females:

1. Hover over Reports and click Statistic 2. On the right click on the button Add A Statistic 3. In ADD A STATISTIC, click the ‘view’ icon next to Participants 4. Do not enter any information into the dropdown box and click Next 5. Create a filter using the dropdown boxes below MAKE A FILTER

Type=Participant, Field=Gender, Operator=is, Value=Female 6. Click Add 7. Click Next

Your data will be summarised, with a count at the bottom. Click Next to save this statistic. Creating a ‘Participants’ statistic, grouping by ‘Town’ with a filter to collect all information about females:

1. Hover over Reports and click Statistic 2. On the right click on the button Add A Statistic 3. In Add A Statistic, click the ‘view’ icon next to Participants 4. On the next page select ‘Town’ from the Group By dropdown box and click Next 5. Create a filter using the dropdown boxes below MAKE A FILTER

Type=Participant, Field=Gender, Operator=is, Value=Female 6. Click Add+ 7. Click Next


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Your data is now summarised as a count of females in each town you have data recorded for recorded. Results. Once the statistic has been created, click Next to go to the results. Here you can change how your data is displayed. Choose a chart type from the dropdown box and click Update to save this view. Click Next, to name and describe your new statistic and click Update to save. Viewing and editing statistics Saved statistics can be viewed and edited very easily. To view the statistic details and results,

1. Hover over Reports and click Statistics 2. Click on the saved statistic name or the ‘view’ icon 3. Use the tabs on the left to navigate

To edit the statistic details, 1. Hover over Reports and click Statistics 2. Click on the ‘pencil’ icon next to the saved statistic to edit the title, or click on the

name of the statistic and click the ‘pencil’ icon in the top right corner to edit the details

You can change the grouping, add or delete filters, change the chart type, view the chart and view the raw data using the tabs on the left.


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4.3 Statistic Summaries

4.3.1 Participants Statistic Summaries – Participants

Running a Statistic Summary based on Participants will bring up the information below. To access follow these instructions:

• Hover over Reports > Click on Statistic Summaries > Click Add View > Click

to the right of Participants

• You can filter your statistic summary by entering dates and/or select an Agency Project or a Session Group.

• Click Apply (with or without filters). The information you see for this Statistics Summary will be as follows.


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1 Attendance and Delivery

1.1 Attendance

1.1.1 Number of participants in contact during report period

Count of all participants attending in report period

1.1.2 Number of 'starter' participants Count of participants in contact for first time in 12 week period prior to the end date of report period

1.1.3 Number of currently 'involved' participants

Count of participants in contact in 12 week period prior to end date of report period and in contact prior to that

1.1.4 Number of 'not currently attending' participants

Count of participants NOT in contact in 12 week period prior to end date of report period BUT in contact prior to that

1.1.5 Aggregate attendance at all sessions

Sum of all attendances at sessions in report period

1.1.6 Aggregate contact hours at all Sessions

Sum of all hours of contact with participants in report period

1.1.7 Average contact hours (per participant)

Aggregate contact hours at all sessions divided by number of participants

1.2 Delivery

1.2.1 Number of session groups delivered in report period

Count of session groups with at least one session dated in the report period

1.2.2 Number of sessions delivered in report period

Count of sessions dated in the report period

1.2.3 Number of session hours delivered in report period

Sum of session durations for those sessions dated in the report period

2 Demographics

2.1 Demographic - Gender

2.1.1 Counts Count of number of participants attending in report period grouped by gender

2.2 Demographic - Religion

2.2.1 Counts Count of number of participants attending in report period grouped by religion

2.3 Demographic - Ethnicity

2.3.1 Counts Count of number of participants attending in report period grouped by ethnicity

2.4 Demographic - Age

2.4.1 Counts Count of number of participants attending in report period grouped by age

3 Impact

3.1Engagement and Progression

3.1.1 Number of participants moving up four levels on any one session group during report period

3.1.2 Number of participants moving up three levels on any one session group during report period


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3.1.3 Number of participants moving up two levels on any one session group during report period

3.1.4 Number of participants moving up one level on any one session group during report period

3.1.5 Number of participants maintaining levels on any one session group during report period

3.1.6 Number of participants moving down one level on any one session group during report period

3.1.7 Number of participants moving down two levels on any one session group during report period

3.1.8 Number of participants moving down three levels on any one session group during report period

3.1.9 Number of participants moving down four levels on any one session group during report period

3.2Outcomes

3.2.1 Count Count of number of participants attending in report period who achieved the listed outcome

3.3Qualifications

3.3.1 Count Count of number of participants attending in report period who achieved the listed qualification


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4.3.2 Generic Participant Attendance Running a Statistic Summary based on Generic Participant Attendance will bring up the information below. To access follow these instructions:

• Hover over Reports > Click on Statistic Summaries > Click Add View > Click to the right of Generic Participant Attendance


• Click Apply (with or without filters). The information you see for this Statistics Summary will be


1.1 Number of Participants in contact Count of Participants attending at least one session in report period

1.2 Number of new Participants in contact

Count of Participants attending for the first time in report period

1.3 Number of sessions attended by Participants

Count of sessions with at least one Participant attendance in report period

1.4 Aggregate attendance at sessions Count of all attendances at sessions in report period

1.5 Aggregate contact hours at sessions

Sum of all hours of contact at sessions in report period

1.6 Average number of sessions attended per Participant

Average number of sessions attended by each Participant in report period

1.7 Average number of contact hours per Participant

Average number of contact hours for each Participant in report period

1.8 Average duration of sessions attended by Participants in report period

Average duration of sessions attended by Participant in report period

1.9 Average number of Participants attending per session

Average number of Participants attending each session in report period

2 Demographics

2.1 Demographics - Age

3 Session Groups and Sessions

3.1 Number of Session Groups delivered

Count of Session Groups with at least one Participant attendance in report period

3.2 Participants attending by number of sessions

Participants attending in the period, organised by the number of individual sessions they have attended in the report period

4 Media, Case Studies

4.1 Media files associated with Participants

Count of Media files attached to Participants and uploaded within the report period


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4.2 Media files by type of media Media files attached to Participants in report period, grouped by type of media

4.3 Case Studies associated with Participants

Count of Case Studies attached to Participants and created within the report period

5 Outcomes and Qualifications

5.1 Count of Outcomes in progress in report period

Count of Outcomes in progress by Participants in the report period

5.2 Count of Outcomes in completed in report period

Count of Outcomes completed by Participants in the report period

5.3 Count of Qualifications in progress in report period

Count of Qualifications in progress by Participants in the report period

5.4 Count of Qualifications completed in report period

Count of Qualification completed by Participants in the report period


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4.3.3 Generic Staff Running a Statistic Summary based on Generic Staff will bring up the information below. To access follow these instructions:


to the right of Generic Staff




1.1

Number of Staff delivering sessions Count of Staff attending at least one session in report period

1.2

Number of new Staff delivering sessions

Count of Staff attending for the first time in report period

1.3

Number of sessions delivered by Staff

Count of sessions with at least one Staff attendance in report period

1.4

Aggregate Staff attendance at sessions

Sum of all Staff attendances at sessions in report period

1.5

Aggregate contact hours at sessions


1.6

Average number of sessions attended per Staff

Average number of sessions attended by each Staff in report period

1.7

Average number of contact hours per Staff

Average number of contact hours for each Staff in report period

1.8

Average hours of delivery per session

Average duration of sessions attended by Staff in report period

1.9

Average number of Staff attending per session

Average number of Staff attending each session in report period

2 Demographics

2.1

Demographics - Gender Demographics - Gender

2.2

Demographics - Age Demographics - Age


3.1

Number of Session Groups delivered

Count of Session Groups with at least one Staff attendance in report period

3.2

Staff attending by number of sessions

Staff attending in the period, organised by the number of individual sessions they have attended in the report period

3.3

Staff attendances by Role Staff attendances, grouped by Role

3.4

Staff hours by Role Staff hours of attendance, grouped by Role


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4.1

Media files associated with Staff Count of Media files attached to Staff and uploaded within the report period

4.2

Media files by type of media Media files attached to Staff in report period, grouped by type of media

4.3

Case Studies associated with Staff Count of Case Studies attached to Staff and created within the report period

5 Outcomes and Qualifications

5.1

Count of Outcomes in progress in report period

Count of Outcomes in progress by Staff in the report period

5.2

Count of Outcomes completed in report period

Count of Outcomes completed by Staff in the report period

5.3

Count of Qualifications in progress in report period

Count of Qualifications in progress by Staff in the report period

5.4

Count of Qualifications completed in report period

Count of Qualification completed by Staff in the report period


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4.3.4 Generic Groups Running a Statistic Summary based on Generic Groups will bring up the information below. To access follow these instructions:


to the right of Generic Groups



Generic Groups Report


1.1 Number of Groups in contact Count of Groups attending at least one session in report period

1.2 Number of new Groups in contact Count of Groups attending for the first time in report period

1.3 Number of sessions attended by Groups

Count of sessions with at least one Group attendance in report period

1.4 Aggregate attendance at sessions Sum of all attendances at sessions in report period

1.5 Aggregate contact hours at sessions


1.6 Average number of sessions attended per Group

Average number of sessions attended by each Group in report period

1.7 Average number of contact hours per Group

Average number of contact hours for each Group in report period

1.8 Average hours of delivery per session

Average duration of sessions attended by Groups in report period

1.9 Average number of Groups attending per session

Average number of Groups attending each session in report period


2.1 Number of Session Groups delivered

Count of Session Groups with at least one Group attendance in report period

2.2 Groups attending by number of sessions

Groups attending in the period, organised by the number of individual sessions they have attended in the report period


3.1 Media files associated with Groups Count of Media files attached to Groups and uploaded within the report period

3.2 Media files by type of media Media files attached to Groups in report period, grouped by type of media

3.3 Case Studies associated with Groups

Count of Case Studies attached to Groups and created within the report period


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4 Outcomes

4.1 Count of Outcomes in progress in report period

Count of Outcomes in progress by Groups in the report period

4.2 Count of Outcomes completed in report period

Count of Outcomes completed by Groups in the report period


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4.3.5 Generic Events and Sessions Running a Statistic Summary based on Generic Sessions and Events will bring up the information below. To access follow these instructions:

• Hover over Reports > Click on Statistic Summaries > Click Add View > Click to the right of Generic Sessions And Events



1 Session and Event delivery

1.1 Number of sessions and events

Count of sessions and events dated in the report period

1.2 Number of sessions Count of sessions dated in the report period

1.3 Number of events Count of events dated in the report period

1.4 Sessions and Events delivered by Agency Project

Sessions and events delivered in the report period, by Agency Project

1.5 Sessions and Events delivered by Session Group

Sessions and events delivered in the report period, by Session Group

1.6 Sessions and Events delivered by Lead Staff

Sessions and events delivered in the report period, by Lead Staff

1.7 Sessions and Events delivered by Venue

Sessions and events delivered in the report period, by Venue

1.8 Sessions and Events delivered by Activity

Sessions and events delivered in the report period, by Activity

1.9 Sessions and Events delivered by Day

Sessions and events delivered in the report period, by day

2 Aggregate Attendance

2.1 Aggregate attendance at sessions and events

Aggregate attendance at sessions and events dated in the report period

2.2 Aggregate attendance by Agency Project

Aggregate attendance, grouped by Agency Project

2.3 Aggregate attendance by Session Group

Aggregate attendance, grouped by Session Group

2.4 Aggregate attendance by Lead Staff Aggregate attendance, grouped by Lead Staff

2.5 Aggregate attendance by Venue Aggregate attendance, grouped by Venue

2.6 Aggregate attendance by Activity Aggregate attendance, grouped by Activity

2.7 Aggregate attendance by Day Aggregate attendance, grouped by day

3 Hours of delivery

3.1 Hours of delivery at sessions and events

Hours of delivery at sessions and events dated in the report period

3.2 Hours of delivery by Agency Project Hours of delivery, grouped by Agency Project

3.3 Hours of delivery by Session Group Hours of delivery, grouped by Session Group

3.4 Hours of delivery by Lead Staff Hours of delivery, grouped by Lead Staff


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3.5 Hours of delivery by Venue Hours of delivery, grouped by Venue

3.6 Hours of delivery by Activity Hours of delivery, grouped by Activity

3.7 Hours of delivery by Day Hours of delivery, grouped by day

4 Unique attendees (sessions only)

4.1 Unique attendees at sessions Uniques attendees at sessions in the report period

4.2 Unique attendees by Agency Project Unique attendees, grouped by Agency Project

4.3 Unique attendees by Session Group Unique attendees, grouped by Session Group

4.4 Unique attendees by Lead Staff Unique attendees, grouped by Lead Staff

4.5 Unique attendees by Venue Unique attendees, grouped by Venue

4.6 Unique attendees by Activity Unique attendees, grouped by Activity

4.7 Unique attendees by Day Unique attendees, grouped by Day


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4.3.6 Volunteers Running a Statistic Summary based on Volunteers will bring up the information below. To access follow these instructions:


to the right of Volunteers



1.1 Aggregate

1.1.1 Total number of volunteers in the report period

1.1.2 Aggregate number of volunteering opportunities in the report period

1.1.3 Of which are 'new' volunteering opportunities in the report period

1.1.4 Of which are 'ongoing' volunteering opportunities in the report period

1.2 Short Term

1.2.1 Total number of 'short term' volunteers in the report period

1.2.2 Of which have been engaged in 'new' volunteering in the report period

1.2.3 Of which have been engaged in 'ongoing' volunteering in the report period

1.3 Part Time

1.3.1 Total number of 'part time' volunteers in the report period

1.3.2 Of which have been engaged in 'new' volunteering in the report period

1.3.3 Of which have been engaged in 'ongoing' volunteering in the report period

2 SHORT TERM VOLUNTEERING

2.1 Aggregate number of 'short term' 'new' volunteering opportunities listed for each volunteering type in the report period

2.2 Aggregate number of 'short term' 'ongoing' volunteering opportunities in the report period

3 PART TIME VOLUNTEERING

3.1 Aggregate number of 'part time' 'new' volunteering opportunities listed for each volunteering type in the report period

3.2 Aggregate number of 'part time' 'ongoing' volunteering opportunities in the report period

4 DEMOGRAPHICS (SHORT TERM)

4.1 Gender

4.2 Age

4.3 Ethnicity

4.4 Religion

5 DEMOGRAPHICS (PART TIME)

5.1 Gender

5.2 Age

5.3 Ethnicity


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5.4 Religion

6 DEMOGRAPHICS (ALL)

6.1 Gender

6.2 Age

6.3 Ethnicity

6.4 Religion

7 Outcomes and Qualifications (SHORT TERM)

7.1 Outcomes

7.2 Qualifications

8 Outcomes and Qualifications (PART TIME)

8.1 Outcomes

8.2 Qualifications

9 Outcomes and Qualifications (ALL)

9.1 Outcomes

9.2 Qualifications


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4.3.7 Generic Sessions and Events Running a Statistic Summary based on Outcomes will bring up the information below. To access follow these instructions:


to the right of Outcomes



1. Outcomes

1.1 Count of Outcomes

Count of Participants achieving Outcomes at all progress levels

1.2 Outcome - Level 1

Count of Participants achieving Outcomes at Progress Level 1










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4.4 Exporting

• Select Export

• Select Dates

• Data on spreadsheet The Exporting option allows you to see all the relevant data in the section you select within the time period specified. The data comes out in a spreadsheet format as shown below, this allows you to review information such as who attended, who volunteered etc. To export data please follow the steps below;

1. Select the type of export you would like the data for

2. Select the start and end dates

3. Your spreadsheet will download and the information will be presented as shown below.


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4.5 Targets This section of Views allows you to set targets against Statistic Summaries you have already set up. To do this follow the steps below;

1. Hover over Reports and select Targets 2. Click on Add Target 3. Select which Statistic Summary you want to put your targets against 4. Set your targets


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Section 5 – Administration 5.1 Flexible Fields Flexible fields are the fields that appear on each record, for example Forename, Surname, Age, etc. You can create as many as you like for each page in this section, if you wish to edit the Participant fields select the Participant header. 1. Select Administration under My Account. 2. Select Flexible Fields. 3. Select the section you wish to work on. 4. Click Add a Field to add fields. 5. To edit order click on Edit Person Filed Order 5.2 Value Lists Value lists allow you to set the answers that appear in a drop down box used in any section of Views. For Example, if you were to ask the question “what age group was the session for?” the value list would be “7 – 12, 12-16, 16-21, 21+”. When you add Value lists it will appear as selectable when you go to add a question/field in that section. To change or create a value list follow the steps below; 1. Hover over My Account select Administration. 2. Select Value Lists. 3. Select which section you would like to edit. 4. Select Add a Value List to add a value list. 5. Select the pencil icon to edit a previous list. 5.3 Locales Locales allow you to change certain words that appear under the headings to tailor more to your organisation, for example you can change “Staff” to “Workers”. To do this follow the steps below. 1. Hover over My Account and select Administration 2. Select Locales 3. Select which Locale you would like to change 4. Once you have renamed it in the Singular and Plural section click the Add + button


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5.4 List Columns List columns is the format in which your data is presented on certain screens. Below is an example of one of the screens you can edit with List Columns in the administration section.

To change the List Columns format, follow the steps below. You can do this for a number of sections. 1. Hover over My Account and select Administration 2. Select List Columns 3. This section will show you how it currently looks 4. Select which fields you would like to show; you can select a maximum of 5 5. Click the Save button to save changes


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5.5 Search Fields Search fields appear in different sections on views, this guide will help you set which fields you can search for in basic and advanced searches. To do this follow the steps below; 1. Hove over My Account and select Administration. 2. Select Search Fields. 3. Select which search fields you would like for Basic Search. 4. Select which search fields you would like for Advanced Search. 5. Click the Save button to save the changes you just made.


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5.6 Objectives & Outcomes Outcomes are organised through several tiers.

• Agency Objectives - Overall Objectives of the agency, these can be linked to National Frameworks

• Agency Outcomes - The Outcomes that the Work on the ground will achieve, these can be linked to Agency Objectives

• Outcomes - The set of Outcome which may be selected in the system, these can be linked to one or many Outcomes at Agency level, or at any Programme's Level

To add an Agency Objective, follow the steps below

• Hover over My Account and select Administration • Select Objectives & Outcomes • Select Agency Objectives then click on the Add Objective button. • You will then be able to title your objective and link it to National Frameworks.

To add an Agency Outcome, follow the steps below.

• Hover over My Account and select Administration • Select Objectives & Outcomes • Select Agency Outcomes then click on the Add Outcome button. • You will then be able to label the outcome and link with the associated agency

objective


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5.7.1 Adding New Users Creating new users on Views is a straight forward process, just follow the steps below;

1. Hover over My Account and click Administration 2. On the left, Click Security then Users 3. Click Add+ 4. Now complete the details

o Personal Details – complete these details and include a valid email address.

o Account Details- this is where you set the username, password and type of access (Standard or Administrator)

o User Groups – This is where you set the User Group for standard users, which defines what permissions a user has relating to Views Functions. (See below for more information on User Groups).

Editing User Information and/or changing a password

• Follow steps 1-2 above, then click the Edit icon to the right of the Username to access and edit their details or add a New Password.

• To change a password, type in the New Password and click SAVE at the bottom of page.

User Group Information - When setting up a New User, consider the following:

1. What Permissions do you want to give the user? There are many functions you can disable for different types of users. For instance, you may want to allow Archiving to only a few staff, or disable the statistics for staff other than administrators.

2. Administrators will have full access to all data and this overrides any data restrictions set.

3. Standard Users can be upgraded to Administrators, but Administrators can only be downgraded by contacting Views Support.


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5.7.2 Data Security In the data security section, you can restrict what information you want to non-administrators to have access to. To do this the first you must do is make sure you have the Record Security option enabled. This will greet you as soon as you click onto Data Security from your administration panel. To bulk restrict information from non-administrators, follow the steps below; 1. Hover over My Account and click Administration 2. Click on Data Security 3. Then click on which section you wish (For example Participants) 4. You can then select which information you want to be restricted or unrestricted to non-administrators. To restrict individual client information from non-administrators, follow the steps below; 1. Hover over Contacts and click Participants 2. Click on the client you wish to restrict information on. 3. Click on the Security which is on the side panel. 4. You will then be able to select which user/user groups have access to that record.


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5.8 Qualifications & Conditions To add qualifications which you can use on your Views account for relevant records, follow the steps below; 1. Hover over My Account and select Administration 2. Click on Qualifications 3. Click on the Add + button 4. You will then be able to select what qualification you would like to add to your Views system to use. You will then be able to use the qualification you have added to records that it would be relevant to. To add Conditions which you can use on your Views account for relevant records, follow the steps below; 1. Hover over My Account and select Administration 2. Click on Conditions 3. Click on the Add + button 4. You will then be able to select what condition you would like to add to your Views system to use. To add Restrictions which you can use on your Views account for relevant records, follow the steps below; 1. Hover over My Account and select Administration 2. Click on Restrictions 3. Click on the Add + button 4. You will then be able to select what condition you would like to add to your Views system to use.


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5.9 Importing Data Perhaps you have a lot of data on spreadsheets that you need to input into Views. This Help Sheet shows you how to do it step by step. You must have an admin user account to do this. Part 1. Enter the Import area in your account Login using your Admin Login, then Go to the Administration area (Hover over My Account> Click Administration

• On the left side tabs, click Import Data • Below Import Data, you will now see a list of Import Choices (Views Users,

Participants etc.). Click on the one you want • On your screen you should see two options: • DOWNLOAD – This is where you should Download the CVS template ready to

transfer your data • UPLOAD – This is where you will Upload your data to your Views Account.

Part 2. Download the Template

• Click on Download • Your Template will now Download

Different Browsers may notify you of the download in different ways. Look out for the notification and follow the Instructions. Usually your Browser will download to your Download Folder. Part 3. Prepare your Data for Uploading

• Now enter your data into the Spreadsheet. • Your data will only upload if it is on a CVS file, correctly formatted, has data in

compulsory fields, dates, postcodes and emails are valid. • Save your Spreadsheet as a CSV.

Part 4. Upload your data from the CVS template.

• In the Import area (See Part 1), Click on Upload

• Click on Choose File • You will now see your PC files and folders.

Find and Open your prepared Template. • Click Upload • You should now see ‘Success’ on your

screen.

“Errors Found……” If it was not successful, an Errors Found CVS will be downloaded. Open the Errors file and check where the errors are.


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5.10 Statistic Fields The Statistic Fields section allows you to change which fields are viewable in each area of the Statistic Section. To do this all you have to do is click on the Statistic Fields section which is in the Administration Panel. You will then be able to see what you can select which section’s view you wish to edit first. Then you can select which columns you want to appear on the Statistics.


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Data Security About us Substance is the organisation behind Views. The company has been trading since November 2005 and launched Views in 2010. Substance is based in Manchester, UK. Tebria Ltd. lead the technical development process and oversee server maintenance and support processes under the management of Substance.

Accreditation Substance is ISO27001 accredited and was first awarded the accreditation for data and information security and management in October 2010. Data systems (both physical and online) are audited internally and externally by ISO27001 external evaluator on an annual basis to ensure continued compliance with the standard. The company’s data centres are also accredited to ISO27001 standards. In October 2009, the management of information security in the design, implementation and support of Hosted Systems at our LON 3 data centre facility was certified as compliant to ISO27001:2005. SAS70 Type II certification is held by all data centres used by Substance. Under the terms of the Views agreement and in the ICO’s definition, Substance is classified as a Data Processor for Views client’s data. Substance is registered as a Data Controller with the Information Commissioner’s Office (no. Z9541305).

Hosting The Views system is hosted ‘live’ using Rackspace, a UK based virtual hosting company. Rackspace UK is located in Hayes, Middlesex. The service provider is used by a number of government agencies including the Ministry of Defence and provides firewalls and monitors access to the cloud servers used. The company’s centres are accredited to ISO27001 standards.

Back-up Views is backed-up weekly to a remote backup server and daily to the same server that is running the database and the Views application. Daily backups are kept for 14 days. Back-ups are securely re-synced to a remote machine (1 copy) and uploaded media is re-synced to the programme server nightly (1 copy). Therefore a total of three copies of the live data are kept; one of the live database and two on back-ups. Copies of the data are stored in different locations in accordance with the Data Protection act. Views servers are backed up by saving a server image that can be used to clone or replace servers. The code is backed up using SVN on a development server which is itself backed up in an alternate location. Restore due to server corruption would be from server image. Data restore of an agency’s account would be from daily or weekly backup depending on the severity of corruption and the exact nature of the restore. The same server technology is used on the live server as on the backup server e.g SSH connection only, no web of FTP service, SFTO over SSL only.


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Encryption Substance has a robust encryption processes in place. Data is backed up and encrypted using GPG with a 1024bit DSA keypair and 2048bit ELG-E keysize. Substance uses Comodo to provide the SSL certificates for Views (Comodo Elite SSL Certificates). All Comodo encryption is certified to at least FIPS 140-2 level 3. The live database is not encrypted.

Access Control - Physical Security Physical access to the Views sever storage location is securely managed. Rackspace personnel are required to display their identity badges at all times when onsite at Rackspace Data centre and non-Data centre facilities. Two factor authentication is used to gain access to sensitive areas of the Data centre facilities. Electromechanical locks are controlled by biometric authentication (e.g. 12 hand geometry scanner) and key-card/badge. CCTV surveillance has been installed at all entrance points on the interior and exterior of the buildings housing Data centres and is monitored by authorised Rackspace personnel.

Access control: User authentication Access to Views is protected by a strong password enforcement policy with passwords including a mix of lower case, upper case, numerical, and symbol characters. Each password must be more than 8 characters. Views offers full control on access level via user groups, with each group having a defined level of access and functionality. This is managed by the customer depending on their internal security requirements.

Access control: administrator access Five administrators have access to the system (3 system developers and 2 administrative members of staff). Of these, two have access to servers and the other three have Views admin accounts only. Four people have access to backed-up data (3 system developers and 1 administrative member of staff). System administrators have 10+ years’ experience of maintaining servers for large web projects and all administrators accessing the servers are required to pass an enhanced CRB check.

System Uploads System security media uploads are filtered by file extension. Immediately after upload, files are processed to re-sample/re-size which guarantees the article is a genuine image/video /audio. A virus check is completed at this stage especially for xlsx, docx which can carry viruses.

Maintenance and Support Substance and Tebira continuously monitors Views’ data system security and has in place periodic server updates for critical security issues. Additionally, the Views system is manually monitored several times a day to check site is operational and not experiencing excess slow down due to volume of traffic. Substance uses cryptographic authentication for all systems administration. SSH connection to servers to only permissible to server administrators. The same user password encryption system is used for Views users.


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Substance and its contractors keep and can provide audit trails should they be required. Intrusion detection and prevention Substance has a brute force login prevention process in place which locks out a user after 5 failed login attempts. Logs of unsuccessful login attempts are kept to detect automated attacks.

Business Continuity The total time to reinstate the Views system if the case of complete system failure would be two days. Data can be restored within 4 hours. In terms of a disaster recover strategy, PServers used by Substance are imaged, so that a new server can be created at short notice. In the event of a complete system failure where the server image was also lost, Codebase would be restored from offsite SVN repo and data restored from remote backups. The building in which the Views system is hosted are bomb resistant and fire resistant. Power supply is secured using UPS, back-up generators with separate power suppliers from separate grids. Should a total utility power outage ever occur, all of our data centres’ power systems are designed to run uninterrupted, with every server receiving conditioned UPS (Uninterruptible Power Supply) power. Our UPS power subsystem is N+1 redundant, with instantaneous failover if the primary UPS fails. If an extended utility power outage occurs, our routinely tested, on-site diesel generators can run indefinitely. Substance does not make specific guarantees on up time. However, we do offer forward notice for any scheduled maintenance and downtime.

Hardware The server used for Views is the x86_64 Virtual server In the case of decommissioned servers, data is securely destroyed. Redundant servers are decommissioned in accordance with ISO27001 standard. All redundant portable media used by Substance for the Views system to host personal data will be destroyed (if appropriate) on the site to HMG IA standards. If the media is to be re-used, it will be sanitised by the contractor which employers ISO 9001:200 and Infosec 5 accredited processes. Redundant cloud servers from Rackspace are wiped by them to HMG IA standard.

Test Environment The test environment used for the development of the Views system has a separate code area from live and does not share the same data as it is on a separate dedicated server. No data is transferred from the development area to live. This action is only performed the other way round. Code is merged to the testing server, then live and only tested active code is moved to live. All code changes are reviewed.

Incident Management All staff and contractors for Substance have a responsibility for reporting information security incidents or breaches of information confidentiality using Substance’s Security


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Incident and Corrective Action Report (SICAR) form. The company’s Contracts Manager and one Director has to be informed. When reporting an incident, all staff and contractors must ensure that sufficient information is entered into the SICAR to allow the incident to be investigated the root cause identified and wherever possible the risk of recurrence minimised or eliminated.


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Glossary Session – A planned activity on a specific date with one or more Participants Session Group – Formerly scheme in SPRS, simply a group of sessions or strand of work with a common purpose. Agency Project – A folder for Session Groups to hold similar groups that you wish to report on, could be work for a particular funder or a particular geographic area Quantitative data – Numeric based data (e.g. Statistical information) Qualitative data – Softer evidence (e.g media files) Engagement levels – Tool to measure a Participants development in context of your project

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Documents

Views Support Guide - Substance · The ‘Address Book’ is an area of Views that is used to record contact information of people associated with your participants, staff or volunteers;