Activities

Grantees use the Activities module to report on the services described in their workplans. As described in the Workplan section above, the Services & Projections form provides a template for activity reporting throughout the year. Grantees are expected to report data for each of their Projected Services. This means that there should be at least one activity associated with each Projected Service by the end of each fiscal year. Refer to the Workplan section above for information on how to complete the Services & Projections form of the workplan. This section describes how to create activities and record participation and attendance data in the CMS.

Creating Activities

Activities are containers for grantees to record grant-funded services throughout the year. DCYF expects there to be at least one activity for each Projected Service described on the workplan. Grantees may create multiple activities per Projected Service if desired. For example, you may choose to create separate activities for a Projected Service to split CMS data entry across different staff or to help you track different groups of youth.

To add new activities to CMS, your workplan must be in an Approved state.

1

Log in to the CMS and navigate into your program.

2

Click on the Activities module in the lefthand navigation menu.

3

Click on the Add button to create a new activity.

If you do not see the _=Add button, your workplan is not in an Approved state, e.g., it is Unsubmitted or it is Submitted but still pending approval. Your Program Specialist must first approve your workplan before activities can be created.

4

Select the Service Type from the dropdown menu.

5

Group, Individual, or Activities without Personal Information: Select a Service Site and Projected Service.

Job Placements: Select a Job Placement Projected Service.

6

Enter activity details. These details may be edited after the activity has been created.

• Activity Categories. Select the categories applicable to the activity. Definitions for each category are provided in Appendix C. When making your selection(s), reflect on the intention of the activity. Although you may select more than one category, please select the categories that best capture the activity’s objective. Job Placement categories are from the workplan and cannot be edited in the Activities module.

• Activity Label. Enter a label for the activity that will help with identifying the activity among a list of other activities.

• Specify Staff (optional). Specify a Staff person who leads or implements the activity. To register a new staff member, access the Participants & Staff module and select the Staff form.

• Notes (optional). Add additional descriptive information about the activity.

7

Click Create Activity.

The process to create Group Activities continues below with setting up an activity schedule in Step 8. All other activities are ready for recording participation and service dates.

8

Group Activities Setup: Create a schedule by selecting Single Date or Multiple Dates for number of occurrences.

Then enter begin/end dates, days, and times. Note that you must enter dates that fall within the program operation dates specified in the workplan. When you are finished, click Next. This will redirect you to the Details page.

9

Enroll participants by clicking on the Enrollment tab.

10

Check off the names of the participants you would like to enroll in the activity.

These are the participants for whom you will take attendance each day.

A quick way to enroll many participants is to check the ALL button in the upper lefthand corner and then deselect youth not enrolled in the activity.

11

Review the enrollment begin dates for each participant.

CMS prepopulates begin dates with the first scheduled activity date. You may change the date as necessary to reflect the date each participant started in the activity. When you are finished, click Next.

Check for scheduling conflicts. CMS generates a list of participants who are enrolled in activities that are scheduled at the same date(s) and time as your activity. If you want CMS to ignore these scheduling conflicts, check the Enroll box in the upper lefthand corner. When you are finished, click Next.