> For the complete documentation index, see [llms.txt](https://dcyf.gitbook.io/cmshandbook/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://dcyf.gitbook.io/cmshandbook/activities/activities.md).

# 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.

{% stepper %}
{% step %}
**Log in to the CMS and navigate into your program.**
{% endstep %}

{% step %}
**Click on the *****Activities***** module in the lefthand navigation menu.**
{% endstep %}

{% step %}
**Click on the *****Add***** button to create a new activity.**

{% hint style="info" %}
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.
{% endhint %}
{% endstep %}

{% step %}
**Select the Service Type from the dropdown menu.**
{% endstep %}

{% step %}

####

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

**Job Placements:** Select a Job Placement Projected Service.
{% endstep %}

{% step %}
**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.
  {% endstep %}

{% step %}
**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.
{% endstep %}

{% step %}
**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.
{% endstep %}

{% step %}
**Enroll participants by clicking on the Enrollment tab.**
{% endstep %}

{% step %}
**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.

{% hint style="info" %}
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.
{% endhint %}
{% endstep %}

{% step %}
**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.

{% hint style="info" %}
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.
{% endhint %}
{% endstep %}
{% endstepper %}