Step-by-Step Instructions for Uploading Data

Upload Tool

The Upload Tool provides an option for grantees to add participant and activity data to the CMS in bulk by populating and uploading spreadsheet templates. Because the tool does not replace all data entry interfaces in the CMS, we encourage grantees to consider the benefits and costs of using this tool. Grantees who meet all of the following conditions may find the Upload Tool efficient and effective for entering participant and activity data into the CMS: 1) grantee houses the majority of their participant and activity data in another database that is capable of generating reports/extracts in a tabular format; 2) fields and values in the other database are mapped to CMS data or if they are not currently mapped, grantee has the staff capacity to conduct this mapping; 3) all required fields in the CMS are represented in the other database; and 4) grantee works with large numbers of SFUSD and/or non-SFUSD youth.

If your program decides to upload participant and attendance data, we encourage you to stick to this method year-round. A combination of uploads and manual data entry may lead to data being unintentionally deleted or overwritten. For data quality assurance purposes, if you are planning on uploading data please stick to this method as much as possible. You may change methods year to year, but it is best practice to stick to just one method year-round.

Step-by-Step Instructions for Uploading Data

What You’ll Need

• Agency or Program Staff User Account

• Appropriate Upload Tool Template: Accessible in the CMS Resources page

• For uploading attendance: Participant records entered in CMS and activities created

• For uploading participant registrations: DCYF-required demographic information