Fy2016-17 Activity Management (fka asa) Fabrik application 3/1/2016 Table of Contents Topic

Remember to count to 5 slowly to allow “refresh” when moving between screens

FY2016-17 Activity Management (FKA ASA)

Fabrik application

3/1/2016

Table of Contents

Topic: Page:
Overview 2

Log In 3

Startup Activity Manager 5

Activity Cards View 6

Review & Edit Continuing Activities 8

Overview of Tabs and Documentation 9

Review and Save Rollover Activities 13

Review and Edit Rollover Activities 13

Adding a Logic Model 15

Change History 16

Add New Activity 17

Moving Activities Forward 21

Delete Activity 22

Restore a Deleted Activity 23

Reviewing Current Activity Status using Filters 24

Log Out 25

Viewing and Printing Activity list 26

Overview of Activity Management 2.0 in the Expanded Fabrik Application
There are several key points that you will need to keep in mind as you use the Activity Management (AM) 2.0 function in the Fabrik application:
Things that are the same as last year:

1. 
   It is important that staff who enter data into Fabrik for the AM 2.0 carefully read the full instructions prior to entering any data into the system.
   

2. 
   What you see on your screen is impacted by the browser you are using and the size of monitor you have. Directions are written based on Google Chrome with a 24 inch monitor. Your screen may look different than the screen shots in the directions. Mozilla Firefox and Google Chrome browsers both work extremely well. Safari and Internet Explorer are not recommended for this process.
   

3. 
   Single click on Activity Cards to open the specific Activity screen. Double clicking, clicking too often, or clicking before the page has loaded, will not get you where you want to go.
   

4. 
   Logic models may be uploaded during the submission process and will be required for some activities.
   

5. 
   Remember to count to 5 slowly to allow “refresh” when moving between screens, and be sure your screen has refreshed before selecting another Activity Card.
   

6. 
   Important Notes are highlighted throughout the Instructions.
   

New to the process this year:

1. 
   There are two ways to access the main Activity Cards view screen.
   

1. 
   When you enter Fabrik, you will see a screen with a “Summary Card” for each Local Partnership (LP) to which you have access. Each card provides a dashboard of information about the the local partnership including total number of activities, allocations, Executive Director (ED), Regional Specialist (RS), and Contract Specialist (CS). Clicking on this summary card takes you to a pop-out of an LP profile. From there, click the “activities” button in the bottom right.
   
2. 
   From the Summary Card screen, you also have “one-click” access to the activity cards with the brown button labeled activities on the menu bar to the right of the screen. Click the button to access your activity cards.
   

2. 
   You may be required to upload evidence for your activities. Please check the appropriate box to describe what evidence you are using to support the components of your activity.
   

3. 
   Make available for contract/Request Review Buttons
   
   1. 
      All activities in “Approved” status whether auto-approved or NCPC approved, are available for contracting once you click the “Make Available” button on the front of each activity card. Activity Manager 2.0 allows you to move easily from submission to contracting simply at the click of the “Make available” for contract button. This button is replacing the submit button from last year.
      
   2. 
      Request Review- when you complete a change or submit a new activity that places an activity into “Needs Review” status please use the “Request Review” button from the task menu inside the activity card screen for the regional specialist to review activities. You do not need to wait until all your activities are ready to request an activity review.
      
   3. 
      You may submit each activity as you complete it. Please enter and send all new activities first if at all possible so we can get your review underway.
      
   4. 
      Once you request a review, you will not have “write” access to that activity until it is released (either approved by NCPC, or released for further revision).
      

4. 
   The return to cards button is not available this year. To exit out of the cards, simply click the X in the top right corner to return to the activity card home screen.
   

Click the X in the top right hand corner.

Questions? Call your Regional Specialist at any time!


Log In and Access Activities Screen

1. 
   Log In:
   

Log into Fabrik using your Citrix username and password. The internet address is: https://fabrik.smartstartinc.net


After log-in, you will default to the profile screen below:


This page will allow you to make changes to your profile information. Be sure to update this information if you have a new email address, name change, new job title, etc. Make any changes in your profile if necessary and then Save. If no changes need to be made, go to the header bar or “banner” (shown on the next page) for the next step.



Startup Activity Manager 2.0 for FY2016-17

Hover over CMS or click the drop down arrow next to CMS and slide your cursor down to Activity Manager 2.0. This will give you access to the following view:

The LP Summary card view is the first view you will see.

If you click the card, you will get the LP Profile card view below. If you click the brown activities button, you will have access to all your activity cards.

This is the LP Profile card view

You may click to brown activities button to access all your activity cards.

Activity Cards View:

Access Activity Cards:

The Activity Management 2.0 home screen is your starting point for the submission process.

The front of the card provides information about your total allocation, your partnership contact number, the Executive Director, and both your contract and regional specialist. Once you click the brown activities button you will see all of your partnership’s activities that were in contract in FY15-16 and were rolled forward. Make sure you are in the correct fiscal year 2016-17. Each activity card displays the following:

Core service area

Activity Name

CAD

Activity Status Bar

PBIS ID

Partnership Name

Purpose Service Code

Activity Type

Make available for contract button

• 
  Core Service Area – related to Early Care & Education, Subsidy, Family Support, Health, Program Support, or Administration.
  
• 
  Activity Name – will display as it was in FY15-16 unless you edit it.
  
• 
  CAD – The CAD section of the Activity Card shows the portion of the CAD that fits on the card. To see the full CAD click on the Activity Card. (More about that later)
  
• 
  PBIS ID – will display as selected in FY15-16 unless you edit it.
  
• 
  PSC (Purpose Service Code) – will display as selected in FY15-16 unless you edit it.
  
• 
  Current AM 2.0 Activity Status displays under the line bar. Status may be Needs Review, Auto Approved, NCPC Approved, or Submitted. (More, later)
  
• 
  Activity Type displays one of the following: Administration, In-house, Service Provider, Subsidy Purchase of Care, State Subsidy Services Support (DSS related), or WAGE$.
  
• 
  Make Available use this button to enter activities for contracting.
  

As part of your Activity Management 2.0 process, you should at least review and/or edit every activity that has rolled over. Make sure you are in the correct fiscal year 16-17 when entering and reviewing your activities.

Note: Administration displays in your list of activities. It has to be in the system for contracting purposes and if you make a change please request review.
On the right side of the Activity Card Screen you will see the following tools:


New Features this Year

Contract Status (In contract, not in contract, Package, Not in Package)

Program Status (All Approved, Auto-Approved, NCPC Approved, Needs Review)

Fiscal Year (14-15, 15-16, & 16-17)

View Screens – allows you to perform different functions for programming, contracting, and data reporting in different screens

• 
  Programs view (related to all programmatic /planned activities)
  
• 
  Contracts view (related to all activities in contracting)
  
• 
  Outcomes view (selected outcomes for planned activities)
  
• 
  Data view (displays quarterly output data)
  

Same Features as Last Year

Actions

Activity List Full:

Activity type

PBIS ID

PSC

Core Services

CAD Report

LP Activity list

Add new activity

QA Report

LP Profile

Filters




Review and Edit Continuing Activities

The Activity Management 2.0 home screen is the key to reviewing your activities. On this screen Single click on any activity card to open the edit screen

(Note: If you double click on an Activity Card the Edit Screen will not appear)

This should look like last year!
Next come the Editing Screens which are different from last year, but easy and intuitive.

• 
  Each function has a clearly labeled menu option
  
• 
  Logic models, if needed, and evidence (not in Resource Guide), can be uploaded for new activities. Remember to check the appropriate box to describe what evidence you are using to support the components of your activity.
  
• 
  Required Outputs will be automatically populated
  
• 
  Each activity will need at least 1 Outcome.
  

Edit Screens NEW and improved! (These do not look like last year.)

Each menu task should be reviewed for accuracy or edited for changes. You may access them from top to bottom or in any order you choose.

Edit/Modify CAD

The CAD tab can be edited and you’ll notice there are formatting tools available.

To revise/edit CAD, click the Edit/Modify CAD tab. Make the necessary edits, click edit CAD again to activate save button, then click save. Complete the justification for change pop up box, and click ok.

New Features:

Upload EB/EI Files

Select Measures

View Change History

View Status History


Tabs and Documentation
Activity Detail

Activity Detail list:

Title of activity

PBIS ID,

PSC

Activity Type

DSP

Activity ID, if a rolled over activity.

Click the save button to save the changes made.

Upload EB/EI Files

New Feature:

 Upload Evidence: allows you to upload evidence for new and non-AA activities.

Please check the appropriate box to describe what evidence you are using to support the components of your activity. (instruction details for uploading evidence will follow).


Program ID

 The Program ID tab allows you to select Program IDs.

 Fewer than 3 PIDs are ideal. If your activity has more than 3 PIDs please contact your regional specialist.

 Choose PIDs carefully as they prompt the outputs and outcomes!

 See current Smart Start list for available PIDs.

Click save


After you have selected the PIDs, click the save button.

• 
  
  • 
    Output Questions tab shows required output(s) which will auto-populate based on PID selection.
    
  • 
    Output questions will allow us to collect statewide data and report more uniformly to the legislature.
    
  • 
    Partnerships may also select additional optional outputs by typing in the additional output in the box and then clicking Add button.
    
  • 
    If you change your mind about an optional output, simply uncheck the box.
    
  • 
    Exempt from Outputs based on PSC: Administration, PC/Evaluation, State Subsidy Admin (Support Services @ DSS), & Dual Subsidy Admin (Support Services), Fundraising, NC PreK Administration (DCDEE funds).
    
  Output Questions
  

• 
  
  • 
    The Outcome Questions tab allows you to select the activity outcome you would like to associate with this activity.
    
  • 
    You may select up to 3 outcomes to measure and report on in the upcoming year.
    
  • 
    You may also add an outcome on the far right side by entering it in the Other box and clicking the ADD button; close the then activity then re-open to check the accompanying small box for the outcome you just added.
    
  • 
    Verify all other checkmarks remain checked.
    
  • 
    
    
  
  

Outcome Questions

• 
  
  • 
    The Outcome Measures are related to the Outcome(s) selected and/or you may add in your own.
    
  • 
    This is NOT required before partnerships submit activities for approval. Partnerships will need to select measures by July 1.
    
  • 
    See the Outcomes Supplemental Guidance for more information.
    
  
  Outcome Measures
  

• 
  
  • 
    The Budget tab shows the line item budget in contract in FY15-16 at time of rollover.
    
  • 
    This tab is for partnership planning purposes only and not required for activity approval or submission.
    
  BUDGET TAB
  

Actions That Can Be Taken on an Activity

Request Review for any continuing activity that needs review or it cannot be processed by the Regional Specialist.

1. 
   Review and Save Rollover activities:
   

Click on the Activity Card for an activity. When it opens, review all items. If no changes need to be made to the rollover information, proceed to the Select Measures tab. Review outcome measure for accuracy as your selected measure from 15-16 should roll over as well. However, you may select an outcome measure you intend to use during ASA, or you may select a measure before July 1. 2016. Not selecting a measure during ASA will not affect the approval of activities.

2. 
   Review and Edit Rollover activities with changes
   

1. 
   Click on each Activity Card, one at a time, reviewing all items. Review all information, paying careful attention to CADs, Activity Detail, and Program IDs.
   

HINTS:

• 
  On the Activity Detail tab, Activity Type includes:
  

• 
  Administration
  
• 
  In-House
  
• 
  Service Provider
  
• 
  Subsidy- Purchase of Care (DSS, PSC 2340 only)
  
• 
  Subsidy Services Support (DSS, PSC 2360 only)
  
• 
  WAGE$
  

Remember to use the Subsidy Purchase of Care and Subsidy Administration ONLY for state level contract subsidy. (These options should not be selected for Dual Subsidy activities.)

• 
  You may also select multiple Program IDs using the PID tab and checking the appropriate boxes. Make certain PIDs most accurately reflect your strategies.
  

2. 
   If changes are needed for FY16-17, make the changes on the designated tab as needed. Please contact your regional specialist if you need assistance.
   

• 
  When all changes on all tabs are complete, click on the Save Button at the bottom of the screen. You will see a pop-up reminder to enter the change justification.
  
• 
  Remember: Adding non-auto approved PIDs will require a Logic Model upload.
  

Examples:

1. 
   Adding Non-Auto Approved Program IDs
   

We selected Motheread and added a non-auto approved PID (Literacy Other) which was our only change. When we clicked the Save Activity button, the following pop up box appeared:

What was Changed?

indicates the item that was changed.

Justification for Change:

why the change was made

• 
  A non-auto approved ID was added with the justification
  

• 
  
  • 
    This message will pop up to tell you that the activity was set to Needs Review (since non-auto approved Program ID was added).
    
  • 
    Click OK
    
  
  

 This message will pop up to tell you to proceed to the upload file tab where you can upload both a logic model and evidence because a non-auto approved PID was added.

 Click OK

While it’s not required, if you want to upload your logic models for each activity, against the appropriate activity card feel free to do so!

• 
  
  • 
    If you have evidence in an electronic format, other than the Resource Guide, please upload evidence for new activities.
    
  • 
    Click Choose a File
    
  • 
    Then click on Upload Evidence
    
  • 
    Please check the appropriate box to describe what evidence you are using to support the components of your activity.
    
  • 
    The screen should refresh and show you the documents added for both LM and evidence.
    
  • 
    The most current upload will appear at the top of the list with Activity ID and PSC.
    
  
  

Adding a Logic Model


 Click on Choose File button to access your drives to browse for LM.
 Then click on Upload Logic Model to add LM.







Remember how we selected a non-auto approved PID? The red status bar indicated NCPC needs to review the activity. In cases where NCPC needs to review, please click the review request button from the menu list on the left when the card is open.

Now it’s time to move to your next activity and start the process again!

We’re in this adventure together so let us know if something’s not working as you expect or whatever else you have questions about!
Change History

 Activity information is provided includes Activity ID, Name of activity, PBIS, PSC, Activity Type, and DSP.

 Other information includes individual who made changes, the date changes were made and justifications along with the CAD.

This report of changes made to each activity was quite popular last year! It can be accessed in the AM when you open an activity card. Look to the left side of the screen and see View Change History tab.


Add a New Activity

1. 
   On the Activity Cards screen click on the Add New Activity button in the brown box at the top right side of the screen.
   

2. 
   This will open the Edit Activity Details tab (see below). Enter all the requested information on each tab. Remember legislation requires all Smart Start funded activities be evidence based or evidence informed.
   

 Click on Edit Activity Details

• 
  
   Complete the edit activity details tab information including:
  
  • 
    Name of activity
    
  • 
    PBIS ID
    
  • 
    PSC
    
  • 
    Activity Type
    
  • 
    DSP
    
  • 
    Activity ID
    
  • 
    Click on Save after completing information.
    
  
  

Complete the Activity Detail tab, then click save.

 Complete the justification for change boxes and click OK

Complete the justification for change boxes and click OK

 This pop up box will appear to show the activity has been saved.

 Click OK

• 
  Once you’ve clicked OK, allow your screen to refresh, return to the main activity card page, and open the new activity card you just created. See Below
  

The new activity card displays:

• 
  Core service area
  
• 
  Local partnership
  
• 
  Name of activity
  
• 
  PBIS ID
  
• 
  PSC
  
• 
  DSP
  
• 
  Activity status
  

 This is the new activity card you created.

• 
  Click on Edit/Modify CAD to add CAD (be sure to save the CAD and complete justification for change window) before proceeding to complete other tabs.
  

• 
  Upload LM and evidence if activity is new.
  

• 
  Complete Edit Program ID tab (be sure to save you PID selections and complete the justification for change tab window)
  
  • 
    Program IDs affect the auto approval process and Output requirements
    
• 
  Review the required Outputs for the activity, and if desired, add up to 3 others that you will track.
  
• 
  Select Outcomes
  

• 
  You may select an Outcome measure during ASA or before July 1, 2016. Not selecting a measure will not affect the approval of the activity.
  

• 
  Select request review so NCPC can review the activity for approval.
  

1. 
   If your new activity has only Auto Approved (AA) Program IDs,
   

• 
  When all tabs are completed, click the Request Review button.
  
• 
  Allow a few seconds for your Activity Card Screen to refresh and you will see your new Activity Card. The green status bar indicates the activity has been auto approved.
  
• 
  Activity Cards are arranged by category;
  
  • 
    Administration (black),
    
  • 
    ECE (green)
    
  • 
    Family Support (cinnamon)
    
  • 
    Health (teal)
    
  • 
    Program Support (yellowish green)
    
  • 
    Subsidy (dark gray)
    

5. 
   If your new activity has any Program ID that is not Auto Approved you will need to upload the appropriate logic model and identification of evidence used. Please check the appropriate box to describe what evidence you are using to support the components of your activity. If evidence is not in the Resource Guide other evidence will be required with the activity submission. You cannot upload the LM at the same time you enter the information into the New Activity tab.
   

Here’s an example of what you’ll see after selected a non-auto approved PID.

After you select your non-auto approved PID(s) a pop up window will direct you to upload logic model and identified evidence. If you fail either, when you click the review request button your activity will not be submitted to NCPC for review.

Here’s an example of what you’ll see if you fail to upload a logic model.

• 
  
  • 
    Notice how the pop up box tells you to add the logic model.
    
  
  
  

• 
  This year a pop up window will not confirm your logic model upload.
  
• 
  To ensure your logic model and evidence was uploaded, allow your screen to refresh, return to the new activity card, click on upload EB/EI files and look for the most recent logic model upload.
  

This completes the process for submitting new activities to NCPC.

Moving Activities Forward

Please enter and send new activities first, if at all possible so we can get your review underway.

CHANGE FOR FY16-17
The Review Request button – When you complete a change that places an activity into “Needs Review,” please use the “Request Review” button. You do not need to wait until all your activities are ready to request an activity review.
The Make Available button- Activities in “Approved” status whether auto-approved or NCPC approved, are available for contracting. Activity Manager allows you to move easily from activity phase to contracting simply by clicking the Make Available button.
Be sure you allow time for the screen to refresh before moving to another activity card.

• 
  Check the Activity Status bar.
  
• 
  If you are ready to submit the activity to NCPC, click the brown Make available button. Once submitted, you will no longer be able to make changes until the activity is returned to you by your Contract Specialist.
  

 Check the activity status bar

 If the bar is red with Needs Review, click the Request Review button inside the activity card for NCPC to review the activity. The activity card will indicate a Review Request has been submitted.

CHANGE FOR FY16-17
Delete an Activity

If an activity is displaying in the Activity Cards that you want to delete for FY16-17, the process is really easy in Fabrik.

 Open the activity card you’d like to delete. Click “delete activity.” After clicking delete, click OK.



Click OK

• 
  The 2nd pop up box confirms your deletion.
  
• 
  Click OK
  

Last year local partnerships were able to see a list of their deleted activities. This year this feature will be forthcoming later in the year, but will not be available when ASA opens on March 15^th, 2016.
Restore a Deleted Activity

If you delete an activity by accident and would like to include it in your Activity Management, contact [e-mail].

This completes the process for deleting and restoring deleted activities.
Reviewing Current Activity Status using Filters

You are now able to review the current status of all your activities at any time by using the Filters in the blue box to the right side of your Activity Cards.

• 
  
  • 
    Click on the drop-down arrow for the Program Status Box.
    
  • 
    A list will display:
    
    • 
      All
      
    • 
      Needs Review
      
    • 
      All Approved
      
    • 
      Auto Approved
      
    • 
      NCPC Approve
      
  
  
  
  • 
    You can also filter on Activity Type, PBIS ID, PSC, Core Services or Fiscal Year by using the drop down menus.
    
    • 
      In each case the selected items will display. Example: If you use the drop down menu from PBIS ID and then select EDU10, the activities you have coded to EDU10 will display.
      
  
  
  
  • 
    You can also use filters in combination. For example, you might want to find all your activities that are In-House that address PBIS ID EDUI0. You would select In House from the Activity Type Menu and EDU10 from the PBIS ID menu.
    
  
   View Screens – allows you to perform different functions for programming, contracting, and data reporting in different screens
  
  • 
    Programs view (related to all programmatic /planned activities)
    
  • 
    Contracts view (related to all activities in contracting)
    
  • 
    Outcomes view (selected outcomes for planned activities)
    
  • 
    Data view (displays quarterly output data)
    
  • 
    
    
  
  

IMPORTANT NOTE about Filters:
After a filter search, you will need to go back to the filter buttons you used and select Show All to once again see all your cards; otherwise the Activity Cards will continue to display in the filter mode.

Log Out
When you are ready to exit the system, scroll to the very bottom of your Activity Cards Screen. At the very bottom of your screen you will see a black band with a green Logout button. Click the Logout button.




Logout Button



A pop up box will display: Click log out.


Viewing and Printing the Activities List
Activities List

You may want to print or save a copy of your Activities List using the brown box that appears on the right side of the Activity Cards screen.

Click on the Activities List button to display the Activity List shown below.

Click on PDF to display a full listing of your activities. You are able to print a list of your full activities.

This concludes the ASA instructions for FY 2016-17. Should you have any questions regarding the annual submission of activities, please contact your regional specialist.
REGIONAL SPECIALIST
Lois Slade Ebonyse Mead

Mideast and East Midwest and West

[phone] [phone]

[e-mail] [e-mail]

2016-17 AM Instructions Page of