Team webforms guidance

USING TEAM WEBFORMS

What information will be submitted via webform?

From 30th April 2018,Delivery Partners will be asked to submit young people and programmes information via an online form. These forms replace the paper forms which were previously used on the Team programme and will send the data directly onto Frontline,reducing the need for data entry

Team Leaders (or any member of DP staff) will submit Team starts forms, residential information, community project updates, work placement information, Team challenge updates and outcomes information online

DPs will have options to save summaries ofall data submitted, either to pdf or to print it

Before programmes start

To ensure the webforms will work for your Teams, programme executives should save the Team session on Frontline and set its status to Ready, and make a note of the Session ID

You will need to share this Session ID, along with the DP’s Organisation ID, the week before the programme starts. There are email templates available in the Communication tab on each session, which you can adapt to send to your delivery partners with the relevant details

Note: the link to the webforms will be posted on Team Online and The Loop, but staff will not be able to submit information without theID numbers. Each programme will have a different ID which will become redundant once the Team is over. Partners should not use the same ID for different programmes.

Using the webforms

The forms ask for similar information to the paper forms previously in use.

This homepage must be completed each time. This is where the organisation and session ID that links the forms to the right Team programme is entered

This is also where you choose what sort of information will be submitted. More than one form can be submitted at the same time

The Team Start Sheet and residential information must be submitted by Day 1 of Week 2

Team start sheet

The Start Sheet asks for young people’s names, dates of birth, Team start date and – in England only – GCSE grades

A new young person record (contact record, interaction and participation) will be created on Frontline using this information – or a new interaction and participation where a young person has completed a previous programme with The Trust

This should only be completed for young people attending residential ie full participations

Note: before completing forms about young people data (the start sheet, work placement and outcomes forms), your browser cache must be cleared to ensure that the information can be submitted correctly.

This information will appear on the young person’s Interaction in the Team Details tabon Frontline and also pull through to the Session Attendance tab and Team Review > Start sheet tabs.


Note: if young people’s details to do not match to their profile, Frontline will show a) the session status as ‘Matching Error’ and b) a subtab called ‘YP details’ will appear on the 'Team Forms' tab. This will show all submitted information so that you can see what is wrong and figure out how to correct it

Note: if a Team Leader has submitted a web profile form for their Team, the young people will be set as ‘attended’ automatically. If any young person has a profile form submitted but does not attended week 1, it is the executive’s responsibility to update their Frontline status.

Residential information form

The Residential information form should be submitted ahead of leaving for residential and must include the dates of the residential as well as contact information for a staff member there

Community Project and Team Challenge forms

The Community Project and Team Challenge forms both include new drop-down menus where we ask the Teams to specify what sort of community organisation the Team is supporting

How is information shown in Frontline?

The information submitted in these forms will show in the Team session on Frontline.

You can see the dates of submission as well as the name of the last person to submit a form

If you know a form has been submitted but you can’t see it, refresh the session

The session status will update to ‘New Team form arrived’ once information has been submitted

You can check on all your Teams by going to your My Sessions dashboard in the Navigation area and sorting the report by the Status column (click on the heading).

Once you have checked through the submission, you can set the session status to ‘In progress’

What if the information doesn’t update in Frontline?

This could be for many reasons but you will need to understand the different scenarios when incorrect information is submitted.

When incorrect information is submitted for organisation name or Session ID, a new session is created with the status 'matching error'

  • This means that you won’t see any change at all to your actual Team programme session

This status is used when:

  • The Session ID and organisation name do not match
  • The Session ID and organisation name do match, but information has previously been submitted for that particular form

You should check regularly for these issues by running a Session Quick Search (searching for sessions with the status ‘Matching Error’ and your region or sub-region)

  • You can add additional filters too, to search for your sessions by region and sub-region
  • If a Session ID has matched to one on Frontline, it will show on the session search
  • If a Session ID hasn’t matched, but an organisation name has, it will show on the org region search
  • If neither session nor organisation name have linked, the sessions will not appear on a regional list
  • If you suspect this has happened, contact MIS
Submitting information about individual young people

As well as the Start Sheet, we are asking for information for each young person on their work placement and their expected outcomes

This information will appear on the young person’s record, not the Session

The young person’s name must be the same for each submission or the information will not pull through to their record on Frontline

  • This warning is also given on all the relevant forms
Outcomes information

In place of the Team participation form we are asking Team staff to complete an outcomes form

  • This will enable The Trust to analyse outcomes but also take early leavers into account for retention statistics

The information submitted here will be used as part of Frontline’s calculations for Team reviews and Annual Quality Reviews

Team execs should send a report which shows all Team participants to Team Leaders in Week 11, along with a reminder to complete the Outcomes information form

  • This can be produced via the Attendance tab in the Session and clicking on Contact details export (see Sessions guide for further information)

Delivery partners should also record whether the young person is moving into an immediate outcome or is expected to within 3 months.

This information will appear on the young person’s Interaction > Team Details tab on Frontline and also pull through to the Session Attendance tab and Team Review > Outcomes tabs.

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