Response to tender from Sport Structures Ltd August 2010
Sportivate Online Portal Guidance Version 6
Provided by Sport Structures Ltd
1
www.sportstructures.com
Sport Structures Ltd Version 6
Contents
1 Introduction 2
1.1 System overview 2
1.2 This guide 2
1.3 Data protection 2
1.4 Sport England dashboard (not available to CSPs) 3
2 CSP information 4
2.1 CSP User 4
2.2 CSP dashboard 5
2.3 Navigation 5
2.4 CSP tables and charts 7
2.5 Data downloads 9
2.6 Qualitative review 9
2.7 Activity calendar 10
2.8 Downloads 11
2.9 Provider dashboard 11
2.10 Provider data inputter 11
2.11 Deliverer dashboard 12
3 Creating and managing projects 13
3.1 Overview 13
3.2 Project codes 14
3.3 Creating projects 15
3.4 Editing projects 16
3.5 Project sessions 17
3.6 Adding participants 17
3.7 Registering participants 20
3.8 Printing the register 22
3.9 Completing and approving projects 23
3.10 Re-opening projects 25
3.11 Cancelling projects 25
3.11 Deleting projects 26
3.12 Data exports 27
4. E mail project reminder system 28
4.1 E mail reminder 28
5 Troubleshooting 29
6 Summary 31
Icon Help List 31
1 Introduction
1.1 System overview
The Sportivate CSP online portal has been developed to support the impact study and is the means by which CSPs must collect and submit their participation data to Sport England. The system has been designed to be simple and user friendly. It has also been designed with the practicalities of programme management in mind and will help CSPs to manage their Sportivate arrangements.
There are five tiers of access to the system;
Tier / Name / Role in Sportivate / AccessTier 4 / Sport England / Managers of the national programme / Overall programme dashboard
Tier 3 / CSPs / Managers of the programme at a county level through lead officer
May receive hard copy participant registration forms and input participant details on to the portal on behalf of providers. / Can create projects, and set up both providers and/or deliverers
(Data Inputters where necessary)
Tier 2 / Providers / Managers of projects through appointed organisations such as clubs, colleges, local authorities and commercial companies.
May receive hard copy participant registration forms and input participant details on to the portal on behalf of deliverers. / Can add some details to projects and set up deliverers
(Data Inputters where necessary)
Tier 1 / Deliverers / Frontline deliverers to young people running sessions as a coach, instructor or activity leader / Can input sessions and add participants
1.2 This guide
This document replaces version 5 of the user guide issued in July 2014. We obviously hope this CSP user guide is helpful but admit that the best way of familiarising yourself with the system is to explore it. This manual has been written exclusively for CSPs and is provided in Microsoft Word format to enable CSPs to edit and present the information in an abbreviated format for providers and deliverers as they see fit.
1.3 Data protection
This user guide should be read in conjunction with data protection guidance issued by Sport England. Improvements have been made to the system to restrict access to the personal data of participants. Although this does not affect the deliverer level access rights, at all other levels the default view will show anonymised participant data. CSPs and Providers, where operationally necessary, will be able to apply for data inputter access for specific projects from Sport England. This will enable them to enter and edit participant details but should only be used as a last resort.
1.4 Sport England dashboard (not available to CSPs)
Sport England can see an overview of activity by viewing both the national level dashboard and by having access to each individual CSP dashboard. This will aid Sport England in its relationship management with CSPs.
2 CSP information
2.1 CSP User
CSP users can be added or details updated by Sport England. Any changes or updates to users should be sent to your Development Manager so that your details can be updated and login details provided. Once you are set up as a user you will receive an email to provide you with your login information.
The default access rights at CSP level are now known as CSP Manager. This log in provides a full overview dashboard of all project activity and access to the charts and data export functions.
When a member of staff from the CSP needs to act as the data inputter (usually as a matter of last resort when a deliverer is unable to fulfil the role), you can create Data Inputter access rights. Approval and log in details must have been requested from Sport England to establish this level of log in. You can then set the member of staff up as an inputter from the project set up page. A drop down box will contain the authorised CSP data inputter email address. These access rights will only apply to the specific projects for which the inputter has been selected and not all the projects in the CSP area.
2.2 CSP dashboard
The CSP dashboard has been designed to present an easy to use filter system so CSPs can select the activity progress and status of the projects that you want to view. Your initial dashboard will look like this; once you have filtered by the required field you should then select ‘get projects’
2.3 Navigation
You will then be taken to the project page (default 100 per screen, see below screen shot). You can use the search box in the right hand corner to filter the list. By ticking the year box you can view the financial year that the project started in. Use the tick box to show approved, open or cancelled projects. The drop down box also allows you to filter by local authority.
When you click on a specific project this will open in a new tab or a new window (depending on what type of browser you are using or your browser settings). Please note that you must close and save the changes on the projects you are working on and then refresh the dashboard page in order for updated information to be featured in the charts or the dashboard totals. Please be aware also that to return to the dashboard from any page you just need to click on the Sportivate logo at the top of the page. The colour coded boxes highlight certain projects to provide a warning that action needs to be taken. Projects are highlighted because a) red- estimated start date has passed and no action has been taken, b) green - a project has been completed but is just waiting for approval off the CSP c) grey - a project is open and is running as expected.
It is vital that projects are “completed” by providers/deliverers as this allows the data to be approved by the CSP so that it can be included in the analysis and reporting. It also is the trigger to sending the online tracking survey to participants (See 3.8 for the approval process).
2.4 CSP tables and charts
From the dashboard you can access simple charts and table that reveal your progress. You can access these by clicking on the “View charts” button. Only the data from approved projects will be shown. The charts and table provide details of progress against each of the programme’s KPIs.
· Sustained – The target relates to the proportion of young people who, when completing their participant registration form, state that they have taken part in sport for at least 30 minutes for 0-3 days in the previous 28 days (<1x30). It then compares this against the proportion of young people who, when completing a participant tracking survey three months after their 6-8 weekly coaching sessions have finished, state that they have taken part in sport for at least 30 minutes for 4 days or more in the previous 28 days >1x30). This is shown by CSP and region.
· Completed – The number of participants who attend all or all but one of their Sportivate sessions.
· Inactives - The target relates to the proportion of young people reached by Sportivate who, when completing their participant registration form, state that they have taken part in sport for at least 30 minutes for 0-3 days in the previous 28 days (<1x30). The target will be a proportion of a CSP’s completed target.
There is also additional data available on this page:
· Reached – The number of unique participants who have taken part in at least one session.
· Demographic data – relating to your year to date
2.5 Data downloads
CSPs will now have access, via buttons at the top of the dashboard, to three levels of raw data export – by participant, project by project, and overall CSP summary. These can be opened and saved as a CSV file. These exports are of raw (uncleansed) data and may therefore differ from the official statistics produced by the impact study team.
2.6 Qualitative review
Every six months you will be asked to complete a qualitative review of your CSP’s performance for that period. A red link button will appear at the top of the portal when you login which will take you to a form which asks you three questions that will provide Sport England with commentary on your performance.
You can either “save for later” (complete when you have more information) or “submit feedback” which will submit your comments to Sport England and the impact study team. Once your review has been submitted the qualitative review box with disappear until the next six month review period. You will also receive an automatic email to prompt you to submit your review at the appropriate time.
An automated email is sent to Sport England providing the qualitative feedback on progress made over the last six months.
2.7 Activity calendar
By clicking the “activity calendar” button you can view all your Sportivate projects by time period. For more information on a project you can click on the project and it will take you directly to the project information page (See 3.4 for project information page).
2.8 Downloads
From the dashboard page you can download a host of resources to help you manage and administer your Sportivate projects. Click on the “Downloads” button in the top right corner of the dashboard page to visit the document store. Click on the resource that you wish to access and this will then allow you to download it as a word or pdf document.
2.9 Provider dashboard
The provider dashboard is similar to the CSP dashboard but will show only the projects that the Provider (an organisation such as a local authority) has been commissioned to manage. Basic information will be populated by the initial set up information entered by the CSP.
Providers will be able to;
· Add deliverers
· Edit project information
· Add and edit sessions
· Print a copy of the register
· Complete a project
Providers will NOT be able to;
· Set up a project
· Cancel a project
· View charts
· Approve a project
· Add and edit participant details
2.10 Provider data inputter
In a similar way to how CSPs can seek approval from Sport England for access rights to input (and therefore to view) personal data, this is also available to Providers who need to fulfil that function. The process is the same as for CSPs and is explained above in section 2.1.
2.11 Deliverer dashboard
The deliverer dashboard will also give an at-a-glance summary of activity, progress and status for a deliverer (a coach, activity leader or instructor) and will only display projects they have been assigned to deliver. Basic information will be populated by the initial set up information entered by the provider.
Deliverers will be able to;
· Add and edit sessions
· Add and edit participants
· Print a copy of the register
· Update the attendance register
· Complete a project
Deliverers will NOT be able to;
· Edit project information
· Cancel a project
· View charts
3 Creating and managing projects
3.1 Overview
CSPs set up projects on the system. When a project is created, the project provider will be automatically notified by email. If the project provider does not already have a Sportivate account they will be emailed a link to create their account. The CSP, or the project provider, can also specify the deliverer (if known) and they will also be notified by email. If the deliverer does not already have an account for the Sportivate portal they will be emailed a link to create their account.
Example email for new project for a NEW user:
Example email for new project for an EXISTING user:
When you create a new project, your region and CSP will be populated automatically. If you are managing a project for another CSP (cross boundary delivery) these values can be changed. To add a new project, complete all the information on the form and click on the “Save” buttons.
3.2 Project codes
Each project will automatically be assigned a unique project code. The project code will be in the following format: CSP three letter pre fix/second two digits of date/project number.
We suggest you standardise the way you use the “Project Name”, so that it is clear for providers and deliverers which project you are referring to. You should enter the postcode of the main venue for the project. There is no need to label each project with the word Sportivate as a pre-fix, although you are encouraged to do so in your marketing.