The PBHA Database Tutorial and FAQs

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The PBHA Database!Tutorial and FAQs
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Directory

• If you are just getting started, Click Here
• If you need help with
• Your login or password Click Here
• Entering program details Click Here
• Entering volunteer information Click Here
• Entering incident reports Click Here
• Downloading information from the database Click
  Here
• Read the section you have questions about, then
  Click Here

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The Power of the Relational Database

• PBHA Database was 5 years in the making
• Launched in the fall of 2007!
• Tracks critical data
• program history and logistics
• volunteer and constituent information
• community partnerships
• and more!
• Sample applications
• contacting former volunteers for program
  fundraising efforts
• tracking youth participation in
  programsyear-round and longitudinally
• recording best practices for future directors

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The Power of the Relational Database
Mission Hill After School Program
Prisoner Education--Suffolk
Tyler (Vol.)
Anita (Vol.)
Other Volunteers
Sarah the Volunteer
Blue Group!
Jose (Youth Tutee)
Red Group!
Drew (Wed. night tutor)
Darrel (Kid)
Kenisha (Kid)
John (Kid)
Brandon (Kid)
Youth Participants
Map relationships over time!!
Siblings
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Keeping Up to Date

• At the beginning of each semester, the PBHA
  Database Administrator resets the database for
  the new term
• Data from the previous term appears
• Directors are asked to check/update the data so
  that it is accurate for the new term
• The more accurate the data, the more useful the
  tool! Please keep your programs information up
  to date.

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Getting Started

• Use Firefox
• Will not function if you use Internet Explorer
• Download Firefox at www.mozilla.com/firefox/
• Enable Pop-ups
• In Firefox
• Click on the Tools menu
• Choose Options
• Click the Content icon
• Click the Exceptions button next to Block
  pop-up windows
• Type www.pbha.org in the box under Address of
  website then click Allow

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Login

• Go to www.pbha.org/db
• Username and Password
• Each director for your program should have a
  username and password
• If you are a new director, and do not yet have a
  password, or if you have lost your password,
  email a PBHA Programming Chair to retrieve them
  (programming_at_pbha.org)
• Both the username and password are case sensitive
• You can change your login and password in the
  Tasks section. Click Here for more information.

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Home Page

• Welcome, Student Director
• Use the navigation bar above to navigate through
  the different sections available to you.

Program Details -Site information -Program
logistics -Participant groups -Emergency
protocols -Money -Community partners
People -Volunteer information -Participant
information -Link participants with volunteers!
Tasks -Incident reports -Change password
Reports -Download data into an excel worksheet
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Program Details

• A window will pop-up when you click Program
  Details
• To update information at any time, click next
  step until you reach the applicable page (listed
  in order below)
• Basic Info
• Sites ? Add one or multiple sites
• Hours, Dates and Plans ? Program logistics
  includes vans!
• Participant Groups ? If applicable, create
  sub-categories for volunteers and participants
  (e.g. Red Group or Thursday night
  supervisors)
• Emergency Protocols
• Money ? Track budget and grants
• Community Partners ? Keep contact information and
  historical details about key relationships

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Spotlight on Participant Groups
The database allows you to match individual
volunteers and participants (e.g. Susie mentors
Annelyse), but you can also assign people to
groups! You must create groups under the program
details section to be able to later assign
volunteers and participants to the group.
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People Overview

• When adding a person, you will add Basic Info,
  then Type Specific Info, then Term Info.
  Definitions below

1) Basic Info When you add a person, you will
add basic information, (the same for all person
types) then designate a person Type -Volunteers -
Adult Participants -Youth Participants
2) Type Specific Info This information is
different for each category of people. For
example -Volunteers ? college info, CORI
certification -Adult Participants ? no additional
information requested -Youth Participants ?
elementary school, siblings, emergency contact
info
3) Term Info is specific to your program for each
term. This structure allows us to record changes
in peoples interaction with PBHA over time. For
example -Sarah the Volunteer works with John in
Blue Group this semester. Next year, she becomes
a coordinator and works with Red Group. In four
years, there will be a record of each kid she
worked with during college!
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People Overview
-Click here to add volunteers or participants
-Click here if person may already be in database
(e.g. Senior who has volunteered with other
programs in the past, youth who was recruited for
after school through SUP)
-Click the plus sign next to each category to see
all of the individuals linked to your program for
the current semester
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PeopleAdd a Person
-Choose a category for Field 1 (e.g. Last
Name). Type in the name of the person you wish to
add.
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PeopleAdd a New Person
-If no matches exist, create a new person!
NOTE Please double check for accuracy! Search by
both first and last name and by any nicknames.
The person may have been entered incorrectly. If
you do find the person under the wrong name,
please correct their information!
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PeopleAdd a New Person
-Fill in as much Basic Info as possible
-At the bottom of the screen, choose person type
-Volunteer (includes program leaders)
-Adult Participant -Youth Participant (under
18) -Staff (DO NOT USE--paid adult staff
ONLY) -Click Next Step
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PeopleAdd a New Person
-A new page pops up, specific to the person type
indicated (Volunteer page shown here) -Fill in
Type Specific Info as desired -Click Next Step
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PeopleAdd a New Person
-Other programs the person is involved with
appear here
A button will appear for the appropriate term
(e.g. Volunteer Term for a volunteer, Youth
Participant Term for a Youth Participant). Fill
in Term Info to designate how the person is
involved with your program this semester
NOTE If you click Finish before you add a Term
for your program, the person will be added to the
database, but will not be added to your program
this term. If this happens, follow steps to Add
an Existing Person to your program.
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PeopleAdd a New Person
-A new page will pop up -Add Term Info about
the persons interaction with your program this
semester! NOTE You will only be able to assign
the person to a site or group if you have added
sites and groups in the Program Details section.
-Once you click Add Term Info the person is
assigned to your program
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PeopleAdd a New Person
-Click Finish. The person will be added to the
Database and to your program
NOTE If you click Finish before you add a Term
for your program, the person will be added to the
database, but will not be added to your program
this term. If this happens, follow steps to Add
an Existing Person to your program.
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PeopleAdd an Existing Person
Sample Searched for First Name David
-If you are unsure which David is the Correct
person, click View details for more information
-If none of these people are the correct David,
click create a new person
-If David Gonzalez works for your program,
highlight his name, then click Add this person
to the program
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PeopleAdd an Existing Person
-Other programs the person is involved with
appear here
Fill in Term Info to designate how the person is
involved with your program this semester
-If the person is a volunteer, click here NOTE
Program leaders count as volunteers. You will
designate their position within the program later!
-If the person is a youth (under 18) or adult
participant, click the appropriate button
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PeopleAdd an Existing Person
-A new page will pop up -Add Term Info about
the persons interaction with your program this
semester! NOTE You will only be able to assign
the person to a site or group if you have added
sites and groups in the Program Details section.
-Once you click Add Term Info the person is
assigned to your program
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PeopleView or Revise Information
-Return to the People home page by clicking on
the yellow-highlighted button at the top of the
page
-Determine the persons Type (e.g. Volunteer) and
click the plus sign next to that person type
-Locate the person and click the View/Edit
button next to their name
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PeopleView or Revise Information
-To change Basic Info, just type changes! To save
changes, click Update Basic Info at the bottom
of the page
-For Term Info about the persons interaction
with your program this term (e.g. day they come,
participant they work with) click here
-For Type Specific Info (e.g. Volunteer College
Address or Kids Elementary School) click here
-Add notes here
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Tasks
Incident Reports -If an incident occurs at your
program (an injury, van accident, etc.) fill out
your report here. The report will be sent to your
DoP. You should also call or follow up with your
DoP in person!
Change Password -Change your password to
something more memorable here!
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Reports
Reports Generation -Here you can download all of
the information you inputted into an excel
worksheet. Select the information you want to
download and click make report. The excel sheet
will open on your computer with the data! If
the report does not open correctly, you probably
need to update your version of Excel (see yellow
box at top of screen)
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Troubleshooting

• If you click on the Help button at any time,
  this PowerPoint will appear
• Are you getting error on page messages? Does
  nothing happen when you click on a button? Try
  using Firefox and be sure to turn off your popup
  blocker. Click Here for more information.
• Did you click finish? If you closed a window
  without clicking finish, the database may not
  have saved your work.
• Did you click refresh? Sometimes the
  information you just entered will not show up
  until you click refresh.
• If you cannot find an answer in this PowerPoint,
  and these solutions do not fix your problem,
  contact Ariel Harms at harms_at_fas.harvard.edu.