Table of Contents
1. Introduction and Overview
2. Basic Navigation
4. Lists / Resources
Work-Based Learning Plans
Searching, Finding, Merging, Managing Records
Youth Information Screens
Searching, Finding, Merging, Managing Records
WHERE IS...? How to search for and manage records
SEARCH FOR A RECORD
Use the SEARCH feature on the database home page to search for active participant records in the database. You can search by last name, first name, email, address, or any other identifying field.
TIPS FOR SEARCHING:
-- You can use partial names to make searching more effective. For example if you search for records in which FIRSTNAME CONTAINS Chris you will find records with the first name Chris, Christopher, Christine, and any other names containing "Chris."
-- Sometimes a first name and last name are inadvertently switched on the application form, and so also search for lastname contains Chris.
-- Also search by email or partial address, such as ADDRESS CONTAINS Broadway if that information is available, in case there is some mis-match or unexpected spelling in the name.
-- Notice that the search feature lists matching records in the current YWProgramCycle and YWProgram, with buttons to open the screens for those records. Then a second list also lists possible other matches, including matches in other program cycles. If necessary, contact your TA liaison or other staff to help you move records that might have been entered in the wrong YWProgram or Region.
IF NOT FOUND VIA THIS SEARCH, use the Record Status View (Active and Inactive Records) to search inactivated records. This screen is available as Report D23 on the Reports/Lists menu and on the Admin menu. If you find the missing record on this screen, you can re-activate it by clicking GO and opening the Youth Profile. Then change the record status from the inactive status code to A=Active in the "For Office Use Only" section of the Youth Profile.
Note that this screen contains a long list of records. You might want to just use "Ctrl-F" on the keyboard to start a "FIND" and look for part of the participant name (just as you would use "FIND" to find a name in a Word document or any other computer screen.)
IF STILL NOT FOUND, the record might not exist. Be assured that once entered and saved, records do not disappear from the database. If a record is completely missing, it is possible that it was never entered, or the person entering it did not click SAVE, or, as a worst-case possibility, another staff person over-wrote the record with someone else`s information.
ABOUT PARTICIPANT RECORDS
BACKGROUND: During each program cycle, each participant should have one active record in the Youth Profile screen. This record is identified by an ID number, called the MMID, which is generated by the database. The record also has PrimaryMMID which matches the PrimaryMMID of any previous records for that youth in previous cycles.
The Youth Profile record is identified with certain key information:
- Region - one of the 15 regions in the state, such as Bristol or Northshore
- YWProgram - one of the local program names within the region, such as YouthConnections, TASC, Attleboro, Lynn, Salem, etc. These names may be the name of a city or the name of the lead organization, and are written with no spaces or punctuation. Some regions have only one YWProgram, while others have multiple YWPrograms within the region.
- YWProgramCycle - such as Summer2021 or YearRound2021_22.
- CreatedBy - the username of the staffperson who data entered the record, or "guest" for records created by the online application form, or "import___" with a code number for records that are imported.
- CreatedDate - the date and time that the record was created.
- ModifiedBy - The username or indicator showing when the record was most recently edited.
- ModifedDate - The date and time that the record was most recently modified.
All activity relevant to the current YWProgramCycle for each youth is linked to the Youth Profile record, using a matching MMID. This includes matching screen records, including application documents, worksite placements, career training enrollments, and Signal Success workshops, Signal Success module work, attendance and class list information, and Work-Based Learning Plans.
WHAT IF THERE ARE DUPLICATES? THE MERGE FUNCTION
The screen to review/merge duplicates assists staff with correctly merging duplicates. The screen shows pairs of records, based on matching first name and last name, within the same YWProgram and YWProgramCycle. The screen shows whether any hiring documents, worksite/training placements, or Signal Success modules are linked to that record. Each record provides the option to MARK -- (this MMID) -- as THE PRIMARY RECORD. You should choose the MMID that the youth has been using to upload documents or to complete Signal Success modules. Click to mark that record as the primary record. Any other information will be merged into that primary record.
WHAT IF DUPLICATES WERE INCORRECTLY MERGED?
If records are just marked as D=Duplicate without using the REVIEW/MERGE DUPLICATES feature, it is possible that information was linked to the now-inactive record and will appear to be missing. The information can be retrieved by re-activating the inactive record and then using the review/merge duplicates feature to correctly merge the duplicate. (Note -- it is fine to simply mark records as duplicate early in the application process before any additional information is added.... however once you start uploading documents and using the matching screen, use the review/merge duplicates feature.)
ANY OTHER TROUBLESHOOTING TIPS?