ETO Manual - Boston Public Health Commission

Education and Outreach Office
Boston Public Health Commission
Infectious Disease bureau
Data Reporting
Manual
FY 2013
Community Based
Prevention
Dear Providers:
I am pleased to present the following manual which will provide detailed, specific instructions in
using Efforts to Outcomes (ETO) to successfully meet your data submission and reporting
requirements as part of your Community-Based Education and Outreach contract.
This manual will be available each time you log into ETO to enter your data or run reports right on
your home page. It can also be accessed on the Grant Funded Providers Page on BPHC.org. It is
designed to be a hands-on tool, and should also be used to train new staff throughout the funding
cycle.
As always, if you have questions that you can’t find answers to in the following manual, you may feel
free to contact me for clarification either via email at [email protected] or phone at 617-534-2696.
Thanks for all your hard work!
Peace,
Greg M. Lanza
Greg M. Lanza
Senior Coordinator
Education and Outreach Office
Infectious Disease Bureau, BPHC
Step 1: Logging In
In order to access ETO, you MUST use Internet Explorer as your browser. Once you launch Internet
Explorer, please go to the following link:
http://www.bphc.etosoftware.com
Once there, you will be asked to provide your username and password. Each site will be asked to
provide BPHC with the main point of contact for data submitting and reporting at your site. Once we
have that information, we will develop accounts with usernames and a temporary password for the
main point of contact and provide them to you via email.
Step 2: Your Personalized Home Page
Once you have logged in you will be directed to the home page for your program specifically.
Ignore this bar.
This is a feature
that does not apply
to your program
and thus won’t
work.
Most often, the next step from here will be “click here to enter data”; though once you have
significant amount of data entered for a certain period, you will want to track your progress by
running reports. Click “go” after “click here to enter data”.
Step 3: “Assessments” Landing Page
In ETO, as opposed to Survey Monkey, the data entry tools we are using are called “assessments”.
Once here, click one of the “Take New Assessment” buttons.
Step 4: Selecting the Assessment
Note that this is a
drop-down menu
Note that you will only have access
to assessments for interventions
that you are funded to provide
under this contract.
Once you open the drop down menu (and please see note above), select the assessment that
corresponds to the intervention you wish to enter data for.
Step 5: Entering Data for COMMUNITY EVENTS/MOBILE ENCOUNTERS
As the assessments for both Community Events and Mobile Encounters are identical, this manual
will only provide detailed instructions for one (in this case, Community Events). All instructions
remain the same for both assessment types.
Enter Intervention Date.
Please use this drop-down
menu to change the date
shown to reflect the date the
intervention took place.
Note that these are
drop-down menus
Note that since all
fields on this page
are required you
MUST enter
something in each
even if it is “0”
You will use the drop – down menus above to record additional basic information about the
intervention including start time, length, zip code, setting and language of the intervention. For A-3,
you can select start times by the half hour. In the extremely rare instance that the start time is in a
15 minute interval (e.g. 11:15 or 11:45), please round up. For intervention length, you are given
ranges to choose from. Please select the range that most closely matches the intervention length.
Note that this number can’t be more than 1,000. In the rare
instance (i.e. PRIDE) that you encounter more than 1,000 contacts,
you must submit more than one assessment for the intervention.
In this section, you will record the total number of contacts reached as well as the number of Direct
Contacts reached. See the text above A-10 for the definition of a “Direct Contact”. Please note that
the total # of Direct Contacts MUST be less than or equal to the total number of contacts in order to
be successfully submitted. Finally in this section, in A-12 provide the event title and/or description.
Note that if you select any item on this list, it will
automatically open a field below which will then REQUIRE
you to enter a number in order to successfully submit.
ONLY check items that you have numbers for.
A-13 asks you to report on materials distributed as part of the intervention. Each item selected will
prompt you to enter below (see A-15, A-17 AND A-19). Please note that if you select “No Materials
Distributed” it locks all other fields. If you have materials to record you MUST make sure “No
Materials Distributed” isn’t checked.
When all this is completed, and after reviewing for accuracy, please press “submit”.
NOTE: As Mobile Encounters is the same set up, for instruction on entering data for ME see above.
Step 6: Entering Data for GROUP LEVEL INTERVENTIONS
You will notice that A3- A10 is essentially identical to Community Events and Mobile Encounters,
asking the same basic questions regarding start time and length of the intervention as well as zip
code setting and the language the intervention was conducted in. The one difference is A-10 which
asks for the Group Title and description (e.g. Healthy Relationships, Session 1).
Enter Intervention Date.
Please use this drop-down
menu to change the date
shown to reflect the date the
intervention took place.
Note that these are
drop-down menus
Note that since all
fields on this page
are required you
MUST enter
something in each
even if it is “0”
Next you will record the Total New/Unique contacts as well as the total Repeat/Duplicate contacts
reached during the intervention. Please note that A-13 is an automatically calculated field. ETO will
add A-11 and A-12 and give you the sum in A-13. You do not enter anything here.
Note: Grand Total client count will act as your master field moving
forward. ALL demographic numbers MUST add up to the Grand Total client
count number in order to be successfully submitted. See next page for an
example
At this point, you will begin to enter the demographic information of the group members. Since all
Group Level Intervention series are to begin with a risk assessment, the demographics of the
members should be known. However, since members have the right to decline to answer any of the
demographic questions, there is now a “Declined” response. See below.
First you will use A-14 to A-20 to record the ages of the group members.
Note that as a reminder, each numerical field MUST have a number in it.
In these cases, if you have nothing to report, you MUST put “0”
Note that these are numbers, not drop-down
menus. You must enter numbers.
Note that much as with the Grand Total client count, ETO will add all your demographic
fields together and give you a sum for each section. If it doesn’t match the Grand Total
client count you will see the DATA ISSUE note above until the sums match.
Note that now that the Age Total matches the Grand Total client count, the DATA ISSUE
message is gone.
Next you will use A-22 to A-26 to record the genders of the group members.
Note that these are numbers, not drop-down
menus. You must enter numbers.
Note that the “Gender Total” matches the Grand Total client count.
Following gender, you will use A-28 to A-34 to record the sexual orientations of the group members.
Note that the “Sexual Orientation Total” matches the Grand Total client count.
After sexual orientation you will use A-36 to A-42 to record the races of the group members.
Note that these are numbers, not drop-down
menus. You must enter numbers.
Note that the “Race Total” matches the Grand Total client count.
Ethnicity is the only section where the total does not have to exactly match the Grand Total client
count; however it has a different data restriction. This number can’t be lower than the Grand Total;
it MUST be greater than or equal to the Grand Total. See A-44 to A-53 below.
Note that these are numbers, not drop-down
menus. You must enter numbers.
Note that since the “Ethnicity Total” is less than the Grand Total, the above “DATA ISSUE”
message is present and you will not be allowed to submit until it is fixed as seen below.
Note that since the “Ethnicity Total” is now greater than the Grand Total, the DATA
ISSUE message is no longer showing.
Next, using A-55 – 72, you will record the neighborhood of residence for each of the group
members.
Note that these are numbers, not drop-down
menus. You must enter numbers.
Note that the “Neighborhood Total” matches the Grand Total client count.
Next you will use A-74 to A-79 to record the Transmission Risk Factors for the group members. As
individuals may have multiple risk factors, the total here does NOT have to match the Grand Total
so please record all that apply. Also, as such, there is no “Unknown” field here. There is, however, a
“Declined” field.
Finally for Group Level Interventions, A-80 asks you to report on materials distributed as part of the
intervention. Each item selected will prompt you to enter below (see A-82 & A-84). Please note that
if you select “No Materials Distributed” it locks all other fields. If you have materials to record you
MUST make sure “No Materials Distributed” isn’t checked.
When all this is completed, and after reviewing for accuracy, please press “submit”.
Note that if you select any item on this list, it will
automatically open a field below which will then REQUIRE
you to enter a number in order to successfully submit.
ONLY check items that you have numbers for.
Step 7: Entering Data for INDIVIDUAL LEVEL INTERVENTIONS
The final intervention for data entry is Individual Level Interventions. Much like the other
interventions, the first section (A-3 through A-6) asks you to report on basic intervention
information including the start time, length, zip code, setting and language the intervention was
conducted in.
Enter Intervention Date.
Please use this drop-down
menu to change the date
shown to reflect the date the
intervention took place.
Note that these are
drop-down menus
In the next section, (A-8 through A-13), you will use the drop-down menus to record the client’s
agency status (New or Repeat contact) and basic demographic information including Age, Gender,
Sexual Orientation, Race and Ethnicity. Since Individual Level Intervention series are to begin with a
comprehensive risk assessment, the client demographic information should be known. However,
since clients have the right to decline to answer any of the demographic questions, there is now a
“Declined” response. See below.
Note the distinction between Unique and
Duplicate contacts.
In sections A-14 through A-19 you will record the client’s Country of Origin, Primary Language,
Neighborhood of Residence and Transmission Risk Factors. As clients can have multiple risk factors,
select all that apply.
Sections A-21 and A-22 ask you to record the referrals made and confirmed during the intervention.
Please note that if you select “No Referrals Made” or “No Referrals Confirmed” it locks all other
fields. If you have referrals to record you MUST make sure these fields aren’t checked.
Finally for Individual Level Interventions, A-23 asks you to report on materials distributed as part
of the intervention. Each item selected will prompt you to enter below (see A-25 & A-27). Please
note that if you select “No Materials Distributed” it locks all other fields. If you have materials to
record you MUST make sure “No Materials Distributed” isn’t checked.
When all this is completed, and after reviewing for accuracy, please press “submit”.
Note that if you select any item on this list, it will
automatically open a field below which will then REQUIRE
you to enter a number in order to successfully submit.
ONLY check items that you have numbers for.

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