Newly funded projects will be added by the Trust, you will need to add Key Functions to each project to indicate the services which are being delivered.

Go to “Trust Projects”
Click the “View” icon next to the Project
Scroll down to “Key Functions”
Click “Add Key Function To Projects”
Select the Key Function
To add a single Key Function click the “Attach Key Function” button, to add multiples click the “Add & Add Another” button

Project Reports

Go to “Trust Projects”
Click the “View” icon next to the Project
Under “Project Details” click “View Project Report”

Export Project Data

Go to “Trust Projects”
Click the “View” icon next to the Project
Under “Raw Data Exports”

Click the link under “Beneficiary Data” export Beneficiary all data for this project, a link to download the Excel export file will be emailed to you automatically when complete, this will take a few minutes.
Click the links under “Survey Answers” for Excel exports of survey answers for all sessions. These are linked to Beneficiaries by ID.

Beneficiaries

Adding New Beneficiaries

Go to “Beneficiaries”
Click “Add New Beneficiary”
Enter their details and select the Project
If “Send email invitation” is ticked you will be asked to enter an email address for the tool to send the Beneficiary an email inviting them to register
Click “Add New Beneficiary”

If you want to add measurement framework surveys to the initial registration session, then scroll down to “Sessions” and click the “View” icon next to the “Register” session, then scroll down to “Surveys” and click “Add Survey To Sessions”
Select each survey clicking “Add & Add Another” in-between, then click “Attach Survey” after selecting the final one. Press the browser's back button if you need to go back

Beneficiary Registration will now need to be completed.

Beneficiary Registration

If “Send email invitation” was ticked:

The Beneficiary will have been sent an email inviting them to register, you will receive an email notification once their registration is complete.

If “Send email invitation” was NOT ticked and Beneficiary can complete their own registration:

Use either the “Registering QR Code“ or “Registering Link”to provide access to the Beneficiary so they can complete the registration on a seperate device. If this is not possible, click on the “Registering Link” which will open in a new tab and logout of the Grant Holder Interface to reduce the risk of confidential data being revealed to the Beneficiary.

You will receive an email notification once their registration is complete.

Once the registration is complete click “Refresh” on the Beneficiary page on the Grant Holder interface to load the details.

If “Send email invitation” was NOT ticked and you are registering on behalf of the Beneficiary:

Click the “Manually Register” button
Complete all information under the “Details” and “Service Information” and click “Update Beneficiary”
Click the “Consents” tab
Click the “Manually Complete” button
Complete all information on the page and click “Update Consent”
Click “Back to Beneficiary”

Next, add the Beneficiary to the Project:

Click “Add Project to Beneficiaries”
Select a Project and click “Attach Project”

Finally, add Key Functions:

Click the “Key Functions” tab
Click “Add Key Function to Beneficiaries”
Select a Key Function and click “Attach Key Function”

You can now create a session for the Beneficiary to complete Measurement Framework Surveys

Measurement Framework Surveys

The Trust will allocate a measurement framework survey to your project on a case by case basis. All projects are allocated the ONS4 Wellbeing Survey, however your grant manager may recommend the use of additional survey sets depending on beneficiaries. Speak to your grant manager if you are unsure.

ONS4 Wellbeing Survey

On a Beneficiary page, click the “Sessions” tab
Click “Add New Session”
Add a “Name” for the session and any notes
Select the Project and click “Add New Session”
Click “Add Survey to Sessions”
Select “ONS Wellbeing Survey”, then click “Attach Survey”

Now you can use either the “Session QR Code ”or “Session URL ”to provide access to the Beneficiary so they can complete the surveys of the session on a seperate device. If this is not possible, click on the “Session URL ”which will open in a new tab and logout of the Grant Holder Interface to reduce the risk of confidential data being revealed to the Beneficiary.

Once all surveys in the session are complete click “Refresh ”on the Beneficiary page on the Grant Holder interface to load the details.

Other Survey Sets (as recommended by your grant manager)

On a Beneficiary page, click the “Sessions” tab
Click “Add New Session”
Add a “Name” for the session and any notes
Select the Project and click “Add New Session”
Click “Add Survey to Sessions”
To add a single Survey click the “Attach Survey” button, to add multiples click the “Add & Add Another” button in-between, then click the “Attach Survey” button after selecting the final one.

Once all surveys in the session are complete click “Refresh ”on the Beneficiary page on the Grant Holder interface to load the details.

Additional Outcome Measures

Complete the steps in Measurement Framework Surveys except select other measures when adding Surveys to Sessions.

End of Engagement Questionnaire

Complete the steps in Measurement Framework Surveys except select “End of Engagement Questions ”

Beneficiary Reports

Visit a Beneficiary page, if they have completed a Measurement Framework Survey their current and historical scores will be available under the tabs at the top of the page.

Export Individual Beneficiary Data

Visit a Beneficiary page, under “Beneficiary Details” > “Details” tab click the “Export beneficiary data” button. This will generate an Excel file for download.

Subject Access Request (SAR)

If a Beneficiary requests access to their data, please ask your Grant Holder Admin who will be able to generate an export file for you to deliver to the Beneficiary.

Personal Data Erasure Request

If a Beneficiary requests that all of their personal data is erased, please ask your Grant Holder Admin who will be able to complete this request and generate a certificate confirming the erasure for you to deliver to the Beneficiary.

Report Data Breach

If you suspect a data breach this must be reported to the Trust immediately using the “Report Data Breach ”facility.

If you believe the suspected breach is only within the Outcomes Measurement Framework then the Trust will make an assessment regarding whether this is notifiable to the ICO. if you believe the breach affects other systems then please address this under your own internal data management policy.

Users (Admin only)

Go to “Admin”
To add a user click “Add New User”

Leave “Send Invite Email” to send the user an invite email to set their password, untick to manually add a password.

To edit a user click the “Edit” icon
To delete a user click the “Delete” icon

Confidential