Program Class Management - Junior Achievement USA

JA BCRM Reference Guide

Updated: September 2016 Page | 55

Program Class Management

Program Class Management refers to the management of the student experience with JA.

Classes can be in school, after school, a Capstone experience, an online experience, and more.

All experiences are managed and recorded as classes. Data integrity is critical for reporting

student numbers, contact hours, and other vital class information.

Class Management Terms

Table 7: Class Management Terms

Term Definition

Actual Contact Hours Class contact hours multiplied by the number of students in a class, which is calculated automatically by the system.

Class Classification A designation of a class to identify a special circumstance, such as a Gifted and Talented Class; this is a flexible field.

Class Contact The Program Manager responsible for the class.

Class Deletion Classes are not to be deleted from the database. The “Unfulfilled” status is used to indicate why a class did not complete.

Class Locking When the class sign off process from the JA Area president has been completed, the classes for that year are locked and cannot be edited. The class details will show if a class is locked.

Class Status State of the class in the class-management cycle. Status definitions are:

Requested – Form received from school requesting class, volunteer not yet matched. Default for new class records. Changed back to “Requested” when volunteer or educator class commitment status changes from “Confirmed.” This status is automated and cannot be added manually.

Scheduled – Only used for programs that need to be scheduled ahead of time (e.g., Capstone and JA in a Day). After meeting with site and visit date has been determined – paperwork has been completed. Volunteer/Teacher not yet matched. This is optional and manual update to status. This status is not available in class reports.

Matched – Class that has a volunteer and a teacher. The class status changes automatically from “Requested” to “Matched” when the teacher and volunteer class commitment status changes to “Confirmed.”

Complete – The class will change to “Complete” status when the class is in the following circumstance: Class Status = Matched + End date = < Current Date. Once the end date has been reached the class changes to “Complete” status and remains in this status until the class is ready to verify. In




Term Definition

“Complete” status, changes to the class can still be made. The change to “Complete” status is automated by the system based on the End Date of the class; however, this status may also be changed manually.

Verified – Verification form has been completed accurately and is on file, with all required data on the class. This is the hard stop, the point where solid numbers can be reported externally, including at the national level. When the status changes to “Verified,” all fields on the class become read only. A class should not be verified until all data is correct. If a class needs to be changed after verification, a change in either the volunteer or educator class commitment status will change the class status and allow the user to make changes to the class, and can then be verified again.

Unfulfilled – The class was not completed for whatever reason. The change in class status is manual and will trigger a reason code. This will be used to report on classes that were unfulfilled and why. This also requires that a change be made to either the “Volunteer” or “Educator” class commitment status, to reflect a drop from “Confirmed” status.

Verification Error – This status will be returned automatically when required fields have not been entered correctly. Once the class data has been updated, the class will need to be verified again.

Approval Required – This status is on a class that is requested by an educator using JA Engage and requires the program staff to approve the class. Once the class is approved, it will be in “Requested” status until both the “Educator” and “Volunteer” class commitment status is confirmed.

Educator and Volunteer Class Commitment Status

The status of commitment of the volunteer or educator. Values and definitions are:

Pending – The volunteer or educator has been placed in a class but has yet to agree or confirm that they will indeed participate. This can be used for the first initial contact or when creating a new class with the volunteer/educator from last year. All volunteers and educators will default to “Pending” status when they are added to a class record.

Confirmed – The educator or volunteer has agreed to and has confirmed their participation. When both the volunteer and teacher are in “Confirmed” status, the class status changes to “Matched.”

Rejected – The teacher or volunteer rejected the class, and a replacement needs to be found. This status is used to track




Term Definition

those who say they will participate with the initial call but then retreat before the class begins.

No-Show – The volunteer confirmed participation and went through training, but never showed up for the class. This is a way for JA to monitor those who consistently never show up and for an Employer to track which employees do not show after committing.

Removed – The volunteer or teacher was removed from the class for any reason. Most often this will be used when there has been an issue. This is a way to track those teachers and volunteers we do not want to have in a class again.

Dropped – Some class sessions were fulfilled but not completed because the volunteer or educator dropped out before completion. This is a way to track those who are continual dropouts, as we may not want to use them again. In addition, some Employers want to track those who drop out.

Educator Elementary, middle, high school, and university teachers.

Educator Status This status is specific to the individual as an educator and can be “Current,” “Past,” or “Prospect,” depending on their participation. This is NOT the status of the individual as a constituent in BCRM.

Lead Educator Found in Participants in the Prospect view of the Capstone School Prospect.

Recruitment Source A specific type of recruitment effort for the class.

Team A grouping of Program Managers responsible for an area; used for performance evaluation.

Volunteer Status This status is specific to the constituency of “Volunteer” and NOT the volunteer type or constituent record in BCRM. The status can be “Prospect,” “Current,” or “Past,” depending on their participation, and pertains to all types of volunteers.

Volunteer Type The kind of volunteer the constituent is. There are three values: “Classroom Volunteer,” “Event Volunteer,” and “Office Volunteer.” One constituent can have multiple types.

Volunteer Type Status This status is specific to the Volunteer type. A constituent can be active in one type but not in another.

Real-Time Data Management

Real-time data for classes is available at any time through the BCRM Constituent Management

standard processes, which requires the JA Area staff to:



Enter newly participating schools and educators as quickly as possible after a new request is secured.

Link all educators to their school as employees.

Make sure all educators and schools have an address and phone number.

Enter classes immediately after new schools and educators are entered or a renewal request is received; a class can only be entered when an educator and school are already in the system.

Manage classes in BCRM through the class cycle.

Benefits of Standard Data Management Process

Following the standard process allows the JA Area staff to:

Enter data in just one place, cutting out extra time spent with double data entry.

Have an office-wide view of classes that are open and volunteers who are available.

Match classes quickly and efficiently in the system.

Send correspondence on a scheduled basis.

Watch progress toward filled classes on a real-time basis.

Verify classes as each completes, rather than waiting until a crunch time at the end of the program year.

Report class, student, and volunteer goals in real time.

For more information on program requirements refer to the Program Implementation Standards Guide on the JA Intranet.

Business Processes Policies and Standards for Class Management

Standards and Policies help to define the way a business process and the related data are

entered into BCRM. The following table contains specific standards and policies for Program

Class Management as agreed upon by a design team of JA USA and JA Area staff, and

adopted by the BCRM Steering Committee, consisting of JA Area presidents.

Table 8: Class Management Policies

Business Process Description

Class Management At least one educator and one volunteer must have a class commitment status of “Confirmed” in order for the class to be in “Matched” status.

The end date on the class is used to indicate when a class has been completed and will trigger the class status to change to Complete.

Classes in “Verified” status are not editable. It should be a very rare circumstance in which you would need to edit a class after it is verified. The status can be changed by changing the class commitment status of either the educator or the volunteer. This will change the class status and allow the class to be editable.





There is some information, such as a missing first name, that will produce an error in the error report received from JA USA but not in BCRM. If a class has been verified and edits must be made to the class, or any constituent on the class, you must take the class out of verification status, make your edits, and verify a second time.

Classes that do not come to fruition should be changed in status to “Unfulfilled,” with a reason code chosen. They should NOT be deleted from the system.

If the delivery method of a class is After School or JA in a Day After School, you will not be able to save the class without adding the ethnicities in the “Demographic” tab on the class. Standard classes do not require ethnicities in the class record.

Classes in “Verification Error” status must be resolved using the “Missing Information” tab. The class is then verified again.

Class Locking When the class sign-off process from the JA Area president has been completed, the classes for that year are locked and cannot be edited. This is to prohibit changes to the class after the final deadline when the JA USA class, student, and contact hour counts are being calculated for all area offices.

The class can be copied.

Locked classes with the “Renewed” checkbox can be edited to take off the renewed flag, if applicable.

Initiating Classes Class records are required to have the following data elements in BCRM:

Class ID

Educator

Program name

Grade

School level

Delivery method

Class contact hours

School

Semester

Total number of students

Volunteer

Organization for the volunteer

Initiating Classes – Deviation in Program

Any planned program implementation that deviates from any of the JA USA Program Implementation Standards that are designated as “Required,” “Recommended,” or “Optional” must be approved by the JA USA Education Group prior to program implementation (or the application may be denied).





JA Areas must request approval for deviation from the JA USA Program Implementation Standards by submitting an official application. “Section 8. Program Implementation Variations” provides an overview of requirements for submitting a Program Variance Application or Local R&D Application. All Program Implementation Variation applications are available on the JA portal.

Online Classes Classes coming from educators online through JA Engage will be added to BCRM with a class status of Approval Required. A Program Manager is required to check that the class is a valid request and then can approve the class, which will trigger the status to change to “Requested.”

Default Program Year On July 1st of each year the system will begin defaulting the new program year on all new classes. This includes those classes added one off, copied, or added in the class batch process.

Whole School and Class Sponsorships

Whole School Financial and Volunteer sponsorships as well as Class Financial and Volunteer sponsorships will be tracked in Prospect Management.

A sponsor can be both a Whole School Financial Sponsor and a Whole School Volunteer Sponsor for the same school and for multiple program years.

A sponsor can be both a Class Financial Sponsor and a Class Volunteer Sponsor for the same class.

A sponsor can be both a Whole School Financial Sponsor and a Whole School Volunteer Sponsor for different schools.

A sponsor can be both a Class Financial Sponsor and a Class Volunteer Sponsor for different classes.

A sponsor can be both a Class Sponsor on some classes and a School Sponsor for another school at the same time.

A sponsor can NOT be a sponsor of any kind for any school or class that is already sponsored.



BCRM Training Lab: Initiating a Class

Prerequisites

Basic Navigation

School Districts and Schools

Educators

Volunteer Organizations

Volunteers

Schools, Educators, Volunteer Organizations, and Volunteers must be in the system in order to

complete this lab. You may use those training elements added in previous labs.

In this scenario, you are a Program Manager. An appeal mailing to last year’s participating

educators yielded good results, and many returned their renewal forms. Classes must be

entered into BCRM so that goals can be calculated and the staff can begin to recruit volunteers

to be matched.

Do NOT use the production environment to conduct this lab.

For more instruction refer to the Program Class Management e-learning module.

BCRM Training Lab 13: Initiating a Class

Task

Initiating a Class

This is defined as the initial setup of the class in BCRM when the request comes into the JA Area.

Select Program Management in the main navigation bar. Under Class Management, select Search class. Search for the class by naming convention or by educator, to determine if the class is

existing in the system.

It is important as you move forward in BCRM to always search prior to adding a new class, which aids in eliminating duplicates in the system.

The class should not be returned in the results screen. Select Add at the top right of the results screen. Add the class name using the standard naming convention: “Educator Last Name –

School – Semester 2-digit year”

The class name is not required, but it does help in searching and reporting at a later date.

Using the magnifying glass, search for the educator used in a prior lab.



BCRM Training Lab 13: Initiating a Class

Task

The school will auto populate if the data is set up in the system correctly. A class MUST have an educator and a school, or the class will not be visible to the user.

Select the dropdown arrow in the Educator class commitment field. Select Confirmed.

The Class Commitment Status remains “Pending” when classes are added without confirming with the educator. Once a verbal or written confirmation is given, the status is changed to “Confirmed.”

Using the magnifying glass in the Program Name field, search for the program the students will receive. Select the appropriate program.

From the program selected, the School Level, Delivery Method, and Class Contact Hours will default. School Level and Delivery Method can be overridden.

The Program year will default to the current year. Select Semester. Select Grade. Add the Class contact; for the purpose of the lab, add your own record.

This is the Program Manager responsible for the class. Performance goals will be measured for each program staff using this field.

Select Save. The class record will display. In the details at the top of the class, note the Class status is Requested.

All classes are in “Requested” status until matched.

Select Constituencies. Select the double-arrow next to the educator name. Select Edit. Select Class commitment status. Select the dropdown arrow.

If not updated in the Add Class screen, the status can be updated here.

Select Cancel. Select Go to educator.

This action will take the user to the educator’s record.

Select the browser back button. Below the educator’s name, select Go to school.

This action will take the user to the school’s record.

Add a few more classes following the preceding steps.



BCRM Training Lab: Class Matching

Prerequisites

Basic Navigation


Educators


Volunteers

Initiating Classes

Classes must be in the system before completing this lab.

In this scenario, you are a Program Manager. Requested classes are waiting for volunteers;

volunteer recruitment is ongoing. Requested classes must now be matched so that the

educators and volunteers can go forward with setting up times and dates to meet. Managing the

class in the system will allow for tracking classes in all states of progress.


For more instructions refer to the Program Class Management e-learning module.

BCRM Training Lab 14: Class Matching

Task

Match Classes to a Volunteer Using Suggestions

Matching classes in the system can be done in a variety of ways. While none of these takes the place of a call to confirm a volunteer is committed, they do allow for more efficient matching in the system.

Providing the volunteer with the best match based on personal preferences allows for a better JA experience; however, it is important to note that expressed preferences should not be overused, as the result may prove too narrow a search.

Select Program Management in the navigation bar. In the Volunteer management area. Search for a volunteer.

It would be helpful to use the volunteer entered in the previous lab.

The volunteer view of the constituent is displayed. Select Classroom Preferences. Scroll to the Preferred Educator preference. Select Add. Using the magnifying glass, search for an educator added in the previous lab with a

current class entered in the previous lab. Select Save.




Task

Select the Class Suggestions tab. A large number of classes will be returned. Select the funnel filter icon at the top of the Class Suggestion page. Select the Preferred Educator filter.

Depending upon your display size, you may need to scroll to the right to see more filters. Use the scroll in the filter screen.

Find the Class Status filter Select Requested so that only requested classes populate. Select Apply on the far right of the filters. If the lab is done correctly, the class entered in the previous lab should populate. Select the double arrow to the left of the Class ID. Select Add Volunteer to Class. Select Confirmed in the Class Commitment Status.

The volunteer will have Pending Class Commitment Status upon adding them to the class IF they have not yet confirmed. Change the status only when they agree to participating in the class. This allows a query to be run on those that need further contact because they have not yet committed. Once they commit, the status is marked as ‘confirmed’.

If the volunteer is linked to a primary organization, that organization will default in the Related organization field. If there is not a related organization, use the magnifying glass to search for an organization.

If a volunteer does not work, the related organization of “Community Volunteer” must be entered.

Select Save. The class screen will display.

The class status has moved from Requested to Matched because both the volunteer and educator are Confirmed.

Matching Volunteers Using the Class List

Select the Program Management in the main navigation bar. Under Reports area select JA-Class List. Select the program year for the class(es) entered in the Initiate Classes lab. Using the magnifying glass, search for the Class contact added to the classes in

the previous lab. Leave the other filters as is. Select View Report. Select the Class ID on one of the classes. The class record will open. Select Volunteer Suggestions to match a volunteer. Select the browser back button. On the report, select the Refresh button. The class will show now with a volunteer.




Task

The class commitment status of the volunteer and the educator must be Confirmed for the class status to change to Matched.

In the Class status filter, select Matched. If the previous labs were completed correctly, any classes with both the educator and volunteer in Confirmed status should show on the report. Select the Class ID of one of these classes. Notice the class status. Repeat the steps above, matching the additional requested classes with the volunteers entered in the Volunteers lab. (if any)

Use the volunteer suggestions the “Not Matched” filter only and look for your volunteers in the list.

BCRM Training Lab: Copy Classes in Bulk

Prerequisites

Basic Navigation


Educators


Volunteers

In this scenario, you are a Program Manager. A school calls and confirms that it would like to

have JA in the school for the upcoming year with the same educators. Using the one-off form

would take a while. Copying in bulk would be an easier, more efficient option.


For more instruction refer to the Program Class Management e-learning module.

BCRM Training Lab 15: Copy Classes in Bulk

Task

Copy Classes in Bulk

The classes created by the copy require updating, and the original classes used to copy cannot be used to copy more than one time.

For purposes of this lab, we will be copying classes from a previous year to the current year.

Select Program Management in the main navigation bar. Under Class Management, select Copy Classes (bulk). Select the last Program Year. Select Fall Semester.




Task

Select the Class status Verified. Using the magnifying glass in the School field, search and select a school from the

previous lab or a school you are familiar with.

The search is an organization search. This is to accommodate organizations that host classes but are not schools. The school must have classes that fit all of the criteria in the filters chosen.

Leave all other filters blank. Select Search.

The classes returned in the search are those that will be copied.

Leave the selection options blank, but note that you can choose to select all classes in the grid.

The classes in the grid have to be selected in order to be copied. Selecting all should be used only when it is clear that those classes have been requested.

In Copy Options at the bottom of the screen, select the box next to Copy class contact. Select the box next to Copy class semester. Find and highlight the first few classes in the grid.

To choose all classes in the list, the Selection option is used.

Select Save and the copies will be made.

If a class has been copied before, it will not be available to copy again.

The Renewed Class results page is displayed.

This screen shows the copies that have been created. The classes will be updated from this screen.

If there are multiple classes from multiple schools, sort using the column heading for either School or Class Contact. At the top of the screen, select the filter button. Select your site, and select Apply. Select the double arrow next to the name of the class. Select Edit class. Update the name for the appropriate semester and year. Select the current program year if not already updated.

After July 1 each year, the most current program year will auto fill.

Update any other information if applicable. Select Save.

The class is now in the pool of classes to be matched, and will no longer appear in the Renewed Class Results.

Select the double arrow next to another class. Select Go to class.




Task

This action opens the class record. Classes can be matched and edited from this screen as well.

On the left of the screen under Tasks, select Edit class.

This action displays the Edit form.

Copy Classes One-Off

Select Program Management in the main navigation bar. Under Class Management, select Search class. In the Class Status filter select Verified. Select Program Year. On the far right of the filters, select No in the Copied field.

A class that was copied previously cannot be copied again.

Select Search. Highlight the first class. Click the Select button at the bottom of the screen. The class record will display. On the left of the screen under Tasks, select Copy class. Deselect Do you want to copy volunteer? Select Save. The class record displays. On the left of the screen under Tasks, select Edit class. Update the class name. If the program year is not the current year, select the current year. Select Save.

BCRM Training Lab: Managing Classes

Prerequisites

Basic Navigation


Educators


Volunteers

Initiating Classes

Matching Classes

In this scenario, you are a Program Manager. The classes you will be conducting in the

upcoming program year are in the system, matched with volunteers, and are waiting for the

volunteer and educator to give notice that the classes are complete. Correspondence has been

sent, and the volunteer or educator sent back a “We’ve Finished” form. The classes need to be

updated appropriately.



A class in “Complete” status indicates the class is finished but not ready to be verified. There

may be additional information required and/or the verification form has not been returned from

the volunteer or educator.


For more instruction refer to Program Class Management e-learning module.

BCRM Training Lab 16: Managing Classes

Task

Completing and Verifying the Class – A class is in “Matched” status until:

The class end date is reached. The class is manually changed to Complete.

Select Program Management in the main navigation bar. In the Reports area, select JA-Class List. Select the current program year. Deselect all but the Fall and Spring semesters. In the Class Status filter, select Matched. In the Class Contact field, using the magnifying glass, search and choose the class

contact used in previous labs (if applicable). Feel free to use other filters if applicable. Select View Report. Select the first class by selecting the class number. The class record will display. On the left of the screen under Tasks, select Edit class. Update total number of students. Select F3 on your keyboard to add today’s date as the End Date on the class. Select Save. The class record displays. The class status is now set to Complete. Select Missing Information. Select the Refresh button.

If there is required information missing for the class to be registered with JA USA when verifying it will show on the screen. Clean up of the errors should take place prior to verifying the class.

Click on your back button of the browser twice. In the menu at the top of the Report view, select the circular green arrow to refresh the report. The class you just updated drops off of the report because it is no longer in “matched” status. Select the next class in the report and repeat.




Task

Repeat for several of the classes on the report.

The status can also be updated to “Complete” manually by using the task on the left of the class screen. This status is important because this is the point in the class life cycle when the verification form goes to the volunteer and educator. All updates to the class just prior to verification are made while the class is in “Complete.”

Verify Classes One-Off

A class in matched status may be verified if all data is correctly entered, the class has been completed, and the verification form returned.

When a class status is set to “Verified,” it is automatically synchronized with the JA USA database and is considered registered.

Select Program Management in the main navigation bar. Under reports, select the JA-Class List. Select filters for the current program year. In the Class Status filter, select Complete.

Other filters can be used to narrow down classes.

Select View Report. Select the first class. Select the Missing Information tab. If required data is missing, it will be listed.

If there is data missing, it will need to be corrected prior to verifying the class. For this lab, find a class with no errors.

On the left of the screen under Tasks, select Verify class. In Verified by, select Educator. In Verification method, select Email. Select Save.

The class status is now verified, and the class cannot be edited.

Click the back button on the browser twice. Choose the next class on the list. Continue through the list, following the same process but leave some in the Matched status for the next task in the lab.

Classes for JA in a Day may be in “Matched” status and moved to “Verified.” Standard classes are in “Complete” status prior to going to “Verified.”

Verify Classes (Bulk)

In the event a principal, educator, or coordinator verifies a group of classes, they may be verified in bulk.

Select Program Management in the main navigation bar. Under Class Management section, select Class status modification (bulk).




Task

Select the current program year. In the Class Status filter, select Complete. Other fields, such as Class Contact, School, or Educator, should be used to narrow

down the correct records being verified. Select Search. In the returned results, highlight the classes to verify.

To select all, use the Selection options dropdown menu.

At the bottom of the screen, in the Verified by field, select Principal. In Verification method, select Email. Select Save. The Program Management functional area will display. In the Reports area, select the JA-Class List. Select the current program year. In the Class Status filter, select Verified. Search and select the class contact if applicable from previous labs.

Other filters may be used to narrow down returned results.

Select a class by selecting the class number.

The class is unable to be edited when the class status is Verified.

Advanced Bonus – Confirming verified/registered classes between JA USA and BCRM During the year and certainly for the February and August class verification/registration deadlines, the JA-Class and Program Summary Report should be used to confirm that the class totals from the Program Activity Report, provided by JA USA, are correct. The two report totals should match. In August, prior to the JA Area President signing off on the class totals, he or she should review both reports and be confident that the totals match before signing off for the year.

Error Resolution

Class and related data is verified by BCRM. If there is missing information, it will be noted in the Missing Information tab. Resolution of missing information will need to be completed prior to verifying a class. In this lab you will set up a class without all of the correct data in order to work through error resolution.

Select the Program Management functional link in the main navigation bar. Under Reports, select JA-Class List. Select the current Program year. Select Complete in the Class status filters. Select View report Select a class by clicking on the Class number Select Missing Information. Select Refresh. The required data and errors are listed.




Task

Select the double-arrow next to the error where volunteer or educator address information is missing. Select Go to constituent

If the educator/volunteer is missing address information, this allows cleanup of the data.

Select the back button on the browser. If class data is missing select Edit class in the tasks on the left of the screen Update class data. Select Missing Information. Select Refresh. The list should no longer show errors. Navigate back to the report using the back button on the browser several times or by going back to the Program Management functional link.

If a class is verified and there are still errors, the status will update to Verification Error.

Identify Classes with Verification Error

If you have verified classes, but still have errors, the system will update the class status to Verification Error in red print. It should become part of the process to run the JA-Class List report to identify classes in this status prior to your President signing off on class registration.

Select Program Management in the main navigation bar. In the Reports area, select JA-Class List. Select the current program year. Under Class status, select the Verification error. Select View Report. Select the class by selecting the class number.

The Verification Error status is in red print on the screen.

Select the Missing Information tab. Select Refresh. Correct the data as in the previous lab until all errors are corrected using Missing

information refresh. When all errors are resolved, on the left of the screen under Tasks, select Verify class.

There is some information, such as a missing first name, that will produce an error in the error report received from JA USA but not in BCRM. If a class has been verified and edits must be made to the class, or any constituent on the class, you must take the class out of verified status, make your edits, and verify a second time. See instructions in the Class Management Policies for instructions on how to take the class out of verified status.

Editing Class Information

You will most likely need to edit classes as more information is gathered. Navigate to the Program Management functional area. Select Search Class. In the Program year field, select the program year used to create a class in the

previous lab




Task

In the Class status field select Matched or Complete. Select a class from the list. On the left in the tasks pane, select Edit class.

The Edit class form allows you to edit or add class details

Add a Recruitment source. Select Save.

To edit the educator information or volunteer information select the double green arrow next to the educator or volunteer name in the Constituencies tab.

From here you can go to the constituent’s record, the school or organization record, or you can edit the Class commitment status

Select the double arrow next to the volunteer name. Select Edit. Select Class commitment status. From the dropdown, change the class commitment status. Select Save. Select Edit again. Select Organization override.

This option allows for the instance that the organization providing the sponsor is not the volunteer’s place of business

Select Cancel.

Program Class Management - Junior Achievement USA

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