​​​​​​​​​​​​​​Accomplishment Management​

​NOTE: These instructions are for Site O​wners and KU staff. Individuals assigned to Members groups will not see the Administration options mentioned below.

Correct customization of the CCB form is crucial, as it constitutes the main tool for documentation in the CCB. Our staff will work with you to create your CCB form. As a Site Owner you have the ability to manage the form(s) if you want. If you need technical assistance please contact us at toolbox@ku.edu,​ or by calling 785-864-0533.

The aim of customizing your CCB form is to collect data in the clearest and easiest way possible. Form Customization allows Site Owners to choose or create the questions that will be displayed in the Enter Data area of the CCB. Each user entry is referred to as an Accomplishment. It is helpful to create an outline of the questions and response choices you want in your CCB before you begin modifying fields in the CCB itself. (KU staff can provide assistance to help you with this task.) Think about what your initiative needs to track, and consider how you want the user to answer each question. For example, you might want to control how a user answers a given question by making the question multiple choice, which allows you to define the choices, or you might consider asking a question where the user needs more freedom to respond, and thus you would use a text line or text box to ​capture the user's response, whatever it may be.​​

Before you start

Download the Template for a creating CCB form​. This Excel document contains an overview and four tabs that provide the information you need to setup the CCB form correctly. There are quite a few choices to make on each question. Things like whether the field is required, if you want to use it to filter or graph, what type of field it should be, etc. This document gives you a place to think through and document all those answers in one place. Whether you setup the CCB form, or we do it, it is very helpful to have this form completed before the CCB form is created.​

Create a new CCB form ​

To create a new CCB form, or to manage an existing one, click on Administration and then Accomplishment Forms​ in the left navigation bar.

 ​The Accomplishment Forms page allows you to create, edit, delete, download, or import an accomplishment form.

• New - create a new CCB form
• Edit - click once on the form and then click Edit to open and make changes.
• Delete - this will delete the entire form you have selected.
• Download is one of the most useful resources inside of the Manage Forms option. It will save the forms you build in a text file, with all Fields, Sections, Trigger, and Help configurations preserved. It is especially helpful when you want to develop a master form template to be used in several CCB Sites. Just click on Download when you are finished building your form. Save it to your computer, and you will be able to upload it into other CCB Sites with the Import button.
  
• Import - allows you to import a CCB form you have downloaded, or easily map fields from an existing external data source to your CCB form. 

1. ​Click New to name the form, and set some general preferences.
2. Form Name - name the form, e.g., Douglas County Coalition CCB.
3. Accomplishment Flag Enabled - This is associated with​ Secondary Scoring. If you are using Secondary Scoring, enable the accomplishment flag if you want the flags to appear on the Accomplishments listing page. The first column on that listing page will show a green, yellow, or red flag based on the level of agreement for the code selection between the initial observer and the secondary scorer. See more on secondary scoring.​ 
4. ​Secondary Scoring Enabled - Enable this if secondary scoring will be done on this form.
5. Participant Description Enabled - Enable this if you will be collecting participants description data (e.g., number of people attending an event) on this form.
6. Default Form View – This shows a red asterisk, which means that the field is required, but the system will assign the default view of this new form for you. If you want to change the view after you have created saved views for this new CCB form, you can do that here​.
   
7. Click Save if you want to save the form.
8. Click Cancel if you don't want to save the form.
9. Click once to select your form on the Accomplishments Forms page, and click Edit to begin creating the form. You will now see three bars named Fields, Sections and Triggers added to your screen. Click on a bar to view the information under that bar.

Sections Explained  

NOTE: Triggers point to sections, not individual questions. So if you want just one question to trigger additional questions (like our ice cream question above), you would have to create a new section for just that question.​

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Add Fields​  

1. ​Click ​the Fields bar to expand it, then click Add.
   
2. Select the Column Type: Predefined, Text, Number, Yes/No or Date. Please review all the options and select the one that is most appropriate. If you put number in a text field you will not be able to graph them. 
3. If you select Predefined (e.g. Code), you will be presented with another dropdown. There are several predefined fields that must be used for certain functions, and others that are available but not required.
1. ​Code - this field must be used for Secondary Scoring to function correctly.
   
2. Description - ​this field must be used for ​the accomplishment description. It is especially important if you are doing Secondary Scoring.
   
3. Frequency Count - this field changes the N count on a graph, and must be used to track reach. For example, you would enter a frequency count of five in one accomplishment ​if you did the same event five times. If 10 people attended each time, the frequency count of five will multiply by 10 to show that you reached 50 people.​
   
   
   
   
4. Once you select the Column Type some, or all, of the following fields will appear. What fields appear depends on the Column Type you select.
1. ​Column Name - this is filled in by your choice of a predefined field, or by the system.
2. Section Name - this is the name of the section you want this question to be under.
3. Field Type - depending on the column name you select, the field type may be automatically filled in or may present you with a list of options​. If you select text, you will see the following options.
   i. Check boxes - displays all the options at once and provides a box to check to select the items you want.
   ii. Drop down list - only allows selection of one item. If you have a long list of items it would be better to use the multiple choice option.
   iii. Multiple choice list - use when you want the user to select multiple items, or when you have a long list of responses. This field type provides a search option that is very helpful if the list is long, or not in alphabetical order.
   iv. SharePoint lookup - If you have multiple sites that use the same information (names, organizations, etc.), we can create a SharePoint custom list for you. The information in that custom list can be pulled into the CCB using this field.
   v. Text box - provides six lines of space (by default) in a text box. The lines can be increased if needed.
   vi. Text line - use for short responses.
4. Label - this is the question you want to ask.​ Do not use quotes in the field names as this will cause a problem when you are exporting data.
5. List Label - this is a shortened version of the question to use as a column heading. Do not use quotes in the field names as this will cause a problem when you are exporting data.
6. Required - slide toggle to the right if you want this question to be required.​
7. Listing - slide toggle to the right if you want this column to be shown on the View Data page. Try to keep these to six or less if possible. When you add too many columns it makes that page hard to read.
8. Apply Filter - slide toggle to the right if you want this question to appear as a filter. Filters will help you sort data in accomplishments and graphs.
9. Graph Enabled - slide toggle to the right if you would like to graph this question's results. ​Text Lines and Text Boxes are not graphable field types.​
10. Choices - If your question has multiple choices, this is where you enter them. Choices should be entered with a "|" (called a pipe) between choices. There should not be any spaces before or after a choice.
11. Default Value - If you have several choices, but know that most of the time the answer is one of those choices, you can select that answer as the default value. This will save time for the person entering the data.
12. Display # - this is the display order for the question within the Section.
13. Help​ - enter any help text that you want displayed for the user. Help text appears on the new entry form as a blue question mark beside the question.
    
5. Choose the appropriate option and click Save.
   
6. Repeat to add all the fields you need. 
7. When you are done, click Save to update the form.