Welcome to Cityspan

Today’s GoalsToday’s Goals1. Educate you on the Chicago OST Project, which is the

Wallace funded initiative to improve the quality of out-of school-time programs in 5 cities across the United States.

2. Provide you with information about The Department of Children & Youth Services centralized participant tracking system, known as Cityspan: what is it, how can it be used, and how it might be helpful to your agency.

AgendaAgendaChicago OST ProjectWhat is Cityspan?Benefits & CapabilitiesProgram LocatorGoals of Program ProvidersProgram DataAgency’s Cityspan Role CustomizationsChicago Partners User FeedbackLive DemoYour Goals and CityspanTechnical Support

Chicago OST ProjectChicago OST ProjectAnAn informationinformation technology system that can be shared technology system that can be shared across all OST partners and providers.across all OST partners and providers.A A communicationscommunications plan to target and reach teens. plan to target and reach teens.A systemic way to develop and disseminate A systemic way to develop and disseminate innovationinnovation through best practices across all program through best practices across all program providers.providers.A consistent way to measure and ensure OST program A consistent way to measure and ensure OST program quality.quality.Strategies for long-term financial funding, leading to a Strategies for long-term financial funding, leading to a sustainablesustainable out-of-school time programming and out-of-school time programming and infrastructure system.infrastructure system.

What is Cityspan?What is Cityspan?A centralized web-based participant tracking system used by any program service provider to automate program documentation and report to Funders

Benefits & Benefits & CapabilitiesCapabilities

An opportunity to network and leverage program ideas, perspectives and resources

A consistent way to measure and ensure program quality for all stakeholders: Agencies as well as Local, State and Federal Funders and Policy Makers

www.chicagolocator.www.chicagolocator.orgorg

Common Goals of Program Providers

Report Accurate Data

• Maintain data at three levels: agency, administrative, and across the City of Chicago

ActivelyRecruit Youth

• Understand who we serve and what they need

• Target and recruit youth to our programs

Create Sustainability

• Maintain funding

• Increase and secure funding

• Leverage resources to run youth programs

• Collaborate with partners

Meet ProgramDeliverables

• Offer relevant programs: OST, Counseling, Homeless, Mentoring, Internships, Job Readiness Training

• Meet program deliverables based on Work Plan, Grant Deliverables, or Contract

• Collect and document Youth Program data

Program and Participant Data

AgencyLocation Contacts Program Description

AgencyLocation Contacts Program Description

Individual and Demographic InformationYouth Adults/Parents Staff Volunteers

Individual and Demographic InformationYouth Adults/Parents Staff Volunteers

Services Offered Group Activities Individual Activities Events Referrals

Services Offered Group Activities Individual Activities Events Referrals

Program Work Plan, Service Plan, Contract OST Counseling Mentoring Homeless

Program Work Plan, Service Plan, Contract OST Counseling Mentoring Homeless

Services Utilized Attendance Contacts Referrals

Services Utilized Attendance Contacts Referrals

Reports Agency Admin Semi-Annual Custom

Reports Agency Admin Semi-Annual Custom

Agency’s Cityspan RoleAgency’s Cityspan Role

Program Locator

Funder

Agency

Staff

Participants

Group activities

Enrollment

SET-UP

Program Contract

PLAN DOCUMENT

Attendance

Individual services

Inter-agency referrals

Cityspan Cityspan CustomizationsCustomizations

Reports

• Attendance

• Program Deliverables

• Data for potential funder

Participants

• Demographics

• Intake Forms

• Eligibility Requirements

Programs

• Funding

• Types of Services

• Program Deliverables

Business Process

• Staff credentials

• Schedules

• Policies

Chicago PartnersChicago PartnersPartner AgencyCPS OELO 400 CPS Schools

After School All Stars

After School Counts

Tuition Based

Community School Funded Programs

21C Funded Programs

CYS 200 CDBG funded agencies

Corporate funded agencies (RCCS & YCDCS)

Juvenile Support Intervention Center (JISC)

Economic Mentoring

KidStart- Mayor Daley’s Summer Jobs Program

Parks 30 to date, and at least 60 more in 2008

Libraries Data integration with libraries new system

ASM 50 Pilot sites for Summer Programs

159 sites by October 1, 2008

User FeedbackUser Feedback“I feel confident about the future

of Cityspan.”

“The training was

very helpful to me.”

“Cityspan is easy to navigate and I can use it from anywhere.”

www.youthservices.net/chicagowww.youthservices.net/chicago

Live Cityspan Live Cityspan DemonstrationDemonstration

Work Plan/Contracts/Service Plan

Youth Participants

Group Activities

Individual Activities

Referrals

Reporting

How Could Cityspan How Could Cityspan Help You… Help You…

Meet Your Goals? Meet Your Goals? Automate documentation of services provided and utilized

Market/outreach through the Chicago Youth Program Locator

Deliver on program commitments Report accurate data to funders Network and leverage program ideas, perspectives and

resources Make quality enhancements… through monitoring,

measuring and analyzing program data Validate continuation of current programs Demonstrate the need for more or new programs

On-going Technical On-going Technical SupportSupportWork Plan/Contracts/Service Plan

Training: hands-on activities, user manual and implementation plan

Quarterly Cityspan User Group Meetings

Semi-Annual Reports workshops and action plan

Cityspan Help Desk phone support

Technical Assistance visits

Issue Tracker/Chat Board

Cityspan in ChicagoCityspan in Chicago