To create an agency-specific dashboard with this data, click save as and save the dashboard to a folder connected to your agency. Each question in the Strength of Relationship (SoR) data for Bigs across the network is displayed here with gauges indicating average responses; however, when view reports is selected, your agency data is displayed. Note that this dashboard may be filtered by Stage as well as Enrollment Record Type. The effects of the go-live of the new YOS and COS will be slowly felt over a couple of months. Examine the filters that have been placed on the reports to better understand what type of data is populated within the report youre viewing. At the top of each dashboard, youll see the last time the data was refreshed. 90% of these funds are passed from BBBSA to BBBS agencies. Doing so will ensure the most accurate measurement of baseline conditions, which in turn ensures the continued accurate measurement of BBBS outcomes. Assignment of Agency Matchforce Groups controls which private records Matchforce users can view. Enter a Matchforce environment by clicking on the corresponding button in your dashboard. Each report will likely need to be modified to meet the specific needs of each agency. You will be prompted for multifactor authentication (MFA) to access any Matchforce environment. The two reports listed below contain data tied to all RTBM participants in your agency at the current time. Note that this dashboard may be filtered by Stage as well as Enrollment Record Type. You can either manually close these enrollments, or we will do a mass update to these records in the next few days. Kevin works for BBBSAs project and change management partner organization, True Owl. This happens when youve entered anything other than just High School Big in the Program Preference Type field on the enrollment. In November 2019, True Owl gathered information from over 1,300 BBBS agency staff members on sentiments regarding the current YOS and COS surveys. Search for match in Matchforce: Confirm the correct match with the key dates below. Accessing the Basic BBBSA Reports to better understand what is captured within the basic reports, navigate to the reports tab and click all folders on the left-hand side of the page. Examples include one-time codes sent via SMS or email; push notifications via mobile apps like Okta Verify; and physical security keys. You can reset your password without contacting an AMS Administrator: How to reset your password via Okta. A Little has been on the waitlist for a Big for 100 days and has completed a YOS every 30 days while waiting. Get a quick tour of Matchforces interface. Agencies will likely use this report to help determine which matches to review. The Matchforce system is composed of the following separate applications: By clicking , you will open the Matchforce App Launcher which allows you to switch between apps. The following components make up this dashboard: This dashboard provides agencies with data related to Quality Assurance (QA) reviews (spot-check or scored) that have been completed over the course of the year. As you get more comfortable with these data points, youll become more and more comfortable with these report types. Components are listed below. We will get back to you as soon as possible. Reach out and tell us what you think. Relatedly, while Matchforce will continue to require a baseline survey to be completed prior to allowing a match to move from pending to active status, there will no longer be a system-based requirement that baseline surveys be completed within a specified time of match activation. If you save reports and dashboards in a public folder, all other BBBS agencies will be able to see them and the data they contain. As you start moving forward and consider data you may want to review regularly, here are a couple of quick ideas. Work is currently underway and the system will be available for use by all BBBS affiliates by mid-June, 2020. Enroll in Multifactor Authentication (MFA), Manage Multifactor Authentication (MFA) Settings. Prior to her role as CAO, Mandy was the BBBSA Director of Affiliate Support. After the National Conference, BBBSA and True Owl will build the revised surveys in Matchforce and develop training materials to help staff learn to use the the new tools. Once the App Launcher is open, you can switch between Matchforce applications by clicking on the application you would like to open. Work is currently underway and the system will be available for use by all BBBS affiliates by mid-June, 2020. The survey redesign project officially kicked off in early December 2019. Click on the Program Dashboards folder. : Users with this Matchforce Profile Type will be able to access Matchforce and complete standard match management activities and will have access to the Agency Management application. This opens the Matchforce Groups tab in AMS. Built to support Big Brothers Big Sisters, Matchforce provides the intelligence and data to continually improve our services to children. Matchforce Match ID. BBBS Lone Star Serving North & West Central Texas, and the Greater Houston areas This dashboard contains specific data points that staff may utilize to monitor and review match processes. This dashboard contains specific data points that staff may utilize to monitor and review match closure data. It is completely up to individual BBBS affiliates to determine if and when they will use TheApp. Enroll in Multifactor Authentication (MFA), Manage Multifactor Authentication (MFA) Settings, Activating a TLE User Account in Matchforce. This is strongly discouraged. BBBS staff will be able to easily access and review all communications made in the system. We found that English is the preferred language on Aim Bbbs pages. Your CEO/ED/Program Director (with Sponsored Organizations) will use the same login information People often use email for primary credential recovery. One of the best features of the redesigned YOS and COS is that BBBS agencies now have the power to turn on or off a number of optional question sets. TheApp is consistent with the 2018 Standards and BBBSAs service delivery model. Everyone in Matchforce has access to Reports & Dashboards, which means you have the flexibility to utilize these tools to manage day-to-day processes as well as analyze data. Go to your app dashboard in Okta and launch the application Matchforce Training. In order to be able to merge duplicates, you need to have Contact Merging permissions and be the owner of both records to be merged. The expectation is that these componentsreflect a 0 value, which indicates the fields were not saved as blank or empty across records. Matchforce has an excellent search engine. At the top of the AMS window, click on Matchforce Groups. Be aware, however, that best practice is still to administer the baseline survey to within 60 days of first match activation. If you forget your username, please ask your agencys AMS Administrator. Open the Quality Management Dashboard to see more data. Although contacts cant be closed, their Enrollment Stage on the contact record may be utilized to help you understand the current process step theyre application is in. Remember: These numbers are consistently changing and are able to be reviewed on a moment-by-moment basis. Review the Match Management Dashboards. This icon appears on every page in the upper left-hand corner. Removal of Baseline Survey Due and Expiration Dates. Fill in your company-issued credentials and click. Important Changes to Baseline Survey Requirements in Matchforce. Once one baseline YOS or COS survey has been completed for a Little, Matchforce will prohibit additional baseline surveys from being created by pressing the Baseline YOS/COS button on either the Match or Enrollment records. SMS is the second most secure option. Private records are used to hide contact information in Matchforce about high-profile individuals. In order to address this issue and increase the accuracy of the data reported in the soon to be released new YOS/COS outcomes report, the definition of a baseline survey has been clarified and the manner in which Matchforce handles specific aspects of baseline survey administration has been modified. If the MSC is In-Progress, it will retain the due date it had in AIM. As you begin working with Reports & Dashboards, here are a few helpful hints. The project team is preparing training materials to help your agency introduce TheApp to staff and guide your thoughts around what policies and procedures you may want to put in place before you begin to utilize the platform. Along these lines, now is a great time to start talking with your Board about this opportunity, knowing that you may have policies and procedures you need to update when you choose to use the system. TheApp is the result of a joint initiative between BBBSA, a group of 15 BBBS affiliates, Traction on Demand, CM Consulting, and True Owl. On the left-hand side of the page, click all folders. ), Identify how many MSCs have been completed late or on-time, Identify demographic information tied to contacts connected to your grants, Track which matches are currently attached to different grants, Assess whether youre reaching goals connected to grants, Identify matches or enrollments that have been or need to be QAed (spot-check or scored), Review results of QA reviews and share feedback with staff, Identify whether QA team members are completing QA reviews as expected. One-to-one communication between Bigs, Littles, and BBBS staff. You have been provided with basic reports to help you access the basic data that your agency utilizes. There are no current prohibitions in either document surrounding mentors and mentees having phone or electronic communications when not on site. Accessing confidential records in Matchforce is controlled by the Matchforce Group you are assigned. One is your Agency account record and one is your Location account record. Enroll in Multifactor Authentication (MFA), Manage Multifactor Authentication (MFA) Settings, enroll in multifactor authentication (MFA), You will be prompted for multifactor authentication (MFA), Access AMS by following the instructions in Section 2.0 of the, Scroll down to find the dropdown box titled, Move a match from the Pending stage to the Active stage, Move a match from the Pending Closure stage to the Closed stage, Change the Status field on a match from Red to Yellow or Green. The redesign project team will create first drafts of the new YOS and COS in February and March of 2020. Note this is filtered by my contacts. If not, their account will not be created in The Learning Exchange. Although we do offer email as a factor for convenience and to help ease into MFA, we do not consider it to be a secure, modern method for secondary authentication. Matchforce Applications The Matchforce system is composed of the following separate applications: Agency Management Big Brothers Big Sisters By clicking , you will open the Matchforce App Launcher which allows you to switch between apps. A survey completed any time before a Littles first match activation will now be considered by Matchforce to be the Littles baseline survey, so long as it is the first survey ever completed by the Little. TheApp will allow Bigs and Littles to communicate directly with each other and BBBS staff via threaded messaging similar to that used on common internet blogs or Facebook. If Matches with or without YODPs is selected, all matches whether they do or dont have YOPDs will be pulled into the report. Please review the Okta MFA FAQ for additional info. True Owl will release a survey to the entire BBBS network in January 2020 to gather input on exactly what revisions should be made to the current YOS and COS. All BBBS staff are encouraged to provide feedback. Records in the Ready for Review and RTBM Stage are examined. Perfect for announcing events and activities. Once complete, these draft surveys will be released for comment to the entire BBBS network. Access to applications is based on your user permission level. Feel free to update the match name with the appropriate last name when a name change takes place on the contact record. This pilot will run through the end of June 2020. The tabs are customizable to meet your daily needs, please see below: 2021 Big Brothers Big Sisters of America. Matchforce Profile Type can be set to the following values: Follow these steps to set Matchforce Profile Type for a user: There are six individual permissions that can be turned on or off for Matchforce users. Drag and drop tabs to change the way they are displayed. Survey Completion data is tracked within this dashboard. To get started using Matchforce, follow these steps: Google Chrome needs to be downloaded and installed on your computer prior to proceeding with the setup and access of Matchforce. Activating a TLE User Account in Matchforce Matchforce Training Tab FAQs Update Beginning February 14, 2023, volunteer and parent/guardian can be added to The Learning Exchange using the new Training Tab in Matchforce. Alternatively, Okta Verify can generate a six-digit code that you enter into your Okta login screen to access your required app. The Navigation Bar along the top is where you can access tabs to ease your workflow. Next, open the corresponding report to see more detailed data the dashboard is pulled from. Login to your Big Brothers Big Sisters Customer Account. Instead, it will serve as the foundation for expanded digital match programs into the future including a full BBBS e-mentoring service delivery model to be developed in a future project phase. Automated emails are sent out of Matchforce when specific trigger events occur. Instead, TheApp is intended to be a long-term use tool to kickstart exciting new ways for Bigs, Littles, Parents and agencies to connect utilizing technology.. A private record is a contact record in Matchforce that has been marked as private. Before you access Matchforce for the first time, download and install WalkMe on your computer within Google Chrome. Bigs and Littles will be able to easily record how they are feeling about their match whenever they are in the system. The definition of a baseline survey has been clarified and the manner in which Matchforce handles specific aspects of baseline survey administration has been modified. Please note that autoregistration has been retired effective February 14, 2023. What this means in practice is that the Matchforce 60-day rule is no longer in place. Email is the least secure option. So long as the YOS was not completed more than 30 days ago, the match will be able to be made active in Matchforce. Below are a few links that may be helpful as you get started: You may find as you examine reports connected to dashboards that you want to add and edit report fields. The BBBSA Research and Program Support teams strongly recommend agencies continue to strive to get all baseline surveys completed no more than 60 days before match activation. TheApp is planned to be the only digital communication platform to link to Matchforce. This level of customization has never been available on previous versions of the YOS and COS, and will allow agencies a wide amount of latitude to determine exactly what information they want to . All Bigs and Littles currently Active (Enrollment Stage = Ready to be Matched, Pending Match, Matched) with mailing addresses are included in this report. 2021 Big Brothers Big Sisters of America. TheApp will automatically scan communications for specified keywords and phrases and flag communications if any potentially concerning language is detected. Samples of the automated emails can be found here. Owner with Completion StatusDetailed content related to MSCs completed grouped by match owner is available within this report. Step-by-Step Instructions 1. You can create an account in The Learning Exchange for your volunteers and parents/guardians from the new Training Tab in Matchforce. It is rapidly becoming a standard requirement for many platforms. Remember: You can add, remove, or rearrange columns in any report based on what you need. At the same time, many agencies will create brand new reports with corresponding dashboards knowing that Matchforce creates a great deal of flexibility within reporting. Matchforce is Big Brothers Big Sisters' match management system. Big Brothers Big Sisters of Metro Atlanta, Big Brothers Big Sisters of Sheboygan County, Big Brothers Big Sisters of Middle Tennessee, Big Brothers Big Sisters of Central New Mexico, Big Brothers Big Sisters of Northeast Florida, Big Brothers Big Sisters of Metro Milwaukee, Big Brothers Big Sisters of Northern Sierra. Filters for Program Type and Little Gender are available. Simply remove any additional Program Preference Type and youll be able to move forward. In fact, BBBSAs Enhanced SBM best practice model from 2012 demonstrated that facilitating electronic or phone communications over the summer months between Bigs and Littles resulted in longer, stronger matches that were more likely to continue into the next school year. You will see a prompt on your device that Extra verification is required for your account. Average Match Length (AML) Metrics across the Network are displayed in the components; however, when view reports is selected, your agency data is displayed. Yes. Users can be added individually or in bulk. This will allow you to keep your reports and dashboards private from other BBBS agencies. You can learn more about Matchforce Groups and general Matchforce rights and permissions here. Clicking will open the dashboard to a larger view and will allow you to scroll through all components on the dashboard. All communications will automatically be stored in Matchforce. Data Quality Dashboards are provided to allow you to track specific data points that may not be required fields in the system but are critical data points. Login - MatchForce Instead, you must type it in by hand. Moving forward (for matches made after December 31,2020), a baseline survey is defined as the first YOS or COS completed by a Little regardless of when the survey was completed. 2021 Big Brothers Big Sisters of America. Stay up to date on important news related to Fund Development, Agency Support, Leadership, and more! You can still see parent/guardian relationships via Little enrollment records. This experience is an insecure method of additional verification because: If you successfully enroll a new MFA factor in Okta, you will receive an email from Okta confirming: If you dont receive this email, please return to Step 1 and try to enroll again. Preparation for the YOS and COS Redesign Project began in late September 2019. Okta can send you a push notification that you approve using Okta Verify. Yes. While content from TheApp will be extremely helpful to staff as they prepare for match support and may help alleviate redundant conversations, it will not replace match support contacts., Traction on Demand builds TheApp while keeping the BBBS national office and affiliate team up to speed with regular system demos, A group of 15 BBBS affiliates go-live on TheApp and make sure the system and associated processes work as expected prior to release to the full network, BBBSA collaborates with Traction on Demand and 15 BBBS affiliates to determine and document the requirements and user stories that will guide development of TheApp, Traction on Demand trains a core set of affiliate and national office staff who the develop training processes and materials for all affiliates, BBBS national office and affiliate staff put TheApp through its paces in order to ensure it will meet the needs of all BBBS affiliates, TheApp and all required supporting and training materials are released to the full BBBS network. It is important to note that while Matchforce will no longer require baseline surveys to be completed within 60 days of match activation or allow secondary baseline surveys to be administered, it is still considered best practice for baseline surveys to be administered as closely to match activation as possible. To better understand what is captured within these components: This dashboard allows you to see specific productivity data tied to record types across the system as well as activities in general. On the left-hand side of the page, click all folders. Match Activation Date. If you have any questions about the revised definition of a baseline survey, the associated Matchforce changes, or anything else related to the YOS/COS Infographic Replacement Project, please email the project team by clickinghere. When dashboards are opened, data may need to be refreshed. Click here to learn more about Matchforce permission sets. Scroll down to find the six dropdown boxes associated with the individual permissions described above. Please let your agency superusers know about any changes or improvements you would like to see in Matchforce. Instructions: to get a Match ID from MatchForce click on the URL when on the match's main page. You can view examples of the Matchforce inquiry forms here. Only a member of the National Child Safety team can unmark a record marked as a child safety risk. Attention if You Use Office 365 at Your Local Agency Every report you pull may be edited and saved to meet your specific needs. You can search in all tabs or in specified fields simply by changing the search dropdown. Clicking allows you to post the visual component in chatter. Open the National-Average Match Length dashboard and look at closures by duration. Through the generous support of corporations, foundations, and donations, Big Brothers Big Sisters regularly participates in nationwide or local research opportunities. ALWAYS SAVE YOUR REPORTS AND DASHBOARDS IN YOUR AGENCYS PRIVATE FOLDERS. In addition to average scores for Enrollment and Match element, components are available that reveal whether specific elements are scored as having been addressed during QA reviews. You are not limited to the content you see in the basic report template. Completed MSCs On-Time Rate YTD (On-Time % should be high), Matches Overdue for Match Support (This number should be low), Identify the number of participants in stages, Better understand the make-up of your volunteers and/or children, See contact information for participants across all stages, Review time taken to complete process steps, See matches and sites associated with them, See demographic data tied to all Bigs & Littles (email, address, age, gender, race/ethnicity, etc. Review the program set-up and be sure the High School Big Program has been selected. Every agency has two account records. There was an issue with the data migration that caused some closed enrollments in AIM to come over as open in Matchforce. We strongly recommend against using email authentication. Only staff with Quality Assurance permissions can create or view QA records. Clicking allows you to download the image for your own use. Enroll in Multifactor Authentication (MFA), Manage Multifactor Authentication (MFA) Settings, View Video Overview: Set up Okta Verify with Push for MFA, View Video Overview: Set up Okta Verify, OTP for MFA, Using your computers browser, navigate to the. The four reports below will serve as a complement to several dashboards listed above. It is the primary system in which Big Brothers Big Sisters agencies document information about Bigs, Littles, and matches. To create an agency-specific dashboard with this data, clickSave As and save the dashboard to a folder connected to your agency. Stay up to date on important news related to Fund Development, Agency Support, Leadership, and more! When you click onand select a report type, pay attention to the With and With or Without language. Please keep in mind that options listed below are a small sample of the reports that you have access to in Matchforce. Individual components are listed below. Matchforce uses an application called WalkMe to provide help and training within the system. All contact records that come into Matchforce via online inquiries will be assigned the owner BBBS Forms User. BBBSA and the Network will continue to have conversations about what metrics are most significant to track within Matchforce. Scenario: Your agency wants to identify which individuals are currently tied to grants you are tracking or could potentially be added to grants. DataAll Bigs & Littles currently Active (Enrollment Stage = Open, Ready to be Matched, Matched) are included within this report. Matchforce recognizes and keeps the first completed baseline, even if that survey was administered more than 60 days prior to the Littles first match activation date. In her 15 years of service to BBBS, Mandy has held numerous affiliate program related positions, first at BBBS of the Capital Region and later at BBBS of Tampa Bay. If you havent already done so, review the resources listed above and in the WalkMe app related to Reports & Dashboards. All communications made via TheApp will be automatically stored in Matchforce and easily accessible for staff review. completed that Matchforce requires for enrollments to be RTBM. The final versions of the surveys will be unveiled to the BBBS network at the 2020 National Conference in June. Remember, BBBSA has provided a sample of reports in the National & Local Data and Program Dashboards folders. Since Matchforce moves enrollments to RTBM when a pending match is moved to Not Approved, the system is preventing this move until all required items are completed. This one is on us. Click login. Add filters. Infographic Replacement Project Post Archive. Let's take a look around. You may want to use this data to: Scenario:Your agency wants to see what data is tied to all active matches. Data reveals whether or not a QA review was completed on that match. Your MFA settings can be changed at a later time. This dashboard contains specific data points that staff may utilize to monitor and review match support processes. If you have your username and password, let's log into Matchforce: Visit BBBSA.okta.com. Match Closure Date. TheApp will be made available for all BBBS agencies to use on 1 July 2020. MatchForce matches North Carolina businesses to government contracts, and government purchasers to NC suppliers. Navigate to your Contacts & Demographics Report Folder to see Contact data or to the National Match Reports folder to see Matches Served Current Year. Matchforce Safe, secure, and modern communications to help our matches today and strengthen our mission tomorrow The Project Big Brothers Big Sisters is building a Matchforce based digital platform to facilitate safe and secure online communications between Bigs and Littles! The members of this group will be instrumental in crafting the new versions of the YOS and COS. If you choose to use the code, then access the code in Okta Verify and enter it into your browser. You may want to use this data to: Looking for a report similar to the Support Contact Summary reports from AIM? Every Matchforce user must be assigned a Matchforce Profile Type in AMS. The other YOS surveys that were completed by the Little while waiting for a Big will remain in Matchforce but will not be used to calculate the outcomes reported on the new YOS/COS outcomes report. Third parties can compromise email addresses.
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