PART ONE - SAVE THE DATA IN A FORMAT THAT CAN BE READ BY THE ONLINE DATABASE
- Open the completed Microsoft Word document. On the menubar, click Tools, then choose Options. In the dialog box, choose the tab for "Save." Then CHECK the option to "Save data only for forms." NOTE: Change this setting back to UNCHECKED as needed.
- On the menu bar, click on File, Save a Copy As...
- Give it a name and specify your Desktop or other convenient location.
- Click the button to Export. The data will be saved to the file with the name and location you specified, with the file extension *.txt. This file is a "comma delimited file" and contains the data you entered only, arrayed in a format that the database can read.
PART TWO - IMPORT INTO THE ONLINE DATABASE
- Click the GO button to proceed...you will be prompted to browse for and upload the file and the file will be saved to the online system.
- Category: Using the Database
ABOUT THE DATABASE SCREENS:
The Massachusetts Career Readiness Database (MA-CR Database) can be found at https://masswbl.org and/or http://massconnecting.org. This database is used by a variety of programs across Massachusetts, including the School to Career Connecting Activities program and many of the Cooperative Education programs, YouthWorks, WIOA Youth, local summer jobs programs and other programs.
The database provides a placement screen for recording and managing placement information, plus screens for each section of the WBLP, including the job description, skills/tasks, and performance reviews. It also provides a menu of reports and a bank of sample job descriptions and skills/tasks, a rubric for evaluating foundation skills, and, coming soon, reflection questions to guide student reflections. Here are some key points about the database:
- SHARING and PRIVACY. The database is designed to facilitate collaboration, while maintaining privacy and confidentiality. You can collaborate with co-workers, supervisors, participants or teachers to write and view WBLPs. There are two ways to share information with others. 1.) When you sign up to use the online WBLP, you can list the email (username) of up to three co-workers with whom you want to share all the information you enter. 2.) As you fill in each WBLP, you can list the email (username) of the participant, supervisor, program staff and/or teacher or other contact person, and give them access to view and/or work on the WBLP.
- NAVIGATING IN THE DATABASE. Navigation in the database is intuitive. You will start at a main menu page, and from there, click a button to start a new record. Or you will click the various buttons to open existing records. You can navigate to the placement screen (which provides basics about the job placement) to the job description, skills, and reviews screens. Staff also have access to a reports menu with summary reports and lists. All database users also have access to a "bank" of sample job descriptions and skiills/tasks. Feel free to explore to learn more about the database.
- SAVING. Use the "Save" buttons on the screens to save your work. You’ll be prompted to save if you forget.
- FILLING IN PLACEMENT DETAILS (optional vs. required information). The placement screen in the database requests basic information about the job placement, including the participant name, supervisor name, school, employer, start date, end date, hourly wage, if any, hours per week, etc. Program staff see a more detailed version of the placement screen with additional program enrollment details. This screen has color-coded icons that indicate what information is required for your program.
- Dropdown lists – The screens provide some customized dropdown lists. Most of these lists are based on information entered by you or others in your region.
- Job Descriptions and Skills – you can get ideas and sample job descriptions and skills/tasks from the "Job Description Bank" within the program (click the buttons for the bank of job descriptions and the bank of skills/tasks) and from the online resources at http://skillspages.com/masswbl.
- Setting up routines. Work with your colleagues or co-workers to set up routines for the database:
- Who enters the information on the placement form?
- When do you enter this information?
- Who writes the job description and list of skills/tasks?
- Who completes the performance reviews and writes goals and comments?
- How can you be consistent in entering school names, activity names, organization names, career areas, job titles, etc.?
- What reports will you run to review and analyze data? Who runs these reports? How do you use the data from reports to continually build and improve your youth programs?
- Category: Using the Database