Children’s Mental Health InitiativeSystem of Care Expansion and Sustainability Survey (SOCESS)

Grantee Year 2 0 1 5

2 0 1 6 User Guide

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | i

Tips• Internet Explorer is the

recommended browser. You should be able to use Chrome or Firefox, but you may have minor layout issues.

• We strongly advise against entering the data using a tablet or smartphone.

• There is a timeout feature if the system has been idle for 30 minutes.

Table of Contents Section Page

System of Care Expansion and Sustainability Survey (SOCESS) Overview 1

Purpose and Description 1

SOCESS Content 1

Who Completes the SOCESS? 1

1 How is the SOCESS Administered?

SOCESS User Guide 2

How to Access the SOCESS 2

Survey Response Options 5

Questions? 5

Figure Page

1 Portal homepage 2

2 Login page 2

3 Password reset 2

4 Bulletin board screen 3

5 SOCESS landing page 3

6 Interview details 4

7 Confidentiality/informed consent 4

8 Survey instructions 4

9 First survey question 5

10 Closing page 5

ContentsSystem of Care Expansion and Sustainability Survey (SOCESS) Overview 1Purpose and Description 1

SOCESS Content 1

Who Completes the SOCESS? 1

How is the SOCESS Administered? 1

How to Access the SOCESS 2

SOCESS User Guide 2Figure 1 Portal homepage 2Figure 2 Login page 2Figure 3 Password reset 2Figure 4 Bulletin board screen 3Figure 5 SOCESS landing page 3Figure 6 Interview details 4Figure 7 Confidentiality/informed consent screen 4Figure 8 Survey instructions 4Survey Response Options 5Questions? 5Figure 9 First survey question 5Figure 10 Closing page 5

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | 1

System of Care Expansion and Sustainability Survey (SOCESS) Overview

Purpose and DescriptionThe Children’s Mental Health Initiative (CMHI) National Evaluation is funded by the Substance Abuse and Mental Health Services Administration (SAMHSA) for all System of Care (SOC) Expansion Grants. The System of Care Expansion and Sustainability Survey (SOCESS) is a self-administered online survey that is designed to assess grantees’ expansion implementation and efforts toward sustainability for systems of care. Specifically, SOCESS includes questions about:• Strategies and mechanisms planned

• Factors that impeded and facilitated expansion efforts

• Self-appraisals of degree of implementation

SOCESS Content SOCESS is designed to capture self-report implementation data using a strategic framework that consists of five analytic dimensions: (1) policies, (2) services/supports, (3) financing, (4) training/workforce, and (5) strategic communications. Evaluation activities are framed by the five strategic areas to examine whether specific mechanisms and strategies lead to proximal and distal outcomes. System of care principles are woven throughout the framework at both the State and Local levels, and the tools are designed to allow analysis across levels.

Who Completes the SOCESS?In order to provide a variety of perspectives, the SOCESS will be completed by multiple people within a grantee site who are knowledgeable about system of care activities. Evaluation staff will identify potential respondents through discussions with grantee staff and invite those stakeholders to participate in this evaluation component. Possible respondents include any or all of the following:• The CMHI project

director

• Family representatives

• Youth representatives

• Mental health agency representatives

• Child welfare agency representatives

• Juvenile justice agency representatives

• Education agency

representatives• Other agency

representatives identified by the grantee as relevant to the SOC effort

• Individuals responsible for CMHI Quality Monitoring

• Financial officers

• Practitioners

How is the SOCESS Administered?This self-report survey will be administered via the online National Evaluation Data Collection Portal. It takes about 30 minutes to complete.

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | 2

SOCESS User Guide

How to Access the SOCESSSelected participants will receive two emails from the National Evaluation. In your inbox, the emails will say they are from the “CMHI Evaluation.” The first email will include a URL to the SOCESS survey through the National Evaluation Data Collection Portal, which is the online data entry system that grantees will use to submit data for the National Evaluation. The second email will have your private username and password.

Figure 1 Portal homepage After you click on the URL, you will reach the National Evaluation Data Collection Portal homepage. Click on the Login tab highlighted by the blue circle in Figure 1. The Login Page will open.

Figure 2 Login page Type your unique username and password.

Then, click on the Login button. The Bulletin Board page will open.

Note: If you forget your password, it can be re-issued by clicking on the “Forgot Your Password?” link on the Login page.

You will see a new screen to enter your email as shown in Figure 3.

Figure 3 Password reset

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | 3

Once you access SOCESS, the first screen you see is the Bulletin Board. The Announcements section of the Bulletin Board will capture relevant information such as:• Upcoming trainings• Updates about the National Evaluation

• New tools or instruments• Systems maintenance information

The Upcoming Events section provides a calendar view of information in the announcement section by week and month. The Bulletin Board also provides a section with helpful tips.

Figure 4 Bulletin board screen To access the SOCESS survey, click on the Data Entry tab or select “Data Entry” from the Shortcuts panel as shown in Figure 4.The SOCESS landing page will appear.

Figure 5 SOCESS landing page Your grant number will automatically appear in the Grant Number drop-down box.

Click on the Start arrow as shown in Figure 5. The Interview Details page will appear.

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | 4

Figure 6 Interview details Click on the information icon as shown in Figure 6. The Confidentiality/Informed Consent section will appear.

Figure 7 Confidentiality/informed consent screen The Confidentiality/Informed Consent section includes information about the SOCESS, confidentiality, and privacy protections for your responses.

If you agree to participate, click Yes as shown in Figure 7.

Then click on the Next button. The Survey Instructions page will appear.

Figure 8 Survey instructions To go to the survey, click on the Next button.

Note: If you need to exit the survey at any time, click Save and Quit. The data you enter on each page is not saved until you click on Next or Save and Quit.The Previous button will allow you to check your answers on pages that you have completed and saved.

System of Care Expansion and Sustainability Survey (SOCESS) User Guide | 5

Figure 9 First survey question Survey Response OptionsEach survey question will include response options. Click on the buttons to select your responses as shown in Figure 9.Note: If you do not have enough information to answer any questions, please select the “Don’t know” option instead of leaving the item blank.Some questions allow you to type in original text to describe activities particular to your system of care. If you make a text entry, you must also choose a rating from the response options.

Figure 10 Closing page Once you have completed the survey, a Closing Page will appear, as shown in Figure 10. You have three choices:• Click on the Previous button to review your

responses electronically

• Click on the Save and Quit button and return to the survey at another time to review before sending

• Click on the Submit button to complete the survey submission

Note: You must click on the Submit button to submit your survey. Once the survey is submitted, you will not be able to make any changes.

Questions?If you have questions about the survey, please email the CMHI National Evaluation Help Desk at CMHIeval@westat.com.

49768.0617 v1