Quarter 4 2023 QRIS Release Notes

Modified on Fri, Jun 30, 2023 at 3:45 PM

CDF Enhancements:

We continued to improve the CDF features to ensure our users can easily collect, organize, and export CDF information from Hubbe. Please click here to view a video on how to expertly manage the CDF data collection process in Hubbe. The following enhancements were made during Quarter 4 of 2023:

In the Site level QRIS/CDF child counts, we created a new card titled "Screening Counts" to house several fields regarding referrals and services that used to be in the "Special Needs Count" card
Added a new text box field, titled "Language spoken by the majority of the children counted in the "Other Language" category" to the Site level QRIS/CDF child counts so that staff can note this for internal planning purpose
Added a new field to the Site level QRIS/CDF child counts "Screening Counts" card titled "Number of Children Whose Parents Declined to Participate in the Developmental Screening Process"
Updated the "Preschoolers" count in the CDF Wizard for a site to only include students between 36 and 60 months served that year, rather than 36 months and up
Two new columns added to the CDF Wizard Management excel download for CDF Wizard Staff ID and Email
Updated the site record's "QRIS/CDF" tab to show the real-time counts in the student count sections when that site is set to automatically calculate counts from real-time child-level data rather than manually override and enter counts
Updated the Coach role permissions to allow users with this assigned role to create new staff records while assigning CDF Wizards to a site in the CDF Wizard Management grid - Coaches will only be able to create new staff records in this area and only when the "Allow coaches to assign CDF Wizard roles" setting is enabled in the CDF Wizard Management grid by county administrators
Updated the "Date Counts Taken" field within the "QRIS/CDF" tab of a site record to be updated to the day that the CDF Wizard for that site is marked as "Completed" - this field can still be manually changed but helps keep this date automatically updated each CDF reporting season
Added a search bar and additional filters to the CDF XML grid - Columns for any county custom fields were also added to the grid
Updated the "Total Count of Dual Language Learners" field to be required to be less than or equal to the number of "Preschoolers" entered for the site - if users manually enter a number for Dual Language Learners that is larger than the number of preschoolers, they will see a warning message to correct these counts
Updated the logic between the "Voucher, Alternative Payment, AP, CalWORKS, or CA Migrant Alternative Payment" and the "Program is able to receive voucher-based child care subsidy payments through an agency contracted through the State of California" funding type options to accurately reflect funding options for sites

ERS & CLASS Enhancements:

Over the past month our team has worked to improve the functionality and intuitiveness of the ERS & CLASS Management feature. Many updates were made, which are detailed below:

There is now a blue "Preferences" button, visible to Funder Admin and Assessment/Rating Managers, at the top of the Site Rating Management and ERS & CLASS Management pages. Within this "Rating & Assessment Preferences" modal, a new setting "ERS & CLASS Management: Enabled Assessment Types" was added to enable staff to customize their ERS & CLASS Management tool to include CLASS only, ERS only, or Both CLASS and ERS. With this addition, all screens, calendars, grids and downloads will honor the stored preference, regardless of the user's role.

To streamline the process of scheduling assessments, we brought the "Calendar Scheduler" button to the "All Planned Assessments" tab at the ERS & CLASS Management level, and to the "Caseloading & Scheduling" tab at the Team and Cohort level.

This button will lead staff to the "Master Calendar Scheduler" tool, where staff must first select certain criteria in order to populate relevant session results. Depending on the level from which a staff navigated to the "Master Scheduler" from, staff may be asked to select whether to show all sites, or just those planned for a site rating, in addition to a Team and Assessment Cohort. From these criteria fields, all applicable sessions will be shown. To help refine this calendar search even more, the following multi-select filters were added: Agency, Site, Rating Cohort, Age Group, Site QRIS Rating Status, Site QRIS Program Type, Scheduling Status, and Session Status. The calendar on the right will show all scheduled assessments across Cohorts, while scheduled sessions will appear greyed out for the non-scheduled Cohorts. The session ‘tiles’ on this calendar will also display the session’s Room Number, Age Group, and Language(s) of Instruction to aid staff when scheduling assessments.

Updates were also made to the CLASS/ERS Assessment Schedule Modal to include the Assessment Team and Cohort, as well as an Assessor field (editable only by Assessment Manager and Supervisors).

Other general updates made to the ERS & CLASS Management tool include:
- Addition of Room Number and Lead Teacher columns to the various tabs
- Added a RED "Inactive" badge when a session already selected as a caseload is later made inactive as a way to warn teams to prompt a new caseload
- To prevent losing caseloads, when a Team is now deleted, staff must specify which Team and Cohort to move all existing caseloads to
- Updated the order that information is displayed for Planned ERS & CLASS Assessments on all calendars so that Assessor Name shows first, followed by Site, Session, then Assessment Type
- Updated the Site Rating Management grid excel export to show full "Notes" column content
- Updated the ERS and CLASS Management grids to also display Non-Certified completed assessments
On every ERS and CLASS Assessment overview grid, we updated the word document reports to reflect the filters selected on the grid at the time of downloading the report

Please click here to access details and instructions for how to utilize these updated ERS grid, and click here to access details and instructions for how to utilize these updated CLASS grid.

With these new tools and greater visibility of data, we hope scheduling sessions will be easier than ever before.

Site Rating Enhancements:

Over the course of the past quarter, new fields were added to the Site rating Matrix to allow staff to enter start and end dates for PD hours/Courses, ERS, and CLASS that will determine the window for which these measures are considered for Scoring Elements 3 and 7 to help customize Site Ratings.

Updated Site Rating Contacts permissions so that they can only view attachments on Site Ratings
Updated Element 6 in the site rating matrix to only require one box to be checked for the "4 Point" value in order to secure 4 points for that element
Fixed the site rating matrix to preserve data entered for PD Hours and Coursework start/end dates upon saving the rating
Updated Element 6 in the site rating matrix to only require one box to be checked for the "4 Point" value in order to secure 4 points for that element

Stipend Enhancements:

Over the past quarter, we have made many updates to the Stipend Management record. Please click here to access details and instructions for Stipend Management resources and click here for more information on Stipend Applications.

Updated the Stipend Application excel with new columns for four legislative fields, a Staff ID, and all Staff Custom Fields
Updated the "Notes" column in the "Assigned Staff" tab within a stipend track to track the email messages sent out to staff when sent using the multi-select "Email Staff" button for the grid
Added a new column titled "Stipend Programs" to the "QCC Workforce Pathways Downloads" report available on the Stipend Management record - this column will list all the stipend tracks the staff is a part of during the report's fiscal year

QIP & Coaching Enhancements:

We have fulfilled some user requests and made many updates over the past quarter. Please click here to access details and instructions for how to utilize and manage various coaching features in Hubbe.

Fulfilled a user request by updating the "Show Weekends" toggle on the Coach Calendar to "Remembered" at the user level regardless of page refreshes
Appended attendees names' with their HRIDs when adding an Attendee to a Coach Log
Funder Admin and Coaches can now select "Revisions Needed" or Approved" as new status options for 'Action Steps' within a QIP record
Updated every Coach Logs and QIP grids in your system such that they preserve column selection and sorting that have been set, and allow columns to be moved around in order to allow users to customize the display of their grids for these records
Updated the QIPs grids at the county, agency, site, and session level to display an "Action Items" column in the grid with the number of action items added to the QIP that users can click to view the details of the action items for the QIP

Agency Application Enhancements:

We added the "Select Language" option to the Agency Application Registration prescreen page to help new users when applying. Please click here to access details of QRIS application portal resources.

On the Agency Application Review Page, added "Site License Name" and "Site Full Name" fields that feed the Site Record upon intake
Updated the Agency "Program Start Month" and "Program End Month" fields in the Agency Application to sync to the Site record upon intake

Professional Development Enhancements:

Created the ability to archive a Professional Growth Plan (PGP) which will block users from editing, re-syncing, or signing the PGP but will still allow users to view, download, or delete the PGP

Training Enhancements:

Added a new field titled "Training Sponsor" to the "Workshop" record for staff Professional Development

Fixes & Adjustments:

Enabled Funder Admins to bulk assign roles on the "All Sites" and "All Sessions" grids at the Agency level
Added the CDF Wizard "Layered Services" counts to the "All Sites" grids on the County and Agency level when the fields are enabled
Added two new columns, hidden by default, to the All Sites grid to make tracking "Assigned Coaches" and "Student Counts Taken Date" for each site easier on this grid
When creating staff and assigning roles, we now universally show ECE Staff's WFR and Hubbe IDs in drop downs
The dropdown lists for Workshops, Professional Learning Community, and Web-Based Learning are now searchable by title
Added a new column titled "County Notes" to the following grids that will display all county notes made to that entity's record when users click the notes icon for an agency/site/session in the grid: All ECE Staff, All Agencies, All Sites, and All Sessions - this column will export notes in the Excel download of all listed grid
Added a new filter titled "QRIS Enrollment Start" to the All Sites grid that will allow users to enter a date range during which a site's QRIS enrollment began, using the "Enrollment date for QRIS Participation" field found within the "QRIS/CDF" tab on a site record
Added an update to exporting the ECE Staff Duplication Grid that maintains any color formatting in regards to the cell or text color
Updated new account alert emails to ensure Login Links are hyperlinked for staff
Added two new fields on the Site Record in the "Schedule and Calendar" card for "Program Start Month" and "Program End Month." These fields are also brought onto the Site Rating Management grid, ERS & CLASS Management grid, All Sites grid, and the Site import and exports
Updated the "Majority" row of the Content, Format, and Activity sections in a CLASS record to be blue in order to stand out better in both the view and download of the CLASS record
Added a new "Workshops Walk-Ins" filter to the Workshops grid to allow users to search for all workshops a walk-in may have attended
Added a new column to the All ECE Staff grid titled "Professional Growth Adviser" to list any advisers caseloaded to that staff member
Updated the "Send Reminder Email" feature on the All ECE Staff grid to allow users to include a login link, username, and *password (*if a new account) in the email - the system will always automatically create a staff account for any staff member being emailed who does not already have a staff account and will include the login information for that staff member