1. SIRS Title of Interaction

2. Titles for Clarification
This slide shows how Titles of Interactions can help AgeOptions better understand your SMP interactions. Titles also help you identify which interaction it was. You can write what you want in your Title, but we ask that you use the words “Presentation” or “Fair” for group outreach and education. If it was a media interaction, you can say what it was (e.g., radio, newsletter, etc). Individual Interactions do not need Titles unless you want them.

3. Introducing SIRS “Activities”
Today, we are going to talk about a new part of SIRS called “Activities”
How and When to Enter Them

4. Recap July 2016 – How to enter Activities
November 2015 – Introduced eFile and SIRS
January 2016 – How to login to SIRS
April 2016 – SMP Performance Measures
July 2016 – How to enter Activities
A quick recap – all of our calls over the past year have focused on SIRS or reporting.
In November, we introduced eFile and SIRS
In January, we showed you how to login to SIRS (let us know if you need a recap of how to do that)
In April, we introduced the new SMP Performance Measures from ACL
Today, we are going to talk about Activities and how to enter them.

5. Recap: Performance Measures 1 & 2
How do we capture the number of active Team Member and their hours or time spent on SMP activities?
In our last call, we looked at ACL’s new performance measures. The first and second performance measure deal with the number of active time members and the time they are putting into the SMP program.
As a reminder, Team Members include volunteers but also your staff.
But a question for you all. Can anyone tell me: How do we capture the number of active Team Member and their hours or time spent on SMP activities?

6. How we track number of Team Members and Hours
Using the appropriate eFile ID (aka Session Conducted By) helps us count the number of active team members (PM 1)
The Time Spent field helps us track the minutes that are spent on SMP interactions (PM 2)
Performance Measure #1 is the number of active team members. Using the appropriate eFile ID (or Session Conducted By) on each interaction is really important.
Every team member gets an eFile ID, so if you need to add Team Members, Bailey. Be sure to use the eFile ID of the person who was actually there.
In interactions, you can enter time as minutes. Those minutes are converted into hours for performance measure #2 which tells us how much time was spent on SMP.
So, that brings up two questions…

7. But what happens when…
What happens when more than one Team Member works an outreach event?
You can’t enter two or more interactions because it will look like there were multiple events
How do we count time that wasn’t spent on an interaction?
e.g., Time doing just information distribution
What happens when more than one Team Member works an outreach event?
You can’t enter two or more interactions because it will look like there were multiple events
How do we count time that wasn’t spent on an interaction? For things like doing just information distribution?

8. Interactions vs. Activities
Interact with consumers
3 Types of Interaction
Group Outreach & Education (Presentations & Fairs)
Individual Interaction
Media Outreach
Activities
Time spent on SMP that falls outside of interactions
Captures time spent for:
Administrative work
Information distribution
Other time
There are two types of eFiles in SIRS:
Interactions and Activities
Interactions are what you’re familiar with – 3 types: group outreach and education, individual interactions, and media outreach. This means that you’ve somehow interacted with consumers.
Activities are new! We just got this eFile July 1. (So, this is new to us too.) Activities are a way to track time spent for things that are not captured by Interactions. So, you can capture time spent on Admin work, info distribution, and any “Other”

9. Time Spent in Interactions vs. Activities
Interaction eFile captures:
Time spent for one person
In minutes
Activities
Can capture any additional time spent by other people at the interaction
If there was more than one volunteer (or staff)
In hours
What’s the difference between time spent in interaction vs. actions.
Interactions captures one person’s time spent. It’s also in minutes.
For anyone else at the interaction, use the Activitiy eFile. Time is in hours.

10. Retired SurveyMonkey Volunteer Hours Form – Do Not Use…
Because we have Activites eFile, we are going to retire the Volunteer Hours Form that was in SurveyMonkey.
In the SurveyMonkey, you would enter all volunteer time even if you had included it in SIRS. Now, if a volunteer did an interaction, just make sure their eFile ID is used and time is attributed to them in the interactions.

11. New Guide and New eFile Form
SMP Reports Page on
Let’s look at the Activity eFile and the guide we have to help you decide which eFile to use.
Let’s go to Reports on
(Go through all three pages)

12. Example 1: More than one person at an event
SMP volunteer Mandy Moore and SMP staff person Gaby give a presentation at Sunshine Senior Housing.
How do you capture both team member’s hours?

14. Example 2: Non-interaction volunteer time
SMP volunteer Mary comes in every Monday to make copies for other volunteers and do filing for 2 hours.
Mary’s administrative volunteer time can be captured by an Activity eFile

15. The SMP Reporting Mantra
If it’s not reported, it didn't happen.
The SMP Reporting Mantra
If it’s not reported, it didn’t happen.
That means no matter how many people we talk to, whatever creative ideas we come up with, or successes we want to celebrate… if we don’t report it, it’s like it never even happened.
So, be sure to capture your volunteers and their time in interactions and activities.

16. Thank you! Questions after today’s call? Contact AgeOptions
(708)
Jason Echols