PREP Online Reporting System
Jump to Useful Tools (Cycle Tracking Log, Demographic Survey, Attendance Log)
What is the online reporting system?
The PREP online reporting system (ORS) is where you will document information about your organization's evidence-based program (EBP) implementation. You will also submit biannual reports through this portal.
Each educator and Health Educator Supervisor will have a unique log-in to gain access to the ORS. Contact ACT for Youth if you need a log-in created.
Why should I use the ORS?
Use of the ORS is a requirement of your grant and is critical to performance management. Through the ORS, you and your ACT for Youth support team will be able to monitor progress toward certain goals and identify areas where you may be able to improve program implementation and better reach youth.
Using Your Data to Spark Insights
With the information entered in the ORS, you can create useful summary reports through the data visualization tool. Each provider has access to a password — found on the Organization page of the ORS — to view their data. Data visualization reports can be adjusted to see:
- Whom you are reaching
- Your average cycle characteristics
- Your attendance rates
- Common adaptations
See how your reach and participant attendance vary by EBP, setting, cycle, and participant characteristics. Look for trends in adaptations. Generate and download your own reports. Viewing the data in this way can spark insights to improve implementation.
For further guidance using the data visualization tool, please contact the evaluation team member in your ACT for Youth support team.
What information is collected?
For EBP implementation, you will need to document each EBP cycle. (A cycle is defined as completing the entire EBP curriculum one time with a unique group of youth participants.) You may have several cycles in progress at the same time. You'll need to collect implementation information, including:
- Site permissions
- Cycle setting, priority population reached, and dates of implementation
- Participant demographic characteristics and attendance
- Session details, including activities implemented and questions regarding adaptations
Once the information is entered, you will have a wealth of data to use for continuous quality improvement.
When do I enter information?
Implementation data must be submitted no later than two weeks after the end of a cycle. The best way to stay current, and keep on track with your goals, is to enter information on a rolling basis.
As soon as the cycle is confirmed with the implementation site, enter basic information into the ORS:
- EBP to be implemented
- Priority population
- As soon as participant information is known, enter it into the ORS.
- Educators: Immediately after each session, update information about the cycle.
- Health Educator Supervisors: As soon as a cycle is complete, review the information and then submit the cycle.
Note that cycle names will be automatically generated based on the information provided.
Educators and Health Educator Supervisors may find the following optional tools helpful in collecting or documenting information during a cycle.
Cycle Tracking Log
Health Educator Supervisors may find the optional cycle tracking log a useful tool to keep track of cycles planned, in progress, and completed.
Youth Participant Demographic Survey
This brief survey can be distributed to youth participants to collect information about age, gender, race, and ethnicity. Each page in this document can be cut in half to yield two surveys, and the number in the upper right-hand corner of each may be used as the participant ID. Though collection of this information is required, use of this tool is optional.
Using Google Forms for Demographic Information
Google Forms offers an alternative to physical copies of demographic surveys. This document walks through the steps necessary for creating and distributing the demographic survey through Google Forms.
Youth Participant Name/ID and Attendance Log
This table may be used to connect youth participant names and participant ID (PID), and track attendance for each session. Though collection of this information is required, use of this tool is optional.
Adaptation Notes on Implementation
Because you are required to enter information about adaptations to EBP activities in the ORS, you may want to take notes during an EBP session. To facilitate note-taking, the documents below have notes sections for each activity. Though collection of adaptation information is required, use of these Word documents is optional.
Correctly Documenting Adaptations
Are you modifying content, teaching strategies, and/or implementation? The guidelines and examples in this document show how to correctly identify and record adaptations to evidence-based programs.