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PREP Online Reporting System (ORS)

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 EBP implementation and, in some cases, work you are doing on additional grant components. 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 Paula Aiken if you need a log-in created.

When you have your log-in, access the ORS portal at this link:

Online Reporting System: A Brief Overview (2:28)

Online Reporting System: Full Presentation (56:29)

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 technical assistance providers 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.

With the ORS, you can now create useful data summary reports. Enter your password and select your report settings to see whom you are reaching, your average cycle characteristics, your attendance rates, and 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.

Data Viz: Insights to Improve Implementation (54:44)

This webinar introduces the data visualization reports available to each PREP provider, and how viewing the data in this way can spark insights to improve implementation.

What information is collected?

For EBP implementation, you will need to document each EBP cycle. (Remember, 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 information about EBP implementation, including:

  • 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. This guide will help you make use of your data:

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 right after a session. Some information can even be entered when the cycle is set up, before the first session. For example, you can name the cycle, indicate the EBP to be implemented, and select setting and priority population. Remember to create short but unique cycle names, as you will use this to call up information about the cycle as you progress.

ACT for Youth recommends that information about a cycle be entered into the ORS as soon as the cycle is set up. Educators should update information about cycles in progress after each session. Once a cycle is complete, we recommend the Health Educator Supervisor review the information and then submit the cycle.

How do I record EBP information in the ORS?

Getting Started

ORS Tips and First Steps (4:40)

Here we review the log-in process and key information about using the ORS website: browsers, navigation, copying and pasting text, and your internet connection.

Creating a Cycle (11:23)

This clip guides you step by step through creating a cycle in the online reporting system. Note that when we use the term "cycle," we are referring to a complete implementation of an EBP: all of the program modules implemented with a unique group of participants.

Entering Session Information and Adaptations

Recording a Session (11:38)

Once you've created a cycle in the system, you will need to update that existing cycle with session information. This clip shows you exactly how to select the cycle, record the date and attendance, indicate the activities you covered in the session, and describe how each activity was implemented.

Recording Modifications to EBP Core Components

Are you recording a modification to content, teaching strategies, and/or implementation? Use the guidelines below when you are 1) using a planning tool to create a master list, or 2) entering adaptations into the online reporting system.

Updating an Existing Cycle or Existing Participants (2:13)

Do you need to change the characteristics of a cycle or participant you already entered? Watch this short clip to learn how.

Adding a New Participant (2:29)

Sometimes you may have a participant join the program after you've already entered all of the other participants. This short clip shows just what you need to do, including how to add new participants to the correct session.

Submitting Your Data

Reviewing and Submitting a Cycle (13:09)

Finally, you will want to review your data to be sure they are complete and correct. You can still update and correct information during this review — be sure to do this before you submit! In this clip, you'll see a demo of how to review, correct, and submit your data.

Useful Tools

Educators and Health Educator Supervisors may find the following optional tools helpful in collecting or documenting information during the course of a cycle.

Cycle Tracking Log (1:21)

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 (4:01)

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.

Collecting Demographic Information via Google Forms

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 (1:05)

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.