Online Data Collection and Evaluation 

System User Manual, Version 4.2

Section 4 of the Guide for 

Evaluating Your CCP
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Table of Contents

Introduction to the ODCES .......................................................................................................... 1

User Accounts ................................................................................................................................. 1

User Access Levels .......................................................................................................................2

System Organization ......................................................................................................................2

Administration Panel ....................................................................................................................3 

Review/Approve Pending Forms ..............................................................................................4 

User Management Panel ..............................................................................................................10

Build App Resources Page .......................................................................................................... 12

Add a Resource ........................................................................................................................... 12

Edit an Announcement, Project Resource, or Attachment ..........................................................15

Delete an Announcement, Project Resource, or Attachment .....................................................15

Data Forms .................................................................................................................................. 16

Entering Data .............................................................................................................................. 16

Generating Reports ...................................................................................................................... 17

Custom Reports.......................................................................................................................19

Weekly Trends ........................................................................................................................21

Standard Progress Report ............................................................................................................22

Appendix A .................................................................................................................................. 25

Provider Programmatic Data Quality Checklist .........................................................................25

Mobile Form Submissions ......................................................................................................25

ODCES Form Submission ......................................................................................................25

Appendix B .................................................................................................................................. 27

State Data Entry Quality Checklist .............................................................................................27

ODCES Form Submission ......................................................................................................27
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Introduction to the ODCES

This section provides an overview of how to use the Crisis Counseling Assistance and Training

Program (CCP) Online Data Collection and Evaluation System (ODCES) for administrative and

data/evaluation program staff at the state1 or local service provider level. The system allows 

CCP data to be entered and maintained. It also provides for multiple levels of user access based

on assigned user roles. Users are better able to analyze, track, and report on the various activities 

occurring in a CCP grant. This section provides information on system access, user access 

levels, system organization, special features, disaster/CCP profile setup, data entry and 

maintenance, and report generation. 

Data collection and evaluation are crucial elements of the CCP and serve several purposes.

Program evaluation refers to systematic efforts to collect, analyze, and interpret information

about the delivery of services. Program evaluation typically relies on easily measurable 

indicators that can be tracked over time, such as the number of crisis counseling encounters or 

level of participant satisfaction. The continuing acceptance and support of the CCP depend, at 

least in part, on its ability to show sponsors and other stakeholders that it delivers the services it 

intends to deliver and that disaster survivors benefit from the services provided. Program 

achievements are documented through program evaluation. 

A useful management tool, evaluation helps program administrators determine whether a CCP is 

proceeding according to plan, so they can make midcourse corrections when needed. For

example, program evaluation can reveal trends in the demographics of individuals who receive 

CCP services, allowing for an assessment of whether the program is reaching targeted special 

populations. Program management can then help staff identify needed adjustments to outreach 

strategies. Ultimately, evaluation is not about collecting data but about using data to draw 

conclusions. Evaluations are useful only if their results are communicated. Program managers

should regularly share evaluation results in staff meetings, quarterly updates, or via visual aids 

such as charts and graphs. This feedback can then facilitate discussion with program staff on

means to improve services.

If you have any technical issues or questions, please contact the Substance Abuse and Mental 

Health Services Administration (SAMHSA) Disaster Technical Assistance Center (DTAC) at

dtac@iqsolutions.com or 800-308-3515 for support. 

User Accounts

The CCP ODCES is available at www.ccpdata.org/CCP2Field. You will need a user login and 

password to access the system.

Once a state is approved for an Immediate Services Program (ISP) or Regular Services Program 

(RSP), the state-level staff logins will be activated and provided by a staff member from 

SAMHSA DTAC.

1 In this document, we use the word “state” to refer to states, U.S. territories, and federally recognized tribes.
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It is the responsibility of the state-level staff to set up login accounts for other state staff, 

providers, and crisis counselors/outreach workers and to assign them to a disaster under the User 

Management panel. It is also the responsibility of state-level staff to update provider- and 

employee-level accounts at the various stages of the CCP grant.

User Access Levels

The system is set up to accommodate different types of users, each with a different role within 

the CCP evaluation process. Based on your access level, once logged in, you will only see the 

sections of the system that relate to you and your specific role and function. The chart below 

describes the types of users and their access levels.

Functions/Features

Disaster 

Mental Health 

State 

Coordinator

Provider Remote 

Employee Employee

Access to ODCES (desktop) site X X X 

Access to CCP mobile app X X X X 

Data entry X X X 

X 

(mobile app 

only)

Review/approval of forms, which includes 

the ability to do the following:

• Search for forms in the database

• Edit pending/rejected forms

• Approve pending/rejected forms

X X 

User management X X 

Build app resources X 

Reporting X X 

The following are helpful tips to keep in mind when assigning user levels to your staff:

• Typically, crisis counselors are assigned to either remote employee or employee levels.

• Team-lead staff are usually assigned to the provider level.

• Provider-specific data staff are usually assigned to the provider level.

• State-level data staff are usually assigned to the disaster mental health state coordinator 

level in order to see data from all providers associated with the grant.

• Provider-level users can only see data collected from their staff.

• Disaster mental health state coordinator users can pull data across all providers associated 

with a grant.

System Organization

Two of the major components of this system are review/approval functions and data reporting. 

Forms submitted through the CCP data collection mobile application or entered from the PDF 

version of the forms directly into the database must go through review and approval in the 
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Administration section of the system. Approved data entries are stored in a back-end database, 

which means that the various system users can immediately access these data for such things as 

searching, quality control, and reporting. The reports facilitate an accurate and user-friendly 

view of the data in real time and allow users to gauge the progress of their program. The realtime, dynamic nature of this system will enhance the way that grants are implemented and 

managed.

Administration Panel

The Administration section of ODCES allows for review and approval of mobile uploads or 

direct entry forms into the database. Additional features are granted to state-level staff.
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Review/Approve Pending Forms

Both methods of data entry (direct entry into ODCES and CCP mobile app) require that the 

forms be reviewed for completeness and accuracy and then approved by a team leader. Once 

entered into the system forms will reside in a “Pending” queue. The forms available for quality 

control review are listed in numerical order. To review and approve forms, please follow the 

instructions below.
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Step 2: Select the form you would like to review.

Step 3: Narrow your search to the specific qualifications of your program’s data forms, and then 

select “Search Collection.”

Step 4: To review and approve a pending record, click on the record number of the form.
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Step 5: Scroll down and review the form. If you see the need for any edits, please reach out to the

crisis counselor first to confirm the change needed.

 In addition to reviewing the Individual/Family Encounter Log form, be sure to review the 

linked Assessment and Referral Tool(s) located at the bottom of the page.
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Step 6: Choose whether to approve or reject the form.

How to decide:

 Approve any forms that meet your program’s standard (see appendices). All forms need 

to be marked as approved before they are integrated into the reporting section of this 

system. Once approved, forms cannot be edited. 

 If you need to make an edit and are awaiting clarification from the provider, then you 

should reject the form. You can make additional edits later by locating the record under 

the “Reject” section. You can also add a comment for later reference on why the form 

was rejected.

Note: Users cannot delete a form from the system. In an effort to reduce errors, deleting data is a 

feature reserved for SAMHSA DTAC staff. Please contact SAMHSA DTAC with the Record # 

of the form(s) when requesting a deletion. 
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Approved

Rejected
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How to Find Employee IDs

Provider and state staff will need the employee number to search for and identify specific forms 

entered by the crisis counselors in the system.

Employee IDs are system-generated for new mobile users. The numeric code that is a part of the 

ID is located in the New User Notification email (see above) sent to new mobile app users once 

their account is created in ODCES. The number can also be found in the mobile app when a new 

form is started.

The makeup of the employee ID is the user’s initials, numeric system ID code, and two-letter 

state abbreviation.

For example, John Lennon + 707 + Colorado = JL707CO.

Subject: SAMHSA/FEMA CCP New User Notification

Dear CCP Staff Member,

Welcome to the Crisis Counseling Assistance and Training Program (CCP) mobile 

data collection app. Your CCP mobile user account has been created. Your login 

information is below: 

Name: John Lennon – 

Login ID: jlennon@yahoo.com

Password: Test123! 

Disaster Number: CO-4895-ISP
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User Management Panel

This section allows you to add, edit, deactivate, and search for users within the system. 

Step 1: To add a new user to the system, click the “Add a new user to the system here” link. 

Step 2: Complete the user information form.

Note: When the grant moves to a different stage of the CCP (i.e., ISP extension or RSP), you 

must reassign all mobile app users to the appropriate grant type under the Mobile Project 

dropdown menu (see above). 

Step 3: Set a user password that fits the necessary requirements. The user will receive his or her 

password information in an email. Those granted access to the mobile app will also receive a link 

to the system.
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Step 4: To edit a user’s information or password, locate the user using the search menu at the top 

of the panel. Then click on the “Edit” or “Set Password” link in the user’s row. 

Note: When searching for a user, you must select the correct user type.
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Build App Resources Page

This section allows you to add, edit, and delete project-specific messages and resources for your 

CCP team. You can add a new announcement, a new resource, and/or a new attachment.

Note: The Resources section in the mobile app system is not automatically updated, so updates 

may be delayed. Mobile users must sync their systems in order to receive the most updated 

information.

Add a Resource

Step 1: Choose the appropriate program at the top.
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Step 2: Select the “Add New” link for the type of resource you would like to add.

New Announcement: Draft your program announcement in the space provided. Once complete, 

click the “Create” button.

New Resource: Choose the resource type from the dropdown menu (either phone number or 

web link). Then provide a title for the resource and the resource’s phone number or web address. 

Once complete, click the “Create” button.
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New Attachment: Provide the resource title, and then select “Browse” to search your computer 

for the resource. Once complete, click the “Create” button. 
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Edit an Announcement, Project Resource, or Attachment

Step 1: Click on the “Edit” button next to the item you would like to update.

Step 2: You will return to the resource’s original page where you can make any edits needed.

Delete an Announcement, Project Resource, or Attachment

To delete an item, click on the “Delete” button next to it.
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Data Forms

From the navigation bar on the left side of the screen, users can select a particular form to either 

enter new form data or search past entries.

Entering Data

State-level, provider-level, or remote employee-level users may 

enter form data by simply selecting a form from the left-hand 

navigation bar and then entering the data for that particular form. 

The initial base information at the top of the page correlates directly 

to the PDF version of the data collection form and typically includes 

the minimal required information, such as project number, provider 

name, date of service, and county of service. 

Once entered, this base information will be auto-populated into each 

new instance of this form that you create during this particular dataentry session. You can change the base information at any point 

when you need to do so. 

The data fields for each form are identical to the fields on the PDF 

version of the data collection forms.

However, if you have difficulty with your data entry and would like 

to restart a form, you can clear the data already entered and start over 

simply by clicking on the Reset Form button on the bottom of the 

form page. Do not use this method to delete a record. 

Users cannot delete a form from the system. In an effort to reduce 

errors, deleting data is a feature reserved for SAMHSA DTAC staff. 

Please contact SAMHSA DTAC with the Record # of the form(s) 

when requesting a deletion. 
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Note: Data forms entered through the online system must still be approved under the 

Administration panel before they are integrated into the reporting section. Once approved, forms 

cannot be edited. 

Generating Reports

Powerful tools have been incorporated into this system to allow users to better analyze, track, 

and report on the various activities occurring under each grant and, in some instances, over a 

series of grants. Reports are provided in a variety of formats, which makes incorporating the data 

into other documents very simple. 

 Federal users will be able to access reports across states and across disasters.

 State-level users will only be able to access reports related to their particular state.

 Provider-level users will only be able to access reports related to their own provider-level 

data.

Federal- and State-level View
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Note: Only federal- and 

state-level users have 

access to the standard 

progressreports, which 

show data collected on 

all variables in the 

forms.

If providers would like 

to view this 

information, then they 

should contact their 

state for the report.
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Provider-level View

The types of system-generated reports range from weekly data snapshots (weekly trends), 

customized reporting features (custom reports), or standard reporting features (standard reports). 

Users can run reports to appear on screen, or generate and download them as Adobe PDF files, 

Microsoft Word documents, or CSV files to use with Microsoft Excel or other spreadsheet or 

database applications.

Custom Reports

Custom reporting allows users to choose their own column and row variables, as well as how 

they would like the report to be grouped. To generate a custom report, users select the project 

type, project/disaster number, provider, county, and the data range for services rendered that they 

wish to be reflected in the report. Users will then have an option of choosing row and column 

variables. These will include options such as service location, risk categories, visit number, age, 

visit type, and other categories based on the type of report that the user is running. 
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A report will be generated based on the selections that users made, and it will include a data table

as well as a graph of the data. You can run reports to appear on screen or generate and download 

them as Word documents. 
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Weekly Trends

The weekly trend reporting feature allows users to generate standard weekly trend reports for 

individual/family crisis counseling services, group services, and weekly tally services. To 

generate a weekly trends report, users choose the type of report they wish to generate from the 

standard reporting options and select the project type, project/disaster number, provider, county, 

and the data range for services rendered that they wish to be reflected in the report. A report will 

be generated based on the selections that users made, and it will include a data table as well as a 

graph of the data. 

List of System-generated Weekly Trends Reports for Individual/Family Crisis Counseling 

Encounter Log

Search Function

Results of First Visits Conducted Each Week
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Standard Progress Report

The standard progress reporting 

feature allows users to generate 

progress reports for all primary 

disaster outreach services (individual/ 

family crisis counseling services, 

group services, and weekly tally 

services). Users can generate a 

standard progress report by choosing 

the type of report they wish to 

generate from the listed options and 

entering criteria specified by users.

The state CCP progress report allows state- and federal-level users to generate a report for 

primary disaster outreach services for a particular state or disaster. To generate a state CCP 

progress report, users select the disaster type, state, county, provider, and date range for services 

rendered that they wish to be reflected in the report. A report will be generated based on the 

selections that users made, and it will include a data table as well as a chart of the data.
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To generate a progress report for individual/family crisis counseling services, group services, and 

weekly tally services, users select the project number, disaster type, state/territory, county, 

provider, and data range for services rendered that they wish to be reflected in the report. A 

report will be generated based on the selections that users made, and it will display information 

such as the total count of ISP and RSP services, location of service, referral type, number of 

participants, focus of the encounter, and type of contacts. 

Database download options are available for all data forms. Users can download data from each 

of these forms in a CSV file for use with Excel or other spreadsheet or database applications.

Users can also download a text file with data that they can easily incorporate into the SPSS 

application by choosing “Download SPSS.” 

Once the data are downloaded, users can refer to the CCP ODCES Codebook for more detailed 

explanations of variables in each dataset. 
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Appendix A

Provider Programmatic Data Quality Checklist

Mobile Form Submissions

Individual/Family Encounters

 Does the date of service match the schedule of the crisis counselor?

 Do county/parish and ZIP code match the schedule of the crisis counselor?

 Is a second employee identified?

 If children are listed under demographic information, then the selection of temporary 

or permanent home under Location should also indicate that children < age 18 live in 

this home. 

Group Encounter

 Does the date of service match the schedule of the crisis counselor?

 Do county/parish and ZIP code match the schedule of the crisis counselor?

 Is the type of service indicated appropriate for the event held?

Weekly Tally Sheet

 Does county/parish match the schedule of the crisis counselor?

 Are the numbers provided appropriate for the crisis counselor?

Assessment and Referral Tool(s)

 Does the date of service match the schedule of the crisis counselor?

 Do county/parish and ZIP code match the schedule of the crisis counselor?

 Does the age and gender of the participant match those on the linked Individual/Family 

Encounter Log? 

ODCES Form Submission

Individual/Family Encounters

 Does the date of service match the schedule of the crisis counselor?

 Do county/parish and ZIP code match the schedule of the crisis counselor?

 Is the first employee ID valid?

 Is a second employee identified?

 Is the number of participants in the encounter identified?

 Does the number of males/females match the number of participants?

 Is the location of service identified?

 If children are listed under demographic information, then the selection of temporary or 

permanent home under Location should also indicate children < age 18 live in this home. 
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 If “coping well” is selected, are event reaction(s) also identified? Note: Crisis counselors 

cannot indicate both. 

 Does the number of participants experiencing event reactions match the number of 

participants in the encounter?

 If event reactions were identified, were materials or referrals provided?

Group Encounter

 Does the date of service match the schedule of the crisis counselor?

 Do county/parish and ZIP code match the schedule of the crisis counselor?

 Is the employee ID valid?

 Is the type of service identified?

 Is the type of service correct for the event held?

 Is the location of service identified?

 Is the number of participants identified?

 Is the composition of the group identified?

Weekly Tally Sheet

 Does the county/parish match the schedule of the crisis counselor?

 Is the week beginning date provided?

 Is the employee ID valid?

 Are the numbers provided appropriate for the crisis counselor?

Assessment and Referral Tools

 Is the provider name identified?

 Is the date of service identified?

 Are the county and ZIP code identified?

 Is the first employee ID provided?

 Is the second employee identified?

 Is the location of service identified?

 If children are listed under demographic information, then the selection of temporary or 

permanent home under Location should also indicate children < age 18 live in this home. 

 Do the referrals given to the survivor match with the assessment findings?
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Appendix B

State Data Entry Quality Checklist

ODCES Form Submission

Individual/Family Encounter

 Is the provider name identified?

 Is the date of service identified?

 Are the county and ZIP code identified?

 Is the first employee ID provided?

 Is the number of participants in the encounter identified?

 Does the number of males/females match the number of participants?

 Is the location of service identified?

 If children are listed under demographic information, then the selection of temporary or 

permanent home under Location should also indicate children < age 18 live in this home. 

 If “coping well” is selected, are event reaction(s) also identified? Note: Crisis counselors 

cannot indicate both. 

 Does the number of participants experiencing event reactions match the number of 

participants identified?

Group Encounter

 Is the provider name identified?

 Is the date of service identified?

 Are the county and ZIP code identified?

 Is the first employee ID provided?

 Is the type of service identified?

 Is the location of service identified?

 Is the number of participants identified?

 Is the composition of the group identified?

Weekly Tally Sheet

 Is the provider name identified?

 Is the date of service identified?

 Is the week beginning date provided?

 Is the employee ID provided?

Assessment and Referral Tools

 Is the provider name identified?

 Is the date of service identified?

 Are the county and ZIP code identified?
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 Is the first employee ID provided? Second employee?

 Is the location of service identified?

 If children are listed under demographic information, then the selection of temporary or 

permanent home under Location should also indicate children < age 18 live in this home. 

 Do the referrals given to the survivor match with the assessment findings?