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A guide to the Walking for Health database

A guide to the Walking for Health database. Contents. Introduction Our database and why we use it 2. The Basics Logging on; the homepage; adding, viewing and editing records 3. Stats Generator How to run a search; the results and what they mean 4. Other Functions.

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A guide to the Walking for Health database

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  1. A guide to the Walking for Health database Database guide March 2013 (brand update)

  2. Contents • Introduction Our database and why we use it 2. The Basics Logging on; the homepage; adding, viewing and editing records 3. Stats Generator How to run a search; the results and what they mean 4. Other Functions Database guide March 2013 (brand update)

  3. Introduction Our database and why we use it Database guide March 2013 (brand update)

  4. Introduction • National Database • Holds information on walkers and walks, as input by walk schemes • Provided by BTCV (formerly British Trust for Conservation Volunteers) • Developed in conjunction with the National Institute for Health and Clinical Excellence (NICE) • Provides valuable & robust evidence on the impact of Walking for Health • Provides a means of evaluating Walking for Health at a national and local level • What is the Walking for Health database Database guide March 2013 (brand update)

  5. Introduction • Walking for Health – to evaluate our programme as a public health intervention, in order to engage relevant stakeholders to support it (for example, NICE, health commissioners, health professionals, politicians) • Our schemes – to help them monitor and evaluate their own scheme • Who is the database for? Database guide March 2013 (brand update)

  6. Introduction • Using the database will provide you with valuable evidence such as: • Who is walking, by age band, gender, ethnicity, health condition, etc. • How many people are walking, how often, and for how many hours • Total number of attendances over time • Number of new walkers joining each month • Number of walkers referred by their GP • How people found out about your walks • This enables you to: • Promote & evaluate the effectiveness of your walk schemes • Report to funders and stakeholders • Track your progress. e.g. in targeting priority groups • Why use the database? Database guide March 2013 (brand update)

  7. Introduction • How does it work? Step 1 Set up your scheme Step 3 Add your walkers’ OHQs Step 2 Add your walks Step 4 Add your walk registers Run your reports! Database guide March 2013 (brand update)

  8. Introduction • Simply download the Database Permission Form from our website, complete the first section and forward it to your scheme coordinator who will complete the rest of the form and send it to us. • Then simply wait for us to get in touch. • How do I get access to the database? Database guide March 2013 (brand update)

  9. Introduction • Our database is fully compliant with the Data Protection Act, but we still need your help to take the necessary precautions • All user activity is tracked for security reasons and in case of misuse. Therefore, please: • Protect your login details and never share them with anyone else • Never leave yourself logged in if others can access your computer • Never allow others to use the database under your login • Let us know if your access requirements for the database change, or if you no longer require access to the database • Data protection and security Database guide March 2013 (brand update)

  10. The basics Logging on The homepage Adding, viewing and editing records Database guide March 2013 (brand update)

  11. The basics • Logging on • Visit the database online at: http://database.walkingforhealth.org.uk • Once there, you will see this screen: Database guide March 2013 (brand update)

  12. The basicsFirst time users 2. Then you will see this box, where you need to select your local authority The FIRST TIME you login only: 1. You will see this box, where you need to select your region Note: You will only be able to login to local authorities you have access to Database guide March 2013 (brand update)

  13. The basicsThe main menu *New function added July 2011* The Main Menu of the Database will look something like this: (You may see more or fewer options depending on your level of access) The main functions you will use are outlined here in red. Click on each to go to the relevant section, or read on to go through the presentation in order *Tip* To return to the Main Menu from wherever you are in the Database, look for the ‘Main Menu’ button near the top of the page Database guide March 2013 (brand update)

  14. The basicsHow to add records The functions outlined below are used for adding records to the database. Click on them to see how to use them, or read on to see them each in turn… Database guide March 2013 (brand update)

  15. The basicsHow to add a walk scheme 1. On the Main Menu, click on ‘Add New Walk Scheme’ 2. On the next page (below), fill in the details of the Walk Scheme (sections in bold must be completed) Leave this as ‘WHI’ 3. Once all the details are entered, click on submit, and you’re all done! Leave this as ‘Yes’ Once finished, you will be taken to the ‘View/Edit Walk Schemes’ page – just click ‘Main Menu’ at the top of the page to return to the Main Menu Database guide March 2013 (brand update)

  16. The basics: How to add a walk 1. On the Main Menu, click on ‘Add new Walk’ and you will come to this page: 2. Select the scheme the walk belongs to This is vital in order to record your data correctly! (National Nature Reserve) (Local Nature Reserve) (Area/Site of Special Scientific interest) (Area of Outstanding Natural Beauty) (Local Biodiversity Action Plan) The name of the walk Where the walk takes place; e.g. – Hyde Park A brief description of the walk; e.g. – ‘Short riverside walk. Good path, no stiles.’ 3. Fill in the rest of the details about the walk (sections in bold must be completed) Once finished, you will be taken to the ‘View/edit walks’ page – just click ‘Main Menu’ at the top of the page to return to the Main Menu 4. Categorise where the walk takes place (if you know!) Note: You don’t need to complete these sections 5. Click on submit Leave this as ‘Yes’

  17. The basics: How to add a walker 3. Tick each walk the walker may attend (this will ensure they are listed when you go to enter walk registers) 1. On the Main Menu, click on ‘Add new Walker’ and you will come to this page: Tip: If the walker has a common name, check for duplicates first by clicking here. If there is a duplicate in your Local Authority, you need to differentiate the new walker(e.g. add a middle initial). If there is a duplicate elsewhere in your region, you need to tick ‘unique’ Important: The walker must have said yes to this declaration! If not then you cannot legally add their data to the database Once finished, you will be taken to the ‘View/edit walkers’ page – just click ‘Main Menu’ at the top of the page to return to the Main Menu 2. Fill in the form with the info from the walker’s OHQ 4. Once you’re finished, click on Submit, then click OK when asked ‘Are you sure you want to add this walker

  18. The basicsHow to add a walk register 1. On the Main Menu, click on ‘Input Walk Registers’ and you will come to this page: 2. Add details of the walk that took place Once a walk is selected (step 2) a list of walkers will be shown here. Choose from: Selected walk – shows walkers assigned to the walk (see step 3 of previous slide) All local – shows all walkers from schemes in your Local Authority All regional – shows all walkers from schemes in your region Leave as ‘Walk Report’ The screen will refresh when you select these Leave as ‘WHI’ Who led the walk* Add a brief report on the walk : e.g. The distance you walked (Date of walk) 4. Add the number of any guests or children who attended 3. Tick walkers that attended 5. Click on Submit Once finished, you will be taken to the ‘View/edit registers’ page – just click ‘Main Menu’ at the top of the page to return to the Main Menu

  19. The basicsHow to view and edit records The options outlined here are used for viewing or editing existing records. Click on them to see how to use them, or read on to see them each in turn… Database guide March 2013 (brand update)

  20. The basicsHow to view and edit walk schemes 1. On the Main Menu, click on ‘[Your Local Authority]Walk Schemes’ and you will come to this page. The page lists all the schemes you have access to. 2. Click here to view the details of each scheme 3. Edit the details if needed, then click on ‘submit’ to save any changes Database guide March 2013 (brand update)

  21. The basicsHow to view and edit walks 1. On the Main Menu, click on ‘[Your Local Authority]Walks’ and you will come to this page. The page lists all the walks in your scheme(s). 2. Click here to view the details of each walk 3. Edit the details if needed, then click on ‘submit’ to save any changes Clicking here takes you to a list of walkers assigned to the walk, which you can print off as a register Clicking here takes you to a list of registers entered for each walk Clicking here marks the walk as inactive (e.g. if it is defunct or not currently being used) Database guide March 2013 (brand update)

  22. The basicsHow to view and edit walkers 1. On the Main Menu, click on ‘[Your Local Authority]Walkers’ and you will come to this page. The page lists all the walkers and the schemes they walk in Clicking here marks the walker as inactive (e.g. if they are not currently walking) 2. Click on the name of a walker (not shown here) to view their details 3. Edit the details if needed, then click on ‘submit’ to save any changes Database guide March 2013 (brand update)

  23. The basicsHow to view and edit walk registers 1. On the Main Menu, click on ‘[Your Local Authority]Walk Registers’ and you will come to this page. The page lists all the registers that have been entered for your walks 2. Refine the details of the registers you want to view here Click here to view details of each walk 3. Click here to view the details of each register 4. Edit the details if needed, then click on ‘submit’ to save any changes Database guide March 2013 (brand update)

  24. The basicsGood practice • Here are some tips to help you get the most out of the database: • Stay up to date with entering registers (otherwise they’ll soon stack up!) • Inform us of any records that need to be removed from the database • Mark any deceased walkers as such (under ‘preferred contact method’ in their walker details) to avoid causing any distress, then inform us • When entering a new walk, remember to associate it with the right scheme • Mark any schemes and walks that you no longer use as ‘Inactive’ • Mark any walkers that are not currently walking as ‘Inactive’ – or if they have permanently stopped walking, ask your adviser to remove them from the database • If you have any problems, ask us for help! Database guide March 2013 (brand update)

  25. Stats generator Introduction Running a search Search results Database guide March 2013 (brand update)

  26. Stats generatorIntroduction • The Stats Generator is a place on the Database where you can view figures about the walks and walkers on your scheme(s). • E.g. • Walker demographics: gender, age, ethnicity, etc • How many walks took place last month? • How many walkers have taken part since Jan 1st? • What was the total attendance last year? • How many new walkers joined last quarter? Important: The data shown in the Stats Generator comes from walk history – i.e. the Walk Registers you have entered No Registers = No data! Database guide March 2013 (brand update)

  27. Stats generatorRunning a search 1. On the Main Menu, click on ‘Stats Generator’ and you will come to this page 2. Select the timeframe you wish to search over. Choose from the list or set your own (Note: Year = April to March) 5. When you’re ready to do your search, press the Submit button  3. Tick the Local Authorities or Schemes you want to use in the search (you can only view data for your own schemes)          4. Results by Age, Gender, Ethnicity and IMD (Deprivation) are shown automatically, but if desired you can refine your search further via the options in the boxes marked  Database guide March 2013 (brand update) The results you will see are shown on the following slides

  28. Stats generatorSearch results After running your search you will see a long list of information, under the headings listed below. These are covered in detail on the following slides FILTERS APPLIED ALL TIME DATA ADDED DATA FROM YOUR SEARCH*LOOK HERE FOR YOUR MAIN SEARCH RESULTS* GENDER AGE ETHNICITY IMD (Deprivation) LEADERS HOW DID THEY FIND OUT ABOUT US Database guide March 2013 (brand update)

  29. Stats generatorSearch results FILTERS APPLIED Tells you what your search parameters were etc ALL TIME DATA ADDED Shows the all-time number of records stored on the database Total walkers ever added in your region Total Walk Schemes ever added in your region Total Walks ever added in your region Total Walk Registers ever added in your selected schemes Database guide March 2013 (brand update) Continues on next slide…

  30. Stats generatorSearch results DATA FROM YOUR SEARCH (Remember, this comes from the Walk Registers you enter) The total number of hours walked The number of walkers on the database who attended at least one walk The number of first time registered walkers The number of schemes with walk history The number of walks with walk history The number of registers entered (i.e. the number of unique walk occasions) (You might also know this as throughput) Attendance by registered walkers detailed above Attendance by the first time walkers detailed above Attendance by under 16s Attendance by guests Total attendance by Registered Walkers, Schoolchildren and Guests • In the example above: • 68 walk registers were inputted for 38 different walks in 1 scheme • 218 walkers from the database appeared on registers (‘Registered Walkers’), and achieved a total of 771 attendances (i.e. each walker attended 3 to 4 times) • 73 of these 218 walkers walked for the first time in this period • Under 16s and guests (i.e. walkers not on the database) accounted for a further 132 attendances • Between them, registered walkers, guests and under 16s walked a total of 862 hours • Dividing total attendance (903) by walk registers (68) gives the average attendance at each walk (13) These are your results Why are there two columns? TheTOTAL column displays the total data for all regions you have access to. If you only have access to one region, the figures in both columns will appear the same. Database guide March 2013 (brand update)

  31. Stats generatorSearch results GENDER Shows the total number and % of walkers that are male and female AGE Shows information by age band • The number of walkers in each age band • (16-24) • (25-34) • (35-44) • (45-54) • (55-64) • (65-74) • (75-84) • (85+) • The % of walkers in each age band • etc • The total number of hours walked by walkers in each age band • etc • The % of total hours walked by each age band • etc Database guide March 2013 (brand update)

  32. Stats generatorSearch results ETHNICITY Shows the number and % of walkers within each ethnic group etc BME = Black and Minority Ethnic: refers here to all Non-White groups (ie excludes White (British / Irish / Other) and Traveller The % of walkers from a BME group The % of the whole population from a BME group as per (UK) (Region) the 2001 Census A graph comparing your BME walker profile with the regional BME profile. How do you compare?

  33. Stats generatorSearch results IMD = Index of Multiple Deprivation, a measure used to rank the deprivation of geographical areas Shows the number and % of walkers from a deprived area The number and % of walkers who live in a top 15% deprived area The number of walkers who live in each IMD ‘category’ The % of walkers who live in each IMD ‘category’ Note: This slide shows two of the most useful IMD results shown on the Database; but other results are also available

  34. Stats generatorSearch results LEADERS Shows the names of walk leaders who attended, and the number of registers and hours against each of them HOW DID THEY FIND OUT ABOUT US Shows how walkers found out about the walks (These will be shown below) Database guide March 2013 (brand update)

  35. Other functions Hours/walks by walker name First/last walk and activity levels by walker name Mail merge Print a register Database guide March 2013 (brand update)

  36. Other functionsHour/walks by walker name This function allows you to see how many hours and walks individuals have achieved over a defined period of time 1. On the Main Menu, click on ‘Hours / Walks by Walker name’ 2. The next page will show a list of walkers on your schemes (A-Z by surname) along with their walk history for the default selection ‘this year’ (April onwards) 3. Select individual schemes here 4. Change the timeframe here 5. Click on submit to run the new report

  37. Other functionsFirst/last walk & activity level by walker name This function allows you to see how long walkers have been taking part in your walks by showing the date of their first and last walk. It also shows their most recent physical activity measure, allowing further analysis. 1. On the Main Menu, click on ‘First/Last walk and PA level by Walker name’ 2. The next page will show a list of walkers in your scheme(s) who took part during the selected time-frame, along with the date of their first and last walks, and their most recent physical activity measure 3. Select individual schemes here 4. Change the timeframe here. Walkers listed will be those who took part in the selected timeframe. This enables you to see when they joined (first walk) and whether they are still walking (last walk) 5. Click on submit to run the new report

  38. Other functionsMail merge This function allows you to generate a list of walker names and addresses from the database for you to use (e.g. sending your walkers a newsletter) 1. Contact your Walking for Health Adviser and ask for a Mail Merge Permission Form. Complete and return the form, then wait for the email confirming you have been given Mail Merge 2. On the Main Menu, click on ‘[Your Local Authority] Walkers’ 3. At the top of the next page, click on ‘Mail Merge XLS (by walker)’ 4. This will generate an Excel document that can be used to create a Mail Merge to contact walkers. *Don’t worry, only walkers who gave their consent to being contacted are included*

  39. Other functionsPrint off a walk register 1. On the Main Menu, click on ‘[Your Local Authority] Walks’ This will bring you to the page shown here which lists all walks in your scheme(s) 2. Click on ‘Walkers’ next to the walk you would like a register for You will see a list of walkers assigned to the walk (like the one shown below) 3. Right click on this page and select ‘print’ Once finished, click the ‘back’ button on your internet browser to return to the screen above, then click on Main Menu at the top of the page to return to the Main Menu Database guide March 2013 (brand update)

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