Cooking Matters Help Desk

Note About Cooking Matters Transition: Salesforce will be accessible until September 30, 2024. During this period, users can enter information and retrieve reports and historical data. Adding programs to Salesforce and generating a program code for each one is an integral step in accessing participant survey results. However, Share Our Strength no longer requires organizations to enter information in Salesforce as a means of reporting on activity.

Users are able to schedule programs in Salesforce by entering required data for traditional Cooking Matters courses, Outreach Events (OE), Other Educational Activities (OEA), Cooking Matters at Home (CMAH) and Cooking Matters for Child Care Professionals in their flexible formats, and Cooking Matters at the Store (CMATS) tours. 

Complete records make it possible for organizations to track programs and related survey data throughout the life-cycle of the program. This data allows for program evaluation, analysis, and reporting. Attention to entering data in a timely fashion allows for these functions to be completed on schedule.

To Begin Scheduling

From the Salesforce home screen select the Schedule Programming short cut.  This will open the scheduling workflow, presenting a series of pop up windows for the entry of the required data.

NOTE: Certain fields are required when scheduling a program. Salesforce is not currently set up to enforce the completion of required fields; in this instance, "required" indicates a mandate put in place by Share Our Strength to ensure that national Cooking Matters staff receive a complete picture of the performance of program offerings. These are shown in Bold letters in the sequences below. Depending on the funding for your program, other fields within the process workflows may be mandatory. See the links to these instructions at the end of this document. 

Programming Type: Course

• Curriculum: Select the name of the curriculum you will use. Enter the first letters of the curriculum name and select from the drop down.
• Start and End Dates: Enter the data of the first and last course.
• Start Time and End Times:  The time the program starts and ends.
• Exception Dates: Are requested for Courses only. These represent dates between the start and end dates where the programming will not occur due to holiday's or inclement weather.
• Select Next to move to the next window.

• Host Organization: the organization initiating and/or recruiting for the program.
• Location: the site where the programming will take place in the case of in-person programming or the site from where the online program is taught.  Note if the Location is not in the system you have the option to create a new Location record.
• Select Next to move to the next window.

Note that there are many fields presented on this page.  Go to the links at the end of these instructions if additional data is required by your funder or organization.

• Delivery method: Choose in-person or online from the drop down. 
• Scheduling Status: Choose Tentative or Confirmed from the drop down.
• Select Create Program to move to the next window.
• Create Confirmation: Choose Yes or No

• Note the Program Code - Courses are scheduled with a "C".
• Select Add a Team Member to move to the next window.
• Contact: The Course Coordinator must be added as a team member to the program record.  Enter the first few letters of the Course Coordinator's name and select from the drop down.
• Role: Choose  Course Coordinator from the scroll down list and use the arrows to move the role over to Chosen.
• Select Save to return to the previous window.  The Course Coordinator's name will be listed.
• You can then add additional team members as required.
• Select Finish to complete scheduling the Course.

• You will be taken to the Program Detail page where you can review your data entries.

Scheduling of the Course is completed.

The following video demonstrates how to schedule a program, using a course record as an example. The video shows how to create a new Location record while in the process of creating a Program record. You also have the option of selecting an established Location record for your Program.

Programming Type: Tour

• Curriculum: Select the curriculum by choosing one of the two radial buttons for CMATS for Adults or for WIC Parents.
• Date: Enter the date of the tour.
• Select Next to move to the next window.

• Host Organization: the organization initiating and/or recruiting for the program. 
• Location: the site where the programming will take place in the case of in person programming or the site from where the online program is taught.  Note if the location is not in the system you have the option to create a new location.
• Select Next to move to the next window.

Note that there are many fields presented on this page.  Go to the links at the end of these instructions if additional data is required by your funder or organization.

• Delivery method: Choose in-person or online from the drop down.
• Scheduling Status: Choose Tentative or Confirmed from the drop down.
• Tour Model:  If the tour is to be delivered in person, select the model from the drop down list - Guided In Store, Store Event, Pop Up, or Pop Up Event.   OR  If the tour is associated with a CMCCP course select CMATS for CMCCP. Otherwise leave this field as --None--.
• Start Time and End Times:  The time the program starts and ends.
• Select Create Program to move to the next window.
• Create Confirmation: Choose Yes or No

• Note the Program Code - Tours are scheduled with a "T".
• Select Add a Team Member to move to the next window.

• Contact: The Course Coordinator must be added as a team member to the program record.  Enter the first few letters of the Course Coordinator's name and select from the drop down.  
• Role: Choose Course Coordinator from the scroll down list and use the arrows to move the role over to Chosen.  Note that even for Tours the key required role is course coordinator.
• Select Save to return to the previous window.  The Course Coordinator's name will be listed.
• You can then add additional team members as required.
• Select Finish to complete scheduling the Course.

• You will be taken to the Program Detail page where you can review your data entries.

Scheduling of the Tour is completed.

Programming Type: Other Educational Activity (which is used for Cooking Matters Core, Cooking Matters at Home and Cooking Matters for Child Care Professionals using the module format)

• Start and End Dates: Enter the data of the first and last program session.
• Start Time and End Times:  This is not required.
• Select Next to move to the next window.

• Host Organization: the organization initiating and/or recruiting for the program. 
• Location: the site where the programming will take place in the case of in person programming or the site from where the online program is taught.  Note if the location is not in the system you have the option to create a new location.
• Select Next to move to the next window.

• Note that there are many fields presented on this page.  Go to the links at the end of these instructions if additional data is required by your funder or organization.
• Curriculum: Select the name of the curriculum you're using. Enter the first letters of the course name and select from the drop down. You may select Cooking Matters Core, Cooking Matters at Home, or Cooking Matters for Child Care Professionals.
• Delivery method: Choose in-person or online from the dropdown menu.
• Scheduling Status: Choose Tentative or Confirmed
• Content Used: Grant-funded pilot partners should additionally select "pilot materials" from the "content used" menu. Use the right pointing arrow to move content from Available to Chosen.
  
• Select Create Program to move to the next window.
• Create Confirmation: Choose Yes or No

• Note the Program Code - OEAs program codes start with an "E".
• Select Add a Program Session to create a record for a lesson (there should be at least one Program Session per Program Record).
  • Enter the Date of the Program Session.
  • Enter the Start Time for the Program Session.
  • Select Session Length - Choose 30 or 60 minutes NOTE if you are scheduling a CMCCP module you will need to add the Duration from the Program Detail page if the length is greater than the 30 or 60 minutes.
  • Select Lesson - enter the first few letters for the module and select from the resulting list. NOTE that all CMCCP modules start with CMCCP and all Cooking Matters Core lessons start with "Core:"
  • Select Save to return to the previous window.  The Program Session will be listed.
  • You can then add Program Sessions as needed.

• Select Add a Team Member to move to the next window.
  • Contact: The Course Coordinator should be added as a team member to the program record.  Enter the first few letters of the Course Coordinator's name and select from the drop down.  
  • Role: Choose Course Coordinator from the scroll down list and use the arrows to move the role over to Chosen.
  • Select Save to move to the next window.
  • You can then add additional team members as required.
  • Select Finish to complete scheduling the program.

• You will be taken to the Program Detail page where you can review your data entries and enter additional Program Session details.

Scheduling of the Other Educational Activity completed.

Programming Type: Outreach Event

• Start and End Dates: Enter the first and last date the event will take place.
• Start Time and End Times:  The time the program starts and ends.
• Select Next to move to the next window.

• Host Organization: the organization initiating and/or recruiting for the program. 
• Location: the site where the programming will take place in the case of in person programming or the site from where the online program is taught.  Note if the location is not in the system you have the option to create a new location.
• Select Next to move to the next window.

• Activity Type select the type from the drop down list.
• Select Create Program to move to the next window.
• Create Confirmation: Choose Yes or No

• Note the Program Code - Outreach Events are scheduled with an "R".
• Even though an Add a Program Session option is shown for this record type it is not applicable. Do not enter program sessions for OEs.
• Select Add a Team Member to move to the next window.
  • Contact: The Course Coordinator must be added as a team member to the program record.  Enter the first few letters of the Course Coordinator's name and select from the drop down.  
  • Role: Choose Course Coordinator from the scroll down list and use the arrows to move the role over to Chosen.  Note that even for Outreach Events the key required role is course coordinator.
  • Select Save to move to the next window.
  • You can then add additional team members as required.
  • Select Finish to complete scheduling the Course.

• You will be taken to the Program Detail page where you can review your data entries.

Searching for a Scheduled Program

The system will automatically assign program records a unique identification number for tracking purposes. These numbers appear in the Program Code field of records and use the following conventions:

• The Program Code for any course record starts with a “C.”
• The Program Code for any tour record starts with a “T.”
• The Program Code for any outreach event record starts with an “R.”
• The Program Code for any other educational activity starts with an “E.”

All Program records are searchable by their Program Code using the global search function or by navigating from the View Programs button on the home page: