From Plings Info
Downloads
The template spreadsheet file can be downloaded from:
A blank copy of this can be downloaded from:
Guidance
The following guidance is for people filling out the Pings_spreadsheet_AUTHORITY-NAME.xls
Please re-name your sheet, replacing 'AUTHORITY-NAME' with the name of the Local Authority you are providing data for. Once complete please return it to us using the form at: https://substance.wufoo.com/forms/plings-spreadsheet-upload-form/
The Spreadsheet
To tell us all we know about a single activity you will need to combine data from each of the 3 sheets – Venues, Organisations, and Activities.
Each of the sheets contains 'required fields'
Getting Started
An Activity must take place at a Venue. Fill in the Venue sheet for the details about where this activity is happening. You can reuse this data later for subsequent activities.
Organisations
If you are responsible for the data from a number of organisations, then list them on the Organisations sheet. Otherwise, you are only telling us about activities that you are responsible for. If this is the case you can ignore the organisation sheet.
Completing the Activity Sheet.
Fill in as much detail as possible. Fields in green MUST be completed.
On the Activity sheet you need to REFERENCE the Venue sheet, to tell us which Venue this activity takes place at. Optionally, you can also reference the Organisation that is responsible for the activity.
Recurring or One-off Activities?
There are two different Activity sheets - one for 'recurring' activities and one for 'one off' events.
Recurring activities are those that repeat over time - ie: ever Wednesday.
One-off activities are those that take place on a single day.
There are many variations around these in terms of positive activities for young people - the spreadsheet template is intended as a tool to help capture this - but there will always be exceptions. We will build up a list of examples in the FAQ section.
Dates and Times
Please give dates in dd/mm/yyyy format. e.g. 27th June 2009 becomes - 27/06/2009
Please give times in 24hr clock format. e.g. 6pm - 18:00:00
Also see Spreadsheet Faqs
Required Fields
All fields highlighted in green must be completed.
At least one of all yellow fields must be completed
The blue fields on the Organisation sheet are 'linked' – if one is completed, then the other must be. If both are left blank, then ONE of the yellow fields MUST be completed.
Activities (recurring)
Use this sheet to detail any activities that take place more than one time. For example, this could be a weekly youth club, or a regular sports activity. Rather than having to detail every single instance of this provision, this sheet allows you to record the parameters - after which we can then create the activity instances.
| Field
| Type
| Required
| Description
|
| Activity ID | letters and numbers | yes | This is your own unique ID for each record. A different number for each activity is a good idea.
|
| Name | letters and numbers | yes | Please enter the name or title of the activity. Remember that this will need to be something that is accessible and understood, rather than jargon.
|
| Description | letters and numbers | no | Please enter a description of the activity here. Whilst this is not mandatory, please remember that this will be viewed by people and so it is best that it is can be as detailed as possible.
|
| Start Date | DD/MM/YYYY | yes | This is the date from which the provision starts. This must be in the future.
|
| End Date | DD/MM/YYYY | yes | This is the date after which the provision ends. This must be the same or after the Start Date field.
|
| Day | Day of the week (Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday) | yes | Please state the day of the week that the provision takes place on. If the provision takes place on multiple days of the week, then please separate by commas - eg: Monday, Tuesday.
|
| Frequency | Daily, Weekly, Fortnightly, Monthly | yes | Please state the frequency of the provision.
|
| Starts | HH:MM | yes | Please state the start time of the provision, as advertised for people to attend. Please use the 24 hour clock for this - the spreadsheet should format accordingly
|
| Ends | HH:MM | yes | This is the date after which the provision ends. This must be the same or after the Start Date field.
|
| ContactName | letters | yes | This is the name of the person who is directly associated with this particular activity.
|
| ContactNumber | numbers | yes | Only required if ContactEmail is not specified.
|
| ContactEmail | letters and numbers | yes | Only required if ContactNumber is not specified.
|
| Contact Address | letters and numbers | no | This is an optional field for the address of the activity Contact person. This field will generally be covered through the Organisation address, but in some cases it may differ.
|
| MinAge | numbers | no | Please state the minimum age for the activity, if required. Please leave blank if no minimum age. This field can also be used alone, and is not dependent on MaxAge
|
| MaxAge | numbers | no | Please state the maximum age for the activity, if required. Please leave blank if no maximum age. This field can also be used alone, and is not dependent on MinAge
|
| Cost | double | no | Please state the cost of the activity - per session. If there is no cost, the field can be left blank, or a zero recorded. The word Free can also be stated.
|
| Categories | Categories | no | (see below) Categories are the broad definition for activities.
|
| Keywords | Keywords | no | (see below) Keywords can be defined by yourself, and should take the form of single words
|
| ECMCodes | ECMCodes | no | (see below). Every Child Matters categories can also be associated with a provision.
|
| Venue | Venue | yes | (see below). Each provision must be associated with a venue.
|
| Organisation | Organisation | no | The Organisation responsible for delivering the activity. If this is left blank, it will be assumed that the Organisation is yourself.
|
|
Activities (one-off)
Use this sheet to detail any activities that take place as a one off. For example, this could be a festival or youth conference. Or - this method could be used to detail all instances of an activity.
| Field
| Type
| Required
| Description
|
| Activity ID | letters and numbers | yes | This is your own unique ID for each record. A different number for each activity is a good idea.
|
| Name | letters and numbers | yes | Please enter the name or title of the activity. Remember that this will need to be something that is accessible and understood, rather than jargon.
|
| Description | letters and numbers | no | Please enter a description of the activity here. Whilst this is not mandatory, please remember that this will be viewed by people and so it is best that it is can be as detailed as possible.
|
| Start Date | DD/MM/YYYY | yes | This is the date from which the activity takes place. This must be in the future.
|
| End Date | DD/MM/YYYY | yes | This is the date on which the activity ends. Sometimes one off events take place over a number of days. If it ends on the same day as it starts it is still useful for us if you include the end date.
|
| Day | Day of the week (Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday) | no | Please state the day of the week that the provision takes place on. This is an optional field. If the activity takes place over more than one day, then just leave it blank.
|
| Starts | HH:MM | yes | Please state the start time of the provision, as advertised for people to attend. Please use the 24 hour clock for this - the spreadsheet should format accordingly
|
| Ends | HH:MM | yes | This is the date after which the provision ends. This must be the same or after the Start Date field.
|
| ContactName | letters | yes | This is the name of the person who is directly associated with this particular activity.
|
| ContactNumber | numbers | yes | Only required if ContactEmail is not specified.
|
| ContactEmail | letters and numbers | yes | Only required if ContactNumber is not specified.
|
| Contact Address | letters and numbers | no | This is an optional field for the address of the activity Contact person. This field will generally be covered through the Organisation address, but in some cases it may differ.
|
| MinAge | numbers | no | Please state the minimum age for the activity, if required. Please leave blank if no minimum age. This field can also be used alone, and is not dependent on MaxAge
|
| MaxAge | numbers | no | Please state the maximum age for the activity, if required. Please leave blank if no maximum age. This field can also be used alone, and is not dependent on MinAge
|
| Cost | double | no | Please state the cost of the activity - per session. If there is no cost, the field can be left blank, or a zero recorded. The word Free can also be stated.
|
| Categories | Categories | no | (see below) Categories are the broad definition for activities.
|
| Keywords | Keywords | no | (see below) Keywords can be defined by yourself, and should take the form of single words
|
| ECMCodes | ECMCodes | no | (see below). Every Child Matters categories can also be associated with a provision.
|
| Venue | Venue | yes | (see below). Each provision must be associated with a venue.
|
| Organisation | Organisation | no | The Organisation responsible for delivering the activity. If this is left blank, it will be assumed that the Organisation is yourself.
|
|
Categories
Categories can contain multiple Category elements
| Field
| Type
| Required
| Description
|
| Category | letters | | Categories are predefined lists within the data set. These are:
- Adventure
- Art
- Clubs and Games
- Entertainment
- Learning and Life Skills
- Music and Dance
- Sport
- Volunteering
|
|
More explaination of these here
Keywords
| Field
| Type
| Required
| Description
|
| Keyword | letters | | Keywords (or 'tags') are single words that can be used to describe the activity. You can use more than one word. Please separate them with a semi-colon (no spaces!) e.g. dance;ballet;fitness;expression
|
|
ECMCodes
| Field
| Type
| Required
| Description
|
| ECMCode | numbers | | Every Child Matters Category as defined by the UK Government: http://www.everychildmatters.gov.uk/aims/
1=Being Healthy
2=Stay Safe
3=Enjoy and Achieve
4=Make a Positive Contribution
5=Achieve Economic Wellbeing
To enter more than one code at a time, list them separated by semi-colons, e.g. 1;3;5
|
|
Venue
A Venue must be provided and associated with all activities. Please log your venues in the appropriate sheet, and then indicate in the Activity sheet(s) the reference number for the appropriate venue.
| Field
| Type
| Required
| Description
|
| ProviderVenueID | letters and numbers | yes | This is the information you use in your dataset to identify this venue for yourself. It can be anything you want (letters and numbers only), but must be unique to you. We will either match this to an existing venue, or create a new record. We will use this field to match our records so that we both know which venue we are talking about.
|
| Name | letters and numbers | yes | Name of the place
|
| BuildingNameNo | letters and numbers | yes | The building name and/or number
|
| Postcode | letters and numbers | yes |
|
| ContactForename | letters | yes |
|
| ContactSurname | letters | yes |
|
| ContactEmail | letters and numbers | yes | Only required if ContactPhone is not specified
|
| ContactPhone | numbers | yes | Only required if ContactEmail is not specified
|
| ContactFax | numbers | no |
|
| Description | letters and numbers | | Description of the Venue, not to be confused with the description of the activity.
|
| Website | | |
|
| ParkingSpaces | numbers | | Number of parking spaces.
|
| CyclePark | letters | | Must be either: No,Yes, or Secure
|
| DisabledFacilitiesNotes | letters and numbers | |
|
|
Organisation
Also known as: Activity Provider
About Contact Details
An organisation may under certain circumstances not want to publish the main address of the contact person. Therefore only one of: email, address, or phone is required. To specify an address, we require 2 fields, 'BuildingNameNo' and 'Postcode'
| Field
| Type
| Required
| Description
|
| DPProviderID | letters and numbers | yes | This is the unique id you use in your dataset to identify this organisation for yourself. It can be anything you want (letters and numbers only), but must be unique to you. We will either match this to an existing organisation, or create a new record. We will use this field to match our records so that we both know which venue we are talking about.
|
| Name | letters and numbers | yes | Name of the organisation
|
| ProjectDepartment | letters and numbers | | The Organisations sub-project or department
|
| BuildingNameNo | letters and numbers | yes | The building name and/or number. Only required if Postcode is specified
|
| Street | letters | |
|
| Town | letters | |
|
| PostTown | letters | |
|
| County | letters | |
|
| Postcode | letters and numbers | yes | Only required if both ContactPhone and ContactEmail are blank
|
| ContactForename | letters | yes |
|
| ContactSurname | letters | yes |
|
| ContactEmail | letters and numbers | yes | Only required if both ContactPhone and Postcode are not specified
|
| ContactPhone | numbers | yes | Only required if both ContactEmail and Postcode are not specified
|
| ContactFax | numbers | |
|
| Description | letters and numbers | | Description of the organisation.
|
| MinAge | numbers | | This the minimum age that this organisation is generally in contact with or targets. Specifying 0 denotes that there is no minimum age. If this field is blank or omitted, it will be recorded that there is no minimum age.
|
| MaxAge | numbers | | This the maximum age that this organisation is generally in contact with or targets. Specifying 0 denotes that there is no maximum age. If this field is blank or omitted, it will be recorded that there is no maximum age.
|
| Website | | |
|
|
