Recording a KTE Resource

This quick reference guide walks you through recording KTE Resources on the HIV Resources Ontario tracking tool.

This tool should be used by all staff members whose work is reported in OCHART in order to track their activities and any outputs produced.

Activities and outputs should be recorded within 72 hours of completion or production.

Using this tool regularly will ensure that all your activities are recorded, added together and then automatically entered into OCHART each reporting period.

Tracking tool data will be extracted for reporting to OCHART every 6 months.

Log into OCHART from ochart.ca

Use your Email (your work email address) and Password. Click Login. If you've forgotten your password, click Forgot password?

Note: You must have an existing OCHART account in order to log in. See this support article with steps on how to request an OCHART account.

ochart login page

Upon logging in, you will be directed to your dashboard. The dashboard will only display the items you have permission to view.

There are multiple ways to access the tracking tools available to you.

  • Option 1: Click the Add New button located at the top right of your dashboard and select "Tracking Tools"
  • Option 2: Click Tracking Tool in the main navigation.

ways to access tracking tool from dashboard

Click New Entry under "HIV Resources Ontario".

hiv resources tracking tool

Click into the Activity Date text box and use the calendar pop-out to record the date of the activity. The activity date will determine which reporting period an activity is reflected in. Please ensure that you record the date the activity took place, not the day which you recorded the activity.

activity date dropdown

Select the type of activity being recorded. In this case "A KTE resource".

activity type selection

This tracking tool allows you to record one activity at a time. If you conducted an education presentation with service providers and attended a community development meeting on the same day, this would result in 2 entries.

Click Next.

Enter an Activity resource/title that is meaningful to you, as this will help in identifying the activity when reviewing records. A prevention activity title might include such items as the topic or location of the activity or a description identifying the persons contacted. (Example: Halton Regional Harm Reduction Network Meeting).

Select the Primary focus of the activity.

activity/resource title and primary focus selection

Click Next.

Enter the Title of resource.

resource title

Click Next.

Identify the Type of resource delivered from the drop down list.

type of resource dropdown

Click Next.

If you selected "Material to be accessed" from the previous question, identify the type of materials that will be accessed.

type of material accessed selection

Click Next.

Add any additional notes to the tracking tool submission. They can be referenced by yourself, the agency/program executive director and OHTN staff.

additional notes

Click Next.

Review the information you have entered before submitting.

Click Previous or Edit for specific sections to edit the information again before submitting.

Click Submit to complete the submission of the tracking tool.