AESuniversity User Tips & Tricks

Session Outline  Working with your Caseload Customers  Recording Services  Snapshot Tips  Searching Tips  Working with Grids  Managing Families/Households

Working with your Caseload The Listing/Search page in your Module allows searching by 1.Active Status 2.Program 3.First/Last Name 4.Identifier 5.Staff Use Program and Staff to find your own Caseload 12435

Search on Program pages 1.Customers found on the Listing/Search page will be available in the Customer dropdown on all Program pages 2.You can also use the Blue Arrows to move to next Customer record 1 2

Search on Program pages – Take 2 Also search on any page in the Program section 1.Enter Customer name or Identifier 2.Click SEARCH Customer will stay active on other pages in the same Library 12

Search on Program pages – Take 3 SHRINK buttons cause different Customers to be available in Customer dropdown 1.Household: all members of current Customer’s Household – all their applications plus Central Intake record 2.Case Manager: all Customers you entered in a Program or created in Central Intake 3.Group: all Customers entered into Program at same time as current Customer 1 2 3

Switching to a different Program 1.Click VIEW ALL PROGRAMS button 2.All Programs are displayed in popup – Active status – Entry date – Exit date 3.Select Program and click LOCATE to view that Program 4.Current Programs will also be displayed in Customer dropdown You will see only those Programs that you have permission to view

Copy Answers to new Entry record Program Entry Question Answers may be copied from a previous Entry record 1.Click COPY 2.In popup window, select Question Code to copy 3.Select Record to copy 4.Click COPY Answers should be checked for accuracy!

Recording Services Services can be set up to record the number of Units, or the number of Minutes, or a Cost 1.If Cost, then an End Date is required and the Total will appear after saving 2.Locations can be selected for Organizations that have multiple locations 1 2

Recording Services 1.Services created on other pages appear here, but are grayed out, so they cannot be edited here 2.Sessions activities will show any notes created there in the Comments field 1 2

Automatic Milestone Updating Services may be set up to automatically update Milestone Status 1.Complete checkbox will appear with checkmark in box 2.When Saved, Milestone Status will be Complete with same date as Service If checkmark is removed, Status will not be changed 1 2

Recording other Statuses 1.Status can now be recorded for Program Components, Activities and Profile Activities 2.After saving, the Status will be displayed in Grid Statuses are set up on the System Library STDStatus page 1 2

Editing Activities Activities can be deleted if needed, and multiple records can be deleted all at one time – They can be deleted only on the page where they were created Program Components can be deleted only when no Activities exist Activities can be moved to a different Milestone by using the Move to Milestone dropdown directly beneath the Activity grid – Case Note Milestones can be changed on that page

Recording multiple Services Use Session Activities when recording multiple services or customers 1.Select Program and Program Component 2.Select Customer(s) 3.Select Service(s) 4.Select Date 5.Click ATTENDED 6.Select Clients and link to Milestone & update Milestone Status

Recording Bed Stay Services Open with BED ASSIGNMENT button on Entry page 1.Select Customer(s) 2.Select Room/Unit – Grid shows only Units with enough Beds for Family 3.Select Date(s) 4.Click ASSIGN 5.Use UPDATE to change dates 6.Use REMOVE to end bed stay

Recording Case Notes 1.Unlock Note checkbox allows other Users to edit your Case Note 2.Case Note can be linked to one or more Milestones 3.Additional Services can be recorded here 4.Misspelled words will have red underline, click in Navigator Bar to spell check

Printing Case Notes Case Notes report available from Case Notes page and from Listing page If printing ALL Case Notes for a Customer, use the Listing page Case Notes report – Select the Customer(s) on the Listing page – Right click and select Preview or Print Report – Select Case Notes report – ALL Case Notes for Customer will be displayed If printing specific Case Notes for a Customer, use the report directly from the Case Notes page – Select the Case Note(s) you want to print – Right Click and select Preview or Print report – Only the selected Case Notes will be displayed

Printing Application Reports Several Reports are available from Listing page Application Report will show all demographic information for Customer and household members and Program Entry questions Select multiple Customers on Listing page to view reports for each Customer – Use CTRL + click on each row to select multiple records

Navigating between Libraries Customers will not follow you when switching Libraries unless you use the buttons to switch pages! Going from Program/Services to Household page: Use JUMP TO DEMOGRAPHICS button – Button is on all Services pages in top right area – Opens Household page in Central Intake with this Customer active Going from Central Intake to Program/Services pages: Use GO TO ENTRY button – One of these buttons is on all Central Intake pages – Both will open Program Entry page with this Customer active

Snapshot All Customer information – demographics, income, household members MUST be collected BEFORE entering customer into a Program Why? Reports use the information that is current at the time of Customer’s Program Entry It is collected in the “Income Snapshot” – The Snapshot remains static for the entire time the customer is in the Program If there was a mistake, the information can be corrected easily Do not change a Snapshot except to make a correction

Correcting the Snapshot – take 1 1.Click EDIT SNAPSHOT to open Snapshot window 2.Select Customer in Grid 3.Make corrections to income and SAVE 4.DEMOGRAPHICS opens window with all demographic information – Make changes if needed – Click SAVE 5.Change Date if needed, then click SAVE DATE This does NOT change information in Central Intake

Correcting the Snapshot – take 2 1.Click JUMP TO DEMOGRAPHICS On the Household page, make the corrections as needed Click GOTO ENTRY button 2.Click EDIT SNAPSHOT 3.Click RESET 4.Change Date if needed, then click SAVE DATE RESET will remove all existing Snapshots

Change Address in Snapshot Change Address in Central Intake first Open Snapshot 1.Click DEMOGRAPHICS 2.Click PREV ADDRESS button 3.Select correct address in Grid – Newest Address will be first in list 4.Click SELECT button 5.New address will appear here 6.Click CLOSE button

Create additional Income Snapshot Make changes in Central Intake first 1.Click EDIT SNAPSHOT to open Snapshot window 2.Click SNAPSHOT 3.Make corrections to income if needed and SAVE 4.Snapshot will be numbered 2 of 2 with today’s Date This does NOT change information in Central Intake

Correct who entered together People who enter a Program together are part of a Group. To move other HH/Family member to their group : Open Entry page for the Customer whose Group you want to move the Customer TO 1.Click SAVE button – Customers shown in black can be moved to Group shown in green 2.Select Customer to move 3.Click SELECT Now they are all part of same Group This does NOT change information in Snapshot 1 2 3

Where to Search – NEW Customer 1.Quickest search for New Customer is Demographics page in HOH Check fields 2.Or enter Social Security Number and it will find matches 3.Or enter First Name, Last Name, Date of Birth and it will find matches 4.Any match will cause popup window to appear

Searching in Central Intake If you search and find a Customer, but all fields are grayed out, that means the Customer was created at another Agency! 1.Click ADD to give permission for your Agency to use Customer 1

Searching in Central Intake Listing Search for a Customer using any combination of: 1.Identifier 2.Social Security last 4 numbers 3.First and/or Last Name 4.Date Of Birth 5.Phone Number A message will appear if there are no matches to your search: Your search returned 0 results 1

Searching Tips Use keyboard TAB and ENTER keys Blank/no entry at Search displays everyone in database Fuzzy searches can help find unusual names or misspellings % is a wildcard – – %on finds all entries with ON in their name – J%on finds all entries that begin with J and have ON somewhere in their name

Searching – Take 2 Number listed above grid shows number of returned matches Search sets become available when large amount of matches return Funnel symbol allows filtering Remove item from search field using CLEAR button or DELETE key Some Listing pages have right click FIND and QUERY

Using Grids Click Column heading to sort by that item – Click second time to sort in reverse order Double click right edge of heading to resize or click and drag Click and drag heading to other location to temporarily rearrange column order Select Record by clicking to the left of record Select Multiple records by pressing keyboard CTRL key and clicking records – SHIFT selects a range of records

Keyboard Shortcuts HOME key takes you to start of field END key takes you to end of line or field To Copy & Paste: – CTRL + C = Copy – CTRL + V = Paste – CTRL + X = Cut Entering Dates – Type in dates (use 2 digits for month and day) – OR use dropdown to access calendar – Click on Date to use – Use arrows to change months – Click on Month or Year to change it

Change Head of Household 1.Select person to be new HOH in Grid 2.Click HEAD OF HH 3.Click OK in message 4.Change Relation Status – HOH = Self – Check other members – The former HOH will now be blank and will need new Status

Change Address 1.For entire household, edit on demographics page – Make changes – Click SAVE 2.For one member of Household, use household page – Select Customer in Grid – Click EDIT ADDRESS – Make changes – Click SAVE ADDR HISTORY shows all addresses for selected Customer 1 2 This changes only the Central Intake information

Move to new Household 1.Select Customer(s) in Grid 2.Click NEW HOUSEHOLD 3.Select Customer Name – This person will be Head of Household in new HH 4.Click MOVE Remember to change their address after the move You cannot move a HOH to a new Household, unless they are the only Household member

Move to an Existing Household 1.Select Customer(s) in Grid 2.Click NEW HOUSEHOLD 3.Select Search for … and enter HOH Name or Household ID for existing Household 4.Click SEARCH 5.Select Household in returned matches 6.Click MOVE Remember to change their Family ID after the move

Move Customer to NEW Family 1.Select Customer(s) to be moved 2.Click NEW FAMILY This keeps Customer(s) in the same Household, and creates a NEW Family in the Household The new Family will have a new Family ID 1 2

Change Family for Customer 1.Select Customer(s) to be moved 2.Select Family to move Customer TO 3.Click CHANGE FAMILY This keeps Customer(s) in same Household, and moves them to a different Family in that Household There will be multiple Family IDs in the Household 1 2 3

Switching to other Application/Module 1.Dropdown at top of page lists all available Roles User may have only one Role Role permissions are assigned by your Administrator in Security Manager 1

Change starting Application 1.Select Options menu, Application Settings, Set as Default Application The next time you log in, the system will start with this Application 1