AESuniversity CSBG User Review

CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options in Central Intake Options in Program information

Data Entry Requirements Central Intake –All household members, demographics and income for each member Program information –Program Entry –Activity recorded & linked to correct Milestone –Milestone status recorded Agencies may have additional requirements

Central Intake Begin with a Search for the new Client Create Head of Household first Add HOH demographics & income Add all household members and their demographics & income –Entering all this information BEFORE entering Client into a Program ensures correct information on reports!

Central Intake – page 1 NEW starts a new entry 3 searches occur: –HoH Check fields –Social Security # –First/Last name, DOB All blue fields are required SAVE saves the data or changes

Central Intake – page 2 Add demographics & income Add other HH members and their demographics & income Enter ALL information before program entry All blue fields are required GO TO ENTRY starts entry process

Why info before Program Entry? A “snapshot” is taken of the Client’s situation when they enter a Program Snapshot includes all household members, demographics, income Information in snapshot is what is included on many Reports

Entry Snapshot Even if Client’s Central Intake record is changed, the entry snapshot stays the same The Client may be entered into additional Program(s) later Each Program will have its own snapshot The Snapshot can be corrected

Program information Enter Client into Program –Additional household members may be entered at same time Record Services received –Activity recorded linked to correct Milestone Record Milestone completions

Program Entry ENTER PROGRAM begins entry process Program Status = Enrolled Consent determines who can see record Case Manager is User Login Answer Questions Click SAVE in both sections

Program Entry – take 2 Select the Program and the Entry Date in the popup window Program Date is the date the Client entered the Program Some Programs may allow entering multiple members of the family or household all at one time

Program Services Create Program Component Record Activities –Some may record first Activity automatically –Select Milestone that the Activity relates to, then record Activity –Activities may have different items to record (amount, cost, comments, etc.) Record Milestone status

Client will be counted At this point, the Client will be counted on many reports –Many reports count only Clients who have received an Activity

Client Process Create HOH Client Add Demographics, Income, HH Members Enter ProgramRecord Services & Milestones

Other Program section tasks Case Notes Assessments/Sufficiency Scales/ Activity Details Workshops/Classes

Case Notes Record Case Notes Consent Level determines who can see note –Some may record first Activity automatically Link to Milestone if needed

Profile/Assessments Record Assessment, Sufficiency Scale, Activity Details results Create new Activity Record Answers in bottom section Use Activity dropdown at top of right section to filter list

Sessions - Workshops Record multiple Services for multiple Clients Attach Service to a Milestone Attach a simple Case Note

Correcting the Snapshot Users don’t have to do anything to the snapshot unless making a correction! What if a mistake is made and income or demographics was entered incorrectly? Snapshot can be reset to match what is now in Central Intake or changes can be made to the Snapshot itself

Correct a Snapshot – take 1 Make changes in Central Intake first – –Add HH members –Edit Income –Edit Demographics RESET the Snapshot in Program Entry – – Resets the income and demographic information to match current Central Intake 1 RESET removes all existing snapshots

Correct a Snapshot – take 2 If multiple members of a Family or Household are entered into a Program, RESET will cause Select HH Members popup window to appear Changing a Snapshot changes it for ALL members of the HH/Family if they were entered into Program at one time

Correct a Snapshot - take 3 Change the Snapshot – 1.Select Client in Grid 2.Make changes to existing income record OR 3.Click NEW to add additional income record 4.Click EDIT to change demographic information Remember that changing the Snapshot will NOT change Central Intake information 4

Additional Snapshot Facts If you need to add HH members or change a DOB, that MUST be done in Central Intake first, then use the RESET button in the Snapshot itself Clicking the RESET button erases all additional Snapshots! The ONLY time RESET should be used is to make a correction; changes in a Client situation should not be reflected in the Program Entry Snapshot If a Client enters and exits a Program, then enters it again, he will get a NEW Snapshot starting with #1 of 1 Only HH/Family members entered into the Program will have a Snapshot, but they may be part of the other members’ Snapshots

Changing Client Address Use EDIT ADDRESS to change one member address –Enter new address –OR use Update to HOH button Change Address for the entire household on first page Can also update address in Snapshot

Changing Address in snapshot 1.Select Client 2.Use EDIT button to open popup window 3.Use PREV ADDRESS to view all address records 4.Select Address to use & click SELECT Must change each household member separately

Move to New Household Select Client(s) to move Use NEW HOUSEHOLD button to open popup window Select Name for new HOH OR Select “Search for existing …”, enter name and click SEARCH Click MOVE

Where to Search – new client - 1 HOH Intake page validates 3 times: –HOH Check –Social Security # –First Name/Last Name/ Date of Birth Can use fuzzy searches Can also search on Client Listing page

Where to Search – new client - 2 Search by any combination of: –First and Last Name –Identifier –SSN – last 4 digits –Date or Birth Entire Name does not need to be entered Sort by any column by clicking Column Heading

Where to Search – caseload All Program section pages have search fields –Enter all or part of First and/or Last name 2.All Clients currently active on Listing page will display in Customer dropdown 1 2

Where to Search – caseload - 2 Search by any combination of: –First/Last Name –Program Name –Identifier –Staff Login –Active status Clients displayed on page will appear in Customer dropdown on all program pages