AESuniversity Program Setup Page Refresher

1. AESuniversity Program Setup PageRefresher

2. What is required? What comes from Web Tool Program Requirements Activity Requirements Questions & Answers Program Setup Page Session Outline:

3. Session Overview Session Goals: This session will cover the requirements for setting up Programs, Components and Activities using the Program Setup page. Importance: Many reports have requirements for Programs and Activity setup; if items are not set up correctly, the report may not produce accurate information. Some fields do not need to be filled in if the specific report is not used by that Program.

4. Terms and Definitions: • Program is a program within the Organization (Transitional Housing, Emergency Assistance); it will include one or more Program Components, Milestones and Activities • ProgramComponent– A sub level of a Program with a more narrowly focused process; it includes unique Activities and Milestones • StaffActivities–Staff performed services to assist clients in completing milestones (case management, assessment, home visit) • ActivityType– Determines on which page the Activity will be recorded • StandardName– organize Staff Activities into Standard Categories for reporting purposes or for billing functions • Milestone– Interim Client results or Outcomes; they are often linked to Statewide or Funder Investor Goals and Performance Measures

5. Program Section • Programs are created in Security Manager or with the Program Development Tool • Both Active and De-activated Programs appear on this page • Questions Codes are created here for questions to appear on Entry page • Questions are created on the Question Template page • Central Intake program questions appear on Central Intake Profile/Eligibility page • Standard Name is required for some Programs • Active checkbox will show status, but cannot be changed here • Auto Create = Swipe Cards may enroll Client into Program as well as record services

6. Program section Program Setup: Use checkbox to view only Active Programs All Programs show in Grid Buttons open popup windows to supply additional setup details Question Code determines questions that will appear on Entry page 1 4 3 2

7. Program Details • Category can be used for Rules, Reports • Auto Create Mode determines who will be entered into Program • Individual, Household, Family • Focus Code determines who will be counted in Snapshot and on specific Reports • Program Start & End Date determine Program dates • Target Population can be used for Rules, Reports • Project Name & Program Description required for APR • Duration is used with Closeout Mode • Poverty Level Type determines poverty calculations • GEO Code fills in automatically • Comments for your own use

8. Details popup window Details setup: 4 • Top section • Auto Create Mode • Focus Code • Start & End Dates • Closeout Mode & Date • Referral Categories and Contacts • Use PREV or NEXT buttons to scroll to other Programs 1 2 3

9. Details: Closeout Mode • Exit = Client will be exited from Program on Closeout Date • OnGoing = Client will continue in the Program on Closeout Date • Their application is pushed to new Operation Year • Nightly job finds Clients; needs to be set up by Tech Support

10. Closeout Mode Take 2 • Job finds Program with today’s Closeout Date • Finds Program Start & End Date • If Closeout Date is same as End Date, job will run • If Closeout Date is earlier than End Date, job will not run • Finds all applications tied to the Program • Uses Year of Closeout Date to determine Operation Year of applications • Finds all applications with that Operation Year • If Exit – exits those client applications • If OnGoing – keeps client in Program, changes Client Operation Year to new year

11. Details: Categories for Referrals • Only required for internal referrals • Categories and STDNames must be created first in System Library • Link all categories that should be used with this Program for possible referrals • When Users select this Category for a referral, this Program will be a choice • Multiple Categories may be linked to a Program

12. Details: Contacts for Referrals • Only required for internal referrals • Link all Contacts that should be used with this Program for possible referrals • Multiple Contacts may be linked to a Program • All Location/Contact combination created on Locations page will show here

13. Program – Location Link window Locations must be linked to a Program for HMIS Programs and Head Start For HMIS only – a Location may be linked to only one Program Popup window will show all Locations created for Agency

14. Locations popup window • Link Locations to Program: • Use button to open popup • All Locations appear in Grid • Use Right arrow to link Location to active Program • Locations linked to selected Program appear here 2 1 3 • For HMIS Programs: • Locations may be linked to only ONE Program • A Program may have multiple Locations

15. HUD Parameters window • Required for HMIS Programs doing AHAR report • Dates required only if multiple records exist • Dates cannot overlap • Program Type Code determines Program type • Tracking Method • Program entry & exit date comparison counts 1 stay for each night between dates • Bed Management Model – counts bed services • Target Population A determines Family or Individual Bed type • Will also set Focus Code • Target Population B – DV, HIV, VET, NA • Direct Service Code - Yes

16. HUD Parameters • Set HUD Parameters: • Use button to open popup window • Dates only required if multiple records exist • Tracking Method determines how bed nights are counted • Target Population A determines Individual or Family Bed Type 1 2 3

17. Program Components Each Program must have at least one Program Component Some Program Components have required Standard Name Auto Create checkbox = Component will be created automatically when Client is entered into Program Active = Component will appear in dropdown on Services page Component may be deleted only when no Activities exist

18. Program Components • Create Program Components: • Every Program must have a Program Component • Use Auto Create to have Component created automatically at Entry • Components may be deleted only when no Activities exist 1 2 Program Component will not be generated for Client unless there are current Milestones

19. Activity Required Fields 4 required fields: • Activity Name is what Uses will see in Activity dropdown • Activity Type determines on which page Activity appears • Service, Case, Profile, Session, Bed, etc. • Standard Name organizes Activities into categories for reporting purposes • HMIS Programs have HUD Data Standards • Head Start has specific requirements • Funding Code determines which Contract(s) pay for Activity

20. Activity Types Service = Services page Case = Case Notes page Sessions = Sessions page Profile = Profile (Activity Detail, Additional Questions) Encounter = Encounter Entry Log page Energy = Energy page and HPRP page Bed= Bed Assignments page Class, EnrollProfile, HealthScreening, HealthTreatment, HSFamilyServices, Permission, Other= Head Start pages

21. Activities • Creating Activities: • Blue Fields are required • Activity Name • Activity Type • Standard Name • Funding Code 2 1 4 3

22. Activity Fields • Units = default value (User may change) and Unit Type that appears for Activity (Unit, Minute, Day, Cost) • Unit Cost = cost for unit of Activity • Question Code = set of questions that appear for Profile Activity • Questions are created on Question Template page, but Code must be entered or selected here first • Billing = YES indicates it will use billing module & batch process • Estimated Time = default time when scheduling Activity in Resource Manager • Client Daily Limit = maximum activities Client may receive when using Swipe Card • Daily Limit = maximum activities that can be provided by the Program in one day when using Swipe Card • Category= used for Reports (NPI); values must match Performance Measure Index (6.2A, 6.2B, etc.) • Complete= will cause linked Milestone to change Status to Complete when recorded for a Client

23. Activity Checkboxes   • Active = will be available in dropdown • Auto Create = created automatically for Client when Program Component is created • Swipe = can be used on Swipe page • Can be turned on/off on Swipe page by User • Scan = will be included on Smart Form for Daily Services • Show in RSM = will appear in Queue to be scheduled in Resource Manager • Kit/Bed = this Activity should count as Bed Activity

24. Activity buttons • Add Referral Activity = creates an Activity for Referral page from existing Activity • This will appear in Activity dropdown in Service Location window on Referral pages when referring to this Program • Schedule Session = active only when Type = Session and Auto Create is checked • Allows an Activity to be scheduled on a recurring basis for all new Clients in Program • Delete = Activity can be deleted only if it has not been recorded for any Client

25. Setting up Referral Activity • Set up Referral Activity: • Select the Activity to use For Referrals in the Activity Grid • Click ADD REFERRAL ACTIVITY button • Activity Name and Standard Name appear automatically and are the same as the original Activity • Activity Type = Referral • Select Funding Code 2 1 3 YES will appear in Has Referral? column after the Activity is created

26. Setting up Auto schedule– Take 3 • Set up Activity Type • For any new or existing Services: • Activity Type = SESSION • Check Auto Create • Click Schedule Session button • In the popup window: • Select Frequency • Start and End Dates • Select Days of Week • Click UPDATE SCHEDULE 1 2 3 6 4 5 An overnight job must be scheduled by tech support

27. Additional Activity Requirements • Activity appears in Encounter if • Program Component has SN = Encounter • Activity has AT = Encounter and SN = Encounter • Activity appears in Resource Manager if • Activity has SHOW IN RSM checked • Estimated time is entered • Activity appears on HPRP pages or Energy page if • Activity AT = Energy • If using Billing Module, Billing = Yes • Activity appears on Referral Services Location window if • Program is linked to Category/STDName in Details • Program is linked to Location/Contact in Details with appropriate Consent • Referral Activity is created using ADD REFERRAL ACTIVITY button • Activity with Unit Type = Cost • Adds Service End Date as a Service field • Calculates Total Cost (# Units * Unit Cost from setup)

28. Questions & Answers