AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake...
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![Page 1: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/1.jpg)
Adsystech, Inc.
AESuniversityCSBG User Review
![Page 2: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/2.jpg)
Adsystech, Inc.
CSBG User Review
• Data Entry Requirements– Central Intake– Program Entry, Activities, Milestones
• Basic Reports• Options in Central Intake• Options in Program information
![Page 3: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/3.jpg)
Adsystech, Inc.
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
![Page 4: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/4.jpg)
Adsystech, Inc.
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!
![Page 5: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/5.jpg)
Adsystech, Inc.
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
![Page 6: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/6.jpg)
Adsystech, Inc.
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
![Page 7: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/7.jpg)
Adsystech, Inc.
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
![Page 8: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/8.jpg)
Adsystech, Inc.
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
![Page 9: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/9.jpg)
Adsystech, Inc.
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
![Page 10: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/10.jpg)
Adsystech, Inc.
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
![Page 11: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/11.jpg)
Adsystech, Inc.
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
![Page 12: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/12.jpg)
Adsystech, Inc.
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
![Page 13: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/13.jpg)
Adsystech, Inc.
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
![Page 14: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/14.jpg)
Adsystech, Inc.
Client Process
Create HOH Client Add Demographics, Income, HH Members
Enter Program Record Services & Milestones
![Page 15: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/15.jpg)
Adsystech, Inc.
Other Program section tasks
• Case Notes• Assessments/Sufficiency Scales/
Activity Details• Workshops/Classes
![Page 16: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/16.jpg)
Adsystech, Inc.
Case Notes
• Record Case Notes• Consent Level
determines who can see note– Some may record first
Activity automatically
• Link to Milestone if needed
![Page 17: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/17.jpg)
Adsystech, Inc.
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
![Page 18: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/18.jpg)
Adsystech, Inc.
Sessions - Workshops
• Record multiple Services for multiple Clients
• Attach Service to a Milestone
• Attach a simple Case Note
![Page 19: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/19.jpg)
Adsystech, Inc.
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
![Page 20: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/20.jpg)
Adsystech, Inc.
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
![Page 21: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/21.jpg)
Adsystech, Inc.
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
![Page 22: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/22.jpg)
Adsystech, Inc.
Correct a Snapshot - take 3
Change the Snapshot –1. Select Client in Grid2. Make changes to
existing income record
OR3. Click NEW to add
additional income record
4. Click EDIT to change demographic information
1
2
3
Remember that changing the Snapshot will NOT change Central Intake information
4
![Page 23: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/23.jpg)
Adsystech, Inc.
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
![Page 24: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/24.jpg)
Adsystech, Inc.
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
![Page 25: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/25.jpg)
Adsystech, Inc.
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
1
2
3
4
![Page 26: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/26.jpg)
Adsystech, Inc.
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
![Page 27: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/27.jpg)
Adsystech, Inc.
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
![Page 28: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/28.jpg)
Adsystech, Inc.
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
![Page 29: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/29.jpg)
Adsystech, Inc.
Where to Search – caseload - 1
1.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
12
![Page 30: AESuniversity CSBG User Review. CSBG User Review Data Entry Requirements –Central Intake –Program Entry, Activities, Milestones Basic Reports Options.](https://reader036.fdocuments.net/reader036/viewer/2022062719/56649ee55503460f94bf4fe1/html5/thumbnails/30.jpg)
Adsystech, Inc.
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