Gateway User Guide - Newcastle City Council

Document Subject:
Document Type:
cdpsharp
User Guide – Newcastle City Council
v1.4
Author:
Joanne Watson
Contact:
E-mail: jo.watson @cdpsoftsoft.com
Direct: 020 8334 8009
Mobile: 07545 210 882
Web: www.cdpsoftsoft.com
Owner:
Joanne Watson
Document Reference: NCC User guide v1.4
Document Last Updated: 15/09/2010
Version Number: 1.4
Security Classification:
None
Document Creation Date: 01/02/2010
Document Status:
COMPLETE
Document Purpose
This document is a user guide to the features of cdpsharp for Newcastle City Council operators.
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TABLE OF CONTENTS
1 NAVIGATION___________________________________ ................................. 4
1.1 LOGGING ON/OFF................................................................................................ 4
1.2 SEARCHING FOR CLIENT, PROVIDER, SERVICE AND AGENCY INFORMATION ........... 5
1.2.1 RECENT ITEMS................................................................................................. 5
1.2.2 QUICK SEARCH................................................................................................ 5
1.2.3 QUICK LINKS.................................................................................................... 6
1.2.4 MAIN CLIENTS LINK .......................................................................................... 6
1.2.5 MAIN PROVIDERS LINK ..................................................................................... 6
1.2.6 MAIN FILES LINK .............................................................................................. 6
1.3 ALERTS ............................................................................................................. 7
1.3.1 TYPES OF ALERTS............................................................................................ 7
1.3.2 RECEIVING ALERTS .......................................................................................... 7
1.3.3 EMAIL ALERTS ................................................................................................. 7
2 MANAGING CLIENT FILES_________________________............................... 9
2.1 CREATING A NEW CLIENT.................................................................................... 9
2.1.1 ‘ADD CLIENT’ QUICK LINK .................................................................................. 9
2.1.2 MAIN ‘CLIENTS’ LINK....................................................................................... 10
2.1.3 CASE OWNERSHIP ......................................................................................... 10
2.2 FLAGGING RISK/VISIT INFORMATION.................................................................. 11
2.3 CLIENT DETAILS/OVERVIEW REPORT................................................................. 12
2.4 CLOSING AND RE-OPENING CLIENTS/CASES ...................................................... 13
2.4.1 CLOSING A CLIENT/CASE................................................................................ 13
2.4.2 RE-OPENING A CLIENT/CASE .......................................................................... 13
2.5 ATTACHING EXTERNAL FILES FOR CLIENTS ....................................................... 13
3 ASSESSING, MATCHING AND REFERRING______________....................... 15
3.1 CLIENT ASSESSMENTS ..................................................................................... 15
3.1.1 ADDING A NEW ASSESSMENT.......................................................................... 15
3.1.2 ENTERING CLIENT NEEDS............................................................................... 16
3.1.3 EDITING ASSESSMENTS.................................................................................. 17
3.2 MATCHING AND REFERRING BASED ON CLIENT NEEDS ....................................... 17
3.2.1 MATCHING SERVICES TO CLIENTS NEEDS........................................................ 17
3.2.2 REFERRING CLIENTS TO SERVICES ................................................................. 19
3.3 RESPONDING TO REFERRALS............................................................................ 21
3.3.1 CHANGING REFERRAL RESULTS...................................................................... 22
4 MANAGING PLACEMENTS ............................................................................. 23
4.1.1 PLACING CLIENTS IN VACANCIES...................................................................... 23
4.1.2 ENDING PLACEMENTS/VACANCIES ................................................................... 24
5 VACANCIES (FOR ACCOMMODATION SERVICES AND FLOATING
SUPPORT)
……………………………………………………………………………………………25
5.1.1 CREATING VACANCIES FOR ACCOMMODATION ................................................. 25
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5.1.2 CREATING VACANCIES FOR FLOATING SUPPORT.............................................. 25
5.1.3 MANAGING VACANCIES (WITHDRAWING, CLOSING) ........................................... 26
6 TASKS AND EVENTS ...................................................................................... 27
6.1 TASKS ............................................................................................................. 27
6.1.1 THE ‘MY TASKS’ LINK...................................................................................... 27
6.1.2 ADDING/SENDING A TASK................................................................................ 27
6.1.3 COMPLETING A TASK ...................................................................................... 28
6.3 EVENTS ........................................................................................................... 28
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1 Navigation___________________________________
NOTE: this section has been written from a generic perspective, and assumes
that the reader is aware of their viewing capabilities in the system (i.e. which
clients, providers, services, vacancies etc they can see).
General Navigation Tips:
You only ever need to click ONCE on any hyperlink.
Your normal internet browser ‘forward’ and ‘back’ buttons don’t need to be used
– cdpsharp is designed to work with it’s own functionality such as the Close
button and ‘breadcrumbs’ (links following screens you have opened).
1.1 Logging on/off
Cdpsharp is a browser based application that is hosted by cdpsoft on one of its web
servers with a typical address of http://cdpsharp.cdpsoft.com. You will be given the
relevant address of your cdpsharp application logon screen either by cdpsoft staff or
a system administrator.
How to:
1. Type the address into the address bar and click ‘go’ or ‘enter’
2. A logon screen for cdpsharp will appear. Enter your Username and Password.
NOTE; if an invalid username or password (which must be in the correct case) is
entered, an error message is displayed requesting you to enter the correct
details.
3. If a valid username is entered but an invalid password is entered three times in
succession, the username is “locked” and an error message informing the user to
contact a system administrator is displayed.
4. Once you have entered your log-in details you will be taken to the home page
(see below).
NOTE for ADMINISTRATORS on ‘locked’ users:
If someone gets locked out – you need to go to their user details and delete the
number that is sitting in the ‘Password Fails’ box (this represents how many attempts
they’ve made!). Once this number is cleared/deleted – they can log in as usual.
* There is no need to change the password – this will not resolve the problem!
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An example of the home page which features the links described in this section:
1.2 Searching for Client, Provider, Service and Agency
information
1.2.1 Recent Items
Recent Items can be used to link quickly through to any one of the LAST TEN items
you were working on (depending on your profile type), including:
Clients
Vacancies
Providers
Services
Waiting-lists
These are all easily recognisable by the letter displayed in the circle to the left of
each item, e.g. ‘C’ for Client.
1.2.2 Quick Search
Quick Search can be based on a ‘partial’ entry of a name, and can be used to search
quickly for details on any of the following:
Clients (works on surname only)
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Providers
Services
Vacancies (NOTE: all UNFILLED vacancies for the Provider for a service
address containing the entered text will be displayed. If nothing is entered, all
UNFILLED vacancies for the provider will be displayed)
1.2.3 Quick Links
A number of ‘quick’ links may exist down the bottom left-hand corner of the screen,
depending on the Customer’s request. Generally, the options include:
My Open Clients = all of your open clients in ascending next assessment date
order
Our Open referrals = all the vacancy referrals that have not yet had a decision
input (i.e. a referral result) from the provider
Our Closed Referrals = all the vacancy referrals that have had a decision input
(i.e. a referral result) by the Provider
1.2.4 Main Clients Link
The main Client link (top of screen) takes you to a comprehensive search screen.
Most often this is used for the basic info (name, DOB, NI Number etc), however this
can be used as a mini reporting tool to produce instant list of information e.g. ‘all
Females under 16 who are pregnant and offending’
TIP: If you find the Client you were looking for immediately - you simply click on their
name to enter their file. Should you be faced with a list of Clients, you can click on
the column headers to sort each column to suit what you want to see.
1.2.5 Main Providers Link
As with the Client link, the Provider link takes you to a comprehensive search screen.
This offers more detailed searches on Services, and as with the Clients search
screen, can be used as a mini reporting tool to produce instant list of information e.g.
‘all Services that accept females only and offer support at a primary level to clients
with drug problems’.
TIP: If you find the Provider/Service you were looking for immediately - you simply
click on the name to enter the file. Should you be faced with a list of
Providers/Services, you can click on the column headers to sort each column to suit
what you want to see.
1.2.6 Main Files Link
The Files feature allows you to attach/add files from external sources to your main
home page, e.g. a Provider Directory that is kept on your Council website. Any
document type can be attached here.
1. Click Add File
2. Click Browse to search for the external file. Once you find it, click Open to add it
to the screen, then Name the file in the field below.
3. By placing a tick against ‘Providers’ or ‘Agencies’ You can allow/disallow users
of these types to access the file.
4. SAVE
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1.3 Alerts
1.3.1 Types of Alerts
The types of Alerts that are used vary slightly across systems, some of which are just
automatic (e.g. tasks) and some that can be set ‘per user’. The following set is
included in all systems and can be switched on or off per user:
Placement (not usually switched on for Providers, as they are making the
placement)
Referral
Result (this would be results of referrals)
Vacancy
The Alerts that a user receives will be determined by their individual user set up, and
by the functions of the system that they are set up to use per their Profile.
1.3.2 Receiving Alerts
Alerts are always presented as a hyperlink, and will take the user to the most
appropriate screen for them to ‘action’ the alert.
Alerts will stay on your home page until such time that you decide to delete them (by
clicking in the box at the right hand side. They are never deleted automatically, as
you may click on an alert to investigate, but decide not to take action immediately.
TIP: Use the ‘Select all’ and ‘CLEAR’ features if you want to delete a series of alerts
in one go. Try not to let your alerts build up, as they can eventually prevent you from
logging in to the system.
If you do have ‘old’ alerts, then you may be greeted with a message like this when
logging on: (it’s a friendly reminder that you need to either deal with them or clear
them!)
1.3.3 Email Alerts
If a user wished to receive their alerts via their normal email system, this is done by
simply ticking the box on their User setup called ‘Email Alerts’ Bear in mind that this
means they will receive ALL of their usual alerts ALL of the time (i.e. it can’t just be
set for certain alerts, or certain days).
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This feature is very useful for any users who may not be logging onto the system
every day. They will receive the alerts to email regardless of their activity in the
system.
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2 Managing Client Files_________________________
2.1 Creating a new Client
The Client file is made up of a number of tabs (as below) that do not all need to be
completed immediately (i.e. you can enter additional information at a later date). The
minimum information needed for a client record to be saved is the General and
Diversity tabs.
The type of information available in the client record includes:
General information:
General (personal details)
Diversity (monitoring information)
Checks (identification etc seen by the referral agency)
Forms (consent or discharge forms)
Additional/Contact information:
Contacts (workers involved with a client)
Addresses (current and past addresses)
Files (relevant additional information)
Detailed Case information/ Referral and Placement process:
Placements (current / past placements in supported accommodation)
Referrals (current and past referrals for the client)
Assessments (current and previous assessments)
Matches (services available for referral)
‘Administrative’ tools/ case notes:
Events (timeline of housing related events)
Tasks (any tasks related to the client)
You can create a new client via quick links or the main link, as outlined below:
2.1.1 ‘Add Client’ quick link
This option ‘fast tracks’ you to the screen for entering new client details – you would
only use this screen if you were quite certain that the Client did not exist already
(although it does double check).
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1 Click on ‘Add Client’
2 Enter the Surname, First name, Sex and Date of Birth (dd/mm/yyyy).
3 Click EXISTS – the system will double check that the client does not exist. If a
Client with the exact same details exists, you will be taken directly into their file.
If not, you will be taken to the ‘New Client’ screen to continue filling out the
details.
4 All Fields marked with an asterix are mandatory. If you forget to complete a
mandatory field and try to save and move to another tab you will receive a
message at the top of your screen reminding you to complete the information.
NOTE: There is a mandatory field in the Diversity tab; you will receive a message
regarding this upon trying to save the general tab – this is fine – simply go into the
Diversity tab and continue to fill out the fields.
2.1.2 Main ‘Clients’ link
This is the best way to go about entering a new client, as it encourages you to do a
thorough search first to ensure they don’t exist. If you are searching on client name/s
– there is a ‘fuzzy search’ which will also return clients with names similar to the
search term you entered. If you are searching on date of birth or other information,
the search will only return exact matches. Once your search has returned the
message ‘no clients found’ – you can click on ‘Add Client’. Then just follow the steps
for adding via quick link above.
2.1.3 Case Ownership
When you create a client, or in fact at any stage during the client’s case, you can
nominate who should be deemed as the ‘Case Owner’. This means two things:
1. The person will receive an immediate automatic alert that informs them they
are now the Case Owner (they can access the client’s record straight from the
Alert)
2. The new case owner will then have access to the client’s entire record,
including being able to edit their general details.
Case Owners are set/changed via the ‘Case Owner’ field on the Client General tab –
you simply enter a username from the list, then as soon as you save, that person is
sent the alert, and can take on the case.
NOTE: You can set a client’s case owner to be any operator from their Agency,
or, if placed in accommodation, any operator from their current housing service. If
you want to change the Agency and the case owner, you need to change the
Agency name first.
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2.2 Flagging Risk/Visit Information
An embedded report called ‘Visit Info’ is available at the far right hand side of the
Client’s name. This report is a culmination of particular information that would be
useful to anyone coming into contact with the Client. The information is drawn from a
mixture of fields in the Client file that belong to the General, Checks and Diversity
tabs. An example is below:
NOTE: The information shown on the ‘Visit Info;’ report is totally dependant on what
fields have been chosen in the aforementioned areas, and will only show what is
being captured (i.e. if you are not using the Checks tab, or only some of the Diversity
tab, then the report may not be relevant).
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2.3 Client Details/Overview Report
Another embedded report called ‘Client Details’ is available directly to the right hand
side of the Client’s name.
This report shows information on the Client from every tab. An example page is
shown below:
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2.4 Closing and Re-opening Clients/Cases
2.4.1 Closing a Client/Case
Closing a case is a process that is often confused with ‘closing a placement’ – it is
important to be aware that these are two different things. When you close a Client,
or a ‘case’ as some refer to it, you are effectively closing everything to do with that
client, not just a particular placement. When you close/end a placement with a
Service (even if it’s the only on they’ve ever had or ever will have), you must end the
actual Vacancy (see ‘ending placements and vacancies’ further on). The processes
for ending a placement/vacancy and closing a Client are in no way linked up (i.e.
ending a vacancy does not close a client – you must carry this out as a separate
process).
1. From within the relevant Client file, General Tab, enter a Closed Reason from
the drop down list, then enter the Closed Date.
2. Click SAVE – an entry will be written to the Events Log stating that the Client
was Closed on X date and the reason.
3. The Client will exist in the system as before, however they will only appear
now when the search options are set to ‘closed’ or ‘any’.
2.4.2 Re-opening a Client/Case
Re-opening a case is a simple process that involves ‘overwriting’ the Closure fields.
This overwriting process is completely secure in that all of the closure information
has been written to the Event Log already, so no historic information will be lost.
1. From within the relevant Client file, General Tab, Go to the Closed Reason
field, and scroll to the top of the drop down options until you see ‘select’ at the
very top – click this item so it appears in the field.
2. Go to the Closed Date field, and delete the date that is there, so that the field
is empty.
3. Go to the Registration Date field, and enter the new registration date (most
likely the day you are re-opening the Client).
4. Go to the Housing Status field, and enter the new Housing Status from the
drop down list. You will also need to enter the new Housing Status Date.
Remember that overwriting these fields is fine, as all previous information is
logged in the Events tab.
2.5 Attaching External Files for Clients
The Files Tab against a Client allows you to upload any external files that are
relevant to the Client, e.g.
Photographs
Emails (that have been saved on the network or your hard drive)
Scanned documents (GP letters)
Word or excel files that have been filed on the network or your hard drive
…Basically any file whatsoever, as long as you know where to find it!
1. To attach a file, go to the Files tab and click ‘Add File’.
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2. You then need to click on ‘Browse’, which will take you to the default
browsing area on the network – you will need to know exactly where your file
is located. Once you have located your file, you click on it, and you will be
brought back into the ‘New Client File’ screen.
3. You need to give your file a description, as often file names are meaningless
– particularly photographs!
4. If you want to exclude either ‘Providers’ or ‘Agencies’ from viewing this
particular file, then don’t tick ‘Providers’ or ‘agencies’
5. Click SAVE to come back to the main File screen, where your new file will be
added to the list. To view files from here, simply click on the file icon (word
doc, PDF etc) to open the file:
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3 Assessing, Matching and Referring______________
3.1 Client Assessments
When completing a client assessment you will need to keep in mind the following
things:
1. When adding a new Assessment, you must fill out on the General Tab, the
Assessment Date, the Assessor, and at least one Service Type.
2. Your Client must have at least one ‘Need’ entered in the list of criteria under
the ‘Needs’ tab for any matching and subsequent referring to occur. (NOTE –
this is entered via the forms tab)
NOTE: The forms tab will only appear for use once you have saved the initial
‘General’ screen with the mandatory information mentioned above
3.1.1 Adding a new Assessment
1. From within the relevant Client file, go to the Assessments Tab. When you
first click on this tab you will see a table view showing an overview of the
assessments the client has so far.
2. Click on the Add Assessment button in the top right hand corner. You will be
taken into the Assessment General screen.
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3. Complete the relevant fields (depending on the process at your organisation)
4. Tick all relevant Service Types – a Client can have as many Service Types as
they require and all Services of these types will be included in matching, in
conjunction with the specified Needs (you may not be entirely sure which
Service Types the Client needs at this stage – this is ok, as you may come
back to the tab and edit the information after doing the assessment if need
be.)
5. You will then have the option to complete an assessment form, via the Forms
Tab.
NOTE: you will need to click save at the bottom of each page of the assessment
form.
3.1.2 Entering Client Needs
Client needs are entered via the assessment form; when you complete the form, the
needs tab will automatically populate. You should only need to go into the Needs tab
to check that the correct information is there before going ahead with matching, or to
edit the must match features:
1. Click on the Needs tab – if you have completed the assessment form, then
you will see these listed immediately. Otherwise, you will see a blank screen.
2. If you wish to add new needs criteria, then you must click on the SHOW N/A’s
(not applicable’s) up in the right hand corner, to see the list of available
criteria.
3. You can select your criteria by clicking in the most appropriate button on the
right hand side (the scales here will vary e.g. Low/med/high, yes/no,
unconfirmed/confirmed etc).
4. You may also wish to tick the box called ‘MUST MATCH’. If ticked, this
means that the only services that will appear in the match list, will be those
that offer services at the exact same level as what you have indicated against
the client e.g. If your Client needs wheelchair accessible accommodation,
with a must match, then only Services that are wheelchair accessible will
show up, regardless of whether they support any of the other needs that your
Client has. This can be a useful tool but be aware that it will also reduce the
number of matches for your client.
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3.1.3 Editing Assessments
You may edit only the last assessment that was made, up until the point that a
referral has been made. If the Assessment is editable then the ‘Save’ and ‘Delete’
buttons will be available, otherwise they will displayed as read-only with just the
‘close’ button available at the bottom of the screen.
1. From the Assessment tab – click on the most recent Assessment Date in the
list – this will take you through to the General Assessment screen where you
can edit the information.
2. Using the tabs across the top of the assessment form, or the ‘next’ button at
the bottom, complete the information and remember to click ‘save’ at the
bottom of each page.
3.2 Matching and Referring based on Client Needs
The system has the capacity to match Needs and Service criteria together via the
Client file (i.e. matching multiple Services to one client). The following describes how
to match and refer based on Client Needs.
3.2.1 Matching Services to Clients Needs
To perform a match against a Client, you must have completed an Assessment.
1. Click on the Matches Tab and wait a moment whilst the system performs a
search.
2. If there is nothing available that matches the Client’s requirements both from
the Service Types chosen and the accompanying Needs Criteria, then a
message will appear saying ‘No matching vacancies found for this Client’.
This may happen either because:
a. There are no matching services in existence (i.e. none that support
the combination of needs that your client has)
b. There are no matching services that fit the exact ‘Must Match’ criteria
that you have selected (if applicable)
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3. If there are matches available, then these will appear in a list, with the various
Match Points calculations showing.
4. To see more information about each match, click on the Match Points at the
left hand side. This will show you a breakdown of how the Client’s needs
match up to the support the service can offer. By viewing the breakdown you
may be able to quickly decide whether you want to make the referral.
5. If you would like more information on the service before you decide whether
to make the referral you can click on the service name (above the needs
breakdown). This will take you to an information page which lists addresses
associated with the service, the number of clients it can accommodate plus
age and gender criteria.
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3.2.2 Referring Clients to Services
Once you have done a match and clicked on the Match Points link for the most
appropriate service, you are ready to complete the referral.
The screen that you are taken into when you click on the Match Points link (as
explained above) is the New Referral screen. All you have to do is:
1. Type any relevant Comments in the comments box
2. Click on SAVE
3. The referral will be automatically recorded and an ALERT sent to all users at
the service to let them know they have a new referral.
4. As soon as you click SAVE, you will be taken into the Referral screen. You
may close this immediately, and return to the list of matches to make referrals
to other services.
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3.3 Responding to Referrals
If you are an accommodation provider you will know you have received a referral via
two methods:
A referral will be received via an ALERT that will appear on your front screen
when you log in, or when you return to your home page (should you already be
logged in when it happens), AND
You will see the client’s name in your service’s Waiting List.
If you want to access a referral via an alert – you need to do the following:
1. Click on the Alert hyperlink from your Home Page to enter the Referral
Screen.
2. The Client’s name will appear at the top as a hyperlink, so that upon clicking
the link, you will be taken into the Client’s file where you can investigate
further, read their Assessment form and other information and make your
decision.
3. However you may not want to make a decision immediately, as your process
may be to interview clients first. If so, you can arrange this with the client or
referral agent as per your process and use the Interview Date and Comments
sections to note the date of the arranged interview. The referral does not
need to be responded to immediately.
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4. Once you have decided what your response to a referral will be – simply enter
your response in the Referral Result and any comments (this will be sent
back to the Referral Agency staff as an ALERT). If you refuse the Client, you
will be prompted to enter the Reason Refused.
5. You must also complete the Result Date and Result Provider (your name).
6. Click SAVE to save the information and trigger the aforementioned ALERT. If
your Client has been accepted, remember that this only means they have
been accepted onto the Waiting List – it does not indicate that they have been
placed into a vacancy. You will need to place them once they are actually
present at the Service (see Managing Placements below).
3.3.1 Changing Referral Results
Should you wish to change the result ant any stage (I.e. the Client was accepted, but
changed their mind), then you simply go back to the Referral Screen and overwrite
current result – this will also alter the Clients Events history. You can get back to the
Referral Screen a number of ways:
via the Client Referral Tab,
The Waiting List Referral Tab,
The Alert (if it’s still on your homepage)
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4 Managing Placements
4.1.1 Placing clients in vacancies
If a Client has been referred to a service, they will have to be accepted (as explained
in chapter 3) before they can be ‘placed’ into the accommodation, or accepted into
the floating support service. This is done via the Vacancy tab of your service (see
also chapter 5 on vacancies).
1. Access the relevant vacancy where the client is to be placed (either from
quick search, or from within the Service file ‘Vacancies’ Tab.
2. Complete the Offer details for the client: this enables you to record which
client/s you have offered the vacancy to and what the outcome was. Please
note that all dates will default to today’s date; be sure to complete the actual
date of admit if you are completing the offer details retrospectively.
3. Click SAVE – two more fields will appear at the bottom of the screen; select
the Client’s name from the list (there should only be one, as only one Client
will have accepted the offer).
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4. Enter the date of admit in the “Filled Date” field (i.e. the date they filled the
vacancy) – remember this could be different to the Vacancy Start Date, as the
Vacancy could have been available for a while before it got filled.
5. Click SAVE – you will notice the Client now comes off the waiting list (if they
were on one) and you will see that the placement details are now available
under the Client’s Placements Tab. The Client’s ‘Housing Status’ will also
have changed automatically to ‘placed’.
4.1.2 Ending placements/vacancies
To end a Client’s placement, you need to actually end the ‘vacancy’, as this is what is
representing the placement (it’s just terminology!). So you need to access the
Vacancy and enter an End Date. Please See Chapter 5 below for more detail.
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5 Vacancies (for Accommodation Services and
Floating Support)
Creating and managing Vacancies are very straightforward processes, and can be
done by anyone (as long as their User Profile permits!) at any time i.e. they can be
entered ahead of time or after the vacancy has been filled.
The method is much the same for Accommodation based services as it is for Floating
Support Services, but some small differences are highlighted below:
5.1.1 Creating Vacancies for Accommodation
1. From within the relevant Service, go to the Vacancies Tab and Click ‘Add
Vacancy’
2. You will then be taken to the ‘New Vacancy’ screen
3. The Provider/Service details will already be filled out, however if the Service
has multiple addresses, you need to choose from the drop down list of
addresses.
4. The Notification Date will default to today. The notification date is there to
represent the day that the vacancy became available (as this could different
from the actual start date, which may be in the past or future). You need to
enter the Vacancy Start Date (i.e. the first date slot next to ‘Vacancy Dates’.
5. If relevant, you may fill out any other information about the room, flat, and
clients accepted.
6. Once you SAVE the vacancy, an Alert will be sent to any users who have
been set to receive Vacancy Alerts, telling them that this vacancy has just
been posted.
5.1.2 Creating Vacancies for Floating Support
Creating vacancies for floating support services is very similar to above, except for
the following:
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1. There is no facility to add addresses, because it will default to the main
address against the Service (usually the head office – not meant to represent
individual workers)
2. Instead of entering ‘Room’ or ‘Flat’ information – you can enter details of the
Support Workers Name, and the Slot times, if relevant. These details will then
show in a Match list.
5.1.3 Closing Vacancies
When you need to close a Vacancy, you need to access the Vacancy from either the
Service Vacancies Tab (see picture below –you would click on the ‘Start Date’ to
access it), or using the Quick Search on Vacancies (or alternatively, you can access
it via the Client’s record).
To close a Vacancy, you simply enter an End date next to Start Date in the Vacancy
Screen.
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6 Tasks and Events
6.1 Tasks
Tasks can be set up either with the intention of sending to someone else to do
something, or to be used as a reminder for yourself to do something.
Tasks are always related to a particular client – so you would always create them
from within the relevant Client’s ‘TASKS’ tab. The task options are unlimited and are
completely determined by the organisations using the system.
6.1.1 The ‘My Tasks’ link
Tasks, once sent, will appear as both an ‘ALERT’ on your home page (if sent by
someone else), and as listed in your ‘MY TASKS’ link at the left of your screen. (see
below). There are a number of ‘filter’ options you can use to make searching and
organising the list easier as it builds up.
6.1.2 Adding/sending a task
1. Click on ADD TASK from within the Client Tasks Tab.
2. Enter the TASK TYPE
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3. Enter the priority (if relevant – you can always leave as low if this isn’t really
used)
4. Enter who you are assigning the task to (be it yourself or someone else
5. Enter the due date/time (you don’t have to put the time). If this is ahead of
time, the receiving person will still get their alert immediately; however they
can use the ‘filtering’ options (mentioned above) to help manage when things
are due.
6. Enter any relevant notes
7. Enter the Status and Status date/time (this is optional)
6.1.3 Completing a task
As described above, you can enter time against a task either as you enter the task
itself, or you could have received a task from someone, gone and carried it out, and
now you need to say it’s done (and perhaps record the time if relevant)
1. Get back into the task screen for the particular task either by going via the
TASK tab in the Client file, or by clicking on the date hyperlink of the task in
your ‘MY TASKS’ list (or the Alert).
2. Enter any relevant amendments (notes/comments etc) then enter the relevant
STATUS.
3. If applicable, enter the time as well (click on ‘record task time’).
6.2 Events
Many events in the system are automatically logged, e.g.
Registration
Assessments
Referrals
Placements
…pretty much anything that is recorded/carried out via the system!
For those events that may take place outside the system, there is facility for adding
these in manually, e.g.
Sent letter
Received email
Had a crisis meeting
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All events are logged in a table with the Date/time they occurred, the Type of event,
and who carried it out.
To add an Event:
1. Go to the relevant Client’s EVENTS tab
2. Click ADD Event
3. Enter the type, date and any relevant comments. The username will default
to you, but if you are adding an event on behalf of someone else, then pick
their name from the list.
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