Adsystech, Inc.

AESuniversityUser Tips & Tricks

Adsystech, Inc.

Session Outline

Working with your Caseload Customers

Recording ServicesSnapshot TipsSearching TipsWorking with GridsManaging Families/Households

Adsystech, Inc.

Working with your CaseloadThe Listing/Search page in your Module allows searching by1.Active Status2.Program3.First/Last Name4.Identifier5.Staff

Use Program and Staff to find your

own Caseload

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Search on Program pages1.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

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Search on Program pages – Take 2

Also search on any page in the Program section1.Enter Customer

name or Identifier2.Click SEARCH

Customer will stay active on other

pages in the same Library

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Search on Program pages – Take 3

SHRINK buttons cause different Customers to be available in Customer dropdown1.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

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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

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You will see only those Programs that you have permission to view

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Copy Answers to new Entry record

Program Entry Question Answers may be copied from a previous Entry record1.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!

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Adsystech, Inc.

Recording ServicesServices can be set up to record the number of Units, or the number of Minutes, or a Cost1.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

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Recording Services1.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

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Automatic Milestone UpdatingServices may be set up to automatically update Milestone Status1.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

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Recording other Statuses1.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

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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

Adsystech, Inc.

Recording multiple ServicesUse Session Activities when recording multiple services or customers1.Select Program and

Program Component

2.Select Customer(s)3.Select Service(s)4.Select Date5.Click ATTENDED6.Select Clients and

link to Milestone & update Milestone Status

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Recording Bed Stay ServicesOpen with BED ASSIGNMENT button on Entry page1.Select Customer(s)2.Select Room/Unit– Grid shows only Units

with enough Beds for Family

3.Select Date(s)4.Click ASSIGN5.Use UPDATE to

change dates6.Use REMOVE to

end bed stay

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Recording Case Notes1.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

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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

Adsystech, Inc.

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

Adsystech, Inc.

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

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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

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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

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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

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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

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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

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Correct who entered togetherPeople 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

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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

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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

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Adsystech, Inc.

Searching in Central Intake Listing

Search for a Customer using any combination of:

1.Identifier2.Social Security last 4

numbers3.First and/or Last Name4.Date Of Birth5.Phone Number

A message will appear if there are no matches to your search:

Your search returned 0 results

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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

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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

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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

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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

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Change Head of Household1.Select person to be

new HOH in Grid2.Click HEAD OF HH3.Click OK in

message4.Change Relation

Status– HOH = Self– Check other

members– The former HOH will

now be blank and will need new Status

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Change Address1.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

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This changes only the Central Intake

information

Adsystech, Inc.

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

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Move to an Existing Household1.Select Customer(s)

in Grid2.Click NEW

HOUSEHOLD3.Select Search for …

and enter HOH Name or Household ID for existing Household

4.Click SEARCH5.Select Household in

returned matches6.Click MOVE• Remember to change

their Family ID after the move

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Adsystech, Inc.

Move Customer to NEW Family1.Select Customer(s)

to be moved2.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

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Change Family for Customer1.Select Customer(s)

to be moved2.Select Family to

move Customer TO3.Click CHANGE

FAMILY

This keeps Customer(s) in same Household, and moves them to a different Family in that HouseholdThere will be multiple

Family IDs in the Household

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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

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Change starting Application1.Select Options

menu, Application Settings, Set as Default Application

The next time you log in, the system will start with this Application

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