system setup - outcome results

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Version 10.0

System Setup

Welcome to the “System Setup” Guide,

The “System Setup” Guide was designed as a supplement to help end users better understand the software during the training process. We encourage users to refer to these guides during training and as a refresher once the trainers have left. The ORS Quick Start Guides use a step-by-step process to walk users through various functions in the ORS Software. This particular guide will show users how to perform the following functions.

Setup Hierarchy Maintain Users Creating Setup Tables Additional Utilities

As you work through the Guide please make sure that you follow each step and DO NOT skip ahead. The sections in this guide build on one another to help simplify the entry process for users. Also, you will notice Grey Boxes that contain Important Notes, Examples, and Reminders. Please make sure that you pay special attention to these areas.

SAMPLE

To reduce the chance of human error while entering data, ORS is designed to allow users to select data from drop down boxes. The data inside of the drop down boxes are set up by your System Administrator. If at any time a drop down box does not contain the information that you need, please contact your system administrator so they can add the data to the system.

System Setup Quick Start Guide

System Setup Page 1

Setup Hierarchy

Three Tier-Structure in ORS

Organization Level: The “Organization” is the highest level in the ORS System. Every ORS must require that the Organization information is filled out. You may enter only one Organization per system.

Agency Level: The “Agency” is the second level in the ORS System. You

may enter multiple Agencies in the ORS software. Program Level: The “Program” is the lowest level in the ORS System. You

may enter multiple Programs in the ORS software.


System Setup Page 2

Scenario 1: an Agency that is a member of an Organization

A United Way has a number of member agencies in a large geographic region. In this case the United Way will be identified in the application as the organization. This United Way has a number of participating agencies. Each participating agency (United Way of Lancaster County) would be recorded at the agency level. Each agency in turn has one or more programs it sponsors; these programs are recorded in the database and linked to the agency. Organization Level = United Way Agency Level = Catholic Charities Program Level = (1) Teen Pregnancy, (2) Couples Counseling

Scenario 2: A Single Program with No direct Agency If you are a single program that provides a single program such as “Stop Smoking” program you setup ORS as follows. You would enter your name (“Stop Smoking”) as the Organization, Agency and the Program.

Organization Level = Stop Smoking Agency Level = Stop Smoking Program Level = Stop Smoking If your single program (“Stop Smoking”) had an Agency it was reporting data to (such as the “Community Health Initiative”), you would setup your system as follows: First, enter the Program name “Stop Smoking” into the program level. Next you would enter the Agency name as “Community Health Initiative”. Lastly, you enter “Community Health Initiative” as the Organization. Organization Level = Community Health Initiative Agency Level = Community Health Initiative Program Level = Stop Smoking


System Setup Page 3

Step 1: Select System Setup > Setup Tables > System Tab On the System Tab is where you setup you Organization, Agencies, and Programs.


System Setup Page 4

Step 2: Click the Organization Button

To enter your Organization Information click the Organization Button at the top of the page.

Step 3: Enter Organization Name and Address

Under the Name Tab, enter the Organization Name and Address.


System Setup Page 5

Step 4: Enter Remaining Information on the Name, Duplicate, Family ID and Administrator Tabs

Annual Federal Poverty Level:

This is the National FPL dollar amount provided by the government. This number comes preloaded with the most current amounts. When the FPL amount changes you will edit the number here.

Additional Amount Per Person:

This field displays the dollar amount per additional person according to FPL regulations. This amount comes pre loaded with the most current data.

Auto Insert Goal Objectives:

When you create new Goals in ORS you have the option to automatically insert the objectives from the ORS Dictionary. Selecting this box will insert the objectives automatically when you create a new Goal. If you do not select this option you can manually insert objectives during the Goal addition process. For more information refer to “Adding Goals and Referrals” Quick Start Guide.

Auto Insert Enrollment Date:

When you assign a client to a Program this option lets you automatically capture the current date. You may modify the date after it has been inserted.

Name Tab


System Setup Page 6

Automatically Capture History: This option will capture a history record if the client’s income or family size changes. The history may be printed out from the Family History File or the Family Reports.

Enable Program & Staff Member Login Defaults:

When you are doing a series of transactions you may want ORS to fill in the Staff Member and Program for you on each of the records. When you set this option ORS will ask each Staff Member after they log in if they want to set the default Program and Staff Member.

Auto Increment Program ID:

When you start using ORS and create a number of new Programs this option starts the Program codes with ‘001’ and increments by 1 as you click NEW for each Program.

Auto Increment Service ID:

This option has ORS number your Service codes, starting with ‘001’ and increment by 1 as you click NEW for each Service.

Auto Increment Staff ID: At the very beginning you enter all of your Staff Members. This option has ORS number your Staff Member ID’s, starting with ‘001’, and increment by 1 as you click NEW for each Staff Member.

Enable Zip Code Lookup:

Many agencies like to speed up their data entry by having the staff enter just the zip code and letting ORS the city and state for them. If a worker enters a zip code ORS does not have in the Zip Code file they will be asked to fill in the city and state for the unknown zip code.

Family List Page Order:

When you click on the Client Tracking button the first thing that appears is a list of all the families in ORS. Do you want the list to be in last name order or in Family ID order?

Find Individual Default Order:

To find an individual in ORS click on the Find Individual button on the upper right of the Family/Individual screens. Do you want to search by Last Name, Family ID, Social Security Number, or Date of Birth? Set the default for your most commonly used search.


System Setup Page 7

Check For Duplicate Families and Individuals

Check for Duplicate Social Security Numbers:

Select this field if you want ORS to check the Social Security Number of individuals you are adding to make sure they are not already entered into the system.

Duplicate Individual Last Name / Birth Date:

This check looks of another individual with the same last name and date of birth. Duplicate Family Phone Number Checking:

Checking this field checks to see if the phone number that is being entered for the family already exists in the system. This is a way to check for multiple families being entered.

Check for Duplicate Addresses Duplicate Full Address Checking:

As you add Families into ORS you will enter an address. If you select this option, ORS will search the database for this exact address to see if it already exists in the system. If the address is not exactly the same ORS will not recognize it as a duplicate.

Duplication Rules Tab


System Setup Page 8

Duplicate Partial Address Checking: This option will check the system for only a specific portion of the address. You have the option to check a certain number of characters or a particular number of spaces. For example, if you enter an address of 123 Sample Road, and you tell the system to check for 7 characters, ORS will find “123 Sam” (spaces are considered characters). If the system finds “123 Sam” anywhere in the system it will prompt you. If your system had a “123 Samuel Lane” ORS would find this address. If you decided to check for number of spaces this means that ORS will search up to a particular space in the address. For example, “123 Sample Road” contains a blank space after “123”, a blank space after “Sample” and a blank space after “Road”. If you told ORS to check for 1 space the system would find “123”. If you told the system to search for 2 spaces it would find “123 Sample”.


System Setup Page 9

Auto Create Family ID Rule 1 & 2 and Counter Length:

The Family ID rules are ways to determine how the system will create the unique Family ID’s. The system comes preset with the following rules. Rule 1: Take the first 3 digits of the last name. Rule 2: Take the first digit of the first name. The Counter Length is the number of digits that will be added to the end of the ID. The system comes preset with a counter length of 3. This takes a total of 7 characters in the Family ID. The Family ID is 8 characters long. This leaves an additional character to change the Counter Length to 4 if your agency has a very large number of clients. For example, if the John Doe family came into your agency their Family ID would be “doej001”. If another family named Joe Doenes came in, their ID would be “doej002”. You can change these setting to any rules that you would like. Please call ORS if you would like to change the rules for Family ID’s. Our phone number is (717) 295-9712.

Family ID Creation Rules Tab


System Setup Page 10

Change the rating scale defaults There are five descriptions associated with numbers which represent the percentage of Major and Moderate outcomes for a given goal. These are used on the outcome reports on the far right side of the reports. These come pre-set when you purchase ORS. You may modify them.

Rating Scale Tab



Screen Processing Password Certain sections of ORS are secured to only those who are given Administrator level security priviledges which require an additional password to access the screens. This field is where you set the password to access these sections.

Memo Date/Time Stamp Insertion This section lets the administrator specify the behavior of the date/time stamps in note/comment fields. Most of these items are self-explanatory but three of them need further explanation: Insert User ID – when a worker signs into ORS they log in with their user ID and password. This user ID may be inserted as part of the identification for the note. Insert Default Staff Member – the default staff member may be used to identify who entered the note if you have your users setting the Default Staff Member when they log in. Insert at Top – each note will be inserted at the top of the note field. You will see the most current information at the top of the notes/comment field.

Administrator Tab

Use Advanced Report Previewer The Advanced Report Previewer (ARP) lets you email and create PDF files from your reports. You may also search inside the report for words or strings. Using the ARP slows down ORS because it has to create an image of all the pages in a report.



which data is important to collect. Once they have entered information into the field the red or blue color no longer appears.

The “Change FPL% Brackets For CSBG Reports” button, allows users to create a scale that shows specific family and individual break downs of FPL%. Use this feature to create a scale that fits your reporting needs. For example, if you need to see families and individuals that are above and below 50% of FPL you could setup this scale to do so. When you run the “Client Characteristics Report” this will be the scale displayed for FPL Income on the Family tab.

The “Client Control Required/Requested Field Selection” screen lets you specify which fields must be entered during data entry and in which fields you would like to have data. The fields turn RED, for required fields, and BLUE, for requested fields, in the Family and Individual screens. The settings you create here will be applied to all programs. You may set program specific required/ requested fields from the Program screen for Application Processing. Many agencies told us that one big problem they have is getting workers to remember to put critical data into ORS. This feature reminds your workers



Step 5: Click the Agency Button

To enter your Agency Information click the Agency Button.

Step 6: Click the New Button and Enter Agency Information

Click the New to add your Agency. Remember that you can add more than one Agency if needed. You will notice that once you save an Agency it will be added to the list box below.



Step 7: Click the Program Button

To enter your Program(s) click the Program Button.



Step 8: Click the New Button and Enter Program Code, Description and Select

Agency ID

Enter a Program Code, Description and Select the Agency that the Program is associated with. When you have entered the information click the save button and the list grid will be populated with the program.

Program Code:

When you add a new program you MUST enter a unique 3 character ID for the program. ORS will automatically create a 3 character ID for each program. This is set up on the Organization screen.

Program Description:

Provide a brief description/name for your program. This description will be displayed throughout the system as a way to identify this program.

Agency Name: Every program that is created needs to be associated with an agency. Select the Agency ID drop down box to select the agency that you wish to assign to this program.

Terminated:

If a program loses its funding or is closed for some other reason you may indicate that it is no longer active.



Override Income Rules:

You may calculate income for one program in a different manner than any of the other programs. For instance, Head Start calculates income differently than CSBG funded programs. This feature would let a Head Start calculate income in its way and not affect the income calculation for the other programs. On reports including income you would specify which method of income calculation will be used.

The “Assign Rules” button, see the arrow in the top screen shot, opens the screen above. During system setup you will indicate which income types are to be excluded from FPL and HUD income calculations.



Step 9: Review the Various Buttons at the bottom of the page.

On the program setup page there are buttons, at the bottom of the screen, which provide additional setup features. Listed below is a description of what each of these buttons can do.

in the tabs across the bottom of the Individuals screen. For instance, “Mandatory Client Fields For Referrals”, highlighted in the picture of the selection screen, above – the fields you select will prevent a worker from saving a newly created Referral if these fields have not already been filled in on the Family and Individual screens.

The “Assign Defaults” button is used with the Application Processing, which is covered in detail in the Quick Start Guide on Application Processing. Briefly, these are various defaults you may set for the use by the Application Processing module.

Using the “Assign Mandatory Fields” button you may specify fields that must be entered before the transaction may be saved. This is similar to the “Client Control Required/Requested Field Selection” button on the Organization button. These mandatory fields will prevent you from saving transactions

You select which fields must already be entered on the Family and Individual screens for a worker to save, in this case, a Referral. Fields from the Family screen are prefaced with “F-“ and fields from the Individual screens are prefaced with an “I-“.



20 users who you want to provide access to. This tool is a quick and easy way to add a program to multiple users.

When the work atmosphere gets crazy with ringing phones, clients’ crying children, etc., ORS will not forget where your workers were in the application. See the Application Processing Quick Start Guide for complete information.

The “Assign Users to Program” button allows administrators to add multiple users to a program. For example, if you created a brand new program and you want to give access to this program to 20 of your 50 users, you could simply open this page and select the

When you have your workers use the Application Processing you may specify what data they will collect. In this example, workers will have an Income and a Referral screen presented to them when they enter clients in the Case Management program using the Application Processing module.



Maintain Users In ORS, you must provide each user with a unique user name and password to gain access to the system. Once a user has been created you must then link the user to specific programs that you want them to access. For example, if John Smith works at your agency with the Head Start program you would create a user name and password for John and give him access ONLY to the Head Start Program. Because John only has access to the Head Start Program, he will not be able to view information specific to the other programs in the system. This is a level of security that ORS has developed to help maintain privacy among the various programs in an agency. You also have the ability to assign users to specific groups as a way to maintain certain rights and permissions.



The following steps will walk you through adding a user and setting up any security that you may need.

Step 1: Select System Setup > Utilities > Security & Users Tab > Security Button

Step 2: Select the Users Tab and Click the New Button

Select the Users Tab and click the New Button at the bottom of the page.

NOTE - Use the controls to cycle through existing users that are in the system. You can also use the Find Button to search for specific users.



Step 3: Enter Users and Related Information Select the Users Tab to open the Users Page, and enter the information related to each user. Once you have entered the information click save. To add another user click new.

User ID: Create a unique ID Number that the user will enter as their User ID Number. If you are being Web Hosted by Design Data Corporation use the User ID that you submitted on the “Web Hosting Login Information Sheet”. The user ID can be up to 30 characters.

First and Last Name: Enter the first and last names of the user.

Password: Create a password to log into ORS. Retype the password in the confirm box to ensure that you typed the password correctly. Passwords in ORS ARE CASE SENSITIVE.

Last Changed: The last changed date is the last time the password was changed using the Change Password utility. You cannot manually edit this date.

Group: Each user must be assigned to a security group. ORS comes pre-loaded with two security groups, ADMN and USER. Security groups are used to set levels of security inside of ORS. You may create additional groups as your organization needs change. The ADMN group has full access to the system and the USER group has mostly transactional access. For more information on security contact an ORS consultant today. (717) 295-9712.



System Administrator:

The System Administrator check box provides additional access beyond what the ADMN group has. This check box should be reserved to the few users that you wish to have complete access to the entire system. The users tagged as System Administrator will have the rights to run a Pack and Reindex, and they will have complete access to this Security module.

Inactive: The Inactive check box lets administrators tag users inactive. When a user is inactive they can no longer log into ORS.



The Assign Programs button is used when you create a new program. You need to give your users access to it. You will only give access to the program to those users who are working with the program or have a need to access the program’s information. Select vs. Viewable If you click in the check box in the Select column, the user will have full access to the Program. They will be able to see all of the transactions on the Individual screen. If you give a user Viewable rights to a Program they will be able to see if a client is assigned to the Program but will not be able to see the confidential information contained in the transactions at the bottom of the Individual screen.

The Assign Programs From Another User button lets you copy the Program assignments from another user to the current user.



Creating Setup Tables The ORS software is designed to make data entry as easy as possible for your users. In order to eliminate entry error ORS uses drop down boxes throughout the software to have users select from a list of possible choices. Using drop down boxes helps systems administrators stay in control of their data and ensures that the reports are accurate. The following example helps demonstrate the value of setup tables. If you were entering information for an individual and you were entering their education level, you would select the correct educational level from the “Education” drop down box. Without a drop down menu every staff member could enter the same information differently. For example, if an individual has a 9th grade education, one staff member could enter just a ‘9’, while another could type in the word ‘ninth’, and yet another could misspell “ninnth”. With all of these variations ORS could not give you accurate reports.

In ORS, System Administrators enter the data in the Setup Tables which correspond to the drop down boxes. The setup tables are easy to maintain. Take the time to think through what wording you need on your reports – that is what you enter into the Setup Tables.

Many of the setup tables come pre-loaded when you install ORS. Over the past versions we have continued to add additional drop down options that are common across various organizations. The pre-loaded options serve two important functions; first it provides a starting point for agencies; and, it saves time for most organizations because the pre-loaded tables have most of the data they need. Some tables are left blank because they are specific to your agency such as “Geographic Area”. Remember - all tables in ORS can be changed. The pre-loaded tables are simply suggestions that we provide as a starting point.



Step 1: Select System Setup > Setup Tables > Family Tab On the Utilities page select the Security and Users Tab and Select Security to begin entering users into ORS.

NOTE - We recommend spending the time to review each setup table in ORS and modify it to best fit your organization. An ORS Consultant can provide you with PDF files of all the files which come pre-loaded with the software. Thoroughly review each table and work closely with your various program directors to ensure their data reporting needs are covered in the tables. Call us at (717) 295-9712 if you have questions.



Step 2: Review the Family Setup Tables All of these setup tables describe characteristics about the Family. Go through each Setup Table and add or remove data to better match the families in your organization.

Cooling Devices: This is for air-conditioning devices, fans, evaporative coolers, etc.

Expense Types: This is a listing of typical household expenses: electric, gasoline, insurance, groceries, etc.

Family Types: This table lists various types of families. These could include: 2 parent household, adults only, single parent/female, single parent/male, etc.

Frequencies: This table contains the frequencies income is paid to your clients or expenses are paid by them.

Geographic Areas: This table does not come pre-loaded. You may use this to track neighborhoods, developments, townships, counties, etc. ORS records city and zip code in the family address. This is one additional way of tracking where a family lives.

Heating Source: This table comes pre-loaded with the standard home heating sources that includes: coal, electric, natural gas, kerosene, LPG, etc.

Housing Status: This table describes how the family is housed. This includes homelessness. This table is pre- loaded.

House District: This is for your local state house of representatives members which serve your clients.

HUD Median Income: This table records the HUD Metropolitan Statistical Areas (MSA) in your organization’s area.

Income Types: This table tracks various types of income sources: food stamps, wages, pension, social security, TANF, child support, etc.



Intake Site: This table tracks all of the locations a client could enter your organization. You may keep this very simple (Home, Office, Phone), or it could be a listing of every one of your sites.

Medical Coverage: This table records the types of medical coverage your clients may have. Medical coverage is also recorded on the Individual. Both the Family and the Individual Medical Coverage tables are the same.

School Districts: This table is for your area’s school districts.

Senatorial Districts: This table is for your state senatorial legislative representatives.



Step 3: Review the Individual Setup Tables All of these setup tables relate directly to the Individual. Go through each Setup Table and add or remove data to meet your organization’s needs.

Contact Types: This table is used to track all of the different types of contacts your clients may have: ex-spouse, dentist, doctor, employer, lawyer, adult child, etc.

Diagnosis: This table is used by agencies who have licensed professionals on staff who may legally render a diagnosis. The contents of the table are an abbreviation of the DSM-IV manual and are used for drug and alcohol treatment.

Disabilities: This table is a listing of disabilities used to complete the disability field in the individual record. Sample disability records include, both physical/mental, developmental delay, emotional/behavioral, mental, no disability, physical, speech/language, and other.



Education: This table contains a list of Education Levels. ORS comes pre-loaded with a number of educational levels.

Employment: This table has employment statuses.

Job Types: This table contains a list of job types.

Marital Status: This table contains the individuals’ marital status.

Primary Language: This table is a list of spoken languages for your clients.

Race: This table lists the races used on your demographic reports.

Relationships: This table is a listing of relationship types between the individual and the head of household (HOH). This is found on the individual screen page 2.

Special Codes: This table contains a listing of ‘special’ characteristics of an individual. Such characteristics may include: hard of hearing, alcohol abuse, subsidized breakfast, etc. Special Codes are characteristics which exist – yes or no – with no date, staff member, location or other information.



Step 4: Create User Defined Fields In ORS you may create user defined fields (UDF’s) to record data which is not already included as a field in ORS. There are five (5) UDF’s on the Family screen on Page 4, five (5) UDF’s in the Individual screen on Page 3, three (3) UDF’s on the Services, and two (2) each on Referrals, Goals and Vouchers. Clink on a UDF button and add the data descriptions just as you would in any of the other lookup tables.

NOTE - To change the Field name and Caption of a user defined field go to System Setup > Utilities > Setup User Defined Tables Tab > User Defined Table Maintenance Button. From here you may change the caption displayed on the button. For example change the button from “Family UDF1” to “Home Ext”.



Step 5: Review Other Setup Table Options In ORS you have the option to create additional fields for data elements we have not included in the software that are specific to your agency. Simple select a User Defined Button and enter the data. Refer to the Referrals and Services Quick Start Guide for more information.

Referral Contacts: This table contains a list of all the agencies/programs you make referrals to or receive referrals from. You only need to enter a code and a name for each agency/program.



Refer to the Goals and Evaluations Quick Start Guide for more information. There are three dictionaries in ORS: the ORS Dictionary©, the Community Delivery System, and the California Developmental Matrix. To start with you will be working with the ORS Dictionary©. In the ORS Dictionary there are Service Areas and Problem/Needs Areas. The Service Areas would be the main sections, which are groupings of goals; for example, Employment and Economic Self-Sufficiency, Employment Skills, Parenting Skills, Literacy Skills, etc. Within the Service Areas are Problem/Needs Areas, which are the actual goals the clients work towards. The Service Areas and the Problem/Needs Areas may be set as defaults for your programs. There are two user defined fields associated with the ORS Dictionary©.



Place of Services: This table tracks all of your sites or places where services are provided.

Services: This table contains all of the services you offer clients. Services could include case management, counseling, group therapy, bus passes, food baskets, GED, etc. ORS ships with over 120 Services and during the first training visit this table is configured to meet your needs.

User Defined There are three user defined tables associated with Services. These tables multiply the usefulness of ORS. For instance, many organizations use the first user defined field to track FPL% at the time of service (‘0-125%’, ‘126-200%’, and ‘201% +’). This makes reporting the FPL level of clients receiving Services quick and easy.



Review the Vouchers Quick Start Guide for more information.

Assistance Levels: Assistance levels are just the name given to a method used to calculate the voucher. The methods of calculation are Direct Assistance (DA), Emergency Assistance (ECIP), or CSBG/Generic. DA and ECIP are used in energy assistance calculations. If you are not providing energy assistance, your vouchers will be CSBG/Generic.

Counties: This table tracks the counties your agency serves. Each voucher is associated with a county.

Vendors: This table tracks all of the vendors to whom you write vouchers. Voucher Categories: Categories are used to further track how your funds are disbursed. For example, categories may include heating, cooling, emergency heating, emergency housing, first month’s deposit, etc.

Funds: This table tracks the funds. Each Fund has rules and requirements, the total amount available in the fund, the amounts available for disbursement, monies committed, and monies expended.



Voucher Exports: ORS exports your voucher data to many different data formats including Excel spreadsheets.

Income Chart: One of the two Fund Summary Reports is a Detail By Income Level Report. This button is where you modify those income levels.

Payment Asst. Chart The Payment Assistance Chart is used by agencies in Alabama.



The eLogic Model was developed in close coordination with Fred Richmond’s Center for Applied Management Practices (CAMP) in Mechanicsburg, PA. If your agency uses logic models and/or has had ROMA training from Fred Richmond you will want to use the eLogic Model. Explaining the setup and use of the eLogic Model is beyond the scope of this Setup Quickstart Guide. However, a Master Knowledge Base is created for each logic model. In the Master Knowledge Base you will define the Needs, Services and Outcomes for each logic model. In the Program eLogic Model you will create logic models from the Master Knowledge Bases. It is in the Program eLogic Model that you will select the Needs, Services and Outcomes for each of your ORS Programs which have an eLogic Model. From the Program eLogic Models you will evaluate your clients on the Individual screen.



The Report Designer Plus lets you duplicate any report that has rows and columns, and that reports data tracked by ORS transactions (Referrals, Goals, Services, Vouchers, eLogic evaluations, etc.). Just like the eLogic Models, a Master Report Template is first created with the rows and columns of the report filled in. In the Model Report Definitions a Model is created based on one of the Master Report Templates. The Model Report may then be ‘mapped’. ‘Mapping’ is where a user defines what transactions will be counted at the intersection of the rows and columns. This takes two to three days with an ORS trainer. Mapping the Report Designer Plus is beyond the scope of the initial ORS training.



System Utilities The ORS software includes a number of utilities designed to easily manage and maintain the software. The following section will describe the various Utility options and how they can be used to tune your system’s performance.

Step 1: Click System Setup > Utilities Button > Utilities Tab Select the System Setup button and choose the Utilities button at the top of the page. The Utilities page includes a number of tabs which are reviewed in this section.



Pack and Reindex: This utility removes deleted records from the software and rebuilds indexes. System administrators should run Pack and Reindex at least once each week. All users must be out of the system when you run this utility.

Error List: This utility is used for ORS support. An ORS consultant will use this error log to help pinpoint errors in some cases.

Options: This utility lets users to set date, time and other display options. The Options utility appears when ORS is first started and does not reappear at startup. You may change your settings here anytime you like.

Printer Setup: The printer setup is the standard Windows printer setup screen. You may choose a printer other than your computer’s default printer to use during your current ORS session. When you restart ORS you will again be using your computer’s default computer.

Control Number Maintenance: Each ORS transaction is given a numerical identifier when it is created. This utility is used to maintain those numbers – but only if you are directed by an ORS consultant.

Create Year End Family History: This utility lets you capture a history record for every family with income and a housing status. The ORS History captures a history record whenever the family income or family size changes.

Group Services Assignment: This utility’s function is to assign a Service to selected members of a Program from one screen, rather than having to open each client’s Service tab to create those services one client at a time.

Application: This should be named ‘Application Processing’. This utility steps a user through entering a new client and their family, one screen at a time: family, individual, income, expenses, and all of the transactions. There are many Program defaults which can be set up with Application Processing to increase its usefulness. This should be the way you have your staff enter data on families and individuals.

Synchronize Zip Codes: ORS may be configured to allow users to enter each city/state by its zip code. This utility is used to match the cities and states with the entries in the Zip Code table on the Family Setup table menu. Do not use this utility unless the zip codes have already been added.



Copy Favorites: This utility is for ORS System Administrators. When you are setting up new users this utility lets you copy the Favorites from an existing user to your new user.

Enroll/Terminate Program Members: This utility lets you enroll or terminate all or selected members of a program. This can be a real time saver if you have a classroom of clients who enroll about the same time, or, at the end of the class, all need to be given the same Termination Date. Many of the agencies using ORS who have a Head Start use this at the beginning and ending of the Head Start program year.

Copy Program Members: This is another utility to let you work with all the members of a program from one screen. This utility is used by programs which have to move program members from one program to another at the beginning or end of a class or seminar.

Import Mapping: This utility lets users map external data sources to ORS Family and Individual data fields for importing data. To import data you must have (1) a unique family ID; (2) the members of the family must have the family ID; (3) first and last names must be in separate fields; and, (4) the head of household must be identified. The Import Mapping does not take the place of converting data when you are first using ORS.

Import Families and Individuals: If you mapped data with Import Mapping, this utility will import your external data.

Data Exports: This utility exports Family and Individual demographic information. There is a selection screen to choose programs and a query feature to further select within the data to be exported. ORS exports to a wide variety of data formats.

Organizational Activity Report: This report gathers counts of families and individuals by agency and then program. In addition, all transactions are counted by program. There is no selection screen with this report.

Agency/Program Activity Report: This report is similar to the Organization Activity Report in format but there is a selection screen to let you choose by program and transaction type.

Staff Member Activity Report: This report gathers the same information Organization Activity Report and the Agency/Program Activity Report. Rather than gather data by program it is reported by staff member. There is a selection screen with this report also.



Global Family/ Individual Deletion: This utility is used to delete all information for a Family or Individual. This utility will not delete a family if there are vouchers; that would ruin the accuracy of your fund reporting. If the Fund is no longer active you may delete the Fund with the Global Fund Delete utility and then delete the family.

Global Fund Delete: This utility is used to delete a Voucher Fund. If you delete a fund that is currently active you will lose all of the information about the fund.



Security: This is the utility the ORS System Administrator uses to grant access to ORS. You may set up password requirements, security groups, and create or modify user accounts.

Assign Users Program Access: ORS System Administrators use this option to give users (created in Security) access to programs in ORS. Program access lets the user see the confidential information (transactions like Goals, Services, Vouchers, Referrals, etc.) for clients in the program.

Change Password: Each user has access to this utility. Users may change their password at any time. Passwords may also be changed in the Security utility by an ORS System Administrator.

Group/Rights Listing: This report shows each security group and the rights (permissions) that are granted to it. This lets ORS System Administrators quickly review the permissions.

User/Programs Listing: This report shows each user, to which security group they are assigned, and the programs which they have access to.



Families Not Assigned to Programs: This Verification Report will show a listing of all families where NO Individuals are assigned to a program. If a member of the family is assigned to any program the family will not appear on this report.

Individuals Not Assigned To Programs:

This report is a listing of all individuals whom are not assigned to a program.

Head of Household Status:

This report lets you identify families missing a Head of Household – or any other Relation to Head of Household (HOH). For example, if you selected “Nephew” as the relation type you will view a list of all Families and whether they are missing, or have duplicates of a “Nephew” relationship.

Individuals Without Outcomes:

This report identifies a list of all individuals who do not have a Goal written for them.

Staff Members Without Outcomes: This report identifies staff members who have not written a Goal Outcome evaluation.



Goals Without Evaluations: This Verification Report displays all Individuals who have a goal that has not been evaluated. The report also shows the Goal ID number.

Potential Duplicates Report: This report identifies potential duplicate families and individuals. Use this report regularly to find your duplicates. This report is particularly valuable after importing data.

Full Data Verification Report: The Full Data Verification Report identifies inconsistencies in your data. The report selection screen also lets you tell ORS to make corrections. The correction function is can only be run with the Administrator password.



Family ID: If a Family ID is incorrectly entered, use this utility to correct the Family ID throughout ORS.

Vendor ID: This utility lets you replace existing Vendor ID’s. This will move all transactions associated with one vendor ID to another.

Staff Member ID: This utility lets you change one staff ID with another. You may want to replace a staff ID because someone has changed their name, or if one staff member is taking over the workload of another staff member.

Program Codes: This utility lets system administrators move all transactions from one program to another existing program. When you run this utility you may also choose to delete the original program.

Copy/Move Individuals: This utility lets you copy, move, or merge individuals and families. The Copy portion lets you place a copy of an individual’s data in another family. The Move portion lets you move an individual into another family. And, the Merge portion lets you merge one family or individual into another, existing family or individual. The Merge is usually used to combine duplicates.



Copy ORS Dictionary Items: This feature lets you copy portions of the ORS Dictionary to other areas of the dictionary.

Merge ORS Dictionary: This utility lets you add whole Service Areas or Problem/Need Areas into your ORS Dictionary from a separate copy of the dictionary. When you upgrade to a newer release of ORS your existing ORS Dictionary is not updated. If you want to bring in portions of the newest version of the ORS Dictionary you can review the new dictionary in the sample data and merge certain sections that you want to use. For more information on this feature contact an ORS Consultant at (717) 295-9712.



User Defined Table Maintenance: This utility lets system administrators setup their user defined tables names. When you open this utility you will see a list of all the User Defined Tables in the system. Select the Table you want to edit and enter the Table Name, Code Name and Description Name. For example, if you wanted to replace the Family UDF 2 field and create a field to track “Home Exterior” you would open the Family UDF 2 table and edit the fields and click Save.

Table Captions: This utility is designed for an ORS Consultant to edit Table Captions in your copy of ORS.

Field Captions:

This utility is designed for an ORS Consultant to edit Field Captions in your copy of ORS.

Apply Field Captions To The System Captions:

This utility is designed for an ORS Consultant to Apply Field Captions to the System Captions in your metadata.

Recreate or Update Table and Field Captions: This utility is designed for an ORS Consultant to Recreate or Update Table and Field Captions in your metadata.



ORS Reports Definition Maintenance: This utility is used to edit report Titles, Types, and Descriptions. We recommend you only perform maintenance on this table under the direction of an ORS Consultant.

Detail List: This report lists every report in ORS. Use this report to better understand the hundreds of reports in ORS. This report runs to approximately 88 pages, depending on the printer you use.

Summary List: This report lists every report in ORS in a summary form which only shows report title and the file name.

Custom Reports Listing: This report lists all reports that have been customized in ORS. There are some customized reports which ship with ORS. Reports which you customize or have Design Data customize for you will also appear on this report.



Convert from 9.7

This utility is used to upgrade your ORS from version 9.7. For support in upgrading your software call an ORS consultant at (717) 295-9712.

system setup - outcome results

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