SP5 Webinar 2012 by A9Not2G


									ServicePoint 5 for Current
       HMIS Users

Spring 2012
Wilder Research
 About Today’s Training
 Approximately 2 hours:
  ─ Background and resources
  ─ Demo: data entry in ServicePoint 5
  ─ ART reporting in ServicePoint 5

 Quiz (10 minutes)
  ─ Test your understanding of the key changes
  ─ Help us identify “trouble spots”
  ─ If you are struggling, we may contact you to offer
    additional support
 About Today’s Training
 Training documents
  ─ Instruction set
  ─ Summary of key changes between ServicePoint 4
    and 5
  ─ Required Steps workflow documents for each
    funding source

 Available in Course Materials section of GoTo
  Training and on the HMIS website

I: ServicePoint 5 Background

Background – why upgrade?
 Bowman Systems developed ServicePoint 5 in response
  to agency and user feedback.
 Many HMIS systems around the country have already
  upgraded to ServicePoint 5.
 Key features:
   ─ Screens are easier to read and understand
   ─ Streamlined workflow
   ─ Simplified process for backdate mode
   ─ Faster data entry

 All HMIS agencies, programs and users are affected.
 Background – upgrade schedule
 Training period (current HMIS users):
  February/March 2012
 System down period: Evening of Friday, 3/9
  through Sunday, 3/18
  ─ All data in SP 4 will be copied to SP 5
  ─ Let us know if you have concerns about the downtime

 Go Live date: Monday, 3/19
 First SP5 full-day training for new users:
  Thursday, April 5, 2012
 Background – Technical Changes
 ServicePoint 4: Server-based
   ─ Resulted in slower speeds

 ServicePoint 5: Change in technology – greater
  reliance on computer hard drive
   ─ The reason for the HMIS computer survey
   ─ Wilder can maintain the server more easily with fewer

 The result: ServicePoint 5 is faster!
   ─ The first time through, pages load more slowly. After,
     pages load quickly.
 Background – Technical Changes
 Preferred Browsers
  ─   Chrome (best)
  ─   Firefox (if you can’t use Chrome)
  ─   Safari (if you can’t use Chrome)
 Don’t use      IE (Internet Explorer) if possible

 www.hmismn.org/upgrade
  ─ Upgrade schedule
  ─ New instruction documents
  ─ Computer specification requirements
  ─ Training information

 Data Matters newsletter
 Webinars
  ─ You may attend additional SP5 webinars if needed
  ─ We will post the recording after the rollout
II: Data Entry in ServicePoint 5

 SP5 Workflow
 Use your Required Steps workflow sheet.
 Workflow depends on whether your program is
  entry-based or service-based
 Entry-based programs:
  ─ HUD, HPRP, LTH, FHPAP, THP, DHS-Youth, United Way
  ─ Must record entry/exits for reporting (services still required
    for HPRP & FHPAP)

 Service-based programs:
  ─ ESP and ESGP only – must record services for reporting;
    entry/exits not required
 SP5 Workflow
 Key changes (details ahead):
  ─ Backdate mode comes first and resets most dates to
    the backdate system-wide
  ─ Creating a household is simpler
  ─ All workflow steps are in tab format (no more orange
  ─ Entry-based programs complete assessments in the
    entry/exit section
  ─ Service transaction tabs are named differently
  ─ Green (or red) bar replaces “H” button to view
    response history.
Home Page

  Home Page: What’s Changed?
 Top section
  ─ Backdate mode; ART

 Left-hand section
  ─ ClientPoint (access data entry) and other modules
  ─ Reports, “Last viewed,” “Favorites,” and Logout
  ─ Use triangles:   to expand,        to minimize

 Center section
  ─ News: click on a headline to see all details
  ─ Follow-up list (THP programs and Matrix)
 Home Page: Last Viewed and Favorites
 Last Viewed
  ─ Click on “last viewed” to see a list of clients you have
    previously viewed in your current session.
  ─ If you have just logged in, this will be blank.

 Favorites
  ─ Click on “favorites” to see clients whose records you
    commonly use and would like to access from session to
  ─ Clicking on the star next to the client’s name selects them as a

 Use arrow to minimize
Backdate Mode

Backdate Mode: New Date Icons
   :“choose date” – brings up calendar
   : “clear date”
    : “set to current date
 These icons appear whenever you see a date
  field in ServicePoint 5.

 Backdate Mode
 Backdate mode still resets the system to a date in the
 What’s new?
   ─ Place in workflow (backdate mode immediately follows the
   ─ Changes all dates in the system to the backdate—not just
     the assessment date. This prevents errors and reduces the
     number of data entry steps!
   ─ Placement on the screen (top right-hand corner)
   ─ Guidelines for when you need to backdate
   ─ Pop-up reminder to backdate whenever opening a record

  Backdate Mode
 When to backdate?
   ─ Go into backdate mode immediately, before entering
     or updating most client data.

OR use:
 Built-in reminder:
   ─ Whenever you go to a client’s record, you will see a
     pop-up reminder asking you if you want to choose a
     backdate or stay at today’s date.

 Backdate Mode
 When isn’t backdating required?
  ─ When you are viewing client information only
  ─ If today’s date is your intended backdate (not common)
        Example: you are entering data the exact same day the client
         started the program.

  ─ When making updates, if you are making the update in
    the system before the end of the report period

Backdate Mode
 When do I leave backdate mode?
  ─ Only when you are completely finished with the client
    or household member’s record

 How do I leave backdate mode?
  ─ Click on the    next to the backdate
  ─ Make sure set a new backdate for each new client
    you enter into the system – check their program entry
    or service start date first.

Searching for a Client or
  Adding a New Client

Client Search
 What’s new?
  ─ New “global search” option
  ─ Click on “Client Point” on the left-hand side of the screen
    to access the client search.
  ─ Can now search by client alias.

 New: “Global Search” option
  ─ Can access from any section of the system to
    instantly search by name OR ID number

Client Search
 What’s changed?
  ─ Go into backdate mode first!
  ─ ID number search is located below the search by name.
  ─ Possible matches display at bottom of screen
  ─ New clients: best practice to add all demographics in the
    client search screen
  ─ Backdate mode reminder pops up before entering a client

Client Search
 New icons accompany possible matches:
  ─    : Edit (click to go to a client’s record)
  ─    : Created by your provider (replaces red star icon)

 New Feature:
Summary Page

New: Summary page
 First screen you will see when you enter a client
 Summary page highlights client basics
  ─ Name and demographics
  ─ Release of Information
  ─ Households
  ─ Entry/exits
  ─ Services

How to use the summary page
 Best for existing clients to check and update
  small details like date changes
  ─ Confirm services, entry exit dates
  ─ Confirm household members and look for “date
    removed” problems, etc.

 Skip for new clients and proceed with data entry
  on separate tabs

Client Profile

Client Profile
 Still the place to update or correct client
 Profile information should still be initially
  completed in the client search section
 What’s changed?
   ─ Location (to the right of the summary tab)
   ─ Organization of information

 What’s new?
   ─ Optional client notes section
Client Profile: organization -
 Client record
  ─ This is the only place where the SSN/SSN data
    quality can be updated. Click on the pencil to access.

 Universal Profile
  ─ For updating/correcting other demographics.
  ─ If correcting data, click the green bar to the left of the
    data to delete the previous information.

 Client demographics (less important)
  ─ Repeats information in the profile. Fields can be
    updated with the pencil, but it is faster to update in
    the profile section.   wilderresearch.org
Client Profile: organization - optional
 Client notes
  ─ Add notes about the clients or data entry reminders
    for your own use

 File attachments
  ─ Pictures, consent forms, etc.

 Client Incidents
  ─ Replaces “infractions” section. Originally designed to
    track when a client was removed from programs due
    to behavior issues or other problems.
  ─ Use as you see fit

 What’s new?
  ─ Households are now a stand-alone section to the
    right of the Profile tab.
  ─ Can see previous household associations

 What’s changed?
  ─ If the client has been part of multiple households,
    each household is in its own table.
  ─ New terminology: “joined household” and “left
    household” (instead of “date entered” and “date
Creating Households
 What’s changed?
  ─ Click green plus sign   instead of client’s name to
    add potential matches to the household
  ─ Add all clients to household first. Then update
    relationship information for all members at once.
  ─ Add demographics by clicking through each client’s
    name in the pop-up – checkbox     changes to green
    as information is completed.

Managing Households
 What’s changed?
  ─ New “Manage Household” button
  ─ Members can leave and re-join household at different
    dates and with different relationships through new
  ─ “Add/Delete Household Members” - use to add new
    members or remove clients who never should have
    been added to the household
  ─ New “Household History Report” button to show
    household changes over time (type, members,
    relationship, etc.)
Managing Households
 Switching between household members’ records
  ─ No Households Overview box in SP5
  ─ Instead, use drop-down list at the top of the screen to
    switch between household members’ records

ROI and Security

 Only for agencies that share data (very few)
 Now its own tab—replaces orange box in SP4
 ROI section tells the system it is ok to share
  data beyond the client name with certain
 Contact Wilder to review your security or if you
  would like to talk about sharing data

 Review padlock color for accuracy
  ─ Located in the Client Record box at the top of the
    Client Profile section
  ─ Should be red in most cases. If agencies share data,
    they will be red with an exclamation point.

 Do not make changes to the padlocks or
  security information without consulting with
  Wilder first

Program Entry

Entering clients using the Entry/Exit tab
 What’s new?
  ─ Location: tabbed section (replaces orange box)
  ─ Client count: shows how many household members
    are included in an entry/exit
  ─ Check All Household Members button allows you to
    include all household members with one click
  ─ Trash can symbol looks different

Entering clients using the Entry/Exit tab
 What’s new?
  ─ Choose Save & Continue to see HIPPA question (if
    applicable), household data sharing, and funder-
    specific assessment questions
  ***Yes! Assessment data can be completed in the entry exit!***

  ─ Complete assessment data for all household
    members included in an entry/exit at once – check
    box turns green   as information is completed for
    each member.
  ─ Must choose Save & Exit to save all entry information


 What’s new?
   Last tab on the screen
   Entry-based programs: complete in the entry/exit tab
   Service-based programs: complete in the assessments
   New drop-down list of assessments
   New City Lookup feature

 What’s the same?
   Updates are still completed in the assessments tab
   Service-based programs still complete assessments at
    entry in the assessments tab
   Still use assessments to check data and make updates
   Same data collection requirements apply
        Remember key fields: housing status and disability of long
         duration for all clients, veteran status for all adults 18+, zip
         code, etc.
        Make sure you are in backdate mode to the correct program
         entry/service start date

 What’s changed?
   H is no longer used for History. Use colored (green or
    red) bar to the left of the question to view historical
   Household Data Sharing can still be found and
    completed in the Assessments section but can also
    be completed in the Entry/Exit tab after adding an
    entry and clicking Save
        Must push “add household data” button after selecting
         from drop-down list. Click “save & exit” when done.

 What’s changed?
   Switch to other household members’ records using
    dropdown at the top of the screen – use to complete
    questions like income and disabilities for all
    household members

Matrix (SSOM)

 Matrix (SSOM)
 What’s changed?
   Located to the left of the Assessments tab
   Named SSOM (Self-Sufficiency Outcome Matrix)
    instead of Matrix
   Matrixes are grouped by program, if the client has
    matrixes for multiple programs
   New buttons:
        “Add new matrix” – use for initial matrix
        “Add new point of measurement” - use for interim/exit
         matrixes (provider is already pre-set for you)
        Summary button
Service Transactions

Service Transactions
 Can be found next to the “Client Information” tab
 What’s new?
   Service Transaction Dashboard shows all services options
   Use Add Multiple Services when entering one or more
   Check All Household Members button allows you to
    include all household members with one click
   Choose Date, Clear Date, and Set Current Date features

Service Transactions
 What’s changed?
   Entering service amount and source for FHPAP and
    HPRP is now done in a sub-assessment
   A status (identified, in progress, closed) is required
    but is pre-set when you enter a service. You do not
    need to change it when ending a service.
   Must click “Client Information” tab to go back to other
    data entry sections
   To view service history, select the “services” tab
        “View entire service history” icon shows the needs (not
         used) along with the services

Making updates to client data
 Making changes to assessment data in SP5
  works just like it did in SP4
 What’s changed?
   The “H” is gone. View your historical data by clicking
    on the green (or red) bar to the left of the answer field
   If you need to backdate, do so before going into the
    client’s record—not in the assessments section

Making updates to client data
 What’s the same?
   Backdate mode isn’t needed if you are making real-
    time updates before the end of the report period
   You do need to be in backdate mode if you are
    making updates after a report period ends

Making updates to client data
 Making changes to assessment data in SP5
  works just like it did in SP4
 What’s changed?
   The “H” is gone. View your historical data by clicking
    on the green (or red) bar to the left of the answer field
 What’s the same?
   Updating standard assessment questions must be
    done in backdate mode if you are updating after the
    end of the report period.
   Updating sub-assessment questions can be done in
    either backdate mode or live mode
Program Exit

Exiting clients
 What’s new?
   Services view makes ending all services at exit easy
   New exit section assessments customized for each
    funding source
        No more searching through other programs’ exit

 What’s the same?
   Enter Exit Data by clicking on the pencil for Exit Date
    in the Entry/Exit tab
   Must update Housing Status for each client in their
Exiting clients
 What’s changed?
   Checkbox by members’ names turns green as
    information is completed for each person in a

IV: Reporting

Running reports in ServicePoint
 What’s new?
   HUD CoC APR and HPRP-APR will both be in ART,
    not ServicePoint
        HUD programs can still run the HUD-40118 APR in
         ServicePoint for historical information

Running reports in ServicePoint
 New: Reports Dashboard
   Customize to match what information is most useful
    to you and your agency
   Example: number of clients entered in the program,
    clients with recent exits, etc.
   Contact Wilder for information on how to customize

 Running reports in ART
 What’s changed?
   ART is now incorporated into ServicePoint, instead of a
    pop-up window like it was in the past.
   To get to ART:
        Click on ART below the Back Date icon, OR
        Click on Reports in the main dashboard list; then click on ART.

 Running reports in ART
 What’s changed? (continued)
   Click on the arrow in front of each folder (instead of the
    plus sign) to open the folder
   To run a report, click the magnifying glass (instead of
    clicking on the name of the report) and choose View
   Ignore the “enter data as” prompts

Running reports in ART
 What’s the same?
   Folder structure for storing reports
   Many of the prompts
        End date = report end date + one day
        Effective date = today’s date
   Process for saving reports

     New data entry workflow
     (Entry-based programs)
1.   Go into Back date Mode – new reminder!
2.   Search for client/create new record
3.   Create a household (if applicable)
4.   Complete ROI (if applicable)
5.   Use the Entry/Exit tab to:
     1. Enter clients into the program
     2. Complete the Household Data Sharing Assessment (if
        serving a household)
     3. Complete Assessment questions for each client
6. Enter Service Transactions (if applicable)
7. Make updates in the Assessments tab
8. Exit the client and close services, if applicable
New data entry workflow
(Service-based programs)
1. Go into Backdate mode
2. Search for client/create new record
3. Create a household (if applicable)
4. Complete ROI (If applicable)
5. Complete the Household Data Sharing Assessment (if
   serving a household) in the Assessments tab
6. Complete Assessment questions for each client in the
   Assessments tab
7. Enter Service Transactions
8. Close services at exit

ServicePoint 5: Next Steps
 Make sure your computer is ready for the
  upgrade – some desktop computers are still
 Update your web browser
 Register for another webinar, if desired
 Post-rollout training and support
  ─ New user trainings
  ─ Open labs for current users
  ─ Please let us know your training needs!
V: Quiz

About the Quiz
 Approximately 10 minutes
 Purpose:
  ─ Test your understanding of the key changes
  ─ Help us identify “trouble spots”

 If you are struggling, we may contact you after
  the webinar to offer additional support


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