SP5 Webinar 2012 by A9Not2G

VIEWS: 4 PAGES: 71

									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
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 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


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I: ServicePoint 5 Background




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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.
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 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
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 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
     upgrades

 The result: ServicePoint 5 is faster!
   ─ The first time through, pages load more slowly. After,
     pages load quickly.
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 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




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 Resources
 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
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II: Data Entry in ServicePoint 5




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 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
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 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
    boxes)
  ─ 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.
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Home Page




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  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)
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 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
    session.
  ─ Clicking on the star next to the client’s name selects them as a
    favorite.

 Use arrow to minimize
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Backdate Mode




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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.




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 Backdate Mode
 Backdate mode still resets the system to a date in the
  past
 What’s new?
   ─ Place in workflow (backdate mode immediately follows the
     login)!
   ─ 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

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  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.



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 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




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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.




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Searching for a Client or
  Adding a New Client




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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




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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
    record




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




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 New Feature:
Summary Page




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


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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




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Client Profile




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Client Profile
 Still the place to update or correct client
  demographics
 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
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Client Profile: organization -
demographics
 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
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Client Profile: organization - optional
sections
 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
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Households




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Households
 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
    removed”)
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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.




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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
    icons
  ─ “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.)
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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




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ROI and Security




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ROI
 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
  providers
 Contact Wilder to review your security or if you
  would like to talk about sharing data



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Security
 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



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Program Entry




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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




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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


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Assessments




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




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 Assessments
 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


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Assessments
 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
    data
   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.


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Assessments
 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




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Matrix (SSOM)




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 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
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Service Transactions




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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
    services
   Check All Household Members button allows you to
    include all household members with one click
   Choose Date, Clear Date, and Set Current Date features




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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
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Updates




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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




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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




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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
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Program Exit




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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
         questions!

 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
    record
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Exiting clients
 What’s changed?
   Checkbox by members’ names turns green as
    information is completed for each person in a
    household.




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IV: Reporting




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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




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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




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 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.




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 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
    Report
   Ignore the “enter data as” prompts




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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




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     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
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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


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ServicePoint 5: Next Steps
 Make sure your computer is ready for the
  upgrade – some desktop computers are still
  available
 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!
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V: Quiz



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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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