"CFAL NetCIL Client Database System Supplemental Information Version 4 82 — April 2008 This supplement"
CFAL-NetCIL Client Database System Supplemental Information Version 4.82 — April 2008 This supplement is intended to supply updated information between major CFAL-NetCIL releases. More current information may be available on our website at: www.ed2c.com/cfal CFAL NetCIL Supplement Revised: 3/5/2008 Software Version: 4.82 General Notes Several items have changed in CFAL since the writing of the User’s Manual for version 3.9. Besides the inevitable bug fixes, some reports have become obsolete due to changes in agency requirements, and some enhancements have been added to the baseline system. In addition, ed2c is in the process of transitioning the client-side applications of CFAL from MS- Access to newer applications based on Microsoft .Net technology. This supplement will document those changes as they become available. Obsolete Reports and Forms The 704 Report, the New York State VESID Report, and the SSA BPAO export functions that are a part of CFAL are now obsolete. 704 and VESID reporting are now a part of NetCIL Manager. The SSA Export button on the CFAL Main form has been disabled; a red warning label is also displayed when running the People-Phone form, as it is being replaced by NetCIL IRLog. RSA changed the format of the 704 Report radically for 2006. The latest versions of CFAL are capable of recording all of the data that is required in order to generate the new report, but the report itself must be generated using NetCIL Manager. The Social Security Administration is replacing the BPAO database with a new system called WIPA (Work Incentives Planning and Assistance). Current version of CFAL are still capable of recording all of the data elements required by SSA. Future releases of CFAL-NetCIL will have the capability to collect WIPA data and to transmit requisite information to WIPA databases. CFAL retains the capability to generate the obsolete 704 Report in order to retain backward compatibilty, but a warning message will be issued when the report is selected. Previously Undocumented Features User Knows Best There is a checkbox on the CFAL Main form labeled “User Knows Best”. Checking this box will override the requirement to press the function key F3 when editing data on most input forms. Normally, users must press F3 in order to edit the contents of existing records. Users with a privilege level less than 8 cannot edit case notes or goals unless they entered the records themselves. They also cannot select “User Knows Best” if their privilege level is less than 8. Consumer Goal Standards The Goals form contains a control labeled “Goal Standard”. This control uses data from the table “Consumer Goal Standards,” and it is designed for internal agency use. If you predefine a CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 2 set of goals for your agency, proper default values will be automatically entered into each consumer’s Goal History records. To use the Goal Standards feature, you must manually enter records into the Consumer Goal Standards table as follows: GoalType: Name of goal as known to your agency GoalCode: Dropdown list of standard RSA-recognized goal types. Description: Default text description of the goal AccessCode: 1 = Assistive Technology; 2 = Health Care Services; 3 = Transportation When a CFAL user selects a Goal Standard for a consumer, the “Type of Goal” will be set to the value in the GoalCode field, the “Access Category” will be set to the “AccessCode” value, and the “Goal Description” text box will be filled with the text from the “Description” field of the selected record in the “Consumer Goal Standards” table. All of these values can be edited by the user if necessary. This feature is provided to enhance the accuracy of goal information by providing pre-defined values for data entry. For convenience, there is a query in versions 4.6 and above named “Sample Consumer Goal Standards Query” that is designed to assist with data entry into the Consumer Goal Standards table. Old Consumer Data Cleanup Functions There are three new macro functions that are designed to assist in the cleanup of old data. To run the functions, run CFAL, then select Tools…Macro… Run Macro from the menu bar, and then select the name of the macro that you wish to run from the dropdown list. You must be a level 10 user to initiate any of these functions. Close Old Goals Automatically closes any open goals that were set prior to the date that you specify. The Outcome will be set to “Dropped” for all closed goals, and a note will be appended to the “Staff Activity” field. Close Old Service Requests Automatically closes any open service requests (People-Services-Referrals Junction table) that were set prior to the date that you specify. A note will be appended to the “Notes” field of each closed request record. Deactivate Old Consumers Automatically deactivates consumers for whom Consumer History records show no activity since the date that you specify. The status of all affected consumer records will be set to “Inactive,” and an appropriate history record will be written. The date of deactivation will be written as one day after the date of the most recent history record for each consumer, and the “Reason for Deactivation” will be written as “Other.” All of these macro functions will generate a spreadsheet report that details the affected consumer records. CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 3 Previously Undocumented Features – Version 4.5 and above Remote Assistance It’s now possible to request remote assistance directly from the Main screen of CFAL. To do so, simply press function key F4 or click the label “[F4] Remote Help” in the lower right-hand portion of the screen. When prompted, enter the ID number as assigned by our support personnel and press “OK”. Our support staff will then be able to temporarily take control of your computer in order to assist you. Hyperlink to File Server Directory The lower-right screen of the Main CFAL form contains a hyperlink labeled, “Connected to…” and the name of the file server where your data is stored. Clicking the link will now open a window to the folder where the file server is stored. Nomenclature Changes In version 4.5 some minor nomenclature changes have been made for compatibility with new RSA reporting requirements. On the People form, the button formerly labeled “Intake History” is now called “Grant History.” The hot key combo ALT-Y still opens the same form as in prior versions. In the Goals form, the dropdown list formerly labeled “Type of Goal” is now called “Significant Life Area.” The hot key combo ALT-T still opens the same form as in prior versions. Other nomenclature changes have been made to accommodate State of Michigan requirements. These changes will not be visible to users in other states. QC Report Changes The QC Report (available from the CFAL Main screen) now lists extra data. The “Records in 704” tab now lists the user who entered the consumer record as well as the user and date of the most recent case note entry. A third tab called “Mailing List” has been added. All records for people listed as “Consumers” (or in Michign, “Individuals”) who had 704 transactions during a reporting year will be listed in this spreadsheet tab, along with their full address and county information. This data can be used for consumer satisfaction surveys. Do Not Resize Option CFAL may not display correctly when used with some newer widescreen monitors. In such cases, checking the “Do Not Resize” box on the CFAL Main screen will prevent the application from trying to resize forms in order to utilize all available display area. ILP Checklist and Consumer Goals The “Consumer Goals” button on the People form has been renamed “Consumer Goals and ILP”. From the Goals form, an ILP Checklist is now available. In the checklist, you may select any or all of the items that are normally required when developing an IL plan for a consumer. When you do so, CFAL automatically writes a case note to record each element of the checklist. CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 4 Once completed, you can preview or print an IL Plan report that can be signed and placed in an individual consumer’s paper file. If valid dates are supplied in the “From” and “To” fields, only goals for the specified period will be included in the IL plan. CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 5 Assign Services to Consumer Goals The “Notes” form now allows you to assign provision of a service to any goal that has been previously recorded for a given Consumer. An “Apply to Goal” dropdown list is dislayed showing all goals, even if they have been closed. The dropdown list displays the Goal Description and Goal Start Date. A “Sample Services Applied to Goals” query will display goals, services, hours, and dates for all records. Datasheet View for Consumer History and Goals Beginning in CFAL version 4.81, the “Notes” and “Consumer Goals and ILP” forms (in “People”) now can be viewed as forms or datasheets. To switch modes, select “View…Datasheet View” or “View…Form View” when these forms are open. The view can be toggled by double-clicking the “Date” field in “Notes” and the “Goal Start Date” field in “Consumer Goals and ILP”. In each form, new records can only be added in form view. Existing records can be edited in either view, as long as a user has sufficient privilege. Parent to Parent Functions CFAL versions 4.81 and above support the operation of Parent-to-Parent Centers. The old “People-Phone” form has been replaced by the “Parent to Parent” form, accessible from the CFAL Main screen. CFAL quick intakes and referrals are now handled by NetCIL IRLog. CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 6 Using CFAL with Office 2007 There are no special requirements for the use of CFAL with Office 2007; however, because of the radical change from simple menus to the large, annoying ribbons, some input forms may not display correctly unless you hide the ribbons (right click on “Home”, select “Minimize the Ribbon”. Pressing the ALT key should perform the same function.) Site-specific security settings may also prevent CFAL from running correctly in Office 2007 unless the following steps are taken. How to configure security settings for CFAL in Office 2007 1. Press the Office “Start” button (ALT-F). 2. Select “Access Options” (lower right, or ALT-I) 3. Select “Trust Center” then “Trust Center Settings (ALT-T). 4. Select “Trusted Locations” then “Add new location” (ALT-A). 5. Select “Browse (ALT-B) and then navigate to the folder “C:\Program Files\CFAL Client”. 6. Repeat steps 4-5 and add the folder where your file server resides, for example, “S:\CFAL Database”. 7. Press OK twice to close the dialog. Depending on your security settings, it may not be possible for you to design new queries within the compiled version of CFAL. To create your own custom front-end application, download the following zip file: http://netcil.com/downloads/link.zip Unzip the file to any location. – Inside is an Access application called “CFAL Client Link 2K.mdb”. This file is an “open” Access database that can be customized with your own forms, reports, queries, and software. You must have CFAL installed on your computer in order to use this file. When it is first opened, it will refresh its table links and connect to your operation CFAL file server. This process will only run once, unless you move the location of your data. Once the link file is properly connected, you will be able to create and modify queries as you wish, and they will never be overwritten, even if you install a new version of CFAL Client. CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 7 If you need additional assistance, you can call Engineering Data toll free at (888) 678-0683, send email to firstname.lastname@example.org, or visit the CFAL section of our website: www.ed2c.com/cfal. Good luck. Engineering Data Design Corporation ed2c Canada 1827 Bonnycastle Avenue 4018 Avenue de Vendôme Louisville KY 40205-1016 Montreal Québec H4A 3N1 CFAL NetCIL Supplement Revised: 12/11/2007 Software Version: 4.81 8