Difference between revisions of "Quick Start Guide for Administrators"

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{{template:admincomingsoon}}
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[[System Setup Guide]]
  
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For full details of setting up your Charitylog system, please see the [[System Setup Guide]].
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[[File:helpheader_small.png|right]]
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==The Charitylog system==
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__TOC__
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Charitylog is an all-in-one contact management (CRM) and data logging system for charities and Third Sector organisations. It is internet based, and so is accessible from anywhere you can get an internet connection. It is designed around desktop/laptop use, but works well on tablets and even smartphones.
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The system is designed to be customisable for each organisation that uses it. Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created.  This guide will talk you through the various steps that are needed to get your system running.
  
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The vision of Charitylog is that when implemented, the whole organisation will use Charitylog as much as possible. This means that the organisation gets maximum benefit from the software, and also ensures that the maximum possible amount of data is captured for logging and reporting.
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=Pre-Implementation Spreadsheet (not used for [[Modules| Charitylog Starter and Charitylog One]]).=
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The pre-implementation spreadsheet is used to save time on the first day of setting up your system.  It contains pages to configure some of the basic dropdowns that you may use. If the dropdowns are not required then the options can be left blank.  The lists that are created can be added to at a later date if required.  Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days.  Below is an explanation of each page of the spreadsheet.
  
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The Charitylog system is not bespoke; rather, all our customers use the same basic system. This means that we can properly support everybody, and the system is very reasonably priced, unlike a fully bespoke system which usually requires a high upfront cost and then expensive development or extension work if required. Of course, Charitylog is hugely configurable, and can be set up to meet the needs of your organisation in any number of ways.
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'''Introduction'''
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The Introduction sheet give you details on how to complete the forms.
  
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==System administrators==
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'''Organisation Details'''
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Enter the details of your organisation.  The specified organisation name will be used to name your new system as well as will be used to generate log in details.
  
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To assist your organisation with the running of the system, we recommend that you nominate several members of staff to be your in-house administrators. They will have control of who can log on to the system and when, as well as being able to configure the system to your needs. They will be involved in setting up the system with your assigned trainer, and once your system is up and running, they will be in charge. Of course we are not trying to pass all the responsibility of running the system onto these people; the customer support line is open every day and ready to provide help to them, and you, whenever it is needed.
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'''Ethnic Groups'''
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Ethnic groups are generally use for reporting outputs. Populate a list based on what your organisation requires across all services.
  
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Often, some or all of the service managers in the organisation become the administrators. This helps when setting up the system, as each service manager is able to set up the data logging requirements exactly as they should be for their particular project. This is not a hard and fast rule, though. Anybody can be an administrator.
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'''Age Groups'''
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Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.
  
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If somebody on the team of administrators is IT literate, this will help, but it is not essential.
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'''Religions'''
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If your organisations requires to support or report on religious groups then enter the name of each group you need.
  
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==Why have administrators at all?==
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'''Sexual Orientation'''
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In addition to the gender field on the system there is the option to record a persons sexual orientation.
  
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Having in-house administrators gives your organisation more ownership of your system. Rather than just being provided a system and taught to use it, your organisation will be able to alter, extend and customise your system whenever you need to. Your administrators will also be able to add users and remove others, as staff join and leave; they will be able to teach new staff the basics of the system and get them up and running; and they will be able to set up new projects and services on the system when required.
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'''Districts/Wards'''
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On the records is the option to place people/organisation into reporting areas. This list is to populate those areas.
  
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'''Disabilities'''
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This is used for specifying a persons disability/ailment and can be used in reporting.  An individual can have multiple.
  
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__TOC__
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'''Marital Status'''
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If required populate with the marital statuses that you use.
  
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==I'm an administrator - what will I be required to do?==
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'''Relationships'''
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The system can link records together using relationships.  Personal relationships can include relationships with keyworkers like Social Workers etc.  When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.
  
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When we help your organisation implement Charitylog, rather than build and configure the system for you, we help you to do the configuration yourselves, for several reasons -
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'''Contact Methods'''
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This is for the physical contact methods that would be used, telephone, email, one to one etc.  This is also used for preferred method of contact and transportation options.
  
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# Throughout the build of the system, you will be able to control how it goes together, ensuring your organisation's needs are met
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'''Staff and Users'''
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# You will be able to change and adapt the system in the future for your changing needs
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It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system.  You need to specify:
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# When changes are required, this can be done by your staff, for free - instead of having to pay for software development
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* '''Volunteer, Staff or Trustee''' - This will create a record to attach to the user.
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* '''Surname and Forenames''' - This is used to populate a user record if require.  The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes.  If you have two people with the same names or first name and surname initial the same, the system will cater for this.
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* '''Is a system user''' - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
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* '''User Group Names''' - The system is setup with 4 groups to start which can be changed at a later date.  Do not rename the dropdown options or use something not in the drop down.  Make sure you have at least one administrator.
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* '''Email Address''' - Used for password recovery.
  
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Building the system in this way also introduces a "heirarchy of help", as this flow chart shows. In the first instance, end users have the online manual to consult. If they cannot find what they need here, they will be able to come to the in-house administrators (possibly via their service manager) before having to contact Charitylog. This has several benefits -
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'''Accommodation Types'''
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This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.
  
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# Questions can be answered by someone who knows the organisation properly
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'''Living arrangements'''
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# Response times are quicker than having to deal with an external IT company
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This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.
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# Charitylog's support staff are free to handle more complicated questions, one-to-one
 
  
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'''Referral Sources'''
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Referral sources are 'How did you here about us' include things like Advert, website, web search etc.
  
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[[File:qsadmin_chart1.png|border]]
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'''Service User Group'''
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Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person.  Please note that a service user can only go in one category.
  
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'''Status'''
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Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for.  Can also be used for High need, medium need and low need.
  
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As you can see, part of the administration team's ongoing work is to help the end users with the system. When you first implement Charitylog, there will probably be a few questions, but over time the end users will become familiar with the system and are likely to be able to find the help content they need in the manual.
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'''Termination Reasons'''
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Termination reason are used when removing a service user from a project, specifying why a service is no longer required.
  
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===Internal Support Users===
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'''Referral Outcomes'''
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These simple outcomes are case closure outcome like case closed successful claim.
  
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Optionally, anybody can be set as an Internal Support User. There is a drop-down field on the user record for each person to say whether they are an Internal Support User or not:
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'''Organisations we signpost to'''
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Enter the names of organisations that you signpost to (and specify if you receive referrals from.  This will create an organisation record for each. If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.
  
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'''Benefits'''
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You can add benefits and amounts if you assist your service uses in this area.
  
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[[File:qsadmin_1.png|border]]
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'''Gender'''
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Enter the genders that you work with, think about adding categories for gender re-assignment.
  
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'''Contact Types'''
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Contact types are used to distinguish direct and indirect done for a service user.
  
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If set to "Yes", this person will appear on a help screen if a user fails to log in properly. They will be shown a screen like this:
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'''Main Language'''
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Used to specify the main spoken language of your service users.
  
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=Implementation meetings and training (additional service for [[Modules| Charitylog Starter and single project system]]).=
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Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward.  The implementation days are used to look at your organisation in details and set the system up accordingly.  You will be shown every step that is required and run through the options available.  This is an important step to getting set up and running and the full process will be planned by your designated consultant.
  
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[[File:qsadmin_2.png|border]]
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Full details of this will be sent via email.
  
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=Set up and Administration Settings=
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Before the system can be used there are some steps that need to be taken.  In this section you will find guidance to what needs to be set up in relation to the core settings of the system.
  
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Note that they are shown the email address and phone number listed in the user's record, so although the system may tell you that such an entry is invalid, it can be useful to enter an internal extension (as shown) so that the user knows who to call if they need help logging in.
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===Group Access===
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It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system.  Before starting ensure that the System Administrator group has full access to all areas of the system.  For further details see [[Group Access]].
  
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===System Details===
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System details allow you to enter your organisation details with a section to add a message for users as they log in.
  
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[[File:qsadmin_3.png|border]]
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[[Organisation Details]]
  
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===Setting up and running the system===
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===Operational Rules===
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This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system.  Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.
  
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The other part of an administrator's job is to help with the initial setup and implementation of the system.
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[[Operational Rules]]
  
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The first time that the administrators will see the system is on implementation day 1. The aim of this first day is for you to get a good grasp of the Charitylog system, so that you can think about the ways that it will work for you. Day 1 also provides an opportunity for your Charitylog Implementation Consultant to get to know your organisation well.
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===3rd Party Software===
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Review the 3rd party software if you wish to use any of the optional systems.  If you wish to use the email options within the system it is highly recommended that you use your organisations own email server.  You may experience issues if you use our servers depending on the setup of your domain. If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system.  If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking is as Junk Mail/Spam.  When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.
  
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===Day 1===
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===Records and settings===
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Think about which record types you require, from Clients through to the organisations that you work with.  With each of the record types you also need to think about which fields to include on these records.  To customise the records see [[Customise Orgs & People]].
  
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On day 1 you will be shown the basic system, and taught how to:
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===Field setup===
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Once you have chosen which fields are going to be used you can the setup these fields.
  
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* Log in
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[[Admin#Orgs_and_People_A-J| Dropdowns for records_A-J]]
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* Search for clients (and other types of Organisations or People) and create new ones
 
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* Record contacts with them
 
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* View the history of contacts that has happened with them
 
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* See your outstanding work on the Action List
 
  
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Depending on your organisation, and the pace of the day, you may well cover more material too.
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[[Admin#Orgs_and_People_K-Z| Dropdowns for records K-Z]]
  
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===After day 1===
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===General Settings===
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Configure the following general settings:
  
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After day 1 your Implementation Consultant will leave you with some tasks to complete before the next day of implementation. These are likely to include setting up some [[Projects_(Administrator_guide)|Projects]], and amending [[System_Setup_Guide#Drop-Down_Lists|Drop-Down Lists]].
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* [[Field Sets]] - A field Set is used to determine which fields are used by the various services in your organisation, these are made available to users via the projects.
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* [[GDPR Settings]] - General GDPR settings.
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* [[Consent Rule Text Entry]] - Setup for custom consent rules.
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* [[Bank Holiday Dates]] - Some reports can report on working days and require the dates to be populated.
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* [[Branch Groupings (Views)]] - '''Requires Branch Module''' - If on a branch system you can setup groups of branches.
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* [[Branches/Offices]] - '''Requires Branch Module''' - The main setup for the branches on the system.
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* [[Information Links Headings]] - Used for adding organisations to a directory of services.
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* [[Publications]] - Use if you need to report on what publications you give away.
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* [[Publication Categories]] - The types of publications that you have.
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* [[Publication Languages]] - The languages of your publications.
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* [[Supporting People Settings]] - Setting for the [[modules| Supporting People Module]]
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* [[Uploaded Document Categories|Uploaded Doc. Categories]] - Categories for the types of files you upload to records.
  
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What follows day 1 will depend on the needs of your organisation, and will be decided by your Implementation Consultant.
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===Configuring your Services===
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Services are setup as projects in the system.  One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided.  When it comes to reporting the enquiries will be reported separately to the projects that offer a set service.
 +
Example
 +
You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.
  
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----
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Set up the following:
  
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[[File:helpheader_small.png|left]]
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* [[Project Funding Streams]] - This allows you to specify which funder would fund each contact made.
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* [[Classification Code Setup| Classification Codes]] - Reporting codes for contacts/work done.
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* [[Project Set Up]] - The projects for your services.
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* [[Project Subcategories]] - Subcategories for the projects
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* [[Referral Templates]] - Workflows for the projects.
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* [[Termination Reasons]] - Why people leave the service.
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* [[Signpost/External Referral Types]] - Sub categories for signposts and external referrals.
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* [[Referral Reasons]] - Why people are referred to you.
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* [[Referral Sources]] - How your clients/service users heard of you.
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* [[Contact Types]] - Direct and indirect categories for contacts.
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* [[Contact Methods]] - How you communicate with people.
  
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<div style="text-align:right;">
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===Users===
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''This concludes the Introduction section.''
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The next step is to determine the security groups that you need for your users.  See [[Group Access]] for further details.  Once you have configured your required group you can the setup the users and put them in the groups and specify which projects they work in. See [[Users]] for full details.
 +
Users
  
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''Click to go back to the '''[[Main_Page#Administrator_Manual|Administrator Manual]].'''''
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===Adding extra fields===
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From the fields that you have setup you may find that you require additional fields.  These fields can be added to the tabs that you have configured or at the base of the record.  The extension databases can be restricted by the [[Group Access]] groups setup.  For further details see [[Extension Database Setup]].
  
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''Click to go to the next section, '''[[Projects_(Administrator_guide)|Projects]].'''''
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===Other===
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</div>
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From here you may wish to add Organisations and Referrers to the system, see:
 +
* [[People/Org records]]
 +
* [[Organisations]]
 +
* [[Referrers]]

Latest revision as of 15:32, 12 August 2024

System Setup Guide

Helpheader small.png

The system is designed to be customisable for each organisation that uses it. Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created. This guide will talk you through the various steps that are needed to get your system running.

Pre-Implementation Spreadsheet (not used for Charitylog Starter and Charitylog One).

The pre-implementation spreadsheet is used to save time on the first day of setting up your system. It contains pages to configure some of the basic dropdowns that you may use. If the dropdowns are not required then the options can be left blank. The lists that are created can be added to at a later date if required. Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days. Below is an explanation of each page of the spreadsheet.

Introduction The Introduction sheet give you details on how to complete the forms.

Organisation Details Enter the details of your organisation. The specified organisation name will be used to name your new system as well as will be used to generate log in details.

Ethnic Groups Ethnic groups are generally use for reporting outputs. Populate a list based on what your organisation requires across all services.

Age Groups Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.

Religions If your organisations requires to support or report on religious groups then enter the name of each group you need.

Sexual Orientation In addition to the gender field on the system there is the option to record a persons sexual orientation.

Districts/Wards On the records is the option to place people/organisation into reporting areas. This list is to populate those areas.

Disabilities This is used for specifying a persons disability/ailment and can be used in reporting. An individual can have multiple.

Marital Status If required populate with the marital statuses that you use.

Relationships The system can link records together using relationships. Personal relationships can include relationships with keyworkers like Social Workers etc. When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.

Contact Methods This is for the physical contact methods that would be used, telephone, email, one to one etc. This is also used for preferred method of contact and transportation options.

Staff and Users It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system. You need to specify:

  • Volunteer, Staff or Trustee - This will create a record to attach to the user.
  • Surname and Forenames - This is used to populate a user record if require. The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes. If you have two people with the same names or first name and surname initial the same, the system will cater for this.
  • Is a system user - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
  • User Group Names - The system is setup with 4 groups to start which can be changed at a later date. Do not rename the dropdown options or use something not in the drop down. Make sure you have at least one administrator.
  • Email Address - Used for password recovery.

Accommodation Types This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.

Living arrangements This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.

Referral Sources Referral sources are 'How did you here about us' include things like Advert, website, web search etc.

Service User Group Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person. Please note that a service user can only go in one category.

Status Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for. Can also be used for High need, medium need and low need.

Termination Reasons Termination reason are used when removing a service user from a project, specifying why a service is no longer required.

Referral Outcomes These simple outcomes are case closure outcome like case closed successful claim.

Organisations we signpost to Enter the names of organisations that you signpost to (and specify if you receive referrals from. This will create an organisation record for each. If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.

Benefits You can add benefits and amounts if you assist your service uses in this area.

Gender Enter the genders that you work with, think about adding categories for gender re-assignment.

Contact Types Contact types are used to distinguish direct and indirect done for a service user.

Main Language Used to specify the main spoken language of your service users.

Implementation meetings and training (additional service for Charitylog Starter and single project system).

Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward. The implementation days are used to look at your organisation in details and set the system up accordingly. You will be shown every step that is required and run through the options available. This is an important step to getting set up and running and the full process will be planned by your designated consultant.

Full details of this will be sent via email.

Set up and Administration Settings

Before the system can be used there are some steps that need to be taken. In this section you will find guidance to what needs to be set up in relation to the core settings of the system.

Group Access

It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system. Before starting ensure that the System Administrator group has full access to all areas of the system. For further details see Group Access.

System Details

System details allow you to enter your organisation details with a section to add a message for users as they log in.

Organisation Details

Operational Rules

This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system. Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.

Operational Rules

3rd Party Software

Review the 3rd party software if you wish to use any of the optional systems. If you wish to use the email options within the system it is highly recommended that you use your organisations own email server. You may experience issues if you use our servers depending on the setup of your domain. If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system. If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking is as Junk Mail/Spam. When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.

Records and settings

Think about which record types you require, from Clients through to the organisations that you work with. With each of the record types you also need to think about which fields to include on these records. To customise the records see Customise Orgs & People.

Field setup

Once you have chosen which fields are going to be used you can the setup these fields.

Dropdowns for records_A-J

Dropdowns for records K-Z

General Settings

Configure the following general settings:

Configuring your Services

Services are setup as projects in the system. One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided. When it comes to reporting the enquiries will be reported separately to the projects that offer a set service. Example 

You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.

Set up the following:

Users

The next step is to determine the security groups that you need for your users. See Group Access for further details. Once you have configured your required group you can the setup the users and put them in the groups and specify which projects they work in. See Users for full details. Users

Adding extra fields

From the fields that you have setup you may find that you require additional fields. These fields can be added to the tabs that you have configured or at the base of the record. The extension databases can be restricted by the Group Access groups setup. For further details see Extension Database Setup.

Other

From here you may wish to add Organisations and Referrers to the system, see:

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