Project Set Up

Currently under construction 19/04/2018

Introduction

Projects are for Referrals/Cases and interactions to be grouped together to enable reporting. Generally projects will be similar to the services provided. If an organisation offers an Information and Advice service (including advocacy support) they would possibly consider two projects; Information & Advice and Advocacy. From here the system would be able to report on the two projects together or separately.

Projects are also used with some of the Modules available:

• Handypersons - Doing minor home adaptations
• Roster - Care Provision, Befriending and other roster type service
• Funded Work - Funding applications for major home adaptations, from Technical visit through to completion

Some services in an organisation my have sub services that they offer. Examples below:

• Befriending - This could offer Telephone Befriending and Home Visiting
• Counselling - Group based or individual sessions
• Carer Support Services - Adult Carers, Young Adult Carers and Young Carers
• Advice and Support - Help line and Casework

If there is a requirement to report on the subservices independently it may be considered to use a project for each sub service. Project design is very important and reporting is a major consideration. When reporting on a project this can be then split down into different aspects like gender, ethnic origin etc. If there is a need to analyse demographics and statistics based on the sub services that it would be recommended to use separate projects.

Projects are not just used for working with services users and can be useful in other areas of the organisation. You could have a project for use with:

• Volunteer Recruitment
• Training
• Appraisals
• Administration
• Planning processes like fundraising, event management etc.

Apart from reporting, projects will enable you to use templates and workflows, with reminders for the users. When you open a new case or referral this would then be connected to a project. Any work undertaken will be recorded and reported under the associated project. You can also restrict users to which projects are available. Through this page you will see the available options to projects.

Project Setup

When you navigate to the Project Setup page you will be displayed the current active projects (to view inactive projects click the 'Show All' button) on the system with some summary information:

• Name of the project
• The funder of the project
• Type of project - Will be blank for standard projects. If connected to a Module the module name will be displayed; Funded Work, Handyperson Scheme, IMCA Project or Roster Workers Schedules.
• The number of referral/case based extension databases connected to the project.
• The number of Ladder Outcomes connected to the project.
• The start date of the project.
• The end date of the project.
• If the project is still active - If set to know the project will not be available to reports or Recording Contacts, project history will still be displayed on person/org records history page.

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Creating/Editing Projects

To edit a project click on it's name or to add a new project click the 'Enter New Project' button. You will then be taken to the individual/new project page. If you want to copy the settings of another project select it in the drop down and click copy, on the prompt click cancel or okay.

You will need to enter/edit the details on each tab.

General tab

General details of the project and it's type.

On this tab complete the following information:

• Project Name - The name of the service/project, this will be displayed to users.
• Description - Only displays on this page for administrators.
• Type of Project - Some Modules require a project to be set; Handypersons, IMCA, Funded Work and Roster. Both Handyperson and Roster also have additional option described below.
  • Roster Worker Only
    • Create Roster Workers Work Schedule Automatically? - Depending on how the service runs you can have a support plan created when a referral is received. If you are going to record cases/referrals that would be enquires or maybe an assessment needs to be carried out first you can select 'No'. The support plan can be created when the person/organisation has been accepted to receive the service.
    • Send email to co-ordinator email address (if 'Additional Notes' box is filled in on Jobcard entry screen) - When a worker has updated their work there is an option to record job notes that can be sent to the coordinator. It is strongly recommended that you use your own email servers (see Email Settings) and only use a secure email system (Encrypted email to the client application).
    • Co-ordinator email address - Enter the email address where the above notes would be sent to.
  • Handy Persons Only
    • Create Handyperson Job Automatically? - Depending on how the service runs you can have a JP Job Card created when a referral is received. If you are going to record cases/referrals that would be enquires or maybe an assessment needs to be carried out first you can select 'No'. The HP Job Card can be created when the person/organisation has been accepted to receive the service.
• Available for Record a Contact (Anonymous)? - On the system there is a tool to record contacts with anonymous people.
• Help Text Available in Record A Contact Screen - The text entered here will be available to users via a help icon when recording contacts
• Start Date - This is a non reportable field and is for information purposes only, specifies the start date of the service.
• End Date - This is a non reportable field and is for information purposes only, specifies the end date of the service.
• Active? - When set to yes the project is available to be used and reported on. When set to no the project cannot be used to accept new referrals/cases or to be reported on. Any history on a person/org record will be visible for inactive projects.
• Total Time Accumulated So Far: - Displays the accumulation of Staff and Volunteer time recorded against the project.
• Address line 1 - This address is for either information purposes on this page or as an invoice address when using the invoice module.
• Address line 2
• Address line 3
• Address line 4
• Address line 5
• Postcode
• Telephone Number

Record a Contact tab

This tab controls the functionality of the Record A Contact screen.

The Record a Contact tab allows you to choose how the Contact Management part of the Project will operate. See the Project Details - Record a Contact tab page for full details.

• Force use of referral templates? - If you have set up templates on the project you can set this to yes, it will remove the option to create a referral/case without using a template.
• Entry Requirement: Referrer details - This allows you to specify if a warning is display if a referrer is not selected or forces a referral to be selected.
• Automatic referral closure - after referral/action completion? - When set to yes a referral will be closed automatically if there are no further/outstanding actions to be completed. Generally if something is to be done before a referral/case is closed an further action would be set (do case review, check client is okay etc). If set to know then the referral needs to be closed manually on the referral/case outcome screen.
• Entry Requirements: Project subcategory - If you wish to use Project Subcategories you can choose if they are forced (the user must select a subcategory).
• Default for date and time of contact - Choose if the date and time box is blank, uses the time at the point the contact was created or the time that a previous action (if used) was due to be done.
• Allow entry of Required Outcome? -
• Force entry of time of contact (date is always compulsory) -
• Allow entry of Contact Types?
• Allow entry of Staff work time and travel information -
• Allow entry of Referral Source? -
• Force entry of Staff work time?
• Allow Entry of Conflict of Interest? -
• Force entry of Staff travel time? -
• Allow entry of planned duration of future actions? -
• Force entry of Staff travel mileage? -
• Allow entry of Referral Reasons?
• Force entry of Staff travel method? -
• Allow entry of Consent Rule Information? -
• Force entry of Contact Method?
• Automatically Follow-up on External Referrals -
• Automatically follow-up on volunteer assignments -
• If set, default external referral follow-up in days If set, default volunteer follow-up in days -
• Automatically Follow-up on Information Links -
• If set, Default Information Referral Follow-up in Days -
• Automatically Follow-up on Signposts? -
• If set, default Signpost follow-up in days -

Code Settings tab

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Choose whether to use Classification Codes in this project, and whether to force users to enter them. See the Project Details - Code Settings tab page for full details.

Funding tab

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Record who funds this project, and the related amount(s). See the Project Details - Funding tab page for full details.

Types Of Orgs & People tab

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Choose which Organisation and People types this project works with. See the Project Details - Types Of Orgs & People tab for full details.

Additional Data Collection tab

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Select which Assessment Forms, Extension Databases and Ladder Outcomes to link to this project. See the Project Details - Additional Data Collection tab page for full details.

3rd Party Systems tab

Select options for links to third party software. See the Project Details - 3rd Party Systems tab for full details.

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