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SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 1 of 13
Creating a New Document in Chronology
Federal SACWIS requires that information within documents autofills from the SSIS
database. Data fields will only autofill information that has been entered into the SSIS
database. A second requirement is that the text of a document cannot be changed.
Workers will still have the ability to enter information within designated areas of a
document. SSIS has been enhanced to meet these requirements. This reduces duplicate
entry and is a time-savings for workers.
SSIS Version11.3 brought a restructured look and feel to documents in the application.
The result was a new appearance to many of the documents and a change that now
requires a setup process for documents in Chronology.
Previously, selecting certain documents from Chronology (such as a Notice of
Determination (NOD) or Licensing Disqualification letter) was difficult for workers.
These documents required workers to take additional steps to determine the correct
document. Now, workers answer questions or input information within fields at setup
enabling the system to generate the appropriate document. Documents that can
produce various results based on differing selections at setup are referred to as
Combined documents.
SSIS has narrowed the number of documents kept within the appliction to only those
specific documents that are federally required or commonly used. Agencies previously
expressed concerns that documents within SSIS were outdated or obsolete. Documents
that are frequently updated due to policy or statute changes are now easily accessible
through a new SSIS feature called External Documents. Many state documents that
were in Chronology previously are now located in External Documents. If a document
does not display in the Chronology list, look in External Documents or ask your mentor
for assistance.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 2 of 13
Chronology Folder
To Create a New Document:
1. From the Chronology folder, access the Action menu.
2. Select New Document. The Document Setup screen displays.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 3 of 13
Document Setup Tab
When a New Document is selected, the Setup tab displays. Users must first search for
and select the document template that they want to use. Fields within the Setup tab are
described below:
Document template: Allows the document template name to be typed in
directly or provides the ability to search for a template by clicking on the icon
Description: A free text field that can be used for additional identification of a
particular document
Status: Displays as Draft or Finalized depending on the status of the
document
Finalized date: Indicates the date the document’s status became finalized.
Document Setup
Template Search
Workers can search for the document they wish to select from the Template Search
screen. The fields on the Template Search screen include:
Searches: Drop-down displays previous saved or customized searches
Search on open: When checked, displays current search when screen opens
Group type: Indicates which group of documents to search for (local agency or
state documents)
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 4 of 13
Category: Narrows a search based on a category preference
Name: Searches for documents that have been given a specific name
Format: Searches for a particular format type (e.g., Checklists, Forms,
Headers/Footers)
Document identification: Searches for a Local agency document identified
by an ID #.
Template Search
To Search for a Document:
1. Click on the magnifying glass icon in the Document template field to
search for a document template. The Template Search screen displays.
2. Enter search parameters and select Search. Search results display in the
Tree View.
After a search is completed, the Tree View and the grid display search results.
A selection on the Tree View determines what displays within the document
preview panel.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 5 of 13
Template Search Results Showing Tree View
To Select a Document:
Select the desired document in the Tree View and click the Select button
or click Close to return to the Search menu.
Document Setup
After selecting a document, the Setup screen displays. Make selections as required.
Different fields display on document setup depending on which document has been
selected. Information autofills into the document based on what is currently entered
into SSIS. If the information is correct, keep it. Missing or incorrect information can be
updated or entered using the Blue, Data Correction text.
Blue, Data Correction text helps users navigate to the location where they can enter or
edit data. For example, when Workgroup is clicked, the application navigates to the
Workgroup node. Workers may need to contact their mentors for assistance if they are
unable to enter or edit certain pieces of information at document setup (such as a
worker’s phone number). Some fields may require entry in SSIS Admin. Once merge
field information is entered, it does need to be reentered.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 6 of 13
Once new or edited information is entered, ensure that the updated information
displays within the document. There are new icons that indicate when fields are out of
sync between what is in the database and what is in the document.
The Data Changed Indicator displays when data in the document differs from
what is in the database.
Data Changed Indicator
In the example above: Kate is entered as a Participant in a workgroup, but the
document has Katie listed in the First name Last name field. The Data Changed
Indicator notifies the worker to sync or refresh the information that displays in that
field.
The Refresh button is represented by two green arrows and updates data either on
an individual field or the entire document depending on which refresh button is
selected. Another example would be if a client moved and the address has changed and
you want to ensure that your document gets sent to the correct address.
Another feature in the Setup screen is the Expand and Collapse triangles which display
on the Setup tab. Green triangles collapse and expand fields. This can be
useful for providing additional viewing space on the Setup screen.
Collapse display
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 7 of 13
Expand display
The Setup tab will commonly ask “Display the language block?” This provides the option
for documents to be formatted to conform to Limited English Proficiency. Users can
select the Yes option to display the language block within the document or No if they
do not want the block to display.
Language Block
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 8 of 13
To Update and Refresh Information on the Document SetupTab:
1. Click on the Blue, Data Correction Text to navigate to the area needing
updating. Make corrections as necessary.
2. Return to the Document Setup tab by clicking on the document in the
Chronology folder.
3. Click on the Refresh button in the document at the appropriate level in the
Setup tab.
How to Refresh Data when the Data Changed Indicator Displays:
1. The Data Changed Indicator will reflect information within the document that
differs from what exists in the database.
2. Click on the Refresh button at the appropriate level in the Setup tab.
Setup Tab for Notice of Intent to Interview on School Property
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 9 of 13
Combined Chronology Documents
Combined documents are documents that can produce multiple variations of a
document based on specific items entered within the Document Setup screen.
Setup Tab for Licensing Disqualification -
Risk of Harm Notice
To Complete the Setup after the Document has been selected:
1. Complete the required fields in the Document Setup screen. After the setup is
complete, click on the Document tab. The document displays.
2. Click on the Edit button to the left of the text box to enter text into your
document.
3. Click on the to open the document in Editor for editing. Review document
and complete the required fields by typing in the free text or selecting from the
drop-down options.
Hint: When completing the fields in the Setup tab, be very thorough in answering each
question because it will determine the final document that is created. Additional questions will
be generated based on each response.
Document content
is determined by
how questions are
answered at setup.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 10 of 13
Document Tab
Protected text in a document cannot be changed. Workers will not be able to edit
protected text. It has been formatted to comply with policy and statutory requirements.
Documents have drop-down boxes and free text areas to enter specific text.
Document tab
Editor
The Editor program provides basic word processing options for editing text within a
document. Editor allows users to make changes to text and enable how documents
display for printing.
Drop down box
Free text box
Protected Text
Edit
Button
Button
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 11 of 13
Hint: Changes made to the appearance of text in one Editor box will not copy to the next
Editor box; text changes need to be made individually within each Editor box or the text default
displays.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 12 of 13
Properties Tab
The Properties tab provides detailed information about the document. The last edited
date reflects the date that changes were made to the document. The last changed date
reflects the date that the document status was changed.
Properties Tab
Quick Steps for Creating a New Document in Chronology:
1. From the Chronology folder, access the Action menu.
2. Select New Document.
3. The Document Setup screen displays.
4. Click on the Magnifying glass icon in the Document template field to search
for a document template. The Template Search screen displays.
SSIS Training
Social Services Information System (SSIS) 6/28/2012 FINAL
Chronology: Create a New Document Page 13 of 13
5. Enter in search parameters and select Search. Search results display in the Tree
View.
6. Select the desired document in the Tree View and click on the Select button.
7. Click Close to close out of the Search menu.
8. Complete the required fields in the Document Setup screen.
9. After the setup is complete, click on the Document tab. The document displays.
10. Click on the Editor button to open the document in Editor for editing.
11. Review document and complete the required fields by typing in the free text
boxes, selecting from the drop-down options or clicking on the Edit button
to enter text.
Quick Steps for Updating and Refreshing Information from the Setup Tab:
1. Click on the Blue, Data Correction Text to navigate to the area needing updating.
Make corrections as necessary.
2. Return to your Document Setup tab by clicking on the document in the Chronology
folder.
3. The Data Changed Indicator displays next to fields on the Setup tab that had
different information than what exists in the database.
4. Click on the Refresh button at the appropriate level in the Setup tab.
5. Click Save or Click the Document tab.