Adsystech, Inc.

Income Snapshot2010 Visions Conference

July 27, 2010

Adsystech, Inc.

Session OverviewWhere It Fits Within MISWhat is the Snapshot?Correcting a SnapshotExit and additional SnapshotsQuestions & Answers

Income Snapshot(2:45 to 4:00 pm Session)

Session Outline:

Adsystech, Inc.

Session Overview

Session Goals:This session will cover the process of changing a Client Income Snapshot and the different ways to accomplish it.Importance:Since funders want to know Client situations at their time of Program Entry, it is critical to capture that information and keep it intact. Even if a Client’s situation changes, the reports need to reflect their situation at the time of entry. Each Program Entry record needs it’s own set of information, separate from other entry records, so it can be reported correctly.

Adsystech, Inc.

Where It Fits Within Visions Income Snapshot Process Overview

New Client process

Intake with all HH members, income, demographics

Enroll Client in Program

Snapshot is automatically taken by system

Generate Program Component

Record Services & Milestones

Returning Client process

Check intake, make all changes

Enroll Client in Program

Snapshot is automatically taken by system

Generate Program Component

Record Services & Milestones

Correct Snapshot

Change ONLY to make correction

Correct information in Central Intake

Open Income Snapshot in Program Entry

Click RESET button

Change Date and SAVE if needed

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Income Snapshots

• What IS an Income Snapshot?• Why is it important?• Can the snapshot be changed?• Other uses for the snapshot

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What IS an Income Snapshot?

• At Program Entry, a snapshot is taken of the Client’s situation, including – – Income– Demographics– Household members

• The Snapshot is taken automatically• Snapshot remains the same for the

duration of their time in the Program

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Snapshot - take 2

• If a Client’s Central Intake record changes during their time in your Program, the Snapshot will NOT change

• If a Client is entered into an additional Program, a NEW Snapshot is taken for that Program – each Program has its own Snapshot

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Who is included in a Snapshot?

• Program Setup page, Details popup, FOCUS CODE determines WHO appears in Snapshot

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Who is included in Snapshot edit?

• Program Setup page, Details popup, AUTO CREATE MODE determines who is entered into a Program AND whose Snapshot will change with a Reset or Edit

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Why is it important?

• Funders want to know the Client’s situation when they entered the Program

• A Client’s situation may change while in the Program, but Funders want to know their situation at the time of Program Entry

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What does it mean for the User?

• A Client’s information must be complete before entering into Program– Household members– Demographics– Income

• Making changes in Central Intake AFTER enrollment will NOT change the Snapshot

• Snapshot data is what is reported on Client Demographic Report and many other reports

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What about Returning Clients?

• If a Client is already in the system, you need to check the Central Intake data before entering the Client into your Program

• Make any changes in household members, income and demographics before entering the Client into a Program

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Can you correct a Snapshot?

• Users don’t have to do anything to the snapshot unless making a correction!

• What if a mistake is made and income or demographics was entered incorrectly?

• Snapshot can be reset to match what is now in Central Intake or changes can be made to the Snapshot itself

Adsystech, Inc.

Correct a Snapshot Make changes in

Central Intake first – • Add HH members• Edit Income• Edit Demographics

1.Click EDIT INCOME on Entry page

2.RESET the Snapshot in Program Entry –• Resets the income

and demographic information to match current Central Intake

1

RESET removes all existing snapshots

2

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Correct a Snapshot – take 2

• If multiple members of a Family or Household are entered into a Program, RESET will cause Select HH Members popup window to appear

• Changing a Snapshot changes it for all members of the HH/Family – if they were entered together

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Correct a Snapshot - take 3Change the Snapshot –1. Click EDIT

INCOME2. Select Client in

Grid3. Make changes to

existing income record

OR4. Click NEW to add

additional income record

5. Click DEMOGRAPHICS to change demographic information

1

2

3

Remember that changing the Snapshot will NOT change Central Intake information

4

5

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Additional Snapshot Facts• If you need to add HH members or change a

DOB, that MUST be done in Central Intake first, then use the RESET button in the Snapshot itself

• Clicking the RESET button erases all additional Snapshots!

• The ONLY time RESET should be used is to make a correction; changes in a Client situation should not be reflected in the Program Entry Snapshot

• If a Client enters and exits a Program, then enters it again, he will get a NEW Snapshot starting with #1 of 1

• Only HH/Family members entered into the Program will have a Snapshot, but they may be part of the other members’ Snapshot

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Exit Snapshot

1

1.When Client Exits a Program, an Exit Snapshot is automatically created• It will be numbered 2

of 22.If Income was changed in

Central Intake, it will automatically show here

3.If Income was not changed in CI, it can be edited here• Change existing record• Use NEW for new

record• Use SAVE to save• Make sure to edit each

member of family/HH

Remember to change to the

correct Snapshot before making any

changes in it!

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Exit Snapshot – take 2

1

1.BEGIN EXITING CLIENT OUT OF PROGRAM button will cause Select HH Members popup to appear

2.Income Snapshot 2 0f 2 will be created for all HH Members selected

3.Remember Exit Questions still need to be answered for each Adult HH member

Remember to change to the

correct Snapshot before making any

changes in it!

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Other uses for the Snapshot• Track changes in Client income by

creating multiple Snapshots• Each Snapshot will capture current

Central Intake situation, but may be changed

• Each Snapshot is dated and numbered– The Date can be edited for each Snapshot

• Snapshot will be created for each HH Member selected in the popup window

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Adding a new Snapshot

1

1.Click the Snapshot button• This will change the

numbers directly above (1 of 2, 2 of 2, etc.)

2.Make changes to existing record or create additional records• If Intake was changed,

income will change here • Use NEW for new

record• Use SAVE to save

2

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Viewing the new Snapshot

1.Change to another Snapshot using PREVIOUS and NEXT

2.Number of Snapshot and Date will change

1

2

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Questions & Answers