<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN"> <HTML> <HEAD> <TITLE> New Document </TITLE> </HEAD> <BODY BGCOLOR="#FFFFFF"> <a href="#add_groups"><b>Adding a Groups to the System</b></a><br/> <a href="#add_organizations"><b>Adding an Organization to the System</b></a><br/> <a href="#add_users"><b>Adding a System User to the HMIS</b></a><br/> <a href="#edit_user_info"><b>Removing an Organization From the System</b></a><br/> <a href="#change_id"><b>Logging in As a User Whose Account You Administer</b></a><br/> <a href="#vacancies"><b>Vacancy Reports</b></a><br/> <a href="#edit_questions"><b>Editing Reports</b></a><p/> <a name="add_groups"><b>Adding Groups to the System</b></a><br/> Click on the "Add Groups to System" menu item.<br/> Groups are lead agencies that are responsible for administering the HMIS system within a geographic area.<br/> Groups administrators can add additional organizations (i.e., shelter providers) to the HMIS system.<br/> Fill-in the form fields (the login and password must each be at least 8 characters long; do not forget them).<br/> Click on the "Submit New Group Info" button near the bottom of the screen.<p/> <a name="add_organizations"><b>Adding Organizations/Shelters to the System</b></a><br/> Click on the "Add Organizations to System" menu item.<br/> Organizations are typically homeless service providers (i.e., a homeless shelter).<br/> A Organization administrator is responsible for setting up and maintaining the user accounts of "System Users" (i.e., shelter case workers).<br/> Fill-in the form fields (the login and password must each be at least 8 characters long; do not forget them).<br/> Click on the "Submit New Organization Info" button near the bottom of the screen.<p/> <a name="add_users"><b>Adding System Users to the HMIS</b></a><br/> Click on the "Add Users to System" menu item.<br/> System users are typically case workers employed by a homeless shelter.<br/> A System user is the person who actaully enters the client data into the HMIS.<br/> Fill-in the form fields (the login and password must each be at least 8 characters long; do not forget them).<br/> Click on the "Submit New User Info" button near the bottom of the screen.<p/> <a name="edit_user_info"><b>Removing an User/Organization/Group from the System</b></a><br/> Click on "Edit User Info" menu item.<br/> Click on the "Click Here to Edit" link associated with the organization you wish to remove.</br> In the "Account Status" section, click on the "Inactive" radio button.</br> Click on the "Submit New Group Info" button near the bottom of the page.</br> If you want to reactivate the account, repeat the steps above and select "Active" instead of "Inactive".</p> <a name="change_id"><b>Logging in As a User Whose Account you Administer</b></a><br/> Click on "Change to Another Login ID" on the menu.<br/> By clicking on the "User Name" of the person you wish to login as, you are logged in as though you were them.<br/> When you wish to return to you original identity, click on the orange link near the top of the page "Click Here to Change Back to Original Identity".<p/> <a name="vacancies"><b>Vacancy Reports</b></a><br/> <i>Editing a vacancy report</i><br/> Click on the "Vacancy Report" menu item.<br/> Edit the fields in the form presented.<br/> Click on the "Click Here to Submit Changes" button near the bottom of the page.<p/> If you are done using the system, click on the link near the bottom of the page "When done making changes, click here to log off".<p></p> <i>Providing a Public Link to the Vancancy Page (No login/password needed)</i><br/> Click on the "Vacancy Report" menu item.<br/> Click on the "Link to public version of vacancy table" near the bottom of the page.<br/> You can copy the "Address" that appears near the top of your browser and paste it into emails, your webpage, etc., so that people without login/passwords can view the vacancy table.<p/> <i>Adding questions to your Vacancy Report</i><br/> You can customize your vacancy report to include as many questions as you'd like.<br/> Click on "Edit Form Questions" in the menu.<br/> Click on "Vacancy Report" from the list.<br/> See help for <a href="#edit_questions">"Editing Questions" by clicking here.</a><p></p> <a name="edit_questions"><b>Editing Questions</b></a><br/> <i>Activating Optional Questions</i><br/> For "Optional Question" you would like to add to this report type, click on the "Yes" radio button associated with the question.<br/> <i>Adding Custom Questions</i><br/> If you want to add your own question to a report, add the title of your new question in the "New Question Title:" blank near the bottom of the page.<br/> Next, click on radio button associated with the question type you want your new question be be (i.e., A "Text Question" ask for text, a "Number Question" only allows numbers as answers, etc.)<p/> <p><font face="Arial Black"><a name="client_id_no_profile">How to Enter</a> <a name="homeless_survey_household">Point-in-Time Forms</a><br> </font><i>If you have any question about entering the data, please don't hesitate to call 725-2930 or 664-2485.</i></p> <p>IMPORTANT NOTE: DO NOT THROW AWAY YOUR PAPER FORMS AFTER ENTERING THEM. Until the results have been tabulated and finalized, we may need the paper forms to complete the count. When the results are published, you can dispose of the forms.</p> <p><b>Login to the system<br> - </b>Obtain a login/password from the Housing Authority of Thurston County (664-2485).<br> - Point you internet web browser (such as Microsoft Internet Explorer) to the address: housing-information.net/tc/<br> - Enter your login and password</p> <p><b>Entering a Form - Individual Information<br> - </b>After logging in (see above), you should see a screen with a yellow-colored menu on the left hand side. Click you mouse pointer on the "Add New Client(s)" option.</p> <p>- You should now see an online version of the first part of the paper form. You can start entering the data.</p> <p>- DATA ENTRY HINTS (how to enter forms without the time-consuming use of the mouse): </p> <blockquote> <p>You can use the TAB button to move between questions on the form.</p> <p>To change the selection on "radio button" questions (such as "Gender"), use the arrow keys.</p> <p>For the "Birth Month" question, you can Tab to the question, then hit the key corresponding to the first letter of the month. Example, to bring up September, hit the "s" key. For months that start with the same letter (January, June, July), hit the "j" key multiple times until your selection appears.</p> <p>To check a "check box" question (such as "Disabilities") use the space bar.</p> <p>When you are done entering data, you can either click on the "Submit" button on the bottom of the page, OR hit the "Enter" key on your keyboard.</p> </blockquote> <p>- QUESTIONS TO SKIP - For the purposes of this point-in-time count, please ignore the "Relationship to HOH", "Client Identifier" and "Client Info Shared" questions. Empty or default answers in these questions are OK.</p> <p><b>Missing Information on Individuals #2, #3, and #4<br> </b>Only for Individual #1 is any information beyond the identifier collected on the paper form. Leave the additional questions (Disabilities and Veterans) blank for anyone beyond individual #1. See the "Missing/Incorrect Data Entry Guidelines" section if you have more than four households on your paper form.</p> <p><b>Have More than Three Household Members Reported on Paper Form<br> </b>If you have more than three individuals on your form, enter the total number of people in the household in question labeled "If you need additional entry blanks, enter the total number of household members here:" on the bottom of the electronic form.</p> <p><b>Entering a Form - Household Information<br> </b>Once you have entered the individual information, and clicked your mouse on the "Click Here to Enter Form" button on the bottom of the form, you will see the "<span class="yellow">Homeless Survey - Household Questions Report, which collects the "Household Information" portion of the paper form. This is information that applies to every individual entered on the last form.</span></p> <p><span class="yellow">- Note on "How Long have you been Homeless?"<br> If both years and months are entered, convert the years to months, add the result to the "Months' entry on the paper form, and enter the result into the electronic form.</span></p> <p>QUESTION TO SKIP - For the purposes of this point-in-time count, please ignore the "Share report with other organizations" questions.</p> <p>Once you have entered this form, click on the "Click Here to Enter new Household Report" button on the bottom of the page.</p> <p><b>Errors on the Forms<br> </b>If you make a data entry error, after you click on the "Submit" button the form will come back with an error message highlighted in red, with the offending question highlighted in red. If you have missing data the system insists that you enter, see the "Missing/Incorrect Data Entry Guidelines" in the next section.</p> <p><b>Editing a Form<br> </b>If you make a mistake on a form, you can come back to it later and edit it. To find previously entered forms:<br> - Click on the "Look-Up a Client In System" option on the menu on the left hand side of the screen.<br> - Enter the client identifying information on into the first section, and click the "Find best match" button.<br> - You should now se a list of client and household reports entered for that client.<br> - Click on the report you want to edit, edit the report, and click on the "Submit" button.</p> <p><font face="Arial Black">Missing/Incorrect Data Entry Guidelines</font></p> <p><b>Purpose of Guidelines<br> </b>Inevitably, some of the data collected on the forms will missing or entered incorrectly. These guidelines will provide consistent methods for handling these problems when entering the information into the database.</p> <p><b>Individual Information<br> </b><i>Missing Initials/Birth Month/Birth Day:</i> The only information necessary to enter the data is the gender and birth year. The remaining unique identifying information can be randomly generated by the computer by clicking on the "Anonymous Entry" button in the database. Initials do not need to be capitalized. Either upper or lower case is OK.</p> <p><i>Missing Birth Year, Individual #1: </i>If the birth year is missing for individual #1, the survey cannot be used. People collecting forms should work to make sure a birth year is included. A guess is OK, as long it is within 10 years.</p> <p><i>Other checked in Disabilities:</i> If answer was written in, try to adjust answer to fit into one the options. If the other truly does not fit into one of the categories, click on "Other", and enter the written-in entry into the "Other" space provided in the database in the following form: "Disabilities-[answer]". If Other is checked with nothing written-in, simply click "Other".</p> <p><i>More than one Veteran Status checked:</i> Use first answer checked, reading left to right.</p> <p><i>More than one Receiving Veterans Benefits checked:</i> Use "yes" if they indicated they were a veteran in previous questions; otherwise use "No".</p> <p><i>Missing Birth Year, Individuals #2-#4:</i> If the birth year is missing, use the birth year of individual #1.</p> <p><i>Missing Gender, Individuals #2-#4: </i>If the birth year is checked, but the gender is missing, use the opposite gender of individual #1.</p> <p><i>Entering "Number of other individuals in household":</i> Click on the "Anonymous Entry" button, and enter the gender and birth year of Individual #4.</p> <p><i>Individual #4 blank, but value entered in "Number of other individuals in household" question: </i>Do nothing. Not enough information to attempt to correct entry error.</p> <p><b>Household Information</b></p> <p><i>More than one Current Living Status checked:</i> Use the first one selected, reading left to right.</p> <p><i>How to convert years/month homeless to enter into database: </i>Multiply years by 12, and add the months. Enter the resulting value into the database.</p> <p><i>Number of years/month homeless left blank: </i>Leave blank.</p> <p><i>Other checked in Current living status:</i> If answer was written in, try to adjust answer to fit into one the options. If the other truly does not fit into one of the categories, click on other, and enter the written-in entry into the "Other" space provided in the database in the following form: "Living status-[answer]". If Other is checked with nothing written-in, simply click "Other". If the written-in "Other" answer is some form of permanent, safe housing, they are not homeless, so do not enter any of the form into the database.</p> <p><i>Other checked in Causes:</i> If answer was written in, try to adjust answer to fit into one the options. If the other truly does not fit into one of the categories, click on other, and enter the written-in entry into the "Other" space provided in the database in the following form: "Cause-[answer]". If Other is checked with nothing written-in, simply click "Other". </p> <p><i>Other checked in Income:</i> If answer was written in, try to adjust answer to fit into one the options. If the other truly does not fit into one of the categories, click Other, and enter the written-in entry into the "Other" space provided in the database in the following form: "Income-[answer]". If Other is checked with nothing written-in, simply click "Other". </p> This page will include the user manual. Users clicking on "More Help" will be taken to this page, and to the appropriate section based on page bookmarks. </BODY> </HTML>