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<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.&nbsp; 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.&nbsp; Click you mouse pointer on the
&quot;Add New Client(s)&quot; option.</p>
<p>- You should now see an online version of the first part of the paper
form.&nbsp; You can start entering the data.</p>
<p>- DATA ENTRY HINTS (how to enter forms without the time-consuming use of the
mouse):&nbsp;&nbsp;</p>
<blockquote>
  <p>You can use the TAB button to move between questions on the form.</p>
  <p>To change the selection on &quot;radio button&quot; questions (such as
  &quot;Gender&quot;), use the arrow keys.</p>
  <p>For the &quot;Birth Month&quot; question, you can Tab to the question, then
  hit the key corresponding to the first letter of the month.&nbsp; Example, to
  bring up September, hit the &quot;s&quot; key.&nbsp; For months that start
  with the same letter (January, June, July), hit the &quot;j&quot; key multiple
  times until your selection appears.</p>
  <p>To check a &quot;check box&quot; question (such as
  &quot;Disabilities&quot;) use the space bar.</p>
  <p>When you are done entering data, you can either click on the
  &quot;Submit&quot; button on the bottom of the page, OR hit the
  &quot;Enter&quot; key on your keyboard.</p>
</blockquote>
<p>- QUESTIONS TO SKIP - For the purposes of this point-in-time count, please
ignore the &quot;Relationship to HOH&quot;, &quot;Client Identifier&quot;
and &quot;Client Info Shared&quot; questions.&nbsp; 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.&nbsp; See the &quot;Missing/Incorrect Data Entry
Guidelines&quot; 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 &quot;If you need additional
entry blanks, enter the total number of household members here:&quot; 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 &quot;Click Here to Enter Form&quot; button on the bottom of the form, you
will see the &quot;<span class="yellow">Homeless Survey - Household Questions
Report, which collects the &quot;Household Information&quot; portion of the
paper form.&nbsp; This is information that applies to every individual entered
on the last form.</span></p>
<p><span class="yellow">- Note on &quot;How Long have you been Homeless?&quot;<br>
&nbsp;If both years and months are entered, convert the years to months, add the
result to the &quot;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 &quot;Share report with other organizations&quot; questions.</p>
<p>Once you have entered this form, click on the &quot;Click Here to Enter new
Household Report&quot; 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 &quot;Submit&quot;
button the form will come back with an error message highlighted in red, with
the offending question highlighted in red.&nbsp; If you have missing data the
system insists that you enter, see the &quot;Missing/Incorrect Data Entry
Guidelines&quot; 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.&nbsp; To find previously entered forms:<br>
- Click on the &quot;Look-Up a Client In System&quot; 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 &quot;Find best match&quot; 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
&quot;Submit&quot; 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
&quot;Anonymous Entry&quot; button in the database.&nbsp; 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.&nbsp; People collecting forms should
work to make sure a birth year is included.&nbsp; 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.&nbsp; If the other truly does not fit into
one of the categories, click on &quot;Other&quot;, and enter the written-in
entry into the &quot;Other&quot; space provided in the database in the following
form: &quot;Disabilities-[answer]&quot;.&nbsp; If Other is checked with nothing
written-in, simply click &quot;Other&quot;.</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 &quot;yes&quot;
if they indicated they were a veteran in previous questions; otherwise use
&quot;No&quot;.</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 &quot;Number of other individuals in household&quot;:</i> Click
on the &quot;Anonymous Entry&quot; button, and enter the gender and birth year
of Individual #4.</p>
<p><i>Individual #4 blank, but value entered in &quot;Number of other
individuals in household&quot; question: </i>Do nothing.&nbsp; 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.&nbsp; 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.&nbsp; If the other truly does not
fit into one of the categories, click on other, and enter the written-in entry
into the &quot;Other&quot; space provided in the database in the following form:
&quot;Living status-[answer]&quot;.&nbsp; If Other is checked with nothing
written-in, simply click &quot;Other&quot;.&nbsp; If the written-in
&quot;Other&quot; 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.&nbsp; If the other truly does not fit into
one of the categories, click on other, and enter the written-in entry into the
&quot;Other&quot; space provided in the database in the following form:
&quot;Cause-[answer]&quot;.&nbsp; If Other is checked with nothing written-in,
simply click &quot;Other&quot;.&nbsp;</p>
<p><i>Other checked in Income:</i> If answer was written in, try to adjust
answer to fit into one the options.&nbsp; If the other truly does not fit into
one of the categories, click Other, and enter the written-in entry into the
&quot;Other&quot; space provided in the database in the following form:
&quot;Income-[answer]&quot;.&nbsp; If Other is checked with nothing written-in,
simply click &quot;Other&quot;. </p>



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