Quick links:

    Introduction             Table of Contents                    User’s Guide                 Database
    ...
Introduction

If I the author were you the reader, I’d skip this introduction and head straight for the Table of
Contents,...
Product Disclaimer and Licensing Statement

Most lawyers claim that Shakespeare was taken out of context when in Henry VI ...
1.10 – Housing History.......................................................................................................
When entering the name of a new user, you must specify Initials, First Name, Last Name, and a
Username, which is the same ...
CFAL User’s Guide

General Notes Regarding the User Interface

CFAL Client is a Microsoft Windows-based application; there...
To enhance the accessibility of the application, CFAL utilizes a number of shortcut or “hot”
keys. A shortcut is a combina...
ALT + V           to select Preview Report
ALT + M           to select the Form
ALT + H           to select Labels


Other...
Section 1 – Data Input Forms




The Main form, which is the default form that is loaded on startup, has controls that are...
1.1 – The People Form




People Form – An Overview

The People form represents the core of the CFAL application’s consume...
Another subject for consideration is the issue of privacy. The CFAL database is designed with
security features that will ...
At the bottom left corner of the People form there is a record navigator. If many
                  records are returned a...
the zip code field. After a zip code is entered the database city, state, and county or borough
information will automatic...
The Case Notes & History sub-form provides a method to record general interactions with an
individual. As new records are ...
Often during interaction with a consumer, more than one service will be provided or work will
be performed under more than...
An individual’s primary disability can be recorded on the People form. If additional disabilities
need to be recorded, you...
1.5 – Consumer Goals


Use this sub-form to set goals for a consumer. By pressing the New button you can select the
type o...
1.6 – Intake History




The Intake History sub-form is used to intake a consumer into a grant or program. By pressing
the...
1.7 – Employment History sub-form

Use Employment History to enter data about a consumer’s past or present employment. Ent...
1.8 – Income/Benefits History sub-form

The Income/Benefits History sub-form is used to enter data about a consumer’s inco...
1.10 – Housing History

Use Housing History to enter present or past housing data for a consumer. Select the Housing
Type ...
CFAL also contains some workflow features that are accessible through the Services and
Referrals form. If you refer an ind...
1.13 – Insurance History sub-form

The Insurance History sub-form is used to enter data on the insurance status of an indi...
1.15 – Attendant Info sub-form

The Attendant Info sub-form is used to record information about an individual’s attendants...
1.17 – Relationship with People sub-form

The CFAL database has the ability to associate many of its data elements with ot...
The CFAL database administrator has the ability to create mailing lists. This sub-form allows
you to associate a person wi...
Keywords provide another way to make associations in your database. The CFAL database
administrator can create a set of ke...
Many of the same features of the People form are utilized in the Phone Referral form. Records
can be searched as follows:
...
Section 2 – Organization Management


Overview

In addition to information about people, the CFAL system is designed to ma...
6       Mobility/ Transportation
                       7       Personal Assistant Services
                       8      ...
F9:      To search by Project Name – list of projects will be displayed in the dropdown
                  box.
         F1...
The Project Report (Narrative) button will generate a Narrative Report as a Word Document that
will show the Project Name,...
As with most forms, there is a section that allows you to search for an event.

       F9:     To search by Event name
   ...
Organization form will automatically open. When you exit the Organization form you will return
to the Work Log form where ...
2.6 – Work Log Report

Pressing the Report button will generate a detailed report for a specific work log entry.

2.7 - Gr...
2.8 - Publish to Web




In conjunction with other agencies, Engineering Data is in the process of developing a web-
enabl...
The Outreach form can be used to collect information about Outreach, Training and Educational
Activity programs. Enter the...
organizations    that         were       returned      by           the     search.

         F12:     To search by phone ...
2.11 - Site Profile




The Site Profile form allows you to record specific information about your organization. The
infor...
ISService Codes, DOL Disability Codes, and SSA Disability Codes. You should not modify the
contents of these tables. Doing...
The Configure Grants screen is used to enter information for work that you perform under
specific grants like the Social S...
It is important that a state be selected for correct report configuration. CFAL is designed to
support a variety of state-...
Press Ok to Exit this window.

For more information about the configuration of disabilities and services, refer to the app...
If you attempt to generate a report without specifying all requisite parameters, you will be
prompted to supply the missin...
12- Census Data Counties Served: Census data for all counties (by zip codes) that were
        served during specific date...
26- File A Bug Report: Form that allows the user to explain and send email to CFAL
        software developers regarding p...
39- People List (I&R) by Staff: This report lists the names of all Information & Referral in
        the database by staff...
52- Site Profile Report: Detailed site profile report generated from the data entered on the
        Site Profile form.

 ...
Section 4 - Managing Correspondence

Correspondence – An Overview

CFAL Client can manage correspondence with people and o...
4.1 How to Send Letters and Make Labels

In order to send a new letter to a group of people, perform the following steps:
...
6. Make sure that the Display as Icon check box is cleared, and that the Link check box is
      checked. Browse to the fo...
fields from the People table. For more information on custom query development, refer to
         Microsoft Access documen...
15. When printing letters as labels, the requested letter format will be printed in the upper
        right corner of each...
Section 5 - Database Administration


Database Administration – An Overview

To perform the tasks of database administrato...
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
CFAL Client User's Manual.doc
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CFAL Client User's Manual.doc
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  1. 1. Quick links: Introduction Table of Contents User’s Guide Database Administration CFAL-NetCIL Client Database System User’s Guide and Database Administration Manual Version 4.2 — November 2005 More current information may be available on our website at: www.ed2c.com/cfal CFAL NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2
  2. 2. Introduction If I the author were you the reader, I’d skip this introduction and head straight for the Table of Contents, User’s Guide, or the Database Administrator’s Guide, which are the only really useful sections of this manual. This introduction contains the usual self-congratulatory remarks about how great this software is, along with the obligatory disclaimer that says in effect that you use this system at your own risk. The CFAL Database System was created by the staff of Engineering Data Corp. (ed2c) in Louisville, Kentucky. The application is designed to manage most of the data elements that pertain to the operation of Independent Living Centers or other similar agencies that are charged with case management operations. CFAL is capable of automatically generating a variety of agency reports such as the RSA 704, HUD Section 8, Shelter Plus Care, California CILR, and New York State VESID, and it can interface with external data systems such as the Social Security Administration’s BPAO database. CFAL supports remote data collection so that information can be generated almost anywhere and then transmitted to a central repository. As of this writing, the application is in operational use by over 80 agencies throughout the United States. Acknowledgements Version 4.2 of the CFAL system represents the culmination of over five thousand hours of development work by a number of dedicated people. The staff of ed2c is particularly grateful for the valuable assistance that professionals at a number of centers have provided. A few whose efforts we especially wish to acknowledge are: Jan Day, Mike Markiewicz, and Beverly Alford of the Center for Accessible Living in Louisville, Julie Hyman of the Center for the Independence of the Disabled in New York City, John Strothenke of the Westchester Disabled on the Move Center in Yonkers, New York, and Gordon Blacknell of the Westside Center for Independence in Los Angeles. Their contributions have played a major role in making the CFAL database system a valuable community asset. This manual is designed to serve as a basic guide to the CFAL Database System. In the course of its use, you will find that you need to make a number of policy decisions regarding the collection and interpretation of the data that you will store in the CFAL database. As you gain insight into the system and its role within your organization, you may develop procedures that could be of benefit to other users. The staff of ed2c welcomes your input in order to make this guide and the application more useful. Feel free to forward your comments to us anytime. Engineering Data Corp. Box 5636 Louisville Kentucky 40255-0636 (502) 412-4000 (888) 335-8600 techsupport@ed2c.com CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 2
  3. 3. Product Disclaimer and Licensing Statement Most lawyers claim that Shakespeare was taken out of context when in Henry VI he said, “The first thing we do, let’s kill all the lawyers.” But, engineers will tell you that Shakespeare was very much in context when in Hamlet he wrote, “For ’tis the sport to have the engineer hoisted with his own petard.” To prevent ourselves from being hoisted (particularly by our petards), we respectfully request that you read and acknowledge the following statements: • When you purchase a CFAL license, ed2c grants you unlimited rights to install the CFAL application at your site, regardless of the number of people who use it. However, use of this software requires at least one properly installed copy of Microsoft Access 2000, XP, or 2002 for which, as you might have guessed, Microsoft owns the copyright. “Properly Installed” means, in legalese, that you must have at least one licensed copy of Microsoft Access. If you have many users, then you must also have an Access license for each of those users, or a multi-user licensing agreement with Microsoft, or the run-time version of Access, which ed2c can provide to you royalty-free. If you fail to follow these guidelines, Billy Gates may send his minions in the middle of the night to steal all of your hubcaps. Or worse yet, he may make you listen to a Steve Ballmer speech. • ed2c retains full rights to the CFAL software and database designs. The software code and databases in CFAL took us an incredibly long time to develop, and because we put so much effort into it we decided to go to the extra trouble of copyrighting it. ed2c owns the copyright to CFAL, meaning that we’re the only ones who can use its source code and database designs for commercial purposes. In order to be granted a license to use CFAL, you must pay a license fee to ed2c. As a licensed user, you agree to use CFAL for your own internal business purposes, and you agree that you will not redistribute CFAL software or databases to any other organization without the express written consent of ed2c. You also agree that any derivative applications that you develop, if they are based on CFAL database designs, will be used only for your own internal business purposes and not for commercial distribution to outside parties. By agreeing to these terms, you’re helping us all stay in business for a little while longer. • You assume all of the risk involved in the use of this software. If you suffer data loss, financial loss, hair loss, or any kind of loss as the result of using this system, well blame Murphy, not us. The good folks at ed2c will do their level best to help you with any trouble that you might run into, but by using this software you acknowledge that Murphy is out there, lurking, and that if you’re not careful, he’ll get you. CFAL User’s Guide........................................................................................................................6 Reports.............................................................................................................................................7 Report Options and Letters.............................................................................................................7 .........................................................................................................................................................8 Section 1 – Data Input Forms........................................................................................................9 1.1 – The People Form..................................................................................................................10 ......................................................................................................................................................16 1.4 – Assistance Equipment sub-form...........................................................................................16 1.6 – Intake History.......................................................................................................................18 1.9 – Education History sub-form.................................................................................................20 CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 3
  4. 4. 1.10 – Housing History.................................................................................................................21 1.11 – Services & Referrals sub-form...........................................................................................21 .......................................................................................................................................................22 1.12 – Domestic Status sub-form...................................................................................................22 1.14 – VR Status sub-form.............................................................................................................23 1.15 – Attendant Info sub-form......................................................................................................24 1.16 – Transport Info sub-form.....................................................................................................24 1.17 – Relationship with People sub-form....................................................................................25 1.18 – Relationship with Organization sub-form..........................................................................25 1.19 – Mailing List sub-form.........................................................................................................25 1.20 – Volunteers sub-form...........................................................................................................26 1.21 – Keywords sub-form.............................................................................................................26 1.22 – Phone Referral Form..........................................................................................................27 2.4 -- Events..................................................................................................................................32 2.5 – The Work Log ......................................................................................................................33 2.10 – Organizations.....................................................................................................................37 2.11 - Site Profile...........................................................................................................................39 Section 3 -- Reports.......................................................................................................................43 List of pre-configured reports .....................................................................................................44 1-704 Report: Federal RSA Report For more information, please refer to the RSA 704 Data Collection protocol supplement to this user’s manual................................................................44 4-Activity Report - Grants & Programs: List of all people who show an intake into a certain grant or program. To generate the report, the “View Additional Report Option” box on the main form must be checked and a specific Grant or Program must be selected. .....................44 12-Census Data Counties Served: Census data for all counties (by zip codes) that were served during specific dates. The CFAL database comes equipped with demographic information by county that was obtained from the 2000 US Census...................................................................45 22-Core Services Report: Report showing the totals of the four Core services: Advocacy, IL Skills, Information & Referral and Peer Support. The Work Log and the Case Notes & History form both have the four Core services checkboxes from which the report is generated. .......................................................................................................................................................45 34-Outreach Narrative: Report that lists the Outreach entries made during a specific period of time, the projects associated with it, the hours spent, the number of attendees, the number of handout the questions and follow-up. This report gets generated from the data entered on the Outreach form on the Main form..........................................................................................46 56-Work Log Report by Staff: Report of all work log entries for a specific staff member during a specific period of time...................................................................................................................48 Section 4 - Managing Correspondence.........................................................................................49 Section 5 - Database Administration ...........................................................................................54 5.1 - Connecting to File Servers...................................................................................................55 5.2 - Database Users ...................................................................................................................56 Everyone who uses your database must be registered in its Database Users table. The application attempts to match the current session network logon name with a UserName entry in this table. If no match is found, or if an unregistered user attempts to run the application, the user must log on using a predefined, active account in order to gain access. If you supply a password to the system administrator account, administrator access will be denied unless the password is supplied. You will also need the administrator password if you need to open your file server directly. Do not delete the System Administrator entry in your Database Users table. Doing so may prevent you from accessing your data...................................................................56 CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 4
  5. 5. When entering the name of a new user, you must specify Initials, First Name, Last Name, and a Username, which is the same name that is used to log on to your network. A Level is also required. A Password is optional, as is a Startup Form. The Active checkbox must also be selected, or a user will not be able to log on. When a staff member leaves your organization or no longer uses CFAL, it’s recommended that you uncheck their Active field rather than deleting their record. By doing so, you preserve an audit trail of records that are tagged with the user’s ID. ................................................................................................................................................56 .......................................................................................................................................................57 CFAL utilizes a ten-level security scheme. The Level field is used to set security permissions for a user, where 10 allows the highest level of access and 1 the lowest. Controls are enabled or disabled based upon the level that has been assigned. The following table lists each of the CFAL application’s major functions and the minimum levels that are required in order to run them:..57 A user who is assigned a privilege level of 1 must also have a startup form assigned. In the Startup Form field, a drop-down list provides a choice of all the forms that are available. If no form is selected, the Main form is loaded by default. User records that are set to a privilege level of 1 must also have a valid username entered that matches the Windows username of their workstation account......................................................................................................................58 5.3 – Export Queries.....................................................................................................................58 5.5 – Database Replication...........................................................................................................58 5.7 - Synchronization.....................................................................................................................60 5.8 – Synchronization Status.........................................................................................................61 5.9 – SSA Data Export...................................................................................................................61 5.14 – Database Tables and Lists.................................................................................................66 5.15 – FTP Configuration.............................................................................................................71 CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 5
  6. 6. CFAL User’s Guide General Notes Regarding the User Interface CFAL Client is a Microsoft Windows-based application; therefore all standard features of the Windows user interface apply to the control of this software. Most data entry, editing, and statistical analysis functions can be accomplished through the use of input forms. Data entry fields and buttons are designed for access by either the keyboard or the mouse. All controls can be accessed by simultaneously pressing the "Alt" key and the appropriate underlined "accelerator" key. In the case of data entry fields, use of the accelerator key will also highlight the currently displayed data for that field. If a user types any character in a highlighted field, the highlighted information will be automatically deleted, and replaced by the new entry. Pressing the “F2” key toggles the highlighting of a field. Some controls may share accelerator keys; therefore it may be necessary to type the appropriate key twice in order to activate the function. The “Enter” and “Tab” keys have the same effect on all input forms. Pressing either of these keys will move the cursor to the next input field in a form’s sequence. For hyperlink fields, the user must press the "Tab" key to move to the next field, or the hyperlink will be activated. Most dropdown lists are designed to "drop" automatically when the cursor is placed in their fields. Pressing the “F4” function key can toggle the dropdown state of a list. For forms with record navigators, pressing the “F5” function key will move the cursor into the record navigator window, where a specific record number can be typed. Pressing "Shift-F9" will initiate a re-query of a form's data set. For more information on “Hot” keys, please refer to the CFAL Database Administrator’s Guide. Once data is typed into any record in the database, it is automatically stored unless you press the “Esc” (escape) key. If you make a mistake while typing data within an individual field, simply retype the correct information while the cursor is still in that field. If you make a more serious mistake such as editing the wrong record, press “Esc.” Normally, you will be able to undo all of the changes that you have made to the record. CFAL Client input forms are designed to display full-screen at a resolution of 800 x 600 pixels. At lower or higher resolutions, input forms will shrink or expand to utilize all of the viewable screen area. Users with vision impairment who use a screen resolution of 640x480 may find that some controls are difficult to read. In such cases, we recommend the use of the Windows screen magnifier that is integrated into the CFAL application. CFAL Client is equipped with a form for reporting problems or recording general comments regarding its use. Selecting the “File a Bug Report” entry from the CFAL Client Main menu reports list will activate this form. If your installation is properly equipped, you can e-mail your comments directly to ed2c by clicking the form's blue hyperlink. CFAL users are divided into two main groups: “Standard” users, and “Power” users. Normally, standard users will have an input form such as the “People or “Phone Referral” form assigned to them by the system administrator. If a form is assigned, it will open automatically when the application is launched. When the form is closed, so will the application. “Power” users have access to the Main form, which acts as a control panel for database configuration, reporting, and output to external data systems. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 6
  7. 7. To enhance the accessibility of the application, CFAL utilizes a number of shortcut or “hot” keys. A shortcut is a combination of keys that when pressed together accomplish the same task as a mouse click. For example, by pressing F1 instead of clicking “Help”, the CFAL Client help file will appear. Shortcut keys are identified with an underlined letter on controls. By simultaneously pressing the ALT key plus the key that corresponds to the underlined character, your input will have the same effect as if you clicked the control with the mouse. On the Main form you can use the left and right arrows, the tab key, and the enter key to navigate from one button to another. Once the cursor focus is set on the desired button, you can press Enter to open the form that the button controls. Alternately, you can use shortcut keys to open the form. Because of space limitations some keystroke combinations will open more than one form. For example, both the Organization and Community Goal forms can be accessed by pressing ALT + G. If the form that opens is not the one that you want, press ALT + X to close it and then press the original key combination again. The following table lists the standard keystroke combinations that are implemented in the CFAL application: Data Entry Forms ALT + P opens the People form ALT + W opens the Work form ALT + G opens the Organizations form ALT + G opens the Community Goal form ALT + J opens the Project form ALT + E opens the Events form ALT + O opens the Outreach form Reports ALT + 1 moves to the 1- Reports section ALT + V Select Preview mode; ALT-V again selects additional report options Database Administration ALT + O opens the Connect dialog ALT + B opens the Database Users form ALT + Q opens the Export Queries option ALT + K opens Make Replica option ALT + Y opens the Synchronization option Report Options and Letters ALT + L opens the Letters form ALT + C clears out the Comments section on the Main form ALT + F to edit the From Date ALT + T to edit the To Date ALT + N to select Print Report CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 7
  8. 8. ALT + V to select Preview Report ALT + M to select the Form ALT + H to select Labels Other ALT + A to access the Accessibility Features ALT + D to access the Database Window ALT + X to Exit CFAL Client application The following shortcut keys are standard on all forms: TAB or ENTER to navigate from one field to the other within a form or sub-form (In a note field, use the Tab key to go to the next field. The enter key creates a new line in your note) ALT + N to open a new record ALT + X to exit a form or sub-form SHIFT + TAB to go to the previous field ALT + DOWNARROW to make a list drop down (if it doesn’t happen automatically) SPACEBAR to check a checkbox field ALT + Underlined Letter to set the focus on a specific field ESC to undo the last action performed or to clear data entry F3 unlocks records in the People, Work Log, and Organization forms to allow editing of existing data while helping to prevent accidental overwrite. CFAL is designed to be integrated with your computer’s accessibility features. When you press the Accessibility Features button (or ALT+A), a sub-form opens that allows you to enable the accessibility features that are built into the Windows operating system, such as the Narrator and Magnifier. CFAL will also work with the JAWS screen-reader application. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 8
  9. 9. Section 1 – Data Input Forms The Main form, which is the default form that is loaded on startup, has controls that are divided into four distinct areas: Data Entry, Reports, Database Administration, and Report Options. Buttons are organized into two distinct groups: Black text for data entry and reporting, and blue text for database controls. Report Options apply to a number of database reports. Almost all reports will return information based upon the “From” and “To” dates that can be set in the report Options area of the Main screen. For convenience, these dates can be set automatically by selecting an option such as “Last Quarter.” Using these controls will cause the “From” and “To” dates to be set to appropriate values based upon the system clock. For more information, refer to the Reports section of this manual. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 9
  10. 10. 1.1 – The People Form People Form – An Overview The People form represents the core of the CFAL application’s consumer database. All information regarding consumers, collateral contacts, intakes and referrals, and agency contacts can be entered and edited from the People form. Before you begin to enter data, you should make a few policy decisions regarding the manner in which personal records will be handled. During initial contact with an individual, every effort should be made to collect enough information so that the individual can be uniquely identified. Only you can decide what constitutes “enough information,” but a good minimum criterion is a name and a phone number. For the inevitable cases where callers wish to remain anonymous, it’s recommended that you create a record with last name “Anonymous” or “Anon”, and that you record a note for each interaction with anonymous callers. By doing so, proper “credit” will be given when calculating statistics regarding activity. Often “collateral” contacts will call on behalf of a consumer. You must also decide how to handle such circumstances. Ideally, a record will be written for both the collateral contact and the consumer, and each can be classified according to contact type. Practically, interactions directly with consumers or with collateral contacts may be combined into a single record for the sake of expedience. In such cases it’s best – if possible – to record the consumer’s own name, and to reference the collateral contact in the notes field for that consumer. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 10
  11. 11. Another subject for consideration is the issue of privacy. The CFAL database is designed with security features that will – to a point – prevent unauthorized disclosure or alteration of consumer information. It is NOT, however, designed to thwart malicious attack, and therefore great care should be exercised when recording very sensitive information. It’s recommended that extremely sensitive information NOT be recorded in the database, but in an external document that can be physically secured. Then, in the notes field for the individual you can simply write, “see file.” People in the CFAL database are distinguished by Contact Type. When an individual’s record is first entered into the database, their contact type will default to “Information and Referral”. Once set, the Contact Type will never automatically be changed by the database. If you begin to provide services or interact with the individual in any meaningful way, you will probably want to change their status to “Consumer.” If you stop providing services, you may wish to set the consumer’s status to “Inactive”. The criteria that you use in order to define a person’s status are entirely up to you. The CFAL database contains a number of list tables that are used to categorize consumers and your interactions with them. These lists are designed to provide standard information for statistical reporting systems such as the Department of Labor 704. By design, these lists cannot be modified in the People form. This restriction helps to ensure that demographic information is categorized in a logical way. In many cases the system administrator can modify these lists, but care should be taken in order to ensure that the accuracy of these reporting systems is maintained. In any event, it’s best to form a consensus with your colleagues about information policy before beginning data entry. Consistency in data entry will improve the accuracy and utility of the statistics that you will gather from your database. The People form is divided into three sections. The first is located at the very top, and is used to search for specific records. Searches can be performed using one of four fields: F5: To search by: CFAL ID number, Person, Keyword or Query. When searching by name, a dropdown list that contains all records in the database will be displayed, and only the selected record will be returned. When searching by keyword or query, all records that match the search request will be returned. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 11
  12. 12. At the bottom left corner of the People form there is a record navigator. If many records are returned as the result of a search, you can scroll through the records by clicking on the right arrow located next to the record number until the desired record is displayed. F3: Unlock current record for editing F9: To search by Last Name F10: To search by Social Security Number F11: To search by Home Phone number F12: To search by Work Phone “Last Name” searches can utilize the wildcard character “*”, and are not case-sensitive. For example, a search for “sm*th” will return all records with last names “Smith” and “Smythe.” You can enter as many wildcard characters in the search string as you wish. “Sm*th*” will return all “Smiths,” “Smythes,” and “Smithsons.” Note that the use of wildcards may result in slower search results. All other searches will only return records that match the search criteria exactly. The central part of the People form displays basic demographic information. As new data is entered, it will automatically be formatted. For example, if you enter a first name of “ mary” the database will eliminate the leading spaces and retype the “m” in uppercase, so that the name reads “Mary”. This formatting will only be applied to new records. After first and last names are entered, you will be given the opportunity to associate the individual with an organization that has been stored in your database. If you select an organization from either the “Organization” or “Acronym” dropdown boxes, the address and telephone information for that organization will automatically be copied into the individual’s record. Note that acronyms reference the same list as organizations; the acronym list is provided as a shortcut method for ease of use. If any of the contact information is found to be incorrect after it has been copied, you can edit it and the updated information will be retained in that person’s record. If you do not associate the person with an organization, the individual’s contact type will default to “Information & Referral”. You may select the Contact Type dropdown box and change the contact type to any available listing. Only pre-defined contact types may be used. If a date of birth is recorded, CFAL will automatically calculate and continually update the individual’s age based upon the system clock. Age data cannot therefore be edited directly, but the cursor stops in this field so that users who employ a screen reader can hear the age that has been calculated. In order to avoid duplicate records, the database will not allow you to enter a Social Security Number more than once. A warning message will also appear if a duplicate telephone number is detected. In the event that a possible duplicate record is found, you will be asked if you wish to store the current record or retrieve the duplicate. If you choose to retrieve the duplicate, your current edits will be discarded. In the case of a duplicate Social Security number, you can only save your current edits if you change the SSN or if you leave the SSN field blank. The CFAL database comes equipped with a complete zip code list for the United States and its territories. When entering new records, the cursor will skip city and state fields and jump into CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 12
  13. 13. the zip code field. After a zip code is entered the database city, state, and county or borough information will automatically be entered into the record. In case an error is made, this information can always be edited. The People form always opens to a blank record. No previously–stored data will appear unless the Show All checkbox on the upper right corner of the People form is selected. This feature was implemented as a safeguard against accidental deletion or alteration of an existing record. On initial data entry for records throughout the CFAL database, records will be automatically tagged with the User ID of the person who is logged on to the workstation. Users may change the User ID of the record if needed. Only users with privilege level 10 are allowed to delete a consumer record once it has been stored. The Current Status area of the People form is designed to retrieve and display the most recent transactional information for a given individual. For example, it will display the sum of all current income records and the most recently entered records for housing, education, and domestic status. The CFAL system is designed so that you can easily record your interactions with people whose information is recorded in its database. The third part of the People form contains controls to sub-forms where you can enter interactive data. There are two sets of sub-forms; pressing the More Options button will display the alternate set. Sub-forms 1.2 - Case Notes & History sub-form CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 13
  14. 14. The Case Notes & History sub-form provides a method to record general interactions with an individual. As new records are written, the date and time of entry and the user’s ID are automatically recorded so that a transactional history can be compiled. An “Initial Entry” record is automatically generated when an individual’s data is first recorded. Do not delete this record, as it is used for reporting purposes. To enter a new case note, press the New button, and select a category for the entry from the drop-down list in the Category field. Select a category that relates to the information that you need to enter. The Date field can be edited as necessary. Hours spent on the transaction can be recorded in fifteen-minute intervals. If services were provided and/or your work was performed as part of a grant, specify Grant Type and Services as applicable. Contact Type is an optional field that can be used to further categorize your notes. To edit an exisiting record, you must first click “Preview” or select ALT-V on your keyboard. You’ll note that the selection of certain categories causes additional edit fields to appear. For example, if you select the category “Consumer Becomes Inactive,” an additional field appears next to the Grant Type drop-down box where you can record the reason why the individual became inactive. The following graphic illustrates such a case: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 14
  15. 15. Often during interaction with a consumer, more than one service will be provided or work will be performed under more than one grant. The most accurate way to record such activity is to write multiple case notes – there is no limit to the number of notes that can be recorded. By writing multiple notes, the amount of effort expended for the provision of each service will be accurately recorded. All reporting in the CFAL system is based upon the number of hours recorded by service or grant. At your option, you can also specify the core services that are provided during each interaction. Any or all of the core services check boxes can be selected. Note that these boxes are provided for your internal reference only, and are not used for reporting. The notes field is a free-form area where you can record any comments regarding your interaction with an individual. 1.3 – Additional Disabilities sub-form CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 15
  16. 16. An individual’s primary disability can be recorded on the People form. If additional disabilities need to be recorded, you can do so via the Additional Disabilities form. Select the disability from the drop-down box, assign it a rank, and enter the date and any notes as applicable. If the disability is considered to be severe, check the Severe box. 1.4 – Assistance Equipment sub-form The Assistance Equipment sub-form is used to enter data on equipment that is loaned by you to an individual, or to enter information about any assistance equipment that they may already possess. Select the equipment type from the Assistance Equipment drop-down box, indicate if the equipment is a loan, and in such cases enter a loan date and a return date. When the equipment is returned, enter the Returned Date. The Borrower Form button will display a Borrower’s Agreement form for the consumer to sign. The View Inventory button allows you to enter, edit, and manage your inventory. By checking the Equipment Loan box, the item will automatically be removed from your inventory until it is returned. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 16
  17. 17. 1.5 – Consumer Goals Use this sub-form to set goals for a consumer. By pressing the New button you can select the type of goal from the drop-down list and set the Goal Start Date. The Goal Target Date represents the target date set for the consumer to meet the goal; the Actual End Date represents the actual completion date of a goal. You may set as many goals as you wish to for anyone in your database and add any notes that pertain to the consumer activity, consumer progress, staff activity and the final outcome of the goal, as shown below. CFAL contains an expanded capability for goal tracking. Note that there are new fields that can categorize Consumer Activity, Consumer Progress, Staff Activity, and Outcome. There is also an Outcome Score dropdown box where you can grade the goal’s outcome. The use of any of these new fields is entirely optional. Only Goal Type and Dates as appropriate are currently used for federal and state reporting purposes. The “Consumer Agreement” button will generate a form that can be printed and then signed by both the consumer and the staff member. The “Consumer Goal Report” button will generate a detailed report of a specific consumer goal. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 17
  18. 18. 1.6 – Intake History The Intake History sub-form is used to intake a consumer into a grant or program. By pressing the New button you can select a Grant or a Program from the drop-down list. Set the Intake date and a comment if you wish. Certain grants or programs have an associated Requirements Form, where you can record any required additional information. When you press the Req. Form button the associated Requirements Form will appear, or you will see a message that says, “No form has been defined for this grant”. Complete the form as applicable and press Exit to return to the Intake History sub-form. The next graphic illustrates an SSA Grant requirements form: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 18
  19. 19. 1.7 – Employment History sub-form Use Employment History to enter data about a consumer’s past or present employment. Enter applicable data as desired. If you are working with the consumer under an SSA grant, ensure that you fill in the fields that are marked [SSA]. Doing so will ensure that proper employment statistics are furnished to the SSA BPAO database. The number of days worked is automatically calculated based on the dates that you enter. If the employment is current, leave the end date blank, and the number of days worked will be calculated based on the system clock. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 19
  20. 20. 1.8 – Income/Benefits History sub-form The Income/Benefits History sub-form is used to enter data about a consumer’s income and benefits history. Select the type of Income/Benefits from the drop-down list, and then enter the Amount, Start Date, End Date, and Notes as applicable. Reports that calculate income will use this information rather than data from the employment section. 1.9 – Education History sub-form The Education History button is used to record the education experience of a consumer. Select the applicable Education type from the drop-down box, the date, and any appropriate comments. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 20
  21. 21. 1.10 – Housing History Use Housing History to enter present or past housing data for a consumer. Select the Housing Type from the drop-down box, and enter the Date, Address, City, State, and Zip as appropriate. 1.11 – Services & Referrals sub-form The Services & Referrals sub-form is used to specify any referrals that you make for an individual. Select the Service and enter the Request Date, Completion Date, Grant, Referred from Organization, Referred to Person, and Referred to Organization as appropriate. If the consumer is receiving services under an SSA grant, other input fields will appear. In such cases, enter all SSA data in order to ensure the accuracy of information that is transmitted to the BPAO database. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 21
  22. 22. CFAL also contains some workflow features that are accessible through the Services and Referrals form. If you refer an individual to someone on your staff (Referred to Person), the referral will appear on the Referrals to Staff reports. This feature improves your organization’s ability to accurately track service requests from consumers. The remaining sub-forms are accessible via the second set of controls on the People form. These controls can be made visible by selecting the More Options button. 1.12 – Domestic Status sub-form Use the Domestic Status sub-form to enter an individual’s marital status. Select the applicable Marital Status from the drop-down box, the number of Persons in Household, the Date, and any comments as applicable. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 22
  23. 23. 1.13 – Insurance History sub-form The Insurance History sub-form is used to enter data on the insurance status of an individual. Enter data as appropriate. 1.14 – VR Status sub-form The VR/DFB Status sub-form is used to record Vocational-Rehabilitation data about an individual. Enter data as appropriate. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 23
  24. 24. 1.15 – Attendant Info sub-form The Attendant Info sub-form is used to record information about an individual’s attendants or attendant needs. Enter data as appropriate. 1.16 – Transport Info sub-form The Transport Info sub-form is used to record information about an individual’s transportation needs or capabilities. Enter data as appropriate. Note that multiple transportation records can be written, so that changes in a consumer’s transportation capabilities can be recorded. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 24
  25. 25. 1.17 – Relationship with People sub-form The CFAL database has the ability to associate many of its data elements with other elements in the database. The Relationship sub-form allows you select any person in your database (from the drop-down list) and associate them with the individual whose record you are editing. You can also specify their relationship in the Relationship field. 1.18 – Relationship with Organization sub-form The Relationship with Organization sub-form allows you to associate a person with an organization. Every organization that has previously been entered in the Organizations form will automatically appear in the drop-down list. You can associate a person with as many organizations as you wish. 1.19 – Mailing List sub-form CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 25
  26. 26. The CFAL database administrator has the ability to create mailing lists. This sub-form allows you to associate a person with those predefined mailing lists. You can associate a person with as many mailing lists as you wish. Mailing lists provide an easy way to manage correspondence. 1.20 – Volunteers sub-form This sub-form is used to identify people in your database who are willing to work as volunteers. The form is designed to categorize volunteers by the types of activities that they are willing to perform as well as the times that they are available. 1.21 – Keywords sub-form CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 26
  27. 27. Keywords provide another way to make associations in your database. The CFAL database administrator can create a set of keywords in order to classify groups; the sub-form allows you to associate any keyword with any person in your database. Press the Keywords button at the bottom of your screen, then the New button to add a keyword association. You can repeat this process as many times as you wish. When done, press Exit to return to the People form. By associating people with keywords, you will enhance your search capabilities. 1.22 – Phone Referral Form Interactions with people often involve no more than a quick phone call. As such the Phone Referral form was designed as a companion to the more complex People form, so that basic intake information can be recorded quickly. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 27
  28. 28. Many of the same features of the People form are utilized in the Phone Referral form. Records can be searched as follows: F5: Opens a drop-down list of every person in your database. Selecting a person from this list will retrieve all of their information into the Phone Referral form. F9: Last Name search. F10: Search by a staff member Note that the layout of the Phone Referral form is somewhat different than the People form. Nevertheless, all of the information that is entered in the Phone Referral form will also be accessible through the People form. A button is provided that will allow you to quickly switch to the People form. When the button is pressed, the People form will open and automatically retrieve the same record that is displayed on the Phone Referral form. The Phone Referral form also contains a section for referrals. This section of the form can be accessed without the use of a mouse by pressing F6. To refer an individual to more than one organization, select the Services and Referrals button. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 28
  29. 29. Section 2 – Organization Management Overview In addition to information about people, the CFAL system is designed to manage most of the data that is related to the operation of your center. Its structure is goal-oriented, so that all of the effort that your staff expends can be related to the objectives of your organization. You can establish as many goals as you wish, and associate them with the standard goals that are measured by the Department of Labor 704 Report. All of your organization’s projects, events, outreach activities, and staff work can be tied to your objectives. Before you begin data entry, there are a few concepts that you should consider. A Project is a long-term activity for which you may or may not have Events, Outreach Activities, or Work Log entries. An Event is an activity that normally occurs only once. There can of course be recurring events, but in such cases you may wish to define these events as a Project. The same is true of Outreach Activities. An Outreach Activity represents a special kind of Event, and it can be associated with any Project. The Work Log is designed to record any activity by a staff member, and in many cases it can be used as a complement to other entries. The general philosophy that you apply to these concepts is entirely up to you. Just like the information that you collect about people, it’s best to form a consensus with your colleagues as to how you should organize your activities. Doing so will greatly enhance the usefulness of the data that you record. CFAL also allows you to associate all of the major elements in your database with Keywords. A keyword can represent any concept that is meaningful to you. For example, the core concept “Advocacy” can be listed as a keyword in your database. You can then associate “Advocacy” with any person, organization, project, goal, or event. Making these associations can help you to realize the full potential of a relational database. A new CFAL installation comes equipped with a set of predefined keywords that provide a representative list of the concepts that are normally associated with an Independent Living Center. You can modify this list in any manner and that you wish, but it’s best to define as many of your own concepts as you can before you begin data entry. Doing so will help to improve the utility of your keywords. It’s also best to keep the list as short as possible. The longer the list, the more difficult that it will be to make logical associations. 2.1 - Community Goals (Systems Change) Community Goals represent the method by which you measure the effectiveness of your organization. The CFAL database comes equipped with ten standard Community Goals. The goals are designed to conform to Department of Labor 704 reporting criteria. As of this writing, the ten goals are: 1 Community Integration 2 Collaboration 3 Educational 4 Housing Opportunities 5 Information Access/ Technology CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 29
  30. 30. 6 Mobility/ Transportation 7 Personal Assistant Services 8 Physical/ Attitudinal Barrier Removal 9 Vocational 10 Other The goals are contained in a table called “Community Goal Codes”. The contents of this table should not be modified. Doing so may result in the reporting of erroneous statistics. The CFAL database also contains a table known as “Community Goal History” where you can define the specific goals of your organization. A new CFAL database installation will already have ten records in this table – one for each of the Community Goal Codes. You can add, subtract, or edit the records in this list as you see fit. Take care to associate each record in your Community Goals list with a Type of Goal and at least one Project or Event – doing so will ensure that each of your goals is properly reported. Note that any number of projects or events can be associated with a Community Goal. The same associations can also be made from either the Projects or Events forms. 2.2 – Project Form You can search for Projects in much the same way that you search for people. To do so, utilize one of the following methods: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 30
  31. 31. F9: To search by Project Name – list of projects will be displayed in the dropdown box. F10: To search by Keywords that are associated with a project. If a keyword is associated with more than one project, all of the projects associated with that keyword will be returned by the search. You can view the number of projects returned from a search by examining the Record field at the bottom left corner of the form. By clicking on the right arrow located next to the record number, you can select the project that you wish to open. F11: To search for projects starting on a certain date. F12: To search for projects ending on a certain date. To add a new project, press New and then enter a Project Name, Project Description, Start Date and End Date if applicable. By clicking on Goals or Keywords a drop-down list will appear from which you can select associations as you see fit. The following graphic illustrates the Projects form: At the bottom of the form there are additional buttons: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 31
  32. 32. The Project Report (Narrative) button will generate a Narrative Report as a Word Document that will show the Project Name, Date, and Description, with Work Log entries and Community Goals linked to it. The Project Report button will generate a detailed report on a specific project and all information pertaining to it. 2.3 - Tasks The Tasks button will open a sub-form that allows you to associate tasks with a project. To enter a task, press the New button, and enter the Task, Estimated Hours, Start Date, Target End and Actual End dates as appropriate. By clicking the Event field, a drop-down list will appear that displays all of the events that have been entered into your database. You can select one event to associate with your task. You can select any number of your staff members to be associated with the task. Staff members must have been previously entered as database users. You can also select any number of volunteers to be associated with a task. Volunteers must be designated via the People form. 2.4 -- Events The Events form allows you to enter events that can then be associated with Projects and Goals. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 32
  33. 33. As with most forms, there is a section that allows you to search for an event. F9: To search by Event name F10: To search by Keyword F11: To search for events with a specific start date F12: To search for events with a specific end date To enter a new event, press the New button (or ALT + N) and enter an Event Name, Time & Date, Event Type and a Description as appropriate. By clicking on Associated Goal or Associated Project a list of previously entered goals and projects will be displayed. You can associate the event with as many goals and projects as you wish. If you wish to record a work log entry to be associated with the event, press the Work Log button at the bottom of the screen. 2.5 – The Work Log The Work Log can be used to record any activity by a staff member. The activity can be work performed for a group of people or an organization, or it can simply be a log of general work. Enter a Date, an Entry Type, Organization, Hours, Community Service, Site, and Mileage as appropriate. You can also associate your entry with a Project, Event and a Grant Type. If Tasks have been assigned to your project, you can select them from the Project Task/Goal list, and the hours that you enter in the Work Log will be allocated to that task. If you enter the name of an organization that has not been previously stored in your database, you will be prompted to enter the organization. If you answer yes to the prompt, the CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 33
  34. 34. Organization form will automatically open. When you exit the Organization form you will return to the Work Log form where your entry was made. If you enter the name of a site that has been previously stored in your database, the mileage to that site will automatically be recorded. If the site is not in your list, you will be asked to enter it along with the mileage. The site will then be added to your list for future Work Log entries. To enter a new work log record, select “New”. To edit an existing work log entry, you must first select “Show Only My Records” or ALT-W, or you must select the “Date” field (ALT-D). Note that as with case notes, you can apply your work log entry to any of the four core services. This data is for your internal use only. It does not affect any reporting statistics. You can search for a work log entry by using the search controls at the top of the form: F3: Unlock current record for editing F9: To search for a Project F10: To search for Entry Type F11: To search for an Organization Name F12: To search by Beginning and Ending Date Additional buttons are located at the bottom of the Work Log form: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 34
  35. 35. 2.6 – Work Log Report Pressing the Report button will generate a detailed report for a specific work log entry. 2.7 - Group Case Note The Group Case Notes feature of CFAL allows you to post the notes from your work log entry to the files of anyone in your database. When you press the Group Case Notes button (or Alt-C), the notes from your work log entry are automatically copied to the Group Case Note form. From there, you can edit your notes and select as many people from your database as you wish. You can also associate a service with your group case note. When you press the Post Case Note button, all of the text in your note will be copied to the case notes records of each person in the People list. If you forget to include someone in your list, you can always retrieve your work log entry and post the note to that person. If you wish to edit a previous entry that you’ve already posted, you may do so by selecting the Update previous notes box before selecting the Post Case Note button. All people whose records contained the old version of the note will have their records updated. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 35
  36. 36. 2.8 - Publish to Web In conjunction with other agencies, Engineering Data is in the process of developing a web- enabled knowledge base for use by consumers and centers. During the course of your work you may collect information that can be of use to others. The Publish to Web feature allows you to send your notes to our information repository, where it will eventually be incorporated into the knowledge base. 2.9 – Outreach Outreach – An Overview Outreach represents a special type of project or event. As such, a special form is provided to record outreach activity. If the outreach activity involves recurring events, consider the creation of a Project with the same name as the activity. By doing so, you can allocate and segregate all of the hours that you spend on the outreach activity and associate that time with one of your organization’s goals. If the activity is not a recurring event, it’s still a good idea to associate the effort expended with one of your organization’s projects. The following graphic show the outreach form. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 36
  37. 37. The Outreach form can be used to collect information about Outreach, Training and Educational Activity programs. Enter the Title of Activity, Date and Time as appropriate., You can associate any Participating Staff member and/or Organizations with the outreach event, and answer specific questions related to the activity. The Outreach form also lets you associate a Project and record the hours spent on a specific activity. By pressing the Report button you can generate a detailed report of the Outreach Activity. By pressing the Copy to Work Log button, the Work Log form will open and some of the information will be transferred automatically onto the form. 2.10 – Organizations The CFAL database can store information about any of the Organizations with which you normally interact. As with most CFAL forms, a facility is provided to search for organizations in your database. To conduct a search, select one of the following methods: F3: Unlock current record for editing F5: To display a list showing all organizations in your database F9: To search by Organization F10: To search by City F11: To search by a Keyword associated with an organization. If a keyword is associated with more than one organization, all of the organizations associated with that keyword will be returned. The number of organizations will appear in the Record field at the bottom left corner of the form. By clicking on the right arrow located next to the record number, you can navigate through the list of CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 37
  38. 38. organizations that were returned by the search. F12: To search by phone number To add a new organization to the database, press the New button in the bottom right hand corner of the screen. Enter all desired information such as Organization, Type, Primary Contact, e- mail, and Phone. You may also associate keywords with the organization in order to enhance your search capabilities. An organization can be associated with as many Keywords as you wish. The Organizations form also lets you associate people with an organization. All names in your database will automatically appear in the drop-down list. You can as many people with an organization as you wish. Note that doing so will not automatically change the contact type of the person with whom you have recorded an association. The Mailing Lists button allows you to select a mailing list to associate with an organization. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 38
  39. 39. 2.11 - Site Profile The Site Profile form allows you to record specific information about your organization. The information that you record here will be included in a variety of reports to oversight agencies such as the Department of Labor 704 Report. The Site Profile Form is only available to personnel with administrator privileges. From the form, access is provided to three other configuration screens: Services, Disabilities, and Grants. CFAL comes equipped with several tables that contain service and disabilities codes as required for Department of Labor and RSA reporting. The tables are called DOL Service Codes, CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 39
  40. 40. ISService Codes, DOL Disability Codes, and SSA Disability Codes. You should not modify the contents of these tables. Doing so can result in the reporting of erroneous statistics. CFAL also contains two corresponding state code tables: State Service Codes and State Disability Codes. If your organization has reporting requirements to a state agency, it may be necessary for you to configure these tables with data according to your state’s requirements. The Disabilities Configuration, and Services Configuration forms allow you to list as many disabilities and services as you wish. Proper reporting statistics will be generated as long as you assign one of the standard agency codes to each record in your lists. As with other elements of your database, care should be taken in order to keep these lists as small as possible. The longer the lists, the more difficult it will be to collect accurate data. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 40
  41. 41. The Configure Grants screen is used to enter information for work that you perform under specific grants like the Social Security Administration BPAO or HUD Section 8 programs. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 41
  42. 42. It is important that a state be selected for correct report configuration. CFAL is designed to support a variety of state-specific reports. To check for correct report configuration press the Check Report Config button at the bottom of the site Profile form. If your site profile is not configured properly, you will receive the following message when you press the Check Config button. Select the Yes button to correct your configuration. You will then receive the following message: CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 42
  43. 43. Press Ok to Exit this window. For more information about the configuration of disabilities and services, refer to the appropriate oversight agency’s documentation. Section 3 -- Reports In the middle of the Main form, there is a section for configuring and generating Reports. The dropdown box contains a list of all the reports that are available to you. To generate a report, select its name from the dropdown list and press Make Report. Some reports require you to specify additional parameters before you can generate them, such as a date range. A few reports require you to specify several options. For example, to generate an Activity Report I & R by Staff and Services, you need to select a service and a staff member. These options can be selected on the Main form in the upper right corner (see above). By checking the View Additional Report Options box, you will be given other options for your reports. These additional options are needed if you want to generate reports that relate to certain grants or programs. The Activity Report Grants & Programs, the Grant Summary Report, the DOL Participant Characteristic Report (where you must specify the DOL Grant) all require that a Grant/Program type be selected. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 43
  44. 44. If you attempt to generate a report without specifying all requisite parameters, you will be prompted to supply the missing information. If your workstation is equipped with the full version of Microsoft Office, you can convert your reports into Word documents. To do so, preview the report and press the W button on the top menu of your report screen, or select Tools…Office Links…Publish with MS Word. Once converted into Word, your document can easily be edited. List of pre-configured reports 1- 704 Report: Federal RSA Report For more information, please refer to the RSA 704 Data Collection protocol supplement to this user’s manual. 2- 704 Report - Counties Served (Consumers): List of all counties where consumers were served during a defined period of time. 3- 704 Report Counties Served (Non Consumers): List of all counties where non- consumers were served during a defined period of time. 4- Activity Report - Grants & Programs: List of all people who show an intake into a certain grant or program. To generate the report, the “View Additional Report Option” box on the main form must be checked and a specific Grant or Program must be selected. 5- Activity Report-I & R: List of all people (consumers and non-consumers) who received an Information and Referral Service. 6- Activity Report-I & R by Staff and Services: List of all people with a contact type “Information and Referral” who received a specific service by staff. To generate the report, a staff member and a specific service must be selected on the Main form. 7- Activity Report-Services: List of all people (consumers and non-consumers) who received any service during a specific period of time. 8- Case Notes by Staff (All Served): This report will retrieve all case notes written by staff for consumers and non-consumers. 9- Case Notes by Staff (Consumers): This report will retrieve all case notes written by staff for consumers only. 10- Case Notes by Staff (I & R): This report will retrieve all case notes written by staff for Information & Referral only. 11- CILR – California Independent Living Report: California State report. (California centers only). For more information, please refer to the California CILR Data Collection protocol supplement to this user’s manual CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 44
  45. 45. 12- Census Data Counties Served: Census data for all counties (by zip codes) that were served during specific dates. The CFAL database comes equipped with demographic information by county that was obtained from the 2000 US Census. 13- Community Goals: Narrative report of Community Goals (Systems Change). 14- Community Goals – Events: Narrative report showing all Events linked to Community Goals. 15- Community Goals – Projects: Narrative report showing all Projects linked to Community Goals. 16- Consumers by Staff by Service: List of all Consumers receiving a specific service by staff. To generate the report, a staff member and a service must be selected on the Main Form. 17- Consumers (AT only) by Staff by Service: List of all AT consumers (California only) receiving a specific service by staff. To generate the report, a staff member and a service must be selected on the Main Form. 18- Consumer Goals Completed: List of all the consumers who have completed their set goal during a specific period of time. An “Actual End Date” must be entered on the Consumer Goal form in order to count as a completed goal. 19- Consumer Goals Completed by Staff: List of all the consumers who have completed their set goal during a specific period of time by a staff member. An “Actual End Date” must be entered on the Consumer Goal form in order to count as a completed goal. 20- Consumer Goals Not Completed: List of all the consumers who have not completed their established goals during a specific period of time. If the “Actual End Date” is left blank, the Goal will be counted as not completed. 21- Consumer Goals Not Completed by Staff: List of all the consumers who have not completed their established goals during a specific period of time by a staff member. If the “Actual End Date” is left blank, the Goal will be counted as not completed. 22- Core Services Report: Report showing the totals of the four Core services: Advocacy, IL Skills, Information & Referral and Peer Support. The Work Log and the Case Notes & History form both have the four Core services checkboxes from which the report is generated. 23- Current EZ Residents: List of all consumers living in an Enterprise Zone. In order to appear on the list, the EZ checkbox must be checked on the People form. 24- DOL Participant Characteristic Report: Official “Disability Employment Grant Program” report of the Department of Labor. In order to be counted on this specific report, the consumer must have an intake into the DOL grant type. 25- Employment Report: List the names of all people employed during specific dates and their Grant type. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 45
  46. 46. 26- File A Bug Report: Form that allows the user to explain and send email to CFAL software developers regarding problems encountered with the CFAL software. 27- Geographic Client Profile by Grant: Report that lists the number of people served under a certain grant with their counties and zip code. In order to generate the report, the consumer must show an intake into a grant or program and a grant type must be selected on the Main form. The “View Additional Report Option” box must be checked and a Grant Type must be selected. 28- Grant Summary: Detailed report that summarizes the number of people served under a certain grant with their specific demographics. In order to generate the report, the consumer must show an intake into a grant or program and a grant type must be selected on the Main form. The “View Additional Report Option” box must be checked and a Grant Type must be selected. 29- List of Current Employers: List of all the employers and their data entered in the Employment history sub-form on the People form 30- Most Recent Activity Report: Displays all activity that has occurred between a date range for any people in the database. 31- Narrative Report: Narrative report showing all Project-Event-Work log entries related and unrelated to specific Community Goals. 32- New People Entries by Date: Report that lists all new entries made between specific dates, the type of contact and the staff member who made the entry. 33- New York VESID Report: New York State report. (New York centers only). For more information, please refer to the New York VESID Data Collection protocol supplement to this user’s manual 34- Outreach Narrative: Report that lists the Outreach entries made during a specific period of time, the projects associated with it, the hours spent, the number of attendees, the number of handout the questions and follow-up. This report gets generated from the data entered on the Outreach form on the Main form. 35- Past Due Equipment: List of all the equipment on loan that was not returned. This report is generated from the inventory list on the Assistance Equipment form on the People Form. 36- Phone List- All: Report of all phone numbers listed on the database for all contact types. 37- People List (All) by Staff: Lists the names of all people in the database by staff member. 38- People List (Consumers) by Staff: Lists the names of all consumers in the database by staff member. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 46
  47. 47. 39- People List (I&R) by Staff: This report lists the names of all Information & Referral in the database by staff member. 40- Phone List- Consumers: Report of all phone numbers listed on the database for all consumers. 41- Phone List- Organizations: Report of all phone numbers listed on the database for all organizations. 42- Project Task Assignments (All) by Staff: List of all projects with assigned tasks for all staff members during a specific period of time. 43- Project Task Assignments (Complete) by Staff: List of all projects with completed assigned tasks for all staff members during a specific period of time 44- Project Task Assignments (Incomplete) by Staff: List of all projects with uncompleted assigned tasks for all staff members during a specific period of time. 45- QOH Inventory Report: Quantity on Hand Inventory Report. Generates a list of all items listed as available in inventory. Items will be automatically removed from the available inventory if the checkbox “Equipment Loan” is checked and dates are entered correctly on the Assistance Equipment form. 46- Referrals to Staff (All): Report that lists all referrals made to a specific staff member. The data is generated from the Phone Referral on the Main Form or the Services and Referral sub-form on the People form. On the Main Form, a staff member must be selected to run the report. 47- Referrals to Staff (Complete): Report that lists all complete referrals made to a staff member. The data is generated from the Phone Referral on the Main Form or the Services and Referral sub-form on the People form. An End date must be entered in order for the referral to be considered as “Complete”. On the Main Form, a staff member must be selected to run the report. 48- Referrals to Staff (Incomplete): Report that lists all referrals made to a staff member. The data is generated from the Phone Referral on the Main Form or the Services and Referral sub-form on the People form. The End Date must be left blank in order to count as “Incomplete”. On the Main Form, a staff member must be selected to run the report. 49- Services by City: Report that lists all cities where services were provided and the total hours spend on the services. 50- Services by City and Ethnicity: Report that lists all services provided in a city by ethnicity during a specific period of time. 51- Services by Grant: Report that lists all services provided that have been associated with a grant. The “View Additional Report Option” box must be checked and a Grant Type must be selected. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 47
  48. 48. 52- Site Profile Report: Detailed site profile report generated from the data entered on the Site Profile form. 53- United Way by Program: Number of people served in a specific reporting period, by county, including age and ethnicity, income level and grants & programs. 54- United Way - Client Profile: Report that generates the number of people served under the United Way grant with their specific demographics. In order to be counted on the report, a consumer must have an intake into the United Way grant on the Intake & History sub-form on the People form. 55- Work Log Report: Report of all work log entries for all staff member during a specific period of time 56- Work Log Report by Staff: Report of all work log entries for a specific staff member during a specific period of time. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 48
  49. 49. Section 4 - Managing Correspondence Correspondence – An Overview CFAL Client can manage correspondence with people and organizations whose address information is stored in its database. It takes full advantage of the mail merge and object-linking features that are a part of Microsoft Office. With CFAL Client and Office you can configure correspondence in a variety of formats, target any group of people from within your database, and track the flow of information to those groups. When entering personal information into your database, select the preferred method of communication in the “Letter Format” dropdown box near the bottom of the Personal Information screen. The supported formats are audiotape, Braille, diskette, letters in either standard or large print, and e-mail. The default is a standard letter. If the contact does not wish to receive correspondence, select “None” from the dropdown list. Any pre-configured letter can be sent from the Personal Information (People) screen. To do so, press the “Letter” button near the bottom of the screen, select the appropriate letter name from the pop-up menu, and press “OK”. A copy of the letter will be queued for printing. You can also generate an e-mail message to an individual from within the People form. If you have entered a valid address in the e-mail field, double-click the field, and if your workstation is properly configured, an e-mail message will be generated for you to edit. If you send the message, a record will be written to the individual’s history notes to indicate the time that the message was sent. If you are unable to generate an e-mail message, then your workstation mail system has not been properly configured. Contact your system administrator for further assistance. Each letter name can have two documents associated with it. One document is designed to contain a standard-format version, and the other a large-text version. A sample of each type is included with the CFAL application. In most cases, your organization will choose to send e-mail or pre-printed correspondence to its contacts. In such cases, you need only to define a name for the correspondence in the Letters input form. You can then generate an e-mail message, or create mailing labels to place on the correspondence. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 49
  50. 50. 4.1 How to Send Letters and Make Labels In order to send a new letter to a group of people, perform the following steps: 1. If you only wish to generate e-mail or mailing labels, skip to step 2. Otherwise, write your letter using any OLE-compliant word processing application, such as WordPerfect or Microsoft Word. Create two versions – one with large text. You may want to begin with a copy of the sample letters, as they are formatted with the correct margins, hanging indents, and spacing to be compatible with the application’s reports. It would probably be a good idea to store your finished letters in a folder that is accessible to everyone who uses your network. 2. Open the Letters form from the Main form. The Letters button is located in the middle of the main form, next to the Report button. A graphic of the form is shown below: 3. Enter a descriptive name for the letter in the Letter Name field. 4. If you only wish to generate mailing labels or send e-mail, skip to step 9. Otherwise, right-click the Standard Format File field. Select Insert Object…from the pop-up menu. 5. Select Create from File from the next dialog box, as shown below. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 50
  51. 51. 6. Make sure that the Display as Icon check box is cleared, and that the Link check box is checked. Browse to the folder where you stored the letters that you created in step 1, and select the appropriate document name. 7. Repeat steps 4 through 6 in the “Large Format File” field. If you want to print your letters on blank paper using a custom logo file, repeat steps 4 through 6 in the “Logo File” field. For best performance when including a custom logo, use a 100 dot-per-inch GIF or bitmap image, 6.5 inches wide by one inch high. You must have an OLE-compliant application on your computer that can edit your logo image type. Examples of applications that can process GIF images are Corel Draw, Microsoft Photo Editor, or Adobe Photoshop. MS Paint, an application that is supplied with Microsoft Windows, can process bitmap images. Bitmaps therefore don’t require special software for editing, but they are larger than GIFs, and they don’t support transparent backgrounds. Sample logo images of each type, formatted with the appropriate characteristics, are included with the application. 8. Once a letter has been configured as described above, it can be edited by double-clicking on the appropriate field in the Letters form. If you selected the Link option as described in step 6, any changes that are made to letter documents will automatically update all corresponding letters that are sent using the CFAL application. 9. From the application Main screen, select the name of the appropriate letter from the Send Letter dropdown box. 10. If you want to send your letter to all consumers, organizations, organization personnel, or to everyone in your database, you can do so by making the appropriate selection in the “To Group” dropdown box. Note that organization addresses can only be printed as mailing labels. If you need to send alternate-format correspondence to a contact within an organization, list the contact in the People form and specify the format that is desired. By doing so you can also automatically track the date and time when the correspondence was sent. If you want to send your letter to every person and organization on a mailing list, select the appropriate list. If you wish to target a specific group of individuals, you can create a custom query that defines the group, and then select the query name from the “Or Query List” dropdown box. A sample mass mail query is included with the application. At a minimum, the query must include the PersonID and CommFormatID CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 51
  52. 52. fields from the People table. For more information on custom query development, refer to Microsoft Access documentation. 11. Press the Add to Queue button. All people in your database who have been designated to receive a letter will be added to the letter queue. If you wish, you can preview the letters and labels before printing by selecting Preview from the Options menu near the top of the Main form. When printing labels, the format (Standard, Large Print, Braille…) will appear in the upper right-hand corner of each label unless you select the Suppress Format option. If you wish to include each person’s name and address on a letter that you have created, select the Letters option near the bottom of the main screen. Letters will print with each person’s name and address correctly positioned for mailing in a standard number 10 window envelope. If you choose to print labels, addresses are designed to print three-across on standard Avery number 5160 or 5260 label sheets. A third option allows you to print addresses onto 3-panel pre-folded mailers. When printed, all letters are sorted by zip code. 12. Beginning with CFAL version 3.7, letters or labels will not be generated for anyone whose preferred correspondence type has been set to e-mail. Instead, you must select e- mail in the “Send As” option section. When you select “Create e-mail”, a message will be automatically generated, and a string of e-mail addresses will be placed in the “BCC” address line. BCC means “Blind Carbon Copy”; recipients of a “BCC" message will see only their own e-mail address. For the recipient’s convenience, two types of e-mail receipt can be configured: standard and large print. By using this scheme, any attachments that you wish to include with your correspondence can then be-preformatted according to the recipient’s requirements. Note that you can override standard mass mail settings and send e-mail messages to anyone in your database, regardless of their preferred correspondence type, as long as their record in the People table contains a valid e-mail address. To do so, simply select e- mail as the first sets of correspondence to be generated. 13. After a batch of letters or labels has been printed, you’ll be asked to confirm that all letters have printed correctly. No prompt will be issued in the case of e-mail; it will be assumed that the message was sent. If any letters need to be reprinted, answer “No” to the prompt, preview the letters again, and reprint as required. When each batch has processed correctly, answer “Yes” to the prompt, and all letters from that batch will be marked as having been printed. It may be necessary to iterate through the printing process several times before the letter queue will record all mail as having been printed. At least one iteration will be required for each type of correspondence and format that is in the queue. 14. When all correspondence has been mailed, press the Record Mail or Clear Processed buttons near the bottom of the Main form. If you select Record Mail, a transaction record will be written for each person for whom a letter has been sent, indicating the name of the letter and the time that the letter was sent. If a custom query was used as the record source for the letter, the name of the query will be recorded as well. If you select Clear Processed, no transaction record will be stored. In either case, all records in the letters queue that are marked with the print flag will be purged from the queue. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 52
  53. 53. 15. When printing letters as labels, the requested letter format will be printed in the upper right corner of each label unless you choose to suppress it. For alternate formats such as audiotape, Braille, or diskette, labels will always be generated, and will list the requested format. The labels can then be affixed to tapes, diskettes, or envelopes as appropriate. 16. If you encounter any problems while creating mass mail, it’s easy to start over. Select the Letter Queue button, and examine the status of all correspondence that is waiting to be processed. You can easily clear the print flag on all records by pressing F6 or selecting Clear Status. You can also completely purge the queue and start over by pressing F8 or selecting Clear Queue. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 53
  54. 54. Section 5 - Database Administration Database Administration – An Overview To perform the tasks of database administrator, you should have reasonable familiarity with standard networking and Microsoft Access database concepts. There are a number of excellent self-help books available to aid you. The following discussions assume basic familiarity with client-server networks, database structures, and query development. The CFAL database is comprised of two main files. All data tables reside in a file server that can be stored in any folder on a stand-alone computer or local area network. A copy of the client- side file, containing forms, queries, and reports, resides on each workstation that utilizes CFAL Client application. Client – File Server architecture utilized by CFAL Each workstation that utilizes CFAL will have a copy of the file "CFAL Client.mde" installed on it. This file is a compiled, executable version of a Microsoft Access database file. No maintenance of this file should be required, and no changes can be made to it. The client application will normally be installed in the directory “C:Program FilesCFAL Client”. You can create customized queries and store them in your copy of CFAL Client. If you have created customized queries, you can save them by pressing the “Export Queries” button on the CFAL Main form. After installation of a software update, you can then use the “Import Queries” function to restore them. A panel on the CFAL Main menu provides you with access to most database administrator functions. CFAL-NetCIL User’s Manual Revised: 10/25/2005 Software Version: 4.2 54

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