500.01 chameleon person window

1. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 1
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
I. PURPOSE
To establish a uniform procedure for use of the Person ID Window (PID) in the
Chameleon Animal Management System.
II. POLICY
Each employee of OC Animal Care is required to be knowledgeable in how to store,
update, query, print and research all records through the Person Window, using the
Chameleon Animal Management System.
III. SCOPE
Applicable to all OC Animal Care personnel.
IV. FORM
Not Applicable.
V. REFERENCES
Not Applicable.
VI. DEFINITIONS
Not Applicable.
VII. PROCEDURE
A. Logging On:
1. Double-click on the Chameleon desktop icon to open the program
and logon with the following information.
a. Location:
1) “L” for Licensing unit.

2. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 2
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
2) “S” for Administration personnel.
3) “P” for Call Center.
4) “K” for Kennel Clerical or Kennel Attendants.
5) “C” for Front Counter Licensing personnel only.
6) “CA” for Canvassing personnel.
7) “CL” for Clinic personnel.
8) “S1” for Station I personnel.
9) “F” for Field Operations personnel.
b. User Id: IT issued log-on id (usually your first name and last
initial).
c. Password: Enter chosen password.
B. The Person Id Window:
1. To open the person window in Chameleon, click on the Windows button
on the toolbar at the top of the window, then Person, and Person again.
The window will then launch automatically.
2. Below is a print screen of the Person ID Window, followed by a
definition of each field currently utilized by OC Animal Care.

3. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 3
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
a. Person ID – This is the unique identifying number automatically
issued when a record is stored.
b. Last Name – No special characters are permitted in the name
fields, i.e. dashes or apostrophes. If the customer has a
hyphenated name, please put both names in the field with only a
space between them, i.e. Smith Brown. This is a searchable field.
c. First Name – No special characters are permitted in the
name fields, i.e. dashes or apostrophes. If the customer
has a hyphenated name, please put both names in the field
with only a space between them, i.e. Mary Ellen. This is a
searchable field.
d. Middle – Middle initial or full middle name
e. Status – This is a list with the choices listed below (Definitions
where applicable):

4. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 4
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
1) Active – Default value for customers
2) AP Adopt – Adoption Partner
3) AP Foster – COT Foster Program
4) AP Adopt/Foster – Adoption Partner and COT Foster
Program
5) Board – Not used by OC Animal Care
6) Deceased
7) Donor
8) Patron – Not used by OC Animal Care
9) Senior – Senior Citizen, person is 65 years or older.
10) Staff – OC Animal Care Staff
11) Vet – Veterinarian
12) VIP – Not used by OC Animal Care
13) Volunteer – OC Animal Care Volunteer program
f. Phone Numbers. There is space to record 3 different phone
numbers for each Person ID. The first number should be the
primary contact number. The first phone number is a searchable
field. Each number has space for:
1) Area Code
2) Phone Number
3) EXT. – Can be an extension number (i.e. 245) or location
(i.e. Home, Cell, etc.)
g. Address. There are two address fields. The top one is for the
primary residence and the bottom one is for mailing, secondary or
previous addresses. This field is broken into:
1) Numeric street address,
2) Suffix (not used in Orange County),
3) Direction (i.e. S, W, E, N)
4) Street name. This is a searchable field.
5) Type (i.e. Dr, St, Ave)
6) Qdt – Quadrant (not used in Orange County)
7) Apartment number
8) City
9) State

5. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 5
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
10) Zip code + 4 digits
11) Type – this field is only on the secondary address and the
only choices to populate this field appear below:
a) Mail
b) Old
c) Work
h. GEO – Not currently in use.
i. Jurisdiction – The City or County area that accepts responsibility
for charges and revenue for the address. (i.e. Huntington BCH,
San Juan Cap, etc.) This field may not match the city name. (i.e.
Foothill Ranch may be the city, but the jurisdiction would be Lake
Forest).
j. Address Notes – Miscellaneous information that may be helpful to
locate the residence/business. (i.e. Key Code to enter the gated
community, Across the street from Target, etc.).
k. Identifier1 – State issued ID number (i.e. Driver’s license,
military ID, etc).
l. Identifier2 – Expiration date for the ID (if applicable).
m. DOB – Must be present on all records with a Senior Status.
n. Sex
o. Spouse – Spouse’s Name.
p. Extra1 – Extra4 - Fields not currently in use.
q. Tot – Not in use (meant to be used for number of animals linked
to the Person ID)
r. E-mail Address
s. Contact – Not currently in use (person contact status).
t. Bad Check – A “Y” stored in this field means the customer has
written a Bad check. The Bad Check icon appears at the top
of the Person ID window after update.
u. Bite – A “Y” stored in this field means the owner’s animal has
been involved with an Animal Bite. The Bite icon appears at
the top of the Person ID window after update.
v. Memo – A “Y” stored in this field means the customer has a
memo associated with their Person ID. The Memo icon
appears at the top of the Person ID window after update.

6. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 6
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
w. Donor – A “Y” stored in this field means the customer has
donated to OC Animal Care. The Donor icon appears at the
top of the Person ID window after update.
x. No Adopt – A “Y” stored in this field means the customer has
been banned from adopting animals from OC Animal Care. The
No Adopt icon appears at the top of the Person ID window
after update.
y. Danger – A “Y” stored in this field means that staff should
exercise caution when dealing with this customer. The Danger
icon appears at the top of the Person ID window after update.
z. Linked Animals – all animals linked to the person will show up in
the grid on the lower left corner of the window.
aa. Supersearch – This field is used to search for existing PID’s. You
can search by phone number, street address or name. Click on
either the Anything button for all fields on the PID Window or the
StreetNo Last Name button to only seach those two specific
fields.
bb. Person ID Grid – all results for a search of an existing Person ID
will appear in the grid on the right side of the window.
C. Creating a Person ID Record
1. To create a person record, place the cursor in Last Name field.
2. To prevent the storing of “unknown” person records, a Person ID will
only be created when the following criteria is met:
a. Last name, first name, complete address and telephone number.
3. Enter all known owner information.
a. Name: First and last name. Hit F12 button to display all records
with similar names. If the person already has an existing Person
ID (PID) with a matching address, do not create a new record. If,
however, there doesn’t appear to be a match to any existing PID’s,
proceed to the next step.
b. Status: Active is for regular licenses and senior is for pet owners
over the age of 65 years old.

7. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 7
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
c. Enter the address number, street name and apartment number (if
applicable). In order to make sure the Jurisdiction is accurate and
the street name are spelled correctly, click on the House Icon
next to the apartment number field to completely populate and
verify the address. If there are addresses that are similar,
Chameleon will prompt you with a list of cities and zip codes to
confirm which address is correct.
Highlight the correct one and press OK – Chameleon will
populate the remaining address data, including the Jurisdiction
correctly
d. If the owner/custodian requests to receive mail at an address other
than their residence, enter the second address with the following
information:
1) For PO BOX mailing address:
a) Street Number: 0
b) Street Name: PO (space) BOX (space) Number.
(ex. 0 PO BOX 1234)
c) City, State and Zip Code.

8. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 8
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
2) For other mailing address follow procedure enter the
address, City State and Zip code accurately.
3) Type: MAIL.
e. Telephone number: Enter the seven-digit number with appropriate
area code.
f. Press (F9) to store the information.
g. Chameleon may display an error message prompting you to
review similar PID’s.
Click Yes to review, if there is no true match, press (F9) to store
the information you entered again and choose No when the error
message appears.
h. Chameleon will issue a seven-digit Person ID number.
i. The box in upper left corner will turn green which signals the
information was stored.
D. Updating a Person ID Record:
1. Place the cursor in the Person ID box and enter the PID number. Hit F12
to populate the window.
2. Enter any new or changed information in the appropriate fields.
a. When updating an address, the old address must be recorded in
the secondary address fields with a type of “OLD” (if a current

9. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 9
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
mailing address is stored in the secondary fields, you will skip this
step.)
3. Press (F8) to update the record. If the update is successful, the box in
upper left corner will turn green which signals the information was
updated.
E. Updating Special Fields and adding icons to the Person ID Window:
1. Special fields are used to alert staff to a potential issue when dealing with
a customer. Below is each type of special field with the associated
procedures.
a. Bad Check
1) Accounting staff will update this field when OC Animal
Care receives notification that a payment by check has
been returned for non-sufficient (NSF) or unavailable
funds.
2) Once a customer has had an NSF check returned, OC
Animal Care will not accept another check payment from
them over the counter or in the Field. Staff should advise
the customer that due to their payment history, we are
unable to accept a check from them and the customer will
need to provide an alternative payment method (i.e. cash
or credit/debit card).
b. Bite
1) When a bite screen is created for an animal that is owned,
the bite Icon is automatically added to the owner’s Person
ID. Clicking this icon should take you to the associated
Bite Window(s).
c. Memo

10. Number: 500.01
SUBJECT: CHAMELEON PERSON WINDOW Page: 10
Date: 5/4/04
Approved: Ryan Drabek, Director Revised: 12/17/13
1) When staff creates a memo with the Person ID as the
Memo ID, a “Y” is automatically added to this field by
Chameleon. Staff should read all memos when assisting a
customer to ensure they are familiar with any pertinent
information or past problems that have been resolved.
2) A memo must be added any time there is an interaction or
inquiry from the public above and beyond a normal
transaction (i.e. customer complaint, issue that needs
supervisor resolution)
d. Donor
1) A “Y’ may be entered in the Donor box if the customer
makes regular donations.
e. No Adopt
1) If a person has been banned from adopting animals from
OC Animal Care, staff will add a “Y” to the No Adopt box
at the bottom of the Person ID Window.
2) A memo must be added to explain why this person is
prevented from adopting animals from OC Animal Care.
f. Danger
1) When information is obtained that might indicate the
person(s) at a location may pose a threat to staff, the
“Danger” box at the bottom of the Chameleon Person ID
window is to be marked with a “Y”. By marking this box,
the skull and crossbones icon will appear on the screen
once stored or updated.
2) In addition to marking the “Danger” box, a memo with a
type of DANGER must be added to the Person ID window
detailing the nature of the threat and whether police must
be on scene prior to contact being made with the person(s).
If available, the physical description of the subject must
also be included in the memo.