This document provides an overview and instructions for using various Copilot reports and completing monthly administrative tasks. It outlines objectives for Copilot reports, agency administration, and monthly tasks. Specific Copilot reports are explained, including how to generate them and what types of data they contain. Procedures for associating new consumers and activities in the agency administration section of Copilot are also reviewed. The presenter emphasizes that staying on top of agency administration weekly can make the end of month process smoother.

1. Presented By: Briana Taylor
Copilot Webinar
Reports & Agency Admin

2. Objectives
Copilot Agency Monthly
Reports Admin Tasks
Lets Begin

3. Copilot Reports

4. Copilot Reports
1. Select the report name
2. Select the Date
3. Check the Activity
4. Click PDF

5. Report for Activity Totals
• Use Selected Summary to
get activity totals for a
selected Date Range.
• Report may take longer to
load for longer date ranges.
• Check one activity or more
UPS stands for
Unduplicated Persons
Served = the number of
different people

6. Report for Totals and Averages
• Found under the Stats Analysis Section
• Great for yearly & quarterly reporting

7. Service Units Report
Service Units
• Allows for Date Range
• Lists unit totals for
each consumer name
• Total units at the
bottom
• UPS stands for
Unduplicated Persons
Served = the number
of different people
Great for calculating yearly Volunteer Hours for each consumer.

8. Reports for Monthly Activity Totals
• Use can use Monthly Summary or Select Summary
• If you like a monthly calendar format, try Activity Summary.
• Total units and Unduplicated Consumers at the bottom.

9. How many lunches have you served this month?
How many unique visitors have been to your center this
month?

10. Ancillary Reports for Monthly Activity Totals
Ancillary Reports organize totals into state database (SAMS) categories
1. Ancillary Audit Report – lists consumer names and dates (similar to a roster)

11. Ancillary Reports for Monthly Activity Totals
Ancillary Reports organize totals into state database (SAMS) categories
2. Ancillary Service Report – includes totals for all categories

12. Report for Daily Activity Totals
Use Daily Report to
get a
comprehensive list
of activities and
consumer names
for a single day.
Please note
Registered, Eligible,
and Ineligible have
separate totals in
this report.

13. Consumer Summary
- Separate pages for each consumer
- Click Days, No Grouping – Display
Consumers
- Check Boxes next to names you
wish to view
Consumer Reports

14. Consumer Listing
- Print Mailing Labels
- Get Phone Numbers
- Create a filtered consumer list
- Great way to send volunteers thank you cards or find consumers that recently
turned 60
Step 1: Set Filters
Example: DOB on or before 04/01/1952
Consumer Reports
Is Active = True
Consumer Type = Ineligible
Set County and State
Step 2: Click Preview
Step 3: Click Export
Step 4: Select File Type (PDF, Mailing Label, or Excel)
i. If PDF or Excel Select Columns to include
Step 5: Click Ok

15. Which Copilot Report do you use the most often?
Which Copilot Report did you learn about?
Any questions about Copilot Reports?

16. Copilot Agency Admin
The piece that links Copilot to SAMS.

17. Copilot Agency Admin is often referred to as
cleaning up the issues, but it really gives you a
heads up on what needs to be done.
Agency Admin alerts you when a new consumer
or activity have been added. It also tells you what
tasks need to be done in the state database
(SAMS), such as adding care enrollments.
Click on the number or use the tabs at the top to navigate.

18. New Activities
1. Click Edit
2. Select the
SAMS
Category
3. Click Save

19. Do you have any new activities?
Have you reviewed your activities to make sure they are all
correctly associated?

20. New Consumers
Click on the word Associate next to the name.

21. New Consumers
Scenario 1: Found a
match.
Scroll down, check to
make sure information
matches then click
Accept. (In PA make sure
consumers are over 60
and in county.)
Scenario 2: Not a match.
Click Search Again
Box pops up - Try
removing DOB or Last
Name and Click Search.
If not found then
consumer needs added
to SAMS.

22. SD Issues = Service Delivery

23. Non-Caremanaged
Services
Means the Consumer Needs a Care
Enrollment in SAMS for Non-
Caremanaged Services
• Find Consumer in SAMS
• Click Details – Care Enrollments
• Click Add Care Enrollment
• Level of Care is Not Applicable
• Service Program is Community
• Application Date, Received Date,
and Start Date are the same (use
date from Copilot message or first
of the month)
• Status Date is today’s date

24. HDM Issues
• Service order is required for
HDM-Lunch
• Units Delivered (20) exceeds
Units Ordered (19)
• Find the consumer in SAMS
• Click Service Orders
• Make sure there is a Service
Order for the correct service,
correct numbers, and correct
provider…etc.

25. Unassociated Consumers &
Ancillary Consumer Not
Found
• Unassociated Consumers appear
on right hand column
• Ancillary Consumer Not Found
means that the link between
Copilot and SAMS has been
broken
• (this could happen because the
consumer was removed from
SAMS during consolidation,
consumer was merged,
consumer has a new Client ID#)
• On the left hand side search for
name
• Click View
• If match is found click accept
• If no match, make sure consumer
is in SAMS

26. Any questions about Copilot Agency Admin?
Monitor Agency Admin Weekly for an easier end of the month process.

27. Monthly Tasks
We should actually call these Weekly Tasks.

28. Monthly Check List
Part 1: Center Admin
» Are all Units Correct in Copilot?
» Double check all reports and totals
» Make changes if needed in Activities
Consumed
» Close Month when everything is finished and
correct
» Did you make the Schedule for the next
month?

29. Monthly Check List
Part 2: Agency Admin
» Each week you should get a reminder email
with Agency Admin Tasks. Your end of the
month process will go smoother by
completing the tasks each week.
» Associate New Consumers
» Associate New Activities
» SD issues (Don’t forget to select the month)

30. ? Any Questions

31. Thank you for attending
the Copilot Webinar.
For Blog Updates & Webinar
Materials Go to
What’s Your Message?
http://copilotblog.weebly.com
If you have Facebook, Like our Copilot
Touchscreen Page 