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HMIS Configuration & User Setup
For ServicePoint Version 2.05
Updated August 2004
Introduction:
This manual is designed to serve as a training tool
as well as a reference guide for basic administrative duties. Within this document you will find
step-by-step instructions and corresponding diagrams taken directly from the
HMIS web interface. Before you can use
the HMIS system you will need to have a user license and login permissions. The cost of one user license is $225.00. The
First Login:
Once a license has been purchased and you have been designated as an authorized
user you will be required to login for the first time and assign yourself a
password.
The URL for the login page is: http://columbus.servicept.com
Prior to going to the login page it is required that
you get the generic password that the system has generated for you. You can get this from the
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Key Features of the Welcome Screen
Newsflash: The
Agency Newsflash: As the Agency Administrator of
your Agency you have the ability to post messages in this area that can only be
viewed by members of your Agency. You
should check the Newsflash box for messages each time you logon to
ServicePoint.
Navigation Bar: The Navigation Bar contains quick links to
the various modules of the system. This
menu remains viewable at all times during data entry and can be used
accordingly.
Access: Under the Access option you will find a
logoff quick link. It is very important
that you logoff each time you are finished using the system. Each user has a unique ID and should not be
shared with other members of your Agency.
ServicePoint records an audit trail of each activity within the
system. If you leave your computer with
your login active and a malicious hack is made or security is breached you will
be held responsible.
Help: The Help Menu has a variety of selections
geared toward providing users a more thorough understanding of the broader uses
of the system. You are encouraged to use
the help menu when you are confronted with an issue prior to seeking further
assistance.
Choose A Destination: This is the launch pad for data
entry, reporting, and administrative duties.
As a user you will be primarily concerned with the ClientPoint,
ServicePoint, and ShelterPoint links.
Once you have made a selection the module will open and the primary
means of navigation will be the Navigation Bar on the left of the screen or the
Quick Links displayed a various points throughout the data entry screens.
Internet Browser Settings – Pre-Data Entry Configuration
There are two very important settings that must be
configured correctly for the ServicePoint system to be used effectively. First the web caching must be set to the
proper level:
Internet Explorer (ie) – go to Tools in the top
toolbar, select Internet Options. In the Internet Options window that appears
click the Settings button in the Temporary Internet Files section towards the
middle of that window's General tab, which should be the tab first displayed.
In the Settings window that appears make sure to select the option to
"Check for newer versions of stored pages: Every visit to the page."
Netscape – go to Edit in the top toolbar, select
Preferences. In the Preferences screen that appears, click the Advanced option
to reveal the word Cache. Select this Cache option and make sure to
select the option to "Compare the page in the cache to the page on
the network: Every time I view the page.
You will also need to have the 128-bit high
Encryption Pack installed. This is
available from Windows Update via the Tools in the top toolbar. To see the level of encryption currently
installed for your browser select Help and then About. It will be indicated in the middle of the
splash screen. If unsure ask the
Administrative Console
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The Administrative Console provides you with the
ability to setup/configure/delete your Agency and user profiles. The following breakdown of the links
displayed above will assist you in setting up your Agency for effective use of
the HMIS System.
Agency
There are eight sections on the Agency page.
Agency Data
This section contains the general address and
contact information for your Agency.
Other Areas Served
This section allows you to define any other areas
outside of the
Taxonomy Classifications
This section is primarily for use in the Resource
Point Module and should not be used by the
Taxonomy Quicklists
This section is important as it provides the options
your users will be presented with when designating the type of need that has
been met by your Agencies service offerings.
The
Referral Quicklist
Currently the HMIS System is not setup to handle
referrals through the ResourcePoint module.
Should that occur, this section would be populated with those Agencies
that comprise your referral base.
Agency’s Related Programs
This section is used to add programs to your Agency
profile. This is useful for Agencies
that offer more than one program. These
can each be created and defined here. For
additional information on setting up a program please refer to the Programs
section below. Please be cautious when
adding and naming programs. These names
should be logical, and when possible should contain a prefix that corresponds to
the to the initials of the master agency.
Ex:
Agency Exception List
When your Agency completed the License Agreement
with
Default Client/Service Access
In this section you will define the default level of
permissions to all new client and service records added by your Agency. Overall Client Access must remain open so
that other Agencies have the ability to add services to a client that you may
have created thereby reducing the possibility of record duplication. All other items can be restricted, as your
Agency desires. Note: Because these are system wide, you may want
to leave all of them open and then restrict them on a case-by-case basis while
entering the individual records.
System Preferences
The interface for all
Anytime a change is made to any of the above
described fields it is necessary to click the Save Updates button at the bottom
of the page prior to exiting the setup screen.
Programs
Once data has been entered into HMIS and has been flagged as
belonging to a particular program, any manipulation of the program information
can lead to a loss of data. The most
critical field is the Program Name. Once
data has been entered for a specific program it is not recommended that you
change the name of the program or delete the program. This can result in data loss. If you feel that a change should be made once
data has been entered please consult the
Agencies can have an unlimited number of programs
associated with the Master Agency, however, agencies must work with CSB when
establishing or changing programs in HMIS that are CSB funded. There are several ways to enter the Program
screen. The first is to select Add A
Program while completing or updating the Agency Profile. The second is to select the Program link from
the Administrative console. From here
you may select a Program from the list or choose to add a new program. Either decision will take you to the Program
Information Screen.
There are eight sections on the Program Page.
Program Data
This section contains the general address and
contact information for the specific program you are entering. Please enter all relevant information.
Other Areas Served
This section allows you to define any other areas
outside of the
Taxonomy Classifications
This section is primarily for use in the Resource
Point Module and should not be used by the
Taxonomy Quicklists
This section is important as it provides the options
your users will be presented with when designating the type of need that has
been met by your Agencies service offerings.
The
Referral Quicklist
Currently the HMIS System is not setup to handle
referrals through the ResourcePoint module.
Should that occur, this section would be populated with those Agencies
that comprise your referral base.
ShelterPoint Data
If the program for which you entering data is a
Shelter Program this section will need to be properly completed so that the
ShelterPoint module can be used for checking in and out clients. Follow the steps below to set up your
shelter program.
1. The ShelterPoint Program option will need to be
set to yes.
2. Choose a shelter type from the dropdown
menu.
3. A shelter classification can be defined using the
taxonomy quicklist.
4. Go to Bed Lists
Bed Lists
For shelter programs, bed lists must be defined after
completing the ShelterPoint Data section and in order to allow to be able to
check clients in and out of your shelter via ShelterPoint.
1. Select Add a Bed List
2. Enter the Name of the Bed List (This will be
displayed to your users as an option when checking in a client via
ShelterPoint.
3. Enter the number of Beds in Shelter.
System Preferences
The interface for all
Anytime a change is made to any of the above
described fields it is necessary to click the Save Updates button at the bottom
of the page prior to exiting the setup screen.
Users
This is the screen where you will configure your
user accounts. Once licenses have been
purchased the account will be available for you to configure via this
portal. From here you can assign users
to Programs, assign the permission levels, reset passwords, inactivate
accounts, and change the user login identities.
Site Administrators are responsible for maintaining up to date user
accounts.
Immediately upon entering the User screen you will
be presented with a table containing your Agencies users. Each user/account can be configured except
for the Agency Administrator account.
The Administrator account is only accessible by the
Name: This is the name of the user that the license
has been assigned to.
Login ID: The login ID what your user will enter at the
login screen. Each license must be
‘attached’ to a current user.
Password: By default a new user will not have a
password. Once you have entered in the
user name and Login ID you will need to select Generate Password. The system will display a generic password
that you MUST record and provide to your user.
Passwords are case specific so please use caution. Once the user logs in using the system
generated password they will automatically be asked to key in a new password of
their choice. Passwords remain anonymous
and cannot be viewed by any users of the system including the
You can use the Generate Password function at
anytime to reset a forgotten password.
Access: This is where you will assign your users the
level of access that their position dictates.
Below is a summary of Access Levels:
Resource Specialist – access is limited to the ResourcePoint module. This role allows
the user to search the database of area agencies and programs and view the
detail screens for each agency or program. Access to client or service
records is not given. A resource specialist cannot modify or delete data.
Volunteer – access to
ResourcePoint, limited access to ClientPoint, and limited access to service
records. A volunteer can view or edit basic demographic information about
clients (the profile screen), but is restricted from all other screens in
ClientPoint. A volunteer can enter new clients, make referrals, or
check-in/out a client from a shelter. A volunteer does not have access to
the “Services Provided” tab in ServicePoint. Normally, this access level
is designed to allow a volunteer to do the intake and then refer the client to
an agency staff or case manager.
Agency Staff – access to
ResourcePoint, limited access to ClientPoint, full access to service
records. Agency staff have access to most functions in
ServicePoint. However, agency staff can only access basic demographic
data on clients (profile screen). All other screens are restricted.
Full access to service records is provided. Agency Staff can also add
news items to the newswire feature. No reporting access.
Case Manager I – access to
all features, excluding administrative functions. Case Manager I has
access to all screens within ClientPoint, except the medical screen, and full
access to ServicePoint. Full reporting access.
Case Manager II – access to
all features, excluding administrative functions. Case Manager II has
access to all screens within ClientPoint, including the medical screen, and
full access to ServicePoint. Full reporting access.
Agency Administrator – access to all features, including agency level administrative
functions. This level can add/remove users for his/her agency and edit
their agency and program data. Full reporting access.
Executive Director – same access rights as Agency
Administrator, but ranked above Agency Administrator.
System Operator – no access to
ClientPoint, ServicePoint, or ShelterPoint. Has access to the administrative
functions. The system operator can setup new agencies, add new users,
reset passwords, and access other system-level options. The system
operator helps to maintain the system, but doesn’t have access to any client or
service records. The system operator can order additional user licenses
and modify the allocation of licenses.
System Administrator I– same access rights to client information as Agency Administrator. Also
has full access to administrative functions.
System Administrator II– full access to system.
You can view further information about this by going
to the Help Link from the Navigation Toolbar and selecting Users/Licenses.
Status: A users status can either be Active or
Inactive. In order for a user to access
the system his/her account must be set to Active. User accounts are automatically inactivated
after three unsuccessful login attempts.
This is a common occurrence.
When users claim that they cannot get into the system, this is the first
thing that you should check. It may
also be necessary to Generate a new Password for the user whose account has
been inactivated.
Agency: This will reflect the Master Agency that the
user is associated with and cannot be manipulated.
Program: This is where you can specify a particular
program that your users will be entering data for. It is a good idea to complete this field if
your user will only be entering data for a specific program. If your users will be entering data for
multiple programs this field can be left blank.
However, it is all the more important that the users specify a
particular program when entering service items.
Program ID: This field is auto-filled when a user is
attached to a program. If no program is
specified this field will remain blank.
UPDATE THIS USER: Once any change is made to a user profile it is necessary to click the
Update This User Button for the changes to be saved.
Agency Custom Fields
These are fields that can be custom tailored to
capture specific data elements that the ServicePoint does not have available by
default.