Getting Started: Understanding the process
Contents
1. and Ms Thomsen s household appears Getting Started page 9 PEPbase User s Manual The Use Household Values fields are now highlighted and since it s only been a few weeks since Ms Thomsen registered they of course still show the same values as the Set Manual Override Values that were entered at the time of registration A year or so from now these values would automatically change since Robert would now be four years old and therefore no longer an infant and they would again be automatically updated when Leland turned 12 and then when Richard and Ann in turn changed from Youth status to Teen status Please note that our assumption is that except for special circumstances we presume that the Set Manual Override Values will be ignored once the Household date of birth information has been entered The whole point of having the Use Household Values section is so that you don t have to keep re interrogating the household as to the ages of its members but can simply let PEPbase keep track of them over time Unless the date of birth information hasn t been gathered or entered or there are special circumstances ignore the Set Manual Override Values And that s my one allowable exclamation point for this project so I promise not to do any more yelling The Host will probably not need to refer to the information on the specific household members but it s available in case there is any confusion about the household b2. any of the already existing household records listed above If so Use Selected select the record and click on Use Selected to go fo the returning guest section make any changes that are needed and print a shopping list for the guest Enter basic information for new household Please enter as much information as possible in the fields below At the very least the full name of the guest is required Entering additional information helps ensure that there isn t already a record for this household and will save time later on since the information will eventually need to get entered l act Thomean In this case the potential matches were because Ms Thomsen s phone number ended with 1234 as did the phone numbers of Joyce Campbell and Alan Sorenson If there had been another household who had any adult member whose first name began with Kr or whose last name began with Thom those households would also have been listed By presenting such potential duplicates with their street number and phone number listed it s easy for both the Host and Getting Started page 11 PEPbase User s Manual the guest in this case of course Ms Thomsen to determine whether in fact Ms Thomsen is a member of any household already listed in the database Concluding remarks These procedures aren t perfect it s still possible to get duplicate registrations of a household and guests may still forget to
3. automatically bring up the system Print Dialogue box to confirm the print see the Generating the Shopping List in PEPbase in Routine Use for more detail This Cover Sheet will provide Ms Thomsen with space to write in the names dates of birth and genders of all of the members of her household The form provides space for 12 household members If a particular household has more than 12 members they can be asked to use the reverse side of the cover sheet The PEPbase data structure will allow up to 24 household members The Cover Sheet is also set up to provide Ms Thomsen with a chance to see and read over the policies of your agency in this case since our example was generated by the Personal Essentials Pantry our policies are shown at the bottom of the page This can and should be changed for your agency see the Coordinator Functions section a S S S hereby certify that Household Household My monthly income is at or below the federally approved DCFS limits for participation Si ze Monthly Income in this program for the number of people in my household as indicated on this form All shopping visits regardless of who is doing the shopping will be registered to the Primary Contact person for my household tems are distributed based on household size expected product duration and availability will use the commodities received for household consumption only a Ta release Zion Evangelical Lutheran Church and any person dis
4. minimum of information that should be entered at this time includes e First and last name e Street number and street name with apartment number if any if the guest is homeless we recommend that you enter homeless in the Street field e Phone number if any Entering less than this information and particularly entering less than the full first name and full last name can result in erroneous creation of household records for households that are in fact already registered See the Technical Specifications section for the details of what s getting compared and how to better understand this With this information entered PEPbase automatically runs a check on all adult members of all households for a FirstName LastName match as well as a check across all existing households for a match on StreetNum StreetName or a match on the last four digits of the telephone number Any potential matches are presented to the Host as a double check against re registering an already existing household Such potential duplication does not bar a household from being registered even if there is duplicate information it merely provides a warning Getting Started page 3 PEPbase User s Manual about possible duplication There are many good and valid reasons that some information might be the same across two households even unusual names are not necessarily unique the household may be at a shelter address a son may use his mother
5. oo ane Num 1234 Street Main Street Apt 102 City Somewhere County Dane ST wi Zip 53766 Contactinfo Phone1 123 555 1234 Phone2 321 555 1234 Email kthomsen server com Reg Date 2009 03 24 Ms Thomsen is expecting a new baby in October please ADDL update status at next visit 3 24 09 cjt INFO ID Verified Yes Diffic Reading No Addr Verified No Language English Notes Use Household Values Set Manual Override Values Females Males Females Total Incont Total Incont Adults 18 1 0 1 0 Teens 12 17 0 0 0 Youth 4 11 2 0 0 Infants 0 3 1 0 0 0 Allergies In Household No Save Household l Print Save l Reset Changes Clear Form Click the Save Household button to save the entered information and generate a shopping list Click the Print Save button print an update registration form in addition to saving any changes and generating a shopping list Abandon all of this information and return to the PEP Main Index The PEPbase software compared her household to the product definitions and generated this shopping list for her initial visit Getting Started page 16 PEPbase User s Manual DATE 2009 03 24 ID 35 Please use the boxes and lines on the left and NOT THE GREY RECTANGLES to let us know which and how many items you need Please observe the limits these are set to help us serve all people in need in a fair and reasonable toilet pa
6. s phone number as the contact phone See the Coordinator Functions section of this manual for more detailed discussion of this issue In this instance we re going to use a made up guest actually a warped and skewed copy of PEP s coordinator who s getting used to distorting herself in this fashion Kristin Thomsen We ll enter her information click on the Submit Check button and let PEPbase do its thing Once PEPbase has run its check for possible duplications and determined that this new guest is indeed new PEPbase creates the record for that household generating a unique ID for the household and bringing up a screen to allow summary household information to be collected Enter basic information for new household Please enter as much information as possible in the fields below At the very least the full name of the guest is required Entering additional information helps ensure that there isn t already a record for this household and will save time later on since the information will eventually need to get entered Tt sin Last Tromsen Panty IDA 0 Num 1234 Street Main Street Apt 102 Aua City Somewhere County Dane ST wi Zip 53766 Contactinfo Phone1 123 555 1234 Phone2 321 555 1234 Email kthomsen server com i Date 2009 03 24 ADDL INFO ID Verified No Diffic Reading No x Addr Verified No Language English E Use Household Values Set Manual Override Values Male
7. section will walk you through the general flow of the program how and when information is collected and how it s used We re presuming that you re using the software both to control household registration to prevent duplicate household registration for example and demographics and to control product distribution Other possible scenarios are discussed in the Appendices in Adaptive Uses of PEPbase The Household Database Tracking and knowing your guests The Household database is really the primary key to the whole system and is fairly rigid without extensive reprogramming Essentially the Household database is intended to keep track of the households using your service ensuring that you know each household s size and composition how many adults children males females etc and that multiple members of a household are registered as a single household not as duplicate entries of the same household From the very beginning of the process with initial registration of a guest PEPbase is set up to collect the information that will be needed for every step of your operation thereafter Collecting the basic information and checking for duplicate registrations The basic information for each household is collected at the time of their initial registration This information includes e first and last name e street number street name and apartment number e city county state and zip e phone number s and e mail e n
8. PEPbase User s Manual Table of Contents Getting Started Understanding the process The Household Database TRACKING ANd KNOWING VOUT CUCSES scussctucss is ietuatustaces denied tinadausentes aa 2 Collecting the basic information and checking for duplicate registrations 2 Collecting full household information Name and DOB for all household membetS eee ee seeseeeeseceseeeseeceseeeseeeseeenaes 6 Deal wiih a Terning gues enc ce usurconanance TR 8 Misregistration problems Entering a new household already in the database ue eee eeseeeeeeeeeees 11 CONC MICH Fel aS fens a n tienes ice elec temi ne OTEO 12 PRODUCE DEFINITION ooreen E Suamtuas acest 12 Pno MDI EY Raes LOG 7 KOC CUS seess ensin hcuennisbevien ssuneon taisweeinanisneenenendeuts 13 Is the product for general household use OF OF USe Dyasmeleindivid a l usssmnieenens a e 13 Eligibility by age gender medical condition e esesessesserreerrsrrerrsrrsrerrrrsrrsrrsresreesenss 14 Product Lite Span Drion heeninoie nn E E EARE 14 SHOPPING LISTS THE INTERACTION OF THE HOUSEHOLD AND PRODUCT DATABASES 1 16 Who gets what Drawing on the Household database 16 Who gets what when Drawing on the Shopping History database 18 CONCHICIIS remat KS sigaccsistoiatsastessah cusucasaeineci tiv isdelstelatstiaieasiadeasigni aah aatesGehaheaeeernans 19 Getting Started page 1 PEPbase User s Manual Getting Started Understanding the process This
9. ds it actually makes more sense when looking for a returning guest to use minimal information see the Technical Specifications section for more detail on the reasons for this And as you can see our host is doing just that Households Enter search information for returning household guest Please enter enough information to identify the returning guest Although a search can be performed on any of the following fields you should try and use the first and last name of the guest along with the street number street name or phone number The more better information you can enter the fewer possible matches you will need to select from If no matches or no correct matches can be located you ll have the option to change or clear out some of the fields to broaden your search parameters ee MAIN Street Contactinfo Phone1 Submit Check Clear Form Click the Submit button to search for records matching this information and to display them for you to select from If no matches are found you will be able to change your search or switch over to entering this as a new household instead of a returning guest Abandon all of this information and return to the PEP Main Index When the Host clicks on the Submit Check button the PEPbase software will look for any household that meets these criteria lf needed you can override the values for household size and composition for this shopping trip If you do pl
10. ease ensure that you print out an update registration form so the updated information can be gathered for later entry Also if there are any changes to the guest s address phone number etc please print out a form so the records can be updated If it s convenient changes and corrections can be made directly on this screen and will be reflected both on the update registration form that s printed and in the saved record for the guest First Kristin Last Thomsen Pantry ID 35 Num 1234 Street Main Street Apt 102 City Somewhere County Dane ST wi Zip 53766 Contactinfo Phone 123 555 1234 Phone2 321 555 1234 Email kthomsen server com Se Date 2009 03 24 Ms Thomsen is expecting a new baby in October please update status at next visit 3 24 09 cjt ID Verified Yes Diffic Reading No Addr Verified No Language English s Use Household Values Set Manual Override Values lt Males Females Total Incont Total Incont Adults 18 1 0 Teens 12 17 0 0 Youth 4 11 2 0 Infants 0 3 1 fo Allergies In Household No Address Save Household Print Save Reset Changes Clear Form Click the Save Household button to save the entered information and generate a shopping list Click the Print Save button print an update registration form in addition to saving any changes and generating a shopping list Abandon all of this information and return to the PEP Main Index
11. eld showing a reminder that Ms Thomsen is expecting a baby in October even if she forgets to tell the Host the Host will probably ask about the baby starting in mid to late September Once the baby is born the Set Manual Override values will be changed to reflect an additional infant and the Host will use the Print Save button to print out a new Cover Sheet The infant s date of birth can then be obtained if there are other household changes they can be logged as well In this way Ms Thomsen and we can be assured that we have her most current information and that the products that show up on her shopping list if your agency is using the shopping list capability are indeed the products relevant to her household s needs Misregistration problems Entering a new household already in the database Although we didn t mention it up above because we wanted to keep things simple PEPbase in fact did think that Ms Kristen Thomsen might already be registered When the host clicked on the Submit Check button a cautionary screen appeared PEP base Households Check POTENTIAL matches of pre existing households Household Name Address Phone s Molly Campbel 1234 Main Street D 608 987 6543 Noyce Campbell 826 Oak Street 608 873 1234 300 Russell Ave S 123 952 476 1234 Christine Thompson 234 Main Street 6 608 123 4567 Please check with the guest to see whether he or she belongs to
12. enex jone bax hair pick jo more than 5 COMB no more than 5 ___ Brush no more than 5 lip balm no more than 4 Nail Clipper vo more than 6 emery board jo more than 4 toothbrush child s jive more than 1 razor Woman s pvo more than 1 razor man s vo more than 1 band aid jone bag of ten ___ body powder adult one package J skin lotion jone package tampons Wo more than 1 regular normal reguliere _____ super super grand regular normal reguliere Sanitary pads jo more than 4 super super grand __ pantiliners ivo more than 1 J conditioner one sortis DUII UPS jo more than 1 sz tamaAso hom loj me tai 2T 3 sz tamaAto hom loj me tai 3T 4 sz tamaAso hom loj me tai 47 5 sz tamaAso hom loj me tai 5T 6 200 0 UQUCUUCUUUUCUUD Any general household products that Ms Thomsen last received within their defined product duration have been removed from her list and any personal products where she was eligible to request multiple of those items children s toothbrushes for instance have been reduced by the number of that product that she received within the defined product duration Getting Started page 18 PEPbase User s Manual Concluding remarks The product definitions for the products that your agency will undoubtedly differ from ours you may be using very generic one size fits all definitions or very specific but v
13. ery different definitions Your agency may not be using the shopping list generation capability at all but using PEPbase mostly as a way of tracking households However we thought it useful to show you how the Household database and Product database meshed and how those two meshed with the Shopping History database because this is one of the housekeeping or maintenance databases it isn t discussed in depth here see the PEPbase in Routine Use and Coordinator Functions sections for more detailed discussions Even a very generic set of products Carbohydrates Meats Fruits Vegetables for instance and product definitions everything s general household with a product duration of 30 days regardless of household size would let your agency regulate household visits since no household would be eligible for anything more frequently than 30 days To the extent that it makes sense for your agency to delineate more specific products and more specific product definitions your agency will have greater flexibility while still maintaining inventory control and will have more specific information tracked and reportable about your agency s support of your guests Getting Started page 19
14. i 1 2 3 4 56 7 8 11 12 13 i Hmong tshuaj hmoov me nyuam For Age 0 3 45 40 35 30 20 15 French poudre pour le bebe Hypo allergenic No x For Incontinence Yes You are currently editing a product record You need to save or deodorant woman s abandon it before you can select a different record to work on Print All Products English deodorant woman s Personal Yes Days For A Household Size Of Spanish desodorante de mujer For Gender Female x 4 2 3 4 7 8 9 11 13 Hmong tshuaj ua kom txhob tsw For Age 12_plus H 60 60 60 10 12 60 French deodorant femme Hypo allergenic No x 60 60 For Incontinence No Both dish soap and baby powder are defined as general household products the Personal category under Properties has been set at No and therefore show a variable life span Since Ms Thomsen s household has 6 members she ll be eligible for dish soap every 24 days see Duration Frequency table On the other hand baby powder while considered a general household product is Getting Started page 15 PEPbase User s Manual allowed only for households with infant members and the lifespan calculation for a household is based on the number of infant members Since Ms Thomsen has only one infant she will only be able to receive baby powder every 60 days Women s deodorant is considered a personal product so there is no variation in the
15. ill note that in addition to the information that the Host entered to generate this record the Host has also noted that Ms Thomsen s ID was verified but apparently her photo ID does not show her correct address so the Addr Verified box is still No How rigorously your agency demands verification of guest identification and address is of course set by your policies these flags will help ensure that appropriate follow up action is taken for households who did not have proper identification at the time of registration The Host has also made a comment in the Notes field that Ms Thomsen is pregnant with the baby due in October There are currently six people in the household Ms Thomsen gt The Host has also dated and initialed the comment a practice we recommend this makes it much easier to know whether in fact a comment is still in effect or whether it can by now be safely ignored and deleted See Getting Started page 5 PEPbase User s Manual her male partner two boys and one girl between 4 and 11 years of age and one boy who is three years or younger The Host has correctly entered this information in the Set Manual Override Values section of the SHOPPING INFO section of the screen Since the Host does not as yet have anything more than counts for the members of Ms Thomsen s household that is the Host has no date of birth information this is the appropriate place for this information and indeed
16. inform you when a household member moves out or anew member moves in or even that a new baby has been born However the Household database can provide your agency with a reasonable assurance that you have up to date information on the households it can provide you with the flexibility to handle common exceptions to our rules conditions and it can help prevent proliferation of duplicate registrations And in conjunction with the product definition capabilities outlined below it can allow you to be much more flexible in your support while still maintaining adequate control of your inventory Even if you use none of the capability to link household information and product definitions to product guest shopping lists the Household database will probably be a great timesaver just in its ability to prevent duplicate registrations and to summarize household age and genders information Product Definition The process of defining the products that your pantry or agency provides within the PEPbase Product database is handled at the Coordinator levels so that process is not described in detail here For the purposes of our discussion within this section just understanding the flow of PEPbase we ll look instead at how the Household database and Product database interact using the product definitions that we use here at the Personal Essentials Pantry We ve supplied a page within the Coordinator Functions section of this manual for your age
17. it s the only place that the Host can enter the information The counts under the Use Household Values side of SHOPPING INFO will be filled in by the computer using the Date of Birth information that will be collected shortly To reflect that fact the Set Manual Override Values is highlighted on the actual computer screen this highlight is a brighter pink not darker gray as it shows on the printed pages of this manual So at this point the computer does not have exact Date of Birth information for the household but because the Host entered the correct numbers in the Set Manual Override Values it does have the information it needs to generate Ms Thomsen s shopping list and of course all of the information that you might need for demographic reporting There are no household members with allergies or who are incontinent the factors that we track for the flags you re using may be different so there are no special conditions that must be accommodated Since Ms Thomsen is a new guest she has no shopping history so all products for which the household and its members qualify are available to her We ll talk more about the shopping list and its generation and use in Shopping Lists page 16 of this section Collecting full household information Name and DOB for all household members The household information that has been entered to this point will continue to be effective at generating the appropriate quantities i
18. le 1 le 2 le 3 le 4 le 5 le 6 sz tamaAco hom loj me tai an szitamaAto hom loj me tai sz tamaAto hom loj me tai sz tamaAco hom loj me tai sz tamaAto ham loj me tai sz tamaAza hom loj me tai DOCocoegO U COCOA You ll notice that the PEPbase software has adjusted all of the personal products those shown with lines rather than rounded rectangles to show how many Ms Thomsen can request 6 for those products that all family members are eligible for 2 for the adults only product 1 for the infants only product and 4 for the infant and youth products The shaded rectangles are where the Picker Filler to records what has been given see the discussion under Recording the shopping in the PEPbase in Routine Use section of this manual Getting Started page 17 PEPbase User s Manual Who gets what when Drawing on the Shopping History database When Ms Thompson s order was filled the Picker Filler recorded what products were actually available and given to Ms Thomsen and the Data Entry staff member in turn entered that into the PEPbase When Ms Thomsen returned on April 5 PEPbase compared her theoretical order what she was eligible for based on household composition to her shopping history and generated the following list and this is her full shopping list the only thing you aren t seeing is the header information of her name the date and her ID J kle
19. n future shopping lists although the exact products available to Ms Thomsen for any visit will also be determined by her shopping history Unless we want to submit Ms Thomsen to a two minute quiz every time she visits however we will need to gather the date of birth information for the entire household With this information entered in both PEPbase in Routine Use and the Adaptive Uses of PEPbase in the Appendices for more guidelines on using the Notes field Getting Started page 6 PEPbase User s Manual the database the PEPbase software can automatically recalculate how many Infants Youths Teens and Adults in Ms Thomsen s household and how many of each are male or female every time Ms Thomsen visits This does presume that Ms Thomsen s household doesn t change because stepchildren moved in an aunt or uncle joined the household etc It s always worth a quick question even when returning guests register Any changes to the household We do not recommend that you collect all of this information at the time of registration The time required to collect name gender and date of birth for every member of every household is simply too great Rather we recommend that you collect the information using the Cover Sheet that PEPbase automati cally generates on your behalf Now that the Host has finished collecting and has entered the information about Ms Thomsen s household he she clicks on the Print Save but
20. ncy Coordinator to record whatever decision tree is being used within your agency if you have that section in your version of the manual you might want to put a finger or a bookmark in that section to make it easy to flip back and forth between here and there for this discussion if not you might want to ask your Coordinator for a copy of that page Getting Started page 12 PEPbase User s Manual Eligibility Rules for Products As we ve mentioned before the focus of the Personal Essentials Pantry is products for personal and household hygiene These products are very different from food products in terms of who is eligible for what and how long the expected product lifetime is With the exception of infants or households with food allergies all food can pretty much be assumed to be okay for all households Suitability of personal and household hygiene products however differs by age gender and specific conditions At first blush it would seem that the rules for who can get what and how often would be fairly complicated However they can be diagramed into a fairly simple paradigm as shown in the chart below Is the product gender dependent Provide only for individual of specified gender s N Yes Personal item one per eligible individual Is the product age dependent Provide only for individual of specified age s Is the product condition dependent Provide only for individual with s
21. nt life span across household size because there will never be well there should never be more than one person using them However the lifespan for those products will still vary hairbrushes and combs are fairly durable while Getting Started page 14 PEPbase User s Manual toothbrushes should be replaced every six months women s sanitary protection products will need to be provided more often than women s deodorant As an example let s take a look at the Product Definition that the Personal Essentials Pantry has set up for three products dish soap baby powder and women s deodorant Notice particularly the differences in Properties and Duration Frequency Dish Soap Pantry Product Definition Editing You are currently editing a product record You need to save or dish soap abandon it before you can select a different record to work on English dish soap Personal No x Days For A Household Size Of Spanish jabA n para platos For Gender Both 4 2 3 4 7 8 9 11 Hmong xum npum nxtuav tais di For Age All l 30 27 21 10 12 French savon de vaiselle Hypo allergenic No x 18 15 For Incontinence No You are currently editing a product record You need to save or baby powder abandon it before you can select a different record to work on Print All Products English baby powder Personal No Days For A Household Size Of _ Spanish polvo de beb For Gender Both l
22. othbrushes combs razors etc are provided one per eligible individual The lifespan or required time before these products will again be dispensed is a constant for each product since only one individual will be or is presumed to use the product Eligibility by age gender medical condition Rules also govern whether products are available e for both genders or for only men boys or women girls e for all ages or for only certain age ranges e for all individuals or only individuals with certain conditions allergies or incontinence are the two major conditions we track Product Life Span Duration While food pantries traditionally have worried too much about the lifespan of their products once they re dispensed obviously sell by dates are of great concern the various products that the Personal Essentials Pantry carries have very different life spans For instance toilet paper will be used up more rapidly than toothpaste and toothpaste more rapidly than deodorant Life span also differs not just by product type but by household size the larger the household the more quickly a product will get used up Because of this the product definition parameters include information as to the expected duration for the product which in turn determines the frequency with which that product can be requested by a given household Of course products that are supplied per individual household members always have a consta
23. pecified condition s Does the product directly touch the skin Is the product gender dependent Provide only if household includes specified gender d i No Household item standard amount provided for each eligible visit life span of product adjusted for household size Is the product age dependent Provide only if household includes specified age s a N Is the product condition specific Provide only if some member of the household meets that condition A Determining Product Eligibility Is the product for general household use or for use by a single individual The first question is whether a given product can be provided for use by the entire family or whether it is a product that needs to be provided for each eligible individual In general products that do not directly touch the skin or where the portion that does touch the skin is dispensed and separated from the bulk of the Getting Started page 13 PEPbase User s Manual product are dispensed to the entire household These products include toilet paper laundry soap Q tips body soap shampoo etc These products are packaged in standard amounts and dispensed in those standard amounts only No household ever gets more than that standard amount at any given visit however larger households may request that standard amount more often Products that do touch the skin directly most deodorants to
24. per two ris J kleenex one box laundry soap one package dish Soap fone bottic __ all purpose cleaner jone vottis _ glass cleaner jene sotie paper towels one roi _ garbage bags ekg or ten bags hair pick jo more than 6 COMB no more than 6 BUSH Wo more than 6 lip balm pe moe than 6 dental floss one package _ Nail Clipper peo more than 6 emery board no more than 6 toothbrush child s po more than 4 ____ toothbrush adult ivo more than 2 ___ razor Woman s wo more than 1 deodorant woman s ivo more than 1 Q tIPS fone bag approx 30 razor man s wo more than 1 deodorant man s pvo more than 1 band aid fone bag of ten SOaD jone bar or equivalent manner toothpaste jone iube J __ shaving cream fone package J body powder adult fone package DC skin lotion ene package _ first aid ointment jone package CU __ vaseline jne package 1 tampons jo more than 1 regular normal reguliere super super grand regular normal reguliere 1 sanitary pads no more than 1 super super grand UOCUOTO ___ pantiliners vo more than 1 shampoo fone botite __ conditioner ione sotte D _ baby wipes fone pacage _ __ diaper rash ointment one package DD _ baby powder fone package __ baby lotion jone package baby shampoo fone sotis diapers No more than 1 I L
25. product duration but since Ms Thomsen is the only female age 12 or older her household will not be able to request more than one women s deodorant on any visit until her daughter turns 12 Both now and at that time she will only be able to request deodorant every 60 days and when her daughter does turn 12 PEPbase will track and control both the quantity and the date of any deodorants she receives Shopping Lists The interaction of the Household and Product databases Who gets what Drawing on the Household database When Ms Thomsen first visited she of course had no shopping history so all products that were available to her on the basis of the product property definition matrix Personal Household Gender Specific Age Specific and Condition Specific were available to her The information that PEPbase had on her household is again lf needed you can override the values for household size and composition for this shopping trip If you do please ensure that you print out an update registration form so the updated information can be gathered for later entry Also if there are any changes to the guest s address phone number etc please print out a form so the records can be updated if it s convenient changes and corrections can be made directly on this screen and will be reflected both on the update registration form that s printed and in the saved record for the guest fF Name First Kristin Last Thomsen Pantry ID 35
26. s Females Incont Total Incont 0 0 0 Adults 18 0 0 Teens 12 17 0 0 Youth 4 11 0 0 Infants 0 3 Allergies In Household No l Print Save Clear Form Click the Print Save button to save the entered information print a guest registration form and generate an initial shopping list for the new guest Abandon all of this information and return to the PEP Main Index We strongly recommend that the Host also fill in the values for the number of household members in each category adults teens youth and infants and males females within each category at this point This isn t absolutely essential but frankly we can t imagine that this information wouldn t be of benefit at this 2 You won t actually see the Pantry ID at this point in the process but it has been assigned and will show up shortly Getting Started page 4 PEPbase User s Manual stage whatever your pantry or service might be If there are any special circumstances surrounding the family those may also be noted For instance if Ms Thomsen had difficulty reading we d flag that question with a Yes which would prompt staff to offer her assistance in filling out her form If Ms Thomsen spoke only French one of the three languages we currently support PEPbase allows up to ten non English languages we would select that French from the pull down list under Languages See Dealing with special circumstances in
27. the PEPbase in Routine Use section for more detail on these flags With this information filled in the screen for our sample guest Kristen Thomsen will look like the following Enter basic information for new household Please enter as much information as possible in the fields below At the very least the full name of the guest is required Entering additional information helps ensure that there isn t already a record for this household and will save time later on since the information will eventually need to get entered Fame First Kristin Last Thomsen Pantry ID 0 MAIN Air Num 1234 Street Main Street Apt 102 INFO City Somewhere County Dane ST wi Zip 53766 Contactinfo Phone1 123 555 1234 Phone2 321 555 1234 Email kthomsen server com Reg Date 2009 03 24 ADDL INFO ID Verified Yes Diffic Reading No Addr Verified No Language English Use Household Values Set Manual Override Values Males Females Females Total Incont Total Incont 0 0 0 0 Adults 18 0 0 0 0 0 Teens 12 17 0 0 Last Visit 0 0 0 0 Youth 4 11 1 0 0 0 0 0 Infants 0 3 0 0 Allergies In Household No Allergies In Household No Print Save Clear Form Click the Print Save button to save the entered information print a guest registration form and generate an initial shopping list for the new guest Abandon all of this information and return to the PEP Main Index You w
28. ton at the bottom of the screen A Cover Sheet will then be generated for that household which can be given to the guest to collect the remainder of the information for the household The screen shot below shows a cover sheet from the Personal Essentials Pantry the specific cover sheet that will print out at your agency will reflect the text blocks that your agency has specified within its version of PEPbase See the Coordinator Functions and Technical Specifications sections of this manual regarding customizing agency information PERSONAL ESSENTIALS PANTRY ELIGIBILITY CERTIFICATION Participation in the Zion Church Pantry is voluntary Personally identifiable information collected is required for participation and will be used for that purpose only Please Print All Information Street Address With Apartment Number 1234 Main Street 102 City somewhere Phone Number 1 Phone Number 2 123 555 1234 321 555 1234 List Al Household Mem bers use reverse side for additional members if needed Pantry Notes Kristin Thomsen o S ee ee Getting Started page 7 PEPbase User s Manual You ll notice that we can now see the Pantry ID that has been assigned to Ms Thomsen s household she s ID 35 and that all of the information that the Host entered about her address and phone have been recorded This form can now be printed out in fact the program is going to presume that you ll be printing it and will
29. tributing commodities from liability resulting from receipt of these items understand that making false certification may result in not being to use the Zion _ 6 amp 6 Church Home Personal Essentials Pantry in the future lam only able to pick up items for my household and not acquaintances of relatives ae ae No more than 4 491 Muses for acceptance and pacar in ihe progam are the aame for SS O 8 amp 8 No than 4 99 without regard to race color religion national wigin age sex o disability No more than 5 497 No more than 2 000 More Dealing with a returning guest We ll presume for the purposes of this discussion that Ms Thomsen will fill this form out and return it as part of your agency s normal process and that at some point in the near future probably as part of the background work at your agency the information from the form will be entered into her record For the purposes of this discussion we re going to skip that stage simply assume that Ms Thomsen has once again come in Therefore we need to find Ms Thomsen Getting Started page 8 PEPbase User s Manual as a returning guest although if she or her partner Jonathan should absent mindedly say No when the Host asks And have you been here before PEPbase will still find this household even if the Host accepts the answer and assumes that Ms Thomsen is a new household Because of the way that PEPbase checks through its recor
30. umber of household members by category adult teen youth infant and male female You may have guests who are homeless the program will not choke at not having a street address for a guest However as outlined in the Host Functions discussion in the PEPbase in Routine Use section we do recommend that you enter homeless in the Street field Getting Started page 2 PEPbase User s Manual e existence of allergies or medical conditions incontinence for us requiring specialized product eligibility PEP base Households Enter basic information for new household Please enter as much information as possible in the fields below At the very least the full name of the guest is required Entering additional information helps ensure that there isn t already a record for this household and will save time later on since the information will eventually need to get entered Pantry ID 0 Street Address County Dane Contactinfo Phone1 Submit Check Clear Form Click the Submit button to check for duplicate entries and bring up a form with potential matches to the entered data If no potential duplicates are found you will be able to continue entering the data needed to create an initial shopping list for this guest Abandon all of this information and return to the PEP Main Index The screen print above shows what the Host sees at the time of registration for a new guest The very
31. y going down one screen using the elevator bar eo se Hol PNnoic aiues PT Miar al Uve qe aiues Males Females Males Females SHOPPING Total Incont Total Incont Total Incont Total Incont INFO 1 Adults 18 1 0 back Vel 0 Teens 12 17 0 0000 00 00 2 Youth 4 11 2 1 0 Infants 0 3 1 0 0 Allergies In Household No Allergies In Household No 0 0 0 Save Household Print Save Reset Changes Clear Form Click the Save Household button to save the entered information and generate a shopping list Click the Print Save button print an update registration form in addition to saving any changes and generating a shopping list Abandon all of this information and return to the PEP Main Index Last Name Active Birth Allergies Date No No 67 Kristin Thomsen Yes a Female 1954 02 23 68 Jonathan Thomsen Yes Male No No The term override refers to the fact that these values can be altered to reflect exceptional circumstances If Ms Thomsen s son Leland for instance needed deodorant the override values would be changed to reflect one male teenager and one male youth and PEPbase would be directed to use Override values rather than Derived values We don t spend too much time worrying about this however that s what PEPbase is for See PEPbase in Routine Use for more detailed discussion of this Getting Started page 10 PEPbase User s Manual With the Notes fi
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