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VetTracker User Manual - Net Caster Solutions

1. First Name John Last Name Doe On Whiteboard Yes No Gender Male Referral Source Another Veteran HMIS No 123456789 HUDVASH CM SSN 123 45 6789 Veteran Advocate O Emergency Contact ual y Er VILE jaa wo Event Lafe Date A Emergency Contact x 6 15 12 amp Do Not Contact 6 15 12 E Fk m bosanaca 100 F B Browse As you can see the warning banner now matches the Emergency Contact status The Do Not Contact status is still visible in the Event History but does not show in the warning banner Why The basic rule is this The most recent status code tied to the Warning category will be the one you see in the warning banner n this way you can retain older warnings in the history as you see fit and override them by placing a new warning in the history VetTracker will automatically place the warning of the most recently created status into the warning banner for you At this point you may want to know how to get rid of a warning It s quite simple You just delete the record from the Event History Lets see what happens when we do that Let s take out the Emergency Contact status from John Doe s record VetTracker User Guide Page 77 VetTracker Michael Mitchells iMac local D lt 3 gt Tora Unsorted Eat Es g ef Cy
2. i 100 B Browse VetTracker User Guide Page 32 We re going to pick a code that has some Event Types and Orgs associated with it We ll click on Initiated Enrollment When we do we get the list of Event Types associated with that Event Status Code SSVF Program VA As you can see a person can have his enrollment initiated in the SSVF Program or the VA This of course can be edited or added to by the on site system administrator the person with Super User privileges Just for grins we ll choose SSVF Program The system will then give us a list of possible organizations who are responsible for the initiation of enrollment Please choose an organization AWP Goodwill VA In this particular case we have three potential organizations Again your administrator will be able to add more We ll pick the VA VetTracker returns us to the Data Entry screen Let s take a look at what happens on the next page VetTracker User Guide Page 33 AA A VetTracker Michael Mitchells iMac local lt 4 Tote unsorted ial T ee Q Et 0 Records Show All New Record Delete Record Find Sort ere Main Menu Veteran Data Entry First Name John Last Name Doe On Whiteboard Yes No Gender Male Referral Source Another Veteran HMISNo 1234567899 O HUDVASH CM SSN 123 45 6789 Veteranadoate fd In
3. B DR Intake Completed OOOO 9 l na R Initial Contact 980 12 Homeless Shelter via Sef g l aam MR v SSS 100 F amp Browse Entering data on veterans being served by your agency is at the heart of the VetTracker system Without accurate data entry the system can serve no useful purpose Fortunately VetTracker is specifically designed to make data entry simple and easy Data entry is organized around a series of tabs each of which focuses on an area of interest Data common to the veteran across every area can be found at the top of the screen you can modify that information regardless of which tab you currently have selected VetTracker User Guide Page 26 Data Common to Every Tab At the top of the data entry area you ll find fields for entering data that will be visible across all tabs Most of this information is simple to enter it goes into free text fields In a couple of cases you have selection lists available either pull downs or Click and Select You can edit these options from the Main Menu using the Edit Options functionality if you have Super User privileges otherwise contact your on site system administrator to make changes A couple of special notes about the common data area e The Social Security number has an input mask built into it All you have to do is enter the 10 digits VetTracker will automatically insert the correct formatting for you The Referral Source pop down lis
4. Education Housing SSVF Click your choice and it will be added or changed on the advocate record Military Service History Tab On this tab you can enter the service eras in which the veteran served Future releases of VetTracker may make it possible to expand this functionality to include a true service history including dates of service and branches The eras in which a VetTracker User Guide Page 51 veteran serves have an impact on programs that veteran may be eligible for hence this information can affect what services you re able to provide Data entry for the Military Service History is very much like data entry for the Event History only simplified Let s take a look Event History Financial Case Notes Contact Info Military Service History Notes x Korean War June 1950 January 1955 There is only one data element to enter on the Military Service History tab the era of service It s entered using the Click and Select method To enter a new service era click the New Item button ty VetTracker User Guide Page 52 The system will as before present a list of possible options Please choose a service era Don t Know Refused World War II September 1940 July 1947 Between WWII and Korean War August 1947 May 1950 Korean War June 1950 January 1955 Between Korea and Vietnam War February 1955 Juy 196 Vie
5. Records New Veteran Delete Veteran Find Sort Veterans fy Main Menu i Veteran Data Entry First Name John Last Name Doe On Whiteboard Yes No Gender Male Referral Source Another Veteran HMIS No 123456789 HUDVASH CM SSN 123 45 6789 Veteran Advocate e kas Lr Event af Date Do Not Contact Cas eS v 100 F amp Browse As you can see the Do Not Contact warning is restored Again it follows the simple rule that the most recently created warning is displayed Since the Emergency Contact warning has been removed VetTracker now only sees the Do Not Contact warning and displays that You can create new Event Status Codes and tie them to the Warning Event Category to take advantage of this functionality specific to your particular needs There s no special programming tied to the Event Status Codes themselves only the Event Category Editing Event Status Codes Since the Event History is basically the heart of your workflow in VetTracker keeping a good list of Event Status Codes is crucial An effective list of codes will make your life simple and easy A poorly organized or confusing list of codes will make it miserable Fortunately keeping your status codes maintained is really quite easy VetTracker User Guide Page 78 Event Status Codes are simpler to edit than Event Categories Since only a single category can be associated
6. In some cases you can select subdivisions of the data to get more detail or to see data particular to certain kinds of veterans Here s a screen shot of the Statistics tab AAA VetTracker Michael Mitchells iMac local 0 Main Menu VetTracker Statistics and Reports Since Program Inception Current Month Number Screened 142 Number Screened Number Enrolled 53 Number Discharged 26 Number Initiated Enrollment in v through v Number Stably Housed through E Number Employed through 100 p B Browse hs vy VetTracker User Guide Page 55 Whenever you have a pull down menu you can choose a variable to fit in that slot generally via the Click and Select method The statistic will be shown in the field to the right Otherwise the statistic collection is automatic Standard Reports Tab The Standard Reports tab is designed for certain canned reports that you can pull without much input from you The system is preprogrammed to make a determination of what records to search out and present although in some cases you may be asked to input a date range covering the time period you want to report on Report generation is quite simple Select a date range either by selecting a time period from the pull down menu or by choosing a start and end date if required then click the report you want The system will
7. file with a file extension of fmpsl wherever you want presumably your desktop You can double click it to get yourself back into the system and to the Main Menu Note This feature will only work with FileMaker clients getting in through Instant Web Publishing will require saving a URL shortcut to your desktop which you can do by dragging the URL of the system from your browser to your desktop once you re in VetTracker User Guide Page 14 By whatever means you open VetTracker it will be the same procedure once the file is open You ll automatically be passed through the default account and be presented with the Login screen ao Login Welcome to VetTracker Account Name Password 100 F B Browse Just as with the IWP login enter your personal credentials In this case hitting Return does work to submit your input Once you have successfully passed the login check you ll be directed to the Main Menu which basically is the same in IWP or the FileMaker client Note There is a special privilege set called Restricted Guest Users whose accounts use this privilege set will have a reduced Main Menu as all they are permitted to do is run certain reports from the system Hence the only button those users will see is the Stats Reports button VetTracker User Guide Page 15 System Conventions There are some commonalities throughout VetTracker that users will want to be familiar with
8. Being aware of these conventions will make the users experiences much smoother Action Icons There are some commonly used icons in the system that users will see Take a look at the table below to familiarize yourself with them Main Menu Click this or the label next to it to return to the Main Menu Add record item This icon appears wherever you can add a new item to an existing record For example you ll see this on the Data Entry screen when you can add a new event to a veteran s record New record person This icon appears on the data entry screen Click it to create a new veteran record Add data new domain record This icon shows up on your options screens Use it to create a new domain table record or attach one domain table record to another see the Options section for instructions Documents On any event where documents are already attached this icon appears Click it to review edit delete or add more documents Delete data This icon appears frequently basically anywhere you can remove data from the system Click it to do so you ll get a confirmation prompt Report Click this icon to generate a report Exactly what report will depend on the context Sometimes you ll need to tell the system what report you want to generate before clicking Find This icon indicates you can perform a find on the field next to it It s usually present when you can t perform a normal Find due to the field being
9. Hint Put a space before and or after the conjunction to keep from running the words together This looks like a lot to manage But it all basically boils down to this When you tie an Event Status to an Event Category all Event Types and Organizations associated with that Event Category become available for entry on the Event Status The converse is also true No Event Status can be associated with any Event Type or Organization without first being tied to an Event Category Creating New Event Categories You can create new event categories This can be handy when your workflow changes New categories can be created when you want to tie a set of event status codes together or when you want to subdivide a status code into various event types or when you want to allow multiple different organizations to be tracked against an event status Remember you cannot attach event types or orgs to an event status code unless it is associated with an event category To create a new event category click the New Data button located at the upper right hand corner of the Edit create delete event categories window La You ll be given a new record to write data to The new category can be associated with event types event status codes and or organization codes at your discretion Creating New Event Types Event Status Codes or Organization Codes From the Event Categories Window You can create new entities directly in their
10. Nor will deleting an event category remove any of its associated event status codes event types or organizations However deleting an event category will remove your ability to associate any event types or organizations attached to it with the event statuses attached to it In other words you ll no longer have the ability to have the subdivisions of that event status available to you Hence be very certain that you no longer want that capability before deleting In many cases it s a better idea to relabel the category to a different name rather than deleting it This maintains its utility and you can always attach different event types and organizations if you need to Finally remember the one caveat associated with deleting event categories Certain event categories are locked by the developer You will be prevented from deleting them if you should accidentally attempt to do so VetTracker User Guide Page 73 Special Cases There are some special considerations within the Event Categories screen you should be aware of One of these is the category called Warnings That category is tied to code inside the system that automatically flashes the text of the Event Status Code up on the Data Entry screen whenever you attach a code that s associated with the Warning category to a veteran s record Let s see how that works Here s a shot of John Doe s record He has no status codes in his history at the moment as you can
11. a veteran it always includes the source of the income Financial summary reports add up the total income by income source and month However unless the Include in Totals checkbox is selected the income associated with that income source will not be included in financial summary reports You can still enter the data and should the checkbox value change later it will be VetTracker User Guide Page 65 included So it s important to keep in mind that you must accurately record whether an income source should be included in your summary totals because this is the one and only place that determination is made Editing Veteran Advocates This screen is where you create records for the Veteran Advocates in your program Whenever a veteran is assigned to a VA the system looks here to determine not only what the selection list should consist of but also what that person s email address and gender will be for purposes of natural English prompts The latter is of minor importance if the computer accidentally calls a man she or a woman he the damage is relatively minor However it is fairly important that the email addresses be entered correctly They will be used to send notifications to the VAs of new assignments to veterans for case management Another caveat with using this screen has to do with deletions Before deleting an advocate s record from this screen you should go through the system locate all vetera
12. and all users are within the same office i e inside the same intranet IWP is relatively easy to configure However this option is usually unsuitable for situations where all the users are not co located where they have to communicate through the open Internet since special network setup is usually required In addition this option carries with it the same risks of data loss associated with option 1 so stringent backup discipline is strongly recommended Sharing VetTracker From a Single Computer Via IWP Open VetTracker from your hard drive into FileMaker Pro see Logging In below Select File gt Sharing gt Instant Web Publishing Turn on Instant Web Publishing Record the IP address of the computer it will be needed by users wanting to log in Click OK ee ee eae VetTracker User Guide Page 8 Opening VetTracker As a Guest Over IWP o_o Open a web browser Safari Google Chrome or Firefox 2 Inthe address bar type http IP address fmi iwp the IP address will be the same as recorded in step 4 above 3 Click VetTracker in the available list of files 4 When the dialog for user name and password is presented enter VetTracker as the user name Leave the password blank Click Login 5 Log in normally see Logging In below Open database VetTracker with Guest Account Y FMServer Sample Account Name and Password Account Name VetTracker al VetTrack
13. automatically generate the report and present it to you Note to Instant Web Publishing users When you choose a time period from the pull down menu you must also click the Update button Shown below in order to refresh the start and end dates Otherwise the system will produce an error Choose a Time Period Or a Date Range From to Update As of this writing three reports are available through the Standard Reports tab The Director s Summary provides a high level look at important statistics on the overall program No date range is needed for this report The Needs report produces a summary of the number of days elapsed between needs being identified and filled across a date range you specify for all records in the database It will produce such information for event status codes of Need Identified and Need Filled If those status codes are not used the system will produce no report The Enrolled Not Housed report produces a summary of all veterans who have been enrolled in the SSVF program but have not been stably housed No date range is needed for this report which keys on the event status codes of Enrolled event type SSVF Program and Stably Housed Future automatic reports may be made available at user request VetTracker User Guide Page 56 Custom Reports Single Event Tab This is truly the heart of the reporting system in VetTracker From this tab you can generate a
14. may want to keep copies of documentation at various stages as the veteran moves through the system VetTracker will allow you to attach as many documents or as few as you like to any given event making it flexible for your workflow Note For those with privacy or security concerns the documents are stored in an encrypted format accessible only through the VetTracker interface Additional security can be provided by hosting VetTracker on a FileMaker server where access to the storage directories will be limited to server management personnel To attach review or delete documents attached to an event click the document icon next to the event This icon appears in two forms If there are no documents currently attached to the event it will appear as a single document with a green like this lf on the other hand one or more documents is already attached to the event you ll see a multiple document icon like this In either case the user action is the same Clicking on the icon will bring up the Documents Data Entry screen seen on the next page VetTracker User Guide Page 35 Document Data Entry Document Data Entry First Name Last Name Event Date Initial HCP Review Needed a 7 31 12 Document images Document PDFs EE Document Description movies sounds 100 F amp Browse Attaching a document is simple You enter the text of the document s
15. of and the stability of the Server product is provided You can use any combination of FileMaker Pro and Instant Web Publishing clients at your discretion And as with hosting your own server the number of available connections will dramatically increase Of course as with all options technical there are disadvantages as well With a hosting service you lose some measure of control over what s going on You may not have access to server logs without going through the provider You will most likely not have access to start and stop databases which may require developer intervention Since you will likely be sharing a server with other customers you may not have use of all 100 available IWP connections to the server Finally hosting through a provider involves a VetTracker User Guide Page 11 monthly cost which will normally be far less than purchasing your own server but may still be a deterrent to using this option The developer can assist you with making the appropriate choice for your situation But hopefully this information has been of some help Logging In Whichever deployment method you choose for your organization and you can change later if your needs change or if you just decide to try something different you ll need to at some point actually log into the system to use the software Imagine that VetTracker works like most other database software each user will have an account in the system and you ll log in
16. see A000 VetTracker Michael Mitchells iMac local lt 44 gt Q A T Eq Q Et Cy Records New Veteran Delete Veteran Find Sort Veterans FirstName John Last Name Doe On Whiteboard Yes ONo Gender Mae Referral Source Another Veteran sts HMISNo 123456789 HUDVASH CM SSN 12345 67899 Veteran Advocate Je 100 Ff amp Browse VetTracker User Guide Page 74 Now let s say there s a problem with John He s got some issue that someone outside the agency has to resolve before your agency can continue with his case So you want to warn the other advocates that he s not to be contacted until the issue is resolved Here s how you do that You attach a status of Do Not Contact to his history When you do his screen will look like this AA A VetTracker Michael Mitchells iMac local lt gt S a Unsorted T ES g Ef Cy Records New Veteran Delete Veteran Find Sort Veterans EAS m Preview _ hy ee Veteran Data Entry First Name John Last Name Doe On Whiteboard Yes No Gender Male Referral Source Another Veteran HMIS No 123456789 HUDVASH CM SSN 123 45 6789 Veteran Advocate O Date far SET VICE Pad Event _ _ ____LL n a Do Not Contact 652 m v 100 F amp Browse Notice what has happened Th
17. the Instant Web Publishing engine You ll have to click the Login button for your changes to be submitted Logging In Using the FileMaker Client Logging in with the FileMaker client is simpler than using IWP in one respect since there is only a single login You can get to the database in one of a few different ways e You can use a URL in your web browser to launch the database That URL will look something like this fmp IP address or host name VetTracker fmp12 Just as with IWP you can get the IP address and or host name from your hosting company server administrator or the person who s hosting the database on his or her computer You can use Open Remote in the FileMaker File menu If your host is on the local intranet it will show up under Local Hosts If not you can save a Favorite Host that points to it See the FileMaker Help for details or contact the developer for assistance e Once you have opened VetTracker inside FileMaker you can save it to your Favorites menu Choose File gt Open Favorite gt Add Current File to Favorites This will cause VetTracker as hosted from its current location to show up in your Favorites menu and you can open it by selecting its menu item e Also from inside FileMaker if you want a desktop shortcut into the system you can use a feature called Snapshot From the Main Menu of VetTracker choose File gt Save Send Records As gt Snapshot Link This will create a snapshot
18. the function will be cancelled So unlike most other computer programs you won t be manually saving your changes in VetTracker as you work Instead every time you do something that would require FileMaker to save your change you ll be prompted to choose whether you want to save or not VetTracker User Guide Page 19 There s an important concept to understand with regard to related records as well What s a related record My uncle s birth certificate Simply put a related record is a record that exists within the database but not in the same data table Let s look at an example so it ll make more sense Let s pretend we re working on case notes for Mr Test Veteran seen here AAA VetTracker Michael Mitchells iMac local 774 774 4 lo Records New Veteran Delete Veteran Find Sort Veterans fy Main Menu Veteran Data Entry FirstName Test Last Name Veteran On Whiteboard Yes No Gender Referral Source Polytrauma HMISNo HUDVASH CM SSN ty Note Date more stuff goes here a 7 18 12 E BA Y lots of stuff goes here a mun B E 100 F B Browse Note that Mr Veteran has two case notes associated with his record Let s say we re going to do some editing and we edit both case notes as seen on the next page VetTracker User Guide Page 20 000 VetT
19. types of events What are the subdivisions of events Well for example you might be Housed at Risk in a Hotel Motel If the vet has limited money a hotel or motel won t be a permanent situation VetTracker User Guide Page 67 The third and final portal gives us the organizations associated with the events who might be responsible for the status or might have initiated it For example if the veteran became Stably Housed who helped him Was it the SSVF program or did he do it by his own effort These are the Organizations associated with the Category Similarly the next category is Needs Two events appear here Need Filled and Need Identified Pretty simple Then you have the Event Types Benefits Housing Financial Those are the types of need a veteran might have Hopefully these examples make it clearer how the various data elements work together Now let s look at how we maintain them and make changes when we need to The first thing you ll need to know is that certain of the event elements are locked by the developer These will appear with pinkish or red backgrounds FileMaker client FileMaker Go only as seen below Housing They re locked because the items are tied directly to hard coded elements inside the system For example the Housing category is locked because there are reports and statistics that are tied directly to it Deleting it would cause malfunction of those features Hence deletion is not allow
20. Found Set Includes first name last name gender HMIS primary phone referral source vet advocate HCP Includes First Name Last Name HMIS All HCP Dates completed amp Needed needed Phone column for notes Simple Includes First Name Last Name HMIS Phone column for notes SSVF Includes First Name Last Name HMIS Date Screened Date Enrolled Date Discharged Tooltips are available to assist you in choosing the report When the selection screen appears for the Click and Select you can hover your mouse over each report and it will show you the above descriptions You can do the same once you ve made your selection on the Reports screen For this report let s choose the Simple format Here s what our final selection screen will look like Choose a Time Period This YTD v Or a Date Range From 1 1 2012 to 6 10 2012 Choose an Event Enrolled v Choose an Event Type SSVF Program v Choose an Organization Report to Create Simple v VetTracker User Guide Page 59 What s next Actually creating the report Do so by clicking the Report icon which looks like this The system will generate your report and output it to the screen in a new window if you re using the FileMaker client otherwise it will appear in your browser Here s a screenshot of what the report might look like personal data obscured to protect privacy Veterans Enrolled between 1 1 2012 and 6 10 2012 Tha
21. VetTracker User Manual VetTracker Welcome Version 1 0 Your Access Level Full Access Version 1 0 VetTracker User Guide Page 1 Table of Contents Introduction 6 Major Features 6 System Requirements 6 Deployment Options 7 Basic Requirements 7 Backup and Data Stability 7 Deployment Option 1 Single User 8 Deployment Option 2 Single Computer Installation with Instant Web Publishing 8 Sharing VetTracker From a Single Computer Via IWP 8 Opening VetTracker As a Guest Over IWP 9 Deployment Option 3 Single Computer Installation with FileMaker Network Sharing 9 Sharing VetTracker From a Single Computer Via FileMaker Network Sharing 10 Opening VetTracker As a Guest Over FileMaker Network Sharing 10 Deployment Option 4 Hosting VetTracker on a Local Server 11 Deployment Option 5 Hosting VetTracker Through an Internet Based FileMaker Hosting Service 11 Logging In 12 Logging In Over Instant Web Publishing 12 Logging In Using the FileMaker Client 14 System Conventions 16 Action Icons 16 Direct Data Entry 17 VetTracker User Guide Page 2 Click and Select 17 Deleting Items 18 Notes on Using Instant Web Publishing 18 Saving Data 18 Value List Differences 24 Logging Out 24 Emergencies Getting Stuck 25 Unavailable Features 25 Veteran Data Entry 26 Data Common to Every Tab 27 Quick Reports 28 Event History Tab 29 Creating a New Event 31 Attaching a Document to An Event 35 Inserting an Event Plan Onto a
22. Veteran Record 38 Financial Tab 39 Financial Data Entry By Month 41 Duplicating a Month s Entries 42 Financial Data Entry by Income Source 43 Financial Data Entry by Individual Item 44 Case Notes Tab 46 Entering A New Case Note 47 Contact Info Tab 48 Entering New Contact Information 49 Advocates Tab 49 VetTracker User Guide Page 3 Adding a New Advocate to a Veteran Record 50 Changing or Adding a Type Function to a Veteran Advocate Entry51 Military Service History Tab 51 Notes Tab 54 Statistics and Reports 54 The Statistics and Reports Screen 55 General Report Information 55 Statistics Tab 55 Standard Reports Tab 56 Custom Reports Single Event Tab 57 Custom Reports Days Elapsed Tab 60 Editing System Options 63 Editing Value Lists Options 63 Editing Income Sources 65 Editing Veteran Advocates 66 Editing Event Categories 66 Creating New Event Categories 72 Creating New Event Types Event Status Codes or Organization Codes From the Event Categories Window 72 Deleting Event Categories 73 Special Cases 74 Editing Event Status Codes 78 Editing Event Types 80 Editing Organizations 81 Editing User Accounts 81 VetTracker User Guide Page 4 Creating a New User Account 83 Consideration for Instant Web Publishing 84 Disabling and Re Enabling User Accounts 86 Updating Account Information 87 Editing Default Information 89 VetTracker User Guide Page 5 Introduction VetTracker is a FileMaker Pro database solution specific
23. aker Network Settings dialog box set Network Sharing to On 4 Click OK Opening VetTracker As a Guest Over FileMaker Network Sharing 1 Open FileMaker Pro 2 Select File gt Open Remote 3 Under View choose Local Hosts 4 The hosting computer should appear in the list Click it 5 VetTracker should appear in the list on the right hand side Double click it 6 Log in as normal see Logging In below ees Open Remote File View Favorite Hosts B Hosts Home 10 0 1 3 Available Files Filter Q Online Info Service_Events Shopping List threeCornerstonesO1 To Dos VetTracker VetTracker_Data Network File Path fmnet 10 0 1 3 VetTracker Example fmnet hostiPAddress fileName VetTracker User Guide Page 10 Deployment Option 4 Hosting VetTracker on a Local Server Instead of hosting the database using FileMaker Pro it can be hosted using the FileMaker Server product This offers far greater stability automated backups and protection from data loss than hosting on a desktop or laptop computer Server is designed specifically to host database solutions and is the preferred method for providing access to FileMaker databases In this option the customer installs FileMaker Server indeed FileMaker Server Advanced is required to use the Instant Web Publishing feature on a server at their place of business Such a configuration offers several advantages The customer maintains control over the da
24. al information carries the variables you see above The month and year of the income the source of the income the amount and the amount for total That last item requires a bit of explanation Income sources are defined in the system options as with event source codes and the like Your system administrator has the capability to determine whether an income source should be included in financial summary reports or not You can tell at a glance on the financial input screen whether a given item will be included on the summaries by looking at the Amount for Total If it matches the Amount which you will enter then it s included in the totals If its 0 on the other hand its not Simple enough VetTracker User Guide Page 40 Let s take a look at data entry on each of the three Financial tabs Financial Data Entry By Month Entering financial data entry by month may be the most convenient way when you receive data from your veterans once they re in the program In all likelihood veterans will report their income month by month In such a case it s simplest to set the month and year and then add each income item without having to set the month and year for every item It is this need that the By Month tab was designed to meet At the top center of the By Month tab are two pull down menus one for Month and one for Year Every item you add to a veteran s record will automatically inherit the month and year that are shown on
25. ally designed to assist social agencies administer the Supportive Services for Veteran Families SSVF Program as well as veteran programs through HUD the VA and other government and non government entities VetTracker is designed to be flexible easy to learn and to use and to impose little cost on nonprofit and small government organizations which are recognized to be funded in an often limited fashion Major Features e Completely customizable workflow the agency decides what events to track and how to track them Financial reporting on veterans allows the agency to determine quickly which veterans qualify for which programs e Flexible user defined reports Pull data on any event in the system including the ability to compare the elapsed time between two events within any date range e Notifications through email to veteran advocates e Configurable to use a variety of deployment options from single user through small workgroup hosted from a single computer including over web browsers to using a server for larger organizations or wider availability System Requirements VetTracker is compatible with both Mac OS X and Microsoft Windows operating systems It requires FileMaker Pro version 12 or higher to operate see hitp help filemaker com app answers detail a_id 4701 filemaker pro operating system requirements all versions for specific system requirements Note Screen shots in this User s Guide may not exac
26. ar to the others As before click the New Item button tr VetTracker presents the list of income sources available using the Click and Select method you ve seen before Back Pay Child Care Child Support Drill Pay Emergency Stays Food Stamps Furnishings Housing Assistance HUDVASH Non Service Conn Comp Other Income in Household Salary from Employment School Income Social Security Disability Transportation Unemployment Utility Assistance VA Disability Service Conn Voc Rehab You ll then be placed back into the Data Entry view ready to accept the month year and amount for that line item VetTracker User Guide Page 45 Case Notes Tab The Case Notes tab is specifically designed to store well case notes on a veteran The input is quite simple Let s take a look 0 koko VetTracker Michael Mitchells iMac local 146 146 E O Records Show All New Record Delete Record Find Sort FirstName John S Last Name Doe On Whiteboard Yes O No Gender Male Referral Source Another Veteran 0 O HMISNo 123456789 HUDVASH CM R SSN 123 45 67899 Veteran Advocate Je ee 100 p amp Browse hi Case notes provide free text and a date of entry The account name of the individual making the entry is also recorded behind the scenes you can see the information by hovering your mouse above the entry You can use the scroll bar on the field to see all o
27. assword on first login Instructions for how to log into the system will be sent vie separate communication As usual we have the same options for distributing the information to Joe as we did before Editing Default Information VetTracker s Options screens has a few more fields you can enter to personalize the system These fields are used as defaults for specific entries to make it a little quicker to enter data You can see the options at the bottom of the Options screen Your Organization s Name Augusta Warrior Project Your Home City amp State Augusta GA The name of your organization will be used in emails you send to veterans in the subject line Your home city and state are automatically inserted on any new address you create for a veteran in the Contact Info tab on the Data Entry screen By inserting this information here you avoid having to do it every time you send an email or create a new address VetTracker User Guide Page 89
28. at purpose You have a wide range of options available to you for the management of internal accounts in VetTracker You can create delete disable enable and modify user accounts You can reset a user s password if the user has forgotten it However there is one very significant caveat to which you must adhere Only users with Super User privileges can perform user account activities If you should delete or disable the last account with that privilege set or if you are the only user with those privileges and you forget your password you will have to call for developer assistance to restore system functionality in this area Hence it is highly VetTracker User Guide Page 81 advised that you have more than one person in your organization with Super User privileges as an account manager Let s take a look at the Edit create delete accounts screen Edit create delete accounts User s Name Bridget Mitchell EMail bridget phonydomain com Account Privilege Login Name Bridget Set Data Entry User s Name Catherine Somebody EMail catherine phonydomain com Account Privilege Login Name Catherine Set Data Entry PB PPP Accounts are fairly simple to set up Each user will need the following e Name this is the person s actual name e EMail address to enable the system to send email to that user e Account Login Name the user name the person will use to log in Privilege Set def
29. ata button You can also edit existing options or delete them if you like However delete with caution you may create situations where existing records are tied to the record you delete and you may end up with erratic behavior as a result Although in this case Referral Sources it s generally safe to remove an option Many of the other available options are very similar to the Referral Sources You can freely edit Address Types EMail Types and Phone Types However there are some that require some special attention Let s look at them VetTracker User Guide Page 64 Editing Income Sources The Income Source editing screen is very similar to the one for Referral Sources There is one small exception however Take a look at the screen Edit create delete income sources F WARNING Deleting may cause erratic system behavior Description Include in Totals Back Pay x x Child Care O x Child Support a x Drill Pay a x Emergency Stays L x Food Stamps L x Furnishings L x Housing Assistance x x HUDVASH O x Non Service Conn Comp x x Other Income in Household a x Salary from Employment C x School Income C x Social Security Disability Ix x Transportation L x Unemployment a x Utility Assistance x x VA Disability Service Conn x x Voc Rehab C x Notice the additional field the checkbox titled Include in Totals What does that mean Whenever you enter financial data for
30. ccount notification Click the Send EMail button to send an email to the user regarding the password change If this does not work with your email program copy and paste the below notification into an email or optionally print to PDF and send to the user whose password is being reset Your password for VetTracker has been reset Your new account information is as follows Account Name Joe Temporary Password huvGh bp You will be required to change your temporary password on first login VetTracker User Guide Page 85 Again you can optionally send an email copy and paste the notification or print it to PDF or even a hard copy if you like Disabling and Re Enabling User Accounts Sometimes personnel leave an organization temporarily planning to return after a period of time It can be useful to have the ability to disable their accounts without completely deleting them that way when they return you don t have to completely recreate the accounts from scratch VetTracker allows for this scenario Let s try it out Under normal circumstances your users accounts will be enabled The icon indicating that status looks like this Normal happy user Now if want to disable this user s account click the icon VetTracker prompts me to make sure want to do this fs 0 Message Disable account Joe If you do this individual will not be able to log into the system until the acco
31. change that information isn t used by the security model only by VetTracker so changing it in the accounts screen is sufficient Let s take an example of needing to upgrade Joe s account from Data Entry to Super User and see how this works VetTracker User Guide Page 87 We start by changing the data we want to change In this case we update the Privilege Set field with the new information 4 d User s Name Joe User EMail joe_user phonydomain com Login Name Set amp Now we click the Update Account button a VetTracker warns us that some changes will take place if we proceed 000 Message Refresh account Joe If you do the account will be updated to match the current privilege set and account name Further the password will be reset J Cancel 100 amp Browse VetTracker User Guide Page 88 We ll click OK The system presents us with the Notification of the change Click the Send EMail button to send an email to the updated user If this does not function correctly with your email program copy and paste the below notification into an email or optionally print to PDF and send to the user who is receiving the updated account Your account in VetTracker has been refreshed with new information Your new account information ts as follows Account Name Joe Temporary Password Mc h g You will be required to change your temporary p
32. changes works a little differently from most other desktop applications you re probably familiar with Data changes are made and saved at the record level which is called committing the record VetTracker has been configured to prompt you whenever you do something that would cause a record to be committed Such actions might include clicking outside a field including clicking on a button changing records changing layouts or exiting the database You ll be presented with a dialog that looks like the one on the next page VetTracker User Guide Page 18 Message Save changes to this record Save Don t Save 100 F amp Browse As you can see you ll have three options They have different functions which we ll look at briefly e Save means any changes you ve made to the current record will be saved to the database Don t Save means any changes you ve made will be reverted or rolled back to the way the record was before you edited it Cancel means the current action is cancelled and the record will remain open for editing Your changes are not committed but neither are they wiped out This action happens when you ve edited a record and click any button to perform a function Your choice will affect how that function works If you choose Save or Don t Save the function will proceed after the record is either saved or reverted If you choose Cancel
33. description under Document Description Click Insert to insert the document and Delete the button that says that to remove it The Delete icon allows you to remove that document from the database Note the two available fields for documents One is labeled Document images and the other is labeled Document PDFs movies sounds This is because one of the containers is optimized for images and the other is optimized for active content such as movies sounds and PDF files You should use the appropriate container for your data for maximum effectiveness The system is programmed only to accept the appropriate type of content for each container When you insert content a small magnifying glass icon with a symbol will appear This is the Zoom icon as shown on the next page VetTracker User Guide Page 36 AAO Document Data Entry Document Data Entry First Name Last Name Event Date Initial HCP Review Needed 73112 T Document images Document PDFs a Document Description movies sounds lki e aoe aa l anser peere v 100 p amp Browse 7 The Zoom icon gives you the capability to view the content in a larger context If you Click it the system will present the Document Detail window see the next page VetTracker User Guide Page 37 AAO Document Detail 0 100 7 amp Browse A You can resize this windo
34. e Do Not Contact banner appears above his tabs In addition the Do Not Contact status code in his Event History appears highlighted in red This will not happen if you re logged in using Instant Web Publishing These changes alert any user that John is not to be contacted So how does that work Let s take a look at our Event Category screen again VetTracker User Guide Page 75 Warnings Connect this event category Do Not Contact a to these event statuses lt Emergency Contact Se bo Connect this event category r to these event types t Connect this event category A to these orgs i Cop Note that in this example we have two event statuses Do Not Contact and Emergency Contact attached to the Warnings Event Category This tells VetTracker in essence that these two event statuses are special that when either of them is selected the system should flash the big warnings up on the screen This feature does have a limitation It will only show one Warning at a time So what happens if you have more than one event status on a veteran s history that ties back to the Warnings category Let s see what happens Take a look at the next page VetTracker User Guide Page 76 fr VetTracker Michael Mitchells iMac local lt gt E mi Unsorted Ef 9 f Q7 Records New Veteran Delete Veteran Find Sort Veterans ta Main Menu
35. e a Default Report Format This is a convenience feature What this will do is make it easier to pull a report for this Event Status Code Say you have a particular report format you like and want to use most of the time when you pull a report for this Event Status Code By setting the Default Report Format you tell VetTracker that it should assume you want to use that report format when you do so You can VetTracker User Guide Page 79 always change it but if that s the report you usually use it ll save you having to select it when you pull the report for this code To set the Default Report Format just click in the field The system will present the list of available report formats by the Click and Select method Choose the one you want to set the value Editing Event Types Event Types have their own screen for maintenance Again it s recommended that you maintain ties between Event Categories and the other elements from the Event Categories screen However this screen is provided for your use should you desire to maintain the Event Types directly Event Types are not too difficult to maintain They have a description and they can be tied to one or more Event Categories The screen is similar to the Event Categories screen just with fewer options Edit create delete event types Deleting by users is limited due to some categories being tied to special code Description Approval f
36. ed Choose a Time Period v Or a Date Range From E to E First Event Second Event Choose an Event Choose an Event Type Choose an Organization Click here to create report gt fwi 100 F amp Browse In many ways it s similar to the Custom Reports Single Event tab You still choose a date range either directly or through the Time Period pull down And you still choose events event types and organizations via the Click and Select method However in this case you will make two selections a minimum of one from each column Also you must choose an event in each column you cannot base a Days Elapsed report on merely an event type or organization Other than that the process is straightforward Choose your time period choose event 1 and event 2 and click the Report icon to generate your report The system will automatically create a comparison report that allows you to see the time span between events Let s do an example and see what we get Let s say we want to know the number of days elapsed between the first contact with a vet status code Initial Contact and the time he was enrolled in the SSVF program status code Enrolled event type SSVF Program for the current year Here s what our selection screen would look like VetTracker User Guide Page 61 AAA VetTracker Michael Mitchells iMac local Statistic
37. ed However you can make changes You can add new data elements to a locked category You can tie a locked event type to a new category You can even change their descriptions or wording You just can t delete them Next we need to look at the Link and Unlink buttons These are new unique to the screens that maintain event status and its related elements They look like this o gt a ON Link gt CRP Unlink gt X These buttons allow you to attach or detach the various elements to or from each other They do not create or delete actual data all they do is associate the records with each other Whenever you click the Link button you ll be prompted for the appropriate data element Event Status Event Type or Org via the Click and Select method Choose the one you want and it will be associated with the Event Category Let s take an example VetTracker User Guide Page 68 Take a look at the Discharge category It currently has no events associated with it Discharge Connect this event category to these event statuses amp We re going to change that We ll click the Link button A and from the Click and Select list choose Discharged Assessment Care Plan Developed Obtained Case Closure Audit Completed Case Closure Audit Completed O O Closed Out No Further Assistance Needed eee Consents Received Determined Ineligible Discharged VetTracker
38. er Password b VetTracker Data Login Cancel Deployment Option 3 Single Computer Installation with FileMaker Network Sharing In addition to sharing through Instant Web Publishing a single computer running FileMaker Pro can share the database with other computers on the same network This is called network sharing and is intended for situations similar to the ones addressed by IWP It has certain advantages over IWP most notably that the VetTracker experience inside the FileMaker client is far richer than what is possible over IWP due mostly to limitations of web browsers Of course the major disadvantage with this model is the need to purchase additional FileMaker licenses which adds to the cost Note that it is possible to mix and match options 2 and 3 some users can share the database using IWP while others can share using FileMaker Pro There is no issue with doing so Sharing between facilities is often difficult with this method just as with IWP due to network configuration issues As you might expect sharing in this manner carries the same risks as options 1 and 2 with regard to data loss backup discipline is required to safeguard data VetTracker User Guide Page 9 Sharing VetTracker From a Single Computer Via FileMaker Network Sharing 1 Open VetTracker from your hard drive into FileMaker Pro see Logging In below 2 Choose File gt Sharing gt FileMaker Network 3 In the FileM
39. er and VetTracker can be installed on that one computer and that one computer holds all the information This option is attractive from the standpoint of simplicity and configurability It also requires only a single license of FileMaker to be purchased However it is somewhat restrictive from an operational standpoint your data will be accessible only from that single machine and carries the risk of a hard drive crash destroying the data It is highly recommended that good backups be kept and an alternate installation plan be in place Deployment Option 2 Single Computer Installation with Instant Web Publishing FileMaker has the capability to publish a database application to a web browser a capability known as Instant Web Publishing IWP VetTracker has been designed to take advantage of this feature In this deployment option a single computer hosts the database using FileMaker Pro and other users access it using the web browsers Internet Explorer version 9 or higher Firefox Google Chrome and Safari are all supported installed on their workstations The experience over the web is very similar to the experience through the FileMaker client albeit with some limitations This option can be very attractive to small organizations with limited budgets since they can have multiple users up to 6 one hosting the database and 5 sharing it over IWP without purchasing multiple FileMaker licenses Where resources are tight
40. f the entry if desired and a Case Notes report is available from the Stats Reports screen VetTracker User Guide Page 46 Entering A New Case Note To create a new case note entry just click the New Item icon The system will move your cursor to the last row of the portal Just start typing I am a new case note 6 9 2012 z The date will default to the current date the date you create the note but you can change it if you like The case notes will sort in descending date order so you ll always see the latest note at the top as soon as you save the record by clicking outside a field or pressing the Enter key on the numeric keypad I am a new case note 6 9 12 x I m a case note entered yesterday 6 8 12 x VetTracker User Guide Page 47 Contact Info Tab In order to assist vets you ll need to be able to get in touch with them That means recording their addresses telephone numbers and or email addresses The Contact Info tab is where you do this The following screen shot gives you an overview i Address City State Zip Primary x Phone H EMail Primary x Primary cf x You can record any number of addresses phone numbers and or email addresses for a given veteran You should mark one of each as the Primary contact information that entry will sort to the top of the list VetTracker User Guide Page 48 Entering New Contact Information Entering a new address phone or email is bas
41. ically the same You click the New Item button ty VetTracker will place your cursor in the first blank row and you just start typing In each case address phone and email you can select from a type of information being saved such as home work cell phone or the like The lists of available information types can be edited by your site specific system administrator Some finer points to note e There is an input mask on the phone number You can type either the 7 or 10 digit phone number directly into the field VetTracker will then automatically add the proper formatting for you In the case of the email contact information depending on your email client you can send an email directly to a given address by clicking the email icon cr Assuming your email client is compatible the system will launch a new email message to the given address Advocates Tab The Advocates tab allows you to associate a veteran with the veteran advocates who may be handling various aspects of his or her case Since advocates can in some cases specialize in different aspects of veteran care VetTracker has been configured to allow you to specify a type or function for each advocate for each veteran You can choose these various types under the Edit Options area or if this does not suit your business model you can have a single advocate for each veteran as desired Let s take a look at the Advocates tab on the next page VetTracker Use
42. in all environments certain VetTracker features are not available through the IWP interface This is mostly due to limitations of the IWP technology itself The missing features are listed below e As of this writing the insertion and viewing of documents attached to veteran event history records is not available Documents can only be attached detached and viewed via a FileMaker client e Reports cannot be saved to the desktop or viewed in a separate browser tab or window as they can with the FileMaker client If you want a copy of an onscreen report you ll need to copy paste or use a screen shot utility Such as SnagIt on Windows or Grablt on the Mac e Warning colors on records such as the do not delete highlighting in the Options screens does not work on IWP You will still be warned if you attempt to delete a record that has been locked VetTracker User Guide Page 25 e The duplicate record warning feature See below does not function when using Instant Web Publishing Veteran Data Entry ome O VetTracker Michael Mitchells iMac local 774 774 O Records New Veteran Delete Veteran Find Sort Veterans r Main Menu FirstName T LastName veteen On Whiteboard Yes O No Gender ss s s idX Referral Source Polytrauma HMISNo HUDVASH CM O E SSN En Event Lagh Date Initial HCP Review Needed OOO g COCO mwem DR Care Pian Developed Obtained
43. ince that can lead to a complete inability to perform certain functions Such as accounts maintenance if that individual is unavailable for some reason Let s take a look at the options that are available to you for editing within the VetTracker system Editing Value Lists Options The system administrator can modify the various value lists and options for Click and Select found throughout the system This is achieved through the first option on the Edit Options screen which you can reach by clicking Edit Options on the Main Menu Edit Value Lists Options Choose an Option v Go Editing options is fairly straightforward Choose the option you re interested in and click Go VetTracker will present you with an editing screen Let s use an example for starters Say you want to update the available Referral Sources for the pull down list on the Data Entry screen VetTracker User Guide Page 63 You would choose Edit Referral Sources and click Go VetTracker will present the Edit create delete referral sources window shown below Edit create delete referral sources WARNING Deleting may cause erratic system behavior Description Another Veteran x Augusta Warrior Project x DOL x Goodwill x HUDVASH x Other x Polytrauma x Recycling company x Salvation Army x Seamless Transition x Self referral x TFS x United Way x VA x To create a new option click the New D
44. ines what the person is able to do in the system must be selected from the list You may notice that there s no password field on this screen That s because you don t need to know the user s password In fact there s no way for the developer to know a user s password once it s been changed We ll see how that works in a minute Let s go through some of the icons on this screen and see what they re for New account Click here to create a new user account Reset password Clicking here resets a user s password Lock account This icon without a lock symbol means the user s account is enabled Click it to lock disable the user s account VetTracker User Guide Page 82 Unlock account When this icon appears with a lock symbol it means the user s account is locked disabled Click to unlock enable Delete account Click here to delete the user s account Be certain you want to do this if you make a mistake you ll have to recreate the account from scratch Update account If you make a change to a user s account such as changing the account s privilege set click this icon to refresh the account information stored in the database s security tables Now that we re familiar with the icons and what they do let s run through some sample operations and take a look at how VetTracker reacts to account changes Creating a New User Account To create a new user account we
45. inserts Discharged into the list of associated Events Statuses for the Discharge category for us Discharge Connect this event category i e to these event statuses Discharged o oe amp Say we make a mistake though Let s see how we go about breaking a link VetTracker User Guide Page 69 Let s say that we accidentally attach Need Filled to the Discharge category Discharge Connect this event category Discharged a to these event statuses amp Need Filled ra We need to break the tie To do so we click the Unlink icon VetTracker prompts us to make sure we want to do that O0 00O Message Clear category Discharge from event status code Need Filled This will break any connection from this status code to any event types and organizations with which it is associated E 100 gt B Browse Since we re sure we click OK VetTracker clears the link between the Category and the Event Status for us as seen on the next page VetTracker User Guide Discharge Connect this event category Discharged to these event statuses i oH The same sort of editing can be done with Event Types and Organization Codes However there s another element associated with editing these elements It has to do with how event status descriptions appear in the descriptions on the Event History tab on the Ve
46. itiated Enrollment in SSVF Program to VA E k 4 100 fF amp Browse A new event has been recorded on the vet s record The Event Type and Org are set as part of the description and the system has highlighted the date on which the event occurred It will default to the date you create the event but you can change it Some events have neither an Event Type nor an Org associated with them Some have only one or the other It will all depend on how the Event Status Codes have been configured VetTracker will only present you with the screen to select the Event Type and Org if those options are available for the particular Event Status Code you ve selected Although this explanation seems complex after you do it a few times you ll find it to be straightforward and simple VetTracker User Guide Page 34 Attaching a Document to An Event NOTE At present this capability is not available to clients using Instant Web Publishing Only clients using FileMaker Pro and or FileMaker Go can make use of this feature VetTracker has the capability to attach one or more documents to a given event This comes in handy when you want to keep electronic copies of your important documents that are associated with a given event For example if you have just finished an intake of a veteran into a program you may wish to scan the documents and store them inside the system attached to the Screened event for later reference Or you
47. lf events are equipped to carry Event Types as well as Orgs as further subdivisions of detail This allows your organization to mix and match the various combinations in countless ways For example say you have a veteran who has been Screened Screened for what you might say And by whom The answer to what would be an Event Type It might be the SSVF Program It might be HUDVASH By whom might be your organization SSVF the VA or any other organization Another good example might be Need Identified and Need Filled When you see these you may be puzzled How can say what sort of need we re talking about housing financial employment what Those would be the Event Types So you ll select Need Identified for the Event Status Code and then VetTracker will prompt you to select what type of need we re talking about VetTracker User Guide Page 29 Why do it this way you might ask Why not just have a single list with all the combinations Let s take a look at what that might look like just using the example above e Screened for SSVF Program by your org e Screened for SSVF Program by SSVF e Screened for SSVF Program by VA e Screened for HUDVASH by your org e Screened for HUDVASH by SSVF e Screened for HUDVASH by VA As you can see the list grows rapidly Can you imagine how long the list could get if we put all the combinations in a single list Instead by doing it this way we can put a huge number of possible combinati
48. ns currently assigned to that advocate and reassign them to an advocate who is remaining in the system Otherwise erratic behavior from the system may be experienced when you try to do it later Editing Event Categories This is the most complex area of system option management The Event Categories must be managed correctly or the Event Types and Organizations will not be correctly tied to the Event Status Codes which will negatively affect the system s ability to pull data based on events and types Fortunately VetTracker makes it relatively easy to keep these data elements straight First a bit of theory on how the system is organized Event Categories are the parent grouping Event Types Event Status Codes and Organizations are all attached to Categories There are slight differences for example an Event Type may be tied to many Categories and a Category to many Event Types but an Event Status can be tied to one and only one Category Nevertheless it is useful to think of the Event Category as the big daddy of all of them The Event Category options screen has been designed to allow you to maintain all the ties between these four items from a single location It is strongly suggested that you use it for that purpose However you can also make ties between these items from their respective screens which will be covered in a moment Let s take a look at the Edit create delete event categories screen and do a bi
49. nt it s automatically calculated If you expect the amount to be different from what it is zero rather than nonzero or vice versa contact your local site system administrator and check the Show in Totals setting in the Income Sources options Duplicating a Month s Entries Many times a veteran s income is the same from month to month There s a special function available on the By Month tab to make repetitive income entries easier With this function you can copy all the entries from a previous month to the current month which will give you a template from which you can work with less effort In order to use this function you start by changing the month and year pull downs to the month you want to use as your source i e the month you want to copy Then you click the Duplicate button T VetTracker will automatically duplicate all line items from the source month the month you have selected and insert them into the current month This can be done multiple times if desired VetTracker User Guide Page 42 Financial Data Entry by Income Source Under certain circumstances it can be easier to enter all the veteran s financial information from a single income source at a time for example when a veteran first comes into the program In such cases the By Income Source tab should serve well Similarly to the By Month tab you set the Income Source at the top center of the tab You ll use the Click and Select me
50. oe at this point However this will depend on whether your email client program is compatible with VetTracker or not Many are some are not It s suggested that you try it because it s significantly easier than trying to copy paste the information However you might have to do that if you have trouble with your email program Many web based email clients for example will not work properly with this function At this point you have a properly configured new account for your new user Consideration for Instant Web Publishing When creating a new account in the IWP client clicking outside a field will not automatically trigger the new account notification You ll need to click the Submit New Account button which appears below the Refresh Account button This icon will only appear when the account is new and in need of being submitted You won t see it otherwise VetTracker User Guide Page 84 Resetting a User s Password We have all forgotten a password at some point in our computing lives To allow for this possibility VetTracker provides a function for a local administrator to reset a user s password Start by clicking the Reset Password icon amp VetTracker will prompt you for confirmation AAO Message pa Reset password for account Joe ax E 100 F B Browse When you click OK you ll be presented with the Password Reset notification which looks very similar to the New A
51. ons together without creating a data entry nightmare for the poor person who has to scroll through all those possibilities VetTracker User Guide Page 30 Creating a New Event Let s take a quick look at how this might work in the system Let s add an event toa dummy record and see what happens We ll start with this blank example veteran okoko VetTracker Michael Mitchells iMac local M ise 146 E C lt gt Q Total Unsorted Fal Es o Et Q Records Show All New Record Delete Record Find Sort rt ome Jom stone o i On Whiteboard Yes ONo Gender Mae Referral Source Another Veteran sid misno s O O s OS su sem O venae OOOO a 100 F amp Browse To add an event to a veteran you click the New icon gt VetTracker User Guide Page 31 VetTracker will automatically present you with the list of possible Event Status Codes OO Select Event Please choose an event Assessment Sent for Review Consent l Denial Determined Ineligible for SSVF Discharge Employment Found Employment Starting Employment Enrollment Initiated Enrollment 2 Housing Need Identified Referral Screening Warnings 8 S Care Plan Developed Obtained Case Closure Audit Completed Closed Out No Further Assistance Needed JF i Initial HCP Review Completed Initial HCP Review Needed Intake Completed Periodic Review
52. or Screening f Conjunction O these event categories Assessment eal ad Yy Benefits P f Conjunction Referral for oS Just like with Event Categories you use your Link and Unlink icons to attach and detach the Event Categories to and from the Event Types The Add Data and Delete Data icons are used to well add and delete Event Types VetTracker User Guide Page 80 Editing Organizations Just like Event Types the Organizations screen is similar to the Event Categories screen only simplified Take a look Edit create delete organizations Deleting by users is limited due to some categories being tied to special code Description AWP x Connect this org to these f A event categories TOUN Bains Q G Employment through in 4 Enrollment via ce DOL x Connect this org to these a event categories CH All the same controls you should be familiar with by now are available Link Unlink Add Data and Delete Data Refer to previous sections to see how they work Editing User Accounts User Accounts are needed for users to access VetTracker This should not come as a surprise When VetTracker is deployed by the developer accounts will be created for personnel in your organization However once deployed you ll need to maintain those accounts yourself The Edit create delete accounts screen is created specifically for th
53. ou ve made to the record since the last commit was performed Unlike the FileMaker client the IWP client has no auto commit capability There s no way for VetTracker to trigger an automatic dialog when you click away from a field for example so you won t get a warning dialog if that happens You will notice that the IWP engine will not permit you to navigate away from the screen until one of the three buttons has been clicked You ll basically be stuck until you tell the system what you want to do with the record you re on Note that many of the buttons and functions built into VetTracker will compensate for this limitation automatically When you click one of those buttons you will get the warning dialog this is built into the VetTracker code However in normal editing you ll need to use the native IWP functionality Value List Differences Also affected by the IWP interface are value lists pull down menus pull down lists In the FileMaker client you can click once in a field equipped with such a list and it will automatically drop down In the IWP client you ll need to click twice once to open the record for editing and once to deploy the list This is normal Logging Out Finally it s important not to leave VetTracker by simply closing your browser window This leaves your session open with the host it does not close you out of the database This can cause the host whether it s another computer or a server to r
54. own Options screens However sometimes its more convenient to do it from the Edit create delete event categories window Imagine for example that you try to connect an event status to a new category only to find that the event status you want doesn t exist It s much easier to create it right then than to back out close the window go back to the Options screen edit Event Status Codes create the new Event Status then back out go back to Event Categories and then attach the Event Status Ugh No you d much rather just create the new Event Status right away Here s how VetTracker User Guide Page 72 You click the New Data button next to the type of item you want to create event type event status or organization i The system will present a New event status event type or organization window for you to enter your data We ll show the New Event Type window for this example New Event Type Enter new event type 100 F amp Browse When you enter your new data and click Done VetTracker will automatically connect the new data to the parent event category you had selected when you clicked the New Data button Deleting Event Categories You can delete event categories you re no longer using from the Edit create delete event categories window You may be surprised to learn that doing so will not damage your event histories as their descriptions are copied into the records as static data
55. r Guide Page 49 A000 VetTracker Michael Mitchells iMac local 774 C Records New Veteran Delete Veteran Find Sort Veterans Main Menu Fs name Last Name Onwhteboon Oves Ono Gener Relea soure mso O O GS X Primary Advocate Random 100 F B Browse Adding a New Advocate to a Veteran Record To add a veteran advocate click the New Item button VetTracker User Guide Page 50 The system will as usual present a list of possible options Please choose a veteran advocate Advocate Random Click the advocate you would like to add to return to the previous screen If a default type or function has been defined for that advocate then it will automatically be added to the advocate record You ll then be given the opportunity to send a notification to the new advocate about the change Changing or Adding a Type Function to a Veteran Advocate Entry The type or function associated with a veteran advocate for a particular veteran can be changed or added if it does not exist This will have no effect on the default type or function defined for that advocate nor on any other entry for that advocate on other veterans To update the type or function for a veteran advocate click on the type function field on a given record Type Function SSVF Housing The possible options will appear in a new window Please choose an advocate type function Benefits
56. r User Guide Page 12 In any event to get into the system click the VetTracker link The page will display the login form as seen below Open database VetTracker with _ Guest Account Account Name and Password Account Name VetTracker Password Login Cancel VetTracker has a default account that s used for entry into the system It s a bare bones account that has almost no privileges at all designed to get you in so the system can ask your for your real credentials So when logging in over IWP you ll basically log in twice This won t happen using the FileMaker client since the first login is automatic but that s not possible in the IWP environment The first login is very simple however The Account Name is VetTracker and there is no password just as you see here Once you enter that click Login or press Return The system will log you into the database and you ll be presented with the Login screen Account Name Password Pressing Return does not work to submit your login information when using Instant Web Publishing Please click the Login button to proceed At this point enter your personal account name and password which your local system administrator can give you That gets you into the system VetTracker User Guide Page 13 Note There s an on screen warning that pressing Return will not submit your login information This is a limitation of
57. racker Michael Mitchells iMac local 774 774 a 7 Records New Veteran Delete Veteran Find Sort Veterans BE FirstName Test Last Name Veteran On Whiteboard Yes No Gender f Referral Source Polytrauma HMI No HUDVASH SSN Note Date _ gt gt more stuff goes here I ve edited this case note as an example of record commit 7 18 12 m x lots of stuff goes here Another edit demonstrating record commit Al 7 11 12 5 x 100 F B Browse Notice that both case notes showing on the screen have new information in them They ve been edited but not saved committed to the database Also notice we ve added some text in the HMIS No field So we ve edited two related records the case notes and the main record also known as the parent What happens when we click outside a field We get our confirmation dialog next page VetTracker User Guide Page 21 A A A Message 0 Save changes to this record F 4 sae i 100 F amp Browse Now we re going to hit Don t Save We want to go back to the way the record was before we edited What happens Take a look on the next page VetTracker User Guide Page 22 O VetTracker Michael Mitchells iMac local f ty AA 774 774 F z4 A lt 3 gt Q Total Unsorted Eg 9 v Q Records New Veteran Dele
58. s and Reports Custom Reports Days Elapsed Choose a Time Period This Year v Or a Date Range From 1 1 2012 to 12 31 2012 E First Event Second Event Choose an Event Initial Contact v Enrolled v Choose an Event Type v SSVF Program v Choose an Organization v dl Click hereto create report gt amp 100 B Browse And here s what VetTracker produces for us when we click the Report button Days Elapsed Between Initial Contact and Enrolled in SSVF Program For Events Occurring In The Range 1 1 2012 12 31 2012 yayan S ow O a ee O a ee ee a E ee 2 17 2012 902 902 im swa aoa a ie VetTracker User Guide Page 62 In this way you can measure the time frames between two events and tell how you re doing in moving vets through your program Editing System Options As mentioned before VetTracker allows you to customize the various pull downs and selection lists you have available This feature gives you a wide range of control over your data entry and workflow Option editing is a feature available only to users with Super User privileges It s intended for only a few individuals at your work site to have this capability Someone in a position of authority Such as a supervisor is usually best since control over workflow is something that is attached to organization policy However it is also recommended that you not restrict this access to only a single individual s
59. sistance Needed Consents Received Discharged Do Not Contact Emergency Contact Enrolled Found Employment Click the option you want and VetTracker will automatically insert it on the veteran VetTracker User Guide Page 17 The Click and Select feature is used frequently in the system VetTracker will invoke it automatically when needed More detail on using this option will be provided in the instructions for each feature Deleting Items On many screens you have the option to delete items This option should be used carefully deleted items cannot be recovered In some cases they are easy to recreate like events In other cases recovery of deleted items may be difficult or impossible without assistance from a hosting service or backup recovery like veteran records In all cases it is highly recommended that users be very certain that they are deleting the correct data before confirming the deletion dialog that will be presented whenever a record deletion is requested Notes on Using Instant Web Publishing As previously noted VetIracker has been designed to support FileMaker s Instant Web Publishing technology This technology allows you to use VetTracker potentially without purchasing licenses of FileMaker Pro However you will need to be aware of some differences in behavior when using IWP versus using VetTracker from a FileMaker client Saving Data Since FileMaker is a database environment saving your
60. start by clicking the New Account button i VetTracker creates a new record for us We ll fill out the information with some sample data just as an example rA User s Name Joe User EMail joe_user phonydomain com Account Joe rset Login Name Set Data Entry P B gt P Once we re satisfied with what we ve typed we click outside of a field to commit the changes Note This works differently in Instant Web Publishing we ll cover that in a minute VetTracker User Guide Page 83 VetTracker creates the notification of new account for us Click the Send EMail button to send an email to the new user If this does not function correctly with your email program copy and paste the below notification into an email or optionally print to PDF and send to the user who is receiving the new account A new account has been created for you in VetTracker Your new account information is as follows Account Name Joe Temporary Password 5xnJX aH You will be required to change your temporary password on first login Instructions for how to log into the system will be sent via separate communication Note that VetTracker has created a temporary password for the user You should keep this password secret between yourself and the new user if you expose it to a third party it is theoretically possible for Joe s account to be compromised You can click the Send EMail button to send a notification directly to J
61. t s basically how to create a single event report in VetTracker You literally can create a summary of any event in the system across any time period using any of the formats provided That said this is the sort of feature that requires the play with it approach Actually creating detailed instructions for every possible combination of data would be impossible so the best advice for using it is to go into the system and well play with it See what combinations of reports you can create with your own data You may be pleasantly surprised at what s available Custom Reports Days Elapsed Tab In many circumstances the number of days elapsed between two events is an important metric It can give you an idea of how efficiently your organization processes its clients through portions of your workflow Of course no such metric is perfect you ll want to review the specifics in order to know what the raw numbers are really telling you That s where the Days Elapsed reports come in They allow you to choose any two events and create a report that compares the dates the number of days elapsed between them as well as see a Summary of the specific events themselves so you can judge what the numbers mean VetTracker User Guide Page 60 Here s a quick look at the input screen for the Days Elapsed tab 0 A A A VetTracker Michael Mitchells iMac local Main Menu VetTracker Statistics and Reports Custom Reports Days Elaps
62. t or make use of a hosting service Option 3 Running the software using FileMaker Go FileMaker Go is a free app for Apple s iOS operating system which runs on the iPad iPhone and iPod Touch devices You can run the software using these devices however for this release the screens are not optimized for the small device sizes of the iPhone and iPod Touch Backup and Data Stability VetTracker is a database application Like any other computer application it is vulnerable to a variety of environmental and user issues that can cause data loss Many of the deployment options available for this software involve users keeping the VetTracker application on a local hard drive rather than on a server system While this is a convenient option for several reasons special attention must be taken to ensure data stability is not compromised lf you choose to use such an option it is imperative that periodic backups be kept of the VetTracker database files Additionally you must make backups only when the database is closed and no users are actively in it at the time Doing otherwise risks compromising the database which can damage it and cause data loss VetTracker User Guide Page 7 Deployment Option 1 Single User VetTracker can be used by a single user in your agency In this configuration a single user can become the data queen or king and take care of all data management in VetTracker on a single workstation A license of FileMak
63. t involved which can happen with entries like Case Notes To help with this situation VetTracker is equipped with a Quick Report feature that allows you to see all the information about a given veteran for a specific tab on every tab For example if you re currently looking at the Event History tab you can click the Quick Report icon to see a report of the entire Event History of the veteran you re currently viewing The report icon looks like this m a Use it anywhere you see it on a particular tab VetTracker User Guide Page 28 Event History Tab The Event History is the heart of data entry for veterans Many database systems will have a wide variety of checkboxes radio buttons or the like for entering various information about individuals VetTracker avoids this convention by use of Event Status Codes Whenever a veteran s status changes or some information about that veteran is determined to be in effect you will usually record that information by entering an event in the Event History Some examples of events that are included with the system are e Initial Contact e Initial HCP Needed e Initial HCP Completed e Screened e Referred e Enrolled e Need Identified e Need Filled e Discharged e Starting Employment These are only examples As with most such items in VetTracker the list of events can be edited by users with Super User privileges more on this later In addition to the simple event itse
64. t is user configurable Users with Super User privileges can make changes to it from the Edit Options button on the Main Menu see below for instructions e Duplicate entries of veterans can be an issue Therefore VetTracker is equipped with a duplicate prevention feature If you enter a first and last name of a veteran that already exists VetTracker will warn you that you re creating a duplicate Message A person with the same first and last name as this one already exists Allow this duplicate to remain a Proceed Go Back 100 F amp Browse VetTracker User Guide Page 27 This feature only works if the first and last name are exactly the same unfortunately If you enter Charlie Brown and Charles Brown on two different records for example the system has no way of knowing those are actually the same person Therefore it s recommended that you perform a quick Find for any records that may already exist before entering new veteran data Note also that this feature does not work when using VetTracker with Instant Web Publishing Quick Reports Entering the data on the various tabs ensures that VetTracker can reproduce the data properly linking it back to assemble statistics and reports so you have an accurate picture of what s going on in your program However it can also make it a little difficult if all you want to do is just read the information especially if there s a lot of tex
65. t of exploring VetTracker User Guide Page 66 Edit create delete event categories Deleting by users is limited due to some categories being tied to special code Description Housing Connect this event category Homeless eo a to these event statuses kuasi l Housed at Risk cS de A Stably Housed R Connect this event category gt a to these event types DOM cS E Hotel Motel P cg a S Mortgage Rr Connect this event category A to these orgs SSVF iias ce 7 rT i AWP via cS Self via cS ly Needs i A Connect this event category Need Filled eo re to these event statuses T Need Identified cS m Yy Connect this event category alal to these event types Benefits Cet Housing cS d ep Financial cS iy Connect this event category lal to these orgs Yl Wow That does look nasty Lets break it down and see what we have At the top of each row is the name of the category In this screen shot for example we have Housing and Needs Those broad groupings tell us what kind of events we have clustered together You can see the events in the first portal on each Category that are associated with that category For example for Housing we see Homeless Housed at Risk and Stably Housed Those represent the event statuses you might see under the category of Housing The next portal gives us the
66. ta the server and the users accesses to both Backups can be completely configured as the customer desires The logs can be freely accessed by the customers or by their IT departments to troubleshoot any issues that may arise And since the Server product is capable of handling many more connections than the FileMaker Pro product there will be an increase from 5 to 100 in the number of possible IWP connections to the database Naturally there is significantly increased cost with this option Not only is the purchase of a Server Advanced license required but the day to day maintenance of a server its patching backups updates and so forth can easily strain a budget Further the customer would be assuming the responsibility for any security on the server itself especially if it is exposed to the open Internet Therefore this option is recommended only for organizations with dedicated IT staff who are familiar with the FileMaker product line Deployment Option 5 Hosting VetTracker Through an Internet Based FileMaker Hosting Service There are a number of companies who provide hosting services for FileMaker databases in recognition of the need of trained dedicated staff to manage servers for this purpose Should you decide to consider this option it carries several benefits The database files will be available from any point that has Internet access just as if you built and maintained the server yourself Backups will be taken care
67. tatistics and Reports Getting data into a database system accurately and easily is a good goal However if you re unable to extract that information in a quick easy and meaningful way then you haven t accomplished much Fortunately VetTracker is equipped with a robust easy to use reporting system as well as the ability to create reports on the fly from a found set of veteran records You can filter your records according to any event status code you like across any date range you like and produce a range of reports on your selection Let s see how it works VetTracker User Guide Page 54 The Statistics and Reports Screen You have a variety of reporting tools available from this screen across four distinct tabs The data reporting tools are designed to give you quick access to important metrics about your program and simultaneously to be flexible to meet changing needs Let s take a look at what s available tab by tab General Report Information Reports in VetTracker are produced on screen using web standard HTML code This is done to maximize compatibility across web browsers and within the FileMaker client itself You can print or save the screens or copy paste into a word processor to make full use of the data Statistics Tab The Statistics tab is designed for basic metrics about your program Most of them are counts of various basic metrics since the inception of your program i e all data in the system
68. te Veteran Find Sort Veterans fs Main Menu Veteran Data Entry FirstName Test Last Name Veteran On Whiteboard Yes No Gender Referral Source Polytrauma HMIS No HUDVASH CM SSN ty Note Date more stuff goes here a 7 18 12 m B A Y lots of stuff goes here la myr o 100 oP Browse Wow All of our changes were wiped out The new information in the HMIS No field is gone and all the changes to the case notes are as well This is how record revert works All pending changes both to the parent record and to the related records will be wiped out if you choose Don t Save So make sure you really don t want to save the changes Instant Web Publishing works just a little differently due not so much to limitations in the IWP engine as to the nature of web browsing Hence on every screen once you have started editing a record you will see some buttons appear in the Status Area at the top s Submit Cancel Revert VetTracker User Guide Page 23 These buttons are used to compensate for the stateless nature of web browsing Whenever you are ready to save your changes after editing a record in VetTracker when using Instant Web Publishing you ll need to click the Submit button Alternatively if you change your mind click Cancel Clicking Revert will revert any changes y
69. teran Data Entry screen You may have noticed that the event history statuses appear more or less using natural English Let s take a quick look Housed at Risk Shelter via Self But if you look in the Event Category screen at that event status what do you see Housing Connect this event category Homeless a to these event statuses a Housed at Risk G onl or ei Stably Housed CSE y Connect this event category Ala to these event types DOM 4 Hotel Motel 4 M a or Cap Mortgage i os y Connect this event category Al to these orgs SSVF ias x AWP via 4 a aP Self via t y Huh You get the various codes Housed at Risk Shelter and Self and then you get the comma and the via in separate fields These are what VetTracker refers to as conjunctions They allow the system to connect the elements together in a way that looks natural to the reader The good news is you can define these conjunctions so they make sense for your particular program Let s take a look at how that works VetTracker User Guide Page 71 Whenever you connect an event category to an organization or event type you can specify a conjunction value The system will automatically insert that conjunction between the event status code and the organization or event type whenever the event status is inserted into a veteran s record You can hover your mouse over the conjunction to see a sample of how it might look
70. there is no date for this event the system will create the plan starting on the current date Financial Tab VetTracker provides the ability for you to record the income sources and amounts available to veterans This capability will make it simple and easy to determine the veterans eligibility for the various programs available to them The data entry capabilities for financial information are centered around easy entry and retrieval of the financial information based on the month and year the income source or by the individual financial entry Let s take a look at the screen on the next page VetTracker User Guide Page 39 VetTracker Michael Mitchells iMac local lt gt Q ad Unsorted ial F Ee Q Lt Qr Records Show All New Record Delete Record Find Sort FirstName John Last Name Doe On Whiteboard Yes No Gender Male Referral Source Another Veteran HMIS No 123456789 HUDVASH CM SSN 123 45 6789 Veteran Advocate a Show Income For 06 2012 v aie Income Source Amount Total gt 4 Total Income For 06 2012 an i A A el 100 F B Browse As you can see there are individual tabs that organize the financial information by the month and year the income source and then all entries together Here s a brief explanation of how VetTracker stores financial information Every financi
71. these two pull downs Show Income For 06 vY 2012 v Entering a financial item is very similar to entering a new event You click the New Item button xk VetTracker presents the list of income sources available using the Click and Select method you ve seen before Back Pay Child Care Child Support Drill Pay Emergency Stays Food Stamps Furnishings Housing Assistance HUDVASH Non Service Conn Comp Other Income in Household Salary from Employment School Income Social Security Disability Transportation Unemployment Utility Assistance VA Disability Service Conn Voc Rehab VetTracker User Guide Page 41 Pick your income source and VetTracker inserts it into a new financial line item as shown ts IIe ALILA WE vu LVIS 5 Bo Amount for Part Income Source Amount Total Other Income in Household A x gt All you do now is type in the amount and you re done A couple of hints There s a shortcut within FileMaker that simplifies this kind of data entry The function is found under Insert gt From Last Visited Record The keyboard shortcut is Control or Command on the Mac apostrophe This will insert the value from the last edited record into the current field So if you have the same dollar amount on the current record as you did on the last just press Ctrl and FileMaker will insert that amount into the new record Don t be startled by the Amount for Total You can t edit this amou
72. thod to do so Every line item you enter will inherit the Income Source value at the top of the tab when you create it Show Income For Social Security Disability Creating a new line item works just as with other new records Click the New Item button xk You ll be given a new row in which to enter data In this case you ll enter the month year and amount of the item VetTracker User Guide Page 43 Financial Data Entry by Individual Item As a third option for financial entry you can put information in by individual line item When you do so you ll need to put in every data element income source month year and amount for each entry As such you probably won t want to do this when you have multiple entries to make of one type or another However it can be easier when you have a scattering of entries to make from different months and income sources than trying to set the header value for each one In any event this option is provided for your use 000 VetTracker Michael Mitchells iMac local Cc 146 146 n Records Show All New Record Delete Record Find Sort FirstName John Last Name Doe On Whiteboard Yes O No Gender Male Referral Source Another Veteran 2 e HMISNo 123456789 S HUDVASH CM ss SSN 12345 67899 Veteran Advocate Ja Income Month Income Year Amount Total 100 F amp Browse VetTracker User Guide Page 44 Creating a new eniry on this tab is simil
73. tly match the appearance of the screens in the actual product VetTracker User Guide Page 6 Deployment Options VetTracker can be deployed to your agency in a variety of ways Which method you choose will depend on your number of users your budget and the level of convenience you choose Basic Requirements VetTracker is a solution built using FileMaker Pro www filemaker com As such you have some deployment options for using the software but there must be a FileMaker license somewhere in the chain for the package to operate Option 1 Local computer hard drive In this use case VetTracker requires at least one client license of FileMaker Pro which you can purchase from FileMaker Inc VetTracker requires a minimum of version 12 of FileMaker to operate If your agency is a nonprofit or you purchase a minimum of 5 licenses see below for the option to use FileMaker clients for the database a substantial discount is available Option 2 Hosting using FileMaker Server You can use FileMaker Server to host the database solution VetTracker is designed to operate using FileMaker s Instant Web Publishing technology which allows you to log into the database with your normal web browser program see below for specific requirements If you host using Server you can use strictly web browsers to operate however there are some limitations in so doing see below You can either run your own server if you have an internal IT departmen
74. tnam Era August 1964 April 1975 Post Vietnam May 1975 July 1991 Persian Gulf Era August 1991 September 2001 Post September 11 2001 September 2001 Present Click your choice to return to the previous screen The selected service area is entered on the veteran s record VetTracker User Guide Page 53 Notes Tab Similar to the Case Notes tab the Notes tab is intended to allow you to enter general information about the veteran s case that would not fit anywhere else If VetTracker provides a specific place to put information Such as a change of status which would be in the Event History or specific logging about a contact you made with the veteran which would more properly belong in the Case Notes then it would be best to put it there However every system inevitably leaves gaps For those times when there is just no good place to put information the Notes tab is provided Data entry is very similar to the Case Notes tab You click the New Item button ts and the system will place you in the first blank row Simply begin typing to enter your information As with Case Notes the Notes will appear in reverse date order once the record is committed Therefore the most recent entry will appear at the top of the list Event History Financial Case Notes Contact Info Military Service History Notes Note Date I m a general note about John Doe He is being tracked in VetTracker 6 9 2012 x S
75. ton to force the dates to appear in the date fields Next we want to know the vets who have an event status of Enrolled in their history So you d choose that via the Click and Select method Choose an Event Enrolled v But enrolled in what Well the SSVF program That s an Event Type so select again by Click and Select the SSVF program Choose an Event Type SSVF Program v If you wanted to you could further narrow the search by looking at only the vets who were enrolled in the program by a certain entity say by your organization or by the VA or whomever In this example though we won t do that In the upper right hand corner of the Custom Reports Single Event tab you ll see a field that displays the number of vets that match your search criteria It ll update itself automatically as you make your selections How are we doing at this point Number of Vets Matching 37 So far so good If we were to try to generate a report where there were no records matching the system would simply tell us no report could be generated VetTracker User Guide Page 58 Okay SO we ve made all our selections for finding the veteran information we want All that s left is to choose a report We can chose from the following selections Report Report Description Name Includes First Name Last Name HMIS Phone case notes Financial Includes a summary of financial income information by income source Summary
76. un out of hosting options especially in the case where you re a guest of a regular desktop computer and not a FileMaker server Whenever you leave the system be sure to go back to the Main Menu and click on the Log Out button Log Out This terminates your session properly and frees up the session space for another user VetTracker User Guide Page 24 Emergencies Getting Stuck In some cases you may accidentally find yourself stuck in the IWP interface with no way to escape This can happen if a scripted function fails or if the server hangs up momentarily and some code is left in a suspended state Should this happen you may be unable to discover how to release your session from the server In the IWP interface the Status Area appears at the top of the screen just as it does in the FileMaker client Should you become trapped you can click the Log Out button to terminate your session Then log back into the system and try again 2 Log Out However on some screens the Status Area has been hidden for aesthetic purposes In those cases you ll need to drop it down to find the Log Out button Do so using the small gray triangle on the far left hand side Ww Clicking the triangle will expand the Status Area and give you access to the Log Out button From there you can terminate your IWP session Unavailable Features Although the developer has tried to make as much functionality as possible available
77. unt is reactivated 100 F amp Browse VetTracker User Guide Page 86 confirm by clicking OK Let s see what Joe s account record looks like when do User s Name Joe User wn EMail joe_user phonydomain com Account Login Name Joe o Bs H Privilege m Set Data Entry The icon now is overlaid with a little padlock and all the fields have been highlighted in red Note The highlighting won t function in the Instant Web Publishing environment At this point Joe will not be able to log into the system he ll get a rejection upon any attempt Let s say now Joe comes back from sabbatical We want to reactivate his account To do so we click the same icon except now it looks like this h amp This time VetTracker doesn t ask for confirmation It just unlocks Joe s account His entry now looks like this ra User s Name Joe User lt D EMail joe_user phonydomain com a Account Privilege a Joe Data Ent v Login Name Set Ld a The fields are all back to normal and the icon has no more padlock on it Updating Account Information This feature allows you to change the information on a user s account in the database without having to delete and recreate it This can be useful for changing a user s privilege set for example or when you need to update a user s account name This isn t necessary when updating a user s real world name such as after a name
78. used for some other system function like a button Add document to event This icon appears next to any event that does not have a document attached Click it to attach a document VetTracker User Guide Page 16 There are some additional icons within the system these will be explained at the time their features are covered In addition every icon will have a tooltip pop up instructions that will appear if you hover your mouse over it for a short period Direct Data Entry VetTracker is set up for two types of data entry The first is entering data directly You can either click your mouse into a field the field will acquire a highlighted outline to indicate it s the one with focus or use the Tab key to move from field to field Type normally from your computer keyboard Example below Click and Select The second kind of data entry in VetTracker is called Click and Select This feature allows users to pick from established lists of options which are then added to a data record You ll see this throughout the system where the options for data entry are drawn from a list of established options One example is very common that of entering a new event for a veteran From the Data Entry screen you would click the New Event icon and the system will present you with the Select Event screen partial screen shot shown Assessment Care Plan Developed Obtained Case Closure Audit Completed Closed Out No Further As
79. using those credentials When you initially set up the system the developer will assist you in creating your first batch of accounts Logging in is a little bit different on Instant Web Publishing than it is using the FileMaker client Basically there s an extra step so we ll cover the IWP version first Logging In Over Instant Web Publishing To log into VetTracker over IWP you ll first go to a specified web address in your web browser It will look something like this http IP address or host name fmi iwp Your developer or the hosting service can provide you with the IP address or host name Note that you won t have a host name unless you re using a dedicated server that has a DNS entry or you re using a hosting service You ll have to use an IP address if you re hosting VetTracker from a client computer Once you enter this address which you can bookmark or add to a company web page you ll see the FileMaker Instant Web Publishing Home Page for the server in question WW Instant Web Publishing fi Database Homepage FileMaker a FMServer Sample gt VetTracker Some number of databases including VetTracker will be listed as links on the left hand side of the page This will be dependent on what databases are being hosted on that server via IWP If you re using a single client computer all you may see might be VetTracker If you re on a hosting company s server you may see many databases VetTracke
80. variety of reports on your data encompassing virtually any event status code you choose across any time period you choose You also have a variety of report formats to choose from Let s take a look ACOA VetTracker Michael Mitchells iMac local Main Menu VetTra cker Statistics and Reports Custom Reports Single Event Custom Reports Days Elapsed Choose a Time Period 4 Number of Vets Matching Or a Date Range From a to C B a Choose an Event Choose an Event Type l v Choose an Organization Report to Create v Click here to create report gt 100 e p amp Browse Just as with the Standard Reports tab you choose a date range or time period from the pull down You can also choose one or all of an event status code event type and or organization Then choose which report you want to generate If you make a mistake and want to start over just click Reset All Confusing Let s take an example and help it make more sense VetTracker User Guide Page 57 Let s say you want to know how many vets have been enrolled in the SSVF program this year so far So you would start by selecting your time period This YTD appears in the Time Period pull down so choose that Choose a Time Period This YTD v Or a Date Range From 1 1 2012 to 6 10 2012 Remember On Instant Web Publishing you ll need to click the Update but
81. w for greater effectiveness if you like You can also browse through active content play movies or audio or page through a PDF file directly in this window Close the window when done When done inserting documents for the current event simply close the window You ll be returned to the Data Entry screen Inserting an Event Plan Onto a Veteran Record VetTracker is equipped to insert a preplanned set of events onto a veteran s record This allows you to avoid having to create event records one by one for a recurring series of events that all or most veterans will undergo during their time in the system At present only one plan is supported the HCP and follow up review series Future releases will Support additional configurations To insert an event plan on a veteran s record click the folder icon on the Event History tab as shown below VetTracker User Guide Page 38 m VetTracker will automatically insert the series of events for the plan At present this plan includes Initial HCP Review Needed e HCP Review Needed x3 at 30 day intervals e Periodic Review Needed x3 at 30 60 and 90 days from the preceding review The starting point for the review plan is the date the veteran was accepted into the SSVF program The system will determine this based on the Enrolled in SSVF Program event date You would select the event Enrolled followed by the Event Type SSVF Program to create this event If
82. with any given status code and a status code is only related back to a category not to an organization nor to an event type data entry and maintenance is considerably easier Let s take a look at the Edit create delete event status codes screen Edit create delete event status codes F Deleting by users is limited due to some events being tied to special code Description Discharged Event Category Discharge aS Default Report Format SSVF Description Do Not Contact x Event Category Warnings og Default Report Format Description Emergency Contact Event Category Warnings oS Default Report Format Considerably simpler than the companion screen for Event Categories In this case all we have is a description of the Event Status Code the Event Category it s tied to and a default report format The first one is easy the description is the name of the event status It s what appears on the list of Event Status Codes when you select one either when you choose a code to attach to a veteran s Event History or when you re choosing a code to pull a report Nothing fancy The second we ve sort of already covered It s the Event Category to which this Event Status Code is tied Remember you can attach an Event Status Code to one and only one Event Category You ll click the Link icon to make the attachment then use the Click and Select method to choose the Event Category you want Finally we hav

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