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HMIS User Manual

1. Pending Drop Off Date Mar 6 w 2012 1 4 7 30 90 Release Participant Information Referral Notes This family needs to be placed in housing Page 77 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Dismissing Inactive Families or Clients When a family or a client are no longer being served in a program they should be dismissed or made inactive This can be done from the Homepage or the Participant Dashboard Please note that you can dismiss families and clients from the Homepage but only single participants can be dismissed using the Participant Dashboard Dismissing from the Homepage Step 1 Click the Go button for Dismiss Families Uu Unu NE Bee vee QA0 Rowe aa AUV tw betwee wv we weet trie VUV Inv vive wf MN ROPER Let wk Ie Pett ret preiw View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Participant Point of Service Track HUD Services for Families Participant or Family Referral Make a referral for a participant or family to another agency Dismiss Families Dismiss fam
2. Save Effort amp Close will save your data and take you back to the Search for Participant screen Save Effort amp Record Similar Effort will save your data and take you back to the same client s Record Participant Efforts screen You will want to do this if you provide more than one HUD service for this client during the same contact time For example above we entered a service for Case Care Management If we also gave the client food we could click the Save Effort amp Record Similar Effort and select the Food service listed in the valued dropdown for the same Date of Contact Save Effort amp View Edit Participant will save your data and take you back to the client s demographic screen Page 59 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Entering Data for HPRP Services Follow Steps 1 3 from Entering Data for HUD Services Step 4 On the Record Participant Efforts screen click the dropdown arrow for Participant Outcome Activity and select HPRP Services Click Submit Record Multiple Participant Efforts Select a Participant Outcome Activity Select 4 Participant Outcome Activity Select A Participant Qutcome Activity Outcomes Activities Fee Assessment Financial Assistance HPRP Services HUD Services Provided Improve Access to Childcare Improve Access to Health Care Improve Adult Education Improve Child School Enrollment Attendance Improve Communit
3. Within Pamela s Dashboard you can view Participant Information Program History and Household Information You can View Add or Edit Client information for Housing Occupancy Efforts Assessments and Referrals There are also additional links that may also be customized In the example you can see that Pamela has a son Harold If you work with Pamela first but then need to add information for Harold you can click Harold s name in the Household Information and it will take you to Harold s Dashboard oa Pamela Smith s Housing Occupancy N Pamela Smith li Pamela Smith s Recent Efforts Take Action Unit Room Check In ay aiy i Status DOB 5 2 1984 Take Action Point of Point of Program Date of Aae 27 Service Service Contact Edit Emergency Room 12 13 2011 Occupying Add Similar HUD Services HUD Services Emergency 6 30 2011 Shelter 2 A Provided Provided Shelter New Add Similar Financial Financial Emergency 6 30 2011 Assistance Assistance Shelter New Pamela Smith s Household Pamela Smith Family Pamela Self Head of z Pamela Smith s Program Name Start Date End Date Days Smith Household FA Emergency Shelter 6 30 2011 Pending 166 aa Child aA Pamela Smith s Program Date Completed Add Similar 2 HUD Mid Program Emergency 9 30 2011 Assessment at least Iter Review All 1 Take Action Assessment Program annual 6 aioe Add Similar 1HUD Intake Assessment Emergency 6 30 2011 at program en
4. 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Reporting ETO produces required HMIS Reports for the CSV 3 02 Exports and Imports QPR APR HPRP APR and the AHAR CSV 3 02 Exports ETO produces the CSV 3 02 exports as defined by HUD HMIS The files created are Export AgencyProgram ProgramParticipation Client IncomeBenefit ServiceEvent Export Site Information and BedInventory Step 1 Open the Reports Menu from the ETO Navigation Bar and select Custom Reports Reports P PEETER Flat File Demographics Effort Qualifier Repo Entity cede ETOBarcode R Generate Letters View enone Step 2 In order to run an export file the user must select the data source for their data set to run The choices in ETO are This Site Program Group or This Program An Enterprise Manage will also have the choice to run the data set for their entire Enterprise There is also a link to review archived data sets Click the choice under the New HPRP Data Sets New Data Sets For the QPR use a date range of 1st Day of Grant To Last Day of Quarter When running the data set for the HPRP APR Report enter the start date for the GTD and the end date as the Reporting Year End Date After you get your Export ID go to View Reports and select the HPRP APR Report Enter the Reporting Year Start Date and the Reporting Year End Date and your Export ID for the prompts Pull New HMIS Data Set This Site
5. Emergency Shelter HMIS ToDo List Edit My Work Review My Work Saved Reports Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit The Quick Search tab is used or may be used for a fast and easy search of a Participant Entity or Staff in ETO Software You can search across a Program Site or across the Enterprise if an Enterprise Administrator Example of a Quick Search ETOSOFTWARE Welcome Mary Logan HMIS Demonstration Site Emergency Shelter Enter Search Term s Program Home site Home Step 1 1 arrow from the left Enter Search Term s in the highlighted box above Search terms may include full or partial first or last name as well as any other criteria defined by your ETO Administrator such as DOB or SSN If the search criteria were Jo as a search term Participants with the first or last name including Jo would be Page 13 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland
6. 6 Links Universal Screening Form Chris Napier Central Intake 11 2 2010 2 amp New 2 L Review My Efforts Name Add New Participant Recent Efforts Ie poi lll Add New Household Chris Adams L J iy Recent Efforts Child Fake Fake Fake Bill Burns Take Action Point of Service Participant s Point of Service Program Date of Contact Edit Add Similar HPRP Financial Assistance Pamela Smith HPRP Financial Assistance Emergency Shelter 12 16 2011 Adams Chris s Service Plan Chris Adams Adams Chris s Service Plan Shelter Plus Care 12 12 2011 Improve Housing Chris Adams Improve Housing Shelter Plus Care 12 12 2011 Chris Adams Shelter Plus Care 12 12 2011 Chalten Dhin Maen 44 Dh eim A d mes mm Qa Staff Caseloads Step 2 Once you are on the Dashboard for your participant Click the New link within the Recent Assessments section Page 49 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 a Chris Adams s Housing Occupancy EA Chris Adams ij Chris Adams s Recent Efforts Take Action Unit Room a O Status DOB 5 1 1987 Take Action Point of Service Point of Service Program pme Edit Emergency 2nd 1 7 2011 Occupying Age 24 Adams Chris s Adams Chris s Shelter Plus 12 12 2011 Shelter Floor Service Plan Service Plan re New Household Information J Improve Housing Improve Housing Shelter Plus 12 12 2011 Care a HUD Services HUD Services Shelter Plus 12 12 2
7. 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Client Family Referrals Within ETO HMIS you can make different types of Client Referrals 1 Refer a client to an outside agency Entity for additional services 2 Refer aclient to another program Program within your own agency 3 Refer a client to another agency and program Site within your CoC There are 2 ways to make a referral 1 Using the Participant Dashboard 2 Using the Homepage link Please note If you want to make a referral for a Family or Multiple Clients you must use the Homepage link The participant Dashboard will only allow you to make a referral for that participant Homepage Referral Step 1 From the Homepage click the Go button for Participant or Family Referral Find and or Enroll Participants Across the Enterprise Search the CoC Agencies to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another CoC Agency Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Participant Point of Service Track HUD Services for Families Step 2 You will have 2 choices You can do the referral for a Family or for one or multiple participants S
8. A different Site within my Enterprise This is ETO language which means you want to view pending referrals from other agencies in your CoC The second option is A different Program within my Site Again this is ETO language which means that you want to view pending referrals from another program within my own agency jew Pending Referrals Where did the referral s come from A different Site within my Enterprise A different Program within my Site SUBMIT Step 3 You will have the option to accept the entire family by clicking the first Accept for the example below of the April Rose Family You may also choose to accept only part of the family by selecting the Accept for the individuals in that family You will be asked to confirm that the person is accepted click Yes to continue If you choose not to accept a family or individual you will be asked to provide a reason for not accepting them Pending Emergency Shelter Referrals Pending Referring Program Participant Family Group Date Deon Off Dat Central Intake Family April Rose Fay hide family bisia Not accepted Central Intake Allison Rose Family April Rose Family Housing placement 1 2 2012 2 1 2012 Accepted Not accepted Central Intake April Rose Family 4pril Rose Family Housing placement 1 2 2012 2 1 2012 RES Not bitirin Step 4 The next screen will allow you to select the program start date for the participant This can be
9. Dashboards There are many ways to navigate ETO Software while working with clients The two ways discussed here will be Homepages and Dashboards As you use the software you will find which navigation appeals to you while you are working with your clients Homepages All Programs have a specific Homepage with Navigation links to different areas of HMIS functionality For example the very first link is Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants Once the Go Button Is selected to the right of that description the screen will navigate to that functionality Emergency Shelter HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Update Participant Information Update a participant s demographic information Dashboards There are two Dashboards that you can work with in ETO My Dashboard is a dashboard that is tied to your user account Participant Dashboard is a dashboard that is tied to a client From My Dashboard you can see the last 5 clients you worked with If you click their name the screen will navigate to that client s dashboard If the client s name is not on your Dashboard you can search their name in the Dashboard Search to navigate to their Dashboard Page 25 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 My Dashboard A Recent As
10. Fake Jim City House of Refuge HMIS Case 349 _ Fake Juanita City House of Refuge HMIS DOB 7 23 1968 SSN 220 80 5891 Case 207 Fake Karen City House of Refuge HMIS DOB 1 1 1980 SSN 226 78 8225 Case 155 _ Fake Karen City House of Refuge HMIS Case 347 Fake Kendra City House of Refuge HMIS SSN 123 45 6789 Case 350 Elfa ke Susie City House of Refuge HMIS DOB 2 25 1965 SSN 1243 45 6789 Case 204 Faker Karen City House of Refuge HMIS DOB 1 3 1983 Case 192 ial Falser Kevin City House of Refuge HMIS DOB 1 27 1984 Case 193 Foundry Candice City House of Refuge HMIS Case 289 Step 3 Click Enroll with Different Start Dates to enroll participants with separate start dates OR Page 38 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Add Participants to Central Intake Program Start Date Projected Completion Date Fake Jim Nov 7 w 2011 w yesterday Month w Day w Year w Fake Kendra Nov w 7 w 2011 w yesterday Month w Day v Year w Feldstein Rachel Nov 7 w 2011 w yesterday Month w Day v Year v Add New Participant Enroll with Same Start Date to enroll all selected participants for the same start date Add Participants to Central Intake Fake Jim Fake Kendra Feldstein Rachel Program Start Date Now 7 2011 yesterday Projected Completion
11. New re Improve Housing Improve Housing Shelter Plus 12 12 2011 f Care a i HUD Services HUD Services Shelter Plus 12 12 2011 a ae ean Provided Provided Care Q ros Financial Assistance Financial Assistance Shelter Plus 11 21 2011 n Ca Adams i re A Improve Housing Improve Housing Shelter Plus 11 21 2011 Chris Adams Care v i Frank Alonzo New Participant Efforts Participant Assessment Review Participant efforts Caseworkers 2 J Recent Assessments l Participant Program Histo Dismiss Participants FA Chris Adams s lt 2 Chris Adams s Step 3 Follow Steps 4 and 5 from Update Demographics from the Homepage Page 29 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Add Edit Families ETO Software allows for Participants from any Program in your Site to be linked This link allows an organization to count how many individual participants versus how many families are served by an organization Typically Add Edit Families is used in conjunction with the Add New Household feature That s because the most efficient way to create Families is to use Add New Household but that feature does not have an edit option Edits must be done with Add Edit Families The terms Household and Family are synonymous within ETO Step 1 Click the GO button for Update Participant Family Members Central Intake HMIS ToDo List Edit My Work Review My
12. all of your staff in this program will see this feature in their My Favorites When you have selected your features click Submit at the bottom of the screen ETOSOF IWARE Log Off Ho Welcome Mary Logan HMIS Demonstration Site Emergency Shelter Go New mick Search ToDolist Messages My Dashboard Add Custom Report or Query Add Standard Report Add Drop Down Link Clear all Links from Favorites a Ada Demo by Group E Enterprise Enroll E Find Participant E Add New Participant E Add New Household E Participants E View Edit Participant Step 2 Features and reports can be cleared from my Favorites in two ways Page 19 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 In each area Add Feature Add Cx Report Add Standard Report or Clear All Links from Favorites all users or Clear All Links from Program Favorites only Site Administrators This will clear all features in one interaction E Enterprise Enroll Find Participant E Add New Participant E Add New Household View Edit Participant E Enroll Participants E Dismiss Participants E Add Edit Families O Participants E Manage Groups E Participant Program History E Participant Assessment Participant History E Review Participant Efforts For personal favorites on the My Favorites page click Remove to the right of the feature or report and click Remove
13. case Management Outreach and engagement E Housing search and placement E Legal Services E credit Repair Please Note If these 3 Effort Qualifiers are not completed this service will NOT appear in your HPRP QPR Report or your APR Report Follow Steps 9 amp 10 from Entering Data for HUD Services Entering Data for HPRP Financial Services Follow Steps 1 3 from Entering Data for HUD Services Page 61 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 4 On the Record Participant Efforts screen click the dropdown arrow for Point of Service Elements and select HPRP Financial Assistance Click Submit Record Participant Efforts Participant s Name Smith Pamela Point of Service Element Select Participant Point of Service Element Select Participant Point of Service Element Point of Service Elements Fee Assessment HPRP Financial Assistance HERF Services HUD Services Provided iprowe Access to Childcare Improve 4ccess to Health Care mprove Adult Education mprowe Child School Enrollment Attendance Improve Community Involvement mprowe Credit History mprove Employment Improve Family Relations iprove Food Availability iprowe Housing prove Income Improwe Life Skills Improve Mental Health Improve Mobility Improve Parenting Skills Improve Safety Outreach Contacts Outreach Substantial Engagement Parenting Group Attendance Reduce Legal Issues Re
14. 2406C53DFBC4 Smith John Emergency Shelter Male Without Children E1F219EA 0F49 402F 9342 C54F5991E4CD Smith Ginny Emergency Shelter Female With Children and Adults E82562D2 1482 4E53 A042 8191AA4D0513 Collins Jacob Emergency Shelter Transgendered Without Children E8C3BA12 91B0 4ECE AF5E 4DFDB2BAE758 Adams Chris Emergency Shelter Male Without Children F455FDD2 266B 442E B0F4 6F3073D999E5 Smith Pamela Emergency Shelter Female With Children and Adults EY Fitna APR VEGA VE CECE as ECEE Said S G20 Ear The last button is the Find function You can search the current tab for particular data Page 100 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Find Find Type your text he E Match whole word Match case Direction Up Down APR CoC Before running the APR Report a new Data Set must be run within the Custom Reports page Step 1 In order to run the APR enter the Start Date as the Date the funding time period started Page 101 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Select Dates for Review Start Date 8 1 2010 End Date 7 31 2011 Step 2 After the Data Set runs take note of the Export ID HMIS Reports Emergency Shelter Program Export ID 45 Step 3 Open the Reports Menu from the ETO Navigation Bar and select View Reports Program Group Reports i S
15. Date Month Day w Year w Add New Participant You are given the option to provide a Projected Completion Date This option is useful for Educational Programs where all Participants complete the program on the same day This field is only a placeholder to track when the person should leave the program and can be queried This will NOT auto dismiss any participant View and Accept Referrals This functionality allows you to see any Participants who have been referred to your Program by another Program in your Site or the Enterprise For example if you have an Intake Program that manages enrollments for all Programs when a Participant completes the enrollment process she can be referred to your Program by the Intake Program Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants Go Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Step 1 Click the GO button for View and Accept Referrals Page 39 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 2 You will see two options The first is to view the pending referrals from
16. Eric unknown unknown 746 Qao Baldwin Michael unknown unknown 747 Qao Beam Jim unknown unknown 1 2 3 4 5 6 F 8 9 Bear Yogi unknown unknown Bear Yogi unknown unknown Bighead Johnny unknown unknown Black Jack unknown unknown Bob Billy unknown unknown Step 4 Choose the client that you wish to take the assessment for and click GO next to their name This will take you to that Participants Review Assessment Screen In the drop down box next to the assessment you wish to update choose the action Update Review Assessments Review Assessments for Adams Chris Take New Assessment 1 HUD Intake Assessment at program enrollment 12 12 2011 12 12 2011 Shelter Plus Care Dell Griffith Enabled Please select w l Take New Assessment _ Weight Report Other options in the Take Action List 1 Review shows a read only version of your assessment data This is helpful if you are unable to run Crystal Reports on your computer 2 Response Report a Crystal Report containing a print out of all assessment questions that were answered and the answers to those questions 3 Full Report a Crystal Report containing all questions choices and selected answers in the assessment including those that were not answered 4 Aggregate Report a Crystal Report for assessments that have been completed multiple times for the selected participant The report
17. Program GTD columns include data from 01 01 2011 to 03 31 2011 ee A ee eee Fernan apene a Bx aey pees supportive een ee fomeny homeless persons je SHP 5 C o o UT a E ee ee ee ee eee eee Rental ead VASH housing subst Rell year T Bp T A A E T E Owned by client no housing subsidy S So l y S S ooa y S Owned by client with housing subsidy o Sooo o T S oo e e D e with fami pemenent enue E T E E E E E E Sang ar Ivha wih Trena permanent tenwe Step 10 To print this report click the Printer Icon at the top of the screen Print Mode PDF Export L Printer g 5 2 Parameters E Group Tree H 4 2 24 gt H how i J Print t Mode PDF Export Printer BS ME Parameters a Group Tree M 4 2 24 E how J Microsoft Excel 97 2003 Microsoft Excel 97 2003 Data Only Microsoft Word 97 2003 Microsoft Word 97 2003 Editable Rich Text Format RTF XML Page 94 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETO Results WEBI Before discussing the APR HPRP APR and the AHAR Reports you must understand some basic functions of running the ETO Results Reports In order to run an ETO Results HMIS Report you will need to run the Data Set from your Custom Reports Page to get your Export ID Next you will go to Reports then View Reports in your Navigation Bar Reports Assessment Survey Flat File Demographics
18. backdated if the participant arrived in your program prior to today s date Page 40 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Pending Emergency Shelter Referrals April Rose Family Allison Rose April Rose Start Date Jan 2 2012 yesterday Projected Completion Date Month Day w Year When you submit that you Accept or do Not Accept the referral it automatically updates the View Edit Referrals record of the Participant in the referring program so your Programs can most effectively communicate referral information Add New Household Add New Household allows users to add participants who are members of a household on the same screen All demographic fields and program information enrollment associated with each participant in the household are captured on this screen Households are exactly the same as families in ETO Software and all family related features Add Edit Families Family Assessment Multiple Participant Efforts by Family Multiple Participant Referrals by Family Track Participant Processes by Family Family focused reports both the filtering option available on ETO Participant and the section of reports dedicated to families on the Standard Reports page etc can all be used for households Step 1 Click the GO button for Add New Family Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports R
19. e Participant s Pamela Smith Chris Adams Chris Adams Chris Adams Dhim A od me res me Page 68 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 2 Once you are on the Dashboard for your participant Click the Edit link within the Recent Efforts section Make sure you select the Edit next to the Service that needs to be edited oa Chris Adams s Housing Occupancy os Chris Adams i Chris Adams s Recent Efforts DOB 5 1 1987 Age 24 z S Check Check Reservation Take Action Unit Room In at Date Status Edit Emergency 2nd 1 7 2011 Occupying I Shelter Floor Take Action Point of Service Point of Service Program are Add Similar HUD Services HUD Services Emergency 1 3 2012 Provided Provided Shelter Step 3 Edit the Service as needed and click Update Effort Edit Point of Service Element Effort Participant Contact Location Method Adams Chris Service setting non residential w Date of Contact Jan v 3 w 2012 Date of Next Contact AM HUD Services Provided AM Assigned Value Month w Day v Year v Case Care Management Notes Please note that you can t delete a service from the Participant Dashboard If you need to delete a service you must perform that action from the Homepage link Also if you need to edit Funds Disbursements use the Homepage link Page 69 www socialsolutions com
20. files assist users with data quality evaluation HMIS OPR Raw Data Data Entry Errors QPR Financial Assistance Summary Missing Universal Elements QPR The QPR is also run by creating a Data Set within the Custom Reports page Step 1 In order to run the QPR enter the Start Date as the Date the funding time period started The end date will be the last date of the quarter being reported Page 90 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 When running the data set for the HPRP APR Report enter the start date for the GTD and the end date as the Reporting Year End Date After you get your Export ID go to View Reports and select the HPRP APR Report Enter the Reporting Year Start Date and the Reporting Year End Date and your Export ID for the prompts Pull New HMIS Data Set This Program Pull New HMIS Data Set This Site Pull New HMIS Data Set Whole Enterprise Step 2 Once the Data Set is created click the QPR from the list HMIS_OPR Raw Data Data Entry Errors Financial Assistance Summary Missing Universal Elements Step 3 The QPR runs in Crystal Reports The first page of the report is the data for Total Persons and Households Served and Total Persons and Households Served by Service Provided A client falls under the categories of Homelessness Prevention or Homeless Assistance based on Housing Status entered into the Client HUD As
21. to Date GTD and the Report Date The GTD refers to the date your program initially received the HPRP Grant The Report Date is the specific year of this report In ETO you will enter the GTD Start Date as the Start Date for your Data Set in Custom Reports The Report End Date will be the End Date Page 105 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 In the example below the Grant began July 1 2009 and the end of my reporting year is September 30 2011 Download wcsv file of Results Select Dates for Review Start Date 7 1 2009 End Date 9 30 2011 Step 2 Once the data set runs you should get your export ID Report Step 4 In the Report Prompts Box you will see 3 prompts After you highlight the first prompt you can enter the Report Begin Date This is the Start Date of your Report Year The Report End Date is the End Date of your Report Year The Export is the Export ID you just ran In the example below the report start date is October 1 2010 and the report end date is September 30 2011 The export ID is 139 Step 5 Follow Steps 6 10 of the APR Reporting Section AHAR Step 1 Go to Custom Reports and run the data set you wish to use for the AHAR Report Download wcsv file of Results Select Dates for Review Start Date 10 1 2010 End Date 9 30 2011 Page 106 www socialsolutions com 866 732 3560 425 William
22. to support a single individual View View 2 Solutions Inc Social 7 7 2011 Service setting residential 00 00 Assistance to support a household View View Notes Now you can see the Start and End Dates for the Financial Assistance and the Number of Months the Assistance Applies to as well as the Funds Disbursement Information Page 85 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Participant Point of Service Element Name Current Value Time Spent hh mm Number of Efforts HPRP Financial Assistance Assistance to support a single individual 00 00 2 Staff Contact Date v Contact Method Time Spent hh mm Value Assigned Effort Qualifiers 1 Solutions Inc Social 8 24 2011 Service setting residential 00 00 Assistance to support a single individual Hide Effort Qualifier s Value Assigned 8 31 2011 8 24 2011 Asset s Credit Debit Amount Vendor Name Status Voucher Awaiting Approval Print 2 Solutions Inc Social 7 7 2011 i ing resi i Assistance to support a household E3 Notes Step 4 If any Notes were written by the case worker providing the service you can view al by clicking the next to Notes Review Participant Efforts from My Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them My Dashboard Edit Dashboard ae Dashb
23. 011 Action Links 3 O Chris Adams s Provided Provided Car Household e Financial Assistance Financial Assistance Shelter Plus 11 21 2011 6 Links Adams A Chris Adams View Edit Participant Frank Alonzo New Participant Efforts Participant Assessment Participant Program Histo Dismiss Participants Chris Adams s 4 Chris Adams s Caseworkers Take Action Assessment Program ir ed Chris Adams s Programs d displ Complet rog No records to display 1 HUD Intake Assessment at program Shelter Plus 12 12 2011 N Care Program Name Start Date End Date Days re Improve Housing Improve Housing Shelter Plus 11 21 2011 Care Step 3 Follow Steps 5 11 of Add HUD Intake Assessment from Homepage Pre populate Assessments In ETO Software you can pre populate assessments from other assessments For example you can take a 1 HUD Intake Assessment for a participant and if they are still active a year later you can pre populate the 2 Mid Program Assessment from the answers on the Intake Step 1 Start a New Assessment following the steps from Adding New HUD Assessments This time select the 2 HUD Mid Program Assessment or the 3 HUD Exit Assessment and click Continue ake Assessment For A Susan Step 2 A drop down box will appear below the date Select the assessment you wish to pre populate from Assessment Select Select 2 HUD Mid Prog 1 HUD Intake Ass
24. 2 1984 File Download Do you want to open or save this file Name dbnetgrid csv Type Microsoft Office Excel 97 2003 Worksheet From secure etosoftware com Open saven Cancel Always ask before opening this type of file ham your computer f you do not trust the source do not open or save this file What s the risk Page 89 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 9 Browse to where the export should be saved Name of export the correct HUD approved csv name as listed above Make sure the type of file is the Microsoft Office Excel Comma Separated Values csv File and click Save Save As Organize New folder BE Desktop A a Downloads i Recent Places Documents library Arrange by Folder HMIS Documentation Mame Libraries J APR Generation Tool E3 Documents m Change Documentation a Music Jo HUD Meetings Pictures Jane s Comments on Specs Be Videos Jane s Spec Requirements Review J MASS a Hormegroup di MostCurrentSpecs Report PDF Computer di Road Map 5 Local Disk C Ji SALES Gg jhautzingers MAb o 4 Hide Folders Step 10 This process will need to be followed to export and save all of the export files The Data Set also has the following files HMIS_ QPR Raw Data Data Entry Errors Financial Assistance Summary and Missing Universal Elements These
25. 20 Add Message To Griffith Dell Hansotia Zareen Logan Mary Musillami Anthony Message Date Dec w 29 w 2011 I will be on Vacation January 1 January 10th I will be assigning my clients to you during that time Thank you for helping me out Message Text Text May be HTML or Plain Text Step 5 If you receive a message your Messages Tab will be Red Once you click the Tab you will see your messages If you don t see the messages click the Read Message button Step 6 From this screen you can read your messages Once they are read you can delete or print the messages If you would like to delete you may click the individual checkboxes next to the messages or click the Select All From checkbox 12 6 2011 11 54 00 AM Social Solutions Inc Eastern Time Hello This message is being sent to inform you that the data set you started on Dec 6 2011 11 53AM for the HMIS Demonstration Site Site has been completed The ExportID for this data set is 142 Click here to go to the Custom Reports page to run reports on this data set Sincerely HMIS Team Social Solutions Inc O REPLY 12 1 2011 8 57 00 AM Eastern Time Social Solutions Inc Hello This message is being sent to inform you that the data set you started on Dec 1 2011 8 56AM for the Emergency Shelter Program has been completed The ExportID for this data set is 141 Click here to go to the Custom Reports page to run reports on this data set Sin
26. 21220 returned in the results First Name matches are listed first followed by Last Name matches ETOSOFTWARE Welcome Mary Logan HMIS Demonstration Site Emergency Shelter Chan New To Do List Messages hy Favorites My Dashboard Quick Search Results 1 smith John 1 1 1982 2 ad Zamora John 2 18 1989 1 G Johnson Shamika 12 1 1980 Step 2 2 arrow from the left Within Participants is an example of a Quick Search for participants By default the search will conduct a search on Participants Participants Set to search by partial or full Last Name SSN or Case Number These options can be modified on the Manage Demographics page where there are columns titled allow and return with quick search Entities Enter partial or full Entity Name Type or Sub Type Reports Enter partial of full Crystal Report name or Custom Search term Step 3 3 arrow from the left Focuses on the Scope of your Search e Program e Across the Site e Across All Sites Only if an Enterprise Edition chooses to make this available to an enterprise administrator Step 4 Click Search Program Specific Quick Search This is an example of program specific search results This search is similar to the View Edit Participant feature Note This feature is particularly useful for case management work By clicking on the arrow next to any of these names the quick link options appear Page 14 www socialsolutions com 866
27. 3 09 06 AM GMT 05 00 2 Currenth selected values in listbox Step 4 Follow Steps 6 10 of the APR Reporting Section It is important to note that the AHAR Report must use the Program Descriptor Method for tracking residential program occupancy Please remember to make sure that this has been entered for all AHAR Programs in the Administrative Program Attributes This needs to be setup by your ETO Site Administrator See HMIS Administrator Manual in your ETO Help Wiki ETOSoftwareHelpManual hmis search results showing 1 10 of 26 results for hmis HMIS Program Setup Sep 15 2011 9 20 AM by Caitlin Smith does the Template consist of All of the following will be deployed to the HMIS Template There will be some set up necessary by the ETO Site Administrator Demographics Standard HMMS Administrator Manual gt HMIS Program Setup Oct 11 2011 6 19 AM by Caitlin Smith ETO Software Login Adding and Managing Staff User Accounts Creating a New ETO Program HMIS Program Setup Adding Existing Points of Service Managing Points of Service Setting up Administrative Entity Page 108 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220
28. 560 425 Williams Court Suite 100 Baltimore Maryland 21220 P Document View 74 G4 9 ioo Je M 1 Jne gt Refresh All Ty Track h OF p BH Navigation Map a E 2 APR COC version 2 arr a7 APR Report Q7 Data Quality Summary Type Total number of applicable records for All Clients Total number of applicable records for Adults Only Total number of applicable records for Unaccompanied Youth Total number of applicable records for Leavers OOO ONFA ONO CO eoOwrRooecsFfF OO lac 2 Step 7 The APR has multiple Tabs Each Tab relates to the HUD defined APR Question To look at the raw data for each question in this report click either the Question Number in the Navigation Map or click the Question Tab at the bottom of the screen JP Document View 74 G4 9 100 e M 4f e gt Refresh All fy Track h OF APR Report Q7 Data Quality Summary Type Total number of applicable records for All Clients Total number of applicable records for Adults Only Total number of applicable records for Unaccompanied Youth Total number of applicable records for Leavers Data Element Don t Know Or Refused Missing Data irst Name ast Name SN ate of Birth ace thnicity ender Veteran Status Disabling Condition Residence Prior to Entry SOCOOCOONF ONO CO eoOwrhrRooeoFfFO Oo Sor aA Final APR Step 8 In this exampl
29. 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Matches for Show All Participants j Record an ecccccecc D p NY p mH ew oN To Do List This gives you quick access to a range of ETO Software To Do Lists to help you best manage your work Reminders can be added to the To Do List through the following features e Record Participant Efforts e Referral Information e Points of Service Step 1 Click the To Do List Tab Click the Go button next to the Show To Do List for To Do List Step 2 You can select the setting of how you would like your To Do List to appear In the Period dropdown select how many days you would like to review To Do List To Do Participant All Dates Full are Cambell John Aaaa m Smith Ginny Last Three Months Last Year Smith John Next 7 Days aa Next 31 Days 4 Smith Pamela Next Three Months Next Year Custom Page 15 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 In the Show dropdown we recommend that you have the setting of Participant o Do List To Do Participant All Dates Period All Dates x Show Point of Service Element Participant 1 4 Cambell John Entity General 2 l Smith Ginny Calendar In the Scope dropdown you will see choices based on your User Account s Access Level We recommend that you select the highest level you have been given o Do Li
30. Add Custom Report or Query Add Standard Report Add Drop Down Link Participants Add Demo by Group My Dashboard Every ETO User Account has a tab for My Dashboard This tab is a great place to keep track of the most recent work and most recent participants you have worked with You may add edit or remove sections of your own dashboard Page 20 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ket Take Action Participant Reason for Referral Referral Type Entity Program Site Referral Status Edit Jacob Collins Case care management Program Administrative Program Pending New View All fp eee Dashboard Search Take Action Point of Service Participant s Point of Service Program Reason for Call Frank Alonzo Reason for Call Central Intake New Chris Adams Take Action Assessment Participant Program Susan A 1 HUD Intake Assessment at program enrollment Susan A Central Int Step 1 Select the Edit Dashboard button to rearrange the ETO Parts by dragging and dropping between and within the 5 available zones top left middle right and bottom ToDoList Messages MyFavortes My Dashboard New Erter Search Tems My Dashboard Step 2 If you would like to Add a new section to your Dashboard click Add ETO Parts New To Do List My Favorites My Dashboard Reporting Dashboard Erter Search Tem Search My Dashboard Done E
31. Effort Qualifier Entity Reports ETOBarcode Reports Generate Letters Program Group Reports standard Reports Select the report Manage Reports Create Report Create Query AHAR AHAR Demographics A Prompt will appear In this example for running the APR COC version the prompt is for the Export ID Click the Refresh Values to get a current list of Export ID s Highlight the Export you wish to you and click the arrow to move the report to the right box Click Run Query when finished Page 95 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Reply to prompts before running the query Enter Description for Filtering ExportlD 136 Emergency Shelter Program from 10 04 Enter Description for Filtering gt ExporiD 138 Emergency Shelter Program from 10 01 21 ExportlD 132 Transitional Housing Program from 09 ExporlD 133 Emergency Shelter Program from OS ExpornlD 134 Administrative Program Program from p ExportiD 135 Emergency Shelter Program from 0945 ExporntiD 135 Emergency Shelter Program from OS ExporiD 137 Emergency Shelter Program from O9 ExporniD 138 Emergency Shelter Program from 10 ExporiD 38 Emergency Shelter Program from 01 0 nia 309 HMIS Demonstration Site Site from 03 T A November 30 2011 11 34 42 AM GMT 05 00 Doo A 2 Currenthy selected values in listbox Description for Filtering l ExporlD 138 Emergency Shelter Pr
32. Head of Household First Name A Middle Initial Last Name fe ee Suffix Select SSN DOB DOB Quality HUD SSN Quality HUD Gender HUD Ethnicity HUD Primary Race HUD Select Secondary Race HUD Select Does the client have transportation Select Hair color Select Click ta Add Household Famil Step 4 If there is more than one participant in the household select the family relationship for the next participant from the drop box at the bottom of the page The screen will refresh and a new set of blank demographic fields will be provided Page 42 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Non married Partner Other Family Self Head of Household Spouse Sibling Grandchild Grandparent Legal Guardian Sister step Parent Step 5 Enter enrollment information Once all of the participants in the household family have been added determine program enrollment information on the bottom of the page Participants may all be enrolled in the same program or different programs Also each participant may have enrollments in multiple programs Click Save when finished Household Family Member Start Date Take Action Everyone v 01 02 2012 7 Delete Row Add Enrollment Step 6 The user will be alerted to any required fields that were not completed or any other mistakes made on the page Once the inform
33. ILY EDIT DELETE amp DISABLE e Work With Family Click here to add participants to the family revise Head of Household Family Relationships or to Remove a family member e Edit Click here to edit the family name e Delete Click here to delete the history of the participants ever being linked as a Family or families that contain zero participants This does not delete each individual participant from ETO e Disable Click here to deactivate the family relationship Work With Family Add Members There are two categories of members that can be added to existing families Step 1 New members are participants that exist in ETO They may or may not be in the selected program or be currently active To determine if the participant you want to add to the family is in the site click Search for Others Existing Members for Family Adams Family Member Age DOB Relationship 1 Frank Alonzo 28 yrs 1 28 1983 Select as Head Select 2 Chris Adams 24 yrs 5 1 1987 Head of Family Select a Add New Members to Family Adams Search for Others Add New Family Member Step 2 Type in the Last Name of the Participant you wish to add to the family and click GO Check the box to the left of the participants note that current family membership will show next to the participant s name being added and click the add button at the bottom of the page The next page will allow for a family relationship to b
34. Inc All rights reserved gt Online Community gt Training Calendar gt Support Page 36 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Participants Enterprise Enroll Find Participant Add New Participant View Edit Participant Dismiss Participants Add Edit Families Manage Groups Participant History ee i Program Administration Find and or Enroll Participants Across the Enterprise Using this function you can add Participants who have already been entered into the software but are not enrolled in the selected program The enroll feature is typically used in one of three scenarios 1 A previously dismissed participant is returning to the program for services 2 Aparticipant is or has been enrolled in another program and now needs to be enrolled in the selected program too 3 A participant was only added to ETO but was not enrolled in a program Step 1 On the homepage click GO next to Find and or enroll participant across the enterprise Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants oao View and Accept Referrals View any Referrals made by another agency in the CoC Go Add New Family Add a new family into ETO Go Update Participant Informatio
35. OGIN ETO COMMUNITY ONLINE HELP vw Login to your Account About ETO Community Online We use Groupsite com for authentication Whatis Groupsite com Email Address l E _ Password M Remember Me Whatis this Forgot Password Need Login Help 292 Not a member of ETO Community Online Join now Page 11 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 6 To the right of the screen is a navigation bar This bar also contains links to ETO software functionality You can open or close the Navigation Bar by clicking the white arrow to the left of the bar l Participant History t ETO Analytics Beta t Program Administration e Site Administration Step 7 Click the Functionality Menu Bar that you wish to use and another dropdown will appear of your functionality choices If you click the functionality bar of your choice it will take you to that functionality screen t Participant History t Record Efforts H My Work Page 12 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETO HMIS Homepage Tabs Quick Search Your Homepage defaults to the Quick Search tab highlighted in the upper left hand corner ETOSOFTWARE Welcome Mary Logan HiI emonstration Site Emergency Shelter Change Program To Do List Messages My Favorites My Dashboard New Enter Search Term s Search
36. Page 27 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Search for Participants in Emergency Shelter by partial Last Name SSN or Case Number adams SEARCH Include Dismissed Participants in results To see all Participants leave the box empty Matches for Last Name if oao Adams Chris 5 1 1987 Step 4 Update the demographic fields then select Submit at the bottom of the screen Keep in mind yellow fields are required to be completed in order to submit Added to system on 11 2 2009 10 31 00 AM Eastern Time 739 days ago Last Updated by Social Solutions Inc on 10 5 2011 1 11 09 PM Eastern Time Last Effort with Participant by Social Solutions Inc on 10 7 2011 First Name chris Middle Initial Last Name May 1 19587 24 year s old Reset DOB Select Step 5 A confirmation screen will appear Select OK to confirm your update s in the database Page 28 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Fox Updating Demographics from the Participant s Dashboard lf you prefer you may update the demographics from the Participant s Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them My Dashboard Edit Dashboard EN Dashboard
37. Pull New HMIS Data Set Whole Enterprise Step 3 Enter a Start Date and an End Date for the Data Set and click Go Page 87 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Download wcsv file of Results Select Dates for Review Start Date 1 1 2011 End Date 3 31 2011 Step 4 After a few moments longer if running a large date range the following link shaded in blue Click here to return to run reports on this data will appear Click on that blue link This will take you back to the Custom Reports Page If this link does not appear it means the data pull timed out If this happens try to running the data set again If it still doesn t run please contact Customer Support and they will run the data set for you ld 4 Page 1 el of Step 5 Scroll down to the on the page until finding the data set that was created The title will give the name of the program program group or site and the start and end dates entered It will also show the person who ran the data sent and the date and time it was run After the title there is an Export ID This Export ID is important as you will need to remember that ID when running an APR HPRP APR or AHAR report Step 6 Under the title for the export a list of export files will be listed The first set of files are the export files and export readable files HUD uses standard codes for the exports but customers found i
38. Referrals Z Assessments 12 Pw Ne Step 2 In this example you can see that she has worked on four 4 Services HPRP Financial Assistance HPRP Services HUD Services Provided and Improve Adult Education You can see the current value that has been entered for her the time spent with her and the number of times you met with her on that particular service Again click the next to a service to see more details sc 1 lt Participant Point of Service Elements Participant Point of Service Element Name Current Value Time Spent hh mm Number of Efforts HPRP Financial Assistance Assistance to support a single individual 00 00 2 HPRP Services At least one HPRP service was provided 01 00 4 HUD Services Provided Education 00 00 4 Improve Adult Education Literacy problems and or no high school diploma GED are serious barriers to employment 00 45 Step 3 Now you will see which staff met with her Contact Date Contact Method Time Spent and the Value Assigned In this example you will also see View under Effort Qualifiers and Assets Click the View links Participant Point of Service Element Name Current Value Time Spent hh mm Number of Efforts HPRP Financial Assistance Assistance to support a single individual 00 00 2 Staff Contact Date v Contact Method Time Spent hh mm Value Assigned Effort Qualifiers Assets 1 Solutions Inc Social 8 24 2011 Service setting residential 00 00 Assistance
39. Search f A Recent Assessments oa My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 No records to display Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 6 Links Universal Screening Form Chris Napier Central Intake 11 2 2010 New Review My Efforts iid ee Pace Recent Efforts IS Add New Household Name Pamela Smith ij Recent Efforts Chris Adams Child Fake Take Action Point of Service Participant s Point of Service rogram Date of Contact Edit Add Similar HPRP Financial Assistance Pamela Smith P HPRP Financial Assistance Emergency Shelter 12 16 2011 Step 2 Once you are on your Participant s Dashboard you will see a section labeled Action Links In that list you should see View Edit Participant If you do not see that link you can Edit your Dashboard to add the link Chris Adams s Dashboard an Chris Adams s Housing Occupancy 2 Chris Adams iy Chris Adams s Recent Efforts Take Action Unit Room ee eae Status DOB 5 1 1987 Take Action Point of Service Point of Service Program oe Edit Emergency 2nd 1 7 2011 Occupying Age 24 Adams Chris s Adams Chris s Shelter Plus 12 12 2011 oor Service Plan Service Plan
40. Social Solutions ve transforming human services HMIS User Manual Table of Contents AUG OGIUIC TION stecccsasastyceteronsaussneensestansenense tase eaeseeuseoansndeseonseuasnoneeaonenare Aone ueceenenauenatesueacneete osesacued sonadsanessoteeecss 3 BS UN IMOTI ec oss vnc ccartam senna Geteunacsncalsec au tiniaeseusy sac ersnaadoaacuenseeatuaeethanneael E 4 ETO HMIS Homepage Description cccseccseccsseceescosecescceusceseceseceseceseccaeecsectaeetaeeteesaeeseesseetsetseussesseeseees 9 ETORMISHOmEeDI ge TADE gene nnn een ne a ee ee eee ee ene eee eee 13 NOTTS Va NN Cees cine es cciersecte tn E T E 25 Updating Client DemographiCS nem ete ne ee eee een ee 27 Ada Edi Fanii oc eee ene eee mn an E eee eee me ere eee nee 30 EVE MMV FUMES o E E E E E 36 Add Edit HUD ASSESSMENTS neoc sirene e a S E E a a AEn A 44 Recordin HMS SEVICE S asnan E E rmenteansadcneesreusmanveecenenstexs 56 Chent Family Referrals encan E E E 70 Dismissing Inactive Families or Clients ssessesessensssrenesrrrsssreressrerssrrresrrressrereserressreresereessrereserressrereseereses 78 Review Participant EMON S srssericateartecatesnatueuGanntusnednedesunansaescnssovuartenetunutdoarseatannadednavaruendens E 82 PODPORNO erana A E E E E 87 Page 2 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Introduction Welcome to ETO HMIS Homeless Management Information System Software ETO HMIS software was
41. Step 4 The first time you log into your ETO Account you will be required to change your password You need to enter a password that is at least 6 characters which is alpha numeric Once you have typed in the new password twice click Continue Page 4 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Change Password For security reasons you are required to change your password New Password COTTE Confirm Password eeeeee Back continue Step 5 If you have access to more than one ETO Site you will see a list of all sites you have access to enter Click the site you wish to work in ETO software Site Login You have access to the sites below site s Brookview House HMIS Demonstration Site Step 6 Select agree for the Terms of Agreement Click Continue Page 5 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETOSOFTWARE Terms of Az eqet USER hereby acknowledges that information in this product demonstration mcluding but not limited to product screens product descnptions HIML code source code and product tionality collectively SOFTWARE constitutes a trade secret of Social Solutions corporated SSI and as such is protected by civil and criminal law is very valuable to S51 and its use must be carefully and continually controlled All applicable nghts to pate
42. Update Participant Family Members Add Participants or Remove Participants from a family _ Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Step 2 Type in the client s name or leave the search box blank to Show All Participants Check the box if you would like to include Dismissed participants in the results Participant Assessment Search for Participants in Central Intake by partial Last Name SSN or Case Number SEARCH a Include Dismissed Participants in results To see all Participants leave the box empty Step 3 This will give you a list of all active participants in the program Page 44 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Show All Participants Include Dismissed Participants in results To see all Participants leave the box empty oco A Susan unknown unknown 736 ce Adams Chris 5 1 1987 unknown 402 co Alonzo Frank 1 28 1983 unknown 640 oeo Alonzo Frank unknown unknown 737 oao Alonzo Tammy unknown unknown 738 oao Anderson Jane unknown unknown 739 oao Andrews James unknown unknown 740 oao Antigua Roberto unknown unknown 741 oao Apple Orange unknown unknown 742 Qosco Ayers Julie unknown unknown 743 oao Ayers Julie unknown unknown 744 Qao B Jason unknown unknown 745 h k NPS PSN Aw sw oao Baker Eric unknown unknown 746 ins a oaeo Baldwin Michael unknown unknown 747 i oco Beam Ji
43. User Prompt Input When you are done working on the APR for this export you can click the Advanced button at the top and select another export to run for the APR Page 98 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 User Prompt Input Enter Description for Filtering ExportlD 136 Emergency Shelter Pro The third button is for Inout Controls This will allow you to filter the data on the tabs For example below is the Q15 or Gender Tab You will see that this table can be filtered by Gender Household Type or Adult Child Page 99 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Q15 Gender a Adults Without With Children With Only u Children and Adults Children Unknown Type Total Adults Don t Know Refused Female Mae o Missing this information _ Other o Transgendered rs la Details Personal Identification Number Name Program Name Adult or Child Gender Household Type Adults 35E6F9FC AF21 4E6F A7F6 2FF9F49288A0 Meyers Jennifer Emergency Shelter Transgendered Without Children 6F90B17A 3693 4305 8753 A08FA6799EF7 Zamora John Emergency Shelter Adults Male Without Children 8ACD6DA7 AED8 4C2D 97AC 78CB140299B3 Hot Salt Emergency Shelter Female With Children and Adults 8BC75C59 DAFB 4E92 9E02 C52032C2A55F Johnson Shamika Emergency Shelter Female Without Children C9B0D7CB 86BE 4071 AAB3
44. Williams Court Suite 100 Baltimore Maryland 21220 This is where you can view the participant s Name Case Number Site Name Report Period and the current Programs Smith Ginny 674 HMIS Demonstration Site 01 01 2011 01 07 2012 Emergency Shelter Overall Statistics This section provides a quick glance at what a client has been doing In this example we can see the client has been working on 4 Services The case worker or staff met with the client 5 times for 4 different types of Services 1 Referral was made and the client completed 2 Assessments Attendance Total Events Attended Total Events Scheduled Total Time Spent hh mm If applicable Attendance Employment Placements Education Placements Attached Processes Total Time Spent on Referrals hh imm Detailed Statistics Step 1 You can see all the details about this client s services In the example below you can see next to Participant Point of Service Elements Referrals and Assessments Click the to see the details If you want to see all details click All Page 84 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 4 Participant Point of Service Elements Composite Point of Service Elements none Hours of Attendance Point of Service Elements none Participant Attendance Point of Service Elements none Employment Placement none f Education Placement none 7 B
45. Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants Go View and Accept Referrals View any Referrals made by another agency in the CoC Go Add New Family Add a new family into ETO Go Update Participant Information Update a participant s demographic information Go To Edit an Existing Family Step 2 Search for the family by full or partial Family Name or last name of any of the Participant s in the family Search by partial Family Name or partial Family Member Last Name Sea Add New Family L Include Inactive Families in results o see all Families leave the box empty Step 3 Click on Show Members to see the members of the family if you are unsure which family to choose This is especially helpful if more than one family has the same name Matches for All Families Adams Adrian Bordone Family Show Members April Rose Family Show Members April Rose Family Show Members Page 30 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Matches for All Families Adams Hide Members 1 Frank Alonzo Age 28 DOB 1 28 1983 2 Chris Adams Age 24 DOB 5 1 1987 Step 4 Click on the name of the family you want to work with and you will be directed to a Family Add Edit Screen Add Edit Families Q WORK WITH FAM
46. aggregates the data entered into those assessments 5 Condensed Report a Crystal Report that is abbreviated because the large header only appears on page 1 Page 54 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 6 Update allows edits to an existing assessment This option only appears if the Site Administrator has not set up the assessment to prevent updates 7 Delete this option is only available to Site Administrators and deletes the entire selected individual assessment 8 Weight Report This option only appears for assessments that contain weighted elements The Crystal report contains a table that contains the questions responses and weight values Page 55 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Recording HMIS Services Recording Services from Homepage Step 1 From the Homepage click the Go button for Participant Point of Service Track HUD Services for Families ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s dem
47. ation Method Select Location Method Date of Last Contact la Eastern Daylight Time Date of Contact Step 7 The Date of Contact defaults to Today s Date If you need to change the date to be in the past you may do so You can t enter a future Date Date of Next Contact is optional If you want a next appointment with this client to appear on your To Do List you may enter a date in the future Step 8 Click the dropdown arrow for the HUD Services Provided value You will see a list of HUD Services select the services provided for the client Record Participant Effort Participant Point of Service Activity Contact Location Method Date of Last Contact Date of Contact lente th Date of Next Contact Case Care Management Value A value of Education was recorded for 6 30 20 Page 58 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 9 You may enter notes about this client contact in the HUD Services Provided Notes field Dnt OF Contact Location Method Date of Last Contact Date of Contact Date of Next Contact Step 10 When you have finished recording the services for this client you will see three buttons at the bottom of the screen which will allow you to save your work Save Effort amp Close Save Effort amp Record Similar Effort Save Effort amp View Edit Participant
48. ation is entered properly and saved a confirmation message will appear O Household data was saved Add Another Household NOTE Once a household family is created with the Add New Household feature modifications can be made using the Add Edit Families feature If new participants are added to ETO after the family household was created those participants must be added individually and linked to the existing family using the Add Edit Families feature Page 43 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Add Edit HUD Assessments Add a New HUD Assessment Within ETO HMIS there are three participant assessments 1 HUD Intake Assessment 2 HUD Mid Program Assessment to be taken annually and the HUD Exit Assessment These assessments contain the Required HUD HMIS Data Standards as well as the optional Data Standards Add New Assessment from the Homepage Step 1 Click the GO button for Add or Edit Participant Assessments Emergency Shelter HMIS ToDo List Edit My Work Review My Work Saved Reports Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information
49. box Search for Participants in Emergency Shelter by partial Last Name SSN or Case Number To see all Participants leave the box empty Step 3 Find the client you want to review and click the Go button next to their name Page 82 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 earch for Participants in Emergency Shelter by partial Last Name SSN or Case Number Smith To see all Participants leave the box empty Matches for Last Name 1 90 Smith Barry 1 1 2000 2 6 Smith Ginny 9 23 1980 3 Qao Smith Harold 5 1 2000 4 Qaa Smith John 1 1 1982 5 oo0 Smith Pamela 5 2 1984 Step 4 Enter the Date Range that you would like to review If you would like to view the client s history for This month or Previous Month click This Previous Month To view the history for a quarter click This Previous Quarter You can also click the Year To Date to view a client s entire yearly history If you would like to see anything the client has ever done click the Select ALL Dates box You may also manually enter any date range Click Submit when ready Select Dates for Review Starting Date Jan FQ 2011 Ending Date Jan 7 w 2012 Step 5 This review screen is broken up into 3 parts Participant Information Overall Statistics and Detailed Statistics Participant Information Page 83 www socialsolutions com 866 732 3560 425
50. cerely My Favorites This allows you to create shortcuts to the features or reports of ETO Software used most frequently It is recommended that My Favorites be set up to store links that are not on the Home Page For example many users access features that are shared Page 18 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 across all staff through the home page but will use My Favorites for links that are exclusive to their data entry My Favorites is also a great place to add links to reports ETOSOFTWARE Welcome Mary Logan HMIS Demonstration Site Emergencypghelter Change Program Administrators have the ability to specify whether a link is for their personal use or should be available to all users by default Those users with the role Department Head or lower can only set personal favorites Depending on your access level you can create different kinds of Favorites Below we will explain how to add a Feature You may follow the same process to Add a Custom Report or Query Add Standard Report or Add Dropdown Link Add Features Step 1 Click the Add Feature button Check the box to the left of the feature that you wish to place on your Favorites Tab Status is based on the User Role If you are a staff account user you will only be able to set your favorites for Personal If you are an Administrator you can set the Status to Default If you do this
51. contains a fourth Page Tab for Exit Information Continue on to take the assessment Answer all of the questions on the page If a field drop down box is marked in YELLOW on the assessment it is a required field Please note the question A2 This Client is As you may know there are certain HMIS questions that have been designated for all clients adults only unaccompanied youth and adults or just children In ETO we have designed the Assessment so the questions that need to be answered by the specific groups will load automatically for you when you select the correct category in the dropdown When finished with the first Page click the Next Page button Page 46 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 A 1 At what point is this data being collected A 4 Display Housing Status Definitions double click te remove selection Yes No A 5 Is the client chronically homeless Select A 6 Prior to entry into this program where did the client stay last night A 9 Zip code last permanent address where client lived for at least 90 days A 10 Zip Code quality A 11 Is the client a victim survivor of domestic violence Select r A 13 Did the client ever serve on active duty in the Armed Forces of the United States lt NEXT PAGE Please Note that some questions may have Conditional Rules where they open up to additional ques
52. d Household Indicates Required Field Full Name Chris Adams Date of Birth 5 1 1987 12 00 00 AM Relationship Full Name Frank Alonzo Date of Birth 1 28 1983 12 00 00 AM Relationship Click to Add Household Family Member by Family Relationship z Household Family Member Start Date Take Action Everyone w Add Enrollment 11 07 2011 Delete Row Add New Family Page 32 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Search by partial Family Name or partial Family Membe E Include Inactive Families in results To see all Families leave the box empty Step 1 Type a Family Name Add Edit Families Step 2 You will note that all Participants with the last name you chose for your Family will appear If Participants in the Family do not have the same last name use Search for Others to find existing Participants to add to the Family Check the boxes to the left of the family members and click the Add Checked Participants to Family button at the bottom of the page Add Edit Families w GO BACK Existing Members for Family Adams There are currently no Members associated with this Family Add New Members to Family Adams Search for Others Add New Family Member P Chris Adams DOB 5 1 1987 Add Checked Participants Contacts to Family Step 3 Further define your family by using the Select As Head functi
53. designed to be a streamlined process which allows users to enter HUD HMIS specific data elements in order to produce the Annual Performance Report APR Quarterly Performance Report QPR Homeless Prevention Programs HPRP APR and the Annual Homeless Assessment Report AHAR Before starting to enter the data it is best to understand ETO Language Enterprise This is the CoC Continuum of Care or Lead Agency which is made up of many agencies Site Each agency is a Site Program A program relates to the services or housing unit for each site A site can have one or many programs Participants Clients that are or have been enrolled into a program for services Demographics Participant information that generally stays the same for a participant such as First Name Last Name Case Number etc It also contains HUD Specific Data elements for some of the Universal Demographics Assessments Assessments are forms that collect data In ETO HMIS there are three assessments 1 HUD Intake 2 HUD Mid year to be taken at least annually and 3 HUD Exit The Assessments contain Universal Data elements Disability information Employment Education information Cash and Non cash benefits and Exit information Points of Service Efforts Participant services are captured in ETO HMIS as Points of Service HUD HMIS specific services include HUD Services Arizona Matrix HPRP Financial Assistance Funds Disbursements and HPRP Se
54. diting aaaea rans Reset ett Step 3 Within the ETO Parts Catalog select the checkbox of those parts you would like to appear on your Dashboard At the bottom of the catalog Select the Zone you would like the parts to appear and click Add Page 21 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETO Part Catalog 14 Disabled ETO Parts 1 ETO Part Catalog Action Links ed Groups E My Caseload E Query Wizard ETO Part E Recent Assessments L Recent Efforts Recent Forms C Recent Participants Entities I Recent Referrals E Rejected ETO Money Case Motes E Report C Search SharePoint List L Staff Caseloads aaa close Below is a description of the Catalog Parts Action Links serve as quick links to common functions used in the software These include recording participant efforts participant assessments reviewing your efforts and adding new participants households Taking an action from these links will redirect the user back to My Dashboard after the action is completed My Dashboard is equipped to become your new launch point for most of the work you complete in the software Groups This part displays all of the active groups in the currently selected program along with their Group Start Date Group End Date if disabled groups have been selected to show on the Dashboard and the Date Last Modified Gro
55. duce Substance Abuse Issues Follow Steps 6 amp 7 from Entering Data for HUD Services Step 8 Click the dropdown arrow for the HPRP Services Value You will see there is two choices in this dropdown Select either choice of Assistance to support a household or Assistance to support a single individual Participant Smith Pamela Point of Service Activity HPRP Financial Assistance Contact Location Method Service setting non residential Date of Last Contact Recorded on 6 30 2011 12 00 00 AM Eastern Daylight Time Date of Contact Date of Next Contact Value _ Jd was recorded for 6 30 2011 E Start Date of Financial me E Ca Ge Ge or er Assistance ee ae Page 62 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 9 There are 3 Effort Qualifiers attached to this Service You must enter a Start Date of Service and an End Date of Service Even if they start and end on the same day the dates must be entered Enter the Number of Months Assistance that this assistance applies to Please Note If these 3 Effort Qualifiers are not completed this service will NOT appear in your HPRP QPR Report or your APR Report Follow Step 9 from Entering Data for HUD Services Step 10 When you have finished recording the services for this client you will see four buttons at the bottom of the screen which will allow you to save your work Belo
56. e Plan Shelter Plus Care 12 12 2011 Improve Housing Chris Adams Improve Housing Shelter Plus Care 12 12 2011 HUD Services Provided Chris Adams Shelter Plus Care 12 12 2011 Ci am m LA ims mm m heim A dmn a Ch mle Dln Maen 44 94 9014 Pa Staff Caseloads Step 2 Once you are on the Dashboard for your participant Click the New link within the Recent Referrals section Ellie Fake s Dashboard oa Ellie Fake s Household Jane Fake Jane Fake Self Head of Household Ellie Fake Child fll Fake s Recent referrals Take Action Referred By Reason for Referral Referral Type Entity Program Site Referral Status Referral Date Edit Social Solutions Inc Housing placement Site 9th Avenue Services Organization Pending 1 6 2012 View All Step 3 Follow the Referral Steps 1 8 Editing Referrals We recommend that you edit the Referrals from the Participants Dashboard Step 1 Under Take Action of the Recent Referrals section click Edit Step 2 Make any necessary Edits and click Update Referral Page 76 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Participant Name Ellie Fake Site ices Program th Ave PSH Family You can refer people to any Site that has agreed to ac Reason for Referral Housing placement Referral Date Jan 6 w 2012 41 47 30 90
57. e set for the new member s Page 31 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Existing Members for Family Adams Family Member Age DOB Relationship Frank Alonzo 28 yrs 1 28 1983 Select as Head Select Chris Adams 24 yrs 5 1 1987 Head of Family Select Search by Last Name Add New Members to Family Adams John Smith DOB 1 1 1982 Participant Travis Matteson DOB 5 26 1977 Matteson Participant Rosaline Levin DOB 9 15 1972 Participant E Ana Pizzaro DOB 10 9 2009 Participant E Richard Lowe DOB 7 1 1950 Lowe Participant El Kelly Taylor DOB 11 3 1984 Participant Participant Grace Roberts DOB 3 13 1966 Participant E John Cambell DOB 2 18 1965 Cambell Participant Add New New members do not exist in ETO To add and enroll participants into ETO and add them to the family simultaneously click Add New Family Member This link directs to the Add New Household page Select the relationship of the new member and a demographic screen will appear Complete the demographic fields unfortunately this screen does not have the option to copy values from the head of household on fields such as address if more than one participant is being added choose the relationship of the additional new family members Once the demographics are entered select the program enrollment and click Save at the bottom of the page Ad
58. e you can view the raw data for Question 20 Page 104 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Q20 Residence Prior to Program Entry ee With Children Homeless Situation Emergency shelter Transitional housing for homeless persons Place not meant for human habitation Safe Haven S Safe Haven Tota Details Personal Identification Number Name ProgramName Household Type Prior Residence Type E1F219EA 0F49 402F 9342 C54F5991E4CD Smith Ginny Emergency Shelter With Children and Adults Homeless Situation Place not meant for human habitation F455FDD2 266B 442E B0F4 6F3073D999E5 Smith Pamela Emergency Shelter With Children and Adults Homeless Situation Place not meant for human habitation Step 9 To print the APR click the Printer Icon in the Menu Bar P Document View IEI r 100 M 4i Janer Refresh All T gt Track Navigation Map E 2 APR COC version a7 Step 10 To save the APR click the Document dropdown in the Menu Bar Select Save to my computer as You can save the APR as an Excel PDF or CSV file view Ty a 5 hoo afi aH es itt ziro D my COMPUTE aS Save report to my computer as d 016 CSV with options HPRP APR Step 1 When running the HPRP APR your data set date range is very important As you know the HPRP APR Report has two date ranges within one report There is the Grant
59. earch to find them My Dashboard Edit Dashboard EN Dashboard Search f A Recent Assessments a My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 N ds to disol 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 ee eee Action Links IS Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 Recent Participants Entities C Q Links Universal Screening Form Chris Napier Central Intake 11 2 2010 Recent Participants New Review My Efforts Name Add New Participant Recent Efforts Ie Pamela Smith Add New Household iy Recent Efforts Child Fake Fake Fake Take Action Point of Service Participant s Point of Service Program Date of Contact Bill Burns Edit Add Similar HPRP Financial Assistance Pamela Smith HPRP Financial Assistance Emergency Shelter 12 16 2011 Adams Chris s Service Plan Chris Adams Adams Chris s Service Plan Shelter Plus Care 12 12 2011 Improve Housing Chris Adams Improve Housing Shelter Plus Care 12 12 2011 HUD Services Provided Chris Adams HUD Services Provided Shelter Plus Care 12 12 2011 l ervi rovide ri a m l ervic rovi er Plus r 2 12 Ta Stalf Caccioads LA mii me m mm heim dm ro C LA mmitte m m Chalten Dln Manm 4na nN Step 2 Once you are on the Dashboard for your pa
60. ed by a selected participants including HUD Assessments HUD Referrals and HUD Services This report provides a compelling record of your organization s efforts towards meeting outcomes for individual Participants In addition it is a very effective method of communication between different staff working with the same Participant As with other ETO functionality you can use the Homepage or the Participant s Dashboard Homepage Step 1 Select the Review Client File option in the upper right hand corner Emergency Shelter HMIS Y ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Step 2 Search for a participant by full or partial Last name SSN or Case Number and click Go If you leave the search criteria blank and click Go you will get a list of all active clients in the program If you are searching for a client who was dismissed click the Include Dismissed Participants in Results
61. ed with WEB Intelligence both Custom and Standardized reports that appear in the My Reports section on the View Reports page are available This includes custom reports built with ETO Results and Query Wizard Plus Select the Refresh Data Icon in the upper right hand corner of the report and prompting query filters will pop up WEBI Reports that contain Participant specific data can be added to the Participant s Dashboard To make a report viewable on the Participant Dashboard a Query Filter must be added for the Participant Site Identifier field Set the filter to prompt and write over the text in the prompting box to PID The Participant Notes or Participant Efforts Page 23 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 and Notes with Effort Qualifiers standardized report works particularly well using this method The report can be saved with whatever name you choose and then edited to include a prompting filter for PID Search or Dashboard Search Search the site using first name last name or some part of either Select a participant s name from the search results to be redirected to that participant s dashboard SharePoint Lists This ETO part allows the user to pull lists their organization s SharePoint service into My Dashboard Once this part is added the user will be asked to edit the part On the edit screen the user will enter the SharePoint Login jdoe SharePoint
62. eferral Date 1 6 2012 Pending Drop Off Date 2 5 2012 Date of Next Contact 01 13 2012 Notes This family needs to be placed in housing Add a Participant Referral from the Participant Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them Page 75 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 My Dashboard i ae Dashboard Search A Recent Assessments a My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 No records to display Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 6 Links Universal Screening Form Chris Napier Central Intake 11 2 2010 New Review My Efforts Name Add New Participant Recent Efforts IR pinia Sach Add New Household Chris Adams ij Recent Efforts Child Fake Fake Fake Take Action Point of Service Participant s Point of Service Program Date of Contact Bill Burns Edit Add Similar HPRP Financial Assistance Pamela Smith HPRP Financial Assistance Emergency Shelter 12 16 2011 Adams Chris s Service Plan Chris Adams Adams Chris s Servic
63. electing a Family Step 3 Select the radio button for Group Family and click Submit Page 70 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 4 You can click the to see all Families in this program for selection or you can click Check All to do a referral for All Families in the program Click Submit e Step 5 Find the Family you are looking for and click the checkbox next to the Family name Click Submit 1 Families Check All Ellie Fake Age 11 DOB 4 2 2000 Jane Fake Age DOB Unknown Selecting Participants Step 3 Select the radio button for Participant and click Submit E Group Family Step 4 You will see a list of all Active Participants in this program Click the box next to all Participants that you wish to make the referral and click Submit If you would like to choose ever participant click Check All Check All 1 E Fake Ellie DOB 4 2 2000 Case 10243 2 Wl Fake Jane Case 10242 Recording the Referral Page 71 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Remember you can make different types of Client Referrals 1 To Site Refer a client to another agency and program within your CoC 2 To Entity Service Provider Refer a client to an outside agency for additional services 3 To Program Refer a client to another p
64. er ETO Software users It provides quick links to the following Page 16 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 1 Create Message You can send messages in ETO to one or more staff members or to an entire program by clicking the Create Message button Read Message Step 2 Select if you would like to send the message to One or More Staff Members or an Entire Program Site Administrators can send a Marquee Message that will scroll across the screen for all users on their Site Enterprise Managers can send a message to all users on their Enterprise Select Message Audience Send to One or More Staff Members Wunsnnnnnnnnnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnmnnannnnnnmnnnnnnnnnnn Send to Entire Program Send A Marquee Message Enterprise Messaging Step 3 In this example Send to One or More Staff Members was selected You may highlight one user or multiple users by holding down your Ctrl Key Once highlighted click Submit Select Staff to receive message Use CTRL or SHIFT to make Multiple Selections Admin Tulsa Example NYC Fake Jane Griffith Dell Hansotia Zareen Logan Mary Musillami Anthony Rose April Submit Step 4 Type your message and click the Send Message button Page 17 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 212
65. errals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Step 2 Type in the client s name or leave the search box blank to Show All Participants Check the box if you would like to include Dismissed participants in the results Participant Assessment Search for Participants in Central Intake by partial Last Name SSN or Case Number SEARCH Include Dismissed Pa ticipants in results To see all Participants leave the box empty Step 3 This will give you a list of all active participants in the program Page 53 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Show All Participant Include Dismissed Participants in results To see all Participants leave the box empty oco A Susan unknown unknown 736 oeo Adams Chris 5 1 1987 unknown 402 co Alonzo Frank 1 28 1983 unknown 640 Qao Alonzo Frank unknown unknown 737 oao Alonzo Tammy unknown unknown 738 oeo Anderson Jane unknown unknown 739 oao Andrews James unknown unknown 740 oao Antigua Roberto unknown unknown 741 oao Apple Orange unknown unknown 742 Qao Ayers Julie unknown unknown 743 Qao Ayers Julie unknown unknown 744 Qao B Jason unknown unknown 745 Qao Baker
66. essment at program enrollment taken 12 12 2011 Shelter Plus Care in Shelter Plus Care Step 3 A pop up will come up confirming that you would like to replace all data entered Click Yes This only means that it will replace the blank fields on your new Page 50 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 assessment with the answers from the Intake Assessment You will only need to update any changes within the assessment VEScnpt Confirm Upload A This will replace any data entered on this Assessment Are you sure Please note that not all Intake questions are required to be answered or updated on the Mid Program Assessment ETO automatically hides those questions for you Also the 1 HUD Intake Assessment is required for all participants upon program enrollment The 2 Mid Program Assessment is required for all participants who have been continuously enrolled in the program for at least one year The 3 Exit Assessment is required upon Program Exit Edit Assessments After submitting or saving as a draft the response review screen will generate along with a confirmation that the assessment has been submitted or saved as a draft in the system The next screen will allow for review of answers and a link to go back to make edits if necessary If a response needs to be modified click Edit and you will be able to make those edits Page 51 www socialsolutions co
67. eview Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Step 2 To add a family member to the household Click the Add Household Family Member by Family Relationship Below is a list of relationships If you are adding a new single person please select the relationship of Self Head of Household Page 41 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Add Household Indicates Required Field Non married Partner Other Family Self Head of Household spouse Sibling Parent Aunt Uncle Brother Grandchild Grandparent Legal Guardian Sister step Parent Step 3 Complete the demographic profile for the participant If applicable check the Head of Household box at the top of the page Note that only one participant can be Head of Household per family or household Fields that are in Yellow or have an next to them are Required in ETO All HUD Universal Demographics are required except for Secondary Race HUD z Head of Household Only one Head of Household may be selected for this Household Family Relationship Self
68. f Participant Information is checked This indicates if you needed a release for the referral This can be unchecked Date of Next Contact If you want to follow up with the participants to make sure they followed through on the referral you can enter a date that will show the referral on your To Do List Time Spent on Contact If you would like to record the amount of time you spend on this referral enter the time in minutes This information will appear on Review Staff Efforts Referral Notes Notes may be added They will appear on the printed referral as well as on the View Pending Referral screen Dismiss From Program IF you are no longer going to serve the participant s in this program you may Dismiss them at the same time you refer them elsewhere for services When you have finished the referral click Submit and click Ok Page 74 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 J vf Jan 13 2012 1 7 30 90 0 minutes This family needs to be placed in housing Step 8 A printable version of the referral will appear You may click the Printer Icon to print or Add Another Referral if desired Print Referral Participant Name Ellie Fake DOB 4 2 2000 Case Number 10243 Participant Name Jane Fake Case Number 10242 Referred to Site 9th Avenue Services Organization Referred by Social Solutions Inc R
69. f s To Do list Alert Date Now 10 2011 1 7 430 90 Thursday November 10 2011 Alert Type Reminder to Complete this Assessment Reminder to take a new Assessment Alert Notes Page 48 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 10 After completing all pages of the assessment press SUBMIT to submit the assessment or SAVE DRAFT if you plan on coming back to it to finish and submit later Please note that if you do not remember to return and Submit the draft that assessment will not appear in any HUD reporting Step 11 You will receive an alert like this when you have submitted your assessment click OK Add a New HUD Assessment from the Participant s Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them My Dashboard EN Dashboard Search f A Recent Assessments ns My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 Recent Participants Entities J No records to display
70. hnson s Recent Efforts 6 3 Check Reservation DOB 12 1 1980 i Point of Point of Date of Take Action Unit Room Check In Da Status pom Take Action SEA Seria Program Picante Edit Emergency 2nd 1 10 2009 7 2 2009 Checked ge Add Similar HPRP Services HPRP Services Emergency 8 29 2011 Shelter Floor Out Shelter e New Edit Add Similar Parenting Parenting Emergency 3 11 2011 Grou Group Shelter Attendance Attendance Shamika Johnson s O inks Household PE Recent Assessments View Edit Participant Household 2 Shamika Johnson s Participant Efforts i Child Participant Assessment Review Participant Efforts A Date Participant Program Histo Take Action Kropan Completed Add Similar 1 HUD Intake Assessment Emergency 8 16 2009 Prodr roar et OITeN al Step 3 Enter the correct End Date and Select a Dismissal Reason If the participant has successfully completed the program click Successfully Completed When finished click Dismiss Page 80 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Dismiss Participants from Emergency Shelter Jan 7 w 2012 yesterday Completed services E Page 81 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Review Participant Efforts This great feature provides staff a viewable and printable record of data enter
71. icked you will see a description of the training a link to RSVP and a link to download or print the manual for the session Page 10 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 October a A Basic Intro to ETO Results A 1 1 Advanced Support A Point of Service Wizard zi 77 1 Advanced Support A Basic Intro to ETO Results 28 A 1 1 Advanced Support F fl Today View Date 10 23 2011 2 Categories All rientati A 1 1 Advanced Support 15 A Security in ETO A Taking Attendance A Go Live Toslbox 47 1 Advanced Support A EQ How To Z2 A Making Edits in ETO A Maximizing Dashboard Potential A 11 Advanced Support A Advanced ssessment Functionality 24 A 1 1 Advanced Support amp December A Basic New User A Basic Intro to ETO Results Dashboard Potential 77 1 Advanced A Advanced Support Assessment Functionality A 1 1 Advanced Support if A 1 1 Advanced A Program Managers Support Toolbox A 1 1 Advanced Support ak A 1 1 Advanced Support wia A 1 1 Advanced Support Ir Online Community ETO hosts an online community blog for all users You may sign up for a free user account which will allow you access to blog with other ETO staff and users This is great way to gain new ideas and insight by communicating with ETO users from other organizations who have the same goals as your organization L
72. ided improve Access to Childcare Improve Access to Health Care prove Adult Education prove Child School Enrollment Attendance mprove Community Involvement Improve Credit History prove Employment Improve Family Relations prove Food Availability Improve Housing prove Income Improve Life Skills Improve Mental Health mprowe Mobility Improve Parenting Skills Improve Safety Outreach Contacts Outreach Substantial Engagement Parenting Group Attendance Reduce Legal Issues Reduce Substance Abuse Issues Track bednight Step 5 This is the Record Participant Effort Screen Record Participant Effort Participant Smith Pamela Point of Service Activity HUD Services Provided Contact Location Method Select Location Method Date of Last Contact Recorded on 6 30 2011 12 00 00 AM Eastern Daylight Time Date of Contact Haia Date of Next Contact Value pe SSS v A value of Education was recorded for 6 30 2011 A Page 57 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 6 Select the Contact Location Method There are three 3 selections that are part of the HUD requirements Place not meant for habitation Service setting non residential and Service setting residential Record ee Effort Participant Smith Pamela Point of Service Activity HUD Services Provided Contact Location Method Select Loc
73. ilies from this program in ETO Step 2 Enter search criteria for the client or family that should be dismissed For single clients you can search by Last Name SSN Case and First Name For Families you should search by Family Name If you leave all fields blank and search you will get a list of all active participants in the program Once your search criteria is entered click Search Dismiss a Participant from Emergency Shelter Search for Participants in Emergency Shelter by 1 partial Last Name 2 SSH 3 Case 4 Family Name To see all Participants leave the boxes empty To search for Participants by partial Last Name use the text box to the left To further define your search use the text box to the right Page 78 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 3 Click the checkbox for those you wish to dismiss If you would like to dismiss all participants or family members click the Select All Participants box Showing all Participants currently enrolled in Emergency Shelter with a Family Name like Collier 1 E collier Benny Family Bernie Collier Family DOB 2 2 2000 Case 798 Izl Collier Bernie Family Bernie Coller Family DOB 1 1 1980 Case 797 DISMISS DIFFERENT DATES REASON DISMISS SAME DATE REASON Step 4 At the bottom of the screen you will see two buttons Dismiss Different Date
74. ion Employment Release Participant Food Information Health care HIV AIDS related services Date of Next Contact Housing placement 7 30 90 Material goods Time Spent on Contact Mesta health care counseling Outreach Personal enrichment Substance abuse services Temporary housing and other financial aid Transportation Other Referral Notes Step 5 Referral Date is defaulted to today s date you may change the date to be in the past if needed Pending Drop Off Date is only used for referrals To Site or To Program Whena referral is made To Site or To Program it places the participants on that program s Pending Referral List The Pending Drop Off Date is your way of determining how long the referral stays on that list before dropping off The date defaults to 30 days from Today s Date It can be changed if needed Page 73 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Site Sth Avenue Services Organization Program 9th Ave PSH Family You can refer people to any Site that has agreed to accept referrals Reason for Referral Housing placement Jan 6 2012 1 7 30 90 Feb 5 2012 1 7 430 90 Step 6 The Referral Status drop down list will be defined by your ETO Administrator Select the status that applies Select Select Release Participant Step 7 By default the checkbox for Release o
75. it Date 01 15 2011 03 15 2011 Entry Date Exit Date 01 15 2011 03 15 2011 Step 7 Report information can also be drilled down by using the menu tab on the left of the screen Click the of the information that more detail is needed Main Report Financial Assistance J Rental kapap ce Hoir Hot Salt Hot amp Security and Utility Deposits 4 Utility Payment Moving Cost Assistance Motel and Hotel Vouchers 4 Housing Relocation amp Stabilizatio1 Housing Outcomes of Persons Serve Housing Outcomes of Persons Serve QPR report for Emergency Shelter Program GTD columns include data from 01 01 2011 to 03 31 2011 TA Ces f Fosso re J Poasa rea a a oe re To acer rere eee ee Step 8 Click the Page Arrow at the top of the screen to go to Page 2 of the QPR Page 93 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Print Mode PDF Export Printer P S rorometers TERUG Bl w 2 oe gpp roms Main Report 4 2 Total Persons and Households Se Housing Outcomes of Persons Serve Housing Outcomes of Persons Serve QPR report for Emergency Shelter Program GTD columns include data from 01 01 2011 to 03 31 2011 Step 9 Page 2 is similar to Page 1 of the QPR but it is Exit Information for Destination Again if more information is needed click the number to drill down into the report QPR report for Emergency Shelter
76. link will take you to our ETO Software Help Manual Search HMIS to find out more detailed information pertaining to your program At the bottom right of the Home Page you will see 3 more links for Support Training Calendar and the Online Community New To Do List Messages My Favorites My Dashboard Search View and Accept Referrals View any Referrals made by another agency in the CoC Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Participant Point of Service Track HUD Services for Families Participant or Family Referral Make a referral for a participant or family to another agency Dismiss Families Dismiss families from this program in ETO SocialSolutions 2001 2011 Developed by Social Solutions Inc All rights reserved Support Brings you to the ETO Software Customer Support screen Our company address and support hours are in the blue highlighted box The phone number is toll Page 9 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 free and we do not charge customers for support We do suggest you first contact your ETO Administrator with any questions If they are not available or cannot solve your i
77. lues on the left for details Page 92 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 5 A breakdown of the report appears In this example there is 1 Household salt Fake Family with 2 members in that family Pepper Hot and Salt Hot This family came into the Emergency Shelter Program on 1 15 11 and Exited the Program on 3 15 11 They had a Housing Status of Literally Homeless Their Financial Assistance for Rent had a Service Start Date of 2 1 11 and a Service End Date of 3 1 11 This is important to note If a service is entered for one member of a family the same service will automatically be applied to all members of that family who were Active at the time of Service In this example the Financial Assistance Point of Service was entered for Sale Hot but it automatically was applied to Pepper Hot The Service Start Date and End Date are pulled from the Effort Qualifiers that are in the Financial Assistance Point of Service Users must enter Start and End date for the data to appear in this report Step 6 To go back to the Main Report from the Drilldown page click the Main Report Tab at the top of the screen Print Mode PDF Export L Printer g M Parameters Za Group Tree Rental Assistance X 1 va Rental Assistance Family Salt Fake Family Pepper Hot t Je CRYSTAL REPORTS Service Start 02 01 2011 Entry Date Ex
78. m 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Review Assessment Information for A Susan on 11 09 2011 EDIT CONTINUE 1 HUD Intake Assessment at program enrollment At what point is this data being collected Intake At Program Enrollment 2 This client is a head of household 3 Housing Status Literally Homeless 4 Display Housing Status Definitions No Is the client chronically homeless Yes Prior to entry into this program where did the client stay last night Safe Haven Please list other prior residence Length of stay at prior residence More than three months but less than one year Edit Assessment from the Participant Dashboard Step 1 Under the client s recent assessments you can click on EDIT next to the assessments name under Participant Assessments Page 52 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 A Susan A s e Action Assessment Program Date Completed id Similar 1 HUD Intake Assessment at program enrollment Central Intake 11 9 2011 Edit Assessment from the Homepage Step 1 Click the GO button for Add or Edit Participant Assessments Emergency Shelter HMIS ToDo List Edit My Work Review My Work Saved Reports Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Ref
79. m unknown unknown 748 uw Qao Bear Yogi unknown unknown 749 oao Bear Yogi unknown unknown 750 oao Bighead Johnny unknown unknown oaeo Black Jack unknown unknown 752 Qeo Bob Billy unknown unknown 753 N ee h SP OND Step 4 Choose the client that you wish to take the assessment for and click the GO button next to their name Step 5 Click Take New Assessment you can also review any assessment that has been taken by the participant on this page Review Assessments Review Assessments for A Susan Step 6 Select 1 HUD Intake Assessment at program enrollment from the drop down box and click Continue eee _ Take Assessment For A Susan Step 7 Fill out the month day and year that you are taking the assessment Page 45 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Please note that if you enter an Assessment Date that is earlier than the participant s Program Start Date the assessment data will not appear in any of the HUD reports For example if Jane Fake has a Program Start Date of 1 2 2012 but an Assessment Date of 1 1 2012 her data will not appear in reporting The Assessment Date could be the same as the Program Start Date or after that date Step 8 There are three Pages Tabs for all of the Assessments Universal Information Disability Information and Education Employment and Income The Exit Assessment also
80. mitting edits and adding a new occurrence of the assessment the user will be returned to My Dashboard This makes navigating from My Dashboard a user friendly experience Recent Efforts The 5 most recent efforts the user has recorded will be displayed Links to edit and add similar assessments will appear if the selected program contains the participant and point of service listed After submitting edits and adding a new occurrence of the effort the user will be returned to My Dashboard This part can be filtered to display just one point of service If this option is selected the 5 most recent efforts for this one point of service will display in the part Multiple Recent Efforts parts can be included on one dashboard each filtered to a different point of service Recent Participants Entities This part can now be edited to include only Participants or only Entities If you prefer to see both add the Part to the Dashboard twice and edit each accordingly so that one shows Entities and the other shows Participants In the ETO Parts Catalog this part is now listed as Recent Participants Entities Selecting the name of the Participant or Entity will take the user to that Participant s Dashboard of that Entity s Dashboard Recent Referrals The 5 most recent referrals the user has recorded will be displayed Rejected ETO Money Case Notes This part only applies to ETO Money functionality and will not be used for HMIS Report Reports creat
81. n Update a participant s demographic information Go Update Participant Family Members Add Participants or Remove Participants from a family Go Step 2 The search function allows you to search for Participants by Last Name First Name SSN Case Number or Family Name To see a list of all Participants available for Page 37 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 enrollment in the selected program leave the search boxes empty and click Go Participant Results are grouped into sets of 50 Select the desired participants click Next 50 to advance to the next 50 results Search for Participant in HMIS Demo Site by partial Last Name SSN or Case leave the First Name Box empty LName SSN Case FName To see all Participants leave the boxes empty To search for Participants by partial Last Name use the text box to the left To further define your search use the text box to the right Search for Participant in HMIS Demo Site by partial Last Name SSN or Case leave the First Nam LName SSN Case FName GO NEXT 50 To see all Participants leave the boxes empty To search for Participants by partial Last Name use the text box to the left To further define your search use the text box to the right Showing all Participants not currently enrolled in Central Intake _ Select All Participants Enterprise Participants V
82. nformation below We use this information to better serve you our customer We appreciate your cooperation First Name an Last Name fakej gmail com Time Zone be My role in my organization is best described as W Program Manager Executive Director Funder Evaluator Or Other Please specify Required if Other Selected How would you describe your experience with ETO Software Optional I love ETO Software 1 would consider recommending to others It s adequate for what I do I struggle with ETO Software Required You will be taken to your program s ETO Homepage Page 6 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETOSOFTWARE Log Off Home Pa Welcome Jane Fake HMIS Demonstration Site Central Intake Change Program New i E o De on f en My Dashboard ashboard C creo AS Set RRL search EP oa piren Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Pa
83. nts copynghts trademarks and trade secrets in the SOFTWARE or any modifications made at USER s request are and shall remain the sole and exclusive property of SSI SSI reserves the sole and exclusive right to change or update the SOFTWARE and related materials made available to USER without notice USER will not sell transfer publish disclose display or otherwise make available the SOFTWARE or related materials to any other person firm or company without the express written consent of SS USER will not cause permit allow or attempt to cause permit or allow the SOFTWARE or related materials provided by SSI to be copied duplicated transcribed mirrored reverse engineered sold revealed or used by any other person firm or company Clicking I Agree below confirms that you have read understand and consent to the Terms of Agreement referenced above I do not agree Step 7 You will see a Profile screen Please enter your office zip code set your time zone and select your appropriate user role Click Save when finished Manage My Account Greetings ETO Software User In an effort to increase communication with our users we are now requiring a valid email address and other information for all user accounts Please take a moment to enter all required information below If your user account is shared with other people you may want to enter the email address of your site administrator Please take a moment to update your profile i
84. oard Search f i Recent Assessments oa My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 Recent Participants Entities J No records to display 6 Links Universal Screening Form Chris Napier Central Intake 11 2 2010 2 SS New r Review M Efforts Name Add New Participant Recent Efforts ae Soils Sail Add New Household Chris Adams Recent Efforts gt Child Fake Fake Fake Bill Burns Take Action Point of Service Participant s Point of Service Program Date of Contact Edit Add Similar HPRP Financial Assistance Pamela Smith HPRP Financial Assistance Emergency Shelter 12 16 2011 Adams Chris s Service Plan Chris Adams Adams Chris s Service Plan Shelter Plus Care 12 12 2011 Improve Housing Chris Adams Improve Housing Shelter Plus Care 12 12 2011 HUD Services Provided Chris Adams HUD Services Provided Shelter Plus Care 12 12 2011 Cinan nin Anni nto e heime Ado Cimena A mmmh n m Chalitar Dhin Marem 4 Pa Staff Caseloads Step 2 In the Action Links section click Review Participant Efforts Follow the steps above for Homepage to view the report Page 86 www socialsolutions com
85. ogram from 10 01 2010 to 11 30 2011 After the query runs the report will appear with data To the left of the report you will see a panel At the bottom of the panel you will see a series of buttons You will also see a series of Tabs at the bottom of the report The first tab is always the whole report with only data and no raw data details The rest of the tabs are specific to the question in the report and gives the raw data Page 96 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 4 Document View Ta PA 3 100 ali a H nis nin jf APR COC version ar as ag eae APR Report a15 ais a7 Q7 Data Quality ais a19 a20 Summary Type azi Total number of applicable records for All Clients 13 ae Total number of applicable records for Adults Only 9 hea Total number of applicable records for Unaccompanied Youth 1 Q24 025 Total number of applicable records for Leavers 4 O26 a Data Element Don t Know Or Refused Missing Data First Name Disabling Condition Residence Prior to Entry amp Coo SIN oie age amp At the bottom of the left panel the first button opens your Navigation Map You can choose a report page from this map or use your tabs below Page 97 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Map E 2 APR COC version a7 ag The next button is the
86. ographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Step 2 Enter the name of the client you need to enter services for and click Search If you need to enter services for someone who was dismissed click the box to Include Dismissed Participants in the search results Participant Efforts Search for Participants in Emergency Shelter by partial Last Name SSN or Case Number o Include Dismissed Participants in results To see all Participants leave the box empty Step 3 Click the name or Go button of the person you are searching for Matches for Last Name 1 eo Smith Barry 1 1 2000 unknown 2 Qco Smith Ginny 9 23 1980 unknown 3 Qao Smith Harold 5 1 2000 unknown 4 Qeo Smith John 1 1 1982 XXX XX 6789 T 5 2 1984 unknown Page 56 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 4 On the Record Participant Efforts screen click the dropdown arrow for Point of Service Elements and select HUD Services Provided Click Submit Record Participant Efforts Participant s Name Smith Pamela Select Participant Point of Service Element Select Participant Point of Service Element Select Participant Point of Service Element Point of Service Elements Fee Assessment Financial Assistance HERE Services HUD Services Prov
87. oll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Page 8 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETO HMIS Homepage Description In the top right corner of your Homepage there are a series of 4 links Log off Homepage My Account and Help ETOSOFTWARE Welcome Mary Logan HMIS Demonstration Site Emergency Shelter Change Program Wednesday Oct 19 2011 To Do List Messages My Favorites My Dashboard New Search faled temps Snes Last Log 0 Emergency Shelter HMIS Log Off Click this link when you are going to log out of ETO Software If you leave your computer while still logged into ETO you will be logged out within a specific amount of time chosen by your ETO Administrator Home Page Click the Home Page link whenever you wish to return to the Home Page screen My Account This is a link you normally will not need to use One area you may want to explore is the Manage Personal Settings This is where you can set up preferences for your specific user account in ETO HMIS Help The Help
88. onality in blue to choose one of the Participants as Head of Household Choose the family role from the Relationship drop down box that best fits each Participant Page 33 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Add Edit Families G GO BACK Existing Members for Family Adams Family Member Age DOB 1 Chris Adams 24 yrs 5 1 1987 Select as Head BES OELETE Add New Members to Family Adams Search for Others Add New Family Member Participants NOT currently in a Family Step 1 Click the Search button on the Add Edit Families screen search criteria may be entered or the search box can be left blank Click the blue font Show Participants NOT currently in a Family The results include participants from across the site regardless of program enrollment UNLESS the participant is enrolled in a Confidential Program that the user does not have access to Search by partial Family Name or partial Family Member Last Name C Include Inactive Families in results To see all Families leave the box empty Family Name Note You may also instantly create a family using an individual Participant For example if you click on John Q Public you will create a Family with the name John Q Public Family That Family will have one member John Q Public and it will remain in the system Once created you will be able to add participants to or remove par
89. password and SharePoint URL Once logged in the ETO Part will include a drop box of SharePoint lists Click on the link to access it If the user is logged into SharePoint the page associated with the link will pop up immediately If not the user will be prompted to enter SharePoint Credentials Staff Caseloads On the Manage My Site page there is an option to Make My Dashboard the landing page Site Administrators and Select this option to default your Dashboard My Dashboard to all users logging in The Home Page can then be accessed through the link in the upper right corner of the software Step 4 The Action Links serve as quick links to common functions used in the software These include recording participant efforts participant assessments reviewing your efforts and adding new participants nouseholds Taking an action from these links will redirect the user back to My Dashboard after the action is completed My Dashboard is equipped to become your new launch point for most of the work you complete in the software To Add a Link click the dropdown arrow and select the link You can change the order they appear by changing the order number in the left side box When finished click Update Add New Household Review My Efforts Selet Add Update Order Reset List Page 24 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Working with a Client Homepage vs
90. r Assistance from the Asset Dropdown list Vendor Tracking Number Amount Notes Instructions Step 13 Enter the Amount of the Financial Assistance Page 64 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Select Vendor Notes Instructions Priority Select Priority Remove Step 14 You may enter any notes for the Financial Assistance Step 15 If you would like to enter another Funds Disbursement for this client click the Add button If you made a mistake and you wish to remove the Disbursement click Remove Once you have completed the transaction click Save Step 16 You will be taken to a Voucher Report for this Transaction If you choose to you may print this Voucher for the Client or your records Page 65 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 HMIS Demonstration Site VOUCHER PURPOSE Rental Assistance DATE 12 16 2011 NOTTOEXCEED Five Hundred and 0 100 Dollars 500 00 FUND HPRF Financial Assistance FUNDER VENDOR NOTES INSTRUCTIONS PURCHASER Pamela Smith Staff Signature lf Applicable Dell Griffith PARTICIPANT COPY Recording Services from Participant Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard S
91. r the Recorded Effort Search by Participant Step 3 Click the name of the Participant O Select Date for the Recorded Effort Jan 3 Search by Participant Adams Select a Participant 1 Adams Chis Step 4 Find the Service that needs to be edited and click Edit Record Page 67 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 UD Services Provided 1 Adams Chris Contact Location Method Service setting non residential Date of Contact 6 28 2011 Notes case notes here Value Case Care Management Time Spent On Contact N A Value Material Goods Time Spent On Contact N A Edit record Delete record Step 5 Edit the Service as needed and click Update Effort Edit Point of Service Element Effort Participant Contact Location Method Date of Contact Adams Chris Service setting non residential w Jan w 3 vl 2012 v Date of Next Contact Month w AM HUD Services Provided AM Assigned Value Day w Year v Case Care Management Notes Step 6 You may also delete a Service by clicking the Delete Record UD Services Provided 1 Adams Chris Contact Location Method Service setting non residential Date of Contact 6 28 2011 Notes case notes here Value Case Care Management Time Spent On Contact N A Value Material Goods Time Spent On Contact N A Edit record Delete
92. rch f i Recent Assessments a My Caseload Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 No records to display Action Links IS Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 Recent Participants Entities J 6 Links Universal Screening Form Chris Napier Central Intake 11 2 2010 2 New Review My Efforts Add New Participant Recent Efforts ae Add New Household li Recent Efforts Pamela Smith Child Fake Take Action Point of Service Participant s Point of Service Program Date of Contact Sam Edit Add Similar HPRP Financial Assistance Pamela Smith HPRP Financial Assistance Emergency Shelter 12 16 2011 Adams Chris s Service Plan Chris Adams Adams Chris s Service Plan Shelter Plus Care 12 12 2011 Improve Housing Chris Adams Improve Housing Shelter Plus Care 12 12 2011 HUD Services Provided Chris Adam HUD Services Provided Shelter Plus Care 12 12 2011 A mml A mmh e nn s minl A mmmh m am im od me ros me lie an ins gk Sepa pe Pa Staff Caseloads Step 2 In the Actions Links section click Dismiss Participants Shamika Johnson s Dashboard Edit Dashboard an Shamika Johnson s Housing Occupancy EN Shamika Johnson i Shamika Jo
93. record Edits from the Participant Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them My Dashboard Edit Dashboard f A Recent Assessments My Caseload No records to display ON Dashboard Search Take Action Assessment 1 HUD Intake Assessment at program enrollment 1 HUD Intake Assessment at program enrollment Participant Chris Adams Matt Schubert Program Shelter Plus Care Central Intake Date Completed 12 12 2011 4 5 2011 Universal Screening Form Universal Screening Form Universal Screening Form April Rose April Rose Chris Napier Central Intake Central Intake Central Intake 11 8 2010 11 3 2010 11 2 2010 gy Name Pamela Smith Child Fake Fake Fake Bill Burns a Staff Caseloads 9 Links Review My Efforts Add New Participant Add New Household New i Recent Efforts Take Action Edit Add Similar Date of Contact 12 16 2011 12 12 2011 12 12 2011 12 12 2011 4na nN Point of Service Program HPRP Financial Assistance Emergency Shelter Adams Chris s Service Plan Shelter Plus Care Improve Housing Shelter Plus Care HUD Services Provided Shelter Plus Care Cim m mil OA mmi mtm n Chalte Dlm Meem Point of Service HPRP Financial Assistance Adams Chris s Service Plan Improve Housing HUD Services Provided Cim mm ml OA mm mtm
94. rogram within your own agency Referral to Site Step 1 If you are referring a client To Site select that radio button and click Submit to Site to Entity Service Providers C to Program Step 2 In the Site drop down select the site agency you wish to make the referral In the example below we have used to Site as the example The process is similar for any of the choices Add Referral Participants Ellie Fake Jane Fake Reason for Referral Step 3 Once you select a site a Program drop box will appear Select the program that you want the client referred to Page 72 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 dd Referral Participants Ellie Fake Jane Fake Site Select Oth Ave Housing Services Reason for Referral 9th Awe HPRP Sth Awe PSH Family Referral Date 2th Ave PSH Individuals Sth Ave Transitional Housing HMIS Administration J gt r E Pendina Dron OT Date Step 4 In the Reason for Referral drop down select the reason for this referral Add Referral Participants Ellie Fake Jane Fake Site es Org Program sth Ave PSH Family You can refer people to any Site that has agreed to accept referrals Select Referral Date csse care management 0 90 Consumer assistance and protection Pending Drop Off Date Criminal justice legal services 0 90 Day care Referral Status Educat
95. rollment Shelter New View Edit Participant Partici nt Efforts Page 26 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Updating Client Demographics From the Homepage Step 1 Select the Go button that corresponds with the Update Participant Information Emergency Shelter HMIS Edit My Work Review My Work Saved Reports Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the Col Add New Participant or Family Add a new single participant or family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Add or Edit Participant Assessments HUD Intake HUD Mid Year HUD Exit Step 2 Type the participant s last name then Search only check the box to include dismissed participants if you are working with dismissed participants from the program Search for Participants in Emergency Shelter by partial Last Name SSN or Case Number C Include Dismissed Pa ticipants in results To see all Participants leave the box empty Step 3 Results from your search will appear in the middle of the page Select the Go option next to the participant s name you are updating
96. rticipant Click the New link within the Recent Efforts section Page 66 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Chris Adams s Dashboard Edit Dashboard a Chris Adams s Housing Occupancy N Chris Adams tj Chris Adams s Recent Efforts Check Check Reservation In t Take Action Unit Room vee Date Status DOB 5 1 1987 Take Action Point of Service Point of Service Program e Edit Emergency 2nd 1 7 2011 Occupying Age 24 Edit Add Similar HUD Services HUD Services Emergency 1 3 2012 Shelter Floor Provided Provided Shelter New Household Information J Adams Chris s Adams Chris s Shelter Plus 12 12 2011 Service Plan Service Plan Care SaaS TTC GA cr os ee ee Household de ee HUD Services HUD Services Shelter Plus 12 12 2011 6 Links iiie Provided Provided re Financial Assistance Financial Assistance Shelter Plus 11 21 2011 Chris Adams Care View Edit Participant Frank Alonzo New Partici nt Efforts Step 3 Follow Steps 4 16 Recording Services from Homepage Edits for HMIS Services Edits from the Homepage Step 1 Click the Edit My Work link Edit Page Emergency Shelter HMIS ToDo List Review My Work Saved Reports Review Client File Step 2 There are two 2 choices for searching Select Date for Recorded Effort or search by Participant Enter your search criteria and click Submit O Select Date fo
97. rticipants from a family Step 6 If you have access to more than one Program in your ETO Site you can change between the programs Click the Change Program link ETOSOFTWARE eked Welcome Jane Fake HMIS Demonstration Site Central intake Change Program Fa J o Do BA 3 ra Ne Tol Jo List ist a rie T PONA A ier M y Dashboarc a a A Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants View and Accept Referrals View any Referrals made by another agency in the CoC Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family Step 7 Click the dropdown arrow and select the program you would like to work in Click the Go Button Page 7 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 ETOSOFTWARE Welcome Jane Fake HMIS Demonstration Site Central Intake Go Log Off Home Page New To Do List Mesfiil iran maces _ My Dashboard Ser Seach Teme Sondtinang rake search Program Home Last Login Unknown Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enr
98. rvices Page 3 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Logging into ETO Step 1 Open your Explorer Browser a Launch Intern Step 2 Type your ETO URL into the Explorer Address Bar i e XXxxxx etosoftware com i i fficial te orer Sa m a i Case Management Software by Social Solutions Of ial Windows Int Exp 7 a _ r af oO 0O M ae Le File Edit View Favorites Tools Help x Snagit E yy Favorites ws ww Microsoft Excel Training T https forms netsuite co Suggested Sites Web Slice Gallery Customize Links Non Profit Case Management Software by Social fh y A E mm v Pager Safetyy Toolsy 3 Step 3 Enter your email address as your Username Your password to login for the first time will be given to you by your ETO Administrator Click the Login button E Contact Us welcome to ETO software Support and Training Alerts fakej gmail com Password e Click here to sign up for our Basic New User Training or New a on You no longer need to select a site before logging in News Events and Webinars Simply enter your username and password above pide E Social Solutions is Hiring Check out the careers page on oa Login aaa oe our website to learn more J Forgot Your Password e Hereis amuch needed explanation of performance management from Child Trends Performance Management
99. s Reason and Dismiss Same Date Reason Dismiss Same Date Reason Use this if you are dismissing multiple people on the same date for the same reason In this example we are dismissing the Collier Family of Benny and Bernie on the same date for the same reason Dismiss Participants from Emergency Shelter Jan 7 w 2012 yesterday Services no longer needed Successfully Completed DISMISS Dismiss Different Dates Reason Use this if you are dismissing multiple people on different dates or for different reasons In this example we are dismissing two people on the same date but for different reasons Dismiss Participants from Emergency Shelter Eem Jan v 7 w 2012 w Completed services Moved out of service area yesterday Jan w 7 v 2012 wv yesterday DISMISS Page 79 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 5 If the family or client successfully completes your program you can click the Successfully Completed box Click Dismiss when completed ismiss Participants from Emergency Shelter Dismissal Reason Completed services v Dismissing from Participant Dashboard Step 1 Click the Tab for My Dashboard If the participant you wish to update is not listed in your Recent Participants list then use the Dashboard Search to find them My Dashboard Edit Dashboard e Dashboard Sea
100. s Court Suite 100 Baltimore Maryland 21220 Step 2 Go to Reports View Reports in the Navigation Bar and select the AHAR Manage Reports Create Query Report Name Active Households Step 3 There are multiple prompts for the AHAR Report There is one prompt that is required and that is the Export ID The Family Individual prompt is not required but this is very helpful for the AHAR Report as you need to report by ES Family ES Individual TH Family TH Individual PSH Family and PSH Individual We highly recommend using this prompt If you only want to run the report for Veterans you will select the Veteran Status in the third prompt Your choices are Don t Know Yes and No That last prompt is also optional and that is for Program Type You have choices of Emergency Shelter Transitional Housing and Permanent Supportive Housing In the example below 2 prompts were used Export ID and Family Individual Select the prompts you wish to use and Run Query Page 107 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Prompts A Reply to prompts before running the query Enter Veteran Status optional This filter will be ignored because no value has been selected Enter Program Type optional This fitter will be ignored because no value has been selected Refresh Values FA Enter Family or Individual AHAR Family December 1 2011
101. sessments The Q Columns contain the numbers for the Quarter based on the End Date entered for the Data Set The GTD Columns are for the numbers in the Grant to Date based on the Start Date entered for the Data Set The report is also broken down by Persons and Households and Type of Service Financial Assistance or Housing Relocation amp Stabilization Services Page 91 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 QPR report for Emergency Shelter Program GTD columns include data from 01 01 2011 to 03 31 2011 Homelessness Prevention Assis TOTAL GTD GTD GTD GTD GTD m beee Homeless Assistance TOTAL e e ee je o elm fey a ee E ES E E T E E E a E E E e teagan ee ep ee pe po Motel and Hotel Vouchers TT fo ofj ojof o oe OT HL tt et Step 4 To get additional information on the numbers there is a drill down that can be applied by clicking the number in the report QPR report for Emergency Shelter Program STD columns include data from 01 01 2011 to 03 37 2011 iTe i a a a AO al one O a stile Se rm Fess Fas Fess Pee RentstAssistonce y o Oh Oh o Ce 2 7 2 eta Utity Payment D 0 0 0 D 0 0 a 0 0 t 0 Moving Cost assin OOOO Jof o o o ol o o o o o e o Motel and Fete vouche Jof o o o o o o o o o e o NE E a E E a E es ee a ee eee eS ae ee ee Click on bold or italic va
102. sessments RS Staff Caseloads Take Action Assessment Participant Program Date Completed 1 HUD Intake Assessment at program enrollment Chris Adams Shelter Plus Care 12 12 2011 1 HUD Intake Assessment at program enrollment Matt Schubert Central Intake 4 5 2011 We recorcin to dapis Universal Screening Form April Rose Central Intake 11 8 2010 Universal Screening Form April Rose Central Intake 11 3 2010 My Caseload Universal Screening Form Chris Napier Central Intake 11 2 2010 a My Caseload No records to display Recent Efforts Bill Burns Nick Herbert Take Action Point of Service Participant s Point of Service Date of Contact Adam his service Plan hris Adam Agam bris service Plan are Below is the Dashboard for Pamela Smith Please remember you can customize Dashboards by clicking the Edit Dashboard button Pamela Smith s Dashboard a Pamela Smith s Housing Occupancy EA Pamela Smith ij Pamela Smith s Recent Efforts 7 E Check Reservation DOB 5 2 1984 n Point of Point of Date of Take Action Unit Room Check In put Date Status Take Action cervice SEA Program Comet Edit Emergency Room 12 13 2011 Occupying Age 27 Add Similar HUD Services HUD Services Emergency 6 30 2011 Shelter 2 A Provided Provided Shelter New Add Similar Financial Financial Emergency 6 30 2011 HOES SS ence Assistance Shelter New SESS G Pameta smith s Household
103. ssue you may call or email our Support Team your questions Notice the top left of the screen Having trouble viewing Crystal reports Many of the ETO Reports are run by Crystal reports including the QPR Users will need to load the free Crystal Reports Viewer to run the reports Click the View Help next to Having trouble viewing Crystal Reports After the Word document opens click the first link and follow the steps to download the viewer to your computer Support Need help Have you checked our help manual o wewnep Having trouble viewing Crystal reports 0 MEW HELE Your Name Your Email Address Thank you for contacting ETO Software Customer Support In an effort to serve you better we request that you provide as much detail as possible when contacting us If you have a question about a specific Message a feature in the software please provide the name of that feature and how you are using or intend to use it If you have encountered a problem in the software please provide step by step instructions to reproduce the problem and any additional information which could be helpful in serving you seeing you online SUBMIT Training Calendar Our ETO online trainings are listed for each month Most of our training are free but some do have a charge We highly recommended that all new ETO users to take the Basic New User Training These trainings are usually held on Mondays Once the link for the training has been cl
104. st To Do Participant All Dates Period All Dates Show Participant e Scope Cambell John Participant BSE Smith Ginny Participant 4 Smith John Participant Smith Pamela Participant Step 3 You will see a high level view of your To Do List Participant s Name Type of To Do List you are viewing how many items that participant has in your calendar and the number of any Past Due items To view the details of a participant click the next to the participant s name If you would like to view the details for all of your participants click the All button Cambell John Participant Smith Ginny Participant Smith John Participant 4 4 Smith Pamela Participant Step 4 Within the details of the participant you will see the Activity which is due Assessment Referral or Point of Service and the Due Date which will be in red if it is overdue You will also see that there are two choices under Take Action The first directly corresponds to the activity that is due The second is Other Actions and this list is also generating choices that correspond to your User Access Level 1 Cambell John Participant i Point of Service Element Assessment Referral Name Form v Due Date Take Action 1 l HPRP Services 5 6 2011 Record Effort 2 l Smith Ginny Participant 3 Smith John Participant 4 Smith Pamela Participant Messages This feature facilitates secure communication between you and oth
105. t difficult to check the files for accuracy due to the coding ETO also provides readable files so accuracy can be easily checked Click on a file to open it Page 88 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 HMIS Reports Emergency Shelter Program 01 01 2011 03 31 2011 Run on May 18 2011 10 26AM by Social Solutions Inc Export ID 28 Export CSV 3 02 AgencyProgram CSW 3 02 Site_Information CSV 3 02 ProgramParticipation CSV 3 02 ProgramParticipation ShortID CSV 3 02 ChentHistorical CSV 3 02 Income_Benefit CSW 3 02 ServiceEvent CSV 3 02 Export CSY 3 02 Readable AgencyProgram CSV 3 02 Readable Site_Information CSV 3 02 Readable ProgramParticipation CSV 3 02 Readable ProgramParticipation ShortID CSY 3 02 Readable Step 7 This is a Client CSV 3 02 file that can be sent to the CoC for import If your organization is on the ETO Enterprise with your CoC this file will not need to be exported To export the file change the file type to CSV and click the Save Icon You may also click the Download csv file of Results button to save your export file d 4 Page 1 of 13 E gt Bal 3 lt i 976 48 16 9296 a a a E ee Smith 123456789 01 01 1982 35e6f fc af21 4e6f a7f6 2ff9f49288a0 Jennifer Meyers 01 27 1983 E esa Barry Smith 9 01 01 2000 Chris Adams 05 01 1987 f455fdd2 266b 442e b0f4 6f3073d999e5 Pamela Smith 8 05 0
106. tandard Kep i TS Step 4 In the Report List select APR COC version or the HPRP APR Page 102 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Step 5 As the APR Report is loading a prompt will appear for the Export ID Click the Refresh Values highlight your Export ID and move it to the Filter Box on the right Click Run Query Prompt Reply to prompts before running the query Enter Description for Filtering ExportlD 136 Emergency Shelter Program from 10 04 Enter Description for Filtering Description for Filtering gt ExportiD 136 Emergency Shelter Program from 10 01 20 ExportiID 132 Transitional Housing Program from 09 ExporniD 133 Emergency Shelter Program from Oi ExporniD 134 Administrative Program Program from ExporiD 135 Emergency Shelter Program from oon ExporiD 136 Emergency Shelter Program from OS ExporiD 137 Emergency Shelter Program from O ExporiD 138 Emergency Shelter Program from 10 ExporiD 38 Emergency Shelter Program from 01 0 nan 39 HIS Demonstration Site Site from Vos a i rl a November 30 2011 11 34 42 AM GMT 05 00 2 Currenth selected values in listbox ExporlD 136 Emergency Shelter Program from 10 01 2010 to 11 30 2011 Step 6 The APR appears on the Final APR Tab Using the scroll bar to the right you can scroll down through the report Page 103 www socialsolutions com 866 732 3
107. ticipants from this Family 2 Participant Not in a Family DOB John Smith XXX XX 6789 1 1 1982 Rosaline Levin XXX XX 2222 9 15 1972 Ana Pizzaro XXX XX 3332 10 9 2009 Kelly Taylor XXX XX 5555 11 3 1984 Grace Roberts 8 13 1966 Amy Ramirez Elizabeth Walker XXX XX 2947 7 3 1973 George Sullivan XXX XX 1313 8 8 1942 Ray Smith 6 8 1968 Robert Duncan 5 15 1993 Chris Williams gt 5 9 1985 1 23 1940 3 15 1970 XXX XX 0987 8 8 1979 XXX XX 3282 2 18 1989 Crystal Goodwin XXX XX 8282 5 5 1956 Jamie Knapp 7 30 1985 Victoria Hall XXX XX 5555 7 21 1962 Step 2 Clicking on a participants name will automatically create a family nousehold of one named for that participant If you want to add more members to the Family click Work with Family Page 34 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Pa ant Not in a Family John Smith Rosgiipe Levin Kelly ffaylor Grace Roberts Amy Ramirez Elizabeth Walker George Sullivan Ray Smith Robert Duncan Chris Wiliams Ronald Dunn Add Edit Families John Smith Family Other family related features Other Family features can be found in the green icon on the upper right corner of the View Edit Participant screen which contains Family Quick Links when clicked Quick Links allow quick access to features found on the Add Edit Families page links for entering data for the family and links to feat
108. tions when answered a certain way For example A 58 Did the client receive income from any source in the past 30 days If Yes is selected another question appears asking for the Types of Income Received Page 47 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 A 58 Did the client receive income from any source in the past 30 days 4 59 Types of cash income receiving check all that apply Earned Income Unemployment Insurance Supplemental Security Insurance or SSI Social Security Disability Income SSDI Veteran s Disability E Private Disability Insurance Worker s Compensation Temporary Assistance for Needy Families TANF or local name General Assistance GA or local name Retirement Income from Social Security Veteran s Pension E Pension from a former job E Child Support Alimony or other spousal support E Other Source Step 9 You can schedule a follow up alert to show up on your To Do List by filling out the boxes at the bottom of each screen Select Schedule Follow up Alert to show up on your To Do List Enter the Alert Date that you want to be reminded to complete the next Assessment Click the Reminder to take a new Assessment and select the Assessment that would need to be taken on that date Schedule Follow up Alert to show up on your To Do list Schedule Follow up Alert to show up on Other Staf
109. ups can be edited or disabled from this part Clicking on the Group Name redirects the user to that group s dashboard My Caseload The caseworkers part is only applicable if the user has the option enabled to add and remove participants to other caseloads This part lists all participants in the program who are on a caseload with links to remove or edit change or add the caseworker assigned The My Caseload part displays a list of the user s caseload Each participant s name will link back to the Participant s Dashboard Users with access to manage their own caseloads will have the ability to add and remove participants from their caseloads Users without that access will not have the Add button Page 22 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 or Remove links Caseload Access is enabled by the ETO Administrator on the Manage Staff Accounts page Query Wizard This part displays Query Wizard results from Saved queries built by Administrators inside the dashboard The results will display similarly to the results queries that have been turned into Custom Report page with the same exporting features and some of the familiar DBNetGrid tools Recent Assessments The 5 most recent participant assessments the user has completed will be displayed Links to edit and add similar assessments will appear if the selected program contains the participant and assessment listed After sub
110. ures to work with individual participants in the family Kevin Benson Family Work With Family Add New Participant to Family Edit Family Name Record Family Effort Make Family Referral Family Member s Page 35 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Enrolling Families Three Ways to Enroll Clients There are three ways to enroll clients into your program These three enrollment options are Find and or Enroll Participants Across the Enterprise View and Accept Referrals and Add New Family You can find these links on the Homepage or the Navigation Bar ETOSOFTWARE Log Off Home Page MyAccount Help Welcome Mary Logan HMIS Demonstration Site Central Intake Change Program Friday Nov 4 2011 New To Do List Messages My Favorites My Dashboard Psearch SS Central Intake HMIS ToDo List Edit My Work Review My Work Saved Reports Review Client File Find and or Enroll Participants Across the Enterprise Search the CoC Enterprise to Find and or Enroll current or dismissed participants _ View and Accept Referrals View any Referrals made by another agency in the CoC Add New Family Add a new family into ETO Update Participant Information Update a participant s demographic information Update Participant Family Members Add Participants or Remove Participants from a family D SocialSolutions 2001 2011 Developed by Social Solutions
111. w all four buttons will be described BUT for HPRP Financial Assistance you will want to click the Save Effort amp Distribute Asset Save Effort amp Close will save your data and take you back to the Search for Participant screen Save Effort amp Record Similar Effort will save your data and take you back to the same client s Record Participant Efforts screen You will want to do this if you provide more than one HUD service for this client during the same contact time For example above we entered a service for Case Care Management If we also gave the client food we could click the Save Effort amp Record Similar Effort and select the Food service listed in the valued dropdown for the same Date of Contact Save Effort amp View Edit Participant will save your data and take you back to the client s demographic screen Save Effort amp Disburse Asset will save your data and take you to the Funds Disbursements screen Step 11 Select the Fund from which the assistance is coming from for this client Page 63 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Disbursement Point of Service HPRP Financial Assistance Participant Pamela Smith Date of Contact 12 16 2011 Disbursement 1 Fund Keget ae HPRP Financial Assistance Vendor Available Items Tracking Number Amount Notes Instructions Step 12 Select the Asset Reason fo
112. y Invelwement Improve Credit History Improve Employment Improve Family Relations Improve Food Availability Improve Housing Improwe Income Improve Life Skills Improve Mental Health Improwe Mobility Improve Parenting Skills Improve Safety Outreach Contacts Outreach Substantial Engagement Parenting Group Attendance Reduce Legal Issues Reduce Substance Abuse Issues Follow Steps 6 amp 7 from Entering Data for HUD Services Step 8 Click the dropdown arrow for the HPRP Services value You will see there is only one choice in this dropdown Select At least one HPRP service was provided Page 60 www socialsolutions com 866 732 3560 425 Williams Court Suite 100 Baltimore Maryland 21220 Participant Smith Pamela Point of Service Activity HPRP Services Contact Location Method Date of Last Contact Date of Contact Date of Next Contact Value i Mie Start Date of Service At least one HPRP service was provided C case Management L Outreach and engagement E Housing search and placement E Legal Services C credit Repair Step 9 There are three 3 Effort Qualifiers attached to this Service You must enter a Start Date of Service and an End Date of Service Even if they start and end on the same day the date must be entered Select any of the services provided for HPRP Case Management Housing search and placement Credit Repair Outreach and engagement and Legal Services

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