User Manual - Gumnut Enterprises
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1. A 2 000 1 U 15 Jun through 30 Jun 00 30 Jun 00 2000 12 1 Jul through 15 Jul 00 15 Jul 00 a EEE 4 3 Payroll Reports There are four payroll reports available Payroll Run prints pay stubs for a particular pay period Pay History shows a summary of pay over a specified period Daycare History shows all daycare over a specified period Respite History shows all respite over a specified period Page 11 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 4 3 1 Payroll Run Report The following is a sample of the Payroll Run report see Figure 6 Payroll Run Note that this report can be cut on the dotted lines to make pay stubs for your therapists Figure 6 Payroll Run Payroll Receids Payments and Hours Report Payroll Records for Period 2000 12 1 Jul through 15 Jul 00 Fatient Name Jane Doe Patient Mame Pay Period 200012 Description 1 Jul through 15 Jul 00 Pay Date 15 Jut 00 DEJOT 4 Poue Therapy This b four hours Od JutO0 2 hours Therapy This ie ten hours O6 JutO0 1 days Daycare This is one day O8 JukO0 1 days Daycare This is one day OBJu OD 10 45 Cash This is cash for expenses Amount 174 45 Number of Days 200 Numberot Hours 6 00 John Smith Pay Period 2000 12 Description 1 Jul through 15 Ju O0 Pay Date 15 Ju 00 O05 Ju O0 2 hour s Therapy EM OJAD 3 hourts Therapy LE OS Ju O0 2 hourts Therapy a Amount 70 00 Number of Days 0100 Numb2. Page 7 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 3 Logging in and Using the Main Menu 3 1 Logging In Each time you connect to a new database you are asked to log in The initial installation contains only the Admin user with no password set It is highly recommended that you set a password for the Admin user and create users and assign privileges appropriate to your particular situation Do not forget the Admin password 3 2 The Main Menu The Main Menu see is the central switchboard where you can access the various functions The Patient Name set up under Home ABA Setup gt Edit Options and the database which is currently in use are displayed By clicking anywhere on the Main Menu this information is refreshed Figure 2 Main Menu Page 8 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 4 Therapist and Pay Records 4 1 Edit Personal Records This form allows you to manage your list of therapists and anybody else that you wish to maintain payroll records for By marking a therapist as not Active they are made inaccessible They can be marked Active again at a later time if required The toggle button Active in the upper right corner is used to display all therapists or just the active therapists You need to setup pay codes and pay rates for your therapists Pay codes are assigned to a therapist from the master set of pay code
3. 23 Jul 00 1 Introduction If you are reading this then you were successful in installing the Home ABA Data Manager software Congratulations the hardest part is behind you now This software was built to meet the data collection needs of a privately run home based ABA program or programs After several years of private use and enhancements I now believe that other families can use it to their advantage This document describes the Home ABA Data Manager software It contains the license agreement installation instructions hints for getting started and a functional description of each of the forms and menu items 1 1 System Requirements Well I admit I have not extensively tested this software on platforms other than a Windows 98 machine with 64MB RAM However it has been installed and minimally tested under Windows 2000 I know of no reason why it will not work under Windows 95 but I can t be sure Disk space requirements vary from less than 4MB if you already have MS Access 2000 to 160MB depending on your computer s configuration 1 2 License Agreement OK here are the sort of legal words that I need so that I can retain ownership of the software This software is distributed as shareware You may use this software with the license that was distributed with the software or subsequently purchased for use with this software You can distribute this software as long as you distribute it in exactly the same form as you receive
4. Goes SIA fe Open al aba_data mdb aba_new mdb er usAccessfes x E 7 LA Page 22 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 7 Implementing Security When you edit the users as described in 6 4 Home ABA Setup you are presented with the form as shown in Figure 19 Edit Users To disable a user simply uncheck the Active check box To not disable the Admin User and do not remove Setup privilege from the Admin user Each of the other check boxes are set to enable or disable access to item from the Main Menu for the user you are editing You should ensure that very few likely only the Admin user have Setup privilege A very small set of users would have Personnel privilege as this gives the user access to pay rates The following table shows the functions that are available to any particular user based on the privileges that have been assigned by the Admin user Figure 18 Security Matrix Function Privilege Setup Personnel Payroll Programs Program Status Edit Personal Records X Edit Payroll Records Payroll Reports View Therapist Info X X X X X X XK X XX Edit Program Sheets View Program Sheets View Program List Check Data View Other Forms Edit Program Sets XX KKK X XX KK KX View Graphs View Program Status View Print Setup About Home ABA Home ABA Setup Switch Patients X XK KKK X x lt x x X lt x X X X Figure 19 Edit Users g Edit Use
5. form a title then paste your document in Drag it from your desktop or from Windows Explorer is usually the easiest way You can also Copy it from your desktop or from Windows Explorer and Paste it into the field To edit print your data sheet simply right click on the field containing your document then select Document Object gt Open from the menu The application you used to create your custom form is started and you use that application to edit or print If you save your form it is saved back to the Home ABA database Figure 12 Custom Data Sheets F Custom Dota Sheets NEC Date and Initials Programs 5 6 Edit Program Sets This form displays each of the program sets you have defined You may add modify or delete any of the program sets The print order of the program set defines the order in which program sets are printed on the program checklist and the target sheets Most program sets are of type one For a description of type one and type two program sets refer to Section 1 5 1 Figure 13 Program Sets amp Program Sets ET ES M gt gt Aa cf gt Lot fps Page 17 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 6 Status Reporting 6 1 View Graphs This button displays a report containing progress graphs A sample is shown below in Figure 14 Progress These graphs are based on the following data Number of Targets Introduced Introduced Date f
6. report and the active program checklist report All programs marked as In Maintenance Binder are used in the maintenance program sheets report and the maintenance program checklist report All programs marked as Valid are used to compute the progress graphs The Show Maintenance Programs button in the top right corner shows all maintenance programs then all Historical Programs Each program is assigned a program set and program number The program number determines the order in which the programs are printed within the program set to which they belong on the program checklist and target sheets If the program set is a type two program set there are further details available via the Type 2 Program Details button Type two programs are explained in the Program Sets section above Figure 8 Program Sheets B Program Sheels i jec Show Mainten Receptive Object Labelling ra aice a Date Started eal Instruction 50 P Set Face Show me lt kenge es 1 introduce Introduced By OI ur 00 dare Dos Monter CO Joke Mastered Op 15ur Di Job Smith om Page 14 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 5 2 View Program Sheets This form displays the target sheets for all active maintenance programs You must select which kind of target sheets you would like to view There are several choices e Active or Maintenance Programs Selecting this displays target sheets for thos
7. sheets Description a description of the target Introduced On the date the target was introduced Introduced By the therapist which introduced the target Mastered On the date the target was mastered Mastered By the therapist which signed the target off as mastered Generalized On the date the target was generalized Generalized By the therapist which signed off the target as generalized e Type 2 Program Sets these are used for those programs that use the same targets across four areas Receptive Imitation Go Find and Expressive Each target in a program belonging to a type two program set has status information similar to a target belonging type program set except four sets of Introduced Mastered Generalized status information This extra information is available via the Type 2 Target Details button on the Program Sheets form There are also special reports for printing program sheets 1 6 Users and Security A security system is available to protect the privacy of your data By creating users with passwords and assigning privileges to users you can ensure that different users can access parts of the data that is relevant to their role on your team The current list of users and their current security settings are found under Home ABA Setup gt Edit Users The first time you use the system there is only one user Admin with no password You should change the Admin password immediately but don t forget it and add so
8. Home ABA Data Manager User Manual Version 4 4 23 Jul 00 Gumnut Enterprises Email Web http home istar ca gumnut homeaba html Home ABA Data Manager 4 4 User Manual 23 Jul 00 TABLE OF CONTENTS 1 _ System Requirements 2 License Agreement 3 Installation Instructions 4 Conventions 5 Overview of the Data Model 6 Users and Securit 7 Common Form Controls Quick Start 2 1 Initial Setup nn S S N 8 S a Ni a la la le e e le LR NJ NJ 2 2 Creating a Program Binder Logging in and Using the Main Menu Go e 1 Logging In 2 ___ The Main Menu oe 4 Therapist and Pay Records H 1 Edit Personal Records 4 2 Edit Payroll Records 4 3 Payroll Reports Data Collection 5 1 Edit Program Sheets 5 2 View Program Sheets 5 3 View Program Lists 5 4 Check Data 5 5 View Other Forms 5 6 Edit Program Sets 6 Status Reporting View Graphs View Program Status View Print Setup NIINI Ini foot Pap PS pe pe fed ped pel PS ped le CoOL TNT TAT LAT LAP dor PB PR pel oy oy ps Home ABA Setup Switch Patients 7 Implementing Security 23 8 Licensing 24 Page 2 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 9 How To Contact the Author 25 LIST OF FIGURES igure 7 Payroll History igure 8 Program Sheets Page 3 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual
9. Imitation LS 1 ock School TE ee o verbal mutation oa ee ee pawing RE d a d d E atching Matching O S m a E E Receptive Instructions oOo on S s y f Ek Receptive Prepositions TTT EE L SE RS ee Receptive Object Labels Ts presse SgmWwod AE RS s J SS O Expressive Colors OJo 5 a Expressive Actions Te InVwoActions TO F y Choices PS PS PS Have Oon J oa y ee Expressive Emotions Td Expressive Object Labels 3 a3 O Expressive Fundions d 5 d Conversation Questions J 3 e k Toyplay a Community Tipa d 1 A 6 3 View Print Setup This form displays the current print setup You should ensure the printer you wish to print to is currently the Windows default printer 6 4 Home ABA Setup This gives you access to the setup information specific for your particular needs You can set up the master payroll pay codes edit the list of users edit setup options like Patient Name and Payroll Reminder and update your software license Page 21 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 6 5 Switch Patients This form allows you to change the current data database you are working with In this way you can access the records for different patients By pressing the Find button you can browse for the database file of your choice Figure 17 Switch Patients C Program Filess HomeABA4p4 D ataaba_data mdb ox rs cmt 2 1Xx
10. ager 4 4 User Manual 23 Jul 00 9 How To Contact the Author If you wish to purchase a registered copy report problems or suggestions for enhancements please email to You can also visit our website at http home istar ca gumnut homeaba html I will do my best to respond to your questions but cannot promise a speedy response I hope you find this software useful It s something I built to help manage the tremendous amount of organized information that is a home based ABA program Page 25 of 25 As of 07 27 00 7 14 PM
11. d it i e with a trial license Purchased licenses may not be distributed Further licensing information is found in Section B Licensing below 1 3 Installation Instructions Place the Home ABA Data Manager CD in your CD ROM drive If the setup program does not automatically start simply run the setup exe program found on the CD Follow the prompts accepting the defaults should be fine for all questions See the README TXT file distributed with this software for late breaking news 1 4 Conventions Application Version The version of the application software documented here is Application Version 4 4 The Application is named HomeABA4p4 mdb and is referred to as the Application Database Version The version of the database documented here is Database Version 4 1 The database can be named as you please and you can have as many as you please The default database is ABA_data mdb and is referred to as the Database There is a copy of the initial Database called ABA_new mdb A copy of the ABA_new mdb database can be used if you have more than one patient Newer versions of the Application automatically upgrade the appropriate Database s It is very important that the Database s you create and use are backed up regularly Page 4 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 1 5 Overview of the Data Model This software is intended as a data collection system for ABA programs It serv
12. e programs which belong to a program set of type one A sample is shown in iL E Ripard e Receptive Imitative Expressive compact Selecting this displays target sheets for those programs which belong to a type two program set in the compact form The compact form puts the receptive go find imitative and expressive data on a single sheet for a single program e Receptive Imitative Expressive individual Selecting this displays target sheets for those programs which belong to a type two program set in the individual form The individual form puts the receptive go find imitative and expressive data each on individual sheets e Mastered Selecting this shows only mastered targets from type one programs e More Mastered Selecting this shows only mastered targets from type 2 programs Figure 9 Program Sheets Report Program Sheet Program Receptive Object Labelling Receptive Name Patient Mame Instruction Show me lt target gt Started 22 Jul 00 Iniroduced Mastered Gimoraiced Deal inital Dake Initial Gate inital turn dre asra o o EST a RE RS MR se es TT Mass trial each new target until 5 are mastered Page 15 of 25 As of 07 27 00 7 14 PM 5 3 View Program Lists Home ABA Data Manager 4 4 User Manual 23 Jul 00 This form displays the program checklist and or the program index for all active or maintenance programs Figure 10 Program CheckList Program Checklist Date and Initials Figu
13. eroi Hours 7 00 Grand Total 244 45 Pay Period 2000 12 Days 2 Payroll Reminder Hours 13 Paga ONEN r ee a EEI Page 12 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 4 3 2 Payroll History This report shows a range of payments made to your therapists You are prompted to enter the beginning period and the ending period If you specify zero as the beginning period and 9999 for the ending period the report includes all payments recorded assuming you are using the yyyy pp convention for numbering your periods Figure 7 Payroll History ayroll Record auments Mepot Payroll Historical Records Patient Name RES Jane Doe Patient Marne Pay Period 200011 Pay Date 30 Jun 00 Hours 2 Days 1 Pad 73 Pay Period 200012 Pay Date 15 Jul 00 Hours Days 2 Pard 174 45 Total Paid 247 45 Total Hows S00 Total Days 3 00 EE Jorn Smith Patient Marne Pay Period 2000 11 Pay Date 30 JunO0 Hours 5 Days O Paid 50 Pay Period 2000 12 Pay Date 15 Ju O0 Hours 7 Daye D Paid 70 Total Paid 120 00 Total Hows 1300 Total Days 0 00 Grand Total Paid 4367 45 Hours 20 CET ET DE p Page 13 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 5 Data Collection 5 1 Edit Program Sheets This form displays each of the programs along with a list of the targets and dates All programs marked as In Active Binder are used in the active program sheets
14. es as a repository of program data that is analyzed reported on summarized and viewed printed The following types of data are defined e Program Set a collection of programs For example Imitation There can be many Program Sets e Program a collection of Targets For example Gross Motor A Program belongs to a single Program Set e Target a learning objective For example Touch Head Each target has data associated with it for example Target Description Date Introduced Date Mastered A Target belongs to a single Program e Therapist a person working on your education team e Pay Code a classification of work For example Therapy or Respite There is a master list of Pay Codes from which Pay Codes are assigned to therapists e Rate an amount of money hourly or daily paid against a Pay Code A Rate has an effective date so each Therapist may have several rates against each Pay Code representing a change in pay over time e Pay Period a period of time over which the therapists are paid e Work Hours the hours actually worked on any given day during a Pay Period by a Therapist and assigned a Pay Code 1 5 1 Program Sets There are two types of program sets e Type 1 Program Sets these are the most commonly used program sets Each target in a program belonging to type one program set has the following status information Number the order in which the target is printed on the data
15. me other users who do not have Admin privilege Further information on Security is found below in Section 7 Implementing Security Page 5 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 1 7 Common Form Controls When editing any data such as therapists programs targets etc a common set of navigator tools is used see Figure 1 Navigator Buttons Buttons labeled with arrows looking like rewind reverse play play fast forward are used to browse your data These buttons are usually displayed at the bottom of a form or field When there are lists inside of lists like lists of targets in a program there are several sets of these navigator buttons one for each list There is a standard toolbar displayed that allows you to perform common steps such as close the form or print the form Figure 1 Navigator Buttons Record 14 4 25 gt t gt of 2 Filtered To add an new entry in any of the forms such as a new therapist or a new program simply press the add navigator button the furthest navigator button to the right See Figure 1 Navigator Buttons A blank form is displayed and you can enter the information for the new record Data is saved in the database when you move to another entry OR close the form Pressing the Esc key before moving to another record cancels the changes you made to that specific record Page 6 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 Use
16. or all targets of valid programs Active Maintenance flag is ignored flag is ignored Introduced Date and Mastered Date for all targets of valid programs flag is ignored Page 18 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 Figure 14 Progress Graph Progress Graphs Patient Name umber of Targets Iniroduced 14 14 al EX i Fi PPGPPPPSP POS SSP OPO PP LO SH Average Humber of Days to Master Targets Se eaE Ss Page 19 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 6 2 View Program Status This form shows a summary of the status of each program as well as a graph summarizing the status of each program set as shown in Figure 15 Progress Status Chart fnd Figure 16 Program Status Summary You can print selected pages by pressing the print icon on the toolbar then specifying which pages you would like to print Figure 15 Progress Status Chart Program Status Summary Patient Name Program Seq Summan Erp umnie Genre thun imiia Michna Tuimis Fr Que sine Feotplive Page 20 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 Figure 16 Program Status Summary Target Status Summary Patient Name erent Mastered Generalized eneralization eneralized Colors Sj TR gt eneralized Object Labele DE VE VS EE mitlatho on Verbal
17. r Manual 23 Jul 00 2 Quick Start Once the software is installed you can run the software by selecting from the Windows Start menu Start gt Programs gt HomeABA gt HomeABA Data Manager You are prompted to specify the full path to the Database The last used Database is presented as the default Press the Find button if you need to browse your computer to find the Database Once you have successfully selected a Database you are prompted to login Once you have successfully logged in the Main Menu is displayed 2 1 Initial Setup When you are using the software for the first time the following items must be set in the following order Main Menu Item __ Data Items Home ABA Setup gt Create an appropriate set of users Do not remove the Edit Users Setup privilege from the Admin user Other users should not have Setup privilege Home ABA Setup gt Patient Name Fill in the name of your child If you have multiple Edit Options programs to manage create a Database for each program by making copies of ABA_new mdb and giving them unique names like ABA_ERIC MDB or ABA_BRAD MDB Home ABA Setup gt Pay Codes Set up the list of pay codes that you wish to use for payroll Edit Payroll Codes purposes A default set is supplied Fill in the personal information for each of your therapists Records Ensure they are marked as Active Set up the pay codes which each therapist can use from Records the master list set up abo
18. re 11 Program Index Program Index 1 Receptive Object Labelling 2 Expressive Object Labelling cI a 5 4 Check Data Patient Hame The Check Data function checks the data entered for any potential problems like missing dates or targets mastered which have not been introduced etc Several windows are displayed If any of the windows contain data which appears incorrect find the appropriate target in the appropriate program and correct it using the Edit Program Sheets form described in Section 5 1 Edit Program Sheets on page a The forms presented by the Check Data function should not be used for editing They are simply reports you can use to find the erroneous data 5 5 View Other Forms This gives you the option to view print several standard forms e A therapist s sign in form You can print it and use it directly or use it as a master copy for photocopying e A blank data collection sheet You can print it and use it directly or use it as a master copy for photocopying Page 16 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 e A team schedule sheet You can print it and use it directly or use it as a master copy for photocopying e Custom forms see Fisure 12 Custom Data Sheets Here you are presented with a place to put forms you have created yourself using MS Word or Excel or any application supporting OLE which is most software these days Simply give the
19. rs Form DL Page 23 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 8 Licensing If you received this software as a trial possibly by purchasing a trial copy or by download then the software came with a limited time license Once the license expires the software becomes inoperable but no data is affected You must then purchase a registered license if you wish to continue to use the software When you have a new license it is entered under the Home ABA Setup gt Change License option as shown in Figure 20 Change License Figure 20 Change License Change License Change License Current License 0391 4640 2907 Enter New License Number Change License I must apologize for having to charge a license fee to use the software This was built under MS Access with no intent originally for distribution and in earlier releases you had to have an MS Access license to use it This prevented many people from using this software Since then I have purchased a Software Development Kit from Microsoft to allow me to distribute the software without forcing the recipients of the software to purchase MS Access MS Access 2000 upgrade is over 100 to purchase it outright is over 400 As well there are costs of distribution CDs mail etc Again I apologize for the fee but I do aim to just cover actual costs Page 24 of 25 As of 07 27 00 7 14 PM Home ABA Data Man
20. s The master set of pay codes is accessed via the Home ABA Setup function on the Main Menu For each pay code at least one pay rate and an effective date needs to be specified Figure 3 Personal Records Houp Hates 123 Any Street T2H 1M5 XIE 1 rl amp Pay Rates gt or frann afour 01 May 00 O m A Page 9 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 4 2 Edit Payroll Records This form Figure 4 Payroll Records allows you to enter hours of work during specific pay periods Figure 4 Payroll Records Date Units Pay Code Comment E o2Jul00 4 Therapy Thisis four hours E _04Ju 00 Therapy Thisistwo hours E 05 00 1 Daycare This is one da Bu _08Jur00 Daycare This is one da Bu _08 Jur00 _ 10 45 Cash This is cash for expenses SO Therapy OEE pm Bone ee Pressing the Edit Pay Periods button displays the Pay Periods form see Figure 5 Pay Periods Page 10 of 25 As of 07 27 00 7 14 PM Home ABA Data Manager 4 4 User Manual 23 Jul 00 You need to establish a numbering mechanism for your pay periods For example you could number each period yyyy pp where yyyy is the year and pp is the period number For example 2000 01 through 2000 12 if you pay monthly or 2000 01 through 2000 26 if you pay biweekly Figure 5 Pay Periods amp Edit Pay Periods rc
21. ve and rates for each pay code Edit Program Sets Program Sets Create at least one program set with program set type of one 1 to begin with You can change or delete this program set later but you should always have at least one active program set defined Edit Program Sheets Programs and Targets Enter your programs and their targets including historical data and therapist information if you wish to see graphs of your historical data Ensure your programs are marked as Active and Valid 2 2 Creating a Program Binder You can create a program binder or most of one at least from the following printed reports e Sign In Sheet see Section 6 5 View Other Forms bon page 16 for your therapists to sign in and out e Program Checklist see Section View Program Liston page for your therapists to record which programs were performed during their session e Program Index see Section on page s to show which program is in which section assuming you use a numbered divider system for your binder e Program Sheets see Section View Program Sheets n page in each numbered section to show which targets are on acquisition and which are mastered as well as program guidelines e Data Collection Sheets see Section View Other Formslon page in each numbered section to collect trial by trial data From personal experience I know that everybody has his or her own favourite form but I thought I would provide one anyway
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