AdSysTech Version 5. Swipe Card Manual. Written and Provided by the Pikes Peak United Way Community Information System Team

Transcription

1 AdSysTech Version 5 Swipe Card Manual Written and Provided by the Pikes Peak United Way Community Information System Team

2 Table of Contents About the Swipe Card Process 1 Swipe Card Setup 1 Swipe Card Creation 1 Swipe Cards with Photos - Built-in or Camera attached to Computer 1 Swipe Cards with Photos - Digital Camera 3 Swipe Cards with Agency Logo 4 Swipe Cards without Photos 6 Printing Swipe Cards 7 Print Swipe Cards with Photos 7 Print Swipe Cards without Photos 8 Using Swipe Cards to Provide Services 9 Swipe Read Page 9 Scanning Swipe Cards 11 Swipe Card Reports 12 Daily Swipe Activity 12 Daily Swipe Activity Detail 13 Swipe Card Equipment 14 Camera 14 Printer 14 Bar Code Reader 14 APPENDIX 15 Swipe Card Application Report 15 Daily Swipe Activity Management Report 16 Daily Swipe Activity Details Management Report 18 CO-504 Provided Service Report 20 Photo Resizing Using Paint 22

3 About the Swipe Card Process The Swipe Card pages in AdSysTech Enginuity provide an automated point of entry for collecting Program Services provided by agency staff members. Once entered, Swipe Card Services are listed under the Services page for the client the same location where manually-entered services are recorded. To use the Swipe Card process, you must first create ID Cards for each client. Photos for the ID Cards can be taken with a camera connected to a computer or can be taken with a digital camera and uploaded to the client s file. ID Cards can be printed individually and give to the client or ID Cards can be printed multiples to a page and kept at the agency location. The Swipe Card process is designed to facilitate assigning a Service or multiple Services rapidly to agency clients. This process helps an agency serve its clients appropriately and efficiently. To use the Swipe Card process, you must: 1) Create Swipe Cards for your clients, 2) Work with CIS to setup the Swipe Card process for your Services and Stations, 3) Learn to use the Swipe Read page to provide the Services. Swipe Card Set Up Before you can use Swipe Cards, you must contact the CIS Team to provide access to the Swipe Card button on the General Info page (to create the Swipe Cards) and to the Swipe Read page in the Central Intake library. You will also need to provide a list of Services to be provided by Swipe Card. Please include Client Daily Limit and [Service] Daily Limit for each Service. If you plan to have multiple Swipe Card scanning stations, you will need to work with the CIS Team to plan which services will be provided at each station. The services for each station need to be in a separate Program Component. NOTE: Services can be provided both by Swipe Card and via Services page in AdSysTech. In addition, you must also install the font FREE3OF9 on the computer(s) where you will print the Swipe Cards. Contact the CIS Team for this font. Swipe Card Creation Before you can create a Swipe Card, you must complete the client s intake record both General Info and Household/Income pages. The Swipe Card picture taking process can be accessed from the General Info page. Digital picture files can also be uploaded to the Customer s Central Intake Documents page with a Description of ID Photo. You can then return to the General Info page to print the card. The card can be printed and given to the Customer or kept at the Program location. NOTE: Photos are not required to create a Swipe Card ID. Swipe Cards with Photos Built-in or Camera attached to Computer: 1) Locate the client who needs to have a Swipe Card created via Client Search 2) Navigate to the General Info page 3) With the client selected, click the Swipe Card button Page 1

4 4) Make sure the Picture Device you want to use is listed (either a built-in camera or an externally attached camera). 5) Click Camera On button. 6) Center the client in front of the camera and click Take Picture 7) The picture will display in Customer Photo. 8) Click New. (This will use the photo you just took to create the Swipe Card.) 9) Set the Issue Date (today is the default date) 10) Click Save. 11) Click Preview ID to display the ID Card. 12) Click Print to print the card. 13) Click Close to close the Swipe Preview. 14) Click Camera Off when finished and click Close again. 15) Repeat for additional clients. Page 2

5 Swipe Cards with Photos Digital Camera: IMPORTANT: Photos taken at high resolution may exceed the 1 MB file size limit for upload to the Documents page. Set your digital camera to a lower resolution before taking client photos to ensure that the files are small enough to upload. To resize large image files, see the Appendix: Photo Resizing using Microsoft Paint. 1) Use a digital camera to take photos of your clients. 2) Upload the digital photos to your computer (following the instructions for your camera). 3) Review and rename your photos with names of the clients. 4) In AdSysTech, search for the first client using Client Search. 5) Highlight the client and navigate to the Documents page. 6) Click New and navigate to the client s photo on your computer. 7) Select the file and click OPEN. 8) The photo should display in the Document Image section of the screen. 9) IMPORTANT: Be sure that the Consent is set to Organization. 10) Select Description: ID Photo and click the Save button. Page 3

6 11) Click General Info in the left Navigation Column. The photo associated with your client should appear. 12) Click the Swipe Card button. Alter the Issue Date, if needed. 13) Click Preview ID to display the Swipe Card. 14) Click Print to print the card. 15) Click Close twice to complete the process. 16) Repeat for additional clients. Swipe Cards with Agency Logo: If your agency has a logo that you would like to use on the Swipe Card (rather than taking photos of each individual client or creating cards without photos), you will need to have that logo in jpg format. Most logos are a relatively small size. The display is actually 120 x 120 pixels. If you need to design a larger logo, 200 x 200 pixels or 400 x 400 pixels would work fine. The logo could be developed at 150 dpi. It is important to note that you need to upload the logo file to each of your clients records via the Documents feature and save it as Description: ID Photo. 1) In AdSysTech, search for the first client using Client Search. 2) Highlight the client and navigate to the Documents page. Page 4

7 3) Click New and navigate to the agency LOGO on your computer. 4) Select the file and click OPEN. 5) The photo should display in the Document Image section of the screen. 6) Select Description: ID Photo and click the Save button. 7) Click General Info in the left Navigation Column. The photo associated with your client should appear. Page 5

8 8) Click the Swipe Card button. Alter the Issue Date, if needed. 9) Click Preview ID to display the Swipe Card. 10) Click Print to print the card. 11) Click Close twice to complete the process. 12) Repeat for additional clients. Swipe Cards without Photos: Swipe Cards can be created without photos; however this cannot be done via the General Info page. To create/print Swipe Cards without photos, use the Swipe Card Application Report. 1) Locate the client via Program Client Search 2) Highlight the client 3) Right-click on the Program Client Search page grid with the client highlighted and select Preview Report from the popup. 4) Click the Preview link on the Swipe Card report listing on the Application Report page. 5) The report will display. If the client has NO photo, the Photo Not Submitted placeholder will appear. Page 6

9 Printing Swipe Cards Print Swipe Cards with Photos: Single Cards Swipe Cards can be printed one at a time when they are created with photos from the General Info page Swipe Card button. (See instructions for Swipe Cards with Photos Built-in or Camera attached to Computer OR Swipe Cards with Photos Digital Camera.) Using this process you can only print ONE card at a time. Multiple Cards Swipe Cards can be printed for multiple users using the Swipe Card Application Report. Rather than selecting one client from the Program Client Search grid, select all of the clients for whom you want to print cards. 1) Locate the clients via Program Client Search 2) Highlight the clients in the grid (CTRL-click to select multiple clients) 3) Right-click on the Program Client Search page grid with the clients highlighted and select Preview Report from the popup. 4) Click the Preview link on the Swipe Card report listing on the Application Report page. 5) The report will display Swipe Cards for all the clients you selected. IMPORTANT: Export to Word or to PDF if you have more than 8 clients selected. Then print from Word or Adobe Acrobat. 6) Cards can be cut apart and laminated to pass out to clients OR agency can print sheets of client cards to keep at the agency to scan when services are provided. Page 7

10 Print Swipe Cards without Photos: The ONLY way to print Swipe Cards without photos is through the Swipe Card Application Report. Printing a single card is described above (in Swipe Cards without Photos). To print multiple Swipe Cards for clients with no photos, just select/highlight as many clients as you need from the Program Client Search grid. 1) Locate the clients via Program Client Search 2) Highlight the clients in the grid (CTRL-Click to select multiple clients) 3) Right-click on the Program Client Search page grid with the client(s) highlighted and select Preview Report from the popup. 4) Click the Preview link on the Swipe Card report listing on the Application Report page. 5) The report will display Swipe Cards for all the clients you selected. IMPORTANT: Export to Word or to PDF if you have more than 8 clients selected. Then print from Word or Adobe Acrobat. 6) Cards can be cut apart and laminated to pass out to clients OR agency can print sheets of client cards to keep at the agency to scan when services are provided. Page 8

11 Using Swipe Cards to Provide Services As mentioned in the last section, agencies will need to determine the best process to use Swipe Cards to provide services. Some agencies may decide to print individual cards and hand them out to clients. In that case, the client would need to present his/her card to be swiped when the service or services are recorded. Other agencies may decide to print all client cards onto a page or pages and keep them in a notebook, to scan when the service is provided. Either way, you will use the cards and a bar code reader and the Swipe Read page (Central Intake in the left side navigation pane) to scan the services into the client record. IMPORTANT: Before you can use the Swipe Read page, the CIS Team must set up access to it for your agency. Also, any services that you wish to provide via Swipe Card must be set up in AdSysTech by the CIS Team BEFORE you can begin. In addition, if you plan to have more than one Swipe Read station, the service or services scanned at each MUST be set up in different Program Components. Swipe Read page: Open the Swipe Read page from the left navigation pane. Page 9

12 At the top of the page, select the Program you will scan services for. Next, select the Component containing the service or services you want to scan. In most cases, your username will be listed under Case Manager (as the person providing the services). The grid at the top of the page contains a list of Swipe Card services that can be assigned to the client. When you first start out, none of the Services is InUse (indicated by a check box in the InUse column). You will select and Enable the service or services you want to provide. NOTE: You can provide multiple services from a Program Component at one time, if needed. Enable Service(s) Before you start scanning Swipe Cards, you must set up the service or services you are going to provide. 1) Click in the InUse column for the service or services you want to enable. 2) Click the Enable Service button. 3) This will put a checkmark in the InUse checkbox. 4) The service or services you checked are now ready to provide. Disable Service(s) If you want to switch to another service (or services) from the ones you currently have assigned, you must first Disable the original service(s). Select the row(s) of the currently enabled service(s) and then click the Disable Service button. The checkmark will be removed. You can now assign a different service or set of services. IMPORTANT: Be sure that you have the correct service or set of services enabled before you start the Swipe Process. Set Parameters There are three additional parameters that can be turned on or off during the Swipe Card process as needed. They are: Show Results when checked will popup a dialog box stating the service(s) the client received. Exceed Daily Limit when checked will allow you to go beyond the Daily Limit set on this service (part of Swipe Card Service set up). Page 10

13 Exceed Client Daily Limit when checked will allow you to go beyond the Daily Limit for this service for an individual client (part of the Swipe Card Service set up). NOTE: In most cases, you will not need to use these additional parameters. Scanning Swipe Cards: To begin the Swipe Card process, be sure that your bar code reader is attached to the computer and is turned on. Then: 1) Select the Start Date in the calendar popup window on the Swipe Read page. 2) Click the Start Swipe button. NOTE: The button will change to Stop Swipe. 3) Swipe/Scan the bar code on the first client s card. 4) After a swipe, the client s photo (if available) will display in the Customer Photo section AND service(s) provided will be displayed in the Services Received grid. 5) IF you have the Show Results parameter checked, you will need to click OK to close the popup window. 6) Repeat Swipe/Scan for additional clients receiving the same service(s). 7) When ALL clients have been scanned for the selected service(s), click the Stop Swipe button. NOTE: If the client does not have his/her Swipe Card, you can type the client s ID into the green ID box and hit Enter to assign the service(s). Page 11

14 Swipe Card Reports Two Swipe Card Management reports are currently available: Daily Swipe Activity Daily Swipe Activity Details Daily Swipe Activity Report: The Daly Swipe Activity report provides graphic representation of Swipe Card services for a specific date with a breakdown by gender. NOTE: This report displays Swipe Services for ONE DAY ONLY. The Daily Swipe Activity report is accessed from the Report role, Management Report Inventory. Once you have selected the Daily Swipe Activity report, you will input the following parameters for your agency. Select your Agency and Program from the dropdown menu. The date must be entered manually. The default is today s date. NOTE: Although the default time is listed with the default date, it is not necessary to include the time. Click Set Parameters to display the report. A graphic representation will be produced for each Swipe Card service you provided on the selected date. This report is a good summary of Swipe Card services for the date. NOTE: The service is listed below the graph. Page 12

15 Daily Swipe Activity Detail Report: The Daily Swipe Activity Detail report is for Services provided via the Swipe Card process. This report displays the clients who received each Swipe Service (as well as the total number of clients who received the Service) on the date selected in the report parameters. NOTE: This report displays Swipe Services for ONE DAY ONLY. The Daily Swipe Activity Details report is accessed from the Report role, Management Report Inventory. Once you have selected the Daily Swipe Activity Details report, you will input the following parameters for your agency. Select your Agency and Program from the dropdown menu. Use the calendar popup to select the date or enter the date by hand if preferred. Click Set Parameters to display the report. A list of clients served will be produced for each Swipe Card service you provided on the selected date. NOTE: If you provided more than one type of Service on a given date, the Daily Swipe Activity Details report will display each set of services. This report displays all clients who received Swipe Card services for the date. Page 13

16 Swipe Card Equipment Camera Adsystech recommends the Logitech Webcam C905. If a web camera is purchased, please follow the manufacturer s instructions for installing it on the computer where it will be used. The cost of this camera is approximately $75. If your computer has a built-in camera or if you already have a computer camera, please try them before purchasing an additional camera. Digital images (jpg files) from any digital camera can also be used. If an image is saved on the Customer s Central Intake Documents page with a description of ID Photo, it will be available for use on the ID Card. Printer/Laminator Using your own printer to print the Swipe Cards on regular printer paper and then purchasing a laminator to finish them is the most cost effective way to create cards for clients. We recommend the Swingline GBC Fusion 1000L Laminator. The cost range is $45 to $70. School Card Laminating Pouches can be used with this unit. We tested SC-05 2 ½ x 3 5/8 5 mil in thickness. 3.html? store=default&gclid=cniqoipgprwcfe1amgoditmasg Organizations also have the option of printing the cards, using a laser printer, onto regular paper and keeping the cards in house. For example, they can be printed eight to a page, using the Swipe Card Application Report, and stored in a binder at the facility, then scanned as the client receives the service each day. Bar Code Scanner/Card Reader The Unitech MS 320 is the bar code scanner recommended by AdSysTech. Be sure to purchase the appropriate cable to connect to your computer. We suggest USB. The cost is approximately $100 for the bar code scanner and connecting cable. Order the wired scanners from Newegg.com (Unitech MS 320 with the USB cable included) NOTE: AdSysTech bar codes are Code 39. This information may be needed for set up. _-0X6-005P-00013&ef_id=Up9cUQAAAe8ewjjg: :s NOTE: Swipe cards can be created with an 185 x 85 pixel logo (submit to AES for upload to our server); however, this logo would currently display on ALL cards for ALL agencies STATEWIDE. Page 14

17 APPENDIX SWIPE CARD APPLICATION REPORT INSTRUCTIONS The Swipe Card Application Report can be accessed via the Program Client Search page. The Swipe Card Report displays the Swipe Card graphic for the selected client(s). NOTE: This report can also be accessed from the Program Entry page (single client Swipe Card ONLY). 1. Use the Program Client Search to locate the specific client or clients for the report. (NOTE: You can select all the clients in a specific program, if needed.) 2. Select one or multiple clients for the report from the search results grid. (See sample. Selection made using CTRL-Click.) 3. To access the Application Reports, right click in the BLUE search section or the grid area and a popup window will appear. 4. Select Preview Report. 5. The Application Report TAB will open displaying all of the Application Reports available from the Program Client Search page. 6. Click the Preview link on Swipe Card. (See screenshot.) 7. The Preview Report TAB will open displaying the Swipe Card(s) for the selected client(s) report. Page 15

18 NOTE: Problem with Date of Birth wrapping on card for Volley Ball client above.(ticket 48470) 8. NOTE: If multiple clients are selected, there may be multiple pages to this report. Use scrollbars and/or the left and right arrows to move through the data. 9. To SAVE/PRINT the report, select the Export to Word icon from the Preview Report toolbar. 10. The Swipe Card Report will open in Microsoft Word. You can print/reprint the Swipe Card Report from Word. You can also save the Report file in Word, if desired. NOTE: This report does NOT work correctly if you try to Export to PDF. The bar codes turn into numbers. (Ticket 48470) DAILY SWIPE ACTIVITY MANAGEMENT REPORT INSTRUCTIONS: The DailySwipeActivity Report is for Services provided by the Swipe Card System. It provides a graph of the each service provided with a breakdown by gender. Page 16

19 The DailySwipeActivity Report has the following parameters: NOTE: You can only select one Program at a time for this report. Currently the date must be entered by hand. Use MM/DD/YYYY format. Sample Report: Display DailySwipeActivity Report for the COSTestAgency2 on 6/26/2013. Set the following parameters: Click the Set Parameters button to display the report. Page 17

20 DAILY SWIPE ACTIVITY DETAIL MANAGEMENT REPORT INSTRUCTIONS The DailySwipeActivityDetail Report is for Services provided by the Swipe Card System. It displays the clients who received each Swipe Service (as well as a total number of clients who received the Service) on the date selected in the report parameters. The DailySwipeActivityDetail Report has the following parameters: NOTES: You can only select one Program at a time for this report. Only one date can be selected. It can be entered via the calendar popup. Sample Report: Display DailySwipeActivityDetail Report for the COSTestAgency2 Emergency Shelter Program on 1/7/2014. Set the following parameters: Click the Set Parameters button to display the report. Page 18

21 MANAGEMENT REPORT INSTRUCTIONS: CO-504_ProvidedService Report This custom report allows you to report on a service provided by your Agency to Program clients during a selected date range. Once the program, service and date range are selected, you can select from four different Report Types: All Clients (with and without Service) Clients with Service Clients without Service Clients with All Service Listings The first report [All clients (with and without Service)] will list all clients in the Program whether or not they have received the service during the date range and will indicate those clients who received the service. The next two reports list ONLY the clients who either received the selected service or did NOT receive the selected service. The first three Report Types have only one listing for the client to indicate whether or not the client received the service. The last report [Clients with All Service Listings] will list all instances of the selected service for the client within the date range. For example, if a client received three Case Management Services during the date range, all three will be listed in the Clients with All Service Listings report. Using the CO-504_ProvidedService Report: 1. Click the Report Role/Button at the bottom of the Navigation Pane. 2. On the Management Report Inventory page, select Category = All and click the Search button. 3. Scroll through the alphabetical listing of the Management Reports (and use the page numbers or arrows at the bottom to move from page to page) until you locate the CO- 504_ProvidedService report. 4. Click CO-504_ProvidedService to open a Preview Report TAB for the CO- 504_ProvidedService report. The parameters for the report will display at the top of the page. Page 19

22 5. Select your agency s name from the Agency dropdown. 6. Select the Program from the Program dropdown menu. 7. Select the Service from the Service dropdown menu. 8. Use the ServiceDate Range Start and ServiceDate Range End calendar popups to select the date range for your report. 9. Select the Report Type from the Report Type dropdown. Four different types of reports are available: 10. Select how you want the data sorted from the Sort By dropdown menu. Two options are available: 11. Click the Set Parameters button to display the report. 12. The top of the report will display the parameters selected as well as the Total Client count matching the parameters. 13. The report will display the following fields: Identifier, LastName, FirstName, SSN, DateOfBirth, Gender, HeadOfHouseHold, FamilyID, FamilyType, RelationStatus, Program, ProgramDate, ProgramEndDate, Service, Service Provided. The Service Provided column will display: yes or no. If the Service was provided, the name of the Service will also be listed under the Service column. NOTE: Use scroll bars and Page arrows to view whole report, if needed. Page 20

23 14. To export the report to Excel a. Click the Export to Excel button in the Preview Report ToolBar. b. Click Save. c. Name the file appropriately and save it to your desktop or the location of your choice. d. Click Open, click Enable Editing and review the report in Excel. Page 21

24 PHOTO RESIZING USING MICROSOFT PAINT Digital photos taken with high resolution cameras may be large files. Because AdSysTech Documents are limited to 1 MB in size, the best thing to do is to change your digital camera settings to a lower resolution BEFORE you take client photos. However, if you have already taken photos and need to reduce the file size so that they can be uploaded and used in AdSysTech, Microsoft Paint can be used to reduce the file size. View Photo Size To view the size of a digital photo, right click on the image icon and select properties. Under the General Tab you will see Size: In this case, the selected image is 3.55 MB. If we need to upload this image to AdSysTech Documents, we will need to resize it to reduce the file size. Click the X to close the Properties display. Locating Microsoft Paint Microsoft Paint is a drawing tool that comes with the Microsoft Operating System. If you cannot locate it under your programs, do a search for mspaint.exe and then add a shortcut to your desktop. Resize Photo using Paint 1. Open Paint 2. Select File Open Page 22

25 3. Navigate to the photo you want to resize and select it. 4. The photo will open in Paint. NOTE: If the file is large, you may only see the upper left corner of the image. 5. Click the Resize tool in the toolbar. (Resize is highlighted in the red rectangle above.) 6. The Resize and Skew window will open. NOTE: You can resize by either Percentage or Pixels. Be sure to keep the checkmark beside Maintain aspect ratio. 7. Depending on the size of your original image, you may need to reduce the file to 25% or less. A good indicator that your file is small enough is that you can to view the whole image in the Paint window. The sample below was reduced to 25% of the original. Page 23

26 8. NOTE: Even though you Resize, the original Size of the photo will still display until after you Save the altered file. (See sample above.) 9. Select File Save As 10. Navigate to the location where you want to save the image. 11. IMPORTANT: Rename the File. Suggestion: add SM (for small) to the current filename. 12. To view the new size, Open the file you just saved. The new file size will appear at the bottom of the screen. (See sample below which is now well below the 1MB limit for files to be uploaded to the AdSysTech Documents page. NOTE: You may want to resize large images down to 15% or 10% to create even smaller file sizes. When you are done resizing, upload the new smaller file version via the Documents page. Follow the steps on Page 3 of the Swipe Card Manual. Page 24