Welcome Parent to Parent. Database

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1 Welcome Parent to Parent Database

2 Table of Contents Login 3 Data Entry 4 New Pre-Record 4 New Record 8 Data Entry 20 New Supporter 20 New Outreach Event 32 Queues 33 Web & Errors 33 Pre-Record Queue 36 Supporter Updates Queues 39 Pending Connections 41 Search 44 Resource Groups 46 Outreach Search 48 Parent Mailing List 50

3 Login Main Regional Coordinator Homepage 3

4 Data Entry New Pre-Record Intakes with minimal information Step 1: To begin click on the New Pre-Record link located in the upper left hand corner. Step 2: Complete the Pre-Record Form. All fields marked with an asterisk (*) are required. 4

5 Step 3: Click the Submit button in the lower right hand corner. Step 4: Note the success message in green, on the top of your screen. Please confirm that the record is now on the list. Step 5: Click on Open Activity Log [opens in a new tab or window] to log today s activity with this parent. 5

6 Step 6: To begin, click Add Activity in the lower right hand corner. Step 7: Fill out the form based on your conversation with the parent. Since this is a prerecord, the first activity type should be inquiry. Step 8: Click Add Activity once you complete the form. 6

7 Step 9: Note the confirmation message in green at the top of your screen and confirm that the activity is now on the list. Step 10: Once you have finished entering activity, close out of this window. 7

8 New Record Full intakes for which all information, both parent and child, can be completed. Step 1: Click on New Record located on the upper left hand corner. Step 2: Complete the New Record Form. All fields marked with an asterisk (*) are required. This is an extensive form. Be sure to scroll down through the form. 8

9 Step 3: Click the Submit button located in the lower right hand corner. Step 4: Note the success message in green, on the top of your screen. This page is the Parent Profile Page. Step 5: If the information is incorrect click on Edit Parent button to edit the record. After updating the information click on the Update Parent button. Step 6: To add a child click on Add a Child button at the botton of your screen to add another child. 9

10 Step 7: Scroll to the bottom of the form and complete the child information and click the Submit button. Step 8: Click on the name of the dependent to view profile. Scroll to the bottom of the page to view the dependents information. 10

11 Step 9: Begin by confirming the child s information, located on the left side is correct. If not click Edit Child. Followed by Update Child. Step 10: Click on Edit Demographics located on the right side of your screen. Step 11: Complete the Demographic form. Click Update Demographic when complete. Please note the Demographics Updated confirmation in green. 11

12 Step 12: Click on Conditions and Needs button to update conditions and needs. Step 13: To add a condition, select a category and then a condition. Then click Add condition. Step 14: To add a need, select a category and then a need. Then click Add need. Step 15: To remove a condition or a need, click on Delete next to the appropriate condition or need. 12

13 Step 16: Click on the Function button to edit the child s function levels. Step 17: Select the Function Level from the drop down menu for each category. Click the Add Function Level button for each individual category. Note the levels selected in step 17 have been added to the Identified Child Function Levels list. To delete any of the function levels click on Delete. Step 18: Click on the Match button, to find a match for the parent. Step 19: 13

14 Step 20: Fill out the Match search form with any criteria you wish to search by. Click the Find Parents button when complete. Step 21: Scroll to the bottom of the page to review the search results. Step 22: To view more information on a certain family click on the View Profile button. This profile will open in a new window. 14

15 Step 23: If you wish to connect with this family click the Connect button. Step 24: Scroll up to the Identified Connections to Peer Supporters to ensure a successful connection. Click on Match Activities button to record or review activities between the Peer Supporter and the family. This will open in a new window. Step 25: Step 26: Click on the Add Activity button to submit and new activity. 15

16 Step 27: Complete the form, if you wish to add a Survey check the Attached a Survey box and click Add Activity. (If you did not check Attached a Survey please go down to step 29 ). Step 28: Complete the Survrey form and click Add Survey. After clicking Add Survery please wait for the window to redirect you to the Match Log screen. You may close the window after you see the Match Log screen. 16

17 Step 29: Note the confirmation message in green on the top of your screen. When you are finished with your Match Log page, you may close the window. Click on Resources. Step 30: Step 31: Fill in the search criteria to find resources match. After completing the form click on Find Resources Groups to find matching resources groups. 17

18 Step 32: Scroll to the bottom of the page to review the search results. To view more information on the organization click on the View Profile button. This profile will open in a new window. Step 33: If you wish to connect with this organization click the Connect button. Step 34: Step 35: Scroll up to the Identified Connections to Resource to ensure a successful connection. Step 36: Click on Resource Activities button to record or review activities between the organization and the family. This will open in a new window. 18

19 Step 37: Click on the Add Activity button to submit and new activity. Step 38: Complete the form click Add Activity. Step 39: Note the confirmation message in green on the top of your screen. You may now close this window. 19

20 Data Entry New Supporter Full intake of a supporter if they are not already a parent in the system. Step 1: To begin click on the New Supporter link located in the upper left hand corner. Step 2: Complete the Peer Supporter Record Form. All fields marked with an asterisk (*) are required. 20

21 Data Entry (cont.) Step 3: Click the Submit button in the lower right hand corner. Step 4: Note the success message in green, on the top of your screen. Please confirm that the record is now added. Step 5: If the information is incorrect click on Edit Supporter button to edit the record. After updating the information click on the Submit button. To update the information. Step 6: To add a child click on Add a Child button at the botton of your screen to add another child. 21

22 Step 7: Scroll to the bottom of the form and complete the child information and click the Submit button. Step 8: Click on the name of the dependent to view profile. Scroll to the bottom of the page to view the dependents information. Step 9: Begin by confirming the child s information, located on the left side is correct. If not click Edit Child. Followed by Update Child. 22

23 Step 10: Click on Edit Demographics located on the right side of your screen. Step 11: Complete the Demographic form. Click Update Demographic when complete. Please note the Demographics Updated confirmation in green. 23

24 Step 12: Click on Conditions and Needs button to update conditions and needs. Step 13: To add a condition, select a category and then a condition. Then click Add condition. Step 14: To add a need, select a category and then a need. Then click Add need. Step 15: To remove a condition or a need, click on Delete next to the appropriate condition or need under the Identified Conditions or Identified Needs. 24

25 Step 16: Click on the Function button to edit the child s function levels. Step 17: Select the Function Level from the drop down menu for each category. Click the Add Function Level button for each individual category. Note the levels selected in step 17 have been added to the Identified Child Function Levels list. To delete any of the function levels click on Delete. A color indication means it is an abnormal function. Step 18: Step 19: Click on the Match button, to find a match for the parent. 25

26 Step 20: Fill out the Match search form with any criteria you wish to search by. Click the Find Parents button when complete. Step 21: Scroll to the bottom of the page to review the search results. Step 22: To view more information on a certain family click on the View Profile button. This profile will open in a new window. 26

27 Step 23: If you wish to connect with this family click the Connect button. Step 24: Scroll up to the Identified Connections to Peer Supporters to ensure a successful connection. Click on Match Activities button to record or review activities between the Peer Supporter and the family. This will open in a new window. Step 25: Step 26: Click on the Add Activity button to submit and new activity. 27

28 Step 27: Complete the form, if you wish to add a Survey check the Attached a Survey box and click Add Activity. (If you did not check Attached a Survey please go down to step 29 ). Step 28: Complete the Survrey form and click Add Survey. After clicking Add Survery please wait for the window to redirect you to the Match Log screen. You may close the window after you see the Match Log screen. 28

29 Step 29: Note the confirmation message in green on the top of your screen. When you are finished with your Match Log page, you may close the window. Click on Resources. Step 30: Step 31: Fill in the search criteria to find resources match. After completing the form click on Find Resources Groups to find matching resources groups. 29

30 Step 32: Scroll to the bottom of the page to review the search results. To view more information on the organization click on the View Profile button. This profile will open in a new window. Step 33: If you wish to connect with this organization click the Connect button. Step 34: Step 35: Scroll up to the Identified Connections to Resource to ensure a successful connection. Step 36: Click on Resource Activities button to record or review activities between the organization and the family. This will open in a new window. 30

31 Step 37: Click on the Add Activity button to submit and new activity. Step 38: Complete the form click Add Activity. Step 39: Note the confirmation message in green on the top of your screen. You may now close this window. 31

32 New Outreach Event Outreach Event intake. Step 1: Click on New Outreach Event on the upper left hand corner. Step 2: Fill out the form. Click on Submit at the bottom of the screen once completed. After you click Submit, the window will get redirected to the Add Outreach Event form. 32

33 Queues Web & Errors Will give you the record status Step 1: Click on Web & Error button located on the left side of your screen under Queues. Step 2: Click on Urgent->Web Step 3: Note the people listed. 33

34 Step 4: Click on Open Acitivty Log to see the Activity Log for the appropriate person. Or click on Open Record to view and edit Record. Step 5: Click on Waiting -> Web to review web intakes. Step 6: Note the people listed. Click on Open Acitivty Log to see the Activity Log for the appropriate person. Or click on Open Record to view and edit Record. Step 7: 34

35 Step 8: Click on Parent -> Errors to fix a parent or supporter profile that has an error. Step 9: Note the people listed. Click on Open Acitivty Log to see the Activity Log for the appropriate person. Or click on Open Record to view and edit Record. Step 10: Step 11: Fix profile based on admin s note outlined at the top of the page 35

36 Pre-Record Queue Queue for displaying pre-record that you have entered or have been assigned to you for completion. Step 1: Click on Pre-Records button located on the left side of your screen under Queues. Step 2: Review all pre-records. Step 3: Click on Open Activiy Log to view pervious entries or add new ones. 36

37 Step 4: To add a new Activity, click Add Activity in the lower right hand corner. Step 5: Fill out the form based on your conversation with the parent. Since this is a prerecord, the first activity type should be inquiry. Step 6: Click Add Activity once you complete the form. 37

38 Step 7: Click on Open as New Record if pre-record is a parent. Step 8: Click on Open as Supporter if prerecord is a supporter. Step 9: Click on Close Record if criteria has been meet to close it. 38

39 Supporter Updates Queues Supporter records that are due for update. Step 1: Click on Supporter Updates button located on the left side of your screen under Queues. Step 2: Review all Peer Supporter Updates 39

40 Step 3: Click on View Profile next to the corresponding record to update the supporter. A new window will open. Step 4: Make the appropiate updates to the Peer Supporter. 40

41 Pending Connections Parent record that started a connection to a supporter, which have not yet reached a successful or unsuccesful status. Click on Pending Connections button located on the left side of your screen under Queues. Step 1: Step 2: Review all Pending Connections. Click on View Activities to see the Parent Activity log and the Match Activity Log. Step 3: Step 4: Click on Add Activiy to add a new activity. 41

42 Step 5: Complete the form, if you wish to add a Survey check the Attached a Survey box and click Add Activity. (If you did not check Attached a Survey please go down to step 29 ). Step 6: Complete the Survrey form and click Add Survey. After clicking Add Survery please wait for the window to redirect you to the Match Log screen. You may close the window after you see the Match Log screen. 42

43 Step 7: Note the confirmation message in green on the top of your screen. When you are finished with adding Activities, you may close the window. 43

44 Search Parents Used to search for a parent or a supporter using one or multiple search filters. Step 1: To begin click on Parents link located in the left hand corner of your screen under Search. Step 2: Enter relevant information and select filters to narrow your search results. Click on Find Parent to show the search results based on your selection in Step 2. Step 3: 44

45 Step 4: Review all the search results. Click on View Profile to see detail information about the Parent, which will help you determine whether they are the best match based on your search filters. Step 5: 45

46 Resource Groups Used to search for resource groups in the system using one or multiple search filters. Step 1: To begin click on Resource Groups link located in the left hand corner of your screen under Search. Step 2: Enter relevant information and select filters to narrow your search results. Click on Find Resource Group to show the search results based on your selection in Step 2. Step 3: 46

47 Step 4: Review all the search results. Click on View Profile to see detail information about the Recource Groups, which will help you determine whether they are the best match based on your search filters. Step 5: 47

48 Outreach Search Used to search for an outreach event using one or multiple search filters. Step 1: To begin click on Outreach Search link located in the left hand corner of your screen under Search. Step 2: Enter relevant information and select filters to narrow your search results. Click on Find Outreach Events to show the search results based on your selection in Step 2. Step 3: 48

49 Step 4: Review all the search results. Click on View to see detail information about the Outreach Event, which will help you determine whether they are the best match based on your search filters. Step 5: 49

50 Parent Mailing List Used to build a mailing list for parents or supporters using search filters. Results are provided in Excel format. Step 1: To begin click on Parent Mailing List link located in the left hand corner of your screen under Search. Step 2: Enter relevant information and select filters to narrow your search results. Click on Export to Excel to download the Excel file with the search results based on your selection in Step 2. Step 3: Step 4: Note clicking on Export to Excel button in Step 3 will bring up a prompt to save the Excel file. Please select the location you prefer on your computer and then click save. 50

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