Questions & Problems

Questions & Problems • Webinar Technical Issues: • Morning Webinars: Khalilah at 734 994-8100 ext. 1553 • Members Only Access or Technical Issues: • Sybil via phone: 517 487-5426 ext. 103 • Sybil via email: sybil@arcmi.org • Members Only Data Issues: • Ann Arbor Office: 734 994-8100 ext. 1590 • Kay via phone: 734 994-8100 ext. 1554 • Kay via email: kmoler@arcmi.org

Running a Service Log Michigan Alliance for Families May 24, 2011

When to Run a Service Log for Yourself • Please run a Service Log for yourself to check the data you have entered for the month. This should be completed and corrections made by the 10th of every month. • Run a service log to help you write your report for the SDC meeting. Remember to also get data from your Encounter Log for this report.

Members Only Service Log Click on Service Button in second row

Service Log • This brings up a Service Log for all staff entries for the last month.

To Run a Service Log for Yourself • Select a Date Range • Here we are selecting 04/01/2010 to 04/30/2010 to run an April Report to see if data needs to be cleaned up. You can do this by either typing the dates in or clicking on the calendar button (12) and clicking on the correct dates. • Note: For your SDC Report you would want to run it for three months. 6

2. Click on the small box beside the “Select Staff”

3. This will open the People Table

4. Type in Your Last Name and Press “Enter” or click on “OK” Here we are choosing “Brakhage” to run Jeanne’s report for April.

5. Double Click on Your Name Here we will double click on Jeanne’s name.

6. Jeanne’s Report for April 2010 You can see that Jeanne has 25 Records that she entered for the month of April. • You can see the Row with Service ID; Program; Date and Customer at the top of each column. • In the next row you will see the start of the consumers that Jeanne entered.

7. Stats Let’s look at Jeanne’s “Stats.” Click on “View Stats” to the left of the “25 Records Selected”

7.1 Stats Report • You can see the number of Services and Types that Jeanne did: • 1 there is no “Service” or “Type” • 17 MAF I & R • 6 MAF MDE Advocacy Referrals • 1 MAF Outreach

8. Back to the Service Log • Now click on “View Log” to go back to the Service Logs

9. Sorting Service Logs You will once again see the List of all the consumers entered in – again we’ll look at Jeanne’s for April. • You can sort this list by column. And you can sort each column ascending or descending. • To check your data each month, you should sort the “Program” column Ascending.

10. Sorting Service Logs by Program Column This is what Jeanne’s data looks like sorted by “Program-Ascending” • You can see that on the first “Customer – Moler, Kay”: • the “Program” Cell is empty • there is also no “Topic” OR Description of the Service under the Customer’s Name. • these are all things that need to be corrected

11. Correcting a Service Log cont. How do you correct these? We will run a new Service Log for Kay in March-April 2011 NOTE that Program (MAF) and Type [of Service] I & R show up in the “Program” Column. • When you hover over a Customer’s Name with your cursor, it turns BLUE. • This means that you can double click on it and open that Service Log.

11a. Correcting a Service Log • You have now opened the Service Log for Anne Moler • Click on “Edit” in upper left to make changes

11b. Correcting a Service Log cont. • You can now make needed corrections. [Note that the fields are turquoise – they can be edited]

11c. Correcting a Service Log: Right Column Let’s start with the Right Hand Column which MUST BE FILLED IN FOR IT TO SHOW UP IN A QUERY (DONE MONTHLY TO SEND TO WSU AND THROUGHOUT THE YEAR TO RUN FOR VARIOUS DATA FOR LOCAL, STATE AND FEDERAL REPORTS!) • Right Column • Be sure and fill in Date, County, Program, Type, Subtype and Means of Contact.

11d. Correcting a Service Log: Child Tab NOW WE WILL MOVE TO THE FIRST TAB AND FIX THE “CHILD/STUDENT” TAB, WHICH SHOULD BE ON EVERY SERVICE LOG THAT INVOLVES A CHILD. • By right clicking on the yellow box, it takes us to the Person Table and Anne Moler, Kay’s daughter, is found. We double click on her name and her information is automatically entered in. • We click on the turquoise box that says the “Consumer is in the Contact’s Household” • We enter the correct “Fund Source”

11e. Correcting a Service Log: Description • Now we will go to the Second Tab or the “Description” Tab • You can see that “TOPIC(S)” already shows up. THIS IS BECAUSE WSU WOULD LIKE US TO PUT DOWN THE SPECIFIC TOPIC WE DISCUSSED DURING THIS PARTICULAR SERVICE.

11f. Correcting a Service Log: Description cont. • We add “TOPICS” we talked about and a description of the Service we provided.

11g. Correcting a Service Log: Referrals • Any referrals are put under “Referrals” – the 5th tab. • Put Date in first. • Then right click on yellow box under “Agency ID” to connect to the organization. • Double click on the Agency • Choose Purpose from drop down box • Note: Anne was not referred to MSEMP or to a local MDE Advocate for advocacy. These are the most important referrals to put in.

SAVE YOUR CHANGES! • MAKE SURE YOU SAVE YOUR CHANGES!!!!! UPPER LEFT CORNER • Boxes will turn white.

Check Your Changes • CLOSE THE SERVICE FORM DOWN. IT LOOKS LIKE NO CHANGES WERE MADE BUT DON’T PANIC. We are going to go back to Jeanne’s April 2010 Service log we first sorted. We have made changes to the Service Log for Kay. • CLICK “Apply” to the Right of the “Date Range”

Check Your Changes cont • This is what you see. Then resort “Program-Ascending” again.

Check Your Changes cont. • You will see the corrections on the second Customer.

Check Your Changes cont • You see now that the needed information is now in the Service Log. • MAF (PROGRAM) – REMEMBER THIS LOG WOULD NOT SHOW UP IN THE QUERY IF MAF WAS NOT THERE! • I&R (SERVICE) • TOPIC(S) – REMEMBER WSU NEEDS THIS AND THE DATA MANAGER MUST ADD IT WHEN IT IS QUERIED IF IT IS NOT THERE. • Service Description • We also know that we put the “Child/Student” in and the “Outcomes” or “Referrals”

NOTES • PLEASE NOTE: • THE AMOUNT OF INFORMATION THAT IS SHOWN UNDER THE CUSTOMER = THE SAME AMOUNT OF INFORMATION THAT IS QUERIED FOR THE WSU REPORT. A BIT MAY BE ADDED TO FINISH A SENTENCE. • YOU CAN ADD AS MUCH INFORMATION IN THIS NOTE BOX AS YOU WANT BEYOND THIS. IT IS TOTALLY UP TO YOU. • PLEASE DO NOT PUT IDENTIFYING INFORMATION IN THE SERVICE DESCRIPTION. IF THE PARENT DOES NOT AGREE TO PARTICIPATE IN THE WSU SURVEY, ALL IDENTIFYING INFORMATION MUST BE REMOVED.

Deleting a Service Log • If you need to Delete Service Log: • Open the Service Log you want to delete by putting the cursor over it so it turns BLUE and then double click on it. • Click on Delete to the Right of Edit.

Deleting a Service Log cont. • You will get a warning • Click “OK” if you want to delete it.

Checking for a Deleted Service Log • You will then have to click on “Apply” to the Right of the Date Range. • The Customer Log is now gone and Jeanne is back to 24 Records.

SDC & Service Log Remember: You can run your Service Log to get statistics for a Report such as the SDC Report for your Director. Just remember to add all the entries in your Encounter Log too!

CALL or Email: • Call Jeanne, Khalilah, or Emilie at the Ann Arbor Office • Email info@michiganallianceforfamilies.org

THANK YOU FOR ALL YOUR HARD WORK!

Questions & Problems