Income Snapshot 2010 Visions Conference July 27, 2010

1. Income Snapshot2010 Visions ConferenceJuly 27, 2010

2. Income Snapshot (2:45 to 4:00 pm Session) Session Overview Where It Fits Within MIS What is the Snapshot? Correcting a Snapshot Exit and additional Snapshots Questions & Answers Session Outline:

3. Session Overview Session Goals: This session will cover the process of changing a Client Income Snapshot and the different ways to accomplish it. Importance: Since funders want to know Client situations at their time of Program Entry, it is critical to capture that information and keep it intact. Even if a Client’s situation changes, the reports need to reflect their situation at the time of entry. Each Program Entry record needs it’s own set of information, separate from other entry records, so it can be reported correctly.

4. Income Snapshot Process Overview Where It Fits Within Visions

5. Income Snapshots What IS an Income Snapshot? Why is it important? Can the snapshot be changed? Other uses for the snapshot

6. What IS an Income Snapshot? • At Program Entry, a snapshot is taken of the Client’s situation, including – • Income • Demographics • Household members • The Snapshot is taken automatically • Snapshot remains the same for the duration of their time in the Program

7. Snapshot - take 2 If a Client’s Central Intake record changes during their time in your Program, the Snapshot will NOT change If a Client is entered into an additional Program, a NEW Snapshot is taken for that Program – each Program has its own Snapshot

8. Who is included in a Snapshot? Program Setup page, Details popup, FOCUS CODE determines WHO appears in Snapshot

9. Who is included in Snapshot edit? Program Setup page, Details popup, AUTO CREATE MODE determines who is entered into a Program AND whose Snapshot will change with a Reset or Edit

10. Why is it important? Funders want to know the Client’s situation when they entered the Program A Client’s situation may change while in the Program, but Funders want to know their situation at the time of Program Entry

11. What does it mean for the User? • A Client’s information must be complete before entering into Program • Household members • Demographics • Income • Making changes in Central Intake AFTER enrollment will NOT change the Snapshot • Snapshot data is what is reported on Client Demographic Report and many other reports

12. What about Returning Clients? If a Client is already in the system, you need to check the Central Intake data before entering the Client into your Program Make any changes in household members, income and demographics before entering the Client into a Program

13. Can you correct a Snapshot? Users don’t have to do anything to the snapshot unless making a correction! What if a mistake is made and income or demographics was entered incorrectly? Snapshot can be reset to match what is now in Central Intake or changes can be made to the Snapshot itself

14. Correct a Snapshot 1 • Make changes in Central Intake first – • Add HH members • Edit Income • Edit Demographics • Click EDIT INCOME on Entry page • RESET the Snapshot in Program Entry – • Resets the income and demographic information to match current Central Intake 2 RESET removes all existing snapshots

15. Correct a Snapshot – take 2 If multiple members of a Family or Household are entered into a Program, RESET will cause Select HH Members popup window to appear Changing a Snapshot changes it for all members of the HH/Family – if they were entered together

16. Correct a Snapshot - take 3 1 Change the Snapshot – Click EDIT INCOME Select Client in Grid Make changes to existing income record OR Click NEW to add additional income record Click DEMOGRAPHICS to change demographic information 2 4 3 5 Remember that changing the Snapshot will NOT change Central Intake information

17. Additional Snapshot Facts • If you need to add HH members or change a DOB, that MUST be done in Central Intake first, then use the RESET button in the Snapshot itself • Clicking the RESET button erases all additional Snapshots! • The ONLY time RESET should be used is to make a correction; changes in a Client situation should not be reflected in the Program Entry Snapshot • If a Client enters and exits a Program, then enters it again, he will get a NEW Snapshot starting with #1 of 1 • Only HH/Family members entered into the Program will have a Snapshot, but they may be part of the other members’ Snapshot

18. Exit Snapshot • When Client Exits a Program, an Exit Snapshot is automatically created • It will be numbered 2 of 2 • If Income was changed in Central Intake, it will automatically show here • If Income was not changed in CI, it can be edited here • Change existing record • Use NEW for new record • Use SAVE to save • Make sure to edit each member of family/HH 1 Remember to change to the correct Snapshot before making any changes in it!

19. Exit Snapshot – take 2 BEGIN EXITING CLIENT OUT OF PROGRAM button will cause Select HH Members popup to appear Income Snapshot 2 0f 2 will be created for all HH Members selected Remember Exit Questions still need to be answered for each Adult HH member 1 Remember to change to the correct Snapshot before making any changes in it!

20. Other uses for the Snapshot • Track changes in Client income by creating multiple Snapshots • Each Snapshot will capture current Central Intake situation, but may be changed • Each Snapshot is dated and numbered • The Date can be edited for each Snapshot • Snapshot will be created for each HH Member selected in the popup window

21. Adding a new Snapshot • Click the Snapshot button • This will change the numbers directly above (1 of 2, 2 of 2, etc.) • Make changes to existing record or create additional records • If Intake was changed, income will change here • Use NEW for new record • Use SAVE to save 2 1

22. Viewing the new Snapshot Change to another Snapshot using PREVIOUS and NEXT Number of Snapshot and Date will change 1 2

23. Questions & Answers