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Conference Administrators must log into the application just like a non-administrator user. 

 

Conference administrators can:

• Set Conference options

• Maintain User Roles

• Maintain Documents

• Maintain Zip Codes

• Reset User Passwords

Click the Conference Page in the Task Pane and select your conference.

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Required fields are Case Intake, and Case Assignment. Define which role your conference uses to perform case intake and to assign case workers.

Case Intake: Select Intake Person Performs Intake or Case Worker performs Intake.

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Intake can assign. 

If this box is checked then whichever role performs intake will be able to assign case workers regardless of their roles. If it is not checked then whichever role is chosen for case assignment will be the only one who can assign case workers.

 

These options should be decided by your conference and will depend upon how you want your conference to handle cases. Your job as administrator is to set up these options in accordance with your conference guidelines. Refer to Conference Page Settings for more detailed information.

Note: If your conference is already running successfully with Case Intake/Case Assignment options already set you need not make any changes. 

             

Notification Expiration at the bottom of the conference page indicates how many days your conference wants to process notifications, such as check request notifications for the Treasurer, to remain on your message board. These notifications will disappear after the number of days specified in Notification Expiration if not viewed before then.

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Conference administrator’s job is to assign roles to conference members. Most members will have a role in your conference and you need to assign them to that role. You must also make them a conference member. As a conference administrator stress the importance of having all members who have roles other than just conference member go to My Profile and make sure all their personal information, especially their email address, is correct.  If a person is no longer a conference member you may remove that person from your conference by removing him from all conference roles the conference member  was assigned. If the conference member will remain a conference member but not have any role(s) you may just remove that conference member from the role(s).

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Month-End Closing Instructions

  STEP 1: Prepare

 

1. Have your bank statement available

2. Log in to CMS and select your Conference

3. Click the “Check Register” button

4. Select the month you are closing (current month gets displayed automatically)

5. Enter “other” debits/credits (i.e. bank fees) into the register that appear on your bank statement that have not been entered into the check register

6. Balance the check register “Financial Statement Balance” with your check book balance If you are out-of-balance, STOP!!! Do not go any further until the 2 amounts agree

7. Click the “Recalculate” button

8. Click on the “Number” column to sort your register in the same order as your bank statement check numbers

STEP 2: Reconcile

1. Click “Reconcile” to see all items in your register

2. Check the box next to the item(s) in the “Clear” column that you want to reconcile with your bank statement

3. Click the “Clear Selected Transactions” button – the items you checked will disappear from your view and you will only see un-cleared transactions remaining

4. Confirm that any remaining, un-cleared transactions do not appear on your bank statement. If so, repeat step 2

5. Compare bank statement totals To CMS check register totals (on left side of register):

                  Bank Statement Credits            To               CMS Deposits/Credits

                  Bank Statement Debits              To                CMS Amount of Withdrawals/Debits

Bank Statement Ending                 To           CMS Statement Ending Balance Balance

 

 

Month-End Closing Instructions

Step 3: Publish   (PDF the reports in the exact sequence listed below)

1. Financial Report - “Preview” and “Print”: Click on red/white back button 3x to access

   1. Go back to your conference profile screen and click “Financial Reporting” button

   2. Select the month you are closing

   3. Click “Edit” on the task pane

   4. Click “Recalculate” button

   5. Click “Preview” button and Print report. Verify report for accuracy:

   6. Verify that all the category amounts and totals on the report are correct

   7. Verify that the Financial Statement Balance is the same as the check register’s Financial    Statement Balance

2. Click on red/white back button 4x and then click on Check Register for 3 & 4 below

3. Check Register Print:

   1. Click the “Print” button. Verify report for accuracy

   2. Save .PDF report to your hard drive so you can send to President for approval (to be forward     to District Treasurer). Click red/white back button 1x

4. Outstanding Checks Print:

   1. Click the “Outstanding Checks” button. Print & Verify report for accuracy

   2. Save .PDF report to your hard drive so you can send to President for approval (to be forward to     District Treasurer) and then click red/white back button 2x

5. Verify that the Financial Statement Balance is the same on ALL 3 reports

6. Once you have verified that ALL reports are correct, “Publish” the Financial Report: a. Repeat 1a thru 1c

   1. Save .PDF report to your hard drive so you can send to President for approval (to be forward to

      District Treasurer)

1. Click “Publish” to add report to your conference reports folder

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Introduction                                                                                                  

Treasurers can manage their Assistance and Expense Payments, Deposits, Check Clearing,  Transaction Voiding, Adjusting Entries, Bank Statement Reconciliation, Monthly Cash Statement Closing and Monthly Financial Reporting – all within CMS.

Payments

Assistance payment requests are presented by Case Workers via notifications  within the Treasurer's  Message Center.   Assistance payments take the form of check requests and are listed in the Treasurer's Check Request work list.   Assistance check requests presented in the work list display for the current or “open” month.

Treasurer's  have the authority to change the financial transaction type of a Case Worker presented Assistance payment request prior to approval.  A Treasurer may deny an Assistance payment request.  Expense, payments to the Council or payments to other Conferences (non Assistance) can also be created and recorded by the Treasurer.

Deposits

Cash and Checks can be deposited and classified by the Treasurer within the Check Register.

Reporting

A Conference's Check Register (CR) has two reports : Summary and Outstanding.   The Summary CR Reports list all transactions both cleared and outstanding for a given month.  Outstanding CR items are listed in a separate report.  Both reports are invoked by labeled [button] and can be saved as PDF files.

Main Navigation Screens                                                                            

Treasurer's utilize two screen to perform their work.   Upon log in a Treasurer  screen that appears to the Treasurer upon log in is their default View Pane.  The Conference  authorizing the Treasurer to perform his or her role has a Main Page that provides access to financial and reporting functionality.   

View Pane

Upon log in, the Treasurers will be presented with a View Pane that contain a Message grid and Options list.   See Figure 1. below.  Messages (1)  notify the Treasurer of recent payment requests from Case Workers.  These messages remain within the list until the Conference expiration setting automatically removes them.  A Treasurer can click on any item within the Message list to process a transaction or review its status.

The Main Menu (2) presents the Options available to the Treasurer based on their individual Role assignments.  Roles assignments provide access to certain features in CMS.  For the typical Treasurer, at minimum, the Check Request option is provided giving access to a Conference's current month listing of payment (check) requests. Figure 4. in the next section depicts this list.

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Check Register

The Check Register maintains the Transaction list for all the financial items within a given month.   Seven balances are maintained and updated automatically as Transaction are entered, deleted, edited and classified (Cleared, Uncleared, Voided, etc.).  These cash (Bank Statement) and financial (Reporting) balances are :

1. Statement Beginning Balance – prior month's beginning cash balance

2. Amount of Deposits / Credits  –  current month's cleared deposits  

3. Amount of Withdraws / Debits –  current month's cleared checks 

4. Statement Ending Balance –  current month's ending cash balance

5. Outstanding Deposits  -  uncleared deposits

6. Outstanding Checks  -  uncleared checks

7. Financial Statement Balance -  D + E - F

Treasurers use these Balances A through D to perform monthly Bank Statement reconciliation.  Balance (D), the Statement Ending Balance is carried forward as (A) the Statement Beginning Balance for the subsequent month.

Balance (G),  the Financial Statement Balance, is used in conjunction with the preparation of the Monthly Financial Report.  This Balance is carried forward as the beginning balance for the subsequent month.

The cleared items (H) are denoted by a  “ √  “  check mark in the  | C | column. Note: client names in Figure 3 are masked in dark gray.

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Processing Payment Requests                                                                  

Check Request Messages

Treasurers can elect to view Check Request Messages and process (Approve, Deny) payments.   Click on a Message to view the payment status of a Request.  Remember : Request Message are removed from this list automatically based on a Conference's message expiration settings.

Three possible Forms will be presented based on the status of a Payment Request: 1.) Check Approval Form,  2.) Closed Transaction Form (Paid or Denied)  or  3.) Error Form – where Case Work subsequently may have effected the Request.  

The 1.) Check Approval Form is depicted in Figure 7 in the next Section.   A Closed    2.) Transaction Form   and  3.) Error Form  are presented below Figures 3. and  4.

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Check Request Approval

Approving or Denying a Payment Request is accomplished on the Check Request

Approval Form,  If the Requests is to be Approved, Treasurers are required enter the Check Number and Select the Delivery Method.   The Amount and Transaction Type default field values and be left alone or may be altered by the Treasurer.  Finalizing the Approval of the Request requires clicking on the [Approve]  button.

The [Deny] button statuses the Request as denied.  Case Work activities can be reviewed by the Treasurer prior to Approval or Denial by pressing the [Review Case] button.  A [Back] button performs the function of sending the Treasurer back to the  Check Request list (Figure 7).

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Clearing Transactions

Clearing an individual or group of transactions can be accomplished by using the

[Reconcile] button.   The [Reconcile] button is present in both the Check Register

(Figure 9)  and at the level of an individual transaction (Figure 10)

 

Figure 9.  Check Register | Reconcile Button

 

Figure 10.  Transaction | Reconciliation Button

Reconcile (clear) Transaction

Utilizing the [Reconcile] button causes the presentation of the Reconcile Current Month

Form (see Figure 11 below).   This Form facilitates the selection of transactions to be “marked” for clearing.  The left most column titled “Clear” presents check boxes that can be clicked on to display the  “ √  “  mark for  transactions that need to be cleared. The sequence to clear a transaction on this Form is (1) click on the Clear box and (2) press the  [Clear Selected Transaction]  button.

 

Figure 11.  Clear Selected Transaction |  Form & Button

The effect of clearing the transaction shows the “ √ “  in the updated Check Register.

 

Figure 12.  Check Register | Cleared Transaction 

Creating Checks, Deposits and Adjusting Entries                                   

A flexible and simple feature allows Treasurers to create deposit, check and adjusting entry items.

Create Transaction

To add a new Transaction to the current month's Check Register press the  [Add Transaction] button.

 

Figure 13.  Check Register

Once the [Add Transaction] button is invoked the Add Transaction Form is presented to the Treasurer (Figure 14).  The Type pull down list present a variety of transaction types to the Treasurer : all financial items related to assistance, credit and debit adjusting entries, various deposit types, manual and void check options.  Four additional fields require data entry : Payee, Date, Check Number and Amount.

 

Figure 14.  Add Transaction Form

Voiding Checks

Voiding a Check Request is done by selecting the item in the Check Registry and pressing the [Void] button on the Transaction Screen (Figure 16). Note: the Check intended for the Void action must be in Uncleared status..

 

Figure 15   Check Register 

Alternatively, the Type pull down selection list can be used to Void the Check.

 

Figure 16.  Transaction Screen | Void Button

Undo Void Check

To Undo a Voided Check Request, select the item in the Check Registry and press the [Undo Void] button on the Transaction Screen (Figure 18). Note:  Voided Checks appear as Cleared Transactions in the Check Register.

 

Figure 17.  Check Register List | Voided Check

 

Figure 18.  Undo Void Check |  Form

Adjusting or Deleting Deposits

To edit the Amount of a Deposit or to delete it entirely  click on the Deposit of interest in the Check Register. .

 

A Transaction Form for the Deposit will be presented.  Use the New Amount field to update the numeric value of the Deposit.  Press the [Update] button to change the existing Amount to the New Amount.   Deleting the Deposit within the Check Registry is accomplished by utilizing the [Delete] button.  Note : the Deposit must be Uncleared to delete it.   Use the  [Undo Clear] button to change the state of a cleared Deposit.

 

 

Figure 20.  Transaction |  Form

Check Register Reports

There are two reports within the Check Registry : All Transactions ( [Print ] )  and Outstanding Transactions ( [Outstanding Report].)  Each report outputs its tabular data into a PDF file viewable within CMS.  Downloading the viewable PDF is accomplished by right clicking on the image and selecting the Save File option.

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Closed Month Reporting

Select a previously closed month, quarter or year from the tabs in the Monthly Reporting Page.  A viewable PDF is presented in the View Pane (Figure 26).  This PDF can be downloaded by right clicking the file.

 

Figure 25.  Month List | Select Prior Month (October)

 

Figure 26.  Prior Month Report

Current Month Reporting

Treasurers can preview the current month's Financial Reporting by selected the month from the Monthly tab (Figure 27).

 

Figure 27.  Month List | Select Current Month (December)

For the current month's Financial Report a message will display in the View Pane: “The Monthly Report is not Ready Yet”.   Select the [Edit] button presented in the Task Pane (left of message) to proceed to the Prepare Report page.

 

Figure 28.  Current Month | Edit Button

The Prepare Report page presents 6 buttons and 3 tabs.  The buttons are defined as follows :  (1) [Back]    -  Return to Report View (previous page)                (2) [Save]    -  Save manually entered items :

1. [Recalculate] -  Recalculates the Report based on Check Registry data   

2. [Preview]   -  Preview of Report, Treasurer Only

3. [Publish]   -  Publishes Report to Authorized Viewers

4. [Ok]           -  Performs Validation and Save

Note :  An automatic recalculation is performed when either [Preview] or [Publish]  are used.

Tabs (3) representing Receipts, Financial Assistance and Expenses are present on the Prepare Report page.

Receipts

The Receipts tab (Figure 29 below)  lists all of the cash intake items for the current month.  These items are classified by their associated financial reporting line number. All of the values in the Receipts category are feed from the month's Check Register data.

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Getting Around in CMS – General Information

 

The CMS screen resembles tabs on a file folder. Once you log in, you see the SVDP CMS Main Screen which contains three sections.  

 

1. The Top Line Buttons for high level tasks such as Home which returns you to the screen shown below or Search to look for client. 

2. The Task Pane on the left lists folders primarily related to functions in the diocese/for your conference’s and district’s Administrators or Treasurers.  

3. The View Pane is the primary section of the screen which you will be working in.  It contains two sections.   A) Message Folder (top portion).  The messages are conference or case worker related.  For example, New Check Request messages take you to information related to a specific check request. 

B) Main Menu=> Options contained in the view pane list work specific tasks related to the conference member roles, i.e., case intake, case worker, case manager, treasurer, etc.

 

Main Menu=>Options=>lists tasks related to cases including Case Intake, Case Work (My Assigned Cases, Unassigned Cases for Case Manager Team, or Unassigned Cases for Case Worker).

       

Case Intake 

When a person contacts SVDP for assistance, the first step is to find out if this person is a prior client in the CMS system.  To do this, use Top Line Search to locate a client record.   Finding the Client – Use Top Line Search=>Click on Search

 

 

This brings up the list of Search categories in the View Pane=>click on Clients.

 

This brings up the Clients search criteria screen=>enter as much information as possible to increase the chances of locating the client.  CMS will retain the information you enter; you do not have to re-enter it.  If you are not sure of the spelling use % wild card (see Helpful Hints).  The most helpful criteria to enter is the last 4 or 5 digits of the social security number.  Scroll down using the scroll bar on the right side of the screen to locate additional criteria then =>click .  

 

If a client record is not returned, as shown below, this is most likely a new client.  If a client record is not

 

         

New Client 

   takes you to Case Intake screen=> “Client Profile” Tab where you continue to enter

additional personal client information that you did not enter into the search criteria.  You will note that information you did enter has been retained. The section within the client record contains header tabs such as Profile, Household, etc.  The information is divided into sections within the “window.” Within each “window” there might be information not shown on the screen.  To access additional information within each tab, use the scroll bar located on the right hand of the section.  When you have completed the Client Profile, click

 to go to Client Identification Tab.

         

Once you are on the Client Identification Tab, use the  button to proceed to the next tab, and the

 button to return to the preceding tab. Also, the Client Profile Tab is now “Hot” which means that

you can “Tab Hop” back to the Client Profile Tab throughout Client Intake and make changes to the profile.   You are now at the “Client Identification” Tab.  

 

If any clients in CMS have a degree of similarity to the client you entered, the Client Identification Tab will list those clients  along with the level of similarity and the type such as DOB (date of birth).  If any of the clients might be the same client, click on the client name which takes you to the Client Match Screen. (That is described in Existing Client-Client Identification) 

If none of the clients listed match your client, click  to proceed to the “Household” Tab.  

 

From this point, CMS Case Intake tab flows in the same sequence for New and Existing Clients.  Proceed to page 9 to continue with instructions for Household Tab through Submitted Tab.

 

 

 

If a client profile record is returned (as shown below), click anywhere on the line with the most likely client.  

 

 

 

         

Existing Client 

This will bring up the existing client profile screen.  The screen below shows previous client information.  The information is divided into sections within the “window.”  If this is a client match, click on  to confirm that this existing client is the same client who is calling for assistance, and begin the case intake process.   Changes to the client profile are made after you are in Case Intake.

 

         

Once you are on the Case Intake screen, verify the pre-existing client information and update or make any changes needed.  Again, since people use different computers, monitors, etc. it is important to remember that your computer may show more or less of the screen than what is shown in the User Guide.  Scroll down using the scroll bar on the right side of the screen to locate additional information.

Once you have reviewed the information and made any necessary updates, click the  button to proceed to the “Household” Tab.  

 

         

 From this point in CMS the  button is used to proceed to the next tab, the  button is used to return to the preceding tab. 

If you updated the Client Profile, you will be taken to a matching screen to reverify the client match selection.  Often times the edited or additional data you enter will bring up more matching selections than found in your initial client search.  If any existing clients in CMS have varying degrees of similarity to the client you entered the names will be listed along with the similarity as shown below.  If any of the clients might be the same client, click on that client which takes you to the Client Match Screen.

 

If you selected a client that indicates a match to your client, the next screen will be titled “Review Client Match”.  Compare the information shown on the Current Match tab (from previous case).  Scroll down to

 

If you have not added or edited any data in the client profile CMS will take you straight to the Household tab.

Household Tab

Existing client: The Household Tab of an existing client will show the personal information of each known family member except the client whose information is on the Client Tab. There may be situations where an existing client has no other household members therefore no household members will be listed.   New Client:  Household member information can be added at this time.

 

Adding a Household Member – To add a Household Member the steps are:

1. Go to the first available line=> click field under First Name=> Enter first name.

2. Tab to Last Name=>enter last name (if identifying relationship such as grandson is desired, put it behind last name).

3. Tab to DOB (Date of birth).  Enter the date of birth using xx/xx/xxxx.  After entering all household members, you can generate the age calculation by clicking  .  Alternatively, you can skip DOB and tab to Age and enter that information and the update tab will automatically generate an approximate age using the current month and date but calculating the DOB year.

4. Tab to Gender (click down     to select from list).

5. Tab to Ethnicity (click down to select from list).

6. Tab to SSN (social security number) if known enter the last 4 or 5 digits of SSN. 

7. Tab again to proceed to a new line to add more household members.

8. Click  which populates the field to the right of             .  If a household member added is the

spouse (who is not listed in field next to Spouse), click              to obtain the list of household members.  Select the Spouse=>name populates the field next to               .  Result                .

1. Click the Next button to proceed to Request Details Tab.

 

Deleting Household Member – To delete a household member:

1. Click the radial button    next to household member to be deleted.

2. Click  to  remove the deleted household member from the list OR

3. Click to proceed to the Request Details tab. This will also delete the household member marked for deletion if you have not clicked on .

 

Request Details Tab

 

Request Details holds the information about the specific request for assistance.  The information entered here helps the caseworker or case manager determine how much in funds or assistance is needed and the urgency of the request.  For example, if the client has a forthcoming eviction or disconnect date, that information should be entered into the Comments field.

 

The Date and Time of the request defaults to the current date.  If the client call occurred on a different date, enter the date of the actual call using the xx/xx/xxxx date format.  That information shows the age of the request. 

 

After verifying or changing to the actual date, proceed to the column titled “Category”=>click drop down arrow=>select request category from list=>tab to Comment Column which is a free form text field=> enter information such as amount of request, disconnect date, etc. if applicable.  If you have additional item(s), Tab again to go to next line. Do this for each type of assistance requested.  When all assistance request items are listed, click

Other Agencies Tab

List any other agencies to whom the client applied within the past 12 months and the applicable information requested.

 Enter the Name of the agency=>tab to Amount and enter amount of assistance received=>tab to Date and enter the date in the date format xx/xx/xxxx=>enter the Purpose into this free form field.  When completed,  to proceed to the Eligibility Tab. 

 

 

Eligibility Tab  At the Eligibility Tab, you have the opportunity to decide if this client is eligible for assistance from SVDP.  

New Client – For a new client, there is no past assistance history which is identified in the instructions on the screen.  

 

         

Existing Client – For an existing client, the past history can be viewed in the Past Assistance section of the Case History accordion located at the bottom of the screen.  

 

Action if Client is Ineligible 

At this time, or at any time up to this point, if you decide this client is NOT eligible for assistance, click  which brings up the dialog box below.  If you want to cancel the case, click Yes and this will delete the case record you have created.  Otherwise, click No and proceed with case intake process.

 

  

 

Action if client is eligible for assistance

 

Note:  It is recommended that you make note of the Case Number.  Once you are on the  tab, you cannot return to this screen and the Client Case Number is not included on the Submitted Tab.

Click  to submit the case which brings up the dialog box with the message asking if you want to submit the case for case worker assignment.  Click “Yes” which brings you to the  tab.  

 

 

 

The screen for assignment of the case depends on your conference procedure.  Each conference’s CMS “configuration” determines the screen choices.  The case intake person can self-assign, or assign a case worker, case manager and/or secondary worker, or do no assignment.  If no assignment is done, the case will go to either “Unassigned Cases for Case Manager Team,” or to “Unassigned Cases for Case Worker,” again, depending on the conference’s procedures.  

 

                               There are four possible buttons that might appear when you assign the case.

                                                                

 

                               Accept button is used to self-assign the case to yourself/the case intake person.  

 Assign button is used by case intake person to assign to case worker, case manager or secondary worker.

       Done button is to send the case to the Unassigned Cases for Case Worker list.         OK button is used to send the case to the Case Manager Team.   

 

Scenario 1 - Case Intake person can Accept, Assign or leave case for Unassigned Cases for Case Worker

 

1. To self-assign the case, click , then click Yes on the dialogue box asking you to confirm the choice.

2. To assign a case to someone else, click on the drop down to obtain the selection list for the applicable role i.e., Case Worker, Case Manager, Secondary.   Once you make the selections, click       . 

3. To send the case to “Unassigned Cases for Case Worker” click

 

 

 Scenario 2 -  Case Intake Person Can Assign Case or Leave for Unassigned Cases for Case Worker 1.       To assign a case click on the drop down to obtain the selection list for the applicable role i.e., Case Worker, Case Manager, Secondary.   Once you make the selections, click               . 

          2.            To send the case to “Unassigned Cases for Case Worker” Click

Note:  If the case intake person selects a person in the Case Worker, Case Manager, Secondary  list, you must

, the case will go to the Unassigned Cases for Case Worker list.

 

 

Scenario 3 - Case Intake Sends Case to Case Manager Team

In this conference set up, the Case Manager Team assigns the cases.  When the case intake person 

clicks  the case is sent to the “Unassigned Cases for Case Manager Team.”  The case now will appear in the worklist “Unassigned Cases for Case Manager Team.”

 

         

Case Work – Finding Your Case

A caseworker locates a case to be worked on depending on the conference’s process:

1. A case can be assigned by a case manager team to a case worker.

2. A case can be assigned by the case intake person to a case worker.

3. A case can be self-assigned by a person who does both case intake and casework.

4. A case can be unassigned by the case intake person and “selected” by the case worker.

 

After logging into CMS (as detailed on pages 1 and 2) you see the CMS main screen which contains three sections.  Case managers and case workers go to the section Main Menu=>Options sections on the view panel to retrieve a case.  There are three options:

 

1) Case Managers click on the work list “Unassigned Cases for Case Manager Team.” 2) Case Workers click on “My Assigned Cases” to retrieve cases assigned to them. 

3) If you are in a conference where caseworkers select their cases, or your conference caseworkers are notified of a case to work in some way other than using the Case Manager Team approach, click on the “Unassigned Cases for Case Worker” list.

 

Note: The case selection work lists may be different based on the case assignment methods described above

 

Option 1: Case Manager Assigns Case Click anywhere on the line of “Unassigned Cases for Case Manager Team”

 

This brings up the list of unassigned cases for the conference.  Click anywhere on the line of the case to be assigned.

         

This brings up the Case Assignment screen.  To assign the case, click the Down Arrow by case worker field to bring up the list of case workers; click on name of selected case worker.  Click down arrow to select applicable secondary worker.  Then click down arrow to select case manager (typically yourself).  After assignments are made, click.  The case will now appear in the assigned case worker’s “My Assigned Cases” work list in the Main Menu => Options section.

 

If you need additional client information before assigning the case, the Client, Request Details and Past

Assistance information is located in the Case History accordion section located at the bottom of the screen.  

You can print the Case Record Form after assigning the case by clicking on Print Case Record Form bar.

 

         

Option 2:  Case Worker Retrieves Case

 

The case worker retrieves cases assigned to them by going to the Main Screen=>Options=>My Assigned Cases.

This brings up the list of open cases assigned to you.  To review information about the client and case prior to your visit or interview, click anywhere on the line of the applicable case.  This opens the selected case in the Prepare Tab.

 

 

         

Option 3: Unassigned Cases for Case Worker

 

If you select your own cases or are notified some way other than by case manager team approach, click on “Unassigned Cases for Case Worker” list.

 

 

To review information about the client and case prior to your visit or interview, click anywhere on the line of the applicable case.  This opens the selected case in the Prepare Tab.

 

         

This opens the Prepare Tab where you accept the case=>click.  If you assign the case to a case manager/secondary, click on the drop down next to case manager field/secondary field, select the name from

 

 

When you click Accept, the following dialog box appears.  To accept the case, click “Yes.”

 

This brings up the Prepare Tab where you can print the Case Record Form and use Google Maps to locate the client directions.                

 

         

Prepare Tab

Before going on the visit, you will want to review information about the client and the request.  To obtain a printed copy of the Case Record Form click on the bar in the middle of the screen titled “Print Case Record Form”=> this brings up the PDF of the case record => click the printer icon on your browser line, or click the printer icon that appears in the center or bottom of the case form screen, or enter P1.  Follow the normal print request process for your computer.  

Click  to return to the Prepare Tab.

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After the Visit

 

         

Visit Tab

After you return from the client visit, complete a call, or collect client information, select the type of visit by using the drop down arrow and select from the list of visit types.  Enter the date of the visit/call using the xx/xx/xxxx date format or click on the calendar icon  and select the date.  That information shows the age of the request.  

 

Under the column Volunteer, the names of the case workers assigned to the case are listed.  For each case worker, enter the length of time of the visit including travel time.  For each case worker that drove, enter the number of miles driven.  If only one case worker drove, enter the miles for that case worker; enter 0 miles for the non-driver.  Or if the non-driver met you somewhere and you know approximately how far they travelled, enter that mileage so that they have a record for their taxes, and SVdP has a record of mileage “donated.”

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Household Tab

The Household Tab contains the list of family members entered during Case Intake. (The client is not listed here since the client information is contained on the Client Profile.) There may be situations where an existing client has no other household members therefore no household members will be listed.  Review any existing information and make any corrections, additions, deletions obtained during the client visit.

 

Adding a Household Member – To add a Household Member the steps are:

1. Go to the first available line=> click field under First Name=> Enter first name.

2. Tab to Last Name=>enter last name (if identifying relationship such as grandson is desired, put it behind last name).

3. Tab to DOB (Date of birth).  Enter the date of birth using xx/xx/xxxx.  After entering all household members, you can generate the age calculation by clicking  .  Alternatively, you can skip DOB

and tab to Age and enter that information and the update tab will automatically generate an approximate age using the current month and date but calculating the DOB year.

1. Tab to Gender (click down     to select from list).

2. Tab to Ethnicity (click down to select from list).

3. Tab to SSN (social security number) if known enter the last 4 or 5 digits of SSN. 

4. Tab again to proceed to a new line to add more household members.

5. Click  which populates the field to the right of       .  If a household member added is the spouse (who is not listed in field next to Spouse), click              to obtain the list of household members. 

                     Select the Spouse=>name populates the field next to                        .  Result                                                                      .

1. Click the Next button to proceed to Request Details Tab.

2. Cancel vs Close Case  

3.    Cancel button deletes the case; Close Case retains the information but closes

4. the case with the status “case closed without assistance.”

5.  

6. New Client

7. You can Cancel a case (which will delete the entire record) anytime during Intake prior to the Submitted Tab, and on the First 3 Tabs in Case Work (Prepare, Visit, Client).

8. You can Close a case during Case Work from the Household Tab forward, up to and including the Follow Up Tab, prior to selecting Done and closing the case normally.

9.  

10. Existing Client, New Call for Assistance

11. You can Cancel a case (which will delete the entire record of the New Call for Assistance, but not the prior client record) anytime during Intake prior to the Submitted Tab, and on the First Tab in Case Work (Prepare). You can Close a case during Case Work from the Visit Tab forward, up to and including the Follow Up Tab, prior to selecting Done and closing the case normally.

12.  

13. When to Use Cancel  

14.  is clicked when you want to delete the case and all the collected information.  All information entered to the point of cancelling the case is removed from CMS.  

15.  

16. not yet been created as a client.  To cancel the case, click “Yes.”

17.  

18.                                                                                                                           

19.  

20. After you click “Yes” CMS returns you to the “My Assigned Cases” list and the case has been deleted from your list.

21.                  

22. When To Use Close Case  

23.  is used in the Case Worker work flow once the requestor has become a client and a case

24. worker decides to close the case without assistance.  This retains the information collected up to the point the case is closed without assistance.  Should the person contact SVDP again, they will be found as a client even if they did not receive assistance.  

25.  

26. To close a case without assistance, there can be no Check Requests with a status “Requested” or “Paid”. 

27. Click=>  button which brings up the following dialog box.  Click                                                              .

28.  

29. The case is “closed without assistance” and no longer appears in your My Assigned Cases list. This will return you to the Home Screen=>My Assigned Cases.

30.  

31.  is used to close a case without assistance.  If you click  when check requests are

32. status “In Preparation,” “Requested,” or “Paid,” the following screen appears:

33.  

34. Follow the instructions for Withdraw Check Request and then proceed with the Close Case instructions above.

35. When Not to Use Close Case 

36. You do NOT use  to complete a case when assistance is provided.    The process to close a case is detailed in the User Guide; however the menu path is Check Request to Treasurer=>Check Paid=>Case Worker notified=>Case Worker contacts client to confirm commitment has been met=>go to Follow Up tab=>enter date follow up was completed=>add any final case notes=>to obtain final Case Record Form=>click Advance=>Print=>click “Done”.  The case will drop from your “My Assigned Cases” list.

37.  

38.                  

39. Red Flag A Client

40.  

41. When to Red Flag a client and who can authorize Red Flagging the client is up to the discretion of the individual conference.  If you have a client who has had repeated assistance requests within a short period of time, or there are circumstances that indicate your conference does not want to provide this client additional assistance, you can Red Flag that client.  When you Red Flag a client, a warning comes up during the case record input process.  You may or may not decide to proceed with assistance.

42.  

43. At the Red Flag screen, the caseworker makes one of three choices as reflected on the tabs below:

44.  

45.  

46. Click        if you reached this screen in error to return to the previous screen.

47. Click  which will close the case immediately if you do not want to provide assistance at this time.

48. Click  if you decide to continue with this case and provide

49. assistance.  This will Red Flag the client and place the same stop on the client record in the future, but allow the case worker to proceed with this case.

50.  

51. If you click=>Red-Flag and continue with assistance=>it returns you to the previous screen but note that the client is red flagged.  Proceed as usual with the case input.       

52. Note:  When doing a Top Line client search, the client record will show if a client is Red-Flagged.  Click on the Red-Flag tab to reach the details.

53. To proceed with the case, click “Case Intake.”

54. To return to the client search screen, click “Back” or “OK.”

55. If you enter additional notes, click “Save” to retain the information=>after clicking “Save” it takes you to the      

56. Print Case Record Form (CRF)

57. Prior to visiting the client, you can print a pre-populated Case Record Form to take with you on your client visit.  This CRF contains client contact information. You can print the CRF from the “Print Record Case Form” bar on the Prepare tab or from the Advance button.           

58. Printing from  button

59.  

60. You can print the CRF for the case any time during the Case Worker input process before closing the case.  The CRF will contain all the information entered up to the time it’s printed, so if you are on the Assistance tab it will print all information entered up to that point.

61.  

62. Click =>to bring up the Assigned Screen=>click  and follow instructions for printing from

63.  

64.  

65.                  Button – Case Intake

66.  

67. From the Overview button a case intake person can view all tabs to review information entered.  This is a view-only screen; changes are made within the actual tabs.  

68.  

69. In Case Intake, after Client Identification, the Client tab is “hot” meaning you can “tab hop” from any tab back to the Client Profile and make changes on the Client Profile tab, click on “Save,” then tab hop back to your previous tab. 

70. ​

71.  Button – Case Worker Module

72.  

73. The advance button provides a lot of information and functionality for the case worker.  From the Advance button you can:

74.  

75. Assign and reassign Case Manager, Case Worker, and Secondary Worker.

76. Print the CRF form.

77. Tab Hop to view information entered in the case record.  The information cannot be changed from this screen, but it is helpful if you need to recheck what was entered. 

78. ​

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1. In CMS you only need to click (left click on your mouse) on anything once, not double click as most of us are trained to do in other systems/software.  

2. The lists within CMS (of unassigned cases, search lists for past clients or cases, etc.) is in different orders depending on the list. To make it easier to search any list you can click on the header for any column to put the entire list in ascending order, based on the column header that you clicked. So if you click once on the column headed Case, it will put the information in ascending numerical case number order (smallest to largest case number).  If you click once on the column headed Client, it will put the information in ascending alphabetical client name order.

a. Clicking on any header twice gives you the list in descending order (largest case number to smallest).

1. On all of the drop down/selection menus (of states, counties, income, expenses, etc.) if you click on “Select” and then enter any letter of the alphabet on your keyboard it will take you to that alphabetical portion of the drop down menu.  For instance when selecting an income entry, you can either scroll down to Social Security or you can click on “Select”, hit the “S” on your keyboard and it will take you straight to Social Security to save you time and clicks on your scrolling.

2. When you type in phone numbers in the client profile tab the “-“ don’t appear until you move to the next field, but they will appear so you don’t have to enter them manually.

3. If you are doing a search and are not sure of the spelling of a name, you can use a % sign as a way to match any trailing letters. For example, if you search for a client using First name:Ch%, Last name:Clarke, CMS will let you choose from Chan'Te Clarke as well as Chante Clarke as well as Chanti Clarke, etc. You can use the % function on First Name, Last Name, Address, City and SSN.  It is especially helpful to use with address suffixes such as Drive/Dr., Place/Pl., etc.  If the client was previously entered as Dr. and you enter Drive in your search, you will not find a match.  So when doing the search put in D% and you will find all potential matches.

4. For Vincentians using tablets (versus desktop systems) it is particularly helpful to maximize the “working section” of the CMS screen, called View Pane.  Doing this hides the Task Pane (that runs down the left hand side of the screen at each launch) and widens the View Pane.  You can do this by clicking on the box to the far right of the grey View Pane header.

5. If CMS seems to get “stuck” and is frozen while trying to move to the next field or screen, if you open any other program on your computer (Solitaire, Poker, Outlook, Word, PowerPoint, etc.) CMS will immediately become “unstuck” and let you progress to the next step.  The only time this does not work is when the system is “searching” for a match to a prior client/when you are trying to move from the Client tab to the Household tab.