The Salvation Army

IT Department

Quick Start Reference Guide

CMS –Client

Management Services

IT Helpdesk

Phone: (416) 422-6300

Email: helpdesk@can.salvationarmy.org

OVERVIEW

CMS is used by a variety of departments including Sheltering Facilities, Emergency

Response Facilities, Community and Family Services, and Community Feeding

Program to list a few.

CMS is an electronic database that provides a means to record information on

households and individuals.

CMS is used for many reasons including that it is cost effective, secure, user-

friendly, and available anywhere there is an Internet connection.

This program will allow you to enter and maintain information associated with

households, members o f households, and service provided.

LOGGING ON/LOGGING OFF

To access CMS, you use the following logon format:

Username: firstname_lastname@can

Password: same as when logging into sallynet.ca

When you have completed your work in CMS, always ensure to log off .

INT

RO

DU

CT

ION

SEARCHING

When CMS opens, the default screen which will be displayed with be the

“Household” screen. From this screen, you will handle all information associated

with the household.

You can search for a particular household from this screen or click Search in the

navigation bar on the left. One the Search screen open, you can enter as many

fields as you can to narrow the search results. Once you have entered the

information, click Go. All the names matching the search criteria entered will be

displayed. The more fields you enter, the greater the chance of the household you

are looking for displaying amongst fewer results.

You will notice that there will be records displayed without a first name; these

entries refer to the household and not a particular member. When you locate the

household of the individual that you were searching for, click on the name (it will

underlined and in blue writing) to highlight it.

Once highlighted, you can use the buttons located just above the search results to

go to the desired screen.

Household – will display the related information associated with the household

selected.

Member – will display the members of that particular household. You can then

proceed to choose a specific member of the family to view by choosing from the

list in the bottom right-hand side of the screen.

Finance – will display the related information regarding the finances of the

household selected.

Client Assistance – will display the assistance that this chosen household has

received. You can also view the assistance offered to an individual by using the

drop down list and choosing the members name.

Christmas Assistance – will display assistance received during Christmas.

Change Household – will allow you to move one of more members of a household

to another household.

CM

S –

SE

AR

CH

ING

HOUSEHOLD

From the Household screen, you can either enter a new household in CMS or

record additional information for an existing household. The screen displays a

summary of the household information that has been recorded.

If the Household has been entered in CMS, and you know the Household ID#, type

that number in the Household ID# field (which is only available in Add mode), and

then press enter or click GO. CMS will retrieve the corresponding record.

If you are not sure whether the Household has been entered in CMS, or if you do

not have the Household ID#, complete the Last Name field, and then click to

search for the Household. This will bring up a Search screen, and any matches will

be displayed.

ADDING A NEW HOUSEHOLD

To add a new Household in CMS:

1. Click New. (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Complete the top portion of the screen with the appropriate information,

noting that the fields marked with a red * are required.

3. Click Save

4. You will now be taken automatically to the Members Screen where you will

have to enter at least one member. This is required before you can save the

record.

EDITING A HOUSEHOLD

To edit a Household in CMS:

1. Locate the record you wish to edit.

2. Click on the household to open the details.

3. Click Edit.

4. Make the necessary changes.

5. Click Save.

CM

S –

AD

DIN

G/E

DIT

ING

HO

USE

HO

LD

S

ADDING A NEW MEMBER

To add a new member in CMS:

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Complete the top portion of the screen with the appropriate information. The

fields marked with a red * are required.

3. Click Save.

Repeat these steps to add additional members.

EDITING A MEMBER

To edit a member in CMS:

1. Locate the record you wish to edit and click to open the record.

2. Click Edit.

3. Make the necessary changes.

4. Click Save.

CM

S –

AD

DIN

G/E

DIT

ING

A M

EM

BE

R

FINANCE

The Finance screen displays financial information (income and expenses) for the

Household and/or the Household Member(s). CMS Users can add/modify their

household finance but only view IRS household finance.

ADDING INCOME SOURCE

To add a new income source:

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Click the Income Type arrow and then select the desired income source.

3. Click the Member Name arrow, and then select the desired member.

4. In the Amount field, type the monthly amount. CMS will automatically add

“.00” to the end of the amount.

5. Select the Document Provided check box if the client has provided

documentation.

6. Click Save. The entry will be displayed under Income Sources. Repeat for all

income sources.

ADDING A NEW EXPENSE

To add a new expense record:

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Click the Expense Type arrow, and then select the desired expense.

3. Click the Member Name arrow, and then select the desired member. The

default setting is Family.

4. In the Amount field, type the monthly amount. CMS will automatically add

“.00” to the end of the amount.

CM

S –

FIN

AN

CE

C

MS –

FIN

AN

CE

5. Select the Document Provided check box if the client provided documentation.

6. Click Save. The entry will be displayed under Expenses. Repeat for all

expenses.

CMS will total all amounts at the bottom of the screen. The Total Income, Total

Expenses and Total Net Income are also displayed at the top of the Household

Screen.

MODIFYING A RECORD IN FINANCE

To modify a record in CMS:

1. Click to select the desired record.

2. Click Edit. (If Edit is not available, CMS is already in edit mode so proceed to

step 3,)

3. Make the necessary changes in the top portion of the screen, and then click

Save.

CM

S –

FIN

ANCE…continued

CLIENT ASSISTANCE

The Client Assistance screen lets you record assistance that is provided to either

the entire household or a particular member.

ADDING A NEW TRANSACTION

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Complete the top portion of the screen with the appropriate information. The

fields marked with a red * are required fields.

3. Click Save.

EDITING AN EXISTING TRANSACTION

1. Click to select the desired transaction.

2. CMS should automatically switch to Edit Mode. If it does not, click Edit.

3. Make the necessary changes in the top portion of the screen and click Save.

COPYING AN EXISTING TRANSACTION

1. Click to select the desired transaction.

2. Click Copy.

3. Make any changes in the top portion of the screen and click Save.

DELETING A TRANSACTION

1. Click to select the desired transaction.

2. Click Delete (Editors can only delete their own transactions. MUAdmin users

can delete any transactions within their own location. DHQ Admin users can

delete any transaction within their Division.)

3. Click OK to confirm the deletion of the transaction.

CM

S –

CL

IEN

T A

SSIS

TA

NC

E

PRINTING A VOUCHER

1. Click to select the desired transaction.

2. Click Print Voucher.

3. Click the Disbursement Date arrow to bring up the calendar. Click the double

arrows to move back or forward one year at a time. Click the single arrow to move

back or forward one month at a time. Select the desired date.

4. Click the Expiry Date arrow to bring up the calendar. Select the desired date.

5. Click Multiple Copy to have CMS print the voucher twice. Note that both copies

will print on the same page.

6. Click Print.

7. Click Close to close the Voucher Print window.

CHRISTMAS ASSISTANCE

The Christmas Assistance screen lets you record assistance that is provided to

either the entire household or a particular member as part of the Christmas

program.

ADD A NEW CHRISTMAS ASSISTANCE TRANSACTION

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Complete the top portion of the screen with the appropriate information. The

fields marked with a red * are required fields.

3. Click Save.

EDITING A CHRISTMAS ASSISTANCE TRANSACTION

1. Click to select the desired transaction.

2. CMS should automatically switch to Edit mode. If it does not, then click Edit.

3. Make any necessary changes in the top portion of the screen and then click

Save. CM

S –

PR

INT

ING

VO

UC

HE

R/C

HR

IST

MA

S A

SSIS

TA

NC

E

DELETING A CHRISTMAS ASSISTANCE TRANSACTION

1. Click to select the desired transaction.

2. Click Delete (Editors can only delete their own transactions. MUAdmin users

can delete any transactions within their own location. DHQ Admin users can

delete any transaction within their Division.)

3. Click OK to delete the transaction.

PRINTING A CHRISTMAS ASSISTANCE VOUCHER

1. Click to select the desired transaction.

2. Click Print Voucher.

3. Click the Disbursement Date arrow to bring up the calendar. Click the double

arrows to move back or forward one year at a time. Click the single arrow to move

back or forward one month at a time. Select the desired date.

4. Click the Expiry Date arrow to bring up the calendar. Select the desired date.

5. Click Multiple Copy to have CMS print the voucher twice. Note that both copies

will print on the same page.

6. Click Print.

7. Click Close to close the Voucher Print window.

CM

S -

CH

RIS

TM

AS

ASS

IST

AN

CE

GROUP ASSISTANCE

The Group Assistance screen lets you record assistance that is provided in a group

setting rather than to a particular individual. Examples of group assistance include

soup kitchens, school milk programs, etc.

TO ADD A NEW GROUP ASSISTANCE TRANSACTION

1. Click New (If this option is not available from the Action Bar, CMS is already in

Add Mode so continued to Step 2.)

2. Complete the top portion of the screen with the appropriate information.

3. Click Save.

EDITING A GROUP ASSISTANCE TRANSACTION

1. Click to select the desired transaction.

2. CMS should automatically switch to Edit mode. If it does not, then click Edit.

3. Make any necessary changes in the top portion of the screen and then click

Save.

DELETING A GROUP ASSISTANCE TRANSACTION

1. Click to select the desired transaction.

2. Click Delete (Editors can only delete their own transactions. MUAdmin users

can delete any transactions within their own location. DHQ Admin users can

delete any transaction within their Division.)

3. Click OK to delete the transaction.

CM

S –

GR

OU

P A

SSIS

TA

NC

E

CHANGING HOUSEHOLD

The Change Household screen lets you move clients from one household to

another.

1. If you were on a member record when you selected Change Household, the

Member’s Name field will be automatically filled in. If you were on a household

record, the Member’s Name field will be blank. Click the Member’s Name arrow,

and then select the member to be moved.

2. Click the Do you want to move more than one member? arrow, and then select

Y if you are moving more than one member of the family. (The default setting is

N.)

3. In the New Household Name field, type the name or a portion of the name of

the household to which you are moving the member, and then click Go.

4. Click the desired name. The household ID#, household name, last name and

first name for all members will be displayed. Confirm that this is the correct

household. Click OK. The new household information will appear under New

Household.

5. Today’s date will automatically be filled in as the departure date. To change the

date, click the Departure Date arrow to bring up the calendar. Click the double

arrows to move back or forward one year at a time. Click the single arrow to move

back or forward one month at a time. Select the desired date.

6. In the Reason for change field, type the reason for changing households. This is

a required field. The information that you type in this field will display under

Notes by Member.

7. Click Save. If you selected to move more than one member, you will return to

the Change Household Screen. The Current Household information will still be

displayed. Repeat Steps 1 – 7 for each member that you want to move.

CM

S –

CH

AN

GE

HO

USE

HO

LD

PROGRAM HISTORY

The Program History screen lists all of the assistance that has been recorded in

CMS. You can search for assistance transactions based on any of the available

fields. You can also search on multiple fields to narrow the search results.

1. Click Group Assistance to display only group assistance transactions. Click

Client/Christmas Assistance to display the transactions related to only Client and

Christmas assistance transactions. Click All to display all transactions noting that

the default is all.

2. Click Go and the records matching the selected criteria will be displayed.

CASE APPOINTMENT BOOK

The Case Appointment Book lets you keep track of upcoming appointments.

Workers at the same location can see each other’s entries; however, the

information cannot be seen by workers at other locations.

ADDING A NEW APPOINTMENT

To add a new appointment:

1. Click New (If the option is not available in the Action Bar, CMS is already in Add

mode. Proceed to Step 2).

2. Complete the top portion of the screen with the appropriate information.

3. Click Save.

LOCATING AN APPOINTMENT

You can search for an appointment based on the worker’s name and/or the

appointment date.

1. Click Close (If this option is not available in the Action Bar, CMS is already in

View Mode. Proceed to Step 2.)

2. To search for appointments for a particular worker, type the worker’s name in

the Worker Name field at the top of the screen.

3. To search for appointments on a particular date, click the Appointment Date

arrow to bring up the calendar. Click the double arrows to move back and forward

one year at a time. Click the single arrows to move back and forward one month

CM

S –

PR

OG

RA

M H

IST

OR

Y/C

ASE

AP

PO

INT

ME

NT

BO

OK

at a time. Select the desired date. To clear a date, click Appointment Date arrow,

and then click Clear.

4. Click Go.

MODIFYING AN APPOINTMENT

To modify an appointment:

1. Click the desired appointment.

2. CMS should automatically switch to Edit mode. If it does not, then click Edit.

3. Make the necessary changes in the top portion of the screen and click Save.

DELETING AN APPOINTMENT

To delete appointments that you’ve created:

1. Click the desired appointment.

2. Click Delete.

3. Click OK to delete the transaction.

CM

S –

AP

PO

INT

ME

NT

S

REPORTS

There are a variety of reports that you can run within CMS. Below is a brief

description of each report choice. To find a detailed instruction on how to run

these reports. Visit the User Guide located on the dashboard under

Help/Userguides/CMS/Reports.

Christmas Registration/Distribution – this report prints one page for each pickup

date specific in the report parameters and contains the following information:

household name, first name, phone number, address, city, postal code, month

income, monthly rent, total number of members, the amount which determines

whether they qualify ((monthly income – monthly rent)/total number of

members), number of children by age bracket and gender, total number of

children, type and quantity of assistance provided, and picked up date.

Ministry Unit Reports – there are several different reports available from the

Ministry Unit Reports screen including: MU Summary, MU Transaction Detail by

Household Member, MU Transaction Summary by Household, MU Group

Assistance Detail, MU Program Services Summary, MU Members with Blank Birth

Dates, MU Bill To, MU Vendor, and MU Children. Note that other reports will be

added as required.

Divisional Reports - There are several different reports available from the

Divisional Reports screen: Divisional Summary, Divisional Transaction Detail by

Household Member, Divisional Summary by Household, Divisional Group

Assistance Detail, and Divisional Program Services Summary. Note that other

reports will be added as required.

Vouchers - This report lets you print one voucher or a range of vouchers either by

service date of voucher number.

Mailing Labels – This report prints the household ID number, the member’s first

and last name, and the address. CMS prints 14 labels per page (2x7).

Master Table Reports – this report will let you print the contents of the master

tables. There are several different tables that you can print.

CMS Reports are available on the My Recent Reports screen for a period of five

days after the report run has been completed.

CM

S –

RE

PO

RT

S

MY RECENT REPORTS

The My Recent Reports table contains the following columns:

Rep. No. A report number assigned by CMS.

Order Date The date and time that the order was received.

Completed The date and time that the report was completed.

Status The status of the report submission will be

either Pending (the report has been received and queued for production), In

Process (Data is being retrieved from CMS), or Completed (the report is now

available).

Report The CMS Standard Report that was selected.

User Report Name The name you specified when submitting the report.

Click the Report name to open the report in Adobe Reader. This software is

available to users at no charge and can be found at the following link

http://www.adobe.com/products/acrobat/readstep2.html

Once you have opened the report, you will be able to view the report, print the

report, or save your report to your local hard drive.

CM

S –

MY

RE

CE

NT

RE

PO

RT

S