PROJECT COOL

MANUAL

Project Cool Basics

TABLE OF CONTENTS

Introduction.......................................................................................................................................................................................................... 3

Registration & Documentation Process....................................................................................................................................................4

Recipient Eligibility Criteria:......................................................................................................................................................................... 5

Typical Initial Process....................................................................................................................................................................................... 6

Logging into the SMS......................................................................................................................................................................................... 6

Main Page............................................................................................................................................................................................................... 7

Search By........................................................................................................................................................................................................... 7

Search Results Page...................................................................................................................................................................................... 7

Menu Bar........................................................................................................................................................................................................... 8

Creating a New Case Record.......................................................................................................................................................................... 8

Required Information.................................................................................................................................................................................. 9

Maintaining Senior Tracking Log & Waiver.........................................................................................................................................11

Fan Ordering Process..................................................................................................................................................................................... 11

Attachments....................................................................................................................................................................................................... 11

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Project Cool Basics

INTRODUCTION

The Society of St. Vincent de Paul of San Antonio (SVDP) has been helping those in need for over 140 years. There has always been a need to keep track of the services that have been rendered to our constituents, and it usually was tracked on paper. However, there was only a vague assumption of the demand of the services being offered unless an analysis was performed on those paper records.

There are a lot of solutions available on the market today, but none of them provide quite the level of information gathering that is needed in today’s world. After searching through these solutions, SVDP made the decision to create its own solution, thus the Service Management System (SMS) was created.

The SMS is seen as an information gathering tool, to make sure that duplication of the services being offered is reduced, to track the services being offered to households, and to help predict the future needs of the households. By tracking this information SVDP can also gauge the depth of the services needed by the population being served. And as a byproduct, the SMS will also make statistical information available that will assist in obtaining grants and other offers of assistance to help continue offering those services.

The SMS is an Internet-based application. As such, there is no software download required, and no operating system requirements other than the need to have a computer capable of surfing today’s Internet. The SMS was designed to be easy and simple to use.

Please note that this document includes excerpts from the SMS Manual for convenience. For more complete information on how to use the SMS, please reference the SMS Manual from the menu option Maintenance / Downloads.

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Project Cool Basics

REGISTRATION & DOCUMENTATION PROCESS

Registration for Project Cool will be done only at Catholic Charities.

All Conferences / Agencies who wish to participate in Project Cool this year must register. All Conferences / Agencies who have not used the SMS previously and are not currently registered in the

SMS must complete a Conference Information Sheet. Any staff of the registered Conference / Agency must be added by the Conference Administrator of the

Conference / Agency that the staff member belongs to. Please note that if your Conference / Agency does not have a Conference Administrator, the authorized signatory (President / Director) must specifically and in writing, designate a Conference Administrator.

o The new Conference Administrator should attend a short (15 to 30 minute) training session to go over the specific Conference Administrator duties in the SMS.

o This training session is not mandatory but is strongly recommended. The Memorandum of Understanding/User Agreement must be completed and signed. You must complete

this form in order to utilize the Service Management System. Once the MOU is signed, please turn in the signed MOU to Lizzy Nemeth at Catholic Charities. Please note that an MOU must be received before registration is approved.

NECESSARY STEPS FOR DISTRIBUTION & DOCUMENTATION

To begin fan distribution you will need to request necessary qualification documents from the senior in need.

You must use the SENIOR TRACKING SHEET in order to obtain a signature from the qualified recipient.

Once the recipient’s information is recorded on the SENIOR TRACKING SHEET you must go to the SVDP SMS (SVDP Service Management System) to input recipient information. You will use the same login that you have been provided.

Everyone receiving a fan must sign a CLIENT CONFIDENTIALITY WAIVER. Keep the SENIOR TRACKING SHEETS and CONFIDENTIALITY WAIVERS in a specific file and hold

them until the last day of the month of Project Cool. They will be collected by your District Council

Presidents or may be scanned and emailed to LNemeth@ccaosa.org . You will not be faxing in the forms.

All forms are downloadable from the Project Cool Landing page in the SMS.

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Project Cool Basics

RECIPIENT ELIGIBILITY CRITERIA:

Must be Bexar County and City of San Antonio resident. Must be 60+ years of age or older and demonstrate need for a fan. If you have a disabled person under the age of 60, you must have documentation of their disability.

Please contact Lizzy Nemeth at Lnemeth@ccaosa.org with any questions or concerns. Must have a valid Texas Drivers License or Texas Identification Card or Military issued Identification

Card. Must sign the SENIOR TRACKING SHEET which also serves as the confidentiality waiver. Only 1 fan per household. If they are not 60+ and disabled please contact Lizzy Nemeth at Lnemeth@ccaosa.org for approval.

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Project Cool Basics

TYPICAL INITIAL PROCESS

After initializing the Conference items, the Conference is ready to begin recording information. The process for each assistance record (case) is:

Search for the members to add to the case, Create the case record, Create the household members, Create the household address, Create the visit record, Add the assistance provided to the household, Create the case note, Add a flag to the case record.

LOGGING INTO THE SMS

To reach the system, you will need to start your Browser i. You will navigate to our website. The web address (also referred to as the URL ii ) is:

http://sms.svdpsa.org

After you type the URL, the Login page will be displayed. On this page you must enter your username and your password, then click the Submit button, or press Enter. Please note that your Conference Administrator must have granted you access to the system. If you are a Conference Administrator, the System Administrator must initialize your account.

If your login is not successful, for any reason, you are redirected to another page which states the login was not successful.

Once you have successfully logged in, you are taken to the main page.

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Project Cool Basics

MAIN PAGE

Here at the Main Page, you are at the crossroads to all the options available in the SMS. For simplicity, each of the actions you will take in the SMS will be referenced individually.

SEARCH BY

There are currently four search options available. More options may be available as a future improvement. Enter the information you wish to search by, and then click the Submit button, or press the Enter key, and your results will be displayed on the Search Results screen. If you click the Reset button, the contents in the search boxes will be erased.

Figure 1 – Search by Name

To search for a member by name, you can enter all or part of the member’s first name and / or last name.

For instance, if you enter the letters “to” in the first name field, all the members with the letters “to” will be returned, including “Tom”, “Tony” and “Benito”.

Figure 2 – Search by Date of Birth

To search for a member by date of birth, simply enter the specific date of birth to search for. As a date field, it must be in the format mm/dd/yyyy.

FIGURE 3 – SEARCH BY ADDRESS

To search for an address, Enter the exact street number, and all or part of the street name.

For instance, you must enter a numeric value for the street number, such as 123. For the street name, you may enter all or part of a street name, such as “tho”, and all addresses in the database with 123 and the letters “thou” will be returned, including “123 Thomas Ave”, and “123 Misty Thorn”.

FIGURE 4 – SEARCH BY ID NUMBER

To search for an ID number, enter all or part of a member’s ID number. For instance, if you enter “080”, all records where the ID number contains “080” will be returned, such as “08009805”, or “27108054”.

SEARCH RESULTS PAGE

The Search Results Page displays the records that match the search criteria entered on the previous screen. When there are no records matching the search, the result is ***** No Records Found *****.

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Project Cool Basics

The Search Results Page displays up to 20 records at a time, as well as the total number of records and your current record “pointer”, as displayed above as “Records 1 to 1”. If there were more than 20 records, the first page would display “Records 1 to 20 of ##”.

Clicking on a name will bring up the Case View Screen for that result.

MENU BAR

The Menu Bar is the bar that runs across the top of the page, and is designed to provide instant access to the various pages in the SMS. Below is a brief description of each item in the Menu Bar.

Main Menu – Will return you instantly to the Main Page.o New Case Record – Will take you to a verification screen where you can start creating a new case record.

Current Case – If a case record is currently being accessed, this menu option is available. Clicking on Current Case will take you to the Case Summary Page. Clicking on the sub items under this category will take you to the summary pages for the sub item.

o Edit Case Record – Will take you to the Edit Case Record page, where you can change the Case Record information.

o View Flags – Will take you to the View Flags Page (Similar for the remaining items).o View Household Memberso View Addresso View Visits and Assistanceo View Pledge Worksheeto View Notes

Reports – Clicking on the sub items in this category will take you to view these common reports.o Case Listing: A report listing of all the cases in your conference, currently sorted by first name.o Call Center Referrals: A report listing all referrals from the Call Center, sorted by the call date descending.o Conference List: A report listing all the Conferences under SVDP, sorted by Conference Name.

Maintenance – Clicking on a sub-item in this category will take you to the Summary Screen for the sub-item, from which you can edit or add new items. Conference Administrator Access Level may be required to view these pages.

o Staffo Apartment Complexeso Assistance Itemso Conference Information

{Your Name}: “Your Name” is replaced with your first name (the name of the individual currently logged in).o Logout: Will log you off from the SMS.o Edit Profile Will take you to your profile page where you can update your information, and change your

password.

CREATING A NEW CASE RECORD

This is the first step in the life cycle of maintaining a case record and keeping track of the assistances you have offered to your constituents.

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Project Cool Basics

REQUIRED INFORMATION

Before you create a new case record, you must have the following information, as a MINIMUM, from the customer: (Please note that the Tracking Sheet contains sufficient information to complete this case):

The Enrollment Informationo The Enrollment Dateo The Referral

Friend Relative Agency Conference Parish Walk-in Other

The Head of Household Informationo Nameo Date of Birtho Gendero Race and Ethnicity Information

Hispanic/Latino of any race American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or more races

o Statistical Information Parishioner Veteran Active Duty Military Abuse Victim Physically Disabled Mentally Disabled Chronic Physical Illness

HIV, Kidney, Alcoholism, Substance Abuse, Cancer, etc. Transient Homeless Other

(Women, Children, Working Poor, Undocumented Clients, etc.) Household Address

o Street Addresso Cityo State

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Project Cool Basics

o Zip Code Visit Information – Required to enter Assistance Information, but not required to create the new case record.

o Type of Visit Phone Home Church Walk-in

o The Date of the Visito The Case Worker

Assistance Information – Needed but not required to create the new case record, although the Visit Information is required to enter Assistance Information.

o The Item of assistance, quantity and value. o The only value selected needs to be Project Cool at this time.

Case Note – Needed but not required to create the new case recordo The date of the noteo The case workero The case note

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Project Cool Basics

MAINTAINING SENIOR TRACKING LOG & WAIVER

When a fan is distributed and a client is placed in the system, make sure to have them sign the SENIOR TRACKING SHEET. The Senior Tracking Sheet also serves as the Confidentiality Waiver. If the senior does not understand or read English, the SPANISH VERSION OF THE CONFIDENTIALITY WAIVER is available for them to view. The logs will be kept in a specific file and will be turned in by the last day of the month by scanning and emailing to Lizzy Nemeth at Catholic Charities (LNemeth@ccaosa.org)

FAN ORDERING PROCESS

Once your Conference / Agency has been registered, you will have access to the Project Cool Landing page. You may access this page in the SMS by selecting the menu option Maintenance / Project Cool. The Project Cool Landing page contains 3 reports: The Fan Order History, Fan Return History and the Fan Distributions to Date. Also on this page are the Project Cool documents that can be downloaded. Please note that the download for the SMS Manual can be accessed by selecting the menu option Maintenance / Downloads.

Also on this page is a link for ordering fans. To order fans, you would click on this link, and on the Order Fans page, you would select the number of fans that you wish to order, and the preferred pickup date.

Fans will be picked up at: Guadalupe Community Center

1801 W Cesar E Chavez Blvd. San Antonio, TX 78207

Monday- Friday between the hours of 9am and 4pm

Please contact Lizzy Nemeth at 210-226-6178 with any questions

ATTACHMENTS

Senior Tracking Sheet Waiver, Client Release of Confidential Documents (Spanish) Memorandum of Understanding/ User Agreement for the Conference or Agency Project Cool SMS Agency Enrollment Form

Please note that the attachments can be downloaded from the Project Cool Landing page.

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i Browser: Also referred to as an Internet Browser, it is an application used to view pages on the internet. Examples of a browser are Microsoft’s Internet Explorer (IE), Google’s Chrome, Mozilla’s Firefox, and Apple’s Safari.

ii URL: is an acronym that stands for Universal Resource Locator. It is primarily used to reference an internet address. In its simplest form, http://www.svdpsa.org is the URL for SVDP-SA’s home page.