Sharpen Portal Administrator & User Guide (FINAL …active.nfcc.org/syff/help/Sharpen_Portal_Administrator...It is the agency’s responsibility to either print and send or email this

This information is confidential and intended for NFCC member agencies only.

Portal Administrator & User Guide Updated June 15, 2015*

2 This information is confidential and intended for NFCC member agencies only.

Sharpen Your Financial Focus™ Portal Overview

The Sharpen Your Financial Focus (Sharpen) portal was developed and designed to collect, house, and report on client data input by NFCC member agencies for the Sharpen initiative. The portal was designed to be simple, eliminating as much manual input as possible while keeping it robust enough to handle large amounts of data. It has been developed to be intuitive, requiring minimal training to use, and still containing all the tools needed to enter and report on data easily.

Compatibility

Although the portal is designed to be completely compatible with PC’s, Macs and Tablets, the browser used, along with the version and the Compatibility View settings, may distort the look of the portal and even render some sections of it unusable. The portal displays best with no issues in Google Chrome and Mozilla Firefox; however, if using Internet Explorer, we recommend your agency use Version 9.0 or higher and turn off the Compatibility View setting to view the portal as it is intended. Please note that when using Internet Explorer, the settings may have to be adjusted more than once and the browser may need to be restarted in order for the changes to be applied.

Billing

On the first of each month, starting on October 1, 2014, the NFCC will download billing reports from the portal to begin processing payments for agencies. Each agency should make sure that they review and update their client records by 11:59 p.m. ET on the last day of each month. These reports will outline how many clients have been entered per agency, as well as the number of steps completed by each client that are eligible for reimbursement. Agencies will receive payment within sixty days of the NFCC downloading these billing reports.

Reporting

Reporting in the portal will be done mostly by the NFCC; however, agencies will have reporting options available to them in order to distinguish which clients have completed which steps, and also which clients are eligible for reimbursement. Furthermore, beginning in Sharpen Year 2, the NFCC will provide agencies with monthly Excel reports outlining the details of their most recent reimbursement.

Security

The hosting data center has achieved ISO 27001 certification and has been validated as a Level 1 service provider under the Payment Card Industry (PCI) Data Security Standard (DSS). It undergoes annual SOC 1 audits and has been successfully evaluated at the Moderate level for Federal government systems as well as DIACAP Level 2 for DoD systems.

Questions

If you or your agency has any questions about how to use the Sharpen portal, or if you need specific client data that is not available, we encourage you to reach out at any time to [email protected].


Login Screen: Upon following the link to the portal (www.nfcc.org/syff), you will be directed to the login page. In the text boxes shown, enter your email address and the password that was provided in order to successfully log in. If you have forgotten your password, click the Forgot Password? link to start the recovery process. The system will ask you to answer the security question that you initially noted when the account was created. If your answer matches, a new password will be emailed to you.


Dashboard Tab: Upon logging in, you will automatically be directed to the Dashboard page. This page contains a summary of recent client data and activity for the entire agency, and offers users the ability to sort and group client data. Clicking on the black Today, This Week, This Month, or YTD buttons (upper right) will display the number of clients entered within that corresponding time frame in the appropriate colored box (Clients, MMCU, Financial Review, Deep Dive). Those clients’ information will also be displayed in the columns below. This page features a drop-down box that allows you to sort clients into categories of Billable, Not Billable or Both. If you have entered a client into the portal and have, (1) not submitted the required data points, or (2) exhausted your allocated funds, the client will show up as Not Billable. This means that your agency will not receive reimbursement for that client until the required data points are provided. If you have entered a client into the portal and have submitted all required data points and have funding available, the client will show up as Billable, meaning that your agency is eligible for reimbursement for that client. The search box on the upper right-hand corner allows you to search for any client by entering the Agency Client ID or email address. Clicking on the vertical arrows inside each column heading will sort the data based on the column heading. By clicking the Edit button to the left of each client entry, you will be taken to the Client Data tab to edit information about the specific client chosen.


Client Data Tab: In order to receive reimbursement for eligible Sharpen services, agencies must create a client account for each individual or family served under this program, in addition to providing all required data points. To create a new client account, you must first click on the Client Data tab, which will lead you to the page shown above. Here enter the client’s Agency Client ID (casefile ID) from your agency’s data collection system (i.e. CMS) and click the Create Account button. It is very important that the Agency Client ID entered matches to your agency’s system in order to properly track clients between systems if necessary. Please do not enter client email addresses or names in the Agency Client ID field.


Client Data Tab (cont’d): After clicking Create Account, you will be led to the page shown above. For a client fulfilling the Financial Review step, the Client Information, Milestones, Demographics, Financials, and Additional Data Points sections are required. For a client fulfilling the Deep Dive step, only the Client Information, Milestones, Deep Dive Data Points, and Additional Data Points sections are required. Green text also indicates required fields. Data should be entered as accurately as possible on this page and it is very important that the email address collected in the Client Information section is the same email address that the client uses when taking the MyMoneyCheckUp® assessment. It is not necessary to save the data as you enter it; everything is automatically saved.


Client Data Tab (cont’d): UPDATED Scrolling down the Client Data page, you will arrive at the Milestones section where you will enter dates when a client satisfied one or more steps of the Three-Step Program (MyMoneyCheckUp, Financial Review, and/or Deep Dive). As you begin to fill out the Milestones section, a completion status box will appear on the right-hand side of the page. You will see a green “thumbs up” symbol if you have completed the required fields. If there are remaining fields requiring data, the number of data points still required as well as a description of the data point(s) will be visible. You can click on any outstanding requirement and your cursor will automatically be placed in that field. If clients are being added to the portal in succession you can click Add New Client on the right side of the screen. There is also a red button to delete a client entry (Delete Client) and the option to provide a client and his or her partner with an Experian Credit Tracker access code (more details on page 8).


Client Data Tab (cont’d): If a client has completed MyMoneyCheckUp and a Financial Review he/she is eligible for a complementary Experian Credit Tracker access code. Once all required data fields have been entered, selecting “Yes” in the Experian Review data field will cause two black buttons to appear on the right-hand side of the page. By clicking on the black button, Send Experian Product Code, a screen will show up with a generic letter and unique access code. It is the agency’s responsibility to either print and send or email this letter to clients, the portal will not automatically send this information. If your agency provides one Financial Review to a couple, clicking the black button Add Partner Experian Code will release an additional Experian Credit Tracker access code.


Client Data Tab (cont’d): Scrolling down from the Milestones section, you will arrive at the Demographics section where you will enter data related to the client’s demographics if he/she has completed a Financial Review. Please note that the appropriate option in the Military data field needs to be selected in order to draw down on Wells Fargo funding.


Client Data Tab (cont’d): Scrolling down further on the Client Data page, you will arrive at the Financials section where you will enter in data related to the client’s financials if he/she has completed a financial review.


Client Data Tab (cont’d): Scrolling down further on the Client Data page, you will encounter more areas to fill in client data within the Financials section, as well as a drop-down menu to select reasons for why the client is seeking counseling. There is also a Heard of SYFF field to indicate whether or not the client heard about the Sharpen initiative before contacting the agency.


Client Data Tab (cont’d): Scrolling down further on the Client Data page, you will arrive at the Deep Dive Data Points section, required for clients completing a Deep Dive activity. Specific data fields are required based on the type of Deep Dive activity. Please note that Hands on Banking® for Military education sessions are considered Deep Dive activities. In order to draw down on Wells Fargo funding for these sessions you must select “Hands on Banking® for Military” under the Curriculum Used data field.


Client Data Tab Continued UPDATED

As of October 2014, the Deep Dive Data Points section now provides portal users the option to select specific Hands on Banking for Military modules used if the client participated in this Deep Dive activity. Up to ten modules can be selected per military client, with one module representing a full Hands on Banking for Military Deep Dive activity. If all other required information is submitted, including the date each module was covered, each module selected will result in a $25 reimbursement. Portal users can continue to update this section of the client page as additional sessions occur. All clients participating in Hands on Banking for Military activities entered prior to October 2014 have been automatically marked as “Module Unknown.” For eligible service members participating in Hands on Banking for Military sessions on or after June 15, 2015, only the following fields are required for your agency to receive reimbursement:

Client Information: Mode of Review, City, State, Zip

Milestones: Deep Dive Date

Demographics: Military

Deep Dive Data Points: Type (including workshop details if applicable), Delivery Mode, Curriculum Used, Hands on Banking Modules

Additional Data Points: Approved Survey, Approved Testimonial


Client Data Tab (cont’d): Scrolling down further on the Client Data page, you will arrive at the Additional Data Points section. For clients receiving Financial Reviews, we do require that disclosures are provided.


Find Client Tab: Clicking on the Find Client tab, leads you to the page shown above. Here you can search for previously entered clients based on city, state, zip, or the date or date range that the client was entered into the portal.


Reports Tab: Clicking on the Reports tab leads you to the page shown above. Here users can create reports based on specific date ranges, and step(s) completed. If you click the Generate Report button, the portal will produce an HTML popup screen that can be printed from your browser. You may choose to select any or all criteria but by checking the Exact Match box, the results returned will be limited to those clients who have done ONLY what criteria is checked. Please note that the reports generated on this page reflect all clients that have been entered into the portal, and do not differentiate between “billable” or “not billable” clients.


Billing Tab:

The Billing tab contains funding allocation information as well as billing reports. The Sharpen Year 2 Funding graph shows how much your agency has currently exhausted from the various funding allotments available. Please note that “General Year 1” refers to any additional reallocated funds from Year 1 that your agency may have received. These amounts are updated as your agency enters eligible client data into the portal. The Unbillable by Activity Date report outlines clients within a specified date range who have been entered into the portal but are not eligible for reimbursement due to lack of funding, not having all the required fields entered, or not having completed the necessary steps of the program.


Admin Tab: Only agency administrators will have access to the Agency Admin tab. Clicking this tab leads you to a page similar to what is shown above. To add a user or another administrator, click the Add User button. Enter the new user’s email address in the space provided and choose the appropriate settings from the drop-down menu. The new user will receive an email with login information following their entry into this page. Clicking on the Reset button ( ) will reset the user or administrator’s password, and he/she will receive an email with new login information. Clicking

on the Delete button ( ) will delete other user and administrator accounts.

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Documents

Sharpen Portal Administrator & User Guide (FINAL …active.nfcc.org/syff/help/Sharpen_Portal_Administrator...It is the agency’s responsibility to either print and send or email this