Program Management
- Nikhil Balasubramanyam (Deactivated)
Access the Program Management page by hovering over the Organization Settings tab and selecting the corresponding page (PM-1).
The Program Management landing page will contain the following functions (PM-2):
Selecting Organization (PM-2.1)- Use this drop-down menu to select the organization from which the desired program exists. The programs in the section below will change according to the selected organization.
Create New Program (PM-2.2)- Click here to create a new program within the selected organization’s program list. After clicking here, a pop-up window (PM-3(1),(2)) will appear to fill out program information.
View Program (PM-2.3)- Click here to view the details of an existing program and change settings within the program. Clicking this will lead to the following screen (PM-3 (1), (2)).
Associate an Organization (PM-2.4)- Click here to associate another organization with your organization (PM-6).
Creating a New Program
After clicking the “Create New Program” button (PM-2.2), the following pop-up window will appear (PM-3).
Navigate the functions (numbered above):
Program Name Menu (PM-3.1)- Use this drop-down menu to view program information for the selected program. The details on the page will change according to the selected program.
This parameter is not used for creating a new program, but is used for viewing existing program information. Do not use this drop-down menu when creating a new program.
Program Owner (PM-3.2)-Use the drop-down menu to indicate the owner (agency owner) of the program
Program Name (PM-3.3)- Type a name for the program here
Program Description (PM-3.4)- Provide a brief description of the program- goals, timelines, etc.
Program-Level Menu Customizations (PM-3.5)- Use the checkboxes to indicate which menu items (tabs) to display on the program-level dashboard (main dashboard after logging in). De-selecting an item will remove it from the program dashboard.
Client-Level Menu Customizations (PM-3.6)- Use the checkboxes to indicate which menu items (tabs) to display on the client-level dashboard (dashboard after selecting client profile). De-selecting an item will remove it from the client dashboard.
Page-Level Customizations (PM-3.7)- Use the drop-down menu to select the page to customize, and use the checkboxes below to indicate the visible elements on the page.
Page-level customizations are limited to certain pages that may or may not be available on your custom platform
Program Landing Page (PM-3.8)- Use the drop-down menu to select the desired landing page for a program after logging into the platform for that program.
The settings of each program may be different, and configurations for each program are unique. Users of multiple programs may see different configurations in each of their programs.
Client Record Landing Page (PM-3.9)- Use the drop-down menu to select the desired landing page after selecting a client record.
The selected client record landing page will be consistent across all client records within a given program, but may vary across programs.
Miscellaneous Parameters (PM-3.10)- Use the checkboxes to indicate which of the available parameters.
Only System Administrators will be able to add custom identifiers. If the “Program Requires Custom Identifier?” and “Show Custom Identifier as Client ID” boxes are checked, system admins will be able to add custom labels, using the lines seen in (PM-4).
Be sure to click Save (PM-3.11) after inputting information to ensure your work is saved.
Viewing a Program
To view the details of an existing program, click “View” (PM-2.3). Once open, the same parameters seen when “Creating a New Program” (PM-3) will be available for editing, in addition to 4 other sections, as shown below (PM-5, PM-6, PM-8, PM-11). The new sections, “Customize Controls”, “Participating Organizations”, “Associated Consent Forms” and “Associated Assessments” appear at the bottom of the screen, after the fields listed above (PM-3.1-3.11).
Customize Controls
System Administrators will have to establish permissions for custom controls for a program. In the example below, the demographics page within the client portal has been made configurable (PM-4).
Click and drag the vertical lines next to the headers to reorder them (PM-5.1). The order of the headers are noted in the 3rd column, “Sort Order”. In the example provided above (PM-5), the header order is reflected when viewing the headers within a client’s demographic page. In order to remove a header/ tab from the customizable page or dashboard, un-check the “Active?” box next to the undesired header (PM-5.2).
Custom controls (re-ordering or including/excluding headers or tabs) can be configured for specific pages or dashboards, as set by the system administrator.
Participating Organizations
Add participants from any agency to your program by clicking “Add New Record” (PM-5.3). Once clicked, the pop-up window below will appear (PM-6). In order to edit an existing participant, click “Edit” next to the desired individual (PM-5.4)- a very similar pop-up window will appear (PM-7).
Indicate Program (PM-6.1): Indicate the desired program in this textbox (should be the program that the user is logged in for)
Select Organization (PM-6.2): Use the drop-down menu to select the organization to add to the program
Select Primary Contact (PM-6.3): Use the drop-down menu to select the primary contact from the indicated organization to add to the program
Is Active? (PM-6.4): Click the box, if the individual is an active participant in the program
Save (PM-6.5): Be sure to click “Save” after filling out the information above, to ensure that the selections are saved
Update (PM-7.1): Be sure to click “Update” after filling out the information above, to ensure that the changes are saved
Associating Consent forms
In this section, users can add consent forms to their program’s portal or view existing consent forms. (PM-8.1, PM-8.2).
To add a new consent form to your program, click “Add New Record” (PM-8.1). Once clicked, the following window will appear:
The items in this window serve the following functions:
Selecting a Consent Form (PM-9.1)- Use the drop-down menu to select the desired consent form to associate with a program.
The available consent form options in this drop-down are determined by the organization, and selections can be made based on program-specific needs.
Is Active? (PM-9.2)- Check this box if the selected consent form is active for use for the program.
Is Mandatory? (PM-9.3)- Check this box if the selected consent form is mandatory for use at the program level.
Add Consent Form Association (PM-9.4)- Be sure to click this button after filling out the above fields to save the addition of the consent form.
To edit existing consent forms, click “Edit” next to the desired form to view and change the information (PM-8.2). The resulting window will look the same as (PM-9), but the “Consent Form Definition” drop-down menu (PM-9.1) will not be changeable, as the consent form type has already been selected. In order to ensure that changes are saved, click “Update Consent Form Association” (PM-10).
Associated Assessments
In this section, users can view existing associated assessments and add other assessments to their program’s portal (PM-8.3, PM-8.4). To add an assessment to your program, click “Add Assessment” (PM-8.3). Once clicked, the following window will appear (PM-11):
The items in this window serve the following functions:
Selecting an Assessment (PM-11.1)- Use the drop-down menu to select the desired assessment to associate with a program.
The available assessment options in this drop-down are determined by the organization, and selections can be made based on program-specific needs.
Is Active? (PM-11.2)- Check this box if the selected assessment is active for use for the program.
Is Mandatory? (PM-11.3)- Check this box if the selected assessment is mandatory for use at the program level.
Frequency (PM-11.4)- Use this drop-down menu to select the frequency that the assessment should be administered (e.g. monthly, upon entrance and exit, etc.). Custom intervals can be indicated as well, dependent upon a client’s entrance, mid-point, and exit from intervention.
Save (PM-11.5)- Be sure to click this button after filling out the above fields to save the addition of the assessment.
To view existing assessments, click “View” next to the desired assessment to view and change the information (PM-8.4). The resulting window will look the same as (PM-11). In order to ensure that changes are saved, click “Save” (PM-11.5).