Harmony for Aging and Adult Services SAMS
Contents
1. MODULE MATRIX icin fecceccudecccSaccantad isda cdececdeatacivdvcecdcnccvcecscavccndondesteessceicedendseeucesencentuedesteseves 13 The Module Feature Matrix displays the products and features that will still continue to be accessed via the Legacy version those that can currently be accessed via the new version Harmony for Aging and Adult Services and enhancements that are scheduled for a future release It should be noted that all features and satellite applications will ultimately be upgraded to the new platform and Harmony will inform users on expected release dates as frequently as we can ADDITIONAL TRAINING SERVICES cccssccsseeceecceecccecceseccesccesccenscenscenseceesceeseeesoeeeoueeeueeeues 14 ACCOMPANYING DOCUMENTS cccescceseesceeccecceeccsccesecceeccenccenscenscnssceesceeseesseesoueeoueeeess 17 e Silverlight Installation Guide e Harmony System Requirements e Customer Portal End User Companion Guide e User Readiness Workbook Harmony Information Systems Inc Confidential Page 2 of 17 Introductory Letter Dear System Administrator Harmony has been working on a brand new version of our market leading case management software for aging and adult services Harmony for Aging and Adult Services SAMS Case Management V3 0 SAMS 3 0 am proud to announce that this new version will be ready for your use shortly and will simply require an upgrade during a regularly scheduled maintenance window This new version i2. s start date Audit Trail Users can format columns and filter results e Administrators can view deleted printed and viewed records Harmony Information Systems Inc Confidential Page 11 of 17 Icons Images that when clicked allow i nog e File Folder Open you to complete a task e Printer Print e Red xX ia Delete e Broken upside down wine glass i Filter e Green Plus Sign Expands Section e Blue Push Pin Pinned o Works like you re pinning something up on a bulletin board It will freeze the location of the section you have pinned so it is visible at all times within that record Gray Push Pin Unpinned Consumer Details e Users can tab through consumer details fields which reduces the number of mouse clicks Consumer Record e Consumer record contents i e Assessments Care Plans etc are listed across the top of each record and remain on the screen even when scrolling Recently Opened Items Recently opened items appear on the left side of your screen Word Templates Word templates can be quickly uploaded through Navigation gt Quick Links gt Upload Template Clearing Silverlight Cache Click on Start Go to All Programs Double click on Microsoft Silverlight Select the Application Storage tab Select https harmonyis com HFA and select Delete Click Yes and then OK Close your browser open a new one and log in again Clearing Intern
3. features are the fastest ways to find a consumer 14 Will be able to use CMS Biller SAMScan Administrator etc with SAMS 3 0 You will continue to have access to your legacy applications such as CMS Biller SAMScan and Administrator through the new portal These additional components will be made available within Harmony for Aging and Adult Services in a future release 15 Can I preview more than one report at a time Yes you can preview more than one report at a time without having to toggle back and forth between screens 16 If I close without saving will my record be auto saved Will be prompted to save No your record will not automatically be saved if you close without saving however you will be prompted to save before closing 17 Will my session automatically time out if am inactive If so how long do have before it times out Your session will time out after 20 minutes of inactivity Harmony Information Systems Inc Confidential Page 9 of 17 18 If a session time out occurs and did not save what was working on will the data be auto saved l e if I was in a roster and I had entered data will this data be lost Data will not be auto saved and will be lost if a session time out occurs 19 know that I can attach documents to consumer records but how large in size can they be per document 2 MB 20 Can two users be in the same consumer record at the same time like in SAMS If so can they both
4. to you and your end users The first is in the form of training tutorials that provide not only a comparison overview between the new version and the legacy SAMS solution but also in depth trainings on the widely used features of SAMS 3 0 These are FREE to all licensed Harmony customers for a limited time and will be available to you from within your Customer Portal a Training Tutorials offered for FREE for a limited time Tutorial Comparing the New Version to the Current Version Portal Use End User Portal Use Admin Navigation and Use Intro Grid Usage Consumer Record and Details Consumer List Service Deliveries IR Calls Reports Consumer Care Plan Basics Roster Use Roster Definition Activities and Referrals Consumer Journals Consumer Assessments Dashboard Use User Options Caregivers and Care Recipients Service Orders Routes Program Service Contracts e The second training option is fee based and will target specific user functions These trainings are purchased on a token system and each token gives you access to the specified training package for 30 days You may view as many of the topics within your package as you d like as many times as you d like within the allotted 30 day window The 30 days begins when you choose to view your first training session a Acomplete list of currently available training package
5. Additionally Harmony will host several Question amp Answer forums for Administrators via webinar following the completion of your upgrade Can I make enhancement suggestions Yes we would appreciate any enhancement suggestions from you and your end users In fact the majority of the features in this new addition have been added as a result of user feedback Requests for enhancements should be submitted to the Harmony helpdesk and our Product Management team will evaluate your request as part of Harmony s regular product and release planning process Are there any additional costs for this new version There are no additional fees associated with this upgrade plan or the new version Only add on custom services will have any associated fees When will the upgrade take place More specific information on the upgrade date will be communicated to the designated Administrator s on record with Harmony What is the process for retiring my end users from the legacy version of SAMS More information will be provided on the turn down of the legacy version of SAMS following the upgrade Harmony Information Systems Inc Confidential Page 7 of 17 Application User FAQs Valuable tool for End Users 1 What are the minimum system requirements for Harmony for Aging and Adult Services e Please refer to Appendix C for steps on How to Confirm Your Hardware Configuration Operating System Windows 7 or Windows XP SP3 Browser Internet E
6. Harmony Information Systems Inc 12120 Sunset Hills Rd Suite 500 Reston VA 20190 Customer Support Hotline 800 318 7260 Email Support support harmonyis com Harmony Information Systems Inc Harmony for Aging and Adult Services SAMS Case Management v3 0 Customer Upgrade Toolkit Version 1 0 The information contained in the Harmony for Aging and Adult Services Customer Toolkit is confidential This guide should not be distributed outside of Harmony customers Confidential Page 1 of 17 Table of Contents TABLE OF CONTENTS sssccccescecceseeccssceccsecccceeccesceccesesccensesensseccusesccsesceseseceneescensscenseseceeeeos 1 INTRODUCTORY LETTER ccccssscecsssceccssceccsecccesecceceecceneeccnseeccnseeccsecsccescesesccenseseusesccssesouss 3 USER READINESS CHECKLIST cssscccsssceccsecccssecceceecceneeccnsesccnsceccsecseccescesescnensesonseecsseeouss 4 The User Readiness Checklist is designed to assist agencies in ensuring readiness for the upgrade to Harmony for Aging and Adult Services PP PLICATION USER FAQS wc siicciscadcccsuside icntasbiiadaniuiccceancniustheavioucuniestiatencucedectandesvetevsancasendapeniveus 5 MPSAND TRICKS ccriccdeeeesceesccsccadesdeneuceccsscocesscacvencecscedecsccevetstutenttensetvecdvcnscdsesceceecassteacecestenss 11 The Tips and Tricks are a quick guide to features in Harmony for Aging and Adult Services that will assist users in navigating through the new system
7. S 3 0 The first phase of the SAMS 3 0 solution includes SAMS Case Management and Information amp Referral I amp R There will be a period of time where you will continue to access SAMS through the current AgingNetwork com for administrative functions and to use legacy add on applications such as CMS Biller Assessments Omnia Interviewer Designer and others These satellite applications will be phased into the new version of the solution over time This decision was specifically made to help ensure a seamless transition over time from legacy SAMS to the new version All satellite applications will interact seamlessly with your Harmony for Aging and Adult Services database Please reference p 7 Module Matrix Harmony Information Systems Inc Confidential Page 5 of 17 How should I prepare for the upgrade As with any project proper preparation and communication are critical to success It is important that you review and understand all the information provided to you in the Customer Upgrade Toolkit specifically the User Readiness Checklist as well as complete the free training tutorial provided prior to sharing it with your end users This will help you to be ready to answer your end users questions and concerns And finally keep the lines of communication open with your end user base and be sure to pass along status updates throughout the upgrade process What kind of training is Harmony providing There are two forms of training offered
8. equired e Please reference page 15 for a list of the additional training services available Complete e Have you contacted Harmony to request additional training services if necessary Do your end users know the process for asking questions and getting help e Recommended process end users send requests for help or i ae ae Complete questions to the administrator administrator sends application specific issues to support harmonyis com or calls 1 800 318 7260 for support Have you communicated the upgrade process to your end users e Suggestions o Intro to Harmony for Aging and Adult Services o Training Tutorial Complete o Distribute updated documentation o Communicate upgrade availability date o Offer additional training Harmony Information Systems Inc Confidential Page 4 of 17 U pgrade FAQs Valuable tool for System Administrators 1 What should I call the new product SAMS 3 0 is a component of the Harmony for Aging and Adult Services product family For the remainder of this document we will refer to the product as SAMS 3 0 2 What is the process for upgrading to SAMS 3 0 We have put great care and attention into this upgrade and have planned to provide you with a production environment in 2011 You will have dual access to both the legacy version and the new version at the same time to minimize any impact to your day to day business while allowing your users time to get used to the new interface T
9. er Portal so there will be no need to manage and distribute tokens to your users Harmony Information Systems Inc Confidential Page 15 of 17 What if want Instructor led training Great We have options for that too Instructor led classes can be delivered at your location onsite training or by webinar in our virtual classroom Both methods are effective engaging and interactive We can deliver any of the available tracks or modules as onsite or online education e Online education is typically best if delivered in sessions of up to three hours e Onsite education is best for classes of extended duration and situations where you d like deeper coverage of the subject matter or for us to spend more time coaching users through hands on practice e Onsite classes come with delivery of standard materials handouts workbooks or manuals as applicable in electronic format and you can distribute as many copies as are needed for the class Materials are only available with onsite training 1 Training Day 2 475 per full or partial training day on site Includes two segments plus trainer s actual travel costs each runs 3 to 3 5 hours Maximum class size of 20 students Onsite Training Conventional Instructor Led 1 2 Training Day 600 per half day session Includes one segment plus 25 per participant usually 2 5 to 3 hours Maximum class size of 20 students Online Training Instructor led Virtual Classroom W
10. et Explorer Cache Open a browser Go to Tools gt Internet Options Under Browsing History select Delete In the selection box select a minimum of Temporary Internet Files Cookies and History Click Delete again Click OK Harmony Information Systems Inc Confidential Page 12 of 17 Module Feature Matrix valuable tool for End Users The Module Feature Matrix displays the products and features that will continue to be accessed via the legacy version those that can currently be accessed via SAMS 3 0 and new enhancements and other existing features and satellite applications that are scheduled for a future release It should be noted that all features and satellite applications will ultimately be upgraded to the new platform and Harmony will inform users on expected release dates as frequently as we can Consumer Record Activities amp Referrals Assessments Care Plans Service Orders Service Delivery Attachments e A E Unit Distribution C a ooo Satellite Applications Mobile Assessments formerly Omnia Interview Harmony Financial Management Consolidated Activities amp Referrals List Assessment Designer formerly Omnia Analyzer Harmony Financial Management Administrator Scan formerly SAMS Scan SHIP CDA NYSOFA MSSP NAPIS ORT Reports Harmony Information Systems Inc Confidential Page 13 of 17 Additional Training Services Valuable tool for End Users When will Harmo
11. hat if I still have questions No problem Please call Harmony University at 703 657 1463 or send a note to education harmonyis com Harmony Information Systems Inc Confidential Page 16 of 17 Accompanying Documents e Silverlight Installation Guide e Harmony System Requirements e Customer Portal End User Companion Guide e User Readiness Workbook Harmony Information Systems Inc Confidential Page 17 of 17
12. his upgrade toolkit provides you with the information and materials you will need to assist your users in being ready for the new version and retiring their use of legacy version 3 How long will the upgrade take The actual upgrade will take place during off business hours during a scheduled maintenance window and should have no impact to your business Once complete your users will be able to work in the upgraded version but can continue to rely on the familiarity of legacy SAMS as necessary Webinars will be available for administrators following your upgrade Beyond that the Harmony helpdesk will continue to handle your support questions via phone and email 4 Will we experience any downtime for this upgrade No you will not experience any downtime and once complete you and your users will have the benefit of using BOTH PRODUCTION systems in parallel 5 What risk is there for data corruption The underlying data structure remains exactly the same with the exception of some added tables fields for new features This database upgrade is no different than any standard SAMS database upgrade in the past 6 Will backups be performed prior to the upgrade as a precaution It is standard practice for Harmony to ensure a complete backup is performed successfully prior to entering into any maintenance window The same process will apply to your upgrade to SAMS 3 0 7 Will all the features functions currently available in SAMS be available in SAM
13. ions then you will still need Citrix for those applications until they are upgraded to the latest technology 8 Will there ever be just one login Single sign on will be available in a future release of SAMS 3 0 Harmony Information Systems Inc Confidential Page 8 of 17 9 Is there a search function in SAMS 3 0 Are there qualifiers for the search function Yes there is a global search at the top of each page that works just like Google search Users will be able to search using the following qualifiers e All words in the user s search criteria e An exact phrase or wording e One or more of specific words e Locations containing specific words e Phone numbers containing specific numbers 10 Is the global search function case sensitive No the global search function is not case sensitive 11 Are there search shortcuts that can be used to narrow my search results Yes typing in p will allow you to search on ONLY the phone number i e p 123 1234 and typing in I will allow you to search on ONLY location i e 1 1 first street 12 How many consumer records can be viewed on one page Is this customizable Each user can customize the number of consumer records they would like to see on a page The current default is 50 consumers and the maximum customizable amount is 500 consumers 13 What s the fastest way to find a consumer Depending on your preference either the global search or the filter
14. narrow down results Format Columns e Users can add delete or move columns in order to customize Right click in any grid their display Global Search e Designed to work like Google search Located at the top of each page e Will search through all areas of the application to find matches to the users search criteria o Includes Rosters Routes Consumers etc Dashboards e Panels can be rearranged by dragging and dropping e Panels can be viewed in full screen mode by clicking the maximize button or by double clicking on the panel header e Results within dashboard panels can be filtered further using the standard grid filter columns Routes e Users can mark deliveries on a map consistent with standard Web mapping sites that your users are already using Rosters e Users can right click on a column and click the Enter Unit information for current Column option to enter data for an entire column e Users can also right click on a row and click the Enter Unit information for current Row option to enter data for an entire row Assessments e All answers for assessment questions are presented for each question so the user does not have to know them Assessments are listed in a drop down list eliminating the need to search for them on the S drive e What was Reassess in SAMS is now called Copy in SAMS 3 0 a 7 7 Icon next to each column title Fund Identifier System automatically defaults to the consumer
15. ny offer computer based training You asked for it and we listened Harmony is pleased to announce the immediate availability of on demand training a subscription based service providing access to Harmony for Aging and Adult Services training The training site is available 24x7 so any time is a good time for learning at Harmony University Your organization can purchase a pool of tokens to be used when needed and we ll activate each subscription when your users need training What do you mean by on demand training On demand training is computer based training CBT with course modules available online through a Web browser The training content is designed to be engaging and interactive enabling users to learn a little or a lot depending on their time or need Training is provided in modules of 10 30 minutes each focused on a specific feature process or task On demand training modules contain an instructional video a hands on simulation for practice and a learning assessment to evaluate the understanding of key concepts Perhaps best of all you can access on demand training anytime and from anywhere you have Internet access You get the training when you need it versus having to wait for scheduled training classes What do you mean by subscription based access We ve learned from our customers that role based training is most effective and that it s an ongoing challenge to train new hires and to keep other use
16. rade Assistance Each and every Harmony employee has played a role in delivering this state of the art upgrade to you and we know you will be happy with all the improvements If you have further questions please contact upgradeinfo harmonyis com Sincerely Jason Lenihan Director Harmony Customer Care Harmony Information Systems Inc Confidential Page 3 of 17 User Readiness Checklist and Recommendations Valuable tool for System Administrators The User Readiness Checklist is designed to assist Agencies in ensuring readiness for the upgrade to version of Harmony for Aging amp Adult Services SAMS Case Management V3 0 Has Silverlight been installed on all users computers PC amp Laptops e You may need to coordinate with your IT staff to get this P Wao 5 Complete installed if end users do not have system admin rights to their computer Do you have role specific user documentation that will need to be Complete updated Have your end users reviewed the Harmony for Aging and Adult Services Training Tutorial C e You may want to schedule training time for this i e Consider the best way to plan and track completion Has your SAMS Administrator s reviewed the Harmony for Aging and comad Adult Services Toolkit P Have you distributed the User Manual and amp R Companion Guide to Complete end users Is additional training specific to your organization r
17. rs up to date A subscription based approach allows you to provide just in time training with assurance that the training will always be current A subscription can enable a user to come up to speed on a new job role to get refresher training on the current role or to expand capabilities with advanced modules Users have unique needs and a subscription based approach enables you to provide what s needed What tracks are available We ve created Harmony for Aging and Adult Services tracks that align with typical user roles With a subscription the user can visit any or all of the modules that relate to their particular work role or function and they can view the parts of interest as many times as they wish while the subscription is active Two course tracks are available for purchase now Harmony for Aging and Adult Services Essentials and Harmony for Aging and Adult Services I amp R Essentials A few of the listed modules are currently in development and will be available very soon Additional tracks and modules are in progress as well and these will be added over time Portal Use Portal Use Navigation amp Use Intro Grid Usage Navigation amp Use Intro Grid Usage Consumer Record amp Details Consumer Record amp Details Consumer List Consumer List Service Deliveries IR Calls Reports Reports Consumer Care Plan Basics Activities amp Referrals Roster Use and Roster Definition Con
18. s can be found on page 14 below Trainings will be updated on Harmony s website www harmonyis com as new courses become available Please reference page 14 for Training Services Harmony Information Systems Inc Confidential Page 6 of 17 10 11 12 13 14 15 16 17 18 Will you provide onsite training for our users Yes Harmony is able to provide fee based custom onsite training for your account Please reference page 14 for Training Services How will my data quality be validated Harmony is not making any changes to your database so you shouldn t have any data quality concerns However we strongly encourage you to evaluate your common business workflows to see if any changes or modifications need to be made How do I report an issue After your upgrade is complete you can contact the Harmony helpdesk for support via phone or email As a reminder the hours of operation for the helpdesk are 8 00am 9 00pm ET Monday Friday excluding holidays gt Toll Free Support Number 1 800 318 7260 gt Support Email support harmonyis com Who can I contact with questions Prior to your upgrade you should submit any questions to upgradeinfo harmonyis com Following the completion of your upgrade you should contact the Harmony helpdesk What support is available following this upgrade For an immediate response to support questions please contact the Harmony helpdesk just like you do today
19. s easy to use and know your end users will easily adapt to the new user interface When Harmony began the design of this new version there were three primary objectives e Refresh Technology The new solution is a Web based application that eliminates the need to use Citrix and improves system performance You access this new system via a Web browser much like you would Google or your favorite websites e Simplify the User Experience The new user interface is easy to navigate and provides access to your data in fewer keystrokes yet remains very similar to the current version in hopes of minimizing any learning curve e Enhance the Existing Feature Set In addition to the navigation and ease of use enhancements this release adds many more exciting features including self service password resets automated data entry workflows more robust care planning tools dynamic route mapping and much more Over the past several months we have been testing this new release with several pilot customers and users just like you have been involved in test driving the new release and making recommendations for improvement This Customer Toolkit will help you navigate through the upgrade process and prepare your users for the new version The toolkit includes the following materials e User Readiness Checklist and Recommendations e Free Training Resources e Tips and Tricks Guide e User Readiness Workbook e Frequently Asked Questions e Post Upg
20. save information within that record if they both have it open Yes multiple users can be in one consumer record at the same time If the users enter data in different fields the system will save without a prompt If the users enter data into the same fields the system will prompt the users to ensure they are saving the most recent data 21 Can I have two sessions of SAMS 3 0 open at the same time in Internet Explorer if they are under different tabs Users can have multiple sessions of SAMS 3 0 running at the same time using separate browsers This will not work in one browser with separate tabs 22 Will Harmony still be able to shadow my application when requesting technical support Yes Harmony will be able to shadow you through WebEx sessions Harmony Information Systems Inc Confidential Page 10 of 17 Tips and Tricks Valuable tool for End Users The Tips and Tricks provide a quick guide to features in SAMS 3 0 that will assist users in navigating through the new system My Settings e Users can customize font style color and size e Users can customize grid colors e Users can customize the number of consumer records displayed per page Column Filters e Users can filter by each column in the list Y o This has proven to be a quick way to search for consumers and is the most similar to SAMS o Don t forget to clear all filters to view the complete consumer list e Users can filter by multiple columns at one time to further
21. sumer Assessments Activities amp Referrals Dashboard Use Consumer Journals My Settings Consumer Assessments Dashboard Use My Settings Caregivers amp Care Recipients Harmony Information Systems Inc Confidential Page 14 of 17 Coming Soon New Course Tracks e Harmony for Aging and Adult Services Advanced Features e Harmony for Aging and Adult Services Financials e Harmony for Aging and Adult Services Administration What does it cost Prices range from 100 to 300 per token depending on the number of tracks being accessed and the duration of the subscription On Demand Training FREE for a Limited Time To ease your transition during the upgrade to SAMS 3 0 we are offering free on demand training courses for a limited time While you organization is working through the upgrade process you users will have free access to training courses such as Tutorial Comparing the New Version to the Current Version Portal Use End User Portal Use Admin Navigation and Use Intro Grid Usage Consumer Record and Details Consumer List Service Deliveries IR Calls Reports Consumer Care Plan Basics Roster Use Roster Definition Activities and Referrals Consumer Journals Consumer Assessments Dashboard Use User Options Caregivers and Care Recipients Service Orders Routes Program Service Contracts We ll make these courses accessible directly through the Harmony Custom
22. xplorer 7 8 and 9 Processor 2 0 GHZ processor or better RAM 1 GB minimum 2 GB recommended Internet Access 40 45 Kbps kilobytes per second Microsoft Silverlight Silverlight 4 4 0 60310 0 To Download Silverlight and view system requirements access the following link http www microsoft com getsilverlight Get Started Install Default aspx Note Harmony does not support dial up access 2 What screen resolution will maximize my viewing of SAMS 3 0 A minimum screen resolution of 1024x768 will maximize your viewing 3 Willi be able to use Microsoft Word templates in SAMS 3 0 Yes however they must be in Microsoft Word 2007 or higher 4 How can upload Microsoft Word templates Microsoft Word templates can be uploaded using Quick Links in Navigation 5 How is Harmony for Aging and Adult Services SAMS 3 0 different from the current version of SAMS The free Harmony for Aging and Adult Services User Interface Tutorial outlines most of the major differences including e User Interface e Navigation e New additional features 6 Will my custom reports change No your custom reports will remain the same as they were in the legacy version of SAMS 7 Willi still need Citrix If you only use NAPIS and amp R functionality you will no longer need Citrix and will simply access SAMS 3 0 through a new URL However if your role requires you to use CMS Biller SAMScan Administrator and other satellite applicat
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