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SAMIS Administrators User Manual

1. Activity Academic Achievement Allow Quantity Measurement Valu Start Date Partial Max Units Agency Program Agency A Test Program 1 Units a E 6 Enter the Quantity the amount of service that must be rendered in the Quantity Box 7 Enter the Measurement what the quantity is being measured in 1 e hours days 149 Page SAMIS Administrators User Manual 2012 8 Enter the dollar value for the quantity and measurement combined 2 sessions of case management is 100 00 Program Units of Service Setup Yreate New Unit of Service Allow Duantity Measurement Value Note Start Date Partial Max Units nits U Sessions f100 Partial units are not allowed a i 10 01 2011 ri 40 9 Enter any notes that may be important for the agency to see while performing data entry in the Program Units of Service Module This is not a required field 10 Enter the Start Date for the UOS in the start date field This is the date that the above set values go into effect 11 Select the Allow Partial Units check box only if partial units will be accepted when the agency is performing data entry in the Program Units of Service Module i e 3 5 sessions If this check box is not selected the agency will only have the ability to enter whole numbers when recording the amounts of units a client attended 150 Page SAMIS Administrators User Manual 2012 12 Select Create The follow
2. Consolidated Reports All users should reference the SAMIS Reports Manual for information on how each report can be used for information management activities within the organization Agency and CSC Users The module is utilized to run all of the reports from the SAMIS system Each report or group of reports can be securitized so only users with permissions have the ability to run them User Administration The module is used by the SAMIS System Administrator generally the SAMIS Help desk to set up user s access to SAMIS by assigning a login ID and a password assign access to the different modules and reports and to designate whether or not they are an agency or CSC user Agencies This module is used to set up all agencies in SAMIS January 2012 Page 27 SAMIS Administrators User Manual 2012 Programs This module is used to set up all programs in SAMIS and associate them with existing agencies set parameters for enforcing a participant s age range in Case Data Gatherer assignment of programs to CSC Classifications See Classification under CDG Maintenance functions and several other program specific settings in SAMIS Program sites are also setup and maintained in this module Fiscal Year This module is used to set up new fiscal years in SAMIS including start and end dates of the fiscal year Group Activity Types This module is used to set up event types that are displayed in the Group Activities module General Ledger
3. Operation PAR COSA atthe Child Development and Fa 3 1 2004 3 31 2004 21 896 15 0 00 21 696 15 Iv E Youth Devel Initiatives Precious Pearls 10 1 2006 10 16 2006 4 060 00 2 000 00 6 060 00 Email lpeele jwbpinellas org Cancel Back 5 All checked reimbursement would be exported Check or Uncheck reimbursements in the Export column to select which reimbursements will be exported to Great Plains 6 The payment method C Checks or E Electronic Fund Transfer is used to determine which type of payment will be utilized to pay the agency This will always default to what was entered on the Program screen To change the payment type use the pull down menu under the Payment Method column 7 The e mail will always default to the current logged in users e mail This may be changed if necessary as the export files are e mailed to the user in the e mail text box 6 Select Export to export the files The user indicated in the e mail box could receive up to two e mails for the export Exports for checks and Electronic Fund Transfer are sent separately 8 Select Cancel to return to a new search without exporting or Back to return to the SAMIS Main Menu Once this step is complete the export from SAMIS is complete Users can refer to the SAMIS AP Integration Documentation in the Fiscal Department for instructions on importing into Great Plains January 2012 Page 117 SAMIS Administrators User Manual 2012 Chapter 9 Program O
4. aan 2 Type the name of the funder in the Funder Name text box 3 Select the Funder Type from the drop down menu see below for information on Funder Types 4 Click the Add button The funder will be added to the list of existing funders Funder Types January 2012 Page 73 SAMIS Administrators User Manual 2012 Funder Types offer a general classification for the types of funders from which agencies associated with your Organization CSC may be receiving funding Funder Types must be set up by the Statewide SAMIS Administrator prior to defining specific funders available Examples of Funder Types include Government Private Other The list can be specific such as United Way of Tampa Bay Dept of Children and Families or other local funding groups Editing Existing Funders 1 Click the editing icon next to the existing funder you wish to edit 2 Make any necessary changes to the funder information 3 Click the Save button Funder ID Funder Name Funder Type Active Iv Reset Add Back xisting Funders Funder Type Funder Active 2 Cash Cash Forward from Fund Balance J Fundraising Charity Event s J Fundraising Corporate Donations Contributions J 2 Fundraising Individual Donations Contributions J Fundraising aaea Donations V F Deactivating Funders 1 Click the editing icon next to the existing funder you wish to deactivate 2 Uncheck the active checkbox 3 Click the Save bu
5. Program Funders Funder Gertrude Pinensmasher Foundation x January 2012 Page 84 SAMIS Administrators User Manual 2012 Viewing Operating Expenses The CSC Budget Expense Detail screen can be viewed by selecting the hyperlinked Operating Expense account number from the Budget Approval screen Agency Program GCComm Care Adults Mentoring Children AMC Violence Prevention Fiscal Year 04 05 CSC Program Allocation 185 000 Submitted davidh 569 402 Transportation Narrative 4 22 2004 Transportation Narrative Valid Mathematical Characters 500 60 3 4 Sample 5 3 2 7 Calculation Result 29 999 Total amount funded by CSC 28 000 Program Funders Funder Gertrude Pinensmasher Foundation Funder Orginial Comment Total United Pay 1 999 me Pay wants to pay this a Funder Totals 1 999 The Expense Item Comment should include a narrative which describes all items in the line item and shows how the cost is calculated Itis very important that the budgeted amount be thoroughly explained so that the reader can understand how the figure was developed This narrative will be displayed in the contract Additional justification should be included for significant increases decreases 10 or a 500 change whichever is less in all operational expenses that the program has experienced Calculation Results The Calculation field is a mathematical field the agency used to figure th
6. Several steps are required to setup a program to utilize this module The steps are listed below If the instructions for these steps are documented elsewhere not in this chapter the location of the documentation will be listed 1 Allow Group Activity Recording must be selected for any programs utilizing this module See Program Maintenance this manual 2 Users who will utilize this module will need access to group activities under User Administration See Users Administration this manual 3 Minimum Service Levels must be setup for group activities See Minimum Service Levels This 169 Page SAMIS Administrators User Manual 2012 manual 4 Group Activity Maintenance the PIC List must be setup See next section of this chapter 5 Group Activity Location Maintenance must be setup if locations of group activities will be collected See Agency Program User Manual Group Activities Maintenance This module is used to set up event types that are displayed in the Group Activities module Select Event Types from the SAMIS Main Menu The following screen will display Wie bb ideS Ree Event ypes Kimntenancte SAMTS Testing Value Name Active Advocacy Event True Arts Activities True ward Recognition Ceremony True Breakfast True Camp True Community Organization True Community Service Project True Concert Music True Cultwral Activities True Dance True Dinner True Education Training Program True Entertainment T
7. aie NeW An OUO a E E E ETOR 141 ce hogs ESE A C IE a E A E E ee ae eee ee 141 REO TO ee a E E E E E 142 Entering a New FEO TO rec eens EE 142 Editar Ex tinge Relerred TO QC srren E E EE O 142 January 2012 Page 8 SAMIS Administrators User Manual 2012 rade ANS NSS ase rceecatarncecinc nar oeneeeseuatu O S E 143 Fntenne a New Gi COD acts a cpt e ec pe a tesaes nets et eeeartt os be ose esac 143 Editan Existing Grade ID Seca scenes eens ses aoa tee N 143 PCE ISS SCI CCS E cece nsec ccs donate ete E E E A tence EOE EE EAEN A EEEE AE EEN 144 Entering a NewWACtHVI a cctohtavectaatiuerepecineiarerersnbtiresAtelena a A a e E 144 Paton Exe NE ACTV onire EAE unde soacuscecnetsiesenatsteassoeneeatmessiaeane 145 Chapter 12 Attendance and Program Units Of SCrviCe ccccccssseccccssscccceseccceesececcescceceuseceseeaeceeeeesceeseusecetsunecessaneeeetas 146 SUD eect a E E A E E A A E ene gaaotunene E 146 The difference between Attendance and Program Units of Service sesssssssesesresssrrreerrrrssrrresereresrrresrrressrrressrereseerese 146 AE E E ea E E E E 146 Program Units OF SErViCE acdc ccsnaveduuceceanadwsetecienns EE 147 Proe ram WINS Oh SEVICE OTU E T E 148 Understanding Se IVE CC seieren n E A S 148 SENE UP UALS 1 C E E E Shee eae seve ees 148 BIS HESS UNC 6 E E A A AE EEE E TT 151 Understanding the Audit Trail of Units Of ServiCe essssssseesessersesrrresrrressreresrreresreresrrressreresererssrrressreresrereserere
8. 1 Select the either the program site icon az for the program you wish to set up or edit or select the Program Site button displayed below O my 2 Select the Add New Program Site button The following page will display January 2012 Page 56 SAMIS Administrators User Manual 2012 2 Complete data entry and Save All The following screen will appear with a message that the information has been saved successfully Agency Program Ea Site Number Site Name Services Participants Site Type Site Address City State Tip Code Con tact Phone Open Date Close Date Xx 1 Site 1 Yes Elementary 123westm AVEN KennethGity FL 33709 Evelyn Priceless 727 555 4545 12 01 2011 a Editing Program Sites To edit a Program site repeat the set up process and edit the fields then Save All 1 Search for the Agency 2 Select the Program 3 Select the Program Site 4 Edit the fields as necessary January 2012 Page 57 SAMIS Administrators User Manual 2012 Deleting Program Sites To delete a site select the X from the grid and select OK See message below Site Number Site Name Services P SS Copy Program Site You can copy a Program Site by selecting the copy icon Site Number Site Name Services P January 2012 Page 58 SAMIS Administrators User Manual 2012 Program Site Report A site report is available on the Agency Program grid Program Sites
9. 2012 Setup View Category Overages This section of the GL Overages maintenance is where Category overages can be assigned Selecta Fiscal Year 11 12 Setup View GL Salary Account Overages Setup View GL Account Overages il _ Setup View Category Overages Select Setup View Category Overages from the Overage Maintenance screen Enter any allowed category overages in the Overage column for the corresponding Category Name To inactivate a category uncheck the Active column To display or hide the GL accounts associated with a category and the overages for the displayed GL accounts select the Show Hide hyperlink under the column GL Accts for the corresponding Category name 5 Select Save Category Overages to save the changes or Back to disregard the changes and return to the previous page ee a setup Category Overages F Pind oe se JWB Expense Items Show Hide fo F Travel Show Hide fio F GL Account Overage Accounting and Auditing 100 Administrative Cost 100 Advertising 100 Mikes new Account 0 Utilities Show Hide fio F e E S Save Category Overages January 2012 Page 72 SAMIS Administrators User Manual 2012 Funders SAMIS has the ability to track other non CSC or Organizational funding information for the program First a general funder list must be setup by the Organization Then the programs can associate themselves with the appropriate funders from this general list ut
10. 5 Agency Assistance Social Services Funder Summary 100 00 6 900 00 100 00 for transportation 4 Gertrude Pinensmasher Foundation Detail 10 034 00 30 350 00 10 034 00 Total 10 134 00 Reviewing Adjustments in Reimbursements The Advances Adjustments button will only appear on a program s reimbursement if there is an outstanding balance in any adjustment The CSC can only create adjustments See the Adjustments section of this chapter for instructions on setting up an adjustment for a program Three adjustment types currently exist though a specific program may have all or none of them Each type is described below Advance Adjustment The agency has requested and or is given an advance The agency can either receive a manual payment check for the advance amount or can request the advance amount through the reimbursement If the advance is taken through the reimbursement the advance action will specify that funds will be provided to the agency program This will increase the reimbursement by the advance amount This adjustment will only display until the funds have been dispersed either through a manual check Advance Payback Adjustment The agency has received the funds for the advance either through a manual check or through a reimbursement and the money is now owed back to the CSC When funds are entered into this adjustment through the reimbursement the user will be requested to apply the funds to a specific advance This will
11. ABC Agency A Great Program Site Name Open Date Site Type Address ContactPerson Site Number Close Date ServiceClien City State ZipCode ContactPhone Site Two Elementary 1437 S Belcher RD 345 Yes Clearwater FL 33764 Site One Preschool i273 Yes Kelly Test Preschool 111 Test ST 555 Yes St Petersburg FL 33701 site Three Elementary Yes Clearwater FL 33765 This report can also be run from Consolidated Reporting January 2012 Page 59 SAMIS Administrators User Manual 2012 Chapter 6 Fiscal This chapter will review the modules and CSC functions that relate to the fiscal side of SAMIS The general uses of Fiscal in the SAMIS system are to create a program budget have the ability to do budget amendments reimburse the programs with CSC dollars and run reports of fiscal data A new SAMIS Module has been added called Position Management It is designed to provide a mechanism to track positions and the staff that fill those positions thus allowing the CSC and agency to understand turnover at the agencies Thus providing history pertinent to the positions including the personnel who fill those positions Position Management module also includes three reports Agency Vacancy Report Program Vacancy Report and the Turnover By Program Report The following table lists each of the modules related to the fiscal side of SAMIS and indicates whether they are used for Fiscal setup by the CSC user Fiscal setup by the agenc
12. After a adjustment has been created in SAMIS the Manual Payments module allows payments to and from the CSC which are not encompassed in a reimbursement to be recorded in SAMIS Any payment by check should be entered into SAMIS through the Manual Payments module How to Add a Manual Payment You can add a manual payment by doing the following Click on the Manual Payments module under Fiscal Functions in the SAMIS Main Menu Choose the Program from the drop down menu Select the Fiscal Year from the FY drop down menu Choose the Provide Funds TO the Agency Program or Receive Funds FROM the Agency Program next to Action 5 Click the New button ae at at Program City of Clearwater Armory SportsCamp i sssi i lt CSs i i i SS FY 03 04 Action Provide Funds TO the Agency Program Search New Back Date Created Program Action Amount x Monday April 19 2004 Armory Sports Camp Provide Funds TO the Agency Program 4 000 24 How to Search for a Manual Payment Click on the Manual Payments module under Fiscal Functions in the SAMIS Main Menu Choose the Program from the drop down menu 3 Select the Fiscal Year from the FY drop down menu NO 4 Choose to search by Provide Funds TO the Agency Program or Receive Funds FROM the Agency Program next to Action 5 Click the Search button A list of all manual payments for the selected fiscal year will appear Editin
13. Approved budgets contain the original other funder amounts either on the detail or summary level However during the fiscal year there may be times when these amounts need to be modified Since approved budgets cannot be modified the Funder Amendments module should be utilized to make changes to the other funder amounts during the fiscal year Funder amendments do not go through Workflow and therefore do not have an approval process However CSC Users will want the ability to monitor funder amendments Since entering is an Agency function please refer to the Agency Program Manual for information on entering To view funder amendments follow the directions below 1 From the Samis Main menu select Funder Amendment The following page will display 2 Select the agency and program from the Agency Program drop down list 3 Select the fiscal year from the Fiscal Year drop down box All of the funders that have been assigned to this program through the Program Funders module will display along with the funder type and the data capture description 4 Select the appropriate funder that requires modification by selecting the View Edit Icon to the left of the funder name endment Summary Agency Program ABC Inc 4 Really Fiscal Year 07 08 Program Funders Funder Data Capture Comments Restricted Donations Contributions GL Level Detail Government Local City County _p Government Local Other
14. Availability CSC Options Program UOS Options Verify Password Adherence Program Unit of Service Options Agency Program Agency A Test Program 1 m 153 Page SAMIS Administrators User Manual 2012 Program Units of Service Adjustment Dates The module is utilized to specify dates in which the agency user can make program units of service adjustments Under CSC administration there is an option Validate Program UOS Agency Reimbursement Period If this option is turned on for the CSC the Program users will no longer be able to enter program units of service for a time period where a reimbursement has already been approved However utilizing this module the CSC can select dates to open up and allow a user to adjust units even after the reimbursement has been approved Once the data adjustment has been made the CSC can then close the date so no other units can be modified during the date range Only one adjustment period may be open at once Opening up Data Entry for a Specified Period 1 From the SAMIS Main Menu select Program Units of Service Adjustment Dates If no dates are currently open for entry the page will appear as follows Program Units of Service Adjustment Dates Agency Program African American Lead North Greenwood Community Family Center Fiscal Year Adjustment Period IE 2 Select the Agency Program from the Agency Program drop down selection list Select the Fiscal
15. CSC Specific SAMIS Announcements Once you have logged in a secondary announcement screen appears which is designed for users in a specific CSC This screen includes up to the minute information January 2012 Page 12 SAMIS Administrators User Manual 2012 pertaining to the CSC downloads of manuals and access request forms and training information A last updated date is posted on the screen so the user will know the last time an update has been made Users can proceed to the main menu at any time by clicking the OK button SAMIS E Mail The CSC has created an e mail contact list that includes all users who have registered an e mail address All users are encouraged to keep the helpdesk apprized of any e mail address changes SAMIS E Mail will be used to relay messages during emergencies SAMIS News The SAMIS News is a periodic newsletter that is mailed to SAMIS users It is intended to give hints for accomplishing tasks list upcoming events and provide reminders This newsletter will be sent out prior to major enhancement rollouts SAMIS Web Sites SAMIS is accessible through the Internet by using a dial up Cable ADSL or T1 line to connect to your internet service provider Internet Explorer 6 0 SP1 or higher must be used with SAMIS There are two similar web sites that relate to SAMIS SAMIS Production and SAMIS Training e SAMIS Training Site https training SAMISCSC org the training site is available for tr
16. Do NOT use the Enter key while in SAMIS Use the Tab key to move from field to field and Shift Tab to move backwards The user only needs to click once on the mouse in SAMIS Double clicking is not necessary To print any page in SAMIS select File Print All references to FY in this manual apply to the CSC FY October 1 September 30 Enter dates by typing two digits for the month two digits for the day and four digits for the year NO slashes are necessary Controls The following items are controls that exist within SAMIS In addition to menu items controls are items that will get focus by selecting with the mouse Edit fields are used to enter type in text These fields will have a description label next to them indicating the type of information to be entered fx Check boxes allow only one of two values on or off If the value is on an x displays in the check box If there are several check boxes in a group more than one may be on at the same time January 2012 Page 20 SAMIS Administrators User Manual 2012 GA Edit Radio buttons are similar to check boxes however when a group of buttons is displayed only one may be selected at a time The options will toggle if you select one the other s will be toggled off E A drop down or pick list box allows the user to select values from a list The selected value will be displayed in the box portion of the drop down list b
17. Waiting List Summer Camp 2012 Closed a Comments Camp begins June 4 and runs though August i2 2012 Save Back 2 To change the name edit the Wait List box 3 To close the list select the Closed check box Once the change has been saved agency users can no longer enter clients onto this wait list 4 Select Save to save the changes or Select Back to return without saving January 2012 Page 122 SAMIS Administrators User Manual 2012 Chapter 11 Case Data Gathering CDG Setup The CDG module is used to collect data for program participants Although CSC employees can view this module if access is granted the primary use is for Programs to enter participant data for the clients served Data collected includes demographic information type of services received reason s for participation referral information and case closing information Performance Measures Attendance and Program Units of Service participants must be entered in the CDG module Participants can be entered into this module by data entry performed by program staff or by EDI Electronic Data Interchange which populates CDG with data that was pulled out of an agency program database and imported into SAMIS Regardless of the method in which the participants are entered into SAMIS setup is required by the CSC before the CDG module can be utilized This Chapter provides the instruction for the CSC to setup the CDG module for program use Program Maintenanc
18. a Show the formula Total salaries budgeted in the program less in kind x 0765 Retirement a For each position show how the amount shown in the column Program Retirement Contributions was calculated b Provide a grand total of all calculations Life and Health Insurance a For each position show how the amount shown in column Program Life and Health Insurance was calculated b Provide a grand total of all calculations Worker s Compensation a Show formula for how the total budgeted worker s compensation figure for all positions was calculated Unemployment Compensation a Show formula for how the total budgeted unemployment compensation figure for all positions was calculated January 2012 Page 83 SAMIS Administrators User Manual 2012 Viewing Each Position To view the allocations for each position click on the name of the position on the Salary and Fringe Screen A screen similar to the one below will appear Position Exec Dir Last Name New Hours Week ko Time In Program foo Weeks Funded Optional Only use when Gross Amount is annualized Program CSC Allocation Allocation Regular Salaries and Wages 52 000 52 000 32 000 Account Gross FICA 7 65 3 978 3 978 3 978 Retirement Contributions 100 100 50 Life and Health Insurance 100 100 100 Workers Compensation 200 200 200 Unemployment Compensation 300 300 300 Total Fringe 4 678 4 678 4 628
19. A Fiscal Year drop down box January 2012 Page 70 SAMIS Administrators User Manual 2012 2 Select Setup View GL Account Overages to get to the Setup GL Account Overages screen 3 All GL Accounts set up will be displayed in the GL Description Column All available GL Categories will be displayed under the Category drop down boxes For each GL Description use the Category drop down box to select the associated category Accounting and Auditing Administrative Cost Advertising Bank Services Books Books Publications and Library Materials Capital Communication Internet Residential Per Diem Subscriptions Transportation Travel and Per Diem Utility Services Vehicle Repair and Maintenance Services Water Sewer Sanitation Overage ho w io a b po B Repair amp Maintenance Services Property po _ _ _ _ B _ Save GL Account Qverages Back Assigning Overage Percent Allowed to GL Accounts Tre Travel l Travel j 8 Expense Items J JWB Expense tems WB Expense tems j ine Expense tems JWE Expense tems j WB Expense tems WBEyenetim Y WB Exgesetens LWBExesetens y WB Expense items 1 Enter the percent overage allowed in the Overage column for each appropriate GL Description 2 Select Save GL Account Overages to save the changes or select Back to disregard the changes and return to the previous screen January 2012 Page 71 SAMIS Administrators User Manual
20. E E E E SAE A A EE EE O A E E EE E E E Undo Workflow A DDI OVA crccdasacedsacivtenadncatscistnd GenssdvsaGavncedaienadesateseuedgeacodesatodesniadecadunatevetwagseandeoeGedeentndeasimnedacstageenninuas DOCUMENT REDO STONY aici cars tacc istessivercissctesnsra E eet eee eee E SOE Fy SUVA ONS SIG ccc ircecae ince E E sess parce E EE E E EE setae E nas vires siecn O AE tnedance es Program SOU CSS OL Revenue Se cc secon Sets a nie sans a es Desierto see ace see ee POMS TE AVION FUINCCIONNS eaae E E E A E E n Con olda ed REDO e E E SE A O ee E E E January 2012 SAMIS Administrators User Manual 2012 PCI CS preo cau viedictomtncut toatvcucieat seveteqsoadaios tenet tnannpuciratandenpaunndanatoeseparnancieatecsienvoneodanenrecbelphiucnianhiseurabeeuctaiapies 27 rO TN aa creo neat ea art sin oat nous acca ns a vo ose cing dane a ats S conten asm rotiaeetiaeaane ang otaveioents 28 FNS ANP YS AN rycen us erste AEE EA E TEE EN EA E E EAEE EA EN E arse 28 GOUD ACV TYPOS cosiresori aier EEE AE EE 28 Caner SN e E A A E E a 28 CLC NETON ES e E E A A tales seeanicudncenice tees 28 6 Ll gc CO r re E ETA T E ET E 28 CCA Mr O a E E E E E E E natesanesestace 28 MUn Servi E EW CG ee E E EE E 28 PROS CaN IES OF SCE 5S UU Oi gc cecactareccerehietccctsaianeseususecta cuaiscee A esos aandeceeet 28 FINE agra eres eS A E E E E tee avis E E ene cultaiousioasleaenncdiatureepecouennonetedeai a 29 Worklow Approval Chain SETUD ca cuncoatenneceausnac nra in A bonnn
21. EDI Attendance Tracking Adjusted Program Units of Service Adiysted P Units of Service Rapid Fil Client Waiting List Analysis of Qutcome Group Units of Service Program Allocation Special Conditions Volunteer Activities EDI Imports Reverse EDI Program Units of Service Program oe SE E 688 8 8 oe es 8 8c 8 amp 8 6 Great Plains Export Funder Amendment How to Choose a Menu Option Click on the desired menu option wording or related icon once to navigate to the corresponding module January 2012 Page 18 SAMIS Administrators User Manual 2012 Changing Passwords New Users All new users are required to change their password the first time they log into the SAMIS system After logging in the first time the users will be brought to the Change Password screen Existing Users At any time users have the ability to change their password To navigate to the Change Password screen select the Change Password hyperlink from the SAMIS Main Menu screen a 8 Change Password Program Functions Q Case Data Gatherer Q Volunteer Activities Q Group Activities Q EDI Imports Q Attendance Tracking EDI Q Reverse EDI Juvenile Welfare Board of Pinellas County Change Password Peele Laura Old Password Hew Password Contirm Password Back Changing the Password 1 Type the old password in the Old Password field 2 Type the new password in the New Password field 3 Re type the new pass
22. ES 135 Penne a NOW IY aes sree rouieanresrsae E unvawe rioe nena ee sues onan T 135 Ea an EX UNE oe os ganda t sontsiene ase doe esinn a sateanad ceed draco E N E ES 136 FOS VON MING OI E eaa E va ou eaccconioue qae E T E E N E E 136 Houe ONC meone Lisi eaea E E E E race heeunpreuelconeesaueranar cs cantuients 137 Editan Existing Household INCOME cases science cases nercctead cutncasesenctt EEA 137 TOT OG FEO WM EE E N E E E A A A A A E E E 137 Entering a New Referred From Value cccccccssseccccsscccceesececausececceueceeeeeseceesenececeueceeseusecesseecessuneceesenceesegsesessuneess 138 Edit an Existing Referred from Value esesssessseessssreserreresrrrrssrrresrrressreressrenssreressrerssreressrerssseresereessrereserereseeresereesseerese 138 Closing Reason Maintenan CE sesncssine nna 138 Entering a New Closing REASON ccc vocsacaccsessechsiecsnsensssioseubaerentesneteneabaiensuunsseoasabsuseetennoaniebsiodsuensnessieubsevsetenssmenieesocseneesate 138 Editan Exe Une COSME REASON eiea a E E E E E A S 138 Rea O PATO a E E E E naveaueesoaazan 139 Entering a Redon tor Participatio isisisi AEE 139 Edit an Existing Reason for Participation eessssssssesesressssrrsssreresrrressreresrrrrsrrrresererssreressrerssreresererssreresseeesseeresereesseerese 139 RELE E E T E S T E O T E TE ee ee T 140 ERCON a NON E C E E E E R E E E E E E N ee ieess 140 Editan EXStiNE RACE eiaeninneron eane 140 TA E E S EEE ee E E E ees A A E eee E A E T 141 abil gL ay
23. El E E BBBS MAPP Active CDG Classifications Reports Active Cases E mi School Readiness OCELI 3 School Success E Active Participant Episode 4 Out of School Time OST Adjustment Detail 5 Farmily Counseling Adjustment Summary 6 Neighborhood Family Support Administration Points Due amam EEEIEE Advance Request Summary Youth Intervention January 2012 Page 35 SAMIS Administrators User Manual 2012 Copying a User In many cases especially for training purposes it will be quicker and more effective to copy an existing user s access to anew user A CSC can choose to setup generic users that can be used specifically for copying and setting up new users For instance if the typical program user always has CDG Consolidated Reports Attendance and Program Units of Service it would be quicker to setup a generic user with this access and copy that user each time a new program user needs to be entered into the system 1 From the Search Results page find the user to be copied by searching by either last name User ID or Employer 2 Select the copy user icon for the user that will be utilized to copy from Search By Last Name User Active Status All v ABCDEFGHIJK OPQRSTUVWXYZ0123456 789 UserIP cast Name First Name Employer Active Email Address A E yagehant Gehant Pat FL CSC Yes pgehant jwbpinellas ora a B iennieg Greeley Jennie JWB Agency User Yes jedwa
24. Investigation C True Child Support Enforcement True Referred From Maintenance Counseling Program Tru Crisis Hotline LOR Service True oe a a ae a_i y Value Name Active J Save Back M37 Page SAMIS Administrators User Manual 2012 Entering a New Referred From Value 1 Select New from the Referred From Maintenance screen 2 Enter the City in the Value_ name field 3 Select Save Edit an Existing Referred from Value 1 Click on the hyperlink from the Referred From Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save Closing Reason Maintenance This module is used to set up the Closing Reason field options in the CDG module Select Closing Reason from the SAMIS Main Menu The following Closing Reason Maintenance page will display Value Hame Active TNE fanding ended True Other fhe Not Use Make amather Sebeccion False Fartichpand determined ned tligible for program Falis a a Participant died True Entering a New Closing Reason Fuga et ihe Tee Earticipans losi cligikiline moved our of serice area True n Farticipant losi eligitilitr violation of program rales Trus 1 Select New from the Closing Reason Maintenance screen ee es Pariicipani withdren healil problems True 2 Enter the Closing Reason in the Value Name field teint iden ack of ranaprcatn 3 Select Save
25. Minimum Service Level oo 1 Fe Eh MSL IDMSL Description Met MSL Results 164 Page SAMIS Administrators User Manual 2012 CSC Contract Report for Pinellas County This module is used by CSC staff to generate the CSC Contract with the funded agency It can be generated for one program at an agency or multiple programs at an agency If ran using multiple programs there would be one contract that has multiple budget pages one for each program This module is currently used for Pinellas only The CSC Contract Report is accessed from the SAMIS Main Menu by selecting JWB Contract Report At CSC access to this module is limited to internal employees only Juvenile Welfare Board of Pinellas County Contract Report JWB Contract Report Agency z Fiscal Year Search Begin Date Calendar End Date Calendar Available Programs selected Programs o o Run Report Back 165 Page SAMIS Administrators User Manual 2012 Running the Contract Report From the SAMIS Main Menu users are brought to the Contract Report screen Select the agency from the Agency drop down box NO J 6 Juvenile Welfare Board of Pinellas County Contract Report JWB Contract Report Agency Poo Oy Fiscal Year Search Begin Date Calendar End Date Calendar Available Programs Selected Programs E Es Run Report Back Select the fiscal year th
26. Program Agency A Test Program 1 Fiscal Year 11 12 search Back Manual Performance Measurements New PM PM ID PM Desimiption Met PM Results gt x MPM 2 The program wil refer 75 of all families to the local library services for the purpose of obtainin 43 No Manual Minimum Service Levels New MSL MSL IDMSL Description Met MSL Results gt x MMSL 2 100 famibes wil obtain a library card 9 No Configuring Manual Minimum Service Levels 1 From the SAMIS Main Menu select Manual Performance Measures Manual Performance Measurements The following screen will display 2 Select agency and program from the Agency Program drop down selection box 3 Select the fiscal year from the Fiscal drop down selection box Select Search From the following screen Select New MSL Agency Program Agency A Test Program 1 v Fiscal Year 11 12 v aS 6 Enter the Manual MSL description in the MSL Description text box 7 Select Save to save the changes OR Cancel to cancel and return Manual Minimum Service Levels a MSL Description Met MSL Results EEE 100 families will obtain a library card a E 162 Page SAMIS Administrators User Manual 2012 Editing a Manual Minimum Service Level 1 From the SAMIS Main Menu select Manual Performance Measures The following screen will display Manual Performance Measurements Agency Program Agency A Test Program 1 m scal Year 11 12 Sear
27. Queue Workflow Agency User The module allows the designated agency users to create save edit forward and submit program budgets budget amendments budget to actual and reimbursements User permissions are determined by the role creator reviewer submitter in the workflow chain CSC User The module is used to review approve and or reject a program s submitted budget budget amendments budget to actual and reimbursements Reimbursement Dates Agency User This module probably should not be given to agency users to change without prior approval from the CSC as with access users can change dates on reimbursement that have already been approved and or paid CSC User This module enables the user to change the Period Begin and or End dates of a reimbursement It may be necessary to change Begin dates as reimbursements should include all days where funding is being requested and not have gaps in between reimbursements It may also be necessary to change End dates occasionally as reimbursements cannot overlap or be created for a date less than the ending date on the previous reimbursement The Help Desk accesses this module or other designated CSC staff to assist the agency with the date changes Adjustments Agency User This module is not applicable for the agency user CSC User The adjustments module allows CSC personnel to create adjustments and advances Adjustments allow for the repayment of disallowances automatical
28. Setup View GL Account OverageS eee ane sone cn En E E ESEESE EEEE EEEE eee TE 70 January 2012 Page 6 SAMIS Administrators User Manual 2012 Associating GL ACCOUNTS tO Categories cccseccseccssccsccescceucceuccesecesecesecesecesecsaeesseetseetsucssuesseeseuecsuccsueeeueceuseeseeeeeages 70 Assigning Overage Percent Allowed to GL Accounts cccccccseseccccessceeceesececseececcuseceeceusececeunececsenecessuaeceesaueeetsegeess 71 Setup View Category Overages ssssssssssessssssrrrrtttttirireeesssss ett 111111111 ttt nsss tntu ut et cadeadiadatnsawientessureneuciuhaadeadvelathernteetaats 72 FIOI e A E E E E A E E E E A 73 Adame NOW FINA e E EE AE EAE E EEEE 73 PCS Ty SS T EN cence AA E E IAA sive nee cena EE EAA ape AA EE EA A E NE 73 Pane ESUN FUNCT sena EEE E EEEE ee 74 Deca UES css tse E A E ER 74 CSC Administration Maintenance Reimbursement Options ssssessseesessrrrressrrrreessrrrressrrrrsesrrtrressrreressrrererseetreesserereesereree 75 RMD e OD O a E E E 75 WOTE OW orenen E E E E EE AEE AE E EE E A E ETEA E AE AE EE 76 Chapter 8 On Going Fiscal CSC FUNCTIONS ssisisisissiserssicsiivesrii isciani 77 MAPP Oval OUE UC aor E is cuce ee popesencesedancassedaencasnieacedencaereouenpensandeoed 77 CTI ENO TONY ORON e T E E NE E AET E E E NA E NE 77 ROLE A WV OKON o E S A EE E uletaneanscrasoasictnescihy raroneeatean 77 ACCESSES DOCUMENT cere E E 78 PRE VIS WE ODIO Fiat TOC ar E E E E E E EAN E E E E 78 FSAP OVO or e E E
29. The Budget Amendment can t be edited by the CSC or Program users once it 1s approved the document is no longer in any user s workflow queue If the Program user determines the Budget Amendment requires amending a Budget Amendment must be completed and submitted to the CSC An approved Budget for a FY is required before budget amendments or reimbursements can be performed Rejected Rejected indicates that a Reviewer or Submitter at the agency level or a CSC Reviewer or CSC Approver has reviewed and rejected the request The Creator may again edit the request and forward the document to the Submitter for submission to THE CSC Once re submitted it is again in Submitted status and the cycle begins anew January 2012 Page 87 SAMIS Administrators User Manual 2012 Budget Amendment Levels for Approval Budget Amendments have four possible levels The level is based on the line item or aggregate amount of transfer within the budget amendment Who can authorize approving a budget amendment is based on the budget amendment level Below is a list of the possible levels and the authorizing party Level 1 Agency authority to decide on transfer however the Contract Manager must approve within SAMIS Level 2 CSC Contract Manager authority to approve Level 3 CSC Program and Finance Director s authority to approve Level 4 CSC Executive Director authority to approve In all cases the budget amendment should not be approved in SA
30. This module is utilized to access documents from workflow for review rejection or approval of Budgets Budget Amendments and Reimbursements from the CSC side Definition of Workflow Workflow the fiscal approval process in SAMIS is the automation of a business process during which documents information or tasks are passed from one user to another for action according to a set of predefined rules This process is applied to the Budget Budget Amendment Budget to Actual and Reimbursement functions in SAMIS Workflow is a review process that begins with the creation review and submission of a document by an agency to the CSC The CSC will then review and provide final approval of the document Once the document is approved funds can flow from the CSC to the agency A document can be rejected at any time during the process and returned to the creator The agency and CSC workflow process must be set up properly before the process is operational Users will be assigned to one or more workflow chains or processes with a specific role assigned in each chain These chains will be used to automatically determine when users need to take action on an item and exactly what actions can be performed The users will be assigned a role in the chain as creator reviewer submitter or approver Instructions of setting users up into a workflow chain can be found in the SAMIS Workflow Administration Manual Roles in Workflow At the CSC level CSC staff w
31. This module is used to set up the general ledger account name number and description viewed in the fiscal modules of SAMIS GL Categories This module allows the CSC to set up GL general ledger category names GL categories are categories that can contain one or more related general ledger items GL Categories are only utilized in the Reimbursement module to allow users to exceed a Category total by a specified percent as determined by the CSC in the GL Overages module GL Overages This module is used to associate general ledger items to specific GL categories It also enables the CSC to establish the overage percentage allowed on general ledger items or on GL categories within the reimbursement module CSC Administration This module is used to select or deselect the modules within SAMIS that the CSC has access to In addition this module is used to set up Measurable Objective Performance Level Ranges show expense balances in Reimbursements setup miscellaneous fields on the program level and determine whether Units of Service entry gets locked once a reimbursement has been performed Minimum Service Levels This module is used to enter the minimum service levels for adults and children both primary and secondary within a specified program and fiscal year This information is used in the Performance Report to compare the minimum service level negotiated between the CSC and the agency and the actual number of primary secondary children and adul
32. Tr Grade Highest Maintenance New Bock Value Name Active Vv Edit an Existing Grade ID Value 1 Click on the hyperlink from the Grade ID Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save 143 Page SAMIS Administrators User Manual 2012 Activities Services This module is used to set up the Select Primary Activity and the Select Secondary Activity field options in the CDG module Select Activities Services from the SAMIS Main Menu The following page will display Activity Service Maintenance Click an ID to edit the data m p Create New Activit Serice Entering a New Activity 1 Select New from the Activities Maintenance screen 2 Enter the Activity in the Value Name field 3 Select Save Activity Serice New Activity Active GL Account UNIT COST Home Visitation cane 144 Page SAMIS Administrators User Manual 2012 Edit an Existing Activity 1 Click on the hyperlink from the Activities Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save 145 Page SAMIS Administrators User Manual 2012 Chapter 12 Attendance and Program Units of Service Setup Before programs can u
33. Transfers will be displayed in the Tra_sfer or Tran er column Juvenile Welfare Board of Pinellas County Budget Akendment Review Fiscal Veal 01 02 Cuuent Status Submitted Revised commend Narrative Amended Unspent Budget Balance Orginal Amended Curren Title csc CSG Unspent Budget Budget Balance nsfer Thanster Regular Salaries and Wages 31 000 00 88 002 00 86 002 00 1 100 00 500 00 18 87 602 00 85 602 00 FICA 2 371 50 2 371 50 2 371 50 0 00 0 00 2 371 50 2 371 50 Senrenian 11 000 00 9 000 00 4 000 00 0 00 0 00 9 000 00 4 000 00 Contributions ib make 11 000 00 11 000 00 11 000 00 0 00 0 00 11 000 00 11 000 00 nsurance Workers Compensation 11 000 00 11 000 00 11 000 00 0 00 0 00 6 11 000 00 11 000 00 Unemployment 11 000 00 11 000 00 11 000 00 0 00 0 00 11 000 00 11 000 00 Compensation Salary Totals ee ae ProfessionalServices 1 000 00 1 000 00 1 000 00 Blippi ess 1 000 00 1 000 00 1 000 00 1 500 0 Services Workshops Accounting and Auditing 10 000 00 10 000 00 10 000 00 0 00 0 00 ml 1 000 00 1 000 00 1 0 00 500 00 lil 500 00 500 005 Bank Services 30 000 00 30 000 00 30 000 00 Court LegalServices 159 50 159 50 159 50 250 00 0 00 Ilil 10 250 00 10 250 00 0 00 0 00 30 000 00 30 000 00 Aae 1 999 00 1 999 00 1 999 00 Ilil 250 00 o o0 lil 409 50 409 50 Investigations 0 00 0 00 0 00 0 00 0 00 I 1 999 00 1 999 00 Traveland Per Diem 0 00 600 00 600 00 Conference 0 00 2 001
34. Year from the Fiscal Year drop down selection list 4 Select the adjustment period to open for entry into units of service Note The periods listed in the adjustment period drop down box are the date ranges for each approved reimbursement during the selected year The entire reimbursement period must be open at once 5 Select Save a 154 Page SAMIS Administrators User Manual 2012 Changing Closing an Adjustment Period 1 From the SAMIS Main Menu select Program Units of Service Adjustment Dates If there is a current open adjustment period the following screen will display Juvenile Welfare Board of Pinellas County Program Units of Service Adjustment Dates Agency Program Afncan Amencan Lead North Greenwood Community Family Center Jptions C Close current adjustment period 10 1 2003 10 31 2003 C Open new adjustment period and close current adjustment period 10 1 2003 10 31 2003 2 Select the Agency Program from the Agency Program drop down selection list OPTION 1 a Select Close current adjustment period to close the period b Select save OPTION 2 b Select Open new adjustment period and close current adjustment period If this option is selected the following screen will appear c Select the Fiscal Year from the Fiscal Year drop down selection list d Select the adjustment period to open for entry into units of service e Select Save This will close the first period and re open the new adj
35. access the Program Units of Service screens to assist agency users in solving problems or understanding the functionality of the page The CSC user will benefit from access to the Program Unit of Service reports under Consolidated Reporting Program Units of Service Rapid Fill Agency User Allows the agency user to enter a unit of service on multiple participants at one time for a specified unit and day CSC User The Help Desk or Technical Support will access the Program Units of Service screens to assist agency users in solving problems or understanding the functionality of the page Adjusted Program Units of Service Agency User This unit allows for adjustments to be made to units of service Once a reimbursement has January 2012 Page 23 SAMIS Administrators User Manual 2012 been created and approved the units entered for that time period get locked so no further changes can be made This module allows for changes if the CSC configures adjustments to be allowed during the specified time period CSC User The Help Desk or Technical Support will access the Program Units of Service screens to assist agency users in solving problems or understanding the functionality of the page Adjusted Program Units of Service Rapid Fill Agency User This module works in the same respect as Adjusted Program Units of Service see above but will let you enter the adjusted units for multiple participants at one time CSC User The Hel
36. are required to fill in when entering participants and other fields that can be customized Customized fields can be setup at the program level All custom fields can also be set as required at the program level or not If a field is set to be required the data entry user cannot save the information until the field is filled in for any case participant in that program Below is an alphabetically sorted list of the possible fields in the CDG system with a column that lists whether the field displays for all programs or can optionally be displayed by program custom field Also included is whether the data entry field is required not required or the requirement is set by the CSC when utilizing custom fields Agency Code CSC Code system u X If set as required only street number and street X name are only required if closing Address Street number Street name address 2 street suffix amp Street direction X oe a a Grade reason is filled X only required if closing Date is filled in Episode Open Date Cal Ta Y Ethnicity was required for all program prior to May 2006 January 2012 Page 126 SAMIS Administrators User Manual 2012 FirstName Foster Child ee ee ae es S Free Reduced Lunch ee ee ee es ce Free Reduced Lunch Date Gender XT Household Household Income Identifying Characteristic Primary Activity X Primary Reason for Participation X Program Site ooo
37. financing of specific programs January 2012 Page 11 SAMIS Administrators User Manual 2012 SAMIS Help Desk Most CSCs have a full time position dedicated to the success of SAMIS The SAMIS Help Desk provides help to all SAMIS users in understanding how to input information into SAMIS and retrieve information and reports from SAMIS SAMIS Training SAMIS training is offered without cost at least monthly for Program and Fiscal users Reverse EDI and Report training is also offered Although this training is not required it is suggested that all new users attend training for a complete overview of the system In addition to the training for beginners the CSC periodically conducts special refresher courses on certain portions of the SAMIS system and will provide enhancement training when new changes are added to the system Contact the SAMIS Help Desk for training registration and specialized training needs Communication with CSC Funded Agencies The CSC is committed to communication with all of our funded agencies regarding SAMIS To accomplish this the CSC has established several modes of communication regarding SAMIS State wide SAMIS Announcements A statewide SAMIS Announcements screen will appear each time you navigate to the SAMIS login page This screen is intended to provide you with system wide information that users will need to know such as scheduled maintenance where the system may be down temporarily
38. is used to associate the general ledger items to specific GL categories It also enables the CSC to set overage percent allowed on general ledger items or on GL categories within the reimbursement module Even if the CSC does not utilize categories or allow overages in categories or GL items the CSC must setup one generic category 1 e CSC Expense Items and associate all GL accounts with this category with zero allowance for overages in the GL accounts and categories VERY IMPORTANT This must be setup before each fiscal year begins It is very important that this maintenance be performed before any reimbursements for the select fiscal year are created Once a reimbursement has been created for the select FY for any program no changes to this module can be made within that fiscal year Select GL Overages from the SAMIS Main Menu Overage Maintenance oq Out Announcements Select a Fiscal Year 11 12 l Setup View GL Salary Account Overages al i Setup View GL Account Overages Setup View Category Overages Back Setup View GL Account Overages This section of the GL Overages maintenance is where GL line items can be associated to the GL categories It also allows the user to specify percent s that agency users will be allowed to go over on specified GL Accounts in the Reimbursement module Associating GL Accounts to Categories 1 From the Overage Maintenance screen select the FY from the Select
39. not be affected by this check box Allow All Features If checked this user will have all access to every module under the Available Security Features box Therefore this checkbox should only be selected for Systems Administrators This feature does not allow access to all reports and classifications so they should be selected separately Allow All Programs If checked this user will have access to all existing and any future programs in January 2012 Page 33 SAMIS Administrators User Manual 2012 the SAMIS system that are active This check box overrides any agencies or programs selected in the Available Agencies or Available Programs boxes Force New Password at Next Login The user should be required to select a new password to reinforce the practice of not sharing passwords Technical support can see the same information as the user based on security features See the section on Password Security Technical Support Includes all SAMIS and Tribridge the developer staff who have access to the CSC databases to allow for Software support This does not include the CSC Help Desk Staff January 2012 Page 34 SAMIS Administrators User Manual 2012 User Detail Set Up 10 Place a check box next to all Security Features the user will have access to Use the Select All or Unselect All buttons to expedite data entry 11 Place a check box next to all Programs the user will have access to Use the Select All or Unselect All buttons
40. or administrative support on a month by month basis and by fiscal year CSC User The CSC user can access the page to view and print a summary of the hours of service provided by volunteers in the program on a month by month basis and during the fiscal year EDI Import Electronic Data Interchange Agency User The module is used by agencies that have databases that collect information similar to SAMIS information This module allows that agency to import data from their database into the CDG module of SAMIS excluding Measurable Objective information CSC User Only the SAMIS Help Desk or Technical Support staff have access to this module CSC staff January 2012 Page 22 SAMIS Administrators User Manual 2012 can identify agencies that would be candidates for the module Special training is required before the module is accessed by an agency Reverse EDI Electronic Data Interchange Users are invited to attend special training before accessing this module There is a separate manual available that explains the process and the library of queries that are provided within the module Agency User The module allows the user to extract from SAMIS the CDG data entered by the agency Data can be extracted at the agency or program level and for a user defined date range The information is returned to the user as an Access database The information in this database can then be queried as needed by the agency The agency can use this feat
41. pgehant jwbpinelas org Ea Elienniea Greeley Jennie IWIB CAgency Liser Yes Jedwards iwhpinelas org Entering a New User 1 Select New from the bottom of the User Maintenance screen This will bring the user to the User Detail screen i Enter the user ID in the User ID field The user ID 1s the user s first initial and last name with no spaces in all lower case Enter the user s first name in the First Name field Enter the user s last name in the Last Name Field Enter the email address of the user in the Email Address field Enter the user s employer in the Employer field Enter a password for the user in the Password field Passwords are case sensitive Re enter the password in the Confirm Password field This password must be typed the exact same way as the first password 9 Select any check boxes that are appropriate for the user being entered Sa a al aR te Fjesc Access C Allow All Features C Allow All Programs 0 Force New Password at Next Login C Technical Support Descriptions of Check Boxes CSC Access If checked this user will log on as a CSC user This allows them to approve or reject budgets budget amendments and reimbursements if the user has access to these modules In addition CSC access enables a user with access to CDG reports to run those reports on the CSC level They will not have the ability to create budgets budget amendments or reimbursements All other modules in SAMIS will
42. renee eer ero Tra Erleei prior te comptetion dar te retinian progress Trus Reunifecanien True teachin competed program mies Leseccesstel Completion of program True Closing Reason Maintenance Mew Back a Value Name Active iv Save Back Edit an Existing Closing Reason Click on the hyperlink from the Closing Reason Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save p lt 138 Page SAMIS Administrators User Manual 2012 Reasons for Participation This module is used to set up the primary and secondary Reason For Participation field options in the CDG module Select Reasons for Participation from the SAMIS Main Menu The following page will display Entering a Reason for Participation 1 Select New from the Reason for Participation Maintenance screen 2 Enter the Reason for Participation in the Value Name field 3 If itis a asset based reason Select the Asset check box OR 4 Ifitis a deficit based reason leave the Asset check box unchecked 5 Select Save Value Name Active Asset Edit an Existing Reason for Participation 1 Click on the hyperlink from the Reason for Participation screen that you want to edit Reaton f t Part J vbw Nee Academic Achieremeni Asst 0 Acetemic Before After Scheel Care Asst O Behav
43. the Is Required E eae check box eee Humber in Household who sarved in US Anmeg Forces Case Header Housing Situation Cate Header i Chant Cent Name Gant Socal Security Ma Cenk Student 1D tient School Consent Chant TANF Save Cancel Back January 2012 Page 128 SAMIS Administrators User Manual 2012 5 Two miscellaneous fields are provided that the CSC can label and utilize For instance if the program wanted to collect case worker for each participant the CSC can label one of the fields Case Worker and select it for a program The limitation to this field is that the program user can enter any data into these fields if they are utilized because they are setup as text fields This means that you could request they enter a case worker but they could for instance put in a phone number instead 7 Client Misc 1 Neighborhood F Client Misc 2 Crime watch zonel 7 Select Save to save the changes OR Select Cancel to disregard changes 8 Select Back to return to the SAMIS Main Menu Setting Up CDG Client Identifying Fields The CSC s and the programs they fund have different policies on the client identifying information that they can enter into SAMIS For instance some programs enter client name SS student ID etc while other programs such as domestic violence shelters do not enter this information and track the participants utilizing date of birth gender and agency assigned case numbers Fortunately SAMIS allows for the cu
44. the appropriate program in the Program drop down list Select the appropriate Fiscal Year in the FY drop down list Select the appropriate type of adjustment from the Adjustment Type drop down list Enter the adjustment amount into the Adjustment Amount text box Enter any comments into the Comment text box Click Save to save your changes You will be returned to the search screen oY te A N Searching for Adjustments You can search for adjustments at three different levels CSC Agency and Program To Search by Program 1 Choose the Program radio button 2 Select the Program from the Program drop down list 3 Select the Fiscal Year 4 Select the Adjustment Type from the drop down list You may search by Adjustments Advances Advance Pay Back or All blank space Level CSC C Agency Program Program ABC Agency Youth Leadership Council gt FY 04 05 Adjustment Type Advance ad Search New Back Date Created Program Adjustment Type Adjustment Action Amount User x 7 Friday April 16 2004 Youth Leadership Council Advance Provide Funds TO the Agency Program 4 000 34 dhunsley To Search by Agency 1 Choose the Agency radio button 2 Select the Program from the Agency drop down list January 2012 Page 103 SAMIS Administrators User Manual 2012 3 Select the Fiscal Year 4 Select the Adjustment Type from the drop down list You may search by Adjustments
45. with a GL Category and set overages to O See next section GL overages A generic category can be setup labeled for instance Organizational Expense Items and associate all GL accounts with this category for appearance and easier navigation Set Up New GL Category 1 Select GL Categories from the SAMIS Main Menu GL Categories Maintenance 5a Out Announcements ID Description 5 Detox 603005 1 JWB Expense 3 P iem 2 JWB Uni Item 6 Prevention 603006 4 Tr nt and Aftercare 7 New GL Category Back 2 Select New GL Category from the GL Categories Maintenance screen 3 Enter the category description in the GL Category Description text box 4 Select Save to save the changes or Back to disregard the changes and go back January 2012 Page 68 SAMIS Administrators User Manual 2012 Edit an Existing GL Category 1 From the GL Categories Maintenance screen click on the hyperlinked ID number or the underlined description for the description you wish to edit GL Category Detail og Out Announcements ID 1 GL Category Description JWB Expense Items Back 2 Change the description text as needed in the GL Category Description text field 3 Select Save to save the changes or Back to disregard the changes and go back to the previous page January 2012 Page 69 SAMIS Administrators User Manual 2012 GL Overages Maintenance Once GL items are setup and Categories have been create this module
46. 00 2 001 00 0 00 0 00 Ilil 0 00 0 00 Transportation 0 00 0 00 0 00 0 00 0 00 i 600 00 600 00 0 00 0 00 I 2 001 00 2 001 00 0 00 0 00 lil 0 00 0 00 January 2012 Page 91 SAMIS Administrators User Manual 2012 Budget Amendment Narratives A narrative is required for every GL item that has dollars removed or added These detailed narratives should include a summary that explains the purpose of the request and allows a total understanding of the submission The program should address what has occurred that was unanticipated at the time the budget was submitted Narratives should have been completed for all GL item from which dollars are being moved and for all GL item to which dollars are added The Budget Amendment Review screen contains links to narratives Click on the Page icon for the Corresponding item you wish to view Professional a aes eae 1 000 00 1 000 00 1 000 00 0 00 500 00 soo o0 500 00 Accounting and Auditing 10 000 00 10 000 00 10 000 00 250 00 0 00 10 250 00 10 250 00 Bank Services 30 000 00 30 000 00 30 000 00 0 00 0 00 30 000 00 30 000 00 Court Legal Services 159 50 159 50 159 50 250 00 ooo 409 50 409 50 eee eae 1 999 00 1 999 00 1 999 00 0 00 0 00 1 999 00 1 999 00 Services Investigations 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Travel and Per Diem 0 00 600 00 600 00 0 00 0 00 600 00 600 00 Conference 0 00 2 001 00 2 001 00 0 00 0 00 2 001 00 2 001 00 Transportation 0 00 0 00 0 00 0 00 0 00 0 00 0 00 This will
47. 169 Group ACHVIVIES IVI GIN GON ANCE sereis EEEE E 170 Editan Existing Group Activity Event TYDE iacescensccwavecesimcceasucwitadicay caeudavanseseceescesguces wesicepanentuaaueeesia sce abucsandbagecaesdacess 170 Chapter holed REDO S ee eee ee ee ence me eee eer eR ee ne eee eee eee ae ee 172 Con oldea ai 916 g acanne ae ere ean ree ener aren eae eae ne ene een ee ene eee renee eee eee re ern ree eee 172 Technical Support Contact in ormat Oesia EE 179 160 January 2012 Page 10 SAMIS Administrators User Manual 2012 Chapter 1 SAMIS Overview and Standards The CSC Employee User Manual The CSC Employee User Manual is designed to assist CSC employees in the understanding and functions of SAMIS The manual will walk the CSC user through all required setup and on going processes which are the responsibility of the CSC The manual is broken into several sections The first section Definitions for the SAMIS Main Menu Modules provides a quick definition of each of the modules and the use of that module for either the CSC or agency employee The remaining sections Getting Started Fiscal Case Data Gathering Attendance Program Units of Service Other Modules and Reporting provide the detail of how to setup and utilize the SAMIS system from the CSC employee s view General Overview SAMIS Services and Activities Management Information System 1s a Web based reporting system developed to increase the efficiency of the program and finan
48. 2012 Page 93 SAMIS Administrators User Manual 2012 To Approve the Budget Amendment 1 Scroll down to the bottom of the Budget Amendment Approval screen 2 To add a permanent comment to the budget amendment type the message into the Budget amendment Comment Log field To send a comment via e mail to everyone prior to yourself in the budget amendment workflow chain type your message into the e mail comments box this message is not a permanent part of the budget amendment document 3 Click the Approve button The agency and all those in the workflow chain will automatically be notified of the approval by e mail raKe NOTE 1 The program s Contract Manager has 5 15 days to review the budget amendment depending on the Level 2 Budget Amendment changes are reflected immediately in the budget and reimbursements Therefore it is best for agencies to submit a budget amendment right after the latest reimbursement request has been approved and before they start the next reimbursement However since 2 is not always possible reimbursement items with budget amendments pending will have warning symbols in the reimbursement indicating that the budget amendment is pending Once the budget amendment is approved the warning symbols will go away January 2012 Page 94 SAMIS Administrators User Manual 2012 Reviewing the Reimbursement The Reimbursement section in SAMIS is the module used for agencies to request reimbursem
49. 650 66 49 573 91 121 933 34 January 2012 Page 96 SAMIS Administrators User Manual 2012 _ Total Advances ag eee eee Solr S 16 G34 cb Adjustment Other Funder Grand Total 10 134 00 Cecon Information Sections only display if applicable Narrative Log 04 22 2004 This is my reimbursement narrative 04 22 2004 I think this is so wonderful You didn t miss a thing Narrative a Email Comments r El Email will only be sent for approvals and rejections unless it was checked in the Approval Chain Setup Approve Reject Back TAKE NOTE The Pending column will contain a warning symbol for each item that has a budget amendment pending as long as the budget amendment is in edit or submitted status Once the amendment is approved the symbol will go away Reviewing Salary Fringe Detail From the main Reimbursement page click on the salary or fringe hyperlinked account title to go to the Reimbursement Salary Review screen The Reimbursement Salary Review screen allows the reviewer to view all positions and the amount requested for reimbursement in each line item Also on this screen the reviewer can view the Payroll Check Run This should be the range of check numbers used for the above requested payroll salary amounts for each employee Program Agency GCComm Care Adults Mentoring Children AMC Violence Prevention Reimbursement Period 10 01 2004 10 15 2004 Position Name Salary Ret
50. 99900 True 4 5 Income Level 5 4000000 4999900 True 7 l Income Level 1 0 00 999900 True 10 3 Income Level 3 20000 00 2999900 True 14 6 Income Level 6 S0000 00 and up True 25 8 90000 90000 9000 100000 True 136 Page SAMIS Administrators User Manual 2012 Household Income List 1 Select New from the Household Income List screen 2 Enter a description in the Description field The description will not be displayed on the CDG screens 3 Enter the low value of the new household income range in the Low Value field D Unassigned 5 Enter the high value of the new household income range in the High Value field RS 6 Select Save ACTIE F NOTE Sort order can only be changed in the backend database Contact the SAMIS Statewide Systems Administrator to change the sort order Edit an Existing Household Income 1 Click on the hyperlink from the Household Income List screen that you want to edit 2 Change the any value as needed or uncheck the Active field to inactivate this household income range so it will not be displayed on the CDG screens 3 Select Save Referred From This module is used to set up Referred From field options in the CDG module Select Referred From on the SAMIS Main Menu The following page will display Referred From Maintenance Value Name Active Adoptions private True Adult and Aging True Advertising any media True Attorney True Child Care True hild Protective
51. Advances Advance Pay Back or All blank space Level CSC Agency C Program Agency ABC Agency gt FY 04 05 Adjustment Type Advance gt Search New Back X W Friday April 16 2004 Youth Leadership Council Advance Provide Funds TO the Agency Program 4 000 34 dhunsley To Search by CSC 1 Choose the Agency radio button Select the Fiscal Year 3 Select the Adjustment Type from the drop down list You may search by Adjustments Advances Advance Pay Back or All blank space Level CSC C Agency C Program FY 04 05 Adjustment Type Advance gt xX Friday April 16 2004 Youth Leadership Council Advance Prowide Funds TO the Agency Program 4 000 34 dhunsley x Friday April 16 2004 Helpline Advance Provide Funds TO the Agency Program 234 00 dhunsley Editing Adjustments To edit Adjustments search for the adjustment click the edit icon next the adjustment you wish to edit change the appropriate information and sa pustment X W Friday April 16 2004 Youth Leadership Council Advance Provide Funds TO the Agency Program 4 000 34 dhunsley Deleting Adjustments To delete an adjustment click the delete icon next to the adjustment The adjustment will be immediately deleted X W Friday April 16 2004 Youth Leadership Council Advance Provide Funds TO the Agency Program 4 000 34 dhunsley January 2012 Page 104 SAMIS Administrators User Manual 2012 Manual Payments
52. Chetem PI 545 24 545 24 Totals 545 24 545 24 The Reimbursement Expense Review screen displays General Ledger Narratives for the selected line item from the Budget and any previous Budget Amendments All checks related to this line item in which the program is asking for reimbursement should also be displayed on this page Column Definitions Check Num The check number of the check Check Date The date listed on the check Vendor Name Whom the check was written to Check Amount The total amount the check was written for CSC Reimb The amount CSC will reimburse Once done reviewing select back to return to main Reimbursement screen Viewing Other Funder Information To view Summary Level funding from other funders associated with the reimbursement click the View Additional Funding button from the Reimbursement Review Screen View Additional Funding Funding Organization Total Agency Assistance Social Services Funder Summary 100 00 Gertrude Pinensmasher Foundation Detail 10 034 00 Grand Total 10 134 00 January 2012 Page 98 SAMIS Administrators User Manual 2012 The information will be displayed on the Reimbursement Other Funders Screen Agency Program GCComm Care Adults Mentoring Children AMC Violence Prevention Total Program Allocation 185 000 00 Reimbursement Period 10 01 2004 10 15 2004 Status Submitted Amended Funder panies sr YTD Received Comments Funding Organization Amount
53. Code field options in the CDG module aa are Select Zip Code from the SAMIS Main Menu The following 33704 tre page will display i tre 33707 Tree 33708 Trwe 33709 True 33710 Tru RAN Tre Bu True 713 Tree aM Tru BITLS Tree 33716 Tre Entering a New Zip Code a enn A31 Tru 1 Select New from the Zip Code Maintenance screen 2 Enter the Race in the Value Name field 3 Select Save Zip Codes Maintenance Value Name Active Edit an Existing Zip Code 1 Click on the hyperlink from the Zip Code Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save NOTE Zip Codes can be associated with Cities in SAMIS This will allow the user to select a zip code and only those cities within the zip code will be displayed For more information on this please contact the SAMIS Statewide Systems Administrator 141 Page SAMIS Administrators User Manual 2012 Referred To This module is used to set up Referred To field options in the CDG module propre ns Select Referred To from the SAMIS Main Menu The AMILA Aging eem ollowing page will display ChM Care pem Tr CHM Supper Lado ree me aj Tr Counseling Frona Tr Crisis Hodim IAR Services Tr Death amp Dying Services Tre Dependency Community Agencies Tr Dept Chikirea amd Families Family A Saki Preeervtion Tr Depi af Chihirea
54. County in Florida City County specify City of St Petersburg Budget Level Summary Budget Level Summary _p Government Local Pinellas County Community City County Development Budget Level Summary p Pinellas County Community 2 Grants Foundations Foundation Budget Level Summary Grants Foundations United Way Budget Level Summary p Miscellaneous Funding W Other Miscellaneous specify Budget Level Summary Sub Contracts City of St Petersburg Budget Level Summary Back Your session will expire in about 19 minutes and 52 seconds 4 January 2012 Page 108 SAMIS Administrators User Manual 2012 Viewing Budget Level Summary Funders If a Funder has been setup as capturing data on the budget level summary the following page will display when the view edit icon for that item is selected The amendment column is the amount added or subtracted from the original budget amount Subtracted amounts will have a minus sign before the number Use the Back button to return to the previous screen Summary Funder s Funder Type Funder Funder Funder Funder Original Budget Amendments Amended Budget Comments Government Local 2 000 City County City of St Petersburg 7 000 2 000 9 000 zi Funder Totals 7 000 2 000 9 000 Save Back Viewing GL Level Detail Funders If a Funder has been setup to capture data on the GL Level the following page will display when the view edit ico
55. DG screens and also provides information as to whether the student ID and or SS have been filled in The User Info report is run by selecting a user All of the access information for the selected user is displayed The Attendance Sign In Sheet report can be run by program involvement current grade and by since added to CDG case date It displays all participants who meet the report criteria conditions along with their scanning bar code identifying information and a place for the participant to sign in This report is utilized for scanning attendance This report allows the user to generate summary data regarding attendance by participant for a specified program fiscal year or date range and participant involvement type This report can only be run at the program level The Calendar Bar Code report is run by month and year and provides a barcode for each day of the calendar This is utilized for scanning attendance data only The Hand Held Bar Code List report provides a bar code for each participant who meets the report parameters selected I can be run on several different Avery type labels or in the format of a role list This report is utilized for scanning attendance data only This report will display a list of all active clients in the program or the week selected for the report parameters This report can act as a manual daily attendance roster and can that be used as the source document for data entry into the SAMIS Attendanc
56. E 78 ROVIECA METNE oa ia csc betes E E soo seaacneuaeanheoseaidaposnanacomesieeseasceen seers det 80 B dget tatus EX Ola a COW ati ccaseccrccesecsmecntaecees sseesteeseaccmoarsensheasiact E 80 Reviewing ANd Approving BUAETS cccccsssccccsscccesececsnececesececenceceescecseceseeceeeeessenceseueceseneceseneeeeeeessencessgecesseceneneeees 81 BIOS POS ONREIN ess cera teccosac E E EE TEA E T E hops eanec se ansieaneicoste 82 Narratives forthe Salary REVIEW SChOOCIIS vices snsncdienectousetentadvuacsnoreiveosesirucsavnsadeeteadandonaeeedanied EEE 83 aye olay rs eal os 9 42 OVE OWN Bene eae Ee Sa eo ee 118 Chapter TO PROS ral aie ls ecrans E E geet vecenarotuweunesgedeia i 120 POE ad NANE CS T aan asin cedratnaeane amin setesnssvacesr sexe eatuspiweuees E N arouses ota neweneaton arose 120 EMNE SI a POEL al Vy al eS oar E E E dia aohenseutecnete 120 Editing a Programi Walt LIS Us cadcsececeseiachosdecaesetiaieacedqnatedeand ssennduantedavabstenndrsatecnseds EE ssenndueatadeveaneeener 122 Chanter t Case Data Gathering CDG SetUDeusnsnnsnicissiae enteoonse an aceea eee nue aenomsne onan eeeegaiaeaeeoesetuaeeoatoanuaeeeeeniess 123 Program Mamntengnce SENINE S ecaa E E E vesdslnconeneness 123 a a el AE E 0 U o E E E T AEEA E E EE A AE A E E E ee 124 Entering a New Minimu m Seryice Leve b enirmpnrssis sip E E E N 124 EE PM EVON e beeeeisuyenmn tartar ameiaensiramenanuee 125 OV SVE W Or DG FIEIS aera E E N T E EEE ru E EAE aversion sere iu
57. Health Insurance Workers Compensation 469 250 Unemployment Compensation ooinwal awison ee ee e SE on oh r ha Jk 569 590 Depreciation True Other Miscellaneous True 569 640 Machinery amp Equipment Capital Outlay True 569 660 Hooks Publications and Library Materials Capital True New Back z tn jun jin jf ho b 3 Ke un oh ra th Entering a New GL Account 1 Select New from the bottom of the GL Maintenance screen January 2012 Page 65 SAMIS Administrators User Manual 2012 2 Enter the Account number example 569 220 in the Account field 3 Enter a Short Description this will show on the fiscal screens of SAMIS in the Short Description field 4 Enter a Long Description which is displayed when agencies mouse over the item on Budget Detail SAMIS 5 Ifthe GL is a Unit Cost or Per Diem check the appropriate box IF this is Expense Account you do not need to make a selection See chart below Select a type either Expense or Salary in the Type field to identify whether this account is an Expense or Salary Fringe account 6 Select Save GL Account Detail og Out Announcements ID l4 Short Description Travel and Per Diem This includes the ee costs of public a Unit Cost E Per Diem Active Flag Type of Expense Items Unit Cost Collect unit cost of units third party payments CSC amount amp match amount in Reimbursement Per Diem Col
58. Inactive January 2012 Page 47 SAMIS Administrators User Manual 2012 1 From the Classification Description page Select New the following page will display PCM5 Direct Inactive Safety Net Inactive Equipment amp Renovations Only Inactive 2 Enter the Classification name in the Description Field 3 Select Save to save the changes or Select Back to go back to the previous page without saving 4 The unique ID will be assigned after the paged is saved and is refreshed The Administrator has the option to use the Classification Module to deactivate Programs assigned to a specific group by selecting Deactivate Programs if the program group is no longer a priority of the governing body ID 33 Description Legal Active v Save Back Deactivate Programs Checking this box will make all programs tied to this classification inactive January 2012 Page 48 SAMIS Administrators User Manual 2012 Editing Existing Classifications l From the Classification Description page select the hyperlink for the description you want to edit 2 The following page will be displayed Change the Description classification as needed Classification Descriptions Access to Care Active Child Care Provider Active Child Care After School Care Active Delegate Active Domestic Abuse Sheltering Active Early Head Start Active Early Head Start Expansion Active Economic Stabiliby Pove Active 3 Select the Deactivate
59. K to set all User Accounts whose passwords failed 1 or more criteria to Force New Password at Next Login Select one or more criteria REMEMBER Notify the SAMIS Statewide Administrator to edit the Security Message viewed by the users to incorporate any new requirements January 2012 Page 42 SAMIS Administrators User Manual 2012 Fiscal Year Maintenance This module is used to set up fiscal years in SAMIS which is defined as is a period of time used for calculating annual yearly financial statements and reports and organizing data to define service and performance measures Fiscal years can vary between governmental entities resulting in the need to operate and thus report information in multiple fiscal years In addition the need to meet unique business practices can require the use of different Fiscal Years SAMIS Fiscal Year rules Multiple and overlapping Fiscal Year can be accommodated Defined at the CSC level Must have a start and end dates assigned but does not have to be limited to a 12 month period Programs can only be assigned to ONE fiscal year Only ACTIVE Fiscal Years will be available to the user ee Fiscal years define how budgets budget amendments and reimbursements are processed and all reports are based on the dates assigned to the Fiscal Years Fiscal years are also utilized to setup minimum service levels collect group and volunteer information and as a report parameter when running various Prog
60. MIS until the appropriate authority approves Budget Amendment Report The Budget Amendment Report can be run through Consolidated Reports Alternately you can click the report icon in the My Workload view of My Approval Queue or in Fiscal Search This report should be Date Arrived 1 13 2004 11 17 17 AM Submitted Fa 18965 4 YWCA GIFS Final 4porover 1 13 2004 11 17 06 AM Submitted OZ MAKE NOTE 1 Only one budget amendment can be open at a time in edit submitted or rejected status Another budget amendment cannot be created until all others are approved 2 CSC Users cannot view Budget Amendments in EDIT status January 2012 Page 88 SAMIS Administrators User Manual 2012 Budget Amendment Review The Budget Amendment Review screen is the main budget amendment page This screen allows the CSC employee to view increases decreases or transfers of salary fringe or expense account funds Viewing Specific Salary Fringe Transfers To view specific salary fringe transfers by position select the appropriate hyperlinked account title from the salary fringe portion of the budget amendment Juvenile Welfare Board of Pinellas County Budget Amendment Review Aqency ABC INC A Test Program Program 01 02 Submitted Fiscal Year Current Status Amended Current K Revised Revised Title CSC CSC Unspent Tancer aner Narrative Amended Unspent Budget Budget Balance Budget Balance Regular Salaries an
61. Once the position is approved agency users can create a budget amendment and move CSC dollars to the new position 1f the CSC funds the position in any part The position will not be displayed in subsequent reimbursement until CSC dollars have been allocated to the position Reviewing and approving the new position From the SAMIS Main Menu select Add New Position The New Position Search screen will display Juvenile Welfare Board of Pinellas County New Position Search Training Agency Program African American Lead Morth Greenwood Community Family Center Fiscal Year 02 03 Search Back 1 Select the Agency and program from the Agency Program drop down box 2 Select the Fiscal Year from the Fiscal year drop down box 3 Select Search The New Position Search Results screen will display Test English 100 Approved Test two position Funny AQ 25 Approved Assistant smith At 100 Submitted Back 4 Click on the position title for the position you want to review January 2012 Page 111 SAMIS Administrators User Manual 2012 The New Position Maintenance screen will display Position Assistant Last Name Srith Hours Week 40 Percentage of Time in Program 100 Regular Salaries and Wages 21 520 00 21 520 00 FICA 7 65 1 546 28 1 250 00 Retirement Contributions 45 26 45 00 Life and Health Insurance 12 00 0 00 Workers Compensation 45 25 15 00 Unemployment Compensation 15 00 15 00 Update Status To Ap
62. Program check box to inactivate ALL programs associated with this classification OR 4 Uncheck the Deactivate Program check box to activate ALL programs associated with this classification 5 Select Save to save the changes or Select Back to go back to the previous page without saving ID 14 Description Public Transportation Active NOTE Activating all programs associated with a Classification will activate programs that were inactivated manually or previously on the Classification page January 2012 Page 49 SAMIS Administrators User Manual 2012 Agency Program Maintenance The Agency Program is the structure used to collect and report data in SAMIS All data entry is completed at the program level with all Programs associated to one Agency The Agency Program relationship is also used to generate reports as well as the custom Contract Report The administrator must set up the Agency then the Program from the SAMIS Main Menu Administrative Functions Agency Program Maintenance How to Set up Agencies 1 Select Agency Program from the SAMIS Main Menu Users will be brought to the Agency Maintenance screen E Agency Name vy Begins With A Great E E Agency Name v Exactly Like v New Agency C Actie v Searches only on Program active status Agency Agency MOOT Program Active amp 80 A Great Agency 170 A Great Program True amp so A Great Agency 173 A Gtreat Agency FAA True amp so A Grea
63. Race Referred To X School Data Consent Secondary Activity X for X Teen Parem Ooo a x xX x KK gt lt X X X X X x X X iS i January 2012 Page 127 SAMIS Administrators User Manual 2012 Configuring CDG Customized Fields The CDG Custom Fields module is utilized to turn on off customize fields and to specify required fields at the Program level NOTE If the same fields needs to be selected for every program at the CSC please contact the SAMIS State Administrator who can run a query to Select the fields and requirements for all programs at once 1 From the SAMIS Main Menu Select CDG Custom Fields The following screen will display CDG Custom Fields og Out Announcements iscal Year 11 12 v gency Program Agency A Test Program 1 v Search 2 Select the Fiscal Year the agency and program from the Agency Program drop down selection list that you will be customizing fields for 3 Select Search and the following screen will display 4 Place a check in the check box under the Selected column for those fields you wish K to display for the program The first three PANET Ea ee fields Number in Household Adults in oq Out Announcements 7 Household and Children in Household will display on the case screen All other aike GiGES fields will display on the participant Pra Se screen s 5 To make the specific field required for the EE program place a check in
64. SAMIS Administrators User Manual 2012 CSC EMPLOYEE USER MANUAL Revised January 2012 1 Page SAMIS Administrators User Manual 2012 SAMIS Administrators User Manual 2012 Contents Chapter 1 SAMIS Overview and Standards scscccssssccssssssescoussscccnssscucussscnecussestousssencussscneusssessousuecteuessencussscnsousseseensss 11 FST Fe POV TIN O W concer vseunctopiconareniuis E E E E E E E E E 11 FOS Fad E E A E EE E A E 11 ee O EA EEE EA E EE E PEE E E EE A AEEA E E A EE EE AEA ETE T EET 11 SANI HCD DEEK oaar a N EE E ee eee ee er ee 12 AMIS TEIN a E E E basstwin vonsuns ca reqweniedeeaierumanteanecipeatesen 12 Communication with CSC FUNGEd Agencies vi iceceiscscceressicnsosnecdssiasedeswaieeeeiacuselnantisesdonnnseiiaveuassHiadesainavenaedceuseineniaseeeeesee 12 Statewide SAMIS ANNOUNCEMENTS arsso eri nran A EEE EEEE 12 CSC Specific SAMIS ANNOUNCEMENNS ccccccssseccceesecccceseccecesececsusecesceecceseusececsuaeceeseneceessenececeuaecessugeceeseuaesessenecetsenes 12 SAMIS WED O a T E A A A EA 13 SECU ONEI E WG e e E E E E E E 13 User IDs ana PASS WOTG aan Ue ee ee ae ee ee ee ee ee 13 How Secure is the Data Sent to the CSC cssssssscccccccseeesseeeccccessaeesseeececeessaeesseeeseeeessaeeesseeseceeseugusseeseesessagggsses 13 Technical Reguirementsand Settings wssnacsctxccsctevarnssnasncedcanonwaeobeosuaceseanmaesauiencssanmees EEEE 14 Chapter 2 Loggine Onto the SAMIS Syste M ernari r riar r E EAE ou
65. Services 0 569 311 Professional Services Workshops 569 320 Accounting and Auditing 569 321 Bank Services Account Title 569 330 Court Legal Services 569 340 Other Contractual Services 569 350 Investigations 569 400 Travel and Per Diem 569 401 Conference 569 402 Transportation 569 410 Communications Telephone 569 411 Communications Long Distance January 2012 Page 81 SAMIS Administrators User Manual 2012 Budget Position Review The Position screen can be viewed by selecting any Salary or Fringe line item s account number This screen displays salary or fringe information by position Al positions funded by this program whether or not they have a CSC allocation must be included in the Budget Position screen Bottom of Page Agency Program ABC Inc Really Great Program Fiscal Year 07 08 CSC Program Allocation 290 665 Budget Status Approved Reviewed By Isahulka Account 569 120 Regular Salaries and Wages ist Exp Time In Program CSC Salary Program CSC Position Staff Hours Wk Program Salary amp Wages Alloc Fringe Fringe all Canta ease Tarvi f4907C Am nnm an 494m no NANE M aN a amm Narrative 8 18 2007 Due to budget cuts and programs being defunded there were layoffs and reductions in the hours for the remaining employees We have also elminated the call center manager and have replaced some of the duties with zl Pertre Director Mouse Micki 13044 40 100 o 0 0 0 12020 Progr
66. URERS i ppe Special a Condition the provider reflects an excess of expenditures over revenues JWB and the Provider agree that JWB is not obligated to fund this deficit and Active r Yes r No Level F Agency f Program Fiscal Year 100 0 x Delete Update Cancel To associare or disassociare an ageJU ylprogram m a condition the the ageJU ylprogram be en the Selecred and Awilable lislbo s To an aeeJU v pro f ram be en the lislbo s double cW kon the irem Avaliable Agencies Programs ABC INC A Test Program ABC INC E R ABC INC MERGER Abilities Inc Equipment and Renovation African American Lead North Greenwood Community Fat All Children s Hospital SAFE KIDS Coalition Alpha Institute Inc Alpha Institute Alpha Leadership Alpha Leadership Program Area Agency on Aging Fitness Is Ageless Asian FACE Asian Heritage Festival Asian FACE Asians Respect Tradition Asian FACE NeighborhoodFamily Center Selected Agencies Programs Family Resources On Campus Intervention OCIP PARC Discovery Learning Center and Homebound Prograrr HELP A CHILD Allyn B Giffin Medical Placement Home Pro 159 Page SAMIS Administrators User Manual 2012 Manual Performance Measures and Minimum Service Level for Pinellas Contract Report This module is utilized to enter Manual Performance Measures PM and Minimum Service Levels MSL for a program during a fiscal year that will appear in the Pinellas Coun
67. Y 2012 Tue__froouzor1__foecsoaot2_ i 1 FY 2011 True 10 01 2010 09 30 2011 3 5 SPC GY10 True 08 23 2010 05 22 2011 6 LIHEAP 2011 True 03 01 2011 03 31 2012 a Dies Trin ANNANN nanana Create New Fiscal Year Add Fiscal Year ID New Year Description Active fia Start Date End Date S Select Program Name A Great Agency A Great Program A Great Agency A Gtreat Agency FAA IA Great Agency Giselle s Agency mi gt A Great Agency Giselle s Program A Great Agency Ryan White Training 3000m Edit an Existing Fiscal Year 1 From the Fiscal Year Maintenance screen click on the FY name hyperlink for the year that you want to edit 2 Change the information in any field required or uncheck the Active field to inactivate this value so it will not be displayed on any SAMIS screens 3 Select Submit to save the changes or Select Cancel to return to the previous page without January 2012 Page 45 SAMIS Administrators User Manual 2012 saving Select Fiscal Year to edit jp Fecal Year FY 2012 nce 10 01 201 1 09 30 2012 a el ee 10 01 2010 on Edit Fiscal Year ID 5 Year Description SPC GY10 Active y Start Date 05 23 2010 EB End Date 05 22 2011 A Great Agency A Great Program A Great Agency A Gtreat Agency FAA A Great Agency Giselle s Agency A Great Agency Giselle s Program P A Great Agency Ryan White Training e January 2012 Pag
68. accounting system Currently only CSC in Pinellas is utilizing this module January 2012 Page 26 SAMIS Administrators User Manual 2012 Fiscal Search Agency and CSC Users Fiscal Search provides a central area to view all fiscal documents for a selected program and fiscal year Undo Workflow Approval This module is utilized CSC employees to un approve documents budgets budget amendments or reimbursements that have previously been approved This module is not utilizes for agency users Document Repository This module can be utilized by agency and CSC staff to upload view and store documents that can be associated with a program FY and fiscal module Each CSC will have policies on what type of documents and when documents should be uploaded Slot Reimbursement This module is currently being utilized by the Palm Beach CSC only This module will be utilized by CSC staff to setup slot dates and funding amounts that will be utilized for agencies who are reimbursed utilizing slots Program Sources of Revenue PSR This module is no longer being used by the CSCs in SAMIS Funder information is now directly in the budget However previous year s information is still in this module Agency User The module is designed to allow the agency user to enter actual and projected program revenue for the current and the next fiscal year CSC User The CSC staff can review the revenues the agencies have entered Administration Functions
69. aining and to practice SAMIS processes The Training Site is identified with a description below the SAMIS logo Data cannot be transferred from the training site to the live site e SAMIS Production Site https www SAMISCSC org the production site is where all final information should be entered Security Overview User IDs and Passwords SAMIS allows each CSC County SAMIS Administrator to set the security standards applied to the site The criteria include length and character content reset frequency and lock out standards including user and Administrative passwords The licensing model provides an unlimited number of users per site to encourage unique ID s for every user SAAMIIS includes a User Report that will allow both the Agency level Administrator and the SAMIS Administrator to view access granted to every user It is recommended that this report be run at least twice a year to confirm the list of active users is current Since SAMIIS is a web based application all changes in access rights should be processed immediately CSC and Agency Administrators are responsible for unauthorized access by terminated users with active accounts How Secure is the Data Sent to the CSC Since the information sent to the CSC through the agency web browser is transmitted over the Internet extensive precautions have been taken to ensure the security of transmitted data e The data is secured using a digital certificate provided through NetworkSolutio
70. am Funders Funder Salary FICA Retirement Life amp Health Workers Unemployment Total Fringe Insurance Compensation Compensation Gertrude 22 000 0 2 550 700 0 100 3 350 Pinensmasher Foundation Totals 22 000 0 2 550 700 0 100 3 350 TAKE NOTE To identify which account s Salary Review in look at the oun e the top left hand corner of the screen January 2012 Page 82 SAMIS Administrators User Manual 2012 Narratives for the Salary Review Screens Each item in the salary and fringe portion of the budget that contains dollar amounts in any column must include a narrative in the Item Comments section Position Hours Wk Time In Program CSC Salary Program CSC Program Salary amp Wages Alloc Fringe Fringe 0 0 0 o 52 000 32 000 4 678 4 628 17 120 16 120 7 210 4 510 admin asst 14 000 13 500 6 871 6 271 Narrative 4 22 2004 Salary Narrative Guidelines for Budget Salary and Fringe Narratives Below is a list of the salary and fringe accounts and guidelines for the content of the narrative box should contain Regular Salary and Wages a How many positions are in the program b Were any position amounts increased decreased significantly from the previous year and if so why c Are any positions in kind d What is the total amount of in kind positions e How many positions does THE CSC support f Is there any significant change in CSC support for these positions from the previous year and if so why FICA
71. ami Families ADM Tr Cretiel Chijiren ami Families Develepmental Services Tr Entering a New Referred To 1 Select New from the Referred To Maintenance screen 2 Enter the Referred To value in the Value Name field 3 Select Save Referred To Maintenance Value Name Active FI Save Back Edit an Existing Referred To Value 1 Click on the hyperlink from the Referred To Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save 142 Page SAMIS Administrators User Manual 2012 Grade Highest Gi ade Higher AI This module is used to set up the Current Grade field options in the Vanes theme nave CDG modul iia ll Tree Comp hed Trebe Tee mie a r Select Grade Highest from the SAMIS Main Menu The following Ered ead ina Frail Sched Te page will display Carneais ened in din rnd Shee a Currtady earelid ia Cree Dee he al Sr hkl Tres Dii m High 5i hrel een tt a my La pi iral Tres Eig bite Gracie Tree Fess Grade Tre lewt Goede Tr Niet Genie Teer Entering a New Grade ID Tra Frem heel Age Att mdimg Tra Preeethes Age mei aftr miing Tire 1 Select New from the Grade ID Maintenance screen a e Hecehed Deter Degree mel cers be ok Tre 2 Enter the Grade in the Value Name field e Tree 3 Select Save Smee Grade Tres Tent Grade a Thiri Gowde Tr Tee ifi Gi de Tres Laksa
72. and CSC options are the only sections of CSC Administration that will be discussed The other options will be discussed in this manual in their perspective sections see below Other Functions Chapter in this manual to find instructions Performance Measures Case Data Gathering Reimbursement Options Fiscal Setup for CSC Users Client Identifier Field Availability Case Data Gathering Program UOS Options Program Units of Service Menu Administration In this section the CSC will select all the menu options that will be available to assign to users Not all users will have access to all the menu items selected but the menu item must be available at the CSC level to be assigned to the users Any SAMIS modules listed in the Selected Menu Items box will be available for CSC use Editing selected SAMIS Module access l 2 3 4 Select CSC Administration from the SAMIS Main Menu Select the Menu radio button to view this feature Move an item from one box to the other by double clicking the item This will place that item in the opposite box Select Back to return to the main menu Menu 5 Performance Measurement Options Reimbursement Options Client Identifier Field Availability CSC Options Program UOS Options Verify Password Adherence Available Menu Items Selected Menu Items Activites Services Adjusted Group Units of Service Adjusted Program Units of Service Adjustments Agencies ad Martin Co
73. ases Opened and Closed Client Level Detail The Summary Reimbursement report summarizes all reimbursements including the net amounts and total for all reimbursements that are within the selected date range when the report is run This report will also can provide a summary of the unit IF the program is on a unit cost reimbursement contract this report will provide the summary detail The Capacity and Reimbursement Review Report combines Program capacity and YTD fiscal performance information into one report Program capacity looks at the family capacity entered by the CSC not all CSC s utilize this feature and compares it with a count of cases opened during the date range of the report Year to date reimbursement information also appears so the agency CSC can compare the number of cases to the amounts reimbursed The Adjustment Detail Report provides the type of adjustment Adjustment Advance Data Conversion etc adjustment amount the amount approved for repayment by the CSC the amount in reimbursements not yet approved by the CSC and the balance remaining to be paid for each individual adjustment In addition the report shows which checks and reimbursements have been applied to each adjustment This report may be run only at the program level The Adjustment Summary Report provides the type of adjustment Adjustment Advance Data Conversion etc adjustment amount the amount approved for repayment by the CSC the amount
74. asons for Participation Activities Services Referred From Referred To Zip Code Household Income Race Ethnicity Grade Classification This module enables the CSC user to setup classifications Once setup these classifications can be associated with programs and will provide the ability to run the performance report by one or more category Examples of categories can include Program Funding Strategic Plan Goal etc Client Identifier Field Order In SAMIS Programs can select up to 4 fields to identify participants on screens and reports ie Name SSN Date of Birth CSC case code etc This module allows the CSC to setup which 4 fields a program will utilize and in which order they will appear January 2012 Page 31 SAMIS Administrators User Manual 2012 Chapter 5 Getting Started This chapter will review the modules that are necessary for the basic use of SAMIS The chapter begins with User Administration and CSC Administration Menu options and CSC Options There are set up tasks the will impact SAMIS globally and must be completed before SAMIS can deliver the full functionality to the user The following settings must be configured before Fiscal CDG or Performance Measures will function accurately Fiscal Year Classifications Agencies and Programs User Administration Maintenance Since user access is essential to utilizing the SAMIS System this is the first module reviewed All users who need access t
75. cal year Budget amendments may not be used to request new dollars from the CSC If new dollars are awarded during the fiscal year for New and Expanded Equipment and Renovation etc CSC staff will create edit and approve a budget amendment putting the new dollars in the appropriate line items Budget Amendment Status Explanation There are up to four stages in the budget process Each stage or status determines what the user views and ability to edit information Each stage is assigned a status edit submitted requested or approved A budget can have only one status Edit When a Budget Amendment is created it 1s considered in edit mode Edit indicates that the Budget Amendment is still on the agency side of the workflow chain The Creator may have saved the Budget Amendment for editing or forwarded the Budget Amendment for review or submission The Budget Amendment has not yet been Submitted to the CSC by the Submitter for approval The Budget Amendment must be in or returned to the Creator s queue for any changes Submitted Submitted indicates the submitter has Submitted the request to the CSC for Approval The agency can only view the Budget Amendment in this status through Fiscal Search or Consolidated Reports CSC Reviewers will review the request and make comments but cannot change any of the data related to expenses amounts etc Approved Approved indicates that the CSC Approver has reviewed and approved the request
76. ccess the Calendar Maintenance to assist agency users in solving problems or understanding the functionality of the page January 2012 Page 29 SAMIS Administrators User Manual 2012 Define Fringe Percentages Agency User This module provides a mechanism to users that will allow them to predefine percentages for all of the salary and fringe general ledger line items excluding FICA The amounts can then be used to calculate the gross and program allocations amounts within the budget CSC Users The Help Desk or Technical Support will access the Define Fringe Percentages to assist agency users in solving problems or understanding the functionality of the page Program Waiting List This module will be used by CSC employees to setup waitlists for a program Once a wait list has been setup by the CSC agency users will have the ability to enter clients onto the wait list CDG Custom Fields This module is utilized by CSC employees to assign custom data entry collection fields to a program Fields can also be specified as required or not Group Activity PIC List Maintenance This module can be used by either the agency or CSC employee to select those group activity types that will display and are available for selection in the Group Activities Module Group Activity Location Maintenance This module can be used by either the agency or CSC employee to setup the locations that will be utilized in the Group Activities module to iden
77. ch _ Back _ 2 Select agency and program from the Agency Program drop down selection box 3 Select the fiscal year from the Fiscal drop down selection box Manual Performance Measurements Agency Program Agency A Test Program 1 hd Fiscal Year 11 12 v 4 Select Search 5 The following screen will display if the program had manual Minimum Service Level Manual Performance Measurements PM IDPM Description et Results x IMPM 2 The program will refer 75 of all families to the local library services for the purpose of obtannin PE No P Manual Minimum Service Levels ag MSL Description Met MSL Results 1 TAKE NOTE Utilize the Binocular Icons to view the entire MSL description es 100 families will obtain a library card a E or MLS Results IMSL Results MSL ID MSL Description F r ge a Baan adil a le MI ISL 2 100 families wil obtain a library card Seg Mi 6 Select the Arrow icon to edit the manual minimum service level 7 Ifthe minimum service level was Met as reported by the agency select the Met check box 1f the minimum service level was not met do NOT check the Met check box 8 To enter Results information as reported by the agency enter in the MSL Results text box 163 Page SAMIS Administrators User Manual 2012 9 Select Save to save the changes or Cancel to return without saving Deleting a Manual Measurable Objective Select the X icon to permanently delete a
78. cial data transfer between a Children s Services Council and its funded agencies SAMIS has operated since July 1999 SAMIS was expanded in August 2001 for use by multiple Children s Service Councils in Florida Children s Services Councils are specialized taxing districts in Florida The counties participating include Broward Duval Jacksonville Martin Palm Beach and Pinellas Program Side The program side of SAMIS includes Case Data Gatherer CDG CDG Client Wait List Performance Measures Program Reports Group Activities Volunteer Activities Program Units of Service Quarterly Commentary Analysis of Outcome Attendance Tracking Reverse EDI and EDI Imports These modules and their supporting modules allow the CSC to track participant demographic information referrals specific services and activities Performance Measures waiting time for program services units of service and attendance They also provide the user with valuable tools to ensure data entry is being performed to maintain data integrity and provide the ability to analyze the data Other modules track distinct group events record volunteer participation provide for greater program level data entry customization and allow extensive reporting in SAMIS Fiscal Side Program Funders Funder Amendments Budgets Budget Amendments Budget to Actual Reimbursements Document Repository and other associated modules provide all the fiscal functions necessary for the
79. compare them against budget figures Individual Salary and This report displays budgeted amount year to date spent Fringe and the balance remaining for the each position in the salary and fringe accounts This reports reflects the current dollars at the time it is run It does take into account all budget amendments and reimbursements in edit submitted or approved status This report may be run showing only CSC funded positions or all positions Original Budget Salary This report displays the original CSC CSC budget for each and Fringe position in the salary and fringe line items This report may be run showing only CSC funded positions or all positions Program Budget This report displays the program s budget for the selected fiscal year This includes the account and account names the narrative the program and the CSC CSC budgets and amendment budget for each line item Also included are salary and fringe totals operating expense totals and the grand total Three Year Budget This report displays the program s amended budget and Expense total reimbursements for the select fiscal year and the two consecutive prior fiscal years It includes the account account names the CSC amended program budget total reimbursements for three fiscal years and the percentage change in the CSC amended amounts from the second and third year Budget to Actual This report displays the program s budget to actual page including information o
80. cy User Manual for setup instructions Attendance can also be EDT d electronic data interchange into SAMIS by running bar code reports out of the SAMIS system for participants and then scanning those that attended by utilizing the Attendance Tracking EDI module Information on Attendance Tracking EDI can be found the in the Attendance Tracking EDI module The software required for this and information on the scanners can be obtained by contacting the SAMIS Statewide Systems Administrator 146 Page SAMIS Administrators User Manual 2012 Program Units of Service Setting up Program Units of Service has several more steps than Attendance that are required for use as there are many other modules associated with this functionality of SAMIS The steps are listed below Many of the steps below are documented in other areas of this manual The area of documentation is noted 5 Users both CSC and Agency must be given access to the appropriate modules See User Administration this manual The Program Units of Service Option must be configured under CSC Administration See Program Units of Service Option later in this chapter Client identifier field order should be setup as this is utilized to identify participants on the screens See Client Identifier Field this manual Program users should setup Calendar Maintenance which indicates which days the program does not serve participant ie Holidays or weekends they are closed and units of
81. d 31 000 00 88 002 00 86 002 00 1 100 00 87 602 00 85 602 00 Wages 1 500 00 FICA 2 371 50 2 371 50 2 371 50 0 00 0 00 2371 50 2 371 50 PEUETIGIN 11 000 00 9 000 00 4 000 00 0 00 0 00 9 000 00 4 000 00 Contributions Lite and Health 11 000 00 11 000 00 11 000 00 0 00 0 00 11 000 00 11 000 00 Insurance Workers Compensation 11 000 00 11 000 00 11 000 00 0 00 0 00 11 000 00 11 000 00 Unemployment 11 000 00 11 000 00 11 000 00 0 00 0 00 11 000 00 11 000 00 Compensation Column Descriptions Title The GL name Original CSC Budget What the budget looked like at the beginning of the fiscal year before any amendments Amended CSC Budget Original budget or any previous budget amendments Current Unspent Balance Amount remaining at the time the budget amendment was created Transfer Amount being transferred into the corresponding general ledger item Transfer Amount being transferred out of the corresponding general ledger item Revised Amended Budget Original budget or any budget amendments including the current one Revised Unspent Balance Amount remaining after taking into account the current budget amendment January 2012 Page 89 SAMIS Administrators User Manual 2012 Juvenile Weltare Board of Pinellas County Budget Amendment Salary Review Agency ABC INC Program A Test Program Period Requested a GI Account Regular Salaries and Wages Salary Transfer Review ae Orginial Amended Cur
82. d Approving Budgets To review a budget in your current workflow queue enter the My Approval Queue hyperlink on the main menu Then click the blue Budget ID hyperlink under the appropriate budget The Budget Approval screen is displayed This screen is the main budget screen in SAMIS From this screen the user can view the TAKE NOTE 1 The CSC allocation in the budget header is fiscal year agency program The CSC allocation and the current input by CSC The bottom line in the CSC budget status from the budget header information The program allocation column typically should equal this t budget the budgeted CSC allocation and CSC amended budget o brok b l d Iso be Vi dnt For details on what should have been roken out by salary and expense categories can also be viewed in the E e O A TN detail section of this page please view the Chart of Accounts included in the appendix of the Program Agency User Manual To view the underlying detail of an account the user can select the hyperlink for each item GL account number and the corresponding detail will be displayed Agency Program Happy Agency Happy Program Fiscal Year 04 05 CSC Program Allogation 185 000 Budget Status Submitted Reviewed By davidh Salary Accounts Se ae a Budget Allocation Amended 569 20 Reale Salaiesand Wass S 20 20 Life and Health Insurance Salary Totals 101 879 77 029 Program CSC Budget Allocation 569 310 Professional
83. d to one Agency but multiple Programs can be associated to the one Agency 3 Select Add New Program which appears in the Agency set up grid as seen below Agency Name Exactly Like Y Agency Name v Exactly Like v New Agency Active Searches only on Program active status Contract Active ChidNet Children s Law Center 21st Century MAPP Mentoring Children of Prisoners Quality Counts School Readiness Funding VEN Pan Pars Ne RN a ae Ne T _ Add New Program i aunt tron pam ton zamanr racers Saree oO January 2012 Page 52 SAMIS Administrators User Manual 2012 4 The screen will refresh and display the Program set up page which includes 4 sections all requiring a General Information b Fiscal c Program d Other Misc Fields The Chart below outlines each field on the Program set up screen Program Set up Business Rules Field Program Name Description Owning agency Active County Wide Service Service Zips Subcontract Classification Fiscal Years Contact Name Contact phone DESCRIPTION GENERAL INFORMATION Name of the program that will appear on all screens Description of the program The name of the agency that the program is associated with Identifies whether the program is active or not If the program will be provided county wide select this box this information is currently only being utilized for the JWB Martin and Palm Beach C
84. decrease the reimbursement by the advance payback adjustment amount Advance paybacks will only display if the advance has been taken either through a manual check or payment to the agency program through a reimbursement Adjustment Money is owed to the CSC for some reason possibly a disallowance from a previous fiscal year or something similar Comments should note why the adjustment is being made When funds are entered into this adjustment through the reimbursement the reimbursement will decrease by the adjustment amount The next reimbursement created will reflect any amounts reimbursed to the agency or paid back by the agency See the Adjustments chapter later in this manual for information on setting up a program s adjustment January 2012 Page 99 SAMIS Administrators User Manual 2012 Viewing Adjustment Information Click the Advances Adjustments button on the Reimbursement Review Screen This will bring you to the Apply Adjustments screen where you will see all advances and adjustments taken Under the Amount to Apply column numbers in parentheses are taken from the applied adjustment amount and numbers without parentheses are added to the applied adjustment amount The Total to Apply is then added to the Current Reimbursement Amount to yield a new Net Reimbursement Amount Services and Activities Management Information System Microsoft Internet Explorer Fie Edit view Favorites Tools Help Juvenile Welfa
85. e account name The following page will display Select the position title for the position that requires editing of funder information Agency Program Fiscal Year Budget Status Reviewed By ABC Program 4 Really Great Program 03 04 CSC Program Allocation 30 000 Approved Ipeele Department of Juvenile Justice 569 120 Regular Salaries and Wages Potion Last Name Program Worker Jones Excutive Director Smith Original Funder Budget 15 078 5 500 Amended Funder Amendments Budget 0 15 078 0 5 500 Position Program Worker Last Name Jones Title Regular Salaries and Wages FICA Retirement Contributions Life and Health Insurance Workers Compensation Unemployment Compensation Totals Funder Original Budget 15 000 78 0 15 078 Back Funder Amendments 500 422 Funder Amended Budget Comments 14 500 comments go here Comments go here 156 gt 0 TE 14 656 Save Back 3 Review the line item amendments for the selected position Use the Back button to return to the previous screen Page 110 SAMIS Administrators User Manual 2012 Add New Position The New Position Module allows an agency user to add a new position that has been set up in the Position Management Module to an approved budget The CSC employee must approve the position before it will display in the budget budget amendments and budget reports
86. e 46 SAMIS Administrators User Manual 2012 Classification Maintenance The Classification Maintenance found under CDG Maintenance Functions on the SAMIS Main Menu provides the option to group programs by categories or domains The structure or hierarchy is specific to the CSC County The purpose for assigning Classifications is generally to relate funding or participant demographics to funding priorities local indicatives research models or all three hierarchies A program can be in more than one Classification category to increase the value of the reports generated from SAMIS data While the Classifications are set up in this module the program is assigned to a Classification when set up using the Agency Program Maintenance module appearing on the SAMIS Main Menu Administrative Functions Setting up Classifications 1 From the SAMIS Main Menu CDG Maintenance Functions select Classification The following screen will be displayed Classification Descriptions 0 Healthy Births Legal 1 Child Maltreatment 2 School Readiness 3 School Success 4 Out of School Time OST 5 Family Counseling 6 Neighborhood Family Su Specialized Residential Si Youth Intervention system Support 21st Century School Based 21st Century Community Basex CCC Community Contracts Creating New Classifications Active Active Active Active Active Active Active Active Inactive Active Active Active Active Active
87. e Levels to actual group activities entered into SAMIS and provides a achieved It also provides a count of group sessions Group Activity This report displays the details of each group activity and Collaboration Detail the associated collaborative agency Group Activity Collaboration Summary This report will summarize the number of group activities that are associated with each collaborative agency 178 Page SAMIS Administrators User Manual 2012 Technical Support Contact Information SAMIS Statewide Support Patriacia K Gehant Director of Technology Solutions Childrens s Services Council of Florida 727 647 0491 pgehant samiscsc org TBD Business Information Analyst 179 Page
88. e Module This report can only be run at the program level The Weekly Attendance report can be run by program program site and or involvement for a specified week The report will list all of the participants active that week and display the attendance that is entered during the time period The Measurable Objective Detailed Report when used in 176 Page SAMIS Administrators User Manual 2012 Objectives Performance Measures Summary PM Participant Details Participant Summary Workflow Workflow Approval Chain Funding CSC Funder Other Funder Sources of Revenue Summary conjunction with the Measurable Objective Summary Report will provide detailed information to explain performance rates and patterns Independently the report will highlight cases with Measurable Objective data entry issues The PM Summary Report provides general information about the performance of participants as a whole on the program s Performance Measures The PM Participant Detail report can be run by program date range and involvement It displays all participants who meet the criteria and displays information regarding their PM status This information includes the service component they are in SC start and end dates of admin points last admin point date and the status measured or not This report summarizes how many participants according to involvement type have been attached to at least one of the available service component
89. e Settings Several options can be configured under Agency Program Maintenance that will allow Organizational CSC to configure specific data entry business rules to apply to a specific program s These fields include e of Days in Grace Period for Performance Measures e Enforce Participant age ranges Participant Low Age Range and Participant High Age Range e Allow Mixed Mode Reasons for Participation Definition of each field can be found in the Program Maintenance section of this manual January 2012 Page 123 SAMIS Administrators User Manual 2012 Minimum Service Level Setup This module is used to setup expected or contracted levels of participants to be served in different areas of SAMIS The Program can enter the minimum service in several categories for adults and children primary and secondary within a specified program and fiscal year This information is used in the Performance Report to compare the Minimum service level negotiated with the CSC to the participants that have been entered into Case Data Gathering and also displays in the CSC Contract Reports In addition minimum service levels can be setup for group activities for the Group Activity Report Also Units of Service UOS and Program Capacity can be setup for the Quarterly Report This section will provide instructions on setting the minimum service levels for CDG Group Activities UOS and Program Capacity From the SAMIS Main Menu select Minimum Service Lev
90. e agency or program level and date range In addition if run at the program level a program site can be utilized to narrow the results The report displays any units collected during the date range with the associated activity value and total number of units original adjusted and net The Program Units of Service Client report can be run by agency or program and date Range The report displays all participants who have units for the selected time period and displays the total number of units original and adjusted that they have for each activity 175 Page SAMIS Administrators User Manual 2012 CDG Continued Attendance Quarterly Report Referrals To Detail School Data Consent Compliance User Info Attendance Sign In Sheet Attendance Utilization Calendar Bar Code Hand Held Bar Code List Monthly Attendance Weekly Attendance The Quarterly report is currently only utilized by Jacksonville It gathers Attendance Program Units of Service and Quarterly Commentary information into a report which can be presented to their board The Referrals To Detail report can be run by program date range referred to reason CDG search criteria and or involvement It displays the number of participants referred to each option and provides a count of unduplicated participants The School Data Consent Compliance report displays of list of those participants who does not have school data consent filled in on the C
91. e contract will be run for from the Fiscal Year drop down box Select Search This will bring up all of the available programs that are attached to the agency in the Available Programs box Type the date the contract will be commencing in the Begin Date field or click on the Calendar button and select the date from the calendar Clicking the date on the calendar will place the date in the Begin Date field Type the date the contract will be ending in the End Date field or click on the Calendar button and select the date from the calendar Clicking the date on the calendar will place the date in the End Date field Select the programs that will be included in the contract by double clicking the program in the Available Programs box This will place the selected program in the Selected Programs box Select Run Report Please see the chapter on the Report Viewer Window later in this manual for details on how to navigate print and or export reports 166 Page SAMIS Administrators User Manual 2012 CSC Contract Report for Palm Beach County This module is used by CSC staff to generate the CSC Contract with the funded agency It can be generated for one program at atime This module is currently used for Palm Beach County only The CSC Contract Report is accessed from the SAMIS Main Menu by selecting PBC Contract Report At CSC access to this module is limited to internal employees only Services and Activities Management Information Syste
92. e total amount budgeted in the program for the line item The results of the calculation are displayed in the Calculation Results field This amount is the program budget amount for the line item The Total Amount Funded by CSC field is the CSC budget for the line item January 2012 Page 85 SAMIS Administrators User Manual 2012 TAKE NOTE Item 569 494 Administrative Cost If the program choses to budget this line item it must provide a computation for the Agency s administrative cost rate Administrative costs cannot include any of the direct program costs The budgeted Administrative Cost Rate cannot exceed 20 CSC cannot reimburse for depreciation capital or in kind as part of its allocation for administrative costs CSC s funding of administration costs cannot exceed 20 of the allocation for direct program costs In the narrative for this item show the derivation of how the cost figure for this program was calculated and explain the increase or decrease Item 569 640 and 569 660 Capital Outlay All capital expenditures in excess of 750 should be listed and should include a brief explanation of need for each such item Other Funder Budgets Within the budget agencies should be entering other funder information i e United Way DCF private foundation etc This information can be captured at the Summary Level lump sum contribution made by another funder at the Detail Level contributions from another funder
93. ear ends on 09 30 2004 and the last reimbursement was done for the period 09 01 2004 09 30 2004 no other reimbursements can be created for that fiscal year If the end date of that last reimbursement could be moved back say to 09 25 2004 another reimbursement can be performed during the fiscal year for the period 09 26 2004 09 30 2004 Editing Reimbursement Dates 1 Select the agency program that you want to edit from the Agency Program drop down list The last reimbursement that was created will be displayed 2 The dates can be changed by highlighting the text and re typing the correct date or by clicking on the Calendar icon next to the Period Begin or the Period End and selecting the new date from the calendar 3 Select Save to save the changes or Return to Menu to return without saving If any reimbursement date rules have been violated a message will appearing stating the issue and your changes will not save until the issues have been corrected Juvenile Welfare Board of Pinellas County Rennbursement Dates Agency Program Family Resources On Campus Intervention Program QCIP w Feimbursement ID 11040 Period Begin 11 01 2004 Period End 11 30 2004 Status Approved Save Return To Menu January 2012 Page 113 SAMIS Administrators User Manual 2012 Undo Workflow Approval Occasionally documents budgets budget amendments and reimbursements may be approved by mistake either by selection the wro
94. ed into this adjustment through the reimbursement the user will be requested to apply the funds to a specific advance This will decrease the reimbursement by the advance payback adjustment amount Advance paybacks will only display if the advance has been taken either through a manual check or payment to the agency program through a reimbursement Adjustment Money is owed to the CSC for some reason possibly a disallowance from a previous fiscal year or something similar Comments should note why the adjustment is being made When funds are entered into this adjustment through the reimbursement the reimbursement will decrease by the adjustment amount Creating New Adjustments 1 Choose Adjustments from the SAMIS Main Menu under Fiscal Functions A screen like the one below will appeax Click the New button Level O CSC Agency Program 2 1 1 Tampa Bay Cares Ndelpline FY 04 05 Adjustment Type Adjustment search Mew Back _Search Back January 2012 Page 101 SAMIS Administrators User Manual 2012 A screen like the one below will appear January 2012 Page 102 SAMIS Administrators User Manual 2012 Program ABC Agency Youth Leadership Council FY 04 05 Adjustment Type Advance Adjustment Action Prowide Funds TO the AgencyProgram Adjustment Amount 4000 34 Approved Payments Un Approved Payments sum of Payments Comment Log This is a test hd Back Select
95. eee eee eee ee ener ere eee ree eer re 35 CODAE TUE e sac es eect enn naan asaieewettas aicectalen E E E send Coon dendaicon len dace tueminceeipanotaseecneets 36 CSC Administration Maintenance Menu Options and CSC AdMiInistration cccccccccssssecccceeeeseccecseeesecceeseueeeeeeesaeeeeeess 38 VISTI AG IIIS UC AUIOMV cece sscecancatertalysctigeassaniussiassweenepndliadntascsiaeaneanaeenteadunnegsdutdeiboas E E 38 Editing Selected SAMIS Module ACCESS lt assccdeniecicenscovnsaneeiancosoisnncdsouvisesnasassasles cesenannabsaedesmnonseaanei es saseneuadeerciannamserens 38 CC OMON carcass etic N ron veces tot ewer eta us cls cena seu cid soe ae E N 39 January 2012 Page 5 SAMIS Administrators User Manual 2012 SEY PONCY accteiancsier saiesinnciee tic E cede orsiendennecats toaiucueeoanssues sary eaten dice enareseessendodessaesosdimienoseenar 41 Verily ENTOrce Password Adhere nGE ainss paca sicancadaeacsceasnanstacwesaane oousdadeuusedeatemisFadesejansesiousdateecteaeaneossbadesaisecationeeteaninaneusee 42 FCA Y ear MANN O e EEA EE EE A E EE EE A EE A 43 SECS O a F E E E E 43 Emnerne a NOW FS Cay o ee E E E E a 44 ECE OE tS Cell N I abi secec tee etna Soactnet sseicttnc exactness neces sees cec ane ateaeua nbeaduets soesneesGeucnnesioowaebatacteedeseetosesueeoens 45 Classification Vali CI AUC Essia EEEE EEEE yin ahead EERIE TERAS 47 NE E TO a E S E saceieeueedautesaceteeecactatesaanteeerers 47 Tene NEN a e ON a E E E saan enseudensneessase
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97. el The following page will be displayed Minimum Service Level Admin og Out Announcements Fiscal Year 11 12 Y Bottom of Page ABCDEFGHIJKLMNOPQRSTUVWXY2Z0123456 789 Entering a New Minimum Service Level 1 Select the fiscal year Fiscal Year drop down box 2 Select the Letter Number that the agency name begins with 3 The following screen will display with all active agency programs for the fiscal year that begin with the letter number selected reid Teal bi ize ABCDEFGHIIKLMNOPQRSTUVWXYZ01234567869 Back Al updat pei wil be rer bes tomat ticaky anging pages Alc pee ge 5y am be a when choking Back butt other jisa om i the page with ng y anges Wos oe Capac ty Capacity Capacity Capacity Allows Allows Primary Prins ry UOS Sec UOS Sec Primary Primary Sec Sec Capacty Participant Group Group Grow Sec Sec Prin Agency Program Youth Aduits Youth Adults Youth Adults Youth Adults Youth Adults Youth Adults Family Actwity Activity Youth Adults Events Youth Adults Agency A Test Pr gram l li 0 i 0 j 0 0 Lij o o Gij N Ves 0 0 Agency A Tast Program 2 0 0 0 0 0 j 0 0 0 0 i 0 1 Ho Ha g 0 0 4 The CSC will enter the values for each program for which a contract service level has been negotiated January 2012 Page 124 SAMIS Administrators User Manual 2012 Individual Service Levels Primary Youth Adults Defines type of participants that are to be entered into SAMIS Contrac
98. eld Enter any comments related to the special condition in the Comment field Leave the Yes selected on the Active field Select the level the condition will be at either Agency or Program Select the fiscal year the special condition is applicable for from the Fiscal Year drop down box Select Update a 6 T 8 9 Special Conditions PS A f Testing Special Conditions Maintenance Special Condition E Special Condition Group Special Conditions Group Comment z a Active Yes CO No Level Agency Program Fiscal Year 07 08 Delete Update Cancel After selecting update the bottom half of the screen will be displayed Avaliable Agencies Programs Selected Agencies Programs ABC INC A Test Program RCS The Haven ABC INC E R ABC INC MERGER Abilities Inc Equipment and Renovation African American Lead North Greenwood Community Far All Children s Hospital SAFE KIDS Coalition Aloha Institute lnc Alpha Institute Aloha Leadership Alpha Leadership Program Area Agency on Aging Fitness ls Ageless Asian FACE Asian Heritage Festival Asian FACE Asians Respect Tradition Asian FACE Neighborhood Family Center Back i t SAMIS Administrators User Manual 2012 If Agency was selected on the Level field all available agencies will be displayed in the Available Agencies Programs box on the left If Program was selected on the Level fi
99. eld all available programs will be displayed in the Available Agencies Programs box on the left To associate or disassociated an agency or program to a condition move the agency or program from the Available Agencies Program field to the Selected Agencies Programs field by double clicking the item More than one agency or program can be associated with the special condition Once the agency or program has been associated with a special condition that special condition will print as part of their contract Editing a Special Condition To edit an existing special condition from the SAMIS Main Menu select Special Conditions The CSC Special Conditions screen will open 1 Click the down arrow on the drop down box under the New button All special conditions will be displayed 2 Click on the special condition that needs to be edited Special Conditions Maintenance Audit and Management Letter Board Members and Meetings Deficit Budgets JWG Funding Contingent Upon funding by Monthly Financial statements Frog Specific Cll Family Involvement Program specific SFP RCS Haven Frogram specific SF CASA Frogram Specific SP Girls Inc Frogram specific SF Healthy Kids Pinell 158 Page SAMIS Administrators User Manual 2012 The selected special condition will be displayed 1 Change any fields as needed 2 Select Update to save the change s Special Conditions Maintenance ShortDesc iDeficit Budgets OLURRE
100. elect the Client Identifier Field Availability radio button The following screen will display 3 On the left in the Available Client Identifier Fields box is all of the possible fields to select from If fields from the database need to be added to this list the SAMIS State wide Administrator must be contacted to add these fields Only items in the right Selected Client Identifier Field box can be utilized to identify clients 4 From the left in the Client Identifier Field box double click all of those items the CSC could possibly use for identifying clients This will move those items into the right Selected Client Identifier Fields Box 5 Ifa mistake was made or a field is no longer utilized double click the item from the right Selected Client 6 Identifier Fields box to move the item back to the left Available Client Identifier Fields box Client Identifier Field Order Module q Out CSC Administration Announcements Menu Performance Measurement Options Reimbursement Options Client Identifier Field Availability CSC Options Program UOS Options Verify Password Adherence Available Client Identifier Fields Soe Sec Num Selected Client Identifier Fields Agency Case Code CSC Case Code Date Of Birth First Name Gender Bark From the SAMIS Main Menu Select Client Identifier Field Order The following screen will be displayed 1 Select the agency and program from the Ag
101. ellas ccsssececccccccseeesseeeccceessaeeseeeeceeeesaneeseess 160 Se aes rence scr E E en are cu os Devs lease E E open wens A 160 Configuring Manual Measurable Objectives PM cccccccccsssseccccceesseccecceeesececeseeeseceeseeeeceeseeeensecesseeeeeeeseeagneeeeeteas 160 Editing A Mantal Measurable ODJECUV E esep EE E E N 161 Deleting a Manual Measurable ObDjective ccccccssssccccsseccceesececceneccccesecessusececceeceeeeesecessuecessegecesseusceesaeseeetseneess 162 Configuring Manual Minimum Service LeVEIS ccccsssccccesseccceseccccesccccesececauececsueceeeeusccesauecessugecessensccetsesesessuneses 162 January 2012 Page 9 SAMIS Administrators User Manual 2012 Editing a Manual Minimum Service Level cccccccsssccccessececseseccccenecceeensececeuececcueceeeeenccesaueceseugeceseenceesseseseeseness 163 Deleting a Manual Measurable ObDjective ccccccssseccccsseccccessecccausececeeececceusececsuseceeseneceeseuecessunecesseneceetsuseseeseness 164 CSC Contract Report Tor Pinellas COUNTY arcade ctsidesacendsu dese Enn E 165 R nnmME the Contract REDOT agcaate tec seste testers cenaweeteccnn cesar AE AE EE Ei 166 CSC Contract Report for Palm Beach COUNTY seisnssenaicticcswietisotedesanentedsanvatisdanmsedetevosedscaninsley ance oatiudibinpaiuidcinsabeseidnsntevsestbeluets 167 cane A Or NOGUES aen a eee 169 Volum eer or el ee nen eee E TE E AIE T A ETE T een 169 OUD AC UVI E E E A E E
102. ency Program drop down selection list 130 Page SAMIS Administrators User Manual 2012 2 The Available Client Identifier Fields box will automatically be populated with the fields that were selected under the CSC Administration Module Client Identifier Field Availability Selected Client Identifier Fields 3 Double click on the fields in the Available Client Identifier Fields to move the field to the Selected Client Identifier Fields Box 5 Double Click from the Selected Client Identifier Fields to move the field back to Available fields box NOTE The order that you select the fields will dictate which fields will display first on client identifying pages and reports In the above example the CSC Case code will display first and Sorts will be done on this field Performance Measure Client ldentifier Field Order Maintenance EAA Options 1g Out Announcements Performance Measures PM are setup through the SAMIS Agency Program Agency A Test Program 1 Ps Performance Measure Administration Module and ne Fields Client Identifier Fields accessed through a web based Gender LastName interface The SAMIS Statewide PanicipontiD janina Administrator will setup access to Backioenu the module for the CSC users This function is generally assigned to the Research Department There are several settings that impact the output of the Performance Measure Reports that are defined in the CSC Set
103. ent from CSC There must be an approved budget for the selected fiscal year in order for the agency user to create a reimbursement Other Funder Information If other funder information has been entered into the budget CSC level Reviewers and Approvers will be able to review the summary level other funder information applied to each reimbursement Reimbursement Status Explanation There are four status categories for Reimbursement requests Edit Submitted Approved and Rejected A reimbursement may have only one status at any given time The status categories determine who can edit and approve the reimbursement request Edit When a Reimbursement is created it is considered in edit mode Edit indicates that the Reimbursement is still on the agency side of the workflow chain The Creator may have saved the Reimbursement for editing or forwarded the Reimbursement for review or submission The Reimbursement has not yet been Submitted to the CSC by the Submitter for approval The Reimbursement must be in or returned to the Creator s queue for any changes Submitted Submitted indicates the submitter has Submitted the request to the CSC for Approval The agency can only view the Reimbursement in this status through Fiscal Search or Consolidated Reports CSC Reviewers will review the request and make comments but cannot change any of the data related to expenses amounts etc Approved Approved indicates that the CSC Appro
104. eport group they can run any of the reports that all under the group they have been given permission to See User Administration early in the manual for more information on user access In addition all reports can be exported to word or excel for modification and some reports can be run in PDF format Those users in agencies and programs who do not have access to specific modules such as CDG budgets etc but want to see the generated documents must use Consolidated Reports More detail on all of the SAMIS report and instructions on running them can be found in the Management Report Manual and the Fiscal User Manual The below listed table provides a list of all of the reports in SAMIS by reporting group with a brief description of each report Reporting Group Report Description Allocation Detail The A allocation type by program and can be run by one specific allocation type or by all Budget Amendment This report displays the original CSC allocation amended Report CSC allocation current unspent balance credit amount debit amount revised CSC allocation revised unspent balance for all six salary GL accounts and any expense accounts involved with the amendment Salary account debit and credit amounts are subtotaled separately from expense accounts 172 Page SAMIS Administrators User Manual 2012 Budget Continued CSC Allocation The CSC Allocation report will provide a total of the entire program s allocations and
105. er the age ranges for the second age group Enter program eligibility text that will display when new participants are added to acase For example This program serves 10 14 year old youth Only applicable if the CSC will be implementing Performance Measures Enter the number of days that will be given for the specified program as a grace period for the Performance Measures in this field This is asking how many days past the expiration date for the measurable objective should the objectives display on the data entry screen After the grace period has ended the measurable objective will no longer display Enter the Attendance Threshold for the program This field is utilized in the quarterly report This feature is currently only utilized by Duval County This check box must be selected if the program will be utilizing the Wait List Module Page 54 SAMIS Administrators User Manual 2012 Allow Group Activity Recording Require Group Activity Collaborative Detail Display Strategic Goals in Performance Report Field Allow Copy Budget Optional fields This field indicates whether the program will be entering into the group activity module keep selected if the program will be entering into group activities If selected when the program enters group activity information and selects yes in the collaborative field the program will be required to select the organization that they collaborated with CSC s
106. eses 47 EGUNE ISU CE E O A ees bc eaemdene ate 49 Abency Programi Maintenanoe seerarseras nnn EEE AEE EE EAEE TE EEEE E 50 HOW to Set Up AGENCIES nccuisisiosusinenisnsno iaieiiea na EENAA REA 50 Eai an EXI UNE ARONO Yerine O E E EE 51 ROW TONGO POE A a E A ee eee ee eee ee 52 PROC Al SOU UO BUS Ness RUES a E EE E E 53 Ed A EXE UNE PrO G2 ee E E EA 56 ECUPP OETI O a E eer tere E EE T E E E eerie ree 56 POEIGIS FOC FOI SIUC S on O 57 Dele Une PRO SRA S10 OS esie T 58 COD POR aU SINS a EE ees reud muwsend Geeaeeuaseoanced Goeameeuseeeuiaainias 58 Proetram ae RODO wa saee acacia s EEEE 59 FS FS CAN ES E PEES PAE E PEENE A PEE E PEIEE P EATE E 60 Chanter P Feela ep Or CSC USCIS s E E E 62 Proar an AIOC ON oa E E ee 62 Entering a New ANOCatiO penons E E wantaceetaeesieniaeaseeeds 62 Search and Balt EXISUING AlloCatiONS seccenstesacsctecoainsactenreetcesesecctonanectasnaaceeiaberet N E 63 ener lE EEr e E A E E E ene eee ene 65 Entering a New GL ACCOUNL cccscccseccseccseececcoecceuecaesceuscausceseceseceseceseceseceaeessectseetaeetaeetseesaeessesseeeseutseussessseuscessceseeeaes 65 PCa ES UNE GEA CCOOREN 67 GLCategornieS Maintenant E irrena E EE E E E ee tase tuenineceienoraseecnees 68 Set Up New GL Category ssssssssssessesessrssssessesessroresrsressesroresessrosesrssroresroresessrosesrorrorestoresroseoresesresroseereseereesesesrroreseereeeo 68 EOC SMe NS Cie OLC CEO er EAEE EEA E EEE 69 GLOVveragces Maintenant oeccrne E 70
107. et Amendment Approval screen 2 To add a permanent comment to the budget amendment type the message into the Budget amendment Comment Log field To send a comment via e mail to everyone prior to yourself in the budget amendment workflow chain type your message into the e mail comments box this message is not a permanent part of the budget amendment document 3 Click the Reject button The agency will automatically be notified of the rejection by e mail Approving the Budget Amendment Providing the budget amendment meets the following approval criteria to reach approval at the appropriate level the budget amendment may be approved in SAMIS General Guidelines for Budget Amendment Approval 1 The program s contract helps to delineate the parameters for budget amendments including dollar amount thresholds levels and number of budget amendments permitted 2 Line item changes to administrative cost mortgage and capital expenses are not generally approved Funds received for a specific purposes such as Equipment and Renovation generally cannot be transferred to another line item 3 An excessive number of budget amendments or excessive dollar amounts of transfer may be denied require more documentation or be subject to a higher level of scrutiny 4 Budget amendments should not affect the program methodology minimum service levels or goals 5 Budget amendments cannot be used to request new dollars from THE CSC January
108. evious waitlist were setup for the program the screen will appear with the message No Waiting Lists Exist for that program January 2012 Page 120 SAMIS Administrators User Manual 2012 4 Select the Add New Program Waiting List button The following screen will display Add New Waiting List Program Agency A Test Program 1 Waiting List Closed al Comments A Save Back 6 Enter the wait list name in the Wait List Field 7 NOTE Check the Closed check box when the Program will no longer tack clients on the waitlist 8 Enter any comments regarding the wait list in the Comments Box 9 Select Save to save the changes and create the wait list or Select Back to return to the previous page without saving When the wait list is saved the following page will display which contains the details of all wait lists associated with the program Program Waiting List Admin q Out Announcements Select a Program To Search or Add to Program Agency A Test Program 1 7 Add New Program Waiting List List Id Waiting List Description Closed Comments 1 Program Wait List No Jove 2 another No why hv ths 3 ths is a descirp Yes January 2012 Page 121 SAMIS Administrators User Manual 2012 Editing a Program Wait List 1 Select the List ID hyperlink for the wait list you wish to edit see diagram above The wait list detail page will display Edit Waiting List Program Agency A Test Program 1
109. f they begin receiving services or are taken off the list because they moved out of town no longer are in need of service or other reasons configured by the Organization CSC The purpose of this module is to allow the Organization CSC to track waiting lists of funded programs to provide data for better decision making regarding service level needs The CSC must setup the wait list module and give access to the Program This chapter reviews the setting up of the wait list The Program User Manual provides details on how the program can enter participants onto the waitlist and move them off the waitlist into CDG or indicate other reasons they are no longer on the list Under Chapter 5 Getting Started Program Maintenance select Allow Waiting List for each program that will be maintaining a waitlist Program Waiting List This module is utilized by CSC employees to setup waitlists for a program In this module the CSC user can name a wait list and assign it to a program Once a wait list has been setup by the CSC agency users will have the ability to enter clients onto the wait list Setting up a Program Wait List 1 From the SAMIS Main Menu Administrative Functions select Program Wait List The following screen will display Select a Program To Search or Add to Program Agency A Test Program 1 v Add New Program Waiting List 2 Select from the Program drop down selection box the program you will associate to the wait list 3 Ifno pr
110. g a Manual Payment 1 Search by the program and fiscal year as outlined in the previous section 2 Click on the edit icon next to the payment you wish to modify A screen similar to the one below will appear You will only be allowed the change the check number date and or comment January 2012 Page 105 SAMIS Administrators User Manual 2012 Action Provide Funds TO the Agency Program Program City of Clearwater Armory Sports Camp FY 03 04 Payment Date fiof1j200 t C Check Number 2345 o Check Amount 4000 24 Check Comment Check Comment z Save Check Applied Adjustments Amount to Apply Total Applied 0 Remaining Check Balance 4000 24 Back 3 Click the Save Check button The screen will refresh 4 Click the back button to return to the previous menu Deleting a Manual Payment 1 Search by the program fiscal year and Action as outlined in the previous section 2 Click on the delete icon next to the payment you wish to delete The manual payment will be deleted immediately January 2012 Page 106 SAMIS Administrators User Manual 2012 Fiscal Search Although My Approval Queue is where users should go to perform an action on a fiscal document such as approve a reimbursement once the action has been taken the document is no longer viewable through My Approval Queue Fiscal Search provides a central area to view all fiscal documents for a selected program and fiscal
111. g or production site All real data should be entered in the production site The trainings site should only be used for practice Data can not be moved from the training site to the production site For site addresses see the picture below SAMIS Production Site https www samiscsc org zm somis Home Pog M Siam x Ele Edit View Favorites Tools Help z lt os aa Back gt amp A Search Favorites C4History D 3a H SAMIS Tr amning Site d http www samiscsc ora Go Links 4 https training samiscsc org 2 Click Go The login page will appear 3 Enter your userid and your password New Users need to contact the SAMIS Helpdesk for UserID and Password information 4 Choose your CSC 5 Click Login Loginid femin 15 Fassword weese CSC JWE ie 6 If you are logging in for the first time you will be asked to change your password Enter the password you used to log on as the old password enter your new password twice and click Save Your password is case sensitive and must be at least 5 characters long Upper case letters lower case letters and numbers should be utilized to create a secure password Passwords are case sensitive Old Password Confirm Password January 2012 Page 15 SAMIS Administrators User Manual 2012 7 The County wide SAMIS Announcements will appear You may navigate within the announcements to find information downloads and training o
112. gency Program Agency A Test Program 1 X will display Fiscal Year 11 12 v Select agency and program from the Agency Program drop down selection box Select the fiscal year from the Fiscal drop down selection box Select Search The following screen will display if the program had TAKE NOTE manual measurable objective Utilize the Binocular Icons to view the entire PM description Manual Performance Measurements or PM Results Agency Program Agency A Test Program 1 Fiscal Year 11 12 Back Manual Performance Measurements New PM PM ID PM Descipton Met PM Results gt x MPM 2 The program wil refer 75 of all familes to the local ibrary services for the purpose of obtainin No Manual Minimum Service Levels _ New MSL MSL ID MSL Desorption Met MSL Results b gt gt lt MMSL 2 100 families wil obtain a ibrary card Fj No Select the Arrow icon e edit the manual measurable objective If the objective was Met as reported by the agency select the Met check box 1f the objective was not met do NOT check the Met check box To enter Results information as reported by the agency enter in the PM Results text box Select Save to save the changes or Cancel to return without saving 161 Page SAMIS Administrators User Manual 2012 Deleting a Manual Measurable Objective Select the X icon to permanently delete a manual measurable objective Manual Performance Measurements Agency
113. gram user has CSC user completed data entry for a request and has Submitted the request to THE CSC for Approval Agency can only view the budget in this status CSC users may review the request and make comments but cannot change any of the data related to expenses amounts and narratives Approved Approved signifies that a CSC user has reviewed No one and approved the request Once a request has been approved it cannot be edited by CSC or Program users If the Program user determines the budget requires amendment the Program user will have to create a budget amendment and submit it to THE CSC An approved budget for a FY is required before budget amendments are made or reimbursements can be submitted Rejected Rejected signifies that a CSC user has reviewed Program user ell the request and rejected it on some basis The nal Program user may now edit the request and resubmit the request to THE _ OF submitted it is again in Submitted status and the cycle begins anew TAKE NOTE No budgets will be approved in SAMIS until CSC has a contract signed by both the agency and the CSC Executive Directors Once the agency has submitted the budget agency users are told that they should call or e mail their Contract Manager to let them know it has been submitted The Contract Manager can then begin the process of reviewing the budget January 2012 Page 80 SAMIS Administrators User Manual 2012 Reviewing an
114. gram utilizes for clients in SAMIS CDG UOS s can be set up on both primary and secondary activities Setting up Units of Service 1 From the SAMIS Main Menu Administrative Functions select Program Units of Service Setup The following screen will be displayed Program Units of Service Setup Agency Program Agency A Test Program 1 v Activity Select an Activity 2 Select the Agency Program from the Agency Program drop down list that you want to setup Units of Service for 148 Page SAMIS Administrators User Manual 2012 3 After selecting the program and agency the following screen will be displayed 4 Select the activity from the Activity drop down box that you wish to set a Unit of Service up for Program Units of Service Setup wency Program Agency A Test Program 1 ctivity Select an Activity gt Select an Activity Academic cuiewetvinns Anger Management Group Anger Management indmdual Art Back Basic Needs Assistance Before After School Program Before After School Program 1 2 Day Behavioral Evaluation Behavioral Management Both AMPM Budget Counseling Case Management Child Care Child Custody Investigation Cric Community Semice Communication Skills Community Education Community Organization 5 After an Activity is selected the following screen will be displayed Program Units of Service Setup Bottom of Page
115. hen the document is unapproved An email will not be sent when a document is unapproved January 2012 Page 114 SAMIS Administrators User Manual 2012 Undoing an Approval 1 From the SAMIS Main Menu Select Undo Workflow Approvals The following screen will display Agency Program GCComm Care Adults Mentoring Children 4 MCy Violence Prevention ka Fiscal Area Search 2 Select the Agency and Program from the Agency Program drop down box 3 Select the fiscal are Budgets Amendments or Reimbursements from the Fiscal Area drop down box 4 Select Search The following screen will display based on the search criteria you entered Agency Program GCComm Care Adults Mentoring Children 4MCi Violence Prevention wt Fiscal Area Search Budget Amendment ID 4gency Program FY Date Approved 21506 GCComm Care Adults Mentoring Children 4MCi violence Prevention 03 04 0917 04 Unido Approval 5 Select the Undo Approval to unapproved the document and send it back to the approver s queue The document will be moved to the approvers queue The approver must then reject the document if the document needs to be edited January 2012 Page 115 SAMIS Administrators User Manual 2012 Great Plains Export Once reimbursements are approved in the SAMIS system this module can be utilized to select approved reimbursement from SAMIS that should be exported into the Great Plains Accounting System Th
116. ilizing the Program Funders Module Once a program has been associated with a funder this funder information will display in the budget and the program can provide detail or summary information on this funder regarding the actual funds it receives This can be combined with the Organization CSC funds to create a holistic view of the program budget Once the budget is complete the Organization can require that funder information be updated throughout the year utilizing the Funder Amendment module or track actual funds received through the Reimbursement Module at the detail or summary level The Funders module is strictly used by the Organization to develop a list of funders that can be associated with any of the programs the Organization CSC funds The other modules Program Funders and Funder Amendments are utilized by the agency staff to setup program funder information Instructions on these modules can be found in the Agency Fiscal User Manual Adding New Funders 1 Click the Funders hyperlink under Administration Functions on the SAMIS Main Menu Funder ID Funder Name Funder Type Active M Reset Add Back Existing Funders Funder Type Funder gt m amp Cash Cash Forward from Fund Balance Fundraising Charity Event s Fundraising Corporate Donations Contributions Fundraising Individual Donations Contributions Miscellaneous Donations Fundraising Contributions r amp amp BS amp
117. ill complete the workflow chain by approving or rejecting the document Each role has certain permissions assigned to it by the system The roles and permissions are listed in the table below CSC Roles Reviewer Approver Yes Activity A Optional Yes Required Position January 2012 Page 77 SAMIS Administrators User Manual 2012 Approve J T Reject Yes Yes Accessing a Document Once a document is in your queue you should receive an e mail and is awaiting you to taken action forward approve reject on it it will appear in My Approval Queue 1 _ From thy SA MIS Main Menu select My Approval Queue Wuv PRBS RINS screen will display Documents awaiting action by the user will display inellas Gou My Approval ec the Binocular icon to view the audit trail of the document OR status Submitted P1449 p ane and Girls Clubs BLAST Revewor 8 9 2004 2 07 02 PM Reimbursement No reimbursement s were found for the search criteria specified Back to Menu The user can then review the document and take the appropriate action Reviewer optional role 1 Ifthe user s role is a Reviewer the following buttons will be displayed at the bottom of the document 2 Select Forward to forward the document to the next person in the workflow chain OR 3 Select Reject to reyect the document and send it back to the creator s queue OR 4 Select Return to My App
118. in reimbursements not yet approved by the CSC and the balance remaining to be paid for all adjustments entered during the selected fiscal year This report may be run at the agency or program level The Active Cases Reports displays a list of all active cases for the date range selected including first episode open close dates current case length and of participants in cases This report may be run at the CSC agency or program level The Cases Opened and Closed report can be run at the agency or program level It lists the following for the date range selected new cases opened new participants in New Cases New Participants in Existing Cases Cases Closed Participants in Closed Cases and Participants in Open cases The Client Level Detail report provides all case information and participant information along with the Performance Measures information entered into SAMIS for the specific client and requires that the CSC Case Code be included in the report parameters Client data can be searched time period or by selected criteria This report may also be accessed from Case Data Gatherer search results 174 Page SAMIS Administrators User Manual 2012 Episodes of Service Summary Manual PM and MSL Master Table Performance Performance by Objective Program Sites Program Units of Service Activity Program Units of Service Client The Episodes of Service Summary report can be run by agency program or classifica
119. ing screen will display to confirm the setup Program Users may now begin entering units of service for participants under this newly created UOS Program Units of Service Setup Bottom of Page Agency Program Agency A Test Program 1 7 Activity Academic Achievement X Create New Unit of Service Allow Quantity Measurement Value Note Start Date Partial Max Units Units 12s res aTrSTe S Terr x P 2 Session s 100 00 Partial units are not alowed 10 01 2011 No 400 00 i i 4 22 Day s 11 00 note 08 08 2011 09 30 2011 Yes Business Rules e The Quantity field must contain a positive amount e The Value field must contain a positive amount The Start Date field must contain a valid date The Start Date must be one day greater than the most recent Start Date of the previous definition e The Quantity Measurement Value and Start Date fields will be required Understanding the Audit Trail of Units of Service In order to keep the integrity of previously entered data changes to a UOS definition will create a new UOS definition Each UOS definition will be stored separately from previously entered UOS definitions To facilitate the process of creating new UOS definitions only the Start Date of the definition will be required Creating a new definition will automatically set the End Date of the previous definition to one day before the Start Date of the new definition The End Date of the new definitio
120. ior Problems Or fircin Oaer Deities Ase 0 Chil Care Asset CAM Denei t Yeka COD Or Gicin Trew Trw Trew Trw Trew Trew Trew Trew Trw Tre Trw Trew Trw Tre Tre Trew Trw Tre Tre Trew Trew Teme 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save 139 Page SAMIS Administrators User Manual 2012 Race This module is used to set up the Race field options in the CDG module Select Race from the SAMIS Main Menu The following page will display Race Maintenance Value Name Active American Indian or Alaska Native True Asian Indian True Asian Unspecified True Black African American True Chinese True Filipino Tree Guamanian or Chamorro True Japanese True Entering a New Race a True Multiracial True 1 Select New from the Race Maintenance sie Other Pacific Islander True 2 Enter the Race in the Value Name field lt r ana is os Vietnamese True 3 Select Save aaa Tree Race Maintenance Value Name Active V Save Edit an Existing Race 1 Click on the hyperlink from the Race Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save 140 Page SAMIS Administrators User Manual 2012 Zip Code This module is used to set up the Zip
121. irement Group Ins Work Comp Unemployment New 0 00 0 00 0 00 A 0 00 Bob 1 230 00 25 00 30 00 129 34 Cindy 1 000 00 f 300 00 10 00 admin asst Larry 200 00 200 00 300 00 Totals 2 430 00 525 00 340 00 Payroll Check Run 1402 1405 zi Payments made for payroll taxes fringe benefits Category Check Date Payee Amount Life and Health Insurance 04 22 2004 Aardvark Insurance 340 00 FICA 04 22 2004 Acme 934 00 1 274 00 The Payments made for payroll taxes fringe benefits is where all backup information should be listed for the above requested salary and fringe items ie backup that the money requested for Group Insurance was actually paid to the insurance carrier Once done reviewing select back to return to main Reimbursement screen Reviewing Expense Detail January 2012 Page 97 SAMIS Administrators User Manual 2012 From the Main Reimbursement screen click on the appropriate hyperlink under the Account Title column for any items that have an amount in the Current Request column The Reimbursement Expense Review screen will appear Program Agency GCComm Care Adults Mentoring Children AMC iolence Prevention Reimbursement Period 10 01 2004 10 15 2004 GL Category JIWB Expense Items GL Account Investigations GL Account Balance 20000 00 General Ledger Narratives Budget 4 22 2004 4 22 2004 New Amendment Totals 545 24 545 24 Check Num Check Date Yendor Name Check Amount CSC Reimb 04 22 2004 Dewey
122. is module requires that the CSC utilizes Great Plains as their accounting system for payment to agencies This export will export the required information as needed for payment from SAMIS to a text file which in turn can be imported into Great Plains Currently only the CSC in Pinellas is utilizing this feature Before the export can be performed several fields must be configured under Program Maintenance can be found earlier in this manual These fields identify the SAMIS figures with accounts that are setup in Great Plaines The fields required for setup include Invoice GL Account Advance GL Account Positive Adjustment GL Account and Negative Adjustment GL Account 1 From the SAMIS Main Menu Select Great Plains Interface the following screen will appear 2 Enter in the Approval Dates From and To to select the date range you wish to view reimbursements for of Pinellas County Great Plains Interface Approval Dates From 10 01 2003 To 10 31 2003 Show All Non Exported 3 Select Search to receive a list of all reimbursements within the date range OR 4 Select Show All Non Exported to list only those reimbursements that have never been exported to Great Plains before 5 By Selecting Search or Show All Non Exported the following screen will display This screen will display either all reimbursements or those not exported depending upon what was selected Approval Dates From fo To fo Search l Show All Non Exported Expo
123. le is used by CSC staff to input a program s approved allocation s for a fiscal year This must be done each fiscal year before agencies can create a budget If new allocations are given during the fiscal year after the original budget 1s created they can also be entered into this module and then a budget amendment should be generated to make the budget match the new allocation From the SAMIS Main Menu select Program Allocation Program Allocation Training Log Out Announcements Fiscal Year 11 12 p _ Center For Hearing amp Co Family Strengthening 2011 11 T oe PAOU Search New Allocation Return To Menu Entering a New Allocation 1 From the Program Allocation page select the Fiscal Year drop down box for the year in which to apply the allocation 2 Select the Agency and Program from the drop down in which the allocation will be applied 3 Select the New Allocation button The following page will display January 2012 Page 62 SAMIS Administrators User Manual 2012 Agency Program Boys and Girls Cube BLAST ba Fiscal Year 05 06 Search New Allocation Allocation Type Continuation Original M Allocation Amount 0 00 Approval Date EH Comment Save Cancel Return To Menu 4 Select the Allocation Type from the drop down list This list is a custom list defined by the Organization and populated by the SAMIS Team 5 Enter the Allocation Amount in the allocation amount field for this program and type of a
124. lect client ID check date service provided check amount amp CSC amount in Reimbursement Expense Collects check number check date vendor check amount amp CSC amount in Reimbursement January 2012 Page 66 SAMIS Administrators User Manual 2012 Edit an Existing GL Account 1 From the GL Maintenance screen click on the Account hyperlink for the GL item that you want to edit 2 Change the information in the appropriate field s If the Active field is unchecked the GL account item will not displayed in SAMIS 3 Select Save NOTE Newly added GL items will be added when agencies copy the previous year s budget In addition if a budget is in EDIT status and a new GL is added that GL item will be available the next time the budget 1s edited January 2012 Page 67 SAMIS Administrators User Manual 2012 GL Categories Maintenance Each general ledger account must be associated with a GL Category This module allows the Organization to set up GL general ledger category names GL categories are categories that can contain one or more related general ledger items and then grouping them together in the reimbursement GL Categories are only utilized in the Reimbursement module allowing the Organization to configure SAMIS to allow users to exceed a GL expense line by an approved percent as set up in the GL Overages module If the CSC does not utilize categories for overages the Organization must still associate all GL items
125. llocation 6 Enter the date the allocation was approved in the Approval Date box 7 Enter any comments regarding the allocation in the Comment box 8 Select Save to save the changes or Cancel to return to the previous page without saving Search and Edit Existing Allocations Il 5 From the Program Allocation page select the Fiscal Year drop down box for the fiscal year in which to apply the allocation Select the Agency and Program from the drop down in which the allocation will be applied From Select Search the following screen will display listing all allocations already setup for Te agency program and PAREEN ri E 22 fiscal year gOut Announcements _ AGreat Agency A Great Program g Search New Allocation Return To Menu Select the blue arrow next to the allocation you wish to edit The screen will refresh allowing any edits to the allocation type allocation amount or comments January 2012 Page 63 SAMIS Administrators User Manual 2012 6 Edit the fields as necessary Once the changes are made select Save to save the changes or Cancel to return without saving Program Allocation yOul Announcements Fiscal Year FY 2012 ha j A Great Agency A Great Program ka Agency Program i g Search New Allocation Allocation Type Original Allocation Amount 100 000 Approval Date 10 01 2011 Comment Contract Number Save Cancel EE Approval Date Allocation Amount A
126. llocation Type UserID Contract Number xX 10 01 2011 100 000 Original fcewallo Return To Menu There are two reports available in Consolidated Report Module Budget 1 The CSC Allocation report will provide a total of the entire program s allocations and compare them against budget figures This report can be run by Classification 2 The Allocation Detail report provides the detail of each allocation type by CSC Classification Agency or Program and can be run by one specific allocation type or by all January 2012 Page 64 SAMIS Administrators User Manual 2012 General Ledger Before Budgets Budget Amendments or Reimbursements can be setup general ledger account numbers must be setup This is because all fiscal areas utilize general ledger accounts to track dollars The General Ledger module is used to set up the general ledger accounts viewed in the fiscal modules of SAMIS by all programs at the CSC It also provides a place for input of specific descriptions of each account Only expense accounts can be modified or inactivated they may be classified as expense per diem or unit cost Salary and fringe items can be added but not changed or inactivated without re coding the database Select General Ledger from the SAMIS Main Menu Juvenile Welfare Board of Pinellas County GL Maintenance ID Account Descr 569 120 Regular Salaries and Wages 569 210 FICA 569 220 Retirement Contributions 569 230 Life and
127. ly Advances allow the CSC to provide a loan to agencies and track payments made by the agency Payments to the CSC may take place through reimbursements or manual payments Program Allocation Agency User This module is not applicable for the agency user CSC User This module is used by CSC staff to enter a program s approved allocation for a fiscal year which must be completed before a program can create a budget Additional allocations either positive or negative can also be tracked through this module Budgets created in SAMIS can never be more than the January 2012 Page 25 SAMIS Administrators User Manual 2012 allocation total CSC Contract Report CSC User This module is only used by CSC staff to generate a CSC Contract for the funded agency This report includes the CSC boiler plate and all budget information for the program s that the contract report is run for This module is not accessed by Agency users Currently Palm Beach County is the only CSC utilizing this module Martin Contract Report CSC User This module is only used by CSC staff to generate a CSC Contract for the funded agency This report includes the CSC boiler plate and all budget information for the program s that the contract report is run for This module is not accessed by Agency users CSC Contract Report CSC User This is only used by Pinellas County to generate a CSC Contract for the funded agency This report includes the CSC boiler pla
128. m Microsoft Internet Explorer aA File Edit Wiew Favorites Tools Help LORE Scns vik ES a a C COLICI L PBC Contract Rep ort PALM BEACH COUNTY Testing PBC Contract Report Agency Program i Fiscal Year 04 05 v Date From ere Date To Calendar Council Approval Date Calendar 1 Select the agency and program from the Agency Program drop down selection box that the contract will be generated for 2 Select the fiscal year from the Fiscal Year drop down selection box that reflects the year the contract will be run for 3 Enter the from and to dates that will appear on the contract as the contract effective and termination dates in the Date From and Date To boxes Enter the date the council approved the contract for in the Council Approved Date box Select Run Report to run the report with all of the selected parameters or select Back to return to the Main Menu with saving a 167 Page SAMIS Administrators User Manual 2012 168 Page SAMIS Administrators User Manual 2012 Chapter 14 Other Modules Volunteer Activities Although CSC employees can also view this module if permission is given this module is used by the agencies to identify volunteer utilization for direct program services or administrative support Utilization is entered month by month for an entire fiscal year and identifies accepted used and hours for volunteer adults and children within the month The only setup requi
129. m Amendments D Enable Posting Date in Reimbursements lv Assign New Contract Number each FY with Allocation D Ublize Salary Position Narratives in Budget C Ublize BudgetAmendment Labeling gt Use Copy GL Calegory and ProgranvFY features in FY Maintenance O Show Disabilities Disabiity Document Types LC Use Master Sites And Pariapan Groups D Use Participant Activity MSLs C Use Disability Age Calculations Allow Simultaneous Budget Amendments And Reimbursements O Display Protective Factors in Activity Service and Group Activity Type Maintenance January 2012 Page 40 SAMIS Administrators User Manual 2012 Security Policy Security settings are set by the SAMIS Administrator and will apply to all users in the database The settings can be changed and users that have non compliant passwords will be notified to change the password to meet the new standards The Organization should provide a security policy notice that will provide an explanation of the policy to assist users reset a secure password The Administrator provides the text to the SAMIS Statewide Administrator who will make changes on the back end of SAMIS Password Strength Settings are where the Administrator will set the acceptable content of all passwords Security Maintenance Settings manages the passwords resets to reduce security issues The complexity of the password settings should reflect the expiration timeframe Generally the more secure the pas
130. mance Level Ranges Co ae Select the New button from the Performance Measure Level Maintenance Screen Enter the performance level description in the Performance Level Description text box Enter the low range percent in the Low Range field Do not use the percent sign in this field Enter the high range percent in the High Range field Do not use the percent sign in this field Select Save to save the changes or Back to exit without saving Performance Level Description Exceeds Low Range 30 High Range fi os 133 Page SAMIS Administrators User Manual 2012 PIC List Setup for CDG PIC Lists in SAMIS are the source of the drop down lists in CDG lists that contain all of the available options that can be selected for fields in CDG that are setup to be drop down selection lists The CSC should spend some time deciding which items they want to utilize on these lists and it is suggested that definitions also be defined and distributed to both CSC and program users for clarification The PIC Lists fields in CDG are Ethnicity Cities Household Incomes Referred From Referred To Race Zip Code Grade Highest Closing Reason Reason for Participation Household Arrangement and Activities Services This chapter will provide instructions on setting up the PIC Lists in SAMIS Household arrangement however is not covered in this manual because changes to this PIC list must be made through the State SAMIS Administrator Ethnici
131. md Date Allow Partial Units gt i Dats aay sam One ful day of uree caro mira of 5 hoa chiki por day pei weir eee 05 26 2003 Yo ust be tinod in ad out by chid ir rn eh cy Cas of patil attendre of 2 5 hours may be biked at 3 single burit rate of 50 ot 10 24 so Bier Ey Desf Of Summer essay a Frit Notes fmini mum of 5 ho per child per day Save Attendance must yr rath in and out by j Back 152 Page SAMIS Administrators User Manual 2012 Program Units of Service Option CSC Administration This module should be utilized if the CSC chooses to validate Program Units of Service to Reimbursements If this option is selected for a specified program Program users will no longer be able to enter program units of service for a time period where a reimbursement has already been approved However utilizing Program Units of Service Adjustment Dates See this later in this chapter a user will be able to adjust units that already have an approved reimbursement From the SAMIS Main Menu Select CSC Administration Select the Program UOS Option radio button Select the agency and program from the Agency Program drop down box Select Validate Program UOS Agency Reimbursement Period to turn on this feature for the selected program Se 4 Select Save to save the changes OR Select Back to return without saving 2 CSC Administration Menu Performance Measurement Options Reimbursement Options Client Identifier Field
132. n for that item has been selected This page will display all salary fringe and expense account items and any originally budgeted funder amounts for the selected funder and fiscal year a Agency Program ABC Program A Really Great Program Fiscal Year 03 04 x Program Funders Funder Funder Type Data Capture Comments Agency Provided Funding Cash GL Level Detail 2 Healthy Start State GL Level Detail Jacksonville Jaguars PP Foundation Private Foundation GL Level Detail Salary Accounts Funder Funder Funder Account Title Original Budget Amendments Amended Budget 569 120 Regular Salaries and Waqes 20 000 0 20 000 569 210 FICA 578 0 578 569 220 Retirement Contributions 0 0 0 569 230 Life and Health Insurance 0 0 0 569 240 Workers Compensation 0 0 0 569 250 Unemployment Compensation 0 0 0 Salary Totals 20 578 0 20 578 Expense Accounts i Funder Funder Funder Account Title Original Budget Amendments Amended Budget Comments 730 Program Consultants and Contractual Oo Oo Oo al 740 Other Consultants and Contractual Legal 0 0 D H 741 Other Consultants and Contractual Audit 0 0 D E January 2012 Page 109 SAMIS Administrators User Manual 2012 Viewing Salary and or Fringe Funder Amounts on the Detail Level To view funder information on the salary fringe line follow these steps January 2012 Select the salary fringe account by selecting the title of the Salary and Fring
133. n their actual budgets for both salary fringe and expense items Currently the budget to actual module is only being utilized in Broward County Budget to Actual This report provides a list of all active agencies and Compliance programs and will list the status of each program s budget to actual documentation Currently the budget to actual module is only being utilized in Broward County Reimbursement Reimbursement Detail Reimbursement Detail reports provides the user with all of the reimbursement information in the corresponding reimbursement Information includes original and amended budget current request year to date request and remaining balance for salary fringe and operating expenses It also includes subtotals and grand totals for salary fringe and expense items and reimbursement detail for each position payroll checks run information payments made for payroll taxes fringe and details for each check under the program expense items Summary GL The Summary GL Reimbursement Report provides Reimbursement summary information across all active GL items for the reimbursements chosen This allows you to see the history and summary for salary and fringe and expense items This report sorts by check number 173 Page SAMIS Administrators User Manual 2012 Reimbursement Continued Adjustments CDG Summary Reimbursement Capacity and Reimbursement Review Adjustment Detail Adjustment Summary Active Cases C
134. n will be left empty as it will be the current UOS definition for the activity until a new one is created This process will insure that there is never a date gap between definitions 151 Page SAMIS Administrators User Manual 2012 Deleting a Unit of Service Definition A Unit of Service definition can be deleted only when no data has been entered for the definition by a program This function will be provided to allow CSCs to correct a mistake in the UOS definition When a UOS definition is deleted the previously entered UOS definition s End Date will be cleared and the UOS definition will now become the active current definition Unit of Service History Quantity Measurement Value Note Start Date End Date partial KE gt 2 Session s 100 00 Partial units are not allowed 10 01 2011 he 1400 00 22 Day s 11 00 note 08 08 2011 09 30 2011 Yes Editing Unit of Service Notes 6 From the SAMIS Main Menu Select Program Units of Service Setup Select the Agency Program from the Agency Program drop down selection box 8 Select the activity from the Activity drop down box that is associated with the UOS where the notes need to be edited J 9 Select the Edit Icon gt under Unit of Service History This will open the Notes text box that will allow for editing of the notes 10 After making changes to the Notes Select Save to save the changes or Back to return without saving Unit of Service History Start Date
135. neeens 15 HONTO ACCESE AMI ee E E E 15 HOW To LOC OUl E E E E E sunt vars 16 AMENGAN MEDU aa a E E EE E E E S 18 How to Choose a Menu Optio Tisscsrearirrsni En EA 18 SAIS SF S N OT a E E E A E E 19 Chane me TEPI WO e E one eee eee re eee 19 Chapter 3 SAMIS Quick Tips Navigation and Controls esssesessesesseesesrrresrrerssrrresrreessreresrrerssrtressrerssrrresereroserreserereserressne 20 AMNI QUE ID e E E E ce sabeeanenseczer 20 CONTON eina E E E E E canesapemoonnesaedesneenodereaaurenseees 20 Chapter 4 Definitions for the SAMIS Main Menu Modules cccccsseccccsssccccessecccseseccecescceeseseceseuaeceeeeneceessuaecessuecesseges 22 SAMIS FUNCTIONS and MOCUIES cseesecccccccceesesseeecececeseeesseeeeeeeesseeeeeeeeeeeesseeeeeeeeeeeesseeeeseeeeeeeessaeeesseeeeeeessuaeussseeseeeesaaaassses 22 PROS PAIL PUNON S wcoserecocisercieconnstnectpenneoonsuteetnennea pent ueabntene crass ebiniaea ttle ase EE E E E 22 Case Data Gat erel CDG erae E 22 CUO CIV CSS a A E R ate aceeiieyebsashyceneeenetatheaen 22 WO UES Er ACUVUE pcr ccrse uta E E sania ny enenten AEA A E AE EE E ETE E A 22 EDI Import Electronic Data Interchange ssseesssessesrreressrrrreesrrrrrsssrtrressrttrtesstttrsstttttsss etits stttttssrttrtessetereserteressretreseene 22 January 2012 Page 3 SAMIS Administrators User Manual 2012 Reverse EDI Electronic Data Interchange ccccccccessseccccceesseccccceuseccceeeeesecccecaueseceeeeaueeceseseeeseceeesaee
136. ng button or realizing after it was approved that it should not have been This module can be utilized by CSC staff only to un approve documents budgets budget amendments or reimbursements that had been previously approved The following business rules are in place for each document type In addition the following considerations should be looked at before attempting to un approve a document Business Rules Budget e A budget will only display if no budget amendments or reimbursements exist which correspond to this budget Considerations Budget e Has a contract already been signed for the approved budget If yes so how do you handle changes that could be made to the budget as a result of un approving Business Rules Budget Amendment e Only the latest budget amendment will be displayed defined by the Amendment ID Business Rules Reimbursement e Only the latest reimbursement will be displayed defined by the Reimbursement ID Considerations Reimbursement e Has payment already been made to the agency for the reimbursement you are un approving If yes how do you handle changes that could be made to the reimbursement that could change the amount owed to the agency Business Rules General e The user undoing the approval does not have to be in the workflow queue The document will always be sent back to the final approver s queue The status of the document will be set to submitted A line will be added to the audit trail w
137. ns This step ensures that you are connecting to the real SAMIS website never to an impostor e All data traffic between the agency and SAMIS across the Internet is encrypted using Secure January 2012 Page 13 SAMIS Administrators User Manual 2012 Socket Layer technology This technology encodes the data into an unreadable form which can only be deciphered by the intended recipient the agency or SAMIS This layer of privacy protection ensures that information cannot be viewed if unauthorized parties intercept it e For agencies that don t save the name is SAMIS the name and birth date information entered for SAMIS participants is encoded on the agency computer using an algorithm to generate a unique client identifier In this way the unique client identifier rather than the participant name is transmitted over the Internet connection Technical Requirements and Settings The SAMIS system requires certain settings in order to fully function properly Please refer to the Agency Program User Manual or the Agency Fiscal User Manual for all required settings January 2012 Page 14 SAMIS Administrators User Manual 2012 Chapter 2 Logging Onto the SAMIS System How to Access SAMIS Once you have received a user name and password from the CSC you will be able to log onto SAMIS Follow these steps 1 From Internet Explorer type the Address for SAMIS in the IE Address Bar and select Enter You must choose either the trainin
138. ntract Report Adjusted Program Units of Service Rapid Fill m January 2012 Page 38 SAMIS Administrators User Manual 2012 CSC Options Select the CSC Options radio button to view this page The SAMIS Administrator uses this feature to identify the Menu abbreviated name of the organization configure up to eight Performance Measurement Options custom fields set up fiscal and program features and set Reimbursement Options Client Identifier Field Availability CSC Options It is also utilized to identify and label miscellaneous fields Program UOS Options of information that will be collected about programs in Verify Password Adherence SAMIS All Miscellaneous Labels with check boxes and field names will be available under Program Maintenance for date entry the security password policies for all SAMIS users 1 CSC Abbreviated Name Enter the CSC abbreviated name in the text box The text will appear in the custom SAMIS Contract Report 2 Misc Labels 1 8 Miscellaneous fields will appear on the on the Program Maintenance page under Other Information Misc Fields a Check to activate a field b Enter the On Screen label Examples of Custom Fields include i Contract Manager or Program Specialist Fiscal Reviewer Researcher i Fund Type Year Funded il Web site Address Zip Code District political jurisdiction Map Legend iv Government Classification CSC Options SC Abbrevalted Name Abbrev Wi
139. o the system need to be setup in this module This module is used to set up new users with a login ID and a password select which modules and reports each user will have access to select whether or not they are an agency or CSC user and provide access to classifications This module can also be utilized to copy user Agencies Programs and Classifications may have to be setup prior to User Administration so proper access can be given From the SAMIS Main Menu select User Maintenance The following screen will display https www SAMISCSC org of Pinellas County User Admuustraton hike mee Testing Search By Last Name ABCDEFGHIIKLMNOPQRSTUVWHYZ01234567869 New Back Searching for a Current User Users can be searched for by Last Name Employer and User ID 1 Select the search by mechanism from the Search By drop down selection box Select the first letter of the search by item last name employer or user ID All items that match the search by selection and the first letter of the item will display 3 Select the Pencil icon to display the user information 4 Make changes as necessary and Select Save to save the changes or back to return without saving January 2012 Page 32 SAMIS Administrators User Manual 2012 Search By Last Name User Active Status All al ABCDEFGHIIKLMNOPOQORSTUVWXYZ7O12723 450789 UserID Last Name First Name Employer Active Email Address Ta E gt pgehant Gehant Pat FL CSC Yes
140. on Settings Special Conditions and Manual Performance Measures and Manual Minimum Service Levels before this module can be utilized Program Administration Settings County Wide Service Service Zips and Contract Number should be setup as the information contained in these fields print as part of the Contract Report Instructions of setting up these fields can be found in this manual under Program Maintenance Special Conditions for Pinellas Contract Report This module is used by CSC staff to create and associate a contracted special condition for an agency or program Special conditions are displayed in an agency s or program s contract From the SAMIS Main Menu select Special Conditions The user will be brought to the CSC Special Conditions screen awe Special Conditions OF AA Testing Special Conditions Maintenance New 156 Page SAMIS Administrators User Manual 2012 Entering a New Special Condition New Short Desc 1 Select New from the CSC Special Conditions screen The following fields will be displayed Type a short description of the special condition in the Short Desc field 3 Type the special condition as it should be displayed on the contract in the Special Condition field This can be copied and pasted from a word processing or spreadsheet program 4 Select the special condition group whether it applies to an agency of specific programs at an agency in the Special Condition Group fi
141. open a Narrative box J Budget Amendment Comments Mind m E4 5717 2000 569 480 Promotional Activity We request to mowe 182 from this line item to operating supplies because Our promotional expenses were less than anticipated and we incurred addtional expenses in operating supplies i SAVE Close CE eee January 2012 Page 92 SAMIS Administrators User Manual 2012 Forwarding the Budget amendment If you are acting as a CSC Level Reviewer and you wish to forward the budget amendment to the next CSC Reviewer or the Final Approver you must forward the budget amendment To Forward the Budget Amendment 1 Scroll down to the bottom of the Budget Amendment Approval screen 2 To add a permanent comment to the budget amendment type the message into the Budget amendment Comment Log field To send a comment via e mail to the next person in the budget amendment workflow chain type your message into the e mail comments box this message is not a permanent part of the budget amendment document 3 Click the Forward button only the next person in the workflow chain will receive your e mail message Rejecting the Budget Amendment If there are incomplete or incorrect portions of the budget amendment the designated CSC Reviewer or Final Approver may reject the budget amendment sending it back to the agency to be edited and re submitted To Reject the Budget Amendment 1 Scroll down to the bottom of the Budg
142. or CDG First Age Range Low High Second Age Range Low High Program Eligibility Text Of Days in Grace Period for Performance Measures Attendance Threshold Allow Wait List January 2012 E mail address for the contact person listed above Is this an Out of School Program PROGRAM If the program only serves primary participants or only primary participants are expected to be entered in SAMIS select this check box to not allow secondary participants to be saved in CDG The Participant Unique ID is generated using the full first name of the client To allow for first names with one character check the box Select the Reasons for Participation Mode which defines the type of reason s that can be selected for Reasons for Participation for a program Check Allow Assets and Deficits if this program is allowed to enter both Deficit and Asset reasons for participation when entering participant s reasons for participation into CDG or Allow only Assets or Allow only deficits If this option is turned on checked at least one age range is required If checked the program can only enter participants that are within one of the two specified age ranges SAMIS will not accept participants who are not within the age range s Ages are determined by comparing the date of birth to the Episode Open Date Enter the low and high range of the age ranges that will be enforced If more than one age range is being enforced ent
143. ounty contract reports If the program only provides services in certain zip codes enter the Zip Codes This information is utilized for the JWB Martin and Palm Beach County custom Contract report Is this program a subcontract Associate the Classification category to the program Programs can be associated with more than one Classification Select the box for each that applies The screen will refresh after each selection Performance reports Referral reports Reverse EDI and other reports can be run by one or more classifications All programs that are associated with the selected classification when the report is run will be included in the report Select the years in which the program will be active A program can not appear in overlapping fiscal years GENERAL INFORMATION CONTACT INFORMATION Name of the Exec Dir of the agency associated with the program or other criteria used for contacting the agency Phone number for the contact person listed above Required Field Is required if Service zips is not populated Is required if County Wide Service is not selected See CDG Maintenance Functions Classification See Administrative Functions Fiscal Years January 2012 Page 53 SAMIS Administrators User Manual 2012 Contact E mail Out of School Only allow Primary Participants Allow one character for Participant first name Reasons for Participation Mode Enforce Participant Age Range f
144. ow the administrator to move documents from one user s queue to another Workflow Search and Replace Agency User This view will allow the workflow administrator to replace one user with another in all chains that the user is in on the Agency side CSC User This view will allow the workflow administrator to replace one user with another in all chains that the user is in on the CSC side Program Funders Agency User This module will allow the user to associate funders with the program These funders in turn will be available in the budget for data entry CSC User The Help Desk or Technical Support will access the Program Funders to assist agency users in solving problems or understanding the functionality of the page Program Units of Service Adjustment Dates Agency User The agency user will not utilize this module CSC User This module will be utilized to specify dates in which the agency user can make program units of service adjustments Calendar Maintenance Agency User This module allows the program to select days in which the program is closed or does not provide services This is used to prevent users from entering into attendance or the program units of service modules for days in which no service was available and is utilized to calculate true utilization for reports in these modules Closed days can also be assigned to an entire classification of programs at once CSC User The Help Desk or Technical Support will a
145. ox eae Command buttons are used to navigate to other pages or perform specific actions The label on the button will describe what function it will perform The SAMIS Home link is used to return to the SAMIS Main Menu This link is available on every screen within the SAMIS application It is important to note that this link does NOT save 569 400 Hyperlinks are used to navigate to another page The hyperlink text will describe what page will be opened Hyper links in SAMIS are always displayed in Blue TAKE NOTE Once the user has selected an Agency Program combination from any of the Agency Program Pic lists in SAMIS except Attendance Tracking the same Agency Program combination will be pre selected in the Pic lists for that user s session Once the user exits SAMIS or the session times out the Agency Program combination will not be pre selected upon entering back into the application hence it is only for the lifetime of the current session January 2012 Page 21 SAMIS Administrators User Manual 2012 Chapter 4 Definitions for the SAMIS Main Menu Modules SAMIS Functions and Modules The SAMIS Main Menu is divided into four different sections Program Functions Fiscal Functions Administration Functions and CDG Maintenance Functions Under each section there are different modules Several modules operate differently depending on whether the user is an agency user or a CSC user The following lis
146. p Desk or Technical Support will access the Program Units of Service screens to assist agency users in solving problems or understanding the functionality of the page Measurable Objective Quick Entry Agency User Utilizing this module the agency user receives a list of clients based on search criteria and can quickly enter service component and objective data for all clients listed CSC User The Help Desk or Technical Support will access the Program Units of Service screens to assist agency users in solving problems or understanding the functionality of the page Manual Performance Measures Agency Users Will not utilize this module as the data will be reported to the CSC and entered by the CSC Agency users can however run the Manual PM MSL report to view the information from this module CSC User This module is utilized to enter Manual Performance Measures PM and Minimum Service Levels MSL for a program Manual PM s and MSL s are those that cannot be calculated based on information input into the CDG or client section of SAMIS Updates on whether or not the PM or MSL was met can also be input CDG Data Cleansing The CDG Data Cleansing module allows users both CSC and agency to find data entry issues connect to the identified trouble spots and correct the issues concerning all data ever entered into SAMIS Client Waiting List Agency users can utilize this module to enter clients on a predefined wait list that was set
147. pecial circumstances 10 Select Save All to save the changes Edit an Existing Agency 1 From the Agency Program Maintenance screen find the agency using the search criteria below Multiple criteria can be used when searching for the correct Agency The list of Programs associated with the Agency will be displayed v Agency Name v Contains v A Great Agency Name v Exactly Like v New Agency Active v Searches only on Program active status Program ID Program amp 80 A Great Agency 170 A Great Program amp F 30 A Great Agency 173 A Gtreat Agency FAA fas amp E 30 A Great Agency 181 Giselle s Agency OA P 7 OS P a lt O 3 Select the hyperlinked Agency that you want to edit True True True 4 Change the any fields as needed or uncheck the Active field to inactivate this agency so it will not be displayed in SAMIS The page will refresh with each edit and the Save All buttom will now be available 5 Select Save All Print Program Site Report i January 2012 Page 51 SAMIS Administrators User Manual 2012 How to Add a Program Once an Agency has been setup a Program can be set up and associated to the Agency Participants can entered into SAMIS once a program has been Set up 1 Select Agency Program from the Administrative Functions on the SAMIS Main Menu 2 Search for the Agency that the Program will be associated with in SAMIS NOTE A program can be associate
148. pecific field Description Required Field FISCAL By default programs cannot copy their budget from year to year however if you want to allow the program to copy their previous year s budget select this check box JWB GP SAMIS Interface Custom Fields for JWB PB MIP SAMIS Interface Custom fields for PB CSC OPTIONAL FIELDS Enter in any additional information in any optional additional fields as applicable The CSC may elect to utilize up to 10 miscellaneous program information fields For example year funded Contract Manager etc These fields get assigned to the CSC through CSC Maintenance see CSC Maintenance for information on assigning these fields January 2012 Page 55 SAMIS Administrators User Manual 2012 Edit an Existing Program 1 Search for the Agency 2 Select the Program 3 Edit the fields as necessary The Save All bottom will appear when data has been changed Select Cancel All to void any changes that are made Set up Program Sites Program sites can be assigned to a program and maintained under the Agency Program Maintenance module for Programs that have been set up in SAMIS Program sites are not required and can be used by some and not all the programs set up in SAMIS There can be more than one Program Site per Program such as daycare sites or treatment locations Reports can be run by selecting a program site and will contain only information pertaining to the selected sites
149. pportunities 8 When finished browsing the announcements click OK to go to the Main Menu Services and Activities Management Information System Microsoft Internet Explorer File Edit view Favorites Tools Help Juvenile Welfare Board of Pinellas County SAMIS Announcem Old News FAQ SAMIS Settings New Dates for Second Round of Program Enhancement Trainings Get informed and sign up now te Click on the Enhancements button to find out more Enhancements New Reason for Participation SAMIS Downloads Training Sign Up What s New Today Last modified 03 28 05 New Reason for Participation Reverse EDI Changes Q Program Enhancements Click anywhere in the bottom frame to navigate through the County wide SAMIS Announcements How To Log Out l Close the Internet Explorer browser or 2 Navigate to a new Internet site January 2012 Page 16 SAMIS Administrators User Manual 2012 January 2012 Page 17 SAMIS Administrators User Manual 2012 SAMIS Main Menu The main menu will be available once a user has successfully logged into SAMIS The user will only see menu options to which they have access SAMIS Menu Page This is the login page for an administrator who has access to many modules Most users will not see all of these icons SAMIS Main Menu oo Owl Announcements cian aaan Your password will expire on 12 31 9999 Program Functions Case Data Gatherer Group Activities Attendance Tracking
150. program under the appropriate Account column Advances are tracked and can be paid back as part of the reimbursement Only expense account numbers that have a dollar amount greater than 0 in the Amended Budget column will show Agency Program Total Program Allocation Reimbursement Period GCComm Care Adults Mentoring Children AMC Violence Prevention 185 000 00 10 01 2004 10 15 2004 Current Status Submitted Run Reimbursement Detail Report Salary Accounts Category Original Budget Amended Budget Pending Current Request Ytd Request Balance Regular Salaries and Wages 61 620 00 61 620 00 2 430 00 2 430 00 59 190 00 S alary and FICA 6 359 00 6 359 00 934 00 934 00 5 425 00 Fringe Retirement Contributions 4 550 00 4 550 00 525 00 525 00 4 025 00 Section Life and Health Insurance 3 300 00 3 300 00 340 00 340 00 2 960 00 Workers Compensation 600 00 600 00 90 00 90 00 510 00 Unemployment Compensation 600 00 600 00 350 57 350 57 249 43 Salary Totals 77 029 00 77 029 00 4 669 57 4 669 57 72 359 43 Expense Accounts Category Original Budget Amended Budget Pending Current Request Ytd Request Balance JWB Expense Items Expense Investigations 20 000 00 20 000 00 545 24 545 24 19 454 Section Travel and Per Diem 3 555 00 3 555 00 337 42 337 42 3 217 5 Transportation 28 000 00 28 000 00 1 098 43 1 098 43 26 901 57 Expense Totals 51 555 00 Grand Totals 128 584 00 51 555 00 128 584 00 1 981 09 6 650 66 1 981 09 6
151. proved Dave Back Approving the New Position Approving the position will make the position part of the budget Providing the position is complete to the Contract Manager s satisfaction the position may be approved in SAMIS To approve the position Leave the Selected Status field as approved and select Save Rejecting the New Position Rejecting the position will enable the agency user to either delete the new position or edit it To reject the position Change the Update Status to drop down box to Rejected and select Save January 2012 Page 112 SAMIS Administrators User Manual 2012 Reimbursement Dates This module enables the CSC user to change the Period Begin and or End dates of a reimbursement It may be necessary to change Begin dates occasionally as reimbursements should include all days where funding is being requested and not have gaps in between reimbursements It may also be necessary to change End dates occasionally as reimbursements cannot overlap or be created for a date less than the ending date on the previous reimbursement In addition since all reimbursement periods must be within the fiscal year and reimbursement dates cannot overlap at the end of the fiscal year if a final reimbursement is necessary after the last reimbursement was done it may be necessary to change the end date of the last reimbursement to allow for a final reimbursement for the year to be performed Example If the CSC fiscal y
152. ptions Reimbursement Expense Page Options Show all reimbursement expense balances Save January 2012 Page 75 SAMIS Administrators User Manual 2012 Workflow Workflow is the fiscal approval process in SAMIS It essentially is the automation of a business process during which documents information or tasks are passed from one user to another for action according to a set of predefined rules This process 1s applied to the Budget Budget Amendment Budget to Actual and Reimbursement processes in SAMIS Workflow must be setup on both the agency and CSC side before Budgets Reimbursements Budget to Actuals or Budget Amendments can be created Please refer to the Fiscal Workflow Administration Manual for instructions on setting up workflow and administering changes to workflow January 2012 Page 76 SAMIS Administrators User Manual 2012 Chapter 8 On Going Fiscal CSC Functions Once the initial setup is performed by the CSC see Fiscal Setup by CSC User Chapter and the agencies have finished their setup and begun working on budgets there are on going tasks that must be performed by employees of the CSC These tasks include reviewing approving budgets budget amendments and reimbursements and managing adjustments manual payments fiscal date changes This chapter provides instruction on these on going tasks My Approval Queue One the most important functions of the CSC employee is to review approve fiscal documents
153. ram and Fiscal reports Setting Up a Fiscal Year 1 Select Fiscal Year from the SAMIS Main Menu 2 From the SAMIS Main Menu users will be brought to the Fiscal Year Maintenance screen 1 Some reports can be run using custom dates that are different from the defined FY dates However the information returned will differ from a FY parameter January 2012 Page 43 SAMIS Administrators User Manual 2012 Select Fiscal Year to edit ID Fiscal Year Active StartDate End Date 9 FY 2012 True 10 01 2011 09 30 2012 1 Fy 2011 True 40 01 2010 0930 2011 L 5 SPC GY10 True 05 23 2010 05 22 2011 6 UHEAP 2011 True 03 01 2011 03 31 2012 9 DIM V441 Trin ANANN NNANNNAN Create New Fiscal Year Note that FY 2012 and FY2011 do not overlap but SPC GY10 and LIHEAP 2011 have an overlapping date range 03 01 2011 through 05 22 2011 Entering a New Fiscal Year 1 Select New from the bottom of the Fiscal Year Maintenance screen 2 Enter the year description in the Year Description field The description is how the fiscal year will be displayed throughout SAMIS example 05 00 Enter the starting date of the fiscal year in the Date Start field Enter the ending date of the fiscal year in the Date End field 5 Select Submit a ie January 2012 Page 44 SAMIS Administrators User Manual 2012 Select Fiscal Year to edit ID Fiscal Year Active StartDate End Date a 9 F
154. rds jwbpinelas org ri joreeley Greeley Jennie JWB CSC User Yes jedwards jwbpinelas orag p parim Grimminger Patti Children s Board of Hillsborough County Yes parimminger childrensboard org New Back January 2012 Page 36 SAMIS Administrators User Manual 2012 A User page will be displayed that identifies the user you copied from Search By Last Name User Active Status All ABCDEFGHIJKLMNOPQRSTUVWXY2Z0123456 789 New Back Create New User Copied from pgehant User ID Email Address First Name Employer Last Name Password When the Administrator copies an existing user all of the following will be copied e Checkboxes o CSC Access o Allow All Features o Allow All Programs o Force New Password at Login e Grids o Security Features o Agencies o Programs o Report Groups o Classifications o Reports The following fields however would not be copied and need to be entered UserID First Name Last Name Active User defaults to Yes Email Address Employer Password Confirm Password From this point on the new user has access to the assigned modules and can be managed just like any other user record January 2012 Page 37 SAMIS Administrators User Manual 2012 CSC Administration Maintenance Menu Options and CSC Administration This module is used to select options in various areas of SAMIS that pertain to the CSC as a whole all programs within the CSC For this chapter Getting Started Menu
155. re Board of Pinellas County Kenly Aian Agency Program GCComm Care Adults Mentoring Children AMC Yiolence Prevention Total Program Allocation 185 000 00 Reimbursement Period 10 01 2004 10 15 2004 Status Submitted Current Reimbursement Amount 6 650 66 Adjustments Applied To Reimbursement Amount To Apply sj 04 22 2004 Adjustment 347 23 sj 04 22 2004 Advance 2 000 48 Total To Apply 1 653 25 Net Reimbursement Amount 8 303 91 To view information specific to any of the adjustments listed click the binoculars next to the adjustment you wish to view This will display the specific information on original adjustment amounts payments and balances remaining Agency Program GCComm Care Adults Mentoring Children AMC Violence Prevention Total Program Allocation 185 000 00 Reimbursement Period 10 01 2004 10 15 2004 Status Submitted Current Reimbursement Amount 6 650 66 04 22 2004 Advance Adjustment Action Provide Funds TO the Agency Program CSC Comment Show me the money Adjustment Amount 3 000 48 Paid to Date 0 00 Balance 3 000 48 Amount to Apply 2000 48 Comments Adjustments Applied To Reimbursement Amount To Apply F 04 22 2004 Adjustment 347 23 O0 04 22 2004 Advance 200048 Total To Apply Net Reimbursement Amount January 2012 Page 100 SAMIS Administrators User Manual 2012 Adjustments The last section reviewed how to approve an adjustment This sec
156. red to utilize the Volunteer Activities module is to setup fiscal years in SAMIS and provide users access to the module through User Administration Instruction for setting up fiscal years and users can be found earlier in the manual CSC staff can print the volunteer screen to view and analyze the volunteer pattern of the program Since this module is primarily for agency users for more information on how to enter or view please refer to the SAMIS Program Agency User Manual Group Activities The Group Activities module allows program staff to enter general information on group activities that the program provides Generally if all of the participants attending the group activity are in the CDG section of SAMIS there activities would be documented there rather than in this module This module is utilized to track the number of participants served when you don t necessarily have demographic information on those who attended For instance if it was an event where you invited all of the family members of your participants and you wanted to track the number of people who attended the event you could utilize Group Activities Programs identify the group activity name date the number of children and adults participating presenter instructor location and whether the activity was collaboration Minimum service levels can be setup for these group and reports can be run that compare the minimum service level compared to documented group activities
157. rent F F Revised Revised Position Ree CSC CSC Unspent Perr een ara Amended Unspent Budget Budget Balance Budget Balance IT DIRECTOR laura 1 000 00 22 001 00 21 001 00 0 00 0 00 22 001 00 21 001 00 janitor Mouse 0 000 00 350 000 00 20 000 00 0 00 20 500 00 20 500 00 1 500 00 The Salary Transfer Review screen will be displayed Column Descriptions Positions All positions listed in the budget Person Name Employees name Original CSC Budget What the budget looked like at the beginning of the fiscal year before any amendments Amended CSC Budget Original budget or any previous budget amendments Current Unspent Balance Amount remaining at the time the budget amendment was created Transfer Amount being transferred into the corresponding position for the line item Transfer Amount being transferred out of the corresponding position for the line item Revised Amended Budget Original budget or any budget amendments including the current one Revised Unspent Balance Amount remaining after taking into account the current budget amendment OZ MAKE NOTE The total Transfer and Transfer columns do not necessarily have to match The user could be moving dollars to from a salary fringe item to an expense item January 2012 Page 90 SAMIS Administrators User Manual 2012 Reviewing Operating Expense Transfers Transfers made to Expense line items can be viewed from the Budget Amendment Review screen
158. roval Queue without saving Forward Reject Back Final Approver 1 Ifthe users role is a Final Approver the following buttons will be displayed at the bottom of the document 2 Select Approve to approve the document This is the last step in the workflow chain OR 3 Select Reject to reject the document and send it back to the creator s queue OR 4 Select Back to My Approval Queue without saving Approve Reject Back January 2012 Page 78 SAMIS Administrators User Manual 2012 Please Note Documents can be sorted by column data in My Approval Queue by clicking on the column header January 2012 Page 79 SAMIS Administrators User Manual 2012 Reviewing the Budget Budget Status Explanation Budget requests go through a series of statuses which control who Program user or CSC User may edit the budget request at different stages of the budgeting cycle There are four possible statuses that may be assigned to any single request Edit Submitted Approved and Rejected A budget may have only one status at any given time Status Description Who May Edit Change Edit As soon as a Budget is created it is in the edit Program user mode Edit signifies that the Program user has performed some data entry for the request but has not yet Submitted the request to THE CSC for approval The Status of Edit reflects that the Program user can still change the request Submitted Submitted signifies that the Pro
159. rt Payment Last Export Agency Program Start Date End Date Gross Net Adjustments Net Total Method Date wv E gt Alpha A Beginning Inc Residential Program 3 1 2004 3 31 2004 16 931 62 0 00 16 931 82 Iv E gt Operation PAR Adolescent Residential Center 3 1 2004 3 31 2004 31 646 10 0 00 31 646 10 Iv Elm Operation PAR ALPHA 3 1 2004 3 31 2004 3 663 93 0 00 3 663 93 Iv E gt Operation PAR BETA 3 1 2004 3 31 2004 21 853 02 0 00 21 853 02 Iv E gt Operation PAR Chemical Abuse Prevention Services 3 1 2004 3 31 2004 26 264 22 0 00 26 264 22 Iv E gt Operation PAR COSA atthe Child Development and Fa 3 1 2004 3 31 2004 21 896 15 0 00 21 896 15 Iv Elz Youth Devel Initiatives Precious Pearls 10 1 2006 10 16 2006 4 060 00 2 000 00 6 060 00 Email llpeele jwbpinellas org Export Cancel Back January 2012 Page 116 SAMIS Administrators User Manual 2012 EAr ee se ee ee ee J Show All Non Exported Export Payment Last Export Agency Program Start Date End Date Gross Net Adjustments Net Total Method Date O c Alpha A Beginning Inc Residential Program 3 1 2004 3 31 2004 16 931 82 0 00 16 931 62 E E gt Operation PAR Adolescent Residential Center 3 1 2004 3 31 2004 31 646 10 0 00 31 646 10 Iv Operation PAR ALPHA 3 1 2004 3 31 2004 3 663 93 0 00 3 663 93 Iv E IS Operation PAR BETA 3 1 2004 3 31 2004 21 853 02 0 00 21 653 02 lv E Operation PAR Chemical Abuse Prevention Services 3 1 2004 3 31 2004 26 264 22 0 00 26 264 22 Iv E
160. rue Fair Promotional Event True Family Night True Field Trip Activity True Entering a New Event Type 1 Select New from the bottom of the Maintenance screen 2 Enter the group activity event type in the Value Name field 3 Select Save Value Name Active Seve Bee Edit an Existing Group Activity Event Type 170 Page SAMIS Administrators User Manual 2012 1 From the Maintenance screen click on the Value Name hyperlink for the activity type that you want to edit 2 Change the information in the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the Group Activities screens 3 Select Save 171 Page SAMIS Administrators User Manual 2012 Chapter 15 Reports Consolidated Reports This module is utilized to run and print all of the reports form the SAMIS system Each report or group of reports can be securitized so only users with permissions have the ability to run those reports CSC Access CSC Level all programs at the CSC Agenc Agency Level all programs at the agency Program Program Level only one program Not all reports can be run at all three levels Report parameter pages will only display those levels ou Through User Administration users can be given access to reports on two levels They can be given access to individual reports the can only run the specific reports they are granted access to or they can be given access to a r
161. s and how many have not been attached to any of the available service components In addition the report provides a list of specific primary clients who have not been attached to any of the available service components The Workflow Approval Chain report can be run by program or user When run by program the report displays detail information on the programs workflow chains including the users and which roles they have on both the agency and CSC side When run by user the report displays all of the workflow detail for all workflows in all programs that the user is apart of The CSC Funder Report runs by fiscal year and displays each funder for the CSC and lists which programs have dollar amounts budgeted under those funders Totals are also provided in this report The other funder report provides information concerning original amounts budgeted for each funder on the original budget any adjustments for those amounts through Funder Amendments and an amended amount based on the adjustments and amounts remaining if detail level reimbursements are being used The Sources of Revenue Summary Report provides information concerning original amounts budgeted for each funder on the original budget any adjustments for those amounts through Funder Amendments and an amended amount based on the adjustments across several fiscal years prior to the fiscal year for which the report is run It also provides Total Program Revenue and Total Program B
162. sc Label 7 Contract Manager _ Wisc Label Mist Label 3 L Misc Label 4 _ Wisc Labels C Misc Label 6 Misc Label 7 _ Misc Label 8 3 Next select the features the Organization will use These features can be turned on at any time but some will have consequences Contact the SAMIS Statewide Administrator for assistance a Utilize the Full Funded Capability during budget process b Adjustments Show Disallowance Types c Adjustment Show Prior FY Check Box January 2012 Page 39 SAMIS Administrators User Manual 2012 TOBE OCR TS ro moo Show Outstanding Advances in Reimbursements Allow Grow Program Amendments Enable Posting date in reimbursement Assign New contract number each FY with Allocation Utilize salary position Narrative in the Budget Utilize Budget Amendment Labeling Use Copy GL Category and Program FY features in FY maintenance Show Disability Disability Document Type Use Master Sites and Participant Groups Use Participant Activity MSLs Use Disability with Age Calculations Allow Simultaneous Budget Amendments and Reimbursements Display Protective Factors in Activities Services and Group Activity Type Maintenance 4 Select Save to save the changes OR 5 Select back to return without saving D Utilize Fully Funded Capabilities During Budget Process L Adjustments Show Disallowance Types D Adjustments Show Prior FY Checkbox Show Outstanding Advances in Reimbursements Allow Gross Progra
163. seerese 151 Delene FUN O ENCED NN O eea aE E E E E E E 152 Edine Unit or Servite NOl Sese ceini SE E 152 Program Units of Service Option CSC Administration esessssssesessresesrrrssrrressreresrrerssrrresrrerssrereserersseeresrrerssreresererserere 153 Program Units of Service Adjustment Dates esseseseressrseserereserrerereressrnersrerossrrerereressrrersreressurersreressrrersreresserersreressenee 154 Opening up Data Entry for a Specified Period c cccssccccsssecccceseccccessccceeusececauseceeseeceeseuseceseusecetsugecesseeseeessuesetseneces 154 Changing Closing an Adjustment Per Civc scassssscicasccausies eriei E E EEE EEE ETEA 155 Haner Vy COAG C0 e E E saneigesio aeesen eee 156 Pincllas County Gre ahd p21 ei p 6 orerar S te Soe ne a oon eer ee 156 Program Administration Settings cccccscccsssecccsscecesececeneceeenecceenceceencessuecessecesenecesenceseeecessueceseeeesecessecessnecessecenenees 156 Special Conditions for Pinellas Contract Report ccscsccsossssccssssecccussscuenssscuensssesscussseucussseneossestoussscueusscneuussessonssss 156 EM erne et NEw OS Ciel OCT OI ec asc cect ce a detes se cece terse serch eae pce tenraste eae bcteassca sete aetna aeedaee 157 Editing a Special Condito ssscasssaceccuedacscadessdedesaistmaedasntadvardnteesteanteslannadasandpsasacsindevandoiatedebesdincadesateseseietecalusatesetuageeanues 158 Manual Performance Measures and Minimum Service Level for Pin
164. service should not be entered See Program Agency User Manual for setup instructions The Units of Service themselves must be setup and associated with activities Modules associated with Program Units of Service and the user who needs access to the module are listed in the table below Program Units of Services a a a Program Units of Service Rapid Fill a a Adjusted Units of Service Pe Xoo Adjusted Units of Service Rapid Fill ee CSC Administration Program Units of Service Option ae an OO o Program Units of Service Setup PK Program Units of Service Adjustment Dates Kf Program User Access Modules are documented in the Program Agency User Manual 147 Page SAMIS Administrators User Manual 2012 Program Units of Service Setup The Program Units of Service Setup section is the module where Units of Service UOS are setup so agency users can utilize the Program Units of Service Module to collect UOS s on clients served Units must be completely setup before users can begin entry in the Units of Service modules Understanding a Unit of Service A Units of Service UOS definition is comprised of three main components 1 Quantity the amount of service rendered 2 Measurement what the amount is measuring e g hours days 3 Dollar Value the value of 1 UOS The combination of all three will make up a UOS definition in SAMIS The actual UOS s will be set up by the CSC and correspond with the activities in the pro
165. stomization of these fields whether they display or not at the program level Information for selecting these fields can be found in the previous section CDG Option Fields This section describes the setup necessary to select the fields that will be displayed to identify participants in each program A program can have up to 4 client identifying fields The fields selected for the program to identify participants will be utilized on all CDG Attendance and Units of Service screens and on participant detail reports to identify the participant NOTE If optional fields are utilized to identify participants within a program those optional fields must also be selected under the CDG Optional Fields module for the program There are two steps to setting up the client identifier fields in SAMIS 1 The CSC user must select the allowable list of fields from the Client Identifier Field Availability screen This is the CSC wide list that can be utilized to customize each program So any field that can be used for any program should be selected here 2 Then the CSC user can select any of the available fields to customize the list for each program through the Client Identifier Field Module 129 Page SAMIS Administrators User Manual 2012 Client Identifier Field Availability This module will dictate which fields are available to use when setting up the program specific information 1 From the SAMIS Main Menu Select CSC Administration 2 S
166. sword setting the less frequently the passwords need to be systematically reset Enforce Security Policy Cimporant be sure Sacurty Peicy taxt osts before tuming this on Password Strength Settings Minimum Length Minimum Quantity of Special Characters Minimum Quantity of Numbers oe O O O Minimum Quantity of Upper Case Letters Secunty Maintenance Settings Password Expiration in days 0 Never Password Expiration Warning in days Wamings wil not dspiay i greater than Password Expiration Failed Login Attempts before lockout 0 No restaction Password Reuse Court eo O O amp 0 No restnction Administrative Password Reset January 2012 Page 41 SAMIS Administrators User Manual 2012 Verify Enforce Password Adherence Select feature from the CSC Administration page This feature is used to force user s to change passwords that do not meet the new security setting established by the organization or the Organization chooses to have all users reset passwords at the same time Menu Performance Measurement Options Reimbursement Options Client Identifier Field Availability CSC Options Program UOS Options Verify Enforce Password Adherance The password verification process has determined the following results Password Criteria Number of Failures Minimum Length 0 Minimum Quantity of Special Characters 0 Minimum Quantity of Numbers 0 Minimum Quantity of Upper Case Letters 0 Click O
167. t Agency 181 Giselle s Agency True amp A 80 A Great Agency 182 Giselle s Program True 2 Select New Agency button E Agency Name v Exactly Like v Search J E Agency Name vy Exactly Like v C Active v Searches only on Program active status Amey JC Pewem CB aA 3 Enter the agency name in the Agency Name field The value listed in the Name field is how agencies are displayed in the drop down selection boxes throughout SAMIS 4 Enter the legal name of the agency in the Agency Desc box The value listed in the Description box will be displayed on the custom Contract Report with the agency 5 Check Active Program will not be displayed on the drop down list unless the Agency is Active To January 2012 Page 50 SAMIS Administrators User Manual 2012 deactivate a program uncheck box 6 Enter the Accounting System Vendor ID this is used for custom designed integration with accounting systems Great Plains MIPPS etc 7 Enter Method of Payment from the drop down method of payment box C Check E Electronic Transfer of Funds i e Great Plains MIPPS or other custom process 8 Enter Compliance Audit Days Custom field for the Palm Beach County Children s Service Council Contract Report 9 Select the Allow Staff to Represent gt 1 Person check box if you will allow the agency to allow one position to represent more than one person in the Position Management module This is not recommended except for s
168. t Report Secondary Youth Adults Pecan Lor UOS Primary Youth Adults Defines the Population to be serviced for Units of Services Monthly Reports UOS Secondary Youth Adult Capacity Primary Youth Adult The total number of participants that will utilize the Attendance Monthly Reports Capacity Secondary Youth Adult Tracking features of SAMIS during the selected fiscal year Group Service Levels Allow Group Activity The Program must be configured to report activities at the Contract Report Group level Group Activity MSL Report Group Youth Group Activity MSL Report Group Adult Group Activity MSL Report Currently used by one CSC Entering Events Events are the occurrence of Group activities From the Minimum Services Levels Administration page select the Fiscal Year select the first letter of the Agency Program name and navigate to the right of the of the gird of the selected a Agency Program If the Program has been configured to report Group Activities a YES will appear in the Allow Group Activities column Group Group Group Activity Youth Adults Events Youth Adults Yes 300 200 114 757 Allow Select the hyperlink YES and define the types of Group activities and the number of events January 2012 Page 125 SAMIS Administrators User Manual 2012 Overview of CDG Fields Within CDG there are certain fields which programs
169. t describes each of the modules under the four sections and provides a description of each module and how they differ for agency versus CSC users who have security access to them Program Functions Case Data Gatherer CDG Agency User The module is used to collect data for individual program participants Including demographic information type of services received reason s for participation referral information and case closing information Measurable Objective information is entered on an individual participant level through CDG screens CSC User The Help Desk or Technical Support will access the CDG screens to assist agency users in solving problems or understanding the functionality of the page The program staff at the CSC does not require access to these screens The CSC users will benefit from access to CDG reports under Consolidated Reporting Group Activities Agency User The module is to record group activities for programs that serve participants in groups Programs identify the group activity the number of children and adults participating location presenter and whether the activity was in collaboration with another agency CSC User The CSC user can access the summary page to view and print a summary of the activities offered and the volume of the activity provided by the program during the fiscal year Volunteer Activities Agency User The module is used to identify volunteer utilization for direct program services
170. te and all budget information for the program s that the contract report is run for This module is not accessed by Agency users Funder Amendments Agency User This module allows agency personnel to make changes to the other funder amounts during the fiscal year as they change CSC User This module allows CSC personnel to research other funder changes utilized program support Manual Payments CSC User This module allows the CSC user to enter payments to and from the CSC which are not encompassed in a reimbursement such as checks into SAMIS This module is not utilized for agency users Special Conditions Agency User This module is not applicable for the agency user CSC User This module is only used by CSC staff to create and associate a contracted special condition for an agency or program Special conditions are displayed in an agency or program s contract report Add New Position Agency User This module will be used to add a new position to the budget once the original budget has been approved This should be used for newly funded positions during the fiscal year CSC User This module will be used to review and approve newly funded positions that were added by the agency user through this module Great Plains Export Agency User This module is not applicable for the agency user CSC User This module will be used to select approved reimbursements from SAMIS that should be exported into the Great Plains
171. te arated octopuses suarniuesi EE E 126 January 2012 Page 7 SAMIS Administrators User Manual 2012 Configuring CDG Customized Fields sccsssscecncsarccudenasnceedacdesabanhadedeunaeuaddeontvatuabsdenedansedadledaauweudeaaicseninniwcedesnnisdevseusentuageeeseuns 128 Setting Up CDG Client Identifying Fields ec cccccccssseccccesecccceesececsuseccceeeceeeeuseceeeunececsueeceeseuecessunecessugeceesaaeecessensses 129 Client ldeniifer Field AV ANON sctncisteccectatdetcesteccooenivaceeiuinacveruteseessteconesnteeeualvieacuetusdesnenssev snneeiossualusaassedyiteteasstecen 130 Client Identifier Field Order Module cccccssssssccccccccseeesseccccceesaaeesseececeeesaeeesseeeceeeesseeesseeeceeeessaaauseeeceseesauaaaeeeeeess 130 Perlo mance Medsure OO OWS crsscgatecniecesaenctstesnestaecereriemensacsetectiestentnere E E 131 Creating New Measurable Objective Performance Level RAanges ccccccccccsssccceececeeececenececeneeseseeseesceeeueseteneeeeeness 133 PIER CUPIT C DC Dement ements nae att A eee ee ere 134 EAC cesta E et ye de sce ers E Gest Se sabes terete percartee sa amsties E E E echoes stese ce edeake sneer eae 134 PCS He NEW E IMIG I ose scarce cartes ceeerasaees cnn tes eect snenea ances ns ones tnan sea aucsaaesnsaedenaancanaceesausesteussesncocatseneaveunosesienaccaeucoreesads 135 Edan FSU PAN 1 Oy ce ertcce cect cera siin ecctrcheert cet aces bcrcneeea sass E 135 See ss ae cies ren E E E een taeda E sa eer acute einem esac E
172. tify the location of a group activity CDG Maintenance Functions The following modules are used by the CSC to customize the options viewed in the CDG module The only exception to this is PIC List Maintenance which can be utilized by an agency user Ethnicity Set up the ethnic categories that are displayed specifically for the question Is this person of Spanish Origin Cities Set up the City field options Household Income Set up the Household Income field options Referred From Set up Referred From field options Closing Reason Set up the Closing Reason field options Reasons for Participation Set up the Reason for Participation Primary and Secondary field options and indicate whether the reason is January 2012 Page 30 SAMIS Administrators User Manual 2012 asset or deficit based Race Set up the Race field options Zip Codes Set up the Zip Code field options Referred To Set up Referred To field options Grade Highest Set up the Current Grade field options Activities Services Set up the Select Primary Activity and the Select Secondary Activity field options PIC List Maintenance This module is used to limit the options data entry users see in the following PIC Lists CSC s have the option of delegating this activity to agencies or maintaining it at the CSC level The following list shows PIC lists that can have modified views Re
173. tilize the Attendance or Program Units of Service Modules they must be utilizing the CDG section of SAMIS This is because the program can only track attendance or units of service on participants that are in CDG The difference between Attendance and Program Units of Service Attendance Tracking tracks the day by day attendance of program participants The system simply identifies that the participant attended on a given day There is no duration of services associated with this Program Units of Service track the number of units associated with an activity that a participant received on a given day Units can be defined by the CSC User 1 e 1 unit 5 hours of service Attendance Tracking Attendance requires minimal setup to get the program ready to enter attendance Information for the required setup is documented in other areas of this manual The area of documentation is noted below 1 Users must be given access to the Attendance tracking module 2 Attendance Threshold must be setup under Program Maintenance This allows the Attendance Utilization Reports to run correctly 3 Client identifier field order should be setup as this is utilized to identify participants on the screen See Client Identifier Field this manual 4 Program users should setup Calendar Maintenance which indicates which days the program does not serve participant ie Holidays or weekends they are closed and attendance should not be entered See Program Agen
174. tion will detail how to setup an adjustment so it displays in the agency reimbursement and the agency can pay it back or take it The adjustments module allows CSC personnel to create adjustments either positive or negative Adjustments allow for the repayment of disallowances automatically or for advances to provide a loan to agencies and track payments made by the agency Payments to the CSC may take place through reimbursements or manual payments Types of Adjustments Below are descriptions of the three types of adjustments that currently exist More types can be added if an individual CSC wishes this must be done by the Statewide SAMIS Administrator Regardless an adjustment either takes money from a program s reimbursement or adds money to it Advance Adjustment The agency has requested and or is given an advance The agency can either receive a manual payment check for the advance amount or can request the advance amount through the reimbursement If the advance is taken through the reimbursement the advance action will specify that funds will be provided to the agency program This will increase the reimbursement by the advance amount This adjustment will only display until the funds have been dispersed either through a manual check Advance Payback Adjustment The agency has received the funds for the advance either through a manual check or through a reimbursement and the money is now owed back to the CSC When funds are enter
175. tion with an option to get unduplicated counts by client code or SS The report displays the unduplicated count of participants and includes the number of episodes and a total number of episodes for the selected date range The Manual PM and MSL can be run by program and fiscal year It provides a summary of the information input into the Manual Performance Measures module including information on whether or not the PM and MSL were met The Master Table report displays the information in all PIC lists Including the associated ID used for EDI and whether the item on the list is selected for the program It also will list any optional fields turned on for the program selected The Performance Report when run by Fiscal year at the program level provides a summary of services levels related to children and adults served The total number of children and adults entered into SAMIS as of the date the report is run 1s compared to the minimum services levels contained in the CSC contract Performance reports can also be run by participants who met or did not meet specific Performance Measures This report is useful for spotting demographic trends in participants relative to performance on measurable outcomes The Program Site report can be run by program and lists all sites set up for the program including site name number open close dates site type address and contact information The Program Units of Service Activity report can be run at th
176. to expedite data entry 12 Place a check box next to all Classifications the user will have access to Use the Select All or Unselect All buttons to expedite data entry This enables the user to run reports that include all agencies that are under the selected classification 13 Place a check box next to all Agencies the user will have access to Use the Select All or Unselect All buttons to expedite data entry Agency access takes precedence over program access If the user has been given access to an agency they will have access to all programs under that agency 14 Place a check box next to all Report Groups the user will have access to Use the Select All or Unselect All buttons to expedite data entry Reports group access takes precedence over individual report access If the user has been given access to a report group they will have access to all reports under that group 15 Select Save to save the changes or Cancel to return without saving Agency A BALS BBBS ELC Activities Services Adjusted Group Units of Service Adjusted Program Units of Service Adjusted Program Units of Service Rapid Fill Adjustments Agencies ill gt O G 0 8 s ORR Programs Report Groups Agency A Program 1 Active i Adjustments el Agency A Program 2 Active E Attendance BALS ChildNet Active E Audit Workpaper mje BALS Children s Law Center Active E a Back To Menu El BBBS 21st Century Active E Budget
177. towards specific line items or at both levels The CSC policies determine the level of detail entered by agency staff CSC level Reviewers and approvers are able to review other funder contributions towards the overall program budget Summary Level information appears at the bottom of the budget Detail Level information appears with each line item and is also summarized along with the Summary level information Program Funders Summary Funder s Funder Type Funder Total Comment Government Local City of Largo Summary City County Summary Funder Totals 200 Detail Funder s Funder Type Funder Total Sub Contracts Help amp Child Detail 1 220 In Kind In Kind Services Detail 1 200 Detail Funder Totals Funder Grand Totals 2 620 Comment Log History New B Add Comment T PCY B Email Commant Your session will expire in a eee 19 minutes and 45 seconds aw pP rd i gt sl ie i Fi Trusted sites 100 January 2012 Page 86 SAMIS Administrators User Manual 2012 Reviewing A Budget Amendment The agency s budget amendment section allows the designated program user to move dollars between General Ledger GL items or positions within an approved budget Budget Amendments cannot exceed the CSC Allocation Budget amendments should not affect the program methodology minimum service levels goals etc They should only address dollar changes to line items within the approved program budget for the fis
178. ts severed In addition minimum service levels can be setup for Units of Service UOS capacities for Attendance displays in quarterly report and group activities Program Units of Service Setup This module is used to set up the Program Units of Service module for agency entry This setup must be completed before users can enter into their module as described under Program Functions January 2012 Page 28 SAMIS Administrators User Manual 2012 Funders This module is used by CSC staff to set up the list of all possible funders for later association with individual programs Workflow Approval Chain Setup Agency User This page is used to setup the approval chains for Reimbursements Budgets Budget to Actual and Budget Amendments on the agency side It is also be used to assign surrogates in a chain CSC User This page is used to setup the approval chains for Reimbursements Budgets Budget to Actual and Budget Amendments on the CSC side It is also be used to assign surrogates in a chain Workflow Queue Administration Agency User This page will allow the workflow administrator to view all documents in queues for a selected program user or document type on the agency side It will also allow the administrator to move documents from one user s queue to another CSC User This page will allow the workflow administrator to view all documents in queues for a selected program user or document type on the CSC side It will also all
179. tton January 2012 Page 74 SAMIS Administrators User Manual 2012 CSC Administration Maintenance Reimbursement Options The CSC Administration Maintenance is used to select options in various areas of SAMIS that pertain to all programs set up in the CSC database to use SAMMIS While there are many options in this module only the Reimbursement Option is applicable The other options will be discussed in this manual in their perspective sections see below Other Functions Chapter in this manual to find instructions Measurable Objective Options Case Data Gathering Setup Reimbursement Options Fiscal Setup for CSC Users Client Identifier Field Availability Case Data Gathering Setup Program UOS Options Program Units of Service Setup Reimbursement Option The Reimbursement Option enables the CSC to select whether the reimbursement expense balances will be displayed in the reimbursement module This should only be selected if overages are allowed on the GL or category level To enter the Reimbursement Options screen select the Reimbursement Options radio button from the CSC Administration screen The following screen will appear L Check the Show all reimbursement expense balances check box to display expense balance with category and GL overages in the reimbursement module 2 Select Save to save the changes C Menu C CDG Misc Field C Measurable Objective Options Reimbursement Options C Attendance Field Availability CSC O
180. ty This module is used to set up the ethnicity s that are displayed in the CDG module specifically for the question Is this person of Spanish Origin Select Ethnicity from the SAMIS Main Menu The following page will display Ethnicity Maintenance Value Name No Not Spanish Hispanic Latino Possibly Martian Unknown for State Attorneys only Yes Cuban Yes Mexican Mexican American Chicano Yes Other Spanish Hispanic Latino Yes Puerto Rican New Back True True False True True True True 134 Page SAMIS Administrators User Manual 2012 Entering a New Ethnicity 1 Select New from the Ethnicity Maintenance screen 2 Enter the Ethnicity in the Value Name field 3 Select Save Value Name Active Fa Edit an Existing Ethnicity 1 Click on the hyperlink from the Ethnicity Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save Cities This module is used to set up the City field options in the CDG module 1 Select Cities from the SAMIS Main Menu The following page will display Walwe Name Active Bay Pines True Belleair True Belleair Beach True Belleair Blut True Belleair Shere True Clearwater True Crystal Beach True Don t Know True Dunedin True Gulfpert True Indian Rocks Beach Trus Indian Shorts True Kenneth City True Largo Tr
181. ty Contract Report and the Manual PM and MSL report Manual PM s and MSL s are those that cannot be calculated based on information input into the CDG or the client section of SAMIS Updates on whether or not the PM or MSL was met can also be input Configuring Manual Measurable Objectives PM 1 From the SAMIS Main Menu from Administrative Functions select Manual Performance Measurements Manual Performance Measures The following screen will display 2 Select agency and program from the Agency Program drop down selection Fiscal Year 11 12 v box 3 Select the fiscal year from the Fiscal drop down selection box 4 Select Search 5 From the following screen Select New PM Enter the manual measurable objective in the PM Description text box 7 Select Save Agency Program Agency A Test Program 1 v A Manual Performance Measurements Program Agency A Test Program 1 ad ar 11 12 Search Back 2erformance Measurements Description Met PM Results ie program will refer 75 of all families a NOTE to CSC Reader This section is the local library services for the generally completed by the Program irpose of obtaining a library card Save Cancel 160 Page SAMIS Administrators User Manual 2012 Editing A Manual Measurable Objective l a ae From the SAMIS Main Menu Vianual Performance Measurements select Manual Performance Measures The following screen A
182. udget figures with a calculated difference for the fiscal year for which the report is run 177 Page SAMIS Administrators User Manual 2012 Funding Continued Waiting List Group Activity Sources of Revenue Summary Narrative Waiting List Detail Waiting List Funding Waiting List Trend Group Activity The Sources of Revenue Summary Narrative Report provides totals received from funders after all adjustments through Funder Amendments and the associated narrative from the budget for the fiscal year for which the report is run The Waiting List Detail report lists all of the participants who are currently on the waiting list including when they were added to the waiting list and how long they have been on the waiting list A pie chart is also including displaying information on length of time on waiting list This report is run by program The Waiting List Funding reports displays information on all of the waiting lists for all programs in SAMIS for the CSC It displays aggregate information on average stay and how long participants have been on the lists The Waiting List Trend report is run by program and wait list It provides month by month information regarding participants who where inactivated from the list and the reason why and lists the average length of stay for inactive people The Group Activity MSL report can be run by program and fiscal year This report compares the pre determined Group Minimum Servic
183. ue Madeira Beach True North Redington Beach True Oldsmar True Outof State True Outside of Pinellas County but in Florida True Ozona True Palm Harbor True Pinellas Park True Reding ton Beach True Reding ton Shores True Safety Harbor True Seminole True South Pasadena True St Pete Beach Trur St Petersburg True Tarpon Springs True Treasure Eland True Unicorporated Area False Rew Entering a New City 2 Select New from the City Maintenance screen 135 Page SAMIS Administrators User Manual 2012 3 Enter the City in the Value Name field 4 Select Save Value Name New City namel Active Vv Save Back Edit an Existing City 1 Click on the hyperlink from the City Maintenance screen that you want to edit 2 Change the Value Name field or uncheck the Active field to inactivate this value so it will not be displayed on the CDG screens 3 Select Save NOTE Zip Codes can be associated with Cities in SAMIS This will allow the user to select a zip code and only those cities within the zip code will be displayed For more information on this please contact the SAMIS Statewide Systems Administrator Household Income This module is used to set Household Income field options in the CDG module Select Household Incomes from the SAMIS Main Menu The following page will display ID Descr Low High Active Sort Order income Level 1000000 1999900 True Z 7 Unknown Unknown Unknown True 3 4 a l4 30000 00 39
184. uecanauisestnaneselvanseaec taes aeneeceeteanoceaes 29 Worklow Queus AdministratiOl reesen ririnan nen TEENE ERA E E E 29 Vola 4A 6 1 edar Mana REDIGE arerin E E ee eee 29 Procera mi FCG FS oeae EAEE E EEE EE 29 Program Units of Service Adjustment Dates ccecccccsssecccessececeesececceececeeusececsuecesseneceseeeeceeseuecessunecesseneceesegaeeetas 29 ate High WV ANUS NANCE aar E E R E E E E IE E E E EE EE AEN 29 DENE Frnee Peren AEOS oen uname a nansenes osedousupadendetnaedantesatunnteesucmsnssaewedesramaeosesatieseiaaees 30 Progra Waiting LiStensirmsniscroniiiroina Ti TE EE 30 CS CS ON FE ee E E E E E E E E A AEE 30 Group Activity PIC List Maintenance ccceccssccssccesecesecsseccseceeccseccecceesseecseessuessueseueeeusceueeaueeeeeeueeseeeaeesseeseeenaeenes 30 Group Activity Location MAINTENANCE ccescccseccseccseceseccseceseccseccseecsectseeceetseesaeeseeseessaessaesseussessceuscesscesscesseeseeeaes 30 CDO Mamenn Ce PON ONS eaa E E EEE 30 chopi ro G1 1AN Coo 2 E a E A a 32 User Administration Maintenance sssssssssssseressssseresssrerrssssreresssseresssseeresssrereossseeressseeresssrerressseereosseerresseeereesseereeeseeeeee 32 See ES Oe iy TA D E T E E E E E E E E E AAT 32 ENNE NEW U O e E E E E T E E E E E A N EE 33 Descriptions OF CHECK BOXES iicsciaticsinsatecasandtecadenatedsandosenalpsadesaund eunndveavarasiniaiecadusatesiseuadbeosd ese EN 33 User BY ST o U eee mene a eis E ne Oreo eee rey
185. up by the CSC See Program Wait List under administration functions The programs can place participant on a wait list while waiting for services then the client can either move them into Case Data Gathering from the wait list or close them off of the wait list for a variety of other reasons Reports can then be run to track trends of the database Analysis of Outcome After the outcomes are setup by the CSC user through the Statewide Administrator this page allows the agency user to enter an analysis of outcomes related to their program This information is then printed on the Quarterly Report This function is currently only used by Duval County Quarterly Commentary The Quarterly Commentary page allows the agency user to enter comments from the current quarter or January 2012 Page 24 SAMIS Administrators User Manual 2012 review comments from previous quarters The comments relate to questions that are setup by the CSC through the Statewide Administrator This information is then printed on the Quarterly Report This function is currently only used by Duval County Manual Performance Measures This module allows the CSC to enter Performance Measures and Minimum Service Levels that will not be collected on the participant level or entered by the agency Typically the CSC enters in this information so it displays in the CSC Contract Report for those agencies who have a custom contract Report in SAMIS Fiscal Functions My Approval
186. up process The Organization CSC has the option to determine the performance level range categories that will be reflected in the Performance Measures Summary reports This is based on the performance of all participants compared to the target level percentage set for the PM 1 From the SAMIS Main Menu select CSC Administration 2 Select the Performance Measure Options radio button The following screen will display 131 Page SAMIS Administrators User Manual 2012 OMenu Measurable Objective Options Reimbursement Options Client Identifier Field Availability OCSC Options OProgram UOS Options Show Performance Text on the MO Report E Measurable Objective Performance Level Ranges Performance Level Descmption s Ranges Met 90 99999 Not Met 0 89 3 Check the Show Performance Text on PM Report check box to display text under the Performance Level Description regarding achieved performance levels on the Summary Measurable Objective Report NOTE In the example provided above the Summary Measurable Objective report would indicate a program MET the objective if 90 9999 percent of those measured passed the objective On the other hand the Summary Measurable Objective report would indicate the program did NOT MEET the objective if 0 89 percent of those measured did not pass the objective The example provides a 10 leeway 132 Page SAMIS Administrators User Manual 2012 Creating New Measurable Objective Perfor
187. ure to conduct data cleaning activities as part of the A S S E T CQI process CSC User The data can be accessed for all agencies and programs of the CSC for purposes of data cleaning queries provided and research purposes Because of the potential size of the database at the CSC level consideration should be given to the frequency and number of staff assigned to pull copies of the data All data will reside on the individual CSC servers when extracted Attendance Tracking Agency User Once this module is setup by the CSC User the agency will have the ability to track day by day attendance of program participants CSC User The Help Desk or Technical Support will access the Attendance Tracking screens to assist agency users in solving problems or understanding the functionality of the page The CSC users will benefit from access to Attendance Tracking reports under Consolidated Reporting Attendance Tracking EDI Agency User This module will be used after attendance records have been scanned to upload those records into the SAMIS Attendance module CSC User The Help Desk or Technical Support will assist agency users in solving program or understanding the functionality of this module Program Units of Service Agency User Once this module is setup by the CSC User the agency will have the ability to track units of services for program participants who are in the CDG module CSC User The Help Desk or Technical Support will
188. ustment period Juvenile Welfare Board of Pinellas County Program Units of Service Adjustment Dates Agency Program African American Lead North Greenwood Community Family Center Jptions C Close current adjustment period 10 1 2003 10 31 2003 Open new adjustment period and close current adjustment period 10 1 2003 10 31 2003 Fiscal Year 03 04 Adjustment Period 10 01 2003 10 31 2003 Save 155 Page SAMIS Administrators User Manual 2012 Chapter 13 Contract Reports There are currently only 2 counties Pinellas and Palm Beach which utilize SAMIS to produce their Contracts with their funded agencies In both cases data input into SAMIS budgets funders MSL s etc are included in the report Because this information is included to get a completed contract report funders should be setup and included in the program s budget and the MSL Minimum Service Levels should also be setup Along with this information a standard boiler plate is also utilized to create a contract report for a specified program s and specified time frame Each county has their own module to produce the reports In Palm beach is call the PBC Contract Report In Pinellas it 1s called the JWB Contract Report This chapter will review some setup required for Pinellas and instructions on running both counties reports Pinellas County Contract Report The Pinellas County Contract report requires setup of several Program Administrati
189. ver has reviewed and approved the request The Reimbursement can t be edited by CSC or Program users once it is approved the document is no longer in any user s workflow queue If the Program user determines the Reimbursement requires amending a Reimbursement must be completed and submitted to CSC Rejected Rejected indicates that a Reviewer or Submitter at the agency level or a CSC Reviewer or CSC Approver has reviewed and rejected the request The Creator may again edit the request and forward the document to the Submitter for submission to CSC Once re submitted it is again in Submitted status and the cycle begins anew January 2012 Page 95 SAMIS Administrators User Manual 2012 View Reimbursement Report The Reimbursement Detail Report can be run through Consolidated Reports Alternately you can click the report icon in the My Workload view of My Approval Queue or in Fiscal Search This report should be run in landscape Reimbursement Date Arrived 4 16 2004 9 18 49 AM 10 01 03 10 15 03 Final Soprover Submitted EJ 18872 9 YWCA YGS Reviewing the Reimbursement To review a reimbursement in your current workflow queue enter the My Approval Queue hyperlink on the main menu Then click the blue Reimbursement ID hyperlink next to the appropriate reimbursement This displays the Reimbursement screen The Reimbursement screen is the main reimbursement screen Details should have been entered by the
190. verview This chapter will review the modules and CSC functions that relate to the Program side of SAMIS There are different modules on the program side of SAMIS that allow the Organization to capture service Participant and Group level data from Programs SAMIS is modularized allowing the Organization to customize the approach to data collection there are several that are dependent The different areas of the program side of SAMIS include Case Data Gathering CDG Group Activities Performance Measures Volunteer Activities Units of Service EDI Attendance Reverse EDI Consolidated Reports Topics not covered in this manual Refer to a specific user manual Electronic Data Interchange Attendance Tracking EDI Reverse EDI Performance Measures PM Administration Module and the Program User Manual for PM user data entry The following table lists each of the modules related to the program side of SAMIS Except the items marked above and indicates whether they are utilized by the agency or CSC User All Agency User functions can be found in the Program User Manual KKK KKK KKM x xX January 2012 Page 118 SAMIS Administrators User Manual 2012 xx KX KKK KKK KKK KKK KK KK S January 2012 Page 119 SAMIS Administrators User Manual 2012 Chapter 10 Program Wait List The SAMIS system has the capability of tracking a program wait list Participants can be moved from the wait list directly into CDG i
191. word in the Confirm Password field 4 Select Save to save your changes or Back to return to the Main Menu without saving TAKE NOTE Passwords must be at least 5 characters long and should contain numbers and letters SAMIS is case sensitive when entering the password Therefore it is suggested that you type all passwords in lower case January 2012 Page 19 SAMIS Administrators User Manual 2012 Chapter 3 SAMIS Quick Tips Navigation and Controls SAMIS Quick Tips Oo o nN DN Navigation The navigation of SAMIS is based on general Internet navigation controls Maximize the screen each time you log on the system When SAMIS is not maximized the bottom of the screen including some command buttons will not be viewable Time Outs SAMIS times out after 20 minutes It is important to frequently save changes because browser time outs will not save any unsaved work If you find yourself back at the login screen during a save or request for information you have timed out and must log in again To help you manage time outs a countdown timer at the bottom of each screen will remind you how long you have before the system times you out Additionally pop up windows reminding you to save will appear at 10 minutes prior to time out and 5 minutes prior to time out Avoid using the following characters amp These characters are interpreted as database commands and will perform certain unwanted tasks
192. y user on going agency functions on going CSC functions or reporting Instructions related to the agency setup and on going agency functions can be found in the Agency User Fiscal Manual Module Name Fiscal Fiscal On going On going Reporting setup by setup by CSC agency CSC Agency functions Functions User User X X CSC Administration X X Special Conditions X January 2012 Page 60 X X X X o S S X X es S X ee ee EE ee E a ee ee ee ee ee ee X ee ee ee ee ee ee O COCA T ee OXI S E OX o S X J ee o l S X S es S S o l S X ee ee o S ee ee X X o o S o a S a ee oo l ee ee O ee S X S X OX I o eee es S X y O oo S l X ee X SAMIS Administrators User Manual 2012 Workflow Approval Chain Setup X X oo l T X XX ee Workflow Queue Administration Module is no longer utilized but remains in SAMIS for historical purposes January 2012 Page 61 SAMIS Administrators User Manual 2012 Chapter 7 Fiscal Setup for CSC Users This chapter will identify the modules that an Organization must configure prior to implementing the Fiscal functionality in SAMIS The modules will be found by accessing the SAMIS Main Menu and include features in the Fiscal Functions and Administrative Functions group including CSC Administration Reimbursement Options General Ledger GL Categories GL Overages Funders Program Allocation Workflow Approval Chain Setup and Special Conditions Program Allocation This modu
193. year no matter what the status of the document is and whose queue it is in The Fiscal Search page is accessed directly from the main menu This page serves as a way to view information for Reimbursements Budgets and Budget Amendments After selecting a program and fiscal year a summary view of the budget amendments and reimbursements will be displayed This view will replace the current search result pages for these fiscal areas In the Budget section clicking on the Budget ID will open a read only version of the program budget page In the Amendments section clicking on the report icon will run the budget amendment report Clicking on the Amendment ID will open a read only version of the budget amendment page In the Reimbursements section clicking on the report icon will run the reimbursement detail report Clicking on the Reimbursement ID will open a read only version of the reimbursement page Agency Program Agency Test Program Omega Fiscal year 01 02 Date Approved 74 d Approved 10 15 2001 Amendmentis ID Status Date Status MTER if 7664 9 Rejected iA gg g Approved 11 23 2001 Reimbursements Date ID Period Status o 3 127 3 06 20 02 07 20 02 Submitted 4 64 SP ororjoz 06 19 02 Approved 06 25 2001 E 225 4 1120 01 12 31 01 Approved 01 15 2002 26 4 1Of20f01 11 19 01 Approved 11feof2001 January 2012 Page 107 SAMIS Administrators User Manual 2012 Funder Amendments

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