Contents
Contents
1. Categories Services and Topics Covered should not be customized from the Activity screen use the Custom Fields Editor instead Create a new drop down or multiple choice value Open the field as if you were making a selection Click the New button only administrators will see this except for a few fields such as referral destination event audiences and some address fields which all users can modify Type in the new value Save amp Close Edit or remove an existing value Select the value as if you were entering data Right click and select Open Item Correct the spelling or wording Save and Close Refresh the screen to see the new value in the list Deleted or misspelled values that have been previously entered will remain where they have been entered and will be visible in lists and report results but will no longer be available as drop down choices CAUTION If you remove an option from a drop down or multiple choice list you will no longer be able to choose that option from filter parameters drop down lists when you run reports even if you later re add it spelled the same way You may wish to rename it instead perhaps add an X in front or X Do not use so people know not to choose it in the future Deleted values will still appear in list filters just not in reports Click the REFRESH button if you don t see your changes All users should see the modified option list right away without logging o2. OK to exit this screen and save your changes Add a Category e Clickthe New button e Click the Funder field remember it s not really the Funder it s the Category e Click the New button at the bottom of the window e Type your new category e Add services that you want to appear in this category or create new ones e Click Save amp Close e Close the Funder Activity Session Type window no need to save e Click OK to exit this screen and save your changes Delete a Category SEE CAUTION ABOUT DELETING CATEGORIES If you delete a category you can no longer choose that category from the Parameters drop down lists when running reports If you have already entered this category in any activity records you may prefer to rename or remove all services from the category instead It looks like you may be able to right click Open Item and delete the category here it remains in the custom fields editor but doesn t appear in the drop down list Not sure if it is still available in report parameters still checking How to completely delete a category e Sort the Funder column so you can find all of the places where the category appears e Click each row and click the red X to delete the item Confirm that you want to delete it e Click OK to exit this screen and save your changes e You may need to refresh the screen or log out and back in to see changes Blank rows If you have inadvertently added a blank row just click
3. field appears in Hotline Calls Activities Stays Events Court Advocacy and Outcomes You do not need to add DCF or SAVS to the funders list DCF and SAVS ask you to report clients based on the type of victimization and services provided regardless of funding source Client Child Profile Fields This field appears in Clients Children Dependents Activities Case Notes Court Advocacy Waiting List and Outcomes It is not used for any state or federal funder reports Primary Program Add languages that are common at your program Anything other than Spanish Hmong Russian or American Sign Language will count as Other for DCF Primary Language Primary Referral Source This field appears in Clients Children and Hotline Calls Highest Education Completed Other Demographics Characteristics Deaf deaf Hard of hearing Homeless Immigrant Refugee Asylum seeker and Veteran are used in several funder reports Add any other demographics you wish to track Custody Children Dependents screen only Hotline Calls Call Reasons The list can be used to report to VOCA details of information and referral topics provided by phone Referral Destinations This field is also found in the client Referrals tab The list can be used to report to VAWA STOP Caller Type Primary Referral Source This field appears in Clients Children and Hotline Calls Osnium WS Administrator Manual Wi
4. no longer choose that service from the Parameters drop down lists when running reports e f you have not entered the service or category anywhere this will not be a problem e f you have already entered this service in any activity records you can uncheck the Show in Activity box and it will no longer be an option for data entry but you will still see it in the reports parameters e f you do delete a service you will not lose any existing data Entries will still appear in report results and on lists Cautions about modifying Services e Don t add or change the spelling of any services in these categories they need to stay as is to count correctly on funder reports o Counseling amp Advocacy DV o Counseling amp Advocacy SA o Counseling and Advocacy Dual DV SA o Children amp Youth Activities except services that aren t reportable to DCF e You can remove services from a category if you don t provide those services they can be added back in later if necessary You are essentially unlinking the service from the category so it doesn t show up when you select that category rather than deleting it e You can delete a service that you don t provide at all BUT if you have existing activities where that service has already been entered it is advisable instead to uncheck the Show in Activity box so you will not lose the ability to select it sfrom report parameters CAUTION ABOUT DELETING CATEGORIES If you delete a c
5. on it and click the red X or right click on it and delete Osnium WS Administrator Manual Wisconsin pg 20 of 28 End Domestic Abuse WI DRAFT 11 18 15 Customize Topics Covered in the Custom Fields Editor This list is used for VOCA reporting beginning October 1 2015 Feel free to modify it if you don t report to VOCA or if you want to remove any topics you never cover VOCA has modified their topics amp categories since the original database came out so you will have to make some changes Follow the separate instructions for VOCA Reporting Configuration and Instructions Use the Custom Fields Editor to modify Topics Covered it doesn t work very well if at all from the Activity screen e Goto Tools gt Show Options e Click Custom Fields Editor at the left e For topics find the field Session Topic in the dropdown start typing it into the Type field at the top to quickly jump to the field For categories find the field Session Topic Category e Be careful because you edit the Topics and the Categories directly from the lists e Click a column title to sort by that column If at any point you think you made a mistake click the Cancel button at the bottom of the screen and don t save changes If you have saved all of your changes and you still don t see them click the Refresh icon from the Person screen Topics In the Custom Fields Editor go to Session Topic Each Topic Category combination is i
6. the Tools tab Add Staff and Volunteers All staff and volunteers need to be in the staff list if you want to enter them in client event or volunteer records You must have an Administrator No Customization or Administrator role to add users CAUTION Do not lose your Administrator account password Record it SECURELY Osnium will need this password to provide online tech support or to help if you get locked out of the database They may be able to reset the administrator account if they can directly access the SQL database on your server but that means you can t lose that password either CAUTION ON DELETING USERS If you delete someone from the staff list you can no longer see that person in the list when you run reports based on Advocate Staff or Volunteer e You will not lose any existing data Existing entries will still appear in records and reports But you will not be able to filter by deleted users when you run reports This is true even if you re add the user e Instead of deleting uncheck the Is Active checkbox Then add a filter to the staff drop down lists to show only people who have the box checked if it isn t already there How to do this o Open a client screen o Click the Primary Advocate field o RIGHT click on one of the column titles and select Column Chooser o Double click the Is Active field to add it to the list o Hover over the Is Active title and click the little funnel o Choose Check
7. you will need to edit it in each one Topic Categories In the Custom Fields Editor go to Session Topic Category To add a Topic Category Click the blank row at the top to add a new row Click the blank area in the Category column and click the New button To delete a Topic Category CAUTION If you delete a topic category your existing data will remain and show up in reports but you will no longer be able to filter by that topic category when running reports where it is a parameter e Highlight the category you want to delete and click the red X or right click the category and delete e f you still have any topics in that category you will need to delete each Topic Category line in Session Topic To edit a Topic Category name Click a Category and edit it directly in the list Becareful about doing this if you report to VOCA Blank rows If you have inadvertently added a blank row just click on it and click the red X or right click on it and delete Case Notes Decide on a notes policy for your users regarding what information you will enter in Case Notes and what you will enter in various other notes screens in the database Items entered in the Case Notes tab can be purged you would ask Osnium to do this while the Notes fields in various screens can t Case Notes viewing can be restricted by role Case Notes can be locked for editing go to Agency Options and set days to lock case notes can t edit or d
8. 15 State Federal Funder Services ccesesssseececceecsescnncaececececsecencaeceeececeeseneceeseececssnenseceeeeeeseseneaeeeeeeeeeenens 15 Agency Defined Services ec aene e tee v CR de Feet ire nde stand da ce aee E AEE ee nee pene Een Re aude 16 TOPICS COVE CC TR E EEA RE ET eb Epi E tue IE 16 How to Customize Categories Services and Topics Covered sssssseeeeeneennnnns 17 CAUTION ABOUT DELETING SERVICES 00000 eecceesseceeseeeeeeeeeeaeeeeaaeeeeneecaeeesaaeeeeaaeseeeeeseaeeeeaaeeneeeeees 17 Cautions about modifying Services esssssssssssesseeee nennen nennen enne tenis en nnns enne 17 CAUTION ABOUT DELETING CATEGORIES essseessseseseeseeeneee nennen nnne nentes nnne en 17 Cautions about modifying Categories cc ccccsccccsenneceeeeneecececeaeeecseaaeceeeeaaeceeseaaeceseeaaeeeeseaaeeeseenaes 18 Modify Categories and Services in the Custom Fields Editor c cccccccssssssseeceeececessessaeeeseeseesseseaeees 18 Remove Services from a Category ccccccccccccssssssssececececsesesseeeeeeeceseeseaeaeeeescseseseeaeeeeeessessesneaeeeeeesseeeees 18 Remove one Service from several Categories ccccccccssssssecececesseseneceeeeecesseseeaeseeeessessessaeeneeesseesees 19 Doble dae 19 Delete sar SOrviCe cass e D 20 Add cdi Category tte taceo ce etai d ciento dieci acest eto ers d exeat dones oo acu redeo d e
9. Osnium WS Wisconsin Administrators Manual End Domestic Abuse WI DRAFT 11 18 2015 STILL IN PROCESS OF REVIEW Contents First Login and License REPARTO SD 3 Do you have the correct database and screen layout sse enne nnne 3 Agency ODUDIIS ei binae ibastuied etn rese E E E E 4 Understanding the Osnium WS Database Structure esses eren nennt nnns nennt nn nnns 4 TOONS seis antec 6 ieTerat eaa ie 6 Show Log File Send Log File nnne enhn enne entren tnnt er nnne entras eene 6 P Uns 6 GIEIJU EATO RT eet 6 Perform Full Backup eese nennen nennen enne nennnn nasi sn en neni na assassin sitet nsa ss sies sessi asas nnns 6 ECHEIVIOC SN EE 6 Add Staff and Volunteets e ree enn neret tener e env este xa ER RE tet aeesesbensectetesuetest 7 CAUTION Do not lose your Administrator account password ssesseeeeee 7 I CAUTION ON DELETING USERS teatr rtr eei etie eine a roseo Ree degere eaaa iaaa AINE RR Rn due Rex eae 7 Add a USO risa cL 8 OPTIONS M c 8 Assign ARO Gb siete iiie EQUI Ieediniventute s mUiive E 9 a rpm E 9 Reset an Exist
10. Support or Sa Crisis intervention Emotional Support or Sa Safety Planning We ve prefilled the options with the check this list with the new report list of topics in VOCA s new performance measures but you can change this list if you don t have and don t anticipate receiving VOCA funding If you have VOCA funding and these items meet your needs you may want to keep them rename them to somewhat match what VOCA is asking or remove items that you don t do You may also need to change the options if VOCA s final list is different from what we have entered The Topics Covered multiple choice list is useful when you will need to list or report totals of topics covered You can enter more than one option in this section Osnium WS Administrator Manual Wisconsin pg 16 of 28 End Domestic Abuse WI DRAFT 11 18 15 Use this in addition to the Funder Services and or Agency Defined Services For example you might choose Crisis Counseling as the Funder Service and under Topics Covered enter Safety Planning Information about legal options and Emotional support How to Customize Categories Services and Topics Covered Refer to the Master Services List to see how existing categories and services will be automatically mapped to some of the funder reports Adding or renaming new services in these categories will cause inaccurate reports for some funders CAUTION ABOUT DELETING SERVICES If you delete a service you can
11. a report provide clear and detailed documentation of what you need to cut down on the time used Osnium can post reports they create for you to the download page for other Wisconsin users to import Screen Layout Customization Model File Only people with Administrators role can edit the model file Ideally you will not give this role to individual users but log into an account with the Administrator role deliberately when you want to make screen layout changes SUGGESTION Create an additional generic account with the Administrator role to experiment with or make Model File changes maybe Administrator Test Model File Unless you distribute the model file from this user your changes will only appear for this user and you will still have the original Model File associated with the Administrator You may wish to wait a few months before customizing your screen layout until we are certain that there aren t glitches where we need to replace the model file for all Wisconsin agencies But if you do want to make changes right away keep track of your changes so you can recreate them if necessary Or instead of replacing your model file you can manually replicate any changes that we make The Model File for Wisconsin holds all the customizations we created and is the initial layout agencies see when first installing the database It includes Location and visibility of fields on forms Visibility of Tabs Visual changes to screen
12. agency makes to the screen customization see the section on Screen Customization Export Model File Use this before you make any changes to your screen layout in case you need to revert to a previous layout You can also use this to save a new screen layout Import Model File Import a saved model file to distribute to users The model file can be one you exported the original Wisconsin model file from Osnium or a modified model file that another Wisconsin program has shared Osnium WS Administrator Manual Wisconsin pg 6 of 28 End Domestic Abuse WI DRAFT 11 18 15 CAUTION Do not Clear Model File Changes This sets the database back to the factory default which is EXTREMELY different from the Wisconsin layout If you inadvertently reset your model file you will need to get the Wisconsin model file from Osnium or from another program import it and distribute it to all users Distribute Model File If you have made changes to the screen layout as a user with the Administrator role you will need to distribute the model file from the Administrator account to other users so they can see the changes You may want to distribute the model file to a test account to see how it operates before distributing it to all users Be careful not to distribute a model file with a more limited view to the Administrator account NOTE It is possible to have different model files for different users Contact Osnium for information on additional items in
13. ata Reset an Existing User s Password Users gt Staff e Double click to open the person s account e Click the Reset Password button and enter a password you will give to the new user e If you ve checked Change Password On first Login they will be prompted to enter a new password when they log in If the box is unchecked this will be their password e Save amp Close Delete a User See CAUTION ON DELETING USERS before doing this Highlight or open the user s record and click the red X to delete You will get a couple of warnings be sure you have selected the correct user record and you really want to delete it Set Required Fields and Initial Default Values Refer to additional documentation to determine which fields are required by funders Make a field required e Navigate to the screen where the field is visible e Right Click on the field then select Make Field Required e Fill out the options Osnium WS Administrator Manual Wisconsin pg 10 of 28 End Domestic Abuse WI DRAFT 11 18 15 Custom Description The text that will pop up when saving if this field is left blank Result Type o Error The record cannot be saved unless the field is filled in o Warning The user can choose to leave the field blank and ignore the warning o Information Just shows a little I in the field if you save without closing Not particularly useful Make this field required everywhere NO Uncheck this box It s best
14. ate or federal funder reports Court Advocacy CASE All choices in the Cases section can be changed But if you are reporting restraining orders to STOP be sure to keep the RO Victim Type choices and TRO and Injunction outcomes RO If you are reporting restraining orders to STOP be sure to keep the RO Victim Type choices and TRO and Injunction outcomes Billing Information Transaction Type Payments and credits need to be entered as negative numbers in order for the balance to calculate Events Audience Used mainly to track repeat audiences and can be added by any staff while entering data To not allow staff to enter new audiences contact Osnium or follow their documentation to help you change permissions Demographics Outcomes Outcome Volunteer Time Osnium WS Administrator Manual Wisconsin pg 13 of 28 End Domestic Abuse WI DRAFT 11 18 15 Type of Activity Volunteer Type Donations Donation Type Campaign or Source Can be added by any staff while entering data How often to contact How to Customize Drop down and Multiple Choice Options Check the documentation to be sure you understand how changes might affect funder reporting Note which fields are used in more than one place in the database any changes to drop down options will appear in all of those places Start by navigating to a screen that has the field you want to modify
15. ategory you can no longer choose that category from the Parameters drop down lists when running reports e f you have not yet entered the category in any activities this will not be a problem e f you have already entered this category in an activity record and you want to be able to see it in filter drop down lists you have a few options o Rename the category maybe preface it with X Do not use Osnium WS Administrator Manual Wisconsin pg 17 of 28 End Domestic Abuse WI DRAFT 11 18 15 o Remove all services from the category so if someone does select it they will not see any services to enter e f you do delete a category you will not lose any existing data Entries will still appear in report results and on lists Cautions about modifying Categories e You can remove a category from all services if you don t use that category it can be added back in later if necessary SEE CAUTION ABOUT DELETING CATEGORIES e The category Other Not required by state federal grants can be used for services you provide that don t have anything to do with DV SA clients for example if you have a food pantry for the general public or provide general homeless shelter Be sure these are items your staff will not choose when they should be choosing services from the DV SA funder categories e You can add new categories and add services to those categories but make sure they don t overlap any of the categories needed for DV SA funder reporting e Staf
16. aved usually to your Downloads folder The file will have an extension of repx and probably a blank file icon If you don t see the extension go to your computer s Folder Options from the search box and in the View tab uncheck Hide extensions for known file types and OK When you are in the Reports area click the Reports tab at the top of the screen IB Home View Tools Reports Click Import Export Reports gt Import Report Navigate to the report file that you downloaded and double click to import it You can also select multiple reports to import and then OK WAIT Be patient You won t see an hourglass or anything but in several seconds you will see a popup message The report s were imported successfully Osnium WS Administrator Manual Wisconsin pg 23 of 28 End Domestic Abuse WI DRAFT 11 18 15 f you accidentally import an extra copy of the report right click on it and select Delete Export a Report To share a report file with another agency click Import Export Reports gt Export Report Send it to someone by email for them to save and import Creating Reports The report creation tool is a complex interface and will generally require Osnium tech support You can use some of your 8 hours of annual support for this Reports can be shared among agencies so you may want to coordinate with other Wisconsin programs to spread out your requests and not use up all of your support time If you do request
17. ccccccsssscceesssseceesssseceesessececsessececsesseceesesaeceesesaeeeesesaeeeeseaaes 25 CAUTIONS ABOUT CHANGING THE SCREEN LAYOUT sss nennen nennen 26 How to Customize the Model File nennen nnne tenen rnnt nnne nnne nene 26 First Login and License 1 Login as Administrator 2 Copy and paste your license file into the window click OK and then log back in If you didn t receive the license file or if you have problems contact the Osnium support line at 1 888 676 4861 option 2 If you don t see the license window go to Tools gt Show Program Options gt License File 3 Create a new user and assign the role Administrator No Customization A user with this role will be able to add other users set required fields and initial values and change drop down options 4 Logout of Administrator and log in as the user with the Administrator No Customization role The user who is logged in is shown on the status bar at the bottom left of the window e No Customization just means you can t change the screen layouts Modifying screen layouts which can be done only with full Administrator permission should be done deliberately and only with care it s best not to assign the full Administrator role to a regular user but only log in to an Administrator account when needed e Use the Administrator account carefully only when you need to do screen layout customization or other technical tasks Be sure to read the cu
18. cords e Create or remove values for drop down and multiple choice fields e Set required fields or create warnings for blank fields e Set initial values defaults Staff Limited Useful for most staff Can add and edit records but can t add new drop down or multiple choice options except for specified fields Cannot delete data or client records Staff Limited can delete Same as Staff Limited but can delete data except client records Osnium WS Administrator Manual Wisconsin pg 9 of 28 End Domestic Abuse WI DRAFT 11 18 15 Staff Read Only Can Read Case Notes View everything but can t add or change any data Volunteer No Client Access Can enter data in Events Volunteer Time and Donations Cannot access client information ROLES THAT LIMIT CASE NOTES VIEWING Case notes refers to the entries in the Case Notes tab not the notes in various other screens Osnium tech support can help you with purging for Case Notes if desired Administrators No Customization can view and edit only their own case notes Same as Administrators no customization but can view edit only case notes they have entered This user does have the ability to change their own permission however Staff Limited can view and edit only their own case notes Same as Staff Limited but can view and edit only case notes they have entered Staff Read Only Can t read Case Notes View everything except case notes can t add or change any d
19. e category and click Remove This will cause the service to not show up when you choose that category but the services will remain in the database Osnium WS Administrator Manual Wisconsin pg 18 of 28 End Domestic Abuse WI DRAFT 11 18 15 Becareful not to edit the category name unless it is your own category and not used for a custom funder report Save amp Close the category when you are done When you click OK to exit this screen be sure to save changes Remove one Service from several Categories RIGHT click the service at the right any instance of the service and select Open Item You will see the Name of the service be careful not to edit it unless you intend to and a list of all the Categories where it appears Highlight and remove each category where you don t want the service to appear The Show in Activity checkbox should be the only one checked Becareful not to edit the service name unless you are not using it for any of the custom funder reports Save amp Close the Service when you are done When you click OK to exit this screen be sure to save changes Add a Service Click the New button or right click anywhere and select New Click the Activity Session Type field and then the New button at the bottom of that screen e Type the name of the service e Add any Categories for you wish the service to appear e Uncheck all of the boxes except Show In Activity e Save amp Close e C
20. e the Wisconsin version Understanding the Osnium WS Database Structure Osnium WS is not locked down as the Alice database was The advantages are that agencies have the ability to do more advanced customization The disadvantage is that it is easier to change things that might negatively affect data entry reporting and general use of the database Osnium WS Administrator Manual Wisconsin pg 4 of 28 End Domestic Abuse WI DRAFT 11 18 15 The database is made up of 1 The Software The software makes the whole thing work Future software updates with new features are OPTIONAL to install Updates are not needed to make changes in the screen layout or to import new or updated reports Updating the software should not affect any of the visual elements or any of your data Still it is recommended that you determine what changes were made before deciding to install a software update An example while we were customizing our Wisconsin database they added the Merge clients feature which could not be restricted by user role so our choice was to leave it in or to hide the icon and not have it available at all Updating the software requires access to the server 2 The Database The database consists of Sections and data fields that have been customized for Wisconsin programs such as Events Client tabs and fields in each screen Program options users and all of the data users enter Drop down and multiple choice o
21. ed Osnium WS Administrator Manual Wisconsin pg 7 of 28 End Domestic Abuse WI DRAFT 11 18 15 Now all of your staff drop down lists will only display active users If you need to turn off the filter temporarily uncheck the box at the bottom of the drop down list Note that your settings will appear for all users in all staff lists in the database e You can block access to the database for any user who remains in the staff list by checking the Account Locked checkbox Add a User From the File menu select Users gt Staff Once you are in the Staff List select New gt Staff Options First Name Last Name User Name what they will use to log in for example MObama make it something you can identify when looking at the log file Role see below Staff Info optional not meant for confidential personnel use Show in Scheduler if you use the scheduler calendar Volunteer this checkbox is visible in staff option lists so you know who s a volunteer If a volunteer is hired as staff create a NEW user record for them that s not marked Volunteer Then you ll be able to count their previous activity as volunteer time and remove their volunteer user account after you re done entering all of their volunteer data Allow Edit Own Schedule Only this is also a feature of the scheduler If not checked this user can edit other people s schedules as well as their own Is Active if you uncheck this box they will no
22. elete Note that an agency administrator can temporarily unlock case notes if they need to be edited or deleted Osnium WS Administrator Manual Wisconsin pg 22 of 28 End Domestic Abuse WI DRAFT 11 18 15 e f you don t enter case notes you can hide this tab e Users should be aware of your agency s policies on using the Notes fields taking into consideration confidentiality and the potential for subpoena Reporting Using Lists Any list in the database Person Events individual client tabs etc can be used to search sort filter calculate and export If you can get what you need from a list you may not need to run a report See the documentation on using Lists in the Wisconsin Basic User s Manual HINT xls and xlsx files will export with tables where you can do more complex filtering including selecting more than one value If you have any column calculations they will appear at the bottom of the table or you can add your own calculations to the spreadsheet And if you ve never created a Pivot Table learn how Excel s Insert Recommended Pivot Tables is amazing Reports See detailed instructions for running reports in the Basic User s Manual Import a Report You don t have to be an administrator to import or run reports Reports for Wisconsin are made available via the Reports link at http osnium com wisconsin Select the report from the list and click the Download button at the bottom of the screen Note where it was s
23. elete to users who will be entering and viewing any kind of data or running reports e Assign Volunteer No Client Access to users who will be entering Events Volunteer time and Donations but should not see any client information e Other roles offer read only access or the ability to limit viewing of case notes NOTE Permissions can be created and modified but it s a very detailed and complex process so ask for Osnium s assistance if you need changes Roles ADMINISTRATORS Do NOT assign the Administrators role to an individual e This role is intentionally filtered out of the list of roles unless you turn off or change the filter e Use this role with care It is advisable NOT to assign this role to a regular user but log into it deliberately when needed for screen customization or tech support This permission is initially assigned to the fixed user account Administrator Osnium can use this account to provide assistance and advises NOT to change the password they have provided unless you are very careful about recording it Customizing the screens and some other administrator tasks can interfere with the functioning of the database if not done correctly BASIC ROLES Administrators No Customization No Customization just means you can t change screen layouts which is a more advanced task and can have undesirable consequences if not done properly This role can e Create and modify Staff users e Delete any data or client re
24. f should choose the category first in order to see the correct list of services Modify Categories and Services in the Custom Fields Editor While you can theoretically modify categories and services directly in the Activity screen it can be messy and sometimes you ll have trouble seeing your changes It s much better to use the Custom Fields Editor e Goto Tools gt Show Options e Click Custom Fields Editor at the left e Find the field Funder Activity Session Type in the dropdown start typing it into the Type field at the top to quickly jump to the field If at any point you think you made a mistake click the Cancel button at the bottom of the screen and don t save your changes If you have saved all of your changes and you still don t see them click the Refresh icon from the Person screen COLUMNS Click a column title to sort by that column e Category is the left column which is titled Funder It has nothing to do with the funder but this was the original terminology that Osnium used before we modified the database e Service is the right column which is titled Activity Session Type Remove Services from a Category RIGHT click a category at the left and select Open Item You will see the Name of the category be careful not to edit it unless you intend to and a list of all the services that are in that category The same service can be in more than one category Highlight each service that you don t want in th
25. gency Contact Osnium if you need clarification on any of these Program Options Days Until Notes Are Locked Enter the number of days after which users cannot edit case notes in the Case Notes tab An administrator can unlock case notes temporarily if necessary Enter 0 if you do not want to lock case notes Max Stays Change the value to the maximum number of beds in the shelter Enter O for unlimited This will calculate the current occupancy rate when you click the Shelter Stats icon If you receive the message Software License has exceeded the limit of Stays there may be an issue with your license file Contact Osnium Scheduler your agency s preference if you use the scheduler Security Idle Minutes Before Lockout This locks the COMPUTER not the database If you your computers are already password protected and set to lock after a period of inactivity you don t need to set this If you have any computers or laptops located or taken to unsecured locations be sure you have some level of password protection and lockout to prevent unauthorized access if a user forgets to close the database A value of 0 will not lock the computer Use Default Model From Screen layout automatically assigned to new users Administrator is the Wisconsin screen layout Model File that came with your initial database which you may have changed Don t leave this blank or you will get the vanilla version of Osnium which is nothing lik
26. he recycling bin Show Log File Send Log File The log is a record of everything that has ever happened in the database This is technical back end stuff to send to Osnium to review and provide support Audit Trail The audit trail icon appears when you are in a client record or in another record such as Activity Event etc Click the icon to show a history of the changes that were made including dates and users Change Type Generally you would use this if a child dependent becomes an adult client or if an abuser becomes a client e Arecord of the new type will be created All items from tabs will be moved to the NEW record and removed from the old one e Some information may not be transferred from the old profile if there is no place for it in the new profile You may wish to type some of this information in Notes parent schools abuser info etc and delete the old record to avoid confusion Perform Full Backup This allows you to manually back up both your database and model file to the computer where the database is installed Ideally you will have a regular backup system for your server or computer If desired you can schedule WS backups using a SQL script Instructions can be found on the Osnium website http betadocs osnium com index aspx node 56 or you can ask for assistance from Osnium Edit Model The Model File is the screen layout and reflects the structure of the Wisconsin database It will also contain any changes your
27. ing User s Password esses ener nnne ninh nn nasse s ss ee tiis assassins EEEak 10 Delete a USET MR EE 10 Set Required Fields and Initial Default Values cccccccecescesssecsseeceseeecsecessaecseseecsesessaeeeesaeesenees 10 Makea BilbErzolliqzobemP 10 Set initial default ValUeS RRRRRRRRRRRRRRRRRRRREMMEMMEEMMMEMMMMEEEMMMEEMMMMMMMMMMMMMAMM 11 Modify Drop down and Multiple Choice Options ccccccccessecessessecessseaeeeeseaeceseeaaeeeeseaeeeeseaeeeeeeaaes 11 CAUTION ABOUT DELETING OPTIONS nennen nennen nnne nnt tnnt inneren 11 Fields used in tunder reports cte ote iere Renee rade ee donated iesesesGadecedaudessadeseddcneende 12 Fields to customize for your AGENCY cccesesssssececececeeseseececeeecssseeeaeseeecsessseeaaeseeeescesseaaeseeeesseesessaaees 12 How to Customize Drop down and Multiple Choice Options sees 14 Osnium WS Administrator Manual Wisconsin pg 1 of 28 End Domestic Abuse WI DRAFT 11 18 15 Create a new drop down or multiple choice value essent 14 Edit or remove an existing ValS sssr ssnin nnee aas aaia a Ee aaa a aKa aE EEEn 14 Understanding Activities Services amp Topics ccccsccessssseceessneeeecsenaececseaaecesseaaeceeseaaeeeeseaaeeeeseaaeeeeneaaes 15 Master Services LISE eo io titer E E e Rue REI Ree EERE LEE ecd ea De ose ERE cse a LP EOE AE
28. lose the Funder Activity Session Type window no need to save this one e Click OK to close the Custom Fields Editor and save your changes You will not see the new service in the list until you close this window Check an Activity screen to be sure it is there click the Refresh icon at the top of the screen if necessary A Activity Session Type Name Food Pantry pickup L Show In Call V Show In Activity C Show In Stay Show In Administrative Activity A e Category i Add g Remove Filter AllItems ig Exportto 9 Print Preview T Name Other Not required by state federal grants Osnium WS Administrator Manual Wisconsin pg 19 of 28 End Domestic Abuse WI DRAFT 11 18 15 Delete a Service If you delete a service you can no longer choose that service from the Parameters drop down lists when running reports e f you have not entered the service or category anywhere this will not be a problem e f you have already entered this service in any activity records you can uncheck the Show in Activity box and it will no longer be an option for data entry but you will still see it in the reports parameters If you REALLY want to delete the service e Sort the Activity Session Type column so you can find all of the places where the service appears e Click each row and click the red X to delete the item Confirm that you want to delete it e Click
29. of the above funders Any services you add here Should not overlap any of the funder defined categories and Will not show up on the above funder reports A State Federal Funder Services Category Counseling and Advocacy Dual DV SA Service Crisis Counseling Advocacy Requested but did not receive funded service Partially Served Reason Not Fully Served couldn t completely safety plan A L Agency Defined Services Agency Service Divorce Advocacy Service Description file case Osnium WS Administrator Manual Wisconsin pg 15 of 28 End Domestic Abuse WI DRAFT 11 18 15 Agency Defined Services You can define your own drop down options here if you want to track services more specifically f the State Federal Funder Services work for you you don t need to use this field or the Service Description field It s up to you Agency Service drop down list You can use this in addition to the State Federal Funder Services to track services in more detail You ll be able to filter services reports by this field and get totals For example you might want to define a more specific Support Group Service Description is a text field Usethis field for any more detail that you wish to look up for an individual client or possibly to appear in a report You can t filter or count by values in this field Topics Covered M N E Topics Covered i Add g Remove Q Category Name P ster System jet Emotional
30. ose the Customization window when you are done Re ordering Tabs Use the left mouse button to drag the tab to a new location and let go Close the Customization window when you are done Restore a hidden item Go to the Customization window If the field or tab is not in Hidden Items click Add to get to the Object Model window Look for your field or tab You may need Osnium s help to find the correct field or tab especially if it has been renamed from the original Select the item and click Add Drag the item from the Customization window to the place you want it on your screen Close the Customization window when you are done Osnium WS Administrator Manual Wisconsin pg 27 of 28 End Domestic Abuse WI DRAFT 11 18 15 Add Layout Items From the Customization window you can add screen elements such as Label not associated with a field but can be text added to the screen Separator place between columns to allow users to resize columns Splitter visual element to set off areas of the screen Empty Space Item visual element to block out space between fields or sections Osnium WS Administrator Manual Wisconsin pg 28 of 28 End Domestic Abuse WI DRAFT 11 18 15
31. ptions required fields and initial values that have been created for Wisconsin programs as well as any further customization of these by your agency Reports that came with the initial installation as well as additional reports you have imported A Filters that came with the initial database and any that you add Role definitions that were customized specifically for Wisconsin programs These can be changed by each agency Osnium has instructions in their documentation but you may need their assistance in identifying some of the elements Option lists required fields and initial values can be customized by people with the Administrator No Customization role Most users can import reports and create or edit filters 3 The Model File The Model File determines visual items including Label styles like bold italic Screen layout Show or hide fields or tabs Lists that came with the initial database User options such as window size columns back end field names The Model File can only be changed by someone with the overall Administrator role Osnium WS Administrator Manual Wisconsin pg 5 of 28 End Domestic Abuse WI DRAFT 11 18 15 Tools Click the Tools tab at the top of the screen Recycling Bin The Recycling Bin can be used to restore accidentally deleted data If you delete a client you may need to restore not only the client record but associated data from tabs Data and changes to data are stored forever in t
32. s and field labels Lists including find lists for each area as well as custom lists in File menu gt Lists Navigation menus and icons Window resizing List columns Osnium WS Administrator Manual Wisconsin pg 24 of 28 End Domestic Abuse WI DRAFT 11 18 15 NOTE Modifications to list columns apply only to the user so if you add a column let other people know they can add it or else you can to distribute your model file to other users Remember that distributing your model file will override anything they have done to theirs CAUTION ALWAYS BACK UP YOUR MODEL FILE BEFORE MAKING CHANGES Tools gt Edit Model gt Export Model File If necessary you will be able to get the original Wisconsin Model File from Osnium or another program Back Up Import and Distribute the Model File Tools gt Edit Model These options are only available to users with the role Administrator or Administrator No Customization DO NOT USE Clear Model File Changes This will reset your database screens to the vanilla version of WS which looks nothing like our Wisconsin database Export Model file Back up your Model File before you make any changes If necessary you can import and redistribute it if you make a mistake Note where you saved the backup Import Model file Use this to import a new Model File or a saved Model File if you need to restore a previous layout You will need to distribute the Model File to all users after impor
33. sconsin pg 12 of 28 End Domestic Abuse WI DRAFT 11 18 15 Intakes Geographic Incident Location Assault Location Type WCASA is interested in Prison Jail Corrections and College University campus data for sexual assaults All Victimizations Keep Stalking Trafficking Labor and Trafficking Sex Activities Service Site This field appears in Activities Hotline Calls and Stays Program Type This field appears in Clients Children Dependents Activities Case Notes Court Advocacy Waiting List and Outcomes It is not used for any state or federal funder reports Category Service BE CAREFUL Services in many of the categories are mapped to DCF SAVS VOCA STOP SASP and HUD reports so shouldn t be changed Refer to the Master Services list to see how each service is counted on these reports You can add services to the Other Not required by state federal grants if they don t overlap any of the services in the Master services list Agency Service Optional use to clarify or more specifically describe services Stays Stay Type STOP asks for data by Emergency Shelter and Transitional Housing HUD has its own separate field for this Reason for Leaving Case Notes Type of Case Note Program Type This field appears in Clients Children Dependents Activities Case Notes Court Advocacy Waiting List and Outcomes It is not used for any st
34. stomization instructions carefully so you don t do anything that will cause problems with your database e f you change the Administrator password make SURE you record it somewhere You don t want to get locked out of your database Also this password is what Osnium uses to provide tech support when you give them access to your database Be sure someone at your agency knows your SQL password as well if you use something more complex than what Osnium suggests Do you have the correct database and screen layout If your screen does not look like you think it should you may need to download and distribute the correct Model File for Wisconsin The Model File determines the screen layout based on the fields we have defined One way to know if you have the Wisconsin version Look for a column headed Review Data in the Person find screen This is a field that only exists in the Wisconsin version You should also see it ina client screen as a checkbox at the bottom of the middle column Osnium WS Administrator Manual Wisconsin pg 3 of 28 End Domestic Abuse WI DRAFT 11 18 15 If your database doesn t seem right contact Osnium tech support to get the correct Model File and database They can help you with the process or direct you to the instructions Agency Options Tools gt Show Options gt Program Options Many of these fields are optional and a few don t show up anywhere or don t do anything including information about your a
35. t be able to log in and their name will not appear in staff lists when the Is Active True filter is turned on in staff drop down lists You can leave the box checked if you want their names to appear as active in staff drop down lists and check the Account locked box to prevent them from logging in Change Password On First Logon allows a user to create their own password you can go back and check this box any time for a user to reset their password Account locked blocks the user from logging in Use when you want to keep Is Active checked so their name will appear in Staff drop down lists where the Is Active True filter is turned on By default new users will have the same Model File screen layout as the Administrator unless you have changed that in Tools Show Options Security Options Click the Reset Password button and enter a password you will give to the new user or existing user If you ve checked Change Password On first Login they will be prompted to enter a new password when they first log in If the box is unchecked this will be their password Osnium WS Administrator Manual Wisconsin pg 8 of 28 End Domestic Abuse WI DRAFT 11 18 15 Assign a Role The simplest configuration e Assign Administrator No Customization to staff who will be adding users editing drop down options setting required fields and default values and deleting records e Assign Staff Limited or Staff Limited Can D
36. tab or screen that contains a required field e Some fields tabs and other elements have been renamed If you hide them and later wish to make them visible you may need to contact Osnium to find out what they are actually called On some screens there are hidden fields which may be used in other screens for a different purpose e Be careful not to hide anything in your administrator s Model File that an administrator might need access to e You will not see a confirmation message after making changes when closing the Customization window Some of the changes you can make e Unbold bold labels change label colors but make sure your colors won t conflict with color schemes your staff might select e Hide fields you are not using but make REQUIRED fields optional first e Hide tabbed sections you will not be using but first make all REQUIRED fields in that tab optional Keep a record of any changes you ve made in case you need to recreate them Make a list or take a screen shot How to Customize the Model File 1 Loginto the Administrator account 2 Backup your Model File Tools gt Edit Model gt Export Model File and note where you saved it 3 Gotothe screen you want to customize Right click on the screen and select Customize Layout Osnium WS Administrator Manual Wisconsin pg 26 of 28 End Domestic Abuse WI DRAFT 11 18 15 4 The Customization window will open You can move it out of the way if necessary It con
37. tains visual elements and hidden fields that we have chosen not to include in our version of the database Note that some fields you may see here may have been repurposed and used in other screens so they may not be what you would expect 5 Make your changes 6 Close the Customization window or right click and select Hide Customization Form 7 Distribute the new Model File to users Field labels Right click on a field label next to where you enter data Be sure you do not rename an actual field Rename This will rename the label that you see next to the field only on this screen It will not change the actual field name Appearance Bold italicize underline or change the color of the label only on this screen It will only affect the label and not the text in the field Hide item Hide the label but not the field Close the Customization window when you are done Hide a Field NEVER HIDE A REQUIRED FIELD Make it optional first If you hide a required field you will not be able to save the record Right click on a field not the label Select Hide Item if you don t want to see this field The associated label will also be hidden Close the Customization window when you are done Hide a Tab CLEAR ANY REQUIRED FIELDS in a tab before hiding it If you hide a tab with a required field you will not be able to save the client record even if you don t see the tab Right click on a tab Select Hide Item Cl
38. ting and testing Distribute Model File after testing You will need to distribute the new or restored Model File to all users They must log out and back in to see the changes e Be sure you have a backup of the previous Model File e Use the model from the account that was used to make the changes an Administrator or from the account to which you imported the Model File Use Model From Administrator xX e Check the Boxes for each user who should get this Model File Or click Add Users From Roles and select all the roles that should get this Model File Osnium WS Administrator Manual Wisconsin pg 25 of 28 End Domestic Abuse WI DRAFT 11 18 15 A users m des i Add Users From Roles Filter All Items ig Exportto x f User 4 Distribute ELM eae vickib vvolunteer c e Click OK You will not see a confirmation so be sure you are doing this correctly AND that you have a backup of the previous Model File NOTE You can have multiple model files that are different for each user However permissions and roles may be a more secure way to prevent users from accessing certain areas or features CAUTIONS ABOUT CHANGING THE SCREEN LAYOUT e If you hide a required field you will not be able to save the record without entering something and since you can t see it you won t be able to enter anything Always make required fields optional before hiding them or before hiding a
39. to require fields separately for each screen where the field appears You do not want to inadvertently make a field required on another screen if the field is shared In some cases you may have hidden the field on a different screen and then you won t be able to save a record from that screen at all you ll have to use the Administrator account to unhide the field clear the required field and hide it again Click OK To make a required field optional right click on the field and select Clear Required Field Set initial default values An Initial Value is data that will be automatically entered when creating a new entry This is for convenience when entering data in drop down or text fields For example if you only have one funder for your shelter you can make that funder the initial value on the Stays screen You cannot set different initial values for each user they are the same for everyone Enter the value you want as the default from a dropdown box or type it in if it s a text field Right click and choose Set as Initial Value To clear right click and choose Clear Initial Value Modify Drop down and Multiple Choice Options NOTE Services Categories and Topics Covered are best modified in the Custom Fields Editor CAUTION ABOUT DELETING OPTIONS If you delete an option from a drop down or multiple choice list you can no longer choose that option from the Parameters drop down lists when running reports If you ha
40. ts own item one line e If you edit a topic or category any data already entered in an Activity will change to the new text Don t rename an option to a completely different item just re word or combine similar items as needed and your existing entries will change to match e You can move a topic to a different category after you have entered data and the change will apply to existing entries This is a good thing it means you don t have to move anything you have already entered e If you delete a topic or category any data you have previously entered will still appear in the report You ll have to figure out where to count these items or else try to correct your data before running the report To add a Topic Click New at the top select the category and type your new topic To delete a Topic Category combination CAUTION If you delete a Topic Category combination your existing data will remain and show up in reports but you will no longer be able to filter by that topic category if there are any reports where you can select it from the filter parameters Osnium WS Administrator Manual Wisconsin pg 21 of 28 End Domestic Abuse WI DRAFT 11 18 15 Highlight the Category Topic line that you want to delete and click the red X or right click the item and delete To edit a Topic Highlight the topic and edit directly within the list If for some reason you have a topic in more than one category you wouldn t for VOCA
41. ut in Osnium WS Administrator Manual Wisconsin pg 14 of 28 End Domestic Abuse WI DRAFT 11 18 15 Understanding Activities Services amp Topics Plan ahead how you will use the various options for recording Activities Services You can use some or all of these options depending on your reporting needs You can hide any of the fields you don t want to use once you are sure you will not need to replace your Model File with a revised Wisconsin layout Master Services List Refer to the Master Services List spreadsheet file to see how each category and service combination flows to the custom funder reports State Federal Funder Services Categories and Services have predefined options to facilitate reporting to DCF SAVS VOCA SASP STOP or HUD Each combination of Category Service maps to a service defined by DCF SAVS VOCA SASP STOP and HUD Your services will automatically count in the right place on these reports e If you don t report to any of these funders you do not have to keep the existing categories and services e If you do report to DCF SAVS VOCA SASP STOP or HUD You can remove services that you don t provide from various categories or delete them completely You can remove or delete categories that don t apply to your agency CAUTION See e There is a category called Other Not required by state federal grants Use this category to add services your agency provides that aren t reportable to any
42. ve not entered the option anywhere this will not be a problem If this option has been entered somewhere and you want to be able to see it in report filters consider renaming it preface it with X or X Do not use If you do delete an option you will not lose any existing data Existing entries will still appear in report results and on lists Osnium WS Administrator Manual Wisconsin pg 11 of 28 End Domestic Abuse WI DRAFT 11 18 15 Fields used in funder reports IMPORTANT Many of the option lists were created specifically to ensure that information will correctly report to state and federal funders Refer to the documentation on funder reporting before modifying options in these fields On the Activity screen Categories and Services are specifically worded to flow to the correct sections of DCF SAVS and VAWA STOP or SASP reports Changing these or adding new ones will make the reports inaccurate See the section on ACTIVITIES Services for more information You will want a value in a drop down or multiple choice field if you will need to calculate filter or sort by that value If you only need the information for reference you can enter it in Notes or other typable fields Fields to customize for your agency Feel free to change drop down and multiple choice options for these fields to reflect your agency s structure and preference as long as it doesn t conflict with funder requirements Field Notes Funder This
43. x en ends 20 Delete a Category ec ret d e aee d et ec va e bd On etae d apod dE eR UR 20 BAK LOWS eR EE 20 Customize Topics Covered in the Custom Fields Editor eese enne 21 Hcc 21 Topic 8c Tuo unanin 22 Case pc ae anoene 22 Reporting eC I 23 BECANESORRUEEET A M 23 RED ONES eea biete PE RE EEA E E eidcm i ed TE e eeu DIU 23 Importa RED fo Bue EE EE DE DE EERE 23 EXD Ort a Wiz efe gd 24 Creating RepOTFts iicet be teen e tete e be eim Ea festi nies ees ste iius ter eeu dx deeds RE TER 24 Screen Layout Customization Model File ccccccsscssscecssscessecseseecseeeesseeessaecseseecsesessaeeseaeesenees 24 CAUTION ALWAYS BACK UP YOUR MODEL FILE BEFORE MAKING CHANGES 25 Back Up Import and Distribute the Model File sseeeeesseeeseeee nennen ennemis 25 Osnium WS Administrator Manual Wisconsin pg 2 of 28 End Domestic Abuse WI DRAFT 11 18 15 Export Model ile tette eode ect ae dead des esto de reso detis pide resa desse genes et cezssauaeees 25 impor MOC el Til iets EM 25 Distribute Model File after testing ccc
Download Pdf Manuals
Related Search
Contents contents insurance contentstrack contentstack contentsquare contents track login contents meaning contents synonym contents restoration services contents page contents and devices contents tracker contents insurance for shared renters contents insurance uk contents of big beautiful bill contents of a box labeled smtwtfs contents collaboration contents home insurance content store contentshake contentscale ai contents ai contents picture contents tokyo contents page layout contentstack api