Contents - Wisconsin Coalition Against Domestic Violence
Contents
1. to download the whole list or a filtered list for more analysis Volunteer Time You can track any type of volunteer activity here for individuals or groups Volunteers who provide direct client service should be entered in client activities and those volunteer hours will be included in funder reports along with these If you want to use this area as a volunteer timesheet be sure to define a specific type of activity that you can subtract or filter from the total volunteer hours so you aren t double counting e Type of Activity agency defined as needed e Volunteer Type agency defined as needed e Volunteer Group Use this area if your volunteers are not regular volunteers who are entered as users in the database a user does not need to have access to the database e Volunteers Add from the user list You can filter or sort the search list by the Volunteer checkbox If you have a volunteer who has become staff they may have 2 records until all of their volunteer activity has been entered so be sure to choose the correct one This database does not have a place to track information about individual volunteers Use another system for that Reporting Volunteer Time There will eventually be a comprehensive volunteer time report You can get a fair amount of data from the Volunteer Time list At the bottom of any column right click and select a calculation When you filter your list the totals will change Right click anywh2. e Initially Presented With For dual agencies with SAVS funding this distinguishes sexual assault clients from sexual assault with domestic violence e VOCA Primary Victimization no longer used As of October 1 2015 VOCA does not ask for a primary victimization e VOCA Secondary Victimizations As of October 1 2015 this field will be used to report multiple victimization types to VOCA Osnium WS Basic User Manual page 15 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e All Victimizations This is for your convenience but also used to track stalking and trafficking data for WCASA and others Your agency administrator can modify the options e Primary Abuser optional Select from existing list or click New to add a new abuser NOTE watch for filters that may be on don t add a new abuser unless you re sure it does not exist e Relationship to Abuser for reporting to VAWA as well as your own information Save and select the Main Victimization at the left When you save the client all of the information will fill in REMEMBER TO SAVE THE INTAKE and ALSO SAVE THE CLIENT Activities Tab This is the most complex form in the database in terms of how the data is used and reported Do NOT enter bed nights here Description of Activities Fields e Time Duration They calculate from each other No need to enter the exact time unless you want it to appear correctly on the Scheduler if you are using the scheduler
3. e Method of Contact for you to keep track of how you interact with clients Most methods of contact will count on funder reports For VOCA enter Hotline crisis line counseling in Topics Covered for an existing client s phone service to count in that section e Activity Status Should always be Completed for services you have provided in order to report correctly Use the other options only if you are pre scheduling appointments or tracking no shows and cancellations If your agency doesn t use any of the other options it s a good idea to have your administrator remove them but keep Completed as the default value e Service Site If you have an outreach office or other locations where you regularly provide services and want to be able to report separately for each location For more specifics use Other and the Service Site Detail e Funder Prepopulated with the most common DV SA funders Your agency administrator can change the list o VOCA services are reported only when VOCA is entered as the funder If your position is fully funded by VOCA enter VOCA for all of your services If your position is partly funded by VOCA follow your agency s guidelines for how to split up your data entry o VAWA STOP and SASP also report only services that have STOP or SASP listed as the funder Your agency might use a percentage method for reporting to VAWA however Follow your agency s guidelines for entering STOP or SASP as f
4. CouttAdvocacy RO Stabiele ee ve ed Ge Re EN ek 21 Outcomes tabi EE RE DE GE Ge GR GE dee Ee GER eeh GE Ee Re EE 22 Surveystab ee AE eege eege 22 Waiting Listta NEE 22 Case N tes le EO RE EE EE E a AE deet 22 Billingilnfornmation tab 2622034 ees E T A E EE Een 22 Osnium WS Basic User Manual page 2 of 29 End Domestic Abuse WI DRAFT 9 30 2015 IE ale aas RE WEE 23 Waiting EE 23 SIR ER N OE EE N EE OR ee 23 R porting daa RE EE RE EE EO OR EN 24 fe late OE RE EE OR OE OO EI 24 Reporting Volunteer TIM ss Es RES Ese SE ee Gee KEES Ge RE ee de ek EE de RR ee ee EE Ge RE Ge GE RE See Re Ges EE SR de ee de 24 Volunteers Who Become Staff sees se ee ee ee ee Ge Be Ee Ge AA Ge AA Be AA Ge ee Ge AA Ee ee RA ee Ge AR ee ea 24 DONATIONS EE EE RE NEE N 25 Bld di RE EE AE HO EE AE renee 25 REP OMS EE EE AN E EE 25 Report filtering and options nenn ED nenn EE ee ee Ee ee ERA RE Ee De ee 26 al ER HERE ARE AE VERE ER 26 Report else EE OE EEN 26 View Print or Export a Report gf AARD ees EE ee 26 Report Category Generic Reports SA see ee ee ee ee RA RA Ne de de Ne de AN de AR de de de de de de AA AA ee de Ne Ne Ne ee AA ee AA Ad 26 Report Category HUD Reporting MA esse Es es Ee ese ee ee ee Ee ee Ee ee ed ee 26 Display Reports an Ee EE see 27 Import a Report AA W AN WE Rede Ee ER Red EN Ee eek ee 27 EXPOrt a Report Z EEN EE EE EE ENE 27 Create a Report TA AE WA EE EA EE Dee Dee bee
5. Go to www endabusewi org osniumws for documentation training and resources provided by End Abuse WI specific to the Wisconsin customized version of Osnium WS Osnium WS Basic User Manual page 28 of 29 End Domestic Abuse WI DRAFT 9 30 2015 End Abuse staff can provide general support to Wisconsin advocates on database use Call 608 237 3451 or 608 255 0539 ext 309 or email technology endabusewi org e General questions e Training e Customizing option lists setting required fields and initial values etc e Understanding how services and other data flows to funder reports e Clarification about how our database is organized e Assigning user permissions e Data entry e Reporting e Agency administrator options Osnium WS Basic User Manual page 29 of 29 End Domestic Abuse WI DRAFT 9 30 2015
6. Shelter in the client list and in shelter reports e Nights are calculated when midnight passes so nights will not count on this screen if a client enters after midnight If you want this calculation to be accurate enter a time before midnight e Stays will count on most reports along with client demographics even if the person didn t stay overnight although the number of nights may not include partial day stays See notes for individual reports for more information e Funder is used when you have a particular funder associated with a stay However HUD ignores the funder fields and includes all stays that have HUD project entries HMIS HUD entries e If you have HUD funding create HUD Project entry and Project exit records for your data to be included in HUD reports e Some of the client profile data and Stay fields will be automatically entered in the HUD record e You must enter associated stays for household data to be reported correctly on HUD reports Fields required for HUD ETH Monthly Report Beginning 10 1 2015 Osnium WS Basic User Manual page 19 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Project Entry Person Details tab Effective Date admission date Client Location Date of birth Carries over from client profile Gender Carries over from client profile Residence prior to project entry Domestic violence victim survivor Not needed if all of your clien
7. ee ee 27 Schedule WE Re Ee ee AE Re AEN 28 Technicalfsupport S ee Ge Ge Ke Ge Ge Ge Ge Ke Ge Re Ge Ke Ge 28 Support TEM OSNIUM O WEE 28 Support from End Domestic Abuse WI 28 Log in Your agency s administrator will add users and give you your user name and password Each user should have their own login account in order to maintain a better record of changes that were made Permissions Depending on the user role you were assigned you may or not be able to do certain things such as delete records delete clients view case notes entered by others Users with the Volunteer role will not be able to see any client information Only agency administrators can change drop down Osnium WS Basic User Manual page 3 of 29 End Domestic Abuse WI DRAFT 9 30 2015 options set required fields and default values and add edit user accounts Only the main Administrator can modify the screen layout which can be risky if you don t know what you are doing Home Screen The first time you log in you will probably see a list of people in the database If you have a blank screen open the File menu top left and click People That will give you an icon ribbon at the top similar to Microsoft Office programs The items in the ribbon will change depending on what screen you are viewing Some Differences from the Alice database not a complete list Intakes The Alice database had different places for intakes for adult
8. of Contact DCF SAVS VOCA STOP SASP Same field choices are used for Activities Abuse Status Primary Secondary SAVS STOP SASP Same field choices are used for Intakes Call Outcome DCF SAVS STOP SASP Some options are used to report unmet needs Call Reasons VOCA Referral Destinations VOCA STOP OK to change options People Records People can be Clients Children Dependents or Reported Abusers Children Dependents and Reported Abusers can be linked to a Client Abusers who are clients should be entered as Clients You can change the person type if necessary Finding People Person List File menu gt People The Person list is a list of all people in the database Clients Children and reported Abusers e Note whether there is a filter on Check for filters before entering a record that may be a duplicate Osnium WS Basic User Manual page 8 of 29 End Domestic Abuse WI DRAFT 9 30 2015 There are 2 filter drop downs at the top of the screen Check them BOTH If acolumn header filter is on you ll see it shown in red at the bottom of the screen Check or uncheck to clear re filter or X to turn it off To view a list of Clients Only Children Dependents Only Reported Abusers Only File menu gt People gt click a sub item e Each list has slightly different columns e The New icon has options for child dependent or reported abuser appears when you are in the appropriate screen However you can add a
9. shelter child shelter and nonresidential clients Client information was repeated or sometimes updated in each intake for a client Activities services were split up and connected to a particular intake WS has one record for each client or child dependent If anything in their profile or contact info changes you update it in the client record If you want to keep a record of old information enter it in the Notes area You can create multiple intakes for a client but all of the activities are together and not associated with a particular intake You see everything about a client in one place Bed Nights The Alice database required you to enter a bed night for every night a person stayed in shelter WS has a Stay record where you enter the Admission Date and Discharge Date and the nights are automatically calculated You can enter related Stays and designate a head of household to connect family groups Depart The Alice database required you to Depart a client in order for them to not be active There is no such feature in WS but you can change a client s Status to Inactive if you like to make searching sorting easier It s for your convenience and won t affect services reports My Clients There is no My Clients list but you can designate a Primary Advocate for a client and filter your list based on that Or you can run a report of activities based on the staff that provided the activities Osnium WS Basic User Ma
10. the database and may have custom filters in the Filter drop down on the icon bar Osnium WS Basic User Manual page 5 of 29 End Domestic Abuse WI DRAFT 9 30 2015 What you can do with lists e Search Type in Enter text to search Click the Find button to find records with any text that matches what is displayed in the search list You can search a filtered list or the whole list Click the Clear button to clear your search Clear will not remove any active filters Ifyou don t see the text search box you may have clicked the X next to the box and hidden it right click on one of the column headers and select Show Find Panel e Open an item to view or edit Double click a row to open the record e Sort acolumn Click on the column title Click again to sort the other direction Filter from a column header Hover over a column title and click on the little funnel Choose the option you want You can only choose one option at a time If a column header filter is on you ll see it shown in red at the bottom of the screen Check or uncheck to clear re filter or X to turn it off Create a more complex filter within a list Not recommended but this is how Right click on any column title and select Show Filter Editor You can use and or logic and grouping The fields may not make much sense though And you can t save a filter this way e Use or define additional filters Use the Filter drop down in the
11. File menu gt Hotline Calls opens a list of Hotline Calls and also opens a new hotline call record Use the Hotline calls list as you would other lists to find sort filter total and download for analysis New gt Hotline Call opens a blank hotline call record e Name of Advocate is already filled in but you can change it if you are entering calls for another person e Funder Use when you need to assign a call to a specific funders If your agency never does this your administrator can set the initial value to Other or Multiple funders or another value you have created and you won t have to fill it in every time e Service Site Call Date amp Time self explanatory e Primary Call Type This field is used for several funder reports see below The choice Outgoing contact was added for agencies that wish to record attempted contacts with clients e Victimization Type Used for several funder reports e Method of Contact Used for several funder reports In Person is meant for agencies who allow walk ins e Abuse Status STOP SASP e Caller Type For agency convenience if you track calls from types of people such as law enforcement Your agency administrator will decide which options go in this list and whether they want you to use it e Existing Client If the caller is a client in the database choose from the list The call will then show up on the client s hotline tab NOTE Calls with existing client
12. O SAVE THE OUTCOME and ALSO SAVE THE CLIENT Surveys tab To create and enter surveys that are connected to clients Contact Osnium for assistance creating and reporting surveys Use New gt Survey to enter survey results not connected to a client REMEMBER TO SAVE THE SURVEY ENTRY and ALSO SAVE THE CLIENT Waiting List tab Create a waiting list entry for this client which will appear on the Waiting List screen REMEMBER TO SAVE THE WAITING LIST ENTRY and ALSO SAVE THE CLIENT Case Notes tab Case notes entered here have special features e Case notes can be purged with assistance from Osnium e Users can be assigned roles that limit them to viewing and editing only their own case notes or not viewing case notes at all e Case notes can be locked for editing after a period of time set in Tools gt Show Options gt Program Options They can be unlocked by an administrator if necessary Notes fields in other screens do NOT have these features REMEMBER TO SAVE THE CASE NOTE and ALSO SAVE THE CLIENT Billing Information tab Use this to keep track of a client s account if you bill for services or provide loans You can also use it to track client services billed to another party Have your agency administrator customize it for your needs e Modify the transaction type options to work for you e Always enter payments as a negative number if you want the balance to compute correctly Osnium WS Basic User Manual page 22 of 29 End Dom
13. Osnium WS Wisconsin Manual End Domestic Abuse WI DRAFT 9 30 2015 Contents OB WM EE 3 Some Differences from the Alice database ec ceecceceseceeeeeeeeeeeeeedtecaeeeacecaaecaaecsaecsaeceaeseaeeeseeeeeeseneeeneeaes 4 ug TEEN E 4 RTE EE E A Men ET N AE WE 4 du Vide EENEG WEE A U el EN WE 5 File Menu Wee nenn EE AA ee 5 RIDDON EE OE GEE EE 5 HOME Tab RE Er EE ER EEN 5 ETA EL N S OE EE EE EE EN 5 Tools Tab MF N AF ER EEN 5 TE OE VEE EE AREA EE EE Rd 5 What you can do with lisa AA WA esse ee Ee SE Ee Ge Ge AA Ee SE SE Ee Ge Ge de EE 6 Ster e LE IR ff EN see ee Re Re ee Ee Ge Ge ee ee ee ee 6 MORIEWNG LIST COLUNINS A W G ee Ge ee ee AE Ee ee Ee ee 6 welle EE VI EE EE EE OE RE 7 Hotline Call Data Required by Funders iese ss ees se ee GR Re AR Re AR Re ee Ge Re ee ee Re ee Ge ee ee Re ee ee tno 8 People Records WEEN EE 8 Finding People Eer 20 EE 8 Child Dependent Record 9 Reported Abuser RECOM sx iss SE ses RE ESE SEG SE SE ee EG Ge Ed Dee saa See reaa EEE AAE Ge ERG SERE de GEE ge 9 People TOONS EE ER Ee Ee Ge EE EEEE Ee EE ED de EE Ee ee EE ED ie ee ee ee 10 Metse Obj ets EE 10 Change Ke ERA RS ER ED RE GE Ee OE N EE EE 10 SHOW Ee 10 Enter a New Cent EE E N IR E 10 Osnium WS Basic User Manual page 1 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Important Note about EE 10 ClientProfile a few thingsto DOE EE VEE edd ee ER Ge De Ee ee ke ge EE ee ER Es GE
14. R Ee deine 11 Client data required byfund rs ease e Ee EE EER EG ee RR iu eal Ge eg eg See ee Ge GE ee ts 12 Saving a ClientR eord si EE Re ER ees 13 Status EA EE EE EE RO NE EE NE ER 13 Mi OE OE RE OE OE Ee 13 SAVING INFO IN CLIENT TABS oii sisi EE ee Gees OR OE aaa EE oe eg el BR Ee EES AR RR teats se Ge ee ee eie 13 Client Tabs Overview eise esse esse ee ke Ee ee Se Ge ke ee GR ee soe es ee cs MMMM ee ee ee ee see ee ee Ee Aa De Ai ee ae 13 elfde RR EE AN MERE HE RS EES 14 Children Dependents tab iese ee ee ee Re ee Re RA ee ee ee Re RA Ge ee ee ee ee Re RA ee ee ee Re ee RR ee ee bee 14 Enter a Child Dependent from the Client screen 14 Enter a Child Dependent record separate 14 Child data required by funders EEN 14 Intakes Tab Enn EE EE unn EE een 15 Activities E V EE ee 16 Description of Activities Fields AM EE EE ER RA Se EE 16 Category amp Service AA Vo EE 17 Special Instructions for VOCA Reporting EE 18 Using the Group Service Feature EE 18 Group Semvices List TA SA WE WEE 19 Stays ECTS NTS ae N WESE ee Ee AG Ge ee ee Ee ek EE Ge 19 HMISHUD entries GE ss ee se ee ee ee ee ee ee ee ee ee ee ee Ge ee ee ee ee 19 Eed od OR VEE VEE 20 Hotline Cals VEEL VEE AE KO EE RE EE 20 Miscellaneous Tabi EE 21 Releases of Informa tl ly aM cecccesceescecceoeecesanecsssencaceeesenensnstesaccasoeeceasensneneseececseeeseaneenenens 21 MAA EIE ER SR RE ege deed ee EE 21
15. Used for funder reports Your agency administrator may modify the options as long as the event types can still be correctly reported Follow your agency s guidelines e Focus Victimization Type Used to filter DV Dual events for DCF and SA Dual events for SAVS reports e Funder If this event is reported to a specific funder The same funder list is used throughout the database e Address Details You can fill in whatever you need here if you re reporting by county or zip code just enter those values You ll see City County and Zip Code on the Event list e Audience Use if you need to track repeat audiences e Total participants Enter a number here if you are not entering all of the participants in the Participants box below You can do both but use your agency s guidelines e Staff choose staff and volunteers from the user list e Demographics We ve included age race ethnicity and gender but your agency administrator can add any other types of participant information you want to track for events Osnium WS Basic User Manual page 23 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Reporting Events There will be an Events report which will include demographics participant types staff and volunteers but you can get a lot of information from the Events list At the bottom of any column right click and select a calculation When you filter your list the totals will change Right click anywhere in the list and select Export to
16. a list of abusers with appropriate columns including Abuser Status NOTE Reported Abuser records are not for CLIENTS they are informational records of abusers that clients have reported For abusers in an offender program create a Client record and enter activities in the Offender Treatment Category For ease of searching and filtering you will also want to make the Primary Program Offender Treatment or a similar program you have in your options e Basic demographics Osnium WS Basic User Manual page 9 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e Description e Photo Double click to add an image file right click to load or delete e Abused Substances e Notes for anything else e Related Cases ROs appear based on the Reported Abuser or Respondent in a client s Court Advocacy record e Associated Clients Click Add and select one or more clients from the list People Tools Merge Objects he Use this button on the icon bar if you have 2 client records for the same client and you want all of their information in the same place e Start with the client record that has the most updated profile information as the main record e You will be asked to choose from a drop down list the client record you want to merge which will be deleted after the merge e Information from the client selected in the drop down will be copied to blank fields in the main record all records in related tabs will be moved to the main record Cha
17. ach tab has a list view sort filter columns work like the Person list Double click to open an individual item or New to create one In some places you can Add which takes you to an existing list to choose existing items to attach to this client e General Information additional client profile information e Children Dependents that have been associated with the client e Intakes one or more intake victimization records One is selected as the Main Victimization e Activities services e Stays Departure HMIS bed nights vouchers transitional housing etc Osnium WS Basic User Manual page 13 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e Hotline Calls if you enter an existing client when entering a hotline call it will appear here You can also link existing calls or enter a new call here for this client BUT if you are providing a service by phone to an existing client you should enter it as an activity and select that it was provided by phone More details in the hotline calls section e Releases of Information e Referrals e Court Advocacy RO s e Outcomes e Surveys if connected to a client e Waiting List full waiting list available under Lists e Case Notes with options for who has access to which case notes as opposed to Notes fields e Billing Information e File Attachments Client Tabs Children Dependents tab You can create a new Child Dependent record using the tab in the Client s screen or you c
18. age zoom display multiple pages add color or a watermark bied 100 Pik b bb Pe ia send the report by email ot ei print select printer or quick print to default printer PE export ina number of formats Report Category Generic Reports These are reports created specifically for Wisconsin When you import a report this is where it will go Report Category HUD Reporting These reports generate data from the HUD module when you create HUD entries in Stays Osnium WS Basic User Manual page 26 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Display Reports Some screens have display reports where you can view a report that includes data from the record you are looking at Choose Show Details to include associated data Import a Report 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 saved 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 ER Home View Tools Reports Click Import Export Reports gt Import Report Navigate to the report fi
19. box as appropriate e Client Alert If checked this will pop up a message when you open the client from a list You can filter by this field in the Person or Client list to find all people with alerts e Primary Program This is for your agency s convenience in searching for clients and reporting The list should be customized to reflect your agency s programs e Review Data checkbox this is a convenience item in case you are working on a record and need to come back to it you can filter these records in the Person list Osnium WS Basic User Manual page 11 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e Phone numbers click to enter The number you choose as primary will appear on the client s profile If you type any restrictions Restrictions apply will appear in the phone number field Open the phone numbers area to read notes and find out which numbers are safe to call e Address Click to enter Enter the zipcode to populate City State amp Country if you are connected to the internet values come from the Google maps database your data does not go out on the internet All Wisconsin counties are on this list Use the existing values or select Don t Know or Not Wisconsin for out of state unless you have a reason to add a non Wisconsin county Use existing values when possible for city state or country not listed use the New button County shows up separately you can enter it in either place e G
20. child dependent from a client s record and you can add a reported abuser from a client s intake court case or restraining order e Ifyou enter a child dependent separately the child dependent connects to the client by selecting the client in the Parent field e Reported abusers added separately or added to an intake do not connect the client Go to the abuser s record and click Add to select the client in the Associated Clients tab Selecting an abuser in a court case or RO will automatically add the case RO to the Related Cases ROs tab Double click a row to open a person s record e Information at the top stays with the person and can be modified if anything changes The General Information tab has more information about the person Neither of these is affected when there are new intakes e Tabs have additional information that is linked to the person There are different tabs for Clients Children Dependents and Reported Abusers Child Dependent Record File gt People gt Children Dependents Only to view a list with appropriate columns The record is similar to Client with a few differences e Parent Custody Schools e Address of parent will fill in when record is saved can enter a different address e No Court Advocacy RO tab e The child will link to the client entered in the Parent field and will appear in the client s Children Dependents tab Reported Abuser Record File gt People gt Reported Abusers Only to view
21. cs if you need specifics for other reporting Other demographics Characteristics Deaf deaf VOCA SASP Hard of hearing VOCA Homeless VOCA Immigrants refugees asylum VOCA STOP SASP seekers Intakes Tab Be sure to add an activity for the time you spent conducting an intake Main Victimization If you have more than one intake this determines the Victimization Type that shows up in various client lists and reports Your first saved intake will become the Main Victimization If you have subsequent victimizations you may wish to select one of these as the Main Victimization instead New intake e Existing required fields are based on DCF SAVS VOCA VAWA and HUD reporting requirements These can be made optional by an agency administrator if you don t have that funding source Refer to the documentation WS Fields required by funders for a chart of which fields can be modified e Most common fields are bold Your agency administrator can change this if necessary e Victimization Type Domestic violence includes Dating Violence Stalking and physical or non physical abuse by anyone known to the victim Use Not DV SA Related only if your agency has additional programs for non DV SA clients that you track that are not reportable to DV SA funders e g food pantry e Intimate Partner Violence A client younger than 18 who has Yes here will count on the DCF report as Youth IPV You can use it for adults too
22. ection is generally for recording calls that come in on the hotline If you provide services by phone to an existing client you should enter it as an activity in the client s record so the service will be counted you can select Phone as the method of contact Most funders ask to record calls from clients as both a hotline call and a service if the hotline operator provides any help before transferring the call to the client s advocate for more in depth services New to add a call Osnium WS Basic User Manual page 20 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Add to link an existing call record with this client Remove to unlink an existing call record from this client See Hotline Calls section for more detail Miscellaneous Tabs Releases of Information Tab This is a record of ROIs on file Be sure to enter an Activity for any time spent on releases e All releases should have an expiration date You can sort or filter by any column REMEMBER TO SAVE THE RELEASE and ALSO SAVE THE CLIENT Referrals Tab This is a record of referrals provided Be sure to enter an Activity for time spent on referrals e The Referral Destination list is the same as for hotline calls Users can add new referral destinations but follow your agency s guidelines for how detailed this list should be REMEMBER TO SAVE THE REFERRAL and ALSO SAVE THE CLIENT Court Advocacy RO s tab This is a record of the status of court cases and restraining
23. eneral Information Other Demographic Characteristics This is a good place for agencies to collect other information about a client that needs to be totaled or reported Administrators can add options here Use the Notes field if it s just something you reference when looking at that client NOTE if you have HUD funding some of this information must be re entered in the HUD module in Stays e Notes Do not use for case notes that you want to be able to purge or hide from users without permission to view case notes or who can only view their own case notes Your agency may not be using this feature of Case Notes follow your agency s guidelines Client data required by funders Client Profile Date of birth age DCF SAVS VOCA STOP SASP HUD Gender DCF SAVS VOCA STOP SASP HUD Primary Race DCF SAVS VOCA STOP SASP HUD Races multiple choice DCF Hispanic Latin DCF SAVS VOCA STOP SASP HUD Primary Language DCF Limited English Proficiency DCF VOCA STOP SASP Urban Rural STOP SASP County DCF SAVS Client General Information Disability Y N VOCA STOP SASP The HUD module includes specific disability fields You may add choices to Other demographics characteristics if you need specifics for other reporting Sexual Orientation WCASA VOCA not not requ requ Osnium WS Basic User Manual page 12 of 29 End Domest
24. eports or based on common agency use These can be changed by an administrator to reflect your agency s needs and funding sources e Multiple choice lists in boxes You can choose more than one by holding down the Ctrl key or a block of items by holding down the Shift key e Date fields click on the month or year in the drop down window to navigate to other months or years or to clear the data e Clear a field For more fields click the X For linked records click Remove HINT click the Save button periodically so you don t lose data in case your computer shuts down Client Profile a few things to note e First Name Last Name if you enter an exact match you will be prompted if there is a duplicate already in the database and you can double click to open that record If it s not the same person continue If you enter something close it will not be found so make a habit of searching your list for existing clients before entering a new one e Status This is for your convenience similar to departing a client It has no effect on funder reports which are based on when someone has received services or shelter e Agency ID Use if your agency has an ID system otherwise you can leave it blank Person ID is assigned by the database which is a standard database thing used to connect related data e Age DOB Estimated Enter either of these to calculate the other Change as needed and check or uncheck the
25. ere in the list and select Export to to download the whole list or a filtered list for more analysis To get volunteer time performing direct services that you have entered in Activities run the WI Services Report and include only volunteers in the Advocate field Volunteers Who Become Staff To correctly separate volunteer time from staff time Osnium WS Basic User Manual page 24 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Donations This is not a full fledged donor management system but does a reasonable job of tracking simple financial contributions and other types of donations Experiment with it to see if it meets your needs File menu gt Donations to see a list New gt Donation to directly enter a donation e Name Select an existing donor from the list or enter a new one e Address Phone amp Email These are not saved for the donor as a whole but only for this donation record You have to enter contact information each time or else run a report A Donor report has been requested that will provide the most recent piece of data for that donor This is not high on our statewide priority list for reports but you can use your tech support time to request a report from Osnium if it s something you want e Campaign or Source select from the list users can add a new campaign if it s not listed Your agency administrator can modify any of the other drop down options for this screen Other Lists File menu
26. ervices in these categories Counseling amp Advocacy DV Counseling amp Advocacy Dual DV SA Children amp Youth Activities if primary victimization is DV or Dual DV SA Specialized Professional Services if primary victimization is DV or Dual DV SA Remember that DV includes dating violence stalking physical and non physical abuse by someone known to the client Osnium WS Basic User Manual page 17 of 29 End Domestic Abuse WI DRAFT 9 30 2015 SAVS Report will include clients who have received services in these categories Counseling amp Advocacy SA Counseling amp Advocacy Dual DV SA Specialized Professional Services Therapy Professional VAWA reports include clients with services where STOP or SASP are entered as the funder Categories amp services are counted based on whether they map to STOP or SASP services Category Other Not required by state federal grants can be used to add your own categories as long as they do not overlap any of the state federal funder categories Use for any services you want to track that you don t need to report to DCF SAVS VOCA VAWA STOP or SASP or HUD Service Each service combined with the appropriate category is mapped to a particular area of a funder report See the Master Services list to find out where combinations of categories and services appear on reports Some examples e Counseling amp Advocacy DV Crisis Counseling Advocacy will count as o Sup
27. estic Abuse WI DRAFT 9 30 2015 e On the Activity tab you can enter an amount if you provided financial assistance You don t need to enter it here unless you are keeping track of the balance e You can filter and download this list for more analysis REMEMBER TO SAVE THE ENTRY and ALSO SAVE THE CLIENT File attachments tab Use to upload any type of file e Keep file size and your computer s capacity in mind e You can delete files if you have delete permission REMEMBER TO SAVE THE ATTACHMENT and ALSO SAVE THE CLIENT Waiting List File Menu gt Waiting List to view all waiting list entries New gt Waiting List Entry to go directly to a blank waiting list screen e A person must be entered as a client to be added to the waiting list e Service This is optional if you have a waitlist for specific non shelter services This is a list of ALL the services in the database not by category e Unmet needs for the DCF SAVS and VAWA STOP amp SASP reports are generated from hotline call and activities records You can get more detail from this list if it s useful to you Events This is where you enter Community Education Public Awareness Training and Meetings You can also use it for other types of events File gt Events for a list you can search filter and download You can enter a new Event from here as well New gt Events to go directly to a blank Event screen e Name of Event so you can identify it e Event Type
28. gt Lists These lists can be used to search sort filter open records or download right click and select Export To before or after filtering They are useful for a quick look at what s been happening at the agency or to do quick updates on various items To get totals and counts right click the bottom of any column The calculation will change as you filter e Services Note the filters on the icon ribbon at the top that combine criteria for categories Filtering by columns allows you to select only one value e Group Services Shows services that have been entered as a group be sure the Group Services Only filter on the icon ribbon is on Edits to these services will affect all clients in a group e Stays Departures HMIS e Intakes Note the filters above that combine criteria These are taken from the client s Main Victimization e Referrals All referrals from the client tabs Other lists can be requested from Osnium but will require updating and distributing your model file screen layout Reports As new reports are created you will be able to easily download and import them from Osnium s Wisconsin web page www osnium com Wisconsin click on Reports Note that reports created for other states are unlikely to work in our database Go to File menu gt Reports gt Reports 1B Osnium WS Basic User Manual page 25 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Report filtering and options You may have several
29. ic Abuse WI DRAFT 9 30 2015 Other demographics Characteristics Deaf deaf VOCA SASP Hard of Hearing VOCA SASP Homeless VOCA Immigrants refugees asylum VOCA STOP SASP seekers Veterans VOCA Saving a Client Record e Click Save Save and Close or Save and New e You will be prompted to Please select a Main Victimization from the Intakes tab Click Ignore to save the client and then go to the Intake tab to enter an Intake Your first Intake will be entered as the main victimization as soon as you save it e If you are not ready to enter your intake yet you can continue to ignore this warning but you will get it every time you try to save this client The Main Victimization is used to search and filter clients by DV SA Dual Other in many places and you may use it to filter some reports e You will also be prompted to fill in any required fields that you have left blank They will be obvious Status Bar At the bottom of every record you ll see who is currently logged in who created and last updated the record and when There is also an audit trail that shows every detail of changes to a client s record in the Tools menu Refresh If you don t see your new entry in the search list click the Refresh button on the icon bar Refresh SAVING INFO IN CLIENT TABS Information entered in any client tab is NOT SAVED UNTIL YOU SAVE THE CLIENT Client Tabs Overview E
30. icon bar for more complex filters Some have been predefined Some of the field names may not match what you see on the screen and you may see some fields that are not used in our database You can try to create your own filters or get help from Osnium or other users You may want to use reports instead e Calculate Right click the strip at the bottom of the column for options Select Count for the number of records rows Sum to total the values or Min Max or Average e Download Filter or sort your data first if you like Then right click anywhere in the list area and select Export To gt select file type xls xlsx or csv will all open in a spreadsheet and will be the most useful Note the folder where you saved it HINT xls and xlsx files will export with tables where you can do more complex filtering 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 CAUTION ABOUT LIST FILTERS Take note of whether a filter is on as you view lists throughout the database There may be an existing record you are not seeing Check the drop down filters in the menu bar at the top as well as any column filters that may be turned on before you create a new record that may be a duplicate You can create new drop down filters of your own They will be available to all users so you might want to temporarily preface a new filter s name with TEST until you know it s work
31. ing correctly MODIFYING LIST COLUMNS This applies to ALL lists in the database in search areas and from the Lists menu We have started you out with the most common items you will likely need for searching Changing any of the columns will affect ALL USERS Take some time to think about it before you begin to modify columns Osnium WS Basic User Manual page 6 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e To add or remove columns right click on a column header and select Remove this Column or Column Chooser e CAUTION Some of the fields in the column chooser may be ones we are not using in our database others may not have obvious titles and some may seem like the correct fields but are actually something different We have tried to rename all of the fields we are using to match the forms in the database but you may see other fields in the list that have slightly different names Hotline Calls File menu gt Hotline Calls New gt Hotline Call NOTE This section is meant for recording calls that come in on the hotline If you provide services by phone to an existing client you should also enter it as an activity in the client s record so the service will be counted It is recommended for most funder reporting that you record calls from existing clients as both a hotline call and a service if the hotline operator provides any help before transferring the call to the client s advocate for more in depth services
32. ith a user will appear in this calendar New gt Administrative Time to enter something on the calendar that s independent from other parts of the database Can be entered for multiple staff if user is allowed and will show up on all of their calendars New gt Group Service Events Donation Volunteer Time can also be entered from here Show multiple dates by selecting them from the calendar at the right drag or select beginning date then hold down Shift key and click on end date Technical Support Support from Osnium Go to www osnium com Wisconsin for installation instructions Osnium support links and downloadable reports You will also find links to general documentation for WS although much of it may not be applicable to our customized version of the database Each agency receives 8 hours year of support time as part of your annual fee Osnium will bill you directly each year With our multiple agency discount your fee provides support at around 75 hour If you don t pay the annual fee or if you request additional support time the cost will be at their considerably higher hourly rate Call Osnium for tech support at 888 676 4861 option 2 e Installation amp remote access e Your database is not working e Request additional reports reports can be shared among Wisconsin programs e Advanced customization e Help with restoring backups e Purging case notes e Database updates Support from End Domestic Abuse WI
33. le 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 If 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 Create a Report 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 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 others to import Osnium WS Basic User Manual page 27 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Scheduler File menu gt Scheduler Use the checkboxes at the right to select whose calendars to show e Only users who have Show in scheduler checked will appear e User accounts can be set to allow editing only their own schedules All Activities Events Volunteer Time and Donations associated w
34. nge Type Te ee Tools gt Change Type Use this if a child dependent becomes an adult client or if an abuser becomes a client e A record of the new type Client probably will be created All items from tabs will be moved to the NEW record and removed from the old one e You may wish to delete the old person record to prevent confusion when entering new activities save information from the person s old profile in Notes if you wish parent abuser info etc Show Report Some reports are easily accessed from here We will be requesting a client snapshot report that includes profile information and most items entered in tabs Enter a New Client New gt Client Important note about SAVING If you add or edit anything in one of the tabs you must also SAVE THE PERSON to save what you ve done Osnium WS Basic User Manual page 10 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e Fields in Bold are common fields used by many agencies and funders They don t work any differently than the non bolded fields it s just for emphasis An administrator can change these by modifying the screen layout which should be done with caution see Administrator manual e Required fields are outlined in red These can be changed by an administrator e Initial values some fields are already filled in with default values These can be removed or changed by an administrator e Drop down lists many are prepopulated with values required for funder r
35. ntering the service IMPORTANT If an activity is part of a group service any edits will appear in the service for ALL clients in the group This includes edits made to a group service from the individual client s screen You can tell if an activity is part of a group service if you see the Split Activity icon on the ribbon e Individual notes should be entered in the client s activity or case notes record These Split will not show up for anyone else in the group Activity To separate activities entered as group services use the Split Activity icon from the Group Service screen or from an individual s activity record that has been entered as part of a group When you do this the group will no longer appear as a Group Service in the list and each activity will be treated as an individual activity Group Services List File menu gt Lists gt Group Services To view only Group Services that have not been split open the Group Services list Be sure the filter at the top is set to Group Services ONLY Stays bednights Use for shelter hotel motel voucher TLP etc Your agency administrator should modify the Stay Type list to reflect your agency s programs e Admission Date and Discharge Date calculates number of nights no need to create an entry for each night although you will need more than one stay record if a client leaves and returns Any client with an admission date and no discharge date will be shown as In
36. nual page 4 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Navigating File Menu The icon at the top left of the screen brings up a menu of all the areas of the database that your permission level allows you to see If you don t see what you need by clicking the New icon try the File menu e People e Hover over People to select Clients Only Children Dependents Only or Reported Abusers Only e Hotline Calls e Scheduler e Events e Volunteer Time e Donations e Lists Services Group Services Stays Departures HMIS Intakes Referrals e Reports e Users e Other gt Survey e Waiting List Ribbon The ribbon across the top is similar to Microsoft Office s ribbon The groups and icons change depending on what screen you are viewing Home Tab This is where you will find your most common icons View Tab You can change your color scheme or navigation options here If you lose Tools Tab These are mostly administrative tools Some may be visible only to people with certain permissions Lists You will find lists throughout the database with columns and column titles They all work basically the same way and a very powerful A list can be e For finding and opening a record People Events Hotline Calls etc e For listing multiple entries within a person s record Stays Referrals Releases of Information etc e Customized lists File menu gt Lists gt Services that include fields from multiple places in
37. options in the parameters area at the left depending on the type of the report If you don t see the parameters click the icon at the top left ai Filters e Fields can be filtered to include only certain values Click the drop down arrow or to make your selection Hold down the Ctrl key to select more than one option or the Shift key to select a block of options If you leave the field blank all values will be included in the report e Combining filters will narrow your results For example if you select a Service Site and an advocate only records that contain both that service site AND the advocate will be included Report Options e Show Details lists all the records that are included in the totals with selected fields e Summaries Some reports include data from more than one module for example client profile and activities You can choose whether or not you want to see summary data from each area e Display as Grid Excel Export Select Yes if you want only the details which you can export to a spreadsheet for further analysis You are limited to the columns that were predefined for the report e Display Filtering Select Yes to show on the report which filters were applied when running this report View Print or Export a Report Submit Click Submit to run your report E Submit When your report is displayed on the screen use the icons on the toolbar to Search for text in the report a P
38. orders Be sure to enter an Activity for any legal advocacy services provided e These items can be linked to an abuser and will appear in the Related Cases ROs tab of the abuser s record e The list of Cases ROs is a combination so some columns may not show any data depending on the type of record that was entered New gt Case e Fields in the middle section are not used anywhere else in the database and can be customized by your agency administrator as needed New gt Charging Conference use as needed New gt Restraining Order e Number of temporary and final orders requested AND granted are reported to VAWA SASP and to VAWA STOP by RO Victimization Type which is a different list here than in the rest of the database Use otherwise per your agency s needs Restraining Order fields reported to funders Court Advocacy Funder STOP SASP Osnium WS Basic User Manual page 210f29 End Domestic Abuse WI DRAFT 9 30 2015 VictimizationType Restraining Order STOP SASP DV Dating Violence Victim types Sexual Assault and Stalking TRO Date Requested STOP SASP TRO Outcome STOP SASP Injunction Hearing Date STOP SASP Injunction Outcome STOP SASP Date Injunction Granted STOP SASP REMEMBER TO SAVE THE Case RO Charging Conference and ALSO SAVE THE CLIENT Outcomes tab For your agency s convenience and other reporting REMEMBER T
39. portive counseling amp advocacy individual for DCF o and Crisis Intervention for VAWA STOP if one is chosen as the funder e Counseling and Advocacy Dual DV SA Group Teen will count as o Supportive counseling amp advocacy Children and Youth group for DCF provided the client is under 18 at the time of the report Group Treatment Support for SAVS o Counseling services Support Group for VAWA SASP or STOP of one is chosen as the funder Special Instructions for VOCA Reporting The VOCA Report beginning October 1 2015 will not use the Category and Service fields but will count services from the Topics Covered multiple choice field when VOCA is entered as the funder Some services will also be drawn from hotline calls funded by VOCA See VOCA Report details REMEMBER TO SAVE THE ACTIVITY and ALSO SAVE THE CLIENT Using the Group Service Feature New gt Group Service This is a convenience feature and has nothing to do with whether the service is a group or not although it is most pratical for groups Use it to enter the same activity for several clients at once The screen is the same as the Activity screen but does not include individual client notes Osnium WS Basic User Manual page 18 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Activities entered this way will stay grouped unless you split them after which they become the same as individual records Feel free to split your group after you are finished e
40. reate a child record separately and then link it to the parent Enter a Child Dependent from the Client screen e SAVE any changes to the client record before creating a new child record from the client tab e New Create a new child dependent record from here linked to this client Client info doesn t carry over to the child you have to enter it separately e Add Link an existing child record to this client Enter a Child Dependent record separately File menu gt People gt Children Dependents Only New gt Child Dependent e Selecting a parent from the list of existing clients will link this record to the parent You may need to refresh the parent s record if it is already open to see the child in the list Child data required by funders Child Dependent Profile Date of birth age DCF SAVS VOCA STOP SASP HUD Gender DCF SAVS VOCA STOP SASP HUD Primary Race DCF SAVS VOCA STOP SASP HUD Races multiple DCF Hispanic Latin DCF SAVS VOCA STOP SASP HUD Primary Language DCF Limited English Proficiency DCF VOCA STOP SASP Osnium WS Basic User Manual page 14 of 29 End Domestic Abuse WI DRAFT 9 30 2015 Urban Rural STOP SASP Child General Information Disability Y N VOCA STOP SASP HUD The HUD module includes specific disability fields You may add choices to Other demographics characteristi
41. roup Service Notes If you enter a service for multiple clients from the Group Services screen the same notes will appear here for all the clients If you change this note it will change for all clients e Individual Activity Notes Just for this client Do not use as case notes if you want to be able to purge the note or hide it from some users e Topics Covered For VOCA reporting If you don t have VOCA funding or if they decide not to ask for this detailed information you can ignore this field or your agency administrator can customize it with different options e Advocate Defaults to the current user you can remove if necessary Entering an advocate here will cause the service to appear on their calendar in the Scheduler You can see whether a person is a volunteer here and if you want to you can sort the list or filter it to include just volunteers or no volunteers Category amp Service Refer to the Master Services list to find out how services will be counted on each funder report CAUTION These categories and services are mapped to automatically count in the correct area on funder reports and should be modified only with care Always choose Category first to display the relevant services Funder reports are dependent on the combination of categories AND services and if you choose Service first you will see some services that don t belong in that category Category DCF Report will include clients who have received s
42. s should be recorded as an activity e Reported Abuser Relationship to Abuser For agency convenience You can add a new abuser from this field Osnium WS Basic User Manual page 7 of 29 End Domestic Abuse WI DRAFT 9 30 2015 e Primary Referral Source For agency convenience e Call Outcome DCF SAVS VOCA STOP SASP Used to report unmet needs and unmet requests for shelter on several funder reports e If Not Existing Client This information will be used if you Convert Call to Client using the icon above Check Anonymous Caller if you have no information to enter here e Call Notes do not use for case notes that may need to be purged or hidden from some staff e Call Reasons For agency convenience Your agency administrator can change the options e Referral Destinations STOP Pre populated with general referral destinations which match STOP categories If you want to use this for more specifics you or your agency administrators can add new destinations Follow your agency s guidelines This field is multiple choice so you can choose more than one hold down the Ctrl key to select multiple options Hotline Call Data Required by Funders Hotline Calls Funder VOCA STOP SASP Primary Call Type DCF SAVS VOCA STOP SASP Victimization Type DV SA etc DCF SAVS STOP SASP Same field choices used DVor SA for Intakes and Events Dual or DV SA Dual Method
43. ts are DV survivors Veteran status If yes Health Information tab HIV AIDS Disabling condition Carries over from client profile Disability Y N Physical disability Optional or use disabling condition Developmental disability Optional or use disabling condition Substance abuse Mental health Project Exit Effective date exit date Destination Changes in health information Optional Associated Stays not a HUD entry Determines count by household Associated Stays Enter an associated stay when you need to report stays by household The HUD report will count households based on associated stays The Stays Report will list the head of household in the list so you can figure out who belongs together e Add to select a stay record that has already been entered for a family member e New to create astay record for another client child dependent that will be associated with this stay record It may work better to create the stay in the client or child dependent s record first save it and then add it Sometimes saving for nested data entry gets complicated e Remove to unlink a highlighted stay from this stay record e Head of Household choose if there are multiple people in this stay record Hotline Calls Tab Hotline calls where an existing client was selected in the Call screen will appear here This area is not for substantial or ongoing services provided by phone enter an Activity instead NOTE This s
44. under for services o DCF and SAVS Reports include services from any funder based on the category and service provided to the client and in some cases to the victimization DV SA or dual There is no need for these reports to enter DCF or SAVS as a funder Appropriate services with VOCA or other funders entered will still count on the DCF or SAVS report You can add DCF or SAVS as funders if you have another reason to attach these funders Osnium WS Basic User Manual page 16 of 29 End Domestic Abuse WI DRAFT 9 30 2015 to specific activities but that will not determine how the activities are counted on the DCF and SAVS reports e Program Type For your convenience may be helpful if you want to determine which services were received while a person was in shelter or you may come up with another use for this If you only have one program you can set it as an initial value here and not have to fill it in e Requested but did not receive funded service and Reason Not Fully Served for VAWA STOP amp SASP and VOCA e Agency Service If your agency wants to create a more specific list of services in addition to the fixed Category and Service options you can do that here This is also where your Alice services will transfer if you are converting data e Amount if you are recording an amount or charging for a service for example rent assistance or batterer treatment See Billing Info tab for tracking a client s charges and payments e G
Download Pdf Manuals
Related Search