Coordinator-Level Functions
Contents
1. Coordinator Level Functions Page 24 PEPbase User s Manual Update Host Coordinator Information This feature is still under development When completed it will allow the administrator to set up log in identities and allowable access levels for staff and to define passwords for the various levels of access Database Settings Helpfiles This area is still under development When completed it will allow the administrator to customize the help messages the text shown in blue that is presented on each screen Miscellaneous Database Maintenance Error Checking This area is still under development When completed this will consist of a set of routines to check for potential duplicate Household records duplicate Product Definition records and other data entry errors Return to Host Menu Clicking on this link will simply log you out of the Coordinator Functions and return you to the Host Menu It should be your last step on any Coordinator work Coordinator Level Functions Page 252. Manual Pantry Product Definition Editing Select the product to edit or choose New Product to create a new toilet bowl cleaner X entry Add New Product a Print All Products laundry soap dish soap all purpose cleaner English toilet bowl cleaner o glass cleaner ehold Size Of T i A 4 scouring cleanser 4 __ Spanish iimpiador de taz n de lava gt Both ESN paper towels Hmong jtoilet bowl cleaner 3 toilet bowl cleaner French ie nettoyeur de bol de toile Hypo allergenic N A plastic wrap For Incontinence No a aluminum foil hair pick comb brush lip balm Size Type 4 Size Type 5 dental floss M nail clipper Size Type 7 Size Type 8 emery board Abandon Edits Undo Changes Save Record Product Successfully Saved Once we click on Use Selected the record will be active again and we can add our note ou are currently editing a product record You need to save or abandon it before you can select a different record to work on Print All Products Use Selected Shelf English toilet bowl cleaner Personal No Days For A Household Size Of 4 Spanish limpiador de taz n de lava For Gender Both 4 2 3 4 5 6 7 8 9 40 11 12 13 in Hmong toilet bow cleaner For Age All 90 90 85 85 80 80 75 French le nettoyeur de bol de toile Hypo allergenic N A For Incontinence No Name Enter Size T
3. fall hunt is finished or your pantry only gives out window insulation kits from October through December this flag can be set to No In this way you can keep the product and its definition in the database but have it invisible and unavailable Do not over write an existing but inactive product to define a new product Since PEPbase uses the ProdID as the key identifier any and all information that was generated about the distribution of the original product will be grouped into the information on the new product There will absolutely no way of separating out the information that applied to say Liver Sausage that you defined as a product in January of 2010 from the information that applied to its replacement Green Beans that you decided to create by overwriting the Liver Sausage information If you aren t going to carry Liver Sausage any more simply set the Active flag to No since it will never appear on any shopping lists it won t be cluttering up your data and the new product Green Beans that you created as an entirely new product with its own ProdID will have accurate and reliable distribution data Location The Location definition is used to tell PEPbase what order to use for the products on the Shopping List Our presumption is that whether your guests will their own orders with your assistance or you fill the guest orders and take the completed orders out to the guests it would make sense to t
4. for distribution to children ages 0 3 at our Pantry Infant formula could actually be marked as Personal No if the family has an infant they get infant formula or Personal Yes if the family has infants they get one bottle or box of formula per child but would probably still be set at For Age 0 3 Personal products Personal Yes that are delimited by age will be distributed on the basis of product_quantity count_of_eligible_individuals General products Personal No will be distributed in the defined standard quantity to any household with a member of that specified age Hypo allergenic is another three condition flag It can be set to Yes No or N A If the flag is set to Yes it will be distributed only to households where at least one member has an allergy If the flag is set to No it will never be offered to any household if it s a general product with an allergy or offered to any individual if it s a personal product with an allergy If the flag is set to N A the product presents no danger to folks with allergies so can be offered freely Our allergy concerns at the Personal Essentials Pantry are chiefly fragrances If you re in a food pantry however you also may find this flag useful You won t be able to set it for specific allergens such as wheat soy eggs or peanuts but you can set it as a cluster for anyone with an allergy to any of these It is possible that our example product toilet bowl cleaner had so
5. how often the product will be offered to the guests As we ve mentioned repeatedly our area of personal and household hygiene products is notable for the widely variable life span of our products If you re a food pantry this may not be quite so much a factor for you but you still may find it useful Generally speaking universally in our experience products that are Personal Yes will have the same product duration regardless of household size Since only one person is using the product the fact that there are other members in the household should not affect the product s use a toothbrush will still last me six months whether I have one other member in my household or six others However the duration for products that are not personal will vary depending on household size As we ve set things up you can define a different duration for every additional two people in the household For some of our products there will be a marked difference in the duration across household size for others increased size makes less difference Our example product toilet bowl cleaner will probably not be as affected by household size as say Shampoo more people does mean more use of the toilet but it won t be as drastic as the inroads that more people make on the bottle of shampoo We ll set it up therefore with fairly minimal difference Coordinator Level Functions Page 20 PEPbase User s Manual ou are currently editing
6. procuring enough kleenex scouring cleanser paper towels incontinence pads hair picks lip balm dental floss and nail clippers The analyses you want to run will of course depend on your agency s mission and your reporting responsibilities but at least with this report you can easily summarize and tabulate the raw data into something that can be analyzed and examined Other Reports This area is still under development Plans for options within Other Reports include reports on frequency of household visits by household summation of household totals by ZIP code analysis of household demographics by gender and age Households Create New Household Records This option is not apt to be used very commonly new household records will generally be created at the point of registration by the Host However if the computer goes down or your network cable fails or some other catastrophe happens you may find yourself resorting to your old paper and pencil based forms at registration and turning them into records after the fact The process of creating new Household records from the Coordinator functions is very very similar to that used from the Host menu except that PEPbase will not search for duplicates in the same fashion Therefore use this option only repeat Coordinator Level Functions Page 8 PEPbase User s Manual only if you are absolutely sure that the Household does not yet exist within the database The main r
7. quite possible very different products identified as the same product as far as PEPbase is concerned Marking the product as Active No will accomplish what you need taking the product off the shopping lists and omitting it from any summary reports without any unintended and adverse consequences Update Shelter Information This feature is still under development When finished this will let you create a database of known shelters in your area with not only their address and phone information but information on maximum length of stay Since many shelters work on a length of stay definition that is the total number of days nights rather than the cumulative number of days nights this does not force a new address when the maximum defined length of stay for a shelter has been exceed rather it simply alerts the Host that a Guest may have exceeded the allowable stay and prompts the Host to check on whether the Guest has moved and if so to get the new address Update Language Information This feature is still under development When completed it will let you define the dataspace for the languages that your agency will support and to enter the text for policy blocks such as those on the Cover Sheet As of the time of this writing PEPbase already has dataspace assigned for Spanish Hmong and French in addition to English These languages are therefore included in the language options within the Product Definition capability
8. something about the magnitude of our lack how close were we coming Were we pretty close or really really far away The final column gives us a better look at that by giving us the ratio of requested products to provided products If the figure is oh 85 or better we re doing pretty well if it s below say 35 we really need to look at our product procurement strategies There is a lot of valuable information in this table especially if your area of service is like ours one for which statistics are not readily available Until we 3 This is in fact one of the major reasons we developed PEPbase we needed a way to keep track of who hadn t gotten something so that they d still be eligible for it at their next visit Necessity is the mother of invention Coordinator Level Functions Page 6 PEPbase User s Manual started being able to look at this report we really had no idea of the actual need for personal and household hygiene products there weren t any statistics available With this report we not only know how well we re doing at supplying our guests we can begin to report out to the field how big the need is how many people need how much how often of these products Reformatting and additional calculation possibilities Because PEPbase is set up as an Internet compatible program it relies very heavily on the standard display and printing capabilities of the web browser you re using Short of so
9. this Update Existing Household You ll notice that the directions on the form tell us that the ideal is to work from the Pantry ID and this is indeed the case While we can search for an existing household using name or address the result of that search is to leave us looking at Household record with no access to the individual member information So we ll look for a guest who just registered Jill Klienfeld We ll use her printed Cover Sheet which gives us her Pantry ID she s Pantry ID 38 Coordinator Level Functions Page 9 PEPbase User s Manual Admin Households Enter search information for an existing household record Enter enough information to identify the existing record If you have the pantry ID number from a registration form perhaps that is the ideal identifier Pan Des INFO ity County Dane Contactinfo Phone1 Phone2 Submit Check Clear Form i Click the Submit button to search for records matching this information and to display them for you to select from Abandon all of this information and return to the PEP Main Index We type that in to the Pantry ID window and then click on Submit Check PEPbase retrieves her record and displays it for us with the information that was available to the Host at the time of registration Make any changes corrections or additions to the household record Name First Ji Last Kleinfeld Pantry ID 38 Address Num 5555
10. who can help look at some of the free on line translation programs For our new product these entries would be English toilet bowl cleaner Spanish limpiador de taz n de lavabo Hmong toilet bowl cleaner French le nettoyeur de bol de toilette You are currently editing a product record You need to save or labandon it before you can select a different record to work on Print All Products Personal No Days For A Household Size Of __ Spanish limpiador de taz n de lava For Gender Both E 3 4 56 7 8 9 10 41 12 Hmong toilet bow cleaner For Age All 0 0 0 0 0 French netoyeur de bo de oren Hypo allergenic Wa For Incontinence No Name X1 i Enter Size Type 1 Size Type 2 Size Type 3 aed Size Type 4 Size Type 5 Size Type 6 applicable Size Type 7 Size Type 8 Size Type 9 Abandon Edits Undo Changes Save Record Properties As mentioned above for right now the four categories of Properties are fixed If you ve got a crackerjack programmer around you can certainly talk about changing them although this process goes beyond just changing the labels here you d want to take a look at the logic of how they re used and do a lot of code searching see the Technical Specifications section However even for food pantries you may find that these are useful categories for the products you carr
11. you received has a completely and totally blank Product database you are responsible for deciding what products to list how you will name them what their definitions are and how they will be ordered on the Shopping List and on summary reports such as the Shopping History Report Coordinator Level Functions Page 13 PEPbase User s Manual Eventually you will be able to customize the Properties categories but for right now you are limited to the Properties we have set up Personal For Gender For Age Hypo allergenic and For Incontinence For my ease in discussing this I m going to begin with a product that we might carry We ll then walk through the process of defining that product and talk about the implications of that definition for your guests Adding a product to the database We re doing to add the product toilet bowl cleaner to our Product database Since it isn t yet in there we have to begin by telling PEPbase that we wish to Add New Product This option is shown in the pull down list in the upper right hand corner of the screen When we click on Use Selected PEPbase brings up a new Product definition screen You are currently editing a product record You need to save or abandon it before you can select a different record to work on _ Print All Products Personal No Days For A Household Size Of For Gender Both E 3 4 56 7 8 9 10 11 12 For Age All m 0 0 0 0 0 Hypo allergenic
12. N A x For Incontinence No x Name X1 i En Size Type 1 Size Type 2 Size Type 3 CeIn SizefType 4 Size Type 5 SizelType 6 Size Type 7 Size Type 8 Size Type 9 n applicable Abandon Edits Undo Changes Save Record For the sake of this discussion we ll begin at the top left and work our way across the options available to us in this definition To begin with PEPbase gives us a reminder and a warning You are currently editing a product record You need to save or abandon it before you can select a different record Since there s a fair degree of complexity to this process the program well the programmer and I make you consciously decide to abandon your work before you can go off to do something else or of course to save it We ll deal with the Print All Products button down below after we ve finished all of the other sections of this form Coordinator Level Functions Page 14 PEPbase User s Manual Product ProdlD is assigned by PEPbase automatically in the same fashion as all of the other ID numbers used in the program Since we haven t yet saved this product its ID is simply new The ID will be assigned as soon as we click Save Record It is or will be an Active product so that flag is correctly set to Yes However since there may be times when a product becomes unavailable for a while the venison from the
13. PEPbase User s Manual Table of Contents Coordinator Level Functions INTRODUCTION cis cranateler acre ncestienctes a EEEE EE EE A EE E E AEA T EEEa 2 REPORTS oeae ssp eak e r EAEI EAE rE NAATH FEAE TEA E TA TAAIE aro E AETERNA 3 Shopping History Report sainiwsncinvataeaeeet nina sie a a a ae ai 3 Generating the Shopping History Report esesessssesessssesessssesesensesesessesenenresesesseses 4 Interpretation of the Shopping History Report s ssessseesssesessesesereesesessesesenreresesseses 5 Reformatting and additional calculation possibilities cccceeseeeeeseeeeeeeeees 7 Other Reports secs icetacatastauscabsinsnasdedsncsonns E a E E E A N E 8 HOUSEHOLDS errin e eas a E a AN ames 8 Create New Household Records s ssssesssessesesessesesestesesessesesentesesessnsesentesesessesesenresesens 8 S DAN DI Ra A O RN E E 12 Update Product Informatio assises riin e E EEEE E AEREE 13 Adding a product to the database s enssesesseseseesesesessesesersesesessesesentesesessnsesenresesess 14 Saving the Product definitiones senis siniers a a a E a 22 Modifying a product definition ssesseesssesessesesessesesessesesertesesessesesentesesessesenenreresess 22 Deleting products iced wad indie raa E RAEE A E E EAE 24 Update Shelter Information ernis irinin ean Kne KE E tela 24 MISCELLANEOUS veareirieaini iaiia iii a iii i a a iA 25 Database Maintenance Error Check mies ies ossayoteseuessetatans dn haa aleaiaeodsbnisanti
14. Street Oak Street J i City Stoughton County Dane E Zip 53589 Phone1 608 829 8654 Phone2 HOUSHOLD First Name Last Name Birth Date Gender Allergies Incont MEMBER INFO Will Kleinfeld 0000 00 00 Female x No No Add Members Reg Date 2009 05 04 ADDL INFO ID Verified No Diffic Reading No Addr Verified No Language English Use Household Values Set Manual Override Values Males Females e SHOPPING Total Incont Total Incont INFO 0 1 0 Adults 18 0 0 0 Teens 12 17 0 0 0 Youth 4 11 0 0 0 Infants 0 3 Allergies In Household No 0 Last Visit 0 0000 00 00 0 0 You ll notice that the Host has told us that Ms Kleinfeld lives with one male adult one male youth and one female infant we can see those counts in the Set Manual Override Values which are highlighted However the only member of the Household listed is Ms Kleinfeld herself because the Host has no way to add information for the individual members We have to do that from here as Coordinator The first thing we have to do is to get space to record more members of the household When the Add Members button is clicked PEPbase will generate the necessary data entry screen providing space for six members Ms Kleinfeld herself plus five additional household me
15. Type This dimension of the product definition lets us define sizes or types within the product that we might carry on Diapers for instance come in a multitude of sizes menstrual protection comes in a range of absorbencies If you re a food pantry you might have potatoes available in 1 pound 5 pound and 10 pound bags In this instance we re dealing with just a can of toilet bowl cleaner we might have slightly different sizes coming in from different suppliers and we probably will have different brands at different times but we re not going to try to specify those We re just distributing a can of toilet bowl cleaner to households who request the product so we leave this area completely blank Coordinator Level Functions Page 21 PEPbase User s Manual Notes A relatively limited space is made available for any notes or comments you may need to make about the product Inactive May through September for instance or Christmas holidays only or Must be ordered through XYZ company This doesn t provide you and isn t intended to provide you with an exhaustive description of the provenance and care requirements but just to let you make a brief reminder note Saving the Product definition Our final step after giving a quick scan over the record to make sure we got everything complete is to click on the Save Record button at the bottom of the screen Once that s clicked PEPbase will assign a ProdID nu
16. a product record You need to save or labandon it before you can select a different record to work on Print All Products Shelf English toilet bow cleaner Personal No Days For A Household Size Of es e 4 Spanish limpiador de taz n de lava For Gender Both 3 4 7 8 9 10 11 12 13 Bin Hmong toilet bowl cleaner For Age All z 90 80 80 Hypo allergenic N A For Incontinence No French le nettoyeur de bol de toile i Sabai Size Type 1 Size Type 2 Size Type 3 E Size Type 4 SizelType 5 Size Type 6 Size Type 7 Size Type 8 Size Type 9 n applicable Abandon Edits Undo Changes Save Record You ll notice that not only have we made it a fairly small variation we ve kept it the same across pairs of groups so that a household has to increase by four before the duration changes Category Name Prod Mult This area is still under development It is intended to let you group similar products under a single heading and provide a common set of product properties and duration frequency for all of the products In our Pantry for instance all menstrual protection products are grouped as a single category and diapers pull ups are similar grouped The effect is to let our guests select from all of the products within the category but to limit the total number of products within the overall category that they may request Size
17. aatormcsieas 25 Return to Host Men jacsscs iatcacscecsseaies eapaataiseli aioe Salen NS ahaa 25 Coordinator Level Functions Page 1 PEPbase User s Manual Coordinator Level Functions Introduction The Coordinator level functions are basically background functions providing PEPbase with the data it needs to generate the Shopping Lists and other forms needed by the Guests at the time of service and obtaining from PEPbase the information needed to report on the Pantry s service demographics and impact We presume that generally the Coordinator or the person designated as Coodinator for the purpose of handling these functions will be working away from the hurly burly of the agency s service hours and that she he will have more in depth background in and understanding of the agency s policies and guidelines as well as greater understanding of PEPbase s structure and function Because errors made in carrying out Coordinator functions have much more impact on PEPbase s operation these functions are listed on a separate menu which is available only to Coordinator accounts It is strongly recommended that you have one or more Host logins which are used for normal pantry operations in addition to a separate Coordinator login which has a password known only to the pantry Coordinator Please note that the routine for the log in is the same for a Host as for the Coordinator It s the user log in identity or us
18. ake the products in their order on your pantry shelves The Shopping List will print out in order by Shelf and then Bin so that products on the same shelf will be printed next to each other In our case our toilet bowl cleaner is going to be located in the area of household cleaning supplies that ll put it on either Shelf 3 or Shelf 4 Since Shelf 3 is already pretty full with four products we ll add toilet bowl cleaner to Shelf 4 Coordinator Level Functions Page 15 PEPbase User s Manual and move the paper towels over to the right by one place That will put toilet bowl cleaner on Shelf 4 Bin 1 Personal No Days For A Household Size Of For Gender Both 3 4 56 7 8 lf 9 10 11 12 For Age All X 0 0 0 0 0 Hypo allergenic WA For Incontinence No A Enter Size Type 1 Size Type 2 Size Type 3 CN Size Type 4 Size Type 5 Size Type 6 Size Type 7 Size Type 8 Size Type 9 Abandon Edits Undo Changes Save Record applicable With scouring cleanser on Shelf 3 Bin 4 and paper towels on Shelf 4 Bin 2 that means that the shopping list will print out in the order of o Scouring cleanser o Toilet bowl cleaner o Paper towels This ability to define a product s location also means that if ever you need to change where you put products it s a relatively simple thing to reassign the order as it will appear on t
19. al number of each product that were requested e The total number of each product that were provided As of the time of this writing May 2009 the report is generated as a table that is best handled by copying and pasting into a spreadsheet program such as Microsoft Excel Generating the Shopping History Report Clicking on the Shopping History Report link brings up a screen letting you specify the time period of interest and the level of detail desired Reports Shopping History Shopping Detail Level Print for each Day x Begin Date YYYY MM DD End Date YYYY MM DD Print Report Clear Form We ll ask for a report for March 2009 this will be from the Personal Essentials Pantry since that s the database that has the most data at the moment the data in the demo version is still pretty sparse Since the Personal Essentials Pantry is open two days a week there would be a lot of data with the Print for each Day level We ll make it a little more concise with Print totals by Month Reports Shopping History Shopping Dela Level Prr oas ty wows OOOO Begin Date YYYY MM DD 2009 03 01 End Date YYYY MM DD 2009 03 31 Print Report Clear Form Coordinator Level Functions Page 4 PEPbase User s Manual Clicking on Print Report brings up the standard Print Dialog Box and the report s table The number of columns will depend upon the number of events included within the specified time p
20. eason for creating new Households from the Coordinator Options is that you can add the name gender date of birth information at the same time rather than having to go back in and find the record again as you would if the Host had entered the new Household Check the Registering for returning guests discussion in PEPbase in Routine Use for information on entering address and phone data and dealing with the allergy incontinence and language flags see Update Existing Household Records below for entering individual household member data This function will probably be modified somewhat in the coming months to provide added protection against the creation of duplicate Households Update Existing Household Records This is probably the most frequent duty of the Coordinator Depending on your agency s service catchment area and population new households may make up anywhere from 1 to 50 of your guests at each visit And as mentioned in the discussions in the discussion of Registering a New Guest in the PEPbase in Routine Use section of this manual it s not generally feasible to collect and enter the information on the specific individuals within a new household at the time of registration This is therefore done as part of the Coordinator Functions Let s set up a new guest for our database We ll assume we got the basic information in at the time of registration from the Host functions and that we re now coming back to it from within
21. er Sheet we can now enter the information for each of the four members of Ms Kleinfeld s Household Update information for an existing household record Make any changes corrections or additions to the household record Name rst i Last Kleinfeld Agee Num 5555 Street Oak Street Apt City Stoughton County Dane ST wi Zip 53589 Contactinfo Phone1 608 829 8654 Phone2 Email First Name Last Name Birth Date Gender Allergies uit Kleinfeld 1985 04 11 Female x HOUSHOLD m MEMBER Dan Kleinfeld 1983 03 22 Male INFO Mike Kleinfeld 2002 10 05 Male Female Female Female Reg Date 2009 05 04 ADDL INFO ID Verified No Diffic Reading No x Addr Verified No Language English Use Household Values Set Manual Override Values Males Females Males Females SHOPPING Total Incont Total Incont Total Incont Total Incont INFO 0 Adults 18 9 Em BG i gt E Last Visit 0 Teens 1217 fo Bc Bie iE E 0000 00 00 0 Youth 411 9 Em Bo E gt E 0 ts 0 0 0 In this screen shot of the process the Coordinator has already recorded the information for Jill and Dan they re both Active birth dates are in the correct format of YYYY MM DD gender has been indica
22. er name that determines whether the log in will take you to the Host menu or the Coordinator menu If your user name has been defined as a Host you ll see the Host menu if however your user name has 1 Right now user names and passwords are set up as part of the installation process By mid summer this capability will be included in the Coordinator functions When that functionality is completed this section of the manual will be changed to include the necessary information Coordinator Level Functions Page 2 PEPbase User s Manual been defined as a Coordinator as the user name Christine has been for our Pantry then you ll see the Coordinator menu Once you ve logged in the Coordinator Functions screen appears PEP base Log Out cjt REPORTS Shopping History Report Other Reports HOUSEHOLDS Create New Household Records Update Existing Household Records SETUP INFO Update Product Information Update Shelter Information Update Language Information Update Host Coordinator Information Database Settings Helpfiles MISCELLANEOUS Database Maintenance Error Checking Return to Host Menu As of the time of this printing May 2009 many functions within this area are still under development As these are completed this section of the manual will of course be updated to include them We will be discussing these functions in their order as shown on this menu with notations as to functions that are still under d
23. eriod in this case since we asked for just March 2009 and for Print totals by Month we have only one event there will always be four columns for each event plus four columns for the summation for the specified time period The number of rows in the column will depend on the number of products within your agency s Product Database For ease in our discussion here I ve truncated this table at just the first eleven products Prod 2009 03 Total Counts ID Product Name HH Req Prov HH Req Prov Total Guest Visits 287 287 1 toilet paper 230 223 186 83 230 1223 186 83 2 kieenex 241 232 47 20 241 1232 47 120 3 laundry soap 229 222 172 77 229 222 172 77 4 I dish soap 224 217 186 86 224 217 186 86 5 lall purpose cleaner 153 1145 132 1911153 1145 1132 1 91 6 glass cleaner 123 1115 1103 901 123 115 103 90 7 scouring cleanser 197 188 21 11 197 188 21 111 8 lpaper towels 259 1250 18 7 259 250 18 7 9 garbage bags 215 208 77 37 215 208 77 37 10 plastic wrap o lo lo lolo jo lo Jo 61 __ ncontinence pads o io io ioo jo JO J0 141 aluminum foil o io io iojo oOo JO jo The table can be printed as shown of course but you will probably want to do a copy and paste of the table into a spreadsheet to allow better formatting We ll say
24. evelopment This is not necessarily the most logical order in terms of the frequency of use of the functions but these functions don t fall into logical operational order in the same fashion as the Host functions so menu order seems as appropriate as anything else Reports At the moment the Shopping History Report is the only report available Reports for household demographics along a variety of dimensions should be set up by the end of Summer 2009 Shopping History Report The Shopping History Report provides summary information on pantry activities for a user definable time period The information included in the report can be Coordinator Level Functions Page 3 PEPbase User s Manual presented at two levels of detail daily that is each agency service period within that time period is summarized separately or monthly that is the figures are totaled for each month s visits within the specified time period For agencies who are only open once a month these two levels will of course be identical but for agencies who are open weekly or several times weekly the amount of data in the final report can vary significantly The summary information includes e The number of households visiting within the specified time period e The number of households eligible for each product within the Products Database this includes inactive products see the discussion in Interpretation of the Shopping History Report below e The tot
25. gible for them It will also determine whether her Shopping List or other forms are printed in a language she can understand and whether she ll receive whatever assistance she might need from Pantry staff when she visits Setup Info The options in this section of the Coordinator Functions define the way that PEPbase behaves in terms of its product eligibility rules its identification of potential duplicate Households its language capability its recognized users and their level of use and the help information presented to its users To the highest degree we could we made all of these customizable by your agency for your agency 6 You may also notice that not only does the Household have an ID number but so does Jill she s ID 96 in this demo dataset Like the Pantry ID these are automatically set by PEPbase however unlike the Pantry ID the only way that these are used are internally by PEPbase Neither you nor the guest needs to worry about them deal with them or even really know about them If you re curious about how PEPbase uses them check the Technical Specifications section of this manual Coordinator Level Functions Page 12 PEPbase User s Manual Update Product Information In many ways this is the heart and soul of PEPbase The definitions established for the products will determine who can receive what products and how often they can request them It also gives PEPbase the matrix for reporting on product co
26. he guest s Shopping List you simply change the Shelf Bin definition in the Product database Name s You will have to provide at least one name for the product in English As of this writing May 2009 the database is set up to handle a total of four languages English the default language Spanish Hmong and French As the Language Information function is completed you ll be able to reset this to handle whatever languages you may need In the meantime you can provide only the English but any household you designate as needing one of the other three languages will get a fairly strange shopping list We recommend that you do try to provide at least the Spanish and Hmong for your products we have the French 7 Sorry not to have given these rounded rectangles I m working from Word not in PEPbase and I d have to do those bullets as graphic characters which can really screw up the layout 8 At the present time if PEPbase is told to use a foreign language but doesn t have entries in the database for them it will use the default language English We ve set things to operate this way to cover cases where you just can t find a translation for the product name as in our example of toilet bowl cleaner in Hmong below Coordinator Level Functions Page 16 PEPbase User s Manual because of a cluster of about 5 households from Ruanda which used to be a French colony If you don t have folks within your staff or guests
27. many fragrances that it might be unusable by people with allergies Most brands 2 Well that s actually not quite true they re restricted to either Households with Infant_Count gt 0 or Households with Individual_Incontinence Yes see the discussion on the For Incontinence flag below Coordinator Level Functions Page 19 PEPbase User s Manual however are sufficiently focused on cleaning and get rinsed away so thoroughly that this isn t a major factor so we ve left this flag set at N A The For Incontinence flag is a yes no flag either the product is needed by people with incontinence or it is not In this case we can set the flag to No You are currently editing a product record You need to save or abandon it before you can select a different record to work on Print All Products Shelf English toilet bow cleaner Personal No x Days For A Household Size Of es x f4 Spanish limpiador de taz n de lava For Gender Both lt 3 4 5 6 7 8 9 10 11 12 Bin Hmong toilet bowl cleaner For Age All z 0 0 0 0 0 French e nettoyeur de bol de toile HYPo allergenic N A x For Incontinence No i ass Size Type 1 Size Type 2 Size Type 3 aeons Size Type 4 Size Type 5 SizelType 6 applicable Size Type 7 Size Type 8 Size Type 9 Abandon Edits Undo Changes Save Record Duration Frequency This controls
28. mber and create the record for the product Pantry Product Definition Editing lentry Print All Products Use Selected Personal No Days For A Household Size Of Spanish limpiador de taz n de lava For Gender Both 1 2 34 5 6 7 8 9 10 11 12 13 Bin Hmong toilet bowl cleaner For Age All o ifo fes Ies Ieo feo Iis French ie nettoyeur de bol de toile Hypo allergenic N A For Incontinence No all languages OOO yoye Siere eo SSizeeTypeS SC C SizeeT ype SS EY Size Type 8 Size Type 9 applicable Abandon Edits Undo Changes Save Record Product Successfully Saved Although you won t see the newly assigned ProdlD the fields on the screen have been grayed out indicating that we re looking at a product but not editing a product If we needed to make a change to what we just saved we ve have to go back and select it again from the box at the top right Modifying a product definition Since we do need to walk you through this process let s just assume that as we looked at this saved record we realized we should have made a note that because of safety concerns it s stored in a locked cabinet not in our usual store room We need to find it and highlight it in the list and you ll notice that PEPbase has placed it in its proper order by Shelf Bin within the list not at the end Coordinator Level Functions Page 22 PEPbase User s
29. mbers Coordinator Level Functions Page 10 PEPbase User s Manual Update information for an existing household record Make any changes corrections or additions to the household record Name First Jill Last Kleinfeld Pantry ID 38 MAIN ibe ae 5555 Street Oak Sua Apt a INFO City Stoughton County Dane ST wi Zip 53589 Contactinfo Phone1 608 829 8654 Phone2 Email ID First Name Last Name Active Birth Date Gender Allergies Incont 96 Jill Kleinfeld No 0000 00 00 Female ml No No x HOUSHOLD MEMBER RCN sit Fee male x No No INFO No x Female xl No x No r eee ie YE A a ino Led Lo Tel No Female 7 No No x No Female x No x No Reg Date 2009 05 04 ADDL INFO ID Verified No Diffic Reading No Addr Verified No Language English x Notes Use Household Values Set Manual Override Values Males Females Males SHOPPING Total Incont Total Incont _ Total Incont Total Incont INFO 0 0 1 0 Aduts 18 ff EE BID IE E Last Visit 0 0 0 0 Teens 1217 Mo AM BiN iN E 0000 00 00 0 0 0 0 Youth 4 1 H EE BiN i gt E 0 0 0 0 Infants 0 3 Wo io Hm M Working from the information on the Cov
30. me incredibly complex and detailed work on the part of the programmer which would probably still fail with some browsers it really isn t possible to get an elegant presentation of an arbitrary set of data We therefore recommend that you do a copy and paste to move the data in the on screen report into whatever spreadsheet you use within your agency and use the capabilities of that program to do whatever formatting you feel is best This also lets you add in other analyses of the data from this table For example we usually add a column between the Product Name and the first event columns and insert a conditional formula that will insert a string in our example the string is to alert us if the overall fulfillment percentage for a product is less than 35 Below is the top left hand quadrant of the March 2009 Fulfillment Report generated from the Print Shopping History Report with Print for each Day detail Since the Total Counts columns are about four pages away from the first event s details this extra column with the conditional formula lets us see much more easily where we fell short that month We ve also massaged the formatting a little so that the columns fit better and we ve removed the Prod ID column and the rows for any inactive products 4 This still isn t a completely set of statistics these numbers show how many products were requested in what time period given our rules for eligibility across household co
31. more about what you might want to do with the formatting in Reformatting and additional calculation possibilities below Interpretation of the Shopping History Report The column Product Name is fairly self explanatory this is simply the name of the product as you defined it in the Product Definitions process see that discussion beginning on page 12 Prod ID is similarly straightforward this is the unique identifier number that PEPbase assigns to each product it s useful all right it s essential to PEPbase s operation but it s something we humans can pretty ignore In fact I usually just delete it from the spreadsheet file if I even included it in the area for cutting and pasting 2 We ll deal with this again in Update product information on page 12 of this section but it is a singularly bad idea to ever try to delete a product or to make it over into a new product Even if you re never ever going to carry it again remove it from your listings by marking it inactive The little bit of data space you might save will be more than destroyed by the fact that your statistics will be shot to pieces Coordinator Level Functions Page 5 PEPbase User s Manual The HH column is the number of households that were eligible for at least one of every given product for each event within the specified time period in our example the event of 2009 03 or March 2009 or in the Total Counts column the total number of hou
32. mposition and time A household can t request a product if it s not on their Shopping List which is set by our rules so we are almost certainly under reporting the need or at least the self perceived need for these products Still it s a start 5 Ican t tell you why but I find that I sometimes have difficulty getting the paste to work properly I often seem to end up with just the top row pasted in rather than the whole table Since I haven t been able to identify a consistency about this misbehavior I don t have a good solution strategy for you yet although one thing that does seem to work fairly well is going to the bottom right hand corner and dragging up and to the left and then doing a copy command Coordinator Level Functions Page 7 PEPbase User s Manual PEP Fulfillment Study March 2009 1 3 1 2009 3 5 2009 3 8 2009 Prov Req Prov Total Guest Visits toilet paper 14 kleenex m laundry soap dish soap all purpose cleaner glass cleaner scouring cleanser paper towels garbage bags Incontinence pads hair pick comb brush lip balm dental floss nail clipper emery board toothbrush child s toothbrush adult razor woman s deodorant woman s b w olS 5 m s o w wo s ln Jor e B Jun fo Lo fo ns Jo wo Jo 15 Jo r u lo lo wo As you can see we re still having trouble
33. nsumption by product and by household The more specifically you define your products the more control you have over who gets what when and the more complete the reports you can get On the other hand it s probably not particularly valuable to have a product definition for every variety of canned vegetables or for all gazillion varieties of pasta that may come through your pantry Your goal is to define those product classes that you need to control and report on for us toilet paper kleenex laundry soap dish soap For you it may be frozen meats fresh meats dried pasta fresh fruits canned fruits fresh vegetables frozen vegetables milk eggs It s worth taking some time in other words to think about what you re distributing why it s distributed in the quantities it is why it s distributed across time the way it is and who s eligible for it Clicking on the Update Product Information will bring up the following screen Pantry Product Definition Editing entry Print All Products Use Selected Personal N Days For A Household Size Of For Gender Bott 1 2 3 4 56 7 8 _ 9 10 11 12 13 For Age A fo Hypo allergenic N A For Incontinence No o lo lo Size Type 1 Size Type 2 Size Type 3 gall a SizelType 4 SizelType 5 SizelType 6 applicable Size Type 7 Size Type 8 Size Type 9 The version of PEPbase that
34. seholds eligible for each product across all events within the time period In this case of course we only have one event so the Total Counts are the same as the event counts In no case should any product in this column have a number higher than the number shown in the Total Guest Visits row at the top since that row surprise shows the total number of households who registered for each event and the total number of households registered across all of the specified time period The Req column shows the total number of each product that were requested by the households visiting for each event and across the specified time period and since at least for our Pantry many of the products are individual products where more than one can and probably will be requested the numbers in this column may often be greater than the number of total guest visits The Prov column shows the total number of each product that were provided to the guests for each product In an ideal situation of course the numbers in the Prov column would be exactly the same as the numbers in the Req column Sadly it s all too common for us to run out of a product and have to tell guests that we re unable to provide that product on that visit so our Prov numbers frequently fall short of our Req numbers Rather than just look at the raw numbers that told us Gosh we didn t have as much of these products as people needed we d like to know
35. t bowl cleaner doesn t or shouldn t come in contact with the skin and therefore will not be contaminated by that contact For gender is a three item list Male Female Both as expected we ve set this flag to Both Products that are specifically for use by males men s deodorant or if you re incredibly gifted with space and money for diapers and pull ups boy s pull ups or specifically for females sanitary napkins tampons women s deodorant or again if you re incredibly gifted with space and money girl s pull ups are flagged appropriately If a product is marked as Personal No this flag will almost certainly set to Both as it is here for our example You are currently editing a product record You need to save or abandon it before you can select a different record to work on Print All Products Shelf English toilet bow cleaner Personal Yes x Days For A Household Size Of 4 __ Spanish limpiador de taz n de lava For Gender Both _ xli 1 3 4 56 7 8 9 10 11 12 Bin Hmong toilet bow cleaner For Age All 0 0 0 0 French le nettoyeur de bol de toile Hypo allergen For Incontinenc 3 0 11 4 11 12 17 Enter j 2 1 4_plus all languages Sieliype SizefType 2 12 plus Size Type 3 oe Sizellype 4 SizelType 5 _ 18_plus Size Type 6 applicable Size Type 7 Size Type 8 Size Type 9 Abandon Edits For age allo
36. ted and the Allergies Flag for Dan has been set to Yes Mike has been logged as an Active member his date of birth has been entered and the Coordinator is in the process of setting his Gender to Male Coordinator Level Functions Page 11 PEPbase User s Manual If Ms Kleinfeld s family included more than six members we could click on Add Members as many times as we needed to accommodate her family We would get room for five additional household members with each click on the Add Members button Any fields that were not needed would simply be left blank as we re going to do here in a moment since there are only four members in the Household PEPbase would stop its record creation with only four members The last thing that the Coordinator does on this update process is to click the radio button for Use Household Values to tell PEPbase to use those values when Ms Kleinfeld visits the Pantry again This will also highlight that section so that the Host is aware of which values PEPbase is using Clicking the Save Household button will save all of this information and return us to the search screen Enter search information for an existing household record so that we can go on and enter the next Household Care needs to be taken in entering this information because this information that defines so much of Ms Kleinfeld s interactions with us what products her household will be eligible for and how often she ll be eli
37. ws you to specify a product as being restricted to individuals 0 3 infants 0 11 infants and youth 4 11 youth 12 17 teens 4_plus youth and teens 12_plus teens and adults or 18_plus adults As with the For Gender flag any products that are flagged as Personal No will almost certainly be set to For Age All as it is here for our example product in which case it uses the rounded rectangle for the checkmark space or variable units of standard quantity in which case it uses the line as the checkmark space on the Shopping List Coordinator Level Functions Page 18 PEPbase User s Manual You are currently editing a product record You need to save or labandon it before you can select a different record to work on Print All Products Shelf English toilet bow cleaner Personal Yes x Days For A Household Size Of 4 Spanish limpiador de taz n de lava For Gender Both x E 3 4 5 6 7 8 9 10 11 12 Bin Hmong toilet bowl cleaner For Age All 0 0 0 0 0 French le nettoyeur de bol de toile Hypo allergenic N A For Incontinence Size Type 1 Size Type 2 Size Type 3 all languages Size Type 4 Size Type 5 Size Type 6 Enter when gt 5 s applicable Size Type 7 Size Type 8 Size Type 9 Abandon Edits l Undo Changes J Save Record However diapers and pull ups which are of course Personal Yes are restricted
38. y Personal is a yes no flag that determines whether this product is allotted one standard quantity per household or one standard quantity per individual If We ve been going to http www freetranslation com which seems to do a pretty good job for Spanish and French It s a little tedious because you can t do your whole document at one time but rather have to do words and phrases and they miss some colloquialisms but for the type of stuff we need it seems to do fairly well For Hmong on the other hand we end up doing a lot of searching remember that Hmong only became a written language about 40 years ago so resources are much sparser Like we just said Resources for Hmong are much sparser a search for this term turned up nothing Standard quantity doesn t get defined anywhere in the database really whatever that standard quantity is can be set up to print as a comment after the product name on the Shopping List toilet paper 2 rolls but PEPbase only worries about whether it s distributing one unit of standard quantity jan Coordinator Level Functions Page 17 PEPbase User s Manual you re a food pantry most of your products will probably be set to no but if you re dealing with personal hygiene essentials a lot of them will be yes Let s face it toothbrushes just shouldn t be shared For our example new product toilet bowl cleaner this flag will of course be set to no toile
39. ype 1 Size Type 2 Size Type 3 all languages Si yp 4 ype ize Type 4 Size Type 5 Size Type 6 applicable Size Type 7 Size Type 8 Size Type 9 E i Notes Stored in locked cabinet in secondary store room safety concerns Abandon Edits Undo Changes Save Record If we had noticed anything else that needed modification we could have changed it at the same time In the same way if we decide that the rules for a product need to be modified or the product needs to be made inactive or we find that our translation for a given language was misleading or we find the translation for toilet bowl cleaner in Hmong we could select the product click on Use Selected make the necessary changes and then Save Record The changes are effective immediately if you discover in mid shift that a product has been misdefined Oops Diapers are N A for Hypo allergenic not No you can go in as Coordinator make the change and the product will be redefined for the next guest who registers Coordinator Level Functions Page 23 PEPbase User s Manual Deleting products We ve mentioned this a couple of times already but it s worth repeating Do not delete a product Do not over write a product to change it into a difference product Simply make it inactive Because PEPbase identifies products by their ProdlD redefining a product to change its name and definition means that you now have two different products
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