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Trips Enterprise User Guide

1. amp Trips Enterprise v9 1612 Mersey Community Cal File Edit Data Files ey Client Update Transport Run Lists Reports Tools Window Help oe ee Nn S T oe 5 Fy Journeys Journey R gister ae fe Recent M Depari sts carrier __ Driver Name Vehicle Payer Bus Code Destination Zond Seat Weh Number 13 00 F Smith Wendy 00 0 6065 F SMITH Mr Bruce User Admin Level Supervisor Tuesday November 29 2011 111 31 22AM a l Nd ee a 11 31AM a te Tuesday ho 29 11 2011 2 Select Date from Left Hand Side 3 Select the Journey from Journey Window 4 Either click change or double click on Journey 1061 Page rua W sortwane Complete Community Transport Solutions penn a cane Future 3 Fixed Charge oe pbaandocndorooocorocosos led in Che NOs GST Included in Charge pana acent sent STH ie Dest Post Code 0 e f Name Smith wendy i TE anans 0 5 Left click Crew Finalise JOURNEY Record Will Be Change Future EA 4 Primary Driver stata OOO pe ninae Hours Rate f 0 00 Kilom Rate 0 00 Full Cost 0 00 6 Either click insert to add additional Crew or click change to insert the hours for this Crew member 107 Page shale ADR Complete Community Transport Solutions File Edit Data Files Client Update Transport Run Lists Reports Tools Window Help T m A A Pr m oS argu
2. User Admin Level Supervisor Tuesday November 29 2011 11 45 26AM a a Pe g 11 45AM H e ae _ A a So e Tuesday f 7 hs 29 11 2011 11 Click Vefify 1101 Page tua W sorrwane Complete Community Transport Solutions General 12 Click Costings 111 Page tua W sorrwane Complete Community Transport Solutions 13 Click Verily Journey 112 Page rma sortrwane Complete Community Transport Solutions Exporting Data from Trips and TMA to Excel There are numerous ways to export data from Trips Enterprise and TMA Central to an Excel spread sheet for further calculations and presentations To export data from Trips Enterprise 1 Go to Tools gt Export Data to CSV lt a Trips Enterprise v9 161 2 TMA Test Database File Edit DataFiles 4 Client Update Transport RunLists Reports Tools Window Help MDS and ICTDS Export Data to CS Simple Export gt Clients Crew Designer Export Crew Events Buses Destinations Journey s Trips Vehicles 2 Then either Simple Export or Designer Export Simple Export will export all of the records in Trips for the selected data table For example selecting Crew will export all the Crew information to a file called crew csv in your my documents folder If you select a larger data table like Trips it will prompt you for a date range See next page for Designer Export 113 Page rma Y sortwane Complete C
3. 1 Bookings Window Active Bookings and Trips for 25 11 2011 Trips 1 Bookings 1 Total 2 V V Friday 257171 0 From Selected Day 28207 C E a a GE A E EE ae ae a aa es aa aes ee ne 5 14 11 Test Monica 0 M H Outre Hs 9 08 3 39 Test Street T scille 0 95 Dr Test 64 Example St Exampleto j Date of Client Support Funding Pickup Pickup Appointment Booking Name Rating Type Time From Time Confirmed 29 Page rma sorrware Create New Change Existing Delete Refresh Forward Create Print Single Print All Booking Booking Booking Screen Booking Return Booking Today s Booking Bookings y 77 a gt Forward Return e Single T All Today P Refresh Not Used NY UZ 7 G Insert VO change Delete p SENG Close Bookings Window These functions can also be accessed by Right Clicking on a Booking This will also display a Query option allowing you to specify the criteria for the bookings displayed Query Settings j Date Client Name on Saved C ja Query Queries Operator ie 0 LOOO O O Right Click G Insert ng a gt OF lt Menu 2 Change Ww Coa Left Click to Delete Pkup O Change Pickup From m uer tA pa Appt mi Forwar d Destination i j i C ear Return Cancel Clea Queries 30 Page rma Wsortrwanre NEW Booking Form T NEW BOOKING form m Jie GoGey Client s Address Destination
4. 831Page rma sortwane New Message Message to OEY Unit DEMO1 Gg Message to OBV Unit DEMO1 Creating a NEW message to send Create Message but Hold it in the queue Message Text Dont Send Message Yell New Pre set Message Button Text Responses Button 1 Button 2 Button 3 Preview rr OoOo o Bi Message Here you can speciy the button test that the diver will z A blank button means it will not be shown IF all are blank ther the driver ill still get an button Use the button to select from some detaults dind the other button to preview this message amp Lance Z N TA User Definable Response Buttons Send Message Cancel Message 84lPage rma sortwane Query Button Queries are a way of extracting useful information from a database The Query button appears in the bottom left of Client Browse Journey Browse and Trips Browse pages as well as in Transport gt Data Analysis gt Trips Query The Query selection is a valuable tool when you have a good understanding of the clients table and how the Query Wizard works The Query selection can be at first difficult to use and understand However the benefits to using it will prove to be invaluable to your service This guide will offer a small explanation of the use when explaining the Query button on the Client Browse page A more detailed explanation will follow The Query option is similar to asking the program a question with limited
5. t S Class HME Carer for N A Rating UnComplete Funding TypgHac T Silent Phone Level Low Priority flow J Wheel Chair Hoist Special Ok For Taxi Treatment Status verifd WG Coded warana Pickup o Test 64 Example St Exampletown Client s Address Destinations Destination U37 39 Test Street Testville Client s Address Destinations a EN ara zone Override Individual f Group aWay 2Ways C Other a Trip Purpose Social Recreational AC Amount 0 00 J SsTIncluded J Dont Charge Pickup Time 15 00 OBW Pickup J SendAccount ApptmntTimg DropOMm Sef 0 Kilometres 0 Hours Rovd 0 00 Rete HI Confirmed i Taxi Fare Card Issued ae EXT When you have completed your changes click on OK 49 Page tma Y sortware Entering Multi Service Stats lf the Activate Multi Service setting is enabled in control settings and the additional services have been setup you will also see the Multi Service tab in the verify Trips Form If other services have been delivered you must enter them into this form These stats will be submitted in your MDS report from TMA Central Main Support Rating Comment Enter stats for other services delivered Minor Home Maint MNT Hours FC Assessment MNT Hous O00 MHM Coord MNT Hous 0o00 D O O 0 00 _ S D 000 DOMESTIC ASSISTANCE Das Hous 000 Y or E conce Change the
6. Opens the Browse the Cost Zone File window This is where you can view insert or modify Cost Zone Fares Trips CT gt Crew Type Opens the Crew Types window This is where you can view insert or modify Crew Types Trips CT gt Mode Opens the Browse MODE Records window This is where you can view Modes Trips CT gt Profile Opens the Browse Profile Records window This is where you can view insert or modify Client Profile records Trips CT gt Support Level Opens the Browse Dependency window This is where you Can view insert or modify Support Level records Trips CT gt Zone Descriptions Opens the Browse the Zone File window This is where you can view insert or modify Zone records Control Settings Opens the Change Control Settings window This allows you to change the project detail various other program defaults and trips settings OBV Control Opens the OBV Control window This allows you to change OBV vehicle assignments settings display vehicle location and send messages to OBV units NOTE Only visible if Enable OBV Functionality has been ticked in Connectivity in Control Settings This setting only applies to organisations that have purchased OBV Units If you would like to trial a OBV Unit please contact us for further information 12 Page rMA Wsortware Client Update Left Clicking on Client Update will check for any new clients or client changes in TMA Central and import them int
7. Alert 67 Page Complete Community Transport Solwtions rua W sortwane Come Tr Sole Carriers Data Files gt Carriers A Carrier is a business or person external to your service providing transport This could be another transport service such as a Taxi Company or Bus Company This option is used by services that contract outside sources to provided transport For example a service may not have enough vehicles or Crew Members to cope with demand The service could outsource some of their transport needs to the local taxi company or bus company Browse the Carriers File FS el Ea Carriers 2 Carrier Codd Name Email Address sUSCEEOT PCT sisi tr sO trasporrt com au AX TAXI Service bookings taxi com 4 gt LO change oerte K Close Insert a Carrier Adding a CARRIER Record Record Carrier Code Carrier Email Address ae EX 681Page rma sortware p te mmu ty ansp t t 5 Client Class Data Files gt Trips CT gt Client Class Client Class is short for Client Classification The client class identifies the client s type For example a client maybe frail aged transport disadvantaged disabled Veteran Affairs Health Related etc The client class may align with the MDS concepts of Care Recipient and Carer but goes further than that It is designed to classify your main types of passengers You enter the client class in the Client Record The client class is not recorded
8. Trips Verified grouped by Dependency Level Summary TEsT Trips Status Cancelled or Transferred TEKE Trips Status Cancelled or Transferred ClientNurn Iara Maeke eae m 75 1Page rma sorrwane Support Level Data Files gt Trips CT gt Support Level Support Level is another method of categorising clients Enter into a client record after importing the client from TMA Central You are able to change the support level as the client s needs change The support level will assist the service in identifying a clients needs when organising transport You may enter new support levels as needed Don t delete a support level if it has already been used in client records To insert an additional Support Level click insert and enter appropriate information then click OK the new Support Level will now be display in the list Browse Dependency xl Dependency Level Level Description Requires continuous attention Minimal support required Asks if support need gt Insert Delete ws Close Insert a Support Adding a SUPPORT LEVEL Record xX Level Record Level Il Description EE 761Page rma sortrware Unmet Cancelled Data Files gt Unmet Cancelled gt Cancelled or Unmet Codes You are able to enter these codes against a client in the New Journey page or when verifying Entering these codes will provide a service with reports of the number of cancellations or unmet ne
9. Plate Description sts Cfa Str Multi Cost Per Kd Mode Toyota 16 Mercedes Sprinter Toyota Camry Premier Taxis Toyota Camry Hi Ace ROSA TOYOTA 616 SPRINTER mE 0O O O coco co oo mE 0O O OOOO O a UAII Insert change Delete Click on Insert at the bottom of the page and the Adding a Vehicle Record will display Enter Data for the vehicle s description You need to enter a mode code for your vehicle The mode codes are automatically generated codes for you to select from To access the mode codes have the cursor in the mode code field then enter a letter on your keyboard and the mode list will display Select the appropriate mode for your vehicle then click on select The mode code will display in your vehicle record file Fill in the remaining fields number of wheelchairs if applicable number of seats available and if known cost per km entering a cost per km will assist with costing a trip or budgeting for a particular vehicle cost Repeat this procedure until all your vehicles are entered Ensure to enter all available information as this will assist when entering a vehicle in a New Journey Notice along the bottom of this entry page for vehicles Change You may change any field if the vehicle s circumstances change or use Delete if the vehicle is no longer in use however best practice would be to exit the vehicle rather than deleting it To e
10. SATA 9 Bookings Individual Group tway 2 way 4 Remove Buses Individual Group t way 2way 4 Remove Trips Individual Group C tway 2 way 4 Remove Note Automati Add Retum overnides I way 2 way settings Purpose of Trips Type 1 Dap Care Type 3 ShopAces Type 5 GP Spec Type 7 Other Type 2 Social Type 4 Hospital Type 6 CmtyHlth 4 cancel MDS Defaults Disable Trip Purpose Validation in All Forms Removes the MDS validation checks for ALL data entry forms This should only be ticked by organisations who do not submit MDS reports Bookings Buses and Trips Sets defaults for new bookings buses and trips ie Select Individual and 1 way for Bookings and when you create a new Booking those fields will already be set If you do not want any defults click the Remove button to clear your selections Purpose of Trips MDS types informational only these cannot be changed 22 1Page rma sortware o plete om j ty ansport tio s 3 Change Control Settings with care Aje x Project Details z i Global Defaults E Advanced options change with care Bookings and Allocations Ad d Setti MDS Defaults vanced settings M General Comment Field Multi Service Display Support Rating Tool Page C One Line Comment field In Patient Transport Enforce Unmet Cancelled Codes used Multi line Comment field ios ebiat Profile Required in Trips Show Access Warnings Print Vehicle E
11. Status of a client To change the status of a client you will need to select from the Status drop down box with the pre programmed selections These selections are Future Cancelled Transferred Unmet and Verified Most services will use Cancelled and Unmet selections thus enabling a service to produce valuable reports regarding this information and supplying funding bodies with statistics identifying problems or issues a service maybe experiencing Once you are satisfied you have all the data entered correctly click OK The client will still appear on the verification page until verified A verified journey will still appear in the New Journey s page and if required changes are to be made after the verification you will need to access the Register page Changes can be made in the Register and re verified 50 Page TMs Y sortware Final Steps When Verifying Final steps for verification Open the verification page click Verify Highlighted Journey the page below will open Next you will need to step through the buttons along the top of the page ensuring all your information has been entered correctly and changing information if required In the first page enter the odometer reading for the journey If you do not have the odometer reading but know how many kilometers the journey took you enter the amount in the second odometer field this amount will then appear in the aqua field labeled Kms If you wish to keep concise dr
12. Supervisor Tuesday November 29 2011 11 21 32 M A B E o p Er a a J 11 21 AM Tuesday fo 29 11 2011 3 Select Date on Left Hand Side 4 Select Insert in the top Journey Screen 103 Page rma Y sortwane Complete Community Transport Solutions General i ee a goo Destination zone Insert Departure Time amp Return Time Return Time is Optional Click OK to Create Journey Trips Enterprise v9 1 File Edit Data Files gt Client Update Transport RunLists Reports Tools Window Help ES Pickup Sq Status Client Name P C PickupFrom_ Drop Destination Comment User Admin Level Supervisor Tuesday November 29 2011 11 25 384M 9 Insert Trip Job Record 104 Page rma sortrwane Complete Community Transport Solutions Booking 8285 for SAT 10 12 11 Entered Today at 11 26 Client Select Client Class Phone ok VA E lt l Carer for Rating UnCoyhplete Payer Funding Typ Silent Phone tevel Priority low v hn r Hoist Special _ Ok F r Taxi Treatment Uccodef J meaw p Pickup From i 10 Enter ClientName 11 Enter Class amp Funding Type if Required 12 Enter Clign Address 13 Select ther and Trip Purpose Other from Menu 14 Click OK to Create Trip Job 105 Page ee eae athe Complete Community Transport Solutions Verify Job 1 Go to Transport gt Register Verify
13. m Depart Sts Carrier f Driver Name f Vehicle Payer Bus Code Destination Zond Seat Wch Number 13 00 F Smith Wendy 00 0 6065 FReaister z inset R cone 0 0 0 0 0 0 0 0 0 00 SMITH Mr Bruce Tia t met dete Move cients User Admin Level Supervisor Tuesday November 29 2011 111 38 514M E Woy op SB amp wel a tg 11 38 AM Tuesday fo 29 11 2011 7 Select the Trip Job from the Trips section either click change or double click on the Trip Job 108IPage rma sortwane Complete Community Transport Solutions Booking 8290 for SAT 10 12 11 Entered Today at 11 31 Client SMITH Mr Bruce Class FRA Phone 64277756 Future z Jod E mira To l p 7135 Tarleton Street DEVONPORT PkUp Dest PostCode Zones 8 Click Multi Service 109 Page rma sorrwane Complete Community Transport Solutions Booking 8290 for SAT 10 12 11 Entered Today at 11 31 Client SMITH Mr Bruce Class FRA Phone 64277756 Enter stats for other services delivered MHM Coord MNT Hows f oo a ns 0 00 a a ns 000 neers ener Ee 9 Enter Hours for appropriate Service 10 Click OK File Edit DataFiles p Client Update Transport Run Lists Reports Tools Window Help 3 very uns ue ete Recent NE Deparist carier Driver Name vehicet Payer Destination Zond Seat Wch Number Oos W verity concer Register X
14. 1 al Yehicle AW31LF Taken 1 U3 39 Test Street Testville fa s poe ho Phone 4578 2717 Drop Sea DYA Filter Options Ctrl F Hide Full Journeys Le clientName st O Pkup Pickup From Appt aja Test Monica F U 15 00 Dr Test 64Exam 0 00 vehicle Seats Numbe AWISLLF 4 13790 03739 Test Street Testville AN Client Name _ PkupfPr ofst Pickup From Appt Destination Bouwman vickie 1 0 00 LU F 0 00 Test Monica 9 00 Ri F 03739 Test Stree 0 00 Or Test 64 Example St Exampletown Time Client Pickup Pickup Appointment Name From Time Show Filter Filter options ctri F Hide Full Journeys Options m Contains l Suburb Contains Suburb After Before After 4 Before 2 Bookings Journeys Filter Bookings By Filter Journeys By Text Suburb or Date rma Wsortwanre 36 1Page Text Suburb or Date Copy Forward Print All Print Add return Refresh Selected Journey Today s Selected Booking Trip Window and Trips see Trips Journey s next page Run List Close Window Add Return x Copy Fwd All Today Print Filter 4 Close Open Filter Prompt for Bookings Open Filter Enter Filter String sjej E3 Prompt for Trips Filter String Clear Filter Filter OFF These functions can also be accessed by Right Clicking in the Booking Journey or Trip Section In the Journey and Trips Sections thi
15. Community TransportInc Manual 13245 ET P Community Transport Progre Funding ID Funding Type 4 kmal lf you receive NSW Department of Health funding then you must go through the same process with the HRT item in Multi Service Configuration Settings lf your TMA Central has multiple columns used for different programs you only need to fill out these fields for columns that transmit Transport data funded by DADHC MoT or DoH Page Insert added here 981Page Funding Source Service Name Maryville Community Transport Legal Name Maryville Community Transport Ine Funding ID 13245 Funding Type CTP HELP Select an item in the tree on the left and either double click to change or mouse right click to insert change delete items rma W sortwanre D plete om j ty ansport t s TMA Central Email Settings The email settings are set here For NSW the MDS MoT and DoH email settings shown below are correct EI Update Control Settings co Project Identity Email System Setup Service Details Repository Email Program Configuration Recipient 2 MDS Email mds dadhe nsw gov au MoT Email ILTOS_ LCT itranspork nsw gov au DoH Email TransportDA T Adoh health naw gow au Other MDS Settings Accept HTML Email Formats MDS Standard NSW Standard E Yes E No Email lethod SMTP MAFI Outlook or Outlook Express Outgoing Mailserver mail inet net au Use
16. Daily Expense Amount 0 00 4 cancel Multi Service Activate Multi Service Ticking this setting enables the multi service features of Trips Enterprise Allowing up to six different HACC MDS service types to be recorded in a trip record Activate Community Care Features No longer used Daily Expense Amount No longer used 25 1Page rma sortware p te mmu ty ansp t t 5 3 Change Control Settings with care Pa fel F4 Project Details Global Defaults S Change In Patient Transport settings Bookings and Allocations MDS Defaults Advanced Minimum Amoun 0 00 Multi Service Included Kms 0 Extra Km Rate 0 00 Cost Limit 0 00 Other Ambulance L Require Actual Pickup Time before Verification in IPT Trips R Cancel In Patient Transport These settings are only used for Health Transport 26 1Page rma sortware o plete om j ty ansport tio s EI Change Control Settings with care Pa el x Project Details Global Defaults e Yiew and manage connectivity Bookings and Allocations Database Connection Settings MDS Defaults Advanced Trips TMAServer TripsEnt p3 s A Multi Service TMA Central TMAServer TMACentral ps s gE In Patient Transport Export WSOSSERYERIUsersiandrewsi My Documents Driver Options TRUSTEDCONNECTION TRUE LOGONSCREEN FALSE WY OK K Cancel Connectivity Enable OBV Functionality Ticking this setting enables the OBV features of Trips Enterprise IP L
17. During the upgrade process covered in the document ICTDS Upgrade amp Setup information in the Trips Funding Types table was transferred linked to TMA Central or not linked depending on the choices you made We very much doubt that that the choices made in that process were correct for every service every time so this next section is simply to make sure that the result of the process is correct Here is a screen shot of TMA Central Control Settings Service Details This example displays the direct result of an Upgrade Linking process Update Control Settings Lol a E Project Identity Multi Service Configuration Settings ape Service Name and Funding Source Details Email Settings EH 1 Taai Funding Source Program Configuration e HAC 10825 Transport gt 3 CTP Community Transport Project saves pone a DYA Veteran Affairs Transport aden a HAC 11749 HACC Pensioner Trial ri Legal Name 3 HAT Health Related Transport hanai Coroa Transport Inc Funding ID 10825 Funding Type HAC HELP Select an item in the tree on the left and either double click to change or mouse right click to insert change delete items Notice how the numbers 10825 and 11749 are now linked to the HAC Transmission Funding Source This Community Transport service has two HACC contracts and the Funding IDs were transferred from the Funding Types list in Trips during the upgrade process You can see th
18. EEEE 70 CEW TCS ceri a ae 72 POTN A EEE E P O E ETETE E TETEE 73 Using the Profile Field for Additional Statistics cccccccecccseeeceeeeseeeseeseseeeeseeeseeeeseeeenes 74 SUPPO ie B seneew ies eee eee a eee ee ene eee eee eee 76 Unmet Cancelled ica sitee tx enceeaiec wens rete earns ee a ces eae wea re ened es ene ec een eens nese cteentee es 77 Chen BOW SO oate cece sercseanccanscnesccesnpeseanecsnccasucesseneseanecensenesatasnseseatecenscnescetsescsnanensnseaas 78 OBV CONV ON acetate E 81 Query Button vvccsssennneoctewstessnevsteoctesuhanst ewstessiawstcossesshunsaewshusvannntucctawshucounsstnswsnvnbecuins 85 Query Wizard Steps nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn nnnnnn nenene nnne 86 aa E eL arla e PAE E E E E E E E E 88 CTO Reports Guide ssansnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn mnnn 89 HOW to Send th MDG sssini a AEAN 91 How to Send the ICTDS cccsesecsenseccenseecnseecenseecenseeonsseeossenensseooassesonseesensesses 95 How to Send the MDS ICTDS Step by Step cccecsseeseeseeeeeeeesenseesenseeseneees 100 What Makes a Trips Record Valid for MDS ccccssscssssecesseeesseeenseeenseneaeenes 101 How to Record Other Service Events in TIripS ccssscsssseecseseeeeeseeseeseeseenees 103 Exporting Data from Trips and TMA to Excel cceesceneeeeeeeeeeeeeeeeeeeeneeneneenees 113 How to use Trips and Word
19. Funding Type CTP Community Transport Progre insert change delete items al h Note that the Service Name has been picked up from the TMA Central column 1 name It needs to be changed to your Service Name Your Service Name might be the same as your Provider Legal Name or it may not In this case the Service Name is Maryville Community Transport Tick the Manual checkbox on the Service Name line and edit the contents You can also enter or edit your Provider Legal Name on this form by ticking the Manual checkbox on that line Note that the form is also missing the Funding ID for CTP Obtain the Funding ID number and enter it Trips will still work properly if you can t obtain these details immediately but you must get the right data entered before sending your ICTDS transmissions Below is the Funding Source form again re opened it after the data was entered and saved and it shows have entered the CTP Funding ID 97 Page tm a Y sortware Project Identity Email Settings Program Configuration 38 Change Funding Source General Service Name Multi Service Configuration Settings Service Name and Funding Source Details 11 Transport CTP 13245 Maryville Commmunity Transport DYA Veteran Affairs Transport HAC 11749 HACC Pensioner Trial HAT Health Related Transport Sal 2 Maryville Commmunity Transport Manual Provider Legal Name Maryville
20. Health MIN Non Hacc Medicals Insurance 4 ad pk Delete Z x Close Insert a Funding Type Record Adding a FUNDING TYPE Record fre Enable Funding Link to TMA Code TMA Central Gf a Description Test Funding Type is not linked it will W S Funding Source 10832 Centre Based Meals not be reported in the MDS Funding Region OK The Funding type identifies the various funding sources the organisation uses to provide a service Community Transport Programs are funded by Home and Community Care HACC and other sources of funding such Health Related Transport and Veterans Affairs You enter the Funding Type in the Client Record The Funding Type is not recorded in TMA Central and needs to be entered in Trips Enterprise when inserting a new client The funding type for a client can be changed at any time An example for use of the funding type is a where a person is on a Veteran Affairs pension and is provided transport for a medical appointment The funding used will 701Page rma sortrware come from Department of Veterans Affairs However that same client is a frail aged person and needs transport for shopping In this case their funding type will be HACC Therefore the funding type may vary with each trip In the Client record enter the Funding Type the client is likely to use most often The correct data entry for Funding Types enables you to produce reports pertaining to specific fundin
21. Member leaves the service you will need to exit the Crew Member simply click in the small box next to Exited and the Crew Member will move to the exited Crew List You are able to retrieve the Crew Member from the exited list at any time by unclicking the exited option 57 Page tm a W sortware Crew Training Topics This feature is designed to keep track of training and other requirements for crew drivers helpers etc It allows you to make a Training Topic template This is a list of requirements that can be copied into each crew member s training list You can then keep track of when crew are scheduled to do training actions and when they have completed them Business Rules You must have entered a person into the Crew list in Trips They will then have an empty Training list You can copy the Training Topic template into each person s list in turn If you have added items to the template you can copy the template again to each crew member again It wont disturb existing entries but only add the new ones This feature is available in Trips Enterprise from version 9 21 x on Making the Training Topics template From the Trips Enterprise Main Menu select Data Files Crew Training Topics The cy Browse CrewTraining Topics Loe 1 Topic First Aid level 1 First Aid level Items already entered amp Record Will Be Added Topic aca Onenaion cess Making a new topic TE Once you have a Training Topics template you
22. SMIP Authentication SMTP User Name jonogellie SMTP Password PE Currently the MAPI email option is not available Set up your SMTP settings or get it set up for you This is same as your Outgoing Mail Server details in your email program 99 Page rma sortwane Sending the MDS and ICTDS Step by Step Guide These steps assume that you have completed the Setup steps above and have completed entry and verified the transport activity in Trips Enterprise Trips 1 In Trips from the Main Menu select Tools MDS ICTDS Transfer Service Events to TMACentral 2 Check the year and quarter are set on the period you wish to send If not correct it 3 Click on the Start button 4 Review the records transferred if you wish The only difference here is that if you click on a name the Trips records listed show the Funding Type Close the Wizard TMA Central 5 In TMA Central if the client list is open close it makes for faster processing 6 From the Main Menu select Funding Export 7 Check the year and quarter are set on the period you wish to send If not correct it 8 In the Destination Organisation box click on HACC if not already selected 9 Check the Export File Portion and correct if needed usually this is 1 10 Click the Next button at the bottom of the screen 11 If all the necessary data has been collected click the Next button again 12 Preview the records if you wish Preview is used for checking and
23. Training Topic for the selected Crew Training Topic F osa Orientation Date Scheduled Date Complete However not all topics are applicable to a Crew member Let s say Elsie is a helper and didn t have to know all the details about the Rosa bus You can tick the Not Applicable to this person check box to remove this topic from the Applicable list 2 Training list for Fermer Mrs Elsie Lo Not Applicable Topic Rosa Orientation The topic pops into the Not applicable list and is no longer visible in the Applicable list for the Crew member Note Because the topic is in the Not applicable list it doesn t get added to this person s list again when you click the Add Training Topics button You don t have to worry about this topic for this crew member again However let s say Elsie become a driver You would simply take the Not applicable tick off all the items in the Not applicable list and they would then be resurrected in Elsie s Applicable training list for use 601Page tMa Y sortwanre Destinations Data Files gt Destinations The Destination File will assist you with data entry when entering trips for clients Enter all destinations your service regularly attends for example Doctors Specialists Shopping Centres and other regular drop off and collection points Creating a Destination list will save you time and improv
24. Volunteer Driver reimbursement per Kilometre default 0 00 Default Run List Default in PU Time Order A Open Bookings and Allocations windows X DAYS before tod 0 Default Unknown Client UNKNOWN NON HACC Connectivity Minimise Trips to the System Tray Global Defaults Date List Start for Journeys and Trips set when Trips is first installed This sets the start date for the date list in the journeys and trips screens Open New Journeys windows X DAYS before today sets the default starting date for the New Journeys window when it is first opened Volunteer Driver reimbursement per Kilometre default This sets the default per km reimbursement rate for volunteer drivers Default Run List This sets the default run list it will also display a green symbol next to the default run list in the Run Lists menu Open Bookings and Allocations windows X DAYS before today Sets how many days before today s date the bookings and allocation screen will default to Default Unknown Client This sets the default unknown client to be used when an unknown client is inserted Minimise Trips to the System Tray Ticking this check box will change Trips from minimising to the taskbar to the system tray near the clock in the bottom right hand corner of your screen 20 Page rma W sorrware a Change Control Settings with care PSS fre X Project Details lt Global Defaults P Change options for the Bookings and Allocations
25. a given time frame Vehicle Events Opens the Browse the Vehicle Event File window This is where you can view insert or modify Vehicle Events OBV Vehicle This has been moved to OBV Control 14 Page tm a Y sortware Run Lists gt Trips Enterprise 9 161 2 TMA Test Database File Edit DataFiles 3 Client Update Transport Run Lists Reports Tools Window Help D E 5 Default with EundType i Default w Dest Alert Kms amp Time Default with Double Footer Default Big and Bold Extended Reporting Times Extended Reporting Sequence From To Kms and Times l Minimum Size 1 Minimum Size 2 Minimum Size 3 Mimimum Size 4 No Phone PU Times No Phone PU Sequence All for Carrier Single for Carrier This menu lists all of the different Run Lists you can print from Trips If you have highlighted a Journey record in New Journeys left clicking on a Run List will display a print preview on your screen before you print it off 15 Page le aA Complete Community Transport Solutions Reports Trips Enterprise 9 161 2 TMA Test Database File Edit DataFiles 3 Client Update Transport Run Lists Reports Tools Window Help Clients Active Clients gt Crew Bus Jny Trips Accounts Statistics User Defined Clients Opens the Select Report window listing Client centric reports Left Click on the desired report and Left Click Select Follow the prompts to generate the report Active Clients
26. are able to enter unlimited number of Bus Codes 55 Page tma Y sortware Crew Data Files gt Crew All persons driving vehicles or assisting in client care for your service need to be entered as Crew Members Once a person is entered as Crew you are able to enter them against journeys or an activity the person has under taken Current Crew Members are listed in the Browse the Crew File Note the different colours E g Project Volunteers appear as blue When entering a crew record you are able to enter personal details such as their address contact numbers whether they are a volunteer or wage driver or a driver of their own vehicle license details medical dates and notes for that crew member e g availability incompatibilities with clients or vehicles Information etc Browse the Crew File x Z Name 269 0448 739 546 Type Lic Expiry Next Med Driver Aut Police Chd First Aid CPR Car Rego Car Insurd Address Cabcharge Demo Demo Brian Pval Demo John Mr Kevin WINDSOR DOWNS 26 Fitzro FREEMANS REACH 30 Dorot BLIGH PARK 14 Etherden Ro Driver Driver Driver Andrew Driver David WD Driver Edward Pval Driver Mr Bob WgD FREEMANS REACH Dorothy 2 Driver Mr John VWWgD WINDSOR 34 Ross St Smith Fred WgD Test Pol Test Beverley WgD CATTAL 48 Threkheld Drive Test Mr Eddie WigD WINDSOR 146 Macquarie St Volunteer WgD AGNES BANKS 61
27. are ready to apply the template to various crew members Training lists In the Browse the Crew File window click on the Add Training Topics button 58 Page TMs Y sortware Administration of Crew Training records n Browse the Crew File Name Phone Arnolds Mr And LINDEN 18 Falcon Rd Own 1234 5678 Fermer Mrs Elsie LAPS TONE 18 Randrook St WoDr 1234 5678 Janners Mr Fred LEURA 22 Morland Rd P ol 12345678 The three Training buttons at the bottom of the screen have effect only on the highlighted Crew member s tA Aart This button adds the topic list to the Crew member s training list Only one press of the button is This button displays the selected Crew This button prints the member s training list ange Delete Crew member s training raining _ Add Training Topics Print Training List This is an example of a Crew members training list Se Training list for Fermer Mrs Elsie Date Scheduled Date Completed First Aid level 1 01 02 2009 First Aid level 2 15 02 2009 Rosa Orientation The dates are entered or modified by opening the form for this list Click on the Change button at the bottom of this window The Training List form 59 Page rma Wsortware E Training list for Fermer Mrs Elsie o 24 Record Will Be Changed This is where you enter the Scheduled 4 and Completed dates for a particular
28. compatible email program The Save button allows you to save the MDSExport file to any folder you choose If you are not sure save it to your Desktop Then open your email ey sae Gii program e g Outlook and attach UL the MDSExport file to an email addressed to your MDS Repository The Email button allows you to email the MDSExport directly to the MDS repository Note TMA Central will only do this if your email details have been set up in Control settings and the IT people for your organisation allow it and set it up for you 921Page rma Y sortware The Preview Screen a Browse the MDSExport File l o z amp MDS Export Preview Quarter 2 2011 HACC MDS ID 10865 Valid for MDS Export NOT Valid for MDS Export All Records MDS Export Preview TI J ten name Gient i conser LOL LOFt Dacor ia DOB Estimate Secourt OF itt an Li ayia ee ep ep alae 715 q AGN IL 09 02 1926 12 MM OOodgddoc sift wee favors ata 12 MM OOodgddgC 975 1 ARI pt 2 2108 120 a addoddddd esr awol os Jann i ot 120 CCEEEEEEEE 50 1 ENO ER 15041928 2 1 1m 120 CCEEEEEEEEE 664 1 fu fam 26toi925 1 1mf 120 CCEEEEEEEE 1145 1 tl an 20 0 1926 2 2105 120 es ta oo anonss A noj The names of clients are listed in this column 400 j Record Count N A IS View _ Enable Client Count _ Show N
29. entry in a default classification field should be changed before Verification if the value in it is not correct for this trip It can be changed afterwards if you forget to do it before verification 74 Page rMA Wsortware The Profile Field in the Trips Record l amp TRIPS form o amp 8 Date 2081 TUE THSHOPKAT 58 1 14 30 Client Name Marinko Mr Allen Class FRA ProfilejisoL Carer for N A Rating UnComplete Payer Funding Type HAC jSilentPhone Level PriorityiLow Wheel Chair Hoist Special Ok For Taxi Treatment M Status Entra UC Code Trnfrd To The profile field is near the top right of the Trips form In order to provide accurate statistics you need your staff to consistently fill in the Profile field for every new Client record and check it for every Trips record that gets verified There is no automatic reminder Reporting In Trips Main Menu select Reports then select the Bus Jny Trips library The Profile reports are TVPE TVPB TVCP and TVPF Find out which is best for you J WPL Trips Vertied with Payer grouped by Client rs TYBC Trips vertied BusCode PE Trips Verified Protile PB Trips Verified Profiles BusCode TYCP Trips Vertied grouped by Protile T WRF Trips verified grouped by Profile Funding JTWFE Trips verted with Rms Asked and Paid Funded Buscode TVOL Trips Verified grouped by Dependency Level Detail TYDS
30. for Selected Date All Tod Driver Yehicle Journey Date EF Driver Andrew AW31LF 13790 25711711 Rumi bcc client Name BARN LEER FETT AL a 67S TET 790 15 00 Test Monica rare E Dr Test 64 Example St Exampletown 000l U37739 Test Street Testyville 5795 0 00 Bouwman Vickie Anne Th 4585 0427 0 00 gt change f amp Delete Saf Rade 2 Report Diary 2 Combined Run Change Trip Delete Trip Print Preview All Today Reports Details 39 Page rma sortware pilet om t ansport ut 5 Date Selection New Journeys Transport gt New Journeys This window will display your journey information It will allow you to create or modify journeys and trips New Journeys oix DEERE BETTE LIA A SR TS CE SORE SEPT ETS EE EE ne Friday a3 12 11 13 01 12 ha Seats Taken 1 40lPage 9 00 Future Driver Andres Bol Future Smith Fred TMASS6 20 0 0 0 Yes 13 795 4 fimes z D insert Change Delete z All Today d Bus List 3 Copy Fwd Print Run List r R 0 15 00 0 Future Test Mon est 64 Example St Exampletown 0 00 U3 39 Test Street Testville S B mert change S delete Ld senasons add Return Move clients G close Trips Section rma sortware sp Journey Section Journey Section Left Clicking on Departure Wheelchair these column names Time Capable
31. gt 1 Make Active Clients File Opens the Client Using Service in Period Extract window Fill in the form to generate the Active Clients File 2 Active Clients Report Active Clients Report will generate a Print Preview of the report which can then be printed OR 2 Active Clients Spreadsheet Active Clients Spreadsheet will generate a file called ActiveCients csv in your My Documents folder This file can be opened by Excel Crew Opens the Select Report window listing Crew centric reports Left Click on the desired report and Left Click Select Follow the prompts to generate the report Bus Jny Trips Opens the Select Report window listing Bus Journey and Trip centric reports Left Click on the desired report and Left Click Select Follow the prompts to generate the report Accounts Opens the Select Report window listing Accounts centric reports Left Click on the desired report and Left Click Select Follow the prompts to generate the report Statistics Opens the Select Report window listing Statistics centric reports All Statistic reports include only verified trips records Left Click on the desired report and Left Click Select Follow the prompts to generate the report User Defined Opens the Select Report window listing User Defined reports If you do not have any User Defined reports it will display an error message 16 Page tm a Y sortware Tools Z gt Trips Enterprise 9 161 2 TMA T
32. i Phone 1 234 5678 date in the Crew list Contact Name PO Contact Phone Pe Email Address DoB Joined Date Exited Date Send Jobs Carrier In Trips you may have noticed that Journeys have a Carrier field and that there is a Carrier table and form under Data _ Files Trips CT Carriers on the Main Menu The Carrier table and input form can also be accessed under Trios Carrier Carriers in the Send Jobs program Browse the Carriers File Carriers Email Address FREDBUS Minibus Contractor fredbloggs optusnet com au NOW TAXIS Now Taxi Company Pty Ltd nowtaxi bigpond com You enter as many Carriers as you have companies that you want to email run lists to A carrier is usually an independent contractor but this feature could also be used to send run lists to a distant vehicle base belonging to your organisation Each Carrier must have a unique Carrier Code and a valid email address 117 Page rma Wsortware Carrier Codes are assigned to Journey records in aone aa eal the Trips program where you want to email run Journey 1039 lists to them using Send Jobs General crew Taxi amp Unknown RunList Notes e Emailed Status Future When you create a Journey for a Carrier you have aang recs to enter a Carrier into the Carrier field and you also sus cose M eer need to fill in the Vehicle and Driver fields Make __o appropriate entries in the Crew and Vehicle table
33. or town location click on insert You then have access to the full Australian Postcode list Update Records ES State Post Cod NSi 2850 6260 6260 373 4613 2176 2046 3067 4670 7315 Abeckett Street 6006 FaaionsPass cob NSW a OK Cancel Now type the beginning letters of the location you want to add on your keyboard Don t click in any boxes first just type the letters on your keyboard Use the Back Space key if you make a mistake When you have typed enough letters you will have found your location Often a location name will appear several times because it exists in several states Make sure you select the right one New suburbs are appearing all the time Usually you can find them in the 62 1Page tm a W sortware Australian Postcode list but sometimes you can t Brand new suburbs usually take on the postcode of a location nearby Locate the nearby suburb from the Australian Postcode list in the manner described above Click on the Suburb Town field and delete the towns name displayed Type in the name of the new suburb you need to enter then tab to the next field or press OK lf your service area covers several LGA s Local Government Areas then it may be a good idea to enter the LGA code for each location in your service area This way you can report your production statistics and client numbers separately for each LGA 63 Page rMA Wsortware Payers Data Files gt Payers Payers
34. people on this journey The program automatically calculates the information you have entered and provides a Net cost for the journey however this figure is not accurate without the Vehicle cost per kilometer being filled in and other costs in the Finalise Journey form being filled in properly When satisfied all relevant information has been entered click on Verify Journey The Journey information for drivers vehicles clients etc will now become verified Z gt Finalise JOURNEY Record Will Be Change General Crew Default Stats Notes Journey Kiloms Vehicle Kiloms With Psgrs Cost per Km wf 5 foo CREN T Out of Pckt 0 00 FullCost 145 00 M Outgo Income Out of Pocket Other Outgoing 0 00 Net Cost Monies Recvd 20 00 250 00 Verified Psngr Trip l Copy Trips Amount Asked to Amount Paid Verify Journey Save without Yerifying O Et 54 Page tm a Y sortware Bus Codes Data Files gt Bus Codes Bus Codes refer to any regularly scheduled transport activity like bus routes in any state or commercial bus service You must enter Bus Codes before you are able to use the Bus Lists option Once a Bus Code has been entered you are then able go the Main Menu then Transport Bus Lists to enter a ready to copy list of clients for that Bus Code E g if you provide a regular shopping run with permanent clients booked on the run you are able to enter them on a Bus List which you then transfer i
35. the Not Valid for MDS Export tab and look at the various records There are a number of reasons why a record isn t valid and only checking them by double clicking on the record will let you know what the reason is Evaluation of records that are Not Valid requires application and persistence some are not valid for a valid reason e g You are sending the HACC MDS and the record is CTP NSW Transport funded The data flows from the entry of a record in a service program such as Trips through to it being included in a Service Event record in TMA Central and then it is combined with the clients demographic data and compiled into the MDS or ICTDS transmission Understanding this train of events makes it easier to use the available tools to troubleshoot service event shortfalls or errors Sending the MDS Export file Once you have saved your MDSExport xml NSW or MDSExport csv National file you can send it by attaching it to an email addressed to your MDS Repository The address can vary from state to state You don t have to put a message in the email but you could put your services name in the subject line The file attached contains information on the sender and identifies the computer program that produced the file In NSW there is a new address mds dhs nsw gov au 94 Page rMA Wsortwanre How to Send the ICTDS This section covers the prerequisites and settings necessary to sending the ICTDS Integrated C
36. to be verified Firstly select the date of the Journey then highlight the Journey itself the client trips belonging to the journey appear in the bottom half of the page Next ensure the data in the program reflects what actually occurred for this journey Make any necessary changes to the client trip information bottom half of the page This can include entering a new client trip deleting a trip changing the Status of a client trip if Cancelled Unmet entering appropriate code in the field next to Status when an appropriate selection has occurred or Transferred To make changes to a client s transport either double click on the client or highlight the client and click on Change along the bottom half of the page You are able to make changes to the vehicle driver etc by clicking on the Change button along the bottom of the first half of the page To delete a Journey highlight the appropriate journey then click on the Delete button along the button line at the bottom of the top half of the page If you choose to delete a journey all client trips allocated to the journey will also be deleted You can make changes to any Journey or Trip whether it has been verified or not as long as the MDS has not already been submitted for that period If you re verify a record that has already been transferred to TMA Central but the MDS has not been sent you can run the Transfer Service Events to TMA Central to update the records 48 P
37. to the Payer Apptmnt Time The time of the clients appointment if applicable Duration The expected duration of their appointment Kms Expected Kms for the booking Recd Amount received for the booking Entered after the event or by Trips OBV Receipt Number of the receipt for this account This number is manually entered and should match your receipt or invoice number from your accounting system Client Alert This is an additional text alert displayed in red When it is entered in the client record it displays the booking and trip records Confirmed Check Box If this is ticked a green tick will be displayed in the C column in the bookings screen Taxi Fare Card Issued Check Box This check box enables you to record if a Taxi Fare Card has been issued for this booking 33 Page rMA Wsortware Support Rating Tab Shows the support rating of the client The default support rating is set in the client record This tab informs you of the transport requirements of the client The support rating can be modified for a particular trip without affecting the default Comment You can input a comment that may be displayed on the driver s run list or OBV unit lf a comment is entered into a clients record it will be transferred to the booking record on client lookup 34 1Page rMA Wsortware Allocations Transport gt Allocations This window will display your allocation information It will allow you to assign book
38. will sort them in Ascending or Descending order NBeearedstatu Drver Name TC carrier Teaver vehicle ous code seating zone Wen Number Destination Friday s _ ae ceeereeenell ennrerererenernnsl 9 00 Future Driver Andrews S ON WEDSHOP 3 79 13 79 Future Smith Fred TMA4S6 20 0 0 0 Yes Journey Number Destination Insert Change Delete e All Today Bus List J Copy Fwd Print Run List Order Journeys 12 By Times Sequence or Names Insert Delete Print All Import Copy Print Run Journey Journey Journey Today Bus List Forward List 41 Page rma Wsortwanre Time Level From Time Seats Taken on Journey Ly hey ee 15 12 11 16 12 11 17 12 11 16 12 11 19 12 11 20 12 11 21 12 11 22 12 11 23 12 11 24 12 11 25 12 11 26 12 11 27 12 11 26 12 11 29 12 11 30 12 11 31 12 11 01 12 2 01 12 3 01 12 4 01 12 5 01 12 6 01 12 7 01 12 6 01 12 9 01 12 10 01 12 11 01 12 12 01 12 13 01 12 15 00 0 Future Refresh Screen Test Monica L HPickup Sq status ClientName e LPL OJ C Pickup From e rcp Destination U Dr Test 64 Example St Exampletown 0 00 U3 39 Test Street Testville Insert Trip G Change Trip C Delete i Send Jobs Delete Send Jobs see page 117 These functions can also be a
39. 6 Castlerea 4 I Insert a Change Delete Insert gt ecor Change Crew Delete Crew Training Record Record Records Kit Issued Close Records Window 56 Page rma Wsortware Insert or Changing a Crew Record When you have entered the Crew Member s basic details and have selected what type of Crew member they are click on Qualifications to enter license details See window below lf a Crew Member uses their own vehicle and you give them OwnV status you can then enter the details of their vehicle lt Changing a CREW Record E3 Changing a CREW Record E3 Driver Qualifications License Number e a l Licence Class O Surname i Given Mame a License Expiry Eee Reference Police Check Pref Name Last Medical C Net Medical Street Driver Authorisatio Police Check First Aid Certificate CPR Certificate Exited Yellow indicates Expiry Dates Confact Name M volunteer s Vehicle c ntact Phon Number Plate Registration Expirf Car Make Email Address Car Description DoB Joined Date Exited Date Max Passengers 0 Vehicle Insurance Insurance Expiy Distance Times Costings Hours Rate 0 00 Kilom Ratej 0 00 i To enter information against the Crew Member in the Text section simply click on Text and enter the appropriate information You are able to make changes and updates in this section when required lf a Crew
40. Floating Menu then opening another menu and hold CTRL and left click on the menu item you would like to add to your floating menu For example if would like to add Bookings to my floating menu would Open the File menu then Left Click on Floating Menu then would open Transport and hold CTRL and Left Click on Bookings This will add Bookings to the Floating Menu This process can be followed with other menu items including Run Lists and Report Sections to build your own Floating Menu The Floating Menu can also be positioned as you see fit by Left Click and holding on the Tearoff window title To remove an item from the Floating Menu Right Click on it and select Delete Tearoff ES Accounts Allocations Bookings Default with FundType New Journeys Register verify Refresh All Clients This will refresh all client information in Trips Enterprise by checking the client information against the TMA Central database This is different to Client Update as it will give you the option to delete client information from Trips Enterprise that is no longer in TMA Central CAUTION Deleting a Client from Trips Enterprise will also remove their service history If the funding type is blank it will reset it to HAC If the Client Class is empty it will assign a class based on age under 60 YDA and over 60 FRA Exit Closes Trips Enterprise Edit Cut Cuts the selected text to the clipboard computer memory Shortcut key CTRL
41. I 11 00 Choi Dr Alice Shop 5 29 Eldon StF 26 10 11 Verifd 14 00 HAC Choi Dr Alice Shop 5 29 Eldon St PITT 0 00 Azmir 6a Shopping Centre King Rd 26 10 11 Verifd 9 00 HAC U3 39 Lennox Street RICHMOND 10 00 Charteris Dr Mark 257 Annangrove 26 10 11 Verifd 15 00 HAC Charteris Dr Mark 257 Annangrove Rof 15 30 U3 39 Lennox Street RICHMOND 26 10 11 Verifd 10 30 HAC Azmir 6a Shopping Centre King Rd WT 11 00 Choi Dr Alice Shop 5 29 Eldon StF 28 10 11 Verifd 14 00 HAC Choi Dr Alice Shop 5 29 Eldon St PITT 0 00 Azmir 6a Shopping Centre King Rd 25 11 11 Verifd 15 00 HAC Dr Test 64 Example St Exampletown 0 00 U3 39 Test Street Testville 1 Month Trips Records above Bookings below 25 11 11 9 00 U3 39 Test Street Testville 0 00 Dr Test 64 Example St Exampletown At the bottom of the screen it shows a list of current bookings if any 79 1Page rma sortwanre THE PROGRAM DOES NOT ALLOW A CLIENT TO BE DELETED To remove a client from the current list open the client record click on the Extra tab and fill in the Exit Date field On pressing OK the client will be transferred to the Exited list To restore a client to the Current list simply remove the exit date THE PROGRAM WILL NOT ALLOW YOU TO ENTER A NEW CLIENT All new clients need to be entered into TMA Central then transferred to the Client Browse in
42. OW 2011 14 44 CTI5S Mitsubishi Rosa Kathleen Terry now ready PRIORAT Acknowledged 23 NOW 2011 10 55 Ed CT155 A 3637 gA Job 24385 has been started SY OK SS Acknowledged 23 NOW 2011 07 50 CT166 Mitsubishi Rosa S OBV Unit startup completed FEE Acknowledged 23 NOV 2011 07 49 CT166 Jie 2637 ga OBY Unit is shutting down e OKs Acknowledged 23 NOV 2011 07 49 C7188 Mitsuibishi Rosa Vehicles CT186 2637 DEMO Virtual Vehicle For Testing OBVDEMO 3 2670 Message History Response to Message Status Message Delete Vehicle Change Vehicle New Edit Cancel Insert Message Message Message Vehicle ide Units NaN amp ctive Today Global St ii Insert change E Delete od New Edit Cancel Show Messages Forf 23 11 2011 2 T Hide OBY Unit Messages artup S Message amp Gtobet Retresn Gateway is onune i Be l AN Refresh Screen Gateway Status Date Selection Hide OBV System Messages 821Page rma W sortwane i aah i spaners GPS Status Unit Identifier GPS Current Build R T P Silver Ford Transit Bus ommunication DEMO fee 2450 Trips OBV Status BA3IQG Blue Ford Version gt gt DEMO wh 2450 Unit ID BEOSO Kia Carnival A DEMOS fob 2450 Hide Any Vehicles Units Not Active Today Hide Units Not Active Today aa Insert D Change amp Delete Insert Change Delete Vehicle Vehicle Vehicle
43. Page rma W sortware Changing format of transmitted data Lead Send Jobs The report Template field provides Run List format and Taxi Format General Report Template Run List mm lf you wish you can create your own Run List Las B formats by pressing the dotted button to the right of aoa Times B the Report Template heading An example is rei available called Trips Remote Style 1 sa aia hala Batch Select Carrier Make sure you dont delete the existing default Speer inet templates as you may need them in the future Batch Select Driver NN There is also a drop box that allows you to sort the run list by time order by sequence number order 8 cancel and by name order Usually the default run lists are adequate Prerequisites a In order for Send Jobs to work there has to be a folder called emailed under the Trips Enterprise folder sometimes called TripsEnt or TripsEnterprise Get your IT to add this folder for you E g TMA TripsEnterprise emailed b In order to use Send Jobs you have to set up a connection between TMA Central and Trips Enterprise and the Internet This connection is set up in TMA Central and once set up it allows i direct emailing of MDS amp ICTDS reports from TMA Central li sending of TMA Central client records in NSW HADS format to other services lil direct emailing from Send Jobs in Trips Enterprise Note In so
44. Too Early Service Full with solution Too Late YVith solution Insert _ change Delete The Unmet Codes List provides information when the service has been unable to provide transport Inserting this information allows you to provide statistics to DADHC for the Unmet Need in your service It is recommended you don t change the Unmet codes in case Unmet statistics are required state wide 77 Page rma W sortware Client Browse Data Files gt Client Browse The Client Browse window offers three ways at looking at the client list Firstly you have a list of the Current Clients the second button along allows you to access the Exited clients and the third button along allows All Clients includes Current and Exited to be displayed All Clients accessing the service should be displayed in this browse amp Browse the Clients File me xi Current Client Num 39 2 Ainsworth James Edward 76 Faremont Avenue Blaxland 02 47640000 a Antler Miss Doreen 134 Great Western Highway Wal Needs help from door Oi Baldrick Allen 92 Paramoor Street Valley Heigh 02 4751 9822 amp Barrack Mr Leslie Charle 132 Great Western Hwy Mt River 02 4739 8922 Black Horace 5 Lester Avenue Leura 02 4784 9965 Chester Mr Ivan 16 Larch Ave Katoomba 02 4782 7772 amp Cortina Mrs Marcia 86 Ferntree Avenue Katoomba 02 4759 8808 amp Dace Mrs Eleanor 11 Valiant Crescent Mt Riverview 02 4739 4545 Dreadwo
45. Trips Enterprise User Guide 1 Page 2 Page rma Y sortwane Complete Community Transport Solwtions Table of Contents FOE OV ON ssc ctsstect ects ctg E gen ee tects eipetseew eeeeee neue sewas 5 SONCU R Y cee ee ee Se E E ne eee 6 Welcome to Trips Enterprise ccccccccsecccseeceeeeeeeeceeeceeeeneeeseeeseueeneeeseeeseeeess 7 EGC INS Cr MIO AOU ratte sceciecet tet tacet a E E A E tetas 8 Main Menu Breakdown c ccccscccssccnsecenesensecnseeeneeeneeonsecesseonseonsenenssenseonseoeessoaes 9 FNS cece cent eae E E E EEE E EE AEA EAA E A 9 FU AEE E EE EEE AEAEE EEE EE EEE T 10 Data Files n nnannannannannannannanranrnnrrrrarrarrnrrnrrnrrnrrnrrnrrarrnrrnrrurrnrrneruernerarrnernernernernernernernerner 11 ERCUDI I E eea E E E S 13 TE ASPON eaaa E ee eee E 14 PON LIS a E E E EE E ES E E E ES 15 RODO aa E E dan uEna ae eRme nen 16 ice Cee ee eT eT rT rT rT rrr 17 AALS Oie EEEE ETATE T TATATATA TETTETETT ATT 18 E O E E E EE A EE EE E E eee ea E ea EE E A A ee ee 18 Control Settings ccssseccenseccseseecenseecenseecaseecensecoesseconsseeonsseoosseoonsseooaseesonssssoaes 19 FPOe DOTAN sienna anaa EERE AEEA EERE ENERE 19 AIO Dal DEAU enen iai EEEE EEE E o ESE a EE Ri e Ea ai EE ea E cxonecte 20 Bookings and AllOCAtIONS cccceccceecceeeeeeceeeeeeeceeeceeeeeeeseueeeueeeeseueseeeeeteeesseeteeeseeeneees 21 MO DEUS e ee ee ee eee 22 POVANCCO canons cnsn ction cnsen ons aatensan E aad cun 23 PTE SO CS es
46. Trips Enterprise by clicking on Client Update on the Trips Enterprise menu amp Browse the Clients File Mel E3 Current Client Num 39 Client Name Address Phone comment a Z Ainsworth James Edward 78 Faremont Avenue Blaxland 02 4784 0000 6 Antler Miss Doreen 134 Great Western Highway YYat Needs help from door Oi 2 Baldrick Allen 92 Paramoor Street Valley Heigh 02 4751 9622 8 Barrack Mr Leslie Charle 132 Great Western Hwy Mt Riven 02 4739 8922 Black Horace 5 Lester Avenue Leura 02 47649965 8 Chester Mr Ivan 16 Larch Awe Katoomba 02 4782 7772 amp Cortina Mrs Marcia 66 Ferntree Avenue Katoomba 02 4759 6606 amp Dace Mrs Eleanor 11 Valiant Crescent Mt Riverviews 02 4739 4545 Dreadworth Mr Joseph 94 Cistine Street Katoomba 02 4782 0202 4 Dustmere Mrs Angela 65 Pathfinder St WVarrimoo 4753 9933 2 Evans Mrs Mary Anne 145 Laramie Rd Wentworth Falls 02 4757 0922 3 Everleigh Mr Arnold 131 Richard St Wentworth Falls 02 4753 1123 Fairweather Mrs Louise 64 Frank Street Katoomba 02 4762 6692 3 Fannon Mrs Julie Maree 5 Abbotsford Road Katoomba 02 4782 5739 Farrangley Ms Lizzie 13 Andrew Street Katoomba 02 4762 3183 Need hoist for wheelchai alasa Mr ponny 88 Mighty Rd Blackheath 02 4787 2222 46 McPherson Street Hazelbrook 02 4756 8213 3 Galadrial Mrs Tenner 45 Lissome Street Glenbrook 02 4739 3986 B Hurlinson Marcus 143 Magpie Crescent WYentworth02 4757 6923 8 Johanson Mrs Wilmer 44 Arm
47. X Copy Copies the selected text to the clipboard computer memory Shortcut key CTRL C Paste Pastes the text from the computer memory into the selected field Shortcut key CTRL V Example want to copy a comment field from one Trip to another can highlight the selected text either by holding Left Click on the mouse and dragging over the selected text or pressing CTRL A to select all then pressing CTRL C to copy the text Then open the target comment field Left Click in the box and pressing CTRL V to paste 10 Page rma Wsortware Data Files lt a Trips Enterprise v 9 161 2 TMA Tes File Edit Data Files 3 Client Update Clients Browse CT A Bus Codes Crew Crew Training Topics Destinations Funding Types ee Locations Payers vehicles D gencies Unmet Cancelled Trips CT Control Settings Sm OBY Control Clients Browse Opens the Browse the Clients File window This is where you can view and modify Client details Bus Codes Opens the Browse Bus Codes This is where you can view insert or modify Bus Codes Crew Opens the Browse the Crew File window This is where you can view insert or modify your Crew records Crew Training Topics Opens the Browse the CrewTraining Topics window This is where you can view insert or modify your Crew Training Topics Destinations Opens the Browse Destination Pickup From Places window This is where you can view insert o
48. X Cut CTRL V Paste F5 Refresh Allocations Window CTRL Minus Back One Day CTRL Plus Forward One Day CTRL ALT V Verify All Today CTRL ALT J Pre Verify All Journeys for Today Bookings Window CTRL Minus Back One Day CTRL Plus Forward One Day CTRL ALT A Print All for Today CTRL ALT S Print Selected Journey Register Window CTRL ALT V Verify All Today 6 Page rMA Wsortwanre Welcome to Trips Enterprise mja I EO AS gala This is the first screen you will see when you open Trips Enterprise It will prompt you to enter a username and password the default username is admin and the default password is admin Additional users can be setup in TMA Central in the Staff section If you left click on Options it will display some additional settings as below A User Login O A Trips Enterprise Login User Name Admin Password iii Options W Remember User Name W Remember Password F Auto Login lf you want to enable Auto Login please login first to ensure you have the right username and password then close and reopen Trips then enable Auto Login 7I Page rma sorrtwanre Complete Community Transport Solutions License Information Product Trips Enterprise Licensed to Andrew Sturt TMASoftware Serial No 10002 Copies 2 Level Enterprise Expiry Date 31 July 2012 User Admin Level Manager Saturday November 26 2011 2 32 06PM After you login in the botto
49. age rMA Wsortwanre Check the top section of the page reviewing your information ensuring data is entered correctly To review this information highlight appropriate journey double click or select change for the information to appear D Insert Change Delete Mave Clients Copy Week ed Close Ensure all clients have been entered with correct information in the lower half of the page If changes or additional information are required for a client highlight the client then either double click or click on the change button below the client list Review all data entered making the appropriate changes were applicable For example if a client for this particular trip travelled using another source of funding other than shown you are able to make the changes in the fields Class Funding Type and the Payer lf a client changed the purpose of their trip you are able to change the preferred purpose If a client has travel 2 ways and not 1 way you are also able to make changes reflecting their transport Enter their kms travelled hours taken to provide their transport and monies received thus providing a service with reports for specific funding bodies e g Health Dept and Veteran Affairs TRIPS form Booking 28208 for FRI 25 11 11 Entered 25 11 11 at 14 10 Client Test Monica Class HMIE Phone 4578 2717 l 25 11 11 14 10 Profile HME Payer HLS EAA Far wepsHop Client Name Test Monica
50. am is new are Fay Browse Profile Records The function of the items above has Profil l s largely been replaced by the MDS Code Description You may continue to use the choices ABTS Aboriginal or Torres Strait Is above or delete and add items in order to modify the Profile lookup list HIGH High Need Client the system for your own purposes ISOL Isolated See example below D Browse Profile Records Pel ES Profile Community Access Funded Community access Hire Customer Service Community TransportIsolated Non Hacc Medicals Cancer Care Non Hacc Medicals DVA Non Hacc Medicals Health Non Hacc Medicals Insurance Non Hacc Vehicle Maintenance Insert Delete Z Adding a CLIENT PROFILE Record Insert a Client Profile Record Code fi Description 731Page rma W sortrwane Using the Profile Field for Additional Statistics Firstly you need to ascertain that you don t need to use the Profile field in the Clients and Trips forms for its original purpose The original reason for this field was that HACC required statistics on the numbers of clients for the categories in the screen shot below Making the Lookup List From the Main Menu Data Files Trips CT Profile To our knowledge HACC has not requested these reports since the Minimum Data Set was implemented Some Community Transport services are still using this list while others are using the Profile field for their own purp
51. are organisations that pay your service to transport people Payer codes are used to print billing sheets or invoices for these organisations Select Data Files than select Payers The browse page file below will appear To enter a new payer select Insert along the bottom of the page Adding a payer record file will display Browse Records FTfej E3 Payer Code Name Phone Street Suburb HET Community Acc ss Hire HEALTH Non HACC Meficals Health HHS HACC High Support Insert change Delete Close The Payer Code your first field you need Record Will Be Added to fill in Abbreviate the name of the payer to something easily Payer ID recognisable and enter Tab down the other PEDIA fields and fill in the Address appropriate information Town for each field and then click on OK Repeat beara this process for each BIORE payer you have for Contact your service Each new payer record will wo display in the payer browse file If an individual is paying for their own transport use the Send Account facility in the Client record This information will allow you to create reports for accounting purposes and also assist drivers as to who pays for the transport when collecting contributions 64lPage rma sorrware Vehicles Data Files gt Vehicles Enter all vehicles owned hired or volunteered by your service in this section Browse Yehicles Current
52. at CTP and HRT do not have Funding IDs In order to send the ICTDS the numbers have to be filled in Where you have a contract with Ministry of Transport CTP and or AAS or the Department of Health HRT then the contract numbers should be on the contract documents otherwise call and get the numbers from MoT or DoH 96 Page TM a Wsortwane Note DVA is included as a Funding Source simply to save a lot of coding work if DVA decide to be included in the ICTDS There is currently no capability to transmit data to DVA from TMA Central We are now going to open the CTP record to check it and edit it if necessary The Funding Source form obtained by opening by double clicking the CTP record is displayed below E Update Control Settings lo amp ss Project Identity Multi Service Configuration Settings Paga r Service Name and Funding Source Details r Email Settings H 1 Transport 9 Funding Source Program Configuration erica Kiarn Transport DYA Veteran Affairs Transport HAC 11749 HACC Pensioner Trial a Legal Name HAT Health Related Transport Harvie Commins ap Transport Inc 38 Change Funding Source Funding ID General Service Name Transport Manual Provider Legal Name Maryville Community TransportIne Manual Funding ID Funding Type CTP HELF Select an item in the tree on the left and either double click to change or mouse right click to
53. atage Pl WWinmalee 02 4754 3264 4 Filter Export Transport Query Reset Delete To edit a client s record whether old or new highlight the record and click on the change button Alternately double click on the record A CLIENT CANNOT BE ENTERED FOR A TRIP IN NEW JOURNEYS UNLESS THEY ARE IN THE CURRENT LIST 801Page rma Y sorrware OBV Control Data Files gt OBV Control The OBV Control screen allows you to access all of the OBV features of Trips Enterprise including adding or removing vehicles unit status sending messages and viewing the unit location Trios OBV acts as an electronic run sheet for the driver all the information collected including pickup and drop off times kilometres and money collected will automatically be recorded in the Journey and Trips records in Trips Enterprise This eliminates the need to type all of the information from a handwritten run sheet into Trips Enterprise 811Page rma sortwanre Ob Control OF x J i DA la Unit Messaging unit Status Unit Location Data Usage Vehicle Z CT155 Mitsubishi Rosa Unit Identifier GPS Current Build Last known contact with this unit 2 DEC 2011 at 14 40 08 BPD394 New Ford Transit People on Board 0 of 20 seats BPD39A i 2637 BTX57B oan 2637 Aa Job 24385 has been completed Driver received 54 00 uted 8 4 Batata Acknowledged 23 N
54. ation click on Data Entry then select Destinations The All Destinations list will display If you flag it as medical destination it will appear and can be printed in a separate list for medical destinations only while remaining on the All Destination list To flag as a medical destination click in the small Medical Flag box New Pickup From Destination Place Medical Flag Destination Address Suburb Post Code 0 ZonefO Phone Eoo Map Ref AccessWarning Enter all details in the fields provided Once entered click OK and the new destination will appear in the Destination Browse File 61 Page rma sortrware Locations Data Files gt Locations The Browse Suburbs amp Towns window will appear when you want to add a suburb or town location to a Destination entry It also appears when you want to add a suburb or town to a Client record in TMA Central The idea is to make a list of the suburbs and towns that you use in your area because most people don t want to look up the Australian Postcode list with 16 440 items Z Browse Suburbs Towns Ed Suburb Town 41 Mine Settlement ft ee 3723 VIC 2046 NS 2753 NSW 4677 QLD 2156 NSW 5413 SA 2665 NSW 4207 OLD 2207 NSW 2536 NSW 2795 NSW 2153 NS 2153 NS 2765 NSA 2765 NSA 2758 NSA Insert Delete O ooo oqoqocdcqoo OOOO amp Close To enter a new suburb
55. ave button 14 Locate the file in the folder where you saved it and open it in Excel 15 Delete the columns you don t need to print out 16 Make Totals for quantity columns if you need them 17 Print the file 87 1Page rMA Wsortwanre Active Client Reporting Trips Enterprise the Active Client feature PE tools window Help has been modified so that as well as Clients printing a report of active clients you Active Clients A 1 Make Active Clients File can create and save the result as a CSV Hri Am 2 Active Clients Reports file spreadsheet You can then open the accounts T CSV file using Microsoft Excel Statistics 2 Active Clients Spreadsheet User Defined Once you have done 1 Make Active Clients File then you can then do 2 Active Clients Reports or 2 Active Clients Spreadsheet or both The list of clients created by step 1 remains until you or another person on the network re runs step 1 or until Trips is closed The beauty of this is that you have two levels of drill down to get the data you want Once you have set the parameters and produced your Active Client spreadsheet you can use Excel to further refine the data You can be a data mining expert The spread sheet is in the same format as is used in the Simple Export spreadsheet Tools Export Data to CSV Simple Export It saves into your Export directory as ActiveClients csv It may be displayed as ActiveClients
56. ccessed by Right Clicking in either section 42 Page rma Wsortwane Add Return Move Clients Add Return Trip Move Clients Left Click and drag the Trip s on the left to the selected Journey on the right Move Clients Selected Journey Summary Drag and Drop Client Trips Select Destination No 13790 25 11 11 Bannergie Dr No 13795 25711711 WEDSHOP Driver Andrew AW31LF HJ Smith Fred Client Name Plols PkupjAppt Comment Pickup From Destination Client Name Pols Pickuj Drop Comment Pickup From Destination a Test Monica LjU Fj15 00 0 00 Dr Test 64 ExampleU3 39 Test Street Testville Bouwman Wickie AL U F 0 00 0 00 Mobile 0431 gt Drag and drop from left to right or right to left User Admin Level Manager Sunday November 27 2011 3 09 00PM 43 1Page rma Y sortrwane plet om j t ansf t S ut 5 You can also drag clients from the right to the left NEW Journey Form gt NEW JOURNEY Form Record Will Be Added X Crew Taxi amp Unknown RunList Notes Date 25 11 11 Emailed Status Future Carrier E g BusCode I Taxi Vouchers Payer T Fixed Charge Driver O Wehicle is Full Wehicle Modfj Seats 0 Wehairif O Stretcher 0 Destination 20l iC lt C lt lt 37 3 X CO Pal Fixed Fare 0 00 Destination Zone Departure Return Breaks Other Outgo 0 00 M
57. ch as if you have a client s phone number but do not know who the client is you simply click on the filter button enter the phone number in the filter field and providing the clients phone number had been previously entered the client will appear on the filter list You can also use the filter when checking errors or rejections on the MDS send report Simply enter the MDS Letters of Name from the MDS report in the filter option and the client who had the error or rejection against them will be found in the filter list Enter Filter String ON X Filter String 78 Page rma W sortware Transport button The Transport button allows you to quickly look at transport or bookings a client has made or received in a one month three month or twelve month period You can also enter an alternate date from if you wish You simply highlight the appropriate client then click on the Transport button A list will display with three buttons along the time for one three or twelve months You simply click on the required button and the client s transport they have received will be displayed Bookings and Trips since 27 10 11 for Test Monica 27 10 2011 BB95SE 26 10 11 Verifd 9 00 HAC U3 39 Lennox Street RICHMOND 10 00 Charteris Dr Mark 257 Annangrove 26 10 11 Verifd 15 00 HAC Charteris Dr Mark 257 Annangrove Ro 15 30 U3 39 Lennox Street RICHMOND 26 10 11 Verifd 10 30 HAC Azmir 6a Shopping Centre King Rd W
58. ckbox Send matching HACC ID s on the right This will include all of the TMA Programs with that HACC MDS ID in the one Transmission Note If you wish to send separate MDS transmissions for services that share a HACC MDS ID then you will have to ensure you give each transmission a unique File Portion Number If you don t provide unique File Portion Numbers then later transmissions sent will overwrite delete and replace previous transmissions for that HACC MDS ID See Other Options in the picture above 7 Click the Next button The Step 2 Processing page of the wizard not shown here is just for your information Click Next again Note You may close the wizard at any stage without losing client MDS information 8 When the processing is complete this window appears 911Page rMA Wsortwanre The preview button allows you to see a list of the client s records that are valid for MDS export and another list showing client s records that are not validated for MDS export See next section a7 Export Wizard I NSW step 3 MDS Export Is Ready to Send Export Preview Total Clients Exported 6 Use the preview button to generate reports and queries on the data so you can see exactly what data is being produced send Export Use the Save button to save the results to a suitable location and send manually Use the Email button to send the results directly using a
59. cs the following reports are specifically designed for checking errors with Trips Records FNDP FNDD and XFNP In Trips Enterprise the best method of confirming that your trip records will end up being sent is by the use of Trips Query Tip If you open Trips Query and select the date range of the MDS Quarter then click on the column header for Mode it will sort the records into mode alphabetical order Any blank modes will appear at the top of the list For the trips records with blank modes record the journey number and date visible at the top of the screen when that trip record is highlighted You can then find the journeys in the Register Verify window fix the mode and then re verify Note Trips Mode 1 or 2 way and Trips Purpose are actually only included in the NSW MDS and ICTDS However Trips has always provided more information for your use than the MDS requires so it is a good idea for non NSW Trips users to record all of these values regardless 102 Page rMA Wsortwanre How to Record Other Service Events in Trips Create New Job 1 Open Trips 2 Transport Menu gt New Journeys amp Trips Enterprise v9 161 2 File Edit Data Files gt Client Update Transport Run Lists ewer Tools Window Help in mg lal Qo Os SS re ee ere Pickup SqjStatus ClienfName P CiPickupFrom Drop Destination Commet S Seats Taken 0 a Browsing R ecords User Admin Level
60. d or travel to and from the service and Trips doesn t need an hourly rate or a kilometer rate in the Crew record for these In the case of Pvol or WgDr the cost of the vehicle is shown in the Vehilce Cost per Km in the Journey Kiloms box in the Costings page of the Finalise Journey form The Vehilce Cost per Km field in this section gets its value from the Cost per Km field in the Vehicle form but can be overwritten manually The Defaults Stats section allows you to enter Trip Purpose etc for a group journey This is generally not used but is available for groups who may all be attending a social outing or on a shopping run Tick the Use Default Stats checkbox M Default Stats gt L Way 2 Way q Individual Group C iWay C 2 Ways f Individual Group Purpose DayCae 0 Social O ShopAces 0 Hospital f 0 GP Spec 0 CmipHth 0 Other oO Nominally Funded az oO Locale or LGA Save without Yerifying O Eit Enter the stats by using the 1 way 2 way Individual Group choices and the Trip Purpose drop box When completed click on Costings for the final verification step 53 Page rMA W sortware The final step in verification is processed on this page The Kilometres you entered on the General page now appear under the Kiloms as does Vehicle Cost per klm as does the Crew cost Enter any other outgoing monies and monies received from all the
61. e a cc Non Hace indigenous Status Meme the Validate MDS button MDS CTDS Consent for a single record Country Of Birth Chent ls Current many Austral l This shows the bottom left Unknown Chent Main Language English of the TMA Central Client SEEE form Kil Validate MDS MDS Field Validation Success There is also a process that will go through all client records and check that they validate From the main menu select Tools Repair Utilities Validate MDS Complete In Trips for a trip record to be sent in the MDS ICTDS it must a have the correct funding Type e g HAC for sending the MDS to HACC CTP for NSW Transport and HRT for NSW Health b include the Mode of Transport Ensure the vehicle has the mode set c have Individual or Group selected d have 1 way or 2 way selected e have a valid purpose NonHACC is not a valid purpose for MDS f be Verified Tip When you fix a wrong or blank mode in a journey record you must re verify the journey record for the correct mode to be included in the trips records attached to that journey When exporting MDS data from Trips to TMA Central where it comes up with the MDS ICTDS Transfer Wizard you can select the Clients with Invalid Trips tab You can then check the mode column for completeness for each client You can also spot other errors using this feature 101 Page rMA Wsortwanre From Trips Enterprise Main Menu Reports Statisti
62. e If the toolbar under the amp Export Wizard amp menu line isn t visible on the NSW Step 1 Sending Service Details opening screen of TMA Export Specify Year Quarter Date Range Advanced Central it is because you are Collection Year 21 Star Date JEDA running a screen resolution of Collection QuarteQ2 Apr June v End Date JMS 800x600 In this case select Destination Organisation Other Options Tools MDS Export from the HACC MoT DoH J Send matching HACC IDs main menu D a 3 The wizard will probably have L SESS Note Transmission Numbe selected the correct year and ec quarter for you lf not manually change the Collection Year and or Collection Quarter Enable Debug Output K Close 4 Ensure HAC is selected in the Destination Organisation box Note Some services have more than one HACC funding contract These should have been entered in TMA Centrals Settings window with their appropriate contract numbers Other services have more than one TMA program that record MDS data for the same HACC contract number The HACC Contract number is also called the HACC MDS ID 5 If you have more than one HACC funding contract then select the one for which you wish to send the MDS at this time 6 If you have several TMA programs that record MDS data for the same HACC MDS ID select one of the Destination Organisations with that HACC MDS ID then tick the che
63. e day of running this process are refreshed For example if a Client s address changes you can run the Client Name Update to automatically update their address in future Bookings and Trips and in the Bus Lists Admin gt Processes gt Change Dependency Value If you use the support rating tool you may wish to change the names given to the various levels of support You can do so using this tool Admin gt Related Locations Unused at this time 17 Page tm a W sortware Window File Edit Data Files E Client Update Transport Run Lists Reports Tools yee Help vV Enable Alternate window manager Tile Cascade Arrange Icons vV 1 Bookings Window Enable Alternate window manager This menu item should always be ticked If you have a build up of the close minimise and maximise windows buttons check to make sure this item is ticked Tile Cascade and Arrange Icons Not used This menu will also list all other windows you have open You can change to an open window by Left Clicking on it in this menu Help File Edit Data Files Client Update Transport Run Lists Reports Tools Window Help B g Register Product 2 Colour Legend Keyboard Shortcuts amp About Trips Web Update Web Update This will update your program via the internet DO NOT run this unless instructed by TMA or your IT support Register Product This is where you can enter your license registration code If you
64. e data accuracy Browse Destination Pickup From Places 140 142 Henry St PENRITH 0 131 797 6a Shopping Centre King Rd WILBERFORCE 2756 4575 1604 Baker Dr J 29 57 Station St PENRITH 2750 Bandaire Dr Deiter 78 Derby St PENRITH 0 Bannergie Dr Marsden Rd PARRAMATTA 2150 Baulkham Hills Private Hospita 499 Windsor Road BAULKHAM HILLS 2153 9639 3333 Benjamin Dr B town Eye Hospital Hereward Highway BLACKTOVWN Better Health Medical Centre 76 76 Lennox St East Market St RICHMOND 2753 4578 8080 Bhandari Dr 78 Derby Street PENRITH 0 4722 3303 Blacktown Eye Specialist Dr Ar Hereward Highway BLACKTOVWN 2146 9622 7667 Blacktown Hearing Centre 1 Grafton Street BLACKTOWIN 2148 Blacktown Hospital Cnr Blacktown Rd amp Marcel Cres BLACKTOVVN 2148 96618000 Blacktown Hospital Dialysis Marcel Cres BLACKTOVVN 0 9881 8330 Blacktown Specialist Centre 30 Campbell St BLACKTOVVN 2146 Bligh Park Family Practice Shop 10 Bligh Park Shopping Centre BLIGH PARK 27 4572 7222 Bligh Park Neighbourhood Centr Sirius Rd Behind Shopping Centre BLIGH PARK 2 45725898 Bourke Cara Podiatrist 274 George St WINDSOR 2756 4577 5512 Breast Screen Blacktown Westpoint 4th Floor Patrick St BLACKTOVVN 0 NO FORD TRANSI Breast Screen Parramatta 158 Marsden Street PARRAMATTA 0 9843 3279 Breast Screen Richmond Windsor Street RICHMOND 0 9843 3279 Campbell Dr Julie 109 Lennox St RICHMOND 2753 4578 3488 Fitter Insert Delete To create a new destin
65. e to your My Documents folder and select the clients csv file and Left Select Use an existing list and Left Click Browse Click OK 10 Left Click Next Arrange your labels 11 Left Click on Address block 12 Left Click on Match Fields 13 Use the drop down boxes to match the data fields from the client file and Left Click OK 14 Left Click Next Preview your labels 15 Left Click Next Complete the merge 16 Left Click Print to print your labels 116 Page rMA Wsortwanre Send Jobs Configuration and Usage Overview Send Jobs Driver function allows you to email run lists to your drivers called crew in Trips Send Jobs Carrier function allows you to email run lists to a Carrier A carrier is an external company or organisation such as a taxi company a minibus service or another community transport service Prerequisites and set up for using Send Jobs Send Jobs Driver Changing a CREW Record In the Crew Records under Data Files Crew you will find that there is a field for an email address This allows Send petauitiype Fjavamy pvo exited Jobs to send a job run list to the driver Basic Qualifications Text Janners Mr Fred i Surname Janners Given Name Frederick without you having to look up the driver s email address each time soci E p Street 22 Morland Rd Of course it is important to keep all town suburb fewa code 2750 Area UBM addresses including email address up to
66. ed thus identifying problems issues or statistics to support additional funding fs Cancelled Transport Codes lel E3 Cancelled DADHC Cancellatio aj GDR Cancelled at Door N Phoned to Cancel Until Further Noj _ v No Answer on Arrival v Phoned to Cancel 4 or More Days E Phoned to Cancel on Day Before Phoned to Cancel 2 3 Days Before Phoned to Cancel on Day y Cancelled by CT of Other Cancelled at door v Phoned to Cancel Until Further No No Answer on Arrival v Phoned to Cancel 4 or More Days E Phoned to Cancel on Day Before Phoned to Cancel 2 3 Days before Phoned to Cancel on Day Insert _change Delete The Cancellation Codes List provides information as to when a client has made the cancellation or has been a no show You will also be able to identify clients who cancel regularly or do not notify the service when transport is not required We recommend not entering additional codes even though you can When those cancellations ticked in the picture above are entered in the Trips record these Statistics will be included in the NSW MDS Cancellations can impact heavily on a services statistics See the Cancellation Code Browse displayed below To access these codes select Data Files than click on Cancellation Codes E Unmet Transport Codes fet xi Unmet BC es I Cost No Paid Staff Available Service Full No solution Too Late No solution No Volunteer Available Out of Area
67. ent Class PostCode LGA UY Carrier Code eal lt lt 2 CTO Reports CTO Reports is an add on program that goes with Trips Enterprise The reports CTO Reports produces are excellent Summaries of your verified transport activity They are valuable not just for Community Transport Organisation members reporting to CTO but also for reporting to your committee council or other auspicing body and for comparing productivity over the years To get the same data otherwise requires you to run a number of reports and then summarise the results into a soread sheet CTO Reports Tips and Techniques 1 You don t have CTO Reports Because it is a separate program it requires a separate shortcut to run it If you don t have a shortcut then you need to make one or get it made for you The program CTOReport exe is in the same folder as Trips Enterprise You can set up the shortcut with the following steps a Right mouse click on the Trips Shortcut b Left mouse click on Properties c Write down the path in the line labelled Start in then click on OK to close the shortcut d Use Windows Explorer to find your way to that folder then find CTOReport exe it may display as CTOReport e Right mouse click on it left mouse click on Send to then left mouse click Desktop If the above procedure is too hard to follow then get your IT person to set it up or call TMA Software 2 Tor
68. est Database File Edit DataFiles Client Update Transport RumLists Reports Tools Window Help MDS and ICTDS b Export Data to CS gt HRT Export Admin MDS and ICTDS gt MDS and ICTDS Reports Opens the Select Report window listing MDS and ICTDS centric reports Left Click on the desired report and Left Click Select Follow the prompts to generate the report Transfer Service Events to TMA Central Opens the Set Funding Export Dates window which allows you to select which quarter of information to send to TMA Central This step must be completed before submitting your MDS ICTDS in TMA Central Export Data to CSV gt Simple Export gt Database Table ie Clients This will export all of the information in the selected table to a csv open with Excel file in your My Documents folder Eg Selecting the Cients simple export will export all of the client information to your my documents folder in a file called Clients csv Export Data to CSV gt Designer Export This will open the Trips Data Export Window This window allows you to select which specific information you would like to export from the Trips Enterprise Database For advanced users HRT Export Only used for Health Related Transport statistics for Greater Southern Area Health Service in NSW Admin gt Client Name Update gt Bookings or Buses or Trips These in turn will refresh all Bookings Bus Lists and Trips records Only future Trips records from th
69. g and produce statistics for funding bodies To add a Funding Type Record open the Funding Type Browse and click the insert button The tick box Apply HACC MDS Rules is ticked for a Funding Type that should be reported using the Minimum Data Set MDS Apply HACC MDS Rules should also be ticked for implementing IC TDS Integrated Community Transport Data Set reporting in New South Wales 71 Page rMA Wsortware Crew Type Data Files gt Trips CT gt Crew Type Crew Type identifies whether a Crew Member is a Volunteer Wage Driver Carer and an Own Vehicle Volunteer etc You are able to enter additional Crew Types to Suit your service Pat AAE Rh SNS Insert Ownvehicle Own Pictvolntr Piol Delete YigDr WageDriver Insert a Crew Type Record 5 Close Adding a CREW TYPER E3 System Number Description Code 4 letters The classifications above are automatically entered into your program on installation Whilst you are able to enter additional Crew Types it is strongly advised you do not change the three above Driver re imbursement reports depend on the four letter codes entered with the Crew Type description 72 Page tm a Y sortware Profile Data Files gt Trips CT gt Profile You can optionally enter the Profile into each Client s record The Client Profile was Originally used to report to HACC on high need clients The default choices installed when the progr
70. h field individually or hold CTRL and Left Click select multiple fields Left Click Select when you have selected all the fields you need 114 Page tm a Y sortware 6 When you have selected all the data fields you want Left Click on Export to create the Excel file 7 After the export has finished it by default it will save the export to you my documents folder in this case clients csv it will also give you the option to Save As Open File Open Directory or Do Nothing You can also export data using the Trips Query function Once you have created a query and the screen has displayed your results simply click Export and choose either Excel to display the results in Excel or choose filename to save the results in an Excel file for later use 115 Page rMA Wsortwanre How to use Trips and Mail Merge in Word For this example we are creating labels but you could use this wizard to generate other types of documents as well 1 2 6 Open Trips Enterprise Go to Tools gt Export Data to CSV gt Simple Export gt Clients this will create a file called clients csv in your My Documents folder 3 Open Word 4 5 Select the type of Document on the right and Left Click Next Starting Go to Mailings gt Start Mail Merge gt Step by Step Mail Merge Wizard document Follow the prompts depending on the selected document type ie select label size in label options 7 Left click on Next Select recipients 8 9 Brows
71. ies assists in costing a journey and formulating information for specific reports Finalise JOURNEY Record Will Be Change EW General Castings Default Stats Notes aa E FTE Ee CATS GEE Cost Person s Name Event Status Crew Type Start Job Finish Job Hours Insert Change Delete Re Calc Kilometres Out of Pocket Destination Save without Yerifying 521Page tm a Y sortware Changing a CREW EVENT Record xX Driver Andrew 25 11711 Future r Journey 13 795 PY ol Primary Driver OOO Start Place O Finish Place 04 00 Hours Rate 5 00 125 Kilom Rate 1 00 000 Fullcost 145 00 How Trips Calculates Costing The Crew record window allows you to enter an hourly or kilometre rate of re embursement for each driver With Own Vehicle Volunteers OwnV you only need to enter these if they are in variance with the Vol Cost perKm field in the Control Settings If the Kilom Rate field in a OwnV Crew record is nil than the amount in the Vol Cost perKm field will be copied to the Crew Event form when you select the Driver for the Journey As OwnV drivers are driving their own vehicle the recording of the vehicle and driver costs to your service are recorded in the Crew Event form The total of these are transferred to the Journey record as Crew Costs Project Volunteer Pvol crew are often simply re emburesed for lunches an
72. in TMA Central and needs to be entered in Trips Enterprise when inserting a new client The client class for a client can be changed at any time lf your service requires a specific client class not listed in the Client Class Browse you can add additional client classes Click on Insert and enter the appropriate information in the provided fields then click on OK gt Browse Client Classification records Client Classification Codef Description oo O AAS Youth CAS Community Access Customer Service Community TransportyIsolated DAY CARE HACC High Support Private Hire HACC Low Support HACC Medicals Non Hacc Medicals Cancer Care Non Hacc Medical DVA Non Hacc Medicals Health Non Hacc Medicals Insurance Transport Disadvantaged Isolat Non Hacc Vehicle Mainenance Insert change Delete Insert a Client Adding a CLASSIFICATION Record Fim Ea Classification Record Code l Description 69 Page tm a W sortware Funding Types Data Files gt Funding Types Z gt Funding Types X Funding Type Codef FL Description RegionName a AAS M Youth Transport BRK BREAK if CAB YOUTH CABCHARGE i CAC TT Community 4qed Care Package CAS Community Access CBM Centre Based Meals cs Customer Service CTP M Community Transport Isolated DA Non Medical HAC V DADHE Funding HIR Private Hire HRT v Non HAAC Medicals Cancer Care NDY Non HACC Medicals DVA MHH Non Hacc Medicals
73. information Computer programs use languages that we as humans do not ordinarily use in our daily lives The Query Wizard interpreter allows questions to be asked in a language that both the user and the database will understand Each Query may consist of one or more questions logically connected with AND or and OR logical operator In order to complete a valid computer question Query Wizard must collect three components of information Field Operator and Value Given these three components Query Wizard will construct a meaningful question Field The Field is generally representative of information contained within the database for which the developer has made available The field is therefore considered the subject of the question or what you would like to learn about A few examples of fields would be Account Balance Last Name or Post Code Operator The Operator represents the comparison to be made between the Field and Value Due to the nature of the value operator selections for numbers are limited when compared to those for text For example the most common numeric operators are Greater Than Less Than or Equal To The nature of text operators allow for such comparisons as Contains and Begins With The Operation Selection guide discusses these issues in greater detail Value The Value will be compared via the operator to the field in your database The value entry is the way you wish to describe the subject field
74. ings to journeys move bookings or trips and create or modify bookings trips and journeys To allocate a Booking left box first select a Journey in the Journeys section middle column then Left Click and drag the Booking to the Allocated section right box N Journey 13790 BCode Trip 212010 Test Monica Asked 0 00 Friday Departure 9 00 AC Seats 4 From Dr Test 64 Example St Exampletown a Vehicles AW31LF Taken 1 To U3 39 Test Street Testville afs 4 Phone 4578 2717 a Filter Options Ctrl F Client Name Pkup Pr Of st Pickup From Appt Destination Bouwman Vi 0 00 Test Mc 3 39 Test Stred 0 00 Dr Test ple Drop Seq DYA Hide Full Journeys 00 64 Example St Exampletown Vehicle Seats Numba ClientName st O Pkup Pickup From Appt Destination AWISLLF 13790 Test Monica F U 15 00 Dr Test 64 Exam 0 00 U3 39 Test Str Unallocated Bookings Section Allocated Bookings amp Trips Section Copy Fwd All Today Print Eilter GI Close User Admin Levet Manager Sunday November 27 2011 11 44 24AM Journeys Section 351Page rma W sortwane Open date Selected Selected Booking Trip selection Journey Summary calendar Summary Hide Full Vehicle Journey Y Journey 13790 BBCode Trip 2129 Test Monica Asked 0 00 Tw ye ay Departure 9 00 AC Seats 4 Fro Dr Test 64 Example St Exampletown TH 5 257 1 1
75. ional computation e g you might want to limit the list to male wheelchair clients only In which case you would add another computation sSex Male Note the small s infront of a field name means it is a string of letters e g sSex Male will give the same result as Sex 1 e g sSex Female will give the same result as Sex 2 To get full information on the numbers used in fields you need to read the HACC User Guide Anyway back to the query at hand Wheelchair 1 That is all we need for this query so click on the Finish button 9 You are asked if you want to save the query It is usually best to save it because if it isn t quite right you can always open it and fix it up and you can also run it again later 10 It asks for a query description Make it as clear as possible e g Wheelchar Clients Click OK 11 The Client Browse returns but now it lists only wheelchair clients or more correctly client records that have the wheelchair checkbox ticked It can only go on the data in the clients table 12 If you just wanted a count of wheelchair clients then you tick Enable Client Count on the bottom left of the Client Browse 86 1Page rMA Wsortware 13 If you want to print a list of clients select the Export button a Using the Windows Save As windows select where you want to save the file b Give the file a suitable name e g Wheelchair Clients csv c Set Save as type to All Files and press the S
76. ist Clicking this button will display the IP addresses of the current computer Query Wizard Path This is the file path where saved queries are stored The default folder is the Trips Enterprise program folder 27 1Page rma sortware Bookings Transport gt Bookings This window will display your booking information and also allow you to insert new or change existing bookings lt a Trips Enterprise 9 161 2 TMA Test Database File Edit Data Files gt Client Update Transport RunLists Reports Tools Window Help W Bookings Window BEES x Trips 0 Bookings 2 Total 2 Friday smin E sate oons and Trips for 25 11 2011 From Selected Day S ecte 28207 U Future HAC 1 9 00 U37 39 Test Street Testville 0 00 Dr Test 64 Example St Exampletown 25 11 11 Test Monica U Future HAC 1 15 00 Dr Test 64 Example St Exampletown 25 14 11 Test Monica 0 00 U3 39 Test Street Testville 4 Insert oe Change Delete a Refresh wl Send ig Forward Return e Single z All Today x Close Browsing Records User Admin Level Manager Friday November 25 2011 2 12 54PM 281Page rma Wsortwane mplete Community Transport Solutions Open date selection Trip amp Booking Totals calendar for the selected date Display Bookings From Booking Number Selected Day Selected Day Only By Client Name or All Bookings
77. iver and vehicle hours enter the Breaks and Return Time for the vehicle NOTE If you have Trips OBV Units most of these fields will be entered automatically Crew Costings Default Stats Notes Number f 13795 Date 25 11 11 Status Future l Carrier Payer Code SE Fixed Charg SOn ene EE EEE E TEESE EE EE TEETER SEEN EE SEES SEER EEO EE OREO OE EE EES Taxi Vouchers Accnt Sent 0 00 BusCode H Dest Post Code f 0 Destination Australian Hearing Services aa Driver Name Smith Fred Vehicle TMA456 Mode AB Wheelchair Yes Seats 20 Zone io ial Client Fixed Farel 0 00 Departure 03 00 Breaks 02 00 Return ee Journey Hours Odometer Otol 0 Kmi T Save without Yerifying Exit 51 Page tm a W sortware Now click on Crew second tab The second page contains the Driver s costs and Driver Type You are able to edit this information by highlighting the Driver and selecting the Change button see page below where changes are able to be made You are also able to enter a second driver or helper for a journey Click on Insert and enter appropriate information for the crew member then click on OK The second member entered will appear under the primary driver in the Crew list Crew members may be re reimbursed for expenses in different ways this is recorded in the Crew Event record Most services keep records of the hours and various costs volunteers accumulate therefore entering their activit
78. l login usually admin admin go to Help then Register Product 7 Copy and Paste your registration codes into the window and click OK 8 In the Trips Enterprise folder run wupdate exe 9 j ee IN S 9 After the update has downloaded and installed run domtripsent exe 0 Check your database server name and database name is correct and click Connect 11 Qpen Trips Enterprise login usually admin admin go to Help then Register Product 12 Copy and Paste your registration codes into the window and click OK 121 Page rMA Wsortwanre
79. licking on a record will open the record for editing Right Clicking on a record will display an options menu listing the operations you can make to this record You can select an option by Left Clicking on it The basic options are Insert to create a new record Change will open the record your cursor is on SO you can view or modify it Delete which will delete the record your cursor is on Delete is not reversible Other options may be listed allowing you to initiate actions specific to the screen you have open The History Tab in a record will display the creation and modification history of a record This information is logged according to the user logged into Trips Enterprise Greyed out data fields if a data field is greyed out it means you cannot change it These fields may be changed in another screen Data columns can be resized by Left Clicking and holding on the edge of the column and dragging it either left or right 5 Page rMA W sortwanre Time field can be entered in 24 hour format say the booking is for 1 30pm you can simply enter 1330 and press enter The Refresh button or press F5 this allows you to refresh the data displayed on your screen If you have any questions about this guide do not hesitate to contact me Regards Andrew Sturt T 0240234822 F 0249578211 E andrew sturt tmasoftware com au W www tmasoftware com au Shortcut Keys General CTRL A Select All CTRL C Copy CTRL
80. ltiple Trips in the selected Journey 47 Page Complete Community Transport Solutions Verification Transport gt Register Verify Only verified trips and journeys are transferred to TMA Central for your MDS submissions You need to verify all transport supplied verifying will provide your service with accurate reporting to both your own service and to appropriate funding bodies as required The verification page enables a service to enter the amount of kilometres a vehicle used for a specific journey monies received and spent lt can also be used for calculating cost for your transport as it includes wages cost per kms for a vehicle out of pocket expenses and monies collected Verify from the Drivers run sheets and enter changes if any from the run sheet e g a return journey for a Client a Client that had not been recorded on the run sheet cancellation or a transfer to another vehicle You are able to add if you have not entered previously the reason for the Client travelling Trips Purpose etc Click on Transport on the Main Menu select Verify Register The Verification window will open Note One third of the way down and just to the right of the date column is a drop box that can be set to Register or Verify When set to Register all journeys appear for the selected day whether Verified or not When set to Verify only un verified journeys appear This feature is designed to help you rapidly see which journeys still need
81. m right hand corner of the screen you will see your Trips Enterprise license information Below that you will also see the user name of the current user logged in and the level of access for this account lt will also display the current date and time 8 Page rma sortware Lo plete Com unity ansport 5 wtions Main Menu Breakdown lt a Trips Enterprise 9 161 2 TMA Test Database File Edit Data Files gt Client Update Transport RunLists Reports Tools Window Help File Z Trips Enterprise v9 16 File Edit DataFiles Clis Print Setup ale View gt r Themes b Floating Menu X Refresh All Clients wd Exit Print Setup Allows you to select your default print and define the printer settings View Allows you to change the font size or font from four preset sizes or specify your own custom font NOTE When specifying a custom font size only make small changes it is possible to specify a font or font size that will make Trips unusable depending on your display settings ca Trips Enterprise 9 161 2 TMA Test Date File Edit DataFiles 3 Client Update Transpe Print Setup Small Themes gt y Normal Medium Floating Menu SS E A s BE eee ee Custom Font wd Exit Themes No longer used 91Page rma W sortware Complete Community Transport Solwtions Floating Menu Selecting this item allows you to build your own floating toolbar This works by first selecting
82. me Council amp Health auspiced sites and a few others it may be that their IT infrastructure won t allow direct access to the Internet by TMA programs Sometimes it can be set up and sometimes it can t Contact your IT person to ascertain if you can use this facility Setting up internet access In order to send receive email to from the internet a program needs to know Item Example Email address fredbloggs bigpond com Outgoing Mail Server mail bigoond com Incoming Mail Server mail bigoond com 119 Page rMA Wsortwanre User Name Password In the Main Menu in TMA Central select Tools Settings then Project Identity on the list Enter your email address at the bottom of the page fredbloggs a password E Update Control Settings Service Details Email Settings Program Configuration General Project Identity Details Project Name Your Service s name o Legal Name Region Primary Contact Name Title FE oo State PostCode o Postal Address Street Suburb Street Address Building Street Suburb State PostCode 0 Communications Phone Mobile Email fredbloggs bigpond com In the Email Settings page fill in the Email Method section Enter your outgoing mail server Tick Use SMTP Authentication Enter your User Name Enter your Password Click on OK In this case we are only sending emails so we don t need to mention the incoming mail server s
83. need a registration code please contact TMA Colour Legend This will display a legend of all the different colour codes used in trios Enterprise Keyboard Shortcuts This will display the keyboard shortcuts used in Trips Enterprise About Trips This will display the database connections and general information about Trips Enterprise and the contact information for TMA Software 18 Page rua W sortwane Complete Community Transport Solwtions Control Settings Changing these settings will affect all Trips Enterprise users Handle with care Change Control Settings with care Global Defaults S Change the details that identify your project Bookings and Allocations MDS Defaults Advanced Project Name TMA Test Database Multi Service Address 42 Orlando Ad In Patient Transport Suburb Town Lambton PostCode 2299 Connectivity Phone 02 40234822 ABN ACN 146 843 576 GST Percent 10 00 Project Details Multi Service ID 1 4 cancel Project Details Enter your project and organisation information into the appropriate fields 19 Page rma sortware P te omau ty ansp t t 5 3 Change Control Settings with care Project Details Bookings and Allocations MDS Defaults Advanced Date List Start Date for Journeys and Trips 1207711 Multi Service Open New Journeys windows X DAYS before today 14 In Patient Transport E Options that define how Trips behaves globally Global Defaults
84. nto New Journeys Bus Codes can also be created to identify and report on a regular transport activity even if you don t make a bus list for it Each Bus Code must be unique and ten characters or less If you have a lot of regular runs it pays to create all your Bus Codes carefully on paper before entry so they are as descriptive as possible To access Bus Codes click on Data Files and select Bus Codes To enter a Bus Code click on insert Browse Bus Codes BEE gt adding a BUS CODE Record Bus Codes Bus Code Dgscription e G L 12 To y From Church Run G 2 Social Recreationa i G 2 GP7 Specialists Bus Code G 2 Shopping or Access Description Default Settings for this Bus List C Individual C Group C iWay 2 Ways gt Insert Change Delete QI Close After clicking on insert the Adding a BUS CODE Record form opens Enter a Bus Code that i easy to identify e g CHURCH You are than able to enter a description such as Sunday Church run then select optional if group or individual if one or two ways and the purpose of the journey e g social and recreational Once you ar satisfied with your entries click on OK and the new code will appear in the Browse for Bus Codes You re able to change your entries for a code by selecting Change along the bottom of the Browse Bus Codes option Repeat this process for all Bus Codes required by your service You
85. o Trips Enterprise Trips Enterprise Clients Inserted n i Clients Updated 0 Time Gut 0 00 02 13 Page TMA YW sortware Transport The Transport Menu allows access to the major work centers in Trips Z gt Trips Enterprise v9 161 2 TMA Test Database File Edit DataFiles Client Update Transport RunmLists Ref 3 Bookings Allocations New Journeys Bus Lists Register Verify Le LE G to Data Analysis gt vehicle Events OBY Vehicles Bookings Opens the Bookings window This is where you can view insert or modify Bookings Allocations Opens the Allocations window This is where you can allocate Bookings to Journeys or reassign Bookings New Journeys Opens the New Journeys window This is where you can view insert or modify Journeys and Trips Bus Lists Opens the Bus List window This is where you can view insert or modify Bus Lists Register Verify Opens the Verify Journeys Journey Register window This is where you can view modify or verify Journeys and Trips Only Verified Journeys and Trips are reported in your MDS Data Analysis gt Trips Query Opens the Trips Query window This is where you can create queries to display certain Trips You can also modify Trips from this window and export the data to other file formats Data Analysis gt Passenger Ratio Opens the Passenger Ratio window This will display your Trips to Journey ratio over
86. of the question In essence the value describes the trait the field should have or not have Query Wizard offers many useful features to assist the user with their value consideration 85 Page rMA Wsortware Query Wizard Steps 1 Open the Client Browse and ensure it is set on the Current tab 2 Press the Query button 3 Check the list of queries to see if you have created and saved a query for your current requirement beforehand 4 Press the New button 5 Find the field you want to check on Lets say you want to display all clients who have Wheelchair ticked in the Client form so press w to find the first field in the client form that begins with w It happens to be Wheelchair That is the field you want so click the Next button 6 Up pops a list of Query Operations These allow you do all kinds of computations including selecting by date range selecting by age or age range selecting all the clients who live in a suburb etc etc In this case you just want to list the clients where Wheelchair is ticked So select Is Equal To and click Next 7 It now asks for a value entry In computers where you have a yes no or a true false it is generally internally represented as 1 for True and 0 for False You want to get a list of clients where Wheelchair is True so enter a 1 dont enter the quotes and press the Next button 8 You now see the whole computation At this point you could add an addit
87. ometimes the incoming mail server name and the outgoing mail server names are different Make sure you enter the outgoing mail server Test the connection by making yourself a crew member with your email address and using Send Jobs to send yourself an email Project identity Service Details Program Configuration Email System Setup Repository Email Other Recipient us MDS Email dadhce add nsw goyv au TranspotDAT A doh health nsw gov au MoT Email DoH Email Accept HTML Email Formats Nsw Standard Y Yes Other MDS Settings MDS Standard No Email Method SMTP MAPI Outlook or Outlook Express Outgoing Mailserver mail bigpond com V Use SMTP Authentication fredblogs SMTP User Name SMTP Password There can be a number of complications that only an IT person on site can sort out so if you can t get it to work consult your IT person 120 Page tTMa Y sortwanre How to Upgrade TMA Central and Trips Enterprise lf you are not comfortable completing any of these steps either consult your IT support or contact TMA Software Backup your TMA Central and Trips Enterprise Database Backup your TMA Central and Trips Enterprise program folders In the TMA Central program folder run wupdate exe After the update has downloaded and installed run domtmacentral exe Check your database server name and database name is correct and click Connect Open TMA Centra
88. ommunity Transport Data Set Setup your Programs TMA Central Project Identity Here is a screen shot of TMA Central Control Settings Project Identity El Update Control Settings bo E fees General Project Identity Details Semice Details Project Name Maryville Community Transport Inc Email Settings egion Middle Wrest Program Configuration Pian Contact Put your Provider Legal Name Name Fred Blogs Title Manager Postal Address Street F O Box 985 l Suburb Manville Shire State PostCode Put your Service registered legal address here Street Address Building Marne aww Street 25 Mar Street Suburb Maryville tate PostCode HSW 2222 Communications Phone 02 777 0968 O Fas 0243234071 Mobile E mail frediamvtrans org au 95 Page tm a W sortware TMA Central Service Details lt used to be that in order to send the MDS Trips only had to transfer HACC data to TMA Central We also set up facilities so that services that had more than one HACC contract with different HACC MDS ID s could transfer both sets of data Now with the ICTDS we have to transfer data for many different funding types HAC CTP AAS HRT from Trips to TMA Central On top of that we had to take into account services that had special funding types that may or may not fall under one of the ICTDS Funding categories HAC CTP AAS HRT So forgive us if our solution seems complicated
89. ommunity Transport Solwtions ah Trips Data Export b Buses Field Name Clients ACCESSWARNING h Crew ADDRESS 4 CrewEvents DESTINATION FH Destinations MAPREF i By Destination MEDICAL L System ALL PHONE By SysID POSTCODE e SUBURB Journeys SYSID Eh Trips ZONE F By ClientSysID amp System ALL P By Journey Date gt System ALL M Date Range gt By JourneyNumber Hint E an gt By SysID a field to apply the P wehicles date range filter F _ By ExitFlag Rego P System ALL __ By SysID L pm System ALL Date To a El Settings Help G Insert e Change e Delete G Add Remove D OPN D Epor Date From Date filters can also be applied Designer Export allows you to select which data fields you would like to export from the data tables For example if wanted to create a data export that only had selected data from the Client data table would follow these steps 1 Expand Clients and expand By Client Name 2 Left Click By Client Name and Left Click Insert 3 Enter a name for the Data Export you can run the same export later on by selecting it from the list 4 Left click on the new name and Left Click Add CESSATIONREASON CHALLENGEBEHAVIOR CLIENTALERT Select Seletall F J Close 5 This list contains all the Client data fields you can either select eac
90. on Hacc Clients F Filter Service Filter String The Tabs Valid for MDS Export shows the records that are going to be included in the MDSExport file if you send it without revision NOT Valid for MDSExport displays the records that have been transferred from Trips that are not going to be included in MDSExport file if you send it without revision All Records displays all records transferred from one or more service programs that use the HACC MDS ID selected MDS Export Preview allows you to preview client by client the records that are valid for export You can use the buttons at the top of the window to print the list or save it to an Excel file The Buttons and Checkboxes at bottom of screen View button allows you to view the MDS Service Category and the number of instances of service for the highlighted record in the list It also has an MDS Validation button that provides comment on why a record might not be valid for MDS Enable Client Count shows you the client count of records in the selected Tab category Show Non HACC Clients will allow you to view other Funding Types than HACC Filter Service allows you to show records limited to one service program e g Transport Filter String allows you to limit the record list by entering a string e g Social Support 93 1Page rma W sortware Using the MDS Preview facility Each person can work out the best strategy for their service A typical strategy is to select
91. oneys Recd 0 00 Confirmed E E Date Date of Journey Emailed Checkbox This box is ticked if you email this job using SendJobs You may also tick it if you have emailed it manully Carrier This is the Carrier Code lookup See page 66 Bus Code This is the Bus Code lookup See page 56 Taxi Vouchers Checkbox lf taxi vouchers are needed or used check this box Payer This is the Payer Code See page 62 Fixed Charge Checkbox Tick this box if the charge for this Journey is fixed in advance or an agreed upon amount rather than a kilometre charge 44 Page tTMa Y sortwanre Driver Enter the driver name for this Journey You can partially type in their last name and press TAB or ENTER to bring up a list of drivers See page 57 for Crew Vehicle is Full Checkbox Tick this check box if the vehicle is full The Vehicle will be highlighted in Yellow if it is full Vehicle Vehicle Registration You can partially type the rego and press either TAB or ENTER to bring up a list of vehicles See page 63 Vehicle Information Mode Seats Wchair Stretcher These are informational only based on the vehicle selected and cannot be changed on this screen Destination Destination of the Journey You can partially enter the destination and press either TAB or ENTER to display a list or you can left click on the browse button See page 61 Fixed Fare If the Journey has a fixed fare enter it here if n
92. or each new entry Update Clients on opening Ticking this setting will make Trips Enterprise update the clients database from TMA Central every time it is opened It is recommended that this setting is enabled Our organisation only uses Trips with TMA Central This setting should be unticked if you are using Caremaster or MnM as well as Trips Enterprise Comment Field selecting the one line comment field restricts you to a 35 character comment on the front of the entry forms and on run lists Selecting the multi line comment field expands this to 255 characters and moves the comment field to a comment tab Show Access Warnings No longer used Access Warnings for poor access destinations is now standard Address Sequence Changes the way addresses are displayed suburb town first or normal Open Register Verity As Changes the default view for the Register Verify Screen Register displays all Trips Verify only displays Trips with Future status to help when doing verification End Day for Copy Week Changes the day Trips ends a week on Choices are Friday or Saturday Used for copying weeks forward 24 1Page rMA Wsortware Change Control Settings with care Project Details Ne Global Defaults Se Customize your Multi Service settigns here Bookings and Allocations MDS Defaults Advanced Activate Multi Service Multi Service Settings In Patient Transport Connectivity Activate Community Care Features
93. oses lf you decide to set up your own list then delete all the items and enter your own list Each item can have a 4 letter code it can be fewer letters but keep it to 4 if you can and a description field lt is important with statistics not to make too many or too few categories list items You should attempt to make a full list of categories from your current knowledge at the start even though additional categories may have to be added later Having an Other category as a catch all for minor quantities of items that don t fit elsewhere can be helpful but if over used it can hide important information It may be that you should have added a new category rather than putting a lot of items in the Other category Make sure your categories are all the same class of thing For instance if you are categorising colours of objects blue green yellow you don t suddenly add square or round otherwise your list categorisation will lose its meaning Profile Field in the Client Form The profile field is at the bottom left of the Default Classifications Default Classifications a ee iiia section of the Client record Send Account Ok For Taxi Default classifications fields are Priority Low v Support Level OO the expected classifications fora Client They are copied from the Paid By Funding Type HAC Client records when you look up Profile PS eee aN a client when entering a Trips record The
94. ot leave it Destination Zone Not Used Departure This is the time of the departure for the Journey Return This is the time of the return of the Journey Breaks This is an allowance for breaks in a time format Eg 1 00 for a lunch break etc Other Outgo amp Monies Recd These fields are greyed out and cannot be changed Confirmed Tick this checkbox if the Journey is confirmed with the driver See the following pages for the Crew Tab and the Taxi amp Unknown Tab Run List Notes These notes will be printed at the top if the Run List for this Journey 45 Page rMA Wsortware New Journey Form Crew Tab Allows you to add additional crew to a Journey _ NEW JOURNEY Form Record Will Be Change ke Adding a a CREW EVENT Record General Insert Future z _ fo 0 00 Fill in the Adding a Crew Event Record form to account for additional crew on the Journey 46 Page ke o AS Complete Community Transport Solutions NEW Journey Form Taxi amp Unknown Tab Allow you to create multiple unknown client Trips easily Yellow fields must be filled out gt NEW JOURNEY Form Record Will Be Change al Crew 5 TRuntist lf you wanted to create five unknown client Trips you would fill in the yellow fields as required enter the number of trips to make in the Number of Trips to Make field Left Click Confirm and Left Click Make Multiple Client Trips Records This will then create mu
95. r modify Destinations Funding Types Opens the Funding Types window This is where you can view insert or modify Funding Types Locations Opens the Browse Suburbs Towns window This is where you can view insert or delete suburbs towns and specify LGAs You can also edit the Locations list in TMA Central Payers Opens the Browse Records window This is where you can view insert or modify Payer records Vehicles Opens the Browse Vehicles window This is where you can view insert or modify Vehicle records 11 Page tma W sortware Agencies Opens the Browse Agencies File window This is where you can view insert or modify Agency records This is used for e mail contacts for referrals and send jobs Unmet Cancelled gt Cancelled Codes Opens the Cancelled Transport Codes window This is where you can view insert or modify Cancelled codes Do not change the codes that have a tick in the DADHC Cancellation column if you are required to send the NSW MDS Unmet Cancelled gt Unmet Codes Opens the Unmet Transport Codes window This is where you can view insert or modify Unmet codes Trips CT gt Carriers Opens the Browse the Carriers File window This is where you can view insert or modify Carriers codes Trips CT gt Client Classification Opens the Browse Client Classification records window This is where you can view insert or modify Client Classification codes Trips CT gt Cost Zones
96. rth Mr Joseph 94 Cistine Street Katoomba 02 4782 0202 4 Dustmere Mrs Angela 65 Pathfinder St Warrimoo 4753 9933 Evans Mrs Mary Anne 145 Laramie Rd Wentworth Falls 02 4757 0922 B Everleigh Mr Arnold 131 Richard St Wentworth Falls 02 4753 1123 amp Fairweather Mrs Louise 64 Frank Street Katoomba 02 4782 6692 S3 Fannon Mrs Julie Maree 5 Abbotsford Road Katoomba 02 4782 5739 13 Andrew Street Katoomba 02 4762 3183 Need hoist for wheelchai 66 Mighty Rd Blackheath 102 4787 2222 4 Forsight Mrs Aliso 46 McPherson Street Hazelbrook 02 4758 8213 A Galadrial Mrs Jennifer 45 Lissome Street Glenbrook 02 4739 3988 B Hurlinson Marcus 143 Magpie Crescent Wentworth 02 4757 8923 8 Johanson Mrs Wilmer 44 Armatage Pl WWinmalee 02 4754 3284 Transport Insert Delete Enable Client Count You will notice that some of the Clients appear in red The reason for this is the clients have been transferred from TMA Central and need to have additional information entered against them such as their funding code client class and who is paying Aor the service The information you enter for a client is vital to the operation of Trips When you open a red Client record modify it and click OK it will change from fed to black So make sure you enter all the data you need to before losing this important colour flag Filter option The filter option assists in identifying a client with limited information Su
97. s PkUp Dest PostCode me Pre r y TEO Trans Date can enter via calendar button Date of Transport Booking Client Name Enter the client s name for transport Partially typing a clients name last name first then pressing either TAB or Enter will display a list of client s Class This is the Client Classification See page 67 Carer For If booking a carer this will display which client is cared for Funding Type This is the Funding Type for this client s Trip Profile This is the Profile classification See page 71 311Page rma W sortware T Comp ete Community ransport Solutions Payer This is the payer responsible for paying for the Trip See page 62 Priority Priority of the Booking low will not display a colour in the booking screen medium will be blue and high will be red This will show in the Pr Priority Column Treatment Only used for Health Transport Rating amp Level This is the Rating and Level calculated from the answers given in the Support Rating Tab Silent Phone Checkbox Informational only Wheelchair Checkbox This should be ticked if a client requires a wheelchair If this is selected the client s name will be highlighted green in the bookings and subsequent trips screens Hoist Checkbox This should be ticked if a client requires a hoist Special Checkbox This should be ticked if a client has special requirements If this is selected the clien
98. s i Driver Unknown E Vehicle is Full for this purpose anne Vehicle FREDBUS Mode OB Seats 5 Wehair 0 Stretcher 0 Destination Katoomba ss s S m Whether you wish to send run lists to a Driver ora Eedfare 0 00 Destinationzone Carrier the sending process is activated by Peete 15e Betur o747 Breaks highlighting the journey you wish send in the top e ii Mone ie 0 00 list box then pressing the Send Jobs button at T Confirmed the bottom of the New Jou nse e Change Delete Add Return f Move Clients User Admin Level Manager Sunday February 27 2C Sending the Job The Send Jobs window appears It gives you four F ees choices e Report Template fRuntist ma Single To Carrier Sort Order Times Batch T o Carrier send Type Single To Driver Batch To Driver Single To Carrier FREDBUS Batch Select Carrier Single To Driver Unknown Batch Select Driver Single means that Send Jobs will send the highlighted record only Batch means Send Jobs will send all the journeys for that day for that Carrier or that Driver Ro When you press the Send button Trips will turn the run list into a RTF Rich Text format document and send it An RTF document can be read by Notepad Wordpad and Microsoft Word so it is unlikely that the receiver will be unable to open it 118
99. s will also display a Query option allowing you to specify the criteria for the records displayed ae Insert Query Settings Query Settings Q Change Vehicle 7 X Quer y E Delete Sets pi CietName O E Number a pi St Ls Hl per ator 1e Y Query Y zi gt or lt Pkup Copy Fwd SNE Fom Left Click to All Today se ___I Change Print Destination T L Filter Cancel Clear Cancel Clear 37 1Page rma Wsortware Copy Forward Function This Function is accessible from the Allocations Window and New Journeys Window It allows a Journey and all of its clients to be copied to one or more dates in a single action Journey Summary 331Page Single or Multiple Copy of Journey and attached Client Trips 28 11 11 29 11 11 30 11 11 1 12 11 2 12 11 3 12 11 4712 11 5 12 11 6 12 11 7712 11 6 12 11 9 12 11 10712711 11 12 11 12 12 11 13 12 11 14 12 11 15 12 11 16 12 11 17 12 11 18712711 19712711 v delete Drop here to et Community Transport Soltions Left Click and Drag the selected dates to the Right Hand List Left Click Copy when finished If you would like to remove a date from the Right Hand List Left Click and drag it to the Blue Drop here to delete section Print All Today Function This Function is accessible from the Allocations Window and New Journeys Window Journey Summary Browse Client Trips
100. t s name will be highlighted yellow in the bookings and subsequent trips screens lf wheelchair and special are ticked the client will be highlighted in red Status The status drop down box can be Future Cancld Trnfrd Unmet or Posted UC Code This is entered when the booking status is changed to Cancld or Unmet See page 75 Trnfrd To This is entered when the booking status is changed to Trnfrd Pickup From amp Destination Pickup location for the booking The Clients Address button will automatically enter the client s address and the Destinations button will bring up the list of destinations See page 59 Individual or Group Radio Box This indicates whether the booking is an individual or group booking 1 Way 2 Ways or Other Radio Box This indicates how many trips should be reported to the MDS for this booking 32 Page rMA Wsortware Trip Purpose This drop down box will let you select from Day Care or other HACC services Social Recreational Shopping or Access Hospital inpatient outpatient GP Specialists Community Health Centre Other and Non HACC Amourt This is the amount asked from the client for the booking GST Included Checkbox If this is ticked GST is included in the Amount asked field Don t Charge lf this is ticked there will be no charge to the Client for the Trip Pickup Time This is the Pickup Time of the booking SendAccount Checkbox lf this is ticked an account should be sent
101. tat eta tees E oatetpe me eeia EE dian ease E E E svcom mista thee 25 W Patient TANS DOM essen Ea 26 CONNEC eira E E sanssetasieieesanasemaciens 27 EO OMIA ANA E E E E 28 PSU ORIN EON E ens Pace rae tered E E E E E E E A E lecdanae tens 31 PANO CA ONS dassen an AE A AAE EEE oon OE AAE oon EEE E 35 Copy Forward Function sassssnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnne 38 PrntANTOday FUNCUON sssssissssssss essesi EE aansen EErEE E EENEN piune 39 NEW JOUINO Y Sains E EE EEEE E EEEE 40 MOYVSECIORI ea eee eee eee eee eee eee ee eee 43 NOW JOUNE Y IF Ol aeara e E A E E A 44 VOrNCA ON eee a e E eE EEE 48 Entering Multi Service Stals iriiri e iiia aa ii 50 Final oteps When Veriyi ispere presaraino EEEE EEE AETA 51 How Trips Calculate Costing cccccccccsscccceececeeeeeseeeeceeceeseeseseeeeeseecesssesseeeeseneesseeeesaees 53 3 Page rMA Wsortwanre WN P oe ce eee tae cic etree eee aires meee eaiecme A E E E E E 56 Inserting or Changing a Crew RECOI cc cccccseececeececeeeeeceuceseeeeeseusesseeeseeeesseeesseeeesaaees 57 Crew Training TODIGS ayia ccacicn ects eeecestcenesuntenecestanecesiwenesentesseseatssavssatweaudeeteanesuun 58 PIC SUM ALON E A E E A E E E E E 61 Bolesti eln pe E E E E T E 62 AY OS aR 64 NS oa aoc seca ee ee sae caste ese dae wean eae wee sk ene niet ee eee EEEE EEEE 65 CAI OUS aarnior aa sue cesactuenenesieccenscts aac EET R E 68 GING Cla SS sssrini a ia i ia aa 69 BUCH TYDE aoee
102. to Mail Merge ccssseseeseeeeeeeeeeeeeneeeeneeneaeenenees 116 Send Jobs Configuration and USage cccsscccessecseeseeceeneeseeneesenseesensessennesses 117 How to Upgrade Trips Enterprise and TMA Central sseeeeseeeeeeeeenees 121 4 Page rMA Wsortwanre Foreword This is a basic guide on how to use and navigate Trips Enterprise a complete community transport management system TMA Central contains all of the client information verified service events and controls the MDS submission Adding a new client must be done in TMA Central Here is a list of some basic terms which will be referred to throughout this document Trip A Trip is a single transport event for an individual Booking A Booking is a future Trip Journey A Journey is a transport event containing either one or multiple Trips ie A bus Journey will contain a Trip for each individual it transports on the bus Verify A Journey or Trip must be verified before it is transferred to TMA Central for MDS Submission MDS Minimum Data Set this is the collated information that your state government requires to calculate your funding entitlements LGA Local Government Area Basic navigation concepts Left Clicking on a record or button will highlight or select it A selected record will be highlighted in blue Note this is by default if you have a different colour scheme selected in Windows this colour may be different Double Left C
103. troubleshooting 13 Click on the Save button to save the export You can do this for your own records OR 14 Click on the Email button The program will still ask you to save the export file and once you have it will create an outgoing email for you ready to send provided you use Microsoft Outlook or Outlook Express on your computer For Ministry of Transport and Health Related Transport transmissions you simply select MoT or HRT in step 9 and follow through with steps 10 to 15 You only have to do the Trips steps 1 to 4 once for any quarters set of transmissions Of course if you correct data in Trips you would redo steps 1 to 4 before doing steps 5 to 14 for each Funding Source HACC MoT and or DoH that you have If you find you can t send your email automatically you can still send it using your normal email program as you have in the past At step 14 you Save the transmission then use you email program to attach the transmission and send it to the correct recipient 100 Page rMA Wsortwanre What makes a Trips record valid for sending the MDS ICTDS Firstly the TMA Central client records have to be right When validated using the Validate MDS tool the client record in TMA Central must have black text or at the least maroon text Red or green text records are not sent Maroon text means that the MDS record for that client will be sent and accepted but you will receive error warnings Ee On the left you can se
104. un CTO Reports you select CTO Report from the menu Two steps are displayed Step 1 Extract and Step 2 CTO Reports 3 Statistical reporting is generally done by quarter You would Step 1 Extract the quarter by entering the start and end dates of the quarter in the date form and pressing OK Other date ranges can be used for instance you might want a single report for a whole year Note If you wanted to do quarterly reports for a whole year then you only need to do one extract for the whole year You can then do the four quarterly reports based on that single extraction The extracted data remains on file until a new Step 1 Extract is done even if you close CTO Reports and or Trips 4 Select Step 2 CTO Reports You see a choice list of two reports Passenger Trips by Mode of Travel and Passenger Trips by Service Type Each of these reports will only count verified trips 89 Page rMA Wsortware lf you are not already using these reports please try them They produce a very concise and attractive presentation of you service s activity lf you have difficulties with this then please get your IT person to do it or contact TMA Software 90 Page rMA Wsortwanre How to Send the MDS 1 Transfer the data from your Service Program or programs Trips Enterprise Caremaster etc 2 In TMA Central click on the Funding Export button on the toolbar The Export Wizard Step 1 will appear Not
105. vents on opening Address Sequence Allow Payer Fixed Charge for a Journey Suburb Town Last Copy Journey Kilometres to each Trips record C Suburb Town First Activate Trips Auto Add Return Update Clients on opening a Register Verify ir r O EFREN OOO al verify Registe End Day for Copy Week e Friday ma Te Our organisation uses only Trips with TMA Cent Advanced Display Support Rating Tool Page Ticking this setting will enable the Support Rating and Rating Tool Tab in all bookings trips and client forms Enforce Unmet Cancelled Codes Used Cancelled codes are compulsory for the NSW MDS If you are using national MDS you can turn this setting on or off Profile Required in Trips Ticking this setting will make the Profile field a required field in Trips Print Vehicle Events on opening Ticking this setting will display a print preview of the vehicle events for that day when Trips Enterprise is opened Allow Payer Fixed Charge for a Journey Ticking this setting will allows you to assign a fixed charge for a journey to a payer Copy Journey Kilometres to each Trips record Ticking this setting will automatically copy the journey kilometres to each trip assigned to that journey This can lead to considerable inaccuracy in client kilometres used with care 23 Page rma W sorrware Activate Trios Auto Add Return Ticking this setting will enable automatically adding a return trip f
106. windows Settings for Bookings and Allocations Windows Activate Bookings Auto Add Return This overrides WVvays Default on New Bookings Activate Automatic Allocation Sequencing Notification Alert Time minutes after notification Booking Slip print format OtherOutgo in Day Journey Chec C Landscape Portrait No Yes Multi Service In Patient Transport Connectivity 4 cancel Bookings and Allocations Activate Bookings Auto Add Return This overrides Ways Default on New Bookings Enabling this setting will automatically add a return booking for each new booking Activate Automatic Allocation Sequencing Automatically assigns an allocation number to a booking Not currently utilized Notification Alert Time minutes after notification Not Used Booking Slip print format sets the print format of Booking Slips OtherOutgo in Day Journey Check Not used 211Page rma sortrware a Change Control Settings with care eje x Project Details Global Defaults CA Change the defaults for MIDS reporting Bookings and Allocations Default MIDS values on Insert Advanced Disable Trip Purpose Validation in All Forms Multi Service These default settings will be used to prime the values when Inserting 4 new In Patient Transport record In the case of buses these settings will be used when transferring a bus stat list into a Journey unless a local override has been made in the Bus settings Connectivity 2
107. without the csv Whereas the Simple Export list includes all clients in Trips the Active Clients Spread sheet includes only clients according to the parameters you set You must always set a date range but other than that you may include a value in or leave blank any or all of the other fields New The Active Client feature now includes LGA as one of the parameters that can be used to limit the resulting list of clients thus you can create statistics of your transport activity by making a report or spread sheet for each Local Government Area Note If you enter a value in any of the parameters that doesn t match any Trips records within the date range you have set then you will end up with an empty report or spread sheet For example if you haven t added LGA codes to suburbs in the Locations table then you put a value in the LGA field you will get zero records in the Active Clients report or spread sheet 881 Page TMs Y sortware 5 Clients Using Service in Period Extract Choose the Funding Type and Date Range for this extract This process creates a file called Users To print a Mailing List of the names extracted go to Reports Active Clients Active Client Reports and select CUIP after running this process Funding Type for this Extract HAC Blank for All Start date 1 07 2010 Finish date 30 06 2011 Filter Options Leave Blank for All Vehicle Mode Bus Code Send Account Dont Filter _ Cli
108. xit a vehicle click on the small box next to Exited and click on OK the vehicle will now only appear in the exited records 65 Page rma W sortware Z gt Adding a EHICLE Record Vehicle Registration Notes Maintenance Exited lt gt Description Configurablefyes cost per Km fooo Default Config Seats o Wheelchairs RET Stretchers o Mode Must be AB AC OB OC PB or TX Cycle Vehicle Configuration Open Vehicle Configurations Z gt Yehicle Configurations Xi Vehicle Configuration Set Default Configuration Insert Change Delete Set Default lt Set the selected record to be t ee Insert New Vehicle Configuration ME Select z Cancel Record Will Be Added xX Vehicle Plate Seats VWheechairs Stretchers 66 Page Default Configuratio Wf mo ro LOK ff cancel rma sortware Maintenance Tab Exited Use this instead of delete Configurable Enables the Configuration Buttons Vehicle Configuration Information Select Highlighted Configuration gt Changing a EHICLE Record 26 02 2012 2ff11 2011 12500 Insert New Maintenance Record Record Will Be Added Enter either p Odometer Trigger or Date Trigger Odometer Trigger Date Trigger Date Acknowledge Maintenance Wi Acknowledge eo Open Calendar

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