Added Bidding functionality for the Wx Contractors. Added Contractor Check In/Check Out to the Inventory Module

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Release Changes:

Numerous changes have been implemented into a new release 1.90 effective October 13^th 2014.

This release exemplifies our continued efforts to make CAP60 more streamlined, customizable, and automated. Major enhancements include changes to the Kiosk, CSBG Report, Productivity Tools, and CAP Eligibility.

The following are the fixes and updates for the Release 1.90

Kiosk V2.0 1)Client is able to view Case Status from kiosk

2)Eligibility and Points setup has been modified 3)Auto formatting for SSN and Phone Number 4)Enhanced kiosk by adding Scheduler to turn on and off based on the input timeline to reduce number of applications

Agency Setup Agency Setup has been updated to minimize the

time needed to complete or change items within the system.

Core Web service Added 7 new field to existing CSV file

Productivity Tools - Document Wizard Added a Document Wizard to productivity tools that allows the generation of letters and emails from customizable templates.

Calendar Event Transfer Page Added ability to transfer all case workers appointments to another case worker. Added functionality to transfer referral with in case workers.

Add Meeting request under Task/Calendar Added an Event Listing to Meeting Management

WA Wx Added Bidding functionality for the Wx

Contractors

AutoDialer Classroom Attendance Call List Added CAP Classroom Roster to the AutoDialer Check In Check Out Added Contractor Check In/Check Out to the

Inventory Module

Dynamic Priority Sheet Added Dynamic Priority Sheet for Cases. Agency can now design their own Priority Sheet for any Program

Update Youth PPICS Report Added new Grid view with all CSV files with File Size

Demographics Added the ability to select multiple options for all the Demographics Report's parameters.

CAP60 Timeout Added Warning box before being logged out due

to system idle

CAP Wait list CAP Eligibility and Points setup has been

streamlined into one location and enhanced with new point details View

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CSBG Section G (Demographics) CSBG report has a new filter to include family members that have enrolled but not achieved NPIs in the demographic section in addition to being optimized to run faster

Kiosk PayPal donation Enhanced the Kiosk by adding PayPal donation and customizable surveys

Kiosk Survey Enhanced the Kiosk by adding a survey module

Kern Wx Changes Enhanced the Weatherization by adding Case Lock, Multiple Installers per item, and new reporting functionalities.

Front Desk - Unable to Contact Front Desk has been enhanced with search fields and a customizable "Reason Denied" dropdown.

Ability to pull Absence (per child) report by single child

Functionality to filter 'Absence Report (per child) ' per child has been added

Address on transmittal report

General updates on CAP reports by separating out fields into multiple columns.

Add another feature to CSBG Lite Improved CAP60 Lite functionality by adding additional filters to both the CAP60 Lite Module and the CSBG Report

Last Opened Highlighted Last opened highlight has been fixed

Update Follow up and Referral report The CAP Follow up and Referral report has been optimized.

Inventory Search Fields The inventory Module has been enhanced with search fields and a new Resource Usage section.

Attendance Time In/Out field added to Daily Meal

Attendance(Detail Monthly)

CAP Headers Updated CAP module pages with additional Family

Headers

CEAP Reports Update Updated CEAP Report for TX agencies based on the approved Specifications

WA LIHEAP Additional Mapping Added WA LIHEAP Record Transmissions

I want to take the opportunity to advise everybody of the changes that you will encounter, in your database, after the update has been completed. Please keep in mind, some of these changes may or may not be for your agency; therefore, you may not use every functionality. If the staff members at your agency require training to get up-to-date with Cap60, or if they have any questions/concerns, please don’t hesitate to contact your project manager.

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Basic Eligibility Setup:

Admin > Agency Setup Links > Client Characteristics

The first item we changed in regards to the new eligibility and points setup was to collate the different places you could customize the options for eligibility and characteristic tracking. Previously we had separated “Client Characteristics” which could be set to be collected at the person and/or

household levels from “Eligibility Characteristics” which could also be collected at the person and/or household levels. This meant that a characteristic might have to be duplicated between the two sections and then checked off twice by a case worker in two different sections of the product, once for

characteristic reporting and once for eligibility.

Additionally, some agencies with large lists in both sections had issues with overlap on some of the pages collecting such information. By combining these sections the process of customizing and tracking such information is now easier to do by only having one checkbox section at the bottom of the page that can grow longer without overlap.

You do not need to do anything for this change, all of the eligibility criteria you had in the system will automatically be migrated over to characteristics.

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Admin > Agency Setup Links > Legacy Eligibility and Priority

Prior to the update, the eligibility and points for a Program Definition was done on a few separate pages. The administrator would have to setup the min and max percentages for a program definition along with any eligibility options that were required. One limitation of this was that the only option for the eligibility was that all items checked must be true for a person or household to be eligible, this logic was similar to “AND”. Some agencies were requesting that there be the functionality to set different combinations of eligibility (i.e. age and percentage or a characteristic) similar to “OR”.

These options either applied to the applicant or anyone in the household depending on what option was chosen. A request here was that the eligibility and points could be able to be based on the applicant, HOH, Non-HOH, or anyone in the household.

From there the administrator would have to go and setup the points for the program definition for both the household and applicant. An issue that appeared here was that if a set of program

definitions had identical eligibility requirements, likely those from the same funding source, the administrator would have to repeat the same steps repeatedly for each program definition.

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Admin > Agency Setup Links > Updated Eligibility and Priority

We have attempted to answer all of the limitations pointed out above with the new “Eligibility and Priority” section. In this section you can create as many eligibility “groups” as you like, some of them may have poverty percentage levels, some age ranges, some other characteristics, and some may have all of those options.

Once you create a group we can consider everything within that group as required for eligibility, similar to how the program definition eligibility functioned previously. The system will allow you to attach as many groups as you like to a program definition, meaning that this functions like an “OR”, they can be eligible if the meet the requirements for this group OR that group.

Since the eligibility groups are defined outside of the Program Definition, it fixed the issue of having to repeat the same requirements over and over on different definitions. Once the group is created, simply add it to the program definitions of choice.

Again, there is no need to make any changes to your system if you do not need any of the new functionality, we have migrated all of your previous program definition requirements to the new

“Eligibility and Priority” section but we hope you will use some of the new features.

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Advanced Eligibility and Priority Setup:

As mentioned before we have added the ability to determine eligibility with “ANDs” and “ORs”

by creating multiple groups and attaching them to a program definition. Another goal of the new functionality was to create a “Priority Points” sheet which may involve multiple combinations of certain fields to get points. Due to the fact that an applicant can’t be multiple ages simultaneously, we thought it would be easier to let some of the items within each group function as “OR” as well, meaning you don’t have to create a different eligibility group for every age range, poverty percentage range, etc..

The advantage of this is you can have one sheet which will generate the points you need and have different points per range all in one group. Please notice above that some of the links are in green while some are in blue. The blue links mean that the person must meet the requirements of at least one of the options within it to be considered eligible (similar to “OR” functionality) while the green links are for options that the applicant or household must meet all of the options set (similar to “AND” and the legacy functionality). The exception to this is “Age and Disability”, which is actually a combination of both.

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Admin > Eligibility and Priority > Age and Disability

The “Age and Disability” section is the exception because it has its own “Points Group” within the section. What the points group allows you do is set up points for multiple groups and the system will award the maximum points allowed from each group. This is best explained through the example pictured above.

There are two groups within this “Age and Disability” section, Group 1 and 2. Neither of them are being used for eligibility but they are being used for point calculations. In the example above, the max points a person can get for “Group 1” is 10 points for “Elderly & Disabled HOH”. If they match just one of the options they will receive those points, if they multiple options, they will get the highest points awarded from that group. If a household matches both “Elderly & Disabled HOH” and “Elderly OR Disabled Non HOH”, they will still receive the maximum 10 points.

When there are multiple groups, the household can get points for each of those groups and the point amount awarded will be the sum of those points from each group. If the household noted above also has a Child that is under 5 and Disabled, they will receive 10 points for “Group 2” as well. The household would then be awarded a total of 20 points for the “Age and Disability” section. Even if they matched every option in the section, they would still only receive 20 points.

If eligibility is set for the items within the “Age and Disability” section, a household must meet the requirements of at least one item that is marked as “Required for Eligibility” within at least one group to be considered eligible. The “Age and Disability” section is by far the most complicated of the sections, from here on out it should be a bit more straightforward.

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Admin > Eligibility and Priority > Person Characteristics

As mentioned earlier, “Person Characteristics” has a green link, meaning that a household will have to meet all criteria added here that have the “Required for Eligibility” checked off similar to the

“AND” functionality of the legacy Program Definition setup. With this in mind, if it is needed that someone have one set of characteristics OR another set, this would require at least two separate

“Eligibility Groups” so that you can have both the “AND” and “OR” functionality. Items that are not

“Required for Eligibility” will only be used for point calculations.

For the sake of clarity, the “Multiply Points for each Household Member with Characteristic”

checkbox was not mentioned in the “Age and Disability” section. In the example above, this checkbox will multiply the points by every household member that has the “Limited English” characteristic checked off. If a household had 4 people with the characteristic worth 20 points, they would get 80 points. The multiplier though will not multiply when the “Applies To” is set to “Applicant” because there can only be one applicant for a particular case.

The “Option” dropdown is populated by the “Client Characteristics” section when that characteristic is set to “Type”: “Person” or “Both”.

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Admin > Eligibility and Priority > Family Characteristics

“Family and Characteristics” has a green link, meaning that a household will have to meet all criteria added here that have the “Required for Eligibility” checked off similar “Person Characteristics”.

The “Option” dropdown is populated by the “Client Characteristics” section when that characteristic is set to “Type”: “Household” or “Both”.

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Admin > Eligibility and Priority > Poverty Level

The “Poverty Level” section has a blue link, these means that a household will have to meet only one criteria added here that have the “Required for Eligibility” checked off because a household can clearly only have one percentage at any given time. This is similar to the “min% and max%” functionality of the legacy Program Definition setup.

Notice the “Federal” and “Program Year” options available. Before the update, only one poverty guideline could be attached to a program definition, often called the “Program Year” guideline. The min and max percentages on the old setup always referred to the “Program Year” guideline which may have also been the Federal Guidelines based on setup. Agencies did not have access to the Federal guidelines as CAP60 was managing them in the background but due to different implementation dates by different agencies, we have decided to allow agencies to control when guidelines become active on program definitions. Again, we have automatically migrated all of the Federal Guidelines for you so no change is needed to continue using the system as is.

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Back to the “Poverty Level” section, you can choose which attached guideline should be used for the points or eligibility calculations. The example above has all of the options set to “Required for Eligibility”, meaning that a household must meet at least one of the ranges to be considered eligible, they will never fall in all of the ranges. If income is not needed for eligibility, this section can just be used for point calculations or a combination of both based on your needs.

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Admin > Eligibility and Priority > Family Type

The “Family Type” section has a blue link, this means that a household will have to meet only one criteria added here that have the “Required for Eligibility” checked off because a family can never be more than one family type at the same time. This functionality did not exist in the old Program Definition eligibility setup. Since a family can only fall in one type, they will be awarded the points based on the type matched.

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Admin > Eligibility and Priority > Priority Index

The “Priority Index” section is not used for eligibility but for ranking clients based on the total score from the rest of the “Eligibility Group”. It has a blue link which means that a household can meet only one criterion added here because a household can never have multiple “Total Points” scores for one group. This functionality did not exist in the old Program Definition eligibility setup and a household will be placed into the “Priority Index” their total points falls within.

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Admin > Eligibility and Priority > Priority Index > View All

Clicking the “View All” link in the groups list page will take you to the “Priority Sheet” view of the group you just created. This page simply displays all of the options you added to the group with the items required for eligibility denoted with an asterisk (*). This view will be the same view seen by front end users when viewing eligibility with the addition of an “Awarded Points” column.

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Admin > Eligibility and Priority > Edit

Lastly, before we leave the setup portion of the Eligibility Groups, there is an option on the edit page of the group to control the points awarded to an applicant. As mentioned above, by default the system will pick the max awarded points for each group for an applicant and sum that for the total awarded points.

If you require all of the points to be summed rather than the highest, you should check off the option pictured above. It is likely that you may have to try different group setups to achieve very complicated eligibility and point sheets, but we encourage you to do so and to contact us if assistance is required.

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Front-End User Changes:

CAP > Family Information

Prior to the update the family characteristics were found by clicking on the “Edit Family

Information” link on the “Family Information” page, while the “Eligibility” link on the “Case Information”

page was used to edit eligibility items. Now that the two sections have been combined, the likelihood of the checkbox list becoming quite large has become more relevant and leaving it on the “Family

Information” page could make the page overly cluttered. Therefore we have moved the new checkbox list to a new link on the “Family Information” page titled “Characteristics”.

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CAP > Family Information > Edit Household Member

Prior to the update both Person Eligibility and Characteristics were found on the “Edit Family Member” page. This page can still be found by navigating to the “Household Members” section at the bottom of the “Family Information” page and clicking on the “ID” of the household member.

You will notice several changes on the “Edit Family Member” page. For example, the CSBG fields are grouped together and the “Employment” section has been moved to a link on the left side

navigation pane. In the context of eligibility changes all we need to look at is the fact that there is only one checkbox list at the bottom of the page which now functions for both characteristics and eligibility.

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CAP > Case Information > Eligibility

The link to view eligibility is still located at the same place on the “Case Information” page.

Clicking the link will take you to a page very similar to what was in the previous versions of CAP60. The primary difference on this page is that an “Applicant” must be selected before the eligibility can be displayed because many of the eligibility settings are based on whom the applicant is. Another change is that we now display both of the poverty guidelines attached to the particular program definition.

Another change is that the points awarded to an applicant for a particular program definition now has a drill down link to view the points awarded by each of the eligibility groups tied to that program definition. The points displayed on this page are the highest awarded points from all attached eligibility groups that the applicant is eligible for. Groups the applicant is not eligible for will be ignored if eligible groups exist. If there are no eligible groups, the highest points will be displayed from all of those groups.

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CAP > Case Information > Eligibility > Points

Clicking the first link that displayed “34” points takes me to the eligibility group points list.

Notice that there is a group in which the applicant was awarded 74 points, but because the applicant was not found eligible for that group, the highest eligible group points of 34 were selected.

Notice that the reason denied now appears on this page where in prior versions it appeared on the previous page. In prior versions we only displayed the first issue that caused an applicant not to be eligible, we now display all ineligible reasons.

Clicking on the name of the Eligibility group will take you to the point’s breakdown view page.

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CAP > Case Information > Eligibility > Points > Breakdown

Here you see the same view as seen in the “Admin” module after a group has been completed with an additional “Awarded Points” column. Next to each header are the points awarded for that section. Remember back when talking about “Age and Disability”, a household could match multiple options and the points awarded would be the highest within each group.

Thank you for taking the time to read through our Eligibility changes document. We feel this sheet will prove extremely useful to front end users of the system and we hope you find this to be true.

If you have any questions, comments or concerns please contact yourCAP60 support account manager.

818.386.1081 [email protected] Sincerely,

CAP60