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How To Set Up Programs And Program Instances

SUMMARY:

By following these steps, you can set up a fully configured program and its instances tailored to your needs.

Preparation Steps

  1. Program Type: Create a Program Type to group related programs sharing Service Groups and Outcomes.
  2. Agency Locations: Add locations for program instances through the Admin menu.
  3. Funding Sources: Set up any Funding Sources needed for the programs via the Admin tab.

Adding a New Program and Instance

  1. Navigate to: Admin -> Program Info -> Manage Programs.
  2. Add New Program:
    • Select a Program Type and go to the Programs tab.
    • Click Add New Program.
  3. Program Configuration Tabs:
    • Basic Information:
      • Fill out the required fields (Program Name, Default Enrollment End Date, etc.).
      • Optional: Configure Voucher/PO settings, and other program details.
    • Default Instance Location Info:
      • Set the default location (Agency Location or Other Provider).
    • Instance Details:
      • Assign a Facilitator/Case Manager.
      • Set Program Duration and Maximum Enrollment.
      • Enable attendance tracking if needed.
  4. Save: Once saved, you will have one program with one instance.

Configuring a Program

  1. Program Basic Info and Instances: Edit basic program details or add more instances.
  2. Program Supplemental Tab: Add and configure custom forms for collecting additional data. Navigate to: Admin -> Custom Forms and Fields -> Manage Custom Forms menu.
  3. Eligibility Rules Tab: Define rules to determine participant eligibility based on forms or assessments.
  4. Program Expenditures Tab: Add Expenditure Types and select Funding Allotments for service records.
  5. Public Facing Service Entry: (Optional) Build Service Grids for external service entry if required. This functionality is not commonly used, so please look for specific documentation if you wish to utilize it.

Configuring an Instance

  1. Instance Info:
    • View Maximum Remaining Fund Amount, location, and Expenditure settings.
    • Review and adjust Instance details (e.g., duration, enrollment limits).
  2. Service Limits Tab: Set unit limits for specific services and applicable timeframes.
  3. Funding Source Tab: Assign Funding Sources and allotments to the Instance.
  4. Funding Transactions Tab: Export transaction data related to the Instance.
  5. Outcome Targets Tab: Update and monitor targets for Outcomes at the Program Type level.