NACCRRAware Community Data Entry

Community Search

This page allows users to search for community partners by

• Community ID
• First Name, Last Name
• Business Name
• Area Code and Phone Number
• County

To retrieve a list using a partial name or number, type the known items followed by an asterisk ('*') and all the names or numbers matching the pattern will be returned.

Choose the number of Records per Page to be displayed. This breaks larger number of results into smaller groups that will load faster onscreen. A default number of records per page may be set in Administration>Agency.

Left click the <Search> button or simply press Enter to initiate the search.

Any or all matches found for the search will list on the data entry results page (shown below). By default, records are listed in order of the Community ID.

• To show all options, click Show All Pages in the upper left corner.
• To move through the list page by page, click the page number in the upper right corner.
• The arrows on the left and right move to the previous or next set of 5 pages.
• To sort options by ID, Business Name First Name, Last Name, County or Status click the Up (ascending) or Down (descending) arrow under the appropriate column header.
• The red arrow indicates the current sort option.

If no match is found, the community data entry search will return with a message stating there were no records found for the search criteria. If the user believes the record is indeed located in the database, it is possible to modify the criteria before the asterisk (for instance m* instead of ma*), enter different criteria, or produce a list of all records.

To produce a browse list of all community records in the database, click <Search> without entering any data in the search fields.

Scroll through the options to locate the correct record and click the View button to open the correct record.

If the desired community record is not found, click Create New Community, linked in the red bar. A new community record will open.

Once the correct, or new, record is opened, data entry can begin. There are two (2) pages in the community, General and Action Log. The pages can be accessed by clicking, in any order, on the related tab on the left menu.

General

To the left is the menu for the Community record. Place the cursor on Action Log and click to move to that page; the program will save any data entered or updated on the current page.

At the bottom of the page, there is a <Save> button. Clicking <Save> will save the data you have entered or changed on the current page and move you to the next page.

If your security level is "Create, Modify, Reports & Delete" or "Administrator", you will also have a <Delete> button. Click <Delete> to delete the entire community partner record.

General Info

Community ID: This number will be automatically assigned by the system.

Caller First Name: Enter the first name of the contact person for the community parnter.

Caller Last Name: Enter the last name of the contact person for the community partner.

Business Name: Enter the business name of the community partner.

Status: Status defaults to "Active," indicating that the community partner is active in the database. Each R&R should make a decision as to when inactive or pending is used for a community partner record. The "as of" date indicates the date that the community partner's current Status took effect; it defaults to the system date of the server. Only users with Create, Modify, Reports and Delete or Administrator security levels can change Status.

Date Added: The date the community partner was added to the NACCRRAware database. It defaults to the system date of the server.

On Mailing List: Check this box if the community partner is to be placed on one of the CCR&R mailing lists.

Referrals: The default is "Give Referrals", which means that this community member will be included in the Community Quick Search results. Changing the value to "No Referrals" removes the community member from the Community Quick Search results.

COM CFG 1 Text Fld [Default Field Name]: Enter text as defined by definition the R&R has assigned the field.

COM CFG 1 Date Fld [Default Field Name]: Enter a date as defined by definition the R&R has assigned the field.

COM CFG 2 Text Fld [Default Field Name]: Enter text as defined by definition the R&R has assigned the field.

COM CFG 2 Date Fld [Default Field Name]: Enter a date as defined by definition the R&R has assigned the field.

COM CFG 3 Text Fld [Default Field Name]: Enter text as defined by definition the R&R has assigned the field.

COM CFG 3 Date Fld [Default Field Name]: Enter a date as defined by definition the R&R has assigned the field.

COM CFG 4 Text Fld [Default Field Name]: Enter text as defined by definition the R&R has assigned the field.

Address

Street Address: Enter the street address or mailing address of the community partner. It is recommended that users not use any punctuation in the address, use postal standard abbreviations for Street, Boulevard, etc., and be certain to spell the street name correctly.

Unit #: Enter the unit number, such as the apartment number or suite number, of the community partner's address.

City: Choose the city in which the community partner is located from the drop down list or choose "Other" and enter the city name in the text field. The city will default to the city set by the administrator, if any default has been assigned. It is recommended that punctuation not be used in the name of the city.

State or Province: Select the state (USA) or province (Canada) in which the community partner is located from the drop down list. The state or province will default to the state or province set by the administrator, if any default has been assigned.

Zip Code or Postal Code: Enter the five-digit zip code (USA) or the six-character postal code (Canada) in which the community partner is located. The zip code or postal code will default to the zip code or postal code set by the administrator, if any has been assigned.

+4: Enter the last four digits of the nine-digit zip code (USA) in which the community partner is located.

County: Select the county, township, or parish in which the community partner is located from the drop down list or choose "Other" and enter the county name in the text field. The county will default to the county set by the administrator if any has been assigned.

Country: Select the country in which the community partner is located from the drop down list. The country will default to the country set by the administrator, if any has been assigned. Choosing USA indicates to the program that Zip Code should only have numeric values. Choosing Canada will allow Zip Code to accept alpha-numeric characters.

Geocoding:  Geocoding an address will assign a latitudinal and longitudinal code to the location address. Geocoding now occurs automatically upon page save. Successfully geocoded addresses will generate a link to Google Maps. Invalid addresses will be noted with an error message so that they can be fixed.

Contact

Primary Phone: Enter the primary phone number of the community partner, including the area code in the first box and the remainder of the phone number in the second box. Users must enter the hyphen ('-') after the prefix (first three digits) of the phone number. Area code will default to the area code set by the administrator, if one has been assigned.

ext.: Enter the extension associated with the primary phone number of the community partner, if applicable.

Secondary Phone: If applicable, enter the secondary phone number of the community partner, including the area code in the first box and the remainder of the phone number in the second box. Users must enter the hyphen ('-') after the first three digits of the phone number. Area code will default to the area code set by the administrator, if one has been assigned.

ext.: Enter the extension associated with the secondary phone number of the community partner, if applicable.

Fax: Enter the facsimile ("fax")number of the community partner, including the area code in the first box and the remainder of the phone number in the second box. Users must enter the hyphen ('-') after the first three digits of the phone number. Area code will default to the area code set by the administrator, if one has been assigned.

Email Address: Enter the email address of the community partner, if any.

Website: Enter the URL for the website of the community partner, if any.

Agency Info

Agency Category: Select the most appropriate Agency Category type of the community partner from the drop down list; the selections are "Employer", "Private Foundation," "Government Agency," "Private Social Service Agency," "Public Policy Group," and "Other."

Next Call: Enter the date of the next call scheduled to be made to this community partner.

Dates Scheduled: Enter text information about the dates or other scheduling information relevant to this community partner.

Fee Assessed: If the CCR&R charged a fee to this community partner, enter the amount of the fee assessed. Whole dollar amounts do not need to be entered with a decimal point, fractions of a dollar need to be entered with a decimal point (i.e. 1.5 will be $1.50, 35 will be $35.00, 175 is $175.00). Do not enter the currency symbol ("$").

Payment Method: Select the payment method from the drop down list. Selections include "Cash," "Check," "Credit Card," and up to seven additional selections configured by the CCR&R.

Payment Received: Enter the date on which the payment from the community partner was received.

Fee Range Minimum: If the community organization charges a fee for its services, enter the minimum fee charged. Whole dollar amounts do not need to be entered with a decimal point, fractions of a dollar need to be entered with a decimal point (i.e. 1.5 will be $1.50, 35 will be $35.00, 175 is $175.00). Do not enter the currency symbol ("$").

Fee Range Maximum: If the community organization charges a fee for its services, enter the maximum fee charged. Whole dollar amounts do not need to be entered with a decimal point, fractions of a dollar need to be entered with a decimal point (i.e. 1.5 will be $1.50, 35 will be $35.00, 175 is $175.00). Do not enter the currency symbol ("$").

Languages: Check all appropriate languages to indicate the languages in which services are available. This field can be used in the quick search process.

Community Local One [Default Field Name]: Check the appropriate box or boxes in this field, depending on how the CCR&R has configured it.

COM Local Two [Default Field Name]: Check the appropriate box or boxes in this field, depending on how the CCR&R has configured it.

COM Local Three [Default Field Name]: Check the appropriate box or boxes in this field, depending on how the CCR&R has configured it.

COM Local Four [Default Field Name]: Check the appropriate box or boxes in this field, depending on how the CCR&R has configured it.

COM Local Five [Default Field Name]: To select a value in this field, click on the appropriate option in the list, depending on how the CCR&R has configured it. To select additional values, press the <Ctrl> key on the keyboard while clicking the mouse on each additional value needed. Selected values will be moved to the top of the list for easier reference later; unselecting a value will move it back to its defined place on the list. WARNING: clicking on multiple values without holding the <Ctrl> key will result in only one value being selected. All others will be deselected.

COM Local Six [Default Field Name]: Check the appropriate box or boxes in this field, depending on how the CCR&R has configured it.

Services Requested: Check the appropriate box or boxes in this field, indicating the services requested by the community partner. Selections will vary depending on how the CCR&R has configured this field.

COM & CLI Shared: This field can be used in the Community Quick Search process. To select a value in this field, click on the appropriate option in the list, depending on how the CCR&R has configured it. To select additional values, press the <Ctrl> key on the keyboard while clicking the mouse on each additional value needed. Selected values will be moved to the top of the list for easier reference later; unselecting a value will move it back to its defined place on the list. WARNING: clicking on multiple values without holding the <Ctrl> key will result in only one value being selected. All others will be deselected.

Report Information: Enter any relevant comments in this box. Space for comments is unlimited, although only the first few lines will be available for viewing without scrolling.

Referred To: Check the appropriate box or boxes in this field, indicating where the community partner was referred to for the information and/or services it requested. Selections will vary depending on how the CCR&R has configured this field.

COM TXT Area 1: Enter any relevant comments in this box. Space for comments is unlimited, although only the first few lines will be available for viewing without scrolling.

COM TXT Area 2: Enter any relevant comments in this box. Space for comments is unlimited, although only the first few lines will be available for viewing without scrolling.

Comments: Enter any relevant comments in this box. Space for comments is unlimited, although only the first few lines will be available for viewing without scrolling.

Action Log

At the bottom of the page is a button to <Save>. Click <Save> to save the data entered or changed on the current page. It will not move the user to another page.

Note: The Action Log is intended to track the "history" of the community partner, especially any updates to the NACCRRAware record for that partner. Any time the community partner is updated, the user may go to the Action Log, select an action from the list, and save to the Action Log. Even if no change has been made to the partner's NACCRRAware record, it is still possible to record interactions with the community partner in the Action Log -- perhaps to record a request to be placed on a mailing list, the provision of information, or a referral to another social service agency.

New Action

Date: The system date on which the community partner action was added. The date can be edited if needed.

Counselor: The user logged in to the NACCRRAware system on which the community action is being added.

Action: From the drop down list, select the action that best describes the interaction with the community partner. Actions will vary depending on how the CCR&R has configured the field.

Comments: Enter any relevant comments in this box. Space for comments is unlimited, although only the first few lines will be available for viewing without scrolling once the action is saved.

Previous Action

This section provides a record of the previous actions for the community partner. Once an action is saved it will immediately be recorded as a Previous Action and will be saved to the top of the Previous Actions list.

Users with "Create, Modify, Reports and Delete" or "Administrator" security levels can modify or delete Action log entries.

• Update Log Click into the checkbox to the right of the action(s) to be modified. The fields which can be modified include Date, Action, and Comments. After making the change(s) to the selected action(s), click Update Log at the bottom.
• Delete Log Click into the checkbox to the right of the action(s) to be deleted from the record. Click Delete Log at the bottom.