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INTRODUCTION System Administration Guide Introduction This Administrator Guide provides ClientTrack Administrators with the detailed in This Administrator Guide provides ClientTrack Administrators with the detailed information necessary to perform their standard day-to-day functions and tasks in ClientTrack. The terminology and screenshots used in t
The following table describes each Tool Access Permission that is available and identifies specific capabilities granted to Users as a result of this permission. In all cases, Write permissions also include all abilities granted by Read permissions. Permission that allow Users to make configurations to their ClientTrack environments are only given a
For all of the following items, all configuration objects are removed from the Destination environment and replaced with the configurations that are maintained in the Source environment. Forms including associated Data Elements, Buttons, Help Text, and Rules/Actions. Workgroups (new and existing) updated in non-production environments will sync asso
Verification Items are the requirements that can be included in various Document Checklists. It is ideal to set these up before setting up the Document Checklist so they are available when you set up the Checklist. Navigation Verification Items are managed by going to the Home Workspace, Global Administration Menu Group, then the System Administrati
Configuration Syncs is a process that is initiated on demand. A Configuration Sync is the process of deleting all Forms, Workflows, Queries, etc., in the Destination environment and then copying those items to the Source environment. Configuration Syncs Overview Configuration Syncs Overview There are two different types of data syncs associated wi
Overview The Delete Client process allows ClientTrack Administrators to delete a client record and their related transactional records throughout the ClientTrack implementation. The Delete Client process works by updating the active status' for the client record and their related transactional records from A/Active to D/Deleted. After the Delete Cli
Select the Add New Service Code button at the top of the form. Select the Service Group. This dictates how the service will be categorized in ClientTrack for both lists and reports. Enter the unique title of the service in the Service open text box. Users may enter help text in the Long Description/Help Text box. If applicable, enter default values
Evaluation access can be controlled on a Type, Group, or Code basis using the Accessing Organizations field as explained in the sections above; however, mass changes to an Organization’s Evaluation access are better managed through the following processes. Navigation An Organization’s Evaluation functionality access is managed by going to the Home w
What is an Information Release/MOU in ClientTrack? In ClientTrack, the Security Organization level sharing of data is defined by an MOU (Memorandum Of Understanding). An MOU indicates the information-sharing relationship between Security Organizations, and the sharing relationship can be one-way or bi-directional. After MOUs have been defined and se
Provider access can be controlled on a Provider-by-Provider basis using the Accessing Organizations field as explained in the previous section. Mass changes to an Organization’s Provider access are better managed through the following process. Navigation An Organization’s access to a Provider can be found by going to the Home Workspace, Global Admin
When Workgroups need to be deleted or have a name change, it should be done only in the Source environment and those Workgroups will still need to be mapped to a Workgroup in the Destination environment during the next Sync. When requesting a Sync, these mappings will need to be provided to your Eccovia contact at the same time as the Sync is reques
Overview Community Services Block Grant (CSBG) is a federally funded program that provides state and local governments and nonprofit agencies funds to serve low-income individuals and families with the goal of self-sufficiency. CSBG specifically funds services and activities that aim to reduce the causes and conditions of poverty in local communitie
Service Codes (commonly referred to as just “Services”) are used throughout ClientTrack for a broad variety of purposes, including the tracking of Services provided directly to a specific client, Services provided to groups of individuals, and Services offered by partner programs and organizations. Navigation Service Codes are managed by going to th
In addition to being ClientTrack’s way of organizing groups of users who perform similar roles, Workgroups determine which functionalities a user can view/use in ClientTrack. A ClientTrack instance can contain one or hundreds of various Workgroups. Depending on a user’s Workgroup setup, the user will be allowed to create, update, and/or delete data.
At times, Configuration Syncs to production interfere with Change Data Capture (CDC) and Replication Sync services. Specific steps need to be taken to manage CDC services in conjunction with a Configuration Sync to ensure CDC services continue to run successfully following the sync. Similarly, Configuration Syncs can also interfere with Replication
Migrating data to a new system can be a challenging endeavor, particularly for organizations lacking prior experience in system adoptions. However, with a detailed and structured approach, you can ensure a smooth transition. Below is a comprehensive guide to help your organization plan and execute a successful data migration to an Eccovia product. M
Before processing, verify that your programs are set up in the system, using the Programs Management document. ClientTrack offers the system administrator specific control over which programs can be funded by which grants. Navigation Managing this from the grant perspective is accomplished by going to the Home workspace, Setup Data Management menu g
Service Code access can be controlled on a code-by-code basis using the Accessing Organizations field as explained in the section previous; however, mass changes to an Organization’s Service Codes access are better managed through the Service Access screen. Navigation The Service Code access screen can be found by going to the Home space, Setup Data
Evaluation Codes allow you to create categories within an Evaluation Group. Each Code should indicate a significant difference between categories within an Evaluation Group. Navigation Evaluation Codes are managed by going to the Home workspace, Setup Data Management Menu Group, expanding the Setup Data Management Menu Option, and selecting Evaluati
On the Security Organizations search form, select the Add New Security Organization button. Enter a unique, three-character code to represent this organization in the Security Organization ID field. Most instances have this field auto-generate to prevent errors. Enter a name in the Security Organization text box; this will serve as the Security Orga
Evaluation Groups allow you to create categories within an Evaluation Type. Each Group should indicate a significant difference between categories within an Evaluation Type. Navigation Evaluation Groups are managed by going to the Home workspace, Setup Data Management Menu Group, expanding the Setup Data Management Menu Option, and selecting Evaluat
Programs are utilized in ClientTrack to indicate how a client participates with an organization. Programs can be differentiated one from another by the types of services the client might receive, the expected outcome for clients who participate, and the resources being used to provide services for the program. Clients are enrolled into programs upon
This Administrator Guide provides ClientTrack Administrators with the detailed information necessary to perform their standard day-to-day functions and tasks in ClientTrack. The terminology and screenshots used in this Administrator Guide are taken from ClientTrack's baseline functionality. Two ClientTrack Environments Although some ClientTrack Admi
Under special circumstances, non-Production databases will be overwritten by a copy of Production. This is generally done for testing purposes only. This is not a sync operation, but it is covered in this document to differentiate this process from a sync. Overwriting a non-Production database with a copy of Production will harmonize the setup data
Grants in ClientTrack refer to various sources of funding received by a Client. This system allows for the recording of grants and the tracking of multiple records (Enrollments, Service Codes) which the Grant funds. Grants are one of the primary filters found on ClientTrack push-button reports. Navigation Grants are managed by going to the Home work
ClientTrack is a web-based application. ClientTrack runs best on the latest versions of Chrome, Firefox, and Internet Explorer. ClientTrack can also be accessed via mobile device. Logging into ClientTrack Navigate to the web address given to your specific solution (this changes with every instance). You will enter your username, which is your work e
Disclaimer The information published in this document is intended to provide general instructions for using ClientTrack software as originally deployed in baseline form. Because of variations in how organizations may configure and use the software, there is no express guarantee that this guide will exhaustively cover all use cases. For questions bey
Evaluation Types are the highest level of categorization in the Evaluation functionality. Evaluation Types are divided into Evaluation Groups, which are then divided into Evaluation Codes. Each Type indicates a significant difference in the category of data. On the Evaluation Management form, select the Add New button at the top of the form. Enter a
Overview The Merge Client process allows ClientTrack Administrators to perform duplication and data quality clean-up throughout their environment. The Merge Client process works by merging two duplicate client records into one. This is accomplished by first updating all transactional records associated with t he Source Client ID to the Target Client
This functionality allows for Direct Services to be entered for every client in a program at an assigned interval. Service Codes need to be created prior to associating them with the program using the instructions below. Navigation Auto-Posting Services for a program are managed by going to the Home space, clicking the Setup Data Management menu gro
On the Document Verification Items form, select the Add New Verification Item button at the top of the form. Enter an Item Description that will serve as the Verification Item’s title. Select all applicable Acceptable Types. This is a multi-select list. Select Save.
Three configurations in ClientTrack Sync conditionally depending on the environment they were created in: 1. The Codes Table The Codes table (not to be confused with Evaluation Codes) will Sync, including each Codes' OrgGroupID. If you create a Code in the Source environment marked as "All Organizations", it saves in the OrgGroupID table with the v
Accessing User Management To access the User Management Menu Option, ClientTrack administrators will need access to a Workgroup with the Global Administration or Setup Data Management Menu Group in combination with the Write Permission setting for User Setup under their Tool Access Permissions. Click the Global Administration menu group, then select
Barriers represent issues that may affect a Client's ability to achieve specific goals or outcomes dictated at organizational or state levels. Navigation Navigate to the Client Workspace and select the Assessments Menu Group, followed by the Barriers Menu Option. Viewing a Client's Barriers Users should only use the Barriers Menu Option to view prev
Please Note: Set up Service Codes for participating services prior to associating them with the Program using the instructions below. Navigation Participating Services for a program are managed by going to the Home space, clicking the Setup Data Management menu group, expanding the Setup Data Management option and clicking on Programs. Select the Ac
System Administrators have access to certain features that will allow them to manage client records. These features are detailed in the following walk-throughs. Client Security Model Basics Client Security Model Basics Two Record Types in ClientTrack Entity Record Data: Most commonly associated with Two Record Types in ClientTrack Entity Record Data
The ClientTrack Sync process includes special provisions for user mappings that aims to reconcile differences in user IDs when synchronizing queries and other configuration items that reference users. As an example, if a user creates a new query in an implementation / training environment and marks the query as Runnable or Editable by only themselve
Security Organizations control which Clients, Transactions, and Setup Data each User logged into an Organization has access to. When a User logs into an Organization, that Organization’s settings determine the visibility of Client Demographic/Transactional Data and Setup Data. Please Note: An Organization does not affect a User’s Interface other tha
Navigation Access Path: Home > Global Administration > User Management New users can be added by clicking Add User or Quick Add User at the top of the User Management form. The Quick Add User form is a modified version of the in-depth user setup form outlined below. Click Add User. Enter the full name of the user in the Name field, then enter
Security Organization access can be controlled on a User-by-User basis using the User Management Menu Option; however, mass changes to a Security Organization’s User access are better managed through the User Access Option. Navigation Security Organizations are managed by going to the Home Workspace, Global Administration Menu Group, then Setup Data
Once you have entered a Client and conducted any necessary Assessments, you can then assign Goals to that Client and establish progress plans to achieve those Goals. In addition, you can link specific services to those goals and action plans. Navigation Navigate to the Client Workspace and search the desired Client. From the Client's dashboard, sele
This reference guide provides definitions for terms and acronyms discussed within the ClientTrack platform. Users: Any Staff or volunteers with login credentials and access to ClientTrack. Client: Any person whose data is being captured or could potentially be captured by ClientTrack. Other family and non-family members and information can be co
Document Checklists are utilized in ClientTrack to define a set of requirements. Document Checklists are commonly used to gauge eligibility for a Program or Service and verify that a client has agreed to or submitted certain signed forms. Navigation Document Checklists are managed through the Document Check functionality by going to the Home Workspa
This article describes the main tasks that ClientTrack Users perform that involve collecting data and working directly with Clients through multiple forms and workflows in their solution. Adding a New Client Record To begin the Client Intake process: Navigate to the Client Workspace and select Add New Client from your menu. The name of this Menu Opt
Select the Add New button at the top of the search form. Enter a description into the Service Group field to identify the Service Group. Select Save.
Tool Access Permissions determine which features and capabilities the user can access. Administrators commonly utilize one of several pre-set Tool Access Permissions templates to quickly identify the type of user and which permissions they are assigned. Available Tool Access Permissions Templates: Basic User doesn’t allow a user access to edit any d
The basic components of Enrollment include Program Name, Begin Date, and End Date. An Enrollment can be associated with Assessments for reporting purposes. The function performed by an Enrollment may come under a number of different names, so it is important to think in terms of function. Many items, such as Assessments, need to be associated with a
In addition to being the way ClientTrack labels different data collection entities, Organizations determine which sets of data a user can view in ClientTrack. A ClientTrack instance can contain one or hundreds of various Organizations. In short, Organizations are a fundamental security design component affecting multiple areas of a ClientTrack imple
Assessments are snapshots of a Client's situation, including education, financial, health, and employment issues as well as barriers to Client success. Unlike basic Client information, such as name, address, and family information, Assessments track Client data that generally varies over time. After adding a new Client and entering basic Client info
Select the Action Button next to the necessary Security Organization to manage User access, followed by Assigned Users. Select or unselect the Login checkbox for any User who should log in and add new records as a member of this Security Organization. Select or unselect the Editable checkbox if this User should be able to edit records owned by this
A Service is a task performed for or on behalf of a Client, or a tangible item provided to a Client. Each Service has a Name, a Unit of Measure (dollars, hours or minutes, count), a Value, and an Associated Date. Services can be grouped together in a Service Group. Services and Service Groups are not required for a ClientTrack implementation but are
Grant access can be controlled on a grant-by-grant basis using the Accessing Organizations field as explained in the section above. Mass changes to grant access are better managed through the Grant Access form. Navigation The Grant Access screen can be found by going to the Home workspace, Setup Data Management menu group, expanding the Setup Data M
New grants can be set up by using the Add New or Quick Add New buttons at the top of the form. The Quick Add New form is a modified version of the in-depth grant setup form outlined below. On the Grant Management search form, select Add New. If not automatically generated, enter a Grant ID, which, as specified in the form instructions, must be a un
Overview Community Services Block Grant (CSBG) is a federally funded program that provides state and local governments and nonprofit agencies funds to serve low-income individuals and families with the goal of self-sufficiency. CSBG specifically funds services and activities that aim to reduce the causes and conditions of poverty in local communitie
Overview Community Services Block Grant (CSBG) is a federally funded program that provides state and local governments and nonprofit agencies funds to serve low-income individuals and families with the goal of self-sufficiency. CSBG specifically funds services and activities that aim to reduce the causes and conditions of poverty in local communitie
The Evaluation functionality is used in ClientTrack to determine options for lists seen in specific assessments. At the heart of the Evaluation functionality is the Evaluation Code — a seven-character ID that represents a particular assessment’s option on a list. It consists of a two-character Evaluation Type, a three-character Evaluation Group, and
Acceptable Types define what ways a verification requirement can be fulfilled. It is ideal to set these up first to be available when you set up a Verification Item. Navigation Acceptable Types are managed by going to the Home Workspace, Global Administration Menu Group, then the System Administration Menu Group, expanding the Document Check Menu Op
There are two different types of data syncs associated with ClientTrack: Configuration Syncs and Replication Syncs 1 . This section will cover Configuration Syncs, a process that is initiated on demand. Mechanically, a Configuration Sync (referred to as “Sync”) is the process of deleting all Forms, Workflows, Queries, etc., with an ID between 100000
Service Groups divide Service Codes into categories to assist with sorting and reporting. ClientTrack often includes several Service Groups when implemented. Navigation Users can manage Service Groups by going to the Home space, Setup Data Management menu group, expanding the Setup Data Management option, and selecting Service Groups. Please Note: T
On the Document Checklist form, select the Add New List button at the top of the screen. Enter the name of the checklist in the Document Checklist Name field and choose your Accessing Organizations for this new list. Check the checkbox next to the necessary documents needing to be included in this Document Checklist. The User can also set the order
On the Document Verification - Acceptable Types form, select the Add New Acceptable Document Type button at the top of the form. Enter a Document Type that will serve as the Acceptable Document Type’s title. Select Save.
Navigation The functionality to delete a Provider can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Provider Administration Menu Option, and selecting Delete Providers. Please Note: ClientTrack’s Delete Providers functionality uses the soft delete method, meaning that Providers can be restored if deleted by
Program access can be controlled on a grant-by-grant basis using the Accessing Organizations field, as explained in the previous section. However, mass changes to program access are better managed through the Program Access screen. Navigation This screen can be found by going to the Home space, clicking on the Setup Data Management menu group, expan
Navigation The functionality to merge Providers can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Provider Administration Menu Option, and selecting Merge Providers. Please Note: The Merge From Provider’s transaction records will be transferred and re-associated with the Provider selected in the Merge Into
As with client records, you have special access to manage the provider records in the database. You have access to delete erroneous provider records as well as merge duplicated provider records into a single record. Providers are used in ClientTrack as a part of the Referral functionality. Navigation Providers are managed by going to the Home Worksp
Select the appropriate Add New button at the top of the form. Please Note: For HMIS and Head Start Programs, use the corresponding Add New button. Enter the full name of the program in the Program Name field. If appropriate, select Clients Can Enroll. This indicates whether clients can directly enroll into this program via the Enrollment module. Ent
Below are the three functionalities that determine how Client Record Data is shared between Organizations. MOU Organization-level sharing where agencies can define sharing relationships between each other defined in formal Memorandums of Understanding (MOUs). The sharing relationship can include one-way or bi-directional sharing for a specific rang
Two Record Types in ClientTrack Entity Record Data: Most commonly associated with Client Records in ClientTrack, Entity Record Data for Clients can include name, birthdate, address, SSN, and other demographic fields. Transactional Record Data: These include all interactions or data collection associated with the Entity. For Clients, that means asses
For all of the following items, none of the configuration objects are removed/replaced from the Destination environment during a Sync. Client Data Transactional Data including Services, Assessments, Client Files, Family Members, and all other data related to specific Clients. Setup Data including Organizations, Programs/Projects, Service Codes, Gran
