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HOW TO USE THE RESIDENTIAL STATEMENT TOOL - DHS

Opening the Tool

Open up the file that has been supplied to your residential setting and which you have previously saved on your “C” drive (or similar).

The file will automatically check the internet for later versions when you open it. If an upgrade is required you will be notified and uploads will be downloaded automatically.  To manually prompt an upgrade, use the synchronise menu

Once opened the tool will advise that if you require a respite version you will need to select the respite option at the top of the form. Just answer “ok” to acknowledge this prompt.

The default setting is a “full statement”, if you do, however, select

you will be given the same prompt as above and will have to answer “yes” again to acknowledge this prompt.

If you want a respite statement, select ‘Respite Statement’ at the top of the form.

The selected data collection main form template will now be loaded.

 

Data Collection Main Form

 

Adding individual’s personal details

If you are using the tool for the first time you will have no residents’ information saved to the main form template. This is your first task.

In most cases the tool will automatically take you to the add clients screen if no clients exist. If not follow these instructions:

• At the top of the main form in the grey toolbar you will see the selection add/edit clients

select this:

• A new selection will appear

• Select ‘Add a new Client’

• You will be taken to a new window

Entering client details

• ignore the top orange box if you are adding new clients, this is used for editing existing clients, and enter the client’s details and details of the residential setting in the appropriate fields

• You can select the usual residential setting details by selecting the arrow on the data collection box.

After adding appropriate details:

• Select save this record.

• Return to the main via the instruction “return to main form”.

It is your choice whether you wish to enter data for all residents before filling in the remainder of the main form template. If you wish to load all residents’ details first you will need to repeat the steps above for each resident.

 

Entering Data into Main Form

When you are back to the main form you are now ready to enter data to produce a residential statement.

• Go to the orange box: Resident’s name and click on the arrow at the end of the box.

• The residents’ names that you have just loaded should be available for selection

• Select the appropriate resident

It is now a matter of inputting data relevant to the individual and the residential setting

Things to Note: Selecting the ‘is this residential setting gazetted as a CRU’ will automatically mark that Attachment 2 “CRU resident movement (including notices to relocate or vacate)” has to be provided. Selecting that the charges are set by the Residential Service Provider automatically activates all boxes relative to residential charges. Selecting “Other organisation” automatically deactivates the residential charges boxes and activates “the residential charge is set and activated by another organisation”. If you select rent only this deactivates the service component data collection boxes

 

Saving data

IMPORTANT: Once you have finished entering data into the main form press:

 

Importing data from one main form to another – excluding personal details

 

To save data entry time, you can import selected data from the most recent record you have saved for your residential setting.

Select 'Clear / Load Data' from the menu, then select 'Load Most Recent Data From All Records'.

 

If you are not happy with the results use 'Reload This Record's Data' to return to the original data if there was any, or 'Clear All Fields on Form' to empty inputs

 

 

 

 

Generating reports

Once you are satisfied you have entered all the relevant data, and saved the data you are now ready to generate reports.

Go to the bottom section of the main form to make your selection/s.

Standard report

If you want a standard report check the box “print residential statement”. (you can also use the print menu)

This will take a little time to be processed, remember data is being generated from an excel database into a report format.

You will also be asked if you want at this stage to print the attachments that go with the residential statement.

When all data has been transferred to the report format a view only copy of the report format will appear on screen. If you are happy with the contents you and you can print it, if you decide you need to change the contents you have to do this by returning to the template.

Easy read/Community Languages

If you wish to generate an easy read version or a community language you need to make the appropriate selection.

The selection will appear on screen with all the relevant details included.

You will also be asked if you want at this stage to print the attachments that go with the residential statement.

When all data has been transferred to the report format a view only copy of the report format will appear on screen. If you are happy with the contents you and you can print it, if you decide you need to change the contents you have to do this by returning to the template.

 

Saving your reports

The tool is not set-up for you to save the generated reports. This ensures that there are not lots of superfluous documents being kept. A printed hard copy that has been signed off should be saved on the residents’ file.

Any additional copies can be printed off as required by accessing the individuals record and requesting reports be printed.

 

Saving your data on leaving document

If you have made changes to the main form and have not saved the data the system will ask you if you want to save your changes before closing the main form.

 

Accessing saved data at a future date

As stated, the data is kept on an excel database and can be accessed whenever you want by opening your house file and selecting the records of the individual you want.

 

Synchronising

You can synchronise at any time (that is: exchange data with the server), however this sometimes is a slow process, or cannot be done if someone else is accessing the server at the same time and you will be prompted to try again later.

If you want to synchronise your files, you only need to do this after you have finished your work, that is after you have finalised the residential data input session, or you can synchronise at the beginning of a session if you have not accessed the residential tool for some time.

Getting Help/Ordering tools

You can log all requests for help and tool orders on the following website:

http://ResiStatement.RosterCoster.com

Please provide your cost centre when ordering a new/replacement customised tool.

If you lose your data for any reason, for example, you computer crashes and you lose your saved document, you can order a new tool for your residential setting and upon synchronisation all the previous data will be retrieved.