Emergency Shelter Configuration Data Preparation Instructions

Emergency Shelter Configuration Data Preparation Instructions

Introduction

This page is meant to provide you with information on how to populate your emergency shelter case management specific data into the emergency shelter build template that you downloaded from the template-based migration introduction page. This page is only to explain the "Intake" section of the Contact tab, and the Help Line, Emergency Shelter and Service Delivery tabs.
For non-shelter-specific information such as donations, pledges, memberships, etc., please see the pages linked from the main instructions page here.

Type of information that goes in this configuration of Sumac:

  1. Manage Client’s Lifecycle
    1. Intake & screening
    2. Assessment of needs & risks
    3. Services planning and delivery
    4. Discharge, re-entry & aftercare
  2. Track incoming referrals
  3. Manage outgoing referrals
  4. Track incoming calls to your Crisis Helpline.

How the information entered in the relevant tabs will be handled:

  1. Each row will be imported as a separate record 
  2. Any data entered into a field marked as a drop-down field or a checkbox group field in the "Type of Field" column will be created as an option in that field. 
    1. For checkbox groups, multiple options can be recorded in the data, as long as those options are separated by a comma.
    2. For fields marked as drop-downs only one option can be recorded.

  3. Time of day and duration fields should have the data in HH:MM:SS format

  4. For date fields, a complete date is needed, including the year, month and day

  5. All fields in red are mandatory fields

Contacts - Intake

These are the fields you will find in the intake area of a Contact record.
In the template spreadsheet, you will find columns representing these fields in the Contacts tab. 
The information in these fields is generally considered to be unchanging.
Each individual should have only one row of information that goes in these fields.

Name of Field

Type of Field

Notes

Ethnicity

Drop-down

 

Employment Status

Drop-down

 

Household Composition

Drop-down

 

Number of Children under 18

Number

 

Number of Adults

Number

 

Family Size

Number

 

Income

Drop-down

 

Emergency Contact Name

Text

 

Emergency Contact Phone Number

Text

 

Emergency Contact Email

Text

 

Relationship to the contact

Text

 

Family Doctor

Text

 

Formal Diagnoses

Checkbox Group

 

Allergies

Checkbox Group

 

 

Help Line

For every call made into your helpline, a record of this type is created. This means that for every call there should be one row of data in this tab with details of that call.

Name of Field

Type of Field

Notes

Contact

Contact

Links to a Contact record.

Date

Date

 

Call Start Time:

Time of day

 

Call End Time:

Time of day

 

Call Duration:

Duration

 

Reason for Contact

Dropdown

 

If Other:

Text

 

Notes/Comments

Long Text

 


Emergency Shelter

The Emergency Shelter Record is used to record information about a client’s stay at the shelter. Every time a client comes back for a stay, a new record is meant to be created to track the over-arching information about the client's stay.

This means that one row of data in this tab will represent one stay of a client at your organization.


Name of Field

Type of Field

Notes

Client

Contact

Links to a Contact record.

Date of Admission:

Date

 

Location:

Drop-down

 

Presenting Challenges

Long Text

 

Status

Drop-down

 

High-priority goals

Long Text

 

Objectives

Long Text

 

A timeline for transition progress

Text

 

Outcomes

Long Text

 

Target Date of Discharge

Date

 

Date of Discharge

Date

 

Days in Program

Number

 

Notes/Comments

Long Text

 

Service Delivery

A service delivery record is created for every time a service such as counselling, cooling centre, soup kitchen or warming centre is delivered, a record can be created, recording information in the fields provided below.

This means that one row of data in this tab needs to represent one counselling session, for example.

Name of Field

Type of Field

Notes

Date

Date

 

Service Provided:

Drop-down

 

Number of meals provided:

Number

 

Number of people served:

Number

 

Client Name

Contact

Links to a Contact record.

Case Manager Name

Contact

Links to a Contact record.

Type of counselling Name

Drop-down

 

Start Time

Time of day

 

End Time

Time of day

 

Duration

Duration

 

Notes/Comments

Long Text

 

 Customization Information

All drop-down menu and checkbox choice options will be customized to the data that you have sent.

If you have any additional fields of data that you would like to have in any of the above records, please send us a table like the one above detailing what the name of the field should be and what data type the field should have.

 Emergency Shelter Action Plan

This is for informational purposes only. No data can be imported for reminders into the database.
Using the Reminders Addon, this will allow you to create a reminder for each client. The action plan will serve as a checklist of steps that you need to go through, at various points in time, for every client.
For an overview of the Reminders add-on please take a look at this article. For an overview of how action plans work within the Reminders add-on, please see the article here.


Description



What To Do



Client Intake & Admission



Gather demographic and other program related information and log into the database



Initial Assessment




-Data Collection Process




-Screening for immediate health and hygiene needs




-Screening for financial and income support entitlements




-Screening for safety issues



 

-Screening for identification needs




-Assess housing needs




Basic (Essential) Support Services



Provide shelter, food and hygiene needs; safety monitoring and planning as required



Service Plan



Develop service plan to address identifi ed needs from the Initial Assessment



-Develop Housing Plan with clients as required




Discharge and Aftercare



Service delivery completed, and the client is discharged from the program



- 3 Month Follow up




- 6 Month Follow up




Close Action Plan



Mark this action plan as completed



Service Delivery



Provide contractual services, programming & support


 





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