SVdP Database Tutorial

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1 SVdP Database Tutorial Introduction The SVdP database is an Internet based application that is used to manage the data and process associated with a SVdP conference. Some of this data is sensitive, so all transactions are secure. The database is backed up every night in case there is a hard disk failure on the server. Using the Internet gives access 24/7 to anyone anywhere in the world as long as they are authorized to access the data. In general there is a record for each entity (client, member, apartment, conference) and there are history records to keep track of clients who need help more than one time (one history record for each time the client is helped). A client typically calls the hot line number for help. The person responsible for the hot line checks for messages and does the initial screening. If a person is outside the served area and is not a parishioner, they are given information on who to contact. If the person is in the area or is a parishioner, the relevant information is collected and entered into a new record (first time client) or into a new history record (repeat client). A lead advocate is then assigned and the Process field value is changed to assigned. The rest of the process is captured in a document called client process, and each conference has their own defined process. If you are using a mobile device, please read the section on Delete Cookie. There are nine conferences and one parish without a conference using this database. There is one conference that has a directory for a Web page, but not using the database. The web pages for all the conferences can be found at Each conference has its own SVdP database. It is efficient to be able to look at the conference Web pages when searching for best practices. Web space is free; there is a small charge to pay for the use of the server ($8 / month). The screen shots for this tutorial display the St. Elizabeth Ann Seton database. When you first run the database program, the screen that is displayed is a log in form.

2 Log In Enter your name (first and last) and password and click on the Submit Password button. If the password is correct, a cookie is stored on your device and the next screen displayed is called the Home screen. Starting on May 1, 2018 a record with that login name must be defined in the database for the log in to be successful. This means that someone must define a record for a new member before they can log in. Name and Password are both case sensitive. If the record is for William Smith, Bill Smith is not going to work as a log in name.

3 Home The Home screen is displayed when the log in is successful or whenever a person who has been authorized returns to the database. The buttons on the top are used to select the function you want to run. The letters are used to quickly get to the records with a last name equal to the letter. This screen may be different for different conferences. Global search searches all the fields for the submitted string. My Cases Displays the list of cases that belong to the advocate who is logged in. Add New Record used to add a record to the database Find Find a record by last name, phone number, record number or case number. Schedule add or delete name from schedule. Other Functions drop down with functions that are used less often. Home the A to Z page displayed above Delete Cookie deletes the cookie, so you have to log in again to use the database Display All displays all records Help describes what the functions do. Help Form - process a submitted help form Minutes - manages the minutes from meetings New Apartments add a new apartment record Reports lists the reports that can be requested Search / search the database and optionally send or text Search History search history records Undelete Record undelete a record that has been deleted

4 Web page displays the web page for the conference global search global search searches all the fields in the database for a match with the submitted string. Usually this is a fast way to find a record. But if the string has too many matches, the number of records returned will be too many, and the Find function may be a better search mechanism. The search is case insensitive. The fields displayed are defined in the Config. function. My Cases My Cases displays the records where the name of the person logged in matches the name stored in the Advocate field of a record. The records where the process status is open are displayed first, followed by the records that are closed. Usually only the top records will be of any concern. The fields displayed are defined in the Config. function. Add New Record Used to add a new record to the database. The first and last name are the only required fields. Remember to click on Save New Record or nothing will happen. If the record already exists, then the existing record will be displayed. If not a new record will be added and the rest of the fields can be filled in.

5 Find Fast way to find a record by record number, last name, phone number or case number. Enter a string and press the Enter key or click on the find button.

6 Help Displays a help screen. The Help button is context sensitive the help displayed depends on which function you are in.

7 Minutes By default the last 4 minute records are displayed. What minutes are displayed can also be selected, and new minutes added. You have to be in owner mode to edit existing minutes.

8 Report The Report function displays a list of reports that are available. Click on the report to run it. The reports are defined in the Config. function. Cleared Members list of members who are cleared for home visits Clients Being Helped - list of client records whose process value is not done. Apartments list of apartment records Active Members list of members whose status is Active Member. Alert List not used at this time Clients and Children Client report sorted by client name Giving Tree report on client sorted by advocate SVDP Conferences list of SVdP conferences near us (used for twinning) All Records list of all records in order of record number Resources lists the records with Resource as a status Aid Report Report over a period of time. Volunteer Report Report on volunteer hours and miles.

9 Schedule The schedule function allows a member to view the schedule or to sign up for a role or to delete the sign up for a role. If a role is available, clicking on the number will sign up the member. Clicking on the number again will delete the sign up. Clicking on the name will display the record for that member. The schedule is displayed for two months, the current month and the next month. There are 6 possible roles: Help line 1 and 2 Lead Advocate 3 and 4 Advocate 5 and 6

10 Web page This button displays the conference SVdP web page. This page would contain links to other sites of interest, documents like the SVdP process or resource books, and current information like meeting results. The contents are managed by the conference.

11 Record Functions When you are looking at a report, clicking on the name will take you to a record. You can modify the record and then click on the Save button. If you forget to click on the Save button your modifications will not be saved in the database. When you are in an existing record, you can attach a file to that record. This is very useful in storing the client Release form. You would scan it in and attach it to the client record. Click on Choose File and navigate to where the file is located. Then enter a description (example: Release form), then click on the Upload File button. A record can be marked as deleted, but you can not actually delete a record. Transfer History can be used to combine a duplicate record. Send ER can be used to send a message to the officers who approve an ER (Emergency Request).

12 History Record Each client record should have only one base record, but should have a history record for each time they made a request. A history record can be modified, so it does not have to contain all the information when it is first generated.. Here is a sample history record.

13 New Apartment Add another apartment to the list of apartments. Volunteer Record A member has the option of adding volunteer records to keep track of hours and miles. This is handy for the annual report that is required by the Council and for an individual who can itemize on taxes. To add a new record, click on the Add Vol. Record button. Display All Displays all the records. Some members like to use this display and then use the Ctrl F key to search for the record they want. The fields displayed are defined in the Config. function.

14 Search / The search function selects a set of records based on one to three criteria and can be used to send to the people whose records have been selected. Example: field comparison Status = value Member will select those records whose status value is Member. This is useful for the secretary to send out a message that the minutes are ready to be reviewed. Each record that s selected has a checkbox. The checkbox value is checked if that record has an address and not checked if there is no address. The checkboxes can be clicked on or off to select or deselect a record. Example 2: field Status ZIP comparison value = Client Contains will select those records whose Status value is Client and whose zip code contains

15 Delete cookie What is a cookie? A cookie is a small, named piece of data that is stored on your device (PC, laptop, tablet, smartphone). What do cookies do? A cookie is often used to authorize access to secure data. A cookie can also be used to keep track of data like what you searched for last. When you access the SVdP database, the server executes the SVdP program. The program asks for the cookie. If no cookie is returned by the device, the program sends the login screen. When a member enters the correct information into the login form, a cookie is stored on their device. When a cookie is present, the program displays the Home screen. The cookie is used as authorization that the person who has the device should have access to the data. If you click on the button "Delete Cookie", the cookie is deleted and you have to log in again the next time you access the database. This s like saying: "this device is no longer authorized to access the database." The problem: If a person loses a mobile device and has accessed the SVdP database, whoever has the device has access to the data. Solutions: Anyone using a mobile device should delete the cookie when they are done. Anyone who loses a device should notify us (me) immediately, and I can lock out access to the database from that person. Thank you for protecting access to this sensitive data on a mobile device.