Property Communication

Transcription

1 Property Communication Use the Property Communication form, accessed from the SC Daily log, to record time spent engaging in property communication. Property Communication is defined as the time it takes to create and distribute newsletters, flyers, invitations and other media to residents. The creation and distribution of these communication devices is considered time spent with residents. The data entered on a Property Communication form feeds automatically into the brown Service Hours reference chart located at the bottom of the Create Service Hours form, and also next to superscript 6 which represents time spent with residents. It also feeds into various management reports, such as the Activity Summary. Create Property Communication The required fields in the body of the Create Property Communication form include, Date and Communication Type. The optional fields are Description, Duration, Brief Note, and an Optional Distribution List.

2 First, specify the date of the Property Communication by choosing Click Here To Select. This will open a calendar that allows a date to be selected. A specific communication record can be submitted for one specific day. To go to a previous or upcoming month, click on the name of the month to see those dates. Once a date is selected, the calendar will automatically close. To change the selected date, click Clear Selection at the bottom left corner of the Property Communication calendar. The Description is a few short words to describe the type of communication engaged in. An example of a description could be June Newsletter, Summer Calendar, Health Clinic Invitation, etc. Manually type the description into this field. Duration references how long the communication was worked on. Adding the Duration of the communication is optional, however, adding it is considered a best practice.type the number of hours in manually and use the drop down menu to record the number of minutes. The Duration entered in the Create Property Communication form feeds automatically into the brown Service Hours reference chart located at the bottom of the Create Service Hours form.

3 It also feeds into the data field next to superscript 6 in the brown reference column which represents time spent with residents, and serves as a guide for where this value should be entered on the CREATE SERVICE HOURS FORM in order to populate the HUD report. Communication Type offers multiple types of communication. Select all of the appropriate types for the record by clicking on the white box to the left of each option. The Tasks box provides the option to further define what was accomplished during the duration of this Property Communication record. Select all of the appropriate tasks in the right hand column by clicking on the white box to the left of each option. The Brief Note box is a place to manually type in a brief description or add a note about the newsletter. Adding a Brief Note is optional.

4 Next, there is an option to Attach a Distribution List. While entering a distribution list is not required by HUD, it does allow for internal tracking, or for targeting a particular audience. Editing or Deleting Property Communication To Attach a Distribution List, check the box labeled Attach Distribution List, and a resident list for the property will open. Select the specific resident names that will receive the Property Communication. Note that, by default, Non- Participants, Community Residents, and Inactive Residents are NOT included in the list. To include them, check the appropriate box and the names of those residents will appear as part of the list. A Property Communication record can be edited or deleted by clicking on the Edit / Delete link on the Property Communication block of the SC Daily Log.

5 Initially there will not be any records selected. Use the drop down menu to select a specific Property Communication record. The training record will open automatically after it is selected. Once the changes are complete, go to the bottom of the edit Property Communication page and click Update to save edits to this record. Or, to delete this record, simply click on Delete. To exit out of the record without make any changes, click Cancel. Print Report of Property Communication A Property Communication Report can be accessed from the SC Daily Log. Property Communication reports can be run for a day, month, or custom range. A report can be saved as a PDF and printed. Initially, the report will default to the current month. To view a different date or range, click the blue link displaying the current month.

6 This will open a Report Date Range Selection tool. A report can be run for a specific day, month, or custom date range. Once the range has been specified, click OK and it will bring up all the Property Communication records for the date range. To exit out of the calendar without making any changes or choosing a date range, click Cancel. The body of the report page will list each Property Communication record that was entered during the date range. Each record is broken down by Date, Name, Note Duration, Distribution Count, and the Service Coordinator. Existing records can be edited directly from the report screen and new records can also be added from the report screen. Edit a record directly from this page by clicking on the blue edit link to the right of each particular record. This feature will open the record. Once the desired changes are made and saved, the record will close and this particular Property Communication Report screen will be visible once again. To add an additional Property Communication record directly from this report screen, choose Click Here to Create New Property Communication and a Create Property Communication form will open. Once the new record is created, it will close and this particular Property Communication Report screen will be visible once again. To print a version of this report, click Print Version at the top right portion of the Property Communication report screen. This will download a PDF version of the report which can then be opened and printed.