Additional Tips: All data entry needs to be completed each week by EOD Monday s in order to be on the VOLT list for referral.

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1 VI-SPDAT Data Entry Quick Sheet Enginuity application install: Safe Harbors Help Desk / Login or password help: Karl Jenkins at CCS / Data entry help: Adam Schmid at / Last resort help: Ali Peters at / Additional Tips: All data entry needs to be completed each week by EOD Monday s in order to be on the VOLT list for referral. Please ensure you check the ROI and Consent form and enter record accordingly (see below chart). For consent refused records please have an internal spreadsheet for the AGENCY that tracks name with CEA ID for your VOLT representative. If you do not have a zip code for Last Permanent Address, please use and Address Quality of Client Refused or Client Doesn t Know. Family VI-SPDAT forms will need to be faxed to Adam at , please do NOT enter them into the database.

2 VI-SPDAT Direct Entry CPC, YWCA SA ROI not marked ALL or HMIS Consent = No Enter de-identified (Org security level) Agency tracks name internally to match with CEA ID Only agency entering can see these consent refused records Faxing for data entry KCVP, WDVA, CCS, VA all other providers fax to: (206) VA ROI = Yes SA ROI = Yes/All HMIS = Yes VI-SPDAT CEA Data Entry/Reporting Map Enter identified (Region security level) VOLT for Referral All agencies can see report of identified records across CEA CEA One List (Accessible by CEA System Admin only)

3 Veteran VI-SPDAT Data Entry User Guide This User Guide provides step-by-step instructions for entering the Veteran VI-SPDAT into the Adsystech Enginuity Coordinated Entry Database. Logging into Database 1. On your computer desktop and double click the Enginuity icon. The Adsystech login page will appear. 2. If there is no Enginuity icon, contact the Safe Harbors Help Desk at or 3. On the Login page, enter your User ID and Temporary Password. If you do not remember your user ID or password, contact Karl at or Your user ID and password are unique to you; per your signed Code of Ethics Agreement, please keep them secure and don t share them with anyone. 4. For data entry assistance please contact Adam Schmid at adam.schmid@seattle.gov, OR Ali Peters at ali.peters@seattle.gov, If you have multiple groups showing at login, use CEA Single Adult Assessment Entering / Searching for Client 1. In the left navigation tree, click Client Intake_v5.5 1 P a g e

4 2. Click New Household button and enter information in the upper section a. If it is a couple, enter the head of household first following these steps. At end of these steps are instructions on how to add the second person. a. Consent Refused details: Check the Consent Refused box Consent will change to Organization Identifier: type system Follow the Safe Harbors Consent FAQ for data entry You will need to track this record via ID within your agency b. Consent = Region for consenting client c. All blue/purple fields are required d. Click Save in the upper section e. You may be prompted with a box that shows existing client records with the same information. If a record exists with all the exact same information or possibly just a transposed number, highlight that row and click Select. If data does not match, always be on the safe side and enter a new record by clicking Cancel. f. If a record shows but all the information is grey, click the Add to my Organization button to enable the fields. Be sure and check the fields and update according to your VI-SPDAT answers. g. Write the ID on the VI-SPDAT form for future reference 2 P a g e

5 3. Complete data entry for the Contact, Demographic and Income Tabs and click Save for each tab If the data is already there and doesn t match the VI-SPDAT, make sure you overwrite the current data to match. a. Contact Tab i. Enter Last Known Address from VI-SPDAT 1. If you enter only a zip code the system will auto fill the city, county and state 2. If you enter a city and state, the system will pop up a box with zip options ii. DO NOT enter any phone or information here iii. Click Save on the lower right hand corner of this section b. Demographics Tab i. Housing Status = Category 1 Homeless ii. Disabled = Data not collected iii. Education Level = Data not collected iv. Veteran = Yes v. Gender = from VI-SPDAT vi. Ethnicity = from VI-SPDAT vii. 1 st Language / 2 nd Language = what language they feel best to express themselves. Enter the same answer for both. 1. NOTE: this is a required field even though it is not purple/blue viii. Race = from VI-SPDAT (can choose multiple) ix. Click SAVE on the upper middle of this section 3 P a g e

6 c. Income Tab i. Click Add and fill out all purple/blue fields according to VI-SPDAT ii. You must choose something for each section 1. Non-Cash Benefits = Data Not Collected iii. Click Save d. DO NOT use the Note tab as these are viewable across the region. Document tab is generally not used. 4. Entering a second adult follow the same steps above but instead of clicking New Household click New Member Enroll Client and complete VI-SPDAT entry 1. In left navigation tree, click Assessment 2. Click Enter Program a. Program = CEASingle Adult Housing: Individual b. Program Date = Assessment Date c. Click Continue d. In the upper container you will need to fill out the remaining purple/blue fields i. Prior Living Situation = Data not collected ii. Length of Stay in Previous Place = Data not collected e. Click Save in the upper right hand corner of this upper container 4 P a g e

7 3. Complete Entry Questions in the lower section a. Click Save b. Question Date = Assessment Date 4. In left navigation tree click Additional Assessment a. In upper section click NEW i. change the Start Date/Time to the Assessment Date and Save b. In lower section answer all the applicable questions c. Click Save d. Question Date = you can leave the date that shows up Updating Referral and Housed information 1. In left navigation tree click Additional Assessment a. On top bar enter partial clients first and last name and click Search. b. If a client is consent refused you will enter the Identifier, which should be the ID c. In the Customer field use the drop down box to choose the appropriate Assessment you would like to update. d. In the lower section scroll to field you would like to update e. Click Save when you are finished f. Question Date = fine to leave as the date it pops up as 5 P a g e

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