Persimmony Manual A Guide for F5FC Service Providers Fiscal Year 2017-2018
Contents Introduction...3 Navigate the Core Client Menu...6 Section A. Client-Level Data...7 Core Client Menu...7 New Client Profile...8 Client Services... 12 Group Services... 15 Section B. Aggregate Level Data... 19 Section C. Performance Goals... 22 Performance Goals... 22 Import Performance Goal Data... 24 Submit Performance Goal Data... 24 Section D. Fiscal Data... 26 Fiscal Menu... 26 Fiscal Reports... 29 Section E. Reports and Charts... 30 Reports... 30 Charts... 34 Appendix A. Set-up Instructions... 36 Appendix B. Common Citrix Issues... 40 Appendix C. F5FC End of Quarter Process Programmatic Data... 41 Appendix D. F5FC End of Quarter Process Fiscal Data... 44
What is Persimmony? Introduction Persimmony is a web-based monitoring, tracking, and reporting data system that First 5 Fresno County (F5FC) uses for the input of 1) client-level data, 2) program service data, and 3) financial data. Through Persimmony, F5FC is able to monitor a service provider s provision of services for reporting requirements. Persimmony data are aggregated and reported to the F5FC Commission, the Fresno County Board of Supervisors, and First 5 California on an annual basis. The First 5 Fresno County (F5FC) Persimmony Manual provides an overview of the Persimmony database. As a live web-based database, Persimmony is accessible via a computer with an internet connection, and automatically saves any changes made. 1 To access Persimmony, users must download and install the Citrix software which launches every time a user logs-in to Persimmony. Function and Use Service providers are granted access to Persimmony after their contract has been executed and Persimmony has been set up to match the detailed Scope of Work (SOW) outlined by a F5FC Contract Manager. Each contract s SOW identifies which staff members should be granted access to Persimmony and their role. Persimmony is customized so that service providers are only granted access to their own program information and data. Exhibit 1 describes the different Persimmony roles and responsibilities. Exhibit 1. Persimmony Roles and Responsibilities Role Responsibility Program Data Entry/Approval Required to submit client-level data on clients served, and submit service-level data on the services each client receives. Fiscal Data Entry/Approval Required to submit invoices and detailed budgets on funds used. Training and Technical Assistance F5FC contracts with Harder+Company Community Research to help maintain the Persimmony database, update the Persimmony Training Manual, and to train service providers on the main functions they will use in Persimmony. Staff at Harder+Company also provide technical assistance (TA) support should service providers have any questions. 1 To ensure Citrix is running optimally, it is recommended that service providers use computers running Windows 7 OS or newer. Note that although Persimmony is able to run on macos, the process for installing Citrix on Mac computers is different than that for computers running Windows. Please contact the Persimmony Support Team at F5FCpersimmony@harderco.com for instructions on how to install Citrix on a macos computer. 3
After receiving a new or updated SOW from F5FC, Harder+Company will contact any users that require training in Persimmony. Trainings will be offered once a quarter via webinar or in-person, although service providers may complete the training by watching a training video on the First 5 Fresno County website. Please outreach to your Contract Manager should you have any questions about scheduling a Persimmony training. Only after completing a training session will users be given access to the database. Instructions for installing the Citrix software, as well as a list of common software issues, can be found in Appendix A. For any support regarding the Persimmony database, please contact Persimmony Support at Harder+Company via email or phone at: Email: F5FCpersimmony@harderco.com Phone: 1-844-274-9509 4
Glossary of Terms Below is a list of common terms used in this manual. Term Definition Scope of Work (SOW) The Scope of Work (SOW) is the contract established between an agency/program and F5FC. The SOW lists the duration of the contract, the types of services a program will provide, and performance goals. Persimmony is set up to reflect what is outlined in the SOW. For any questions regarding information entered into Persimmony, please refer to the SOW before reaching out to your F5FC Contract Manager. Client A client is an individual that receives services through a F5FC-funded agency. Client type categorizes clients receiving services into one of the following six categories: Client type 1. 0-<3 2. 3-<5 3. Other 4. Parent 5. Prenatal 6. Provider Client level services Client level services are direct services given to F5FC clients. Clients receiving these types of services must have their demographic data entered into Persimmony. Aggregate level services Client status Aggregate level services are light touch services provided to F5FC clients (one-time services, such as a health fair). Service providers report aggregated counts of the number of clients served. Client status notes if the client is currently receiving services during the current fiscal year. Active Exited Programmatic data Fiscal data Client status is considered active if they are currently receiving services from a F5FCfunded agency in the current fiscal year. Client status is considered exited if they are no longer receiving services from a F5FCfunded agency in the current fiscal year. Programmatic data is a term used to describe both client level and service level data. This includes aggregate level data. Fiscal data are all data regarding program funding, including invoices and disbursement. Narratives Narratives are brief descriptions of the services a program provides and the clients it serves. 5
Navigate the Core Client Menu The Core Client Menu is the portal to all of Persimmony s functions, including: Searching for an existing client. Use the first name, last name, client # or family # search bar to type in the information of a client. You can either use the Find and Undo Find buttons or hit enter on your keyboard to conduct a search. Looking for clients. Make sure to select the correct client status when searching for clients. We recommend users select Both when searching for a client. Attaching services to groups of clients. Users can use this function to attach a service to a group of clients receiving the same service. This is useful for reoccurring services and events. Submitting invoices. Use this menu to submit your program s financial data and review checks issued by F5FC. Navigating different programs. Users with access to multiple contracts will see multiple programs listed in this dropdown menu. Check the Default Program textbox to ensure you are looking at the correct program. Creating a new client. Use this button to begin creating a new client profile. Make sure to search for the client beforehand to avoid duplication. Reviewing performance measures. Use this menu to verify the number of services your agency has provided and ensure you are meeting the service goals outlined in your Scope of Work. Running charts/reports. Users can review their clients demographic or service data by selecting reports and/or charts listed here. 6
Section A. Client-Level Data This section details the different menus and functions in Persimmony necessary for entering and uploading client-level data. This includes the entry of clientlevel demographic information and data on the services each client receives. For more information about aggregate data entry, refer to Section B. Core Client Menu The Core Client Menu allows users to search for clients who have already been entered into Persimmony, and to create a client profile for new clients. It is also the main menu users will use when navigating to Persimmony s other functions. This menu will appear after users log in to Persimmony and launch Citrix. When searching for a client in Persimmony, users can use either the First Name, Last Name, Client #, or Family # search boxes to type in a client s information (Exhibit 2). It is recommended users search for clients by Client ID because this is a number unique to each client. However, any of the text boxes can be used to search for a client. Exhibit 2. Client Search Key Concepts Navigate the Core Client Menu Create a new client profile Add family members Add services To search, type the client s information in the corresponding search bar at the top of the screen. Users can then either select the Find button in the top, right-hand corner to begin the search or hit Enter on the keyboard. Persimmony will list all clients entered with that corresponding information. When finished with the search and to return to the full list of clients, select either the Undo Find button in the top right-hand corner, or erase the information in the search bar and hit Enter again. Exhibit 3. Active/Exited/Both It is important that users use the Active/Exited/Both buttons when searching for clients (Exhibit 3). These buttons allow users to search for clients by their client status. Clients are categorized as one of the following: Active. Clients currently receiving services. Exited. Clients who are no longer receiving services. Both. Both active and exited clients. Select Both when searching for clients to view a complete list of all clients served. This helps to avoid duplicate client profiles and ensures client level data is entered in accurately. 7
New Client Profile After verifying that a client does not already exist in the database, a user can create a new Client Profile by selecting the New Client button near the bottom right-hand corner of the Core Client Menu. A pop-up will appear, prompting the user to enter the client s first name, middle name, last name, date of birth (DOB), and gender (Exhibit 4). Exhibit 4. Enter New Client/New Client Pop-Up After typing in this information into the corresponding text boxes, click OK. This will open the Client Profile Menu where users enter a client s demographic information (Exhibit 5). Exhibit 5. Client Profile Menu 8
Note that several of the text boxes in the Client Profile Menu are highlighted in red. While all of the information on this page is required, the areas in red are required by First 5 California, and must be entered to complete a client s profile. Exhibit 6 summarizes what information must be entered into each of the Client Profile text boxes, and notes what data fields are mandated by First 5 California. Exhibit 6. Client Profile Demographic Information Term Definition First 5 California Requirement Enrollment Date The date the client began receiving services for the specified program. This does not change once a client has been entered. Yes Consent From/Refused The client consent form indicates that the client agrees to participate in F5FC s evaluation study conducted by Harder+Company. An individual signing this consent form identifies themselves as having the authority to release information about themselves and the children under their care. The date entered in the From textbox indicates the date the client signed the consent form. Once signed, the consent form is valid for 10 years. 2 Yes Although a client may refuse to fill out the consent form, this does not prohibit them from receiving services. If unable to obtain consent, select the Refused box, and Persimmony will remove the date fields. Clients no longer receiving services should be exited from the program by checking the Exited checkbox. Clients can be reactivated by unchecking the checkbox. Exited For contracts not renewed for the following fiscal year: Contracts that are not renewed for the following fiscal year must exit all clients at the end of Q4. For contracts renewed for the following fiscal year: Clients can remain active as long as they continue to receive services. Client Type Select the type of client receiving services from one of the following six categories: 1. 0-<3 2. 3-<5 3. Other 4. Parent 5. Prenatal 6. Provider Yes 2 More information about the consent form can be found on the F5FC website at http://www.first5fresno.org/wp-content/uploads/2014/04/evaluation-consent-form- Process-Procedures-R1114.pdf 9
Term Definition First 5 California Requirement Relationship Select the client s relationship relative to any guardian also receiving services from the program (i.e. Grandchild if the client s grandmother is receiving services). If the client does not have any relatives receiving services from the same program, select the most appropriate response based on the client s age and gender. Ethnicity Select a client s ethnicity from one of the 10 categories listed. Users can select Other/Unknown if the client s ethnicity does not fit under one of the categories. Yes Language Select a client s primary language from one of the 11 categories listed. Users can select Other if the client s primary language is not listed or Unknown if the primary language is not known. Yes Language Secondary Select a client s second language from one of the 12 categories. Users can select None if the client does not speak a secondary language. Special Needs Select if a client has any special needs. Contact Information The last text box fields in the Client Profile ask for a client s contact information, including a home phone number and home address. 10
Users also have access to other functions found in the bottom left-hand corner of the Client Profile Menu (Exhibit 7). Exhibit 7. Client Notes/Contacts/Documents Tip: Client Notes allows users to add any comments to a client s profile. To view Client Notes, click on the icon and a text window will appear. Users will be able to see any comments already attached to a client. Use the Contacts button to add contact information for someone other than the client, such as the client s legal guardian or relatives. To add contacts, click on the Contacts button. This will launch a new window. Click on New in order to enter the contact s information (Exhibit 8). Fill in all the textboxes with the individual s contact information. It is important to never delete clients from Persimmony First 5 uses historical data to view all clients served. When a client is no longer receiving services, click the Exited checkbox, and the client will be removed from the active clients list. If the client begins receiving services again, uncheck this box, and the client s profile will be reactivated. Exhibit 8. Client Contacts Pop-Up Menu Users also have the option to attach any necessary documents. To do this, click on the Document button. This will launch a new window. Click on the Attach Document button on the bottom left-hand corner of the new window. This will allow users to search their computer s drives and navigate to the folder where the document is saved. Click on the document and select the appropriate document name from the list of names provided (Exhibit 9). Exhibit 9. Document Name Pop-Up Menu 11
Client Family Members Persimmony gives service providers the option to link clients who are related under a single Family ID number. This helps First 5 track families receiving services and makes it easier to search for clients. On the Core Client Menu, users can search for families by using the Family # textbox (Exhibit 10). This will pull up the complete list of family members linked to the unique Family ID number. Exhibit 10. Family ID Number Search To be able to search for families, clients must be linked to their family members also receiving services. There are two ways to link family members (Exhibit 11): Exhibit 11. Link/Add Family Members Link to Family. On the Client Profile Menu, use the Link to Family button to link this profile to another client s profile that has already been created in Persimmony. A new window will appear with the list of clients served by the program. Select the correct client from this list. This will link the selected clients under a single Family ID number. Add Family Member. Use this function when a family member is not already entered into Persimmony. From the Client Profile Menu, select the Add Family Member button. A pop-up will appear asking to create a new client profile. Click Yes to bring up a new Client Profile Menu where the user can add information for this new client. All clients added will appear in the upper left-hand corner of the screen, and will share a single Family ID number. Client Services In addition to adding clients, it is important for service providers to enter the services their clients receive into Persimmony. Services can be added to new or existing clients. To enter a service, search for an existing client in the Core Client Menu or enter a new client and complete the client profile. Once in the Client Profile Menu, add a new service by clicking on the New Activity button in the bottom, right-hand corner (Exhibit 12). Note that Persimmony refers to services as activities. 12
Exhibit 12. New Activity Button A new window will appear displaying a New Activity pop-up window (see Exhibit 12). Select the Service button to display the rest of the window options. The window displays two lists Program and Service. Under Program, select the correct program by clicking on it. Once a program is selected, it will be highlighted in black. The Service list will show the services provided by the selected program. The services listed in Persimmony have been set up based on the program s SOW. If the list of services is incorrect please consult the program s SOW before contacting your F5FC Contract Manager. In order to make any modifications in Persimmony, the F5FC Contract Manager must update the SOW and then send the updated document to Persimmony Support at Harder+Company. If a service is not found in the list, it is important not to substitute it with a different service. Tip: Service providers must enter in their client-level data on a monthly basis, and submit their data at the end of every quarter. After selecting the correct service, continue to fill in the information about the service(s) provided (Exhibit 13). This information includes: Start/End Date. The start and end date of the service provided. Duration/Type. The amount of time it took to provide the service. Select either Minutes or Hours and enter the correct duration. Count. The number of times the service was provided on the date entered. 13
Exhibit 13. New Activity Pop-Up Window Tip: Users may enter multiple services at a time if the client receives a service on a regular basis. Enter the date range the services were provided. Make sure Duration/Type and Count reflect the total number of times the service was provided and the total hours it took to provide. Note that Persimmony does not allow users to enter a start/end date prior to the date the service is being entered, so future services cannot be entered. To see a complete list of services a client has received from your program, return to the Client Profile Menu. All services will be listed on the right-hand side of a client s profile (Exhibit 14). Click on a service to view more information. Exhibit 14. All Services 14
Group Services Users also have the option of adding a single service to a group of clients. This is helpful for services where multiple clients receive the same service at the same time, such as a class or workshop. To attach services to a group of clients, users will have to first create a group which describes the type of service the group of clients will receive. Second, users will create a list of group members by noting which of their program s clients belong to the group. Last, users will attach any services received to the group, similar to the process described above for attaching services to an individual client. Begin by clicking on the Group Services button found on the Core Client Menu (Exhibit 15). Exhibit 15. Group Services 15
A new window will appear displaying the Group Services Menu (Exhibit 16). The Group Services Menu is divided into two parts the left-hand side shows groups, while the right-hand side shows the clients attached to each group. Exhibit 16. Group Services Menu To create a new group, click the Setup Groups button at the bottom of the Group Services Menu. This will launch a new window which displays the Group Setup Menu. In the new window, click New Group on the bottom right-hand corner (Exhibit 17). This will prompt you to create a new group name for the group. Please make sure the group name describes the type of services this group will receive. Exhibit 17. Setup Groups/New Group After creating the new group, Persimmony will display the rest of the Group Setup Menu (Exhibit 18). The right-hand side of the menu displays all the clients served by your program, similar to the set-up for the Core Client Menu. The left-hand side displays the group name under Group, as well as all the clients attached to each group under Member. 16
Exhibit 18. Group Setup To setup a new group, please complete the following steps: Select a group. Highlight the group you would like to add members to by clicking on the group name listed under Group in the top, left-hand corner of the menu. Search for clients. Search for the client(s) you would like to add to the group by using the First Name or Last Name search textboxes at the top of the menu. Similar to the Core Client Menu, users have the option of using the Find and Undo Find search buttons, and searching by Active, Exited, or Both. Add selected clients. Add clients to the Member list by clicking the Add Selected Client to Group button at the bottom of the Group Setup Menu. Confirm group members. After moving clients to the Member list, confirm you have added all the correct members. You may use the Remove from Group and Remove All buttons by clicking on the client s name under Member to update the list of members. After setting up a group, click the Exit button to return to the Group Services Menu. Users should now see the newly created group on the left-hand side and all the members on the right-hand side (see Exhibit 16). 17
Last, attach the service(s) the group received by completing the information in the bottom, left-hand corner (Exhibit 19). This includes detailing the following information: Exhibit 19. Group Services Received Program Title. Confirm that this textbox lists the program that serves this group of clients. Service/Count. Select the service the group of clients received from the dropdown menu that lists all the services your program provides, as well as detailing the number of times the service was provided on the date entered. Start/End Date. Enter the start and end date of the service provided. Duration. Select either Minutes or Hours and enter the correct duration. Notes. Include any notes about the service provided. Tip: Users can confirm that these group services are listed under each client s individual list of services received by entering a client s Client Profile and reviewing the Activities list found on the right-hand side of the Client Profile. 18
Section B. Aggregate Level Data This section defines aggregate level data and describes the difference between aggregate level data and client level data. It also details steps required to enter aggregate level data. Aggregate Data Aggregate level services are light touch services given to clients, often only offered once (i.e., workshops, health fairs). Clients that receive these services are classified as aggregate clients and any information about these clients entered into Persimmony is referred to as aggregate level data. The following chart displays the difference between core clients and aggregate clients. For more information about entering services for core clients, please refer to Section A. Client-Level Data. Exhibit 20. Aggregate vs. Core Clients Aggregate Clients Receive light touch services. Core Clients Receive intensive, direct services. Key Concepts Clients are typically not seen on an ongoing basis. Clients are often seen on an ongoing basis. Understand the difference between core and aggregate clients May not have a Client Profile. Always have a Client Profile. Enter aggregate level data Begin by clicking on the Performance Goals button found on the Core Client Menu (Exhibit 21). A new window will open displaying the Performance Goals Menu. Exhibit 21. Performance Goals 19
Any aggregate services (referred to as Deliverables in Persimmony) will be listed under the Deliverables column and will include text under the Aggregate Data column in Persimmony. Click on an aggregate service deliverable to display the bottom-half of the Performance Goals Menu (Exhibit 21). Exhibit 22. Performance Goal Menu/Aggregate Data Similar to the process for core client data described in Section C, aggregate level data are reported on a quarterly basis. The Performance Goal Menu breaks up the fiscal year into four quarters (see Exhibit 22). Please refer to Section C Performance Goals for more information about reporting deadlines. To enter aggregate level data, click on the Aggregate Data button shown in Exhibit 22. A new window will appear showing the Aggregate Data Menu (Exhibit 23). Note that only deliverables classified as aggregate services will display the Aggregate Data button. For more information about which deliverables are listed as aggregate, please refer to your SOW. Tip: Service providers must enter their aggregate level data on a monthly basis, and submit their data at the end of every quarter. 20
Exhibit 23. Aggregate Data Menu The Aggregate Data Menu asks users to enter general demographic information regarding the clients that received aggregate services into data fields as listed below: Number of Events. The total number of times the event/service was provided. Tip: Number of Clients (by Client Type). The total number of unduplicated participants/clients that received the service. Persimmony asks that this data field, as well as subsequent data fields, be broken down by client type. Client Ethnicity. The ethnicity of each of the participants/clients that received the service. Client Language. The primary language spoken by of each of the participants/clients that received the service. Client Age. The age of each of the participants/clients that received the service. Users should enter only unduplicated client totals for each of the aggregate data fields. This means that no client should be counted twice per quarter, and that the total number of clients be consistent across the different data fields. Some programs are required to enter additional client information, displayed on the right-hand side of the Aggregate Data Menu. Enter the number of unduplicated number of clients for these additional fields. 21
Performance Goals Section C. Performance Goals This section details the functions in Persimmony necessary for importing and submitting service data using the Performance Goals Menu. This allows users to review the services they provide and ensure they are meeting their performance targets for each deliverable, as outlined in an agency s Scope of Work (SOW). Performance goals refer to all the services defined in their SOW both for client and aggregate level service data. F5FC refers to these as deliverables, measures, or performance targets. Updating and submitting performance measures in the Persimmony database are important parts of the reporting submission requirements for service providers. Service providers are required to enter client and service-level data on a monthly basis, and submit data reports on a quarterly basis. F5FC also asks that service providers review and update their all their data on a regular basis to ensure data is being accurately captured in Persimmony. To access the Performance Goals Menu, click on the Performance Goals button found on the Core Client Menu (Exhibit 24). A new window will open displaying the Performance Goals Menu. Exhibit 24. Performance Goals Key Concepts Review Performance Goals Import and submit service data The top half of the Performance Goals Menu indicates the current fiscal year as well as a list of all the deliverables associated with the contract (Exhibit 25). 22
Exhibit 25. Performance Goals Deliverables Each deliverable is tied to a service provided by the program. To select a deliverable, click on the service listed. Persimmony will then display various performance information on the bottom half of the menu. This information includes a brief description of the deliverable as well as the term target, which is the target number of services a program should provide during the current fiscal year. The bottom half of the Performance Goals Menu displays important information regarding a contract s deliverables. Deliverables are divided by quarters that correspond to the fiscal year and stay consistent from year to year. The following table displays the start and end dates for all fiscal quarters, also found on the Performance Goals Menu. Exhibit 26. Fiscal Quarter Start/End Dates Quarter Start Date End Date Q1 7/1 9/30 Q2 10/1 12/31 Q3 1/1 3/31 Q4 4/1 6/30 In addition to the date range for each quarter, Persimmony also shows the quarterly data report submission deadline service providers must abide by. Service providers are required to submit data for each deliverable every quarter. This includes aggregate data and narrative reports. The Report Due column indicates the quarterly submission deadline. This is generally 15 days after the corresponding quarter ends, although the deadline might change if the 15 th falls on a weekend or holiday. At the end of the quarter, service providers will receive an email reminder from Persimmony Support at Harder+Company to submit their program s data. This reminder will include detailed instructions for reviewing and submitting data, and a reminder about deadlines. 23
Import Performance Goal Data To update performance goals, users will use the Import Data button (Exhibit 26). Exhibit 27. Performance Goals This prompts Persimmony to update the totals listed under the Actual column which lists the total number of clients served for the quarter specified. This process imports the number of clients served by pulling this information from the Client Profile. Users should make sure to refer to their quarterly targets, displayed under the Target column, to ensure they re meeting their service requirements. This process must be done for each deliverable listed in the Deliverables list. Submit Performance Goal Data After importing data at the end of each quarter, each contract must have the staff members responsible for Program Data Approval submit quarter data to F5FC by clicking the Submit checkbox. This must be done for each deliverable listed. Users will then be prompted to send an email notification to their F5FC Contract Manager notifying them that the program s data are ready for their review (Exhibit 28). Please select their email by clicking the checkbox next to their email address and clicking the Send Email button in the bottom, right-hand corner. Tip: Please make sure to review your service data prior to submitting to avoid any data entry errors. Users can find more information about data quality checks under Section E. Reports and Charts. 24
Exhibit 28. Send Notification This will alert your F5FC Contract Manager that the data has been entered for the quarter. Persimmony will then lock the data and prevent users from entering any additional data for the quarter. After reviewing the data, your F5FC Contract Manager will reach out to you with any follow-up questions about the data submitted. After confirming that the data entered is accurate, your F5FC Contract Manager will approve the information entered. 25
Fiscal Menu Section D. Fiscal Data This section reviews information related to fiscal data. Fiscal data is all data regarding program funding, including invoices and disbursement. To enter or review any fiscal information, click the Fiscal button on the right-hand corner of the Core Client Menu (Exhibit 28). Exhibit 29. Fiscal This section details the different menus and functions in Persimmony necessary for fiscal data entry. This includes the process for submitting invoices as well as the necessary documentation. Key Concepts An Orientation to the Finance Menu Functions Fiscal Reports A new window will appear, displaying the Fiscal Menu (Exhibit 30). Exhibit 30. Fiscal Menu
The Fiscal Menu displays information on a contract s finances. This information includes: Period From/To. Lists either quarterly or monthly time periods depending on what was outlined in your SOW with F5FC. These time periods show how frequently your contract needs to submit invoices to F5FC. For more information about the time periods outlined in Persimmony, please refer to your SOW and/or contact your F5FC Contract Manager. Invoice. Lists the date and the amount invoiced for each time period. Check. Shows the number, date, and amount for the disbursement issued by F5FC. Status. Details the status of each invoice. To create an invoice, click on the Invoice Detail button on the right-hand side of the Fiscal Menu. Each time period has its own Invoice Detail, so make sure you are selecting the correct time period. Clicking the Invoice Detail button will launch a new window (Exhibit 31). Exhibit 31. Invoice Detail Menu The Invoice Detail Menu categorizes a contract s budget into several different expense categories describing different contract expenses. Expense categories are listed under Type while a brief explanation of each line item is listed under Definition. The annual budget allotted for each item is also listed. Persimmony calculates the outstanding budget balance for each expense category based on how much a contract has invoiced to date. The amount spent to-date for each budget category is listed under Spent YTD and as a percent of the total budget under % Spent. The Balance column also displays the remaining budget balance (see Exhibit 31). These numbers will adjust as invoices are updated. Next, enter the amount requested by your agency under the Requested Amount text box for each expense category listed, and add any justification for the amount invoices in the Memo textbox. Prior to submitting an invoice, F5FC has several requirements about submitting specific documentation along with invoices. These can be added by clicking on the Documents button in the bottom, right-hand corner of the Invoice Detail Menu (Exhibit 32). Tip: F5FC requires service providers to submit justification for invoices beyond the 10 percent variance allowed. To submit a justification, enter a detailed explanation in the Memo textbox. Note that invoices will not be approved if written justifications are not included for expense categories with a 10 percent or greater variance. 27
Exhibit 32. Documents/Submit Invoice/Print Clicking the Documents button will launch a new window that allows users to navigate their computer s drives and folders. After clicking Upload in the new window, users can then navigate to the folder where the document is saved and upload the document. Users can also download any documents that have been previously submitted into Persimmony, and delete any documents. After completing an invoice, a user can submit an invoice by returning to the Fiscal Menu and clicking the Submit Invoice button on the bottom, right hand-corner. F5FC asks that only users playing the Fiscal Data Approval role submit invoices, and Persimmony will ask users to verify they are authorized to submit invoices (Exhibit 33). It is also recommended that users verify their data prior to submitting to avoid any data entry errors. Exhibit 33. Fiscal Submit Warning You will then be prompted to send an email notification to your F5FC Contract Manager notifying them that your program s financial data is ready for their review. Please select their email by clicking the checkbox next to their email address and clicking the Send Email button in the bottom, right-hand corner (Exhibit 34). Exhibit 34. Send Notification 28
Fiscal Reports We recommend users run reports on their fiscal data prior to submitting. This ensures that the information entered in to Persimmony aligns with what is detailed in the SOW and budget, and helps to avoid data entry errors. To do this, enter the Reports Menu by clicking on the Reports button found on the Core Client Menu. More information about how to run reports can be found in Section E. Exhibit 35 shows two reports to use when checking financial information and gives a brief description of each report. We recommend users use these reports prior to entering any new data to verify that information entered in previous quarters aligns with what is detailed in the SOW and budget. Exhibit 35. Fiscal Reports Report Name Description Purpose Invoice Summary with Status This report summarizes the information entered in an invoice and includes a summary of the invoice s submission status. Use this report to ensure that each invoice has been entered and submitted to your First 5 Fresno County Contract Manager. Invoice Grant Tracking This report shows all payments made, categorized by each expense category (i.e., Personnel, Operating Expenses, Program Expenses). Use this report to monitor Year Spent to Date for each month of the contract s duration. 29
Section E. Reports and Charts Reports Reports allow users to quickly extract information from Persimmony on any data entered, and allow users to check their data for any inconsistencies or entry errors. Reports do this by displaying data in a simple, downloadable format, giving users the ability to share this information with others. To access the Reports Menu, select the Reports button from the Core Client Menu. A new window will open displaying the Reports Menu (Exhibit 36). Exhibit 36. Reports This section details the different menus and functions in Persimmony necessary for running charts and reports. This includes running reports for data quality assurance and charts for highlighting programmatic information in visual form. Key Concepts Filter and run reports Filter and run charts Reports are categorized into four groups listed under Reports Group in the top, left-hand corner. These groups include: Performance. Reports related to Performance Goals Client Detail. Client reports with detailed and identifiable client-level information Client Summary. Client reports that summarize multiple clients, without detailed and identifiable client-level information Fiscal. Reports related to financial information, such as invoices and disbursement Below Reports Group, Persimmony lists the various reports that users can run. After selecting a Report Group category and selecting a report, users can then use various filters to narrow their data search (Exhibit 36). 30
Exhibit 37. Report Filters These filter functions include: Program Fiscal Year. Lists the fiscal year the data will be pulled from. Users can select past fiscal years to view data from previous fiscal years. By default, Persimmony displays the current fiscal year. Period To/From. The time period the data will be pulled from, either by month, quarter, or year. By default, Persimmony displays the current quarter. To view the entire fiscal year, make sure to unclick the Month and Quarter buttons. Include Exited Clients. Allows users to include or exclude exited clients from the report. By default, Persimmony will include exited clients. Uncheck the box to exclude these clients from the report. Include Non-Consented Clients. Allows users to include or exclude clients that did not give consent. By default, Persimmony will include nonconsented clients. Uncheck the box to exclude these clients from the report. Include Children Less Than 6 Years Old. Allows users to specify the age of children included in the report. Persimmony does this by calculating a child s age by the date entered into the textbox. By default, Persimmony does not filter clients by age. To use this filter, unclick the ignore box and enter a date into the date textbox. Include Clients Without Enrollment Date. Allows users to include or exclude clients without an enrollment date. By default, Persimmony will include clients without an enrollment date. Uncheck the box to exclude these clients from the report. Filters will vary based on the selected report. Please contact Persimmony Support at Harder+Company for clarification on how to use other filters. 31
After selecting a report and applying any filters, run the report by clicking Preview in the bottom, right-hand corner. A new window will open displaying the report. Exhibit 38 shows a sample Persimmony report. Exhibit 38. Report Preview Additionally, the top of the report preview displays various other functions users can use (Exhibit 39). Exhibit 39. Print/ Additional Report Filters /Export Tip: The Advance Filter function allows users to apply more advanced filters to a report. These filters allow users to further narrow the clients a report displays. To apply one of these filters, uncheck the Ignore box on the left-hand side (Exhibit 40). This will activate the dropdown menus displayed, allowing you to access dropdown menus. Choose the appropriate filter to further specify which clients you would like to include in your report. There are many combinations of report filters a user can apply before running a report. For more information about filters and applying the correct filters, please contact Persimmony Support at Harder+Company at F5FCpersimmony@harderco.com. The functions found at the top of the report also allow users to print their report, and export an electronic copy of the report into a Word, Excel, or PDF format. Click on the Export button and follow the prompts to title and save the document on your computer s drive. 32
Exhibit 40. Advanced Filters Of all the reports listed in Persimmony, the following table lists the reports that are most useful when reviewing client-level data. Exhibit 41. Persimmony Reports for Client-Level Data Report Name Description Purpose All Client Roster Unduplicated or All Client Roster This report shows all clients including their date of birth, consent, phone, and address. Use the All Client Roster Unduplicated report to find out your total client count as well as run multiple filters that can help clean your data. Use the All Client Roster report to check for those clients missing necessary or required documents. Client Missing Demographic Data This report shows all clients and whether or not the data fields for date of birth, enrollment date, ethnicity and language, as well as consent date from and to are missing data. Identify clients who are missing important demographic information, including data required for First 5 California. Please be sure to enter the client s address and zip code. Client Duplicates This report shows clients who have been entered more than once in the same program. Find out if clients have been entered more than once. Clients with Incomplete Service Data This report shows all clients who have been given a service but the service fields (date from/to, service, count, duration) are missing or incomplete. Find clients with missing service information. Client Missing Services in Date Range This report shows all clients that have not been assigned a service during the selected time period or date range. Find clients with missing service information. Roster by Age This report shows all clients and their corresponding age based on the date the report is run. Identify and exit any children who have aged out of First 5. 33
Charts Similar to reports in Persimmony, charts allow users to view Persimmony data in a simple, downloadable format. Persimmony charts display data in graphic form, such as pie charts or bar graphs. In addition to summarizing key data in a visual and concise way, charts also provide information on missing information. To access the Charts Menu, select the Charts button from the Core Client Menu (Exhibit 42). A new window will open displaying the Charts Menu. Exhibit 42. Charts The left-hand side of the menu will list the various charts users can run (Exhibit 43). Select a chart by clicking on it. Follow the process detailed in the Reports section to apply any filters and run the chart. Exhibit 43. Chart List 34
Similar to reports, users can apply various filters and advance filters on each chart. Users may also print and/or export and chart into Word or PDF format. Exhibit 44 shows a sample Persimmony chart. Exhibit 44. Chart Preview 35
Appendix A. Set-up Instructions The following instructions walk you through the eleven steps needed to set up Persimmony on your computer, and the screen shots show what you will see when you access the site. Tips: Step One. Log-in Enter the following web address into Internet Explorer: https://www.persimmony1.com Enter the following information into the log in page requesting your user name and password (Exhibit 1). Your User Name will be: First Name (space) Last Name Your temporary password will be: #12345aA$* Please note that the user name is not case sensitive and follows the name outlined in the Scope of Work (SOW) outlined by First 5 Fresno County (F5FC). It is necessary to use Internet Explorer as your internet browser to enter Persimmony. Create a shortcut to Persimmony by adding the website to your Bookmarks. If installing Persimmony on a Mac, please contract Persimmony Support at F5FCpersimmony@harderco.com. Exhibit 1. Persimmony Log-in Menu Step Two. Change Password Once you have logged in you will need to change your password. Enter the default password (#12345aA$*) and your new, unique password. 36
Step Three. Download Citrix Exhibit 2. Citrix Installation If your computer has never been used to access Persimmony, you will need to go to Settings and select Run Client Detection. To install Citrix, check I agree with the Citrix License Agreement and click Install (Exhibit 2). Step Four. Install Software Exhibit 3. Citrix Receiver & License Agreement Next, you ll be prompted to run the software. Allow the software to run by clicking Run on the pop-up windows that appear. Click Start to run the Citrix Receiver and accept the License Agreement (Exhibit 3). 37
Exhibit 4. Citrix Customer Experience Improvement Program Decline joining the Citrix Customer Experience Improvement Program and click Install (Exhibit 4). Exhibit 5. Installation Successful Screen Complete the installation by clicking Finish when the Installation Successful page appears (Exhibit 5). 38
Step Five. Launch Core Client Menu Exhibit 6. Fresno Clients Icon Return to the Persimmony Log-in Menu and click on the Fresno Clients icon (Exhibit 6). This will launch the Citrix receiver and a new window with the Core Client Menu (Exhibit 7). Exhibit 7. Core Client Menu Tip: If you are unable to run the Citrix software and enter the Core Client Menu, please reach out to Persimmony Support at Harder+Company at F5FCpersimmony@harderco.com. 39
Appendix B. Common Citrix Issues Issue Resolution Persimmony runs slow Refer to the steps detailed: http://www.persimmony.com/docs/applicationruns Slowly.pdf Error Message: Terminal Serve License Expired Refer to the steps detailed: http://www.persimmony.com/docs/errormessageter minalserverlicenseexpired.pdf Error Message: GoDaddy Certificate Refer to the steps detailed: http://www.persimmony.com/docs/installgodaddyc ertificatonwindows7workstation.pdf Error Message: Error in the Application Refer to the steps detailed: http://www.persimmony.com/docs/error2455errora pplication.pdf Error Message: Launch.ica Please contract Persimmony Support at Harder+Company for assistance Please contract Persimmony Support at Harder+Company by emailing F5FCpersimmony@harderco.com should the issue persist or if the issue is not included in the list above. 40
Appendix C. F5FC End of Quarter Process Programmatic Data At the end of each quarter, use this document to complete the four steps necessary to ensure your agency s programmatic data is up-to-date and ready to be submitted. As a reminder, service providers should make sure to review their data from previous quarters prior to entering any new data. Steps to Submit Programmatic Data in Persimmony Step 1. Enter Data Attach services to a client by first searching for the client in the Core Client Menu. After selecting the correct client, choose the New Activity button on the bottom, right-hand corner of the Client Profile to add a new service, as shown below. Enter data Review data Update actual total Submit data Exhibit 1. Client Profile Create New Activity Step 2. Review Data After entering client data, it is recommended that you run reports in Persimmony in order to check your agency s data for any errors. Exhibit 2 lists reports you can run in Persimmony, as well as a brief description of what each report displays. Remember there are several filters you can run on Persimmony reports, including filters that limit the data to a specific time period (i.e. quarter, months). 41
Exhibit 2. Persimmony Reports Report Name Description Purpose All Client Roster Unduplicated or All Client Roster This report shows all clients including their date of birth, consent, phone, and address. Use the All Client Roster Unduplicated report to find out your total client count as well as run multiple filters that can help clean your data. Use the All Client Roster report to check for those clients missing necessary or required documents. Client Missing Demographic Data This report shows all clients and whether or not the data fields for date of birth, enrollment date, ethnicity and language, as well as consent date from and to are missing data. Address and Zip Codes are especially important as is Enrollment Date and Consent Date. Please be sure to enter the client s address and zip code. Client Duplicates This report shows clients who have been entered more than once in the same program. Find out if clients have been entered more than once. Clients with Incomplete Service Data This report shows all clients who have been given a service but the service fields (date from/to, service, count, duration) are missing or incomplete. Find clients with missing service information. Client Missing Services in Date Range This report shows all clients that have not been assigned a service during the selected time period or date range. Find clients with missing service information. Roster by Age This report shows all clients and their corresponding age based on the date the report is run. Remember to exit any children who have aged out. Step 3. Update Actual Totals Once you ve checked your client data for any errors or discrepancies, update your Performance Goals by going to the Performance Goals menu, clicking on any of your programs (referred to as Deliverables in Persimmony), and import your client service data by clicking the Import Data button. This will upload any new services entered and ensure they are added to the number of Actual services provided. 42
Exhibit 3. Performance Goals Menu Importing and Submitting Data Step 4. Submit Data Once you ve entered and reviewed all the information for the clients your agency serves, please have the person at your agency in charge of Program Data Approval submit the appropriate quarter s data to your First 5 Fresno County (F5FC) Contract Manager by clicking the Submit checkbox, as shown above. Note that this must be done for each deliverable listed. You will then be prompted to send an email notification to your F5FC Contract Manager notifying them that your program s data is ready for their review. Please select their email by clicking the checkbox next to their email address and clicking the Send Email button in the bottom, right-hand corner. Tips: Should you have any questions throughout this process, please outreach to your F5FC Contract Manager. For any technical issues regarding Persimmony, please contact Persimmony Support at F5FCpersimmony@harderco.com. Exhibit 4. Send Notification Check Box to Send to F5FC Contract Manager 43
Appendix D. F5FC End of Quarter Process Fiscal Data At the end of each quarter, use this document to complete the four steps necessary to ensure your agency s fiscal data are up-to-date and ready to be submitted in Persimmony. As a reminder, service providers should make sure to review their invoices prior to entering data to verify that information entered in previous quarters aligns with what is detailed in the Scope of Work (SOW) and budget. For more information about reviewing data, see Step 2. Steps to Submit Fiscal Data in Persimmony Enter data Review data Attach documents Submit data Step 1. Enter Data To enter in fiscal data, click on the Invoice Detail button under the Fiscal Menu in Persimmony (Exhibit 1). Exhibit 5. Fiscal Menu Click Invoice Detail For each expense category listed, enter the amount requested by your agency under the Requested Amount textbox (Exhibit 2). Exhibit 6. Invoice Detail Enter Requested Amount 44