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Chapter One Getting Started

Contents  AUTO LOGIN ..................................................................................................................................... 3 LAPTOP USERS ................................................................................................................................ 3 OPENING SCREEN ........................................................................................................................... 3 REMINDERS/CHECKLIST ............................................................................................................. 4 EMS TOOLBAR ................................................................................................................................. 5 MENU ITEMS .................................................................................................................................... 5 SELECTION WINDOW .................................................................................................................... 6 INQUIRE WINDOW.......................................................................................................................... 6 DATES– What is included on the annual settlement (accounting) ................................................ 7 Selecting which dates to use for the annual settlement ......................................................................... 7 VERIFY YOUR DATA HAS BEEN SAVED .................................................................................. 8 PROGRAM OPTIONS ...................................................................................................................... 8 General Tab ........................................................................................................................................... 8 General 2 Tab ........................................................................................................................................ 9 Default Categories Tab ....................................................................................................................... 10 Reports Headers Tab ........................................................................................................................... 10 Drop-Down Utility Tab ....................................................................................................................... 11 INSERTING A NEW ROW ............................................................................................................. 11 DELETING A ROW......................................................................................................................... 11 FLIP BETWEEN SCREENS ........................................................................................................... 12 GENERATE ACCOUNT BALANCES FOR A SPECIFIC DATE ............................................. 12 USING DROP DOWN BOXES ....................................................................................................... 13 USING EMS FOR THE FIRST TIME ........................................................................................... 13 CLOSING A CASE........................................................................................................................... 14 DELETING A WARD FROM THE SYSTEM .............................................................................. 14 

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Chapter One Getting Started EMS

AUTO LOGIN When the Auto Login feature is turned on (Login Automatically checkbox will be checked) and a user name or password has changed, users will receive an error pop-up message stating “Login Error” or “Check with your Supervisor for a Login.” A message box has been added to prompt the user that “Auto Login is turned on. Do you want to turn it off?” Select “Yes” and the system will turn the auto logon feature off. The next time EMS is started it will ask for the user name and password. Note: Select “No” if the current failure reason is connection issues with the database server.

LAPTOP USERS The “Login” drop-down box allows the user to select the correct data source for the version being used when you are on the network, in the office or on a single user version at home. For more information on Exporting/Importing information to and from laptops; see Chapter 7 Utilities. OPENING SCREEN

When EMS first opens, users will see this green information screen: This screen shows Reminders, Maturing CD’s, Maturing Active Accounts and Ward Assessments that are due. It will also show any Automatic Transactions that are ready; if that function is turned on (see Program Options General Tab on page 1-8). Annual Settlements (Accountings) that are due now or within the next 10 days will be listed on the screen along with their due dates. The screen will disappear after 10 seconds. If more time is needed to read the list, click the “More Time” button and the screen will give you an additional 60 seconds. When you are finished reading this screen, you can wait for it to disappear or click the “Ok” button.

1-4 REMINDERS/CHECKLIST If Reminders are saved; the screen that appears after the green screen will show the reminders that are currently due. Reminders that are listed here are also found under the My Reminders tab in Ward General Information for each individual ward, with Date, Time, Ward Name, Memo and a checkbox that can be marked when “Completed.” These reminders are specific to the user logged in.

The Checklist tab provides information that is specific to all wards. This screen includes the Start Date, Ward Name, Checklist Name, Item Name, End Date checkbox, a column with a drop-down box where items can be marked with “Yes”, “No”, “NA”, “In Progress” or “Completed,” etc. There is also a “Comments” field to enter information in. For more information on how to set reminders see Chapter 2: Ward-General Information-Reminders. To set checklist items see Chapter 2: Ward General Information-Checklist.

1-5 EMS TOOLBAR

Most of the toolbar buttons will be discussed in greater detail later on. For now, here is an overview of each button and its function:

• Open: This will open the Selection Window that is used to navigate to different areas of the program.

• Close: This closes the form or report you are working with. • Save: This saves your data to the database. When entering large amounts of data, it is a

good idea to save after updating every 5 to 10 records in case something should happen. • Inquire: In most cases, this brings up the ward selection box so that you can continue on

the same form and enter data for a different ward. • New: This allows users to enter a new record in the screen they are working in. • Print: This feature is not enabled in all screens. If it is enabled, this allows you to print the

current form or report. • Preview: When enabled this will allow users to preview reports. • Export: This allows you to save reports as an Adobe (.PDF) file if you have a .PDF writer

installed on your computer. • Custom List: This allows you to select wards from your custom lists if created. • Ck Writing: This is where outgoing check information is entered if the user wants to print

checks in EMS. Entering checks here will send the check to the printer queue and enter the check into the receipts and disbursements.

• Balance: For the current ward, this displays the balance of each account for a specified date.

• Reminders: This shows all reminders that are currently due. • Exit: This exits the user out of EMS.

MENU ITEMS Under File users will find Printer Setup; this allows the user to change the printer options and settings. Print with Setup allows you to specify which printer to use in times that you don’t want to print to your default printer. The Edit menu contains Spell Check. EMS uses Sentry Spell. You do not have to have Word installed to use this feature. The default setting for Spell Check is “On.” To access Spell Check click on Edit then Spell Check or press the F7 button. In the Tools menu, users will find Reports, Custom Reports, Internet Reports, Word Reports, Program Options and Program Tasks. More information on reports can be found in Chapter 8. The Help menu includes a connection to our site www.SEMapplications.com and Internet Options. Internet Options will be discussed in Chapter 7 Utilities.

1-6 SELECTION WINDOW The Selection Window is where the user will navigate to most areas of the application. To open this box, click the “Open” button on the EMS Toolbar. There are five main menus along the left side of the window. When a main menu item is selected the text is in bold print and a list of submenus will appear in the white box on the right side of the window. For example General Information is a submenu item of the Ward menu. Each of these menu and submenu items will be discussed in more detail throughout the manual but for now here is a brief description: Ward- Contains all generalized functions of ward administration. Shared- Contains information on bank accounts that are shared or pooled between wards. Administrator- Contains administrative functions and information. Contacts- Contains contacts and support categories. Utilities- Allows the user to setup and customize EMS and perform other utilities and maintenance. The checkbox at the bottom of the screen allows the user to select which main menu item and submenu item are always highlighted when the window opens. To have EMS remember which one to open, click on the main menu and submenu item you want, click in the checkbox, and then click the “Ok” button. Each time this widow opens your selection will be highlighted first.

INQUIRE WINDOW Any time the user chooses a screen that deals with one ward’s information, the Inquire Window displays. To select a ward, click on the Ward Name and then the “Ok” button. Or if you have several wards you can use the filter and search boxes. The “Filter Ward By” drop-down box allows users to filter their list of wards to show All Wards, Open Wards, Closed Wards, Wards on Hold, Active Bank Accounts, Archived Wards, Special Wards or by Case Manager Name.

When using the “Search By” drop down, the user can search by Alias, Case Number, Date of Birth, First Name, Medicaid, Medicare, SSN, Stage or VA Number. Selecting a “Date Range” will display data for a specified range of dates. This is especially helpful when searching for specific comments. The options for “Select a Date Range” include; Annual Settlement, Current Day, Current Month, Current Week, Current Year, Custom Remember, Include All Dates, Last Month, Last Week, Last Year, System Default and Yesterday. The fuchsia colored buttons will only appear when clicking on “Annual Settlement.” These start and end dates will coincide with Annual Settlements (Accountings). Use this option when running annual settlement

1-7 (accounting) reports to default the start and end dates to match your report. This can also be used to pull up old settlements without having to search through the inventory. The number next to “Wards” is the number of wards that are in the list that is selected in the “Filter Ward By” drop down box. If there are alerts logged for any wards these will appear on this screen. The word ALERT will appear in red and the alert comments will appear to the right of the ward names. By double clicking on the word ALERT a pop up will appear that states what the alert is in regards to. The “Inquire” button in the EMS toolbar will allow the user to select a different ward and remain on the same screen when viewing ward information. For example if you are viewing Bank Accounts for Ward 1 and would like to view Bank Accounts for Ward 2, all you need to do is click on the “Inquire” button and then select Ward 2. The “Use Custom Ward List” check box allows the user to select from a list of wards that can be customized. DATES– What is included on the annual settlement (accounting) It is important to understand how dates are used in the system to have the information you expect on your Annual Settlement (Accounting). The Receipts, Disbursements, and Inventory Adjustments that are included on the Annual Settlement (Accounting) will always have the date the day after the Beginning Inventory date. This is because the Beginning Inventory date is also the last day of the prior year’s settlement. See the chart below for an example.

Beginning Inventory

Receipts & Disbursements

Inventory Adjustments Ending Inventory

01-01-2000 01-02-2000 - 01-05-2001 01-02-2000 - 01-05-2001 01-05-2001 01-05-2001 01-06-2001 – 01-09-2002 01-06-2001 – 01-09-2002 01-09-2002 01-09-2002 01-10-2002 – 01-09-2003 01-10-2002 – 01-09-2003 01-09-2003

Selecting which dates to use for the annual settlement For those counties whose courts do not want to see any outstanding transactions on the Settlement that have not been cleared on the bank statement, you can set the system to calculate balances and settlements using “Cleared Date.” Caution: You cannot change this setting back and forth. It has to be the same for all wards; otherwise it could cause your balances to be incorrect. To turn this setting on, click Open, click Utilities, and then click Utility Maintenance and the “Ok” button. In the box that opens, leave the field blank and click “Ok.” The next screen will look like this:

Under SETTLEMENT_DATE_OPTION, double-click on USING TRANSACTION DATE. In the next window that opens, change the Item Name to USING CLEARED DATE. (Note: the Item Name must be typed EXACTLY as it is here.) Then click the “Ok” button.

1-8 VERIFY YOUR DATA HAS BEEN SAVED On almost all of the screens in EMS, when you enter a new record there is a raised grey box to the left of the row. When you save your data, a number will appear in the grey box to indicate it has been saved. PROGRAM OPTIONS This is where users set some of the program defaults. To open this screen, first click on Tools and then select Program Options. These settings are specific to the computer you are setting them on and will not apply to any other computers on your network. General Tab

• Bank Reconciliation: Choices are “Do Not Ask for New Transaction” and “Ask for new transaction”, if set to “Ask for New Transaction” a box will pop up asking for a new transaction when users begin the bank reconciliation. This is so users can enter any accrued interest or bank charges on the account before they begin.

• Reminders: Allows users to change the color of the View Reminders window from yellow to gray.

• Automatic Transactions: This turns the Automatic Transactions function “On” or “Off.” If you have more than one computer running EMS, you will need to turn this option to “Automatic Transactions Off” on all computers but one. If this option is “On” for more than one computer, you will see duplicate transactions.

• Check Printing Style: This allows you to choose different check printing styles. • Auto Find Text: If set to “Yes”, the system will try to find similar text to complete the word

for you. • Protect Receipts / Disbursements: This is the default value set for the protecting option in

the Receipts / Disbursements section. In this screen, you can toggle this option “Yes” and “No” by clicking the appropriate button at the top of the screen. This specifies the protection status when you open the screen.

1-9 General 2 Tab

• Color Amount: When a bank account balance drops below the amount set here, that account will show up in RED at the top of the Receipts / Disbursements screen

• Flash Amount: When a bank account balance drops below the amount set here, that account will flash at the top of the Receipts / Disbursements screen.

• Max Amount: When a bank account balance goes over the amount set here, that account will show up in GREEN at the top of the Receipts / Disbursements screen.

• Medicaid Amount: When the total of all bank accounts is greater than the amount set here, the words “MEDICAID WARNING” will appear at the top of the bank account list on the Receipts / Disbursements screen.

• Date Format: When set to “Mask,” the slashes will fill into the date so you only have to type the numbers. For example, to enter 12/25/2004, type 12252004. The slashes will be inserted for you as you type. When this is set to “Edit”, you will have to enter the slashes yourself.

• Auto Save (tab pages): When this box is checked, the data will automatically be saved for you when you go from one tab to another on both the General Information screen and the Receipts / Disbursements screen. EMS will still ask you if you want to save your changes on all other screens.

• Printing Gen Info: When this is set to “Hide Bank Accounts,” it allows you to print a general information page without showing any of the ward’s bank account information. Users can also select “Show Bank Accounts” so the account information and current balance will print on the general information page. If you select “Do Not Show Balance,” it will show the bank account information without the current balance.

• Envelope Return Address: This checkbox allows you to select whether a return address will be printed on your envelopes. If you print a return address, you can select what name and address will be printed.

• Ward General Information: Allows you to specify which tab will display when you first view Ward General Information. In the screenshot above MyData was selected because this is the screen that this user prefers for EMS to open up to when selecting Ward General Information.

• Receipts-Disbursements: The last box sets how the Receipts / Disbursements screen opens up. If set to “Default tab Disbursement”, then the Disbursement tab will show when you open Receipts / Disbursements. If you set this option to “Default tab Receipts”, the Receipts tab will show when you open the Receipts / Disbursements screen. The “Display” drop-down lets you specify how “Receipts/Disbursements” are displayed. You can select “Display on 1 line A”, “Display on 1 line B”, and “Display on 2 lines.” “Display on 1 line A” and “Display on 1 line B” display “Receipts/Disbursements” as 1 line. “Display on 2 lines” displays each “Receipt/Disbursement” using 2 lines.

1-10 Default Categories Tab All of the drop-down boxes, except for the last one, are used to set what the default category is when the user enters a new record on any of the program screens. For example, when a new record is added on the CD Management screen, the default category will be “Interest.” You can set these to the categories you use most frequently. For most cases, you would leave all options set to “Do Not Exclude”, but the “Inventory Exclude” drop-down allows you to exclude certain categories from showing in the Annual Settlement (Accounting) if needed. To exclude the selected category from the inventory, select the category you want to exclude, then click the “Save and Close” button. This will exclude the category from the inventory and the inventory total. However, some counties do want the property shown but not included in the inventory total. For example, if your county does not require Real Property to be listed, you would set that option here. To include Real Property on the annual settlement, but exclude it from the inventory total, select “Real Property” from the “Inventory Exclude” drop-down and then place a check in the “Show and keep out of Total” box. Reports Headers Tab

Use this tab to change the headings for any of the reports. If you want the “Anticipated Income” to show on the settlement reports, select this option here. To turn this feature on, scroll down to section 50 SETTLEMENT ANTICIPATED INCOME and set the name to SETTLEMENT ANTICIPATED INCOME ON.

1-11 Drop-Down Utility Tab The “Drop-Down Utility” tab allows users to modify certain drop-down boxes used throughout the program. To change the existing value in a drop-down box:

• Select the “Group” name for the drop-down box that you want to change. If you are unsure which one you need, select the value you think it is and then look at the values available in the “Old Value” box. They will match the values in the drop-down box you want to change. If they do not match, then select another “Group”.

• Select the “Old Value”. • Type in the “New Value” that you want to appear in the drop-down box. • Enter a number for the “Order” you want the new value to show up in or leave at 0 and the

system will list alphabetically. • Click the “Modify” button and then click the “Save and Close” button.

To add a new value to a drop-down box:

• Select the “Group,” which is the drop-down box you want to add to. If you are unsure, you can select the one you think it is and then look at the values in the “Old Value” box. If you have selected the correct “Group”, the values will match with the one you want to add to, and if not, you can select another “Group”.

• Type in the “New Value” that you want to appear in the drop-down box. • Enter a number for the “Order” you want the new value to show up in or leave at 0 and the

system will list alphabetically. • Click the “Add New” button and then click ‘Save and Close.”

To delete a value from a drop-down box:

• Select the “Group,” which is the drop-down box you want to delete from. If you are unsure, you can select the one you think it is and then look at the values in the “Old Value” box. If you have selected the correct “Group”, the values will match with the one you want to delete from, and if not, you can select another “Group”.

• Select the “Old Value” that you want to delete • Click the “Delete” button and then click “Save and Close.”

INSERTING A NEW ROW To insert a new row on any screen, click the “New” button in the toolbar at the top of the screen. DELETING A ROW To delete a row, click on the number in the grey box to the left of the row. This will turn the entire row BLUE. Then click “Edit” at the very top of the screen and select “Delete Row.” You can select

1-12 multiple rows to delete by clicking on the Edit menu. Then click “Select All Rows.” You can then click “Edit” and “Delete Row.” FLIP BETWEEN SCREENS If you have more than one EMS screen open, you can switch between them by holding down the Control (CRTL) key and pressing the Tab (TAB) key. GENERATE ACCOUNT BALANCES FOR A SPECIFIC DATE You can view the balances for all of a ward’s accounts by clicking on the “Balance” button on the toolbar. The first box that opens asks for a date. Enter the date you want to see the balances for and click the “Ok” button.

The next box displays the balances of all of the ward’s accounts up to and including the date you entered in the previous box. If you scroll to the right, you will see the “Cleared Balance” for all accounts up to and including the date you entered. This box shows balances for the ward you are currently displaying information for. If you would like to change wards, double-click on the ward’s name and select a different ward from the list that displays. It will then ask you to enter a date again. When you click “Ok”, EMS will display the balances for the ward you specified. Account balances shown in red or green are because of Medicaid or Balance warning amounts which we discussed earlier under Program Options; General 2 Tab. All closed ward names will appear in red on all ward information screens.

1-13 USING DROP DOWN BOXES Drop-down boxes are any boxes that have an arrow at the end of them. Some of these allow you to type in your own values and others require you to select a value from the list. You can click the arrow to display the list of values. If you click in the white box and it gives you a flashing cursor, then the box will allow you to type in your own value. If it does not give you a flashing cursor, you must select a value from the list.

USING EMS FOR THE FIRST TIME Please follow the steps listed below.

1. Enter your information in Guardian/Conservator Information found under the Administrator menu. For first time use this is where you enter the Guardian/Conservator information that will appear on all of the reports. If you are updating/changing information, make corrections in the fields and then check the “Update Report Headers” checkbox. To enter Employee Information see Chapter 6.

2. Next you will need to enter Contact information. The Contacts need to be set up so they are available to select when entering the ward specific information. (See Chapter2: Contacts for detailed information.)

3. Now you can begin entering all of your ward specific information. (See Chapter 3: Ward for detailed information.)

1-14 CLOSING A CASE To Close a Case, users need to complete the following three steps. This will be performed on the Order tab of the Ward General Information screen.

1. On the Order tab change the Settlement Information Type to “Final.” 2. Complete the Final Settlement. 3. Change the Case Status to “Closed.” 4. Change the Internal Manager to “Archived Wards.”

Note: Only change the case status to “Closed” after you have completed the final settlement. DELETING A WARD FROM THE SYSTEM To completely remove a Ward from the EMS program follow the steps below.

1. Click on Tools and then Program Options. 2. Click on the plus (+) next to Ward Functions. 3. Select “Delete ward from System” and then the

“Start Process” button. 4. The “Delete Ward from System” window will

open, from here select the ward that you want to remove and click the Delete button. (If you have entered a ward into the system twice and are trying to remove one of them, it is suggested that you go the Ward General Information; on the Ward tab, enter an X at the end of the Wards last name to distinguish which one it is you would like to remove.

NOTE: Deleting a Ward from the system will completely remove all information concerning that person and their case with no ability to retrieve that information.