The Reception Desk module Program Log Book feature is used to enter reception desk log records for significant events and periodic "house status" updates at housing programs.
Required Permissions 
Use of the Program Log Book feature requires the following permissions:
Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Reception Desk Button
Display Program Log Book
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
In addition, you must be at least one of the following:
A member of the "Executive Officer" or "System Administrator" user groups
A service coordinator in the program for which log book information is to be worked with
A director or deputy director for the program in which log book information is to be worked with
A permitted user as set under Reception Desk > Permitted Users
NOTE: In some cases optional functionality may also be in place that further restricts log book entry to users with a time sheet record for the date and program the log book information is being entered for.
Click-by-Click Instructions 
Making a Log Book Entry
To enter a program log book record, complete the following steps from any page:
WARNING! There is no way to update or delete program log book entries once they have been made.
- Click Charts from the left-hand menu
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Select the Housing Program for which the program log book record is to be entered.
- Click Reception Desk. The Reception Desk fly-out menu is displayed.
- Click Program Log Book. The Program Log Book Data Entry page is displayed.
- Click the entry type drop-down arrow at the top of the page and select "Routine Entry" or "Send Alert Notice" to indicate the type of record being entered.
TIP: The Send Alert Notice option would be used if, for example, police, fire, or EMS were called to the site, or if an altercation or other incident occurred. When this option is selected and the record is saved, a message is sent to the person who made the log book entry and anyone with the "Program Log Book Alert Messages" permission and chart access to the program.
5. Click the Date drop-down arrow and select the date for which the program log book record is being entered.
- Click the From and To drop-down arrows and select the time period for which the program log book record is being entered.
- If appropriate, click the Optional Resident Checklist checkbox next to each consumer for which the program log book record is being entered. Up to four residents can be selected.
- In the Program Log Book Note text box provided, type the program log book note.
- Click SAVE ENTRY. The program log book record is saved and a confirmation pop-up is displayed.
- Click OK to acknowledge the pop-up and return to the AWARDS Home screen is displayed.
The process of entering a program log book record is now complete.
Viewing a Log Book Report
A read-only program log book report is available from within the Reports module for residential programs; to view it, complete the following steps:
- From the navigation bar, click Reports (or click the Reports icon). The Reports index is displayed.
- Click the Program drop-down arrow in the upper-right corner of the page and select the individual program for which the report is to be run.
TIP: This report can only be viewed for individual residential programs.
- If you previously bookmarked the Program Log Book Report it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All under "Show Reports."
- Use the navigation features in the bottom-right corner to locate the Program Log Book Report in the index, or enter "log book" in the Search field in the upper-right corner.
- Click Program Log Book Report from the reports index. The Desk Log Report page is displayed.
- Only those log book records for dates falling within the date range entered in the From and To fields on this page will be included in the report. Make changes to the default date range as necessary (using mm/dd/yyyy format).
- Click the Sort By drop-down arrow and make a selection to indicate how the program log book information is to be displayed in the report. Available selections are:
Time of Log Entry - When this option is selected, program log book information will be sorted by the time each record was recorded, with the most recent records listed last.
Time Set for Entry - When this option is selected, program log book information will be sorted by the time entered in each log book record.
The default value is "Time of Log Entry."
- Click the Entry Type drop-down arrow and select the type of those records to be included in the report. Available options are "All," "Routine," or "Alert." The default value is "All."
- If the report should only include those log book records including a specific consumer, click the Resident drop-down arrow and select that consumer. The default value is "All Consumers."
- To include in the report only those records containing specific text, type that text in the Keyword Search field.
- Click CONTINUE. The program log book record report is displayed on the Program Log Book Report page.
The process of viewing a program log book record report is now complete.
Frequently Asked Questions 
How do I delete a program log book entry?
Once entered, program log book entries cannot be deleted. To request that an entry be removed for you, please contact the Help Desk for assistance and provide the details of that entry including program, date, and time.
Who has access to the Program Log Book?
In order to access the Program Log Book you must have chart access to the program for which log book data entry is to be done. You must also have access to the Reception Desk module, and you must be at least one of the following:
A member of the "Executive Officer" or "System Administrator" user groups
A service coordinator in the program for which log book information is to be worked with
A director or deputy director for the program in which log book information is to be worked with
A permitted user as set under Reception Desk > Permitted Users
Who receives a system generated message when a log book entry is made?
If Routine Entry is selected when the log book data entry is made, a message is sent to the service coordinators of the residents checked off and to the user who is making the entry.
If Send Alert Notice is selected, a message is sent to the person who did the data entry, and anyone with the "Program Log Book Alert Messages" permission and chart access to the program.
Why isn't the Program Log Book feature available for all residential programs?
By default, the Program Log Book feature is available only to CR Supervised and SRO housing programs because programs of those types are expected to occupy a single location for which there is a front desk. If the Program Log Book should be made available to all residential programs, regardless of the program type for each, please contact the Help Desk for assistance.
Why was an entry I made for a specific client not found when I searched for that client's name in report mode?
The search feature in the Program Log Book in report mode only searches the actual entry note text, not the "Entry For" information that appears above the note text in report mode. As a result, if a client is checked off in the log book entry but his or her name is not included in the note text, conducting a search using the client's name will not find the log book entry.