The AWARDS PlanBuilder module is used to design customized service/treatment plans based on a standard set of pre-made templates that reflect common plan configurations in use by AWARDS agencies. During the design process, plans are associated with specific program types, pre-set schedules are established, and the default content/layout is adjusted as needed, allowing for a tremendous amount of flexibility.
Once created and enabled, PlanBuilder plans can be filled in and reviewed by staff from within the Plans and Reviews feature in the Services - Individual module. That feature can also be used to view read-only plan/review reports.
IMPORTANT! PlanBuilder functionality, along with the Plans and Reviews data entry/reporting component, is currently an optional alternative to the existing Service Plans feature. As a result, it is not automatically available in all AWARDS databases. If Plans and Reviews and the PlanBuilder are not currently turned on in your AWARDS database and you would like them to be, please reach out to your Foothold Implementation Consultant or Success Manager for guidance and assistance.
Required Permissions
The PlanBuilder tool is optional functionality. In databases that have been configured to use it, the PlanBuilder is available to users with the following permissions:
- PlanBuilder
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.
Working with PlanBuilder Plans
To create a new PlanBuilder plan, or to view, update, or delete an existing plan, complete the following steps from the AWARDS Home screen:
-
Click Administration from the left-hand menu, and then click Builders & Tools. The Builders & Tools fly-out menu is displayed.
-
Click PlanBuilder. The PlanBuilder index page is displayed.
When working on the index page keep in mind that PlanBuilder configuration is comprised of two types of records:
-
Templates - Created and maintained by Foothold Technology based on common plan configurations used by AWARDS agencies. Templates act as a starting point for all PlanBuilder plan creation, and can be used "as is" or adjusted to meet the needs of specific program types.
-
Plans - Plans are created based on the built-in templates and maintained by your agency. Those plans currently available for use by one or more program types are shown in the records index with "Yes" in the Enabled column.
-
At this time, complete one or more of the following tasks as needed:
-
Create a new plan - New plans can be created from templates or existing plans. In both cases the resulting plan can be used "as is" or adjusted to meet the needs of specific program types.
- To create a new plan from a template - Click Templates under "Show Records" in the left-hand menu, and then in the templates index click the radio button to the left of the template to be saved as a plan. Click the create new plan from template icon from the action bar above the records table. The Plan Details page is displayed. Configure the fields and options on this page as necessary, and then click Save. The plan's details are saved and a confirmation page is displayed.
- To create a new plan from an existing plan - Click Plans under "Show Records" in the left-hand menu, and then in the plans index click the radio button to the left of the plan to be copied as a new plan. Click the create new plan based on the existing plan icon from the action bar above the records table. The Plan Details page is displayed. Configure the fields and options on this page as necessary, and then click Save. The plan's details are saved and a confirmation page is displayed.
For more information on each field/option available on the plan details data entry page using either of the above options, see Plan Details.
Once a plan is saved for the first time as described here, several items are added to the left-hand menu, enabling you to access the plan's built-in sections and options for adding more sections:
-
Goal Section - Automatically inherited from the template. Can be configured as needed.
-
Built-In Plan Sections - Automatically inherited from the template, for example: "Individual's Traits." Functions the same as a Custom Section, which is fully customizable.
-
+ Add Custom Section - Used to add fully customized data entry sections to the plan.
-
+ Add Signatures Section - Used to add configurable signature sections to the plan for the purposes of applying electronic signatures when staff data entry is complete.
Use these menu options to further configure the plan. Keep in mind that built-in, custom, and signature sections each have their own action bar at the top of the page (for editing, viewing, and deleting), and a Save button at the bottom of the page (for saving any changes or additions you make).
For more information on each field/option available when working with the plan's sections and "+Add" tools, and instructions on how to use them, see Plan Sections and/or Signature Sections.
When the plan's creation is complete, use the breadcrumbs in the upper-left corner to return to the PlanBuilder index page, or click an option in the navigation bar to move to a different part of AWARDS as needed.
Make changes to an existing plan - To do so, click the checkbox to the left of the plan to be worked with, and then click the edit icon from the action bar above the records table.
Templates cannot be edited, only plans; as a result, the edit icon is only available in the action bar when the Show Records option has been set to "Plans" in the left-hand menu.
The Plan Details page is displayed. Make changes or additions to the information on this page as necessary, and then click Save. The plan's details are saved and a confirmation page is displayed. Next use the options in the left-hand menu bar to access and make changes or additions to the other portions of the plan as needed. Be sure to click the Save button at the bottom of the page for each section to ensure that your work is saved.
For more information on each field/option available on the plan configuration data entry pages, see PlanBuilder Fields/Options.
IMPORTANT! Please keep in mind that any changes made to a plan's configuration will NOT impact plans and reviews which have already been filled out in the Services - Individual module's Plans and Reviews feature if they have been locked with an effective date or electronic signature.
-
Preview an existing plan or template - To do so, click the checkbox to the left of the record to be viewed, and then click the view icon from the action bar above the records table. A read-only version of the plan details portion of the record is displayed. Use the selections in the left-hand menu to preview the other portions of the plan at this time as well.
-
Delete an existing plan - To do so, click the checkbox(es) to the left of the plan(s) to be deleted, and then click the delete icon from the action bar above the records table. A confirmation page is displayed. Click OK to proceed with the deletion. The selected plan(s) are deleted and the updated index is displayed.
Templates cannot be deleted, only plans; as a result, the delete icon is only available in the action bar when the Show Records option has been set to "Plans" in the left-hand menu.
Plans can only be deleted if they have not yet been filled out for any individuals using the Plans and Reviews feature in the Services - Individual module. To prevent further use of plans in these instances, instead use the edit option in the action bar, change the plan's Enabled option to "No," and then click Save to apply your changes. Disabled plans remain accessible for reporting purposes but can no longer be completed by staff.
Return to the PlanBuilder index - To do so, click the To Index icon from the action bar while working in a record to return to the index page. You can also return to the index page at any time by clicking PlanBuilder from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with PlanBuilder plans is now complete.
PlanBuilder Fields / Options
PlanBuilder configuration takes place in several types of sections, each of which is represented by an item on the left-hand menu bar once saved:
-
Plan Details - Common to all plans. Collects basic information on the plan including its type, whether or not it's currently enabled, what schedule should be used when completing the plan, which program types it has been applied to, and more.
-
Plan Sections (Goals / Custom / Built-In) - Each plan will inherit a goal section as well as a specific number of built-in sections from the template used to create it, with the option of also adding as many unique custom sections as needed. Specifics of each of these sections will vary from plan to plan; however, all custom and built-in plan sections are used to set the fields and options that will be available in data entry mode when completing plans and reviews. While the labels and content will vary, the building blocks for each section is the same, enabling you to add/remove fields and options, label each as you need, and re-order various pieces to meet your workflow needs. Only the Goal section is unique, in that it is tiered and it can be configured but not fully customized.
-
Signature Section - An optional plan section available for all plans for the purposes of designating who should electronically sign each plan/review and what options they will have in the signing interface when doing so. The name of this section is consistent across all plans for which it has been added, as are the tools used to set it up, though the signature requirements within each may vary.
For example, in the following sample plan custom and signature sections have been added to the standard plan details, goals section, and default built-in sections from the template:
Click one of the sections from the bulleted list above to see an alphabetical list of the fields and options located in each, along with tips on how to configure each section.
Frequently Asked Questions
-
Can I configure a signature slot where the user can specify his/her own authority level?
Yes. In the signature configuration, be sure to check off the Authority Level Other option. Doing so will enable the signer to specify his/her own authority level during the signing process.
- How do I activate a PlanBuilder plan for a program?
To activate a plan for a program using the PlanBuilder, access the Plan Details page of the plan. From that page, select the relevant program type from the Program Type drop-down, and then save your change. A new Plans and Reviews fly-out will then be available in the Services - Individual module when a program of this type is selected.
If you are activating a plan for a program that was previously using a plan in PlanBuilder, the new plan is not available for clients in that program until the following day.
- When configuring plan signatures, can I make provisions for when an employee will temporarily need to sign in the standard signer's place?
When a plan contains a slot for an employee signature, it adds an employee selection list to the plan's signing area. That selection list defaults to the staff member who meets the specified signer role; however, it can be manually changed if needed. This allows flexibility in the event that one staff member needs to sign in the plan of another for whatever reason; for example, if the regular signer is on vacation or leave.
- What's the difference between deleting and inactivating a signature line in a plan/review?
Deleting an inactivating a signature line have the same effect in that the signature line in question will no longer be included on unsigned plans/reviews; however, deleting the signature removes it entirely, while inactivating it keeps the history of that signature having been in place previously. Whether one or both of these options is available to you used based on whether any plan/review containing the signature line in question has been signed. A signature line can only be deleted during PlanBuilder configuration if none of the plans/reviews where that signature line are included have been signed. If one or more plans/reviews including the signature have been signed but the signature is no longer needed for future plans, it must be inactivated rather than deleted. Setting a signature as inactivate indicates that it is no longer in use, and moving forward it will only be shown/available on already signed plans.
- Why am I still seeing a plan template in effect after I disabled it for the program type?
Disabling a plan does not take effect until the next calendar day.
- Why can't I copy a client's plan data over to the next plan review?
If the option to copy plan data into the next plan review is not available, it may be due to a change in plan templates that was made for the program type in the PlanBuilder. Plan data cannot be copied between plans using different templates. If the client's plan index contains two different PlanBuilder plans for the plan review and its previous plan, users cannot copy over the plan data.
- Why can't I write Service Plan Linked Notes?
There are two main reasons why you may not be able to write Service Plan Linked Notes:
-
There is no Effective Date on the most recent plan - In order to write Service Plan Linked Notes, there must be an Effective Date on the most recent plan in Plans and Reviews.
-
Too much time has passed since the Effective Date - If an Effective Date has been entered on the most recent plan but Service Plan Linked Notes still cannot be written, it may be due to the amount of time that has passed since that Effective Date. Within the PlanBuilder, each plan template has the option for setting an Amount of time after the effective date that a service plan linked note can be entered (located on the Plan Details page). When the contact date of the Service Plan Linked Note falls outside of the range set in this field, a "Sorry, No Match Found" error message is displayed during the plan selection step of the note writing process.
- Why isn't the full text entered in a text box displaying on the plan?
The "textbox" field type is designed to capture 35 or fewer characters. If larger amounts of text need to be entered in that portion of the plan, change the plan's configuration to use the "textarea" field type there instead. Doing so will not affect any data already saved in the plan.
Other Helpful Resources
Training Films & Demonstrations
- Setting Up PlanBuilder E-Signature Sets (20 min) - May 2019