The Configure Administration feature is used to set or update the administrative information for individual agency programs, including director and deputy director assignments. Staff assigned as program directors and deputy directors using this feature are automatically granted a range of privileges in a variety of areas in AWARDS, detailed below.
Director / Deputy Privileges
Each item in this list applies to both program directors and deputy directors unless otherwise specified. Also note that many of these privileges that are controlled by permission can be taken away via the individual layer of permissions within the System Setup module's Permissions Maintenance feature.
Discharge
- Ability to process discharges without the "Program Admission/Discharge" data entry/access permission.
Hospital
- Ability to modify the hospitals list even without being a member of the "Executive Officer," "CoC Executive Officer," "Agency Executive Officer," "Direct Care Admin Support," or "Direct Care Program Director" user groups, as long as the "Display Chart Records Hospital Button" permission is assigned.
Housing
- Ability to complete housing swaps without the "Program Admission/Discharge" permission.
- Can be viewed in the bed registry report by clicking the down arrow icon next to each program name (program directors only).
Incidents
- Ability to view the full content of all incident reports written for their program.
- Ability to make edits to incident report content for incident records that have not been locked, even if they were not the original writer of those incidents. (Because directors/deputies can edit the content of incidents, they cannot add comments to them.)
- Ability to view comments on incident reports written by others.
- Ability to lock/file incidents written in their program.
- Ability to view forms included in an incident report after the incident has been locked.
- Will receive incident review data entry notification messages when a new incident is entered, when an existing incident is updated prior to being locked, and when the incident is locked.
Intake / Admission
- Ability to enter ban end dates and revoke dates for clients already on the banned list.
- Ability to delete banned list records.
- Ability to process admissions without the "Program Admission/Discharge" permission.
Messages
- Inclusion in the counselor list for their program in the Messages module address book, even if they do not have a caseload, as long as they have logged in within the last 30 days.
Miscellaneous
- Ability to electronically sign all documents in their program, based on electronic signature business rule configuration for the program.
Permissions Maintenance (System Setup)
- Default chart access permission for their program, even if the corresponding chart access permission is not set.
- Are placed in the program director / deputy work role.
Reception Desk
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Ability to access the Permitted Users feature in the Reception Desk module without the Permissions Data Entry" permission.
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Ability to enter reception desk data without the "Permissions Data Entry" permission.
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Have access to the Lock Dates feature during reception desk data entry.
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Ability to view monthly reception desk reports.
Services
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Access to the "My Program" version of the Caseload Activity Report.
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Ability to electronically sign service plans even if the service plan is dated prior to the date that the director was assigned to the director role in AWARDS. Electronic signature business rules set for the program still apply.
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Will be assigned as the reviewer of a client's service plans on the service plan index if a primary worker was not assigned to the client at intake.
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May be included in the Charting Timetable worker selection list when viewed by staff. Other permission and user group requirements also need to be met.
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May be included in the service coordinator list in data entry mode. Other permission and user group requirements also need to be met.
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Ability to view incident/review progress notes written by other staff in report mode. (The incident/review progress note type is an option that can be turned on for you by Foothold Staff.)
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Ability to view monthly activities reports.
Staff Training
- Will be included in staff training record reports when a report is run for their program.
Time Off Requests (Attendance)
- Can approve time off for supervisees of the director and all deputy directors in the program.
Work Orders (Operations > Property Maintenance)
- Receive work order request notifications for their program.
Required Permissions
Use of the Configure Administration feature requires the following permissions:
- Program Chart Access (not required if you are in the "Executive Officer" or "System Administrator" user group)
- Agency Program Information (not required if you are in the "Executive Officer" or "System Administrator" user group)
In addition, unless you are in the "Executive Officer" or "System Administrator" user groups, you must have ONE of the following permissions:
- Display Executive Administration Buttons
- Permissions Data Entry
- Permissions Data Entry for All Staff and Layers
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.
Maintaining Program Director Assignments
To assign or change a program's director, complete the following steps from the AWARDS Home screen:
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Click the Program drop-down arrow in the upper-right corner of the page and select the program for which the director information is to be worked with.
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Click Administration from the left-hand menu, and then click System Setup. The System Setup fly-out menu is displayed.
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Click Agency Program Information, and then click Configure Administration. The Configure Administrative Information page is displayed.
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Click Program Director. The Configure Program Director page is displayed.
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Click the Change to drop-down arrow and select the employee to be assigned as the program director.
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Click UPDATE. The program director information is saved and the Configure Administrative Information menu page is re-displayed.
The process of assigning or changing a program director is now complete.
Maintaining Deputy Director Assignments
To assign or change a program's deputy director, complete the following steps from the AWARDS Home screen:
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Click Administration from the left-hand menu, and then click System Setup. The System Setup fly-out menu is displayed.
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Click Agency Program Information, and then click Configure Administration. The Configure Administrative Information menu page is displayed.
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Click Deputy Program Director. The Configure Program Director page is displayed.
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The data entry process from this point is based on whether there are any existing deputy assignments, and on what type of data entry is needed:
- To enter a deputy director when no other deputies have been assigned - Click the Assign Deputy Program Director drop-down arrow, select the employee who is to be a deputy director for the program, and then click ADD DEPUTY. The deputy director information is saved and the Configure Administrative Information menu page is re-displayed.
- To remove an existing deputy director assignment - Click the Delete checkbox next to the deputy's name, and then click Delete Selected. A Confirm Delete of Deputies confirmation page is displayed. Click Apply Delete. The selected employee is deleted from the list of deputy directors and the Configure Administrative Information menu page is re-displayed.
- To add an employee to a list of existing deputies - Click the Add New. The Configure Program Deputy Director page is displayed. Click the Assign program deputy to drop-down arrow, select the employee to be assigned as a deputy director, and then click Add. The deputy director information is saved and the Configure Administrative Information menu page is re-displayed.
The process of assigning or changing a deputy program director is now complete.