The Discontinued Programs Status feature is used to discontinue agency programs that are no longer active, rendering them inaccessible to all but a specified group of users. It can also used to re-activate previously discontinued programs.
Required Permissions
The Discontinued Programs Status feature is available to users with the following permissions:
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Business Rules Data Entry
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Agency Program Information (not required if you are in the "CoC Executive Officer" or "System Administrator" user group)
IMPORTANT! In divisional databases members of the "Agency Executive Officer" user group do not have access to this feature regardless of permission. (The name of this user group may vary in your AWARDS database.)
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.
Discontinuing or Re-activating a Program
To discontinue an agency program, or to re-activate a previously discontinued program, 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 Discontinued Programs Status. The Services Programs Status page is displayed.
The "Last Modified" information on this page reflects either the date on which the program's Agency Program Information was last updated, or the last date on which the discontinued Status was updated.
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At this time, complete one or both of the following tasks as needed:
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Discontinue a program - Click the Status drop-down arrow next to the program to be discontinued, and select "Discontinued." To allow specific users to continue to access the discontinued program, type the login IDs of those users (separated by a comma) in the corresponding *Display To field.
A program can only be discontinued if:
- All associated residence units (when applicable) have been given last available dates under System Setup > Residence Units.
- There are currently no clients on the program's roster. (If the program to be discontinued uses the Multi-Step intake/admission process, unprocessed referrals are not considered part of the program's roster, and can be left as is; however, note that once the program is discontinued, any unprocessed referrals will become unavailable until such time as the program may be reactivated. As a result, if an individual with an unprocessed referral should have been referred to a different agency program, you will want to make that change before discontinuing the program in which the referral currently exists.)
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Re-activate a discontinued program - Click the Status drop-down arrow next to the program to be re-activated, and select "Active."
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Click UPDATE. Re-activated programs are added to the program lists throughout the system, and discontinued programs are removed from those lists for all but the "*Display To" exceptions.
The process of discontinuing or re-activating a program is now complete.
Frequently Asked Questions
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Is data from discontinued programs accessible anywhere; for example, through Client Search?
Data from discontinued programs is only accessible to users who have been added to the "Display To" list for the program in question and who also have chart access to that program. In such instances the program data is accessible throughout the system as it is for any other program. When a user has not been granted access to a discontinued program, that program's data is not available to him/her through Client Search or anywhere else in the system.
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Why isn't a user able to access a discontinued program I gave him/her access to?
In addition to being given access to the discontinued program using the Discontinued Programs Status feature, the user must also have chart access to that program. In order to assign chart access to a discontinued program using the Permissions Maintenance feature, you must either:
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Add your login to the *Display To list for the program in question within the Discontinued Programs Status
feature (if it is not in that list already), and then update the user's permissions. At that point you can remove your login from the Display To list if needed.
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Temporarily re-activate the program, update the user's permissions, and then discontinue the program again.
Keep in mind that in both cases if you yourself do not have chart access to the discontinued program, you cannot assign that permission to another user. In such instances you will need to get assistance from another user with access to Permissions Maintenance and the program in question.
- Why did I receive an "open residence unit found" error when attempting to discontinue a program?
When working with residential programs all residence units must be closed out prior to discontinuing the program and the roster of that program must be empty. The error "open resident unit found" indicates that all units have not yet been closed out using the System Setup module's Residence Units feature.