The Add/Edit Entire Program feature is used to add new programs to the AWARDS database and to update the information for existing programs. It is also used to view read-only program information reports.
Required Permissions
The Add/Edit Entire Program feature is available to users with the following permissions:
- Agency Program Information
In addition, unless you are in the "Executive Officer" or "System Administrator" user groups, you must have ONE of the following permissions:
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Display Executive Administration Buttons
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Permissions Data Entry
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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.
Adding / Editing a Program
To create a new program in AWARDS, or to update the information for an existing 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 Add/Edit Entire Program. The Add/Edit Programs page is displayed.
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Confirm that the Database option is set to its default value - "Data Entry."
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At this time, do one of the following based on whether you will be working with a new or existing program:
- When adding a new program - Click Add New Program.
- When making changes to an existing program - Click the Program drop-down arrow, select the program in question, and then click CONTINUE.
The Agency Program Information page is displayed.
By default, the first of the program information tabs, "General Settings," is open on this page. It is used to set basic program information.
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Click each of the available program information tabs and enter or make changes to the data they contain as necessary. Tabs may include:
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General Settings
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HMIS Settings
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HMIS Site Information
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Optional Settings
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OMH Settings
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Address/Contact Information
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Billing Info
For more information on the individual fields/options found on each of these program information tabs, see Program Information Fields/Options.
During this data entry process, keep in mind that:
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The configuration of your AWARDS database will determine which of these tabs are shown on your Agency Program Information page. You may not see all of the tabs listed here.
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Many fields and options can only be configured during program creation, after which time they become read-only. When working with the settings of an existing program, please contact the Help Desk for assistance if you need to change a read-only value on the Agency Program Information page.
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The OMH Settings tab is only displayed for existing programs. If you would like to configure it for a new program, complete the initial program setup, save the program data, and then use the Return to Data Entry option (referenced in step 7).
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When all program information has been entered or updated as needed, click CONTINUE to save. A confirmation dialog box is displayed. This dialog box shows your newly entered/updated information, along with the previous values for each field/option if applicable.
If no changes were made, or if you are creating a new program, this confirmation dialog box is not shown. Instead, you are taken directly to the read-only report version of the program information mentioned below in step 7.
Review the changes carefully, and then click CONTINUE to proceed. A read-only report version of all information for the program is displayed. (To instead cancel the changes and return to data entry mode, click Cancel.)
Do not click your browser's back button upon completion of the data entry process. Instead, move forward by clicking one of the available navigation buttons at the bottom of the page. If it is necessary to make additional changes to the program information for example, click Return to Data Entry.
The process of entering a new program into AWARDS, or updating the information of an existing program, is now complete.
IMPORTANT! Please keep in mind that when a new program is created the following individuals are automatically granted chart access permission to it:
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Members of the "Executive Officer" user group (in a single-agency database) and "CoC Executive Officer" user group (in a multi-agency database)
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Members of the "Agency Executive Officer" user group (in a multi-agency database) if the new program was created within their agency
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Members of the "Local CoC Admin" user group (in a multi-agency database) if the new program was created within their jurisdiction (for example, their county or CoC within the larger multi-agency database/continuum)
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Members of the "System Administrator" user group
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The individual who created the program in AWARDS
Additionally, when a program director and/or deputy director are later assigned using the Configure Administration feature, they are given default chart access. Individuals with caseloads in the program are also given access once those caseloads have been set up.
If any of these individuals do not require chart access to the new program, it can be removed using the System Setup module's Permission Maintenance feature.
Program Information Fields / Options
The Add/Edit Entire Program feature groups like program settings by tab:
For a full list and descriptions of all of the fields/options located on one of these tabs, click the name of that tab above, or scroll through the full list below. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
A gear icon 
next to a field or option indicates that it is optional (and therefore may not be displayed in your AWARDS database). To request a change related to an optional field/option, please the Help Desk for assistance.
General Settings
Below is an alphabetical list of the fields and options located on the General settings tab. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
Actual # of Units
This read-only field appears for existing programs and displays the actual number of units entered for the selected program within the System Setup > Residence Units feature, excluding any Overflow units.
This option is only available when the program's Residential Status has been set to "Residential."
Acceptable Min. Capacity
In this field, type or make changes to the percentage of operating capacity below which the indication of some program challenge would be suggested.
AIDS Housing Capacity
In this field, type or make changes to the HASA housing capacity of the program.
This option is only available when the program's Residential Status has been set to "Residential."
Cap Days
In this field, type or make changes to the frequency at which the program's capacity should be measured in the Agency Status Report. This field is available in divisional databases only.
Division
Click this drop-down arrow and select the division to which the program belongs. In a multi-agency or HMIS database, the division is the agency to which the program belongs. When making changes to the information for an existing program, note that the division cannot be changed.
This option is only available in multi-agency databases, and in single-agency databases for which divisions have been set up by Foothold Technology.
Drop In Capacity
In this field, type or make changes to the program's drop-in capacity.
This option is only available when the program's Residential Status has been set to "Residential."
Homeless Housing Capacity
In this field, type or make changes to the program's NY/NY housing capacity.
This option is only available when the program's Residential Status has been set to "Residential."
Intake Form
Click this drop-down arrow and select "Single Step Form" or Multi Step Form" to indicate which version of the intake form the program requires. When updating the information for an existing program, note that this selection cannot be changed.
Monthly Service Units
In this field, type or make changes to the average number of clients served per month.
Projected # of Beds
In this field, type or make changes to the projected number of beds in the program. Total beds should be equal to the projected number of individuals not in families, plus the projected number of persons in families that can be served when the program is at capacity.
This option is only available in HMIS databases, or by request. When available, it is only displayed when the program's Residential Status has been set to "Residential."
Projected # of Units
In this field, type or make changes to the projected number of units for the program. Total units should be equal to the projected number of individuals not in a family, plus the projected number of families that can be served when the program is at capacity.
This option is only available when the program's Residential Status has been set to "Residential."
Program Type
Click this drop-down arrow and select the program type to which the program belongs. When making changes to the information for an existing program, note that the program type cannot be updated.
If the appropriate program type is not included in the selection list, please contact the Help Desk.
Program Name
In this field, type the name of the program being added. When making changes to the information for an existing program, note that the program name cannot be updated. One exception is found in HMIS databases where members of the "CoC Executive Officer" user group can update program names as needed.
The program name cannot be the same as the name of any of the program types currently listed in the "Program Type" selection list on this page, nor can it be the same as any of the divisions listed in the "Division" selection list on this page when working in HMIS or divisional databases.
Residential Status
Click this drop-down arrow and make a selection to indicate whether the program is "Residential" or "Non-Residential."
This option is only editable until the program has been saved for the first time, at which time it becomes read-only and cannot be changed. If a correction is needed for an existing program, please contact the Help Desk for assistance.
Use HMIS Data Elements
If the program will be submitting the CoC Annual Performance Report or will be using the HMIS data elements, check this checkbox.
During new program setup this option can be checked off by any staff member completing the setup process; however, when working with the information for existing programs this option can only be changed by staff in select user groups. Specifically, in multi-agency databases this option can be updated by "CoC Executive Officers" only, and in single-agency databases it can be updated by "System Administrators" only. For all other staff the option is grayed out.
HMIS Settings
The HMIS Settings tab on the Agency Program Information page is broken into several sections:
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Required Project-Specific Data Elements - To be completed by HMIS programs
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Housing Inventory Chart Data Elements - To be completed by programs generating a Housing Inventory Chart (HIC)
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Optional Data Elements - To be completed as needed
Below is an alphabetical list of the fields and options located in all three of these tab sections. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
Affiliated with a residential program?
If the HMIS Project Type is set to "Services Only Program (SSO)," two related options are made available. Click the Affiliated with a residential project? drop-down arrow and select "Yes" or "No." If "Yes" is selected, a list of all residential programs in your AWARDS database is displayed. Select the residential program this SSO is affiliated with, or choose "Other/Not Listed" if the affiliated residential program does not exist in AWARDS.
Continuum of Care
From this selection list choose the Continuum in which this program exists. Press <Ctrl> while clicking items to assign the program to multiple Continuums of Care.
Continuum Project
Click this drop-down arrow and select "Yes" or "No" to indicate whether or not the program is contributing data to the HMIS or is being included simply to account for all programs in a continuum.
County
Click this drop-down arrow and select the county in which the program is located.
If you see a text box here instead of a selection list, please contact the Help Desk to have this option configured.
Emergency Shelter Tracking Method
This option is only available when the HMIS Project Type is set to "Emergency Shelter."
Click this drop-down arrow and select the tracking method used by this emergency shelter project. Available selections are "Entry/Exit Date" and "Night-by-Night," with the latter being a shelter that requires clients to leave every morning with no guarantee of a bed that night.
Funding Sources | Grant Information
Click the Funding Sources drop-down arrow and select the funding source that applies to the program, or select "N/A." If a funder is chosen, fill in the corresponding required Grant Start Date. Grant End Date and Grant ID information can also be entered, though they are optional.
To record the name of local or other funding, select "Local or Other Funding Source" from the Funding Sources selection list. When selected, fill in the corresponding If other specify field.
FIPS Code
In this field, type or make changes to the Federal Information Processing Standards (FIPS) code for the program.
In the event that FIPS code is not known, click the Look Up FIPS Codes link, which will take you to the U.S. Geological Survey's website.
HMIS Participating Project
Click this drop-down arrow and select "Yes" or "No." "Yes" must be selected for any project that is uploading to the HMIS.
HMIS Project Type
Click this drop-down arrow and select the HUD program/project type that best describes the program:
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Emergency Shelter |
Transitional Housing |
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PH - Permanent Supportive Housing |
Street Outreach |
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Services Only Program |
Safe Haven |
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PH - Housing Only |
PH - Housing with Services |
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Day Shelter |
Homelessness Prevention |
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PH - Rapid Re-Housing |
Coordinated Entry |
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Other |
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Click this drop-down arrow and select the housing type that best describes the program. Available options are: "Site-based - Single Site," "Site-based - Clustered/Multiple Sites," and "Tenant-based - Scattered Site."
HPRP Grantee ID
If applicable, if this field type or make changes to the program's HPRP grantee ID number.
HUD Contract #
In this field, type or make changes to the program's HUD contract number.
Operational Calendar
Click this drop-down arrow and select "Full Year" or "Seasonal" to indicate the program's operational calendar.
Other Program Name
In the event that the program name is listed as something else on the Housing Inventory Chart (HIC), type or make changes to that alternate name in this field.
Principal Site
Click this drop-down arrow and select "Yes" or "No" to indicate whether or not the program is the main site for the program.
Program Site Configuration Type
Click this drop-down arrow and select the site configuration that best describes the program. Possible selections include: "Single Site, Single Building," "Single Site, Multiple Buildings," and "Multiple Sites."
Site Type
Click this drop-down arrow and select the site type that best describes the program. Possible selections include: "Non-residential: Services Only," "Residential: Special Needs and Non-Special Needs," and "Residential: Special Needs Only."
Target Population A
Click this drop-down arrow and select the category that best represents the population served by this program:
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SM=Single Males (18 years and older) |
SF=Single Females (18 years and older) |
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SMF=Single Males and Females (18 years and older) |
CO=Couples Only, No Children |
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SM+HC=Single Males and Households with Children |
SF+HC=Single Females and Households with Children |
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HC=Households with Children |
YM=Unaccompanied Young Males (under 18) |
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YF=Unaccompanied Young Females (under 18) |
YMF=Unaccompanied Young Males / Females (under 18) |
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SMF+HC=Single Male/Female and Households w/Children |
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Target Population
Click this drop-down arrow and select the category that best represents any sub-populations served by the program. Possible selections include: "DV: Domestic Violence Victims," "HIV: Persons with HIV/AIDS," and "NA: Not Applicable." The default value is "NA"
Zip Code
In this field, type or make changes to the program's zip code.
HMIS Site Information
For every Continuum of Care selected on the HMIS Settings tab, a separate CoC section is displayed on the HMIS Site Information tab. For each of those CoCs, configure the following fields and options:
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Project Street Address
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Project Street Address 2
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Project City
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Project State
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Project Zip Code
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County
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Phone
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Fax
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Geography Type - Filled out once per CoC. Based on the project Zip Code. Automatically calculated as "Rural," "Suburban," or "Urban" based on the list provided by HUD.
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GeoCode - Filled out once per CoC. From this selection list, choose the GEO code in which this program is located. Press <Ctrl> while clicking items to assign the program to multiple GEO codes. (If you see a text box here instead of a selection list, please contact the Help Desk to have this option configured.)
The GEO Code is supplied by HUD. More information can be found on this HUD site.
Optional Settings
Below is an alphabetical list of the fields and options located on the Agency Program Information Optional Settings tab. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
The content of this tab varies based on AWARDS database setup; as a result, you may not see all of the fields and options listed here.
Allowed CSV Import Types
Defaults to "Full and Delta." If necessary, click this drop-down arrow and change the selection from its default to indicate whether HMIS Uploads or Imports coming into this database from AWARDS users or external uploaders should be restricted. When "Full Refresh" is selected/allowed, the export file will contain and replace all the records for all the clients who were active during the date range. When "Delta Refresh" is selected/allowed, the imported file set can contain and replace just the edited records from the date range.
Community Residence (CR) Program
Click this checkbox if this is a community residence (CR).
Consumer Search Records Sharing
If the program's data is sensitive (for example, in the case of a domestic violence program or other protected program) and should not be shared with staff of other programs, click the No Sharing - Nothing At All Shows checkbox. When that option is checked off, users without chart access to the program do not see that program's clients when using the Client Search feature located in the navigation bar. Additionally, in such cases if a client has a record in multiple programs, one of which the user has chart access to and one to which he/she does not, only the record for which access is granted is shown in the Search results.
IMPORTANT! If the Emergency Access feature is enabled in your AWARDS database, users with permission to that feature will be able to see client records in all programs during a break the glass scenario, regardless of a No Sharing configuration.
The Consumer Search Record Sharing option is not available in databases that already have customized program-level sharing functionality in place. In those databases, you may see a Consumer Search Record Sharing drop-down selection here, along with a Consent Expiration Terms field.
Central Intake Program
If the program is a central intake program, click this drop-down arrow and select "Yes." (The default value is "No.") If "Yes" is selected the page is automatically refreshed to display a corresponding section of program checkboxes labeled Check All Target Programs for this Central Intake Program. Click the checkbox next to each program into which placements may be made from this central intake program.
For more information on the Central Intake functionality in AWARDS, see the Central Intake - Instruction Sheet.
Community Service Block Grant Funding
If the program receives CSBG funding, click this checkbox.
NYS Developmental Disabilities (DD) Program
Click this checkbox if this is a NYS developmental disabilities (DD) program.
Program Level of Care
If the program will be conducting OASAS client transfers, click this drop-down arrow and select the program's OASAS level of care.
OASAS program transfers can only happen between programs with the same level of care. For more information on OASAS transfers, see the OASAS Transfers - Instruction Sheet.
PRU Number
This option is applicable to OASAS programs only.
In this field, type or make changes to the program's reporting unit number for OASAS.
When a PRU number is entered, a corresponding Include in Data File checkbox is automatically displayed and checked off by default. Uncheck this option if the program being worked with should NOT be included in the OASAS Data File.
Serves Homeless Only?
Click this checkbox if the program serves homeless clients only.
Shelter Program
Click this checkbox if the program is a shelter.
Supported/Supportive Housing Program
Click this checkbox if this is a supported/supportive housing program (SHP).
OMH Settings
This tab is applicable to agencies in New York State only, and is not turned on by default. If this tab does not appear on your Agency Program Information page and you would like it to, please contact the Help Desk for assistance.
Below is an alphabetical list of the fields and options located on the Agency Program Information OMH Settings tab. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
IMPORTANT! The OMH Settings tab is only displayed for existing programs. If you would like to configure it for a new program, complete the initial program setup, save the program data, and then use the Return to Data Entry option.
Agency Code
In this field, type or make changes to the OMH agency code.
Facility Code
In this field, type or make changes to the four-digit number that represents the OMH Facility Code.
Operating Certificate
In this field, type or make changes to the OMH operating certificate number.
Program County Code
In this field, type or make changes to the OMH program county code.
Program Type Code
In this field, type or make changes to the four-digit number that represents the OMH Program Type Code.
Site Code
In this field, type or make changes to the four-digit number that represents the OMH Site Code.
Unit Code
In this field, type or make changes to the three-digit number that represents the OMH Unit Code.
Address/Contact Information
Below is an alphabetical list of the fields and options located on the Agency Program Information Address/Contact Information tab. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
City
In this field, type or make changes to the name of the city in which the program is located.
Fax Number
In this field, type or make changes to the program's fax number (using (nnn) nnn-nnnn format).
Phone Number
In this field, type or make changes to the program's phone number (using (nnn) nnn-nnnn format).
State
In this field, type or make changes to the abbreviation for the state in which the program is located.
Street Address
In this field, type or make changes to the program's street address.
Zipcode
In this field, type or make changes to the program's zip code.
Billing Info
The content of this tab is applicable to programs using the AWARDS BillingBuilder. It is used when, during billing setup, the Service Facility Info for 837 option is set to "Use Billing Info Tab in Agency Program Information" during the procedure configuration process.
Within this Billing Info tab, distinct service facility information can be entered for each note location. To do so:
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Click a location radio button.
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Configure the corresponding Service Facility fields and options.
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Repeat steps 1 and 2 for each location option as needed.
Keep in mind that if multiple notes are used to generate an invoice for the procedure, AWARDS will use the note location information associated with the first progress note written for the consumer/day (oldest progress note ID).
Frequently Asked Questions
- Can a program type be changed from residential to non-residential or vice versa?
No, due to the nature of how programs of those types are set up behind-the-scenes, it is not possible to change a program's type from residential to non-residential or vice versa. It is only possible to change a program to a similar type.
- Can I change a program's intake form from single- to multi-step or vice versa?
The initial designation of single- or multi-step intake is made when a program is created in AWARDS. If it is necessary to change the type of intake being used after that time, it is something that must be done by the Help Desk. Please keep in mind that switching from multi to single-step intake after clients have already been entered in the program may cause some of the referral information for those clients to be lost.
- Does anyone have chart access permission to a program by default?
Yes. When a new program is created the following individuals are automatically granted chart access permission to it:
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Members of the "Executive Officer" user group (in a single-agency database) and "CoC Executive Officer" user group (in a multi-agency database)
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Members of the "Agency Executive Officer" user group (in a multi-agency database) if the new program was created within their agency
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Members of the "Local CoC Admin" user group (in a multi-agency database) if the new program was created within their jurisdiction (for example, their county or CoC within the larger multi-agency database/continuum)
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Members of the "System Administrator" user group
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The individual who created the program in AWARDS
Additionally, when a program director and/or deputy director are later assigned using the Configure Administration feature, they are given default chart access. Individuals with caseloads in the program are also given access once those caseloads have been set up.
If any of these individuals do not require chart access to the new program, it can be removed using the System Setup module's Permission Maintenance feature.
- How do I change a program's name or its program type?
Once a program has been created in AWARDS, changes to its name or program type must be made by the Help Desk. Please contact them for assistance and be sure to provide details of what specifically needs to be changed for what program(s).
One exception to the program name data entry limitation is found in HMIS databases where members of the "CoC Executive Officer" user group can update program names as needed.
- How do I change the name of an agency/division in a multi-agency database?
For assistance with changing an agency/division name, please contact the Help Desk.
- How do I find my GEO Code?
The GEO Code is supplied by HUD. More information can be found on this HUD site.
- How do I set up a training program?
Training programs can be set up the same as any other program; however, the program name must begin with "Test" or "Training." If "Test" or "Training" is not the first word of the program name, or if any other naming conventions are used (for example "Sample"), it will result in the program being included in any applicable "all" reports such as "all agency programs" reports.
- When is a division available for selection when creating a new program? I don't see them all.
In order for a division to be included in the selection list when creating a new program, there has to be at least one active program in that division that you have chart access to.
- When setting up a new program, what attributes does the Program Type selection affect?
Many behind-the-scenes settings are configured by Program Type, including service plan type selection, service type lists, progress note types, and more. A new program added to an existing Program Type will inherit these attributes; however, there are some attributes that are set on a program level, and which will need to be configured for you by Foothold staff. When setting up a new program it is recommended that you let your Customer Experience team representative or the AWARDS Help Desk know which features it will require so that program level settings can be configured for you.
- When setting up a new program in a divisional database, who is notified that the program has been created?
All continuum staff will receive an internal audit message when a new program is created in their AWARDS divisional database.