Welcome to the AWARDS "Go Live" checklist! As part of the implementation process, your AWARDS Implementation Consultant will walk you through key aspects of this checklist for each of the programs that will be using AWARDS, and provide you with guidance on how you can complete others independently.
Program Setup
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Has the program been created in AWARDS?
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If it is a residential program, are the residence units entered?
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Has the program been configured for my data collection needs? Be sure to test the configuration by entering a test client into your training program. Run through the "life of a client" in this test environment so you know everything is set as you want it for day one!
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Are the assessments I need turned on for this program in the FormBuilder?
- Do I need to make new forms/assessments for this program in FormBuilder?
User Setup
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Have AWARDS logins been created for the employees working in this program?
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Has each user been assigned to the correct user group so that they have access to necessary functionality?
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Have all relevant users been assigned program chart access to the new program?
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Have all program employees:
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Logged into AWARDS and changed their temporary password?
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Set up their AWARDS security questions?
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Making sure this item is complete will help you avoid getting frantic phone calls from users asking you to reset their passwords!
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Set up their e-signature?
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Been trained?
"Day One" Data Requirements
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Current census? In order to document services provided, current program clients need to be entered in AWARDS ahead of go live. Use the client census import tool or manual data entry for this purpose. If this is a brand new program, enter the clients as they are enrolled.
In addition to census data, import tools are also available for the purposes of importing a variety of other information into AWARDS; for example, diagnoses and entitlements. For a full list of imports, click here.
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Critical demographic information? Specifics vary by agency but may included Medicaid numbers, emergency contact information, and/or other key client data. Begin by going through the face sheet and determining which information should be included on this critical list, and then devise a plan for who will enter the information and establish a timeline for when the data entry needs to be completed by. Be sure to pick a date prior to your planned go live date if you have one.
Use the Demographics ReportBuilder to monitor your progress on this data entry!
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Service plans / treatment plans? Many agencies want to document services connected to a plan, using service plan linked notes. In order to do so, all current plans/goals must be entered with an effective date. This can be a time-consuming process, so be sure to build it into your timeline!
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Help desk / superuser team? As soon as you go live, people will have questions! Make sure you have your superusers identified and your Help Desk set up, and be sure to communicate to staff where to go for help!