This article will provide you with an overview of the General Settings tab in the Add/Edit Entire Program feature.
Prerequisites
Users with the Agency Program Information permission to add/edit programs
If you are not in the Executive Officer or System Administrator user group, you must have one of the following permissions:
Display Executive Administration Buttons
Permissions Data Entry
Permissions Data Entry for All Staff and Layers
Overview
Setting Name
Description
Actual # of Units
Read-only field for existing programs.
Displays the actual number of units entered for the selected program within the System Setup > Residence Units feature, excluding any Overflow units.
Only available when the program's Residential Status has been set to "Residential."
Acceptable Min. Capacity
Type or make changes to the percentage of operating capacity.
AIDS Housing Capacity
Type or make changes to the HASA housing capacity of the program.
Only available when the program's Residential Status has been set to "Residential."
Cap Days
Type or make changes to the frequency at which the program's capacity should be measured in the Agency Status Report.
Available in divisional databases only.
Division
Select the division to which the program belongs.
The division cannot be changed for existing programs.
This 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
Type or make changes to the program's drop-in capacity.
Only available when the program's Residential Status has been set to "Residential."
Homeless Housing Capacity
Type or make changes to the program's NY/NY housing capacity.
Only available when the program's Residential Status has been set to "Residential."
Intake Form
Select which version of the intake form the program requires.
The intake form selection cannot be changed on existing programs.
Monthly Service Units
Type or make changes to the average number of clients served per month.
Projected # of Beds
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.
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
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.
Only available when the program's Residential Status has been set to "Residential."
Program Type
Select the program type to which the program belongs.
The program type selection cannot be changed for existing programs.
If the appropriate program type is not included in the selection list, please contact the Help Desk.
Program Name
Type the name of the program being added.
The program name cannot be changed for existing programs with the exception of 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 in the selection list.
The program name cannot it be the same as the name of any of the divisions in the selection list for HMIS or divisional databases.
Residential Status
Select the programs residential status.
The residential status cannot be changed for existing programs.
If a correction is needed for an existing program, please contact the Help Desk for assistance.
Use HMIS Data Elements
Check this checkbox if the program will be submitting the CoC Annual Performance Report or will be using the HMIS data elements.
In multi-agency databases, this option can be updated by "CoC Executive Officers" only.
In single-agency databases, it can be updated by "System Administrators" only.
FAQs
Q: How do I set up a training program?
A: Training programs can be set up like any other program, but their names must begin with 'Test' or 'Training'
Q: When is a division available for selection when creating a new program? I don't see them all.
A: 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.
Q: When setting up a new program, what attributes does the Program Type selection affect?
A: Many behind-the-scenes settings—such as service plan types, service type lists, and progress note types—are configured at the Program Type. A new program added to an existing Program Type will inherit these attributes. However, some attributes are configured at the individual program level and must be set up by Foothold staff. When setting up a new program, it's recommended to inform your Customer Experience representative or the Help Desk of any required features so the necessary program-level settings can be configured for you.
Q: When setting up a new program in a divisional database, who is notified that the program has been created?
A: All continuum staff will receive an internal audit message when a new program is created in their AWARDS divisional database.