The following frequently asked questions provide details on the most commonly asked about pieces of the Add/Edit Entire Program feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
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.
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.
Yes. When a new program is created the following individuals are automatically granted chart access permission to it:
Members of the "Executive Officer" user group (in a single-agency database) and "CoC Executive Officer" user group (in a multi-agency database)
Members of the "Agency Executive Officer" user group (in a multi-agency database) if the new program was created within their agency
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)
Members of the "System Administrator" user group
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.
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).
NOTE: 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.
For assistance with changing an agency/division name, please contact the Help Desk.
The GEO Code is supplied by HUD. More information can be found on this HUD site.
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.
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.
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 SPM or the AWARDS Help Desk know which features it will require so that program level settings can be configured for you.
All continuum staff will receive an internal audit message when a new program is created in their AWARDS divisional database.