How Do I...

Instructions / Reference Materials

Access the Program History Corrections tool

Program History Corrections is accessed from within the Client Search module.  It requires successful completion of a brief training film and quiz, found here.

Add a new program in AWARDS

Use the System Setup module, Agency Program Information, Add/Edit Entire Program feature.  Instructions on the process of adding a new program can be found under Adding/Editing Programs.

Add a residence unit to a program

Use the System Setup module, Residence Units feature.  Instructions on the process of adding a residence unit to a program can be found under Maintaining Residence Units Information.  For additional data entry tips, click here.

Add a user to the local help desk team

Use the System Setup module, Local Help Desk Staff feature.  Instructions on the process of adding and removing users from the local help desk team can be found under Local Help Desk Staff.

Admit a client

To admit a client, first determine whether your program is using the single- or multi-step intake/admission form, and then follow the corresponding instructions under Multi-Step Intake/Admission or Single-Step Intake/Admission.

Backdate activities attendance data

Make sure you have the "Backdated Reception Desk Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  If the range of dates available with that permission does not go back far enough, contact the Help Desk for assistance.  For more information refer to the FAQ on backdating activities attendance data found here.

Backdate a client admission

Make sure you have the "Startup Period Backdating" permission assigned using the System Setup module Permissions Maintenance feature.  With that permission, the Admission Date drop-down selection list is replaced with a field in which you can type whatever date is needed.

A client's admission can also be backdated after admission using the Program History Corrections tool, located in the Client Search module; for more information click here.

Backdate a client discharge

Make sure you have the "Startup Period Backdating" permission assigned using the System Setup module Permissions Maintenance feature.  With that permission, the Discharge Date drop-down selection list is replaced with a field in which you can type whatever date is needed.

Discharge dates can also be changed after discharge using the Program History Corrections tool, located in the Client Search module; for more information click here.

Backdate a client transfer

Make sure you have the "Backdated Client Transfers Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  With that permission, users can backdate a transfer within the last 45 days, or to the admission date, which ever is later.  It's possible to lose data in the originating program when backdating a transfer, so be sure to carefully read the instructions for transferring a client, found here.

Backdate a contacts log entry

Make sure you have the "Backdated Contacts Log / Group Notes Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  If the range of dates available with that permission does not go back far enough, the program's backdating window must be adjusted using the Note and Contact Editing Rules component of the System Setup module Business Rules feature.  Instructions on the process of adjusting the backdating window can be found under Note and Contact Editing Rules.

Backdate a group note

Make sure you have the "Backdated Contacts Log / Group Notes Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  If the range of dates available with that permission does not go back far enough, the program's backdating window must be adjusted using the Note and Contact Editing Rules component of the System Setup module Business Rules feature.  Instructions on the process of adjusting the backdating window can be found under Note and Contact Editing Rules.

Backdate a progress note

Make sure you have the "Backdated Progress Notes Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  If the range of dates available with that permission does not go back far enough, the program's backdating window must be adjusted using the Note and Contact Editing Rules component of the System Setup module Business Rules feature.  Instructions on the process of adjusting the backdating window can be found under Note and Contact Editing Rules.

Backdate reception desk data

Make sure you have the "Backdated Reception Desk Data Entry" permission assigned using the System Setup module Permissions Maintenance feature.  If the range of dates available with that permission does not go back far enough, contact the Help Desk for assistance.  For more information refer to the FAQ on backdating reception desk data found here.

Change a client's discharge date

Open the discharge form in data entry mode from within the Process Discharge feature, make the necessary change to the discharge date and save your changes.  For more information refer to the FAQ on changing discharge dates found here.

Discharge dates can also be changed using the Program History Corrections tool, located in the Client Search module; for more information click here.

Change a client's intake/admission date

Programs using the multi-step intake/admission process can change intake/admission dates by re-processing the intake/admission.  For more information refer to the FAQ on changing intake/admission dates found here.  Programs using the single-step intake/admission process can only change intake/admission dates for clients in non-residential programs by updating the client's referral form; otherwise, the Help Desk must be contacted for assistance.  For more information refer to the FAQ on changing intake/admission dates found here.

Intake/admission dates can also be changed using the Program History Corrections tool, located in the Client Search module; for more information click here.

Change a client's residence unit

Use the Housing module in data entry mode to complete a "swap."  Instructions on this process can be found under Swapping Residence Units.

Residence unit assignments can also be changed using the Program History Corrections tool, located in the Client Search module; for more information on managing a client's residence history using Program History Corrections click here.

Change a client's service coordinator

For current clients use the Services - Individual module's Service Coordinators feature discussed here.  For discharged clients the Help Desk must be contacted for assistance.  For more information refer to the FAQ on updating the assignments for discharged clients found here.

Change a program name / group in AWARDS

Once a program has been created, any changes to its name or program group must be made by the Help Desk.  For more information refer to the FAQ found here.

Change a user's AWARDS login ID

To change the login ID for yourself or another AWARDS user, use the System Setup module, Login Maintenance, Create New Login feature.  For instructions on doing do, see Changing an Existing Login ID.

Change a user's permissions

To change permissions for yourself or another user (assuming you have the authority to do so) use the System Setup module Permissions Maintenance feature.  For more information refer to the permissions instructions found here.

Change my AWARDS password

To change your own password, use the Password & Security feature found in the username drop-down in the AWARDS navigation bar.  Click here for more information on using that feature.

Change the hospitals list

To modify the hospitals list you must be a member of one of the following user groups, assigned using the System Setup module's Login Maintenance feature:  System Administrator, Executive Officer, Agency Executive Officer, Direct Care Admin Support, or Direct Care Program Director.  Instructions for modifying the hospitals list can be found here.

Change the primary client in a household

Click here for detailed instructions on changing the primary client within a household.

Change the status of a withdrawn or rejected referral

Only users with access to the Program History Corrections tool, located in the Client Search module, can change the intake status of a "Withdrawn" or "Rejected" referral.  For instructions on how to do so, click here.

Correct a reversed / misspelled client name

Use the Demographics Data section of the Profile module's Face Sheet feature to make name corrections for current and former clients.

Important! Please note that when name corrections are made in this way, they are also applied to the referral record for the program through which the face sheet was accessed. In the event that the client is in more than one program, you will need to manually update his/her name in the referral record for those other programs. For example, if a client is in Program A and Program B, and I access his/her face sheet with Program A selected and change the name there, it will only apply that change to the referral record for Program A. I would then need to use Intake/Admission to access the referral record for Program B and make the change there as well.

Create a form

Use the Builders & Tools module's FormBuilder feature.  For detailed information on how to access and use this feature refer to the FormBuilder instructions found here.

Create an AWARDS login for a new user

If the new user is an employee, first use the Human Resources module Staff Information feature to create a staff information record for that individual.  (This is not required if the login is being created for a consumer.)  Next, use the Create New Login component of the System Setup module's Login Maintenance feature.  For more information refer to the login creation instructions found here.

Delete a client's program record(s)

To delete a client record, whether for a discharged or active client, use the Program History Corrections tool located in the Client Search module.  For instructions on doing so, click here.

Delete a contact log entry

Contacts log and supportive service checklist entries can be deleted by the person who entered them, or by users with the "Surrogate Data Entry - Contacts Log" permission assigned using the System Setup module's Permissions Maintenance feature.  Contact writers and users with the appropriate permission can complete the deletion process by following the instructions under either the Deleting a Contacts Log Record or Deleting a Supportive Services Record, respectively.

Delete a medication record

Make sure you have the "Medication Data Deletion" permission assigned using the System Setup module's Permissions Maintenance feature.  For more information on deleting medication records, click here.

Delete a progress note

Progress notes can only be deleted (if they are not locked or electronically signed) by the person who entered them, or by users with the "Surrogate Data Entry" permission assigned using the System Setup module's Permissions Maintenance feature.  Note writers and users with the appropriate permission can complete the deletion process by following the instructions under Deleting a Progress Note.

Delete a referral record

To delete an unprocessed referral record, use the Intake/Admission module in data entry mode and follow the steps found under Deleting an Unprocessed Referral Record.

Delete a residence unit

Residence units that have never been occupied can be deleted by following the procedures found under Maintaining Residence Units Information and entering a last available date that is the same as the first available date and update.  To instead remove a previously occupied unit from the program's active units list, follow the same procedures but enter a last available date that is dated after the client who last occupied it was discharged.

Delete a service plan

If data was previously entered in the plan, it must be deleted by the Help Desk.  If no data has been entered in a plan, it can be deleted using the Update Schedule feature located beneath the plan index in the Services - Individual module's Service Plans feature.  Plans available for deletion will have a checkbox next to them.

Delete an entitlement record

Make sure you have the "Entitlements Deletion" permission assigned using the System Setup module Permissions Maintenance feature.  For instructions on working with entitlement records, click here.

Delete an incident

Make sure you have the "Delete Incident Reports" permission assigned using the System Setup module Permissions Maintenance feature.  For instructions on how to delete incidents, click here.

Discharge a client

Use the Discharge module Process Discharge feature.  For more information refer to the discharge processing instructions found here.

Electronically sign a progress note

Access the note in report mode using the Services - Individual module's Progress Notes feature, the Consumer History Report, or a services-related ReportBuilder and complete the steps found under Electronically Signing Progress Notes.

Enter a new employee into the system

To add new employee into AWARDS, first use the Human Resources module Staff Information feature to create a staff information record for him or her. Next, use the Create New Login component of the System Setup module's Login Maintenance feature to create a login for that individual.  Once that's done, assign permissions to the individual using the System Setup module's Permissions Maintenance feature, and test the login to confirm it provides the proper access.  For detailed instructions on the full process, click here.

Extend the backdating window

To extend the backdating window for contacts log records, group notes, and progress notes, use the Note and Contact Editing Rules component of the System Setup module Business Rules feature.  Instructions on the process of adjusting the backdating window can be found under Note and Contact Editing Rules.  To extend the backdating window for program attendance and group activities data entry, contact the Help Desk for assistance.

Learn about new AWARDS features

Use the FootholdConnect module to access announcements detailing recently deployed or offered functionality.  Information on this functionality can also be found in the FootNotes Monthly Digest archive.

Print individual note sections by themselves

Use the Services - Individual module's Progress Notes feature in report mode and check off the "Select Individual Note Sections" option.  When the report is viewed with that option, click View This Note for any note section to open it individually.  For more information on the process of viewing a progress notes report, click here.  In addition, individual notes can be viewed using the magnifying glass icon from within the Progress Notes or Service Contacts ReportBuilders.

Reactivate a former employee

Open the former employee's old staff information record using the Staff Information feature in the Human Resources module with the "Staff Archives" option checked off.  From there, create a new payroll group status record for the employee (leaving any old records as is), and then update.  Next, create a new login for the employee and assign permissions to him or her as needed.  For detailed information on this process, see Re-Activating a Terminated Employee.

Remove a user's access to AWARDS

If an immediate measure is necessary use the Password Reset feature to change the employee's password or Block his/her login access.  (Skip this step if it is not needed.)  Then use the Human Resources module's Staff Information feature in data entry mode to enter a payroll group status end date for the employee's current payroll group record.  Upon saving the change the employee's login will be de-activated (as long as the date entered is not in the future).  For detailed information on the de-activation portion of this process, follow the instructions found under Terminating an Employee.

Remove the date from printed pages

Use your Web browser's Internet settings to remove the header and/or footer from printed pages.  For detailed information on this process, following the instructions found here.

Report a problem with AWARDS

Use the Help Menu's Help Desk feature and follow the procedures found under Contacting the Help Desk.

Reset an electronic signatures PIN

Use the E-Signatures feature accessed from the navigation bar's user name drop-down and complete the process detailed in the resetting a PIN FAQ found here.

Undo a client discharge

Use the Undo Discharge button within the Discharge module's Process Discharge feature (assuming this optional feature is turned on in your database).  For more information refer to the FAQ on undoing discharges, found here.

Discharges can also be undone using the Program History Corrections tool, located in the Client Search module; for more information, click here.

Undo a client transfer

Only staff of the transferring-out program can complete the undo transfer process.  Make sure you have the "Client Transfers - Undo" permission assigned using the System Setup module's Permissions Maintenance feature.  For more information on undoing client transfers, click here.

Unlock a contacts log record

Make sure you have the "Unlock Contacts Log" permission assigned using the System Setup module's Permissions Maintenance feature.  For more information on unlocking contacts log records when using the basic version of the contacts log functionality, refer to the FAQ found here.  A similar FAQ for the supportive services checklist version of contacts log functionality can be found here.

Unlock a progress note

Make sure you have the "Unlock Progress Notes" permission assigned using the System Setup module's Permissions Maintenance feature.  For more information on unlocking progress notes, refer to the FAQ found here.  Keep in mind that notes that have been locked as a result of electronic signing cannot be unlocked.

Unlock / Unfile an incident report

Make sure you have the "Unlock Incident Reports" permission assigned using the System Setup module's Permissions Maintenance feature.  For more information on unlocking/unfiling incident reports, refer to the FAQ found here.

Update the records of a discharged client

Select the "Roster Archives" option found on most module menu pages prior to going into the AWARDS feature in which the record to be updated resides.

View a report of household information

The Household Program Enrollments ReportBuilder can be used to generate customized reports of household information.  In addition, in databases where at least one program is set up to submit the HUD APR, the HMIS ReportBuilder can be used to generate customized reports of user and household member data, including required data collected for the APR. 

View all of my scheduled appointments

Use the Calendar module.  By default it will open to your schedule, or if necessary you can use the Staff View option and select yourself to see your Calendar. 

View reports of AWARDS data

The Reports module accessed from the AWARDS Home screen acts as a central location from which to access the various reports found throughout the system.

How Do I...

Instructions / Reference Materials

Access information that applies to many modules

Included in the Help system's Contents list are several topics regarding features that span modules.  For example, ReportBuilders and ExportBuilders.  You will also find a section in the Contents on printing from AWARDS.

Access an archive of training materials and notices about new features and tips

The Additional Resources section of Online Help has past issues of the FootNotes e-newsletter, past tips of the month, training films, and instruction sheets.  Everything that is in an AWARDS instruction sheet is found elsewhere in AWARDS Online Help, but these PDFs are helpful to distribute to workers.

Navigate Online Help (and other Web pages)

When looking at the list of AWARDS Online Help pages in a module, an asterisk (*) designates step-by-step instructions; a dash (-) indicates more general information like FAQs.  <Ctrl+F> (keyword search) on any page of AWARDS Online Help, including the index.  Use <Home> and <End> buttons on your keyboard to go to the top or bottom of any Internet page.

Thoroughly and completely fill out the Help Desk form "How Can We Help You?"

If you are submitting a ticket to the AWARDS Help Desk on behalf of someone else, choose that person's Name/Login ID, particularly if the HD might want to look at the issue from that person's perspective.  Be sure end users are aware that Consumer Name refers to the client being served by your agency, not the worker's name.  Even if your end user doesn't send a ticket to you on a Help Desk form, be sure that you always send all the required data to AWARDS Help Desk; forwarding an end users' informal message alone often means crucial information is missing.

Stay abreast of changes and new features

Each month Foothold Technology e-mails the FootNotes monthly digest to its agency contacts.  At the same time, the contents of FootNotes are added into FootholdConnect, as well as into an archive in the Additional Resources component of Online Help.  Help Desk team members should  monitor FootholdConnect and/or the FootNotes archive frequently to learn about enhancements and changes to AWARDS.  Each agency can post its own announcements for AWARDS users in FootholdConnect as well.  Reference the FootholdConnect instruction sheet for more information on announcements.

How Do I...

Instructions / Reference Materials

Add new AWARDS users

In order for a staff member to access and work with AWARDS, a login must be created for that individual, after which permissions must be assigned.  This process is detailed in various sections of Online Help, and in a single Employee Logins document that nicely summarizes all related tasks.

Tip: Avoid Duplicates!  Be sure to check to see if a staff information record exists for the employee - in the current staff list or in the staff archives - before creating a new record, as duplicates are not easy to delete.  In addition, an existing staff information record may indicate an employee is being re-hired, in which case the employee login creation process varies slightly.

AWARDS logins can also be created for consumers when appropriate.  For more information, click here.

Change an incorrect login ID for a user

For complete instructions on changing a login ID, click here.

Note: Please be aware that if you change a user's login information before he/she first accesses AWARDS, it negates the optional Password Policy Rule requiring a user to change his/her password the first time they login.  In such cases the user should manually be reminded to set a new password when logging in for the first time.

Delete a duplicate user

Please contact the Help Desk for assistance.  Be sure to provide details on which of the duplicate records should be kept, and which should be removed.  If there are any client records (progress notes, service plans, and so on) associated with the user record that will be deleted, please be sure to mention that in your Help Desk request so that the Help Desk can transfer them over to the user who will remain in the system.

Remove a user's AWARDS access

If an immediate measure is necessary use the Password Reset feature to change the employee's password, or block his/her login access.  (Skip this step if it is not needed.)  Then use the Human Resources module's Staff Information feature in data entry mode to enter a payroll group status end date for the employee's current payroll group record.  Upon saving the change the employee's login will be de-activated (as long as the date entered is not in the future).  For detailed information on the de-activation portion of this process, follow the instructions found under Terminating an Employee.

Add workers to the Internal Help Desk

For information on how to add other individuals to the Local Help Desk team (or to remove existing team members), click here.

Run an audit trail

Sometimes Local Help Desk members are asked to see when a worker has logged into the database, or completed a certain action - both of which can be viewed within the audit trail.  For more information on using the audit trail, click here.

Tip: The audit trail can also be useful for researching clients.  For example, it will let you know if someone has deleted a client from the system.

View permission definitions

Click here for a complete list of permission descriptions.

Permit workers to add or edit backdated notes

"Backdated Progress Notes Data Entry" and "Backdated Contacts Log/Group Notes Data Entry" are two permissions frequently requested by end users.  Check the Business Rules > Note and Contact Editing Rules, along with whether someone has the proper backdating permission, when a user asks you a question about why they cannot edit an old note or contact.  You may need to grant them backdating permission if the note falls within the "Backdate Permit Max" window.  If the note is even longer ago than the Backdate Permit Max covers, you may need to temporarily extend that window.

Permit supervisors or other workers to edit another worker's notes

Often, members of the Local Help Desk team have "Surrogate Data Entry" permission, or they will want to know about it in order to assign it to the supervisors of workers.  Having this permission allows you to edit another worker's notes.

How Do I...

Instructions / Reference Materials

Delete a consumer - AND - Correct admission dates, discharge dates, and housing information

If a worker needs a correction made to a consumer's program history, this is usually a change that can be made by having Program History Correction rights, something that is granted by permission.  Click here for a training video on Program History Corrections functionality, and here for the corresponding Help content.

Merge duplicate consumers

Periodically, data entry errors may result in the same client being recorded under more than one client ID in AWARDS (for example, if the client is entered in the system more than once with various name spellings or name order, birthdates, and/or social security numbers).  Even if those records are later made consistent, the separate client IDs will remain intact unless some manual record clean-up is completed.  The Merge Duplicate Client Records functionality is designed to allow for easy completion of that clean-up, bringing multiple client records under the single existing ID of your choosing.

Note: In a divisional database, only duplicates within a single division can be merged.

Tip: Should you delete instead of merge?  Use the Client Search > Client History Report to determine if perhaps one of the records has no needed data, and should just be deleted instead.  For example, if you have a request to merge "John Smith" and "Smith John," rather than going through the whole process of changing the names so that they match and are in the merge list, check to see if one of them can be deleted instead.

Unlock or delete an incident

If an incident needs to be deleted or unlocked, exception override permissions ("Delete Incident Reports" and "Unlock Incident Reports") are available to enable you to do so.

Tip: Due to the nature of incident reports, we strongly encourage agencies to limit the assignment of these related permissions to a select one or two employees.

Delete FormBuilder forms located on the Services, Employment, or Medical module menu pages

There are exception override permissions ("Unlock Progress Notes" and "Unlock Contacts Log") that will permit you to unlock notes, or contacts log entries that have associated progress notes, as long as those notes have not been electronically signed.

Tip: Only notes that have been locked but not electronically signed can be unlocked at this time.

How Do I...

Instructions / Reference Materials

Create FormBuilder forms

FormBuilder is a powerful feature in that allows you to ask questions that are not already built into AWARDS.  Each agency is expected to build its own FormBuilder.  Often, it is a member of the Local Help Desk team that does this.  For more information on the FormBuilder, click here. 

Control how far back users can write notes

Each agency is expected to set and maintain the windows in which they will allow normal note writing/editing and backdated note writing/editing.  Often, it is a member of the Local Help Desk team that does this.  For more information, click here.

Set up electronic signatures rules

Each agency is expected to set and maintain electronic signature settings if they will be using the e-sign functionality.  Often, it is a member of the Local Help Desk team that does this.  For more information, click here.

Create residence units

Each agency is expected to maintain the list of residence units for their programs (when applicable).  Often, it is Local Help Desk team members who do this.  For more information, click here.

Tip: Unit IDs help you manage beds within apartments.  For more information, click here.

Create a new program or edit an existing program

In the event that an existing program's setup needs to be adjusted, it is typically the Local Help Desk team's responsibility.  Also, it is Local Help Desk team members who often create new programs.  For more information, click here.

Tip: There are many items to think about when creating a new program.  Click here for a document that prompts you on other related tasks.

Configure administration

Some features and permissions in AWARDS happen automatically for the users designated as Program Director or Deputy Director(s).  Click here to learn how to configure a program director, and here to learn how to configure the deputies.

Use the Agency File Cabinet

Local Help Desk team members may be asked to upload documents into the Agency File Cabinet.  For more information on doing so, click here.

How Do I...

Instructions / Reference Materials

Access DataBridge data

Some agencies use the DataBridge feature in AWARDS to download tables of raw data from across the entire database.

Important! Chart record permissions are not applicable when using the DataBridge; anyone with DataBridge access can see records for all clients in the database.

Restriction:  Access to the DataBridge is generally limited to two users per agency. 

Complete an HMIS upload

Some agencies have to upload data on a monthly basis to a Continuum of Care.  This is generally restricted to one or two users per agency, and is often handled by someone on the Local Help Desk team.  For more information, click here.

Maximize ReportBuilder usage

Often members of the Local Help Desk are asked for assistance with reports.  Click here for detailed information on each ReportBuilder.

Tip: Who can save reports for all staff?  Users with the Save ReportBuilder Formats For All Staff permission (assigned under System Setup > Permissions Maintenance) have the ability to save report formats for all users.  Your options are to save the report for yourself, or for all staff.  (Every AWARDS user has the option to save their own reports for themselves in just one program, or for all programs to which they have access.)