Web:Setup Tables

After Prime has been installed, it must be set up before you can start using it for case management. This section provides you step-by-step instructions on setting up Prime. Some things may only need to be done once to the tables on the server; others must be done to each workstation. At this stage, you must have:

1) Prime tables and stored procedures installed in SQL on the server; and

2) CFWPrime (the front-end) installed on at least one workstation and linked to the tables on the server. You should be prepared to use this front-end with the full version of Access so that you have the ability to make any changes necessary.

Types of Tables

The tables in the SQL server hold the information for case management. There are two major types of tables:

1) Main Tables – These are dynamic tables that usually have data added to them on a regular basis, often daily. They hold the data that is gathered by staff concerning clients, PBI attorneys, referral agencies, calendar appointments, hearings, etc.

2) Sub Tables – These tables are usually static and don’t change very often. They hold the information that makes the system work or makes it easier to fill the Main Tables. For example, they hold various lists for the pull down menus on reports and intake forms. Most of these tables need to be set up by the Database Administrator before using the system. Their names usually begin with the prefix “sub” (e.g., subCity and subCounties).

Some you should modify. The data can be added, changed, or deleted. Several install with sample or default data that can remain and be used, or be replaced with other values. One example are the subTickle (reminder) reasons used by the calendar.

Although we provide you with a starter set, you can modify these to fit your needs. Other tables contain fixed data and shouldn’t be modified, such as LSC Problem Codes or lists of reports and forms (Note: Certain functions, such as Agency, might fail unless there is data in the table. If you have this problem, make sure you contact KCW)

Add, Delete, or Change Table Data

You now need to go through the Sub Tables and make sure they contain the right values, even if you are working with converted data.

To add, delete, or change table data, you must have administrative rights in Prime. If not, the choices will be grayed out and you will not be able to use them.

Go to Administration menu page to access these tables.

Setup Tables

Each item in the administrative system provides a list of tables that you can add data to or modify.

1) They are grouped by where they are used, such as Time, Multi, Clients, etc.

2) Click on the one you want to modify to open it up. You can edit or delete existing data that is incorrect. Some entries that are used are NOT capable of being deleted. You may see errors if you try to delete these entries.

3) However, be VERY careful if the system has been in use. You do not want to change the meaning of some abbreviations that have been in use, nor can you easily delete ones that are currently stored in your data.

Examples

There are many tables that you can adjust to your program needs. The following is an example list of tables that should be filled out first because they contain the information specific to your office or program.

1) Multi-Cities (subCCity) – Do you want all the cities in the state or only those in your service area?

2) Multi-Counties (subCounties) – Do you want all the counties in the state or only those in your service area?

3) Multi-Zip Codes (subZipCodes) – Do you want all the Zip Codes in the state or only those in your service area?

4) Multi-Zip Codes – Full list (subZipCodeList) – This list consists of all the Zip Codes in the U.S. You might want to insure that it is up to date for your state.

5) Eligibility-Eligibility Guidelines (subEligible) – Note: These must be entered at 125% of poverty for the 1st group. This is extremely important since the dollar figure is reduced to 100% and the client’s income placed over it to arrive at a poverty percent.

6) Multi-Funding Codes (subFunds) – These are the tags you put on cases to indicate what funding they are handled under, such as LSC, United Way, VAWA, etc.

7) Multi-Offices (subOffice) – This is a list of your physical office locations. If you only have one location, this list can be used for other things, such as a portion of the county you serve.

8) Multi-Units (subUnit) – This can be used for several purposes, such as designating specialties throughout your program, e.g., Consumer, Housing, Family, etc.

9) Program Name-Office-Time Interval (subprogram) – This is used by time keeping. Your choices are 6 minutes (.10 of an hour) or 15 minutes (.25 of an hour).

10) Smember-Staff Members – This is your list of Staff members. You also need to add their roles (the things they can use in Prime). Some offices group the numbers by function, such as 100’s for Administrative staff, 200’s for Attorneys, 300’s for Paralegals, 400’s for Support Staff and 500’s for former employees.

11) Clients – SPCode 1-3 (subSpcode1) – These provide pull downs choices for your three user-defined custom fields on the client intake. These fields can be used for whatever you need.

12) Clients – Case Outcomes (subOutcomes) holds the list of case outcomes that you need to track for LSC. Although not mandating tracking specific outcomes, LSC published a suggested list. This list is woefully inadequate since it does not include outcomes for all of the problem codes required by LSC. A modified list of these outcomes is included with additional outcomes for neglected problem codes.

13) Time-User Defined Code (subUcode) – User defined code for your use on your Time slips.

14) Lawyers-User Defined Field (subVuser) – User defined code for your Volunteer Lawyers table.

15) Litigation-Results on Litigation Screen (subResults) – Litigation results used in the results fields on the Litigation sheet

16) Recommended Reports can be put on the Today Screen for Staff, Management and PBI Coordinators.

i) In order to assign these reports, the administrator must go to Admin Setup Functions Setup Tables and find the ‘subFrequentReports’ table.

ii) They must assign the following values in the FRSnum field:

(a) 7777 – Designates as a recommended PBI Report

(b) 8888 – Designates as a recommended Management Report

(c) 9999 – Designates as a recommended Staff Report

iii) Note that the titles begin with 01, 02, etc. This allows you to control the order they appear in since they are alphabetized on the menu.

Program Name and Office

One table that is of particular importance is Program Name-Office-Time Interval (subprogram).

It is important because it supplies Prime with many important defaults, such as

(a) The program name and contact information.

(b) It generates your letterhead,

(c) Modifies your case numbering to reflect your office,

(d) Sets up your minimum time period interval for time slips.

There has to be a separate entry for each of your offices, so that reports, forms, and form letters have the proper headings and the auto case numbering works correctly.

It also sets up the defaults for your intake screens, such as city, state, county, office number, etc.

Letterhead

Creating Your Letterhead

You can add multiple letterheads to represent each office or special program(s) that operates within your office.

You can also modify the graphics that show up on each letterhead.

(a) LSC regulations require that the LSC logo appear on letters sent by offices.

(b) The three example office records in subProgram include the LSC logo as the second graphic.

(c) You can review and change these letterheads and graphics

When you create an entry in the subProgram table this automatically creates a new letterhead for you.

You need to make sure you provide a name for it in the Letterhead Name field

You can also paste graphics that will appear on the left side and right side of your letterhead.

There are other ways letterheads can be modified but this is the easiest way.

In some instances, you may wish to adjust spacing and the location of the logo on the letterhead.

(a) Open the reports that begin with Rlet (i.e., RletClient, RletLawyer, etc.) to modify the spacing of the letter.

(b) To control the spacing of the logo itself, open the report called subLetterheadR and work with the box in the right-hand corner, which is where the logo is placed.

(c) The forms in the program do not currently use the third graphic stored here, though they could be modified to do so.

Reminder: Go through each of the tables to make sure they contain the right information. After filling them out, go to Admin Staff Settings and then choose either Staff Roles or Staff Preferences to change the user’s Default Letterhead.