Funding Code Analyzer

The Funding Code Analyzer allows the administrator to combine up to 57 different criteria for each funding code. Setting up conditions ensures that proper funding codes are assigned to cases. It will suggest funding codes, with their priorities, that apply to the current case. The purpose of this analyzer is to assist users in choosing the correct funding code and check to see if the right ones have been entered.

Setup

Accessing the Funding Code Analyzer – You must have administrative rights in order to setup the Funding Code Analyzer

i) From the Ribbon Bar, go to Admin Setup Functions Funding Code Analyzer

ii) From the Touch Tiles, go to Admin Setup Functions Funding Code Analyzer

iii) Setup Screen – This is the setup screen for the Funding Code Analyzer. Notice the tabs across the top and the white help box in the corner. Be sure to read these help boxes to better understand how to use the features

Help

Help is also available on the Examples of Criteria choice. (5th Choice in the Funding Code Analyzer Home Screen Menu)This provides you with different example funding codes, the requirements of each, and the conditions necessary to have a case properly evaluated to see if this code applies. The more complicated the funding code requirements, the greater the number of conditions that need to be set up.

Reports

c) Reports on Funding Codes and Their Conditions – (4th choice on the Funding Code Analyzer Home Screen Menu) This presents you with a set of reports to run to help you determine if funding codes are set up properly and being applied to cases correctly.

1) Funding Code Criteria Report – Lists all of the funding codes in the system and the conditions set up to insure they are applied correctly

2) Check Funding Codes Report – This report insures that the correct funding codes were placed on cases. You can choose to check cases based on either date closed or date opened

i) The first two columns identify the case; case number and last name ii) Case FC (Funding Code) shows the funding code currently entered on the case and the priority of that code column. The letter P followed by a number shows the priority set for that funding code, e.g, 2-P3 is funding code 2 with priority 3. iii) The column titled Matching Funding Codes provides the most amount of information. It can show you several things about the case and the funding code that was entered on it: (a) The case can satisfy multiple funding codes and the one entered matches one of those on the list 2-P3, 3-P2, 4-P1 (OK). Check to see if the highest priority code was chosen, if this is important to you (b) A single code is listed and this code matches the one on the case. 1-P3 (OK) iv) If you double click on a row, the case opens and you can adjust the funding code if you wish

3) Time Funds Different than Case Report – This report shows if the time records don’t have the same funding code as the case. It shows the time records that either fail to match any case or fail to have the funding code of the case they match. In some instances this might not be an error, since you may have advocates, funded by different sources, working on the same case.

4) Eligibility Slips with no poverty percent report – The last report shows Eligibility slips that don’t have the poverty percent level of the client listed. This means that conditions that use poverty level cannot be applied to this case and might display an error when evaluated. This problem usually results from the intake person not pressing the button on the Eligibility slip that computes the poverty level

Setup

d) Setting your Funding Codes and their Priorities – You can’t work with setting conditions for a funding code until that code is in your list. 1) You can add codes to the list directly from the Funding Code Analyzer Home Screen Menu choice Funding Codes – Add Codes or Modify Priorities (Choice number 6). This form directly modifies the subFunds table. You could also do this using the Setup Tables button on the Ribbon Bar Admin choice.

2) We can also use this screen to edit the funding code during the year. For example, our Title III grant may require us to handle a certain number of cases. Halfway through the year we might have handled enough cases, and therefore we could change the priority from a 1 to perhaps a 7 3) Here, let’s work with the Senior Housing Funding Code. On this screen, enter or modify the Funding Code Number, Funder Name, a Priority level and check if it is Currently in Use. i) Fundsnum = 12 ii) Fundsname = Senior Housing Funds iii) Priority = 1 iv) CurrentR = -1 (yes)

Conditions

e) Entering Conditions to Analyze Cases for Proper Funding Codes 1) Once a Funding Code is in your list, the first step in setting up conditions to analyze cases is to be clear on what those conditions are and how they relate to each other. The hypothetical funding code 12 has several conditions we want to use. The client must: i) Be 65 years of age or older ii) Live in Fulton or DeKalb County iii) Have a Landlord/Tenant problem

2) It’s best to set this up into a phrase that we can use to explain the funding code, such as: Age >= 65 And Pcode = 63 And (Ccounty = “Fulton” Or Ccounty = “Dekalb”). However, you don’t need to do this, since you will NOT have to do any programming to set these conditions. Simply select the first choice on the Funding Code Analyzer Home Screen Menu – Criteria -Create or Modify Conditions for a Funding Code.

Choose which Funding Code you want to add or modify conditions for, then:

Choose the condition to be modified or click Add New Condition. In our example, we’ve chosen to Modify Condition.

3) Conditions – There are over 57 different conditions that can be combined to see if a particular funding code fits a case. For each condition, you choose how it will be applied to the data. There are three ‘types’ of conditions that can be used to analyze a case to see what the correct funding code(s) is/are. These types are supported by fields on the client intake.

i) The first condition is location. Location allows the user to use any of the fields on the client intake that deal with a physical location. For example, a funding code may be tied to the city where the client lives, the county where they live, the county where the problem occurred, or a particular Zip Code. Any of these can be used. ii) The second set of conditions deal with factors unique to the client. For example, the funding code may be tied to the age, race, language, or income of the client. Whether they are a veteran is another possibility. This is the one we are using above. iii) The last set of conditions deal with things specific to the case and the problem that the client faces. For example, is the case open, is it closed, what is the problem code, what is the special problem code, does it involve domestic violence, is it contested, etc.

4) Building Conditions – Let’s review how we built the set of conditions for our funding code. As we discussed above, there are three major conditions for our Senior Housing funding code; age, problem type, and county where the client lives. We have to decide how these apply

i) Two of them can be put together in one condition. The client MUST be 65 or older AND MUST have a Landlord Tenant case (problem code 63). Then they must live in Fulton OR DeKalb County.

ii) First we go to the Basic Add tab (tab 2) and press the Add button at the top of the screen. Then we check the condition is currently active (not currently used by Prime), select the funding code, select a backup code (not currently used by Prime). After choosing whether to Add or Modify Conditions, and choosing the Funding code and which condition to work with, we then face a more difficult question, “How should the conditions be applied to test a case?”. There are four different ways a condition can be applied. (a) First, it can be used to Exclude a case from the funding code. For example, you could exclude a case from the funding code if the client’s poverty level was over 100% (b) Second, it can be used to Include a case under a funding code. For example, the client must be involved in a domestic abuse case (Problem code 37) (c) Third, the condition must have at least One of These Conditions. For example, the client must be a veteran with a poverty level lower than 200% OR not a veteran and a poverty level less than 150% (d) Fourth, you can set up that Conditions are Part of a Group and One Condition in the Group Must be True. For example in group A, the client must have a Landlord Tenant case OR the client must have a Mobile Home problem.

iii) In our example, we can set up two conditions or rows for the funding code (a) The client must be 65 or Older and have a Landlord Tenant case AND (b) The client must be from Fulton County (Group A) Or the client must be from DeKalb County (Group A)

iv) We set the first condition (number 1) to require all. We also make a note of the description of the criteria. This will help you understand what conditions the funding code must satisfy. This condition will be 65 or older and a LT (landlord/tenant) case v) We then go to the Client tab to set conditions specific to the client since this condition deals with the client. We will set the condition that the client’s age be greater or equal to 65

vi) Next we got to the Case tab to set the condition that the problem must be Landlord Tenant. We can do that because this condition is applied the same way as age. It must be present. (Requires all)

5) Now it’s time to add the other two conditions. We press Save/Finish, then go back to the Display Existing Conditions tab and press Add i) We choose the same funding code and set the condition to Any in Group, All Groups True. ii) Then we pick group A to include this condition from the Group Assigned pull down

iii) We then go to the Location tab and set the County as Fulton

iv) We press Save/Finish and repeat the process of going to the Display Existing Conditions/Add tab and pressing Add New Condition. We repeat adding our funding code, type of condition and our description. We also place this condition in Group A v) Now we go to the Location tab again and place DeKalb there. Then we press Save/Finish

vi) We save and this completes setting up our conditions.

Checking Conditions

f) Checking the Conditions – If we go to the Display Existing Conditions and select our funding code, all the conditions that apply to that funding code are displayed. You can also see why your description is essential. Perhaps we should have described 2 as Fulton County and 2a as DeKalb County. This would have been more specific and easier to understand

Other Funding Code Conditions

g) Conditions for Other Funding Codes – We can use this method to look at the conditions for other funding codes. If we select the Title III funding code for example, you can see the conditions that it is subject to.

Use

h) Using the Funding Code Analyzer 1) Testing the New Funding Code Condition i) To test the new funding code conditions, we open up a case from the Client search screen. This case is a problem code 63, which does satisfy the Landlord Tenant problem code 63 requirement.

ii) Intake Page 2 reveals that the client is 80 years old, so they do satisfy the need to be 65 years of age or older.

iii) Since the required conditions are met, client is 65 or older and problem code 63 and County is Fulton or DeKalb, funding code 12 should be applied. We push the Funding Code Check button and see that funding code 12 is listed. If multiple Suggested Funding Codes were present, we could use the Priority property to decide which one to apply.

iv) We could then change the problem code to 61 and check it again to insure the suggestion of Funding Code 12 disappears.

v) Remember to change the problem code back to the original value after testing.