Tag Archives: MAACLink

Ugh, It’s Reporting Season Again

person with paperJanuary is reporting season for many agencies and it can be a stressful time, especially when your reports just don’t look right.  Our MAAC tech team works with many agencies to help them get their year-end reports ready to submit.  Through these experiences we have learned a few things we would like to share with you and hopefully make your reporting season a little less stressful.

The best thing you can do to prevent a stressful reporting season is to spread your work out throughout the year.  We recommend pulling your reports frequently to check your work and make sure your data entry is up to date and accurate.  This is especially true for agencies that have extremely high volumes of service entries which increases the risk of data entry errors.  Pulling the reports frequently to check your work will make reporting season a much less stressful time.

One of the easiest ways to check your work in MAACLink is to pull a Service Summary.  This report won’t give you a lot of details on each service entry; however, it will give you a summary of all the services provided.  If you are an agency that only provides food pantry services but your Service Summary shows you provided budget coaching to one of your clients, that may be a sign you need to check that data entry.

budget coaching

Sometimes it was just the wrong click that resulted in this error, but it will throw off your reporting.   Waiting until the end of the year to fix all these small errors will make for a big mess, so fixing them at the end of each month, or even weekly, will make for a much less stressful reporting season.

Most of the MAACLink reports also allow you to filter by user, which can also be helpful in checking your personal data entry in MAACLink.users

Clicking on your name when pulling a report can allow you to report on the data entry completed under your username.  This tool can be especially helpful if you work or volunteer for a large agency.  Clicking on your username will bring back information on only the service entries you completed so you can go back and check your work for accuracy.

Finally, my best tip for making reporting season less stressful is… call us!  Always remember we are here as a resource for you and we would love to help you check your work. If you are pulling your reports and struggling to figure out why the numbers don’t look right, just give us a call (816) 561-2727.

Financial Assessments in MAACLink

Fun with Financial Assessments in MAACLink

(well, maybe not fun, but these are some tips to make it a bit easier!)

If you need instructions on how to create a Financial Assessment (FA) for a client in MAACLink, please contact us for assistance and a current User Guide.

“Once I have created a Financial Assessment for a client, what can I do with it?”

You can view and access FAs for the client you are working with from the Financial Assessment link on the left-hand menu.

fa1

To view or edit the data for a FA, double-click that line item. You can navigate by clicking through the three screens of the FA. 

*Note: You may only edit or delete FAs created by the agency you are logged in as. Another agency cannot manipulate the FA that your agency created.

Income Sources

Required: Selecting ‘Yes’ or ‘No’ in the required drop-down to indicate if the client has any Income Sources.

If ‘Yes”, the sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right. A note can be typed in to the Description column as necessary, but is not required.

Non-Cash Benefits

Required: Selecting ‘Yes’ or ‘No’ in the required drop-down to indicate if the client receives any Non-cash Benefits.

If ‘Yes’, the sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right.

**Reminder** For Non-Cash Benefits, “zeros mean something”. You can click in the Amount column field for that line-item to enter a zero to indicate if the client receives that non-cash benefit source. Often, the dollar value for non-cash benefits is unknown or ambiguous, so entering a zero tells us they receive that item. If the client does not receive that non-cash benefit source, leave the Amount column field completely blank.

Expenses

There is not a required drop-down for Expenses. The sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right. A note can be typed in to the Description column.

“What are some things the Financial Assessments are used for?”

A FA is generally created prior to giving service and is sometimes used as an eligibility guideline for funding sources. This is true of most managed funds in MAACLink.

A FA can be entered prior to entering a service and will pull on the Standard Intake Form.

Some FAs are tied to the Entry, Interval, and Exit Assessments of HUD Case Enrollments for an agency’s APR and can be edited to correct that specific data for reporting.

As always…

Contact a MAAC Tech Team member if you have questions or need assistance with Financial Assessments in MAACLink.

And…

Stay tuned for a future blog on FAs and the APR.

Tips on using Internet ‘favorites’ or bookmarks & desktop shortcuts for MAACLink

Do you use an Internet ‘favorite’ or desktop shortcut to access MAACLink?

If so, that’s okay (we do too!). But, we’d like you to know a few things. Please read on for some tips and information…

First, some basics:

Internet browser = the program that you use to access the internet and view web pages on your computer. Commonly used browsers are – Microsoft Internet Explorer, Google Chrome, Mozilla Firefox, Apple Safari.

Desktop shortcut = an icon on your computer screen desktop that leads directly to a program, file or web page. In this case, we are specifically talking about it taking you to the web page for the MAACLink login screen.

Internet ‘favorite’ or bookmark = a way to save/mark a website address for easy access after opening your Internet browser. These are created/stored differently depending on what browser you use.

Tips for using favorites/bookmarks and shortcuts with MAACLink:

If you have created a shortcut or favorite/bookmark for MAACLink, they will most always get you to MAACLink login screen and even allow you to log in and work with/enter data. However, it’s important to know that if your shortcut or favorite is not updated occasionally, you might experience issues with MAACLink.

Our developers occasionally push out version releases to the MAACLink software (so broken things can be fixed and so new and improved functionality can be added). If you have not updated your shortcut or favorite on your computer since the last version release, you may not be on the most current version of the software.

To fix this, simply open your Internet browser (do not use the old MAACLink shortcut on your desktop) and go to an Internet page other than MAACLink. In the browser address bar at the top of the page (not a search engine bar) type the MAACLink website address. If you don’t have this, call us and we’ll help.

Once the login page loads, hit the browser’s refresh button or the ‘F5’ key at the top of your keyboard a few times. It will refresh the login page. You can confirm that you are on the most recent version of the software by looking at the text under the grey cartoon person on this screen. If you aren’t sure what the version number should be, call us and we’ll help.

Once you are on the most current version, you can now save this web page as your new Internet favorite/bookmark and/or desktop shortcut for MAACLink (you can either save over the old favorite or shortcut by using the same name as before or you can delete the old favorite or shortcut before starting these steps).

From that point, you can log in as normal. Once logged in, it is mostly likely not going to look any different to you but taking these steps will help to ensure you are on the most current version.

Questions or problems? As always, let us know… we’re happy to help!

How to Use MAACLink’s Indirect Services

Some agencies using our social service software provide services to clients en masse without capturing all of the universal data elements, including name, social security number, date of birth, and much more, that would be required to create a client profile in MAACLink.  These services could be meals (as in a soup kitchen), support group meetings, health screenings, or many other types of services.

MAACLink provides a way to track these services; it’s under the Home tab (orange arrow in the screenshot below) on the Indirect Services (yellow arrow) screen.  This screen displays an agency’s most recent indirect services in reverse chronological order, and can be navigated with the pagination links at the bottom of the list (purple arrow).

To create an indirect service, first click the Add Services button (green arrow) at the bottom of the Indirect Services screen.

MAACLink social service software - Indirect Services screenshot 1

Indirect Services screenshot 1

Complete the setup screen with the date the service was provided, the provider agency, the fund the service was provided through, the type of service, the units provided (usually the number of clients served), and the value per unit, if desired (if a value is entered, MAACLink will calculate the total value of the indirect service.  Value is an optional data field).  Then click the Save button (pink arrow in the screenshot below).

MAACLink human services software - Indirect Services screenshot 2

Indirect Services screenshot 2

The new service will appear at the top of the list on the Indirect Services screen.

Services added under Indirect Services will show up on one report, the Service Summary report.  Indirect services do not appear on other reports because they are not connected to client profiles.

What services does your agency track under Indirect Services?

How to see more than 10 pages of client services in MAACLink

Several MAACLink users have asked me recently how they can see more than the default 10 pages of client services on the client profile screen.  Some of them were trying to document chronic homelessness, while another just wanted more background on the client to inform her case management.

If you aren’t currently using our MAACLink social service software:

  • The “client profile” contains a person’s identifying, demographic, and housing status information (the HUD-defined universal data elements)
  • “Services” can be added to a profile to document all types of social services, from shelter bed nights to food pantry visits to case management and more

The Client Services screen automatically displays a client’s most recent 500 services, 50 services per page, up to 10 pages.  If a client has received more than 500 services, here’s a step-by-step process for accessing the entire service history:

  1. Search for the client profile under the Client Case Manager tab (yellow arrow in the screenshot below), Search for a Client screen (gray arrow).  Double-click the client profile you want from the search results
  2. Click on the Client Services screen (pink arrow)
  3. Search the service history by entering a start date (red arrow), end date (green arrow), and clicking the search button (purple arrow, bottom right corner).  It is usually OK to enter a long search period, even up to four years or more
MAACLink social service human services software screenshot

Click thumbnail to enlarge screenshot

This search will return more than 10 pages of results if the client has that many services; there may be 15, 20, or more pages.  You can sort the search results by clicking the column headers (I recommend sorting by date).  You can also export the services list to a spreadsheet using the green export icon at the bottom right corner of the list.

That’s it!  Any questions?