1 2 The real question to ask yourself when you are setting up Care - - PDF document

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The real question to ask yourself when you are setting up Care Activity is what do you want to record within your organization, specifically in regards to individual animals, that you have not yet found the perfect place in PetPoint where you can track, report, quantify the details you want to. 3

Care Activity used to be called Care Post Mortem, but the name change isn't the only change it has undergone. The Post Mortem module was redesigned to include all types of activities. This note is especially for all of you that have previously used this module, it is important to remember it can still be used to record post mortem activities, but that thought shouldn’t limit your imagination on what you CAN use this for. 4

Before we begin talking about how to set up and use the module, let’s preview some reports. There are great benefits to using Care Activity, specifically because of the comprehensive yet simple reports you can run Use the reports to Quantify your special programs You will also see how you can provide lists of activities to those who need them, whether the activity is completed or scheduled And as always you can use our extended reports to pull information into microsoft excel, to do whatever you want to it. 5

Here is our basic Care Activity report that contains the list of animals. Our example was a volunteer shelter groomer. We grouped the animals into Activity Subtypes, which broke the list down by who got a full groom and who got a cleanup. We have a tip here to pass along to you. Note that we have a separate Activity Count and Unique Animal Count. This helps us to know if an animal had that activity more than once in the period of time we are running the report for. Just like many of our other reports, you can resort within the groupings by clicking on the column header and even show or hide entire groups by clicking on the collapse expand button next to the group name. 6

This report is an example of a crosstab report. The activity information that we pulled in this report is in the Humane Education category. You can see a chart of what breed

• f animals attended which type of humane education: School, Scouts or Senior

Center. So what it is showing us here is the counts of animals who have been used for different types of humane education. Another report tip for you, this particular report can be pulled by Age/Species as you see here, which is a breakdown of animals into their age groups by birth date that categorizes them into puppy or dog, cat or kitten or other. When you select the other parameters of this report, you can define up to what age would be considered a puppy or kitten. 7

We also have the extended report. Why might you want to use an extended report? Its especially helpful when you want to find the most information easily accessible in excel so you can create charts or graphs, or find that one nugget of information in these 49 columns of data. Did you know that any report in PP can be exported into excel, or csv, or pdf? Extended reports are built for that purpose, so they work the best, but if you just select the format you want, and click Export at the top of the report you can save it into a number of formats. 8

That is WHY you want to use Care Activity, the information that you can pull out to help demonstrate your value as an organization in these projects throughout the community! So, how do we imagine using these new features? We will start with the most obvious type of activity you might want to track - Animal Care. An Example of this we have already seen in our reports is grooming, create lists for volunteers to work from while they are performing tasks with the animals. Depending on your resources, you may or may not want to use PetPoint’s Care Activity for every day activities, such as dog walking. However, you can if you want

• to. In our examples, we are using it to track activities that may happen less often

than every day. 9

Here is another example, Socialization. When we run through setup, we will show you how we set up this activity example. You can see here we have mapped out the Category, Type and Subtype to include socialization activities with other animals and with people. 10

In that same vein, consider Care Activity a meeting place for staff members who may

• r may not have access to other modules such as

Special programs that the animal is a part of. Some examples of that are: Working Dog Testing such as Drug Dogs, or Search & Rescue Dogs. As the staff interacts with the animals in your care, they may form some opinions on the potential these dogs have, and recommend them for testing. the Foster module. Here they can make a recommendation for a dog to be considered for the Foster Care program, without having to learn to use the Foster

• Module. Very helpful if you have a foster coordinator who wants to keep close tabs
• n the information in his or her module and not give everyone access.

Eligibility for Events - we will go over some great walkthroughs for this one later, but keep in mind this can be used for any type of event you can dream of! Some examples we use are Media Appearances - we will see how to track this through the reports, produce custom documents using our contract setup, and return to the animal records to make updates. Humane Education - can be used to track when you take an animal to a class room, senior group, therapy dog / companion animal visits & rotations. 11

We will follow up at the end of the session to see if anyone has any Activities they can imagine using this module for, so be brainstorming so that we can create a list for everyone in class. 11

We will start by showing you how to set up the required drop down menu selections

• n the Care Activity menu:

Lets start with the drop down lists you will find on Care Activity. Record Owner - this could be one of your staff who recorded this activity. Then we have our three field values, and they should be added in this order: Care Activity Category, Care Activity Type and Care Activity Subtype. Note that care activity subtype is not required but is helpful to further parse the data. 12

So let’s go into a PetPoint database and check out the various setup that needs to be done if you want to start using this module today. We can start by adding our staff member as a new selection in the drop down list called “Record Owner”. This is done on Edit Person, and can be completed either by administrators or end users. Either create a new person or update an existing person. Here we are selecting a person’s record to add a new association on the Details tab. The association that makes someone a potential “Record Owner” is called “Operation By.” So select that choice from the drop down menu and click the Add Association button, and don’t forget to save or update the changes to the person’s record. You can also see who is already on this list by using the Search Criteria: Association, then run the search which will bring you back a list of names. Add/Edit Field Values is the place where we build our activities list. Select the customer field called Care Activity Category. As you can see, we have many categories already entered. For this example, we are adding a new activity - the category is Socialization, To record a new category, simply type it into the box called Field Value, give it an order number, then click Add. Next we will go to the Care Activity Type and select the group we just entered, and add a new type called is With Other Animals, Finally, we move to Care Activity subtype, from group we select the 13

new Type and then add the SubTypes are Buddy Walk, and Play Group. When setting these up, remember you can also enter a Default Review Date to have the screen automatically calculate the activity review date for you. After we add these, you will want to sign out and sign back in to see the changes appear in the drop down lists in your database. A very important setup step is to update the user permissions. So go to Admin > Admin Options Add/Edit Users. Aside from Admins, who can do everything, any staff member who needs to be able to access this screen should be granted an Advanced Modular Security role for Care Activity. Users can add activities Power Users can add and edit activities Managers can add, edit and delete activities Don’t forget to update your changes when you are done. The last setup step we will go through is optional, but can be invaluable if you need to produce paperwork with any of the activities. You can create your contract in Microsoft Word, and then copy and paste it into the correct contract type, which is care activity under the contract subtype which is your field values. So that means you can have your own specific contract text for each subtype. 13

Earlier, we referred to using Care Activity as a meeting place to have all levels of shelter staff add activities to an animal record. In this example, we will follow a dog through the process of being picked out as a featured animal, watching what happens with him and his record through the Care Activity module and the reports. A local news station often features shelter pets. Occasionally, shelter staff workers and volunteers have close interactions with the animal, which put them in a great place to suggest an animal could be adopted much faster with the right type of exposure. In this example, Captain the border collie has been noticed by animal care staff for his charming personality and unique dog tricks. He would be a great dog to be shown in the Adoptable Animals segment

• n the local news.

So we will start this example by using the Care Activity module to record this suggestion, along with a few other featured animals. We start by clicking on Create New Care Activity On the animal tab, search for and select “Captain” Click on the Activity Details tab - note that we are demonstrating this in PetPoint Enterprise. PetPoint Professional databases have the same module, only the Scheduled & Pending activities are not available to use. Pro users must enter all activities as completed, so it is suggested that Pro users always click the Save Details button, rather than Submit Activity. When you submit you may inadvertently lock the record and you must be a Care Activity Power User, Manager or a PetPoint Administrator to be able to remove the lock. Select Pending status, date/time for EOM 9/30/2012, record owner, Featured Animal, Television, Suggested. Add notes, “Has some amazing tricks to show off on TV. Very dependable with commands.” Save Details

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After Captain’s record was entered, there are a few more shelter pets who staff think should be on the news too. Clicking Duplicate Activity saves time in recording the additional animals. 15

Now that Captain has been approved to be highlighted TV, his handler for his moment in the spotlight, Diann, will need to follow up. She can track her animals, and use the module to prepare paperwork such as contract documents or report lists using the Care Activity module. The first step is to search for and select the Care Activity record, and there are many options for this: 16

Diann has located Captain’s Activity and wants to update the details to show that he has been approved and scheduled to go to the event with her, as well as record the scheduled time. She will also produce a contract document to use for her own notes. To do this we will use three tabs on the activity: The Person Tab, The Details Tab and the Summary Tab. Select Captain from the list On Person Tab, search for and select Diann On Details tab, change Status to Scheduled for 9/21/2012 5:00 AM, Subtype to Approved, and Submit Activity. Click on Activity Contract Click on Animal View Report to show how other shelter workers can see the Care Activity details when needed. 17

It is the day before the animal’s big tv debut. Diann wants to print a list of animals that will be on the newscast to help her prepare and also to check to see if any have been adopted or released in any way. Reports Website Care Activity - activity type TV, Based on Scheduled for 9/21 Group by Species Detail 18

Or, if there is a group of animals who need to be set up for an activity at the same time, the Multi Animal functionality is available. In this example, we will set all of the approved animals up for a full groom activity. Click back to Search tab Click Create New Activity Select three animals through the Last 10 search Add Scheduled Activity for 9/20 at noon , Animal Care, Grooming, Full Groom. Save Details Select one animal and change subtype to Clean Up. Submit Activity and show how all of these animals have the same activity number, making it easy to update them at a later time. 19

After the TV event, one of the news crew stops Diann on her way out. He lets her know that they are hosting a tent at the opening celebration of a new local bank. He has been invited to come and show off his tricks, and hopefully find an adopter! While Diann is updating Captain’s TV appearance activity, she can add the new activity too! Open previous activity. Change Status to Completed, Subtype to Completed. Save Details Add Another Activity Select Scheduled Featured Animal Public Event Approved for 9/23. Select Record Owner. Add notes “Bank of Niceville, 101 S. Main St. Bring performance props.” ______ Notes not needed?: Show creation of a TV Media Event with the person who is coordinating the event as the record owner, but the handler will be the person record. You can add multiple animals to one handler by having a multi animal activity, or have multiple handlers & multiple activity records by using the Duplicate Activity button. So in this example we will start by adding 3 animals to the first handler: Click Create New Click back to Person Tab Search for and select Person Search for and select animal 1 (Make sure Record Owner and Site will fill in automatically during presentation) Category/Type/Subtype (TV) Review Date is date of appearance. Make up some notes. Submit Print Contract Go back to Details tab Click Duplicate Activity tab - give definition. Add Person, Add Animal, Submit Go back to Details tab Click Add Another Activity button - give definition. Click back through Animal and Person tabs to show info is already there. Add Radio appearance the following week. Now add a multi animal TV appearance for 3 animals, but one is not approved. Use Save Details button and show how that works. Final Example: Show Post Mortem, explain how post mortem can be scheduled while others cannot. Unless you have enterprise….

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The Follow Up module is a great timesaving tool for enterprise users. Here we will demonstrate how the groomers quickly indicate that their scheduled groom work has been completed. Click on Care Activity tab Grooms are scheduled for today, so we can click Find. Keep in mind that you can narrow the search results down if needed by things like Animal #, Animal Type, Stage, etc. Narrow Category down to Animal Care, Grooming, Clean Up and click Apply. Select All, click Apply Selection Click Now button Click Update Activities button. As quickly as that, we can mark all grooms completed on all animals at the same time. We have the same option to Cancel activities. The two longhaired dogs we thought would need full grooms are in good enough shape to go on TV so we cancel the full grooms. Change Activity Subtype to Full Groom 21

Click Apply Select All, Click Apply Selection Change status to Cancelled, click Now button Type Notes : “Not needed” Click Update Activities Another option on the Follow Up module is to reschedule activities. In this example, a senior center has a regular visit from some of our friendly dogs & cats. This has been scheduled for Monday but they would like to postpone it until Tuesday. Watch how simple it is to move these scheduled activities to another day. Change To Date to Monday Click Find Narrow Category to Humane Education, Type Senior Center Select All and Apply Selection Add tomorrow’s date Click Update Activities button 21

Just to clarify the difference between your databases if you have the Enterprise or Pro version of the database: Enterprise Only Functionality: Ability to select status other than Complete: Pending, Scheduled, Cancelled. Access to the Follow Up Module for Activities. Available in Pro: Historical activity recording only, record after a playdate or after a walk, plus add notes. Create Ownership/Guardianship as well as register microchips. 22

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