Program-General

For information on adding/editing/deleting Programs and other functions available in the Programs Module, click here.
The information on the General tab is required to add a program whereas the other program tabs, Objectives, Indicators, Setting/Format, Target Audience, and Healthy Communities are optional.  Program records are added into CBISA one time and are available in every active year.  In order to add an occurrence record to a program, you must first complete the General program screen.

Program Title
The Program Title should describe the program with enough detail so that it is easily identifiable.  The Program Titles are sorted alphabetically in the browse box in the control panel on the left hand side of the screen.  Program Titles should be unique.  If a duplicate Program Title is entered, an information warning box will pop up advising that a program already exists with a similar title.  The program with a similar title may be pending, inactive, or active.

Category
It is necessary to select the category that is the primary focus of this program from the drop-down list.  For more information regarding Community Benefit Service Categories, click here to view Categories and Definitions from A Guide for Planning and Reporting Community Benefit.   For more information about ordering the Guide, visit www.chausa.org/communitybenefitguide

Description
The Description field allows the user to enter a detailed description of the program.  If the box is filled, up/down scroll bars will appear on the side of the box allowing for entering more text.  The spell check option is available when text is typed in the description box.

IRS Reportable
For any program added with an assigned recommended category of A-G, the IRS Reportable checkbox will default to "checked".  For any program added with a customized category (H-Z), the IRS Reportable checkbox will not be available.  To keep a program and its associated occurrences off of IRS reports (Part I and Part II) and worksheets, simply uncheck the IRS Reportable box.  Any program attached to a community benefit category will continue to be included in all other reports.  Unchecking the IRS Reportable box will also prompt the program's inclusion in the IRS Reconciliation report - highlighted pale green with a "0" listed in the IRS Reportable column.

Physician Clinic
If any category C (Subsidized Health Services) is selected for a Program, an additional checkbox for "Physician Clinic" will appear.  The checkbox will show on Worksheet 6 in the IRS Form 990 Schedule H Reports & Listings tab and be used for the Subsidized Health Services List on the same menu.   This information will be helpful in completing Part VI Question 1 as requested in the 990H Instructions.

Indirect Factor
To set a default method of calculating indirect expenses for the associated occurrences, choose the appropriate method from the dropdown list.  The options are:  Select One, None, Direct Entry, In Unit, In Community, and Special.  The factors for calculated rates are entered on the Reporting Unit Financial screen.

Targeted For
Choose the target audience for the Program from the drop down list.  The choices are "Living in Poverty" and "Broader Community".  Programs designated for those "Living in Poverty" benefit a low-income or medically indigent population.  Conversely, "Broader Community" refers to people in the general community.  "Targeted For" is a mandatory field and an option must be selected prior to saving the record.  The term "Living in Poverty" may be changed on the Defaults tab Custom Terms.

Department
Choose the sponsoring department for the program from the drop down list.  The contact information is automatically populated into the contact fields if the information has been entered into the department table.

Phone
Enter the phone number for the main contact of the program.

E-mail
Enter the email address for the main contact of the program.

Contact
Enter the main contact name for the program.

Tracked Since Date
This date shows the year the program record was initially created.

Linking a Program
  • From the control panel browse box, choose the Program entry that needs to be linked.  Hover over the More function control button and select Manage Relationships - or click the Link button next to the More button - to activate the Relationship Manager.  The Overview tab will show the number of records that have been linked and the Detail tab allows you to link records.  
  • First, select the appropriate module from the dropdown list.  The options are Needs (CBISA Plus™ only), Goals (CBISA Plus™ only), Partnerships (if the Partnerships module has been turned on in CBISA Customizations), Narratives, Outcomes, and Indicators.
  • Change an unlinked record (left side) to a linked record (right side) by selecting the record and using the arrow at the bottom of the box (or by double clicking on the record).  You may move more than one record at the time by using the "control" key on your keyboard to select multiple entries.  
  • To unlink records, simply move them from the linked box (right side) to the unlinked box (left side).  
  • Click Save to save your new links.  Saving a change will automatically close the Relationship Manager.  
  • If you have not edited any relationships, use the Close button to close the Relationship Manager.  You may also leave the Relationship Manager open (on the Overview or Detail view) and select additional records from the browse box on the control panel.

    Opening the Occurrence Module
    From the control panel browse box, choose the appropriate Program.  Click on the Occurrence link at the top of the control panel in the bright orange box to open the module that will contain the community benefit statistics (persons served, expenses, offsetting revenue) for the selected Program.

    See Also:  Additional Functionality



    "How To" for a Program

  • Add a Program:  Choose the Programs module.  From the General screen, click on the "Add" button on the left hand side of the screen, located above the browse box.  Complete the information on the General screen as necessary.  Use the tab key to navigate to each field.  Click on the "Save" button to save your changes.  The General screen is the only informational screen that must be completed in order to add Occurrence records to a Program .  Complete the additional Program  screens by clicking on the tabs located beneath the Main Module tabs.
  • Delete a Program:  In the browse box, highlight the Program  you want to delete.  Click on the "Delete" button.  Prior to deleting you will get the message "Are you sure you want to delete this row?"  Click OK to continue, or cancel.  If you have occurrence records tied to the Program , you must delete the Occurrence record(s) first.  If you do not delete the record(s) first, you will get the error message "Can not delete record".  Also, you must unlink any Needs (CBISA Plus only), Partnership, Narrative and Outcome records from the Program through the Relationship Manager prior to deleting the Program.
  • Undo changes to a Program: Prior to saving changes, you may click on the "Undo" button to completely clear the screen and restore it to the information contained after the last time you saved it.  For example, you are adding a new Program  and have completed the Program  title, chosen the category, and typed the description before you realize that you have entered a duplicate Program .  Instead of saving the Program  and then deleting it, you may choose to "Undo" the changes you have made.  "Undo", in this case, will delete the record for you and you may start again.  If, however, you saved your Program  title, then proceeded completing the rest of the record, the "Undo" function would clear everything typed after the saved title.  In some cases CBISA will allow you to undo an edit that has already been saved.  The undo functionality is only available immediately after the edit.  Once another action occurs, the chance for undo is lost.  You may also "undo" a deleted record.  If you accidentally delete a record, you will notice that your undo function control button is activated.  Clicking on the undo button will retrieve your deleted record.  However, if you delete a record and then edit another record or navigate away from the current page, the undo function will no longer be available.  
  • Save a Program:  To save a Program  record, simply click on the "Save" button or navigate away from the current page for "auto save" to save the record.
  • Copy a Program Record:  To access the "copy" function, move your mouse over the "More" button, which is located next the Add/Delete/Undo/Save buttons, above the browse box in the control panel.  To copy a record, highlight the Program  in the browse box you wish to copy.  Move your mouse to the "More" button and then choose "Copy Program ".  An exact copy of the record will appear underneath the original record.  Please note that only the Program  record is copied, not the Occurrence records tied to the Program .  You may also copy a Program  record to another reporting unit if you have a System or Multi user permission level.  The following information may not copy over and the new record will need to be edited:  department name, setting and format, special needs population and age group (target audience screen), and Healthy Community goals.  
  • Inactivate a Program Record:   To mark a record as inactive, select the appropriate program in the browse box and move your mouse over the "More" button, which is located next the Add/Delete/Undo/Save buttons, above the browse box in the control panel.  Select the option on the drop down menu "Mark Record as Inactive".  The Program  record will be moved from an active status to an inactive status.  To activate an inactive record, first open your filter options (More/Show Filters) and choose the radio button "All approved, inactive programs".  The browse box will show all Programs which have been tagged as inactive.  Through the "More" button, the function to "Activate" a record will now be available.  Highlight the Program  that needs to be "activated" and then choose the function from the list of options.   
  • Show Filters:  "Filters" allow you to look at specific groups of Programs within a chosen Reporting Unit.  To access the "Show Filters" function, move your mouse over the "More" button, which is located next to the Add/Delete/Undo/Save buttons, above the browse box in the control panel.  The first option on the drop down menu is "Show Filters".  Click on the "Show Filters" menu item and a dialog box containing your filter options will appear on the screen.  To change the group of Programs that you are able to work with, select the grouping by clicking the radio button next to the desired filter.  Upon closing your filter option screen, the name of the filtered list you are viewing will show in a blue box at the top of the page.  Also, the background of the browse box will change from light blue to light orange.  To revert back to the default filter, simply open "Show Filters", choose radio button number 1, then close your filter option screen.

    Additional Utilities (for Reporters)
  • Publish a Record:  To notify an Administrator or Coordinator that a Program  is ready to be imported, the Reporter can "publish" the record by moving the mouse over the "More" button and choosing "Publish Record".  If an Administrator or Coordinator tries to import a record that has not been "published", they will receive a notification that the record is not yet published and they may choose to continue with the import or cancel.  A "published" record will present with a green font and an "unpublished" record will present with a red font.
  • Copy a Record:  While a Program  is still pending, a Reporter may make a copy of the record by moving the mouse over the "More" button and choosing "Copy Program".