Occurrences
An Occurrence is an actual event in which community members are served and/or dollars are spent. There can be hundreds of Occurrences under a single Program. For example, if Lamaze classes are the Program, then the January, February, and March sessions are Occurrences of that Program. Occurrences are always tied to a specific Program, document the statistics for that Program (persons served, dollars spent, offsetting revenue), and may occur with flexible frequency (monthly, quarterly, semi-annually, annually, etc.).
Add an Occurrence
To add an occurrence to a Program, in the Programs module highlight the appropriate Program record on the left side of the screen in the browse box on the control panel. Programs are sorted alphabetically by their Title (default) or "Tracked Since" date (filter option). Click Occurrences for this Program to open the Occurrence detail screen and activate by choosing the function button Add to begin entering data. The available fields for data entry are:
Occurrence Date-automatically pre-filled with first day of the current fiscal year. This date should be edited to reflect the date of the actual Occurrence
Occurrence ID-automatically assigned by the software when "Occurrence ID" box is checked in Customizations
Description-short detailed descriptive title for the Occurrence
Fringe %-fringe benefit percent default from the Reporting Unit Financial information screen (may be manually changed)
Primary Service Zip Code-enter the Zip Code or Zip +4 in the data field.
Target Audience-Choose the target audience for the Occurrence from the drop down list. The choices are "Living in Poverty" and "Broader Community". Occurrences 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. Note: The Target Audience for the Occurrence can differ from that of the Program.
Department-automatically pre-populated with the sponsoring department from the Program/General screen. It may be edited from the drop down list to reflect the department used to calculate salary expense. Note: the department does not have to match the sponsoring department from the Program.
Hours-Hours spent by employees/personnel for the Occurrence
Staff-can be renamed in Custom Terms
Volunteer-can be renamed in Custom Terms
3rd Input Count-can be created and named in Custom Terms
Output-Number of Persons served by the occurrence (Optional for IRS Form 990 Schedule H reporting)
2nd Numeric Output-can be created and named in Custom Terms
3rd Numeric Output-can be created and named in Custom Terms
Total Expenses (Click on the function button Detail to open Expense section)
Salaries A. Dollars Reported-salary expense entered as a whole dollar amount
Salaries B. Hours @ Rate-calculated salary expense from Department table and four additional standard rate fields, if applicable. Standard group rate fields are defined in Custom Terms and the hourly rate is assigned on the Reporting Unit Financial information page. (Reporters may only enter "Hours" and will not see rates.)
Fringe Benefit (automatically calculated using the Fringe % from the Reporting Unit Financial screen, automatically calculated using a manually entered percentage on the Occurrence screen, or automatically calculated using a changed percentage for a specific date range from Options/Org Defaults/Reporting Unit/Edit/Financial tab/Average Fringe Benefits %)
Purchased Services, Supplies, Other Direct Expenses (manually entered)
Indirect Expenses: The indirect expense dropdown will offer the following options:
Select One (No method of calculation has been selected)
None (No calculation is performed and the Indirect Cost data entry field becomes "read only")
Direct Entry (The indirect cost data entry field allows for manual entry of a whole dollar amount)
In Unit (The indirect cost data entry field will be automatically calculated using direct cost x In Unit ratio)
In Community (The indirect cost data entry field will be automatically calculated using direct cost x In Community ratio)
Special (The indirect cost data entry field will be automatically calculated using direct cost x Special ratio)
Total Offsetting Revenues and Adjustments- (Click on the function button Detail to open the Revenue section) includes revenue received from fees, restricted contributions, restricted grants, and other sources. Standard revenue fields are available for Occurrences attached to category A, E, F, and G Programs. Additional revenue fields are available for occurrences attached to category B, C and D Programs. Dollar amounts entered in these fields are used in calculating net benefit.
Please Note: For fiscal years 2011-2012, the offsetting revenue fields for Foundation/Fundraising and Grants/Support will not be available for data entry based on the IRS description of "offsetting revenue" in the instructions for Form 990 Schedule H.
Net Benefit is automatically calculated by subtracting offsetting revenues from expenses (Unseen by the Reporter)
Memo fields- (Click on the function button Detail to open the Memo section) Enter the source and dollar amount for any Restricted Foundation/Fundraising or Restricted Grants/Support revenue. The amount will be collected and tracked, but not deducted from the net benefit calculation. Occurrences attached to Category B and C Programs have the additional memo fields of Medicare Cost and Medicare Revenue.
Notes-free form text box to capture any information that needs to be attached to the occurrence record.
User Defined Codes-If you have created User Defined Codes in the edit defaults, they can be checked for the Occurrence. Please note that you do not have to have the same user defined codes checked for the Program record and the corresponding Occurrence record.
Edit/Delete an Occurrence
To edit an Occurrence, highlight the Occurrence in the control panel browse box, make any necessary edits and then click Save to save your changes.
To delete an Occurrence, highlight the Occurrence in the control panel browse box, click delete and then ok. To retrieve a deleted Occurrence, click Undo prior to any other action (returning to the Program, editing another record, etc.).
Reporters may only edit/delete Occurrence records that they have created which are still in a pending status.
Attach a File
To attach an outside file to an Occurrence, click on the "Attach a File" link and browse to your document. You may attach up to five files of any type - including Word, Excel, or PDF - to each Occurrence record.
To remove an attached file from the CBISA record, click on the "garbage can" icon and then save your record.
Linking an Occurrence to a Need (CBISA Plus™ only)
From the control panel browse box, choose the Occurrence entry that needs to be linked. Hover over the More function control button and select Manage Relationships 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.
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.
Additional Utilities (for Administrators and Coordinators)
To access different filters, move your mouse over the "More" button and choose the "Show Filters" option. The filtering options for occurrences are: "All Approved Occurrence Records" and "Only Pending Occurrence Records".
To copy an Occurrence, highlight the Occurrence in the browse box of the control panel. Move your mouse over the "More" button and choose the "Copy Occurrence" option.
To move an Occurrence from one Program to another, highlight the Occurrence in the browse box of the control panel. If you are a multi-user and have access to more than one reporting unit, you may move an Occurrence from a Program in one reporting unit to a Program in another reporting unit.
Additional Utilities (for Reporters)
Publish a Record: To notify an Administrator or Coordinator that an Occurrence 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.
Copy a Record: A Reporter may make a copy of the record by moving the mouse over the "More" button and choosing "Copy Occurrence". An Occurrence that is part of a locked or closed year may still be copied; however, the date of the Occurrence will automatically be changed to the first day of the next available (active) fiscal year.
Additional Information for Category C (Subsidized Services)
To complete an Occurrence form for a Subsidized Service when the IRS or CHA Worksheet has already been completed, enter the numbers into CBISA as follows:
Line 3 Column A (Total Community Benefit Expense): enter on the Occurrence form in the Expense detail, "Other Direct Expenses" field
Line 4 Column A (Net Patient Service Revenue): enter on the Occurrence form in the Revenue detail, "Fees" field
Line 5 Column A (Other Revenue): enter on the Occurrence form in the Revenue detail, "Other" field
Line 7 Column B (Net Bad Debt): enter on the Occurrence form in the Revenue detail, "Net Bad Debt (counted elsewhere)" field
Line 7 Column C (Net Medicaid and Other Means Tested): enter on the Occurrence form in the Revenue detail, "Net Medicaid Expenses" (counted elsewhere)
Line 7 Column D (Net Charity Care): enter on the Occurrence form in the Revenue detail, "Net Charity Care Expenses" (counted elsewhere)
Line 7 Column E will equal CBISA's calculated Net Community Benefit expense
See Also
Save Failed: Ambiguous Fiscal Year