Updated 12/17/2015

 

1          Introduction

MCT provides CORE forms that are standardized amongst all agencies. For non-state forms, each agency has the ability to modify or adjust the language accordingly.

2          Configurations

All CC3 configurations are available under the System Module -> Select to open Config

 

2.1      Forms

2.1.1       Location

Within the Configuration panel, to find Form configuration user may utilize keyword search field -> Double click to open the configuration list

 

 

2.1.2        Search for a specific form

Since there are many Forms in CC3, for a faster search of a specific form -> right-click any where on the column header -> select to Show Find Panel. Within the Find Panel, you may search using any key words, system will search and highlight matches to each single keyword.

 

2.1.3       Disable an Existing Form

If there is a form that is no longer applicable, user may not delete the form but may disable that form.

Locate the form you wish to disable -> Check mark form selection -> Click to Disable button

 

2.1.4          Modifying Template of an Existing Form2 Configurations

Locate the form you wish to modify the template for -> Check mark form selection -> Click to Modify button

 

 

System will open that specific form’s configuration window, where:

• Basic Information: This is the basic data contains the Form Name, Form Code, Form Type, and Category. Include in this tab is the control of how the form will be printed, and send (or collect) back to parents. It is not recommended to modify any fields within this tab except for the Form Name, Description, or Status to re-enable form.

• Parameters & DataSet: Source code for the form. Information within these tabs should NOT be edited.

• Package Type: A display of which Form Package this form is included in.

• Template File: This is where user may select to upload or preview the form template.

• History: This is a tracking list of when and user that uploaded the new template for the form.

• Category : Here you will list the Category the form should be listed under Parent, Provider etc.

• Collect : Select when the form is not produced by CC3. This is a request to the family/provider to upload a document such as a license, paystub, or utility bill.

• Print: The form is being sent from CC3 to the parent / provider, must be checked off in tandem w "Send"

• Send: The form is being sent from CC3 to the parent / provider, must be checked off in tandem w "Print"

• Back: Enables form to be sent back to agency by family or provider

• Order Number: Can be used if need to bypass Alphabetic order

• Is DocRequest: When you add new forms do NOT use this. This is only used for Document Request letters. These are general letters that lists all documents being requested (like cover letters)

• Is Multiple: Checked if you need multiple copies for the family or provider. Usually provider does not use this since there is usually only 1 person managing the family. For a family they may need a copy for dual parents or multiple kids. (the system will know how many to generate)

• Is Print Empty :The only time an agency will need to click on this button is for collect. This will cause it to be used like a flag to know that the form is a collect back form without having to look up the details of the form.

• Is System: Is used to track if it is a default form that comes from CC3, should be unchecked for forms being added.

• Status: Select Enable to enable form or Select Disable to Disable form

 

 

User may download the most current template (for each language) from the History tab -> Select location within your computer to save the Word template file for editing.

 

While editing the Word template, any text contained between « » cannot be modified as it is an auto-populated field from the source code. User may remove the text field entirely if they do not want that auto-populated field to be displayed onto form(s).

 

Once the user is ready to upload the modified Word template file: open the same Form window -> Click to the Template File tab -> Under Upload File, click the line item accordingly to the template’s language, and select the  operator -> Browse your computer to upload the Word template file -> Click to Save when done

 

 

2.1.5          Creating a new Agency Form

MCT provides 7 public templates for Agency to download and customize their own Agency Form(s). Agencies can utilize these public templates to create new forms as these templates contain fields that are automatically populated.

 

Public Form Templates can be found under the same Form Configuration. Go to System Module -> Select to Config -> Locate the Form configuration using the search keyword -> Double click to open the Form Configuration list -> Right click and select to show Find Panel -> Search for “Template”. User will now see all 7 public templates provided.

 

2.1.5.1         Getting Started

Each of the 7 public template is pre-configured so user may utilize it to ‘Copy & Create’ your own Agency Form. User will need to determine which public template to copy from; this will dictates where the print point of the form.

 

Example:

-If user wants to create an Agency Form that is be printed when you terminate a provider agreement, use Public Provider Terminate Agreement Template.

-If user wants to create an Agency Form that is printed anywhere within the Family Module, use Public Family Template.

 

Details:

Template Name	Auto-Populate fields included with Template	Where the form will be printed
Public Appointment Template	Print Date (Current Date) Provider Info: Name, ID, Address Provider Specialist Info: Name, Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed from the Appointment tab under Calendar
Public Needs Template	Print Date (Current Date) Form Due Date Family Info: Name, ID, Address Needs Info: Parent Name, Working/Training Employer Name, Address Family Specialist Info: Name, Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed from the Family Module > Needs tab
Public Family Template	Print Date (Current Date) Family Info: Name, ID, Address Family Specialist Info: Name,  Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed from the Family Module > Doc Print
Public Claim Template	Print Date (Current Date) Claim ID Family Info: Name, Address Provider Info: Name, Address Claim Processor: Name,  Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed from the Claim Module > Doc Print
Public Provider Agreement Terminate Template	Print Date (Current Date) Form Due Date Family Info: Name, ID, Address Provider Info: Name, ID Provider Agreement Info: Start Date, Termination Date, Termination Reason Provider Specialist Info: Name, Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed out with the Provider Agreement Terminate Package
Public Provider Agreement Template	Print Date (Current Date) Form Due Date Family Info: Name, ID, Address Provider Info: Name, ID Provider Agreement Info: Start Date, ID Provider Specialist Info: Name, Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed out with the Provider Agreement Package
Public Provider Template	Print Date (Current Date) Provider Info: Name, ID, Address Provider Specialist Info: Name, Title, Department, Phone, Fax, Email Agency Info: Phone, Address	Printed from the Provider Module > Doc Print

2.1.5.2         “Copy&Create” a new Form Config

After the user determines which Public Template the new Agency Form will be copied from, locate that Public Template Form -> Check mark form selection -> Click to Modify button

 

 

System will open that specific Public Template Form’s configuration window -> Select to Copy & Create button.

This will copy the source code from the Public Templates over to the new form, enter the new Form Code & Name -> Click Save

 

 

Upon user click to Save -> System will closes that Public Form config window and displays the newly created Form’s config window. Select to the History tab to download the Word template file to edit the template content -> Click to Save & Close the Form config window.

 

User may follow the steps within Section 2.1.4 above of how to edit the Word template content. Once word template is ready, re-open the newly created Form Config window to upload the Word Template -> Save & Close once done.   

 

2.2       Form Packages

By default, MCT sets up certain forms readily in a Package Type. When staff prints a package, forms in that package will automatically be selected. Agency may modify the standard Package Type, accordingly to agency’s requirements, to add or remove out existing forms in a Package Type.   

 

2.2.1          Location

Within the Configuration panel, to find PackageType configuration user may utilize the quick keyword search field -> Double click to open the configuration list

 

2.2.2          Modifying an Existing PackageType

If all the forms included in a PackageType are not applicable to the Agency, user may disable the whole Package.  Locate the PackageType you wish to disable -> Check mark for its selection -> Click to Disable button

 

 

If only certain forms included in a PackageType are not applicable to the Agency, user may select to modify the Package to remove (or add) forms from the Package content. Locate the PackageType you wish to modify -> Check mark for its selection -> Click to Modify button

 

 

System will open that specific Package Type’s configuration window, where:

• Form List Selection: Tree-Listing of all the forms in the system, and any checked forms are those that are included within this PackageType.
• Basic Information: Basic data contains the PackageType Name, Code. User may select to update the Name, but Code # should not be edited.
• LimitationUnit & Limitation: This is the Due Date limit for the Package. If there are forms that are due back to the Agency, for example within due within 9 days of the date agency user send out the package; the configuration number will be 10.
• Category: This depicts which Module (Family/Provider/Claim) the PackageType is printed out from.
• Description & Status: Description of the PackageType, and Status to enable or disable of the PackageType.

User may de-select (or select) forms from the tree list selection to exclude (or include) certain forms from this PackageType -> Click to Save once done.

 

2.2.3          Creating a new Agency PackageType

Besides the standard Packages, Agency may create new PackageType to fits their requirements.  

Within the PackageType configuration list, select to Add

 

 

System will open a new Package Type configuration window -> Fill out the following fields:

• Enter the new Package Type Name & Code
• Select the LimitationUnit and Limitation days if there are forms due back to the agency
• Select the *Category which is where the Package is printed from, either the Family, Provider, or Claim Module.

There is additional configuration for this selection, it’ll be Package Category configuration below.

• From the Form List Selection, user may utilize the Search option to find whichever forms to be included in the Package -> Check mark whichever form(s) to be included in the package. Note if there should be new specific agency forms for the PackageType, make sure to create new customized agency forms first (User may follow the steps within Section 2.1.5 above)

 

After a new Package Type has been added, user will also need to configure the Package Category, to match the *Category that was selected from the Package Type configuration. To do so, within the Configuration panel, to find Package Category configuration user may utilize the quick keyword search field -> Double click to open the configuration list -> Select to Add

 

 

System will open a new Package Type configuration window -> Fill out the following fields:

• Enter the new PackageCode
• Enter the new Package Category Name
• From the drop down menu, locate and select the PackageType that you created just earlier
• From the Entity Type drop down menu, specify the Entity Type. This should match to the *Category that was selected for the PackageType configuration earlier
• Click to Save once done

 

 

2.3       FAQ

2.3.1          How to add auto-populated fields onto the Word Template?

User may add auto populated field(s) onto the Word Template ONLY IF its parameter is readily available under the form data source codes. Otherwise agency user may request to MCT to add the parameters into the source code, and such request maybe billable.

 

Example below Word template has auto populated fields for Family Parent’s Name and Family Address.

If user would like the Family ID to be auto-populated, will need to locate and verify if the actual parameter is available back in the Form Configuration window.

 

 

• Open the Form Configuration window -> go to DataSet. Reminder that all information within this tab should NOT be edited.

• Expand the Parameter Field, check if the Family ID is available under the list. If yes, user may add it into the Word Template.

 

 

• Since for the parameter is available, user may add it into the Word Template
• Parameter format within the Word file is «TableName.ParameterName»

 

 

• If user copy the brackets from the other parameter, make sure to verify the actual field content. Right click the field -> select to Edit Field -> Update Field Name if not correct -> Click OK