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Description: In this topic you , the user will learn how to create Absence Absent Entries and use the Absentee Report. Create an absence entry if If an individual is absent or attends only a partial day at a residential or parenting program, create an absence entry.
*Please note: Absence entries are approved when the attendance is approved. DCI will allow a user to create an An attendance entry can be created for a date for which an absent entry already exists. DCI will not allow a user to create an attendance entry for a date for which an attendance entry already exists that already has an absence entry. An attendance entry cannot be created for a date that already has an attendance entry.
Role Required: SuperuserSuper User, Supervisor
Permission Required: Residential Program Admin, Parenting Program Admin
Create an Absence Entry
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Log in to
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personal profile
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Click Home on the main menu
Click
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Residential
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Programs or Parenting
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Programs on the submenu
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Use the filters to search for the program and click Search
Click anywhere in the program row to open the details page
Optionally use the filters by entering criteria and select Search. The table below the search box will update based on search criteria
Click Actions
Select New Entry from the
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drop-down menu
Complete
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the Add New Entry form wizard
Entry Type: Select Absent
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from the drop-down
Program Name: The residential or parenting p
rogram name will auto-populate
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Account Type: The account type will
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auto-populate
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Enter the Client Name
Client: Type and select the client's name
Service Code Check
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Select the Check Out time
For partial days, select the time the client checked out and then add the time they checked back in
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Select a reason for the absence or partial visit
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Optional – add notes or attachments as required by your program
box: Select the checkbox for the service code
Check Out: Select the date and time the client left the program
Check In: Select the date and time the client checked back in to the program
Reason: Select a reason for the absence from the drop-down menu
Note (optional): Add a note if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
Click Save and Yes to confirm
Create an Absence Entry from the Program Profile
Log
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Select Save
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Select Yes in the confirmation alert window to submit the entry
Create Absence Entries from the Residential or Parenting Program Profile:
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in to the Residential or Parenting Program profile
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Click Home on the main menu
Click Clients on the submenu
Click Actions
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Select New Absent from the
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drop-down menu
Complete the New Absent form wizard
Client: Type and select the client's name
Service Code Checkbox: Select the checkbox for the service code
Check Out: Select the date and time the client left the program
Check In: Select the date and time the client checked back in to the program
Reason: Select a reason for the absence from the drop-down menu
Note (optional): Add a note if required by the program
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program
Click Save
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and Yes
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to confirm
Absentee Report
The Residential and Parenting Absentee Report will shows the Check Out and Check In times for theses absences and partial days. The Absentee Reports contain along with the reason for the absence or partial day.
Log in to your personal profile
Click Reports on the Main Menumain menu
Click COA Reports on the submenu to open flyout menu
SelectClick the Residential Absentee Report or Parenting Absentee Report in from the flyout menu
Enter desired criteria into the filters (i.e. check out date, check in date), click theand click Search button
The records will display in the table below the filters
Click Download button
Select the column(s) to be displayed on the report
Select to open the Download Report Wizard
Click the right
trianglearrow
button to add a column to the Selected Columns
Select Click the double right
triangle arrows >>
button to add all columns to the Selected Columns
Select Click the left
trianglearrow
button to remove the column from the Selected Columns
Select Click the double left
triangle arrows <<
button to remove all columns from the Selected Columns
Click Next
Select the format to download the report by clicking the Format dropdown
Formats are: Format options include Excel, PDF, CSV,
Tab delimitedand Tab Delimited
Select Portrait or Landscape from the drop-down menu for the PDF
PDFs have a
10 ten column limitation
for report downloadsSelect the Layout from the dropdown
Layouts are: Portrait or Landscape
Select Download
Optional - click the Save as Report Preference Checkbox if you would like to save this report preference in the futureIf PDF is selected, the Orientation field will open
Select the column(s) to be displayed on the report
Click Next
Select the format in which to download the report by clicking the Format drop-down
Optional - Click the Save as Report Download Preference checkbox to save the report preference
Click Download
Import Residential Program Attendance Entries
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If absences absence entries are entered into the system, the system attendance entries will not generate attendance entries be generated for that day. Use the import Residential Program Attendance Entries Import toto import for dates with absence entries. To learn how to import See the section entitled Residential Program Attendance Entries , see the “Admin Guide - Import Module” in the Help Center.
The fields needed for import:
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AccountID
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EntryReference
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StartDate
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in the SP (or FI) Admin Guide: Import Formats article for details.
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