CMS Q&A Archive

Initial Content:

  • What is a CMS Admin?
    • The CMS Administrator is the initial point of contact, within a conference, for CMS users.  The CMS Admin is responsible for maintaining the CMS users and role assignments. You can also find other helpful definitions/jargon in the “CMS Definitions” document on the CMS Support page in the OTHER HELPFUL DOCUMENTATION section.
  • What is the Change Client button on CMS Intake?
    • This button should typically be avoided.
    • It is NOT used to update client data if you have made changes while entering a case.  Never use that button to update if you have made changes.
    • Intentionally changing to another client in mid-flow or accidentally hitting that button and continuing can result in you adding assistance to the wrong neighbor record in CMS with no way to easily remediate the error.
  • When is a merge request necessary?
    • A merge request is necessary, if and only if, there are multiple client records in CMS for the same neighbor.
    • It is NOT necessary if you are changing the neighbors profile information while inside of a new case.
    • Cases are NOT merged, only client records.  Please see the CMS Simplified Architecture document in the OTHER HELPFUL DOCUMENTATION section of the CMS Support page.
    • There are some related merge request training videos already existing for your reference as well.
  • How should I handle Holiday Programs like Thanksgiving or Christmas?
    • CMS has existing functionality for tracking holiday programs.
    • There are 4 detailed training videos which explain how it is used and they are on the CMS Support page under the Holiday Programs section.
    • The holiday worksheets available also contain household member information.
    • Note that assistance entered as a Holiday Program does not get tracked as part of normal assistance nor does it get tracked as part of conference revenue/expense information so that may impact your decision to utilize that functionality.
  • Why do I sometimes see a neighbor with their own client record and as a household member?
    • This is typically caused by not properly identifying someone when a new case is performed.  I.E., it is a user error at data entry.
    • An individual should NEVER be a client record (head of household) and a household member under another client record at the same time.
    • An individual should NEVER be listed as a household member under their own client record.
  • Is spelling important?
    • Yes, correct spelling is VERY important and critical to properly identifying neighbors in CMS.
    • CMS users should always double-check spelling on all names and addresses that are entered.
    • If you are not clear on the spelling, don’t “wing it”, but ask the neighbor to spell things for you so it is correct.
    • Don’t forget capitalization of names and addresses.
    • Don’t abbreviate city names.  E.G.  Cinti, Cincy, etc. are not valid but Cincinnati is.
  • Is my own CMS profile information important?
    • Yes, all of the fields in your CMS profile are important and some are required.
    • If you are under 40 years of age, you should supply your DOB and CMS will change you to 40+ when that birthday is reached.
    • Your SVDP Anniversary date should also be supplied on your profile.
    • Your email address is significantly important as it allows CMS to provide you with needed notifications.
    • You can edit your profile information by clicking the My Profile button and then the Edit button to make changes.
  • How do I find information for other members in my conference?
    • Search > Contact Information > click search button and get all members in a list
    • Search > Contact Information > enter first and/or last name > click search button and get results.
  • How do I enter vouchers and what information is necessary?
    • Please see the training video titled, “CMS Training: How to Add SVDP Vouchers”
  • When should I close my monthly Check Register?
    • Your check register should be closed for any particular month as soon as possible.
    • Make sure that you’ve done a proper reconciliation and verified the amounts for correctness before closing.
  • Will CMS create a quarterly financial report for me?
    • Yes, see the training video titled “CMS Training: Create a Quarterly Report”
  • What is the “Volunteer Tasks” tab for on my profile?
    • This allows you to enter all of your SVDP volunteer time that is NOT CMS case specific, since the CMS Case collects that information.
    • All volunteer time should be entered for all conference members so that there is proper summation for the conference into the monthly, quarterly, and annual reports in CMS.
    • See the following training videos: “CMS Training: How to Add Your Volunteer Time” and “CMS Training: Entering Volunteer Time for Other Conference Members”
  • How do you cancel a neighbor in CMS?
    • Once a neighbor has a client record, they cannot be “canceled”
    • A CMS Case can be canceled during the inquiry part of the case workflow.  In that instance the case is deleted.  Otherwise it is not able to be canceled and the Cancel button disappears, replaced by the Close Case button.
  • Conference Vendors
    • The Treasurer is responsible for reviewing any new vendors that are added by caseworkers and should add these vendors to the vendor list as applicable.