Enquiries
Enquiries is accessed by selecting Enquiries | Enquiry from the Focus menuFocus menu. On first opening the focus, it allows you to search for an existing Enquirer or Person record using Search for Enquirer. Alternatively, for an anonymous Enquirer, check the Anonymous Enquirer checkbox.
Feedback forms can be defined by selecting Enquiries | Configure Feedback Form Enquiry from the Focus menuFocus menu. It is available to users with permission to configure feedback.
User Group Permissions is accessed via the Tools | Permissions menu. All User Groups are defined and populated in One.
- Feature PanelsFeature Panels
Surrounding the Home Page are various feature panels which provide additional functionality. These are labelled: Offline Work in ProgressOffline Work in Progress, Links, Quick Reports and Help. You can switch the feature panels on/off by clicking the Show/Hide button at the top of the page. The Show/Hide button includes drop-down options allowing you to customise the desktop by selecting the feature panels you wish to show.
The size of each panel can be adjusted by hovering the mouse on an outside edge of the panel, when the cursor changes shape, "click and drag" to the required size.
The Links feature panel displays hyperlinks to additional functionality related to your current activity.
The Quick Reports feature panel uses Word Templates, in XML format, which can be run to extract data through individual pages or exemplars. This functionality is used to produce Feedback Forms.
- HelpHelp
The Help feature panel gives access to System Help, My Help and Contents.
When the System Help icon is clicked a split panel is displayed. This shows form help and, where applicable, field level help.
The primary purpose of My Help is to enable you to enter your own user notes. Some areas will already be populated with information but you can delete, add to or edit the text.
The My Help notes are overwritten by the .rtfs on the server with the next version upgrade.
Selecting the Contents icon will display the System Help contents' hierarchy in a tree-view style. Clicking a topic from here will display that topic in the Help panel.
For larger topics the size of the Help panel can be increased by hovering the mouse on the upper edge of the panel; when the cursor changes shape use the left mouse button to "click and drag" to the required size.
- Feedback FormsFeedback Forms
Form Definition
Form Definition is opened from the Form Definition Enquiry page, allowing you to view an existing form or to define a new Feedback Form.
Form Details
The Form Details panel shows details of the selected form in outline. These details are: Title, Subtitle, Form Definition Code and Effective Date. These details can be updated and then click on Save.
When a new form is defined it must have a Title, Form Definition Code and Effective DateEffective Date, BEFORE it can be saved. The Form Questions must then be defined.
Form Questions
The Form Questions panel consists of the Question Selector, a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane will list all questions available for selection. Alternatively the facility is available to define your own questions by clicking the Actions menu and select Create New Question. This will open the Question Definition page.
The layout for a form is a series of Question GroupsQuestion Groups into which related questions are added, these constitute the form.
The other Actions that can be selected are Add Questions to Form which requires you to select a Group in the left pane or Add Question to New Group on Form which opens the New Group window to define the Question Group.
Each question can be moved Up or Down by clicking the respective icon at the top of the left pane of the Question Selector.
Click on Save to save the form definition.
Question Definition
The Question Definition page is part of Early Years Enquiries | Configure Feedback and can be accessed via the Question Definition Enquiry page or the Form Definition page.
To add new questions this page must be accessed via the Form Definition page by clicking the Actions menu icon and selecting Create New Question.
When defining a Question it must have a Question Code, Description and Data Type before it can be saved.
The Data TypeData Type must be selected from the drop-down list. The Data Type associated with each question dictates how it will be displayed for data entry and the data formatformat.
Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.
The Questions Restrictions panel allows you to apply constraints and attributes if appropriate. It allows you to define a maximum character length of the answer; this must include all characters and spaces. Check the boxes appropriately to indicate if you wish the text in a Text Data Type question box to be spell checked or if the answer is Mandatory. An answer is Constrained when the system will only allow the answer to be a specific format, eg a date in dd/mm/yyyy format, Yes/No, an integer, or if there are defined constraints where you can only choose from a drop-down list of items.
When the question has been saved, it will then be added to the existing bank of questions available in the Form Definition.
Contraint List
If the question is constrained, the Constraint List box allows you to enter items that will be displayed on the form as a drop-down list. Such items should be entered as a list by using the Return key, for example,
Yes
NoWhen constructing a constrained list ensure that the field length is set to be at least one character greater than the longest option within the list. If you don’t do this an error message will appear: <question> is greater than the maximum permitted of <character length>.
Using Quick Reports
Use the Quick Reports functionality to create a template for the Feedback Form. Click Action and New to select Template from Blank Report. Give the template a name and click OK. The template will now be listed under Quick Reports.
Now add the required data fields to the template using Copy and Paste. To do this, open the template from the list and click on Preview Feedback. Click on Data to open the Data Selection box. Click on a data item in the Data Selection box and then click Copy. Paste the data item into the template by using Control + V or by selecting Paste from the Edit menu. After pasting in all of the required data fields, save the template.
You can now Run the report to produce the Feedback Form. To do this, select the template and click on Run. This allows you to run the report with merge fields in Word or as a PDF. The report can then be saved.
- Drag and Drop Menu ItemsDrag and Drop Menu Items
Use “drag and drop” to create shortcut menu items by clicking on a menu item and dragging it to the top of the page.
- Workflow MessagesWorkflow Messages
The Workflow panel displays all Workflow messages for reminders and followup which are either assigned to you personally or which have been assigned to a Post of which you are a member. The list will show the Subject, the Due date, by whom and when it was Assigned and the related Message.
The list will be split to identify items Not Due, items Due Today and items Overdue.
Click on the Subject or the Message link to view the Previous Enquiry Details panel.
Any message in the list can be deleted by clicking the adjacent Delete icon. Alternatively, if you wish to delete multiple messages you can tick the box at the beginning of each row for each message to be deleted and then click the Delete icon at the top of My Workflow Messages.
- Previous Enquiry DetailsPrevious Enquiry Details
Previous Enquiry Details are displayed when the Add Enquiry or Edit Enquiry button is clicked on the Previous Enquiry List.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs. UDF Management can also be found in Tools | Administration.
Enquiry Details
An Enquiry must be saved for this Enquirer before any additional searches can be made. An Enquiry is automatically generated with an Enquiry Type of General Enquiry.
Most information on this panel is read only: Enquiry Date/Time, Enquiry ReferenceEnquiry Reference, Enquiry TypeEnquiry Type, Received By and FollowUp Status. Feedback Sent Date and Feedback Supplied Date.
Enquiry Details and. Enquired As Details are free text fields for general information about the Enquiry. Click on Save to save the Enquiry.
The Send/Save Feedback link is available in the Links panel. Click on this link to either send a Feedback Form to the Enquirer or save the Feedback from the Enquirer.
Enquired As
This panel enables you to record one or more Enquirer Types for this Enquiry. Click Add to open the Enquirer Type lookup. Select one or more Enquirer Types. These are stored on Lookup Table ID 0623. To remove any that you don’t require, highlight and click Remove. Save changes by clicking on Save at the top of the screen.
Where Heard About FIS
This panel enables you to record one or more Sources for this Enquiry. Click Add to open the Source lookup. Select one or more Source. These are stored on Lookup Table ID 0806. To remove any that you don’t require, highlight and click Remove. Save changes by clicking on Save at the top of the screen.
Enquiry Subject
This panel enables you to select one or more Subjects for this Enquiry. Click Add to open the Enquiry Subject lookup. Select one or more Enquiry Subject. These are stored on Lookup Table ID 0855. To remove any that you don’t require, highlight and click Remove. Save changes by clicking on Save at the top of the screen.
Enquiry Search List
To do a new search, click on Add. This will open the Additional Enquiry Searches page to either Search for Provision, Search for Job Vacancies or Search for Training.
You will only be able to do a search after you have saved the Enquiry Details.
Use this panel to view a list of Enquiry requests made for the selected Enquiry. To re-run the search, highlight it and click on Re-run. The relevant search panel (Childcare Provision, Training or Vacancies) will be displayed allowing details to be changed if required and a new search to be performed.
Double click on an item in the list to open the Action Taken Details dialog and record the Contact method, Information Type, Sent DateSent Date and Comments about the action taken in respect of this enquiry. Click on Save & Close to save the Action Taken Details.
Enquiry Followup List
This panel displays the list of Followups for the selected Enquiry. To update double click on the required item or click on Followup to Add Followup Details. The Enquiry Followup List consists of the name of the Referred By, the Followup Date, the Assign To, Followup Status and Completed Date.
Manage Documents
This panel is used to linkdocuments to an Enquiry.Documents can be added or removed from the list using the New and Delete buttons. Select a document and click Open to open it. Click Refresh to refresh the document list.
Click Save at the top of the screen to save changes to the list of documents and link them to this Enquiry.
- Search for ProvisionSearch for Provision
Search for Provision is used to find service providers meeting the enquirer’s childcare requirements. The enquirer name and Enquiry Reference number are displayed after the page title. Enter the criteria on each panel and then click the Search button. The providers that match these requirements will be displayed on the Search Results panel.
Enquirer's Child Details
The Enquirer’s Child Details will be already completed if the Enquirer has done a previous search and this information is recorded. Otherwise, enter the Number of Children that require childcare. Click on the Add button to enter the details for each child or click the Remove button to delete the highlighted child details: Date of BirthDate of Birth, AgeAge, Children with SENChildren with SEN, Childcare Start DateChildcare Start Date and Reason for ChildcareReason for Childcare.
Required Provision Criteria
Enter the criteria that the Enquirer has for the Provision: Provider NameProvider Name, Post CodePost Code, StatusStatus, RegisteredRegistered, Age From and ToAge From and To, Provider with available places (checkbox).
Service Type, Service Coverage, KeywordsKeywords, Opening Times, Area, Locality, Ward, School Pickups, FacilityFacility, LanguageLanguage and Special NeedsSpecial Needs should be selected by clicking on thebrowse button to open the Selector.
Using the Selector
In each selector, find the required entry by using Looking For and entering the first character(s) of the description. Select the check box next to the required entry or entries. Alternatively, Click on the Select All button to select all entries in the list. Click the Clear All button to deselect all check boxes. Click the OK and Close button to return to the previous panel with the required entries selected.
Service Coverage
Service Coverage can be used to filter the services based on the Authority-wide flag which is set in the Service Provision Details panel of the Maintain Service Provision screen.
It has the same values, All, Authority-wide, or Not Authority-wide, with the following results.
- All includes any service with Authority-wide flagged as false which is within the distance specified of address 1 or address 2 as well as all services with Authority-wide flagged as true regardless of the distance from the specified addresses
- Authority-wide includes only services with Authority-wide flagged as true regardless of the distance from the specified addresses
- Not Authority-wide includes only services with Authority-wide flagged as False which are within the distance specified of address 1 or address 2
The Authority-wide field displays a value Yes or No in the results list.
Required Address
This panel is only enabled if the Local Authority has GIS mapping and routing functionality installed and if at least one address has a valid location (Northing and Easting) recorded. The information will be used to find Providers within the required area:
- Address1 will default to the enquirer’s home address if known
- Address2 will initially be blank
- Distance to Search (Miles) must be entered
If only one address is entered, Providers that are within the specified distance from that location will be displayed. If two addresses are entered, Providers that are within the specified distance of the straight line joining the two address locations will be displayed.
Search Results List and Map
When the Search button is clicked, the number of matched Providers found is displayed on the bottom left. Each Provider that meets the criteria entered on the previous panels is shown in the Search Results List. If a search on GIS using the address information is included, the Search Results include a Map with matching Providers plotted as pinpoints on the map. In order to view the Map, click the View on Map button. Click on a Provider (pinpoint) to open the Maintain Service Provision page.
The Search Results List shows details of each Service Provision. The Contact details displayed are those entered on the Public Contact panel in Maintain Service Provision according to the Contact Publishing check boxes. The Provider Name, Contact, Telephone Number, Email Address, Contact Address, Registration Type, Area, Locality, Fastest Dist - Enquirer Addr1 and Addr2Fastest Dist - Enquirer Addr1 and Addr2, Fastest Walking Time - Enquirer Addr1 and Addr2Fastest Walking Time - Enquirer Addr1 and Addr2, Fastest Drive Time - Enquirer Addr1 and Addr2Fastest Drive Time - Enquirer Addr1 and Addr2, Shortest Dist - Enquirer Addr1 and Addr2Shortest Dist - Enquirer Addr1 and Addr2, Shortest Walk Time - Enquirer Addr1 and Addr2, Shortest Drive Time - Enquirer Addr1 and Addr2 may be displayed.
A check box is displayed to the left of each Provision. This check box is to support the FIS Brokerage requirements. You can select each Provision record to view and update (if permissions allow) the details of the Provision, including Vacancy Information. Highlight the record and click the Open in New Window button.
Click Next and Previous to move through the records in the list.
Providers List
The Providers List can be printed or emailed to the Enquirer. In the Quick Reports panel select the required report and click the down arrow to Run the report as a Word document, PDF or to email. Save the report.
Click the Send Enquiry Feedback link to open the Feedback Form and add feedback received.
To view more information about one of these Providers either double-click on the record in the browse or highlight it and click the Open in New Window button to display the Maintain Service Provision page.
Action and Followup
Click the Action button at the top of the page to open the Add Action Taken Details dialog and record the Contact Method, Information Type, Sent Date and Comments about the action taken in respect of this enquiry. Click the Save & Close button to save the Action Taken Details. You will be prompted to record action taken before closing the Search for Provision page.
If any follow up is required, click the Followup button to open the Add Followup Details dialog and record the Referred By, Status, Comments, Assign To (a System User or a Post), Followup Date and Completed Date. Click the OK button to save the follow up details.
- Search for Provision
Search for Provision is used to find service providers meeting the enquirer’s childcare requirements. The enquirer name and Enquiry Reference number are displayed after the page title. Enter the criteria on each panel and then click the Search button. The providers that match these requirements will be displayed on the Search Results panel.- Enquirer’s Child DetailsEnquirer’s Child Details
The Enquirer’s Child Details will be already completed if the Enquirer has done a previous search and this information is recorded. Otherwise, enter the Number of Children that require childcare. Click on the Add button to enter the details for each child or click the Remove button to delete the highlighted child details: Date of BirthDate of Birth, AgeAge, Children with SENChildren with SEN, Childcare Start DateChildcare Start Date and Reason for ChildcareReason for Childcare.
- Required Provision CriteriaRequired Provision Criteria
Enter the criteria that the Enquirer has for the Provision: Provider NameProvider Name, Post CodePost Code, StatusStatus, RegisteredRegistered, Age From and ToAge From and To, Provider with available places (checkbox).
Service Type, Service Coverage, KeywordsKeywords, Opening Times, Area, Locality, Ward, School Pickups, FacilityFacility, LanguageLanguage and Special NeedsSpecial Needs should be selected by clicking on thebrowse button to open the Selector.
Using the Selector
In each selector, find the required entry by using Looking For and entering the first character(s) of the description. Select the check box next to the required entry or entries. Alternatively, Click on the Select All button to select all entries in the list. Click the Clear All button to deselect all check boxes. Click the OK and Close button to return to the previous panel with the required entries selected.
Service Coverage
Service Coverage can be used to filter the services based on the Authority-wide flag which is set in the Service Provision Details panel of the Maintain Service Provision screen.
It has the same values, All, Authority-wide, or Not Authority-wide, with the following results.
- All includes any service with Authority-wide flagged as false which is within the distance specified of address 1 or address 2 as well as all services with Authority-wide flagged as true regardless of the distance from the specified addresses
- Authority-wide includes only services with Authority-wide flagged as true regardless of the distance from the specified addresses
- Not Authority-wide includes only services with Authority-wide flagged as False which are within the distance specified of address 1 or address 2
The Authority-wide field displays a value Yes or No in the results list.
- Required AddressRequired Address
This panel is only enabled if the Local Authority has GIS mapping and routing functionality installed and if at least one address has a valid location (Northing and Easting) recorded. The information will be used to find Providers within the required area:
- Address1 will default to the enquirer’s home address if known
- Address2 will initially be blank
- Distance to Search (Miles) must be entered
If only one address is entered, Providers that are within the specified distance from that location will be displayed. If two addresses are entered, Providers that are within the specified distance of the straight line joining the two address locations will be displayed.
- Search Results List and MapSearch Results List and Map
When the Search button is clicked, the number of matched Providers found is displayed on the bottom left. Each Provider that meets the criteria entered on the previous panels is shown in the Search Results List. If a search on GIS using the address information is included, the Search Results include a Map with matching Providers plotted as pinpoints on the map. In order to view the Map, click the View on Map button. Click on a Provider (pinpoint) to open the Maintain Service Provision page.
The Search Results List shows details of each Service Provision. The Contact details displayed are those entered on the Public Contact panel in Maintain Service Provision according to the Contact Publishing check boxes. The Provider Name, Contact, Telephone Number, Email Address, Contact Address, Registration Type, Area, Locality, Fastest Dist - Enquirer Addr1 and Addr2Fastest Dist - Enquirer Addr1 and Addr2, Fastest Walking Time - Enquirer Addr1 and Addr2Fastest Walking Time - Enquirer Addr1 and Addr2, Fastest Drive Time - Enquirer Addr1 and Addr2Fastest Drive Time - Enquirer Addr1 and Addr2, Shortest Dist - Enquirer Addr1 and Addr2Shortest Dist - Enquirer Addr1 and Addr2, Shortest Walk Time - Enquirer Addr1 and Addr2, Shortest Drive Time - Enquirer Addr1 and Addr2 may be displayed.
A check box is displayed to the left of each Provision. This check box is to support the FIS Brokerage requirements. You can select each Provision record to view and update (if permissions allow) the details of the Provision, including Vacancy Information. Highlight the record and click the Open in New Window button.
Click Next and Previous to move through the records in the list.
- Providers ListProviders List
The Providers List can be printed or emailed to the Enquirer. In the Quick Reports panel select the required report and click the down arrow to Run the report as a Word document, PDF or to email. Save the report.
Click the Send Enquiry Feedback link to open the Feedback Form and add feedback received.
To view more information about one of these Providers either double-click on the record in the browse or highlight it and click the Open in New Window button to display the Maintain Service Provision page.
- Action and FollowupAction and Followup
Click the Action button at the top of the page to open the Add Action Taken Details dialog and record the Contact Method, Information Type, Sent Date and Comments about the action taken in respect of this enquiry. Click the Save & Close button to save the Action Taken Details. You will be prompted to record action taken before closing the Search for Provision page.
If any follow up is required, click the Followup button to open the Add Followup Details dialog and record the Referred By, Status, Comments, Assign To (a System User or a Post), Followup Date and Completed Date. Click the OK button to save the follow up details.
- Enquirer’s Child DetailsEnquirer’s Child Details
- Search for Job VacanciesSearch for Job Vacancies
Search for Job Vacancies is used when an Enquirer wants information about employment vacancies at Providers. It is accessed by selecting a Search Type of Search for Job Vacancies from the Additional Enquiry Searches page.
Additional Information About Enquirer
This panel is used to record optional additional information about the person making the enquiry: Current Qualification/sCurrent Qualification/s, ExperienceExperience, InIn, Current StatusCurrent Status, Length of Current Employment/UnemploymentLength of Current Employment/Unemployment, Date Available and Training Level.
Search for Job Vacancies
This panel is used to enter the criteria that the Enquirer has for the suitable vacancy.
The Area or Locality may be selected by clicking on the browse. Find the required entry by using Looking For to enter the first character(s) of the description required. Check the box next to the required entry or entries. Alternatively, Click on Select All to select all entries in the list. Clear All can be used to uncheck all boxes. Click on OK and Close to return to the previous panel with the required entry selected.
The remaining fields are optional: Early Education TypeEarly Education Type, Type of EmploymentType of Employment, Childcare and PlayworkChildcare and Playwork, Community WorkCommunity Work, Support ServicesSupport Services and Age Group should be selected from the appropriate Selector by clicking on the browse.
Childcare Tutor/Trainer should be checked if relevant to this Enquirer. Salary Type and Min Salary are optional.
After entering all your criteria click onSearch.
Any vacancies that match the criteria entered will be displayed in the browse. To view these you may collapse the Search for Vacancy panel by clicking the iconicon.
For each vacancy, the Setting Name, Area, Locality, Contact Number, Contact, Employment Type, Salary, Start Date and Job Title is displayed.
Click on Next and Previous to move through the records in the browse.
Provider Vacancies Search Results List
A report of the Job Vacancies listed can be printed or emailed to the Enquirer. In the Quick Reports panel select the Vacancies List report and click on the down arrow to run the report as a Word document, PDF or to run and email.
To view the Vacancy Details for one of these vacancies either double-click on the record in the browse or highlight it and click on Open or Open in New Window.
You will be prompted to enter Action Taken when you close the enquiry.
Click on the Send Enquiry Feedback link to send a Feedback Form or save the feedback received.
Vacancy Details
Vacancy Details gives view-only information about the Job Vacancy selected from the Search for Vacancy.
Provider Job Vacancy Details
This panel is used to display the main details about this Job Vacancy, Provider Name, URN, Area, Locality, Contact, Contact Number, Job Title and Job Description, Employment Type, Experience, Age Group, Salary and Start Date.
Job Category
The Job Category panel displays further information about the Job Vacancy: Early Education Type, Childcare and Playgroup category, Community Work, Support Services and Childcare Tutor/Trainer checkbox.
Action and Followup
Click on Action to open the Add Action Taken Details dialog and record the Contact method, Information Type, Sent Date and Comments about the action taken in respect of this Enquiry. Otherwise you will be prompted to enter this information when you close the Enquiry. Click on Save and Close to save the Action Taken Details.
If any follow up is required, click on Followup to open the Add Followup Details dialog and record the Refered By, Date and Time, Assign To, Status, Completion and Comments. Click on Save to save the Followup Details.
Provider Job Vacancy Details Report
Details of this job vacancy can be printed to send to the Enquirer or emailed. In the Quick Reports panel select the Vacancies Details Report and click on the down arrow to run the report as a Word document, PDF or to run and email.
- Search for TrainingSearch for Training
Search for Training is used when an Enquirer wants information about available training courses. It is accessed by selecting a Search Type of Search for Training from the Additional Enquiry Searches page..
Additional Information about Enquirer
The Enquirer’s Current Qualification(s) and Date Obtained can be recorded. Click on the Add button to add a new qualification or Remove button to delete one.
Training Search Criteria
This panel is used to enter the Enquirer’s training needs in order to search for a suitable training course. Select one or more of the following search criteria by clicking on the browse to open the Search: Qualification, Curriculum Area, Venue, County, Group, Phase and Funding Source. Find the required entry by using Looking For to enter the first character(s) of the description required. Check the box next to the requred entry or entries. Alternatively, Click on Select All to select all entries in the list. Clear All can be used to uncheck all boxes. Click on OK and Close to return to the previous panel with the required entry selected.
Start Date and Free to SubscribersFree to Subscribers are optional search criteria.
Enter the required information and then click on Search. The number of matching courses found will be displayed at the bottom and the details will be displayed in the Search Results list. To view these you may collapse the Search for Training panel by clicking the iconicon. This may be set to Automatically CollapseAutomatically Collapse.
For each training course, the Course Title, Start Date, End Date, Application Closing Date, Places Available, Course Venue, County and Qualification is displayed.
Click on Next and Previous to move through the records in the list.
Training Search Result List
A report of the Training Courses listed can be printed or emailed to the Enquirer. In the Quick Reports panel select the Training List report and click on the down arrow to run the report as a Word document, PDF or to run and email.
To view the Training Details of one of these courses either double-click on the record in the browse or highlight it and click on Open or Open in New Window.
Action and Followup
Click on Action to open the Add Action Taken Details dialog and record the Contact method, Information Type, Sent Date and Comments about the action taken in respect of this enquiry. Click on Save and Close to save the Action Taken Details. Otherwise you will be prompted to enter this information when you close the enquiry.
If any follow up is required, click on Followup to open the Add Followup Details dialog and record the Refered By, Date and Time, Assign To, Status, Completion and Comments. Click on Save to save the Followup Details.
Click on the Send Enquiry Feedback link to send a Feedback Form or save the feedback received.
Training Details
The Training Details of the selected course. The information is displayed in panels and you can move through each panel by clicking Previous or Next instead of scrolling down the page. Clicking the Wizard enables you to show one panel at a time. After clicking on the Wizard you can then select an individual panel from the drop-down or move through the panels by clicking Previous or Next at the bottom. Click the Wizard icon again to return to a scrollable form.
Training Course Details
This panel displays further details of the training course selected on the Search for Training panel. The information displayed is Course Title, Course Code, Start Date, End Date, Application Closing Date, Places Available, Course Venue, County, Course Leader(s), Qualification, Group, Phase, Curriculum Area.
Fee Details
This panel is used to view details about the training course fees. The Funding Source, Free to Subscribers checkbox, Standard Fee and Discounted Fee are displayed.
Sessions
The Sessions panel shows the training sessions that make up the course: Title, Date, Start and End Times, Venue and Venue Room for each session are displayed.
Training Details Report
Details of this training course can be printed to send to the Enquirer or emailed. In the Quick Reports panel select the Training Details Report and click on the down arrow to run the report as a Word document, PDF or to run and email.
- User MessagesUser Messages
User messages including validation error messages are displayed at the bottom of the page beneath the panels.
- Add Followup DetailsAdd Followup Details
The Followup Details consist of the user name of the Referred By System User, Followup Status, Comments, Assign ToAssign To, Followup Date/TimeFollowup Date/Time, and Completion DateCompletion Date.
Followup may be assigned to another team member by selecting a name or post from the Assign To lookup and clicking on Save. Workflow messages are displayed on the Home Page.
Search for Enquirer
The Enquiries Focus opens with the Search for Enquirer panel which allows you to find an existing Enquirer or Person record. If the Enquirer is anonymous, check the Anonymous Enquiry checkbox. In this case the Name, Age range, Gender, Enquirer Reference and Postcode will not be available. However, if they have made a previous enquiry, you can use the Enquiry Reference or Enquiry Date to find their details.
- Enquirer Search CriteriaEnquirer Search Criteria
If the Enquirer is not anonymous, enter the information that you know about the Enquirer. Enquirer Reference is unique and can be used on its own to search.
If Enquirer Reference is not known you must enter at least two characters of the NameName or at least three characters of the Postcode before clicking on Search. You can check the ‘Sounds Like’ Search checkbox to search for an Enquirer whose name sounds like the name entered. You can also select the Gender if known. I they have made a previous enquiry you can use the Enquiry Reference or Enquiry Date to find their details.
The number of Matched Enquirer records is displayed in the user message at the bottom of the page.
If no matching Enquirer record is found but there is an existing Person matching the criteria the Person record will be displayed in the browse. There will be no Last Enquiry Date or Enquiry Reference if this person has not had a previous enquiry.
If no matching Enquirer or Person record is found the following message is displayed:
“ No Matched Enquirer found“ and the Search criteria should be re-entered (Expand the search panel first if necessary) or click on New to add the new Enquirer Details.
- Enquirer Search ResultsEnquirer Search Results
Matching Enquirer or Person records will be displayed in the results panel. Click on Next and Previous to move through the results. The information consists of Surname, Forename, Date o Birth, Address Line, PostCode, Last Enquiry DateLast Enquiry Date, Last Enquiry ReferenceLast Enquiry Reference.
Highlight the required record to display the selected Enquirer Details beneath the browse. Alternatively double-click on the record in the browse or Open in New Window to open the Enquirer Details in a new window.
Click on New to open a blank Enquirer Details panel to create a new Enquirer from scratch.
- Enquirer DetailsEnquirer Details
Enquirer Details will be blank if a new Enquirer is to be created from scratch.
The Enquirer Details panel is also displayed when a record is highlighted in the Enquirer Search. If the new Enquirer record is to be created from an existing Person record, the Surname, Forename, Gender, Ethnicity Origin, Correspondence Address, Email Address, Telephone Number, Mobile Number and Fax Number will already be completed if known. Surname is mandatory and either Telephone Number, Address or Email must also be entered.
The remaining Enquirer information consists of:
Enquirer TypeEnquirer Type, Enquirer Type Details, Family StructureFamily Structure, Communication PreferenceCommunication Preference, SourceSource, Enquiry SubjectEnquiry Subject, Permission to pass/share dataPermission to pass/share data, Permission to hold data, Advised of Child Tax CreditAdvised of Child Tax Credit, Advised of Working Tax CreditAdvised of Working Tax Credit, Where heard about FIS and Enquirer ReferenceEnquirer Reference.
Click on Save to save the new details. A message will be displayed beneath the panel to inform you whether the Enquirer record has been saved successfully or if there are errors with any of the information entered.
If the Enquirer is linked to a Person record, a link is available in the Links Panel to Communication Log.
Clicking the Data Panels icon opens the View/Hide Data Panels dialog. The purpose of this dialog is to give you the option to hide panels (via Groups) which are infrequently used. It is not a security measure as data is delivered to the panel and not restricted.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Previous Enquiry List
The list of previous Enquiries will be blank if this is a new Enquirer.
Otherwise, it consists of Enquiry Date/Time, Enquiry ReferenceEnquiry Reference, Enquiry TypeEnquiry Type, Received ByReceived By, Follow Up StatusFollow Up Status, Feedback Sent Date, Feedback Supplied Date.
To make a new Enquiry
Click Add to open the Previous Enquiry Details panel for this Enquirer. You will need to save the Enquirer Details first. In thiscase the Enquiry Type will default to General Enquiry.
To edit an Enquiry
Highlight an Enquiryin the list and click Edit to open the Previous Enquiry Details panel.
To Add Followup Details for an enquiry, highlight the Enquiry in the list and click on Add Followup.
Form Definition Enquiry
Form Definition Enquiry is accessed by selecting Enquiries | Configure Feedback Form Enquiry from the Focus menuFocus menu. It is available to users with permission to configure feedback.
This page allows you to search for a particular Feedback Form by entering the Form Definition Code or selecting the Effective Date and clicking Search or pressing your ENTER key. Alternatively just clicking Search will return a list of available forms.
Clicking Open will display the selected form in the lower panel or a better option is to click Open in New Window. This will open a Form Details window set up for the selected form.
Clicking New will open a blank Form Definition page for you to define a new form.
- Form DefinitionForm Definition
Form Definition is opened from the Form Definition Enquiry page, allowing you to view an existing form or to define a new Feedback Form.
- Form DetailsForm Details
The Form Details panel shows details of the selected form in outline. These details are: Title, Subtitle, Form Definition Code and Effective Date. These details can be updated and then click on Save.
When a new form is defined it must have a Title, Form Definition Code and Effective DateEffective Date, BEFORE it can be saved. The Form Questions must then be defined.
- Form QuestionsForm Questions
The Form Questions panel consists of the Question Selector, a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane will list all questions available for selection. Alternatively the facility is available to define your own questions by clicking the Actions menu and select Create New Question. This will open the Question Definition page.
The layout for a form is a series of Question GroupsQuestion Groups into which related questions are added, these constitute the form.
The other Actions that can be selected are Add Questions to Form which requires you to select a Group in the left pane or Add Question to New Group on Form which opens the New Group window to define the Question Group.
Each question can be moved Up or Down by clicking the respective icon at the top of the left pane of the Question Selector.
Click on Save to save the form definition.
- Question DefinitionQuestion Definition
The Question Definition page is part of Early Years Enquiries | Configure Feedback and can be accessed via the Question Definition Enquiry page or the Form Definition page.
To add new questions this page must be accessed via the Form Definition page by clicking the Actions menu icon and selecting Create New Question.
When defining a Question it must have a Question Code, Description and Data Type before it can be saved.
The Data TypeData Type must be selected from the drop-down list. The Data Type associated with each question dictates how it will be displayed for data entry and the data formatdata format.
Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.
The Questions Restrictions panel allows you to apply constraints and attributes if appropriate. It allows you to define a maximum character length of the answer; this must include all characters and spaces. Check the boxes appropriately to indicate if you wish the text in a Text Data Type question box to be spell checked or if the answer is Mandatory. An answer is Constrained when the system will only allow the answer to be a specific format, eg a date in dd/mm/yyyy format, Yes/No, an integer, or if there are defined constraints where you can only choose from a drop-down list of items.
When the question has been saved, it will then be added to the existing bank of questions available in the Form Definition.
- Contraint ListContraint List
If the question is constrained, the Constraint List box allows you to enter items that will be displayed on the form as a drop-down list. Such items should be entered as a list by using the Return key, for example,
Yes
NoWhen constructing a constrained list ensure that the field length is set to be at least one character greater than the longest option within the list. If you don’t do this an error message will appear:
<question> is greater than the maximum permitted of <character length>.
- Use Quick ReportsUse Quick Reports
Use the Quick Reports functionality to create a template for the Feedback Form. Click Action and New to select Template from Blank Report. Give the template a name and click OK. The template will now be listed under Quick Reports.
Now add the required data fields to the template using Copy and Paste. To do this, open the template from the list and click on Preview Feedback. Click on Data to open the Data Selection box. Click on a data item in the Data Selection box and then click Copy. Paste the data item into the template by using Control + V or by selecting Paste from the Edit menu. After pasting in all of the required data fields, save the template.
You can now Run the report to produce the Feedback Form. To do this, select the template and click on Run. This allows you to run the report with merge fields in Word or as a PDF. The report can then be saved.
For further instructions see How to use Quick Reports.
Question Definition Enquiry for Feedback
This page is is accessed by selecting Enquiries | Configure Feedback Question Enquiry from the Focus menuFocus menu. It is available to users with permission to configure feedback. It is used to search for a particular question that has already been defined.
Enter the Question Code or part of the Description if known and click on Search. This will list all of the matching questions. Highlight the required question and click on Open in New Window.
This will open the Question Definition page.