1. Special Program

1.1 Overview
The Special Program field is one of the most powerful features in the entire case management system, since it allows the user to create their own custom tables and intake. It is accessed from the third page of the client intake sheet.

The Special Program pull-down field on the client intake is now based on a table, making changing code to add a special program (as it was in earlier versions) unnecessary. However, adding the program name to the table activates the Special Program features only if certain rules are followed. It requires the added tables to begin with a z (zVoca) and input forms to begin with an inp (inpVoca). If the program name (Voca) is added to the list of Special Programs on the Upkeep page, the intake sheet will automatically display on the client input form without any code changes. This makes it easier for users to develop their own custom add-on intake sheets without changing code.

To summarize, when a new custom intake is created, it must follow certain guidelines.
1. Assign a new table name with a z in front of it, e.g., zDV. Make sure there are no spaces in the table name, e.g., TitleIII instead of Title III.
2. The table and form used to input must contain a case number field.
3. The input form name must begin with an inp added to the table name, e.g., inpDV.

The name of the new program must be added to the table of Special Programs on the Upkeep screen without the additional letter, e.g., DV and not zDV.

1.2 Setting up a Special Program

1.2.1 Decide on what information you want to capture

a. Review this information with the people who use and write reports.
b. Divide this information into parts and describe it in terms of fields. For example, is it a number field or a choice of letters?
c. Sketch out what you think the intake form should look like and review it with the people who will be using it.

1.2.2 Create a Table to Store Data in Access Version

a. Open ClientsT2000.MDB on the server using a full version of MS Access to add a new table.
b. Scroll through the list of tables on the Tables tab until you find zVoca and right click on it.
c. Choose Copy, then click on an empty space in the table list, and choose Paste.
d. Choose ‘Structure Only’ and enter the name of the table, using the name of your funding source with a z in front, e.g., zIRS.
e. Right click on zIRS and choose Design View.
f. Delete all unneeded fields except Casenum.
g. Create the new fields that you need based upon your design above.
h. Save the Table.

1.2.3 Create a New Table in the SQL Version

a. Open up full version of Access that can use the SQL version (has the ODBC Drivers installed).
b. Pick File, New, Project (Existing Database) and then OK.
c. Give it a filename and a location, e.g., ClientsSP.ADP.
d. When prompted for a Server Name, it is necessary to type it in. The pull down seldom works.
e. Choose “Use specific user name and password.”
f. Type in “cfwuser.”
g. Uncheck Blank Password and then enter “cfwuser” for the password.
h. Choose ClientsT2000SQL from the database pull down.
i. Press check connection.
j. If it tests OK, you can go to the Table Tab of the SQL tables.
k. This works virtually the same as setting up Access tables, with a slightly different interface. Start with b above to create a table in SQL database.
l. If you copy the previous design of a field, it may be necessary to delete the Timestamp field, which is a field used internally by SQL.
m. Exit the ADP when done. You can go back into the ADP if you wish to adjust your SQL tables. Right clicking on a field name allows indexes to be set for that field.
n. When you go to link the new table to your CFW, as set forth below, be sure to choose ODBC as the type of tables to Link to or it won’t show up.

1.2.4 Link to the Table and Create a Form to Input Data

a. Open the CFW2000.MDB on your workstation with the full version of MS Access.
b. Drop into the Access view (Clients for Windows on the top line menu then Close).
c. Click on File, choose Get External Data, and choose Link. Use the dialog box to find ClientsT2000.MDB on the server. Open it and choose zIRS and click OK. You are now liked to the table.
d. Now Click on the Forms Tab.
e. Click on New.
f. Choose Form Wizard and choose or enter the table name zIRS.
g. Complete the steps in the Wizard for designing the form.
h. Use the design mode of forms to modify the appearance or functionality of the form. This could consist of removing the navigation and record selector buttons, as well as adding a new function such as a print button.
i. Save the form with the name inpIRS, the same name as your table with the z removed and an ‘inp’ added.

1.2.5 Adding Your Form to the Client’s intake

a. Open up Clients.
b. Go to the Upkeep Tab and click on the drop down for Setup Tables
c. Choose Special Program Intake Sheets
d. Add the name of your Special Program to the list, here IRS.

1.2.6 Test and Share

a. Restart Computer.
b. Test your Input of the Special Program.
c. Develop custom queries and reports to get info out about Special Program.
d. Compile and compact your CFW2000.MDB.
e. Distribute the CFW2000.MDB to the workstations.

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