FSTS User Guide

Introduction
This document provides brief and simple explanations of the key features and characteristics of the FSTS System. It is aimed at clarifying the system for users of all levels computer ability in as simple, efficient and clear way as possible.

File Managing
The FSTS System allows for File creation and management. Each file can be associated with zero or more dependants.

Create File
To create a file, go to Files -> Create on the site's main menu. You can also go to Files, then click on the "Create New File" link :



You'll be directed to that page :



On that page you can enter the new file information : Name, Date Of Birth, etc. Only the Last Name is required. All other fields are optional.

You are recommended to enter in the Postal Code and Medicare Number first, as they generate automatically other fields as well. A correct Postal Code will autofill the file's City and Province Field, while a correct Medicare number can autofill the file's Sex, Date Of Birth, and Age.

Once you have entered the information you have on that page, you can click the "Save Information" button on the bottom left side. Remember, the page will not let you save if you have not entered at least a last Name. Similarly, if a field is not filled in the right format, the file won't be saved as well and the system will let you know what went wrong :

A successfull file saved will direct you to the file's details page :



Searching for Files
To retrieve a file that have been saved, you can use the system's search function. The search function allows you to quickly go to a file's page with entering only a minimum keywords.

go to "Files" on the site's main menu :

You will arrive to the following page, notice the search bar :

This is where you enter your file information for quick retrieval.

Any words you enter in the event search bar will make the system search for these words in the file's ID, Last Name, First Name, Medicare Number and Address and return the files that match. For example, searching for "Doe" will return all familes that have "Doe" contained somewhere in their fields :

Similarly, for searching "121" :

Here, the family with ID #83 was returned because its phone number contains the digit sequence "121".

After searching for file, you can click on the "Select" button on the right of a family entry, this will show a "Preview" diplay of the family selected, on wich you can see the selected family's information :

If the family is not the one you were looking for, clicking on the "close" link will direct you back to the returned list of families.

Clicking on the "Details" link will direct you to the File Details Page, and the "Appointments" link will direct you to the File's Appointment Page.

File Details Page
Every Files has an associated Details page. The Details page shows all the file information in a non-editable form:



1. "Close" : Close the File Details page and go back to the search menu, without saving any changes made to the fields, household, or Family Appointments in the system.

"Save & Close" : C lose the File Details page and go back to the search menu, saving any changes made to the fields, household, or Family Appointments in the system.

"Edit Family Information Fields" : Makes the file fields editable. 2. HouseHold Members : each family may have one or more dependant (or household member). This panel allows you to add/remove dependents as you like.

Flags
You can Flag a File as a given Flag type. To flag a file, go to the "Add Flags" section of a File Details Page :



Chose a Flag Type to flag the File as, then click the "Add Flag" button.

You can Flag a File several types consecutively :



The Flag(s) will then appear on the File Details Page in a eye-catching red section on the very top :



If you wish to "Unflag" a File, click on the Delete button of the corresponding Flag entry. The System will then show, in lieu of the Flag entry, the time period at which the File has been flagged as that Flag type :



HouseHold
The Details has specific panel dedicated to dependent Management. The upper panel allows you to add a dependant while the lower one displays those already included in the file.

Adding a Dependent

To add Dependant to a File, go to the Details page of that File and click on "Add Dependent" of the "HouseHold Members" tab :

Similarly to a File, the Dependent only requires the last name to be entered. All other fields are optional.

Click on "Save dependent" to add the dependent to the family's household.

After that, you can see the newly created dependent in the "household members" lower panel :



Editing a Dependant
To change a dependant's current information click on the "Household Details" button of the "Household Member" tab :

A List of all dependents will then appear. Click on the Edit button of the dependent entry you wish to modify :



Change the fields you wish to change then click on the "Update" button.



The System will then show you the updated list of dependents.



Delete a dependant
To change a dependant's current information click on the "Household Details" button of the "Household Member" tab :



 A List of all dependents will then appear. Click on the "Delete" button of the dependent entry you wish to delete from the system :

 The System will then show you the updated list of dependents.



Event Managing
The FSTS System allows for Event creation and management. Each event can be assigned a timeslot.

Create Event
To create a file, go to Events -> Create on the site's main menu. You can also go to Events, then click on the "Create New Event" link :



You'll be directed to the Event Create page :

You can choose to name the Event as you wish and give it a category (Food, Mattress Distribution..., etc). To select TimeSlots for an Event, indicate the day the event is occuring on - using either the calendar on the right or the "Date" field -, then select Start Time and End Time (obviously, Start Time must be a time before End Time), and finally select a capacity. For the event, the system will allocate as much timeslots as the entered Number of timeslots. These timeslots are of equal length and spans the time interval defined by the Start Time and the End Time. You can refer to this section's screenshots for an example :

After entering the event information, click on the "Create Event" button. That will save the event into the system and lead you to the corresponding event details page :



The Event Details page displays the event information you have entered for the event as well as the list of generated timeslots by the system.

If you wish to create another event, clicking on the "Create New" button will lead you back to the event creation page. Else clicking on the "Save and Close" button will save the event into the system and lead you back to the Event Main Page.

Retrieve Event Listing
Click on the "Edit Events" link of the Events Main Page :



This returns a listing of all events contained in the system :



Clicking on the "Select" button of an Event entry will display its corresponding timeslots :



Search Events
You can search for Events Using the search bar in the Events Main Page :

The search function allows you to quickly highlight an event time slots in the events listing. Any words you enter in the event search bar will make the system search for these words in the Event's ID, name and description fields. For example, searching for "Easter" will return all familes that have "Easter" contained somewhere in their fields :

Clicking on the "Edit" link of one event entry redirects you to the event listing page with the timeslots for the event selected displayed at the bottom of the page.



Update Events
To change the information of an event that is already recorded in the system and/or its corresponding timeslots, go to the event listing, then click on the event's corresponding "Edit" button. If you want to update one or more of its timeslots, Click on the event's corresponding "Select" or "Edit" button to display its timeslots listing, then click on the timeslot's corresponding "Edit" button :



Once you have finished with your changes for one entry, click on that entry's corresponding "Update" button:

An up-to-date Event listing will then be re-dispayed.

Delete Event
To delete an event that is already recorded in the system or only some of its corresponding timeslots, go to the event listing, then click on the event's corresponding "Delete" button. If you want to delete only some of its timeslots, Click on the event's corresponding "Select" button to display its timeslots listing, then click on the timeslot's corresponding "Delete" button :

An up-to-date Event listing will then be re-dispayed.

Appointment Management
This section explains the appointment management feature. Each Family (associated with a File) can be registered for one or more appointements. An appointment means just a registration to an event's timeslot.

Appointment Creation
To register a Family for an appointment, go to that family's File's details page, then click on the "Add Appointment" from the "Family Appointments" tab :



Then an Event/Timeslot listing appears. Select the Event timeslots you wish to register your family for by clicking on the "Select" button of the event you wish to register the family for, then on the "Register" button(s) of the timeslots you wish to register the family for that event for. You can chose multiple timeslots from multiple Events consecutively :



After Registering for a timeslot, that timeslot is displayed on the "Appointment on file" section of the page :

These timeslots also appears in the "Family Appointments" tab of the Family's File Details p e age :



Report Generation
This feature allows users to generate stastical reports about the current Files in the system.

To Generate a report, click on the "Reports" link in the main menu :



You will be then directed to the Reports Generation Main Page. Where you can generate Exel files (extension *.xls) regarding family details :

1. _Report Type : Allows to automatically generate the Start Date and End Date in terms of annual years of fiscal years.

_ Start Date/End Date : Define the time Interval to consider for the statisitcal reporting. Any family that has not been created during this period is not counted.

_Event Type : Define The type of the Event that a family has been registered to to consider for reporting.

2. Click on the File's field of Interest to consider for statistical reporting.

3. Click on the "Run" button to generate the Exel report files, those file can be saved on the filesystem for later use.

Administrator mode
The System possesses administrative features. There are parts and features of the system only an Administrator has access to. This section explains those features as well as the administrative login process.

Log In as an Administrator
To Log as an administrator, click on the "Admin" link of the main menu or the "Log in as administrator" link that appear on the bottom of every pages to go to the Administrator Login Page :



If you have received administrative rights. You must have been provided with a Username and Password. Enter these credentials now on the appropriate fields and click on the "Log In" button. You can optionnally select the "Keep me logged in" option so that you won't need to go through the log in process every time you restart your Internet browser.



If you Administrator account credentials are not correct, the System will not authorize you as an Administrator and you can try another Username/Password:



If you Administrator account credentials not correct, you will be directed To the Administrator Main Page, which displays the Family Files listing, the Events listing, and the Reports listing. You are now logged in as an Administrator and may enjoy all Administrator privilieges.



If you want to Log out of your Administrator account, click on the "log out" link at the bottom of the page.



Administrator Privilieges
This Section describes the many features of the System an Administrator can use as opposed to a regular User.

Changing your password
If you wish to change your Administrator Account Password, go to "Admin" -> "Change Password" :



You'll be then directed to the Administrator Password Change Page :



Enter your current password one then the password you wish to change to twice. Then click the "Change Password" button. The system will not let you change the password if the "New password" and "Confirm New password" fields are not the same.

Your password has now been succesfully changed.

Manage Family Settings
As an Administrator, you can Add/Edit/Delete types of the following fields for all Files :
 * Languages
 * Work Status
 * Income Source
 * Marital Status
 * Relationship Status
 * Events

In order to do manage those types, go to "Admin -> Manage Family Settings".



You'll be then directed to the Administrator Family Settings Page, where you can manage the types of all aforementionned File Fields for every files :



Postal Area Settings
Being and Administrator allows you to re-map postal codes to user-defined areas. To re-map a postal code, go to "Admin -> Postal Area Settings" :



You'll be then Directed to the Postal Area Settings Page, in which you can re-map a postal code:



1. Enter Postal Area code that you wish to remap (must be a three characters sequence).

2. Enter the Area you wish to remap the entered Post Area code to, then click on Save Changes.

The enter Post Area Code has now been re-mapped to the entered Area.

Flags
As an Administrator, you can Create/Edit/Delete Flag Types as you please. To go to the Flags Management Page, go to "Admin -> Flags" :



The Flag Management Page looks like the following :



1. Allows you to Create a new Flag, the Flag description field is mandatory. Any Added flag will appear on as an entry on the Flags listing on a File Details Page.

2. Listing of all currently available Flags, allows you to Edit/Delete Flags.