Swipe Card Management - Pikes Peak United Way

AdSysTech Version 5
Swipe Card Manual
Written and Provided by the Pikes Peak United Way Community Information System Team
Table of Contents
About the Swipe Card Process
Swipe Card Setup
Swipe Card Creation
Swipe Cards with Photos - Built-in or Camera attached to Computer
Swipe Cards with Photos - Digital Camera
Swipe Cards with Agency Logo
Swipe Cards without Photos
Printing Swipe Cards
Print Swipe Cards with Photos
Print Swipe Cards without Photos
Using Swipe Cards to Provide Services
Swipe Read Page
Scanning Swipe Cards
Swipe Card Reports
Daily Swipe Activity
Daily Swipe Activity Detail
Swipe Card Equipment
Camera
Printer
Bar Code Reader
APPENDIX
Swipe Card Application Report
Daily Swipe Activity Management Report
Daily Swipe Activity Details Management Report
CO-504 Provided Service Report
Photo Resizing Using Paint
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About the Swipe Card Process
The Swipe Card pages in AdSysTech Enginuity provide an automated point of entry for collecting
Program Services provided by agency staff members. Once entered, Swipe Card Services are listed under
the Services page for the client – the same location where manually-entered services are recorded.
To use the Swipe Card process, you must first create ID Cards for each client. Photos for the ID Cards can
be taken with a camera connected to a computer or can be taken with a digital camera and uploaded to
the client’s file. ID Cards can be printed individually and give to the client or ID Cards can be printed
multiples to a page and kept at the agency location.
The Swipe Card process is designed to facilitate assigning a Service or multiple Services rapidly to agency
clients. This process helps an agency serve its clients appropriately and efficiently.
To use the Swipe Card process, you must: 1) Create Swipe Cards for your clients, 2) Work with CIS to
setup the Swipe Card process for your Services and Stations, 3) Learn to use the Swipe Read page to
provide the Services.
Swipe Card Set Up
Before you can use Swipe Cards, you must contact the CIS Team to provide access to the Swipe Card
button on the General Info page (to create the Swipe Cards) and to the Swipe Read page in the Central
Intake library. You will also need to provide a list of Services to be provided by Swipe Card. Please
include Client Daily Limit and [Service] Daily Limit for each Service. If you plan to have multiple Swipe
Card scanning stations, you will need to work with the CIS Team to plan which services will be provided
at each station. The services for each station need to be in a separate Program Component. NOTE:
Services can be provided both by Swipe Card and via Services page in AdSysTech. In addition, you must
also install the font FREE3OF9 on the computer(s) where you will print the Swipe Cards. Contact the CIS
Team for this font.
Swipe Card Creation
Before you can create a Swipe Card, you must complete the client’s intake record – both General Info
and Household/Income pages. The Swipe Card picture taking process can be accessed from the General
Info page. Digital picture files can also be uploaded to the Customer’s Central Intake Documents page
with a Description of ID Photo. You can then return to the General Info page to print the card. The card
can be printed and given to the Customer or kept at the Program location. NOTE: Photos are not
required to create a Swipe Card ID.
Swipe Cards with Photos – Built-in or Camera attached to Computer:
1) Locate the client who needs to have a Swipe Card created – via Client Search
2) Navigate to the General Info page
3) With the client selected , click the Swipe Card button
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4) Make sure the Picture Device you want to use is listed (either a built-in camera or an externally
attached camera).
5) Click Camera On button.
6) Center the client in front of the camera and click Take Picture
7) The picture will display in Customer Photo.
8) Click New. (This will use the photo you just took to create the Swipe Card.)
9) Set the Issue Date (today is the default date)
10) Click Save.
11) Click Preview ID to display the ID Card.
12) Click Print to print the card.
13) Click Close to close the Swipe Preview.
14) Click Camera Off when finished and click Close again.
15) Repeat for additional clients.
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Swipe Cards with Photos – Digital Camera:
IMPORTANT: Photos taken at high resolution may exceed the 1 MB file size limit for upload to the
Documents page. Set your digital camera to a lower resolution before taking client photos to ensure that
the files are small enough to upload. To resize large image files, see the Appendix: Photo Resizing using
Microsoft Paint.
1)
2)
3)
4)
5)
Use a digital camera to take photos of your clients.
Upload the digital photos to your computer (following the instructions for your camera).
Review and rename your photos with names of the clients.
In AdSysTech, search for the first client using Client Search.
Highlight the client and navigate to the Documents page.
6) Click New and navigate to the client’s photo on your computer.
7) Select the file and click OPEN.
8) The photo should display in the Document Image section of the screen.
9) IMPORTANT: Be sure that the Consent is set to Organization.
10) Select Description: ID Photo and click the Save button.
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11) Click General Info in the left Navigation Column. The photo associated with your client should
appear.
12)
13)
14)
15)
16)
Click the Swipe Card button. Alter the Issue Date, if needed.
Click Preview ID to display the Swipe Card.
Click Print to print the card.
Click Close twice to complete the process.
Repeat for additional clients.
Swipe Cards with Agency Logo:
If your agency has a logo that you would like to use on the Swipe Card (rather than taking photos of each
individual client or creating cards without photos), you will need to have that logo in jpg format. Most
logos are a relatively small size. The display is actually 120 x 120 pixels. If you need to design a larger
logo, 200 x 200 pixels or 400 x 400 pixels would work fine. The logo could be developed at 150 dpi.
It is important to note that you need to upload the logo file to each of your clients’ records via the
Documents feature and save it as Description: ID Photo.
1) In AdSysTech, search for the first client using Client Search.
2) Highlight the client and navigate to the Documents page.
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3) Click New and navigate to the agency LOGO on your computer.
4) Select the file and click OPEN.
5) The photo should display in the Document Image section of the screen.
6) Select Description: ID Photo and click the Save button.
7) Click General Info in the left Navigation Column. The photo associated with your client should
appear.
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8)
9)
10)
11)
12)
Click the Swipe Card button. Alter the Issue Date, if needed.
Click Preview ID to display the Swipe Card.
Click Print to print the card.
Click Close twice to complete the process.
Repeat for additional clients.
Swipe Cards without Photos:
Swipe Cards can be created without photos; however this cannot be done via the General Info page. To
create/print Swipe Cards without photos, use the Swipe Card Application Report.
1) Locate the client – via Program Client Search
2) Highlight the client
3) Right-click on the Program Client Search page grid with the client highlighted and
select Preview Report from the popup.
4) Click the Preview link on the Swipe Card report listing on the Application Report page.
5) The report will display. If the client has NO photo, the “Photo Not Submitted” placeholder will
appear.
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Printing Swipe Cards
Print Swipe Cards with Photos:
Single Cards
Swipe Cards can be printed one at a time when they are created with photos from the General Info page
– Swipe Card button. (See instructions for Swipe Cards with Photos – Built-in or Camera attached to
Computer OR Swipe Cards with Photos – Digital Camera.) Using this process you can only print ONE card
at a time.
Multiple Cards
Swipe Cards can be printed for multiple users using the Swipe Card Application Report. Rather than
selecting one client from the Program Client Search grid, select all of the clients for whom you want to
print cards.
1) Locate the clients – via Program Client Search
2) Highlight the clients in the grid (CTRL-click to select multiple clients)
3) Right-click on the Program Client Search page grid with the clients highlighted and select
Preview Report from the popup.
4) Click the Preview link on the Swipe Card report listing on the Application Report page.
5) The report will display Swipe Cards for all the clients you selected. IMPORTANT: Export to Word
or to PDF if you have more than 8 clients selected. Then print from Word or Adobe Acrobat.
6) Cards can be cut apart and laminated to pass out to clients OR agency can print sheets of client
cards to keep at the agency to scan when services are provided.
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Print Swipe Cards without Photos:
The ONLY way to print Swipe Cards without photos is through the Swipe Card Application Report.
Printing a single card is described above (in Swipe Cards without Photos). To print multiple Swipe Cards
for clients with no photos, just select/highlight as many clients as you need from the Program Client
Search grid.
1) Locate the clients – via Program Client Search
2) Highlight the clients in the grid (CTRL-Click to select multiple clients)
3) Right-click on the Program Client Search page grid with the client(s) highlighted and select
Preview Report from the popup.
4) Click the Preview link on the Swipe Card report listing on the Application Report page.
5) The report will display Swipe Cards for all the clients you selected. IMPORTANT: Export to Word
or to PDF if you have more than 8 clients selected. Then print from Word or Adobe Acrobat.
6) Cards can be cut apart and laminated to pass out to clients OR agency can print sheets of client
cards to keep at the agency to scan when services are provided.
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Using Swipe Cards to Provide Services
As mentioned in the last section, agencies will need to determine the best process to use Swipe Cards to
provide services. Some agencies may decide to print individual cards and hand them out to clients. In
that case, the client would need to present his/her card to be swiped when the service or services are
recorded. Other agencies may decide to print all client cards onto a page or pages and keep them in a
notebook, to scan when the service is provided.
Either way, you will use the cards and a bar code reader and the Swipe Read page (Central Intake in the
left side navigation pane) to scan the services into the client record.
IMPORTANT: Before you can use the Swipe Read page, the CIS Team must set up access to it for your
agency. Also, any services that you wish to provide via Swipe Card must be set up in AdSysTech by the CIS
Team BEFORE you can begin. In addition, if you plan to have more than one Swipe Read station, the
service or services scanned at each MUST be set up in different Program Components.
Swipe Read page:
Open the Swipe Read page from the left navigation pane.
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At the top of the page, select the Program you will scan services for. Next, select the Component
containing the service or services you want to scan. In most cases, your username will be listed under
Case Manager (as the person providing the services).
The grid at the top of the page contains a list of Swipe Card services that can be assigned to the client.
When you first start out, none of the Services is InUse (indicated by a check box in the InUse column).
You will select and Enable the service or services you want to provide.
NOTE: You can provide multiple services from a Program Component at one time, if needed.
Enable Service(s)
Before you start scanning Swipe Cards, you must set up the service or services you are going to provide.
1) Click in the InUse column for the service or services you
want to enable.
2) Click the Enable Service button.
3) This will put a checkmark in the InUse checkbox.
4) The service or services you checked are now ready to
provide.
Disable Service(s)
If you want to switch to another service (or services) from the
ones you currently have assigned, you must first Disable the
original service(s). Select the row(s) of the currently enabled
service(s) and then click the Disable Service button. The
checkmark will be removed. You can now assign a different
service or set of services.
IMPORTANT: Be sure that you have the correct service or set of
services enabled before you start the Swipe Process.
Set Parameters
There are three additional parameters that can be turned on or off during the Swipe Card process as
needed. They are:
Show Results – when checked will popup a dialog box stating the service(s) the client received.
Exceed Daily Limit – when checked will allow you to go beyond the Daily Limit set on this service (part of
Swipe Card Service set up).
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Exceed Client Daily Limit – when checked will allow you to go beyond the Daily Limit for this service for
an individual client (part of the Swipe Card Service set up).
NOTE: In most cases, you will not need to use these additional parameters.
Scanning Swipe Cards:
To begin the Swipe Card process, be sure that your bar code reader is attached to the computer and is
turned on. Then:
1)
Select the Start Date in the calendar
popup window on the Swipe Read
page.
2) Click the Start Swipe button. NOTE:
The button will change to Stop
Swipe.
3) Swipe/Scan the bar code on the first
client’s card.
4) After a swipe, the client’s photo (if
available) will display in the
Customer Photo section AND
service(s) provided will be displayed in the Services Received grid.
5) IF you have the Show Results parameter checked, you will need to click OK to close the popup
window.
6) Repeat Swipe/Scan for additional clients receiving the same service(s).
7) When ALL clients have been scanned for the selected service(s), click the Stop Swipe button.
NOTE: If the client does not have his/her Swipe Card, you can type the client’s ID into the green ID box
and hit Enter to assign the service(s).
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Swipe Card Reports
Two Swipe Card Management reports are currently available:


Daily Swipe Activity
Daily Swipe Activity Details
Daily Swipe Activity Report:
The Daly Swipe Activity report provides graphic representation of Swipe Card services for a specific date
with a breakdown by gender. NOTE: This report displays Swipe Services for ONE DAY ONLY.
The Daily Swipe Activity report is accessed from the Report role, Management Report Inventory. Once
you have selected the Daily Swipe Activity report, you will input the following parameters for your
agency.
Select your Agency and Program
from the dropdown menu. The date
must be entered manually. The
default is today’s date. NOTE:
Although the default time is listed
with the default date, it is not
necessary to include the time.
Click Set Parameters to display the
report. A graphic representation will
be produced for each Swipe Card
service you provided on the selected
date.
This report is a good summary of
Swipe Card services for the date.
NOTE: The service is listed below the graph.
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Daily Swipe Activity Detail Report:
The Daily Swipe Activity Detail report is for Services provided via the Swipe Card process. This report
displays the clients who received each Swipe Service (as well as the total number of clients who received
the Service) on the date selected in the report parameters. NOTE: This report displays Swipe Services for
ONE DAY ONLY.
The Daily Swipe Activity Details report is accessed from the Report role, Management Report Inventory.
Once you have selected the Daily Swipe Activity Details report, you will input the following parameters
for your agency.
Select your Agency and Program from the dropdown menu. Use the calendar popup to select the date
or enter the date by hand if preferred.
Click Set Parameters to display the report. A list of clients served will be produced for each Swipe Card
service you provided on the selected date. NOTE: If you provided more than one type of Service on a
given date, the Daily Swipe Activity Details report will display each set of services.
This report displays all clients who received Swipe Card services for the date.
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Swipe Card Equipment
Camera
Adsystech recommends the Logitech Webcam C905. If a web camera is purchased, please
follow the manufacturer’s instructions for installing it on the computer where it will be used.
The cost of this camera is approximately $75.
If your computer has a built-in camera or if you already have a computer camera, please try
them before purchasing an additional camera.
Digital images (jpg files) from any digital camera can also be used. If an image is saved on the
Customer’s Central Intake Documents page with a description of ID Photo, it will be available
for use on the ID Card.
Printer/Laminator
Using your own printer to print the Swipe Cards on regular printer paper and then purchasing
a laminator to finish them is the most cost effective way to create cards for clients. We
recommend the Swingline GBC Fusion 1000L Laminator. The cost range is $45 to $70. School
Card Laminating Pouches can be used with this unit. We tested SC-05 2 ½ x 3 5/8 5 mil in
thickness. https://www.laminator.com/school-card-laminating-pouches3.html?___store=default&gclid=CNiQoIPGprwCFe1aMgodITMASg
Organizations also have the option of printing the cards, using a laser printer, onto regular paper and
keeping the cards in house. For example, they can be printed eight to a page, using the Swipe Card
Application Report, and stored in a binder at the facility, then scanned as the client receives the service
each day.
Bar Code Scanner/Card Reader
The Unitech MS 320 is the bar code scanner recommended by AdSysTech. Be sure to
purchase the appropriate cable to connect to your computer. We suggest USB. The cost is
approximately $100 for the bar code scanner and connecting cable. Order the wired
scanners from Newegg.com (Unitech MS 320 with the USB cable included) NOTE:
AdSysTech bar codes are Code 39. This information may be needed for set up.
http://www.newegg.com/Product/Product.aspx?gclid=CPXDm_PIpLwCFYVDMgodonkAjw&Item=0X6005P-00013&nm_mc=KNC-GoogleAdwords&cm_mmc=KNC-GoogleAdwords-_-pla-_-Barcode+Scanners_-0X6-005P-00013&ef_id=Up9cUQAAAe8ewjjg:20140129234657:s
NOTE: Swipe cards can be created with an 185 x 85 pixel logo (submit to AES for upload to our server);
however, this logo would currently display on ALL cards for ALL agencies STATEWIDE.
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APPENDIX
SWIPE CARD APPLICATION REPORT INSTRUCTIONS
The Swipe Card Application Report can be accessed via the Program Client Search page. The Swipe
Card Report displays the Swipe Card graphic for the selected client(s). NOTE: This report can also be
accessed from the Program Entry page (single client Swipe Card ONLY).
1. Use the Program Client Search to
locate the specific client or clients
for the report. (NOTE: You can
select all the clients in a specific
program, if needed.)
2. Select one or multiple clients for
the report from the search results
grid. (See sample. Selection made
using CTRL-Click.)
3. To access the Application
Reports, right click in the BLUE
search section or the grid area
and a popup window will appear.
4. Select Preview Report.
5. The Application Report TAB will open displaying all of the Application Reports available
from the Program Client Search page.
6. Click the Preview link on Swipe Card. (See screenshot.)
7. The Preview Report TAB will open displaying the Swipe Card(s) for the selected client(s)
report.
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NOTE: Problem with Date of Birth wrapping on card for Volley Ball client above.(Ticket 48470)
8. NOTE: If multiple clients are selected, there may be multiple pages to this report. Use
scrollbars and/or the left and right arrows to move through the data.
9. To SAVE/PRINT the report, select the Export to Word icon from the Preview Report toolbar.
10. The Swipe Card Report will open in Microsoft Word. You can print/reprint the Swipe Card
Report from Word. You can also save the Report file in Word, if desired.
NOTE: This report does NOT work correctly if you try to Export to PDF. The bar codes turn into
numbers. (Ticket 48470)
DAILY SWIPE ACTIVITY MANAGEMENT REPORT INSTRUCTIONS:
The DailySwipeActivity Report is for Services provided by the Swipe Card System. It provides a
graph of the each service provided with a breakdown by gender.
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The DailySwipeActivity Report has the following parameters:
NOTE: You can only select one Program at a time for this report. Currently the date must be entered by
hand. Use MM/DD/YYYY format.
Sample Report: Display DailySwipeActivity Report for the COSTestAgency2 on 6/26/2013.
Set the following parameters:
Click the Set Parameters button to display the report.
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DAILY SWIPE ACTIVITY DETAIL MANAGEMENT REPORT INSTRUCTIONS
The DailySwipeActivityDetail Report is for Services provided by the Swipe Card System. It displays
the clients who received each Swipe Service (as well as a total number of clients who received the
Service) on the date selected in the report parameters.
The DailySwipeActivityDetail Report has the following parameters:
NOTES: You can only select one Program at a time for this report. Only one date can be selected. It can
be entered via the calendar popup.
Sample Report: Display DailySwipeActivityDetail Report for the COSTestAgency2 Emergency
Shelter Program on 1/7/2014.
Set the following parameters:
Click the Set Parameters button to display the report.
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MANAGEMENT REPORT INSTRUCTIONS: CO-504_ProvidedService Report
This custom report allows you to report on a service provided by your Agency to Program clients
during a selected date range. Once the program, service and date range are selected, you can select
from four different Report Types:
 All Clients (with and without Service)
 Clients with Service
 Clients without Service
 Clients with All Service Listings
The first report [All clients (with and without Service)] will list all clients in the Program whether
or not they have received the service during the date range and will indicate those clients who
received the service. The next two reports list ONLY the clients who either received the selected
service or did NOT receive the selected service. The first three Report Types have only one listing
for the client to indicate whether or not the client received the service. The last report [Clients with
All Service Listings] will list all instances of the selected service for the client within the date range.
For example, if a client received three Case Management Services during the date range, all three
will be listed in the Clients with All Service Listings report.
Using the CO-504_ProvidedService Report:
1. Click the Report Role/Button at the bottom of the Navigation Pane.
2. On the Management Report Inventory page, select Category = All and click the Search
button.
3. Scroll through the alphabetical listing of the Management Reports (and use the page
numbers or arrows at the bottom to move from page to page) until you locate the CO504_ProvidedService report.
4. Click CO-504_ProvidedService to open a Preview Report TAB for the CO504_ProvidedService report. The parameters for the report will display at the top of the
page.
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5.
6.
7.
8.
Select your agency’s name from the Agency dropdown.
Select the Program from the Program dropdown menu.
Select the Service from the Service dropdown menu.
Use the ServiceDate Range Start and ServiceDate Range End calendar popups to select the
date range for your report.
9. Select the Report Type from the Report Type dropdown.
Four different types of reports are available:
10. Select how you want the data sorted from the Sort By
dropdown menu. Two options are available:
11. Click the Set Parameters button to display the report.
12. The top of the report will display the parameters selected as well as the Total Client count
matching the parameters.
13. The report will display the following fields: Identifier, LastName, FirstName, SSN,
DateOfBirth, Gender, HeadOfHouseHold, FamilyID, FamilyType, RelationStatus, Program,
ProgramDate, ProgramEndDate, Service, Service Provided. The Service Provided column
will display: yes or no. If the Service was provided, the name of the Service will also be listed
under the Service column. NOTE: Use scroll bars and Page arrows to view whole report, if
needed.
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14. To export the report to Excel…
a. Click the Export to Excel button in the Preview Report ToolBar.
b. Click Save.
c. Name the file appropriately and save it to your desktop or the location of your
choice.
d. Click Open, click Enable Editing and review the report in Excel.
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PHOTO RESIZING USING MICROSOFT PAINT
Digital photos taken with high resolution cameras may be large files. Because AdSysTech Documents are
limited to 1 MB in size, the best thing to do is to change your digital camera settings to a lower
resolution BEFORE you take client photos. However, if you have already taken photos and need to
reduce the file size so that they can be uploaded and used in AdSysTech, Microsoft Paint can be used to
reduce the file size.
View Photo Size
To view the size of a digital photo, right click on the image icon and select properties. Under the General
Tab you will see Size: In this case, the selected image is 3.55 MB. If we need to upload this image to
AdSysTech Documents, we will need to resize it to reduce the file size.
Click the X to close the Properties display.
Locating Microsoft Paint
Microsoft Paint is a drawing tool that comes with the Microsoft Operating System. If you cannot locate it
under your programs, do a search for mspaint.exe and then add a shortcut to your desktop.
Resize Photo using Paint
1. Open Paint
2. Select File  Open
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3. Navigate to the photo you want to resize and select it.
4. The photo will open in Paint. NOTE: If the file is large, you may only see the upper left corner of
the image.
5. Click the Resize tool in the toolbar. (Resize is highlighted in the red rectangle
above.)
6. The Resize and Skew window will open. NOTE: You can resize by either Percentage
or Pixels. Be sure to keep the checkmark beside Maintain aspect ratio.
7. Depending on the size of your original image, you may need to reduce the file to
25% or less. A good indicator that your file is small enough is that you can to view
the whole image in the Paint window. The sample below was reduced to 25% of the
original.
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8. NOTE: Even though you Resize, the original Size of the photo will still display until after you Save
the altered file. (See sample above.)
9. Select File  Save As…
10. Navigate to the location where you want to save the image.
11. IMPORTANT: Rename the File. Suggestion: add SM (for small) to the current filename.
12. To view the new size, Open the file you just saved. The new file size will appear at the bottom of
the screen. (See sample below – which is now well below the 1MB limit for files to be uploaded
to the AdSysTech Documents page.
NOTE: You may want to resize large images down to 15% or 10% to create even smaller file sizes. When
you are done resizing, upload the new smaller file version via the Documents page. Follow the steps on
Page 3 of the Swipe Card Manual.
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