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OCMS User Guide: Manager Features

Access to MIS

FEPS uses the OCASI Client Management System (OCMS) to store the participant data from One-on-one Problem

Solving sessions.

The system is preset to include the FEPS program Services and Outcomes.

Each agency can assign staff to the programs.

Every staff member has to belong to at least one Agency Program.

Front line staff - can submit their services, run their own reports.

Manager - can add/edit other members to Program. A Manager can also run reports and filter by Program.

Agency Admin- can do everything in OCMS- see all programs data, generate all reports, create agency specific

questions.

Inform OCASI to add a new user or when a user leaves, OCASI will create/deactivate account as needed. (FEPS

sites will need to identify an Agency Admin person for their own site).

In This Guide

Manager’s features – covers the additional tasks that a Manager can perform.

Reports – covers the procedures in running reports and explanation on how to read the reports.

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OCMS Manager features As a manager you have access to all of the features as the front line staff, plus several more.

When your profile is set as Manager, you will have access to a few more features shown under My Tasks, on the

User Dashboard when you first log in.

Manage Agency Partners = manage partners list for referral and tasks

Manage Agency Teachers = not applicable to FEPS

Manage Agency Programs = manage FEPS contacts and users’ permission level

Manage Agency Questions = manage questions shown up in client profile

Also note that the User Dashboard will show you My Incomplete Sessions as the default view. The pink

background is always a reminder of any session left incomplete – these sessions have not been saved as final,

and need to be viewed to ensure they are complete and up to date.

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Manage Agency Programs

The FEPS program is already initially set up in the Agency Program Name menu. This must not be deleted

otherwise the OCMS won’t work properly. You can click ‘Edit’ to edit the main contact information.

User Assignment

If you need to add or remove a new member, please contact Prosper Canada, or OCASI directly post-project if

you continue to use the OCMS. Since the OCMS charges a license fee per user, it is important to keep this up to

date. Once user account is created in OCMS, a manager will have the ability to assign the project role. Unless a

user is check marked under ‘Is Manager’, by default user is added as agency worker.

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Manage Agency Specific Questions

In the Client Profile, there is a section labelled ‘Agency Specific Questions’. These questions can be managed

under this section. Three questions (pictured below) are pre-set with the FEPS program.

The first table Add/Modify or Delete Agency Specific Questions stores the questions that can be used agency

wide. If you need to add a new question, check out the ‘Answer Type’ if the answer options are supported. It

ranges from yes/no type to answers with customized value options. If the answer type you need is not there,

you will have to reach out to OCASI to have that added first. Click ‘Add New’ and follow the instructions on

screen to complete the creation of a new question.

The second table Configure Question Assignment to Forms allows you to set the order in which the questions

are displayed. Select the form to configure and then add the necessary question(s) to the form. Set the question

as Active and you can further make it Required (mandatory) or not, set the default value and assign the display

order.

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Manage Agency Partners

This is not a required feature for FEPS. However, if you would like to use the referral functions provided by

OCMS, you may use this to create a list of your referral programs or contacts. This will show up in the drop down

when you are creating referral tasks.

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OCMS Reports All users have access to the reports function. A front-line agency worker can only run reports on services that

are delivered by him/herself. A manager can run reports on client activity by individual worker or all workers.

Under ‘My Tasks’ click ‘My Reports’. OCMS offers a list of reports, not all reports are applicable to FEPS. The

reports that FEPS will use are:

All Client Totals Based on Client Profile

Finance Summary Report

Finance Services Report

Finance Outcomes Report

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Finance Reports

All 3 finance reports follow the same steps in generating the results. You will be prompted to enter the report

filters.

Select FEPS under Agency Program

Leave ‘Not Set’ under Staff Involved if you are running report to cover data for the entire FEPS program.

To run report by staff, select the staff from the drop down.

Use the ‘Find button’ under Site to select ‘My agency office’

Specify the reporting period by filling in the start and end dates under Service Date

Click ‘Execute Report in Background’ to run the report

A message will appear at the top once the report request is submitted.

When the icon turns red, the report is ready.

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Click the report link to open the report in pdf. You can see all reports under the date they were submitted, its

status, and when it was run. You can also delete reports at any time.

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Understanding the Finance Summary Report

Unique count of clients who have received at least one service session

Unique count of clients whose last staging record is stabilizing

Unique count of clients whose last staging record is coping

Unique count of clients whose last staging record is sustaining

Unique count of clients who have received their first service session

Unique count of new clients whose last staging record is sustaining

Unique count of new clients whose last staging record is coping

Unique count of new clients whose last staging record is stabilizing

Number of face-to-face sessions with clients

Number of sessions with clients via phone

Number time spent with clients during sessions

Number time spent in research without client presence

Number of research sessions without client presence

Total number of sessions delivered by location

Total number of sessions delivered

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Understanding the Finance Summary Report

Unique count of clients who received services in the

respective area

Count of services by providing information and taking action

Unique count of

clients who received

the respective service

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Service is counted once whether it is

providing information and/or taking

action.

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Unique count of clients who have outcomes in the

respective area

Amount - $ of benefits acquired through the interventions.

New – Unique count of clients who acquired this benefit the first

time.

Direct Deposit – Unique count of clients who set up direct deposit

for this benefit.

Access – Number of times this benefit are acquired including multi-

year tax filing.

Clients – Unique count of clients who acquired this benefit.

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Understanding the ‘All Client Totals Based on Client Profile’

This includes only client profiles of those whom FEPS has served i.e. those who have a completed FEPS Services

and Outcomes form.

Note: This is a standard OCMS report, therefore not all fields shown are applicable to FEPS.

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