Module 10: Administration

The Users module allows HIFIS administrators to create, edit, and manage user accounts. Each user must have an individual account to maintain an accurate audit trail.

Key User Administration Tasks

Rights Templates

Rights Templates allow administrators to assign a pre-configured set of access rights to users. This ensures consistent access control across similar roles (e.g. all front-line workers get the same rights).

1. From the Administration menu, select Rights Templates.
2. Click Add Rights Template. Enter a name and select the rights to include.
3. Click Save.
4. Assign the template to users when creating or editing their accounts.

Programs are funding streams or service programs that can be associated with client stays, services, cases, housing placements, and other activities. They must be created in the Administration menu before they can be used.

How to Add a Program

1. From the Administration menu, select Programs.
2. Click Add Program.
3. Enter the program name (English and French if applicable).
4. Select the program type and applicable service providers.
5. Set the start and end dates for the program funding period.
6. Indicate if the program is active and click Save.

The Rooms and Beds module allows administrators to configure the physical layout of the service provider's facility. This layout is used during the book-in process when assigning beds to clients.

How to Add a Room

1. From the Administration menu, select Rooms and Beds.
2. Click Add Room.
3. Enter the room name and select the room type.
4. Indicate the room's capacity and select the applicable service provider.
5. If applicable, enter the physical location or floor of the room.
6. Click Save.

How to Add Beds to a Room

1. On the Rooms and Beds page, locate the room and click Manage Beds.
2. Click Add Bed.
3. Enter the bed name/number and select the bed type.
4. Indicate if the bed is active and click Save.

The Questionnaires module allows administrators to create custom surveys that appear in the Surveys section of the Client Management menu. These can collect additional client information or gather feedback on services.

How to Create a Questionnaire

1. From the Administration menu, select Questionnaires.
2. Click Add Questionnaire.
3. Enter the questionnaire name and select the applicable service providers.
4. Indicate if the questionnaire is active and click Save.
5. Add questions by clicking Add Question. For each question, enter the question text, select the question type (yes/no, multiple choice, text, etc.), and indicate if it is mandatory.
6. Click Save after each question.

The Client Merge function merges two client records where duplicates have been accidentally created. The merge combines all records into one client file.

How to Merge Two Client Records

1. From the Administration menu, select Client Merge.
2. Select the Client to merge data from (the duplicate that will be deleted).
3. Select the Client to merge data into (the record that will remain).
   

   ℹ️

   Any conflicts in the Client – Details information will be resolved by keeping only the most recent information.
4. Click Merge. Changes are automatically saved.

Custom Tables create additional data collection fields within HIFIS modules, tailored to your community's specific needs. Custom tables can be added to the following modules:

How to Create a Custom Table

1. From the Administration menu, select Custom Tables.
2. Click Add Custom Table.
3. Select the module where the custom table should appear and the service providers that will have access.
4. Enter the English and French name for the table. Indicate if it allows multiple records and if it is active.
5. Click Save.
6. Add fields: enter the field name, select the field type, indicate if mandatory and active, then click Save. Repeat for all fields.
7. When all fields are added, click Save and Go To Layout to arrange field order.

Data Export

HIFIS automatically exports non-directly identifiable, de-identified client data to Housing, Infrastructure and Communities Canada every quarter. A manual export can be triggered if needed.

1. From the Administration menu, select Data Export.
2. Click Preview and Send Export.
3. If applicable, review the data.
4. Click Send.

Look-Up Tables

Look-Up Tables allow administrators to add or modify the values that appear in various dropdown menus throughout HIFIS (e.g. reason for service options, housing types, health issues). This allows the system to be customized for local terminology and needs.

1. From the Administration menu, select Look-Up Tables.
2. Browse or search for the table you wish to modify.
3. Click Manage to add, edit, or deactivate values in the table.

Express Goods and Services Templates

Create pre-configured goods and services packages that can be quickly applied during Express transactions. This speeds up data entry for commonly provided services.

1. From the Administration menu, select Express Goods and Services Templates.
2. Click Add Template. Enter the template name, select the good or service, unit, and any default values.
3. Select which service providers can use this template.
4. Click Save.

Delete Client Service Records

The HIFIS System Administrator can delete certain client transaction records using the Client Service Delete feature — these are records that cannot be deleted by regular users.

1. From the Administration menu, select Client Service Delete.
2. Search for and select the client.
3. Select the service(s) containing the transaction to delete.
4. Locate the transaction and click Delete.
5. Confirm by clicking Delete in the pop-up notification.

Food Bank Items

Food bank items must be configured in the Administration menu before they can be added to Food Bank transactions.

1. From the Administration menu, select Food Bank Items.
2. Click Add Food Bank Item. Enter the item name, code, and value.
3. Select applicable service providers and indicate if the item is active.
4. Click Save.