How many of you are currently using the Foster module? How many of - PDF document

How many of you are currently using the Foster module? How many of you have Foster Homes set up as locations? 1

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If you’re an Administrator or have Jr. Admin Setup, you can log into your own database now and look at your own setup or follow along with us on these slides You can go to Add/edit Field Value and see what’s here. Your database may already have some Foster Start rRasons pre-loaded for you. Be sure to add any that are missing by typing in Field Value, Order #, and clicking Add. Note that we have some Non Customer Values already loaded for Foster End Reason so that if an animal is Outcomed before you Ended the foster visit, PetPoint will indicate that. 5

Reminder: You can get a list of Persons by Association just by going to Edit – Person. Change Name to Association and then for Type select the Association you’re interested in. Then click Find. 6

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Did you know that you could create a survey to track information on foster homes? What kind of animals they can take, how many, etc.? You can create a survey in Admin > Admin Options – Add/Edit Survey to do this. Directions on how to set up a survey can be found at: http://www.petpoint.com/help/add_edit_survey.htm. Once you have your survey entered, go to Edit Person and search for one of your foster parents. On the Profile tab you can indicate their responses. Once you have responses entered, you can go to Reports > Report Website and use the Person Profile: Person report to help you quickly pull a list of all foster parents by their responses to your foster survey questions! Imagine how much time you can save doing this rather than rifling thru files and paperwork! 8

Full directions for the Foster Module can be found at: http://www.petpoint.com/help/Foster.htm. Here’s our story: Duchess the cat comes in as a Stray with her 3 unweaned kittens: Toulouse, Berlioz, and Marie. It would be best for her and her new babies to go out to foster. We don’t have a foster parent lined up yet, but we’re looking. In the meantime, their stage is Medical Treatment and we want to get them set up for foster. Care – Create New Foster Assign Anonymous Person Find Animal Duchess – TIP/TRICK – I can open Duchess’ Animal View Report and pull the Group # created at the time of Intake and use this to quickly find her kittens. Animal Search – remember what you’re doing – you want to SEARCH for an ANIMAL to add to the group so go to Animal Search if you want to do a multi- animal foster. Once we’ve added Toulouse, Berlioz, and Marie, we can move on to the Details tab. Details – Foster Start Status: Pending with date in the future. Great when you’re not sure who will be taking this animal. Set Record Owner (if other than you) and select Reason. Foster End Status: Pending would be a good choice now with a date in time in 9

the future. Stage and Location can be left alone and they will default to the animal’s current Stage and Location. Submit Foster. 9

Now, as the Foster Coordinator, I’ve just gotten off the phone with the foster parent who will come right in to pick up this litter. I won’t be here when the foster parent arrives, but I want to have everything ready. I can now search for my existing Foster record – let’s use Last 10. Note that when I select one, all of the animals that were part of the initial foster record, appear in the Operation Grid. When I hit Apply Selection, the choices I made in the initial foster record go blank. PP cannot show details for multiple animals as they may differ by animal. BUT THEY’RE THERE! So, only change what needs to be updated – Status and Status Date/Time to when the foster parent will be picking up. At this time, I would want to set the Foster Return to Scheduled as well for ease of searching later. You’ll want to think about how this will work best for your shelter’s process. Now, our Foster Parent comes in to the front desk to pick up the animals. The person at reception can search by Person to locate the animals scheduled to go out. Again, we select all and then on the Details tab change the Foster Start to Completed and update the Stage and Location. Submit Foster. Print Multi-Animal Contract. It is possible that a foster parent will Cancel or the medical staff decides the animal should not go out. In that case, you can Cancel the Foster Start and PetPoint will set the Foster End to cancel for you. 10

In our demonstration we showed you many ways to use Foster Search. One TIP/TRICK that we suggest is to create internal guidelines/SOPs for using the Foster Start and End statuses to define where an animal is in the foster process. This will make your searches within the module (search by Foster Details) more meaningful and trustworthy. We recommend: Start Statuses: Pending = animal has been recommended by staff/veterinarians for foster, but a foster parent has yet to be assigned (animal is still in your building) Scheduled = a foster parent has been assigned, and a pick-up date in the future has been set (animal is still in your building). You might want to set your End Status to Scheduled at this time to help with searches later. Completed = foster parent has picked up the animal (animal is in foster home). Cancelled = animal has an outcome or visit is cancelled before a foster parent (either pending or scheduled) takes it home End Statuses: Pending = used in conjunction with start status = pending. Define for some period in the future Scheduled = used when a foster parent takes the animal home and you communicate an approximate expected return date Completed = used when the foster parent returns the animal 11

Cancelled = used for a situation when an animal is assigned an outcome while in foster (be certain to assign this status BEFORE completing the outcome as PP will automatically assign the “Completed” status if not) You can get a list of your Pending fosters by selecting Foster/Foster Details and then click on the Foster Start check box. Select the Status and then you can either set a date range or remove the dates. Then click Find. To see a list of who is currently out in Foster you can use the Foster Start as Completed and then a Foster End of Scheduled. This is where those internal guidelines come in handy! 11

Now, to demonstrate some of the Enterprise functionality, we’ll go to Edit Follow Up to complete the Foster Return. Click on the Foster tab in the Module tabs below and then set your search parameters up top. Select the appropriate animals. You can filter this list by Foster Parent. Click Apply. Select all and Apply Selection. Change the Status, Status Date/Time and update the Stage and Location. You can even enter Foster Notes here but remember they will apply to all selected. Click Update Foster Records. 12

And remember, If something was entered incorrectly, your Admin can go in and correct a date or a Reason or even the notes. 13

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Here’s why you use the Foster Module – REPORTS! Why you use one report over another – if you want to pull out LOS in Foster by Foster Parent (Foster Animal Extended); this is how you demonstrate community support – for granting agencies, for media, for the Board. How to prepare a report for an individual foster parent on number of animals and LOS of each animal/litter – for their taxes? ( Foster Animal Extended ) Also to meet your volunteer requirements (minimum # of times per year to be considered a foster). How many and who cancels on you all the time? Opens up room in the shelter – because we fostered x number of animals for y number of days we were able to help this many more animals (increase capacity within the shelter itself – talk about demonstrating need for foster homes for media stories!). How do I get a report on who was suggested for foster but didn’t actually get one… How long are they staying in pending/scheduled status for Start based on foster reason – do you get fosters placed more quickly for one reason or another? What are your needs for more foster parents – where do you need to recruit more fosters – in medical? Bottle- feeders? Foster parents often find an adopter for you – adoption subtype friends & family foster adoption – foster parent can take animal home after spay/neuter or final check and keep animal until adoption paperwork is completed – somehow indicating the animal doesn’t even hit the floor. What would you like to know about your foster program? 15

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How do I get a report on who was suggested for foster but didn’t actually get one… How long are they staying in pending/scheduled status for Start based on foster reason – do you get fosters placed more quickly for one reason or another? What are your needs for more foster parents – where do you need to recruit more fosters – in medical? Bottle-feeders? Foster parents often find an adopter for you – adoption subtype friends & family foster adoption – foster parent can take animal home after spay/neuter or final check and keep animal until adoption paperwork is completed – somehow indicating the animal doesn’t even hit the floor. 21

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