Now that you've broken down your program into case stages, it's time to start thinking about the processes that happen within each stage.
For example, the "Application" stage likely includes the client filling out an application, your staff reviewing it, and the client being notified if they are approved or denied. The "Home Study" stage would be more complex and could include several processes happening at once: background checks sent off to the state, parent education classes taken by the client, and the home study documents being collected and reviewed by your team. And all of this happens before the home visit!
Watch the video below to learn more about processes within processes from a database perspective, and how these processes represent opportunities to automate communications to involved parties when case milestones are met.
- Some SAM tables are built to store static information, or information that can be overwritten without issue, such as hair color, eye color, names, and addresses. These are 1:1 tables.
- Most SAM tables are multi-record or 1:Many tables, meaning they are designed to record multiple records and maintain each record's individuality. Think home studies, licensing, and placements - processes that can happen more than once.
- The processes that happen within each case stage likely fall on a multi-record table. The most commonly used multi-record table is the case table, where you'd want to store information related to the application and program of each unique case.
- Transitions between case stages most commonly happen because a process (such as an application form) has been completed. Clients then move to the next case stage.
- When a milestone is met (such as Home Study Approved) or a client moves to the next stage, it's an opportunity to communicate to the client to keep them up to date. SAM's templates can automate notifications about the case progression.
Communication Make Easy: SAM Templates
Assignment: Processes Within Processes
- Add a new test family within your SAM site
- Add a home study record to that family, using the link on the sidebar.
- Take a look at other multi-record forms on the family record, such as Communications, Documents, and Complaints.
- List out the steps of three processes that happen more than once within your main program, such as home studies, reports, and parent training. You can use this simple diagram template if you wish.
- Set up your email sending settings.
- Create a simple template to notify families about a case stage or process.