E-Learning Glossary

Administrator: A HIFIS user who is responsible for the administrative functions of the software, such as configuration, data integrity, and backups.

Barring a Client: Indicating in the software that a client is not permitted to receive services from one or more service providers.

Booking In: To record that a client is staying at your shelter you must book them in. This can be done through the Reception screen.

Bulletin: A message in HIFIS that can be read by all other HIFIS users.

Button: An object in HIFIS screens that, when selected, opens another screen or starts an action, such as editing or adding a record.

Case Management: A record of the supports given to a client by a service provider in pursuit of a specific desired outcome, such as Employment, Food Security or Skills Enhancement.

Client: An individual who has used or is currently using the services provided by the service provider.

Client Search: A list of clients to choose from when performing an action that requires a client to be selected.

Confidential (Documents): In HIFIS, Confidential is a term used for documents that are sensitive and should not be seen by all users of the software. The Administrator can designate which users can view Confidential Documents.

Contributing Factors: Client attributes and situations that are believed to be a contributing reason for the client’s need for service (e.g., discharge from correctional/jail, developmental disability, financial crisis, etc.).

Control Panel: The Front Desk, Bulletins, Administration, Backup and Exit buttons in the home screen.

Demonstration: A video in the online courses that explains how to perform a particular task.

Dependant: default term for any family member that is not listed as the Family Head or Partner; selections include Child, Extended Family, and Roommate/Boarder.

Drop-down List: any field in HIFIS that has multiple values or options. Values can be chosen by clicking the down arrow that appears at the right of the field.

Family: Two or more related client records joined together in the database, allowing them to be booked in together.

Family Head: a client designated as the representative of a family in HIFIS. The Family Head must be above a certain age, which is set by the service provider’s Administrator.

Field: An area in HIFIS screens where information is entered into the database.

Geo Region: the general region in which the Client/Person resides or was born. An example of a Geo Region is This Community or Other Province. This information can be used to look at the broad trends in where clients come from or move to.

Hidden Client: a client whose status has been marked as Hidden in the Miscellaneous tab of the Client Details screen. The Client Visible / Hidden function is used when a client’s stay with a service provider is of a sensitive nature and should not be seen by all HIFIS users.

Incident: An occurrence, such as an accident or a physical dispute, that needs to be recorded in the software.

Legend: A chart explaining the colours used in HIFIS lists. Hold the mouse over a colour in the legend to see its meaning.

List Tab: Most screens opened through the Front Desk open to the List Tab. This displays a list of the records associated with that screen. Choosing a record from the list and selecting edit will open the Details Tab.

Localised Table: A table that can be tailored to your particular location. For example, adding organizations in your particular region that you refer clients to or have clients referred from.

Mandatory Field: A field within HIFIS (shown in red) that must be filled out in order to save a record.

Menu: A grouping of buttons or options within HIFIS (e.g., Front Desk menu)

Mobile Bed: a bed that can be moved between rooms in a shelter. In the Shelter Map screen, mobile beds are indicated by horizontal stripes and can be transferred into different rooms.

Module: A chapter within a HIFIS e-learning course.

Observed Disability: a client disability that is apparent upon contact with the client but has not been officially confirmed.

Overflow Bed: a bed not needed for daily usage. This status may be used to indicate beds in storage or only used in emergency situations. In the Shelter Map screen, overflow beds are shown in grey.

People: An individual who is not a client and not a HIFIS user, but is associated with the service provider or a client in another capacity.

Profile: Stored Information about a user, such as password, preferences etc.

Program: A program is defined in the Administration and applied to each client stay. It details how much a stay will cost and if it is funded or if the client will pay.

Project: Funding received by a service provider that is unrelated to a particular client.

Read-Only: Field in HIFIS where users cannot enter information. Administrators can designate which fields are read-only, and for whom.

Record: Information entered in related fields and then saved in HIFIS.

Report: information entered in the HIFIS database can be presented in various reports which give statistical analysis or an easier way to view information from multiple screens.

Screen: An area within HIFIS where you can record information or select buttons.

Self-Check Exercise: An interactive exercise designed to test what you have learned.

Service Provider: An organization that provides services such as shelter or food to clients who are homeless or at risk of becoming homeless.

Shelter: a building that serves as a temporary residence for homeless individuals.

Shelter Map: A graphical display of a shelter’s rooms and beds.

Simulation: An interactive training video created to simulate the HIFIS software.

Staff: any person identified in the People screen as being involved with the operations of the facility; does not include HIFIS users. Other People categories are Contacts and Adversaries.

Text Field: any field within HIFIS that can be filled or edited by inputting text with a keyboard. There are many different Text Fields in HIFIS, including client’s first and last Name, a shelter’s Room #, and the Description and Comment boxes.

Tool Bar: A line of buttons, usually found at the bottom of the screen.

Tool Tip: Text that describes the purpose of a button. Appears when you place your cursor over a button.

User ID: the login name unique to each HIFIS user. Used with a password, it will allow the user to log into the software.

User Rights: The privileges that a particular user has been granted within the HIFIS software.

Victim: a passive party involved in a Conflict who is not the aggressor. The Victim status will be shown by a target symbol. Not all Conflicts have a Victim and there can never be more than one victim.

Vital Information: client’s name, D.O.B. and gender. In the Vital Information window, the user has the option to Start a Family for the client, or join the client to an existing Family.

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