Projects (Services)

Charitylog uses a system of Projects to categorise the information stored on the system. There is one list of Projects, and then the following information is categorised by Project:

• Referrals (and therefore all the Contacts and Actions within the Referrals are also categorised by Project)
• Clubs and Clinics (and therefore all of the Attendances at a Club/Clinic are also categorised by Project)
• Roster Plans (each Roster Plan is linked to a Referral, and therefore a Project - and all the jobs resulting from that Plan can be categorised by Project)

Projects are important for two reasons:

1. They let you find the information you need more quickly, day-to-day. Rather than looking through "all work we've done with this client", you can filter down to see "just the befriending work we've done with this client" (for example).
2. They are used for reporting. You can report on Projects individually, or you can extract information relating to several Projects at the same time.

Generally there is at least one Project per Service that an organisation delivers. Sometimes it's appropriate to separate the information even more - for example, the Dementia department has separate Projects for Dementia Befriending, Dementia Trips, the Memory Café, and so on.

This is a list of the Projects set up on the AUKC Charitylog system. Click on the name of a Project to see more details about it.

Project Name (Thorpe Close)	Purpose	Notes - in particular, what constitutes a Referral, and use of Rostering
Activities And Events	This project covers client involvement with any activities and events, apart from Group Shopping Trips and the dementia-related ones (Dementia Trips and the Memory Café).	Standard Referral/Contact structure for all initial involvement. Once a Client is involved with a Trip, Group, Activity etc, they should be given Membership via the "Record a Contact" screen. Their attendances will then be counted via the Club/Clinic Attendances, not via Contacts. However, Contacts should still be added if and when the Client gets in touch for any other reason (checking what time a trip goes, that sort of thing).
Befriending	To capture details of the work done with clients under the Befriending service.	Standard Referral/Contact structure to start with. Once the Client is linked to a befriending volunteer, the ongoing visits will be managed using the Rostering module. Generally it should be one Referral per Client, as we expect Clients to get involved and stay involved until their life situation fundamentally changes. At that point, the Referral can be manually closed. Rostered jobs will probably be weekly repeating visits, always delivered by the same person, so the Roster Plan will be nice and simple.
De-Cluttering	For any Clients receiving decluttering services.	Standard Referral/Contact structure to start with, then Rostering for any work done on-site, including the initial assessment visit. One extra thing for this project (also used for the Safe At Home project); Project Funding Streams. Staff should select, at the start of each Referral, whether it's going to be funded by RBKC or by My Care, My Way.
Donations	For anyone who donates.	Standard Referral/Contact structure. People need to be made into Donors before they can have activity recorded under the Donations project.
Escorting	Covers client involvement with the Escorting service	Standard Referral/Contact structure to start with, leading to Rostering when they're going to actually receive the Escorting visit(s). Clients should be given one Referral per issue that they present with. Therefore the Referrals will probably be short in duration, and most of the rostered jobs will be One-Off Meetings, so we recognise that creating these for every visit is going to be a bit onerous. Sorry. However, the alternative is to use a different approach to the rest of the organisation and we feel that all in all, that would be a more confusing option.
Gardening	For the gardening service	Historical project, not currently (Summer 2018) happening, but may get funded again at some point.
General Enquiries	For Will and other staff/volunteers to record simple enquiries - those that don't go as far as a full I&A referral.	This Project will be available for recording of Anonymous Contacts. No Rostering. This Project is not expected to cover any detailed services with Clients - it's just for the daily "churn". Will and others using this Project will need to decide at the start whether a Referral should be in General Enquiries or whether in fact it should be I&A. If it sounds like it could get at all complicated, it should probably be I&A.
Group Shopping Trips	For client involvement with the Wednesday and Thursday shopping trips.	Referral/Contacts for the admin at the start of a client's involvement, then Clubs and Clinics for their attendance at trips.
Health Promotions	To capture activity around clients engaging with Health Promotions	Normal Referral/Contacts, then Clubs and Clinics for attendances at groups and talks.
Information & Advice	For the I&A service	This project uses the standard Charitylog Referral/Contact structure. In I&A the rule is one Referral per issue. If a client presents with an issue, and then comes back with a separate issue, that's a new Referral. If they present with an issue and then come back with further questions (even if it's weeks later), then that is a continuation of the original Referral (use the "Extra Info" button on the Contact History tab).
Outreach (Catalyst)	For support and advice delivered to Catalyst residents.	Normal Referral/Contacts.
Safe At Home	Covers client involvement with the Safe At Home service.	Standard Referral/Contact structure, then Rostering when they receive visits. One extra thing for this project (also used for the Decluttering project); Project Funding Streams. Staff should select, at the start of each Referral, whether it's going to be funded by RBKC or by My Care, My Way.
Simple DIY	For any Simple DIY jobs for clients.	One Referral per issue, then Rostered jobs as required to resolve the issue (similar to Escorting.)
Volunteer Management	For recording work done with volunteers, separate to the volunteer's later involvement with delivering services to Members.	Standard Referral/Contact structure. Charitylog allows you to record work (using the Referral/Contact structure) with any Type of organisation or person on the system, so Volunteers can be treated just like Members. It doesn't matter that they don't receive "services" in the same way as Members.
Walking Support	For clients accessing Walking Support.	Standard Referral/Contact structure for initial contacts, then Rostered jobs for their 12 weeks of support. The Rostered jobs will therefore be weekly jobs, but with an end date set on the Roster Plan so that they only go on for 12 weeks.

Project Name (Acklam Rd)	Purpose	Notes - in particular, what constitutes a Referral, and use of Rostering
At Home	Domiciliary care.	Rostering. Coming in phase 2 (by end 2018)
Dementia Advice	This project is the one that any "normal" referrals to the Dementia department should go to.	Clients should be referred to this project as a starting point for Dementia services. While they are involved with this project they will get their Assessment and Support Plan done - these are linked to the Referral (extra buttons on the "contact history" tab). Once these are done, the Client should be given Referrals in any other Dementia Projects as appropriate. Their referral to the Main Project can stay open for as long as they are involved with services, and manually closed whenever they stop receiving services. No Rostering in this Project.
Dementia: 1-to-1 Befriending	Covers client involvement with the Dementia 1-to-1 Befriending service.	Standard Referral/Contact structure to start with, leading to Rostering when they're going to actually receive the Befriending visits. Very similar to "standard" Befriending.
Dementia: 1-to-1 Support	For clients who are receiving 1-to-1 Support.	Standard Referral/Contact structure, then Rostering when they receive visits.
Dementia: Trips	For Clients going on dementia Trips.	Standard Referral/Contacts, plus Clubs and Clinics involvement for the trips themselves.
Exercise At Home
Exercise For The Mind	For clients accessing the Exercise For The Mind programme.	Standard Referral/Contacts, plus Clubs and Clinics involvement for the programme itself. Each 12 week block should be set up as one Club/Clinic, with "bring forward client appointments" set to "Yes".
Memory Café	For clients attending the Memory Café.	One Referral per client, with Clubs and Clinics used to capture the attendances.