Household Profile Update (HPU) Form Overview

Overview

The Veracross Household Profile Update (HPU) system allows schools to create multiple household update forms according to specific contexts within the database. The HPU is comprised of a collection of mini-forms, known as Category Cards, which are organized into categories on a webpage. These collections of cards are configurable to the different contexts, such as Online Re-Enrollment, Parent Portal, and more. By using the HPU, schools have control over what information is collected, which fields are required for completion, and what kind of update permission is allowed for each field.

HPU Components

Each HPU form is comprised of category cards logically grouped together under category headers that present a form in which parents, faculty/staff, and other school constituents can then update. Category headers and category cards will vary per form, based on the type of information that is applicable and relevant for that form’s context. HPU forms must be configured for a distinct context from which the form will be linked.

Contexts

Contexts define the area of the system to which this form applies. Context areas that the HPU forms can be linked are:

• Online Re-Enrollment + Enrollment
• Re-Enrollment Only
• Enrollment Only
• Parents
• Staff/Faculty
• Alumni (not currently available in any Veracross portal, but may be emailed to users, and may be accessed via Login, which in theory can be linked via Token Method SSO from another resource such as a third-party Alumni portal)
• “Public” (not currently available in any portal, but may be emailed to users)

Configuring the forms according to specific contexts allows for targeted information to be gathered from each of the school’s constituents.

Note that the O(R)E and Parent contexts are the only contexts that will include “child” (student) information inside the HPU. Staff/Faculty, Alumni, and Public form contexts

For example: During the Online Re-Enrollment process, schools may only be interested in capturing updates to emergency and pickup contact information, medical profile updates, and doctor information. An HPU form can be configured to specifically capture this information for only the Online Re-Enrollment context, while a full-featured family information update form may be included on the parent portal for additional updates.

Category Headers

Each context has its own set of category headers that aid in the organization of the HPU form. Category headers allow schools to logically group together category cards. Each category header has its own specific set of category cards that can be turned on or off depending on school’s preferences. Schools can add their own category headers, edit existing headers, rearrange the header order on the form, and delete category headers.

Configuration options at the category-level include:

• Include/exclude the category header on the form.
• Edit the category header name.
• Drag-and-drop to rearrange category header order on the form.
• Collapse/expand category headers.

Category Cards

Category cards represent a mini-form in which information can be updated independently from other data. Each card contains a collection of fields and configuration options that allow schools to have control over the organization of each section of the HPU. When a category header is selected on the HPU form, the enabled category cards for that specific header will appear with the updateable fields.

Configuration options at the category card-level include:

General

• Edit the title of the category card.
• Enter a description of the data collected on the card.
• Include help text.
• Edit system settings for the workflow of adding data to the system.

Form Fields

• Include/exclude fields under a category header.
• Set a field to be read & write, read-only, or add-only.
• Set a field as required to complete.

Note: There are some fields within category cards that are system-required and cannot be edited. These fields will appear in the “Form Fields” section on the HPU Admin tool but will be grayed out to indicate they cannot be removed or changed.

Configuring HPU Forms

Most of the configuration for HPU forms will occur through the HPU Admin tool. This tool provides an interface that allows for easy updating of category headers, field settings (i.e., update permissions or required settings), help text options, and more. Before a form can be configured using the tool, however, it must be added to the system.

For detailed instruction on how to add, set up, and configure forms, see the Configure HPU Forms article.

HPU Admin Tool

The HPU Admin tool enables schools to manage all aspects of form configuration from one central location. This tool is accessible through the Configure HPU Forms link under the Household Update Tools section on the System homepage. Clicking this link will automatically launch the HPU Admin Tool in a web browser.

School administrators can use the HPU Admin tool to configure multiple forms across a number of contexts. All forms added will appear in the Forms Context Menu toggle in the upper right corner of the Admin tool. Administrators can click into any of their available forms and configure each to reflect the information that they are interested in capturing.

HPU Forms and Users

When a user opens an HPU form, a searchable listing of the configured category cards will be displayed. Each category card listing includes a sub-description that either details what information is collected on this card or displays a basic summary of the data the user has already entered.

Each category card can be clicked into to reveal the collection of cards related to each relevant record in the system (e.g., the category card “Contacts for my Children” will include a card for each child record in the system). Clicking the blue “edit” button in the upper right corner of the card will turn all fields configured for update (i.e., the “Read & Write” option is selected for Update Permissions) into text fields, checkboxes, or drop-downs. The user can then add and update data and save the card when finished. Once the change request is processed by the system, the card will return to its original read-view and display the new data entered by the user. In cases where the Category Card has been set to “Updates Require School Approval” or “Deletes Require School Approval,” an indication of the pending data change request will be displayed to users. Schools will use the “HPU Updates: Requires Approval” report to approve each change the user makes.

In some cases, the category card has been configured to allow new information to be added, such as adding new contact information for a child. When the  button is selected, a specialized form for adding new information will appear. Users can fill in this information and submit the form. The system will then check to see if this contact’s first and last name, along with their email or phone number, matches someone in the database. If there is a match, the system will use the person who is already in the database as the contact. This prevents duplicates from being added to your system.

All HPU forms include an “Update Log” tab in which a user can view the recent changes he/she made to his/her form. This log displays the date and time of the change and provides a brief description of the category card that was edited.

And instead, if you want to allow updates to home phone but keep the Person “home phone” and Household “phone” in sync for all members of the household, only allow users to update household phone in the HPU by turning on this field:

Household Update Tools

There are a number of reports on the System homepage available to help facilitate day-to-day management of HPU update requests. These reports display both recent HPU updates and updates that require attention by school administrators.

If a school has configured HPU forms to include fields requiring approval, the “Recent HPU Update” reports should be monitored on a regular basis to ensure all updated information is being regularly entered into the system. Fields designated as requiring approval, because approval is required, must be manually reviewed and added to the database.

The following is an explanation of the three HPU updates reports:

Recent HPU Updates

A report that displays a list of updates made within the last two weeks from an HPU form

The report displays the household to which this update applies, the card category from which the change was made, the table name, the update user, the approval status of the update, and the input date. It also provides a link to the Household Profile Update Journal Log, which provides specific information on the changes made. From this screen (or from the ‘Approval Status’ column in the report), the Approval Status for the change request can be updated from “Pending” to “N/A,” “Approved,” “Rejected,” or “Complete.” In most cases, HPU changes are reflected automatically on the appropriate system record (e.g., Household, Faculty/Staff, etc.) when the user saves the form, and therefore does not require manual entry. However, if a category is set to “Requires Approval,” the change is not updated to the database until a school reviews the recent HPU update and changes the approval status to “Approved.” To view a report of all HPU changes requiring approval, use the “HPU Updates: Requires Approval” report.

HPU Updates: Requires Approval

A report that displays a list of updates made from an HPU form that requires approval of the school in order for the data to be changed (i.e., has “pending” approval status)

The report displays the household to which this update applies, the card category from which the change was made, the table name and update user, and the approval status of the update. The Household Profile Update Journal Log is also available from this report. The school administrator can use this report to view a list of all change requests that must be reviewed before they can be committed to the database. Request change approvals are managed using the “Approval Status” drop-down menu options. Once the change request has been updated to an “approved” status, the change will be made in the database.

HPU Notification Template

To notify a person by email that an HPU request is pending, enter a “To” address in the HPU_Pending_Items_Nofitication detail screen.

Navigate to this detail screen by clicking the “System Email Templates” link on the System homepage under the System Configuration section.

New Health Change Requests

Note: this report is located under the Today section on the Health homepage.

A report that displays health change requests made from the Medical Profile HPU form with the status of “New”

The report displays the request date, a description of the request, the status, the input user, and the input date. Detailed information for each health change request can be accessed by selecting the Health Change Request ID. From this detail screen, school administrators can review the health data and change the status of the request from “New” to “Under Review” or “Closed/Completed.” Changing the status does not automatically update the health data in the system but indicates that it has been verified. The data will then need to be manually entered on the person’s record. Health data change requests is managed in this way to allow the school’s health office to review and familiarize itself with all students’ health data before it is entered into the system and to decide whether to append to or replace existing data.

Note: The Health Information Document can be made required to review as part of online enrollment & re-enrollment. It also has multiple customization options. The set up for these items is documented here.

Card Specific Information

Billing Information Card -Information added here is populated to the Billing Directions field on the Person Accounting table, which is able to be pulled into a System query -After this card is filled out, Billing Status is automatically updated to Pending