Quick Start Guide: FMYiRC V1.20

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Quick Start Guide: Freemed-YiRC V1.20

Contents 1 Summary 2 Logging In 2.1 Browser Security Alerts/Messages 3 Main Menu 4 Changing FMYiRC System Settings 5 Module Manager 6 Setting Up Groups 7 User Administration 8 Changing FMYiRC User Preferences 9 What's Next?

Summary

This document covers how to tailor FMYiRC for your agency after initial installation.

Logging In

Before continuing, you should ensure that you have FMYiRC installed and that you can access it from a web browser. To do so, point your browser to the FMYiRC server's URL: https://IP_ADDRESS/freemed-yirc/

The primary system administration user in Freemed-YiRC is known as root. The password is initially set to 123.

NOTES:

• If you omit the /freemed-yirc/ portion of the above address, you may only see a blank page. This is a security feature to reduce unwanted access to your server.
• If you omit only the final forward slash (/), you may also receive an error or time-out. Unless your FMYiRC server is configured with a Fully Qualified Domain Name, you should ALWAYS include the final forward slash!
• In addition, you will receive an error if you use http instead of https. This is also a security feature.

Browser Security Alerts/Messages

You may receive one or two security alert messages. These messages are letting you know that while you are trying to access a secure site, your browser is unaware of the authority behind the site's security certificate. Normally, this would be a problem if you were trying to access a well-known banking or shopping website. However, because you've installed this yourself, you are performing what is known as a self-signed certificate. Basically, you are your own authority. With this being said, if your browser asks you if you wish to accept this certificate, tell it to Accept this certificate permanently (may be worded slightly different).

Different browsers display different versions of this message. In addition, different versions of the same browser may display different messages too! Therefore, your screen may look very different. This is unfortunate, as it will likely cause frustration with users. However, this is a function of the web browser, and not Freemed-YiRC itself. For more information on other browsers, please see this article.

You may also receive another security alert message telling you that the security certificate belongs to localhost. This is also OK. Just click 'OK' here. This message may come up every time you try to access the server!!!

Main Menu

Upon logging in, you will be presented with the main menu for the root user.

While the individual menu options may vary drastically from user to user, the menu itself is divided into parts which all users see:

• Top section
  • Contains menu options specific for that user.
• OTHER OPTIONS
  • Contains custom/non-stock programs or reports for this user.
• GROUP MENUS
  • Links to each group menu the user has access to.
• EMAIL
  • Only if E-Mail module is enabled!
• MY PREFERENCES
  • These are settings which for this user.
• SETTINGS
  • Only root user can see this.

For more in-depth coverage of the Main Menu, and FMYiRC navigation in general, please check out the FMYiRC User Manual. For now, let's continue on...

Changing FMYiRC System Settings

To modify FMYiRC System Settings, click on the SETTINGS link at the very bottom of the root users main menu.

This will take you to the Freemed-YiRC Settings Menu. This page contains some very important settings information. Note that while the first time you visit this page some entries may appear to be defaulted, please be advised that these settings are not saved until you hit the Update button at the bottom of the page!

The first items you should take care of are:

• Time
  • Choose the Time Separator Character. In the USA, typically this would be a colon (:).
  • Choose how you wish to view time. In the USA, typically you would choose the 12 Hour format.
• Date
  • Choose the Date Separator Character. In the USA, typically this would be a forward-slash (/).
  • Choose how you wish to view dates. Again, in the USA, typically you would choose the MM/DD/YYYY format.
• Help
  • Choose the help system you'd like to use for Freemed-YiRC.
    • Internal ONLY - This will only utilize Freemed-YiRC's built-in help database. Please keep in mind this may be very outdated! This option may be required if your users cannot access the Internet.
    • Internal, With Link To Freemed-YiRC Wiki - This will first bring up any help listed in Freemed-YiRC's internal help database. It will also provide a link to the appropriate page on the Freemed-YiRC Wiki. This is the default setting. This option provides the greatest flexibility, as your internal database can be modified to include helpful information to your agency, while the Freemed-YiRC Wiki link can still provide helpful generalized information. This option requires that your users have Internet access!!!
    • Freemed-YiRC Wiki-ONLY - This will bypass the internal Freemed-YiRC help database and go directly to the Freemed-YiRC Wiki. Use this option ONLY if you have no plans on using or modifying your Freemed-YiRC installations internal help database.
  • Freemed-YiRC Wiki Website Address - Do not modify this unless the location of the Freemed-YiRC Wiki changes!!!
    • Current Freemed-YiRC Wiki Website: http://www.freemed-yirc.com/freemed-yirc/wiki/index.php
• Addresses
  • Choose how you wish to view standard addresses formats. For USA, choose USSTD.
• Timecard Switchover
  • Regardless of whether you're using the timecard module or not, please choose the day of week and time which your payroll period starts. For most agencies this will be Sunday or Monday at midnight. However, some agencies may use a different switchover time due to shift change times.
• Fiscal Year
  • Enter the fiscal year start and end information. Typically this will be either 1/1 - 12/31 or 7/1 to 6/30.
• File Storage Directories
  • Unless you are installing multiple copies of Freemed-YiRC on the same server, then do not edit these. If you are using the Helper CD, then do not edit these. Do not edit these unless you are installing multiple copies of Freemed-YiRC, and need to use alternate directories for the storage of files! If you are unsure, do not edit these!

With this information entered, please hit the Update button.

This will return you to the Settings menu again. Next, we want to click the Modify link in the Company Info section near the top of the Settings menu.

Here you will be asked to fill out Agency name, address, phone and fax numbers, and optionally the Agency Number. Please ensure this information is accurate down to the character, as this information is used in a number of places in FMYiRC, especially reports. Agency Number is used for accounting purposes in several FMYiRC modules. This could be compared to your Cost Center if your agency is a sub-company in a larger organization.

When done, please click on the Modify button.

Once again this will return you to the Settings menu. Next, find the County List link in the County List section. Click it.

This will bring you to the list of counties that are loaded into Freemed-YiRC. By default, there are no counties loaded. Freemed-YiRC comes with a list of counties for each of the 50 states in the USA plus one for Washington D.C. However, you must load each state's list of counties that you wish to use here with this interface. Towards the bottom of the menu is a drop-down list with a list of states. You should load each state that you do business in. If your agency only does business in one state, then choose that state and hit the Add button. If your agency does business in multiple states, load them one at a time. After loading them, each state should show up in the table on that page, along with the number of counties loaded for that state.

When done, click the BACK link at the bottom of the page.

Finally, we want to check out the Module Manager...

Module Manager

The FMYiRC Module Manager is a very important part of the system, especially during the intial configuration. To access the Module Manager, log in as root, click on the SETTINGS link at the bottom of the main menu, find the Module Manager section of the Settings Menu and click on the Edit Module Settings link.

This will bring you to the Freemed-YiRC Settings Menu - Module Manager. This menu will list all loaded and available FMYiRC module. Please note that typically by default ALL modules are loaded and this list may be quite long.

Next to each module entry you should see the option for Enabled and Disabled. By default all modules are enabled. To disable any particular module or modules, click the radio button/checkbox next to Disabled. Then click on the Update button at the bottom of the menu.

In addition, you should see a question mark in brackets next to each module. This will take you to the help screen for this module. If you did not change the help setting in the Settings section, then this will first take you to the FMYiRC internal help screen. However, you can check for more information on the Freemed-YiRC Wiki by clicking on the link which says Freemed-YiRC Wiki "MODULE" Module Help Page, where MODULE is the module name.

You may also see a link next to various modules which reads Edit Module Settings. This is used to access various module-specific settings. Please beware that changing these settings can have drastic consequences on how that module acts! If you are not familiar with these settings and have not been directed to change them, then please do not do so on a live/production system!

You may enable/disable modules at will, however, please be advised that after initial configuration of the system is complete, you should only enable or disable modules after making the determination that they either are or are not appropriate for your agency, i.e., you should not enable/disable modules in a stable FMYiRC system very often. If you have multiple users logged into the system, they will notice any module changes as soon as they click on a new link or access another part of the system (i.e., any page refresh) after you've hit the Update button.

Setting Up Groups

In Freemed-YiRC the term groups can refer to multiple things. Your various physical locations can be groups (i.e., a Group Home or Foster Home). You may even have several different programs at one physical location (such as a school serving different populations), each of these can be a group. You may have a clinical team which can make use of their own group. FMYiRC also uses groups for timecard/accounting purposes.

This section is not intended to cover all the features of the Group Database in FMYiRC. We only want to cover enough here to get your agency moving along with a useful installation of FMYiRC. For more information about the Group Database, please see the Freemed-YiRC Administration Manual.

Great care should be put into setting groups up in FMYiRC!

To modify groups in FMYiRC, click on the Group Database link from the root users main menu.

By default, FMYiRC has one group configured, the Office group. This is typically your top-most administrative location. For some smaller agencies, this may not even be a physical location. Some agencies may have their administrative office in the same location as their residential facilities. This is fine. For the purposes of FMYiRC, this situation would have the Office group be a virtual one.

NOTE: The Office group should not be deleted.

FMYiRC can identify groups in three different ways, depending upon the circumstances:

• Group Abbr
  • This is a very common reference. This is a two letter abbrievation. OF = Office
• Short Name
  • This is a very short length name to reference a group by. This is also a common reference. Since Office is already short, office is used. This should be entered in all lower case!!!
• Long Name
  • This is the full, official, name of the group. Once again, Office will suffice here.

For example, let us use a fictional group home. The Bob Johnson Memorial Group Home. For this example, we could use the following:

• Group Abbr = BJ
• Short Name = johnson
• Long Name = The Bob Johnson Memorial Group Home

To add a new group to the system, click on the Add Group link in the Group Database menu.

This will provide the following options:

• 2 Letter Abbr: This is the Group Abbr' reference we mentioned previously.
• Type: The type of location. Options are Home and Other.
  • Home refers to a residential group.
  • Other referse to other types of groups. The Office group is listed as other.
• Short Name: This is the Short Name reference we mentioned previously.
• Long Name: This is the Long Name reference we mentioned previously.
• Acct. Num Code: This is a numeric code used to reference a group for accounting/timecard purposes.
• Acct. Char Code: This is a textual code used to reference a group for accounting/timecard purposes.
  • This is used to represent the tax district of a group for timecard purposes. If there isn't one, leave blank.
• Phone: This is the primary phone number of this location.
• Address: The address of the location. If this is a virtual group, leave blank.

When done, click on the Enter button at the bottom of the page.

After creating a group, click on the Modify link in the right-most column for that group. Here, the information you just entered will appear, along with the list of Permissions. FMYiRC has a many levels of access control for information. This is one application of that. Here, you can pick and choose each option that a particular group has access to. If for some reason you want this particular group to be able to do everything except x, y, and z, this is where you would do this. When done, click on the Update button at the bottom of the screen.

Next, click on the Edit link in the Hours of Operation column for that group. Here you have a multitude of options relating to the hours of operation for this group, as well as some census billing options. If any option does not pertain to your agency, leave it be, but please fill out the bottom entries Sunday through Saturday. If this is a 24 hour a day/7 day a week operation, then all days should be checked and 12M to 12M should be selected for the time (00 for the minute). However, for a school, it may only be in operation Monday through Friday, from perhaps 8AM to 2PM.

When done, click on the Enter button at the bottom of the page.

If your agency intends on using the timecard system, and you have staff that sleep at any given location, FMYiRC has the ability to automatically click staff off duty at the start of a scheduled sleep cycle and on duty at the end of that cycle. If this pertains to your agency, please click the Edit link in the Sleep Sched. column for that group and fill in the appropriate options. End Cycle refers a date on which the weekly cycle should end. For instance, if you have weekly and week-end staff shifts, staff clocking in Sunday night or Monday morning may wish to have the system automatically clock them on and off duty all week until they leave Friday afternoon. In this case, you would choose the End Cycle option for Friday End. Otherwise, the system will keep clocking them on and off duty each and every day until they physically clock off duty.

Repeat this process for each of your groups.

User Administration

FMYiRC contains a very extensive User Administration utility. This guide is not indended to fully explain this utility, at this point we only want to make a few changes to our root user. For more information about the User Administration utility, please see the Freemed-YiRC Administration Manual.

To access User Administration, click on User Admin link from the root users main menu.

The first time you access the User Administration menu, it will list all users whose login names begin with the letter a. Since this is a new install, there is only one user in the entire system, root, and it doesn't begin with a. In the alphabet selection bar, click on the ALL link. Now, a table should pop up with the root user.

The first thing we want to do is to change the root users password. Let's face it, 123 just doesn't cut it. Click on the Change Password link in the Admin column for the root user.

Here it will ask for a new password. Enter a new password, a good one (includes both letters AND numbers), twice (once for confirmation to ensure you didn't mistype it). Then click the Change Password! button.

Next, we need to ensure root has access to everything. By default, all modules are loaded into FMYiRC. However, root may not necessarily be set up to access everything. This is due to the way that modules are initially loaded. To ensure that the root user has access to everything, click on Modify in the Security Permissions column for the root user. Depending on how many modules are loaded into the system, this list can be VERY long.

This will list each module loaded into the system, and each security permission for those modules. Since we want access to everything, we don't want to have to go through and check every checkbox!!! So instead, we have templates. One of them is called EVERYTHING. Choose this from the drop-down (it may already be selected), and hit Apply. Technically, this is a misnomer... it does not give you everything. This is due to the fact that some of these security permissions may be contradictory. However, it does give you access to all pertinent functionality. After hitting apply, it will show you again the list of permissions for the root user, which are now updated. You can now scroll through and revise the permissions if you wish, however there is no need to do so at this moment.

Now the root user has a new password, and has access to everything in the system. Once you return to the main menu, you may notice a few new options, or possibly very many, depending on how many modules are loaded, and enabled, in the system.

Changing FMYiRC User Preferences

There are some settings in the system which can be called preferences... that is, some users may wish to have things look and/or act in a different way. To modify these settings, click on the My Preferences link at the bottom of the root users main menu (this also applies for all users).

This will take you to the Freemed-YiRC My Preferences Menu. This page contains one or more settings that are available to be modified by the user themselves.

The major items are:

• keyboard_shortcuts - Setting this to Enabled (the default setting) allows a user to make use of certain keyboard shortcuts/hot-keys to navigate around Freemed-YiRC. For more information about these hot-keys, please see the Keyboard shortcuts article!
• main_menu_multi_cols - This is Disabled by default, but you should Enable it and try it out. This will make your users main menu show up as three columns, making more use of your wide-screen monitor as opposed to one tall slim column. This is only disabled by default because during upgrades users typically live in fear of major changes, even if they are aesthetic only!
  • 

    

    Example Main Menu in 3 Columns.

A user can also change their own password using the Change My Password link on the My Preferences menu.

What's Next?

You should now have a little bit more insight into Freemed-YiRC and it's internals. This guide has by no means explored all that is Freemed-YiRC. However, at this point you should have a FMYiRC installation which is ready to be experimented with by your agency. Further customization will likely be necessary. However, that process will take time as you explore the modules and determine exactly how your agency will use FMYiRC. Good luck!

At this point, you may wish to view the following documents:

• Freemed-YiRC V1.00 Administration Manual - Administration manual for FMYiRC
• Freemed-YiRC V1.00 Printing Guide - Printing guide for FMYiRC
• User Navigation Tutorial for FMYiRC V1.20