Ensuring that Social Solutions Efforts to Outcomes (ETO™) software is easily integrated into your users’ daily workflow requires a careful balance between the data you need to track and the time it takes users to complete data entry. Too little data entry and you won’t get the data you need for reports. Too much data entry and users may be reluctant to embrace and use the software altogether. The following 5 functions available in ETO Touchpoints can help you find the right balance for users of your ETO database, helping them save time on data entry and giving them more time to spend with program participants.
1. Save & Record Similar
Add the “Save & Record Similar” function to any Touchpoint.
With this function, users can start a new Touchpoint record of the same type for the same participant, collection or entity without searching for them again.
This function is often used for entering attendance or completing case notes. With this functionality, a user can enter and save several dates of attendance quickly or do case notes in batches for each day they have seen a participant.
This function is available on the Edit Touchpoint Settings screen.
2. Remember Last Value
The Remember Last Value functionality copies answers from previously completed Touchpoints into new Touchpoints. Use this functionality when the same Touchpoint is completed numerous times and answers on each record stay the same.
The answers auto-fill from the most recent Touchpoint with this functionality. Users can record any changes on the new Touchpoint record without entering all of the Touchpoint questions again.
This functionality is commonly used to track changes in service plans. If a service plan Touchpoint needs to be updated every thirty days, the Remember Last Value functionality can be used to auto-fill the new service plan with the answers from the last service plan. A user can then update the new service plan based on the pre-filled template. This saves significant data entry time and ensures consistent updates to a service plan.
3. Cross-reference fields
Cross-reference fields pull data from demographics, Touchpoints, participants, entities, entity attributes, and users into the current Touchpoint screen so that certain data is pre-filled and users do not need to enter this data twice. There are several types of cross-references that you can use to streamline data entry, as outlined below. You can find the cross-reference setting in the Question Settings Screen:
- Entity Cross-Reference:This field links an entity to the Touchpoint being entered. It is often used to link a volunteer, service provider, or teacher to a participant’s Touchpoint.
- Entity Cross-Reference Attribute:This field links an entity attribute to the Touchpoint being entered. It is often used to build an entity Touchpoint with entity attributes already available on the “Add New Entity” page. For example, if an employer entity has an attribute that notes their industry type, that field can link (auto-fill) to a job order Touchpoint.
- Participant Cross-Reference:This field links a participant to the Touchpoint being entered for another participant or an entity. For example, this cross-reference field is often used to link a participant Touchpoint activity to a mentor.
- Demographics and Program Information Cross-Reference: This field references demographics or program information that is already in the database. It is often used to link demographic data to an assessment. It is also used when custom demographics are needed for a dashboard.
- Element and Response Cross-Reference:This field links a response from another Touchpoint to a new Touchpoint. It is often used to add the same data to two different Touchpoints.
- User Cross-Reference:This field collects data on the user entering the Touchpoint.
Calculations are perfect for Touchpoints that use numeric answers, weighted answers, or date fields.
Auto-calculated data entry is more time efficient for users than manual calculations. Auto-calculated data entry also ensures that data is accurate for reports, especially when auto-calculated scores are based on weighted answers.
Calculations are often used to determine the number of days between program enrolment and a participant’s first date of attendance or first date of intake, or can be used to sum a participant’s total score on a psychometric measure.
5. Conditional fields
Conditional rules can be added to question fields as well as the question answers in ETO Touchpoints. Just like Calculations, conditional rules streamline data entry and ensure data accuracy.
You can create conditional rules for actions such as:
- Showing or hiding questions based on a previous answer
- Making questions required or not required based on a previous answer
- Filtering answer options based on a previous answer
- Setting default answers based on a previous answer
Conditional rules give a single Touchpoint screen multiple functions. For example, assessments during a service period may have different questions based on the assessment interval (e.g. intake, 30-day follow-up, exit). Add a question at the top of the Touchpoint that identifies the interval of the assessment. The appropriate questions for that time period will be shown, hidden, or required based on the conditional rules.