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Delivery Route feature

Updated

This feature allows users to record a visit for several clients at a time in a group and print a list for drivers to use on a delivery route. While setting up your group, it will also allow you to include delivery notes and it keeps track of who misses their deliveries. It will record a visit that will appear in each of their profiles for the same visit date for those who were delivered to.

This article covers the following topics: 

How to enable the Delivery Route feature

Permission: to enable the attendance feature, an Agency Manager or Network Administrator will have to check off this permission in the organization's and user's profile. If you do not see the Delivery Route option at the Agency level, a Network Administrator will need to turn on the Attendance feature at the Network level.

Adding Organization permission:

  1. Log in at the Agency level.
  2. Select Case Management on the Applications page.
  3. Click Administration (left navigation panel).
  4. Click Settings. 
  5. Scroll down to Intake Options. 
  6. Select On for both Attendance and Delivery Route.
  7. Scroll to the bottom of the page and Save Changes. 

Adding User permission: 

  1. While logged in at the Agency level. 
  2. Click Administration (left navigation panel). 
  3. Click Users. 
  4. Select the orange edit icon beside the user's name. 
  5. Click on Case Management Specific on the top right-hand side of the page. 
  6. Check off Attendance in the list of Additional Permissions. 
  7. Scroll to the bottom of the page and Save Changes. 

How do I create a Delivery Route? 

Before deciding which client should be added to your route, please keep in mind that the current capacity when optimizing a route is limited to 25 clients per route. 

To create a delivery route please follow these steps: 

  1. Navigate to Clients, then select Attendance.
  2. Click on + New Delivery Route. 
  3. Type in a name for the delivery route. 
  4. Search for the clients you wish to add in the same way you would during client intake. For more details on searching for clients click here. 
  5. Once you have found the client in the drop-down list, a pop-up will appear where you can enter additional information about the delivery called Delivery Notes:
    • Delivery Reason: the reason why the client needs a delivery. 
    • Delivery Notes: any relevant notes the driver may need to know about the delivery. 
  6. Click on Save to add them to the group. 
  7. The client's household details will appear, including: 
    • Order #
    • ID# (both client and household)
    • Client Name
    • Household Address
    • Items/Services Provided
    • Dietary Considerations
    • Delivery Details 
    • Notifications: Last Delivery Date, # Missed Deliveries. 
    • Notifications: Household alert notes, Forced review details, Delivery reason, and Delivery notes. 
      You can add more than one client from the same household into the same group. The system will alert you that you have done this and you can choose to continue if that is what you meant to do. 
  8. A notification bar will appear reminding you that you have to update your group in order to see the full completed list or to record a visit. 
  9. To remove a client from the group simply select the trash icon next to them. 
  10. Click on +Create Route to save the group or Cancel to discard changes. 
  11. Once created, you will see additional tools that could be useful to manage your list: 
    • Reorder: reorder the list of clients.
    • Copy: you can copy the table into another application.
    • CSV: you can download the table into a CSV file that can be opened in Microsoft Excel.
    • PDF: you can download the table into a PDF file.
    • Print View: you can view the table in a printer-friendly mode and then print it directly from the program.

Delivery_Route_creation.gif

CSFP Delivery Route

Please keep in mind that the current capacity when optimizing a route is limited to 25 clients per route. If using that option, you may want to split up this route into different ones so that each one can be optimized separately. 

For all organizations with a CSFP program enabled who use the delivery feature, a delivery route will be created at each agency based on the clients that were assigned to that Location.

The groups will be called Automated CSFP Group- Location: [Name of location]. The groups will be updated in real-time based on any changes to that client's Location. Any new clients added to that location will also automatically be added. Users will NOT be able to add their own clients to these groups as they are based on settings in the system.

  • Clients with their CSFP status set as Denied or Inactive, None, or Closed will not appear on this list.
  • Not Certified will be listed in the Next Recertification column for clients who don’t have a certification/recertification entry on their CSFP tab.

How do I edit a Delivery Route?

In order to edit an existing Delivery Route please follow these steps: 

  1. Go to Clients, then Attendance. 
  2. Click the orange edit icon beside an existing delivery route.
  3. Add and remove clients until you have completed your delivery route.
  4. Search for the clients you wish to add in the same way you would during client intake. For more details on searching for clients click here.
  5. Once you have found the client in the dropdown list, click on the icon to add them to the group.
  6. The client's household details will appear, including:
    • Order #
    • ID# (both client and household)
    • Client Name
    • Household Address
    • Items/Services Provided
    • Dietary Considerations
    • Delivery Details
    • Notifications: Last Delivery Date, # Missed Deliveries
    • Notifications: household alert notes, forced review details, delivery reason, and delivery notes
      You can add more than one client from the same household into the same group. The system will alert you that you have done this and you can choose to continue if that is what you meant to do. 
  7. A notification bar will appear reminding you that you have to update your group in order to see the full completed list or to record a visit. 
  8. To remove a client from the group simply select the trash icon next to them. 
  9. Click on Update Group to save your changes or Cancel to discard changes. 

Once created, you will see additional tools that could be useful to manage your list: 

      • Reorder: reorder the list of clients.
      • Copy: you can copy the table into another application.
      • CSV: you can download the table into a CSV file that can be opened in Microsoft Excel.
      • PDF: you can download the table into a PDF file.
      • Print View: you can view the table in a printer-friendly mode and then print it directly from the program.

Delivery_Route_edit.gif

How do I delete a Delivery Route?

In order to delete an existing Delivery Route please follow these steps: 

  1. Go to Clients, then Attendance. 
  2. Click on the red trash button beside an existing delivery route. 
  3. A notification will appear confirming your deletion. 
  4. Click on Delete to delete the group. Click on Cancel to discard your changes. 
Deleting a delivery route will not delete the visits created from the group in the past, nor the actual client profiles. It's just deleting the list of clients.

Delivery_Route_delete.gif

How do I record a Visit from a Delivery Route?

In order to record a visit for an existing Delivery Route please follow these steps: 

  1. Go to Clients, then Attendance. 
  2. Click the orange edit icon beside an existing delivery route.
  3. You will only see program options for programs you would usually have permission to see on the client's Services page.
  4. Select all the clients from the group who you want to record the visit for. You can use the Select All option on the right.
  5. If you have to edit the list at all, make sure to save your changes before continuing to record a visit by selecting Update Group at the bottom. 
  6. The system will notify you if a visit cannot be added for the client at this time. Reasons for this can be ineligibility, they have already received food or their profile needs to be reviewed.
  7. When selecting the clients for who you will be recording a visit to this program, if you track quantity or provisions, this will be displayed as well.
  8. Details will vary depending on the type of visit you're creating, and may or may not include:
    • visit/pick up date
    • location
    • status
    • signature option (for TEFAP and CSFP visits)
    • notes
  9. Click on Save Visit to record a visit for all the selected clients.
  10. A summary will appear for all clients who the visit was recorded for and how many were not included (counting as a missed delivery).

record_visit_from_a_delivery_route.gif

 

How do I reorder a Delivery Route?

To successfully reorder a Delivery Route please follow these steps: 

  1. Go to Clients, then Attendance. 
  2. Click the orange edit button beside an existing delivery route. 
  3. Click on the Reorder icon. 
  4. Click on the three lines to the left of the ID# column. Reorder the clients by holding down the three lines and moving the client into the correct position. 
  5. Once the list order has been finalized, click on Update Route to save your changes. 

Reorder_delivery_route.gif

How do I optimize a Delivery Route?

To optimize a Delivery Route please follow these steps: 

  1. Go to Clients, then Attendance. 
  2. Click the orange edit button beside an existing delivery route. 
  3. Add and remove clients until you have completed your delivery route. 
  4. Click on the Reorder icon. 
  5. Click on the Optimize with Google button. 
  6. This will automatically re-sort your list in the order of the best possible route based on the client addresses. Any households that have undisclosed addresses will be at the bottom of the list. 
  7. Once the list has been optimized, click on the Update Route button to save your changes. 
Address Limit: The Google tool can only optimize 25 addresses at a time.

Optimize_route.gif

How do I open my Delivery Route in Google Maps?

To open the Delivery Route in Google Maps: 

    1. Go to Clients, then Attendance. 
    2. Click the orange edit button beside an existing delivery route. 
    3. Add and remove clients until you have completed your delivery route. 
    4. Click on the Open in Google Maps button. 
    5. This will open up a new tab with the client addresses in a list in Google Maps. 
    6. The list will start and end with the address of the organization the user is logged into (with the list of client addresses in between), but can be edited. 
If Google doesn't recognize an address, it will not draw the route until the address is removed from the list. This can be done in Google when viewing the list of addresses. 

See above How do I optimize a Delivery Route? to make sure the route the driver is using is most optimal. 

Open_in_Google.gif

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