Copy Program Enrollment
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Table of Contents
Overview
This is a KB article explaining the new Copy Program Enrollment feature. With this tool you can now copy an existing enrollment and its assessments to a selected program. This feature is currently only usable for PSH and/or RRH program types/
Location
Case Management tab > left menu: Case Management > Project Enrollment > action gear: Copy Program Enrollment
Copy Program Enrollment
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On the action gear, you will see an item, “Copy Program Enrollment” Selecting this will open the Copy Program Enrollment popup form that contains the two fields you need inorder to copy the enrollment. It will copy information from the enrollment you selected the action gear from. |
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In the Copy Enrollment To Program dropdown you can select the program that you want the enrollment to be copied to. In the Begin Date of Enrollment field you can set your desired begin date of the enrollment. Clicking the Copy Enrollment button will begin the process of copying the enrollment to the program selected from the drop down with the set enrollment begin date. There will be a box shown on the screen stating “Running Copy Enrollment ” with a loading bar, once the enrollment is finished being copied this popup will close.
The copied enrollment will now show on the previous Project Enrollments screen. When the enrollment is copied, entry assessments are created for the copied enrollment.
If the new copied enrollment does not show, see the error log form to see why the enrollment was unable to be copied.
Rules
There are rules that apply to the programs being copied and begin dates in order to successfully copy a program enrollment.
Program rules
- Users cannot copy an open PSH into another housing program.
- Users can copy a PSH to another housing program if the enrollment is closed and no other enrollments are opened.
Date rules
- The begin date needs to be no less than the date of the previous PSH enrollment, plus 1 day.
- If the begin enrollment member date is older than 6 months, then the enrollment cannot be copied.
Copied Enrollment Log
If the enrollment failed to copy, you can refer to the copied enrollment log to identify the reason why. The log can be found on the Copy Program Enrollment form, in the top right of the screen there is a button: Copied Enrollments Log.
Clicking this button leads to the Error Log form, it is a log of all the copied enrollments for the client. It tracks the information about the enrollment such as the EnrollmentID it was copied from (FromEnrollmentID column), the EnrollmentID that the copy is assigned (ToEnrollmentID column), and the ProgramID that the enrollment is being copied to (ToProgram column).
The column that will help you determine why the enrollment would not copy is the ErrorID column. It will have an error code representing the reason why the enrollment would not copy.
Error Codes
The following ErrorIDs indicate the issue with why the enrollment was unable to be copied.
The term From Enrollment describes the enrollment that is being copied. From Enrollment Member is the From Client is the client whose program enrollment is being copied. From Program is the original program that it is being copied from.
| ErrorID | Error Code definition |
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| 1.0 | The From Enrollment does not exist or is deleted. |
| 1.1 | The From Enrollment Member does not exist or is deleted. |
| 1.2 | The From Client does not exist or is deleted. |
| 1.3 | The From Program does not exist, is deleted, or is not active. |
| 1.4 | The program enrollment you are attempting to create is not a PSH or RRH program type. Currently, only PSH and RRH program types can use the copy enrollment feature. |
| 1.5 | The program is not part of the From Enrollment Organization, ensure that the program to be copied belongs to this organization. |
| 2.0 | The client is still open in enrollment member. |
| 2.1 | There are one or more open clients in enrollment member. |
| 2.2 | The enrollment being copied is still open. |
| 2.3 | The client is active in another PSH or RRH program. |
| 2.4 | There is one or more open clients from this enrollment active in another PSH or RRH program. |