Help@lacc-smp.org

HOW DO I Process New Case Histories to Send to the Sponsorship Care Office?

New Case Histories Process

The New Case Histories Process form consists of a form with three sub-tabs.  Following is a description of the process with links to more detailed instructions: 

Add New Case Histories (HOW DO I Enter New Case Histories?):

1. On the Add tab, enter new case histories.

   1. Enter the number of the school where the child attends.

   2. Tab to the “Generate New Student Number” button and press enter or press Alt-G.  The next available number in that school is automatically generated.  Tab to next field.

   3. Enter *first, middle, *1^st last name (father’s), 2^nd last name (mother’s), *sex, *date of birth, *grade, class (if known), lives with, number of brothers and sisters, favorite color, favorite subject, favorite game or hobby and "what I want to be when I grow up."

   4. Record any special information (family or health) about the student.

   5. Application date if used (defaults to today’s date)

   6. Case history date (defaults to today’s date) required fields for each new case history.

   7. The sponsorship program field has a default value of "LACC."

   8. The school status field has a default value of "Active."

   9. The sponsor code is automatically set as “New” (pending first sponsor).

   10. Other information for internal use may be recorded in the “Internal Use” field.  This information is not sent to SCO.

   11. Press the “Submit” button or press Alt-S.

   12. Repeat the process entering the next child. 

   13. When finished proceed to the Photographer’s List.

*Note:  First name, 1st last name, sex, date of birth and grade are required fields.

Print Photographer's List

2. Click on the Photos tab

3. Select date range when the case histories were added.

4. Press Photographer's List to print the list.  Enter the date range when the batch of case histories were added.  The report generated is a list of new students needing a photo by school.  It includes the student’s number, name and grade.  The photographer takes this list with him to the school. 

   • This list is also used as a photo number control sheet for digital photography.  The photographer should note the camera number next to each student’s LACC ID number.

   • This step is not required.  Some countries may take photos before case history information is enter into the program.

Record Receipt of Photos

5. In the Record Receipt of Photos box, put a check mark (click in the small box with the left mouse button) in the photo received box for all photos provided by the photographer and ready to send to LACC.  The date the case history was added is provided in case the user needs to reprint the photographer’s list.  Once a check mark has been placed next to a child, that child will no longer appear on the list. 
   NOTE:  Case histories of students in the Record Receipt of Photos table cannot be sent to the sponsorship care office until a check mark is placed in the Photo Received box.

6. After checking off all photos received, press the submit button.

Prepare and Process Packet

7. Click on the Send tab.

8. Press the Create Packet button to group all students in the packet table into a packet with the date that appears in the orange box (default to today's date).  The students in the table will disappear as they have joined that packet.

9. In the Print and Send Reports box, select the Sponsorship Program to process.  It is LACC by default.

10. Select the packet date (defaults to last packet date created).

11. Press the Preview List button to view the new case histories list report for the packet date selected.  Print and file report as a control of communication with the SCO.  If a secondary sponsorship program student ID is used, it also appears on the report.

12. Verify Internet connection.

13. Press the Upload Data File to Server button.  A copy of the new case histories data file is copied to both the lacc\export folder and the SMP server.  The file in the export folder will have this format mmddyy,xxExportNewCH.txt, where xx is the country number.

14. Press the Send Email List and Advisory button.  The file format box will appear.  Select Rich Text Format (default) or Snapshot format.  An email advisory message should open and the report file will be attached.  A message may be included with the email.  Note: Some email programs may interrupt the automatic opening of an email message.  If this occurs, give permission to open and send the email.  If it doesn't open, it may be automatically put in the outbox of your email program.  If this is how your email program works, it is strongly suggested that you turn off the feature that automatically sends messages when they arrive to the outbox.

15. Press send after verifying that the email message will be sent to DataTables@LACCOffice.org and your rep.

Note:  Digital photos are not automatically sent by SMP.

HOW DO I Resend New Case Histories?  Something happened and I need to resend a group of new case histories to the SCO.  What do I do?

1. Research the packet date.  Go to Individual Students form.  Go to the record of a student you know was in the missing packet.  Note the Packet date at the bottom of the form.  Note:  If there is no packet date, you may enter any date for the group of missing new case histories.
2. From the Send tab on the New Case Histories form, select the missing packet date from the drop-down box.
3. Complete steps 11 through 15 above.