Help@lacc-smp.org

Update Case Histories/ Photos Form:  HOW DO I Process Requests for Updated Case Histories and Photos?

The SCO will include requests for updated case histories and photos in the periodic mdb files sent.  After the mdb file is processed go to the Update CH/Photos form. 

Follow these steps to process requests for updated case histories:

1. In Update CH/ Photos form, click on Update CHs tab.  Students for which an updated case histories are requested will appear in the table in the green box.

2. Press the Process button.  The group processed is assigned today's date for further processing.  These records are added to the pink box Update CH Information.

3. Note that today's date is in the drop-down box in the light blue box.  Select this date or a previous date. 

4. Press the button Request Update CHs that's in the light blue box to preview the Request Updated CHs report.  One sheet prints per student.  Send these requests to the students' school or call for updated information.

5. When Request to Update Case History forms are returned from the school, you are ready to update these case histories.  Only those children for whom you have requested updated information will appear in the pink box "Update CH Information."  Scroll records using the controls at the bottom of the form.  Or click in the "Student ID" field and press the binoculars button in the icon bar.  Enter the Student ID number in the search field and press “Find Next.”  Make necessary changes to the information.  Put a check mark  using the left mouse button in the small white "History Updated" box that is located in the red box at the bottom of the form.  Note that the "Date of History" field changes to today's date.  The check mark adds this case history to the report list.

6. When finished updating the case history group press the Process Updated CHs button.

7. Verify the packet date in Packet box in the peach reports box.  By default the packet date is the date of the last packet processed.  Note:  Previous updated case histories packets may be resubmitted by choosing a previous packet date.

8. Click on Preview List to view the list of updated case histories.  Print and file this report as a control of communication with the SCO.

9. Verify Internet connection.

10. Press the Upload Data File to Server button.  A copy of the updated 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,xxExportUpdatedCH.txt, where xx is the country number.

11. 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.

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