In this class, we will wrap and review some of key things to remember about your data and of course review the PetPoint short cuts we have mentioned

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2 In this class, we will wrap and review some of key things to remember about your data and of course review the PetPoint short cuts we have mentioned along the way! 2

3 We will START WITH Some basic important info and contacts Cover some Navigation tricks Review Searching techniques Peek at a couple of Extras Check in with Reporting tips And finally, THE most important Operational oriented Tip of all time. ( presenter s opinion) 3

4 These are some questions to get you through the basics: What do you do if you aren t sure how to do something in PetPoint? Depending on the issues: contact Tech Support, Online Help, S.O.S., What s New Wednesday, retraining, and the petpoint learning center. Who do you contact for questions? Tech Support, your trainer, your Enterprise Rep, your Sales Rep, 24PW for microchips and insurance you can find those numbers on the version tab of admin>admin options>company info. What if that is at 3am? Our Tech Support and Training teams are available Monday through Friday 8am-8pm Eastern, but the Online Help documents & videos and PP Learning Center are available on-demand What if it is an emergency? AS we just noted, our regular service hours are 8-8 but because we strive to keep you up and running when you need to be, we have on-call- Emergency support during our non-business hours. So if it is Saturday and you have an outage or emergency contact TECHSUPPORT. We do have emergency tech support available to you during non business hours. 4

5 Where can you learn about the gift of insurance? There is a Summit session availabel! But if you miss that, there is the PetPoint Learning Center course, Live webinar, and of course you can call 24PW- There are Calendar/event links on the PetPoint login page will take you to all events. Where can you learn about animal welfare information for shelters across north America? Petpoint.com reports and in your PetPoint portfolio you can see how your shelter compares to shelters in your state and across the country. Where is that ad?? Did you know that once inside PetPoint, you can scroll through the ads in the communication center? So if you need to see that special again or you wanted to read that TechUpdate but it went by before your could read or click on it just click and drag and find what you need. What if you remembered that you didn t read the What s New messages before logging in? can look at the old What s New bulletins from inside PP on the support tab. 5

6 What is this and why is it important? Are you familiar with this message? Do you click right through and not even think about? This should be part of your maintenance plan. This is an important tip for keeping your data clean and up to date. As an admin, or from an operational perspective don t you want to make sure that the RIGHT people are staying informed of updates, changes to the software, Billing information that needs to go to your finance contacts and most important emergency announcements? Go to company info to check to be sure your data is correct. Keep your addresses clean, even if you are the only administrator, it is important for others to receive announcements because, if you took a vacation it is always good to have a back up! What s New, the Notification Center and the Communication Center are always there to keep you informed of changes to functionality, and enhancements but if we have special announcement or EMERGENCY notices and updates. These s are extremely important and they need to get through to someone who can take action and spread the word if you are not able to respond. 6

7 Navigation: Let s get where we need to be. What s the best way to get around?? There is no single correct answer, you will find what is comfortable for you but for most people, once you are comfortable with the process, and the software you will find a combination of Tabbing between fields using first letter character recognition and mouse-ing to be effective navigation techniques. No, no don t touch buttons you shouldn t touch- Browser Back arrow (unless you are in the reports website), Backspace (depending on where your cursor is, this can have the same effect as the back arrow, Enter key, again depending on where your cursor is, so it is important to pay attention to the screen and be aware of where you are. Big Hops: Using Page up/down or end/home to move around on the screen in large steps! On the report website, use page up/down to move quickly through, and use home and end to go straight to the top or bottom of the page. From here to there: Blue items on the PetPoint Screen are clickable! So when we want to select an item from a results grid or operational grid, we click the blue links. If we want to go from an AVR to a PVR or receipt or contract we just click the blue links and 7

8 that information opens up for us! What happens when we click a blue medical number we are able to go right into the medical record itself! 7

9 Searching How do we find the records we need. If you need a particular intake from last week use search/edit intake and search by intake, person, animal, agency or last 10, ARN-Animal Reference Number-Can be helpful in identifying animals as well. (You can control whether or not ARN shows on Petango or your website s adoptable search, but This does print on standard documents, so use caution. It can be a handy way to group records or add additional identifiers. It is a free form field that can be used in a number of ways.) Advanced search is another way to look for an animal by its operation you can narrow down by species also-all dog intakes for the week using advanced search, you can search active and inactive animals, in a multitude of ways. Try Advanced Search-there are a lot of possibilities. When you need more than one animal record, don t search by typing individual animal numbers, pull together the records in whatever ways you can (group, location, stage, ARN if it is available.) If you have a microchip number, you can search search pet id field which will search both the petid and the microchip fields (for cases where you have additional microchips 8

10 in the pet id field). Review Location View Report Location Manager - put sublocations out of service- choose your sub-location and then set it out of service. Sublocation Out Of Service Reasons can be customized in Add/Edit Field Values. Blue links like headers or operation numbers, DO something, Blue headers are often click to sort but on Animal and Person View, they are links to open other information. 8

11 Monitor and maintain let PetPoint do the hard part Account codes -Using account codes can help make your finance folks happy-no doubt they need to separate your money into different buckets to complete your financial reports--why not make it easier for them? All it takes on your part is getting the general ledger code or account code for them and entering that in each item. And then in one report, you can give them a breakdown with those numbers exactly where that money needs to go. Help manage your retail inventory by setting order points and default order quantities- These items are created on Add/Edit Item. This will help you quickly identify items that need to be re-ordered or can help you spot discrepancies in data entry-important either way. How can you reduce those retail errors? Barcode scanning! When you have similar items, it is often confusing or time consuming to look them up by name. Using standard barcode scanners can also help eliminate errors. (These can also be used to help enter microchips the stickers can be scanned and help ensure that data is entered correctly) Use the Controlled Substance Log report for backup/cross reference to your handwritten log. 9

12 Routine is important. Practice running the reports you need, become familiar with the output. The more familiar you are with your data and the results you see, the easier it will be for you to recognize when things aren t right. If you are only looking at these once a month or once a quarter, you won t remember the steps you need to take to get things in the right place and collect exactly what you need, so your reporting results may not be consistent. There are quite a few combinations of filters and you want to be sure that you are reporting your results in the same way each time. An example might be-selecting a different puppy/kitten age, or including on hold or deferred outcomes in results. What if something is missing? Did you include deleted field values report? Did you set the filters properly? But Routine doesn t equal RUT! Even though we want you to be consistent, don t be afraid to try something new. You can t hurt any thing while running a report. But think of what you could learn. Since our software is constantly evolving to better serve you, we continue to develop new things for you if you see something new, Try it! When you are running these reports. How can you rearrange the output? Or Sort within 10

13 groups on a report let s take a look at your animal inventory report. What information can we see here? We see animal details for our current animals. You also see the length of stay, and in the summary bar, you see your intake information jurisdiction. Now this isn t necessarily the best place to look at all of this, but it is here (on a report you are probably already looking at) and you can re arrange this data. How would you find your animal with the longest Length of stay from here? Yes, we can sort by the intake date, because we cant sort by the LOS, can we. Print vs Export Any report that isn t an extended report can be printed-be sure to use the print controls in the report, not the browser. What about export? Why might I want to export a report before I print it? Maybe there are more pages than you expect. Maybe there are too many pages to print. How do you know what format to use for your export? A good rule is to think about what you need to do with that report. Do you just need the report? Then use a PDF, you can that to others. Do you need to perform calculations on the data? Or change the way it looks? Then Excel may be the way to go. What if you need to sort the data or import it into another program, then csv may be what you need. Whatever type of export you choose, it is important to remember that you must click export after making your selection. When using a CSV or extended report, do you follow the same steps every time to get your data ready to use? Check with your IT department for assistance in creating macros in Excel to help you complete your steps automatically. 10

14 Now we have come to The most important Operational Tip of all time! These next two questions will help us reveal that tip by taking us back to the very beginning of our learning track-back to the Future take a look at these two questions for a moment why are these important? The reason for these two questions is because you should always be aware and consider the impact that changes made in your policies and procedures will have on your data and reporting: To consider for an event-this takes us back to our very first session is this change something you will want to track in PetPoint, HOW will you track it, where will you want to see it in your report results. What needs to change to make that happen and what effect will that have on other pieces of data? Look back at your notes from class 1 once you become familiar with how your data is organized, you will be amazed at how easy it will be to train yourself to think this way. It will start to come naturally to you-automatic. First thing for a new report get as much information as possible about what is needed and what the expected result is. What do you (or the person who has made the request) REALLY want to see in your output--because it may be different from the request they submitted. Make sure you understand the question! ESPECIALLY if it is 11

15 your own question. It can be a good idea to ask yourself or the person who has made the request how the data will be used. How will you use this information in a sentence. This will help guide you to the right reports. Most important tip: Know your Data! 11

16 Even though our Optimizing your Operations learning track has concluded, your work has just begun. What happens next? Skim your notes. Review this information while it is Fresh. You don t need to study it word for word, right now, but read through the topics we have covered and make your own mental notes about what your next steps and priorities should be. Share what you have learned--develop your maintenance plan or develop SOPs about how you will track new items, programs, discounts or specials. Practice what you have learned. No matter what sessions you attended, you are leaving with new ideas, contacts, and possibilities, and the sooner you can take action putting the new ideas in place, the more likely you are to actually DO it. Take a little time to think about all the things you have learned. WE are very excited that you have completed these classes and we look forward to continuing to help you make the most of your data! 12

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