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How Agency, Program, and Site structure displays

In iCarol, we offer a resource structure, or hierarchy, called Agency, Program, Site. If you’d like to learn more about this structure, you can download our guide about this information. The Agency – Program – Site hierarchy in iCarol follows the structure recommended by the Alliance of Information and Referral Systems (AIRS) and is most often used by those agencies using the AIRS taxonomy. Using this structure, at the 3rd or 4th level, (the 4th level being programatsite), has an effect on which information is displayed when viewing agency and program records within iCarol.

An agency is a legally recognized organization that delivers services. (edit screen identified by a grey ribbon) The agency is the main location of the resource where the administrative functions occur, where the organization’s director is generally housed and where it is licensed for business. An agency may or may not deliver direct services from this location.

Sites are the physical locations (eg. branches) from which clients access services provided by an agency. (edit screen identified by blue ribbon) If only one locations exists, all information may be stored in the agency record. If multiple sites exist, then ALL information recommended for Site must be stored there, since those fields will be displayed instead of the agency version.

The display hierarchy is: Program-at-Site (if using) Site / Program (if using)/ Agency (if a piece of information exists at all three levels, Site info will display

A service/program record describes the types of assistance/service an agency delivers to its clients. (edit screen identified by green ribbon) If only one program exists for an agency, all information may be stored in the agency record for that resource.

Program-at-Site contains specific details about a program that are available at a site. (edit screen identified by beige ribbon)

It is helpful to understand what information from which type of record (agency, program, site or programatsite) will display so you can made educated decisions on what information to place in each record so that referrals given to your callers as an accurate as possible.

Our Support Team can provide you with an Excel document that shows what information will be displayed when viewing agency and program records. There are two tabs in the Excel document, one for those using the three level hierarchy (agency, program, site), and one for those using the 4 level hierarchy (agency, program, site, programatsite). If you’d like us to send you this document, please open a Case with support using the Case Management tool found in the Help section of your iCarol system.

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Carmen Lovas

iCarol is your help line software company that is here to make your job easier as Executive Director or leader of a non-profit contact center. Whether you have a crisis, help or 211 referral line, we are here to help you help more people in your community. Read more...

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