This article explains how to create a COS (Children of Shelter) Family request for multiple members.
This article uses "Joey Ramone TEST" client as an example.
To create a COS request, follow the procedures below.
1: Go to the Client's Household page.
You can go to Joey Ramone's client page, and then from there click the blue link in the "Client Household" field.
2: From the household page, find the "Children of Shelter - Family Section" as shown in the image below.
Create Children of Shelter - Family Request: select this by click at the checkbox.
Click the "Next" button. This will take you to the next screen.
3: Fill out "Request Information" Section.
Funding Resource: Start by typing "Children" in the search box, and then Select the Children of Shelters Grant for the current Calendar Year. At the time of this writing, the Calendar Year is 2024, so choose the one shown in the image.
Request Date: The date you created this request.
Requested By: Type your name in this field to look up your name and then select it.
Program: Type your program name to look it up and then select it.
Request Amount: Just enter a number, can include decimal places. Don't include the dollar sign ($).
Grant Focus: Select the appropriate Grant Focus.
4: Fill out "Children Names" section.
Select all children within this household. You need hold CTRL(windows) or Command(Mac) to perform multi-select.
5: Fill out "Household Situation Information" section.
Housing Situation and Family Structure: Move your mouse over the "i" symbol and click to show the help text.
Describe Family's Need: Move your mouse over the "i" symbol and click to show the help text.
6: Fill out "Approval Tracking" section.
Send for Approval: This is checked by default. When this is checked, and upon Saving, our automation will start the approval process by sending email alerts to the "First Approver" (usually your Program Director) and to Karin Lam (Our current COS Grant approver).
Choose First Approver: Type your Program Director's name to look it up and then select it. The person in this field will receive the email alert.
You have now finished filling out all the necessary request information for the COS grant for your Family.
Click the "Finish" button to submit the form.
Note:
If your COS Family request was successfully submitted, you'll be shown the Success screen. Otherwise, you'll see the Fail screen. You should take a screenshot of the error message and then email your Salesforce Admin for help.
For program staff/Case Managers: once your program director and COS Approver (Currently Tony Hernandez) reviewed your request and they both approved your request in Salesforce, all of you will receive another email alert notifying you that your COS request has been approved.