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CRB Database Introduction Press F5 to maximise this presentation
The CRB Module Manages the CRB application and renewal Process. The tutorial looks at the process of creating a CRB application records and then looks at the processes of renewing expired CRBs and other important management tasks. When an individual applies for a CRB check the initial task is to look them up in the database and see if they have had any outstanding or previous applications. Click ‘Find CRB’ to navigate to the search form.
CRB Applications are found using the various search criteria in conjunction with the ‘Look up’ button. To create a new application click on the ‘Create CRB’ button.
The CRB Module uses contact information from the People Database. To lookup an individual for this report click the ‘Add’ button.
The applicant may already be in the database, enter their surname and click ‘Find’ to look them up.
If the required individual appears highlight their record and click ‘Select’. When they are not present click ‘Quick Create’ and add the individual.
The database will automatically load their main post into the ‘CRB Post’ box.
Select from the list if it is not correct.
The ‘Parish’ box contains a list of all the diocesan areas and parishes. However it is also editable to be flexible, and like in the ‘CRB Post’ list the field is not restricted to area already on the. Alternatively simply type in the required text.
Add any additional information can be added. When the basic information has been completed, click ‘Exit’.
The new application can now be found in the search box. It has the status ‘Outstanding’ as it is an application that has been initiated but not been marked as ‘Clear’ or ‘Complete’. When information is returned or the status of a CRB changes the record will need to be updated. To edit a record, double-click on it or highlight it and click ‘Open’.
Click the ‘Edit’ button to make the form editable. The many of the fields on the CRB Details form are stored across a number of tabs. Much of the information is stored on the ‘Send Out’ tab. These controls will change depending on which tab is selected. However the highlighted controls are the same for each of the tabs.
The ‘Outcome’ tab contains fields that are used to manage CRBs that come back blemished. To highlight a record as requiring an ‘Outcome’ click the ‘Outcome Required’ button. The record will then easily be accessible to the Safeguarding Advisor as the records will appear on the ‘Find CRB Record’ form when the ‘Outcome Required’ search button is clicked. When the CRB Outcome review has been completed click ‘Outcome Complete’ and set the ‘Result’ box appropriately.
Finally, the process of renewing a CRB is managed on the ‘Renewals’ tab. Records can be marked to be included in a mail merge output by clicking the ‘Output to Report’ button. Any records with this box ticked will appear. To output *only* the current record to mail merge and to deselect all the other records that might be ticked click, click the ‘Output Single Record’ button. Details of setting up mail merge can be found in part 2 of this tutorial.
The CRB application also contains a number of additional features. The ‘Application Forms’ button can be used to keep track of bundles of CRB application forms sent to large parishes or organisations.
The database can be used to send the a series of sequentially numbered applications to an individual so that they can distribute the forms. The database creates a blank application for each forms so that a complete audit trail for each can be kept.
The CRB reports are available from the ‘Reports’ section.
The ‘CRBs Requiring Renewal’ button produces a report that lists all the CRB applications that are due for renewal. This is configurable in the ‘Configuration’ Form. The ‘Outstanding CRB Applications’ report opens a Excel report that lists any applications that have been initiated but not been completed. The ‘Outstanding CRB Outcomes’ list any applications that have come back blemished and are in the process of being evaluated. CRB Applications lists any CRB application that was initiated between the ‘Start Date’ and the ‘End Date’.
‘Forms to be Destroyed’ will list any application where the CRB has been returned previously and the paper copy is due to be destroyed. ‘Posts’ requiring CRB’ lists all the posts within a specified job group that do not have a CRB. E.g. This could list any parochial clergy that do not have a current CRB. ‘Open Reports Folder’ opens a network folder that contains Mail Merge reports and outputs. After each report is created the ‘Find CRB Record’ Form will also display the relevant records (e.g. it will display a list of all the CRB that need to be renewed) as well as the excel report of the same records. Use the ‘Skip Excel Output’ button to not output the records to Excel and simply open the ‘Find CRB Record’ form.
The various reports and controls are controlled by variables available via the ‘Configuration’ button.