Substance Abuse

Information System
Alcohol & Drug
Abuse Centres
Version 1.1
April 1999

Windows 95
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TABLE OF CONTENTS

1.0 INTRODUCTION............................................................................................................1
2.0 SAIS VERSIONS AVAILABLE....................................................................................2
3.0 START UP PROCEDURES...........................................................................................3
4.0 SHUT DOWN PROCEDURES......................................................................................4
5.0 SAIS TOOLBAR..............................................................................................................5
6.0 SAIS MENU BAR............................................................................................................6
6.1 FILE OPTIONS............................................................................................................ 6
6.2 ADMINISTRATION OPTIONS................................................................................... 6
6.3 CLIENT OPTIONS...................................................................................................... 6
6.4 CODE OPTION............................................................................................................ 7
6.5 REPORT OPTIONS..................................................................................................... 7
6.6 UTILITIES OPTIONS.................................................................................................. 7
7.0 SAIS FORMS...................................................................................................................8
7.1 AUTHORIZATION FORM......................................................................................... 9
7.2 SAIS MAIN FORM................................................................................................... 10
7.3 CENTRE PROFILE................................................................................................. 11
7.4 EMPLOYEE INFORMATION................................................................................13
7.5 DEFINE CHART OF ACCOUNTS.........................................................................15
7.6 ANNUAL BUDGET................................................................................................ 17
7.7 MONTHLY EXPENDITURES................................................................................ 18
7.8 CLIENT INFORMATION SUMMARY..................................................................19
7.8.1 Client Detailed Information...................................................................................25
7.8.2 Previous Treatment.................................................................................................26
7.8.3 Assessment..............................................................................................................26
7.8.4 Detailed Admission/Discharge Information...........................................................28
7.8.5 Significant Others...................................................................................................29
7.9 DEFINE ASSESSMENT QUESTIONS...................................................................30
7.10 ENTER GROUP SESSIONS...................................................................................32
7.11 CODE – LIST OF FIELD VALUES........................................................................33
7.11.1 Referral Sources (from/to) Codes.........................................................................34
7.11.2 Employment Types................................................................................................35
7.11.3 Reasons for Leaving..............................................................................................36
7.11.4 Family Types.........................................................................................................37

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7.11.5 Education Types....................................................................................................38

7.11.6 Education Location...............................................................................................39
7.11.7 Substances Abused................................................................................................40
8.0 REPORTS.......................................................................................................................41
8.1 MONTHLY FINANCIAL REPORT........................................................................42
8.2 ADHOC REPORTS................................................................................................. 44
8.2.1 Admission Detail Report.........................................................................................45
8.2.2 Admission Summary Report....................................................................................46
8.2.3 Client Profile Statistics...........................................................................................47
8.2.4 Client Detail Report...............................................................................................48
8.2.5 Client Assessment Report.......................................................................................50
8.2.6 Assessment Question Statistics...............................................................................51
8.2.7 Follow-Up Report...................................................................................................52
8.2.8 Detail Completions/Non-Completions Report........................................................53
8.2.9 Summary of Completions/Non-Completions Report...............................................54
8.2.10 Treatment Centre Statistics Report.......................................................................55
8.2.11 Group Sessions Report..........................................................................................56
8.2.12 Employee Training Report....................................................................................57
8.3 NNADAP QUARTERLY REPORTS......................................................................58
8.3.1 Admission Summary Report....................................................................................59
8.3.2 Client Profile Statistics...........................................................................................60
8.3.3 Summary of Completions/Non-Completions Report...............................................61
8.3.4 Treatment Centre Statistics Report.........................................................................62
9.0 UTILITIES.....................................................................................................................63
9.1 CHANGE PASSWORD........................................................................................... 63
9.2 SAIS BACKUP........................................................................................................ 64
9.3 QUERY TOOLS...................................................................................................... 65
9.3.1 Creating a New Query............................................................................................66
9.3.2 Retrieving an Existing Query.................................................................................66
9.3.3 Deleting an Existing Query....................................................................................66
10.0 SAIS STATISTICS AND DEFINITIONS...................................................................67
11.0 SAIS PROGRAM TYPES............................................................................................69

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PLEASE NOTE THAT ALL DATA IS AUTOMATICALLY SAVED WHEN YOU

CLOSE A FORM OR EXIT THE SAIS PROGRAM

1.0 INTRODUCTION
The Substance Abuse Information System (SAIS) was developed to meet the
requirements of the users and to update the previous application to the Windows
technology.

The system was developed in Microsoft Access and will run on Windows 3.1 or
Windows 95. The memory requirements of the system are 8 MB of RAM, however,
16 MB of RAM are recommended.

Additionally, the system was designed to incorporate the information requirements of

the National Native Alcohol & Drug Abuse Program (NNADAP) to satisfy the
criteria of the funding agencies. These requirements, as summarized below, are met
by the reporting facility of SAIS:
 Bed Utilization data
 Number of staff and functions
 Client per counsellor ratio
 Client profiles, i.e., age/sex
 Number of clients admitted to treatment
 Number of clients admitted by program type
 Number of completions/non-completion
 Reasons for non-completions
 Rates of recidivism
 Substances abused/cross addictions
 Cost per client day
 Operating costs, and
 Population/bed ratio

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2.0 SAIS VERSIONS AVAILABLE

The following versions of the SAIS application are now available:
 Alcohol & Drug – Full Version, English
Lite Version, English
Full Version, French
Lite Version, French

 Solvent Abuse - Full Version, English

The Full Versions include all functions that were previously included in the TARS
application, while the Lite Versions include only those functions that were mandatory
in the TARS application. It is up to each centre to determine their information
requirements and select the option that best meets their needs.

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NOTE:REFERENCES
MANY THE PASSWORD WILL
WILL BE MADENOT BE DISPLAYED
THROUGHOUT ON THE TO
THE DOCUMENT
CLICKING
SCREENONAS
THE MOUSE.
YOU ENTERUNLESS
IT. OTHERWISE SPECIFIED, CLICK,
THIS IS A SECURITY
CLICKING OR DOUBLE CLICK WILL REFER TO THE LEFT MOUSE
FUNCTION OF THE SAIS SYSTEM, TO PROTECT THE
BUTTON.
CONFIDENTIALITY OF THE CLIENT DATA.

3.0 START UP PROCEDURES

Upon installation of the system, an icon will be created in the Windows Program
Manager for those with Windows 3.1. Double-click on the SAIS icon to start the
application. For those with Windows 95, SAIS can be activated by choosing Start,
Programs and then SAIS, or a shortcut can be created on the Desktop.

Once the Username and Password have been entered, the following authorization
form will be displayed on your screen prompting you to type in the Username,
which is SAIS and the Password, which initially is Training. The password should
be changed after installation, by selecting the Change Password option from the

Utilities option on the SAIS menu bar.

The Main SAIS form will be displayed on the screen with a menu bar across the top
from which you will select one or more options. This will be explained in detail in
subsequent sections.

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4.0 SHUT DOWN PROCEDURES

The SAIS application is shut down by clicking on Exit SAIS Application from the
File option on the SAIS menu bar and then clicking on the Yes button, or by clicking
on the Close button on the SAIS toolbar.

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5.0 SAIS TOOLBAR

The SAIS toolbar is located at the top of each form, just below the SAIS menu bar
(File, Administration, Client, Reports, Codes and Utilities). The toolbar contains
icons that can be activated by clicking on the appropriate button.

The buttons (icons) on the SAIS toolbar, from left to right are as follows:
 Form View
 Datasheet view
 Save
 Print
 Print Preview
 Copy
 Paste
 Undo
 Undo current field/record
 Apply Filter/Sort
 Edit Filter/Sort
 Show all records
 Sort Ascending
 Sort Descending
 Find
 First record
 Previous record
 Next record
 Last record
 New record
 Close Window

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6.0 SAIS MENU BAR

The SAIS Menu Bar contains Menus and Sub-menus that allow you to open the SAIS
forms and can be accessed in two ways. The first way is to use the mouse and click
on the menu you wish and the second way is with the keyboard by holding down the
ALT key and pressing on the underlined letter in the menu category you want to
open. (ex: ALT A to open the Administration menu). Once the menu is displayed,
you can click on the applicable sub-menu option or press on the underlined letter of
the option.

Each of the Menu Bar options are described below:

1 FILE Options

The File Options vary in accordance with the form that you are displaying. Many of
the options are those found in other Windows applications, such as Print, Save, Copy,
Exit, etc. in addition to options specific to the SAIS application such as Sort, Filter,
Exit Form, etc.

2 ADMINISTRATION Options

The Administration options are as follows:

 Treatment Centre Profile (Name, Address, etc.)
 Employee Information (Staff Register and Staff Training history)
 Define Chart of Accounts (Set up your Account Numbers and
Descriptions)
 Annual Budget (Enter your annual budget)
 Monthly Expenditures (Enter your monthly expenditures)

3 CLIENT Options

The Client options are as follows:

 Client Information (enter client and admission/discharge information)
 Define Assessment Questions (set up the assessment questions for your
centre)
 Enter Group Sessions (enter information regarding group sessions)

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4 CODE Option

The Code option is as follows:

 List of Field Values (add, modify or delete field values)

5 REPORT Options

The Report options are as follows:

 Financial Report (Monthly Financial Statement, including Annual Budget)
 AdHoc Reports (List of reports available to centres which can be printed
or displayed for any given period)
 NNADAP Quarterly Reports (List of mandatory reports which can be
printed or displayed only for valid quarter dates)

6 UTILITIES Options

The Utilities options are as follows:

 Change Password
 SAIS Backup
 Query Tools

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AN ASTERISK (*) BESIDE A FIELD NAME INDICATES THAT THE FIELD IS

MANDATORY AND DATA MUST BE ENTERED BEFORE THE RECORD IS
SAVED INTO THE DATABASE.

7.0 SAIS FORMS

All of the forms contained in the SAIS application have the appearance of any
Windows-based application forms. The navigation and special features in SAIS are
described below. Forms used to enter, modify, delete or verify data.

A form is an arrangement of blocks containing fields and titles on a computer screen.

Forms may have several pages and a page may contain one or more sub-forms. With
a Windows application such as SAIS, you can have any number of forms open and
easily move from one to the other.

A form is divided into three sections:

 Heading: Each form is identified by a title line.
 Data: Form data is structured in the following format:
Field - A single data item on the screen. Fields are identified by labels (field
names) that are displayed to the left of the data entry area. An example of a
field in SAIS would be the Client Number field.
Record -A group of fields constitutes a record. An example of a record in
SAIS would be all of the data about one client in the Client Information
Summary form.
Block - One or more records constitute a block. Blocks are separated from
one another by a line. An example of blocks in SAIS is the Client
Information Summary Block and the Admission/Discharge Information
Summary Block on the Client Form.
 Operational Information
Message Line - Messages are displayed to indicate the success or failure of
the previous operation and to provide instructions for inserting, updating,
querying and deleting operations.
Status Line - The bottom line of each screen (below the Message line)
displays the record number of the displayed information as well as such
information as NUM if the Num Lock key has been activated or CAPS if the
Caps Lock key has been activated.

In this section, each form is defined as follows:

 Purpose: Identifies the functionality of the form
 Frequency: Specifies when the form is used
 Usage: Explains how to use the form

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7 AUTHORIZATION Form

Purpose - The SAIS authorization form is displayed upon entering the application.

Frequency - The authorization form is displayed each time you open the SAIS
application.

Usage - You are prompted for the UserName, which is SAIS, and the Password,
which is temporarily set as Training for the installation of the system.

The option to change your password is contained in the Utilities Menu on the SAIS

ONCE THE SYSTEM HAS BEEN INSTALLED, YOU SHOULD CHANGE YOUR
PASSWORD IMMEDIATELY IN ORDER TO PROTECT THE
CONFIDENTIALITY OF THE CLIENT INFORMATION.

Menu Bar. Additional information regarding changing the password is contained in

the “Changing your password” section.

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8 SAIS MAIN Form

Purpose - The SAIS Main Form is displayed after you have entered the UserName
and Password.

Frequency - Each time you open the SAIS application

Note: For Techical Support please call Vision Technologies International at

(819) 664-5085.

Usage - It is from this form that all of the functions within the SAIS application can
be accessed from the SAIS Menu Bar

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9 CENTRE PROFILE

Purpose - Allows entry or modification of descriptive information concerning the

centre. During the installation, the profile form is completed, however, the form is
subsequently used to view and/or modify the information. As some of the
information contained in this form is used in the reports, it is important to keep the
information current.

Frequency -Upon installation of the system and then whenever data on this form
needs to be modified.

Usage -To modify, use the Tab key to position the cursor in the field to be modified
and type in the new information. When finished, click on the Close button in the
lower right corner of the form or on the SAIS toolbar.

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Table: Centre Profile

Field Name Mandatory Type Size Comments
Tc_number Yes Text 10 Assigned during installation
Tc_name Yes Text 80 Full incorporated name of the centre
Tc_date_founded Yes Date/Time 8 DD-MON-YY (ex. 01-JAN-98)
Tc_phoneno Yes Text 14 ex. 999-999-9999
Tc_faxno No Text 14 ex. 999-999-9999
Tc_street_no No Text 30 Full street address of the centre
Tc_city No Text 30 City in which the centre is located
Tc_province No Text 30 Province in which the centre is located
Tc_region Yes Text 30 As per Medical Services Branch regions
Tc_population Yes Number 4 Target population as defined in the
contribution agreement
Tc_director No Text 50 Current Executive Director's name
Tc_date_appt No Date/Time 8 Executive Director’s Appointment Date
DD-MON-YY (ex. 01-JAN-98)
Tc_no_cnsllors Yes Number 2 Total number of counsellors employed by
the centre for which Medical Services
Branch provides funding
Tc_outrch_cnsllors Yes Number 2 Total number of outreach counsellors
employed by the centre for which Medical
Services Branch provides funding
Tc_no_beds Yes Number 2 Total number of residential treatment
beds in the centre, funded by Medical
Services Branch
Tc_continuous _intake Yes Text 1 Enter Y(es) or N(o) to identify whether
the centre has a policy of Continuous
Intake

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10 EMPLOYEE INFORMATION

Purpose - Allows the entry, modification or retrieval of employee information. This

form displays one employee record and the employee’s training history at a time,
however, any number of employees can be entered into the database. To view all of
the employees, click on the datasheet view icon on the SAIS toolbar.

Frequency - When employees join or leave the Centre or when employees

participate in any sort of training program.

Usage - To enter a new employee, click on the new record button on the SAIS
toolbar. You also have the option of entering the data in Datasheet view, by clicking
on the Datasheet View icon on the SAIS toolbar.

To view an employee’s record, click on the Datasheet View icon on the SAIS
toolbar, select the employee by clicking on the applicable employee’s record and
click on the Form View icon on the SAIS toolbar.

To modify employee information, the employee’s record must be displayed on the

screen. Use the same procedure as in the To view instructions above, then Tab to the
field to be modified and type in the new information.

To delete an employee’s record, click on the Datasheet View icon, scroll up and
down using the up and down arrow keys on the keyboard and click on the grey
vertical selector bar to the left of the record to be deleted. Press the delete key. You
will be prompted to confirm that you wish to delete this record. Click on the OK
button to confirm.
Table: Employees

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Field Name Mandatory Type Size Comments

Employee_number No Number 2 Automatically inserted by the SAIS
application
Name No Text 50 Surname, Given Name of employee
Sex No Text 1 F-Female; M-Male
Date_ hired No Date/Time 8 DD-MON-YY (ex. 01-JAN-98)
Date_terminated No Date/Time 8 DD-MON-YY (ex. 01-JAN-98)
Classification No Text 30 Job Description Title (ex. Counsellor)

Table: Employees_Training
Field Name Mandatory Type Size Comments
Employee_number No Number 2 Automatically inserted by the SAIS
application
Training_date No Date/Time 8 First date of the training session
Training _days No Number 4 Number of days the training session lasted
Course_title No Text 80 Name of the course (ex: Counselling 101)
Course_level No Text w0 Level of course (ex. basic, advanced)
Institution_name No Text 80 Name of training institution

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11 DEFINE CHART OF ACCOUNTS

Purpose - Allows the entry, modification or deletion of detail accounts from the
Chart of Accounts. There are three types of accounts:
H- Header (category titles)
T- Total (category subtotals)
D- Detail accounts
(for each budget item identified in the contribution agreement)
New “Header” and “Total” types of accounts cannot be defined, nor can existing
ones be modified or deleted as they are required for the production of the monthly
expenditure reports. The Header and Total accounts are as follows:
500 A. SALARIES/BENEFITS H
519 Subtotal T

520 B. TRAVEL H
529 Subtotal T

530 C. OTHER OPERATING COSTS H

579 Subtotal T

580 D. TRAINING H
589 Subtotal T

590 E. OVERHEAD H
599 Subtotal T
New “Detail” type of accounts can be inserted within any of the above categories, by
assigning a new account number in the applicable range. For example, a new travel
account would be assigned a number in the range of 521 - 528 reserved for travel
accounts.

Frequency - Used initially upon setup of the accounts and whenever new budget
items have been added to the contribution agreement or account descriptions have
changed.

Usage - To create a new “detail” account, click on the new record button on the
SAIS toolbar. Enter the new account number. Press Tab and type in the account

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description. Press Tab and enter “D”. To continue creating new accounts, press
Tab and continue until all new accounts have been entered. The next time you go
into the Chart of Accounts, the accounts will be sorted and displayed by account
number.

To modify an account, display the account on the screen and position the cursor on
the account number to be modified. Enter the new number or press Tab and modify
the description. You can also modify accounts by clicking on the Datasheet View
icon on the SAIS toolbar, and then following the same procedure.

To delete an account, display the account on the screen and position the cursor on the
grey vertical selector bar to the left of the account to be deleted. Press the delete key
on the keyboard. You will be prompted to confirm that you wish to delete this
account. Click on the OK button.

NOTE: YOU CANNOT DELETE AN ACCOUNT THAT HAS BEEN USED IN AN

ANNUAL BUDGET OR A MONTHLY EXPENDITURE RECORD.

To print the chart of accounts, choose Define Chart of Accounts from the
Administration Options and then choose Print Report from the File Option on the
SAIS toolbar.
Table: Account_Definitions
Field Name Mandatory Type Size Comments
Account_number Yes Number 2 Number assigned to a specified account which must
be within a header or subtotal.
Account_descr Yes Text 30 Name of the account (ex: Travel expenses)
Account_type Yes Text 1 D-Detail; H-Header; T-Subtotal

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12 ANNUAL BUDGET

Purpose - Allows the entry, modification, deletion or retrieval of the budget

information. Only one budget can be entered for each fiscal year.

Frequency - Whenever a new contribution agreement or amendment is received.

Usage - To create a new budget, click on the new record icon on the SAIS toolbar
and type in the first year of the applicable fiscal year (ex. 1998 for fiscal year 1998-
1999) and enter the account number or use the drop list and click on the account
number you want to enter. The account description will be displayed automatically
based on the Chart of Accounts. Enter the budget amount. For a salary account,
enter the number of positions covered by the account budget. Repeat until all
account budgets have been entered. The new total budget for that fiscal year will be
displayed on the screen the next time you open this form.

To modify an account budget, display the accounts on the screen and click on the
account number to be modified.

To delete an account and its budget display the accounts on the screen and position
the cursor on the grey vertical selector bar to the left of the account to be deleted.
This selects the entire record. Press the delete key on the keyboard. You will be
prompted to confirm that you wish to delete this account budget. Click on the OK
button to confirm the deletion.
Table: Annual_Budgets
Field Name YOU CANNOT
NOTE: Mandatory
DELETE Type Size Comments
AN ACCOUNT THAT HAS BEEN USED IN AN
Fiscal_year ANNUAL BUDGET
Yes Number
OR MONTHLY4 The first year of the RECORD.
EXPENDITURE fiscal year (ex: 1998
for fiscal year 98/99)
Account_number Yes Number 3 Must be defined in the Chart of Accounts
Description Text Displayed automatically by the SAIS
application
Account_budget Yes Currency 8 The full amount of the annual budget for
the account specified.
Account_no_staff_position No Number 4 Number of positions covered by this
budget. Applies only to salary accounts.

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13 MONTHLY EXPENDITURES

Purpose - Allows the entry, modification, deletion or retrieval of monthly

expenditure information.

Frequency - At the end of every month or at the end of every quarter if expenditures
are only entered on a quarterly basis.

Usage - To create a new monthly expense record, click on the new record button on
the SAIS toolbar and enter the applicable month-end date (ex. 28Feb98). Press Tab
and enter the account number or use the drop down menu and select the first account
number you wish to enter. The account description will be displayed automatically
by the SAIS application from the Chart of Accounts. Press Tab and enter the total
monthly expenditure for that budget item and press Tab. Continue in this manner
until all monthly expenses have been entered. The total expenses for the period will
be calculated and displayed in the lower right corner of the screen.

To modify an expense, display the expenses on the screen and click on the account
number for the item to be modified. Press the Tab key and type in the new
information.

To delete an expense, display the expenses on the screen and click on the grey
vertical selector bar to the left of the record to be deleted. Press the delete key on the
keyboard. You will be prompted to confirm that you wish to delete this expense.
Click on the OK button to confirm.
Monthly Expenditure Fields
Field Name Mandator Type Size Comments
y
Month_ending_date Yes Date/Time 8 Last day of the specified month
Account_number Yes Number 2 From the accounts defined in the Chart of
Accounts
Account_description Yes Text Displayed automatically
Account_expense Yes Currency 8 Actual monthly expenses

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14 CLIENT INFORMATION SUMMARY

Purpose – The top part of this form allows the entry, modification or deletion of
client records and the bottom part allows the entry, modification or deletion of the
client's admission/discharge records.

Here's a list of the summary and detail records:

Client
 Summary Client Information
 Detail Client Information
 Previous Treatment
 Client Assessment (Assessment questions must first be defined using the
"Assessment Questions' Form")
Admissions/Discharges
 Admission/Discharge Information Summary
 Substances Abused
 Detail Admission Information
 Detail Discharge Information
 Significant Others Participation
Frequency – For each new client. You do not complete the summary and detailed
client information for for clients who are already in the database, as their records can
be retrieved and only the new admission/discharge information has to be entered.

The Admission/Discharge Information Summary form must be completed for each

client participating in one of the centre’s programs, whether residential or non-
residential. Additionally, the Substances Abused section must be completed for each
client participating in one of the centre’s programs.

The Detail Client Information, Detail Admission/Discharge Information, Client

Assessment, Previous Treatments and Significant Others Participation sections are
not mandatory, however, it is recommended that this information be entered when
available. You can find a description of those forms in sections 7.8.1 to 7.8.5.

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Table: Client Information Summary

Field Name Mandatory Type Size Comments
Client No. Yes Text 10 Assigned by centre
Surname Yes Text 30 Client's surname
Given Name Yes Text 20 Client's given name
Health Ins No. No Text 12 Client’s Health Insurance Number
Birth Date Yes Date 8 Client’s date of birth (ex: 12-JAN-78)
Sex Yes Text 1 F-Female; M-Male
Status Ind Yes Text 1 Y-Status; N-Non-Status
Client's permanent address:
Street No Text 30 Client’s street address
City No Text 30 City where client resides
Prov No Text 30 Province where client resides
Postal Code No Text 9 Client’s postal code
Client's residential address:
Street No Text 30 Client’s residential street address, if different from
permanent address
City No Text 30 Client’s residential city, if different from
permanent city
Prov No Text 30 Client’s residential province, if different from
permanent province
Postal Code No Text 9 Client’s residential postal code, if different from
permanent postal code

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TABLE: ADMISSION/DISCHARGE INFORMATION SUMMARY

Field Name Mandatory Type Size Comments
Program Type Yes Text 2 Specify the program type that the client is being
admitted to, from the list of values
Intake Yes Date 8 Date the client was admitted to the program
Recidivism Yes Text 1 Has the client been in treatment in the last 2 years?
Y-Yes, N-No
Discharged Yes Date 8 Date the client was discharged from the program
Length of Stay Yes Number 4 Number of days or hours that the client spent in the
program. Calculated automatically for residential
programs. For non-residential clients, the length of
stay in always entered in hours.
Days/Hours Yes Text 1 Specify whether the length of stay was input in days
or hours. Inserted automatically for residential
programs. For non-residential clients, the length of
stay is always entered in hours.
Reason for leaving Yes Text 2 Specify the reason the client left the centre, from
the list of values
Follow Up No Date 8 Date that a followup will be done on the client after
discharged from a program

TABLE: SUBSTANCES ABUSED

Field Name Mandatory Type Size Comments
Client # Yes Automatically displayed
Date Admitted Yes Automatically displayed
Primary substance Yes Text 2 Select from list of values
Sub-Substance No Text 1 Select from list of values
Recent Ingestion No Text 1 Specify recent ingestion (between 1 and 4)

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Usage – To add a new client: The following outlines the process for creating
a record for an applicant who has never been a client in your centre.
 Enter the Client Information Summary' data using the Tab key to move
from one field to the next (or Shift-Tab to move to a previous field).
 To enter the Client Detail, Previous Treatment or Assessment
information, Click on the applicable Button, enter the information and
then Click on the Close button to return to the previous form and
continue the client summary data entry.
 Enter the Admission/Discharge summary information for the client.
Entry of the Substances Abused is mandatory. To open the form and
enter the information, click on the Substances button. This form is
described later in this section.
 To enter the Detail Admission/Discharge information or the Significant
Other information, Click on the applicable Button, enter the information
and then Click on the Close button to return to the previous form and
continue the client summary data entry.
 To continue adding new client, Click on the New Client button.

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To add a new admission for an existing client: You must retrieve the client's
file for who you want to add an admission. The following outlines the process
for retrieving a client's file and adding an admission.

 To retrieve the client’s file onto the screen, position the cursor in the field
you wish to query.

For example, if you only have the client’s surname, click in the surname
field. If you know the client number, the cursor is already positioned in
that field for you when you open the form.

 Click on the Find button on the SAIS Toolbar to open the Find in field
box. Enter the information in the Find What zone, such as the client
number or the client’s surname.

 Click on the Find First button. If you used the client number, the correct
record should be displayed in the Client Information Summary form.

If you used the surname, there may be more than one record in the
database with the same surname. If this is not the correct client file, click
on the Find Next button. Continue in this way until the correct client file
is displayed.
 To close the Find in field box, click on its Close button.

IF THE FIND BOX IS COVERING UP THE CLIENT FILE, PREVENTING YOU FROM
VIEWING THE RETRIEVED RECORD, CLICK ON THE BLUE TITLE BAR AT THE
TOP OF THE BOX, HOLD DOWN THE MOUSE BUTTON AND DRAG THE BOX TO
A MORE CONVENIENT LOCATION.

 Once the client’s file is displayed on the screen, click on the New
Admission button and input the summary and detail admission
information as required.

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To delete a client's file: The followings describe the two methods available to
delete a client's file.

ALL INFORMATION PERTAINING TO THIS CLIENT WILL BE

AUTOMATICALLY DELETED FROM THE DATABASE, INCLUDING:
CLIENT SUMMARY AND DETAIL INFORMATION, ADMISSION
SUMMARY AND DETAIL INFORMATION, SUBSTANCES ABUSED
INFORMATION, PREVIOUS TREATMENT INFORMATION, AND THE
SIGNIFICANT OTHERS INFORMATION.

In Form View:

….
….Grey vertical selector bar

 Retrieve the client’s file onto the screen using the Find box, as described in
the previous section.
 Click on the grey vertical selector bar to the left of the Client Information
Summary form, press the Delete key on the keyboard and confirm the
deletion by selecting OK when prompted. All data related to that client will
be deleted from the database.
In Datasheet View:

Grey vertical selector bar

 Click on the Datasheet View button on the SAIS toolbar.

 Retrieve the file to be deleted.
 Click on the grey vertical selector bar to the left of the client's record,
ensuring that you select the line related to the client's record to be deleted
and press the Delete key. Confirm by selecting the OK button when
prompted.

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7.1.1 Client Detailed Information

Table: Detail Client Information

Field Name Mandatory Type Size Comments
Client's detailed information:
Client No. Yes Automatically displayed
Known as No Text 30 Client’s nickname (if applicable)
Phone No No Text 14 Client’s telephone number
Social Ins. No. No Number 4 Client’s Social Insurance Number
Marital_status No Text 1 Client’s marital status from list of values
Employment_type No Text 1 Client’s employment type, from list of values
Income_source No Text 1 Client’s source of income, from list of values
Band Name No Text 20 Client’s Bandname
Reserve No Text 25 Name of client’s reserve
Treaty_no No Text 20 Client’s Band/Treaty number
Family_type No Text 2 Client’s family type from list of values
Next of Kin's detailed information:
Next of Kin No Text 30 Name of Client’s next of kin
Relationship No Text 15 Relationship of next of kin to client
Address No Text 40 Address of Client’s next of kin
Phone No No Text 14 Telephone number of Client’s next of kin
Client's detailed information (cont'd):
Education Level No Text 1 Client’s education level from list of values
Education location No Text 1 Client’s education location from list of values
Legal status No Text 2 Client’s legal status, from list of values
Usual occupation No Text 20 Client’s usual occupation
Language No Text 30 Client’s preferred language

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7.1.2 Previous Treatment

TABLE: CLIENT_PREVIOUS_TREATMENTS
Field Name Mandatory Type Size Comments
Client Number Yes Text 10 Automatically displayed
Year No Number 4 Year of previous treatment (ex. 1988)
# Times No Number 1 Number of times client received treatment during
the specified year
Location No Text 50 Location of centre where client received treatment

7.1.3 Assessment

Purpose - Allows entry, modification or deletion of clients’ assessment

responses. The first two lines of the form are used to retrieve the client’s
record.

Frequency - When an assessment form has been completed by a counsellor for

a client. For each client, an assessment can be completed at the following seven
(7) different intervals:
 Intake
 Discharge

NOT ALL QUESTIONS ARE APPLICABLE AT ALL INTERVALS. FOR EXAMPLE,

THE QUESTION “WHAT BROUGHT THE CLIENT TO TREATMENT” WOULD
ONLY BE APPLICABLE AT INTAKE.

 follow-up: 3 month, 6 month, 9 month, 12 month, and 24 month

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TABLE: CLIENT ASSESSMENT

Field Name Mandatory Type Size Comments
Client Number No 10 Automatically displayed
Assessment date No Date 8 Date the assessment was conducted
Surname Automatically displayed
Given Name Automatically displayed
Question No Text 3 Select a question from the list of values (see
section 7.9 for a description of the Assessment
Questions' Form)
Responses … No Text 2 From list of values

Usage - To Create an Assessment Record:

 With the client record displayed in the Client Information Summary Form, click
on the Assessment button.
 Enter the date that the client assessment was completed by the counsellor and
press the Tab key
 Click on the first assessment question in the drop-down menu, for which the
client gave a response. The question will be displayed and the available
responses will be displayed in the drop-down menu. Click on the correct
response.
 To enter another question, click on the New Record button and then on the list of
values button to the right of the question field.
 Continue in this manner until all questions and responses have been entered and
then click on the Close button.
To Modify an Assessment Record:
 With the client record displayed in the Client Information Summary Form, click
on the Assessment button
 Use the left and right arrow keys on the record selector bar in the bottom left
corner of the form to display the question or response to be modified.

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 Click on the list of values arrow to display either the question or response and
select the new question or response.

To Delete an Assessment Record:

 With the client record displayed in the Client Information Summary Form, click
on the Assessment button.
 Use the left and right arrow keys on the record selector bar in the bottom left
corner of the form to display the question to be deleted. Click on the grey
vertical selector bar to the left of the question and then press the Delete key on
the keyboard. You will be prompted to confirm the deletion. Click on the OK
button to confirm.
OR
 With the client record displayed in the Client Information Summary Form, click
on the Datasheet View button on the SAIS toolbar
 Click on the grey vertical selector bar to the left of the question to be deleted and
then press the Delete key on the keyboard. You will be prompted to confirm the
deletion. Click on the OK button to confirm.

7.1.4 Detailed Admission/Discharge Information

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TABLE: Detail Admission/Discharge Information

Field Name Mandatory Type Size Comments
Client No Yes Automatically displayed
Detailed Admission Information:
Referred from No Text 1 Specify the referral agent from the list of values
In Treatment No Text 1 Specify whether the client was in treatment just
prior to this admission. Y-yes; N-no
Counsellor No Text 30 Name of the counsellor assigned to the client.
Was pre- No Text 1 Specify whether a pre-assessment was completed
assessment done? for the client prior to admission.
Detailed Discharge Information:
Referred to No Text 2 Specify the referral agent from the list of values
Contact Name No Text 30 Name of the contact at the referral agency
Address No Text 80 Referral Agent’s address
Assessment No Text 1 Specify if the assessment was forwarded to the
forwarded referral agency. Y-yes; N-no
Date Rescheduled No Date/Tim 8 Specify the date the client is re-scheduled for
e admission
Client Future plans No Text 80 Description of the client’s future plans upon
discharge from the program
Anticipated No Text 80 Client’s anticipated address upon discharge from
address the program

7.1.5 Significant Others

TABLE: SIGNIFICANT OTHERS

Field Name Mandatory Type Size Comments
Client # Yes Text 10 Displayed automatically by the SAIS application
Date Yes Date 8 Enter the intake's date

Hours No Number 4 Number of hours spent at the centre

Relationship No Text 15 Relationship to the client
Name No Text 30 Significant Other’s full name
Completed No Text 1 Specify whether the significant other completed the
program. Y-yes; N-no

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15 DEFINE ASSESSMENT QUESTIONS

Purpose - Allows the entry, modification and deletion of the assessment

questions. During the SAIS installation, twenty seven (27) pre-defined
questions and are copied into the database. All of the questions and responses
may be modified or deleted or new questions may be added.

Frequency - When changes to the assessment questions are required.

Usage - To create a new assessment question:

 Click on the New Question button to clear the screen in preparation for data
entry.
 Enter a new question code in the following format: A1 and press the Tab
key.
 Enter the new assessment question and press the Tab key twice. Be sure to
enter the question in the following format:
A1) What brought the client to treatment?
 Select the applicable time intervals relevant to the questions, by clicking on
the radio buttons. Only the time intervals that are checked will be displayed
when entering a client’s assessment.
 Enter the first possible response to the question and press the Tab key.
 Continue entering the responses until finished and then click on the New
Question button to enter another question or exit the form by clicking on the
Close button.

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To modify an existing assessment question or response:

 Click on the Datasheet View button, click on the applicable question and
then click on the Form View button.
 Use the Tab key to move to the Assessment question and make the changes
you wish.
 Use the Tab key to move to the response that you wish to modify. The
existing response will be highlighted so you can just enter the new response.
Click on the Close button.

To delete an existing assessment question or response:

 Click on the Datasheet View button, and click on the grey selector bar to the
left of the question you wish to delete. Press the Delete key on the
keyboard. You will be prompted to confirm the deletion. Click on the OK
button to confirm the deletion.

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16 ENTER GROUP SESSIONS

Purpose - Allows the entry, modification or deletion of information on group

sessions held outside of the treatment centre.

Frequency - Whenever a group session has been held.

Usage – To create a new session, select Enter Group Sessions from the Client
menu on the SAIS menu bar. Click on the new record button on the SAIS toolbar
and enter the information. Continue entering group sessions or click on the Close
button to return to the main form.

To modify a group session, select Enter Group Sessions from the Client menu on
the SAIS menu bar. Click on the Datasheet View button on the SAIS toolbar.
Click on the session to be modified and then on the Form View button on the SAIS
toolbar. Make the modifications you wish and then click on the Close button.
To delete a group session, select Enter Group Sessions from the Client menu on
the SAIS menu bar. If the session you wish to delete is not displayed, click on the
left and right arrow keys on the record selector bar in the bottom left corner of the
form to display the session to be deleted. Click on the grey vertical selector bar to
the left of the session and then press the Delete key on the keyboard. You will be
prompted to confirm the deletion. Click on the OK button.
OR
Click on the Datasheet view button on the SAIS toolbar. Click on the vertical
selector bar to the left of the session and then press the Delete key on the
keyboard. You will be prompted to confirm the deletion. Click on the OK
button.
TABLE: GROUP_SESSION
Field Name Mandatory Type Size Comments
Date No Date 8 Date the group session was held
Counsellor No Text 30 Name of counsellor who facilitated session
Program No Text 2 Code assigned by centre to identify the type
of program
# Att. No Number 1 Number of clients attending the session
Contact No Number 4 Total number of hours the session lasted
Hours
Location No Text 20 The location where the session was held

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17 CODE – LIST OF FIELD VALUES

Purpose - This option is used to maintain the list of values used in the SAIS
application. You can enter new values, modify existing values or delete
existing values.

Frequency - Whenever a new code is required when filling in the client

intake/discharge form or a modification is required to an existing code.

Usage - Click on the radio button to the left of the list to be modified and then
click on the Open Form … button.

A CODE CANNOT BE DELETED IF ALREADY USED FOR ONE OF THE

CLIENTS

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7.1.6 Referral Sources (from/to) Codes

Usage -To enter a new referral source, click on the new record button on the
SAIS toolbar. Enter a unique 1 letter code and press the Tab key. Enter the
description and click on the Close button or continue entering new referral
sources.

To modify an existing referral source, click on the record to be modified,

enter the new code and/or description and click on the Close radio button.

To delete an existing referral source, click on the grey vertical selector bar to
the left of the record to be deleted. Press the Delete key on the keyboard and
click on the OK button to confirm the deletion.

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7.1.7 Employment Types

Usage - To enter a new employment type, click on the new record button on
the SAIS toolbar. Enter a unique 1 letter code and press the Tab key. Enter the
description and click on the Close button or continue entering new
employment types.

To modify an existing employment type, click on the record to be modified,

enter the new code and/or description and click on the Close button.

To delete an existing employment type, click on the grey selector bar to the
left of the record to be modified. Press the Delete key on the keyboard and
click on the OK button to confirm the deletion.

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7.1.8 Reasons for Leaving

Usage - To enter a new reason for leaving, click on the new record button
on the SAIS toolbar. Enter a unique 2 letter code and press the Tab key. Enter
the description and click on the Close button or continue entering new reason
for leaving types.

To modify an existing reason for leaving, click on the record to be modified,

enter the new code and/or description and click on the Close button.

To delete an existing reason for leaving, click on the grey selector bar to the
left of the record to be modified. Press the Delete key on the keyboard and
click on the OK button to confirm the deletion.

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7.1.9 Family Types

Usage - To enter a family type, click on the new record button on the SAIS
toolbar. Enter a unique 2 letter code and press the Tab key. Enter the
description and click on the Close button or continue entering new family
types.

To modify an existing family type, click on the record to be modified, enter

the new code and/or description and click on the Close button.

To delete an existing family type, click on the grey selector bar to the left of
the record to be modified. Press the Delete key on the keyboard and click on
the OK button to confirm the deletion.

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7.1.10 Education Types

Usage - To enter a new education type, click on the new record button on
the SAIS toolbar. Enter a unique 1 letter code and press the Tab key. Enter the
description and click on the Close button or continue entering new education
types.

To modify an existing education type, click on the record to be modified,

enter the new code and/or description and click on the Close button.

To delete an existing education type, click on the grey selector bar to the left
of the record to be modified. Press the Delete key on the keyboard and click on
the OK button to confirm the deletion.

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7.1.11 Education Location

Usage - To enter a new education location, click on the new record button
on the SAIS toolbar. Enter a unique 1 letter code and press the Tab key. Enter
the description and click on the Close button or continue entering new
education locations.

To modify an existing education locations, click on the record to be modified,

enter the new code and/or description and click on the Close button.

To delete an existing education location, click on the grey selector bar to the
left of the record to be modified. Press the Delete key on the keyboard and
click on the OK button to confirm the deletion.

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7.1.12 Substances Abused

Purpose - The Primary Substances were established by NNADAP and

cannot be modified or deleted. They can, however, be displayed, and the the
treatment centre can define their own sub-substances.

Usage -To create a new sub-substance - select the Primary Substances Abused
option on the Maintain Code Tables menu. Use the left and right arrow keys on the
bottom left record selector bar to display the primary substance for which you wish to
create a new sub-substance. Once the primary substance is displayed, press the Tab
key. Enter a unique two letter code (ex. VA) and press Tab. Enter the description of
the sub-substance (ex: Valium). Continue entering in this fashion and then click on
the Close radio button.

To modify an existing sub-substance - select the Primary Substances Abused option

on the Maintain Code Tables menu. Use the left and right arrow keys on the bottom
left record selector bar to display the primary substance for which you wish to
modify an existing sub-substance. Once the primary substance is displayed, click on
the grey vertical selector bar to the left of the sub-substance you wish to modify,
press Tab once to modify the code or twice to modify the description. If the sub-
substance you wish to modify is not displayed, use the up and down arrow keys on
the right selector bar to display more records.

To delete an existing sub-substance - select the Primary Substances Abused option

on the Maintain Code Tables form. Use the left and right arrow keys on the bottom
left record selector bar to display the primary substance for which you wish to delete
an existing sub-substance. Once the primary substance is displayed, click on the grey
vertical selector bar to the left of the sub-substance you wish to delete and press the
Delete key on the keyboard.

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8.0 REPORTS
There are three types of reports available within the SAIS application that can
be displayed on the screen or printed. All of the reports are accessed from the
Report menu on the SAIS menu bar.

 Monthly Financial Report

 Treatment Centres’ AdHoc Reports

Admission Detail Report
Admission Summary Report
Client Profile Report
Client Detail Report
Client’s Assessment Report
Assessment Summary Report
Follow-Up Report
Completions/Non-Completions Report
Summary of Completions/Non-Completions Report
Treatment Centre Statistics Report
Group Sessions Report
Employee Training Report
 NNADAP Quarterly Reports
Admission Summary Report
Client Profile Report
Summary of Completions/Non-Completions Report
Treatment Centre Statistics Report

The following section describes each report, as follows:

 Purpose: specifies the functionality of the report
 Report Sample: displays the layout of the report
 Description: describes how the information is produced

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18 MONTHLY FINANCIAL REPORT

Purpose - This report produces the monthly financial statement including the
annual budget, current month expenses, expenses to date, and balance to date,
by account. This report can be produced and submitted to NNADAP on a
monthly basis.

When the Monthly Financial Report option is selected from the Reports menu
on the SAIS menu bar, the following form will be displayed:

To produce the report, enter the month ending date in the following format: 31-
MAR-97 and click on the Open Report button. The report will be displayed in
Print Preview format. Click anywhere on the report to see how the report will
be formatted for printing. To zoom in on a specific part of the report, click near
that part.

To print the report, click on the print button on the SAIS toolbar.

To close the report and return to the previous form, click on the Close button.

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Monthly Financial Report

ALCOHOL AND DRUG ABUSE TREATMENT CENTRE

For the Period: 01-Apr-1997 - 30-Apr-1997
Category Budget Current YTD YTD
Month Expenditures Balance

A. SALARIES AND BENEFITS

Cooks Salaries $10,000.00 $10,000.00 1
Counsellors salaries $60,000.00 $4,000.00 $4,000.00 $56,000.00 2
Directors salaries $40,000.00 $4,000.00 $4,000.00 $36,000.00 1
Secretaries salaries $18,000.00 $18,000.00 1
Trainees salaries $12,000.00 $12,000.00 1
UIC expense $1,200.00 $1,200.00
$141,200.00 $8,000.00 $8,000.00 $133,200.00

B TRAVEL
Travel $6,500.00 $1,200.58 $1,200.58 $5,299.42
$6,500.00 $1,200.58 $1,200.58 $5,299.42

C OTHER OPERATING
COSTS
Accounting $3,800.00 $3,800.00
Bank Charges $400.00 $400.00
Insurance $650.00 $102.11 $102.11 $547.89
Miscellaneous $2,000.00 $2,000.00
Office Supplies $850.00 $850.00
Printing/Copying $2,400.00 $2,400.00
Repairs $12,000.00 $12,000.00
Telephone $9,000.00 $9,000.00
Utilities $1,800.00 $1,800.00
$32,900.00 $102.11 $102.11 $32,797.89

D TRAINING

E OVERHEAD
Overhead $500.00 $500.00
$500.00 $500.00
Total $181,100.00 $9,402.69 $9,402.69 $171,697.31

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19 ADHOC REPORTS

When you select the AdHoc Reports option from the Reports menu, the following
Parameters Form will be displayed. This form allows you to select the report you
would like to run and the period the report should cover.

Enter the start date for the report in the following format: 01-Apr-97
Enter the end date for the report in the following format: 31-Mar-97

Select the report you wish to display or print by clicking on the radio button to the
left of the report name.

Click on the Open Report button. The report will be displayed in Print Preview
format and can be printed by clicking on the Print button.

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8.2.1 Admission Detail Report

Purpose - This report lists all clients admitted during the specified period and
includes the client number, date of admission, date of discharge, length of stay and
the program type.

NNADAP - Admission Detail Report

ALCOHOL AND DRUG ABUSE TREATMENT CENTRE
From: 01 Jan 1997 to 31 Jan 1997

Client No. Date of Date of Length of Stay Program Type

Admission Discharge
19701 02-Jan-97 31-Jan-97 29 Days In-Patient
19702 02-Jan-97 16-Jan-97 14 Days Assessment/Screening
19703 02-Jan-97 21-Jan-97 19 Days Family Intervention
19704 02-Jan-97 31-Jan-97 29 Days In-Patient
19705 02-Jan-97 31-Jan-97 29 Days In-Patient
19706 02-Jan-97 25-Jan-97 23 Days Day Patient
19707 02-Jan-97 31-Jan-97 29 Days In-Patient

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8.2.2 Admission Summary Report

NNADAP - Admission Summary Report
Alcohol and Drug Abuse Treatment Centre
From: 01-Jan-97 to 31-Mar-97
Total Number of Applicants: 13
Number Admitted to In-Patient program: 7
Number Admitted to Aftercare program: 1
Number Admitted to the Family Intervention program: 1
Number Admitted to Assessment/Screening program: 1
Number Admitted to Out-Patient program: 1
Number Admitted to Day Patient program: 4
Number of clients with Special Needs: 4
Number of No Shows: 0
Number of visits by Significant Others: 2
Number of Continuing Care Visits: 1
Number of Status Clients: 13
Number of Non-Status Clients: 0
Substances Abused:
ALCOHOL 5
HALLUCINOGENS 5
NARCOTICS 4
PRESCRIPTION DRUGS 2
SOLVENT/INHALANT 1
Secondary Substances Abused:
ALCOHOL-BEER 1
HALLUCINOGENS-MARIJUANA 3
NARCOTICS-COCAINE 2
PRESCRIPTION DRUGS-DEMEROL 1
SOLVENTS/INHALANTS-GAS 2
Cross Addictions:
ALCOHOL-NARCOTICS 1
HALLUCINOGENS-PRESCRIPTIONS DRUGS 1
NARCOTICS-PRESCRIPTION DRUGS 1
Special Needs:
Handicapped 1
Requires Hospitalization 1

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8.2.3 Client Profile Statistics

NNADAP - Client Profile Statistics

Alcohol and Drug Abuse Treatment Centre
From: 01-Jan-97 to 31-Mar-97

Total Number of clients admitted in this period: 9

Total Female Clients 1
Total Male Clients 8

AGE, SEX BREAKDOWN

AGE AT INTAKE FEMALES MALES

<12: 0 0
>=12 AND < 18 0 0
>=18 AND < 25 0 3
>=25 AND < 35 0 0
>=35 AND < 45 1 4
>=45: 0 1

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8.2.4 Client Detail Report

SAIS - Client Detail Information Report

Alcohol and Drug Abuse Treatment Centre
****CONFIDENTIAL INFORMATION***

Client Number: 1234

Last Name: LAROUCHE
First Name: VIVIANE
Nickname: VIV
Permanent Address: 45 DUCHARME, HULL QC J8Y 3B2
Residential Address: SAME
Client's Telephone Number (819) 778-1255

Language: ENGLISH
Sex: FEMALE
Date of Birth: 12-Jun-56
Status Indicator: YES
Health Insurance Number: LARV450703
Social Insurance Number:

Marital Status: SINGLE

Family Type: LIVING WITH PARENTS
Next of Kin: CECILE LAROUCHE
Relationship: SISTER
Address: SAME
Telephone Number (819) 778-1255

First Nation/Band MOHAWK

Band/Status/Treaty Number: 123GTT
Name of Reserve: KANESATAKE

Education Level: SOME SECONDARY

Location: PUBLIC OFF-RESERVE
Income Source: UIC
Employment Status: UNEMPLOYED
Usual Occupation: BOOKKEEPER
Legal Status:

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SAIS - Client Detail Information Report

Alcohol and Drug Abuse Treatment Centre
****CONFIDENTIAL INFORMATION***
ADMISSION/DISCHARGE

Date Admitted: 02-Feb-97

Date Discharged: 16-Feb-97
Program Type: IN-PATIENT
Special Needs:
Recidivism: YES
Recidivism (Where): OTHER TREATMENT CENTRE
Length of stay: 14 DAYS
Reason for leaving: ILLNESS
Followup Date: 28-Feb-97

Referred by: NNADAP PROJECT WORKER

In treatment: NO
Counsellor: PAUL
Pre-Assessment done: YES

Referred to: NNADAP PROJECT WORKER

Contact name: SAM WALTERS
Contact address

Assessment Forwarded: YES

Date re-scheduled: 03-Apr-97
Future plans: GET A JOB
Anticipated address: 45 DUCHARME, HULL QC

SUBSTANCE ABUSE INFORMATION:

ALCOHOL - BEER
PRESCRIPTION DRUGS - VALIUM

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8.2.5 Client Assessment Report

Client Assessment Report
Alcohol and Drug Abuse Treatment Centre

Client No: 12345

Assessment Date: 01-Apr-97

Question: A1) WHAT BROUGHT THE CLIENT TO TREATMENT?

Response at
Intake Family Pressure 6 Months
Discharge 9 Months
3Months 12 Months
24 Months

Question: A2) WHAT BROUGHT THE CLIENT TO THIS PROGRAM?

Response at
Intake Significant Others Interest 6 Months
Discharge 9 Months
3Months 12 Months
24 Months

Question: E6) LEVEL OF EDUCATION?

Response at
Intake High School 6 Months
Discharge 9 Months
3Months 12 Months
24 Months

Question: E9) MEANS OF TRANSPORTATION TO THE CENTRE?

Response at
Intake Relies on others 6 Months
Discharge 9 Months
3Months 12 Months
24 Months

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8.2.6 Assessment Question Statistics

Assessment Question Statistics

Alcohol and Drug Abuse Treatment Centre

January 1- 31, 1997

Number of
Question Response at Intake Clients
A1) What brought the client to Family Pressure 8
treatment?
Job Pressure 3
Court 1

A2) What brought client to this program? Referred 2

Preferred Program 5
Close to Home 4

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8.2.7 Follow-Up Report

Purpose - This report lists all clients due for follow-up during the specified
period.

NNADAP - Follow Up Report

ALCOHOL AND DRUG ABUSE TREATMENT CENTRE

From: 01-Apr-1997 - 30-Apr-1997

****Confidential Information****

Follow Up Completion
Client No. Date Phone No. Name Reason
Counsellor: JOHN
1234 5-Apr-97 778-1234 Viviane Larouche Terminated by Staff
2345 6-Apr-97 234-7782 Marion Johnston Terminated by Client
6789 7-Apr-97 622-0987 Jim Major Treatment Completed
Counsellor: MARY
970104 10-Apr-97 521-0955 Wendy Legault Emergency
970105 10-Apr-97 743-0480 Jonathan Riley Transferred
970106 10-Apr-97 224-6655 Ed Buck Treatment Completed

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8.2.8 Detail Completions/Non-Completions Report

Detail Completions/Non-Completions
ALCOHOL AND DRUG ABUSE TREATMENT CENTRE
From: 01 Jan 1997 to 31 Jan 1997

Counsellor Client No. Client Name Reason For Leaving

Paul 19701 JOHNSON, KEVIN TERMINATED BY CLIENT
Paul 19702 NORTON, JOANNE CLIENT TRANSFERRED
Ted 19703 COLLINS, NEIL TREATMENT COMPLETED
Ted 19704 SMITH, FRED TREATMENT COMPLETED
Marion 19705 KANE, LAURIE TERMINATED BY STAFF
Marion 19706 MARTIN, BARB TREATMENT COMPLETED
Luke 19707 CAMPBELL, KEITH TREATMENT COMPLETED

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8.2.9 Summary of Completions/Non-Completions Report

Summary of Completions/Non-Completions
Alcohol and Drug Abuse Treatment Centre

From: 01-Jan-97 to 31-Mar-97

REASON LEFT: NUMBER

OF CLIENTS
CT_CLIENT TRANSFERRED 1
IL_ILLNESS 1
TA_TERMINATED BY CLIENT 2
TC_TREATMENT COMPLETED 5
TS_TERMINATED BY STAFF 1

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8.2.10 Treatment Centre Statistics Report

NNADAP - Centre Statistics

Alcohol and Drug Abuse Treatment Centre

From: 01-Jan-97 to 31-Mar-97

Number of Non-Operational Days: 10
Total Operational Days for the Period: 78

Number of In-Patient client-days: 780

Number of Assmnt/Screening client-days: 0
Number of Aftercare client-days:
Number of Family Intervention client-days: 0

Number of Out-Patient client-days: 4

Number of Day-Patient client-days: 0
Number Continuing Care client-days: 0
Significant Others client-days: 2
Number of Continuing Care Visits: 1

Number of Total Client Days: 787

Number of fiscal year-to-date client-days: 787
Target Population: 10,000
Number of Beds: 10
Number of Counsellors: 2
Number of Outreach Counsellors: 1
Continuous Intake (Y/N): Y
Total Expenditures for period: $75,328.54

Bed Utilization: 100%

Client-days per counsellor ratio: 393
Cost of treatment per client-days: $95.72
Population/Bed ratio: 1,000

Client's Rate of Recidivism: 36.42%

Client's Rate of Recidivism from NNADAP: 18.50%
Client's Rate of Recidivism from Centre: 30.00%
Client's Rate of Recidivism from Other: 51.50%

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8.2.11 Group Sessions Report

NNADAP - Group Sessions Report

ALCOHOL AND DRUG ABUSE TREATMENT CENTRE

From: 01 Jan 1997 to 31 Jan 1997

Counsellor Meeting Date Program No. Of No. Of No. Of Session

Type
Attendees Sessions Hours Location

Alan 22-Jan-97 SA 24 1 3.00 JAIL

Total: 24 1 3.00

Marion 02-Jan-97 SC 12 1 2.75 SCHOOL

21-Jan-97 IS 16 1 4.00 CLINIC
Total: 28 2 6.75

Alan 16-Jan-97 SA 7 1 2.25 JAIL

Total: 7 1 2.25

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8.2.12 Employee Training Report

Employees Training Detail Report

Alcohol and Drug Abuse Treatment Centre

From: 01-Jan-97 to 31-Mar-98

Name Date # of Days

JOHNSON, MIKE
Counselling 101 22-Sep-97 10
Advanced Counselling 31-Dec-97 10

MARTIN, PAULA
Training of Trainers 30-Jun-97 20
Addiction Psychology 30-Sep-97 5

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20 NNADAP QUARTERLY REPORTS

When you select the NNADAP Quarterly Reports option from the Reports menu, the
following Parameters Form will be displayed. This form allows you to select the
report you would like to run and the quarter the report should cover:

Select the report, by clicking on the applicable radio button. Enter the start date or
click on the Datasheet View button on the SAIS toolbar and then select the
applicable period by clicking on the grey vertical selector bar to the left of the
quarter. If the period is not listed, click on the New Record button on the SAIS
toolbar and enter the start date of the quarterly period. The end date will be inserted
automatically. Press Tab and enter the number of non-operational days in the
quarter.

Click on the Open Report button. The report will be displayed in Print Preview
format. To print the report, click on the Print button.

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8.3.1 Admission Summary Report

NNADAP - Admission Summary Report

Alcohol and Drug Abuse Treatment Centre
From: 01-Jan-97 to 31-Mar-97
Total Number of Applicants: 13
Number Admitted to In-Patient program: 7
Number Admitted to Aftercare program: 1
Number Admitted to the Family Intervention program: 1
Number Admitted to Assessment/Screening program: 1
Number Admitted to Out-Patient program: 1
Number Admitted to Day Patient program: 4
Number of clients with Special Needs: 4
Number of No Shows: 0
Number of visits by Significant Others: 2
Number of Continuing Care Visits: 1
Number of Status Clients: 13
Number of Non-Status Clients: 0
Substances Abused:
ALCOHOL 5
HALLUCINOGENS 5
NARCOTICS 4
PRESCRIPTION DRUGS 2
SOLVENT/INHALANT 1
Secondary Substances Abused:
ALCOHOL-BEER 1
HALLUCINOGENS-MARIJUANA 3
NARCOTICS-COCAINE 2
PRESCRIPTION DRUGS-DEMEROL 1
SOLVENTS/INHALANTS-GAS 2
Cross Addictions:
ALCOHOL-NARCOTICS 1
HALLUCINOGENS-PRESCRIPTIONS DRUGS 1
NARCOTICS-PRESCRIPTION DRUGS 1
Special Needs:
Handicapped 1
Requires Hospitalization 1

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8.3.2 Client Profile Statistics

NNADAP - Client Profile Statistics

Alcohol and Drug Abuse Treatment Centre
From: 01-Jan-97 to 31-Mar-97

Total Number of clients admitted in this period: 9

Total Female Clients 1
Total Male Clients 8

AGE, SEX BREAKDOWN

AGE AT INTAKE FEMALES MALES

<12: 0 0
>=12 AND < 18 0 0
>=18 AND < 25 0 3
>=25 AND < 35 0 0
>=35 AND < 45 1 4
>=45: 0 1

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8.3.3 Summary of Completions/Non-Completions Report

Summary of Completions/Non-Completions
Alcohol and Drug Abuse Treatment Centre

From: 01-Jan-97 to 31-Mar-97

REASON LEFT: NUMBER

OF CLIENTS
CT_CLIENT TRANSFERRED 1
IL_ILLNESS 1
TA_TERMINATED BY CLIENT 2
TC_TREATMENT COMPLETED 5
TS_TERMINATED BY STAFF 1

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8.3.4 Treatment Centre Statistics Report

NNADAP - Centre Statistics

Alcohol and Drug Abuse Treatment Centre

From: 01-Jan-97 to 31-Mar-97

Number of Non-Operational Days: 10
Total Operational Days for the Period: 78

Number of In-Patient client-days: 780

Number of Assmnt/Screening client-days: 0
Number of Aftercare client-days:
Number of Family Intervention client-days: 0

Number of Out-Patient client-days: 4

Number of Day-Patient client-days: 0
Number Continuing Care client-days: 0
Significant Others client-days: 2
Number of Continuing Care Visits: 1

Number of Total Client Days: 787

Number of fiscal year-to-date client-days: 787
Target Population: 10,000
Number of Beds: 10
Number of Counsellors: 2
Number of Outreach Counsellors: 1
Continuous Intake (Y/N): Y
Total Expenditures for period: $75,328.54

Bed Utilization: 100%

Client-days per counsellor ratio: 393
Cost of treatment per client-days: $95.72
Population/Bed ratio: 1,000

Client's Rate of Recidivism: 36.42%

Client's Rate of Recidivism from NNADAP: 18.50%
Client's Rate of Recidivism from Centre: 30.00%
Client's Rate of Recidivism from Other: 51.50%

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9.0 UTILITIES
The Utilities Section of the SAIS application contains the following options:

 Change Password

 SAIS Backup

 Query Tools

21 CHANGE PASSWORD

To change the SAIS application password, click on the Change Password option on
the Utilities Menu. The following form will be displayed:

Enter the Username, press the Tab key, enter your current password and click on the
OK button. Click on the OK button on the Microsoft message box and enter your
new password. Click on the OK button and enter the new password again to confirm
the change. Click on the OK button and then on the Close button to return to the
previous form.

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22 SAIS BACKUP

A backup of your SAIS data should be done on a regular basis to prevent loss of data
in the event of a computer malfunction, etc. It is recommended that a backup be
done at least once a month. The entire process takes only a few minutes and can save
days of re-entering client files should your hard disk crash or other problems occur.

To perform a backup, choose the SAIS Backup option from the Utilities menu. The
following options will be displayed in a drop down menu:

 Backup data

 Restore data from backup

Click on the Backup option to save your data or click on the Restore data from
backup option to restore your data. Once you have selected an option, follow the
instructures displayed on the screen.

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23 QUERY TOOLS

The SAIS application includes a query tool for users with SQL language
(structured query language) knowledge, to allow them to search the database and
retrieve data according to specific criteria.

The Query Form is used to select the table and fields on which to base the search.
Queries can be saved and re-used in the future, and the results of queries can be
exported to spreadsheet or word processing packages in order to produce customized
reports and statistics.

The Query Form allows three operations, as follows:

 Create a new query and execute it to see the results.
 Retrieve an existing query and re-execute it to update the results.
 Delete an existing query.

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9.1.1 Creating a New Query

The followings describe the method used to create a query:
 Enter a name for the new Query in the Query Name text box.
 Click in the SQL text box.
 Enter your SQL command directly in the SQL text box, as with the TARS's
application.

Note: The list of tables from which you can select data is available in the Tables
list box, and the list of fields available within a selected table is available in the
Fields list box.

REFER TO ANY MICROSOFT ACCESS SQL REFERENCE MANUAL FOR

DETAILS ON SQL COMMAND'S SYNTAX.

 Click on the Save Query button to save the new query. A query needs to be saved
only once. See the section 9.3.2 for instructions on how to retrieve an already
saved query.
 Click on the Open Query button to execute the query's SQL command and
display the results in a grid format. The results are displayed in a grid format.
From this grid, you can do the following:
 Send the grid, as is, to the printer, by clicking on the Print icon.
 Save the query results into one of the following formats: Microsoft Excel
(*.xls), Microsoft Word (*.rtf), or Text (*.txt) format, by selecting the
Output To option from the File menu.
 Format the grid, by selecting the Format menu on the SAIS menu bar and
then selecting the applicable format option;
9.1.2 Retrieving an Existing Query
To retrieve and re-execute an existing query:
 Click on the down arrow key to the right of the Query Search list box and then
click on the name of the query to be opened. The query will be displayed in the
Query Form to allow modifications as required. There is no need to save the
modifications as they are saved automatically when the results are displayed in the
grid.
 Click on the Open Query button to display the results of the modified query in
the grid format.
9.1.3 Deleting an Existing Query
To retrieve and delete an existing query:
 Click on the down arrow key to the right of the Query Search list box and then
click on the name of the query to be deleted and click on the Delete Query button.

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10.0 SAIS STATISTICS AND DEFINITIONS

Statistic Calculation Method Example

Total number of Total number of all clients applying for admission to
Applicants the centre during the specified period.
Number of In-Patient Sum of clients admitted to the In-Patient program 1 in-patient client residing for 28
client-days: times the number of days each resided in the centre. days = 28 client-days
Number of Sum of clients admitted to the Assessment/ Screening 1 assessment/ screening client
Assmnt/Screening program times the number of days each resided in the residing for 28 days = 28 client-days
client-days: centre.
Number of Aftercare Sum of clients admitted to the Aftercare program 1 Aftercare client residing for 28 days
client-days: times the number of days each resided in the centre. = 28 client-days
Number of Family Sum of clients admitted to the Family Intervention 1 Family Intervention client residing
Intervention client- program times the number of days each resided in the for 28 days = 28 client-days
days: centre.
Number of Day- Sum of the total hours clients participated in the 1 Day-patient client participating in
Patient client-days: Centre's Day-patient program during the specified the program for 15 hours during the
period divided by 7.5 to convert to client-days. period divided by 7.5 = 2 client days.
Number of Out- Sum of the total hours clients participated in the Out-1 Out-patient client participating in
Patient client-days: Patient program during the specified period divided the program for 15 hours during the
by 7.5 to convert to client-days. period divided by 7.5 = 2 client days.
Number Continuing Sum of the total hours clients participated in the 1 Continuing Care client participating
Care client-days: Continuing Care program during the specified period in the program for 15 hours during
divided by 7.5 to convert to client-days. the period divided by 7.5 = 2 client
days.
Significant Others Sum of the total hours clients participated in the 1 Significant Other client
client-days: Significant Other program during the specified period participating in the program for 15
divided by 7.5 to convert to client-days. hours during the period divided by
7.5 = 2 client days.
Special Needs Total number of clients denied admission during the
specified period, due to the client's Special Needs.
No Shows Total number of clients scheduled for admission
during the specified period who failed to to show up.
Number of Total Total number of client-days during the specified
Client Days: period, including all program types.
Number of fiscal Total number of client-days from start of the fiscal
year-to-date client- year (April 1st) to date, including all program types.
days:
Target Population: Total population served by the treatment centre as
specified in the contribution agreement and/or the
feasibility study.
Number of Beds: Total number of residential beds in the treatment
centre for which Medical Services Branch provides
funding.
Number of Total number of counsellors employed by the
Counsellors: treatment centre for which Medical Services Branch
provides funding.
Number of Outreach Total number of outreach counsellors employed by
Counsellors: the treatment centre for which Medical Services
Branch provides funding.
Continuous Intake Clients are admitted at any time during the treatment
cycle.
Total Expenditures Sum of all of the monthly expenditures entered into

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Statistic Calculation Method Example

for period: the system for the specified period.
Non-Operational A non-operational day is defined as any day during
Days the specified period that the centre was not open to
clients, even if the centre was open for staff training,
renovations, etc.
Operational Day An operational day is defined as any day during the
specified period that the centre was open to clients.
Bed-Day Bed-day = number of beds in the treatment centre
times the number of operational days in the specified
period.
Bed Utilization: Sum of residential client-days during the specified Beds = 10; Operational days = 80;
period divided by the bed-days X 100 = Bed Bed-days = 800; Client-days = 720
Utililization. Bed Utilization = 720/800 x
100=90%
Client-days per Total number of client-days divided by the number of Client-days = 720;
counsellor ratio: counsellors specified in the Centre Profile. # of counsellors = 4; Client-days
per counsellor ratio = 720/4 =
180
Cost of treatment per Sum of all monthly expenditures for the specified Expenses = 125,000.00 Client-days
client-days: period divided by the total number of client days. = 720 Cost per client-day =
$125,000.00/720 = $173.61
Population/Bed ratio: Population/Bed ratio = Target Population as specified Target Population = 10,000; # of
in the Centre Profile divided by the number of beds in Beds = 10; Population/Bed
the treatment centre.. Ratio = 10,000/10 = 1,000
Client's Rate of The percentage of clients admitted during the Admissions = 50; Clients in treatment
Recidivism: specified period who had been in treatment within the in past two years = 10; Recidivism
last two years of the admission date. = 10/50 = 20%
Client's Rate of Of the clients who had been in treatment in the past Clients in treatment in past two years
Recidivism from two years, the percentage that had been in a NNADAP = 10; Other NNADAP centre = 2;
NNADAP: centre other than the centre where they are currently Recidivism NNADAP = 2/10 = 20%
being admitted.
Client's Rate of Of the clients who had been in treatment in the past Clients in treatment in past two years
Recidivism from two years, the percentage that had been in a non- = 10; Non-NNADAP centre = 5;
Other: NNADAP centre. Recidivism Other = 5/10 = 50%
Client's Rate of Of the clients who had been in treatment in the past Clients in treatment in past two years
Recidivism from two years, the percentage that had been in this centre. = 10; Same centre = 3; Recidivism
Same Centre: Same Centre = 3/10 = 20%
Number of Status Total number of status clients admitted within the
Clients specified period.
Number of Non- Total number of non-status clients admitted within the
Status Clients specified period.
Total Number of Total Number of Clients admitted during the specified
Clients period.
Total Female Clients Total Number of Female Clients admitted during the
specified period.
Total Male Clients Total Number of Male Clients admitted during the
specified period.
Age Age of client on admission to the treatment centre.
Substances Abused Sum of clients admitted during the specified period,
by primary substance.
Cross Addictions Sum of clients admitted during the specified period
abusing more than one primary substance.

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11.0 SAIS PROGRAM TYPES
Each of the following program types, as defined below, are available within the
Substance Abuse Information System.

RESIDENTIAL:

In-Patient Residential admission for a specified period whereby the

clients participate in the full range of residential treatment
services.

Assessment/ Screening Residential admission for the purpose of determining a

client’s eligibility for the program and identification of the
client’s major strengths and problem areas. This process
culminates in a treatment referral.

Aftercare Residential admission for aftercare cycle following a

client’s completion of a treatment cycle.

Family Intervention Residential admission of significant others in conjunction

with admission of the addicted individual.

NON-RESIDENTIAL:

Day-Patient Non-residential treatment with clients participating in

activities each day for a full treatment cycle.

Out-Patient Non-residential treatment with clients participating in

treatment activities on a scheduled basis, once or twice per
week for example.

Continuing Care Non-Residential treatment providing services upon a

client’s completion of a treatment cycle.

Significant Others Non-Residential services provided to client’s family

members, including education, assistance and/or other
support.

Special Needs Clients who are denied admission to the centre due to their
special needs.

No Shows Clients scheduled to be admitted to the centre, but who

failed to show up on the appointed date.

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