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Request Form(s)

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Click here for the 2024 Box Fan Request form

The Internal and External forms use the same link. You must have a QuickBase account (set up during training) to access the Internal version. Case Managers are asked to only use the Internal form.

  1. Press Submit New Request to open form

  2. User must indicate that they are at least 60 years old for the form to appear

  3. A few things to note:

    1. You must check “Are you homebound / unable to leave your home without assistance?” to request a delivery

    2. The comments and Case Manager fields only appear Comments field only appears on the Internal form (i.e. for users who are logged in)

    3. A confirmation email will be sent to the Contact given Email Address on form submission. This will not be sent if an email address is not given

  4. Once you click Save, you will be taken to a confirmation page. You can return to the landing page by clicking the FCOA logo in the top-left

Info

Make sure you are logged in! The top-right of the page will show your name if you are logged in.

Deliveries

As of May 15th, users who are “External” to the Office on Aging are no longer able to request box fan deliveries. Case Managers (i.e. “Internal” users) are the only ones capable of submitting delivery requests.

When an External user selects “Delivery” for Delivery Method, they receive text that instructs them to call the Office on Aging to confirm that they are homebound. A Case Manager will then submit a delivery request on the Senior’s behalf using the Internal form.

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Viewing/Updating Requests (SharePoint)

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Click here for the 2024 Box Fan Requests SharePoint List

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Pro tip!

SharePoint List Screenshot for 2024 Box Fans Step 3.png

Status

The Status column should be updated by Support Services to reflect the current Status of the request. There are 5 possible statuses, detailed below:

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Expand
titleMore information about the request statuses
image-20240424-172423.png

A request can be added to the SharePoint List with the Pickup or Delivery Status. It should remain in this Status until its scheduled Pickup Date/Time or Delivery Date. Afterwards, it should be updated by a Support Services Team member to either Complete or Incomplete if the box fan was not received by the requestor.

  • If a request is marked as Incomplete, an FCOA employee should contact the requestor to schedule a new pickup time or delivery date, updating the request in the SharePoint List accordingly

  • If it is decided that a request will not be fulfilled (the requestor no longer needs their box fan, does not live in Franklin County, is younger than 60, cannot be found, etc.), then the Status should be updated to Cancelled

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Reporting (Power BI)

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Click here for the PowerBI report

The Power BI report contains 5 pages, each with their own use

New & Incomplete Deliveries

Shows all requests with the Delivery status

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Expand
titleHow to print confirmation sheets

  1. Once you’ve filtered to whatever Delivery/Pickup requests you’d like to see in Power BI, you can generate the Delivery Confirmation Sheets for them on the right

  2. If it appears, click (blue star) Apply changes in the top-left of the report’s window and wait for the sheets to load.

    PBI 2024 Box Fans Confirmation Sheets Step 2.png

  3. Then click ↗️ Open report in the top-right

    PBI 2024 Box Fans Confirmation Sheets Step 2.5.png

  4. This will take you to a new tab in your browser. To print these off, click File in the top-left (next to “Home”) then select 🖨️ Print in the bar just below

    image-20240424-130921.png

  5. The default settings applied should be correct, but feel free to click Preview to double-check. Once you are ready to print, click Print in the bottom-right

  6. This will bring you to yet another preview of all the pages that will be printed. Select whichever destination you’d like to print to in the top-right, then click Save in the bottom-right.

  7. Remember to update which requests were successfully delivered/picked-up in the SharePoint List! You can get there quickly by clicking the SharePoint icon in the Power BI report. In fact, wherever you see that icon, you can use it to quickly get to the SharePoint List

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If you are having trouble printing this item, please contact your agency’s IT team for help.

New & Incomplete Pickups

Shows all requests with the Pickup status, similar to New & Incomplete Deliveries, but with a tree visual for the Pickup Date/Time.

  1. To see all Pickup dates, click the “+” icon to the right of the orange bar, then select Pickup Date

    PBI 2024 Box Fans Pickup Page.pngimage-20240423-201439.png

  2. Info about each Pickup Date will branch out from the first orange bar

    image-20240424-125133.png

  3. To see scheduled Pickup Times for a Pickup Date, click the “+” icon to the right of its bar and select “Pickup Date/Time”

Completed

On this page, you can view all completed requests.

  • You can filter to specific Zip codes by selecting them from the buttons on the top of the report

  • You can also filter by Assigned Deliverer or Delivery Method in the tree visual, similarly to the New & Incomplete Pickups page

Duplicate Requests

A simple view of all duplicate copies of requests. A duplicate is a request that contains the same name and address as another request

Delivery Route Export

Used to optimize Delivery routes for deliverers.

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