2024 Box Fans Solution User Guide
Jump to…
Request Form(s)
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.
Press Submit New Request to open form
User must indicate that they are at least 60 years old for the form to appear
A few things to note:
You must check “Are you homebound / unable to leave your home without assistance?” to request a delivery
The Comments field only appears on the Internal form (i.e. for users who are logged in)
A confirmation email will be sent to the given Email Address on form submission. This will not be sent if an email address is not given
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
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.
Viewing/Updating Requests (SharePoint)
Once a request is submitted, it will be added to the “2024 Box Fan Requests” SharePoint List
The SharePoint List’s data is used by the Power BI report
When requests are added, it may take a couple minutes to update
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:
Status | Definition |
---|---|
Pickup | This is for new Pickup requests with upcoming pickup dates/times |
Delivery | This is for new Delivery requests with upcoming delivery dates |
Completed | Indicates that a request has been fulfilled, i.e. the requestor has received their box fan |
Incomplete | Indicates that a request has not been fulfilled, and its pickup/delivery date has passed. Requestors should be contacted when this occurs |
Cancelled | Indicates that a request was cancelled without being fulfilled |
Reporting (Power BI)
New & Incomplete Deliveries
Shows all requests with the Delivery status
Select filters for Zip Codes and/or Delivery Dates at the top. Selections affect the rest of the page
The table at the bottom can be manually reordered by clicking any of its column headers
A map of pending deliveries is on the left, the Delivery Confirmation sheets are on the right
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.
To see all Pickup dates, click the “+” icon to the right of the orange bar, then select Pickup Date
Info about each Pickup Date will branch out from the first orange bar
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.
FCDC Help Desk | helpdesk@franklincountyohio.gov | 614-525-3282