2024 Box Fans Solution User Guide

Owned by
Noah Miller
Last updated: May 15, 2024
7 min read

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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.

  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 field only appears on the Internal form (i.e. for users who are logged in)

    3. 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

  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

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)

Click here for the 2024 Box Fan Requests SharePoint List

  1. Once a request is submitted, it will be added to the “2024 Box Fan Requests” SharePoint List

  2. The SharePoint List’s data is used by the Power BI report

    1. 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

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

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

Reporting (Power BI)

New & Incomplete Deliveries

Shows all requests with the Delivery status

  1. Select filters for Zip Codes and/or Delivery Dates at the top. Selections affect the rest of the page

    PBI 2024 Box Fans Deliveries Page.png

  2. The table at the bottom can be manually reordered by clicking any of its column headers

  3. A map of pending deliveries is on the left, the Delivery Confirmation sheets are on the right

  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 Apply changes in the top-left of the report’s window and wait for the sheets to load.

  3. Then click Open report in the top-right

  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

  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

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

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

  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.

Let’s say it’s a Delivery day and you’ve assigned someone to deliver box fans for a particular Zip code.

  1. In the Power BI Report, navigate to the page labeled “Delivery Route Export.“

  2. Click on a Zip code in the top-right to see all Delivery requests for that Zip. Then click that day’s date to see everyone in that Zip code who will be receiving a box fan today

  3. After you’ve checked that the date and Zip code are correct, hover over the list of requests below the map. Click on the “. . .” > Export data > Summarized data > File format: .csv. You can name this file whatever you’d like

  4. Now, click the green arrow icon next to MapQuest Route Planner to be taken to MapQuest’s
    Route Planner website. In the “Drag and Drop File here” box, drop in the file you downloaded

  1. When you see all your delivery locations show up, make sure to add “280 E Broad St.” by clicking “Add another stop, then drag it to the top of the list as the first stop so MapQuest knows where you’ll be starting from

  1. Check “Re-order stops” and “Round trip” in the bottom. At the top, you should see all of your deliveries, organized for the fastest route, and the name of the requestor at each delivery

  1. Double-check that 280 E Broad St. is the first stop

  2. You can click “View route directions” at the bottom to get directions that will start and end at the Office on Aging

  3. If you’d like to send this to a deliverer, click “Share” in the top-right to have MapQuest text the directions to them, or share the link below it with them. You can also print off the directions to hand to the deliverer if preferred

 

FCDC Help Desk | helpdesk@franklincountyohio.gov | 614-525-3282