System Settings

System Advanced Options: Assessment Processors

 

Overview

Assessment processors allow system administrators to assign scores to field responses in assessment screens like the VI-SPDAT assessments. Assessment processor scoring can be used to set up eligibility criteria to determine which programs a client is directly referred to as well as used for prioritization in the community queue.

Assessment processors are assigned to specific assessment screens. When a user completes data entry for that assessment screen in a client record, the assessment screen’s fields will be scored and used to determine eligibility.


Notes

  • Only system administrators can create and edit assessment processors.
  • You must create any custom fields prior to creating the assessment processor. It is strongly recommended that you also create the associated assessment screen prior to creating the assessment processor to accurately reference the correct fields to be included.

Creating an Assessment Processor

Click on the Launchpad and navigate to SETUP > SETTINGS > Advanced Options >Assessment Processors.

 

In the ASSESSMENT PROCESSORS MANAGEMENT section, you’ll see the system processors along with any previously created custom processors. 

To create a new assessment processor, click CREATE A NEW PROCESSOR.

Complete the following fields on the ADD NEW PROCESSOR page:

  • Display Code: the name the processor will display as in the client record history. 
  • Name: can be anything, but adding the name of the associated assessment here can be helpful for reference.
  • Status: when “Inactive” is selected, the processor cannot be assigned to an assessment. If the processor is already assigned to an assessment when “Inactive” is selected, it will no longer be assigned to that assessment. If “Active” is later selected, it will be re-assigned to the assessment.
  • Base Score: a fixed score that will be added to the assessment regardless of the specific points defined.

Click SAVE CHANGES. The SUBTOTALS section will display. 

Subtotals

The first layer of an assessment processor is subtotals. If applicable, multiple subtotals can be created to have individually scored sections in an assessment. These subtotals, or sections, can be added, subtracted, multiplied, or divided resulting in the overall assessment score. Otherwise, one subtotal should be created, in which all points will be calculated.  See the “Order of Operations” section of this article for further details on how multiple subtotals are calculated.

To add a new subtotal, click ADD NEW SUBTOTAL.

Complete the following fields on the ADD NEW SUBTOTAL page:

  • Display Code: intended to be used for organizing subtotals (i.e., A, B, C). A period will be added after the code when displaying in the processor. The first character must be a lower case letter and the field can only contain lower case letters, numbers, and underscores.
  • Description: a descriptive name for the section (i.e., “Housing History,” “Living Situation”) (this will display after the display code).
  • Operation: includes subtraction, addition, division, and multiplication. This operation will be applied to the other subtotals (if applicable). 
  • Base Score: adds a fixed point value to the subtotal, regardless of the points and conditions configured in the next step.

Click SAVE CHANGES to generate the POINTS section within the created subtotal. 

Points 

Points are the next layer of organization in an assessment processor. You can store as many points as applicable under each subtotal. Points reference and assign a score to one or more fields.

To add a new point, click ADD NEW POINT

Complete the following fields:

  • Name: should be either the name of a specific field or a description of a few fields. 
  • Points: how many points will be assigned if the condition(s) (to be established in the next step) are met. 
  • Store in Details: enabling this feature allows the point (and its associated conditions) to be used as a condition elsewhere in the processor. 
  • Display Code: if Store in Details is toggled on, this field will appear. The purpose of this field is to be descriptive of the stored point. It will be used in the picklist selection of “Assessment Point” conditions (described next). The display code must have 4 or more characters, begin with a letter, and only include letters, numbers, and underscores. 

Click SAVE CHANGES.

Conditions

Conditions are the last layer of assessment processor organization. Conditions define how points are assigned.

A point can have just one or a combination of conditions. Each field that should result in a score needs at least one condition. 

To add a new condition click ADD NEW CONDITION.


Select a condition Type. There are two different types: “Demographics” and “Assessment Point.”


Demographics Conditions

Demographics conditions allow you to select a field from FIELD EDITOR. You must select a demographic condition at least for the first point in the processor. 

  • Name: Begin typing the field name and the system will auto-suggest fields from Field Editor. It’s helpful to have the associated assessment open to know the exact field display name.  
  • Value: choose or type the answer that will result in a point.

Note: only fields that are in the associated assessment to which the assessment processor is assigned will generate points. Ensure the correct field is selected.


Click SAVE CHANGES. Select the relationship between the selected field and the value. 


Click SAVE CHANGES.


Assessment Point Conditions

Assessment point conditions use data from a stored point in the processor (stored points are points that have Store in Details toggled on). The purpose of this feature is to simplify the creation of conditions that rely on fields already in the processor.

  • Field: select the name of the stored point
  • Value: the score upon which the condition will be built

Click SAVE CHANGES. Select the relationship between the stored point and the value.


Click SAVE CHANGES.


Multiple Conditions

Multiple conditions can be created for a single point. Use the ADD NEW CONDITION  button to add additional conditions to points and follow the same steps as above. When using more than one condition, you must designate And/Or logic. And means all conditions must be met in order to result in a point. Or means at least one of the conditions must be met in order to result in a point.

For more complex sets of conditions, brackets can be used. For example, a condition may exist where a client either meets one set of criteria or another, such as a response of “Yes” to the questions “Disabling Condition” AND “Veteran Status” OR a response of “Yes” to the question “Previously in Prison” AND an age greater than 64.

Order of Operations

When multiple subtotals and/or points are included in an assessment processor, each score’s operation is applied to the score before it, including the base score. These operations are performed one at a time. Points are scored first, followed by subtotals.

In the image below, the base score for the processor is 0 points. Each subtotal has a base score of “0” with an operation of “addition” and one demographic Point. Subtotal A is worth 2 points, subtotal B is worth 4 points, subtotal C is worth 10 points and subtotal D is worth 5 points.

 

This calculation would be expressed (((0 X (0+2)) + (0+4)) + 10) X (0+5)) .

Viewing Scores in Assessments

When a user completes an assessment with an assessment processor in a client record, a score summary will display, displaying the points for each subtotal as well as the total points (unless the screen is configured to not display the score ).

Editing Assessment Processors

Assessment processors are editable. To edit an existing processor, click the edit icon beside it.

 

Note: 

  • The VI-SPDAT series of assessments are based on a standard design created by OrgCode. Editing the system VI-SPDAT series of assessments will bring them outside of the standard design and therefore cannot be considered an official VI-SPDAT series assessment any longer. 
  • Editing an assessment processor will not affect the score of historic assessments, only assessments recorded after the change is saved. It is important that you are careful when editing an assessment processor and have a clear direction for the assessment with mapped out details of where points will be assigned.  

Once an assessment processor is complete, the next step is to assign it to the assessment.