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What is included with the initial purchase of Copilot?
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One unit includes the following items:
Hardware:
One 22” ELO Touch Screen (includes keyboard and mouse) One Barcode Scanner 500 Barcode
Key Tags
Software:
Consumer Registrar (We will have this application installed on the touch screen
along with your current SAMS database). Senior Center Administrator (We will install
this application to any computer(s) selected). Agency Administrator (We will install
a remote support connection to any computer selected).
Support:
Installation/ Training Day (on-site) One month checkup to review and answer questions
(on-site) Weekly monitoring of senior centers (on-going) Unlimited phone support
(on-going)
Maintenance:
1st year maintenance subscription included in the purchase price
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Would there be an additional cost to have the software also at our main office?
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Since our Copilot application is web-based, we have the ability to provide you with
unlimited user accounts for each system. You can have access to the site at any
computer with an internet connection at no extra charge!
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What are the dimensions of the touch screen? Where do you place the unit?
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Display size 22.0” diagonal, Active display area 473.76 mm x 296.1 mm (18.65” x
11.66”). We recommend placing the units close to the entrances of your senior center. This
helps to remind your consumers to scan in for the day as they walk through the door.
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What type of backup procedures are there with the touch screen systems?
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Copilot is a web based application. Therefore, the database resides exclusively
on servers in our secure data center in Mount Pleasant PA. Our data center remains
locked at all times and only authorized personnel have access to the center. The
database servers are secured by a system called RAID which prevents data loss even
from a failed hard drive. Should a drive fail, the system remains active based on
the data on the remaining drives. An algorithm allows the system to reconstruct
the data from a failed drive at any time based on the data on the remaining drives.
Beyond that, all databases are backed up to tape on a nightly basis at 12:15 A.M.
A tape is frequently taken off-site as protection from fire or natural disaster.
The off-site tape is rotated frequently so there is always a recent copy of the
data available.
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What version of Internet Explorer does Copilot run best with for Center Admin and
Agency Admin?
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As our developers continue to enhance our Copilot application, they continue to
follow Microsoft Programming Practices to ensure that our application will run efficiently
with any Internet Explorer version. We have the latest upgrades, so for best results
Internet Explorer 8 is the way to go!
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What type of internet connection works best with the Copilot system?
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We recommend that your senior centers utilize a High-Speed Internet Connectivity. We have
experienced the best performance with the High-Speed connection. Please contact
your local phone or cable company for details.
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What happens during the installation and training day?
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During an installation and training day, we provide on-site training to all staff
members involved in the project. We will walk through how to add new consumers,
add new activities, and maintain a monthly schedule of activities on their own desktop
computers. We also provide remote support to help support the staff at anytime.
We spend as much time needed to ensure the system is successful within the senior
center.
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Can you please give us a review of what to expect during that training period, anything
we need to prepare and who should be available to meet with you- time needed, etc.?
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We arrive at your senior center to install the equipment first. It usually takes 30 minutes
to get everything in place for the touch screen as well as setup on your desktop
stations. Then, we follow with a training session that lasts between 1-3 hours depending
on the amount of questions asked. During this time, we ask you to provide us with
your activity calendar and menu. We will setup your entire system, so that all you
have to focus on are the consumers! I would include everyone that will be involved
in the initial implementation of the program: staff, volunteers and consumers. We
have broken the training sessions out to show consumers how to use the touch screens-
we have even issued cards during the first day!
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With regards to Copilot data, we are going to import into the state system. How long
do we keep a paper copy of attendance to ensure the data is accurate? Are there
any reports to compare against?
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We ask that you maintain your paper trail for the first two months of using the
Copilot program. The first month, we identify who is using the system and how to
overcome the woes of learning a new system. The second month, you have a better
grasp of the overall concept and idea of the program. It’s always good to double
check the work once you become a pro within the second month! Copilot has extensive
reports that help you identify the data within the touch screen. We have easy to
use PDF reports that allow you to compare your data in numerous ways.
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What other data is included in addition to congregate meals?
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All service deliveries offered to the consumers are collected at the senior center
(Senior Center Visits, PTH, Volunteer Services, etc). This includes registered,
eligible and ineligible consumers. This allows the senior center to track all service
deliveries throughout their senior center, and it allows the agency to track the
unduplicated consumer count that needs to be reported in SAMS.
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Are HDM’s included? What if there is no matching service order?
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HDM’s are included in the application. We have a copy feature that allows the units
to be easily recorded through our Senior Center Administrator application. If there
is not a matching service order, our Agency Administrator application catches and
records the discrepancy daily to allow for easy clean up throughout the month (rather
than at the end of the month).
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How often do the Service Deliveries get entered into the State system: Daily, Weekly
or Monthly?
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The Service Deliveries (Congregate Meals, HDMs, Senior Center Visits, PTH, Volunteer
Services, etc.) all are recorded within the touch screen daily. You have the ability
to edit your service deliveries daily within the Center Admin application. Our Agency
Admin application validates this information daily; however, we do not import any
data into the state system until month end. This ensures every service delivery
is acceptable and validated before entering into the State system.
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