Editing Community Day Programme workflow

==Background==
This guide explains how to use Kotahi to manage client intake and engagement in the '''Community Day Programme (CDP)'''. The CDP is designed for mature adults aged 55+ and focuses on social connection, wellbeing, and cultural enrichment.

== Referral and Intake ==

Before Kotahi was implemented, the intake process was managed by the Admin/CDP team using Aiga. This process is now being transitioned to Kotahi, allowing all CDP-related activities to be managed entirely within the CDP/Admin space.

From '''30/6/2025''' onwards, '''no referral or client information for CDP will be recorded in Aiga.'''

The draft workflow for onboarding new CDP clients is outlined below.



'''Legend'''
* <span style="background-color: #4e914e">Green</span> = Kotahi
* <span style="background-color: #eb4910">Orange</span> = External system or manual
* <span style="background-color: #aeaeea">Blue</span> = Admin process
{{#display_diagram:Mermaid:CDP Overview}}

==Core Workflow==
Below is the standard service flow once a client is set up in Kotahi:

{{#display_diagram:Mermaid:CDP workflow}}

==Key activities==
===Setup/initiation===
====Referral form====
Referral form
There is a Kotahi form for Community Day Programme 'referrals'. Referral information will need to be completed by the respective CDP staff member
<br>
The form can be completed electronically with the lead family member (who can also sign if a touchscreen/mobile device is available). Otherwise, a paper copy can be scanned and attached to this form as a record. There are no mandatory fields on this form.
<br>
Please remember that all Whanau relationships should already be defined, so that you can tick all members using the 'Share with Whanau' button :
[[File:Cdpsharewithwhanau.png|none|border|600px|Sharing contact with whanau in Kotahi]]

Which will simply make a copy of this form for all family members.

====Consent documentation==== 
These are electronic copies of the existing 'Third party consent' and 'Privacy waiver' forms. Hard copies can be uploaded, or they can be completed digitally on a mobile device/touchscreen if appropriate.<ref>This form needs to be reviewed by Mel.</ref>

===Group activities===

Group activities can be created for CDP clients and used to manage RSVPs and track attendance. <br> When creating an event, you can add clients as participants, including the option to create new client records if they don’t already exist in Kotahi: 

[[File:Upload 5487c0db08f046c06cd29492bcca05cc.png|none||border|200px|Setting up group activities in Kotahi]]

Follow the form to enter relevant information. Clients you are inviting to the event should be added as participants. You can also add new clients in here if they are not already in Kotahi.

At or after the event, your event can simply be edited to update with attendance details. If a client did not attend, just update their attendance and save the form:

[[File:Upload 7970434390ce03f544f1a0e239f8fee3.png|none|border|500px]]

=== Hauora Assessments ===
'''TBD''' : which questions are relevant to community day programme.

=== Hauora goals ===
'''TBD''' : Need to think of some predefined goals and actions for community day programme.

==Programme Monitoring==
Regular tracking requirements:
* Tri-monthly client feedback forms
* Risk management plan updates?
* Narrative case notes
* DSL assessment referrals
* Hauora assessment & goal plans

== Notes ==
<references />
[[Category:Kotahi]]