Record Agency Information

You maintain in Ohio SACWIS the name and address, as well as contact information and key staff, for every agency operating in the state. This makes the information available to other parts of the system.

The system does not apply worker information entered through the Staff tab to the agency record. Conversely, the staff information you enter on the agency record does not complete the worker record on the Staff tab.

To add or update the agency name and other details, complete the following steps:

1. Click the Administration tab at the top of the screen.

2. Click the Maintenance tab.

3. Click the Agency Information link in the light-blue menu on the left. The Agency Search Criteria screen appears.

4. Enter the complete name of the agency in the Name field. If you are not sure of the complete name, you can use the wild card feature (%). (See Search screens for more assistance.)

5. If you want the system to search only private agencies, select the Private Agency check box. Otherwise, the system searches public agencies.

6. Click the Search button. The system displays in the Agency Search Results table the agencies that match, or partially match, the name you entered.

7. Click the Edit link for the agency you want to update,

8. Or, click the Add Agency button to create a new agency record. The Agency Information screen appears.
   
   As an agency administrator, you can edit the agency record only of your own agency or any "child" agencies. As a State system administrator, you can add new agency records.

9. Complete the fields on this screen.

10. To record the address, click Address Search, select or record the address, then return to the Agency Details screen.

    1. From the Domestic Address Search screen, enter the address search criteria.

    2. Click Search. The system displays in the Search Results table the agency addresses that match or partially match the criteria you entered.

    3. If the address is already in the system, click the Select link next to the address. You are returned to the Agency Details screen.
       
       If not, click Add New Address. The Domestic Address Details screen appears. Continue to step 5.

    4. Complete the fields on this screen.

    5. Click Save. You are returned to the Agency Details screen.

11. Click Add Contact, complete the Contact Details screen, then click the OK button.

12. You can also click the Edit link to update the information for an existing contact.

13. Repeat step 10 for each contact you want to add or update.

14. Click the Add Staff button, complete the Staff Details screen, then click OK. You can also click the Edit link to update the information for an existing staff member.

15. Repeat step 10 for each staff member you want to add or update.

16. In the Accreditations section, select the check box next to the type of accreditations this agency has. You can select more than one.

17. Click the Save button. You are returned to the Agency Selection screen. The agency is considered "active."