ASH NAZG DURBATULÛK
Three systems for case notes under the sky, Some for the HMIS lords in their halls of stone, Lost paper files from trees doomed to die, One for Ash Nazg, built without skin or bone, For Family Promise, making shadows fly. One page to rule them all, One link to find them, One intake to bring them all, and in the brightness serve them.
DASHBOARD
As a 501(c)(3) nonprofit, FPOPS stands out with its highly advanced, proprietary technology platform, providing families with unique solutions.
PORTAL
PHONE
Family Promise of Puget Sound uses internet based technology to create a more efficient and reliable communication system for families experiencing homelessness.
SMS
Family Promise can send automated reminders for appointments, provide emergency updates, and quickly connect clients with case managers and critical services, all through a single, secure platform.
SMS DASHBOARD
Family Promise can send automated reminders for appointments, provide emergency updates, and quickly connect clients with case managers and critical services, all through a single, secure platform.
CHAT
Streamlined communication helps FPOPS provide immediate assistance and manage resources more effectively, ensuring that families get the help they need to regain stability as quickly as possible.
XFR
Live transfer of active calls.
SERVICES
The “SERVICES” page on the Ash Nazg Portal acts as a centralized administrative hub for case management, providing case managers and clients with access to essential tools such as client rosters, shelter reservations, progress reports, and various internal and public forms.
FINE ANTS
An internal resource for Family Promise of Pierce County staff and volunteers to access various financial and administrative tools like forms for billing, expense reports, payroll, and payment tracking.
F1
Google Form for submitting F(n) receipts.
F3
The Record Payment(s) page, which is an internal administrative tool. This page is used by staff to officially record and track payments made for various organizational purposes.
F5
Form for submitting F5 allocation requests. This form will allow you to submit an annualized expense or deposit, code it and upload the backup documentation.
CLOCK IN/OUT
The CLOCK IN/OUT page for Family Promise of Puget Sound (FPOPS), which is an internal administrative tool used by staff and volunteers to officially record their arrival and departure times for work or volunteer shifts.
DASHBOARD
The Fine Dashboard page, which is a key component of the Fine Ants (financial) section within the Ash Nazg Portal for Family Promise of Pierce County. This page provides an overview and quick access to financial metrics, data, and management tools.
FISCAL REVIEW
The Fiscal Review page is designed for reviewing and overseeing financial data and processes, ensuring compliance and proper fiscal management.
GEO TRIP
The GEO TRIP page, which is a mileage or trip tracking tool for staff of Family Promise of Puget Sound (FPOPS)
INVOICE GENERATOR
The Billing Packet Generator page, an internal administrative tool is used to automatically compile or create financial billing packets for contracts or grants.
PAYMENT LOOKUP
The Payment Lookup Tool, an administrative resource located within the Fine Ants (financial) section of the internal Ash Nazg Portal for Family Promise staff, which is designed to allow users to search and retrieve information on recorded payments.
REPORTING
The FPOPS REPORTING page serves as a centralized hub for the internal Ash Nazg Portal, providing Family Promise of Puget Sound staff with quick access to all key case management, financial (Fine Ants), communication, and administrative tools and records.
VENDOR/DONOR
This page is dedicated to managing information and processes related to vendors and donors.
FORMS
The Forms section serves as the centralized directory and single point of access for all digital data collection and entry tools, including intake forms, progress reports, and specialized surveys used across the organization’s programs.
ACTIVATE/ARCHIVE/ASSIGN
The Case Management page, which allows staff to assign an individual or family to a case manager, as well as archive old case records or activate previously archived records.
AFFIDAVIT OF NEED
The Affidavit of Need is an official legal document or digital form where a family or individual formally attests to their current circumstances, declaring their urgent need for assistance and verifying their status for program eligibility.
CASE NOTE
The Case Note Entry Form, which is the official data collection tool used by case managers to document detailed interactions, conversations, and progress updates with client families and individuals, ensuring every engagement is formally recorded and tracked.
COLLECT ID
People experiencing homelessness are at high risk of losing personal property. By keeping a copy on file, the case manager ensures they have the necessary information to help the client replace a lost ID or continue with housing applications without delay.
DECLARATION OF INCOME
The Declaration of Income form is a required document used to officially collect and record a client family or individual’s current financial earnings for program eligibility and support planning.
PROGRESS UPDATE
The Family Promise of Puget Sound Progress Survey is a digital form used by clients to provide ongoing updates to their case managers about changes in their circumstances, housing status, or employment, and to offer feedback on the program’s most useful tools and services.
SEARCH WIZARD
The Client Websearch Sign-Up page, or Search Wizard, is a data collection tool used by staff to gather detailed criteria about a family’s needs, which the Ash Nazg system then uses to create and automatically run a tailored, ongoing search for suitable employment or housing opportunities.
UPDATE ID#
This page functions as a central administrative tool for staff to maintain accurate client records, ensuring that case managers can modify information to communicate with families using the most current contact details and identification numbers.
UPLOAD BACKGROUND
To ensure everyone’s safety, we conduct background checks and document them within the Ash Nazg Portal to protect vulnerable populations and maintain trust within our programs.
WEEKLY STATUS
The Weekly Status Form is a required data entry tool used by case managers to consistently document the current housing status and location of each client family or individual at the end of every week, ensuring accurate and up-to-date tracking of where people are staying.
RECORDS
The Records section functions as the team’s secure master record, serving as a single, central hub where staff can access and manage the entire history of every client family and individual, including all case notes, progress updates, and contact information.
BG RELEASE RECORDS
The Background Check Authorization log, which documents all families and individuals who have provided their consent to the background check process, serving as a critical record for ensuring safety and compliance within the program’s operations.
EAP SYSTEM
This custom plan provides our team with the vital information needed to respond instantly to emergency situations, such as a natural disaster or a missing child report.
FAMILY WAIT LIST
The FWL is a secure waitlist management dashboard that allows authorized Family Promise staff to access detailed family records while simultaneously displaying only anonymous, transparent statistical summaries to the general public.
HMIS RECORDS
The HMIS Records page displays a centralized, verified roster of all client families and individuals who have completed and signed the necessary HMIS Release of Information forms, ensuring the organization has the legal consent required to share client data with other service providers in the homelessness response system.
PULL RECORDS
To ensure comprehensive and personalized support, Family Promise reviews all records to accurately track the individual’s progress and identify the most effective next steps toward achieving housing stability.
RESERVATIONS
The Reservations page is the internal scheduling and coordination tool used by staff to allocate available shelter capacity and place client families into temporary emergency housing units, effectively managing the intake flow and bed assignments.
MANAGEMENT
The Ash Nazg Management page is the administrative control center of Family Promise’s internal portal, providing staff with tools for governance, policy creation and oversight.
HR
The HR functions as the centralized digital hub for all human resources and organizational management tasks, including tools for staff onboarding, generating official employment documentation, accessing employee rosters, and managing background check authorizations.
APPLY
Apply serves as the public-facing hub for prospective staff members to learn about the mission and benefits of joining the Family Promise team, and to access the external link or form required to submit an official job application.
HIRE
The HIRE SOMEONE page is an internal management tool used to initiate the hiring process by creating and automating an official job posting and generating necessary documentation for a new staff position.
EMPLOYEE BG RELEASE
The Background Check Authorization log, which ensures the organization maintains a comprehensive record of all staff and volunteers who have granted permission for a background check, affirming their commitment to safety and compliance.
INTERVIEW
A structured Employee Interview Form used to collect standardized, in-depth feedback and scoring from interviewers on potential job candidates, ensuring a consistent and objective evaluation process across the hiring team.
TERMINATE
The Terminate page within the Ash Nazg Management Portal is used to officially process the departure of a staff member, volunteer, or client from the organization, triggering the necessary deactivation and archiving procedures.
WORK STYLES
The Work Style Survey is crucial for helping staff members understand each other’s behaviors and communication preferences, which is essential for effective teamwork and achieving shared goals.
POLICY GENERATOR
The Policy Generator is a data collection tool used by staff within the Ash Nazg Management Portal to input necessary information and automate the creation of official organizational policies and procedures.
BOARD REPORT
The Board Brief is a concise, high-level summary report designed for the Board of Directors, providing them with essential, timely information on organizational status, key performance indicators, and financial health for effective oversight and decision-making.
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