primary contractor user manual check vending machine module
Contents
1. Unable to Check Result Definitions Bad Address Use this category if the location turns out to be a private residence the address does not exist or the information supplied was insufficient to locate the outlet In many cases the enforcing agent has enough knowledge of the area to find an outlet with an incomplete address In addition there are many resources available to find a phone number of a business such as the phone book or websites like www worldpages com www superpages com or www infospace com Once a number is found call the outlet to get directions without revealing the purpose of your visit If all resources have been exhausted and the outlet still can t be found use the Bad Address category Bar Not Accessible Use this category if the bar has a sign limiting entry to adults or a bouncer at the door not allowing any minors into the establishment Use this category when the bar is completely inaccessible to minors This category is different than Bar Other in the sense that minors are not permitted to enter the building Bar Other Use this category for bars where an attempt was not made but there was no sign or doorman restricting access by young people Buyer Known The youth participant is to leave the outlet without attempting the purchase if someone who Knows the youth participant is in the outlet This outlet must be revisited Itinerant Vendors Itinerant Vendors are little trucks which go to baseball games2. 12 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button TPRS KIT Solutions Inc 2006 Editing a Vending Machine Check 1 Select the Vending that you wish to edit trom the dropdown list 2 From the list of checks done at this store located at the bottom of the screen click on the Selection link next to the check that you wish to edit 95 Clerk Cited Selection gt a You may filter your search by using the Checked Record Since field The Checked Record Since field is used to display the checks that took place since or before the current fiscal year Select since or before from the dropdown list Then select the appropriate Fiscal Y ear from the dropdown located directly to the right Once the desired check 15 displayed click the Edit button 4 edita field that has a predetermined list i e ithas a black down arrow the right end of the box select the desired value from the list 5 edita field without a predetermined list select the field to edit by using the mouse to click inside of it Use the Backspace and or Arrow key on your keyboard to delete the unwanted characters from the field Then type the information you want in the field 6 Repeat steps 4 5 until all of the fields have been modified the way you want them 7 Click the Save button Note To exit the screen without saving any of the changes click the Cancel butto
3. Agency screen select the agency from the Agency List you wish to edit by clicking the agency name Agency List Agency Name 629 01 Agency 6290502 Tobacco Enforcement Task TPRS 6 KIT Solutions Inc 2006 2 Once the desired agency 15 displayed in the Agency Name field click the Edit button Make any changes needed to the Agency Name Click the Save button Note To exit the screen without saving any of the changes click the Cancel button 5 Click the Return button to return to the Check Vending Machine screen Deleting an Agency 1 From Agency screen select the agency from the Agency List you wish to delete by clicking the agency name 2 Once the desired agency 15 displayed in the Agency Name field click the Delete button 3 Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel 4 Click the Return button to return to the Check Vending Machine screen TPRS 7 KIT Solutions Inc 2006 Adding an Agent 1 From Check Vending Machine screen click the Agent Management button Agent Management new window will open displaying the Agent screen 2 Click the Add button Agent First Name Last Name Status Agency List Alic Armond Allen Armstrong Philip Mason 3 Type the First and Last Name of the agent you wish to add Select the Status of the agent This should be set t
4. Unable to Check a new drop down box will appear for which you must give a reason why you were unable to check the store Detailed definitions of each of the Unable to Check options are located at the end of this document in the Unable to Check Result Definitions section Note If the store could not to be checked on just this particular visit mark the reason with accessible This will keep the store on the accessible list and can be visited on another day If the reason the store was not visited because it will never be accessible then marking the result inaccessible will put the store on the inaccessible list and it will no longer be considered an active store to be checked 7 Type in any additional information regarding this check in the Notes field Note Use this Notes field if an Unable to Check option has been selected that is detailed as needing an explanation Details of each option can be found in the Unable to Check Result Definitions section Agency Management Agent Management spell Check Agency Law Enforcement Agent County ADAMS Checked Record Since one fiscal year only Clerk Citation 2 8 Selectthe appropriate Agency from the dropdown list Note The purpose for Agency is for those organizations that are entering data for other agencies e g police 9 Select the appropriate Law Enforcement Agent from the dropdown list 10 Select the appropriate County 11 If known enter the Clerk Citation
5. and other locations where crowds gather to sell food beverages and tobacco products Do not try to find these vendors No Longer Selling The outlet does not sell cigarettes anymore Other Accessible Use this category for any reason which does not fit into another category of why a purchase attempt was not made ata location that might be accessible to youth This outlet must be revisited Other Not Accessible A variety of locations are not accessible to youth such as lunchrooms in a factory adult bookstores and state prisons In addition if an outlet only sells cigarettes through a vending machine then that outlet should be marked as a non completion and categorized as an Other Not Accessible Out Of Business Use this code or description if the outlet is closed permanently Outlet Closed Accessible The outlet was closed when it was visited but is opened at a different time of day or on a different day of the week If the outlet is an adult establishment or private club that has signs outside explicitly prohibiting minors or non members it should not be categorized as Outlet Closed but rather as Bar Not Accessible or Private Club Always look for signs when an outlet is closed This outlet must be revisited PA TPRS 10 KIT Solutions Inc 2006 Outlet Closed Not Accessible Use this code if the outlet is closed at the time of the enforcement check or if the outlet isn t open during daylight hours Enforcement ch
6. and tracking their activities How to assign a Store to a provider and maintain the Vending Machine list in their county is included in the Primary Contractor s Administrative Manual Adding a Vending Machine Check 1 From Menu Box select the Activities folder The Menu Box will reopen will subcategories displayed under the Activities folder 2 From the Activities subcategory list select Check V Machine The Check Vending Machine screen will open 3 Click the Add button Check Vending Machine Primary Contractor Vending Machine BUCKS HOTDOG SHOP treys 15062 Location treys City GREENSBURG Zip Code 15062 User Accessible Location Notes 4 Select the Vending that was visited from the dropdown list This will fill in the Location Location City and Zip Code of the vending machine that was chosen Note If you have more than 200 stores in the Check Store module you must first enter the first letter of the store name Waita few seconds while the screen reopens Then choose the store that was visited using the black drop down arrow All the stores listed will begin with the letter specified 5 Enter the date that the visit was conducted on in the Date of Action field 6 Select the Result of the visit TPRS 3 KIT Solutions Inc 2006 Note Both Cited means both the Clerk and Store were cited Unable to Check means that you could not check this store on this visit If you choose
7. Pennsylvania TOBACCO PREVENTION REPORTING SYSTEM TPRS PRIMARY CONTRACTOR USER MANUAL CHECK VENDING MACHINE MODULE Prepared for the Pennsylvania Department Of Health by KIT Solutions Inc 2006 5700 Corporate Dr Suite 530 Pittsburgh PA 15237 2006 TABLE OF CONTENTS Vending 3 AGGING a venam C Ne K 3 Vending E 5 5 Managing Agences ana AGENS a 6 CLC V ata aint 6 anA SIN 8 ADDEN ae ma a 10 Unable to Check Result Definitions 10 12 TPRS 2 KIT Solutions Inc 2006 CHECK VENDING MACHINE According to contract deliverable PA20 Primary Contractors are required to inspect each Vending Machine in their county a minimum of one time per year To make this process easier to track a Separate module was added to the PA TPRS To use the Check Vending Machine module the Primary Contractor needs to assign a Vending Machine to the Provider 1 Service Provider or Primary Contractor who is responsible for performing the check maintaining the Vending Machine list in their county
8. ecks should be conducted between 6 AM to 8 30 If an outlet opens at 9 00 PM and closes at 2 AM then itis an Unable to Check reason and should be classified as Outlet Closed Not Accessible Outlet Dangerous Do not go in This protocol instructs the enforcing agent and youth participants not to enter locations which they consider dangerous The safety of the youth participant 15 the most important consideration during an enforcement check A situation that may be encountered is when a bar does not have signs or doormen prohibiting access to the entrance but 15 too dangerous for any youth to enter It is not that the enforcement team is reluctant to enter a bar which would be Bar Other but an enforcement team member thinks there may be risk involved in conducting an inspection This is Outlet Too Dangerous Private Club Many locations may be membership only locations These include for example volunteer fire companies veterans organizations fraternal organizations and motorcycle clubs PA TPRS 11 KIT Solutions Inc 2006 Spell Check Feature A spell check feature has been added to various sections of the PA TPRS to help eliminate spelling errors The following section details the various options in the Check Spelling page When the Spell Check button has been selected a new window will appear displaying the Check Spelling page The spell check feature will look at any words written within a text box or field Prot Mot
9. in dictionary tim Contract EA contract contrakt zl The following table is a summary of options in the spell check feature Option Description Changeto When the Change button is clicked the value in the Change to box will replace the highlighted misspelled word and the spell checker will continue to the next word You may type in this field if an appropriate suggestion is not present in the Suggestions drop down A drop down box of spelling suggestions for the misspelled word If the word is misspelled but not available as an option in the Suggestions drop down you may type the correct spelling in the Change to box Ignore Disregards the misspelling in the highlighted word only and continues to the next word The next occurrence of the misspelled word will be highlighted for correction Ignore All Disregards the misspelling in the highlighted word and all future occurrences of the word You will no longer be prompted to fix the spelling An example when to use this 15 if your name was highlighted as misspelled this would be a case to ignore all Changes the spelling of the highlighted word to the selected Change to word Change All Changes the spelling of the highlighted word to the selected word and all future occurrences of the word Closes the Check Spelling window TPRS 12 KIT Solutions Inc 2006
10. n Deleting a Vending Machine Check 1 Select the Vending that you wish to delete from the dropdown list 2 From the list of checks done at this store located at the bottom of the screen click on the Selection link next to the check that you wish to delete 3 Once the desired check 15 displayed click the Delete button Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel PA TPRS 5 KIT Solutions Inc 2006 Managing Agencies and Agents Adding an Agency 1 From Check Vending Machine screen click the Agency Management button Agency Management A new window will open displaying the Agency screen 2 Click the Add button Agency Aqency Name Status Agency List Agency 629 01 Agency 6240502 Tobacco Enforcement Task Type the name of the agency you wish to add in the Agency Name field The Status is automatically defaulted to Active This should be set to Active as long as the agency 15 still participating in Enforcement activities Note Setting the agency to Inactive will remove it from the lists of agencies that are used throughout the system 5 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button 6 Click the Return button to return to the Check Vending Machine screen Editing an Agency 1 From the
11. o Active as long as the agent 15 still participating in Enforcement activities Note Setting the agent to Inactive will remove it from the lists of agents that are used throughout the system 5 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button 6 Click the Return button to return to the Check Vending Machine screen TPRS 8 KIT Solutions Inc 2006 Editing an Agent 1 From Agent screen select the agent from the Agent List you wish to edit by clicking the agent name Agency List Alic Allen Armstrong Philip Mason 2 Once the desired agent is displayed in the First and Last Name fields click the Edit button 3 any changes needed to the agent s name 4 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button 5 Click the Return button to return to the Check Vending Machine screen Deleting an Agent 1 From the Agent screen select the agent from the Agent List you wish to delete by clicking the agent name 2 Once the desired agent is displayed in the First and Last Name fields click the Delete button 3 Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel 4 Click the Return button to return to the Check Vending Machine screen TPRS 9 KIT Solutions Inc 2006 APPENDIX
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