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3C CALOMS DHCS_Prevention User Manual

1. A Identify Groups Identify a Mobilize and or build capacity to address need The use of the Cap and providers The three sub modules are complimentary tracking tools that can be used if desired Consequently data input into the Capacity Module does not fulfill the data reporting requirements All service activity data must be input in the Implementation Module as Single or Recurring Services Hide Page Info boscosa rr rr ewww ewww nwo wwe eee www oem wee wwe cee ewe rr rr rr rr cr rr ro od Print _ E oss Coalition Partnership Management This module is used to identify coalitions coalition partnership members and coalition subcommittees Excel Word Coalition Partnership amp Staff Meetings This module is used to record coalition partnership and or staff meetings and upload agendas and Status Type Funding Updated Selec 1 Environmental Prevention Program Western Riverside County Active Innovative Yes Select CL House of Prayer Reformation Church Active Innovative Yes CL Acacia Middle School HUSD CL Arizona Middle School AUSD CL Badger Springs Middle School MVUSD Active Innovative Yes Serea CL Betty G Gibble RCOE RUSD Retina linnauatiun l Select CL Central Middle School RUSD Select CL Citrus Hills Intermediate CNUSD Active Innovative 12345678910 Innovative Active Active Innovative minutes notes Training Technical
2. el pl I L se DJ Fax Number y le Web Address This is a screenshot displaying the FNL County Profile Organization and Staff Information Type of Organization O County AOD O Office of Education County Behavioral Health Non Profit O County Mental Health Other County Public Health Total number of employees at your host organization O150 Os1100 O 101 200 201 300 Over 300 This is a screenshot displaying the FNL County Profile 106 KIT Solutions 2013 11 12 13 14 15 16 17 18 Enter the Key paid FNL program Staff by selecting the Employee Name from the dropdown list a Enter the FTE Amount as a value between 0 and 1 If applicable answer what languages in addition to or other than English are spoken by FNL program staff in our county Can you accommodate the language needs of the young people and their families in your county Enter your funding sources into the Source and Amount into the textbox Does the county FNL program participate in any fund raising activities Enter the Technology Information indicating Our county has the following equipment Does your county have a FNL program website If applicable select the Key Partners CalOMS User Manual 107 Key paid FNL program staff Employee Name Please Select y x Williams Tiffany FTE Amount o What languages in addition to or other than English
3. 70 Enter the number of Direct Service hours and or Indirect Service hours for each staff person that participated in this service activity Tracking of staff hours not directly linked to a sernice activity are reported as Administrative Time in the Administration Module Save button Jones Brian a hours minutes Scott Laurie hours minutes 9 hours minutes This is a sample screenshot displaying the Staff Hours Page This is a partial screenshot KIT Solutions 2013 Service Information 12 Enter in the Service Information You must add Demographic AND OR Non ea DER a Demographic information to your event bis Senice oration crore Note For detailed information on entering in Demographic Services and or Non Demographic Services see Adding o Add Non Demographic Senice Information per Demographic and or Non Demographic Services Notes W 13 If desired enter any other information regarding this event in the Notes field 14 Click Save If you do not want to save any changes click Cancel This is a screenshot displaying the Single Sonics Activities Edit Page Tips e f an Objective has not been assigned to a provider yet a single service activity event cannot be added The county must go to the Planning module to assign objectives to a provider s See Objectives for details e Once an objective is selected it is highlighted yellow e From the report single service listing page if you click on the pro
4. 16 KIT Solutions 2013 Advanced Search Each Listing Page includes a search feature which allows you to find a particular record by clicking the Advanced Search tab and selecting several variables In addition records are able to be sorted in ascending or a order clicking on the column name e g at the top of the table To begin using the Advanced Search feature 1 Click the Advanced Search There are two ways to use the search feature 1 Choose From All or 2 Or Select a Filter 2 Select the Choose From All Choose From All radio button to see a list of all of the data saved 3 The Y Or Select a Filter Or Select a Filter radio button allows you to limit search results To change the search filters first click the Or Select a Filter Or Select a Filter button Then click on the black arrow at the right hand side of the dropdown fields and select an option Once the three filters have been selected click the 1 1 Go button to see the search results CalOMS User Manual 17 Advanced Search Click on any column heading to sort idvanced Search This is a sample screenshot displaying the Advanced Search tab on a Grid View Listing page Click on any column heading to sort Adv ed Se i r at Choose From All 4 Cre h 00 Frog An Or Se ec a z OE pal This is a screenshot displaying the Advanced Search feature Advanced Search Or Select a Fi
5. Tree tr ee ee ee ee AAA AAA AAA AAA AAA AAA AAA ARRE LLL Indicates Required Field 4 Select the Objective Length of this Objective Decrease DUI arrests among tourists from 48 to 30 Goal Date Range 07 01 2005 06 30 2007 Objective Length Please Select This is a sample screenshot displaying the Objectives Edit Page lt 1 g il 5 To enter an increase decrease Objective click on the tab to display the Objective Builder Utility a Enter the Start Date of this Objective as mm dd yyyy Build an Objective Y Builder tab Objective Start Date and Complete By Date must be within the Goal Date Range Builder RR 3 3 pm gt E gt b Enter the Complete By Date as mm dd yyyy eaten C complete h LL _ c Choose either Increase or Decrease from the Verb dropdown list Verb d Enter the Indicator Indicator Y e Enter the Target Group Target Group f Insert values for baseline and desired outcome in the Range From Range From to and To fields C Check if your percentage for increase or decrease was an estimate O Select Percent Mean or Total This is a screenshot displaying the Objectives Edit Page h Ifthe baseline value is an estimate place your cursor over the box and left click your mouse to place a checkmark in the box Note Actual baseline values will need to be reported in the evaluation module CalOMS User Manual 56
6. 6 20 2013 6 02 21 AM Report Services Progress Tracker Y Release Services Progress Tracker ka L Report Evaluation Progress Tracker 2 This is a sample screenshot displaying the Home Page of a state or county level provider Messages CalOMS Pv Address Update 5 7 2013 FNL Training Institute July 15 17 3 27 2013 Internet Explorer 10 Compatibility Issue Fix 3 26 2013 FNL CalOMS Pv User Manual Has Been Revised 1 29 2013 FNL Sites Only New Reporting Guidelines for FNL 8 1 2012 Recurring Service Reporting Update 7 18 2012 Need Help with CalOMS Pv 7 1 2012 New Progress Tracker for FY 12 13 7 1 2012 This is a sample screenshot displaying the Home Page This is a partial screenshot FNL Sites Only New Reporting Guidelines for FNL 8 1 20 View full calendar of events link Recurring Service Reporting Update 7 18 2012 Need Help with CalOMS Pv 7 1 2012 New Progress Tracker for FY 12 13 7 1 2012 Events View full calendar of events This is a sample screenshot displaying the Home Page KIT Solutions 2013 Event Calendar Popup Click on the event date to view details Posted By DHCS County Provider June 2013 a Anew screen will appear displaying the Calendar b To view the Event details for a particular day click on the calendar date e g 18 c Switch to the previous or next month by selecting the link located to the right and left of
7. Video Manual Grid View Click on any column heading to sort e el tes Esnarieiand The Grid View displays the data in tables Specific pieces of data will be displayed Salet 1 Environmental Prevention Program Western Riverside County Active Innovative Yes within the Grid based on the fields within the entry edit form IO o o fas Selectbutton PO at nn Yes e When first viewing a Listing Page all of the data is available for Searching Click the Select link to the left of the data you would like to edit view e You will be taken to the entry edit screen This page will be in edit mode all re E te data fields will be open for data entry Make any changes needed to the form 123436 8310 Click the Save button to save the changes This is a sample screenshot displaying a Grid View Listing Page Tips e By default the grid will display up to ten records per page To move between the various pages use the numbers at the bottom of the grid If there are less than ten records listed the buttons will not be active 1234 CalOMS User Manual 15 KIT Solutions 2013 Allows the information to be hidden from view Places the Page Information back in view e Hide Page Info e Show Page Info Hierarchy View A Hierarchical View is used when there is a Parent Child relationship Looking at the example Ex 1 shows the parent the Problem Statement that was created in the Assessment mod
8. Step 2 Create filtering conditions J Available Fields Provider Reported Category Reported Date string format Filter where C aaco Add Rule 0 Matches net gt gt This is a screenshot displaying the Report Builder Page Provider ProviderlD Federal Category Location Objecti Program Mame 2222 semont Ste Mil Schoo larong Hui youth om 40 to 26 Cu Lie Fir Mile Schoot Aldea 202022 School Site Middle School among high risk youth from 10 to 20 Club Live Fir Middle School za lino Ste Mile Schoo mang high youth hom 10 296 Club Live Fir Middle School Aldea 282022 School Site Middle School among high risk youth from 10 to 20 Club Live Fir Middle School a lino Ste idle Schoo mang high youth hom 10 To 20 Cb Live Fir Middle School Aldea 202822 School Site Middle School among high risk youth from 10 to 20 Club Live Fir Middle School This is a sample screenshot displaying the Report This is a partial screenshot A E F e f your report does not appear after selecting the Finish button hold the control key down while selecting the Finish button CalOMS User Manual KIT Solutions 2013 Data Export The Data Export Module allows users to export their CalOMS Prevention data in its raw form which will enable them to create customized evaluations based on desired criteria If you would like to export data use the following steps 1 Click
9. able to view the service activity data and run reports Tips a Video Manual Show Page Info Specify Filter Parameters Provider List iv Fiscal Dates Fiscal Year Begin Date 7 1 2013 immiddiyyyy End Date 6 30 2014 immidaiyyyy 60 This is a screenshot displaying the Service Review Edit Page Service Review Check All Uncheck All View Service Report Details Submit to DHCS Su 1 Environmental 33 Friday Night Prevention Program a a liga Single 04 01 2013 No 544541 b Reviewed Provider Name P Name ae ev FroviderNamev Frogram Name mit to utton County 1 Environmental 33 Friday Night Prevention Program Single 04 08 2013 No 547555 Live Western Riverside ounty This is a sample screenshot displaying the Service Review Edit Page This is a partial screenshot e To view detailed information for each service activity click on the link entitled View Service Report Details A new screen will pop up with a report reflecting the details CalOMS User Manual 84 KIT Solutions 2013 Semice Approval Windows Imene eeu loysy pu AE SES el https caprev kithost net caprevent2012 4pp_Reports pRSShowReport asp gf a E 4 X R 300dle EJE File Edit View Favorites Tools Help vy Favorites 53 COMET Google Doc K Gemini 4 Redmine LogMeIn Support Sites Istracker D IssueTrak EarthLink ACD 3 GoToTraining TIS
10. Click here to access Knowledge Base Support This is a screenshot displaying the Login Page 23 KIT Solutions 2013 Forgot Your Login If you are unable to log into CalOMS Prevention due to forgetting your UserID or Password you can retrieve this information by clicking the L _forgetvour login button Click the button You will receive a reply with your login information as long as the e mail address entered matches the address provided in the Staff User module Please enter the same email address used under contact information This is a screenshot displaying the Forgot your Login Screen Low bandwidth dial up Version Normal Maintenance User IDX on Sunday 2 17 2013 10PM to 4AM EST passwort Provider ID i Server Maintenance By clicking this box CalOMS Prevention will remove all pictures allowing the a n ne system to load more quickly ee Low bandwidth dial up Version L Low bandwidth checkbox Click here to access Knowledge Base Support This is a screenshot displaying the Login Page Tips e lfthe staff user has a hyphen or a space in the last name the User ID will include the hyphenation or space For example Tiffany Williams Pitt would have the User ID of twilliams pitt Georgia Von Helsing would have the User ID of gvon helsing CalOMS User Manual 24 KIT Solutions 2013 HOME PAGE The Home Page provides the state and county provider with a
11. KIT Solutions 2013 KNOWLEDGE BASE The Knowledge Base module is a warehouse of prevention related documents web sites and CalOMS Prevention service design information data matrix service flow charts etc and provides links to the Cal OMS Prevention Support website Frequently Asked Questions The Frequently Asked Questions section has answers to commonly asked questions To go to the Frequently Asked Questions section use the following steps 2 caloms Prevention amp gt UPPOIT SITE Home Contact Support FAQ Multimedia Service Evaluation Search Monday July 16 2012 FAQ Login Frequently Asked Questions E FAQs are frequently asked questions regarding CalOMS Prevention 1 Click Knowledge Base from the main Menu The FAQs are broken down into categories pertinent to the CalOMS Prevention Service Each of these categories is a submenu placed under the FAQ menu link Select the category you would like to view from the FAQ submenu Once the new page 2 Click Frequently Asked Questions FAQ from the submenu appears a list of questions will appear broken down into subcategories To view a particular question select a question to i display its answer by clicking on the question 3 The CalOMS Prevention Support site opens For more information refer to the Note The printer icons are for displaying the questions in a printer friendly format For a printable version of the questions and Su pport
12. s name C Check All iii Click Save If you do not want to save any changes click W diine Buckie W Laura Calsan Cancel O Annie Smith Squid Ward iv The Training Attendance screen will close and you are Jim Kool returned to the Training Technical Assistance screen Save button 7 Click Save li Jan do not want to save any changes click Cancel This is a sample screenshot displaying the Training Attendance Page Tips e After being returned to the Training Technical Assistance screen upon saving your attendees the number of attendees will be shown on the screen Number of Training Attendees Manage Training Attendees t pop up CalOMS User Manual 47 KIT Solutions 2013 Editing Training Tech Assistance Click Capacity from the main menu Click Training Technical Assistance from the submenu From the Listing page select the training that you wish to edit by clicking the button next to the correct training The training will appear in the edit mode Make any changes needed to the form Click Save If you do not want to save any changes click Cancel D Oo oe IS a Deleting Training Tech Assistance Click Capacity from the main menu Click Training Technical Assistance from the submenu The training will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this item click Cancel ot E Ie CalOMS User Manual 48 From the Listing pa
13. County Profile of 11th grade use Locally developed community surveys ex survey of 39 local retail outlets Telephone Paper On line Door to door C Local State Data Sources Example City police department amest records County Hospital 4dmissions CA Department of Health Services ex hospital discharge data on AOD related admissions CA Department of Education ex AOD elated suspensionstexpulsions CA Department of Alcohol and Drug Programs ex Treatment Admissions Profile CA Highway Patrol ex Rate of alcohol involved traffic accidents This is a screenshot displaying the Assessment Tools Screen This is a partial screenshot Responsible Party AAA left Notes 500 characters left This is a sample screenshot displaying the Objectives Edit Page e The county objectives link to the assigned provider s which link to services activities The provider objectives do not link to services Only the county assigned objectives will be available as a selection when reporting services in the Implementation module CalOMS User Manual KIT Solutions 2013 Editing an Objective 1 Click Planning from the main menu 2 Click Objectives from the submenu 3 From the Listing page click on the next to the appropriate Goal to view all of the Objectives associated with that Goal Note Once the goals are in view the 4 becomes a 4 Click on the Objective link e g 2 1 to open the Ob
14. FNL County Profile This information is required by the California Friday Night Live Partnership Collaborative CFNLP CFNLC and must be updated annually at the beginning of each new fiscal year 1 Click Administration from the main menu 2 Click FNL County Profile from the submenu 3 Click Add from the left toolbar 4 Enter the County Information by selecting the County Coordinator from the dropdown list 5 lf applicable select any all other coordinators 6 lf applicable enter the Other Staff Titles by selecting a staff member from the Name from the dropdown list 7 Enter a contact number in the Telephone Number s textbox 8 Enter the Organization and Staff Information by selecting the Type of Organization radio button 9 Select the Total number of employees at your host organization 10 If applicable enter the Administrator s Contract Signing Authority and or Coordinator s Direct Supervisor information CalOMS User Manual Video Manual Show Page Info Indicates Required Field County Information County RIVERSIDE County Office Friday Night Live County Coordinator 2 Please Select v Email FNL Coordinator Please Select v Email CL Coordinator Please Select v Email FNL Kids Coordinator Please Select i E Email FNL Mentoring Coordinator Please Select Email This is a sample screenshot displaying the FNL County Profile Telephone Number s 1 A
15. Save button C Surveys Example State developed surveys ex California Healthy Kids Survey CHES County Profile of 11th grade use Locally developed community surveys ex survey of 39 local retail outlets Telephone Paper On line Door to door C Local State Data Sources Example City police department amest records County Hospital Admissions CA Department of Health Services ex hospital discharge data on AOD related admissions CA Department of Education ex AOD elated suspensionstexpulsions CA Department of Alcohol and Drug Programs ex Treatment Admissions Profile CA Highway Patrol ex Rate of alcohol involved traffic accidents This is a screenshot displaying the Assessment Tools page This is a partial screenshot KIT Solutions 2013 Tips e The Title is a short description to identify the Problem Statement for reports and searching purposes Editing the Problem Statement Click Assessment from the main menu Click Problem Statements from the submenu From the Listing page select the Problem Statement that you wish to edit by clicking the button The Problem Statement will appear in the edit mode The Title and Problem Statement cannot be changed a Status Active currently in use li Inactive no longer in use b Assessment Tool i Remove all the assessment tools by clicking the Remove button or click on Select Assessment Tools and add or remove individual assessment tools by
16. Select all non demographics items that apply or enter the number of non demographic items that were used disseminated during the event in the appropriate fields 3 Click Save If you do not want to save any changes click Cancel 4 The Service Activity Non Demographics screen will close and you are returned to the Report Services Activities screen Tips Non Demographic Service Activity Check a box and or input a count and click on Save Being more than one strategy and service can be identified please choose categories that best represent the service activity being reported Definitions for all of the strategies and services are located in the Prevention 101 document within the Knowledge Base Module z Service Code 12 Information Dissemination AN Material Development Fi AN Materials Disseminated ria ae eee Brochures Pamphlets Brochure Pamphlet Development ll Diceminated Conference Fair Planning F Conferences Fairs Attended Curricula Development F Curricula Disseminated This is a screenshot displaying the Non Demographic Service Activities Edit Page This is a partial screenshot e Both Demographic and Non Demographic services may be reported for a Single Service Activity e Once saved a message will appear below the Add Non Demographic Service Information link showing the number of groups and or people reported against the service activity A _Remove_ button will become active next to that message Click the Re
17. are spoken by FNL program staff in your county Cl Spanish Chinese C Hmong C Vietnamese C Other Can you accommodate the language needs of the young people and their families in your county OYes O No This is a sample screenshot displaying the FNL County Profile Primary Funding Sources Source Amount l o Source E Amount Source Amount Source Amount E 0 00 Does the county FNL program participate in any fund raising activities OYes ONo This is a screenshot displaying the FNL County Profile Technology Information Our county has the following equipment OJ IBM personal computer O Teleconferencing O Apple Macintosh O Internet e mail communication C Other O Video web conferencing Does your county have a FNL program website OYes ONo Yes ONo Key Partners 2 C Designated Driver Coalition This is a screenshot displaying the FNL County Profile KIT Solutions 2013 19 If applicable enter How many active chapter do you have in your county 20 Use the radio buttons to indicate Does your county have an active FNL youth council a diverse group of young people representative of your county s population 21 If applicable enter If yes what is the estimated number of youth participating 22 Click the Save button CalOMS User Manual 108 Chapter Information How many active chapters do you have in your coun
18. on the Et If you selected Add Summary Information use the following instructions a Enter the total Number of Participants for this group b Select whether the numbers being entered are an estimation using the Estimated Actual radio buttons c Enter the number of Participants By Race Ethnicity in the appropriate categories Note If a number was entered in Other please specify what the Race Ethnicity is within the Specify Other field d Enter the number of Participants By Gender in the appropriate categories e Enter the number of Participants By Age Group in the appropriate categories 73 Demographic Service Activity Select the most appropriate CSAP Strategy and Serice Delivered Refer ta Prevention 101 in the Knowledge Base Module for the strategy and service definitions For most single services click on Add summary Information and complete the screen For Groups participating in a single service click on Add Groups and select the Group If additional participants are involved in the activity along with a Group indicate their demographics in Add Summary Information DO NOT DUPLICATE the count for the Group in the Summary section If Add Individual Participants is chosen Add Summary Information and Add Groups cannot be utilized Save button Please Select DO NOT DUPLICATE the count for the Group in the Summary section This is a screenshot displaying the Demographic Service Ac
19. select the Program Group pairs to be assigned to this participant from the Program Groups Assignment section a Click on the amp next to Add Program Groups to view all of the Program Group pairs registered Note Once the members are in view the becomes a j b Select those Program Group pairs to be assigned to this participant by checking the box next to the Program Group pair name Note If all Program Group pairs are to be assigned clicking the Check All selection will check all of the Program Group pair names To remove a Program Group pair uncheck the Program Group pair name Click Save If you do not want to save any changes click Cancel CalOMS User Manual 67 Video Manual Show Page Info Indicates Required Field General Information First Name E Middle Initial Last Name E Gender Please Select E Birth Date mmaa IN Race Ethnicity Status This is a screenshot displaying the Identify Participants Edit Page Program Groups Assignment E Add Program Groups This is a sample screenshot displaying the Identify Participants Edit Page KIT Solutions 2013 a Video Manual Editing Participant Information 1 Click Implementation from the main menu Show Page Info 2 Click Program Management from the submenu Advanced a Click AE to sort 3 Click Identify Participants from the category list 4 From the Listing page sel
20. to open the group that you wish to edit 6 The group will appear in the edit mode 7 Make any changes needed to the form a Status Active Group is currently in use li Inactive Group is no longer in use 8 Click Save If you do not want to save any changes click Cancel Tips Once a group is set up and saved either with individual participants or a group summary you will not be able to change the group type Individual or Group Summary when in edit mode You will not be able to remove individual participants or reduce the total number in the Group Summary if a service activity has been reported against it You will be able to add individual participants increase the total number in the Group Summary or make an individual participant Inactive CalOMS User Manual 65 KIT Solutions 2013 Deleting Groups 1 Click Implementation from the main menu Click Program Management from the submenu Click Identify Groups from the category list From the Listing page click on the next to the appropriate Program to view all of the Groups associated with that Program Note Once the groups are in view the Ut becomes a El Click on the group link e g 1 1 to open the group that you wish to delete The group will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel oh So oe Tips e You will not be able
21. 2013 Edit Forms The Edit Form contains the fields for entering and editing data The buttons for saving canceling deleting printing and in some cases adding and editing are available at the top right of the page See the Data Fields and Button section for additional details on the function of these buttons e f you clicked the L4 _ Add button to enter new information into a form the Edit Form data fields will be blank e When selecting the Select button to view existing data the Edit form data fields will display the data entered selected previously These fields may be modified if needed CalOMS User Manual 19 Video Manual PLEASE READ In order to report Recurring Services correctly there must be a recipient actually receiving a service This is why Groups reflecting demographics are linked to Recurring Services and why the only CSAP strategies and corresponding services delivered that can be chosen are those that require demographics For example repeat activities such as meetings other than FNL chapter meetings should be reported as Single Services as Multi Agency Coordination Collaboration in the Non Demographic panel as there is not a recipient y receiving a service Please contact the CalOMS Py Help Desk at 916 552 8933 if assistance is needed determining which activities are considered Recurring Services vs Single Services Hide Page Info ASAS SSA Indicate
22. 59 MM ra ron OR eR Re Et en Aa RUA Ro UR Ars Re ER een OA RTE Un TERRE eR RE ee ee 60 Program Manade Mel asiatica 60 FORTIN sd 010 LA y PONE POPE o CEE NA 60 Epic e O OE EE o o eter ee a eee ee eee ene 63 e E EE A E PO TO a en me nee eee 67 o O e 69 Editing IMNNSSAUCES cy VV orc erent et Rei ere ie ty iar rn ee a RP re er ne me ee ee eee ees 71 peleting Eos Ale ANNES ener o o o ere rn eet ae e ee eee ee ee earl ae ee 72 Adding Demographic and or Non Demographic Services veria el aci jalando 73 RECAE VICES MAN dos 76 Identifying Recurring SSNICOS ada 76 Reporting AA SENICE Susser a a n E vanced date E N dee ae at eden ltteer A deme a au elit aiid 79 SeN O ENICS gee ee A ee Ne 83 O E cl COP y PO 84 VEW SENICE EDOM Deals AAA AAA 85 Pya IN td idiota 86 Report Goal Progress Results ccccccsssssssssssssssssssscsssssssesrssssscsesscsessesaesecsesacsasseseesacsesessacsessesaesessesaesacsesaesacsesessacsesessassaseesaesassesaesacsesassasseseesacsaseesacsassesarsaseesarsareesansasensanss 86 ollo NE or IM ea gele sisi RE SUN PAPA een ne een een ne eee ee ee ee 0 OO 89 CalOMS User Manual 8 KIT Solutions 2013 peleting Goal Progress Resulta 89 Repon Objectives Progress RESU sra tits 90 O hace eset estes bese a tec hate sce Sete cis eset sat ase Sets ede atom tee nc seote aca ean setts ak tetera eats ane feeas cease 93 Deleting Objective Progress Rel a A AAA 93 A eatin A Dunes ual areata t ocean a deeatest itn actly
23. Assistance 4 Landing Page Print van This module is used to track coalition partnership and or staff training and technical assistance needed and received This is a screenshot displaying a Landing Page This is a screenshot displaying a Listing Page CalOMS User Manual 13 KIT Solutions 2013 The top of the menu provides links to the H2me Home page and to Log Out of the Service The Provider ID number is listed as well as the user currently logged into the KIT Prevention Service Landing Pages When first entering a module you may see a list of the entire categories associated with that module This is called a Landing Page The Landing Page of a module provides a description of what can be done in that module as well as listing each category as a link to the Listing Page and entry forms For more information on the Listing Pages see the Listing Pages section No data is entered on the Landing Page To open a category e Click on the Landing Page Submenu Category link CalOMS User Manual 14 CalOMS Py 2012113 DEMO Version ryan 330040 3 Home Log Off User currently logged in Management tools Provider ID number Staff User Link to Home page This module is used to add view and edit staff information County Provider Profile This module is used to view and edit county provider information County Provider Permissions Link to Log Out Video Manual Mobilize and o
24. First and Last Name fields os a o d Select the Title of the member from the dropdown list o O Ax e If desired enter the Contact Information for the coalition which ian includes the Work and Alternative Phone Address City State Zip Ele Code Email and Second Language 7 10 Click Save If you do not want to save any changes click Cancel gt idni HZ This is a screenshot displaying the Coalition Membership Edit Page with the Business tab selected CalOMS User Manual 38 KIT Solutions 2013 Editing Coalition Partnership Member Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Member from the category list From the Listing page select the Coalition Member that you wish to edit by clicking the button The Coalition Member will appear in the edit mode Make any changes needed to the form a Status i Active currently a participating member li Inactive no longer a participating member 7 Click Save If you do not want to save any changes click Cancel ee DD a Deleting Coalition Partnership Member Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Member from the category list The Coalition Member will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this item click Cancel AS
25. Intranet Service Approval fp dmb Page Safety Tools i4 4 Joti pb bl 10 Find Next Select a format E Export 2 Date Printed 6 28 2013 6 29 4 Service Review Report Single and Recurring Services Not Reviewed Report Period 7 1 2012 to 6 30 2013 View Service Report Details Note Data Updated Through 6 27 2013 8 04 00 PM All Funding Sources Click on the under the Detail column to view the event description and more oun EOSANGELES details on the Demographic and Non Demographic Service s 2 Toprint the report click the print button located at the top of the screen Provider 196920 Substance Abuse Prevention and Control E Program Name Assessment SAPC Program Description Prevention contractors will complete an assessment during the first six months of the contract with follow up activites conducted in succesive years of the contrct term All EPS and CPS contractors coduct the same basic assessment activities to ensure comparability of the data within the SPA and across the County E Group Single Service Accessing amp Monitoring SPF or Other Administrative Community Based Process 20 0 Hours 567947 Services Funding Multi Agency Coordination Collaboration Population Prevention Treatment Professionals Location County Provider Office 5 10 2013 all i itori e Internet This is a sample screenshot displaying the Service Review
26. KIT Solutions 2013 Build an Objective Y Freehand tab Freehand J A A Objective Start Date and Complete By Date must be within the Goal Date Range Freehand E 6 To enter all other types of Objectives click on the ICONS tab Siar ate comity ba Br A a Enter the Start Date of this Objective as mm dd yyyy k b Enter the Complete By Date as mm dd yyyy c Type in the Objective This is a screenshot displaying the Objectives Edit Page 7 Click the Assign Objective to Providers link to assign an objective to a Click here to Assign Objective to Providers Provider A new screen will appear displaying the Assign Provider screen lt Assign Provider __ Assian Objective link a Select the Provider s to be assigned to the objective by checking the box next to the Provider s name Note If all providers are to be assigned clicking the Check All selection will check all of the Provider names To remove a Provider uncheck the Provider s name O 21 Marin County Department of Health and Human Services Click Save If you do not want to save any changes click Cancel c The Assign Providers screen will close and you are returned to the Objective screen Assign objectives to providers by checking the box to the left of the provider name An additional checked box will pop up to the right ofthe provider name titled Permission to Use Objective Removing the check mark will prevent the provider from repor
27. Place the mouse pointer over one of the Al and left click to change the size Provides the smallest text size al Provides the default text size Provides a medium text size A Provides the largest text size CalOMS User Manual 22 KIT Solutions 2013 LOGIN PROCEDURE Connect to the Internet using the Internet browser In the Address Location box type in the following address and press enter Live Data https caprev kithost net calomspv The following screen will appear Logging into CalOMS Prevention Type in the User ID Password and Provider ID supplied to you by your administrator and click the Login button Note Before logging in you will be able to choose which planning year you would like to work in Tips e The User IDs are NOT case sensitive e Passwords ARE case sensitive CalOMS User Manual Training Data http train kithost net calomspv Department of Health Care Services California Outcome Measurement Service for Prevention Login to get started CalOMS Pv 2013 14 LIVE Version Click here to go to the TRAINING Version Click here to go to the 2012 13 LIVE Version Server Maintenance l Normal Maintenance S on Sunday 1 13 2013 10PM to 4AM EST User ID e Server Maintenance Normal Maintenance Password a on Sunday 2 17 2013 10PM to 4AM EST Provider ID Server Maintenance Normal Maintenance Y Login Forgot your login Loain button
28. Report from the main menu 2 Click on the El Expand button of the fiscal year s reports desired Video Manual Show Page Info y s Export To Access 2000 File 3 Click Data Export from the submenu o A Time Period Please Select Time Period a If you selected Reports 06 07 11 12 use the Fiscal Year dropdown e al menu to select the appropriate Fiscal Year 4 Select the program format from the Export To list choose whether you want the data exported to a Microsoft Access file or an Excel Spreadsheet 5 Select the current Time Period or enter a Start Date and End Date as mm dd yyyy 6 Choose either the Modules Table Names or Table Groups tab Select the data you want to export with the available check boxes Click th Generate G t butt This is a screenshot displaying the Data Export Page ick the enerate button File generated in 1 88761209999939 seconds Table Names Table Groups Administration Created Files O Assessment Capacity Evalutation O Implementation O Planning O Export All Tables Export Selected Tables j j i J AdminHours DindxDuration O MeetingLog G 9 Click the link under Created Files to export the data lt prev shee apn p 10 Choose whether you want to Open or Save the file Client ClindxEthnicity DObjectiveProvider 9 34 22 AM O ClientGroup DindxFdSt C Organization View File Info O CoalitionGroup DO IndxGender DOrganizationDisabil
29. Site section answers click on the Printable FAQs link located to the right iy General Questions E Printable FAQs Q What is the definition of primary prevention or Q What is secondary prevention Can the SAPT Primary Prevention Set Aside dollars dep This is a screenshot displaying the Frequently Asked Questions site This is a partial screenshot Tips e lfyou have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc CalOMS User Manual 111 KIT Solutions 2013 Library The Library section is a repository of commonly requested documents and other general documents that CalOMS Prevention would like to make available Use the following instructions to view the documents in the Library section a Video Manual 1 Click Knowledge Base from the main menu 2 Click Library from the submenu el A 3 Select the document you would like to view by clicking to the right of the Category Al document and category name T Name A da To filter through the documents first select a category from the Print Administrative Time Reporting Guidelines Category dropdown list ADP Bulletin 05 04 Introduction of the Strategic Lieron App Documents Framework 4 The document wil kin AR a Adobe ce file 7 ADP Bulletin 06 06 CalOMS Pv Information for FY 06 07 ADP Documents 5 To close the PDF window click on the xl in the pper r
30. URL field won This is a screenshot displaying the Events Manager Page eee 7 Select the Event Date from the Calendar by clicking on the day s the event is SU to take place or you can enter a date into the Event Date field as mm dd yyyy Then click the Add button This is a screenshot displaying the Events Manager Page a If more than one day was selected for the event each day selected will 0520 2006 Remove J Removelink Remove link display 05 29 2006 Removes b Click the link entitled Remove to remove one of the dates 05 30 2006 Remove This i hot displaying the Events M Page 8 Click Save If you do not want to save any changes click Cancel a S E aot II aa Tips e Events entered by DHCS can be viewed by all users Events entered at the county level can only be viewed by the county entering the information and their providers Events entered at the provider level can only be viewed by the provider CalOMS User Manual 103 KIT Solutions 2013 Editing an Event Click Administrative from the main menu Click Events Manager from the submenu Click the Select button next to the event you wish to edit The Event will appear in the edit mode El Make any changes needed to the form Click Save If you do not want to save any changes click Cancel rn a OS oN Deleting an Event Click Administrative from the main menu Click Events Manager from the submenu Click the Select button next
31. a A box will appear to the right of the selected funding source asking you to enter a of total program funding 11 If desired enter in the Number of Sessions and Total Hours 12 Type in any additional information regarding this Program in the Notes field 13 Click Save If you do not want to save any changes click Cancel Tips For FNL Providers see the FNL User Manual located on the Support Site CalOMS User Manual 61 Status Funding Sources 2 O SAPT CI Other Federal This is a screenshot displaying the Identify Programs Edit Page Number of Sessions Total Hours Notes characters left This is a screenshot displaying the Identify Programs Edit Page KIT Solutions 2013 Editing Programs Click Implementation from the main menu Click Program Management from the submenu Click Identify Programs from the category list From the Listing page select the Program that you wish to edit by clicking the button The Program will appear in the edit mode Make any changes needed to the form a Status Active program is currently in use li Inactive program is no longer in use 7 Click Save If you do not want to save any changes click Cancel SQL e YS a Deleting Programs Click Implementation from the main menu Click Program Management from the submenu Click Identify Programs from the category list From the Listing page select the Program that you wish to delete by clicking the butt
32. and or those individuals exhibiting signs of early substance use b Selective targets subsets of the total population with high risk factors Universal targets the entire population or demographic subset not based on risk 11 The Status automatically defaults to Active 12 Click Save If you do not want to save any changes click Cancel CalOMS User Manual 76 ajajaja Service Activity Title 50 characters max Service Activity Description Video Manual Show Page Info Indicates Required Field Po Icharacters left This is a screenshot displaying the Recurring Services Activities Edit Page Select County Assigned Objectives Use the scrollbar within the adjacent box to choose a maximum of three objectives CSAP Strategy Service Delivered Primary IOM Category Status Problem Statement Underage and binge drinking use abuse of illegal drugs and misuse abuse of prescription and OTC drugs continue to be problems throughout Riverside County Goal Decrease underage and binge drinking of youth throughout Riverside County Objectives DJALC Decrease availability of alcohol to youth by working with local merchants to provide education and responsible beverage service training _ ALC Expand public policies that reduce availablilty of alcohol to underage youth Objectives Selected 0 Please Select E Please Select El Y Active This is a sample screenshot displaying
33. any impacts felt in the Impacts Differences Made if any character left field Future Plans J 12 If applicable enter any future plans in the Future Plans field characters left This is a screenshot displaying the Report Objectives Progress Page Upload Supporting Documents 13 You have an opportunity to upload a supporting document that may be CS Browse button associated with this goal s progress result a me a Click the button to search for the document you wish to Note at b Click the button to add the document to the meeting Click FilelUpload Date Title Note if you do not wish to insert a document c The document will be uploaded to the service Click on the link to open the document Note The link will be displayed similar to agenda pdf 14 Click Save If you do not want to save any changes click Cancel This is a screenshot displaying the Report Objectives Progress Page CalOMS User Manual 92 KIT Solutions 2013 Editing Objective Progress Results 1 2 3 8 Click Evaluation from the main menu Click Report Objective Progress Results from the submenu From the Listing page click the next to the appropriate Goal to display the Objectives associated with the Goal Note Once the objective are in view the becomes a la Once the Objectives are available click the amp to display all progress dates associated with that Objective Click on the progress dat
34. can now be identified as mentors or prot g s There is now a bread crumb trail with page numbers in the standard reports section rather than just the next and previous buttons Groups are no longer allowed to transfer from 08 09 into 09 10 Please re create any existing groups as new groups DHCS can now easily add documents to the library Check this section frequently You may also see that the library documents can now be linked in the messages section on the home page Changes for January 1 2009 Manual Update Converted to new layout Changes for September 2 2008 Added or modified instructions for the following pages Transfer Programs Transfer groups Transfer Participants Transfer Identified Recurring Services Screenshots were added for the following pages Transfer Programs Transfer groups Transfer Participants Transfer Identified Recurring Services Tips were added or modified to the following sections Transfer Programs Changes for July 7 2008 Added definitions for Custom Permission levels on the Staff page screenshots were updated for the following pages Problem Statement Coalition Partnership Subcommittees Identify Programs Editing an Objective Editing Participant Information Editing Single Service Events Information Dissemination Demographics Editing Recurring Strategies Report Recurring Service Events Service Review Data Export Prevention 101 Added or modified instructions to the following pages Problem S
35. checking or un checking appropriate assessment boxes 5 Make any changes needed to the form 6 Click Save If you do not want to save any changes click Cancel a I a Tips e You will not be able to edit a Problem Statement once services activities have been reported Deleting the Problem Statement Problem Statements cannot be deleted CalOMS User Manual 52 KIT Solutions 2013 Goals All goals will be linked to a Problem Statement Use the instructions below to add a goal to a specific Problem Statement Click Planning from the main menu 2 Click Goals from the submenu 3 Click Add Goal to the right of the appropriate Problem Statement 4 To enter an increase decrease based Goal click on the tab to display the Goal Builder Utility a b C d e f Enter the Start Date of this Goal as mm dd yyyy Enter the Complete By Date as mm dd yyyy Choose either Increase or Decrease from the Verb dropdown list Enter the Indicator Enter the Target Group Insert values for baseline and desired outcome in the Range From and To fields Select Percent Mean or Total If the baseline value is an estimate place your cursor over the box and left click your mouse to place a checkmark in the box Note Actual baseline values will need to be reported in the evaluation module 5 To enter all other types of Goals click on the tab a Enter the Start Date of this Goal as mm dd yyyy b Enter the Complete By
36. demographic subset not A cea saa A training based qn risk a Expand public policies that reduce availablilty of alcohol to 6 Enter the date of the event from the Service Date field as mm dd yyyy aa 7 Enter the Duration of Service Activity Primary IOM Category Note You may leave a zero in one of the fields but at least one of the fields must have an amount higher than zero Service Date mmisaiyyyy A a Enter the number of hours in the Hours field A 0 Hours minutes Service Population Add Service Population pop up b Select any minutes from the dropdown list 8 Enter the Service Population by clicking the Add Service Population link A new screen will appear displaying the Service Population screen This is a sample screenshot displaying the Single Service Activities Edit Page CalOMS User Manual 69 KIT Solutions 2013 Select the population s you wish to add to this event by checking the box next to the population name Note If all populations need added select General Population from the list i To remove a population uncheck the population name Click Save If you do not want to save any changes click Cancel The Service Population screen will close and you are returned to the Single Services Activities screen Service Population Choose the most appropriate Service Population s for the serice activity being reported Use the General Population category when appro
37. ecco A Wake Show Page Info 1 1 Environmental Prevention Program Western Riverside County Add Single Service Event Click Implementation from the main menu Click Report Single Services from the submenu 3 Click Add Single Service Event to the right of the appropriate Program Note If the program is evidence based a message will ask if you wish to continue This is a sample screenshot displaying the Single Service Activities Listing Page This is a partial screenshot 4 Inthe Select County Assigned Objective section scroll to find the appropriate Problem Statement and Goal and use the checkboxes to select the desired objective s associated with that goal Note This list populates from the objectives that have been registered by the county 5 Select the Primary IOM Category of this event Video Manual Show Page Info Indicates Required Field Program Name 1 Environmental Prevention Program Western Riverside County da Indicated targets high risk Individuals and or those individuals Select County Assigned Objectives Problem Statement Underage and binge drinking use abuse of illegal exhibiting signs of early substance use A 00 q q0q0iQq i i _ Goal Decrease underage and binge drinking of youth throughout b Selective targets subsets of the total population with high risk factors Recio Coty as jectives Universal targets the entire population or
38. is a screenshot displaying the Staff User Edit Page Tips e FNL users must click the FNL checkbox FNL I to have access to FNL data e If there is no Email for the staff member type none or n a in the blank field However without an email address the user will not be able to use the automated Forgot your login procedure located on the login page The user will have to contact their administrator directly e Passwords can be any combination of letters numbers and or characters e Passwords are case sensitive e Ifthe staff user has a hyphen or a space in the last name the User ID will include the hyphenation or space For example Tiffany Williams Pitt would have the User ID of twilliams pitt Georgia Von Helsing would have the User ID of gvon helsing CalOMS User Manual 29 KIT Solutions 2013 Custom Permissions No Permission No access to a particular module Read Only Staff can only view information Read and Write Staff can add new information view and edit existing information Full Control Staff can add new information view edit and delete existing information Editing Staff Accounts 1 Click Administration from the main menu 2 Click Staff User from the submenu 3 From the Listing page select the staff member that you wish to edit by clicking the button 4 The staff member will appear in the edit mode 5 Make any changes needed to the form a Status see Tips i Active currently
39. it ed aces a oa acct edad com tee ease eal eadn radiated 32 PAS SOS O 34 BA OUI ase ea A II trea N coe adage oa satan dete pesca ENEE EET suas ee ence ET 34 CI ET Ee RC co oR E E ne REE SE REE ETE OE Cd Ee E 35 Coalition Partnership Management sra nia A titi 35 Regisiering a Coalition Pame IAN NN E A E iS 35 Entennga Coalition Parmershio Member sv dd 37 Entering a Coalition Partnership Subcommittee ecceccssesssssssessssssccsssessessssessesassessesacseseesacsesacsassesaesasseseesacseseesacsaseesacsassesaesacseseesassaseesacsaseesaesassesansassaseesacsasensansasensas 40 Coalition F annership e ola it MC AP A e eE UE oo e q ts todedpavareacebidcaageusnacn to eschas nebo 42 Editing 4 Goalition Pannersinip amp Stat Meca O 44 CalOMS User Manual 7 KIT Solutions 2013 Deleting a CoalitionsParnership g Stal Mec css 44 Traning Technical ASSISTANCE as iio 45 Grae ave name Status oka rat nt oa 46 Editing Tan Tecna NC nr A AAA DA 48 Bai O o A A aula nes euinaciaais 48 AN na 49 UP E stat Capusemdondctcatsdvvimdvadh west vended eaten dusdvadestich dasrenseti 49 Eating tne Strategie o Sianeli 50 Boei eel oade aede Fla ea UE CE O O 50 A AA a a o aAa A ON 51 e nen o O 52 Deleting ine PODIA O tido 52 Eos IP ee ORE OS a MEE ROR eT EE en ST CER en Tea Ee ee eae 53 Editino kE jor AAA E nic a a a a a E 55 A E E T A EAT POE AAT E ENAA A o E E eee 55 A PPP O eee 56 EIA aN OD cie A A A A A ee ee ee ee 59 Ei AAA Pe o ee
40. mm dd yyyy CalOMS User Manual 86 Select Goal Status l Only Active al 1 1 Environmental Prevention Component Revised Use the Goal Status filter to help you find a progress report Video Manual 1 1 Decrease DUI arrests among tourists from 48 to 30 Active Report Progress This is a sample screenshot displaying the Report Goal Progress Page This is a partial screenshot a Video Manual Show Page Info Indicates Required Field Goal Information Goal Decrease DUI arrests among tourists from 48 to 30 Goal Date Range 07 01 2005 06 30 2007 Goal Status Progress sea Begin Date End Date 1 panim Perio This is a sample screenshot displaying the Report Goal Progress Page KIT Solutions 2013 Video Ea Show Page Info Indicates Required Field Goal Information Goal Decrease DUI arrests among tourists from 48 to 30 Goal Date Range 07 01 2005 06 30 2007 Goal Status Progress Begin Datel End Datel 2 mm dd yyyy Perio 8 Enter any progress made in the Progress Made field i i kf Progress Results 3 Enter any SUCCESSES achieved n the Successes field Cite progress made towards meeting the goal successes achieved barriers encountered impacts felt etc 10 Enter any barriers encountered in the Barriers field Progress Made 11 Enter the evaluation measurement tools used by clicking the Report Evaluation Measurement Tools lin
41. open the goal that you wish to edit 5 The goal will appear in the edit mode Only the Start Date and Complete By Date the Measurement Indicators Measurement Tools Responsible Party and Notes fields can be edited 6 Make any changes needed to the form 7 Click Save If you do not want to save any changes click Cancel This is a sample screenshot displaying the Goals Listing Page This is a partial screenshot Tips e You will not be able to edit an entire Goal once services activities have been reported for any objective linked to it Only the Start Date and Complete By Date the Measurement Indicators Measurement Tools Responsible Party and Notes fields can be edited Deleting a Goal A goal cannot be deleted once it has been saved CalOMS User Manual 55 KIT Solutions 2013 Objectives Objectives are linked to a Goal The Objectives page is similar to the Goal page in regards to entering the data Use the instructions below to enter an Objective Video Manual Click Planning from the main menu Click Objectives from the submenu Select Objective Status Only Actie Ed i cappa cae a Add new Objective link 3 Click Add New Objective to the right of the appropriate Goal 1 Envlronmente Prevention Component Revise 1 1 Decrease DUI arrests among tourists from 48 to 30 Add New Objective f e This is a sample screenshot displaying the Objectives Listing Page This is a partial screenshot
42. the Program Group pairs are available click the Y to display all events associated with that Program Group pair Click on the service link date to open the event that you wish to edit The services will appear in the edit mode Make any changes needed to the form a Status Active the series of events is currently in use li Completed the series of events has been completed iii Cancelled the series of events are no longer in use Click Save If you do not want to save any changes click Cancel Deleting Recurring Services 1 a 190 1 O Sot Sa Qu Click Implementation from the main menu Click Recurring Services Management from the submenu Click Report Recurring Services from the category list B B Video Manual Show Page Info fies Add New Group Series 4 1 1 CL Acacia Middle School HUSD CL Acacia Middle School GENERAL Add New Event This is a sample screenshot displaying the Report Recurring Services Activities Listing Page This is a partial screenshot From the Listing page click the next to the Service Activity Title to display the Program Group pairs associated with the title Note Once the groups are in view the becomes a Once the Program Group pairs are available click the to display all events associated with that Program Group pair Click on the service link date to open the event that you wish to delete The services will appear in the edit mode Click
43. the Recurring Services Activities Edit Page This is a partial screenshot 79 Video Manual Show Page Info Indicates Required Field Please Select iv Group Series Status Active 0 hours Add Service Population Please Select lt link Service Date mmidd yyyy Duration of Service Activity Service Activity Location You must Add Service Population pop up This is a screenshot displaying the Recurring Services Activities Edit Page KIT Solutions 2013 12 Enter the Service Population by clicking the Add Service Population link A new screen will appear displaying the Service Population screen Service Population a Select the population s you wish to add to this event by checking the Choose the most appropriate Service Population s for the service activity being reported Use the box next to the population name General Population category when appropriate rather than choosing a multitude of populations Note If all populations need added select General Population from the list Save button To remove a population uncheck the population name TO b Click Save If you do not want to save any changes click Cancel O Adults C Middle Jr High School Students c The Service Population screen will close and you are returned to the PA AA Report Recurrina Services Activities screen LJ Children of Substance Abusers C Older Adults p g L Civic Groups Coalitions L Par
44. the month s name d To close the Calendar click the X X in the upper left hand corner or click the Close Close link This is a sample screenshot displaying the Calendar CalOMS User Manual 26 KIT Solutions 2013 SYSTEM SETUP ADMINISTRATION FUNCTIONS Change Password When a county provider accesses the service for the first time they use a default username admin with the password of pass The Change Password module allows the user to change this default password which ensures secure access to county provider information The Change Password module also allows the user to change the password on the account they are currently logged into Use the following steps to change your password BUG E al eo Manual 1 Click Administration from the main menu Passwords can be changed from this screen for only the user currently logged into CalOMS Pv Passwords can be a tl ol between 1 and 20 characters in length and are case sensitive 2 Click Change Password from the submenu A S hide Page Info 3 Type in the New Password New Password 4 Re type the password in the Confirm New Password field E 5 Click Save from the left toolbar to save the changes OOOO This is a screenshot displaying the Change Password Page Tips e tis important to remember that passwords are case sensitive e Passwords can be any combination of letters numbers and or characters e Passwords do not expire howe
45. to delete a group if participants have been assigned to it In these instances mark the group as Inactive CalOMS User Manual 66 KIT Solutions 2013 Identifying Participants Registering participants into CalOMS Prevention is optional for tracking attendance in recurring services The information entered in this area is considered confidential and is subject to the Health Insurance Portability and Accountability Act of 1996 Public Law 104 191 HIPAA and 42CFR It is each provider s responsibility to ensure their business processes for confidentiality of personal information meet HIPAA and 42CFR requirements The information entered can only be viewed by the county or provider entering the information Only demographic information will be reported at the county state level oe d See SY a h elk O 12 13 Click Implementation from the main menu Click Program Management from the submenu Click Identify Participants from the category list Click Add from the left toolbar Type in the participant s First and Last Name Select the participant s Gender from the dropdown field Enter the participant s Birth Date as mm dd yyyy Select the participant s Race Ethnicity from the dropdown list The Status automatically defaults to Active If desired enter in the Additional Information If you know the participant s Contact and or Emergency Contact Information you can fill them into the appropriate fields
46. to register YA l Status Active This is a sample screenshot displaying the Identify Groups Edit Page K ndividual Group Summary 10 If you selected p HA use the following instructions akan Ween ODR a Select whether the numbers being entered are an estimation using the Estimated Actual radio buttons Estimated Actual Estimated Actual E i Number of Participants 0 b Enter the total Number of Participants for this group Participants By RacelEthnicity c Enter the number of Participants By Race Ethnicity in the White not Hispanic 0 Native Am or Alaska Native 0 appropriate categories Asian or Asian American 0 African American 0 Note If a number was entered in Other please specify what the Race Ethnicity is within the Specify TRE le Muitiracial or Mutis 0 Other field erne eee Hispanic or Latino 0 Other 0 d Enter the number of Participants By Gender in the appropriate ee peci er categories g This is a sample screenshot displaying the Identify Groups Edit Page CalOMS User Manual 63 KIT Solutions 2013 e Enter the number of Participants By Age Group in the appropriate categories Individual K Individual 11 If you selected use the following instructions a Click on the next to Add Participants to view all of the participants registered Participant List 2 Register Participant Note Once the participants are in view the UH becomes a El Add Part
47. to the event you wish to edit The Event will appear in the edit mode Click the Delete button Click OK when asked Are you sure If you do not want to delete the event click Cancel Soo Se YS CalOMS User Manual 104 Advanced Search 04 20 2013 04 21 2013 04 22 2013 04 23 2013 oo punty from Sunday April 20 2013 2013 Prevention providers are Collaborative crc encouraged to attend This is a sample screenshot displaying the Events Manager Listing Page KIT Solutions 2013 County Provider Permissions County Providers can now disable data entry in the Implementation module for their providers They may also elect to require staff hour tracking This module is used to suspend data entry privileges and enforce the tracking of staff hours for single and recurring services Click Administration from the main menu 2 Click County Provider Permission from the submenu o Update Turn off data ent Reaui 3 Use the checkboxes to select whether the county provider has permissions for M ightsfor Require Require Notesin tain task n Name Implementation tracking of tracking of Recurring certain as S 7 Module Staff Hours Attendance Sonices Updat 19 Substance Abuse 4 Click the Update button to save A Aer O O O O ral gd Clare Foundation E O O O This is a sample screenshot displaying the County Provider Permissions CalOMS User Manual 105 KIT Solutions 2013
48. 1 When Inactive is selected enter in the date as mm dd yyyy that the coalition disbanded or withdrew in the Date Expired field 2 Also enter a reason for withdrawal in the Withdraw Reason field 7 Click Save If you do not want to save any changes click Cancel ee DD a Deleting Coalition Partnership Organization Information Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Organization from the category list From the Listing page select the Coalition Partnership Organization that you wish to delete by clicking the button The Coalition Partnership Organization will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this organization click Cancel or A A A AS Tips e You will not be able to delete a coalition partnership organization if it is associated with a member or subcommittee In these instances mark the coalition as Inactive CalOMS User Manual 36 KIT Solutions 2013 Entering a Coalition Partnership Member 1 Click Capacity from the main menu gt 2 Click Coalition Partnership Management from the submenu na 3 Click Coalition Partnership Member from the category list 4 Click Add from the left toolbar 5 Select the Coalition Partnership Name from the dropdown list 6 Select the Sector from the dropdown list 7 There are two ty
49. 1 screenshot was updated in County Provider Permissions Changes for September 30 2011 Instructions were modified for the following pages Identify Recurring Services Report Recurring Services User Manual Update List Changes for September 7 2011 Instructions were modified for the following pages Home County Provider Profile Coalition Partnership Member Upload Strategic Plan Goals Objectives Identify Programs Identify Groups Adding Demographic Non Demographic Information Events Manager screenshots were updated for the following pages Home County Provider Profile Coalition Partnership Member Upload Strategic Plan Goals Objectives Identify Groups Report Single Services Report Recurring Services Events Manager Data Export Problem Statements was moved to the Planning module Tips were added to the following pages Deleting an Uploaded Strategic Plan Report Recurring Services Instructions for Transfer Groups have been removed Manual formatting was updated throughout Changes for August 30 2010 All dropdowns for CSAP strategies are sorted by service code number and not strategy category Problem Statements can no longer be deleted Problem Statements titles and descriptions can no longer be edited Goals and Objectives can no longer be deleted Goal and Objective descriptions can no longer be edited except for Start and Complete By dates In the Report Goal Progress Results in the evaluation module you can now ch
50. ABLE OF CONTENTS HIVE CUI CUO rn A ica 10 MOSS OW SIGE ile SOI V ICS MO CU CI eerie a an ttieauhstenucecaphugssueed sseadabeguticden ancoreubensteaed ssendabepudutatcagosdetus secadateadeben stad sagadsedassedstanttees 11 Recommended Computer Setting src ita 11 VSS TM NGWIGGUING a o do 12 FE a 0 40 072 116 e IAE En OE O ON 13 Elo RO 14 SINO PaCS r A aid 15 A PP E E ca net eters dea cee ee tap ns cme ace ease cet ese ee eae mae ep tees caseaeeeeten eases eee atace 19 Data Fields anA BUTTONS A a twuned cad tias het yaeea are tasiaa lntasd tesa hed deedeanuatusmnalmtaea auhla saad veel sauatasmnatmbis de areiasneutabeatueaaniace 20 EGIL FORM BUON Serratos ici leas lista tics 21 ACGINO Mal CQMING BUTTONS nr AN NA an 21 Moo O A A NO 23 Esa O A A ee eee 23 FOGOLY OUN EOOIN E PPOP90ONOOCOPE E a OE E E tua mead dashes cece ide datnamea ventana le trau E arnraneatacnciietiawanun dsuuninomannats 24 Lowepandwidihdiak n V Cl SIOM es titers toes cats races 8 sic tea hat ca res actuated a a Saket 1s etna a Aaa catee ea 24 HAM 25 SSEM SEIU Admin Staon PUNCH ONS prnl nue 27 Change Ra Word Bin nee eter ee en ere feet ee ene eee ee er oe tne ee ee ae ee ae eee eee eee eee eee ee eee eee 27 tU ra a eet eee eee ieee esse See eee 28 O e A Sestea euseeees 30 DEIA MACU n mPa eS ER SER E eee 31 COUMY POVi der Prot O AN e El O OO E E O EEE beaded aedean nap ens aan soko dens 32 VIE WINO1MS GOUA PLOMO RF NOMIC centinela dnd oe aaa 32 Eating Ne County e CE OO ncaa
51. CalOMS User Manual 80 KIT Solutions 2013 c The Group Attendance screen will close and you are returned to the Report Recurring Services Activities screen 15 For groups with group summary demographics If you wish to add a count of the number of attendees at the event enter the number in the Group Attendance field 16 Click the Track Staff Hours link to enter Staff time A new screen will appear displaying the Staff Hours screen a Select the number of Direct hrs and or Indirect hrs next to the staff member s who worked on or delivered the event by entering an amount in hours field and selecting any minutes from the dropdown list Note You may track staff time for more than one staff member who was present at the event i Direct hrs time spent face to face at the event li Indirect hrs time spent on preparing and or performing follow up duties for the event any support time associated with the event Click Save If you do not want to save any changes click Cancel c The Staff Hours screen will close and you are returned to the Report Recurring Services Activities screen 17 Enter a description of the event in the Notes field 18 Click Save If you do not want to save any changes click Cancel Tips This is a screenshot displaying the Recurring Services Activities Edit Page You may Track Staff Hours pop up This is a screenshot displaying the Recurring Services Activities Edi
52. CalOMS User Manual 94 KIT Solutions 2013 oli you have many entries listed enter a word or phrase that is part of the Report name or Description in the Search field to find that report Select parameters to view or export Standard Reports i Hide Page Info Opening a Standard Report for Previous Fiscal Years AAN O OOOO 1 Click Reports from the main menu a RIZE 2 Click Reports 06 07 11 12 from the submenu Evaluation FNL 3 Click Standard Reports from the category list F Report Name a l l l l l Deleted Services _ 4 Select the fiscal year you would like to view from the Fiscal Year dropdown list Demographics by Program 2 a am ith Gr 2 eect Dutton 5 Select the type of report you wish to view print from the tabs i e Planning a gt a ae Implementation Capacity Administration Evaluation and or FNL Duration of Service and Staff Hours by IOM Category Select the report you wish to view print by clicking the Select button Duration of Service by Program W i Duration of Service by Provider 2 If applicable select any report parameters Evidence Based and Local Innovative Other Program Report 2 l E 2 Click the Show Report button to bring up a separate window ra roup Enroliment w with the report 1234 This is a screenshot displaying the Standard Reports for Previous FY Listing Page Tips e To return to the list of reports click on the entitled tab Then follow the ins
53. Changes for June 2013 screenshots were updated throughout the manual Logo and ADP were updated to reflect department name change Instructions were modified in the following sections Login Procedure Identify Programs Report Single Services Identify Recurring Services Report Recurring Services Standard Reports Evaluation modules Report Builder and Data Export Tips were added updated in the following sections Standard Reports Report Single Services Identify Recurring Services Data Export Changes for July 17 2012 Live Data and Training site URL links updated screenshots were updated on the following pages Home page Progress tracker Reporting Single Service Knowledge base FAQs Multimedia Contact Support Instructions were modified on the following pages Reporting Single Services duration of service Tips added to in Add New Single Service EBP message Edit Goals Edit Objectives Reporting Recurring Services 6t service update demographics Deleted old Contact Support Changes for June 18 2012 screenshots were updated on the following pages Login pages Home page Progress tracker updated calendar Identify Groups Identify Programs Upload Strategic Plan Instructions were modified on the following pages Login pages Home page Identify Programs Note added to Add New Single Service Knowledge Base section deleted Prevention 101 added FAQs Multimedia and Contact Support Changes for November 11 201
54. Date as mm dd yyyy C Type in the Goal CalOMS User Manual 93 Ela v JE gt gt gt AA ON OO A a Add Goal link Select Goal Status Only Active al Add Goal 1 1 Environmental Prevention Component Revised This is a sample screenshot displaying the Goals Listing Page This is a partial screenshot Build a Goal Y y Builder tab AA E Bmano Lo Lo L To Start Date AS Complete By Date 2 mm dd yyyy Verb Indicator 2 Target Group Peco E O Check if your percentage for increase or decrease was an estimate Range From This is a screenshot displaying the Goals Edit Page Build a Goal 9 Builder Start Date mm dd yyyy Freehand tab Freehand Complete By Date 2 mm dd yyyy This is a screenshot displaying the Goals Edit Page KIT Solutions 2013 Measurement Indicator s To Be Used W 6 Enter the Measurement Indicator s to Be Used to evaluate this goal e Select Measurement 7 Enter the measurement tools used by clicking the Select Measurement Tools A 2 Poin link A new screen will appear displaying the Measurement Tools screen a This is a screenshot displaying the Goals Edit Page Check the box indicating the type of tool s utilized and provide additional details in the text box a Select the measurement tool s that was used by checking the bo
55. Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel CalOMS User Manual KIT Solutions 2013 Search Services Previously input services activities can be quickly located by searching by Service Date or Service ID CalOMS Pv 2013 14 DEV Version jryan 330040 Home 1 Click Implementation from the main menu REEE g PEE 2 Click Search Services from the submenu ER Program Management a Report Single Services Recurring a ee Management a lemon Search Services 3 Click the Lnoose From Al Choose From All radio button to see a list of all Service Review data that has been entered Service Search E el 4 The Oti Or Select a Filter option allows ou to limit search i Previously input services activities can be quickly located by searching by Service Date or Service ID Click the button next to Select a Filter Choose Service Date or Service ID from the drop down menu Choose the desired function from the next drop down menu The screen will refresh Enter the date or ID in the provided field and then click on Go The requested service activity will be listed Click on Select next to the service and the original data entry page will pop up results To To the search filters first click the Or Select a Filter radio button Then select an option from the three search filter fie
56. Gantedcagate Deusloct elas ached eis Dees estiditia calls eteaiea cute aualyauetstiind a alae auncnanss 94 ENIAC REPON di aii 94 Opening a Standard erudita beak EN 94 Opening a Standard RepomiorPreviolS FiS al Cars sac sstdscecisiale deat oaectaiene a e o 95 USING Repons Tal RECOU AGCINIOMAUSD QUEL arena AA 96 PANINO OF Saving REDONS tise iit de tases cat idee nce ete nsec e aire ele dee cok Mire a 97 A FP ala au De a ald ube aid oat naieden aud oatidetaate 98 PVA EO cee ee o A S os epe ing aac eat ceca cet tcqis tne dines acees Seger cea cncaae son mae manaeaes eee sacecuestptae O 100 A peer a ce eh ne ER RE CRA ORE ro ME aOR EDR Ea OP Oe OY UE ee 101 AamMINISTAIVe TIMO scort titi tbc ita 101 Eating A GIIMNSECAT VG Merca a 102 oi A A ere trae 102 EVENS MANAGEO a A A AA AA A A E A AS dd 103 EMO NE cda E E 104 CLO TINS EN GA na aaa aa a a a a peatelacetae amore 104 COMW Provider FEMS SONS ina 105 AA AAA o e e UU EOI 106 ANS e ag alec Ma aint am acataal 109 Manic rra Scar a A ES 109 Ed e Uno O oe 110 TransterIdentiied CCU o salt aa 110 A O ORO 111 FE Quen ASKCd OUESIONS encar itsdcl lodo non 111 A ne ee ea eee eae eee eee eee 112 a ORO EP io CEE o O 113 Contact O dust 114 A A ree nT Re OUP Sen COT ENT en retro NC ER ere nT en 115 CalOMS User Manual 9 KIT Solutions 2013 INTRODUCTION CalOMS Prevention will support the goals of DHCS Department of Health Care Services to develop and implement processes practices sta
57. MS User Manual 60 KIT Solutions 2013 Evidenced Based Lis NREPP Program List Please Select J Program Name 250 character mex o PJ i Ae left This is a screenshot displaying the Identify Programs Edit Page v gt gt Once an Evidenced Based Program has been selected from the dropdown list an Info link will appear to the right of or below the Program Name Click on this link to view a 7 Ifyou selected Evidence Based use the following instructions a Select the program from the NREPP Program List from the dropdown list b Select the Program Name from the dropdown list Note Selections for this dropdown list will be available once a Program Type has been selected c The second Program Name field will automatically fill in with what was selected from the first Program Name field This field is used for modifications to the Program Name d Enter a description of the program in the Description field Note You may copy the description of the program from SAMHSA s website by clicking on the Info button to receive information on the program selected Tips description of the program 8 The Status automatically defaults to Active 9 If this is a Friday Night Live FNL Program select the FNL checkbox Note For more information on FNL programs please see the FNL Manual located on the support website 10 Select the Funding Sources you will be using for this Program
58. New Group Series from the Program dropdown list 6 Select the Group from the Group dropdown list Note Selections for this dropdown list will be available once a Program has been selected 7 Your Service Activity Title County Assigned Objectives CSAP Strategy Service Delivered and Primary IOM Category will be filled in according to what you specified in the Identify Recurring Services Activities screen 8 The Group Series Status automatically defaults to Active a Active The service activity is currently in use b Cancelled The service activity has been cancelled or is no longer in use c Completed The service activity has been completed 9 Enter the date of the event from the Service Date field as mm dd yyyy 10 Select the Duration of Service Activity by entering an amount in hours field and selecting any minutes from the dropdown list Notes You may leave a Zero in one of the fields but at least one of the fields must have an amount higher than zero 11 Select from the dropdown list the Service Activity Location where this event took place CalOMS User Manual eee Oat ee Lee link 1 Chapter Activities Add New Group Series 1 1 CL Acacia Middle School HUSD CL Acacia Middle School GENERAL Add New Event This is a sample screenshot displaying the Recurring Services Activities Listing Page This is a partial screenshot Program This is a screenshot displaying
59. Report This is a partial screenshot Tips O To view a report on services that have been submitted to DHCS click Reports from the main menu Click Standard Reports from the submenu Click the Implementation tab and select to view the Service Review Report On the next screen it is required to select data before clicking the Show Report button From the Review Status dropdown list select Reviewed This will show you a report of only those services that have been reviewed Click the Show Report button to open the report CalOMS User Manual 85 KIT Solutions 2013 EVALUATION The Evaluation module is used to monitor evaluate sustain and improve goals and objectives or replace those that fail Report Goal Progress Results This module is used to report progress on meeting goals 1 Click Evaluation from the main menu 2 Click Report Goal Progress Results from the submenu 3 Choose All Only Active or Only Cancelled or Completed from the filter drop down to help find the desired Progress Report 4 From the Listing page click the next to the appropriate Problem Statement to display the Goals associated with the Problem Statement Note Once the goals are in view the becomes a 5 To report progress made for a Goal click Report Progress to the right of the appropriate Goal 6 The Status is defaulted to Active 7 Enter the Progress Report Period in the Begin Date and End Date fields as
60. Se 6 Enter the Hours by entering an amount in hours field and selecting any Staff Name Williams Tiffany minutes from the dropdown list Category Administrative Vv A You may oe a zero in one of the fields but at least one of the fields must have an amount higher than zero yin foo aa A 7 Fill In the Date as mm dd yyyy Date A 8 Type in any additional information regarding this time in the Notes field Notes 9 Click Save If you do not want to save any changes click Cancel FAN This is a sample screenshot displaying the Administrative Time Page Tips e Administrative Time is for county provider use only and is optional Only the entity entering the information will be able to view it CalOMS User Manual 101 KIT Solutions 2013 Editing Administrative Time 1 Click Administrative from the main menu 2 Click Administrative Time from the submenu 3 Select a staff member from the Staff Name dropdown list 4 Click the button to the right of the date you wish to edit 5 The Administrative Time will appear in the edit mode 6 Make any changes needed to the form 7 Click Save If you do not want to save any changes click Cancel Deleting Administrative Time Click Administrative from the main menu Click Administrative Time from the submenu Select a staff member from the Staff Name dropdown list Click the button to the right of the date you wish to delete The Administrative Time will appear in the edit m
61. Status Active 3 Plan Expiration Year yyyy Year Plan Was First Developed yyyy Year Plan Was Last Updated yyw This is a screenshot displaying the Strategic Plan Edit Page File File Description Browse button Upload button File Upload Date Note This is a screenshot displaying the Strategic Plan Edit Page KIT Solutions 2013 Editing the Strategic Plan Use these instructions to add additional files or upload a revised plan Click Planning from the main menu Click Upload Strategic Plan from the submenu From the Listing page click the Les button The Strategic Plan will appear in the edit mode Make any changes needed to the form Click Save If you do not want to save any changes click Cancel SO 1 2 oS YS Deleting an Uploaded Strategic Plan 1 Click Planning from the main menu 2 Click Upload Strategic Plan from the submenu 3 Click the Remove link next to the Strategic Plan that was uploaded Tips e Previous fiscal year plans cannot be deleted The LE button will be replaced with a button CalOMS User Manual 50 KIT Solutions 2013 Problem Statements This section allows you to enter statements identifying the problems that need to be addressed within your community based on assessment results 1 Click Planning from the main menu 2 Click Problem Statements from the submenu 3 Click Add from the left toolbar 4 Enter a short description of t
62. Use this form to contact CalOMS epee age Team or call 1 916 552 8933 for 2 Click Contact Support from the submenu 3 The CalOMS Prevention Support site opens a Fill in the appropriate fields b Click the Submit button Your request will be sent to the Support team and DHCS About QR code Contact Support E Name Email County Provider Name This is a screenshot displaying the Contact Support site This is a partial screenshot Tips e lfyou have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc CalOMS User Manual 114 KIT Solutions 2013 Web Sources The Web Sources section of Knowledge Base is useful for finding a wealth of prevention links The Web Sources section can be utilized by following these steps Click Knowledge Base from the main menu Click Web Sources from the submenu Select a category from the Choose Category dropdown list Browse the Web Source list for the web site you would like to visit Click on the Web Source link to open the web site Note The link is the underlined Web Source A new window will open displaying the web site you chose 7 To close the new web site window click on the xi in the upper right hand corner ot A SS YS g gt Tips a Video Manual Show Page Info Category Best Practice Model Program v Web Source De as National Registry of Ev
63. ant to save any changes click Cancel CalOMS User Manual 1 KIT Solutions 2013 Deleting Service Activity Title Information Click Implementation from the main menu Click Recurring Services Activities Management from the submenu Click Identify Recurring Services Activities from the category list From the Listing page select the Title that you wish to delete by clicking the Lseteesi button The Title will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this item click Cancel oS A O A Tips e Service Activity Title information cannot be deleted if services have been reported against it In these instances change the status of the Service Activity Title to Inactive CalOMS User Manual 78 KIT Solutions 2013 Reporting Recurring Services 1 Click Implementation from the main menu 2 Click Recurring Services Management from the submenu 3 Click Report Recurring Services from the category list 4 To enter the first service activity in a series click Add New Group Series to the right of the appropriate Service Activity Title a To enter succeeding services activities first click the next to the Service Activity Title to display the Program Group pairs associated with the title b Click the Add New Event link to the right of the Program Group pair you wish to add a new service activity to 5 Select the Program for this
64. arch and related topics Also included is a link to the archived ETOH database the Alcohol and Alcohol Problems Science Database produced by NIAAA from 1972 through December 2003 Alcohol and Alcohol Problems Science Database This is a partial view of the Data Source page e Due to the web site link opening in a new window you may be timed out of CalOMS Prevention if viewing the web site for longer than 20 minutes CalOMS User Manual KIT Solutions 2013 CAPACITY The Capacity module allows the county provider to enter their partnerships coalitions keep track of coalition and or staff meetings and keep track of any training and or technical assistance that is provided to the county provider All modules under Capacity are optional for the county provider Coalition Partnership Management There are three categories under Coalition Partnership Management Within Coalition Partnership Management a county provider is able to identify their partnerships coalitions the members of the coalitions and the subcommittees of those coalitions a Video Manual Registering a Coalition Partnership Organization 1 Click Capacity from the main menu A A a 2 Click Coalition Partnership Management from the submenu A A 3 Click Coalition Partnership Organization from the category list CoalitionPartnership Mame TS 4 Click Add from the left toolbar vce Relationship to County Provider 5 Enter the name of the coa
65. cription of the report in the Title field Select the fields columns that you would like to add to your report from the Available Fields column by clicking on the field name and clicking the button to move it to the Selected Fields column Note If you would like to include all fields within your report select the ___ Add altrield gt gt button 8 Once all of your chosen columns are in the Selected Fields column you can put them in order of how they will be viewed in the report Click on the field name and then use the following buttons to put your fields in order Moves the field up one level Moves the field to the top of the list Moves the field down one level Moves the field down to the end of the list 9 Click the button SS ES CalOMS User Manual 98 Video Help Info Click on the Help icon or refer to the User Manual within the Support Site for detailed instructions on using the Report Builder a If you selected Reports 06 07 11 12 use the Fiscal Year dropdown Hide Page Info Indicates Required Field Data Source Administrative Time iv SELECT DISTINCT FROM Administrative Time Step 1 Select fields to be exported ES Available Fields Selected Fields Provider ProviderID Add All Fields gt gt Reported Category r Reported Date string format Reported Notes lt lt Remove All Fields Reported Units hrs AA Move Field Up Move Field Top Move Field Down Move Fi
66. ct from the three subcategories Standard Reports Report Builder or Data Export Standard Reports Opening a Standard Report Show entries seach MI Report Name Description Select Report My Favorites 1 Click Reports from the main menu 2 Click on the t Expand button of the fiscal year s reports desired E 3 Click Standard Reports from the category list Coaliion Partnership Meeting and Staf Note If you selected Reports 06 07 11 12 see the Opening a Standard Report for Previous oalition Partnership Organization Fiscal Years section Report Pow Select button A Displays the name of the coalition partnership and describes their function and lists subcommittees identified Provides meeting data for coalitions and staff 4 The Reports Listing page defaults to a list of all available reports To locate a A oce a o eano and sigle semces raporta for each report specific to a module within CalOMS Pv select the type of report you wish A 1027 to reported progress entered in the Evaluation Module under to view print from the tabs i e Planning Implementation Capacity Administration Evaluation FNL or Favorites 5 Select the report you wish to view print by clicking the Select button 6 If applicable select any report parameters 7 Click the E Show Report button to bring up a separate window with the County Planning Report Displays all the Problem Statements Goals and Objec
67. d characters left 9 Enter any barriers encountered in the Barriers field E 10 If applicable enter the evaluation measurement tools used by clicking the Report Evaluation Measurement Tools link A new screen will appear ra a displaying the Assessment Evaluation Tools screen E e Report Evaluation A Measurement Tools link You may Report Evaluation Measurement Tools pop up a Select the assessment tool s that was used to evaluate the goal by Check the box indicating the type of tool s utilized and provide additional details in the text box checking the box next to the assessment tool name i To remove an assessment tool uncheck the assessment tool Save button name C Surveys Example b A box will appear asking for details regarding that assessment tool State developed surveys ex California Healthy Kids Survey CHKS County Profile of 11th grade use Locally developed community surveys ex survey of 39 local retail outlets Enter the appropriate information in the box doy iiem rod c Click Save If you do not want to save any changes click Cancel This is a screenshot displaying the Evaluation Measurement Tools Page This is a partial screenshot d The Assessment Evaluation Tools screen will close and you are returned to the Report Goal Progress Results screen CalOMS User Manual 91 KIT Solutions 2013 Impacts Differences Made if any 11 If applicable enter
68. dashboard that shows a Dashboard important Messages and upcoming Events Video Manual Welcome to the CalOMS Prevention Home Page The Progress Tracker is new for FY 12 13 for County sites only A green check mark indicates requirements are currently met A red X indicates attention is needed Click on the symbol next to the red X to view the details Click on the symbol next to messages or events to view the details Dashboard The Dashboard Progress Tracker is used to track your progress Hide Page Info 1 To view the Progress Tracker click on the next to the Report Services Progress Tracker a The amp will become a Y b To close the Report Services Progress Tracker click on the a Note The dashboard Progress Tracker will only display for the state or county level providers Messages The Message section on the Home Page displays important messages posted by DHCS 1 To view a Message click on the next to the Message title a The E will become a Y b To close the message click on the Y Events The Events section on the Home Page displays important events 1 To view an Event description click on the next to the Event title 2 Tosee a full month s display of events click on the link entitled View full calendar of events Note The Events are added to the Home page from the Administration module See Events Manager for instructions CalOMS User Manual Progress Tracker r
69. dditional information regarding this subcommittee in the Notes field This is a sample screenshot displaying the Coalition Subcommittee Edit Page Member Selection Leader Please Select characters left 10 Click Save to commit your changes If you do not want to save any changes click Cancel CalOMS User Manual 40 KIT Solutions 2013 Editing Coalition Partnership Subcommittee Information Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Subcommittee from the category list From the Listing page select the Coalition Subcommittee that you wish to edit by clicking the button The Coalition Subcommittee will appear in the edit mode Make any changes needed to the form a Status Active currently a participating subcommittee li Inactive no longer a participating subcommittee 7 Click Save If you do not want to save any changes click Cancel ee DD a Deleting Coalition Partnership Subcommittee Information Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Subcommittee from the category list From the Listing page select the Coalition Subcommittee that you wish to delete by clicking the button The Coalition Subcommittee will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this i
70. dle School This is a sample screenshot displaying the Demographic Service Activities Edit Page Add Individual Participants C Check All Add Individual C Garcia Amanda May Kim C Gooding Grant C Moore Alicia LJ Gutierrez Grace Rodriguez Miguel C Sharpe Joan Turner Tony This is a sample screenshot displaying the Demographic Service Activities Edit Page The CSAP Strategy Information Dissemination will not appear in the CSAP Strategy dropdown list To enter Information Dissemination information see Add Non Demographic Service Information For Groups participating in a single event select the Group under Add Group If additional participants are involved in the event indicate their demographics under Summary DO NOT DUPLICATE the count for the Group in the Summary section Once saved a message will appear below the Add Demographic Service Information link showing the number of groups and or people reported against the service activity A Remove button will become active next to that message Click the Remove button to delete the demographic information entered if needed 74 KIT Solutions 2013 Non Demographic Services 1 From the Report Single Services Activities screen or Report Recurring Services Activities screen click the Add Non Demographic Service Information link A new screen will appear displaying the Service Activity Non Demographics screen 2
71. do not want to delete this item click Cancel oo eS eS NS CalOMS User Manual 44 From the Listing page select the meeting that you wish to delete by clicking the button KIT Solutions 2013 Training Technical Assistance The Training Technical Assistance module allows the county provider to keep track of needed and associated with the county provider organization Click Capacity from the main menu Click Training Technical Assistance from the submenu Click Add from the left toolbar Enter in the Needed training information a Type in the date as mm dd yyyy of the training in the Date Needed field b Enter in the Subject of the training c The Status automatically defaults to Pending 2 eS i Pending The training has not yet occurred li Received The training has been completed ajajaja Note If Received has been selected additional information will have to be filled out See Changing the Status of a Training to Received for further instructions on entering in the additional information needed iii Cancelled The training has been cancelled completed trainings that are provided to staff and or coalition members a Video Manual Show Page Info Indicates Required Field Needed Date Needed mmidalyyyy Status Pending Y Status must be set to received before filling out Received section Notes d If desired enter any additional information known regarding
72. e common formats for reports PDF or Excel Clicking on one of these icons will download the report immediately in this format b Another option is choosing RAW DATA icon Clicking this icon will download the report in Excel format but not in aggregate or summary form It will load each detail record used to produce the aggregate or summary report This is a screenshot displaying the Reports 13 14 Reports Parameters Page Tips e With the Save these selections for future use link at the bottom of the parameters page your report options will be saved When the Select button is clicked you will no longer need to select all options the previous options remain and may be kept or modified as you need To update or clear the saved selections the Save link will change to read Update or Clear If you modified your selections click Update If you want to completely remove the selections click Clear This link is only available for the 13 14 or 12 13 fiscal year Standard Reports CalOMS User Manual 96 KIT Solutions 2013 Printing or Saving Reports Once you have clicked the E Show Report button you will then see a print preview screen Use the following instructions to print or save the report 1 Select a format from the Select a format dropdown list located at the top center of the report 2 Click Export located next to the dropdown list The report will open in a new window in the Expo
73. e form a Status i Active the goal is currently in use li Completed the goal has been completed iii Cancelled the goal has been cancelled and no longer used Note If Completed or Cancelled was selected a new field will appear for you to enter the date that the goal was completed cancelled Click Save If you do not want to save any changes click Cancel Deleting Goal Progress Results 1 2 3 So 1 o PL A Click Evaluation from the main menu Click Report Goal Progress Results from the submenu From the Listing page click the next to the Problem Statement to display the Goals associated with the Problem Statement Note Once the goals are in view the becomes a a Once the Goals are available click the to display all progress dates associated with that Goal Click on the progress date link to open the progress results that you wish to delete The results will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel CalOMS User Manual 89 KIT Solutions 2013 Report Objectives Progress Results This module is used to report progress on meeting objectives 1 Click Evaluation from the main menu 2 Click Report Objective Progress Results from the submenu 3 From the Listing page click the next to the appropriate Goal to display the Objectives associated with the Goal Note Once t
74. e items such as Home page 3 The CalOMS Prevention Support site opens For more information refer to the site amable nda ak mej be ligt diy diia dis to pit oF opci n chiang This Giiaencesido nobaltact the Soneliohalltj oF Su appiicadi n The video scenarios are practice scenarios provided by the training workbook Support Site section To view the video you must have s Flash Player downloaded using version 7 or higher B Multimedia Video Update Administration E The following videos have been Add Edit or Delete Staff Users 7 26 updated to reflect the most recent version of CalOMS Pv View or Edit County Provider Profile Information 1 33 Planning Adding and Editing County Provider Permissions 1 05 Problem Statements Adding Editing and Deleting FNL County Profile Information 5 59 This is a screenshot displaying the Multimedia site This is a partial screenshot Tips e lfyou have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc CalOMS User Manual 113 KIT Solutions 2013 Contact Support The Contact Support section is a shortcut to contacting Support To go to the Contact Support section use the following steps 2 CalOMS Prevention amp Home Contact Support FAQ Multimedia Service Evaluation Search Monday July 16 2012 Contact Support Login Click Knowledge Base from the main menu
75. e link to open the progress results that you wish to edit The results will appear in the edit mode Make any changes needed to the form a Status i Active the objective is currently in use li Completed the objective has been completed iii Cancelled the objective has been cancelled and no longer used Note If Completed or Cancelled was selected a new field will appear for you to enter the date that the objective was completed cancelled Click Save If you do not want to save any changes click Cancel Deleting Objective Progress Results 1 2 3 A SS Click Evaluation from the main menu Click Report Objective Progress Results from the submenu From the Listing page click the amp next to the appropriate Goal to display the Objectives associated with the Goal Note Once the objective are in view the becomes a la Once the Objectives are available click the to display all progress dates associated with that Objective Click on the progress date link to open the progress results that you wish to delete The results will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel CalOMS User Manual 93 KIT Solutions 2013 REPORTS The Reports section allows you to select reports by fiscal year Reports 13 14 Reports 12 13 and Reports 06 07 11 12 Once the Fiscal Year s is selected you can sele
76. ect the participant that you wish to edit by clicking the This is a sample screenshot displaying the Identify Participants Listing Page This is a partial screenshot button The participant will appear in the edit mode Make any changes needed to the form a Status Active participant is currently attending programming li Inactive participant is no longer attending programming 7 Click Save If you do not want to save any changes click Cancel mo Deleting Participant Information Click Implementation from the main menu Click Program Management from the submenu Click Identify Participants from the category list From the Listing page select the participant that you wish to delete by clicking the The participant will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this item click Cancel Select button oN AA SS Tips e You will not be able to delete individual participants if they have been assigned to a group and a recurring service has been reported against it In these instances mark the individual participant to Inactive CalOMS User Manual 68 KIT Solutions 2013 Reporting Single Services A Single Service Activity is a one time occurrence Single Services Activities are directly associated with a Program that was registered in the Identify Programs module Video Manual Add Single Service Event i
77. eld Bottom Select Fields Lu gBack Next gt gt This is a screenshot displaying the Report Builder Page KIT Solutions 2013 10 Create your rule by selecting a field from the Available Fields column 11 Select either AND Rule or OR Rule 12 Select one of the buttons to create your rule Is the same as the information selected Is not the same than the information selected Is similar to the information selected Is different than the information selected View no information for this field View all information for this field Is equal to Is not equal to 13 A dropdown box or an empty field will appear depending on what box you selected above Select or fill in the appropriate information 14 Click the button Your rule will appear in the box a To reset your rule click the button b To delete your rule click the button 15 Click the button 16 If you would like to sort by rows select your fields from the Available Fields column use the buttons to move them into the Selected Fields column and to place them in the correct order and select whether you would like the field in ascending or descending order 17 Click the button to have your report open in a Microsoft Excel spreadsheet 18 Click Save If you do not want to save any changes click Cancel Tips e You can only select one field at a time e You will only be able to filter a small amount of fields at a time
78. ent This is a screenshot displaying the Coalition Partnership Edit Page d The document will be uploaded to the service Click on the link to open the document Note The link will be displayed similar to agenda pdf 9 Type in any additional information regarding this meeting in the Notes field 10 Click Save If you do not want to save any changes click Cancel Tips e When switching between the two tabs Coalition or Staff any data that has been entered will be lost if it is not saved prior to switching tabs e When entering a Coalition meeting there is a group called General in the Coalition Subcommittee dropdown list This is used when all members of a Coalition Organization attended the meeting CalOMS User Manual 43 KIT Solutions 2013 Editing a Coalition Partnership amp Staff Meeting Click Capacity from the main menu Click Coalition Partnership amp Staff Meetings from the submenu From the Listing page select the meeting that you wish to edit by clicking the button The Meeting will appear in the edit mode Make any changes needed to the form Click Save If you do not want to save any changes click Cancel oo e amp YS Deleting a Coalition Partnership amp Staff Meeting Click Capacity from the main menu Click Coalition Partnership amp Staff Meetings from the submenu The Meeting will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you
79. ents Families This is a screenshot displaying the Service Population Page This is a partial screenshot 13 You may add non demographic information to this event by clicking the Add Non Demographic Information link Note For detailed information on entering in Non Demographic Information see Adding Demographic and or Non This is a screenshot displaying the Recurring Services Activities Edit Page Demographic Services You may Add Non Demographic Information pop up 14 For groups with individual participants If you wish to add Attendance to the event click the Track Group Attendance link A new screen will appear baci e de displaying the Group Attendance screen This is a screenshot displaying the Recurring Services Activities Edit Page Note If the group was set up as a Summary Group the Track Group Attendance link will not be available Group Attendance a Select the participant s you wish to add to this event by checking the ce ict go to Program Management Identify Participants and check to make sure the eel ps balla es All selection will check all of the population names AA eee eee ee ae eee i To remove a participant uncheck the participant name C Check All b Click Save If you do not want to save any changes click Cancel LI Garcia Amanda L Rodriguez Miguel L Sharpe Joan L Gooding Grant I Moore Alicia Save button This is a sample screenshot displaying the Group Attendance Page
80. er or Staff Read Only Select the Permissions link located to the right of a the Permission Default dropdown list to set the custom permissions This is a sample screenshot displaying the Stafi User Edit Page 7 Type in the staff member s Title 8 The Status will default to Active CalOMS User Manual 28 KIT Solutions 2013 9 Enter the staff member s Login Information a The User ID will be the login name used by the staff member This is automatically created after saving The User ID is always the first letter of the user s first name and the full last name with no spaces in between dida b The Password field is where a temporary password is created for the automaticaly Password bp staff member and can be any combination of alpha or numeric a characters This password will be used along with the User ID and six 6 digit county provider identification number to log into CalOMS Prevention Once a user logs in they can use the Change Password area to change the password to one of their liking Login Information This is a screenshot displaying the Staff User Edit Page Contact Information Work Phone _ X l 7 emai O o Fax 10 Enter in the staff member s Work Phone and Email address 11 If desired enter in the Demographic and Education Information 12 Once all information has been entered click Save If you do not want to save any changes click Cancel This
81. g Services CalOMS User Manual 109 KIT Solutions 2013 Transfer Participants 2 3 4 Click Administration from the main menu Click Transfer Tools from the submenu Click Transfer Participants from the category list select the Full Name you wish to transfer from the list by clicking the check box Click the button If successful you will receive a notification message at the top of the screen once the transfer has been completed Transfer Identified Recurring Services SY ES sn Click Administration from the main menu Click Transfer Tools from the submenu Click Transfer Identified Recurring Services from the category list Select the Identified Recurring Service you wish to transfer from the list by clicking the check box Click the button If successful you will receive a notification message at the top of the screen once the transfer has been completed CalOMS User Manual 110 Transfer Participants A _ poo do button 0 Print Video Manual Gutierrez Grace Ol Jones Suzie This is a sample screenshot displaying the Participants Transfer Tools Page This is a partial screenshot Transfer Identified AAA PARRA a eee LELLE Recurring Services Transfer Identified Recurring Services button Ai Family Intervention This is a sample screenshot displaying the Recurring Services Transfer Tools Page This is a partial screenshot
82. ge select the training that you wish to delete by clicking the button next to the correct training KIT Solutions 2013 PLANNING The Planning module allows the county provider to upload a comprehensive strategic plan and enter their goals and objectives Upload Strategic Plan Upload an electronic copy of the strategic plan into CalOMS Prevention Providers can only access their own plan and the county s plan Counties can access their own plan and each of their provider s plans ee St A a YS Se 10 11 Click Planning from the main menu Click Upload Strategic Plan from the submenu Click Add from the left toolbar Enter a name for the uploaded plan to identify it by in the Plan Name field The Plan Status automatically defaults to Active Enter the Year Plan Was First Developed as yyyy Enter the Year Plan Was Last Updated as yyyy Click the Browse upload a Click the Open button Type in any additional information regarding the plan in the File Description field Click the Upload button to upload the file to CalOMS Prevention Browse button to search for the document you wish to a A link will appear displaying the file you just uploaded Click on the link to open the document to the right of the Uploaded File field Click Save If you do not want to save any changes click Cancel CalOMS User Manual a Video Manual Show Page Info Indicates Required Field Plan
83. gram name you can go directly to the program description form e Typically services for evidenced based programs are entered as recurring services If the program is evidence based you will be asked if you wish to continue Click OK to continue Editing Single Services Activities 1 2 3 21 90 oS eS or Cancel to go back to the previous page B B Video Manual Show Page Info Click Implementation from the main menu Click Report Single Services Activities from the submenu 4 Environmental Prevention Program Western Riverside County Add Single Service Event From the Listing page click on the amp next to the appropriate Program to view 05 18 2013 561892 Telephone conference call all of the services associated with that Program This is a sample screenshot displaying the Single Service Activities Listing Page This is a partial screenshot Note Once the services are in view the 4 becomes a Click on the service link e g 1 1 to open the event that you wish to edit The services will appear in the edit mode Make any changes needed to the form Click Save If you do not want to save any changes click Cancel CalOMS User Manual 71 KIT Solutions 2013 Deleting Single Services Activities 1 Click Implementation from the main menu 2 Click Report Single Services Activities from the submenu 3 From the Listing page click on the next to the appropriate Program to view all of the service
84. he Problem Statement in the Title field Note This should be no longer than 50 characters 5 Enter the Problem Statement in the box 6 The Status is automatically defaults to Active 7 Enter the assessment tools used to determine this problem statement by clicking the Select Assessment Tools link A new screen will appear displaying the Assessment Evaluation Tools screen a Select the assessment tool s that was used to conduct the needs assessment by checking the box next to the assessment tool name e g Surveys Local State Data Sources etc i To remove an assessment tool uncheck the assessment tool name b A box will appear asking for details regarding that assessment tool Enter the appropriate information in the box c Click Save If you do not want to save any changes click Cancel d The Assessment Tools screen will close and you are returned to the Problem Statement screen 8 Click Save If you do not want to save any changes click Cancel CalOMS User Manual 51 Video Manual Show Page Info Indicates Required Field Title 60 anat ms 000 Problem Statement 1000 characters max Y ABC Print 1000 inerecters left An os Select Assessment Tools ala Status link l You must Select Assessment Tools pop up This is a screenshot displaying the Problem Statement Edit Page Check the box indicating the type of tool s utilized and provide additional details in the text box
85. he objectives are in view the becomes a al 4 To report progress made for an Objective click Report Progress to the right of the appropriate Objective 5 The Status is defaulted to Active 6 Enter the Progress Report Period in the Begin Date and End Date fields as mm dd yyyy CalOMS User Manual Video Manual Show Page Info Select Objective Status Only Active al E 1 1 Environmental Prevention Component Revised Report Progress link 1 1 Decrease DUI arrests among tourists from 48 to 30 Active Print 1 1 1 Increase responsible beverage trainings among local wineries Report Progress lal from 20 to 50 Active This is a sample screenshot displaying the Report Objectives Progress Listing Page This is a partial screenshot Video Manual Show Page Info Indicates Required Field Objective Information Objective Increase responsible beverage trainings among local wineries from 20 to 50 Objective Date Range 07 01 2005 07 31 2006 Objective Status Active Progress sea Begin Dae End Date ka mm dd yyyy Perio This is a sample screenshot displaying the Report Objectives Progress Page 90 KIT Solutions 2013 Progress Results Cite progress made towards meeting the Objective successes achieved barriers encountered impacts felt etc Progress Made 7 Enter any progress made in the Progress Made field 8 Enter any successes achieved in the Successes fiel
86. her The table below summarizes those keys Key Description X The Cursor The TAB key ES Hold down the SHIFT key and then press the TAB key o The Control Ctrl key N Use the MOUSE by pointing and clicking to move the cursor CalOMS User Manual Function Points to desired location Moves the cursor to the next data field Moves the cursor to the previous data field Enables blocked material to open due to pop up blocker Moves the cursor by pointing and clicking 12 KIT Solutions 2013 Menu Information The menu for the service is located across the top of the screen Each Main Menu category is broken down into Submenu categories to choose from and some Submenu categories may have a Category list to choose from see Submenu category Capacity Management for an example Main Menu Constant unchanging Submenu Vary depending on which Menu item is selected Category Vary depending on which Submenu item is selected Landing Page Varies depending on which Main Menu category is selected Displays the Submenu Categories Listing Page Varies depending on which Submenu Category is selected ion jryan 330040 Home Log Off EAT Evaluation gement a Report Single Services Recurring Services Management a Search Services a Coalition Partnership Management a Coalition Partnership amp Staff Meetings Training Technical Assistance anual oe a a CalOMS Pv 2012 13 DEMO Version an 330040 Home
87. icipants b Select the participant s to be member s of the group by checking the check Alt box next to the participants names O Garcia Amanda O May Kim Ol Sharpe Joan Note If all participants are members of the group clicking the Check All selection will check all of the C Gooding Grant Moore Alicia C Turner Tony participant names C Gutierrez Grace Rodriguez Miguel i To remove a participant uncheck the participant s name c If you wish to register participants directly associated with this group click the Register Participant Link A new screen will appear displaying the necessary fields needed to register a participant Note To register more than one or two participants and to complete the rest of the information on the participants registered from this screen go to Identifying Participants module This is a sample screenshot displaying the Identify Groups Edit Page Participant Quick Registration I Enter in all required information regarding the participant This screen is intended for quick registration for new participants and only captures demographic Note For instructions on registering a participant see Identifying Participants information Use the Identify Participant module to add additional participant information li Click Save If you do not want to save any changes click Contra information e Cancel First Name Middle Initial iii The Participant Quick Registration screen will close and
88. idence based i Web Source link Programs and Practices NREPP ore than 280 interventions i nce abuse prevention and mental health and substance abuse treatment This is a screenshot displaying the Web Sources Page This is a partial screenshot e Due to the web site link opening in a new window you may be timed out of CalOMS Prevention if viewing the web site for longer than 20 minutes e lfyou have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc CalOMS User Manual 115 KIT Solutions 2013
89. ight hand eel This is a screenshot displaying the Library Page This is a partial screenshot Tips e f you have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc KIT Solutions 2013 CalOMS User Manual 112 Multimedia The Multimedia section provides step by step training videos on how to use the CalOMS Prevention Service To go to the Multimedia section use the following steps CalOMS Prevention Home Contact Support FAQ Multimedia Service Evaluation i Monday July 16 2012 Multimedia Login El The Multimedia section provides demonstrative interactive training videos for users to get a feel for how to perform certain functions i e adding editing and deleting within the CalOMS Prevention Service Please note Audio is included within the tutorial videos ere is a Menu within each of the videos located in the upper left hand corner that allows you to access a specific function Click Knowledge Base from the main menu There is a Menu within each of the videos located in th left hand hat all ific functi such as adding or editing of the video If you would like to skip a specific function use the Menu 2 Click Multimedia from the submenu CalOMS Video Disclaimer f 1 f 1 Videos are recorded using a demo site Although the intention of the demo site is to be identical to the live production site som
90. is available you will want to click on the Content tab at the top of the window If your Block Popup Windows is checked click the Allowed Sites button to the right to allow for exceptions You can now add the CalOMS Prevention links to the Allowed Sites list which the pop up blocker will ignore when trying to block pop ups from CalOMS Prevention You will want to add https caprev kithost net for the live system and http demo kithost net for the demo system Once these sites are added to your Allowed Sites list the pop up blocker will no longer prevent pages from loading or appearing while you are using CalOMS Prevention Note These are instructions for Internet Explorer 7 0 and may be different for other Internet Explorer versions CalOMS User Manual 11 KIT Solutions 2013 System Navigating The APPLICATION is set up in such a fashion that moving from Left to Right on the menu is the best approach to using the application Start at Assessment filling in all the information for that area before moving on to the Planning section Continuing in this manner will ensure that all of the sections of the application have enough information to function correctly If all of the different portions are not completed some modules will not work correctly Computer Keys While entering information into a form several keys are helpful for moving the cursor from one information box called a data field to anot
91. ity This is a sample screenshot displaying the Data Export Page This is a partial screenshot Tips e You will not be able to view Staff or Client information if you specified a particular Time Period To view Staff or Client information select All Data from the Time Period dropdown list e The recommended file export format is Access2000 e Clicking the _ View File Info View File Info button will provide you a history of the exported file including the date the file is generated and what is in the file CalOMS User Manual 100 KIT Solutions 2013 ADMINISTRATION Administrative Time The Administrative Time area allows users to indicate time spent on prevention that is not directly related to a service Time spent during trainings meetings general planning or even entering information into CalOMS Prevention can be classified as administrative time To enter administrative time into CalOMS Prevention use the following method A B Video Manual 1 Click Administrative from the main menu NA 2 Click Administrative Time from the submenu E ai paanan aiiin 3 Select a staff member from the Staff Name dropdown list Date A Hours Category Notes 4 Click Add from the left toolbar 1 This is a sample screenshot displaying the Administrative Time Listing Page H Video Manual P i wo K Oa show Page Info 5 Select the Category from the dropdown list a eee
92. jective that you wish to edit 5 The Objective will appear in the edit mode Only the Start Date and Complete By Date the Measurement Indicators Measurement Tools Responsible Party and Notes fields can be edited 6 Make any changes needed to the form 7 Click Save If you do not want to save any changes click Cancel Tips 7 D ak 2 E gt o gt a Video Manual Show Page Info is oe a Environmental Prevention Component Revised 1 1 Decrease DUI arrests among tourists from 48 to 30 Add New Objective 1 1 1 Intermediate Increase responsible beverage trainings among local wineries from 20 to 50 Active 1 1 2 Short Media campaign including highway and site specific signage warning drivers of the risks involved in driving under the influence Active This is a sample screenshot displaying the Objectives Listing Page This is a partial screenshot You will not be able to edit an entire Objective once services activities have been reported against it Only the Start Date and Complete By Date the Measurement Indicators Measurement Tools Responsible Party and Notes fields can be edited Deleting an Objective An objective cannot be deleted once it is saved CalOMS User Manual 59 KIT Solutions 2013 IMPLEMENTATION Implementing the prevention plan is done in the Implementation module Program Management There are three categories under Program Managemen
93. k A new screen will appear displaying the Assessment Evaluation Tools screen Successes 14000 inaracters left Barriers Report Evaluation 4000 naretes ien Wessurement Tools link You must Report Evaluation Measurement Tools Sess a Select the assessment tool s that was used to evaluate the goal by Check the box a the type of tool s utilized and provide additional details in the text box checking the box next to the assessment tool name To remove an assessment tool uncheck the assessment tool Save button gt button Save Cancel name CI Surveys Example b A box will appear asking for details regarding that assessment tool State developed surveys ex California Healthy Kids Survey CHK5 County Profile of 11th grade use Enter the appropriate information in the box a cep ee ae mga a C Click Save If you do not want to save any changes click Cancel This is a screenshot displaying the Evaluation Measurement Tools Page This is a partial screenshot d The Assessment Evaluation Tools screen will close and you are returned to the Report Goal Progress Results screen CalOMS User Manual 87 KIT Solutions 2013 12 If applicable enter any impacts felt in the Impacts Differences Made if any field 13 If applicable enter any future plans in the Future Plans field 14 You have an opportunity to upload a supporting document that may be associated with this g
94. l 20 KIT Solutions 2013 Edit Form Buttons Information is entered and edited on the computer screen through data entry edit forms The table below summarizes the buttons used to enter edit information Add Must be pressed first to add new information to a form Save Adds the information on the form to CalOMS Prevention Delete Removes the information currently on the form from CalOMS Prevention Cancel Cancels the Add or Edit without saving any information entered Allows you to change the text size by clicking on one of the different sized Ay TE EF T b Additional Feature Buttons Each page within the APPLICATION offers additional help to the user Click on one of the icons to receive the help needed LE Opens an Excel spreadsheet displaying the information on the Listing page mr Opens a Word document displaying the information on the Listing page Word Prints the information currently on the form Print E Provides the multimedia tutorial video specific to the submenu topic eo Provides user manual help specific to the submenu topic Includes step by step instructions for adding editing and deleting a Hd 5 F Provides information on this topic with regards to prevention o CalOMS User Manual 21 KIT Solutions 2013 Using the Text Resizer You can alter the size of the text with the Text Resizer aAlAlAl Clicking on one of the As changes the text size from smallest to largest
95. lds Once the three search filter fields have been selected click the 1 2 Go button to see the search results 5 The three search filter fields are used in the following methods a Select Service Date or Service ID from the dropdown list b The second search filter allows you to specify how you wish to search c The third search filter is the search criteria This field will change based This is a screenshot displaying the Search Services Page on the second search filter selected CalOMS User Manual 83 KIT Solutions 2013 Service Review Only the county is able to view the Service Review module Click Implementation from the main menu Click Service Review from the submenu Select the appropriate provider from the Provider List dropdown To select a specific date range a Select the Fiscal Dates from the dropdown list to fill in the Begin Date and End Date fields with the beginning date and ending date of the selected time period Or b Enter the specific dates into the Begin Date and End Date fields as mm dd yyyy 5 Click the L 2 Go button pS A A e 6 All non reviewed services will appear 7 To indicate that all the service activity data has been reviewed check the box next to the Check All Services field 8 To indicate that only selected service activity data has been reviewed select the box next to the individual service in the list 9 Click the Submit to DHCS button DHCS will now be
96. lition in the Coalition Partnership Name field Status 6 Select the relationship between the coalition and county provider in the AEO characters left N Type in the function of the coalition in the Primary Function field This is a screenshot displaying the Coalition Partnership Edit Page Relationship to County Provider dropdown list Primary Function E The Status automatically defaults to Active Contact Information First Name Last Name i 9 Enter the Contact Information for the coalition which includes the First and a Last Name Address City State Zip Code Phone number and Fax number vn BE 10 Click Save If you do not want to save any changes click Cancel m m ZipCode __ Phone d hbi J L Fax dpi This is a screenshot displaying the Coalition Partnership Edit Page CalOMS User Manual 35 KIT Solutions 2013 Editing Coalition Partnership Organization Information Click Capacity from the main menu Click Coalition Partnership Management from the submenu Click Coalition Partnership Organization from the category list From the Listing page select the Coalition Partnership Organization that you wish to edit by clicking the button The Coalition Partnership Organization will appear in the edit mode Make any changes needed to the form a Status i Active currently a participating coalition li Inactive withdrew as a participating coalition
97. llection interpretation and analysis of relevant data to define the magnitude and locations of problems within a geographic area community and identify at risk and underserved populations and environmental risks This module also allows counties providers to identify the problems that need to be addressed within their community Data Sources This section provides sources of secondary data to assist the user in the needs assessment process 1 Click Assessment from the main menu 2 Click Data Sources from the submenu 3 Browse the Data Source list for the web site you would like to visit 4 Click on the Data Source link to open the web site Note The link is the Data Source underlined 5 Anew window will open displaying the web site you chose 6 To close the new web site window click on the Xl Tips Video Manual Show Page Info Data Source Description ADP Profile of AOD Risk and Need PDF file available for every county in California Indicators included from Indicators 2004 community domain family domain school domain and individual domain ADP Profile of AOD Risk and Neeg a a oo ADP Profile of AOD Risk and Need Data Source Link Indicators 2007 The National Institute on Alcohol Abuse and Alcoholism NIAAA has created this portal to support researchers and practitioners searching for information related to alcohol research There are links to a number of databases journals and Web sites focused on alcohol rese
98. lter Le Fis Name Choose From ray ice Go buton This is a screenshot displaying the Advanced Search feature KIT Solutions 2013 Advanced Search 4 The three search filters are used in the following method a The first search filter will display the search categories to select from o Search Filters b The second search filter allows you to select how you would like to filter the search results Program Name Choose From Best County Youth Council c The third search filter is the search criteria i e 10 23 08 as a date of service This is a sample screenshot displaying the Advanced Search feature Advanced Search Click on any column heading to sort O 5 Once you have clicked the Choose From All Choose From All radio button or used the Or Select a Filter Or Select a Filter option you will see a list of data Click the Select button next to the line of data that represents the E data to be viewed or edited 6 After you click the Select button you will be taken to the Edit Form A psn A A A This ill be in Edit mode Mak h ded to the f if sj Selectbutt n po acme moame ve page will be in Edit mode Make any changes needed to the form i i applicable Click the Save button to save those changes This is a sample screenshot displaying the Advanced Search results Choose From Best County Youth Counc Search results CalOMS User Manual 18 KIT Solutions
99. move _ button to delete the non demographic information entered if needed CalOMS User Manual 75 KIT Solutions 2013 Recurring Services Management There are two categories under Recurring Services Management Within Recurring Services Management a county provider is able to identify their recurring services and enter in the series of services activities Identifying Recurring Services Click Implementation from the main menu Click Recurring Services Management from the submenu Click Identify Recurring Services from the category list Click Add from the left toolbar Enter a Service Activity Title that describes the series of events that you are reporting e g Chapter Meetings 6 Enter a description in the Service Activity Description field aye LYS 7 Inthe Select County Assigned Objective section scroll to find the appropriate Problem Statement and Goal and use the checkboxes to select the desired objective s associated with that goal Note This list populates from the objectives that have been registered by the county 8 Select the CSAP Strategy from the dropdown list 9 Select the Service Delivered associated with this Recurring Service Activity from the dropdown list Note Selections for this dropdown list will be available once a CSAP Strategy has been selected 10 Select the Primary IOM Category of this event from the dropdown list a Indicated targets high risk individuals
100. ndards and tools that will enable collection of meaningful outcomes measures from all DHCS funded alcohol and other drug prevention programs in California CalOMS Prevention will also satisfy the federal Strategic Prevention Framework SPF model for prevention data collection requirements as it is finalized by the Substance Abuse and Mental Health Services Administration The SPF uses a five step model which includes Assessment Capacity Planning Implementation and Evaluation During the Assessment and Planning phases problem statements goals and objectives are created and providers are assigned to specific objectives During the Implementation phase the services activities and community environmental prevention initiatives aimed at accomplishing the goals and objectives are tracked Lastly the progress of the goals and the outcomes of the programs are evaluated In addition to satisfying federal reporting needs the information collected via CalOMS Prevention can strategically be used by counties to enhance their prevention efforts CalOMS User Manual 10 KIT Solutions 2013 TIPS FOR USING THE SERVICE EFFECTIVELY Recommended Computer Settings Screen Resolution You will get the best screen layout if you set your PC monitor settings to 1024 x 768 pixels or larger If your screen resolution is smaller ex 800 X 600 pixels everything on the screen will appear larger But if you use 800 X 600 pixels then you will have to scroll more both u
101. ning When switching tabs ent Coalition Partnership Name Please Select Coalition Partnership Subcommittee Meeting Date mmiddlyyyy E This is a screenshot displaying the Coalition Partnership Edit Page Start Time End Time Meeting Date mm dd yyyy e This is a screenshot displaying the Coalition Partnership Edit Page Start Time End Time 42 KIT Solutions 2013 7 Select the members who attended the meeting from the Select Members section a Click on the dt next to Add Members to view all of the Coalition 173 TN Members registered Note Once the members are in view the becomes a a Add Members b Select those members that attended the meeting by checking the box next to the member s name Jones Kathy C Blue Hill Winery Note If all members attended the meeting clicking the Check All selection will check all of the member names To remove a member uncheck the member s name This is a sample screenshot displaying the Coalition Partnership Edit Page 8 You have an opportunity to insert any agenda or task documents that may be Upload Agenda associated with this meeting Upload Minutes a Click the button next to Upload Agenda or Upload Task Notes b Click the button to search for the document you wish to Add button insert o c Click the button to add the document to the meeting Click eevee ot if YOu do not wish to insert a docum
102. o County Provider List General Information ID 330040 Name Friday Night Live Provider Description characters left Status City Program State Program Zip Code Program 90892 This is a sample screenshot displaying the County Provider Profile Edit Page Primary Contact Information 2 To edit this individual s information go to the Staff User module o First Name Work Phone X Email Fax This is a screenshot displaying the County Provider Profile Edit Page KIT Solutions 2013 Tips e Your county provider information is preloaded into CalOMS Prevention If the county or provider Name is incorrect submit a request through the online support system click Support on the menu and request to have it changed Please provide the correct name e DHCS will automatically be notified of any changes made to the address fields It is not necessary for you to contact DHCS to have the Master Provider file updated e Program denotes the site address and Admin is the mailing address Often these are the same e fa Primary Contact has not been selected a message will appear at login informing you that a primary contact must be selected and you will be brought to the County Provider Profile screen after clicking the OK button in order to perform this task Use the above steps to perform this task CalOMS User Manual 33 KIT Solutions 2013 ASSESSMENT The Assessment module provides co
103. oal s progress result a Click the button to search for the document you wish to insert b Click the button to add the document to the meeting Click if you do not wish to insert a document c The document will be uploaded to the service Click on the link to open the document Note The link will be displayed similar to agenda pdf 15 Click Save If you do not want to save any changes click Cancel CalOMS User Manual Impacts Differences Made if any characters left Future Plans _ characters left This is a screenshot displaying the Report Goal Progress Page Upload Supporting Documents File Browse Browse button Title Note Upload button Unas File Upload Date Title Note This is a screenshot displaying the Report Goal Progress Page KIT Solutions 2013 Editing Goal Progress Results 1 2 3 8 Click Evaluation from the main menu Click Report Goal Progress Results from the submenu From the Listing page click the next to the Problem Statement to display the Goals associated with the Problem Statement Note Once the goals are in view the becomes a E Once the Goals are available click the to display all progress dates associated with that Goal Click on the progress date link to open the progress results that you wish to edit The results will appear in the edit mode Make any changes needed to th
104. ode Click the Delete button Click OK when asked Are you sure If you do not want to delete the administrative time click Cancel ie ee ee i CalOMS User Manual Video Manual Show Page Info Date Hours S 10 13 2012 2 25 EE A Video Manual Staff Name Williams Tiffany Date A Hours Category asiste roriarzo12 2 hours 15 E minutes Other duties u seve 4 This is a sample screenshot displaying the Administrative Time Listing Page V ideo Manual Delete button zate A Hours Category Notes La et 1011352012 2 hours 15 EA minutes Other duties al e Print 1 Al This is a sample screenshot displaying the Administrative Time Listing Page 102 KIT Solutions 2013 Events Manager The Events Manager allows you to enter events into the Calendar to be viewed on the Home page Only prevention related events should be placed on the Calendar FJ e 1 Click Administrative from the main menu uns 2 Click Events Manager from the submenu aa KC amaa indicates Required Field 3 Click Add from the left toolbar AAA Po 4 Enter the title to be displayed on the Calendar in the Event Title field A FF 5 Enter the description of the event in the Event Description field aan 6 If there is a website associated with the event you may enter it in the Event T _ e le
105. oe NO CalOMS User Manual 39 From the Listing page select the Coalition Member that you wish to delete by clicking the button KIT Solutions 2013 Entering a Coalition Partnership Subcommittee Video Manual Status Enter the name of the Coalition Partnership Subcommittee q This is a screenshot displaying the Coalition Subcommittee Edit Page 1 Click Capacity from the main menu SZ 3 2 Click Coalition Partnership Management from the submenu A bE E 3 Click Coalition Partnership Subcommittee from the category list Basic Information 4 Click Add from the left toolbar AAN 5 Select the Coalition Partnership Name from the dropdown list P Subcommitce Ld 6 l The Status automatically defaults to Active 8 Select the members to be part of the subcommittee from the Members Selection section a Selecta leader of the subcommittee from the Leader dropdown list b Click on the amp next to Add Members to view all of the Coalition Saint AJAJAJA Members registered o Add Members Note Once the members are in view the becomes a 7 k A i O Check All c Select those members that are a part of the subcommittee by checking Jones Kathy C Blue Hill Winery the box next to the member s name Note If all members are to be part of the subcommittee clicking the Check All selection will check all of Notes T the member names d To remove a member uncheck the member s name 9 Type in any a
106. on The Program will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel A A PMA A A Tips e You will not be able to delete a Program if a service activity or a group has been reported against it You will need to change the status to Inactive CalOMS User Manual 62 KIT Solutions 2013 Identifying Groups To prevent duplicated counts in recurring services activities you should identify a group Click Implementation from the main menu Click Program Management from the submenu Click Identify Groups from the category list Click Add Group to the right of the appropriate Program IS E 5 Type in the name of the group to identify it by in the Group Name field Note This should be no longer than 50 characters rent serves Indicates Required Field ndicates Required Fie 6 Enter a description of the Qroup In the Group Description field Program Name 1 Environmental Prevention Program Western Riverside County 7 Enter the date of when the group was formed in the Date Established field as _Save_ Sroup Name 50 characters mex mm d d yyyy 6 Group Description 8 The Status automatically defaults to Active PJ 9 There are two types of groups that can be registered in the Identify Groups Print 2000 naracar tet module MITA or A A Select the type of group you el cases wish
107. on from the dropdown list o i Date Received mm dd yyyy c Select the type of training received from the Method dropdown list ames d Select who gave the training from the Provided by dropdown list a e Enter the name of the trainer in the Specify field that appears once Provided By you ve selected from the Provided by field Number of Training Attendees O Manage Training Attendees pop up f If you wish to add attendees click the Manage Training Attendees A This is a screenshot displaying the Training Technical Assistance Edit Page link A new screen will appear displaying the Training Attendance screen CalOMS User Manual 46 KIT Solutions 2013 If this is a Coalition training select the Coalition Partnership Training Attendance Name from the dropdown list Use Add Remove buttons to identify training attendees Individual coalition partnership members ii Select the attendee s name from the Select Staff Attendees and or staff must be identified in order for their names to appear on the list or Member List if this is a Coalition training who attended the Coalition Partnership Name training by checking the box next to the attendee s name Note If all staff members attended the training clicking the Check All selection will check all of the staff member names Select Staff Attendees Select all Staff members in Attendance of this Training 3 a To remove an attendee uncheck the attendee
108. on the staff of the county provider li Inactive no longer on the staff of the county provider 6 Click Save If you do not want to save any changes click Cancel Tips a Video Manual To add new staff click the Add button located in the left hand column To view or edit a previously created staff member click the Select button User permissions can be customized to limit access to modules or specific areas within modules by choosing Custom in the Permission Default drop down menu The staff member with Admin permissions can reset user passwords from this module i Hide Page Info Advanced Search Click on any column heading to sort Default Permissions Status Provider ID Excel Word naja Hian nanllin Staff User Active 330040 Mi Custom Active 330040 Jennifer Admin Active 330040 This is a sample screenshot displaying the Staff User Listing Page This is a partial screenshot e The Status is used to keep a staff member in CalOMS Prevention for history purposes When a staff member leaves you will not be able to delete the staff member if they reported services but you can make them Inactive to remove their name from forms and prevent the staff member from entering any further data into CalOMS Prevention CalOMS User Manual KIT Solutions 2013 Deleting Staff Accounts Click Administration from the main menu Click Staff from the submenu From the Listing page select the staff member that you wish
109. oose to filter the list by Active or Cancelled or Completed to make finding progress reports easier On the report single service and report recurring service listing page you can now go directly to the program description page by clicking on the program name on the single or recurring service listing page On the FAQ page on the support site you can now view or print out each FAQ with its response The link is under the Printable FAQ section on the Frequently Asked Question page Added ability to download standard reports in RAW DATA format This will load into excel each detail record used to create the summary or aggregated report Non Demographic Service names may have been changed or deleted to make consistent with DHCS service names You now have the ability to upload multiple strategic supporting documents to each Plan Name You can no longer delete a plan name but you may remove supporting uploaded documents to the plan County can now require providers to track attendance on all recurring services User Manual Update List Changes for July 30 2009 Users can now search for services by service id number See the new module under Implementation Service Search Additional save and cancel buttons have been added to the top of all pop up panels such as staff time and demographic information Demographic counts of groups and single service attendees can now be identified as Actual or Estimated FNL participants
110. p amp down and left amp right to access all the data fields Pop Up Blockers Modern computer security technology and usability features development have led to pop up blocking Although this new feature of Internet browsers toolbars and other 3d party managing software blocks hazardous and annoying pop ups sites like CalOMS Prevention require pop ups to be able to function If your pop up blocker is enabled then there is a possibility that CalOMS Prevention may not function or appear properly You should either disable the pop up blocker while using CalOMS Prevention while remembering to enable it if desired when not using CalOMS Prevention or create exceptions for the pop up blocker Although enabling and disabling the pop up blocker may be cumbersome it may be easier than making exceptions to the pop up blocker To create exceptions for the pop up blocker open your internet browser window If using Internet Explorer click the top toolbar option Tools and then go to Internet Options After the Internet Options window is available you will want to click on the Privacy tab at the top of the window You will notice while on the Privacy tab at the bottom will be a section on Pop Up Blockers If your Block pop ups checkbox is checked then click on the Settings button to allow for exceptions If using Mozilla Firefox click the top toolbar option Tools and then go to Options After the Options window
111. pes of members that can be entered in the An Coalition Partnership Members module HALLE or MA Select the type of member you wish to enter AJAJA 8 Individual tab was selected use the following instructions a Enter the member s name into the First and Last Name fields b The Status automatically defaults to Active c If desired enter the Contact Information for the coalition which includes the Work and Alternative Phone Address City State Zip Code Email and Second Language Video Manual ee A Indicates Required Field PET Business Warning When switching tabs entered information will be lost General Information Coalition Partnership Name Please Select Sector This is a screenshot displaying the Coalition Membership Edit Page Please Select Status Contact Information Work Phone d bL L Ix LC b xl Alternate Phone Address Po City State Zip Code Doo Email fo Second Language This is a screenshot displaying the Coalition Membership Edit Page with the Individual tab selected CalOMS User Manual 37 KIT Solutions 2013 AAAA F Business tame TJ Status 9 Ifthe tab was selected use the following instructions a Enter the member s name into the Business Name field nee b The Status automatically defaults to Active a a nam L c Enter the member s name into the
112. priate rather than choosing a multitude of populations Save button C Adults C Middle Jr High School Students Business and Ind ustry Fj Neighborhood Associations L Children of Substance Abusers _ Older Adults L Civic Groups Coalitions L Parents Families L College Students L_ People with Mental Health Problems This is a screenshot displaying the Service Population Page This is a partial screenshot Description 9 Enter the description of the service event in the Description field 10 Select the Service Activity Location where this event took place from the dropdown list 11 Click the Track Staff Hours link to enter Staff time A new screen will appear displaying the Staff Hours screen a Enter the number of Direct hrs and or Indirect hrs next to the staff Service Activity Location You may CalOMS User Manual member s that worked on or delivered the event by entering an amount in the hours field and selecting any minutes from the dropdown list Note You may report staff time for more than one staff member who worked on the event i Direct hrs time spent face to face at the event ii Indirect hrs time spent on preparing and or performing follow up duties for the event any support time associated with the event Click Save If you do not want to save any changes click Cancel The Staff Hours screen will close and you are returned to the Single Services Activities screen
113. r build capacity to address need The use of the Capacity Module is optional for counties and _ providers The three sub modules are complimentary tracking tools that can be used if desired Consequently data input into the Capacity Module does not fulfill the data reporting requirements All service activity data must be input in the Implementation Module as Single or Recurring Services Coalition Partnership Management Submenu link Hide Page Info This module is used to identify coalitions coalition partnership members and coalition subcommittees Coalition Partnership Organization Coalition Partnership Member Submenu Category link Coalition Partnership Subcommi Coalition Partnership amp Staff Meetings This module is used to record coalition partnership and or staff meetings and upload agendas and minutes notes This is a screenshot displaying a Landing Page KIT Solutions 2013 Listing Pages After selecting a category from the Landing Page you will see the Listing Page When going into an area where a Listing Page is available the service allows you to select previously entered data to edit or view its content No data is entered on the Listing Page e When viewing a Listing Page all of the data is available for Searching See the Advanced Search section for more details on searching There are two types of Listing Pages 1 Grid View 2 Hierarchy View 3 Single Form View
114. r the Service Review page The screen shot was updated for the View Service Review Report Details section A tip was added to the Opening a Report section The instructions were updated for the Printing or Saving Reports section An additional tip was added to the Data Export page A screen shot was updated for the Events Manager page Additional instructions have been added to the Support Site page Changes for November 1 2006 When adding an Evidenced Based Program a Description field has been added and you are now able to edit the Program Name Changes for October 9 2006 The Live URL web address was updated on the Recommended Computer Settings page and the Login page Instructions for all screens that used a selector box i e Subcommittee Meetings Identify Groups and Identify Participants have been updated A tip was added to the Organization page informing users that when logging in the Primary Contact will be required if one has not been selected yet Instructions for duration fields have been updated on the following pages Report Single Service Activity Report Recurring Service Activity Track Staff Time and Administrative Time The Reports page has had more detailed instructions added regarding additional information needed before opening a report and printing and saving a report User Manual Update List HealthCareServices SSSS CalOMS PREVENTION USER MANUAL VERSION 2 4 June 2013 T
115. rt format requested Click the print button or to print the report Note You do not have to save the report to print 5 Click the disk button or to save the report Tips e The recommended format for printing is Acrobat PDF file epi ICE kitos nelicaprevemc a asp WIndows Ea E 100 a Find Next Select a format E export 4 E Date Printed 6 27 2013 1 20 31 PM County Planning Report iq 4 1 a of2 gt bl e lfyou have a pop up blocker on your computer hold the ctrl key down while selecting any button used to view the report e g Show Report PDF etc e Reports require Active X controls to be installed on your computer If you do not have permissions to download please contact your system administrator e Excel PDF buttons were added to the Reports module to allow MAC users to view reports and for quick export of the Service Review report Es H EZ NE ro Data AE m E Row PDF Excel Data CalOMS User Manual 97 KIT Solutions 2013 Report Builder A county provider is able to create and customize a report by using the Report Builder module 1 Click Reports from the main menu 2 Click on the Expand button of the fiscal year s reports desired 3 Click Report Builder from the submenu o menu to select the appropriate Fiscal Year Click Add from the left toolbar Select a Data Source from the dropdown list Enter a short des
116. s Required Field characters max Service Activity Description 500 characters left Select County Assigned Please Select a Objective This is a screenshot displaying a blank Edit Form This is a partial screenshot KIT Solutions 2013 Data Fields and Buttons In CalOMS Prevention there are several fields boxes and buttons that are used to collect and store data Type Preview Description Text Field aka Text Box fill in the blank Drop Down Menu aka Pull Down Menu select one Add gt Add Remove lt Remove Radio Button Selected 7 Not selected Check Boxes I Selected T Not Selected First Name A yellow field and an asterisk denotes a required field 2 Denotes a Note with more information regarding the field ABC Spell Check t Indicated that a required field was missed at the time of saving Character Limit Display It does not matter the order in which the above fields are filled in but if a required field is not filled in and you try to save the form you will receive a message informing you what field is missing data and you will not be able to save the form until that field has data Tips e All the fields with an asterisk are required fields These must have a value entered before the record can be saved e You can type an identifying letter of an item in a dropdown list and the first selection beginning with that letter will appear in the box CalOMS User Manua
117. s associated with that Program Note Once the service are in view the becomes a E Click on the service link e g 1 1 to open the event that you wish to delete The services will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this program click Cancel oe M eS CalOMS User Manual 72 KIT Solutions 2013 Adding Demographic and or Non Demographic Services While in Reporting Single Service Activity you must add demographic and or non demographics services to your event This is a required task Demographic services track the number of people or individual participants at a service whereas non demographic services track the number of items disseminated at a service or denote engagement in activities CalOMS User Manual From the Report Single Service Activity Screen click the Add Demographic Service Information link A new screen will appear displaying the Service Activity Demographics screen Select the CSAP Strategy from the dropdown list select the Service Delivered associated with this group from the dropdown list Note Selections for this dropdown list will be available once a CSAP Strategy has been selected There are three types of groups that can be tracked in the Service Activity Demographics screen Summary Information Groups or Individual Participants Single Service Only Select the type you wish to track by clicking
118. t Within Program Management a County Provider is able to register their programs groups and their participants Identifying a Program 1 Click Implementation from the main menu NM 2 Click Program Management from the submenu A occ ccccceccccececcececeecececcececesceveceeceseceesesesceteseseeseteeeeteseeeeseceesesee Show Page Info i Indicates Required Field 3 Click Identify Programs from the category list ls the program Evidence Based or Local Innovative Other 4 Click Add from the left toolbar Please Select E o Not sure if your program is Evidence Based Click here for SAMHSA s National Registry of Evidence Based 5 There are two types of programs that can be registered in the Identify Programs Programs and Practices module Evidence Based or Local Innovative Other This is a screenshot displaying the Identify Programs Edit Page Use the dropdown list to select the type of program you wish to register Local Innovative Other 6 If you selected Local Innovative Other use the following instructions A _ y U SGIECIE ee j ll g ian 2 Description 4000 characters max a Enter the Program Name b Enter the Description of the program CR p p g icharacters left This is a screenshot displaying the Identify Programs Edit Page Tips e A program must be identified in order to report services Use the county office or provider name if specific programs are not used CalO
119. t Page Staff Hours Enter the number of Direct Service hours andor Indirect Service hours for each staff person that participated in this service activity Tracking of staff hours not directly linked ta a senicefactivity are reported as Administrative Time in the Administration Module Direct hrs Indirect hrs This is a sample screenshot displaying the Staff Hours Page This is a partial screenshot ee characters left This is a screenshot displaying the Recurring Services Activities Edit Page e From the report single service listing page if you click on the program name you can go directly to the program description form e lf adding an event to an existing Group Series click the Add New Event link next to the appropriate Program Group series e After entering the sixth service in a series a message will ask if you want to update the group demographics Click OK to update the demographics of the original group or click Cancel if no updates are needed CalOMS User Manual 81 KIT Solutions 2013 Editing Recurring Services 2 3 4 9 Click Implementation from the main menu Click Recurring Services Management from the submenu Click Report Recurring Services from the category list From the Listing page click the next to the Service Activity Title to display the Program Group pairs associated with the title Note Once the Program Group pair are in view the becomes a Once
120. tatement Identify Groups Single Service Events Report Recurring Service Events Report Goal Progress Results Report Objective Progress Results Tips were added or modified to the following sections Identify Programs Changes for August 30 2007 FNL providers are now able to track their FNL information i e FNL staff programs services etc See Appendix A secondary contact can be added to the County Provider Profile under the Administration Module User Manual Update List Changes for June 25 2007 Added note about the remove button for demographic and non demographic information The screen shot was updated in Single session and an added instruction for tracking participant attendance was also added An additional tip was added to recurring delivery and succeeding events about the service population The screen shot was updated on the Identify Program screen showing the new funding source fields along with added instructions A note was added to the login page on choosing different planning years Updated screen shots for single service and identify recurring services for the new objective field Changes for April 27 2007 e Additional tips were added to knowledge base and support section of the manual Changes for March 28 2007 e An additional tip was added to the Identify Groups section regarding Inactive Status Changes for March 16 2007 e The screen shot was updated for the Support Site page e Instructions for the Eval
121. tem click Cancel SAS oo NO Tips e You will not be able to delete a coalition subcommittee if it is identified as a Coalition Meeting or Training Technical Assistance In these instances mark the subcommittee as Inactive CalOMS User Manual 41 KIT Solutions 2013 Coalition Partnership amp Staff Meetings The Coalition Partnership amp Staff Meetings module allows the county provider to record any meetings that may occur between Coalitions and or between Staff members Click Capacity from the main menu Click Coalition Partnership amp Staff Meetings from the submenu Click Add from the left toolbar a 2 NN amp Staff Meetings module or SA Select the type of meeting you wish to enter 5 If you selected MEA use the following instructions a Select the Coalition Partnership Name from the dropdown list b Select the Coalition Partnership Subcommittee from the dropdown list Note Selections for this dropdown field will be available once a Coalition Partnership Name has been selected c Type in the Meeting Date as mm dd yyyy of the coalition meeting d If desired select the Start and End Times of the meeting 6 If you selected BELLA use the following instructions a Type in the Meeting Date as mm dd yyyy b If desired select the Start and End Times of the meeting CalOMS User Manual There are two types of meetings that can be entered in the Coalition Partnership Video Manual War
122. the Recurring Services Activities Edit Page KIT Solutions 2013 Tips e f an Objective has not been assigned to a provider yet a recurring service activity series cannot be added The county must go to the Planning module to assign objectives to a provider s See Objectives for details e Once an objective is selected it is highlighted yellow e For subsequent recurring activities the Service Population and Location will default to the items selected in the first activity Video Manual Editing Recurring Services 1 Click Implementation from the main menu 2 Click Recurring Services Management from the submenu ee sas Je PERI Te eet 3 Click Identify Recurring Services from the category list 4 From the Listing page select the Title that you wish to edit by clicking the select Al EA button This is a sample screenshot displaying the Recurring Services Activities Listing Page This is a partial screenshot Show Page Info Pees ser Activities that encompas the FNL Standards of a Select button components and the FNL Operating Principles for Active positive youth development Sd The Title will appear in the edit mode 6 Make any changes needed to the form a Status Active the series of events is currently in use li Completed the series of events has been completed lil Cancelled the series of events has been cancelled and is no longer in use 7 Click Save If you do not w
123. the training in the Notes field 5 Click Save If you do not want to save any changes click Cancel CalOMS User Manual 45 characters left This is a screenshot displaying the Training Technical Assistance Edit Page KIT Solutions 2013 Changing the Status of a Training When trainings are initially created they default to Pending since the training has not yet occurred Once training is completed or cancelled the status of the training will need to be changed Use the following steps to change the status of your training to Received or Cancelled a Video Manual 1 Click Capacity from the main menu 2 Click Training Technical Assistance from the submenu e es 3 From the Listing page select the training that you wish to change the status of RA Subject Status by clicking the Select button Select Select button vention Specialist Training Pending This is a sample screenshot displaying the Training Technical Assistance Listing Page 4 The training will appear in the edit mode PEM Status 5 From the Status dropdown select Received or Cancelled as the new status of i betl cancelled ten the training prm Notes Recelved 6 If Received was selected new fields will appear on your screen This is a screenshot displaying the Training Technical Assistance Edit Page a Type in the date mm dd yyyy format the training was completed in the Date Received field Received b Select the Durati
124. ting any future services for the objective Save button This is a sample screenshot displaying the Assign Provider Page 8 If applicable enter the Measurement Indicator s to Be Used to evaluate this Measurement objective a 9 Enter the measurement tools used by clicking the Select Measurement Tools CI A link A new screen will appear displaying the Measurement Tools screen You may Select Measurement Tool s pop up This is a screenshot displaying the Objectives Edit Page CalOMS User Manual 57 KIT Solutions 2013 a Select the measurement tool s that was used by checking the box next to the measurement tool name e g Surveys Local State Data Sources etc Toremove a measurement tool uncheck the tool name b A box will appear asking for details regarding that measurement tool Enter the appropriate information in the box Click Save If you do not want to save any changes click Cancel d The Measurement Tools screen will close and you are returned to the Problem Statement screen 10 If applicable enter the Responsible Party 11 If applicable enter any additional information regarding this objective in the Notes field 12 Click Save If you do not want to save any changes click Cancel Tips Check the box indicating the type of tool s utilized and provide additional details in the text box C Surveys Example State developed surveys ex California Healthy Kids Survey CHES
125. tives and the Providers assigned to the Objectives County Profile Report Address amp pS Contact Info Displays complete organization contact information County Profile Report Contact Info Displays the primary and secondary contact person and information for Only the organization County Provider Profile Report pad i EN Address amp Contact Info Displays complete organization contact information Select County Provider Profile Report Contact Displays the primary and secondary contact person and information for EN Info Only the organization report Showing 1 to 10 of 76 entries First Previous 1 2 3 4 5 Next Last This is a screenshot displaying the Reports 13 14 Listing Page Tips e To return to the list of reports click on the entitled tab Then follow the instructions for opening a report e lf you have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc e To create a list of your frequently used reports select the star in the My Favorites column to the right of these reports Click on the Favorites tab to go to this list e By default the grid will display up to ten records per page You can change this number by using the Show entries dropdown list e To move between the various pages use the buttons at the bottom of the grid If there are less than ten records listed the buttons will not be active
126. tivities Edit Page CSAP Strategy Service Delivered EJ Add Summary Information Add Summary Number of Participants o O Estimated Actual Estimated Actual Participants By Race Ethnicity pls rari oo Hispanic Alaska Native ey in decree American American Native Hawaiian en E Multiracial or Multiethnic Islander Latino This is a screenshot displaying the Demographic Service Activities Edit Page This is a partial screenshot KIT Solutions 2013 If you selected Y Add Groups use the following instructions a Select the group you wish to add to this event by checking the box next to the group name Note If all groups need added clicking the Check All selection will check all of the group names i To remove a group uncheck the group name If you selected Add Individual Participants se the following instructions a Select the participant you wish to add to this event by checking the box next to the participant name Note If all participants need added clicking the Check All selection will check all of the participant names To remove a participant uncheck the participant name Click Save If you do not want to save any changes click Cancel The Service Activity Demographics screen will close and you are returned to the Single Services Activities screen Tips CalOMS User Manual 5 Add Groups Add Groups link Dl Check All C EPF 05 06 Term EFF Fir Mid
127. to delete by clicking the button The staff member will appear in the edit mode Click Delete from the left toolbar Click OK when asked Are you sure If you do not want to delete this staff member click Cancel Se a ae IS S CalOMS User Manual 31 KIT Solutions 2013 County Provider Profile The Provider ID used to sign into CalOMS Prevention is associated with the county provider for whom you work The Provider ID was created by the Department of Alcohol and Drug Programs and the contact information may need to be updated Please review for accuracy Viewing the County Provider Profile 1 Click Administration from the main menu 2 Click County Provider Profile from the submenu Editing the County Provider Profile 1 Click Edit from the left toolbar 2 Make any changes needed to the General Information 3 In the Primary Contact Information section select one of the staff members to serve as a contact person for CalOMS Prevention from the Choose the Staff Member dropdown list The rest of the information will be loaded for you based on what was entered in the Staff User module You may also enter Secondary Contact Information if needed desired 5 If there are additional contacts for the organization you may enter up to 2 two contacts in the Additional Contacts Information fields 6 Click Save If you do not want to save any changes click Cancel CalOMS User Manual 39 Video Manual Show Page Inf
128. tructions for opening a report e lf you have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc e By default the grid will display up to ten records per page To move between the various pages use the numbers at the bottom of the grid If there are less than ten records listed the buttons will not be active 1234 CalOMS User Manual 95 KIT Solutions 2013 Using Reports that Require Additional Data Some reports will load immediately when the E Show Report button is clicked on Others require additional information to be entered first such as a data range Report Parameters x 1 Select the appropriata data from each of the required dropdown lists revert name _ Show Report button son or es eno 2 To select a specific date range Staff Contact Report a Select the Time Period from the dropdown list to fill in the Begin Date Prove gn and End Date fields with the beginning date and ending date of the EN PRI a 0 selected time period Please Select Or Save these selections for future use b Enter the specific dates into the Begin Date and End Date fields as mm dd yyyy 3 Click the E Show Report button to bring up a separate window with the report a lf you do not want to first view the report onscreen and follow the instructions in the next section on printing or saving the report you may select one of th
129. ty FNL Kids Club Live FNL FNL Mentoring School f based 2 Community based D Contained Juvenile Hall or Group Home Does your county have an active FNL youth council a diverse group of young people representative of your county s population OYes ONo If yes what is the estimated number of youth participating E This is a screenshot displaying the FNL County Profile KIT Solutions 2013 Transfer Tools Transfer Tools allows you to transfer information from the previous year over to the current year Information that can be transferred includes programs participants and identified recurring services Transfer Programs e a Video Manual 1 Click Administration from the main menu E Transfer Programs eee eiaieinticeteiciceieatae deat button P Click Transfer Tools from the submenu 2 3 Click Transfer Programs from the category list 4 Irae Select the Program Name you wish to transfer from the list by clicking the check box cetolal LO Motidimensional Family Therapy o O Click the button This is a sample screenshot displaying the Program Transfer Tools Page This is a partial screenshot 6 If successful you will receive a notification message at the top of the screen once the transfer has been completed Tips e Programs must be transferred before attempting to transfer Groups Individual Participants or Identified Recurrin
130. uation module have been added e Additional instructions screen shots have been added to the following sections in relation to the Evaluation module Problem Statements Goals and Objectives e An additional tip was added to the Standard Reports section Changes for March 2 2007 e Additional information regarding HIPAA has been added to the description of Identify Participants Changes for January 30 2007 e The note under Service Population within Single and Recurring Service panels has been updated due to the Check All feature being removed e New fields were added to the Service Review module to allow counties to release service by provider and date e Anote was added to the Printing or Saving Reports page stating that Excel PDF buttons were added to the Reports module to allow MAC users to view reports and for quick export of the Service Review report User Manual Update List Changes for January 11 2007 Additional instructions were added to the Coalition Partnership amp Staff Meetings Add Agenda Tasks sections The instructions were modified slightly for the Change the Status of a Training page The screen shot was updated for the Upload Strategic Plan page Editing and deleting instructions were added for the Strategic Plan The screen shot and instructions were modified for the Single Service Activity page An additional tip was added to the Demographics Services page The instructions were modified slightly fo
131. ule whereas Ex 1 1 is the child the Goal that will be created in the Planning module The need to link a child goal to a parent problem statement adds complexity to the process of adding and searching The hierarchical view was designed to simplify these tasks 1 All of the parents will be displayed on the Listing page upon entering the module 2 To create or add a child click on the link to the right of the parent To view all of the children underneath a parent click on the The 8 will become a Y and all of the children will be displayed below the parent 5 To edit or delete a child click on the child link CalOMS User Manual Add Goal Problem Statement Ex 1 1 Goal fattached to Prcblem Statement above This is a sample screenshot displaying the Hierarchy View This is a partial screenshot 1 Drinking and Driving Among Tourists Add Goal 2 Increased Methamphetamine Use Among Youth Add Goal This is a sample screenshot displaying the Hierarchy View This is a partial screenshot 2 Increased Methamphetamine Use Among Youth Add Goal 2 1 Engage high risk youth in school based alternative activities that promote a drug and alcohol free lifestyle 2 2 Increase awareness among students and parents of the risks associated with methamphetamine use This is a sample screenshot displaying the Hierarchy View This is a partial screenshot
132. ver it is a good idea to change your password every 3 months for security purposes CalOMS User Manual 27 KIT Solutions 2013 Staff User The Staff User module enables counties and providers to track staff members hours In order to track staff hours as they relate to specific services activities the staff members must be set up in this module prior to entering service activity data A staff member MUST be set up if 1 He she will need access to CalOMS Prevention for data entry 2 The county provider wants to track staff time 1 Click Administration from the main menu 2 Click Staff User from the submenu 3 Click Add from the left toolbar a 4 lf desired select a Salutation from the dropdown list SZ ee 5 Type in the staff member s First and Last Name ps aid o nen a 6 Select the Permission Default ee a Admin permissions should be given to staff members that are acting as General Information the primary contact for CalOMS Prevention Organization b Staff User permissions should be given to staff members that log onto Salutation Please Select Y CalOMS Prevention and enter data First Name Last Name C c Staff Read Only permissions should be given to staff members that a FNL O provide prevention services but may not do data entry poj N _ d Custom permissions should be given to staff members that require a a set of permissions that do not fit the above defaults Admin Staff Us
133. x next to the measurement tool name e g Surveys Local State Data Sources etc C Surveys To remove a measurement tool uncheck the tool name Example b A box will appear asking for details regarding that measurement tool A 23 II Enter the appropriate information in the box ri ee ee c Click Save If you do not want to save any changes click Cancel O Local State Data Sources d The Measurement Tools screen will close and you are returned to the See Problem Statement screen A This is a screenshot displaying the Assessment Tools page This is a partial screenshot Responsible Party 8 Enter the Responsible Party 9 If applicable enter any additional information regarding this goal in the Notes o field otes 10 Click Save If you do not want to save any changes click Cancel characters left This is a screenshot displaying the Goals Edit Page CalOMS User Manual 54 KIT Solutions 2013 Editing a Goal 1 Click Planning from the main menu 2 Click Goals from the submenu 1 1 Environmental Prevention Component Revised Add Goal 3 From the Listing page click on the next to the appropriate Problem la mall 1 1 Decrease DUI arrests among tourists from 48 to 30 Active Statement to view all of the Goals associated with that Problem Statement Note Once the goals are in view the 4 becomes a j 4 Click on the goal link e g 1 1 to
134. you are returned to the Identify Group screen Last Name Gender iv Select the newly registered participant to be a member of the Birth Dates Race Ethnicity group by checking the box next to the participant s name 12 Click Save If you do not want to save any changes click Cancel Save button This is a sample screenshot displaying the Participant Quick Registration Page Tips e Determine a unique naming structure for the Group Names prior to data entry to ensure consistency e Group information cannot be decreased once a service activity has been added to CalOMS Prevention CalOMS User Manual 64 KIT Solutions 2013 The group Status can be changed to Inactive ONLY if a group series under Recurring Services is set to Cancelled or Completed OR if the Recurring Strategy is set to Cancelled or Completed regardless of the Status of the group series Editing Groups a E ici ta aia na Bt _ 2 Click Program Management from the submenu EST 1 Environmental Prevention Program Westom Riverside County Add Group 3 Click Identify Groups from the category list 1 1 EPP 05 06 Term 4 From the Listing page click on the E next to the appropriate Program to view This is a sample screenshot displaying the Identify Groups Listing Page This is a partial screenshot all of the Groups associated with that Program Note Once the groups are in view the 4 becomes a 5 Click on the group link e g 1 1

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