SERVICE PROVIDER USER MANUAL ADMINISTRATION MODULE
Contents
1. Setting Staff Member Permissions The acting administrator or primary contact of the TPRS must set the permissions or rights that each staff member has in each module 1 After saving the staff member s information click the Permission button to set up the staff member s permissions for using the TPRS Staff Permission Organization 101001001 Staff Mary Jones Administration Primary Contractor Permission service Provider Read and Write Registration Full Cantral Participant Registration Full Control service Area Permission Admin Hours Full Contral store Restaurant and Vending Machine Info Permission 2 Click the Edit button to alter the permissions for the staff member 3 Setthe permissions for each module according to the level of permissions the staff member should have The table below defines each permission setting Permission Description No Permission Staff will not be able to access information in a module Read Only Staff can only view information in a module Read and Write Staff can view enter new information and edit existing information in a module Full Control Staff can view enter new information edit and delete existing information in a module 4 Once you have set the staff member s permissions click the Save button 5 Click the Back button to return to the Staff Information screen TPRS 8 9 KIT Solutions Inc 2006 Editing a Staff Member l From the2. rite Last Status Birth Date Age Range 4 Enterthe staff member s Login Information a The User ID will be the login name used by the staff member This may be anything that you choose Choosing a User ID and Password scheme will simplify administration For example Use the first letter of the user s first name and the full last name with no spaces in between for the User ID b The Password field is where the temporary password is created for the staff member This password will be used along with the User ID and Organization ID number to log into the TPRS Once a user logs in they can use the Change Password module to change the password to one of their liking 5 Selecta Salutation from the dropdown list TPRS 6 9 KIT Solutions Inc 2006 er X a ox 10 LE 12 13 Type in the staff member s First If known type in the Middle Initial of the staff member Type in the staff member s Last Enter in the staff member s Birth Date as mm dd yyyy a You also use the Age Range dropdown list directly to the right of the Birth Date field Once you click on the black down arrow a list will appear showing different age ranges Select an age range and the system will automatically fill in a birth date within the age range the date is estimated from today s date Note Do not enter a Birth Date and then select an Age Range you will lose the original birth date that you entere
3. Staff Information screen select the staff member that you wish to edit from the List of Staff List of Staff Once the desired staff member is displayed click the Edit button To edit a field that has a predetermined list i e it has a black down arrow on the right end of the box select the desired value from the list To edit a field without a predetermined list select the fleld to edit by using the mouse to click inside of it Use the Backspace and or Arrow key on your keyboard to delete the unwanted characters from the field Then type the information you want in the field Repeat steps 3 4 until all of the fields have been modified the way you want them Click the Save button Note To exit the screen without saving any of the changes click the Cancel button Deleting a Staff Member 1 From the Staff Information screen select the staff member that you wish to delete from the List of Staff box Once the desired staff member is displayed click the Delete button Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel TPRS 9 9 KIT Solutions Inc 2006 PARTICIPANT INFORMATION If your organization provides services the participant s information needs to be registered for Recurring events events where individual attendance is tracked Note The Service Provider can add edit delete or review
4. Pennsylvania TOBACCO PREVENTION REPORTING SYSTEM PRS SERVICE PROVIDER USER MANUAL ADMINISTRATION MODULE Prepared for the Pennsylvania Department Of Health by KIT Solutions Inc 2006 5 00 Corporate Dr Suite 530 Pittsburgh PA 15237 2006 TABLE OF CONTENTS AONNE AO RN TT 3 SENICE is be uvm tata PR UR QU Rd 4 Viewing the Service Provider Screen caduto e orta v dtd exu eR ot dc E bu bU ctu M arx EO dS 4 Edlandg S envice Provider INTO a OTi ceci e odi nel hr onn eec o Rl PER U 5 a Rab 6 T TOTO a 6 Setting Staff Member PermiSSionS sss panes tuee r acte Pac tacite 8 CUMING ar Stal Meme aman tan min alm IM ALI MEUM EDDIE MCN 9 Bis ei c E E 9 toa Dlessancepeni cout 10 Peal ClO aie a a 10 sto uote aureos a UTOR s TOTO TOTO TT EOSDEM 12 Deleugng PaltcipantipforTallOTIgessestueisisdeentosticeiuetae tk untur teet trn o oriente tu Errat Posted 12 ROU aaa aaa aa 13 Adding Administrative Hours for a Staff Member 13 Editing Staf Admihisttative ates ratius bd Ca GE asec T Deb Ges 14 Deleuna s tam AGMINISUAUVe HOUN 14 ADDEN eR T 15 SpellCheck nannan n 15 UW SINGING Search Fea U esteri robot aai boe tor bebo pli c DS OD E PRAGA Dod 10
5. Save to save those changes Te TPRS 16 9 KIT Solutions Inc 2006
6. TPRS 2 9 KIT Solutions Inc 2006 ADMINISTRATION This module us used to record and maintain the staff participants and information contained in the TPRS This includes but is not limited to registering staff members and participants enter staff administration time and maintaining the Store List used in the Enforcement module TPRS 3 9 KIT Solutions Inc 2006 SERVICE PROVIDER This module is used to record and maintain staff participants and information contained in the TPRS Viewing the Service Provider Screen 1 From the Menu Box select the Administration folder The Menu Box will reopen will subcategories displayed under the Administration folder 2 Fromthe Administration subcategory list select Service Provider The Service Provider screen will open 1 Service Provider Primary Contractor Provider ID Type Provider Organization Address City Web Site Contact Person Info Contact Person Title Assistant High Principal Fax 717 5284124 PA TPRS County Status State Last Update Gender Phone Email Zip Code 1 1 1900 Male f17 528 4113 132 kmauro bermudian org KIT Solutions Inc 2006 Editing Service Provider Information 1 From the Service Provider screen click the Edit button 2 Inthe Contact Person Info section select one of the staff members to serve as a contact person for the TPRS from the Contact Person dropdown list The rest of the infor
7. cated atthe end of this document Once the desired participant is displayed click the Edit button To edita field that has a predetermined list i e ithas a black down arrow on the right end of the box select the desired value from the list To edit a field without a predetermined list select the fleld to edit by using the mouse to click inside of it Use the Backspace and or Arrow key on your keyboard to delete the unwanted characters from the field Then type the information you want in the field Repeat steps 3 4 until all of the fields have been modified the way you want them Click the Save button Note To exitthe screen without saving any of the changes click the Cancel button Deleting Participant Information l From the Participant Information screen click the Search button to locate a participant that has already been entered into the system Note For detailed information on searching for a participant refer to Using the Search Feature located at the end of this document Once the desired participant is displayed click the Delete button Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel TPRS 12 9 KIT Solutions Inc 2006 STAFF ADMINISTRATIVE HOURS This module is used by a staff member to track his her administrative hours which are non service related hours You may wish to do this for hourly
8. d Select the gender of the staff member from the Sex dropdown list Select the Race of the staff member from the dropdown list Type in the staff member s Title Select the Status of the staff member This should be set to Activeas long as the staff member is with the organization and performing services Note Setting the Status to Inactive will disable the staff account the staff member will no longer be able to log into the system The staff member will also no longer be part of the various staff lists that appear throughout the system Education Information 14 15 16 17 18 19 D Certificate egree Education Certificate Select the highest education level of the staff member from the Degree dropdown list If known enter any completed Vocation Education for the staff member If known enter the name of any Professional Certifications the staff member hold Enter in the staff member s Contact Information a Type the full street address of the staff member including Address City State and Zip Code b Typein the staff member s main Phone number and extension c Typein the staff member s Fax number d Type in the staff member s Email address Click the Save button Note To exitthe screen without saving any of the changes click the Cancel button The permission levels for the staff member must now be set The following section details these steps TPRS 7 9 KIT Solutions Inc 2006
9. ed from the Admin Category dropdown list 8 Type in any additional information regarding this time in the Notes field 9 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button PA TPRS 13 9 KIT Solutions Inc 2006 Editing Staff Administrative Hours l 2 From the Staff Administrative Hours screen select a staff member from the Staff dropdown list From the box located at the bottom of the Staff Administrative Hours screen select the date you wish to edit 1 11 2006 2 Once the desired time is displayed click the Edit button 4 edita field that has a predetermined list i e it has a black down arrow on the right end of the box select the desired value from the list To edit a field without a predetermined list select the field to edit by using the mouse to click inside of it Use the Backspace and or Arrow key on your keyboard to delete the unwanted characters from the field Then type the information you want in the field Repeat steps 4 5 until all of the fields have been modified the way you want them Click the Save button Note To exit the screen without saving any of the changes click the Cancel button Deleting Staff Administrative Hours l 2 From the Staff Administrative Hours screen select a staff member from the Staff dropdown list From the box located the bottom of the Staff Administrative Hours screen select the date you wis
10. employees or for grant requirements This presents the opportunity to track every hour that is put into a project regardless if it can be tied to a specific service Note A staff member s service related hours hours that can be associated with a particular program are entered in the Activities module Administrative hours are hours that CANNOT be associated with a service Examples of Administrative hours are entering data into the TPRS writing new yearly objectives etc Adding Administrative Hours for a Staff Member 1 From the Menu Box select the Administration folder The Menu Box will reopen will subcategories displayed under the Administration folder 2 Fromthe Administration subcategory list select Admin Hours The Staff Administrative Hours screen will open Staff Administrative Hours Organization ID Adams County Coun ommunity Services Stall Marv Jone Hours gy Li Category Notes spell Check To search by date range please enter a date in the fleld below and press Go button fram this date count back 90 days Date Hour s Select a staff member from the Staff dropdown list Click the Add button The Staff Administrative Hours screen will display the Organization ID and Staff fields grayed out 5 Type in the Date as mm dd yy 6 Select the approximate number of hours of administrative time you are adding from the Hours dropdown list 7 Select the type of activity that was perform
11. h to delete Once the desired time is displayed click the Delete button Click OK when asked If you delete this record you won t be able to undo it Are you sure Note If you do not want to delete this record click Cancel PATPRS 14 9 KIT Solutions Inc 2006 APPENDIX Spell Check Feature A spell check feature has been added to various sections of the PA TPRS to help eliminate spelling errors The following section details the various options in the Check Spelling page When the Spell Check button has been selected a new window will appear displaying the Check Spelling page The spell check feature will look at any words written within a text box or field contrakt contract contract E Context E The following table is a summary of options in the spell check feature Changeto When the Change button is clicked the value in the Change to box will replace the highlighted misspelled word and the spell checker will continue to the next word You may type in this field if an appropriate suggestion is not present in the Suggestions drop down Suggestions A drop down box of spelling suggestions for the misspelled word If the word is misspelled but not available as an option in the Suggestions drop down you may type the correct spelling in the Change to box Disregards the misspelling in the highlighted word only and continues to the next word The next occurrence of the mis
12. mation will be loaded for you based on what was entered in the Staff module Contact Person Info Contact Person Jennifer Hobbs bal Gender Female Title Tobacco Control Pro Assis Phone 1 338 3259 Fax 717 337 4122 Email jhobbs wellspan org 3 Click the Save button Note To exit the screen without saving any of the changes click the Cancel button TPRS 5 KIT Solutions Inc 2006 STAFF INFORMATION This module is used to enter a new Service Provider agency staff member into the PA TPRS or edit the information about an existing one Note Every new staff member is given a User ID and Password The values entered into these fields will be the login information to the PA TPRS forthe user You should plan a User ID and Password assignment scheme carefully and secure the information for future use If a password is lost the user must contact the PA DOH to reset it The user will then have to change their account password This can be done using the Change Password module under the Utilities folder on the Main Menu Adding Staff Information 1 From the Menu Box select the Administration folder The Menu Box will reopen will subcategories displayed under the Administration folder 2 Fromthe Administration subcategory list select Staff Info The Staff Information screen will open 3 Click the Add button Staff Information Login Information User ID Password pass General Information First Race
13. participant information only for participants that are registered for services actually performed by the Service P rovider Adding Participant Information 1 From the Menu Box select the Administration folder The Menu Box will reopen will subcategories displayed under the Administration folder 2 From the Administration subcategory list select Participant Info The Participant Information screen will open 3 Click the Add button Participant Info Entry Date 6 14 2006 General Information First Name Middle Initial Organization Adams County Council of Community Last Sex v Birth Date Age Range Marital Status Status Contact Information Address City State Zip Code Phone Type in the participant s First If known type in the Middle Initial of the participant Type in the participants Last Enter in the participants Birth Date as mm dd yyyy a You can also use the Age Range dropdown list directly to the right of the Birth Date field Once you click on the black down arrow a list will appear showing different age ranges Select an age range and the system will automatically fill in a birth date within the age range the date is estimated from today s date Note Do not enter a Birth Date and then select an Age Range you will lose the original birth date that you entered 8 Selectthe gender of the participant from the Sex dropdown list 9 Selectthe Race of
14. spelled word will be highlighted for correction Ignore All Disregards the misspelling in the highlighted word and all future occurrences of the word You will no longer be prompted to fix the spelling An example when to use this is if your name was highlighted as misspelled this would be a case to ignore all Change Change All Changes the spelling of the highlighted word to the selected word and all future occurrences of the word Close Closes the Check Spelling window TPRS 15 KIT Solutions Inc 2006 Using the Search Feature When going into an area where the search option is available the service will default the view to data that was entered previously or blank fields if there have not been any data entered To view or edit data that has already been entered you will need to use the Search button and use the following instructions to find this data 1 Selectthe Search button from the screen in which you are currently working New fields will appear Participant First name begins with Amanda Garcia From the first box select the type of search you want to perform Type or select the criteria you want to use in this search in the second box The results of the search are displayed on the screen in the box below the selection fields Select the record you want to open by highlighting it To exit the Search feature click the Search Off or Back button Click the Edit button to open the record for changes Click
15. the participant from the dropdown list 10 If known select the Marital Status of the participant pe TPRS 10 9 KIT Solutions Inc 2006 11 12 13 14 Select the Status of the participant This should be set to Activeas long as the participant is an active participant in activities being held Note Setting the Status to Inactive will disable the participant The participant will also no longer be part of the various participant lists that appear throughout the system Enter in the staff member s Contact Information a Type the full street address of the participant including Address City State and Zip Code b Type the participant s Phone number To assign a participant to a group click on the P rogram Group pair highlighting it from the Available Programs Groups list and click the button to move it to the Selected Programs Groups list a remove a Program Group pair from the Selected Programs Groups list click the button to move it back into the Available Programs Groups list Click the Save button Note To exitthe screen without saving any of the changes click the Cancel button PA TPRS 11 KIT Solutions Inc 2006 Editing Participant Information l From the Participant Information screen click the Search button to locate a participant that has already been entered into the system Note For detailed information on searching for a participant refer to Using the Search Feature lo
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