3C CalOMS Pv FY 14-15 Version
Contents
1. If the Admin user has not logged in and updated the Windows Internet Explorer X profi le page all other CalOM S A You do not have permission to view this page Please contact a staff person with admin privileges Pv users with privileges other than Admin will receive the the profile area upon logging in Click on OK and the following message will display Click on OK and the user will be logged out of CalOMS Pv Contact the Admin user at the County Provider site and request they complete the profile update so the other CalOMS Pv users can log in and proceed with data entry Reminder Updating Funding Sources Funding Sources must be updated and accepted for each Program transferred into the FY 2014 15 version of CalOMS Pv before data can be input for the Program The Department of Health Care Services strongly encourages each county to assist their staff and providers in determining the correct funding sources for Programs When incorrect funding sources are input the data reflected in reports generated by funding source have no validity for DHCS counties or providers which ultimately results in inaccurate data in the annual Substance Abuse Funding sources rer O Prevention and Treatment SAPT Block Grant gas ees application For example in past fiscal years the funding sources for a majority of the Programs were identified incorrectly as Other Federal Other State or Other L2. to utilize i ie the tool County Provider sites are Transfer Participants encouraged to transfer these data items at the This module is used to transfer participants beginning of the new fiscal year to ensure they Transfer Identified Recurring Services are available for other staff to perform data This module is used to transfer identified recurring services entry If these data items are not transferred staff may needlessly create new data causing much confusion if the same data items are then transferred at a later date Log into the new FY 2014 15 version of CalOMS Pv and proceed to the Administration Module Scroll down to the item entitled Transfer Tools Click on the sign to expand the menu Transfer data in the order presented on the screen Click on Transfer Programs first A list of active Programs will come up with check boxes next to each one Check the boxes of only the Programs that will be utilized in FY 2014 15 and then click on Transfer Programs Follow these same instructions for Individual Participants and Types of Recurring Services A few helpful hints The Data Transfer Tool can be utilized more than once This allows users to transfer Programs Participants and Types of Recurring Services as needed versus all at once Additionally any data that is transferred and then deleted from the FY 2014 15 version will reappear in the FY 2013 14 lists within the tool The Transfer Individual Partici
3. Date mmiddiyyyy Range From To i Check if your percentage for increase or decrease was an estimate Click here to 9 Click here to Assign Objective to Providers ae ee ee Assign Objective to Providers Measurement Measurement Select Measurement Tool s pop up Select Measurement Tool s pop up New New Progress Trackers Added The County Provider Profile Se Traka Tracker has been added to the ee Progress Tracker in the home B oan screen for all active county and provider sites This tracker is a reminder for the Admin user of each provider site to update the County Provider Profile at the rare ne tracker P beginning of the new fiscal year wf Report Evaluation Progress Tracker a Report Services Progress Tracker ia w Release Services Progress Tracker W 7 w County Provider Profile Tracker W Additionally for Friday Night Live FNL funded sites the FNL w FNL County Profile Tracker W County Profile Tracker has been added to the Progress Tracker in the home screen This tracker is a reminder for the FNL Coordinator to update the FNL County Profile at the beginning of the new fiscal year New Changes to Service Review Screen New filters have been added to the Service Review Screen to make releasing data more user friendly In addition to filtering data from the Provider List users can now filter data further using Pr
4. Department of Health Care Services SUD Prevention Treatment and Recovery Services Division Policy and Prevention Branch CalOMS Prevention FY 2014 15 Version New Features and Reminders This document provides information on new features and reminders for the California Outcome Measurement Service for Prevention CalOMS Pv the Department of Health Care Services DHCS data collection system for substance use primary prevention services County and Provider Sites New Fiscal Year Version for 2014 15 The Fiscal Year FY 2014 15 version of the a gt California Outcome Measurement Service NZ for Prevention CalOMS Pv California Outcome Measurement Service for Prevention CalOMS Pv will be available as of July 7 2014 As of this a Version 2013 14 date the CalOMS Pv log in page located at Use the link above to access the FY 2013 14 version of CalOMS Pv for data submission httos caprev kithost net calomspv will oe provide links for both the FY 2013 14 and Version 2014 15 New FY 2014 15 versions of CalOMS Pv Use the link above to access the FY 2014 15 version of CalOMS Pv for data submission Reports can also be generated to assist with tracking monitoring and assessing prevention services for current and previous fiscal years Once logged into either version of CalOMS Pv the FY will be displayed at the very top of the screen Validations have been integrated into each FY version to alert users if the date of serv
5. ates the profile area Prior to this being done users will be locked out and will receive an error message prompting them to contact the staff person with Admin privileges This feature ensures that each county provider site has current contact information on file od A eee x with Admin privileges will be prompted to complete thi S A The County Provider profile must be updated by a user with admin privileges before access can be granted for data entry task Clicking on OK will redirect the user to the County Provider Profile Scroll through the information in the screen and update where necessary It is imperative to correctly identify the Primary Contact and Secondary Contact as these staff will receive correspondence regarding CalOMS Pv system improvements and reporting requirements To add a new name to the drop down box for the contacts save any changes that have already been made and then proceed to the Staff User area within the Administration Module Create the new user s and then navigate back to the County Provider Profile area and choose the new name s for the Primary and or Secondary contacts from the respective drop down boxes and save Optional fields are available in the profile area to identity wo Additional contacts will only be sent general department information additional contacts These First Name Last Name individuals will receive all CalOMS x Email Pv correspondence
6. bjectives Problem Statements Goals and Objectives cannot be deleted and the narrative cannot be edited However the Start and Complete By dates measurement indicator tools and responsible party can be updated Scenario 1 County Needs to Cancel a Problem Statement Being that the Problem Statements Goals and Objectives are linked together the status changes have to begin with the linked Objectives then the linked Goals and lastly the linked Problem Statements The status of Goals and Objectives are changed in the Evaluation Module Once the status of all of the linked Goals and Objectives have been changed to either Cancelled or Completed the status of the linked Problem Statement can be changed in the Planning Module Scenario 2 County Needs to Cancel a Goal Same premise as Scenario 1 Begin by canceling or completing the Objectives linked to the Goal and then the status of the Goal can be updated Scenario 3 County Needs to Cancel an Objective Follow instructions for reporting progress in the previous section and change the status of the Objective to Cancelled Scenario 4 County Wants to Temporarily Cancel a Goal or Objective Counties may want to temporarily cancel Goals or Objectives but plan to reactivate them in the future Cancel the Goals and or Objectives by following the instructions for reporting progress When the county is ready to reactivate the Goals and or Objectives re
7. estimate Be Used 3 Measurement Indicator s To Be Used 2 You must Select Measurement Tool s pop up Responsible Party Select Measurement Tool s pop up New Changes to Add an Objective Screen When a user wishes to add a new objective in CalOMS Pv proceed in the Planning Module and click on the Objectives link to reach the Objectives Screen Users will see a list of active Problem Statements Click on the next to the appropriate Problem Statement to show the Goals linked Click on Add New Objective to the right of the appropriate Goal Once in the screen to add a new objective users will now see a drop down box to select either the builder or freehand option Once a selection has been made the screen will populate with the appropriate fields based on the selection Indicates Required Field Indicates Required Field Goal Goal Description Goes Here Goal Goal Description Goes Here Goal Date Range 07 01 2015 07 01 2018 Goal Date Range 07 01 2015 07 01 2018 jecti Pl Select V Objective Length Please Selec Objective Length Please Select W Select Builder or Fiechaad Builder Select Builder or Freehand Vv Freehand Build an Objective Build an Objective Objective Start Date and Complete By Date must be within the Goal Date Range Complete By Date P emmo rR Ld 0 C Please Select V mmiddiyyyy Complete By
8. ice does not correspond to the FY version chosen This will prevent Single and Recurring Services from inadvertently being entered into the incorrect FY version New Linking Groups to Single Services Due to a growing number of Groups being linked incorrectly to Single Services in previous fiscal years the ability to link a Group to a Single Service has been removed However CalOMS Pv Help Desk staff have the ability to enable this option for users should a Group legitimately need to be linked to a Single Service e g Student Assistance Programs Users can contact the CalOMS Pv Help Desk if they have questions regarding whether or not a Group should be linked to a Single Service New Additions to Service Activity Location Drop Down Box and Add Service Population Pop up Screen When reporting Single or Recurring Services users now have the option to choose School District Office from the Service Activity Location drop down box Additionally when clicking on the Add Service Population link in a Single or Recurring service Law Enforcement Military has been separated into Law Enforcement and Military Military Families on the Service Population pop up screen New Additions to Non Demographic Screen When adding Non Demographic information to a Single or Recurring Service users now have the option to choose Zoning Other under Environmental Strategy Policies and Regulations If this option is chosen a text box wi
9. ire Require Notes s in privi N ights f tracking of trackingof inRecurri Admin p rivileges Those _ EEE sine Staff ous aan yan counties wishing to activate 06 Colusa Department of J these features should proceed to Substance Abuse Services the Administration Module gt County Provider Permissions gt check the appropriate boxes gt click on the Update button in the upper left of the screen
10. ll appear requiring a description to be entered Additionally within the Environmental Strategy Environmental Other the options of Marijuana Efforts and Prescription Drug Efforts have been added New Changes to Add a Goal Screen When a user wishes to add a new goal in CalOMS Pv proceed to the Planning Module and click on the Goals link to reach the Goals Screen Users will see a list of active Problem Statements Click on Add Goal to the right of the appropriate Problem Statement Once in the screen to add a new goal users will now see a drop down box to select either the builder or freehand option Once a selection has been made the screen will populate with the appropriate fields based on the selection Indicates Required Field Indicates Required Field Problem Statement Title Problem Statement Title Goes Here Problem Statement Title Problem Statement Title Goes Here Problem Statement Description Problem Statement Description Goes Here Problem Statement Description Problem Statement Description Goes Here Select Builder or Freehand Builder x Select Builder or Freehand FreeHand v Build a Goal Build a Goal Start Date a 2 oe inate ane C Complete By Date 2 mnvasiyny tL ni a ee Cd Verb Please Select V indicato D Target Group Range From o To lo Mean v v e Measurement Indicator s To Check if your percentage for increase or decrease was an
11. ocal when they should have been SAPT l Other State l Other Local All Programs transferred over with the Data Transfer Tool must be prompted to accept data entry Proceed to the Implementation Module gt Program Management gt Identify Programs gt click on Select next to the Program name gt update the funding source s if necessary gt click on Save Data entry can now be done for that Program To monitor the funding sources identified for all Programs in the FY 2014 15 version log into CalOMS Pv gt Reports Module gt Standard Reports gt Administration tab gt choose and generate the report entitled Program Funding Source This report will reflect the funding sources and percentage of funding for each Program County Sites Only Reminder Updating Prevention Plans Problem Statements Goals and Objectives Problem Statements Goals and Objectives cannot be deleted and the narrative cannot be edited even if data is not linked to them A progress report must be completed in the Evaluation Module to cancel invalid Goals or Objectives and then the corresponding Problem Statements can be cancelled and new Problem Statements can be entered Follow instructions for reporting progress on Goals or Objectives in the CalOMS Pv User Manual located in the Library under the Knowledge Base Support area Those counties needing to update Problem Statements Goals and Objectives must first revise the coun
12. ogram Group and Service Type drop down boxes Provider List Program Group Service Type All Fiscal Dates Fiscal Year Begin Date 7 1 2014 immidd End Date mmddyy New Changes to Transfer Tools A Select All option has been added to each of the transfer tool areas This option should only be used if all Programs Participants or Recurring Services will be actively used in the new fiscal year Do not transfer over data elements that will not be utilized Reminder Data Transfer Tool On July 7 2014 all Prevention Strategic Plans Problem Statements Goals Objectives and Progress Reports from the Evaluation Module in the FY 2013 14 version of CalOMS Pv will automatically transfer over into the new FY 2014 15 version regardless of status refer to section entitled Updating Problem Statements Goals and Objectives All Coalitions Coalition Members Coalition Sub Committees Training Technical Assistance and Staff Users with an Active status in the Capacity Module will automatically transfer Programs Individual Participants and Types of Recurring Services do not have to be recreated at the beginning of each new fiscal Transfer Tools year They can be transferred manually by Transfer Programs Participants and Identified Recurring Services using the Data Transfer Tool located in the Transfer Programs A MOGLE Only noe with This module is used to transfer programs Admin privileges have permission
13. pants and Transfer Types of Recurring Services screens may be empty if the county provider site did not create any of these data items in FY 2013 14 Reminder Groups cannot be transferred New Groups must be created at the beginning of each new fiscal year Programs must be transferred or new ones created before any new Groups can be created Individual Participants from the previous fiscal year that will be participating in services in the new fiscal year should be transferred before non summary Groups are created to avoid the time consuming task of re entering all of the Individual Participant data Reminder Selecting Multiple Objectives Users now have the capability to select up to three Objectives when creating Types of Recurring Services and reporting Single Services The new functionality also allows users to see the relationship between the Problem Statement Goal and Objective when making a selection Simply scroll through the new Objective box as shown and select up to three Objectives Selected Objectives are highlighted to make them more visible among the list of unselected Objectives Note The scroll bar is located along the right side border of the new Objective box Reminder Update County Provider Profile The data entry screens will not be accessible by any county or provider CalOMS Pv approved users until the staff person with Admin privileges at each site logs into the FY 2014 15 version of CalOMS Pv and upd
14. turn to the Evaluation Module gt open the drop down box for Select Goal Objective Status and select Only Cancelled Completed gt locate the Goal Objective gt click on the last progress report entry where the Goal Objective was cancelled gt change the status back to Active gt input additional narrative explaining the basis for reactivating the Goal Objective gt click on Save Scenario 5 County Wants to Extend the Complete By Date for a Goal or Objective Proceed to the Planning Module gt choose either Goals or Objectives gt click on the Goal or Objective that requires a date extension gt change the date in the Complete By Date field gt click on Save Reminder Data Entry Rights Tracking of Staff Hours Tracking of Attendance and Notes for Recurring Services can control data entry rights ihe mmmalamadanmlamasalaaaa yom Peer Staff User County Provider Profile County Provider Permissions Administrative Time Change Password tracking of staff hours the tracking of attendance for Recurring Services and requiring NZ data er nd enforce the trac ticipant ii i TUET attendance for single and recurring services Please click on the Update button to the left after making any changes Notes for Recu ring Services and then log out of CalOMS Pv to activate the changes Pe are This is done at the county level by a CalOMS Pv user with Turn off data entry Require Requ
15. ty s Strategic Prevention Plan as the planning data that is input into CalOMS Pv should always align with the prevention plan An electronic copy of the amended plan must be uploaded into CalOMS Pv and the new Problem Statements Goals and Objectives must be keyed into the Planning Module in the appropriate areas Please wait until after July 7 2014 to upload new or amended copies of Strategic Prevention Plans and input new Problem Statements Goals and Objectives as this must be done in the new FY 2014 15 version of CalOMS Pv Uploading New or Amended Prevention Plans Log into the FY 2014 15 version of CalOMS Pv gt Planning Module gt Upload Strategic Plan gt click on the Add button located on the left side of the screen gt fill in the required fields gt click on Browse locate and click on the document in your directory and then click Open gt click on Upload gt click on Save after the document uploads Multiple documents can be uploaded in this area The previous copy of the plan can be kept or can be removed by clicking on Delete to the right of the plan name Inoutting New Problem Statements Goals and Objectives New Problem Statements Goals and Objectives are input in the Planning Module The instructions can be found in the User Manual located in the Knowledge Base Support Module or by clicking on the Manual icon within the data entry screen Updating Problem Statements Goals and O
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