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PBPB User Manual - KIT Solutions Support Site

1. Group Help Farticipant List Group Is Completed 10 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Note Notice how the newly created group now appears in the Existing Groups drop down menu Programs Home gt Planning gt Programs Group Add Description Community Counseling Services provides an opportunity for the sixth graders in the 2 Edit Othello School District to have experiential education The skills taught are Delete Back Existing Groups Hy LYLE Print selected Participant Group Help Farticipant List Group Is Completed Editing Group Already Added to a Program 1 Log in to the PBPS Page 28 of 65 Table of Contents 2 Click Planning in the Menu 3 Click Program in the Sub Menu 4 Click the radio button next to Show All 5 Find the program to which you would like to add a service and click the Select button 6 Click the Add Edit or View Groups button 7 Click Edit in the Task Pane 8 Click the arrow buttons to move the participants from the Selected Participant Group and the Participant List Note Clicking the single arrow lt or gt will move only the selected participant into or out of your group If you want every participant in the participant list added use the lt lt button If you want every participant removed from your group use the gt gt button Note If you want a particip
2. 12 Click if you wish to continue assigning matches S LU KJ KA Mentor Match tb Settings Home gt Implementation gt Mentoring gt Mentor Match Next Match gt gt Montor ranten Wack Add Frogram Program Description The Life Skills w Training universal Delete Mentor Name Search Match ID 1044 Print Mentee Name Help New Group r Existing Group Match Closed Mentee pre Match Orientation Date Date of first Match Meeting Re Match Page 53 of 65 Table of Contents Adding the Initial Mentor Service The Mentor Service screen is set up to capture all individual service data related to the match This could include case management work with the mentees family or problem solving meetings between program staff and the mentor without the mentee or other similar variations that might not include actual match contact time The Mentor Service Time fields are mandatory fields and must be filled in but zero 0 is an option when not applicable 1 Click Implementation in the Menu 2 Click Mentor Service in the Sub Menu 3 Click Add in the Task Pane 4 Select the program from the Program drop down menu Note the Program Description will automatically be filled in based on the chosen Program 5 Click Filter by Group and select the group you assigned with your program when you created your Mentees 6 Select the mentor in the Mentor Name drop down menu Note Expect a
3. Enter the number of units being counted that appear in the Count Method data field in the Count text field Enter the length of the Single Service hours in decimal form in the Session Length text field Note The Session Length should not include planning time 2 Hours 45 Minutes 2 75 Hours Enter a descriptive name of the group in the Group Name text field Note After the Single Service form is saved the Group Name will appear in future Single Service forms under the drop down menu Choose Existing Groups Type the service description in the Service Description text field Select an appropriate Benchmark If none are appropriate select NOT STATE BENCHMARK Click Save or Cancel in the Task Pane Note After saving the Single Service the Staff Service Time form will appear Page 35 of 65 Table of Contents Single Service Home gt Implementalj n gt Single Berite fed EE settings Add service Edit Program Name OUR family K Delete Program Family based group Description Search Print F 25 1 Objective Name Improve Bliiudes about amik management skilla i e vee of different ton Help era vm se Objective Improse attitudes abaut family managamant skills fie use of diferent Description forme of punishtnent and discipline and mondonng approaches maling familias by implamanting cumculem based program l Service Date
4. Note See Index of Services 7 Click Add in the Task Pane 8 Select the appropriate group from the CBC Group drop down menu 9 Type in the number of units being counted that appear in the Count Method data field in the Count text field Note the Count Method will automatically be filled in based on the chosen Service Code 10 Type the length of time hours in decimal form spent in performing this category task in the Total Length text field Note eee s 2 Hours 15 Minutes 2 25 Hours 2 Hours 30 Minutes 2 50 Hours _ 2 Hours 45 Minutes 2 75 Hours 11 Type a description of the service in the Service Description text field 12 Type a description of the benefits of the session in the Describe the benefits or value of this work text field 13 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Community Coordination i Settings Home gt Implementation gt Community Coordination Edit Delete Search Help CBC Group Copy CBC CBC Reporting Quarter 2007 Apr Jun Organization Reporting Category Community Capacity v Service Code STCOS Community Team Activities Count Method Community team activities are counted in the data set as single preventian services and are recorded as the number of sponsored events Reporting Date Partial Screen Shots Quarterly Reporting Funding RUWNk dd Note You must create CBC groups
5. Note After clicking OK and after the form refreshes notice how the First Name and the Last Name are randomly generated number Note The birth date does not become encrypted Page 34 of 65 Table of Contents Participants Home gt Implementation gt Participants Add Edit Delete Search Help Encrypt Participant Name Participant Information First Name Middle Initial lm Last Name 71205630 O Gender Race Ethnicity Marital Status Status Local ID Max 20 characters Mentoring Free Reduced Lunch Adding a New Single Service BR WN KA Du st 12 13 14 15 Click Implementation in the Menu Click Singe Service in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu Note the Program Description will automatically be filled in based on the chosen Program Note The Objective Name and Objective Description will automatically be filled in based on the chosen Program Enter the actual date of the service mm dd yy in the Service Date field Select the location in which the event will take place in the Service Location drop down menu Select the CSAP Category from the CSAP Category drop down menu Select the Service Code from the Service Code drop down menu Note the Count Method will automatically be filled in based on the chosen Service Code Select the Service Population from the Service Population drop down menu
6. Note the Program Description will automatically be filled in based on the chosen Program Select and objective from the Objective drop down menu Note An Objective Description will automatically be filled in based on the chosen Objective Type the date mm dd yy of service in the Service Date field Select the school district in which the event will take place in the Event Location by School District drop down menu Note If multiple school districts are served by one event use the district that has the most attendants Select the CSAP Category from the CSAP Category drop down menu Note If you select the Information Dissemination CSAP Category a Type drop down menu will appear after the screen refreshes Select the Service Code from the Service Code drop down menu Note See Index of Services Enter the length of the Single Service hours in decimal form in the Session Length text field Note The Session Length should not include planning time 2 Hours 45 Minutes 2 75 Hours _ Check the check box next to Parent Guardian if the mentees parent s or guardian s attended the service Page 59 of 65 Table of Contents 12 Type the service description in the Service Description text field 13 If applicable select a benchmark that will be used to gauge the progress of the service in the Benchmark drop down menu 14 Select the attending mentees from the Available Mentees list and click the buttons to add
7. Click Search in the Task Pane Click Select to choose the entry to copy Click the Copy Service tab Complete entries in a Service Date b Session Length c Count if Changed Click Save Continue Staff Service Time and Single Service Demographics entry Page 44 of 65 Table of Contents Deleting a Recurring Service Click the Implementation tab in the Menu bar Click the Recurring Service in the Sub Menu Click Search in the Task Pane Click the Select to choose the service to delete Click the Delete button in the Task Pane Confirm the Delete request S E sd hd Community Based Coordination CBC The CBC portion of the PBPS was designed to record activities that are not Services performed by County Prevention Specialists that build the capacity and or resources in a community An example of this is prevention specialist who needs to document their time writing grants to earn money for the community CBCs are required to report to DASA for at least one category each and every quarter Creating a CBC Group Log in to the PBPS Click Implementation in the Menu Click Community Coordination in the Sub Menu Click the CBC Group button Click Add in the Task Pane Type a unique group name in the Group Name text field Note No two groups may share the same name Select a service population from the Service Population drop down menu Click Save in the task pane to commit your changes Note If you do not want to save your cha
8. Make changes to the rest of the form Note The following fields will only need to be entered in this initial setup of the mentor service IN subsequent service additions with this match you will not have to fill out this information 15 Click Save or Cancel in the Task Pane 16 Click if you wish to continue assigning matches RUNKE md ad dd Page 55 of 65 Table of Contents Assessment Capacity Planning Implementation Evaluation t pe bd fel ri Support Reports Knowledgebase Communication Administration Mentor Service amp Home gt Implementation gt Mentoring gt Mentor Service Settings 4 Mentor Service Save nn Cancel Edit Program Description Delete Filter By Group au Print Mentor Name Flint Maxwell Help Mentee Name Sharp Tim Match1D 1068 Senice Date e pA Parent Guardian F rs Hrs Pr 1 I oDeFe lt oeeeeeeeeeeeeeeeee oo TOTO Maten leper Progen Crypt filer Self Perant Farrier Match Contact Time Indirect Mentor Time Prog ram Staff Time Heserigtion Tims Tyre Tire ae L Sa tops E Le KE WIL MENDT dn JPN PD v i i l a NE OA LNG LI U iti SOOKE WIM MENES 2008 EF Ze 0 EE 2nd meeting Viewing Editing amp Deleting Existing Mentor Services Click Implementation in the Menu Click Mentor Service in the Sub Menu Select the Mentoring Program in the Program drop down menu Select the mentor of the mat
9. and the secondary is the mentee Note If you are trying to search for a match you will need to select the mentor first and then the matched mentees will appear Click Implementation in the Menu Click Mentor Match in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu Note The Program drop down menu is populated by programs that have the category Mentoring This setting is apart of the Adding Innovative Other Programs or Adding Best Promising Programs Note The Program Description will be automatically filled in by the PBPS based on the Program chosen 5 Select a mentor from the Mentor Name drop down menu 6 Select a mentee from the Mentee Name drop down menu Note Only the available not yet matched menetees will appear in the mentee drop down menu Note If your mentee does not appear here then you need to select Yes in the Mentoring drop down menu in the Participant screen see Editing Participants 7 Select from the Existing Group you created when you registered your mentee or enter a New Group name if none was created 8 Type the date the mentee and if applicable mentees family received training in the Mentee pre Match Orientation 9 Type the date the mentor and mentee met for the first time in the Date of first Match Meeting 10 Click the Yes radio button for Re Match if the mentee is being Re Matched 11 Click Save or Cancel in the Task Pane
10. fr Washington State 7 Department of Social 7 t Health Services DASA Division of Alcohol amp Substance Abuse Performance Based Prevention System PBPS User Manual Part I October 2008 Edition 1 1 http www kithost net wa KIT Solutions LLC 2007 5700 Corporate Dr Pittsburgh PA 15237 It rpWWasupport akitsolutions net Page 1 of 65 Table of Contents Getting Started seia a a E 4 Hale fore LU eo 9 AE EN EE A nae 4 PPPS BYG Larsens dead 4 ACCESS 10 ne PRPS saa 4 Recommended Computer SettingdS cccccceseeeeeeeeeeeeeeeseeeeeeeeeeeeeegggeeeeesennas 5 Navigating IN TTT 5 BSS OG 5 SOME Task Pale OPTIONS Gare 5 Data FICIGS Ge Ea en varde aaa ean ATE 6 Three Levels of Organization ACCOUNTS K e K D 21T e Ie TO NE SYSE TTT 7 Changing YoUr PaSsSW Old Laurens dekade N 8 Managing User ACCOUNTS xc cca ex x xos Sy RER VN EEN VS X ERER KOR RNO ANER Ra a REN 8 Creating NEW User ACCOUNTS arealer aS 8 EGILING USER ACCEOUN eT 9 Sana Le TTT 10 Changing Staff Permissions by Changing Title Job Classification 10 Custom Staff Permissions by Modifying from Title s see ee eee eees 12 SUPPORT ee 12 Managing Organization I Ds County amp Tribe rrrruuuuunnnnnnnnnnnnnnnnnvnnnnnnnnnnnnns 13 To View the Organization Information cc e e cece K e e K 13 To Edit the Organization Informatio TTT 13 Pl anningusaseasssadssessrvesls NASAS 14 RISK S POLENE
11. 1 Click Administration in the menu 2 Click Change Password in the Sub Menu Change Password Home gt Administration gt Change Password Submit Click Submit Change to contirm your new password Your change becomes effective immediately Help Current Password eee New Password Password 3 Fill in the appropriate fields Note if your New Password and Re enter New Password are not identical the system will not accept them and you will be asked to re enter the two Take special care when typing these two fields 4 When finished click the Submit Change button Managing User Accounts Since the admin account is the only account automatically created in the system you should create a new User ID and Password for yourself and others that will be using the system in your organization Creating New User Accounts 1 Log in to the PBPS 2 Click Administration in the Menu 3 Click Staff in the Sub Menu 4 Click Add in the Task Pane The table below shows the available fields Note Red text and Asterisk denote required fields Login General Demographic Education Contact Information Information Information Information Information User ID gt Salutation gt Birth Date Degree o Work Phone Password FirstName Gender __Mocational Education Work Phone Ext _ Last Name Race Field of Study Email o Title Ethmicityy Work Address Status mms Work City Second Language s Wo
12. A new text data field will appear 6 Write your note in the text data field where it reads Place new note here Up to 999 characters Page 18 of 65 Table of Contents Objective Notes Home gt Planning gt Goals Objectwes gt Objective Notes Motes Organization ADAMS 2005 2007 Factor Waiting x x x x x x ae Increased community volunteerism in businesses in city Submission Br2V2007 Account This is a community bonding opportunity Edit Administrator 104 Under Review By 0 churches with church religious leaders involving district 1 DASA Save Cancel Bea e200 Administrator Aceounqiod Place new note here Up to 999 characters 7 Click Save next to the comment box to commit your changes Note If you do not want to save your changes click Cancel Editing Objective Notes Log in to the PBPS Click Planning in the Menu Click Objective Notes in the Sub Menu Select from the Factor drop down menu a factor that you desire to address Note The Goal Descriptions of the selected factor will be displayed Click the Edit button next to the Objective Note Make your changes to the text data field Click Save next to the comment box to commit your changes Note If you do not want to save your changes click Cancel sn Se Page 19 of 65 Table of Contents Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Notes Organization ADAMS
13. ID 1068 l Service Date Parent G U aris n E N Match Contact Time Hrs k Indirect Mentor Time i Hrs Program Staff Time Hrs Semice Description Page 54 of 65 Table of Contents Maten Indireerrrogran Dats Ta LE iilenms Se ParendGuysrdjer Naseripqon Time Tunes Tiere Adding the Subsequent Mentor Services Click Implementation in the Menu Click Mentor Service in the Sub Menu Select the Mentoring Program in the Program drop down menu Click Filter by Group and select the group you assigned with your program when you created your Mentees Select the mentor of the match in the Mentor Name drop down menu Select the mentee of the match in the Mentee Name drop down menu Click Add in the Task Pane Type the service date in the Service Date text field Check the check box next to Parent Guardian if a parent or guardian attended the service 10 Type the direct time spent by mentor with the mentee in the Match Contact Time text field If no direct time was spent type 0 zero 11 Type the indirect time spent by the mentor in the Indirect Mentor Time text field If no indirect time was spent type O zero Examples time spent driving to match meeting time spent with the program staff etc 12 Type the time spent by the program staff in the Program Staff Time text field If no program staff time was spent type O zero 13 Enter a service description in the Service Description text field 14
14. Ln E UU KJ KA Click Implementation in the Menu Click Participant in the Sub Menu Click Edit in the Task Pane Make changes to the form Click Save or Cancel in the Task Pane Deleting Participants Note You may not delete a participant that is already used in a service or in a Mentoring program L R Click Implementation in the Menu Click Participant in the Sub Menu Click Search in the Task Pane Click the Select button for the appropriate participant Click the Delete button in the Task Pane Confirm the delete request Encrypting Participants Names By encrypting the participant name the PBPS strips the name from the participant record and assigns an unidentifiable number which becomes their ID that is used to manage the participant within the PBPS Encryption is important in order ensure client confidentiality and to handle the participants who withhold their name PBPS SO ka You can only encrypt a participant s name after the participant has been added and saved into the NOTE ONCE A PARTICIPANT S NAME IS ENCRYPTED IT CANNOT BE UNDONE IT IS PERMANENT Click Implementation in the Menu Click Participant in the Sub Menu Click Search in the Task Pane Click the Select button for the appropriate participant Click the Encrypt Participant Name button Click OK at the dialog box that appears Note This is your last opportunity to abort If you click OK then the changes cannot be reversed
15. Ongoing You may add existing Participants from your Group list with the Add Existing Participant To Attendance drop down The SET ATTENDANCE TO and SET COMPLETION TO buttons allow complete toggling of the Attendance and Completion status that is displayed Example an after school drop in program may have more participants that do not attend routinely than those that do attend This feature allows you to set the Attendance to NO for all participants and only change the YES cells that did attend thus saving time Select the Yes or No in the Attendance drop down menu for changes if any Select Ongoing Complete or Withdrew in the Completion drop down menu if changes are needed Click Save or Cancel in the Task Pane If you want to add a participant click Register Participant button Click the Return to Service button if you wish to add additional service entries Attendance Reporting Screen Edit Print Return to Service Register New Participant Allendance Program sroup Propect ALERT G 20 2008 test group Add existing participant to Attendance Table Client Name Attendance Completion 1 Andrew Boysen Yes Ongoing Acta d Ericka N Boysen YES Ongoing IR cO 3 Nicoale M Boysen Yes Ongving Active 4 Heidi Bodd YES Ongoing Actwe 5 Bll Stahl es Ongoing Acie Barry While Yes Ongoing Acting Using the Copy Service Button aS hd cai Click the Implementation tab in the Menu Bar Click the Recurring Service in the Sub Menu
16. Other Status Vwaiting Submission Notes lew Program Notes Loo SO Description D Fund Amount Match Amou Partial Screen Shot Adding Best Promising Practice Programs In some Best Promising Practice programs some of the following data fields may be automatically filled If so you are encouraged unless under special circumstances to leave these auto filled data fields alone Page 22 of 65 Table of Contents Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane Click the radio button selecting Best Promising Practice Select the objective that the program will address from the Objective drop down menu Note The objectives displayed in the Objective drop down menu are the ones that you have entered into the system You may have several programs addressing a particular objective but you may only have one objective associated with each program 7 Select the Science Based program type from the Science Based drop down A T lh ae a menu Type Description Best Practice _Considered a best practice on the WestCAPT website 8 Select the program you are going to implement in the drop down menu next to the right of the Science Based drop down menu Note For more information about WestCAPT and types of programs click the INFO button This will create a pop up window displaying the WestCAPT website 9 Click the Apply button Not
17. Page 17 of 65 Table of Contents Objective Notes NEW Objective Notes are meant to compliment the Objective Writer by enabling prevention specialists to clarify questions or supply additional information about objectives for the RPM to review before approving that objective Objective Notes are organized by their associated Factor Objective Notes can only be attached to Objectives that have been already been entered into the PBPS Each objective can only have one attached note which can be later edited Adding Objective Notes Log in to the PBPS Click Planning in the Menu Click Objective Notes in the Sub Menu Select a factor from the Factor drop down menu Note This step will display the Goal Descriptions of the selected factor ag ul Objective Notes Home gt Planning gt Goals Objectwes gt Objective Notes Notes Organization ADAMS 2005 2007 Factor PiCommunity Bonding opportunity skills and recognition Waiting i lani nb Submission Mereased community volunteerism in businesses in city BJZVZO0T Account This is a community bonding opportunity Administrator 104 Under Review By O churches with church religious leaders involving district 1 BASA Add Note Accepted O option for families in community 2 Accepted O this is a test of the outcome in businesses with test 20 Partial Screen Shot 5 Under the appropriate Goal Description click the Add Note button Note
18. Type the amount of funding that your country tribe is contributing to this program in the Value Matched text field Check the checkbox next to Is your agency the Fiscal Agent if it is true Type a description of the funding source in the Grant Donation Partner text field Community Coordination Home gt Implementation gt Community Coordination Search Help CBC Group Copy CBC CBC Reporting Quarter 2005 Jul Sep Organization Count Method Accessing services and funding activities are counted in the data as single prevention services Record the service population Reporting Date Partial Screen Shot Quarterly Reporting Media AUNE sjel Note You must create CBC groups before you can report quarterly Log in to the PBPS Click Implementation in the Menu Click Community Coordination in the Sub Menu Select the appropriate reporting period from the Reporting Quarter drop down menu Select Community Capacity from the Reporting Category drop down menu Select the appropriate service code from the Service Code drop down menu Page 48 of 65 bei E 10 11 12 13 14 VS 16 17 18 Table of Contents Note See Index of Services Click Add in the Task Pane Select the appropriate group from the CBC Group drop down menu Type in the number of units being counted that appear in the Count Method data field in the Count text field Note the Cou
19. Yes 2nd meeting 1126 2008 4 25 0 No istmeeting Edit Delete Change Details 1121 2008 0 0 25 No contacted mentor Edit Delete Change Details Adding a New Group Support Activity Group support activities are group events that offer support for mentors or mentees or mentees families Such events are Mentee Orientations Mentor Trainings or Group Support Meetings Time spent between a mentor and mentee is not a Group Support Activity Click Implementation in the Menu Click Group Support Activities in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu Note The Program Description will automatically be filled in based on the chosen Program Select and objective from the Objective drop down menu Note An Objective Description will automatically be filled in based on the chosen Objective Enter the date mm dd yy of service in the Service Date field Select the school district in which the event will take place in the Event Location by School District drop down menu ae VO RARE X Note If multiple school districts are served by one event use the district that has the most attendants 8 Select the CSAP Category from the CSAP Category drop down menu Note If you select the Information Dissemination CSAP Category a Type drop down menu will appear after the screen refreshes 9 Select the Service Code from the Service Code drop down menu 10 Select the Serv
20. aj Target Number of on going matches for the program Program Capacity LE E b b Expectation for the frequency of contacts per month eS E c Expectation for match contact time total hours per month a ee d d Number of staff directly overseeing the matches All 2 flelds required 3 Which of the following services are provided to youth enrolled in the mentoring program F Mentor and youth engage in structured individual activities Mentor and youth engage in structured group activities F Classroom training using a structured curriculum Formal academic tutoring in addition to that provided in the mentoring relationship F One on one or group counseling by a trained professional F Mentee Family Training Parent Education other Required as many as apply Page 65 of 65
21. be filled in based on the chosen Service Code 10 Type the length of time hours in decimal form spent in performing this category task in the Total Length text field Note 2 Hours 45 Minutes 2 75 Hours 11 Type a description of the service in the Service Description text field 12 Type a description of the benefits of the session in the Describe the benefits or value of this work text field 13 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Community Coordination Horne gt Implementation gt Community Coordination CBC Group Copy CBC CBC Reporting Quarter 2005 Jul Sep Organization Reporting Category Community Capacity Search Count Method Accessing services and funding activities are counted in the data as single prevention services Record the service population Reporting Date I Help Partial Screen Shot Quarterly Reporting Environmental Strategies Note You must create CBC groups before you can report quarterly 1 Log in to the PBPS Page 46 of 65 Table of Contents 2 Click Implementation in the Menu 3 Click Community Coordination in the Sub Menu 4 Select the appropriate reporting period from the Reporting Quarter drop down menu 5 Select Environmental Strategies from the Reporting Category drop down menu 6 Select the appropriate service code from the Service Code drop down menu
22. button in the upper right section of the form 9 Click the Edit in the task pane 10 Select the appropriate permission level in the down boxes next to each Menu section 11 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel 12 Click Back to return to the Staff Information form aoe FN Subcontractors Users at the Service Provider Level subcontractor level have the option of linking the participant identification directly to the user that created them to insure participant confidentiality from other users An example may be a contracting agency that has multiple staff members who serve different school districts One of their school districts may require complete participant confidentiality By selecting Administration in the Menu Staff in the Sub Menu the Staff Information form appears Checking the Subcontractor check box in the form ensures that the participant record including personal information can only be viewed by the user that created it Note A County or Tribe can only view the participant records of which that County or Tribe is the service provider no subcontractor In other words County Tribe and State Levels are prohibited from viewing the participant records including personal information created by Subcontractors Subcontractors must verify the application of this option with 7 their county prevention specialist before configuring this fe
23. field You may enter Mentee information in this menu or in the mentoring module menu 6 Check the CTI box if the participant is in the Children s Transition Initiative program 7 Select a group from the Available Program Groups data field Note If you haven t created a Group to add participants into go to the Creating a Group and Adding it to a Program section Note You may also create a Group first and then assign the participants to the group after all participants have been entered into the system This may save time by not performing the additional group steps below if you have a large amount of participants to enter 8 Click the Up Arrow button to assign selected group Note If you make a mistake click the erroneous Assigned Program Group and click the Down Arrow button to remove group assignment 9 Click Save or Cancel in the Task Pane Participants S GQ Settings a Home gt Implementation gt Participants Help E Ethnicity Marital Status Status Local ID Save If the participant has already been registered in the mentor module you do you not need to register them here They already are available to be Cancel added to groups Participant Information First Name Middle Initial Last Name Sex Birth Date Gender Max 20 characters Mentoring CT Mentoring Free Reduced Lunch UnknownNo Answer Partial Screen Shot Page 33 of 65 Table of Contents Editing Participants
24. screens shift with the Task Pane staying at the top after you select your Mentor Name 7 Select the mentee in the Mentee Name drop down menu Note The Mentee Name drop down menu is populated by all the mentees that are attached to the mentor 8 Type the service date in the Service Date text field 9 Check the check box next to Parent Guardian if a parent or guardian attended the service 10 Type the direct time spent by mentor with the mentee in the Match Contact Time text field If no direct time was spent type 0 zero 11 Type the indirect time spent by the mentor in the Indirect Mentor Time text field If no indirect time was spent type O zero Examples time spent driving to match meeting time spent with the program staff etc 12 Type the time spent by the program staff in the Program Staff Time text field If no program staff time was spent type O zero 13 Enter a service description in the Service Description text field 14 Click Save or Cancel in the Task Pane Assessment Capacity Planning Implementation Evaluation ies ES r el gill Reports Knowledgebase Communication Administration Suport Mentor Service i Settings a Home gt Implementation gt Mentoring gt Mentor Service Mentor Service Save JG JJ vn z Program Region 3 Mentoring sl Cancel EE ud n i t St bn Het EE training Program Description Filter By Group Mentor Name Flint Maxwell a K Help Mentee Name _ Sharp Tim Match
25. text above the data field containing the objective now reads Under review by DASA when before submission it read You can edit this objective Page 16 of 65 Table of Contents Goals Objectives Home gt Planning gt Goals Objectives Factor CGoal Info 2005 2007 Add senger Factor RJEarly Initiation of the Problem Behavior Edit ee Accepted By Help Mb DASA Objective is already accepted by DASA OY contribute to the increase of refusal and resistance skills among middle school students in Adams County Objective iz already accepted by DASA delay initiation by enhancing protective factors among churchrreligiaus leaders for test2 1 Editing Objectives 1 Log in to the PBPS 2 Click Planning in the Menu 3 Click Goals Objectives in the Sub Menu 4 Select a Factor from the Factor drop down menu Note The factors that appear in the Factor drop down menu result from the process of Planning Factor The Goal Description changes when a different factor is selected from the drop down menu 5 Click Edit in the Task Pane 6 Click the Edit button next to the objective that you wish to modify Note If the Edit button is not present next to the objective the objective is not available for editing If this objective needs to be modified contact your Regional Prevention Manager RPM 7 Make changes to the form 8 Click the Refresh Objective String button Note This will refresh the pa
26. the target population s of the program from the DASA Population drop down menu Note By selecting a DASA Population the title of the group is added to the data field below the drop down menu If you erroneously added a population and want to remove it select that population in the data field and click the arrow pointing up to remove it Select the Institute of Medicine IOM Model Type from the I OM Model Type drop down menu Universal Strategies targeted to the general public or a whole population group that has not been identified on the basis of individual risk 2 Universal Direct Interventions directly serve an identifiable group of participants but who have not been identified on the basis of individual risk e g school curriculum after school Selective Strategies target subset of the total population that is deemed to be at risk Indicated Strategies are designed to prevent the onset of substance abuse in individuals who do not 14 Type meet DSM IV criteria for addiction but who are showing early danger signs Select the implementation type from the I mplementation Type drop down menu Description Page 21 of 65 Table of Contents Anything else i Western Center for Applied Prevention Technologies WestCAPT http casat unr edu westcapt 15 16 17 18 19 21 Unless the program will not have any service activities for 30 days select Active in the Status drop down menu Type
27. the total number of sessions the program will have in the Number of Sessions text field Type the total number of hours of direct service for this program in the Total Hours text field Example If there are twenty occurrences of half hour sessions then the total number of hours would be ten Select yes or no in the Mentoring drop down menu Note If you do not select Yes in the Mentoring drop down menu this program will not be available in the mentoring form Select yes or no in the CTI Research drop down menu 20 If you have Assessment Instruments to add select those from the Assessment Instruments drop down menu In order to add the selection in the drop down menu to the data field below click the Apply button Note If you erroneously added an Assessment Instrument and want to remove it select that Assessment Instrument in the data field and click the up arrow to remove it Note Once the Assessment Instrument has been selected in the drop down menu click the Info button to preview the survey instrument administered to the target audience to review drop down menu choice Click Save next to the comment box to commit your changes Note If you do not want to save your changes click Cancel Note You can only add Matching Funds after saving the program After you save the program add Matching Funds Programs Home gt Planning gt Programs A Save Cancel Help InnovativerOther Innovative
28. 2005 2007 Factor P Community Bonding opportunity skills and recognition Waiting submission Mereased community volunteerism in businesses in city Bre 12007 Account This is community bonding opportunity Edit Administrator 404 Under Review By O churches with church religious leaders involving district 1 DASA Br22r2007 Account 5 churches have church religious leaders involving district 1 Edit Administrator 404 Accepted O option for families in community 2 Accepted O this is a test of the outcome in businesses with test 20 Removing Objective Notes 1 Log in to the PBPS 2 Click Planning in the Menu 3 Click Objective Notes in the Sub Menu 4 Select from the Factor drop down menu a factor that you desire to address Note This step will display the Goal Descriptions of the selected factor 5 Click the Remove button next to the Objective Note Note The following message will appear Microsoft Internet Explorer 2 re you sure you wish to PERMANENTLY DELETE this record 6 Click OK if you want to remove the Objective Note Click Cancel if you do not want to delete the Objective Note Page 20 of 65 Table of Contents Programs Programs are implemented with the intention that they will result in a specific objective That objective is associated to a goal that is tied to a particular risk or protective factor The program you select is the means by which you address risk a
29. 77 25 2008 Service Location DARRINGTOP I w CSAP Category mr Service Code STI Speaking Engqaqamants vd Count FMeihod S rvice Population Count Group Mane Existing Groupe Service Deseriptiaes Benchmark Speaking engagements are counted in ihe data set as single prevention serices Usa Serica Type Code STNI7 Record the service population 1 SP15 Parents Familias wF Ra C S seslon Length 4 66 Hours Darringtan Family Caring Might Families come together f r infernatman sharing abou ways to make the family unit atranger F armi caureelors help facalitate this reeling HBO Mot State Benchmark Tal Single Service Staff Service Time Reporting 1 Record the Service time for each staff member that contributed to this service You do not need to click on Add or Edit just type the Direct and Indirect Staff Service Time in the columns to the right There may not be Indirect Staff Service Time for each individual Note 2 Hours 45 Minutes 2 75 Hours Note Direct Service Time is the same as the session length Note Indirect Service Time is the time that went into planning preparing coordinating and reporting the service basically the total time minus the session length 2 Click the Save button when finished and you will automatically go to the Service Demographics reporting screen Page 36 of 65 Table of Contents KIT Integrated Service th Settings Return To Service Examples 2 25 is 2 H
30. Contents Goals Once you have determined the Risk and or Protective Factors the PBPS automatically generates a Goal s based on the chosen Factor s The next step is to add objectives that will aid in the fulfillment of the generated Goal s Note An objective can be assigned to only one Goal but a Goal may have many objectives Planning Objectives With NEW Objective Writer A new feature of the 2005 2007 PBPS is the Objective writer This was designed to make the objectives easier to compose while ensuring the inclusion of the pertinent information The Objective Writer was also designed to aid in analysis and reporting by using key terms Adding Objectives Log in to the PBPS Click Planning in the Menu Click Goals Objectives in the Sub Menu Click Add in the Task Pane Select a Factor from the Factor drop down menu Note The factors that appear in the Factor drop down menu result from the process of Planning Factor The system generated Goal will be displayed 6 Select an Outcome from the list displayed by clicking Select to the right of the objective Note The available outcomes to choose from are specific to each Factor If the outcome that you desire is not in the drop down list choose Other When you choose other the screen will refresh and an Outcome Other text field will appear Type your desired outcome here 7 Select a Link or preposition from the Link 1 drop down menu Note The link or
31. FaGlOls Lupen auk ie min 14 Adding Risk amp Protective Factors nirin e cece eee aa EEEE 14 GOIS EN TE EP a rei 15 Planning Objectives With NEW Objective Writer see e e K 15 elel ODJEVNE S Her oa eal nda he Honea caries 15 Seigle Eeee UT 17 Objective Notes NEW Lue Seb ae 18 AGAIN OD ective Oe TTT 18 EALING ODIECUVEG NOLES TTT 19 REMOVING ODIEClIVE NOLES iscsi rare ned ras AG Ark rederiene 20 Programs avant d 21 Adding Innovative Other Programs sse e e e e e K e e 21 Adding Best Promising Practice Programs see ee ee e e e K K KK 22 Adding Matching FIN TT 25 Creating a Group and Adding it to a Program sees eee e e e e ee e 20 Editing Group Already Added to a Program ccccccecseeeeeeeeeeeeeeeeeneneeeeeteneaes 28 Program REDGrting Status Page sva 29 Changing the Status of a Program cece cece K K 30 PAGING aN OC TTT 30 Viewing and or editing an Existing NOte ccccccceseeeeeeeeeeeeeeeeeeeeeeeeeenas 31 Viewing the Compliance of a Program see e e e K e e e e e e K KK 32 SEN TT 33 RAGING P l OPNE GN 33 EGIEING PETE ANS eee 34 Deleling Participants TT 34 ENeCry DUNG Participants NEMNE Gr 34 Adding a New Single ServiCe c ccc eccceceeeeeesseeeeeeeeeeeeeeeeeeeeeeeeeeeegaeeeeeenennas 35 Single Service Staff Service Time Reporting cc c e e KK 36 Single Service Demographics Time Reporting ccceeeeeceeeeeeeeeeeeeeeeeeeeeeees 37 Using the Copy
32. Parent Guardian service Description Bowling Challenge Benchmark Not State Benchmark Selected Matches EY aod isi RTE eee Available Matches 1Betty White Mentor 1S5usan Hilbert Mentee 1Billy Jones Mentor 1Albert Jones Mentee annie smith Mentor bob jo Mentee Maxwell Flinter Mentor Tim Sharps Mentee Page 61 of 65 Table of Contents Mentoring Surveys The Mentoring surveys available in the PBPS are designed to capture data related to quality mentoring programs as defined by the National Mentoring Center http www nwrel org mentoring Below is a sample of surveys not necessarily required by DASA but refer to your contract to determine which surveys are required Type Description Mentee Risk Profile This is a pilot tool designed for CTI to be completed by program staff to NEW Pre Post determine if a mentee faces multiple risks Mentee Pre test To be completed by the Mentee prior to the delivery of services along with the DASA required Pre Test PPG This Pre Test will be compared later to a Post Test at the end of the match Mentor Support To be completed by the Mentor midway in the match relationship ideally 6 Tracking months after initial match This tool is designed to check the quality of the match support from the mentors perspective and inform program staff accordingly Mentee Post Test To be completed by the mentee upon the closure of the match or a
33. Select Pariz rue r Sina Ke Parlicngent List DATA EM TRY COMPLETED GROS CLOSED ALL SURVES 8 ENTERED FOR THIS MEINE Check the box Data Entry Completed Group Closed only if you have completed the program and the last service session has been entered When you check this box the Group will not display on the Groups drop down for the program you are using i e no need to see Groups in a list if you are finished with them ALSO check this box if you wish to run an Outcome Report Check the box All Surveys Entered For This Group if you wish to run an Outcome Report but haven t completed providing program services for this Group You will still be able to continue entering services for this Group Example Perhaps this is a long term program and you wish to conduct a Post Test survey half way through the program and then finish with a Follow Up survey upon completion of the program Adding a New Recurring Service Series By adding a new recurring service series you also add the first session Subsequent sessions use the information entered in the steps below and therefore require less time to input than the first session Note You must have a Program Group with participants created before proceeding Refer to the previous section Creating a Group and Adding it to a Program 1 2 3 4 oe 10 11 Click Implementation in the Menu Click Recurring Service in the Sub Menu Click Add in the Task Pane Select a pro
34. Service Button ccccccc cece ee ceeee eens eeeeeeeeesegeeeesseeganees 38 Page 2 of 65 Table of Contents Deleting Single SE VIE Juan G ee 38 Creating a Group and Adding it to a Program cc cece eee e e K K 39 Adding a New Recurring Service Series ccc ee e e 41 Recurring Service Staff Service Time Reporting ee e e e e e e K eee eeeeeeeeees 43 Recurring Service Attendance Reporting sesssserererrererrrrererrrrerrrrrrerrerne 44 Using the Copy Service Button ssssssssrrrerrrrrrrrrrersrsrerrrrrrrererererrrrrrere 44 Deleting a Recurring Service raaannnnnnnnnnnnnnnssnnnnnnsnnnnnnnnnsnnnnnnssnnnnnnener 45 Community Based Coordination CBC ee x 9 aE E ASR T Yea CE AN Rae aE N RN 45 Creating a GBC Grom amvaruvvsmesernd skannet had emer gane 45 Quarterly Reporting Community Capacity a aarannnaannnnnnnsnnnrnnnnsnnnnnnnnsenr 46 Quarterly Reporting Environmental Strategies ccccccee cece ee eeeeeeeeees 46 Quarterly Reporting Funding ccc ccc ccc e ee ee 47 Quarterly Reporting Media cc ee ee eee 48 CODY GBE BON ATOR 49 Mentori g ssassn a aa aa a eedadee 50 Registering MENS sr 50 REGISTERING MENES ae Ge Pr aes 51 Creating the Mentor Mentee Match ccc cece eee e eee eeeee eee eeeeeeeeeeeeeeeeeseeaaes 53 Adding the Initial Mentor Servie sanani cece eee eeeeeeeeeeeeeeeseeeenaeeeeeenennas 54 Adding the Subsequent Mentor S
35. When adding a new participant to the PBPS you may assign them to particular groups 1 2 K 4 Click Planning in the Menu Click the Program link in the Sub Menu Click the Select button to the program to which you would like to add a group Click the Add Edit or View Groups button Program Screen Add Edit Search Print Help Add Edit or View Groups Program 1 of 21 FjasdPrymlsinyg rrysdsa Status Used In Semice Hotes View Program Notes Objective E Science based Program Name I Description Project ALERT is a achool based social resistance approach lo drug abuse prevention The curmculum specifically targets cigarettes alcohol and manjuana use Funding Sources Fund Amount T Match amp Amount 5 Click Add in the Task Pane Page 39 of 65 Table of Contents KIT Integrated Service Lh Settings Program Group Screen E katup Program Mama Cancel rr Description Project ALERT is amp school based social resistance approach to drug vied abuse prevention The curriculum spectrally targets cigarettes alcohol Group Nama Selected Participant Group Help UW A W W Participant List Scott James nn cv Sharp Tir Sharps Tim amih Tim DATA ENTRET Pay will MOT be able to anter more semces data later To nn an Outcome Repon aso COMPLETED check ihe All Surveys Entered box below GALANT GA E U ALL SUAVEYS This enables wou to ren an Gutcome Repor
36. active and services are not recorded Out of Compliance if a Status is Active and services are not recorded The preceding is summarized in the following table Status Services Compliance Active Not recorded No Active Recorded Yes Inactive Not Recorded Yes Page 32 of 65 Table of Contents Services The PBPS distinguishes services as either being single or recurring A single service is a service that is a singular event intended for a particular target population A recurring service is a service that is performed as a part of a series multiple sessions for the same target population of all the sessions in the series Examples Single An assembly at a local school presented by a motivational speaker Examples Recurring An eight week series of classes on the effects of drugs held at the local community center Note Before proceeding you must have already created groups See the section Creating a Group and Adding it to a Program Adding Participants In the PBPS the participants are the attendants of services that are used to track certain data attendance progress demographics etc used to generate reports by DASA counties tribes and service providers 1 Click Implementation in the Menu 2 Click Participant in the Sub Menu 3 Click Add in the Task Pane 4 Enter participant Categories with yellow boxes are mandatory fields the blue boxes are optional information 5 Click Yes or No in the Mentoring
37. ant who has not yet been added to the PBPS not present in the Participant List to be added to this group and subsequently the Recurring Service you may do so when you add the Participant to the PBPS Note Groups do not need to be populated to be attached to Recurring Services 9 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel KIT Integrated Service Group Save Description Community Counseling Services provides an opportunity for the sixth graders inthe Cancel Othello School District to have experiential education The skills taught are M Group Name Hy LYLE selected Participant 971205630 101 Group lastname first name lastname first name Help lastname first name Participant List lastname first name lastname first name lastname first name lastname first name Group ls J Check this box only when the services for the group are completed Completed Program Reporting Status Page To View programs at the Program Status Page 1 Click Planning in the Menu 2 Click Program Status link in the Sub Menu 3 Find the program and the month of which you desire to check the status a If the corresponding cell has a check then the program is Active b If the corresponding cell doesn t have a check then the program is Inactive Page 29 of 65 Table of Contents Program Status Home gt Planning gt Programs gt Program Statu
38. articipants in the PBPS Note If the Mentee is already a registered participant then you need to select Yes in the Mentoring drop down menu in the participant screen See Editing Participants Create the Mentor Mentee Match Mentoring Services are divided into three categories TYPE mmm De SCription Mentor Services Records any one to one services including the actual Mentor Mentee match time or program staff time with the Mentee Mentor or Mentee s family gt Group Support Records any supportive activities that occur with groups of Mentors or Mentees Activities such as group orientations trainings or mentor support groups Group Match Records other types of group activities usually with groups of Mentors and Mentees Activities together such as group recreational activities 77444744 Registering Mentors J LU KJ KA Click Implementation tab in the Menu Click Register Mentors link in the Sub Menu Click Add in the Task Pane Make changes to the form Note Mentoring research has shown that mentoring is more effective when the Mentors receive mentor training prior to being matched to their mentee Click Save or Cancel in the Task Pane Page 50 of 65 Table of Contents Register Mentor H amp Settings 4 Home gt Implementation gt Mentoring gt Register Mentor Mentor Information 7 General Information Cancel Salutation First Mame Last Mame Pre Match Training O Yes ONa Background Checke
39. ask Pane UB W mE Page 51 of 65 Table of Contents Assessment Capacity Planning Implementation Evaluation Pl s e 0 Sert Reports Knowledgebase Communication Administration Register Mentee Settings 4 Home gt Implementation gt Mentoring gt Register Mentee Save Encrypt Participant Name Mentee Information Add TER First Name Dave Middle Initial 1 Edit Last Name Sex Male Delete Search Race Print zas Fthnicity Hispanics or Latinos Marital Status Help Z EEE set Status E Local ID i Max 20 characters Mentoring T Wentonne Lali i ETTEOTINGO Free Reduced Lunch Uni nown No nswer Contact Information Emergency Contact Information Programs Assigned Program Groups Counter Advertising 6 2 2007 test ACROSS AGES Group1 Project ALERT Bills 6 17 2007 test group Coping with Work and Family Stress Bills test for 6 16 class Note Assigning a mentee to Program Group pair will not limit the programs that mentee can be part of in the mentoring module Page 52 of 65 Table of Contents Creating the Mentor Mentee Match A unique id number is given to each mentor mentee match including rematches A mentee can only have one mentor while a mentor can have multiple mentees If a mentor mentee match does not work you must close a match before the mentee can be re matched to a new mentor In all matches the primary reference point is the mentor
40. ata field below the Funding Amount in the top half of the form which was and will continue to be locked from editing Gal as od Page 25 of 65 Table of Contents Matching Funds visible false Cancel Matching Funds Matching Amount f Creating a Group and Adding it to a Program In the PBPS group management was designed to make Recurring Services see Services easy to track and record To each Recurring Service a program and group must be associated Each group is composed of designated participants upon which the service will be performed So when you associate a Recurring Service with a group all the members of that group are associated with the Recurring Service Groups can be modified on the fly a participant can be added at any time or removed only if the service has not commenced When adding a new participant to the PBPS you may assign them to particular groups 1 Log in to the PBPS 2 Click Planning in the Menu 3 Click Programs in the Sub Menu 4 Click the radio button next to Show All 5 Find the program to which you would like to add a group and click the Select button 6 Click the Add Edit or View Groups button at the top of the page Page 26 of 65 Table of Contents Programs Home gt Planning gt Programs Add SasdPromising Practices Edit Delete Status Waiting Submission Notes View Program Notes Search Submit Print Help oclence based Program Name Descript
41. ature Page 12 of 65 Table of Contents Managing Organization I Ds County amp Tribe The Organization ID that you used to sign into PBPS is associated with the County or Tribe for whom you work When the Organization ID was created some contact information may have been added to the account Please review this for accuracy To View the Organization Information 1 Log in to the PBPS 2 Click Administration in the Menu 3 Click Organization in the Sub Menu To Edit the Organization Information 1 Click Edit in the Task Pane 2 Make changes to the form 3 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel Note The County or Tribe Names and IDs can only be changed by Kit Solutions Inc through PBPS If you notice an error in one of these please submit a request through Support section of the Menu This will open up another browser window Click the Contact Kit link fill in the appropriate information and click the Submit button to have it changed Organization Home gt Administration gt Organization Edit Status County Print Help State wa Zip Code 29344 O Choose Contact First Name Account To edit this individual s information go to the Staff torm Page 13 of 65 Table of Contents Planning Risk amp Protective Factors All of the goals objectives programs and services you provide should be l
42. before you can report quarterly Log in to the PBPS Click Implementation in the Menu Click Community Coordination in the Sub Menu Select the appropriate reporting period from the Reporting Quarter drop down menu Select Community Capacity from the Reporting Category drop down menu Select the appropriate service code from the Service Code drop down menu Note See Index of Services Click Add in the Task Pane Select the appropriate group from the CBC Group drop down menu Page 47 of 65 10 11 12 13 14 ike 16 17 18 Table of Contents Type in the number of units being counted that appear in the Count Method data field in the Count text field Note the Count Method will automatically be filled in based on the chosen Service Code Type the length of time hours in decimal form spent in performing this category task in the Total Length text field Note 2 Hours 45 Minutes 2 75 Hours Type a description of the service in the Service Description text field Type a description of the benefits of the session in the Describe the benefits or value of this work text field Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Type the title of the grant or donation in the Grant Donation Title text field Type the amount of funding received by the above specified grant or donation in the Grant Donation Received text field
43. ch in the Mentor Name drop down Select the mentee of the match in the Mentee Name drop down Click one of the following buttons oe en Button Edit Delete Change Details Description Change Contact Time Indirect Time Program Staff Time and Parent Guardian Deletes the Record Objective Obj Description Service Location CSAP Category Service Code Service Population and Benchmark of all the services of the match 7 Make changes to the form 8 Click Save or Cancel in the Task Pane Page 56 of 65 Table of Contents Assessment Capacity Planning Implementation Evaluation E I T d E Reports Knowledgebase Communication Administration Mentor Service Ej Settings Home gt Implementation gt Mentoring gt Mentor Service Next Match gt gt Copy Service Mentor Service Add cae EE Program Region 3 Mentoring go training Program Description Print Filter By Group Help Mentor Name Flint Maxwell Tk c 7 Mentee Name Sharp Tim Match ID 1068 Match Contact Time 0 Hrs Match Indirect Program Date Contact Mentor Staff Parent Guardian Description Time Time Time 2411 2008 2 25 5 No after school activities Edit Change Details 272008 D 0 25 No spoke with mentor Edit Delete Change Details 26 2008 0 0 25 No spoke with mentee Edit Delete Change Details 2 2 2008 45 25 D
44. click DONE when complete Click OK when asked to save the survey if you would like to save the changes Click Cancel when asked to save the survey if you would like to abort the changes Page 62 of 65 Table of Contents Mentoring Surveys Home gt Implementation gt Mentoring gt Mentoring Surveys Mentoring Surveys Select Program Mentoring Survey Print Select Mentor t Select Mentee w Survey Date Cl Confidential Check only if testing students in lab setting Match Closure Mentor Mentee matches that come to an end should be documented in the PBPS Since the PBPS will not allow one mentee to be matched to more than one mentor simultaneously you will have to enter the match Closure in the PBPS before creating a new mentor mentee match with that mentee Once the match is closed you will not be able to input any data for that match You should enter all data into a match before closing it aoe ee YS 2 10 11 12 Click Implementation in the Menu Click Match Closure in the Sub Menu Click Add in the Task Pane Select the program from the Select Program drop down menu Select the mentor from the Mentor Name drop down menu Select the mentee from the Mentee Name drop down menu Type the last contact date between the mentor mentee in the Date of Last Match Meeting text field Click the radio button next to the reason to indicate the Reason for Match Closure Click t
45. ct Increase refusal and resistance skills Select Increased communication skills Select Increased family cohesion select Select Link 1 Target Group church religious leaders Link 2 i Location Change Amount Estimate of anticipated change Show Objective String Objective Accepted By Objective DASA Obiective is already accepted by DASA Partial Screen Shot 14 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel Note Once the objective has been saved it will appear at the bottom of the table of other objectives associated with that factor 15 Click the Submit button to submit the associated objective for approval by your Regional Prevention Manager RPM Note The RPM will accept the objective or contact you with recommendations for editing and resubmission You will receive an email from the PBPS when the RPM accepts your objective At this point you can continue to develop your program Note Once the Objective is submitted it cannot be edited Please check that the objective is complete and accurate 16 Once you have submitted the objective a pop up will appear Click OK to submit or Cancel to not Note If you clicked OK then you will receive another pop up reporting the status of the Submission Success or fail Click OK Notice the absence of the Submit button next to the recently submitted objective Also the
46. d Demographic Information Birth Date DEX Race Ethnicity Help Registering Mentees Mentees should be registered in the Register Mentee screen only if they are not already registered participants in the PBPS All mentees are participants but not all participants are mentees Please check the Participant List using the search feature to confirm the mentee is not already registered as a participant Note If the mentee is already a registered participant then you need to select Yes in the Mentoring drop down menu in the participant screen See Editing Participants Click Implementation in the Menu Click Register Mentee in the Sub Menu Click Add in the Task Pane Make changes to the form Select a group from the Available Program Groups data field Note The programs that appear in the Assigned Program Groups data field are those programs that have selected Yes to the Mentoring drop down menu in the program screen Note If your program does not appear here then you need to select Yes in the Mentoring drop down menu in the program screen see Adding Innovative Other Programs If you are a Direct Services Provider and Yes is not labeled in the program screen see your County Prevention Specialists 6 Click the Up Arrow button to assign selected group Note If you make a mistake click the erroneous Assigned Program Group and click the Down Arrow button to remove group assignment 7 Click Save or Cancel in the T
47. determine level of access Make a selection from the Title drop down menu 0 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel staff Home gt Administration gt Staff HODNOU FUN Assessment Archival Survey Data Edit Planning Factor Planning Goal Objective Help Program Print Program S Activities Data Collection Forms Participant single Service Recurring service Mentoring Register Mentor Register Mentee Mentor Match Mentor Service Page 10 of 65 Table of Contents Partial Screen Shot Page 11 of 65 Table of Contents Custom Staff Permissions by Modifying from Title 1 Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of the desired user name Reference the permissions table to determine desired level of access It may be easier to change the Title field to more closely reflect the desired custom permissions so that you don t have to manually set each field In order to do this Click Edit in the task pane Make a selection from the Title drop down menu Click Save in the Task Pane to commit your changes If you do not want to save any changes made to this form click Cancel in the Task Pane 8 Click the Permission
48. do not specifically apply to your organization Page 6 of 65 Table of Contents Connecting to the System The PBPS is split into a Demo and a Live Site The Demo Site should be used to train new users and to experiment with data and input The client data from the Live Site is not available in the demo site Note Since we are currently preparing for the next biennium and the two biennium s data are handled separately Choose the biennium that is appropriate for your usage Choose System Home gt Choose System Enter Planning Data For 2007 2009 Enter Services For 2005 2007 Enter Services For 2003 2005 After Choosing a particular biennium please type the appropriate information in the following fields Note Your User ID Password and Organization ID will be given to you by your organization s administrator Please retain this information and do not share it with others Login Home gt Login Login to get started Password Organization ID Login Washington State 3 Department of Social 7 amp Health Services DASA Division of Alcohol amp Substance Abuse Page 7 of 65 Table of Contents Changing Your Password The default account for Counties and Tribes is Password pass Since we use this default convention for every default account we encourage you to change your password upon initial log in to protect and secure your data
49. e The Description field is automatically filled in based on the WestCAPT website 10 Select the funding source from the Choose Funds drop down menu 7 Type 0 Description SAPT Block Grant DASA Prevention funds State General is Other State funds Underage Drinking OJJDP RUaD Funds 11 Type the funding amount from the funding source chosen above in the Funding Amount data field Note The Matching Amount is only added after the program has been saved and you have completed the Matching Funds section 12 Select the target population s of the program from the DASA Population drop down menu Note By selecting a DASA Population the title of the group is added to the data field below the drop down menu If you erroneously added a population and want to remove it select that population in the data field and click the arrow pointing up to remove it 13 Select the target population s of the program from the DASA Population drop down menu 14 Select the Institute of Medicine IOM Model Type from the I OM Model Type drop down menu Type Description Universal Strategies targeted to the general public or a whole population group that has not been identified on the basis of individual risk Universal Direct Interventions directly serve an identifiable group of participants but who have not been identified on the basis of individual risk e g school curriculum after school program parenting class U
50. enu Click the small green N of the desired program and month to view the note P N N Note A pop up window will appear If you have pop ups disabled you will not see the note window Note You can modify and save the note by making changes and clicking the save button after which the window will close http demo kithost net pProgramStatusNotes M L CFOS ss Program Project ALERT Year 2006 v Month January v Notes 95 lone TT TT f nenet 4 Page 31 of 65 Table of Contents Viewing the Compliance of a Program Click Planning in the Menu Click the Program Status in the Sub Menu Scroll down to the bottom of the page to view the Compliance Row RPM Compliance Override This refers to a program that was initially out of compliance but services were eventually entered The RPM sets the statues to YES The Compliant row will still remain NO since this is locked down at midnight or 11 59pm on the night of the 15 on the following reporting month 5 Svc Reporting on Inactive Prog This reflects that a service was reported on an Inactive program Although not technically out of compliance services should be reported onActive programs only This Is allowed if older services needed to be entered in at a later date RUNKE Here are the rules definitions for the Compliance Row A Program is In Compliance if a Status is Active and services are recorded b Status is In
51. ervices ssserererrererrrrererrererrrrrrererrerrrre 55 Viewing Editing amp Deleting Existing Mentor Services cccccceeseeeeeeeeeeeeees 56 Adding a New Group Support Activity x e e e ee 57 Adding a New Group Match Activity x eee e eee 59 MENTORING SUIVCY S vaere dental mad ke males 62 MEN EE NAN 63 Mentoring Program e Ts T 65 Page 3 of 65 Table of Contents Getting Started Introduction Welcome to Washington State s Performance Based Prevention System PBPS brought to you by Washington State s Department of Social Health Services DSHS Division of Alcohol and Substance Abuse DASA in cooperation with Kit Solutions Inc The PBPS was developed to be responsive to DSHS legislative and public inquires regarding those who are participating in publicly funded prevention activities PBPS also provides information to DASA and its providers regarding the effectiveness of programs in preventing alcohol tobacco and other drug misuse and abuse across the State of Washington The PBPS provides automated reporting and service tracking for contract accountability and monitoring The team that developed the PBPS with KIT Solutions Inc was comprised of DASA Prevention and MIS section employees including DASA s Regional Prevention Managers The more data that we collect now the better situation we will be in the future when we request increased funding for our programs and services You aS a user play an inte
52. ge and display the sentence outcome link target group link location under the Show Objective String button for review If you want to make changes to the displayed sentence change the appropriate fields and click the Refresh Objective String button 9 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel Note Once the objective has been saved it will appear at the bottom of the list of other objectives associated with that factor 10 Click the Submit button to submit the associated objective for approval by your Regional Prevention Manager RPM Note The RPM will later accept the objective or contact you with recommendations for editing and resubmission You will receive and email from the PBPS when RPM accepts your objective at which point you can continue to develop your program Note Once the Objective is submitted it cannot be edited Please check that the objective is complete and accurate 11 Once you have submitted the objective a pop up will appear Click OK for submit or Cancel to not Note If you clicked OK then you will receive another pop up reporting the status of the Submission success or fail Click OK Notice the absence of the Submit button next the recently submitted objective Also the text above the data field containing the objective now reads Under review by DASA when before submission it read You can edit this objective
53. gral role in this process DASA continues to update the PBPS so that it may become second nature to you and not detract from your hands on prevention duties We encourage program enhancing suggestions and will work diligently to see that requests are considered honored and implemented into the system As you may already know DASA s Regional Prevention Managers RPMs are your direct connection to questions about the PBPS Please inform them of any suggestions or difficulties that you may have PBPS Basics The PBPS is a web based system that requires an internet connection to access As a result the apparent performance speed of the system may be slow due to your internet connection The faster the connection high speed the faster PBPS will be the Slower the connection dialup modem the slower PBPS will be Please take this into consideration and we appreciate your patience Access to the PBPS The PBPS is located at www kithost net wa Your User ID Password and Organization ID will be given to you by your organization s administrator Please retain this information and do not share it with others Page 4 of 65 Table of Contents Recommended Computer Settings Screen Resolution 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 up amp down and left amp right to acces
54. gram from the Program drop down menu Note The Program Description will automatically be filled in based on the chosen Program Note The Objective and Objective Description may also be filled in based on the chosen Program Select the group name from the Group drop down menu Enter the actual date of service mm dd yy in the Service Date field Select the location the service will take place in the Service Location drop down menu Select the CSAP Category from the CSAP Category drop down menu Select the Service Code from the Service Code drop down menu Select the Service Population from the Service Population drop down menu Enter the length of the Recurring Service hours in decimal form in the Session Length text field Note The Session Length should not include planning time Page 41 of 65 Table of Contents 2 Hours 45 Minutes 2 75 Hours 12 Enter a service description in the Service Description text field 13 Select an appropriate Benchmark If none are appropriate select NOT STATE BENCHMARK 14 Click Save or Cancel in the Task Pane Note After saving the Recurring Service the Staff Service Time form will automatically display 15 Check the box Data Entry Completed Group Closed only if you have completed the program and the last service session has been entered When you check this box the Group will not display on the Groups drop down for the program you are using i e no need to see Gro
55. gram was marked Active but no services were recorded you could create a Note In that note you could explain the reason why the program did not start and therefore why you changed the status from Active to Inactive for the month of March When a note is added to a program a small green N appears in the column of the month chosen in the note creation This way you can easily see the notes that are attached to the program and month For instructions on how to view the note see Viewing an Existing Note 1 Click Planning in the Menu 2 Click the Program Status in the Sub Menu 3 Click Add Note next to the desired program Note A pop up window will appear If you have pop ups disabled you will not see the note window Page 30 of 65 nd EUER Table of Contents GL A isl x 3 http demo kithost net is pProgramStatusNotes a Program Project ALERT H Year os lt Month January vi Notes Cor a Select the appropriate year from the Year drop down menu Select the appropriate Month from the Month drop down menu Type your message to your RPM in the Notes text field Click the Save button Note The window will close upon the click of Save or Cancel Note A small green N will appear in the column of the month chose in the note creation after you click save F N Viewing and or editing an Existing Note 1 2 3 Click Planning in the Menu Click the Program Status in the Sub M
56. he radio button next to the persons to indicate who attended the Closure Meeting Finish the remaining services categories by clicking the radio buttons to indicate other services the mentee received during the match if any If there were other services provided to the mentee type a description in the Other text field and click the Yes radio button Click Save or Cancel in the Task Pane Page 63 of 65 Table of Contents Match Closure Ej Settings Home gt Implementation gt Mentoring gt Match Clasure Save lt lt Previous Match Next Match gt gt Match Closure Add Program Please Select Edit Mentor Name Delete Match ID Search Print Date of Last Match meeting sid Reason for Watch Closure Help End Of Commitment Circumstantial Termination Match Length Did the mentee receive any of the following services in addition to mentoring during the match Classroom training using structured curriculum Yee CNG Formal academic tutoring O Yes O No Dne an one or group counseling by a trained professional O Yeas No Structured pare nting cumiculum for mentee s fa mily O Yes Mo Other O Yes No O har CO Yes No D Yes No Oihar Page 64 of 65 Table of Contents Mentoring Program Design 1 The following survey Is to be completed by the service provider before the mentoring sessions begin This may be a requirement of y
57. ice Population from the Service Population drop down menu 11 Enter the number of units being counted that appear in the Count Method data field in the Count text field 12 Enter the length of the activity hours in decimal form in the Session Length text field Page 57 of 65 Table of Contents Note The Session Length should not include planning time 2 Hours 45 Minutes 2 75 Hours 13 Check the check box next to Parent Guardian if a parent or guardian attended the service 14 Type the service description in the Service Description text field 15 If applicable select a benchmark that will be used to gauge the progress of the service in the Benchmark drop down menu 16 Select the attending mentees from the Available Mentees list and click the buttons to add mentees to the Select Mentees list Note Clicking the Remove All button will remove all the Selected Mentees from the Selected Mentees list Clicking the Remove One button will remove only the highlighted selected mentee from the Selected Mentees list Clicking the Add One button will add the highlighted Available Mentee in the Available Mentees list will be added to the Selected Mentees list Clicking the Add All button will add all the Available Mentees into the Selected Mentees list 17 Click Save or Cancel in the Task Pane Group Support Activities Settings Home gt Implementation gt Mentoring gt Group Support Activities Save sroup Support Act
58. inked to the prioritized Risk amp Protective Factors from your Needs Assessment In the Risk and Protective Factors Targeted field Risk factors have a R in front of the factor name and Protective Factors have a P in front of the factor name Adding Risk amp Protective Factors gt td Log in to the PBPS Click Planning in the Menu Click Factor Planning in the Sub Menu Click Edit in the Task Pane Click the appropriate factor for your organization from the All risk and Protective Factors Lists You can select multiple factors by holding the control key while clicking ctrl click Click the Up Arrow button to move the selected factors to the Risk and Protective Factors Targeted field Note If you accidentally make a Factor Targeted select the erroneous Targeted Factor and click the down arrow This removes the Factor from the Targeted field Review the Risk and Protected Factors in the Risk and Protected Factors Targeted field Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel Factor Planning Home gt Planning gt Factor Planning Edit Help Organization Year Targeted Risk amp PjCommunity Bonding opportunity skills and recognition Protective Factors P Family Bonding opportunity skills and recognition RiRebelliousness Available Risk amp Protective Factors Page 14 of 65 Table of
59. ion Across Ages is a school and community based drug prevention program for youth 9 to 13 years that seeks to strengthen the bonds between adults and youth and provide opportunities for positive community involvement The unique Funding Sources 7 Click Add in the Task Pane 8 Type a unique and descriptive Group Name in the Group Name text field Note No two groups may share the same name 9 If desired select participants from the Participant List and click the buttons to add or remove participants from the Participant List You do not have to add participants to the group at this time Note Clicking the single arrow lt or gt will move only the selected participant into or out of your group If you want every participant in the participant list added use the lt lt button If you want every participant removed from your group use the gt gt button Note If you want a participant who has not yet been added to the PBPS not present in the Participant List to be added to this group and subsequently the Recurring Service you may do so when you add the Participant to the PBPS Page 27 of 65 Table of Contents Programs Home gt Planning gt Programs Group Add Description Community Counseling Services provides an opportunity for the sixth graders in the 2 Edit Othello School District to have experiential education The skills taught are Delete Back Existing Groups Hy LYLE Print selected Participant
60. ivities Event Information Program Cancel 3 Program Description Objective Obj Description Service Date Help School District CSAP Category Education Service Code STEUSS Peer Leadar Halpar Programs one time basis Count Method Peer leader helper programs are counted in the data set as recurring prevention semces Sarice Type Gode 5TEQ05 Service Population SP27 Law Enforcement Criminal Justice Count 9 session Length Hrs FarentGuardian Service Description Page 58 of 65 Table of Contents Benchmark Nat State Benchmark Selected Mentors RE ea Tamil Available Mentors Maxwell Flinter 1Billy Jones annie smith 1Betty White Selected Mentees Tim Sharp Available Mentees b ab jo Alben Jones Tim Sharps Susan Hilbert Adding a New Group Match Activity Group Match Activities are coordinated by prevention specialists that gather a group of mentors and their mentees to attend recreational activities Water park trips and laser tag outings are examples of Group Match Activities amO T A as 10 i Click Implementation in the Menu Click Group Match Activities in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu
61. lick the Apply button Note If you erroneously added an Assessment Instrument and want to remove it select that Assessment Instrument in the data field and click the arrow pointing up to remove it Note Once the Assessment Instrument has been selected in the drop down menu click the Info button to preview the survey instrument administered to the target audience to review drop down menu choice Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Note You can only add Matching Funds after saving the program After you save the program add Matching Funds Page 24 of 65 Table of Contents Programs Home gt Planning gt Programs Ed Save Best Promising Practice Cancel Status Waiting Submission Notes view Program Notes Help Description Partial Screen Shot Adding Matching Funds Adding Matching Funds can only be done after a program has been saved Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane Scroll down to the bottom of the page and across from Matching Funds click the Add button Type the name of the Matching Funds in the Matching Funds text field Type the dollar amount in the Matching Amount 7 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Note By saving the Matching Funds the Matching Amount d
62. mentees to the Select Mentees list Note Clicking the Remove All button will remove all the Selected Mentees from the Selected Mentees list Clicking the Remove One button will remove only the highlighted selected mentee from the Selected Mentees list Clicking the Add One button will add the highlighted Available Mentee in the Available Mentees list will be added to the Selected Mentees list Clicking the Add All button will add all the Available Mentees into the Selected Mentees list 15 Click Save or Cancel in the Task Pane Assessment Capacity Planning Implementation Evaluation H pe Kal Bhi Repos Knowledgebase Communication Administration Support Group Match Activities E settings Home gt Implementation gt Mentoring gt Group Match Activities Save Cancel Help Group Match Activities Event Information Program Region 3 Mentoring ea Program Description training Objective Decrease misconduct among middle school students at Jefferson Middle School after hours programs Obj Description Decrease misconduct among middle school students at Jefferson Middle School after hours programs EJES Page 60 of 65 Table of Contents Service Code STEQ6S Small Group Sessions one time basis Count Method Small group sessions are counted in the data set as recurring prevention services Service Type Code STEDG6 Hrs
63. nd or protective factor s in your community Objectives must be entered into the PBPS and accepted by DASA before programs can be created Programs have to be accepted by DASA Once a program is accepted by DASA it cannot be edited without contacting your RPM Adding Innovative Other Programs pr OG WI 10 11 12 13 Type Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane Click the radio button selecting Innovative Other Open the Objectives list by clicking the down arrow next to the objective box and Select one Note The objectives displayed in the Objective drop down menu are the ones that you have entered into the system You may have several programs addressing a particular objective but you may only have one objective associated with each program Type the program name in the Program Name field Type the description in the Description field Select the funding source from the Funding Sources drop down menu Type Description SAPT Block Grant DASA Prevention funds State General Other State funds Underage Drinking OJJDP RUaD Funds Type the funding amount from the funding source chosen above in the Funding Amount data field Note The Matching Amount is only added after the program has been saved and you have completed the Matching Funds section Select the Fund Type from the drop down menu Select
64. nges click Cancel Note The newly saved group will appear in the CBC group table 9 Click Return in the task pane to go to the CBC form EE T Community Coordination Home gt Implementation gt Community Coordination CBC Group Copy CBC CBC Hem En Reporting Quarter 2005 Jul Sep Reporting Category Search Print Service Code STCO1 Accessing Services and Funding Help Count Method Accessing services and funding activities are counted in the data as single prevention services Record the service population Reporting Date 10 26 2005 CBC Group COPS Fed Office of Justice ka Partial Screen Shot Page 45 of 65 Table of Contents Quarterly Reporting Community Capacity Note You must create CBC groups before you can report quarterly 1 Log in to the PBPS 2 Click Implementation in the Menu 3 Click Community Coordination in the Sub Menu 4 Select the appropriate reporting period from the Reporting Quarter drop down menu 5 Select Community Capacity from the Reporting Category drop down menu 6 Select the appropriate service code from the Service Code drop down menu Note See Index of Services 7 Click Add in the Task Pane 8 Select the appropriate group from the CBC Group drop down menu 9 Type in the number of units being counted that appear in the Count Method data field in the Count text field Note the Count Method will automatically
65. niversal Indirect Interventions support population based programs and strategies including the provision of information Selective Strategies target subset of the total population that is deemed to be at risk Indicated Strategies are designed to prevent the onset of substance abuse in individuals who do not 15 Select the implementation type from the Implementation Type drop down menu Page 23 of 65 Table of Contents EE NENNE JANNE ENER NENNE JANE EE SEENDE Anything else Western Center for Applied Prevention Technologies WestCAPT http casat unr edu westcapt 16 17 18 19 20 21 22 Unless the program will not have any service activities for 30 days select Active in the Status drop down menu Type the total number of sessions the program will have in the Number of Sessions text field Type the total number of hours of direct service for this program in the Total Hours text field Example If there are twenty occurrences of half hour sessions then the total number of hours would be ten Select yes or no in the Mentoring drop down menu Note If you do not select Yes in the Mentoring drop down menu this program will not be available in the mentoring form Select yes or no in the CTI Research drop down menu If you have Assessment Instruments to add select those from the Assessment Instruments drop down menu In order to add the selection in the drop down menu to the data field below c
66. nt Method will automatically be filled in based on the chosen Service Code Type the length of time hours in decimal form spent in performing this category task in the Total Length text field Note 2 Hours 45 Minutes 2 75 Hours Type a description of the service in the Service Description text field Type a description of the benefits of the session in the Describe the benefits or value of this work text field Type the media type used in the Type of Media Used text field Type the number of days the media campaign ran in the Number of Days text field Type the estimated number of people the media campaign reached in the Number of Days text field Type the number of days the media campaign ran in the Number of People Reached text field Type the estimated cost of the media campaign in the Estimated Value text field Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Community Coordination Home gt Implementation gt Community Coordination Search Help CBC Group Copy CBC CBC Reporting Quarter 2005 Jul Sep Organization Service Code Count Method Accessing services and funding activities are counted in the data as single Siana A services Record the service population Reporting Date Template O Partial Screen Shot Copy CBC Button Once the CBC has been added to the PBPS you can now duplicate the CBC for future
67. our contract so refer to your contract for guidance Assessment Capacity Planning Implementation Evaluation E Renorts Fnorwledge bese Communication Administration P pi Support SES t Settings Mentoring Program Design Home gt Implementation gt Mentoring gt Mentoring Program Design Mentoring Save Program Region 3 Mentoring we Select one which of the following program best describes your mentoring program design Cancel 1 Edit O a One to one community mentoring program Youth are matched with one adult with the expectation that the two will meet on a routine basis and engege in a range of community based activities Delete C3 b One to one school based mentoring program Youth are matched with one adult with the expectation that the two will meet on a routine basis and engage in a range GT activities confined to the school setting Help C3 G Gossage peer mentoring program Younger youth are matched with one older youth with the expectation that the two will meet on s routine basis and engage in a range of activities confined to the school setting E d Other mentoring program IF This option is selected must provide nanstive description None of the options above is 4 dose enough match to what you are doing to adequately categorize your program Please explain your mentoring strategy to be consistent with the descriptions above 2 Complete the following questions about your overall program design
68. ours and 15 Minutes Save Cancel 95 is 2 Hours and 30 Minutes Help 2 75 is 2 Hours and 45 Minutes Staf Service Time Account Administrator ao oO Brian Jones no 0 Mary Jones o o Laurie Scott 0 a John Smith 0 0 Tiffany Williams 0 0 Single Service Demographics Time Reporting 1 Record the Service Demographics for each Single Service entry You do not need to click on Add or Edit just enter the demographic information in each category The total for each demographic category must match the count on the Single Service Screen Single Service Demographics Save Return To Single Service Cancel i Rad ED it LL ih Damegraphics Your count of 26 on the Single Service page must be the same total for each category below Participants By Race American Native 10 Aslan Black 6 HIF Islander White 10 multiRacial OOOO O Dther TRE Par cipants By Gender Male E Female 4 Page 37 of 65 Table of Contents 04 511 12 14 14 15 17 10 18 20 2 21 25 26 44 45 64 65 Hispanic Non Hispanic 196 Click the Save button when finished Click the Return to Service button if you wish to add another Single Service Note Since the service has been added to the PBPS you can now duplicate the service for future repetitions by clicking the Copy Se
69. preposition connects the Outcome to the Target Group 8 Select the Target Group from the Target Group drop down menu Note If the Target Group that you desire is not in the drop down list choose Other When you choose other the screen will refresh and a Target Group Other text field will appear Type your desired outcome here 9 Select a Link or preposition from the Link 2 drop down menu Note The link or preposition connects the Target Group to the location 10 In the Location field enter the geopolitical area in which you anticipate the change to occur Examples Clark County Olympia School District Kent Police Department 11 In the Amount field input a quantitative estimate of anticipated change 12 Enter an estimate of anticipated change in the optional Change Amount box 13 Click the Show Objective String button Note This will refresh the page and display the sentence outcome link target group link location under the Show Objective String button for review If you want to make changes to the displayed sentence change the appropriate fields Click the Refresh Objective String button to preview objective aa heil i Page 15 of 65 Table of Contents Goals Objectives Home gt Planning gt Goals Objectives Save Cancel Help Factor Goal Info 2005 2007 Factor RjEarly Initiation of the Problem Behavior N Objective Builder Outcome delay initiation by enhancing protective factors Sele
70. repetitions by clicking the Copy CBC button so that you do not enter the CBC again into the PBPS You will be forced to change the CBC Group while having an opportunity to change the other fields as well Page 49 of 65 Table of Contents Note This is very similar to the Single Service Copy Service Button See Services 1 Log in to the PBPS 2 Click Implementation in the Menu 3 Click Community Coordination in the Sub Menu 4 Select the appropriate reporting period from the Reporting Quarter drop down menu 5 Select the appropriate reporting category from the Reporting Category drop down menu 6 Select the appropriate service code from the Service Code drop down menu Note See Index of Services 7 Click the Copy CBC button 8 Make changes to the form 9 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel OR 1 Log in to the PBPS 2 Click Implementation in the Menu 3 Click Community Coordination in the Sub Menu 4 Click Search in the Task Pane 5 Click Show All or select the search criteria 6 Click the Select button for the desired quarter 7 Click the Copy CBC button 8 Make changes to the form 9 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Mentoring Before any mentoring services can be recorded you must Register Mentors Register Mentees if they are not already p
71. rk State Background Checked 2222200 Work Zip Code __ Page 8 of 65 Table of Contents Sub Contractor Alternate Address Second Phone Fax li Refers to job classification Please see the section on permissions before continuing iii In accordance with RCW 43 20A 710 RCW43 43 832 RCW 74 34 and RCW71A 10 020 all contractors subcontractors or volunteers who have unsupervised access to children or vulnerable adults are required to have a background check and all persons convicted of crimes listed in RCW 43 43 830 and RCW 43 43 842 are prohibited from having access to those clients _iv Please reference the Sub Contractor section 22222 Staff Home gt Administration gt Staff Permission Add Edit Delete Search Salutation Print second Language Partial Screen Shot 5 When the form is accurate and complete click Save in the Task Pane If you decide not to not save any changes made to this form click Cancel in the Task Pane Note If there is a required field that does not contain data and you try to save you will receive an error message displaying the problem and the field You will then have an opportunity to populate the field Editing User Accounts Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of
72. rvice button so that you do not enter each service entry again You will be forced to give a new Servcice Date and Session Length while having an opportunity to change the other fields as well Using the Copy Service Button or al E N Click the I mplementation tab in the Menu Bar Click the Single Service in the Sub Menu Click Search in the Task Pane Click Select to choose the entry to copy Click the Copy Service tab Complete entries in a Service Date b Session Length c Count if Changed Click Save Continue Staff Service Time and Single Service Demographics entry Deleting a Single Service Or Ur R WNT Click the I mplementation tab in the Menu bar Click the Single Service in the Sub Menu Click Search in the Task Pane Click the Select to choose the service to delete Click the Delete button in the Task Pane Confirm the Delete request Page 38 of 65 Table of Contents Creating a Group and Adding it to a Program In the PBPS group management was designed to make Recurring Services easy to track and record To each Recurring Service a program and group must be associated Each group is composed of designated participants upon which the service will be performed So when you associate a Recurring Service with a group all the participants of that group are associated with the Recurring Service Groups can be modified on the fly a participant can be added at any time or removed only if the service has not commenced
73. s Save County Tribe Cancel Fiscal Year Check Active No Check Inactive i Jul Awg Sen Oct Nov Dec 1 123 Add Note E C E 2 ACROSS AGES Add Note m L E 3 Coping with Work and Family Stress Add Note E L L F 4 Counter Advertising Add Note O a 9 Oo 5 DARE to Be You Add Note F CI C E 6 Family Effectiveness Training Add Note E 9 9 9 7 Family Matters Add Note C W E RPM Compliance Override Add Note EE E B a ve IT I Changing the Status of a Program Click Planning in the Menu Click the Program Status in the Sub Menu Click Edit in the Task Pane Find the program and the month of which you desire to check the status and click the check box to mark with a check Active or remove the Check Inactive Note If you cannot make or release a check mark on the page you have skipped step 3 You must click Edit in the task pane before you can make changes to the grid 5 Click Save in the Task Pane BRWNE Adding a Note You can add a note to the grid for your tracking purposes or aS communications to your RPM Example say your iteration of Project Alert was scheduled to begin on Mar 30 and meet every Thursday there after for 12 sessions However the session did not begin that night due to a conflict in meeting location and had to be pushed back until April 6 In order to communicate that to your RPM and justify why it was that the pro
74. s all the data fields Web Browser Microsoft Internet Explorer IE Currently Mozilla Firefox Netscape AOL MSN and other browsers are not supported by PBPS They may function but not to design specifications We recommend users have the latest version of IE installed on their computer along with the updates provided by Microsoft which are released periodically Also IE needs to be configured to allow cookies If do not know how to check for this contact your PC technician for assistance Pop Up Blockers Disabled or configured for exceptions Modern computer security technology and usability features development have lead to pop up blocking Although this new feature of internet browsers toolbars and other 3 party managing software blocks hazardous and annoying pop ups sites like PBPS require pop ups to function If your pop up blocker is enabled then there is a possibility that PBPS may not function or appear properly You should either disable the pop up blockers while using the PBPS while remembering to enable it if desired when not in PBPS or create exceptions for the pop up blocker This is cumbersome but may be easier than making exceptions to the pop up blocker If you have technical questions please see your PC technician Navigating in PBPS Entering data into PBPS can be made easier by using the Tab key on the keyboard The tab key advances the cursor to the next data field You can also go from the curren
75. t 12 month intervals if the match continues long term along with the DASA required Post Test PPG Responses are compared with the Mentee Pre Test to assess changes School Success To be completed along the same time points as the Mentee Pre baseline Report ES ee iE 10 11 12 Follow up Interim and Post Test Surveys the School Success Report is designed to capture changes in the Mentees school behavior during their involvement in the program Click I mplementation in the Menu Click Mentoring Surveys in the Sub Menu Select the program from the Select Program drop down menu Select the desired survey from the Mentoring Survey drop down menu Select the mentor from the Select Mentor drop down menu Select the mentee from the Select Mentee drop down menu Type the date mm dd yy in the Survey Date text field Check the Confidential box if you want to administer the survey to a participant on the computer or lab setting Note After you click new and once the survey has been completed by pressing done the PBPS will automatically Log Out so that the participant cannot view any other parts of the PBPS Click New in the task pane Note The PPG survey will be displayed Answer the questions with the participant s responses Note Navigate through the survey using the buttons at the top and bottom of the form If the navigation buttons are not active then there is only one page of the form Press Enter or
76. t You will still be able to enter more services ENTERED FOR THIS Ms har EWTERED data late GROUP lt 6 Type a unique and descriptive Group Name in the Group Name text field Note No two groups may share the same name 7 Select participants from the Participant List and click the buttons to add or remove participants from the Participant List You do not have to add participants to the group at this time Note Clicking the single arrow up or down will move only the selected participant into or out of your group If you want every participant in the participant list added use the double up arrow If you want every participant removed from your group use the double down arrow Note If you want a participant who has not yet been added to the PBPS not present in the Participant List to be added to this group you may do so after you add the Participant in the Participant Screen 8 Click Save or Cancel in the Task Pane Note Notice below how the newly created group now appears in the Selected Participant Group drop down menu Page 40 of 65 Table of Contents MIT Integrated Service T Ft Settings 4 Program Group Screen Add Edit Delete Back Print Helg 10 Catnip Progqran Hermes Description Project ALERT t a school based social resistance approach to dreg i AIRRA presentian The Gurmehar apecically fagets AAAA abcohnal er Croup Nama Exialing houpe M Z02000 test group Aer
77. t field to the previous field by holding Shift and pressing Tab Shift Tab You can also navigate through the fields by using the mouse To select multiple data items at one time hold the control Ctrl key and left click the mouse Basic Layout Once you get into the PBPS most of the screens have the same format They all have a Menu bar across the top The Sub Menu is only displayed once an item in the Menu has been selected clicked Note sometimes when you select a different menu tab the entire screen does not refresh however the Sub Menu always does Some Task Pane Options Search Find a particular record entry based on search criteria that you determine with aims of a particular result ex Service Program Staff member etc Page 5 of 65 Table of Contents Add Creates a blank new record of the displayed type in the Menu and Sub Menu This new record is immediately ready for modification Edit Unlocks the currently displayed form for editing Cancel Appears after Edit or Add is selected Aborts changes including additions or modifications made to the displayed form Save Commits changes made to the displayed form Delete Removes the record s or all the data on displayed forms Print A pop up window opens with the current form displayed gives you a choice of to what format PDF Excel Word you would like to export it and displays in that format in the appropriate application If
78. ter more services data later To run an Outcome Report also check the All Surveys Entered box below ALL SURVEYS ENTERED FOR THIS GROUP I This enables you to run an Outcome Report You will still be able to enter more services data later Recurring Service Staff Service Time Reporting 1 Record the Service time for each staff member that contributed to this service You do not need to click on Add or Edit just type the Direct and Indirect Staff Service Time in the columns to the right There may not be Indirect Staff Service Time for each individual Note 2 Hours 45 Minutes 2 75 Hours Note Direct Service Time is the same as the session length Note Indirect Service Time is the time that went into planning preparing coordinating and reporting the service basically the total time minus the session length 2 Click the Save button when finished and you will automatically go to the Attendance reporting screen Staff Service Time Examples Save r 2 25 R 2 Hours and 15 Minutes Cancel 25 is 2 Hours and 30 Minutes Help 275 is 2 Hours and 45 Minutes Staff Semice Time Staff Name Direct Service hrs Indirect Service hrs Kim Novak Michael Trainer p o oo ooo Jodi Beichner Page 43 of 65 Table of Contents Recurring Service Attendance Reporting 6 7 8 You do not need to click on Add or Edit just make changes if necessary and click Save Attendance defaults to YES and Completion defaults to
79. the desired user name Click Edit in the Task Pane Make changes to the form Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel rn ee a Page 9 of 65 Table of Contents Permissions Permissions control the access level of a particular user There may be some data that you may not want a user to either have access to view or to edit In order to restrict usage you need to assign permissions to the users This can be done in two different methods The first is to use the recommended and default access level assigned to a particular title which is a mandatory field in the Staff Information form relating to the job classification of the employee The second is to manually configure the permissions based on a case by case basis At this point you should determine what level of permission or access rights to the system that you want to grant to this particular user Please see the Permissions Table for a complete list of formulated access rights to the system Changing Staff Permissions by Changing Title J ob Classification 1 Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of the desired user name Click Edit in the Task Pane Reference the permissions table to
80. ups in a list if you are finished with them ALSO check this box if you wish to run an Outcome Report 16 Check the box All Surveys Entered For This Group if you wish to run an Outcome Report but haven t completed providing program services for this Group You will still be able to continue entering services for this Group Example Perhaps this is a long term program and you wish to conduct a Post Test survey half way through the program and then finish with a Follow Up Survey upon completion of the program Recurring Service ib Settings Home gt Implementation gt Recunmmg Service Copy Service Staff Time Attendance Print Data Collection Form Add Service Number Edit Program Name Delete en ER Program Project ALERT is a school based social resistance approach to drug Search Description abuse prevention The cumculum specifically targets cigarettes alcohol and manuana USE Print Help Group Objective Name Objective Description Service Date Service Location CSAP Category Service Code Page 42 of 65 Table of Contents E 0 12 a in ked a P J wp le Service Population SP14 Middle Jr High School Students EJ s C Session Length S Length in Hours Service Description Good turnou 973 t of participants and everyone engaged in conversations Benchmark Not State Benchmark et DATA ENTRY COMPLETED GROUP CLOSED You will NOT be able to en
81. you want to print it then you also must tell the program ctri p File gt Print or 5 button Help Displays a pop up with an online version of the PBPS User Manual i A record is a technical term for the set of collected data organized or grouped around particular theme Example a program record staff record participant record Data Fields amp Buttons In the PBPS there are several fields boxes and buttons that are used to collect and store data Type Preview Description ss Text Field aka Text Box fill in the blank Bro Down Men m E aka Pull Down Menu gt El select one Buttons T gt A vi lt Radio Button selected Not selected gt Check Boxes Mselected I Nor selected i Red Red bold text with asterisk denotes a required field EE Black Black text denotes a suggested but optional field _ Spell Check teg It does not matter in which order that you populate the above fields but if a required field is not populated and you try to save the form you will receive a message that informs you of the field vacant of data and will not be able to move to a different form until that field has data Three Levels of Organization Accounts Within the PBPS there are three types of Organization Accounts State County Tribe and Service Provider Subcontractor Each of these Organization Accounts has different functions and abilities There may be items in this manual that

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