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1. M W L RP RD RRERRRREE M Service Type Speaking Engagements Telephone Information Services Employee Assistance Programs One time basis Employee Assistance Programs Recurring basis Student Assistance Programs One time basis Student Assistance Programs Recurring basis DUI DWI MIP Programs Prevention Assessment and Referral Services Environmental Consultation to Communities Preventing underage sale of tobacco and tobacco Products Synar Amendment PBPS User Manual Count Method Count Code Speaking engagements are counted in the data set as single prevention S services Use Service Type Code STN17 Record the service population Telephone information lines are counted in the data set as the total number of calls received during the month Count as a single prevention S service Service Type Code STN18 Record the service population Employee assistance programs are counted in the data set as single prevention services Service Type Code STPO1 or if they occur on a routine basis count as a recurring prevention service Service Type Code STPO2 Record the service population Employee assistance programs are counted in the data set as single prevention services Service Type Code STPO1 or if they occur on a routine basis count as a recurring prevention service Service Type Code STPO2 Recor
2. Note The birth date does not become encrypted Page 35 of 97 PBPS User Manual Participants Home gt Implementation gt Participants Add Edit Delete Search Help Encrypt Participant Name Participant Information First Name Middle Initial Im Last Name Gender Birth Date Race Ethnicity Marital Status Status Local ID Max 20 characters Mentoring Free Reduced Lunch Adding a New Single Service J UJ N HB p 10 11 12 13 Click Implementation in the Menu Click Singe Service in the Sub Menu Click Add in the Task Pane Select a program from the Program Name 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 School District location where the event will take place in the Service Location drop down menu Select the actual Service Location either from the rere and Locations drop down menus and continue or click on 25 553 and Step 1 To provide a different Address and click Validate to match address against Google s address dictionary or Step 2 If you receive the message Address was not found Correct address and click Validate again or click Accept the address doesn t match address Google s address dictionary b
3. Note To exit this screen without saving any of the changes you have made click Cancel pr Im uw ae a Once your programs are transferred they will be grayed out and no further actions can be made to them If you didn t move all programs across you may return here later if you wish to move more programs across Page 81 of 97 PBPS User Manual Program Transfer Tool E Settings a Home gt Transfer Tool gt Program Transfer Tool Client Transfer and status Update Tool Edit Row Count a5 Training Training refers to the CPTS dollars that must only be used to support training of staff or providers in Best Practices or Promising Approaches evidence based programs or practices or to increase capacity to implement Best Practices or Promising Approaches Increasing Capacity includes grant writing board community organizing and volunteer recruitment training Funds shall not be used to support employee wages benefits or program implementation Adding a Training Report Log in to the PBPS Click Capacity in the Menu Click Training Report in the Sub Menu Click Add in the Task Pane Type the name of the training session in the Title of Training text field Type the date of the training in the Date of Training text field Note The Date of Training will be used to find and view a particular training event report Make changes to the form Click Save in the task pane to commit your changes Note If you do n
4. Write Write Write Write Write K Evaluation A ZZ 2D J A SNR Individual Assessment Fl Ful Ful Ful None Read v None o NIMM Program Ful Ful Read Read None None None E Activities J 2 2220 0 LL BE Data Collection Forms Ful Ful Wrte Write Write Write Write BE Participant Ful Ful None None None None None single Service Ful Full J Write Write Write Write Write vw Recurring Service Ful Ful Write Write Write Write 3 Write z Planning MEN Factor Planning Ful SC Ful Read D Read Read Reed None ___ 908l Objecive J Ful Full Read o oOo Read Read Read None A 00000 e O rg Registration Full Jrful Ful Full J4Ful None None Member Registration Full Full Ful Ful Full None None VEMM Meetings Ful Ful Ful Ful Ful None None mC oalition Report 3 Full Full Ful Full Ful Noe None NEN Assessment Ful Ful Ful Ful Frul Ful Frul B Reports O C O d Monitor Analysis Full Ful Ful Ful Ful
5. 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 amp settings Home gt Implementation gt Participants Save Help 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 addedto groups Participant Information First Name Middle Initial Last Name Sex Birth Date sender 4 Race Ethnicity Marital Status i Status Active Mi Local ID has 20 characters Mentoring Select One v LI CT Mentoring Free Reduced Lunch Unknawn Ma Answer v Partial Screen Shot Page 34 of 97 PBPS User Manual Editing Participants U 6 UN H Click Implementation in the Menu Click Participant in the Sub Menu Click Edit in the Task Pane Make changes
6. 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 S T aa elt Eon menu Type Description s 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 Note The Description field is automatically filled in based on the WestCAPT website 10 Select the funding source from the Choose Funds drop down menu _Type Description SAPT Block Grant DBHR Prevention funds State General Other State 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
7. Ful Frul NEN Service FU Ful Ful Ful Ful Frul Ful FM Administration Ful Ful Ful Ful Ful Ful Frul a DB HR Review Full Ful Ful Full Ful Full Full CBC CPTS Full Full Write Write Write Write Write Page 97 of 97
8. pomo imd 11 12 13 14 15 16 L7 18 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 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 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 t
9. 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 5 of 97 PBPS User Manual 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 access all the data fields Web Browser Microsoft Internet Explorer 1E 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
10. administrator Please retain this information and do not share it with others Login Home gt Login Login to get started User ID mms l Organization ID Ln Login Washington State j Department of Social 7 amp Health Services DASA Division of Alcohol amp Substance Abuse Page 8 of 97 PBPS User Manual Changing Your Password The default account for Counties and Tribes is 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 1 Click Administration in the menu 2 Click Change Password in the Sub Menu Change Password Home gt Administratian gt Change Password Submit Click Submit Change to confirm your new password Your change becomes effective immediately Help Current Password fe Now 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 organizati
11. es ONn Background Checked Demographic Information oe Na Help I Bith Date SEX Face Ethnicity Page 52 of 97 PBPS User Manual 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 Ln E UN H 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 Pro
12. Background Checked Work Zip Code Alternate Address Second Phone Fax WWW ii 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 RCW714A 10 020 all contractors subcontractors or Page 73 of 97 PBPS User Manual 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 Editing User Accounts 1 Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Click Show All or choose filters from the Advanced Search tab and click GO Click the Select button for the appropriate staff member 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 a ee ee Staff Home gt Administration gt Staff Permission Add Password Edit Delete Search Salutation Print First Name Last Name Help Title Status second Language Work Phone 4123483170 i Partial Screen Shot Administrative Time Recording Administrative Time Log in to the PBPS Click Administration in the Menu Click Admin Time in the Sub Menu Select the staff in
13. 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 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 eee ee a Page 10 of 97 PBPS User Manual 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 Informat
14. I menn 50 CODY CBG BURON d E te Ele ds 51 Mentor IN Meet 52 Registering Mentor atada 52 REGISCERING Mente Sarai is 53 Creating the Mentor Mentee Match cccccccccccccccnncnnccccnncnnnnn rr 55 Adding the Initial Mentor Service sisena a a memes 56 Adding the Subsequent Mentor Services sess 57 Viewing Editing amp Deleting Existing Mentor Services eeeeeeeeee 58 Adding a New Group Support Activity x e e e ee nens 59 Adding a New Group Match Activity x xe ee ee e e 61 MENTOTINO ET Sarai E Re ca C ERU 64 Match GlOSUE eiecit pibe ib en c WE DES COP RU ni AHE B na a aet eet ee anaes 65 Mentoring Program DESIGN eve veta bears docet pecie xbx vt ye cvv vin eR Y YE e CRY Hog dry 67 RODO v aid n aida a 68 Monitor A a SIS ada da 68 Service County DBHR Report or OUTCOMES ccc eK 69 Using the Reporting WINKOW is pres va cetera tasar dies 69 AIT ae PRETIO TED TET 70 Individual ASSesSSITIGDIES cov oo aaa Sr ile 70 booster ASSESSMENTS arr re vanwnchswbentediunceser sets naGes exes Oeenres meanest aber bsc aC mens 71 Knowledge Basica AA a aa 72 Web RESOURCE as 72 Administratlol cra AA A A 72 Editing Organization Informatica e 72 c rj RRA 73 Creating New User Accounts ccccccccccccnnocccnnncncncn cnn rr nnnn nn nr s 73 Sel aile User ACCOUNES A Aaa 74 Administrative TIN Erona are E E rre 74 Recording Administrative TiMe ooccccccccccccccnccccnnc cnc cnn rr rr 74 Editing Reco
15. Ignore All Page 86 of 97 PBPS User Manual Index Table Printouts Index of Risk and Protective Factors Factor Factor Domain Type Community Protective Support Activities Community Protective Community Healthy Beliefs and Clear Standards Community Protective Community Bonding opportunity skills and recognition Community Protective Organizing Activities Factor Name Community Risk Availability of Drugs Community Laws and Norms Favorable to Drug Use Firearms Community Risk ee ee amp Crimes Community Risk Media Portrayals of Violence Community Risk Transitions and Mobility Community Risk Low Neighborhood Attachment Community Disorganization Community Risk Extreme Economic Deprivation Family Protective Family Healthy Beliefs and Clear Standards Family _ Protective Family Bonding opportunity skills and recognition Family Risk Family History of Problem Behavior Family Risk Family Management Problems Family Risk Family Conflict Favorable Parental Attitudes Involvement in the Problem Family Risk MM EM E EM RM CE EE MEER EE Behavior Peer Protective Peer Bonding opportunity skills and recognition Peer Protective Peer Healthy Beliefs and Clear Standards Peer Protective Social Skills Peer Risk Friends Who Engage in the Problem Behavior Peer si Risk Favorable Attitudes Toward the Problem Behavior Peer Risk Early Initiation of the Problem Behavior Peer
16. Oihe O Yes No Oihar Yes No CJ Yeo OD Pn Page 66 of 97 PBPS User Manual 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 your contract so refer to your contract for guidance mms E 3 NU Emm Assessment Capacity Planning Implementation Evaluation EH ut n AU Reports Knowledgebase Communication Administation Support SES E Settings Mentoring Program Design Home gt Implementation gt Mentoring gt Mentoring Program Design Save Vepra Region 3 Mentoring v Program Cancel 1 Select one which of the following program best describes your mentoring program design Q 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 engage in a range of community based activities m Q b One to one school based mentoring program Youth are matched with one adult with the expectation that the two will meeton a routine basis and engage in a range of activities confined to the school setting m iD i Help O G Oross age 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 O d Other mentoring program IF This option is selected must provide n
17. Program Staff member etc Page 6 of 97 PBPS User Manual 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 you want to print it then you also must tell the program ctri p File gt Print or d 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 7 ype Preview Description Text Field _ aka Text Box fill in the blank Drop Down Menu aka Pull Down Menu select one Buttons eie RadioButton Red Red bold text with asterisk denotes a required A Black 1 Black te
18. Risk Rebelliousness School _ Protective School Healthy Beliefs and Clear Standards School Protective School Bonding opportunity skills and recognition School Risk X Early and Persistent Antisocial Behavior School Risk Academic Failure Beginning in the Late Elementary School School Risk Lack of Commitment to School Page 87 of 97 Index of Services Service Code STAO1 STAO2 STAO3 STAOA STAO5 STAO6 Service Type Alcohol and Drug free Dances and Parties one time basis Alcohol and Drug free Dances and Parties recurring basis Community Drop In Centers Community Drop In Center Activities Community Drop in Center Activities Community Services Youth Adult Leadership Functions One time basis Youth Adult Leadership Functions Recurring basis Accessing Services and Funding Assessing Community Needs ANGES UUP EU UB A A ee E AA APESTA SUAE TT RAT SIS IRE PE Dh RE VCRBA pr EE cU E E OM A A E ur a e epe Ue ANIME UNE MD HR COR RC c8 E M P N PBPS User Manual Count Method Alcohol and drug free dances and parties are counted in the data set as a single prevention service Service Type Code STAO1 Alcohol and drug free dances and parties are counted in the data set as a recurring prevention service if they occur on a routine regular basis Service Type Code STAO2 Record the service population The number of community drop in centers is
19. 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 at 12 month intervals if the match continues long term along with the DBHR 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 O T 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 Implementation 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
20. a Post Test survey half way through the program and then finish with a Follow Up survey upon completion of the program Recurring Service L settings lt implementation gt Recurmng Service Copy Service Statt Time Attendance Print Data Collection Form Add Semice Humber Edit Program Name Delete Program Project ALERT is a school based social resistance approach to drug Search D C RA EGEL O di dius yar aa N Description abuse prevention The cumculum specihcally targets cigarettes alcoho amd manana Use Print Help Group Objective Name Objective Description Service Date Service Location Page 43 of 97 _ Service Population SP14 Middle Jr High School Students Session Length l2 service Description Good turnout of participants and everyone engaged in conversations PBPS User Manual School O By Address Category Public Y Step 1 Provide Address Sub Category Locations ALELXANDER GRAHAM BELL ELEMENTARY vw Name ALELXANDER GRAHAM BELL ELEMENTARY Street 11212 NE 112TH City KIRKLAND State WA Zip 98033 Name Nicolai E Boysen Community Center Street 12277 South Bay Rd City Olympia State WA Zip 98506 Validate Step 2 Select Address From List Address was not found Correct address and click Validate again or click Accept Accept CSAP Category Sorvico Codo La rg ee apum oum d abed LE LI n TD Sar Length in Hours Benchmark Not State
21. 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 P Community Bonding opportunity skills and recognition Protective Factors PJF amily Bonding opportunity skills and recognition RiRebelliousness Available Risk amp Protective Factors Page 15 of 97 PBPS User Manual 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
22. 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 D 2 Hours 45 Minutes 2 75 Hours Page 37 of 97 PBPS User Manual 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 KIT Integrated Service Eb Settings Examples Save 2 25 is 2 Hours and 15 Minutes Cancel 9 Sis 2 Hours and 30 Minutes Help 2 75 is 2 Hours and 45 Minutes Staf Service Time Staff Name Direct Service hrs Indirect Service hrs Account Administrator Brian Jones Mary Jones Laurie Scott John Smith Tiffany williams 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 Cancel Your count of 26 on the Single Service page must be the same total for each category below American
23. counted in the data set once at the beginning of the year as a single prevention service Activities conducted at the community drop in center are counted in the data set as a single prevention service Count the number of attendees Record the service population Activities conducted at the community drop in center are counted in the data set as a single prevention service Use Service Type Code STAOA If the service meets the definition of recurring count as a recurring prevention service use Service Type Code STAO5 Record the service population and the demographics Community Services are counted in the data set as single prevention services Count the number of attendees that participated in the event not the recipient of the event i e count the number of youth repairing the buildings not the number of buildings repaired Record the service population Youth adult leadership services are counted in the data set as a single prevention service Service Type Code STAO60 Youth adult leadership services are counted in the data set as a recurring prevention service Service Type Code STAO7 if they occur on a routine basis Record the service population Accessing services and funding activities are counted in the data as single prevention services Record the service population Count Code Page 88 of 97 PBPS User Manual seal Service Type Count Method pies needs assessments conducted Count as a single prevention servi
24. default is All categories which is the slowest and most exhaustive search yielding the most results For this reason you may want to specify a category to limit the number of results Note If you specified a Search Category then the Filter A is not available it is the same as the Search Category Page 84 of 97 POS PBPS User Manual Select Or Select a Filter to limit the results of the search If you did not specify a Search Category select a filter from the drop down menu of the first set of filters a If desired select a second filter from the drop down menu of the second set of filters b Type a value into the third filter text field c this is the criteria that you are searching for Example If you are searching for a May 25 2005 use 05 25 05 without the quotes Example If you are searching for occurrence of a word put that word into the text field c Click the Select button to view the program Note Once viewing the program you can edit the program clicking Edit from the Task Pane KIT Integrated Service Help O O Advanced Search Advanced Search Back Organization CCS Ending Date Page 85 of 97 PBPS User Manual Spell Check At various times in the PBPS you will have the opportunity to click the Spell Check button The spell check combs through the text data fields and reports anything that looks like a typo Note At any time you can exit the spell check by c
25. do that type the desired number of rows to be displayed in the Row Count text field and click the Set button Click Edit in the Task Pane Click the Transfer check box corresponding to the participant that you want transferred into the 05 07 PBPS Note You can sort the table by the clicking the column headings of the table Note If you want to transfer the majority of the participants in the table you may want to select Transfer in the Set All Clients To drop down menu and click the Set All On This Page button That way the entire table will have checks in the Transfer Check boxes Then you can uncheck those participants that you do not want to transfer into the 05 07 PBPS PLEASE DO NOT JUST TRANSFER ALL YOUR PARTICIPANTS ONLY TRANSFER THOSE THAT WILL CONTINUE PREVENTION IN 05 07 THE SPEED OF THE PBPS IS CORRELATED TO THE NUMBER OF PARTICIPANTS IN THE SYSTEM 8 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel 9 Click OK at the dialog box that appears to continue or click Cancel if you do not want to transfer participants Note This is your last opportunity to abort If you click OK then the changes cannot be reversed Note The selected participant s will be moved into the 05 07 system The Was Transferred value will become YES and the row of the participant will be shaded gray Client Status Transfer Tool amp Settings H
26. from the DBHR Population drop down menu Note By selecting a DBHR 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 DBHR Population drop down menu 14 Select the Institute of Medicine IOM Model Type from the IOM 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 nterventions 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 Universal Indirect Interventions support population based programs and strategies 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 I mplementation Type drop down menu Page 24 of 97 PBPS User Manual A00000000000000000000000000000000000000000000000000000000rseseseeseseseefeeeseseeseree P rereeeseseeeereseeseeeseseeeeseeeseeeeseseeeeeeseeeeeeseeeeseseseeeesereeeeserereeeereeeererereeioeeseeeeree
27. 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 When adding a new participant to the PBPS you may assign them to particular groups 1 Click Planning in the Menu 2 Click the Program link in the Sub Menu 3 Click the Select button to the program to which you would like to add a group 4 Click the Add Edit or View Groups button Program Screen Add Edit or View Groups Program 1 205 Z1 a Add s rust Premnisingy reacts Edit Status Used In Semice Notes View Program Notes Search Print Help Objective zi Science based Program Name Description Projact ALERT is a school based social resistance approach lo drug abuse prevention The curnculum specifically targets cigarettes alcohol end manjuana use Funding Sources Fund Amount Match 4mount 5 Click Add in the Task Pane Page 40 of 97 PBPS User Manual KIT Integrated Service ij Settings Program Group Screen Croup Save Program Hame Cancel PA Description Projact ALERT is a schoo hased social resistanc
28. now duplicate the CBC for future 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 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 l 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 Page 51 of 97 PBPS User Manual 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 e Register M
29. original documents or PSAs developed Count as a single prevention service Record the service population Materials development services are counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as the number of original documents or PSAs developed Count as a single prevention service Record the service population Materials dissemination services are counted in the data set as the quantity of items disseminated Materials dissemination services are counted in the data set as the quantity of items disseminated Materials dissemination services are counted in the data set as the quantity of items disseminated Materials dissemination services are counted in the data set as the quantity of items disseminated PSAs are only counted once when the PSA airs for the first time Count as a single prevention service Record the service population Materials dissemination services are counted in the data set as the quantity of items disseminated Media campaigns are counted once in the data set when the campaign has been distributed to the vendor who will promote it e g when the ads are printed in the paper or the store owner puts up the signs Count as a Single prevention service Use Service Type Code STN16 Record the Count Code Page 91 of 97 Service Code STN17 STN18 STPO1 STPO2 STPO3 STPO4 STPO5 STPO6 STVO1 STVO2 m
30. quickfacts census qowlgfd Administration Editing Organization I nformation Log in to the PBPS Click Administration in the Menu Click Organization in the Sub Menu 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 pH p Page 72 of 97 PBPS User Manual Organization Home gt Administration gt Organization Save ofa Cancel County Address 165 North 1st Suite 120 Help City Othello State Zip Code 99344 l OoOO Choose Contact To edit this individual s information go to the Staff form First Name Accoun Last Name Administrator Work Phone 4123667188 a Email wa2003admin kitsolutions net Staff 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 UserID Salutation Birth Dater _ Degree Work Phone Password First Name Gender Vocational Work Phone Ext NEN A Education m Last Name Race Field of Study Email Title Ethnicity ____ amp Work Address E Status J Work City B Second Language Work State E
31. the Staff Name drop down menu Click Add in the Task Pane Type the date mm dd yy in the Date text field Type the duration hours in decimal form in the Hours text field ee ee O m 2 Hours 15 Minutes 2 25 Hours Page 74 of 97 PBPS User Manual 2 Hours 45 Minutes 2 75 Hours 8 Select the type of work in the Category drop down menu 9 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Admin Time Home gt Administration gt Admin Time Examples 2 25 is 2 Hours and 15 Minutes 2 918 2 Hours and 30 Minutes 2 5 is 2 Hours and 45 Minutes Click Submit Change to canfirm your new password Your change becomes effective immediately Staff Name Print Help Admin Time Home gt Administration gt Admin Time Examples 2 25 is 2 Hours and 15 Minutes 2 5 is 2 Hours and 30 Minutes 2 5 is 2 Hours and 45 Minutes Save Cancel Click Submit Change to confirm your new password Your change becomes effective immediately Staff Mame Description Editing Recorded Administrative Time Log in to the PBPS Click Administration in the Menu Click Administrative Time in the Sub Menu Select the staff in the Staff Name drop down menu Click Edit in the Task Pane Click Edit button in the table corresponding to the desired entry to modify Type the date mm dd yy in the Date text field Type the duration hours in decimal form in the
32. 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 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 64 of 97 PBPS User Manual Mentoring Surveys Home gt Implementation gt Mentoring gt Mentoring Surveys Mentoring Surveys Select Program w Mentoring Survey v Print Select Mentor RA Select Mentee Ww C Confidential Check only if testing students in a 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 1 Click Implementation in the Menu 2 Click Match Closure in the Sub Menu 3 Click Add in the Task Pane 4 Select the program from the Select Progr
33. the survey if you would like to abort the changes Page 71 of 97 PBPS User Manual Booster Assessment amp Settings Home gt Evaluation gt Booster 4ssessment Booster 4ssessment New select Program Project SUCCESS w survey Instrument 2005 2007 Required Measure Individual Peer Required for 13 17 years old only i Help select Participant Amanda Garcia v survey Type Booster Test v Enter Survey Date Confidential CHECK ONLY if testing students in a lab setting since the student will be logged off PEPS after clicking DONE on the survey LEAVE UNCHECKED if you are entering multiple surveys as a staff person or you will be lagged of each time ifthe box is checked Knowledge Base For more information about the prevention field browse here Web Resources Log in to the PBPS Click Knowledge Base in the Menu Click Web Resources in the Sub Menu Select a category from the Choose Category drop down menu Click the desired item in the Web Source List Click the link next to Web Site to be taken to the selected website GA cae Web Sources Home gt knowledge base gt Web Sources Help Choose Category Data Sources hc Monitoring the Future Survey http iw monitoringthefuture org ational Household Youth curvewy http wwhitehouzedrugpaolicy qow drugfact nhzdan1 html SAMHSA Drug abuse Statistics http aan drug abuzestatistiez sambhza q ou US Census Bureau WA Quick Facts http
34. then the changes cannot be reversed Note The selected mentor s will be moved into the 05 07 system The Was Transferred value will become YES and the row of the participant will be shaded gray Mentor Status Transfer Tool b Settings Home gt Transfer Tool gt Mentor Status Transfer Tool Add Delete Back Help Client Transfer and Status Update Tool Update O Status 9 Transfer Scrolling Mon scralling Row Count 35 Mentor Status Tool This tool was created to allow the Counties Tribes and Providers to check the active or inactive status of the mentors either sorted by group or an extensive list This tool will also enable the user to change the active or inactive status of the participant Before this tool was created a mentor once given inactive status would not appear in the system because only active mentors are displayed but would still be in the system Providers would then enter the mentor again and there would be a duplicated Now providers can use the Mentor Status Tool to view all the entered mentors active or inactive and change their status U E UN HG Log in to the PBPS Click Transfer Tool in the Menu Click Mentor Status Transfer Tool in the Sub Menu Click the radio button next to Status in Update Click Edit in the Task Pane Page 80 of 97 PBPS User Manual 6 Click the Active Status check box corresponding to the mentor of which you want change the status Note You ca
35. 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 a 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 Note After clicking OK and after the form refreshes notice how the First Name and the Last Name are randomly generated number
36. will list all the participants in your agency County Tribe Selecting Individual may be slow If you select Program Group you will need to select a program from the Program drop down menu and group from the Group drop down menu Note You may want to change the amount of rows that are displayed in the table To do that type the desired number of rows to be displayed in the Row Count text field and click the Set button 6 Click Edit in the Task Pane 7 Click the Active Status check box corresponding to the participant of which you want change the status Note You can sort the table by the clicking the column headings of the table Note If you want to make active the majority of the participants in the table you may want to select Active in the Set All Clients To drop down menu and click the Set All On This Page button That way the entire table will have checks in the Active Status check boxes Then you can uncheck those participants that you do not want to make active 8 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel 9 Click OK at the dialog box that appears to continue or click Cancel if you do not want to make your modification Client Status Transfer Tool Es Settings Home gt Transter Tool gt Client Status Transfer Tool Client Transfer and Status Update Tool This tool is used to transfer individual participants only and not their groups To tra
37. 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 3 http demo kithost net pProgramStatusNotes M icros Program Project ALERT Year 2006 Month January Y Notes PE Mile ees is ere Page 32 of 97 PBPS User Manual 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 E UJ NJ H 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 Inactive 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 Serv
38. 7 Older Adults SP08 Government Elected Officials SPO9 Elementary School Students SP10 General Population SP11 Health Professionals SP12 High School Students SP13 Homeless Runaway Youth SP14 Middle Jr High School Students SP15 Parents Families SP16 People Using Substances SP17 People with Disabilities SP18 People with Mental Health Problems SP19 Physically Emotionally Abused People Pregnant Females Women of Childbearing SP20 Age SP21 Preschool Students SP22 Prevention Treatment Professionals SP23 Religious Groups SP24 School Dropouts SP25 Teachers Administrators Counselors SP26 Youth Minors SP27 Law Enforcement Military SP28 Gays Lesbians SP98 Other Pr Not Applicable Page 94 of 97 PBPS User Manual State Benchmarks OAAWA O 1 Number Description a 1 Reduce alcohol related motor vehicle crash deaths 1 1 1 0 0 0 0 0 m 2 Reduce illicit drug related deaths alcohol and tobacco 0 2 3 Reduce the number of young people in Grades 9 through 12 who reported that they r
39. 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 pu SISSE Page 20 of 97 PBPS User Manual Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Notes Organization ADAMS 2005 2007 Factor PiCormmunity Bonding opportunity skills and recognition Waiting l l S lunt i in s S S Submision creased community volunteerism in businesses in city 621 2007 Account This is a community bonding opportunity Edit Administrator 101 under Review By 0 churches with church religious leaders involving district 1 DASA 2200 Account 5 churches have church religiaus leaders involving district 1 Edit Administrator 101 Accepted 0 option for families in community 2 Accepted 0 this is a test of the outcome in businesses with test 20 Removing Objective Notes Log in to the PBPS Click Planning in the Menu Click Objecti
40. A aa Sie se a SE RU RNC E training Program Description Filter By Group v Mentor Name Flint Maxwell Help Mentee Name Sharp Tim M Match ID 1068 Service Date Parent Guardian E k Match Contact Time Hrs Indirect Mentor Time _ Hrs Program Staff Time Hrs service Description Page 56 of 97 PBPS User Manual Marcn lyetlipseerProgrearn Dais aT rD error Sey DTO TT LT 2T OG TTT Djascriptiiorn Time Tune Titre Adding the Subsequent Mentor Services 1 Click Implementation in the Menu 2 Click Mentor Service in the Sub Menu 3 Select the Mentoring Program in the Program drop down menu 4 Click Filter by Group and select the group you assigned with your program when you created your Mentees 5 Select the mentor of the match in the Mentor Name drop down menu 6 Select the mentee of the match in the Mentee Name drop down menu 7 Click Add in the Task Pane 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 O 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 tim
41. BPS 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 far the sixth graders inthe Cancel Othello School District to have experiential education The skills taught are e 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 Is 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 30 of 97 PBPS User Manual Program Status Home gt Planning gt nM s gt Program Status Save County Tribe Cancel Fiscal Year Check Active Mo Check Inactive LO M Jul Aug Sep Oct Nov Dec 1 123 Add Note El E CI 2 ACROSS AG
42. Benchmark Z Z 2222n w DATA ENTRY COMPLETED GROUP CLOSED C You will NOT be able to enter more services data later To run an Outcome Report also check the All Surveys Entered box below ALL SURVEYS ENTERED FOR THIS GROUP 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 L 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 I ndirect 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 Click the Save button when finished and you will automatically go to the Attendance reporting screen Page 44 of 97 PBPS User Manual Staff Service Time Examples Save 2 25 ig 2 Hours and 15 Minutes Cancel 2 5is 2 Hours and 30 Minutes Help 2 758 2 Hours and 45 Minutes Staff Service Time Direct Service hrs Indirect Service hrs Michael Trainer 0 Recurring Service Attendance Reporting 6 7 8 You do not need to click on Add or Edit just make cha
43. ES Add Note v E LI LI 3 Coping with Work and Family Stress Add Note Fi E 4 Counter Advertising Add Note al a Li O 5 DARE to Be You Add Note F CI CI 6 Family Effectiveness Training Add Note F a 9 a O T Family Matters Add Note O E Sve Reporting on Inactive Prog Add Note z 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 C DIES 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 program 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 chang
44. HR needed that are offered to all counties tribes in hopes that they may inne e beneficial to all 0 Pre Tests and Post Tests available for download copy and administration to Instrument Pus M participants gt Outcome Results of the Pre Tests and Post Tests taken by participants Monitor Analysis Log in to the PBPS Click Reports in the Menu Click Monitor Analysis in the Sub Menu Select the region from the Region List drop down menu Select the organization from the Organization List drop down menu Select the biennium from the Biennium drop down menu Select the federal category from the Federal Category drop down menu Select the target population from the Target Population drop down menu Select the location from the Location drop down menu 0 Select the objective from the Objective drop down menu 1 Select the service code from the Service Code drop down menu Note See Index of Services 12 Click the radio button next to choose either Single Events or Recurring Events 13 Click the Show Report button Note A new window will appear housing the report See Using the Reporting Window EE ee I Monitor Analysis amp Settings a Home gt Reports gt Monitor Analysis show Report Analysis Region List Organization List Biennium Beginning Date mm dd ryy y Ending Date Federal Category Target Population Location Objective Service Code
45. Hours text field EI A Page 75 of 97 PBPS User Manual 2 Hours 45 Minutes 2 75 Hours 9 Select the type of work in the Category drop down menu 10 Click the Update button in the table to commit your changes If you do not want to save any changes made to this form click the Cancel button in the table Note You cannot delete the entry by clicking the Delete button You will get an error message 11 Click Back in the Task Pane Delete Recorded Administrative Time Log in to the PBPS Click Administration in the Menu Click Administrative Time in the Sub Menu Select the staff in the Staff Name drop down menu Click Edit in the Task Pane Click Delete button in the table corresponding to the desired entry to remove Click Back in the Task Pane P Change Password Log in to the PBPS Click Administration in the Menu Click Change Password in the Sub Menu 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 5 When finished click the Submit button Note Once the password has been changed it is effective immediately So if you were to log out of the PBPS following the change then try to log back in you would have to use the new password UNE Change Password Home gt Administration gt Change Password S
46. 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 21 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 E Save 9 InnovativelOther Cancel Status Waiting Submission Motes lew Program Motes Cd SS NN Description Fund Amount Match Amount O 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 23 of 97 PBPS User Manual Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane
47. Native 10 Aslan Black 6 H P Islander White 10 Hulti Racial Other Male 12 Female 4 Page 38 of 97 PBPS User Manual 0 4 5 11 12 14 14 15 17 40 18 20 2 21 25 2644 45 64 65 Hispanic Non Hispanic 28 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 Service 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 GAA al E a 9 00 N Click the Implementation 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 PLUIE Click the Implementation 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 39 of 97 PBPS User Manual Creating a Group and Adding it to a Program In the PBPS group
48. 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 1 Edit Othello School District ta have experiential education The skills taught are Delete Back Existing Groups Hv LYLE Print selected Participant Group Help Participant List Group Is Completed Editing Group Already Added to a Program 1 Log in to the PBPS Page 29 of 97 PBPS User Manual 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 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 P
49. UING Paraiso feda 35 Delenng Participants erreia o aod d C td boa ici a GE e n bU dpa eate ole A C dod 35 Erierypting Participants NGINES ueassanabutsstasicnd d md eta dace ni qd oatun E D OR UL o dnd tn 35 Adding a New Single Servie irienn enne 36 Single Service Staff Service Time Reporting essssseee eeeeeeeeesenaes 37 Single Service Demographics Time Reporting sssesesee rrnnnnnnn nn 38 Using the Copy Service Button ccccccc cece ee ceee sence Ihnen nnn 39 Page 2 of 97 Table of Contents Deleting a SIngle ServiCe so A EX VE En in 39 Creating a Group and Adding it to a Program sss 40 Adding a New Recurring Service Series sss een 42 Recurring Service Staff Service Time Reporting e 44 Recurring Service Attendance Reporting cccccccccccccccnaccnnnncno nora nnn 45 Using the Copy Service Button ccccccc cece cece esse IH emen nnn 45 Deleting a Recurring Service ssssssssssssesseseen nene nnn 46 Community Based Coordination CBC sssssssssssss Inns 46 Creaung a CBC Grou yas isd at exp ERES aad ERR tun Re UAR EROR amis bates 46 Quarterly Reporting Community Capacity ccccc cece ce eeeee mnn 47 Quarterly Reporting Environmental Strategies cc cece cece KK 48 Quarterly Reporting Funding cece cece e eK 49 Quarterly Reporting Media essessessee
50. Washington State sH Department of Social 7 amp Health Services DBHR DBHR Division of Behavioral of Behavioral Health and Recovery Performance Based Prevention System PBPS Complete User Manual March 2010 Edition 1 4 http www kithost net wa KIT Solutions LLC 2010 5700 Corporate Dr M Pittsburgh PA 15237 IT ppMwasupport kitsolutions net Page 1 of 97 Table of Contents Getting Started ia da 5 Ta sees edia N es TTT 5 PBPSB SICS nd AAA ia 5 ACCESS EO TNS PBPS a ices tem AAA a 5 Recommended Computer Settings cccceceeceeeeeeeeeeeseeeeeeeeeeeeeeuneeeeeestnnas 6 Navigatio IM Prada Eo E ae Rr a 6 Basic Se T ima vias AA AAN 6 Some Task Pane ODO Scar v edet OBI cover paci eco ein tei a dat 6 Data Fields Ge BURON nm d s dcbet actae a ida dec addon i 7 Three Levels of Organization Accounts ssssssssseee memes 7 CONMECEING tothe SY SECM kou erate ar Vct de ey Fee endis var eati URS a e in dian 8 Changing YoUr PassWOFC iii pae Mb eo cce AR OE GG RR RE PL AE OE ORA RR 9 Managing User ACCOUNTS c x yaa xa xA TRES K KSSR E ENR A A RRR RA aN 9 Creating New User ACCOUNTS s m ida 9 Editing User ACCOUNT 10 PEMS eT M I n ImT 11 Changing Staff Permissions by Changing Title Job Classification 11 Custom Staff Permissions by Modifying from Title seseeeeeeeeeeese 13 SUDCOHtFacEtOFS e bstcerce peu pUb S oU lad ebur aa 13 M
51. ails 216 2008 O 5 Na spoke with mentee Ed Delete Change Detar 21212008 Ex 25 O fes 2nd meeting Edit Delete hange Detail 2 JF 51 meetna E E lere HH IE a i 21 Pls acted m r Edit Delete lange Details 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 match in the Mentor Name drop down Select the mentee of the match in the Mentee Name drop down Click one of the following buttons PLA oe Button Description Edit Change Contact Time Indirect Time Program Staff Time and Parent Guardian Delete Deletes the Record Change Details 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 58 of 97 PBPS User Manual Assessment Capacity Planning Implementation Evaluation Ed P2 jet E S D Reports Knowledgebase Communication Administration Support Mentor Service amp h Settings Home gt Implementation gt Mentoring gt Mentor Service Next Match gt gt Copy Service Mentor Service Add pe O Program Region 3 Mentoring _ training d Program Description Print Filter By Group s Hel
52. am drop down menu 5 Select the mentor from the Mentor Name drop down menu 6 Select the mentee from the Mentee Name drop down menu 7 Type the last contact date between the mentor mentee in the Date of Last Match Meeting text field 8 Click the radio button next to the reason to indicate the Reason for Match Closure 9 Click the radio button next to the persons to indicate who attended the Closure Meeting 10 Finish the remaining services categories by clicking the radio buttons to indicate other services the mentee received during the match if any 11 If there were other services provided to the mentee type a description in the Other text field and click the Yes radio button 12 Click Save or Cancel in the Task Pane Page 65 of 97 PBPS User Manual Match Closure Settings a Home gt Implementation gt Mentoring gt Match Closure Save lt Previous Match Next Match gt Match Closure Add au Delete Match ID Search Print Date of Last Match meeting Help Reason for Match Closure End Of Commitment Circumstantial Termination Match Length Did the mentee receive any of Fo lowing semices in addition ta m entoring during the mate h Classroom training using a strictured curriculum O Yes CONO Formal academic tutoring ves No One an one ar group counseling by a trained professional O Yea No Structured pare nting cumiculum for mentee s fa mily Yea No
53. anaging Organization I Ds County amp Tribe eene 14 To View the Organization Information sess 14 To Edit the Organization INfOrmatiOn cc cece ce a aN 14 xil E 15 RISK Ge PROteCtiVe Facto Ss id a 15 Adding Risk amp Protective Factors eai a a a a rr rr 15 A PP o II TO 16 Planning Objectives With NEW Objective Writer eee e ee K ni 16 Adding DICCEIV GS ind aene t te hates el Rs Gi dia 16 EGIEING ODIeCEIVOS rra rie 18 Objective Notes NEW sara dai aie a 19 RAGING ODIEctive NOES iia a 19 Editing ODJectiVe NOLES rar ie 20 Removing Objective Notes neskeri ratini e N e E a AS 21 Progra MS iii A a I ILLI 22 Adding Innovative Other Programs ccceeee cece e KK 22 Adding Best Promising Practice Programs ccccccccseeeeeeeeeeeeeeeeeeeneeeeeettenas 23 Adding Matching ale saved ar ados oes 26 Creating a Group and Adding it to a Program ssssseseeee nn 2 Editing Group Already Added to a Program 0ococcccccccccccnnnnccnnnncnon nnn 29 Program Reporting Status e teer pads exa cep AS 30 Changing the Status of a Program ssssssssssssn mH 31 PAGING lt a vte au uve oon ARP Qu ti 31 Viewing and or editing an Existing Note ssssssseen nnn 32 Viewing the Compliance of a Program sssssessee nnns 33 SGEVIGCES ec dao 34 Adeipg ParticibablES sacked dtd eodd vd ban icones EO PE a d a do ac bore Cn enc dn 34 EGI
54. ancel 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 l 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 27 of 97 PBPS User Manual Programs Home gt Planning gt Programs Add SasdPromising Practices Edit Delete Status alting Submission Notes View Program Notes Search Submit Print Help ocience based Program Name Description Across Ages is a school and community based drug prevention program for youth 8 to 13 years that seeks to strengthen the bonds between adults and youth and provide opportunities for positive community involvernen
55. appears in the Selected Participant Group drop down menu Page 41 of 97 KIT I PBPS User Manual ntegrated Service im E Settings l Program Group Screen Add Edit Delete Back Print Help 10 Addi LELEI S Progress Merne Description Project ALERT is a school based social resistance approach to dreg a ausa pravantion The curiciuln apecfically angela cHsRIBITSR alcohal al Coro Hana ximlirup Coupe 1420 2000 test group a Selecied Paclicquani E Group Particngent Lisl CATA EM TA COMPLETE PUP CLOSE ALL SURVEY 8 ENTERED FOR THIS SAOUP 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 ng a New Recurring Service Series By adding a new recurring service series you al
56. arrative description None of the options above is 8 close 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 a Target Number of on going matches for the program Program Capacity gq ee JA b b Expectation for the frequency of contacts per month c Expectation far match contact time total hours per month ro d d Number of staff directly overseeing the matches All amp 2 fields 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 F Mentor and youth engage in structured group activities LI Classroom training using a structured curriculum F Formal academic tutoring in addition to that provided in the mentoring relationship F One on one or group counseling by a trained professional LI Mentee Family Training Parent Education other Required as many as apply Page 67 of 97 PBPS User Manual Reports There are five types of reports that are available in the PBPS PEE Service Reports performed by Service Providers to review services offered Special reports specifically requested by certain counties that are offered to all enn o __counties tribes in hopes that they may be beneficial to all DBHR Reports that DB
57. asked questions that will help you use the WA KIT Prevention Service KPS click the FAQ menu link and follow the instructions Use the search button to find an existing record Depending on which form you are in there may be an option to search The search feature is always relative to that form So say you in the Programs form and you click search you will be searching for a program Once found you can either view or edit that queried object The search button is located in the Task Pane Choose from All L 2 3 Log in to the PBPS Click Search in the Task Pane If you would like to search for a particular type of entry select it from the Choose Search Category drop down menu Note The default is All Categories which is the slowest and most complete search yielding the most results For this reason you may want to specify a category to limit the number of results If you want a complete list of the records of the specified Search Category select Choose From All Click the Select button to view the program Note Once viewing the program you can edit the program clicking Edit from the Task Pane You can delete the program if no services have been administered You can Search again You can do something else Or Select a Filter I 2 3 Log in to the PBPS Click Search in the Task Pane If you would like to search for a particular type of entry select it from the Choose Search Category drop down menu Note The
58. based Group Description Search Print Help Se 7 Objective Improve attitudes about family managamant skills a usa af different Description lorms of pumiehment and discipline and maonionmg approaches mwvolving familias by implamanting a curriculum based program School By Address Category Public lt Step 1 Provide Address Sub Category v Locations ALELXANDER GRAHAM BELL ELEMENTARY v Name ALELXANDER GRAHAM BELL ELEMENTAR Y Street 11212 NE 112TH City KIRKLAND State WA Zip 98033 Name Nicolai E Boysen Community Center Street 12277 South Bay Rd City Olympia State WA Zip 98506 Validate Step 2 Select Address From List Address was not found Correct address and click Validate again or click Accept Accept CSAP Categor Tapybos once Count Eet rod serie Population C omi Group Hare Emisie Cormupm Tarvin Descrip Dona terrae k 5TH Speaking Engagements E Sipaabkrng engagements ara counted in the dala Gel az Single prevention Z amp erm cez Use Serice Typa Coda STHT7 Record tha conica population 341454 Patents Farina wa tunm dnm Lempi A TD Fidis 26 Disrtingi n EF armiby CGarng high Familias cora logelher for aiemman sharing aa vases do mke durs larry wri sirning Farnily coureslora help faz ln mss ibis melina Figa State ene Krr Srk Single Service Staff Service Time Reporting 1 Record the Service time for each staff member that
59. bjectives 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 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 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 wit
60. bmit 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 text above the data field containing the objective now reads Under review by DBHR when before submission it read You can edit this objective Page 17 of 97 PBPS User Manual Goals Objectives Home gt Planning gt Goals Objecties Pactorfizoal Into 2005 2007 Add CONTES Factor Early Initiation of the Problem Behavior Edit ec Accepted By Help Misi DASA Objective is already accepted by DASA 09 contribute to the increase af refusal and resistance skills among middle school students in Adams County Objective is already accepted by DASA delay initiation by enhancing protective factors among church religiaus leaders for test 1 Editing O
61. c O S m m R R R RRERRR ER RR R R R R m mRmRm mmEEEEEEE A A Page 95 of 97 PBPS User Manual 17b Increase the percentage of youth who perceive the harmfulness of regular binge drinking 17c Increase the percentage of youth who perceive the harmfulness of regular marijuana use 18a Increase the average age of first use of all substances to age 16 alcohol 18b Increase the average age of first use of all substances to age 16 tobacco ernn 18c Increase the average age of first use of all substances to age 16 marijuana Page 96 of 97 PBPS User Manual Default Permissions for Titles Job Classifications in PBPS IOOOOOOOOOOOOOUOOOUOUOOOOOOIOOOOOEOOOOOOEEEEOOOROOOOOOOO0OEOOOOOOOOOOOOEOOOOOOOOUOOO0OOOEOOOOOOOOEEOEO EEEREEONEOO EENEEOOe Om Om A A MENU Coordinator Specialist C9Ptractor Consultant Volunteer Aide Intern Administration Organization Ful Ful Read Read Read Read Read a Staff Info Full Full None None None none None EM Admin Time Ful Ful
62. ce when it is completed Record the service population Community and volunteer training services are counted in the data set as a Community and Volunteer Single prevention service Count the number of attendees who completed S STCO3 BEES the training Record the service population STCOA Formal Community Teams Community team services are counted only once In the data set as single S prevention services when the team is formed STCO5 Community Team Activities Community team activities are counted in the data set as single prevention S services and are recorded as the number of sponsored events Training services are counted in the data set by the agency or individual who conducted the training Count as a single prevention service use STCO6 Training Services Service Type Code STCO6 If the service meets the definition of recurring S count as a recurring prevention service use Service Type Code STCO7 Record the service population and demographics Training services are counted in the data set by the agency or individual who conducted the training Count as a single prevention service use STCO7 Training Services Service Type Code STCO6 If the service meets the definition of recurring R count as a recurring prevention service use Service Type Code STCO7 Record the service population and demographics Technical assistance services are counted in the data set as single prevention services use Service Type Code STCOS8 If the service me
63. d the service population Student assistance programs are counted in the data set as recurring prevention services Service Type Code STP03 Record the service S population If the service meets the definition of recurring count as a recurring prevention service use Service Type Code STPO4 DUI DWI MIP programs are counted in the data set as recurring prevention services Use Service Type Code STPO5 Record the service population as R People Using Substances Service Population Code SP16 Prevention assessment and referral services are counted in the data set as single prevention services Use Service Type Code STOO6 Record the S service population Environmental technical assistance to communities is counted in the data set as a single prevention service Use Service Type Code STVO1 Record S the service population Preventing underage sale of tobacco and tobacco products activities is counted in the data set as a single prevention service e g conducting compliance activities Use Service Type Code STVO2 Record the Service Population If the service meets the definition of recurring e g 6 week vendor education count as a recurring prevention service use Service Page 92 of 97 PBPS User Manual Service Count Code Service Type Count Method Code Preventing underage alcoholic beverage sales activities is counted in the Preventing Underage data set as a single prevention service Use Service Type Code STVO3 STVO3 Reco
64. d your Mentees 6 Select the mentor in the Mentor Name drop down menu Note Expect a 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 O 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 pn 319591 tati 7 E 0 eil Assessment Capacity Planning Implementation Evaluation Ed ie yr E L 31 Reports Knowledgebase Communication Administration Support Mentor Service ib Settings Home gt Implementation gt Mentoring gt Mentor Service Mentor Serice Save y Frogram Pagos Mentonng de Cancel
65. e 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 Service 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 eS ee Page 59 of 97 PBPS User Manual 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 1f 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
66. e approach to drug l abuses pravanbon The curriculum soecrfically targets cigarettes alcohol Group Nama S Selected Participant Group Help UR Ai W PWI Parbcipant List Scoll James s n uS BEEN Shara Tim shams Tim amih Tim Ca DATA ENTRY Yau will OT be able to enter more seraces data later Ta run an Outcome Repar ssa COWELETED i y GAL CLOSED check ihe All Survays Entered box below ALLSURVEYS This enables you te run an Outcome Report You will still be able to enter mare services NTERED POR THIS ae 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
67. e 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 p lo Page 16 of 97 PBPS User Manual Goals Objectives Home gt Planning gt Goals Objectives Save Cancel Help Increased communication skills Increased family cohesion Factor Goal Info 2005 2007 Factor RiEarly Initiation of the Problern Behavior bh Objective Builder Outcome delay initiation by enhancing protective factors Select Increase refusal and resistance skills select Select Select Select Link 1 Target Group church religious leaders w Link 2 Location Change Amount estimate of anticipated change Show Objective String Objective Accepted By Objective DASA Obiective is already accepted bv 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 su
68. e 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 12 Click if you wish to continue assigning matches JI UJ NJ Hb Home gt Implementation gt Mentoring gt Mentor Match Next Match gt gt Mentor Atentos WAL Add Program Program Description The Life Skills Training unwersal Delete Mentor Hame Search Match ID 7044 Print Mentee Name Help New Group Cr Existing Group Match Closed Mentee pre Match Orientation Date Date af first Match Meeting Re Match Page 55 of 97 PBPS User Manual 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 Click Implementation in the Menu Click Mentor Service in the Sub Menu Click Add in the Task Pane Select the program from the Program drop down menu Note the Program Description will automatically be filled in based on the chosen Program Click Filter by Group and select the group you assigned with your program when you create
69. e 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 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 Page 57 of 97 PBPS User Manual Assessment Capacity Planning Implementation Evaluation E el gu E pi Reports Knowledgebase Communication Administration Support Mentor Service amp Settings Home gt Implementation gt Mentoring gt Mentor Service Mentor Service Save EG Program Cancel e ESS Edit Program Description Delete Filter By Group Mentor Name Flint Maxwell v Region 3 Mentoring Mentee Name b Match ID 1068 service Date A Parent Guardian C Match Contact Time J Hrs ame Mentor Time Hrs E ML Le LLLI EE Program staff Time a A M M M MM 4 Mauro lire Program de p L i TS ES T 2 x p r Mo em A T H p Copete TEE Seif Parents ali Tjzis e rip Tn Ti r rr Pina Puna Tine 2 2 2 25 E after school activities Edi plete hang stall edo 25 spoke with mentor Edit Delete Change Det
70. ed each time a new document or PSA is developed and is ready for dissemination or use It is counted as the number of original documents or PSAs developed Count as a single prevention service Record the service population Materials development services are counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as Count Code the number of original documents or PSAs developed Count as a single Page 90 of 97 Service Code STNO7 STNO8 STNO9 STN10 STN11 STN12 STN13 STN14 STN15 Service Type Newsletter Development Public Service Announcement PSA Development Resource Directory Development Audiovisual Material Dissemination Printed Material Dissemination Curriculum Dissemination Newsletter Dissemination Public Service Announcement Dissemination Resource Directory Dissemination Media Campaigns Dissemination PBPS User Manual Count Method prevention service Record the service population Materials development services are counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as the number of original documents or PSAs developed Count as a single prevention service Record the service population Materials development services are counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as the number of
71. ed 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 l 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 31 of 97 po x PBPS User Manual nae Micros TE x http demo kithost net pProgramStatusNotes EN Program Project ALERT El Year ans y Month January ssi Notes Ec OUD ete O 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 OPA PON Viewing and or editing an Existing Note l 2 3 Click Planning in the Menu Click the Program Status in the Sub Menu Click the small green N of the desired program and month to view the note M POR Note A pop up window will appear If you have pop ups disabled you
72. eeseeereeeeeereseeeereseseereseseereleseeseseeeeseseeeereseeeesereeeeees D Panes lecscecescecsssececesseecsssececssessecessssecessececeecesecsuesesessucsscesesessssesecsusesescesessscesessscssescecesescecesensecesescesesescessstecesescesesestecesesrssssessesessenesesees Other Anything else Western Center for Applied Prevention Technologies WestCAPT http casat unr edu westcapt 16 Unless the program will not have any service activities for 30 days select Active in the Status drop down menu 17 Type the total number of sessions the program will have in the Number of Sessions text field 18 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 19 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 20 Select yes or no in the CTI Research drop down menu 21 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 arrow pointing up to remove it Note Once the Assessment Inst
73. en and select the export format Click the Download button to export Note Once the file is exported you can view and print the report You can only print exported files Page 69 of 97 PBPS User Manual PDF w d o gt N gne Qj Main Report v Mh 100 v aiz bae a4 Date Service Report By Activity Report Period 7 1 2007 to 6 30 2009 Region 1 County Tribe Training Organization 777 Provider Training Organization 771 771 SV Date RG 07 16 2007 Chub Live 2 Sms A01 Alcohol and Drug free Dances and Parties one time basis 09 12 2007 Project SUCCESS PN JCR MWF R002 STAOS Community Drop in Center Project SUCCESS Activities recurring basis PN JCR MWF 09 06 2007 Project SUCCESS PN JCR MWF STA05 Community Drop in Center Sir gt Activities recurring basis JCR M Activities recurring basis 09 11 2007 Project SUCCESS PN MPJ TR STAO5 Community Drop in Center Ear SUCCESS Activities recurring basis PJ TR 05 05 2008 Project SUCCESS Success Single STCO1 Accessing Services and N Funding 10 01 2007 Sarahs Stars Fall07 08 STA05 Community Drop in Center Sarahs Stars Fall07 08 Activities recurring basis 12 21 2007 Say No to Fights Families that Care STNOS Printed Material Development 09 17 2007 Project SUCCESS PN MPJ TR STA05 Community Drop in Center E e t gt Evaluation At the beginning and end of each service the participants may be given a pre test and post test to m
74. entors e Register Mentees if they are not already participants 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 e Create the Mentor Mentee Match Mentoring Services are divided into three categories e Type nnn Description Mentor Services Records any one to one services including the actual Mentor Mentee match time BEN or program staff time with the Mentee Mentor or Mentee sfamily lt Group Support Records any supportive activities that occur with groups of Mentors or Mentees Activities 1 _such as group orientations trainings or mentor support groups 1 Group Match Records other types of group activities usually with groups of Mentors and Mentees Activities together such as group recreational activities Registering Mentors 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 5 Click Save or Cancel in the Task Pane Register Mentor H dy Settings 4 Home gt Implementation gt Mentoring gt Register Mentor Mentor Information General Information Cancel Salutation First Marne Last Name Pre Match Training Ov
75. erve 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 their county prevention specialist before configuring this feature Page 13 of 97 PBPS User Manual Managing Organization IDs 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 I nformation l Log in to the PBPS 2 Click Administration in the Menu 3 Click Organization in the Sub Menu To Edit the Organization I nformation l 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 wan
76. ets the definition or recurring count as a recurring prevention service use Sue pe eae erence Service Type Code STCO9 NOTE Attendance at professional meetings is not recorded in the data set Record the service population and the demographics Technical assistance services are counted in the data set as single prevention services use Service Type Code STCOS8 If the service meets the definition or recurring count as a recurring prevention service use Service Type Code STCO9 NOTE Attendance at professional meetings is not recorded in the data set Record the service population and the 2 demographics 9T1C10 4 Systematic Planning The count should be one for each plan developed 15 STCO9 Technical assistance Page 89 of 97 Service Code STEO1 STEO2 STEO3 STEOA STEO5 STEO6 STNO1 STNO2 STNO3 STNO4 STNO5 STNOG Service Type Children of Substance Abusers COSA Groups Classroom Educational Services Education Services for Youth Groups Parenting Family Management Services Peer Leader Helper Programs Small Group Sessions Clearinghouse l nformation Resource Center Health Fair Health Promotion Audiovisual Material Development Printed Material Development Curriculum Development PBPS User Manual Count Method COSA educational groups are counted in the data set as recurring prevention services Service Type Code STEO1 Classroom educational services are counted
77. ext field 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 Page 49 of 97 PBPS User Manual Community Coordination Home 7 Implementation gt Community Coordination Search Help CBC Group Copy CBC CEC 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 ka Reporting Date Template Partial Screen Shot Quarterly Reporting Media BRWNE 2a XN 11 12 13 14 15 16 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 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 Coun
78. gram Arrow button to remove group assignment 7 Click Save or Cancel in the Task Pane Assessment Capacity Planning Implementation Evaluation E Reports Knowledge n5ase Register Mentee Home gt Implementation gt Mentoring gt Register Mentee Add Edit Delete Search Help Mentee Information Group and click the Down jT te Communication Administration SLEDO AT El Settings a Encrypt Participant Name Max 20 First Name a Middle Initial T Last Name Beichner l Sex Birth Date 5 3 Y csi Race Ez Ethnicity TE g Marital Status Status T i ere A Local ID characters Mentoring T 1 Free Reduced Lunch Page 53 of 97 PBPS User Manual Contact Information State Zip Code Phone Emergency Contact Information Phone Programs Assigned Program Groups 2 2007 test Counter Advertising 8 2 2 ACROSS AGES Group1 Project ALERT Bills 6 17 2007 test group Coping with Work and Family Stress Bills test for 6 18 class Note Assigning a mentee to Program Group pair will not limit the programs that mentee can be a part af in the mentoring module Page 54 of 97 PBPS User Manual 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 me
79. h 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 DBHR when before submission it read You can edit this objective Page 18 of 97 PBPS User Manual 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 s
80. he 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 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 Page 47 of 97 PBPS User Manual Community Coordination Home gt Implementation gt Community Coordination CBC Group Copy CBC CEC Reporting Quarter 2005 Jul Sep Organization Reporting Category Community Capacity ho Search Count Method Accessing services and funding activities are counted in the data as single prevention services Record the service population Reporting Date 1 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 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 Selec
81. ices Compliance Active Not recorded No Active Recorded Yes Inactive Not Recorded Yes Page 33 of 97 PBPS User Manual 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 DBHR 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 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
82. in the data set as recurring prevention services Service Type CodezSTEO2 NOTE A one time presentation should be counted as a speaking engagement Education services for youth groups are counted in the data set as recurring prevention services Service Type Code STEO3 Parenting family management services are counted in the data set as recurring prevention services Service Type Code STE04 Peer leader helper programs are counted in the data set as recurring prevention services Service Type Code STEO5 Small group sessions are counted in the data set as recurring prevention services Service Type Code STEO6 A clearinghouse information resource center is counted in the data set only once usually at the beginning of the reporting year Categorize as a single prevention service Use Service Type Code STNO1 Record the service population as SP99 not applicable Health fairs are counted in the data set as a single prevention service Use Service Type Code STNO2 Record the service population Health promotion services are counted in the data set as single prevention services Service Type Code STNO3 Record the service population Materials development services are counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as the number of original documents or PSAs developed Count as a single prevention service Record the service population Materials development services are count
83. ion 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 Job 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 determine level of access Make a selection from the Title drop down menu O 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 HONDU AWN Assessment Archival Survey Data Edit Flanning Factor Planning soal Objective Help Program Print Program in Activities Data Collection Forms Participant single Service Recurring service Mentoring Register Mentor Register Mentee Mentor Match Mentor Service Page 11 of 97 PBPS User Manual Partial Screen Shot Page 12 of 97 PBPS User Manual Custom Staff Permissi
84. l 12 Type the service description in the Service Description text field 13 1f 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 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 AII 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 E 4i vea Z EFI Reports 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 I Program Region 3 Mentoring 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 a
85. licking the Close button 1 UJ N Click the Spell Check button Note If there are misspelled words you will have the opportunity to change them Note If all the words are spelled correctly a pop up notification will appear saying the spell check is complete Click OK Review the Problem Word If the Problem Word is spelled correctly click Ignore Note If the problem word is spelled correctly and it is used repeatedly in the form click the Ignore All button If the Problem Word is not spelled correctly select an alternative from the Suggestions drop down menu and click the Change button Note If the proper word is not displayed in the Suggestions drop down menu go to the next step Note If there are multiple identically misspelled words you can change all of them by clicking the Change All button If the proper word is not displayed in the Suggestions drop down menu type the proper word in the Change To text field and click the Change button A pop up notification will appear when the spell check is complete Click OK Note The spell check window will close automatically when you click OK E http demao kithost net Check Spelling Microsoft Internet Explorer m mi X es n R F FU C E k i A E n ga Fa as m m B i i L 1 pum L EX wd A k al cot in dictionary Problem les Change to E Sugg in als dl THES S EVEILE Context
86. ly 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 Implementation Type drop down menu Description Page 22 of 97 PBPS User Manual _Innovation A program that is not a Best Practice or promising approach on the WestCAPT website Other Anything else Western Center for Applied Prevention Technologies WestCAPT http casat unr edu westcapt 15 Unless the program will not have any service activities for 30 days select Active in the Status drop down menu 16 Type the total number of sessions the program will have in the Number of Sessions text field 17 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 18 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 19 Select yes or no in the CTI Research drop down menu 20
87. 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 current 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
88. n 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 DBHR 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 the target population s of the program from the DBHR Population drop down menu Note By selecting a DBHR 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 IOM 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 Universal Direct nterventions direct
89. n sort the table by the clicking the column headings of the table Note If you want to make active the majority of the participants in the table you may want to select Active in the Set All Mentors To drop down menu and click the Set All On This Page button That way the entire table will have checks in the Active Status check boxes Then you can uncheck those mentors that you do not want to transfer into the 05 07 PBPS 7 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel 8 Click OK at the dialog box that appears to continue or click Cancel if you do not want to make your modification Mentor Status Transfer Tool amp Settings 4 Home gt Transter Tool gt Mentor Status Transfer Tool Client Transfer and Status Update Tool Add Update Status O Transfer Help E Scrolling Non scralling Row Count 35 Program Transfer Tool This module allows the user to transfer programs from last biennium to this fiscal year Log into the PBPS Click Transfer Tool in the Menu Click Program Transfer Tool from the Sub menu Click the button from the left toolbar Select Transfer or Don t Transfer from the Set All Programs To field To indicate that all programs need transferred click the button To indicate that only selected programs need transferred select the box next to the individual program in the list 8 Click the button from the left toolbar
90. n tab in the Menu Bar Page 45 of 97 A IN 00 N PBPS User Manual Click the Recurring 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 Recurring Service a a a 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 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 DBHR for at least one category each and every quarter Creating a CBC Group 1 pup ee 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 men
91. nd public inquires regarding those who are participating in publicly funded prevention activities PBPS also provides information to DBHR 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 DBHR Prevention and MIS section employees including DBHR 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 integral role in this process DBHR 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 DBHR 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
92. nges if necessary and click Save Attendance defaults to YES and Completion defaults to 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 Return to Service Register New Participant Allendance Program Group Project ALERT 8 20 2008 test group Add existing participant to Attendance Table Client Name Attendance Completion 1 Andrew Boysen Yes Ongoing Active 2 Ericka M Boysen Yes Ongoing Active E Micole M Boysen Yes Ongoing Activa 4 Heidi Dadd Yes Ongoing Actwe 5 Bill Stahl Yes Ongoing Active Q Barry While Yes Ongoing Acta Using the Copy Service Button L Click the I mplementatio
93. nsfer Add groups use the Group Transfer Tool Delete Update Status O Transfer ooo O wp i LT Scralling Mon scralling Row Count 35 Page 79 of 97 PBPS User Manual Mentor Transfer Tool This tool was created to migrate mentors from the 03 05 PBPS into the 05 07 PBPS so that the Counties Tribes and Providers would not have to re input all the mentors including all of their information 1 Log in to the PBPS 2 Click Transfer Tool in the Menu 3 Click Mentor Status Transfer Tool in the Sub Menu 4 Click the radio button next to Transfer in Update 5 Click Edit in the Task Pane 6 Click the Transfer check box corresponding to the mentor that you want transferred into the 05 07 PBPS Note You can sort the table by the clicking the column headings of the table Note If you want to transfer the majority of the participants in the table you may want to select Transfer in the Set All Mentors To drop down menu and click the Set All On This Page button That way the entire table will have checks in the Transfer Check boxes Then you can uncheck those participants that you do not want to transfer into the 05 07 PBPS 7 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel 8 Click OK at the dialog box that appears to continue or click Cancel if you do not want to transfer participants Note This is your last opportunity to abort If you click OK
94. ntor 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 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 tim
95. o attend recreational activities Water park trips and laser tag outings are examples of Group Match Activities UO N 10 11 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 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 f 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 61 of 97 PBPS User Manua
96. ode during the previous 30 days RET with a driver who had been drinking alcohol 1 1 0 0 0 4 Increase the percentage of students reporting that they feel safe in school 1 1 1 5 Reduce the percentage of youth at risk because they do not perceive communities as having strong laws and norms against substance use 1 1 1 1 1 0 0 0 6 Improve bonding and strong attachment to family Data for this objective are available for limited communities in the ennn DTE PTT TTT HH oOo N 3 Em O lt D C C C Q D 3 O C O gt D lt D 3 D 2 rt h O A v Uu rt C o D 2 rr P 13a Reduce the proportion of youth reporting use during the past 30 days of alcoholic beverages 13b Reduce the proportion of youth reporting use during the past 30 days of marijuana 13c Reduce the proportion of youth reporting use during the past 30 days of any illicit drug includes marijuana 13d Reduce the proportion of youth reporting use during the past 30 days of cigarettes 13e Reduce the proportion of youth reporting use during the past 30 days of smokeless tobacco 14 Reduce back to 1990 levels the proportion of youth reporting binge drinking during the past two weeks 15a Reduce the proportion of college age 18 to 24 year olds reporting sometime in their lives binge drinking 15b Reduce the proportion of college age 18 to 24 year olds reporting sometime in their lives use of marijuana p nnn5nS
97. ome gt Transfer Tool gt Client Status Transfer Tool Add Edit Delete Back Help Client Transfer and Status Update Tool This tool is used to transfer individual participants only and not their groups To transfer groups use the Group Transfer Tool Update C Status Transfer Scrolling Non scrolling Row Count 25 Transfer FirstName LastName BirthDate Gender WasTransfered Partial Screen Shot Page 78 of 97 PBPS User Manual Client Status Tool This tool was created to allow the Counties Tribes and Providers to check the active or inactive status of the participants including mentees either sorted by group or an extensive list This tool will also enable the user to change the active or inactive status of the participant Before this tool was created a participant once given inactive status would not appear in the system because only active participants are displayed but would still be in the system Providers would then enter the participant again and there would be a duplicated Now providers can use the Client Status Tool to view all the entered participants active or inactive and change their status 1 Log in to the PBPS 2 Click Transfer Tool in the Menu 3 Click Client Status Transfer Tool in the Sub Menu 4 Click the radio button next to Status in Update 5 Click the radio button next to desired sorting method Scrolling or Non Scrolling Note If you select Individual it
98. on 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 Salutation Birth Date Degree Work Phone Password First Name Gender Vocational Education Work Phone Ext o Last Name __ Race _ Field of Study Email Titlet Ethnidty Work Address 9tatus 1 11 1 1 1 1 0 0000000000 Work City NNNM Second Language 0 22 LLL Work State Background Checked Work Zip Code Page 9 of 97 PBPS User Manual Sub Contractor Alternate Address Second Phone Fax ee TE AAA ii 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 1 1 1 1 1 0 0 0000000 Staff
99. onitor the success of the curriculum These test results are entered into the PBPS and reports are generated by the PBPS The reports can be viewed in the Reports portion of the PBPS Note Pre and Post tests are required for each participant of which you would like to evaluate Individual Assessments This evaluation marks the progress of attitude and habits of each participant in a particular group Log in to the PBPS Click Evaluation in the Menu Click Individual Assessment from the Sub Menu Select the program from the Program drop down menu Select the group from the Group drop down menu Select the participant from the Participant drop down menu Select the instrument from the Instrument drop down menu Select the type from the Survey Type drop down menu Type the date mm dd yy in the Survey Date text field O Click New in the task pane Note The PPG survey will be displayed 11 Answer the questions with the participant s response 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 12 Press Enter or click DONE when complete 13 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 mb uA AAS Page 70 of 97 PBPS User Manual Individual Assessment Home gt Evaluation gt Individual Asse
100. ons 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 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 ae AA 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 s
101. ot want to save your changes click Cancel a ede E Page 82 of 97 PBPS User Manual Training Report Bi B Settings Home gt Capacity gt Training Report Training Information Organization Training Organization 777 Existing Titles Add Title of Training Date of Training Existing Training Help Dates General Information How will this event 300 Increase the capacity of your county to implement science based programming How will the training 300 support the goals and objectives you Identified in your plan Viewing an Existing Training Report l Log in to the PBPS 2 Click Capacity in the Menu 3 Click Training Report in the Sub Menu Note All existing training reports are cataloged in either the Existing Titles drop down menu or the Existing Training Dates drop down menu 4 Select which organization s training reports you would like to view from the Organization drop down menu Select an existing training series from the Existing Titles drop down menu Select a particular training event from the Existing Training Dates drop down menu Note The screen will refresh and display the training report If you would like to modify the report click Edit in the Task Pane If you would like to add a new report click Add in the Task Pane pH Support In Support you will find additional information about how to contact Kit Solutions Inc the Washington State PBPS an online version of
102. p Mentor Name Flint Maxwell Y Mentee Name Sharp Tim iN Match ID 1068 Match Contact Time 0 Hrs Match Indirect Program Date Contact Mentor Staff Parent Guardian Description Time Time Time 24 2008 2 25 E No after school activities Edit 2712008 O 0 25 No spoke with mentor Edit Delete Change Details 216 2008 oO 0 25 No spoke with mentee Edit Delete Change Details 2 2 2008 415 25 0 Yes 2nd meeting 1 26 2008 4 25 0 No 1st meeting 121 2008 O 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 Not
103. rd the service population If the service meets the definition of S Alcoholic Beverage Sales recurring count as a recurring prevention services use Service Type Code STVO3R Establishing ATOD free policies activities is counted in the data set as a Establishing ATOD Free single prevention service Use Service Type Code STVO4 Record the STVO4 J i ish S Policies service population If the service meets the definition or recurring count as a recurring prevention services use Service Type Code STVO4R Changing environmental codes ordinances regulations or other legislation Changing Environmental is counted in the data set as a single prevention service Use Service Type STVO5 Codes Ordinances Code STVO5 Record the service population If the service meets the S Regulations and Legislation definition of recurring count as a recurring prevention service use Service Type Code STVO5R Public policy change activities are counted in the data set when the STVOO Public Policy Efforts campaign is completed Count as a single prevention service Use Service S ___ Type Code STVO6 Record the service population Page 93 of 97 PBPS User Manual Index of Service Population Service Population Code Service Population Description SPO1 Business and Industry SP02 Civic Groups Coalitions SP03 College Students SP04 COSAs Children Substance Abusers SPO5 Delinquent Violent Youth SPO6 Economically Disadvantaged Youth Adults SP0
104. rded Administrative Time esses nnn 75 Delete Recorded Administrative TiMe coccccccccnccncncncnnncrnnnnn nnn 76 Change Pass Wo liinda ia 76 EXDOMING Data E 76 Transfer ere iia 78 Client Transiter TOO aria 78 CIENE Status TOO aia Na 79 Mentor Transter TOO uri AA AAA COS C A D A DOES P 80 Mentor Status Tod laica 80 Program Tralster TOO soa e eei a UE Pu adi CR ER ica ebm 81 TERMINO ETT 82 Page 3 of 97 Table of Contents AGING a Training Repo FEA AAA 82 Viewing an Existing Training Report cc ccc e K K e K K e K 83 SUDDPOTE EH HE 83 SORT ao 84 Elles p ee E T UU MUI 84 OF Selecta Ft dd m NI ME MER EE LL ed 84 SDell ChecK usus us saacR xr qa ona Ra DR ACRAS dota C RW GR M RR CR cR RR c ORC DN A RR DR ER 86 Index Table Printouts xiu REEN YEN ER EE ERR ess 87 Index of Risk and Protective Factors essssesss emen nnn 87 INGEX OT SEVICE ii TT I AA AAA 88 Midex or Service Populaarse enea a a OA 94 State BencntmabKs radiata A A o 95 Default Permissions for Titles Job Classifications IN PBPS esee 97 Page 4 of 97 PBPS User Manual 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 DBHR in cooperation with Kit Solutions Inc The PBPS was developed to be responsive to DSHS legislative a
105. rument 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 22 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 25 of 97 PBPS User Manual Programs Home gt Planning gt Programs Save O BestiPromising Practice Cancel Status VVaiting Submission Notes view Program Notes AAA te A gt 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 data field below the Funding Amount in the top half of the form which was and will continue to be locked from editing poco DE p Page 26 of 97 PBPS User Manual Matching Funds visible false C
106. s IndxEthnicity M amp ssessment Answers IndxFactar MatchDischarge Assessment IndxFdSource MClient amp nswer AssTGTRF IndxFdSt Mentor Attendance IndxFisc Year MentoringAttendance CBCReport IndxGendar MentorMatch Client Indxinstrument Objective ClientAnswer IndxLanguage Organization CPLink IndxLacation ParentOrganizatian Partial Screen Shot Page 77 of 97 PBPS User Manual Transfer Tool Client Transfer Tool This tool was created to migrate participants from the 03 05 PBPS into the 05 07 PBPS so that the Counties Tribes and Providers would not have to re input all the participants including all of their information 1 2 3 4 5 eS Log in to the PBPS Click Transfer Tool in the Menu Click Client Status Transfer Tool in the Sub Menu Click the radio button next to Transfer in Update Click the radio button next to desired sorting method Scrolling or Non Scrolling Note If you select Individual it will list all the participants entered into the 03 05 Biennium in your agency County Tribe Selecting Individual may be slower than selecting Program Group To transfer participants from a specific program group select Program Group Then select the program name from the Program drop down menu and group from the Group drop down menu Note You may want to change the amount of rows that are displayed in the table To
107. so 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 DUM Click Implementation in the Menu Click Recurring Service in the Sub Menu Click Add in the Task Pane Select a program from the Program Name 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 School District location where the service will take place in the Service Location drop down menu Select the actual Service Location either from the Category and Locations drop down menus and continue or click on gt By Addres anc Step 1 To provide a different Address and click Validate to match address against Google s address dictionary or Step 2 If you receive the message Address was not found Correct address and click Validate again or click Accept the address doesn t match address Google s address dictionary but if you know the Page 42 of 97 PBPS User Manual address to be true and it may be a new addre
108. ss not updated in Google s dictionary click the Accept button to continue 9 Select the CSAP Category from the CSAP Category drop down menu 10 Select the Service Code from the Service Code drop down menu 11 Select the Service Population from the Service Population drop down menu 12 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 2 Hours 45 Minutes 2 75 Hours 13 Enter a service description in the Service Description text field 14 Select an appropriate Benchmark If none are appropriate select NOT STATE BENCHMARK 15 Click Save or Cancel in the Task Pane Note After saving the Recurring Service the Staff Service Time form will automatically display 16 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 17 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
109. ssment Print Modify Date save Group Instrument Survey Type Confidential C Booster Assessments Booster Assessments are a special type of assessment designed to collect data from a former participant who is no longer associated with a Recurring Service choice or circumstance The Booster Assessment normally Occurs years after the service was performed similar to a follow up survey The data is entered for that participant only not the entire group The data is associated with the participant by choosing the participant from his her former group pore orc P O LA LA N Ka Log in to the PBPS Click Evaluation in the Menu Click Booster Assessment from the Sub Menu Select the program from the Select Program drop down menu Select the instrument from the Survey Instrument drop down menu Select the participant from the Select Participant drop down menu Select the type from the Survey Type drop down menu Type the date mm dd yy in the Survey Date text field Click New in the task pane Note The PPG survey will be displayed Answer the questions with the participant s response 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 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
110. t 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 28 of 97 PBPS User Manual Programs Home gt Planning gt Programs Group Program Name Add Description Community Counseling Services provides an opportunity for the sixth graders in the Edit Othello School District to have experiential education The skills taught are Delete Back Existing Groups HW LYLE Print selected Participant Group Help Farticipant List Group ls 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
111. t Jefferson Middle School after hours programs S EE RA rE rE j i Page 62 of 97 PBPS User Manual Service Code STEQ6S Small Group Sessions one me basis Count Method Small group sessions are counted in the data set as recurring prevention Session Length Hrs Parent Guardian Service Description Bowling Challenge Benchmark Mot State Benchmark Selected Matches BEATISSIME E EP USES Remove Ada Add All Filter By oan d p Available Matches 1Betty White Mentor 1Susan Hilbert Mentee TBilly Jones Mentor 1Albert Jones Mentee annie smith Mentor bob jo Mentee Maxwell Flinter Mentor Tim Sharps Remove All Mentee Page 63 of 97 PBPS User Manual 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 DBHR 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 DBHR required Pre Test PPG This Pre Test will be compared later to
112. t 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 Page 50 of 97 PBPS User Manual 17 Type the estimated cost of the media campaign in the Estimated Value text field 18 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 CBC Group Copy CBC CEC Reporting Quarter 2005 Jul Sep Organization Search Help Count Method Accessing services and funding activities are counted in the data as single prevention services Record the service population Reporting Date 1 Partial Screen Shot Copy CBC Button Once the CBC has been added to the PBPS you can
113. t 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 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 Page 48 of 97 PBPS User Manual Community Coordination Settings Home gt Implementation gt Community Coordination Edit Delete Search Help CBC Group Copy CBC Reporting Quarter 2007 Apr Jun Organization Reporting Category Community Capacity d Service Code STCOS Community Team Activities A Count Method Community team activities are counted in the data set as single prevention services and are recorded as the number of sponsored events Reporting Date Partial Screen Shots Quarterly Reporting Funding E UNE
114. t 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 99244 Choose Contact First Name Account To edit this individual s information go to the Staff form Page 14 of 97 PBPS User Manual Planning Risk amp Protective Factors All of the goals objectives programs and services you provide should be linked 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 pi Ir 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
115. tep will display the Goal Descriptions of the selected factor a ee ee Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Notes Organization ADAMS 2005 2007 Factor PiCommunity Bonding opportunity skills and recognition Waiting S S ind x s S Submision Mereased community volunteerism in businesses in city B 21 200 Account This ls a community bonding opportunity Administrator 104 Under Review By 0 churches with church religious leaders involving district 1 DASA Accepted 0 option for families in community 2 Accepted 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 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 19 of 97 PBPS User Manual Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Notes Organization ADAMS 2005 2007 Factor P Cammunity Bonding opportunity skills and recognition Hin 72 Increased community volunteerism in businesses in city Submission 6 21 2007 Account This is a community bonding opportunity Administrator 104 Under Review By 0 churches with church religious leaders involving district 1 DASA 222007 Administrator Save Cancel AccounmqQto11 Place new note here Up to
116. 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 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 quantitativ
117. this manual Request Reports or view frequently asked questions To get to the Data Dictionary click Manual and then WA Data Dictionary Page 83 of 97 PBPS User Manual ashington k Elola olg IG E us pa t E D m Y Cu t Home Contact Support Manuals FAQ Newsletters Prevention Links Report Request Temp Provider cod Friday June 27 2008 Home Login Welcome to the Washington Site E Welcome to the KIT Solutions Washington Support Site The purpose of this site is to enhance the support services we provide you You have a number of resources here to help you resolve problems report bugs and suggest improvements to products and services Search Contact Support If you need to contact Support to ask a question report a bug or make a suggestion click on the Contact Support link Manuals Click the Manuals link to view the online support documents e g User Manual etc for the WA KIT Prevention Service KPS Newsletters Occasionally check out the What s New section to see what has been recently added to the WA KIT Prevention Service KPS Prevention Links lf you need information on helpful prevention topics click on the Prevention Links link Report Request If you need to request a report click on the Report Request link Temp Provider To access the Direct Service Provider License Request Form click the Temp Provider link FAQ To search the Frequently Asked Questions section for a list of commonly
118. u Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel Note The newly saved group will appear in the CBC group table Click Return in the task pane to go to the CBC form Page 46 of 97 PBPS User Manual Community Coordination Home gt Implementation gt Community Coordination CBC Group Copy CBC CBC Reporting Quarter 2005 Jul Sep Organization Search Print Service Code STCO1 Accessing Services and Funding Help Count Method Accessing semices and funding activities are counted in the data as single presentan E A services Record the service population Reporting Date Template CBC Group COPS Fed Office of Justice ka Partial Screen Shot 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 t
119. ubmit Click Submit Change to confirm your new password Your change becomes effective immediately Help Current Password New Password Password Exporting Data Counties Tribes and Providers can export all their data entered into the PBPS in its raw form which will enable them to create customized evaluations based on desired criteria Page 76 of 97 PBPS User Manual Refer to the Data Dictionary see Support for more information about the exported file format and conventions The recommended file export format is Access2000 Log in to the PBPS Click Administration in the Menu Click Data Export in the Sub Menu Select the program format from the Export To drop down menu Select the period from which you would like to export data in the Time Period drop down menu If you would like to narrow the chosen range type the specific dates within the period in the Start Date and End Date text fields Select desired the data filters Click the Generate button Click the Download button Click the Save button Choose a place to save the file Click Save Note If you do not want to save click Cancel SS CN KA re WO OO N PO L LI Data Export Home gt Administration gt Data Export Help Export To Access 2000 File Time Period Please Select Time Period Start Date Modules Table Names C Table Groups Created Files O Export All Tables Export Selected Tables amp dminHaur
120. ut if you know the address to be true and it may be a new address not updated in Google s dictionary click the Accept button to continue 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 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 Page 36 of 97 PBPS User Manual 14 Type the service description in the Service Description text field 15 Select an appropriate Benchmark If none are appropriate select NOT STATE BENCHMARK 16 Click Save or Cancel in the Task Pane Note After saving the Single Service the Staff Service Time form will appear single Service E Settings Hume IpmplermreuLalian Single Semice T T pnr Add dentify Service Edit Program Name OUR amily K Delete Program Famihy
121. v 9 Single Events Recurring Events mm dd yy v Page 68 of 97 PBPS User Manual Service County DBHR Report or Outcomes 1 Log in to the PBPS 2 Click Reports in the Menu 3 Click the desired type of report Service County DBHR Report or Outcomes in the Sub Menu Note The Service DBHR Report and Outcome Reports have similar forms The specific data in each form is not the same but all the questions specifications are After selecting the category from the Choose Category drop down menu the form will refresh and reveal more options 4 Select the desired topic from the Topic drop down menu 5 Click the Show Report button when finished entering the specifications of the report Note A new window will appear housing the report See Using the Reporting Window Service HH GQ settings Home gt Reports gt Service Show Report Topic Fiscal Year Begin Date 7 1 2007 End Date 6 30 2009 Region List Region 1 Y Organization List Training Organization 777 Location All SS Using the Reporting Window If you are viewing a large report multiple pages it may be quickest and easiest to view after it has been exported into a PDF or similar format and then viewed in the appropriate application 1 Use the navigation buttons to view different pages of a multiage report 2 f you would like to export the report to view in another program click the drop down menu in the upper left corner of the scre
122. ve Notes in the Sub Menu 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 Click the Remove button next to the Objective Note Note The following message will appear UE a ok E Microsoft Internet Explorer 2 Are vou sure vau 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 21 of 97 PBPS User Manual 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 and or protective factor s in your community Objectives must be entered into the PBPS and accepted by DBHR before programs can be created Programs have to be accepted by DBHR Once a program is accepted by DBHR it cannot be edited without contacting your RPM Adding I nnovative Other Programs ee l ae jl 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 I nnovative 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 dow
123. will add the highlighted Available Mentee in the Available Mentees list will be added to the Selected Mentees list Clicking the Add AII button will add all the Available Mentees into the Selected Mentees list 17 Click Save or Cancel in the Task Pane Group Support Activities amp Settings Home gt Implementation gt Mentoring gt Group Support Activities A Save sroup Suppaort Activities Event Information Program Cancel Im Program Description Objective Obj Description Help School District CSAP Category Ed ucato n Service Code STEUBS Poor Leador Halper Programs one time basis te Count Method Peer leader helper programs are counted in the data set as recurring prevention Semices Sarvice Type Code 5 TES Servico Population SP27 Law Enforcement Criminal Justice kd Count session Length Hrs Parent Guardian Service Desc ription Page 60 of 97 PBPS User Manual Benchmark Not Stato Benchmark Selected Mentors Maxwell Flint l Available Mentors Maxwell Finer Billy Jones annie smith 1Betty White selected Mentees Available Mentees bob ja Alberi Jones Tim Sharps 1Susan Hilbert Adding a New Group Match Activity Group Match Activities are coordinated by prevention specialists that gather a group of mentors and their mentees t
124. xt denotes a suggested but optional field Spell Check Ga 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 do not specifically apply to your organization Page 7 of 97 PBPS User Manual 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

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