FLORIDA KPS USER MANUAL - KIT Solutions Support Site
Contents
1. Address City State FL Zip XXXXX OF XXXXX XXXX Web Site Settings y This is a sample screenshot displaying a Single Form View Listing Page This is a partial screenshot Home KPS Florida Home gt CCAP Summary gt State Priorities You may now Add an item State Priority Information Priority Consumption Select One le Problem Priority Intervening Variables Retail Access Availability F Social Access Family Norms Accepting of ehavior LD Social Norms Accepting of ehavior S Other Norms Accepting of Behavior ias Perceived Risk Harm 7 Other F Attitudes and Beliefs Enforcement Adjudication Price and Promotion Promotion Advertising Laws and policies Regulating Sales Use Settings y g a e This is a partial screenshot displaying a blank Edit Form KIT Solutions 2013 Computer Keys While entering information into a form several keys are helpful for moving the cursor from one information box called a data field to another The table below summarizes those keys Key Description Function R The Cursor Points to desired location us 5 The TAB key Moves the cursor to the next data field FU Hold down the SHIFT key and then press the TAB key Moves the cursor to the previous data field on The Control CTRL key Enables blocked material to open due to pop up blocker2. b Enter the staff member s name in two fields First Name and Last Name C Enter the staff member s position in the Title field d The Status is defaulted to Active Active currently in use can be viewed on other screens li Inactive no longer is use will not appear on other screens Tips Register Staff Staff Module 2 8 e Settings y Create New Staff Member button me gt Administration gt Register Staff Create New Staff Member First Name Last Name Date Created Date Last Changed 1 Singleton 9 24 2010 9 24 2010 0q Skidmore 9 24 2010 9 24 2010 Mary Jones 871712010 8 17 2010 oxanne Mains 9 24 2010 9 24 2010 This is a partial screen shot of the Register Staff Listing Page Register Staff setings Q B Staff Module e gt A stration gt Staff You may now Add an item Staff Information Provider Name State Office Organization ID 00 Salutation v a First Name Last Name Title Status Active v if This is a partial screen shot of the Register Staff Edit form e Setting the Status to nactive is used to keep the staff member in the database for history purposes but removed from all of the staff lists on forms When a staff member leaves your organization you will not be able to delete the staff member but you can make the Inactive to remove their names form forms and prevent the staff member from
3. This is a sample screen shot of the Support Site 9 To receive information regarding Online Trainings click the Online Trainings link Internet FL Coalition User Manual 37 KIT Solutions 2013 APPENDIX Using the Reports Viewer When using reports on the FL Coalition system reports initially are viewed using a Report Viewer Thus when you click the in the following screen see example report below 1 Once you have clicked the e Show button the report will open up in a separate window 2 Click these buttons lt 1 _ gt to maneuver to other pages in the report The single arrow either forward or backward will move the view to the next page or the previous page The arrows with the bar can move the report view to either the first or last page of the report 3 To move to a specific page in the report type in a page number into this field 8 and click the button to move to that page 4 The box with the label 100 can be used to change the level of magnification of the report To change the level of magnification click the black arrow on the right side of the blank and choose an appropriate percentage 5 The report cannot be printed from this screen Select the format you would like to export the report to from the Select a format dropdown list 6 Click the Export link FL Coalition User Manual Show Show button the reports will show up F Staff Direct Indirect and
4. 24 2010 9 24 2010 Role Windows Internet Explorer Contact Information Work Phone 4 Demographic Information Gender Female v Ethnicity None ofthe above Race White not Hispanic Education Information Degree BA BS Bachelor Degree K Field of Study Business Administration Delete button Save Cancel Delete This is a sample screen shot of the Register Staff form after the Delete button has been selected 35 KIT Solutions 2013 Change Password The Change Password module also allows the user to change the password on the account they are currently logged into Click Administration from the main menu Click Change Password from the Administration Landing Page Enter the Current Password for the account Enter the password you would like to use in the New Password field Re type the new password in the Confirm New Password field Pook oN Note To exit this screen without saving these changes click Cancel 7 You will receive a message stating the password was changed successfully Tips e tis important to remember that passwords are case sensitive e Passwords can be any combination of letters numbers and or characters e Passwords do not expire FL Coalition User Manual Click the Save button from the bottom of the page to save the changes 36 Change
5. FL Coalition User Manual Messages Events Y Alerts Default Page g SA r a s mn va haage Grant ype KIT Ereyention Service k Flocic E admin 00 Logout SPF SIG Chage o ia H ome Settings y E a a KPS Florida Home gt CCAP Summary gt Coalition Activities Add New Coalition Activity button Add New Coalition Activity Service Date Activity Type Service Code County Create Date 09 03 2011 SARG STNO3 Leon 09 08 2011 08 16 2011 Community Mobilization STN16 Leon 09 08 2011 This is a sample screenshot displaying the Coalition Activities Listing Page Home KPS Florida Settings Y FE gt Home gt CCAP Summary gt Coalition Activities porn e h m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m ll Activity Identification Activity Type Select One Staff Select One Start Time 1 w 00 x Am x This is a partial screenshot displaying the Coalition Activities Edit Form KIT Solutions 2013 County Select One Mm Service Code Select One 26 Service Description 11 Select the county the activity took place at from the County dropdown list 12 Select the CSAP service code tha
6. ID supplied to you by your 2 Select Grant Type administrator Login to KPS Florida i Login H ogi Qu de 4 Click the Login button og Mama e l aidia Password Normal Maintenance E on Sunday 8 15 2010 10PM to 44M Organization ID EST Losin Loain button cae Support Unavailable on Monday 9 6 2010 Y forgot my Password This is screen shot of the Login page Tips e The User IDs ARE NOT case sensitive e The Passwords ARE case sensitive A a Login Settings y amp 8 ollo Login to KPS Florida 5 Ifyou have multiple grants select the s rsic SPF SIG radio button to log into the FL Coalition system Click the o on sSrant w Work on the Grant Type button Otherwise this step can be ignored Login Note Once logged in you will be able to switch between the grant selections without logging Current Grant Type Work on this Grant Type out by selecting the Change Grant Type Selection link located beneath the Logout link Please select a Grant Type to continue button Grant Type SAPT Block Grant Funding SPF SIG Home gt Login Work on this Grant Type This is screen shot of the Login page FL Coalition User Manual 17 KIT Solutions 2013 KT Preyention Service Florida A og in Settings Y 2 8 8 0 0 Service Announcement Login to KPS Florida The Service Announcements that are located o
7. N Use the MOUSE by pointing and clicking to move the cursor Moves the cursor by pointing and clicking FL Coalition User Manual 11 KIT Solutions 2013 Data Fields and Buttons In the FL Coalition system there are several fields boxes and buttons that are used to collect and store data Type Preview Description Text Field aka Text Box i fill in the blank Dropdown List aka Pull Down Menu SelectOne_____ select one Radio Button Selected Not Selected Check Boxes Selected Not Selected Address A tan box around a field with bold text denotes a required field is required Indicated that a required field was missed at the time of saving Double Arrows S click to open click to close Calendar Feature A calendar will pop up when selecting a Date field It does not matter the order in which the above fields are filled in but if a required field is not filled in and you try to save the form you will receive a message informing you what field is missing data and you will not be able to save the form until that field has data Tips e All the fields within a tan box are required fields These must have a value entered before the record can be saved e You can type an identifying letter of an item in a dropdown list and the first selected option beginning with that letter will appear in the box FL Coalition User Manual 12 KIT Solutions 2013 Calendar Feature Dates can be entered in two different way
8. entering the application FL Coalition User Manual KIT Solutions 2013 e Enter the staff member s date of birth in the Birth Date field as mm dd yyyy mm dd yyyy or use the Calendar Feature i If you are unsure of the staff member s date of birth select an age range for the staff member from the Age Range Selector Birth Date ai dropdown list Age Range Selector f If your organization had specific staff IDs enter this into the Local ID Local ID field Otherwise leave it blank and the application will create one for Rater ID you Second Langauge m g If desired enter the staff member s rater id in the Rater ID field Lane aes eee h If applicable select the staff member s Second Language from the dropdown list i If desired enter the staff member s hire date in the Staff Hire Date field as mm dd yyyy mm dd yyyy or use the Calendar Feature This is a partial screen shot of the Register Staff Edit form 5 Enter in the staff member s Login Information a The Login Name will be the login name used by the staff member Choosing a Login Name and Password scheme will simplify administration For Example Using first initial and last name for the User ID b The Password field is where a temporary password is created for the Login Information staff member and can be any combination of alpha or numeric Login Name characters This password will be used along with the Login N
9. the Listing Page When going into an area where a Listing Page is available the Service allows you to select previously entered data to edit or view its content No data is entered on the Listing Page To add information to these forms click the available Add Create button the button name will change depending on the Submenu Category name No data is entered on a Listing Page e When viewing a Listing Page all of the data is available for review There are two types of Listing Pages in the FL Coalition system 1 Grid View 2 Single Form View Messages Y Events Y Alerts Default Page Grid View Pre ani lt i a The Grid View displays the data in tables Specific pieces of data will be displayed 3 within the Grid based on the fields within the entry from ccap summary E A o te Home seins gt 1 When first viewing the Listing Page all of the data is available for Searching maeman Click the Select button next to the record you would like to edit view Home gt CCAP Summary gt State Pies 2 You will be taken to the Edit Form This page will be in edit mode all or most Add New State Priority data fields will be open for data entry For more information on the Edit Form see the Priority Consumption Problem Date SARG Approved Edit Forms section Make any changes needed to the form Click the Save PREIS jg button to save those changes iin cr This is sample screenshot disp
10. Administrative Hours Windows Internet Explorer http demo kithost net KPS_FL App_Reports pRSShowReport aspx id 4 of1 gt bl d 100 v Find Next Select a format Date Printed 9 28 2010 5 09 15 PM Staff Direct Indirect and Administrative Hours Report Period 7 1 2010 to 6 30 2011 Staff Direct Hours Indirect Hours Admin Hours Nonbillable Hours S elect a format dropdown Logan Skidmore 3 Hrs 00 Mins 0 Hrs 45 Mins 0 Hrs 00 Mins 0 Hrs 00 Mins li p Roxanne Mains 3 Hrs 00 Mins 1 Hrs 00 Mins 0 Hrs 00 Mins 0 Hrs 00 Mins Ist Jason Singleton 0 Hrs 00 Mins 0 Hrs 00 Mins 2 Hrs 00 Mins 0 Hrs 00 Mins TTT Totals 6 Hrs 00 Mins 1 Hrs 45 Mins 2 Hrs 00 Mins 0 Hrs 00 Mins 9 Hrs 45 Mins staffhours 1 This is a sample screen shot of the Report Viewer KIT Solutions 2013 7 Once you see the report open in a new window click the print the report Click the H Disk button to save the report 9 To close the Report Viewer window click on the in the upper right hand corner Tips http demo kithost net f12008preventdemo pShowreport aspx FormiD 52trptid rp694p1 24p2 7334p3 Windows Internet Explorer Qu E E http demo kithost net A2008preventdemo pShowreport aspx FormID 528rptid rp698p1 28 p2 7338p3 7338 p4 7 2H1 2F2008 M e X a Je d showReport y BH am Page Of Tools P Printer button to hs A Sion r Save button Date Pr
11. FLORIDA KPS SPF SIG COALITIONS Florida Department of Children amp Families USER MANUAL VERSION 1 3 FEBRUARY 2013 Ph 888 600 4777 KITS ea Fax 412 366 ie Suite 530 rtO kitsolutions Pittsb TABLE OF CONTENTS PEEP GUI CM Occ atveert rte cede on o O A E OOO A O El A 4 Tips For Using KIT Prevention EMC CUM CNY netos 5 Recommended COMPU d EWING S erse EOE E O E E EE E E R E E 5 PDP ee UN o AAA nn O OOOO e Eo E e RO 6 nn lO ER EE OA 6 Ii gio lato Maeso E PAPA o o o e E 8 A een oo o Eu O E en o e O o ll EEE A A 9 Be ORIN A o A A Po o E ESOO E A 10 OMIM OT OV Co PREDECESOR COO OEA 11 Ber h Ses ANC BUTON ee Oe o o UE 6 OE 12 valend 110 A eo o e eee o Eo OE e e PAE lie ateaieni asthcaes wen seaieesoe 13 EO FONT hie Pe eE E EE EE0E5E0 ET E sudan eeornnaseerdsaucaevenieaneran 14 ole lea AS UE ON A O o o EE E E ee eo O TES 14 LOGIN FOC IR A A I 16 E AP o PP AA 18 PAGHIN AMIN OUr ACCOUN pi aracaatnarteersccucacaseonnecewe venesninenocecocmstanenstmneeycassnaceeeaceceanieeau saceteqareaneeceonaupeeata E cn mee eaceunesaeaqsneusnesbtgend utecunen mernananess esetensaaaees 19 A PP EE O er E o e eo oi O E 20 EEN lo iO e e EE ro e OE Co oo e ou So A 20 AS o e E e e EE OA 20 PPP o IA a 23 1 PP o O ER O au osedtivos eae E 24 DOS OTN AG IV NSS nara ice 25 PRAGUE Ee ails E ACUI e ernn o a oros E E E E 25 AE A 27 Dekkinga Sonor PUG NO mener 5U0002 2AER PP og e CE UA 27 A e Po o e
12. Information Choose Contact Select One v First Name Last Name Work Phone 1 XXX XXX XXXX Email This is a partial screen shot of the Describe Agency Edit form e Only the state can change the Federal Tax ID and Provider Name If one of these items is incorrect for your organization submit a request through the online support site Contact Support link e Agrid of staff will be available at the bottom of the screen This grid lists all of the staff members registered with the organization If no grid appears staff members have not been registered for your organization yet Click the Add New staff Add New Staff button to register staff members See the Register Staff module for instructions FL Coalition User Manual 30 KIT Solutions 2013 Register Staff The Register Staff page enables the organization to track staff members hours In order to track staff hours as they relate to specific services activities the staff members must be set up in this module prior to entering service activity data Anyone that has access to the Staff area can modify staff information in the application Adding a Staff Member 1 Click Administration from the main menu 2 Click Staff from the Administration Landing Page 3 Click the Create New Staff Member button Create New Staff Member 4 Enter in the staff member s general information a If desired select the staff member s title from the Salutation dropdown list
13. Internet browser Internet Explorer In the Address Location box type in the following address and press enter http www kithost net fl Ga ILDREN amp FAMILIES The following screen will appear IT Prevention IT Prevention 1 Choose the LIVE side to enter real data If you want to practice entering data Y use the TRAINING side GINS TRAINING To enter into the KIT Prevention Live system click on To enter into the KIT Prevention Training Demo the link below Once redirected to the site you may system click on the link below Once redirected to the use your Favorites to add a direct path to the live site you may use your Favorites to add a direct path site to the demo site CLICK HERE FOR KIT PREVENTION LIVE CLICK HERE FOR KIT PREVENTION DEMO Please call KIT Support 1 888 600 4777 to receive a training account login ge ILDREN amp FAMILIES 2 Select the CLICK HERE FOR 2012 2013 Fiscal Year link to log into the FL A Pavonia A p ti Coalition system IT revention N LIVE To enter into the KIT Prevention 2011 2012 click on the link below Once redirected to the site you may use your Favorites to add a direct path to the live site CLICK HERE FOR 2011 2012 Fiscal year CLICK HERE FOR 2012 2013 Fiscal year FL Coalition User Manual 16 KIT Solutions 2013 Home Settings Y K 8 ollo KPS Florida Home 3 Type in the User ID Password and Organization
14. Password Change Password Module Settings y lome gt Administration gt Change Password You may now Edit this item Password Information Current Password New Password Confirm New Password Save button Save Cancel This is a sample screen shot of the Change Password page KIT Solutions 2013 KIT SUPPORT On the Support Site you will find information about how to contact Support an online version of this manual and frequently asked questions regarding the application 1 To reach the KIT Solutions Support Site click Help from the main menu A new window will open displaying the Support Site 2 To submit a problem question or suggestion for improvement to KIT Solutions A AAA Customer Support team click the Contact Support link EERE a Fill in the appropriate fields de e FL Support ste gt Hone Note Fields marked with an asterisk are required b Click the Submit button Your request will be sent to the KIT Solutions Customer Support team and DCF y gt r MOD Florida l Home Contact Support Manuals What s New FAQs Library New Site Facility Registration Multimedia Online Trainings 3 To find this manual in an online version click the Manuals link The Manuals Monday September 27 2010 Home section will display the various documents pertinent to the FL Coalition system Welcome to the FL PBPS Support Site 4 To se
15. Staff Permission Edit form with the Role dropdown selected e State Staff Administrator Has full access including Staff Registration amp Role Management f Provider Staff Read Only Has read only access FL Coalition User Manual 34 KIT Solutions 2013 Editing Staff Information 1 From the Staff Listing Page locate the Staff that needs edited 2 From the listing page click the First Name link to the left of the staff member you wish to edit 3 The details will appear in edit mode Make any changes needed to the form Click the Save button Note To exit the screen without saving any of the details click the Cancel button Deleting Staff Information 1 From the Staff Listing Page locate the Staff that needs deleted 2 From the listing page click the First Name link to the left of the staff member you wish to delete The details will appear in the edit mode Click the Delete button Note To cancel the deletion click the Cancel button a You will receive a confirmation message asking if you are sure b Click the OK button to confirm the change 5 Notice that the staff member is no longer in the list FL Coalition User Manual Register Staff seins P B Staff Module Home gt Administration gt Register Staff Create New Staff Member First Name Last Name Date Created Date Last Changed 7 9 24 2010 9 24 2010 9 24 2010 8 17 2010 8 17 2010 9
16. ame and Password three digit Organization ID log into the FL Coalition system Once a user Role Select One logs in they can use the Change Password area to change the password to one of their liking Note Once a user logs in they can use the Change Password area to change the password to one of their liking c Select permissions for this staff member by selecting a Role from the dropdown list Note See the Roles section for further information This is a partial screen shot of the Register Staff Edit form FL Coalition User Manual 32 KIT Solutions 2013 Tips Passwords can be any combination of letters numbers and or characters Passwords are case sensitive Enter in the staff member s Contact Information a Enter the staff member s 5 digist work telephone number in the Work Phone b Enter the staff member s email address in the Email field c If desired enter the staff members fax number in the Fax field Enter in the staff member s Demographic Information a Select the staff member s gender from the Gender dropdown list b Select the staff members ethnic background from the Ethnicity dropdown list c Select the staff member s hereditary classification from the Race dropdown list Enter in the staff member s Education Information a Select the staff member s educational degree from the Degree dropdown list b If desired enter the staff members field of study in the Field of Study
17. ate Priority Date SARG Approved 05 09 2011 Priority Consumption Problem Underage Drinking Prescription Drug Use 05 27 2011 N EN 17 T CCAP Summary E A g Al P Data Tools Knowledge base Communication Administration Help Home KPS Florida Home gt CCAP Summary gt State Priorities Bread Crumb Trail rity Consumption Problem Date SARG Approved HA Underage Drinking 05 09 2011 Select prescription Drug use eren Settings y KIT Solutions 2013 Landing Pages When first entering a main module you will see a list of the entire Submenu categories associated with that module This is called a Landing Page The Landing page of each module provides a description of what can be done in that module as well as listing each submenu category as a link to the Listing Page and entry forms No data can be entered on a Landing Page To open a submenu category e Click on the Landing Page Submenu Category link FL Coalition User Manual Messages Y Events Alerts KI Prevention Service CCAP Summary EN 2 13 a A Data Tools Knowledge base Communication Administration Help Home KPS Florida Settings Y LC 8 O Home gt CCAP Summary e State Priorities Submenu Category link e Coalition Activities This is a screenshot displaying a Landing Page KIT Solutions 2013 Listing Pages After selecting a Submenu Category from the Landing Page you will see
18. d from top to bottom on the Landing Page For more information on Landing Pages see the Landing Pages section Menu Information The Menu for the service is located across the top of the screen Each Menu category is broken down into Submenu categories to choose from The Menu categories list the main modules that are within the application When a Menu category is selected a list of Submenu categories will be displayed on the Landing Page as links to access the module For more information on Landing Pages see the Landing Pages section 1 Menu Constant unchanging 2 Landing Page Varies depending on which Menu category is selected Displays the Submenu Categories 3 Submenu Category Varies depending on which Menu category is selected 4 Listing Page Vary depending on which Submenu category is selected Messages Events Z Alerts Default Page r Pr 7 va A admin 00 L gout SPF SIG Chadi Grant Type KIT Preyention Service Florida S f gaos E a Messages Y Events Z Alerts Default Page KIT Preyention Service Selection U y CCAP Summary Data Tools Knowledge base Communication Administration Help Home Setingsy P Bo KPS Florida Home gt CCAP Summary Home gt CCAP Summary gt State Priorities Mya iia Drini 2 Landing Page and 4 Listing Page ate rriorities ee 3 Submenu Category Add New State Priority ties e Coalition Activi Priority Consumption Problem Date SARG Appro
19. e a list of new features improvements or announcements for the FL oe a A Coalition sysiem click the What s New link Contact Support If you need to contact Support to ask a question report a bug or make a suggestion click on the Contact Support menu link i icati dheere ha Wels Net docto 100 abs las ion ecos lod der reos dy elias hed oe ae i N a anse the vei ardre bre a ka of viande kee eee cae pei da e re menu i 5 a frequently asked questions regarding the application click the FAQs ra y y dete in ollow the instructions a Library To view helpful documents for using the FL PBPS application click the Library link a New Site Registration All DCF contracted mental health providers and licensed or contracted substance abuse providers must complete a registration form for 6 To view a list of helpful docu ments click the Library link each of their sites Click on the New Site Registration menu to locate and complete the form Multimedia if you would ss a to show you step by step how to use FL PBPS use the Multimedia link 7 To request a new Site D or get contact information regarding Site IDs click the Online Trainings Click the Online Trainings menu link to receive information regarding Online Trainings New Site Facility Registration link 8 To view available training videos to show you step by step how to use the FL ho tuerto near Coalition system click the Multimedia link
20. eenshot displaying the Coalition Activities Edit Form This is a partial screenshot KIT Solutions 2013 DATA TOOLS Many useful reports are available on the FL Coalition system The Data Tools area is broken down into three Report subcategories based on the modules within FL Coalition Standard Reports meee Logo t Click Data Tools from the Main Menu 2 Click Standard Reports from the Data Tools Landing Page 3 Select the type of report you wish to view print from the available tabs CCAP Summary Een Data Tools Knowledge base Communication Administration Help Data Tools Settings S 8 Implementation The Standard Reports Listing Page will be displayed Select the report you wish to view print by clicking the Select button to This module is used to view or export standard reports in Excel or PDF format Home gt Data Tools gt Standard Reports Implementation Report Name Invoice Support Report Coalition Activities the right of that report Select Report 6 If applicable select the appropriate data from each of the required dropdown lists This is a screenshot of a Standard Reports Listing Page Previous Next a To select a specific date range Select the Time Period from the dropdown list to fill in the Begin Date and End Date fields with the begin date and end date of the selected time period Or li Enter the specific dates into the Begin Date and End Date
21. en your Internet Explorer browser window Once the browser is open click the top toolbar option Tools and then go to Internet Options After the Internet Options window is available you will want to click on the Privacy tab at the top of the window You will notice while on the Privacy tab at the bottom will be a section on Pop Up Blockers If you re Block Pop Ups checkbox is checked then click on the Settings button You can now add the FL Coalition links to the Allowed Sites list which the pop up blocker will ignore when trying to block pop ups from the FL Coalition system You will want to add https kitservices2 kithost net for the live application and hitp demo kithost net for the demo application Once these sites are added to your Allowed Sites list the pop up blocker will no longer prevent pages from loading or appearing while you are using the FL Coalition system Note These are instructions for Internet Explorer 7 0 and may be different for other Internet Explorer versions FL Coalition User Manual 5 KIT Solutions 2013 Application Navigating The FL Coalition system is set up in such a fashion that moving from Left to Right on the menu is the best approach to using the application The FL Coalition system is set up in such a fashion that specific categories have to be completed before moving on to another category Most often when in a module you must complete the categories liste
22. field Click the Save button Note To exit the screen without saving any of the details click the x Cancel button Tips Contact Information Work Phone 4_ XXX XXX XXXX Email Fax 1 XXX XXX XXXX Demographic Information Gender Select One v Ethnicity Select One Race Select One ba Education Information Degree Select One Field of Study Save Cancel Save button This is a partial screen shot of the Register Staff Edit form Each new staff member registered into the system will need to activate their account before they can log in FL Coalition User Manual KIT Solutions 2013 Roles Setting roles for staff members established their permissions for the FL Coalition system 1 The different levels of access can be set as follows a Provider Staff Has full access except Staff Registration amp Role CI Management ame b Provider Staff Administrator Has full access including Staff Registration amp Role Management Role Select One Role dropdown list c Region Staff Has full access except Staff Registration amp Role Contact Information Provider Staff State Staff Provider Staff Administrator Management Work Phone Region Staff K d State Staff Has full access except Staff Registration amp Role sl ier a O Management This is a partial screen shot of the
23. fields as mm dd yyyy 7 Click the Ter Show button Using the Print Preview Screen Once you have selected a report to print out or have selected a date range for a particular report you will then see a print preview screen This screen is used to only view the data If you would then like to print the report see Using the Report Viewer for help FL Coalition User Manual 28 KIT Solutions 2013 ADMINISTRATION The Manage Agency Module area is designed to complete administrative tasks within the application such as Agency Information Registered Staff and Administrative Time Organization The Organization module has fields that can be filled in with various pieces of information specific to your organization The contact information will be useful to the state in case they have a question on any part of the data that has been put into the application 1 Click Administration from the main menu Click Organization from the Administration Landing Page Click the Edit This Record button to edit the details for your Organization 4 The details will display in Edit Mode 5 If necessary fill in the full Address of your organization including the City State and Zip Edit This Record 6 Ifthe Fiscal Agent s Contact Information is the same as the Primary Contact selected for your organization click the Same as Coalition checkbox 7 Enter the fiscal agent s name in the Fiscal Agent field 8 Enter the contact person s
24. g your account was activated successfully Click the Lo Login Page link to log into the FL To ensure delivery to your inbox please add the following domain to your safe list Coalition sys tem whitelist 22latsolutions net If you are unable to add the domain to your safe list you may add flwebrequests kitsolations net to your address book to help ensure successful delivery in Page Your login information should be provided to you by your acting administrator This is a sample screenshot of the activation email FL Coalition User Manual 19 KIT Solutions 2013 CCAP SUMMARY State Priorities Adding a State Priority 1 Click CCAP Summary from the Main Menu 2 Click State Priorities from the CCAP Summary Landing Page 3 Click the NewSstePronty A00 New State Priority button Select a priority consumption problem from the Priority Consumption Problem dropdown list a If Other is selected enter the name of the problem in the Please Specify field 5 Use the checkboxes to select the appropriate Priority Intervening Variables Note To remove a variable uncheck the appropriate checkbox 6 Use the checkboxes to select the appropriate Contributing Factors Note To remove a factor uncheck the appropriate checkbox FL Coalition User Manual 20 Messages Y Events Alerts E CCAP Summary EN A J gt d Data Tools Knowledge base Communication Administration Help Home KPS Florida Home
25. ge click the Service Date link to the left of the activity you wish to edit The details will appear in edit mode Make any changes needed to the form Click the Save button Note To exit the screen without saving any of the details click the x Cancel button Deleting a Coalition Activity 1 2 3 FL Coalition User Manual Click CCAP Summary from the Main Menu Click Coalition Activities from the CCAP Summary Landing Page From the listing page click Service Date link to the left of the activity you wish to delete The details will appear in the edit mode Click the Yas Delete button Note To cancel the deletion click the n Cancel button a You will receive a confirmation message asking if you are sure b Click the OK button to confirm the change Notice that the coalition activity is no longer in the list 27 Messages Y Events Alerts Default Page CCAP Summary E pa i A q Data Tools Knowledge base Communication Administration Help Home Settings Y Sf 8 KPS Florida Home gt CCAP Summary gt Coalition Activities Add New Coalition Activity Create Date 09 08 2011 09 08 2011 This is a sample screenshot displaying the Coalition Activities Listing Page Ethnicity i ann as M Pa O Are you sure you wish to PERMANENTLY DELETE this record Delete button Spanish Latino 0 Delete Save Cancel This is a sample scr
26. gt CCAP Summary gt State Priorities Add New State Priority Default Page Date SARG Approved 05 09 2011 This is a sample screenshot displaying the State Priorities Listing Page Home gt CCAP Summary gt State Priorities porn AAA m m m ee eee m m m m m m m m m m h w mm mmm mmm m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m State Priority Information Priority Consumption Select One Problem Priority Intervening Retail Access Availability Variables Social Access dd m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m md Attitudes and Beliefs Enforcement Adjudication o a 8S Family Norms Accepting of havior S D Price and Promotion Social Norms Accepting of Promotion Advertising Behavior Laws and policies Regulating Sales Use L Other Norms Accepting of Behavior Po ssession Perceived Risk Harm Other Contributing Factors Use of fake Ids Sales to minors Sales to intoxicated persons Unmonitored large sales of liquor L Bootlegging High density of alcohol outlets Failure of retailers to properly check Ids Availability of 40 ounce containers Alcohol is affordable Keg regi
27. inted 10 13 2008 Groups Registered CIRCUIT TRO1 Organization Program Contract Number Level 1 Groups Level 2 Groups Training Provider 733 Project SUCCESS TM733 0 3 Training Provider 733 Skills Opportunities and Recognition SOAR TM733 4 0 CIRCUIT TRO1 TOTAL This is a sample screen shot of an Exported PDF Report e f you selected MS Excel or MS Word as your export type to Print or Save the report select Save when the File Download box appears You can print from File e f you selected Acrobat PDF as your export type to Save the report select Save when the File Download box appears You can print from File e f you choose to open the document in MS Word and would like to Save or Print place your mouse next to the box that reads Final Showing Markup Final Showing Markup and right click A list of toolbars will appear Select Standard The Standard toolbar will appear allowing you to Save or Print e Ifyou have not installed Adobe Acrobat Reader the computer will prompt you asking if you would like to download the program at that time Be aware that the program will take quite some time to download if you are connecting to the internet on a dialup connection e lf you have a pop up blocker on your computer hold the Ctrl key down while selecting any button used to view the report e g Show Report PDF etc FL Coalition User Manual 39 KIT Solutions 2013
28. l receive a confirmation message asking if you are sure FL Coalition Evaluation Plan doc 98 2011 FL Coalition State Priority Document Remove l FL Coalition Needs Assessment doc M82011 emn b Click the OK button to confirm the change 6 Notice that the state priority is no longer in the list Save Cancel Delete This is a sample screenshot displaying the State Priority Edit Form This is a partial screenshot FL Coalition User Manual 24 KIT Solutions 2013 Coalition Activities The Coalition Activities section allows you to enter information about the coalition service activity that was performed Adding a Coalition Activity 1 Click CCAP Summary from the Main Menu 2 Click Coalition Activities from the CCAP Summary Landing Page 3 Clickthe ss ew Ste Priory A00 New Coalition Activity button 4 Select an Activity Type from the dropdown list 5 Enter the date of the activity in the Service Date field as mm dd yyyy mm dd yyyy or use the Calendar Feature 6 Use the Hours and mins dropdown lists to select the Session Length 7 Select the source of funding for the activity from the Funding Source dropdown list 8 Select the lead staff member of the activity from the Staff dropdown list 9 Use the Start Time dropdown list to indicate the hour and minute the service began and if it started in the AM or PM 10 Select the county the activity took place at from the County dropdown list
29. laying a Listing Page Tips e If this is the first time entering data the Listing Page will be empty e Clicking on the field name in a Category field e g PTEE will allow you to sort through your files by ascending or descending order FL Coalition User Manual 9 KIT Solutions 2013 Single Form View The Single Form View is used when the data entered is updated periodically Only one form is available and edited The Single Form View displays the fields on the Edit Form For more information on the Edit Form see the Edit Forms section e The form can be edited at any time but you must click the gt Save button to update the data Edit Forms The Edit Form contains the fields for entering and editing data The buttons for saving canceling deleting printing and in some cases adding and editing are available For more information see the Data Fields and Buttons section e f you clicked the tes Add button to enter new information into a form the Edit Form data fields will be blank e When selecting the link to view existing data the Edit form data fields will display the data entered selected previously These fields may be modified if needed FL Coalition User Manual 10 Describe Agency Agency Module Home gt Administration gt Describe Agency Edit This Record Provider Identification Federal Tax ID 59 7000001 EEE tae a oe Provider Name Status Active
30. ll appear in edit mode li Make any changes needed to the record iii Click the Add button Note To cancel the entry click the Cancel button D To delete a contributing factor or intermediate objective click the Remove button to the left of the appropriate record i The record will be removed from the grid 6 Click the Save button Note To exit the screen without saving any of the details click the Cancel button Select button Prescription Drug Use 05 09 2011 05 27 2011 This is a sample screenshot displaying the State Priority Listing Page Cancel Tips e You must have at least one intermediate objective in order to save the form FL Coalition User Manual 23 KIT Solutions 2013 Objective Statement Target Measure Data Source Baseline Desired Deadline x x x Population A aero Change Deleting a State Priority Reduce social access to Youth 12 c E l alcohol through ain Consumption oo 1 Click CCAP Summary from the Main Menu mem 2 Click State Priorities from the CCAP Summary Landing Page E bnan ges Message from webpage 3 From the listing page click the Select button to the left of the priority you PlavEvaluation Plan wish to delete 4 The details will appear in the edit mode Click the Delete button to delete the entire state priority Note To cancel the deletion click the Cancel button Title Note a You wil
31. n the Login Page are there to notify Home gt Login users that the Service is receiving any necessary server updates The Service may 1 Login selec carice Announcement be down fora short period of time which means you will not be able to log into the Togin to KPS Florida Service at that time aia a T deis Announces a L i Server Maintenance Password Normal Maintenance E s on Sunday 9 19 2010 10PM to 4AM Server Maintenance typically occurs once a month Conn 7 Server Maintenance Login Normal Maintenance nd y on Sunday 10 17 2010 10PM to v This is screenshot of the Login page 18 KIT Solutions 2013 FL Coalition User Manual Activating Your Account Your login information is created for you by your acting administrator When you access the FL Coalition system for the first time you will need to activate your account first From Flaebrequestsim kitsolutions met Sent Fri 9 3 2010 10 57 AM To a Subject Florida Prevention Account Activation Invitation 1 Once you have been informed by your acting administrator that an account was zii j i l with i ease follow this ink to activate your account created for you check your email You should receive an email with instructions O as os ene for activation ActivationID 01160109011101100116010301110109010101140121 amp oid 20100903 2 Click the activation link within the email to activate your account 229 3 You should receive a confirmation message indicatin
32. n the Title field c If desired enter any notes regarding the document in the Note field Save d The file path will appear in the File field Click the ez Upload button This is a partial screenshot displaying the State Priorities Edit Form to upload the document to the HISSAP database e A link of the file will appear in a grid below 12 Click the Save button Note To exit the screen without saving any of the details click the Cancel button Tips e You must upload at least two files to save the form Needs Assessment Logic Model Resource Assessment and Comprehensive Community Action Plan Evaluation Plan FL Coalition User Manual 22 KIT Solutions 2013 Messages Y Events Y Alerts F Default Pace KIT Prevention Services Floide 2 admin DOES one SPF SIG Chaaiije Grant Type Editing a State Priority 1 Click CCAP Summary from the Main Menu d a a 6 2 Click State Priorities from the CCAP Summary Landing Page CCAP Summary AAA 3 From the listing page click the Select button to the left of the priority you Home sao alele wish to edit KPS Florida 4 The details will appear in edit mode Home gt CCAP Summary gt State Priorities 5 Make any changes needed to the form Add New State Priority Date SARG Approved a To edit a contributing factor or intermediate objective click the Edit button to the left of the appropriate record i The details wi
33. name in the Contact Person field 9 Enter the fiscal agent s address in the Address field 10 Enter the fiscal agent s email address in the Email field 11 If desired enter the fiscal agent s phone number in the Phone field FL Coalition User Manual Describe Agency Agency Module K 8 Settings y Home gt Administration gt Describe Agency Edit This Record Edit This Record button Provider Identification Federal Tax ID 59 7000001 Provider Name Status Active Address This is a sample screen shot of the Describe Agency form Fiscal Agent Contact Info Same as Coalition Fiscal Agent Coalition Contact Person Prevention Director Address 546 Apple Lane Email directorMfake email net Phone 1 XXX XXX XXXX This is a sample screen shot of the Describe Agency Edit form 29 KIT Solutions 2013 12 Select a Primary Contract from the Choose Contact dropdown list 13 Select the Prevention Program Director from the Prevention Program Director dropdown list Note The names displaying in the Choose Contact and Prevention Director dropdown lists are those that have been registered into the application from the Register Staff page under Administration 14 Click the Save button Note To exit the screen without saving any of the details click the Cancel button Tips Primary Contact
34. o A e O CE o E EA 28 eiie is REDON raer oO e ll o EE OE e PU PE UE OO O 28 Behn IR eee e e e PPP o Ue 28 PONISI enana pudor 29 FTA ZW ON see A E o O a 29 A A iat eee A o nn EU Eo lt A 31 ES SAR 31 Ss OPA o o E o PO EEE 6 o o oo CO e o E El UE OOO 34 Sa e eo parcel wt gece a ecco acces E E one gence pce A 30 FL Coalition User Manual 2 KIT Solutions 2013 Deleting Staff Information PPP _ o PP APP 30 Mande gel A A a E ee o 8 OA 36 o A P P A A 37 o dE tu OO E O e Co O a 38 SHAG ME CLOS MEW Paren e E E E oca 38 FL Coalition User Manual 3 KIT Solutions 2013 INTRODUCTION The Florida s Community Coalition Database is a software package to record and track coalition membership planning and activities This software provides a consistent and comprehensive basis to collect and analyze current and historical data both by the coalition and on a statewide basis FL Coalition User Manual 4 KIT Solutions 2013 TIPS FOR USING KIT PREVENTION EFFECTIVELY Recommended Computer Settings Screen Resolution You will get the best screen layout if you set your PC monitor settings to 1024 x 768 pixels or larger If your screen resolution is smaller ex 800 X 600 pixels everything on the screen will appear larger But if you use 800 X 600 pixels then you will have to scroll more both up amp down and left amp right to access all the data fields To change your PC monitor settings right click
35. on the Desktop background and select Properties Next click on the Settings tab and move the Screen Resolution scroll bar to the right towards more to select 1024 X 768 resolution Click the OK button at the bottom of the window to make the change effective Web Browser The web browser supported by the FL Coalition system is Microsoft Internet Explorer IE Currently Mozilla Firefox Netscape AOL MSN and other browsers may not be supported by the FL Coalition system 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 Pop Up Blockers Modern computer security technology and usability features development have lead to pop up blocking Although this new feature of internet browsers toolbars and other 3 party managing software blocks hazardous and annoying pop ups sites like FL Coalition require pop ups to be able to function If your pop up blocker is enabled then there is a possibility that the FL Coalition system may not function or appear properly You should either disable the pop up blocker while using the FL Coalition system while remembering to enable it if desired when not in the FL Coalition system or create exceptions for the pop up blocker This is cumbersome but may be easier than making exceptions to the pop up blocker To create exceptions for the pop up blocker op
36. out saving any information entered Additional Buttons Each page within the FL Coalition system offers additional help to the user Click on one of the icons to receive the help needed amp The Chat feature enables users to get immediate assistance from the Customer Support department through an instant messaging system dl Prints the information currently on the form M Provides User Manual help specific to the Submenu Category Includes step by step instructions for adding editing and deleting FL Coalition User Manual 14 KIT Solutions 2013 File Download Security Warning Do you want to run or save this file Chat Feature Name Support LogMeInRescue exe The Chat feature enables users to get immediate assistance from the Customer Type Application 987KB Support department From secure logmeinrescue com When the Chat button has been selected a new window opens prompting you to run the LogMelnRescue applet application Se While files from the Internet can be useful this file type can potentially harm pour computer IF you do not trust the source do rot run or save this software What s the risk This is a screenshot of the LogMelnRescue applet Tips e You will need to install the LogMeln applet in order to connect with Support This is a free download E The installation may take a few minutes FL Coalition User Manual 15 KIT Solutions 2013 LOGIN PROCEDURE Connect to the Internet using your
37. s 1 typing the date directly into the field or 2 using the Calendar feature The Calendar feature can be used as an alternative option to entering a date directly into a date field 1 Select a Date field A calendar displaying the current month and year will display below the date field Use the Back and Forward arrows to navigate through the months select the date by clicking on a number within the calendar The calendar will close and the date will appear within the date field FL Coalition User Manual 13 mm dd yyyy or mm dd yyyy 4 September 2011 E Su Mo Tu We Sa 28 29 30 31 3 4 5 6 7 10 11 12 13 14 17 NS l 18 19 20 24 Upload State Priority Files 5 35 3 x Please upload atleast 2 documents 2 3 4 5 6 7 g bdel Resource Assessment Comprehensive Community Action Plan Evaluation Plan CCAP Intermediate Objec Add New CCAP Inte Today September 8 2011 File Bree l This is a sample screenshot of the Calendar feature after the Date field has been selected KIT Solutions 2013 Edit Form Buttons Information is entered and edited on the computer screen through data entry edit forms The table below summarizes the buttons used to enter edit information Add Must be pressed first to add new information to an Edit Form Save Adds the information on an Edit Form to the database Delete Removes the information currently on an Edit Form from the database Cancel Cancels the Add or Edit with
38. s is a partial screenshot displaying the State Priorities Edit Form mm dd yyyy or mm dd yyyy KIT Solutions 2013 CCAP Intermediate Objectives 10 Click the anata cet Add New CCAP Intermediate Objective button to add an intermediate objective Objective Statement a Enter an objective statement in the Objective Statement field b Enter the target population in the Target Population field c Enter the measure in the Measure field d Enter the data source in the Data Source field e Enter the baseline in the Baseline field _ f Enter the desired change in the Desired Change field or g Enter the deadline in the Deadline field ae h Click the ObietivetoGrid Add Objective to Grid button Deadline Add Objective to Grid i The intermediate objective will appear in a grid below Add Objective to Grid button This is a partial screenshot displaying the State Priorities Edit Form 11 To upload a document regarding the state priority click the Browse braies Needs Assessment Logic Model Resource Assessment Comprehensive Community Action button located to the right of the File field Plan Evaluation Plan a The Choose File window will open allowing you to select the document File Browse an your computer After selecting the file click the oe Open ba utton Upload b If desired enter a title of the document i
39. stration tags are easy to remove Lack of lock caps on hard liquor bottles Clerks have underage friends and sell to them Shoplifting Legal drinking age is 19 in Canada This is a partial screenshot displaying the State Priorities Edit Form KIT Solutions 2013 Tips e You must select at least one Priority Intervening Variable before you will be able to select Contributing Factors Add User Defined Contributing Factor 7 Click the Add User Defined Contributing Factor to add a custom contributing factor a Select an intervening variable from the Intervening Variable dropdown list i If Other is selected enter the variable name in the Please Specify field b Enter the contributing factor name in the Contributing Factor Name field C Clickthe trS Add Factor to Grid button Note To cancel the entry click the Cancel button d The contributing factor will appear in a grid below 8 Enter the CCAP goal and long term outcome in the CCAP Goal Long Term Outcome field 9 Enter the Substance Abuse Response Guide approval date in the Date SARG Approved by Department field as mm dd yyyy mm dd yyyy or use the Calendar Feature FL Coalition User Manual 21 Intervening Variable Select One Contributing Factor Name Add Factor to Grid button Cancel Add Factor to Grid CCAP Goal Long Term Outcome Date SARG Approved by Department Thi
40. t best represents the activity from the Service Code dropdown list 13 Enter a description of the activity in the Service Description field Note 14 If desired enter any notes about the activity in the Note field This is a partial screenshot displaying the Coalition Activities Edit Form Demographics Total Participants 15 Enter the demographic information for the activity Number of Participants 0 a Enter the total number of attended participants in the Number of A Participants field Age b Enter the total demographics for each demographic category Age Gender Race and Ethnicity 04 0 Note The total demographics for each category must match what is entered in the 511 0 Number of Participants field aa a 14 Click the Save button 15 17 0 Note To exit the screen without saving any of the details click the Cancel button 1820 10 21 24 0 This is a partial screenshot displaying the Coalition Activities Edit Form Tips e Clicking the Us s sus 8rsakdown Use Census Breakdown button in the demographics section will estimate the numbers for Age Gender Race and Ethnicity You must still enter the total number of participants FL Coalition User Manual 26 KIT Solutions 2013 Editing a Coalition Activity 1 2 3 Click CCAP Summary from the Main Menu Click Coalition Activities from the CCAP Summary Landing Page From the listing pa
41. ved This is a screenshot displaying the Menu 1 a Landing Page 2 and a Submenu Category list 3 Underage Drinking 10972011 Prescription Drug Use 05 27 2011 This is a sample screenshot displaying a Listing Page 4 CCAP Summary EH P 14 E ri Data Tools Knowledge base Communication Administration Help Home KPS Florida FL Coalition User Manual 6 KIT Solutions 2013 The banner above the Menu provides a link to Logout of the Service The P ID is listed as well as the user currently logged into the FL Coalition system oe Change Grant Type Selection link is available to users who cha both SAPT Block Grant and SPF SIG funding Bread Crumb Trail A Bread Crumb Trail is provided to indicate where you currently are in the system The links provided in the Bread Crumb Trail also allow you to move backwards in the system If at any time while working in the application you wish to return to the Home page you can click the Home link located within the Bread Crumb Trail Tips e Clicking the banner above the Menu will also return you to the Home page FL Coalition User Manual Messages Y Events Y Ale hic tod 9Sercurrentivlogaedin gt ESA Y CCAP Summary 3 A k Provider ID Data Tools Knowledge base Communication Administr Home Link to Log Out KPS Florida Change Grant Type Selection link Home gt CCAP Summary gt State Priorities Add New St
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