service provider user manual general information
Contents
1. Welcome to the DOH Support page ask support question click the Online Manual Contact DOH link Manuals are available to view download by clicking the What s New Online Manuals link FAQ Deliverables SP Training Eval The What s New section will keep you up to date on what is happening with the TERS Check out the FAQ link to find out answers to Frequently Asks Questions Training Eval System Eval Teleconference Eval 3 Click on the Contact DOH link located at the left of the screen Click on the appropriate region Northwest North Central Northeast Southwest South Central or Southeast or State if region is unknown 5 This will open the Trouble Ticket screen fill in as much information as possible The more information that is provided will assist the helpdesk individuals in diagnosing the issue 6 Click the Submit button to complete the Trouble Ticket This will send an email notice to the appropriate person for the selected region and a copy will be forwarded to Ray Rudich at the PA DOH TPRS 13 KIT Solutions Inc 2006 LOGIN PROCEDURE The Pennsylvania Tobacco Prevention Reporting System PA TPRS system is a web based system This means you must connect to the Internet before accessing the system If you lose the Internet connection while working in the system you have to reestablish the Internet connection before continuing to use the system and wil2. Pennsylvania TOBACCO PREVENTION REPORTING SYSTEM TPRS SERVICE PROVIDER USER MANUAL GENERAL INFORMATION Prepared for the Pennsylvania Department Of Health by KIT Solutions Inc 2006 5700 Corporate Dr Suite 530 Pittsburgh PA 15237 2006 TABLE OF CONTENTS FFT NN ete te ert athena ah let nen heated E 3 Functions at the State Primary Contractor and Provider 4 Pay CON aO FUNCIONS verinoa ae 5 GENETALINIO Mado Mrana as asta estar aA 9 ETUE E ets Mercere ter mer rer 9 Data eile ars spent ee erent crete etree emer teeny creer MPa creer tern tT 10 Recommended Computer 5600057 11 12 5 RiCQUCSEION SUD DOU Eisai E 12 Broo igi 61 Clot 0 Ccueenen mene ime nen eet te Perce nee 14 OC GIG INO PATER os e 14 tars a akc ned ata aR 15 TPRS 2 KIT Solutions Inc 2006 INTRODUCTION PENNSYLVANIA TOBACCO PREVENTION REPORTING SYSTEM The Pennsylvania Tobacco Prevention Reporting System PA TPRS is a centralized and web based management information system for measuring short term intermediate and long term outcomes of tobacco use by Pennsylvania youth and adults The hierarchical structure of this system includes tw
3. by Group Service Report by Activity SVDate Service Report by Activity Group Name Service Report by Staff KNOWLEDGE BASE This module contains the 9 CDC best practice categories with an abstract Best Practices justification and where to obtain additional information Information on obtaining secondary or archival data Tobacco Sites A listing of web sites to obtain additional information on tobacco prevention and cessation Library A full text library of tobacco background information in PDF format UTILITIES Change Password A staff member can change his or her Often database administrators will login password assign staff members the same password when first created For security reasons it is important that the staff member change the password This also applies to the admin account that is automatically created COALITION Partner This feature is where an Organization can register its coalition Before any members can be added to the Coalition the Organization must first register its Coalition Partner Staff These are the members of coalition partner s staff but are not members of the lead agency staff The partner staff members are entered and they can track services performed just as if they were members of the lead agency staff a Meeting Groups A group of all Partner members that will PA TPRS 7 KIT Solutions Inc 2006 Sub Module be attending a specific Coalition m
4. dual that partakes the various activities that are performed by the Organization Permissions Regulates what users are allowed and not allowed to do Permissions should be set for every staff member that logs on to the system The following table summarizes what each permission grants or denies Option Description Permission Staff will not be able to access information in a module Read Only Staff can only view information in a module Read and Write Staff can view enter new information and edit existing information in a module TPRS 16 KIT Solutions Inc 2006 Full Control Staff can view enter new information edit and delete existing information in a module Predetermined List Same as a dropdown box Required Fields Information that must be entered in order for the record to save Ifa required field 15 left blank the PA will prompt you to enter the information before it will save the data These are denoted with an asterisk Save Enters the information into the database permanently If you do not save the information it will not be entered into the database Search A method to find a specific record Staff Member An individual that works and or volunteers for the organization and performs activities that may need access to the system Technical Support Assistance in using the system the correct manner Technical Support is also a source of information for forgotten misplaced user
5. ed field 15 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 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 The TAB Key Moves the cursor to the next data field ha gt and Moves the cursor to the previous data field A Use the MOUSE by pointing and clicking to move the cursor Moves the cursor by pointing and clicking 5 10 KIT Solutions Inc 2006 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 Web Browser The web browser supported by the PA TPRS 15 Microsoft Internet Explorer IE Currently Mozilla Firefox Netscape AOL MSN and other browsers are not supported by PBPS They may function but not to design specifications We recommend users have the latest version of IE installed on their computer along with the updates provided by Microsoft which are released period
6. eeting This module is used for attendance purposes for the Coalition meetings and prioritize objectives and then track the progress to meeting objectives This module is a way of centralizing the meeting agendas and tasks Partner Meeting Partner meetings are used to establish PA TPRS 8 KIT Solutions Inc 2006 GENERAL INFORMATION This section contains information about the Menu box using required fields and using dropdown lists A detailed Glossary of Terms for using the system is located at the end of the manual Menu Box The Menu box circled in red is the blue box located on the left of every screen with the list of modules and file folder icons You can access all of the modules from this box by clicking on the module s name Tobacco Prevention Service Provider Related Website www cmh pitt edu tobacce TPRS 9 KIT Solutions Inc 2006 Data Fields and Buttons In the PA TPRS there are several fields boxes and buttons that are used to collect and store data Preview Description Text Field aka Text Box fill ir in 1 the blank Ton TA a a _ Pull Down Menu _ o l E select one Buttons lt lt gt 7 Radio nm Selected Not selected Red A red field and an asterisk denotes a required field __ ee Black Black text denotes a suggested but It does not matter the order in which the above fields are filled in but if a requir
7. f Health the Primary Contractor and the Service Provider The table on the next page summarizes the responsibilities and functions of the staff in each of the three levels PA TPRS 3 KIT Solutions Inc 2006 Functions at the State Primary Contractor and Provider Levels State Register Staff at State Level Create all Primary Contractor Organzations Create all Service Provider Organizations Create all Goals Create PA Deliverables linked to CDC Best Practice Primary Contractor Register Staff at Primary Contractor Level Create Strategies linked to PA Deliverables Create Program linked to PA Deliverables Create Event Locations for their Service Area May register Participants for attendance tracking Recurring events May enter services Single and Recurring May enter Check Store activities May Check Restaurant and Vending Machines Service Provider Register Staff at Service Provider Level Register Participants for attendance tracking Recurring events Enter services Single and Recurring May enter Check Store activities May Check Restaurant and Vending Machines The table on the next page outlines all the functions at the Service Provider level PA TPRS 4 KIT Solutions Inc 2006 Primary Contractor Functions Sub Module Description Notes ____ ADMINISTRATION Service Provider Use this module to review Service If you are accessing your Service Provider organization information Only Provider information
8. for the first time the the State can approve and add a new login is admin and the password is Service Provider or edit the Service pass Make sure the first time you login Provider s name Only the Service that you change your admin account Provider can edit their information password Staff Info Use this module to enter a new Service Every new staff member is given a User Provider agency staff member into the ID and Password The values entered system or edit the information about an into these fields will be the login into the existing one The Service Providercan system for the user staff member view and create staff members for its Each staff member should plan a User Service Provider organization ONLY ID and Password assignment scheme carefully and secure the information for future use If a password is lost the user must contact the PA DOH to reset it The user will then have to change their account password Participant Info If the Service Provider provides services The Service Provider can add edit or the participant s information needs to be review participant information only for registered for Recurring events events the participants that are registered for where attendance 15 tracked services actually performed by the Service Provider Admin Hours If desired a staff member may track A staff s service related hours hours that his her hours You may wish to do this can be associated wi
9. ically 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 the PA TPRS require pop ups to be able to function If your pop up blocker is enabled then there is a possibility that by the TPRS may not function or appear properly You should either disable the pop up blocker while using by the PA TPRS while remembering to enable it if desired when not in by the PA TPRS or create exceptions for the pop up blocker This 15 cumbersome but may be easier than making exceptions to the pop up blocker To create exceptions for the pop up blocker open your Internet Explorer 6 0 browser window Once the browser 15 open click the top toolbar option Tools and then go to Internet Options After the Internet Options window 15 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 P op Ups checkbox 15 checked then click on the Settings button You can now add by the PA TPRS links to the Allowed Sites list which the pop up blocker will ignore when trying to block pop ups from by the PA TPRS You will want to add httos kitorevention kithost net for the live system and n
10. ional Certificate Below High School Status School some College College Graduate Graduate School To choose an option click on the one you would like to choose the list box will close and the value you selected will display in the box Edit Make changes to existing information This is used to correct information that you have previously entered Gray out or Inactive The information that is colored gray and cannot be changed Is information that has been filled in for you by the PA TPRS The information that has been entered is from another portion of the system This is done to cut down on the amount of information that needs to be filled in by the end user For Example When the user chooses the program the program description is filled in and cannot be changed as it was already entered in another section of the PA TPRS Logging On The process of putting your name password and organization number to gain access to the TPRS Input Date The date that the information is entered into the system Organization ID The unique 6 digit number assigned to your organization from the DOH This is what identifies your organization s information as your own Password The unique sequence of characters that is only known to you The DOH or your local system manager provides this for you initially This can be changed to something easily remembered using the Utilities section of the PA TPRS Participant An indivi
11. l probably require logging in again Logging into PA TPRS 1 Connect to the Internet using your Internet browser Internet E xplorer 2 Inthe Address or Location box type httos app1 health state pa us patobacco and click the Enter key on your keyboard Note If you would like to go to the training site to practice entering data type https app1 health state pa us patobacco uat login aspx 3 The PA TPRS login screen will appear User ID Password Orgamzaton ID 4 Type in the User ID Password and Organization ID 6 digit number in the appropriate fields 5 Click the Login button or press the Enter key on your keyboard TPRS 14 KIT Solutions Inc 2006 GLOSSARY OF TERMS Active Inactive Active and Inactive are used in conjunction with the Status of a staff member participant Or program The status should be set to Active unless one of the following apply Staff the staff member leaves the organization Participant the participant has completed the activity that they were involved in Program the program has been achieved Inactive will remove the staff participant program from the various lists through out the system but it will NOT delete the staff participant program This ensures that the legacy data remains complete Add Enter new information This is used to enter a new record that has never been entered before Admin Hours Hours that cannot be directly connected to a specific service F
12. name and passwords User ID The name that is used to gain access to the PA TPRS in conjunction with a password and Organization number The DOH or your local system manager provides this for you PA TPRS 17 KIT Solutions Inc 2006
13. o 10 year statewide measurable Goals based on the Healthy People 2010 objectives and 16 three year measurable Objectives with annual outcomes based on the Centers for Disease Control and Prevention s Best Practices for Comprehensive Tobacco Control Programs CDC Best Practices are also linked to specific deliverables strategies action steps and outcomes The system will track program Services developed and completed by primary contractors and service providers and match the service activities output and outcomes to planned strategy action steps and deliverables The system also contains a knowledge base on tobacco prevention and links to multiple on line resources The framework of this comprehensive system will provider the Pennsylvania Department of Health with a total Pennsylvania youth and adults to less than 12 percent by 2010 and changing the community norms that create healthy environments where it is uncommon to see use and be negatively impacted by tobacco products and tobacco smoke pollution Information data generated by the system was piloted in the first quarter of 2002 and implemented statewide in J une 2002 During fall winter 2002 a statewide Management Information System Workgroup was Instrumental in developing Phase 2 and pilot testing it une 2004 Phase 2 was implemented statewide The PA TPRS is divided into three administrative and service delivery responsibilities These three areas are the PA State Department o
14. or example Entering data into the PA TPRS Cancel Clears the current entry and does not save any information Date Range Used in conjunction with selected reports The beginning date will be the first date of the report the ending date will be the last day of the report Delete Removes the information completely When information is deleted itis NOT recoverable If in doubt whether the information should be deleted set the status to Inactive This will essentially do the same thing as deleting but is reversible Delete should very rarely be used Very few scenarios warrant using the delete feature Example of when not to use delete A staff member leaves the organization but has service time related to activities from this fiscal year This is a case for using the Inactive setting Example of when to use delete A participant s information was incorrectly entered into the staff information section This would be a case where deleting the participant from the staff section would be an appropriate action Dropdown Box a method for choosing an option without needing to type it each time This is an example of what a drop down box looks like General Education Below High school To use a drop down box click on the small black arrow that is on the right hand side of the box This will display all of the option available for that list PA TPRS 15 KIT Solutions Inc 2006 General Education Below High School Profess
15. ser to choose display and print out evaluation instruments to measure participant outcome achievement Several standardized reports can be generated to help the service provider as well as primary contractors and the state with data analysis Several standardized reports can be generated to help the service provider as well as primary contractors and the state with data analysis The Prevention Plan by Deliverables report will display the Primary Contractor s strategies for its selected deliverables The Prevention Services by Deliverables displays each service activity completed The report is grouped by deliverables and Service Provider within a user defined date range The user can also find smoking benchmark statistics for each county in Pennsylvania by choosing the county from the dropdown list and then clicking on the file name to the right of the county name drop down list Currently 11 reports are available Organization s Basic Information PA Deliverables Participant P rofile Population Group Code List Restaurant List Service Group Code List Staff Administrative Hours Staff P rofile State 3 Year Objectives Store List Vending Machine List Currently eight reports are available e Completed Compliance Checks Report KIT Solutions Inc 2006 Sub Module Description Nes e Letter of Compliance Checks No Sale Compliance Checks Report Participant Demographics by Activity Participant Demographics
16. th a particular for hourly employees or for grant program are entered in the Activities requirements Admin hours are non section Admin hours are hours that service related hours CANNOT be associated with a service Examples of Admin hours are administering the PA Tobacco online program writing new yearly objectives etc PROGRAMS Progam ACTIVITIES Service Event Ifa Service Provider provides services There are two categories of services those services will be added in these activities that can be provided modules Single Events and Recurring 1 Single Events attendance is Events NOT tracked 2 Recurring Events attendance 15 tracked Check Store Service Providers may be responsible to PA TPRS 5 KIT Solutions Inc 2006 Sub Module conduct the tobacco sale check and track the enforcement activities To make this process easier to track a Separate module was added to the Check Restaurant system According to contract deliverable PA20 Primary Contractors are required to inspect each restaurant in their county a minimum of one time per year To make this process easier to track a separate module was added to the system CheckV Machine oS o EVALUATION Process Eval Outcome Eval REPORTS Administrative Service PA TPRS There are two processes that can be evaluated 1 Prevention Plan by Deliverables and 2 Prevention Services by Deliverables The outcome evaluation allows the u
17. ttp demo kithost net patobacco for the demo system Once these sites added to your Allowed Sites list the pop up blocker will no longer prevent pages from loading or appearing while you are using by the PA TPRS PA TPRS 11 KIT Solutions Inc 2006 TECHNICAL SUPPORT Technical Tech Support provides valuable information concerning the PA TPRS This area allows users to check for information regarding updates newly added features and get answers to Frequently Asked Questions FAQ Technical Support also allows users to submit a Trouble Ticket for assistance on a specific problem or question report a bug or make a Suggestion for improvement Send a Request for Support 1 Click on the words Tech Support located in the upper left hand corner of the screen above the Menu Box TECH SUPPORT Tobacco Prevention Service Provider Related Website cmh pitt edu tobacce 2 Anew window will open displaying the Pennsylvania Tobacco Prevention Reporting System Technical Support web page TPRS 12 KIT Solutions Inc 2006 2 KIT Solutions Inc Support Site Microsoft Internet Explorer provided by Kit Solutions Inc File Edit View Favorites Tools Help a Back EF x 2 P Search 5 Favorites A 19 z J Address 1 ktsco com pa_tobaccof gt PENNSYLVANIA TOBACCO PREVENTION REPORTING SYSTEM Technical Support Welcome Contact DOH
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