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1. Date Contact Mentor Staff Parent Guardian Description Time Time Time 24 2008 2 25 5 No after school activities Edit Change Details a700 O 0 25 No spoke with mentor Edit Delete Change Details 612008 oO 0 25 No spoke with mentee Edit Delete Change Details 22008 45 25 0 Yes 2nd meeting 126 2008 41 25 0 No 4st meeting 4 21 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 ae oe le Page 63 of 102 PBPS User Manual 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 Note If multiple school districts are served by one event use the district that has the most
2. Enter Planning Data For 2007 2009 Enter Services For 2005 2007 Enter Services For 2003 2005 After choosing a particular biennium please type the appropriate information in the following fields Note Your User ID Password and Organization ID will be given to you by your organization s administrator Please retain this information and do not share it with others Login Home gt Login Login to get started User ID 5 aa l al Organization ID a Login Washington State 4 Department of Social 7 amp Health Services DASA Division of Alcohol amp Substance Abuse Page 8 of 102 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 lick 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 w
3. 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 mo E Page 65 of 102 2 10 11 12 14 l5 PBPS User Manual 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 x Note If multiple school districts are served by one event use the district that has the most attendants Select the CSAP Category from the CSAP Category drop down menu Note If you select the Information Dissemination CSAP Category a Type drop down menu will appear after the screen refreshes Select the Service Code from the Service Code drop down menu Note See Index of Services Enter the length of the Single Service hours in decimal form in the Session Length text field Note The Session Length should not include planning time 2 Hours 45 Minutes 2 75 Hours _ Check the check box next to Parent Guardian if the mentees parent s or guardian s attended the service Type the service description in the Service Description text field 13 If applicable select a benchmark that will be used to gauge the progress of the serv
4. If do not know how to check for this contact your PC technician for assistance Pop Up Blockers Disabled or configured for exceptions Modern computer security technology and usability features development have lead to pop up blocking Although this new feature of internet browsers toolbars and other 3 party managing software blocks hazardous and annoying pop ups sites like PBPS require pop ups to function If your pop up blocker is enabled then there is a possibility that PBPS may not function or appear properly You should either disable the pop up blockers while using the PBPS while remembering to enable it if desired when not in PBPS or create exceptions for the pop up blocker This is cumbersome but may be easier than making exceptions to the pop up blocker If you have technical questions please see your PC technician Navigating in PBPS Entering data into PBPS can be made easier by using the Tab key on the keyboard The tab key advances the cursor to the next data field You can also go from the 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
5. Page 36 of 102 PBPS User Manual Partici pants Service Data For 2009 2011 Live amp Settings 4 Home gt Implementation gt Participants Save Encrypt Pa cipa WT Na ame 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 added to groups Cancel Participant Information Edit First Name Middle Initial Delete Last Name m Search Birth Date Gender sd Print Note If the Birth Date entered is 18yrs or Highest Grade in 3 older please complete this ent Help i i h School Completed Race Ethnicity v m i Status Active Local ID la hdax Sexual Orientation Free Reduced Lunch Unknown No ANSWEr Description The two fields Mentoring and CTI Mentoring below are defaulted to HO change only if needed Mentoring CTI Mentoring Screen view on continued on next page Marital Status Contact Information Please fill out ether Zip Code or Closest Elementary School to Your Home or both if you wish Zip Code D Save Cancel Edit Delete Search state Closest Elementary School to Your Home Emergency Contact Information Print Help Programs Assigned Program Groups Available Program Groups Editing Participants 1 Click Implementation in the Menu Page 37 of 102 Ul BR WN PBPS User Manual Click Participant in the Sub Menu Click
6. Note This is very similar to the Single Service Copy Service Button See Services Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting in the Sub Menu Select the appropriate Reporting Month from the drop down menu Select the appropriate reporting category 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 the Copy CBC button Make changes to the form Click Save in the task pane to save your changes Note If you do not want to save your changes click Cancel U BWNE aoe oe OR Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting in the Sub Menu Click Search in the Task Pane Click Show All or select the search criteria Click the Select button for the desired quarter Click the Copy CBC button Make changes to the form Click Save in the task pane to save your changes Note If you do not want to save your changes click Cancel ee a a Mentoring Before any mentoring services can be recorded you must e Register Mentors e Register Mentees if they are not already participants in the PBPS Page 56 of 102 PBPS User Manual 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 Men
7. t match address Google s address dictionary but 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 Type the service description in the Service Description text field Click Save or Cancel in the Task Pane Note After saving the Single Service the Staff Service Time form will appear single Service re Settings Horne mplermenlalion Single Berite Add Edit Delete Search Pririt Help Program Name OUR farnily si Program Family based group Desorption Objective Name improve sttitudes shout fami
8. 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 30 Enter your Matching Funds if any by clicking the ADD button and entering your Matching Funds name and the Matching Amount in those fields Page 26 of 102 PBPS User Manual After you click Save in the next step below the Match Amount filed will display your total 31 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 pa dd E dit or View Gro Liye T E Program 2 of 2 Innovative Other Best Promising Practice Environmental Program Submission pear Waiting submission Motes View Program Motes Submit Save Or ganization Cancel Edit Program Information Objective Searcn Science Based RENSET Apply Info Help Program Name LifeSkills Training LST o a0 Accented 4 Description LifeSkills Training LST is a school based program that aims to prevent alcohol tobacco and marijuana use and violence by targeting the major social and psychological factors that promote the initiation of substance use and other risky 2000 Pro
9. Hele 10 Addi By addin LELEI S Program Merne Description Project ALERT ts a school based social resistance approach to dreg a AMIRA pravantion The ciiriculiom apecitically tanpeta Cegaraiias alcohal at Group Manna Esisimg Coupe Wl0r2000 test group ur Seleclad Paclicquani rou Particngent Lisl Care EN TAY COMPLETE PUP CLOSE ALL SURVEY amp 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 g a new recurring service series you also add the first session Subsequent sessions use the information entered in the steps below and therefore require less time to input than the first session Note You must have a Program
10. PBPS User Manual 17 Is this program being provided by a FBO Choose Yes No if Yes provide the FBO Name and FBO Amount that displays The total amount will display in the FBO Amount field Note Charitable Choice was discussed at the October 2009 All Provider meeting in Yakima It is a Federal requirement that we collect this Information 18 Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional 19 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 i pointing up to remove it 20 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 Interventions directly serve an identifiable group of participants but who have not been identified on the basis of individual risk e g school curriculum after school _ program parenting class Universal Indirect Interventions support population based programs and strategies Indicated Strat
11. Page 31 of 102 PBPS User Manual Motes 2000 strategy Category Community based Practices _ Enforcement C Media Policy Development and Advocacy Be selecting these 2 Strategies Community based v Alcohol Restrictions at Community Event Practices Strategies _ Other Keg Registration Land Use Ordinances These associated all Responsible Beverage SENICE Training a Strategies become Policy Development Getting To Know State Legislators available and Advocacy C Other Strategies C Graduated Licensing C increase Alcohol and Tobacco Taxes sobriety Checkpoints After the above Strategies have been selected and the Strategy Survey s below have been completed you may now click on the Submit Button above to send to your PSM Community based Alcohol Restrictions at Community Events Completed 100 Strategy Survey Practices Strategies Policy Development Sobriety Checkpoints Completed 100 Strategy Survey and Advocacy Strategies M atching Funds Add Edit Funders 1500 00 Delete 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 grou
12. See Index of Services Click Add in the Task Pane Select the appropriate group from the CBC Group drop down menu The Service Population is automatically filled as part of the CBC Group you created Type in the number of units being counted that appear in the Count Method data field in the Count text field Page 54 of 102 10 11 12 13 14 15 16 17 18 PBPS User Manual 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 Hours text field Note 2 Hours 45 Minutes 2 75 Hours __ Type a description of the service in the Service Description text field Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional Select the Objective that this CBC will address from the Objective drop down menu Note The Objectives displayed in the Objective drop down menu are those you have entered into the system If the appropriate Objective is not available create a new Objective in the Planning gt Goals Objective section 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 People Reached text field T
13. 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 plany Viewing an Existing Training Report 1 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 D Support In Support you will find additional information about how to contact Kit Solutions Inc the Washington State PBPS an online version of this manual Request Reports or view frequently asked questions To get to the Data Dictionary click Manual and then WA Data Dictionary Page 88 of 102 PBPS User Manual ashinaton k Elo
14. 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 and 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
15. and then finish with a Follow Up Survey upon completion of the program Recurring Service ib Settings 4 Home gt Implementation gt Recurring Semice Save Senice Number ROL Cancel Program Name Program The Strengthening Families Program SFP involves elementary school I Description aged children 6 to 12 years old and their families in family skills training sessions SFP uses family systems and cognitive behavioral approaches to increase resilience and reduce risk factors for behavioral emotional P Group E Help Objective Name O contribute to improved family management skills with families in Adar x Objective Description Service Date 5 12 2009 Service Location Live test Page 46 of 102 PBPS User Manual O School O By Address Category Public v Step 1 Provide Address Name Nicolai E Boysen Community Center Street 12277 South Bay Rd City Olympia State WA Zip 98506 Sub Category Locations ALELXANDER GRAHAM BELL ELEMENTARY v Name ALELXANDER GRAHAM BELL ELE MENTAR Y Street 11212 NE 112TH City KIRKLAND State WA Zip 98033 Validate Step 2 Select Address From List Address was not found Correct address and click Validate again or click Acce CSAP Category Alternatives by Service Code STAD3 Community Drop In Centers Accept Service Information service Population SP14 Middle Jr High School Stude
16. 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 Note The Session Length should not include planning time An 2 Hours 45 Minutes 2 75 Hours _ 13 Check the check box next to Parent Guardian if a parent or guardian attended the service 14 Type the service description in the Service Description text field 15 If applicable select a benchmark that will be used to gauge the progress of the service in the Benchmark drop down menu 16 Select the attending mentees from the Available Mentees list and click the buttons to add mentees to the Select Mentees list Note Clicking the Remove All button will remove all the Selected Mentees from the Selected Mentees list Clicking the Remove One button will remove only the highlighted selected mentee from the Selected Mentees list Clicking the Add One button will add the highlighted Available Mentee in the Available Mentees list will be added to the Selected Mentees list Clicki
17. count as a recurring prevention service use Service Type Code STP04 DUI DWI MIP programs are counted in the data set as recurring prevention services Use Service Type Code STPO5 Record the service population as 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 service population Environmental technical assistance to communities is counted in the data set as a Single prevention service Use Service Type Code STVO1 Record 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 Count Code Page 97 of 102 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 STV03 Record 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 polici
18. 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 15 Minutes 2 25 Hours _ 2 2 Hours 30 Minutes 2 50 Hours 2 Hours 45 Minutes 2 75 Hours 13 Enter a service description in the Service Description text field 14 Click Save or Cancel in the Task Pane Note After saving the Recurring Service the Staff Service Time form will automatically display 15 Check the box Data Entry Completed Group Closed only if you have completed the program and the last service session has been entered When you check this box the Group will not display on the Groups drop down for the program you are using i e no need to see Groups in a list if you are finished with them ALSO check this box if you wish to run an Outcome Report 16 If you wish to add an additional note for this service click the 400 Note feature add the note and click Save To view it later click the Lv iew Mote feature 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 a Post Test survey half way through the program
19. o Indicated Strategies are designed to prevent the onset of substance abuse in individuals who do not Page 29 of 102 Type PBPS User Manual Replication Implementation of a Best Practice or promising approach with no modifications Adaptation Implementation of a Best Practice or promising approach with modifications to curriculum Innovation _A program that is not a Best Practice or promising approach on the NREPP website TTT 23 24 25 26 21 28 29 OeeevceccccccssorssserecscescesbecscecssescesDPincsssscecessssecsssssecscsesessssssecessesessssscesessesesessesescesesessssesessesesessesescesssescesssrsnssessssesessssesessssesssesesssesssetessesssecsscsecsscscesssssesessastiescecssssssiesswvesssssecsssecessssececsscececsececsssscesessusesessesecsssscusnscesessssesesessssecsesesessssusesessescscssesescscesessssescssesestesesescesssescesescecesesestesescesesssresesssseseseesess Anything else Select the Program Progress from the drop down menu Select the implementation type from the Implementation Type drop down menu Type the expected sessions the program will have in the Expected Number of Sessions per Group text field Type in the number of minimally accepted participants per group in the Minimum Number of Participants Required per Group text field Type in the number of minimally expected groups in the Expected Number of Groups text field Type the total number of hours
20. 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 2 2222 Staff Home gt Administration gt Staff Permission Add Edit Delete Search Salutation Print second Language Partial Screen Shot 5 When the form is accurate and complete click Save in the Task Pane If you decide not to not save any changes made to this form click Cancel in the Task Pane Note If there is a required field that does not contain data and you try to save you will receive an error message displaying the problem and the field You will then have an opportunity to populate the field Editing User Accounts Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of 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 102 PBPS User Manual Permissions Permissions control the access level of a particular user There may be some data
21. 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 _ _ _ lt Page 95 of 102 Service Code STNO7 STNO8 STNOY 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 original documents or PSAs developed Count as a single prevention service
22. Activities aes Data Collection Forms Full Cll 3S rite Write Write Write Write es Participant tC Fle SC None None None None None a vingle Service Full o Full o Write Write Write Write Write ee Recurring Service Full Fle SC Write Write Write Write Write 7 Planning ee Factor Planning Fh SC Full SC Read Read Read Read CN Goal Objective Full oo Full o Read Read sx Read Read ooo None oo Coalition e Org Registration oo Full Fu Full o Full Fl None None eee Member Registration Full Fhe 5S Ft Ft Ft None None ee Meetings ss Ft Ft Ft Ft Fl None None mC oalition Report Full Full Full Full Full None None raer Assessment a Full Ft Ful Ft Ft Ft Ft K Reports O C O el Monitor Analysis Full Fh Ft tt Ft Ft Ft et Service Ft Ft Ft Ft Ft Ft Fal ee Administration Full Ft Ft Ft Ft Ft Ft co DBHR Review oo Full Ful Full o Full Ful o Full Full o o CBC CPTS Full Full Write Write Write Write Write Page 102 of 102
23. Edit in the Task Pane Make changes to the form Click Save or Cancel in the Task Pane Deleting Participants Note You may not delete a participant that is already used in a service or in a Mentoring program Se aa tae ale 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 oe E 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
24. 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 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 ale Microsoft Internet Explorer wy Ore vou sure you wish to PERMANENTLY DELETE this record 6 Click OK if you want to remove the Objective Note Click Cancel if you do not want to delete the Objective Note Page 21 of 102 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 PSM Adding I nnovative Other Programs Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane Click the radio button selecting Innovative Other Open the Objectives list by clicking the down arrow next to the objective box and Select one Note The objectives displayed in the Ob
25. Menu has been selected clicked Note sometimes when you select a different menu tab the entire screen does not refresh however the Sub Menu always does Some Task Pane Options Search Find a particular record entry based on search criteria that you determine with aims of a particular result ex Service Program Staff member etc Page 6 of 102 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 a 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
26. Status Transfer Tool Es Settings Home gt Transfer Tool gt Mentor Status Transfer Tool Add Delete Back Help Client Transfer and Status Update Tool Update O Status Transfer Scrolling Non scrolling 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 AUNE 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 85 of 102 PBPS User Manual 6 Click the Active Status check box corresponding to the mentor 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 Mentors To drop
27. 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 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
28. am fe r Assessment Capacity Planning Implementation Evaluation Ha gm pal rill Reports Knowledgebase Communication Administation Support mmm a Settings Mentoring Program Design Home gt Implementation gt Mentoring gt Mentoring Program Design Save Meson Region 3 Mentoring i Frogram Cancel 1 Select one which of the following program best describes your mentoring program design 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 O 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 it it i Help O c 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 g d Other mentoring program IF This option is selected must provide narrative desciption Mone of the options above js 8 dose enough match to what you are doing to adequately categorize your program Please explain your mentoring strategy to be consistent with the descriptions above 2 Complete the following questions about your overall program design aj Tanet Number of on going matches for the progra
29. existing participant to Attendance Table j Set Attendance To anves C Al Ho set Completion To Oan Can CA Ongoing Complete Withdrew Row Client Name Attendance Completion Status 1 999W 0012051026 Yes w Ongoing Active 2 Michael Langer Yes Ongoing w Active a John Taylor Yes Ongoing v Active 4 Shelly Willis Yes Ongoing Active Page 48 of 102 PBPS User Manual Adding Ongoing Recurring Services Important Time Saver Use the Copy Service Button You can still follow the steps in Adding a New Recurring Service Series since it s the Same procedure each additional session ts still considered a new service but the Copy Service button will literally copy the previous recurring session and you would only have to change the service date at a minimum Other non static fields can still be changed Click the Implementation tab in the Menu Bar 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 oS ee o x Deleting a Recurring Service Click the I mplementation 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 P
30. factor from the Factor drop down menu Note This step will display the Goal Descriptions of the selected factor a ee ee Objective Notes Home gt Planning gt Goals Objectives gt Objective Motes Notes Organization ADAMS 2005 2007 Factor Picommunity Bonding fopportunity skills and recognition Waiting iint r ii s Submision creased community volunteerism in businesses in city B i007 Account This is a community bonding opportunity Administrator 101 Under Review By 0 churches with church religious leaders involving district 1 DASA Accepted 0 option for families in community 2 Accepted O this is a test of the outcome in businesses with test 20 Partial Screen Shot 5 Under the appropriate Goal Description click the Add Note button Note 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 102 PBPS User Manual Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Motes Organization ADAMS 2005 2007 Factor PyCommunity Bonding opportunity skills and recognition Waiting e s 5 z bmi Nnereased community volunteerism in businesses in city Submission Bfei200 Account This is a community bonding opportunity Administrator 101 Under Review By 0 churches with church religious leaders involving district 1 DASA G ee2007
31. 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 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 a by Lb ee a Assessment Capacity Planning Implementation Evaluation F F Lg Si Reports Knowledgebase Communication Administration Supoort Mentor Service i Settings Home gt Implementation gt Mentoring gt Mentor Serice Mentor Semice Save p Region 3 Mentoring Cancel Edit Program Description Filter By Group Print Mentor Name Help Mentee Name Match ID 1066 Service Date Parent Guardian L Match Contact Time C Hrs Indirect Mentor Time Hrs fet rit Oo ith Program Staff Time Hess a Serice Description EEE W
32. pA W Participant List Scot James E o gt Sharp Tir shams Tim amih Tim t DATA ENTAY Yau wil NOT be able to enter more semices data later To min an Outcome Repart aise check ihe All Surveys Entered box below ALL SURVEYS This enables you torun an Outcome Report You will still be able to enter more services EWTERED POR THIS PEREN data late QRSUF 6 Type a unique and descriptive Group Name in the Group Name text field Note No two groups may share the same name 7 Select participants from the Participant List and click the buttons to add or remove participants from the Participant List You do not have to add participants to the group at this time Note Clicking the single arrow up or down will move only the selected participant into or out of your group If you want every participant in the participant list added use the double up arrow If you want every participant removed from your group use the double down arrow Note If you want a participant who has not yet been added to the PBPS not present in the Participant List to be added to this group you may do so after you add the Participant in the Participant Screen 8 Click Save or Cancel in the Task Pane Note Notice below how the newly created group now appears in the Selected Participant Group drop down menu Page 44 of 102 KIT PBPS User Manual ntegrated Service iat Settings Program Group Screen Add Edit Delete Back Print
33. protective factors among churchrreligiaus leaders for test2 1 Editing Objectives 1 Log in to the PBPS 2 Click Planning in the Menu 3 Click Goals Objectives in the Sub Menu 4 Select a Factor from the Factor drop down menu Note The factors that appear in the Factor drop down menu result from the process of Planning Factor The Goal Description changes when a different factor is selected from the drop down menu 5 Click Edit in the Task Pane 6 Click the Edit button next to the objective that you wish to modify Note If the Edit button is not present next to the objective the objective is not available for editing If this objective needs to be modified contact your Prevention Service Manager PSM 7 Make changes to the form 8 Click the Preview Objective button Note This will refresh the page and display the sentence outcome link target group link location under the Preview Objective button for review If you want to make changes to the displayed sentence change the appropriate fields and click the Preview Objective 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 Prevention Service Manager PSM Note Th
34. text field 12 Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional 13 Select the Objective that this CBC will address from the Objective drop down menu Note The Objectives displayed in the Objective drop down menu are those you have entered into the system If the appropriate Objective is not available create a new Objective in the Planning gt Goals Objective section 14 Click Save in the task pane to save your changes Note If you do not want to save your changes click Cancel 2010 2011 Monthly Reporting Home gt Implementation gt Community Based Coordination gt 2010 2011 Monthly Reporting Reporting Month July 2010 v Organization Reporting Category Community Capacity v Service Code Y Count Method Instructions Reporting Date CBC Group v Service Population Count Total Hours Search Service Description Help Connected to a Community Coalition lf Yes Please specify Objective Monthly 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 2010 2011 Monthly Reporting in the Sub Menu 4 Select the appropriate Reporting Month from the drop down menu 5 Select Environmental Strategies from the Reporting Category drop down menu 6 Select the appropriate service code from
35. that you may not want a user to either have access to view or to edit In order to restrict usage you need to assign permissions to the users This can be done in two different methods The first is to use the recommended and default access level assigned to a particular title which is a mandatory field in the Staff Information form relating to the job classification of the employee The second is to manually configure the permissions based on a case by case basis At this point you should determine what level of permission or access rights to the system that you want to grant to this particular user Please see the Permissions Table for a complete list of formulated access rights to the system Changing Staff Permissions by Changing Title J ob Classification 1 Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of the desired user name Click Edit in the Task Pane Reference the permissions table to determine level of access Make a selection from the Title drop down menu 0 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel staff Home gt Administration gt Staff HONDU AWN Assessment Archival survey Data Edit Planning Factor Planning soal Objectiv
36. 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 TransferTool gt lent Status Transfer Tool Client Transfer and Status Update Tool This tool is used to transfer individual participants only and not their groups To transfer Add groups use the Group Transfer Tool Delete Update Status Transfer ooo O a i Scrolling Mon scrolling Row Count 25 Page 84 of 102 PBPS User Manual Mentor Transfer
37. the Last Name are randomly generated number Note The birth date does not become encrypted Participants Home gt Implementation gt Participants Add Edit Delete Search Help Encrypt Participant Name Participant Information First Name Middle Initial Last Name Gender Birth Date Race Ethnicity Marital Status Status Local ID hax 20 characters Mentoring Free Reduced Lunch Page 38 of 102 PBPS User Manual Adding a New Single Service a aia 10 11 12 13 14 is Click Implementation in the Menu Click Single Service in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu Note the Program Description will automatically be filled in based on the chosen Program Note The Objective Name and Objective Description will automatically be filled in based on the chosen Program Enter the actual date of the service mm dd yyyy in the Service Date field Select the School District location where the event will take place in the Service Location drop down menu Enter the actual Service Location either from the School rer at and Locations drop down menus and continue or click on W JALE and Step 1 Provide 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
38. 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 The Service Population is automatically filled as part of the CBC Group you created 9 Type in the number of units being counted that appear in the Count Method data field in the Count text field Page 51 of 102 PBPS User Manual 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 Hours text field Note 2 Hours 45 Minutes 2 75 Hours __ 11 Type a description of the service in the Service Description text field 12 Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional 13 Select the Objective that this CBC will address from the Objective drop down menu Note The Objectives displayed in the Objective drop down menu are those you have entered into the system If the appropriate Objective is not available create a new Objective in the Planning gt Goals Objective section 14 Enter narrative for the Environmental Social Policy and Environmental Changes section 15 Click Save in the task pane to save your changes Note If you do not want to save your changes click Cancel Environmental Strategies screen disp
39. 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 0 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 See ee a Page 75 of 102 PBPS User Manual Individual Assessment Home gt Evaluation gt Individual Assessment 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 da
40. 1 12 14 14 15 17 40 18 20 2 21 25 26 44 45 64 65 iihinans Non Hispanic 26 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 Service Date and Session Length while having an opportunity to change the other fields as well Using the Copy Service Button A a a a CO N Click the I mplementation tab in the Menu Bar Click the Single Service in the Sub Menu Click Search in the Task Pane Click Select to choose the entry to copy Click the Copy Service tab Complete entries in a Service Date b Session Length c Count if Changed Click Save Continue Staff Service Time and Single Service Demographics entry Deleting a Single Service e i Click the I mplementation tab in the Menu bar Click the Single Service in the Sub Menu Click Search in the Task Pane Click the Select to choose the service to delete Click the Delete button in the Task Pane Confirm the Delete request Page 42 of 102 PBPS User Manual Creating a Group and Adding it to a Program In the PBPS group management was designed to make Recurring Services easy to track and record To each Recurring Service a program and group must be associated Each
41. 3 Reduce the number of young people in Grades 9 through 12 who reported that they rode during the previous 30 days m with a driver who had been drinking alcohol 4 Increase the percentage of students reporting that they feel safe in school 5 Reduce the percentage of youth at risk because they do not perceive communities as having strong laws and norms against a substance ee 6 Improve bonding and strong attachment to family Data for this objective are available for limited communities in the eaeneeceacececeseecesee EACEUESEAUEUEEENEEEESOAUEEELOAUSEESEAUEUELONOESESELOEOESOROESESOEOESESUSOESESOSSSSESOESESOSOSSESEEOESESEEOESESEESESOSOSUSSSSSESESESUSSESESESSESESUSSESESUESESESUSSESESUESESESSESESESUESESESSESESESUESESUESESERUESESESSESESERUEGESEAESEROSUSLESEAUSSOSOSOESESOSUSSOSOSOSESONS ENERO SE SEEOESEEOEOESESOEOESeSoEtseseecesesecesesessesesEEDesesEEDEseSESSESESESSESSSESOESESESUESESESUSSESESSSSESESSSSESESUSSESESEESESUSSESESUSSESESUSSESESUSSES ESSE ES ESUSSES EAU SEES OSU ESES SSUES ES ERU ESOS SUES ESESU SEES OSU SSOSESUSSOSUSUSSOSSSSESESSSSESESSESESESOSSESOSSESESOSSSSESOSSESESOESESESOSSESESOESESOSOSSESESSESESSSEOSSESOSSESOESESOSUESESESUESESESUESESESOSSEAESSESESESOESESSLESESESTESES HH oOo N 3 O lt D 9Y O oi Q D 2 O Y O J D lt O 3 D 5 rt h O s v W ctr C O D 5 rrt P 13a Reduce the proportion of youth reporting use during the past 30 days of alcoholic beverages 13b Reduce the proportion of youth
42. Administrator Save Cancel Accoun tod a Place new note here Up to 999 characters 7 Click Save next to the comment box to commit your changes Note If you do not want to save your changes click Cancel Editing Objective Notes Log in to the PBPS Click Planning in the Menu Click Objective Notes in the Sub Menu Select from the Factor drop down menu a factor that you desire to address Note The Goal Descriptions of the selected factor will be displayed Click the Edit button next to the Objective Note Make your changes to the text data field Click Save next to the comment box to commit your changes Note If you do not want to save your changes click Cancel oe ei Page 20 of 102 PBPS User Manual Objective Notes Home gt Planning gt Goals Objectives gt Objective Notes Notes Organization ADAMS 2005 2007 Factor P Cornmunity Bonding opportunity skills and recognition Waiting l i lunt TE 7 i Submision creased community volunteerism in businesses in city Giei2007 Account This is a community bonding opportunity Administrator 104 Under Rewiew By 0 churches with church religious leaders involving district 1 DASA G20 Account 5 churches have churchyreligious leaders involving district 1 Administrator 104 Accepted O option for families in community 2 Accepted QO this is a test of the outcome in businesses with test 20 Removing Objective Notes
43. Already Added to a Program ccccccceeeeeeeeeeeeeeeeeeeeneeeeeeeeneas 35 S CF VICES wv snus naesn svnw acon a a ve adweuewscaunccsnGuaecewnaisedvuncciedsnaats oduwnecentiuateaus 36 Register PartiClb aS er arera ined ine bender e advan adi 36 EGCG Parcan Sero ATE E esnlen aes wach cio wndee E A 37 Deleting Part IGWba CS eaa a E nei niadiaae eibaknn ie pina ea eaennae 38 Encrypting Participants Names c cece cccc cece eee eeee eee eeeeeeeeeeeeeeeeeesseneeeneegs 38 Adding a New Single SERVICE ssitide tastticaearinndicineee mination Maan 39 Single Service Staff Service Time Reporting cc cccc cece eee eeeee eee eeeeeeeeeeeeaes 40 Single Service Demographics Time Reporting ccceceeeeeeeeeeeeeeeeeeeeeeaeeeees 41 Using the Copy Service Button ccccccc cece cece esse eee eeeseeeeeeeeneeeesseeganees 42 Deleting SINGIG SEVICE vascccida ilies whe O a a eh dan A a 42 Creating a Group and Adding it to a Program ccc cece cece nese tees eeeneeeeeenaaes 43 Adding a New Recurring Service Series ccc cece cecee cece eee eeeeeeeeeeeeneeeeseenneees 45 Recurring Service Staff Service Time Reporting cece cece ceee essen ee eeeeeeees 47 Recurring Service Attendance Reporting cccccee esse cece eeeeeeeeeeeeeeeeeeeneas 48 Page 2 of 102 Table of Contents Adding Ongoing Recurring SELVICES ccccee cece ce cee eee e ee eeeeeeeeeeeeneeeeesaenes 49 Important Time Saver
44. Group with participants created before proceeding Refer to the previous section Creating a Group and Adding it to a Program 1 2 3 4 REN Click Implementation in the Menu Click Recurring Service in the Sub Menu Click Add in the Task Pane Select a program from the Program drop down menu Note The Program Description will automatically be filled in based on the chosen Program Note The Objective 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 yyyy in the Service Date field Select the School District location where the service will take place in the Service Location drop down menu Enter the actual Service Location either from the S i Category and Locations drop down menus and continue or click on and Step 1 Provide 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 address to be Page 45 of 102 PBPS User Manual true and it may be a new address 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
45. 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 a A S Monitor Analysis Settings 4 Home gt Reports gt Monitar Analysis show Report Analysis Region List Organization List Biennium Beginning Date mmiddiyyyyi Ending Date Federal Category Target Population Location Objective Serice Code Single Events Recurring Events immidd yyy Page 73 of 102 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 sam
46. 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 Asa result the apparent performance speed of the system may be slow due to your internet connection The faster the connection high speed the faster PBPS will be the Slower the connection dialup modem the slower PBPS will be Please take this into consideration and we appreciate your patience Access to the PBPS The PBPS is located at www kithost net wa Your User ID Password and Organization ID will be given to you by your organization s administrator Please retain this information and do not share it with others Page 5 of 102 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
47. 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 96 of 102 Service Code STN17 STN18 STPO1 STPO2 STPO3 STPO04 STPO5 STPO06 STVO1 STVO2 ee E A AAAA AA a a e e eta A a a Service Type Speaking Engagements Telephone Information Servic
48. 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 SPD Not Applicable 000 Page 99 of 102 PBPS User Manual State Benchmarks eaenenceacnceceacaceceacaceseacaceceaceceseaeeceseaceceem CLUGeeaeeeeseneeseeeneeseneneeseeeneeseeeneeseseeeeseeeneeseeeeseseLees es eee Sees eeees es eee es ee eee seen eee seen eee es en eee es eA eee Es esses es eA eee Es eA eEe es eA eEs Es Eee EsEaeaeeseseAees ea eee Es ea eases eaee ees ea eases es eases eases es eases es eases es eases es eases es esses es eneeseseaees es esses en ens esse ens eseneesesenenseseeeeseeeeeeeseseeeeseseeeeses esses eseeseseeeeseseneeseseeeeseseneeees ences esse esses eeees essa esses ease essa ees ease eeseaeeees eases es ease ees eaesees eases essa eeses eases es eases es eases es eaeeseseaeeseseneesesensesesensesesenseseeeeseseneeseseneeseseneesesenensesensesesseceseseesesesessesescesesessesesescecesescesesescesesesceceseacscescacecesceacesescacesescacesescaceses Number Description a 1 Reduce alcohol related motor vehicle crash deaths 0 2 2 Reduce illicit drug related deaths alcohol and tobacco 00
49. Use the Copy Service ButtOn cc cee eeee eens 49 Deleting a Recurring SEPVICe ccccce cece cece esse eee eeeeeeeeeeeeneeeseeeeaeeeensangnes 49 2010 2011 Monthly Community Based Coordination cccccceeeeee eee eees 49 Creatine CBC Ghoul cians date varteonn testcase E r 49 Monthly Reporting Community Capacity c ccc ccceee cece eeeeeeeeeeeeeeeeees 50 Monthly Reporting Environmental StrategieS ccce cece ce eeee eee eeeeeenees 51 Quartery Reporting FUNGING nire E ocean rea a 53 Quarterly Reporting Media ssesssssssssnrrrrrrrrerersrsrsrrrrrrrrrrrrrrrrnrrrrrrrne 54 CODY CBC BUOM erasoen EE A E a a 56 BVT AGC ING osie a whe eee aad ad au wiasd aida etdiwie wid ate wide wislo aw wictw ewido Seda wiouieic 56 REGISCSRING MCNUON Sorcanera ANE tains toad EATA 57 Registering MERULGCS simran ea EAA E TE a E aa 57 Creating the Mentor Mentee Match ccc ccccc cece eee eeeee ee eeeeeeeeeeteeeneeeesnages 59 Adding the Initial Mentor ServiCe ccccccec cece cece eee eeeeeeeeeeeeeeeeeeeneneneeneeetnegs 60 Adding the Subsequent Mentor Service sssssererrererrrrererrererrrrrrerrrrerrrre 61 Viewing Editing amp Deleting Existing Mentor Services ccccceeeeeseeeeeeeeeeees 62 Adding a New Group Support Activity cc cece ccc cee cece cece eeeeeeeeeeeeeeessannnnees 63 Adding a New Group Match Activity cccce cece cece cece eeeeeee seen eeeeeeeeeeeeeeeee
50. Washington State sH Department of Social amp Health Services DBHR DBHR Division of Behavioral of Behavioral Health and Recovery Performance Based Prevention System PBPS Complete User Manual June 2011 Edition 1 6 http www kithost net wa KIT Solutions LLC 2011 5700 Corporate Dr M Pittsburgh PA 15237 M supron wasupport kitsolutions net Page 1 of 102 Table of Contents Getting Started ornin 5 MEQA UCHUO N es E E A A 5 PBS BaSl CS apriri rr ne aA AA a ver a a aa a a ea Te 5 ACCESS CO TNS PBPO aatra A E staan ae A A A E 5 Recommended Computer SettiNg Sarisin e a E TR 6 Navigatio IM PBP Svarari a EEA a a a 6 Basie Layout orrn aint ne aaah pean O E T A AO 6 Some Task Pane OptioN S rirusun a a AAT 6 Data Fields Ge BURON corsini retat a a Er anlaa 7 Three Levels of Organization ACCOUNTS essssererrerererrererrrrrrerrrrerrrrrrererrene 7 CONMECEING tothe SY SECM earen a E E E ted E 8 Changing YoUr PaSSWOld sisiseatciegnciahinentausidedt hind AE a A aA 9 Managing User ACCOUNTS iercicisiosiinrsdrn a aa aa aa a 9 Creating New User ACCOUNTS ecceri tates i a e E a eS 9 EqItING USEF ACCOUNTS ssi iiairroren aeea a a e a dates 10 PEMS SIONS ire a a a O E ees 11 Changing Staff Permissions by Changing Title Job Classification 11 Custom Staff Permissions by Modifying from Title cc cece ee esee eee e eens 13 SUDCONUEACIONS eiriaa rera ae inka a E abl onthe aa eee ee 13 Manag
51. actor Planning in the Sub Menu Click ADD in the Task Pane if entering R P s for the very first time then go to step 5 When adding additional R P s at a later date Click Edit in the Task Pane then go to step 5 5 Click the appropriate factor for your organization from the Available Risk and Protective Factors You can select multiple factors by holding the control key while clicking ctri click 6 Click the Up Arrow button to move the selected factors to the Targeted Risk and Protective Factors 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 7 Review the Risk and Protected Factors in the Targeted Risk and Protective Factors field 8 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel AWN Factor Planning Home gt Planning gt Factor Planning Organization Edit Targeted Risk amp P Cormrmunity Bonding opportunity skills and recognition Protective Factors PiF amily Bonding opportunity skills and recognition RiRebelliousness Help Available Risk amp Protective Factors Page 15 of 102 PBPS User Manual Goals Objectives 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 objec
52. adio 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 70 of 102 PBPS User Manual Match Closure Settings 4 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 senmices in addition to m entering during the mate ne Classroom training using a simietured curriculum O Yes No Formal academic tutoring ves No One on one or group counseling by a trained professional O Yeas No Structured pare nting cumiculum for mentee s fa mily Yea No Oihe O Yes No Oihar Yes No CJ Yeo No Page 71 of 102 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 nme F
53. als Objectives screen 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 from the Science Based drop down menu 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 the NREPP programs click the INFO button This will create a pop up window displaying the NREPP program website you selected 9 Click the Apply button Note The Description field is automatically filled in based on the NREPP website 10 Type the Projected Start Date of the initial date of service 11 Type the Projected End Date of the final date of service 12 Select the appropriate Program Type from the drop down menu 13 Type the funding amount in the SAPT Amount data field 14 NOTE SKIP over the Match Amount as this is entered in the Matching Funds section at the bottom of the screen 15 If this program is intended to reduce underage check the box if Yes 16 Will all some or none of the services for a selected PRI community Click the down arrow to choose the appropriate answer Note No additional reporting requirements are added to you by checking this box DBHR is often asked how many underage drinking prevention program s do you fund This allows DBHR to more accurately answer that question oe a Page 25 of 102
54. ane Confirm the Delete request Se a 2010 2011 Monthly Community Based Coordination The CBC portion of the PBPS was designed to record activities that are not Services performed by County Prevention Specialists that build the capacity and or resources in a community An example of this is prevention specialist who needs to document their time writing grants to earn money for the community CBCs are required to report to DASA for at least one category each and every month Creating a CBC Group 1 Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting 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 ee a Page 49 of 102 PBPS User Manual Note No two groups may share the same name Select a service population from the Service Population drop down menu Click Save in the task pane to save 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 9 Click Back in the task pane to go to the CBC form PN 2010 2011 Monthly Reporting CBC Group Copy CBC Home gt Implementation gt Community Based Coordination gt 2010 2011 Monthly Reporting Reporting Month July 210 l Orqanization Reporting Category Environmental Strategies Service Code _STV01 Environmental Consultation to Communities Count Method set a
55. at 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 K PLEASE DO NOT JUST TRANSFER ALL YOUR PARTICIPANTS EKK ONLY TRANSFER THOSE THAT WILL CONTINUE PREVENTION IN 05 07 x 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 i Settings Home gt Transfer Tool gt Clent Status Transter Tool Add Edit Delete Back Help Client Transfer and Status Update Tool This tool is used to transfer individual participants only and not their
56. ation 777 Provider Training Organization 777 777 SV Date voae 07 16 2007 Chub ine e Sms E ADD A01 Alcohol and Drug free Dances and Parties one time basta 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 r Activities recurring basis JCR N Activities recurring basis 09 11 2007 Project SUCCESS PN MPJ TR STA035 Community Drop in Center ae 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 STAO5 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 STAO05 Community Drop in Center m t z Evaluation At the beginning and end of each service the participants may be given a pre test and post test to monitor 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
57. buttons that are used to collect and store data 7 Type Preview Description Text Field _ aka Text Box _ Hill in the blank Drop Down Menu _ aka Pull Down Menu select one Buttons St RadioButton sis Red Red bold text with asterisk denotes a required Black Black text denotes a Suggested but optional field _ Spell Check Ga It does not matter in which order that you populate the above fields but tf 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 102 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
58. ck Add in the Task Pane Enter participant information and the categories with yellow boxes are mandatory fields the blue boxes are optional information a The Birth Date field has an 18yrs old or older feature If you enter a Birth Date of 18yrs or older a Highest Grade in School Completed box will appear and select the appropriate answer Check the Mentoring if the participant is in a Mentoring program or the CTI box if the participant is in the Children s Transition Initiative program Enter the City of residence of the Mentee Enter either the Zip Code or select the Closest Elementary School to Your Home from the drop down list or both but only one is required If you have created Program Groups you may select a group from the Available Program Groups data field but it is not required 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 Click the green Up Arrow button to assign selected group Note If you make a mistake click the erroneous Assigned Program Group and click the red Down Arrow v button to remove group assignment 10 Click Save or Cancel in the Task Pane
59. ctly 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 I gnore 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 demo kithost net Check Spelling Microsoft Internet Explorer i iol x mets E n E F J F ee C E i m i Ph El ie Fa hgs Ty ia i T a a Wr La k hel bes k al cot in dictionary Problem WordES Change to HE Sugg tj ale lt lt THES EVEILE Context Ignore All Page 91 of 102 PBPS User Manual Index Table Printouts Index of Risk and Protective Factors Factor Factor Domain i Type Community Protective Support Activit
60. cy To View the Organization Information 1 Log in to the PBPS 2 Click Administration in the Menu 3 Click Organization in the Sub Menu To Edit the Organization I nformation 1 Click Edit in the Task Pane 2 Make changes to the form 3 Click Save in the Task Pane to commit your changes Note If you do not want to save your changes click Cancel Note The County or Tribe Names and IDs can only be changed by Kit Solutions Inc through PBPS If you notice an error in one of these please submit a request through Support section of the Menu This will open up another browser window Click the Contact Kit link fill in the appropriate information and click the Submit button to have it changed Organization Home gt Administration gt Organization Edit Status County Print Help State wa Zip Code a344 O Choose Contact First Name Account To edit this individual s information go to the Staff torm Page 14 of 102 PBPS User Manual Planning Factor Planning 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 R P Log in to the PBPS Click Planning in the Menu Click F
61. dministration gt Organization Save ofa Cancel County Address 165 North 1st Suite 120 Help City Othello State fip Code 99344 i 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 lt Birth Date _ Degree _Work Phone Password First Name Gender Vocational Work Phone Ext ne Education m Last Name _______ _ _ Race _____ _ _ Field of Study _Email Title a Ethnicity O Work Address E Status o _ Work City B Second Language _ Work State E Background Checked Work Zip Code _ Alternate Address Second Phone Fax lt nceneeeeseneeseseneeceseseneeseneeseseneeeeseeeeseseeeeseseeeeeeseeeeneeeeeeseseeeeseeeeeeseseeneneeeeeeneeeeneneeeeneeeeeeneeeenenesceseneenenemmseeeeeeeeeseeeeseaeeeeseaeeeeseaueceseaveceseauecencaceceacaceceeeececesencesenencesens li Refers to job classification Please see the section on permissions before continuing iii In accordance w
62. 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 Home gt Transter Tool gt Mentor Status Transter Tool Client Transfer and Status Update Tool Add Update Status Transfer Help 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 Note To exit this screen without saving any of the changes you have made click Cancel ae ee ae a Once your programs are transferred they will be grayed out and no further actions can be made to
63. e Help Program Print 7 Program Sys Activities Data Collection Forms Participant single Service Recurring service Mentoring Register Mentor Register Mentee Mentor Match Wentor Service Page 11 of 102 PBPS User Manual Partial Screen Shot Page 12 of 102 PBPS User Manual Custom Staff Permissions by Modifying from Title 1 Log in to the PBPS Click Administration in the Menu Click Staff in the Sub Menu Click Search in the Task Pane Note See Searching for help on using the search feature Click the radio button next to Show All Click the Select button to the left of the desired user name Reference the permissions table to determine desired level of access It may be easier to change the Title field to more closely reflect the desired custom permissions so that you don t have to manually set each field In order to do this Click Edit in the task pane Make a selection from the Title drop down menu Click Save in the Task Pane to commit your changes If you do not want to save any changes made to this form click Cancel in the Task Pane 8 Click the Permission 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 Infor
64. e 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 i GQ settings 4 Home gt Reports gt Serice Show Report Topic Fiscal Year Begin Date 7 1 2007 End Date 6 30 2009 Region List Region 1 Organization List Training Organization 777 Location All b 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 If you would like to export the report to view in another program click the drop down menu in the upper left corner of the screen 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 74 of 102 PBPS User Manual PF w eS gt om ans Gy Main Report Mh 100 v aussent a4 Date Service Report By Activity Report Period 7 1 2007 to 6 30 2009 Region 1 County Tribe Training Organiz
65. e PSM will later accept the objective or contact you with recommendations for editing and resubmission You will receive and email from the PBPS when PSM 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 102 PBPS User Manual Objective Notes Objective Notes are meant to compliment the Objective Writer by enabling prevention specialists to clarify questions or supply additional information about objectives for the PSM 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
66. e counted in the data set as a Community and Volunteer Single prevention service Count the number of attendees who completed S STCO3 Seer the training Record the service population STC04 Formal Community Teams Community team services are counted only once In the data set as single S prevention services when the team is formed STC05 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 STCO Record the service population and demographics Technical assistance services are counted in the data set as single prevention services use Service Type Code STCO8 If the service meets the definition or recurring count as a recurring prevention service use ue pe eae erence Service T
67. e underage drinking in your community check this box C PARTIAL SCREEN SHOT continued on next page Will all some or none of the services reported for this program All wo be provided in and for a selected PRI community Is this program being provided by a FRO f Amount Religious or Faith Based Organization FBO Connected to a Community Coalition Mo ow DBHR Populations Not Applicable OM Model Type Expected Number Minimum Number of 410 of Sessions per Participants Required Group per Group Page 24 of 102 PBPS User Manual Mentoring No w CTI Research Motes You may add notes to yourself here 2000 Instruments y Apply Youth Participation Opportunities for Prosoctal Involyernent Info ap Matching Funds Cancel 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 1 Log in to the PBPS Click Planning in the Menu Click Programs in the Sub Menu Click Add in the Task Pane Click the radio button selecting Best Promising Practice Open the Objectives list by clicking the down arrow next to the objective box and Select one Note The objectives displayed in the Objective drop down menu are the ones that you have entered into the system at the Go
68. eaocny ler Program Cope filer Shy Parani Gaari PESA Arak Tims Thane Tirs Viewing Editing amp Deleting Existing Mentor Services 1 Click Implementation in the Menu 2 Click Mentor Service in the Sub Menu Page 62 of 102 PBPS User Manual 3 Select the Mentoring Program in the Program drop down menu 4 Select the mentor of the match in the Mentor Name drop down 5 Select the mentee of the match in the Mentee Name drop down 6 Click one of the following buttons 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 Assessment Capacity Planning Implementation Evaluation Reports Knowledgebase Communication Administration Support Mentor Service i Settings Home gt Implementation gt Mentoring gt Mentor Serice Next Match gt gt Copy Service Mentor Serice Add _ ae eee Frogram Bir ai A Bi training a Frogram Description Print Filter By Group Ls Help Mentor Name Flint Maxwell a ne Ge amm Mentee Name Sharp Tim Match ID 1068 x Hrs Match Contact Time Match Indirect Program
69. eenas 65 Mentoring SUV CY Soccer actsradset a T E E aang antenatal ten 69 MaC MEIOS Ur Geeni ireren A wie tates itl A EERTE 70 Mentoring Program DESIGN seriea A a ade eh aes 72 RODORUS sass aucedatans iedavadieaucins EE 73 MONICOR AN GIY SIS acid iecnuriesdalerntaciidaduteesn a aa E e A EE 73 Service County DBHR Report Or OUTCOMES ccc ccce cece eee eeeeeeeeeeeeneeeeees 74 Using the Reporting WINKOW ccc cece cece renano e aeaa ap iaat 74 EV AIUQUION airissicaisncvensincsVencientvskauvesiendtenvsed vesunicnsseaaunesvennGenstiunieesisaaeonsrenerena 75 NGIVIGUal ASSESSIMENULS rasni a a a E E SAE 75 BOOStEr ASSESSMENTS pruser eea encase wens a a aa 76 KNOW ICOGC B ss aaa aa irada inanahi 77 LE oR RESOURCES a E E E E nen E N E ae E A AE 77 AGMINISEFACION siar 77 Editing Organization Information sssessseersrerrrrererrerrrrrrererrrrerrrrrrererrerrrre 77 SAN aE A A A A eae anand aaa are aes 78 Creating New User ACCOUNTS snenensrnrerererrrrrrrrerrrsrsrrrrrrrrrrrrrrrrnrrrrrrere 78 EGINO USEF ACCOUNTS anetari A e eE E a a 79 AOMIMISEFALIV e TIN Cr aeran E E a a 79 Recording Administrative TiMe sesssssrsrrrrsrerrerrrrrrererrrrerrrrrrerrrrerrrrne 79 Editing Recorded Administrative TiMe ccccccccecceeeeeeeeeeeeeeeeeeeneeeeeeeeegs 80 Delete Recorded Administrative TIMG ccccccceeeeeeceeeeeeeeseeseeeeeeeeggnees 81 Change PASS WOO rarere a mudora aa eters 81 EXPONO De Cait peti acon ac
70. egies are designed to prevent the onset of substance abuse in individuals who do not meet DSM IV criteria for addiction but who are showing early danger signs Other Anything else 21 Select the Program Progress from the drop down menu 22 Select Implementation Type from the drop down menu 23 Type the expected sessions the program will have in the Expected Number of Sessions per Group text field 24 Type in the number of minimally accepted participants per group in the Minimum Number of Participants Required per Group text field 25 Type in the number of minimally expected groups in the Expected Number of Groups text field 26 Type the total number of hours of direct service for this program in the Expected Total Hours per Group text field Example If there are twenty occurrences of half hour sessions then the total number of hours would be ten 27 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 28 The Notes field is optional and if for your use if you wish 29 If you have Assessment Instruments to add select those from the 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
71. el Othello School District ta have experiential education The skills taught are w Group Name Hy LYLE selected Participant 971205630 101 Group lastname first name lastname first name Help lastname first name Participant List lastname first name lastname first name lastname first name lastname first name Group ls Check this box only when the services for the group are completed Completed Page 35 of 102 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 Register Participants In the PBPS the participants are the attendants of services that are used to track certain data attendance progress demographics etc used to generate reports by DASA counties tribes and service providers AUNE ND Click Implementation in the Menu Click Participants in the Sub Menu Cli
72. elect Select Select Target Group churchrreligious leaders w Location Change Amount Estimate of anticipated change Show Objective String Objective Aa Accepted By Objective DASA Objective is already accepted by DASA Partial Screen Shot 13 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 14 Click the Submit button to submit the associated objective for approval by your Prevention Systems Manager PSM Note The PSM will accept the objective or contact you with recommendations for editing and resubmission You will receive an email from the PBPS when the PSM 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 Page 17 of 102 PBPS User Manual Goals Objectives Home gt Planning gt soals Objectives Factor soal Info 2005 2007 Add ree Factor RiEarly Initiation of the Problem Behavior Edit ae Accepted By Help eis kiii DASA Objective is already accepted by DASA 0 contribute to the increase of refusal and resistance skills among middle school students in Adams County Objective iz already accepted by DASA delay initiation by enhancing
73. er 10 Click the green Up Arrow button to assign selected group Note If you make a mistake click the erroneous Assigned Program Group and click the red Down Arrow v button to remove group assignment 11 Click Save or Cancel in the Task Pane Participants Service Data For 2009 2011 Live amp Settings a Home gt Implementation gt Participants Save If the participant has already been registered in the mentor module you do you not need to register them here They already are available to be added to groups Cancel Participant Information First Name Middle Initial Last Name Sex o w Birth Date sender Note Ifthe Birth Date entered is 18yrs or Highest Grade in older please complete this entry Help School Completed Race w Ethnicity Marital Status Status Active i Local ID 20 nia Sexual Orientation v Free Reduced Lunch Unknown No Answer Description The two fields Mentoring and CTI Mentoring below are defaulted to NO change only if needed Mentoring Na CTI Mentoring No v Screen view on continued on next page Page 58 of 102 PBPS User Manual Contact Information Please fill out ether Zip Code or Closest Elementary School to Your Home or both if you wish Closest Elementary School to Your Home Emergency Contact Information Help Programs Assigned Program Groups Available Program Groups Note Assigning a me
74. eral requirement that we collect this Information 17 Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional 18 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 if pointing up to remove it 19 Select the Institute of Medicine IOM Model Type from the IOM Model Type drop down menu Type _ Description Page 22 of 102 PBPS User Manual Universal Strategies targeted to the general public or a whole population group that has not been identified on the basis of individual risk 222 Universal Direct Interventions directly serve an identifiable group of participants but who have not been identified on the basis of individual risk e g school curriculum after school Selective Strategies target subset of the total population that is deemed to be at risk Indicated Strategies are designed to prevent the onset of substance abuse in individuals who do not saeneenenceceneneteeneneeceseececessnenes meet DSM IV criteria for addiction but who are showing early danger signs Innovation A program that is not a Best Practice or promising approach on the NREPP websi
75. es 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 Speaking engagements are counted in the data set as single prevention 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 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 STP02 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 STP02 Record the service population Student assistance programs are counted in the data set as recurring prevention services Service Type Code STP03 Record the service population If the service meets the definition of recurring
76. es activities is counted in the data set as a Establishing ATOD Free Single prevention service Use Service Type Code STV04 Record the STV04 J i a 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 STVOS5R Public policy change activities are counted in the data set when the STV06 Public Policy Efforts campaign is completed Count as a single prevention service Use Service S ___Type Code STV06 Record the service population 2 Page 98 of 102 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 SP05 Delinquent Violent Youth SP06 Economically Disadvantaged Youth Adults SP07 Older Adults SP08 Government Elected Officials SP09 Elementary School Students SP10 General Population SP11 Health Professionals SP12 High School Students SP13 Homeless Runaway Youth SP14 Middle Jr High School Students
77. f 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 e ae Lae el 10 11 12 Follow up Interim and Post Test Surveys the School Success Report is designed to capture changes in the Mentees school behavior during their involvement in the program Click I mplementation in the Menu Click Mentoring Surveys in the Sub Menu Select the program from the Select Program drop down menu Select the desired survey from the Mentoring Survey drop down menu Select the mentor from the Select Mentor drop down menu Select the mentee from the Select Mentee drop down menu Type the date mm dd yy in the Survey Date text field Check the Confidential box if you want to administer the survey to a participant on the computer or lab setting Note After you click new and once the survey has been completed by pressing done the PBPS will automatically Log Out so that the participant cannot view any other parts of the PBPS Click New in the task pane Note The PPG survey will be displayed Answer the questions with the participant s responses Note Navigate through the survey using the buttons at the top and bottom of the form If the navigation buttons are not active then there is only one page of the for
78. 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 33 of 102 PBPS User Manual Programs Home gt Planning gt Programs Group Add Description Community Counseling Services provides an opportunity for the sixth graders inthe A Edit Othello School District to have experiential education The skills taught are ll Delete Group Name Five O Back Existing Groups Hv LYLE wt Print selected Participant Group Ea OO O 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 Notice how the newly created group now appears in the Existing Groups drop down menu Help Programs Home gt Planning gt Programs Group Add Description Community Counseling Services provides an opportunity for the sixth graders inthe Edit Othello School District to have experiential education The skills taught are kall Delete Group Name Hv LYLE O Back Exist
79. 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 7 of 21 Ada r Hast Premnisingy Prass Edit Status Used In Semice Notes View Program Notes Search Print Help Objective I Science based Program Name Description Projact ALERT is a school based social resistance approach lo diug abuse prevention The curnculum specifically targets cigarettes alcohol and menjuana use Funding Sources Fund Amount i Match Amount Page 43 of 102 PBPS User Manual 5 Click Add in the Task Pane KIT Integrated Service Lh setings Program Group Screen Croup Save Program Mamea Cancel Te Description Project ALERT is e school based social resistamce approach to drug ed abuse prevention The curriculum spectcally targets cigarettes alcohol Group Nama Selected Paricipent Group Help AL
80. groups To transfer groups use the Group Transfer Tool Update O Status Transfer Scrolling Non scrolling Row Count 25 Transfer FirstName LastName BirhDate Gender Was Transfered Partial Screen Shot Page 83 of 102 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 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
81. h 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 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
82. hen typing these two fields 4 When finished click the Submit Change button Managing User Accounts Since the admin account is the only account automatically created in the system you should create a new User ID and Password for yourself and others that will be using the system in your organization Creating New User Accounts 1 Log in to the PBPS 2 Click Administration in the Menu 3 Click Staff in the Sub Menu 4 Click Add in the Task Pane The table below shows the available fields Note Red text and Asterisk denote required fields Login General Demographic Education Contact Information Information Information Information Information User ID _Salutation Birth Date Degree Work Phone _ Password First Name Gender Vocational Education Work Phone Ext o Last Name ___ Race Field of Study s xEmail Titlet sCiEtnicity O Work Address Status o KKKKK Work City nnn Second LANGUAGE ttt Work State Background Checked eee Work Zip Code Page 9 of 102 PBPS User Manual Sub Contractor Alternate Address Second Phone Fax ee TE SS te sees ee ee eee TA OR ATTA SEO EA TREO PATA OPS EA ORO ESEAROESESOROESESOROESOSOROSSOSUSSSSOSUSUSSOSUSSSSOSUSSSSORUSSOSOSS SOSRSESEOO EE li Refers to job classification Please see the section on permissions before continuing iii In accordance with RCW 43 20A 710 RCW43 43 832 RCW 74 34 and RCW71A 10 020 all contractors
83. ibes 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 81 of 102 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 So a a e re WO OO N eH Data Export Home gt Administratian gt Data Export Help Export To Access 2000 File Time Period Please Select Time Period Start Date Modules Table Names Table Groups Created Files Export All Tables Export Selected Tables l AdrminHours Inds Ethnicity MAssessment Answers IndxFactor MatchDischarge Assessment IndxFdSource L MClientAnswer AssTGTRF IndxFdSt Mentor Attendance IndxFi
84. ice Environmental Program Submission Status Waiting Submission Notes View Program Notes Submit so h Organization ue Edit Program Information Delete Increased presentation of no use messages on school campuses t Search aA a aa EBE Program Reward amp Reminder v Apply Info Print Print All al Name Reward amp Reminder sss i sSCid pid by State Help Description Reward amp Reminder a population level intervention targeting ts whole communities counties or states is designed to promote the community norm of not selling tobacco to minors By using rapid and public rewards and recognition for clerks 2000 Projected Start Date 7 6 2011 Program Type Youth Leadership Funding Sources SAPT Block Grant Ww 2500 Match f Amount lf this program is intended to reduce underage drinking in your community check this box SAPT Amount Partial screen shot continue on next page Will all some or none of the services reported for this program be provided in and for a selected PRI community Is this program being provided by a FRO Amount 2500 Religious or Faith Based Organization FBO Connected to a Community Coalition DBHR Populations Not Applicable lOM Model Type Indicated v FP rogram Progress Pending s Minimum Number of 49 Participants Required Expected Number 5 of Sessions per Group per Group
85. ice in the Benchmark drop down menu Select the attending mentees from the Available Mentees list and click the buttons to add mentees to the Select Mentees list Note Clicking the Remove All button will remove all the Selected Mentees from the Selected Mentees list Clicking the Remove One button will remove only the highlighted selected mentee from the Selected Mentees list Clicking the Add One button will add the highlighted Available Mentee in the Available Mentees list will be added to the Selected Mentees list Clicking the Add All button will add all the Available Mentees into the Selected Mentees list Click Save or Cancel in the Task Pane Page 66 of 102 PBPS User Manual Assessment Capacity Planning Implementation Evaluation l ge kal Support Rep rts Knowledgebase Communication Administration Group Match Activities i Settings Home gt Implementation gt Mentoring gt Group Match Activities i _ Cancel Edit Delete Search Print Help Staff Time Copy Service Print Data Collection Form Group Match Activities Event Information Program Region 3 Mentoring Objective School District CSAP Category Education Group Sessions one time basis Service Code STE065 Small Small group sessions are counted in the data set as recurring prevention services Semice Type Code STE06 Count Method Service Population Session Length service Description Bowl
86. ies 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 PE amp Crimes Community Risk Media Portrayals of Violence Community Risk Transitions and Mobility Community Risk Low Neighborhood Attachment amp Community Disorganization Community Risk Extreme Economic Deprivation Family Protective Family Healthy Beliefs and Clear Standards Family _ Protective Family Bonding opportunity skills and recognition Family s Risk Family History of Problem Behavior Family s_ Risk Family Management Problems Family Risk Family Conflict Favorable Parental Attitudes amp Involvement in the Problem Family Risk scosnassnstassnssnssnsssasnassssgussnnansusnsessessansansantasdaat 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 ss Risk Early Initiation of the Problem Behavior Peer Risk Rebelliousness School _ Protective School Healthy Beliefs and Clear Standards School _ Protec
87. ing Challenge Benchmark Not State Benchmark Page 67 of 102 PBPS User Manual Selected Matches iEva Tem mem E pee Nl nn ea em dite ete Filter By Group Available Matches 1Betty White Mentor 1Susan Hilbert Mentee Billy Jones Mentor 7Albert Jones Mentee annie smith Mentor bob jo Mentee Maxwell Flinter Mentor Tim Sharps Mentee Page 68 of 102 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 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 o
88. ing Groups Hy LYLE yt Print selected Participant Group Help Pe Group Is wk Completed Page 34 of 102 PBPS User Manual Editing Group Already Added to a Program Log in to the PBPS Click Planning in the Menu Click Program in the Sub Menu Click the radio button next to Show All Find the program to which you would like to add a service and click the Select button Click the Add Edit or View Groups button Click Edit in the Task Pane 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 PBPS Note Groups do not need to be populated to be attached to Recurring Services 9 Click Save in the task pane to commit your changes Note If you do not want to save your changes click Cancel a2 A Soil cr KIT Integrated Service Group Save Description Community Counseling Services provides an opportunity forthe sixth graders inthe Canc
89. ing Organization I Ds County amp Tribe sssssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 14 To View the Organization Information cc cece ccc eee eee eee cece eeeeeeeeeeeeeeeeeennas 14 To Edit the Organization INfOrmatiOn cc cece cee a a aN 14 PLANING onee one wide eonweee wean ae weeniveieecrwweacw aE 15 FACO PIO DOIN irune aa bind aerate Pda dette haae Natt n ddan Tenens 15 Adding Risk amp Protective Factors R P cccccceeecssseeeeeeeeeeeeeeeeeeeeeeeeenes 15 GOalS ODIECIIV GS wisreniwoteirerdsstinerenivenscaniwhiwesuaeauedaienetrisedatpeliaamivereokauvednnes 16 Planning Objectives With The Objective Writer cc cece cece cece eeeeeeeeeeeeeeeees 16 POGING DICCEIV CS anere Soledad ear a ue aac tehat es et Marilee 16 EGIEING ODI CCUVES serried re en nea eA EE rA OE a eae eae 18 ODECHUVe NOLO S eee een mn Cen ee ee gee eee ee ee eee ee 19 Adding Objective NOLES isna acide eked i ae 19 EGILING Obl ectiv Se Note Serseri te oriee TE EERE 20 Removing Objective Notes neskeri ratini e N e E a AS 21 Progra MS annin aa a a a aa 22 Adding Innovative Other Programs ccceeeeee eee eeeeeeeeeeeeeeeeeeeeeeeneeeteeeeennas 22 Adding Best Promising Practice Programs ccccccccceeeeeeeeeeeeeeeeeesneeeeeeetenas 25 Adding Environmental Based Programs cccccceceeeeeeeeeeeeeeeeeeeeeneneeeeettneas 29 Creating a Group and Adding it to a Program cccccceeeeeeeeeeeeeeeeeeeeeeeeeenes 32 Editing Group
90. ipants 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 Page 59 of 102 PBPS User Manual 9 Type the date the mentor and mentee met for the first time in the Date of first Match Meeting 10 Click the Yes radio button for Re Match if the mentee is being Re Matched 11 Click Save or Cancel in the Task Pane 12 Click if you wish to continue assigning matches Mentor Match E Settings Home gt Implementation gt Mentoring gt Mentor Match faantar erantoa Waiter isha Program Program Desenption The Life Skills irl Training unversal Delete Mentor Hame Search Match ID 1044 Print Mentee Name Help l New Group ir Existing Group Match Closec Mentee pre Match Orientation Date Date of firat Match Meeting Re Match Adding the Initial Mentor Service The Mentor Service screen is set up to capture all individual service data related to the match This could include case management work with the mentees family or problem solving meetings between program staff and the mentor without the mentee or other similar variations that might not include actual match contact time The Mentor Service Time fields are mandatory fields and must be filled in but zero 0 is an option when not applicable 1 Click Implementati
91. ith RCW 43 20A 710 RCW43 43 832 RCW 74 34 and RCW71A 10 020 all contractors subcontractors or Page 78 of 102 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 e 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 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 a a 2 Hours 15 Mi
92. ives screen You may have several programs addressing a particular objective but you may only have one objective associated with each program 7 Select the Environmental Based Program EBP from drop down menu Note If this is not a EBP program select the Not an EBP Program from the drop down menu Note For more information about the NREPP programs click the INFO button This will create a pop up window displaying the NREPP program website you selected 8 Click the Apply button Note The Description field is automatically filled in based on the NREPP website 9 Type the Projected Start Date of the initial date of service 10 Type the Projected End Date of the final date of service 11 Select the appropriate Program Type from the drop down menu 12 Type the funding amount in the SAPT Amount data field 13 NOTE SKIP over the Match Amount as this is entered in the Matching Funds section at the bottom of the screen 14 If this program is intended to reduce underage check the box if Yes 15 Will all some or none of the services for a selected PRI community Click the down arrow to choose the appropriate answer Note No additional reporting requirements are added to you by checking this box DBHR is often asked how many underage drinking prevention program s do you fund This allows DBHR to more accurately answer that question 16 I1s this program being provided by a FBO Choose Yes No if Yes
93. jected Start Date 7 5 2011 Projected End Date 852011 Program Type Youth Leadership Funding Sources SAFT Block Grant v SAPT Amount 2500 Match amp Amount lf this program is intended to reduce underage drinking in your community check this box C Page 27 of 102 PBPS User Manual Will all some or none of the services reported for this program All w be provided in and for a selected PRI community Is this program being provided by a FRO Amount Religious or Faith Based Organization FBO Connected to a Community Coalition Mo s DBHR Populations Not Applicable IOM Model Type Indicated v Active Expected Number Minimum Number of of Sessions per Participants Required per Group You may add notes to yourself here 2000 Instruments Youth Participation Opportunities for Prosocial Involvement Info Add Edit Cancel Matching Funds Matching Amount f Page 28 of 102 PBPS User Manual Adding Environmental Based Programs 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 and select Environmental Open the Objectives list by clicking the down arrow next to the objective box and Select one Note The objectives displayed in the Objective drop down menu are the ones that you have entered into the system at the Goals Object
94. jective drop down menu are the ones that you have entered into the system at the Goals Objectives screen You may have several programs addressing a particular objective but you may only have one objective associated with each program 7 Type the program name in the Program Name field 8 Type the program description in the Description field 9 Type the Projected Start Date of the initial date of service 10 Type the Projected End Date of the final date of service 11 Select the appropriate Program Type from the drop down menu 12 Type the funding amount in the SAPT Amount data field 13 NOTE SKIP over the Match Amount as this is entered in the Matching Funds section at the bottom of the screen 14 If this program is intended to reduce underage check the box if Yes 15 Will all some or none of the services for a selected PRI community Click the down arrow to choose the appropriate answer Note No additional reporting requirements are added to you by checking this box DBHR P alee ha ad often asked how many underage drinking prevention program do you fund This allow DBHR to more accurately answer that question 16 Is this program being provided by a FBO Choose Yes No if Yes provide the FBO Name and FBO Amount that displays The total amount will display in the FBO Amount field Note Charitable Choice was discussed at the October 2009 All Provider meeting in Yakima It is a Fed
95. k Pane aw l Ly l Assessment Capacity Planning Implementation Evaluation ae oo Lad a Fat Reports Knowledgebase Communication Administration Supreort Mentor Service ib Settings Home gt Implementation gt Mentoring gt Mentor Service Save j i Program Cancel Se Edit Program Description Delete Filter By Group a Ne SP oe Prnt Mentor Name Flint Mawel E sess Heip Mentee Name Sharp Tim Match ID 1068 ees i ig Service Date Parent Guardian F Match Contact Time Hrs I Indirect Mentor Time Hrs a Program StafTime rs Serice Description et eter lehires Progra Copsi Alerte Sif Paranti Susireliciy Description Time Tins Titre Tl Ti I Adding the Subsequent Mentor Services Click Implementation in the Menu Click Mentor Service in the Sub Menu Select the Mentoring Program in the Program drop down menu Click Filter by Group and select the group you assigned with your program when you created your Mentees Select the mentor of the match in the Mentor Name drop down menu Select the mentee of the match in the Mentee Name drop down menu Click Add in the Task Pane Type the service date in the Service Date text field Check the check box next to Parent Guardian if a parent or guardian attended the service a le ea i Page 61 of 102 PBPS User Manual 10 Type the direct time spent by mentor with the
96. la olg IG D m p e a wF e G ta Home Contact Support Manuals FAQ Newsletters Prevention Links Report Request Temp Provider h Friday June 27 2008 Home Login Welcome to the Washington Site El 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 If 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 Sernice Provider License Request Form click the Temp Provider link FAQ To search the Frequently Asked Questions section for a list of commonly 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 whic
97. lay is on the next page 2010 2011 Monthly Reporting CBC Group Copy CBC Home gt Implementation gt Community Based Coordination gt 2010 2011 Monthly Reporting Reporting Month July 2010 K Organization Reporting Category Environmental Strategies w Service Code STV Environmental Consultation to Communities Count Method set as a single prevention service Use Serice Type Code STVO01 Record s Instructions the service population v Reporting Date CBC Group l iF m service Population Count Total Hours Search Serice Description fim Help Connected to a Community Coalition lf Yes Please Specify Objective Environmental Social Policy and Environmental Changes Page 52 of 102 PBPS User Manual Quarterly Reporting Funding a i i le T a O 11 12 LS 14 15 16 17 18 19 Note You must create CBC groups before you can report quarterly Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting in the Sub Menu Select the appropriate Reporting Month from the drop down menu Select Funding 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 The Service Population is automatically filled as part of
98. le 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 ee 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 AWN Change Password Home gt Administration gt Change Password Submit Click Submit Change to confirm your new password Your change becomes effective immediately Help Current Password New Password Password Exporting Data Counties Tr
99. m 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 69 of 102 PBPS User Manual Mentoring Surveys Home gt Implementation gt Mentoring gt Mentoring Surveys Mentoring Surveys Select Program w Mentoring Survey v Print Select Mentor Ww Select Mentee Ww 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 Program 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 r
100. m Program Capacity ee b b Expectation for the frequency of contacts per month c Expectation for match contact time total hours per month oS ee d d Number of staff directly overseeing the matches All 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 72 of 102 PBPS User Manual Reports There are five types of reports that are available in the PBPS an 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 DBHR needed that are offered to all counties tribes in hopes that they may inne OC beneficial to ale Pre Tests and Post Tests available for download copy and administration to Instrument ae eee _ participants oos Outcome _ Results of the Pre Tests and Post Tests taken by participants ee Monitor Analysis Log in to the PBPS Click Reports in the
101. mation form ae ee EY Subcontractors Users at the Service Provider Level subcontractor level have the option of linking the participant identification directly to the user that created them to insure participant confidentiality from other users An example may be a contracting agency that has multiple staff members who serve different school districts One of their school districts may require complete participant confidentiality By selecting Administration in the Menu Staff in the Sub Menu the Staff Information form appears Checking the Subcontractor check box in the form ensures that the participant record including personal information can only be viewed by the user that created it Note A County or Tribe can only view the participant records of which that County or Tribe is the service provider no subcontractor In other words County Tribe and State Levels are prohibited from viewing the participant records including personal information created by Subcontractors Subcontractors must verify the application of this option with their county prevention specialist before configuring this feature Page 13 of 102 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 accura
102. mples 2 25 i 2 Hours and 15 Minutes 27 5 is 27 Hours and 30 Minutes 2 75 i 2 Hours and 45 Minutes Staf Service Time Staff Name Direct Service hrs Indirect Service hrs Recurring Service Attendance Reporting Kim Novak Michael Trainer Jodi Beichner You do not need to click on Add or Edit just make changes if necessary and click Save Attendance defaults to YES and Completion defaults to Ongoing You may add existing Participants from your Group list with the Add Existing Participant To Attendance drop down The oet Attendance To O All Yes allio and set Completion To O ay OAN 5 AN Ongoing Complete Withdrew 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 Program Group Strengthening Families Program Richland M och 7th Service Date G1 2 2009 Add
103. ng the Add All button will add all the Available Mentees into the Selected Mentees list 17 Click Save or Cancel in the Task Pane Group Support Activities amp Settings Home gt Implementation gt Mentoring gt Group Support Activities Save sroup support Activities Event Information Program Cancel Program Description Objective Obj Description Help School District Page 64 of 102 PBPS User Manual CSAP Category Education an en ae ne a eR RE Service Code STE05S Peer Leador Halper Programs one time basis w Count Method Peer leader helper programs are counted in the data set as recurring prevention Semices Savice Type Code 5TEDS heal Service Population SP27 Law Enforcement Criminal Justice Gount 9 session Length Hrs FarentGuardian Service Description Benchmark Not State Benchmark Selected Mentors brates emi Available Mentors Maxwell Flinter 1Billy Jones annie smith 1Betty White Selected Mentees Available Mentees bob jo Alben Jones Tim Sharps Susan Hilbert Adding a New Group Match Activity Group Match Activities are coordinated by prevention specialists that gather a group of mentors and their mentees to attend recreational activities Water park trips and laser tag outings are examples of Group Match Activities Click Implementation in the Menu Click Group Match Activities in the Sub Menu
104. ntee to Program Group pair will not limit the programs that mentee can be a part of in the mentoring module Creating the Mentor Mentee Match A unique id number is given to each mentor mentee match including rematches A mentee can only have one mentor while a mentor can have multiple mentees If a mentor mentee match does not work you must close a match before the mentee can be re matched to a new mentor In all matches the primary reference point is the mentor 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 1 Click Implementation in the Menu 2 Click Mentor Match in the Sub Menu 3 Click Add in the Task Pane 4 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 Partic
105. nts h Session Length 2 Length in Hours Service Description Good tumout of participants and everyone engaged in conversations DATA ENTRY You will NOT be able to enter more services data later To run an Outcome Report also COMPLETED i z check the All Surveys Entered box below GROUP CLOSED ee Note ALL SURVEYS This enables you to run an Outcome Report You will still be able to enter more services ENTERED FOR THIS data later GROUP Recurring Service Staff Service Time Reporting 1 Record the Service time for each staff member that contributed to this service You do not need to click on Add or Edit just type the Direct and Indirect Staff Service Time in the columns to the right There may not be Indirect Staff Service Time for each individual Note ee 2 Hours 15 Minutes 2 25 Hours sdeeeeeaeeeeeeaneneceaeeceeeeeeueeeaueueeaueueeeeeeeeeeeseneeeeseeeeeeeeeeeeeeeeeeee es esses esas es eeueseseaueseseeseseeseseseeesaesesneaeseeseseenesesnees 2 Hours 45 Minutes 2 75 Hours Note Direct Service Time is the same as the session length Note Indirect Service Time is the time that went into planning preparing coordinating and reporting the service basically the total time minus the session length 2 Click the Save button when finished and you will automatically go to the Attendance reporting screen Page 47 of 102 PBPS User Manual Staff Service Time Save Cancel Help a Save Cancel Exa
106. nutes 2 25 Hours Page 79 of 102 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 confirm 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 f9 18 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 Hours text field a a a a Page 80 of 102 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 tab
107. of direct service for this program in the Expected Total Hours per Group text field The Notes field is optional and if for your use if you wish Select a Strategy Category and select the category s this program addresses For each category checked a set of strategies will open It is recommended that you select the category that best describes the work a For each Strategy selected and AFTER THE SAVE BUTTON IS PRESSED MPORTANT don t forget to complete the Matching Funds below if you wish to add you will be asked a series of planning questions Survey noted by the associated link to the right labeled Strategy Survey Complete each survey s and click Save then you will be returned to the program screen b Before the program can be Submitted to your PSM the Strategy Survey s must be 100 completed as noted next to the survey link Enter your Matching Funds if any by clicking the ADD button and entering your Matching Funds name and the Matching Amount in those fields After you click Save in the next step below the Match Amount filed will display your total 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 Page 30 of 102 PBPS User Manual Add Edit or View Groups Program 1 of 2 ad O Innovative Other Best Pramising Pract
108. olumns to the right There may not be Indirect Staff Service Time for each individual Note 2 Hours 45 Minutes 2 75 Hours Note Direct Service Time is the same as the session length Note Indirect Service Time is the time that went into planning preparing coordinating and reporting the service basically the total time minus the session length 2 Click the Save button when finished and you will automatically go to the Service Demographics reporting screen Page 40 of 102 PBPS User Manual KIT Integrated Service th Settings Examples 2 25 is 2 Hours and 15 Minutes Save Cancel 95 is 2 Hours and 30 Minutes Help 25 is 2 Hours and 45 Minutes staff Service Time Staff Name Direct Service hrs Indirect Service hrs Account Administrator o D Brian Jones D D Mary Jones o o Laurie Scott D D John Smith a D Tiffany Wiliams a n 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 Native 40 Aslan Black 6 HIP Islander White 10 Multi Racial i Other Male 3 Female 4 Page 41 of 102 PBPS User Manual 0 4 5 1
109. on in the Menu 2 Click Mentor Service in the Sub Menu 3 Click Add in the Task Pane 4 Select the program from the Program drop down menu Note the Program Description will automatically be filled in based on the chosen Program 5 Click Filter by Group and select the group you assigned with your program when you created your Mentees 6 Select the mentor in the Mentor Name drop down menu Note Expect a 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 Page 60 of 102 PBPS User Manual 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 Tas
110. p all the members of that group are associated with the Recurring Service Groups can be modified on the fly a participant can be added at any time or removed only if the service has not commenced When adding a new participant to the PBPS you may assign them to particular groups 1 Log in to the PBPS 2 Click Planning in the Menu 3 Click Programs in the Sub Menu 4 Click the radio button next to Show All Page 32 of 102 PBPS User Manual 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 Programs Home gt Planning gt Programs Add SasdPromisingy Pructis2 Edit Delete Status Waiting Submission Notes view Program Notes Search Submit Print Help oclence based Program Name ACROSSAGES ssi i sSSCSCisdzY Description Across Ages is a school and community based drug prevention program for youth S to 13 years that seeks ta strengthen the bonds between adults and youth and provide Opportunities for positive community invalyernent 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
111. p 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 geographical area in which you anticipate the change to occur Examples Clark County Olympia School District Kent Police Department 11 In the Change Amount enter an estimate of anticipated change NOTE This field is optional 12 Click the Preview Objective button Note This will refresh the page and display the sentence outcome link target group link location under the Preview Objective button for review If you want to make changes to the displayed sentence change the appropriate fields then click the Preview Objective button to preview objective again aa aa Screen display on next page Page 16 of 102 PBPS User Manual Goals Objectives Home gt Planning gt Goals Objectives Factor Goal Info Save Biennium 2005 2007 Cancel Factor RiEarly Initiation of the Problern Behavior ss Goal Decrease the risk associated with early initiation of the problem behavio Objective Builder Help Outcome delay initiation by enhancing protective factors Increase refusal and resistance skills Increased communication skills Increased family cohesion Other Select Select S
112. phics etc used to generate reports by DASA counties tribes and service providers Click Implementation in the Menu Click Mentor in the Sub Menu Click Register Mentee link in the Sub Menu Click Add in the Task Pane Enter participant information and the categories with yellow boxes are mandatory fields the blue boxes are optional information a The Birth Date field has an 18yrs old or older feature If you enter a Birth Date of 18yrs or older a Highest Grade in School Completed box will appear and select the appropriate answer a Page 57 of 102 PBPS User Manual 6 Enter Yes in the Mentoring drop down Enter Yes in the CTI drop down if the participant is in the Children s Transition Initiative program 7 Enter the City of residence of the Mentee 8 Enter either the Zip Code or select the Closest Elementary School to Your Home from the drop down list or both but only one is required 9 If you have created Program Groups you may select a group from the Available Program Groups data field but it is not required 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 ent
113. provide the FBO Name and FBO Amount that displays The total amount will display in the FBO Amount field Note Charitable Choice was discussed at the October 2009 All Provider meeting in Yakima It is a Federal requirement that we collect this Information 17 Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional 18 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 e a a a remove it select that population in the data field and click the arrow if pointing up to remove it 19 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 Interventions directly serve an identifiable group of participants but who have not been identified on the basis of individual risk e g school curriculum after school _ program parenting class 000 Universal I ndirect Interventions support population based programs and strategies Selective Strategies target subset of the total population that is deemed to be at risk
114. r 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 ue a cae Web Sources Home gt knowledge base gt Web Sources Help Choose Category Data Sources ke Monitoring the Future Survey http iw monitoringthefuture org Mational Household Youth SUNE y http iawn wah iteh ouse drugpolicg gowdrugfact nhsda0i html SAMHSA Drug abuse Statistics http vin drugabusestatistics sambsa qous US Census Bureau WA Quick Facts http quickfacts census qowlgfd Administration Editing Organization Information 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 a Page 77 of 102 PBPS User Manual Organization Home gt A
115. 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 HANA EAE EE ELE FATA TTT TTT TTT a escacacecescaceseacstTOraececesneceseavececcacecescacecescacecescscscescececescacecescacscessceeE eessccececeucececeseeceseseecersesseceseseecesessesesessssesesdesesesnesesessesesesvesessssestUOareseseseeseseseeseaeeeeseaeaeeseaeaeeseaeeeeseaeeeeseaeaseseaeaseseaneseseaeeceseaceceseacecescaceceecacscescavecescacecesescecescececesceveceecececeecececcecececcscnsescecscecel eceecececencececescececescecesessecesescecesescecesssstUeaesceceseececeseececeseacecescecesescaceseanaceseacaceses Page 100 of 102 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 fi
116. rst use of all substances to age 16 alcohol 18b Increase the average age of first use of all substances to age 16 tobacco saeneecesescecesescesee 18c Increase the average age of first use of all substances to age 16 marijuana Page 101 of 102 PBPS User Manual Default Permissions for Titles J ob Classifications in PBPS SONeUeeeeueaeaeeeneaeeneaeaeeneneeeeneueeeeueseeeeseseseeneseeeeeaeeeeeeseeseseeeeeGSeOeeeaeseseeneseeneseseeseseseeeeseseeesesesGeseseSSGSsOeeSseseeESGSsEESsSSEEEEL Seceeserecseserecsesecescssesesssssscssssesseececscscssescssesessssssessnsescscserscscssesescsscececsscscscsscscecsscececescscecesescscesescecssescecescececesceces secsccccscscesescscecescsceccscscecesscecesesscescacecesesecescacscescscecesesecesescscesescecesescecescacscesescscescscecescscececcscecescscecescececescscesescesssescecesescecsccscscecescececescscsccscscssesesesscscscescscsscscscsssccscecescecesescececescscescscecsscecececescecessscecsscecscsscscecsccscececcscecssescscssesessesescecesescssssescecesescecsscscecescsceceseececescscecescscesescscesescscesess a Coordinator Specialist COMtractor Consultant Volunteer Aide sttern Administration oo Organization Full o Full Read Read Read Read Read a Staff Info a Ful o Ful o o None None None none None P Admin Time Fh Fhe rite Write Write Write Write 7 Evaluation eer Individual Assessment Full Fl SF Fl None Read None near Program Fh Fle SC Read Read None None None _ k
117. s Note If you do not want to save your changes click Cancel Page 53 of 102 PBPS User Manual 2010 2011 Monthly Reporting Service Data For 2009 2011 Demo G Settings Home gt Implementation gt Community Based Coordination gt 2010 2011 Monthly Reporting CBC Reporting Month r y L m en Se _ _ r p Organization Save Reporting Category ETER Service Code Count Method Count the Number of events Accessing services and funding activities are Instructions counted in the data as single prevention services Reporting Date CBC Group Test Group Hel P service Population Count Gene n ee a Total Hours aE Eann Service Description 2000 L Connected to a vi Community Coalition lf Yes Please specify Objective Grant Donation Title Grant Donation Received alue Matched Clis your agency the Fiscal Agent Grant Donation Partner Quarterly Reporting Media aS ea a oa Note You must create CBC groups before you can report quarterly Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting in the Sub Menu Select the appropriate Reporting Month from the drop down menu Select Media from the Reporting Category drop down menu Select the appropriate service code from the Service Code drop down menu Note
118. s a single prevention service Use Senice Type Code STVOH Record A Instructions the service population v Reporting Date CBC Group service Population Count Total Hours ii Search Sas TONENE Service Description Help S Connected to a Community Coalition lf Yes Please specity Objective Monthly Reporting Community Capacity Note You must create CBC groups before you can report a CBC Log in to the PBPS Click Implementation in the Menu Click 2010 2011 Monthly Reporting in the Sub Menu Select the appropriate Reporting Month from the 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 The Service Population is automatically filled as part of the CBC Group you created Type in the number of units being counted in the Count text field Note Refer to the Count Method Instructions which will be automatically filled in based on the chosen Service Code SS OOS LE Page 50 of 102 PBPS User Manual 10 Type the length of time hours in decimal form spent in performing this category task in the Total Hours text field Note 2 Hours 45 Minutes 2 75 Hours 11 Type a description of the service in the Service Description
119. sc Year MentoringAttendance CBCReport VndxGender MentorMatch C Client Clindxinstrument C Objective Cl ClientAnswer J IndxLanguage C Organization I CPLink VndxLocation ParentOrganization Partial Screen Shot Page 82 of 102 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 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 th
120. 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 counted each time a new document or PSA is developed and is ready for dissemination or use It is counted as
121. ta 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 ee ee _ O m e Ne 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 the survey if you would like to abort the changes Page 76 of 102 PBPS User Manual Booster Assessment i 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 jg Help Select Participant Amanda Garcia survey Type Booste
122. te 23 24 25 26 27 28 29 30 Anything else Select the Program Progress from the drop down menu Select the Implementation Type from the drop down menu Type the expected sessions the program will have in the Expected Number of Sessions per Group text field Type in the number of minimally accepted participants per group in the Minimum Number of Participants Required per Group text field Type in the number of minimally expected groups in the Expected Number of Groups text field Type the total number of hours of direct service for this program in the Expected Total Hours per Group text field Example If there are twenty occurrences of half hour sessions then the total number of hours would be ten Select Yes or No in the Mentoring drop down menu Note If you do not select Yes in the Mentoring drop down menu this program will not be available in the mentoring form The Notes field is optional and if for your use if you wish If you have Assessment Instruments to add select those from the 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 previe
123. ted 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 STAO4 If the service meets the definition of recurring count as a recurring prevention service use Service Type Code STA0O5 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 STA0O6 Youth adult leadership services are counted in the data set as a recurring prevention service Service Type Code STA07 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 93 of 102 PBPS User Manual seal Service Type Count Method Pee needs assessments conducted Count as a single prevention service when it is completed Record the service population Community and volunteer training services ar
124. tee Match Mentoring Services are divided into three categories o Type Description Mentor Services Records any one to one services including the actual Mentor Mentee match time ee __or program staff time with the Mentee Mentor or Mentee s family Group Support Records any supportive activities that occur with groups of Mentors or Mentees Activities such as group orientations trainings or mentor support groups lt 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 Home gt Implementation gt Mentoring gt Register Mentor Mentor Information 7 General Information Cancel Salutation First Mame Last Mame Pre Match Training Ov es ONo Ll Background Checked Demographic Information ee E Settings i Help I Bith Date SEX Face Ethnicity Registering Mentees In the PBPS the participants are the attendants of services that are used to track certain data attendance progress demogra
125. the CBC Group you created 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 Hours text field Note 2 Hours 45 Minutes 2 75 Hours Type a description of the service in the Service Description text field Click Yes or No for the Connected to a Community Coalition question If Yes please enter the Coalition information in the box below but entry is optional Select the Objective that this CBC will address from the Objective drop down menu Note The Objectives displayed in the Objective drop down menu are those you have entered into the system If the appropriate Objective is not available create a new Objective in the Planning gt Goals Objective section Type the title of the Grant or Donation in the Grant Donation Title text field Type the amount of funding received by the above specified grant or donation in the Grant Donation Received text field 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 Click Save in the task pane to save your change
126. them If you didn t move all programs across you may return here later if you wish to move more programs across Page 86 of 102 PBPS User Manual Program Transfer Tool i 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 not want to save your changes click Cancel a OP SS Page 87 of 102 PBPS User Manual Training Report H G settings a Home gt Capacity gt Training Report Training Information Organization
127. tive School Bonding opportunity skills and recognition School _ Risk Early and Persistent Antisocial Behavior School Risk Academic Failure Beginning in the Late Elementary School School Risk Lack of Commitment to School Page 92 of 102 Index of Services Service Code STAO1 STAO2 STAO03 STA04 STAO5 STA06 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 SES ne Pr SNE a ee NE ee ee ee ARES ER UE a OE ee ne ES EEE SEER ASABE SEL Cece Daa eh BS A Ace Per ee ee See a RR RT AS ee a ESI nn a en RN nn a eS OE 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 STAOl1 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 counted in the data set once at the beginning of the year as a single prevention service Activities conduc
128. tives 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 The Objective Writer A new feature of the 2005 2007 PBPS is the Objective writer This was designed to make the objectives easier to compose while ensuring the inclusion of the pertinent information The Objective Writer was also designed to aid in analysis and reporting by using key terms Adding Objectives Log in to the PBPS Click Planning in the Menu Click Goals Objectives in the Sub Menu Click Add in the Task Pane Select a Factor from the Factor drop down menu Note The factors that appear in the Factor drop down menu result from the process of Planning Factor The system generated Goal will be displayed 6 Select an Outcome from the list displayed by clicking Select to the right of the objective Note The available outcomes to choose from are specific to each Factor If the outcome that you desire is not in the drop down list choose Other When you choose other the screen will refresh and an Outcome Other text field will appear Type your desired outcome here 7 Select a Link or preposition from the Link 1 drop down menu Note The link or 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 dro
129. ts napaaconaia sh atnca we wan ania pale eA eae none meade Raa ey aaa 81 Transfer TOO linnen aa aN a a a 83 CHENC TRANSFER TOO lirrriirei ena ra A A A S 83 Client Status TOOl i aitinaectsandsaanatetacianaunieaaaiannnsiainereaba E ANA 84 Mentor Transier TOO renren aa aT A 85 Mentor Status TOO errean e a a E a E sennuns 85 Program Transfer TOOlceniuriirei iranin aE EEA AE EE AAE 86 WR RUIN iscsi secre tana ara aia ahaa aa oli eels le in wuts a lc nine etnlstaTeelatehe 87 AGGING lt a TRAINING REDO Eeee E adawobd bees Mian enna eS 87 Viewing an Existing Training Report cece ccc c ce ceee eee eeeeeeeeeeeeeeeeeeeessannnees 88 SUD DONG ricis aea Ea e aaa Sa sca a aa e S 88 Seale Meare a aa 89 Page 3 of 102 Table of Contents CHOOSE MOM Alli neve tie co AES E nica ie Mande sama owe T E AA E E E AA E 89 OF SCleGi at Fille aoran acu anneiodgl E E T a 89 SDEl CHECK sirere nin Eanan E EAN 91 Index Table Printouts wii ccc ccn nnna catia seteuwewee wenmaneveeeuaeenet 92 Index oF Risk ana Protective Factor S rencrien e E Gectu each iva E EE Sede 92 PICS Xe OTS CG CS et catante ote ota cecca E tana de side a tet ede eka naue atime 93 Index of Service Population sssrsrerersrrrrrrrrrrrrrrrrererererrrrrrrrrrrrrrrrrrerererre 99 State BEM CHING S prise secantistei aa a A 100 Default Permissions for Titles Job Classifications in PBPS 0eeeeee eens 102 Page 4 of 102 PBPS User Manual Getting Started Introduction
130. w the survey instrument administered to the target audience to review drop down menu choice Enter your Matching Funds if any by clicking the ADD button and entering your Matching Funds name and the Matching Amount in those fields After you click Save in the next step below the Match Amount filed will display your total 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 Page 23 of 102 PBPS User Manual Add Edit or View Groups E Program 2 of 2 Innovative Other OBest Promising Practice O Environmental Program Submission Status Waiting Submission Notes View Program Notes Submit Organization aan Program Information Edit Objective Decreased presentation of pro use messages on or around school E i ie Tene gy eras Saye Delete Program Name Refuse To Use lao Accepted by State Search Description Decreased presentations of pro use messages on or around Print school campuses by youth presenters Print All Help Projected Start Date 7 5 2011 Projected End Date AA Program Type Youth Leadership O Type Program Type Youth Leadership O Leadership Funding Sources SAPT Block Grant Funding Sources SAPT Block Grant SAPT Block Grant Block Grant SAPT Amount 2500 Match Amount lf this program is intended to reduc
131. y management stills e wee of dittarant fon Objective mpreve attitudes about family managemant skills f a use of diferent Tay Description jforme of punishment and discipline and monloing approaches nvoling familias by implamanting a cumculum based program Page 39 of 102 PBPS User Manual School By Address Step 1 Provide Address Category Public Sub Category Name Nicolai E Boysen Community Center Locations ALELXANDER GRAHAM BELL ELEMENTARY Name ALELXANDER GRAHAM BELL ELEMENTARY Street 11212 NE 112TH City KIRKLAND State WA Zip 98033 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 Accepi CSAP Category Alternatives 4 v Accept Service Code STAD3 Community Drop In Centers Count Method The number of community drop in centers are counted in the data set once at the beginning of the year as a single prevention service 133 Service Population SP26 Youth Minors s Count 25 Session Length 2 Hours Group Name Eastside Youth Drop in s Existing Groups 2 v Sonics Description Afar echoal program Ee Single Service Staff Service Time Reporting 1 Record the Service time for each staff member that contributed to this service You do not need to click on Add or Edit just type the Direct and I ndirect Staff Service Time in the c
132. you specified a Search Category then the Filter A is not available it is the same as the Search Category Page 89 of 102 R 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 oO OAdvanced Search Advanced Search Back Organization CCS Ending Date Page 90 of 102 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 clicking the Close button 1 U 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 corre
133. ype Code STC0O9 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 STCO8 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 _sTC10 Systematic Planning CSC Count Should be one for each plan developed CS STCO9 Technical assistance Page 94 of 102 Service Code STEOL STEO2 STEO3 STEO4 STEO5 STEO6 STNO1 STNO2 STNO3 STNO4 STNO5 STNO6 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 I Information 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 in the data set as recurring prevention services Service Type Code STEO2 NOTE A one time presentation
134. ype the estimated cost of the media campaign in the Estimated Value text field Click Save in the task pane to save your changes Note If you do not want to save your changes click Cancel Media screen display is on the next page 2010 2011 Monthly Reporting Service Data For 2009 2011 Demo E Settings Home gt Implementation gt Community Based Coordination gt 2010 2011 Monthly Reporting ira Save Cancel Cae J a Reporting Month Organization i Reporting Category Service Code STHA Ful Count Method Count only first time aired PSAs are only counted once when the PSA Instructions airs for the first time Count as a single prevention service CBC Group vl Help Serice Population Count Total Hours an Page 55 of 102 PBPS User Manual Service Description 2000 Connected to a ae Community Coalition lf Yes Please Specify Objective Type of Media Used Number of Days Number of People Reached Estimated Value Copy CBC Button Once the CBC has been added to the PBPS you can 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

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