primary contractor user manual general information
Contents
1. or edit the service activities by the Service Providers Once a program name 15 entered it cannot be edited so choose the program names carefully The names will be listed in alphabetical order in the drop down There are two categories of services activities that can be provided 1 Single Events attendance 15 NOT tracked Recurring Events tracked attendance 15 KIT Solutions Inc 2006 Sub Module Check Store Check Restaurant CheckV Machine Citation Info EVALUATION lt a eesssss s si lt i OS Process EVALUATION Outcome Eval REPORTS Administrative PA TPRS Each Primary Contractor is required to check every tobacco retail store in the county three times a year To make this process easier to track a separate module was added to the system According to contract deliverable PA20 primary contractors are required to inspect each restaurant in their county a minimum of one time per year To make this process easier to track a Separate module was added to the system There are two processes that can be evaluated 1 Prevention Plan by Deliverables and 2 Prevention Services by Deliverables The outcome evaluation allows the user to choose display and print out evaluation instruments to measure participant outcome achievement Several standardized reports can be generated to help the service provider as well as primary contractors an2. for Comprehensive Tobacco Control Programs CDC Best Practices are also linked to specific deliverables strategies action steps and outcomes The system will track program Services developed and completed by primary contractors and service providers and match the service activities output and outcomes to planned strategy action steps and deliverables The system also contains knowledge base on tobacco prevention and links to multiple on line resources The framework of this comprehensive system will provider the Pennsylvania Department of Health with a total Pennsylvania youth and adults to less than 12 percent by 2010 and changing the community norms that create healthy environments where it is uncommon to see use and be negatively impacted by tobacco products and tobacco smoke pollution Information data generated by the system was piloted in the first quarter of 2002 and implemented statewide in J une 2002 During fall winter 2002 a statewide Management Information System Workgroup was Instrumental in developing Phase 2 and pilot testing it une 2004 Phase 2 was implemented statewide The PA TPRS is divided into three administrative and service delivery responsibilities These three areas are the PA State Department of Health the Primary Contractor and the Service Provider The table on the next page summarizes the responsibilities and functions of the staff in each of the three levels PA TPRS 3 KIT Solutions Inc 2006 Func
3. help the service provider as well as primary contractors and the state with data analysis Currently eight reports are available Completed Compliance Checks Report Letter of Compliance Checks No Sale Compliance Checks Report Participant Demographics by Activity Participant Demographics by Group Service Report by Activity SVDate Service Report by Activity Group Name Service Report by Staff KNOWLEDGE BASE Best Practices This module contains the 9 CDC best practice categories with an abstract justification and where to obtain additional information pes ace archival data Tobacco Sites A listing of web sites to obtain additional information on tobacco prevention and Be cessation Po lice information in PDF format UTILITIES Change Password A staff member can change his or her Often database administrators will login password assign staff members the same password when first created For security reasons it is important that the staff member change the password This also applies to the admin account that is automatically created FISCAL Budget The budget amounts for each fiscal year between 2002 and 2005 have been preloaded into the database Only the State can change the total budget amount but you can view your budget at any time Invoice This module is used to submit invoices to the state Invoice Breakdown When you submit a new invoice tothe J PA TPRS 8 KI
4. services the participant s information needs to be registered for Recurring events events where attendance 15 tracked The possible geographical units where your organization may provide services are entered in this module Service Area Admin Hours lf desired a staff member may track A staff s service related hours hours that his her hours You may wish to do this can be associated with a particular for hourly employees or for grant program are entered in the Activities requirements Admin hours are non section Admin hours are hours that service related hours CANNOT be associated with a service Examples of Admin hours are administering the PA Tobacco online program writing new yearly objectives etc a store to the Provider responsible for the system you will need to assign the PA TPRS 5 KIT Solutions Inc 2006 Sub Module Restaurant Info Vending Machines doing the enforcement checks The Provider responsible for doing the check may be the Primary Contractor The Primary Contractor needs to assign a restaurant to the Provider responsible for doing the checks The Provider responsible for doing the check may be the Primary Contractor The Primary Contractor needs to assign a vending machine to the Provider responsible for doing the checks The Provider responsible for doing the check may be the Primary Contractor pre loaded stores to a provider The primary contractor may also need to edit the
5. Pennsylvania TOBACCO PREVENTION REPORTING SYSTEM TPRS PRIMARY CONTRACTOR USER MANUAL GENERAL INFORMATION Prepared for the Pennsylvania Department Of Health by KIT Solutions Inc 2006 5700 Corporate Dr Suite 530 Pittsburgh PA 15237 2006 TABLE OF CONTENTS ete te ert 3 Functions at the State Primary Contractor and Provider 4 Pay CON AE 5 GON CTA MTOM GUO niaka A 10 10 BUON ata usin 11 Recommended Computer 5600057 12 te eatens aside dstuautaty paca ahaa ached taautety astataes eens gaint ame 13 DENG RiCQUCSEION Eirci E 13 LOOP TOCOU N 15 KOJONO INO PATER S n E ati eas NA 15 E 16 TPRS 2 KIT Solutions Inc 2006 INTRODUCTION PENNSYLVANIA TOBACCO PREVENTION REPORTING SYSTEM The Pennsylvania Tobacco Prevention Reporting System PA TPRS is a centralized and web based management information system for measuring short term intermediate and long term outcomes of tobacco use by Pennsylvania youth and adults The hierarchical structure of this system includes two 10 year statewide measurable Goals based on the Healthy People 2010 objectives and 16 three year measurable Objectives with annual outcomes based on the Centers for Disease Control and Prevention s Best Practices
6. T Solutions Inc 2006 Sub Module invoice to the Invoice Breakdown Service Provider SP form is used to Subcontract activities to a provider COALITION Partner This feature is where an Organization can register its coalition Before any members can be added to the Coalition the Organization must first register its Coalition Partner Staff These are the members of coalition partner s staff but are not members of the lead agency staff The partner staff members are entered and they can track services performed just as if they were members of the lead agency staff Meeting Groups A group of all Partner members that will be attending a specific Coalition meeting This module is used for attendance purposes for the Coalition meetings Partner Meeting Partner meetings are used to establish and prioritize objectives and then track the progress to meeting objectives This module is a way of centralizing the meeting agendas and tasks PA TPRS 9 KIT Solutions Inc 2006 GENERAL INFORMATION This section contains information about the Menu box using required fields and using drop down lists A detailed Glossary of Terms for using the system is located at the end of the manual Menu Box The Menu box circled in red is the blue box located on the left of every screen with the list of modules and file folder icons You can access all of the modules from this box by clicking on the modu
7. changed as it was already entered in another section of the PA TPRS Logging On The process of putting your name password and organization number to gain access to the TPRS Input Date The date that the information is entered into the system Organization ID The unique 6 digit number assigned to your organization from the DOH This is what identifies your organization s information as your own Password The unique sequence of characters that is only known to you The DOH or your local system manager provides this for you initially This can be changed to something easily remembered using the Utilities section of the PA TPRS Participant An individual that partakes the various activities that are performed by the Organization Permissions Regulates what users are allowed and not allowed to do Permissions should be set for every staff member that logs on to the system The following table summarizes what each permission grants or denies Option Description No Permission Staff will not be able to access information in a module Read Only Staff can only view information in a module Read and Write Staff can view enter new information and edit existing information in a module TPRS 17 KIT Solutions Inc 2006 Full Control Staff can view enter new information edit and delete existing information in a module Predetermined List Same as a dropdown box Required Fields Information that must be entered in
8. d the state with data analysis To use the enforcement module the Primary Contractor needs to assign a Store to the Provider 1 Service provider or primary contractor that is responsible to perform the check maintain the store list in the county and track the enforcement activities To use the Check Restaurant the Primary Contractor needs to assign a restaurant to the Provider i e service provider or primary contractor that is responsible to perform the check maintain the restaurant list in the county and track the activities The Prevention Plan by Deliverables report will display the Primary Contractor s strategies for its selected deliverables The Prevention Services by Deliverables displays each service activity completed The report is grouped by deliverables and Service Provider within a user defined date range The user can also find smoking benchmark statistics for each county in Pennsylvania by choosing the county from the drop down list and then clicking on the file name to the right of the county name drop down list Currently 11 reports are available e Organization s Basic Information PA Deliverables Participant P rofile Population Group Code List Restaurant List Service Group Code List Staff Administrative Hours Staff P rofile State 3 Year Objectives Store List Vending Machine List KIT Solutions Inc 2006 Sub Module Service Several standardized reports can be generated to
9. le s name TECH SUPPOR Tobacco Prevention Primary Contractor Related Website waw cmh pitt edujtobacce TPRS 10 KIT Solutions Inc 2006 Data Fields and Buttons In the PA TPRS there are several fields boxes and buttons that are used to collect and store data Text Box _ Drop Down Menu aka Pull Down Menu Buttons Check Boxes Red _Preview Description _ fill in the blank _MSelected Not Selected sy A red field and an asterisk denotes a required field _ It does not matter the order in which the above fields are filled in but if a required field is not filled in and you try to save the form you will receive a message informing you what field is missing data and you will not be able to save the form until that field has data While entering information into a form several keys are helpful for moving the cursor from one information box called a data field to another The table below summarizes those keys Key Description The TAB Key Hold down the SHIFT key and er then press the TAB key A Use the MOUSE by pointing and clicking to move the cursor PA TPRS Function Moves the cursor to the next data field Moves the cursor to the previous data field Moves the cursor by pointing and clicking 11 KIT Solutions Inc 2006 Recommended Computer Settings Screen Resolution You will get the best screen layout if you set your PC monitor setti
10. n information Only the State can approve and add a new Service Provider or edit the Service Provider s name Only the Service Provider can edit their information Use this module to enter a new Primary Contractor agency staff member into the system or edit the information about an If you are accessing your Service Provider information for the first time the login is admin and the password is pass Make sure the first time you login that you change your admin account password Every new staff member 15 given a User ID and Password The values entered into these fields will be the login into the existing one The Primary Contractor can view and create staff members for its Primary Contractor organization ONLY system for the user Staff member Each staff member should plan a User ID and Password assignment scheme carefully and secure the information for future use If a password is lost the user must contact the PA DOH to reset The user will then have to change their account password The Primary Contractor can add edit or review participant information only for the participants that are registered for services actually performed by the Primary Contractor Each Primary Contractor determines the service area units zip codes school districts city wards etc that would be appropriate for the community served Staff Info Participant Info If your Primary Contractor organization also provides
11. nce the browser is open click the top toolbar option Tools and then go to Internet Options After the Internet Options window 15 available you will want to click on the Privacy tab at the top of the window You will notice while on the Privacy tab at the bottom will be a section on Pop Up Blockers If you re Block P op Ups checkbox 15 checked then click on the Settings button You can now add by the PA TPRS links to the Allowed Sites list which the pop up blocker will ignore when trying to block pop ups from by the PA TPRS You will want to add httos kitorevention kithost net for the live system and nttp demo kithost net patobacco for the demo system Once these sites added to your Allowed Sites list the pop up blocker will no longer prevent pages from loading or appearing while you are using by the PA TPRS PA TPRS 12 KIT Solutions Inc 2006 TECHNICAL SUPPORT Technical Tech Support provides valuable information concerning the PA TPRS This area allows users to check for information regarding updates newly added features and get answers to Frequently Asked Questions FAQ Technical Support also allows users to submit a Trouble Ticket for assistance on a specific problem or question report bug or make a Suggestion for improvement Send a Request for Support 1 Click on the words Tech Support located in the upper left hand corner of the screen above the Me
12. ngs to 1024 x 768 pixels or larger If your screen resolution is smaller ex 800 X 600 pixels everything on the screen will appear larger But if you use 800 X 600 pixels then you will have to scroll more both up amp down and left amp right to access all the data fields Web Browser The web browser supported by the PA TPRS 15 Microsoft Internet Explorer IE Currently Mozilla Firefox Netscape AOL MSN and other browsers are not supported by PBPS They may function but not to design specifications We recommend users have the latest version of IE installed on their computer along with the updates provided by Microsoft which are released periodically Pop Up Blockers Modern computer security technology and usability features development have lead to pop up blocking Although this new feature of internet browsers toolbars and other 3 party managing software blocks hazardous and annoying pop ups sites like the PA TPRS require pop ups to be able to function If your pop up blocker is enabled then there is a possibility that by the TPRS may not function or appear properly You should either disable the pop up blocker while using by the PA TPRS while remembering to enable it if desired when not in by the PA TPRS or create exceptions for the pop up blocker This is cumbersome but may be easier than making exceptions to the pop up blocker To create exceptions for the pop up blocker open your Internet Explorer 6 0 browser window O
13. nu Box purest a ve TECH SUPPORT Tobacco Prevention Primary Contractor Related Website waw cmh pitt edwtobacce 2 Anew window will open displaying the Pennsylvania Tobacco Prevention Reporting System Technical Support web page TPRS 13 KIT Solutions Inc 2006 KIT Solutions Inc Support Site Microsoft Internet Explorer provided by Kit Solutions Inc 283 File Edit View Favorites Tools Help a Back EF x E A P Search 7 Favorites A 9 z J rel 3 Address ktsco com pa_tobaccof gt PENNSYLVANIA TOBACCO PREVENTION REPORTING SYSTEM Technical Support Welcome Contact DOH Welcome to the DOH Support page To ask a support question click the Online Manual SEAE Contact DOH link Manuals are available to view or download by clicking the What s New Online Manuals link Deliverables SP Training Eval The What s New section will keep you up to date on what is happening with the TERS Check out the FAQ link to find out answers to Frequently Asks Questions Training Eval System Eval Teleconference Eval 3 Click on the Contact DOH link located at the left of the screen Click on the appropriate region Northwest North Central Northeast Southwest South Central or Southeast or State if region is unknown 5 This will open the Trouble Ticket screen fill in as much information as possible The more informati
14. on that is provided will assist the helpdesk individuals in diagnosing the issue 6 Click the Submit button to complete the Trouble Ticket This will send an email notice to the appropriate person for the selected region and a copy will be forwarded to Ray Rudich at the PA DOH TPRS 14 KIT Solutions Inc 2006 LOGIN PROCEDURE The Pennsylvania Tobacco Prevention Reporting System TPRS or system is a web based system This means you must connect to the Internet before accessing the system If you lose the Internet connection while working in the system you have to reestablish the Internet connection before continuing to use the system and will probably require logging in again Logging into PA TPRS 1 Connect to the Internet using your Internet browser Internet E xplorer 2 Inthe Address or Location box type httos app1 health state pa us patobacco and click the Enter key on your keyboard Note If you would like to go to the training site to practice entering data type https app1 health state pa us patobacco uat login aspx 3 The PA TPRS login screen will appear User ID Password Orgamzaton ID 4 Type in the User ID Password and Organization ID 6 digit number in the appropriate fields 5 Click the Login button or press the Enter key on your keyboard TPRS 15 KIT Solutions Inc 2006 GLOSSARY OF TERMS Active Inactive Active and Inactive are used in conjunction with the Statu
15. order for the record to save Ifa required field 15 left blank the PA will prompt you to enter the information before it will save the data These are denoted with an asterisk Save Enters the information into the database permanently If you do not save the information it will not be entered into the database Search A method to find a specific record Staff Member An individual that works and or volunteers for the organization and performs activities that may need access to the system Technical Support Assistance in using the system the correct manner Technical Support is also a source of information for forgotten misplaced username and passwords User ID The name that is used to gain access to the PA TPRS in conjunction with a password and Organization number The DOH or your local system manager provides this for you PA TPRS 18 KIT Solutions Inc 2006
16. s of a staff member participant Or program The status should be set to Active unless one of the following apply Staff the staff member leaves the organization Participant the participant has completed the activity that they were involved in Program the program has been achieved Inactive will remove the staff participant program from the various lists through out the system but it will NOT delete the staff participant program This ensures that the legacy data remains complete Add Enter new information This is used to enter a new record that has never been entered before Admin Hours Hours that cannot be directly connected to a specific service For example Entering data into the PA TPRS Cancel Clears the current entry and does not save any information Date Range Used in conjunction with selected reports The beginning date will be the first date of the report the ending date will be the last day of the report Delete Removes the information completely When information is deleted itis NOT recoverable If in doubt whether the information should be deleted set the status to Inactive This will essentially do the same thing as deleting but is reversible Delete should very rarely be used Very few scenarios warrant using the delete feature Example of when not to use delete A staff member leaves the organization but has service time related to activities from this fiscal year This is a case for using the Inacti
17. store information add new stores or delete out of business stores This can be done in this module Since the restaurant lists were preloaded into the system you will need to assign the pre loaded restaurants to a provider The primary contractor may also need to edit the restaurant information add new stores or delete out of business restaurants This can be done in this module Since the vending machine lists were preloaded into the system you will need to assign the pre loaded vending machines to a provider The primary contractor may also need to edit the vending machine information add new vending machines or delete out of business vending machines This can be done in this module PLANNING PC Planning Program ACTIVITIES Service Event PA TPRS The Primary Contractor 15 responsible for which of the State s deliverables are to be targeted for services the strategies used service steps and the outcomes in the specific county ies PROGRAMS The Primary Contractor enters the approved programs for service providers activities in this module The program 15 linked to the State s deliverables Each program can only be linked to one of the State s deliverables However you can link more than one program to the same deliverable Primary Contractor provides services those services will be added in these modules Single Events and Recurring Events The Primary Contractor may also review cannot add
18. tions at the State Primary Contractor and Provider Levels State Register Staff at State Level Create all Primary Contractor Organzations Create all Service Provider Organizations Create all Goals Create PA Deliverables linked to CDC Best Practice Primary Contractor Register Staff at Primary Contractor Level Create Strategies linked to PA Deliverables Create Program linked to PA Deliverables Create Event Locations for their Service Area May register Participants for attendance tracking Recurring events May enter services Single and Recurring May enter Check Store activities May Check Restaurant and Vending Machines Service Provider Register Staff at Service Provider Level Register Participants for attendance tracking Recurring events Enter services Single and Recurring May enter Check Store activities May Check Restaurant and Vending Machines The table on the next page outlines all the functions at the Primary Contractor level PA TPRS 4 KIT Solutions Inc 2006 Primary Contractor Functions Sub Module Description ADMINISTRATION Primary Contractor Use this module to edit the information about the primary contractor Organization Only the State can create a new Primary Contractor When accessing the Primary Contractor information for the first time the login is admin and the password is pass Service Provider Use this module to review Service Provider organizatio
19. ve setting Example of when to use delete A participant s information was incorrectly entered into the staff information section This would be a case where deleting the participant from the staff section would be an appropriate action Dropdown Box a method for choosing an option without needing to type it each time This is an example of what a drop down box looks like General Education Below High school To use a drop down box click on the small black arrow that is on the right hand side of the box This will display all of the option available for that list PA TPRS 16 KIT Solutions Inc 2006 General Education Below High School Professional Certificate Below High School Status High School some College College Graduate Graduate School To choose an option click on the one you would like to choose the list box will close and the value you selected will display in the box Edit Make changes to existing information This is used to correct information that you have previously entered Gray out or Inactive The information that is colored gray and cannot be changed Is information that has been filled in for you by the PA TPRS The information that has been entered is from another portion of the system This is done to cut down on the amount of information that needs to be filled in by the end user For Example When the user chooses the program the program description is filled in and cannot be
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