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PEP Complete User Guide

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1. f Available amp You are editing am Checked out by someone else Status Active De Active All Current Edit Status All Being Edited By You Beiny Edited By Someone Else Not Being Edited Search Clear Search Number of hosts 2 Status Practice Environment Name Checked Out To View Check Out Undo Check Out Check In Next Audit Due Date Last Checked In v 7 PEP TEST UNIT Deactive Ole U m 23 04 2017 29 05 2015 Figure 11 PEP Homepage POPP Wwww plymouth ac uk poppi Page 13 PEP User Guide v2 2 CONNECT WITH amp kerra thomson plymouth ac uk PLYMOUTH Mentors Help Change Details Log Out UNIVERSITY Placement Name PEP TEST UNIT Current Sequence 48 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log Placement Overview Audit Workplace Agreement Capacity Overview Student Introduction Contacts Placement Name PEP TEST UNIT Trust or Independent Sector Name TEST TRUST Figure 12 Profile Homepage 4 1 Profile Menu The profile navigations menu provides information about each placement area Key sections of this data are used to update the student s placement website POW Click on any button to navigate through it foke poppi Placement Information WWW p mouth ac uk O outh Online Practice Page 14
2. PEP User Guide v2 2 6 4 8 Policies amp Procedures This section may also contain information that is Trust Hospital wide so the Generic PEP model could be used here Information held in any of the Generic PEPs could be added to or overwritten by the Placement level if appropriate Placement Name PEP TEST WARD New Sequence 90 PEP Setup Learning Environment Mentors Educators Register Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host PEP Log No changes made Submit Changes Incidents Accidents Inoculation Injuries Infection Control Pregnancy Sickness Equality amp Diversity Security Needle stick contamination incident or injury B 1u procedures Students should read and comply with the Royal Cornwall NHS Trusts Source Isolation Policy Incident Reporting Policy and Incident Reporting Procedure available via the Trusts Documents Library Whilst on placement at the Trust should you be involved in ANY inoculation injury which is classed as an incidenvaccident you are to NOTIFY one o e Placeme eads a oon as possible either bv phone or e j Figure 31 Policies amp Procedures 6 4 9 Audit Configuration This section is used by our Audit Team to organise cluster groups for placement audit Placement Name PEP TEST WARD New Sequence 90 PEP Setup Learning Environment Mentors Educators Register Health amp Safety Policies amp Procedures Audit Config
3. Dear Studentw We are looking forward to welcoming you to Medical Admissions as part of your nurse training We would like to invite you to visit Medical Admissions prior to you starting with us This will give you the opportunity to have a tour of the ward and meet some staff members You will also be told who your mentors will be and arrange you re off duty This introductory session is very informal and will last approximately 1 hour You do not have to wear uniform for this We look forward to meeting you and hope you enjoy your time with us If you need to discuss anything please feel free to approach any of us Yours sincerely Figure 24 Learning Environment 6 4 3 Capacity This section provides specific information regarding the system capacity for the placement This includes the overall total maximum students for this host number which is 4 in the example below This number will then split to show the different combinations of students this can be made of e g 2 Mental Health Nurses and 2 Paramedicine students Capacity can only be amended by PEP Support with authorisation from the PDT Lead Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log Capacity By Branch Maximum students for this hos
4. Reports Documents PEP Log Run report for all user s PEPS Choose Report Source Run report for selected PEP To access a PEP Report Click on the report name A new window will open and from there you can view the data or choose to export or print it General Audit Action Plan Host Audit Action Plan Audit Report Audit Report Evaluations Evaluations Report Evaluations All users PEPS Evaluations for All of Users PEPs Facilitators Checklist Facilitators Checklist Facilities Facilities Report Full PEP Report Full PEP Report Figure 35 Reports 6 4 13 Documents This section shows documents that can be added to your profile You can choose the audience of the file you attach by ticking the audience boxes in Figure 36 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log To access a PEP document Click on the document name The document will then open in the default application Documents Add Document Choose File No file chosen Supported File Types Description Review Date View Audience Student Admin Facilitator Update Audience Student Admin Facilitator Delete Audience Student Admin Facilitator Hide from audience on review date Upload Maximum file size allowed 20MB Figure 36 Documents 3 Ce POPPI Www plymou
5. User Guide to PEP Practice Environment Profile Version 2 2 ce PLYMOUTH DOPPI noso UNIVERSITY ARC System Manager June 2015 PEP User Guide v2 2 Content OGC OR ea i a denna 5 1 1 ARG The Online Placement Management System kaaa 5 1 2 Plymouth Online Practice Placement Information POPPI Website 5 1 3 Practice Environment Profile PEP annen enen aaa aaa aaa 6 1 4 Placements on the Web POW aan ann kaaa kakaa aaa aaa 6 2 PEP User Accounts amp Logging In and Out 6 2 1 Username and Password 6 22 NOON a e e e e e re vera 6 a Ensure Pop up blockers are switched off 6 Zuo Leo KOUDE SIO OWING s a odaja en 9 got POPUP BIOCKENS ass ee A ia aj 9 2 3 2 Forgotten Password Vs 9 Zo AN ONE ISSO CS maarre a aa an 10 2 4 User Account Permissions RL 10 3 PEP Homepage amp Menus Overview LL 10 SR Ry PVC IC pe o o o EE o 11 3 2 Main Menu Bar kaaa kakaa 11 Dalt MOSS aaa ela ei dia da da ai eda dai kada a 11 ge MENOS aaa ssa A a aj joj 11 Oa MED ao aan a nA A S 11 324 Change Delal arenden deed dede 11 Oe WO OU a a e A 12 DO A pr e 12 SA Placement PTONEeS osovina ca kanio pai Sana a i e a 13 4 Step by Step Guide to VIEW Information 13 AL o PTONE MENU ce a ae a dd eee eee 14 4 2 Colour Coding of Profile Information Who can edit what 15 4 3 View Details of your Practice Environment Profile annen 16 4 4 View Students on Placem
6. start button and then clicking Internet Explorer e Click the Tools button on the top menu bar and then click Pop up Blocker e Click Turn off pop up blocker O POPP hrs www plymouth ac uk poppi Page 6 PEP User Guide v2 2 b Go to the POPPI website s Plymouth University Intranet Windows Internet Explorer Fa https staff phrmouth ac uk 4 eee Address Field Favorites a Web Slice Gallery Plymouth Online Practice I i Plymouth University Intranet Add Favourites Button Figure 1 Internet Address Field e Launch the internet browser by clicking on the start button then internet explorer e Type web address www plymouth ac uk poppi in the address field and then press enter e Save the web address as a favourite by clicking the Add Favourite button and following the on screen instructions b Access the PEP Login page from POPPI O 2 Online Practice Placement Information Welcome The Plymouth Online Practice Placement Information POPPI website provides open to informatio aterials f t or prospective stud n pract th associst th supporting lea pract th with an int in practice learning If you h ny ideas fo that you d th p nail p ptyn SS Health J E y Placement Practice learning is an integral mandatory part of p the experience of training to become a professional practitioner J h Nd Edneatinn martaers hg ie
7. General Audit Action Plan Host Audit Action Plan Audit Report Audit Report valuations Evaluations Report Report valuations All users PEPS Evaluations for All of Users PEPs 1 m m Facilitators Checklist Facilitators Checklist Name Facilities Facilities Report Full PEP Report Full PEP Report General General Section Report Health amp Safety Health amp Safety Report Learning Environment Learning Environment Report Learning Environment Empty Learning Environment Empty Live Mentor Register Live Mentor Register Figure 15 Reports Page CoO POPP hres www plymouth ac uk poppi Page 17 PEP User Guide v2 2 e Depending on the type of report you re running you may be asked to select a date range as shown in Figure 16 Enter Values Please enter a date range Start of Range End of Range Enter a Value Enter a Value F4 F4 Indude this value No lower value Indude this value No upper value ok Figure 16 Date Values for Report 5 2 Reports Available The reports currently available via PEP are listed below If there are any other reports that you would find useful and would like added please email pepsupport plymouth ac uk to request a new report e Audit Action Plan e Audit Report e Evaluations e Evaluations all users PEPs e Facilitators Checklist e Facilities e Full PEP Report e General e Health amp Safety e Learning Environment e Learning
8. PEP User Guide v2 2 PEP Setup PEP guidance notes Placement overview audits capacity student introduction and contacts dress code working patterns shift times Information for all students and individual programme about individual Learning PEPs learning experience team profiles amp type of care provided by Environment ihe Em Capacit Capacity information the maximum capacity and also broken down sidi by year and by programme Mentors Educators Educators Mentors linked to this area who are qualified to supervise Register students in placement in development for some Trusts Information for students about the Library Computing amp Study Area Canteen and Changing Facilities Directions public transport and parking Health and Safety Employers Liability Public Liability Policies amp Incidents accidents inoculation injuries infection control pregnancy Procedures sickness and Equality amp Diversity Audit Used by the audit team to cluster placements to come under one Configuration audit Audit Action Plan Shows any action plans on the audit and edit users can tick as completed and add notes Provides the placement area to access student allocations to their DE EINE en neet area with limited access to contaci details for students Provides the PEP user with the facility to prepare print or export Reports management reports on things such as PEP content mentors student evaluations and more Documents _ Attac
9. POPPEN www plymouth ac uk poppi Page 16 PEP User Guide v2 2 M Monday T Tuesday W Wednesday H Thursday F Friday S Saturday U Sunday LC These are the days the student is rosterable as shown in Figure 14 5 Reports 5 1 Introduction Reports provide a variety of management information and print outs of fields within each PEP e Click on the Reports button on the profile navigation menu e Choose report source by selecting one of the four options on the screen It is recommended you click either o Run report for selected PEP for only one PEP o Run report for all user s PEPS for information on all PEPs you are assigned to e Scroll down and click on the report name you require A new window will open and from there you can view or print the report or export it to MS Word or Excel ensure Pop Up blockers are turned off General PEP Setup Facilities Travel Health amp Safety Policies amp Procedures Learning Environment Capacity Audit Action Plan Students on Host Reports Documents PEP Log Choose Report Source Run report for selected PEP Report Mentors Educators Register Audit Configuration Run report for all user s PEPS Source To access a PEP Report Click on the report name A new window will open and from there you can view the data or choose to export or print it
10. Configuration Audit Action Plan Students on Host Reports Documents PEP Log Search for students on placement Date From Date To 07 01 2009 24 06 2015 Show Students Student Details Student Name Cohort Date from Date to Experience Category Mentor Name Days Mentor Educator Wendy Test Mrs F ARC TEST 01 06 2009 23 08 2009 UNKNOWN MTWHFSU Assign test plymouth ac uk Wendy Test Mrs F ARC TEST 16 11 2009 20 12 2009 UNKNOWN MTWHFSU Assign test plymouth ac uk Wendy Test Mrs F ARC TEST 28 12 2009 04 04 2010 UNKNOWN Please click here Ass test plymouth ac uk Wendy Test Mrs F ARC TEST 28 12 2009 03 01 2010 UNKNOWN MTW__SU Assig test plymouth ac uk Vendy Test Mrs F ARC TEST 24 08 2010 29 08 2010 UNKNOWN test plymouth ac uk Figure 34 Students on Host To find out more about your student click on the button next to their name as circled in Figure 34 This will show you any Occupational Health recommendations for the student as well as the mandatory training that they have undertaken through the university Plymouth Online Practice Ce POPPI www plymouth ac uk poppi Page 31 PEP User Guide v2 2 6 4 12 Reports See section 5 for more information about the reports available and how to run them PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host
11. Environment Empty e Live Mentor Register e Mentor Educator Full List Excel e Out of Date Mentors e Sign Off Mentor List e Students on Host e Travel e Trust Information Q o POPP www plymouth ac uk poppi Page 18 PEP User Guide v2 2 e Equality amp Diversity e Incidents Accidents e Infection Control e Inoculation Injuries e Pregnancy e Sickness 5 3 Exporting a Report to other formats e g MS Word or Excel e Click on the Export button Figure 17 to go to the export page Figure 18 Apps P POPPI Plymouth Placemen BE UoPLivePEP UoPLivePOW Imported From IE Resource Planning M Le 10f1 7 100 7 Students on Host PEP TEST WARD between 03 01 2010 and 24 06 2015 Fm ooren omen our emmen Tone Wendy Test Mrs ARC TEST 28 12 2009 03 04 2010 UNKNOWN oo Wendy Test Mrs ARC TEST 24 08 2010 24 08 2010 UNKNOWN 10 Wendy Test Mrs ARC TEST 08 12 2010 Wendy Test Mrs ARC TEST 31 12 2010 31 12 2010 UNKNOWN 10 Figure 17 Export Button Export a File Format E Page Range _ ke PDF Microsoft Excel 97 2003 e All Pages Select Pages From Ku To Export Figure 18 Export Format Selection Plymouth Online Practice Ce POPP hs Wwww plymouth ac uk poppi Page 19 PEP User Guide v2 2 e Select which format you wish to export the report to by clicking on the title to highlight it and click on
12. If you do not Check In your PEP back to the database your PEP may be unavailable to other PEP users www plymouth ac uk poppi Page 35 PEP User Guide v2 2 7 Mentors How To Add Edit and Remove The mentor register stored on PEP is a large database that holds all mentor details that every Trust inputs All users have access to part of this database any mentors ihat are linked to placement areas that you can view via PEP For example if you are a PDT Clinical Lead for Plymouth Hospitals NHS Trust you will have access to all mentors associated with any placement within this Trust This is your mentor register so please ensure the data you are inputting is correci and that every field is completed 7 1 Mentor Status All mentors have a status e Active a mentor that is up to date with mentor update and triennial review is active e Deactive a mentor that is out of date for mentor update or triennial review or is not available to mentor a student i e on maternity leave long term sick leave etc e Archived this status is for mentors that will not need to be made active again i e a mentor has retired or was created in error and needs to be removed For audit purposes mentors cannot be deleted so are archived instead 7 2 Live Mentor Register The Live Mentor Register for each placement is automatically displayed when you open that placement area this is because the default setting is to show only active me
13. PA kerra thomson plymouth ac uk Hosts Mentors Help Change Details Log Out Main Menu Bar f Available amp You are editing Key Checked out by someone else Undo Check Check Next Audit Due Last Checked Placement Out In Date in f Profile 21 01 2016 02 06 2015 Page 10 PEP User Guide v2 2 3 1 Search Field This field is used to search tor a particular practice profile to which you are assigned There are a number of methods to enable the user to do so This feature is not case sensitive and allows searches using full or part PEP names 3 2 Main Menu Bar 3 2 1 Hosts This is the tab you are automatically directed to when you first log in to PEP The Hosts tab lists all placements that you have access to and from this screen you can view and edit if you have edit rights permissions your profiles 3 2 2 Mentors Through this button you can e Search for mentors e Add multiple PEP access to existing mentors e Add new Mentors e Edit existing mentor details To find out more information about the Mentors button please see Section 7 of this guide 3 2 3 Help Clicking on the Help tab will open a new window to email the PEP Support team epsupport plymouth ac uk 3 2 4 Change Details Click here to change your user account password You will then be prompted to insert your current and new password There is no password policy Your password is your choice however please ensure you keep it secure
14. Theoretical Study Students attending the Knowledge Spa are not permitted to park their vehicles on the hospital site during theoretical study The Trust recommends that students utilise public transport or alternatively use the Park and Ride service based at Langarth Park Threemilestone Truro This service currently costs 1 per day and offers safe secure parking together with an efficient bus service directly into the hospital site Figure 29 Travel 6 4 7 Health amp Safety This section contains employer and public liability insurance details It may be populated using the Generic PEP profile i e GEN PLYMOUTH HOSPITALS NHS TRUST Information held in any of the Generic PEPs could be added to or overwritten by the Placement level if appropriate Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Auat Acton pan Students on Host Reports Documents PEP Log No changes made Submit Changes Employers Liability Public Liability Do you have an Employer s Liability insurance policy that will cover students whilst on your premises and engaged in any practice placement activities Name of the insurer Limits of the indemnity Current period of cover Figure 30 Health amp Safety 3 Ce POPPI Www plymouth ac uk poppi Page 29
15. and copy it into PEP e Go through ALL sections and sub sections of the PEP filling in as much information as possible Please check the quality of your information to ensure that all sections are accurate in particular those fields aimed at students on placement avoiding abbreviations e Click on SAVE CHANGES regularly e When complete click on the Submit Changes button to check this PEP back in If you have any technical problems or feedback email pepsupport plymouth ac uk stating your name and or the host manager s name practice area telephone number s for contact and any technical error messages O PODPI Www plymouth ac uk poppi Page 24 PEP User Guide v2 2 6 4 1 General This section holds general information on the Placement area including Placement Overview General information When the next audit is due Workplace Agreement Date the WPA was signed Capacity Overview Maximum No of students hosted by the placement area Student Introduction Welcome letter from the Trust or organisation Placement and university contacts lt is important to note that some of these fields coloured purple i e name contact details and category are populated from the ARC database These areas are not editable through the PEP site If you wish to amend this information email epsupport plymouth ac uk Placement Name PEP TEST WARD New Sequence 87 PEP Setup General Learning Environment Capacity Ment
16. mentors and then Display as shown in Figure 27 Linked Mentors Link Mentors to host The following Mentors are currently linked to PEP TEST WARD Show all mentors Show only active mentors within B Host needs to be checked in for link unlink to be completed review date Linked to another PEP current user has no rights to edit Professional Registration Triennial Next Mentor Type of Date Qualification Review Review Surname Forename Job Title Status Practitioner Qualification Obtained Status Due Date Calorie Marie Associate Nurse Sign Off Dietician ENB998 02 06 2003 Deactive Unlink Mentor 22 10 2010 Cummins Sharon Test Mentor Mentor Other Deactive Unlink Test Mentor Mentor Trainer Nurse Adult ENB908 22 06 2015 Active 22 06 2018 amp Unlink 02 06 2016 Team Leader Nurse Adult ENB998 Deactive Unlink Archived Tracey Staff Nurse Community Community Health PG Cert 06 06 2007 Deactive Unlink Practice Care Nurse 02 pe 03 02 2011 Figure 27 Show All Mentors OD Ce POPP Wwww plymouth ac uk poppi Page 27 PEP User Guide v2 2 To add amend or remove mentors please see Section 7 6 4 5 Facilities This section provides the user with a profile of the Facilities available to staff and students at this placement e g library computing amp study areas canteen and changing facilities This is information may be applicable to the whole Trust Therefore it may be populated using the Generic PEP profile i e
17. records are kept for audit purposes Instead please amend the mentor status to Archived follow guidance in section 7 7 How to Amend Mentor Details Directorate Team Forename Surname Test Email Mentor s Status Job Title Team Leader O 2 Ce POPPEN Wwww plymouth ac uk poppi Page 42 PEP User Guide v2 2 7 9 Howto Assign a Mentor to a Student NB only users with edit access are able to assign mentors to students e Search for the placement area you wish to assign mentors for and click Check Out Status Practice Environment Name Checked Out To View Check Out Undo Check Out Checkin Next Audit Due Date Last Checked In Vo PEP TEST WARD On 14 05 2015 e Click on Students on Host Placement Name PEP TEST WARD New Sequence 03 General Learning Environment Audit Configuration Audit Action Flan e Enter the dates you wish to search for students and click Show Students Search for students on placement Date From Date To 11 05 2015 31 05 2015 Show Students e Click on Assign to see the mentors who meet the criteria to mentor a student see Section 7 1 for the criteria Student Details Student Name Cohort Date from Date to Experience Category Mentor Name Days Mentor Educator Mouse Mickey Mr M S12 NUR BSC 02 03 2015 24 05 2015 NUR MEDICAL Please click here Assign e A list of active mentors will appear below the student Choose from the list and click Assign P
18. ze eneen eenen kk odi eee 38 7 5 2 Out of Date Mentors 38 7 6 How to Add a M NIOrR ennen kenden aida cerner 38 7 1 HOW 10 AM NA Mentor DetallS screenen teen denkend 4 Zo HOW TO DEE A MEDOM Sa an as da SO 42 7 9 Howto Assign a Mentor to a Student 43 O FED goes an a A a a a te eu ae 44 che PEP User Guide v2 2 9 Annex A Practice Environment Prefixes amp Naming Convention 45 Q o POPPEN Wwww plymouth ac uk poppi Page 4 PEP User Guide v2 2 1 Introduction 1 1 ARC The Online Placement Management System To improve the student and practice provider experience the NHS South West Strategic Health Authority SHA and Plymouth University jointly funded ARC a web based online placement management system ARC aims to provide up to date information on student placements throughout a range of healthcare disciplines across the South West Region As a web based system it is accessible via any computer with an internet connection i e from home the University or the Placement area ARC consists of two distinct areas Practice Environment Profile PEP and Placements on the Web POW Both areas are accessed via the Plymouth Online Practice Placement Information POPPI website 1 2 Plymouth Online Practice Placement Information POPPI Website POPPI emerged because of the implementation of the ARC online placement management system the need for easy access to a range of information and materials for
19. Export Figure 18 e Your report will automatically appear on your screen in your chosen format Figure 18 If you are using the Google Chrome web browser your report will appear at the bottom of your screen Figure 19 Students on Host PEP TEST WARD between 03 01 2010 and 24 06 2015 ARC TEST 28 12 2009 03 01 2010 UNKNOWN oo Wendy Test Mrs ARC TEST 28 12 2009 04 04 2010 UNKNOWN 65 00 24 08 2010 UNKNOWN 10 Wendy Test Mrs ARC TEST 31 12 2010 31 12 2010 UNKNOWN 10 d TE ARCReport 3 pdf 7 Figure 19 Example of Exported Report in Google Chrome 5 4 User with Access to Multiple PEPs Some users will have access to several PEPs for organisational reasons Ordinarily the reporting function defaults to run a report for the PEP you are viewing You can run a report which will display information from all of the PEPs which a user has access to 3 Ce POPP hres Wwww plymouth ac uk poppi Page 20 PEP User Guide v2 2 e Todo this change the default radio button setting from Run report for selected PEP to Run report all user s PEPs as shown below Choose Report Source Run report for selected PEP Radio Run report for all user s PEPs buttons To access a PEP Report Click on the report name A new window will open and from there you can view the data or choose to export or print it General Audit Action Plan Host Audit Action Plan Audit Report Audit Repor
20. GEN PLYMOUTH HOSPITALS NHS TRUST Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log anges No changes made Submit Changes Computing amp Study Area Canteen Changing Facilities The nearest Library is based at U Cornwall Health Library Service Knowledge Spa Royal Cornwall Hospital Truro Cornwall TR1 3HD Library Contact Name Figure 28 Facilities 6 4 6 Travel The Travel section may contain information that is Trust Hospital wide so the Generic PEP model may be used here For the Generic Trust PEP enter the information into the GEN PLYMOUTH HOSPITALS NHS TRUST for example Q C Plymouth Online Practice POPPI esr www plymouth ac uk poppi Page 28 PEP User Guide v2 2 Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log No changes made Submit Changes Travel Directions Is the area served by public transport Does student need access to own transport Transport Information Parking Knowledge Spa Students Undertaking
21. Sector Name TEST TRUST Figure 38 Check In e The following confirmation box will appear then click Check In Figure 39 Plymouth Online Practice Ce POPPEN uw plymouth ac uk poppi Page 33 PEP User Guide v2 2 You are about to check in PEP TEST WARD This will save all the information Are you sure you want to check this PEP in No do not want to check in Take me back to the host list Figure 39 Check In The page will reload and return you to the home screen Your name will no longer appear next to the PEP O Ce pl Page 34 POPP loser Wwww plymouth ac uk poppi PEP User Guide v2 2 The timeout setting is 30 minutes remember to regularly save your work 6 5 Overview of the Editing Process The following models the editing process 6 6 Checked Out PEPs lf the PEP you require is already Checked Out by another user you cannot edit it You can view it by selecting the View icon To change it either wait until the profile is Checked In or contact pepsupport plymouth ac uk Status Practice Environment Name Checked Out To View Check Out Undo Check Out Checkin Next Audit Due Date Last Checked In amp PEP i g aoe J PEP TEST WARD Deactive You a User who has Checked Out the profile 23 06 2017 24 06 2015 6 7 Log Out e Click Save to ensure you have saved any changes e Click Check In to return the PEP to the database e Click the Log Out button on the PEP main menu bar Ll
22. and do not share it with anyone If you forget your password go to section 2 3 2 for details on how to request your password be sent to you O Popper Wwww plymouth ac uk poppi Page 11 CONNECT WITH PLYMOUTH UNIVERSITY Change Details This page allows you to update your password information Please enter your current password followed by the new password you want to use and a confirmation of that new password Current password New password Confirm new password Change Password Figure 10 Change Details Password 3 2 5 Log Out Click here to log out of PEP and return to the login page 3 3 Key PEP available to you PEP User Guide v2 2 e kerra thomson plymouth ac uk s Help Change Details Log Out PEP checked out to someone else the name and email address of the column PEP is checked out to you You can either continue working on entering information on to the PEP or Check In the PEP to make this available for other people ir gt user who has checkout out the PEP will appear in the Checked Out to s View it you see this icon you can View the current information in this rar PEP If you do not see this icon you may already have the PEP Checkout nt Out Some users may be set up to View PEPs only in which case this is the only icon you will see E Check out look in the Check Out column if you see this icon you can EV gt click straight in it to go to the PEP Check In when you
23. arnstaple Devon Other Budleigh Salterton Bude Stratton Callington Christchurch Dorset Castle Cary Somerset CHA CRE Devon Somerset CUL B BUE BWR CAL CAM BUE BWR Bridgwater Somerset CaL CaM Dorchester Dorset Page 45 O PEP User Guide v2 2 Somerset Gloucester NDD North Devon District Hospital Devon Outside South Out of area electives West O mouth Online Practice Ce poppi ement information WWW D mouth ac u k p Op Q Page 46 O PEP User Guide v2 2 PRI PrioryHeathPark Somerset Summerlands Hospital Site TEI Teignmouth Devon TOR Torbay JJ O mouth Online Practice Ce poppi ement information WWW D mouth ac u k p Op Q Page 47 Please note this listing is correct at time of document production please see PEP User Guide v2 2 TRO TRU Wellsprings Hospital Site EY WIN Wellington Somerset VIC WAD WCH WDB WDC WEL W WHM WHO WIM WIN WLS WNF WPT www plymouth ac uk poppi for an up to date listing Q o ef POPPI Ply Pla ac outh Online Practice mers Www plymouth ac uk poppi Page 48
24. e Check Out Icon CONNECT amp kerra thomson plymouth ac uk WITH Mentors Help Change Details Log Out PLYMOUTH UNIVERSITY Placement Name PEP TEST WARD New Sequence 87 P rofi le PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures le n u Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log bar Save Changes No changes made Submit Changes Placement Overview Audit Workplace Agreement Capacity Overview Student Introduction Contacts Placement Name PEP TEST WARD TEST TRUST Figure 22 Profile Homepage 6 1 Profile Menu The Profile menu bar Figure 22 provides links to key sections within the placement This data is visible to students via the Placements website POW Click on any button to navigate through it 3 Ce DODPDI Plymouth Online Practice Placement Information WWW m O uth ac u k O Page 22 PEP User Guide v2 2 PEP Setup PEP guidance notes Placemeni overview audits capacity student introduction and contacts dress code working patterns shift times Information for all students and individual programme about individual Learning PEPs learning experience team profiles amp type of care provided by Environment ihe Em Capacity information the maximum capacity and also broken down Capacity by year and by programme Mentors Educators Educator
25. e much more aware of the experiences they will encounter whilst in this specific environment We hope this will lead to better informed students going into practice 1 4 Placements on the Web POW POW provides students with details of their placement what to expect whilst on placement and a complete placement profile This includes contact details what to wear and facilities available to them As each programme has differing practice requirements prior to registration POW also shows record of attendance for each student 2 PEP User Accounts amp Logging In and Out 2 1 Username and Password Access to the PEP requires a username and password These are controlled by the Plymouth University ARC Systems Team If you have a legitimate reason to require access please email PEP Support on pepsupport plymouth ac uk Confirmation of your access rights will be required from your Trust typically the PDT Clinical Lead Your username and default password will be sent to you via email Please note PEP support is monitored Monday to Thursday 0800 1630hrs and Friday 0800 1600hrs We endeavour to acknowledge your email as soon as operationally possible but within one working week 2 2 Login a Ensure Pop up blockers are switched off Before you access the PEP you must ensure that if the toolbar or browser has a pop up blocker as standard it is switched off To turn it off follow these steps e Open Internet Explorer by clicking the
26. ee nites RE da RA D RU 2 PRA A Id Figure 2 Plymouth Online Practice Placement Information POPPI Homepage D poppi Teamen www plymouth ac uk poppi Page 7 PEP User Guide v2 2 Click on the link in the Health section Explore PEP POW audit mentorship support policies shown in Figure 2 above gt e Click on the blue PEP Login button Es Enter your full email address as your login name and the password provided by PEP Support in the fields as shown below CONNECT WITH PLYMOUTH UNIVERSITY Password If you have forgotten your password please click HERE to be sent an e mail reminder Figure 3 PEP Login Page When you successfully login to PEP the homepage will appear It consists of a menu bar a search field a key and details of all practice profiles to which you are assigned CONNECT amp kerra thomson plymouth ac uk WITH PLYMOUTH ECS ei Help Change Details Ce UNIVERSITY Practice Environment f Available amp You are editing Active De Active All Checked out by someone else Current Edit Status All Being Edited By You Being Edited By Someone Else Not Being Edited Status Number of hosts 1493 Checked Out Check Undo Check Check Next Audit Due Last Checked Status Practice Environment Name View To Out Out In Date JL E v LA ASB ASHBURTON AMBULANCE STATION WEST DIVISION el 21 01 2016 02 06 2015 Figure 4 PEP Homepage O poppi Placement Information
27. een to see all information 4 4 View Students on Placement e Click on the Students on Host button on the profile menu e Enter the dates that you wish to search for students within your placement area ensure that you click on the dates Figure 13 and e Click on Show Students to display a list of the students allocated to your placement area Figure 14 For a printable copy run a report see section 5 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities ave Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan ers on ox Reports Documents PEP Log Search for students on placement Date From Date To 01 01 2010 31 12 2010 Show Students Figure 13 Students on Placement Date Selection Search for students on placement Date From Date To 01 01 2010 31 12 2010 Show Students Student Details Student Name Cohort Date from Date to Experience Category Mentor Name Days Mentor Educator Wendy Test Mrs F ARC TEST 28 12 2009 04 04 2010 UNKNOWN Please click here test plymouth ac uk Wendy Test Mrs F ARC TEST 28 12 2009 03 01 2010 UNKNOWN test plymouth ac uk Wendy Test Mrs F ARC TEST 24 08 2010 29 08 2010 UNKNOWN test plymouth ac uk Wendy Test Mrs F ARC TEST 08 12 2010 12 12 2010 UNKNOWN test plymouth_ac uk Wendy Test Mrs F ARC TEST 31 12 2010 02 01 2011 UNKNOWN test plymouth ac uk Figure 14 Student on Placement Listing
28. ent aaa aaa kaaa kaaa kaaa kaaa kaaa 16 Oz 17 Ok R OOICTIONRE eee o o en 17 5 2 Reports Available 18 5 3 Exporting a Report to other formats e g MS Word or Excel 19 5 4 User with Access to Multiple PEPS annen eeeneneenennenen eenen eenenenn 20 6 Step by Step Guide to EDIT Information 21 O PODPI Www plymouth ac uk poppi Page 2 PEP User Guide v2 2 F HL 22 6 2 Colour Coding of Profile Information ek 23 be Genee EFS nnn nn dsl i 24 B Sang ne PEP e a e e denon dense deren 24 Dt GENE pa a e S a O A A A 25 6 42 Learning EVO MINS IM nanio a ede 25 On 26 6 4 4 Mentors Educators Register VU 27 OAS FACOS ono 28 Nokie m 28 CR ARS Se i one 29 6 4 8 Policies amp Procedures aaa aaa aaa kaaa aaa aaa 30 BAS AUF CONGO Narendra 30 040 AUON ACOM PAR ja e 31 6 4 11 Students on Host 31 Bte Reported 32 6419 DOCUMENIS ennen meeneem 32 6 4 14 PEP LOG ne ane ee maden or en 33 6 4 15 Edit Complete The Final Steps akan 33 6 5 Overview of the Editing Process aaaa kavana 35 GO CRC OM PEPS iona ia eee 35 Or OO OR E o EE ee to 35 7 Mentors How To Add Edit and Remove 36 Lel Vi ree o o e i o e e ena 36 7 2 Live Mentor Register 36 7 3 Assigning a Mentor to Student 37 TA E o s i eee eer eee E ee ee benenden 37 Ko PUE LCV ClODIMICING s senccercaccectracesancvarevexcsaccanetsansuercoactxeatveateergeacducessenteececed 38 Zoll AIO OO EMAS
29. ent area and clicking on the Reports button Before you run your report please select whether you want the report to run for all placements you have access to or just the one that you are currently viewing Choose Report Source Run report for selected PEP Run report for all user s PEPS Ce o PODPI Www plymouth ac uk poppi Page 37 PEP User Guide v2 2 e Live Mentor Register displays all active mentors with up to date mentor updates and triennial review e Mentor Educator Full list Excel displays all mentors regardless of their status e Out of Date Mentors displays all mentors that are out of date e Sign Off Mentor List displays all sign off mentors regardless of status 7 5 Future Developments Developments to further improve the mentor process within PEP are underway please see below for details of developments we will be implementing in the near future 7 5 1 Automated Emails We are currently developing the system so it will generate an automated email for mentors e 8 weeks before their mentor update and triennial review is due e When a student has been assigned to be mentored by them e When a student has been removed from being assigned them 7 5 2 Out of Date Mentors We are currently developing the system so mentors that are out of date will automatically be made deactive and therefore will no longer appear in the live mentor register and the system will not allow a student to be assi
30. gned to them Ifa mentor has blank fields for their updates the system will assume the mentor is out of date and will also be made deactive 7 6 How to Add a Mentor e Click on the Mentors section Hosts Mentors Help Change Details Log Out Before you create a new mentor please ensure that the mentor does not already exist To do this enter the mentor surname in the search field tick both Active and Deactive status and click Search Q C o DOPPE www olvmouth ac uk poppi Page 38 PEP User Guide v2 2 Forename Surname Test Status Active Deactive Archived Current Edit Status pemg Edited By You Being Edited By Someone Else Not Being Edited Practice Environment Clear Search lf the mentor you are searching for does not appear then you should create a new mentor If the mentor does appear then skip to section 7 7 How to Amend Mentor Details e Click on Create New Mentor Key af Available ka You are editing Being edited by someone else Create New Mentor e Enter your mentor information in the fields Please ensure that you have populated every field O 2 Ce POPPEN Wwww plymouth ac uk poppi Page 39 PEP User Guide v2 2 Please ensure the forename and surname are entered with an upper case first letter and lower case for other letters Do not use all capitals Create New Mentor Educator Directorate Team Forename Te
31. h documents to the profile PEP Lo Tracks the activity for each practice profile It shows when each PEP 9 was last updated by whom and what action was taken 4 2 Colour Coding of Profile Information Who can edit what Profile fields are colour coded to indicate who and at what level the information is populated and edited Information taken from the ARC database Trust and placement users must contact pepsupport plymouth ac uk to request any changes Generic information populated at Trust level from GEN XXX PEP templates where XXX is your Trust name On completion of changes to a GEN notify pepsupport plymouth ac uk to ensure the changes are populated across all PEPs within your Trust or placement area Information can be amended by individual placement host areas by the users with editable rights O Popper www plymouth ac uk poppi Page 15 PEP User Guide v2 2 4 3 View Details of your Practice Environment Profile Click on any of the options on the profile menu to view information on you practice profile General learning environment capacity mentors educators register facilities travel health amp safety policies amp procedures audit configuration audit action plan students on host reports documents PEP log For a full description of what each section contains see section 6 4 For full details of viewing students allocated to your placement area see section 4 4 You may need to scroll down the scr
32. have completed updating the PEP using the Edit PEP and Save buttons you then press the Check In icon on the home lt page or from within the PEP to confirm your changes back to the database Until you have completed this action the PEP will remain Checked Out to you gt lt Undo Check Out Use this button if you would like to cancel your current session without saving any changes Ge POPP looser Www plymouth ac uk poppi Page 12 PEP User Guide v2 2 3 4 Placement Profiles A breakdown of the PEP fields is as follows Shows whether the PEP is available The key for the Status symbols always appears next to the search box Official ARC database name of the practice placement Checked Out To Indicates if a user is currently editing the PEP and who they are To look at the PEP in more detail The date when the placement audit is due to be reviewed NB Availability of the View Check Out Undo Check Out and Check In columns indicates what rights you have in accordance with your user account permissions i e whether you are a view only or editable user 4 Step by Step Guide to VIEW Information e Login to PEP see section 2 2 e Navigate to your PEP section 3 e Click on the View icon to go to the placement profile homepage Figure 11 and 12 CONNECT amp kerra thomson plymouth ac uk WITH Hosts Mentors Help Change Details Log Out PLYMOUTH UNIVERSITY Practice Environment
33. lymouth Online Practice Ce POPP un plymouth ac uk poppi Page 43 PEP User Guide v2 2 Assignable Mentors Mentor Name Status Test PEP1 Active You will be asked to confirm the assignment please check the details and if you re happy click Confirm Assignment Confirm Assignment e The mentor has now been linked to the student You can change the mentor or remove the mentor from the student by clicking either the Change or Remove button as shown below Mentor Educator Test PEP 1 Change Remove e When you have finished assigning mentors to students please Check In the placement area by clicking on Hosts and then the green arrow Hosts Change Details Log out 8 Help lf you need further assistance please email pepsupport plymouth ac uk and a member of the team will get back to you Plym Plac Ce Poppi www plymouth ac uk poppi Page 44 PEP User Guide v2 2 9 Annex A Practice Environment Prefixes amp Naming Convention Each placement area is prefixed with a 3 letter code which is either a specific hospital code or a location town Below is a list of commonly used pre fixes Fora full list of prefixes please go to the POPPI website To change the code that your area is listed under please email pepsupport plymouth ac uk O C i 2 Online Practice POPP hrs www plymouth ac uk poppi Ashburton Devon Devon F BD Bideford Devon VSS Other Bovey Tracey Devon BPT Bridport U B
34. ntors By selecting Show all mentors as circled below you can view all mentors linked to this placement regardless of their status O POPPI Www plymouth ac uk poppi Page 36 PEP User Guide v2 2 Placement Name PEP TEST UNIT Current Sequence 47 pacity Mentors Educators Register Facilities eports Documents The following Mentors are currently linked to PEP TEST UNIT Show all mentors Show only active mentors within 3 Host needs to be checked in for link unlink to be completed review date Linked to another PEP current user has no rights to edit Professional Registration Date Triennial Next Directorate Mentor FT Type of Qualification Review Review Team Surname Forename Job Title Status PT Practitioner Qualification Obtained Status Due Date Test PEP Team Leader Sign Off Nurse Adult ENB998 22 02 2007 Active 04 08 2017 02 11 2015 Mentor Unlink 7 3 Assigning a Mentor to Student Mentors can be assigned to a student The system has been set with restrictions so only mentors that meet the criteria below will allow you to assign them e The mentor status is active for the duration of the placement e The mentor is up to date for their mentor update e The mentor is up to date for triennial review e The mentor is not already linked to three students three students to one mentor is the maximum 7 4 Reports Mentor reports can be accessed through the Hosts section of PEP by clicking to view any placem
35. ors Educators Register Facilities Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log Save Changes No changes made Submit Changes Placement Overview Audit Workplace Agreement Capacity Overview Student Introduction Contacts Placement Name PEP TEST WARD Trust or Independent Sector Name TEST TRUST Placement Address 12 The Street Town Centre Devon Postcode PL4 8AA Placement Telephone Number 01777 111111 Click on the Contacts tab above for detailed contact information Placement Type Allocation Category PHY NEUROSURGERY NUR SURGICAL Speciality JI PR I ts Acute Medical Admissions Unit Figure 23 General Placement Overview 6 4 2 Learning Environment This section contains information specific to the placement including an introductory letter to all students and specific information for particular disciplines Plymouth Online Practice O Ce DE WWW mouth ac uk O Page 25 POP PEP User Guide v2 2 Placement Name PEP TEST WARD New Sequence 87 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host PEP Log ve Changes No changes made Submit Changes Learning Environment All Students U
36. out e Enter the mentor surname in the search field tick both Active and Deactive status and click Search Forename Surname Test Status Active WW Deactive Archived Current Edit Status m9 Edited By You Being Edited By Someone Else Not Being Edited Practice Environment Clear Search e When you have found your mentor click on Check Out as this will allow you to make your changes Check Triennial Mentor Update Checked Undo Next Mentor Out Mentor s Name View Check Out Check In Review Status status Status Completed Out To Check Out Due Update Due Sign Off iil v Test PEP rue 02 11 2014 914 04 08 2017 02 11 2015 Active e Select whether you want to make changes to the Mentor Information or the Placements the mentor is linked to as shown below Mentor Info Placements fe Ce POPP hoses www plymouth ac uk poppi Page 41 PEP User Guide v2 2 e lf you make changes to the mentor information when you have made your changes click on the Save Changes button Save Changes Changes made e f you make changes to the placements the mentor is linked to go back to the Mentor Info page to Check In the mentor Mentor Info Placements e Check the mentor back in by clicking on the green arrow in the right corner Mentor Name PEP TEST New Sequence 10 Creation Date az Mentor Info Placements Reports 1 8 How To Delete a Mentor There is no delete functionality as all
37. s Mentors linked to this area who are qualified to supervise Register students in placement in development for some Trusts Information for students about the Library Computing amp Study Area Canteen and Changing Facilities Directions public transport and parking Health and Safety Employers Liability Public Liability Policies amp Incidents accidents inoculation injuries infection control pregnancy Procedures sickness and Equality amp Diversity Audit Used by the audit team to cluster placements to come under one Configuration audit Audit Action Plan Shows any action plans on the audit and edit users can tick as completed and add notes Snider onosi Provides the placement area to access student allocations to their area with limited access to contact details for students Provides the PEP user with the facility to prepare print or export Reports management reports on things such as PEP content mentors student evaluations and more Documents _ Attach documents to the profile PEP Lo Tracks the activity for each practice profile It shows when each PEP 9 was last updated by whom and what action was taken 6 2 Colour Coding of Profile Information Profile fields are colour coded to indicate who and at what level the information is populated and edited Information taken from the ARC database Trust and placement users must contact pepsupport plymouth ac uk to request any changes Generic information populated at Trus
38. site should be reported to the Support team via the email address pepsupport plymouth ac uk Include your name title phone number where you are accessing trom university or hospital site and any error messages appearing However in the first instance please review the above common problems to see if this resolves the issue 2 4 User Account Permissions Your role within practice and placements dictates what user permissions you have to access and edit information within the PEP The two levels are e View only Facilitators Mentors Educators e Edit rights In accordance with local Trust OR placement area policy Only those users with editable rights can update profiles to reflect changes within their host hospital or trust 3 PEP Homepage amp Menus Overview On successful login to the PEP the homepage appears It consists of a menu bar a search field icon key and details of all practice profiles to which you are assigned If you are associated with a number of PEPs all will appear but over a number of Practice Environment Status Active De Active All Current Edit Status All Being Edited By You Being Edited By Someone Else Not Being Edited Number of hosts 1493 i Checked Out B Check Status Practice Environment Name View To Out LII Y JASB ASHBURTON AMBULANCE STATION WEST DIVISION On i 7 m Figure 9 PEP Homepage Ce DOpDI Plymouth Online Practice Placement Information WWW p mouth ac uk O
39. st Surname Email pepsupport plymouth ac uk Mentor s Status Job Title Team Leader Professional Registration Type of Practitioner Mentor Educator ENB998 Date Qualification 24 05 2008 Preparation Obtained Qualification Type of Update Face to Face an 05 10 2014 Completed Mentor Educator Status Mentor Nurse Adult Triennial Review Date Completed Triennial Review Due Date Please Select 25 02 2013 25 02 2016 For a new mentor joining the register the Triennial Review Completed date should be the same as the Date Qualification Obtained date The date for Triennial Review Due should always be exactly three years after the completed date e Once all your mentor information has been entered click on Save Changes e Now you need to link the mentor to a host without linking the mentor to a placement they will not appear on any reports Click on the Link Mentor to hosts button Mentor Name TEST TEST Current Sequence 1 Creation Date 24 06 2015 Mentor Info Linked Placements Reports Linked Hosts No hosts currently linked e Once you have found your host click Link O Ce POPP looser Www plymouth ac uk poppi Link Mentor to hosts Page 40 PEP User Guide v2 2 Link to this host Link Your mentor is now linked to the placement area and will appear on the mentor list 7 7 How to Amend Mentor Details e Click on the Mentors section ros IKST Change Details Log
40. t Evaluations Evaluations Report Evaluations All users PEPs Evaluations for All of Users PEPS Facilitators Checklist Facilitators Checklist Facilities Facilities Report Figure 20 Radio button selection for reports This function may be useful when running the reports such as Students on Host report this will show students on host for all placements you have access to Live Mentor Register this will show live mentors for all your PEPs and Audit Action Plan this will show all audit action plans for your PEPs 6 Step by Step Guide to EDIT Information e Login to PEP see section 2 2 e Navigate to your PEP see section 3 e Click on the Check Out Icon Figure 21 to amend the profile This will take you to the profile homepage Figure 22 O C M Plymouth Online Practice POPP losers www plymouth ac uk poppi Page 21 PEP User Guide v2 2 CONNECT amp kerra thomson plymouth ac uk WIT Hosts Mentors Help Change Details Log Out H PLYMOUTH UNIVERSITY Practice Environment v Available You are editin Status 9 Active De Active All Checked out by someone else Current Edit Status All Being Edited By You Being Edited By Someone Else Not Being Edited Number of hosts 1 Status Practice EnvironmentName Checked Out To View Check Out Undo Check Out Check In Next Audit Due Date Last Checked In v 5 PEP TEST WARD Deactive eels 5 23 06 2017 24 06 2015 Figure 21 PEP Homepag
41. t is 4 Max No Regular Branch Basis Adult z Child Clinical Psychology Dietetics Figure 25 Capacity Plymouth Online Practice Ce Poppi www plymouth ac uk poppi Page 26 PEP User Guide v2 2 6 4 4 Mentors Educators Register This section allows you to see mentors linked to a specific PEP The screen automatically shows all active mentors with an in date triennial review and mentor update Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host PEP Log Linked Mentors Link Mentors to host The following Mentors are currently linked to PEP TEST WARD Show all mentors Show only active mentors within B Host needs to be checked in for link unlink to be completed review date amp Linked to another PEP current user has no rights to edit Display Professional Triennial Next Mentor FT Registration Date Qualification Review Review Surname Forename Job Title Status PT Type of Practitioner Qualification Obtained Status Due Date Test Mentor Mentor Trainer ET Nurse Adult ENB908 22 06 2015 Active 22 06 2018 Unlink 02 06 2016 Figure 26 Active Mentors with in date Triennial Review and Mentor Update lf you want to see all mentors linked to the host active and deactive change the radio button to Show all
42. t level from GEN XXX PEP templates where XXX is your Trust name On completion of changes to a GEN notify epsupport plymouth ac uk to ensure the changes are populated across all PEPs within your Trust or placement area O POPPI www plymouth ac uk poppi Page 23 PEP User Guide v2 2 Information can be amended by individual placement host areas by a user with editable rights 6 3 Generic PEPs Placements prefixed with GEN are generic PEPs These PEPs allow you to enter data at a Trust or Hospital level i e policies procedures which are applicable across the whole Trust Meaning you only need enter this information once e g GEN PLYMOUTH In this example you can enter data on the PEP which is HOSPITALS NHS TRUST applicable to any placement areas within Plymouth Hospitals Le policies procedures health and safety information PDT leads have permission to edit GEN PEPs El If you have the right to Check In a placement area you may see the Check In icon here regardless of whether it is you that has Checked Out the PEP 6 4 Editing the PEP e Check Out the PEP and you are now ready to edit LI The website has a timeout setting If there is inactivity for 30 minutes you will be automatically logged out and have to start again Therefore whilst editing your PEP make sure you regularly save the information so you do not lose any data TOP TIP In practice you may find it easier to copy information from a Word document
43. th ac uk poppi Page 32 PEP User Guide v2 2 6 4 14 PEP Log This shows when the PEP was checked in checked out when and who by This is a good way to see when the profile was last reviewed Scroll to the bottom to see the most recent check in check out PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log Logs Sequence ID User Name Type Log Date Log Time 2 Ms Sarah Warne CheckOut 13 11 2014 15 21 54 Ms Sarah Warne Checkin 13 11 2014 15 22 36 Mrs Kerra Thomson CheckOut 25 11 2014 10 54 46 Mrs Kerra Thomson Checkin 25 11 2014 11 24 55 Ms Chris Simpson CheckOut 29 01 2015 10 34 29 Ms Chris Simpson Checkin 29 01 2015 10 34 47 Figure 37 PEP Log 6 4 15 Edit Complete The Final Steps e Once you have updated your PEP you need to check it back in e Todo this click on Submit Changes Figure 38 Placement Name PEP TEST WARD New Sequence 90 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host PEP Log Save Changes No changes mad Submit Changes delden Audit Workplace Agreement Capacity Overview Student Introduction Contacts Placement Name PEP TEST WARD Trust or Independent
44. those associated with supporting learners in practice and for those with an interest in practice learning Whether you are a practice supervisor mentor educator or service user there is information on POPPI to help The POPPI website is an integral part of the Plymouth University website and is located at www plymouth ac uk poppi We are working with practice providers staff and students to ensure that we make available relevant information on POPPI without the need to log in or to register including e Online access to PEP amp POW e Audits e Mentor centre e Travel amp accommodation e Policies procedures amp guidelines e Occupational health e Disability Assist Service e Course documentation e Useful contacts lf there is any further information you wish to see on POPPI or you wish to contact the POPPI web team please email poppi plymouth ac uk O POPP hrs www plymouth ac uk poppi Page 5 PEP User Guide v2 2 1 3 Practice Environment Profile PEP PEP has benefits for both practice placement area staff and healthcare students Each placement area has ownership of the information contained on their PEP with the ability to update their profile Placement areas can view live information about students allocated to their area and can access reports on specific placement information Much of the information held on the PEPs is viewable to students who are allocated to that placement area The students are therefor
45. uration Audit Action Plan Students on Host PEP Log Audit Group Settings Placement is Audit Group Update Audit Group Settings Clustered Host Audit group display name Note Any amendments to this placement audit configuration type must be checked in before this PEP can be linked to other PEPs Current Clustered Hosts Add New Clustered Hosts No hosts currently linked Figure 32 Audit Configuration fe Ce POPPEN uw plymouth ac uk poppi Page 30 PEP User Guide v2 2 6 4 10 Audit Action Plan This section shows the audit plans The default radio button is to show uncompleted actions only If you amend this you can see all actions and when they were completed see Figure 33 PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit Configuration Audit Action Plan Students on Host Reports Documents PEP Log Audit Actions Due Date Key Person Action Standard Completed Show all actions 08 09 2014 GK amp AW As 2 1 Show only uncompleted actions 12 09 2014 Gavin Kelly Anny Willett Liaise with Alison and Graham regarding situation of lack of mentors Figure 33 Audit Action Plan 6 4 11 Students on Host This section shows the students on host for the given date sections PEP Setup General Learning Environment Capacity Mentors Educators Register Facilities Travel Health amp Safety Policies amp Procedures Audit
46. www p mouth AC uk O Page 8 PEP User Guide v2 2 d Log Out To exit ihe website click the Log Out button on the PEP main menu bar Figure 4 2 3 Login Trouble Shooting In some instances a user may experience difficulties logging onto PEP Below are common reasons why this may be the case with remedies 2 3 1 Pop up Blockers li the Pop up Blocker remains switched on you will receive the following message to the top left of the web browser click on it and select Always Allow Pop ups from This Site Alternatively if you have the pop ups blocked icon in the bottom right of the screen click on the icon and select Add this site to the trusted URLs list If the problem persists contact pepsupport plymouth ac uk Add this site to the trusted URLS list Figure 8 Add this site to the trusted URLs List Message 2 3 2 Forgotten Password The PEP homepage contains a link for forgotten passwords Click on the link and your password will automatically be sent to your registered email account If this does not solve the problem email pepsupport plymouth ac uk from your registered email account including your full name trust independent sector and or placement Plym Plac Ce POPPIE ET www plymouth ac uk poppi Page 9 Search Field PEP User Guide v2 2 name learning community and details of any technical error message you may have received 2 3 3 Any other issues Any problems accessing this

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