Instructions for Using the Partners for Quality Database (Toby)

Transcription

1 Instructions for Using the Partners for Quality Database (Toby) 1. Accessing Toby First-time Login procedures for Toby: Click on Forgot Password Click on Forgot Password. This will bring up a new screen. Enter your address Page 1

2 The system will then send you an . Go into your and click on the link provided to reset/create your password. Login to Toby using the link provided, and bookmark the following link: 2. General orientation Specialist Home Page Once your account is set up, each time you log in, you will see your specialist home page: List of active plans. Click on the plans to get to the details (schedule, documents, etc.) Also note Tools section, which includes a link to the PITC.org specialist page, the RSN Network contact list, a guide to the icons you will see throughout Toby, and other helpful documents and links. Page 2

3 3. Entering a plan schedule To enter the plan schedule, open the link to the plan: Go to the Services Tab. Click on the Add Planned Service link to enter each event into your plan schedule. Page 3

4 Each planned service has details about the service type, topic, duration, etc: Enter the details of each event (date, time, service type, topic, etc.). Important notes: 1. Please enter event duration as half- or whole-hour increments only. 2. If your plan is a combined plan where multiple sites are receiving services under one plan, please be sure to select the proper site name (or All for fullgroup events such as trainings). When done entering details of each service, click Create Service. When you re finished entering your schedule and want to submit it for approval, click on the box in the upper right-hand corner that says Change Status. Select the option on the pull-down mentu to Submit this plan for approval : Page 4

5 Change Status/Submit this plan for approval. You can add a note explaining any details that you want to convey to the Regional Coordinator, who will receive an automatic notification regarding the plan status once you click submit. Submit button Page 5

6 Uploading a Progress Report or QIP To upload a progress report/qip Documents tab on your plan screen. Select the tab that says Documents. Progress reports for the plan are listed here. To add a new one, click on +Add Document Add Document. Please save your progress reports in the following format: May_2011_SiteName_5321 This will open a new window, where you can browse documents on your computer and upload the desired file: Page 6

7 Click Browse to select the file from your computer and type notes into the description box if desired. Then click Save. Page 7

8 Printing a Sign-in Sheet After profiles have been received by the office and entered into the database, you can access a sign-in sheet from the Participants tab of the plan, under the Print menu at the bottom of the screen: Note that names don t appear on the list until profiles have been received by the office and entered. Also be aware that on the printed sign-in sheet, all active participants names will print. If there are participants in the plan who are no longer active, please contact your PQ Assistant so they can inactivate those participants. Please remember that anyone new to the plan must complete a profile (so it s a good idea to have a few extra profile forms on hand even after the initial Getting Acquainted session). Page 8

9 Printing an Attendance Log To print a blank attendance log, go to the Services tab of the plan, and choose Blank Attendance Log from the Print menu at the bottom of the screen: Page 9

10 Printing a Schedule v. Actual Report To print a Scheduled v. Actual report, go to the Services tab of the plan, and choose Schedule v Actual from the Print menu at the bottom of the screen: Page 10

11 Academic Enrollment Status After academic enrollment paperwork (intent to register forms, payments, etc.) has been processed by the office, you can verify the status of the enrollments under the Credit tab of the plan. Group information such as semester, class number, etc, can be found under the credit details in the box at the top of the screen, and the status of individual students enrollments can be seen under the list of names (as a reminder, a guide to the icons used throughout Toby can be accessed under the Tools menu on your Specialist home page, see page 2 above). Page 11

12 Getting Help Any questions? Please contact one of us in the office: Susanna Camp or Melissa Clason or Matt Gunnison or Page 12