PEP: How to Login and use Practice Environment Profile Date Written 6 th June 2018 Date Updated

Transcription

1 PEP: How to Login and use Practice Environment Profile Date Written 6 th June 2018 Date Updated How to login to PEP... 2 How to view students allocated to your placement host... 5 How to update and amend your placement host information on PEP... 7 PEP profile layout and useful information Pulling reports and data through PEP PEP mentor register Navigating and using the site PEP mentor register Creating and maintaining mentor records Placement Audit Tool Help and Support Glossary Placement Systems Team 1

2 How to login to PEP Now Do This 1. To login to PEP, go to our POPPI website 2. Click Health: placement provider information 3. Now click on Practice Environment Profile (PEP) information or you can log directly into the PEP website by selecting Login to PEP 2 Faculty of Health & Human Sciences

3 4. Selecting Practice Environment Profile (PEP) information, you can view the PEP user guide for a more detailed insight on using the PEP website or you can select PEP login: 5. This will take you to the PEP login page. Enter your username, which will be your registered address and your password. Placement Systems Team 3

4 6. For a password reminder, when you get to the login screen click on the link circled below If you have forgotten your password, please click HERE. This will you a link to reset your password. 7. Add PEP to your bookmarks/ favourite sites on your internet browser to easily access the website: 8. If you have any problems logging in, please pepsupport@plymouth.ac.uk for assistance. 4 Faculty of Health & Human Sciences

5 How to view students allocated to your placement host Now Do This 1. To view students allocated to your placement host click on the View Icon 2. Click on the Students on Host tab from PEP profile menu 3. Enter the Date From & Date To range that you wish to search for students within your placement area. Please ensure you enter the correct dates. If no dates range is entered, you will not see your student allocations. Placement Systems Team 5

6 4. Click on Show Students to detail your students. You can also filter to list to show all students or only active students. 5. Any student(s) allocated to your placement host will be detailed: 6. If your host has no student allocations for the requested date range, PEP will display the following message: 6 Faculty of Health & Human Sciences

7 How to update and amend your placement host information on PEP Caution N.B. There are two levels of access to PEP: read only and edit access. The following is only available to users with edit access. Now Do This 1. To updated information on PEP, use the Check Out function 2. Scroll through the PEP profile to amend and complete the changes you wish to make and click Save Changes. PEP will confirm changes have been saved with the following message at the top of the site: Please note PEP will automatically time out after 30 minutes of inactivity. Save changes regularly to avoid loss of data. Placement Systems Team 7

8 3. You can edit all information within a PEP profile except for that which appears with a purple heading. To amend this information, see step When you have finished your changes to PEP, you need to complete the amendments by selecting Submit Changes. 5. You will be asked if you have finished your changes and asked to Check In the PEP host. Select the Check In button to save all information recorded and complete the editing process. 8 Faculty of Health & Human Sciences

9 6. If you wish to continue making amendments or to select another PEP Host, you can select Take me back to the host list. Please note selecting this option will not complete the changes you have saved and the host will remain checked out by you: 7. To change any information that appears under a purple heading, or to amend PEP contacts please pepsupport@plymouth.ac.uk Placement Systems Team 9

10 PEP profile layout and useful information Now Do This 1. PEP is a system used by many programmes: Nursing, Midwifery, Paramedicine, Physiotherapy etc. You can detail information about your placement host using the relevant tabs. This will allow you detail information that best represents your host to potential students. 2. The following tabs are presented on PEP when viewed or checked out: Some tabs, such as General, are split into sections: 3. Here is a run through of some useful, popular tabs on PEP and what each area represents: General This is the tab that the profile automatically opens up on and gives you access to the general placement information: Placement Overview this tab gives the overview of information e.g. placement name, address etc. Contacts these are the placement contacts. All those listed within the Contacts section also have access to PEP Student Introduction This is where your trust/ placement overview can be stored and displayed. General information that you d like to tell the student before they start placement with you, for example, an overview of the team structure, who to report to on the first day etc. Learning Environment This is where you put your own welcome to the student include any information you see fit that helps inform and educate students about their placement. Information can be as bespoke and detailed as you wish. Students on Host This tab is where you input dates and search to see students that are allocated to you within the selected date range. Facilities This is where you can input any facilities specific information for the student to see. For example whether there is a staff room, and what facilities in the staff room are available. Travel Use this section if you want the student to know anything specific about travel, for example if there is any staff parking available. 10 Faculty of Health & Human Sciences

11 Pulling reports and data through PEP Now Do This 1. PEP users can run reports or extract data about their placement host through the Reports section of Practice Environment Profile. You can use reports to find student evaluations about your placement host or export a report that details your mentor register. 2. To view reports, find your PEP hosts and select the View button Within the PEP host, look for the Reports tab 3. You will then be presented with the Reports that are available to you Placement Systems Team 11

12 4. You can choose to adjust your report source, if you have access to multiple PEP hosts. This will reflect the information pulled by your chosen report. Run report for select PEP: this option will see the chosen report only pull data for the placement host you have selected for viewing. Run report for all user s PEPs: If you have access to more than one host, selecting this option will pull data for all hosts available to you. Run report for all PEPs in current search: If you have access to multiple hosts you can refine this on PEP through searching. By searching, you can filter your data e.g. only searching OCC THERAPY placement hosts - your report will only pull this information. 5. To pull a report, select your chosen report and click on the link 6. Some reports will pull the data immediately. Other reports will have an additional menu where you need to detail some information. For example: Student evaluation reports feature a date range prompt: You need to confirm the values and fields you wish to report on before you can pull the report data. Once confirmed, select OK 7. When a report is pulling the data requested, the following menu may appear. Please allow patience for the report to process the request. 12 Faculty of Health & Human Sciences

13 8. When a report has completed pulling the data, the webpage will present the information and it will also detail this menu: 9. With the report complete, you can now export and extract the data by selecting the Export this report' icon from the above menu 10. This will then open the Export menu. You need to identify the file format you wish to export the data onto: Some reports have the file format required detailed in the report name: The file formats available are: PDF, Microsoft Excel, Microsoft Excel Data-Only, Microsoft Word. 11. Once completed, select the Export button to save the report to your machine. You can now open this report in the required software. Placement Systems Team 13

14 PEP mentor register Navigating and using the site Now Do This 1. PEP supports a live mentor register for all placement hosts. This can be accessed through the Mentors tab visible: 2. Within the Mentors tab, you will be presented with the following menu: All mentors available to you will be shown as the Status displays all Active, Deactive and Archived mentors by default: You can toggle and adjust this view as desired. 3. The headings below highlight information from a mentor record: 4. PEP mentor register uses a traffic light system to detail the status of a mentor s update/ triennial review. Green light indicates this mentor s update record is up-to-date. It is over a month before the specified renewal date. Amber light indicates that this mentor s update record is within a month of the specified renewal date. Red light indicates that this mentor s update record has expired and surpassed the specified renewal date. 5. If you wish to find a specific mentor record, you can search by Forename, Surname or Address: 14 Faculty of Health & Human Sciences

15 6. address field is the assured way to locate a mentor record as the field will search against the entire register - including those you do not have access to. You have to search for the entire record e.g. simply will not work. Example: Using the Address field, we will search for account: testmentor2@plymouth.ac.uk as it is unavailable within the list of mentors. We have been unable to locate the mentor record, as access is not held, but the website has prompted the below response: By selecting the hhsplacementcompliance@plymouth.ac.uk prompted above, the below will be generated: This request will allow the missing mentor record to be attached to a requested host. Where it states *Type here* detail the placement host you wish for this mentor to be link & assigned. Placement Systems Team 15

16 7. PEP mentor register will detail the number of mentors available within your current search: 8. If you have access to more than one page of mentors, you can navigate these use the following buttons: PEP mentor register Creating and maintaining mentor records Now Do This 1. To create new mentors on the PEP mentor register, click on the Mentors tab: to present the menu below: Look for the Create New Mentor button: 2. The Create New Mentor/ Educator menu is then presented: 16 Faculty of Health & Human Sciences

17 The blue fields of information should be completed to record your mentor details. address is a mandatory field for a record. 3. There are different types of fields within a mentor record: Text fields must be populated with typed data or information pasted from clipboard: Some fields feature drop down menus: For date confirmation fields, a calendar is presented allowing you to choose the date: Placement Systems Team 17

18 4. There are rules built into the Create New Mentor/ Educator menu formed from the governing body of the selected Professional Registration i.e. Nursing and Midwifery Council NMC or Health and Care Professions Council HCPC. 5. We recommend detailing a mentor record as fully and complete as possible, in order to satisfy the rules in place that determine a mentors status as an active or deactive mentor. e.g: a mentor with the professional registration Nurse Adult/ Child/ Mental Health must have their qualification detailed. They also require the mentor update to be within 1 year & date joined local mentor register/ triennial review field must be under 3 years old. 6. Once you have completed recording the information for your mentor, select the Save Changes button: 7. Once you have saved your changes you will be taken to the Link Placements menu: It is essential that you link your created mentor before leaving this menu. Click on Link Mentor to hosts to begin linking your mentor: This will present the available hosts for you to link your mentor 18 Faculty of Health & Human Sciences

19 You can filter out your host if required using the search box to the right hand side of the page. Once your host is found, you must press the link button: 8. After you have linked your mentor the menu will update and show the newly linked host. You can choose to unlink the host if required. 9. Important: If you do not link a mentor at this stage and leave this menu to return to another section of PEP, you will lose access to this mentor. To recover any lost mentors, or if you have tried to create a mentor/ educator that already exists see - Navigating and using the PEP mentor register - section of this guide in order to recover this account. 10. If you wish to amend an existing mentor record, you can edit the information recorded by selecting Check Out 11. You can Archive an existing mentor by selecting the Archive Mentor tickbox: Placement Systems Team 19

20 12. To complete the desired changes and save them, first use the Save Changes button 13. The site will confirm this changes have been saved successfully at the top of the page: 14. Once you have completed all desired changes, you need to Check In the mentor record: Placement Audit Tool Now Do This 1. If you are a user with edit access to PEP, you will also be able to access the Placement Audit Tool. 2. To locate the Audit Tool, head over to the following section on the POPPI website: Then select the Online audit tool link arrow: 20 Faculty of Health & Human Sciences

21 3. For any queries, questions or support for the Online Audit Tool the Compliance team: Help and Support Now Do This 1. For support on any issues relating to Practice Environment Profile, contact 2. PEP support is monitored Monday Thursday 08:30 17:00 and Friday 08:30-16: We endeavour to acknowledge all queries as soon as operationally possible, within one working week. 4. If you require help understanding the 3 letter prefixes that precedes all PEP hosts names e.g. BOD is Bodmin - look to PEP section of the POPPI pages: Under Useful Information, look for the Prefixes PDF file. Placement Systems Team 21

22 Glossary Term POPPI PEP View Check Out Check In Read Only Edit Access Mentor Definition Plymouth Online Practice Placement Information Practice Environment Profile View grants a PEP user the option to review and look through information on a placement host or mentor, without the option to edit or amend. Check Out grants a PEP user edit access to change, amend and shape information about a placement/ mentor. Check In is the conclusion and submittal of amended information on a placement host/ mentor. This saves and records any changes made by a user. Read Only is a level for PEP users that allows them to view information. They cannot check out or check in hosts/ mentors. Edit access grants a user the ability to amend and edit information on PEP, as well as view information. Mentors are practice educators that are responsible and accountable for student learning activities in practice. 22 Faculty of Health & Human Sciences