JJIS FACILITY MANAGEMENT SYSTEM TRAINING

Size: px

Start display at page:

Download "JJIS FACILITY MANAGEMENT SYSTEM TRAINING"

Sharleen Lucas
6 years ago
Views:

Report Suicide Precautions - Report Special Needs Facility Inspections - Contraband

1 JJIS FACILITY MANAGEMENT SYSTEM TRAINING This presentation covers the documentation required to enter the following: JDOS PART 2 Youth Management - Youth Grievance - Report Suicide Precautions - Report Special Needs Facility Inspections - Contraband Inspection - Perimeter Inspection Facility Management - Meeting Minutes - Short Term Groups

2 Click on Facility Management System Module

3 Select your Facility in the drop down box and then click GO

4 Youth Management Module Youth Grievance Select Youth Grievance

5 Youth Grievance search options There are 3 ways to search for grievances: 1. DJJ ID 2. Youth Last & First name 3. Date frames Select Youth Grievance Once completed select Find

6 Youth Grievance Once a search is completed the user can select an existing grievance to view or edit or the Add button can be selected if a new grievance is to be created.

7 Youth Grievance 1. Select your name from the Staff Name drop down box 2. Select a youth from the Youth Name drop down box (this will have all youths in census listed) 3. Completed grievance and action taken fields

8 Youth Grievance Once all fields are entered select save Note: There are character counters and spell checks for all narrative boxes

9 Youth Grievance Staff can also upload any attachment or grievance document. 1. Select Browse and a pop up window will appear 2. Find and select your document you want to upload and select Open

10 Youth Grievance 3. The document can now be seen as ready to upload 4. Select the Save Grievance button to save the attachment

11 Youth Grievance To view a uploaded document a user must select Open Document A pop up will appear to allow the user to open or save the document so they can view it.

12 Youth Management Module Report Suicide Precautions Select Report Suicide Precautions from drop down under Youth Management

13 Report Suicide Precautions There are 3 ways to search for Suicide Precautions: 1. DJJ ID 2. Youth Last & First name 3. Date frames Once you have completed your desired search criteria select Find User can select an existing report to view or edit or click Add button to create a new report. The Add will not highlight until an initial search has been completed so a user can add a new precaution

14 Report Suicide Precautions 1. Complete the fields as required/needed for your report. 2. A Narrative with specifics is required. 3. Ensure all dates and times are accurate. 4. Once all fields are completed select Save RSP button.

15 Report Suicide Precautions Once saved other selection be come available 1. Report 2. Observation Log 3. Show Search takes user back to search screen 4. Delete deletes precaution inputted

16 Report Suicide Precautions To view Suicide Precautions report Select Report and click on open for adobe document

17 Report Suicide Precautions Above is an example of report Users can print and sign document

18 Report Suicide Precautions To view Observation Log Select Observation Log button and click on open for adobe document

19 Report Suicide Precautions Above is an example of the Observation Log that staff can print

20 Report of Special Needs To report Special Needs select Report Special Needs from Youth Management Drop Down

21 Report Special Needs There are 3 ways to search for reports of special needs: 1. DJJ ID 2. Youth Last & First name 3. Date frames Once completed select Find

22 Report Special Needs Once a search is completed any results will be listed. Users can select an existing report to view or edit or Add if a new Report of Special Needs should be created.

23 Report Special Needs 1. Select a youth from drop down box. 2. Check off special need(s). 3. Input narrative as required. 4. Select Save. Note: There is a character counter for text box and spell check.

24 Report Special Needs Special Needs Review and Assessment Once the special need has been saved the Special Needs Review & Special Needs Assessment buttons can be selected.

25 Special Needs Review There are 4 different Special Needs reviews. 1. Supervisor Special Needs Review 2. Administration Special Needs Review 3. Mental Health Special Needs Review 4. Medical Special Needs Review Each can only be completed by staff with the appropriate permissions by clicking on the Desired Tab and selecting Add

26 Special Needs Assessment Button Special Needs Assessments will be inputted by selecting the correct tabs. Users will need to input Current Mental Status, Recommendations, and Signatures. These can all be inputted by selecting correct tab then entering data and selecting Save They can be modified after saved by selecting edit.

27 Facility Inspections

28 Contraband Inspections Must complete both Day Room and Sleeping Room tabs. Anything with a * is MANDATORY Report is per shift / per Mod Search options are Staff Name or Date Range.

29 Contraband Inspections After search is completed, ADD button becomes enabled.

30 Contraband Inspections User must enter Date and time of inspection, which staff completed the inspection, what shift the inspection was completed on, as well as what mod was inspected.

31 Contraband Inspections ~ Day Room Tab User must go down the list and answer all needed questions with a Yes, No or N/A. All No s require a comment of at least 15 characters. User can decide if a Maintenance order or an notifying Supervisors of the inspection results is needed. They all default to No.

32 Contraband Inspections ~ Sleeping Room Tab Each sleeping room must be visually checked for contraband during each shift. Any unsatisfactory conditions should be documented as well as actions taken as a result. If a Maintenance order or to all Supervisors is needed then user can select them. They all default to No.

If you wish to complete the report those items must be addressed.

33 Contraband Inspections ~WARNING MESSAGES Be sure to check top of form for error messages. When you hit save a check looks to see if report is complete and outlines all remaining items at the top of the screen. If you wish to complete the report those items must be addressed. If you exit this report and come back later those items will still be outlined at the top of the report so user will know what needs to be documented for that report to be completed. If the system finds the report is complete then it will be marked as such automatically.

34 Contraband Inspections Once marked COMPLETE, user can PRINT the report, by selecting the Print button

35 Contraband Inspections To Print, you must first VIEW.

36 Sample Contraband Check Report

37 Sample Automated

38 Perimeter Checks

39 Perimeter Checks Search again is by Staff Name or Date range. User must select search criteria before staff name or date can be inputted.

40 Perimeter Checks Once initial search is complete then user can select a previously completed perimeter check to view or edit or the ADD Button has become enabled so the user can create a new perimeter check.

41 Perimeter Checks Select Staff Edit Date/Time as appropriate Enter Comments [minimum of 15 characters.] SAVE

42 Perimeter Checks Once Saved the Perimeter Check can be edited if necessary.

43 Facility Management Meeting Minutes While all staff have access to this module only those requested by facility administration will need to work in this module.

Facility Management Meeting Minutes This module allows staff to search for data related to a previous meeting, correct data related to a meeting that has already been entered or add data to document

44 Facility Management Meeting Minutes This module allows staff to search for data related to a previous meeting, correct data related to a meeting that has already been entered or add data to document a meeting that has already taken place. Staff can search for a meeting using just a date range or by date range and meeting type by selecting the options at the top and entering the required data before clicking the search button. Then click select next to the meeting you want to look at or correct.

45 Facility Management Meeting Minutes You can use the report button to get a copy of the meeting minutes.

46 Facility Management Meeting Minutes Here is a sample of what the meeting minutes will look like.

47 Facility Management Meeting Minutes If a correction is needed then scroll to the bottom to hit the Edit button.

48 Facility Management Meeting Minutes Make needed corrections and then click save.

49 Facility Management Meeting Minutes In order to add a new meeting you must search for the meeting first. Once you confirm the meeting has not already been entered then the system will allow user to click the Add button. 2 1

50 Facility Management Meeting Minutes Enter all required data noting that all items indicated with an asterisk * are required for save. All agenda items should be entered in this text box. A run down of the actual minutes should be inputted as well. This will be a list of all staff at the facility that have JJIS access. Select the names of all staff that attended the meeting and click the arrow key. Hold the control key to select many staff at the same time. Double arrow brings over all staff on the list so if all but one attended it may be easier to bring all staff over and then just removed the one that missed.

51 Facility Management Meeting Minutes Any staff or guests that are not in JJIS can be added by typing in their name and clicking the arrow. You are also able to upload a copy of the agenda if you prefer that over typing in the agenda items Once complete then hit the save button.

52 Facility Management Meeting Minutes Once saved the agenda is available by hitting the open document link at the bottom of the screen. If user selects the wrong document in error then simply click the edit button and click the remove document button and you will be able to add another document as needed Edit 3. Remove Document button

53 Facility Management SHORT TERM GROUPS

54 Facility Management SHORT TERM GROUPS Click in a date range and Search Group button in order to see all groups that were held in your facility. Click select next to any group you would like to view or edit.

55 Facility Management SHORT TERM GROUPS Click edit to make any needed updates.

56 Facility Management SHORT TERM GROUPS Once corrections have been made then click Save.

57 Facility Management SHORT TERM GROUPS Adding a New Group Select the begin and end dates of the group. Then type in the group name. Click, Search Group button. If group is not found then click Add Group button.

58 Facility Management SHORT TERM GROUPS Add required data and click save. Remember all data with an asterisk * is required.

59 Facility Management SHORT TERM GROUPS Click Add youth button then select from the drop down each youth that was present during the group. 1 List of Youth Names 2. Select each youth name from list. Document if youth participated in group by selecting check box and then any addition comments are optional. When you are done hit save and repeat for each youth in group.

60 Facility Management SHORT TERM GROUPS 1 Each youth should be listed in the grid when you are done. Click Add Youth button to add an additional youth and Select to edit or delete a youth listed in error. DJJ IDs and Youth Names 2 Youth Name Select Edit or Delete as needed.

61 The End! If you have any questions regarding the Facility Management Module policy and procedure please contact your facility Superintendent. If you have any questions about the software then please contact your local DIO

YOUTH PLACEMENT - FACILITY Residential Services

YOUTH PLACEMENT - FACILITY Residential Services Table of Contents Admitting Youth... 2 Finding a Youth... 3 Placing a Youth... 4 Custody Unit... 4 Admit Reason... 5 Admit Date and Time... 5 Projected Release