Program Monitoring and Management overview. Administrative User Permission

Transcription

1 Program Monitoring and Management overview Administrative User Permission

2 Branch Specific O This role is designed to allow each branch to designate a specific person to act as an administrator. The job of the administrator is to create monitoring teams, assign staff to those teams and assign them the role of supervisor, monitor acting as a supervisor or monitor. Further the administrator will be given the option to be notified each time a new program is added to PMM so that they can assign it to the appropriate monitoring team. Not all administrators will need to get these notifications at all times so this is a function that is easily changed by any person with administrator permissions. O As a point of information the supervisor of a team, as well as any monitor acting as a supervisor has the ability to adjust team roles as needed. This means they can make any Monitor on the Team act as Supervisor or take that permission away as needed.

3 Administrator Dashboard Menu items on the left do not require a program to be selected in order to choose them. Items on the right are program specific and require a program to be selected before you can select the module.

4 Each screen in PMM has a home link in the top left corner to bring the user back to the home page whenever needed. Each screen also reflects the current program the user has been working with.

5 Administrator Modules O = Program not needed O Team Management O designee O Contract Assignment O Contract unassignment O Group Contracts O Inherit contracts O Chronologicals = Program needed Document Library Contract/Program Review Contract Amendment Review Risk Assessment Monitoring Plan Monitoring Summary Deficiency review Reports

6 Team Management Click New to add a new team or Select to Edit or Delete an existing Team. On the Team Management screen is a list of all the current Monitoring Teams across the state. As an administrator the user can add a new team, edit an existing team and delete a team once it has no members assigned to it. In this area a user can also add staff to any team as needed.

7 Team Management ~ Creating a New Team O When a user selects the New button a work box appears after the listing of current teams. This allows the user to build a new Monitoring team. O Steps: Name the team Select the search supervisor button to select a supervisor of this new team. This step is outlined on the next slide. Select a region Designate the team as not contracted.[contracted functionality is not working] Click Save button to create the team Once the team has been created then the user can add members to the team.

8 Team Management ~ Supervisor search O Once you click search supervisor a staff search box is becomes available. O Type in at least 2 characters of first and last name and click find. O PMM should offer you all matches of staff that have PMM module and Monitoring Team member permissions. O Then select from options given.

9 Team Management A contracted team is for a Provider that has contracted with DJJ to provide a service and then in turn subcontracts that service to other agencies. Re-Direction is the best example we have. This functionality may be used in other ways as well. O Then select a region and whether the team is contracted or not contracted and click save. O Upon save the system will check to see if the team name is the same as any team name already being used and if so will give the user an error: Team name selected is the same as an existing team. Please adjust team name prior to save.

10 Team Management O Once saved the new team should reflect alphabetically on the team listing. O In order to update an existing team click select.

11 Team Management O PMM will then allow you to Edit selected team, including changing who the supervisor is, Delete selected team, or add monitors to the team.

12 Team Management ~ Editing a Team O Edit allows you to change the Team name, the supervisor of the team and or the Region the team is located in. O Contracted is not an editable field. If a mistake is made in selecting contracted or Not contracted then the team must be deleted and created again. O Once changes have been made click save. O Upon save a check will be completed to be sure the Team name is not the same as any current team name before save will be completed.

13 Team Management ~ Adding Monitors to a Team When user clicks the add a monitor button a new work area appears where user can search for a user to add to the team and give them act as supervisor permissions if needed.

14 Team Management ~ Adding Monitors to a Team O Search Monitor gives user a search screen where they can enter as few as two characters for each name and hit find. O List returned will be all users that match search criteria that also have PMM Module assigned and Monitoring Team member permissions. O User must click select next to the desired user then system will return to the previous work area.

15 Team Management ~ Adding Monitors to a Team O Act as a Supervisor is a required selection before clicking save. This gives the selected person the ability to approve work items assigned to that team, assign needed staff act as supervisor permissions and assign programs to staff assigned to that team.

16 Team Management ~ Adding Monitors to a Team O Once saved the Monitors name will show up at the bottom of the work area. O User should repeat the steps as needed to add all needed staff to that team.

17 Team Management ~ Editing and Deleting a Monitor O Click select next to the monitor you wish to update or remove from the team.

18 Team Management ~ Editing and Deleting a Monitor O Click Edit to adjust act as supervisor from No to Yes or from Yes to No or to select a different staff person if the person selected is incorrect. O Click Delete to remove this user from the team.

19 Team Management ~ Removing a Monitor from a Team O Each time you click delete a warning message should appear.

20 Team Management ~ Removing a Monitor from a Team O To affirm deletion click OK. O If not click cancel

21 Team Management ~ Deleting a Team O Delete button does not become enabled if a team has contracts assigned to it or if it has monitors assigned to it. O In order to remove a team a user must first re-assign any contracts associated with that team and then remove any monitors assigned to that team.

22 Team Management ~ Deleting a Team O Once the last Monitor has been removed from the Team then the delete button becomes activated so user can remove the team from the listing. Once clicked a warning message should appear.

23 Team Management ~ Deleting a Team O To affirm deletion click OK. O If not click cancel

24 Team Management ~ Deleting a Team O After delete screen should refresh and return you to the now current list of team options available in PMM.

25 Designee List O This screen allows Administrator to designate who should get s for each branch. O s will be sent in the following 4 scenarios: 1. Each time a new program feeds into PMM that needs to be assigned to a team. 2. Each time an item on a CR is incorrect and needs to be corrected with Contracts. 3. Each time a contract is assigned that does not have a CR review completed within 15 days of contract assignment. 4. Each time a contract is marked as Monitoring exempt.

26 designee O Select which branch you wish to access. O Then click edit.

27 designee O Select any persons to receive s. O Remove selections from any persons who should not receive notification. O Then click save button.

28 Contract Assignment work area layout Across the top are buttons that link to other work areas. On the bottom are all the UNASSIGNED programs or groups related to whatever branch the user has permissions for. O For administrators this will be the main screen they work from.

29 Contract Assignment O User would select the team they wish to assign to and then check off as many unassigned programs or groups as needed.

30 Contract Assignment Click Assign O Then user would click the assign button.

31 Contract Assignment O System removes assigned programs or groups from the listing and returns user to refreshed list of programs needing to be assigned.

32 Contract Unassignment O Contract unassignment is available in case the user assigns a program or group to the wrong team by mistake.

33 Contract Unassignment O User would select from a drop down the team they wish to unassign from.

34 Contract Unassignment screen User should select the program(s) or group(s) they wish to unassign.

35 Contract Unassignment O Then click the Unassign button. O PMM then refreshes the list of programs and groups that are assigned to the selected team. O User can then remove another program or group from this team if needed, or select a different team if there is another program to be removed. O If the show unassigned contracts button is selected it returns the user to the Contract assignment screen.

36 Grouping within PMM O There are two types of grouping that are available within PMM. They are grouping programs and grouping contracts. They are both done in the grouping module.

37 Grouping Programs vs. Grouping Contracts O Grouping Programs- This is utilized when one contract covers several programs housed in the same location that will be monitored as one entity. For example: P2026 CR C11- Eckerd JJIS id 3456 P2026 PCP- C11- Eckerd JJIS id 3457 P2026 Probation C11 Eckerd JJIS id 3458 P2026 are grouped to form: Circuit 11 Eckerd CBIS program

38 Grouping Programs vs. Grouping Contracts O Grouping Contracts- This is utilized when we have more then one contract that covers the same service. This does not happen very often, but when it does we want to be able to merge all the programs contained in both contracts into one Monitoring entity. P2026 CR C11- Eckerd JJIS id 3456 P2026 PCP- C11- Eckerd JJIS id 3457 P2026 Probation C11 Eckerd JJIS id 3458 P2049 CR C11 Eckerd JJIS id 3456 P2049 PCP C11 Eckerd JJIS id 3457 P2049 Probation C11 Eckerd JJIS id 3458 are grouped to form: P2026 /P2049 Circuit 11 Eckerd CBIS program This group will require a separate Contract Review for each contract number, but will allow all other monitoring activities on all 6 programs to be captured under one Group ID.

39 Grouping Screen O The grouping screen shows a list of all existing groups within PMM. From this screen an administrator can create a new group by selecting the Add Group button or they can update or delete an existing group by selecting any group item listed.

40 Creating a new Group O After clicking add group button screen changes to show all programs you have permission for. These can be assigned or unassigned. All columns are sortable to aid user in finding the items they want to group. O Once user checks off all programs they want to group they would click the group button.

41 Creating a new Group O Then user is asked to validate that this program has the same provider AND location. These are required for grouping. O If user clicks No it returns to the previous screen so user can begin again. O If user clicks Yes then a new screen appears that allows user to name the group.

42 Creating a new Group O Once user has given the group a name they would press the save button. O Upon save a check is done to be sure the group name entered is not already a part of the active list of group names. If so it will force the user to select a different name for the group prior to saving.

43 Creating a new Group O Once saved user is returned to the list of groups and user is given a message that shows the group was saved successfully.

44 Updating a Group O Click select next to the Group you wish to update.

45 Updating a Group O Screen will then change to allow you to change the group name if that is all that is needed. O Once name is changed then click the save button and it will return you to the screen of groups with the correction you made visible on the screen. O If a program needs to be added or removed from the group then click Edit group button.

46 Updating a Group O This will give the user a listing of all the programs they have permissions to group. Items that were in the group are selected. User will then add additional programs to the group by clicking the check box or remove a program by unchecking a checkbox and then click update group button.

47 Updating a Group O User MUST validate that all these programs are run by the same provider and are in the same location in order to proceed with updating the group.

48 Updating a Group O User has the opportunity to update the name of the group after the change, but it is not required. O User must hit save for changes to be made.

49 Updating a Group O After save user returns to the Grouping screen where an updated list of groups is shown.

50 Inheriting Contracts Inheriting allows the user to link the monitoring history of a new contract to that of a previous contract. When you select the inherit button it provides the user with a list of unassigned programs or groups. Once the user selects a program then the screen will change to allow user to select the program or group this item should be linked to. O Click select next to unassigned program that needs to be inherited to a previous contract.

51 Inheriting Contracts Program user has selected is listed here O User will use the drop down to select the team that the Old contract is or was assigned to. O Once inherit is completed the new program will be assigned to the same team and monitor as the old one.

52 Inheriting Contracts O Once team is selected then the screen will show all programs or groups assigned to that team. O User will click select to link program or group at the top of the screen to the program or group at the bottom of the screen.

53 Inheriting Contracts O In order to inherit the user MUST validate that the programs or groups have the same provider and location.

54 Inheriting Contracts O Once validated the program returns you to the inherit programs screen where the program you have just inherited has been removed. O If the user made a mistake then they can click the undo Inherit button.

55 Remove Inherited Program O User selects a team from the listing and then all inherited programs associated with the team selected will be reflected on the screen. O User selects the items they wish to remove the inherit from by clicking select.

56 Remove Inherited Program O User will be asked to validate that they wish to remove the inheritance from this item. O Once validation is completed user will be returned to this screen after refresh so it will only show the current listing of inherited items.

57 Inheriting Contracts O In this case there were no other inherited items associated with the selected team. O User can click show uninherited button to be returned to the Inherit programs screen.

58 Chronological Notes In the chronological notes section will be a running history of all the actions taken while monitoring a program or group of programs. Most notes will be entered by the Monitor and the Supervisor, but on occasion an administrator may need to document a note within the system as well. There are also notes placed in automatically by the system for consistent record keeping Department wide.

59 Chronological Notes O General Chronological notes This functionality was designed so that staff Department wide can document notes about Programs that are not yet in the system. Monitors and managers reported that in the old system there was no way to document any preliminary work a monitor or manager completed prior to the contract being executed. General chronological notes gives the user a place to store notes about a program or group of programs that is not yet available. User can come back after it is available and add the program name to the note and the system will prompt the user to add a program name to the note after 30 days. O Program specific Chronological notes This is where monitors and mangers can document their day to day activities of monitoring and managing all monitoring and managing activities.

60 Chronological Notes O To add a general chronological note you can select the chronological button on the main screen without selecting any program.

61 Chronological Notes O The other way to access General Chronological notes is to click on the link on the bottom of the chronological screen for any other program.

62 Chronological Notes Programs that are available to you will reflect in the drop down, but selecting one is not required. O Enter in the date and time of the activity. Users have the ability to document how much time each task took them in the chart here. All times default to 0.

63 Chronological Notes Select link to see an explanation of all activity types and examples of how they should be used. O Activity type is a drop down selection item, but other can be used if needed. O Type is a drop down listing as well. O If this activity involved a person or other persons there is a chart where you can document the names of others involved in this activity, otherwise user can click N/A.

64 Chronological Notes O At the bottom is a large text box where the user can document up to 7500 characters of text. After typing the user can spell check if needed. O There is a check box that allows supervisors to mark when notes are from them. These notes will show up in red in the printed version of the report. O In case the user has a lot to write there is a plus sign on the right side of the screen which expands the text box. See next slide.

65 As you can see it is a very LARGE text box!

66 Chronological Notes O At the bottom of the screen are your options once you finish typing your note. O Save and Exit saves the note and returns the user to the general chronological page. O Save and Add/Edit attachments allows the user to save what they have typed and either add supporting documents to the note or edit any documents that are already attached to the note.

67 Chronological Notes O When a user selects save and add/edit attachment they are given a different screen. O When they select the new button the screen changes again.

68 Chronological Notes O User can enter in a description of the document, the date and what folder the document should appear in the document library. O Then user can navigate to the document to be included in the note.

69 Chronological Notes O User will get a message that the document uploaded successfully. O If other items need to be uploaded then the user can hit new and upload as many items as needed. O Once complete the user clicks the blue arrow to return to the previous screen.

70 Chronological Notes O User can then update any fields on this screen if needed. O Once complete the would click Save and Exit button.

71 Chronological Notes O In order to add program name to a general chronological note click select next to the desired note.

72 Chronological Notes O Select appropriate program from the drop down list. It should reflect all programs or groups that you have permissions to as an administrator. O Scroll to the bottom and click save and exit.

73 Chronological Notes O PMM will refresh the listing of notes and then show you all notes that are still in the general category.

74 Chronological Notes Print button allows user to input a date range of notes they wish to print out or save as a PDF. O Notes by program will be listed chronologically by contact date, with the oldest items at the top and the newer notes at the bottom.

75 Chronological Notes O Deleted Chronological / Supervisory report shows all notes that have been deleted from this program or group. O New button allows user to add a new note. O Select allows a user to update any previous note they created. Notes are editable by the user until the chronological notes are reviewed by their supervisor.

76 Chronological Notes Activity types explained including examples for consistency from branch to branch.

77 Chronological Notes O Supervisory Review button is what Supervisors can click to review all notes related to a particular program or group, and document any feedback towards their monitoring. O Completed reviews is where historical notes are stored after a Supervisory review has been completed. O General Chronologicals is a link to where a user can create a note for a program or group that has not been entered into the system.

78 Chronological Notes O Completed Review area will show all reviews completed by Supervisor for this program or group. O They will be listed chronologically by review date.

79 Chronological Notes O Clicking the plus sign opens the review for scan of contents. Narrative is listed in red at the top followed by all notes that were included in this review.

80 Chronological Notes O Click select and it opens the review to view it as the supervisor did. All the notes listed at the top. O Supervisors review listed next as well as the next review date at the bottom. O Supervisors can update their own reviews but administrators can only review what has been written.

81 Document Library O O O O A list of folder options is on the left side of the screen The buttons on the right indicate New and Show all. New allows a user to add a document to the library and Show all shows all document in all folders.

82 Document Library O When New is selected then a portion of the screen changes to allow the user to add a new document to the library. O Enter document name in description text box. O Enter date document was current or created in the date field. Click on the calendar to use the shortcut provided. O Select which folder in the document library you would like the document to be stored in. O Finally browse for your document.

83 Document Library O Add needed text, date, using shortcut if desired, and select a folder name then browse for the document and click save.

84 Document Library O Once saved you can click the folder to see all documents within that folder.

85 Document Library O You can also click show all button to see all documents in all folders

86 Document Library To View, Edit or delete the item from the library first click select. To change the document name or date make needed adjustments and click save. To view document click the link. Click delete button to remove this item from the library.

87 Remaining Modules in the listing O The remaining modules are view only for the Administrator role. They should be able to VIEW all documents relating to contracts in their assigned branch. Contract/Program Review Deficiency Review Monitoring Plan Corrective Action Plan Monitoring Summary Monitoring History Performance Measures Reports