CYP-IMS Field User Guide

Transcription

1 September 2018 CYP-IMS Field User Guide CYP-IMS Field User Guide September

2 CYP IMS FIELD USER GUIDE CYP IMS Field User Guide... 2 Table of Figures... 4 Introduction... 5 Getting Help 5 Prerequisites 5 Login and Logout... 6 Logging in to CYP IMS 6 Logging out from CYP IMS 6 Forgot Your Password 7 Navigation... 9 Header CYP IMS 9 Footer CYP IMS 9 Program/Finding Lifecycle Program User Findings Listing Screen Filters 12 Findings Listing Screen - Columns 12 Generating a Corrective Action Report 14 Finding Details Screen 14 Finding Information 15 Component Details 16 Action Panel - Submitting a Corrective Action 17 Action Panel - Requesting an Extension 17 Installation User Installation User Dashboard 20 Installation User - Review/Approve Corrective Action & Extensions 22 Installation User Rejects to Program User 23 Installation User Submit to HQ 24 Region User/HQ1 User Region User Dashboard 26 Findings Listing Screen 29 Region User / HQ1 User - Approve/Reject Corrective Action 30 Region User / HQ1 User - Approve/Reject Extension Request 30 Region User / HQ1 User - Submit to HQ/HQ2 31 Programs Listing Filters List 33 Columns List 33 Key Dates 34 Program Details CYP-IMS Field User Guide September

3 Building(s) 35 Classroom(s) 36 Point(s) of Contact 36 Extension(s) 37 View Extension Details 37 Reports Generating Reports 39 CYP-IMS Field User Guide September

4 TABLE OF FIGURES Figure 1: Login Screen 6 Figure 2: Logout 6 Figure 3: Forgot Password 7 Figure 4: Reset Password 8 Figure 5: Reset Password Validation 8 Figure 6: Navigation - Header 9 Figure 7: Navigation - Footer 9 Figure 8: Program/Finding Life Cycle 11 Figure 9: Findings Listing Filters 12 Figure 10: Findings Listing Columns 13 Figure 11: FCC/CDH Findings Listing Screen 13 Figure 12: Generate Corrective Action Report 14 Figure 13: Findings Details Screen 15 Figure 14: Finding Information 16 Figure 15: Component Details 17 Figure 16: Submit Corrective Action 17 Figure 17: Request Extension 19 Figure 18: Installation User Dashboard 20 Figure 19: Extensions By Program 21 Figure 20: Programs By State 21 Figure 21: Active Findings By Program 22 Figure 22: Review/Approve Corrective Action 22 Figure 23: Review/Approve Extension Request 23 Figure 24: Corrective Action Comment 23 Figure 25: Corrective Action Reject Button 24 Figure 26: Listing Screen Installation level Rejection 24 Figure 27: Installation Level Rejection Notification 24 Figure 28: Installation User - Submit to HQ 25 Figure 29: Installation User Submit to HQ Attachments 25 Figure 30: Region User Dashboard 26 Figure 31: Extensions by Installation 27 Figure 32: Programs By State 28 Figure 33: Findings Pending Action 29 Figure 34: Region User Findings Listing Screen 29 Figure 35: HQ1 User Findings Listing Screen 30 Figure 36: Approve/Reject Corrective Action 30 Figure 37: Approve/Reject Extension Request 31 Figure 38: Region User - Submit to HQ 31 Figure 39: HQ1 User - Submit to HQ2 32 Figure 40: Region User Submit to HQ Attachments 32 Figure 41: Filters List 33 Figure 42: Columns List 34 Figure 43: Program Details 35 Figure 44: Buildings 36 Figure 45: Classrooms 36 Figure 46: Points of Contact 37 Figure 47: Extensions 37 Figure 48: View Extension Details 38 Figure 49: Report Manager 39 Figure 50: Generating a Report 40 CYP-IMS Field User Guide September

5 Introduction The Child and Youth Program (CYP) Inspection Management System (IMS) Field Response module allows Field Users Program Users, Installation Users, and Region/HQ1 Users (if applicable) to view the Findings recorded by the Inspectors during the Annual CYP Inspections and respond to those Findings by providing Corrective Actions or submitting Extension Requests to the CYP HQ for approval. Note: This is not the official request for an extension. Please log into your Tasker system to process your official extension request. The HQ Inspection Coordinators will review those actions or requests and return if needed. The system tracks the user interactions at every level and records the changes made by the users anytime during the whole workflow cycle of the Findings. A single field user has the ability to have multiple Field user Roles. The following combination of roles are available for Field Users: Program User + Installation User (Same Region and Installation), Installation User + Region User (Same Region Navy Only), Region User + Program User (Same Region Navy Only). This User Guide will describe the main functions and features of the Field Response module that will be used by the Field Users and provide step-by-step instructions to navigate through them. Getting Help For questions about this manual or using the system, please contact the CYPIMS helpdesk via at CYPIMS_SupportDesk@militarychildcare.com or call The Support Desk offers 24/7 Support for Tier 1 Support Items described below: Tier 1 Support will be able to assist you with Password Resets, Unlocking Accounts, and other general requests in which you are experiencing a common issue. Service Administrators will still be responsible for User Management (Account Creations or Modification of Roles and Permissions). Any requests that requires troubleshooting or an application expert will be escalated to the Tier 2 Support Desk. The Tier 2 Support Desk hours will remain Mon-Fri 9am-5pm EST. Prerequisites In order to use the CYP-IMS system, you will need to have an account set up by an IMS System Administrator (CYPIMS_SupportDesk@militarychildcare.com) or your HQ Inspection Team CYP IMS requires the following internet browser: Microsoft Internet Explorer 11 or higher. CYP-IMS Field User Guide September

6 Login and Logout Logging in to CYP IMS To log on to the CYP IMS, go to enter your username and password, and then click Login. Figure 1: Login Screen Logging out from CYP IMS To Logout from CYP IMS, users will click on the arrow next to their username on the right top corner of the screen and select Log out. Figure 2: Logout CYP-IMS Field User Guide September

7 Forgot Your Passw ord In case the users forget their password, they can click on the Forgot Password? hyperlink below the Login button as shown in the login screen above. Clicking on the hyperlink will open a new screen where the users can enter their Username and click the Send button. The system will send an with a temporary password via . Figure 3: Forgot Password Users can login again using the username and temporary password received in the . On successful login, the users will be redirected to the Reset Password screen. Following the minimum password requirements posed on the page, the user will create a new password. After the newly created password has been entered in both the New Password and Confirmed New Password sections, click the Reset button. CYP-IMS Field User Guide September

8 Figure 4: Reset Password If the password entered meets the minimum criteria needed, the password will be successfully reset for the user. If not, the user will have to try entering a new password which meets the minimum criteria. On successful reset of the password, the user can login again into the system using the username and the new password just created. Figure 5: Reset Password Validation CYP-IMS Field User Guide September

9 Navigation Header CYP IMS Figure 6: Navigation - Header Title Child and Youth Inspection Management System (CYP-IMS) Username Shows the name of the user that is logged into the system. The arrow next to it will allow the user to select from following options: a. Preferences: Update personal information and change your password b. Logout: Logout from the system Main Menu Shows the modules the logged in user has access to within the system. Clicking on the module name opens the landing screen for that module. c. For Field Users Program/Installation/Region User(s): o Field Response d. For Inspection Coordinator o Package Manager o Program Reviewer o Field Response o Report Manager o Data Manager Footer CYP IMS Figure 7: Navigation - Footer Support Provides contact information of the support desk CYP-IMS Central Provides the link to MCC Central where user guides, release notes and training materials are found About Provides information about the version of the system and the last login date and time for the user elibrary Provides access to the Navy Child and Youth Programs elibrary. FOIA Provides access to the Department of Navy Freedom of Information Act Privacy Policy Provides the Privacy and Security notice of the Child and Youth Programs Inspection Management System CYP-IMS Field User Guide September

10 Accessibility/Section 508 Provides access to the Department of Defense (DoD) Accessibility Link External Links Disclaimer Provides a disclaimer notice on the appearance of the hyperlinks CYP-IMS Field User Guide September

11 Program/Finding Lifecycle Figure 8: Program/Finding Life Cycle CYP-IMS Field User Guide September

12 Program User First, the user designated as the Program User will need to respond to each Finding for their Program within the Findings tab of the Field Response module. Findings Listing Screen Filters 1. Branch of Service (pre-selected) 2. Year (Current Year pre-selected) 3. Region 4. Installation 5. Program 6. Finding Status o Pending Program filters the Findings which are pending for Program User s Corrective Action or Extension Request o Pending Installation filters the Findings which are pending for Installation User s approval for Corrective Action or Extension Requests o Pending Region - filters the Findings which are pending for Region User s approval for Corrective Action or Extension Requests. This option does not show up for Branches of Service that do not have Regions o Pending HQ - filters the Findings which are pending for HQ User s (Inspection Coordinator s) approval for Corrective Action or Extension Requests o HQ Approved Indicates that the Finding has been approved by HQ Users (Inspection Coordinators) Figure 9: Findings Listing Filters Findings Listing Screen - Columns 1. Program Name - The Program where Finding was found during Inspections 2. Component Code 4 digit Component Code, viz. A.1.b.2 from Criteria Manager 3. Component Name The Component for which Findings was recorded by the Inspector 4. Finding Details o The Finding details recorded by Inspector during Inspections o Clicking on the hyperlink takes the user to the Finding details screen where Corrective Action or Extension Request are provided o If the status of the Finding is Draft, a Draft icon will display in front of the Finding Details text o If there are attachment(s) associated with the Finding, an attachment icon shows up prefixed to the Finding details as a quick visual identifier from the listing screen o If there are Inspector Comment(s) attached to the Finding, a speech bubble Icon will be displayed in the front of the Finding details CYP-IMS Field User Guide September

13 o If the Finding is a Repeat Finding, there will be a label (Repeat Finding) listed after the Finding Detail text. 5. For Family Child Care/Child Development Homes Programs only, On the listing screen there is a Finding Type column that will display the Type of Finding, whether Program or Provider 6. Corrective Action o o Lists the Corrective Action, if provided by the Program or Installation Users If an extension is requested instead, the system displays Extension Type followed by the Mitigation details 7. Program Response Displays a checkbox icon if the Program User has responded with Actions 8. Installation Approval Displays a checkbox icon if the Installation User has approved the Actions 9. Region/HQ1 Approval o o This option is only applicable for Branches of Service with Region or Team Chief-level approvals If the Finding actions have been submitted to the Region User/HQ1 User, a clickable checkbox displays for the Region/HQ1 User to approve the actions from within the listing screen o A checkbox icon displays if the Region/HQ1 User has approved the Finding actions and has submitted the finding to HQ for approval 10. HQ Approval Displays a checkbox icon if the HQ has approved the Actions Figure 10: Findings Listing Columns Figure 11: FCC/CDH Findings Listing Screen CYP-IMS Field User Guide September

14 Generating a Corrective Action Report Throughout the Field Response lifecycle, you (as a Program User, Installation User, and Region User, if applicable) have the ability to generate Corrective Action Report. This Report is generated under the Findings tab within the Field Response module 1. Within the Findings tab, filter down to the Program level 2. Click on the Export to PDF button 3. Either Save or Open the Report that has been generated Figure 12: Generate Corrective Action Report Finding Details Screen As mentioned above, clicking on the Findings details hyperlink within the Findings listing screen will take the user to the Findings details screens. This screen is divided into three sections: 1. Finding Information 2. Action Panel 3. Component Details CYP-IMS Field User Guide September

15 Figure 13: Findings Details Screen Finding Information This section provides information about the Finding as described below: 1. Go to previous/next Finding the buttons grant the user the ability to move to the next Finding for that Program by selecting on the arrow pointing to the right, and move to the previous by selecting the arrow pointing to the left. The further most right pointing arrow will navigate the user to the last Finding recorded for that Program, while the further most left pointing arrow will navigate the user to the first Finding recorded for that Program 2. Draft vs Final Finding denotes whether the Finding has been marked as final by the HQ 3. Installation Name, Program Name, Component Code and Component Name where the Finding was found during the Inspection CYP-IMS Field User Guide September

16 4. Status Bar Displays the status of the Finding and the user that needs to take action 5. Finding Details The text recorded during Inspection regarding that Component 6. Repeat Finding Status If the Finding was marked as a repeat Finding from last year, the status Repeat Finding will appear next to the Finding Details. 7. Not Met Reference where the Finding was recorded Sub Program (RecPS, Teen, etc.), Classroom, or the word General if the Component was not Program Specific 8. Inspector Comments shows an icon if there are comments logged on that Finding by the Inspector, clicking on the icon shows the comments in a pop-up window 9. Component Artifacts - shows an icon if there are any artifacts (attachments) uploaded on that Finding by the Inspector, clicking on the icon shows the artifacts details (title, file name, category, and author) in a pop-up window 10. Corrective Action Comments Users can add (and remove their own) comments o The Added By column automatically captures the user s name. o These comments will be available (in read-only mode) to all the users who have access to view the Finding details o Once the comment has been added, a timestamp will be listed under the Added On Section. o Selecting the checkbox next to a comment also allows the user to remove/delete their own comment o Note: The Corrective Action Comments field is used to provide additional information between users and approvers involved in the submission of corrective action responses. Information provided in this field is not included in the Corrective Action Report. Use the Action field below to submit the official corrective action response. Figure 14: Finding Information Component Details This section displays the details (read-only) of the Component to which the Finding is associated with. It is noteworthy that the Component details are reflected from the time when the Inspection Package containing this Program was created within Package Manager. Any updates to the Components after that don t show up on this screen 1. Description Description of the Component 2. Intent Intent of the Criterion, for the associated Component 3. Method Guidance Guidance on how the Component should be followed CYP-IMS Field User Guide September

17 4. Program Notes Component specific details on training & tips on how to meet the Component 5. References on policy and standards requiring this Component by Document Title and Bookmark(s) to exact locations within the Document Figure 15: Component Details Action Panel - Submitting a Corrective Action On the Action Panel, the Program Users can either provide the Corrective Action or Request for an Extension for fixing the Finding. If the users choose to Request an Extension after filling out the Corrective Action form or vice-versa, their previously entered information will be lost. Submit Corrective Action: Date Corrected When the fix was implemented Corrective Action o Provide a clear statement of the fix. o What are you doing differently so this will not happen again? o Who is responsible for oversight? Upload evidence to show completed (users can upload multiple documents) Figure 16: Submit Corrective Action Action Panel - Requesting an Extension The Program Users can complete the following fields when they select to Request an Extension: Extension Type o Service Extension Granted by your Service, Asking for additional time CYP-IMS Field User Guide September

18 o Service Exception Granted by your Service, Asking for an exception to policy Estimated Completion Date When the fix will be completed o Estimated Completion Dates are required for Service Extensions Support Artifacts Action While Requesting an Extension, the users see the following text referring to the Tasker system used for the Services: For Navy and DLA Branches of Service "REMINDER This is not the official request for an extension/exception. Please log into the Tasker system to load the official extension/exception request with the Installation and Region endorsements and the POA&M, if applicable. For Army Branch of Service "REMINDER-This is not the official request for an extension/exception. Please log into CYERT AHHI CY[YY1] to complete the extension/exception request. The official approval process through the IMCOM Directorate is the same as CY[YY2]." where [YY1] The Year when the Finding is recorded [YY2] - The Year prior to the Finding Year For Marines Branch of Service "REMINDER This is not the official request for an extension/exception. Please log into the Tasker system to load the official extension/exception request with the Installation endorsements and the POA&M, if applicable." For Air Force Branch of Service Extensions/Exceptions REMINDER: This is not the official request for an extension. Please log into the mypers system to load the official time extension request signed by your Mission Support Group Commander. The signed time extension must include a Justification, Plan of Action, Estimated Completion Date, Funding Source (if required), and Interim Compensatory Measures (if required). Waivers REMINDER: This is not the official request for a waiver. Please log into the mypers system to load the official waiver request signed by your Mission Support Group Commander. The signed waiver must include a Justification and Permanent Compensatory Measures (if applicable). CYP-IMS Field User Guide September

19 Figure 17: Request Extension Note, when switching between a Corrective Action to an Extension/Exception Request, the details and attachments entered for the previous Request will be removed. CYP-IMS Field User Guide September

20 Installation User Next, the user designated as the Installation User will need to Review/Approve all completed Actions for each Program for that Installation Installation User Dashboard Clicking on the Home icon in top header at any time takes the Installation User to the Installation Dashboard. This Dashboard has three sections: 1. Extensions by Program 2. Programs by State 3. Active Findings by Program Figure 18: Installation User Dashboard Extensions by Program This section contains the information on the user s Installation(s), Programs, Pending Extensions, and Expired Extension and Expiring in the Next 30 Days Installation Program Extensions Pending - number of extensions pending within the Program. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to Field Response module and view the Pending Extensions within the Program Expired or Expiring in the Next 30 Days - number of Programs having Extensions that will be expiring within the next 30 days or have already expired. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to the Field Response module where the user can view the expiring/expired Extensions CYP-IMS Field User Guide September

21 Figure 19: Extensions By Program Programs by State The section contains percentage of Programs within a certain State. Hovering over the bars will display a number on the cursor displaying the percentage of the bar. The States are: Pending Inspection In Progress HQ Internal Review Field Review Ready HQ Final Review Pending Certification (OSD) Certified Figure 20: Programs By State Active Findings by Program This section displays how many Programs have been released by the HQ for providing Actions (Field Review Ready #). This section also provides the count of Findings found during the Inspection for various Programs Installation Program the Program Name is hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Program within Field Response module CYP-IMS Field User Guide September

22 Total Findings - the number of total Findings within the Program. This number is hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Findings for that Program within the Field Response module Outbrief Date - the Outbrief Date of the Program 60 Days Out 60 days from the Outbrief Date of the Program Pending Installation - the number of Findings that are due for Installation User s approval. This number is hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Findings Pending Installation approval within the Field Response module Figure 21: Active Findings By Program Installation User - Review /Approve Corrective Action & Extensions The Installation Users can review the Corrective Action or Extension Request submitted by the Program User. They can makes changes as necessary before approving or rejecting the request. Similar to the Program User, they also have the ability to add/remove their own comments associated with the Finding. Corrective Action Date Corrected Corrective Action o Provide a clear statement of the fix. o What are you doing differently so this will not happen again? o Who is responsible for oversight? Upload evidence to show completed (users can upload multiple documents) Figure 22: Review/Approve Corrective Action Request Extension Extension Type o Service Extension Granted by your Service, Asking for additional time o Service Exception Granted by your Service, Asking for an exception to policy Estimated Completion Date CYP-IMS Field User Guide September

23 o Estimated Completion Dates are Required for Service Extensions Support Artifacts Action Figure 23: Review/Approve Extension Request Installation User Rejects to Program User Installation Users have the ability to Reject Corrective Action/Extension/Exception Requests back to the Program User. In order to reject a corrective action, a Corrective Action Comment must be added prior to the rejection. On rejection the Action section will become read only for the Installation User and available for the Program User to make changes to the Corrective Action/Extension Request details. Figure 24: Corrective Action Comment CYP-IMS Field User Guide September

24 Figure 25: Corrective Action Reject Button Figure 26: Listing Screen Installation level Rejection Figure 27: Installation Level Rejection Notification Installation User Submit to HQ This applies to Branches of Service without Region Users and HQ1 Users. After the Installation User has approved all Actions/Extension Requests for a specific Program, they can send that Program to HQ for Approval Two requirements to Submit this Program to HQ for Approval 1. Your Search needs to be filtered down to the Program level 2. All Findings must be approved individually by the Installation User CYP-IMS Field User Guide September

25 Figure 28: Installation User - Submit to HQ Installation Users can attach artifacts or attachments to be sent to HQ as evidence for their completed Actions or Extension Requests. These attachments will show up on all Findings in the system for that specific Program *Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the Installation User will need to resubmit the Program to HQ after reapproving the rejected finding(s). Figure 29: Installation User Submit to HQ Attachments CYP-IMS Field User Guide September

26 Region User/HQ1 User Next, the user designated as the Region User (or HQ1 User for Army Branch of Service) will need to Review/Approve all completed Actions for each Program for that Installation. This applies to Branches of Service with Regions Users or HQ1 Users only. Region User Dashboard Clicking on the Home icon in top header at any time takes the Region User to the Region Dashboard. This Dashboard has three sections: 1. Extensions by Installation 2. Programs by State 3. Findings Pending Action Figure 30: Region User Dashboard CYP-IMS Field User Guide September

27 Extensions by Installation This section contains the information on the user s Region(s), Installation(s), Pending Extensions, and Expired Extension and Expiring in the Next 30 Days Region Installation Extensions Pending - number of Extensions pending within the Program. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to Field Response module and view the Pending Extensions within the Program Expired or Expiring in the Next 30 Days - number of Programs having Extensions that will be expiring within the next 30 days or have already expired. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to the Field Response module where the user can view the expiring/expired Extensions Figure 31: Extensions by Installation Programs by State The section contains percentage of Programs within a certain State. Hovering over the bars will display a number on the cursor displaying the percentage of the bar. The States are: Pending Inspection In Progress HQ Internal Review Field Review Ready HQ Final Review Pending Certification (OSD) Certified CYP-IMS Field User Guide September

28 Figure 32: Programs By State Findings Pending Actions This section displays how many Programs have been released by the HQ for providing Actions (Field Review Ready #). This section also provides the count of Findings found during the Inspection for various Programs Year Region Installation Program(s) the number of Programs is hyperlinked and can be clicked. When clicked, the Region User will be redirected to the Programs pre-filtered within Field Response module Outbrief Date - the Outbrief Date of the Installation 60 Days Out 60 days from the Outbrief Date of the Installation Pending Region - the number of Findings that are due for Region User s approval. This number is hyperlinked and can be clicked. When clicked, the Region User will be redirected to the Findings Pending Region approval within the Field Response module CYP-IMS Field User Guide September

29 Figure 33: Findings Pending Action Findings Listing Screen Same as that of Program/Installation User Figure 34: Region User Findings Listing Screen CYP-IMS Field User Guide September

30 Figure 35: HQ1 User Findings Listing Screen Region User / HQ1 User - Approve/Reject Corrective Action Date Corrected (read-only) Corrective Action (read-only) Attachments (read/view-only) Reject button Reject the Action and send back to Installation User for further consideration. A Comment is necessary while Rejecting an Action Approve button Approve the Action Figure 36: Approve/Reject Corrective Action Region User / HQ1 User - Approve/Reject Extension Request Extension Type (read-only) o Service Extension Granted by your Service, Asking for additional time o Service Exception Granted by your Service, Asking for an exception to policy Estimated Completion Date (read-only) Supporting Artifact(s) (read/view-only) Mitigation Details (read-only) Reject button Reject the Extension Request and send back to Installation User for further consideration. A Comment is necessary while Rejecting an Extension Request Approve button Approve the Extension Request CYP-IMS Field User Guide September

31 Figure 37: Approve/Reject Extension Request Region User / HQ1 User - Submit to HQ /HQ2 This applies to Branches of Service with Regions Users or HQ1 Users only. After the Region/HQ1 User has approved all Actions/Extension Requests for a specific Program, they can send that Program to HQ/HQ2 for Approval. Two requirements to submit this Program to HQ/HQ2 for Approval 1. Your Search needs to be filtered down to the Program level 2. All Findings must be approved individually by the Region User or HQ 1 User Figure 38: Region User - Submit to HQ CYP-IMS Field User Guide September

32 Figure 39: HQ1 User - Submit to HQ2 Region/HQ1 Users can attach artifacts or attachments to be sent to HQ/HQ2 as evidence for their completed Actions or Extension Requests. These attachments will show up on all Findings in the system for that specific Program Figure 40: Region User Submit to HQ Attachments *Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the Region/HQ1 User will need to resubmit the Program to HQ after reapproving the rejected finding(s). Next, your Actions will be Reviewed/Approved by HQ. If sent back, feedback will be stored in Corrective Action Comments. Lastly, your HQ Approved Actions will be bundled and sent by the HQ to OSD for Review/Approval. CYP-IMS Field User Guide September

33 Programs Listing The Users can see Program related data stored in CYP-IMS. The Programs tab within the Field Response module shows a listing of all the Programs the user has access to. This is the default tab in the Field Response module. Filters List 1. Branch of Service (pre-selected) 2. Year Current Year (pre-selected) 3. Region 4. Installation 5. Program o If the user has access to multiple Programs, the drop-down will show all Programs; if only one Program that Program is pre-selected o Additionally, for the Program Users, if they are affiliated with only one Program, they are directly taken to the Program details by-passing the listing screen Figure 41: Filters List Columns List 1. Region 2. Installation 3. Program o The Program Name is hyperlinked; Clicking on the Program Name takes the user to the Program details screen 4. Certification/Memo Expiration Date o For DOD Certifications, the expiration date(s) of the DOD Certification(s) approval will be displayed o For DOD Memos, the expiration date(s) of the DOD Memo(s) approval will be displayed o For Service Memos, the expiration date(s) of the Service Memo(s) approval will be displayed 5. Key Dates (Explained Below) 6. Extensions o Any approved Extension granted by your Service or by OSD will display in this column along with their Expiration dates o The Extension(s) are hyperlinked; Clicking on the Extension(s) takes the user to the extension details screen CYP-IMS Field User Guide September

34 Figure 42: Columns List Key Dates Key Dates for a Program are displayed in the listing screen. These dates are derived based on the status of a Program within the HQ Inspection lifecycle: If a Program is not Inspected yet: o The Last Inspection Date will show; unless the Extension Date(s) are approaching (under 30 days), in which case the system will show the Extension Expiration Date(s) and the Last Inspection Date If a Program is undergoing an Inspection, the following dates will show: o Installation Inspection Start Date o Installation Inspection Outbrief Date (aka Inspection End Date) If a Program Inspection is complete and Findings are being responded with Actions by the Field Users, the following dates will show: o 30 days from Outbrief Date o 45 days from Outbrief Date o 60 days from Outbrief Date If a Program has been sent to the Office of the Secretary of Defense (OSD) for review and certification, the following date will show: o HQ Approve Date (date when HQ approved the Findings Actions) If a Program has already been Certified by OSD for the given year, the following dates will show: o Program Certified Date o Certificate Expiration Date CYP-IMS Field User Guide September

35 Program Details As mentioned above, clicking on the Program Name hyperlink within the Program listing screen takes the user to the Program details screen. The Program details screen shows basic details about the Program: 1. Program Type o The system will categorize Programs to determine the yearly inspection criteria and certification type needed 2. Certification Expiration Date(s) o If entered within the system the date of expiration of the Programs current OSD Certification will display o If multiple OSD certifications associated with the Program, displays a separate expiration date for each certification o If the Certification is a DOD Memo, the expiration date(s) of the DOD Memo(s) approval will be displayed o If the Certification is a Service Memo, the expiration date(s) of the Service Memo(s) approval will be displayed 3. Operational Capacity o 4. Key Dates o The given capacity of that Program for this year based off of the layout of the Program As discussed above, depending on the State of the Program within the Inspection Workflow Figure 43: Program Details Building(s) Building information contained within the tool will display within this accordion Displayed Fields: o Building Number o Date Constructed o Date Last Renovated CYP-IMS Field User Guide September

36 o Building Notes Figure 44: Buildings Classroom(s) Classroom information contained within the tool will display within this accordion. Classrooms only show up for Programs categorized as Program Type Child Development Center (CDC) Displayed Fields: o Classroom # o Age Group o Capacity Figure 45: Classrooms Point(s) of Contact POC information contained within the tool will display within this accordion Displayed fields: o Contact Type (Are they at the Program level or the Installation level? If they cross multiple Programs for that Installation, they are provided at the Installation level) o Name o Contact Position o o Phone CYP-IMS Field User Guide September

37 Figure 46: Points of Contact Extension(s) Approved Extension information contained within the tool will display within this accordion Displayed fields: o Extension Type (Service Extension, Service Exception) o Action (What action needs to be taken) o Mitigation Details (What mitigations are currently in place) o Expiration Date o Status (Active, Completed, Overdue, Inactive) Figure 47: Extensions View Extension Details Clicking on the Extension Type hyperlink will open a new screen listing the Extension details 1. Component(s) for which the Extension was requested 2. Action (What action needs to be taken) 3. Mitigation Details (What mitigations are currently in place) 4. Expiration Date 5. Displays whether or not there is any estimated completion date 6. Status (Active, Completed, Overdue, Inactive) 7. Attachments CYP-IMS Field User Guide September

38 Figure 48: View Extension Details CYP-IMS Field User Guide September

39 Reports Clicking on the Reports tab takes the user to the Reports generation screen. The Reports listing screen shows all available Reports for Field users to run: Figure 49: Report Manager 1. Corrective Actions Report: A Report generated from the Inspection System that displays the overall compliance of the Criteria for the selected Program. The Report also lists the Corrective Action instructions for the facility and the Findings recorded during the HQ Inspection along with the Corrective Actions taken by the Program office for each Finding. 2. Extension Report: A Report generated from the system that displays all Finding correction extensions or exceptions requested by the Program at the selected Installation. Generating Reports In order to run the Reports the user must select their desired Report, filter for the desired information to be included on the Report and click the Generate button. Once the Generate button has been selected, a prompt will be brought up to either save or open the Report generated. CYP-IMS Field User Guide September

40 Figure 50: Generating a Report CYP-IMS Field User Guide September