July CYP-IMS Admin User Guide

Transcription

1 July 2018 CYP-IMS Admin User Guide

2 CYP-IMS ADMIN USER GUIDE CYP-IMS Admin User Guide... 1 Table of Figures... 4 Introduction... 8 Getting Help 8 Prerequisites 9 Login and Logout Logging in to CYP-IMS 10 Logging out from CYP-IMS 10 Forgot Your Password 11 Navigation Header CYP-IMS 14 Footer CYP-IMS 14 Account Manager Module Accessing the Account Manager 16 Search for an existing User account 17 Adding a new User account 18 Editing an existing User account 19 Unlocking an Account 22 Report Manager Module Accessing Report Manager 27 Reports Listing 27 Generate a Report 28 Criteria Manager Module CYP-IMS Admin User Guide July

3 Accessing Criteria Manager 31 Managing Program Type(s) 31 Adding a new Custom Program Type 34 Adding Section 35 Adding Subsection 36 Adding Criterion 38 Searching Reference Documents 40 Associating Reference Documents to Criterion and Components 40 Uploading Reference Document 41 Searching Components 42 Exporting Listing Screen Results 44 Adding Component 44 Adding Component Details to a Component: 47 Adding Assignment Category to a Component 49 Adding Common Findings to a Component 49 Adding Reference Documents to a Component 50 Generating the Inspection Criteria Report 52 Approving Criteria 53 Releasing Criteria at OSD Level 56 Releasing Criteria at Service Level 60 Libraries 61 Accessing Checklist 63 Creating Checklist 63 Associating Components to a Checklist 65 Adding Tags 67 Adding Tags to a Component 68 Data Manager Module Accessing Data Manager 70 List/View Regions 70 Add Region 70 Edit Region 72 Delete/Inactivate Region 72 List/View Installations 73 Add Installation 73 Edit Installation 76 Delete/Inactivate Installation 77 List/View Programs 77 Add Program 77 Edit Program 79 Delete/Archive Program 80 Manage Buildings 81 Manage Classrooms 84 List/View Points of Contacts 87 Add Point of Contact 88 Edit Point of Contact 90 Delete/Inactivate Point of Contact 91 List/View Extensions 91 Add Extension 92 Edit Extension 95 Manage Extension Attachments 96 Delete/Inactivate Extension 96 Program Reviewer Module CYP-IMS Admin User Guide July

4 Inspection Coordinator Dashboard 98 Program Reviewer Navigation 101 Program List 101 Program Details Screen(s) 104 Package List 112 Package Details Screen 115 Scheduler Module Assignment Duration 126 List/View Assignment Durations 126 Add Assignment Duration 126 Edit Assignment Duration 128 Assign Program Sizes to Programs 130 Inspection Schedule 132 List/View Inspections 132 Add Inspection Schedules 133 Add Inspection Team 133 Assign Inspection Lead 135 Remove Inspection Tem 135 Add Assignments 136 Edit/Delete Assignments 138 Add Travel 139 Edit/Delete Travel 140 Finalize Inspection Schedules 141 Create Package 142 Edit and Delete package 143 Calendar Inspection view 144 Calendar Inspector View 146 Appendix A: Inspection Workflow Appendix B: Scheduler Workflow CYP-IMS Admin User Guide July

5 TABLE OF FIGURES FIGURE 1: LOGGING INTO CYP-IMS 10 FIGURE 2: LOGGING OUT FROM CYP-IMS 10 FIGURE 3: POST LOGOUT SCREEN 11 FIGURE 4: FORGOT PASSWORD 12 FIGURE 5: NEW PASSWORD CRITERIA 12 FIGURE 6: PASSWORD RESET 13 FIGURE 7: NAVIGATION HEADER 14 FIGURE 8: FOOTER 14 FIGURE 9: MANAGE USERS 16 FIGURE 10: ACCOUNTS SEARCH CRITERIA 17 FIGURE 11: ADDING A USER ACCOUNT 18 FIGURE 12: USER ACCOUNT PAGE 19 FIGURE 13: EDIT ACCOUNT PAGE 21 FIGURE 14: ASSIGN ROLES 21 FIGURE 15: ADD ROLE TO ACCOUNT 22 FIGURE 16: ACCESSING ACCOUNT MANAGER MODULE 23 FIGURE 17: SEARCHING AN ACCOUNT 23 FIGURE 18: UNLOCK ACCOUNT BUTTON 24 FIGURE 19: ACCOUNT UNLOCK SUCCESSFUL 25 FIGURE 20: ACCOUNT UNLOCK VALIDATION 26 FIGURE 21: ACCESSING REPORT MANAGER 27 FIGURE 22: REPORTS LISTING 28 FIGURE 23: INSPECTION CRITERIA REPORT FILTERS 29 FIGURE 24: GENERATING THE REPORT 30 FIGURE 25: CRITERIA MANAGER HEADER 31 FIGURE 26: MANAGING PROGRAM TYPE(S) 31 FIGURE 27: CRITERIA MANAGER PROGRAM TYPE(S) 32 FIGURE 28: CRITERIA MANAGEMENT PROGRAM TYPE(S) 33 FIGURE 29: ADD A NEW CRITERIA PROGRAM TYPE 34 FIGURE 30: ADDING SECTION (PART 1) 35 FIGURE 31: ADDING SECTION (PART 2) 35 FIGURE 32: ADDING SUBSECTION (PART 1) 36 FIGURE 33: ADDING SUBSECTION (PART 2) 36 FIGURE 34: ADDING SUBSECTION (PART 3) 37 FIGURE 35: ADD CRITERION (PART 1) 38 FIGURE 36: ADD CRITERION (PART 2) 38 FIGURE 37: VIEW CRITERION 39 FIGURE 38: SEARCH FOR REFERENCE DOCUMENTS (PART 1) 40 FIGURE 39: SEARCH FOR REFERENCE DOCUMENTS (PART 2) 40 FIGURE 40: ASSOCIATE REFERENCE DOCUMENTS TO CRITERION AND COMPONENTS (PART 1) 41 FIGURE 41: ASSOCIATE REFERENCE DOCUMENTS TO CRITERION AND COMPONENTS (PART 2) 41 FIGURE 42: UPLOAD A REFERENCE DOCUMENT 42 FIGURE 43: BASIC SEARCH FILTERS 42 FIGURE 44: ADVANCE SEARCH FILTERS (PART 1) 43 FIGURE 45 EXPORTING RESULTS ON COMPONENT LISTING SCREEN 44 FIGURE 46 EXPORT RESULTS REPORT 44 FIGURE 47: ADD COMPONENT (PART 1) 45 FIGURE 48: ADD COMPONENT (PART 2) 45 FIGURE 49: ADD COMPONENT (PART 3) 47 FIGURE 50: ADDING GENERIC COMPONENT DETAILS TO A COMPONENT (PART 1) 47 FIGURE 51: ADDING GENERIC COMPONENT DETAILS TO A COMPONENT (PART 2) 48 CYP-IMS Admin User Guide July

6 FIGURE 52: ADDING PROGRAM TYPE SPECIFIC COMPONENT DETAILS TO A COMPONENT (PART 1) 48 FIGURE 53: ADDING PROGRAM TYPE SPECIFIC COMPONENT DETAILS TO A COMPONENT (PART 2) 48 FIGURE 54 ADDING ASSIGNMENT CATEGORY TO A COMPONENT 49 FIGURE 55: ADDING COMMON FINDINGS TO A COMPONENT 50 FIGURE 56: ADDING REFERENCE DOCUMENTS TO A COMPONENT 51 FIGURE 57 GENERATING INSPECTION CRITERIA REPORT (PART 1) 52 FIGURE 58 GENERATING INSPECTION CRITERIA REPORT (PART 2) 53 FIGURE 59 APPROVING COMPONENTS 54 FIGURE 60 APPROVING CRITERION 55 FIGURE 61 APPROVING SUBSECTIONS 56 FIGURE 62 RELEASING SECTION AT OSD LEVEL (PART 1) 57 FIGURE 63 RELEASING SECTION AT OSD LEVEL (PART 2) 57 FIGURE 64 RELEASING SECTION AT OSD LEVEL (PART 3) 58 FIGURE 65 RELEASING PROGRAM TYPE (PART 1) 59 FIGURE 66 RELEASING PROGRAM TYPE (PART 2) 59 FIGURE 67 POST RELEASE PROGRAM TYPE LISTING SCREEN 60 FIGURE 68 RELEASING CRITERIA AT SERVICE LEVEL (PART 1) 61 FIGURE 69 RELEASING CRITERIA AT SERVICE LEVEL (PART 2) 61 FIGURE 70: REFERENCE DOCUMENTS LISTING SCREEN 62 FIGURE 71: ADDING REFERENCE DOCUMENT 63 FIGURE 72 ACCESSING CHECKLIST 63 FIGURE 73 : CREATING A CHECKLIST 64 FIGURE 74: ADD CHECKLIST OPTIONS 64 FIGURE 75: EDIT CHECKLIST SCREEN 65 FIGURE 76: ASSOCIATING COMPONENTS TO THE CHECKLIST 66 FIGURE 77: RELATED COMPONENTS SECTION LISTING SCREEN 67 FIGURE 78 ADDING TAGS (PART 1) 67 FIGURE 79 ADDING TAGS (PART 2) 68 FIGURE 80 ASSOCIATING TAGS TO A COMPONENT 69 FIGURE 81: ACCESSING DATA MANAGER 70 FIGURE 82: LIST/VIEW REGIONS 70 FIGURE 83: ADD REGION 71 FIGURE 84: EDIT REGION 72 FIGURE 85: DELETE/INACTIVATE REGION 72 FIGURE 86: LIST/VIEW INSTALLATIONS 73 FIGURE 87: ADD INSTALLATION (PART 1) 73 FIGURE 88 ADD INSTALLATION (PART 2) 74 FIGURE 89 ADD INSTALLATION (PART 3) 75 FIGURE 90: EDIT INSTALLATION 76 FIGURE 91: DELETE/INACTIVATE INSTALLATION 77 FIGURE 92 : LIST/VIEW PROGRAMS 77 FIGURE 93 : ADD PROGRAM 78 FIGURE 94: EDIT PROGRAM 80 FIGURE 95: DELETE/ARCHIVE PROGRAM VIA LISTING SCREEN 81 FIGURE 96 DELETE/ARCHIVE PROGRAM VIA EDIT PROGRAM 81 FIGURE 97: PROGRAMS LISTING SCREEN 82 FIGURE 98: MANAGE BUILDINGS 82 FIGURE 99 ADD BUILDING (PART 1) 83 FIGURE 100: ADD BUILDING (PART 2) 83 FIGURE 101 EDIT BUILDINGS (PART 1) 84 FIGURE 102: EDIT BUILDINGS (PART 2) 84 FIGURE 103: PROGRAMS LISTING SCREEN 85 CYP-IMS Admin User Guide July

7 FIGURE 104: MANAGE CDC CLASSROOMS 85 FIGURE 105: ADD CLASSROOM 86 FIGURE 106: EDIT CLASSROOM(S) 87 FIGURE 107: LIST/VIEW POINTS OF CONTACTS 88 FIGURE 108: ADD POINT OF CONTACT (PART 1) 88 FIGURE 109: ADD POINT OF CONTACT (PART 2) 88 FIGURE 110: ADD POINT OF CONTACT (PART 3) 90 FIGURE 111: EDIT POINT OF CONTACT 91 FIGURE 112: DELETE/INACTIVATE POINT OF CONTACT 91 FIGURE 113: LIST/VIEW EXTENSIONS 92 FIGURE 114: ADD EXTENSIONS (PART 1) 92 FIGURE 115 ADD EXTENSION (PART 2) 93 FIGURE 116 EDIT EXTENSION (PART 1) 95 FIGURE 117: EDIT EXTENSIONS (PART 2) 95 FIGURE 118: MANAGE EXTENSION ATTACHMENTS 96 FIGURE 119: DELETE/INACTIVATE EXTENSION VIA LISTING PAGE 96 FIGURE 120 INACTIVATING THE EXTENSION VIA EDIT FORM 97 FIGURE 121: IC USER DASHBOARD 98 FIGURE 122: INSPECTION APPROVALS - IN PROGRESS 99 FIGURE 123: INSPECTION APPROVALS - READY REVIEW 99 FIGURE 124: INSPECTION APPROVALS - HQ FINAL REVIEW 100 FIGURE 125: UPCOMING EVENTS 100 FIGURE 126: PROGRAM REVIEWER NAVIGATION 101 FIGURE 127: PROGRAM LIST 104 FIGURE 128: PROGRAM DETAILS - PENDING INSPECTION, SCHEDULED INSPECTION & IN PROGRESS 105 FIGURE 129: PROGRAM DETAILS HQ INTERNAL REVIEW 106 FIGURE 130: PROGRAM RELEASE TO FIELD PRE VALIDATION 107 FIGURE 131 PROGRAM LISTING SCREEN DRAFT INDICATOR 107 FIGURE 132: PROGRAM DETAILS FIELD REVIEW READY 108 FIGURE 133: APPROVE/REJECT CORRECTIVE ACTION 108 FIGURE 134: APPROVE/REJECT EXTENSION REQUEST 109 FIGURE 135: PROGRAM DETAILS - HQ FINAL REVIEW 110 FIGURE 136: PROGRAM DETAILS - PENDING IES, PENDING CERTIFICATION (OSD), COMPLETE 111 FIGURE 137: PROGRAM DETAILS - PENDING IES, PENDING CERTIFICATION (OSD), COMPLETE - CYP 112 FIGURE 138: PROGRAM DETAILS - PENDING IES, PENDING CERTIFICATION (OSD), COMPLETE FCC 112 FIGURE 139: PACKAGE LIST 115 FIGURE 140: PACKAGE DETAILS PENDING & IN PROGRESS 116 FIGURE 141: PACKAGE DETAILS - REVIEW READY 117 FIGURE 142: PACKAGE DETAILS - REVIEW READY - APPROVE ALL PROGRAMS ACTIONS 118 FIGURE 143: PACKAGE DETAILS - HQ FINAL REVIEW 119 FIGURE 144: PACKAGE - RELATED APPROVALS 119 FIGURE 145: PENDING APPROVAL FIGURE 146: PENDING APPROVAL FIGURE 147: PENDING APPROVAL FIGURE 148: PACKAGE DETAILS - PENDING REVIEW (OSD) 123 FIGURE 149: APPROVE ALL NOTICE 124 FIGURE 150: PACKAGE DETAILS - PACKAGE COMPLETE 125 FIGURE 151: LIST ASSIGNMENT DURATIONS 126 FIGURE 152: ADD ASSIGNMENT DURATION 127 FIGURE 153: EDIT ASSIGNMENT DURATION 127 CYP-IMS Admin User Guide July

8 FIGURE 154: EDIT ASSIGNMENT DURATION 129 FIGURE 155: ASSIGN PROGRAM SIZES 130 FIGURE 156: SCHEDULER INSPECTIONS LISTING 132 FIGURE 157 ADD INSPECTION SCHEDULE UNSCHEDULED STATUS 133 FIGURE 158 ADD INSPECTION TEAM 134 FIGURE 159 ASSIGN INSPECTION LEAD 135 FIGURE 160 REMOVE INSPECTOR(S) FROM INSPECTION TEAM 136 FIGURE 161 ADD ASSIGNMENTS (DRAG AND DROP) 137 FIGURE 162 ADD ASSIGNMENTS (MANUAL APPROACH) 138 FIGURE 163 EDIT ASSIGNMENTS 139 FIGURE 164 ADD TRAVEL TIME 140 FIGURE 165 EDIT TRAVEL TIME 141 FIGURE 166 FINALIZE INSPECTION SCHEDULE 142 FIGURE 167 POST FINALIZE SCHEDULE 142 FIGURE 168 CREATE PACKAGE 143 FIGURE 169: EDIT AND DELETE PACKAGE 144 FIGURE 170: SCHEDULER CALENDAR (INSPECTION VIEW) 145 FIGURE 171 INSPECTION SCHEDULE REPORT IN REPORT MANAGER LISTING SCREEN 146 FIGURE 172 SCHEDULER CALENDAR (INSPECTOR VIEW) 147 FIGURE 163 INSPECTION WORKFLOW 148 CYP-IMS Admin User Guide July

9 Introduction The Child and Youth Program (CYP) Inspection Management System (IMS) allows Service Admins to create and manage the Criteria Set used by the Inspectors during the annual inspections of CYP Installations and Programs. Admins can manage the User access within the system via the Account Manager Module, as well as manage the data that feeds Inspections like Region, Installation, and Program information via the Data Manager module. Furthermore, CYP-IMS allows for Reporting on the Criteria Set and Inspection data through the Report Manager. Inspection Coordinators can create Inspection Packages via Scheduler. CYP-IMS consists of the following modules: - Account Manager - Report Manager - Criteria Manager - Data Manager - Inspection System (Refer to Inspector User Guide) - Program Reviewer - Field Response (Refer to Field User Guide) - Scheduler These modules can be accessed from the CYP-IMS application via the web. This User Guide will define the main functions and features of each module that will be used by Service Admins and Inspection Coordinators. The User Guide will detail step-by-step instructions on how to navigate through the different modules. This Guide is sectioned out by the modules mentioned above. Getting Help For questions regarding this manual or use of the system, please contact the CYPIMS helpdesk 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 are 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. The Support Desk can assist Inspectors 24/7 in the event of a critical issue that results in a work stoppage. Work Stoppage is defined as the inability for an Inspector to complete an active inspection in the system. This applies specifically to active Inspections that are being Outbriefed within the next 48 hours where there is no work around for the issue. If a work CYP-IMS Admin User Guide July

10 around is available, the issue will be sent to the Tier 2 Support Desk to be prioritized during normal operating hours (Mon-Fri 9am-5pm EST). Prerequisites In order to use the CYP-IMS system, Users need to have an account set up by an IMS System Administrator (CYPIMS_SupportDesk@militarychildcare.com) or a resource from the HQ Inspection Team. CYP-IMS is compatible with the following internet browser: Microsoft Internet Explorer 11 or higher. CYP-IMS Admin User Guide July

11 Login and Logout Logging in to CYP-IMS To log on to CYP-IMS, Users will navigate to enter their Username and Password, and then click on the Login button. Logging out from CYP-IMS Figure 1: Logging into CYP-IMS To Logout of CYP-IMS, Users will click on the drop down arrow next to their Username located in the top right corner of the screen, then click the Log out hyperlink. Figure 2: Logging out from CYP-IMS After successful logout, Users will see the informational message shown below: CYP-IMS Admin User Guide July

12 Figure 3: Post Logout screen Forgot Your Password If a User forgets 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 redirect the User to a new screen where they can enter their Username then click the Send button to retrieve their password. The system will send an containing a temporary password to the associated to the User s account in the system. CYP-IMS Admin User Guide July

13 Figure 4: Forgot Password Once Users receive a temporary password through , they may use it to login to the system. Upon successfully logging in with the temporary password, Users will be directed to the Reset Password screen to set a new password for the account. This screen will list the minimum password requirements to create a new passwords. Once a password that meets all the password requirements is entered, the User can click the Reset button to complete setting a new password. Figure 5: New Password Criteria CYP-IMS Admin User Guide July

14 If the password entered by the User meets the minimum requirements, the password will be successfully set as the new password for the account. If the password does not meet the minimum requirements, the User must re-enter a new password until it meets the minimum requirement. Once the password is successfully set, the User can login using the newly set password. Figure 6: Password Reset CYP-IMS Admin User Guide July

15 Navigation Header CYP-IMS Figure 7: 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. Log out: Log out from the system. c. Manage Users: Access Account Manager (only accessible to Service Admins). Main Menu Shows the modules the logged in User has access to within the system (apart from Account Manager): d. For Service Admins: o Report Manager o Criteria Manager o Data Manager e. For Inspection Coordinator o Report Manager o Program Reviewer o Field Response o Scheduler Footer CYP-IMS Figure 8: Footer About Provides information about the version of the system, as well as contact information for support. This information is important and needs to be provided when calling the Help Desk for technical assistance. E-Library Provides access to the Navy Child and Youth Programs E-Library. 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 Admin User Guide July

16 Accessibility/Section 508 Provides access to the Department of Defense (DoD) Accessibility Link. External Links Disclaimer Provides disclaimer notice on the appearance of the hyperlinks. CYP-IMS Admin User Guide July

17 Account Manager Module The Account Manager module allows Service Admins to create and manage User accounts for their own Service. Accessing the Account Manager Figure 9: Manage Users Once logged in to the system, the Account Manager module can be accessed via the dropdown option Manage Users next to a User s Username within the header (on the top right corner of the screen). CYP-IMS Admin User Guide July

18 Search for an existing User account To search for an already existing User account, enter the search criteria on the Account Manager landing page form and click on the Filter button. Figure 10: Accounts Search Criteria Below are the given search criteria that can be filtered on while searching for a User account: Branch of Service Branch of Service with which the User is affiliated with First Name First name of the User Last Name - Last name of the User Region Region associated to the User Installation Installation associated to the User Status Whether the User is active in the system or inactive/no longer active in the system Roles Role assigned to the User account. Given below are the values that a Service Admin can delegate (sorted alphabetically) o Inspection Coordinator o Inspector o Service Admin Active vs Inactive Accounts Filter Submit search form Clear Clear out the search form CYP-IMS Admin User Guide July

19 Adding a new User account To add a new User account, click on the Add Account button. Figure 11: Adding a User Account CYP-IMS Admin User Guide July

20 After clicking on the Add Account button, a new page will load that will require entry of new user account details. Service Admins will be able to enter the following information: First Name (required) i. The First Name can be a combination of alphabetical characters, numbers and the following Special Characters: Hyphen (-), Ampersand (&), or Period (.) Last Name (required) i. The Last Name can be a combination of alphabetical characters, numbers and the following Special Characters: Hyphen (-), Ampersand (&), or Period (.) Primary (required) i. All addresses must be unique and shall not be shared across accounts. Secondary i. All addresses must be unique and shall not be shared across accounts. Status ( Active by default) (required) Branch of Service Will be preselected with the current User s Branch of Service, if the current User has access to several Branches of Service, they will be required to pick one (required) Roles Service Admins can select the Role or Role(s) they want to assign to the new User s account. Only one Role can be associated at a time. After populating the required fields, click on the Save button and the system will create the User account. If more Roles are desired at this time, Edit the User s account to assign additional Roles. Editing an existing User account To edit an existing User account, navigate to the Account Manager page. Using the search filters as described above, filter on the account that needs to be modified. Within the listing screen click on the hyperlink on the Name of the User to view the Edit form for that User account. Figure 12: User Account Page On the Edit form screen, Admins are able to change the following information: First Name (required) Last Name (required) CYP-IMS Admin User Guide July

21 Primary (required) Secondary Status (required) Roles To inactivate or remove access from an account, change the User s Status to Inactive. CYP-IMS Admin User Guide July

22 Each User must have one Role associated to their account. If multiple Roles are associated a Remove hyperlink will appear next to the Role. Figure 13: Edit Account Page To assign additional role(s) for a User account, within the Edit form click on the Click here to assign additional roles hyperlink. This will take the User to another page where the User can select additional Roles to be associated with the current User account. Figure 14: Assign Roles CYP-IMS Admin User Guide July

23 Figure 15: Add Role to Account Unlocking an Account To unlock an account, follow these steps CYP-IMS Admin User Guide July

24 Step 1: Service Admins can log in for the respective Branch of Service and browse to Manage Users under your account name. Note: If you do not have Service Admin as a role, please contact CYP Support Desk for assistance at CYPIMS_SupportDesk@militarychildcare.com. Figure 16: Accessing Account Manager Module Step 2: Filter on the locked account within the Account Manager listing screen. Figure 17: Searching an Account Step 3: Click on the Unlock Account button on the Account details screen. CYP-IMS Admin User Guide July

25 Figure 18: Unlock Account button CYP-IMS Admin User Guide July

26 Step 4: The system displays a success message that the account has been unlocked. Figure 19: Account Unlock successful Step 5: Ask the user to validate that the previously locked account is indeed unlocked. CYP-IMS Admin User Guide July

27 Figure 20: Account unlock validation Step 6: If the user still cannot remember the password, please request that they click on the Forgot Password link and follow the instructions for resetting the password or have them contact the CYP Support Desk for assistance at CYP-IMS Admin User Guide July

28 Report Manager Module The Report Manager module allows authorized Users to generate reports from CYP-IMS. Accessing Report Manager Once logged in to the system, select the Report Manager module from the main navigation bar. The system will load the landing page of the Report Manager which lists all the available Reports based on the role of the logged in User. Reports Listing Figure 21: Accessing Report Manager The Reports listing table shows the following information which helps in identifying the Report the User might be interested in: 1. Report Name: Title of the Report. This is a hyperlink and takes the User to the Report Generation screen for the Report selected. 2. Description: A brief description of the Report. CYP-IMS Admin User Guide July

29 Figure 22: Reports Listing Generate a Report From the Reports listing, click on the hyperlinked Report Name for the report you want to generate. Upon selecting the Report hyperlink, the user will see the Report Generation screen. An example Inspection Criterion Report screen is shown below: CYP-IMS Admin User Guide July

30 Figure 23: Inspection Criteria Report filters Select the Report Parameters The user will need to select the various parameters prior to generating the report as displayed on the Report filtering screen. The values selected from these drop-downs will act as parameters based on which the Report is generated. For example, for reports generated from the Criteria Manager module, parameters include Report format, Branch of Service, Year, Released, and Program Type, Assignment Category, Points and Summary selection; for Inspection System module reports, these parameters include Region Name, Installation Name, Program Name, etc. Click on the Generate Button After selecting the appropriate parameters for the Report, click on the Generate button. This will run the report and show a file open/save dialog box which will allow the user to open or save the Report to their machine. CYP-IMS Admin User Guide July

31 Figure 24: Generating the Report CYP-IMS Admin User Guide July

32 Criteria Manager Module The Criteria Manager module allows authorized Users to create and maintain the Criteria mandated for annual inspection of CYP Installations and Programs by the Office of Secretary of Defense (OSD). OSD Admins create the Criteria first for the standard Program Type(s) (e.g. 24/7 Centers, CDC, CYP, FCC, SAC, SAC/Youth, and Youth), then release them down to the various Branches of Service (e.g. Navy, Army, Marines, Air Force and DLA). Once the Services have the OSD Criteria, the system allows authorized Users from each Branch of Service to extend the OSD Criteria to meet their Service Specific needs and create their own Service Specific custom Program Type(s) and corresponding Criteria. Once the Criteria is reviewed and approved for the associated Program Type for the selected Year, the system allows the authorized Users from the Services to Release the Criteria to the field for Inspectors to inspect on. Accessing Criteria Manager Once logged in to the system, select the Criteria Manager module from the main navigation bar. The system will load the landing page of the Criteria Manager. Managing Program Type(s) Figure 25: Criteria Manager Header On the landing page of the Criteria Manager, the User will be prompted to choose the Branch of Service and the Year for which Criteria needs to be managed. Select the Service and Year and click on the Select button. If the User is associated with only one Branch of Service, that Service will be preselected. Figure 26: Managing Program Type(s) CYP-IMS Admin User Guide July

33 The system will display the list of Program Type(s) that have been created for that Service and Year and the Status of the Criteria set: Released or In Progress. Figure 27: Criteria Manager Program Type(s) If the Criteria Set for a standard Program Type does not exist yet for the selected Year, the system will display a notification message of Waiting for OSD to import Criteria for <Previous Year>. The Standard Program Type will show the Criteria once OSD has imported the Criteria from the previous Year. CYP-IMS Admin User Guide July

34 If the Criteria Set for a Custom Program Type does not exist yet, the system will provide a link to Import Criteria from <previous Year> Clicking this link will generate a warning message stating that After import no further changes from <previous Year> will be imported to <selected Year> for this Program Type. WARNING: The system will not allow another import of <previous Year> data to override <selected Year> data. After the Service Admin confirms the warning message, the import the Criteria Set for that Custom Program Type from previous Year to the Year selected. Figure 28: Criteria Management Program Type(s) All the Imported Criteria will be in In-Progress status and the Service Admin will have full access to manage the Criteria Set for that Year. The system will allow the Service Admin Users to Approve the criteria for a Custom Program Type for their Branch of Service. CYP-IMS Admin User Guide July

35 Adding a new Custom Program Type The Service Admins will be able to add their own Service-Specific Custom Program Type(s). To add a new Program Type, click on the Add Program Type button within the Program Type(s) Listing screen. The Add Program Type screen will be displayed. Figure 29: Add a new Criteria Program Type Enter the information of the new Program Type: a. Program Type The system will not allow the User to enter the standard Program Type already in the system (e.g. CDC, FCC, 24/7 Centers, SAC, Youth, CYP, SAC/Youth). b. Type - This is a system field that allows a User to identify if the criteria is OSD or Specific-Service. In the case of Custom Program Type, the system will assign Type as Service-Specific. Click on the Save button to add the Custom Program Type. Click on the Cancel button to disregard additions and go back to listing page. CYP-IMS Admin User Guide July

36 Adding Section To add a new Section for the Program Type(s) just created, navigate to the Sections tab, a new screen will show up with previously added Sections. Click on the Add Section button. Figure 30: Adding Section (Part 1) The Add Section screen will be displayed with the Program Type(s). Figure 31: Adding Section (Part 2) On the Add Section screen, follow these steps 1. Enter the Section Name 2. Select the Program Type(s). You can select more than one Program Type 3. Click on the Save button. The system will create the section and automatically assign a Section code. Click on the Cancel button to disregard additions and return to the Sections Listing screen. CYP-IMS Admin User Guide July

37 Adding Subsection Click on the Subsections tab. A new screen will appear with the previously added Subsections. Click on the Add Subsection button. Figure 32: Adding Subsection (Part 1) The Add Subsection screen will be displayed with the Section, Program Type(s) and Subsection Name. Figure 33: Adding Subsection (Part 2) CYP-IMS Admin User Guide July

38 Figure 34: Adding Subsection (Part 3) On the Add Subsection screen follow the below steps 1. Select the Section from the dropdown list a. If the Service is Service Specific, the name will have a (Service-Level) identifier attached to it. Otherwise the Section name will be at the OSD level 2. Select the Program Type(s) (More than one Program Type may be selected) 3. Enter the Subsection Name 4. Click on the Save button The system will create the Subsection and automatically assign a Subsection code. Click on the Cancel button to disregard additions and return to the Subsections Listing screen. CYP-IMS Admin User Guide July

39 Adding Criterion Click on the Criteria tab. A new screen will appear with the previously added Criterion. Click on the Add Criterion button. Figure 35: Add Criterion (Part 1) The Add Criterion screen will be displayed with the Program Type, Section, Subsection and Type defaulted based on the previous selections. If not pre-selected, select the Program Type, Section and Subsection. Figure 36: Add Criterion (Part 2) On the Add Criterion screen, follow the below steps: Select the Section from the dropdown list. Select the Subsection from the dropdown list. Select the Program Type. Program Type(s) list will be available only after selecting the Section and the Subsection. More than one Program Type can be selected. CYP-IMS Admin User Guide July

40 Enter Criterion Name Field developed specifically for our system. This field allows the Users within the Inspection system to get a brief one sentence description of the Criterion. Enter Criterion Description Full description of the Criterion. Enter Criterion Intent - Help Inspectors and Programs focus on the why of Program requirements. Select Criterion Points - Assign a possible maximum score of 10, 20, or 30 points, depending upon impact to the overall quality of the Program. These Criterion Points are used differently by each Branch of Service. Click on the Save button. The system will create the Criterion and automatically assign a Criterion code. Click on the Cancel button to disregard additions and return to the Criterion Listing screen. If the Criterion has associated Reference Documents, select the Related Reference Docs tab at the bottom of the View Criterion screen and either upload the Reference Document or Search to see if it already exists. Once associated to a Criterion, the Reference doc shows up in the Inspection system. Figure 37: View Criterion CYP-IMS Admin User Guide July

41 Searching Reference Documents There are two ways to search on a Reference Document 1. Enter a keyword that could be part of the name given to the reference document and click the Search button. This will return all documents uploaded by all the Services which have a name that matches the keyword entered. Figure 38: Search for Reference Documents (Part 1) 2. Click on the Browse All button to display a list of all Reference Documents. This list will contain Reference Documents from OSD and all other Branches of Service. Figure 39: Search for Reference Documents (Part 2) Click on the Associate link of the reference document to associate it with the Criterion or Component desired. The Associate Reference Document screen will be displayed. Associating Reference Documents to Criterion and Components In the Associate Reference Document screen, select all the Bookmarks of the Reference Document that apply for the Criterion or Component. By associating to the bookmark, and not the entire document, the Reference Document will open to the preselected bookmark when launched within the Inspection module. CYP-IMS Admin User Guide July

42 Figure 40: Associate Reference Documents to Criterion and Components (Part 1) Click on the Save button. The Edit Criterion/Component screen will display with the Reference Documents and selected associated bookmarks. Figure 41: Associate Reference Documents to Criterion and Components (Part 2) Uploading Reference Document Click on the Upload Reference Document button from the View/Edit Criterion or View/Edit Component screen within the Related Reference Docs tab. The Add Reference Document screen will be displayed. Enter the Reference Document name. Note: This name will appear in Reports and within the Inspection module with its associated Criterion or Components. CYP-IMS Admin User Guide July

43 Click on the Browse button to select the file to be uploaded. The Windows explorer screen will pop up. Select the file that needs to be uploaded and click on the Open button. Note: The Reference Document may only be a PDF file. The only allowed extension type is.pdf. Figure 42: Upload a Reference Document Once all the required information of the Reference Document is entered, click on the Save button. The Associate Reference Document will be displayed. See Associate Reference Documents to Criterion and Components. Searching Components Components can be looked up using basic search and advanced search filters. Filtering on the basic search displays the components for a particular Program Type, Section, Subsection, Criterion or Service Type. Additional search options are also available by clicking on the Show Advanced button. Note: Choose Program Type(s) to use any of the search filters. Figure 43: Basic Search Filters CYP-IMS Admin User Guide July

44 Clicking the Show Advanced button expands the list of search options. All of these fields were entered while adding a component. Clicking on the Hide Advanced button will revert the list back to the basic list of search options. Figure 44: Advance Search Filters (Part 1) Assignment Category To view Components for a specific Assignment, i.e. Admin, Facility or Program. Program Specific To view Components which are Program Specific, click on Yes or No. Component Scope Choose Full to view the full list of Components which are of both Full and Partial, click on Full or else click on Partial for Partial scope Components. Note: This filter can be used only for the Child Development Center Program Type(s) and for Program Specific Components. Sub-assignments To view Components for a specific Sub-Assignment, i.e. Infant, or Youth Programming. For better search results, it is recommended to also filter by Assignment Category when filtering by Sub-assignments. Commander Attention Item To view Components which are marked as Commander Attention Item, click on Yes or else No. Installation Attention Item To view Components which are marked as Installation Attention Item, click on Yes or else No. N/A allowed? To view Components which are allowed to have Not Applicable (N/A) as part of their evaluation, click on Yes or else No. CYP-IMS Admin User Guide July

45 N/O allowed? To view Components which are allowed to have Not Observed (N/O) as part of their evaluation, click on Yes or else No. Tags To view Components which are associated to OSD or Service Specific tags. Keyword Enter any keyword to view Components across multiple Assignments or Sub-assignments. Exporting Listing Screen Results To export the results on the Listing screen within components, the user can click on the Export Results button under the filter section. This will generate an export of the Filtered results. Figure 45 Exporting results on Component Listing screen Figure 46 Export Results Report The results will display all Program Type(s) associated with the Components based on the filtered values selected. Adding Component CYP-IMS Admin User Guide July

46 Click on the Components tab. A new screen will appear with the previously added Components. Click on the Add Component button. Figure 47: Add Component (Part 1) The Add Component screen will be displayed with the Program Type, Section, Subsection and Criterion. Figure 48: Add Component (Part 2) Enter the Component information: Select Section from the dropdown list. Select Subsection from the dropdown list. Select Criterion from the dropdown list. Select Program Type(s). CYP-IMS Admin User Guide July

47 Section, Subsection, Criterion needs to be selected to see the list of Program Type(s). More than one Program Type can be selected. Enter Component Name - This field allows the Users within the Inspection system to enter a one sentence description of the Component. Enter OSD Description OSD Description of the Component. This field appears for OSD Components only. Enter Service Description Service description of Component. Enter OSD Method of Guidance - Provides information to the Inspector and the field on how to determine, in an objective, unbiased manner, whether inspection requirements are met. This field shows up for OSD Components only. Enter Service Method of Guidance. Enter Component Program Notes Notes for the Component that apply across the Program. Enter Inspector Notes Notes for the Inspectors while they do the inspections for this Component. Select Component Points - Each Component is assigned weighted points based on its importance (Low 1 Point, Medium 2 Points, or High 3 Points) within the parent Criterion. If all Components under a Criterion are marked MET, then full credit will be given for that Criterion. If only some of the Components are met, then the Program will only receive partial credit for that Criterion. For the Marines, each Component has a value of 1 (one) Point and each Component marked as MET is counted while those marked as NOT MET or N/A are not counted towards the possible points for the parent Criterion. Select the N/A Allowable checkbox Mark this checkbox if the component can be categorized as Not Applicable for the given Inspection. NA components are excluded from overall weight and not counted against the Program. Select the Commander Attention Item checkbox Mark this checkbox if the component requires reporting to OSD when issues are found while inspecting. This field shows up for OSD Components only. Select the Installation Attention Item checkbox Mark this checkbox if the component requires reporting to the Installation when issues are found while inspecting. Associate Tags to a Component Type in the Tags dropdown and select the tag to be associated to the Component. Multiple tags can be associated to a Component. OSD Tags are view only for Services. Click on the Save button. The system will create the Component and automatically assign a Component code. Click on the Cancel button to disregard additions and return to the listing page. CYP-IMS Admin User Guide July

48 Figure 49: Add Component (Part 3) Upon successful creation of the Component, additional fields will appear based on the Program Type(s) associated with the newly created Component. Adding Component Details to a Component: After clicking the Save button on the Add Component screen, the Component details grid will be displayed. In order to add Method Guidance, Program Notes, and Inspector Notes for all of the associated Program Type(s), click on the Edit hyperlink, enter the text in the respective columns then click the Save button. Figure 50: Adding Generic Component Details to a Component (Part 1) CYP-IMS Admin User Guide July

49 Figure 51: Adding Generic Component Details to a Component (Part 2) In order to add Method Guidance, Program Notes and Inspector Notes for a specific Program Type, click on the Add hyperlink, choose the Program Type, enter the text in the respective columns then click the Save button. Figure 52: Adding Program Type Specific Component Details to a Component (Part 1) Figure 53: Adding Program Type Specific Component Details to a Component (Part 2) To disregard the changes the user made, Click on the Cancel hyperlink. CYP-IMS Admin User Guide July

50 Adding Assignment Category to a Component Select Assignment Category - Assignment Category designates which Inspector role will complete the Component s assessment (e.g. Admin, Facility, and Program). Admin Components refer to the facility s admin subject areas such as staff files, personnel record keeping etc., Facility Components refer to the facility standards such as fire and safety procedures as well as the health and safety standards, etc. Lastly, the Program Components refer to the Program s activities such as classroom environment, guidance, parent communication and involvement, etc. Select the Inspection Element Type - Program Specific or Non-Program Specific. If the Inspection Element Type is Program Specific, the system will allow the user to choose the Sub-Assignments (age groups in the case of CDC Program Type) associated with the Program Type as well as the Component Scope Full/Partial (again, in the case of CDC Program Type). Select Sub-Assignments - Sub Programs or Classroom age groups where the Component will be assessed. This field only appears if the Inspection Element Type is selected as Program Specific. Select Component Scope Denotes if the Component is considered within the Full or Partial inspection during the CDC inspections. This field only appears if the Program Type is CDC and Inspection Element Type is selected as Program Specific. Figure 54 Adding Assignment Category to a Component Adding Common Findings to a Component If the Component has associated Common Findings, select the Related Common Findings tab at the bottom of the Edit Component screen. Common Findings can be utilized on this and only this component in the Inspection System. The Inspectors will have the option to choose common Findings if they evaluate the Component as Not Met. To add Common Findings, follow these steps: 1. Click on the Related Common Findings section. 2. Choose the Program Type(s). More than one Program Type can be selected. CYP-IMS Admin User Guide July

51 3. Enter the Common Finding Text. 4. Click on the Save button. To clear the text that was just entered, click on the Clear button. The Edit Component screen will be displayed with the new Common Finding. The Admin can continue entering more Common Findings as needed. Figure 55: Adding Common Findings to a Component Adding Reference Documents to a Component If the Component has associated Reference Documents, select the Related Reference Docs tab at the bottom of the Edit Component screen and either Upload the Reference document or Search to see if it already exists. CYP-IMS Admin User Guide July

52 Figure 56: Adding Reference Documents to a Component CYP-IMS Admin User Guide July

53 Generating the Inspection Criteria Report In order to perform a quality check of the Criteria entered, generate the Inspection Criteria Report to review the criteria entered at any time. This report, among others, can be generated via the Report Manager. This allows the user to more easily review and make necessary changes before approving the Criteria. Figure 57 Generating Inspection Criteria Report (Part 1) CYP-IMS Admin User Guide July

54 Approving Criteria Figure 58 Generating Inspection Criteria Report (Part 2) Once criteria has been loaded, a review/approval should be completed to validate the Criteria. Prior to starting any inspections, all OSD Criteria must be released to the Services and then a Service Admin must release their required Program Type(s). If a Program Type is not released, that Branch of Service will not be able to inspect on any Programs that fall under that type. In other words, the Programs will not be part of the Inspection Package in the CYPIMS-Scheduler module. Once the Admins have reviewed the Criteria using the report and made all pertinent updates, they may start approving the Criteria. Admins can approve the Criteria in any order, starting from the Components working their way up to the Subsections or starting from the Subsections and working their way down to the Components. In this guide we ll start at the Components level. Approving Components: Select the Components tab. Select the Program Type(s), Section, Subsection and Criterion from the dropdowns and click on the Filter button. The list of Components associated with the filtered criteria will be displayed. Select a Component in In Progress status. The Edit Component screen will be displayed. Select the Save and Approve button. Select the back to Components link on top of the screen. CYP-IMS Admin User Guide July

55 Continue selecting the rest of the Components that apply to the filtered criteria until all are in Approved status. At any time, the user may change the values of the filters and continue approving the remaining Components. Figure 59 Approving Components CYP-IMS Admin User Guide July

56 Approving Criteria: Once all Components are approved, select the Criteria tab. Select the Program Type(s), Section and Subsection from the respective dropdowns then click on the Filter button. The list of Criteria associated with the applied filter Criteria will be displayed. Select a Criterion with a status of In Progress. The Edit Criterion screen will be displayed. Select the Save and Approve button. Select the back to Criteria link on top of the screen. Continue selecting the remaining Criteria that is listed based on the filtered criteria until all reflect a status of Approved. Next, change the values of the filters to continue approving the remaining Criteria. Figure 60 Approving Criterion Approving Subsections: Once all Criteria are approved, select the Subsections tab. Select the Program Type(s) and Section from the dropdowns and click on the Filter button. The list of Subsections associated with the filtered criteria will be displayed. Select a Subsection with a status of In Progress. The Edit Subsection screen will be displayed. Select the Save and Approve button. Select the back to Subsections link on top of the screen. Continue selecting the remaining Criteria that is listed based on the filtered criteria until all Subsections reflect a status of Approved. Next, change the values of the filters to continue approving the remaining Subsections. CYP-IMS Admin User Guide July

57 Figure 61 Approving Subsections Releasing Criteria at OSD Level To release a Program Type, the user should start by releasing the Criteria for all the Sections. Follow the below steps to release a Section successfully Step 1: Click on the Program Types tab. Step 2: Click on the hyperlinked Program Type for the desired section to be released. Step 3: View Program Type screen will be displayed. Select the Related Sections accordingly. Step 4: Click on the Release hyperlink for the Section to be released. Step 5: Release Section screen will be displayed. Click on the Release Section button. Step 6: The user will now see a confirmation message that the Section has been successfully released. Note: The user may not release a Section until they have approved all the Criteria for that Section. CYP-IMS Admin User Guide July

58 Figure 62 Releasing Section at OSD Level (Part 1) Figure 63 Releasing Section at OSD level (Part 2) CYP-IMS Admin User Guide July

59 Figure 64 Releasing Section at OSD Level (Part 3) Once all the Sections have been released, users can begin releasing the Program Type which can be achieved by following the below steps: Step 1: Select the Release hyperlink for the Program Type of the Criteria to be released. Step 2: The Release Program Type screen will be displayed. Step 3: Click on the Release Criteria Set button. Step 4: The Program Type will be released and the Criteria Set will cascade all Branches of Service. Step 5: Post Program Type Release, the released Program Type will no longer be available to be associated to any new Sections, Subsections, Criteria or Components. The Program Type will reflect a status of Released throughout the CYPIMS Criteria Manager. Note: Users cannot release a Program Type until all Sections of a specific Program Type have been released. CYP-IMS Admin User Guide July

60 Figure 65 Releasing Program Type (Part 1) Figure 66 Releasing Program Type (Part 2) CYP-IMS Admin User Guide July

61 Figure 67 Post Release Program Type Listing screen Post Program Type release, the following fields are NO LONGER editable OSD: Program Type Associations Component Name Sort Order OSD Description Component Points Not Applicable Allowed (N/A) Not Observed Allowed (N/O) Commander Attention Item (CAI) Method Guidance Inspector Notes Assignment Category Inspection Element Type Sub-Assignments Service Specific: Program Type Associations Component Name Sort Order Service Description Component Points Not Application Allowed (N/A) Not Observed Allowed (N/O) Method Guidance Assignment Category Inspection Element Type Sub-Assignments Releasing Criteria at Service Level Releasing Criteria at a Service Level can be achieved by following the below steps: CYP-IMS Admin User Guide July

62 Step 1: Select the Release hyperlink for the Program Type of the Criteria to be released. Step 2: The Release Program Type screen will be displayed. Step 3: Click on the Release Criteria Set button. Step 4: The Program Type will be released successfully. Step 5: Post Program Type Release, released Program Types may no longer be associated to any new Sections, Subsections, Criterion or Components. Note: Users cannot release a Program Type until all Criteria for a specific Program Type have been released. Figure 68 Releasing Criteria at Service Level (Part 1) Figure 69 Releasing Criteria at Service Level (Part 2) Libraries CYP-IMS Admin User Guide July

63 All reference documents uploaded while adding/editing criteria and components for a given inspection year will be stored in the Reference Documents Library. To access the Reference Documents Library, click on the Libraries tab. This will display all the existing reference documents uploaded by all the Branches of Service. Figure 70: Reference Documents listing screen To add a Reference Document that can be associated at a later time to any Component or Criterion, follow the below steps: 1. Click on the Add Reference Document button of the Reference Documents Listing screen. 2. Enter the Reference Document name. Note: This is the name that will appear in Reports and within the Inspection module with its associated Criterion or Components. 3. Click on the Browse button to select the file to be uploaded. The Windows explorer screen will pop up. Select the file that needs to be uploaded and click on the Open button. Note: The Reference Document must be of a PDF file format. The only allowed extension type is.pdf. CYP-IMS Admin User Guide July

64 Figure 71: Adding Reference Document Once all the required information of the Reference Document is entered, click on the Save button. Accessing Checklist To access the Checklist, Select the Libraries tab then click on the Checklists tab. Creating Checklist Figure 72 Accessing Checklist Within the Libraries tab, select the Checklists tab. Click on the +Add Checklist button on the Checklists listing screen. The Add Checklist screen will be displayed. CYP-IMS Admin User Guide July

65 Figure 73 : Creating a Checklist 1. Enter the Checklist name (unique). This name will appear in Reports and within the Inspection system along with the associated Components. 2. Choose the Program Type(s) and corresponding Assignment Category to be associated with the Checklist. 3. Choose whether a specific item on the Checklist will allow N/A or N/O. 4. Once all required information for the Checklist is entered, click on the Save button. Figure 74: Add Checklist Options CYP-IMS Admin User Guide July

66 After the Checklist has been added, open the Checklist from the listing screen. The Edit Checklist screen will be displayed which allows users to associate Components to a specific Checklist. Figure 75: Edit Checklist screen Associating Components to a Checklist To associate Component/Components to a Checklist, follow the below steps: Step 1: Search for a Component to be associated to a Checklist by entering a word in the keyword search (which returns all the Components matching the keyword within the Component Name) OR by entering a 4 digit Component Code. Step 2: On the Component search results screen, select all the Components desired to be associated to the current Checklist. Step 3: Click on the Associate Selected Components button. CYP-IMS Admin User Guide July

67 Figure 76: Associating Components to the Checklist Once the user has associated the desired Components, they will see them in the Related Components section on the Checklist screen. A user can remove the associated Component(s) from a given Checklist by clicking on the Remove hyperlink next to a listed Component. Note: Checklists may only be created with Non-Program Specific Components and all Components should have the same Assignment Category for a given Program Type. CYP-IMS Admin User Guide July

68 Figure 77: Related Components section listing screen Adding Tags In order to create a tag, users must first create them through the Libraries tab within Criteria Manager. Tags allow users to associate tag filters to a Component within the add or edit screens. To add a tag the user must select the Add Tag button on the Tags Listing Screen. Figure 78 Adding Tags (Part 1) CYP-IMS Admin User Guide July

69 Figure 79 Adding Tags (Part 2) The user must add a Tag name, which must follow the rules listed below: The name must not contain spaces. The name must not contain special characters (i.e.!@#$%^&*()-+=). The Tag description is required to be entered before Tags can be saved. Upon saving, the tag will be added to the Library of Tags which may be associated to Components upon creation or edit. Adding Tags to a Component Adding Tags can be done while creating or editing a Component. When in either screens, the user may begin typing a word in the Tags dropdown bar and the system will begin searching for existing tags in the Library. Once selected and saved, the tag will be associated to the Component. CYP-IMS Admin User Guide July

70 Figure 80 Associating Tags to a Component CYP-IMS Admin User Guide July

71 Data Manager Module The Data Manager module allows authorized users to create and maintain the supporting data used by the CYP staff to determine what to conduct inspections on. Some of this data includes Regions, Installations, Programs, Buildings, Classrooms, Points of Contacts and Extensions. This data is utilized within an Annual Inspection Package to group and filter criteria. Accessing Data Manager Once logged in to the system, select the Data Manager module from the main navigation bar. List/View Regions Figure 81: Accessing Data Manager Click on the Regions tab within the Data Manager module. The Regions landing page will display previously added Regions in the system for all the Branches of Service. If the user has access to more than one Branch of Service, they can filter on the Branch of Service using the filter at the top of the page. The user can also filter on Region status, whether Active or Inactive. Add Region Figure 82: List/View Regions Click on the Add a Region button on the Regions Listing page. This will open a new page with the Add Region form. CYP-IMS Admin User Guide July

72 Figure 83: Add Region 1. Select Branch of Service Defaulted to User s Branch of Service, if associated with only one Branch of Service 2. Enter Region Official Name Used for any Reports produced by the CYP-IMS 3. Enter Region Short Name To provide ease of use, the Region Short Name will be used on Filters and drop-downs throughout the system 4. Click on the Save button to add the Region 5. Click on the Cancel button to disregard additions and return to the Region Listing page CYP-IMS Admin User Guide July

73 Edit Region On the Listing Screen, click on the Region Official Name hyperlink or click on Edit hyperlink for the Region that needs to be edited. This will load the Region page in edit mode. Make updates as desired and click on the Save button to save the updates. Delete/Inactivate Region Figure 84: Edit Region To delete/inactivate a Region, follow these steps: 1. On the Listing Screen, click on the Delete hyperlink for the Region that needs to be deleted. This will prompt the user to confirm deletion of a Region. 2. Click on the Ok button. 3. Region will be successfully inactivated. Note: All Installations and Programs need to be inactivated prior to inactivating the Region. Figure 85: Delete/Inactivate Region CYP-IMS Admin User Guide July

74 List/View Installations Click on the Installations tab within the Data Manager module. The Installations landing page will display all the previously added Installations within the system for the Branch of Service selected in the filters. If a user has access to more than one Branch of Service, they can filter on the Branch of Service, Region Short Name and Installation Short Name using the filters provided at the top of the page. The user can also filter on the status of the Installations, whether Active or Inactive. Add Installation Figure 86: List/View Installations Click on the Add an Installation button on the Installations Listing page. This will open a new page with a Select Branch for Installation form. Figure 87: Add Installation (Part 1) CYP-IMS Admin User Guide July

75 Figure 88 Add Installation (Part 2) CYP-IMS Admin User Guide July

76 Figure 89 Add Installation (Part 3) 1. Select Branch of Service - Defaulted to User s Branch of Service, if associated with only one Branch of Service 2. Select Region Short Name - To provide ease of use, the Region Short Name will be used on Filters and drop-downs throughout the system 3. Click on the Select Branch button This will open a new page that displays the Add Installation Form. Service Admins users may then fill out the form with the Installation details: 1. Installation Official Name - Used for any Reports produced by the CYP-IMS 2. Installation Short Name - To provide ease of use, the Installation Short Name will be used on Filters and drop-downs throughout the system 3. Address Physical address of the Installation 4. Address 2 Physical address of the Installation 5. Select City a. APO For Army Post Office b. FPO For Navy Fleet Post Office c. City if City is selected, enter the name of the City CYP-IMS Admin User Guide July

77 6. Select State Installation State 7. Enter Postal Code Installation Zip Code 8. Select Country Installation Country 9. Select Time Zone Installation Time Zone 6. Click on the Save button to add the Installation 7. Click on the Cancel button to disregard additions and return to the Listing page Edit Installation On the Listing Screen, click on the Installation Official Name hyperlink or click on the Edit hyperlink for the Installation that needs to be edited. This will load the Installation page in edit mode. Make the updates as desired then click on the Save button to save the updates. Figure 90: Edit Installation CYP-IMS Admin User Guide July

78 Delete/Inactivate Installation There are 2 ways to delete/inactivate an Installation 1. On the Listing Screen, click on the Delete hyperlink for the Installation that needs to be deleted. This will prompt the user to confirm deletion. Figure 91: Delete/Inactivate Installation 2. On the Installation Edit page, select Inactive from the Status drop-down list. This will inactivate the Installation. List/View Programs Click on the Programs tab within the Data Manager module. The Programs landing page will display all the previously added Programs within the system for the Branch of Service selected on the filters. If a user has access to more than one Branch of Service, they can filter on the Branch of Service, Region Short Name, Installation Short Name and Program Type using the filters provided at the top of the page. The user can also filter on the status of the Programs, whether Active or Inactive. Add Program Figure 92 : List/View Programs CYP-IMS Admin User Guide July

79 Click on the Add Program button on the Programs Listing page. This will open a new page that displays the Add Program form. Figure 93 : Add Program 1. Select Branch of Service - Defaulted to User s Branch of Service, if associated with only one Branch of Service. 2. Select Region Short Name - To provide ease of use, the Region Short Name will be used on Filters and drop-downs throughout the system. 3. Select Installation Short Name - To provide ease of use, the Installation Short Name will be used on Filters and drop-downs throughout the system. 4. Select Program Type Program Type which will be associated with the Program that is being added. 5. Enter Program Name Name of the Program that is being added. 6. Enter Operational Capacity for the Program Program Operational Capacity. Operational Capacity is defined as the number of child care spaces based on the current use of the classrooms in the facility. In the event a classroom or part of the facility is temporarily closed (lack of staff, need for care, etc.) include this room or facility in the capacity. If a room has been reconfigured CYP-IMS Admin User Guide July

80 (turned into a training lounge, staff lounge, etc.) on a permanent basis, do not count the room s capacity in the overall facility capacity. 7. Select Status Will allow to filter on Active/Inactive Programs and defaults to Active. 8. Notes Notes for the Program that is being added. 9. Scheduling Notes Scheduling Notes for the Program that is being added. This information will be displayed in the Scheduler at the time of creating the Inspection Package. 10. Certification Type(s) Certification Type(s) that the new Program that is being added will obtain. More than one Certification Type can be awarded to the Program. 11. Click on the Save button to successfully add the Program. 12. Click on the Cancel button to disregard additions and return to the Listing page. Edit Program On the Listing Screen, click on the Program Name hyperlink or click on the Edit hyperlink for the Program that needs to be edited. This will load the Program page in edit mode. Make the updates as desired to the Program then click Save to save the updates. CYP-IMS Admin User Guide July

81 Figure 94: Edit Program Also available on this page are the sections for managing Building(s), Classroom(s), Point(s) of Contact and Extension(s) associated with the Program. Delete/Archive Program There are 2 ways to delete or inactivate a Program. CYP-IMS Admin User Guide July

82 1. On the Listing Screen, click on the Delete hyperlink for the Program that needs to be deleted. This will prompt the user to confirm deletion of the Program. Click on the Ok button in the dialog box. a. Note: If the program is a part of an active Inspection, the program cannot be deleted or archived Commented [PW1]: NAVYCRMS-6291 Figure 95: Delete/Archive Program via listing screen 2. On the Edit Program page, select the Status as Inactive (Temporarily unavailable). This will temporarily inactivate the Program. To permanently close the Program, select Archived (Program permanently closed) as the status. Figure 96 Delete/Archive Program via Edit Program Manage Buildings 1. In order to manage buildings associated to a given Program, click on the Edit or Program Name hyperlink on the Program Listing page for the desired Program. CYP-IMS Admin User Guide July

83 Figure 97: Programs Listing Screen 2. Within the Edit Program page the user can scroll down to the bottom of the page where they will find the buildings tab/section Figure 98: Manage Buildings 3. From here, the user can see the Building Numbers, Date Constructed, Date Last Renovated, Building Notes, and Actions CYP-IMS Admin User Guide July

84 Adding a Building 4. First, the user must select a Program that building will be associated with. To do this Click here to refer to the Manage Buildings section in this document. 5. From the Buildings Section, click on the Add Building button to access the Add Building Page for the Program selected. Figure 99 Add Building (Part 1) Figure 100: Add Building (Part 2) 6. From here, the user can add all required and any optional information into the system. 7. Once all the information has been added, click on the Save button. 8. This will redirect you back to the Program page where the changes can be verified under the Buildings section. Editing a Building 9. Back at the Programs level, the Actions column has the ability to either edit or delete buildings under the Programs. 10. To do this, click on the Edit (to edit the current building selected) or Delete (to delete the currently selected building) hyperlink 11. Upon clicking the Edit hyperlink, the user will be redirected to the Edit building page for the building associated with the edits. CYP-IMS Admin User Guide July

85 Figure 101 Edit Buildings (Part 1) Figure 102: Edit Buildings (Part 2) 12. This page includes editable fields that can be updated with any new or corrective information. 13. Once all the information has been updated, click on the Save button to finalize the changes. Manage Classrooms 1. In order to manage Classrooms associated to a given Program, click on the Edit or Program Name hyperlink on the Program Listing page for a given Program. CYP-IMS Admin User Guide July

86 Figure 103: Programs Listing Screen 2. In order to manage Classrooms associated to a CDC Programs, click on the Classroom(s) section on the Edit Program page Figure 104: Manage CDC Classrooms Adding a Classroom 3. First, select a Program that is associated with the Classroom. 4. From the Classroom Section, click on the Add Classroom button to access the Add Classroom Page for the Program selected. CYP-IMS Admin User Guide July

87 Figure 105: Add Classroom 5. From the Add Classroom page, add all the required and any optional information into the system. a. Note: The Classroom name must be unique within the program regardless of the Status or Age Group. 6. Once all of the information has been added, click on the Save button. 7. The changes can also be verified under the Classroom(s) section. Editing a Classroom 8. At the Programs level, the Actions column allows for the functionality to either edit or delete buildings under the Programs. 9. To do this, click on the edit (to edit the current Classroom selected) or delete (to delete the currently selected Classroom) hyperlink. 10. Upon clicking the Edit hyperlink, the Edit Classroom page will be displayed. CYP-IMS Admin User Guide July

88 Figure 106: Edit Classroom(s) 11. This page will include editable fields that can be updated with any new or corrective information. a. Note: Classroom names must be unique within the program regardless of the Status and Age Group. 12. Once all of the information has been added, click on the Save button to finalize the changes. List/View Points of Contacts Click on the Points of Contacts tab within the Data Manager module. The Points of Contacts landing page will display all the previously added Points of Contacts within the system for all the Branches of Service. CYP-IMS Admin User Guide July

89 Add Point of Contact Figure 107: List/View Points of Contacts Click on the Add Point of Contact button on the Points of Contacts listing page. This will open a new page with a select Contact Type field. Figure 108: Add Point of Contact (Part 1) Figure 109: Add Point of Contact (Part 2) 1. Select a Contact Type: a. Program Level POC To designate the POC at the Program level. b. Installation Level POC To designate the POC at the Installation level. CYP-IMS Admin User Guide July

90 2. Click on the Select Contact Type button to proceed. This will open a new page displaying the Add Point of Contact Form. Fill out the form with the Point of Contact details: 1. Select Branch of Service - Defaulted to User s Branch of Service, if associated with only one Branch of Service. 2. Select Region Short Name - To provide ease of use, the Region Short Name will be used on Filters and drop-downs throughout the system. 3. Select Installation Short Name - To provide ease of use, the Installation Short Name will be used on Filters and drop-downs throughout the system. 4. Select Program This field only shows up if the Contact Type is selected as Program Level POC, used to designate the POC to a given Program within selected Region and Installation. 5. Enter Contact Name POC Name. 6. Building Number(s) - This field only shows up if the Contact Type is selected as Program Level POC, used to designate the POC to the buildings associated to the selected Program. 7. Enter Contact Position POC Position. 8. Enter POC address. 9. Enter Phone Number POC Phone number. 10. Enter DSN POC DSN. 11. Choose Yes if you want to create an account for the POC to respond to the Findings. If not, then choose No. 12. Click on the Save button to add the Point of Contact. 13. Click on the Cancel button to disregard additions and return to the Listing page. CYP-IMS Admin User Guide July

91 Edit Point of Contact Figure 110: Add Point of Contact (Part 3) On the Listing Screen, click on the POC Name or the Edit hyperlink for the Point of Contact that needs to be edited. This will load the Point of Contact page in edit mode. Make the updates as needed then click Save to save the updates. CYP-IMS Admin User Guide July

92 Delete/Inactivate Point of Contact Figure 111: Edit Point of Contact 1. On the POC Listing Screen, click on the Delete hyperlink for the Point of Contact that needs to be deleted. This will prompt the user to confirm deletion of the Point of Contact. Click on the Ok button. List/View Extensions Figure 112: Delete/Inactivate Point of Contact Click on the Extensions tab within the Data Manager module. The Extensions landing page will display all the previously added Extensions within the system for the Branch of Service selected in the filters. CYP-IMS Admin User Guide July

93 Figure 113: List/View Extensions Add Extension Click on the Add Extension button on the Extensions Listing page. This will open a new page with the Add Extension form. Figure 114: Add Extensions (Part 1) CYP-IMS Admin User Guide July

94 Figure 115 Add Extension (Part 2) 1. Select Branch of Service - Defaulted based on the account settings. 2. Select Region Short Name - To provide ease of use, the Region Short Name will be used on Filters and drop-downs throughout the system 3. Select Installation Short Name - To provide ease of use, the Installation Short Name will be used on Filters and drop-downs throughout the system 4. Select Program Name Program Name 5. Select Extension Type a. OSD Waiver - Exception to a DOD policy approved for 1 Year. No compensatory measures. b. Service Extension - Additional time to correct noted deficiency. Compensatory measures in place. At a defined period of time. c. Service Exception - Waiver to a requirement to meet service-level policy or DOD level policy for which services have been delegated authority to make the decision. May be issued indefinitely OR for a period of time. May or may not have a compensatory measure. 6. Enter Component Year - Enter the Component Year for Extensions issued prior to the use of CYP-IMS CYP-IMS Admin User Guide July

95 7. Enter Component Code(s) Enter the Component Code(s) for Extensions issued prior to the use of CYP-IMS 8. Enter Action Corrective Action(s) taken for the Extension approval 9. Enter Mitigation Details Mitigation details for the Extension approval 10. Is there an Estimated Completion Date? answering no will mark the Extension as being indefinite. 11. Enter Expiration Date Expiration date of the Extension 12. Select Status a. Pending b. Active default c. Completed d. Overdue e. Inactive 13. Click on the Save button to add the Extension 14. Click on the Cancel button to disregard additions and return to the Listing page CYP-IMS Admin User Guide July

96 Edit Extension On the Listing Screen, click on the Extension Type hyperlink or click on the Edit hyperlink of the Extension that needs to be edited. This will load the Extension page in edit mode. Make the changes as desired and click Save to save the changes. Figure 116 Edit Extension (Part 1) Figure 117: Edit Extensions (Part 2) CYP-IMS Admin User Guide July

97 To add Existing Components to an Extension: 1. Enter the Component Code in the following format: Example: A.1.b.1. a. The same Component Code cannot be entered twice if it is already listed in the table below. 2. Select the Year of the Criteria. 3. Click on the Associate button. 4. Click on the Save button. Manage Extension Attachments On the Edit Extension page, upload or remove attachments associated to the current Extension. There is also a search functionality by which you can associate previously uploaded attachments for other Installation s extensions. Delete/Inactivate Extension Figure 118: Manage Extension Attachments There are 2 ways to delete or inactivate an Extension. On the Listing Screen, click on the Delete hyperlink for the Extension that needs to be deleted. This will prompt the user to confirm deletion of the Extension. Figure 119: Delete/Inactivate Extension via listing page On the Edit Extension page, select Status as Inactive. This will inactivate the Extension. CYP-IMS Admin User Guide July

98 Figure 120 Inactivating the Extension via Edit form CYP-IMS Admin User Guide July

99 Program Reviewer Module Inspection Coordinator Dashboard Clicking the Home icon at the top of the header navigates the user to the Inspection Coordinator (IC) Dashboard. The IC Dashboard has two sections: Inspection Approvals Upcoming Events Figure 121: IC User Dashboard CYP-IMS Admin User Guide July

100 Inspection Approvals In Progress The Inspection Approvals section displays the Year, Region, Number of Inspection Packages for a particular Region and the Number of Programs Pending Outbrief Review for the Inspections. Figure 122: Inspection Approvals - In Progress Inspection Approvals Review Ready This section displays the Year, Region, Number of Inspection Packages, Number of Programs Pending Release and Number of Programs Pending IC Review. The numbers within the Program Pending Release and Program Pending IC Review are hyperlinked and can be clicked on by the user to be redirected to those Programs. Figure 123: Inspection Approvals - Ready Review Inspection Approvals HQ Final Review CYP-IMS Admin User Guide July

101 This section displays the Year, Region and Inspection Packages that are under the status of HQ Final Review. The number under the Packages is hyperlinked and when clicked will redirect a user to those Packages. Figure 124: Inspection Approvals - HQ Final Review Upcoming Events This section displays a calendar with upcoming Events. Currently the calendar shows the scheduled Inspections and their time line. Figure 125: Upcoming Events CYP-IMS Admin User Guide July

102 The CYPIMS Program Reviewer module will provide the ability to view all Programs and Inspection Packages across 2 (two) tabs: Program List and Package List within the Program Reviewer module. The Program List tab will be the default tab when a user navigates to the CYPIMS Program Reviewer module. Program Reviewer Navigation The Program Reviewer Module contains two sections. The Program List and the Package List. Program List This section contains the list of active Programs within the Branch of Service that is associated to the Inspection Coordinator s User account. The Program List can be filtered by Branch of Service, Year, Region, Installation, Program Type and Program Status. Package List This section contains the list of active Packages within the Branch of Service that is associated to the Inspection Coordinator s User account. The Package List can be filtered by Branch of Service, Year, Region, Installation, and Package Status. Program List Figure 126: Program Reviewer Navigation The Program List tab will display the Programs and their details as mentioned below. A list of all Programs will be listed for the User s Branch of Service in a table with the following columns: Region Name Installation Name Program Name Program Status o Pending Inspection o Scheduled Inspection o In Progress o HQ Internal Review o Field Review Ready o HQ Final Review o Pending IES o Pending Certification (OSD) o Certified Certification Expiration Date o If multiple OSD certifications associated with the Program, displays a separate expiration date for each certification CYP-IMS Admin User Guide July

103 Key Dates (described below) Key Date(s): The system tracks Annual Inspection Program Status and derives them based off triggers defined below and are referenced in the Program Workflow within Appendix A. Program Status Trigger to Enter Trigger to Leave Pending Inspection Scheduled Inspection In Progress HQ Internal Review Field Review Ready HQ Final Review Pending IES Pending Certification (OSD) Complete Certification Expiration Date populated by OSD and previous Year Program Package approved (if exists) Program assigned to a current Year Inspection Package and Inspection Start Date has not passed Inspection Start Date passes for current Year Package and Inspection End Date/Outbrief Date has not passed Inspection End Date/Outbrief Date passes for current Year and Release to field button has not been triggered Release to Field button triggered for current Year Program Package and current Year Program Package Findings are not all approved All Corrective Actions have been taken or Extensions have been requested and submitted to HQ for Approval All Corrective Actions have been approved and Extensions have been granted by HQ IES sent to OSD but OSD has not yet certified the Program The Inspection is complete. For DoD Certified Programs, OSD certifies the Program and Program assigned to a current Year Inspection Package and Inspection Start Date has not passed Inspection Start Date passes for current Year Package and Inspection End Date/Outbrief Date has not passed Inspection End Date/Outbrief Date passes for current Year and Release to field button has not been triggered Release to Field button triggered for current Year Program Package and current Year Program Package Findings are not all approved All Corrective Actions have been taken or Extensions have been requested and submitted to HQ for Approval All Corrective Actions have been approved and Extensions have been granted by HQ IES sent to OSD but OSD has not certified the Program yet OSD completes the Program and, for DoD Certified Programs, updates the new Certification Expiration Date CYP-IMS Admin User Guide July

104 Program Status Trigger to Enter Trigger to Leave updates the new Certification Expiration Date The system derives the Program Key Date(s) based on the Program Status as mentioned below. Program Status Key Date(s) Pending Inspection Scheduled Inspection In Progress Previous Inspection Date (If it exists in system) 9 months out (If it exists in system) 15 months out (If it exists in system) Previous Inspection Date 9 months out 15 months out Next Planned Inspection Date Inspection Start Date Inspection Outbrief Date HQ Internal Review 60 days from Outbrief Date 90 days from Outbrief Date 120 days from Outbrief Date Field Review Ready HQ Final Review Pending IES Pending Certification (OSD) Complete 60 days from Outbrief Date 90 days from Outbrief Date 120 days from Outbrief Date 60 days from Outbrief Date 90 days from Outbrief Date 120 days from Outbrief Date 90 days from Outbrief Date 120 days from Outbrief Date 150 days from Outbrief Date HQ Approve Date (date when trigger moves the Program to Pending IES Status) 120 days from Outbrief Date 150 days from Outbrief Date Program Completion Date Certificate Expiration Date CYP-IMS Admin User Guide July

105 The listing screen can be filtered by the following columns: Branch of Service Year o Previous, Current, Next Year only o Default to Current Calendar Year Region Name Installation Name Program Type Program Status o Pending Inspection o Scheduled Inspection o In Progress o HQ Internal Review o Field Review Ready o HQ Final Review o Pending IES o Pending Certification (OSD) o Complete All of the columns in the listing table are sortable. The default sort order is organized by: Region Name (ascending), Installation Name (ascending), Program Name (ascending), Program Status (ascending) and lastly by Certificate Expiration Date (descending oldest first). Figure 127: Program List The Program names are clickable. By clicking on the hyperlink, more details about the specific Program will be displayed. Program Details Screen(s) The Program details for each status of the Program can be viewed within the Program workflow (described in Appendix A). Provided below are the various statuses and their corresponding screens. CYP-IMS Admin User Guide July

106 Program Status = Pending Inspection, Scheduled Inspection & In Progress The system displays the following information: Program Type as captured in the CYPIMS Data Manager Program Progress Bar displays the status of the Program Certification Expiration Date as captured in the CYPIMS Data Manager o If multiple OSD certifications are associated with the Program, a separate expiration date will be displayed for each certification Operational Capacity as captured in the CYPIMS Data Manager Program Status (Program workflow Status) Key Dates Figure 128: Program Details - Pending Inspection, Scheduled Inspection & In Progress Program Status = HQ Internal Review The system displays the following information: Program Type as captured in the CYPIMS Data Manager Program Status Bar Certification Expiration Date as captured in the CYPIMS Data Manager o If multiple OSD certifications are associated with the Program, a separate expiration date will be displayed for each certification Operational Capacity as captured in the CYPIMS Data Manager Program Status (Program workflow Status) Key Dates The screen also displays the Findings section for this Program: Tally of Total Findings for current Year Package for this Program Findings Grid o Component Code (hyperlinked; clicking on it will take you to the individual Finding within the Field Response module where you can approve/reject the Findings Actions more details below) CYP-IMS Admin User Guide July

107 o Finding Details o Reviewer Comments (dialog icon) o Component Artifacts (folder icon) o Inspector Comments (dialog icon) o CAI (checkbox icon) o IAI (checkbox icon) o Repeat Finding (checkbox icon) o HQ Approval (checkbox icon, if finding Actions approved by IC) Clicking the hyperlinked component code for the Finding will redirect the Inspection Coordinator to the Finding within Field Response where they can approve the Finding Actions. Figure 129: Program Details HQ Internal Review Clicking the Release to Field button will validate if the selected Program has at least one User with each of the following roles: Program User, Installation User (and Region User, if applicable). If not, the warning message indicating to add/revise the Field Users in CYPIMS Account Manager before releasing the Program to the Field, i.e. prior to clicking the Release to Field button. After successful validation click on the Release to Field button to Release the Program Findings for the Field User to take action. An notification to the associated Field Users will be sent when the Findings are released to them. At this point, the Findings will be in Draft status and an indicator will be displayed for both the Program and the Finding until selected on the Mark as Final button. CYP-IMS Admin User Guide July

108 Figure 130: Program Release to Field Pre Validation Figure 131 Program Listing screen Draft indicator Program Status = Field Review Ready For the Status Field Review Ready, the system will display the same screen as the last Status HQ Internal Review except for the button Release to Field will be replaced with Mark as Final. CYP-IMS Admin User Guide July

109 Figure 132: Program Details Field Review Ready Clicking this button will mark the Findings as Final in the backend for this Program for this Year (which will alter status of the Findings in Field Response). As a business rule, after the Findings are marked as final, they cannot be edited in the inspection system. Program Status = HQ Final Review For the Status HQ Final Review, the system will display the same screen as the Status Field Review Ready. The Inspection Coordinator (IC) will be able to Approve/Reject each Finding s Actions by clicking the Component Code for that Finding which takes the IC to the Finding Details screen within the Field Response module. If the IC Rejects the Corrective Action or Extension Request, the system will require them to provide the Comments. This will also trigger an to the associated Field Users. Figure 133: Approve/Reject Corrective Action CYP-IMS Admin User Guide July

110 Figure 134: Approve/Reject Extension Request If all of the Finding Actions have been approved by the IC, there will be a Mark all Approve button on the View Program screen within the CYPIMS Program Reviewer. When Marks all Approved is selected, the system validates that there is at least one certification type associated with the Program within Data Manager. If not, the IC will be advised to go to Data Manager to associate one with the following message: "This Program does not have a Certification Type selected. Please select the Certification Type(s) in Data Manager before approving the Program." After the certification type is associated, clicking the Mark all Approved Button will show a screen to the IC where they can upload attachments. If they do upload attachment(s) before submitting, those attachment(s) will cascade down to all Findings for that Program. CYP-IMS Admin User Guide July

111 Figure 135: Program Details - HQ Final Review Program Status = Pending IES, Pending Certification (OSD), Certified The system will display the following information for when a Program is in the status Pending IES or Pending Certification or Certified. Depending on the Program type, the details screens may vary as given below. For all Program Type(s) except for FCC and CYP Programs: Installation Package (hyperlinked; clicking on which takes the user to the Package details screen) Installation State (Geographic) Program Type Program Status (Program s Workflow Status) Building Number(s) Accreditation Status Accreditation Agency Accreditation Expiration Date Comp Safety Inspection Date Comp Fire Inspection Date Comp Health Inspection Date Commander Attention Item(s) o Program Name / Building # o Deficiency o Date Corrected/Exception Approved CYP-IMS Admin User Guide July

112 For FCC Programs, this view will contain the following fields: Program Type (pulled from Package) Program Status (Program s Workflow Status) # of NAFCC Accredited Homes Commander Attention Item(s) o Program Name / Building # o Deficiency o Date Corrected/Exception Approved For CYP Programs, there will be following fields: Program Type Program Status (Program s Workflow Status) Commander Attention Item(s) o Program Name / Building # o Deficiency o Date Corrected/Exception Approved Figure 136: Program Details - Pending IES, Pending Certification (OSD), Complete CYP-IMS Admin User Guide July

113 Figure 137: Program Details - Pending IES, Pending Certification (OSD), Complete - CYP Figure 138: Program Details - Pending IES, Pending Certification (OSD), Complete FCC Package List The Package List tab will provide the ability to view all Packages and their details as mentioned below. The system will display all Packages for the user s Branch of Service in a table with the following columns: Region Name Installation Name Package Title Package Status o Pending o In Progress o Review Ready o HQ Final Review o Pending Approval 1 o Pending Approval 2 CYP-IMS Admin User Guide July

114 o Pending Approval 3 (this Status applies only for the Branch of Service that has three levels of HQ Approvals) o Pending Review (OSD) o Package Complete Inspection Start Date Outbrief Date (Inspection End Date) All of the columns in the listing table are sortable. The default sort order is organized by: Region Name (ascending), Installation Name (ascending), Package Title (ascending) and lastly by Package Status (ascending). The system will provide the following filters: Branch of Service Year o Previous, Current, Next Year only o Default to Current Calendar Year Region Name Installation Name Package Status o Pending o In Progress o Review Ready o HQ Final Review o Pending Approval 1 o Pending Approval 2 o Pending Approval 3 (this Status applies only for the Branch of Service that has three levels of HQ Approvals) o Pending Review (OSD) o Package Complete The system will track Annual Inspection Package Status and derive them based off of triggers defined below and are referenced in the Package Lifecycle within the Appendix A. Package Status Trigger to Enter Trigger to Leave Pending New Package is Created Inspection Start Date passes for Package In Progress Inspection Start Date passes for Package Inspection End Date/Outbrief Date for Package passes Review Ready HQ Final Review Inspection End Date/Outbrief Date for Package passes All Programs within Package have approved Corrective Actions for Findings or Approved Extensions (i.e. All Programs are in Pending IES Status) All Programs within Package have approved Corrective Actions for Findings or Approved Extensions (i.e. All Programs are in Pending IES Status) Button click Submit to OSD which signifies that the Package is completed and IES is sent to OSD for Review CYP-IMS Admin User Guide July

115 Package Status Trigger to Enter Trigger to Leave Pending Approval 1 Pending Approval 2 Pending Approval 3 Pending Review (OSD) Button click Approve which signifies that the Package is approved by the Inspection Coordinator and sent to HQ Approvers for Review and Approval -or- Button click Reject which signifies that the package is not approved by the HQ-Approver 2 and sent back to the HQ- Approver 1 for review, rejection and/or re-submission Button click Approve which signifies that the Package is approved by the HQ-Approver 1 and sent to HQ-Approver 2 for Review and Approval -or- Button click Reject which signifies that the package is not approved by the HQ-Approver 3 and sent back to the HQ- Approver 2 for review, rejection and/or re-submission Button click Approve which signifies that the Package is approved by the HQ-Approver 2 and sent to the HQ-Approver 3 (if applicable) for Review and Approval Button click Approve and Submit to OSD which signifies that the Package is approved by the HQ- Button click Approve which signifies that the Package is approved by HQ-Approver 1 and sent to HQ-Approver 2 for Review and Approval -or- Button click Reject which signifies that the package is not approved by the HQ-Approver 1 and sent back to the IC User for review and re-submission Button click Approve and Submit to OSD OR Approve which signifies that the Package is approved by the HQ-Approver 2 and sent to OSD or the HQ- Approver 3 (if applicable) for Review and Approval -or- Button click Reject which signifies that the package is not approved by the HQ-Approver 2 and sent back to the HQ- Approver 1 for review and resubmission Button click Approve and Submit to OSD which signifies that the Package is approved by the HQ- Approver 3 and sent to OSD for Review and Approval -or- Button click Reject which signifies that the package is not approved by the HQ-Approver 3 and sent back to the HQ- Approver 2 for review and resubmission All Programs have been completed by OSD and Certification Expiration Dates or CYP-IMS Admin User Guide July

116 Package Status Trigger to Enter Trigger to Leave Approver 2 or HQ-Approver 3 and sent to OSD for Review and Approval Completion Dates have been entered, where applicable Package Complete All Programs have been Completed or Certified by OSD and Certification Expiration Dates entered, where applicable Figure 139: Package List Click on the Package hyperlink under the Title header to see more details about the Package including the Programs within the Package and what status the Package currently is within the workflow. Package Details Screen The system will show a different screen for the Package details for each different status the Package is within the Inspection workflow (described in Appendix A). Below are the given Package statuses and corresponding screens a user will see. Package Status = Pending, In Progress and Review Ready Package details are provided in read only mode on Program Reviewer. Access the Scheduler module to create and make updates to the package and schedules. The Package screen displays the following information: Package Title Installation Name (Short Name) Package Status Inspection Start Date Outbrief Date (Inspection End Date) Programs Table o Program Name (hyperlinked to Programs Details screen) o Program Status (read-only) This screen will also list the Ad-Hoc Program(s) added to the Inspection Package via Inspection System during the Inspection. The Inspection Coordinator can Approve the Ad- CYP-IMS Admin User Guide July

117 Hoc Program, after which the Program will be added permanently to Data Manager for the given Region and Installation. Furthermore, Inspection Coordinators can add/edit/delete Package Level Attachments within Attachments section. Any Attachments uploaded by Field within Field Response module that are marked as Installation Level attachments, will be displayed in this section. Figure 140: Package Details Pending & In Progress CYP-IMS Admin User Guide July

118 Figure 141: Package Details - Review Ready Once all the Program(s) reflect a status of Pending IES, including Ad-Hoc Program(s) (if any), the system will display an Approve All Program Actions button. The Inspection Coordinator will be able to approve all Programs by clicking this button and the Package status will change to HQ Final Review which gives the IES view of the Package for IC and Approvers (described in sections below). CYP-IMS Admin User Guide July

119 Figure 142: Package Details - Review Ready - Approve all Programs Actions Package Status = HQ Final Review, Pending Approval 1, Pending Approval 2, Pending Approval 3 Once all of the Corrective Actions and/or Extension Requests have been submitted by the Field to HQ for all Programs within the Inspection Package (i.e. All Program Status = Pending IES), the Package will go through 2-3 levels of HQ CYP approvals before it can be submitted to OSD for Review and Program completion. HQ Final Review - Inspection Coordinator (IC) The Export IES will generate the Inspection Executive Summary Report for the current Installation for the IC s review. Authorization Type - The Authorization Type can be either a DoD Certification, DoD Memo, or a Service Memo. Service Memos are approved by HQ Approver 1 Users (Navy, Marines, Air Force) and HQ Approver 2 Users (Army, DLA). DoD Certifications and DoD Memos are approved by OSD Users. CYP-IMS Admin User Guide July

120 Related Approvals and Attachments Figure 143: Package Details - HQ Final Review Figure 144: Package - Related Approvals The IC will be able to Approve and send the Package to the HQ - Approver 1. This will change the Package status to Pending Approval 1 and also trigger an to the user assigned the role of HQ Approver 1 for the current Branch of Service. CYP-IMS Admin User Guide July

121 Pending Approval 1 For All Branches of Service, HQ Approver 1 will be able to view and approve the Inspection Package and send the Package to the HQ - Approver 2. This will change the Package status to Pending Approval 2 and also trigger an to the user assigned the role of HQ Approver 2 for the current Branch of Service. For all Branches of Service, HQ Approver 1 will be able to reject the Inspection package and send the package to the HQ Final Review Status. This will trigger an to be sent to the designated IC User for the current Branch of Service to notify the user of the rejection. Program Certification Status & Expiration Date Displays the date the Authorization/Certification was approved. DoD Certifications and DoD Memos are approved by OSD. However, if the Program Authorization Type is that of Service Memo, the HQ Approver 1 (Navy, Marines, and Air Force) is responsible for approving the Service Memo. Otherwise the HQ Approver 2 (Army and DLA) will be responsible for approving the Service Memo. Rejecting a Package at any level will not revert any applied Program approvals for Service Memos Figure 145: Pending Approval 1 Pending Approval 2 If there are three levels of HQ Approvals for a given Branch of Service, HQ Approver 2 will be able to view and approve the Inspection Package and send the Package to the HQ - CYP-IMS Admin User Guide July

122 Approver 3. This will change the Package status to Pending Approval 3 and capture the HQ Approver 2 s approval (along with timestamp) in Related Approvals section. This will also trigger an to the user assigned the role of HQ Approver 3. For details, refer to the Notifications Matrix If there are only two levels of HQ Approvals for a given Branch of Service, HQ Approver 2 will be able to Approve and Submit to OSD directly. This will change the Package status to Pending Review (OSD) and capture the HQ Approver 2 s approval (along with timestamp) in Related Approvals section. This will also trigger an to the user assigned the role of OSD User. For details, refer to the Notifications Matrix For all Branches of Service, HQ Approver 2 will be able to reject the Inspection package and send the package to the HQ Approver 1 Status. This will trigger an to be sent to the designated HQ Approver 1 and IC User for the current Branch of Service to notify the user of the rejection. Figure 146: Pending Approval 2 Pending Approval 3 This Status is only valid for Branch of Service that have three levels of HQ Approvals. The designated HQ Approver 3 will be able to Approve and Submit to OSD directly. This will change the Package status to Pending Review (OSD) and capture the HQ Approver 3 s approval (along with timestamp) in Related Approvals section. This will also trigger an to the user assigned the role of OSD User. For details, refer to the Notifications Matrix. For Branches of Services with HQ Approver 3, HQ Approver 3 will be able to reject the Inspection package and send the package to the HQ Approver 2 Status. This will trigger an to be sent to the designated HQ - Approver 2 and IC User for the current Branch of Service to notify the user of the rejection. CYP-IMS Admin User Guide July

123 Figure 147: Pending Approval 3 Package Status = Pending Review (OSD) OSD will be able to approve each Program of authorization type of DoD Certification or DoD Memo individually once an Expiration Date is entered. Once the OSD user provides the Expiration Date, they can click on the Approve button. Once approved, the system will capture the date the Program was approved on as well as list the expiration date in the Program Certification Status and Date Section. HQ (IC) will only see certified information (if certified). If the Program is not certified, it will show Pending Certification (OSD). The CYP Programs do not get certified, however, they will still show up in the Program listing. CYP-IMS Admin User Guide July

124 Figure 148: Package Details - Pending Review (OSD) Approve All Program(s) The Approve all button will allow the OSD user to approve all DoD Certifications. For all Certification and Expiration dates, the Certification Dates will be pre-populated as 18 months after the inspection end date, rounded to the end of the month. The date can be changed before clicking on the Approve All button. Once the user clicks on the 'Approve All' button, a verification screen will display Yes or No options and the user can select Yes to approve all program(s) and DoD Certifications will be approved. Click on the No option to cancel and go back to the Package screen. CYP-IMS Admin User Guide July

125 Figure 149: Approve All Notice Package Status = Package Complete Once all Programs within an Inspection Package have been approved by OSD, the system will perform the following Package completion actions: All Programs with authorization types of Service Memo will receive an Expiration Date = the minimum Expiration Date of all approved DoD Certification and DoD Memo Programs The CYP Program will receive an Approval Date = the maximum approval Date of all approved DoD Certification and DoD Memo Programs The Package Status will transition to Package Complete CYP-IMS Admin User Guide July

126 Figure 150: Package Details - Package Complete CYP-IMS Admin User Guide July

127 Scheduler Module Inspection Coordinators plan Headquarters (HQ) Inspections in advance using the Scheduler module. The Scheduler has 3 main views: Calendar Inspections Assignment Duration Assignment Duration The Assignment Duration view is used to manage the estimated duration for each of the assignments associated with a Program Inspection based on the Program Type and size. List/View Assignment Durations The Assignment Duration s landing page will display all of the previously added Assignment Durations for the Branch of Service associated with a particular user account. Add Assignment Duration Figure 151: List Assignment Durations Click on the Add Assignment Duration button on the listing page to add the estimates for each assignment associated with a specific Program Type and Size. This will open a new page with the Add Assignment Duration form. Programs that are associated to a specific Program Size will use these estimates when scheduling the inspections. Programs that are not associated to a specific Program Size will use the Default Assignment Duration entered for the Branch of Service. CYP-IMS Admin User Guide July

128 Figure 152: Add Assignment Duration 1. Select Branch of Service - Defaulted to User s Branch of Service, if associated with only one Branch of Service 2. Select Program Type 3. Select Program Size. There will be a list of Standard Program Sizes to choose from: Extra Small, Small, Medium, Large, and Extra Large. 4. Click on the Save button to add more details 5. Click on the Cancel button to disregard additions and go back to Listing page Figure 153: Edit Assignment Duration CYP-IMS Admin User Guide July

129 6. Once the Edit Assignment Duration screen is displayed, the following additional information can be entered: - Help Tip: Any tip that will help the Admin users assign the correct size to each Program in Data Manager. - Admin Hours: For Program Type(s) that have this Assignment Category, enter the estimated Assignment Duration for the specific Program Size selected. - Facility Hours: For Program Type(s) that have this Assignment Category, enter the estimated Assignment Duration for the specific Program Size selected. - Program Hours: For Program Type(s) that have this Assignment Category, enter the estimated Assignment Duration for the specific Program Size selected. o For CDC Programs, the Assignment Duration is automatically calculated by scheduling 1 hour per full classroom and.25 hours for partial classrooms. - Home Hours: For FCC Programs, the Assignment Duration is calculated by scheduling 1.3 hours per home. - Office Hours: For FCC Programs, enter the estimated Assignment Duration for the specific Program Size selected. - Interview Hours: For all Program Type(s), enter the estimated Assignment Duration for the specific size selected. Interview Hours track time spent meeting with Program staff. - Report Hours: For all Program Type(s), enter the estimated Assignment Duration for the specific size selected. 7. Click on the Save button to calculate the total number of hours and go back to the listing screen. The Total will not include the Program Hours (for CDC Program Types) and the Home Hours (for FCC Program Types) since those categories are calculated within the Inspection Schedule. 8. Click on the Cancel button to disregard additions and go back to the Listing page. Edit Assignment Duration On the Assignment Duration Listing Screen, click on the hyperlinked Program Size that needs to be edited. This will load the Assignment Duration page in edit mode. Make the CYP-IMS Admin User Guide July

130 changes as desired and click on the Save button to save the changes or the Cancel button to disregard the changes. Figure 154: Edit Assignment Duration To delete an Assignment Duration, click on the Delete button at the bottom of the Edit Assignment Duration page. CYP-IMS Admin User Guide July

131 Assign Program Sizes to Programs Once Assignment Durations have been created for the various Program Type(s) by size, each Program can then be associated to the corresponding Program size in CYPIMS Data Manager. Figure 155: Assign Program Sizes 1. Click on the Data Manager tab 2. Select the Programs tab 3. Filter the listing page then click on the hyperlinked Program name open the Edit Program page, then select the desired Program Size from the drop down list. 4. Programs without a designated Program Size will be assigned the default Program Size when scheduling the Inspection. 5. For CDC Program Types, since Program assignment hours are calculated using classroom information, it is recommended to verify that the Classrooms information is listed correctly (Open/Closed). 6. For FCC Program Types, since Home assignment hours are calculated based on the number of Active Providers it is recommended that the number of Active Providers is verified. 7. For all Programs, Scheduling Notes that pertain to the specific Program can be added. When populated, these notes are available on the Scheduler listing screen. CYP-IMS Admin User Guide July

132 8. For Scheduling Notes that pertain to a given Installation, click on the Installations tab and filter to the desired Installation, then click on the hyperlinked Installation name to add Scheduling Notes CYP-IMS Admin User Guide July

133 Inspection Schedule The Inspection Schedule view is used to schedule an inspection for the Inspection team with Assignment details and to create a Package with the scheduled Programs. To see the workflow of the Inspection Schedules, click here to go to Appendix B. List/View Inspections To see the Inspection Schedules, navigate to the Scheduler module and click on the Inspection Schedule tab. The filters can be used to narrow down the selections on the screen by Year, Region, Installation and/or Schedule Status (Unscheduled, Draft Schedule, Draft Assignment, Finalized, and Package Created). Figure 156: Scheduler Inspections Listing Within the Listing screen the following information will be displayed: Region Installation Name Schedule Status Package Status Certificate/Memo Expiration Date (The date listed is the earliest Program Certificate Expiration date within the Installation) o The (i) icon when hovered will display the help text, The date listed is the earliest Program Certificate or Memo Expiration date within the Installation. Last Outbrief Date Recommended Inspection Date Inspection Schedule Notes (clickable icon) Start Date and End Date CYP-IMS Admin User Guide July

134 Add Inspection Schedules Click on a hyperlinked Installation Name to start scheduling an inspection for that Installation and follow the steps below: Step 1: Select the Start and End Date of the Inspection The Inspection Start Date is the first day on the ground where Inspection related activities are performed The Inspection End Date is the date of the Installation Outbrief Step 2: Add/Remove Programs from the Inspection as needed in the Schedule Overview tab (a minimum of one program is needed to Schedule an inspection) Note: An Unschedule button will appear in the Schedule Overview tab once the Inspection dates are saved. Clicking on the Unschedule button will remove all of the Inspection Schedule details and moves the schedule back to an Unscheduled Status. Figure 157 Add Inspection Schedule Unscheduled Status Add Inspection Team CYP-IMS Admin User Guide July

135 After adding the Inspection start and end dates, the Inspection Team section will appear as highlighted in the screenshot below. Follow the below mentioned steps to add the Inspection team. Step1:Type an Inspector s name in the Add Inspector text box or click on the arrow in the Add Inspector text box. This will populate the list of users who are designated as Inspectors/Inspection Coordinators from the applicable BoS Step 3: Select a user from the dropdown list Step 4:Click on the Add Inspector button Figure 158 Add Inspection Team CYP-IMS Admin User Guide July

136 Assign Inspection Lead After adding an Inspector, the Inspector name will be displayed below the Add Inspector type ahead box. To assign the Inspector as the Inspection Lead or to change the Inspection Lead to another Inspector, follow the steps below: Step 1: Click on the Make IL hyperlink which is below the Inspector s name Step 2: This will provide a confirmation notice stating, Do you want to make this Inspection as the Inspection Lead? Step 3: Click on the Yes button on the confirmation notice to assign the Inspector as the Inspection Lead. Note: There will be only one Inspector as the Inspection Lead and assigning an Inspector as the Inspection lead is optional. Remove Inspection Tem Figure 159 Assign Inspection Lead After adding an Inspector, the Inspector name will be displayed below the Add Inspector type a head box Step 1: Click on the x symbol next to the Inspector name. Step 2: This will provide a confirmation notice stating that Removing an Inspector from the Inspection Team will remove all assignments for this Inspector. Do you wish to continue? Step 3: Click on the Yes button to remove the Inspector from this schedule and this will also remove the Inspector s Assignments if any have been added Note: At least one Inspection team member is required to be added before going to the next step, i.e. finalizing the schedule and creating a Package CYP-IMS Admin User Guide July

137 Add Assignments Figure 160 Remove Inspector(s) from Inspection Team To add Assignments, the Inspector(s) need to be added as the Inspection team. Click here to see how to add the Inspector(s). Assignments can be added to the Inspector(s) by using any of the following approaches. Approach 1: Drag and drop From the Programs/Assignments accordion, drag the color coded Assignments one at a time and drop it onto the day you want this assignment to be performed for the Inspector in the calendar. Once Assignments are added, they can be elongated or shortened by placing the cursor at the end of the Assignment and adjusting its width. CYP-IMS Admin User Guide July

138 Figure 161 Add Assignments (Drag and Drop) Approach 2: Manual Step 1: Click on the Inspector name in the Calendar on the Assignments sub tab Step 2: This will show an Add Assignment popup window with the following details Inspector Program Assignment Start Date End Date Man Hours Step 3: After entering all the details in the Add Assignment window, click on the Save button. This will add the Assignment for the days selected days. CYP-IMS Admin User Guide July

139 Edit/Delete Assignments Figure 162 Add Assignments (Manual approach) To edit/delete the Inspector s assignments, follow the below steps Step 1: Click on the color coded Assignment name Step 2: This will display the Edit Assignment popup window with the following details Inspector Program Assignment Start Date End Date Man Hours To edit, modify any of the above fields and click on the Save button. To delete, click on the Delete button. This will delete the assignment from the selected Inspector. CYP-IMS Admin User Guide July

140 Figure 163 Edit Assignments Add Travel The ability to add travel times is available for anyone on the Inspection team. Click here to see how to add the Inspector(s). Follow the below steps to add travel details for the Inspection team Step 1: Choose the Inspector/All Inspection Team from the Inspector dropdown list Step 2: Choose the travel start date Step 3: Choose the travel end date Step 4: Click on the Add Travel Time button. This will add travel times for the selected Inspector/Inspection team CYP-IMS Admin User Guide July

141 Figure 164 Add Travel Time Edit/Delete Travel After adding travel details for the Inspector/Inspection team, click on the Travel from the calendar. This will display the Edit travel popup window with the following details: Inspector Start Date End Date To edit, update the travel start and end dates and click on the Save button. To delete, click on the Delete button. This will delete the travel time for the selected Inspector. CYP-IMS Admin User Guide July

142 Finalize Inspection Schedules Figure 165 Edit Travel Time After adding at least one Inspector, the Finalize button will appear. Clicking on the Finalize button will finalize the Inspection schedule and will display all of the schedule details as read only. To edit the inspection after finalizing the schedule, click on the Edit Schedule button. CYP-IMS Admin User Guide July

143 Figure 166 Finalize Inspection Schedule Figure 167 Post Finalize Schedule Create Package CYP-IMS Admin User Guide July

144 Packages can be created in CYPIMS Scheduler for all Inspections with a Schedule Status of Finalized. Upon creating a Package, the Scheduled status will change from Finalized to Package Created and Programs in the Package will change to a Pending Inspection status. When creating a Package that includes a Child Development Center Program with more than 15 open classrooms, two classrooms of each Age group will randomly assigned with a Full Inspection Type and the remaining Classrooms will be set to a Partial Inspection Type. If the Child Development Center Program has less than 16 Open Classrooms, then only one classroom of each Age Group will be set to a Full Inspection Type and the remaining Classrooms will be set to a Partial Inspection Type. Figure 168 Create Package Edit and Delete package After creating the package, the schedule can be edited by clicking on the Edit Schedule button and if necessary delete the Package by clicking on the Delete Package button. Updates to the package can only be made while the Inspection Package is in a Pending or In Progress Status. After a Package is deleted, the scheduled status will change from Package Created to Unscheduled and all of the Program Statuses will revert back to Pending Inspection. CYP-IMS Admin User Guide July

145 Figure 169: Edit and Delete Package Calendar Inspection view The Calendar view displays all of the Inspection schedules that have Inspection dates entered, i.e. for the Draft Schedule, Draft Assignment, Finalized and Package Created Status. The CYPIMS Scheduler module opens by default to the Calendar Tab. The calendar view will display the inspections view by default for your Branch of Service. The Inspection View provides a high level view of all inspections that have been given a start and end date The Schedules in the calendar are color coded based on the status as indicated in the key. Note: The Inspection Schedule Report is available in CYPIMS Report Manager Module that exports the calendar by Inspection view. CYP-IMS Admin User Guide July

146 Figure 170: Scheduler Calendar (Inspection view) CYP-IMS Admin User Guide July

147 Figure 171 Inspection Schedule Report in Report Manager listing screen Calendar Inspector View Clicking on the Inspector option will switch the calendar over to a view by Inspector. The Schedules in the calendar are color coded based on the status as indicated in the key. CYP-IMS Admin User Guide July

148 Figure 172 Scheduler Calendar (Inspector view) CYP-IMS Admin User Guide July