service provider user manual service activities module

Pennsylvania
TOBACCO PREVENTION REPORTING SYSTEM
(TPRS)
SERVICE PROVIDER USER MANUAL
SERVICE ACTIVITIES MODULE
Prepared for the
Pennsylvania Department
Of Health by:
KIT Solutions, Inc @2006
5700 Corporate Dr. Suite 530
Pittsburgh, PA 15237
June 2006
TABLE OF CONTENTS
Service Activities ........................................................................................................................................... 3
Single Event .................................................................................................................................................. 4
Adding a Single Service Event .................................................................................................................. 4
Recurring Event............................................................................................................................................. 6
Adding a Recurring Service Event............................................................................................................. 6
Entering Succeeding Events ................................................................................................................. 7
Editing Attendance................................................................................................................................ 8
Event Utilities................................................................................................................................................. 9
Staff Service Time ..................................................................................................................................... 9
Editing an Event ...................................................................................................................................... 10
Deleting an Event.................................................................................................................................... 10
Using the Copy Service Button................................................................................................................ 11
Appendix...................................................................................................................................................... 12
Spell Check Feature................................................................................................................................ 12
Using the Search Feature ....................................................................................................................... 13
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SERVICE ACTIVITIES
If a Service Provider provides services, those services will be added in this module. The Primary
Contractor may also review (cannot add or edit) the service activities provided by the Service Providers.
Note: There are two categories of services that can be provided:
1. Single events (attendance is NOT tracked)
2. Recurring events (attendance is tracked).
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SINGLE EVENT
Adding a Single Service Event
1. From the Menu Box, select the Activities folder.
The Menu Box will reopen will subcategories displayed under the Activities folder.
2. From the Activities subcategory list, select Single Event.
The Single Event screen will open.
3. Click the Add button.
4. Select the name of the Program* from the dropdown list. The Program Description will automatically
fill in based on the selection chosen.
5. Enter the date that the service event in the Service Date* field as mm/dd/yy.
6. Select the location of the event from the Service Location* dropdown list.
7. Enter a group name to associate to the event in the Name of Group* field.
*Note: If a similar event has occurred you can use an existing group from the Existing Groups dropdown list. Use the Sort Group by dropdown list to
sort the Existing Groups list. Pick the first letter of the group name to show groups beginning with that letter only.
8. Select the Service Code* from the dropdown list.
*Note: The Service Code* dictates the method of counting required. Depending on the service group – different counts will be required. For example: A
Health Fair counts the number of attendees not the actual count of people that visited your booth.
9. Type in the Count* for this event.
*Note: The Count* will be determined based on the Service Code* selected.
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10.
11.
12.
13.
Select the approximate length of the event from the Session Length* dropdown list.
Select the population that this event served from the Population Code* dropdown list.
Type in the details pertaining to this event in the Service Activity* field.
Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
14. After saving, the Staff Service Hours screen automatically opens.
*Note: For detailed information on entering Staff Service Hours, see Staff Service Time.
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RECURRING EVENT
Adding a Recurring Service Event
1. From the Menu Box, select the Activities folder.
The Menu Box will reopen will subcategories displayed under the Activities folder.
2. From the Activities subcategory list, select Recurring Event.
The Recurring Event screen will open.
3. Click the Add button.
4. Select the name of the Program* from the dropdown list. The Program Description will automatically
fill in based on the selection chosen.
5. Select a group name to associate to the event in the Existing Groups dropdown list.
*Note: These are the groups created in the Program module.
6. Select the Service Code* from the dropdown list.
*Note: The Service Code* dictates the method of counting required. Depending on the service group – different counts will be required. For example: A
Health Fair counts the number of attendees not the actual count of people that visited your booth.
7. Select the population that this event served from the Population Code* dropdown list.
8. Enter the date that the service event in the Service Date* field as mm/dd/yy.
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9.
10.
11.
12.
Select the location of the event from the Service Location* dropdown list.
Select the approximate length of the event from the Session Length* dropdown list.
Type in the details pertaining to this event in the Service Description* field.
Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
13. After saving, the Attendance screen automatically opens.
*Note: For detailed information on entering Attendance, see Editing Attendance.
14. After editing the attendance, click the Staff Time button
to enter the staff service hours.
*Note: For detailed information on entering Staff Service Hours, see Staff Service Time.
Entering Succeeding Events
1. From the Menu Box, select the Activities folder.
The Menu Box will reopen will subcategories displayed under the Activities folder.
2. From the Activities subcategory list, select Recurring Event.
The Recurring Event screen will open.
3. Click the Add button.
4. Select the name of the Program* from the dropdown list. The Program Description will automatically
fill in based on the selection chosen.
5. Select a group name to associate to the event in the Existing Groups dropdown list.
6. The Service Code*, Population Code*, and Service Location* will automatically be filled in for you
based on the details selected for the first meeting.
7. Enter the date that the service event in the Service Date* field as mm/dd/yy.
8. Select the approximate length of the event from the Session Length* dropdown list.
9. Type in the details pertaining to this event in the Service Description* field.
10. Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
11. Edit the attendance and enter the staff service time for this event.
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Editing Attendance
The following instructions detail how to return to the Attendance screen after the initial entry and how to,
edit data.
1. From the Recurring Event screen, search for the event that you wish to edit attendance for from the
Search Activity by dropdown list.
*Note: For more information on searching for an event, refer to Using the Search Feature located at the end of this document.
2. Click the Attendance button
.
3. Click the Edit button.
4. To edit the attendance for a specific participant, find the name of the participant you would like to edit,
and click the Edit button to the right. The fields for this participant will then become open for editing.
5. Adjust the attendance for the participant by selecting the appropriate choice from the dropdown lists.
a. Attendance: Yes or No - was this participant present?
*Note: If you do not make any changes to attendance, your participants will all be defaulted to Yes for attendance.
b. Completion: Status of this participant in the program.
i. Incomplete: future attendance is expected (default).
ii. Completed: program attendance complete, no future attendance is expected.
iii. Withdrawal: no longer in the program, left before the service was finished.
c. Click the Update button.
6. Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
7. Click the
button to return to the Recurring Event screen.
.
*Note: If your group has more than 10 participants, there will be more than one page of clients. In the
lower left hand corner of the table with the participants names will be a small number 1, 2, 3, etc.
depending on the amount of pages. Click on the numbers to change to that page number.
*Note: If you need to register a new participant for a group after the services have already begun, you can
select the Register Participant button in the Attendance screen. This will take you to the Participant
Info screen. Fill in all information needed to register this participant. Once all information is filled in, click
the Save button. To return to the Attendance screen, click the Return button. You will be returned to the
Attendance screen. Your participant has not been added to the attendance list yet. Select the participant
from the Add New Participant dropdown list. Your participant is now added to the Attendance list. To edit
the participant’s attendance, see the above steps.
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EVENT UTILITIES
Staff Service Time
This screen automatically opens when an event is successfully saved. The following instructions detail how
to return to the Staff Service Time screen after the initial entry and how to enter, edit and delete data.
1. From the Event screen, search for the event that you wish to add staff service time to from the Search
Activity by dropdown list.
*Note: For more information on searching for an event, refer to Using the Search Feature located at the end of this document.
2. Click the Staff Time button
3. Click the Edit button.
.
4. To record Direct Service (hrs.) and Indirect Service (hrs.), find the name of the person you would like to
add hours to, and click the Edit button to the right. The fields for these hours will then become open for
typing.
a. To record Direct Service (hrs.), select the approximate length of time from the dropdown
list.
b. To record Indirect Service (hrs.), type in the approximate length of time.
c. Click the Update button.
5. Click the Save button.
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*Note: To exit the screen without saving any of the changes, click the Cancel button.
6. Click the
button to return to the service.
Editing an Event
1. From the Event screen, search for the event that you wish to edit from the Search Activity by
dropdown list.
*Note: For more information on searching for an event, refer to Using the Search Feature located at the end of this document.
2. Once the desired event is displayed, click the Edit button.
3. To edit a field that has a predetermined list (i.e., it has a black down-arrow on the right end of the box),
select the desired value from the list.
4. To edit a field without a predetermined list, select the field to edit by using the mouse to click inside of
it. Use the Backspace and/or Arrow key on your keyboard to delete the unwanted characters from the
field. Then type the information you want in the field.
5. Repeat steps 3-4 until all of the fields have been modified the way you want them.
6. Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
Deleting an Event
1. From the Event screen, search for the event that you wish to delete from the Search Activity by
dropdown list.
*Note: For more information on searching for an event, refer to Using the Search Feature located at the end of this document.
2. Once the desired event is displayed, click the Delete button.
3. Click OK when asked “If you delete this record, you won’t be able to undo it. Are you sure?”.
*Note: If you do not want to delete this record, click Cancel.
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Using the Copy Service Button
Using the Copy Service button
allows you to enter in your service details without having to
enter all of the fields in. Once the Copy Service button is selected, most of the information is automatically
brought in for you and you need to change any of the fields that may be different. Use the steps below to
utilize the Copy Service button.
1. From the Event screen, search for the event that is similar to the one that needs to be entered from the
Search Activity by dropdown list.
*Note: For more information on searching for an event, refer to Using the Search Feature located at the end of this document.
2. Once the desired event is displayed in the Event screen, click the
button. This will begin
a new record. The only field that must be filled in is the Service Date* field. Any other information
may be edited to suit this new event.
3. To edit a field that has a predetermined list (i.e., it has a black down-arrow on the right end of the box),
select the desired value from the list.
4. To edit a field without a predetermined list, select the field to edit by using the mouse to click inside of
it. Use the Backspace and/or Arrow key to delete the unwanted characters from the field. Then type
the information you want in the field.
5. Repeat steps 3-4 until all of the fields have been modified the way you want them.
6. Click the Save button.
*Note: To exit the screen without saving any of the changes, click the Cancel button.
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APPENDIX
Spell Check Feature
A spell check feature has been added to various sections of the PA TPRS to help eliminate spelling errors.
The following section details the various options in the Check Spelling page. When the Spell Check button
has been selected a new window will appear displaying the Check Spelling page. The spell check feature
will look at any words written within a text box or field.
The following table is a summary of options in the spell check feature.
Option
Change to
Description
When the Change button is clicked, the value in the Change to box will replace the
highlighted misspelled word and the spell checker will continue to the next word. You may
type in this field if an appropriate suggestion is not present in the Suggestions drop down.
Suggestions A drop down box of spelling suggestions for the misspelled word. If the word is misspelled
but not available as an option in the Suggestions drop down – you may type the correct
spelling in the Change to box.
Ignore
Disregards the misspelling in the highlighted word only and continues to the next word.
The next occurrence of the misspelled word will be highlighted for correction.
Ignore All
Disregards the misspelling in the highlighted word and all future occurrences of the word.
You will no longer be prompted to fix the spelling. An example when to use this is if your
name was highlighted as misspelled – this would be a case to ignore all.
Change
Changes the spelling of the highlighted word to the selected Change to word.
Change All
Changes the spelling of the highlighted word to the selected word and all future
occurrences of the word.
Close
Closes the Check Spelling window.
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Using the Search Feature
When going into an area where the search option is available, the service will default the view to data that
was entered previously, or blank fields if there have not been any data entered. To view or edit data that
has already been entered, you will need to use the Search feature and use the following instructions to find
this data.
1. From the Search Activity by dropdown list, select the type of search you want to perform.
2. Select the criteria you want to use in this search from the second dropdown list.
3. The results of the search are displayed on the screen in the box below the selection fields.
4. From the list of events (located at the bottom of the screen), click on the Select link next to the event
that you wish to view or edit.
5. Click the Edit button to open the record for changes. Click Save to save those changes.
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