1 welcome to the new webehrs interactive training
TRANSCRIPT
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WELCOME to the New WebEHRS
Interactive Training
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8:30 – 12:00 – WebEHRS Security & My Account
12:00 – 01:00 – Lunch
01:00 – 4:30 – WebEHRS Establishments, Surveys, R/C/P’s
Training Agenda
Day 1 – WebEHRS Training
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8:30 – 12:00 – WebEHRS Activities, Reference Lib, Letters, Reports
12:00 – 01:00 – Lunch
01:00 – 4:30 – WebEHRS Mobile
Training Agenda
Day 2 – WebEHRS & Mobile
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8:30 – 12:00 – Oracle Discoverer – Ad-Hoc Reporting
12:00 – 01:00 – Lunch
01:00 – 4:30 – Miscellaneous Topics & Lab Time
Training Agenda
Day 3 – Discoverer & Miscellaneous
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Overall Design and Navigation
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Welcome Screen & News Bulletins
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Header Menu Bar This will be available at the top of all search pages.
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Search Filters Users won’t have to set search filters each time. Common
searches can be saved.
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Every page will have a link at the bottom of the page that will display the contact
information for CDP Customer Support (toll free number and email) as well as links to
access Training/Instructional Documentation.
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User Accounts
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New User Account Information
Users will be notified by email when their user account has been set up. This email will contain the website, username, and a temporary password. The creating user will receive the same email as the user.
This email will be from [email protected].
Users should review the information in this email before logging into WebEHRS.
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New User Account Email
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The top portion of this email will provide you with the website, your username, and your password.
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The middle portion will provide instructions for the first time you login and how to access the user
manual.
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The bottom portion will contain your
account permissions. Since
account permissions could be lengthy,
please review email before printing.
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Once you have reviewed the email, you are ready to click on the link
provided in the email.
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Login Screen
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Enter the username and temporary password that you received in the email.
Click Login.
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On the first login, you will be prompted to change the temporary
password.
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Change Password Screen
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Password RequirementsPasswords must be eight (8) non-blank characters in
length not exceeding 50, and contain at least three (3) of the following types of characters:
• Uppercase letters (A thru Z)• Lowercase letters (a thru z)• Numbers (0 thru 9)• Special characters (! # $ % - _ = + < >)
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Enter the temporary password in the current password field, your new password and then enter your new
password again.
Click Change Password.
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A new message will appear to confirm that the password has been changed.
Click OK.You will be logged out and asked to log back in with your
new password.
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You can now login to WebEHRS.
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If you enter the wrong username or wrong password, you will receive the following
message.
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Failed login attempts
The system will enforce a limit of six (6) consecutive failed login attempts with the same username and will
“lock-out” the account for one (1) minute.
When the 6th consecutive failed login attempt occurs, the system will send an auto-generated email to the email
address on the user account.
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Password Expiration
Passwords will expire after ninety (90) days. If the user logs on after ninety (90) days, the user will be
automatically directed to the change password screen.
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What happens if I forget my Password?
On the Login Screen, click Forgot Password.
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Forgot Password Screen
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Enter your username and your email address.
Click Send.
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A new message will appear to confirm that the password has been sent.
Click OK.You will receive an email letting you know the new
password.
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Forgot Password Email
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The top portion of this email will provide you with your temporary password.
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The bottom portion will provide instructions for changing your password. Also provided are the email address for Customer Support and the toll
free number.
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Main Menu
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Once signed on, you will be on the Main Menu screen.
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The user’s name will always appear in the banner at the top of the window for the Main Menu.
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The Main Menu includes a series of links to each of the application modules. The user can click on these links
to take them to a particular module.
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In the middle of the page, messages will be displayed that have been posted by authorized users. Date posted
and who posted are also displayed.
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At the top of the message display, you will have controls for paging
through these messages.
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If the user is authorized to post news, a link will be provided in the
message window.
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A new window will open that will allow the user to compose a news item. The user will also have the option to set effective dates From and Thru
for news items.
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If text is copied and pasted from another application such as MS Word, “imbedded
information” will be copied into the message as well.
News Items
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Now we will start moving through the links to the different modules. First we will look at
‘My Account’.
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Each user will have a My Account page with functionality dependent on the user
role and security.
My Account Page
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My Account Page - Admin
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At the top of the My Account page you will find links that will take you to each of the modules.
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The Change My Password link allows you to change your user password.
Change My Password
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Change My Password
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Change Password
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Enter your current password in the current password field, your new password and then enter your new
password again.
Click Change Password.
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A new message will appear to confirm that the password has been changed.
Click OK.You will be logged out and asked to log back in with your
new password.
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Password ExpirationPasswords will expire after 90 days. If the user does not change the password before, the user will be redirected
to the change password page on the 91st day.
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Account ExpirationIf a user does not login once within a 90 day time period, the "Prevent Login" checkbox will automatically be set to YES and the user will not be able to access the system.
The user will be notified via email of the potential for his/her account's cancellation in the following intervals:
20 days prior to 90, 10 days prior to 90, 6 days prior to 90, 3 days prior to 90, 1 day prior to 90
and on the 90th consecutive day without a successful login.
The user will be notified via email of the account cancellation on the 91st consecutive day without a
successful login.
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View/Edit My Account gives users the ability to view and perform some edits on their account information. Users have the rights to edit the
account based on their User Level/Role.
View/Edit My Account
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View/Edit My User Account
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View/Edit My Account
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After you have made your changes, a Save and Cancel are available at the bottom of the page.
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This link will return you to the Main Menu page and allow you to read news items.
Read News Items
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Read News Items
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When the user clicks on Read News Items, the Main Menu will be returned.
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This link will show a calendar view of pending surveys you have access too.
My Pending Surveys
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My Pending Surveys
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Calendar view of pending surveys
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Drop downs are available for month and year for viewing other months. The page will default to the current
month and year.
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Days of the month will show the establishments that are due
surveys.
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If you click on the establishment link, it will take you to the establishment edit page.
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If the day of the month has More… at the bottom and you click on it, a pop-up will show more establishments that are due
surveys.
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This link displays logins in a calendar view. Each day shows the names of users that executed a
successful login or executed Mobile Form submissions.
Login History Calendar
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Login History Calendar
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This calendar will show, by month, which users have signed on and which days they signed on.
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Drop downs are available to change the month and year you would like to view.
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A ‘Return to My Account’ button is available to return to the My Account page.
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The Edit User Account page allows for adding and editing user accounts based on
an individual’s permissions.
Edit User Accounts
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Edit User Accounts
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System Users Search Page
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Search filters are available to narrow your search. Users can search by a name, username, user
status, primary area, user level, or active/deleted.
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If you click the search button without entering search criteria, all user names will be returned.
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Add User – This button will take you to the screen to build a new user.
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Add System User page
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When adding a New User• Username – the system will automatically
generate the username.
• Auto-fill fields – the Time Zone and Daylight Savings field will automatically set after the zip code is entered.
• Email Address – must be a valid email address and unique to the system.
• Mobile User? – if they will have a mobile tablet this should be set to Yes. If it is no, it will not keep the mobile device from working.
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When adding a New User – cont’d
• Works For – this field will be responsible for putting the correct logo on reports & letters.
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When adding a New User – cont’d
When setting up a new user, you can only assign security up to the level that you
currently have. This limitation also pertains to location/geographic filters and
record type filters.
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Add System User Page - Buttons• Save and Return – will save the information entered
and return to the system user search page.• Save and Continue – will save the information
entered and take you to edit or add user data filters.• Cancel – will NOT save the information and will return
you to the system user search page.
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Edit Profile – This button will take you to the screen to edit a user’s profile.
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Edit User Profile page
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• Username – This will be system generated but can be changed if user has permissions.
• User Status – Will be InProcess or Finalized.• Active/Deleted – Users will use this field to
delete or reactivate a user.• Prevent Login? – This is a Yes/No field which
can be used to prevent logins.
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Active/Deleted Field
Users with rights to edit User Filters/Permissions will have access to change the record status freely from
Active to Deleted or Deleted to Active.
When an account has been changed from "Deleted" back to "Active," the System will automatically reset the account password. The user will receive an email
notification and will be forced to change his/her password on the next successful login attempt.
An "Active" record status will enable login, the ability to assign the account to new records or assign the account
when updating existing records and querying.
A "Deleted" record status will not enable login, querying or assignment to new or existing records.
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A user’s permissions will determine which fields can be changed. Notice on the view below, the user can only change demographic information. Some fields have
been blocked out.
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Edit System User Page - Buttons• Save and Return – will save the information entered
and return to the system user search page.• Save and Continue – will save the information
entered and take you to edit or add user data filters.• Cancel – will NOT save the information and will return
you to the system user search page.
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User Security
Only System Administrators & System Backup Administrators have access to change security through Edit User Accounts. All other users must make changes
through View/Edit My User Account.
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Data Filters – This button will take you to the screen to edit a user’s data
filters.
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Edit User Data Filters Page Top Portion
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Edit User Data Filters Page Bottom Portion
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Edit User Data Filter Buttons• Save/InProcess – saves all information entered on page, sets
user record to InProcess and returns to system user search page.
• Save/Finalized – saves all information entered on page, sets user record to Finalized and returns to system user search page.
• Clear Filters – resets all data filters to nothing selected and refreshes the page to start over.
• Cancel – will not save any additions/changes to the data filters and will return you to the system user search page.
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Restrictions This button will take you to the screen to view/edit
a user’s system restrictions.
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Restrictions – Top Portion of Screen
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Restrictions – Bottom Portion of Screen
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Transfer This button will allow you to transfer a user from
one area to another.
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The transfer system user page allows for moving an existing system user to another area. You must enter an
effective date for the transfer.
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Audit This button will take you to the screen to view
changes that have been made to a system user’s account.
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Now we will discuss the options available beside each username.
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Plus Sign If you click on the plus sign, you will be shown the login history for this user. It will show the date and time for up to the last 10 logins. The plus will change to a minus. If
you click the minus it will hide the logins.
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Magnifying Glass The magnifying glass will
show system user information. This is just a
view and will not allow changes to be made. The OK button will return you to the system user search
page.
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Paper/Pencil Icon The paper/pencil icon will
take you to the Edit System User Page.
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Check Box Users will need to check the check box if they are going to edit the profile, data filters, or restrictions. They will
also use this when transferring or auditing.
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This link will allow user to look through failed attempts to log into the WebEHRS
system.
View Failed Logins
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View Failed Logins
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Failed Login Attempts Search Page
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Search filters are available to narrow your search. Users can search by a date range and/or a user
name.
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If you click the search button without entering search criteria, all failed login attempts will be
returned.
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The Feedback Report link allows users to enter information in regards to changes they would like
made to the WebEHRS system.
Feedback
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Feedback
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Add Feedback page – Top Portion
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Add User Feedback page – Bottom Portion
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Buttons at the Bottom
• Save & Return to Main Menu – saves your feedback and returns to the Main Menu.
• Save & Submit another feedback report – saves your feedback and takes you to a page to enter another feedback.
• Cancel – does not save the feedback and will return you to the Main Menu.
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This allows system administrators and system administrator backups to broadcast messages out
to a group or groups of users on the system.
Message Broadcast
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Message Broadcast
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Send Broadcast Emails Screen
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Send To Select which group of users to send the
email too.
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Subject What is the email about.
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Text The body of the email.
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Edit Icons are available for editing the text of the email.
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DO NOT paste text from any other products that have editing features.
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Once the message is complete, click Send or Cancel.
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The Establishment Module allows users to search, view, edit, and manage establishments as well as manage the
relationship between establishments and information managed in other modules.
Establishments
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To get to establishments, you will click on the Establishment link on the Main Menu.
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Establishment Search Page
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Establishment SearchWhen searching for an establishment, several filters are
available on the screen to narrow your search.
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Establishment SearchUsers also have the ability to set pre-set filters
for performing establishment searches.
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Adding New FiltersTo build a new filter, click on the
Add/Edit My Filters button.
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Click on the New Filter button.
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You will name your filter, give a description, and then set the search filters to the values you would
like to search.
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Once the screen is filled out, you will click on one of the buttons at bottom of the page.
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Edit My Filter Buttons
• Save & Return – This button will save your filter and return you to the Establishment Search Page.
• Save & New Filter – This button will save your filter and keep you on the filter page so that you can build a new filter.
• Cancel – This button will not save any information and will return you to the Establishment Search Page.
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Editing Existing FiltersTo edit an existing filter, click on the
Add/Edit My Filters button.
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Click on the drop down and select the filter to edit. Once you select a filter, you will be redirected to the
Edit My Filter page.
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You can now make the changes you need.
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Deleting Existing FiltersTo delete an existing filter, click on the
Add/Edit My Filters button.
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Click on the drop down and select the filter to delete. Once you select a filter, you will be redirected to the
Edit My Filter page.
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On the Edit My Filter page, click the Delete Filter button.
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After you click Delete Filter, you will be asked to confirm that you want to
delete the filter. Click OK if you do.
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Additional Search Options
Each module will have search options available that are specific to the module you are currently working with.
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Once you have your filters set, you will click the Search button.
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After clicking search, those establishments that match your
search will be returned.
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If you do not get the desired results, hit the Clear button and you
can start your search again.
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Adding a New Establishment
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To build a new establishment, click the Add New button on the
Establishment Search page.
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Add Establishment Page
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We will work through each of the sections on the Establishment screen.
Add New Establishment
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Add Establishment Section
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Required fields for this Section
• Establishment Status – will default to “Open”• Establishment Type• Area/SU• SU/Community• Tribe• RRM Status
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Optional fields for this Section
• Reservation
• A1
• A2
• District
• Risk Type
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RRM Status
The RRM Status will default to Pending RRM Credit Approval for most users.
Only users with privileges to approve status will be allowed to change status.
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Extended Drop Down List
The Tribe dropdown is an extended list of options. An expanded dropdown list is provided beside the standard dropdown and is indicated by an icon to the right of
the dropdown list.
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Permit Information Optional Section
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Permit Information
• This is an optional section and will only show if it has been added to a user’s permissions.
• All fields are optional.
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Expand/Collapse Section
The Permit Information section can be expanded and collapsed. This can be performed by clicking the icon in the
permit header.
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Premise Information
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Required fields for this Section
• Establishment Name – The name must be unique to the Area/Service Unit.
• Address
• City/State/Zip
• Primary Phone
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Special System Edits
The system will check to make sure that any zip codes and the first six (6) digits of
the phone number are valid.
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Latitude/Longitude
The Latitude/Longitude fields will be a single text box each, formatted in decimal-degrees
and will allow for negative numbers.
(Ex: Latitude:38.19802 Longitude:-84.86261).
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Google MapsOn the Establishment Add/Edit page, links will be
provided to Google Maps that will pinpoint the exact location on a road map for calculating
directions.Google links will be available for both the address
and the latitude/longitude.
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Certified Food Manager Employed?
The Establishment page only allows for the capture of one (1) CFM #. If more CFM #’s need to be
captured, use the Comments section.
Manager Name & Phone number that are directly below CFM # do not have to belong to the CFM.
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Next Survey Purpose & Date
These fields are optional.
They will be updated when surveys are entered for the establishment.
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Owner Information
The Owner Information Section allows the user to capture additional demographic information for the
owner.
If the Owner Information is the same as the Premise Information, the user can copy the information by using the “Check here if same as premise” box.
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Mailing Information
The Mailing Information section allows the user to capture additional demographic information for
mailings.
If the Mailing Information is the same as the Premise Information, the user can copy the information by
using the “Check here if same as premise” box or the “Check here if same as owner”.
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Comments
To add a new comment, the "Add New Comment" checkbox must be selected.
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Add New Comment box will appear.
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Add New Comment box will appear and comments can be entered.
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Buttons at the Bottom
• Save & Return – saves the establishment and returns the user to the Establishment Search page.
• Save & Continue – save the establishment and takes the user to the Supplemental Establishment Info. This button will only be available if the establishment type has a supplemental form.
• Cancel – does not save the establishment and will return the user to the Establishment Search page.
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Setup Date/Update Date
On the Establishment Search page, the user will be shown the date the record was created and
the last update date.
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Editing an Existing Establishment
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To get to establishments, you will click on the Establishment link on the Main Menu.
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Establishment Search Page
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Once you have your filters set, you will click the Search button.
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After clicking search, those establishments that match your
search will be returned.
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To edit an establishment, click the edit icon.
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On the Edit Establishment page, you can now make the changes needed.
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Establishment #The Establishment number has been
automatically assigned, and can’t be edited.
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Establishment #
The establishment number will be a unique, sequential number that is auto-assigned by the system.
The number will be combination of:
Two (2) digit Area code
Two (2) digit Service Unit code
Two (2) digit Establishment Type
Four (4) digit random number
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Establishment StatusThe Establishment status can be toggled
between Open or Temporarily Closed.
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Service Type
The Service Type will be system generated based on the Service Unit and/or the Tribe.
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Active/Deleted
Active/Deleted allows users to change the status of the Establishment record.
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View Comments
Clicking this button will allow you to view/edit all comments that have previously been entered.
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View/Edit Comments Page
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Save & ReturnThe Save & Return button will save the changes to the establishment record and take you back to the search
page.
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CancelThe Cancel button will not save any changes to the
establishment record and take you back to the search page.
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All Those Buttons
Now that we are back to the Establishment Search page, lets discuss all the buttons that we
have available.
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Add New
This button will take you to a blank establishment screen for building new establishments.
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CopyThe Copy button will open the Add New Establishment page and pre-fill all demographics from the original record. The user will be able to modify the record before saving, including the ability to tie the new record to the original record if a Parent-Child relationship exists. The user will need to check next to the establishment they
want to copy.
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Surveys
The user will be taken to the Surveys module search page. All surveys for the selected
establishment will be shown.
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Surveys for an Establishment
All surveys for the establishment will be shown. From this screen you can view, edit, or print a
hard copy of the survey.
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Requests/Complaints/Projects
The user will be taken to the R/C/P module search page. All R/C/P’s for the selected
establishment will be shown.
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Activities
The user will be taken to the Activities module search page. All Activities for the selected
establishment will be shown.
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Child Relationships
The Child Relationship button will show if the selected establishment has any children.
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Child Relationships PageThe Child Relationships page will show the children of the selected establishment. From this page, you can
view or edit the establishment. You can also unlink the child/parent relationship if needed.
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Parent Relationships
The Parent Relationships will show if the selected establishment has a Parent.
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Parent Relationships PageThe Parent Relationships page will show the children of
the selected establishment. From this page, you can view or edit the establishment. You can also unlink the
child/parent relationship if needed.
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Parent/Child Pages
Whether you go to a Parent page or Child page, the Parent will always be at the top, and the
children will be listed at the bottom.
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To set a parent/child relationship, search for the child and then click
the edit icon.
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On the Edit Establishment page, you can click the Lookup link under Premise
Information.
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On this Establishment Lookup page, search for the Parent
Establishment.
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Once the establishment is found, click “Select”.
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After clicking “Select”, you will be returned to the edit establishment screen and it will show the
parent establishment now.
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To unlink a relationship, click on “Unlink Relationship” link on the edit establishment page.
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Edit Supplemental Info.This button will allow you to enter or edit
supplemental information. This will only be allowed if the establishment type for the
establishment accepts supplemental information.
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Edit Supplemental Info. PageThis page will allow you enter or edit
supplemental information. This page will display only if the establishment type allows for
supplemental info to be entered.
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Comments
This page will allow you to edit/view the comments that have been entered for the
selected establishment.
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Letters
This page will allow you to create a letter for the selected establishment.
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Audit
This page will allow you to view the changes that have been made to the selected establishment.
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The Temporary Establishments Module allows users to search, view, edit, add, and
manage temporary establishments.
Temporary Establishments
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To get to Temporary Establishments, you will click on the Temporary Establishment link on the
Main Menu.
To get to Temporary Establishments, you will click on the Temporary Establishment link on the
Main Menu.
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Temporary Establishment Search Page
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Temporary Establishment SearchUsers can use My Filters or manually set the filters to
search for the temporary establishments.
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Adding a New Temporary Establishment
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To build a new temporary establishment, click the Add New
button on the Temporary Establishment Search page.
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Add Temporary Establishment Page
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Buttons at the Bottom
• Save & Return – saves the temporary establishment and returns the user to the Temporary Establishment Search page.
• Save & New – saves the temporary establishment and takes the user to another Add Temporary Establishment page.
• Cancel – does not save the establishment and will return the user to the Establishment Search page.
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Editing an Existing Temporary Establishment
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To get to temporary establishments, you will click on the Temporary Establishment link on the Main
Menu.
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Temporary Establishment Search Page
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Once you have your filters set, you will click the Search button.
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After clicking search, those temporary establishments that
match your search will be returned.
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To edit a temporary establishment, click the edit icon.
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On the Edit Temporary Establishment page, you can now make the changes needed.
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Active/Deleted
Active/Deleted allows users to change the status of the Temporary Establishment record.
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Save & ReturnThe Save & Return button will save the changes to the Temporary Establishment record and take you back to
the search page.
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Parent/Child Relationships
Parent/Child relationships work the same with temporary establishments as
they do with establishments.
Temporary Establishments
CANNOT be a parent.
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All Those Buttons
Now that we are back to the Temporary Establishment Search page, let’s discuss all the
buttons that we have available.
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Add New
This button will take you to a blank Temporary Establishment page for building a new temporary
establishment.
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CopyThe Copy button will open the Add New Temporary Establishment page and pre-fill all demographics from the original record. The
user will be able to modify the record before saving, including the ability to tie the new record to the original record if a Parent-Child
relationship exist. The user will need to check next to the temporary establishment they want to copy.
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Surveys
The user will be taken to the Surveys Module Search page. All surveys for the selected temporary establishment will be shown.
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Requests/Complaints/Projects
The user will be taken to the R/C/P Module Search page. All R/C/P’s for the selected temporary establishment will be shown.
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Activities
The user will be taken to the Activities Module Search page. All Activities for the selected
temporary establishment will be shown.
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Parent Relationship
The Parent Relationship will show if the selected temporary establishment has a Parent.
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Parent Relationships pageThe Parent Relationship page will show the parent
information the selected establishment. From this page, you can view or edit the child establishment. You can
also unlink the child/parent relationship if needed.
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Letters
This page will allow you to create a letter for the selected establishment.
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Audit
This page will allow you to view the changes that have been made to the selected temporary
establishment.
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Surveys can be entered two different ways. They can be entered through the
Establishment module or they can be entered through the Survey Module.
Surveys
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First we will examine adding a new survey via Establishments.
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To get to establishments, you will click on the Establishment link on the Main Menu.
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Establishment Search Page
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Establishment SearchUsers also have the ability to use pre-set filters
for performing establishment searches.
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Once you have your filters set, you will click the Search button.
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After clicking search, those establishments that match your
search will be returned.
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You will check next to the establishment to survey and then
click the Survey button.
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You will be taken to the survey history page for the selected
establishment.
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To add a new survey, click the Add New button.
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Here we see the page to start a new survey. The establishment
information is shown on the page.
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If we would like to add a Requests/Complaints/Projects to this
survey, we can click the R/C/P Lookup.
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After setting the Survey Date and Survey Type, you will click the Continue button.
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Some survey types will not be able to enter surveys. When they get to this page, the
survey drop down will not have any survey types to select.
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For those establishment types, you will fill out your survey forms, and
then upload them through the Document Management module.
We will see this later in this section.
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Add Survey page
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Required fields for Add Survey section
• Survey Date• Survey Type• Survey Purpose• EHS – this will be pre-filled but can be changed.• Next Survey purpose• Next Survey Date – will be auto-filled when Next
Survey Purpose is entered.
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If you click on Survey Purpose, you will receive a pop-up.
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This pop-up will explain the different types of surveys.
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Click here To view the Survey Reference
Document.
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The Survey Reference Document will pop
up to view or print.
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Scores can be entered, but this is optional.
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Manager Name & Latitude/Longitude will come pre-filled if entered on establishment.
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Next Survey Purpose/Date – The next survey date will be auto-calculated if the purpose is routine. The system
will not auto-calculate for other purposes.
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Violation Section
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To select a violation, click the drop down under viol code. Then click on the violation.
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When violations are added, the screen will refresh and show the description of
violation.
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If the violation is a repeat from previous surveys, the system will mark as a repeat.
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If the violation is “so bad” it needs to be flagged as critical, users will be able to do
so with a drop down.
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Critical Violations
• Some violations can’t be flagged as critical.
• System generated critical violation can’t be un-flagged.
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Comments – enter your own or use the predefined or do both.
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To use the pre-defined canned comments, click the icon to the right of the comments.
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When you click the pre-defined canned comments icon, you will have a window
pop up with a selection.
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Comments
• If are going to use canned comments along with your own comments, pick your canned comments first.
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The Screen comes with room to enter five violations. If you need more rows, click the Add Row button.
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To remove a violation after it has been put in, click the X next to the Add Row button.
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Food Samples Taken Section
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Liquid Waste Sampling Section
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Drinking Water Sampling Section
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Program/Element/Sub Element Section
Program and Element are required.
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10 Essential Services Information
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Once you have completed entering survey information, click the
Validate/Complete Survey Form.
Validate/Complete Survey Form
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After clicking the Validate/Complete button, the bottom of the screen will show the form data
section.
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Save/InProcess This button will save the survey but it is not yet
completed. It will not be considered in report counts.
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Save/Finalized This will complete the survey. This survey will be
considered on reports.
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Save/Finalized
When the survey is saved and finalized, an activity record will
automatically be created.
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Cancel This will cancel the survey and the information
will not be saved.
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Now we will examine editing surveys via the Establishment
module.
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To get to establishments, you will click on the Establishment link on the Main Menu.
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Establishment SearchUsers also have the ability to use pre-set filters
for performing establishment searches.
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Once you have your filters set, you will click the Search button.
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After clicking search, those establishments that match your search will be returned.
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You will check next to the establishment to survey and then click the Survey button.
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You will be taken to the survey history page for the selected establishment.
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To edit an existing survey, click the edit icon.
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On the Edit Survey, you can now make the changes needed.
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Active/Deleted
Active/Deleted allows users to change the status of the Survey record.
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After making your changes to the survey, you will
Validate/Complete Survey form. Next you will Save/InProcess or Save/Finalize. If the record had already been Save/Finalized, the activity record will be updated as
well.
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Now let’s discuss the other buttons and icons available on the Survey History page.
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Audit This button will allow the user to view changes that
have been made to the Survey record.
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Audit Survey Page
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View Icon This will allow the user to view the survey but not
make changes.
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Top Portion of Survey View
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Bottom Portion of Survey View
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DMS Link This link will take you to the Document Management System. You
can attach documents/pictures to the survey.
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Document Management System
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Print Icon This will allow the user to print out a hardcopy of the
survey form.
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After clicking the print icon, a report window will appear. To print, click the printer.
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Now we will examine Surveys via the Surveys Module.
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Adding a New Survey
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To get to Surveys Module, you will click on the Survey link on the Main Menu.
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Surveys Search Page
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My Filters are available for searching.
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After clicking search, those surveys that match your search will be returned.
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Additional Search Options
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To build a new survey, click the Add New button on the Survey Search
page.
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Add Survey – 1st PageOn the first page of adding a new survey, the
user will need to assign an establishment first.
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When you click the Establishment Lookup link, you will be taken to the Establishment Lookup page.
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Set your filters to search for the desired establishment.
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Once results are retuned, click Select next to the establishment.
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Now that the establishment is set, you can proceed with adding the survey.
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Editing an existing survey
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To get to the Surveys module, you will click on the Survey link on the Main Menu.
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Surveys Search Page
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My Filters are available for searching or you can set your own filters.
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After clicking search, those surveys that match your search will be returned.
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To edit an existing survey, click the edit icon.
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If the survey has been finalized, you will receive the following message.
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On the Edit Survey page, you can now make the changes needed.
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The Requests/Complaints/Projects Module allows users to search, view, edit, add, and
manage R/C/P’s.
Requests/Complaints/Projects
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There will be NO R/C/P records converted from the previous system.
Request/Complaints/Projects
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To get to Requests/Complaints/Projects, you will click on the R/C/P link on the Main Menu.
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R/C/P Search Page
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My Filters are available for searching.
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Additional Search Options
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R/C/P Contact containing This will find names that contain what is
entered in the field.
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After clicking search, those R/C/P that match your search will be returned.
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Adding a New R/C/P
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To build a new R/C/P, click the Add New button on the R/C/P Search page.
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Adding a New R/C/P
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If the R/C/P needs to be linked to an establishment, click the Lookup link.
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Establishment LookupWhen you click the Establishment Lookup link, you will be taken to
the Establishment Lookup page.
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Set your filters to search for the desired establishment.
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Once results are retuned, click Select next to the establishment.
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The establishment will now show on the page, if one has been linked.
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If the R/C/P is linked to an establishment, Area, SU, Community, Reservation, or Tribe will be automatically
set. They can be changed.
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If the wrong establishment is selected, click Reset Establishment and that will disconnect it
from the R/C/P.
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The supplemental R/C/P type will determine which supplemental records and corresponding worksheets
are available for the R/C/P.
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R/C/P Required Fields
• Area• R/C/P Date• Assigned EHS - this field will default to your user name. • R/C/P Type• Supplemental R/C/P Type• R/C/P Title• First and Last Name of requestor, complainant or project
contact• Program• Element
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An area for comments is available at the bottom of the R/C/P screen. This area works just like the comments
on the Establishment records.
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Buttons at the Bottom
• Save/InProcess – will save the information but it will not be used for reports.
• Save/Finalized – will save the information and it will be used for reports.
• Cancel – no information will be saved.
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Buttons at the Bottom
Required fields are only “required” for Save/Finalize.
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After saving the R/C/P, you will be returned to the R/C/P Search page. And now we
have a bunch of buttons to discuss.
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Copy This will make a copy of the selected R/C/P.
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Print Worksheet This will print out a worksheet for the selected
R/C/P.
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To print the R/C/P Worksheet, click the printer icon.
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Surveys This button will show those surveys associated
with this R/C/P.
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Activities This button will show those activities associated
with this R/C/P.
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Supplemental R/C/P These buttons will take you to the
supplemental R/C/P screens for the selected R/C/P.
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If the supplemental type for the R/C/P is foodborne illness, you can’t select
the Lead Supplemental form.
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Foodborne Illness Takes the user to the supplemental R/C/P.
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Foodborne Illness Supplemental Search and History page.
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To add a new supplemental R/C/P, click the Add New button.
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Foodborne Illness Interview - Top
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Foodborne Illness Interview - Bottom
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Food Product Takes the user to the supplemental R/C/P.
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Mortgage Takes the user to the supplemental R/C/P.
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Edit Mortgage Supplemental R/C/P
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Well Takes the user to the supplemental R/C/P.
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Wastewater Takes the user to the supplemental R/C/P.
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Lead Takes the user to the Supplemental R/C/P.
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Supplemental R/C/P
The Foodborne Illness and Food Product Supplemental R/C/P’s
can have multiple interviews, etc.
Mortgage, Well, Wastewater and Lead can only have one
supplemental R/C/P entry.
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Comments Allows you to view all comments for the selected
R/C/P.
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Audit Allows you to view all changes made to the
selected R/C/P.
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R/C/P Audit Screen
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Editing an Existing R/C/P or Supplemental R/C/P
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To get to Requests/Complaints/Projects, you will click on the R/C/P link on the Main Menu.
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R/C/P Search Page
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After clicking search, those R/C/P that match your search will be returned.
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To edit an existing R/C/P, click the edit icon.
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Edit R/C/P Screen
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Active/Deleted Field
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Active/Deleted Field
If an R/C/P record is flagged for deletion, all supplemental records will be PERMANENTLY deleted.
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R/C/P Type & Supplemental R/C/P Type
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R/C/P Type & Supplemental R/C/P Type
If the R/C/P type or Supplemental R/C/P is changed when editing an
R/C/P record, all supplemental records will be PERMANENTLY deleted.
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Warning Message You will receive this message when you
save the R/C/P.
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An Open/Close button is available to on the search page. Click the
button to close the R/C/P.
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After you have clicked Closed, the Open button will now be available.
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Editing a Supplemental R/C/P
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To get to Supplemental R/C/P’s, you will click on the Requests/Complaints/Projects link on the Main Menu.
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Set your filters on the R/C/P Search Page
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After clicking search, those R/C/P’s that match your search will be returned.
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To edit the Supplemental R/C/P, click next to the R/C/P and then click the button for the
appropriate Supplemental R/C/P.
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For those Supplemental R/C/P’s that can have multiple pages/screens, you will be taken to a
Search/Edit page.
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To edit a form, click the edit icon.
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Top Portion of Food Product Supplemental R/C/P
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Bottom Portion of Food Product Supplemental R/C/P
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Active/Deleted Field
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To print a worksheet, click on the Print Product button.
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To view the changes to a Supplemental form, click on the Audit button.
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Editing a Supplemental R/C/P that only allows one paged
supplemental form.
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To get to Supplemental R/C/P’s, you will click on the Requests/Complaints/Projects link on the Main Menu.
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Set your filters on the R/C/P Search Page.
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After clicking search, those R/C/Ps that match your search will be returned.
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To edit the Supplemental R/C/P, click next to the R/C/P and then click the button for the
appropriate supplemental R/C/P.
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On those Supplemental R/C/P that only allow one page form, you will be taken directly to the form to
edit.
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Active/Deleted field is available on the edit screen. If this form is deleted, it will be
permanent.
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The National Projects Module allows users to search, view, edit, add, and manage
National Projects.
National Projects
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Only those users with Administrative permissions or Headquarters permissions
will be able to add or edit National Projects.
National Projects
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To get to National Projects, you will click on the National Projects link on the Main Menu.
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National Projects Page You will only see this page if you have the correct
permissions.
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Activities This button will allow you to enter activities associated
with a particular national project.
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Add New This button will allow you to enter new national projects. Only Administrators and HQ staff can set up new national projects.
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Audit This button will allow users to view any changes that have been
made to a National Project and when those changes were made. Only Administrators and HQ staff can set up new national
projects.
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Adding a New National Project
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Click the Add New button.
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The add new National Project screen will look and work just like the Add R/C/P screen.
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The drop down for Area will only have “National All” and “National Specific”.
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National All
National All projects can only be set up by users that have
permissions to do so.
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National Specific
National Specific projects can only be set up by those user that have
permissions to do so.
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If the user is not in an admin role, he/she will not have access to add or edit the National Project.
They will be able to add activities.
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The Activities module allows users to search, view, edit, add, and manage
activities.
Activities
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To get to Activities, you will click on the Activities link on the Main Menu.
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Activities Search Page
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My Filters are available for searching.
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Additional Search Options
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After clicking search, those activities that match your search will be returned.
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On the Activity search page, you will have hyperlinks to the establishment and the R/C/P, if the activity is linked.
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Adding a new activity
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To build a new activity, click the Add New button on the activity search page.
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Adding a new activity
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The EHS will default to the creating user, but a drop down is available to change to another EHS if necessary.
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If the activity needs to be linked to an establishment or an R/C/P, click the appropriate Lookup link.
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If the activity has been linked incorrectly, resets are available to unlink the activity from the establishment or R/C/P.
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Activity Type
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Program
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Element becomes available once Program is set.
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If the Element has additional data indicators, the screen will refresh with those indicators at the bottom of the page.
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Sub Element becomes available once Element is set.
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Sub-Sub Element becomes available if the Sub Element has any Sub-Sub Elements.
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Buttons at the Bottom
• Save/InProcess – will save the information but it will not be used for reports.
• Save/Finalized – will save the information and it will be used for reports.
• Cancel – no information will be saved.
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Editing an Existing Activity
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To get to the Activities module, you will click on the Activities link on the Main Menu.
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Activities Search Page
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My Filters are available for searching or you can set your own filters.
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After clicking search, those activities that match your search will be returned.
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To edit an existing survey, click the edit icon.
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Edit Activity Screen
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Active/Deleted Field
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If the element for the activity is changed, any information entered in the Element Data
Indicators will be lost.
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After making your changes, click the appropriate save button.
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The Other Buttons
Now that we are back to the Activity Search page, let’s discuss the other buttons that we have
available.
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Copy
This button will allow you to create a new activity by copying an existing activity.
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Audit
This button will allow you to see any changes that have been made to the selected activity.
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View Icon
This button will allow you to view the activity. This is a view only button, no changes can be
made.
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Document Management Icon
This scanner icon will connect you to the Document Management System and allow you to
attach documents to this activity.
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Document Management Icon
This document view icon will connect you to the Document Management System and allow you view any attached documents to this activity.
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Training/Certificates
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To enter an activity for training received or training provided, we will start by clicking the Activity link.
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Activities Search Page
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After clicking search, those activities that match your search will be returned.
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To enter a new training received or a training provided, click the add
new button.
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Edit Activity Screen
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Training Received
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The activity screen will work the same BUT…
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You will set the activity type to Training Received.
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Once the activity is set to training received, the screen will refresh and offer a section for
capturing Training Information.
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Once completed, you will have your save buttons at the bottom. Required fields are only required
on the Save/Finalized.
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Training Provided
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The activity screen will work the same BUT…
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You will set the activity type to Training Provided.
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Once the activity is set to training provided, the screen will refresh and offer a section for
capturing Training Information.
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An area is provided for entering the text you want to show in the body
of the 8 ½ X 11 certificate.
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Buttons are available at the top of the screen for editing the text.
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Do not paste text in to this area from Microsoft products. It will not
work.
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Along with the training information, you will have a section to enter information on those that were
trained.
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If you click the Add Single Row button, it will add one line for attendee information.
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You can click Add Single Row for as many attendees you need to add.
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If you click the Add 10 Rows button, it will add ten lines for attendee information.
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You will get 10 lines to add attendees information.
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After entering the attendees, you have two sets of buttons to select.
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The first set of buttons work the same as those from the other
modules.
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To use the second set of buttons, you will first need to decide which
attendees you will be printing certificates for.
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Next you will choose which type of certificates you want to print, letter
size or business cards.
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The second set of buttons will save the information inprocess or
finalized but will also produce training letters or business cards.
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A new window will pop up with the certificates or business cards.
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The training provided and attendee information can be exported in four
(4) different formats.
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The formats are:
• Microsoft Word
• Microsoft Excel
• CSV
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Example of the Excel Export
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The Reference Library module is a single access repository for users to share
documents with all IHS users.
Reference Library
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To enter the Reference Library, click the Reference Library link on the Main Menu.
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Reference Library Search Page
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After clicking search, those surveys that match your search will be returned.
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View a Document
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To view a document, click the magnifying glass icon.
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View Reference Library Record
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Editing an Existing Document.
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To edit an existing document, click the edit icon.
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Edit Reference Library document
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Active/Deleted Field
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Once changes have been made, you have a Save and Cancel button
available at the bottom.
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Add New Document
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On the search page, click the Add New button.
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Add Reference Library document.
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Save or Cancel buttons available.
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Attaching Documents
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To attach a document to a Reference Library record, click the scan icon.
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When you click the scan icon, this will launch the Document Management
System.
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Attaching Documents
Before attaching a document, make sure that you have scanned
or saved it to your hard drive.
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Document Management System
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You will start by clicking the import button.
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This will bring up a browse window to search for your file.
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Locate the directory where the file can be found.
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Click on the file name wanted and then click the Open button.
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The file name will be listed in the filename section.
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Next you will click on the filename and then click the accept button.
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Click on the image of the document you want to attach.
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You will select a Document type.
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Select a document date.
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Put in keywords that will help find this document when doing a
search.
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Then you will save your document indexes.
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And finally, you will click Submit Changes.
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When the document image goes away, your document has been attached. You can
close the document management system.
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Now when you get back to WebEHRS, clear your search options and search again for
your record.
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You should now have a scanned document icon available.
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Viewing an Attached Document
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Click on the scanned document icon.
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This will bring up the document management system.
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Double click on the document you would like to view.
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The document will appear in the window.
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To print the form, click the printer icon.
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The Letter Writer module allows users to print pre-designed letters for
establishments.
Letter Writer
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Only those users with Administrative permissions will be able to add/modify letter
templates.
Letter Templates
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To add a new letter template, click My Account on the Main Menu page.
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Click on View System Tables
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On the system tables page, click on the Letters link under Tools and
Tables.
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Click on Letter Templates.
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Letter Template Search Page
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After clicking search, those templates that match your search will be returned.
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Adding a New Letter Template
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To add a new letter template, click the Add New button.
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On the Add Letter Template, description and letter body are required.
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Edit buttons are available above the letter body field.
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The Enter key does not work on this screen. To get the same effect, hold down the shift
key and then hit enter.
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Do not paste text from Microsoft products. It will not work.
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Once you are done, click the save button to save the template, or cancel to not save it.
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Editing an Existing Letter Template
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To edit an existing letter template, click the edit icon.
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Make the changes needed, then click save or cancel.
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Creating a Letter via Establishments
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To create a letter, from the Main Menu, click on the Establishment link.
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On the establishment search page, look for the establishment that needs a letter.
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Check next to the establishment that needs a letter, then click the letter button.
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On the Letter Master page, click the Add New button.
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On the letter page, use the drop down to select the letter type.
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Once the letter type is picked, the letter body will automatically appear. The body can be changed.
This will not change the letter template.
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Next select the Mail To. This will be mailing, owner, or premise address.
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Next enter the Salutations. This is just the name of the person the letter is addressed
to.
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Once your changes are complete, click the Save button. Or Cancel if you don’t want it
saved.
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Once saved, you will be returned to the search page. From here you can request
the letter to be printed with the letterhead or on blank paper.
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Letter with the Letterhead Printed
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Letter without the Letterhead
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Creating a Letter via Letters
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To create a letter, from the Main Menu, click on the Letters link.
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Letter Search Page
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My Filters are available to search.
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Once you have your filters set, you will click the Search button.
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Search results are returned. Let’s talk about the buttons available.
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Print on Letter Head Prints the letter on paper that has the
letterhead preprinted.
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Print on Blank PaperPrints the letter and letterhead on a blank
piece of paper.
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Audit This will show any changes that have been
made to the letter.
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View Icon This icon will take you to a view only page showing
the letter master information.
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Edit Icon This icon will take you to an edit page that will
allow changes to be made to the letter.
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Letter Text This link will allow you to view the letter body text.
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The Reports module is a single access repository for system reports.
Reports
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To view reports, from the Main Menu, click on the Reports link.
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You can also get to reports via the Reports link on the top menu bar on
most pages.
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Search options are available at the top of the Reports page.
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Report List and Description
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To view a report, click the report name link.
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Establishment ListReport Parameters
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Establishment List Report
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To view a report, click the report name link.
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Parameters screen for Community Raw RRM report.
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Community Raw RRM Report
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InProcess Records
Records that are saved
InProcess will not be included in reports.
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Miscellaneous Topics
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Automatic Logoff
After 15 minutes of no activity, you will be automatically logged off the
system.
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Automatic Logoff
At twelve minutes of inactivity, you will receive a warning that you are going to
be logged off in three minutes.
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No Concurrent sessions
A user can only be logged on to the system at one computer.
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Forgot to log off page?
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Questions?