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Reference Guide Module 3: Service Entry November 2014 Reference Guide Module 3: Service Entry November 2014.

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Presentation on theme: "Reference Guide Module 3: Service Entry November 2014 Reference Guide Module 3: Service Entry November 2014."— Presentation transcript:

1 Reference Guide Module 3: Service Entry November 2014 Reference Guide Module 3: Service Entry November 2014

2 Performance Based Prevention System (PBPS) Reference Guide Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities. This is Module 3 of 5, Service Entry. In this guide you will learn how enter Single and Recurring Services, Survey Data, Environmental Strategies, and Coalition Activities. 2 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

3 Performance Based Prevention System (PBPS) Reference Guide At any time you can click on the icon in the bottom right corner of the page to return to the Content Guide. Sometimes an icon will appear in the top right corner of the page you are viewing. Hover over the icon to read quick tips about the content you are viewing. 3 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

4 Service Entry Single Services Recurring Services Environmental Services Survey Data Staff Service Time Helpful Hints 4 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Coalition Coordination Service Demographics Staff Service Time Helpful Hints Attendance Staff Service Time Helpful Hints Service Demographics Individual Assessment Custom Survey Booster Assessment Custom Survey Assessment Coalition Coordination Entry Full Coalition Meetings Coalition Program Entry Leadership Committee Meetings Standing Committee Meetings Ad-hoc Workgroup Meetings Training Report Helpful Hints

5 Service Entry Single Services Review your CPWI Strategic Plan Coalition Logic Model For all Strategies and Local Implementation you will need to create Services in PBPS 5 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

6 Service Entry Single Services Entering Single Services Log into PBPS (www.kithost.net/wa)www.kithost.net/wa From your Home page select Implementation On the next page select Single Services 6 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

7 Service Entry Single Services Entering Single Services Fill in the Identify Service form. Yellow fields are required, Grey fields are optional. 7 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program you are entering a Single Service for in the dropdown menu. CPWI Service will auto fill to yes if this is a CPWI service. Indicate if anyone has objected to this activity. Enter the actual Date of Service (mm/dd/yyyy). Then select the School District from the dropdown menu. Enter the Service Address by School or by Address. You must Validate any address you enter. Select your CSAP Category.

8 Service Entry Single Services Entering Single Services Continue filling out the Identify Service form, then select Save in the task pane. 8 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Use the drop down menus to enter your Service Code and Population. Count Method will automatically fill in based on your Service. Enter the number of units being Counted, which will be displayed in the Count Method box above. Then enter the Session Length (hours in decimal, so 2 ½ hours would = 2.5). Type in the Group Name, or if the Group has already been entered, you can select the Group from the drop down menu. Enter a Service Description.

9 Service Entry Single Services Entering Staff Service Time PBPS will take you to the Staff Service Time page after you Save your Single Service. Enter the number of Direct and Indirect Service hours each staff contributed for this Service. Enter hours as a decimal, as shown in the example below. Select Save in the task pane. 9 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

10 Service Entry Single Services Direct Services Single Services – For Coalition staff listed in PBPS, Direct Service hours include any time worked for the actual implementation of an event. – For example: You are entering a Town Hall meeting as a Single Service Direct Hours should reflect the length of the Town Hall Meeting So for a meeting that ran from 6:00 PM to 8:00 PM, you would record two hours for any staff in attendance. Indirect Services Single Services – The hours recorded as Indirect Service hours reflect the time spent in preparation and planning for the Single Service prevention activity. – For example: For the Town Hall meeting, staff spent time creating and printing agendas and other meeting documents Indirect hours should reflect the time it took to prepare these materials for the meeting Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry 10 Entering Staff Service Time

11 Service Entry Single Services Entering Staff Service Time If you do not enter Staff Service Time for a Service, the next time you try and add a Service you will get the following error message. Select Cancel from the task pane. Find the service that is missing Staff Service Time and select at the top right of the Identify Service page. Select Save in the task pane when are finished and continue with Service entry. 11 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

12 Service Entry Single Services Entering Service Demographics The PBPS will take you to the Service Demographics page after you Save your Staff Service Time. Based on the Count you entered on the Single Service page, you will need to record demographic information on the Service Demographic screen, then select Save. 12 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Race Gender Age Ethnicity

13 Service Entry Single Services Single Services Helpful Hints You can Copy services you have already entered for faster data entry. – Select Implementation from your Home page, then select Single Services, and then Search in the task pane. – Select the Service you wish to Copy – Select above the Identify Service entry page and update the following: Service Date Session Length Count (if this has changed) – Select Save – Continue with the Staff Service Time and Single Service Demographic entry 13 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

14 Service Entry Single Services Single Services Helpful Hints You can Delete services if necessary – Select Implementation from your Home page, then select Single Services, and then Search in the task pane. – Select the Service you wish to Delete – Select in the task pane Confirm you want to permanently Delete the record by selecting OK. 14 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

15 Service Entry Single Services Single Services Helpful Hints Once you enter a Single Service you can always go back and Edit the record. To access the Staff Time or Demographics page click on the respective tabs at the top of the Identify Service’s page when Editing. To review how to Add a Group to a Program or Service see PBPS Reference Guide: Module 2 Planning. 15 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry #1 #2

16 Service Entry Recurring Services Entering Recurring Services From your Home page select Implementation On the next page select Recurring Service 16 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

17 Service Entry Recurring Services Entering Recurring Services Fill in the Identify Service form. Yellow fields are required, Grey fields are optional. 17 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program and Group you are entering a Recurring Service for in the drop down menu. CPWI Service will auto fill to yes if this is a CPWI service. Indicate if anyone has objected to this activity. Enter the actual Date of Service (mm/dd/yyyy). Then select the School District from the dropdown menu. Enter the Service Address by School or by Address. You must Validate any address you enter. Service Number will auto fill as you complete this form.

18 Service Entry Recurring Services Entering Recurring Services Continue filling out the Identify Service form, then select Save in the task 18 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select your CSAP Category, Service Code, and Service Population from the drop down menu. These field may auto fill based on the Program Name and Group you entered. In some cases you may not be able to edit these fields based on your previous selections. Enter the Session Length (hours in decimal, so 2 ½ hours would = 2.5), then type a Service Description.

19 Service Entry Recurring Services Entering Attendance You will need to record attendance for your Recurring Services. – PBPS will automatically take you to the Attendance page after you have completed the Identify Service page. To access the Attendance page at a later time follow the instructions below. Select Implementation from your Home page, then Recurring Services. In the task pane click, then for the program you want to enter Attendance for, click Select. At the top of the Identify Service page, click on. 19 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

20 Service Entry Recurring Services Entering Attendance Fill in the Attendance form. When you are finished select Save in the task pane. 20 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry You can quickly mark that all participants attended, or did not attend by using these toggles. Or you can manually mark Attendance with the drop down menus. You can add existing Participants to the Attendance Table that are not listed using the drop down menu. You can set Completion to All Ongoing, All Complete, or All Withdrew Or you can manually change the Completion with the drop down menu.

21 Service Entry Recurring Services Entering Staff Service Time PBPS will take you to the Staff Service Time page after you Save your Attendance. Enter the number of Direct and Indirect Service hours each staff contributed for this Service. Enter hours as a decimal, as shown in the example below. Select Save in the task pane. 21 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

22 Service Entry Recurring Services Direct Services Recurring Services – Direct Service hours include time spent delivering the actual recurring service – In general, a Coalition Coordinator should not have direct staff hours for a recurring service that is not a coalition meeting The exception is if the Coalition Coordinator’s time spent on the direct service is budgeted in addition to their 0.5 FTE required for CPWI Indirect Services Recurring Services – Please check with your PSM if you have questions about indirect service hours for recurring services Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry 22 Entering Staff Service Time

23 Service Entry Recurring Services Entering Staff Service Time If you do not enter Staff Service Time for a Service, the next time you try and add a Service you will get the following error message. Select Cancel from the task pane. Find the service that is missing Staff Service Time and select at the top right of the Identify Service page. Select Save in the task pane when are finished and continue with Service entry. 23 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

24 Service Entry Recurring Services Recurring Services Helpful Hints 24 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry You can register new participants from the Attendance page by selecting at the top of the form. Make sure you are not in the Edit Attendance screen to use this feature. To review entering Participant Information please see PBPS Reference Guide: Module 2 Planning. Make sure you have entered Groups before you enter Recurring Services. To review entering Groups please see PBPS Reference Module 2 Planning.

25 Service Entry Recurring Services Recurring Services Helpful Hints You can Copy services you have already entered for faster data entry. – Select Implementation from your Home page, then select Recurring Services, and then Search in the task pane. – Select the Service you wish to Copy – Select above the Identify Service entry page and update the following: Service Date Session Length Count (if this has changed) – Select Save – Continue with the Staff Service Time and Attendance entry forms. 25 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

26 Service Entry Recurring Services Recurring Services Helpful Hints You can Delete services if necessary – Select Implementation from your Home page, then select Recurring Services, and then Search in the task pane. – Select the Service you wish to Delete – Select in the task pane Confirm you want to permanently Delete the record by selecting OK. 26 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

27 Service Entry Recurring Services Recurring Services Helpful Hints Once you enter a Single Service you can always go back and Edit the record. To access the Staff Time or Attendance page click on the respective tabs at the top of the Identify Service’s page when Editing. To review how to Add a Group to a Program or Service see PBPS Reference Guide: Module 2 Planning. 27 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry #1 #2

28 Service Entry Environmental Services Entering Environmental Services From your Home page select Implementation On the next page select Environmental Services 28 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

29 Service Entry Environmental Services Entering Environmental Services Fill in the Identify Service form. Yellow fields are required, Grey fields are optional. 29 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Environmental Name from the drop down menu Enter the Group Name or use the Existing Groups drop down menu to select your Group CPWI Service will auto fill to yes if this a CPWI Service Indicate if anyone has objected to this activity. Select the Category and Strategy using the drop down menus. Enter the Service Date (mm/dd/yyyy).

30 Service Entry Environmental Services Entering Environmental Services Continue filling out the Identify Service form. Select Save in the task pane when you are finished. 30 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry CSAP Category will be filled to Environmental. Use the drop down menus to fill in the Service Code and Service Population. Count Method will auto fill based on your answer to Service Code. Type in the number of units based on the Count Method in the Count box. Select School District using the drop down menu. Enter the Session Length in hours using decimals, for example 2 ½ hours=2.5. Type in a Service Description.

31 Service Entry Environmental Services Entering Staff Service Time PBPS will take you to the Staff Service Time page after you Save your Environmental Service. Enter the number of Direct and Indirect Service hours each staff contributed for this Service. Enter hours as a decimal, as shown in the example below. Select Save in the task pane. 31 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

32 Service Entry Environmental Services Direct Services Environmental Services – Most Environmental Services will not have Direct Service hours For example: airing PSAs would not have direct hours – For Environmental Services with Direct Service hours, report any time spent on implementation of the event by Coalition staff listed in PBPS For example: A Coalition Coordinator spent two hours working at a community-wide “Drug Take Back Event”, report the two hours Indirect Services Environmental Services – The hours recorded as Indirect Service hours reflect the time spent in preparation and planning for the environmental service – For example: For the “Drug Take Back Event”, staff spent time planning with local law enforcement and working with media channels to promote the event The hours spent to complete this work would be recorded as Indirect Service hours Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry 32 Entering Staff Service Time

33 Service Entry Environmental Services Entering Staff Service Time If you do not enter Staff Service Time for a Service, the next time you try and add a Service you will get the following error message. Select Cancel from the task pane. Find the service that is missing Staff Service Time and select at the top right of the Identify Service page. Select Save in the task pane when are finished and continue with Service entry. 33 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

34 Service Entry Environmental Services Entering Service Demographics PBPS will take you to the Service Demographics page after you Save your Staff Service Time. Based on the Count you entered on the Environmental Service page, you will need to record demographic information on the Service Demographic screen, then select Save. 34 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Race Gender Age Ethnicity

35 Service Entry Environmental Services Environmental Services Helpful Hints You can Copy services you have already entered for faster data entry. – Select Implementation from your Home page, then select Environmental Services, and then Search in the task pane. – Select the Service you wish to Copy – Select above the Identify Service entry page and update the following: Service Date Session Length Count (if this has changed) – Select Save – Continue with the Staff Service Time and Environmental Service Demographic entry 35 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

36 Service Entry Environmental Services Environmental Services Helpful Hints You can Delete services if necessary – Select Implementation from your Home page, then select Environmental Services, and then Search in the task pane. – Select the Service you wish to Delete – Select in the task pane Confirm you want to permanently Delete the record by selecting OK. 36 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

37 Service Entry Environmental Services Environmental Services Helpful Hints Once you enter an Environmental Service you can always go back and Edit the record. To access the Staff Time or Demographics page click on the respective tabs at the top of the Identify Service’s page when Editing. To review how to Add a Group to a Program or Service see PBPS Reference Guide: Module 2 Planning. 37 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry #1 #2

38 Service Entry Survey Data Entering Survey Data Participants are given a pre-test and post-test survey at the first and last session of each service to monitor program success. Test results are entered into the PBPS for all groups you would like to evaluate. To begin, select Evaluation from your Home menu, then select the type of Assessment you plan to enter. 38 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry #1 #2

39 Service Entry Survey Data Individual Assessment Individual Assessments are given to participants as a pre-test and post- test to assess curriculum success. Select Individual Assessment from the Evaluation page (see previous slide for reference).see previous slide for reference Complete the Yellow boxes using the drop down menus. 39 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Enter the Survey Date (mm/dd/yyyy) Only check this box if you are testing students in a lab setting and they will be logged off after completing the survey. If you are entering multiple surveys do not check this box.

40 Service Entry Survey Data Individual Assessment After filling out the Individual Assessment form, select in the task pane. The appropriate survey will display. Fill in the participant answers. 40 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Use the navigation arrows to scroll throughout the survey. If they are disabled then the survey is only one page. Select Done when the survey is complete

41 Service Entry Survey Data Individual Assessment After selecting Done on the Survey Instrument screen the text box below will appear. Click OK when asked to save to survey if you would like to save the changes. Click Cancel when asked to save the survey if you would like to omit the changes. 41 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

42 Service Entry Survey Data Booster Assessment Booster Assessments collect data from former participants of Recurring Services. This typically occurs years after they stopped participating. Select Booster Assessment from the Evaluation page (see slide 35 for reference).see slide 35 for reference Complete the Grey boxes using the drop down menus. 42 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Only check this box if you are testing students in a lab setting and they will be logged off after completing the survey. If you are entering multiple surveys do not check this box. Enter the Survey Type and Date (mm/dd/yyyy)

43 Service Entry Survey Data Booster Assessment After filling out the Individual Assessment form, select in the task pane. The appropriate survey will display. Fill in the participant answers. 43 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Use the navigation arrows to scroll throughout the survey. If they are disabled then the survey is only one page. Select Done when the survey is complete

44 Service Entry Survey Data Booster Assessment After selecting Done on the Survey Instrument screen the text box below will appear. Click OK when asked to save to survey if you would like to save the changes. Click Cancel when asked to save the survey if you would like to omit the changes. 44 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

45 Service Entry Survey Data Custom Survey and Custom Survey Assessment Custom Survey and Custom Survey Assessment allow provider staff to participants surveys online to reduce data entry burden. Participants are given a web address and login ID to complete the survey, and they are automatically logged off the system when they are finished. To begin, select Evaluation from your Home menu, then select Custom Survey (see slide 35 for reference).see slide 35 for reference Select Add in the task pane. 45 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

46 Service Entry Survey Data Custom Survey Fill in the Yellow boxes, Grey boxes are optional. Select Save and Continue when you are finished. 46 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Enter a Name or a reference to the survey group (ex. Mrs. Smith’s Project Alert class). Enter a Description noting the purpose of the survey. Select an instrument from the Available Instruments box and use the Green arrow to move your selection to the Selected Instruments. Use the Red arrow to deselect an instrument. If you select multiple surveys, the Move Up and Move Down buttons can be used to rearrange the Selected Instruments.

47 Service Entry Survey Data Custom Survey Assessment To begin, select Evaluation from your Home menu, select Custom Survey Assessment (see slide 35 for reference), then select Add in the task pane.see slide 35 for reference Fill in the top three fields using the drop down menus. Once you have completed these fields you will notice a list of Participants at the bottom of the Survey Sequence page. 47 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

48 Service Entry Survey Data Custom Survey Assessment Select Add in the task pane. You can now select Current Mode and Participants for the Custom Survey Assessment After making your selections, click Save in the task pane 48 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

49 Service Entry Survey Data Custom Survey Assessment After selecting Save, View Participant Logins will appear at the bottom of the Survey Sequence page. Select View Participant Logins 49 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

50 Service Entry Survey Data Custom Survey Assessment A PDF document will download that contains your Student Surveys Login Information Open the PDF to view the login information 50 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

51 Service Entry Coalition Coordination Coalition Coordination Reporting The Coalition Coordination Reporting feature in the PBPS allows you to report your coalition coordinator efforts and activities. You must be set up as the Community Coalition Coordinator to use this feature. – To review how to change permissions, please review PBPS Reference Guide: Module 1 Getting Started. 51 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

52 Service Entry Coalition Activities Coalition Coordination Entry Select Implementation from your Home page, then select Coalition Coordination 52 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

53 Service Entry Coalition Activities Coalition Coordination Entry Select a Service Month, Coalition, and Staff from the drop down lists. Next select Add from the task pane. You may select the arrows to display the Hours Entered to Date Report. 53 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry EVERGREEN COMMUNITY

54 Service Entry Coalition Activities Coalition Coordination Entry After selecting Add the screen on the right will appear to Enter Estimated Staff Time hours based on coalition activity categories. Enter time as hours using decimals, so for example 2 ¼ hours = 2.25 hours. Select Save in the task pane when you are finished. 54 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

55 Service Entry Coalition Activities Coalition Program Entry You will need to record your Community Coalition meetings into the PBPS – Your Coalition needs to be entered in the PBPS as a Program, and you should have a Group that includes your Coalition members for easier data entry. To do this you will use the Recurring Services Entry function.Recurring Services Entry You will need to record – Full Coalition Meetings Full Coalition Meetings – Leadership Committee Meetings Leadership Committee Meetings – Standing Committee Meetings, and Standing Committee Meetings – Ad-hoc Workgroup Meetings Ad-hoc Workgroup Meetings 55 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

56 Service Entry Coalition Activities Coalition Program Entry: Full Coalition Meetings 56 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program Name (Coalition Name) Select the Group (Coalition Members) Select ‘Yes’ for CPWI Service Select appropriate answer. Enter the Service Date (mm/dd/yyyy) and School District. Enter the Address for the meeting location. Select Community Based Process Select STCO5R Community Team Activities Select SP02 Civic Groups/Coalition Select Session Length in hours (as decimals, so 2 ¼ hours = 2.25 hours) Enter meeting topics, especially those specific to accomplishing required tasks.

57 Service Entry Coalition Activities Coalition Program Entry: Leadership Committee Meetings 57 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program Name (Coalition Name) Select the Group (Leadership Committee) Select ‘Yes’ for CPWI Service Select appropriate answer. Enter the Service Date (mm/dd/yyyy) and School District. Enter the Address for the meeting location. Select Community Based Process Select STCO5R Community Team Activities Select SP02 Civic Groups/Coalition Select Session Length in hours (as decimals, so 2 ¼ hours = 2.25 hours) Enter meeting topics, especially those specific to accomplishing required tasks.

58 Service Entry Coalition Activities Coalition Program Entry: Standing Committee Meetings 58 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program Name (Coalition Name) Select the Group (Standing Committee) Select ‘Yes’ for CPWI Service Select appropriate answer. Enter the Service Date (mm/dd/yyyy) and School District. Enter the Address for the meeting location. Select Community Based Process Select STCO5R Community Team Activities Select SP02 Civic Groups/Coalition Select Session Length in hours (as decimals, so 2 ¼ hours = 2.25 hours) Enter meeting topics, especially those specific to accomplishing required tasks.

59 Service Entry Coalition Activities Coalition Program Entry: Ad-hoc Workgroup Meetings 59 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Select the Program Name (Coalition Name) Select the Group (Ad-hoc Workgroup) Select ‘Yes’ for CPWI Service Select appropriate answer. Enter the Service Date (mm/dd/yyyy) and School District. Enter the Address for the meeting location. Select Community Based Process Select STCO5R Community Team Activities Select SP02 Civic Groups/Coalition Select Session Length in hours (as decimals, so 2 ¼ hours = 2.25 hours) Enter meeting topics, especially those specific to accomplishing required tasks.

60 Service Entry Training Report Training Report Entry The Training Report module in the PBPS is used for service entry of: – trainings attended by your staff, or – trainings that your community sponsors for prevention activities. In this module you will be able to record the training event, the number of people who attended, and the costs associated with the training – Your A19 will reflect the dollar amount entered into the Training Report module in PBPS each month. If your monthly A19 and Training Reporting do not match your A19 will not be approved 60 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

61 Service Entry Training Report Training Report Entry Select Implementation from your Home page, then select Training Report 61 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

62 Service Entry Training Report Training Report Entry When the Training Report page opens you will need to select Add in the task pane to enter a new training. – If you have existing trainings entered in the Training Report, you can select the training from the Existing Titles drop down list. 62 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry

63 Service Entry Training Report Training Report Entry 63 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Enter the Title of the Training If you select an Existing Title, the Title of Training and Date of Training will autofill. Make sure you edit the date if the date shown is incorrect. Enter the Date of Training if you are entering a new training. If you are editing an existing training, you can use the Existing Training Dates field to select a previously entered date. Indicate if this is a CPWI training.

64 Service Entry Training Report Training Report Entry 64 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry You may add some notes in these fields to describe the training. Enter the total amount of DBHR funds used to pay for the training. Then enter the Total Cost of the Training. The total cost may exceed the DBHR Dollars Used if other funds were used to cover costs. You may add the Name of the Trainers and indicate if you would Recommend the Training to others. Add the number of people that attended the trained.

65 Service Entry Training Report Training Report Entry For each participant that was trained, some basic Demographic Information is needed. Each section must add up to the number of people listed as trained. 65 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry Race Ethnicity Age Gender Disability

66 Service Entry Training Report Training Report Helpful Hints 66 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry In general, you may not report trainings that have yet to occur. Meaning, you cannot report a training that will take place in November in the month of October. There is a CPTS Report you can run to verify that the billing amount(s) listed in the Training Report match what is listed on your A19. Select Reports in the top right tool bar of your Home page, then select DBHR Report, scroll to the bottom of the page and select Training-CPTS Report. To learn more about Reports, please see PBPS Reference Guide Module 4: Reports. If you received approval from your PSM to bill for training costs prior to a training event, such as registration, then you will need to make an additional entry in this module for those expenses. Be sure this is noted when you submit your A-19 for the month.

67 Performance Based Prevention System (PBPS) Reference Guide For more information on using PBPS, please review the other PBPS Reference Guide Modules  Module 1: Getting Started  Module 2: Planning  Module 4: Reports  Module 5: Billing If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR. 67 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 3 Service Entry


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