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STANDARD CASE REVIEWS 2011 Instructions&TIPS Updated 7/5/2010.

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Presentation on theme: "STANDARD CASE REVIEWS 2011 Instructions&TIPS Updated 7/5/2010."— Presentation transcript:

1 STANDARD CASE REVIEWS 2011 Instructions&TIPS Updated 7/5/2010

2 COMMITTEE MEMBERS »Brenda Patrick »Olivia Adams * »LaJuanna Brown »Dianne Fenner »Jennie Kelly * »Lori Maassen »Kate O’Driscoll * »Sherill Ravan »Linda Savage * »Joy Spilman * »Holly Tolbert *-Trainers Special Thanks to Terri Jones for assisting with Testing!

3 Instructions (A first time user should always begin on the Instruction page and be certain to follow the instructions for saving files and updating data as specified) 1 page for general instructions 1 page for Financial instructions A comment field for each of the criteria being rated on each function page, which provides general information to the User as to where to find the information being reviewed

4 1 workbook for each employee for Fiscal Year - a total of 100 cases can be reviewed in 1 workbook A workbook for supervisors to compile the data automatically for each employee – links up to 30 employees A workbook for Managers to compile data from each of the supervisors – links up to 10 supervisors

5 Read Case for all actions required during the previous 6 months –Cases read by Supervisors/Managers for all subordinates/functions under their immediate supervision –Errors found outside of the review period should be communicated with the employee in the comment field Communicate findings outside of the current supervisor/manager’s supervision with other managers or offices associated with person making the errors

6 INSTRUCTIONS Selection sources from which cases can be pulled for review with suggestion of percentages from each source 15%SDS 15%EIP 10Customer Service 10Emancipation Report 10Prompt Delete Report 10Data Reliability 10Manager's discretion/Other 10Financial Reports 5Case Audit/ALPHA/OSCAR 5Court Calendar CSPP Referral Application Report CSENET Referral Application Report Success Referral Application Report

7 INSTRUCTIONS OTHER SOURCES FOR REVIEW RevMod Log Legal Secretary - Court Calendar EIP - EIP Log GRG Log

8 INSTRUCTIONS  The SCR Form is utilized for all case reviews  Case Reviews are completed each month  The Review Period is the 6-month period prior to the review month  Review 1% of the caseload per quarter (with a minimum of at least 3 cases per month per employee) in offices with manager and supervisor(s)  There could be a necessity to read more cases due to productivity/performance issues.  Each manager is required to report monthly findings with corrective actions to their respective Regional Manager (WIG)  Each Regional Manager is required to report monthly findings with corrective actions to the Director of Field Operations (WIG)  Review the case for all functions including Data Reliability and customer service during the review period  Systemically explain how cases are selected for review (example: random sample from specified report, total # cases on report, reviewed every 15 th case). The Tally Page has fields to add this information. (Maintain or reference the source/list used in making the selections to show how the sample was obtained) Prior to May 1, 2009, the Standard Case Review suggestion was to read 1% of caseload per review period with a minimum of 10 cases being reviewed for each employee Note: Any deviations from the SCR process must be discussed with the Regional Manager and receive written approval from the Director of Field Operations. Documentation of the deviation approval must be maintained.

9 USER FRIENDLY No worries about overwriting formulas and case demographics…..cells are protected!!!! User enters data once – info links to all of the pages!!!! Once a case is rated, calculations link back to the Tally Page!!!!!

10 USER FRIENDLY Frames can be frozen/unfrozen so Case demographics and criteria will be in sight at all times To freeze panes –Click in highlighted cell next to column and beneath row desired to be frozen –Click on Window –Click on “Freeze Panes” To unfreeze panes –Click on Window –Click on “Unfreeze Panes”

11 MONTHLY FUNCTION PERCENTAGE PAGE (This page is not protected) Allows the user to update the filtered monthly percentages for each workbook Allows user, manager and staff member, to view monthly percentages for each function Allows monthly tracking of progress To update the numbers, user will need to use the filter for the specified month on the Tally Page, copy the filtered percentage, Row 111 columns J - AO, for the specified month. Go to the Monthly Function Percentage page and paste, using "paste special” / “numbers and values”, into the corresponding cells on the page for the month filtered.

12 TALLY PAGE The review begins on the Tally Page Rater enters data only in the “yellow” Highlighted areas. (note: should anything be copied and pasted, the yellow highlight will be over-written, but this does not create problems.)

13 TALLY PAGE Employee’s % Info User enters: –Employee Name –Rater Name –Review Period –Selection Source (drop down box) –Review Month (drop down Box) »Review month is represented by a number, 1 st – 12 th, which corresponds with January – December. »The Review month is the actual month the case is being reviewed. Ex: Case is being read during the month of January (review month) and is read for the previous 6 months, July - December. –NCP Name –Case Number –Receipt Number (if reviewing financial and no case number exists)

14 TALLY PAGE Employee’s % Info Function areas are color-coded to match the tabs associated with each function Each employee’s total compliance percentage updates at the end of the row associated with that case (this page calculates only the codes associated with the employee) An overall compliance rating, for the employee, is calculated at the bottom of the compliance percentage column (this percentage represents the rating for all cases rated within the table) A compliance for each function is reflected at the bottom of the column for each function area (this percentage represents the user’s rating for all cases rated within the table) A compliance rating for each function for the filtered cases selected is reflected below the column for each function area (this percentage represents the rating for those cases selected with the Auto Filter) An overall compliance rating for the filtered cases is calculated below the overall function compliance percentage column (this percentage represents the rating for those cases selected with the Auto Filer)

15 TALLY PAGE Employee’s % Info This is a page where the user can hide rows! If User wishes to print document and does not wish to print blank rows…..hide them! –Select rows to be hidden by placing cursor in a yellow highlighted area and highlight all cells below/above those which are to be hidden –Click on Format –Click on Row –Click on Hide TIP: Never, Never hide the first or last row as User does not have the ability to select the rows prior to or after in order to unhide!

16 TALLY PAGE Employee’s % Info How do I unhide the hidden rows? - Select the row prior to the hidden row and the row after the hidden row by placing cursor in a yellow highlighted cell and dragging to highlight both rows - Click on Format - Click on Row - Click on Unhide

17 TOTAL CASE COMPLIANCE PAGE (Entire Case Readings % Info) This is a page where user can also hide rows and filter data. Function areas are color-coded to match the tabs associated with each function Each case’s total compliance percentage updates at the end of the row associated with that case (This page calculates all of the codes associated with the case’s readings. This includes the employee’s ratings and any ratings for any other employee’s during the rating period.)

18 TOTAL CASE COMPLIANCE PAGE Entire Case Readings % Info An overall compliance rating for the case is calculated at the bottom of the compliance percentage column (this percentage represents the case’s compliance rating for all cases rated within the table) A total compliance for each function is reflected at the bottom of the column for each function area (this percentage represents the case’s compliance rating for all cases rated within the table) A compliance rating for each function for the filtered cases selected is reflected below the column for each function area (this percentage represents the rating for those cases selected with the Auto Filter) An overall compliance rating for the filtered cases is calculated below the overall function compliance percentage column (this percentage represents the rating for those cases selected with the Auto Filter)

19 FUNCTION PAGES RPI LOCATE INTAKE SAME DAY SERVICE ESTABLISHMENT LEGAL ENFORCEMENT MEDICAL UIFSA REVMOD CUSTOMER SERVICE FINANCIAL DATA RELIABILITY CLOSURE Office Specific pages CSLN - FCSU CENTRAL REGISTRY OFFICE 500/PRISON INFO (If reading a case associated with any of the following, it is suggested that these pages be used by local offices to ensure cases are updated as required.)

20 FUNCTION PAGES User updates the highlighted area. All areas within the rating area and Case Demographic areas are locked…. Info entered on Tally Page automatically updates each page.. –Employee Name –Rater Name –Review Period –Case Demographics NCP Name Case Number Receipt Number

21 FUNCTION PAGES Column A contains the review criteria To view the instructional comments, place cursor over cell and the comments are revealed Each case on Tally Page is also assigned a case number which is also listed in the Demographic area

22 FUNCTION PAGES Function pages are the only pages where the user can hide columns. If User wishes to print document and does not wish to print blank columns…..hide them! –Select columns to be hidden by placing cursor in a yellow highlighted area and highlight all cells to the right or left, which are to be hidden –Click on Format –Click on Row –Click on Hide TIP: Never, Never hide the first columns A or B nor last column associated with case number 100 as User does not have the ability to select the columns prior to or after in order to unhide!

23 FUNCTION PAGES How do I unhide the hidden columns? - Select the column prior to the hidden column and the column after the hidden column by placing cursor in a yellow highlighted cell and dragging to highlight both columns - Click on Format - Click on Row - Click on Unhide

24 FUNCTION PAGES Each case is associated with a column User rates the criteria with –Y for yes –N for no –N/A or blank for Non-applicable –^ for another user’s correct rating during the rating period –X for another user’s error rating during the rating period (Do not enter anything other than a “Y” or “N” for the compliance rating to compute a rating for the current employee. This includes spaces before and/or after the letters.) (If another user has worked the case during the rating period, use the “^” or “X” for the compliance rating to compute a rating for total case compliance.) Excel computes case compliance balances for the User as well as a case compliance for the case User has cell to make comments regarding review below rating Note: Cells are limited as to height and width. If all of the data cannot be seen in the comment field, user should place cursor over comment field and read the information at the top of the worksheet, in the tool bar section.

25 FUNCTION PAGES Compliance balances for each criteria is calculated at the end of the row associated with criteria User can easily target problem areas which require attention and training needs of employee by glancing at the criteria compliances

26 FUNCTION PAGES Case can be read for one function or all functions All columns on each page may not contain ratings

27 FUNCTION PAGES Intake Same Day Service and UIFSA pages also contain drop downs for Referral Sources: –TANF –Medicaid –Portal –NTANF –Responding UIFSA

28 FUNCTION PAGES Customer Service Reviews –Determined by observations Appointments Walk-in’s –Determined by Customer Service Reviews Escalations Correspondence etc –Secret Shopper –Total number of days to complete escalations is automatically calculated when user enters the date of the escalation and the date of completion in the appropriate cells.

29 DATA RELIABILITY PAGE Read –At each review –As a separate component, when desired

30 DATA RELIABILITY PAGE Criteria does not have individual comments for instructions Criteria is listed under the $TARS screens where the data is found Case Summary/Case Management Child Data Custodian Address/Employer NCP Detail/Employer Case Summary/Insurance Case Management/Establishment/Support Order Management/Establishment/Support Order/Query Accounts Financial/Payment Summary/Payment Summary Case Management/Legal/Service of Process Tracking

31 DATA RELIABILITY PAGE A FULL Data Reliability review is required for each case review –Case Manager’s must verify Data Reliability is correct upon each case assignment –Staff should assure Data Reliability is correct upon receipt of the “You have been assigned this case” prompt –Staff should verify upon assignment in and out of caseloads as well as any point the DR is updated and/or changed »A suggestion is to have staff document when Data Reliability has been verified  Read Cases for all actions required during the previous 6 months If no action was required during the review period, the case should still be read for Data Reliability This process will assist with assuring compliance with Data Reliability, which has been identified in audits as an area needing attention.

32 2011 REVIEWS A full case review has been completed when the case has been read for all actions required during the review period AND Data Reliability.

33 2011 REVIEWS The Rating criteria has been reviewed and compared with both State and Federal audit questions to assure questions are in line with each of these audit’s criteria A hand-out has been created for the new criteria and case reading explanations Some of the Criteria for SCR’s will be pulled through the Data Warehouse A Document Generation form has been created to assist managers by pulling specified data with field names from various screens onto a form for faster/easier reading A “Quick Reference Guide” has been created regarding using the workbooks in addition to the Power Point used for training 2 codes have been added to pull case compliance information in addition to the employee’s compliance Additional charts have been added to compile case compliance in addition to the individual’s compliance ratings

34 CSLN PAGE For Use by those who complete CSLN process For Use by anyone who completes a lien in the local office

35 CENTRAL REGISTRY PAGE For Use by Central Registry

36 OFFICE 500 PRISON INFO For use by Office 500 For use by any local office where prison/jail information has been updated

37 COMMENT PAGE Page strictly for User’s use –Suggested uses: Notes by user Copy and past $tars Case Action Logs Use a column for notes for quick references Use to copy and paste Rating Comments from individual function page so entire contents can be seen.

38 PRINTING User can print one page or multiple pages as usual in Excel. (the print range is set, therefore there is no need to highlight area desired to print) No need to print User’s comment section, unless desired.

39 Data Auto Filter The Data Auto Filter has been added to the Tally Page and to the Total Case Compliance Page to enable User to review specific information and compliance percentages for any given month/months.

40 To filter by months Click on the arrow button at the top of the month column ▼ Select the month/months user wishes to filter Months are represented by numbers, 1 – 12. Jan=1, Feb=2, …..Dec =12  If selecting 1 month, user can select that month  If selecting multiple months, use Custom filter Example: If selecting for a quarter, choose custom filter "Equals “ User enters the first month wishing to be used. “and” “Less than or equal to” User enter the last month wishing to be used.

41 Data Auto Filter Once filtered, the month/months filtered should appear. User will have the ability to view the function compliance rating for all cases reviewed, as well as the function compliance rating for those selected in the filter. User will have the ability to see the overall compliance rating for all cases reviewed, as well as the compliance rating for those selected in the filter. Great tool for viewing quarterly information, midpoint information and incentive pay periods!!!!

42 USER IS READY TO BEGIN…..

43 CREATE DIRECTORY For creating folders and moving data in single step, see final page…. “Downloading Workbooks from Web” User must create directory and sub-directory in Excel, using the “C” drive –Once User has opened Excel –Click on File/Open –Go to “C” drive –Click on New File Folder Icon at the top –Box will open for user to enter new folder name User should type: “standard case review” –After entering the new directory name, directory will automatically open –Click on New File Folder Icon at the top –Box will open for user to enter new folder name User should type: “workbooks” –After entering new sub- directory name, directory will automatically open DIRECTORIES ARE NOW READY TO HAVE INFO STORED FOR STANDARD CASE REVIEWS!!!! –TIP: Directory Name and Sub-directory must be entered exactly as written above. The links to the workbooks will not work unless file names are exact. –TIP: If the directory is already set up and cases have been reviewed previously, user may wish to save the old workbooks to a different directory and/or name to prevent overwriting. ***Once new forms are saved to a directory, anything in the directory will be overwritten if the workbooks are named the same.

44 Supervisor Workbook The supervisor workbook contains links from the Agent workbooks. This workbook compiles statistical information for all of the cases read by each supervisor in an office. Provides sampling information for each case read for each employee Provides percentages for each employee as well as case compliance Compiles the overall compliance ratings for the supervisor's unit in an office, by employee and by case compliance

45 SAVING FILES Supervisor To assist with knowing exactly what should be copied to each directory, compressed files have been generated as Manager files and Supv files. Those required by the supv for updating and copying should be copied from the Supv compressed file as instructed below. Supervisor will save all agent folders 1 – 30 to the subdirectory, “C:\standard case review\workbooks\”. The names must match exactly. (Although the workbooks are named Agent 1 – Agent 30, there are pages associated with all staff members within the workbook, which should be used to assist with rating all employees in an office.) Saving as Agent 1, Agent 2, Agent 3….. enables the links to Supervisor’s workbook to auto update. Supervisors should also save Supervisor folders 1 – 10 to the subdirectory, “C:\standard case review\workbooks\”, however one particular supervisor will be assigned one number for reporting purposes. Supervisors should also save the SCR Manager Report to the subdirectory, “C:\standard case review\workbooks\”. Supervisor workbooks are assigned a number… supervisor 1, supervisor 2, supervisor 3….. which enables the links to the Manager’s workbook to auto update. TIP: Names of workbooks must be named exactly as downloaded workbooks. Supervisor will need to know who is assigned the numbers associated with Agent 1, Agent 2, Agent 3….. Manager will need to know who is assigned the numbers associated with Supervisor 1, Supervisor 2, Supervisor 3….

46 SAVING FILES Supervisor Once Agent and supervisor files are saved to subdirectory, user is ready to begin reviews: –User rates employees in the workbook assigned to the individual –Once reviews are completed, supervisor can open the supervisor workbook which is assigned to him/her, number 1 – 10. If assigned supervisor 1, proceed with opening workbook, “supervisor 1”. TIP: Supervisor will use one workbook for the year, which will auto update the manager’s workbook once reviews are completed monthly, quarterly or whenever required by management. When required to report to Office Manager, supervisor will his/her workbook to Manager. User must protect the workbook prior to ing to Office Manager. To protect Workbook: Click on “Tools” Click on “Protect” Click on “Protect Workbook” Protect workbook for Structure and Windows by clicking both boxes. (A Password is not required to protect the workbook.) For offices with multiple supervisors, each supervisor will compile reviews for his/her unit and will forward his/her workbook via as required.

47 SAVING FILES Supervisor OPENING WORKBOOK: –a prompt will “pop-up” regarding links. User should click “YES” to update workbook. –a 2 nd prompt will “pop-up” regarding links that cannot be updated. User should click “Edit Links” to determine if there are any errors. If status reflects “OK” on all listed, click on close. Work book should open and have updated info!!!

48 SAVING FILES Supervisor To complete the supervisor workbook, user must enter information in two fields Go to Overall FUNCTION % COMPARISON page and enter data in yellow highlighted cells –Supervisor Name –Rating Period All data will automatically link into this workbook. Supervisor has the ability to view the individual staff members tally pages, an overall comparison for each employee and an overall function comparison for each employee.

49 VIEWING DATA IN SUPERVISOR WORKBOOK The individual employee tab allows supervisor to view each employee’s Tally Page (this is the same page that is in individual employees’ workbooks) The OVERALL COMPLIANCE % TALLY has 2 charts which allow the supervisor to view and compare each agent in his/her unit, his/her individual overall compliance, and the supervisor’s unit’s compliance for each function, as well as well as the same information for the case % compliance (The case compliance information allows ratings for other user’s cites during the rating period. This allows a true rating % for an employee, while also providing case compliance information.) The OVERALL FUNCTION % COMPARISON has 2 charts which allow the supervisor to view and compare each employee in his/her unit, his/her individual function compliance and the overall user’s compliance ratings as well as the same information for the case % compliance (The case compliance information allows ratings for other user’s cites during the rating period. This allows a true rating % for an employee, while also providing case compliance information.) The SAMPLING INFORMATION page allows the supervisor to view the data regarding the sample that was entered in the Demographics section on the Tally Page for each agent’s workbook. Agents 1 – 30 are listed in rows 5 though (the filter can be used in the supervisor workbook to see any of the specified areas in the headings)

50 VIEWING DATA IN SUPERVISOR WORKBOOK ENSURE DATA IS UPDATED APPROPRIATELY!!! to Office Manager TIP: User must protect the workbook prior to ing to Office Manager. To protect Workbook: Click on “Tools” Click on “Protect” Click on “Protect Workbook” Protect workbook for Structure and Windows by clicking both boxes. (A Password is not required to protect the workbook.)

51 OFFICE MANAGER WORKBOOK The Office Manager workbook contains links to the supervisor workbooks. Once a supervisor s their workbooks to the office manager, each of the supervisor's statistical information is linked and compiled into the manager's workbook. Managers have the ability to review and compare each of the supervisor’s case readings in his/her office. Compiles the overall compliance ratings for each of the supervisor's units in an office, by employee and by case compliance Provides sampling information for each case read by each supervisor Provides compliance percentages for each employee as well as case compliance Computes the office’s overall statistical information

52 SAVING FILES OFFICE MANAGER For creating folders and moving data in single step, see final page…. “Downloading Workbooks from Web” Office Manger can avoid saving files to the Subdirectory unless he/she completes SCR’s him/herself, in which case he/she will be assigned a supervisor workbook as well. –Office Manager will save all agent folders 1 – 30 to the subdirectory, “C:\standard case review\workbooks\”. The names must match exactly. (Although the workbooks are named Agent 1 – Agent 30, there are pages for all staff members in the workbook.) –Saving as Agent 1, Agent 2, Agent 3….. enables the links to Supervisor’s workbook to auto update. –Office Manager should also save Supervisor folders 1 – 10 to the subdirectory, “C:\standard case review\workbooks\”, however one particular supervisor will be assigned one number for reporting purposes. –Supervisor workbooks are assigned a number… supervisor 1, supervisor 2, supervisor 3….. which enables the links to the Manager’s workbook to auto update. TIP: Names of workbooks must be exactly as downloaded workbooks. Supervisor will need to know who is assigned the numbers associated with Agent 1, Agent 2, Agent 3….. Manager will need to know who is assigned the numbers associated with Supervisor 1, Supervisor 2, Supervisor 3…. TIP: If the directory is already set up and cases have been reviewed previously, user may wish to save the old workbooks to a different directory and/or name to prevent overwriting. ***Once new forms are saved to a directory, anything in the directory will be overwritten if the workbooks are named the same.

53 SAVING FILES OFFICE MANAGER Office Manager will save all supervisor folders 1 – 10 to the subdirectory, “C:\standard case review”. The names must match exactly. Office Manager should also save SCR MANAGER REPORT folder to the subdirectory, “C:\standard case review”. Supervisor workbooks are assigned a number… supervisor 1, supervisor 2, supervisor 3….. which enables the links to the Manager’s workbook to auto update. TIP: Names of workbooks must be exactly as downloaded workbooks. Changing the names will cause failure in link updates! Manager will need to know who is assigned the numbers associated with Supervisor 1, Supervisor 2, Supervisor 3….

54 SAVING FILES OFFICE MANAGER Once files are saved, Manager is ready to begin……….

55 MANAGER’S REPORTING Managers will receive s from supervisors with his/her workbook attached to update the Manager’s workbook. Manager should open and “save as” the supervisor’s workbook to the directory, “C:\standard case review\”. (Manager will overwrite the existing workbook that is currently in this directory.) –Save the file with the same name, supervisor 1 -10, the number assigned to the supervisor. You will be overwriting the existing file that is already in the directory When opening the supervisory workbook, will receive “pop- up” regarding update. Click on “Don’t update”. (this will allow the current information submitted by supervisor to remain in the workbook.)

56 MANAGER’S REPORTING Once workbooks from all supervisors have been received, Manager is ready to open his/her workbook. Click on SCR MANAGER REPORT Will receive “pop-up” regarding updates. Click on “update”. Will receive “pop-up” regarding one or more links not updating. Click on “Edit Links”. Status should reflect “OK” for all workbooks. Close pop-up.

57 MANAGER’S REPORTING To complete the Manager’s workbook, user must enter information in two fields Go to Overall FUNCTION % COMPARISON page and enter data in yellow highlighted cells –Office Name/# –Rating Period

58 VIEWING DATA IN MANAGER’S WORKBOOK Manager can view each supervisor’s tally page, which provides the overall case compliance rating for each employee, the supervisor’s unit’s compliance rating for each function and the overall unit’s compliance rating. The OVERALL COMPLIANCE % TALLY PAGE allows the manager the ability to view and compare supervisors, 1 – 10, individual unit’s compliances, the overall office’s function compliance, the overall office’s compliance, as well as same information for case compliance. (The case compliance information allows ratings for other user’s cites during the rating period. This allows a true rating % for an employee, while also providing case compliance information.) The OVERALL FUNCTION % COMPARISON page allows the manager the ability to view and compare supervisors, the function compliance for each supervisor’s unit, the overall compliance for each supervisor’s unit, as well as the same information for case compliance. (The case compliance information allows ratings for other user’s cites during the rating period. This allows a true rating % for an employee, while also providing case compliance information.) The SAMPLING INFORMATION page allows the manager to view the demographics for each case read by each supervisor, including the reports used to pull the samples. (the filter can be used to filter each supervisor’s page so information can be viewed as specified by columns)

59 VIEWING DATA IN MANAGER’S WORKBOOK Once data is updated and reviewed to ensure appropriate updates, Manager should save and close file.

60 FILE PROTECTION Confidentiality is very important!!!! Files stored on “C” drive can be accessed by anyone on the individual PC where files are stored. TO protect files: –Use Password to limit access to only the person(s) who has the Password. »On the File menu, click Save As. »On the Tools menu, click General Options. »In the Password to open or Password to modify box, double-click the asterisks. »Type the new password (password: A way to restrict access to a workbook, worksheet, or part of a worksheet. Excel passwords can be up to 255 letters, numbers, spaces, and symbols. You must type uppercase and lowercase letters correctly when you set and enter passwords.), and then click OK. Important Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down. »When prompted, retype the new password, and then click OK. »Click Save. »If prompted, click Yes to replace the existing workbook. »Note If you have protected a shared workbook (shared workbook: A workbook set up to allow multiple users on a network to view and make changes at the same time. Each user who saves the workbook sees the changes made by other users.) with a password, you can't change the password without un-sharing the workbook, which deletes the change history (change history: In a shared workbook, information that is maintained about changes made in past editing sessions. The information includes the name of the person who made each change, when the change was made, and what data was changed.).

61 It’s time to rate…….. Users should begin each Fiscal Year with a clean directory (new workbooks downloaded) TIP: Any previously used workbooks should be saved to another directory All workbooks are protected to ensure fields are maintained during ing. To use workbook, User will need to Unprotect the workbook. Happy reviewing!!!!

62 Downloading Workbooks from the Web There are two directories on the Web –Manager’s Directory –Supervisor’s Directory Select the desired directory to download by clicking on the “VIEW” button. –“DO you want to open or save this file?” Select “Open” –The compressed folder will open, showing all of the files for the directory you have chosen. Select/Highlight all of the files. Click on “Move the selected items” which appears under the File and Folder Tasks box on the left side of the screen. –A dialogue box appears, asking you to select place to move the items. User can create the directory and subfolder at this point if not already in existence on the PC by clicking on “Make New Folder” and following prompts. –If the directory and subfolder already exists, select the drive, “C”. –Select the place to where the contents should be moved. »If Manager folder, the contents should be moved to C:\standard case review. »If supervisor folder, the contents should be moved to C:\standard case review\workbooks. »Click on the “MOVE” button. This process should take less than a couple of minutes. As the items move, you will see them disappear from your screen. Upon completion, the screen will be blank and the workbooks should be in the directory you have chosen. The compressed folders are already set up as they should appear in your directories. If you move them to the appropriate directory or subfolder, no other action should be required by user. YOU ARE READY TO BEGIN… TIP: If the directory is already set up and cases have been reviewed previously, user may wish to save the old workbooks to a different directory and/or name to prevent overwriting. ***Once new forms are saved to a directory, anything in the directory will be overwritten if the workbooks are named the same.


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