Reference Guide Module 1: Getting Started August 2014

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 1 of 5, Getting Started. In this guide you will learn how to Log into PBPS, Create and Edit User Accounts, and Troubleshoot common login issue. Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started 2

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 1 Getting Started

Getting Started Log into PBPS User Accounts Troubleshooting Create User Accounts Edit User Accounts Review Organization Info Change your Password Deactivate an Account Forgot Login Info User Access in PBPS 4 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

PBPS is a 24/7 web-based system – Select Enter Services Data for Log into PBPS SELECT Getting Started 5 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Enter your User ID, Password and Organization ID – Talk with your supervisor for this information if you do not have it Select Login Log into PBPS Getting Started 1. ENTER 2. SELECT 6 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Your Home screen will look like this Log into PBPS Getting Started 7 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Create User Accounts – You will need to create User IDs and Passwords for all staff that will be using the system – From your Home page select Administration Getting Started User Accounts 8 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Create User Accounts – Select Staff  Add Getting Started User Accounts #1 #2 9 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Create User Accounts – COMPLETE all YELLOW text field boxes, then select Save – GREY boxes are optional fields Getting Started Create an Account #3 10 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts – To edit an existing account Select the Administration Tab from your Home screen Select Staff Getting Started User Accounts #1 11 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts On the next page it will display your user information. To see all user accounts select Search. Getting Started User Accounts #2 12 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts – Make sure the Show All button is selected – Click Select next to the name of the account of the account you want to edit Getting Started User Accounts #3 13 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts – Select Edit to make any changes. Once you have finished editing, select Save. – IMPORTANT: If you forget to save your changes they will be lost. Getting Started User Accounts #4 14 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts – You can change staff permissions to control the level of access a particular user has two ways Getting Started User Accounts 1.When Editing the account you can change the Title of the staff, which has preset permissions 15 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Edit User Accounts Getting Started User Accounts 2.Select Permissions, on the next screen select Edit, manually change each level of access, and then select Save #1 #2 16 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Review Organizational Information – Check your organizational information that was pre-entered into PBPS for accuracy – From your Home page, select Administration, then Organization Getting Started User Accounts 17 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Review Organizational Information – Making changes is like Editing staff information Select Edit, change any information, and then select Save – The MOST IMPORTANT information to update is the Primary Contact Information Getting Started User Accounts 18 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started EVERGREEN COMMUNITY

Change your Password – The default login for all new administrative accounts is: User ID: admin Password: pass Organization ID: DBHR will supply this for your first login – PLEASE CHANGE your Password and User ID upon initially logging in – PBPS has no rules for password set up, meaning no minimum characters, no required special characters, etc. Getting Started Troubleshooting 19 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Change your Password – Select Administration from your Home page – Select Change Password – After entering the necessary information select Submit Getting Started Troubleshooting 20 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Deactivate an Account – You may have staff turnover, or other reasons a staff no longer needs access to PBPS – From your Home page, select Administration  Staff  Search – Select the staff you want to deactivate, click Edit, then change the Status to Inactive and Save Getting Started Troubleshooting 21 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Forgot your Login Information – If you forgot your login information, select I forgot my Password! From the PBPS Login page Getting Started Troubleshooting 22 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Forgot your Login Information – Enter the address that you entered when setting up your user account – Select Send It! – In a few minutes your login information will be ed to your account Getting Started Troubleshooting 23 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Forgot your Login Information – If this does not resolve the problem, contact your Community Coalition Coordinator or County Coordinator – If they cannot provide you the login information, please send a Help Ticket to and someone at the Division of Behavioral and Recovery (DBHR) will provide you with the information Getting Started Troubleshooting 24 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

User Access in PBPS – If you find you cannot access certain pages or modules in PBPS it may because of your Permission settings Review how to change PermissionsPermissions – Not all staff can change Permissions, so check with your supervisor or Coalition Coordinator if you need assistance with changing your settings Getting Started Troubleshooting 25 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

Performance Based Prevention System (PBPS) Reference Guide For more information on using PBPS, please review the other PBPS Reference Guide Modules  Module 2: Planning  Module 3: Service Entry  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. 26 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started