CYP-IMS Field User Guide - MCC CentralCYP-IMS Field User Guide January 2020 - 14 - Figure 9 Inspection Evidence listing screen Follow the steps as mentioned below to upload a file

CYP-IMS Field User Guide January 2020 - 1 -

January 2020

CYP-IMS Field User Guide


CYP IMS FIELD USER GUIDE

CYP IMS Field User Guide ......................................................................... 2

Table of Figures .......................................................................................... 4 Introduction ................................................................................................................... 6

Getting Help 6 Prerequisites 6

Login and Logout .......................................................................................................... 7

Logging in to CYP IMS 7 Logging out from CYP IMS 7 Forgot Your Password 8

Navigation .................................................................................................................... 11

Header – CYP IMS 11 Footer – CYP IMS 11

Inspection Evidence .................................................................................................... 13

Accessing Inspection Evidence 13 Managing Inspection Evidence Files 13 Managing Inspection Evidence Comments 17

Program/Finding Lifecycle ......................................................................................... 18

Program User .............................................................................................................. 19

Findings Listing Screen – Filters 19 Findings Listing Screen - Columns 19 Field Response Key 21 Generating a Corrective Action Report 21 Finding Details Screen 22 Finding Information 23 Component Details 24 Action Panel - Submitting a Corrective Action 25 Action Panel - Requesting an Extension 26

Installation User .......................................................................................................... 28

Installation User Dashboard 28 Installation User - Review/Approve Corrective Action & Extensions 30 Installation User Rejects to Program User 31 Installation User Submit to HQ 32

Region User/HQ1 User ................................................................................................ 34

Region User Dashboard 34 Findings Listing Screen 37 Region User / HQ1 User - Approve/Reject Corrective Action 38 Region User / HQ1 User - Approve/Reject Extension Request 38 Region User / HQ1 User - Submit to HQ/HQ2 39

Programs Listing ......................................................................................................... 41


Filters List 41 Columns List 41 Key Dates 42

Program Details ........................................................................................................... 43

MDTI Dates 44 Accreditation Status 44 Comprehensive Inspections 46 Building(s) 46 Classroom(s) 47 Point(s) of Contact 47 Extension(s) 48 View Extension Details 49 Attachments 51

Reports ......................................................................................................................... 55

Generating Reports 56


TABLE OF FIGURES Figure 1: Login Screen 7 Figure 2: Logout 7 Figure 3: Forgot Password 8 Figure 4: Reset Password 9 Figure 5: Reset Password Validation 10 Figure 6: Navigation - Header 11 Figure 7: Navigation - Footer 11 Figure 8 Inspection Evidence tab in Field Response 13 Figure 9 Inspection Evidence listing screen 14 Figure 10 Uploading Files to the Inspection Evidence 14 Figure 11 File Upload screen of the Inspection Evidence 15 Figure 12 File listing screen in the Inspection Evidence 16 Figure 13 Inspection Evidence CYP Program Overview 16 Figure 14 Managing Inspection Evidence Comments 17 Figure 15: Program/Finding Life Cycle 18 Figure 16: Findings Listing Filters 19 Figure 17: Findings Listing Columns 20 Figure 18: FCC/CDH Findings Listing Screen 21 Figure 19: Field Response Key 21 Figure 20: Generate Corrective Action Report 22 Figure 21: Findings Details Screen 23 Figure 22: Finding Information 24 Figure 23: Component Details 25 Figure 24: Submit Corrective Action 26 Figure 25: Request Extension 27 Figure 26: Installation User Dashboard 28 Figure 27: Extensions By Program 29 Figure 28: Programs By Inspection Status 29 Figure 29: Active Findings By Program 30 Figure 30: Review/Approve Corrective Action 30 Figure 31: Review/Approve Extension Request 31 Figure 32: Corrective Action Comment 31 Figure 33: Corrective Action Reject Button 32 Figure 34: Listing Screen Installation level Rejection 32 Figure 35: Installation Level Rejection Notification 32 Figure 36: Installation User - Submit to HQ 33 Figure 37: Region User Dashboard 34 Figure 38: Extensions by Installation 35 Figure 39: Programs By Inspection Status 36 Figure 40: Findings Pending Action 37 Figure 41: Region User Findings Listing Screen 37 Figure 42: HQ1 User Findings Listing Screen 38 Figure 43: Approve/Reject Corrective Action 38 Figure 44: Approve/Reject Extension Request 39 Figure 45: Region User - Submit to HQ 39 Figure 46: HQ1 User - Submit to HQ2 40 Figure 47: Filters List 41 Figure 48: Columns List 42 Figure 49: Program Details 43 Figure 50 Programs listing screen in Field Response 44 Figure 51 Managing MDTI dates 44

https://projectspace.icfi.com/tms/DoDNavy/Documents/CYP-IMS/User%20Documentation/CYPIMS_FieldUserGuide.docx#_Toc22214873


Figure 52 Programs listing screen in Field Response 45 Figure 53 Managing Accreditation Status for a Program 45 Figure 54 Programs listing screen in Field Response 46 Figure 55 Managing Comprehensive Inspections for a Program 46 Figure 56: Buildings 47 Figure 57: Classrooms 47 Figure 58: Points of Contact 48 Figure 59: Extensions 49 Figure 60: View Extension Details 51 Figure 61: Program Attachment 53 Figure 62 Post attachments upload screen 54 Figure 64: Report Manager 55 Figure 65: Generating a Report 56


Introduction

The Child and Youth Program (CYP) Inspection Management System (IMS) Field Response module allows Field Users – Program Users, Installation Users, and Region/HQ1 Users (if applicable) to view the Findings recorded by the Inspectors during the Annual CYP Inspections and respond to those Findings by providing Corrective Actions or submitting Extension Requests to the CYP HQ for approval. Note: This is not the official request for an extension. Please log into your Tasker system to process your official extension request. The HQ Inspection Coordinators will review those actions or requests and return if needed. The system tracks the user interactions at every level and records the changes made by the users anytime during the whole workflow cycle of the Findings. Please be advised that a single Field User can be associated to multiple Field User roles. The following combination of roles are available for Field Users: Program User + Installation User (Same Region and Installation), Installation User + Region User (Same Region Navy Only), Region User + Program User (Same Region Navy Only).

This User Guide will describe the main functions and features of the Field Response module that will be used by the Field Users and provide step-by-step instructions to navigate through them.

Gett ing Help

For questions about this manual or using the system, please contact the CYPIMS helpdesk via email at [email protected] or call 855-696-2934.

The Support Desk offers 24/7 Support for Tier 1 Support Items described below: Tier 1 Support will be able to assist you with Password Resets, Unlocking Accounts, and other general requests in which you are experiencing a common issue. Service Administrators will still be responsible for User Management (Account Creations or Modification of Roles and Permissions). Any requests that requires troubleshooting or an application expert, will be escalated to the Tier 2 Support Desk. The Tier 2 Support Desk hours will remain Mon-Fri 9am-5pm EST.

Prerequisites

In order to use the CYP-IMS system, you will need to have an account set up by an IMS System Administrator ([email protected]) or your HQ Inspection Team CYP IMS requires the following internet browser: Microsoft Internet Explorer 11 or higher.


Login and Logout Logging in to CYP IMS

To log on to the CYP IMS, go to https://osdims.cnic-n9portal.net, enter your username and password, and then click ‘Login’.

Figure 1: Login Screen

Logging out f rom CYP IMS

To Logout from CYP IMS, users will click on the arrow next to their username on the right top corner of the screen and select ‘Log out’.

Figure 2: Logout

https://osdims.cnic-n9portal.net/


Forgot Your Password

In case the users forget their password, they can click on the ‘Forgot Password?’ hyperlink below the Login button as shown in the login screen above. Clicking on the hyperlink will open a new screen where the users can enter their Username and click on the ‘Send’ button. The system will send an email with a temporary password.

Figure 3: Forgot Password

Users can login again using the username and temporary password that they have received in the email. Upon successful login, the users will be redirected to the ‘Reset Password’ screen. Following the minimum password requirements posed on the page, the user will be able to create a new password. After the newly created password has been entered in both the New Password and Confirmed New Password sections, click the ‘Reset’ button.


Figure 4: Reset Password

If the password entered meets the minimum criteria needed, then the password will be successfully reset for the user. If not, the user will have to try entering a new password which meets the minimum criteria. Upon successful reset of the password, the user can login again into the system using their username and the new password that they just created.


Figure 5: Reset Password Validation


Navigation Header – CYP IMS

Figure 6: Navigation - Header

Title – Child and Youth Inspection Management System (CYP-IMS) Username – Shows the name of the user who is logged into the system. The arrow next to the username will allow the user to select from the following options:

a. Preferences: Update personal information and change your password b. Logout: Logout from the system

Main Menu – Shows the modules the logged in user has access to within the system. Clicking on the module name opens the landing screen of that module.

c. For Field Users – Program/Installation/Region User(s): o Field Response

d. For Inspection Coordinator o Package Manager o Program Reviewer o Field Response o Report Manager o Data Manager

Footer – CYP IMS

Figure 7: Navigation - Footer

Support – Provides contact information of the Support Desk CYP-IMS Central – Provides the link to the MCC Central where user guides, release notes and training materials can be found About – Provides information about the version of the system and the last login date and time of the user eLibrary – Provides access to the Navy Child and Youth Programs eLibrary. FOIA – Provides access to the Department of Navy Freedom of Information Act Privacy Policy – Provides the Privacy and Security notice of the Child and Youth Programs Inspection Management System


Accessibility/Section 508 – Provides access to the Department of Defense (DoD) Accessibility Link External Links Disclaimer – Provides a disclaimer notice regarding the appearance of the hyperlinks


Inspection Evidence Inspection Evidence provides a platform for the Program, and Installation users to upload and manage the evidence prior to beginning of the Inspection. Accessing Inspect ion Evidence

Once logged in to the system, select the Field Response module from the main navigation bar and select Inspection Evidence sub tab within Field Response module as shown in Figure 8

Figure 8 Inspection Evidence tab in Field Response

Note: Programs that have the operational status of Temporary Closure will show ‘(Temporarily Closed)’ appended to the end of the program name in the listing screen and Detail Screen.. Programs that have operation status of Temporarily Closed (before or after package creation) will show up in the Inspection Evidence filter in the Field Response. Programs that have the operational status of Permanent Closure will not be listed in this listing screen and will not show up in the Inspection Evidence filter.

Managing Inspect ion Evidence Fi les

Note: The file upload for Accreditation Certification, Comprehensive Fire, Safety and Health Inspection Evidence items is managed on the Programs screen. Please refer to the Program Details section of this document for more guidance. For CYP Programs, Comprehensive Fire, Safety, Heath dates and files for all Programs are visible in the CYP Inspection Evidence Program Overview section as read-only. All MDTI files uploaded and timestamped as evidence for the installation will be displayed in the CYP Program, even if it is an MDTI file for a non CYP program. For all except the evidence items mentioned above, the files can be uploaded within the Inspection Evidence screen. In order to upload a file, click on the hyperlinked Inspection Evidence title from the listing screen as shown in Figure 9.


Figure 9 Inspection Evidence listing screen

Follow the steps as mentioned below to upload a file: Step 1: Drag the file from your machine and drop it on to the dotted box under Files for the Inspection Evidence.

OR Click on the Browse button and select a file from your machine.

Figure 10 Uploading Files to the Inspection Evidence

Step 2: A file upload popup window will be displayed. Step 3: Enter a title of the file.


Step 4: Select Programs that would apply for the newly uploaded file (this step is not needed for Program Users who have access to a single Program within an Installation). Step 5: Provide a date when the file should be next reviewed. The options for the Next Review Date are Year, Month, Quarter, or a custom date. Step 6: After providing all of the required fields as mentioned above, click on the Save button.

Figure 11 File Upload screen of the Inspection Evidence

Once the file is added to the Inspection Evidence Program, it can be viewed in the File Name section and can be deleted by selecting the Delete hyperlink. This will provide a warning message in a popup window. Click on Yes button confirming to delete the file.


Figure 12 File listing screen in the Inspection Evidence

Note: Users can view CYP Program’s system generated Comprehensive Fire/Heath/Safety and Non-CYP system generated MDTI attachments within the CYP Program Inspection Evidence.

Figure 13 Inspection Evidence CYP Program Overview


Managing Inspect ion Evidence Comments

Inspection Evidence comments can be used to provide other people who are viewing the Evidence with information you want them to know. To add an Inspection Evidence Comment, insert text in the ‘Add Comment’ text box and click on the ‘Add Comment’ button. Once the comment is added, it can be modified by clicking on the Edit button and can also be removed by clicking on the Delete button. Note: The Inspection Evidence comments made here will not be displayed in the reports and will be used as a reference for the Inspectors when evaluating the files for the evidence. Also, only the user who uploaded the comment will have the ability to make edits or delete the comments added.

Figure 14 Managing Inspection Evidence Comments


Program/Finding Lifecycle

Figure 15: Program/Finding Life Cycle


Program User First, the user designated as the Program User will need to respond to each Finding of their Program within the Findings tab of the Field Response module.

Findings List ing Screen – F i l ters

1. Branch of Service (pre-selected) 2. Year (Current Year pre-selected) 3. Region 4. Installation 5. Program 6. Finding Status

o Pending Program – filters the Findings which are pending for Program User’s Corrective Action or Extension Request.

o Pending Installation – filters the Findings which are pending for Installation User’s approval for Corrective Action or Extension Requests.

o Pending Region - filters the Findings which are pending for Region User’s approval for Corrective Action or Extension Requests. This option does not show up for Branches of Service that do not have Regions.

o Pending HQ - filters the Findings which are pending for HQ User’s (Inspection Coordinator’s) approval for Corrective Action or Extension Requests.

o HQ Approved – Indicates that the Finding has been approved by HQ Users (Inspection Coordinators).

7. Finding Response Type o Extension Request – When filtered, the results will show all findings that have

been saved or submitted as an OSD Waiver, Service Exception Request or Service Extension Request

o Corrective Action - When filtered, the results will show all findings that have been saved or submitted as a Corrective Action

Figure 16: Findings Listing Filters

Note: If a program is temporarily closed or permanently closed the program will not appear in the drop down nor will any findings in the listing screen. However, if a program is added to a package and changed from Active to Temporary Closure, the findings will still be displayed. If the Program name is part of a linked program, the program name will be displayed in the Program filter.

Findings List ing Screen - Columns

1. Program Name - The Program where the Finding was found during Inspection.


2. Component Code – 4-digit Component Code, viz. A.1.b.2 from Criteria Manager. 3. Component Name – The Component for which the Findings were recorded by the

Inspector. 4. Finding Details

o The Finding details recorded by the Inspector during Inspection. o Clicking on the hyperlink takes the user to the Finding details screen where

Corrective Action or Extension Request are provided. o If the status of the Finding is ‘Draft’, a ‘Draft’ icon will display in front of the

Finding Details text. o If there are attachment(s) associated with the Finding, an attachment icon

shows up prefixed to the Finding details as a quick visual identifier from the listing screen.

o If there are Inspector Comment(s) attached to the Finding, a speech bubble Icon will be displayed in the front of the Finding details.

o If the Finding is a Repeat Finding, there will be a label (Repeat Finding) listed after the Finding Detail text.

o For Family Child Care/Child Development Homes Programs only, On the listing screen there is a Finding Type column that will display the Type of Finding, whether Program or Provider.

5. Corrective Action o Lists the Corrective Action, if provided by the Program or Installation Users. o If an extension is requested instead, the system displays Extension Type

followed by the Mitigation details. 6. Program Response – Displays a checkbox icon if the Program User has responded

with Actions. 7. Installation Approval – Displays a checkbox icon if the Installation User has approved

the Actions. 8. Region/HQ1 Approval

o This option is only applicable for Branches of Service with Region or Team Chief-level approvals.

o If the Finding actions have been submitted to the Region User/HQ1 User, a clickable checkbox displays for the Region/HQ1 User to approve the actions from within the listing screen.

o A checkbox icon displays if the Region/HQ1 User has approved the Finding actions and has submitted the finding to HQ for approval.

9. HQ Approval – Displays a checkbox icon if the HQ has approved the Actions.

Figure 17: Findings Listing Columns


Figure 18: FCC/CDH Findings Listing Screen

Field Response Key

Depending on the content and the state of the finding, different icons will appear in the listing screen. Above the Listing an Icon Key will display

• The checkmark icon represents Action Completed • The black flag icon represents Action Needed • The blocker icon represents Action Rejected • The speech bubble icon represents Inspector Comments • The folder icon represents Attachments

Figure 19: Field Response Key

Generat ing a Correct ive Act ion Report

Throughout the Field Response lifecycle, you (as a Program User, Installation User, and Region User, if applicable) will have the ability to generate Corrective Action Report. This Report is generated under the Findings tab within the Field Response module

1. Within the “Findings” tab, filter down to the Program level 2. Click on the Export to PDF button 3. Either Save or Open the Report that has been generated

Note: One report will be generated for the linked programs that share a response.


Figure 20: Generate Corrective Action Report

Finding Detai ls Screen

As mentioned above, clicking on the Findings details hyperlink within the Findings listing screen will take the user to the Findings details screens. This screen is divided into three sections:

1. Finding Information 2. Action Panel 3. Component Details


Figure 21: Findings Details Screen

Finding Informat ion

This section provides information about the Finding as described below:

1. Go to previous/next Finding – the buttons grant the user the ability to move to the next Finding for that Program by selecting on the arrow pointing to the right and move to the previous by selecting the arrow pointing to the left. The further most right pointing arrow will navigate the user to the last Finding recorded for that Program, while the further most left pointing arrow will navigate the user to the first Finding recorded for that Program

2. Draft vs Final Finding – denotes whether the Finding has been marked as final by the HQ

3. Installation Name, Program Name, Component Code and Component Name where the Finding was found during the Inspection


4. Status Bar – Displays the status of the Finding and the user that needs to take action 5. Finding Details – The text recorded during Inspection regarding that Component 6. Repeat Finding Status – If the Finding was marked as a repeat Finding from last

year, the status Repeat Finding will appear next to the Finding Details. 7. Not Met Reference – where the Finding was recorded – Sub Program (RecPS, Teen,

etc.), Classroom, or the word ‘General’ if the Component was not Program Specific 8. Inspector Comments – shows an icon if there are comments logged on that Finding

by the Inspector, clicking on the icon shows the comments in a pop-up window 9. Component Artifacts - shows an icon if there are any artifacts (attachments)

uploaded on that Finding by the Inspector, clicking on the icon shows the artifacts details (title, file name, category, and author) in a pop-up window

10. Corrective Action Comments – Users can add (and remove their own) comments o The ‘Added By’ column automatically captures the user’s name. o These comments will be available (in read-only mode) to all the users who

have access to view the Finding details o Once the comment has been added, a timestamp will be listed under the

‘Added On’ Section. o Selecting the checkbox next to a comment also allows the user to

remove/delete their own comment o Note: The Corrective Action Comments field is used to provide additional

information between users and approvers involved in the submission of corrective action responses. Information provided in this field is not included in the Corrective Action Report. Use the ‘Action’ field below to submit the official corrective action response.

Figure 22: Finding Information

Component Detai ls

This section displays the details (read-only) of the Component to which the Finding is associated with. It is noteworthy that the Component details are reflected from the time when the Inspection Package containing this Program was created within Package Manager. Any updates to the Components after that don’t show up on this screen

1. Description – Description of the Component 2. Intent – Intent of the Criterion, for the associated Component 3. Method Guidance – Guidance on how the Component should be followed


4. Program Notes – Component specific details on training & tips on how to meet the Component

5. Program Type Specific Guidance – Program type guidance on how the Component should be followed

6. References on policy and standards requiring this Component by Document Title and Bookmark(s) to exact locations within the Document

Figure 23: Component Details

Action Panel - Submitt ing a Correct ive Act ion

On the Action Panel, the Program Users can either provide the Corrective Action or Request for an Extension for fixing the Finding. If the users choose to Request an Extension after filling out the Corrective Action form or vice-versa, their previously entered information will be lost. Submit Corrective Action:

• Date Corrected – When the fix was implemented • Corrective Action

o Provide a clear statement of the fix. o What are you doing differently so this will not happen again? o Who is responsible for oversight?

• Upload evidence to show completed (users can upload multiple documents)


Figure 24: Submit Corrective Action

Note: Field users are expected to respond to corrective actions for Programs that were added to the package even when a Program has a Temporary Closure status.

Action Panel - Request ing an Extension

The Program Users can complete the following fields when they select to Request an Extension:

• Extension Type o Service Extension – Granted by your Service, Asking for additional time o Service Exception – Granted by your Service, Asking for an exception to

policy • Estimated Completion Date – When the fix will be completed

o Estimated Completion Dates are required for Service Extensions • Support Artifacts • Action

While Requesting an Extension, the users see the following text referring to the Tasker system used for the Services:

• For Navy and DLA Branches of Service "REMINDER – This is not the official request for an extension/exception. Please log into the Tasker system to load the official extension/exception request with the Installation and Region endorsements and the POA&M, if applicable.”

• For Army Branch of Service "REMINDER-This is not the official request for an extension/exception. Please log into CYERT AHHI CY[YY1] to complete the extension/exception request. The official approval process through the IMCOM Directorate is the same as CY[YY2]."

where [YY1] – The Year when the Finding is recorded [YY2] - The Year prior to the Finding Year

• For Marines Branch of Service

"REMINDER – This is not the official request for an extension/exception. Please log into the Tasker system to load the official extension/exception request with the Installation endorsements and the POA&M, if applicable."

• For Air Force Branch of Service Extensions/Exceptions “REMINDER: This is not the official request for an extension. Please log into the myPers system to load the official time extension request signed by your Mission Support Group Commander. The signed time extension must include a Justification,


Plan of Action, Estimated Completion Date, Funding Source (if required), and Interim Compensatory Measures (if required).” Waivers “REMINDER: This is not the official request for a waiver. Please log into the myPers system to load the official waiver request signed by your Mission Support Group Commander. The signed waiver must include a Justification and Permanent Compensatory Measures (if applicable).”

Figure 25: Request Extension

Note, when switching between a Corrective Action to an Extension/Exception Request, the details and attachments entered for the previous Request will be removed.


Installation User Next, the user designated as the Installation User will need to Review/Approve all completed Actions for each Program for that Installation Insta l lat ion User Dashboard

Clicking on the Home icon in top header at any time takes the Installation User to the Installation Dashboard. This Dashboard has three sections:

1. Extensions by Program 2. Programs by State 3. Active Findings by Program

Figure 26: Installation User Dashboard

Extensions by Program This section contains the information on the user’s Installation(s), Programs, Pending Extensions, and Expired Extension and Expiring in the Next 30 Days

• Installation • Program • Extension(s) Pending - number of extensions pending within the Program. Click on

the number to be redirected to the Field Response module to view the Pending Extensions within the Program

• Expired or Expiring in the Next 30 Days - number of Programs having Extensions that will be expiring within the next 30 days or have already expired. Click on the number to be redirected to the Field Response module to view the expiring/expired Extensions


Figure 27: Extensions By Program

Programs by Inspection Status The section contains percentage of Programs within a certain State. Hovering over the bars will display a number on the cursor displaying the percentage of the bar. The States are:

• Pending Inspection • Scheduled Inspection • Inspection in Progress • Pending Release to Field • Released to field • Pending HQ Program Approvals • Pending HQ • Pending OSD Review • Complete

Figure 28: Programs By Inspection Status

Active Findings by Program This section displays how many Programs have been released by the HQ for providing Actions (Field Review Ready #). This section also provides the count of Findings found during the Inspection for various Programs

• Installation • Program – the Program Name is hyperlinked and can be clicked. When clicked, the

Installation User will be redirected to the Program within Field Response module • Total Findings - the number of total Findings within the Program. This number is

hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Findings for that Program within the Field Response module

• Outbrief Date - the Outbrief Date of the Program


• 60 Days Out – 60 days from the Outbrief Date of the Program • Pending Installation - the number of Findings that are due for Installation User’s

approval. This number is hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Findings Pending Installation approval within the Field Response module

Figure 29: Active Findings By Program

Insta l lat ion User - Review/Approve Correct ive Act ion & Extensions

The Installation Users can review the Corrective Action or Extension Request submitted by the Program User. They can make changes as necessary before approving or rejecting the request. Similar to the Program User, they also have the ability to add/remove their own comments associated with the Finding. Corrective Action

• Date Corrected • Corrective Action

o Provide a clear statement of the fix. o What are you doing differently so this will not happen again? o Who is responsible for oversight?

• Upload evidence to show completed (users can upload multiple documents)

Figure 30: Review/Approve Corrective Action

Request Extension • Extension Type

o Service Extension – Granted by your Service, Asking for additional time o Service Exception – Granted by your Service, Asking for an exception to

policy • Estimated Completion Date

o Estimated Completion Dates are Required for Service Extensions • Support Artifacts • Action


Figure 31: Review/Approve Extension Request

Insta l lat ion User Rejects to Program User

Installation Users have the ability to Reject Corrective Action/Extension/Exception Requests back to the Program User.

• In order to reject a corrective action, a Corrective Action Comment must be added prior to the rejection.

On rejection the Action section will become read only for the Installation User and available for the Program User to make changes to the Corrective Action/Extension Request details.

Figure 32: Corrective Action Comment


Figure 33: Corrective Action Reject Button

Figure 34: Listing Screen Installation level Rejection

Figure 35: Installation Level Rejection Notification

Insta l lat ion User Submit to HQ

This applies to Branches of Service without Region Users and HQ1 Users. The Installation user can approve the finding on the Findings listing screen or within Finding Details screen, so the pop-up message will be displayed on one of these screens depending on where the user is approving the last finding After the Installation User has approved the last corrective action for the last finding within a program by the Field user, a message will display saying:

• “You have provided corrective actions for all findings. This program will now be submitted to HQ. Do you want to continue?”

o If Yes is selected, the program’s status will become to ‘Pending HQ Program Approvals’


o If No is selected, the system will deny the submission and the approval will be denied

The Installation User can approve findings directly on the Findings listing screen or within the Finding Details screen. The pop-up message will be displayed on the screen where the user approved the last finding.

Figure 36: Installation User - Submit to HQ

*Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the Installation User will need to resubmit the Program to HQ after reapproving the rejected finding(s).


Region User/HQ1 User Next, the user designated as the Region User (or HQ1 User for Army Branch of Service) will need to Review/Approve all completed Actions for each Program for that Installation. This applies to Branches of Service with Regions Users or HQ1 Users only.

Region User Dashboard

Clicking on the Home icon in top header at any time takes the Region User to the Region Dashboard. This Dashboard has three sections:

1. Extensions by Installation 2. Programs by State 3. Findings Pending Action

Figure 37: Region User Dashboard


Extensions by Installation This section contains the information on the user’s Region(s), Installation(s), Pending Extensions, and Expired Extension and Expiring in the Next 30 Days Region Installation Extensions Pending - number of Extensions pending within the Program. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to Field Response module and view the Pending Extensions within the Program Expired or Expiring in the Next 30 Days - number of Programs having Extensions that will be expiring within the next 30 days or have already expired. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to the Field Response module where the user can view the expiring/expired Extensions

Figure 38: Extensions by Installation

Programs by Inspection Status The section contains percentage of Programs within a certain State. Hovering over the bars will display a number on the cursor displaying the percentage of the bar. The States are:

• Pending Inspection • Scheduled Inspection • Inspection in Progress • Pending Release to Field • Released to Field • Pending HQ Program Approvals • Pending IES


Pending Certification (OSD) Complete

Figure 39: Programs By Inspection Status

Findings Pending Actions This section displays how many Programs have been released by the HQ for providing Actions (Field Review Ready #). This section also provides the count of Findings found during the Inspection for various Programs

• Year • Region • Installation • Program(s) – the number of Programs is hyperlinked and can be clicked. When

clicked, the Region User will be redirected to the Programs pre-filtered within Field Response module

• Outbrief Date - the Outbrief Date of the Installation • 60 Days Out – 60 days from the Outbrief Date of the Installation • Pending Region - the number of Findings that are due for Region User’s approval.

This number is hyperlinked and can be clicked. When clicked, the Region User will be redirected to the Findings Pending Region approval within the Field Response module


Figure 40: Findings Pending Action

Findings List ing Screen

Same as that of Program/Installation User

Figure 41: Region User Findings Listing Screen


Figure 42: HQ1 User Findings Listing Screen

Region User / HQ1 User - Approve/Reject Correct ive Act ion

• Date Corrected (read-only) • Corrective Action (read-only) • Attachments (read/view-only) • Approve button – Approve the Action • Reject button – Reject the Action and send back to Installation User for further

consideration. A Comment is necessary while ‘Rejecting’ an Action

Figure 43: Approve/Reject Corrective Action

Region User / HQ1 User - Approve/Reject Extension Request

• Extension Type (read-only) o Service Extension – Granted by your Service, Asking for additional time o Service Exception – Granted by your Service, Asking for an exception to

policy • Estimated Completion Date (read-only) • Supporting Artifact(s) (read/view-only) • Mitigation Details (read-only) • Approve button – Approve the Extension Request • Reject button – Reject the Extension Request and send back to Installation User for

further consideration. A Comment is necessary while ‘Rejecting’ an Extension Request


Figure 44: Approve/Reject Extension Request

Region User / HQ1 User - Submit to HQ/HQ2

This applies to Branches of Service with Regions Users or HQ1 Users only. After the Region/HQ1 User has approved Upon submission of the last finding within a program, the following message will display:

• “You have provided corrective actions for all findings. This program will now be submitted to HQ. Do you want to continue?”

o If the Region/HQ1 User selects Yes, the program’s status will be updated to ‘Pending HQ Program Approvals’

o If the Region/HQ1 User selects No, the submission will be denied The Region/HQ1 user can approve findings directly on the Findings listing screen or within the Finding Details screen. The pop-up message will be displayed on the screen where the Region/HQ1 approved the last finding.

Figure 45: Region User - Submit to HQ


Figure 46: HQ1 User - Submit to HQ2

*Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the Region/HQ1 User will need to resubmit the Program to HQ after reapproving the rejected finding(s). Next, your Actions will be Reviewed/Approved by HQ. If sent back, feedback will be stored in Corrective Action Comments. Lastly, your HQ Approved Actions will be bundled and sent by the HQ to OSD for Review/Approval.


Programs Listing The Users can see Program related data stored in CYP-IMS. The Programs tab within the Field Response module shows a listing of all the Programs the user has access to. This is the default tab in the Field Response module.

Fil ters List

1. Branch of Service (pre-selected) 2. Year – Current Year (pre-selected) 3. Region 4. Installation 5. Program

o If the user has access to multiple Programs, the drop-down will show all Programs; if only one Program that Program is pre-selected

o Additionally, for the Program Users, if they are affiliated with only one Program, they are directly taken to the Program details by-passing the listing screen

o If a Program was inspected in a package and is later changed to Permanent Closure, the program will not appear in the Programs Listing screen

o If a Program is Temporarily Closed (before or after package creation) it will still show up in the Programs filter in the Programs Listing screen

Figure 47: Filters List

Columns List

1. Region 2. Installation 3. Program

o Clicking on the Program Name takes the user to the Program details screen 4. Certification/Memo Expiration Date

o For DOD Certifications, the expiration date(s) of the DOD Certification(s) approval will be displayed

o For DOD Memos, the expiration date(s) of the DOD Memo(s) approval will be displayed

o For Service Memos, the expiration date(s) of the Service Memo(s) approval will be displayed

5. Key Dates (Explained Below) 6. Extensions

o Any approved Extension granted by your Service or by OSD will display in this column along with their Expiration dates

o Clicking on the Extension(s) takes the user to the extension details screen


Figure 48: Columns List

Key Dates

Key Dates for a Program are displayed in the listing screen. These dates are derived based on the status of a Program within the HQ Inspection lifecycle:

• If a Program is not Inspected yet:

o The Last Inspection Date will show; unless the Extension Date(s) are approaching (under 30 days), in which case the system will show the Extension Expiration Date(s) and the Last Inspection Date

• If a Program is undergoing an Inspection, the following dates will show: o Installation Inspection Start Date o Installation Inspection Outbrief Date (aka Inspection End Date)

• If a Program Inspection is complete and Findings are being responded with Actions by the Field Users, the following dates will show:

o 30 days from Outbrief Date o 45 days from Outbrief Date o 60 days from Outbrief Date

• If a Program has been sent to the Office of the Secretary of Defense (OSD) for review and certification, the following date will show:

o HQ Approve Date (date when HQ approved the Findings’ Actions) • If a Program has already been Certified by OSD for the given year, the following

dates will show: o Program Certified Date o Certificate Expiration Date


Program Details As mentioned above, clicking on the Program Name hyperlink within the Program listing screen takes the user to the Program details screen. The Program details screen shows basic details about the Program:

1. Program Type o The system will categorize Programs to determine the yearly inspection

criteria and certification type needed 2. Certification Expiration Date(s)

o If entered within the system, the date of expiration of the Programs current OSD Certification will display

o If multiple OSD certifications associated with the Program, displays a separate expiration date for each certification

o If the Certification is a DOD Memo, the expiration date(s) of the DOD Memo(s) approval will be displayed

o If the Certification is a Service Memo, the expiration date(s) of the Service Memo(s) approval will be displayed

3. Operational Capacity o The given capacity of that Program for this year based on the layout of the

Program 4. Key Dates

o As discussed above, depending on the State of the Program within the Inspection Workflow

5. Operational Status o This column specifies the program’s operational status

6. Operational Notes o Display the notes that were entered when the program’s status was changed

to ‘Temporary Closure’.

Figure 49: Program Details


MDTI Dates

In order to view, upload files and/or manage the MDTI dates, click on the hyperlinked Installation Level Child and Youth Programs (CYP Program) name from the Program listing screen as shown in Figure 52.

Figure 50 Programs listing screen in Field Response

Figure 51 Managing MDTI dates

Note: When the MDTI dates are updated in the Programs screen, those dates will be shown also in MDTI Inspection Evidence screen. Accreditat ion Status

In order to view and or manage the Accreditation status of a Program, click on the hyperlinked Program name from the Program listing screen as shown in Figure 52



Expand the Accreditation Status accordion to view and manage the Accreditation Status, Accreditation Agency Name, Accreditation Justification (when the Accreditation Status is “Ineligible” or “Not Accredited-In Progress”), and Accreditation Expiration Date. The files can be uploaded by clicking on the Browse button for the Accreditation file. Once uploaded, the uploaded files can be deleted by clicking on the delete hyperlink which is shown only when the Accreditation Status is All except ACCREDITED. Note:

1. Multiple files can be uploaded for Accreditation. 2. The file upload is required when the Accreditation Status is “Accredited” 3. When the Accreditation details for a Program are updated, those details will also

be shown in Accreditation Inspection Evidence

Figure 53 Managing Accreditation Status for a Program


Comprehensive Inspect ions

In order to view and or manage the Comprehensive Inspections information of a Program, click on the hyperlinked Program name from the Program listing screen as shown in Figure 54


Expand the Comprehensive Inspections accordion to view and manage Comprehensive Fire, Safety and Health Inspection dates The files can be uploaded by clicking on the Browse button shown for the corresponding Comprehensive dates. Once uploaded, the uploaded files can be deleted by clicking on the delete hyperlink which is shown when there is more than one file uploaded for the Comprehensive Inspections as shown in Figure 55

Figure 55 Managing Comprehensive Inspections for a Program

Note: 1. At least one file is required to be uploaded for each of the Comprehensive Fire, Safety

and Health Inspections 2. When the Comprehensive details are updated in the Programs screen, those details will

also be shown in the Corresponding Comprehensive Inspection Evidence.

Build ing(s)

Building information contained within the tool will display within this accordion


• Displayed Fields:

o Building Number o Associated Programs o Date Constructed

o This field is optional during the adding/editing a building process o Date Last Renovated o Building Notes o Status o Action

Figure 56: Buildings

Classroom(s)

Classroom information contained within the tool will display within this accordion.

• Classrooms only show up for Programs categorized as Program Type – Child Development Center (CDC)

• Displayed Fields: o Classroom # o Age Group o Capacity

Figure 57: Classrooms

Point(s) of Contact

POC information contained within the tool will display within this accordion

• Displayed fields: o Contact Type (Are they at the Program level or the Installation level? If they

cross multiple Programs for that Installation, they are provided at the Installation level)


o Name o Contact Position o Email o Phone

Figure 58: Points of Contact

Extension(s)

Approved Extension information contained within the tool will display within this accordion

• Displayed fields: o Extension Type (Service Extension, Service Exception) o Corrective Action (What action needs to be taken) o Mitigation Details (What mitigations are currently in place) o Expiration Date o Status (Active, Completed, Overdue, Inactive, Cancelled)


Figure 59: Extensions

View Extension Deta i ls

Clicking on the Extension Type hyperlink will open a new screen listing the Extension details

1. Component(s) for which the Extension was requested 2. Corrective Action (What action needs to be taken) 3. Mitigation Details (What mitigations are currently in place)

4. Displays whether there is any estimated completion date 5. Expiration Date 6. Status (Active, Completed, Overdue, Inactive, Cancelled) 7. New Completion Date Request 8. Resolve Extension Date Request 9. Attachments


Figure 60: View Extension Details

Manage New Complet ion Date and Resolve Extension Requests

Field Users can request New Completion date for extensions or request to resolve an extension.

1. Field User must enter required fields in the respective New Completion Date Request or Resolve Extension Request.

a. Required fields: i. For New Completion Date Request: New Estimated Completion

Date and Justification. ii. For Resolve Extension Request: Corrective Action Taken. iii. Refer to Figure 61 for a visual of what needs to be completed.

2. Field User may add an attachment to a New Completion Date Request or Resolve Extension Request.

3. Field User can submit the New Completion Date Request or Resolve Extension Request by clicking on the Submit button. Once Field User has completed submission of New Completion Date Request or Resolve Extension Request, a success message will appear for Field User:

a. For New Completion Date Request: “New completion date extension request has been submitted successfully”

b. For Resolve Extension Request: “New resolve extension request has been submitted successfully”

4. A Service Admin can either Reject or Approve the New Completion Date Request or Resolve Extension Request

5. If New Completion Date Request or Resolve Extension Request has been rejected:

a. Field User will be able to see a timestamp of who and when the New Completion Date Request or Resolve Extension Request was rejected.

b. Field User will be able to resubmit New Completion Date Request or Resolve Extension Request, if the request was rejected.

6. If New Completion Date Request or Resolve Extension Request has been approved:

a. Field User will be able to see a timestamp of who and when the New Completion Date Request or Resolve Extension Request was approved


b. Field User will be able to submit another New Completion Date Request, if needed

c. Field User will not be able to submit another Resolve Extension Request.

Figure 61: New Completion Date Request and Resolve Extension Request

Figure 62: Manage Attachments

Attachments

Program and Installation level attachments can be uploaded in the Attachment(s) accordion of the View Programs screen in the Field Response module, Programs tab.

Note: Documents can be uploaded by field users or Inspection Coordinators within the attachments accordion even after package completion.

Follow the steps listed below to access the attachments accordion within Field Response:

1. Select Field Response module 2. Click on the Programs tab within Field Response


3. Click on the program name for which the file needs to be uploaded 4. View Program Screen will be displayed. Scroll down to the bottom of the page 5. There will be an accordion titled as Attachments. Expand the accordion


Figure 63: Program Attachment

To upload a file, follow the steps listed below:

1. Click on the Browse button within the Attachment(s) accordion 2. A Windows Explorer will be displayed. Select the file that needs to be uploaded for

the program 3. After selecting a file, choose an Inspection Year 4. Click on the Save button 5. A confirmation message will be displayed on the screen indicating that the file has

been uploaded successfully Note: The files uploaded here will be shown in CYP Programs screen in Field Response and Program Reviewer for Installation Users and Inspection Coordinators based on the inspection year

6. To cancel the file upload process, click on the cancel button


Figure 64: Post attachments upload screen

• Once uploaded, a table will be populated displaying the following information: o Inspection Year - The system will display the year of the associated file

Based on this year, the files will be displayed in Program Reviewer for the Inspection Coordinator’s review

o Attachment - Click on this hyperlink to review the file that was uploaded o Type – The attachment type (program or installation) will be predetermined

by the system based on the program from where the file was uploaded If the file is uploaded for a CYP program, the file will automatically

become an installation level attachment • All Installation level attachments will cascade down to all the

programs within the corresponding installation If the file is uploaded for a Non-CYP program, the file will automatically

become a program level attachment • If the file uploaded is a program level attachment, the file will

display for the corresponding program and in CYP Programs screen

o Uploaded By - The name of the user who has uploaded the file o Uploaded On - The time stamp on when the file was uploaded o Action

Delete • Only the user who uploaded the file can delete it • Once the file is deleted in the Field Response module, the file

will be deleted in Program Reviewer for the corresponding programs


Reports Clicking on the Reports tab takes the user to the Reports generation screen. The Reports listing screen shows all available Reports for Field users to run:

Figure65: Report Manager

Maintenance 1. Inspection Criteria Report: A report generated from Criteria Manager that lists the

Inspection Criteria for the selected Branch of Service, Year, and Program Type(s). This report is no longer listed in the report manager screen for any user.

2. Inspection Materials Report: A Report generated from Criteria Manager that lists all required Inspection Materials.

3. Extension Report: A Report generated from the system that displays all Finding correction extensions or exceptions requested by the Program at the selected Installation.

4. Accreditation Report: A report generated from the system that lists the Accreditation information for a selected Region, Installation, and/or Program.

5. CYP Inspection Status Report: A report generated from the system that lists the latest MDTI and Comprehensive Fire, Safety, and Health Inspection information for a selected Region, Installation, and/or Program.

Inspection

1. Corrective Actions Report: A Report generated from the Inspection System that displays the overall compliance of the Criteria for the selected Program. The Report also lists the Corrective Action instructions for the facility and the Findings recorded during the HQ Inspection along with the Corrective Actions taken by the Program office for each Finding.

2. Army Installation Level Report (Army Installation and Region User Only), a report generated from the Inspection System that displays the Inspection results of all Programs at a selected Installation. The report also lists the findings recorded during the HQ Inspection along with the Corrective Actions taken by the Program office for each finding.

Trend


1. Systemic Findings Report: The Systemic Findings Report provides a list of component findings recorded at the Assignment level during the inspection. It can be generated for multiple Installations and Programs. If a program has an operational status of Temporary Closure or Permanent Closure, the reports will include the historical data associated to the program for the years it was active and inspected.

2. Systemic Component Report: The Systemic Component Report can be generated for Inspections where the Outbrief date has passed and the Final Program Level Report has been issued. The report provides a list of Components recorded as not met during an Inspection, and can be generated for multiple Regions, Installations, and Programs depending on the user's level of access.

o Filtering by a Region will have a tab for each Installation. o Filtering by a specific Installation will have a tab for that Installation.

Generat ing Reports

In order to run the Reports, the user must select their desired Report, filter for the desired information to be included on the Report and click the ‘Generate’ button. Once the ‘Generate’ button has been selected, a prompt will be brought up to either save or open the Report generated.

Figure66: Generating a Report