CYP-IMS Inspector Guide · CYP-IMS Inspector Guide August 2020 - 5 - Introduction The Child and Youth Program (CYP) Inspection Management System (IMS) is the DoD’s online system

CYP-IMS Inspector Guide August 2020 - 1 -

August 2020

CYP-IMS Inspector Guide


CYP IMS INSPECTOR GUIDE CYP IMS Inspector Guide ............................................................................................. 2 Introduction ................................................................................................................... 5

Getting Help 5 Prerequisites 5

Login and Logout .......................................................................................................... 6

Log In 6 Log Out 6

Navigation ...................................................................................................................... 7

CYP-IMS Header 7 CYP-IMS Footer 7

POC/Account Manager ................................................................................................. 8

Overview 8 Navigate to POC/Account Manager 8 Search for an Existing POC/Account 8 Adding a New POC or User Account 9 Adding a New POC Account 11 Editing an Existing User Account 12 Editing an Existing POC Account 14

Inspection System Home ............................................................................................ 16

Inspection Packages 16 Package Details 16 Inspection Package 17 Dashboard 18 Dashboard Details 18 Immediate/Unmet Need Information 20 Inspection Evidence 21 Evaluate Inspection Evidence 21 Adding Findings on the Inspection Evidence 22 Editing and Deleting Findings on Inspection Evidence 23 Adding Inspector comments on Inspection Evidence 24 Inspection Status 25 Installation Detai ls 26 Installation Findings and Strengths 26 Adding Installation Findings 27 Edit ing Installation Findings 27 Removing Installation Findings 28 Adding Installation Strengths 29 Edit ing Installation Strengths 30 Removing Installation Strengths 30 Installation Comments 31 Installation Artifacts 31 Opening I ns ta l la t ion Artifacts 32 Adding Installation Artifacts 32 Deleting Installation Artifacts 33 Edit Installation Artifacts 33 Buildings L ist ing Screen 34 Adding Buildings 34


Editing Buildings 35 Inactivating Buildings 35 Reactivating Buildings 36 Adding and Deleting an Ad Hoc Program 36 Program Strengths 38 Adding Prog ram Strengths 38 Edit ing Pr og r am Strengths 39 Removing Program Strengths 40 Program Comments 41 Program Level Artifacts 41 Opening Program Level Artifacts 42 Adding Program Level Artifacts 43 Editing Program Level Artifacts 43 Deleting Program Level Artifacts 44

Inspection Setup ......................................................................................................... 45

Designating a Setup Inspector or Program Lead 45 Setup Overview 45 Oversight and Accreditation 46 Accreditat ion 47 Comprehensive Inspections 48 FCC Oversight and Accreditation 48

Child Development Center (CDC) Setup ........................................................... 49

CDC Enrollment 49 Adding a Classroom 49 Editing a Classroom 50 Deleting a Classroom 51 Start ing the Inspection for CDC Classrooms 51

Family Childcare (FCC) Setup ................................................................................. 53

Entering FCC Provider Information 53 Adding a FCC Provider 54 Deleting a FCC Provider 55 Starting the Inspection for FCC Program 56

SAC and Youth Setup ................................................................................................ 57

Programs 57 Enrollment 58 Registered Users 59 Start ing an Inspection for SAC & Youth Program Types 59

Custom and 24 / 7 Centers Setup ......................................................................... 60

Setup Complete ......................................................................................................... 61

Conducting an Inspection .......................................................................................... 62

Evaluating Components 63 Reviewing Component Details 65 Related References 66 Findings 66 Adding Findings 67 Edit ing Findings 70 Removing Findings 72 Adding Inspector Comments73 Opening Artifacts 73


Adding Artifacts 74 Editing Artifacts 74 Deleting Artifacts 75 Accessing Checklists 75 Adding Entities to a Checklist 76 Editing Entities in a Checklist 77 Deleting Entities in a Checklist 77 Evaluating the Checklist Components 78 Editing the Checklist Evaluations 79 Adding Entity Comments 80 Editing Entity Comments 80 Deleting Entity Comments 80

Inspection Review ..................................................................................................... 81

Finding Details 82 Reviewing Inspection Coordinator Comments 85 Submit to IC 86 Review with Comments 88 Approve 89

Reporting .................................................................................................................... 91

Inspection Criteria Report 92 Draft Program Level Report (PLR) 93 Home Level Report 95 Corrective Actions Report 96 Inspector Comments Report 97 Installation Commander (IC) Outbrief 98 Checklist Report 99 Accreditation Report 100 CYP Inspection Status Report 101

Criteria Manager ........................................................................................................ 102

Filter List 102 View Component Screen 104

Appendix A: User Groups and Roles ...................................................................... 106


Introduction

The Child and Youth Program (CYP) Inspection Management System (IMS) is the DoD’s online system to manage and facilitate Higher Headquarters Inspections (HHQI). The CYP-IMS includes a suite of modules that support the entire Inspection lifecycle. In this User Guide, you will learn how the CYP-IMS modules support Inspection team activities that occur throughout the Inspection lifecycle. Key activities described in this guide include:

• How to log in and out and how to navigate throughout the system. • Using the POC/Account Manager module to view, add, edit and manage POC and User

Accounts. • Using the Inspection System module to setup, conduct and review Inspection details

per Program Type. • Generating reports in the Report Manager module. • Viewing Criteria in the Criteria Manager module.

Gett ing Help

For questions about this user guide or how to use CYP-IMS, please contact the CYP-IMS Support Desk via email at [email protected] or call 855-696-2934.

• If you require assistance with creating a new user account or the modification of an existing user account, you will need to request support from your Branch of Service Administrator.

Prerequis ites

In order to access the CYP-IMS system, users will need to have the following prerequisites: • A valid Common Access CAC (CAC) • ActivClient software installed on your PC • An active CYP-IMS user account

• If you do not have a CYP-IMS user account, you can submit a request to the Support Desk at [email protected] or to your Branch of Service (BoS) CYP-IMS Admin.

• If you are a new user or you have not yet associated your CAC to your CYP-IMS user account, go to IMS Central at https://www.mcccentral.com/cyp-ims/training-materials and download the CAC Login FAQ for step-by-step instructions to associate your CAC.

CYP IMS requires the following internet browser: Microsoft Internet Explorer 11 or higher.

mailto:[email protected]

https://www.mcccentral.com/cyp-ims/training-materials



Login and Logout

Log In

To log in to CYP-IMS, follow the steps below: 1. Open this URL: https://dodims.csd.disa.mil 2. A ‘Select a Certificate’ popup will appear, choose one and select OK

a. Note: It is okay if only one certification appears, and the popup may look slightly different on your computer.

3. Enter your CAC pin and select OK 4. After entering your pin, you will be directed to the CYP-IMS website where you need

to accept the Security Agreement by selecting OK 5. Once you accept the Security Agreement, you will be successfully logged in to the

CYP-IMS application

Figure 1: Security Agreement screen after CAC is associated to the account

Log Out

To Log out from CYP-IMS, select the dropdown arrow next to your name and then select ‘Log out’ hyperlink.

Figure 2: Logging out from CYP-IMS

https://dodims.csd.disa.mil/


Navigation

Upon logging in to CYP-IMS, you can navigate through the system using the links the header and footer. CYP-IMS Header

The CYP-IMS header includes the following: • Title: Child and Youth Inspection Management System (CYP-IMS) • Username: Select the arrow next to your username to log out of the system • CYP-IMS Module Tabs: Access each CYP-IMS module by selecting the module

name

Figure 3: CYP-IMS Header

CYP-IMS Footer

The CYP-IMS footer includes the following links and information: • Support: Provides contact information of the IMS Support Desk • CYP-IMS Central: Provides the link to IMS Central where you can access user

guides, release notes and training materials • About: Provides information about the version of the system and the last login date

and time for the user • eLibrary: Provides access to the Navy Child and Youth Programs E-Library • 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 on the appearance of the

hyperlinks

Figure 4: CYP-IMS Footer


POC/Account Manager

The POC/Account Manager module is where you can view and update your own account details, as well as view or manage other user accounts and Points of Contact (POC) accounts. Overview

Prior to using the POC/Account Manager module, you should be aware of the following key concepts. User Accounts vs. POC Accounts The POC/Account Manager module maintains records of user accounts and POC accounts.

• User Accounts: o Provides access to the CYP-IMS based on job duties o Service Admins can assign the “Allow Account Management” permission to

Inspection Coordinators and Inspectors and when assigned, these users are authorized to create and manage user accounts within their Area of Responsibility (AOR)

AOR defines what Branch, Region, Installation or Program data you can within the system

• POC Accounts: o Identifies POC information (name, position and contact information) at a

Region, Installation and/or Program o Does not provide access to CYP-IMS

Groups and Roles User groups and roles have been created to help authorized users determine what level of access is appropriate when creating or modifying user and POC accounts.

• Roles: Groups of permissions, that when assigned allow users to complete their assigned job duties

• User Groups: Categorizes roles, to help narrow down what roles are appropriate to assign when creating or modifying a user account

Navigate to POC/Account Manager

To access the POC/Account Manager module, select the “POC/Account Manager” tab in the module navigation bar.

Figure 5: POC/Account Manager Module Tab

Search for an Exist ing POC/Account

To search for an existing POC or User Account, use one or more of the filters on the POC/Account Manager tab to locate the user and/or POC accounts you would like to view.

• Upon selecting an option in the Groups filter, the Roles filter will update to show only Roles within the selected Group.


o As a member of the Inspection team, you will be able to filter by the Inspections and Field Groups

• Use the POC/Account Type filter to narrow search results to see only user accounts or only POC accounts

• Filter by a User’s assigned Region and Installation to narrow search results • Use the Status filter to see only Active, Inactive or Suspended accounts

o Suspended user accounts indicate that the someone requested to Inactivate (or remove access to the system), and the request is pending approval from a Service Admin

Figure 6: POC/Accounts Search Criteria

Adding a New POC or User Account

To add either a new POC or User Account, follow the steps below. 1. Select the ‘Add POC/Account’ button from the POC/Account landing page

Figure 7: Add Account from Listing Screen


2. On the Add POC/Account screen enter required contact information: a. Primary Email: All email addresses must be unique and cannot be shared

across accounts. 3. After entering the required contact information, select a ‘Group’ from the Group

dropdown to assign to the account. a. If you need to create a user account, review the instructions in the Add a new

User Account section below. b. If you need to create a POC account, review the instructions in the Add a new

POC Account section below.

Figure 8: Add POC/Account Screen (prior to assigning a Group)

Only Inspection Coordinators and Inspectors who have been assigned the “Allow Account Management” permission can create new user accounts. After entering the required contact details, select a Group from the ‘Group’ drop-down.

1. Upon selecting a Group from the ‘Group’ drop-down, the screen will update to show roles available within the selected Group.

2. If ‘Field’ is the selected Group, the following question will display: “Does this Individual Require Access to the System?” To create a user account (i.e., to create an account that allows a user access to CYP-IMS), select ‘Yes’ to the question and to assign roles.

After creating the new user account, the user will receive an email with a link to access CYP-IMS and associate their CAC to their user account.


Figure 9: Add POC/Account screen after Inspector is selected as a Role

Adding a New POC Account

To add a new POC account (i.e., an account that does provide access to the system, rather is used by the Inspection team for POC details), follow the steps below.

1. After entering the required contact details, select ‘Field’ from the ‘Group’ drop-down and answer “No” to the question “Does this Individual Require Access to the System?”

2. Upon selecting “No,” the screen will update so that you can enter Contact details for the POC.

a. A POC account can be assigned as a Region Level, Installation Level and/or Program Level POC.

b. Depending on the Contact Type that is assigned, you will be required to enter the POC’s assigned Region, Installation and/or Program. reload, and the following Contact Type fields will display.

3. After assigning the Contact Type and entering AOR details, enter a Position for POC. 4. To Save the POC account, select “Save.” 5. If you need to add more Contact details to a POC account, review the Edit an

Existing POC Account section below for instructions.


Figure 10: Add A POC Account

Edit ing an Exist ing User Account

To edit an existing User account, follow the steps below. 1. Search for the User account that needs to be modified using one or more filters

from the POC/Account Manager listing screen. Select the hyperlinked name from the ‘Name’ column in the listing table to open the ‘Edit POC/Account’ screen.

Figure 11: POC/Account Manager Listing Table

2. On the Edit POC/Account screen, you can update the contact details (First and Last Name, Email, Phone and DSN) as needed. When updates to these fields are


complete, select ‘Save’ to save the changes and prior to making additional updates such as adding more roles.

a. Prior to saving edits, confirm that all required fields are complete. 3. If the user account you are reviewing is assigned to a role in the ‘Field’ group, then

you will be able to change the answer to the question “Does this Account Require Access to the System?” , otherwise the ‘No’ selection will be greyed out.

a. If you do not have the “Allow Account Management” permission, you will not be able to change this selection.

b. If you change the selection from “Yes” to “No” all roles assigned to the User account will be removed and the user will no longer have access to the system.

4. Previously assigned Groups and Roles will display in the Groups and Role table. a. If a User account is assigned to a role in the ‘Field’ group, then the table will

list the user’s assigned Region, Installation and/or Program. b. If you have the “Allow Account Management” permission AND if a User

account has two or more roles, then a ‘Remove’ link will display in the ‘Action’ column of the table and you can remove roles as needed. If a User account only has one role assigned, the ‘Remove’ link will not be available.

5. If the user no longer requires access to the system (e.g., they have changed roles and no longer support CYP programs), then select the ‘Deactivate Account’ button.

a. If you have the “Allow Account Management” permission, you will be able to complete this action on your own. If you do not have this permission, selecting this button will place the User account in a ‘Suspended’ status and the system will send an email request to your Service Admin to deactivate the account.

6. If you have the “Allow Account Management” permission, you can add new roles as needed to the User account. To add a new role to an account, select an ‘Add Role’ button below Group and Roles table.

Figure 12: Edit POC/Account Screen

7. Upon selecting the ‘Add Role’ button, you will be directed to the “Add Role to

Account” screen, where you will see current account information as well as a table to add more groups and roles.


8. Select a ‘Group’ from the ‘Group’ dropdown, and based on the group, assign the applicable role(s).

a. The list of allowable groups and roles that display are based on the User’s current role group and role assignment.

b. If no additional options display, this means that the User has all allowable roles based on their current role assignments.

9. When you are done adding more group and roles, select ‘Save’ to save your changes and navigate back to the ‘Edit POC/Account’ screen.

Figure 13: Add Role to User Account Screen

Edit ing an Exist ing POC Account

To edit an existing POC account, follow the steps below. 1. Search for the POC account that needs to be modified using one or more filters from

the POC/Account Manager listing screen. Select the hyperlinked name from the ‘Name’ column in the listing table to open the ‘Edit POC/Account’ screen.

Figure 14: Listing Screen with POC Only Filter


2. On the ‘Edit POC/Account’ screen, you can update the contact information for a POC. a. Prior to saving, ensure all required fields have complete information.

3. To edit, delete or add Contact Type information for a POC, follow the steps bellow. a. Select Edit in the Contact Type table to update Contact Type information.

4. To remove Contact Type information, select Remove in the Contact Type table a. If there is only one Contact Type currently added to a POC, there will only be

an Edit action in the Action column, and no Remove option. 5. To assign a new Contact Type to a POC, click on the “Add Contact Type” button

below Contact Type table. The system will open a new a screen where additional Contact Type/Region/Installation/Program/Position can be assigned

6. Click Save button to save all the changes on the screen 7. Click Cancel button to disregard the updates.

Figure 15: Add Contact Type screen

Figure 16: Edit Contact Type


Inspection System Home

The Inspection System (IS) Home view provides features for listing and opening Inspection Packages. Once logged in to the system, you will have the option to filter down to a specific Package. Inspection Packages consist of all Inspection Criteria elements, Reference Documents, and Inspection history for specific CYP Programs for an Installation. From any view you can navigate back to the Home view by clicking on the Inspection System Tab.

Figure 17: Inspection System Home Screen

Inspect ion Packages

The Inspection System application defaults to the home page when the user first logs in. Click on the Inspection System tab to view the Package List. Clicking on an Inspection Package will bring up the Package Details within the Dashboard tab and is discussed in more detail in the Dashboard Section.

Figure 18: Inspection System Listing Screen

The Package list consists of 5 columns that can be sorted in ascending or descending order and can be filtered.

1. Region: The Region Short Name relating to the Installation 2. Installation: The Installation Short Name for the selected Inspection Package 3. Package Status: The status of the Inspection (Pending or In Progress) 4. Start Date: The date the Inspection is scheduled to start 5. End Date: The date the Inspection is scheduled to end and the day of the Outbrief

Package Detai ls

When selecting the Information (I) icon next to the Installation name, the Package details will display Package Title, Installation Name and Programs in a popup window.


Figure 19: Package Details Screen

For packages that contain linked programs, an icon will be displayed at the end of each linked program as shown in the screenshot below.

Figure 20: Package Details with Linked Program

Inspect ion Package

Within the Inspection Package the user will see the following tabs: • Dashboard – Provides a status overview of an Inspection broken down by

Programs Immediate/Unmet Need – Provides the ability to add the total waitlist for the Installation

• Inspection Evidence – Provides the ability to evaluate Inspection Evidence prior to start of the Inspection

In addition to the tabs the user will also see Notes added to the Footer. To add Notes to the Inspection Package, follow these steps:

1. Click Notes in the Footer 2. The Notes popup window will open 3. Click in the Notes text box and enter the desired text. 4. Click on the ‘Save Notes’ button below the text box.


Figure 21: Notes Pop-Up Window

NOTE: This field allows Inspectors to write Notes tied to the current Package for their own reference. These Notes are not reportable and will NOT be visible to anyone else apart from themselves. The Notes are auto-saved as soon as the user types them. Dashboard

The CYP-IMS application provides Inspection status and management abilities through the Dashboard which provides easy access to the number of Components evaluated in terms of Met, Not Met, Not Applicable, Not Observed, or Pending. The Dashboard also displays the Inspection status of each Program. Dashboard Deta i ls

The Dashboard view contains the following sections: 1. Inspection – Provides the Installation Name and the Programs and

Assignments for a given Program within the Package 2. Program Type – Provides the Program Type for each Program

a. When a linked program is included in the inspection package, the program types associated with each linked program will be displayed

3. Setup – Provides buttons that assist with the Inspections Setup of each Program

4. Conduct – Provides buttons that assist with Conducting Inspections for each Program

5. Review - Provides buttons that assist with the Inspections Review for each Program

a. For linked programs, there will be one set of setup, conduct and review buttons

6. Evaluation – Totals for all Component evaluations for a given Program. For linked


programs, the totals of all component evaluations for all linked programs will be displayed

a. Met – Identifies the number of Components that have been evaluated as Met

b. Not Met – Identifies the number of Components that have been evaluated as Not Met

c. N/A – Identifies the number of Components that have been marked as Not Applicable

d. N/O – Identifies the number of Components that have been marked as Not Observed

e. Pending – Identifies the number of Components that have yet to be evaluated or not met Components that do not have Findings

7. Complete – Identifies whether all the Components have been evaluated and all fields required to complete a Program have been entered. A checkmark will be displayed at the Program Level only.

8. PL (Program Lead) Review – Shows the status of the PL’s review 9. IC (Inspection Coordinator) Review – Shows the status of IC’s review

10. Add and Delete Program Buttons – Allows for the creation and deletion of Ad Hoc Programs that were not included in the Package creation

Figure 22: Inspection System Dashboard

11. Add Ad Hoc Program - Ad hoc Programs are Programs that are added after the Inspection start date. Please contact the person who manages Programs for your Service to check that it does not already exist in the system.

a. To add a program, click on the Add Program Button to add a Program Name, select a Program Type and click Save

b. The program will be associated to the Inspection package Note: Programs cannot be linked when creating an Ad hoc program in Inspection System

12. Delete Ad Hoc Program - Only the Ad hoc Programs that were added


after the Inspection has started can be removed. a. To remove an Ad Hoc Program, select an Ad hoc Program to be

removed from the Inspection and click on the Delete Program button

Immediate/Unmet Need Informat ion

To review and verify the Immediate/Unmet Need data, click on the Immediate/Unmet Need tab. Inspectors can enter/update the Waitlist information for:

• Immediate Need: Infant, Pre-Toddler, Toddler, Preschool and School Age groups • Unmet Need: Infant, Pre-Toddler, Toddler, Preschool and School Age groups

Once the Immediate/Unmet Need information is entered click on the ‘Save’ button.

Figure 23: Immediate/Unmet Needs Screen

Note: Waitlist numbers are required to release CYP Programs to the field and complete an inspection. 0 is an acceptable number.

Age Groups

Field Details

Dependencies/Constraints

Infant Numerical Required to complete Inspection

Pre-Toddler

Numerical Required to complete Inspection

Toddler Numerical Required to complete Inspection

Preschool Numerical Required to complete Inspection


School-Age

Numerical Required to complete Inspection

Inspect ion Evidence

The Inspection Evidence tab provides the ability for the Inspection Team to evaluate Inspection Evidence uploaded by the field prior to the start of the Inspection. In order to access the Inspection Evidence, navigate to the Inspection System module from the main navigation bar, select the package from the listing screen and click on the Inspection Evidence tab.

Figure 23: Inspection Evidence Tab

Evaluate Inspect ion Evidence

Note: Inspection evidence can be evaluated without starting the Inspection in the Setup tab. In order to evaluate Inspection Evidence for a Program, please follow the steps as mentioned below:

1. Open the Inspection Evidence tab in the Online Inspection System. Please click here for reference on how to open the Inspection Evidence tab.

2. Filter by a program or by evidence to evaluate. 3. Click on the Program name from the evidence listing screen. 4. After reviewing the files uploaded by the field, navigate to the Components section

where Met, Not Met, N/A (if applicable) and or N/O (if applicable) buttons are shown. 5. Select the desired button based on the evidence provided by the field. 6. If there are no files shown in the Inspection Evidence screen, click on the Re-

Import Evidence button which brings latest updates (if any) made by the field user after creating the Package.

a. When the Inspection Evidence is re-imported, any new files or comments made by the field after creating the package will be added to the Inspection Evidence screen.

b. Any files or Inspection Evidence comments that were deleted by the Field will remain on the Inspection Evidence screen, even after import.


7. Once all evaluations are made on the Inspection Evidence, click on the Evaluate button.

8. This will copy the Inspection Evidence evaluations for that Program to the Conduct evaluation screen for all of the applicable Admins and Facilities on starting the Inspection.

a. Component evaluations, Inspector comments and Common findings added in the Inspection Evidence screen will replace the existing evaluations, comments and findings on the Conduct screen

Note: After evaluating the Inspection Evidence, make sure to click on Start Inspection button on Setup to see the Conduct screen

Figure 24: Inspection Evidence Screen

Adding F indings on the Inspect ion Evidence

In order to add Findings for the Program’s Inspection Evidence, follow the steps as mentioned below:

1. Open the Inspection Evidence tab in Online Inspection System. Please click here for reference on how to open the Inspection Evidence tab.

2. Filter by a program or by evidence to evaluate. 3. Click on the Program name from the evidence listing screen. 4. Inspection Evidence details screen will be displayed. 5. Expand the Component by clicking on the down arrow. 6. Click on the Select Findings button or select ‘Not Met’ for an evaluated component


7. A popup window will appear within the screen. 8. Choose the findings that are applicable for the evidence

a. Or customize a finding by entering the text in the text box. 9. Click on the Save button and the findings will be added for that Component.

Figure 25: ‘Select Findings’ Pop-Up Window

Figure 26: ‘Not Met’ Pop-Up Window

Edit ing and Delet ing Findings on Inspect ion Evidence

Once the findings have been added on the Inspection Evidence for the Program, those findings can be edited and deleted by following through the steps mentioned below:



2. Filter by a program or by evidence to evaluate. 3. Click on the Program name from the evidence listing screen. 4. Inspection Evidence details screen will be displayed. 5. Expand the Component by clicking on the down arrow. 6. To edit the finding, click on Edit button. 7. To delete the finding, click on Delete button.

Figure 27: Edit and Delete Associated Findings

Adding Inspector comments on Inspect ion Evidence

In order to add Inspector Comments on the Inspection Evidence, follow the steps as mentioned below:


2. Filter by a program or by evidence to evaluate 3. Click on the Program name from the evidence listing screen 4. Inspection Evidence details screen will be displayed 5. Expand the Component by clicking on the down arrow 6. Type text under the Comments text box 7. Click on the Save button


Figure 28: Findings Comments

Inspect ion Status

Once a Package has been opened, the CYP-IMS application will display Package information in the Dashboard view and provide a basic overview of Component counts and Inspection status.

Figure 29: Package Information Dashboard

Initially, the Dashboard will only display the Setup button enabled for all of the Programs, except the CYP; and the Met, Not Met, N/A and N/O columns will show 0s. The Pending column identifies the total number of Components that have yet to be evaluated. Once setup has been completed for a Program, the Conduct button for that Program will become enabled in the Dashboard view. The Conduct button will be enabled initially for CYP, 24/7 Centers, and Custom Program Types. The dashboard also provides status indicators for Inspection Completion, Program Level Review, and Inspection Coordinator Review. Each of these is represented by either a blank space or an icon in their appropriate column. When a given Program is complete, a check will appear in the “Complete” column indicating that all Components have been evaluated and all required fields are complete for that Program.


When the Program Level Report has been reviewed by the Program Lead, the icon will change from a book with an arrow to a book with a check. When the Program is ready for the Inspection Coordinator to review, a book with a green arrow will appear in the IC Review column. When the Program has been reviewed by the Inspection Coordinator and approved, a book with a green check will appear in the IC Review column. When an Inspection Coordinator approves a Program but adds comments which must be reviewed by the original Inspection team, a book with a blue information icon will appear in the IC Review column. This indicates that Inspectors are required to review the additional comments before the Program is fully approved. Insta l lat ion Detai ls

The Dashboard provides access to Installation Details, Comments and Artifacts Accordions. To access this information, follow these steps:

1. Click on the Installation name in the Dashboard. 2. The Inspection Details screen opens with the details section open. The Installation

Details screen provides Inspection Start and End Dates, MDTI Start and End Dates, Installation Findings and Installation Strengths.

Note: Inspection Setup fields such as Accreditation, Comprehensive Fire, Safety, Health and MDTI fates are pre-populated from Data Manager upon package creation

Figure 30: Installation Details within the Dashboard

Insta l lat ion Findings and Strengths

The Dashboard view provides features for Inspectors to enter Installation level strengths and Findings that will be included in the IC Outbrief report. To access these items, select the Installation name in the Dashboard.


Adding Insta l lat ion F indings

Inspectors can manually add Findings or select a Common Finding from the Installation Finding Library. Below are instructions on the different ways to add Findings.

1. Click on the ‘Create’ button. 2. Select one of the available Subjects from the Subject drop down in the Installation

Finding. 3. Select one of the available Findings from the Finding drop down in the Installation

Finding. 4. Click on the ‘Save Finding’ button and the selected Finding will be added to the

Installation Finding list. 5. Alternately, click on the Customize Finding button and the Installation Finding will

be added to the “Customize a Finding” text field to add or edit the Finding. 6. Click on the ‘Save’ button and the selected Finding will be added to the Installation

Findings list. 7. Click on the ‘Cancel’ button and the system will prompt the user with the following

message “If you have made changes, you will lose them. Are you sure you want to Cancel?”

• Click OK and the Installation Findings will close and the Finding(s) will not be added to the Installation Finding list.

• Click Cancel and the prompt will close and the user will be returned to add Installation Finding(s).

Figure 31: Adding Installation Findings

Inspectors can enter as many Installation Findings as needed, either from the library, manually or a combination of both. Editing Instal lat ion F indings

Inspectors can edit Installation Finding(s) from the Installation section. To make this update, follow the steps below: Click on a Finding and make any necessary changes.


1. Click on the ‘Save’ button and the Installation Finding will close and the Finding(s) will be saved to the Installation Findings list.

2. Click on the ‘Cancel’ button and the Installation Finding will close and the Finding(s) will not be added to the Installation Findings list.

Figure 32: Editing Existing Installation Findings

Removing Instal lat ion Findings

Inspectors can remove Finding(s) from the Installation. To make this update, follow the steps below: Select the check box next to the Finding(s) to be removed.

1. Click on the ‘Remove’ button. The Finding(s) will be removed from the list.

Figure 33: Deleting an Installation Finding


Adding Insta l lat ion Strengths

Inspectors can manually add Strengths or add Strengths from the Installation Strength Library. Below are steps on the different options to add Strengths. Click on the ‘Create’ button.

1. Select one of the available Subjects from the “Subject” drop down in the Installation Strength.

2. Select one of the available Strengths from the “Strength” drop down in the Installation Strength.

3. Click on the ‘Save Strengths’ button and the selected Strengths will be added to Installation Strengths List.

4. Alternately, click on the ‘Customize Strengths’ button and the Installation Strengths will be added to the ‘Customize a Strength’ text field to add or edit the Strength.

5. Click on the ‘Save Strength’ button and the Strength(s) will be added to the Installation Strengths list.

6. Click on the ‘Cancel’ button and the system will prompt the user with the following message: “If you have made changes, you will lose them. Are you sure you want to Cancel?”

• Click OK and the Installation Strength will close, and the Strength(s) will not be added to the Installation Strengths list.

• Click Cancel and the prompt will close, and the user will return to the add Installation Strength(s).

Figure 34: Adding Installation Strengths

Inspectors can enter as many Installation Strengths as needed, either from the library, manually or a combination of both.


Editing Instal lat ion Strengths

Inspectors can edit Strength(s) from the Installation Details screen. Below are instructions on the different ways to edit Strengths. Click on a Strength and make any necessary changes. Click on the ‘Save’ button.

Figure 35: Editing Existing Installation Strengths

Removing Instal lat ion St rengths

Inspectors can remove Strength(s) from the Installation Strength List. To do so, follow the steps below:

1. Select the check box next to the Strength(s) to be removed. Click on the ‘Remove’ button. The Strength(s) will be removed from the list.

Figure 35: Deleting Installation Strengths


Insta l lat ion Comments

The Comments tab at the Installation level displays all comments added by Inspectors to the Installation. To view the Installation Comments, follow the steps below:

1. Click on the Installation title in the Dashboard. Click on the Comments section in the Installation Details screen.

Figure 36: Adding/Editing Installation Comments

To add comments to the Installation, follow the steps below: 1. Click in the Comments text box and enter the desired text.

Click on the ‘Save Comments’ button below the text box. These comments do not appear on any of the reports. They are informal notes for Inspectors use. Insta l lat ion Art i facts

Inspectors can add, open and remove Artifacts at the Installation level from the Artifacts tab. To access the Installation Artifacts follow the steps below: Click on the Installation title in the Dashboard view.

1. Click on the Artifacts section in the Installation Details screen.

Figure 37: Installation Artifacts Accordion


Opening I n s t a l l a t i o n Art i facts

To open any listed Artifact, follow these steps: Select an Artifact by clicking on the File Name from the Artifact list. The Artifact Details popup will appear. In the popup window, click on the ‘Open’ button.

Figure 38: Installation Artifacts Pop-Up Window

Adding Insta l lat ion Art i facts

To add an Artifact to the Installation, click on the ‘Add Artifact’ button. An “Add Artifact” screen will open.

1. In the “Add Artifact” screen, enter a Title for the Artifact. 2. Select a file by clicking the Browse button. 3. Choose an Artifact Category. 4. Fill in the Artifact Description. 5. Click on the ‘Save’ button. The Artifact will be added to the list of files in the

Artifacts section.

Figure 39: Adding Installation Artifacts


Deleting Instal lat ion Art i facts

To delete an Artifact, click on the delete option next to the Artifact:

Figure 40: Deleting Installation Artifacts

Edit Instal lat ion Art i facts

Inspectors may edit the Title, Description, or Category of an Artifact. To edit an Artifact Title, Description, or Category, click on the Artifact in the Artifact section. The Edit Artifact screen will appear.

1. Enter a new Title. 2. Select a new category. 3. Enter a new description. 4. To save the changes, click on the ‘Save’ button.

To disregard the changes, click on the ‘Cancel’ button.

Figure 41: Editing Installation Artifacts


Build ings L ist ing Screen

Building Information will show information entered in Data Manager at the time of package creation. If this information is found to be incorrect, work with the Inspection Coordinator to update the building details in Inspection System.

Figure 42: Installation Buildings Accordion

Adding Bui ldings

To add a building, click on the Add Building button. The Add Building popup will appear. 1. Enter the Building number. 2. Select the Associated Programs (More than one program can be selected) 3. Enter the date the building was constructed (if available) 4. Enter the date the building was last renovated (if available) 5. Enter any building notes (if any) 6. Check whether the building status is correct.

a. Active status is selected by default. 7. Click on the Save button. The building will be added successfully.

Figure 43: Adding Installation Buildings


Edit ing Bui ldings

1. To edit buildings, click on the edit link for the building that needs to be updated. 2. In the Edit Building popup window, make the updates as desired. 3. Click on the Save button.

Note: The building number and date constructed can be edited only when a building is added in Inspection System (Ad Hoc). If any building needs to be updated with those details, please contact your inspection coordinator.

Figure 44: Editing Installation Buildings

Inact ivat ing Bui ldings

1. To inactivate a building, click on the Edit link for the building that needs to be inactivated.

2. In the Edit building popup window, change the status from Active to Inactive. 3. Enter a reason for closure in the building notes. 4. Click on the Save button. 5. A confirmation window will appear. Click on the yes button. 6. The building will be inactivated.

Figure 45: Deleting Installation Buildings


React ivat ing Bui ldings

To reactivate a building, click on the Reactivate link for the inactive building that needs to be reactivated.

1. A popup window will appear. Click on the yes button. 2. The building will be set to active.

Figure 46: Re-Activating Installation Buildings

Adding and Delet ing an Ad Hoc Program

Users can add and delete a new Program that was not added during Package creation by selecting the Add Program and Delete Program buttons. Only ad hoc Programs that were added by Inspectors can be deleted.

Figure 47: Ad-Hoc Programs within the Dashboard

To add a Program, click on the ‘Add Program’ button. Ad hoc Programs are Programs that are added after the Inspection start date. Please contact the person who manages Programs for your Service to check that it does not already exist in the system.


1. Enter the Name of the Program 2. Select a Program Type from the drop down 3. To add the Program, click on the ‘Save’ button 4. To cancel adding the Program, click on the ‘Cancel’ button

Figure 48: Adding Ad Hoc Programs

To delete a Program, click on the enabled Delete Program button. The Delete button will only be available if there is an Ad Hoc Program present in the current package. Only the Ad hoc Programs that were added after the Inspection has started can be removed. Select an Ad hoc Program to remove from the Inspection.

1. Click on the ‘Delete Program’ button and a Delete Program screen will appear 2. Select a Program to Delete 3. Click on the ‘Delete’ button to delete the Program 4. Click on the ‘Cancel’ button to keep the Program

Figure 49: Deleting Ad Hoc Programs


Program Strengths

The Dashboard view provides features for Inspectors to enter Program level strengths that will be used for reference when the Inspection Lead is creating the IC Outbrief. To access the Program Strengths, select a Program in the Inspection list. The Program Details screen will automatically open to the Program Strengths tab.

Figure 50: Program Strengths Accordion

Adding P r o g r a m Strengths

Inspectors can create new Strengths manually or select them from the Program Strength Library. Below are instructions on the different options to add Strengths

1. Click on the ‘ Create’ button as shown below

Figure 51: Adding Program Strengths


2. Select one of the available Subjects from the Subject drop down in the Program Strength.

3. Select one of the available Strengths from the Strength drop down in the Program Strength.

4. Click on the ‘Save Strength’ button and the selected Strength will be added to the Strength text field in the Program Strength.

5. Alternately, click on the ‘Customize Strength’ button and the Program Strength will be added to the “Customize a Strength” text field to add or edit the Strength.

6. When linked programs are included in the inspection, there will be an additional required step to select programs associated with the program strength.

• By default, all associated linked programs are pre-selected. 7. Click on the ‘Save’ button and the Program Strength will close and the Strength(s)

will be added to the Program Strengths list. 8. Click on the ‘Cancel’ button and the system will prompt the user with the following

message: “If you have made changes, you will lose them. Are you sure you want to Cancel?”

• Click OK and the Program Strength will close, and the Strength(s) will not be added to the Program Strengths list.

• Click Cancel and the prompt will close, and the user will return to the add Program Strength(s) screen.

Figure 52: Program Strengths Form

Note: Program Strengths added here will be listed out in Draft Program Level report, Final Program Level report, and Corrective Actions Report. Editing P r o g r a m Strengths

Inspectors can edit Strength(s) in the Program Strengths or from the Program Details screen. Below are instructions on the different ways to edit Strengths.

1. Click on a Strength and make any necessary changes. 2. Click on the ‘Save’ button and the Program Strength will close and the Strength(s)

will be added to the Program Strengths list. 3. Click on the ‘Cancel’ button and the Program Strength will close and the Strength(s)

will not be added to the Program Strengths list.


Figure 53: Editing Program Strengths

Removing Program Strengths

Inspectors can remove Strength(s) from the list of Program Strengths. To do this follow the below steps: Select the check box next to the unwanted Strength(s). Click on the ‘Remove’ button. The selected Strength(s) will be removed from the list.

Figure 54: Deleting Program Strengths


Program Comments

The Program Comments section at the Program level displays all comments added by Inspectors to the Program. To view the Program Comments, follow the below steps:

1. Click on the Program title in the Inspection list. 2. Click on the Comments section in the Program details screen.

Figure 55: Program Comments Accordion

To add comments to the Program, follow the below steps: 1. Click in the Comments text box and enter the desired text. 2. Click on the ‘Save’ button below the text box. 3. Click on the ‘Cancel’ button and the comment will not be saved.

Note: These comments do not appear on any reports. They are informal notes for the Inspectors’ use. Program Level Art i facts

Inspectors can add, open and remove Artifacts at the Program level from the Artifacts tab. To access the Program Artifacts, follow the below steps:

1. Click on the title of a Program in the Dashboard view. 2. Click on the Artifacts section in the Program Details screen.


Figure 56: Program Artifacts Accordion

Opening Program Level Art i facts

To open any listed Artifacts, follow the below steps: 1. Select an Artifact by clicking on the File Name from the Artifact list. A popup window

will appear. 2. In the popup window, click on the ‘Open’ button.

Figure 57: Adding Program Artifacts


The user can also open any Artifact, reference document or other document used in your Inspection Package by locating it and selecting it in the Library. Adding Program Level Art i facts

To add an Artifact to a Program, follow the below steps: 1. Click on the ‘Add Artifact’ button in the Artifacts section. An “Add Artifact” screen will

appear. 2. In the “Add Artifact” screen, enter a Title for the Artifact. 3. Select a file by clicking on the ‘Browse’ button. 4. Select an Artifact Category. 5. Fill in the Artifact Description. 6. Click on the ‘Save’ button. The Artifact will be added to the list of files in the

Artifacts tab.

Figure 58: Add Artifact Form

Edit ing Program Level Art i facts

Inspectors may edit the Title, Description or Category of an Artifact. To edit an Artifact Title, Description or Category, follow the below steps:

1. Click on the Title in the Artifact list. The Edit Artifact screen will appear. 2. Enter a new Title. 3. Select a new Category. 4. Enter a new Description. 5. To save the changes, click on the ‘Save’ button. 6. To disregard the changes, click on the ‘Cancel’ button.


Figure 59: Edit Artifact Form

Delet ing Program Level Art i facts

To delete an Artifact, follow the below steps: 1. Select an Artifact by clicking on it from the Artifact list in the Artifacts section.

Click on Delete for each Artifact to delete the Artifact.

Figure 60: Deleting Program Artifacts


Inspection Setup

Designat ing a Setup Inspector or Program Lead

Programs must go through a setup process before an Inspection can begin. Each setup process should be performed by only one Inspector, typically your Program Lead. It is highly recommended that one Inspector completes the setup of a Program, combining information from other Inspectors. WARNING: If more than one Inspector is engaged in setup tasks for the same Program, duplicates in data may result. It is highly recommended that only one Inspector completes the setup process to avoid unnecessary conflicts in data. Setup Overview

Inspections include one or more Installation Programs. Prior to conducting the Inspection, most Programs will require some amount of information to be verified. Programs require Program-specific information and Oversight and Accreditation information to be verified by the Inspectors on site, and documented in the CYP-IMS application, in order to establish the Inspection requirements and finalize the Inspection Criteria. A user can access the setup features by clicking the ‘Setup’ button on the Dashboard for the Program the user wishes to set up. See the individual Setup sections below for more details on starting an Inspection for each type of Program.

Figure 62: Installation Dashboard

Note: Setup tab will be disabled for School Liaison program type, because School Liaison is an OSD program type that does not have Accreditation, Comprehensive dates, Enrollment and Capacity information.


Figure 63: School Liaison Setup is Grey

Note: For linked programs, enrolment information will be displayed for each of the linked programs in separate tabs and the start inspection button must be selected for each program type in order to see the Conduct and Review tabs.

Figure 64: Setup for Linked Programs

Oversight and Accreditat ion

The Oversight and Accreditation tab provides dates and information primarily used for Program accreditation information tracking purposes. The Oversight and Accreditation tab is the same for all Programs except for the FCC Program. Oversight and Accreditation data is not required to start the Inspection for a Program but is required to complete the Program Inspection. There are two sub sections in this tab: Accreditation and Comprehensive Inspection information. The Oversight and Accreditation tab is composed of the following sections:

1. Accreditation – Provides the ability to select the current accreditation status and verify accreditation agency expiration dates

2. Comprehensive Inspections – Provides the ability to verify comprehensive safety, fire and health dates


Note: 1. Accreditation and Comprehensive information are prepopulated here in Inspection

Setup at the time of package creation. 2. For linked programs, the Accreditation and Comprehensives will be provided for

each linked program. Click on the checkbox to copy the same comprehensive date down to all linked programs.

Figure 65: Oversight and Accreditation Screen

Accreditat ion

Note: Inspection Setup fields such as Accreditation, Comprehensive Fire, Safety, Health and MDTI fates are pre-populated from Data Manager upon package creation The current accreditation status can be one of the following options from the drop down, Accredited, Ineligible, Not Accredited – In Progress, or Not Applicable (Youth and Service Specific Program Types Only).

Figure 66: Adding an Accreditation

To update an accreditation agency, follow the steps as mentioned below:


1. Select an Agency from the drop down. 2. Fill in the Agency Name if ‘Other’ was selected as the Agency from the drop down. 3. Select a date in the Expiration Date field. 4. Click on the ‘Save’ button to save the changes. 5. Click on the ‘Cancel’ button to disregard the changes.

Comprehensive Inspect ions

Note: Inspection Setup fields such as Accreditation, Comprehensive Fire, Safety, Health and MDTI fates are pre-populated from Data Manager upon package creation The Comprehensive Safety, Fire and Health Dates can be entered by clicking the calendar icon and selecting a date.

Figure 67: Comprehensive Inspection Fields

FCC Oversight and Accreditat ion

The Oversight and Accreditation tab for the FCC Program provides the ability to enter the Number of NAFCC Accredited Providers and to view the Percentage of Accredited Providers. Comprehensive Safety, Fire, and Health Dates can be selected by clicking the field and selecting a date on the calendar for each Provider. FCC Comprehensive Safety, Fire and Health Dates are tracked at the Home/Provider level and are required for completing the evaluation of the Program in the Inspection System.

Figure 68: FCC Oversight and Accreditation Screen


Child Development Center (CDC) Setup

CDC setup consists of the Enrollment tab and Oversight and Accreditation tab. The different parts of setting up a CDC Program are detailed below. CDC Enrol lment

Each CDC Program requires entering of Enrollment numbers before an Inspection can be performed. Enrollment must be entered for all classrooms and the Enrollment of classrooms with an Inspection type of ‘Full’ cannot be zero. Enrollment can be changed at any time of the Inspection directly from the setup grid for all classrooms except mixed age groups. Mixed age group classrooms will total all of the Enrollments for each age group in that classroom.

Figure 69: CDC Enrollment Screen

Adding a Classroom

To add new classroom to the Inspection, click “Add Classroom” in the lower left corner of the Setup view in the Enrollment tab. An “Add Classroom” screen will display. *Note: The Classroom Name must be unique within each program regardless of the Age Group, Inspection Type or Classroom Status.


Figure 70: Adding a Classroom

1. In the “Add Classroom” screen, fill in the name of the new classroom in the Classroom field

2. Select an Age Group from the drop down 3. Enter the Capacity in the Capacity field 4. Select an Inspection Type (Full, Partial or N/A) from the drop down

Select a Classroom Status from the drop down. Classrooms with a status of Closed will automatically change the Inspection Type to N/A. Edit ing a Classroom

To enter/change the classroom information, click on the Age Group name in the Enrollment Tab.

Figure 71: Editing a Classroom


Deleting a Classroom

If a classroom that has been added by an Inspector needs to be removed from an Inspection for any reason, Inspectors can delete this classroom in the CYP-IMS application. NOTE: Only the classrooms that have been added by the Inspector can be deleted from the Inspection System.

Figure 72: Deleting a Classroom

To delete an added classroom: 1. Mark the check box in the Select column for the desired classroom(s)

Click on the Delete Selected Classroom(s) button. A warning message will appear asking “Delete selected Classroom? This action cannot be undone.”

Figure 73: Deletion Verification Pop-Up

Starting the Inspect ion for CDC Classrooms

Once Setup has been completed in all areas, click on ‘Start Inspection’ in the Enrollment tab. This will create the Criteria for the final list of classrooms entered. Note: For linked programs, the start inspection button must be selected for all linked program types within the same linked inspection. For more guidance on how to inspect linked programs, please click here to access the training webinars on linked programs.



If there are 15 or less classrooms in the Program that is being inspected and each age group does not have at least 1 full inspection, OR if the number of classrooms being inspected is greater than 15 and does not have at least two Full inspections for each age group a popup message will appear:

Figure 74: Inspection Setup Notice

When the ‘Start Inspection’ action is completed the Start Inspection button will be replaced with an Edit Inspection Setup button. NOTE: When an Inspector clicks Start Inspection, the Program cannot be edited or altered except for the Enrollment and Capacity. To make changes to the Classroom Name, Age Group, Inspection Type, Classroom Status, or to delete a classroom, an Inspector will need to click on the Edit Inspection Setup button to return the Program to an editable state. WARNING: Editing the classroom’s Age Group, Inspection Type, or Classroom Status after the Inspection has started will erase all Inspection data including any Findings or evaluations made in the Conduct view for that classroom. WARNING: When Starting/Editing an inspection a validation will appear stating, “Note: Any additional Admin or Facilities should be added prior to starting the inspection.” To ensure that the user is aware of the conditions before beginning their inspection.


Family Childcare (FCC) Setup

Setup for FCC Programs requires Provider data to be entered, and for accreditation data to be reviewed, updated, and verified. FCC Setup can be accessed from the Dashboard by clicking on the Setup button next to a FCC Program in the list of Programs.

Figure 75: Installation Dashboard

Entering FCC Provider Information

Inspectors will need to enter the number of Providers and Enrolled Children by Age Group for the FCC Program. Counts for the Active Providers, In-Process Providers, Licensed Providers, Affiliated Providers, and Enrolled Children by Age Group should be entered into the appropriate fields on the Providers tab.

Figure 76: FCC Setup Screen


If the Family Child Care Program does not have any current active Homes, then enter ‘0’ for the number of Active Providers and follow these instructions on how to Start an Inspection. CYP-IMS will calculate the minimum number of Providers that need to be inspected and display that number as the ‘Required # of Providers’. If there are less than 3 active Providers, then the required number of Providers will equal the same number as the active Providers. If there are 3 or more active Providers, the required number of Providers will equal minimum of 3 or 10% of the active Providers. Adding a FCC Provider

When a FCC Program is created it will have no pre-existing Providers listed. If the Required # of Providers is greater than zero, a Provider must be added by an Inspector before a FCC Program’s Inspection can start.

To add a Provider:

Figure 77: Adding a Provider from Setup Screen

1. Click on the Add FCC Provider button 2. Fill in the Provider Name field 3. Fill in the Provider Number field 4. The Provider Display Name is auto generated from the first three letters of the

Installation, then the two-digit fiscal year of the Inspection and then the Provider number

5. Select the Provider Certification Date 6. Fill in the Provider Coordinator Name field 7. Fill in the Provider License Number 8. Click on the Save button to add the FCC Provider 9. Click on the Cancel button to cancel adding the Provider


Figure 78: Adding a Provider Form

Deleting a FCC Provider

To delete a FCC Provider:

Figure 79: Deleting a Provider

1. Mark the check box in the Select column for the Provider(s) 2. Click on the Delete Selected Providers button. A warning message will appear asking

“Delete selected Providers? This action cannot be undone.” 3. Click on the OK button to delete the selected Provider(s) 4. Click on the Cancel button to cancel deleting the Provider(s)


Figure 80: Deletion Verification Popup

Start ing the Inspect ion for FCC Program

Once you are finished with all Setup areas, click Start Inspection on the Providers tab. A warning message will appear asking “Are you sure you want to start the Inspection?”

Figure 81: Popup to Start the Inspection

Clicking Yes will create the Criteria and Components for the final list of Providers entered. When the ‘Start Inspection’ action is completed the ‘Start Inspection’ button will be replaced with an ‘Edit Inspection Setup’ button. NOTE: When an Inspector clicks ‘Start Inspection’ and the button is replaced with an ‘Edit Inspection Setup’ button, the Program cannot be edited or altered in any way except for the Licensed Providers and Affiliated Providers. To make changes to any of the Inspection required fields, an Inspector will need to click on the ‘Edit Inspection Setup’ button to return the Program to an editable state. WARNING: Editing Provider information in the Setup view AFTER an Inspection has started will erase any Inspection data and/or Findings.


SAC and Youth Setup

Setup for SAC or Youth Programs requires several setup data sections to be verified. For SAC Programs, the Enrollment, and Oversight and Accreditation tabs that should be reviewed before starting the Inspection.

Figure 82: SAC Setup Tabs

For Youth Programs, there will be a Programs, Registered Users, and Oversight and Accreditation tabs that should be reviewed before starting the Inspection.

Figure 83: Youth Setup Tabs

Programs

Program information is required for all Youth Program Types. At least one Sub-Assignment (Program) should be selected. Enter the Program data by selecting the checkboxes next to each Program to inspect. Click Save to save the Programs to Inspect.


Figure 84: Youth Programs Screen

Enrol lment

Enrollment data is required for SAC Program Type in order to complete inspections. Enter the Enrollment data for each SAC Component. Once Enrollment data has been entered for each item in the list, click on the Save button.

Figure 85: SAC Enrollment Screen


Registered Users

For the Youth Programs, Registered Users are defined by age group. Enter the Registered Users data into each of the age specific rows. Once the Registered Users have been entered for each row, click on the Save button.

Figure 86: Youth Registered Users Screen

Starting an Inspect ion for SAC & Youth Program Types

Once you are finished with all Setup areas, click “Start Inspection” on the first tab: Programs tab for the Youth and SAC/Youth Program Types or Click on the Enrollment tab for SAC Programs types.

Figure 87: Popup to Start the Inspection

NOTE: the Yes button will create the Criteria and Components for the final list of Assignments and Sub-Assignments. When the Start Inspection, action is completed the “StartInspection” button will be replaced with an “Edit Inspection Setup” button. NOTE: When an Inspector clicks “Start Inspection” and the button changes to say “Edit Inspection Setup”, the Program cannot be edited or altered in anyway except for the Registered Users for Youth Programs. To make changes to any of the Inspection required fields, an Inspector will need to click on the “Edit Inspection Setup” button to return the Program to an editable state.


Custom and 24 / 7 Centers Setup

A Custom and 24/7 Center Program always has the conduct view enabled and the Inspection marked as started.

Figure 88: 24/7 Enrollment Screen

However, Inspectors may enter Full Time and Part Time Enrollment data for different Age Groups within the Custom and 24/7 Center Setup view. To update the Full Time and Part Time Enrollment for the different age groups, click in the Full Time and Part Time fields for each age group and enter the observed Enrollment(s). Once complete, click on the Save button.


Setup Complete

Once the Setup has been completed for a given Program, the dashboard will update to reflect the data entered during the Setup process. Each Program can be expanded in the Dashboard view to show the Inspection content and status. To review an Inspection status, follow these steps:

1. Click on the arrow next to the Installation name in the Dashboard. 2. Click on the arrow next to the Program name in the Dashboard. 3. Click on the arrow next to each Assignment name in the Dashboard to be

reviewed. Review the available data for each assignment in the appropriate columns.

Figure 89: Installation Dashboard when Setup is Complete


Conducting an Inspection

Once Setup is completed for a given Inspection Program, the Conduct functionality becomes available for that Program. The Conduct view is the same for all Programs. Each Program will have a unique set of Criteria, Components, Reference Documents and assignments.

Inspectors can access the Inspection conduct function of CYP-IMS application through the Dashboard by clicking the Conduct button. Alternately, the Conduct view can be accessed by clicking the Conduct Tab from within Setup.

Figure 89: Conducting an Inspection

NOTE: 1. The Conduct button and tab will only be available once the Start Inspection

button has been clicked in the Setup view except for the CYP, Custom, and 24/7 Centers Programs.

2. For linked programs, the start inspection button must be selected for each of the linked program types in order to see the Conduct and Review tabs

The Conduct view is where the actual Inspection results and Findings are recorded and documented. Inspectors can view assignments through the Filters. All the Criteria and Components for the selected assignment are displayed in the Conduct view.

Figure 90: Conduct Screen Filters


When an assignment is selected through the filters, click on the Filter button to display the data on the evaluation panel.

Criteria and Components can be accessed either by clicking the Expand All button at the top of the display, or by clicking individual items in the Criteria column to expand and collapse the selected Sections, Subsections, and Criteria.

Figure 91: Expansion Buttons on Conduct Screen

Evaluat ing Components

In every Inspection Package, all Components for all Assignments must be evaluated in order to complete the Inspection. Each Component must be marked with a Met, Not Met, N/A or N/O evaluation.

Figure 92: Component Statuses

NOTE: The N/A and N/O options are only available for Components that have been set as such in CYP-IMS Criteria Manager. To mark a Component with an evaluation, follow these steps:

1. Select an Inspection Assignment and Sub-Assignment in the filters. 2. In the Component view, drill down to the Components under the Criterion. 3. Alternately, click on the Expand All button to open all item branches. 4. Click on the appropriate evaluation button for a desired Component.


Figure 93: Missing Findings when Marked ‘Not Met’

If a Component is marked as Not Met, the Component text will be bold and display “(MISSING FINDINGS)” next to the Component name until one or more Findings are entered for the Component. All Not Met Components must include a Finding to be considered evaluated. Comments and Artifacts are optional.

Alternately, Inspectors can set a Component to “Not Met” by simply adding a Finding in the Component Details screen. When a Finding is added to a Component, the Component is automatically set to “Not Met.”

If all Components under a given Criterion are marked as N/A allowable in Criteria Manager, the system will provide the option to mark a Criterion as N/A (Not Applicable). The N/A button will appear to the left of the Criterion level progress bar and will, on selection, evaluate all Components within the Criterion as N/A.

Figure 94: Completion Bar

Depending on the status of the evaluations within a N/A Criterion the results may differ: • If all Components within a N/A allowable Criterion are individually selected as

N/A, the Criterion level N/A will be automatically selected • If the N/A Criterion button has already been selected and is then unselected,

the evaluated Components within the Criterion will become unevaluated • On selection of Criterion level N/A button, if the Criterion contains Components

with the evaluation of Met, the system will change the Components’ evaluation to N/A

• On selection of Criterion level N/A button, if the Criterion contains Components with the evaluation of Not Met, the system will change Components’ evaluation to N/A


o If the Not Met Component has one or more Finding(s) associated to it, the system will remove the Finding(s) from that Component

• On selection of Criterion level N/A button, if the Criterion contains Components with the evaluation of Not Observed (N/O), the system will change Components’ evaluation to N/A

• After the N/A Criterion button has been selected, if the evaluation of any of the Components changes from N/A to Met, Not Met or N/O, the N/A button at Criterion will be deselected

Reviewing Component Details

The Component Details screen can be accessed by clicking on the name of any Component.

Figure 95: Component Detail Screen


In the Component Details screen, Inspectors have access to detailed information related to the selected Criterion or Component, including Description, Intent, Method Guidance, Inspector Notes, Program Notes, and any related Reference Documents that are available. The user can view and add Artifacts, view associated Checklists and Extensions.

When inspecting with linked programs, the programs associated to the finding is displayed within the Component Details screen.

Figure 96: Findings Section in Component Details Screen

Related References

If a Criterion or Component has any related Reference Documents, Inspectors can review the References by clicking on the Reference Document title.

F indings

Whenever a Component is evaluated as Not Met, or if a provider did not identify the deficiency for FCC Program Types, one or more Findings must be added to the Component through the use of the Finding in the Component Details screen.

Figure 97: Adding a Finding


Adding Findings

Inspectors can manually add Findings or add Findings from the Component Finding Library. Below are instructions on the different ways to add Findings. Note: Common Findings from OSD will display an ‘(OSD)’ tag at the end of the finding name

1. Click on the Create button from the Findings accordion. 2. The ‘Add Component Finding’ screen opens 3. Select one of the available Findings from the ‘Findings’ drop down 4. Select applicable buildings based on the selected program

a. Note: Buildings selected here will be listed in the inspection reports

Figure 98: Adding a Finding Form

5. For linked programs, there will be an additional required step to select the programs that are associated with the finding.


Figure 99: Adding a Finding for Linked Programs

6. Click on the Save button and the selected Finding will be added to the Component Finding

7. Alternately, click on the Customize Finding button and the Common Finding will be added to the ‘2. Customize a Finding…’ text field to add or edit the Finding.

8. Click on the Save button, and the selected Finding will be added to the Component Finding

9. Clicking the Cancel button, the Component Finding will close and the Finding(s) will not be added to the Component Findings list

To enter Component Finding(s) for the FCC Programs, follow these steps:

1. Respond to the question “Did the Program Administrator identify the deficiency?” and select Save. • If the response is ‘Yes’ continue to step 3 • If the response is ‘No’ continue to step 4.


Figure 100: Adding a Finding for FCC Programs

2. Click on the Create button from the Findings accordion. 3. The add Component Finding screen opens 4. Select a Finding Type from the “Finding Type” drop down in the Component Finding 5. Select one of the available Findings from the “Finding” drop down in the Component

Finding 6. Click on the Save button and the selected Finding will be added to the Component

Finding 7. Alternately, click on the Customize Findings button and the Common Finding will be

added to the ‘2. Customize a Finding…’ text field to add or edit the Finding.

Figure 101: Customize Finding Screen

8. Click on the Save button, and the selected Finding will be added to the Component Finding with the associated Finding Type


9. Clicking the Cancel button, the Component Finding will close and the Finding(s) will not be added to the Component Findings list

Figure 102: Findings Section after Saving

Inspectors can enter as many Component Findings as needed, either from the library, manually entered or a combination of both. Editing Findings

Inspectors can edit a Finding(s) from the Component Details screen or the Review screen. Below are instructions on the different ways to edit Findings. To edit a Finding(s) from the Component Details screen, follow these steps:

1. Once a Finding has been added to a Component, click on the Finding and make any necessary changes.

2. Click on the Save button the Component Finding will close and the Finding(s) will be added to the Component Findings list.

3. Click on the Cancel button the Component Finding will close and the Finding(s) will not be added to the Component Findings list.

Figure 103: Editing a Finding


Figure 104: Edit Finding Form

Note: For linked programs, programs associated to the finding can be modified when editing a finding in the Conduct screen

Figure 105: Edit Finding Form for FCC Program

Inspectors can edit Component Finding(s) from the Inspection System Review screen. To do this follow these steps:

1. Click on the Review button for the Program 2. Click on a Finding and make any necessary changes. 3. Click on the Save button.


Figure 106: Edit Findings Text Box

Removing Findings

Inspectors can remove Component Finding(s) from the Component Findings List. To do this follow these steps:

1. Select the check box next to the unwanted Finding(s). 2. Click on the “Delete” button in the Component Findings list. 3. A warning message will appear asking “Are you sure you want to remove the

selected items?” 4. Click on the ‘Yes’ button and the Finding(s) will be removed.

Click on the ‘No’ button and the Finding(s) will not be removed.

Figure 107: Removing Findings


Adding Inspector Comments

CYP-IMS provides Inspectors with a space for adding comments in the Findings accordion. The Comment field includes a spell check utility that assists Inspectors in correcting spelling issues. Once a comment has been entered or changed, click on the Save button. Inspector Comments will be visible during the Inspection Review by the IC and PL.

Figure 108: Adding Inspector Comment

Opening Art i facts

To open any listed Artifact, follow these steps: 1. Select an Artifact by clicking on it from the Artifacts list.

In the popup window, click on the Open or Save button.

Figure 108: Opening an Artifact


Adding Arti facts

CYP-IMS enables Inspectors to add Artifacts to any Component or Criterion via the Artifacts accordion. Artifacts can be of any form of digital file, such as photos, documents, pdf, that is included within the list of allowed file types. To access Artifacts, click on the Artifacts accordion in the Component Details view.

To add an Artifact, click on the ‘Add Artifact’ button in the Artifacts accordion within Component Details. An ‘Add Artifact’ screen will appear.

Figure 109: Adding an Artifact

1. In ‘Add Artifact’, enter a Title for the Artifact. 2. Select a file by clicking the Browse button. 3. Choose an Artifact Category from the drop down. 4. Fill in the Artifact Description. 5. Click on the Save button. The Artifact will be added to the list of files in the

Artifacts tab. Edit ing Art i facts

Inspectors may edit the Title, Description, or Category of an Artifact. To edit an Artifact’s Title, Description, or Category, follow these steps:

1. Click on the Artifact Title in the Artifact Accordion. The Edit Artifact screen will appear.

2. Enter a new Title. 3. Select a new Category. 4. Enter a new Description. 5. To save the changes, click on the Save button. 6. To disregard the changes, click on the Close button.


Figure 110: Editing an Artifact

Deleting Art i facts

To delete an Artifact, follow these steps: 1. Click on the Delete button under Action for the Artifact to be deleted. 2. A warning message will appear asking “Are you sure you want to delete this

Artifact?” 3. Clicking the OK button will delete the Artifact. 4. Clicking the Cancel button will bring you back to the Artifacts Details screen.

Figure 111: Deleting an Artifact

Accessing Checkl ists

Checklists can be accessed by following either one of the two steps 1. Click on the Checklist button in the Conduct evaluation screen. 2. Click on the hyperlinked checkmark icon on the Checklists column. The Checkmark

will be displayed only if available in the CYP-IMS Criteria Manager module.


Figure 112: Checklists from Conduct Screen

Adding Ent i t ies to a Checkl ist

To add an Entity, follow these steps 1. Select the Checklist Name in the dropdown filter. 2. Click on the Add Entity button. 3. Enter the Entity name in the popup window. 4. Click on the Save button.

Note: The Checklist cannot be evaluated unless at least one entity has been added. The Entity name has to be unique per Checklist and cannot have any special characters. For linked programs, select the program and then checklist to start evaluating the checklist.

Figure 113: Adding Entity to a Checklist

When inspecting with linked programs, a program must be selected from the programs filter in the checklist screen before adding any entities. By default, a program will be already selected.


Figure 114: Adding Entity to a Checklist for Linked Programs

Edit ing Ent i t ies in a Checkl ist

To edit an Entity, click on the hyperlinked entity name on the checklist evaluation panel. This will display a popup window where you can edit the entity name. Click on the Save button to save the changes or click on the Cancel button to discard those changes.

Figure 115: Editing Entity in a Checklist

Delet ing Ent i t ies in a Checkl ist

To delete an Entity, follow these steps 1. Click on the hyperlinked Entity name in the Checklist evaluation screen. 2. Click on the Delete button on the Edit Entity popup window. 3. Click on the Yes button on the Delete confirmation window. This will remove the

Entity and its associated data. To discard the delete, click on the No button on the Delete Confirmation window. This will retain the Entity within the Checklist and will direct you back to the Checklist evaluation panel.


Figures 116 and 117: Deleting an Entity in a Checklist

Evaluat ing the Checkl ist Components

The Checklist evaluation panel will display the evaluations, i.e. Met, Not Met, N/A, N/O based on the options selected when creating the Checklist in the CYP-IMS Criteria Manager. Clicking the respective evaluation checkbox will record the evaluations. For instance, click on the checkbox underneath the Met column for each entity to record the evaluation as Met and uncheck the checkbox to remove the evaluation.

Figure 118: Checklist Evaluation Statuses

When all the Checklist items are evaluated, click on the Evaluate button to record the evaluation for the Component. The following results are obtained based on the Checklist evaluations:

1. If all of the Checklist items are marked as Met, then the Component will automatically be evaluated as Met.

2. If all of the Checklist items are marked as Not Met, or at least one item is marked as Not Met then the Component will automatically be evaluated as Not Met.

3. If all Checklist items are marked as either N/A or N/O, then an evaluation for the Component must be manually added.

4. If Checklist items has a mix of Met, N/A, and/or N/O, then the Component will automatically be evaluated as Met.

The Component evaluations can be changed even after the Evaluate button is selected.


Figure 119: Checklist Entities Listing Screen

Figure 120: Checklist Evaluation Screen

NOTE: The N/A and N/O options are only available for Checklist items that have been set as such in CYP-IMS Criteria Manager. Edit ing the Checkl ist Evaluat ions

To edit the Checklist evaluations, click on the respective checkbox. This will change the evaluation. Click on the Save button to save your updates or the Cancel button to discard those updates.


Note: The Evaluate button has to be selected whenever any change is made to the Checklist. Clicking on the Evaluate button will update the Component evaluations in the Conduct screen. Adding Ent i ty Comments

To add a Comment, click on the Add Comment hyperlink. This will display a Comment popup window where you can add a Comment. Click on the Save button to save the Comment or Click on the Cancel button to discard the changes.

Figure 121: Adding Entity Comments

Edit ing Ent i ty Comments

Once comments are entered into the system, they can be edited by clicking on the comments icon next to the Component Code. After clicking the comment icon, a popup window will be displayed where you can edit the Comment and save your changes. Click on the Cancel button to discard the changes made to the Comment. Delet ing Ent i ty Comments

Select the text you want to delete in the Update Comment popup window. Click on the Delete key in your Keyboard to delete that text and click on the Save button. This will delete the comment entered.


Inspection Review

When all Components have been evaluated and prior to submitting the Program Level Report, an Inspector can review Findings, comments and Artifacts by clicking on the Inspection Review button. The Review listing screen will display the Components with Findings (editable In-line) and provides indicators for Reviewer Comments, Component Artifacts, Inspector Comments, Commander Action Items (CAI), Installation Attention Items (IAI), Repeat Finding and the username of the user who has modified the finding at last. Each of these is represented by either a blank space or an icon in their appropriate column. By clicking on the comment icon, the results will display the Not Met Reference table within the pop-up as well as any inspector comments associated to that not met reference.

Figure 122: Inspection Review Screen

When inspecting linked programs, the programs associated to the finding can be reviewed within the Review listing screen.


Figure 123: Inspection Review Screen for Linked Programs

Finding Deta i ls

Inspectors and Reviewers can view Finding details by clicking on the Component Code, Reviewer Comments Column, Component Artifact Column, and Inspector Comments column, CAI or the IAI Column. This will display the Findings Details screen.

Figure 124: Finding Details Screen


This finding details screen displays the Code, Component Name and the Findings Detail for reference. A reviewer or Inspector can check if the Finding should be a Commander Attention Item (CAI), Installation Attention Item (IAI) or a Repeat Finding.

Note: For linked programs inspection, repeat finding selection (yes/no) can be added for each of the program that was included in the same linked inspection. By default, no option will be preselected.

Figure 125: Finding Details Screen for Linked Programs

The finding details screen also displays Inspector Comments and Component Artifacts if any have been added.

If Component Artifacts are available, clicking on the icon in the Component Artifact column will display a popup with information on the Artifact. The information includes the Title, File Name, Category, and Author.

Figure 126: Related Artifacts Popup


The right side of the Findings Detail screen shows the Reviewer comments. Click on the “+Add Comment” button to add a comment.

Figure 127: Add Comment from Finding Details Screen

If there are Checklists associated to the finding, they will be visible in the Checklist section at the bottom of the Findings Detail screen

Figure 128: Checklist Section in Finding Details

Enter the comment and click Add. To remove comment, check the box in the Reviewer Comments table, click on the -Remove Comments button. Multiple comments can be removed at once. The -Remove Comment box will be disabled until a Reviewer comment is selected.

Figure 129: Remove Comment from Finding Details Screen


Reviewing Inspect ion Coordinator Comments

At any point in the process after an Inspection has started the Inspection Coordinator can review an Inspection. To review the inspection findings and comments, first select the program/linked inspection name to start the review process.

Figure 130: Inspection Review Screen

Click on the Review tab OR select the Review button for a Program from the Dashboard. The review tab will open filtered down to the Program/linked inspection name that was selected. This step will display all findings that were added during the inspection. In order to see more details regarding the finding, continue to the next step. Select the Component code To edit a Finding (Component), click on the Finding Component, edit the text with the in-line text editor and click the save button The Finding Details screen opens. Review the comment(s) in the Reviewer Comments table of the Finding details view.


Figure 131: Reviewer Comments Section of Finding Details

Submit to IC

When the Inspection has been finalized for a given Program, the Program Lead will review the Inspection and coordinate submission to the Inspection Coordinator.

The ‘Submit to IC’ button submits the Findings to the Inspection Coordinator (IC) for Review when all Components have been Evaluated (Met, Not Met, N/A, or N/O). Submit to IC is required prior to IC Approval. The Reviewer (IC) can view and review the Finding details even prior to Inspector submission.

Figure 132: Submit to IC Button on Inspection Review Screen


The “Submit to IC” button will be disabled until all Findings have been Evaluated.

NOTE: The Submit to IC button is enabled only when Conduct and Setup is completed, i.e. when all Components have been evaluated and a Finding has been recorded if the Component is marked as Not Met under the Conduct tab. Additionally, the Program should also have all of the required Setup information populated. For linked programs, when ‘Submit to IC’ button is selected, the entire linked inspection (All linked programs) will be submitted to IC.

If all Components have been responded to, the Submit to IC button will be active 1. Click on the Submit to IC Button 2. A confirmation message will appear in a pop up

Figure 133: Submission Verification Popup

3. Click Ok, the Submit to IC Button will be disabled and a confirmation message will display “The updates to the Program has been successfully saved.”

4. Click Cancel, it will close the popup without marking the report as submitted to IC

Figure 134: Review with Comments Button


5. When the “Submit to IC” process has been completed, you will see an icon with a checkmark in the PL Review column of the dashboard. For more details on the PL Review Column refer to Inspection Status Section.

Figure 135: Installation Dashboard when All Programs are Complete

Review with Comments

The next step in the reporting process involves the Inspection Coordinator/Reviewer reviewing the submitted Findings.

The Inspection Coordinator may modify or add comments to Criteria during their review. To indicate that there are comments that must be reviewed by the reporting Inspector before the report can be complete, the Inspection Coordinator will click on the Review with Comments button at the top of the Inspection Review view.

Figure 136: Review with Comments


Once an Inspection Coordinator has made comments (if necessary) and marked the report as either Approved or Reviewed with Comments, the Inspection team must review the comments (if applicable) and make any changes to the report that the Inspection Coordinator requests.

The ‘Review with Comments’ button is enabled only when there is at least one Reviewer Comment in a Program.

When the “Review with Comments” process has been completed, you will see an icon with an “i” in the IC Review column of the dashboard. For more details on the IC Review Column refer to Inspection Status Section.

For linked programs, when the ‘Review with Comments’ button is selected, the entire linked inspection (All linked programs) will be marked as reviewed. Approve

If no comments exist from an Inspection Coordinator, or once all comments made by the Inspection Coordinator have been addressed, the next step in the reporting process is to Approve the Inspection.

Inspection Coordinators may access the Report view for a submitted Inspection Program by clicking on the Inspection Review button. When the Inspection Review button is clicked, the Review view will display with the Finding data populating the list. Inspection Coordinators can then review the Findings via the tools in the Review view. Once an Inspection Coordinator has completed a review, they may approve the report by clicking the Approve button at the top of the Inspection Review view.

Figure 137: Approve Inspection


Inspection Coordinators can verify the report was approved by returning to the Dashboard and ensuring the notebook icon with a checkbox is showing up in the IC Review column.

Note: For linked programs, when the ‘Approve’ button is selected, the entire linked inspection (All linked programs) will be marked as approved.

Figure 138: Inspection Dashboard when Approved


Reporting

CYP-IMS includes the following reports: 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).

2. Checklist Report: A report of all checklist details captured from the Inspection System. The checklists were recorded by the Inspectors on various Components during their HQ Inspection of the selected Installations’ Programs by tab.

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

a. This report will list both active and temporary closure programs. 4 . 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: 5. Draft Program Level 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.

6 . IC Outbrief Report: A report generated from the Inspection System that is used by the HQ Inspection team at the conclusion of the Inspection to brief the Installation Commander about the results of the Inspections of all Programs at the selected Installation.

7. *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.

8. Home Level Report: A report generated from the Inspection System that displays all Components that were evaluated as ‘Not Met’ for in-home Providers of the selected Family Child Care (FCC) Program during the HQ Inspections.

9. Inspector Comments Report: A report generated from the Inspection System that lists all comments captured from the Inspectors during the Inspection for each Program at the selected Installation.

Reports can be accessed by clicking on the Report Manager Tab and selecting the desired report option.


Figure 139: Report Manager Screen

Inspect ion Cri teria Report

To Generate the Inspection Criteria Report 1. Click on Report Manager 2. Click on the Inspection Criteria Report 3. Follow Step 1 and filter for, Report Format, Filter the Branch, Year, Released

(Defaulted to Yes), Scoring/Points 4. Follow Step 2 and Filter for Program Type (Optional) and Assignment Category

(Optional). All Components (Defaulted to selected) or Common Components 5. Follow Step 3 Add any additional fields that should be included on the report

(Optional)


Figure 140: Inspection Criteria Report

6. Click on the Generate button. 7. CYP-IMS will display a dialog box confirming whether to Open or Save the Home

Level Report. 8. Click Open to open the generated Inspection Criteria Report.

Draft Program Level Report (PLR)

To generate the Draft Program Level Report 1. Click on Report Manager 2. Click on the Draft Program Level Report 3. Filter the Branch, Year, Region, Installation, Program, Assignment Category

(Optional), Points/Score (Optional), Inspector Comments (Optional), Home Level Findings (Optional) and Click on the Generate button.

Figure 141: Draft Program Level Report Screen

4. CYP-IMS will display a dialog box confirming that you want to Open or Save the Draft PLR.

5. Click Open to open the generated Draft PLR. The Program Level Report (PLR) is a detailed summary of the score and Findings for a specific Program. The PLR is organized into five sections: Report Title Area, Program Strengths, Program Score Summary (if applicable), Program Score Details (if applicable), Inspection Guidelines, and Findings.


Note: This report will include Programs that were inspected even if they have a current operational status of Temporary Closure or Permanent Closure. For linked programs with a shared response, this report will provide consolidated results of all of the linked programs. For linked programs without a shared response, separate reports will be provided for each linked program. For School Liaison program type, the system will automatically generate PLR report without a score. Each of these sections is described below:

1. Report Title Area - Contains information about the Inspection report, such as Region, Installation, Program, and Inspection dates.

2. Program Strengths - Displays the Program Strengths if added during the Inspection under the Inspection System module.

3. Program Score Summary - Displays the aggregate score for each key Inspection section (if applicable).

a. For linked programs with a shared response, the score will be consolidated for all of the programs that were included in the linked inspection.

4. Program Score Detail - Displays the breakout of all the scores by Section, Subsection, and Criteria (if applicable).

5. Inspection Guidelines - Describes guidelines for Inspectors including report description and instructions for completing the Finding responses.

6. Findings - Displays each Finding ordered by Section, Subsection, Criteria, and Component.

b. Buildings will be listed along with the finding text if that building was selected when adding a component finding.

7. Inspector Comments – displays the Inspector comments associated with the Finding (if applicable.)

Figure 143: Draft PLR Example

The PLR goes to the Program and Installation Management for action and retention.


Figure 144: Draft PLR Example 2

Note: Since each Finding could apply to multiple Inspection assignments within a Program, the PLR will list each assignment affected by the Finding in the title of the Finding within parentheses. Home Level Report

To generate the Home Level Report 1. Click on Report Manager 2. Click on the Home Level Report 3. Filter the Branch, Year, Region, Installation, Program and Inspector Comments

(Optional)

Figure 145: Home Level Report Filters

4. Click on the Generate button. 5. CYP-IMS will display a dialog box confirming whether to Open or Save the Home

Level Report. 6. Click Open to open the generated Home Level Report.

The Report has following sections as described below:


1. Report Title Area - Contains information about the Inspection Report such as Region, Installation, Program, and Inspection dates.

2. Component and Findings – For each Provider, displays each Component evaluated as Not Met. Displays Component Code, Component Name, and identified ‘Admin Identified’ if the deficiency is identified by the Program Administrator. Also displays the Finding(s), if recorded.

3. Inspector Comments - displays the Inspector comments associated with the Finding (if applicable.)

Correct ive Act ions Report

To generate the Corrective Actions Report 1. Click on Report Manager 2. Click on the Corrective Actions Report 3. Filter the Branch, Year, Region, Installation, Program, Assignment Category

(Optional), Points (Optional), Inspector Comments (Optional), Home Level Findings (Optional) and Click Generate.

Figure 146: Corrective Action Report Filters

4. CYP-IMS will display a dialog box confirming that you want to Open or Save the Corrective Actions

5. Click Open to open the generated Corrective Actions Report The Corrective Actions Report is organized into six sections: Report Title Area, Program Strengths, Program Score Summary (if applicable), Program Score Details (if applicable), Inspection Guidelines, Findings & Responses. Note: This report will include Programs that were inspected even if they have a current operational status of Temporary Closure or Permanent Closure. For linked programs with a shared response, this report will provide consolidated results of all of the linked programs. For linked programs without a shared response, separate reports will be provided for each linked program. For School Liaison program type, the system will automatically generate PLR report without a score. Each of these sections is described below:

1. Report Title Area - Contains information about the Inspection report such as Region, Installation, Program, and Inspection dates.

2. Program Strengths – Displays Program Strengths if created in the Inspection System module.

3. Program Score Summary - Displays the aggregate score for each key Inspection section (if applicable).

4. Program Score Detail - Displays the breakout of all the scores by Section, Subsection, and Criteria (if applicable). a. For linked programs with a shared response, the score will be consolidated for

all of the programs that were included in the linked inspection. 5. Inspection Guidelines - Describes guidelines for Inspectors including report

description and instructions for completing the Finding responses. 6. Findings & Responses - Displays each Finding ordered by Section, Subsection,

Criteria, and Component. Below each Finding is a data entry area for corrective action/Extension responses. These responses will be completed by the field once


the report is distributed after the Inspection. For repeat findings, appropriate building number will be showed. a. Buildings will be listed along with the finding text if that building was selected

when adding a component finding. 7. Inspector Comments – displays the Inspector comments associated with the

Finding (if applicable.)

Figures 146 and 147: Corrective Action Report Examples

Inspector Comments Report

To generate the Inspector Comments Report 1. Click on Report Manager 2. Click on the Inspector Comments


3. Filter the Branch, Year, Region, and Installation

Figure 148: Inspector Comments Report Filters

4. Click on the Generate button. 5. CYP-IMS will display a dialog box confirming that you want to Open or Save the IC

Outbrief Report. 6. Click Open to open the generated Inspectors Comments in Microsoft Excel.

The Inspector Comments report displays comments recorded by Inspectors for each Component that the Inspector added during the Inspection of the selected Installation by Program regardless of whether there was a Finding.

Note for Linked programs with a shared response: When a finding is associated with more than one program that share a response in the inspection system, this report will show all those selected linked programs in the programs column. The tab name will begin with 'Shared' and will include Program Types that are linked.

Figure 149: Inspector Comments Report Example

Insta l lat ion Commander ( IC) Outbr ief

Once a report has been submitted to IC, reviewed and approved for all Programs being inspected, the final step is to generate the IC Outbrief Report. To generate the Installation Commander Outbrief Report

1. Click on Report Manager 2. Click on the Installation Commander Outbrief Report 3. Filter the Branch, Year, Region, Installation, Package and Click Generate.

Figure 150: IC Outbrief Filters


4. CYP-IMS will display a dialog box confirming that you want to open or save the IC Outbrief Report.

Click Open to open the generated IC Outbrief PDF

The IC Outbrief report presents Inspection results in a summary format with Criteria outline, score summary for each Program in the Inspection, performance dashboard, Finding summaries, and Installation strengths. NOTE: For Navy users, for linked Programs that Share a Response, the score will consolidate results from all the linked programs that share a response. Linked programs that don't share a response will be displayed separately For Navy Users, the Programs Inspected slide will list programs that were inspected in the given installation. The IC Outbrief cannot be run unless all Components are checked off. The IC Outbrief is a PDF of a slide show that contains some of the following information: Continuum of Quality Flow Chart, Utilization and Wait List information, Areas Inspected (Programs Inspected for Navy), Installation Strengths, Commander Action Items, Sustaining DoD Certification information and Detailed Inspection Results.

Figure 151: IC Outbrief Example

Checkl ist Report

To generate the Checklist Report 1. Click on Report Manager 2. Click on the Checklist Report 3. Filter the Branch, Year, Region, and Installation

Figure 152: Checklist Report Filters


4. Click on the Generate button. 5. CYP-IMS will display a dialog box confirming that you want to Open or Save the

Report. Click Open to open the generated report in Microsoft Excel. The Checklist report presents the Checklist Inspection results in an unformatted Excel report. The report displays checklist details captured from the Inspection System, with a tab per checklist.

Figure 153: Checklist Report Example

Accreditat ion Report

1. To generate the Accreditation Report 2. Click on the Report Manager 3. Click on the Accreditation Report 4. Filter the Branch, Region (Optional), Installation (Optional) and Program (Optional) 5. Click the Generate Button

Figure 154: Accreditation Report Filters

6. CYP-IMS will display a dialog box confirming that you want to Open or Save the Report.

7. Click Open to open the generated report in Microsoft Excel.


Figure 155: Accreditation Report Example

CYP Inspect ion Status Report

1. To generate the CYP Inspection Status Report 2. Click on the Report Manager 3. Click on the CYP Inspection Status Report 4. Filter the Branch, Region (Optional), Installation (Optional) and Program (Optional) 5. Click the Generate Button

Figure 156: Inspection Status Report Filters

6. CYP-IMS will display a dialog box confirming that you want to Open or Save the Report.

7. Click Open to open the generated report in Microsoft Excel.

Figure 157: Inspection Status Report Example


Criteria Manager

Criteria Manager provides Inspector with a platform to view criteria for the branch of service and year. Fil ter L ist

Filter on the following to view components for the branch of service. 1. Program Type

• It is required to select a value from this filter • This drop down will display all applicable program types that are released by

the branch of service. 2. Section 3. Subsection 4. Criteria 5. Type

• OSD To view components created by OSD, choose OSD type

• Service Specific To view components created by services, choose the type as service

specific 6. Click on the Show Advanced button to filter on the following items

• Assignment Category • Program Specific

Components related to a specific program type will be displayed upon selecting yes.

• Component Scope This filter will be enabled only when program specific filter is set as

Yes. • Sub-Assignment

This filter will be enabled only when program specific filter is set as Yes Example, Classrooms for CDC program type.

• Commander Attention Item • Installation Attention Item • Not Allowed • Not Observed • Code

Component Code in format of A.1.a.1 • Keyword

7. Status • Active


Figure 158: Criteria Manager Filters

After filtering, more information regarding components will display in the listing screen. Program Type(s) Click on the component name to view more information such as method guidance, program notes etc. Note: To generate a report of the filtered results, click on the Export Results button on the listing screen

Figure 159: Criteria Manager Listing Screen


View Component Screen

After selecting the hyperlinked component, View Component screen will display General Information

• Component Name • OSD Description • Not Applicable Allowed • Not Observed Allowed • Commander Attention Item • Installation Attention Item • Tags • Component Details

o Service type (OSD vs Service Specific) o Program Types o Method Guidance o Program Notes o Inspector Notes

Figure 160: View Component Screen


Common Findings

• All findings which are commonly used by inspector during inspections can be viewed here.

Figure 161: Related Common Findings Accordion

Reference Documents • Branch of services have uploaded documents to provide more information on the

criteria and components. Click on the hyperlinked file name to view the file.

Figure 162: Related Reference Docs Accordion

Related Checklist • If Inspector used a checklist that is related to a component in question can be

viewed here.

Figure 163: Related Checklist Accordion


Appendix A: User Groups and Roles

This appendix lists each role within the Inspections and Field user groups and lists what other type of User accounts or POCs can be created or managed by each role.

• Only Field users who have been granted the “Allow Account Management” permission by a Service admin can manage user accounts within their AOR.

• View only roles for Region, Installation and Program cannot manage accounts or POCs.

Table 1: Inspections Group Roles

Role Can Create POC Accounts? Inspectors with Allow Account Management is enabled can create these roles

Inspection Coordinator

Can create Region, Installation and Program POCs

Inspector role AND Any role in the Field Group

Inspector Can create Region, Installation and Program POCs

Any role in the Field Group

Table 2: Field Group Roles

Roles Can Create a POC Account within their AOR?

What roles can they assign (if Allow Account Management is

enabled) within their AOR? Region User Can create Region, Installation and

Program POCs Installation, Program, and any field view only roles

Installation User

Can create Installation and Program POCs

Program User, Installation View only, Program User View only

Program User

Can create Program POCs N/A – cannot be assigned Allow Account Management