CYP-IMS Inspector Guide...CYP-IMS Inspector Guide October 2018 5 Introduction The Child and Youth Program (CYP) Inspection Management System (IMS) allows Inspectors and Inspection

CYP-IMS Inspector Guide October 2018 1

October 2018

CYP-IMS Inspector Guide


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

Introduction ................................................................................................................... 5

Getting Help 5 Prerequisites 5 Offl ine Upgrade Instruct ions 5

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

Logging in to CYP- IMS WBIS 7 Logging out of CYP- IMS WBIS 7

Navigation ...................................................................................................................... 8

CYP-IMS Web Header 8 CYP-IMS Offline Header 8 CYP- IMS Web Footer 8 CYP-IMS Offline Footer 9

Inspection System Home ........................................................................................... 10

Inspection Packages 10 Package Details 11 Dashboard 12 Inspection Package 12 POC Information 13 ADDING a POC 14 Editing a POC 15 Waitlist Information 15 Extensions 16 Extensions Details 17 Dashboard Details 18 Inspection Status 19 Installation Detai ls 20 Installation Findings and Strengths 21 Adding Installation Findings 21 Editing Installation Findings 22 Removing Installation Findings 23 Adding Installation Strengths 23 Editing Installation Strengths 24 Removing Installation Strengths 25 Installation Comments 25 Installation Artifacts 26 Opening Ins ta l l a t i on Artifacts 26 Adding Installation Artifacts 27 Deleting Installation Artifacts 27 Edit Installation Artifacts 28 Adding and Deleting an Ad Hoc Program 28 Program Strengths 30 Adding P rog ram Strengths 30 Editing P rog ra m Strengths 32 Removing Program Strengths 32


Program Comments 33 Program Level Artifacts 34 Opening Program Level Artifacts 34 Adding Program Level Artifacts 35 Editing Program Level Artifacts 36 Deleting Program Level Artifacts 37

Inspection Setup ......................................................................................................... 38

Designating a Setup Inspector or Program Lead 38 Setup Overview 38 Oversight and Accreditation 39 Accredi tat ion 39 Comprehensive Inspections 41 Building Information 41 FCC Oversight and Accreditation 42

Child Development Center (CDC) Setup ........................................................... 43

CDC Enrollment 43 Adding a Classroom 43 Editing a Classroom 44 Deleting a Classroom 45 Adding Admin and Facility Criteria 46 Starting the Inspection for CDC Classrooms 48

Family Childcare (FCC) Setup ................................................................................. 50

Entering FCC Provider Information 50 Adding a FCC Provider 51 Deleting a FCC Provider 53 Starting the Inspection for FCC Program 54

SAC, Youth and SAC/ Youth Setup ......................................................................... 55

Programs 55 Enrollment 56 Registered Users 56 Admin and Facility 57 Starting an Inspection for SAC/ Youth Programs 59

Custom and 24 / 7 Centers Setup ......................................................................... 61

Setup Complete ......................................................................................................... 62

Conducting an Inspection .......................................................................................... 63

Evaluating Components 64 Reviewing Component Details 67 Related References 67 Findings 69 Adding Findings 70 Editing Findings 73 Removing Findings 74 Adding Inspector Comments 74 Opening Artifacts 75 Adding Artifacts 75 Editing Artifacts 76 Deleting Artifacts 77


Accessing Checklists 77 Adding Entities to a Checklist 78 Editing Entities in a Checklist 78 Deleting Entities in a Checklist 78 Evaluating the Checklist Components 79 Editing the Checklist Evaluations 80 Adding Entity Comments 80 Editing Entity Comments 81 Deleting Entity Comments 81

Inspection Review ..................................................................................................... 82

Finding Details 82 Reviewing Inspection Coordinator Comments 84 Submit to IC 86 Review with Comments 88 Approve 89

Sync ............................................................................................................................. 91

Conflict Resolution ..................................................................................................... 93

Reporting .................................................................................................................... 94

Draft Program Level Report (PLR) 95 Home Level Report 97 Corrective Actions Report 98 Inspector Comments Report 99 Installation Commander (IC) Outbrief 100 Checklist Report 101 Systemic Findings Report 102


Introduction

The Child and Youth Program (CYP) Inspection Management System (IMS) allows Inspectors and Inspection teams to setup, conduct, review and report Inspections of CYP Facilities and Programs.

The Inspection System can be accessed from the Web-based Inspection System (WBIS) or the Offline Mobile Inspection System (MIS). This User Guide will describe the main functions and features of the Inspection System that will be used by Inspectors and provide step-by-step instructions to navigate through them.

Gett ing Help

For questions about this manual or using the system, please contact the CYPIMS helpdesk via email at

[email protected] or call 855-696-2934.

The Support Desk offers 24/7 Support for the following Tier 1 Support Items: Tier 1 Support will be able to assist with Password Resets, Unlocking Accounts, and other general requests related to a common issue. Any requests that requires troubleshooting or an application expert will be escalated to the Tier 2 Support Desk. The Tier 2 Support Desk hours will remain Mon-Fri 9am-5pm EST.

The Support Desk can assist Inspectors 24/7 in the event of a critical issue that results in a work stoppage. Work Stoppage is defined as the inability for an Inspector to complete an active inspection in the system. This applies specifically to active Inspections that are being Outbriefed within the next 48 hours where there is no work around to the issue. If a workaround is available, the issue will be sent to the Tier 2 Support Desk to be prioritized during normal operating hours (Mon-Fri 9am-5pm EST).

Prerequisi tes

In order to use the CYP-IMS system, users will need the following:

• An account set up by an IMS System Administrator ([email protected]) or a fellow Service Admin from your Branch of Service.

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

Off l ine Upgrade Instruct ions

The CYP-IMS Offline has a new way to upgrade the CYP-IMS Offline application. On the desktop there is a new upgrade shortcut available labeled, ‘Upgrade CYPIMS Offline’.

Note: If this button is not available please contact N94s and request to have the Offline upgrade button installed:

1. Contact 1-877-788-0755 2. Select option 2 3. Select option 1 for IT Enterprise Support.

Instructions NOTE: Please sync any offline changes that have been made before upgrading.

1. After logging into the machine, unlock the T: Drive 2. Double click on the Upgrade button. A popup will appear asking, ‘Would you like to upgrade CYP-IMS

Offline to version X.XX [y/n]?

a. Within the popup type and press

mailto:[email protected]



3. Another question will pop up warning if you have not yet synced your changes and provide an option to quit and sync before proceeding.

a. Within the popup type and press

. 4. On completion, the message, ‘Starting CYP IMS Offline. Please wait…’ will be displayed followed by,

‘Press any key to continue’. This will indicate that the update was successful. Click and the offline system will start.


Login and Logout

Logging in to CYP- IMS WBIS

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

Logging out of CYP- IMS WBIS

To Logout from CYP-IMS, users will click on the arrow next to their name on the top right corner of the screen and select Logout.

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


Navigation

CYP-IMS Web Header

1. Title – Child and Youth Inspection Management System (CYP-IMS)

2. Username – Shows the first name of the user that is logged into the system

CYP-IMS Off l ine Header

1. Title – Child and Youth Inspection Management System – Offline

2. Username – Shows the name of the user that is logged into the system

3. Connectivity indicator – Indicates whether you are connected/disconnected to the internet

CYP- IMS Web Footer

1. Support – Provides contact information of the support desk

2. CYP-IMS Central – Provides the link to MCC Central where user guides, release notes and training materials are found

3. About – Provides information about the version of the system and the last login date and time for the user

4. eLibrary – Provides access to the Navy Child and Youth Programs E-Library.

5. FOIA – Provides access to the Department of Navy Freedom of Information Act.

6. Privacy Policy – Provides the Privacy and Security notice of the Child and Youth Programs Inspection Management System

7. Accessibility/Section 508 – Provides access to the Department of Defense (DoD) Accessibility Link

8. External Links Disclaimer – Provides a disclaimer notice on the appearance of the hyperlinks


CYP-IMS Off l ine Footer

About – Provides information about the version of the system.


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.

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.

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 be Out-briefed

In the Offline tool, two additional columns as listed below will be available as well as a ‘Refresh’ button. Clicking on this button refreshes the Package List for the selected Branch of Service, Year, Region, and Installation

1. Last Downloaded Date – The date on which Inspection Package was downloaded to Offline

2. Last Sync Date - The date on which Inspection Package was last Synced with the WBIS.


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.

When in the Offline tool, if the Package has NOT been downloaded to the local environment, the popup window will display ‘Download’ and ‘Close’ button. Clicking on ‘Download’ button will download the Package and all the Criteria associated with the Programs within the Package. ‘Close’ will just close the popup window.


On the other hand, if the user is in the Offline tool and the Package has already been downloaded to the local environment, the popup window will display ‘Open’, ‘Sync’ and ‘Close’ buttons. Clicking on Open will open the Package dashboard screen. Sync will sync up the changes done when in offline tool up to the server. More details on Sync are given below. Close will just close the popup window.

Dashboard

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

When you select an Inspection Package, the Package Details will display in the Dashboard tab.

Inspect ion Package

Within the Inspection Package the user will see the following tabs:

1. Dashboard – Provides a status overview of an Inspection broken down by Programs


2. POC – Provides the ability to review, edit, delete and add Points of Contacts for the Installation or Programs

3. Waitlist – Provides the ability to add the total waitlist for the Installation

4. Extensions – Provides the Extensions submitted/issued for the Installation

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.

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.

POC Information

Users can review, edit, delete and add Points of Contact via the POC tab located on the Dashboard view.


ADDI N G a POC

To add a new POC click on the ‘Add New POC’ button.

1. Select a Contact Type from the drop down

2. Select a Program from the Program drop down. (Only available if Program Level POC is selected for Contact Type)

3. Enter a Contact First Name

4. Enter a Contact Last Name

5. Enter a Building Number(s). (Only available if Program Level POC is selected for Contact Type)

6. Enter a Contact Position

7. Enter an Email in the format [email protected]

8. Enter a Phone Number in the format ###-###-####

9. Enter a DSN in the format ###-####



10. Select a status from the drop down

11. Click on the ‘Save’ button and the new POC will be added to the POC list

12. Click on the ‘Cancel’ button and the new POC will not be added to the POC list

Edit ing a POC

To edit a POC, click on the POC to be edited.

1. Make updates as needed

2. To save the changes, click on the ‘Save’ button

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

Wait l ist Information


To review and verify Waitlist data, click on the Waitlist tab. Inspectors are able to enter/update the Waitlist information for: Infant, Pre-Toddler, Toddler, Preschool and School Age groups. Once the waitlist information is entered click on the ‘Save’ button.

Extensions

Extensions tab displays the extensions submitted/issued for the Installation from Data Manager. Data Manager is another module within the CYP-IMS and is only available via the web.

1. Program Name – Name of the Program where Extension was submitted/issued

2. Extension Type – Type of Extension: OSD Waiver, Service Extension, or Service Exception

3. Action – Action taken by the facility, blank if not available

4. Mitigation Details – Steps taken to mitigate the Finding extension was issued for, blank if not available

5. Expiration Date – Expiration date of the extension

6. Status – Current Status of the extension


Extensions Detai ls

To display details for an Extension click on the Extension Type from the Extension listing screen of the Inspection Package. The Extension Details Screen will display the following fields:

1. Program Name – Name of the Program where Extension was submitted/issued

2. Extension Type – Type of Extension: OSD Waiver, Service Extension, or Service Exception

3. Extension Status

4. Is there an Estimated Completion Date? (Yes/No)

5. Action – Action taken by the facility, blank if not available

6. Mitigation Details – Steps taken to mitigate the Finding extension was issued for, blank if not available

7. Expiration Date – Expiration date of the extension

8. Associated Components - Component Year, Component Code, and Component Name associated to the Extension for a given year.

9. Associated Components for the years prior to the use of CYP-IMS. - Component Year and Component Code(s) associated with the extension from prior years.

10. Attachments: associated with the Extension. o Attachment Name – Clicking on the Attachment Name will open the attachment file for the user

to view or Save on their tablet

o Date Uploaded

o Uploaded By


Dashboard Detai 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.

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

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

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 of 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

a. Ad Hoc Programs - Programs that are added after the Inspection start date.

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

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 the Delete Program button

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.


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.

Instal 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.

Instal 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 Instal lat ion Findings

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).


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

Editing Instal lat ion Findings

Inspectors can edit Installation Finding(s) from the Installation section. To make this update, follow the steps below:

1. Click on a Finding and make any necessary changes.

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

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


Removing Instal lat ion Findings

Inspectors can remove Finding(s) from the Installation. To make this update, follow the steps below:

1. Select the check box next to the Finding(s) to be removed.

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

Adding Instal 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.

1. Click on the ‘Create’ button.


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

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

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

5. 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.

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

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.

1. Click on a Strength and make any necessary changes.

2. Click on the ‘Save’ button.


Removing Instal lat ion Strengths

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.

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

Instal 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.


2. Click on the Comments section in the Installation Details screen.

To add comments to the Installation follow the steps below:

1. Click in the Comments text box and enter the desired text.

2. 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.

Instal 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:

1. Click on the Installation title in the Dashboard view.

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

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

To open any listed Artifact, follow these steps:


1. Select an Artifact by clicking on the File Name from the Artifact list. The Artifact Details popup will appear.

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

Adding Instal 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.

Deleting Instal lat ion Art i facts

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


Edit Instal lat ion Art i facts

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

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

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.


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

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

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.

Adding P r o g r a m Strengths

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


1. Click on the ‘ Create’ button.

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

To manually enter a Program Strength(s), follow these steps:

1. Click on the ‘Create’ button in the Program Strengths list.

2. Click in the Customize a Strength text box shown above to enter a new strength and type in the desired text for your Program Strength.

3. Once all Program Strengths are added, click on the ‘Save’ button.


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

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.

Removing Program Strengths

Inspectors can remove Strength(s) from the list of Program Strengths. To do this follow the below steps:

1. Select the check box next to the unwanted Strength(s).

2. Click on the ‘Remove’ button. The selected Strength(s) will be removed from the list.


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.

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.

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.


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.


6. Click on the ‘Save’ button. The Artifact will be added to the list of files in the Artifacts tab.


Edit ing Program Level Art i facts

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

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


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.


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.

2. Click on Delete for each Artifact to delete the Artifact.


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.


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 three sub sections in this tab: Accreditation, Comprehensive Inspections and Building Information. The only data in the Oversight and Accreditation tab that will be pre-populated is the Building Information.

The Oversight and Accreditation tab is composed of the following sections:

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

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

3. Building Information – Provides the ability to view the building name, date of construction, date of last major renovation and building notes.

Accreditat ion

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).


To add an accreditation agency, click “Add Accreditation Agency”

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.

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To delete an Accreditation Agency:

1. Select an Agency from the list

2. Click the ‘Delete Selected Agency’ button

3. A pop up will display a confirmation message “Delete Selected Agency? This action cannot be undone.” Click ‘OK’

4. The Accrediting Agency is removed from the Agency table.

Comprehensive Inspect ions

The Comprehensive Safety, Fire and Health Dates can be entered by clicking the calendar icon and selecting a date.

Building Information


Building Information will show information entered in Data Manager by your Service’s Admin. Data Manager is another module within the CYP-IMS and is available only via the web. If this information is found to be incorrect you can work with your Inspection Coordinator and the Installation to get the data updated within CYP-IMS.

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.


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.

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.


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

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

6. Click on the Save Classroom button to add the classroom

7. Click on the Cancel button to cancel adding the classroom

Edit ing a Classroom

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

1. In the “Edit Classroom” screen, enter the observed Classroom, Age Group, Capacity, Enrollment, Inspection Type and Status

2. Click on the Save Classroom button to save the changes

3. Click on the Cancel button to disregard the changes


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.


To delete an added classroom:

1. Mark the check box in the Select column for the desired classroom(s)

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

3. Click on the OK button to delete the classroom(s)

4. Click on the Cancel button to keep the classroom(s)

Adding Admin and Faci l i ty Cr i ter ia

Users have the ability to add Admin and facility Criteria to a package for CDC Programs through the Admin and Facility tab. There will already be a General Admin and General Facility pre-populated. If the user wishes to add any new admin or facilities they can do so by clicking on the “Add an Admin” or “Add a Facility” button.


When Adding an admin or facility the user will need to add a unique name for the Admin/facility and click the save button. The only sub-assignment available in CDC Admin and Facility is the General Criteria selection.

To Edit an Admin/Facility the two conditions must be met, the inspection must not have been started/in edit inspection mode, and the Admin/Facility must have been added and cannot be the pre-populated Admin/Facility. To edit the Admin/Facility the user can click in to the name of the admin (which is bolded and underlined) and from there the user can edit the name of the Admin/Facility. If the user wishes to delete the Admin/Facility, they must select the Admin/Facility and mark it for deletion, from there they can select the “Delete Selected Admin(s)” or “Delete Selected Facilities” button


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. 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:

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.

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.


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:


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


Deleting a FCC Provider

To delete a FCC 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)


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?”

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, Youth and SAC/ Youth Setup

Setup for SAC and/or Youth Programs requires several setup data sections to be verified.

For SAC Programs, the Enrollment, Admin and Facility, and Oversight and Accreditation tabs that should be reviewed before starting the Inspection.

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

For combined SAC and Youth Programs, there will be Programs, Enrollment and Registered Users, Admin and Facility, and Oversight and Accreditation tabs that should be reviewed before starting the Inspection.

Programs

Program information is required for all Youth and SAC/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.


Enrollment

Enrollment data is required for SAC and SAC/Youth Program Types 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.

Registered Users


For the Youth and SAC/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.

Admin and Faci l i ty

The Admin and Facility tab allows Inspectors to define one or more Admin or Facility Sub-assignments to be inspected for SAC, Youth, and SAC/Youth Programs.

There will be default Admin and Facility assignment that will be created with the Package. This default assignment can have different Sub-Assignments included, but cannot deleted or renamed.

To add an Admin or Facility assignment, click on the ‘Add an Admin’ or ‘Add a Facility’ Button.

1. Provide a name


2. Select the Sub-Assignment Programs. (At least one is required)

3. Click on the Save button the assignment is added to the Admin or Facility table

4. Click on the Cancel button to cancel adding the Admin or Facility assignment

To delete an Admin or Facility assignment, follow these steps:

1. Mark the check box in the “Select” column

2. Click on the “Delete Selected Admin(s)” or the “Delete Selected Facilities” button

3. A warning message will appear asking “Are you sure you want to delete the selected Admin(s) or Facilities?”

4. Click on the OK button to delete the selected Admin(s) or Facilities

5. Click on the Cancel button to cancel deleting the Admin(s) or Facilities


Inspectors can Edit an Admin or Facility name or Sub-assignment by clicking on the Admin or Facility name. An Edit Admin or facility screen will display and entering a new name and selecting or deselecting Sub-Assignments. When finished, click on the Save button and the changes will be saved.

Starting an Inspect ion for SAC/ Youth Programs

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.


Set up notice will display a note: Any additional Admin or Facilities should be added prior to starting the Inspection. Clicking 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 “Start Inspection” 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 and SAC/Youth combined 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.

WARNING: Editing Admin and Facility assignments in the Setup view AFTER an Inspection has started will erase any Inspection data and/or Findings.


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.

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.

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


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.

NOTE: 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.

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.


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.

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.


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 in the Assignment Explorer.

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.

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.

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.

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.

Related References

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



Findings

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 accordion in the Component Details screen. To access the Findings Accordion, click on the Component title then click on the Findings accordion.


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.

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

5. 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.

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

7. 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.


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.


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

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.

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.


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 “Remove” 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.

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

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.


Opening Art i facts

To open any listed Artifact, follow these steps:

1. Select an Artifact by clicking on it from the Artifacts list.

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

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.


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.


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.


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.


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.

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.


Adding Entit ies to a Checklist

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.

Edit ing Entit ies in a Checklist

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.

Delet ing Entit 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.

Evaluat ing the Checklist 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.

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.


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 Entity 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.

Edit ing Entity 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 Entity 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) and Repeat Findings. 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-upas well as any inspector comments associated to that not met reference.

Finding Detai 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.


This 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.

The screen also displays Inspector Comments, and Component Artifacts.

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.

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


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.

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 an Inspection Coordinator’s comments, follow these steps:


1. Click on the Review tab OR select Review button for a Program from the Dashboard.

2. The review tab will open filtered down to the Program that was selected.

3. Select the Component, or an Icon for a Component.

a. To edit a Finding (Component), click on the Finding Component, edit the text with the in line text editor and click the save button

4. The Finding Details screen opens.

5. Review the comment(s) in the Reviewer Comments table of the Finding details view.


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.

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.


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

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

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.


Review with Comments

The next step in the reporting process involves the Inspection Coordinator /Reviewer to review and comment if necessary on 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.

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


Note: 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.

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.


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.


Sync

When using the Offline Tool and connected to the internet, you will have the ability to Sync to WBIS.

1. Click on the Sync Button

2. A pop up will prompt the user to sync the entire Package, and/or select one or more Programs

to sync

3. Check off the entire Package or Programs to be synced. At least one Program must be

selected.

4. Click Sync.


When the Package is downloaded or re-downloaded during the sync process it will pull the most up to

date information from the synced Programs or entire Package and update the Package List with the Last

Sync Date. NOTE: Syncing does not include notes entered via the Notes tool.


Conflict Resolution

While syncing Packages in the Offline Mobile Inspection System (MIS), if there are conflicts between your version and the server’s version, a conflict resolution screen will be displayed where you will have to

resolve conflicts in order to complete the sync process.

Figure 1: Conflict Resolution

The Conflict Resolution popup will provide the ability to resolve each conflict detected during the sync

process.

The popup will display the following information for each conflict: Record Location: [Installation] >

[Program] >[View (e.g. Setup)/Assignment (e.g. Classroom A]> [Component] and the number of conflicts

that were generated.

The popup will display the conflicting fields: [any field the user can change] along with the “My version”

(your version) and the “Server version” with the respective data inputs. You will see radio buttons for each

conflict to choose which version gets precedence over the other.

If you select ‘My version’, the system will override the server version with your response. If you select

‘Server version’, the system will preserve the version that’s on the serve and replace your input with the

server’s version.

After choosing which version you want to retain, click on the Resolve button to copy the changes to the

server.

Note: You need to select the version for all the conflicting fields before selecting the Resolve button.


Reporting

CYP-IMS includes the following reports:

1. 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.

2. 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.

3 . 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.

4 . Inspector Comments: 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.

5. 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.

Note: The reports listed below are available only in the Online Inspection Management System.

6. 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.

7. Systemic Findings Report: The Systemic findings Report provides a list of component findings recorded at the Assignment level during the inspection. It can be generated for multiple Installations and Programs.

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


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.

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.


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).

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.

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

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


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


2. Click on the Home Level Report

3. Filter the Branch, Year, Region, Installation, Program and Inspector Comments (Optional)

4. Click on the Generate button.

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


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.

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.

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).

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


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

Inspector Comments Report

To generate the Inspector Comments Report


2. Click on the Inspector Comments

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



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 or not there was a Finding.

Instal lat ion Commander ( IC) Outbrief

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


2. Click on the Installation Commander Outbrief Report

3. Filter the Branch, Year, Region, Installation, Package and Click Generate.

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

5. 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: 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, Installation Strengths, Commander Action Items, Sustaining DoD Certification information and Detailed Inspection Results.

Checklist Report

To generate the Checklist Report


2. Click on the Checklist Report

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


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

6. 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.

Systemic Findings Report

1. To generate the Systemic Findings Report


3. Click on the Systemic Findings Report

4. Filter the Branch, Year, Region, and Installation (Optional)

5. If needed Filter for the Optional Filters Program Type, Tags, and Minimum Number of Occurences


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

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

The Systemic Findings Report presents the results in an Excel report. The report displays a Summary Tab with grouped details captured from the Inspection System, and a Raw Data Tab with ungrouped details captured from the Inspection System.
