CYP-IMS Inspector Guide - MCC Central...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

CYP-IMS Inspector Guide January 2020 1

January 2020

CYP-IMS Inspector Guide


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

Getting Help 5 Prerequisites 5 Offline Upgrade Instructions 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 Inspection Package 13 Dashboard 14 Dashboard Details 15 POC Information 16 ADDING a POC 17 Editing a POC 18 Immediate/Unmet Need Information 19 Inspection Evidence 20 Evaluate Inspection Evidence 20 Adding Findings on the Inspection Evidence 22 Editing and Deleting Findings on Inspection Evidence 23 Adding Inspector comments on Inspection Evidence 24 Inspection Status 24 Installation Detai ls 26 Installation Findings and Strengths 26 Adding Installation Findings 26 Edit ing Installation Findings 27 Removing Installation Findings 28 Adding Installation Strengths 29 Edit ing Installation Strengths 30 Removing Installation Strengths 31 Installation Comments 32 Installation Artifacts 33 Opening I ns ta l la t ion Artifacts 34 Adding Installation Artifacts 34 Deleting Installation Artifacts 35 Edit Installation Artifacts 35 Buildings L ist ing Screen 36 Adding Buildings 36 Editing Buildings 37


Inactivating Buildings 37 Reactivating Buildings 38 Adding and Deleting an Ad Hoc Program 38 Program Strengths 40 Adding Prog ram Strengths 41 Edit ing Pr og r am Strengths 43 Removing Program Strengths 44 Program Comments 45 Program Level Artifacts 46 Opening Program Level Artifacts 47 Adding Program Level Artifacts 48 Editing Program Level Artifacts 49 Deleting Program Level Artifacts 50

Inspection Setup ......................................................................................................... 52 Designating a Setup Inspector or Program Lead 52 Setup Overview 52 Oversight and Accreditation 53 Accreditat ion 54 Comprehensive Inspections 55 FCC Oversight and Accreditation 55

Child Development Center (CDC) Setup ........................................................... 57 CDC Enrollment 57 Adding a Classroom 57 Editing a Classroom 58 Deleting a Classroom 59 Start ing the Inspection for CDC Classrooms 60

Family Childcare (FCC) Setup ................................................................................. 62 Entering FCC Provider Information 62 Adding a FCC Provider 63 Deleting a FCC Provider 65 Starting the Inspection for FCC Program 66

SAC and Youth Setup ................................................................................................ 67 Programs 67 Enrollment 68 Registered Users 69 Start ing an Inspection for SAC & Youth Program Types 69

Custom and 24 / 7 Centers Setup ......................................................................... 71 Setup Complete ......................................................................................................... 72 Conducting an Inspection .......................................................................................... 73

Evaluating Components 74 Reviewing Component Details 76 Related References 78 Findings 80 Adding Findings 81 Edit ing Findings 84 Removing Findings 86 Adding Inspector Comments87


Opening Artifacts 87 Adding Artifacts 88 Editing Artifacts 89 Deleting Artifacts 90 Accessing Checklists 90 Adding Entities to a Checklist 91 Editing Entities in a Checklist 92 Deleting Entities in a Checklist 92 Evaluating the Checklist Components 93 Editing the Checklist Evaluations 94 Adding Entity Comments 95 Editing Entity Comments 95 Deleting Entity Comments 95

Inspection Review ..................................................................................................... 96 Finding Details 97 Reviewing Inspection Coordinator Comments 99 Submit to IC 102 Review with Comments 104 Approve 105

Sync ........................................................................................................................... 108 Conflict Resolution ................................................................................................... 110 Reporting .................................................................................................................. 111

Inspection Criteria Report 112 Draft Program Level Report (PLR) 113 Home Level Report 115 Corrective Actions Report 116 Inspector Comments Report 118 Installation Commander (IC) Outbrief 119 Checklist Report 120 Accreditation Report 121 CYP Inspection Status Report 122


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).

Prerequis ites

• 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’.

• •

• Instructions

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

mailto:[email protected]:[email protected]


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

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.

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


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. 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.


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.


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

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 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 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

POC Informat ion

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


ADDI NG 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

mailto:[email protected]


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

3. To disregard the changes, click on the ‘Cancel’ button Immediate/Unmet Need Informat ion

• To review and verify the Immediate/Unmet Need data, click on the Immediate/Unmet Need tab. Inspectors are able to 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.

• 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. Note: The Inspection Evidence tab is available in the Online Inspection System only. In order to access the Inspection Evidence, navigate to the Inspection System (Online) module from the main navigation bar, select the package from the listing screen and click on the 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


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.


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.

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:

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. To edit the finding, click on Edit button. 7. To delete the finding, click on Delete button.


Adding Inspector comments on Inspect ion Evidence

In order to add Inspector Comments on the 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. Type text under the Comments text box 7. Click on the Save 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.


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

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).

• 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:

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 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.

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 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.

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


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.

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.

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:

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 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.

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.

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.

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.

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.

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.

React ivat ing Bui ldings

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

2. A popup window will appear. Click on the yes button. 3. The building will be set to active.

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 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


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.


• 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.


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.

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• 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.

• 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.

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.

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 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


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

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)

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

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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 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.

• For Youth Programs, there will be a Programs, Registered Users, and Oversight

and Accreditation tabs that should be reviewed before starting the Inspection.

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.


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.


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.

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.

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 training webinars on linked programs.

• Set up notice will display a note: “Are you sure you want to start 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.

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• 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.

• 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:

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.


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 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.

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.


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


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 in the Component Details screen.


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

5. For linked programs, there will be an additional step to select the programs

that are associated with the finding. This step is required:

a. By default, all linked programs will be preselected


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.

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.

Note: For linked programs, programs associated to the finding can be modified when


editing a finding in the Conduct screen

• 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 “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.

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 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.

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.


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.

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.


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.

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 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.

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.

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


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.


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.

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.


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

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

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 the inspection findings and comments, first select the program/linked inspection name to start the review process.

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

Dashboard.

2. The review tab will open filtered down to the Program/linked inspection name that was selected.

a. 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.

3. Select the Component code

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. 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


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 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.

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.

• Note: