Reference Guide Module 2: Planning August 2014 Reference Guide Module 2: Planning August 2014

Washington State’s Performance Based Prevention System

Reference GuideModule 2: Planning

August 2014

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Performance Based Prevention System (PBPS)Reference Guide

Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities.

This is Module 2 of 5, Planning. In this guide you will learn how enter your Factor Planning, Objectives, Add Programs, and enter Coalition information, including Adding Participants and Groups.

Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

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At any time you can click on the icon in the bottom right corner of the page to return to the Content Guide.

Sometimes an icon will appear in the top right corner of the page you are viewing. Hover over the icon to read quick tips about the content you are viewing.


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Content GuidePlanning

Factor Planning

Objectives

Coalition

ProgramsAdding Programs

Submitting Programs


Entering Risk/Protective Factors

Submitting Objectives

Editing Objectives

Entering Objectives

Helpful Hints

Innovative/Other

Evidence-Based Practice

Environmental

Helpful Hints

Groups

Participants

Create a Group & Add to a Program

Editing Groups

Adding Participants

More Participants Options

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PlanningFactor Planning

Review your CPWI Strategic Plan Coalition Logic Model• To begin entering data into PBPS, first identify the Risk and Protective

(R/P) Factors from your Strategic Plan. These can be found in the Intervening Variable column of your Logic Model.

• All R/P Factors need to be entered into PBPS if you will be working on them in the current biennium.


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• Log into PBPS (www.kithost.net/wa)

• From your Home page select Planning

• On the next page select Factor Planning


Entering Risk and Protective Factors

http://www.kithost.net/wa

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Entering Risk and Protective Factors• If this is your first time entering R/P Factors you will select

Add, if you are adding more Factors select Edit.


EVERGREEN COMMUNITY

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Entering Risk and Protective Factors• Once you select Add or Edit, more R/P factors will appear in the

Available R/P Factors box. Highlight R/P factors you want to add, then select the arrow. To remove factors, highlight the R/P from the Targeted R/P Factors box and select the arrow.

• When you are finished select Save in the task pane.


EVERGREEN COMMUNITY

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PlanningObjectives

Review your CPWI Strategic Plan Coalition Logic Model• For all Local Conditions and Contributing Factors you will need to create

Objectives in PBPS


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PlanningObjectives

Entering Objectives• All your Goals, Objectives, Programs and Services should be

linked to the R/P factors from your Strategic Plan– The PBPS will automatically create Goals based on your

R/P factors– For each Intervening Factor, or R/P factor, entered into the

PBPS you must have Objectives• Each Objective can only be assigned to one Goal, but each Goal

may have more than one Objective


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PlanningObjectives

Entering Objectives• From your Home page select Planning

• On the next page select Goals/Objectives


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PlanningObjectives

Entering Objectives• Select the R/P Factor you want to enter Objectives for, then select Add


#1#2

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PlanningObjectives

Entering Objectives• The next page will display the Factor/Goal Information


#1Select your Objective

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PlanningObjectives

Entering Objectives• Your selected Objective will now be RED. Use the drop down lists to fill in

the blank to complete your Objective.


#2

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PlanningObjectives

Entering Objectives• After completing your Objective, select Preview Objective.


#3

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PlanningObjectives

Entering Objectives• Your new Objective will display at the bottom of the screen. If you are

satisfied select Save. If you made an error, correct any of the fields, select Refresh Objective String, then select Save.


#4

#5

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PlanningObjectives

Submitting Objectives• After Saving an Objective the below screen will appear. As

you can see, this Factor/Goal has one Objective accepted by DBHR, and a new Objective that needs to be submitted to the Prevention System Manager at DBHR. Select Submit.


ACCEPTED

SUBMIT

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PlanningObjectives

Submitting Objectives• The following pop-up message will appear. Select OK.

• At the top of the page, the PBPS will let you know you have successfully submitted your Objective. This Objective has now been sent to your PSM for approval.


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PlanningObjectives

Objective Helpful Hints


Your Objective must be approved by the PSM before you can proceed with adding Programs.

Your Primary Contact listed in your Organizational Information will receive an email from PBPS when the

PSM has accepted your Objective.

Once you Submit your Objective it cannot be edited. Make any changes before you Submit the Objective.

To Edit your Objective select the Edit button in the left tool bar on the screen. Make sure to Save your changes.

Your Objectives are used to measure Performance Based Contracting. Make sure they are accurately entered

before submitting.

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PlanningPrograms

Review your CPWI Strategic Plan Coalition Logic Model • All the Strategies & Local Implementation items you plan to implement

this biennium need to be entered into PBPS as Programs.


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PlanningPrograms

Adding Programs• Once you have completed your Objectives and they have been accepted

by your PSM, you can enter Programs. Select Planning from your Home page, select Programs, and on the next page select .


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PlanningPrograms

Adding Programs• You can add three different types of Programs:

• Highlight the type of Program you want to enter by selecting the toggle and fill in the form.


Innovative/Other;Evidence-Based Practice; and Environmental.

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PlanningPrograms


Innovative/Other Programs• Make sure Innovative/Other has been selected• Fill in all the Yellow boxes, Grey boxes are optional

Complete form

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PlanningPrograms


Innovative/Other Programs• Open the Objectives List by selecting the button and select one

of the Objectives you already entered.

SELECT

Type in program name

Fill in a description of the program

Type in Start Date and End Date (mm/dd/yyyy)

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PlanningPrograms


Innovative/Other Programs

Use the dropdown

lists to complete the

next four questions.

Select the Funding

Source and use the

arrows to move your selection to the right or

left box.

Enter your Funding

Amounts. The Total

Amount will automatically calculate for

you.

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PlanningPrograms



Click on the box if your Program aims

to reduce underage drinking.Answer the questions using the

dropdown lists.Select your answer in the dropdown lists and they will

appear in the boxes below. If

you need to remove any

selected items use the arrow.

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PlanningPrograms



Use the dropdown lists to answer

these questions. For

Implementation Type select

Replication if you are using a

program with fidelity. Select

Adaptation if you have changed the

Program in any way.

Fill in the number of expected

participants you plan to serve with

your Program.Select whether or not this Program

will have Mentoring, and add any notes if

necessary.

Select the Instrument(s) you

will be using to monitor change

over time.

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PlanningPrograms


Innovative/Other Programs• Be sure to click Save on the left side of the screen when you have

finished entering your Program

• If you have any errors in your Program entry, you will get an error message at the top of the screen like the one below. Address the issue and select Save again.

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PlanningPrograms


Evidence-Based Practice• Make sure Evidence-Based Practice has been selected• Fill in all the Yellow boxes, Grey boxes are optional

Complete form

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PlanningPrograms


Evidence-Based Practice• Open the Objectives List by selecting the button and select the

Objective.

SELECT

Your Program Name and Description will automatically fill in

Type in Start Date and End Date

Select your Program and click Apply

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PlanningPrograms



Use the dropdown

lists to complete the

next four questions.

Select the Funding

Source and use the


left box.

Enter your Funding

Amounts. The Total


you.

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PlanningPrograms









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PlanningPrograms




these questions. For

Implementation Type select

Replication if you are using a

program with fidelity. Select


Program in any way.


participants you plan to serve with

your Program.Select whether or not this Program

will have Mentoring, and add any notes if

necessary.

Select the Instrument(s) you

will be using to monitor change

over time.

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PlanningPrograms


Evidence-Based Practice• Be sure to click Save on the left side of the screen when you have



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PlanningPrograms


Environmental• Make sure Environmental has been selected• Fill in all the Yellow boxes, Grey boxes are optional

Complete form

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PlanningPrograms


Environmental• Open the Objectives List by selecting the button and select the

Objective.

SELECT

Your Program Name and Description will automatically fill in

Type in Start Date and End Date

Select your Program and click Apply

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PlanningPrograms


Environmental

Use the dropdown lists

to complete the next four questions.

Environmental will prefill for

Program Type.

Select the Funding

Source and use the


left box.

Enter your Funding

Amounts. The Total


you.

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PlanningPrograms


Environmental







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PlanningPrograms


Environmental


these questions. IOM Model Type is

pre-filled in as Universal Indirect.

For Implementation

Type select Replication if you

are using a program with fidelity. Select


Program in any way.


participants you plan to serve with your Program and

any additional notes that may be

necessary.

Select the Environmental

Strategy Category. Based on your

selection, another question will

appear asking for your Community-

based Practice Strategies. Select the appropriate

answers.

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PlanningPrograms


Environmental• Be sure to click Save on the left side of the screen when you have



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PlanningPrograms


Environmental• Once you Save an Environmental Program, a survey will open at the

bottom of the Program Submission page. You will have to complete this survey in order for your Program to be Submitted to the PSM.

Select Strategy Survey

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PlanningPrograms


Environmental

• Complete the survey questions using the answer toggles and text fields.

• Once you have completed the survey select Save in the task pane.

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PlanningPrograms


Environmental• Once the survey is complete, the Completed status line will show

100%. If this does not say 100% you will not be able to Submit your Environmental Program.

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PlanningPrograms


Submitting Programs• Once you have saved your Program and you do not need to make any

further changes you will need to Submit the Program to your PSM for approval.

• To Submit your Program, first select Save in the task pane. After you Save scroll to the top of the Program Submission page. A Submit button should be on the right hand side of the page. Select Submit.

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PlanningPrograms


Submitting Programs• PBPS will confirm that you want you want to Submit the Program.

Select OK.

• Once your Program is successfully Submitted, you will get the following message at the top of the Program Submission page.

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PlanningPrograms

Program Helpful Hints


Your Program must be approved by the PSM before you can proceed with adding Groups or Services.

Your Primary Contact listed in your Organizational Information will receive an email from PBPS when the

PSM has accepted your Program.

Editing a Program once it is Submitted is not easy, especially if you start entering Services. Make sure your

Program is complete before Submitting to avoid any issues.

To Edit your Program select the Edit button in the left tool bar on the screen. Make sure to Save your

changes.

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PlanningGroups

Creating a Group and Adding it to a Program• After entering Programs you can add Groups to allow for easier service

tracking. Each Group will have participants assigned to it, and if you assign a Recurring Service to a Group, all the Group members will be updated when the service occurs. Groups can also be modified at any time by adding or deleting participants.

• To start select Planning from your Home page, then select Programs.


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PlanningGroups

Creating a Group and Adding it to a Program• From the Program page, click on for the Program you would like to add

a Group. • On the next screen, select Add, Edit or View Groups.


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PlanningGroups


Creating a Group and Adding it to a Program

Select Add in task pane.

Enter a unique Group Name.Select your PRI (CPWI) Community Coalition Name (or Not Applicable if you are

a Tribe).

Highlight the participants in the lower box and use the arrows to move them into or out of the Selected

Participant Group. Select Save in the side task

pane when you are finished.

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PlanningGroups

Editing Groups• To Edit a Group attached to a Program, select Planning from your

Home page then Program on the next screen.

• Click , then the Program you want to edit.

• Select the button.

• Select Edit in the task pane. Use the arrows to modify the participants in the Group.

• Click Save in the task pane when you are finished Editing the Group.


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PlanningParticipants

Adding Participants• You will need to add the individuals who attend your Services

(or Programs) into PBPS as Participants. You will also need to add your Coalition Members into PBPS as Participants.

• To Add Participants, select the Implementation tab from your Home page then select Participants.


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Adding Participants• Select Add in the task pane and enter Participant information.• All Yellow boxes are required fields, all Grey boxes are

optional.


Enter Demographic Information

Mark if this Participant

will be receiving

Mentoring services, or if

they are a member of the

Coalition

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Adding Participants• Enter the Participant’s contact information


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Adding Participants• Assign the Participant to Program-Groups using the arrows.• If you have not already entered the Program-Group, you will

need to do so before you can add the Participant.


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More Participant Options• When you are finished select Save in the task pane. • To make changes to the Participant, select Edit in

the task pane. • To find another Participant entered select Search in

the task pane, then click on Select next to the name of the Participant you would like to view.

• To Delete a Participant, select Delete in the task pane. A prompt will open asking if you are sure you would like to Delete the participant. Select OK.


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More Participant Options• You may need to Encrypt Participants Names. Doing so will

remove participant identifiable information and assign a User ID.– This is a tool to assist when client confidentiality is a concern and

participants wish to remain anonymous.

• Search and Select the Participant you want to Encrypt. From the Participant Information screen, select , and then select OK in the dialogue box that appears.

• REMEMBER: You cannot unencrypt participants! So only encrypt when it is absolutely necessary.


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PlanningCoalition


Entering a Coalition• To track your Coalition activity, you will need to enter your Coalition

into PBPS as an Innovative/Other Program.• Select Planning from your Home page, select Programs, then select

Add in the task pane.

Select the Objective you

entered for your Coalition

Enter your Coalition Name

Type a description of your Coalition

Enter the dates your Coalition will be active

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PlanningCoalition


Entering a CoalitionSelect Community

Engagement/ Coalition

Development

Select Community-Based Process

Your fields should match these, but may include more Funding Sources

than SAPT

Enter your Funding Amounts: the Total

Amount will calculate for youCheck the box if your

Coalition is working to Reduce Underage

DrinkingUse the drop down

boxes to answer these questions.

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PlanningCoalition


Entering a CoalitionYou will not be able to select your PRI (CPWI) Community, so select

Not Applicable.Select the DBHR Populations you will be

servingThese fields should

match what is shown here.

These are the minimum limit you may enter.

These numbers should match your Strategic

PlanUse the dropdown box to answer this

question.

Add Coalition Assessment Tool to your Instruments.

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PlanningCoalition


Entering a Coalition

• Select Save in the task pane you are finished entering your Coalition.

• Once you have Submitted your Coalition Program and it is accepted by your PSM, you will need to add your Coalition Group to the Coalition Program.

• To learn how to enter Coalition Activities, please review PBPS Reference Guide: Module 3 Service Entry.

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For more information on using PBPS, please review the other PBPS Reference Guide Modules

Module 1: Getting StartedModule 3: Service EntryModule 4: ReportsModule 5: Billing

If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR.


Documents

Reference Guide Module 2: Planning August 2014 Reference Guide Module 2: Planning August 2014