Facility Management System for Administrators and Supervisors ~ part 1

PART 2 CONTAINS THE FOLLOWING MODULES

1. 2. 3. 4. 5. 6. 7.

PAR Review (Supervisors and Admin only) Youth Grievance Report of Suicide Precautions Report Of Special Needs FSHS Inspection Contraband Inspection Shift Report

PAR Reviews

To review a PAR incident first click the Protective Action Response (PAR) label on the dropdown menu.

Then search for the PAR using any one of the given criteria and click “Find.”

Note if you search for a youth it will list all incidents the youth has been involved in at the selected facility. If you search for a staff then it will show all incidents a staff has been involved in at the selected facility. The best way to search for a youth is to use the DJJID# so that you are sure to always find the correct youth.

Finally click “Select” next to the incident in order to begin the PAR review.

Youth Names

DJJ ID

Post PAR Interview tab

To conduct the Post PAR Interview first click “Add/Edit Post PAR Interview.”

Be sure to fill in all required data then read and respond to all questions, as they all default to “NO.”

After responding to all questions, Then click “Save Post PAR Interview.”

Medical Observations are required. If the youth is injured then the injury should be documented in this section. If the youth is not injured then it should be documented that the youth is not visibly injured nor is the youth reporting any physical concerns at the time of the POST PAR interview.

The Dropdown menu will list all youth and staff involved in the incident.

Enter the description of the injury, if there is one, otherwise document that there were no physical concerns reported or observed.

Supervisor PAR Review tab Begin by clicking on the “Supervisor PAR Review” Tab.

Then click “Add/Edit Review” at the bottom of the screen.

Fill in the review date and time, add comments, then click “Save Review” at the bottom.

PAR Instructor PAR Review

Click on the” PAR Instructor PAR Review” tab.

Then click “Add/Edit Review.”

First add the date and time. Then answer all questions and add your comments.

Finally click “Save Review” at the bottom.

Administrator PAR Review tab

Click on the” Administrator PAR Review” tab.

Click on “Add/Edit Review.”

Enter the review date/time and your comments. Then click “Save Review.”

Enter required data

Youth Management Module Youth Grievance

Select Youth Grievance

Facility Management System

Youth Grievance search options

There are 3 ways to search for grievances: 1. DJJ ID 2. Youth Last & First name 3. Date frames Once completed select “Find”

Select Youth Grievance

Facility Management System Youth Grievance

Once a search is completed the user can select an existing grievance to view or edit or the “Add” button can be selected if a new grievance is to be created.

Facility Management System Youth Grievance

1. Select your name from the Staff Name drop down box 2. Select a youth from the Youth Name drop down box (this will have all youths in census listed) 3. Completed grievance and action taken fields

Facility Management System Youth Grievance

Once all fields are entered select save. Note: There are character counters and spell checks for all narrative boxes.

Facility Management System Youth Grievance

Staff can also upload any attachment or grievance document. 1. Select Browse and a pop up window will appear. 2. Find and select your document you want to upload and select “Open”.

Facility Management System Youth Grievance

3. The document address can now be seen as ready to upload. 4. Select the “Save Grievance” button to save the attachment.

Facility Management System Youth Grievance

To view a uploaded document a user must select “Open Document” A pop up will appear to allow the user to open or save the document so they can view it.

Facility Management System Youth Grievance ~ Supervisor Review

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Start by scrolling down to the bottom and clicking Add new Review. 2. Then fill in all required fields: Supervisor name, date/time, grievable situation. 3. Fill in text boxes as needed. Each must have a minimum of 15 characters. 4. Then hit save review button.

Facility Management System Youth Grievance ~ Administrator Review 1.

Start by clicking on the Superintendent Review tab. 2. Next scroll down to the bottom and clicking Add new Review. 3. Then fill in all required fields: Superintendent Designee, date/time. 4. Fill in action taken text box as needed. Must have a minimum of 15 characters. 5. Then hit save review button.

Youth Management Module Report Suicide Precautions

Select “Report Suicide Precautions” from drop down under Youth Management.

Facility Management System Report Suicide Precautions

There are 3 ways to search for Suicide Precautions: 1. DJJ ID 2. Youth Last & First name 3. Date frames Once you have completed your desired search criteria select “Find”

User can select an existing report to view or edit or click “Add” button to create a new report. The Add will not highlight until an initial search has been completed so a user can add a new precaution.

Facility Management System Report Suicide Precautions

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Complete the fields as required/needed for your report. A Narrative with specifics is required . Ensure all dates and times are accurate. Once all fields are completed select “Save RSP” button.

Facility Management System Report Suicide Precautions

Once saved other selections become available 1. Report 2. Observation Log 3. Show Search – takes user back to search screen 4. Delete – deletes precaution inputted

Facility Management System Report Suicide Precautions

To view Suicide Precautions report Select “Report” and click on “open” for adobe document

Facility Management System Report Suicide Precautions

Above is an example of report. Users can print and sign document

Facility Management System Report Suicide Precautions

To view Observation Log Select “Observation Log” button and click on “open” for adobe document

Facility Management System Report Suicide Precautions

Above is an example of the Observation Log that staff can print.

Facility Management System Report of Special Needs

To report Special Needs select “Report Special Needs” from Youth Management Drop Down

Facility Management System Report Special Needs

There are 3 ways to search for reports of special needs: 1. DJJ ID 2. Youth Last & First name 3. Date frames Once completed select “Find

Facility Management System Report Special Needs

Once a search is completed any results will be listed. Users can select an existing report to view or edit or “Add” if a new Report of Special Needs should be created.

Facility Management System Report Special Needs

1. Select a youth from drop down box. 2. Check off special need(s). 3. Input narrative as required. 4. Select “Save”. Note: There is a character counter for text box and spell check.

Facility Management System

Report Special Needs – Special Needs Review and Assessment

Once the special need has been saved the Special Needs Review & Special Needs Assessment buttons can be selected.

Facility Management System Special Needs Review

There are 4 different Special Needs reviews. 1. Supervisor Special Needs Review 2. Administration Special Needs Review 3. Mental Health Special Needs Review 4. Medical Special Needs Review Each can be selected by clicking on the desired tab and selecting “Add.”

Facility Management System Supervisor Special Needs Review

Youth Info

Once “Add” is selected the supervisor will input date and time, select their name from drop down box, add comments, and select “save.”

Facility Management System Administration Special Needs Review

Youth Info

Once “Add” is selected the administrator will input date and time, select their name from drop down box, add comments, and select “save.”

Facility Management System Mental Health Special Needs Review

Youth Info

Once “Add” is selected the Mental Health staff will input date and time, select their name from drop down box, add comments, and select “save.”

Facility Management System Medical Special Needs Review

Youth Info

Once “Add” is selected the Medical staff will input date and time, select their name from drop down box, add comments, and select “save.”

Facility Management System Facility Inspections

FSHS Inspection [Fire, Safety, Housekeeping and Security]

Search by Staff Name or Date – FIND To enter a new one - Add

Results of Search

User can select any existing reports to view or update as needed or click add to create a new Inspection.

7 Tabs to complete Administration Intake Medical Kitchen Secure Area Building Exterior • Mods • • • • • •

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Answer YES OR NO NO requires comments Do you want to generate Maintenance Order; Supervisor Email or another email

SAVE

User can EDIT the saved inspection.

To Upload  Click on BROWSE  Find the Folder/File where document has been saved  Documents must be saved in .pdf (adobe) format

Find the folder/file

Select the document Click OPEN

REMOVE REPORT Select EDIT at bottom of page. Then select REMOVE.

Don’t forget To SAVE once Document is removed.

Facility Management System Contraband Inspections

 Must complete both Day Room and Sleeping

Room tabs.  Anything with a * is MANDATORY  Report is per shift / per Mod

Search options are Staff Name or Date Range.

Facility Management System Contraband Inspections

After search is completed, ADD button becomes enabled.

Facility Management System Contraband Inspections

User must enter Date and time of inspection, which staff completed the inspection, what shift the inspection was completed on, as well as what mod was inspected.

Facility Management System Contraband Inspections ~ Day Room Tab

• User must go down the list and answer all needed questions with a Yes, No or N/A. • All No answers require a comment of at least 15 characters. • User can decide if a Maintenance order or an e-mail notifying Supervisors of the inspection results is needed. They all default to No.

Facility Management System

Contraband Inspections ~ Sleeping Room Tab

Each sleeping room must be visually checked for contraband during each shift. Any unsatisfactory conditions should be documented as well as actions taken as a result. If a Maintenance order or e-mail to all Supervisors is needed then user can select them. They all default to No.

Facility Management System

Contraband Inspections ~WARNING MESSAGES

Be sure to check top of form for error messages. When you hit save a check looks to see if report is complete and outlines all remaining items at the top of the screen. If you wish to complete the report those items must be addressed. If you exit this report and come back later those items will still be outlined at the top of the report so user will know what needs to be documented for that report to be completed. If the system finds the report is complete then it will be marked as such automatically.

Facility Management System Contraband Inspections

Once marked COMPLETE, user can PRINT the report, by selecting the Print button.

Facility Management System Contraband Inspections

To Print, you must first VIEW.

Sample Contraband Check Report

Sample Automated Email

FMS Shift report

The Shift report is automatically started for each shift.

The report has three parts that must be completed in full before the report is considered complete. 1. Shift start 2. Security Inspection 3. Shift End *Before you complete the shift start report you will need to be sure all assignments are entered. Only Administrators will have access to add assignments to the assignment list.

FMS Shift report Adding an Assignment In order to add an assignment click the add button, then type in the description and click save. All current assignments will be listed.

FMS Shift report Editing

Assignments To edit an assignment then click select make any needed changes in the description box and then save.

FMS Shift report Deleting Assignments To delete an assignment then click select link and then the delete button. A pop up will ask you if you are sure. Once you confirm, the item will be removed from the list.

FMS Shift Report *Since the system automatically begins the report when you select Shift start you will see a list of shift reports that have been started by the system. 1. Look for the one that covers the period you wish to report on. 2. You can change the display by searching by the supervisor name for the designated shift or the date that you are looking for. 3. Once you have found the one you wish to enter data for then click select.

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FMS Shift Report The report will immediately tell users a list of what is needed to make the report complete.

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Step 1 is to click on Edit Report button.

FMS Shift Report

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1. Next user should select shift supervisor from drop down list. 2. Supervisors or Superintendent can add comments, other users can just skip that part. 3. Click Save report button.

FMS Shift Report

Shift Pass on Meeting Once you press the save button the screen changes to allow user to enter pass on meeting data. 1.

User must first scroll to the bottom of the screen and click add meeting button.

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2. Next the user can add a

list of all staff that attended the pass on meeting.

3. Check boxes allow

documentation of all items discussed during the meeting.

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FMS Shift Report

Once user checks off the items discussed then notice these feed into the minutes section, where more text can be added if needed. 1. There is also a field to document who did uniform inspections and the outcome. 2. Finally click save Meeting button.

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Once user has completed the pass on meeting data user can select the Start Counts tab 1. In order to enter data user should first click add counts button. 2. Then enter all required data remembering that they are marked with a red (*) asterisk. 3. Provide comments where needed.

FMS Shift Report Inhouse Temp is looking for youth in the population that are temporarily outside the building i.e. at the hospital with a JDO present.

Start Counts tab 1. Continue to enter all required data remembering that they are marked with a red (*) asterisk. 2. Provide comments where needed. 3. When complete click Save Counts button.

FMS Shift Report

FMS Shift Report 2.

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Once user has completed entering the counts then click on the Assignments Tab To begin click add Assignment button. Select assignment from the drop down as well as staff name. Enter key number and radio number if that applies. There is a box for any needed notes. Then click the save button. Repeat these steps for each staff.

All the assignment data will be listed at the bottom of the screen, and is editable if necessary.

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FMS Shift Report Security Inspection The security Inspection has its own search screen. Just like the shift start and the shift end report. Once user finds the time period they wish to enter they would click select.

FMS Shift Report

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Security Inspection 1. User first selects Add inspection button. 2. Add date and time of inspection as well as who completed the inspection. 3. Each item requires a Yes, No or N/A answer. If you indicate No then a comment is required.

FMS Shift Report Generate Maintenance order and Generate Another email default to No, but user can change them when needed. If user generates another e-mail then they must input the desired e-mail address. This data will automatically be forwarded to all Administrators and Supervisors at that facility. At the bottom is a text box to use as needed to document security concerns during the designated shift. When user has finished they click save inspection button.

FMS Shift Report Shift End report The shift end report has its own search screen. Once user finds the time period they wish to enter they would click select.

FMS Shift Report 1 End Counts 1. 2. 3.

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User begins by clicking Add counts button. Screen then shows all data fields. All items marked with a red asterisk(*) are required. User must update fields as needed and enter comments for proper documentation

End Counts tab 1. Continue to enter all required data remembering that they are marked with a red (*) asterisk. 2. Provide comments where needed. 3. When complete click Save Counts button.

FMS Shift Report

FMS Shift report ~ Complete

Once all the required data has been entered the incomplete column no longer reads Yes for that report.

To print at any point click the print button, and then open on the pop up.

FMS Shift Report This is what the final report looks like.