1 welcome to the new webehrs interactive training

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WELCOME to the New WebEHRS

Interactive Training

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8:30 – 12:00 – WebEHRS Security & My Account

12:00 – 01:00 – Lunch

01:00 – 4:30 – WebEHRS Establishments, Surveys, R/C/P’s

Training Agenda

Day 1 – WebEHRS Training

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8:30 – 12:00 – WebEHRS Activities, Reference Lib, Letters, Reports

12:00 – 01:00 – Lunch

01:00 – 4:30 – WebEHRS Mobile

Training Agenda

Day 2 – WebEHRS & Mobile

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8:30 – 12:00 – Oracle Discoverer – Ad-Hoc Reporting

12:00 – 01:00 – Lunch

01:00 – 4:30 – Miscellaneous Topics & Lab Time

Training Agenda

Day 3 – Discoverer & Miscellaneous

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Overall Design and Navigation

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Welcome Screen & News Bulletins

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Header Menu Bar This will be available at the top of all search pages.

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Search Filters Users won’t have to set search filters each time. Common

searches can be saved.

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Every page will have a link at the bottom of the page that will display the contact

information for CDP Customer Support (toll free number and email) as well as links to

access Training/Instructional Documentation.

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User Accounts

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New User Account Information

Users will be notified by email when their user account has been set up. This email will contain the website, username, and a temporary password. The creating user will receive the same email as the user.

This email will be from [email protected].

Users should review the information in this email before logging into WebEHRS.

mailto:[email protected]

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New User Account Email

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The top portion of this email will provide you with the website, your username, and your password.

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The middle portion will provide instructions for the first time you login and how to access the user

manual.

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The bottom portion will contain your

account permissions. Since

account permissions could be lengthy,

please review email before printing.

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Once you have reviewed the email, you are ready to click on the link

provided in the email.

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Login Screen

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Enter the username and temporary password that you received in the email.

Click Login.

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On the first login, you will be prompted to change the temporary

password.

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Change Password Screen

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Password RequirementsPasswords must be eight (8) non-blank characters in

length not exceeding 50, and contain at least three (3) of the following types of characters:

• Uppercase letters (A thru Z)• Lowercase letters (a thru z)• Numbers (0 thru 9)• Special characters (! # $ % - _ = + < >)

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Enter the temporary password in the current password field, your new password and then enter your new

password again.

Click Change Password.

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A new message will appear to confirm that the password has been changed.

Click OK.You will be logged out and asked to log back in with your

new password.

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You can now login to WebEHRS.

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If you enter the wrong username or wrong password, you will receive the following

message.

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Failed login attempts

The system will enforce a limit of six (6) consecutive failed login attempts with the same username and will

“lock-out” the account for one (1) minute.

When the 6th consecutive failed login attempt occurs, the system will send an auto-generated email to the email

address on the user account.

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Password Expiration

Passwords will expire after ninety (90) days. If the user logs on after ninety (90) days, the user will be

automatically directed to the change password screen.

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What happens if I forget my Password?

On the Login Screen, click Forgot Password.

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Forgot Password Screen

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Enter your username and your email address.

Click Send.

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A new message will appear to confirm that the password has been sent.

Click OK.You will receive an email letting you know the new

password.

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Forgot Password Email

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The top portion of this email will provide you with your temporary password.

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The bottom portion will provide instructions for changing your password. Also provided are the email address for Customer Support and the toll

free number.

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Main Menu

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Once signed on, you will be on the Main Menu screen.

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The user’s name will always appear in the banner at the top of the window for the Main Menu.

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The Main Menu includes a series of links to each of the application modules. The user can click on these links

to take them to a particular module.

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In the middle of the page, messages will be displayed that have been posted by authorized users. Date posted

and who posted are also displayed.

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At the top of the message display, you will have controls for paging

through these messages.

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If the user is authorized to post news, a link will be provided in the

message window.

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A new window will open that will allow the user to compose a news item. The user will also have the option to set effective dates From and Thru

for news items.

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If text is copied and pasted from another application such as MS Word, “imbedded

information” will be copied into the message as well.

News Items

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Now we will start moving through the links to the different modules. First we will look at

‘My Account’.

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Each user will have a My Account page with functionality dependent on the user

role and security.

My Account Page

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My Account Page - Admin

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At the top of the My Account page you will find links that will take you to each of the modules.

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The Change My Password link allows you to change your user password.

Change My Password

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Change My Password

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Change Password

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Enter your current password in the current password field, your new password and then enter your new

password again.

Click Change Password.

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A new message will appear to confirm that the password has been changed.

Click OK.You will be logged out and asked to log back in with your

new password.

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Password ExpirationPasswords will expire after 90 days. If the user does not change the password before, the user will be redirected

to the change password page on the 91st day.

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Account ExpirationIf a user does not login once within a 90 day time period, the "Prevent Login" checkbox will automatically be set to YES and the user will not be able to access the system.

The user will be notified via email of the potential for his/her account's cancellation in the following intervals:

20 days prior to 90, 10 days prior to 90, 6 days prior to 90, 3 days prior to 90, 1 day prior to 90

and on the 90th consecutive day without a successful login.

The user will be notified via email of the account cancellation on the 91st consecutive day without a

successful login.

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View/Edit My Account gives users the ability to view and perform some edits on their account information. Users have the rights to edit the

account based on their User Level/Role.

View/Edit My Account

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View/Edit My User Account

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View/Edit My Account

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After you have made your changes, a Save and Cancel are available at the bottom of the page.

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This link will return you to the Main Menu page and allow you to read news items.

Read News Items

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Read News Items

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When the user clicks on Read News Items, the Main Menu will be returned.

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This link will show a calendar view of pending surveys you have access too.

My Pending Surveys

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My Pending Surveys

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Calendar view of pending surveys

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Drop downs are available for month and year for viewing other months. The page will default to the current

month and year.

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Days of the month will show the establishments that are due

surveys.

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If you click on the establishment link, it will take you to the establishment edit page.

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If the day of the month has More… at the bottom and you click on it, a pop-up will show more establishments that are due

surveys.

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This link displays logins in a calendar view. Each day shows the names of users that executed a

successful login or executed Mobile Form submissions.

Login History Calendar

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Login History Calendar

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This calendar will show, by month, which users have signed on and which days they signed on.

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Drop downs are available to change the month and year you would like to view.

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A ‘Return to My Account’ button is available to return to the My Account page.

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The Edit User Account page allows for adding and editing user accounts based on

an individual’s permissions.

Edit User Accounts

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Edit User Accounts

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System Users Search Page

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Search filters are available to narrow your search. Users can search by a name, username, user

status, primary area, user level, or active/deleted.

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If you click the search button without entering search criteria, all user names will be returned.

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Add User – This button will take you to the screen to build a new user.

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Add System User page

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When adding a New User• Username – the system will automatically

generate the username.

• Auto-fill fields – the Time Zone and Daylight Savings field will automatically set after the zip code is entered.

• Email Address – must be a valid email address and unique to the system.

• Mobile User? – if they will have a mobile tablet this should be set to Yes. If it is no, it will not keep the mobile device from working.

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When adding a New User – cont’d

• Works For – this field will be responsible for putting the correct logo on reports & letters.

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When adding a New User – cont’d

When setting up a new user, you can only assign security up to the level that you

currently have. This limitation also pertains to location/geographic filters and

record type filters.

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Add System User Page - Buttons• Save and Return – will save the information entered

and return to the system user search page.• Save and Continue – will save the information

entered and take you to edit or add user data filters.• Cancel – will NOT save the information and will return

you to the system user search page.

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Edit Profile – This button will take you to the screen to edit a user’s profile.

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Edit User Profile page

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• Username – This will be system generated but can be changed if user has permissions.

• User Status – Will be InProcess or Finalized.• Active/Deleted – Users will use this field to

delete or reactivate a user.• Prevent Login? – This is a Yes/No field which

can be used to prevent logins.

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Active/Deleted Field

Users with rights to edit User Filters/Permissions will have access to change the record status freely from

Active to Deleted or Deleted to Active.

When an account has been changed from "Deleted" back to "Active," the System will automatically reset the account password. The user will receive an email

notification and will be forced to change his/her password on the next successful login attempt.

An "Active" record status will enable login, the ability to assign the account to new records or assign the account

when updating existing records and querying.

A "Deleted" record status will not enable login, querying or assignment to new or existing records.

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A user’s permissions will determine which fields can be changed. Notice on the view below, the user can only change demographic information. Some fields have

been blocked out.

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Edit System User Page - Buttons• Save and Return – will save the information entered

and return to the system user search page.• Save and Continue – will save the information

entered and take you to edit or add user data filters.• Cancel – will NOT save the information and will return

you to the system user search page.

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User Security

Only System Administrators & System Backup Administrators have access to change security through Edit User Accounts. All other users must make changes

through View/Edit My User Account.

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Data Filters – This button will take you to the screen to edit a user’s data

filters.

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Edit User Data Filters Page Top Portion

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Edit User Data Filters Page Bottom Portion

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Edit User Data Filter Buttons• Save/InProcess – saves all information entered on page, sets

user record to InProcess and returns to system user search page.

• Save/Finalized – saves all information entered on page, sets user record to Finalized and returns to system user search page.

• Clear Filters – resets all data filters to nothing selected and refreshes the page to start over.

• Cancel – will not save any additions/changes to the data filters and will return you to the system user search page.

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Restrictions This button will take you to the screen to view/edit

a user’s system restrictions.

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Restrictions – Top Portion of Screen

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Restrictions – Bottom Portion of Screen

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Transfer This button will allow you to transfer a user from

one area to another.

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The transfer system user page allows for moving an existing system user to another area. You must enter an

effective date for the transfer.

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Audit This button will take you to the screen to view

changes that have been made to a system user’s account.

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Now we will discuss the options available beside each username.

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Plus Sign If you click on the plus sign, you will be shown the login history for this user. It will show the date and time for up to the last 10 logins. The plus will change to a minus. If

you click the minus it will hide the logins.

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Magnifying Glass The magnifying glass will

show system user information. This is just a

view and will not allow changes to be made. The OK button will return you to the system user search

page.

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Paper/Pencil Icon The paper/pencil icon will

take you to the Edit System User Page.

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Check Box Users will need to check the check box if they are going to edit the profile, data filters, or restrictions. They will

also use this when transferring or auditing.

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This link will allow user to look through failed attempts to log into the WebEHRS

system.

View Failed Logins

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View Failed Logins

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Failed Login Attempts Search Page

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Search filters are available to narrow your search. Users can search by a date range and/or a user

name.

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If you click the search button without entering search criteria, all failed login attempts will be

returned.

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The Feedback Report link allows users to enter information in regards to changes they would like

made to the WebEHRS system.

Feedback

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Feedback

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Add Feedback page – Top Portion

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Add User Feedback page – Bottom Portion

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Buttons at the Bottom

• Save & Return to Main Menu – saves your feedback and returns to the Main Menu.

• Save & Submit another feedback report – saves your feedback and takes you to a page to enter another feedback.

• Cancel – does not save the feedback and will return you to the Main Menu.

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This allows system administrators and system administrator backups to broadcast messages out

to a group or groups of users on the system.

Message Broadcast

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Message Broadcast

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Send Broadcast Emails Screen

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Send To Select which group of users to send the

email too.

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Subject What is the email about.

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Text The body of the email.

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Edit Icons are available for editing the text of the email.

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DO NOT paste text from any other products that have editing features.

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Once the message is complete, click Send or Cancel.

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The Establishment Module allows users to search, view, edit, and manage establishments as well as manage the

relationship between establishments and information managed in other modules.

Establishments

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To get to establishments, you will click on the Establishment link on the Main Menu.

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Establishment Search Page

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Establishment SearchWhen searching for an establishment, several filters are

available on the screen to narrow your search.

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Establishment SearchUsers also have the ability to set pre-set filters

for performing establishment searches.

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Adding New FiltersTo build a new filter, click on the

Add/Edit My Filters button.

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Click on the New Filter button.

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You will name your filter, give a description, and then set the search filters to the values you would

like to search.

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Once the screen is filled out, you will click on one of the buttons at bottom of the page.

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Edit My Filter Buttons

• Save & Return – This button will save your filter and return you to the Establishment Search Page.

• Save & New Filter – This button will save your filter and keep you on the filter page so that you can build a new filter.

• Cancel – This button will not save any information and will return you to the Establishment Search Page.

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Editing Existing FiltersTo edit an existing filter, click on the


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Click on the drop down and select the filter to edit. Once you select a filter, you will be redirected to the

Edit My Filter page.

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You can now make the changes you need.

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Deleting Existing FiltersTo delete an existing filter, click on the


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Click on the drop down and select the filter to delete. Once you select a filter, you will be redirected to the

Edit My Filter page.

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On the Edit My Filter page, click the Delete Filter button.

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After you click Delete Filter, you will be asked to confirm that you want to

delete the filter. Click OK if you do.

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Additional Search Options

Each module will have search options available that are specific to the module you are currently working with.

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Once you have your filters set, you will click the Search button.

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After clicking search, those establishments that match your

search will be returned.

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If you do not get the desired results, hit the Clear button and you

can start your search again.

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Adding a New Establishment

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To build a new establishment, click the Add New button on the

Establishment Search page.

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Add Establishment Page

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We will work through each of the sections on the Establishment screen.

Add New Establishment

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Add Establishment Section

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Required fields for this Section

• Establishment Status – will default to “Open”• Establishment Type• Area/SU• SU/Community• Tribe• RRM Status

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Optional fields for this Section

• Reservation

• A1

• A2

• District

• Risk Type

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RRM Status

The RRM Status will default to Pending RRM Credit Approval for most users.

Only users with privileges to approve status will be allowed to change status.

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Extended Drop Down List

The Tribe dropdown is an extended list of options. An expanded dropdown list is provided beside the standard dropdown and is indicated by an icon to the right of

the dropdown list.

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Permit Information Optional Section

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Permit Information

• This is an optional section and will only show if it has been added to a user’s permissions.

• All fields are optional.

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Expand/Collapse Section

The Permit Information section can be expanded and collapsed. This can be performed by clicking the icon in the

permit header.

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Premise Information

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Required fields for this Section

• Establishment Name – The name must be unique to the Area/Service Unit.

• Address

• City/State/Zip

• Primary Phone

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Special System Edits

The system will check to make sure that any zip codes and the first six (6) digits of

the phone number are valid.

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Latitude/Longitude

The Latitude/Longitude fields will be a single text box each, formatted in decimal-degrees

and will allow for negative numbers.

(Ex: Latitude:38.19802 Longitude:-84.86261).

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Google MapsOn the Establishment Add/Edit page, links will be

provided to Google Maps that will pinpoint the exact location on a road map for calculating

directions.Google links will be available for both the address

and the latitude/longitude.

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Certified Food Manager Employed?

The Establishment page only allows for the capture of one (1) CFM #. If more CFM #’s need to be

captured, use the Comments section.

Manager Name & Phone number that are directly below CFM # do not have to belong to the CFM.

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Next Survey Purpose & Date

These fields are optional.

They will be updated when surveys are entered for the establishment.

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Owner Information

The Owner Information Section allows the user to capture additional demographic information for the

owner.

If the Owner Information is the same as the Premise Information, the user can copy the information by using the “Check here if same as premise” box.

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Mailing Information

The Mailing Information section allows the user to capture additional demographic information for

mailings.

If the Mailing Information is the same as the Premise Information, the user can copy the information by

using the “Check here if same as premise” box or the “Check here if same as owner”.

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Comments

To add a new comment, the "Add New Comment" checkbox must be selected.

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Add New Comment box will appear.

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Add New Comment box will appear and comments can be entered.

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• Save & Return – saves the establishment and returns the user to the Establishment Search page.

• Save & Continue – save the establishment and takes the user to the Supplemental Establishment Info. This button will only be available if the establishment type has a supplemental form.

• Cancel – does not save the establishment and will return the user to the Establishment Search page.

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Setup Date/Update Date

On the Establishment Search page, the user will be shown the date the record was created and

the last update date.

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Editing an Existing Establishment

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To edit an establishment, click the edit icon.

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On the Edit Establishment page, you can now make the changes needed.

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Establishment #The Establishment number has been

automatically assigned, and can’t be edited.

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Establishment #

The establishment number will be a unique, sequential number that is auto-assigned by the system.

The number will be combination of:

Two (2) digit Area code

Two (2) digit Service Unit code

Two (2) digit Establishment Type

Four (4) digit random number

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Establishment StatusThe Establishment status can be toggled

between Open or Temporarily Closed.

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Service Type

The Service Type will be system generated based on the Service Unit and/or the Tribe.

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Active/Deleted

Active/Deleted allows users to change the status of the Establishment record.

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View Comments

Clicking this button will allow you to view/edit all comments that have previously been entered.

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View/Edit Comments Page

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Save & ReturnThe Save & Return button will save the changes to the establishment record and take you back to the search

page.

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CancelThe Cancel button will not save any changes to the

establishment record and take you back to the search page.

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All Those Buttons

Now that we are back to the Establishment Search page, lets discuss all the buttons that we

have available.

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Add New

This button will take you to a blank establishment screen for building new establishments.

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CopyThe Copy button will open the Add New Establishment page and pre-fill all demographics from the original record. The user will be able to modify the record before saving, including the ability to tie the new record to the original record if a Parent-Child relationship exists. The user will need to check next to the establishment they

want to copy.

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Surveys

The user will be taken to the Surveys module search page. All surveys for the selected

establishment will be shown.

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Surveys for an Establishment

All surveys for the establishment will be shown. From this screen you can view, edit, or print a

hard copy of the survey.

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Requests/Complaints/Projects

The user will be taken to the R/C/P module search page. All R/C/P’s for the selected


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Activities

The user will be taken to the Activities module search page. All Activities for the selected


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Child Relationships

The Child Relationship button will show if the selected establishment has any children.

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Child Relationships PageThe Child Relationships page will show the children of the selected establishment. From this page, you can

view or edit the establishment. You can also unlink the child/parent relationship if needed.

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Parent Relationships

The Parent Relationships will show if the selected establishment has a Parent.

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Parent Relationships PageThe Parent Relationships page will show the children of

the selected establishment. From this page, you can view or edit the establishment. You can also unlink the

child/parent relationship if needed.

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Parent/Child Pages

Whether you go to a Parent page or Child page, the Parent will always be at the top, and the

children will be listed at the bottom.

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To set a parent/child relationship, search for the child and then click

the edit icon.

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On the Edit Establishment page, you can click the Lookup link under Premise

Information.

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On this Establishment Lookup page, search for the Parent

Establishment.

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Once the establishment is found, click “Select”.

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After clicking “Select”, you will be returned to the edit establishment screen and it will show the

parent establishment now.

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To unlink a relationship, click on “Unlink Relationship” link on the edit establishment page.

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Edit Supplemental Info.This button will allow you to enter or edit

supplemental information. This will only be allowed if the establishment type for the

establishment accepts supplemental information.

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Edit Supplemental Info. PageThis page will allow you enter or edit

supplemental information. This page will display only if the establishment type allows for

supplemental info to be entered.

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Comments

This page will allow you to edit/view the comments that have been entered for the

selected establishment.

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Letters

This page will allow you to create a letter for the selected establishment.

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Audit

This page will allow you to view the changes that have been made to the selected establishment.

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The Temporary Establishments Module allows users to search, view, edit, add, and

manage temporary establishments.

Temporary Establishments

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To get to Temporary Establishments, you will click on the Temporary Establishment link on the

Main Menu.

To get to Temporary Establishments, you will click on the Temporary Establishment link on the

Main Menu.

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Temporary Establishment Search Page

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Temporary Establishment SearchUsers can use My Filters or manually set the filters to

search for the temporary establishments.

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Adding a New Temporary Establishment

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To build a new temporary establishment, click the Add New

button on the Temporary Establishment Search page.

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Add Temporary Establishment Page

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• Save & Return – saves the temporary establishment and returns the user to the Temporary Establishment Search page.

• Save & New – saves the temporary establishment and takes the user to another Add Temporary Establishment page.

• Cancel – does not save the establishment and will return the user to the Establishment Search page.

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Editing an Existing Temporary Establishment

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To get to temporary establishments, you will click on the Temporary Establishment link on the Main

Menu.

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Temporary Establishment Search Page

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After clicking search, those temporary establishments that

match your search will be returned.

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To edit a temporary establishment, click the edit icon.

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On the Edit Temporary Establishment page, you can now make the changes needed.

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Active/Deleted

Active/Deleted allows users to change the status of the Temporary Establishment record.

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Save & ReturnThe Save & Return button will save the changes to the Temporary Establishment record and take you back to

the search page.

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Parent/Child Relationships

Parent/Child relationships work the same with temporary establishments as

they do with establishments.

Temporary Establishments

CANNOT be a parent.

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All Those Buttons

Now that we are back to the Temporary Establishment Search page, let’s discuss all the

buttons that we have available.

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Add New

This button will take you to a blank Temporary Establishment page for building a new temporary

establishment.

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CopyThe Copy button will open the Add New Temporary Establishment page and pre-fill all demographics from the original record. The

user will be able to modify the record before saving, including the ability to tie the new record to the original record if a Parent-Child

relationship exist. The user will need to check next to the temporary establishment they want to copy.

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Surveys

The user will be taken to the Surveys Module Search page. All surveys for the selected temporary establishment will be shown.

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The user will be taken to the R/C/P Module Search page. All R/C/P’s for the selected temporary establishment will be shown.

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Activities

The user will be taken to the Activities Module Search page. All Activities for the selected

temporary establishment will be shown.

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Parent Relationship

The Parent Relationship will show if the selected temporary establishment has a Parent.

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Parent Relationships pageThe Parent Relationship page will show the parent

information the selected establishment. From this page, you can view or edit the child establishment. You can

also unlink the child/parent relationship if needed.

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Letters

This page will allow you to create a letter for the selected establishment.

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Audit

This page will allow you to view the changes that have been made to the selected temporary

establishment.

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Surveys can be entered two different ways. They can be entered through the

Establishment module or they can be entered through the Survey Module.

Surveys

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First we will examine adding a new survey via Establishments.

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Establishment SearchUsers also have the ability to use pre-set filters


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You will check next to the establishment to survey and then

click the Survey button.

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You will be taken to the survey history page for the selected

establishment.

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To add a new survey, click the Add New button.

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Here we see the page to start a new survey. The establishment

information is shown on the page.

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If we would like to add a Requests/Complaints/Projects to this

survey, we can click the R/C/P Lookup.

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After setting the Survey Date and Survey Type, you will click the Continue button.

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Some survey types will not be able to enter surveys. When they get to this page, the

survey drop down will not have any survey types to select.

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For those establishment types, you will fill out your survey forms, and

then upload them through the Document Management module.

We will see this later in this section.

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Add Survey page

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Required fields for Add Survey section

• Survey Date• Survey Type• Survey Purpose• EHS – this will be pre-filled but can be changed.• Next Survey purpose• Next Survey Date – will be auto-filled when Next

Survey Purpose is entered.

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If you click on Survey Purpose, you will receive a pop-up.

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This pop-up will explain the different types of surveys.

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Click here To view the Survey Reference

Document.

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The Survey Reference Document will pop

up to view or print.

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Scores can be entered, but this is optional.

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Manager Name & Latitude/Longitude will come pre-filled if entered on establishment.

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Next Survey Purpose/Date – The next survey date will be auto-calculated if the purpose is routine. The system

will not auto-calculate for other purposes.

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Violation Section

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To select a violation, click the drop down under viol code. Then click on the violation.

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When violations are added, the screen will refresh and show the description of

violation.

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If the violation is a repeat from previous surveys, the system will mark as a repeat.

269

If the violation is “so bad” it needs to be flagged as critical, users will be able to do

so with a drop down.

270

Critical Violations

• Some violations can’t be flagged as critical.

• System generated critical violation can’t be un-flagged.

271

Comments – enter your own or use the predefined or do both.

272

To use the pre-defined canned comments, click the icon to the right of the comments.

273

When you click the pre-defined canned comments icon, you will have a window

pop up with a selection.

274

Comments

• If are going to use canned comments along with your own comments, pick your canned comments first.

275

The Screen comes with room to enter five violations. If you need more rows, click the Add Row button.

276

To remove a violation after it has been put in, click the X next to the Add Row button.

277

Food Samples Taken Section

278

Liquid Waste Sampling Section

279

Drinking Water Sampling Section

280

Program/Element/Sub Element Section

Program and Element are required.

281

10 Essential Services Information

282

Once you have completed entering survey information, click the

Validate/Complete Survey Form.

Validate/Complete Survey Form

283

After clicking the Validate/Complete button, the bottom of the screen will show the form data

section.

284

Save/InProcess This button will save the survey but it is not yet

completed. It will not be considered in report counts.

285

Save/Finalized This will complete the survey. This survey will be

considered on reports.

286

Save/Finalized

When the survey is saved and finalized, an activity record will

automatically be created.

287

Cancel This will cancel the survey and the information

will not be saved.

288

Now we will examine editing surveys via the Establishment

module.

289


290

Establishment SearchUsers also have the ability to use pre-set filters


291


292

After clicking search, those establishments that match your search will be returned.

293

You will check next to the establishment to survey and then click the Survey button.

294

You will be taken to the survey history page for the selected establishment.

295

To edit an existing survey, click the edit icon.

296

On the Edit Survey, you can now make the changes needed.

297

Active/Deleted

Active/Deleted allows users to change the status of the Survey record.

298

After making your changes to the survey, you will

Validate/Complete Survey form. Next you will Save/InProcess or Save/Finalize. If the record had already been Save/Finalized, the activity record will be updated as

well.

299

Now let’s discuss the other buttons and icons available on the Survey History page.

300

Audit This button will allow the user to view changes that

have been made to the Survey record.

301

Audit Survey Page

302

View Icon This will allow the user to view the survey but not

make changes.

303

Top Portion of Survey View

304

Bottom Portion of Survey View

305

DMS Link This link will take you to the Document Management System. You

can attach documents/pictures to the survey.

306

Document Management System

307

Print Icon This will allow the user to print out a hardcopy of the

survey form.

308

After clicking the print icon, a report window will appear. To print, click the printer.

309

Now we will examine Surveys via the Surveys Module.

310

Adding a New Survey

311

To get to Surveys Module, you will click on the Survey link on the Main Menu.

312

Surveys Search Page

313

My Filters are available for searching.

314

After clicking search, those surveys that match your search will be returned.

315


316

To build a new survey, click the Add New button on the Survey Search

page.

317

Add Survey – 1st PageOn the first page of adding a new survey, the

user will need to assign an establishment first.

318

When you click the Establishment Lookup link, you will be taken to the Establishment Lookup page.

319

Set your filters to search for the desired establishment.

320

Once results are retuned, click Select next to the establishment.

321

Now that the establishment is set, you can proceed with adding the survey.

322

Editing an existing survey

323

To get to the Surveys module, you will click on the Survey link on the Main Menu.

324

Surveys Search Page

325

My Filters are available for searching or you can set your own filters.

326


327


328

If the survey has been finalized, you will receive the following message.

329

On the Edit Survey page, you can now make the changes needed.

330

The Requests/Complaints/Projects Module allows users to search, view, edit, add, and

manage R/C/P’s.


331

There will be NO R/C/P records converted from the previous system.

Request/Complaints/Projects

332

To get to Requests/Complaints/Projects, you will click on the R/C/P link on the Main Menu.

333

R/C/P Search Page

334


335


336

R/C/P Contact containing This will find names that contain what is

entered in the field.

337

After clicking search, those R/C/P that match your search will be returned.

338

Adding a New R/C/P

339

To build a new R/C/P, click the Add New button on the R/C/P Search page.

340

Adding a New R/C/P

341

If the R/C/P needs to be linked to an establishment, click the Lookup link.

342

Establishment LookupWhen you click the Establishment Lookup link, you will be taken to

the Establishment Lookup page.

343

Set your filters to search for the desired establishment.

344

Once results are retuned, click Select next to the establishment.

345

The establishment will now show on the page, if one has been linked.

346

If the R/C/P is linked to an establishment, Area, SU, Community, Reservation, or Tribe will be automatically

set. They can be changed.

347

If the wrong establishment is selected, click Reset Establishment and that will disconnect it

from the R/C/P.

348

The supplemental R/C/P type will determine which supplemental records and corresponding worksheets

are available for the R/C/P.

349

R/C/P Required Fields

• Area• R/C/P Date• Assigned EHS - this field will default to your user name. • R/C/P Type• Supplemental R/C/P Type• R/C/P Title• First and Last Name of requestor, complainant or project

contact• Program• Element

350

An area for comments is available at the bottom of the R/C/P screen. This area works just like the comments

on the Establishment records.

351


• Save/InProcess – will save the information but it will not be used for reports.

• Save/Finalized – will save the information and it will be used for reports.

• Cancel – no information will be saved.

352


Required fields are only “required” for Save/Finalize.

353

After saving the R/C/P, you will be returned to the R/C/P Search page. And now we

have a bunch of buttons to discuss.

354

Copy This will make a copy of the selected R/C/P.

355

Print Worksheet This will print out a worksheet for the selected

R/C/P.

356

To print the R/C/P Worksheet, click the printer icon.

357

Surveys This button will show those surveys associated

with this R/C/P.

358

Activities This button will show those activities associated

with this R/C/P.

359

Supplemental R/C/P These buttons will take you to the

supplemental R/C/P screens for the selected R/C/P.

360

If the supplemental type for the R/C/P is foodborne illness, you can’t select

the Lead Supplemental form.

361

Foodborne Illness Takes the user to the supplemental R/C/P.

362

Foodborne Illness Supplemental Search and History page.

363

To add a new supplemental R/C/P, click the Add New button.

364

Foodborne Illness Interview - Top

365

Foodborne Illness Interview - Bottom

366

Food Product Takes the user to the supplemental R/C/P.

367

Mortgage Takes the user to the supplemental R/C/P.

368

Edit Mortgage Supplemental R/C/P

369

Well Takes the user to the supplemental R/C/P.

370

Wastewater Takes the user to the supplemental R/C/P.

371

Lead Takes the user to the Supplemental R/C/P.

372

Supplemental R/C/P

The Foodborne Illness and Food Product Supplemental R/C/P’s

can have multiple interviews, etc.

Mortgage, Well, Wastewater and Lead can only have one

supplemental R/C/P entry.

373

Comments Allows you to view all comments for the selected

R/C/P.

374

Audit Allows you to view all changes made to the

selected R/C/P.

375

R/C/P Audit Screen

376

Editing an Existing R/C/P or Supplemental R/C/P

377

To get to Requests/Complaints/Projects, you will click on the R/C/P link on the Main Menu.

378

R/C/P Search Page

379

After clicking search, those R/C/P that match your search will be returned.

380

To edit an existing R/C/P, click the edit icon.

381

Edit R/C/P Screen

382


383


If an R/C/P record is flagged for deletion, all supplemental records will be PERMANENTLY deleted.

384

R/C/P Type & Supplemental R/C/P Type

385

R/C/P Type & Supplemental R/C/P Type

If the R/C/P type or Supplemental R/C/P is changed when editing an

R/C/P record, all supplemental records will be PERMANENTLY deleted.

386

Warning Message You will receive this message when you

save the R/C/P.

387

An Open/Close button is available to on the search page. Click the

button to close the R/C/P.

388

After you have clicked Closed, the Open button will now be available.

389

Editing a Supplemental R/C/P

390

To get to Supplemental R/C/P’s, you will click on the Requests/Complaints/Projects link on the Main Menu.

391

Set your filters on the R/C/P Search Page

392

After clicking search, those R/C/P’s that match your search will be returned.

393

To edit the Supplemental R/C/P, click next to the R/C/P and then click the button for the

appropriate Supplemental R/C/P.

394

For those Supplemental R/C/P’s that can have multiple pages/screens, you will be taken to a

Search/Edit page.

395

To edit a form, click the edit icon.

396

Top Portion of Food Product Supplemental R/C/P

397

Bottom Portion of Food Product Supplemental R/C/P

398


399

To print a worksheet, click on the Print Product button.

400

To view the changes to a Supplemental form, click on the Audit button.

401

Editing a Supplemental R/C/P that only allows one paged

supplemental form.

402

To get to Supplemental R/C/P’s, you will click on the Requests/Complaints/Projects link on the Main Menu.

403

Set your filters on the R/C/P Search Page.

404

After clicking search, those R/C/Ps that match your search will be returned.

405

To edit the Supplemental R/C/P, click next to the R/C/P and then click the button for the

appropriate supplemental R/C/P.

406

On those Supplemental R/C/P that only allow one page form, you will be taken directly to the form to

edit.

407

Active/Deleted field is available on the edit screen. If this form is deleted, it will be

permanent.

408

The National Projects Module allows users to search, view, edit, add, and manage

National Projects.

National Projects

409

Only those users with Administrative permissions or Headquarters permissions

will be able to add or edit National Projects.

National Projects

410

To get to National Projects, you will click on the National Projects link on the Main Menu.

411

National Projects Page You will only see this page if you have the correct

permissions.

412

Activities This button will allow you to enter activities associated

with a particular national project.

413

Add New This button will allow you to enter new national projects. Only Administrators and HQ staff can set up new national projects.

414

Audit This button will allow users to view any changes that have been

made to a National Project and when those changes were made. Only Administrators and HQ staff can set up new national

projects.

415

Adding a New National Project

416

Click the Add New button.

417

The add new National Project screen will look and work just like the Add R/C/P screen.

418

The drop down for Area will only have “National All” and “National Specific”.

419

National All

National All projects can only be set up by users that have

permissions to do so.

420

National Specific

National Specific projects can only be set up by those user that have

permissions to do so.

421

If the user is not in an admin role, he/she will not have access to add or edit the National Project.

They will be able to add activities.

422

The Activities module allows users to search, view, edit, add, and manage

activities.

Activities

423

To get to Activities, you will click on the Activities link on the Main Menu.

424

Activities Search Page

425


426


427

After clicking search, those activities that match your search will be returned.

428

On the Activity search page, you will have hyperlinks to the establishment and the R/C/P, if the activity is linked.

429

Adding a new activity

430

To build a new activity, click the Add New button on the activity search page.

431

Adding a new activity

432

The EHS will default to the creating user, but a drop down is available to change to another EHS if necessary.

433

If the activity needs to be linked to an establishment or an R/C/P, click the appropriate Lookup link.

434

If the activity has been linked incorrectly, resets are available to unlink the activity from the establishment or R/C/P.

435

Activity Type

436

Program

437

Element becomes available once Program is set.

438

If the Element has additional data indicators, the screen will refresh with those indicators at the bottom of the page.

439

Sub Element becomes available once Element is set.

440

Sub-Sub Element becomes available if the Sub Element has any Sub-Sub Elements.

441


• Save/InProcess – will save the information but it will not be used for reports.

• Save/Finalized – will save the information and it will be used for reports.

• Cancel – no information will be saved.

442

Editing an Existing Activity

443

To get to the Activities module, you will click on the Activities link on the Main Menu.

444


445

My Filters are available for searching or you can set your own filters.

446


447


448

Edit Activity Screen

449


450

If the element for the activity is changed, any information entered in the Element Data

Indicators will be lost.

451

After making your changes, click the appropriate save button.

452

The Other Buttons

Now that we are back to the Activity Search page, let’s discuss the other buttons that we have

available.

453

Copy

This button will allow you to create a new activity by copying an existing activity.

454

Audit

This button will allow you to see any changes that have been made to the selected activity.

455

View Icon

This button will allow you to view the activity. This is a view only button, no changes can be

made.

456

Document Management Icon

This scanner icon will connect you to the Document Management System and allow you to

attach documents to this activity.

457

Document Management Icon

This document view icon will connect you to the Document Management System and allow you view any attached documents to this activity.

458

Training/Certificates

459

To enter an activity for training received or training provided, we will start by clicking the Activity link.

460


461


462

To enter a new training received or a training provided, click the add

new button.

463

Edit Activity Screen

464

Training Received

465

The activity screen will work the same BUT…

466

You will set the activity type to Training Received.

467

Once the activity is set to training received, the screen will refresh and offer a section for

capturing Training Information.

468

Once completed, you will have your save buttons at the bottom. Required fields are only required

on the Save/Finalized.

469

Training Provided

470

The activity screen will work the same BUT…

471

You will set the activity type to Training Provided.

472

Once the activity is set to training provided, the screen will refresh and offer a section for

capturing Training Information.

473

An area is provided for entering the text you want to show in the body

of the 8 ½ X 11 certificate.

474

Buttons are available at the top of the screen for editing the text.

475

Do not paste text in to this area from Microsoft products. It will not

work.

476

Along with the training information, you will have a section to enter information on those that were

trained.

477

If you click the Add Single Row button, it will add one line for attendee information.

478

You can click Add Single Row for as many attendees you need to add.

479

If you click the Add 10 Rows button, it will add ten lines for attendee information.

480

You will get 10 lines to add attendees information.

481

After entering the attendees, you have two sets of buttons to select.

482

The first set of buttons work the same as those from the other

modules.

483

To use the second set of buttons, you will first need to decide which

attendees you will be printing certificates for.

484

Next you will choose which type of certificates you want to print, letter

size or business cards.

485

The second set of buttons will save the information inprocess or

finalized but will also produce training letters or business cards.

486

A new window will pop up with the certificates or business cards.

487

The training provided and attendee information can be exported in four

(4) different formats.

488

The formats are:

• PDF

• Microsoft Word

• Microsoft Excel

• CSV

489

Example of the Excel Export

490

The Reference Library module is a single access repository for users to share

documents with all IHS users.

Reference Library

491

To enter the Reference Library, click the Reference Library link on the Main Menu.

492

Reference Library Search Page

493


494

View a Document

495

To view a document, click the magnifying glass icon.

496

View Reference Library Record

497

Editing an Existing Document.

498

To edit an existing document, click the edit icon.

499

Edit Reference Library document

500


501

Once changes have been made, you have a Save and Cancel button

available at the bottom.

502

Add New Document

503

On the search page, click the Add New button.

504

Add Reference Library document.

505

Save or Cancel buttons available.

506

Attaching Documents

507

To attach a document to a Reference Library record, click the scan icon.

508

When you click the scan icon, this will launch the Document Management

System.

509

Attaching Documents

Before attaching a document, make sure that you have scanned

or saved it to your hard drive.

510

Document Management System

511

You will start by clicking the import button.

512

This will bring up a browse window to search for your file.

513

Locate the directory where the file can be found.

514

Click on the file name wanted and then click the Open button.

515

The file name will be listed in the filename section.

516

Next you will click on the filename and then click the accept button.

517

Click on the image of the document you want to attach.

518

You will select a Document type.

519

Select a document date.

520

Put in keywords that will help find this document when doing a

search.

521

Then you will save your document indexes.

522

And finally, you will click Submit Changes.

523

When the document image goes away, your document has been attached. You can

close the document management system.

524

Now when you get back to WebEHRS, clear your search options and search again for

your record.

525

You should now have a scanned document icon available.

526

Viewing an Attached Document

527

Click on the scanned document icon.

528

This will bring up the document management system.

529

Double click on the document you would like to view.

530

The document will appear in the window.

531

To print the form, click the printer icon.

532

The Letter Writer module allows users to print pre-designed letters for

establishments.

Letter Writer

533

Only those users with Administrative permissions will be able to add/modify letter

templates.

Letter Templates

534

To add a new letter template, click My Account on the Main Menu page.

535

Click on View System Tables

536

On the system tables page, click on the Letters link under Tools and

Tables.

537

Click on Letter Templates.

538

Letter Template Search Page

539

After clicking search, those templates that match your search will be returned.

540

Adding a New Letter Template

541

To add a new letter template, click the Add New button.

542

On the Add Letter Template, description and letter body are required.

543

Edit buttons are available above the letter body field.

544

The Enter key does not work on this screen. To get the same effect, hold down the shift

key and then hit enter.

545

Do not paste text from Microsoft products. It will not work.

546

Once you are done, click the save button to save the template, or cancel to not save it.

547

Editing an Existing Letter Template

548

To edit an existing letter template, click the edit icon.

549

Make the changes needed, then click save or cancel.

550

Creating a Letter via Establishments

551

To create a letter, from the Main Menu, click on the Establishment link.

552

On the establishment search page, look for the establishment that needs a letter.

553

Check next to the establishment that needs a letter, then click the letter button.

554

On the Letter Master page, click the Add New button.

555

On the letter page, use the drop down to select the letter type.

556

Once the letter type is picked, the letter body will automatically appear. The body can be changed.

This will not change the letter template.

557

Next select the Mail To. This will be mailing, owner, or premise address.

558

Next enter the Salutations. This is just the name of the person the letter is addressed

to.

559

Once your changes are complete, click the Save button. Or Cancel if you don’t want it

saved.

560

Once saved, you will be returned to the search page. From here you can request

the letter to be printed with the letterhead or on blank paper.

561

Letter with the Letterhead Printed

562

Letter without the Letterhead

563

Creating a Letter via Letters

564

To create a letter, from the Main Menu, click on the Letters link.

565

Letter Search Page

566

My Filters are available to search.

567


568

Search results are returned. Let’s talk about the buttons available.

569

Print on Letter Head Prints the letter on paper that has the

letterhead preprinted.

570

Print on Blank PaperPrints the letter and letterhead on a blank

piece of paper.

571

Audit This will show any changes that have been

made to the letter.

572

View Icon This icon will take you to a view only page showing

the letter master information.

573

Edit Icon This icon will take you to an edit page that will

allow changes to be made to the letter.

574

Letter Text This link will allow you to view the letter body text.

575

The Reports module is a single access repository for system reports.

Reports

576

To view reports, from the Main Menu, click on the Reports link.

577

You can also get to reports via the Reports link on the top menu bar on

most pages.

578

Search options are available at the top of the Reports page.

579

Report List and Description

580

To view a report, click the report name link.

581

Establishment ListReport Parameters

582

Establishment List Report

583

To view a report, click the report name link.

584

Parameters screen for Community Raw RRM report.

585

Community Raw RRM Report

586

InProcess Records

Records that are saved

InProcess will not be included in reports.

587

Miscellaneous Topics

588

Automatic Logoff

After 15 minutes of no activity, you will be automatically logged off the

system.

589

Automatic Logoff

At twelve minutes of inactivity, you will receive a warning that you are going to

be logged off in three minutes.

590

No Concurrent sessions

A user can only be logged on to the system at one computer.

591

Forgot to log off page?

592

Questions?

1 welcome to the new webehrs interactive training

Documents

new password

temporary password

wrong password

password requirementspasswords

password expirationpasswords

new user account email

change password screen

email address