PBMS Administration of the System ASCA

System Administration 3 Level of Users: PBMS Administrator Access to entire system Set up PBMS and Organization Administrators Delete data Organization Administrator Set up Facility Users Run Reports Enter Organization and Facility Data Quality Control Facility Users

Login 3

Access PBMS site at User ID: 10 characters - first letter FirstName + LastName Patricia Hardyman = PHardyman Organization Code: State Abbreviation + DOC Massachusetts DOC = MADOC Password: Pbms2015 (case sensitive)

Change Password Password may be changed on the next screen. Password must include: Uppercase and lowercase At least one number Length = 8+ characters Password may be changed at any time by clicking Organization Administration / User ID Maintenance. Organization administrators may reset User passwords.

Menus Based on Permissions Different menus appear based on variations in system permissions Organization Administrator menu includes permission to run reports and enter data Facility Users are simply active

User ID Maintenance Set Permission to Run reports Who has permission to run reports Set Permission to Enter Organization Data Who has permission to enter organizational data Set Permission to Enter Facility Data Who has permission to enter each facility’s data One or more persons per facility One person per one or more facilities

User ID Maintenance Edit User ID Make sure that the following are checked: Run Reports Enter Organizational Data Enter Facility Data Active If left unchecked, the user will not be able to access these options

Facility Maintenance Add list of facilities Edit existing from menu on right Indicate DOC or Non-DOC for reporting Active or inactive Abbreviate or use full facility name (to populate drop down menu)

Facility Users Users must be given access to each facility After facilities have been entered on previous screen, use Facility Name drop down menu to select a facility Use User Name drop down menu to select User ID to be given access to that facility, click submit Must select each facility individually for each user

Facility Users As users are selected by facility, their names will populate a list on the right side of the screen Click the Active box to activate or inactivate users as needed

Menu Options Change Logout of the system Log back in Note the new menu item for “Reports” Click “Menu” to see additional options for entering organizational and facility characteristics and key indicator data

Upload of Data Four type of data lines: 1. Organizational Characteristics "OC","mm/yyyy","OperationalCapacity",, 2. Facility Characteristics "FC","mm/yyyy","Facility Name","OperationalCapacity",, 3. Organization Key Indicators "OK","mm/yyyy","Academic Education Needs Among Number Assessed",, 4. Facility Key Indicators "FK","mm/yyyy","Facility Name","Administrative Segregation",,

Upload of Data Upload is a text file Allows for uploading of multiple months and/or multiple facilities Submitted exactly as upload template Menu Upload Data  Download Template – All months, except March file://localhost/Users/patricia/Desktop/PBMS Training August 2011/PBMS UploadTemplate txt file://localhost/Users/patricia/Desktop/PBMS Training August 2011/PBMS UploadTemplate w Annual Key Indicators docx

Technical Assistance – PBMS Web Page: PBMS Web page Tech Help (send files/error messages to: PBMS Counting Rules Help: Old fashion way (it still works) – or