1. *SIRS = SMP Information and Reporting System
SIRS* Basics Session
Stacey
Check in with the audience:
How many of you are only SMP? Only SHIP? Both?
How many of you have used SIRS (vs. first experience)?
*SIRS = SMP Information and Reporting System

2. Today’s Panelists ACL Stacey Platte Booz Allen Hamilton Mike Millett
Rod Oyola
Tommy Carpenter
SMP Resource Center
Heather Flory
Stacey
Panelists briefly introduce themselves.

3. Agenda SIRS overview SIRS demonstration Resources Q&A Stacey
Please hold your questions for during or after the demonstration if you can.
(We will answer questions during training as needed but if we get too many, emphasize that we want them at the end.)

4. SIRS: SMP Information and Reporting System
Nationwide, web-based data collection and reporting system designed for SMPs!
Includes:
individual interactions
group and media outreach and education
team member information
Stacey
SIRS is the nationwide, web-based data collection and reporting system that was designed specifically for SMPs. SIRS facilitates reporting of SMP activities including: individual interactions, group outreach and education, media outreach and education, and team member information. Reports will only show data that has already been entered in SIRS, so make sure your data entry is accurate and up-to-date in order to “report as you go”!

5. SIRS Timeline
2015: SIRS rolled out to the SMP network.
: ACL makes enhancements to SIRS to best meet SMP needs.
Looking ahead: ACL will continue to make SIRS enhancements; SHIP will move to a new data system that will be similar to SIRS.
Stacey
If you’re with the SHIP network, keep in mind that what we are showing today is SMP-specific. The SHIP system may work differently once it is available.

6. SIRS eFile and System Access
Heather
How many of you are familiar with eFile in SIRS?

7. SIRS eFile = Online Data Entry Forms… No need to log in to SIRS!
Heather
This is an example of an eFile form. We’ll take a closer look at the form later in the demonstration.

8. SIRS User Types and Roles
eFile Users have access to enter their own data in SIRS without logging in to the system.
SMPs may have an unlimited number of eFile users, as long as each user is authorized by the SMP director or their designated staff.
System Users have access to log in to SIRS to enter, view, and edit data based on their user role, in addition to entering their own data using eFile.
A maximum of 50 system users can be logged into SIRS at any one time across the country. Therefore, ACL encourages SMPs to use eFile to enter their data whenever possible.
However, there is no limit to the number of system users, as long as each user is authorized by the SMP director or their designated staff.
Heather

9. SIRS eFile Data Entry https://sirs. entellitrak
Heather
There are a total of four eFile forms that are available on the SIRS eFile data entry page. Using eFile, you can enter your individual interactions, group outreach and education, media outreach and education, and other SMP activities.
Related resources:
ACL’s SMP Performance Measures Definitions and Guidance: which types of information are entered using each of the four eFile forms.
SIRS eFile Job Aid: how to enter data using eFile.

10. SIRS User Roles SMP Director State-Level Staff Site Manager Site Staff
National
User
SMP Director
State-Level Staff
Site Manager
Site Staff
Team Member
eFile-only User
Heather
Among SIRS users, there is a hierarchy of access levels that depends on each user’s type and role. In this hierarchy, the eFile-only user has the most basic SMP access level and the SMP director role has the highest. The SMP director and his or her designated staff are responsible for determining who at the SMP will have access to SIRS and what each user’s type and role will be.
Related resource: SIRS Team Member Management Job Aid

11. SIRS Setup Basics
Confirmation s are sent automatically by SIRS to the address entered in the setup screen.
Those with eFile access (including all system users) will receive an with their eFile ID.
Those with system access will also receive two additional s: one with their username and a separate with their initial password.
The SMP director and/or other designated staff sets up the new SMP team member in SIRS.
Heather

12. Sample eFile ID
Heather

13. Sample Email: System Username
Heather

14. Sample Email: System Password
Heather

15. SIRS User Names and Passwords
Each system user is assigned a random 4- to 5-digit eFile ID that is used to identify you when you enter your data using eFile.
Each system user is assigned a username that is your Firstname.Lastname
Passwords for system user login must have at least 8 characters, including at least one uppercase letter, one lowercase letter, a number, and a special symbol.
To ensure data integrity, eFile user IDs and system user’s usernames and passwords should not be shared with anyone.
Heather
Your username is case sensitive and is created based on how your name was entered in SIRS by the person who set you up with your access.
SIRS will provide new users with a system-generated password. It is recommended that you change your password to one that is easier to remember.
Mike/Rod/Tommy – Share comments or tips about usernames, passwords, and s sent by Booz Allen Hamilton.

16. SIRS Data Entry Related resource: SIRS System User Basics Job Aid
Heather
Related resource: SIRS System User Basics Job Aid

17. SIRS Data Entry: eFile vs. Login
Enter your own data in eFile!
Individual interactions
Group outreach and education
Media outreach and education
Other SMP activities
Team member time is tied to the eFile ID of each team member who enters their own data using eFile.
SIRS login
“Interactions” tab:
Enter individual interactions, group outreach and education, and media outreach and education performed by someone else.
Team member time is also entered in SIRS with these interactions.
“Team Member Activity” tab:
Enter team member time that isn’t entered elsewhere in SIRS.
Heather

18. SIRS System User Login Page: https://sirs.entellitrak.com/
Heather
If you forget your password, it’s better to use the password reset link than to keep on guessing. SIRS has a “3 strikes and you’re out” lockout process. So, if you guess incorrectly once, you can try once more, but then make sure to click the reset your password option.

19. See your user role in SIRS, and change your password
Heather
You can see your own SIRS access level after you log in to SIRS, in the upper right corner of the screen.
You can change your password using the “My Account” link in the upper left.

20. YOUR SIRS Tracking Inbox (shows work you have completed)
Heather

21. SIRS Standard Searches
Search for basic interactions, complex interactions, team members, and their activities
Heather

22. SIRS Demonstration System demonstration
eFile: Entering individual interactions, group outreach and education, media outreach and education, and other SMP activities
SIRS: Logging in and basic navigation
Heather
Basic demonstration of eFile and SIRS.
Mike/Rod/Tommy – Share comments or tips about basic navigation in SIRS.
Open for questions from the audience; save a few minutes to wrap up with resources, etc.

23. SIRS Resources www. smpresource
SIRS Resources > Resources for SMPs > SMP Resource Library
ACL’s SMP Performance Measures Definitions and Guidance
SIRS eFile Job Aid and self-paced training
Introduction to SIRS Training Webinar
SIRS Team Member Management Job Aid and Training Webinar
SIRS System User Basics Job Aid and Training Webinar
SIRS Advanced Search Job Aid, SIRS Reports Job Aid, and SIRS Advanced System User Training Webinar
SIRS Complex Interactions Job Aid and Training Webinar
And more!
SMP Resource Center’s SIRS Training Plan and Matrix
Heather
All SIRS resources are available in the SMP Resource Library (“Find Resources” and/or “Events” tab).

24. SIRS Training Plan and Matrix
Heather
The SIRS Training Matrix provides a grid of suggested training resources for each SIRS user role, including self-paced online training, job aids, and training webinars.

25. Next Steps 1 – Review your SIRS resources.
3 – Join us for the SIRS Training Series!
4 – Contact us for help as needed…
2 – Log into SIRS and change your password. Contact your SMP director if you aren’t set up in SIRS yet.
Heather
SHIPs… stay tuned! You’ll be hearing more from ACL as your new data system is rolled out. Resources will be posted in the SHIP Resource Library later down the road, once they’re available.

26. Need Help? SMPs: Help Using SIRS
Primary: Sara Lauer, Center:
Secondary: Nicole Liebau, Center:
SMP questions about SIRS Training
Heather Flory, Center:
SMP feedback about SIRS
Stacey Platte, ACL:
SIRS technical issues and password reset assistance
Booz Allen Hamilton Help Desk: Call or to receive a response within 24 hours. SMP directors can also contact your ACL project officer.
SHIP-specific questions and feedback
Leslie Green, ACL:
Heather

27. Questions?
Heather/Stacey/Booz Allen
If questions are slow and/or we have extra time, Heather and Booz Allen can review the two FAQs on the following slides.
The production of this presentation was supported by a grant (No. 90NP0003) from the Administration for Community Living (ACL).

28. FAQ: Why can’t I see all of the interactions and team members in my Tracking Inbox?
A: The function of the Tracking Inbox is for you to see the interactions and team members that YOU have entered. You will not see the interactions or team members entered by other SIRS users. In order to access other users’ team members and interactions (based on your user role in SIRS), use the Search feature in SIRS. To perform a Standard Search, check the “Interaction” or “Team Member” box and then click “Search,” as described in the SIRS System User Basics Job Aid. To perform an Advanced Search, see the SIRS Advanced Search Job Aid.
Heather
CAUTION: Beware of entering duplicate data! If you do not see the data or team member you are looking for in your Tracking Inbox, perform a search before entering the data or team member in SIRS. The lack of such information in the Tracking Inbox may lead you to think you need to re-enter information that has already been entered, causing data duplication.

29. Message 1: Invalid Username or Password
FAQ: I got an error message when I was trying to log in to SIRS. What should I do?
Message 1: Invalid Username or Password
Attempt to re-enter your username and password correctly one more time. If it still doesn’t work, click the link to reset your password. After 3 unsuccessful attempts, you will be locked out and must contact Booz Allen for help.
Message 2: An invalid token has been detected on login. This may indicate a malicious attack, or it may occur if you have the application open in multiple windows or have accessed this page through the browser history.
Close this window and any other windows that have SIRS in them, and start over! Open the SIRS login screen in a new window and try to log in again.
Heather and Booz Allen