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

2. Performance Based Prevention System (PBPS) Reference Guide Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities. This is Module 2 of 5, Planning. In this guide you will learn how enter your Factor Planning, Objectives, Add Programs, and enter Coalition information, including Adding Participants and Groups. 2 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

3. Performance Based Prevention System (PBPS) Reference Guide At any time you can click on the icon in the bottom right corner of the page to return to the Content Guide. Sometimes an icon will appear in the top right corner of the page you are viewing. Hover over the icon to read quick tips about the content you are viewing. 3 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

4. Planning Factor Planning Objectives Coalition Programs Adding Programs Submitting Programs 4 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering Risk/Protective Factors Submitting Objectives Editing Objectives Entering Objectives Helpful Hints Innovative/Other Evidence-Based Practice Environmental Helpful Hints Groups Participants Create a Group & Add to a Program Editing Groups Adding Participants More Participants Options

5. Planning Factor Planning Review your CPWI Strategic Plan Coalition Logic Model To begin entering data into PBPS, first identify the Risk and Protective (R/P) Factors from your Strategic Plan. These can be found in the Intervening Variable column of your Logic Model. All R/P Factors need to be entered into PBPS if you will be working on them in the current biennium. 5 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

6. Planning Factor Planning Log into PBPS (www.kithost.net/wa)www.kithost.net/wa From your Home page select Planning On the next page select Factor Planning 6 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering Risk and Protective Factors

7. Planning Factor Planning Entering Risk and Protective Factors If this is your first time entering R/P Factors you will select Add, if you are adding more Factors select Edit. 7 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning EVERGREEN COMMUNITY

8. Planning Factor Planning Entering Risk and Protective Factors Once you select Add or Edit, more R/P factors will appear in the Available R/P Factors box. Highlight R/P factors you want to add, then select the arrow. To remove factors, highlight the R/P from the Targeted R/P Factors box and select the arrow. When you are finished select Save in the task pane. 8 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning EVERGREEN COMMUNITY

9. Planning Objectives Review your CPWI Strategic Plan Coalition Logic Model For all Local Conditions and Contributing Factors you will need to create Objectives in PBPS 9 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

10. Planning Objectives Entering Objectives All your Goals, Objectives, Programs and Services should be linked to the R/P factors from your Strategic Plan – The PBPS will automatically create Goals based on your R/P factors – For each Intervening Factor, or R/P factor, entered into the PBPS you must have Objectives Each Objective can only be assigned to one Goal, but each Goal may have more than one Objective 10 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

11. Planning Objectives Entering Objectives From your Home page select Planning On the next page select Goals/Objectives 11 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

12. Planning Objectives Entering Objectives Select the R/P Factor you want to enter Objectives for, then select Add 12 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning #1 #2

13. Planning Objectives Entering Objectives The next page will display the Factor/Goal Information 13 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning #1 Select your Objective

14. Planning Objectives Entering Objectives Your selected Objective will now be RED. Use the drop down lists to fill in the blank to complete your Objective. 14 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning #2

15. Planning Objectives Entering Objectives After completing your Objective, select Preview Objective. 15 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning #3

16. Planning Objectives Entering Objectives Your new Objective will display at the bottom of the screen. If you are satisfied select Save. If you made an error, correct any of the fields, select Refresh Objective String, then select Save. 16 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning #4 #5

17. Planning Objectives Submitting Objectives After Saving an Objective the below screen will appear. As you can see, this Factor/Goal has one Objective accepted by DBHR, and a new Objective that needs to be submitted to the Prevention System Manager at DBHR. Select Submit. 17 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning ACCEPTED SUBMIT

18. Planning Objectives Submitting Objectives The following pop-up message will appear. Select OK. At the top of the page, the PBPS will let you know you have successfully submitted your Objective. This Objective has now been sent to your PSM for approval. 18 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

19. Planning Objectives Objective Helpful Hints 19 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Your Objective must be approved by the PSM before you can proceed with adding Programs. Your Primary Contact listed in your Organizational Information will receive an email from PBPS when the PSM has accepted your Objective. Once you Submit your Objective it cannot be edited. Make any changes before you Submit the Objective. To Edit your Objective select the Edit button in the left tool bar on the screen. Make sure to Save your changes. Your Objectives are used to measure Performance Based Contracting. Make sure they are accurately entered before submitting.

20. Planning Programs Review your CPWI Strategic Plan Coalition Logic Model All the Strategies & Local Implementation items you plan to implement this biennium need to be entered into PBPS as Programs. 20 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

21. Planning Programs Adding Programs Once you have completed your Objectives and they have been accepted by your PSM, you can enter Programs. Select Planning from your Home page, select Programs, and on the next page select. 21 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

22. Planning Programs Adding Programs You can add three different types of Programs: Highlight the type of Program you want to enter by selecting the toggle and fill in the form. 22 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other; Evidence-Based Practice;and Environmental.

23. Planning Programs 23 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Make sure Innovative/Other has been selected Fill in all the Yellow boxes, Grey boxes are optional Complete form

24. Planning Programs 24 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Open the Objectives List by selecting the button and select one of the Objectives you already entered. SELECT Type in program name Fill in a description of the program Type in Start Date and End Date (mm/dd/yyyy)

25. Planning Programs 25 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Use the dropdown lists to complete the next four questions. Select the Funding Source and use the arrows to move your selection to the right or left box. Enter your Funding Amounts. The Total Amount will automatically calculate for you.

26. Planning Programs 26 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Click on the box if your Program aims to reduce underage drinking. Answer the questions using the dropdown lists. Select your answer in the dropdown lists and they will appear in the boxes below. If you need to remove any selected items use the arrow.

27. Planning Programs 27 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Use the dropdown lists to answer these questions. For Implementation Type select Replication if you are using a program with fidelity. Select Adaptation if you have changed the Program in any way. Fill in the number of expected participants you plan to serve with your Program. Select whether or not this Program will have Mentoring, and add any notes if necessary. Select the Instrument(s) you will be using to monitor change over time.

28. Planning Programs 28 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Innovative/Other Programs Be sure to click Save on the left side of the screen when you have finished entering your Program If you have any errors in your Program entry, you will get an error message at the top of the screen like the one below. Address the issue and select Save again.

29. Planning Programs 29 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Make sure Evidence-Based Practice has been selected Fill in all the Yellow boxes, Grey boxes are optional Complete form

30. Planning Programs 30 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Open the Objectives List by selecting the button and select the Objective. SELECT Your Program Name and Description will automatically fill in Type in Start Date and End Date Select your Program and click Apply

31. Planning Programs 31 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Use the dropdown lists to complete the next four questions. Select the Funding Source and use the arrows to move your selection to the right or left box. Enter your Funding Amounts. The Total Amount will automatically calculate for you.

32. Planning Programs 32 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Click on the box if your Program aims to reduce underage drinking. Answer the questions using the dropdown lists. Select your answer in the dropdown lists and they will appear in the boxes below. If you need to remove any selected items use the arrow.

33. Planning Programs 33 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Use the dropdown lists to answer these questions. For Implementation Type select Replication if you are using a program with fidelity. Select Adaptation if you have changed the Program in any way. Fill in the number of expected participants you plan to serve with your Program. Select whether or not this Program will have Mentoring, and add any notes if necessary. Select the Instrument(s) you will be using to monitor change over time.

34. Planning Programs 34 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Evidence-Based Practice Be sure to click Save on the left side of the screen when you have finished entering your Program If you have any errors in your Program entry, you will get an error message at the top of the screen like the one below. Address the issue and select Save again.

35. Planning Programs 35 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Make sure Environmental has been selected Fill in all the Yellow boxes, Grey boxes are optional Complete form

36. Planning Programs 36 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Open the Objectives List by selecting the button and select the Objective. SELECT Your Program Name and Description will automatically fill in Type in Start Date and End Date Select your Program and click Apply

37. Planning Programs 37 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Use the dropdown lists to complete the next four questions. Environmental will prefill for Program Type. Select the Funding Source and use the arrows to move your selection to the right or left box. Enter your Funding Amounts. The Total Amount will automatically calculate for you.

38. Planning Programs 38 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Click on the box if your Program aims to reduce underage drinking. Answer the questions using the dropdown lists. Select your answer in the dropdown lists and they will appear in the boxes below. If you need to remove any selected items use the arrow.

39. Planning Programs 39 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Use the dropdown lists to answer these questions. IOM Model Type is pre-filled in as Universal Indirect. For Implementation Type select Replication if you are using a program with fidelity. Select Adaptation if you have changed the Program in any way. Fill in the number of expected participants you plan to serve with your Program and any additional notes that may be necessary. Select the Environmental Strategy Category. Based on your selection, another question will appear asking for your Community- based Practice Strategies. Select the appropriate answers.

40. Planning Programs 40 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Be sure to click Save on the left side of the screen when you have finished entering your Program If you have any errors in your Program entry, you will get an error message at the top of the screen like the one below. Address the issue and select Save again.

41. Planning Programs 41 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Once you Save an Environmental Program, a survey will open at the bottom of the Program Submission page. You will have to complete this survey in order for your Program to be Submitted to the PSM. Select Strategy Survey

42. Planning Programs 42 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Complete the survey questions using the answer toggles and text fields. Once you have completed the survey select Save in the task pane.

43. Planning Programs 43 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Environmental Once the survey is complete, the Completed status line will show 100%. If this does not say 100% you will not be able to Submit your Environmental Program.

44. Planning Programs 44 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Submitting Programs Once you have saved your Program and you do not need to make any further changes you will need to Submit the Program to your PSM for approval. To Submit your Program, first select Save in the task pane. After you Save scroll to the top of the Program Submission page. A Submit button should be on the right hand side of the page. Select Submit.

45. Planning Programs 45 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Submitting Programs PBPS will confirm that you want you want to Submit the Program. Select OK. Once your Program is successfully Submitted, you will get the following message at the top of the Program Submission page.

46. Planning Programs Program Helpful Hints 46 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Your Program must be approved by the PSM before you can proceed with adding Groups or Services. Your Primary Contact listed in your Organizational Information will receive an email from PBPS when the PSM has accepted your Program. Editing a Program once it is Submitted is not easy, especially if you start entering Services. Make sure your Program is complete before Submitting to avoid any issues. To Edit your Program select the Edit button in the left tool bar on the screen. Make sure to Save your changes.

47. Planning Groups Creating a Group and Adding it to a Program After entering Programs you can add Groups to allow for easier service tracking. Each Group will have participants assigned to it, and if you assign a Recurring Service to a Group, all the Group members will be updated when the service occurs. Groups can also be modified at any time by adding or deleting participants. To start select Planning from your Home page, then select Programs. 47 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

48. Planning Groups Creating a Group and Adding it to a Program From the Program page, click onfor the Program you would like to add a Group. On the next screen, select Add, Edit or View Groups. 48 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

49. Planning Groups 49 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Creating a Group and Adding it to a Program Select Add in task pane. Enter a unique Group Name. Select your PRI (CPWI) Community Coalition Name (or Not Applicable if you are a Tribe). Highlight the participants in the lower box and use the arrows to move them into or out of the Selected Participant Group. Select Save in the side task pane when you are finished.

50. Planning Groups Editing Groups To Edit a Group attached to a Program, select Planning from your Home page then Program on the next screen. Click, then the Program you want to edit. Select the button. Select Edit in the task pane. Use the arrows to modify the participants in the Group. Click Save in the task pane when you are finished Editing the Group. 50 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

51. Planning Participants Adding Participants You will need to add the individuals who attend your Services (or Programs) into PBPS as Participants. You will also need to add your Coalition Members into PBPS as Participants. To Add Participants, select the Implementation tab from your Home page then select Participants. 51 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

52. Planning Participants Adding Participants Select Add in the task pane and enter Participant information. All Yellow boxes are required fields, all Grey boxes are optional. 52 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Enter Demographic Information Mark if this Participant will be receiving Mentoring services, or if they are a member of the Coalition

53. Planning Participants Adding Participants Enter the Participant’s contact information 53 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

54. Planning Participants Adding Participants Assign the Participant to Program-Groups using the arrows. If you have not already entered the Program-Group, you will need to do so before you can add the Participant. 54 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

55. Planning Participants More Participant Options When you are finished select Save in the task pane. To make changes to the Participant, select Edit in the task pane. To find another Participant entered select Search in the task pane, then click on Select next to the name of the Participant you would like to view. To Delete a Participant, select Delete in the task pane. A prompt will open asking if you are sure you would like to Delete the participant. Select OK. 55 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

56. Planning Participants More Participant Options You may need to Encrypt Participants Names. Doing so will remove participant identifiable information and assign a User ID. – This is a tool to assist when client confidentiality is a concern and participants wish to remain anonymous. Search and Select the Participant you want to Encrypt. From the Participant Information screen, select, and then select OK in the dialogue box that appears. REMEMBER: You cannot unencrypt participants! So only encrypt when it is absolutely necessary. 56 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning

57. Planning Coalition 57 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering a Coalition To track your Coalition activity, you will need to enter your Coalition into PBPS as an Innovative/Other Program.Innovative/Other Program Select Planning from your Home page, select Programs, then select Add in the task pane. Select the Objective you entered for your Coalition Enter your Coalition Name Type a description of your Coalition Enter the dates your Coalition will be active

58. Planning Coalition 58 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering a Coalition Select Community Engagement/ Coalition Development Select Community- Based Process Your fields should match these, but may include more Funding Sources than SAPT Enter your Funding Amounts: the Total Amount will calculate for you Check the box if your Coalition is working to Reduce Underage Drinking Use the drop down boxes to answer these questions.

59. Planning Coalition 59 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering a Coalition You will not be able to select your PRI (CPWI) Community, so select Not Applicable. Select the DBHR Populations you will be serving These fields should match what is shown here. These are the minimum limit you may enter. These numbers should match your Strategic Plan Use the dropdown box to answer this question. Add Coalition Assessment Tool to your Instruments.

60. Planning Coalition 60 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning Entering a Coalition Select Save in the task pane you are finished entering your Coalition. Once you have Submitted your Coalition Program and it is accepted by your PSM, you will need to add your Coalition Group to the Coalition Program.Submittedadd your Coalition Group To learn how to enter Coalition Activities, please review PBPS Reference Guide: Module 3 Service Entry.

61. Performance Based Prevention System (PBPS) Reference Guide For more information on using PBPS, please review the other PBPS Reference Guide Modules  Module 1: Getting Started  Module 3: Service Entry  Module 4: Reports  Module 5: Billing If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR. 61 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 2 Planning