CYP-IMS Inspector Guide - mcccentral.com

1 CYP-IMS Inspector Guide October 2018 1 October 2018 CYP-IMS Inspector Guide CYP-IMS Inspector Guide October 2018 2 CYP IMS Inspector Guide CYP IMS Inspector Guide .. 2 Introduction .. 5 Getting Help 5 Prerequisites 5 O f f l i n e U p g r a d e I n s t r u c t i o n s 5 Login and Logout .. 7 Logging in to CYP- IMS WBIS 7 Logging out of CYP- IMS WBIS 7 Navigation .. 8 CYP-IMS Web Header 8 CYP-IMS Offline Header 8 CYP- IMS Web Footer 8 CYP-IMS Offline Footer 9 Inspection System Home .. 10 Inspection Packages 10 Package Details 11 Dashboard 12 Inspection Pac k age 12 POC Information 13 ADDING a POC 14 Editing a POC 15 Waitlist Information 15 Extensions 16 Extensions Details 17 Dashboard Details 18 Inspection Status 19 Installation D e t a i l s 20 Installation Findings and Strengths 21 Adding Installation Findings 21 Editing Installation Findings 22 Re mov ing Installation Findings 23 Adding Installation Strengths 23 Editing Installation Strengths 24 Re mov ing Installation Strengths 25 Installation Comments 25 Installation Artifacts 26 Opening I n s t a l l a t i o n Artifacts 26 Adding Installation Artifacts 27 Deleting Installation Artifacts 27 Edit

2 Installation Artifacts 28 Adding and Deleting an Ad Hoc Program 28 Progra m Strengths 30 Adding P r o g r a m Strengths 30 Editing P r o g r a m Strengths 32 Re mov ing P r o g r a m Strengths 32 CYP-IMS Inspector Guide October 2018 3 Progra m Comments 33 Progra m Level Artifacts 34 Opening Program Lev el Artifacts 34 Adding Pr ogra m Level Artifacts 35 Editing Program Level Artifacts 36 Deleting Program Lev el Artifacts 37 Inspection Setup .. 38 Des ignating a Setup Ins pec tor or Program Lead 38 Setup Overview 38 Ov ers ight and Ac c reditation 39 Accreditation 39 Comprehensive Inspections 41 Building Information 41 FCC Oversight and Accreditation 42 Child Development Center (CDC) Setup.

3 43 CDC Enrollment 43 Adding a Classroom 43 Editing a Classroom 44 Deleting a Classroom 45 Adding Admin and Facility Criteria 46 Starting the Inspection for CDC Classrooms 48 Family Childcare (FCC) Setup .. 50 Entering FCC Provider Information 50 Adding a FCC Provider 51 Deleting a FCC Provider 53 Starting the Inspection for FCC Program 54 SAC, Youth and SAC/ Youth Setup .. 55 Programs 55 Enrollment 56 Registered Users 56 Admin and Facility 57 Starting an Inspection for SAC/ Youth Programs 59 Custom and 24 / 7 Centers Setup .. 61 Setup Complete .. 62 Conducting an Inspection .. 63 Evaluating Components 64 Reviewing Component Details 67 Related References 67 Findings 69 Adding Findings 70 Editing Findings 73 Re mov ing Findings 74 Adding Inspector Comments 74 Opening Artifacts 75 Adding Artifacts 75 Editing Artifacts 76 Deleting Artifacts 77 CYP-IMS Inspector Guide October 2018 4 Accessing Checklists 77 Adding Entities to a checklist 78 Editing Entities in a checklist 78 Deleting Entities in a checklist 78 Evaluating the checklist Components 79 Editing the checklist Evaluations 80 Adding Entity Comments 80 Editing Entity Comments 81 Deleting Entity Comments 81 Inspection Review.

4 82 Finding Details 82 Reviewing Inspection Coordinator Comments 84 Submit to IC 86 Review with Comments 88 Approve 89 Sync .. 91 Conflict Resolution .. 93 Reporting .. 94 Draft Program Level Report (PLR) 95 Home Level Report 97 Corrective Actions Report 98 Inspector Comments Report 99 Installation Commander (IC) Outbrief 100 checklist Report 101 Systemic Findings Report 102 CYP-IMS Inspector Guide October 2018 5 Introduction The Child and Youth Program (CYP) Inspection Management System (IMS) allows Inspectors and Inspection teams to setup, conduct, review and report Inspections of CYP Facilities and Programs. The Inspection System can be accessed from the Web-based Inspection System (WBIS) or the Offline Mobile Inspection System (MIS).

5 This User Guide will describe the main functions and features of the Inspection System that will be used by Inspectors and provide step-by-step instructions to navigate through them. G e t t i n g H e l p For questions about this manual or using the system, please contact the CYPIMS helpdesk via email at or call 855-696-2934. The Support Desk offers 24/7 Support for the following Tier 1 Support Items: Tier 1 Support will be able to assist with Password Resets, Unlocking Accounts, and other general requests related to a common issue. Any requests that requires troubleshooting or an application expert will be escalated to the Tier 2 Support Desk. The Tier 2 Support Desk hours will remain Mon-Fri 9am-5pm EST.

6 The Support Desk can assist Inspectors 24/7 in the event of a critical issue that results in a work stoppage. Work Stoppage is defined as the inability for an Inspector to complete an active inspection in the system. This applies specifically to active Inspections that are being Outbriefed within the next 48 hours where there is no work around to the issue. If a workaround is available, the issue will be sent to the Tier 2 Support Desk to be prioritized during normal operating hours (Mon-Fri 9am-5pm EST). Prere q uisites In order to use the CYP-IMS system, users will need the following: An account set up by an IMS System Administrator or a fellow Service Admin from your Branch of Service.

7 CYP-IMS requires the following internet browser: Microsoft Internet Explorer 11 or higher O f f l i n e U p g r a d e I n s t r u c t i o n s The CYP-IMS Offline has a new way to upgrade the CYP-IMS Offline application. On the desktop there is a new upgrade shortcut available labeled, Upgrade CYPIMS Offline . Note: If this button is not available please contact N94s and request to have the Offline upgrade button installed: 1. Contact 1-877-788-0755 2. Select option 2 3. Select option 1 for IT Enterprise Support. Instructions NOTE: Please sync any offline changes that have been made before upgrading. 1. After logging into the machine, unlock the T: Drive 2. Double click on the Upgrade button.

8 A popup will appear asking, Would you like to upgrade CYP-IMS Offline to version [y/n]? a. Within the popup type and press CYP-IMS Inspector Guide October 2018 6 3. Another question will pop up warning if you have not yet synced your changes and provide an option to quit and sync before proceeding. a. Within the popup type and press . 4. On completion, the message, Starting CYP IMS Offline. Please will be displayed followed by, Press any key to continue . This will indicate that the update was successful. Click and the offline system will start. CYP-IMS Inspector Guide October 2018 7 Login and Logout L o g g i n g i n t o C Y P- I M S W B I S To log on to the CYP-IMS , go to , enter your username and password, and then click Login.

9 L o g g i n g o u t o f C Y P- I M S W B I S To Logout from CYP-IMS , users will click on the arrow next to their name on the top right corner of the screen and select Logout. CYP-IMS Inspector Guide October 2018 8 Navigation CYP-IMS W e b H e a d e r 1. Title Child and Youth Inspection Management System ( CYP-IMS ) 2. Username Shows the first name of the user that is logged into the system C Y P-I M S O f f l i n e H e a d e r 1. Title Child and Youth Inspection Management System Offline 2. Username Shows the name of the user that is logged into the system 3. Connectivity indicator Indicates whether you are connected/disconnected to the internet CYP- IMS W e b F o o t e r 1.

10 Support Provides contact information of the support desk 2. CYP-IMS Central Provides the link to MCC Central where user guides, release notes and training materials are found 3. About Provides information about the version of the system and the last login date and time for the user 4. eLibrary Provides access to the Navy Child and Youth Programs E-Library. 5. FOIA Provides access to the Department of Navy Freedom of Information Act. 6. Privacy Policy Provides the Privacy and Security notice of the Child and Youth Programs Inspection Management System 7. Accessibility/Section 508 Provides access to the Department of Defense (DoD) Accessibility Link 8. External Links Disclaimer Provides a disclaimer notice on the appearance of the hyperlinks CYP-IMS Inspector Guide October 2018 9 C Y P-I M S O f f l i n e F o o t e r About Provides information about the version of the system.