The Automated Application

The automated CFSR Data Management Application, commonly referred to as "the application," was developed by JBS to streamline the review process. It has numerous benefits over the paper versions of the instrument that were used for the reviews during the first round. It significantly reduces the amount of work required to complete the OSRI by filling in duplicate information across items wherever possible and by locking out items that are Not Applicable to the current case so that reviewers do not need to complete them. It also uses a built-in logic system to automatically determine item and outcome ratings.

Another key benefit of the application is in how it helps automate portions of the Data Integrity and Quality Assurance process. The system permits a simple electronic transfer of cases from reviewer to Site Leader and enables Site Leaders to add electronic comments ("stickies") easily to problem areas in a case. Reviewers can then read these comments and adjust their answers as necessary to complete their case review.

Finally, the application offers a wide variety of built-in report functions that enable reviewers and Site Leaders alike to easily access specific data from single cases or across an entire review site.

The application is hosted on a tablet PC, which you will use as a laptop computer while on site. The tablet PC is a lightweight, easily transportable system that will store all of your casework and allow you to seamlessly network with Site Leaders and, if necessary, the central server and CFSR Data Repository. For more information on using the tablet PC, including instructions on how to power it on and pass through its security systems, click Getting Started.

Getting Started

To begin using the tablet PC, locate the sliding latch on the right side of the screen’s front edge. When you slide this latch to the right, you will be able to lift the screen and open the tablet PC. You will notice a red nub located in the center of the keyboard, directly above the 'B' key. This is the tablet PC's built-in mouse, which you can control with your index finger. The two red-lined tabs below the keyboard are the left- and right-click buttons.

Some people are uncomfortable using the red nub as their mouse. You will be provided a mini-USB mouse on site, which you can use by inserting the USB plug into one of the two USB ports on the tablet PC. There is one USB port on either side of the computer; it does not matter which one you plug the mouse into. The mouse is plug-and-play, which means that it will work automatically once you plug it in.

To turn on the tablet PC, you can use either of its two power buttons.  Each power button is an oval-shaped button with a white dot in the center. One is located directly above the keyboard, in the center of the panel. The other is located directly beneath the screen, on the left-hand side.

Once the tablet PC has powered on, you will be at the Network Logon screen. This is the first level of system security. Click System Security for more information.

System Security

To ensure the confidentiality of sensitive case information, each tablet PC has three levels of security built into it. You must successfully pass each level in order to access the Application. The levels of security are: Encryption Login, Windows Login, and the USB Key.

Encryption Login

The Encryption Login screen is the first screen that will load after you turn on the tablet PC. It is green in color. At the prompt, you must first hit the Enter key, then type the encryption password. You will be provided this password onsite; it will not be the same as the password used at your training.

Note that you must hit Enter before you type the password. If you try to type the password before hitting the Enter key, your login attempt will fail. After three failed attempts, the tablet PC will lock. At this point, you will need to turn off the tablet PC, wait for it to power down, and then turn it on again to re-try the encryption login.

Also note that, once you have logged onto Windows (see below), a pop-up window will report on any failed attempts to login at the encryption screen.

Windows Login

The second level of security built into each tablet PC is the Windows login screen. You will see two login options here: "Administrator" and "CFSR Reviewer." Always click the second option, "CFSR Reviewer," regardless of your actual role on site. The "Administrator" option is only for system administrators who provide technical support.

After you click CFSR Reviewer, a textbox will open. Type the Windows login password you were provided onsite. Note that this password, like the Encryption password, will be different from what you used during your training.

Once you have logged in at this screen, the Windows desktop will display.

USB Key

The final level of security built into each tablet PC is a USB key that you will be provided on site. This USB must be plugged into one of the tablet PC's two USB ports in order for the Application to launch.  Once your desktop has displayed, plug in the USB key and wait for the computer to recognize it. This may take up to a minute. If a window opens displaying the contents of the USB key, you may close it. You do not need to access any of the files on the USB key.

Once the USB key has been inserted and recognized, you are ready to launch the Application.

 

Launching the Application

Once the Windows desktop loads and you have inserted your USB key into the tablet PC, you can launch the Application. To launch the Application, locate and double-click the CFSR Data Management Application icon in the upper right-hand corner of the screen.

The Data Management System (DMS) Welcome Screen will load. Click the large, orange Enter button to bypass this screen. The Application will open to its Overview Screen.

Exiting the Application and Shutting Down the Computer

Before you exit the Application, be sure that you have saved and backed up all of your recent work.

Exit the Application by using the Exit button, which is located in the upper right-hand corner of the screen. Note that you should always close the Application with the Exit button, not with the red 'X' in the topmost corner. Also, you should always exit the Application before you shut down the computer.

To shut down the computer, click the Start button in the bottom left-hand corner to open the Start menu. Click the Turn Off Computer button. The computer will shut down automatically through a process that may take up to 1 minute.

The Overview Screen

The Overview Screen is the first screen to display when you launch the application.

At the top of the Overview Screen is the blue Title Bar, which displays on every screen. The Title Bar displays the application name (CFSR Data Management Application). It also displays the name of the person or review team whose USB key started the application and the Period Under Review (PUR).

The three buttons on the right-hand side of the Title Bar allow you to minimize, reduce, or close the display window. Note that closing the display window also closes the application.

The remainder of the Overview Screen contains the Menu Bar, the Record Summary Grid, and, at the bottom, the Navigator Bars, which include the Unanswered Questions Navigator and the Unresolved Comment Navigator.

Menu Bar

The light-blue Menu Bar displays immediately below the Title Bar. Like the Title Bar, it displays no matter where you are within the application.

There are seven options available on the Menu Bar, most of them drop-down menus. These options are: Overview, OSRI, SIG, Reports, Data Management, Admin, and Exit. Note that the SIG and Admin menus are not available to Reviewers and will appear grayed-out on the screen.

Overview

Clicking Overview will return you immediately to the Overview Screen from anywhere in the application. Be sure to save any work before clicking here.

OSRI

The OSRI Menu offers five options concerning OSRI records: Edit Cases, Add New Case, Delete Existing Case, Show Comment Navigator, and Show Unanswered Questions Navigator.

SIG

The SIG Menu offers five options: Edit Interviews, Add New Interview, Delete Existing Interview, Advanced Navigation Mode, and Show Unanswered Questions Navigator. Note that this menu is not available to Reviewers.

Reports

The Reports Menu offers access to the wide variety of reports that the application can generate.
It features numerous submenus from which you can select multiple report formats. You can also print and save reports as HTML files from this menu.

See Module 6.9: Reports for more information about using the Reports Menu.

Data Management

In addition to providing a variety of options for backing up, transfering, and restoring records on the tablet, the Data Management Menu also provides information on the current version of the application.

See Module 6.6.1: Data Management Menu for more information about using the Data Management Menu.

Admin

The Admin Menu is not available to Reviewers. It offers functions for site leaders and system administrators to manage the database and USB keys.

See Module 6.6.2: Admin Menu for more information about using the Admin Menu.

Exit

Clicking Exit will exit the application and return you to the desktop. You will be asked to confirm this selection. Be sure to save all work before you exit the system.

Record Summary Grid

Most of the Overview Screen is reserved for the Record Summary Grid, which summarizes all of the OSRI and SIG records currently stored on the tablet. The currently selected case will be highlighted in blue.

Each record summary is divided into seven columns, which are labeled in the gray bar at the top of the grid. When the Record Summary Grid displays more than one record, you can sort them by clicking this gray bar. The seven columns of the Record Summary Grid are: ReviewSite, ReviewTeam, Instrument, Record, Completeness, QA Status, and Action.

Information on the first four columns is detailed here. For information on the Completeness, QA Status, and Action columns, click the links below.

ReviewSite

This column lists the Review Site to which the record is assigned.

ReviewTeam

This column lists the Review Team (for OSRI records) or Interviewer (for SIG records) responsible for the record.

Instrument

This column identifies whether the record is an OSRI or SIG.

Record

This column displays the case name. For OSRI records, bracketed information indicates whether the record is a Foster Care (FC) or In-Home Services (IH) case.

Completeness Column

This column shows how much of each record has been completed. For OSRI records, this summary involves three sections: Facesheet, OSRI, and Rating Documentation. Each section is summarized with both a ratio (12 out of 12, for example) and a percentage (100 percent) that refers to how many questions in that section have been answered. Also listed is a ratio showing how many of the record’s 23 items have a rating.

For SIG records, the Completeness column shows only the total percentage of questions that have been answered.

Note that the Rating Documentation number only reflects the number of Main Reason questions that have been answered and does not include follow-up questions.

QA Status Column

The QA Status column shows the current status of the record. There are seven possibilities
accessible here through a drop-down menu. The first six, Record Created, Ready for QA Review, QA Review Complete, Ready for Debriefing, Ready for State QA Review, and State QA Review Complete, are for OSRI records. The seventh, Interview Record Complete, is used for SIG records.

You can change a record’s QA Status by clicking the down arrow and selecting a new QA Status from the menu. A pop-up window will display confirming that the QA Status change was successful, and the record’s new QA Status will display in the column. Changing a record’s QA Status is an integral part of the overall Quality Assurance process.

Once data transfers begin for a record, if you float the cursor over that record’s QA Status, a pop-up window will open to indicate that record’s transfer history. This is a quick way of viewing how many data transfers that record has undergone.

Action Column

The Action column contains an Edit button, which opens for editing that OSRI or SIG record. OSRI records will open to their Face Sheet, while SIG records will open to their first Core Question.

For Local Site Leaders who have downloaded OSRI records to their tablets to perform a Quality Assurance Review, the Action column’s Edit button will be replaced by a QA Review button. Clicking this button will open that record’s Completed Case Report, which the Local Site Leader will then use to review and comment on the case.

Note that floating the cursor in this column will open a pop-up window of the record’s Transfer History just as is the case with the QA Status column.

Inputting Data

The automated OSRI and SIG each include a variety of different question formats. These different formats require not only different types of information, but different methods for inputting the information as well.

The following types of question formats are incorporated into the application:

  • date questions
  • text questions
  • number questions
  • select one/select any questions
  • chart questions

     

Date Questions

Date questions require the input of specific dates in a normal date format (month/day/year). To answer a date question, click on the first (left-most) spot in the blank datefield displayed in the white textbox. Type the date using a month/day/year format.

To make corrections to a date question, position the cursor in the textbox and use the delete or backspace key to erase your errors. Type any corrections normally.

Note that some date questions, particularly those embedded within a grid question, employ a calendar tool that allows you to select a date without typing.

Text Questions

Text questions require the input of blocks of text, typically full sentences or paragraphs. To enter text, position the cursor in the white textbox and type normally. Tabs and hard returns are accepted by the application, but no other type of automated formatting (for example, bullets or font changes) are accepted.

To delete or replace text, position the cursor at the appropriate spot in the white textbox and use the delete and/or backspace keys. Type any revisions normally.

As with a normal word processor, you may select blocks of text for copying, cutting, pasting, or deleting. Select text by holding down the left mouse button and dragging over the portion of text that you need. Then, release the left mouse button and right click. A pop-up menu of options (including cut, copy, paste, and delete) will display.

Number Questions

Number questions require the input of a single number. To answer them, position the cursor in the white textbox and type the number normally. Use the backspace or delete key to make corrections.

Select One/Select Any Questions

Select One and Select Any questions require you to select single or multiple items from a list of options. Simply click on the appropriate choice or choices to make your selections. To make corrections, click the Clear All Choices button. Your current selections will be removed so that you can start over.

Chart Questions

Chart questions require the input of information to a multi-cell chart. You can adjust the width of individual cells in the chart by clicking the cell’s border line in the title bar and dragging sideways. You can also adjust the height of an individual cell by clicking on the left border’s side bar and dragging up or down.

Note that expanding cells may result in the chart becoming too large to fit within the window. In this case, scroll bars will appear at the bottom or right-hand side that enable you to scroll from side to side or up and down as necessary.

Charts also feature arrow controls that allow you to scroll up, down, left, or right. Clicking on an arrow will scroll the chart in that direction.

Note that every time you click the left-hand margin of the bottom row in the chart (which displays with an asterisk beside it), a new row will be automatically created below it. To delete a row from a chart, click one of its cells, then click the Delete Highlighted Row button. You will be prompted to confirm your selection; when you do, the row will disappear along with all of the information entered in it. You can also clear only the cell with which you are currently working by using the Clear Active Cell button. Clicking this button will delete all information in the currently active cell, regardless of the question type (see below), and allow you to start over in your answer.

Types of Chart Questions

There are four types of chart questions: text, menu selection, yes/no, and date. To answer either type, click once in the question's cell. You can move across a row from cell to cell by using the Tab key. The Enter key moves you down to the next row of cells. You can also select any cell in the chart at any time by clicking in it.

Note that the Clear Active Cell button is the only way to delete menu selection, yes/no, and date questions from a chart.

Text, Menu Selection, and Yes/No Questions

Text Questions

When you click in a cell that requires a text answer, the cell will change to a white textbox with a cursor. Type your answer normally, using the backspace or delete key to correct errors.

Menu Selection Questions

Cells requiring selection from a drop-down menu will have a down arrow appearing inside them. Click this arrow to open the menu, then click on the appropriate choice.

Yes/No Questions

For yes/no questions, use the mouse to check the box for yes. Leave the box blank for no.

Chart Date Questions

When you click in a cell requiring a date answer, a drop-down menu showing the current date will appear in the chart cell. Simply click on the month, day, or year to highlight it, then type the correct date over it. Note that you must click on the month, day, and year individually in order to type them. You cannot simply type the date as one entry or use the tab key to move from field to field.

Calendar Controls

You can also change the date using only the mouse. To do so, click the chart cell’s down arrow. A pop-up calendar showing the currently selected date will appear. If the month and year are correct, select a new day by clicking it on the calendar.

If you need to change the month or year, you have several options. The left and right arrows at the top of the calendar will move you back (left) or forward (right) one month. You can also click on the month’s name to reveal a pop-up menu to choose from all 12 months.

You can change the year by using the left or right arrows to move backward or forward. However, an easier way to change the year is to simply click on the year displayed at the top of the calendar. Doing so will reveal a spinner control (an up and down arrow) that allows you to move the year forward (up) or backward (down).

Once you have selected the month and year, click on the appropriate day to close the calendar control. 

The Automated Onsite Review Instrument

The Automated Onsite Review Instrument is the electronic version of the OSRI. It has the same overall structure as the paper instrument but differs in a few specific areas. It does not, for example, re-create the "General Instructions" page that begins the paper instrument, and in a few instances the automated application sub-divides item questions differently from those that are listed in the paper instrument. A few of the charts, most notably Chart F on the Face Sheet, are also formatted differently in the automated instrument from those in the paper version.

By and large, though, the structure of the automated instrument exactly follows that of the paper instrument. This includes listing each item's Purpose of Assessment and question instructions as well as its Rating Documentation and follow-up questions

One notable difference between the automated instrument and its paper version is how Outcome Ratings are handled. In the paper instrument, each Outcome Rating has a separate page that must be manually answered by the reviewer. In the automated instrument, Outcome Ratings are generated automatically once the Outcome's various items have all been rated, and there is no separate Outcome Rating page. To view an Outcome Rating, you must use the Preliminary Case Summary Report

Working With Cases

There are three ways for review pairs to work with OSRI cases while onsite. They can add a new case, edit existing cases, or delete existing cases. All three of these options are accessed through the OSRI Menu in the Menu Bar

Add New Case

To create a new OSRI case, select Add New Case from the OSRI Menu. The Add New Case window will appear. Next, complete the following steps:

1) Enter the case's name in the Case Name area. For foster care cases, the case name will be the full name of the target child. For in-home services cases, the case name should be the family surname.

See Module 6.3: Inputting Data for more information on how to enter text.

2) In the Case Type box, select whether the case is foster care or in-home services by clicking the appropriate choice.

3) Click the arrow beside the Date Reviewed box to display the pop-up calendar control. The current date will be highlighted in red. Select a review date for the case by clicking the appropriate date.

4) To finish, click the Save and Start button. You may also click Cancel to close the Add New Case window without saving.

Once you click the Save and Start button, the Face Sheet for the new case will open. To exit the Face Sheet, click Overview to return to the Overview Screen. The new case will be displayed in the Record Summary Grid with a QA Status of Record Created.

Delete Existing Case

It is possible to delete a case from the database. However, deletions are permanent and cannot be undone. You should always be sure to backup the database before you delete any case or cases from it.

To delete cases already saved to the system, use the following steps:

1) Select Delete Existing Case from the OSRI Menu to open the Deletion Screen.

2) On the Deletion Screen, click the arrow beside the Selected Record Menu to open a list of cases available for deletion. Click the case you wish to delete, then click the Delete Selected Record button.

3) A Confirm Delete window will open asking if you wish to backup the database before deleting. If you click Yes, you will be asked to select a destination for the backup file. If you click No, the deletion will continue.

4) A Delete Record Final Warning window will open reminding you that record deletions are permanent and irreversible. Click OK to proceed with the deletion or Cancel to change your mind.

5) Once you click OK, a new window will open confirming that the record has been deleted. Click OK to continue.

6) Click Overview to return to the Overview Screen. The case will no longer be displayed in the Record Summary Grid.

Remember that you cannot undo a deletion. Once you click OK, that case is wiped from the system and can be restored only by restoring a previous version of the database.

Edit Cases

There are two ways to open a case for editing:

1) Click the Edit button in the Action column of the Record Summary Grid. This will open that case’s Face Sheet.

2) From any screen, select Edit Cases from the OSRI Menu. This will open the Face Sheet for the first case listed in the Record Summary Grid.

Once you have opened a case for editing, you can switch to another case without returning to the Overview Screen by using the Selected Record Menu, which is located near the top of the screen. Click the down arrow in the field labeled Selected Record to open this menu to display a list of all your current cases. Select a case from this list to open its Face Sheet.

If, after creating a case, you need to edit its name, case type, or date reviewed, click the Edit button located beside the Selected Record Menu. This will reopen the Add New Case window for that case, from which you can enter changes. Click the Save and Start button to close the window and return to that case’s Face Sheet. Your changes will be saved to the system.

OSRI Screen Layout

All screens in the OSRI use the same basic layout. At the very top of each OSRI screen is the Title Bar. Below it is the Menu Bar. Below the Menu Bar is a display window that shows the current reviewer or Review Team. To the right of it is the Selected Record Field, which displays the name of the currently selected case. The drop-down arrow opens a list of other cases that you can edit. To the right of the Selected Record Field is the Edit button.

Below the Selected Record field and Edit button appear the green Document Navigation Bars. If you are viewing the Face Sheet, there will only be one bar labeled Face Sheet. Everywhere else in the OSRI, three bars will display: one for the current section, one for the current outcome, and one for the current performance item. You can use the Document Navigation Bars to navigate through the instrument using either Arrow Navigation or Directory Navigation.

Below the Document Navigation Bars is the item’s Purpose of Assessment. Below that is the Save Bar and the Question Area. At the bottom of the OSRI screen are two Navigator Bars: the Unanswered Questions Navigator and the Unresolved Comment Navigator. Both can be turned on and off through the OSRI Menu and allow you to quickly access unfinished sections of the OSRI.

Save Bar

Below the Purpose of Assessment is the Save Bar, which displays buttons for saving data as well as the item’s Calculated Rating. There are generally three save options available: Save>Rating Documentation, Save>Next Item, and Save

Save>Rating Documentation: This saves your answers and opens the item’s Rating Documentation Screen. Note that on the Face Sheet, this button does not appear because the Face Sheet is an unrated item.

Save>Next Item: This saves your answers and moves you forward one screen to the next item in the OSRI.

Save: This saves all of your answers. The application remains on the current screen.

Note that none of your answers to OSRI questions are saved to the system until you use one of the three save options available on the Save Bar. If you attempt to exit the current screen without saving, the application will prompt you with a pop-up window to first save your work.

Question Area

Below the Save Bar is the main Question Area. Because each item in the OSRI has more than one question, there are multiple Question Areas for each item. To scroll through the various questions, use the scroll bar located on the right-hand side.

Each question is identified with a designation (normally a letter or number) that corresponds to a designation used in the Questions Overview Bar (see below). To the right of the question’s designation is a colored oval that shows that question’s status. A question’s status may be Saved, Unsaved, Locked, or Blank.

Saved questions (light blue) have been answered and saved to the system using one of the three Save buttons.

Unsaved questions (yellow) have been answered or edited but are not saved.

Locked questions (dark gray) have been locked by the system and cannot be edited. These are usually questions that, due to answers already input, are either no longer applicable to the case or were automatically answered by the application.

Blank questions (tan) have not been answered.

The color used with each question’s status also corresponds to the color that appears in the Questions Overview Bar.

Below the question’s designation and status is the question itself and space in which to answer it. See Module 6.3: Inputting Data for more information on answering questions. At the bottom of each question are any special instructions/definitions relevant to it. You should read these carefully before answering the question.

Questions Overview Bar

To the left of the Questions Area is the Questions Overview Bar, which is a vertical bar made up of boxes that correspond to each of the item’s questions. Each box’s color will match the color of that question’s status. Click inside a box to jump to its matching question. If you float the cursor over a box, a pop-up window will appear showing its question’s designation, status, and answer. Note, however, that the answer will not appear until you have saved your work.

Item Ratings and Rating Documentation

Each OSRI item is rated automatically by the application once all of its questions are answered and its Calculated Rating is shown on the Save Bar. The exception to this is the Face Sheet, which is unrated. There are four possible ratings for each item:

  • Incomplete (questions remain unanswered)
  • NA (Not Applicable)
  • Strength
  • ANI (Area Needing Improvement)

If an item has been overridden, a double asterisk (**) will appear beside the rating. If you float the cursor over the rating, you will be able to view the override.

Once an item has been rated, the reviewer must complete that item’s Rating Documentation. This documentation is entered on the Rating Documentation Screen, which is accessed by clicking the Save>Rating Documentation button on the Save Bar.

The Rating Documentation Screen is laid out in the same format as every other OSRI screen, with two exceptions: the Purpose of Assessment is replaced by the Reason for Rating and the Save>Rating Documentation button is replaced by the Save>Item Questions button. Clicking this button returns you to the regular OSRI screen.

Answering Rating Documentation Questions

The first question on each Rating Documentation Screen is referred to as the Main Reason Statement, and it is where the review pair must provide the main justification for the item’s Calculated Rating. There are certain formatting and content issues that you must keep in mind when composing your Main Reason Statement; see Module 3.3.1: Writing the Main Reason Statement for more information. The same is true for the follow-up questions that come after the Main Reason Statement.

Remember that when you are completing the automated instrument, every question must have an answer. If you answer one of the follow-up questions in the Main Reason Statement, you must enter text in the follow-up question to indicate this. For example, you might type "See Main Reason" or "Answered in Main Reason." If a follow-up question is Not Applicable to the case, then you must type the letters "NA" as an answer. You cannot leave any questions blank.

Also, note that there is no need to complete the Rating Documentation immediately. A review pair may choose to finish the Rating Documentation after they answer all of the OSRI’s questions, or they may complete each item’s Rating Documentation as they complete each item. Work through the instrument in the manner you find most efficient.

Overriding Item Ratings

There are times when a review pair may disagree with the rating that the automated application assigns to an item or outcome. In these cases, the system does allow for any item’s Rating to be overridden and changed. Note that review pairs can only suggest that a Rating be overridden; only Site Leaders can actually perform an override.

If a review pair believes that an item’s rating should be changed, they should indicate this in the Main Reason question on that item’s Rating Documentation Screen. Local Site Leaders will review these answers during First-Level QA and decide whether overriding the item’s rating is justified.

If an override is justifiable, then the Site Leader can use the Override button. The Override button can only be accessed through the Screen View. To override an item’s Rating, use the following steps:

  1. Navigate to the appropriate item. Click the Override button, which is located in the middle of the Save Bar.
  2. The Item Rating Override Window will open. The field at the top of the window displays the item’s current Rating. Beneath that is the Select Override Rating drop-down menu. Use this menu to select the new item rating.
  3. Enter the reason for the item rating override in the text area of the Item Rating Override Window. When you are finished, click the Save and Close button.
  4. The item’s original Calculated Rating will still display in the Save Bar. However, two asterisks (**) will display beside it to indicate that it has been overridden, and if you float the cursor over the rating a pop-up window will display both the new rating and the reason for the override.

You can further edit an item’s rating or the reasons for overriding it by clicking the Override button to reopen the Item Rating Override Window. Repeat the steps described above to make any changes.

Note that you can undo an item rating override by clicking the Undo Existing Override button, which is located beside the Save and Close button. Clicking this button will open a pop-up window asking you to confirm your selection. Click the Yes button to proceed with the undo, or the No button to cancel.

Once an override has been undone, the Item Rating Override Window will close. The item’s Calculated Rating will be returned to what it had been originally, and the asterisks marking the override will no longer be present.

OSRI Navigation

Within an individual item, the Questions Overview Bar, which is located in the Question Area, allows you to quickly jump from question to question without having to scroll up and down. Similarly, the application also features tools that enable you to quickly move from item to item. These tools include the Document Navigation Bars and the Navigator Bars.

Document Navigation Bars

The Document Navigation Bars allow for the use of Arrow Navigation to move through the instrument item by item, or Directory Navigation to select an item from a directory tree view of the entire instrument. See the links below for more information about these methods of navigation.

Navigator Bars

There are two Navigator Bars located at the bottom of the screen: the Unanswered Questions Navigator, which lets you quickly access any unanswered question in the entire instrument, and the Unresolved Comment Navigator, which enables review pairs to quickly jump to any stickies that have been placed in the instrument as a result of the Quality Assurance review.

Arrow Navigation

The green arrows located beside the Document Navigation Bars allow you to move through the various OSRI sections, outcomes, and items in single steps. Clicking a right-facing arrow will move you forward one step, and clicking a left-facing arrow will move you backward one step. If there are no steps remaining in either direction, the corresponding arrow will be grayed out.

Note that the green arrows correspond to the part of the instrument that the navigation bars identify. For example, if you are on Section I, Safety Outcome 1, Performance Item 1, then the top bar identifies the section, the middle bar identifies the outcome, and the bottom bar identifies the item. If you click the middle arrow, you will move forward one outcome, to Safety Outcome 2 (which is still in Section I but begins with Item 3). The green arrows will gray out when you can no longer move forward or backward through that section or outcome.

Directory Navigation

Directory Navigation provides a fast way to move through the OSRI in nonsequential order. To use Directory Navigation, click anywhere inside any of the Document Navigation Bars. The bars will be replaced by a directory tree that displays the entire OSRI.

The item you are currently viewing will be highlighted in blue. Scroll through the directory by using the scroll bar on the right side and click on the section, outcome, or item that you wish to access. The OSRI will jump to that screen.

Note that the directory will close once the new screen opens and will be replaced by the normal Document Navigation Bars. You can also restore the Document Navigation Bars anytime by clicking within the white space of the directory itself. To re-open Directory Navigation, click the green Navigation Bars.

Unanswered Questions Navigator

The Unanswered Questions Navigator allows you to quickly jump to any single question in the automated instrument that has not yet been answered. It is an effective tool to use toward the end of your case review as a way of verifying that you have remembered to answer every question in the instrument. It is also an important part of Preliminary QA.

The Unanswered Questions Navigator is located at the bottom of the screen. To use it, click the down arrow located on the far right. A list will open that shows all of the questions that have not yet been answered for that case. Each question is identified in brackets as being part of the Face Sheet (FS), OSRI, or Rating Documentation (Rating) as well as by its number and letter designation. To jump to one of the questions, simply click it in the list. The application will immediately jump to its screen.

Note that the Unanswered Questions Navigator works best when you have a single case open for editing. While you can use the Unanswered Questions Navigator from the Overview Screen,  the list that displays there will show unanswered questions from every case on your tablet instead of the one case you are probably focusing on. When you have a case open, the Unanswered Questions Navigator will list only the unanswered questions from that case.

Note also that the Unanswered Questions Navigator can be turned off and on through the OSRI Menu.  The default setting is ON. To turn it off, select the Show Unanswered Questions Navigator option from the drop-down list. The orange highlighting around the option will disappear. You can turn on the Uanswered Questions Navigator at any time by re-selecting it from the menu.

Unresolved Comment Navigator

The Unresolved Comment Navigator displays unresolved stickies that have been placed within a case record by a site leader during the Quality Assurance process. It displays at the bottom of the screen, alongside the Unanswered Questions Navigator. It can be turned off and on by selecting Show Comment Navigator from the OSRI Menu. Orange highlighting around the menu's icon means that the Unresolved Comment Navigator is active.

To use the Unresolved Comment Navigator, click the down arrow on the right side of the bar to open a list of all item questions and rating documentation that currently have an unresolved sticky. Scroll through the list and click on the sticky you wish to view, and the application will jump to it. You can then respond to the sticky normally.

Note that the Unresolved Comment Navigator works best if the case you are working on is open. If the case is open, the stickies that display in the bar will only be for that case. If you open the Unresolved Comment Navigator on the Overview Screen,  it will list all unresolved comments for all the cases on your tablet.

Also note that the Unresolved Comment Navigator does not track or identify the comments that you have viewed. They remain on the list until your site leader has resolved them, which only happens after the case is transferred back to his or her tablet. For this reason, you should work through the stickies added to the comment bar methodically, in a sensible order (top to bottom or bottom to top) so that you do not lose track of where you are.

Completing the OSRI

Before a review pair submits a completed OSRI to a site leader to begin First-Level QA, its QA Status must first be changed to Ready for QA Review.

Note that only cases that have been entirely completed and have undergone Preliminary QA should have their status changed to Ready for QA Review. At this point, you are ready to transfer the case record to the site leader who is handling First-Level QA.

The Automated Stakeholder Interview Guide

As with the OSRI, the automated application also provides an electronic version of the Stakeholder Interview Guide, or SIG. This is the instrument used to capture information during stakeholder interviews, which are conducted by Local Site and Team Leaders alongside the review week's case reviews. The purpose of the SIG is to collect information for evaluating and rating the outcomes and systemic factors that are examined during the review process.

While there are some minor differences between the content and structure of the paper SIG (available for download in Module 9.1: The Instruments) and the automated version, the automated SIG is, functionally, very similar to the automated OSRI. The main differences between the two automated instruments involve the creation of the individual SIG case and case navigation. SIG records also differ from OSRI cases in that the QA Status of a SIG record only has one change: from Record Created to Interview Record Complete. Finally, SIG records do not undergo the same sort of Quality Assurance Review as do OSRI cases.

Working with SIGs

Unlike OSRI records, which are created by review pairs, SIGs can only be created by site leaders. All SIG-related functions are handled through the SIG Menu. This menu allows site leaders to add new interviews, delete existing interviews, and edit interviews

Add New Interview

A SIG record can be created by any site leader to take notes during a stakeholder interview. The basic process for creating a SIG is the same whether you are the "official" or a "supporting" note-taker, although supporting note-takers must remember to identify their record as "supporting" so that they do not get confused with the official record at the end of the review week.

1) From the SIG Menu, select Add New Interview.

2) The Add Interview window will open. Use the drop-down menu beside the Stakeholder field to select the type of stakeholder being interviewed.

3) Enter the stakeholder’s name and title/agency in the appropriate fields.

4) Enter the correct date in the Interview Date field. Note that the default entry is the current day's date.

5) Enter any relevant comments in the Comments field. Note that this step is not required; if there are no comments to enter, you may leave this field blank.

6) Click the Save and Start button to create the SIG. You may also click the Cancel button to exit the Add Interview window without saving the record.

Once you click the Save and Start button, the record will open to the first stakeholder-specific Core Question for the stakeholder you are interviewing.

Secondary Note-Takers

It is important to remember that there can only be one "official" SIG per interview. However, each interview will most likely include a number of different note-takers who will create their own SIGs.  While the information captured by these additional note-takers will eventually be compiled with the official notes to create a final version of the SIG record, it is very important that the SIG records remain distinct from one another. 

For this reason, if you are a supporting note-taker, you should clearly label any SIG you create as such. In the same field where you enter the stakeholder's name, you should identify the record with your own name, the label "supporting notes," and then the stakeholder's name. For example, if your name is John, and you are interviewing Judge Yates, you would identify the SIG as "John's Supporting Notes: Judge Yates." This ensures that the "supporting notes" designation appears on the Overview Screen.

By labeling supporting SIG notes in this fashion, you make it much easier for the site leader who is responsible for uploading all final OSRI and SIG records to the central server at the end of the review week to correctly identify which SIGs are "official" and should be uploaded. If you fail to designate supporting SIGs in this way, the site leader may see several SIG records with identical names on the wireless network and accidentally upload the wrong one. 

Delete Existing Interview

It is possible to delete an interview record from the database. However, deletions are permanent, and cannot be undone. You should always be sure to backup the database before you delete any record or records from it. To delete SIGs already saved to the system, use the following five steps:

1) Select Delete Existing Interview from the SIG Menu to bring up the Deletion Screen.

2) On the Deletion Screen, select the appropriate Interviewer and the interview you wish to delete using the Interviewer and Selected Record drop-down menus.

3) Click the Delete Selected Record button.

4) A Confirm Delete window will open asking you if you wish to backup the database before deleting. If you click Yes, you will be asked to select a destination for the backup file. If you click No, the deletion will continue.

5) A Delete Record Final Warning window will open reminding you that record deletions are permanent and irreversible. Click OK to proceed with the deletion or Cancel to change your mind.

6) Once you click OK, a new window will pop up confirming that the record has been deleted. Click OK again to continue.

7) Click Overview to return to the Overview Screen. The record will no longer be displayed in the Record Summary Grid.

Again, you cannot undo a deletion. Once you click OK, the record is wiped from the database and can be replaced only by restoring a previous version of the database.

Edit Interviews

SIG records are listed on the Overview Screen just like OSRI cases. They are designated on the Record Summary Grid with the word SIG in the Instrument column. Newly created SIG records will show a QA Status of Record Created.

To open a SIG for editing from the Overview Screen, click the Edit button in the Action column of the Record Summary Grid. This will open that case to its first stakeholder-specific Core Question. You can also open a SIG for editing by selecting Edit Interviews from the SIG Menu. This will open the first SIG Record listed on the Record Summary Grid to its first Core Question.

Once you open a SIG, you can switch to another SIG by using the Selected Record drop-down menu. Click the down arrow beside the Selected Record field to display all the records assigned to the current Interview Team. Select the SIG you wish to open from this list.

If, after creating a case, you need to edit its name, case type, or date reviewed, click the Edit button located beside the Selected Record field. This re-opens the Add Interview window for that case, which you may use to enter any changes. Click the Save and Start button to close the window and return you to that case’s first Core Question.

SIG Layout

All screens in the SIG use the same basic layout. The layout is very similar to that used for the OSRI, but it features a few significant differences.

At the very top of each SIG screen is the blue Title Bar, which names the Interviewer or Interview Team assigned to the record. Below it is the Menu Bar. Below the Menu Bar are the Interviewer and Selected Record fields. The Interviewer field features a drop-down menu that allows you to filter SIG records initiated by other Interviewers that have been transferred to your tablet for review.

To the right of the Interviewer field is the Selected Record field, which displays the name of the currently open SIG. Its drop-down menu displays SIG records on your tablet that belong to the Interviewer shown in the Interviewer field.

To the right of the Selected Record field is the Edit button. Clicking it will open the Add New Interview window, which can be used to edit a record’s identifying information. Below the Selected Record Field and Edit button are the Document Navigation Bars. These bars work similarly to the OSRI’s Document Navigation Bars

Below the Document Navigation Bars is an Item Description for the current item. The Save Bar appears below this. There are two options for saving SIG answers: Save>Next Item and Save. The Save>Next Item option saves all of your answers and moves you forward to the next stakeholder-specific Core Question in the SIG. The Save option saves all of the questions you have answered for the current item to the system and keeps the application on its current screen.

The Question Area of a SIG contains the question’s designation in the upper left corner. Beside that is its status. A question’s status may be Saved, Unsaved, Locked, or Blank.

Saved questions (light blue) have been answered and saved to the database using one of the two Save buttons.

Unsaved questions (yellow) have been at least partially answered or edited but are not yet saved to the database.

Locked questions (dark gray) have been locked by the system and cannot be edited. Questions most typically become locked due to the SIG being transferred to another tablet.

Blank questions (tan) are unanswered.

The color used in each question’s status corresponds to its color in the Questions Overview Bar, which is located to the left of the Questions Area and functions in the same way as it does on the OSRI.

SIG Navigation

Within an individual SIG item, the Questions Overview Bar allows you to quickly jump from question to question without having to scroll up and down. The application also features tools that enable you to quickly move from item to item. These tools include the Document Navigation Bars, which like the OSRI allow both Arrow Navigation and Directory Navigation, and the Unanswered Questions Navigator. The SIG also features a unique form of navigation referred to as Advanced Navigation.

Arrow Navigation

The arrows located beside the Document Navigation Bars allow you to move sequentially through the various stakeholder-specific Core Questions. Clicking a right-facing arrow will move you forward one step to the next stakeholder-specific Core Question, and clicking a left-facing arrow will move you backward one step.

Remember that when a SIG first opens, only the stakeholder-specific Core Questions are accessible through Arrow Navigation. If you wish to answer other questions that are not stakeholder specific, you must use either Directory Navigation or Advanced Navigation.

Directory Navigation

Directory Navigation in the SIG works almost exactly as it does in the OSRI. To use it, click anywhere inside the Document Navigation Bars. The bars will be replaced by a directory view of the entire SIG. The section you are currently working in will be highlighted in blue. Scroll through the directory by using the scroll bar on the right side. When you click an item, the application will load to its page and close the directory view.

Unlike the OSRI's Directory Navigation, which loads every item in the instrument, Directory Navigation in the SIG only initally displays items specific to that SIG’s stakeholder. To access non-stakeholder-specific questions, you must float the cursor over a single section header. Doing so will expand any “hidden” items that were not included in the original listing. These hidden items will be listed in red. Clicking a hidden item will jump you to its screen.

If you float the cursor over the SIG header at the top of the directory tree, the directory will expand to reveal all hidden sections. You may then expand each section individually as described above.

Note that once the Directory Navigation window closes, all of the expanded sections will once again become hidden. Even previously hidden items that you answered will remain hidden unless you again expand the directory to include the hidden sections.

Unanswered Questions Navigator

To use this navigator bar, click the down arrow located on the far right. A menu will display showing all of the questions that have not yet been answered for that record. To jump to one of the questions, select it from the menu. The application will immediately jump to its screen as if you were using Directory Navigation.

Note that, unlike the OSRI’s Unanswered Questions Navigator, the SIG’s navigator will only display unanswered stakeholder-specific questions. There is no way to access non-stakeholder-specific questions through the SIG’s Unanswered Questions Navigator.

Advanced Navigation

Advanced Navigation is a navigation method unique to SIG records. It replaces the Document Navigation Bars with a group of icons, each of which represents one SIG item. Clicking an icon will open the item’s question screen.

Because Document Navigation Bars are the default display for the application, Advanced Navigation must be enabled by the Interviewer. To set the application to Advanced Navigation, you must first return to the Overview Screen. Then, select Advanced Navigation Mode from the SIG Menu. Once you select this option, a highlight will appear beside the selection each time you reopen the SIG Menu.

Once you have enabled Advanced Navigation, the Advanced Navigation Interface will appear in place of the Document Navigation Bars. Each item’s icon appears as a numbered box. The item you are currently viewing will be highlighted in blue. The red bars over each group of icons represent the various outcomes and systemic factors. Boxes highlighted in yellow are the Core Questions specific to that SIG’s particular stakeholder. Non-stakeholder-specific questions are not highlighted. If you float the cursor over either a red bar or one of the boxes, a pop-up window will appear with a full description of that item.

To use the Advanced Navigation Interface, simply click the icon for the item that you wish to answer. The application will jump directly to that item’s screen. There is no difference between how you access stakeholder-specific and non-stakeholder-specific items.

To deactivate Advanced Navigation, reopen the SIG Menu and select Advanced Navigation Mode again. The highlight will disappear. Use the Overview button to return to the Overview Screen, and the next time you open a SIG for editing, the Document Navigation Bars will display instead of the Advanced Navigation Interface.

Completing the SIG

A SIG interview is complete once the Interviewer is satisfied that enough questions have been answered to provide a complete picture of the stakeholder’s responses. While this will often mean that all of the stakeholder-specific questions have been completed, there is no requirement that they all be answered. An Interviewer may also use (or not use) as many of the other, non-stakeholder-specific questions as he or she wants.

The Completeness Column of the Record Summary Grid displays the total percentage of each SIG record that is completed. This percentage is calculated only from the stakeholder-specific questions; non-stakeholder-specific questions do not figure into it. Therefore, a record that is 100 percent complete has had all of its stakeholder-specific questions answered, but may have all, none, or only a few of its non-stakeholder-specific questions answered.

Note that, unlike an OSRI, a SIG record does not have to be 100 percent complete in order to be considered “finished.” Also, unlike an OSRI, the QA Status of a SIG plays no role in its finalization. SIGs do not undergo Quality Assurance like OSRIs do; rather, they are compiled into one "official record" that builds off all of the records created by supporting note-takers, and then the one "official record" is uploaded to the central server at the end of the review week. When this official record is ready, its QA Status should be changed to Interview Record Complete as a signal to the uploading site leader that it is ready.

Data Management

Data management in the application includes such functions as database backups, data transfers, and USB key creation. All data management functions are accessed through either the Data Management or Admin Menus.

Note that many data management functions, including access to the Admin menu, are only available to site leaders.

Data Management Menu

In addition to providing information about the application’s version, this drop-down menu offers six options: Backup, Restore, Transfer Records, Re-assign Case, Unlock a Case, and Unlock a SIG.

Backup

The backup function is available to both reviewers and site leaders, and is a critical step to ensure that no data is lost in the event of a corrupted or lost tablet. When you back up the database, you are essentially taking a “photograph” of how it exists at that moment in time. If a disaster occurs and your tablet becomes damaged, you can then restore the database to the state captured in that “photograph.” This restoration, however, will erase any new information entered since the last backup. Therefore, you should backup the database at least once per hour to ensure that the backup file reflects the most current information.

To create a backup file, make sure that your USB key is plugged into the tablet PC. Then, use the following steps:

1) Select Backup from the Data Management Menu.

2) At the Browse for Folder window, choose a destination for the backup file. Your USB key will be the default destination. Click OK to save the file.

3) A pop-up window will open stating that the backup was successful. Click OK to continue.

The backup file will be located on your USB key and will have a name beginning with the prefix cfsr_snapshot. Following that will be the date and time at which the file was generated. Note that clicking on this backup file will have no effect on the application or your database; the only way to use it is through the application's restore function.

Restore

This function, available to both reviewers and site leaders, enables you to restore the database from a previously backed-up copy. The previous copy will overwrite the entire database, effectively erasing all current information and replacing it with what was previously saved. For this reason, it is important to always keep the backup file as current as possible.

To restore the database, use the following steps:

1) Select Restore from the Data Management Menu.

2) A pop-up window will display with a warning message explaining that restoring the database will delete all current data. Click OK to continue with the restoration.

3) From the Select Restore File window, navigate to the location of the backup file. If the location has more than one backup file already saved, select the most current one by choosing the file with the most recent date/time in its name. Click the Open button to continue.

4) As with the Backup function, a pop-up window will open to show that the restoration was successful. Click OK to continue.

Remember that the restore function will overwrite all information that currently exists on your tablet. Do not use this function except as a last resort! If you do need to restore your database, you should seek out the JBS representative who is providing technical assistance on site and ask him or her to assist you.

Transfer Records

This function is only available to site leaders. It is grayed out for reviewers. It allows a site leader to transfer OSRI or SIG records between tablets at the local site and the central server. These transfers can be done wirelessly, through a local area network, or over a red wire that connects two tablets to each other. These record transfers are an essential part of the Quality Assurance process.

For more information on transferring records, see Module 6.7: Data Transfers.

Re-assign Case

This function allows a case to be reassigned from one review pair to another. Once a case is re-assigned, it will no longer appear with the previous review pair's listing of cases on the Record Summary Grid. Only the new review pair will be able to access and edit it.

Note that this function is typically only used as a last resort, when it is clear that a particular review pair is struggling to complete a particularly complicated case and will not have time to finish the others it has been assigned. The decision to re-assign a case should only be made after careful consultation between the site leaders and affected review pairs.

To reassign a case, use the following steps:

1) Select Re-assign Case from the Data Management Menu.

2) The Reassignment Screen will open. Click the down arrow beside the Selected Record field to open a drop-down menu of available cases, then select the case that you wish to reassign.

3) Click the down arrow in the Select User field to open a drop-down menu of all current reviewers/Review Teams. Select the case’s new reviewer or Review Team from this list.

4) Click the Re-assign Case button.

5) A Status Update window will show the reassignment’s progress. You may cancel the reassignment by clicking the Cancel button. The window will close automatically once the reassignment is complete.

6) Click Overview to return to the Overview Screen. The reassigned case will no longer display on the Record Summary Grid.

Note that the new review pair will not be able to access the reassigned case until a site leader transfers the case from the original review pair's tablet to their own.

Unlock a Case

During the Quality Assurance process, OSRI cases that are transferred from a review pair's tablet to a site leader’s tablet become “locked” on the review pair’s tablet until the site leader returns it. Locked cases are highlighted in gray on the Record Summary Grid. They also display a gray background when they are opened. Locked cases cannot be edited or altered.

While transferred cases will appear on the site leader’s tablet as active on the Record Summary Grid, they are actually locked for editing. Site leaders cannot edit any information on an OSRI during quality assurance; rather, they can only add stickies and override item ratings as necessary. In emergencies, though, Local Site Leaders can unlock a case for editing. To unlock a case, use the following steps:

1) Select Unlock a Case from the Data Management Menu.

2) The Unlock Record Screen will open. Use the Selected Record drop-down menu to choose the case that you wish to unlock.

3) Click the Unlock Record button.

4) A confirmation window will open with a warning that unlocking the record can lead to the duplication of files. Click OK to continue.

5) Another window will open confirming that the case has been unlocked. Click OK to continue.

6) Click Overview to return to the Overview Screen. Use the Edit Cases option in the OSRI Menu to access the case and edit its information.

Note that if a site leader edits a case record after unlocking it, the changes he or she makes will never be seen by the review pair, even if the record is uploaded back to the reviewer tablet. Local Site Leaders should use the unlock feature to edit OSRIs only as a last resort, in cases where the review pair has already been dismissed from the local site.

Unlock a SIG

Although the SIG does not undergo the same Quality Assurance Review that the OSRI does, SIG records can still undergo data transfers and, as with OSRI cases, become locked to the original Interviewer once a transfer takes place. If a situation arises where one person needs to edit a SIG record while it is locked on his or her tablet, he or she can unlock it for emergency editing. To unlock a SIG, use the following steps:

1) Select Unlock a SIG from the Data Management Menu.

2) The Unlock Record Screen will display. Use the Selected Record drop-down menu to choose the record that you wish to unlock.

3) Click the Unlock Record button.

4) A confirmation window will open warning that unlocking the record can lead to the duplication of files. Click OK to continue.

5) Another window will open confirming that the case has been unlocked. Click OK to continue.

6) Click Overview to return to the Overview Screen. The case will no longer appear as gray in the Record Summary Grid and can be edited normally.

Note that, as with OSRI cases, any changes made to unlocked SIGs will not be seen by the site leader to whom the SIG was transferred until another data transfer takes place.

Admin Menu

The Admin Menu is only accessible by site leaders. It is grayed out for review pairs. The menu offers two functions: USB Key Utility and Initialize Database.

USB Key Utility

This function allows site leaders to create a new USB key in the event that one is lost. When you select it from the Admin Menu, the USB Utility Screen opens. There are two buttons at the top of the screen: Read Key and Write Key. Below these buttons are three information fields that display login information for the database. This information includes the database login name (DB User), the password, and the tablet’s designation (Host). The Team Member field is a drop-down menu that allows the site leader to select a reviewer from a list of those currently on site.

To create a new USB key, plug a working USB key into one of the tablet’s USB ports. Then follow these steps:

1) Click the Read Key button. The information fields will populate with the necessary database information. Remove the key once these fields have populated.

3) Use the Team Member drop-down menu to select the reviewer or Local Site Leader for whom the new USB key is being created.

4) Plug a blank USB key into one of the tablet’s USB ports. Click the Write Key button.

5) A pop-up window will appear asking you to specify the USB key file. Navigate to the drive containing the new (blank) USB key, then click the Save button.

6) Keeping the new USB key in the tablet, close and reopen the application. The new name or Review Team should appear in the title bar at the top of the screen.

The application will write the necessary data onto the new USB key. Note that any given USB key can only contain the data for one review pair or site leader.

Initialize Database

This function allows a database administrator to completely reset the database as it exists on that tablet. This is only done in extreme cases where the database has become irreversibly corrupted or otherwise unusable. Initializing the database erases all existing files and restores the database to a pre-review condition. The Restore function can then be used to restore a previously generated backup file.

Note that initializing the database requires a network password. Consult the database administrator or onsite JBS representative for more information.

Data Transfers

Where the application is concerned, a "data transfer" refers to the act of moving OSRI or SIG records from one tablet PC to another. During the first part of the review week, most of these will be local site data transfers related to First-Level QA. These local site data transfers involve moving records from one or more tablet PCs to another. Most often, this will be from a review pair or pairs' tablet to a Site Leader's tablet. Later, during Second-Level QA and Local Site Finalization, the data transfers take place between the local site and an off-site central server, which is where the CFSR Data Repository that ultimately stores all four sites' records is located. During these processes, records move from one Site Leader's tablet to the central server.

Regardless of whether they are between two tablets at the local site or the local site and central server, data transfers use the Data Transfer Screen to transfer records. There are slight differences between the appearance of the Local Site and Central Server Data Transfer screens, but the basic functionality of both are identical. Both screens involve transferring records as either downloads or uploads.

Data transfers can only be initiated by Site Leaders. Reviewers cannot initiate data transfers.

Also, after a record is transferred, it becomes inactive (locked) on its original location and active on its new location. An inactive record is highlighted in dark gray on the Record Summary Grid. If it is opened, it displays with a dark gray background and cannot be edited. For an inactive record to become active again, it must be transferred back from its new location. In emergency situations, a Site Leader can unlock an OSRI or SIG record.

Local Site Data Transfers

Local site data transfers take place between tablets located at the local review site. In all cases, the data transfer will be initiated by a Site Leader. The data transfer will take place as either a record download or a record upload, and can involve one or more source or destination computers. In other words, the Site Leader may download records from one or more tablets (either reviewer or Site Leader), or upload records to one or more tablets (again, either reviewer or Site Leader). Transfers also may take place wirelessly or over a connecting wire, although transfers over a connecting wire (referred to as "Red Wire" transfers) can only involve two tablets.

Local site data transfers are managed through the Local Site Data Transfer Screen.

Wireless Transfers

Wireless transfers take place between an initiating Site Leader's tablet and one or more other reviewer or Site Leader tablets. They take place over a local wireless network established by a wireless router. Before wireless transfers can take place, the initiating Site Leader must ensure that the wireless network is activated and that all involved tablets are connected. To activate the local wireless network, a Site Leader (or the onsite JBS representative) must plug the wireless router provided to the local site into an electrical outlet. Once the router is plugged in, all tablets in the immediate vicinity should connect to it automatically, although it may take several seconds for each connection to establish.

To check a tablet’s connection status, float the cursor over the Wireless Network icon in the tablet’s tool tray. A pop-up window showing the tablet’s active network connection will open. The network’s name should be cfsr-wlan-1. You are now ready to wirelessly connect to other tablets. To do so, select Local Site from the Data Management Menu's Transfer Records option. The Local Site Data Transfer Screen will open.

For a wireless transfer to work, all of the tablets involved must be connected to the wireless cfsr-wlan-1 network. If any of the tablets fail to connect to this network, you may need to reconnect or re-enable the wireless network

Reconnecting to the Network

In some instances, a tablet may fail to connect to the network. This will often be due to the tablet’s already being connected to another wireless network (the hotel’s, for example). In this case, another network name will display when you float the cursor and the tablet’s network connection must be manually set. To manually set a tablet’s network connection:

1) Right-click the Wireless Network Connection icon to open the Wireless Network Connection Status window.

2) Click the View Wireless Network button.

3) Select cfsr-wlan-1 from the list of available networks. If cfsr-wlan-1 does not appear as an available network, you may need to refresh the network list. To do this, click the Refresh Network List link in the upper left-hand corner.

4) Click the Connect button.

Once you click the Connect button, a Wireless Network Connection Status window will open. When it closes, the connection will be complete. You can close the Wireless Network Connection window by clicking the red X in its upper corner.

Once the wireless connection is established, you must open the Local Site Data Transfer Screen to execute a wireless transfer.

Re-enabling Wireless Connections

The tablet PCs may sometimes become disconnected from the cfsr-wlan-1 wireless network. If a tablet is not connected to cfsr-wlan-1, users can manually connect by right-clicking the “Wireless Network Connection” icon, selecting “View Available Wireless Networks”, selecting cfsr-wlan-1, and clicking “Connect”.

Other than manually connecting to the cfsr-wlan-1 wireless network as described above, users should not alter the wireless connection configurations, “disable” the wireless connection, or “repair” the wireless connection unless JBS staff are available to assist in person or over the phone.

Red Wire Transfers

Red wire transfers take place between a Site Leader's tablet and one other reviewer’s or Site Leader’s tablet through a hard-wired connection between the two tablets. They are an efficient way to quickly transfer records from tablet to tablet. The hard-wired connection is established via a red ethernet wire that will be on site.

Note that, as with all data transfers, only Site Leaders can initiate a red wire transfer. In order for the transfer to work, the other tablet must be turned on with the USB key inserted and the application open. To establish a red wire connection, first connect both tablets to one another with the red wire. It plugs into the ethernet port, which is located on the right-hand side.

Once the two tablets are connected, they will create a Local Area Connection. While this connection is taking place, you will see an orange dot moving back and forth beneath the Local Area Connection icon in the bottom right-hand corner of the screen. This process may take up to a minute. When the connection has been established, you will see a yellow exclamation mark appear over the icon. If you float your cursor over it, you will see a pop-up window indicating that there is only limited connectivity available. This is normal.

With the tablets still connected, go to the Data Management Menu and select the Transfer Records option. A status window will display as the Local Site Data Transfer Screen opens. Once the screen has opened, you will be able to upload or download records between your two tablets normally. However, you will only have access to the one tablet to which you are connected.

When you have finished the data transfer, be sure to disconnect the red wire from each tablet.

The Local Site Data Transfer Screen

Local site data transfers are executed from the Local Site Data Transfer Screen. From here, Local Site Leaders can transfer OSRI records, SIG records, and the Summary of Findings Form from one or more tablet PCs located at the local site to their own.

The Local Site Data Transfer Screen is accessed by using the Transfer Records option from the Data Management Menu. When a Site Leader selects this option, the tablet verifies that a working network connection exists and then launches this screen. At the top of the screen, beneath the title bar and menu bar, is a green Site Bar. This identifies the current review site. If the network connection is good, the Site Bar will be green. If it is not good, the Site Bar will be red.

The central area of the Local Site Data Transfer Screen displays square tablet icons that represent the tablets currently connected to the network. Each icon appears as a tan or white box. Tan shading indicates OSRI records, while white shading indicates SIG records. Each tablet icon displays the Review Team or Site Leader’s name in the header.

Within each Tablet Icon appear record icons. These are smaller boxes identified by an individual record’s name in the header. The header’s text will be in bold if the record is active on that tablet; it will be grayed out if it is inactive (i.e., if it has already been transferred).

Each record icon is shaded with green, red, or a combination of both colors. The amount of green corresponds to how complete the record is. Red indicates that there are still incomplete items in the record. If you float the cursor over a Record Icon, a pop-up window will display basic record information including a transfer history.

If any tablet has more cases than will fit within its Tablet Icon, a scroll bar will appear on the Tablet Icon’s right-hand side. Use this scroll bar to move up and down through the stored records. If a tablet holds both OSRI and SIG records, its Tablet Icon will be divided in half. OSRIs will appear in the tan area and SIGs will appear in the white.

The bottom area of the Local Site Data Transfer Screen represents the tablet of the Local Site Leader who initiated the data transfer. It is separated from the Central Screen by another green Site Bar. Below the Site Bar are three shaded areas. The tan area on the left is where OSRI records display.

The white area on the right is for SIGs. Below this is a smaller purple area where an icon for the Summary of Findings Form icon will display.

The Site Bar at the bottom of the screen includes a filtering drop-down menu that Local Site Leaders at one of the two metro sites or State Team Leaders can use to select Review Sites. When the filtering menu is used, only Record Icons originating from the currently selected Review Site will display in the Leader’s Tablet Area at the bottom of the screen.

If tablets lose connectivity during a wire transfer, or if new tablets connect to a local wireless network, it may become necessary to refresh the Local Site Data Transfer Screen. Refreshing the screen resets the display and updates each tablet and record icon. To refresh the Local Site Data Transfer Screen, simply select Transfer Records from the Data Management Menu again.

Central Server Data Transfers

Central server data transfers occur between the tablet PC of a Site Leader and the central server, also called the CFSR Data Repository. Central server data transfers are generally initiated as part of the Second-Level QA process, which often involves QA performed by Site Leaders located off site. They are also used to transfer final SIG records to the central server at the end of the review week. They can take place as either record downloads or uploads.

Note that central server data transfers require a working Internet connection. The local wireless network used for Local Site Data Transfers does not provide Internet access. You may have wired or wireless Internet access options available on site, including access to a wireless card that will be provided by JBS. If, for some reason, Internet access is not available at your site, you may have to seek out other options. These options may include your hotel room, local restaurants, coffee houses, libraries, or other public sites.

Note that you most likely will have to manually configure your tablet's Internet connection, especially if you have been performing local site transfers.

Configuring an Internet Connection

The tablet PCs are preconfigured to connect automatically to the cfsr-wlan-1 wireless network if they are within range of the router. Users should not alter the wireless connection configurations unless JBS staff are available to assist in person or over the phone.

If a tablet is not connected to the cfsr-wlan-1 wireless network, specific steps can be taken as detailed in the “Application Transfer Instructions” document provided on site. Remember that you can also use a red wire transfer to connect two tablets if you are unable to connect to the cfsr-wlan-1 wireless network.
 

The Central Server Data Transfer Screen

The Central Server Data Transfer Screen is where all central server data transfers are executed. To access the Central Server Data Transfer Screen, select Transfer Records from the Data Management Menu. Then select the Between Your Tablet and Central Server option.

Once you select this option, a Data Transfer Setup pop-up window will open asking if you are using a wired connection to access the Internet. If you are using a wired connection (e.g., an ethernet cable plugged into a wall port), make sure that the wire is properly connected and then click the Yes button. The tablet will automatically adjust its settings to account for the wire. If you are using a wireless Internet connection, click the No button.

A Status Update window will open showing the tablet’s progress as it connects with the central server. When the Status Update window closes, the Central Server Data Transfer Screen will display. This screen’s basic layout is similar to the Local Site Data Transfer Screen. At the top is the application’s Title Bar, followed by the Menu Bar and the green Central Server Bar, which confirms the connection to the central server. If the Internet connection is good, the Site Bar will be green. If the Internet connection is not good, the Site Bar will be red.

The main portion of the Central Server Data Transfer Screen is where each local site’s individual “folder” space on the central server is represented. Each folder icon displays the local site’s name in its blue header. Beneath this header are three colored areas: a tan area, which displays OSRI Records; a purple area, which displays the Summary of Findings Form; and a white area, which displays SIG Records.

Generally, Site Leaders will only have access to their own local site’s central server folder. However, Site Leaders based at either of the two metro sites will be able to view and transfer to and from either metro site folder. Team Leaders will be able to view all four site folders.

The bottom of the Central Server Data Transfer Screen represents the tablet of the leader who initiated the data transfer. It is separated from the rest of the screen by another green Site Bar. This area of the screen displays record icons for all the records currently stored on the leader’s tablet. Like the Central Server Folder icons, the tablet display is divided into three colors: tan for OSRI records, white for SIG records, and purple for the Summary of Findings Form.

The green bar includes a drop-down menu that allows you to filter by review site the records being displayed. This allows you to select which review site’s records you wish to view at once.

Record Downloads

Record downloads occur when a Site Leader moves one or more records down from the central area of the Central Server or Local Site Data Transfer Screen to the leader’s area located at screen bottom. The original record becomes locked, and the downloaded record becomes accessible on the leader’s tablet.

There are three types of downloads: site downloads, tablet downloads, and individual downloads. All three work with OSRI records, but only tablet and individual downloads work with SIGs.

Site Downloads

Site downloads can only happen during local site wireless transfers. They only work with OSRI records. A site download transfers, at once, all eligible OSRI records located on any tablet that is connected to the network. "Eligible records" are those that have had their QA Status set to Ready for QA Review.

To execute a site download, click and hold on the green Site Bar at the top of the screen. When you drag the cursor, the headers of all eligible OSRI records will turn yellow to show that they have been selected. Drag the records to the OSRI section at the bottom of the screen, which will turn yellow. When you release the cursor, a Status Update window will open to show the download’s progress.

Tablet Downloads

Tablet downloads transfer all eligible OSRI or SIG records from one tablet or central server folder. All SIGs are eligible; OSRIs must have their QA Status set to Ready for QA Review (for local site transfers) or State QA Review Complete (for central server transfers) for a tablet download to work. To execute a tablet download, click inside a tablet or folder icon in the central screen area. When you drag the cursor, the headers of all eligible records will turn yellow. Drag the records to the correct side at the bottom of the screen (tan for OSRIs, white for SIGs) and release them there. When you release the cursor, a Status Update window will open to show the download’s progress.

Individual Downloads

Individual downloads allow Site Leaders to transfer a SIG record or any OSRI record regardless of its QA Status. To execute an individual download, click the individual record icon in the central screen area. When you drag the cursor, its header will turn yellow. Drag the record to the correct side at the bottom of the screen (tan for OSRIs, white for SIGs) and release it there. When you release the cursor, a Status Update window will open to show the download’s progress.

Record Uploads

Generally, record uploads occur when a Site Leader opens either the Local Site or Central Server Data Transfer Screen and then moves one or more records (either OSRI or SIG) from his or her tablet area at the bottom of the screen up to either a tablet or the Central Server in the center screen. The original record becomes locked and the uploaded record becomes accessible from its new tablet or the central server.

There are two ways to upload OSRI and SIG records: group uploads and individual uploads.

Group Uploads

A group upload moves all eligible OSRI or SIG records at once. All SIG records are eligible; OSRI records are eligible if they have had their QA Status set appropriately. The appropriate setting will depend on where in the overall QA process the OSRI record is:

Site Leader to Reviewer (First-Level QA): QA Review Complete

Site Leader to Central Server (beginning Second-Level QA): Ready for State QA Review

Site Leader to Central Server (ending Second-Level QA): State QA Review Complete

To execute a local site group upload, click anywhere within either the OSRI or SIG side at the bottom screen. When you drag the cursor, the headers of all eligible record icons will turn yellow. Drag the OSRI or SIG records to their destination tablet in the central screen. Note that while group uploads only permit you to move OSRI records back to their original tablet, SIG records can be group uploaded to any leader’s tablet.

If you are using a local wireless transfer and have OSRI records to upload to multiple tablets, you can upload them in one step by dragging the selected records to the green Site Bar at the top of the screen. This will automatically transfer them back to their original tablets.

For central server uploads, drag the selected records to the appropriate site folder in the central screen.

In either case, a Status Update window will open to show the upload’s progress.

Individual Uploads

Individual uploads allow the transfer of a single OSRI or SIG record. For local site data transfers, an individual upload allows the Local Site Leader to transfer an OSRI record either back to the original reviewer’s tablet or to another Local Site Leader’s tablet. Individual uploads can be performed regardless of a record’s QA Status.

To execute an individual upload, click and hold an OSRI or SIG record icon located at the bottom screen. When you drag the cursor, that record’s header will turn yellow. Drag the selected record to its destination tablet or central server folder in the central screen. Assuming that it is an eligible destination, the tablet or folder icon will also turn yellow once the cursor is positioned over it.

For SIG records, eligible destinations include the tablet of another Site Leader or the site’s folder on the central server. For OSRI records, eligible destinations include the original review pair’s tablet, another Site Leader’s tablet, or the site’s folder on the central server. It is not possible to upload an OSRI record to a new review pair's tablet unless the original review pair first reassigns the case.

When you release the cursor, a Status Update window will open to show the upload’s progress.

Quality Assurance

Quality Assurance, or QA, is a critical component of the CFSR process. The QA process is designed to ensure that, as much as possible, all cases completed during the review week consist of clean, complete data that accurately answers all questions, and that all item and outcome ratings are accurate and supported with well-reasoned Rating Documentation.  

The QA Review process as a whole is divided into seven parts:

  1. Preliminary QA
  2. First-Level QA
  3. Second-Level QA
  4. Local Site Finalization
  5. Data Validation
  6. Third-Level QA
  7. Data Change Management

There are numerous tools and functions built into the automated application to assist and streamline the QA process. These include QA tools that can be used by both reviewers and site leaders, data transfer functions, and the ability to post electronic comments, or "stickies."

QA Tools

The Quality Assurance (QA) process is an integral part of the onsite review. Review pairs must conduct an initial QA on all cases that they complete. This initial QA, referred to as Preliminary QA, helps ensure that basic, easily corrected errors (such as missing information) are caught and corrected before they take up time in the later stages of the QA process. During later stages of QA, such as First-Level and Second-Level QA, site leaders become involved in the process and work with review pairs to correct any errors or omissions in case records. 

There are a number of QA tools built into the application that are designed to streamline the QA process for both review pairs and site leaders. While many of these tools involve advanced QA functions used in First- and Second-Level QA, such as data transfers and stickies, there are also numerous resources that review pairs and site leaders can use to assist in reviewing the instrument, especially during a Preliminary QA. Two of these resources, the Completeness column and the Unanswered Questions Navigator, are essential for review pairs in determining that an OSRI record is complete and ready for QA.

Another important resource are the application's many built-in reports. Especially useful for Preliminary QA are the Completed Case Report, the Preliminary Case Summary Report, and the Case QA Rating Summary Report.

During First- and Second-Level QA, the Unresolved Comment Navigator is a critical tool for review pairs to locate and respond to the stickies that site leaders add to a case record.

 

Stickies

"Stickies" are electronic notes, or comments, that can be attached by a site leader to an item's question in an OSRI record. They are intended to draw attention to places where corrections, revisions, or additional input might be required by the review pair, and are an integral part of both First-Level and Second-Level QA.

To add stickies, the site leader must first transfer the OSRI record to his or her tablet. At this point, the record becomes active on the site leader's tablet, and locked on the review pair's tablet. While it is locked, the review pair cannot edit the record in any way. They can, however, read it and access reports on it. The site leader should conduct QA as quickly as possible, add any stickies that are necessary, and then transfer the case back to the reviewer pair's tablet. The review pair will then use the Unresolved Comment Navigator to locate the stickies and respond to it as appropriate.

When the case is again transferred to the site leader's tablet, the site leader can resolve the sticky (if the issue has been adequately addressed) or add to the comment and return the case for further clarification by the review pair. This process can continue until the issue is resolved, although it is likely that site leaders will ultimately choose to discuss persistent issues face-to-face rather than continue to exchange sticky notes back and forth with a review pair.

Adding Stickies

After a Local Site Leader transfers an OSRI record from a review pair's tablet, he or she will be able to open it for QA review by using the QA button in the Action Column of the Record Summary Grid. The case will open as a Completed Case Report, which will allow the site leader to scroll through the entire instrument in one window from start to finish. From this report, the site leader can add stickies as necessary to any single question. Each sticky will then be accessible by the review pair when the case is transferred back to their tablet.

To add a sticky to rating documentation or item questions, use the following steps:

1) Click the Add link, which is located beside the question identification.

2) The Conversation Form Window will open. The case name and the question to which you are commenting display at the top. Click the Add New Message button to add your sticky

3) The Add/Edit Message Window will open. Type your comment in the text field. When you are finished, click the Save button to close the window.

4) The Conversation Form Window will now display your comment below the question. As the first comment in the conversation, it will be highlighted in yellow. Your name will display beside it, and an Edit and Delete button will appear on the right-hand side. Clicking the Edit button will reopen the Add/Edit Message Window, where you can edit your answer. If you click Delete, a confirmation window will open asking you to verify your selection. If you click OK at this window, your comment will be permanently deleted from the Conversation Form Window.

5) Click Close to exit the Conversation Form Window.

Note that the presence of stickies will be noted on the Completed Case Report by the use of orange highlighting. Clicking on the View/Add link will reopen the Conversation Form Window and allow further editing or deletion of the sticky. Note, however, that once a sticky has been responded to by reviewers, it can no longer be deleted. It can only be resolved.

There is no limit to how many stickies each OSRI record can hold. There is also no limit to how many times stickies can be sent back and forth between site leaders and reviewers. However, if it becomes obvious that a case is overloaded with stickies, or if one particular sticky appears to keep getting passed back and forth without resolution, site leaders are probably well-advised to seek out a face-to-face conference with the review pair, rather than continue an unproductive exchange.

Note also that there may be times when you want to review a case as the review pair sees it, using the Screen View instead of the Case Summary report. One reason why this may be true is if you want to review the instrument's instructions for a particular question and you do not have a copy of the paper instrument handy. Since the instructions are not included in the Case Summary Report, you would need to open the case in a screen view.  For information on how to do this, see Module 6.8.2.2: Adding Stickies in the Screen View.

Adding Stickies in the Screen View

There may be situations where you need to view a record’s individual item screens as a reviewer sees them. In these cases, the Screen View should be used.

To access Screen View, select Edit Cases from the OSRI Menu. This will open the Edit Cases Screen. Use the Review Team drop-down menu to select the correct reviewer, then the Selected Record drop-down menu to select the case.

The case will open automatically to its Face Sheet. The layout and navigational functions are the same as for reviewers, although the Save Bar no longer features any save buttons. Instead, it displays the Rating Documentation button, the item’s Calculated Rating, the Override button, and the Next Item button.

Use the normal navigational controls to move through an OSRI record in the Screen View. To add a sticky to rating documentation or item questions, click the Add button, which is located in the upper right-hand corner of the question’s Identification Area. The Conversation Form Window will open. Adding comments here works the same way as in the Report View.

When you close this window, the Add button will be replaced by the View button, which indicates that comments have been started. Clicking View will reopen the Conversation Form Window.

Note that while the Screen View does allow site leaders to view a case as reviewers see it, the case is locked for editing. It is possible, however, to use the Unlock a Case function to make emergency edits to case information.

Responding to Stickies

Each sticky added to an OSRI case by a site leader must be read and responded to by the review pair. The response will most likely involve edits to question answers, but must also include a written comment back to the site leader. These comments serve as an indication to the site leader that the sticky was properly addressed.

To open a sticky, click the View button located above the question. The Conversation Form Window will open. The name of the commenting site leader will display beside his or her comment, which will be highlighted in yellow. Read the comment, then click the Close button and make any necessary changes to the question. When you are finished with your edits, reopen the sticky and use the following steps to post a response to the site leader's comment:

1) Click the Add New Message button to open the Add/Edit Message Window

2) The Add/Edit Message Window will open. Type your comment in the text field. When you are finished, click the Save button to close the window.

3) The Conversation Form Window will now display your response below the Local Site Leader’s comment. Your name will display beside it, and an Edit and Delete button will appear on the right-hand side. Clicking the Edit button will reopen the Add/Edit Message Window, where you can edit your answer. If you click Delete, a confirmation window will open asking you to verify your selection. If you click OK at this window, your comment will be permanently deleted from the Conversation Form Window.

4) Click Close to exit the Conversation Form Window.

Use the Unresolved Comment Navigator to continue working through each sticky added by the Local Site Leader. When you are finished, return to the Overview Screen and change that case’s QA Status back to Ready for QA Review to indicate that it is once again ready for download. The site leader will transfer the case to his or her tablet and read through your comments and edits.

Resolving Stickies

Once the review pair has addressed the issues raised in the stickies that a site leader added to an OSRI, the site leader must transfer the case back to his or her tablet and determine whether or not the stickies were adequately addressed. To do this, open the case in its Report View by using the QA button in the Action Column of the Overview Screen. Existing stickies will appear with orange highlighting. Click the View button to reopen the Conversation Form Window. A message from the review pair will display below your comment indicating that they addressed the issue raised by your sticky. You must decide if their response is adequate or if the question still requires more input.

If the response is adequate, check the small box labeled Resolved at the bottom of the Conversation Form Window. A notification that the conversation has been resolved will appear and the sticky’s orange highlighting will display with a different hue. Also, the View button will be replaced by a Re-Open/View button.

If additional input is required, add a new comment for the reviewer by clicking the Add New Message button to bring up the Add/Edit Comment Window. Type your comment in the text box and click the Save button when you are finished adding your new comment. Click the Close button to close the Conversation Form Window. You must now transfer the case to the review pair so that they can view the sticky and make the necessary corrections.

After all of the stickies are resolved, the case will be ready to move on to either Second-Level QA or Local Site Finalization.

Reports

The automated application allows both reviewers and Site Leaders to generate a wide variety of reports that compile and organize data collected during the onsite review. These reports are accessible through the Report Menu, which also allows for the saving and printing of any report.

Note that reports may be generated for any record that currently exists on your tablet, whether that record is locked or unlocked. This means that, after the QA process has begun, review pairs can generate reports even after an OSRI record has been transferred to a Site Leader's tablet. Similarly, Site Leaders will be able to generate site- or review-based reports for any case record they have ever transferred to their tablet, whether or not that record has been returned to its original review pair.

Reports will be automatically updated to reflect the most current information anytime a case record is transferred again. Revised data will be included when a new report is generated. Reports can be generated for any record stored on your tablet PC, regardless of whether that record is locked or unlocked.

The Reports Menu

All report functions are accessed through the Reports Menu in the Menu Bar. The Reports Menu contains the following reports: Completed Case, Preliminary Case Summary, Preliminary Rating Summary, Completed Interview Guide, Case Progress Report, Nightly Debriefing Report, Case Review Summary, Case QA Rating Summary, Overridden Item Ratings, Rankings, Trend & Issue Tracker, and Summary of Findings Form. In addition, you can save and print reports using the Save Report As HMTL File or Print Report option.

Selecting Return to Document will close the Reports Menu and return you to the last record you were viewing. It will not function if you were previously viewing the Overview Screen. You can also click the Overview button to return to the Overview Screen from any open report.

Most of the report options in the Reports Menu have several sub-selections that open in another menu when you select a report. These sub-selections enable you to choose the specific criteria under which you will run any specific report. Some of the options are only available to Site Leaders, while others are also available to review pairs. The various sub-selections are described below:

Current Case
This option, available to both review pairs and Site Leaders, provides a report for either the currently open case (if the case is already open for editing) or for the record that is currently selected on the Record Summary Grid.

All My Cases
This option allows review pairs to view a report for each case record to which they have been assigned. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Selected Reviewer
This option allows Site Leaders to view all the downloaded records from any single review pair. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Site
This option allows a Site Leader to view all of his or her site’s records at once, as long as the records have been previously transferred to his or her tablet PC at some point. It does not matter if the record is locked or unlocked. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Review
This option allows a Site Leader to view all of the records for an entire review at once, as long as the records have been transferred from the central server to his or her tablet PC. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen. This function is generally only used by State Team or NRT Leaders.

Completed Case Report

The Completed Case Report can be opened from either the Record Summary Grid, by highlighting the case you wish to access, or from within an open case record. The report provides questions, answers, and ratings for the entire instrument. It is normally used by reviewers to perform Preliminary QA on a completed case and is also the default view (Report View) for Site Leaders who are performing First- or Second-Level QA.

The available sub-selections for a Completed Case Report include Current Case, All My Cases, All Cases for Selected Reviewer, All Cases for Site, and All Cases for Review.

Note that the Completed Case Report will indicate the presence in a record of both resolved and unresolved stickies by the use of orange highlighting. Clicking the View or Respond links attached to the sticky will open that sticky’s Conversation Form Window.

Preliminary Case Summary Report

The Preliminary Case Summary can be opened from either the Record Summary Grid, by highlighting the case you wish to access, or from within an open case record. It provides a summary chart of the Item and Outcome Ratings for each item and outcome in the instrument.

The available sub-selections for a Completed Case Report include Current Case, All My Cases, All Cases for Selected Reviewer, All Cases for Site, and All Cases for Review.

Preliminary Rating Summary

The Preliminary Rating Summary provides Local Site Leaders with counts of outcome and item ratings for the entire review site (choose sub-selection For Current Site), or State Team Leaders with outcome and item ratings for the entire review (choose sub-selection For Entire Review). Either option includes percentages for each category. The report includes both foster care and in-home cases and provides both an individual and combined percentage rating for each item and outcome for both case types.

Completed Interview Guide

The Completed Interview Guide report provides either the full text of an individual stakeholder interview (choose sub-selection Current Interview Only) or all of the stakeholder interviews at a local site (choose sub-selection All Interviews for Site). For Team Leaders, it can also provide the full text of all the stakeholder interviews in the review (choose sub-selection All Interviews for Review). All of the report options include questions and answers grouped by item, with responses grouped by stakeholder.

Case Progress Report

The Case Progress Report provides a brief summary of the current status of cases under review. The summarized information includes the review team, case name and type, QA status, and percentage completed. The available sub-selections for a Case Progress Report include Current Case, All Cases for Site, and All Cases for Review.

Nightly Debriefing Report

The Nightly Debriefing Report provides a summary presentation, called a "Basis for Rating," of each case's outcome ratings. This statement must be entered manually by the review pair and often serves as the foundation for the review pair's presentation at that night's nightly debriefing. Once this summary information has been entered, the available sub-selections for completed Nightly Debriefing Reports include Current Case, All My Cases, All Cases for Site, and All Cases for Review.

To enter a Basis for Rating, you must open the Nightly Debriefing Report in Data Entry Mode. To do so, first open the appropriate case normally. It does not matter if it is locked or unlocked on your tablet. Once the case is open, select Nightly Debriefing Report>Data Entry for Current Case from the Reports Menu.

Two reports will open on your tablet in a split screen. On the top will be a Completed Case Report. On the bottom will be the Nightly Debriefing Data Entry Form. Move through either display by using the scroll bars located on the side. You can also adjust the display size of each report by dragging the blue separator line up or down.

The Nightly Debriefing Report Data Entry Form features a total of nine text fields. The first two are located in Section II: Case History. They require background information about the family’s past issues and needs and information about the services that were provided in the past. The other seven text fields require that you provide a Basis for Rating for each of the individual outcome ratings.You may type information normally into these text fields. You may, however, find it faster and more efficient to use a specialized “copy and paste” function that is built into this report.

To use this function, locate the text in the Completed Case Report (top of screen) that you wish to copy. Then, ensure that the text box where you want to paste the text is displayed in the Nightly Debriefing Report Data Entry Form at the bottom of the screen. Use the mouse to highlight the text that you wish to copy, then drag it down to the text box. When you release the mouse button, the text will now display in the text box and will appear as part of the Nightly Debriefing Report.

Note that you can continue to add text to any text box by repeating these steps as often as necessary. You can, for example, use multiple answers from the Completed Case Report to cobble together a thorough Basis for Rating on the Nightly Debriefing Report.

It is also possible to access other reports while completing the Nightly Debriefing Report Data Entry Form. To do this, select the new report that you wish to open from the Reports Menu. Be sure to select the Current Case option for the report. The new report will open at the top of the screen.

The Nightly Debriefing Data Entry Form will remain open at the bottom of the screen until you use one of the two buttons located below the blue separator line: Close and Save. The Close button will close the bottom (data entry) portion of the screen, so that the Completed Case Report or other report displayed there shows as a full-screen report. From here, click Overview to return to the Overview Screen.

The Save button saves any typing or pasting that you have done to the Nightly Debriefing Report. When you open the report in non-data entry mode, your answers will appear as part of the report. A pop-up window will appear after you click Save to let you know that the save was successful; click OK to close this window and return to the split screen view.

Note that if you click Close before you have saved your work, any information that you typed or pasted into the Nightly Debriefing Data Entry Form will still automatically save to the system.

Case Review Summary

The Case Review Summary produces a simple chart listing the total number of cases from each of the four review sites. In addition to the totals, it breaks down the numbers by foster care and in-home services cases. Note that it will only count cases that are saved (either locked or unlocked) onto the current tablet.

Case QA Rating Summary Report

The Case QA Rating Summary is a summary chart that provides each item’s Calculated Rating and Main Reason Statement as well as each outcome’s rating and Basis for Rating. The Basis for Rating is taken from the data entered by the reviewer into the Nightly Debriefing Report. The available sub-selections for a Case QA Rating Summary Report include Current Case, All Cases for Site, and All Cases for Review.

Overridden Item Ratings

The Overridden Item Ratings chart provides information on all items that received an Override during the course of a review. The information provided for each instance of an override includes the review site, review team, case name, item, original Calculated Rating, Overridden Rating, and the reason for the override.

Rankings

There are two options listed under the Rankings item on the Reports Menu: Outcomes and Outcomes Sorted by Substantially Achieved.

Outcomes

The Outcomes selection provides the outcome ratings and item rankings for the entire State’s review, ranked in order from highest to lowest. It lists them for the State as a whole first, then breaks out each review site individually.

Each outcome is listed in relative order of highest ranking to lowest. The items are included under each outcome, also ranked from highest to lowest. Outcome ratings are given a numerical value in which 1 equals Substantially Achieved, 2 equals Partially Achieved, and 3 equals Not Achieved. Item rankings are given a numerical value in which 1 equals Strength and 2 equals Area Needing Improvement. Only applicable cases are included. Each outcome and item’s ranking is determined by averaging its total numerical value.

Note that only Applicable cases are included for each ranking.

Outcomes Sorted by Substantially Achieved

This option displays a chart that shows the total number of cases—total, foster care, and in-home services—that had a Substantially Achieved rating for each of the seven outcomes. For each area, it lists the total number of Applicable cases, the total number that were rated as Substantially Achieved, and the percentage that were rated as Substantially Achieved. It lists numbers for the entire State review first, then breaks down the numbers by each review site.

Trend and Issue Tracker Form

The Trend and Issue Tracker is not accessible by reviewers. Site Leaders can use it to make notes on trends and issues in the review. These notes are grouped by performance item and are automatically pulled into the exit conference PowerPoint as presenter notes. Unlike the Summary of Findings Form, though, the Trend and Issue Tracker is not an official form to be submitted to anyone else.

When you select Trend and Issue Tracker from the Reports Menu, the data entry area will open at the bottom of the screen. This area features a drop-down menu from which you can choose any one of the OSRI’s items, a Summary box for typing notes, a Save button, and a Close button. The blue line dividing the data entry area from the top of the screen can be dragged up or down to resize the space in which you can work.

To use the Trend and Issue Tracker, first select from the drop-down menu the item for which you are adding a note. Then, type your note in the Summary box. Click the Save button to save your note to the Trend and Issue Tracker Form. A pop-up window will appear to notify you that your Item Summary was saved. Click OK to close the window. If you now select another performance item from the drop-down menu, you can then return to this first item and your note will still appear in the Summary box.

Note that you can also open any report in the top part of the screen. Open reports by selecting them from the Reports Menu. The same process used by reviewers to copy and paste text in Nightly Debriefing Reports will work here, too.

To exit data entry for the Trend and Issue Tracker Form, click the Close button. Note that this will close the data entry with no warning message. Any unsaved information that you have entered will be lost unless you first click the Save button.

Summary of Findings Form

The Summary of Findings Form provides a summary of the findings for the entire review. The information it contains must be manually entered by one of the Site Leaders. It is important that only one Site Leader from any given review site work on the Summary of Findings Form, because only one copy of the form can be uploaded to the central server from each of the review sites. The Site Leader responsible for completing it may begin the Summary of Findings Form as early as Tuesday of the review week. Once this information has been manually entered, the available sub-selections for the Summary of Findings Form include View Local Site Report, View State Level Report, and View Combined State and Local Site Report.

To enter data onto the Summary of Findings Form, select Summary of Findings Form from the Reports Menu. Then select the Data Entry option. A split screen display will open. A site-wide Case QA Rating Summary Report will appear on top. The bottom portion of the screen is the data entry area. The screen is divided by a blue line; you can drag it up or down to increase the viewing area on either side.

Use the drop-down menu to select the performance item you need. You can also use the Previous Item and Next Item buttons to move backward and forward through each performance item. Once you have selected the correct performance item, you must enter your data into the Basis textbox. Any data that you have already typed and saved will appear here; you can edit this information, delete it, or add to it as necessary. You can also add text to the Basis textbox by using the copy-and-paste function that reviewers use in the Nightly Debriefing Report.

When you have finished entering data, click the Save button to save your text to the system. A pop-up window will briefly display to notify you that the Basis was saved.

You can open any other report to assist you in completing the Summary of Findings Form. Open another report by selecting it from the Reports Menu. That report will appear in the top portion of the screen in place of the Case QA Rating Summary Report.

Click the Close button to exit the Summary of Findings Data Entry Form. The bottom portion of the screen will close, leaving only the report that was open on top. Click the Overview button to return to the Overview Screen. Once you have completed data entry for the Summary of Findings Form, it should be uploaded along with your site’s completed cases to the central server.

The completed Summary of Findings Form should be uploaded to the central server after the conclusion of the Local Site Exit Conference. To upload the Summary of Findings Form, click and hold its record icon in the purple area at the bottom of the Central Server Data Transfer Screen. The record icon’s header will turn yellow to indicate that it has been selected. Drag the record icon up to the purple area of the site’s central server folder. The area will turn yellow; release the Summary of Findings Form there. A Status Update window will open to show the upload’s progress.

Saving and Printing Reports

The application allows you to both save reports as HTML files and print reports for offline use.

To save a report, first open the report. Then, select Save Report as HTML File from the Reports Menu. This will open the Save Web Page window. Navigate to the file location where you want the report to be saved (the default is your USB key), then click the Save button. The report will be saved as an HTML file, which can be opened for viewing in any Web browser.

To print a report, select Print Report from the Reports Menu. This opens the standard Print window. There will be a USB printer located on site; ensure that this printer is connected to your tablet, then select it from the list of available printers. Click the Print button to print the report.

To return to a previously opened record, select Return to Document from the Reports Menu. This loads the data entry form for the case or interview record that was opened prior to loading the report. This function will work only if the report was loaded when a case or interview record was open for editing.

Exit Conference PowerPoint

This is a normal PowerPoint file that will be prepared for each review. PowerPoint files exist for both the Thursday local exit conference and Friday's statewide exit conference. The specific PowerPoint file will be loaded onto the appropriate Site Leader’s tablet.