Instruction for Completing the Self-Assessment in COPA
Contents
1. Wack David 6625 Miller Melanie 15719 Mitchum Julia 14864 3mith Zirl 5409 Stanley Irene 8840 Stewart Charles 8815 Thomas Mae 6703 Walker Joan 15001 Lookin Desktop i a e Nalls Mary 8783 eae Nells Brenda 8869 W Microsoft visual C Nilson Thomas Jacqueline 15476 Noods Barbara 6688 Lisl Dimensions 195 x 207 Type JPEG Image Size 38 8 KB re OrderData1 aspx cs W Page Language W product ni Remote Desktop Connection es roadmap gs Quick Connect mw security ay security suggestion A aioe File name myPhoto he aces Files of type All Files v Cancel 4 In a Choose File dialog box select a document which needs to be uploaded and then click on the Open button 9 Select a type from the Document Type drop down menu 10 Enter some keywords in the Keywords field This will make it easier for you to find the document in the Document Directory later 11 Enter any pertinent comments in the Comments field e Keywords and Comments are optional and can be edited later by the COPA Admin 12 Click the Upload button to assign the document to the staff Search Documents On the eDOCS page click on the Document Directory subtab and select Staff from the dropdown menu then click the Submit Button Instruction for Competing the Self Assessment in COPA Document Directory voluntger Agency staf Sob2. hat s the risk Staff Documents 1 filtered records Staff Name Document Name Type Size Upload date Created By Slack Rose yPhoto ipg Staff Phote 38 9 KB 10 13 2011 11 38 53 AM smith3 jam Delete Edit and Approve Documents The Delete Edit and Approve functionalities on the Document Directory screen can only be accessed by the COPA Admin Author Michelle Lee 18 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA SE a A a a EIS Gr Child Family Staff Volunteer Agency Site Class Document Directory ane Child Name Slack Rose Agency Abraham Lincoln Centre Site Abraham Lincoln Employee ID r a Staff Documents Abraham Lincoln Centre _ Abraham Document Name myPhoto jpg Doucment Type All v Status O Approved Pending Keyword Document Type Staff Photo lat Name Keywords my photo Comments cool picture Aa Staff Name Document Name Type Size Upload date Created By 3 Status A i Black Rose myPhoto ipg Staff Photo 38 9 KB 10 13 2011 11 38 53 AM smith3 jam pproved Pendina Child Family Staff Volunteer Agency Site Class Document Directory Name Black Rose Agency Abraham Lincoln Centre Site Abraham Lincoln Employee ID Staff Documents Are you sure you want to delete document myPhoto jpg 1 Click on the DEL
3. Mocs Sites Reports Log Human Resources re Qualified sta 92 d 2 Guideline Subetategory Staffing Performance Standard Windows Internet Ex E 2 1304 52 d 3 Link PDM7B Guideline L 1 https cys mycopa com admin site audit audits getStandards e vi 4 A Performance Standar Code 1304 52 Title Human resources management z 1304 52 d 4 Guideline Language Human resources management fatomance simaanpeGategory Performance Standard sel ain nee eae 4 1304 52 d 2 Guideline 5 1304 52 d 3 Link PDM7B Guideline 1304 52 Compliant 2 v 6 1304 52 d 4 Guideline 1304 52 naa Evidence Reviewed z Not Compliant 7 Description Guideline Management Systems Summary ubcategory System Support 47 Ongoing Monitoring Guideline d 4a _ k 48 Program Planning Guideline 49 Communication Guideline 50 Record Keeping Guideline Image 6 Going to Self Assessment Report 3 There are several categories in each SA component area For example in Child Health Safety the categories are Human Resources Access to Health Care Screening and Referral Management Systems Summary and etc Each category has two standard subcategories Performance Standard and Evidence Reviewed Ifthe category is Human Resources a subcategory called Staffing is included also If the category is
4. Please Select Usage 94 0 KB of 5 GB 1 After clicking the submit button the page below will populate with a list of filters and their uploaded documents Select the filters and click on the Search button the listed documents will be filtered by agency site document type document status keyword upload period last name first name or more Child Family staff Volunteer Agency Site class Document Directory Staff Documents Abraham Lincoln Centre Abraham Lincoln x Doucment Type All v Document Status All v Keyword Upload Date From a To es Last Name First Name Employee ID Status All v Staff Documents 1 filtered records Staff Name Document Name Type Size Upload date Created By Status Action Black Rose myPhoto ipg Staff Photo 38 9 KB 10 13 2011 11 38 53 AM smith3 jam Approved Delete Edit N Click the link of the document a standard window will pop up Click on the Open button to view the document Do you want to open or save this file ily Staff Volunteer Agency Site Class Document Directory ial Name myPhoto jpg Staff Documents Type JPEG Image From deysbeta nulinx com xi vent Status a J Date From Ero ame Employee ID Q While files from the Internet can be useful some files can potentially q harm your computer If you do not trust the source do not open or
5. 52 d 3 Link PDM7B Guideline No 3 1304 52 d 4 Guideline Yes Performance Standard 1304 52 4 1304 52 d 2 Guideline 1304 52 Not Compliant Comments Describe the Non compliance 5 1304 52 d 3 Link PDM78 Guideline 1304 52 Compliant 6 1304 52 d 4 Guideline 1304 52 Compliant Evidence Reviewed 7 Description Guideline N A Comments Describe evidences Access to Health Care Performance Standard 1304 20 8 1304 20 a Guideline 1304 20 Compliant 9 1304 20 c Guideline 1304 20 Compliant General Audit Comments Submitted by Santana Jennifer Date 03 01 2013 General Audit Comments Audit Approval Submitted by Approval Date Comments Add Visit Notes Visit Notes H Visit Checklist Attached Documents ecutiwe Program Director Signature pard Chairman Signature Image 9 Printing and Signing Reports Note The Policy Committee and Board Approval signature pages are to be submitted as an attachment A link has been provided to download the document on the Children Services website VI Uploading Signed 2013 Self Assessment Reports 1 Once you have Scanned the seven signed 2013 self assessment reports separately and separately have Saved itin your PC in PDF format you can start to upload it to COPA Author Michelle Lee 6 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA 2 Click the Site Monitoring link on the green navigation bar and click each Link in the g
6. Child Health and Safety CHS Human Resources None Child Health and Safety CHS Image 10 Going to the Reports 3 Once you have clicked the Link you will go to the Visit Summary page and find three links displayed Visit Summary Visit eDOCS and Site Monitoring Click the Visit e Docs link Image 11 to go to the Document Upload page Visit Summary En ee I ee DT SSS SARE RT CORED Site Information Agency FSS Site Department Children Services Program Model Address Director Phone Email PO Contract Period Visit and Team Information Visit Type 2013 Self Assessment Child Health and Safety Visit Status New Auditor s Date of Visit 02 26 2013 Time of Visit Documents Reviewed Reports Reviewed Staff Interviewed Next Visit Comments Site Supervisor Verification Q Submitted by Verification Date Comments Audit Non Compliance Summary Component Area Framework Non Compliance Indicator Comments Action Plan Screening and Referral Child Health and Safety CHS Performance Standard 1308 19 1308 19 j Describe the Non compliance None Access to Health Care 3 7 5 2 Child Health and Safety CHS Performance Standard 1306 35 1306 35 c Describe the Non compliance None Human Resources Performance Standard 1304 52 1304 52 d 2 Describe the Non compliance None Child Health and Safety CHS Image 11 Going to Visit e Docs 4 Once you are on the Upload Document page you can start uploading documents
7. scan another image If so click Yes and then either load the next original and click New Scan for a new preview OR a 7 Select a new area in the current preview Output dimensions 10 16 x 6 46 inches File Size 945 48KB Resolution 300dpi Scale 100 Author Michelle Lee 14 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA 5 After clicking on the No button a document saving location window will pop up From here you can rename your documents ss en eT a Se Ap HP Solution Center hp scanjet 5590 My Documents File Edit View Favorites Tools Help ae E Back Y Bi pS Search We Folders Ea Address C C Documents and Settings 207908 My Documentstedoc v ao Name Size Type Date Modified C version Cue File Folder Sale4i2010 2 06 Visual Studio 2005 File Folder gizil 10 2 visual Studia 2008 File Folder blfefe011 4 28 Visual Studio 2010 File Folder SiS1f2011 11 1 iweb File Folder 11 10 2011 5 2 H ATAAgencyFEIN 111 KB Microsoft Office Exc 11 80 2011 5 WH chatLog Meet Now 2012 01 SKB Rich Text Format Lfeole012 4 38 al copy of AugZecdryk 264EB Microsoft Office Exc 9 9 2011 4 31 E Default 2KB Remote Desktop Co 1laf7iz0l1 12 2 Edoc0001 13 KE Adobe crobat Doc Sf19 2012 11 2 l 345K6 Adobe Acrobat Doc 3 19 2012 11 Free GoToMeeting Trial 1 KE Internet Shortcut galz 11 54 Ea gzm download J3 KE Application afefe007 11 5 501 ni 20 KB WN
8. 0001 0002 etc J will be appended to the base file name Overwrite existing files with the same filename Save Location CAD ocuments and Settngs 20 908 My Documents edoc Browse M Use Monthly Sub Folder I Launch Windows Explorer in the save location after saving the file s Prompt for these Save Options at time of scan Cancel Help Author Michelle Lee 12 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA 3 After clicking the Scan button an hp scanning window will pop up If a preview is displayed make any adjustments to the scan that you want and then click on the Accept button i Ap scanning REE Sco Basic Advanced Output Type Help 2 ka E neen E i Ee E 7 p HP Soluti Output dimensions 10 18 x 6 46 inches File Size 945 40KB Resolution 300dpi Scale 100 New Scan Accept Author Michelle Lee Last Update 3 22 2013 Resize Sharpen BAW Threshold Reset Tools 13 Instruction for Competing the Self Assessment in COPA 4 After you have completed scanning your documents an hp scanning window will pop up If you want to scan another document after clicking on the Yes button load another document click on the New Scan icon and then click on the Accept button Otherwise click on the No button ER hp scanning Cm cer Basic Advanced Output Type Help al n i mn D anicke E C A 2 fp HP Soluti Do you want to
9. Document Name Document Type Keywords ild Health and Safet Comments Maximum file size cannot be more than 2 megabytes Name Type Size Upload Date Created By Status Author Michelle Lee 7 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA Image 12 Uploading Documents a Click the Browse button to upload the signed report Image 12 b Select Self Assessment as the Document Type Image 12 c Enter the Name of the Report in the Keywords field If the report is called Child Health and Safety enter 2013 Child Health and Safety Image 12 Optional Comment is optional and can be edited later by COPA Admin This will make it easier for you to find the document in the Document Directory late Appendix eDOCS User Manual 5 Click the Upload button to upload the document image 12 Please be informed that all documents you have uploaded to eDOCS through the Monitoring module are available for editing in the Monitoring section of the eDOCS module Please be informed that you can t run a report and complete action plans until you click the complete button Image 7 for the report Vil Running a Report Once you have completed uploading the documents click on the Site Monitoring button Image 12 on the navigation bar you will find a Statistics button displayed on the green navigation bar Once you have clicked on the Statistics button the monitoring statistic report sho
10. ETE link will remove the document from the entity 2 Clicking on the EDIT link will edit the document Keywords Comments and Document Type 3 Clicking on the APPROVED link will change the status of the document to Pending If the status of the document is Pending the users can t view the document The users can view the document only when the status of the document is Approved
11. Instruction for Competing the Self Assessment in COPA Instruction for Completing the Self Assessment in COPA In 2013 all FSS Head Start delegate agencies are required to utilize the COPA Monitoring module to streamline the self assessment reporting process This manual will provide step by step instructions on how to use the COPA Monitoring module to enter and update the self assessment information and store the self assessment documentations It includes eight sections and one appendix l Accessing Module Il Activating Module IIl Logging into System IV Completing Self Assessment Reports V Signing Completed Self Assessment Reports VI Uploading Signed Self Assessment Documents VII Running a Report VIII Completing Action Plans Appendix COPA eDOCS User Manual I Accessing Module Who should have access to the modules COPA users in the Manager Level should have access to the COPA monitoring module In order to store the self assessment documentations the Manager user should also be given an access to the COPA eDOCS module ll Activating COPA Monitoring and eDOCS Modules COPA access does not automatically grant a Manager user Monitoring and eDOCS accesses and a Manager user must obtain Monitoring and eDOCS modules accesses from their agency COPA Administrator In order to access the Monitoring and eDOCS modules a Manager user s profile must be adjusted to include those access privileges A COPA Administrat
12. Management Systems Summary it has only one subcategory called System Support a Ifthe subcategory is Staffing select Yes No on the 1 dropdown menu Image 6 b Ifthe subcategory is Performance Standard select Compliant Not Compliant on the 2 dropdown menu Image 6 c Staffing in Human Resources at the beginning of each service component area is establishing whether there is appropriately qualified staff in place for these areas d Click on the Performance Standard Link to see the requirements for the qualifications for these staff Instruction for Competing the Self Assessment in COPA e For each Sub Category the Guidance at the beginning of the section provides information for what is required for the entire sub category The Performance Standards Link provides the standard that governs each category f Enter Description of the Non Compliance on the 2a text box if that area is not in compliance with the performance standard g Ifthe subcategory is Evidence Reviewed select N A on the 3 dropdown menu Enter Description of any Evidence Reviewed for this category in the 3a text box h Ifthe subcategory is System Support select N A on the 4 dropdown menu Enter Description of your management systems support different service areas on the 4a text box This section is optional but highly recommended 4 When you have finished entering all the self assessment information the bottom of the screen will lead you to two
13. RI File Fl2F 2006 2 10 C a a aa PT ee ee ei re File and Folder Tasks oo Make anew Folder E Publish this folder to the web es Share this Folder E Other Places i 207908 My Documents of My Computer 2 My Network Places Log into COPA A temporary login id will be used during the training session This login will allow you access to the COPA Training site Once your agency staff has completed training the COPA administrator in your agency site can activate this module for user who has completed the training 5 Type cys mycopa com in the internet browser and go to the COPA home page 6 Enter your User Name and Password 7 Click Continue 8 COPA displays the COPA agency site page Go to COPA eDOCS On the COPA agency site page click on the eDOCS tab on the top of the screen you will go to the eDOCS page Author Michelle Lee 15 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA Upload Documents to eDOCS On the eDOCS page click on the desired entity s subtab Staff the screen below will load on the page All documents will be uploaded and assigned to this entity chila Family staff _Volunteer Agenc Document Directo v All Sites Last Name Select Submit and i i ithen Click on staff ID 1 There are two ways to search staff whom we need to assign documents to a For staff search using
14. View All Monitoring Tutorial OHS 2013 Monitoring Protocol Site Visits Summary Page 7 Visits Site Visit Visit zei Visit Visit Component Area Finding OHS Last Action Due Next Visit Last Action Audit ID Date Status Service Area BA Responsible Date Date Status 2013 Self 4g 2013 Self Assessment Child Development 02 27 New Asses a and Education 2013 eel a 53 2013 Self Assessment Program Governance eei New 2013 Self 50 2013 Self Assessment Family and 02 27 New Asses a Community Engagement 2013 2013 Self 52 2013 Self Assessment Management 02 27 New Asses a Systems 2013 pme 49 2013 Self Assessment ERSEA 02 27 New a 51 2013 Self Assessment Fiscal Integrity see New 2013 Self a7 2013 Self Assessment Child Health and 02 26 New Screening and Referral None Asses c Safety 2013 Child Health and Safety CHS Access to Health Care ieee Child Health and Safety CHS Human Resources None Child Health and Safety CHS Image 14 Going to Site Monitoring 1 Click a Link associated with a completed self assessment report in the green rectangle Image 14 the screen shown below Image 15 appears Click each Action Plan Link in the green rectangle Image 15 on your right hand side to enter the action plan information for non compliance finding Chddren Services Program Model 161 W Checago Ave 201 Self Assessment Ch d Health and Safety Visit Status Complete Date of Visit 02 26 2013 Site Su
15. eDOCS User Manual This manual will provide step by step instructions on how to use scanner to scan documents and use the COPA eDOCS module to upload store and search documents Scan Documents into PC Before uploading documents to the COPA eDOCS module documents need to be scanned into PC HP scanner Model Scanjet 5590 and Software and Driver Version 9 0 will be used in this manual You can download the scanner driver for Windows XP at http n20000 www2 hp com bizsupport T echSupport SoftwareDescription jsp lang en amp cc us amp prodTypeld 15179 amp prodS eriesld 377689 amp prodNameld 377691 amp swEnvOlID 228 amp swLang 8 amp mode 2 amp taskld 135 amp swltem sj 49436 1 and select run and then plug in the scanner You must put documents into the feeder before you start a scan Otherwise only documents placed on the scanner glass will be scanned HP Solution Center 1 Click the icon fp HP Solution Center fe F a i P __ hp scanjet 5590 7 Other Devices Home Sean Picture Scan Document Make Copies To select ee Li another device click on the tab ait Bia PE Hamme Shopping Settings Author Michelle Lee 11 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA 2 Click on the Scan Document button to open the Scanning from the Scan Document button Solution Center window Select the appropriate options from the setup windows show below and then click
16. either the last name and or ID number and or b Select an Agency Site and or Class Next click the Submit button a list of the staff will load on the left hand side 2 Click the appropriate staff s ID number to load the uploading features in the main frame Documents that have been previously uploaded will be listed Volunteer Document Directory FSS yilAllSites ama peee ID Select Submit and then Click on staff ID 156 records Name Name Abbott Lynise Agency FSS Site Employee ID Abbott Lynise Alaniz Sandra Allan Anthony Document Name C Browse ALVAREZ ALMA 14855 Certificat Keywords ertificate Anderson Darnetta 9428 Class Schedule Anderson Jody 9429 Comments Anderson Rhonda 5517 Staff Driver License Askew Bryant 9262 Staff Photo Bailey Jessica 2289 Maximum file size canno Staff W Barrera Victor 9431 Maximum file size cannot be more than Berhe Berhane 15051 age Berry Latrice 9293 Berry True 15053 Name Type Size Upload Date Created By Status x 3 7 01 3i ith3 j Sisnichard Ananda 15056 Bachelor pdf Degree 5 7 KB 03 01 2012 12 31 12 PM smith3 jam Approved 3 Click on the Browse button and navigate to where the document is located on the hard drive or desktop Author Michelle Lee 16 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA MPTP Ir ree
17. o the Monitoring module Instruction for Competing the Self Assessment in COPA e Red South Image 4 Going to COPA Monitoring a PLEASE NOTE THAT SITE MONITORING IS REFERRING TO THE SELF ASSESSMENT REPORT THAT YOU ARE COMPLETING b SITE VISITS ARE THE OHS CATEGORIES TO ENTER THE SELF ASSESSMENT DATA c SITE VISIT TYPE IS REFERRING TO THE SEVEN AREAS OF THE MONITORING REPORTING TOOL e g Child Development and Education 2 Once you have clicked the Monitoring tab you will go to the Site Monitoring page Image 5 All Agencies x All Sites All Audit Tools All Component Areas All Frameworks All Compliance Indicators OHS Service Areas All k Department lIl hs Visit Date From w To e Responsible All Ni Due Date From To E Program Model All N Audit Status Visit Type All v Action Status All x Visit Status All b Auditor an w Monitoring Tutorial OHS 2013 Monitoring Protocc Site Visits Summary Page 7 Visits 2 Visit Visit Visit Component Area Finding OHS 5 Last Action Due Next Visit Last Action rant sain ni iaa AA TS bean fit Date Status Service Area Besnonetee Date Date Status childron S rvio 2013 Self 4g 2013 Self Assessment Child Development 02 27 A Asses and Education 2013 2013 Self 02 27 Children Services 97 ca 49 2013 Self As
18. on the Scan button A i canning from the Scan Document button Solution Center x tiS sko omoni What are you scanning Document pm C Color Ed Chro Bal _ Document HBA Scan as Image g Scanoignmals fon glass orteeder no OCR Excel Gesn negatves using the Transparent Materials Adapter TMA Multiple Scan postives including 24mm slides using the Th where do you want to send the scanned image s PE EE oh to E Saette Gave to fle Black amp White E 1 bit File Type PDF pdf r Save to file Save Options 7 El a a a Sean Picture Settings Huality vi Speed Scan Document Settings Do not prompt me for these settings again F a Cou can turn on this prompt again within the Settings dialogor this button scan Document 5 ctings for the Scan Doc Cen Dt a Iw Show Preview l W Save these settings as defaults for the Scan Document bulon Resolution ppi when scanning a document ag an in 300 Save to file Save Options for the Scan Document button M Automatically Crop Scanned Documents File Type POF pdf JPEG Optone A profile of scan settings may be saved from the Sce M Apoly Scan Profle Create one file per scanned page when choosing a multipage file fi POF TIF ATF TXT HTML a Base File Name MaKe Copies edos number in sequence
19. options These options are Save and Complete Image 7 Save will save existing self assessment information and will allow you go back to edit existing information while Complete will submit your report to DFSS and will not allow you go back and edit existing information Before clicking the Complete button you need to update the Date in the red rectangle for Completion Image 7 Management Systems Summary Evidence Reviewed 47 Ongoing Monitoring Guideline N A v Describe evidences 48 Program Planning Guideline N A v Describe evidences 49 Communication Guideline N A v Describe evidences 50 Record Keeping Guideline N A v Describe evidences Date of Completion General Audit Comments a sae Image 7 Saving Completing Reports Please be informed that if you have already submitted your report to DFSS and you need to edit the report information please contact Paulette Mercurius at Paulette Mercurius cityofchicago org for assistance V Printing and Signing 2013 Self Assessment Reports Once you have clicked the Complete button you will go to the Visit Summary page Image 8 Instruction for Competing the Self Assessment in COPA Visit Summary Visit Summary 47 Site Information m H i v ar ifn Agency e Department Children Services Program Model Address Directo
20. or 1 Goes to the user profile Image 1 below the User Privileges and Special Access Restrictions sections click on the COPAorg Privileges button to activate the Monitoring module and click on the E Docs Privileges button to activate the eDOCS module partmental Monitoring and DMR Access Privileg Monitoring Access No Departmental Access All COPAorg Privileges E Docs Privileges Entity Upload Document Directory Listing Approval No No No Child Family No No No Staff No No No Volunteer No No No Agency No No No Site No No No Class No No No Monitoring No No No E Docs Privileges Image 1 Going to User Profile 2 Once you have clicked on the COPAorg Privileges button the monitoring panel Image 2 opens up to display a check box and a list menu Monitoring Access allows the user to access the monitoring module and Instruction for Competing the Self Assessment in COPA Departmental Access allows the user to add track an agency a site visit which should be associated with department Check the Monitoring Access box and click the Update button Image 2 partmental Monitoring and DMR Access Privileges Monitoring Access Departmental Access Children Services Image 2 Going to COPA Monitoring 3 Once you have clicked on the E Docs Privileges button the eDOCS panel Image 1 opens up to display three rows of check boxes Document Upload allows the user to upload and save documents to a specific entity
21. pervisor Verification 7 Submitted by Verification Date Comments a z E 7 ee Audit Hon Compliance Swmmary Component Area Framework Non Compliance Indicator Comments Heavy Prachces and Rowtnes rit zahi Se Chad Health and Safety CHS Performance Standard 1304 23 1304 230 1304 230 ve Schedules for mtant feeding not avaliable as reqared Human Resources lt ay Chad Health and Safety CHS Performance Standard 1204 52 1904 52 d 3 Unk POM7G Mo quaited mutriborest Access to Health Care Performance Standard 1304 20 1304 20 c to date health screering were not avatat e for 10 chadren Child Health and Safety CH5 oe We Access to Health Care bat Health and Safety CHS Performance Standard 1304 20 1304 20 Oevelopmental screenmngs not completed witten 45 days for 6 chikdren Access to Meath Care a a9 afat Chad Health and Safety CHS Pericemance Standard 1304 22 1904 22 a Emergency procedure not posted Screeneyg and Referral J P 2 T Health and Safety Performance Standard 1304 20 1304 20 a Al chicen dd not have uptodate physicals as required by EPSO Soreening and Referral f 2 Chad Health and Safety CHS Performance Standard 1308 19 1398 190 Describe the Non complance Action plan History 27014 Self Assessment Child Health and Safety Audit Tool AGS Visit Notes Visit Notes 1 Visit Checklist Attached Documents Image 15 Going to Non Compliance Summary 2 Once you have clicked on the action plan link
22. r Phone Email PO Contract Period Visit and Team Information Visit Type 2013 Self Assessment Child Health and Safety Visit Status New Auditor s Date of Visit 02 26 2013 Time of Visit Documents Reviewed Reports Reviewed Staff Interviewed Next Visit Comments Site Supervisor Verification Q Submitted by Verification Date Comments l Audit Non Compliance Summary Component Area Framework Non Compliance Indicator Comments Action Plan Screening and Referral Child Health and Safety CHS Performance Standard 1308 19 1308 19 Describe the Non compliance None chad Gewinana copy CHS Performance Standard 1306 35 1306 35 c Describe the Non compliance None A ond By CHS Performance Standard 1304 52 1304 52 d 2 Describe the Non compliance None Action plan History p Self Assessment Child Health and Safety Audit Tool Visit Notes Visit Checklist Attached Documents Add Visit Notes Image 8 Going to Visit Summary Click the Icon next to the 2013 Self Assessment Audit Tool Image 8 a completed report will appear on the same page with the signature statements on the bottom Image 9 Print each report and sign it o ee en ee 2013 Self Assessment Child Health and Safety Audit Tool 2013 Self Assessment Child Health and Safety Completed By Santana Jennifer Human Resources Staffing Are Qualified staff in place 1 1304 52 d 2 Guideline Yes 2 1304
23. reen rectangle to upload the signed document separately Image 10 Plana visit My Tasks Site Monitoring Statistics All Agencies All Sites All Audit Tools v All Component Areas x All Frameworks y All Compliance Indicators v OHS Service Areas All x Department All v Visit Date From To Responsible ll be Due Date From E Tol Program Model All x Audit Status Il b Visit Type All x Action Status Al b Visit Status All y Auditor All Monitoring Tutorial OHS 2013 Monitoring Protocol Site Visits Summary Page 7 Visits Site Visit z Visit Visit Visit Component Area Finding OHS Last Action Due Next Visit Last Action Site Department Audit ID KEE Date Status Service Area j Responsible Date Date Status 2013 Self 48 2013 Self Assessment Child Development 02 27 Nes ares w Asses a and Education 2013 aoit sai 53 2013 Self Assessment Program Governance etal New 2013 Self 50 2013 Self Assessment Family and 02 27 New Asses a Community Engagement 2013 2013 Self 52 2013 Self Assessment Management 02 27 New Asses a Systems 2013 2013 So 49 2013 Self Assessment ERSEA ae New zoeae 51 2013 Self Assessment Fiscal Integrity oe New 2013 Self a7 2013 Self Assessment Child Health and 02 26 New Screening and Referral None Asses c Safety 2013 Child Health and Safety CHS Access to Health Care ies
24. sessment ERSEA 2013 R rt N Sikian ihm sine 2013 Self 50 2013 Self Assessment Family and 02 27 By e O a l j le _ ae sses a Community Engagement i Children Services 2243 Sef 51 3049 SOl ASSENAAR ff new TE A 2013 Self 52 2013 Self Assessment Management 02 27 New peann Asses a Systems 2013 Children Services ni Self 53 2013 Self Assessment Program Governance pet New sa 2013 Self 2013 Self Assessment Child Health and 02 26 Children Services ee 47 Safety 3013 New Image 5 Going to Site Monitoring On the Site Visits Summary page a Audit means the 2013 Self Assessment component areas b Each Audit will refer to the same Visit Type c There are seven self assessment component areas that will produce reports Image 5 1 2013 Self Assessment Child Development and Education 2 2013 Self Assessment ERSEA 3 2013 Self Assessment Family and Community Engagement 4 2013 Self Assessment Fiscal Integrity 5 2013 Self Assessment Management Systems 6 2013 Self Assessment Program Governance 7 2013 Self Assessment Child Health and Safety Author Michelle Lee 3 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA 2 To begin entering self assessment report information click on the Link called 2013 Self Assess a in the Green Rectangle Image 5 Once you have clicked on 2013 Self Assess a the screen shown below appears Image 6 Thane Wee UW aa of teen Lae ae Se gee
25. such as a child family staff monitoring etc Directory Listing allows the user to see the lists of documents by searching and filtering the entity pages to which s he has access Document Approval allows the user to edit the document status Pending and Approval Check the two boxes of Document Upload and Directory Listing which the user should have access to and click the Update button Optional Document Approval is optional If this option has been enabled this user would be given the ability to update the document statue Appendix eDOCS User Manual Page 9 from approval to pending or vice versa We highly recommend enabling this option only for COPA Administrator ___ Docs Privileges es Child Family Staff Volunteer Agency Site Class Monitoring Document Upload Fi O F F C O Directory Listing o e o 2 oilo E Document Approval O d O d P O d 0O i ee Image 3 Going to COPA eDOCS lll Logging into COPA Once COPA Administrator in your agency site activates the Monitoring and eDOCS modules for a manager user s he can log into COPA with his er Manager account 1 Type cys mycopa com in the internet browser and go to the COPA home page 2 Enter your User Name and Password 3 Click Continue 4 COPA displays the COPA agency site page IV Completing the Self Assessment Reports 1 On the COPA agency site page click on the Monitoring tab Image 4 displayed at the top of the screen you will go t
26. the screen shown below appears mage 16 Once you have clicked the Add New Action Plan link in the green rectangle Image 16 an action plan data entry page will display on the same page Image 16 At this point you can add the information Please note that you can add multiple action plans for one non compliance finding Author Michelle Lee 9 Last Update 3 22 2013 Instruction for Competing the Self Assessment in COPA Caniraet Visit amd Tears biformathos Wiest Stat Wheit Type 013 Saif Ascemant Ohid Health and Safety its Compie Date of Viale perce Tinea of Visit heprerts Bei wind Stall bnitermowed Comments Submitted by Wericatlon Date Comments F Component Area T rimewirk Han Can J I Comeaneenis Action Plan ccart to Haalih Care Potomaence Ghanded 14 70 INA I E Aa health pirme were mot ywli for 10 chid en Foig lip Ai han Aces Pur an if Action Plan Reipansihi Agencies Agencies Brown Lara Comrultast Ii Amg bene Needed Die Date E Compilation Daie h Comments Action Plas Statue in Prog Image 16 Adding New Action Plan For further questions comments or concerns please contact Craig Zemke at Craiqg zZemke cityofchicago org or Jennifer Santana at Jennifer Santana cityofchicago org Appendix COPA eDOCS User Manual D gt iy Au PT Ld Q he J in aF J 10 h Mic aiai Lee Upd ate 3 22 2013 Instruction for Competing the Self Assessment in COPA COPA
27. wn below appears Image 13 CS Service Areas AJ Whelt DD Pron Department M 7 Wielt Date Fron Ta B Bewpeneibie Dup Date Prom Elta E Program Madel fl ja Audit Statws A Visit Type AF Action Status A Wilt Staton AI 7 Auditor A Site Visits Findings Statistic Report a al fan r E 7 of Verified Sof Open Action of Completed of Past tun al Component a of Visits w NO of Compliance Agancy hahha Visits sie nena Mana Action Plans Action Pans Areas oot Fremaworks Findings Gaps OLD 7 d i i m i 2 4 f Total 7 i 7 i Oo o 4 b o Image 13 Running a Report Vill Completing Action Plans 1 To add action plans you need to go back to the Site Monitoring page by clicking on the Site Monitoring button on the navigation bar Once you have clicked the Site Monitoring button the screen shown below Image 14 appears Instruction for Competing the Self Assessment in COPA Planavisit E My Tasks Site Monitoring 5 Statistics All Agencies All Sites x All Audit Tools v All Component Areas All Frameworks y All Compliance Indicators v OHS Service Areas A v Department I y Visit Date From HA To E Responsible All be Due Date From fe To Program Model All x Audit Status Il bei Visit Type All Mi Action Status Il j Visit Status All v Auditor All Y Filter
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