CYP-IMS Field User Guide · CYP-IMS Field User Guide July 2018 - 6 - Login and Logout Logging in to CYP IMS To log on to the CYP IMS, go to , enter your username and password, and

CYP-IMS Field User Guide July 2018 - 1 -

July 2018

CYP-IMS Field User Guide


CYP IMS FIELD USER GUIDE

CYP IMS Field User Guide .......................................................................... 2

Table of Figures ........................................................................................... 4

Introduction ................................................................................................................... 5

Getting Help 5 Prerequisites 5

Login and Logout .......................................................................................................... 6

Logging in to CYP IMS 6 Logging out from CYP IMS 6 Forgot Your Password 7

Navigation ...................................................................................................................... 9

Header – CYP IMS 9 Footer – CYP IMS 9

Program/Finding Lifecycle ......................................................................................... 11

Program User .............................................................................................................. 12

Findings Listing Screen – Filters 12 Findings Listing Screen - Columns 12 Generating a Corrective Action Report 14 Finding Details Screen 14 Finding Information 15 Component Details 16 Action Panel - Submitting a Corrective Action 17 Action Panel - Requesting an Extension 17

Installation User .......................................................................................................... 20

Installation User Dashboard 20 Installation User - Review/Approve Corrective Action & Extensions 22 Installation User Rejects to Program User 23 Installation User Submit to HQ 24

Region User/HQ1 User ................................................................................................ 26

Region User Dashboard 26 Findings Listing Screen 29 Region User / HQ1 User - Approve/Reject Corrective Action 30 Region User / HQ1 User - Approve/Reject Extension Request 30 Region User / HQ1 User - Submit to HQ/HQ2 31

Programs Listing ......................................................................................................... 34

Filters List 34 Columns List 34 Key Dates 35

Program Details ........................................................................................................... 36


Building(s) 36 Classroom(s) 37 Point(s) of Contact 37 Extension(s) 38 View Extension Details 38

Reports ......................................................................................................................... 40

Generating Reports 40


TABLE OF FIGURES Figure 1: Login Screen 6 Figure 2: Logout 6 Figure 3: Forgot Password 7 Figure 4: Reset Password 8 Figure 5: Reset Password Validation 8 Figure 6: Navigation - Header 9 Figure 7: Navigation - Footer 9 Figure 8: Program/Finding Life Cycle 11 Figure 9: Findings Listing Filters 12 Figure 10: Findings Listing Columns 13 Figure 11: FCC/CDH Findings Listing Screen 13 Figure 12: Generate Corrective Action Report 14 Figure 13: Findings Details Screen 15 Figure 14: Finding Information 16 Figure 15: Component Details 17 Figure 16: Submit Corrective Action 17 Figure 17: Request Extension 19 Figure 18: Installation User Dashboard 20 Figure 19: Extensions By Program 21 Figure 20: Programs By State 21 Figure 21: Active Findings By Program 22 Figure 22: Review/Approve Corrective Action 22 Figure 23: Review/Approve Extension Request 23 Figure 24: Corrective Action Comment 23 Figure 25: Corrective Action Reject Button 24 Figure 26: Listing Screen Installation level Rejection 24 Figure 27: Installation Level Rejection Notification 24 Figure 28: Installation User - Submit to HQ 25 Figure 29: Installation User – Submit to HQ Attachments 25 Figure 30: Region User Dashboard 26 Figure 31: Extensions by Installation 27 Figure 32: Programs By State 28 Figure 33: Findings Pending Action 29 Figure 34: Region User Findings Listing Screen 29 Figure 35: HQ1 User Findings Listing Screen 30 Figure 36: Approve/Reject Corrective Action 30 Figure 37: Approve/Reject Extension Request 31 Figure 38: Region User - Submit to HQ 32 Figure 39: HQ1 User - Submit to HQ2 32 Figure 40: Region User – Submit to HQ Attachments 33 Figure 41: Filters List 34 Figure 42: Columns List 35 Figure 43: Program Details 36 Figure 44: Buildings 37 Figure 45: Classrooms 37 Figure 46: Points of Contact 38 Figure 47: Extensions 38 Figure 48: View Extension Details 39 Figure 49: Report Manager 40 Figure 50: Generating a Report 41


Introduction

The Child and Youth Program (CYP) Inspection Management System (IMS) Field Response

module allows Field Users – Program Users, Installation Users, and Region/HQ1 Users (if

applicable) to view the Findings recorded by the Inspectors during the Annual CYP

Inspections and respond to those Findings by providing Corrective Actions or submitting

Extension Requests to the CYP HQ for approval. Note: This is not the official request for an

extension. Please log into your Tasker system to process your official extension request. The

HQ Inspection Coordinators will review those actions or requests and return if needed. The

system tracks the user interactions at every level and records the changes made by the

users anytime during the whole workflow cycle of the Findings. A single field user has the

ability to have multiple Field user Roles. The following combination of roles are available for

Field Users: Program User + Installation User (Same Region and Installation), Installation

User + Region User (Same Region Navy Only), Region User + Program User (Same Region

Navy Only).

This User Guide will describe the main functions and features of the Field Response module that will be used by the Field Users and provide step-by-step instructions to navigate

through them.

Gett ing Help

For questions about this manual or using the system, please contact the CYPIMS helpdesk

via email at [email protected] or call 855-696-2934.

The Support Desk offers 24/7 Support for Tier 1 Support Items described below:

Tier 1 Support will be able to assist you with Password Resets, Unlocking Accounts, and

other general requests in which you are experiencing a common issue. Service

Administrators will still be responsible for User Management (Account Creations or

Modification of Roles and Permissions). Any requests that requires troubleshooting or an

application expert will be escalated to the Tier 2 Support Desk. The Tier 2 Support Desk

hours will remain Mon-Fri 9am-5pm EST.

Prerequisi tes

In order to use the CYP-IMS system, you will need to have an account set up by an IMS

System Administrator ([email protected]) or your HQ Inspection

Team

CYP IMS requires the following internet browser: Microsoft Internet Explorer 11 or

higher.


Login and Logout

Logging in to CYP IMS

To log on to the CYP IMS, go to https://osdims.cnic-n9portal.net, enter your username and

password, and then click ‘Login’.

Figure 1: Login Screen

Logging out from CYP IMS

To Logout from CYP IMS, users will click on the arrow next to their username on the right top corner of the screen and select ‘Log out’.

Figure 2: Logout

https://osdims.cnic-n9portal.net/


Forgot Your Password

In case the users forget their password, they can click on the ‘Forgot Password?’ hyperlink

below the Login button as shown in the login screen above. Clicking on the hyperlink will

open a new screen where the users can enter their Username and click the ‘Send’ button.

The system will send an email with a temporary password via email.

Figure 3: Forgot Password

Users can login again using the username and temporary password received in the email. On successful login, the users will be redirected to the ‘Reset Password’ screen. Following the minimum password requirements posed on the page, the user will create a new password. After the newly created password has been entered in both the New Password

and Confirmed New Password sections, click the ‘Reset’ button.


Figure 4: Reset Password

If the password entered meets the minimum criteria needed, the password will be successfully reset for the user. If not, the user will have to try entering a new password

which meets the minimum criteria. On successful reset of the password, the user can login again into the system using the username and the new password just created.

Figure 5: Reset Password Validation


Navigation

Header – CYP IMS

Figure 6: Navigation - Header

Title – Child and Youth Inspection Management System (CYP-IMS)

Username – Shows the name of the user that is logged into the system. The arrow next to

it will allow the user to select from following options:

a. Preferences: Update personal information and change your password

b. Logout: Logout from the system

Main Menu – Shows the modules the logged in user has access to within the system.

Clicking on the module name opens the landing screen for that module.

c. For Field Users – Program/Installation/Region User(s):

o Field Response

d. For Inspection Coordinator

o Package Manager

o Program Reviewer

o Field Response

o Report Manager

o Data Manager

Footer – CYP IMS

Figure 7: Navigation - Footer

About – Provides information about the version of the system, as well as contact information for support. This information is important and needs to be provided when calling

the Help Desk for technical assistance. eLibrary – Provides access to the Navy Child and Youth Programs eLibrary.

FOIA – Provides access to the Department of Navy Freedom of Information Act


Privacy Policy – Provides the Privacy and Security notice of the Child and Youth Programs

Inspection Management System

Accessibility/Section 508 – Provides access to the Department of Defense (DoD)

Accessibility Link

External Links Disclaimer – Provides disclaimer notice on the appearance of the

hyperlinks


Program/Finding Lifecycle

Figure 8: Program/Finding Life Cycle


Program User

First, the user designated as the Program User will need to respond to each Finding for their

Program within the Findings tab of the Field Response module.

Findings List ing Screen – Fi l ters

1. Branch of Service (pre-selected)

2. Year (Current Year pre-selected) 3. Region

4. Installation 5. Program

6. Finding Status

o Pending Program – filters the Findings which are pending for Program User’s Corrective Action or Extension Request

o Pending Installation – filters the Findings which are pending for Installation User’s approval for Corrective Action or Extension Requests

o Pending Region - filters the Findings which are pending for Region User’s approval for Corrective Action or Extension Requests. This option does not

show up for Branches of Service that do not have Regions o Pending HQ - filters the Findings which are pending for HQ User’s (Inspection

Coordinator’s) approval for Corrective Action or Extension Requests

o HQ Approved – Indicates that the Finding has been approved by HQ Users (Inspection Coordinators)

Figure 9: Findings Listing Filters

Findings List ing Screen - Columns

1. Program Name - The Program where Finding was found during Inspections

2. Component Code – 4 digit Component Code, viz. A.1.b.2 from Criteria Manager

3. Component Name – The Component for which Findings was recorded by the Inspector

4. Finding Details o The Finding details recorded by Inspector during Inspections

o Clicking on the hyperlink takes the user to the Finding details screen where Corrective Action or Extension Request are provided

o If the status of the Finding is ‘Draft’, a ‘Draft’ icon will display in front of the Finding Details text

o If there are attachment(s) associated with the Finding, an attachment icon

shows up prefixed to the Finding details as a quick visual identifier from the listing screen

o If there are Inspector Comment(s) attached to the Finding, a speech bubble Icon will be displayed in the front of the Finding details


o If the Finding is a Repeat Finding, there will be a label (Repeat Finding) listed

after the Finding Detail text. 5. For Family Child Care/Child Development Homes Programs only,

On the listing screen there is a Finding Type column that will display the Type of Finding, whether Program or Provider

6. Corrective Action o Lists the Corrective Action, if provided by the Program or Installation Users

o If an extension is requested instead, the system displays Extension Type followed by the Mitigation details

7. Program Response – Displays a checkbox icon if the Program User has responded

with Actions 8. Installation Approval – Displays a checkbox icon if the Installation User has approved

the Actions 9. Region/HQ1 Approval Approval

o This option is only applicable for Branches of Service with Region or Team Chief-level approvals

o If the Finding actions have been submitted to the Region User/HQ1 User, a clickable checkbox displays for the Region/HQ1 User to approve the actions

from within the listing screen

o A checkbox icon displays if the Region/HQ1 User has approved the Finding actions and has submitted the finding to HQ for approval

10. HQ Approval – Displays a checkbox icon if the HQ has approved the Actions

Figure 10: Findings Listing Columns

Figure 11: FCC/CDH Findings Listing Screen


Generat ing a Correct ive Act ion Report

Throughout the Field Response lifecycle, you (as a Program User, Installation User, and Region User, if applicable) have the ability to generate Corrective Action Report. This Report

is generated under the Findings tab within the Field Response module

1. Within the “Findings” tab, filter down to the Program level

2. Click on the Export to PDF button 3. Either Save or Open the Report that has been generated

Figure 12: Generate Corrective Action Report

Finding Detai ls Screen

As mentioned above, clicking on the Findings details hyperlink within the Findings listing screen will take the user to the Findings details screens. This screen is divided into three

sections: 1. Finding Information

2. Action Panel

3. Component Details


Figure 13: Findings Details Screen

Finding Information

This section provides information about the Finding as described below:

1. Go to previous/next Finding – the buttons grant the user the ability to move to the

next Finding for that Program by selecting on the arrow pointing to the right, and move to the previous by selecting the arrow pointing to the left. The further most

right pointing arrow will navigate the user to the last Finding recorded for that Program, while the further most left pointing arrow will navigate the user to the first

Finding recorded for that Program 2. Draft vs Final Finding – denotes whether the Finding has been marked as final by the

HQ

3. Installation Name, Program Name, Component Code and Component Name where the Finding was found during the Inspection


4. Status Bar – Displays the status of the Finding and the user that needs to take action

5. Finding Details – The text recorded during Inspection regarding that Component 6. Repeat Finding Status – If the Finding was marked as a repeat Finding from last

year, the status Repeat Finding will appear next to the Finding Details. 7. Not Met Reference – where the Finding was recorded – Sub Program (RecPS, Teen,

etc.), Classroom, or the word ‘General’ if the Component was not Program Specific 8. Inspector Comments – shows an icon if there are comments logged on that Finding

by the Inspector, clicking on the icon shows the comments in a pop-up window 9. Component Artifacts - shows an icon if there are any artifacts (attachments)

uploaded on that Finding by the Inspector, clicking on the icon shows the artifacts

details (title, file name, category, and author) in a pop-up window 10. Corrective Action Comments – Users can add (and remove their own) comments

o The ‘Added By’ column automatically captures the user’s name. o These comments will be available (in read-only mode) to all the users who

have access to view the Finding details o Once the comment has been added, a timestamp will be listed under the

‘Added On’ Section. o Selecting the checkbox next to a comment also allows the user to

remove/delete their own comment

o Note: The Corrective Action Comments field is used to provide additional information between users and approvers involved in the submission of

corrective action responses. Information provided in this field is not included in the Corrective Action Report. Use the ‘Action’ field below to submit the

official corrective action response.

Figure 14: Finding Information

Component Detai ls

This section displays the details (read-only) of the Component to which the Finding is

associated with. It is noteworthy that the Component details are reflected from the time when the Inspection Package containing this Program was created within Package Manager.

Any updates to the Components after that don’t show up on this screen

1. Description – Description of the Component

2. Intent – Intent of the Criterion, for the associated Component 3. Method Guidance – Guidance on how the Component should be followed


4. Program Notes – Component specific details on training & tips on how to meet the

Component 5. References on policy and standards requiring this Component by Document Title and

Bookmark(s) to exact locations within the Document

Figure 15: Component Details

Action Panel - Submitt ing a Correct ive Act ion

On the Action Panel, the Program Users can either provide the Corrective Action or Request for an Extension for fixing the Finding. If the users choose to Request an Extension after

filling out the Corrective Action form or vice-versa, their previously entered information will be lost.

Submit Corrective Action:

Date Corrected – When the fix was implemented

Corrective Action o Provide a clear statement of the fix.

o What are you doing differently so this will not happen again? o Who is responsible for oversight?

Upload evidence to show completed (users can upload multiple documents)

Figure 16: Submit Corrective Action

Action Panel - Requesting an Extension

The Program Users can complete the following fields when they select to Request an Extension:

Extension Type o Service Extension – Granted by your Service, Asking for additional time


o Service Exception – Granted by your Service, Asking for an exception to

policy Estimated Completion Date – When the fix will be completed

o Estimated Completion Dates are required for Service Extensions Support Artifacts

Action

While Requesting an Extension, the users see the following text referring to the Tasker system used for the Services:

For Navy and DLA Branches of Service

"REMINDER – This is not the official request for an extension/exception. Please log into the Tasker system to load the official extension/exception request with the

Installation and Region endorsements and the POA&M, if applicable.”

For Army Branch of Service "REMINDER-This is not the official request for an extension/exception. Please log into

CYERT AHHI CY[YY1] to complete the extension/exception request. The official approval process through the IMCOM Directorate is the same as CY[YY2]."

where [YY1] – The Year when the Finding is recorded

[YY2] - The Year prior to the Finding Year

For Marines Branch of Service "REMINDER – This is not the official request for an extension/exception. Please log

into the Tasker system to load the official extension/exception request with the Installation endorsements and the POA&M, if applicable."

For Air Force Branch of Service

Extensions/Exceptions

“REMINDER: This is not the official request for an extension. Please log into the myPers system to load the official time extension request signed by your Mission

Support Group Commander. The signed time extension must include a Justification, Plan of Action, Estimated Completion Date, Funding Source (if required), and Interim

Compensatory Measures (if required).” Waivers

“REMINDER: This is not the official request for a waiver. Please log into the myPers system to load the official waiver request signed by your Mission Support Group

Commander. The signed waiver must include a Justification and Permanent

Compensatory Measures (if applicable).”


Figure 17: Request Extension

Note, when switching between a Corrective Action to an Extension/Exception Request, the details and attachments entered for the previous Request will be removed.


Installation User

Next, the user designated as the Installation User will need to Review/Approve all

completed Actions for each Program for that Installation

Instal lat ion User Dashboard

Clicking on the Home icon in top header at any time takes the Installation User to the

Installation Dashboard. This Dashboard has three sections:

1. Extensions by Program 2. Programs by State

3. Active Findings by Program

Figure 18: Installation User Dashboard

Extensions by Program

This section contains the information on the user’s Installation(s), Programs, Pending Extensions, and Expired Extension and Expiring in the Next 30 Days

Installation

Program

Extensions Pending - number of extensions pending within the Program. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected

to Field Response module and view the Pending Extensions within the Program Expired or Expiring in the Next 30 Days - number of Programs having Extensions

that will be expiring within the next 30 days or have already expired. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to the

Field Response module where the user can view the expiring/expired Extensions


Figure 19: Extensions By Program

Programs by State The section contains percentage of Programs within a certain State. Hovering over the bars

will display a number on the cursor displaying the percentage of the bar. The States are:

Pending Inspection In Progress

HQ Internal Review Field Review Ready

HQ Final Review

Pending Certification (OSD) Certified

Figure 20: Programs By State

Active Findings by Program This section displays how many Programs have been released by the HQ for providing

Actions (Field Review Ready #). This section also provides the count of Findings found

during the Inspection for various Programs

Installation Program – the Program Name is hyperlinked and can be clicked. When clicked, the

Installation User will be redirected to the Program within Field Response module


Total Findings - the number of total Findings within the Program. This number is

hyperlinked and can be clicked. When clicked, the Installation User will be redirected to the Findings for that Program within the Field Response module

Outbrief Date - the Outbrief Date of the Program 60 Days Out – 60 days from the Outbrief Date of the Program

Pending Installation - the number of Findings that are due for Installation User’s approval. This number is hyperlinked and can be clicked. When clicked, the

Installation User will be redirected to the Findings Pending Installation approval within the Field Response module

Figure 21: Active Findings By Program

Instal lat ion User - Review/Approve Correct ive Act ion & Extensions

The Installation Users can review the Corrective Action or Extension Request submitted by

the Program User. They can makes changes as necessary before approving or rejecting the

request. Similar to the Program User, they also have the ability to add/remove their own comments associated with the Finding.

Corrective Action

Date Corrected Corrective Action

o Provide a clear statement of the fix. o What are you doing differently so this will not happen again?

o Who is responsible for oversight?

Upload evidence to show completed (users can upload multiple documents)

Figure 22: Review/Approve Corrective Action

Request Extension Extension Type

o Service Extension – Granted by your Service, Asking for additional time o Service Exception – Granted by your Service, Asking for an exception to

policy Estimated Completion Date


o Estimated Completion Dates are Required for Service Extensions

Support Artifacts Action

Figure 23: Review/Approve Extension Request

Instal lat ion User Rejects to Program User

Installation Users have the ability to Reject Corrective Action/Extension/Exception Requests back to the Program User.

In order to reject a corrective action, a Corrective Action Comment must be added prior to the rejection.

On rejection the Action section will become read only for the Installation User and available for the Program User to make changes to the Corrective Action/Extension Request details.

Figure 24: Corrective Action Comment


Figure 25: Corrective Action Reject Button

Figure 26: Listing Screen Installation level Rejection

Figure 27: Installation Level Rejection Notification

Instal lat ion User Submit to HQ

This applies to Branches of Service without Region Users and HQ1 Users.

After the Installation User has approved all Actions/Extension Requests for a specific

Program, they can send that Program to HQ for Approval

Two requirements to Submit this Program to HQ for Approval

1. Your Search needs to be filtered down to the Program level 2. All Findings must be approved individually by the Installation User


Figure 28: Installation User - Submit to HQ

Installation Users can attach artifacts or attachments to be sent to HQ as evidence for their completed Actions or Extension Requests.

These attachments will show up on all Findings in the system for that specific Program

*Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the

Installation User will need to resubmit the Program to HQ after reapproving the findings rejected

Figure 29: Installation User – Submit to HQ Attachments


Region User/HQ1 User

Next, the user designated as the Region User (or HQ1 User for Army Branch of Service) will

need to Review/Approve all completed Actions for each Program for that Installation. This applies to Branches of Service with Regions Users or HQ1 Users only.

Region User Dashboard

Clicking on the Home icon in top header at any time takes the Region User to the Region

Dashboard. This Dashboard has three sections:

1. Extensions by Installation

2. Programs by State 3. Findings Pending Action

Figure 30: Region User Dashboard


Extensions by Installation

This section contains the information on the user’s Region(s), Installation(s), Pending Extensions, and Expired Extension and Expiring in the Next 30 Days

Region

Installation Extensions Pending - number of Extensions pending within the Program. The numbers are

hyperlinked and can be clicked. When clicked the user will be redirected to Field Response module and view the Pending Extensions within the Program

Expired or Expiring in the Next 30 Days - number of Programs having Extensions that

will be expiring within the next 30 days or have already expired. The numbers are hyperlinked and can be clicked. When clicked the user will be redirected to the Field

Response module where the user can view the expiring/expired Extensions

Figure 31: Extensions by Installation

Programs by State The section contains percentage of Programs within a certain State. Hovering over the bars

will display a number on the cursor displaying the percentage of the bar. The States are:

Pending Inspection

In Progress HQ Internal Review

Field Review Ready HQ Final Review

Pending Certification (OSD) Certified


Figure 32: Programs By State

Findings Pending Actions

This section displays how many Programs have been released by the HQ for providing Actions (Field Review Ready #). This section also provides the count of Findings found

during the Inspection for various Programs

Year Region

Installation

Program(s) – the number of Programs is hyperlinked and can be clicked. When clicked, the Region User will be redirected to the Programs pre-filtered within Field

Response module Outbrief Date - the Outbrief Date of the Installation

60 Days Out – 60 days from the Outbrief Date of the Installation Pending Region - the number of Findings that are due for Region User’s approval.

This number is hyperlinked and can be clicked. When clicked, the Region User will be redirected to the Findings Pending Region approval within the Field Response module


Figure 33: Findings Pending Action

Findings List ing Screen

Same as that of Program/Installation User

Figure 34: Region User Findings Listing Screen


Figure 35: HQ1 User Findings Listing Screen

Region User / HQ1 User - Approve/Reject Correct ive Act ion

Date Corrected (read-only)

Corrective Action (read-only)

Attachments (read/view-only) Reject button – Reject the Action and send back to Installation User for further

consideration. A Comment is necessary while ‘Rejecting’ an Action Approve button – Approve the Action

Figure 36: Approve/Reject Corrective Action

Region User / HQ1 User - Approve/Reject Extension Request

Extension Type (read-only)

o Service Extension – Granted by your Service, Asking for additional time o Service Exception – Granted by your Service, Asking for an exception to

policy Estimated Completion Date (read-only)

Supporting Artifact(s) (read/view-only)

Mitigation Details (read-only) Reject button – Reject the Extension Request and send back to Installation User for

further consideration. A Comment is necessary while ‘Rejecting’ an Extension Request

Approve button – Approve the Extension Request


Figure 37: Approve/Reject Extension Request

Region User / HQ1 User - Submit to HQ/HQ2

This applies to Branches of Service with Regions Users or HQ1 Users only.

After the Region/HQ1 User has approved all Actions/Extension Requests for a specific

Program, they can send that Program to HQ/HQ2 for Approval.

Two requirements to submit this Program to HQ/HQ2 for Approval 1. Your Search needs to be filtered down to the Program level

2. All Findings must be approved individually by the Region User or HQ 1 User


Figure 38: Region User - Submit to HQ

Figure 39: HQ1 User - Submit to HQ2

Region/HQ1 Users can attach artifacts or attachments to be sent to HQ/HQ2 as evidence for

their completed Actions or Extension Requests.


These attachments will show up on all Findings in the system for that specific Program

Figure 40: Region User – Submit to HQ Attachments

*Note: If a finding(s) is rejected by HQ after the Program has been submitted to HQ, the Installation User will need to resubmit the Program to HQ after reapproving the findings

rejected

Next, your Actions will be Reviewed/Approved by HQ. If sent back, feedback will be stored in Corrective Action Comments. Lastly, your HQ Approved Actions will be bundled and sent

by the HQ to OSD for Review/Approval.


Programs Listing

The Users can see Program related data stored in CYP-IMS.

The Programs tab within the Field Response module shows a listing of all the Programs the

user has access to. This is the default tab in the Field Response module.

Filters List

1. Branch of Service (pre-selected) 2. Year – Current Year (pre-selected)

3. Region

4. Installation 5. Program

o If the user has access to multiple Programs, the drop-down will show all Programs; if only one Program that Program is pre-selected

o Additionally, for the Program Users, if they are affiliated with only one Program, they are directly taken to the Program details by-passing the listing

screen

Figure 41: Filters List

Columns List

1. Region 2. Installation

3. Program

o The Program Name is hyperlinked; Clicking on the Program Name takes the user to the Program details screen

4. Certification/Memo Expiration Date o For DOD Certifications, the expiration date(s) of the DOD Certification(s)

approval will be displayed o For DOD Memos, the expiration date(s) of the DOD Memo(s) approval will be

displayed o For Service Memos, the expiration date(s) of the Service Memo(s) approval

will be displayed

5. Key Dates (Explained Below) 6. Extensions

o Any approved Extension granted by your Service or by OSD will display in this column along with their Expiration dates

o The Extension(s) are hyperlinked; Clicking on the Extension(s) takes the user to the extension details screen


Figure 42: Columns List

Key Dates

Key Dates for a Program are displayed in the listing screen. These dates are derived based

on the status of a Program within the HQ Inspection lifecycle:

If a Program is not Inspected yet:

o The Last Inspection Date will show; unless the Extension Date(s) are approaching (under 30 days), in which case the system will show the

Extension Expiration Date(s) and the Last Inspection Date If a Program is undergoing an Inspection, the following dates will show:

o Installation Inspection Start Date o Installation Inspection Outbrief Date (aka Inspection End Date)

If a Program Inspection is complete and Findings are being responded with Actions

by the Field Users, the following dates will show: o 30 days from Outbrief Date

o 45 days from Outbrief Date o 60 days from Outbrief Date

If a Program has been sent to the Office of the Secretary of Defense (OSD) for review and certification, the following date will show:

o HQ Approve Date (date when HQ approved the Findings’ Actions) If a Program has already been Certified by OSD for the given year, the following

dates will show:

o Program Certified Date o Certificate Expiration Date


Program Details

As mentioned above, clicking on the Program Name hyperlink within the Program listing

screen takes the user to the Program details screen. The Program details screen shows basic details about the Program:

1. Program Type

o The system will categorize Programs to determine the yearly inspection criteria and certification type needed

2. Certification Expiration Date(s) o If entered within the system the date of expiration of the Programs current

OSD Certification will display o If multiple OSD certifications associated with the Program, displays a separate

expiration date for each certification o If the Certification is a DOD Memo, the expiration date(s) of the DOD

Memo(s) approval will be displayed

o If the Certification is a Service Memo, the expiration date(s) of the Service Memo(s) approval will be displayed

3. Operational Capacity o The given capacity of that Program for this year based off of the layout of the

Program 4. Key Dates

o As discussed above, depending on the State of the Program within the Inspection Workflow

Figure 43: Program Details

Building(s)

Building information contained within the tool will display within this accordion

Displayed Fields:

o Building Number o Date Constructed

o Date Last Renovated


o Building Notes

Figure 44: Buildings

Classroom(s)

Classroom information contained within the tool will display within this accordion.

Classrooms only show up for Programs categorized as Program Type – Child Development Center (CDC)

Displayed Fields: o Classroom #

o Age Group o Capacity

Figure 45: Classrooms

Point(s) of Contact

POC information contained within the tool will display within this accordion

Displayed fields:

o Contact Type (Are they at the Program level or the Installation level? If they cross multiple Programs for that Installation, they are provided at the

Installation level) o Name

o Contact Position o Email

o Phone


Figure 46: Points of Contact

Extension(s)

Approved Extension information contained within the tool will display within this accordion

Displayed fields:

o Extension Type (Service Extension, Service Exception) o Action (What action needs to be taken)

o Mitigation Details (What mitigations are currently in place) o Expiration Date

o Status (Active, Completed, Overdue, Inactive)

Figure 47: Extensions

View Extension Detai ls

Clicking on the Extension Type hyperlink will open a new screen listing the Extension details

1. Component(s) for which the Extension was requested 2. Action (What action needs to be taken)

3. Mitigation Details (What mitigations are currently in place) 4. Expiration Date

5. Displays whether or not there is any estimated completion date 6. Status (Active, Completed, Overdue, Inactive)

7. Attachments


Figure 48: View Extension Details


Reports

Clicking on the Reports tab takes the user to the Reports generation screen. The Reports

listing screen shows all available Reports for Field users to run:

Figure 49: Report Manager

1. Corrective Actions Report: A Report generated from the Inspection System that displays the overall compliance of the Criteria for the selected Program. The Report

also lists the Corrective Action instructions for the facility and the Findings recorded during the HQ Inspection along with the Corrective Actions taken by the Program

office for each Finding.

2. Extension Report: A Report generated from the system that displays all Finding correction extensions or exceptions requested by the Program at the selected

Installation.

Generat ing Reports

In order to run the Reports the user must select their desired Report, filter for the desired information to be included on the Report and click the ‘Generate’ button. Once the

‘Generate’ button has been selected, a prompt will be brought up to either save or open the Report generated.


Figure 50: Generating a Report

Documents

CYP-IMS Field User Guide · CYP-IMS Field User Guide July 2018 - 6 - Login and Logout Logging in to CYP IMS To log on to the CYP IMS, go to , enter your username and password, and