Appendix 7 Prog Data Coll Systm ProvUserGuid (PDCS).docx

PROGRAM DATA COLLECTION SYSTEM

PROVIDER USER GUIDE

The Program Data Collection System (PDCS) has been developed in two parts: The public module and the administration module. PDCS has eliminated the use of the DOC-386 and DOC-1088 forms by both Providers and DCC staff.

In addition to being the source for all program participant information, the PDCS public module also provides reports for Provider Users to view and analyze their agency’s data entered into the PDCS. WIDOC requires providers to maintain program participation data current at all times. Therefore, the start/end dates of programming should be entered as close to the actual date of occurrence as possible.

WIDOC will have access to all data stored in the PDCS through an administration module. Information within the PDCS will be used to create reports. Steps for accessing the reports available in PDCS follow.

WIDOC appreciates providers’ commitment to data collection and outcomes.

Definitions:

LOGIN SCREEN

As a new provider, you will receive an e-mail from DCC Super Admin users providing your username and temporary password. At the initial login, the provider user will enter their user ID and temporary password. Once entered, the user will be prompted to change their password as well as choose a security question and answer. The link to DOC’s application is https://appsdoc.wi.gov/pdc/ .

If an incorrect username or password is entered, the user will have the ability to reset the password by using the previously established security question. If you continue to need assistance, please contact DCC Super Admin Users:

PDCS Mailbox DOCDCCPDC@wisconsin.gov

PDCS ONLINE HELP

When you click the blue question mark you will get a block which provides information about the fields on that screen.

HOME SCREEN

From the home screen, users may click on any of the tabs at the top of the screen to update participant records, run various reports or search for a participant.

PARTICIPANT SEARCH

To search for a participant, enter the 6-digit DOC number assigned to that offender in the DOC # box. If the DOC # is not valid, PDCS will alert the user that the Offender/Participant cannot be found. In this case, the user should verify the DOC# and try again. If the offender/participant is still not found, contact your DCC PPA for assistance.

Sample Invalid DOC# Screen

Click

DOC #

The screen below displays successful search results.

DOE, JOHN X

000099 Click Select to continue

The Offender/Participant Programs records will display on your screen.

· ADDING OFFENDER/PARTICIPANT RECORDS

This is where you will assign new program participants or remove them from treatment or residential services programs.

You will see the following screen which details all of the offender’s current program participation. You may add a new program from this screen by clicking Add New Program.

000099 – DOE, JOHN X

· Fiscal Year: Select the fiscal year (July 1, 201X – June 30, 201X)

· Click to see a listing of available programs. Click on the correct program.

· ATR: Check when appropriate

· Date fields: Type the date or click

· Waitlist Date

· Enter the date the client was put on the waitlist

· When they are enrolled in the program the waitlist end date will autofill

· If the client does not enter programming the waitlist end date will need to be entered manually

· Program Hold Reason: Select hold reason.

· Pending Health Clearance – Participant who has been accepted into the program, but needs to be medically cleared prior to entrance.

· Pending Other Program Completion Release – Participant has been accepted into the program, but needs to complete another program prior to entrance.

· Pending Prison Release - Participant has been accepted into the program but has not yet released from prison.

· Pending Transport from Another Facility - Participant has been accepted into the program but transportation to the program has not yet been arranged.

· Pending Violation – Participant was previously participating in the program, but is currently unavailable for programming due to custody or other violation related issue.

· Program End Code: Select termination code. Below are the definitions for all PDCS End Codes:

· Click Insert to add the record.

· The offender’s record will be updated to show the new program just added.

Successful record addition

000099 – DOE, JOHN X

Sample Residential Program Participation Screen

Residential programs will have the Wait List Date, Wait List End Date, Hold Date, Hold End Date, Hold Reason, Program Start Date, Program End Date, and Program End Code. See page 5 for more information regarding Program End Codes.

NOTE: If an offender has been added to a program in error, please forward the relevant information to the PDCS mailbox to have the offender removed from the program.

· UPDATING OFFENDER/PARTICIPANT RECORDS

Provider users will see the following screen which details all of the offender’s current program participation. Use this screen to update:

· Wait List

· Wait List Available Date

· Hold Date

· Hold End Date

· Hold Reason

· Program Start Date

· Program End Date

· Program End Code information

· Residential Hours of Service (For Residential Programs Only)

Click insert to save or cancel to exit without saving Click to edit

ATTENDANCE ROSTER

· ATTENDANCE ROSTER – ENTERING SERVICE DATES

Service dates/Attendance must be entered for all non-residential program participants on a daily basis regardless of offender’s attendance.

· Click Attendance Roster found at the header of the page

· Select the appropriate program Region, Program, Service Type, Cycle, and Service Date

Sample Attendance Roster Search Criteria

Note: Assessment/Intake and Individual Treatment will not have any cycles.

Sample Attendance Roster

· The roster brings up all clients currently enrolled in that program. Those in the cycle selected will be at the top of the list. Clients who are in a different cycle are in the gray section below it. Attendance in the currently selected cycle can be entered for that cycle for any client on the list.

· Select whether each participant was present, absent, or if there was no service date (i.e. group was cancelled).

· If the participant was present, enter number of minutes they were in attendance.

· Select Submit Changes when completed.

Service dates can be deleted as needed.

· On the Offender/Participant Programs screen, click EDIT for the correct program name.

· At the bottom of the screen, click DELETE next to the incorrect service date.

PROGRAM ROSTER

The program roster is used to update offender program participation information.

· Select fiscal year

· Select region

· Select program

000099 – DOE, JOHN X

Click to edit

Users may:

· Add offender to a wait list

· End a wait list

· End program

· Add service(s)

Click UPDATE to add new information.

Service Requests

**Please note-Effective 2/7/2018 Referrals for service should be submitted electronically. Please return any paper submissions with a referral date of 2/7/18 or later to the referring agent

This section tracks all referrals submitted via electronic 1336 Referral to Purchase Offender Services

· When a referral for services is created by an agent they will receive a PDF of the referral request

· The agent will send an email to the vendor with the 1336 and supporting documents attached after the referral request goes the approval process within the DCC region

· After receiving the email vendors will log into PDCS and click on the Service Requests tab to review the referral for services

· A list of all service requests will appear

· Find the PDCS request that matches the client name in the email received from the referring agent

· After following your referral decision process click accept or reject on the client record as shown below

· Once you accept a referral, a waitlist entry will automatically be made in PDCS for the program the client was referred to. An accept or reject decision cannot be reversed. If accepted in error the client will need to manually be removed from the waitlist. If rejected in error the agent will have to be contacted to submit a new electronic referral.

· An email will be automatically generated to the referring agent and agent of record (if different) notifying them of your decision

· The Current Info button should be used to obtain the most current address information for the client. If the address fields are blank/incorrect in the current info screen, contact the agent to have them updated.

REPORTS

Report data will be exported to Excel. When the data has been collected from PDCS and before it is exported to Excel you will see the following message, select open.

· NOT COMPLETED PROGRAMS

This provides a report of all offenders receiving services from you who have not completed a program prior to a specific date. This report will be useful to verify that program participants who have completed a program for any reason have a program end date and program end code entered.

Click to select date

Sample Not Completed Programs Report

· ALL PARTICIPANT RECORDS

This report will display participants in your agency’s programs from the fiscal year selected. The report can include all participants (DCC-wide) or can be sorted by one or more regions.

Sample All Participant Records report

· INDIVIDUAL PARTICIPANTS RECORDS

This report will provide a list of pertinent program participation information for a specific individual.

000099

Sample Individual Participant Records report

· RESULTS BY PROVIDER

This report lists the program results by Provider. Program results include successful completion, administrative termination, disciplinary termination, and offender refusal.

There are two drop-down menus for this report. Click to see the values in each drop-down.

· Fiscal year: Select the fiscal year you want to report on.

· Region: Can be sorted by all DCC or one or more regions.

Sample Results by Provider report

· RESULTS BY PROGRAM

This report lists the program results by program. Program results include successful completion, administrative termination, disciplinary termination, and offender refusal.

There is three drop-down menus for this report. Click to see the values in each drop-down.

· Fiscal year: Select the fiscal year you want to report on.

· Program: Provides a listing of all DCC contracted programs

· Region: Can be sorted by all DCC or one or more regions.

Sample Results by Program report

· PURCHASE ORDER RECORDS

This report can be sorted by fiscal year, region, or individual purchase order.

Sample Purchase Order report

· OFFENDER REPORT – MONTHLY (replaced the DOC-1088 report)

· Month: Data will be reported as of the last day of the month.

· Region: Run the report for all Regions or one Region.

· Program: One program must be selected for this report.

· NOTE: Report can be opened as an Excel Spreadsheet or PDF. Check the Excel instead of PDF box if you would like it opened through Excel.

Sample Offender Report – Monthly(PDF)

Sample Offender Report – Monthly (Excel)

· ATTENDANCE REPORT

This report can be filtered by Month, Region, Program, and Service Type.

Sample Attendance Report

· AVAILABLE BED REPORT

This report can be filtered by Region and Program.

Sample of Current Available Bed List:

· CURRENT WAIT LIST

This report can be filtered by Fiscal Year, Region or by a specific PO number.

Sample Current Wait List for all Regions

· CURRENT HOLD LIST

This report provides a listing of all offenders who are currently having a bed held for them. It can be filtered by Fiscal Year and Region or Purchase Order.

Sample Current Hold List for all Regions rev. 6/26/2018 Page 1

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