SEP Database

Tutorial

Introduction

This tutorial shows a Safety Officer how to use the Safe Environment Program (SEP) Web based database system.

 

Table of Contents

 

Overview

Login

Accutrak Interface

Add New Record

Display Information

Delete

Add CB Record

Add Ref. Record

Add Trn. Record

Modify Record

Display Location Codes

Find / Modify Record

Help

Merge Records

Reports

Screening Forms

References

Change Location Code

Manage Access List

Manage Configuration

SEP Home Page

Diocese Home Page

Database Viewer

Appendix A

 

Overview

A Safety Officer is the person responsible for the implementation of the Safe Environment Program for one or more entities and is thus the owner of one or more location codes.  A location code is a unique identifier that consists of three characters followed by three digits and represents an entity like a parish, school, daycare, or some other organization within the Diocese of Dallas.  An example is JOS105 which is the location code for St. Joseph Church in Richardson.

 

The SEP database system allows a Safety Officer to keep track of the people who are working with children and vulnerable adults.  Since this is a Web based application, the Safety Officer can access the functionality from anywhere and anytime.  Some of this data is sensitive, so the application interface is via a secure Internet connection, and the Social Security Number (SSN) is encrypted.

 

Using this software, the Safety Officer can perform the following functions:

 

  1. Request a service from Accutrak.
  2. Add a new employee or volunteer to the database.
  3. Display / Modify information for a person.
  4. Add or modify information in a Criminal Background Check (CBC) record, training record, or reference record.
  5. Grant another person “Edit” or “Read Only” access to the data.
  6. Switch to a different location code.
  7. Request various reports.
  8. Merge information from one record to another.
  9. Customize reports and configuration information.
  10. View or add information from an online screening form.
  11. View or process reference files.

 

The left frame lists the functions and the right frame is used to display data or for entry of data.  Help information is displayed in a white window.  Data is displayed in a yellow window, and data entry forms are displayed in a blue window.

 

This data is sensitive, and access is restricted to those who have an entry defined in an Access table.  A login is required to establish that a user has the authority to access the data.  The functionality a user has depends on the level of privilege: Owner, Edit, or Read Only.  The owner can grant “Edit” and “Read Only” access to others and can customize various options like how reports look.  A user with “Edit” privilege can display and modify data.  A person with “Read Only” privilege can only look at a subset of the data.

 

Note that the personal information shown on the screen shots is fictional.  Some of the names are real, but not the data.

 

The “cleared” field is used to indicate that a volunteer or employee has satisfied all the criteria for working with children or vulnerable adults.  The contents of this field is set to “No” when a record is first defined.  The content may change when executing the compliance report if the following is true:

 

  1. An interview date is found in the “Interview Date” field.
  2. The CBC date is current (within the last 2 years).
  3. The training date is current (within the last 12 months).
  4. The status of at least 2 references contains something.
  5. There is a date in the policy acknowledgement field.
  6. A date is present in the Application Date field and Computer Date field if the person is an employee.

 

Items 1 and 4 are not required if the contents of the “Grandfathered” field is “Yes”.  The compliance report sets the “Cleared” field and can be used to display what needs to be done to ensure compliance by “Active” people.  A sample is in the Appendix.  The compliance2 report is similar but shows the values for all active people in a table format.

 

The status field is used to indicate whether a person is “Active” or “Inactive”.  The record of a person who has died or moved can be deleted.  The record can then be archived by the database administrator.

 

Any report can be transferred by selecting the contents (Ctrl A), copying the contents (Ctrl C), then pasting it into Excel or MS Word (Ctrl V).


Login

The first time a user executes the program, a login screen is displayed.  The name and password are both case sensitive.  When a valid name and password are entered, a secure cookie is stored on the PC so the login only has to be done once for each PC that is used.  If an owner is sharing a PC with others, they should delete their cookie when they are done.

 

The login screen is shown below:

 

 

When a login is successful the first screen that is displayed is shown below.  The left frame displays the functions that are readily available.  The initial right frame is the help page which briefly describes each function.  At the bottom is a link to the tutorial which is this document.  At the bottom is also a link to database news which contains a description of the changes that have been made or errors that have been fixed.

 

If a login is not successful, either the name is not in the Access table or has not been entered correctly or the password is incorrect.  If the person has forgotten the password, the entry in the Access table should be deleted and then added again.

 

An owner can delete the cookie and log in as another person temporarily to confirm that a name and password have been entered correctly into the Access table.  A person sharing the PC should logout when they are done.  The logout function deletes the cookie and thus prevents other users of the PC from accidentally gaining access to the data.

 

Phone numbers can be entered in any of the following formats:

         ddd-ddd-dddd          ddd.ddd.dddd        ddd ddd dddd

         (ddd) ddd-dddd        d-ddd-ddd-dddd    dddddddddd

 

         Extension number indicator can be x, ex, or ext (case insensitive).  Example 972-234-2953 Ext 1301


Accutrak Interface

The Accutrak interface is used to submit requests to Accutrak.  The services that they offer include:

 

  1. Criminal Background Checks for new volunteers or employees
  2. Criminal Background Rechecks
  3. References

 

Clicking on the link will display the following screen:

 

 

Clicking on New Check will display the list of people who need a Criminal Background Check.  Clicking on Recheck will display the list of people who need a Recheck and clicking on References displays a list of those people who need reference checks.  Examples of the screens can be found in Appendix A.


Add New Record

 

To add a new employee or volunteer, the Safety Officer selects the “Add New Record” link from the left frame. The result is shown in the following screen shots.  The SSN field will accept the following:

 

  • All 9 digits
  • Last 4 digits
  • No entry

 

 

A calendar can be used to enter most dates.

 

The rest of the form is shown below.

 

 

 

The Safety Officer then enters the information and clicks on the “Add Button”.  A new record is added and is then displayed for the Safety Officer.

 

The Record Owner field shows who owns or has access to the record.

 

The title is optional and includes the following options:

  • Dcn
  • Dr
  • Fr.
  • Mr.
  • Mrs.
  • Ms
  • Rev.
  • Sr.

 

The next field is for the last name followed by the first name.

The next field is for a middle name or initial.

The next field is for a nick name.

The next field is for a suffix and includes the following options:

  • Sr.
  • Jr.
  • III 
  • IV
  • V
  • VI
  • VII

 

The next field is for the SSN.  The options include entering nothing, the last 4 digits or all 9 digits.  This number is encrypted before storing it into the database.

 

The next field is for the Date Of Birth (DOB).  All dates are entered in the format: mm/dd/yyyy.

 

The next field is for the drivers license number.

The next fields are for the home phone, work phone, and cell phone numbers.

The next fields are for the address (street, city, state, and zip code).

The next field is for the E-mail address.

The next field is to designate whether the person is an employee or volunteer.

If the person is an employee, the next field is the application date.

The next field is for the ministry or department.  Multiple entries can be selected or deselected by holding down the Ctrl key and clicking on the left mouse button.

The next fields are for the emergency contact information (name and phone number).

The next three fields are for status (Active or Inactive), Cleared (Yes or No) and

grandfathered (Yes or No).  A person who is grandfathered does not have to have the references or interview if they were active before March, 2003.

The next field captures when the person became active in the organization. 

The next fields are dates for the screening form, interview, and policy acknowledgement.

The next two fields can be customized for each location code.  Example of how these could be used include keeping track of driver points, a code of conduct date, or finger print status.

The last field is for comments.

 

The “Clear” button clears out the form so the user can start over.

The “Add” button sends the data to the server where it is checked.  If nothing is found missing or wrong, the data is stored and then displayed for the Safety Officer.

The last name and first name are required fields.  Either a DOB or SSN must be entered.  All entered dates are checked.  If an error is detected, the Safety Officer can click on the browser back arrow, correct the error, then select the “Add” button again.

 

A sample error message is the following:

 

Last name is a required field.

Select back arrow to continue.

 


Display Information

 

A record is displayed in the format shown in the following screen shots.

 

 


Delete

 

Clicking on the “Delete” button deletes the record.  The record can be restored by selecting Web Addresses and selecting “Undelete Records”.   A pop-up window asks for confirmation.  Click on the “OK” button to delete or the “Cancel” button if you decide not to delete the record.

 

Add CB Record

 

Clicking on the “Add CB Record” button displays the following form:

 

 

Only Accutrak can add CB records with Accutrak as the company.  This function can be used by Daycare

organizations since the state also requires background checks from DFPS.

 

Add Ref. Record

 

Clicking on the “Add Ref. Record” button displays the following form:

 

 

The user would fill in the reference information and click on the “Add Reference” button.  The record for the person is then displayed.


Add Trn. Record

 

Clicking on the “Add Trn. Record” button will display the following form.

 

 

The user would fill in the training program and click on the “Add Training” button.  The record for the person is then displayed.


Modify Record

 

Clicking on Modify Record displays the screens below.  The user would change whatever data needs to change, then click on the “Update Record” button.  The updated record is then displayed.

 

 


Display Location Codes

 

This function lists the location code, location name and responsible person sorted first by location code, then by responsible person.

 

 


Find / Modify Record

 

This function is used to find a record by location code or anywhere in the database.  Normal use would be to enter one or more characters of the last name and click on the Find button.  The response is a selection of the people whose last name matches the characters submitted.

 

To search the entire database, enter the last name and either the DOB or SSN and the response will normally be zero or one person who matches the criteria.  This can be used to determine if a person has had a background check from a different location code before requesting one.

 


Help

 

Clicking on Help displays an overview of the available functions and a link to this tutorial.

 


Merge Records

 

This function can be used to combine records if a duplicate record is discovered or a person has a name change.  The information from the first person is transferred to the record of the second person unless there is already information in the second person’s record.

 

CBC, Training, and Reference records are transferred from the first person to the second person.

 

For a name change, normal use would be to add a record with the new name, merge the information from the first name to the new name, then modify the first record status to be “Inactive”.

 

For a duplicate record, normal use would be to merge the first record with the second record, then to delete the first record.  The second record would be the one with the desired information.  If the name is the same, the contents of the second field can be omitted.

 

 


Reports

 

This function provides the following reports:

 

  1. Outstanding references - useful for printing address labels
  2. Compliance reports
  3. Active people sorted by name
  4. All people sorted by name – includes inactive people.
  5. Active people sorted by ministry – useful for ministry leaders
  6. Active employees sorted by name

 

 

A sample of Report 1, the Reference Report and Compliance Report can be found in Appendix A.  Any report or table can be easily transferred to Excel by doing a Select all (Ctrl a), Copy (Ctrl c), and paste (Ctrl v) into an Excel worksheet.  The information in the reference report would be useful in printing mailing labels.

The Compliance report can be used to determine what needs to be done to make sure all the “Active” people are cleared.


Screening Forms

 

If someone fills out a screening form online, the file is placed in the appropriate directory and E-mail is sent to the Safety Officer.  This function allows the Safety Officer to view the file, add a record to the database, print the file, or delete the file.  When the file is added, it is automatically moved to the Documents section.

 

 

 

References

 

If a reference has an E-mail address and the Ref. status is blank, the software can send the reference a request to fill out the reference via an on-line form.  The information on the form is stored in a file similar to the screening form and E-mail is sent to the Safety Officer.  That file can be viewed and processed in a manner similar to the screening form.  If the reference file is processed and the reference does not recommend the person, an "Alert" message is sent to the Safety Officer.  In the example screen shot below, clicking on the “Send Refs via E-mail” button will send Mr. Good Reference E-mail requesting a reference.

The Ref. status field is changed to “E-mail sent [date]” so duplicate requests are not sent.

 

When the reference form is filled out, the file can be viewed, then processed.  When it is processed, the form is moved to the Documents section and the status is set to Clear [date] unless the reference does not recommend the member in which case the status is set to Received [date].  You will need to

change the status to N/R to remove the reference from being listed.

 

 

Change Location Code

 

If a Safety Officer is responsible for 2 location codes, clicking on the “Change Location Code” link will toggle between them.  If the Safety officer is responsible for 3 or more location codes, clicking on the “Change Location Code” link will present a drop down menu so the desired location code can be selected (see figure below).  If the Safety Officer is responsible for one location code, the title is changed to Location Code and is not a link.

 


Manage Access List

 

This function allows the owner of a location code to add, modify or delete an entry in the Access table.  This can be used to grant database access to an assistant or ministry leader.

A generated password can be used, or a simpler password can be entered.  The list of people who have access is displayed in a table.  The owner can not modify or delete their entry.

 


Manage Configuration

 

This function allows the owner of a location code to give titles to the user fields, add entries to the ministry list, manage E-mail

confirmation messages and customize each of the reports.

 

To enter a title, fill in the field and click on the “Change” button.  An example of a title might be “Driver Points”.

 

 

 

If you click on Modify, the following screen is displayed.  An Additional ministry can be added by entering the ministry name and clicking on the “Add Ministry” button.  Note that the format is “abdesc” where “ab” is an abbreviation and “desc” is a short description of the ministry.

 


 

Clicking on a report displays the following screen (for Report 1).  The columns can be added, deleted and moved.  To delete a column, select the name of the column and click on the “Delete” button.  To add a column, select the name of the column and the desired position, then click on the “Add / Move” button.  If the column name is already on the list, the column will be moved to the desired position.

 


SEP Home Page

 

Clicking on this link takes the user to the Safety Officer home page.

 


Diocese Home Page

 

Clicking on this link takes the user to the home page of the diocese.

 

 

 


Database Viewer

 

If a person has “Read Only” access, the information that is displayed is a subset of what an owner sees, and the Find operation works differently.  The find will search for any name that matches across all the location codes that the person is permitted to access.  Such a person does not have to be concerned with the location code.

 

 


 

As you can see from the following screen, the main information displayed is the name, phone numbers, emergency contact information, the status and whether the person is cleared.

 

 


Appendix A

 

Below is a sample screen as a result of clicking on New Check.

 

 


Here is a sample screen as a result of clicking on Recheck.

 

 


Here is a sample screen as a result of clicking on References

 

.


Here is a sample from Report 1:

 

 


Here is a sample of the reference report:

 

 

Sample of Compliance report:

 

 

 

Here is a sample of the message sent to a reference:

 

Good Reference,
 
Your name was supplied as a reference to Webmaster 
by Russ Keenan, who would like to participate in a church program.  
Would you please take a few minutes to complete the online form 
at the following location:
 
  https://st86.startlogic.com/~cathdalr/cgi-bin/ref.cgi?rec=44839~13825
 
Thank you for your assistance.
 
Russ Keenan
Safety Officer for Webmaster