` IPR ONLINE DATABASE USER GUIDE A GUIDE FOR MANAGERS AND INPUTTERS Page 1 of 23
Contents Page Introduction 3 Inputting an IPR Getting Started 4 - Personal Details and Information 6 - Sections 1-6 8 - Section 7/8- Reviewing Past Performance and Development and Future 9 Performance and Development - Section 9/10 Personal Development Plan (PDP) and Talent Management 10 - Section 11 General Comments 11 - Section 12 Action Plan 12 - Completing an IPR 13 Inputting a Vehicle Inspection 15 Inputting a Premises Inspection 20 Reports 23 Page 2 of 23
Introduction The IPR online database has been designed to mirror the IPR paperwork. To access the online database, you need to be on an EMAS computer. We aim to make the database accessible on Toughbooks. To view the database, you need a minimum of Internet Explorer (IE) 7, but ideally 8. (To check which version you are using, call ICT or open a webpage, select Help - About Internet Explorer which will open up a box with the relevant information in. If you do not have the correct version, please submit an RFC requesting IE 8 and state the reason for change as requiring access to the IPR system. There are different permission levels: Level of access Details Staff groups Manager Able to input staff IPRs, Vehicle and Premises inspections Access to the IPRs of their staff assigned to them PTL, OSM, CQM, line manager Inputter Specialist Able to input staff IPRs, Vehicle and Premises inspections These are specialists (eg. IP&C) who carry out audits on various members of staff and are able to input and view their own data. Administrators, PTL, OSM, CQM, line manager IP&C lead, R&S lead, Safeguarding lead Administrator Access to the admin area to be able to : - add/remove user Superuser Access all areas to be able to: - assign admin rights - Amend the database of questions - Change the news fields - Report on Trust activity Divisional administrator Head of Workforce Development Deputy Director of Nursing The guide is designed to be used alongside the following documents: IPR Paperwork v2 IPR Guide for Managers v2 (issued only to managers through divisional CQMs) IPR Brief Guide v2 Vehicle Inspection v2 Premises Inspection v3 If you require further support, please contact your divisional CQM or BIU. Page 3 of 23
Inputting an IPR Getting Started Click on the Favourites bar to access the link for the Log in page On the Favourites tab, there is a link to the EMAS Individual Practice Review (IPR) database. Log in using your usual Windows Username (firstname.surname) and password. Click on the EMAS logo to get back to this initial screen Once you re logged in, you can access the IPR, Vehicle Inspection or Premises Inspection pages. Page 4 of 23
Select IPR dashboard. To get back to this initial log in page, click on the East Midlands Ambulance Service logo at the top right of the page. The IPR dashboard will display any IPRs that are currently in progress, and that are assigned Click here to add a new review Click on the member of staffs name to view the review Click here to reassign a member of staff to another manager to you. Before you start any IPRs, please log onto the system to make sure that a review has not been started for anyone else. You can add a list of new reviews so you know who you need to do an IPR on. Setting up the reviews beforehand will save you time. To add an IPR to the database, select Add Review. Then you can search the member of staff s name to see if an IPR is currently open, but is assigned to another manager. If there is no review started, click Start a new IPR here. Note: Do not press the Enter key to search this doesn t work. You need to click on Search with your mouse. If you have a member of staff on your dashboard that no longer belongs to you, you can reassign to another manager using the middle cog icon, then type in the manager s name. You can also view your archived (completed) reviews by clicking on the option on the dashboard. Page 5 of 23
The News section will be updated regularly by the Superusers so look out for updates heredo not use the Back button on the Internet Explorer bar at the top, as the page will expire. If a member of staff has already had a specialist review, a shield icon will appear against that person s name on your dashboard. You will not need to repeat that review for this person for their annual IPR as it should already be showing as complete (ie green) and you will be able to review the audit. Personal Details and Information On the Personal Details and Information page, there are certain fields which have to be completed. These are indicated with the asterisk (*) next to it. The fields in this section mirror the front page of the IPR paperwork. When you open a new review, you must enter as a minimum: Manager s Name, Managers Job Title, Inputter Name and Inputter Job Title and when the review is due. Without these, the page won t save. Make sure you use full names and not initials Once you have opened a new review and saved the page, you are unable to delete the review but you can edit the data. Page 6 of 23
Complete all the fields required. To enter the dates, click on the field, and a Calendar will appear Enter the type of IPR. The default IPR is ANNUAL. Only specialist will be eligible to select a specialist review. Only chose OTHER as an option if there has been an action plan generated and you wish to repeat a particular element of the IPR. Once you ve saved this page, you will be taken back to the dashboard. Click on the staff member s name to view and edit their review. The database uses a Traffic Light Colour coding system for tracking progress of the review. If you have completed all relevant fields, the Personal Details section will now show green. The other fields will show red if they are not yet started. Do not use these tabs to input your data as it may not save your work! Click here to get back to the dashboard. The Traffic Light Colour coding system is shown in the Information box Page 7 of 23
Sections 1 Clinical, 2 Performance Criteria, 3 Safeguarding, 4 Infection Prevention and Control, 5 Risk and Safety and Information Governance and 6 Competency Framework To input the next sections of the IPR, select the relevant section. The Statement/Questions mirror the paperwork. Select the drop down options to enter the Supervisor Assessment Score. Tick the box if the Statement/Question has been witnessed. If an area of practice has not been witnessed, select one scenario on the drop down box. (See IPR Guide for Managers use the end digit of the scenario number to record). If a member of staff has scored a 2, the system will automatically tick Link to PDP. If the score is 1, it will automatically tick Red Flag. There is a comments box at the end that you can add any other notes to. Once the page is completed, ensure you press Save this section at the bottom right of the page. Click here to get back to the review overview Page 8 of 23
Section 7/8- Reviewing Past Performance and Development and Future Performance and Development If you are not the manager who will be doing the PDR section, go back to the dashboard and re-assign the record to the manager who will be Click on the Section 7 Reviewing past performance and development heading to show the content. Enter in both staff and manager comments in this section. To be able to complete the review, every field must have some comment in them. Click on Section 8 Future Performance and development to show the content. Future performance and development objectives can be entered on the same page. Ensure that they are SMART (Specific, Measurable, Achievable, Realistic and Timely). To be able to sign off this section, every field on the row needs completing. Once the page is completed, ensure you press Save this section at the bottom right of the page. Page 9 of 23
Section 9/10 Personal Development Plan (PDP) and Talent Management This section cannot be accessed unless Sections 1-6 have been completed. If a member of staff has 7 or more 2s in one or more of the sections, then it will automatically link to the PDP. For example, below shows Clinical as a development need the member of staff had 7 questions with a score of 2. You can input additional areas of development manually to the PDP. Ensure each field on the row is completed. Unlike the other sections make sure you click save at the end of each row. The Talent Management Section is at the bottom of the page. Complete the relevant sections and select Save this section. There is a direct link to the Organisational Learning Prospectus under the How will this development be provided heading. Page 10 of 23
Section 11 General Comments Section 11 is available to input Staff and Manager Comments. Once information has been entered, click Save this Section. Page 11 of 23
Section 12 Action Plan Section 12 is only to be completed if there are Red Flags identified requiring Urgent Action. In the example above, three or more red flags identified in the Risk and Safety section. This would automatically generate an email that gets sent to the Divisional CQM. Ensure you click Save this Section once the page is completed. Page 12 of 23
Completing an IPR Once all elements of the IPR have been inputted, then on the Review Overview, each Section should be green except section 9/10/12 which remain blue. The review then needs archiving once it is completed. To do this, go back to the Dashboard, then on the row of the name, select the Tick icon. Click here to archive the review Page 13 of 23
You will then be given the option to complete the review with summary report or without. The summary report gives you a quick overview of the review that you can then print or save. Once the IPR is saved to a PDF, you can email to your member of staff. Click here to print or save IPR as a PDF The IPR will then disappear from the dashboard. To access it after it has been archived, select view your archived reviews. Page 14 of 23
Inputting a Vehicle Inspection Click on the EMAS logo to get back to this initial screen Click on Vehicle Inspection. This will take you to the Vehicle Inspection dashboard. Any inspections you are currently completing will appear here. To start a new inspection click Add vehicle inspection. Click to add a Vehicle Inspection Page 15 of 23
To check if the vehicle has already got an inspection started (specialist or normal), enter the registration number into the search box and click Look up vehicle. Do not use these tabs to input your data as it may not save your work! Enter the registration of the vehicle to check it another inspection has already been started. If no record has been started, click Start a new inspection here. This will take you to Inspection Details. Once you have completed Inspection Details, click Save this section. Page 16 of 23
This will take you back to the Vehicle Dashboard. Click on the Inspection to continue inputting the data. Click on the inspection to continue The Vehicle Inspection uses a Traffic Light colour coding system on the Vehicle overview page to track progress of the inspection. Page 17 of 23
Click on the Infection Prevention and Control to begin inputting the inspection details. Click on Yes, No or N/A for all statements to complete the section. There is a Comments box at the bottom of the page to add any extra information in. Once completed, click Save this Section. Follow the same process for the Risk and Safety section. If this is a Specialist inspection and only one section is being inspected, click into the section that isn t applicable and at the bottom of the page click Select all N/A. This will then allow you to complete the inspection. Once all sections are completed, on the Vehicle Overview page, each should section should be green. Click to go back to the Vehicle dashboard page to sign off the inspection. Page 18 of 23
Click to return to the Vehicle dashboard page The review then needs archiving by clicking on the tick icon to the right of the vehicle details. If you are no longer the manager but have started an inspection, you can assign it to another manager to complete by clicking on the cog icon. Click to assign inspection to new manager. Click to archive the inspection. Page 19 of 23
Inputting a Premises Inspection Click on the EMAS logo to get back to this initial screen Click on Premises Inspection. This will take you to the Premises Inspection dashboard. Any inspections you are currently completing will appear here. To start a new review click Add Premises inspection. Page 20 of 23
Click to add a Premises inspection This will take you to Premises Inspection Details. Once you have completed Inspection Details, click Save this section. Once the Inspection Details are completed, the section should turn green. Do not use these tabs to input your data as it may not save your work! Page 21 of 23
Go through each section. If N/A you need to comment why by using the comments boxes at the end of the page. Once all sections are completed, the Premises overview screen should all show green. Click to go back to the Premises dashboard page to sign off the inspection. Click to return to the Premises overview page Page 22 of 23
The review then needs archiving by clicking on the tick icon to the right of the premises details. If you are no longer the manager but have started an inspection, you can assign it to another manager to complete by clicking on the cog icon. Click to assign inspection to new manager. Click to archive the inspection. Reports IPR reports will be collated at the end of every Quarter through Business Intelligence Unit. There will be a cut-off date applied to the system each quarter, for reporting purposes that will mean you cannot enter any data as complete before that date. You will still be able to enter data that will then be reported as complete for the next Quarterly reporting period. Page 23 of 23