WebEHRS Mobile User GuideV1 - CDP, Inc.€¦ · 2 GETTING STARTED Prior to using WebEHRS, CDP...

WebEHRS Mobile

User Guide

Division of Environmental Health Services (DEHS)

Version 3.0

November 7, 2017

TABLE OF CONTENTS

Document Information .................................................................................................. i

Document History ......................................................................................................... i

1 Introduction ........................................................................................................... 1

1.1 Overview .......................................................................................................... 1

1.2 Background ...................................................................................................... 1

1.3 Support ............................................................................................................ 1

1.4 Mobile Concept ................................................................................................ 1

2 Getting Started ...................................................................................................... 3

2.1 Multiple Users on Same Device ........................................................................ 5

2.2 Menus and Toolbars ......................................................................................... 5

2.2.1 Main Menu ................................................................................................ 6

2.2.2 Session Navigation Toolbar ....................................................................... 6

2.2.3 Desktop Style Menus ................................................................................ 9

2.2.4 Form Window ...........................................................................................10

3 Synchronize Data .................................................................................................13

4 Perform Survey .....................................................................................................21

4.1 Select an Establishment ..................................................................................22

4.2 Select Survey Type .........................................................................................24

4.3 Select Survey Purpose ....................................................................................26

4.4 View Survey History ........................................................................................27

4.5 Other Survey Page 1 Information ....................................................................29

4.6 Entering Violations ..........................................................................................30

4.7 Correct Violations ............................................................................................33

4.8 Additional Survey Pages .................................................................................37

4.9 Entering Samples ............................................................................................39

4.10 General Comments .........................................................................................40

4.11 Additional Data ................................................................................................41

5 Print Survey ..........................................................................................................43

5.1 Print Preview ...................................................................................................43

5.2 Print Survey .....................................................................................................44

6 Save, Validate Data, and Finish Survey ..............................................................46

6.1 Save Survey ....................................................................................................46

6.2 Validate Survey ...............................................................................................47

6.3 Finish Survey ..................................................................................................50

6.3.1 Finishing Multiple Forms ...........................................................................52

6.4 View Mobile Survey and Activities in WebEHRS .............................................53

Appendix A - Acronyms, Abbreviations, and Definitions .......................................... 1

Appendix B - Field Types ............................................................................................. 1

6.4.1 Image Annotations .................................................................................... 4

WebEHRS Mobile User Guide CDP, Inc.

i

DOCUMENT INFORMATION

DOCUMENT HISTORY

Version Date Effective Details

1.0 January 6, 2012 Draft Document

2.0 April 3, 2013 Update Document to eliminate “Draft” verbiage

3.0 November 10, 2017 Updated for Mobile v.11


1

1 INTRODUCTION

1.1 OVERVIEW

In 2012, the Indian Health Service (IHS) Division of Environmental Health Services (DEHS)

implemented a new web-based system to support its environmental health services programs.

The new system, Web-based Environmental Health Reporting System (WebEHRS) supports

the 12 Areas and headquarters of DEHS and provides system end user functionality as well as

administration and support functionality. An enhancement to WebEHRS was to add a mobile

option to the web-version that will allow for off-line/on-line survey forms. This User Guide

provides instructions and reference materials to users for WebEHRS Mobile.

1.2 BACKGROUND

This system replaces the previous DEHS-developed data system, also known as WebEHRS.

WebEHRS Mobile was developed by Custom Data Processing, Incorporated (CDP) in

conjunction with IHS using the CDP commercial off-the-shelf (COTS) software and customized

to meet the IHS user needs. Acronyms and definitions included in this Guide and in both

WebEHRS and WebEHRS Mobile are provided in Appendix A.

1.3 SUPPORT

Support for WebEHRS is provided by both DEHS and CDP Customer Support.

WebEHRS – Customer Support

Technical Assistance for: Who to contact for assistance?

• Acquire a new user account

• Change an existing user account Area DEHS Division Director

• First-time log--in help

• System errors

• “How-To’s”

CDP Customer Support

1-866-237-4814

[email protected]

• Missing features/wrong business rules

WebEHRS Feedback Report

• EH/IEH/IP Policy Questions Area EH/IEH/IP Contact

1.4 MOBILE CONCEPT

WebEHRS Mobile is an application for desktop, notebook, and/or tablet computers using the

Windows operating system; it provides an easy-to-use method for performing surveys on site.


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With a tablet computer, the functionality is extended to allow the surveyor to mark, write,

annotate, and capture signatures in a manner similar to a paper form.]

• Tablet PC,

• Anoto-enabled pens,

• Signature capture pads.

WebEHRS Mobile allows the user to conduct surveys:

• When the user is connected to the internet

Or

• When the user is disconnected (in the field).

The entire survey process is customized to the user based on his/her permissions. Once the

user logs into WebEHRS Mobile, the system knows what Forms and Establishments the user

has access to. The user can open the Survey Form and enter data electronically, just as he/she

would record survey data on a hardcopy form or in the online web version.

All data is stored locally on the portable PC and available for uploading once an internet

connection has been acquired.


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2 GETTING STARTED

Prior to using WebEHRS, CDP Support installs the application on the user’s desktop and creates a short-cut for the Mobile icon.

To access WebEHRS Mobile:

➢ Click on the Mobile icon.

WebEHRS Mobile displays a Login Screen.

Note: The initial login is NOT connected to WebEHRS; this is a generic login within the mobile

program. This Mobile login is used so that the devise can be shared among EHS field staff. If

only one user will have access to the device, the user may choose to select the checkbox to

“Don’t show this dialog again (automatic login).”

To login:

➢ Click on the User icon.

➢ Click on the OK button.

Or

➢ Double click on the User Icon.

WebEHRS displays Verify Password window.


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➢ Enter the mobile account password (IHS12345).

➢ Click on the Ok Button.

If the user is connected to the internet, WebEHRS Mobile will automatically download the most

recent version of the Form Templates. If the user is offline, she/he will receive a pop-up

message indicating that the Form Templates were not downloaded properly:

To continue:


Upon successful login WebEHRS Mobile displays the main page for the application.


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2.1 MULTIPLE USERS ON SAME DEVICE

If multiple users will be using the same device, contact CDP Customer Service to create a User

Account and to setup proper configuration for the users before clicking on the New User

thumbnail icon.

2.2 MENUS AND TOOLBARS

The major components of WebEHRS Mobile v.11 include:

• Main Menu

• Session Navigation Toolbar

• Floating Toolbar

• Form Window


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2.2.1 MAIN MENU

Main Menu items and their functions include:

• Pancake Button – Brings up the Session Navigation Toolbar; Close, Save, and Finish

are located on the Session Navigation Toolbar.

• File - Allows the user to attach, finish multiple, print and exit a file.

• View – Allows the user to validate forms, review data, change the view to full screen

mode, show field values and show ink.

• Tools – Provides a tool for the user to synchronize with the server, options for the user

interface, and the ability to change the user password.

• Help – Provides general information about CDPmobile with content, an index, search

functionality and other information that may be helpful to the user

Additional information about the types of data fields used for surveys and tips for entering

and editing data is provided in Appendix B.

2.2.2 SESSION NAVIGATION TOOLBAR

The session navigation toolbar provides the user with information and tools that support a

session. Upon initial login, the Session Navigation toolbar indicates that the user is on the

home page and displays the user name.


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Tablet Style Menus

There are two ways to access the menu bar:

If using a mouse or stylus, hover over the bottom portion of the application

If using touch, mouse or stylus, tap the pancake menu button:

Either method accessing the menu will cause a bar to slide upwards from the bottom of the

application similar to the one below:

Note that using the pancake menu button will also bring up the Forms Toolbar.

Expandable Menus

Hovering the mouse or stylus over any of the options on the left side of the menu bar will bring

up an exapanded menu.

Each of these menus is described below:

File Menu

View Menu

Tools Menu

Help Menu

Page Change Drop Down

In the middle of the menu bar is a page change drop down list. All non-hidden pages for the

currently displayed form are available in this list and choosing one from it will immediately

change pages on the current form.

Common Actions


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Along the right side of the menu bar to the right of the page change drop down are common

action buttons. From left to right these buttons are as follows:

Validation Button

The validation button may look like any one of the following icons depending on the validation

status of the currently displayed form.

Form has no validation errors

Form has non-critical validation errors

Form has critical validation errors

Regardless of the icon displayed, tapping it will open a separate window displaying all validation

rule errors in the form. An example of this window is shown below:

The form validation window is designed to float above the main application window. You can

use it to quickly identify validation rule errors and navigate to the fields that are involved with

those errors.


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• Close Button- Closes the current session; if changes have been made, you will be given

the option to save the session before closing.

• Finish Button-Saves the current session and attempts to run all datapath exports. If there

are validation errors in the data, the session will not be finished.

• Save Button- Saves the current session to disk.

• Hiding the Menu- Selecting an item from the expandable menus will hide the menu bar.

If you used a mouse or stylus hover to bring up the menu bar, hovering outside the

menu area for two seconds will cause it to hide itself. If you used the pancake button,

tapping it again will hide the menu.

2.2.3 DESKTOP STYLE MENUS

With desktop style menus, a menu bar is presented across the top of the screen as shown

below:

Each menu is described in more detail below:

Each of these menus is described below:

• File Menu • View Menu • Tools Menu • Forms Menu • Help Menu

2.2.3.1 PREVIOUS PAGE BUTTON

The previous page button will change the active form's current page to the one immediately

previous.

2.2.3.2 PAGE CHANGE DROP DOWN

In the middle of the menu bar is a page change drop down list. All non-hidden pages for the

currently displayed form are available in this list and choosing one from it will immediately

change pages on the current form.


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2.2.3.3 NEXT PAGE BUTTON

The next page button will change the active form's current page to the one immediately

subsequent.

2.2.4 FORM WINDOW

The form window provides access to survey templates to allow the user to perform surveys and

synchronize data. To access the form window:

➢ Click on the Open Folder icon.

If the user selects the Open Folder Icon, WebEHRS opens a new window to access Form

Templates, Saved Forms and other options.


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The Form Templates tab provides access to the Synch My Data Form (to download

Establishments and Survey histories from WebEHRS) and the Perform Survey Form (to perform

surveys).

The Local Sessions tab provides access to surveys that have been started and saved, but not

uploaded to WebEHRS.

The Remote Sessions tab will not be used.

The Sent Sessions tab allows the user to verify that a session was sent to IMS.

At the bottom of the window, several buttons and check boxes are provided for the user

including a help button to access help specifically for the Open Session Window.


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3 SYNCHRONIZE DATA

Synchronizing data is the process of downloading establishment and survey history data from

the WebEHRS sever. Users should synchronize data before going into the field to perform

surveys. The user must have an internet connection to perform the synchronization. To

synchronize data, begin by opening forms:

➢ Click on the folder icon from the Floating Toolbar or from the Form Window.

WebEHRS opens the Form Templates window. To Synch data,

➢ Double click on the Synch My Data form thumbnail.

Or

➢ Click on the Synch My Data thumbnail to select it, and click the OK button.


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Note: The user may change views Forms window by clicking on the list icon display panel


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WebEHRS Mobile displays a login window for the user to enter his/her WebEHRS Username

and password.

➢ Enter Username. (Same as WebEHRS)

➢ Enter password. (Same as WebEHRS)



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WebEHRS displays a dialog box to show the status of synchronization.

After the synchronization is complete, WebEHRS displays information to show that a successful

connection was made:

• User name for the login

• Host name for the WebEHRS server

• Last successful download date


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Note: Users should get in the habit of using the Synch My Data form regularly. It is

recommended to Synch My Data at the beginning of each day that the user will be in the field

with WebEHRS Mobile.


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WebEHRS Mobile will prompt the user to Synch My Data after 20 consecutive days without a

successful synch. The prompt will appear each day until the 91st day, at which point the user

will be locked out from the Perform Survey Form. A successful synch will unlock the Perform

Survey Form for use.

Note: Users should never save “Synch My Data” form to “Local Sessions. If the user discovers

that he/she has the “Synch My Data” form in “Local Sessions” the data should be deleted.

To delete data:

➢ Right click on the Synch My Data thumbnail.

➢ Select Delete icon.


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WebEHRS prompts the user with a new window for the user to comfirm that they want to delete

this session.

➢ Click the Ok button.

WebEHRS display a login screen. To return to the local session:

➢ Click the Cancel button.


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WebERHS returns the use to the Local Session screen.


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4 PERFORM SURVEY

To perform a survey, begin by opening forms:

➢ Click on the folder icon.

WebEHRS opens the Form Templates window. To Synch data,

➢ Double click on the Synch My Data Folder icon

Or

➢ Click on the Synch My Data thumbnail to select it and click the OK button.


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WebEHRS Mobile displays a form, enables tools in the menus and toolbars and allows the user

to perform a survey.

WebEHRS Mobile displays tabs for the survey pages in the forms window. WebEHRS Mobile

pre-populates the following:

• Current date and time.

• Logo based on user Work for designation.

• Office address for user account.

The date and time of the survey may be edited if needed.

4.1 SELECT AN ESTABLISHMENT

Begin the survey by selecting an establishment:

➢ Click on the Establishment link.


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WebEHRS Mobile displays an Establishment Lookup screen for the user to select an

establishment.

The Establishment Lookup screen includes several features that support the user’s selection

including:

• Search by Establishment number, name and address (Street, city, state and zip).

• Scroll up or down the list using the scroll bars on the right side of the screen.

• Ability to sort on each column by clicking on the column headings.

Note: There may be a pause before the Establishment Lookup screen appears.

To select an Establishment

➢ Click on the Establishment row.

➢ Click the OK button.


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WebEHRS Mobile displays a survey form with the establishment information including name,

address, phone number, and establishment type and risk.

Additional information may appear in the survey form for Establishments if the information is

stored in WebEHRS.

Information may include the following:

• Manager Name

• Latitude/Longitude

This information can be edited and the changes will be reflected in WebEHRS for the

establishment when the form is finalized.

4.2 SELECT SURVEY TYPE

To continue with the survey, select survey type:

➢ Click the Survey Type link.


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WebEHRS Mobile displays a screen to select a survey type. The types listed are dependent on

the type of establishment and EHS permissions. The Survey Type lookup screen includes

several features that support the user’s selection including:

• Search by name address, type, etc.

• Scroll up or down the list using the scroll bars on the right side of the screen

• Ability to sort by clicking on the column heading

To select a Survey Type:

➢ Select a Survey Type from the list.


WebEHRS displays a survey with the pages and violations for the selected survey type.


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Note: A survey can be connected to an R/C/P, if applicable. Click on the R/C/P link to associate

the survey to an R/C/P.

4.3 SELECT SURVEY PURPOSE

The next step to perform a survey is selecting a Survey Purpose. To select a purpose:

➢ Click on a Survey Purpose link.

WebEHRS Mobile displays a screen to select a survey purpose.

To select a Survey Purpose:


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➢ Select a Survey Purpose from the list.


WebEHRS displays a survey with the purpose included in the survey form.

Note: If the survey purpose is Focused, the form includes a look-up link for selecting a Focused

Survey Type.

4.4 VIEW SURVEY HISTORY

To view Survey History:

➢ Click on the Last 4 Surveys link.

WebEHRS Mobile displays a survey history screen. To select one of the previous surveys:

➢ Select the survey from the list.

➢ Click the Ok button.


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WebEHRS Mobile displays the survey in a pop-up window for viewing or printing.


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4.5 OTHER SURVEY PAGE 1 INFORMATION

Other Page 1 survey information includes summary information, signature lines, next survey

information and a link to references.

Violation Totals are calculated by WebEHRS based upon the Violations that are marked ‘Out of

Compliance’ and displayed in the bottom right-hand corner of the top header box on the Mobile

Form. Score is an optional field; users should enter the Score manually (if applicable).

The bottom of the survey form includes signature lines for the Person in Charge and the EHS.

The name of the EHS will be populated automatically based on the user login.

To enter Person In Charge and signatures, use the stylus to enter the information. The

signature is optional.

To specify Next Survey Purpose:

➢ Click the Next Survey Purpose link.

➢ Select Next Survey Purpose from the list.


Note: If the Next Survey Purpose is set to a purpose other than routine, the user must manually

enter the Next Survey Date.

The form also includes a Survey Reference link. To access:

➢ Click the Survey Reference link.


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WebEHRS displays a PDF of the reference document.

4.6 ENTERING VIOLATIONS

WebEHRS Mobile allows users to enter information about violations including the type of

violation, repeat violation, and if the violation was corrected on site (COS). To enter violations:

➢ Starting on Survey Pg. 1, mark the appropriate checkbox for each violation.

Note: The Violation portion of the form is determined by the establishment and survey type.

To enter Violations use the stylus or the mouse:


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➢ Click on or mark for incompliance or for not in compliance.

➢ Click on or mark for not applicable.

➢ Click on or mark for not observed.

When a user marks a violation as out of compliance, WebEHRS displays a Violation Page with

a list of violations.

Note: A user may also switch tabs and select the Violations tab to enter the violation directly on

the Violations tab

The user may select a violation using the dropdown or enter key works for the violation and

perform a search.

➢ Select the violation using the dropdown list.

Note: If the violation can be marked as critical or non-critical, the form will include check boxes

for Yes or No.

To enter information for a violation:

➢ Click the check box Yes or No for Corrected on Site.

➢ Click the check box Yes or No for Repeat. (If violation is a repeat from last inspection,

WebEHRS Mobile will automatically check yes. The user has the ability to change if

needed.)


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➢ Enter number of Occurrences.

➢ Click on the Comments link to retrieve any predefined Comments

Or

➢ Enter comments manually by writing in the comment box using the stylus or click in the

box with the mouse to enter comments with the keyboard.

WebEHRS Mobile provides a spell check to use for comments.

➢ Click the spell check icon to check spelling.

After information has been entered:

➢ Click the Save button.


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The user may continue to add violations from this page or return to the survey page (Pg. 1 –

Pg.4). To return to the survey Page:

➢ Click the appropriate Survey page tab.

WebEHRS Mobile displays the survey form with the violation information entered and saved by

the user.

4.7 CORRECT VIOLATIONS

If the violation is entered in error, delete the violation.

➢ Click the Violations tab.

WebEHRS Mobile returns the user to the Violations page.


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➢ Click on the List of Violations dropdown (at the bottom of the Violations screen).


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➢ Select the incorrect violation from the List of Violations Selected dropdown.

WebEHRS populates the form with the incorrect violation information.


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The user may correct and save information or delete the violation:

➢ Enter information using check boxes and information entry boxes

➢ Click the Save button

Or

➢ Click the Delete button.

If the user chooses to delete a violation, WebEHRS Mobile displays a message window to

inform the user. To confirm the deletion:

➢ Click the Yes button.


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WebEHRS Mobile clears the deleted violation from the survey form.

4.8 ADDITIONAL SURVEY PAGES

The number of pages for a survey is dependent on the survey type. Surveys can have up to

four pages. To access survey pages:


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➢ Click the page number tab.

WebEHRS Mobile displays the selected page.


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4.9 ENTERING SAMPLES

Some survey types provide pages for recording samples. These include:

• Waste Water

• Drinking Water

• NavajoNationFood

• FDA2001

• FDA2005

• FDA2009

Note: Sample page tabs are shown for all survey types but will be enabled only for the types of

surveys that allow samples.

WebEHRS provides two pages for the entry of samples.


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Use the dropdowns and text boxes to enter samples taken.

4.10 GENERAL COMMENTS

The General Comments tab allows the user to enter comments about the survey. To enter

general comments:

➢ Click the General Comments tab.

WebEHRS Mobile displays the General Comments page for the user to enter comments in a

text box. The user may enter text directly or click on the General Comments link to select text.

(If there are no comments stored for this survey, none will display in the pop-up box.)


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To enter general comments:

➢ Enter text in the text box using stylus or keyboard.

Or

➢ Click the General Comments link.

➢ Select General Comments from the list.

The user may also use the spell check:

➢ Click the spell check icon.

4.11 ADDITIONAL DATA

Additional Data contains two different sections. The top portion displays information for specific

Surveys selected. The bottom portion of the page contains required information concerning

Program/Elements.

The Additional Data tab also allows the user to view additional demographics for certain

establishment types. The fields can’t be updated and are shown on the hard copy of the survey.

To access Additional Data:

➢ Click the Additional Data tab.

WebEHRS Mobile displays the additional data page any relevant information from the

establishment populated.


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WebEHRS displays the P/E/S/SS information and the 10 Essential Services Information at the

bottom of the Additional Data page. Program and Element information is required for the

Survey. To enter P/E/S/SS:

➢ Select Program using the dropdown list. ➢ Select Element using the dropdown list. ➢ Select Sub Element using the dropdown list. ➢ Select Sub Sub Elements using the dropdown list.


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5 PRINT SURVEY

At any stage in the survey process, the user may preview and print surveys. To preview a

survey:

➢ Click the Print Preview tab.

5.1 PRINT PREVIEW

WebEHRS displays a survey form in a new window for reviewing and or printing. The user may

also resize, comment and share the survey form. To print the survey:

➢ Click the Printer icon on the print preview window.


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5.2 PRINT SURVEY

WebEHRS displays a print window that allows users to select a printer and specify other printing

preferences include printing the survey to a file.


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Note: The text on pages that list violations may appear truncated in the print preview for some

risk factors. However, the full text is shown on the printed survey.

Note: For violations marked not in compliance, references sources text (if it exists) is printed in

the general comments section of the survey.


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6 SAVE, VALIDATE DATA, AND FINISH SURVEY

6.1 SAVE SURVEY

At any point in completing a survey, the user may save the form. The user should save surveys

often to ensure that information is retained and to avoid duplication of data entry. To save a

survey:

➢ Click File and select Save from the dropdown.

WebEHRS Mobile saves the survey in to the user’s local sessions and displays the survey

thumbnail in the Sessions window.

Surveys that are valid (finalized) are outlined in green. Surveys that have validation issues are

outlined in red.


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,

6.2 VALIDATE SURVEY

Surveys must be validated before completion to ensure that all required fields are satisfied. To

begin the validation process:

➢ Click File and select Validation Rules to access the form validation.


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WebEHRS Mobile displays the validation form window with all the fields that need to be

addressed.

The window displays a list of fields that need to be validated. The icons indicate the type of field

and are for graphic illustration purposes only.

To edit the survey:

➢ Click on an item in the Form Validation list.

WebEHRS navigates to the section of the form for the selected item.


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➢ Enter the required information.

➢ Click the stop light icon to select the next item.

➢ Continue the enter and selection process until all required items are completed.

As required information is entered, the item is removed from the list in the validation window.

Once all required fields are satisfied, the stop light icon turns green and the user may complete

the survey.


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6.3 FINISH SURVEY

The final step in completing a survey is Finishing the form. When a user finishes one or more

surveys, it can be uploaded to WebEHRS and stored as finalized. WebEHRS also creates an

activity for the survey and stores the activity as finalized.

To Finish a survey:

➢ Click the Checkmark icon on the toolbar.

Or

➢ Clink Finish from the file menu.


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WebEHRS displays a progress bar showing the status of the Finish process.

When the Finish process is complete, WebEHRS Mobile returns the user to the main screen.

Note: Each time a user finishes a single survey, the user is required to log back in to use

WebEHRS Mobile.


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6.3.1 FINISHING MULTIPLE FORMS

Users may also finish multiple forms in the same session. To finish multiple forms:

➢ Click File in the in the Menu.

➢ Click Finish Multiple.

WebEHRS displays Finish Multiple Sessions window with thumbnails for all validated surveys.

The Window has several buttons including Select All, Unselect All, Save, Cancel and Help.

To select surveys to finish:

➢ Click the Select All button to select all surveys.

Or

➢ Click the thumbnail to select each survey.



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WebEHRS displays a progress bar showing status of the Finish process for each survey.

6.4 VIEW MOBILE SURVEY AND ACTIVITIES IN WEBEHRS

After a survey is Finished, the user may view surveys and activities in WebEHRS. To view a

survey in WebEHRS:

➢ Login to WebEHRS.

➢ Search for desired survey.

➢ Click the Mobile link in the Show Table panel.

Note: The “Origin” column of a Surveys Show Table panel l shows the Survey origin. The

“Mobile” hyperlink indicates that the Survey was submitted via WebEHRS Mobile. The literal

display of “IMS” indicates that the Survey was entered via the Survey Module within WebEHRS.


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WebEHRS also provides a link to view activities. To view activities:

➢ Click the View Activities link in the Survey Type column.

WebEHRS displays a View Activity screen with the activity for the survey.


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A-1

APPENDIX A - ACRONYMS, ABBREVIATIONS, AND DEFINITIONS

A.1 ACRONYMS AND ABBREVIATIONS

Acronym/Abbreviations Definition

CDP Custom Data Processing

CDPehs Custom Data Processing enterprise health systems

COS Corrected on Site (violations)

COTS Commercial Off-the-Shelf

DEHS Division of Environmental Health Services

DMS Document Management System

DHHS Department of Health and Human Services

FDA Food and Drug Administration

EH/IEH/IP Environmental Health/Institutional Environmental Health/Injury

Prevention

EHS Environment Health Services

Estabs. Establishments

I In Compliance (violations)

IE Internet Explorer

IHS Indian Health Service

NA Not Applicable (violations)

NO Not Observed (violations)

Nat’l Projs. National Projects

NIST National Institutes of Standards and Technology

MS Microsoft

O Not in Compliance (violations)

O&M Operation and Maintenance

OEHE Office of Environmental Health and Engineering

Ref. Lib. Reference Library

R/C/P Requests/Complaints/Projects

RRM Resource Requirements Methodology

SME Subject Matter Expert


A-2

Acronym/Abbreviations Definition

SU Service Unit

Temp. Estabs. Temporary Establishments

WebEHRS Web-based Environmental Health Reporting System

WebEHRS Mobile Web-based Environmental Health Reporting System Mobile

24/7 24 hours a day/7 days a week

A.2 DEFINITIONS

• Screen – Same as a web page.

• Thumbnail – Reduced size image used as an icon to represent an object for the user to

select. Thumbnails are used for Sync My Data task, survey forms, and completed surveys.

• Mobile devices – Computer equipment that the user can readily move from one physical

location to another and use in a standalone computing environment if needed. (Examples

include laptops, hand held tables, etc.)

• Synchronization - is the process of establishing consistency of data stored on the

WebEHRS server and data used on the desktop or mobile devise.

DRAFT WebEHRS Mobile User Guide CDP, Inc.

B-1

APPENDIX B - FIELD TYPES

CDPmobile was designed so that filling out a form with the stylus (pen icon) is easily

accomplished. (You can use the stylus for input even if you are using a keyboard. The

keyboard is not as nimble as a real stylus, but it will allow for slightly different functionality.) Pen

use used here refers to the Pen that is provided in WebEHRS Mobile in both the Main Menu

and in the Floating Menu. The following information will help the user take full advantage of the

WebEHRS Mobile capabilities.

B.1 TEXT FIELDS

Constrained text fields allow the user to enter text data. These fields are made up of boxes,

each of which can contain at most a single character. To enter data into this type of field, write

in the box or boxes.

After the user finishes writing, handwriting recognition is automatically performed by WebEHRS

Mobile and the ink is replaced with the actual recorded data as shown here:

If the user needs to correct the value, write over each incorrect character with a replacement as

shown below:

WebEHRS Mobile replaces the user input with characters based on character recognition as

shown below:

To remove a character, scribble it out. Move the pen or stylus back and forth 7 or 8 times.

Here, the user has replaced the I in DAVID with an E and is removing the final D to produce the

final result of DAVE:

Another way to replace a character is with the drop−down replace. Tap on a recognized

character. A small arrow appears under the character: Tapping on the arrow displays a list of


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recognition possibilities. Selecting a character from the drop−down replaces the one originally

selected. Selecting "Clear" will clear the box, and selecting "Cancel" will dismiss the menu

without any other action.

Note. A user can also erase characters if the stylus has an eraser tip or using the eraser icon on

the toolbar . To erase, flip the stylus over and strike through the characters to delete. To

erase using the icon, select the erase icon on the tool bar and strike through the characters to

delete. Tap the arrow icon to go back to inking mode.

B.2 CHECKBOXES

A checkbox can be selected by placing a mark in the checkbox. Once it is marked, WebEHRS

Mobile will automatically change it to a recognizable checkmark. (Note: single−choice

checkboxes are shown below as circles (radio buttons) and multiple choice checkboxes are

shown as squares.

B.3 SINGLE CHOICE RADIO BUTTONS

Single Choice radio buttons are used when the user is supposed to select one – and only one-

option. If more options are permitted, check boxes are used instead.

The image above displays a radio button choice. Note that the currently selected value shows

both the ink as well a highlight to indicate it is selected. Checking a different checkbox

un−highlights the previous selection and removes the ink marking, while at the same time the

new selection is highlighted as shown below:

To unselect the currently selected option and not select any other option, simply scribble out the

current selection (to scribble out, move the pen or stylus back and forth 7 or 8 times):

This will clear the value from the radio button and it will look like this:

B.4 MULTIPLE CHOICE CHECKBOX

Multiple choice checkboxes allow for one or more of the checkboxes to be selected at a time.


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The image above depicts a multiple choice checkbox group. Note that the currently selected

value shows both the ink as well as a highlight to indicate it is selected. Checking another

checkbox also highlights that entry to indicate that both values are selected for the group as

shown below:

To unselect one of the selected options, simply scribble out the selection.

Doing so will unselect the crossed out selection, while leaving any other selections checked as

shown below:

(Note that the user can also erase checkbox values using a stylus eraser tip or the eraser icon on

the toolbar.)

B.5 FREEFORM

A freeform field allows a user to enter graphical information such as a signature, a narrative, or

a picture. The diagram below shows an example of a drawing in a freeform field:

(Note that the eraser can be used for freeform fields using the stylus or eraser icon.)

B.6 HOTSPOTS

Hotspots are links embedded in the survey form that lets the user tap (or click) on the link and a

new window will pop-up with the hotspot information.


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B.7 INKEDITS

Ink edit fields are enabled on with the use of a stylus. These fields allow a user to enter large

amounts of print or cursive writing. WebEHRS Mobile then performs handwriting recognition on

what was written. While these fields can be useful for long narratives, the recognition accuracy

is lower than with constrained text fields or using the keyboard icon.

In the diagram above, a user has written a sentence in script for recognition. The diagram below

shows the recognized text that replaced the ink.

6.4.1 IMAGE ANNOTATIONS

An image annotation field lets the user attach images to a form, display them in the body of the

form, and make ink annotations on top of them. The image below shows an example of an

image annotation field that has recorded multiple images with inking annotations made to the

currently displayed image:


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An image annotation field has the following areas:

6.4.1.1 IMAGE DISPLAY AREA

If the image annotation has been designed to allow acceptance of multiple images, three of

them will be shown in an area at the top of the field. The large image in the center is considered

the "current" image while the smaller thumbnails to the left and right are the previous and next

images respectively. If the field has captured more than three images, the other images are not

displayed, but are available through image navigation.

To make the previous image the current image, tap on the thumbnail to the left of the

current image with your finger, stylus or mouse. Note that tapping and holding will act as

a "rewind" in that all previous images will become the current image in sequence after a

one second pause between each.


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To make the next image the current image, tap on the thumbnail to the right of the

current image with your finger, stylus or mouse. Note that tapping and holding will act as

a "fast forward" in that all next images will become the current image in sequence after

a one second pause between each.

To annotate the current image, tap on it. A separate window will appear in the center of

the screen as shown below:

The title of this window will be set to the caption of the image annotation field. The

image may be annotated using your finger, stylus or mouse.

You may change pen color, thickness and mode by clicking on any of the buttons on the

right:

Sets stylus / mouse / touch input mode to a black pen


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Sets stylus / mouse / touch input mode to a blue pen

Sets stylus / mouse / touch input mode to a red pen

Sets stylus / mouse / touch input mode to a green pen

Sets stylus / mouse / touch input mode to a yellow highlighter

Sets stylus / mouse / touch input mode to a cyan highlighter

Sets stylus / mouse / touch input mode to a pink highlighter

Sets stylus / mouse / touch input mode to an eraser (erase by stroke)

6.4.1.2 BUTTONS

An image annotation may display either no buttons or four buttons as shown above. If it shows

the four buttons, then each operates as follows:

If your device has a built-in camera or attached USB camera, tapping this button will

bring up a separate window as shown below:


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Within this window, the top of the window will display an updating picture taken

from your camera. Below this a set of buttons are available as follows:

Cancel Tapping this button cancels the current image capture and closes the

window without updating the image annotation.

Tapping this button captures the current image and adds it to the

image annotation as the current image.

Tapping this button rotates the image 90 degrees at a time.

If your device has multiple cameras (e.g. a front facing and back facing

camera), tapping this button will toggle through them. If your device


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only has a single camera, this button will not appear.

Tapping this picklist will display all available image resolutions

If your device does not have a built-in camera or attached USB camera,

tapping this button will display an error dialog.

Tapping this button will bring up a standard Windows file browser dialog that allows you

to add an image from the file system.

Tapping this button will delete the current image.

Tapping this button will rotate the current image 90 degrees clockwise including any ink

captured on that image via annotation.

It is possible for the form's designer to create an image annotation that has no buttons;

in such a case, importing and rotation of the image annotations is handled with custom

form script. Consult the designer of your form for help with such forms.

B.8 GENERAL HANDWRITING TIPS:

Write in the middle of the box; not too big, not too small, but just right. (See previous examples.)

Use UPPERCASE block letters. WebEHRS allows both block letter and cursive writing

however, cursive is more easily misread.

Use a simple diagonal slash through checkboxes; no big tails .

Avoid retracing lines when possible.

Write as quickly, but as neatly as you can.


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B.9 SPECIFIC CHARACTERS:

WebEHRS Mobile User GuideV1 - CDP, Inc.€¦ · 2 GETTING STARTED Prior to using WebEHRS, CDP...

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