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GSS EHSCCP: COPA Monitoring Module Guide

Table of Contents
Introduction to COPAs Monitoring Module ......................................................................................................................... 2
Logging onto COPA ................................................................................................................................................................ 2
The Monitoring Module Tabs................................................................................................................................................ 2
Plan a Visit .............................................................................................................................................................................. 3
Move a visit from Plan a Visit to New Visit ..................................................................................................................... 4-5
New Site Visit.......................................................................................................................................................................... 6
Update a Prior Site Visit...................................................................................................................................................... 7
Site Supervisor Verification ................................................................................................................................................... 8
Monitoring Reports ................................................................................................................................................................ 9
Site Monitoring .................................................................................................................................................................... 10

Key
Text that is underlined and bolded=A tab or field that you click
Bold text=A response option that you select
= A linkage from one field or tab to another

Introduction to COPA Monitoring for GSS EHSCCP:


COPAs Monitoring Module will be used to record and share communications had with EHSCCP providers amongst
EHSCCP staff. EHSCCP staff will use the Monitoring Module to share notes on the needs, developments, and any
generalized contact had with providers in real time. All notes made are visible to all EHSCCP staff and should be written
in a professional manner. Managers and supervisors will review notes made in the Monitoring Module on a regular
basis. What COPA and this guide refer to as a visit is really any type of communication. The auditor is the EHSCCP
staff that is making or will make the entry.
The Monitoring Module is NOT for use with respect to participant children or families.

Logging onto COPA

Go to https://grandstreet.mycopa.com/
Enter User Name and Password
Click the tab that says Monitoring

The Monitoring Module Tabs


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Plan a Visit
Schedule and categorize an upcoming visit for yourself or another EHSCCP staff member.
New Site Visit
Log a visit while in progress or after a visit.
Monitoring Reports>Site Visits Report by Auditor
Where you can see all of the visits you made or have planned and their statuses.
Site Monitoring
Where you can see the full log of all visits being made to partners or a filtered list of visits.

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Plan a Visit
You may want to do this for yourself, to let your supervisor or other colleagues know you have a visit planned and so they
can see details about the planned visit. You may also want to schedule a visit for a colleague.
1. Agency= Grand Street Settlement Early Head Start
2. Site=EHSCCP
3. Class=All Classes OR select the class
*You can only select one class at a time.
4. Department=the categorical reason for your visit.
*If you have a suggestion, please notify LS of the category to be added immediately. For now there is an Other
category to select if the reason does not match any of the drop down department names.
5. Program Model=EHS-CCP
6. Visit Type= E-mail, On Site Visit, Phone Call or Meeting
Select the type of contact you have with the provider for this visit. Meeting is for contact made during an inperson meeting held outside of the partners site. For example: contact made during a monthly provider meeting
at 319 Stanhope.
7. Auditor= yourself, or another EHSCCP staff for whom you are making an appointment. Be sure to select at least
one name as the auditor. (Select whoever will make the upcoming visit.)
8. Email Notification: Insert the email address of the EHSCCP staff member you would like to be notified of the visit.
The email will read:
A visit to EHS-CCP/**Department** with visit ID **Number** has been Made on **date**.

9. Date of Visit=MM-DD-YYYY
10. Time of Visit=HH:MM
11. Submit to save.

The planned visit will now appear under the Site Monitoring tab.

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Move a visit from Plan a Visit to New Visit


After a visit has been planned, you can locate the visit info via the Site Monitoring tab and all of the info entered via
Plan a Visit tab will be pre-populated.

To find and update a visit that has been planned via the Plan a Visit tab:
1. Click the Site Monitoring tab.
2. Select the planned visit you want to update.

1
.

2
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3. Click the pencil next to Site Information.

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Once youve clicked the pencil, COPA will switch to edit view. All of the information you entered under the
Plan a Visit tab will be pre-populated and ready for you to update.

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Move a visit from Plan a Visit to New Visit (continued)


4. Update the Visit Status field from Planned to the updated status.
A New status would indicate that this is the first time you have had a communication with the selected
provider regarding the particular matter and the matter will require follow up at a later date.
If the matter was resolved and no follow up was needed, you would select Completed.
If you were able to partially resolve a matter, you would select In Progress.
*Ignore the No Findings and Verified response options.
5. Enter the date of Next Visit if you plan to follow up on the same matter with the same provider. Entering the
date of next visit will help colleagues and supervisors to see the connection between visit reasons and
ongoing support provided to partners.
6. Enter notes under Documents Reviewed, Reports Reviewed, and Comments as needed. Remember to enter
only language you would be comfortable having any colleague or provider reading.
7. Update to save.

4
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5
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6
.
7
.
Once youve changed the status of the visit from Planned to New, Complete, In Progress, etc., made the updates
from your visit, and clicked Update, the visit will now appear in the Site Monitoring tab and Monitoring Reports
tab with the visit status you updated.

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New Site Visit


If you elect not to plan a visit ahead of time or have an unexpected visit, start with the New Site Visit tab.

The New Site Visit tab has many of the same fields as the Plan a Visit tab. Follow the instructions (Steps 1-10,
page 3) from the Plan a Visit section of this guide.
Repeat Steps 4-7 from page 5 of this guide to enter information in the Visit Status, Next Visit, and text fields
(Documents Reviewed, Reports Reviewed, and Comments). Click Submit to save.
Ignore the Staff Interviewed field.

Once youve clicked Update, the visit will now appear in the Site Monitoring tab and Monitoring Reports tab.

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Update a Prior Site Visit


1. Find the visit you want to update on the Site Monitoring tab and click it. This will lead you to the Visit
Summary tab.
*Visit ID numbers may help you locate the particular visit you are looking for.
2. On the Visit Summary tab, click the pencil next to Site Information. COPA will switch to edit view.
3. Click Add Visit Notes.

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4. Enter the date
5. Enter text to update.
6. Submit.

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Site Supervisor Verification


Site Supervisor Verification is for supervisors to confirm review of the note and/or to communicate with the originator
about the visit.
1. On the Visit Summary tab, click the pencil next to Site Supervisor Verification. COPA will switch to edit view.

2.
3.
4.
5.

Enter the Verification status.


Enter the Date of verification.
Add Comments .
Submit.
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Once a site supervisor submits verification and/or comments, the content can be seen on the Visit Summary tab.

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Monitoring Reports
1. Click the Monitoring Reports tab.

2. Click the Site Visits Status Report By Auditor tab.

3. Filter results by:


a. Visit Date range
b. Auditor
c. Visit ID Number range
d. Department
e. Visit Status
f. Visit Types
*Ignore the other filters on this page.

f
c
b

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Site Monitoring
When you click the Monitoring tab, Site Monitoring is the default sub-tab.
Like Monitoring Reports, Site Monitoring allows you to see information about all site visits made by EHSCCP staff
according to different characteristics. You can filter similar to Monitoring Reports.
*Many of the filter fields are not currently in use by EHSCCP.

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