How to Use Standards Manager with Multiple Contributors

Sharing your data with other users within your organization can be done by setting up Standards Manager on your network.

If a network setup is not feasible, you can distribute the data via email to the contributing individuals.

Distributing standards to individuals via email

Use the report builder to print the specific section or criterion.  Once the document appears in the report viewer click the Export Report button on the top left of the report viewer and enter an appropriate name and location for the file and choose the Microsoft Word (97-2003) – Editable RTF format as the file type.  This will produce an editable file that can be emailed to each contributing member for completion and then received back by the Accreditation Manager/Organizer and copied into the Standards Manager

 

Data Mode/User Type Settings

Data Mode and Location is accessed from the Tools menu. The Data Mode and Location dialog box allows you to change the User Type setting as well as change the location of the data that the application saves to and reads from.

Primary – The Primary data mode/user type setting allows the user (defined as the primary user) to view information, enter and edit text, add attachments, and create and assign Action Plan tasks. If you have Standards Manager installed on multiple workstations, only one instance can be set to the Primary data mode/user type. This mode is intended for use by the CARF accreditation project coordinator/administrator.

Reader – The Reader data mode/user type setting is for use by other accreditation team members. Reader users can view information and documentation and monitor project progress, but cannot change the information.

Please read the attachments section for important information to consider when using attachments

 

Network Setup Types:

One Administrator and multiple Readers

Setup for multiple contributors (Sequentially Only)

Terminal Server (Microsoft 2003) Installation

 

 

Setup for one administrator and multiple readers          Top

The Standards Manager should be installed locally on each PC that will access it and have a location created on a server for the shared data.

To enable others to view the contents of the Standards Manager and the progress made toward compliance follow these steps:

1)       Create a shared folder either on the Administrator's PC or on a server and call it CarfSM

2)       Create a subfolder within the CarfSM folder called data

3)       Create a subfolder the CarfSM folder called attachments (where the Administrator will place any files that will be attached within the Standards Manager)

4)       Open the SM on the Administrator's PC and go to Tools-Data Mode and Location

5)       Set the shared path to be the CarfSM\Data folder

6)       Click the checkbox “Enable Writing to shared path”

7)       Click OK and close the Standards Manager”

8)       Install the Standards Manager on each of PCs who will need read-only access

9)       On each of these PCs go to Tools-Data Mode And Location

10)   Set them to Read Mode

11)   Set the Data path to the CarfSM\Data folder

12)   Click OK and close the Standards Manager

Notes:

- The Administrator's data will remain intact on the local drive with a copy being created in the CarfSM\Data folder

- Do not install the Standards Manager to a network path

- Regular backups should include the data location on the Administrator's PC (Program Files\Morning Sun\CARF Standards Manager\MED\Data) as well as the CarfSM folder and its subfolders

- Read Only users will need read permission on the shared folder

- The attachments should be placed in the CarfSM\Attachments folder prior to linking them from within the Standards Manager. 

- You must restart the Standards Manager application after changing the Data Mode and/or Data Locations. Do not click Save on the File Menu before closing.

 

Notes for Slow or Disconnected Networks

A slow network connection is a network that has bandwidth and/or reliability issues.  Most commonly seen in VPN, Wireless, and older network infrastructure.

Slow network connections will cause:

- The standards Manager to take a long time to open and close

- Long waits between switching from standard to standard

- Possible failed data writes, resulting in error messages and corrupt data

Primary User

Assign the Data path to the local hard drive.  If still slow, un-check the “Enable Writing to Shared Path” check box.  If you still wish to write your data to the server location you can periodically (daily or weekly) check the  “Enable Writing to Shared Path” check box click Save from the File menu and then un-check the “Enable Writing to Shared Path” check box

 

 

 

 

 

Setup for multiple contributors (Sequentially Only)        Top

The Standards Manager should be installed locally on each PC that will access it and a location should be created on a server for the shared data.

To enable multiple users to edit the contents of the Standards Manager (only one user at-a-time) follow these steps:

Server Install

1)       Install the Standards Manager locally on the file server.

2)       Create a shared folder called CarfSMAttachments on the server and configure access for all users.

3)       All users should copy the CARF related documents to this folder prior to linking them from within the Standards Manager.  This will ensure that users do not attach documents from their local drives which would not be accessible to all users when they click on the link from within Standards Manager.  See Attachments for more information and considerations regarding attachments.  A shortcut to this folder on the user’s desktop might be helpful.

4)       Once the installation of Standards Manager and the Crystal Reports Runtime component are finished, run Standards Manager from the server and enter the license keycode.

5)       Close Standards Manager

6)       Create a network share called “CarfSMdata” on the server folder “C:\Program Files\Morning Sun\CARF Standards Manager\BH\Data” and give all users access permission. (substitute the BH for your service unit, such as MED, ECS, CYS etc.)

User PCs

1)       Install the Standards Manager locally on each of the PCs who will need access

2)       On each of these PCs go to Tools-Data Mode And Location

3)       Set the Data path to the Shared folder CarfSMdata located on the server

4)       Leave the Shared data path blank

5)       Close the Standards Manager

Reader Users

1)       On each of these PCs go to Tools-Data Mode And Location

2)       Set the Type to READER

3)       Set the Data path to the Shared folder CarfSMdata located on the server

4)       Close the Standards Manager

 

Notes:

- If another user is already using the Standards Manager, the next user will be given a prompt indicating the machine name that is currently using it, and the option to force them off.  You should not force users off unless there are no users accessing the data.

- The attachments should be copied to the CarfSM\Attachments folder prior to linking them from within the Standards Manager.

- Regular backups the CarfSMdata folder and its subfolders. As well as the CarfSMattachments folder

- All Primary users will need read/write permission on the shared folder

- Do not install the Standards Manager to a network path.

- You must restart the Standards Manager application after changing the Data Mode and/or Data Locations. Do not click Save on the File Menu before restarting.

Notes for Slow or Disconnected Networks:

A slow network connection is a network that has bandwidth and/or reliability issues.  Most commonly seen in VPN, Wireless, and older network infrastructure.

Slow network connections will cause:

- The standards Manager to take a long time to open and close

- Long waits between switching from standard to standard

- Possible failed data writes, resulting in error messages and corrupt data

 

 

 

 

 

Terminal Server (Microsoft 2003) Installation      Top

Primary and Reader Users

Only one Primary user should use the Standards Manager at a time.  Multiple concurrent Primary users will result in data loss and/or corruption.  Reader users do not change the data so they can be using the Standards Manager while a primary user is or while other Reader Users are.

 

1)       Install Standards Manager locally on the terminal server.

2)       Run Standards Manager locally on the terminal server and enter license keycode.

3)       Close Standards Manager

4)       Create a network share called CarfSMdata on the server folder “C:\Program Files\Morning Sun\CARF Standards Manager\BH\Data” and give all users access permission. (substitute the BH for your service unit, such as MED, ECS, CYS etc.)

5)       Create a shared folder called CarfSMAttachments on the server and configure access for all users.

6)       All users should copy the CARF related documents to this folder prior to linking them from within the Standards Manager.  This will ensure that users do not attach documents from their local drives which would not be accessible to all users when they click on the link from within Standards Manager.  See Attachments for more information and considerations regarding attachments.  A shortcut to this folder on the user’s desktop might be helpful.

Launch Folder

a)       Copy the folder “CARF Standards Manager” and its subfolders from the Program Files\Morning Sun folder to each of the users folders in the Documents and Settings folder

b)       Create a shortcut from the “CARF Standards Manager” folder located within their user folder in the Documents and Settings folder to the user’s Desktop folder under the Documents and Settings folder. Do this for each user

7)       Open the Standards Manager using the shortcut on the user’s Desktop folder.

8)       go to the Tools Menu and select Data Mode and Location

9)       Set the user to be either Primary or Reader.  Leave the Data Path as it is.

10)   Close the Standards Manager

  

All Primary Users  (Sequentially Only)

Only one Primary user should use the Standards Manager at a time.  Multiple concurrent Primary users will result in data loss and/or corruption.

You can set the “Maximum Users” setting on the CarfSMdata share to one(1) which will limit access to that share to one user at a time.  Subsequent users will not be able to open the Standards Manager.

 

1)       Install Standards Manager locally on the terminal server.

2)       Run Standards Manager locally on the terminal server and enter license keycode.

3)       Close Standards Manager

4)       Create a network share called “CarfSMdata” on the server folder “C:\Program Files\Morning Sun\CARF Standards Manager\BH\Data” and give all users access permission. (substitute the BH for your service unit, such as MED, ECS, CYS etc.)

5)       Create a shared folder called CarfSMAttachments on the server and configure access for all users.

6)       All users should copy the CARF related documents to this folder prior to linking them from within the Standards Manager.  This will ensure that users do not attach documents from their local drives which would not be accessible to all users when they click on the link from within Standards Manager.  See Important Considerations Attachments for more information and considerations regarding attachments.  A shortcut to this folder on the user’s desktop might be helpful.

7)       Create a shortcut from C:\Program Files\Morning Sun\CARF Standards Manager\BH\Carfguide.exe to each of the users Desktop folder under the User Profile in the Documents and Settings folder