WorkPlace Mentor - planning and execution of workplace situational assessment activities and the development of effective individualized employment and career plans.

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How-To Guide

General Functions · Administrator Functions

Access Job or Consumer data from within Observations & Strategies:

Click the button under Comments at the end of the item.

In the Comments window, click Job Analysis Response or Consumer Profile Response.

Add Consumer/Consumer Profile Information:

On the Main Menu, click Add New Consumer Profile.
In the First and Last name fields, delete the word "define" and enter the first and last names of the consumer.
Click Save.
Use your completed Data Collection Form to enter the information, ratings, and comments from your observations of the consumer. Click Save after entering info on each page.

Add a Job/Job Analysis Information:

On the Main Menu, click Add New Job Analysis.
Select the Employer for the job from the drop-down list on the Job Info page. (Note: Employer information must be entered into the database before a job can be created for that employer.)
Enter the title of the job and job description. Click Save.
Use your completed Data Collection Form to enter the information, ratings, and comments from your observations of the job site. Click Save after entering info on each page.

Add a New Employer:

On the Main Menu, click Add New Employer.
Enter the requested information into the Employer window.
When you finish, click OK to Save the information.

Add a Task: (Note: You may add up to 10 tasks for a single job)

Open Job Analysis (following directions for either Add New or Edit Existing Job Analysis).
Click on the Ratings & Observations component.
Click Define/Analyze Tasks.
In the Add Task page, enter a task name and other requested information. Click Save.
When the Task name appears on a page, click that Task Page.
Respond to the two items at the top of the page. Click Save.

Change Column Widths (in Summary & Priorities and Solution Bank):

Place your cursor on a column boundary line. The cursor will change into a double-headed arrow:
Click and drag the cursor to the left or right until the column is wide enough to display all of the text.

Change the Task Sequence:

Open Job Analysis (following directions for either Add New or Edit Existing Job).
Click on the Ratings & Observations component.
Click Define/Analyze Tasks.
Click on the task to be reordered.
In the Task Sequence field, use the drop down menu to select the new sequence number for this task.
Click Save.

Create a new Consumer Profile that is similar to an existing Consumer Profile:

On the Main Menu, click on Edit Existing Consumer Profile.
Click on the consumer you wish to make a ‘copy’ of.
Click Create From.
Click Yes to continue.
When prompted, enter a new Last name for the copied consumer.
Click OK.
Load the new Consumer Profile by highlighting it and clicking Load.
Edit the information that is different from the original Consumer Profile.

Create a new Job Analysis that is similar to an existing Job Analysis:

On the Main Menu, click on Edit Existing Job Analysis.
Click on the job you wish to make a ‘copy’ of.
Click Create From.
Click Yes to continue.
When prompted, enter a new name for the copied job.
Click OK.
Load the new Job Analysis by highlighting it and clicking Load.
Edit the information that is different from the original Job Analysis.

Delete Comments:

Click the button under Comments at the end of the item.
In the Comments window, highlight and delete the entire comment or specific text.
Click Save.

Delete a Task:

Open Job Analysis (following directions for either Add New or Edit Existing Job).
Click on the Ratings & Observations component.
Click on Define/Analyze Tasks.
Click on the Task you want to delete.
When that Task Page opens, click Delete.

Edit Consumer Profile Information:

On the Main Menu, click Edit Existing Consumer Profile.
In the Load Records window, click on the Consumer Profile you wish to edit.
Click Load.
Edit the information and click Save on each page where you make changes.

Edit Consumer Resources (in Summary & Priorities):

On the Main Menu, click Edit Existing Summary & Priorities.
In the Load Records window, select the record to be edited.
Click Load.
Click Consumer Resources.
Enter/edit text in the People/Resources Available or Additional Support columns.
The information will be saved automatically once you click on another row.

Edit Employer Info:

On the Main Menu, click Edit Existing Employer.
Use the arrow keys to find the employer you wish to edit.
Edit the information about the employer.
When you finish, click OK to Save your changes.

Edit Goals:

Within an Individual Plan, highlight the goal you wish to edit.
Click Define/Edit Goal.
Edit the goal information.
Click Save Goal.

Edit Job Analysis Information:

On the Main Menu, click Edit Existing Job Analysis.
In the Load Records window, click on the Job Analysis you wish to edit.
Click Load.
Edit the information and click Save on each page where you make changes.

Edit Observations & Strategies:

On the Main Menu, click Edit Existing Observations & Strategies.
In the Load Records window, click on the Observations & Strategies you wish to edit.
Click Load.
Edit the information and click Save on each page where you make changes.

Edit Progress Notes:

Within an Individual Plan, highlight the goal you wish to edit.
Click Define/Edit goal.
Click Progress Notes.
Highlight the note, edit the information, and then click Save Edit.
Click Close.

Edit a Solution Bank Search:

Enter or click on additional keywords (up to 3 total), and then click OK.
OR
Click Clear and start a new search.

Enter Comments:

Click the button under Comments at the end of the item. Enter your comments or
observations into the text field in the Comments window.
Click Save.

Enter Discussion Points (in Summary & Priorities):

On the Main Menu, click Edit Existing Summary & Priorities.
In the Load Records window, select the record to be edited.
Click Load.
Click on the item for which discussion points will be entered.
Enter text in the Discussion field.
Click Save.

Enter New Goals:

Within an Individual Plan, click on a blank row in the grid.
Click Define/Edit Goal.
In the Goals Definition window, enter the goal information.
Click Save Goal.

Enter Progress Notes:

Within an Individual Plan, highlight the goal you wish to edit.
Click Define/Edit goal.
Click Progress Notes.
Enter the progress note and then click Add as New Note.
Click Close.

Enter Satisfaction Survey:

On the Main Menu, click Summary & Priorities (under either Add New or Edit Existing).
In the Load Records window, select the desired record.
Click Load.
Click Satisfaction Survey.
Use the completed Data Collection Form to enter the responses and then click Save.

Generate Reports:

On the Main Menu, under Reports, click Generate New Report.
On the Report Control Form, use the tabs to select the report to be generated.
Use the drop-down menus to select the record to be reported on.
Click the section of the report to be generated.

Increase Row Heights (in Summary & Priorities and Solution Bank):

Place your cursor on the lower boundary line of a row. The cursor will change into a double-headed arrow:
Click and drag the cursor down until the row is tall enough to display all of the text.

Import items from Summary & Priorities:

Open an existing or start a new Individual Plan.
Click Import Functional Gaps OR Import Interest Gaps.
Items will be automatically inserted into the Individual Plan record.

Login to WorkPlace Mentor:

Select your User Name from the drop-down menu.
Enter the Password. (Passwords are not case-sensitive.)
Click OK.

Print a Data Collection Form:

On the Main Menu, under Data Collection, click Forms.
Click the Data Collection Form you want to open.
After the Data Collection Form opens, click Print.

Print Reports:

After generating a report, click the printer icon.
Indicate the pages you wish to print.
Indicate the number of copies to be printed.
Click OK.

Review Summary & Priorities:

On the Main Menu, click Edit Existing Summary & Priorities.
In the Load Records window, select the record to be edited.
Click Load.

Save Reports:

Click the envelope icon.
Select the Export format (recommended: Word for Windows Document)
Select the Export destination (recommended: Disk file)
Click OK. This opens a Save As window.
Select the Save location.
Enter a File name for the report (or accept the default file name).
Click Save.

Search Solution Bank:

Click Solution Bank on menu bar.
Select Search.
Enter up to 3 keywords or click on words in the keyword list.
Click OK.

Start an Individual Plan:

On the Main Menu, click Add New Individual Plan.
In the Load Records window, select a record and click Select.

Start Observations & Strategies:

On the Main Menu, click Add New Observations & Strategies.
Using each page tab, select the Employer, Job, and Consumer.
Click on the Start tab to verify your choices.
Click OK.

Start Summary & Priorities:

On the Main Menu, click Add New Summary & Priorities.
In the Load Records window, select the O&S record to be summarized.
Click Select.

Switch between Ratings & Observations and Vital Information

Open Job Analysis, Consumer Profile, or Observations & Strategies.
At the top right of the window, you will see a toggle switch between two components: Ratings & Observations and Vital Information.
Click the switch nearest to the component you want to access. The active component will turn black, and the inactive component will turn gray.

View Consumer Asset and Resource Information:

Within an Individual Plan, click Define/Edit Goal.
Click View Consumer Assets/Resources button.

View User Guide/Help:

On the Main Menu, under Help, click User Guide.

Administrator Functions

Add a New User:

On the menu bar, click Administrator.
Select Users.
Click Add New.
Enter the user information into the Person Information window.
When you finish, click OK to Save.

Backup Database: (Note: Be sure to assign the database a new name.)

On the menu bar, click Administrator.
Select Database.
Click Backup.
In the field labeled “File Name”, enter a name for the database backup.
Navigate to the location where you want to save your backup database. It is recommended that you create a WPM Backups folder outside of the WorkPlace Mentor folder and save it to that location.
Click Save.

Create Passwords: (Note: Passwords are created only the first time WPM is run.)

Open WorkPlace Mentor.
Enter your serial number and click OK.
A screen will ask you if you are the Administrator who wants to set the passwords. Click OK.
Create your username by entering your user information into the Person Information window.
When you finish, click OK to Save.
Enter the Administrator Password twice and click OK.
Enter the General Password twice and click OK.

Change Passwords:

On the menu bar, click Administrator.
Select Passwords.
Select the Password you wish to change (Administrator or General)
Enter the current password into the first field.
Enter the NEW password.
Confirm the NEW password.
Select your User Name from the dropdown list.
When you finish, click OK to Save.

Delete an Employer:

On the Main Menu, click Edit Existing Employer.
Use the arrow keys to select the employer record you wish to permanently delete.
Click Delete.
Note: Deleting an employer record will also delete all Job Analysis, Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that employer.

Delete a Job:

On the Main Menu, click on Edit Existing Job Analysis.
Select the job you wish to permanently delete from the Job Bank.
Click Delete.
Note: Deleting a Job Analysis record will also delete all Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that job.

Delete a Consumer:

On the Main Menu, click on Edit Existing Consumer Profile.
Select the consumer you wish to permanently delete from the database.
Click Delete.
Note: Deleting a consumer record will also delete all Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that consumer.

Delete an Observations & Strategies:

On the Main Menu, click on Edit Existing Observations & Strategies.
Select the O&S you wish to permanently delete from the database.
Click Delete.
Note: Deleting an Observations & Strategies record will also delete all Summary & Priorities and Individual Plan records that are associated with that O&S record.

Delete a Summary & Priorities:

On the Main Menu, click on Edit Existing Summary & Priorities.
Select the S&P you wish to permanently delete from the database.
Click Delete.
Note: Deleting a Summary & Priorities record will also delete all Individual Plan records that are associated with that S&P record.

Delete an Individual Plan: (NOTE: The only way to permanently delete an Individual Plan is to remove the consumer from the database.)

On the Main Menu, click on Edit Existing Consumer Profile.
Select the Consumer Profile you wish to permanently delete from the database.
Click Delete. This will delete the Consumer Profile, any O&S and S&P records for the consumer, along with any Individual Plans that may have been created.

Edit/Delete User:

On the menu bar, click Administrator.
Select Users.
Click Edit/Delete.
Use the arrow keys to select the user to edit.
Edit the user information or click Delete to delete the user.
When you finish, click OK to Save your changes.
Note: Deleting a User record will prohibit that user from accessing any part of the software.

WARNING: Deleting a record will PERMANENTLY eliminate that record AND any record associated with it from the WorkPlace Mentor database! Before deleting any record, you should confirm the other information that will be deleted with it. To prevent unintended loss of associated records, it is recommended that you save a backup copy of your database prior to deleting records.

Open New Database:

Open WorkPlace Mentor. (If you have already been working in the software, you should Close and then re-launch WPM prior to opening a new database.)
On the menu bar, click Administrator.
Select Database.
Click Open New.
Navigate to the WorkPlace Mentor database you wish to open.
Click Open.

Uninstall WPM:

On your desktop, click Start.
Select Programs.
Select WorkPlace Mentor.
Select Uninstall WorkPlace Mentor.

Return to WorkPlace Mentor User's Page Product Information Request Email WorkPlace Mentor Support

Vocational Research Institute
1845 Walnut Street, Suite 660
Philadelphia, PA 19103
USA
Phone: 215-875-7387
Toll Free: 800-874-5387
Fax: 215-875-0198
E-mail: info@vri.org