ASP TOOL AND REPORTS USER GUIDE

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ASP Tool and Reports User Guide

29 Nov 2017

ASP TOOL AND REPORTS USER GUIDE

Table of ContentsIntroduction.........................................................................................................................................1

Access Required...................................................................................................................................2

Requesting a Gear Locker Account.......................................................................................................2

Behavioral Health Substance Abuse Program (SAP) Site.......................................................................2

Creating an ASP Report........................................................................................................................3

Required Fields....................................................................................................................................4

Submitting an ASP Report....................................................................................................................5

Reviewing Submitted Reports..............................................................................................................5

Submitting a Late ASP Report...............................................................................................................5

SACC Approval Page.............................................................................................................................6

ASP Review..............................................................................................................................................7

ASP Approvals..........................................................................................................................................7

Rejected Reports.....................................................................................................................................7

SACC Reports.......................................................................................................................................8

Accessing the reports..............................................................................................................................8

Overview.................................................................................................................................................8

Approved.................................................................................................................................................8

In-Process................................................................................................................................................9

% Tested..................................................................................................................................................9

Rejected Reports...................................................................................................................................10

All Reported...........................................................................................................................................10

References.........................................................................................................................................11

Contact Information...........................................................................................................................11

Behavioral Health Functional Systems...................................................................................................11

Behavioral Health Substance Abuse Program........................................................................................11

Appendix A: ASP Form Submission Instructions.................................................................................12

ASP TOOL AND REPORTS USER GUIDE

IntroductionThe Alcohol Screening Program (ASP) is a unit-level deterrence tool to identify alcohol misuse and direct appropriate intervention before any career or life-altering incident occurs.

All units are required to test 10 percent of the command’s population monthly, mirroring the urinalysis testing protocol.

The ASP supports commanders’ efforts to ensure Marines arrive to work safe and fit for duty. The ASP may only be used while on duty.

The ASP testing process is not the same as “unit testing” for the purpose of collecting evidence to use against a Marine or Sailor. If a Marine or Sailor is identified while on duty as under the influence of alcohol, it is an opportunity for further intervention.

This document is a guide for unit Alcohol Screening Program Coordinators (ASPC) and Substance Abuse Counseling Center (SACC) personnel to assist with providing updates to the ASP Reporting Procedures via the eHQMC ASP Gear Locker site. These changes are necessary to improve consistency in reporting ASP data.

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ASP TOOL AND REPORTS USER GUIDE

Access Required In order to access the ASP site where you complete an ASP report, you will need to have a Gear Locker account and access to the Behavioral Health Substance Abuse Program (SAP) site. If you do not have an account, you can request one.

Requesting a Gear Locker AccountGo to Gear Locker's website (Fig. 1), http://thegearlocker.org/

Figure 1 : Gear Locker Site

Located on the right side of the screen - Create a new account.

Click on the text "Click here" (first bullet) and select your DoD email certificate when prompted.

Select "Request eHQMC Portal Account" and follow the prompts.

You will receive a confirmation email within 1-2 business days once your account has been created.

If you have any difficulties with this process, please see the last bullet under Create a new account. There is a "click here" link that will allow you to send an email to a Site Administrator for assistance.

Once you receive your Gear Locker account, you will need to request access to the ASP page by contacting the HQMC Functional Systems team Nicole.bartlett@usmc.mil and Jennifer.babbitts@usmc.mil.

Behavioral Health Substance Abuse Program (SAP) Site The ASP report submission form is located on the SAP site. For easy access, the SAP site link is below.

SAP site link: https://ehqmc.usmc.mil/sites/family/mfc/PrevClin/SAP/default.aspx

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ASP TOOL AND REPORTS USER GUIDE

To access the ASP report submission form, please see the arrows on the below screenshot of the main page (Fig. 2):

The green arrow below indicates where to access the ASP report submission form.

The area marked by the purple arrow is a link to the ASPC (point of contact) page. It will have a list showing the entries submitted by you. This list will verify successful entries. A second list will show all of the entries that have been rejected along with the comments of why the reports were rejected.

Creating an ASP ReportTo create a new ASP Report, click on the “Submit ASP” link below:

https://ehqmc.usmc.mil/sites/family/mfc/PrevClin/SAP/SitePages/ASP%20Submit.aspx

Fill out all of the information on the form (Fig.3) as required.

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Figure 2: Screenshot of the Substance Abuse Program Site

ASP TOOL AND REPORTS USER GUIDE

Figure 3: ASP Report

Required FieldsRequired fields are marked with a red asterisk (*); these fields must be completed in order to submit the ASP Report.

Major Command Installation Reporting Unit Reporting: MCC / RUC / Unit Name (paste from PDF) Screening Date (auto-populates) Total assigned to unit Marines/Sailors SACC Location Marines/Sailors selected for breathalyzer screening Marine/Sailors tested on this screening date ASPC Name (auto-populates) ASPC Email ASPC Phone

Submitting an ASP ReportClick the “submit” button (Fig.4) located at the bottom of the report form. See Appendix A:

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ASP TOOL AND REPORTS USER GUIDE

Reviewing Submitted ReportsTo return to view a report you submitted, go to the SAP page and select “Review Submitted ASP.” For easy access, the link to the SAP page is below.

Link to SAP Page: https://ehqmc.usmc.mil/sites/family/mfc/PrevClin/SAP/SitePages/POC.aspx

Note: Once a report is submitted, the ASP Coordinator (ASPC) will not be able to make corrections. Only HQMC and the Substance Abuse Counseling Center (SACC) Director or his or her designee (Alcohol Prevention Specialist (APS), etc.) will be able to review and correct reports at this point.

Submitting a Late ASP ReportIn the event that you need to submit a late report, check the box at the top of the report indicating the report is being submitted late. This will prompt you to fill out additional required information at the bottom of the report, which includes:

Screening Date Name of ASPC submitting late report Reason for late submission Name of SACC Director contacted Name of HQMC SAP personnel contacted

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Figure 4: Submit Button Example

ASP TOOL AND REPORTS USER GUIDE

SACC Approval PageThe SACC page will have access that is restricted to HQMC, SACC Directors and their designees. The page is broken out into 3 lists (Fig. 6). To access the SACC approval page, copy and paste the below link into your web browser.

SACC Approval Page: https://ehqmc.usmc.mil/sites/family/mfc/PrevClin/SAP/SitePages/Launch%20Page.aspx

ASP ReviewThe “ASP Review” provides the availability to review the reports that are in an in-process or rejected status. To review submitted report click on the “report” link in the list.

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Figure 5: Late ASP Report Submission

ASP TOOL AND REPORTS USER GUIDE

ASP ApprovalsThe first list allows access to approve or reject any of the ASP reports. This list will only show items in an “in-process” or “rejected” status. To approve or reject a report, use the drop-down feature in the SACC Approval column. If choosing “rejected,” a comment to indicate the reason why the report has been rejected must be entered.

Rejected ReportsThe list of rejected ASP Reports shows all of the reports rejected by either the SACC Director or HQMC and lists the reason for the rejection. If the SACC rejects a report, they will then notify the unit ASPC that submitted the report to inform him or her of the rejection and obtain information needed for SACC to make corrections. SACC Director or their Designees will correct rejected reports within 15 days. If HQMC rejects a report, they will then contact the SACC to get the report corrected.

Figure 6: SACC Approval Page Example

SACC Reports

Accessing the reportsHQMC Behavioral Health Branch (MFC) developed a standard ASP report. Each SACC Director, and his her leadership, who requests a report receives an Excel file from HQMC with data pulled from the ASP reporting system on Gear Locker. Each recipient of a report will save this Excel file to their local system (shared drive, desktop, etc.). To view the reports, Directors can open the Excel file and select the “data”

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ASP TOOL AND REPORTS USER GUIDE

tab and then “refresh all.” The most current data will download from Gear Locker into this Excel spreadsheet.

OverviewThe reporting spreadsheet primarily utilizes pivot tables to automatically calculate and populate summary statistics from the data entered into the ASP system. The format of these reports provides an easier and more efficient way for Directors to create their quarterly reports.

Descriptions of the tabs available in the reporting spreadsheets are below.

ApprovedThe tab labeled “Approved” (Fig. 7)) contains a summary of test results in an approved status. The left side of the report includes a table of information that the SACC Directors include in the quarterly report. This table will allow to sort and filter the data by “year,” “month,” and "ASPC.” The director can select the correct ASPC and the 3 months in the quarter and will be able to copy and paste the table into their quarterly report.

The approved selection allows the SACC Director to filter out data that has been rejected due to errors.

In-ProcessThe “Approved” tab and the “In-Process” tab (Fig. 8) show similar data summaries.

Figure 8: In-Process Quarterly Report Example

% TestedThe tab labeled “% Tested” includes the percentage of Marines and Sailors tested (Fig. 9). Cells that are shaded fall below the 10% monthly testing requirement. This list is filterable and sortable by SACC location and date of report.

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Figure 7: Approved Quarterly Reports Example

ASP TOOL AND REPORTS USER GUIDE

Figure 9: Percentage Tested

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ASP TOOL AND REPORTS USER GUIDE

Rejected Reports The “Rejected Reports” tab includes the list of reports that was rejected by the SACC or HQMC (Fig. 10). The “SACC Comment” and “HQMC Comment” columns on the list include the SACC and the HQMC reasons for rejecting the report.

All ReportedThe tab labeled “All Reported” includes a list of all ASP reports submitted (Fig.11). This is similar to the data reports the SACC had received in the previous version of the ASP.

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Figure 11: All Data Reported Example

ASP TOOL AND REPORTS USER GUIDE

Referencesa) MARADMIN 709/12 - MARINE CORPS ASP b) LETTER OF INSTRUCTION FOR MARINE CORPS ASP 21 FEB 2013c) MARADMIN 523/13 - IMPLEMENTATION OF ASPd) MARADMIN 364/14 - MARINE CORPS DRUG TESTING AND ASP

Contact Information

Behavioral Health Functional Systems For questions or issues with the tools and the Gear Locker site, please contact: Jennifer Babbitts jennifer.babbitts@usmc.mil 703-784-1221

Behavioral Health Substance Abuse Program If you have questions or concerns about the Alcohol Screening Program, please contact:Barbara “Sue” Parrbarbara.parr@usmc.mil

Ronnie Edwardsronnie.edwards@usmc.mil703-784-9526/7

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ASP TOOL AND REPORTS USER GUIDE

Appendix A: ASP Form Submission Instructions

1. Click on the Submit ASP link on the SAP page located on Gear Locker. This should open a new blank form in your browser. To avoid the loss of previously entered data, do NOT overwrite previous reports or submit results from multiple testing occasions on the same form. A new report must be submitted for each test.

2. Reports containing all zeros are NOT acceptable.

3. The “Date of Report” will auto-populate.

4. Select “Major Command” via the drop-down menu. This is a required field and cannot be left blank.

5. Select “Installation Reporting” via the drop-down menu. This is a required field and cannot be left blank.

6. In the “Unit Reporting: MCC/RUC/Unit Name” field, enter your MCC/RUC/Unit Name. This is a required field, and cannot be left blank. Click on the PDF link to search for your unit information: Save your MCC/RUC/Unit Name for future use.

7. Select the “Screening Date” using the calendar icon provided. This date must be the date the screening was actually conducted.

8. Enter the “Total Assigned to Unit.” This will be the number of Marines/Sailors assigned to the unit.

9. Select “SACC Location” using the drop-down menu. This is the location from which you receive ASP equipment.

10. Enter number of “Marines and Sailors selected for breathalyzer screening.” Verify this number does NOT exceed the number in the “Total Assigned to Unit” field above.

11. Enter number of “Marine/Sailors tested on this screening date.” Verify this number does NOT exceed “Total Assigned to Unit.”

12. Enter number of “Marines/Sailors test results between 0.020%-0.039 percent.” Do NOT round up results, e.g., 0.017% does NOT round up to 0.020%. Remember to only include results that fall within this designated range.

13. Enter the number of “Marines/Sailors referred to SACC/SARP for screening.” Do NOT enter numbers larger than “Total Assigned to Unit” or “Marine/Sailor tested on this screening date”; only include those referred for screening as a direct result of the alcohol screening conducted on this date.

14. Enter the number of “Marines/Sailors test results above 0.040 or above.” Do NOT round results, e.g., 0.038% does NOT equal 0.04%; include only results that fall within this designated range.

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ASP TOOL AND REPORTS USER GUIDE

15. Enter number of “Marines/Sailors referred to Medical for a fit for duty evaluation.” Verify this number does NOT exceed the “Total Assigned to Unit” field above; only include those referred for screening as a direct result of the alcohol screening conducted on this date.

16. Next, complete the information requested for each Marine/Sailor that tested positive at the bottom of the form (0.020%-0.039% and 0.040% and above). Enter the Rank, using the drop-down menu provided; DoD ID; and BAC Result. In the box to the right of each, identify if the Marine/Sailor was Referred for Screening and/or Fit for Duty. Referrals to both can occur. List only Marines/Sailors that tested positive, within the designated ranges, in the bottom portion of the form. The number of DoD IDs reported in the bottom portion should correspond with the number of positive results listed previously. The DoD ID must be 10 digits. Ensure the appropriate box is checked to indicate the action taken in support of those Marines/Sailors testing positive (referred to SACC or referred to Medical for Fit for Duty–or both in some cases). Do NOT list anyone that was referred for other types of alcohol-related incidents (ARIs) in this section.

17. The “ASPC Name” will auto-populate based on the Common Access Card (CAC) used to login to the ASP site.

18. Enter “ASPC E-mail” and “ASPC Phone,” using a valid government email and best phone number to contact the ASPC. For CONUS, enter 10 digits with no hyphens; for OCONUS, enter 7 digits with no hyphens.

19. Upon completion and review, click the red “Submit” button at the bottom center of the form. The form will be saved in Gear Locker and a new form will appear. If you are unable to submit the form, there may be some areas that need to be reviewed. Items may turn red and/or the box outline will change to red dashes. Recheck the information entered; if entered as desired, click “Submit.”

20. If you are still unable to submit, contact your SACC APS. If there are further challenges with submission, the SACC APS can contact the HQMC Substance Abuse Program Prevention Team (MFCP-1). For general questions regarding the ASP, contact your installation SACC APS.

21. Once a report is submitted, the ASPC will not be able to make corrections. Only HQMC and the SACC Director, or their designee (APS, etc.), will be able to review and correct reports at that point.

22. ASP references are located at the bottom of the form. Refer to these documents for additional information regarding the ASP.

Late Reports

1. Monthly reports are due by the 7th of every month, and are considered late after the 15th of the month. To submit a late monthly report, there is a “Late Submissions” box provided at the top right of the form. Click this box to input your late submission, including a justification as to why it is late. This information will be processed by the HQMC Substance Abuse Program Prevention Team (MFCP-1).

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ASP TOOL AND REPORTS USER GUIDE

2. For corrections to reports submitted after the 15th of the month, contact the HQMC Substance Abuse Program Prevention Team (MFCP-1).

3. Any report over 120 days past the end of the current reporting month cannot and will not be entered into the system. For example, May’s report will not be accepted after October 13th.

4. October 31st is the annual closeout date for all ASP data to be submitted. Any data submitted after the October 31st deadline will not be included in the annual data. The 120 day rule stated previously does not apply to close out data.

** Highlighted above is the new language replacing previous verbiage to adjust ASP from CY to FY.

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