FACTWEB GUIDE AND TIPS

FACTWeb Guide

The FACTWeb Guide provides step-by-step instructions to users of the FACTWeb Accreditation Portal. The guide below is applicable to applicants pursuing initial or renewal FACT accreditation. If you have questions, experience difficulties, or would like to provide feedback, you may contact us online via the ASK FACT button or email us as askfact@unmc.edu

FACTWeb User Guide 

Rev.1  05/22/2012  

FACTWeb Upgrades

Compliance Application - Documents Tab

Applications Summary Page

Signature Requirement

Status View [Jelly Bean Report]

User Selection in the Application

Streamlining the Application

FACTWeb Tipshelpfultips2.png

Annual Report and Renewal Application

Following Application Deadlines to Complete Your Accreditation Process

Completing a Request for Information [RFI]

Adding Personnel to the FACTWeb Application

Reminding Directors to Sign the Application

Choosing the Most Advantageous Browser for FACTWeb  

Submitting Eligibility and Compliance Applications

   

Compliance Application - Documents Tab

DocumentsTab
  • Compliance Evidence: Documents uploaded in the application, and the Review Notes area as responses to the RFI, are now included and sorted by standard number. This feature helps FACT Inspectors and Applicants to review the documentation submitted to FACT.
  • FACT Reports and Letters: All Accreditation Committee reports and letters sent to the applicant by email will be accessible on this page.
  • Document Library: Direct link to the Document Library to upload documents requested in the Compliance Application. FACT Inspectors can view the documents submitted in the Compliance Application and Review Notes in the [Compliance Evidence] menu.

Tips about your Document Library:

  • Be prepared to see the Document Library open in a separate window from the application.
  • Delete out-of-date documents from the Document Library.
  • Add a description of the file when it is uploaded to the Document Library. Applicants are able to add additional notes about the documents when linking them to specific standards. These notes are useful to FACT Staff and FACT Inspectors when reviewing the application.
    For example, a brief description when attaching the file to a specific standard such as “See page 6 of the attached document for Dr. Smith’s continuing education” will help reviewers quickly identify the information needed to comply with the standard.

Applications Summary Page

ManageMenu

 The Applications Summary page can be accessed once logged in to FACTWeb and selecting the menu item Manage Compliance Applications.

The Applications Summary page displays the organization’s FACTWeb compliance applications. Once a cycle is finished, it will be available to applicants and assigned FACT inspectors.
Additional information available on this page:

  • Accreditation Letter and Accreditation Report for each cycle. Access your most recent FACT letter and accreditation report.
  • Accreditation History related to each compliance application which started October 2013.
  • Reference Center area: Most recent paper accreditation report is available in the Reference Center area.
  SummaryPage

Signature Requirement 

When returning an RFI-ed application to FACT, the applicants will only be required to provide one signature of either the primary or alternate(s) contact(s).

Status View [Jelley Bean Report]

 A floating menu has been created which contains the following items: Print Checklist, Back to Sites, and Summary View.

User Selection in the Application

When selecting individuals to include in an application (such as the directors), the system will now automatically display all individuals from your organization as soon as the ‘Select Individual’ button is clicked.

Streamlining the Application

 Considerable effort has been taken to improve application performance, and has resulted in the following new features:
• Navigation using new tab openings: Upon the selection of certain functions in FACTWeb, a new tab in your internet window will automatically be created.
• Horizontal radio buttons: Questions on the Compliance Application requiring a yes or no answer now list the radio buttons horizontally instead of vertically. This shortens the application screen and reduces scrolling.
• Starting with the 5th edition Cord Blood Standards and version 5.3 of the Cellular Therapy Standards, some standards have been added as checklist options to their parent standard. Each substandard is labeled with the standard number for clarity.

 

Annual Report and Renewal Application

FACTWeb’s online Annual Report and Renewal Application marks FACT’s move to a complete online accreditation in cellular therapy and cord blood banking. The FACTWeb accreditation portal has been live for 20 months and hundreds of applications have been submitted, evaluated, and inspected using the online system.

The Annual Report is completed by accredited organizations one year past their accreditation date. At the time of accreditation, organizations may have been asked to supply additional information to ensure ongoing compliance with FACT Standards. This information will be included in the annual report.

The Renewal Application is initiated one year prior to the accreditation expiration date. The information submitted allows FACT to create a personalized Compliance Application for the organization’s next cycle of FACT accreditation.

Both the annual report and renewal application are completed using the Request for Information [RFI] process to indicate the questions that require an applicant’s response. As questions are completed, uncheck the box [Not Complete] and the questions will be marked in green as [RFI Complete] to be ready for submission to FACT.

Example of a Compliance Application with Annual Report:
AnnualReport

Following Application Deadlines to Complete Your Accreditation Process

FACT accreditation applications have deadlines set for each phase of the accreditation cycle. The deadlines are displayed in the compliance application on the ‘Overview’ tab with the label ‘Due Date’.

If the deadline passes, the applicant can no longer edit the application or submit it to FACT. To ask for an extension to complete the application, please contact your FACT Accreditation Coordinator. Your coordinator's name and contact information is also located on the 'Overview' tab.

Please remember to note the due date of the compliance application to avoid delays in the accreditation process. If you notice that you can no longer complete the application, one of the first troubleshooting steps is to determine if the application deadline date has passed.

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Completing a Request for Information [RFI]

A Request for Information is sent out from the FACT office when additional information is needed from applicant organizations. The directors of the organizations, together with the individuals marked as alternate contacts in the FACTWeb profile, will receive the email notification informing them of RFIs. The email notification contains a link to the application where you will be directed after login.

In your application, locate the questions that have the red "Request for Information" (RFI) symbol(s). Click on the RFI symbol(s) and continue clicking on the symbol(s) until you reach the item requiring additional information:

RFI1.jpg
Once you reach the item requiring additional information, click on the orange button titled "Review Notes" and follow the instructions in the notes. Note that the parent standard, such as B4.9 in the example below, is marked as "RFI NOT COMPLETE".
RFI2.jpg
The checkbox "Not Complete" is checked because it’s leading the user to reach the sub-standards B4.9.2, and B4.9.3 that require attention:
RFI3.jpg
To complete the RFI, enter your response and, if requested, attach a file if requested in the Review Notes. When you complete the RFI, uncheck the box, "Not Complete" and save. Once the application is saved, the status of the standard will change to "RFI Complete". When all standards indicate the "RFI Complete" status, the application can be submitted to FACT.

Adding Personnel to the FACTWeb Application

The eligibility and compliance applications request the names of the individuals serving in the roles required by FACT Standards (i.e., Program Director, Processing Facility Director, Cord Blood Bank Director). The individuals must have a FACTWeb profile in order to be selected in the application.

  • To select an individual, click on the “Select Individual” button and click on the “Go” button. This will bring up all staff affiliated with the organization.
  • Click on the staff member to select him/her and then click on “Use Selected Individual”.

SelectingIndiv.jpg

Reminding Directors to sign the Application

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The ‘Send Email’ button is used to send a quick reminder to the individuals whose signature is needed. The email notification template contains the following features:  
  • Ability to send to all or certain individuals needing to sign the application, by either leaving the check marks next to their name checked [default setting] or unchecked.
  • The email template contains a link to the application and a direct link to the signature page. To access these pages, the user will be prompted to sign in using their FACTWeb username/password/
  • Individuals can sign the application anywhere [home, office, off site, etc.] as long as they have access to the internet. It is important to note that to sign the application, you must type your name in the box and click ‘Save’. Once the signature is saved, the application can no longer be edited. 

As soon as the last individual signs the application, the ‘Submit Application’ button will appear and the application can be submitted. Upon submission of the application, the Primary Contact [Director of the organization] and Alternate Contacts will receive an email notification that the application has been submitted to the FACT Office. 

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Choosing the Most Advantageous Browser for FACTWeb

FACTWeb is the accreditation portal used by applicants and inspectors to complete the FACT accreditation process online. To ensure the best interface with our new web based system, FACT highly recommends applicants and inspectors use the Chrome browser, available for free download at: https://www.google.com/intl/en/chrome/browser/.

While some organization’s IT departments do not allow users to download their own browsers, we recommend that you contact your IT department and ask for assistance in downloading the browser because of its ability to improve performance in uploading documents, navigating, and interacting with FACTWeb.

FACT also recommends that you manually clear your browser cache to ensure the best online experience accessing the FACT website and the FACTWeb accreditation portal. Instructions on how to clear the cache in the various browsers are listed below.

Internet Explorer 9 and 8

  • Click Tools, and select Delete Browsing History.
  • Deselect Preserve Favorites website data, and select Temporary Internet files, Cookies, and History.
  • Click Delete.

Internet Explorer 7

  • From the Tools menu in the upper right, select Delete Browsing History.
  • To delete your cache, click Delete files.
  • To delete your cookies, click Delete cookies.
  • To delete your history, click Delete history.
  • Click Close, and then click OK to exit.

Firefox

The following instructions apply to Firefox 3.5 and later.

  • From the Tools menu, select Clear Recent History. (Alternatively, in Firefox 4 and above for Windows, you can also click the orange Firefox button, and then select Clear Recent History from the History menu.)
  • If the menu bar is hidden, press Alt to make it visible.
  • From the Time range to clear: drop-down menu, select the desired range; to clear your entire cache, select Everything.
  • Click the down arrow next to "Details" to choose which elements of the history to clear. Click Clear Now.

Chrome

  • In the browser bar, enter: chrome://settings/clearBrowserData
  • Select the items you want to clear (e.g., Clear browsing history, Clear download history, Empty the cache, Delete cookies and other site and plug-in data).
  • From the Obliterate the following items from: drop-down menu, you can choose the period of time for which you want to clear cached information. To clear your entire cache, select the beginning of time.
  • Click Clear browsing data.

Safari

  • From the Safari menu, select Reset Safari.
  • From the menu, select the items you want to reset, and then click Reset. As of Safari 5.1, Remove all website data covers both cookies and cache.

Mobile Safari for iPhone OS (iPhone, iPod touch, iPad)
To clear cache and cookies:

  • From the home screen, tap Settings, and then tap Safari.
  • At the bottom of Safari's settings screen, tap the buttons for Clear Cookies and Clear Cache. To confirm, tap Clear Cookies or Clear Cache again.

To clear history:

  • From the home screen, tap Safari.
  • At the bottom of the screen, tap the Bookmarks icon.
  • In the lower left, tap Clear.
  • Tap Clear History.

Android

  • Start your browser.
  • Tap Menu, and then tap More.
  • Select Settings.
  • Under "Privacy settings", select Clear cache, Clear history, or Clear all cookie data as appropriate, and then tap OK to accept (or Cancel to cancel) the deletion.  

Submitting Eligibility and Compliance Applications

When submitting FACT’s eligibility or compliance application ensure you have completed all of the required information. Because it is important to have a complete application prior to submitting information to the FACT office, the accreditation portal has been developed to only display the ‘Signature’ button when the application is complete.    

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When all the status indicators appear as 'Complete' and/or 'RFI Complete' the application is ready to be signed. SignatureRequired2.jpg

Individuals required to sign the application will select the ‘Signature Required’ button to type their name in the appropriate text box and save.

It is important to remember that the director of the organization can only sign the application after all other required signatures have been completed. Once the director signs the application, the system is locked to ensure than no additional edits are made to the application. The application can then be submitted to the FACT Office by selecting the ‘Submit’ button.

The ‘Signatures’ tab in the compliance application will indicate the individuals that have signed the application and the ones that still need to submit their signatures.
If you are the contact person in charge of reminding individuals to sign the application, use the ‘Send Email’ button. This button will send an email to the individuals required to sign the application containing a link to the application and a request for signature.
If you have any questions or feedback regarding FACTWeb, please contact your FACT accreditation coordinator or email askfact@unmc.edu

 

 

 

 

 

 

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