CHRIS, Web Work Order, Web Language Translators,
and Web Pager List

The Communications Human Resource Information System (CHRIS) was developed by Communications staff at Shands to replace several older HIS functions and improve our ability to contact personnel. This system will improve the information available and add new features to existing systems. There are a large number of uses for the system since we designed it to be flexible and many features will be added in the near future. CHRIS is a Web based system with a number of functions. The functions currently included are:
Some functions in the planning stages are: CHRIS uses your last name and the last 5 digits of your SSN for initial login.

Once you are in CHRIS you can create a CHRIS password to provide additional security. Changes in CHRIS are tracked for your security.

CHRIS uses sessions to track logins and provide security. If you sit at one screen too long your session may expire and require you to log back in. You may also have some problems using RELOAD and the BACK buttons. Generally you should continue through the screens in the order presented at a relatively quick pace.

This system is accessible from the Shands/UF network only, frequently known as the intranet. If you try to access this system from an outside network or ISP (like AOL, Prodigy, etc.) you will be denied access.

Initially in CHRIS you will be required to complete the interview form. This interview form is a variable number of pages, but is quick and easy to complete and should take less than 5 minutes.

Once you have completed the CHRIS interview form you can put in a Facilities Operations Work Order. The "new" work order system is very similar to the SMS/HIS system it replaces to make the transition easy for the users. The work order has only three screens that must be completed, five if you count the login and menu screen. This is a reduction of more than 10 screens! Staff will no longer need to get HIS/SMS access to submit Work Orders.

If you have questions about Work Orders please contact Facilities Operations Dispatch at 352-265-0059 for Shands UF, or your Facilities Operations department (I will get a list of the phone numbers for each facility and place it here).

If you have questions about Language Translators please contact Beth Smith.

Questions about pager numbers should be sent to Cindy Barry.

General questions regarding the CHRIS system should be sent to Claudia Cloutier or Scott Preston.

CHRIS Individual Screen Help

CHRIS Login



 Employer
Select your employer using the radio buttons. Current choices are:
Shands,
Shands @ UF,
Shands @ Jacksonville,
Health Science Center (same as Univ of FL),
Univ of FL,
HSC Jax Physicians,
UFJP,
Other,
Not sure

OTHER is for temporary employees and employees of other organizations that need access to the system. If you need access and are "other," please contact Faciltiy Operations Dispatch during business hours at 352-265-0059.

Enter your complete last name as it appears on your paycheck, including hyphens.

Last five digits SSN
Initially you need to type in the last FIVE digits of your SSN. Once you have logged on CHRIS you can, optionally, establish your own CHRIS password. This password will not change and it will be your responsibility to remember it.

CHRIS password

This field is for people that have added a special CHRIS password to protect their information. If you have created a CHRIS password enter it here, and your last name above, to enter CHRIS.
If you created a CHRIS password and have forgotten it, you can:

CHRIS Options

 HR options
Certain people may have an additional choice on this screen. If you have this option and do not know how to use it contact HR records.

CHRIS interview
CHRIS interview is the easiest way to view all of your CHRIS information and update all of the information. It is a quick process and should take just a couple minutes.

You must complete the interview form once before you can enter a work order. The contact information from CHRIS will automatically fill in the work order contact information.

Work Order
Work order is the choice for requesting maintenance by Shands Facility Operations. This choice is valid for all Shands, including off-sites, and Health Science center people in "Shands" spaces. This is the replacement for the SMS/HIS Engineering Work Request screen. Also, if you previously called 352-265-0059 to place a request this is the correct choice.

Health Science Center employees may also request maintenance from PPD using the UF PPD Work request (possibly).

CHRIS Department Information

 Dept. Phone
Enter your MAIN department phone that is usually answered by a person in the following format:

AreaCode/NNN-XXXX.    example: 352/265-0056

Note: Shands UF exchange has changed from 395-xxxx to 265-xxxx. Your phone number may have already been changed for you. Please do not change it back to 395.


 Your extension
This field is for your extension, not your department phone number above. This number is 5 digits or less depending on your location. Please include only your extension in this field and not the outside access number (like 265-0680). The format should be something like the following:

4-1234 (Shands example)
1111 (AGH/Vista example)
111 (Bradford example)



 D-Term name display

This is an option on our new phone switches that allows you to have a name displayed when you call another party. This option is currently being used at Shands UF, but may be enabled in the future.

Most people would put their name in this field. Notable exceptions are departmental phones that are used by multiple people. In this case you would put the department name here, like
"Information Services."

Every Monday, this information is uploaded to the phone system.

Your FAX number
Enter your preferred Fax number in the following format:

AreaCode/NNN-XXXX.    example: 352/265-1234

Note: Our exchange has changed from 395-xxxx to 265-xxxx. Please use 265 for Shands UF phone numbers.



 Office location
This is your primary office location and will be used for Work Orders. You should enter your primary location as much as possible. If you do not have an office you can leave room/cubicle and, possibly, floor blank but select a building.

Building
This is a pull down building pick list. It is populated, mostly, with building designations selected by Shands Facility Development. If you do not have an appropriate building you may enter your main administrative office building. Health Science Center people may need to choose OTHER if your location does not exist. For more information on buildings and a quick list of the most popular ones click here.

Floor
Please choose the appropriate floor for your primary location. If you work on two floors select the one you work on most frequently or would most like submit a work request from. If you do not have an appropriate floor you may enter your main administrative office floor.

Room/Cubicle
Please type in your room number in a standard format. This should be your primary location in the building selected above and the floor you have selected. If you do not have a primary location you can leave this blank or enter your main administrative office room number.

Office Box/Mailing address
Please enter your office box number or mailing address. This is frequently your main administrative office mail address, like:

BOX 100366

For Shands employees this will be sent to HR as your internal mail address.

CHRIS Pager Number/E-mail/Supervisor/Disaster

 Pager Dept. Code
Select the department code closest to your field.
Primary pager
Your primary pager number is the primary pager used by you.
You can select whether your pager is numeric, alphanumeric, voice, interactive, or unknown format. The format is not to change your pager service or type, but to let others know which format your pager accepts.

For 4 digit VA pagers please use the format VAxxxx so they are not confused with Shands 4 digit pagers; all others, just enter numbers in to the field.

You may also specify who may be able to view your pager number using the choices:

Secondary pager
Your secondary pager number is an alternative pager used by you. This is frequently a pager you carry at different times, share with other staff, or instead of your primary.
If your pager requires a PIN number after dialing the main number enter it here.
You can select whether your pager is numeric, alphanumeric, voice, interactive, or unknown format. The format is not to change your pager service or type, but to let others know which format your pager accepts.

For 4 digit VA pagers please use the format VAxxxx so they are not confused with Shands 4 digit pagers; all others, just enter numbers in to the field.

You may also specify who may be able to view your pager number using the choices:

E-mail address
This is your preferred e-mail address at work. We will use this e-mail address to contact you automatically and for others looking for your current e-mail address.

Gatorlink ID
If you have a Gatorlink account please enter your ID here. UF and Health Science Center staff should generally all have Gatorlink IDs. In fact, there is a theory that all of them have one. Shands staff will, in theory, get Gatorlink IDs at some time in the future. Once we have related the Gatorlink IDs to your information in CHRIS we may allow you to use this ID and password for access to CHRIS. If you do not ALREADY have a Gatorlink ID please leave this blank, you cannot request them here or make up an address at this time.

Supervisor's last name
Type in the last name of your supervisor. On the next screen we will have a pick list for you to select your supervisor. This information will be used to identify your supervisor for your staff records and will probably be used in the future for Fire-safety in-service notices and other business contacts.

Disaster call list - last name of the person that should call you
Type in the last name of the person that would contact you if the hospital activated its disaster plan. This information should be available from your department's administrative staff. If you do not know this please continue and come back to the interview again later to add this information. On the next screen we will have a pick list for you to select your disaster contactor. This information will be used, hopefully, to build and maintain disaster call lists more easily.

CHRIS Supervisor Name/Translator Query

 Supervisor
Your supervisor should be on this list based on the last name you entered on the previous screen. Select your supervisor off this list. If your supervisor does not exist on the list make sure it is not due to a typographical error on your part or a hyphen in your supervisor's name.

Disaster Contact
The person that contacts you in a disaster should be on this list based on the last name you entered on the previous screen. Select your contact off this list. If your contact does not exist on the list make sure it is not due to a typographical error on your part or a hyphen in your the name.

Are you a Language Translator
If you can translate a foreign language select YES on this option. This will take you to a screen that will ask you for the language(s) and your proficiency.

CHRIS Supervisor Name/Translator Query

Supervisor Name/Translator Query
This is the screen you will see if you are already listed as a language translator
 Supervisor
Your supervisor should be on this list based on the last name you entered on the previous screen. Select your supervisor off this list. If your supervisor does not exist on the list make sure it is not due to a typographical error on your part or a hyphen in your supervisor's name.

Disaster Contact
The person that contacts you in a disaster should be on this list based on the last name you entered on the previous screen. Select your contact off this list. If your contact does not exist on the list make sure it is not due to a typographical error on your part or a hyphen in your the name.

Languages
You can be listed to translate more than one language. On this screen you can add, delete, or modify language listings.

CHRIS Languages Translated

Languages Translated
 Please select a language that you translate
Select the language you translate from this list. If the language you translate is not listed please contact Scott Preston to have it added.

Proficiency
Proficiency is based on your skill with the language selected. Choices for proficiency are:


 Update
The Update selection allows you to change entries or delete them entirely.

CHRIS Home Information


This is your home address. If you are a Shands employee this information will be sent to Shands Human Resources to update your personnel records. Even if listed as private in CHRIS and your information may be subject to some disclosure by Human Resources. For information about Human Resources use of this information please contact them. We may add a "secure" home address screen in the future for use in the Communications Center and Disaster Call.

Home Address

  Street Address
 Enter your home street address.
 City
 Enter your City.
 State
 Enter the digit abbreviation for your State. For most of us this should be FL.
 Zip
 Enter your Zip.

Home address note:

Please note the caveat above about this address information and its use by Human Resources.

Home address is:



Are you interested in carpooling?
This is just a quick survey question. This is a work in progress and this information will not be distributed. If this information is used in the future it would be based on zip code alone, so possible matches would include only your zip code. The overall count or percentage of people interested in carpooling may be distributed without identifying information.

Home phone number
Enter your home phone number in the following format:

AreaCode/NNN-XXXX.    example: 352/265-0056


 Home phone note:
Please note the caveat above about this address information and its use by Human Resources.

Home phone is:




Emergency Contact:
Enter the last name of the person we should contact in case of an emergency. On the next screen you will either select them as a CHRIS person or type in the contact information. If the person is in CHRIS then their contact information should be maintained by them in CHRIS.

This should be an effective replacement for the emergency contact information you probably provided when you were hired and is most likely out-of-date.

CHRIS Emergency Contact Info



This is the person we should contact in case of an emergency. Either select a person that is already in CHRIS from the pick list or fill out the contact information in the fields provided.

If you choose a person in CHRIS from the pulldown menu it WILL erase everything in the bottom part of the window. The bottom part will not be filled in if you selected a person in CHRIS as your contact.

Contact information you provide will be considered confidential and not given out by the Communications staff.

CHRIS Misc Information



 Cell phone

This is a cell phone number.

You may also specify who may be able to view your cell number using the choices:


Nextel Direct Connect Number
This is only on Nextel Cell phones. It may also be called:

Campus phone

Some people work here and at campus, especially students and professors. This is an alternate phone number for them when they are not at their primary phone numbers.

You may also specify who may be able to view your campus number using the choices:

Other phone

This is yet another phone number. Use this for any other phone number you like, possibly an alternate home phone?

You may also specify who may be able to view your other phone number using the choices:

Challenge Questions and Answers

This option allows you to create two questions and answers that can be used to verify your identity for password change requests.

If you use this option your password cannot be changed without providing the appropriate answers. If you do not remember the answers then you will have to visit with someone that can verify your identity.



 Would you like to change your CHRIS password?

This option allows you to change your personal CHRIS password.

CHRIS Password Update/Create



 Type in your new CHRIS password
Type in a new password to use for accessing CHRIS. This password should be something you can remember and at least 5 characters long. Passwords are NOT case sensitive.
Please avoid easy passwords like your last name, remember it is your information you are protecting!

CHRIS Password Confirmation



 Type in your new CHRIS password
Confirm your password by typing it in again here. If this matches your CHRIS password will be changed.

CHRIS Closing Screen



 Closing Screen
You have completed the interview form. Thank you for being so diligent.
You may select the CHRIS menu option to return to CHRIS and perform other functions.

CHRIS Information Screen



CHRIS Information Screen
This screen shows a great deal of your CHRIS information. There are options listed on the left side to jump directly to change some of the options. This screen is not currently available but will be available in the near future. Cost Center

Shands HealthCare
Facilities Operations Work Request
screen 1 of 3



 Work order type

Please choose the type of work order you would like to input. Normally this system is for Facilities work orders but can be used to request Shands UF Clinical Engineering assistance. Shands UF Clinical Engineering normally takes request directly via phone at 265-0088.

Username
This is the name you used to login. This cannot be changed, but it is not the work requestor.

Phone
This is your phone number and cannot be changed.

Cost center
This is the cost center for the work to be performed. If you work in Facility Operations this should be the CUSTOMER'S cost center, not yours. This field can be changed, but defaults to the cost center of the person logged on CHRIS.

Department
The department of the requestor. This field can be changed, but defaults to the department of the person logged on CHRIS.

Person requesting work
The person actually requesting the work, not necessarily the person putting the work order in the system. This field can be changed, but defaults to the person logged on CHRIS.

Contact phone number
This is the contact phone number for the person requesting work. This field can be changed, but defaults to the extension (if available) or department phone of the person logged on CHRIS.

Contact pager number
This is the contact pager number for the person requesting work. This field can be changed, but defaults to the primary pager of the person logged on CHRIS.

Contact e-mail address
This is the e-mail address for the person requesting work. This field can be changed, but defaults to the e-mail address of the person logged on CHRIS.

Location Section


 Building
This is the building for the work order. Buildings are organized by sites and assigned numbers within each site. This is done, primarily, by Shands Facility Development.

Popular building codes are:

Please choose your building carefully. It is your default building for work orders and will greatly decrease your service if you select in-correctly. The default building is your building listed in CHRIS.

Floor
This is the floor on which the work needs to be performed. The default is your floor from CHRIS.

Room
This is the room number for the work order. There is no default since you may not need the work done in your office, but this field must be completed.

Problem Category and Device Section


 Problem Category
Please select an overall category for the problem you need resolved. This will create a list of more specific problems on the next screen.

Tag Number - not required
This is the location for the equipment tag number. You may put either a Facility Operations Equipment tag number or a Clinical Engineering Sigma number in this field. Please do not put property tag numbers in this field. A Facility Operations equipment tag looks like this:
Facility Operations Equipment Tag
In this example you would type ICEMAC009 to have this device repaired.

Equipment/Device
This is a generic field for you to describe the basic equipment or device you are having problems with. For example, if your ice machine was not working you would type "ICE MACHINE" in this field. If you had the Facility Operations Tag number you would put that in the previous field.

Shands HealthCare
Facilities Operations Work Request
screen 2 of 3



 Top section
The top section of this screen is everything from the previous screen. Your problem choice on this screen is limited to items in the problem category you selected on the previous screen. You cannot change anything above the Problem field on this screen. If you need to change some of this top information you can use the back button to return to Work Order screen 1.

Problem
Select your problem code from this list. If you are in the correct category but your specific problem is not list select the last item on the list, "Other."

Depending on your problem selection you may be required to fill out the "Additional Problem Info" field. You will be notified when you try to submit a work order that requires Additional Problem Info if you have not completed this field.

Additional Problem Info
This is a free form field, 70 characters, for you to add some pertinent information to your problem request.

Priority
Select the priority for this work order. How to determine which priority is appropriate is defined in the Policy Manual for Shands UF. Other sites probably use similar language. Briefly, Emergency is for major problems which effect patient care directly or items that could be hazardous or detrimental if not taken care immediately. Urgent is generally defined as conditions that are likely to become Emergency if not taken care of in the near future. (Direct quotes from the policy will be listed here later, check back).

Repeat Work Order?
If this is the second (or higher) work order submitted for a recurring problem YES here. You should also select YES if this problem was worked on recently and has recurred. You should not select YES if you had this problem 12 months ago and are having similar problems now. If you had this problem 12 months ago and the problem has never been resolved, despite several work requests, YES is the obvious choice here. Please put a previous work order number, if available, in the other information box.

Other Information or comments - NOT REQUIRED
This is a free form text field where you can comment about your request, tell us other details you deem important, or whatever. This is a new field and we are curious what people will put in this field. Even with this new freedom you are limited to 225 characters total.

Trade - NOT REQUIRED
This field allows the person requesting work to direct their request to a certain trade. In practice you should probably leave this choice up to Facilities Operations since this can be more complicated than it seems.

Here are some guidelines on selecting trades: An example is probably in order:

As you can see that is quite a few choices for the people not in the know. It is best if you don't know to leave it blank so an incorrect choice does not delay your service.



 Submit Work Order
Pressing this button will verify that all fields are completed according to the rules AND submit the work order to Facilities Operations. After pressing this button you cannot go back and make changes unless you receive an error message.

Shands HealthCare
Facilities Operations Work Request
screen 3 of 3



 Top section
The top section of this screen shows your request as stated on the previous screens.

This is your record of your request. You cannot use the BACK button or REFRESH button on this screen, this work order has been completed and the only options are the selections at the bottom of the screen.

Date/Time
This is the date and time your request was submitted.

Work Order number
This is the work order number assigned to your request. This can be used on our web based work order search engine to review your work order in the future.

Select this link to return to the first work order screen and submit another work order.


 Back to CHRIS menu
Select this link to return to the main CHRIS menu.

Shands HealthCare
Physician's Guide Help Information

General Information

Changes you make to your entry on this site will not be posted immediately. Once new information is entered, it is sent to the Shands HealthCare Consultation Center where it is filtered then posted live. If you have specific questions about this form or its purpose please contact our office at (352) 265-7999 or toll free at 1-800-633-2122.

If you do not have a color photo on the web and would like to schedule a photo sitting through BMS (Biomedical Media Services), please contact our office to discuss making photo arrangements. If you do have a color photo you would like attached to your web site listing, please contact us so that we may have it scanned and posted. For more details, please contact our office at the above number and request to speak with Sheila Shade or David Hollis concerning these issues.

Most fields will allow up to 250 characters. The degree field is limited to 150 characters. The suffix and clinical fields are by selection of options only. If your suffix or clinic is not listed in the options given, please contact our office to have a new choice added to the list. The text you enter will automatically wrap and no hard returns are necessary.

Suffix

Here you will find a drop down menu that offers various suffixes. Select your suffix. If you have more than one suffix, select the one that applies to your clinical practice or the most appropriate.

Primary Clinic Code

This is the code assigned to the clinic where you primarily see patients. If you see patients in more than one clinic, list the clinic with which you see patients most. There is a drop down menu in this field; simply click on your associated clinic. If you do not see patients, then enter “none” in this field.

Secondary Clinic Code

This will show if you see patients at more than one clinical location. If you do not see patients or see patients at only one location, select “none” in this field.

Specialty

This is your primary specialty. If you have a sub-specialty you will select the primary specialty in this field and reserve your sub-specialty for the next field. If you have dual appointments this is the specialty you are most associated with in patient care. Example: Endocrinology = Internal Medicine is Specialty; Endocrinology (Diabetes) is Sub-Specialty.

Alt-Specialty

This is your alternate specialty listing. Here you will indicate if you have a specialty beyond the department that you are generally listed under.
Example: Urology = Surgery General is Specialty; Urology is the Sub-Specialty

Titles

This is your title. The title will include professor type, college association, department and division (where applicable).
Example: Professor, UF College of Medicine, Department of Otolaryngology - Head and Neck Surgery

Degrees

This area will list your primary medical degree and the year of completion. The degree should be listed by the name of the school from which you received the degree and the year it was received. You may also want to include the city and state where this facility is located.
Example: University of Miami, 1965.

Residency

This area will list where you did your residency. This should be listed as department and name of the facility where residency was served. There may be more than one residency, in which case you should list the first residency followed by the second chronologically.
Example: Otolaryngology, Barnes Hospital, Washington University.

Fellowship

This will list where you served a fellowship. Not all physicians have a fellowship listing, in which case there will be not information in this field on the website.
Example: Research Fellowship, Barnes Hospital, Washington University.

Certifications

This will show what year and in what specialty you were board certified. You may have one than one board certification in which you would list both. This should be listed by specialty followed by year.
Example: Otolaryngology, 1971.

Clinical interests

This area will show where your clinical interest lie. This is also the field used to perform the word search on the physician's guide. Therefore words or a series of words entered here could be used to search for information about you.
Example: Head and neck physician and surgeon specializing in head and neck cancer, and swallowing disorders.

Shands Driver Information

Shands Driver Information
This information is being collected for insurance purposes for Legal Services

If you have any questions, comments, or concerns about this information please contact Legal Services at 265-8051.

More information may be available in the Shands Driving Policy CP 1.51.

Information Services Work Request - Magic

Magic requests
This is used to place a work request for Shands Information Services (NOT Facility Operations). You can submit a non-urgent request using this form for yourself. Please complete all the requested information and describe your problem in as much detail as is practical and necessary. If your contact information is wrong you should consider fixing it in an interview from the main CHRIS menu.


If you get a red message on the second screen like:

"MAGIC has refused to create a ticket for this request, please call 265-0526"

and a Magic ticket number of 0 or -1 then something is not working well. You can either try to submit this later or call and place your ticket.

Other stuff



 Intranet
Intranet is a term frequently used by computer people that has certain connotations that are "assumed" to be true. I am going to define what we mean by "intranet" and this might be related to other definitions.

The intranet is definitely intended to be vastly smaller than the internet. Shands UF and our Enterprise are connected to the internet through the University of Florida. The University of Florida is connected to THE internet multiple ways. If every connection to THE internet, and other non-local institutions like Florida State University, from the University of Florida was severed we would be left with the INTRANET.

On a more technical level, the intranet can be defined by groups of IP address something like the following:

10.4.x.x
10.227.x.x
128.227.x.x
159.178.x.x

If the IP address of the machine you are on has numbers like those listed above you would be considered as on our intranet.