DRUG TESTING DATABASE USERS’ GUIDE
The GMS Database is designed for use by authorized State employer’s representatives. It is a secure site available to those who have been given access by the GMS Substance Abuse Testing Program Administrator. At this site, drug testing coordinators and staff will be able to view test results of their applicants and employees, access random sampling data, and run a variety of reports. Test results will be updated every three hours, to provide timely knowledge of results for customer agencies, authorities and other State entities that take part in the GMS testing program. The information to which you have access depends on your role, and will be listed on the left side of the page under “Reports”.
Definitions: Company – Agency, authority, community Service Board or University with a state Department Code. Site – Programs such as Public Health Districts and Board of Health Community Operated Programs that operate as individual entities but are part of a larger “company”.
Location – Facilities that are units of a “company”. (Ex. Reedsville Prison is a Department of Corrections facility; Athens Tech is a DTAE facility.)
Roles: There are six roles within the system with three different permission levels: Roles Company Manager Site Manager Company Backup Site Backup Location Manager and Location Backup Permissions: View MRO Results. Access drug test result data for applicants and employees of your company/site/location. Negative test result data will be available for three Permissions View Company results & random selection, and run reports. View Site results & random selection, and run reports. View Company results and run reports. View Site results and run reports. View Location results and run reports.
months; positive test result data and refusal result data will be available for two years. Results can be “searched” by a variety of fields including account number, social security number, Custody and Control Form number, last name, test result, reason for test, etc. Run Reports. Select parameters and/or data fields View Random Selection List. Company managers and site managers will be notified by email when each month’s random selection has been made. They will be able to access their list on the website, print a copy or copy it to Excel and then break up and distribute sections to “locations” as needed. MRO Results Test results will be updated in the database every three (3) hours. Results will be uploaded to PeopleSoft once a day. Everyone with access to the database will be able to view the verified test results for their particular applicants and employees. Non-positive results (negative, cancelled, lab reject) will remain in the database for 90 days; positive results (positive, non-contact positive, refusal, adulterated, substituted) will remain for 2 years. Company Managers and Backups, and Site Managers and Backups can view all of their “company/site” results; Location Managers and Backups can view all of their facility’s results. Click on MRO Results. Drop down boxes on this page allow you to access specific data by location, account number, results, reason for test, date, date range, SSN, and/or Custody & Control Form number (CCF) Company Location: Company Managers, Company Backups, Site Managers and Site backups can view all results or choose one location from the drop down list. Location Managers and Location Backups can view only their location’s results. Related Accounts: View results in all company/site or location accounts, or choose one account. Results: View all results or choose only negative, positive, etc. from the drop down box. Reason: View all results or choose one category – pre-employment, random, etc. Date Range: Your choices are 30, 60, or 90 days. (For older results, use “Search by date range”.) Search by date range: Type in the dates Search for SSN: Type in the number Search for CCF: Type in the number By default, records are sorted by either Reporting Date or Collection Date. You may resort the list by clicking on any column heading that has a yellow background. Clicking on the person’s name will take you to a printable report. Click on Print Preview then Print. You can also find the person’s test history on this page.
Random Selection List Only Company and Site Managers have access to this report. On this page, you can look at both current and past random selection lists for your company/site for any or all of the random testing pools. By default, the records are sorted by Collection Date. You can sort by Department ID, Name or Random Pool by clicking on that column heading. Run Date: Shows the last date the random selection was run. The drop down box has dates of previous random selections Random Pools: Drop down box lists random pools To Save in Excel, check Excel Worksheet and click Print. When data appears, go to File – Save As. Choose the location in “Save in”. Type in File name and change Save as Type to Excel. To Print, check Hard Copy and click Print.