36C26320Q0692_1.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice V23 Consult Tracking Manager Plus Perpetual License 52241 36C26320Q0692 08-24-2020 17:00

CENTRAL TIME, CHICAGO, USA

N 541519 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

See attached document: 36C26320Q0692.

STATEMENT OF WORK (SOW)

Consult Tracking Manager Plus (CTM+) – Perpetual License for VISN 23

Contract Number:

Follow-on to Contract and Task Order Number:

1) Contracting Officer’s Representative (COR)

Omaha, NE 68105

2) Contract Title:

Consult Tracking Manager Plus (CTM+) - Perpetual License

3) Scope:

The Contractor shall provide CTM+ software installation / deployment at all eight healthcare systems with initial training for the following nine V23 sites: Nebraska-Western Iowa, Central Iowa, Iowa City, Minneapolis, St. Cloud, Fargo, Black Hills (training @ Ft Meade & Hot Springs separately) and Sioux Falls.

Contractor will provide maintenance & support subscription to fix bugs, install minor release upgrades and telephone support as needed when problems occur with the software for all eight healthcare systems.

Four option years will include the CTM+ Perpetual License, the annual software subscription for maintenance and support for all eight healthcare systems and refresher training for nine sites annually.

4) Background:

Consult management is a complicated task that has great impact on care delivery to our Veterans. Ensuring Veterans are scheduled, and care is coordinated for consults entered within the V23 clinical facility or out in the community is a monumental job. Variations in methods of managing consults and workload are found everywhere.

Management and tracking of open consults, in addition to, performing all actions necessary to coordinate the care delivery is complex and time consuming. Our electronic, paper based, and non-integrated systems and solutions are not adequate to fill the need to efficiently and most importantly accurately coordinate consult management activities. Business as usual today often requires teams to perform double entry of data, work from many separate systems and duplicative work efforts. Significant efforts are made to manipulate existing reports into actionable tasks for staff.

Our manual workflows are inefficient and put providers and care coordinators at risk for Veterans waiting longer than necessary to get scheduled appointments for the services they are referred for both in-house and in the community. Time spent on the laborious tracking methods used today could be more time spent actively engaging with Veterans thus improving outcomes and Veteran satisfaction. As activities occur on consults throughout the day (comments, contact attempts, addition of SEOC, status changes, etc.) reports quickly become inaccurate causing additional touches to consult that may have already been actioned on. Existing reports require additional software/windows open on the user’s computer reducing efficiency and subject to error. Existing reports/methods lack clarity on next action needed for consults.

A well-developed consult management program should include the ability to see at a glance when the consult was created, the status, and view comments made by all involved staff on one screen without having to manipulate through several different programs. Doing so not only risks Veterans falling through the cracks due to complicated follow up but places an unnecessary burden on staff which impacts performance, employee satisfaction and morale.

5) Required Capabilities:

V23 requires a clinical decision support tool (DST) used for real-time surveillance, alerting, documentation and reporting that is already approved for use within the VA Network.

Must interface with existing VA VistA/CPRS systems providing real-time data. As actions occur throughout the day, they are reflected within the tool immediately.

Consult Tracking Manager Plus (CTM+) is a web-based software solution that provides an instant, up-to-date dashboard view of the status of all patient consults in a clinical environment. This software application shows all actions required by a user`s role, and when a task is complete, it automatically moves through a queue and displays on the next person`s task list as an open item.

Software maintenance & support; Unlimited licenses to all sites within V23 for Base Year and 4 Option Years.

Provides write-back functionality to CPRS allowing staff to take actions on consults while reducing the number of programs/windows open on their computer desktop. Including:

a. Documenting eligibility

b. Documenting contact attempts

c. Capturing Veteran preferences.

d. Scheduling of appointments

e. Any action/documentation available in the consult toolbox

f. Instant “dashboard” view of the status of all consults

g. Capable of multiple queries across a variety of medical departments, providing views and status of all clinical consults defined by location, service line and other parameters.

h. Unique to each clinical service delivery department allowing for a department/service view of consult information in real time

i. Computer “web based” solution to eliminate paper forms

j. Optimized for access on mobile devices and/or computers on wheels.

k. Not limited to management/reporting of Community Care consults but can be used facility wide for consult management.

l. Provides functionality for managing and tracking RTC orders

m. Provides functionality for patient results letters

n. Addressing consults beyond the scheduled status (i.e. requesting records/completing consults)

Product must have HL-7 communication interfaces with the VA VISTA system and Computer Patient Record System (CPRS) that are already approved by VA OI&T (development or “new” interfaces are not acceptable).

a. The product must be listed as authorized for use on VA computer and network systems as identified in the Technical Reference Model (TRM) Technology/Standard List – startup, new development and or products currently under review WILL NOT be considered.

b. Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards.

The most important service that V23 will receive from using CTM+ is patient safety and quality of care both enhanced through clinicians receiving the right information at the right time about the right patient so that they can make better and more-timely decisions, improving not only outcomes, but the experience for the patients and their families as well as the clinicians. More meaningful, timely and considered documentation improves communication between providers.

CTM+ delivers actionable patient information and medical knowledge into the workflow of clinicians at the point of care. This enables caregivers to intervene faster, reduce length of stay, and efficiently provide better, safer care. Better decisions alter the healthcare experience and outcome for each patient, while reducing costs.

VHA expressed interest in enhancing its ability to monitor/track consults and other events within facilities. Open consults are a major issue for all Veteran patients and VA healthcare providers, CTM+ will provide tools to accomplish this objective.

DSS Support Services provides product support directly to the customer for most issues, whether user or server related. Support Services will:

· Work directly with users to address their issues with the CTM+ Product. Respond to issues reported to them in accordance with this document within the response times defined in this document.

· Help VHA Office of Information and Technology (OI&T) and/or Biomed staff configure setup of necessary licensed DSS Products to meet VHA’s and/or end-users needs.

· Advise VHA OI&T and/or Biomed staff as a Subject Matter Expert (SME) as it relates to licensed DSS Products and their configuration in internal meetings, new installations of licensed DSS Products, and end-user activities.

· Help VHA OI&T and/or Biomed staff on issues involving licensed DSS product infrastructure requirements, including hardware, bandwidth, and best practices.

· Keep the Veterans Administration Medical Center (VAMC) Points of Contact (POC) aware of issues that may impact their usage of licensed DSS products.

Make reports by request available to VHA OI&T and/or BioMed staff, including:

· Summary of tickets opened for licensed DSS products for the last 30 or 7 days.

· Summary of tickets currently open and those closed in the past 7 days for licensed DSS products.

· Summary of known issues impacting the site along with their status and expected release date and workaround if available.

6) Performance Monitoring:

The Contractor shall provide the specific deliverables described below within each performance period:

a. Beginning of the Contract Year – Create a Delivery Schedule:

If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO and COR, including a firm commitment of when the work shall be completed. This notice shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

b. Monthly Progress Reports:

Once the Veterans’ Health Administration (VHA) has purchased a license for the Document Storage Systems (DSS) product Consult Tracking Manager Plus, this product requires an annual maintenance support services package. This maintenance agreement is for bug fixes, install minor release upgrades as well as standard support services.

The progress report will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.

· During the Base Year of the contract and implementation of the program, this will include installation and training dates for each site as they all ‘Go-Live’.

· For every Option Year of the contract thereafter, this will include annual refresher training for each site.

· This monthly progress report is due to the COR by the second workday following the end of each calendar month.

7) Security Requirements:

The applications, supplies, and services furnished under this SOW must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp and more specifically the Technical Reference Model (One-VA TRM) in force at the time of issuance of each SOW. VA reserves the right to assess SOW deliverables for EA compliance prior to acceptance.

The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor’s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the

VA project manager and the VBA Headquarters Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

The Veterans Affair Acquisition Regulation (VAAR) security clause (cited below) must be included in all contracts:

7.1 Information Technology and Security Requirements

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

7.2 Contractor shall comply with all applicable requirements as outlined in VA Handbook 6500.6 “Contract Security” (See Attachment). The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

7.3 The contractor shall have a written Security Plan to assure that the requirements of the contract are met as specified herein. The plan shall be for the physical facility at the contractor’s place of business, as well as for the remote transcriptionists’ locations. It shall address security issues, including identifying the security system employed to maintain patient confidentiality, and identifying the virus protection to be used.

7.4 In addition, the following policies and laws are applicable to all services to be provided under this contract:

· Computer Security Act of 1987, PL 100-235

· Privacy Act of 1974, 5 U.S.C. 552a

· Healthcare Insurance Portability and Accountability Act of 1996 (HIPPA)

· Fraud and Related Activity in Connection with Access Devices and Computers, 18 U.S.C. 1029-1030

· Electronic Communications Privacy Act of 1986, PL 99-508

· Title 38, U.S.C. 5701, VA Claims Confidentiality Statute

· Title 38, U.S.C. 5705, Confidentiality of Healthcare Quality Assurance Records

· Title 38, U.S.C. 7332, Confidentiality of Certain Medical Records

· Title 44, U.S.C 3542, Federal Information Security Management Act of 2002

7.5 Contractor shall notify the local facility ISO and/or Privacy Officer and COR upon detection of any actual or suspected compromise of security. The local facility ISO and COR shall be notified of any employee who has been issued an Access Code and Verify Code to the VISTA. System who will no longer be performing transcription services for the Medical Center, so that their computer system access can be terminated. This notification should occur prior to the contractor’s employee’s departure date or at the same time of departure. Any individual making unauthorized disclosure may be held criminally liable for violations under the Act. (See FAR 52.224-1 and 52.224-02).

7.6 Remote access requirements: The Contractor shall have remote access to VA computer systems or network in the performance of the contract. VA has stringent policies and procedures covering remote access, therefore the following responsibilities are outlined below:

7.6.1 All remote connections to the VA network must be through the Office of Cyber and Information Security (OCIS) authorized configurations and access points. All remote access to VA systems that contain sensitive information must be done through the One-VA Virtual Private Network (VPN). After contract award and prior to VA granting access, the contractor shall be required to complete all security requirements.

7.6.2 The VA will provide secure and reliable remote access to systems, applications, and information on the VA network to the Contractor.

7.6.3 All contractor personnel requesting remote access shall sign a One-VA VPN Rules of Behavior. The Contractor shall be responsible to ensure contractor personnel follow the terms of the agreement.

7.6.4 VA will provide VPN software, host based personal firewall, and anti-virus software to the Contractor for necessary staff as determined by COR and contractor (normally project manager and alternate, conducting uploading and verification functions).

7.6.5 The Contractor shall install VA provided VPN software, host-based personnel firewall, and anti-virus protection software on all contractor computer systems that will connect to the VA network or computer systems.

7.6.6 The Contractor shall adhere to the remote access requirements, and ensure that systems are properly configured, and appropriate security mechanism and monitoring devices are up to date with best practices and technical standards.

7.7 Contractor Hardware and Software Maintenance: Hardware and software that processes, stores or transmits VA sensitive information used in performance of this contract must be installed, configured and maintained to protect the availability, confidentiality and integrity of VA sensitive information.

7.7.1 Contractor operating systems, application software and virus protection must be installed, configured and maintained at the current release and security patches.

7.7.2 The Contractor must notify the individual VA facility when changes are made to VA hardware and software. With the exception of emergency changes, the facility ISO must approve all changes to computer or network systems in advance.

7.7.3 Contract personnel must physically sign a VA Rules of Behavior before access is granted to VA information systems. In addition, each individual shall be required to re-sign an electronic version of the VA Rules of Behavior on an annual basis. A physical or electronic signature indicates the individual shall comply with VA information security policies and procedures.

7.8 The Contractor shall provide a list of all contract personnel working under this contract to the CO and COR within five (5) calendar days after notice of contract award. An updated list shall be provided to the CO and COR annually at renewal of option years and whenever a change in contract personnel occurs.

7.9 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

7.9.1 All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation. If the investigation is not completed prior to the start date of the contract, the contractor shall be responsible for the actions of those individuals they provide to perform work for VA. In addition, a contractor must have the following before access to VA Information Technology resources (network and/or protected data): 1) A favorably adjudicated Special Agreement Check (SAC) or “Closed – No issues” SAC fingerprint results; 2) Training delineated in VA Handbook 6500.6 (Appendix C, Section 9); and 3) Signed “Contractor Rules of Behavior.”

a. Position Sensitivity – The position sensitivity has been designated as Low Risk.

b. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI) – Tier 1.

c. Contractor Responsibilities -

1) The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse VA within 30 days. The estimated cost for a low risk level background check is $231.00 each.

2) The contractor shall submit or have their employees submit the following required forms to the VHA Service Center (VSC) through the CO and COR within 14 days of receipt:

a) VSC Contract Security Services Request Form #1A

b) VSC Contract Security Services Supplemental Request Form #1B (continuation of #1A)

c) VA Form 0710, Authority for Release of Information Form

d) Optional Form 306, Declaration for Federal Employment

e) VSC Self-Certification of Continuous Service

f) VA Handbook 6500.6, Contractor’s Rules of Behavior Along with the forms for access – training must also be completed in TMS:

g) TMS Training - VA 10176, VA Privacy and Information Security Awareness and Rules of Behavior

h) TMS Training - VA 10203, Privacy and HIPAA Training

Here are self-enrollment instructions: Use Instructions for ‘Contractors’ COR Information will be provided on request.

d. Government Responsibilities

1) The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor or to the contractor’s employees after receiving a list of names and addresses.

2) Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

3) The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor shall reimburse the VA facility within 30 days.

a) The VA Office of Security and Law Enforcement will notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from OPM.

b) The Contracting Officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

4) Investigations by other than OPM - If the Contractor does not wish to use OPM to conduct the investigation, the following procedures shall be used.

a) Upon agreement The VA Personnel Security office will request the investigation using VA Form 0237, Personnel Security Action Request and Certification.

(i) Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. A Cage Code number must be provided to the Office of Security and Law Enforcement, which will verify the information and advise the Contracting Officer whether access to the computer systems can be authorized.

(ii) Unfavorable Determinations: The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.

(iii) Investigation Forms: The necessary forms will be provided to the Contractor after submission to the VA of the list of names and addresses of employees requiring access to the VA computer system. The Contracting Officer in conjunction with the on-site Information Security Officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

8) Places of Performance:

· Nebraska-Western Iowa VA Medical Center, 4101 Woolworth Ave, Omaha, NE 68105

· Central Iowa VA Medical Center, 3600 30th Street, Des Moines, IA 50310

· Iowa City VA Medical Center, 601 Highway 6 West, Iowa City, IA 52246

· Minneapolis VA Medical Center, One Veterans Drive, Minneapolis, MN 55417

· St. Cloud VA Medical Center, 4801 Veterans Drive, St. Cloud, MN 56303

· Fargo VA Medical Center, 2101 Elm Street N, Fargo, ND 58102

· Black Hills Healthcare System (Install at the one HCS / Training at both Med Ctrs):

· Ft Meade VA Medical Center, 113 Comanche Road, Fort Meade, SD 57741

· Hot Springs VA Medical Center, 500 North Fifth Street, Hot Springs, SD 57747

· Sioux Falls VA Medical Center, 2501 W. 22nd Street, Sioux Falls, SD 57105

9) Periods of Performance:

Base Year: September 1, 2020 – August 31, 2021 Option Year 1: September 1, 2021 – August 31, 2022 Option Year 2: September 1, 2022 – August 31, 2023 Option Year 3: September 1, 2023 – August 31, 2024 Option Year 4: September 1, 2024 – August 31, 2025

10) Delivery Schedule The Contractor shall be available from 8:00am to 4:30pm CST; Monday through Saturday, excluding federal holidays.

Schedule of Roll-Out: Facilities will be rolled-out based on VISN and Facility analysis of need and readiness for product.

image1.emf

TMS - Self Enrollment for Contractors.pdf

Page | 1 August 2018

Mandatory Training for VA Contractor Personnel In order to be granted access to VA resources, you must first complete all of your assigned mandatory training. Required courses are accessed via the VA Talent Management System (TMS).

To access the TMS, you must first create a TMS user profile. Once you have created a user profile, you will see the list of mandatory training and the date(s) by which it must be completed.

In order to access the TMS you must use one of the following browsers:

• Internet Explorer (7.0 to 11.0)

• Mozilla Firefox (3.6.x.x and above)

• Safari on Mac (6.0 and above)

• Google Chrome (23.0.x.x and above)

To ensure that the training courses operate correctly, your system must also have the following software installed and enabled:

• Flash player version 10.0.0 and above

• Adobe Reader 9.0 and above

You will be required to provide specific information about yourself as well as information related to the work you will be doing under this contract. Your contract Project Manager should have provided you with the following information:

1. The VA Location being supported.

2. The VA Contracting Officer’s Representative (COR) First Name, Last Name, Email Address, and Telephone Number.

3. The Name of the Contract.

4. The Contract Number.

5. The Vendor Project Manager

6. If you must complete HIPPA training.

The above information is required in order to create your profile. Make sure that you have it before starting the TMS User Profile creation process.

Step-by-step instructions for creating your TMS profile and then launching and completing the required training follow.

If You Need Assistance If you have any questions about the information to be provided or experience difficulties creating a profile or completing the mandatory training(s), contact the Enterprise Service Desk by going to the yourIT Services website or via phone at 1 (855) 673-4357.

Page | 2 August 2018

A. Create Your TMS Profile

1. From one of the above browsers, access https://www.tms.va.gov/SecureAuth35/

2. Select the CREATE NEW USER button.

Figure 1: VA TMS Login Screen with Arrow pointing to the Create New User Button

3. The first screen requires you to select the overall VA organization that you will be supporting.

Select either the Veterans Health Administration (VHA), Veterans Benefits Administration (VBA), National Cemetery Administration (NCA), Office of Information and Technology (OIT), or the VA Central Office (VACO) radio button.

Figure 2: VA Organization Screen

Then select the NEXT button.

https://www.tms.va.gov/SecureAuth35/

Page | 3 August 2018

4. The next screen requires you to identify your enrollee type. The list of options is tied to the VA Organization.

IF you selected VHA, this is the screen you should see:

Figure 3: VHA Enrollee Types

IF you selected VBA, this is the screen you should see:

Figure 4: VBA Enrollee Types

Page | 4 August 2018

IF you selected NCA, this is the screen you should see:

Figure 5: NCA Enrollee Types

IF you selected OIT or VACO, this is the screen you should see:

Figure 6: VACO and OIT Enrollee Types

If you selected the incorrect organization, select the BACK button to return to the previous screen.

Page | 5 August 2018

5. Select the CONTRACTOR radio button. Then select the NEXT button.

Figure 7: Contractor Radio Button Option

Page | 6 August 2018

6. You must provide information related to MY ACCOUNT and MY JOB. All of the fields marked with an asterisk must be completed.

Note: The Email Address that you enter here will be used as your Username to log into the system. Please ensure that the email address you use is one which you will be able access.

Figure 8: MY ACCOUNT INFORMATION Screen

Page | 7 August 2018

Make sure that your PASSWORD complies with the requirements listed on the screen and that the re-entered password is identical.

Your password must comply with all of the following:

• Length must be 12 to 20 characters

• MUST contain:

Lowercase letters (a through z) Uppercase letters (A though Z) Numerals (0 through 9) Non-alphanumeric characters to include ! @ # $ % ^ & * _ + = ? , . / ‘ [ ]

• Cannot include more than two repeated characters in a row

• Cannot include your User Name

• Cannot include your first or last names

Make sure to read the Privacy Act Notice regarding use of SSNs.

Figure 9: TMS Privacy Act Notice

Page | 8 August 2018

7. After completing the MY ACCOUNT INFORMATION fields, you must complete the MY JOB INFORMATION fields. As indicated earlier, you should have received this information from your Project Manager. If you do not have this information, please reach out to your Project Manager as you will not be able to create your TMS User Profile without it.

Figure 10: MY JOB INFORMATION Screen

8. Once all of the required fields have been completed, select the SUBMIT button.

9. If there were any errors identified after selecting SUBMIT, you must fix those and then select SUBMIT again. Keep making corrections until you succeed.

10. Once any errors have been corrected, you should see the Congratulations screen. At this point you should make note of your TMS Username (which will be the Email Address that you entered).

Figure 11: Congratulations Screen

Page | 9 August 2018

11. After 20 minutes have passed, please return to https://www.tms.va.gov/SecureAuth35/ and enter your Username and click Submit. You will be able to send a one-time Passcode to your Email Address.

Figure 12: TMS 2.0 Login Screen

12. Once your Passcode arrives, enter it using your keyboard, or the on-screen number pad, and click Submit.

Figure 13: Enter Passcode Screen

13. You are now asked to select and provide answers to two security questions. These will be used if you need to reset your TMS password.

https://www.tms.va.gov/SecureAuth35/

Page | 10 August 2018

Figure 14: Set Security Questions Screen

After selecting your questions and entering your answers, select the SAVE button.

At this point, you have now created your TMS User Profile. Now, you must complete all of the mandatory training courses assigned to you.

B. Launch and Complete Mandatory Training Follow these steps to launch and complete all of your assigned training.

1. Your TMS home screen displays. It lists the mandatory training you must complete and the date by which completion must occur.

Figure 15: TMS Home Screen

At a minimum, your screen will list VA Privacy and Information Security Awareness and Rules of Behavior under the Due within a week area of the screen. If you checked the HIPPA Training Required box, then the Privacy and HIPPA Focused Training is also listed. Notice that both of these courses must be completed within 5 work days from the time your TMS User Profile is created.

Page | 11 August 2018

While you may complete the course(s) at a later time, it is strongly recommended to complete one or both at the time of TMS profile creation.

2. Hover your mouse over one of the course titles listed on your TMS Home screen.

Brief information pertinent to this course displays.

Figure 16: Course Information Pop-up on Mouse Hover

3. Select the START COURSE link.

The course windows launch in another browser window. You will see the Online Course Structure screen that is immediately followed by the initial screen of the selected course Follow the instructions on each of the course screens to complete all modules of the mandatory training course(s).

Page | 12 August 2018

4. For the VA Privacy and Information Security Awareness and Rules of Behavior course, you must acknowledge and accept the Contractor Rules of Behavior that is the last Module of this course.

Figure 27: Contractor Rules of Behavior Acknowledgement

Page | 13 August 2018

5. Once a course has been completed, select the HOME link located at the top left of the screen to return to your TMS Home screen.

Figure 18: Snapshot of the Home Link

6. Once all of the mandatory training has been completed, you will see the

Learning Status Pod display information stating that the work is completed.

Figure 19: Example of the Learning Status Pod

7. While the completion of the mandatory training is recorded in the TMS, you must also print a Certificate(s) of Completion. To do this, you must select the Learning Status Pod to access the Completed Work screen.

Figure 20: Completed Work Screen

All of the courses that you have completed and the date when they were completed display on this screen.

Page | 14 August 2018

8. Hover the mouse over the course title for which a completion certificate is to be printed to display the Completed Course pop-up window.

Figure 21: Completed Course Pop-Up

9. Select the PRINT CERTIFICATE link. A message indicating the information is being generated.

Figure 22: Generating Certificate of Completion Message Screen

Once the necessary information has been gathered, another browser window opens and displays a PDF of the Completion Certificate.

Figure 23: Example of Certificate of Completion PDF

Page | 15 August 2018

You may save this to your local drive and/or print the certificate to a local printer.

Follow the instructions provided by your Project Manager to either save it, print it, or do both.

10. Once you have printed and/or saved your certificate(s), you may log out of the TMS. Select the SIGN OUT link located in the upper right portion of your TMS Home screen.

Figure 24: Snapshot of the Sign Out Link

If You Need Assistance

A. Create Your TMS Profile

Then select the NEXT button.

B. Launch and Complete Mandatory Training