Attachment_41,_Data_Entry_Standards.pdf

Training Support Services

Attachment 41

Data Entry Standards

CDP T&E MANUAL 530-1-00

Data Flow and CTAS Requirements

APPROVAL DATE: 01/22/2014

DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

CENTER FOR DOMESTIC PREPAREDNESS

TRAINING AND EDUCATION DIRECTORATE

Charles D. Medley Assistant Director, Training Delivery Training and Education Directorate

Date: January 22, 2014

Bernice Zaidel Assistant Director, Curriculum

Development and Education Training and Education Directorate

Date: January 22, 2014

Foreword

This Manual identifies the information flow required for Course and Training implementation and for the administration, implementation, and oversight of the Center for Domestic Preparedness (CDP) Training Administration System (CTAS). It is not the intent of this document to specify how or what the listed tasks are but rather to simply list the tasks involved. The implementation of the CTAS system requires that the information contained within this document change on a regular basis as the system progresses.

Table of Contents

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose

1-2. Applicability and Scope

1-3. Supersession

1-4. Authorities/References

1-5. Policy

1-6. Definitions

1-7. Responsibilities

1-8. Forms Prescribed

1-9. Questions

CHAPTER 2: Course and Training Information/Data Flow

2-1. CTAS Permission Levels/Administrative Rights

2-2. Course Implementation

2-3. Entering Courses into CTAS

2-4. Entering “Partnership or Other Training” Courses

2-5. Instructor Availability

2-6. Manage Academy List

2-7. Manage Accreditations and Accreditation Definition

2-8. Manage Airline Lists

2-9. Manage Airport Lists

2-10. Manage Indirect Trainers

2-11. Manage Program List

2-12. Manage Training Location, Venue, and Area Lists

2-13. Certificates

2-14. Resident Training

2-15. Non-Resident Training

2-16. Academy Training Indirect/Non-Resident

2-17. Indirect Training

2-18. Partnership or Other Training

CHAPTER 3: ELECTRONIC DATA ENTRY STANDARDS AND SEARCH

REQUIREMENTS

3-1. Organization

3-2. Academies

3-3. Accreditation Management

3-4. Airports and Airlines

3-5. Batch Registration

3-6. Certificates

3-7. Class Registrations

3-8. Classes

3-9. Course Qualifications

3-10. Course Templates

3-11. Classes – Class Schedule Management

3-12. Courses

3-13. Document Management

3-14. Exports

3-15. Flight Schedule

3-16. Graduation

3-17. Hold Seats

3-18. Indirect Types and Categories

3-19. Indirect Trainers List

3-20. Instructor Library

3-21. Instructor Management

3-22. Instructor Qualifications

3-23. Instructor Schedules

3-24. Medical Questions Management

3-25. Modules

3-26. POC

3-27. Priority List

3-28. Program Offerings

3-29. Programs Management

3-30. Program Templates

3-31. Resources

3-32. Student Enrollment

3-33. Student Screening

3-34. Student Travel

3-35. Test Data Entry

3-36. Training Areas

3-37. Training Locations

3-38. Training Providers

3-39. Training Venue

NOTE: ITEMS HIGHLIGHTED IN YELLOW ARE INCOMPLETE. COMPLETION WILL

OCCUR AS CTAS IMPLEMENTATION EVOLVES.

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose This manual defines and identifies the information flow required for Course and Training implementation and for the administration, implementation, and oversight of the CDP Training and Education Directorate Center for Domestic Preparedness Training Administration System (CTAS).

1-2. Applicability and Scope This manual applies to all CDP Training and Education (T&E) Directorate federal employees, contractors, and students.

1-3. Supersession CDP-T&E-02-002 Data Entry Standards for RTS and CTAS

1-4. Authorities/References A. 44 U.S.C 3101 and 3102 B. 36 CFR 1220 series C. FEMA Manual 181-1-1 Records Management, Files Maintenance and

Records Disposition D. CDP 540-1-00 Quality Directive E. CDP 540-2-00 Quality Management System F. CDP 540-3-00 Quality Assurance/Quality Control Program G. CDP 542-1-00 Internal Control Program H. CDP 580-1-00 Records Management Directive

I. CDP T&E Manual 016-1-00 Registration/Admissions Manual J. CDP T&E Manual 016-2-00 Training Support Manual K. CDP T&E Manual 016-3-00 Training Approval Manual L. CDP-T&E-02-006 External Agency Training Request Procedures M. CDP-T&E-04-007 Curricula Version Control N. CDP-T&E-04- Written Examination Process O. CDP Document Guidelines and Procedures P. CDP Official Course Information Listing Q. EAS Document Matrix R. Non-Resident Training Materials Matrix S. Official United States Postal Service (USPS) Abbreviations List website:

http://www.usps.com/ncsc/lookups/usps_abbreviations.html#suffix

T. USPS website: http://zip4.usps.com/zip4/welcome.jsp 1-5. Policy

Training and Education (T&E) Directorate will document and preserve student data and training information as records that document the transaction of T&E business to provide evidence of training implementation and operations. T&E will manage records effectively and efficiently in any media used for creation or storage in accordance with approved records schedules.

1-6. Definitions A. CD&E Branch – Curriculum Development and Evaluation Branch B. CDP ─ Center for Domestic Preparedness C. CE – Continuing Education D. CEU – Continuing Education Unit E. Class – Iteration of approved course curricula F. ClassRec – Class Records Index in the EAS G. COR ─ Contracting Officer Representative H. Course – Official curricula type I. Course Acronym ─ the abbreviation associated with each CDP course J. CTAS – Center for Domestic Preparedness Training Administration System K. EAS – Electronic Archive System, a digital, central, Record Keeping System L. EMI – Emergency Management Institute M. FTP – Facilitator Training Program ─ Program by which the CDP validates trainers to deliver specific CDP courses in a mentored or academy model N. ICE – Integrated Capstone Event O. Indirect Authorized Trainer – Graduate of a CDP TtT course(s) authorized by the SAA to deliver indirect training within the respective state(s). If a Federal employee, delivering training to other Federal employees Trainer is not limited to state restrictions.

P. Instructor – CDP instructional staff Q. Instructional modules ─ modules that have lesson components/objectives taught by qualified instructors.

R. ISS – Instructional Systems Specialist S. Logistical modules ─ modules that identify the location or moving and transport of students. They do not have lesson components/objectives taught by qualified instructors nor do they require the oversight of course management/administrative personnel.

T. Metadata – Data describing stored data: data describing the structure, data elements, interrelationships, and other characteristics of electronic records.

U. NRT – Non-Resident Training V. POI – Plan of Instruction W. Program – Courses put together in a specific sequence, encompasses one week in duration. Specific class iterations will make up a program during any one training week.

X. Program Records – Agency unique mission-related activities Y. Q/A – Quality Assurance Z. Records – All documentary materials, regardless of physical form, that are made or received by the CDP T&E Directorate as evidence of the organization, functions, policies, decisions, procedures, operations, programs, or other activities of the Directorate.

AA. RTS – Responder Tracking System (legacy system) BB. SAA – State Administrative Agency CC. SID – Student Identification Number DD. Student registration status categories

1. Priority – Students placed in a class with no available seats or who have withdrawn their registration more than 30 days prior to a scheduled class

a. Priority Rescheduled – Students who have been registered to a class from Priority status

b. Priority Expired – Students whose registration packet has expired

(standard is one year from date of application) or who are determined by the Registrar’s office to no longer qualify

2. Registered – Students approved to attend CDP training and assigned to a class. Students remain in this category from the date of approval until graduation

3. Administrative Withdrawal – Students who have withdrawn their registration for training less than 30 days prior to a class

a. Administrative Withdrawal Rescheduled – Students who have been registered to a class from Administrative Withdrawal status

b. Administrative Withdrawal Expired – Students whose registration packet has expired (standard is one year from date of application) or who are determined by the Registrar’s office to no longer qualify

4. Certificate of Completion – These students have successfully completed all academic requirements. CTAS statuses for selection

a. Graduated

b. Graduated with COBRA

5. Letter of Attendance (LOA), Academic –Students who academically fail to complete a class. This category includes students who fail the post-test and/or the practical exercise(s). Upon successful completion of the post-test and/or practical exercise(s), these students will transition to the Certificate of Completion category.

6. LOA Academic (Ineligible) – These students have successfully completed a class, but fail to meet a prerequisite or requirement. These students, categorized as trained, may transition to the Certificate of Completion category upon successful completion of all class prerequisite. CTAS designates this category as “inactive”.

7. LOA Administrative – These are students who arrive at the CDP and/or utilize travel funding, but did not complete a class for other than academic reasons. This includes students who do not complete a class for medical or personal reasons or due to a violation of CDP Policies.

EE. Training Delivery Types

1. Direct Training – Training directly delivered by CDP-approved instructors and for which CDP manages the course delivery

a. Resident Training – Training that occurs on the CDP campus for CDP-approved courses.

b. Non-Resident Training – Training that occurs off the CDP campus for

CDP-approved courses.

1) Mentored Training – Training conducted by host agencies and trainers, with CDP on location oversight, after meeting all trainer validation and mentoring requirements.

2) Academy Training – Training conducted at a CDP approved host academy or agency site delivered by host trainers with on location CDP oversight.

2. Indirect Training – Approved CDP training delivered at an off-campus location (host) by CDP Train-the-Trainer graduates or validated host agency trainers.

a. Standard Indirect Training – Training conducted by an Indirect

Authorized Trainer at a site or location exclusively within the designated State(s).

b. Academy Training – Training conducted at a CDP approved host academy or agency site delivered by host trainers who have completed the CDP trainer validation process.

3. Online Training or Distance Learning – Training delivered via a technological medium.

4. Partnership Training – CDP sponsored, supported, or hosted training of other than approved CDP courses.

5. Other – CDP sponsored, supported, or hosted events not applicable as Partnership Training, for instance FOCUS groups, FTP classes, Nursing School Observers, and Role Player Volunteers.

FF. T&E – Training and Education GG. RES – Registration and Evaluation System

1-7. Responsibilities A. Assistant Director, Training Delivery is responsible for all training delivered by the CDP, identifying training priorities, and training emphasis.

B. Assistant Director, Curriculum Development and Evaluation is responsible for technical oversight of the CDP total curriculum development life cycle and maintains continuing overview of curriculum and evaluation programs.

C. Chief, Training Support (Registrar) is responsible for all student admissions and support functions.

D. Chief, Training Management is responsible for the quality and execution of CDP training delivery.

E. Records Liaison Officer/Records Management Specialist serves as the primary records management point of contact. The Records Liaison Officer is responsible for all records and data created. This responsibility includes maintenance, and disposal in accordance with records management laws, regulations, and policies.

1-8. Forms Prescribed A. CDP 4420.3F Federal Training Registration Request B. CDP 4421.5F International Training Registration Request C. CDP 4422.3F Private Sector Training Registration Request D. CDP-TE-0002 CDP Medical Screening Form E. CDP-TE-0003 Off Site Training Registration Form F. CDP-TE-0033 Special Training Registration Form G. CDP-TE-0056 Resident Training Registration Request H. NTED Needs Assessment Form I. NTED Course Catalog Form J. NTED RES Submission Form K. Training Work Plan, sample attached

1-9. Questions Address questions concerning the policies and processes detailed to the Records Liaison Officer/Records Management Specialist.

CHAPTER 2: Course and Training Information/Data Flow 2-1. CTAS Permission Levels/Administrative Rights

CTAS Developers assign permission levels based upon position requirements for task completion.

A. Registrar’s Office

1. Registrar

2. Resident Training Coordinators (Program Specialists)

3. Records Management Specialist

4. Training Support contractor personnel, as required

B. CD&E Branch Training Materials upload and Test data upload, Administrative Assistant and designated backup

C. Training Delivery contractor personnel, as required D. Training Delivery contract Instructors are assigned permissions by the contractor as needed 2-2. Course Implementation

A. CD&E Branch

1. Submits NTED Needs Assessment Form and NTED Course Catalog Form to NTED for course development approval and catalog number assignment

2. Completes course material development

3. Validates course material

B. Training Management

1. Develops Implementation Plan of course materials with course and CTAS target implementation dates

2. Distributes Implementation Plan to:

a. Director, Training and Education

b. Assistant Director, Curriculum Development and Evaluation

c. Assistant Director, Training Delivery

d. Chief, Training Management, and designees

e. Registrar/Chief, Training Support

f. Training Delivery contractor

g. Training Support contractor

h. Appropriate CORs

C. CD&E Branch

1. Adds course to RES for data submission

2. Adds course to CDP and other catalogs as necessary

3. Uploads to CTAS the validated course materials

4. Updates and uploads to SharePoint

a. Official Course Information List

b. Non-Resident Training Materials Matrix

5. Notifies the following of the release of uploaded documents

a. Director, Training and Education

b. Assistant Director, Curriculum Development and Evaluation

c. Assistant Director, Training Delivery

d. Chief, Training Management, and designees

e. Registrar/Chief, Training Support

f. Training Delivery contractor

g. Training Support contractor

h. Appropriate CORs

6. CD&E Branch prepares and submits course to NTED for certification.

2-3. Entering Courses into CTAS

The tasks listed below apply every time Training Delivery Branch approves and CD&E Branch releases an update to a course version and adds it to the Official Course Information List. This document verifies the current classroom version in courses taught by the CDP in all delivery types. All data/information needed to complete the listed tasks has been uploaded to the Curriculum Materials SharePoint web site, POI, training materials list, tests, etc. or are available in this manual.

A. The renaming of a course or the changing of an NTED Catalog number requires an update of the Internal Catalog Numbers and Names in CTAS.

This process adds links to previous versions or catalog numbers for statistical purposes.

B. Training Support contractor

1. Creates Course record in CTAS with

a. Catalog number

b. Course title

c. Major course version number

d. Course description

e. Maximum fill

f. Minimum fill

g. Target audience

2. Adds Course Accreditations

3. Builds course modules with

a. Module name

b. Length, in minutes

c. Type of module

1) Instructional

2) Logistical

d. Minimum number of Primary and Alternate Instructors required

4. Build Course Template with

a. Template name, minor version, and template type

b. Appropriate modules

c. Class (Training) day

d. Display order

e. Start and end times, which will determine course flow.

5. Build Course Template for

a. Resident Training with Winter, Summer, and ICE or other variations as necessary to support Resident Program List

b. Non-Resident Training

c. Non-Resident Academy Training

d. Indirect Standard Training

e. Indirect Academy Training

C. Assistant Director, Curriculum Development and Evaluation Branch designee and Chief, Training Management approves any POI deviation; contractors receive this information through their appropriate CORs.

D. Training Delivery contractor adds Instructor qualification requirements as part of the course template development for all but Indirect Deliveries. Contractor may flag either type of course module as Administrative to allow the assignment of administrative groups, e.g. Course Management Team, Student Services, Travel Staff, Medical Staff, etc.

E. Training Support contractor prepares training materials for printing or uploads to electronic instructional devices.

2-4. Entering “Partnership or Other Training” Courses A. The Mission Readiness Directorate assigns a “Group Number”, as a placeholder for the catalog number, to "approved" outside agencies.

B. Mission Readiness Directorate coordinates with the Training Support and

Delivery CORs for any requirements to respective contractors.

C. Training Support contractor proceeds with tasks listed in paragraph “2-4 B”.

2-5. Instructor Availability The Training Delivery contract Instructors obtain a FEMA SID, create a CTAS account, and enter their availability for assignment.

2-6. Manage Academy List The Training Support contractor adds new academies to CTAS and uploads signature for the Academy Certificate. CTAS assigns a number designator to the academy.

2-7. Manage Accreditations and Accreditation Definition The CD&E Branch provides new and approved accreditations to Registrar and Training Support contractor for data entry.

2-8. Manage Airline Lists The Training Support contractor updates Airline Lists with the airline name, code, and country of location.

2-9. Manage Airport Lists The Training Support contractor updates and populates Airport Lists with the airport name, codes (FAA, IATA, and ICAO), city, state, and country of location, as required.

2-10. Manage Indirect Trainers The Training Support contractor enters approved, authorized, and/or validated trainers to CTAS.

2-11. Manage Program List A. The Registrar’s office publishes Resident Program List as required.

B. The Training Support contractor updates CTAS Program List and Templates as required.

2-12. Manage Training Location, Venue, and Area Lists The Training Support contractor enters training location, venue, and area list data with previously identified designations; and de-activates entries as they become obsolete.

2-13. Certificates A. CTAS developers provide Registrar’s office a sample certificate for approval.

CDP certificates follow the same placement of logos, seals, and wording as designated in the official FEMA branding guidelines within the requirements and limitations of the production software. Once approved CTAS developers upload certificate templates to the system.

B. All approved CDP courses have certificate templates developed for them.

Link these templates to the appropriate accreditations within CTAS. Certain situations call for certificates without CEUs. Identify those certificates without CEU’s at the time of development.

2-14. Resident Training A. The Registrar’s office publishes the Quarterly Resident Training calendar for open registration.

1. The Training Support contractor completes the following prior to quarterly calendar publication.

a. Creates class(es) in CTAS as listed on calendar

b. Creates program offering(s) in CTAS as listed on calendar

c. Applies PROMO codes as authorized by the Registrar’s Office

B. Training Delivery contractor assigns instructors to class.

C. Prior to each training week, the Training Support contractor de-conflicts space and support requirements and adjusts class schedules accordingly.

D. Students request registration in a program by

1. Creating a FEMA SID account, as needed

2. Creating a CTAS account, as needed

3. Submitting registration request and as required medical screening form to

SAA office after gaining supervisor’s approval.

E. SAA office forwards registration request to CDP.

F. The Training Support contractor screens student registration forms and forwards forms to the Regional Coordinator for processing.

G. The Regional Coordinator reviews, approves, disapproves, or places in priority.

H. The Regional Coordinator sends notification e-mail to student, which finalizes registration to a class/program.

I. The Regional Coordinator notifies the Training Support contractor of the approved registration form. The Training Support contractor

1. Enters student data into CTAS and/or verify student data is entered correctly

2. Makes student travel arrangements

3. Enters travel data into CTAS

4. Uploads travel documents to student CTAS account

5. Notifies student by e-mail of travel document availability on CTAS

J. Upon notification of CTAS loaded travel documents, the Student:

1. Accesses and prints travel documents as required.

2. Signs and returns required documents to Training Support contractor as confirmation of training/travel.

K. Upon receipt of all required student documents, the Training Support contractor confirms the student in CTAS by entering the date of document receipt and the initials of the receiver.

L. The Training Delivery contractor finalizes instructor pre-schedule.

M. The Training Support contractor prepares class training schedules N. The Training Support contractor creates in-processing folders and delivers to

Lodging contractor.

O. The Lodging contractor assigns accommodations to students.

P. The Training Support contractor

1. Provides student transportation from the airport

2. Conducts student in-processing

a. Conducts in-processing briefing

b. Collects required student paperwork

c. Issues student electronic instructional devices to designated classes

3. Updates student data in CTAS, as needed

4. Provides initial reports to other CDP personnel, as listed in CDP T&E

Manual 116-2-00 Training Support Manual Q. Training Delivery contractor

1. Delivers training per class schedule and POIs with approved variances

2. Proctors test administration, provides initial grading, and prepares student tests for final grading R. Training Support contractor

1. Updates student attendance status at end of class

2. Releases student data to Continuing Education Credit partners, as appropriate per CDP T&E Manual 016-2-00 Training Support Manual

a. Alabama Board of Nursing (ABN)

b. Continuing Education Coordinating Board for Emergency Medical

Services (CECBEMS)

c. Alabama Fire College (AFC)

d. University of Alabama at Birmingham (UAB)

e. National Environmental Health Association (NEHA)

3. Prints student certificates

4. Prepares student graduation folders

5. Conducts student graduation

6. Transports students from lodging to airport, as required

7. Performs data adjustments for statistical requirements (EMI splits etc.).

S. The Training Delivery contractor adjusts Instructor post schedule entries, prepares Instructor Schedule Post reports, and provides to Training Support contractor

T. The CD&E Branch processes student tests, prepares reports, and provides to Training Support contractor.

U. The Training Support contractor

1. Performs class graduation process in CTAS

2. Exports student/class data to RES

3. Retrieves required reports for archiving as identified in the EAS Document

Matrix

4. Archive process starts

V. Students provide travel receipts to Training Support contractor per CDP T&E Manual 016-2-00 Training Support Manual

W. The Training Support contractor

1. Uploads student specific travel vouchers to student CTAS accounts

2. E-mails student to retrieve and sign travel voucher

X. Student retrieves travel voucher, signs, and returns to the Training Support contractor

Y. The Training Support contractor

1. Receives signed student travel voucher

2. Finalizes student travel information in CTAS

3. Submits student travel voucher to CDP Finance Department

4. Submits travel records for archiving

5. Archive process completed

2-15. Non-Resident Training A. The NRT staff receives, processes, and distributes Non-Resident training requests per CDP T&E Manual 016-3-00 Training Approval Manual.

B. The Assistant Director, Training Delivery approves training request.

C. The NRT staff provides work order to COR who issues work order to Training

Delivery contractor.

D. The NRT staff notifies Training Support contractor of training approvals.

E. The Training Support contractor adds approved training to Non-Resident

Training Schedule.

F. The Training Delivery contractor creates and distributes CDP-TE-0067 Non-

Resident Training Materials Request Form to Training Support contractor.

G. The Training Support contractor

1. Assigns class iteration number on Non-Resident Course Log

2. Creates class(es) in CTAS

3. In special cases

a. Applies PROMO codes

b. Requires students to pre-register in CTAS and create CTAS account

c. Provides travel as in Resident Training, as required

4. Packages and ships training materials to training host

5. Updates/finalizes CTAS class schedule

H. The Training Delivery contractor assigns Instructors to class and creates instructor schedule

I. The Training Delivery contract Instructor arrives at host site and verifies receipt of training materials

J. The students register in a class by

1. Creating a FEMA SID account

2. Completing CDP-TE-0003 Off-Site Training Registration Form

K. The Training Delivery contract Instructor submits student names to Training Support contractor.

L. The Training Support contractor

1. Enters student names in CTAS to create Certificates of Completion

2. E-mails certificates to Training Delivery contract Instructor, or ships to host site

M. The Training Delivery contract Instructor

1. Prints e-mailed certificates at host site, or receives shipped certificates

2. Administers pre and post-test, if required by POI

3. Conducts initial test grading at host site

4. Graduates students and issues certificates

5. Ships document package to CDP per CDP T&E Manual 016-2-00 Training

Support Manual N. The Training Delivery contractor

1. Receives document package

2. Provides tests to CD&E Branch

3. Provides student paperwork to Training Support contractor

O. The Training Support contractor

1. Receives student paperwork

2. Verifies student statistical data

3. Completes student data entry in CTAS via batch class registration process

P. The CD&E Branch scans/processes student tests, prepares reports, and provides to Training Support contractor

Q. The Training Delivery contractor adjusts Instructor post schedule entries, as needed

R. The Training Support Contractor

1. Verifies test results and processes per CDP-T&E-04-001 Written

Examination Process

2. Updates student attendance status

3. Releases student data to Continuing Education Credit partners, as appropriate per CDP T&E Manual 016-2-00 Training Support Manual

a. Alabama Board of Nursing (ABN)

b. Continuing Education Coordinating Board for Emergency Medical

Services (CECBEMS)

c. University of Alabama, Birmingham (UAB)

d. National Environmental Health Association (NEHA)

4. Performs class graduation process in CTAS

5. Exports student/class data to RES

6. Retrieves required reports for archiving as identified in the EAS Document

Matrix

7. Performs archive process 2-16. Academy Training Indirect/Non-Resident

A. The Training Support contractor

1. Receives Academy approval from NRT office

2. Adds Academy to CTAS and identifies Academy designator

3. Receives new/annual approved training plan from Non-Resident Training

4. Coordinates training support with Academy

a. Receives CDPE-TE-0001 Academy Training Request Form

b. Receives CDP-TE-0006 Module Selection Form, if required, from academies and provides to CD&E Branch for approval B. The CD&E Branch versions, develops, and validates training materials package for annual module selection courses C. The Training Support Contractor

1. Distributes training material package as required per CDP T&E Manual 016-2-00 Training Support Manual

2. Builds course templates as needed

3. Produces training materials packages for each delivery per CDP T&E

Manual 016-2-00 Training Support Manual and the Non-Resident Training Materials Matrix

4. Ships training materials packages to academies D. The Training Delivery contractor assigns Instructors to class for Non-Resident

Academies only E. The students register in a class by

1. Creating a FEMA SID account

2. Completing Off-Site Training Registration Form

F. The Training Delivery contract Instructor or Academy Trainer submits student names to Training Support contractor

G. The Training Support contractor, as needed

1. Processes student names in CTAS for certificate generation

2. E-mails certificates to Training Delivery contract Instructor or Academy

Trainer, or prints and ships to host site H. The Training Delivery contract Instructor or Academy Trainer

1. Delivers class

2. Receives and prints certificates on-site, as needed

3. Administers test, if required, to students

4. Conducts on-site initial test grading

5. Conducts graduation and issues certificates to students as requested by host

6. Ships document package to CDP per CDP T&E Manual 016-2-00 Training

Support Manual I. The Training Delivery contractor adjusts Instructor post schedule entries, Non-Resident Academies only J. The Training Support contractor

1. Receives document package

2. Assigns class iteration number on Academy Course Log

3. Creates class in CTAS identifying academy

4. Adjusts class schedules, as needed

5. Provides tests to CD&E Branch

6. Verifies student statistical data

7. Completes student data entry in CTAS via batch class registration process

K. The CD&E Branch scans/processes student tests, prepares reports, and provides to Training Support contractor

L. The Training Support Contractor

1. Verifies test results and processes per CDP-T&E-04-001 Written

Examination Process

2. Updates student attendance status, as needed

3. Performs class graduation process in CTAS

4. Exports student/class data to RES

5. Retrieves required reports for archiving

6. Performs archive process

2-17. Indirect Training A. Training Support contractor

1. Receives and processes CDP-TE-0008 Indirect Training Materials Request Form from trainer

2. Prepares and ships training material package shipment B. The Students register in a class by

1. Creating a FEMA SID account

2. Completing Off-Site Training Registration Form

C. Authorized Trainer

1. Delivers class

2. Administers test, if applicable

3. Unofficially grades test on-site

4. Ships document package with registration forms, tests, and trainer information form to Training Support contractor

D. Training Support contractor

1. Receives document package

2. Assigns class iteration number on Indirect Training Course Log

3. Creates class in CTAS

4. Unofficially grades tests for class processing

5. Verifies student statistical data

6. Completes student data entry in CTAS via batch class registration process

7. Updates student attendance status, as needed

8. Prints student certificates and ships to trainer

9. Provides tests to CD&E Branch

E. CD&E Branch scans/processes student tests, prepares reports, and provides to Training Support contractor

F. Training Support Contractor

1. Verifies test results and processes per CDP-T&E-04-001 Written

Examination Process.

2. Verifies student statistical data

3. Performs class graduation process in CTAS

4. Exports student/class data to RES

5. Retrieves required reports for archiving

6. Performs archive process

2-18. Partnership or Other Training A. The Training Support contractor creates class (es) in CTAS as listed on calendar. Mission Readiness Directorate assigns class iteration number on Special Groups Course Log

B. Prior to each training week, the Training Support contractor coordinates space and support requirements and updates class schedules

C. Students complete registration, as needed by

1. Creating a FEMA SID account

2. Creating a CTAS account as needed

3. Submitting CDP-TE-0033 Special Training Registration Form to Training Support contractor

D. The Training Support contractor verifies student data and enters into CTAS E. The student provides travel itinerary to Training Support contractor, as required F. Training Support contractor

1. Enters travel itinerary into CTAS, as needed

2. Confirms student in CTAS

3. Creates in-processing folders and delivers to Lodging contractor.

G. Lodging contractor assigns students rooms H. Training Support contractor

1. Transports students from airport to lodging

2. Conducts student in-processing

3. Updates student data in CTAS

4. Provides initial reports to other CDP personnel

5. Prints student certificates

6. Prepares student graduation folders

7. Transports students from lodging to airport

8. Performs class graduation process in CTAS

9. Retrieves required reports for archiving

10. Performs archive process

CHAPTER 3: ELECTRONIC DATA ENTRY STANDARDS AND

SEARCH REQUIREMENTS

3-1. Organization Data Entry within CTAS is by modules, these modules may be available in multiple tabs or sections within the system. Accordingly, the modules listed here are in alphabetical order.

3-2. Academies A. Search Academies, click on “X” to deactivate

1. “Academy Name”, required search field

2. “Abbreviation”, required search field

3. “Signature”, choose appropriate from drop down

B. Add Academy

1. “Academy Name”, required field, official title

2. “Abbreviation”, required field, e.g. New York Police Department is NYPD

3. “Signature”, choose appropriate from drop down

4. Manage Signatures, search and edit or add

a. Display Name, required field

b. Title, is not a required field, enter as required

c. “Signature”, required field, click browse and find the appropriate signature, and save 3-3. Accreditation Management

A. Search Course Accreditations, shows listing of all courses that currently have accreditations assigned, select from list to edit or select add

1. “Course” is a required field; choose from drop down list for course to add accreditation designation to

2. “Accreditation” is a required field; choose from drop down list which accreditation is being added

3. “Upon Request” flag; mark as appropriate for the accreditation selected

B. Search Accreditations shows listing of all available accreditations, select from list to edit or select add for new accreditations

1. “Name” is a required field, this is the acronym assigned to each type

2. “Agency” is a required field, this is the accrediting agency

3. “CEUs” is a required field, this is the ratio assigned by accrediting agency

4. “Hours” is a required field, this is the contact hours of the course

5. “Point of Contact” is a required field; CD&E Branch Evaluation section POC is the only available selection

6. “Website URL” is not a required field, do not complete C. Search Accreditation Definition shows listing of all additional requirements for specific accreditations, select from list to edit or select add for new accreditation specific requirements

1. “Name” is a required field; identify the additional accreditation requirement

2. “Accreditation” is a required field; identify which accreditation the requirement applies to

3. “Description” is not a required field; describe the additional accreditation requirement

4. “Default Value” is not a required field; the value for that requirement is set by the accrediting agency

5. “Student Supplied” flag, mark as appropriate.

3-4. Airports and Airlines A. Search Airports, clicking search with no filters will bring up the entire list, deactivate an airport by clicking the “X” in front of the airport.

1. “Name”, enter if known

2. “Description”, enter if known

3. “FAA Code”, enter if known

4. “IATA Code”, enter if known

5. “ICAO Code”, enter if known

6. “State”, enter if known

7. “Active”, enter if known

B. Add Button, enter information in designated fields

1. “Name” is a required field

2. “Description”, not a required field

3. “FAA Code”, not a required field, enter as indicated

4. “IATA Code”, not a required field, enter as indicated

5. “ICAO Code”, not a required field, enter as indicated

6. “City” is a required field, enter as appropriate

7. “State” is a required field, choose from drop down

8. “Country” is a required field, choose from drop down

C. Search Airlines clicking search with no filters will bring up the entire list, deactivate an airport by clicking the “X” in front of the airline.

1. “Name”, enter if known

2. “Airline Code”, enter if known

3. “Active”, enter if known

D. Add Button, enter information in designated fields

1. “Name” is a required field

2. “Description”, not a required field

3. “Airline Code”, not a required field, enter if known

4. “Country” is a required field, choose from drop down

3-5. Batch Registration A. Class Selection

1. “Training Type”, choose from drop down

2. “Registration Method”, choose from drop down

B. Student Selection

1. “Student FEMA SID” search field enter as indicated on registration form or retrieve from the FEMA SID system

2. “SSN” is a required field for Resident Students

3. “Prefix” is an optional field; enter as indicated on registration form using drop down menu. List female students as Ms.; list male students as Mr.

unless otherwise stated on registration form.

4. “First Name” is a required field; enter as indicated on registration form. No special characters are used (i.e. enter José as Jose).

5. “Middle Name” is an optional field; enter as indicated on registration form, add period as needed for initials appearing on certificates.

6. “Last Name” is a required field; enter as indicated on registration form.

Use the goshá (accent) mark, located to the left of the “1” key to enter a name with an apostrophe (i.e. O`Connor).

7. “Suffix” If the student’s name ends in a suffix (Jr., Sr., II, III, etc.); choose from the drop down menu as indicated on the registration form.

8. “Gender” is a required field; choose from the drop down menu as indicated on the registration form.

9. “Date of Birth” (DOB) is a required field; always enter a proper date (mm/dd/yyyy). If not provided retrieve from the FEMA SID system.

10. “Home Address” is a required field for Resident Training only; enter as it appears on the registration form. Do not use the pound sign (#) in any address. Using abbreviations for addresses is acceptable as listed on the Official United States Postal Service (USPS) Abbreviations List website:

http://www.usps.com/ncsc/lookups/usps_abbreviations.html#suffix No punctuation should be used, i.e. 1500 N Alabama St Apt 5

11. “Home City” is a required field for Resident Training only; enter as it appears on the registration form. Do not use abbreviations for city names.

12. “Home State” is a required field for Resident Training only; choose from the drop down menu

13. “Home Zip” is a required field for Resident Training only; enter as it appears on the registration form. If it is not on the registration form, research the address to determine the zip code using the USPS website:

http://zip4.usps.com/zip4/welcome.jsp.

14. “Home Country” is a required field; enter as indicated on registration form, defaulted as United States; choose from the drop down menu for International Students as indicated on registration form.

15. “Home E-mail address” is a required field for Resident Training only; enter as it appears on the registration form. An e-mail is required for Resident Training for either home or work.

16. “Home Phone Number” is not a required field; enter in the form of (XXX) XXX-XXXX, as indicated on registration form.

17. “Cell Phone Number” is not a required field; enter in the form of (XXX) XXX-XXXX, as indicated on registration form.

18. “Preferred Airport” is a required field; choose from State drop down selection then airport.

C. Employer Information Fields

1. “Employer” is a required field; enter as it appears on the registration form.

Do not use abbreviations and/or punctuation.

2. “Address” is a required field; enter as indicated on the registration form.

Do not use the pound sign (#), and/or punctuation. Use of abbreviations for addresses as listed on the Official USPS Abbreviations List website:

“http://www.usps.com/ncsc/lookups/usps_abbreviations.html#suffix”

3. “City” is a required field; enter as indicated on the registration form. Do not use abbreviations for city names.

4. “State” is a required field; choose from the drop down menu as its abbreviated

5. “Zip Code” is a required field; if zip code is missing, research the address at USPS website: “http://zip4.usps.com/zip4/welcome.jsp”

6. “Country” is a required field; enter as indicated on registration form, defaulted as United States; choose from the drop down menu for International Students as indicated on registration form.

7. “Work Phone Number” is a required field for Resident Training only; enter in the proper format (XXX) XXX-XXXX.

8. “Work e-mail” is not a required field; enter as indicated on registration form. Resident students must provide an e-mail address, for either home or work.

9. “Private Sector” flag, mark as appropriate

10. “CDP Employee” flag, mark as appropriate

D. Professional Information

1. “Job Title” is a required field; enter as indicated on registration form.

2. “Profession” is a required field; enter as indicated on registration form. Do not use abbreviations.

3. “Experience (Yrs.)” is not a required field; if provided, enter as indicated on registration form. If a fraction or decimal, round up to the next higher year.

4. “Jurisdiction” is a required field; choose from the drop down menu as indicated on the registration form.

5. “Federal Status” is a required field; choose from the drop down menu as indicated on the registration form.

6. “Discipline” is a required field; choose from the drop down menu as indicated on the registration form.

7. “Trainer” flag, mark as appropriate

E. Supervisor Information

1. “Supervisor Name” is a required field; enter as indicated on registration form.

2. “Supervisor e-mail” is a required field; enter as indicated on registration form.

3. “Supervisor Phone” is a required field; enter as indicated on registration form.

F. International Information

1. “International” flag, click Yes or No as appropriate

2. “Birth Country”, pulled from FEMA SID data

3. “Birth City”, pulled from FEMA SID data

4. “Passport Number” enter as required for security or travel purposes

G. Travel Information

1. “Redress Number” enter as indicated on registration form

2. “POV” flag, mark as appropriate

3. “Holdover” flag, mark as appropriate

4. “Back-to-Back” flag, mark as appropriate H. “Application Comments”, students add during on-line registration or Training

Support contractor adds from student comments on paper registration forms I. SAA Approval

1. “SAA Approver”, leave blank until implementation of on-line registration

2. “SAA Comments”, leave blank until implementation of on-line registration

J. “Coordinator Comments”, coordinators or Training Support contractor personnel enter on a case-by-case basis, following the guidelines listed below:

CODE Description

1 Federal Employee – No travel required, employee will reimburse for lodging and meals

2 Student attending back-to-back classes on consecutive week

3 Student cancelled or changed class 4 Mode of travel changed 5 Airport request changed, no travel orders required 6 Airport request changed, travel orders required 7 Travel alert – call student 8 CDP staff – no travel or lodging required

9 Special travel arrangements for arrival or departure

10 Combination class – 2 or more classes in a program

11 Combination class with a FOCUS Group or

SAVER

12 Private Sector or International Student

K. Medical Questions Mark any that apply per registration form

L. General Data Entry Guides

1. Use red ink to quantify legibility or to make corrections on a registration form.

2. Students will enter the information for most of the fields listed above in the

FEMA SID system as well as CTAS. For those that are not student entered, utilize the guidance listed above.

3-6. Certificates A. Requested Certificate

1. “Class” enter class number and click on “get class”

2. “Accreditation” enter appropriate accreditation

3. “Student” select from drop down menu

B. Certificates

1. “Class” enter class number and click on get class

2. “Accreditation” enter appropriate accreditation

3. “Student” select from drop down menu

4. Add “Trainer Name” as required

5. “View Report” click to view certificate

6. “Save Document Symbol” click on to export certificate and print

3-7. Class Registrations A. Edit Class Registration

1. “Class Number” search field, enter class number and click search, general class information appears as well as list of students registered

2. “Generate Certificate Requests” select the accreditation for the certificates and click on the check mark, notification appears stating generation status

B. Student Table, click on column titles to order or group listing

1. “Edit Record” click on pencil icon change student status

2. “X” click on icon to deactivate student record

3. “+” click on icon to add student to priority

4. “Name” click on student name to access and update full student record

C. Edit Class Registration/Application

1. Class Information, general data on class

2. Student Information, from data entered in Batch Registration and FEMA

SID. Update Batch Registration fields as required utilizing the same requirements.

3. Accreditations, approved for this class listed as flags, select for student requests.

4. Comments

a. “Coordinator Comments” enter as appropriate

b. “Travel Comments” listed for information only purposes, cannot be edited from this screen 3-8. Classes

A. Search Classes filter shows listing of all available classes already built, select from list to edit or select add for new classes

1. “Class Number” enter number if known

2. “Training Type” select from drop down

3. “Course” select from drop down

4. “Class Status” select from drop down

B. Add Class

1. “Training Type” is required, choose from drop down list as appropriate

2. “Course” is required, choose from drop down list as appropriate

3. “Template” is required, choose from drop down list as appropriate

4. “Registration Deadline” is required, refers to online self-registration

5. “Start Date” is required, refers to course template day one

6. “CDP Record Date”, enter per

a. Resident Training is the same as start date

b. Non-Resident Training is the same as start date

c. Indirect Training is the statistician’s record date

d. Other Training same as start date

7. “SS Receive Date”

a. Resident Training is N/A

b. Non-Resident Training is the day the class materials were received

c. Indirect Training is the day the class materials were received

d. Other Training is N/A

8. “Target Fill” is required, default to the course max fill

9. “Class Number” is required, per Chapter Four: Class Numbering

Convention, of this manual

10. Find Training Location

a. “Name”, search field for training location

b. “Training Location” is required, select from drop down list

11. Additional Selections

a. Non-Resident Training choose academy, if applicable

b. Indirect Training choose trainer and choose academy, if applicable

12. System generates class schedule upon save 3-9. Course Qualifications

Add details after CTAS implementation

3-10. Course Templates A. Training Support contractor develops a new template when

1. A new course is developed

2. An existing course has a major or minor revision requiring a course version number change

3. An existing course with a temporary catalog number receives NTED approval

4. Annually when an academy/agency updates their module requirement list

Build under the course and applicable major version B. Select A Course

Search for and select the course you are building a template for, this will automatically fill out the “Catalog Number” and “Course Name” required fields.

C. Course Template Information

1. “Template Name” is a required field; it is automatically generated based upon the entries in the next three fields listed, when the template is saved, this field appears and can be edited. Format is catalog number, course acronym, template type, (schedule type), major version, point, and minor version for example PER-261 HT Standalone (Winter) 10.01. For Other Training enter information as supplied by External Agency coordination office.

2. “Minor Version” is a required field. Enter as indicated on POI or Official Course Information List for the minor version number; for example version 10.1, the “1” would be the minor version number. For Other Training enter information as supplied by External Agency coordination office.

3. “Status” is a required field, choose from drop down

4. “Template Type” is a required field on a drop-down menu showing

Standalone, Start, Middle, End, Non-Resident, Indirect, Academy and Other; choose the appropriate one based upon the type of template you are building. For Other Training enter information as supplied by External Agency coordination office.

5. “Schedule Type” is a required field on a drop-down menu showing Winter, Summer, ICE, and Base; choose the appropriate one based upon the type of template you are building. Base is the type to use for any class that the other three do not apply.

D. Module Assignment

1. “Module Name”, search field

2. “Module Type”, search field

3. “Available Modules”, is required, select as needed

4. “Start Time” is required

5. “End Time” is required

6. “Class Day” is required, the day on which a module occurs

7. “Double Booking” flag, mark as appropriate, allows multiple classes to occupy the same training area at the same time.

E. Find Training Area

1. “Name” search for specific names

2. “Training Area” choose from drop down of all previous areas

F. Assigned Modules is the class schedule preview that allows for the adjustment of admin flag, class day, start and end times, double booking flag, training area, and display order of modules.

3-11. Classes – Class Schedule Management A. Search Class Schedules, enter class number B. “Schedule Date”, is required C. “Start Time” is required D. “End Time” is required E. “Admin” flag, mark as appropriate F. “Admin Group” required if admin flag is marked G. Find Module

1. “Module Name” search field

2. “Module Type” select from drop down

3. “Module” is required, defaults to module selected for editing of search results H.