Attachment E - Mandatory Training for VA Contractor Personnel.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.

DocuSign Envelope ID: 466CC6AD-BFB1-413A-ACC8-98CEFDDD14ED

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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/

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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

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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.

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

Figure 7: Contractor Radio Button Option

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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

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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

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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

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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/

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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.

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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).

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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

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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.

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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

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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