Section J Attachment 8 - AFMASS-TrainingAdministratorsUserGuide.pdf

Air Force MASS Company Training Manager Administrators’ User Guide

Prepared for:

Resources Information Technology Program Office 5205 Leesburg Pike

Suite 1100 Falls Church, VA 22041

Version 3

January 2008

AF MASS Company Training Manager Administrators’ User Guide

Version 3 ii

Table of Contents

Section 1 – AF MASS Policies

1.1 Administrative Rights

1.2 AF MASS Overview Process

1.3 MHS Learn Help Desk Tickets

1.3 Learning Paths

1.4 Waivers for Incumbent Staff

1.5 Placement of MASS Personnel Prior to Completion of Initial MHS Learn Training

Section 2 – Administrative Rights for Company Training Managers

2.1 Requesting Administrator Rights Process

2.2 Terminating Administrator Rights Process

Section 3 – Administrative Assistance Section 4 – Administrative Access Section 5 – Move Learner into Organization Section 6 – Learning Paths

6.1 Courses within a Learning Path

6.2 Granting Access to a Learning Path

Section 7 – Managing Course Enrollment Section 8 – Granting Credit for an Entire Course Section 9 – Granting Credit for a Portion of a Course Section 10 – Removing Credit for a Course Section 11 – AF MASS Reports Section 12 – Organization Changes Section 13 – Update a Learner Profile Section 14 – Request New Learning Path Section 15 – Learner Training Records Appendix A – Acronyms and Abbreviations Appendix B – AF MASS Overview Process

Version 3 iii

Table of Figures Figure 1 – Login Window Figure 2 – MHS Learn Home Page – Admin Icon Figure 3 – MHS Learn Admin Page – AF MASS Learning Paths Outline Figure 4 – AF_MASS Learning Paths: Properties Figure 5 – AF_MASS Learning Paths: Event Options Figure 6 – AF_MASS Learning Paths: Learning Paths Figure 7 – AF_MASS Learning Path – Learning Path Sections Figure 8 – AF_MASS Learning Path – Course Selection Figure 9 – AF_MASS Learning Path – Course Listing Figure 10 – MHS Learn Admin Page – AF MASS Learning Paths Outline Figure 11 – AF_MASS Learning Paths: Properties Figure 12 – AF_MASS Learning Paths: Event Options Figure 13 – AF_MASS Learning Paths: Learning Paths Figure 14 – AF_MASS Learning Paths – Enrollment List Figure 15 – AF_MASS Learning Paths – Not Enrolled Figure 16 – AF_MASS Learning Paths – Select Learner Figure 17 – AF_MASS Learning Paths – Enrolled Figure 18 – AF_MASS Learning Paths – Verify Learner Figure 19 – MHS Learn Admin Page – Content Tab Figure 20 – MHS Learn – Select Course Figure 21 – MHS Learn Course: Properties Figure 22 – MHS Learn Course: Offerings Figure 23 – MHS Learn Course – Enrollment List Figure 24 – MHS Learn Course – Not Enrolled Figure 25 – MHS Learn Course – Filter Name Figure 26 – MHS Learn Course – Enroll Figure 27 – MHS Learn Course – Enrolled Figure 28 – MHS Learn Course – Filter Name Figure 29 – MHS Learn Course – Unenroll Figure 30 – MHS Learn Admin Page – Content Tab Figure 31 – MHS Learn Course: Properties Figure 32 – MHS Learn Course: Offerings Figure 33 – MHS Learn Course – Enrollment List Figure 34 – MHS Learn Course – Filter Name Figure 35 – MHS Learn Course – Edit Figure 36 – MHS Learn Course – Verify Time Figure 37 – MHS Learn: Review Performance Figure 38 – MHS Learn Course: Update Performance Figure 39 – MHS Learn Course – Completion Status Figure 40 – MHS Learn Admin Page – Content Tab Figure 41 – MHS Learn Course: Properties Figure 42 – MHS Learn Course: Offerings Figure 43 – MHS Learn Course – Enrollment List Figure 44 – MHS Learn Course – Filter Name

Version 3 iv

Figure 45 – MHS Learn Course – Edit Learner Figure 46 – MHS Learn Course – Verify Time Figure 47 – MHS Learn: Review Performance Figure 48 – MHS Learn – Update Performance Figure 49 – MHS Learn – Completion Status Figure 50 – MHS Learn Admin Page – Content Tab Figure 51 – MHS Learn Course: Properties Figure 52 – MHS Learn Course: Offerings Figure 53 – MHS Learn Course – Enrollment List Figure 54 – MHS Learn Course – Filter Name Figure 55 – MHS Learn Course – Update Learner Performance Figure 56 – MHS Learn Course: Update Performance Figure 57 – MHS Learn Course – Completion Status Figure 58 – MHS Learn – Reports Tab Figure 59 – MHS Learn – Run Reports Figure 60 – AF MASS Reports – Choose a Template Figure 61 – AF MASS Reports – Run Report Figure 62 – MASS Learning Path – Company Student Detail Reports Figure 63 – MASS Learning Path – Student Summary Report Figure 64 – MASS Learning Path – Services Summary Report Figure 65 – AF MASS Reports – Print Report Figure 66 – MHS Learn – Save Report Figure 67 – AF MASS Reports – Choose a Template Figure 68 – AF MASS Reports – Save Figure 69 – AF MASS Reports – File Download Window Figure 70 – AF MASS Reports – Close Window Figure 71 – MHS Learn Admin Page – Users Tab Figure 72 – AF_MASS Organization List Figure 73 – AF MASS Organization: Properties Figure 74 – AF MASS Organization: Users Figure 75 – AF MASS Organization: User Properties Figure 76 – AF MASS Deactivated Organization Figure 77 – AF MASS Update Learner Organization Figure 78 – MHS Learn Admin Page – Users Tab Figure 79 – AF MASS Organization List Figure 80 – AF MASS Organization: Properties Figure 81 – AF MASS Organization: Users Figure 82 – MHS Learn – User Properties Figure 83 – MHS Learn – Update User Profile

AF MASS Company Training Manager Administrators’ User Guide

Version 3 1

Section 1 – AF MASS Policies

1.1 Administrative Rights

The Air Force Medical Service Commodity Council (AFMSCC) will be the liaison between contractor training managers and Resource Information Technology Program Office (RITPO)/Clinical Information Technology Program Office

(CITPO).

All requests for administrator rights must come from the appropriate Service Representative at AFMSCC.

Administrator rights must be requested by AFMSCC and will be terminated or granted as appropriate within five working days of receipt of request by Tier 3 via the Military Health System (MHS) Help Desk.

Medical Administrative Support Services (MASS) contractors must maintain two company training managers, from here on referred to as Air Force (AF) MASS Company Training Managers (CTMs), with appropriate MHS Learn Administrator rights at all times. Therefore, these individuals must have current training on record.

1.2 AF MASS Overview Process

The AF MASS Overview Process (located in Appendix B) gives the CTMs a flow chart process of how the learner should progress through the AF MASS process.

1.3 MHS Learn Help Desk Tickets

The original intent and process was for learners to go to their CTM as their first line of support and then the CTM submit help desk tickets for issues they can not correct. However, the policy was changed in November 2007 after continued claims by learners of MHS Learn access problems or course navigation issues.

The new process will allow the ability to gather data on reported issues, successful resolution and time lines. In order to determine and track the problems, CITPO has requested learners submit their own help desk tickets via MHS Learn (use the link found on the MHS Learn Login page or Home page) from the computer they are taking the training on. Since most learners SHOULD be taking the training on Non-Government systems, it is vital this procedure be followed. When the e-mail is sent, a snapshot of the browser configuration will occur and therefore it will make the help provided by the MHS Learn Help Desk team more effective. If a learner wishes to call the MHS Learn Help Desk, they should tell the Customer Service Representative they need the ticket sent directly to Tier 3 for the AF MASS program.

Additionally, the problems encountered, the appropriate fixes and in the end, correct connectivity issues will be tracked. The expected turnaround time for

Version 3 2 learner assistance is 24 hours to reach Tier 3 and assistance to the learner directly within 48 hours, dependent on current workload.

Note: Tier 3 Help Desk hours are Monday – Friday 0800 -2000 hrs ET.

Complete resolution, of course, is dependent upon the extent of problems encountered. Two important requirements:

The subject line is automatically generated by the system. However, the first line in the e-mail text needs to show – “TITLE: AF MASS – enter description of issue. Please transfer ticket to Tier 3." For example, the first line in the comment area for an incomplete status on a course a learner has attempted 5 times might be: TITLE: AF MASS, Incomplete Course Status After Several Attempts.

The learners should notify their CTM after the ticket is submitted (via separate e-mail) to ensure the CTM is kept informed of any problems while trying to qualify for the position and prepare for start of work in the Military Treatment Facility (MTF).

Windows Vista or IE 7

Vista and/or Internet Explore 7.0 are not applications currently approved for Department of Defense (DoD) platforms or supported by MHS Learn and therefore, browser configuration requirements in MHS Learn are not readily available. For learners using these programs, the MHS Help Desk will assist them. An MHS Help Desk ticket must be submitted with the Subject line: AF MASS, Windows Vista or AF MASS, IE 7.0 and AF MASS noted in the body of the ticket. This will ensure the ticket is quickly routed to the individual best suited to provide assistance.

1.3 Learning Paths

Learning Paths include mandatory requirements such as Privacy Act, Health Insurance Portability and Accountability Act (HIPAA), Data Safeguarding, Anti- Terrorism, and Interacting with Government Employees. Pre-priced labor categories have Composite Health Care System (CHCS) training courses (web-based and virtual) applicable to their specific duties as defined by the Subject Matter Experts (SMEs) during development of the position descriptions. For example, Appointment Clerks take Booking Patient Appointments for their duties;

Record Technicians take Medical Records Tracking.

The requirement places the initial training responsibilities on the employing company; thereby, fully qualifying personnel as defined by Air Force SMEs prior to start of work in one of our MTFs. The Program Management Office (PMO) is responsible for reviewing courses and keeping abreast of system changes that

Version 3 3 may change learning paths, notifying CTMs, coordinate and request learning path changes with RITPO/CITPO programmers.

1.4 Waivers for Incumbent Staff

There is a process in place to waive CHCS and AHLTA training for incumbents that have been at the MTF for greater than 12 months. The MTF needs to attest to the individual’s proficiency and competency by email. The MTF should provide the statement of proficiency—not the program office. The following details need to be included in the statement:

Learner’s full name Labor category/job title Date initially started at the MTF.

Remember, only CHCS and AHLTA initial training can be waived. Learners must complete HIPAA, Privacy Act 101, Data Safeguards, Anti-terrorism and Interacting with Government Employees or have certificates showing currency.

Once the MTF statement has been obtained:

Ensure the learner is self registered in MHS Learn.

Grant learner access to the appropriate Learning Path Have learner enroll in all the web-base training (WBT) courses

To enroll in training:

1. Log into MHS Learn.

2. On the MHS Learn Home page the learner will see the assigned learning path under My Learning Paths. Select the path name.

3. A list of all the courses in that path will display. Select each course with a status of Not Enrolled – and click (Enroll) icon.

Note: Incumbents will still receive credit for virtual training courses, but do NOT enroll in the virtual class.

After all items have been verified, forward an official e-mail request to the program office. Be sure to courtesy copy (cc) the Contracting Specialist or Contracting Officer at the local base offices. The request should include:

Assigned Learning Path MTF location

Version 3 4

Required start date Proposed start date at the MTF.

With incumbents, training must be done on the learner’s own time. They can not be completing training requirements for this contract while they should be working on another contract. Therefore, ensure personnel are NOT doing their training during duty hours on another company’s dime.

An example message from a CTM is:

Dear MASS Program Office:

Ms. Jane Doe, medical office clerk at Kirtland AFB has been incumbent since 12/2005. She has completed MHS Learn required courses: HIPAA Training for Medical Records Staff, Data Safeguards Awareness, Privacy Act 101 and Anti- Terrorism and certificates are on file.

The MTF requests all of her CHCS courses (web based and virtual classroom) be marked complete (see attached). Request Program Office concurrence to grant course credit.

Ms. Doe will begin performance under the MASS contract on 1 Feb 08.

The MTF letter (or email) attesting to proficiency must be included. Once approved by the Program Office, the CTM can follow the process in Section 8 of the Air Force MASS Company Training Manager Administrator’s User Guide to grant course credit. Program manager authorization typically will take less than 72 hours.

1.5 Placement of MASS Personnel Prior to Completion of Initial MHS Learn Training If you are planning on starting MASS personnel at the MTF without completion of the initial training, you must submit a request to the MTF and base contracting offices; cc’ing the program office. Their concurrence is required and NO employee should start based on a verbal agreement with only the MTF Quality Assurance Personnel (QAP). This is done BEFORE the start date, not afterwards. The email must include, at a minimum:

Assigned Learning Path from MHS Learn MTF location Required start date Proposed start date of the employee at the MTF Course not completed

Version 3 5

A reason/explanation as to why the training is not finished prior to placement

Expected date of completion.

Ensure the base contracting office point of contact (POC) is included on the message. To simplify the process, run Report #1, MASS Learning Path – Company Student Detail and extract the details for the specific MASS personnel and simply add in the other columns and details (Required Start Date, Proposed Start Date, Reason/Explanation and Expected Completion Date). For example, FULL

NAME

LABOR

CAT LEARNING_PATH MTF_LOCATION

REQ

START

PROPOSED

START

DATE COURSE STATUS REASON EDC

Stu Dent MRT

AF MASS -

Records Technician

81st MED GRP-

KEESLER (0073)

15-Nov- 07 12-Nov-07

CHCS PAD:

Patient Administration Patient Registration (Virtual Classroom) Incomplete

VC Not available until December.

1-Dec-

Version 3 6

Section 2 – Administrative Rights for Company Training Managers

2.1 Requesting Administrator Rights Process

To request administrator rights, a new AF MASS Company Training Manager must:

1 Self register in MHS Learn, at https://mhslearn.csd.disa.mil/ to establish an account.

2 Complete the current minimum training requirements and send (fax or email) certificates of completion to the AFMSCC representative.

Additionally, the following information will be required:

a CTM’s Full Name b Email address c MHS Learn Username

3 Once received, the AFMSCC representative will submit an email request to MHS Help Desk at help@mhs-helpdesk.com requesting activation of administrator rights for your company.

a Subject: Assign AF MASS Training Administrator rights b Required information:

i Name ii Organization iii Email address iv MHS Learn Username

MHS Learn Help Desk will notify the AF MASS CTM and the AFMSCC representative when rights have been granted.

2.2 Terminating Administrator Rights Process

Contractor Management Staff must notify AFMSCC when there is a change in AF MASS CTM at the earliest possible date.

AFMSCC will notify the MHS Learn Help Desk of the change in an AF MASS CTM so AF MASS Training Administrator rights can be terminated.

1. Subject: Terminate AF MASS Training Administrator rights

2. Required information:

a. CTM’s Full Name

b. Email address

c. MHS Learn Username

Version 3 7

Section 3 – Administrative Assistance

AF MASS CTMs are encouraged to utilize the MHS Help Desk for assistance.

CONUS MHS Help Desk contact information:

MHS Learn Help Support Form (preferred method)

Email help@mhs-helpdesk.com

Phone (800) 600-9332, select options 4, and 4

OCONUS MHS Help Desk contact information:

Email help@mhs-helpdesk.com (preferred method)

Phone (866) 637-8725

Version 3 8

Section 4 – Administrative Access Only authorized users will be granted administrative access to MHS Learn.

Administrative functions are accessible directly from the MHS Learn account.

1. Open MHS Learn at https://mhslearn.csd.disa.mil.

2. Log in using MHS Learn Username and Password.

Figure 1 – Login Window

3. Click ‘ ’ (Admin) icon on the MHS Learn Home page.

Figure 2 – MHS Learn Home Page – Admin Icon

Note: Contact AFMSCC Representative if there is no icon to request AF MASS Training Administrator rights. None of the following features are accessible without AF MASS Training Administrator rights.

Version 3 9

Section 5 – Move Learner into Organization When a new learner has been assigned to an AF MASS Organization, the learner will need to register for an MHS Learn user account. CTMs can NOT register learners. MHS Learn is designed for learners to self-register and access.

In order for the learner to obtain access to the AF_MASS Learning Paths, they must be administratively moved into their AF MASS specific organization. Once the learner has self registered, the AF MASS Company Training Manager needs to be notified.

1. Learners will self register in MHS Learn, at https://mhslearn.csd.disa.mil/ to establish an account.

2. AF MASS Company Training Manager will submit an email request to MHS Help Desk at help@mhs-helpdesk.com requesting assignment to AF MASS Organization. A courtesy copy should be sent to the RITPO POC and AFMSCC representative to ensure proper resolution in a reasonable timeframe.

a. Subject: Assign Learner to AF MASS Organization

b. Required information:

i. Name

ii. Organization

1. DP Technology,

2. HealthCare Resolution,

3. Mindleaf, or

4. Signature Performance, LLC

iii. Email address

iv. MHS Learn Username

Note: A new learner will not be able to access an AF_MASS Learning Path until they have been moved into the appropriate organization. The learner can complete any prerequisite courses (i.e. HIPAA), while waiting to be assigned to the appropriate organization.

After notification the assignment to an AF MASS organization has occurred, CTMs must validate the learner’s profile to ensure all fields are accurately completed in order to avoid assignment to the wrong MTF, HIPAA Domain and HIPAA Job Position (i.e., job category is medical records). See Section 13 – Update a Learners Profile for details on the process.

Version 3 10

Section 6 – Learning Paths

6.1 Courses within a Learning Path

Learning paths are developed for each labor category/full services as they are incorporated into the AF MASS contract.

To view courses in a particular learning path:

1. Select AF_MASS Learning Paths from the left column on Admin Content page.

Figure 3 – MHS Learn Admin Page – AF MASS Learning Paths Outline

2. Select Events from AF_MASS Learning Paths: Properties window.

Figure 4 – AF_MASS Learning Paths: Properties

Version 3 11

3. Select Learning Paths from AF MASS Learning Paths: Event Options window.

Figure 5 – AF_MASS Learning Paths: Event Options

4. Click ‘ ’ (Edit) beside the appropriate AF MASS Learning Path.

Figure 6 – AF_MASS Learning Paths: Learning Paths

Version 3 12

5. Select Learning Path Sections from Go To: drop down list.

Figure 7 – AF_MASS Learning Path – Learning Path Sections

6. Click ‘ ’ (Courses) icon beside the Learning Path.

Figure 8 – AF_MASS Learning Path – Course Selection

Version 3 13

7. Courses associated with the Learning Path are displayed.

Figure 9 – AF_MASS Learning Path – Course Listing

6.2 Granting Access to a Learning Path

After a learner has been assigned to the correct organization, the AF MASS CTM must grant the learner access to the AF_MASS Learning Path fitting the learner’s job position.

To grant access:

1. Select AF_MASS Learning Paths from the left column on Admin Content page.

Figure 10 – MHS Learn Admin Page – AF MASS Learning Paths Outline

Version 3 14

2. Select Events from AF_MASS Learning Paths: Properties window.

Figure 11 – AF_MASS Learning Paths: Properties

3. Select Learning Paths from AF MASS Learning Paths: Event Options window.

Figure 12 – AF_MASS Learning Paths: Event Options

Version 3 15

4. Click ‘ ’ (Edit) beside the appropriate AF MASS Learning Path.

Figure 13 – AF_MASS Learning Paths: Learning Paths

5. Select Learning Path Enrollment List from Go To: drop down list.

Figure 14 – AF_MASS Learning Paths – Enrollment List

Version 3 16

6. Select Not Enrolled from Filter by Enrollment Status and click ‘Go’.

Figure 15 – AF_MASS Learning Paths – Not Enrolled

7. Select check box next to learner and click ‘Enroll’.

Figure 16 – AF_MASS Learning Paths – Select Learner

8. To confirm enrollment of the learner: select Enrolled from Filter By Enrollment Status and click ‘Go’.

Figure 17 – AF_MASS Learning Paths – Enrolled

Version 3 17

9. View list to verify learner has been enrolled in the Learning Path.

Figure 18 – AF_MASS Learning Paths – Verify Learner

Version 3 18

Section 7 – Managing Course Enrollment To enroll a learner in an MHS Learn course:

1. Select Content tab from Admin Home Page.

Figure 19 – MHS Learn Admin Page – Content Tab

2. Select course to enroll learner in.

Figure 20 – MHS Learn – Select Course

3. Select Offerings from Properties window.

Figure 21 – MHS Learn Course: Properties

Version 3 19

4. Click ‘ ’ (Edit) icon.

Figure 22 – MHS Learn Course: Offerings

5. Select Enrollment List from Go To: drop down list.

Figure 23 – MHS Learn Course – Enrollment List

Version 3 20

6. Enrollment List displaying all learners opens.

a. To enroll a learner in the course

i. Select Not Enrolled from Filter by Enrollment Status drop down list and click ‘Go’.

Figure 24 – MHS Learn Course – Not Enrolled

ii. Enter learner’s name, partial name or MHS Learn Username in Filter Name field and click ‘Go’.

Figure 25 – MHS Learn Course – Filter Name

iii. Select check box next to learner and click ‘Enroll’.

Figure 26 – MHS Learn Course – Enroll

Version 3 21

b. To Unenroll a learner in the course

i. Select ‘Enrolled’ from Filter by Enrollment Status drop down list and click ‘Go’.

Figure 27 – MHS Learn Course – Enrolled

ii. Enter learner’s name, partial name or MHS Learn Username in Filter Name field and click ‘Go’.

Figure 28 – MHS Learn Course – Filter Name

Version 3 22

iii. Select check box next to learner and click ‘Unenroll’.

Figure 29 – MHS Learn Course – Unenroll

Version 3 23

Section 8 – Granting Credit for an Entire Course Browser configurations or exiting the course improperly can cause the status of a lesson in a course to not mark complete. Prior to granting credit for an entire course, first verify the learner has spent sufficient time in the course to obtain credit, and justification for granting credit needs to be sent to the AFMSCC representative for approval.

Figure 30 – MHS Learn Admin Page – Content Tab

2. Select course or curriculum to grant credit for and select Offerings.

Figure 31 – MHS Learn Course: Properties

Version 3 24

3. Click ‘ ’ (Edit) icon.

Figure 32 – MHS Learn Course: Offerings

4. Select Enrollment List from Go To: drop down list.

Figure 33 – MHS Learn Course – Enrollment List

Version 3 25

5. There are two ways to Search for Learners:

a. Search by Learner – Enter learner’s full or partial username or learner’s email address in Filter Name field and click ‘Go’.

Figure 34 – MHS Learn Course – Filter Name

b. Auto Filter List – Click on the header to filter.

Note: Lists can be filtered by Learner, Prerequisites Met (Prereq Met), Completion Date (Compl Date), Completion Status (Compl Status), Updated By, and Updated Date.

6. Click ‘ ’ (Edit) icon to check amount of time spent in course.

Figure 35 – MHS Learn Course – Edit

Version 3 26

7. Verify Time spent in course.

Figure 36 – MHS Learn Course – Verify Time

Version 3 27

8. Click ‘ ’ (Edit Performance) icon to update completion status.

Figure 37 – MHS Learn: Review Performance

Version 3 28

9. Select Completed from Status drop down list. Select ‘ ’ (Calendar) icon to enter Completed Date. Document justification for granting credit in the Comments box. Click ‘Update’.

Figure 38 – MHS Learn Course: Update Performance

10. Completion Status column is marked Completed for the learner and the AF MASS Company Training Manager’s name will be listed in Updated by column.

Figure 39 – MHS Learn Course – Completion Status

Note: If justification was documented in the Comments box, the Completion Status will be indicated with an asterisk (*) following Completed*.

Version 3 29

Section 9 – Granting Credit for a Portion of a Course Browser configurations or exiting the course improperly can cause the status of a lesson in a course to not mark complete. Prior to granting credit for a portion of a course, first verify the learner has spent sufficient time in the course to obtain credit, and justification for granting credit needs to be sent to the AFMSCC representative for approval.

Figure 40 – MHS Learn Admin Page – Content Tab

2. Select course or curriculum to grant partial credit for and select Offerings.

Figure 41 – MHS Learn Course: Properties

Version 3 30

Figure 42 – MHS Learn Course: Offerings

Figure 43 – MHS Learn Course – Enrollment List

Version 3 31

5. Enter learner’s full or partial username or learner’s email address in Filter Name field and click ‘Go’.

Figure 44 – MHS Learn Course – Filter Name

6. Click ‘ ’ (Edit) icon.

Figure 45 – MHS Learn Course – Edit Learner

Version 3 32

7. Verify Time spent in course.

Figure 46 – MHS Learn Course – Verify Time

Version 3 33

8. Click ‘ ’ (Edit Performance) icon to the right of lesson to update completion status.

Figure 47 – MHS Learn: Review Performance

9. Select Completed from Status drop down list. Select ‘ ’ (Calendar) icon to enter Completion Date. Document justification for granting credit in the Comments box. Click ‘Update’.

Figure 48 – MHS Learn – Update Performance

Version 3 34

10. Completion Status column is marked Completed for learner and the AF MASS Company Training Manager’s name will be listed in Updated by column.

Figure 49 – MHS Learn – Completion Status

Note: If justification was documented in the Comments box, the Completion Status will be indicated with an asterisk (*) following Completed*.

Version 3 35

Section 10 – Removing Credit for a Course Prior to removing credit for a course, justification needs to be sent to the AFMSCC representative for approval.

To remove credit or re-assign a course to a learner:

Figure 50 – MHS Learn Admin Page – Content Tab

2. Select course or curriculum requiring removal of credit and select Offerings.

Figure 51 – MHS Learn Course: Properties

Version 3 36

Figure 52 – MHS Learn Course: Offerings

Figure 53 – MHS Learn Course – Enrollment List

Version 3 37

5. Enter learner’s full or partial username or learner’s email address in Filter Name field and click ‘Go’.

Figure 54 – MHS Learn Course – Filter Name

6. Select check box next to learner’s name requiring removal of credit. Click ‘Update Learner Performance’.

Figure 55 – MHS Learn Course – Update Learner Performance

Version 3 38

7. Select Incomplete or Not Attempted from Status drop down list. Clear Completed Date field. Click ‘Update’.

Figure 56 – MHS Learn Course: Update Performance

8. Completion Status column is marked Incomplete or Not Attempted for learner and AF MASS Company Training Manager’s name will be listed in Updated by column.

Figure 57 – MHS Learn Course – Completion Status

Version 3 39

Section 11 – AF MASS Reports MHS Learn offers the AF MASS CTMs three different reports to run or save.

Reports are MASS Learning Path – Company Student Detail, MASS Learning Path – Student Detail, and MASS Learning Path – Summary.

The MASS Learning Path – Company Student Detail report lists all MASS completions at the company level. The MASS Learning Path – Student Detail report produces Learning Path completion detail statistics for MASS, and the MASS Learning Path – Summary report produces summary statistics for MASS Learning Paths.

To run a report:

1. From MHS Learn Home Page, click ‘ ’ (Admin) icon.

2. Select Reports tab.

Figure 58 – MHS Learn – Reports Tab

3. To run the report,

a. Click ‘ ’ (Run) icon for desired report.

Figure 59 – MHS Learn – Run Reports

Version 3 40

b. Select desired template from drop down list. (Recommend using default template.)

Figure 60 – AF MASS Reports – Choose a Template

Version 3 41

c. Click ‘Run’.

Figure 61 – AF MASS Reports – Run Report

Example of MASS Learning Path – Company Student Details Report

Figure 62 – MASS Learning Path – Company Student Detail Reports

Version 3 42

Example of MASS Learning Path – Student Summary Report

Figure 63 – MASS Learning Path – Student Summary Report

Example of MASS Learning Path – Services Summary Report

Figure 64 – MASS Learning Path – Services Summary Report

Version 3 43

4. To print report, click ‘ ’ (Print) icon on top of report.

Figure 65 – AF MASS Reports – Print Report

Version 3 44

5. To save a report:

a. Click ‘ ’ (Save) icon for desired report.

Figure 66 – MHS Learn – Save Report

b. Select desired template. (Recommend using default template.)

Figure 67 – AF MASS Reports – Choose a Template

Version 3 45

c. Click ‘Save’.

Figure 68 – AF MASS Reports – Save

d. Click ‘Save’ on File Download window.

Figure 69 – AF MASS Reports – File Download Window

e. Select file location and save report.

Version 3 46

6. Click ‘Close’.

Figure 70 – AF MASS Reports – Close Window

Version 3 47

Section 12 – Organization Changes When a learner leaves an AF MASS organization, the AF MASS CTM must move the learner from the active organization to the deactivated organization.

To move a learner:

2. Select Users tab.

Figure 71 – MHS Learn Admin Page – Users Tab

3. Select appropriate Organization.

Figure 72 – AF_MASS Organization List

4. Select Users from Properties window.

Figure 73 – AF MASS Organization: Properties

Version 3 48

5. Click ‘ ’ (Edit) icon next to learner requiring Organization change.

Figure 74 – AF MASS Organization: Users

6. Click ‘ ’ (Search) icon next to Organization to search for new Organization.

Figure 75 – AF MASS Organization: User Properties

Version 3 49

7. Select appropriate Deactivated Organization and click ‘Ok’.

Figure 76 – AF MASS Deactivated Organization

8. Click ‘Update’.

Figure 77 – AF MASS Update Learner Organization

Version 3 50

Section 13 – Update a Learner Profile AF MASS CTMs may be required to update a Learner’s User Profile. The authorized fields that may be updated are:

First and Last Name Username Password Email Organization Telephone Number MTF\Location\Unit

To update a User Profile:

2. Select Users tab.

Figure 78 – MHS Learn Admin Page – Users Tab

3. Select assigned Organization from AF_MASS list.

Figure 79 – AF MASS Organization List

Version 3 51

4. Select Users from Properties window.

Figure 80 – AF MASS Organization: Properties

5. Click ‘ ’ (Edit) icon next to the learner requiring profile update.

Figure 81 – AF MASS Organization: Users

Version 3 52

6. Make required updates to authorized fields.

Figure 82 – MHS Learn – User Properties

Version 3 53

7. Click ‘Update’.

Figure 83 – MHS Learn – Update User Profile

Version 3 54

Section 14 – Request New Learning Path As new labor categories/services are added to the program, position descriptions and statement of objectives are created to accompany task order proposal requests. During this process, the Air Force develops the minimum training requirements. The AFMSCC representative will request a new Learning Path be created and it will be available for use in sufficient time for recruitment and qualifying procedures. The AFMSCC representative will request the new learning path by submitting an email request to MHS Help Desk at help@mhs-helpdesk.com

1. Subject: Request New Learning Path for AF_MASS

2. Required information:

i. Name of new Learning Path

ii. Courses to assign to new Learning Path (as listed in MHS Learn)

iii. Description of new Learning Path (if desired)

iv. Person Requesting new Learning Path

Only the AFMSCC representative is authorized to request a new Learning Path.

Version 3 55

Section 15 – Learner Training Records AF MASS CTMs will maintain training records for their employees. There is no requirement to send completion certifications to the AFMSCC representative;

however, the requesting location will need them prior to or during the employees’ in-processing to the new facility.

Version 3 56

Appendix A – Acronyms and Abbreviations

Acronym Or

Abbreviation

Description

AF Air Force AFMSCC Air Force Medical Service Commodity Council cc Courtesy Copy CHCS Composite Healthcare System CITPO Clinical Information Technology Program Office Compl Date Completion Date Compl Status Completion Status CONUS Continental United States CTM Company Training Manager DoD Department of Defense HIPAA Health Insurance Portability and Accountability Act LMS Learning Management System MASS Medical Administrative Support Services MHS Military Healthcare System MTF Military Treatment Facility OCONUS Outside Continental United States PMO Program Management Office POC Point of Contact Prereq Met Prerequisites Met QAP Quality Assurance Personnel RITPO Resource Information Technology Program Office SME Subject Matter Expert US United States WBT Web-based Training

Version 3 57

Appendix B – AF MASS Overview Process