Technical_Exhibit_13_-_TAP_XXI_Center_Maintenance_User_Guide.pdf

TAP XXI

Center Maintenance

User Guide Updated May 2017

Department of the Army

PERSINSD, US Army Human Resource Command

1600 Spearhead Division Ave.

Fort Knox, KY 40122

Technical Exhibit 13

TAP XXI User Guide Center Maintenance

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Table of Contents

1.0. Center Maintenance Overview ---------------------------------------------------------- 1-1

2.0. Maintain Events --------------------------------------------------------------------------- 2-1

2.1. Event Categories --------------------------------------------------------------------- 2-1

2.1.1. Pre-separation Briefing -------------------------------------------------- 2-2

2.1.2. DOL Employment Workshop ------------------------------------------- 2-2

2.1.3. Other Employment Assistance Training ------------------------------ 2-2

2.1.4. VA Benefits Briefing I --------------------------------------------------- 2-3

2.1.5. VA Benefits Briefing II -------------------------------------------------- 2-3

2.1.6. Non-Training Events ----------------------------------------------------- 2-3

2.1.7. Stand-alone Initial Counseling Events--------------------------------- 2-3

2.2. Create Event -------------------------------------------------------------------------- 2-4

2.2.1. Create One Time Single/Multiple Day Event ------------------------ 2-5

2.2.2. Create Single Day Recurring Event ------------------------------------ 2-7

2.2.3. Create Pre-separation Briefing ------------------------------------------ 2-9

2.2.4. Create Multiple Day Recurring Event ------------------------------- 2-11

2.2.5. View Event -------------------------------------------------------------- 2-13

2.2.6. Modify Event ------------------------------------------------------------ 2-13

2.2.7. Delete Event ------------------------------------------------------------- 2-15

2.2.8. Reactivate Cancelled Event ------------------------------------------- 2-17

3.0. Maintain Global Events --------------------------------------------------------------------- 3-1

3.1. Federal Holidays ---------------------------------------------------------------------- 3-1

3.2. Create Global Event ------------------------------------------------------------------ 3-2

4.0. Maintain Center Information--------------------------------------------------------------- 4-1

4.1. Field Types --------------------------------------------------------------------------- 4-1

4.1.1. Address --------------------------------------------------------------------- 4-1

4.1.2. Hours of Operation ------------------------------------------------------- 4-1

4.1.3. Future Appointments ----------------------------------------------------- 4-1

4.1.4. Comments ----------------------------------------------------------------- 4-1

4.2. Modify TAP Center Information -------------------------------------------------- 4-2

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5.0. Maintain Unit Names ------------------------------------------------------------------------ 5-1

5.1. Edit Unit Names --------------------------------------------------------------------- 5-1

5.2. UIC Maintenance -------------------------------------------------------------------- 5-2

5.2.1. Modify Commanding Officer -------------------------------------------- 5-3

5.2.2. Add Designee --------------------------------------------------------------- 5-5

5.2.3. Modify Designee ----------------------------------------------------------- 5-7

5.2.4. Delete Designee ------------------------------------------------------------ 5-8

6.0. Maintain Workstations ---------------------------------------------------------------------- 6-1

6.1. Add Workstation -------------------------------------------------------------------- 6-1

6.2. Modify Workstation ---------------------------------------------------------------- 6-3

6.3. Delete Workstation------------------------------------------------------------------ 6-4

7.0. Quarterly Statistics --------------------------------------------------------------------------- 7-1

8.0. Repair JATA Client Record ---------------------------------------------------------------- 8-1

9.0. Inactivate MEB/PEB Client ---------------------------------------------------------------- 9-1

10.0. Change Counselor ------------------------------------------------------------------------ 10-1

Appendix I: Table of Figures ------------------------------------------------------------------- A1-1

Appendix II: Glossary of Terms --------------------------------------------------------------- A2-1

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1.0 Center Maintenance Overview

Center Maintenance is the foundation of the TAP XXI system. Events, SFL-TAP Center

Information, and much more must be created and maintained to support staff and clients. Access is often limited to a specific number of staff members. This determination is made by the

Contract Installation Manager (CIM). However, every staff member should be proficient in this area in case called upon to maintain the information for their center.

Throughout this guide, practical applications are demonstrated for the Center Maintenance Menu options.

1. Click on Center Maintenance on the Command Center Menu.

Figure 1.1: Command Center Menu – Select Center Maintenance

2. The Center Maintenance Menu displays.

Figure 1.2: Center Maintenance Menu

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2.0 Maintain Events

The Department of the Army (DA) requires Transition Assistance Program (TAP) clients to have the ability to view and schedule for Pre-separation Counseling, Department of Labor (DOL)

Employment Workshops, and Veteran’s Administration (VA) Briefings 90 days from current date. These events need to be categorized and named with clear and communicative titles.

Contract and government managers routinely review event schedules to determine adequacy of services. Their review ensures required events (Pre-separation Briefing, DOL Employment

Workshop, and VA Benefits Briefings) are always scheduled, that titles are standardized, and attendance is applied in a timely manner. This review is conducted via the Event by Category

Report.

The recurrence pattern enables staff members with Center Maintenance access to quickly create events that occur according to a predictable pattern (for example, daily at the same time, weekly on the same day, monthly on the same day(s) of a particular week).

2.1 Event Categories

There are eight approved Event Categories and Event Subcategories. The selections in the Event

Subcategory are the same as in Event Category with the exception of Other Employment

Assistance Training (OEAT), which provides seven additional options. The Event Type displayed will be determined by the Event Category and/or Subcategory selected. The pull-down menu for Event Type is a list of the approved names for events. The Name of the Event is automatically populated with the same name as the Event Type. However, this field will allow

50 characters and is editable. Naming must comply with published guidance. Events can be created 180 days in advance.

Figure 2.1: Event Categories Figure 2.2: OEAT Event Subcategories

If a Global Federal Holiday is entered prior to entering recurring events, the system will automatically cancel that occurrence. The date details will indicate Cancelled.

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If a recurring event exists and a Federal Holiday is entered, a conflict message will display.

Access date details for the recurring events and cancel the event on the date of the Federal

Holiday.

2.1.1 Pre-separation Briefing

Only Pre-separation Briefings for Active Component held in the SFL-TAP Center should be created to schedule against. Pre-separation Briefings should be created in the system at least 90 days into the future. Selecting the appropriate Event Type will automatically populate the subcategory and event name.

These events will display on the Staff Events Calendar, Client SFL-TAP XXI Calendar, and on

SFL-TAP Online.

The system will automatically apply status of “Attended” when the client’s DD Form 2648 is completed. “Attended” will also be applied if a manual form is completed and the form completion date is the same as the event date. Staff members only have the ability to apply the attendance of “No-Show.” This event is reported to the Army and included on the SFL-TAP

Standards – Timeliness/IC Report and the Pre-separation Compliance Report.

2.1.2 DOL Employment Workshop

DOL Employment Workshops should be created in the system at least 90 days into the future.

The duration of a DOL Employment Workshop should be two and one-half days. The event name automatically populates with the same title. The Name of Event field can be edited to include a location (for example, DOL Employment Workshop – Fort Dix).

Workshops may include all ranks or be targeted to a particular population (for example, senior leaders, retirees, and so forth).

This type of workshop will be reported to the Army as a Workshop and is included on the

SFL-TAP Standards – DOL/VA/Other Report.

Marking event attendance will reflect in the Client Record and attended appointments are also included in the Progress tab.

2.1.3 Other Employment Assistance Training

OEAT is used to create an event for standardized training programs that teach transition or job search-related topics and do not cover all elements of a comprehensive DOL Employment

Workshop but enhance what is taught in the workshop.

OEAT Events are usually one to two hours long and taught or facilitated by a SFL-TAP

Center staff member.

OEAT Events can include all ranks or be targeted to a particular population (for example, senior leaders, retirees, and so forth).

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Marking event attendance will reflect in the Client Record and for attended appointments in the Progress tab.

Other Employment Assistance Training will be reported to the Army as Other Training and as “Other Service” on the SFL-TAP Standards – DOL/VA/Other Report.

2.1.4 VA Benefits Briefing I

VA Briefings should be created in the system at least 90 days into the future. A VA Benefits

Briefing must be presented by a VA Benefits Counselor and last 4 hours. The briefing must cover all aspects of the benefits and services to which a veteran is entitled based on his or her military service and covers areas such as education, home loan guarantee, medical benefits, disability, and so forth.

This event will be reported to the Army and is included on the SFL-TAP Standards –

DOL/VA/Other Report.

2.1.5 VA Benefits Briefing II

This two-hour briefing is delivered by a VA counselor and demonstrates how to navigate the eBenefits and MyHealtheVet websites and enhances knowledge of VA health care services and the claims process. This event is reported to the Army and included on the SFL-TAP Standards –

DOL/VA/Other Report.

2.1.6 Non-Training Events

Non-Training Events are events other than those selectable for OEAT and are not facilitated by a

TAP staff member. Authorized staff members can create the events to appear on the staff calendar but not to be scheduled against (for example, Job Fairs) unless the event meets the following criteria:

Seat reservations are required.

Attendance can and will be taken and applied.

Marking event as “Attended” will reflect in the Progress tab.

Non-Training Events will be reported to the Army as “Other Service” on the SFL-TAP

Standards – DOL/VA/Other Report.

2.1.7 Stand-alone Initial Counseling Events

Stand-alone Initial Counseling (IC) Events are events for IC without the Pre-separation Briefing.

These are often used when clients do their forms online, or need to be rescheduled for Initial

Counseling.

Seat reservations are required.

Attendance is applied when the Individual Transition Plan (ITP) is saved.

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Initial Counseling is reported on the SFL-TAP Standards – Timeliness/IC Report.

2.2 Create Event

1. From the Center Maintenance Menu click on Maintain Events.

Figure 2.3: Center Maintenance Menu – Select Maintain Events

2. The Maintain Events screen displays.

Figure 2.4: Maintain Events Screen

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Modify or delete an event any time before the events begins.

An event cannot be deleted if there are clients scheduled.

Clients can be added against the event any time after the event ends without changing the capacity.

Print roster is available for past occurrences.

Print roster is not available for occurrences where no one was scheduled.

To view and print rosters for recurring events, select Date Details.

Date Details allows staff to view the dates of the recurring event. An occurrence can also be cancelled or detached.

When a specific event is being held in a different location or at a different time, the event should be detached for that date.

If an event is cancelled by mistake, it can be reactivated by clicking Activate.

Print Roster will not be available for occurrences that are detached or cancelled.

2.2.1 Create One Time Single/Multiple Day Event

Use this format for one-time events or events that are held occasionally.

1. From the Maintain Events screen, click on the Add One Time Event link.

Figure 2.5: Maintain Events Screen – Select Add One Time Event

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2. The Add One Time Single/Multiple Day Event screen displays.

3. Enter all the required information.

The start date defaults to the current date. Session days display in ascending order as defined by the start date selected.

A start and end time for the one-time event must be selected. For a multiday, one-time event, the start date is the first day of the event. Select the additional days and start and end times.

Event Notes is not a required field. A maximum of 300 characters is allowed. The Note displays for the client and on the appointment slip.

4. Select Yes if this event is available to schedule against.

5. Click the Submit button.

Figure 2.6: Add One Time Single/Multiple Day Event Screen

6. The event is added to the Maintain Events screen as shown below.

Figure 2.7: Maintain Events Screen - One Time Single Day Event Added

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2.2.2 Create Single Day Recurring Event

This feature is used for an event that occurs on a regular basis and within one day. Create the event and the system schedules the dates during the time period that is selected. The Date Details window allows an authorized staff member to cancel a specific session or modify the date or time.

1. Click on the Add single day recurring link on the Maintain Events window.

Figure 2.8: Maintain Events Screen – Select Add Single Day Recurring

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2. The Add Single Day Recurring Event screen displays.

3. Enter all the required information.

Session days display in ascending order as defined by the start date selected.

Start before: Cannot be prior to current day.

Start after: Cannot be more than 180 days from start date.

Events list will display with no restriction to future date. However, calendars will only display up to six months in the future.

Event Notes is not a required field. A maximum of 300 characters is allowed. The Note displays for the client and on the appointment slip.

4. Click the Submit button.

Figure 2.9: Add Single Day Recurring Event Screen

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5. The Maintain Events screen displays with the single day, recurring event added.

Figure 2.10: Maintain Events Screen - Single Day Recurring Event Added

2.2.3 Create Pre-separation Briefing

Creating a Pre-separation Briefing is different because the system auto populates 2.5 hours from start time. This feature supports the requirement for a 30 minute Individual Counseling Session to follow the 2 hour Pre-separation Counseling. The illustration below is a Single Day Recurring

Event which is the most efficient method for creating Pre-separation Briefing Events.

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1. Click on the Add single day recurring link on the Maintain Events window.

2. The Add Single Day Recurring Event window displays.

3. Choose Pre-separation Briefing and complete all the required information.

End time is disabled. The system defaults the end time of 2.5 hours for the client appointment slip.

The 2.5-hour event will display as a 2 hour Pre-separation Counseling appointment and

30 minute Initial Counseling on the Event Calendar.

Figure 2.11: Add Single Day Recurring Event Screen

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5. The Maintain Events screen displays with the Pre-separation Briefing Event added.

Figure 2.12: Maintain Events Screen - Recurring Pre-separation Event Added

2.2.4 Create Multiple Day Recurring Event

An example of this type of event would be a DOL Employment Workshop that typically takes place each week. This three-day workshop is held each week and begins on Monday and continues on Tuesday and Wednesday.

1. Click on the Add Multiple Day Recurring link on the Maintain Events window.

Figure 2.13: Maintain Events Screen – Select Add Multiple Day Recurring

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2. The Add Multiple Day Recurring Event screen displays.

3. Complete all required fields.

Begins on: Monday. The first day of the event.

Session Days: First day defaults to Monday.

Start and End Time: Each day can be different.

Start before: Cannot be prior to current day.

Start after: Cannot be more than 180 days from start date.

Events list will display with no restriction to future date. However, calendars will only display up to 6 months in the future.

Event Notes is not a required field. A maximum of 300 characters is allowed. The Note displays for the client and on the appointment slip.

Figure 2.14: Add Multiple Day Recurring Event Screen

5. The Maintain Events window displays with the new event added.

Figure 2.15: Maintain Events Screen - Multiple Day Recurring Event Added

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2.2.5 View Event

Past and future events can be viewed by clicking on the event name. If the event is in the past, the event can be viewed only. If the event is in the future, it can be modified.

1. Click the event name link on the Maintain Events screen.

2. The View Event Information displays. From here, click Modify or Return to Event

Maintenance.

Figure 2.16: View Event Information Screen

2.2.6 Modify Event

There are two paths for modifying an event. If the event is in the future, click the Modify link next to the event name, or select the Modify button on the View Event Information screen.

Note: Modifying, cancelling, detaching, or activating a Pre-separation Counseling Event will impact both the Pre-separation Briefing Event and Initial Counseling Event.

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1. Click Maintain Events on the Center Maintenance screen.

2. The Maintain Events screen displays.

3. Display all or limit display by category.

4. Click on the Modify link next to the intended event.

Figure 2.17: Maintain Events Screen – Modify an Event

5. For this example, the Modify Multiple Day Recurring Event screen displays.

6. Make any changes to existing information or add additional information to this screen. Once an event has started, the information cannot be modified.

7. Click the Submit button.

Figure 2.18: Modify Multiple Day Recurring Event Screen

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8. The confirmation screen displays if clients are not scheduled against the event.

Figure 2.19: Event Modified Confirmation Screen

The screen below displays if there are clients scheduled against the event. Click Yes and the above confirmation screen displays. No displays the Event Maintenance window.

Figure 2.20: Modification Verification Screen – Clients Scheduled Against Event

2.2.7 Delete Event

Any future event can be deleted if the event does not have clients scheduled against it. Clients must be rescheduled before deleting the event. Past events cannot be deleted and therefore it is important to delete events immediately when determining the event will not take place.

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1. From the Maintain Events screen, click on the Delete link next to the event to be deleted.

Figure 2.21: Maintain Events Screen – Delete an Event

2. The verification screen displays.

3. Click the Yes button to delete the event.

Figure 2.22: Event Deletion Verification Screen

4. The confirmation screen displays.

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2.2.8 Reactivate Cancelled Event

Date Details displays the individual session dates of a recurring event. This feature allows authorized staff members to cancel a specific session or detach it. If a session has been cancelled in error, it can be reactivated.

1. From the Maintain Events screen click on the Date Details link of the Event to be reactivated.

Figure 2.23: Maintain Events Screen – Select Date Details for Event

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3. The Date Details screen displays.

4. Click on the Activate link for the cancelled session date to be reactivated.

Figure 2.24: Date Details Screen – Activate Cancelled Event Date

5. The session status changes to Active.

Figure 2.25: Date Details Screen with Event Date Reactivated

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3.0 Maintain Global Events

Global events are maintained in the same manner as standard events. The Global Event feature allows authorized staff members to block periods of time on all of the calendars (personal, events, and workstations) rather than individually. Using this feature to record holidays prevents clients from scheduling workstation appointments on those days. This feature can also be used to block all calendars for a weekly staff meeting. There are times when only one type of calendar needs to be blocked. For example, use a global event for blocking the workstation calendar due to a computer update.

Global Events are events clients do not attend. At times, clients and staff members will need to be prevented from scheduling against Personal, Event and/or Workstation calendars. Use

Maintain Global Events to designate the calendars and periods of time that will be unavailable to users. Create these events to communicate center activities to staff members, local and

Headquarters (HQ) and Quality Assurance Inspectors. Global Events can be created one year in advance.

3.1 Federal Holidays

It is important to create federal holidays prior to creating events (special attention to recurring).

TAP XXI has been designed to help staff create and maintain all events in an efficient manner.

The best example is Federal Holidays.

Creating a global event for federal holidays indicates to the system that events cannot be scheduled on a Federal Holiday. Create Federal Holidays before creating a recurring event that will have a session that falls on a federal holiday and allow the system to do the work.

Example:

Create Global Event > Federal Holiday> for January 1, 2016 on August 20, 2015.

Create a DOL Workshop Recurring Event o Session cannot start before December 31, 2015 o Session cannot start after February 13, 2016

Results:

o From Maintain Events > DOL Workshop > Date Details.

o The session for December 31 – January 2 was cancelled by the system.

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3.2 Create Global Event

All global events are maintained the same as the standard events. Global events can be one year out.

1. From the Center Maintenance Menu, click on Maintain Global Events.

2. The Maintain Global Events screen displays.

3. Click on the Add one time event link.

Figure 3.1: Maintain Global Events Screen

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4. The Add One Time Single/Multiple Day Global Event window displays.

5. Enter an event name.

There are two major differences between global and standards events: the Event Type drop-down and the Applies to selection boxes.

6. Event Type: Select one of the following Event Types:

Center Closed: select this option when the Center will be unavailable for all activities due to staff training, Sergeants’ Time, etc.

Federal Holiday: select this option as appropriate.

Training Holiday: While Training Holiday is an option, typically, centers do not close for installation training holidays.

Misc. Event: select this option for computer maintenance, and so forth.

7. Applies to: A global event may not impact every calendar. Select the calendar(s) that the event applies to from the options below:

Personal

Event

Workstation

8. Enter Start Date.

9. Enter Session Days, Start and End Times.

10. Click the Submit button.

Figure 3.2: Add One Time Single/Multiple Day Global Event Screen

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11. The Maintain Global Events screen displays with the new event added.

Figure 3.3: Maintain Global Events Screen with New Event Added

Add Single Day Recurring and Add Multiple Day Recurring Global Events are entered using the same process as a One Time event.

Figure 3.4: Add Single Day Recurring Global Event Screen

Figure 3.5: Add Multiple Day Recurring Global Event Screen

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4.0 Maintain Center Information

This module is used to maintain and update TAP Center information such as address, phone number, and hours of operation.

4.1 Field Types

The fields listed below are used to maintain a specific TAP Center’s information.

4.1.1 Address

Three Address lines accommodate the center’s complete location information in TAP XXI, including the street address and building title and/or number, so clients can locate the center without having to call for directions.

Example:

Soldier’s Support Center

Bldg. 2013, Corner of Tank Ave. and Battalion Blvd.

Fort Hood, Texas

4.1.2 Hours of Operation

Hours of Operation reflect the core operating hours of the center; which defines when the center is available to clients. The CIM considers TAP requirements for client services as well as installation-imposed limitations to operating hours when determining the center’s hours of operation.

Hours of Operation: 0800-1700.

Staff Event Calendar is grayed out prior to 0800 and after 1700. Events cannot be scheduled that do not meet these hours of operation.

4.1.3 Future Appointments

Selecting the number of days for Future Appointments (days) establishes how far in the future staff members can view scheduled events. It is best to select 180 days, which will allow staff to view events up to 6 months in the future.

4.1.4 Comments

Comments print on the client’s appointment slip (TAP XXI and TAP Online) and should be used to promote upcoming events, installation specific information, and communicate specific information to clients. Comments should be reviewed often and updated appropriately.

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4.2 Modify TAP Center Information

1. Select Maintain SFL-TAP Center Information from the Center Maintenance Menu.

2. The information screen displays for the current center.

Address: Add the physical address. There is no need to put SFL-TAP Center. The appointment slips takes that information from the database.

Hours of Operation: Hours a staff member is in the center to provide services.

Default Workstation: When the workstation appointments are to begin. Hour, Half

Hour, No Preference.

Default Workstation Appointments: The length of time for each workstation appointment. 60, 120.

Future Appointments: The number of days in the future that staff can view events.

Selections are 15, 30, 60 90, 120, 150, 180.

3. Make desired changes and click the Submit button.

Figure 4.1: Maintain Center Information Screen

Figure 4.2: Center Information Updated Confirmation Screen

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5.0 Maintain Unit Names

The center’s unit structure defined in TAP XXI aligns Military Service Members with military units and is necessary for accurate tracking and reporting. The Units defined for the center are the units defined in the Integrated Total Army Personnel Database (ITAPDB) for the geolocation they have stored for a Unit Identification Code (UIC). The actual names of the units should be provided by the Transition Services Manager (TSM) to ensure conformity across the installation.

Staff will need to add Commanders Designees and Commanding Officers as needed.

To minimize duplication and errors, one staff member should be selected to have the primary responsibility for changing units.

All units are included in the structure; however, not all units in the structure have Military

Service Members assigned to them.

Summary-level units will not be available for selection (for example, division, brigade, and battalion).

Subordinate units, generally, will be available for selection (for example, HHC, Brigade, company, troop, and so forth).

ITAPDB has the appropriate units for each Soldier and are not selected by the client or staff.

Review and update the crosswalk between UIC and Commanding Officer frequently.

5.1 Edit Unit Names

1. Select Maintain Unit Names from the Center Maintenance Menu.

2. The Maintain Unit Names screen displays.

3. Click the Edit box next to the unit to be edited.

Figure 5.1: Maintain Unit Names Screen

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4. The Edit Unit window displays.

Do not Add, Delete, or Move a unit.

Selecting to make the unit available/unavailable has no effect except for non-Army

Active Duty (AD) Military Service Member (MSM).

The Associate Counselor field is always disabled.

The UIC field is the description of the unit in ITAPDB (for reference).

5. Edit Unit Name as desired and click the Save button.

Figure 5.2: Edit Unit Screen

5.2 UIC Maintenance

To designate a highest ranking commander or to add, modify, or delete designees, select the

Maintain UIC link.

1. From the Edit Unit screen, click on the Maintain UIC link.

Figure 5.3: Edit Unit Screen – Select Maintain UIC

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2. The UIC Maintenance screen displays.

Figure 5.4: UIC Maintenance Screen

5.2.1 Modify Commanding Officer

1. From the UIC Maintenance window, click on the Modify link next to the Commander’s name.

Figure 5.5: UIC Maintenance Screen – Modify Commander

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2. The Update Commander screen displays.

3. Enter the commander’s email ID (this will come from your TSM). The email ID must accept encrypted email (for example, the mail.mil domain).

Only input an email ID for one commander.

Some units have more than one commander assigned, but there is always one who is the highest ranking commander. Manually select which is the highest ranking according to the TSM. Once one has been selected, the Manual Selection column will indicate that it’s a manual selection rather than automated.

The Commander (if there’s only one) or the highest ranking commander will be the one to get the Commander’s Report.

4. Click the Save button.

Figure 5.6: Update Commander Screen

5. The confirmation screen displays.

6. Click the Continue button.

Figure 5.7: Commander Updated Confirmation Screen

7. The UIC Maintenance screen displays.

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5.2.2 Add Designee

1. From the UIC Maintenance screen, click on the Add Designee link.

Figure 5.8: UIC Maintenance Screen – Add Designee

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2. The Add Designee screen displays.

3. Complete all the required information.

Enter the rank and first name of the designee.

Enter the last name and Department of Defense Identifier (DoDID) of designee – these are required fields.

Enter the email ID of the designee.

The DoDID must be entered for the designee to have access to the system once the

Commander’s module becomes active.

The email ID must accept encrypted mail (for example, mail.mil domain).

The email ID must be entered for the designee to receive the Commanders Report.

The information for the designee comes from the TSM.

4. Click the Save button.

Figure 5.9: Add Designee Screen

6. Click the Continue button.

Figure 5.10: Designee Added Confirmation Screen

7. The UIC Maintenance screen displays.

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5.2.3 Modify Designee

1. From the UIC Maintenance screen, click on the Modify link next to the name to be modified.

Figure 5.11: UIC Maintenance Screen – Modify Designee

2. The Update Designee screen displays.

3. Make any necessary changes and click the Save button.

Figure 5.12: Update Designee Screen

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5. Click the Continue button.

Figure 5.13: Designee Updated Confirmation Screen

6. The UIC Maintenance screen displays.

5.2.4 Delete Designee

1. From the UIC Maintenance screen, click on the Delete link next to the designee’s name to be deleted.

Figure 5.14: UIC Maintenance Screen – Delete Designee

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2. The Delete Designee screen displays.

3. Click the Delete button.

Figure 5.15: Delete Designee Screen

5. Click the Continue button.

Figure 5.16: Designee Deleted Confirmation Screen

6. The UIC Maintenance screen displays.

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6.0 Maintain Workstations

There are several reasons to ensure workstations’ information is maintained in TAP XXI:

Required to log on a client workstation.

Supports the ability for clients to schedule time to use a workstation.

Ensures client workstations are available during group Pre-separation Briefings.

Supports the ability to identify a workstation by IP address.

Supports the ability to identify inoperable equipment.

Supports the ability to identify the location of the workstation and type.

6.1 Add Workstation

1. Click Maintain Workstations on the Center Maintenance Menu.

2. The Maintain Workstations screen displays.

3. Click on the Add Workstation link.

Figure 6.1: Maintain Workstations Screen – Add Workstation

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4. The Add Workstation window displays.

5. Enter the workstation number. *Must match the identifying label on the workstation.

6. Enter the TCP/IP address if known.

7. Select Standard Client Workstation or Staff Workstation from the Type dropdown.

6. Enter a workstation location.

7. Select Available or Unavailable from the Status dropdown. Select Unavailable only when the system needs repair.

8. If the workstation needs to be blocked at any time, select the day, start and end times from the dropdown lists and click Add.

9. If there is more than one period to be blocked, select the next day to be blocked, and start and end times, then click Add. The blocked periods are added to the text box.

10. To delete any blocked periods just selected, highlight the period to be deleted and click

Delete.

11. Click the Submit button to complete the addition of the workstation.

Figure 6.2: Add Workstation Screen with Completed Fields

12. The confirmation screen displays.

Figure 6.3: Workstation Updated (Added) Confirmation Screen

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Note: Block workstations for scheduled group Pre-separation Briefings to prevent clients from scheduling or being scheduled for workstation use during the event.

6.2 Modify Workstation

1. On the Maintain Workstations screen, click on the Modify link next to the workstation to be modified.

Figure 6.4: Maintain Workstations Screen – Modify Workstation

2. The Modify Workstation screen displays.

3. Make any necessary changes.

Figure 6.5: Modify Workstation Screen

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Figure 6.6: Workstation Updated (Modified) Confirmation Screen

6.3 Delete Workstation

Delete a workstation when the workstation has been removed from the TAP Center permanently.

1. From the Maintain Workstations screen, click on the Delete link next to the workstation to be deleted.

Figure 6.7: Maintain Workstations Screen – Delete Workstation

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2. The Confirm Workstation Deletion screen displays.

3. Click the Yes button to continue with the workstation deletion.

Figure 6.8: Delete Workstation Verification Screen

Figure 6.9: Workstation Updated (Deleted) Confirmation Screen

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7.0 Quarterly Statistics

The TSM and CIM collect “numbers” by Grade of marketing contacts during the quarter. This excludes clients. The numbers represent those on the installation who “influence” or who are in a position to influence TAP registration and participation (for example, commanders, chain of command, and so forth). To ensure accurate reporting, data must be entered in TAP XXI no later than the last day of the reporting quarter. A reminder message displays three days prior to the end of the quarter. The last day of the quarter is the last opportunity.

1. Click Quarterly Statistics on the Center Maintenance Menu.

2. The Quarterly Statistics screen displays.

3. From the drop-down lists, select the desired quarter and fiscal year. The quarterly statistics for a past quarter cannot be updated.

4. Click the Continue button.

Figure 7.1: Quarterly Statistics Screen

5. The Add or Modify Quarterly Statistics screen displays.

6. Enter the number of contacts.

7. Click the Submit button.

Figure 7.2: Add or Modify Quarterly Statistics Screen

8. The confirmation screen displays.

Figure 7.3: Quarterly Statistics Updated Confirmation Screen

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8.0 Repair JATA Client Record

Clients who use the Job Assistance Training Application (JATA) for Job Assistance Training before completing a DOL Employment Workshop are required to work through JATA sequentially. In rare occasions, the application fails to mark the progress due to network glitches.

Use Repair JATA Client Record to restore a client’s JATA progress to its pre-failure status. To ensure this option is implemented accurately, staff members must be thoroughly familiar with

JATA.

1. Select Repair JATA Client Record on the Center Maintenance Menu.

2. The Repair JATA Client Record search screen displays.

3. Enter the client’s full or partial last name or full or last 4 digits of their SSN.

4. Click the Search button.

5. The search results screen displays. Only clients who have used JATA appear on the search results screen.

6. Click on the Repair link next to the intended client’s record.

Figure 8.1: Repair JATA Client Record Search Screen

7. The record to be repaired displays. Note: The drop-down does not display any modules/topics already completed by the client.

8. From the drop-down list, select the module and topic that were completed by the client.

9. Click the Continue button.

Figure 8.2: Repair JATA Client Record Screen – Client Selected

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10. The verification screen displays to confirm the update.

11. Click the Yes button.

Figure 8.3: Repair JATA Client Record Verification Screen

12. The confirmation screen displays. When repairs are made, they are reflected in Client

Progress.

Figure 8.4: Client Record Repaired Confirmation Screen

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9.0 Inactivate MEB/PEB Client

Authorized staff members can inactivate a Medical Evaluation Board/Physical Evaluation Board

(MEB/PEB) client record when a client is no longer going through a MEB or PEB and returns to their unit if their new separation date is outside the eligibility window (18 months for non-retirees or 24 months for retirees). The capability of marking a MEB/PEB client record as inactive avoids issues with accountability and performance statistics. Once the record is marked as inactive, the record is no longer visible to the staff. When the client is again within the eligibility window they must again complete the registration process and Pre-separation

Counseling.

1. Click Inactivate MEB/PEB Client from the Center Maintenance Menu.

2. The Inactivate MEB/PEB Client screen displays showing clients with an Special Program

Designator (SPD) of MEB/PEB.

3. If the list is extensive, enter search criteria and click the Search button.

4. Click on the Inactivate link next to the intended client.

Figure 9.1: Inactivate MEB/PEB Client Screen

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5. The verification screen displays.

6. Click the Yes button.

Figure 9.2: Inactivate MEB/PEB Client Verification Screen

7. The confirmation screen displays.

Figure 9.3: MEB/PEB Client Inactivated Confirmation Screen

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10.0 Change Counselor

1. From the Center Maintenance Menu click on Change Counselor.

2. The Update Counselor Association screen displays.

3. Staff can elect to un-associate all records assigned to one counselor, or transfer all records assigned from one counselor to another counselor.

Figure 10.1: Update Counselor Association Screen

Figure 10.2: Counselor Reassignment Confirmation Screen

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Appendix I Table of Figures

Figure 1.1: Command Center Menu – Select Center Maintenance ------------------------- 1-1

Figure 1.2: Center Maintenance Menu ---------------------------------------------------------- 1-1

Figure 2.1: Event Categories---------------------------------------------------------------------- 2-1

Figure 2.2: OEAT Event Subcategories --------------------------------------------------------- 2-1

Figure 2.3: Center Maintenance Menu – Select Maintain Events --------------------------- 2-4

Figure 2.4: Maintain Events Screen ------------------------------------------------------------- 2-4

Figure 2.5: Maintain Events Screen – Select Add One Time Event ------------------------ 2-5

Figure 2.6: Add One Time Single/Multiple Day Event Screen ------------------------------ 2-6

Figure 2.7: Maintain Events Screen – One Time Single Day Event Added --------------- 2-6

Figure 2.8: Maintain Events Screen – Select Add Single Day Recurring ------------------ 2-7

Figure 2.9: Add Single Day Recurring Event Screen ----------------------------------------- 2-8

Figure 2.10: Maintain Events Screen – Single Day Recurring Event Added -------------- 2-9

Figure 2.11: Add Single Day Recurring Event Screen-------------------------------------- 2-10

Figure 2.12: Maintain Events Screen – Recurring Pre-separation Event Added -------- 2-11

Figure 2.13: Maintain Events Screen – Select Add Multiple Day Recurring------------ 2-11

Figure 2.14: Add Multiple Day Recurring Event Screen ----------------------------------- 2-12

Figure 2.15: Maintain Events Screen – Multiple Day Recurring Event Added --------- 2-12

Figure 2.16: View Event Information Screen ------------------------------------------------ 2-13

Figure 2.17: Maintain Events Screen – Modify an Event ---------------------------------- 2-14

Figure 2.18: Modify Multiple Day Recurring Event Screen ------------------------------- 2-14

Figure 2.19: Event Modified Confirmation Screen ------------------------------------------ 2-15

Figure 2.20: Modification Verification Screen – Clients Scheduled Against Event ---- 2-15

Figure 2.21: Maintain Events Screen – Delete an Event ----------------------------------- 2-16

Figure 2.22: Event Deletion Verification Screen -------------------------------------------- 2-16

Figure 2.23: Maintain Events Screen – Select Date Details for Event ------------------- 2-17

Figure 2.24: Date Details Screen – Activate Cancelled Event Date ---------------------- 2-18

Figure 2.25: Date Details Screen with Event Date Reactivated --------------------------- 2-18

Figure 3.1: Maintain Global Events Screen ---------------------------------------------------- 3-2

Figure 3.2: Add One Time Single/Multiple Day Global Event Screen --------------------- 3-3

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Figure 3.3: Maintain Global Events Screen with New Event Added ----------------------- 3-4

Figure 3.4: Add Single Day Recurring Global Event Screen -------------------------------- 3-4

Figure 3.5: Add Multiple Day Recurring Global Event Screen ----------------------------- 3-4

Figure 4.1: Maintain Center Information Screen ---------------------------------------------- 4-2

Figure 4.2: Center Information Updated Confirmation Screen ------------------------------ 4-2

Figure 5.1: Maintain Unit Names Screen ------------------------------------------------------- 5-1

Figure 5.2: Edit Unit Screen ---------------------------------------------------------------------- 5-2

Figure 5.3: Edit Unit Screen – Select Maintain UIC ------------------------------------------ 5-2

Figure 5.4: UIC Maintenance Screen ------------------------------------------------------------ 5-3

Figure 5.5: UIC Maintenance Screen – Modify Commander -------------------------------- 5-3

Figure 5.6: Update Commander Screen --------------------------------------------------------- 5-4

Figure 5.7: Commander Updated Confirmation Screen -------------------------------------- 5-4

Figure 5.8: UIC Maintenance Screen – Add Designee --------------------------------------- 5-5

Figure 5.9: Add Designee Screen ---------------------------------------------------------------- 5-6

Figure 5.10: Designee Added Confirmation Screen ------------------------------------------- 5-6

Figure 5.11: UIC Maintenance Screen – Modify Designee ---------------------------------- 5-7

Figure 5.12: Update Designee Screen ----------------------------------------------------------- 5-7

Figure 5.13: Designee Updated Confirmation Screen ---------------------------------------- 5-8

Figure 5.14: UIC Maintenance Screen – Delete Designee ----------------------------------- 5-8

Figure 5.15: Delete Designee Screen ------------------------------------------------------------ 5-9

Figure 5.16: Designee Deleted Confirmation Screen ----------------------------------------- 5-9

Figure 6.1: Maintain Workstations Screen – Add Workstation ----------------------------- 6-1

Figure 6.2: Add Workstation Screen with Completed Fields -------------------------------- 6-2

Figure 6.3: Workstation Updated (Added) Confirmation Screen --------------------------- 6-2

Figure 6.4: Maintain Workstations Screen – Modify Workstation -------------------------- 6-3

Figure 6.5: Modify Workstation Screen -------------------------------------------------------- 6-3

Figure 6.6: Workstation Updated (Modified) Confirmation Screen ------------------------ 6-4

Figure 6.7: Maintain Workstations Screen – Delete Workstation --------------------------- 6-4

Figure 6.8: Delete Workstation Verification Screen ------------------------------------------ 6-5

Figure 6.9: Workstation Updated (Deleted) Confirmation Screen -------------------------- 6-5

Figure 7.1: Quarterly Statistics Screen ---------------------------------------------------------- 7-1

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Figure 7.2: Add or Modify Quarterly Statistics Screen --------------------------------------- 7-1

Figure 7.3: Quarterly Statistics Updated Confirmation Screen ------------------------------ 7-1

Figure 8.1: Repair JATA Client record Search Screen --------------------------------------- 8-1

Figure 8.2: Repair JATA Client Record Screen – Client Selected -------------------------- 8-1

Figure 8.3: Repair JATA Record Verification Screen ---------------------------------------- 8-2

Figure 8.4: Client Record Repaired Confirmation Screen ------------------------------------ 8-2

Figure 9.1: Inactivate MEB/PEB Client Screen ----------------------------------------------- 9-1

Figure 9.2: Inactive MEB/PEB Client Verification Screen ---------------------------------- 9-2

Figure 9.3: MEB/PEB Client Inactivated Confirmation Screen ----------------------------- 9-2

Figure 10.1: Update Counselor Association Screen ----------------------------------------- 10-1

Figure 10.2: Counselor Reassignment Confirmation Screen ------------------------------ 10-1

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Appendix II Glossary of Terms

Acronym Description

AD Active Duty

CIM Contract Installation Manager

DA Department of the Army

DoDID Department of Defense Identifier

DOL Department of Labor

HQ Headquarters

IC Initial Counseling

ITAPDB Integrated Total Army Personnel Database

ITP Individual Transition Plan

JATA Job Assistance Training Application

MEB Medical Evaluation Board

MSM Military Service Member

OEAT Other Employment Assistance Training

PEB Physical Evaluation Board

SFL-TAP Soldier for Life – Transition Assistance Program

SPD Special Program Designator

TAP Transition Assistance Program

TSM Transition Services Manager

UIC Unit Identification Code

VA Veteran’s Administration