Correspondence and Task Management System (CATMS) Training

Transcription

1 Correspondence and Task Management System (CATMS) Training FOR FOR OFFICIAL OFFICIAL USE USE ONLY ONLY 1

2 Project Overview Why Are We Where is my package?? Doing This? 2

3 Project Overview Why Are We Doing This? WHY ARE WE DOING THIS?? CATMS Provides Enterprise Ready Solution Single Task Management Solution Consistent Process for tasking Information Sharing and Reusable Products Full Visibility, Transparency and Accountability Historical Continuity (What did we say last month, last year?) Improved Metrics Strong adoption in the Defense Space Implemented at HQ Air Force, most MACOMs, and most COCOMs Greater adoption beginning in the Army, Navy, and Marine Corps 3

4 CATMS (TMT) Adoption in Defense Space US Joint Commands US Strategic Command US Special Ops Command US European Command US Special Ops Command Europe US Marine Corps Forces Europe US Africa Command US Special Ops Command Africa US Northern Command US Transportation Command US Central Command AFCENT, SOCCENT, ARCENT Navy / Marine Corps US Naval Special Warfare Command US Marine Corps Forces Special Operations Command Agencies Defense Logistics Agency OSD/WHS DISA TMT Customer Base - 75,000+ Users AFOSI United States Air Forces in Europe Air Mobility Command Air Combat Command Air Force Reserve Command Pacific Air Force Command Air Education and Training Command Air Force Global Strike Command Air Force District of Washington Air Force Space Command Air Force Special Operations Command Air National Guard Air Force Central Command US Army US Army Europe US Army Special Ops Command US Army Forces Command US Army Central Command US Air Force Headquarters Air Force HAF GSUs AFOTEC Commands in Green have been connected to ETS (TaskerNet) 4

5 CATMS Training Objectives Users must be able to: Create an Action with various Tasks to OPR/OCRs with appropriate Suspense dates Locate and use Correspondence Templates within CATMS Route and Re-Route these tasks internally and externally to coordinate with all Enterprise Components Respond, Modify, and Cancel Actions and Tasks generated within the Component Respond To and Request Suspense Extensions, Cancellation of Actions and Tasks assigned by CMD Create Views supporting Enterprise and Component specific business rules, metrics, and Component Front Office status reports Generate Component specific Stoplight Report View and manage correspondence Actions and Tasks throughout the Component organizational hierarchy Manage document attachments and versions between CATMS and SharePoint Attach, check out and manage versions of documents in response to a task and specific ways CATMS and SharePoint will interact Use version control of a Word document and how to ensure that the latest version is uploaded into CATMS Use Notes when tracking actions/staff packages 5

6 CATMS Enhanced Capabilities Ability to create personalized dashboards allowing users to modify format Create views that can replace some current reports. Single click access renders near real time results that can be exported Enhanced search capability provides robust search results Integrated SharePoint document libraries functionality supports Action and Task historical search retrievals Create, store, and share organizational tasker and assignment templates 6

7 CATMS Enhanced Capabilities (cont.) Targeted alert notifications and status changes only to affected users Create/Manage Actions and Tasks at all organizational levels Create recurring tasker templates that automatically generate Tasks weekly, monthly, or quarterly Integrated spell check Create metric dashboards that provide task related Metrics by Organization/Office 7

8 CATMS Overview Out Look CATMS CRM Windows SP10 What is CATMS?? CATMS is a web-based, CAC enabled solution that: Is a bolt on application which runs on top of the Microsoft Dynamics Customer Relationship Management (CRM) Platform Is integrated with other familiar Microsoft products to include: Outlook for notification of task assignments and updates and task creation SharePoint for document storage and collaboration SQL Server for database storage and reporting Is provides a familiar look and feel of the Microsoft products it utilizes to include MS Outlook, Internet Explorer, SharePoint, Excel, and Word. 8

9 Types of CATMS Users CATMS User Types/Experiences: Core User: A licensed CATMS user with full access to the application and has the ability to create, assign, monitor status, review responses, and approve tasks (within the authority based on their position). Power Users Those who will be heavily involved in tasking on a daily basis and will create, assign, monitor status, etc. Action Officers Users who have access to all functionality but will primary be responding to tasks versus creating, assigning and managing tasks. Senior Leaders - Users with full access to the application but generally only review and approve task responses. Non-CATMS User: External users that cannot connect to the Command s infrastructure; no access to CATMS; get with attachments instead. Edge User: An Action Officer user who has no access to the application. They cannot create or assign tasks, can only respond to tasks. Anyone who can access the OSD servers can be an Edge User and receive tasks. Users will get s and access assigned tasks via the link in the to a separate SharePoint webpage. A background process runs to send Edge User assignments and sync Edge User responses and updates back to CATMS. 9

10 Package / Action / Tasker Discussion Package Just Provides the OSD Number (CMD Only) Action Package All about the correspondence (e.g. letter from constituent or congressmen) Tasker Package All about the work. (What do you want to do regarding the letter?) Package, Action, Task - Containers that store metadata and documents - The Package container is only available to CMD users - Packages will contain Actions and Actions will contain Tasks - The Action container is the top level for components 10

11 Key Terms CATMS = Correspondence and Task Management System CRM = Customer Relationship Management Task or Tasker = Official request for Info, Response, etc. Approval Request = Process of routing a task response to Senior Leadership for review and approval prior to completing the task which releasing the response Initiator = The creator of an Action or a Task OPR = Office of Primary Responsibility, or OPR Primary OPR = Overall Lead for the task; assigned by the Initiator OPR-C = A Lead delegated by a higher level assignee OCR = Office of Coordinating Responsibility, or Supporting Organization OCR-C = A lead delegated by the supporting organization 11

12 Accessing CATMS There are 3 ways to access CATMS: Via Internet Explorer and the CATMS URL: Via CATMS Mail Notifications that you will receive in your Team s CATMS Mailbox when assigned a task* Click on the CATMS Home hyperlink at the bottom of the to navigate to the CATMS Home page, or Click on the OPR/OCR hyperlink for your individual name/team to open your version of the task to work it Via the link to CATMS on the CMD website shown in the next slide. 12

13 CMD Training Link 13

14 Requesting CATMS Help If you have questions about or issues with CATMS, send an to the CATMS Support Desk address shown below and accessible from the CMD Website shown in the previous slide. 14

15 Go Live Date Jul 28, 2014 Go-Live = CATMS ready for users to begin processing in-progress and new Actions and Tasks Partial data migration will occur prior to Go-live: On day 1 users will have access to all currently open taskers in SACCP & access to the last year of historical data Data over a year old will be accessible in SACCP as read only until it is migrated to CATMS Remaining SACCP historical data will be migrated in the following months Users can access CATMS after training to continue to practice and develop skills learned during training All CATMS data will be purged prior to Go-Live 15

16 Questions 16