Training Business Area (TBA) Application User s Guide

Training Business Area (TBA) Application User s Guide User s Guide for Version 3.2 March 27, 2014 FOR OFFICIAL USE ONLY i DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; ADMINISTRATIVE OR OPERATIONAL USE; 29 OCT 08. Other requests shall be referred to the Acquisition Section, AFLCMC/HIAM, 200 E. Moore Drive, Maxwell AFB-Gunter Annex, AL 36114. DESTRUCTION NOTICE--Destroy by any method that will prevent disclosure of contents or reconstruction of the

User s Guide For Version 3.2 March 27, 2014 Table of Contents Page 1. Introduction 1 1.1 Purpose 1 1.2 Summary of Changes 1 1.3 Overview 1 1.4 Description 2 1.5 TBA User Access 2 1.6 Setting Up TBA for Your Organization 2 1.7 TBA User Practice Environment 4 1.8 Problem Resolution 5 1.9 Contingency and Alternate Modes of Operation 5 1.10 Acronyms, Abbreviations, and Definitions 5 2. Application Overview 7 2.1 Application Environment and User Interface 7 2.2 Application Functions 7 2.3 User Roles 8 2.3.1 Role Definitions and Capabilities 9 2.4 Application Wide NOTES 19 2.5 Section 508 19 2.5.1 Voluntary Product Accessibility Template (VPAT) for TBA 20 2.6 Getting Started 24 2.7 Main Menus 27 3. Top Tier TBA Enterprise Data Management and Production 28 3.1 Enterprise Training Warehouse (ETW) and Utilization and Training Workshop (UTW) Component Functions 28 3.1.1 Query ETW or UTW Products (CFETP, AFJQS, and CJQS) 29 3.1.2 Copy CFETP, AFJQS, or CJQS from ETW to UTW for Revision 30 3.1.3 Create New CFETP, AFJQS, or CJQS in UTW 31 3.1.4 Add New Tasks to CFETP, AFJQS, or CJQS in UTW 32 3.1.5 Copy (from Existing Products) Tasks to CFETP, AFJQS or CJQS in UTW 34 3.1.6 Edit Tasks in CFETP, AFJQS or CJQS in UTW 35 3.1.7 Review Product Task Changes 36 3.1.8 Delete Tasks from CFETP, AFJQS or CJQS in UTW 38 3.1.9 Add or Update CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW 39 3.1.10 Update Associated Product to Career Field(s) and Occupational Group(s) 41 3.1.11 Publish Proposed Product for Review 42 3.1.12 Add UTW Comments 43 3.1.13 Accept/Decline Proposed Product 44 3.1.14 View Comments 45 3.1.15 Apply New or Revised Product (CFETP, AFJQS, or CJQS) from UTW to ETW 45 3.1.16 Delete CFETP, AFJQS, or CJQS from UTW or ETW 47 3.2 Organization Component Functions 48 3.2.1 Add Workcenter 48 3.2.2 Change or Delete a Workcenter 49 3.2.3 Query Workcenter 51 ii DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; ADMINISTRATIVE OR OPERATIONAL USE; 29 OCT 08. Other requests shall be referred to the Acquisition Section, AFLCMC/HIAM, 200 E. Moore Drive, Maxwell AFB-Gunter Annex, AL 36114. DESTRUCTION NOTICE--Destroy by any method that will prevent disclosure of contents or reconstruction of the

User s Guide For Version 3.2 March 27, 2014 3.2.4 Query Flight 51 3.2.5 Query Squadron 52 3.2.6 Query Wing 52 3.2.7 Query Base 53 3.2.8 Query MAJCOM 54 3.3 Enterprise Course List (ECL) 55 3.3.1 Add Course to ECL 55 3.3.2 Find Courses in ECL 58 3.3.3 Deactivate Courses in ECL 59 3.3.4 Activate Courses in ECL 60 3.3.5 Add Similar Course to ECL 60 3.3.6 Update Course in ECL 61 3.3.7 View ECL Course Details 62 4. Middle Tier Workcenter Personnel and Training Management 63 4.1 Employee Component Functions 63 4.1.1 View Employee 63 4.1.2 Gain Employee 64 4.1.3 Add Employee 65 4.1.4 Assign or Remove TBA Role to Employee 67 4.1.5 Assign Employee to Supervisor 68 4.1.6 Modify Employee 68 4.1.7 Move Suspenses 70 4.1.8 Additional Workcenter to Supervise 71 4.1.9 Add Second Employee Type 72 4.1.10 Lose Employee 74 4.1.11 Archive or Unarchive Employee 75 4.1.12 Training Manager Exemption 76 4.2 Master Training Plan (MTP) and Master Task List (MTL) Component Functions 78 4.2.1 Import MTP (MTL) 78 4.2.2 Create MTP by Adding Product to MTP (MTL) 81 4.2.3 Remove Product from MTP (MTL) 82 4.2.4 Add or Remove Tasks in MTP (MTL) 83 4.2.5 Add, Edit or Remove Workcenter JQS Task in MTP (MTL) 84 4.2.6 Manage Task Groups 86 4.2.7 Query Task Groups 88 4.2.8 Manage Identifiers and Identify Deployment Tasks in MTP 89 4.2.9 Query MTP (MTL) 90 4.3 Master Course List (MCL) 92 4.3.1 Add Course from ECL to MCL 92 4.3.2 Remove Course from MCL 93 4.3.3 Change Course in MCL 94 4.3.4 Create Course Groups 95 4.3.5 Manage Course Groups 96 4.3.6 Delete Course Groups 97 4.3.7 Query MCL 98 4.4 Mass Update 99 4.4.1 Mass Update Courses/Workcenters 99 4.4.2 Mass Update Multiple People and Courses 100 4.4.3 Update ITP for Single/Block Training 102 iii DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; ADMINISTRATIVE OR OPERATIONAL USE; 29 OCT 08. Other requests shall be referred to the Acquisition Section, AFLCMC/HIAM, 200 E. Moore Drive, Maxwell AFB-Gunter Annex, AL 36114. DESTRUCTION NOTICE--Destroy by any method that will prevent disclosure of contents or reconstruction of the

User s Guide For Version 3.2 March 27, 2014 5. Bottom Tier - Individual Training Plan Management 104 5.1 Individual Training Plan (ITP) Component Functions 104 5.1.1 Add or Remove Trainer and Certifier in ITP 104 5.1.2 Convert External Tasks into TBA 106 5.1.3 Query Archived ITP 107 5.1.4 Unarchive ITP Task 108 5.1.5 Add/Remove Tasks 111 5.1.6 Add Task Groups to ITP 112 5.1.7 Conduct Orientation/Initial Evaluation 113 5.1.8 Start ITP Task 113 5.1.9 Enter ITP Task Complete Date 114 5.1.10 Sign ITP Task (Trainee and Certifier) 116 5.1.11 Electronic Signature 117 5.1.12 Archive ITP Task 118 5.1.13 Add Training Journal Entry 119 5.1.14 Archive Journal Entries 121 5.1.15 Query Active and Archived Journal Entries 122 5.1.16 Complete Task Evaluation 123 5.1.17 Reverse ITP Task Entry 123 5.1.18 Document Unsatisfactory Progress on ITP Task 124 5.1.19 Decertify ITP Task 125 5.1.20 Query Suspended ITP 126 5.1.21 Print ITP 127 5.2 ITP Course Management 129 5.2.1 Add/Remove Course(s) to ITP 129 5.2.2 Add/Remove Course Group(s) 130 5.2.3 Update Course Status 131 5.2.4 View Individual Course List (ICL) 134 5.2.5 Organizational Course Query 137 6. Manage Suspenses and Notifications 138 6.1 Suspenses and Notification Component Functions 138 6.1.1 Task, Journal and Other Suspenses 138 6.1.2 Product (CFETP, AFJQS, WJQS) Notifications 139 6.1.3 Course Tracking Notifications 141 7. Reports 143 7.1 Report Component Functions 143 7.1.1 Generate Enterprise Product Status Report 143 7.1.2 Generate Enterprise 100% Task Coverage Report 145 7.1.3 Generate Individual Task List Report 147 7.1.4 Generate Master Task List Report 149 7.1.5 Generate Personnel List Report 151 7.1.6 Generate Task Coverage Report 153 7.1.7 Generate Training Visibility Ledger Report 154 7.1.8 Generate UTC Task Report 157 iv DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; ADMINISTRATIVE OR OPERATIONAL USE; 29 OCT 08. Other requests shall be referred to the Acquisition Section, AFLCMC/HIAM, 200 E. Moore Drive, Maxwell AFB-Gunter Annex, AL 36114. DESTRUCTION NOTICE--Destroy by any method that will prevent disclosure of contents or reconstruction of the

User s Guide For Version 3.2 March 27, 2014 LIST OF FIGURES Figure Page Figure 1-1 TBA Set Up Overview... 4 Figure 1-2. Acronyms and Abbreviations... 6 Figure 2-1 TBA Component Overview.... 8 Figure 2-2 TBA User Roles.... 9 Figure 2-3. System Messages and DoD Warning Screen... 25 Figure 2-4. Change Role Screen... 26 Figure 2-5. Opening Menu Screen... 26 Figure 2-6. TBA Application Access Error Message... 27 Figure 3-1 Product Management View... 29 v DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; ADMINISTRATIVE OR OPERATIONAL USE; 29 OCT 08. Other requests shall be referred to the Acquisition Section, AFLCMC/HIAM, 200 E. Moore Drive, Maxwell AFB-Gunter Annex, AL 36114. DESTRUCTION NOTICE--Destroy by any method that will prevent disclosure of contents or reconstruction of the

User s Guide For Version 3.1 1. Introduction This is the Application User s Guide for the Training Business Area (TBA) application. 1.1 Purpose The purpose of this guide is to provide an individual who is unfamiliar with Training Business Area (TBA) application the information needed to perform their roles in managing training information and on-the-job training requirements. 1.2 Summary of Changes Revision 3.1.0.2 includes the below fixes/changes: o Added a function to retain unarchive tasks previously completed in trainees ITPs o Removed V3 from the orientation/initial Evaluation journal entry o When a certifier signed off a certified task the T was being removed Fixed TBA when the certifier signs a task the T is no longer being removed o The UTM cannot view/modify employees that have over 6,000 tasks assigned to the active and/or archive ITP. Fixed TBA to allow the UTM to view/modify employees with over 6,000 tasks o Added Ad Hoc Reporting This revision includes changes incorporated for TBA v3.2. o A new section (2.5) was added to address the Section 508 specifications for TBA. This paragraph includes a brief description of the 508 specifications as they affect the TBA application software and the associated Voluntary Product Accessibility Template (VPAT). o Section 4.2.1 was updated to address the enhanced Import MTP functions. o Sections 4.1.2, 4.1.3, 4.1.6, 4.1.9 and 6.1.1 were updated to address the enhancements made to the initial evaluation functions. o The Distribution statement and the date were updated. 1.3 Overview Section 1 of this document contains introductory type information such as purpose, description, user access, TBA User Practice Environment, problem resolution and lists the acronyms used within this guide. Section 2 contains application overview, user roles, application wide notes and Getting Started information. Sections 3 through 5 identify the three main tiers or levels of functionality supporting the TBA component suite: Top Tier Comprises Organization, Enterprise Training Warehouse (ETW) which provides configuration management and storage of training products (Career Field Education and Training Plans, AF and Command Job Qualification Standards), and the Utilization and Training Workshop (UTW) which is utilized by Career Field Managers and others to make changes to their training products. The top tier contains capability create, update, deactivate and activate enterprise courses. Mid-Tier Employee, Workcenter Master Task List, Master Course List and Master 1 use; November 2010. Other requests for this document shall refer to the Program Management Officer AFPEO

Training Plan development Bottom Tier - Individual Training Plan management provides capability to create, add, delete, and archive employee training data to include tasks and course data. The capabilities of TBA are outlined in the sections of this The information provides detail instructions on how to use the application. Each function begins with a brief description of the function along with the roles that are authorized to perform that function. These sections walk the user through the sequence of actions to perform activities within the application. Section 6 provides information on managing suspenses and notifications. Section 7 defines the eight reports and the roles that are authorized to use the reports. 1.4 Description TBA is a Net-Centric, Global Combat Support Systems Air Force (GCSS-AF) Integration Framework (IF) Web-Based application providing Air Force War fighters with global, real-time visibility into technical qualifications, certifications and training status Air Force wide. TBA supports base, wing and workcenter level training management activities by automating training management business processes. The primary users will be any personnel directly involved in base level training management activities. 1.5 TBA User Access The TBA application uses the GCSS-AF security layer to control access and privileges. Tivoli Access Manager (TAM) is the software application used to manage user security profiles within the AF Portal. TBA leverages this capability using the TAM profile to determine access to TBA. Once the user has an active AF Portal account established, the TAM profile is synchronized with the TBA application. In other words, anyone with an AF Portal account will be able to see the TBA hyperlink under the Portal s Application A-Z Listing. NOTE: This does not mean that the user can access the application or have roles assigned in TBA to navigate functions and features. The Personnel Manager establishes TBA user profiles and roles see Add Employee paragraph, and the Role Manager, see Assign or Remove TBA Role to Employee paragraph respectively. To self-register for an AF Portal user account go to https://www.my.af.mil/; click on selfregistration and fill out the online form. A confirmation message is displayed once registration is completed and separate emails will be sent with User-ID and password information. If an email is not received within 24 hours, contact the Help Desk for assistance at DSN: 596-5771. Once a user receives emails with User-ID and password information, the user must logon to the portal and change the password for the account to become active. At this time, a user account is created within TAM. Once the portal account is activated, the user will have access to the TBA application. 1.6 Setting Up TBA for Your Organization This section provides a brief overview of how organizational structures, employees, Master Training Plans, Individual Training Plans & various training process functions are established and conducted in TBA. The bullets below describe the process that is depicted in Figure 1-1. Icon 1: Initially, organizational structures (MAJCOM, NAF, Wing, Group, Squadron and Flight) were established from Manpower Data System & Air Force Historical Office. Any changes to the structures due to reorganization must be accomplished by the Enterprise Data Manager through official notification/coordination from the MAJCOM. Icon 2: The MAJCOM is responsible for creating (or delegating the responsibility to a lower level) 2

the next lower level workcenter under existing NAF, Wing, Group, Squadron or Flight. The function used in this guide is Add Workcenter using the Analyst role. This workcenter is where the TBA POC (Generic term for person with administrative rights (Analyst, Personnel & Role Manager Roles) required to manage all children workcenters and employees within their organizational structure. Icon 3: The MAJCOM (or delegated lower level) then establishes the TBA POC in that workcenter by performing the following functions: Add Employee, Gain Employee (if employee previously loaded and Lose Employee was processed) and Assign TBA Roles to Employee. These functions are accomplished using the Personnel & Role Manager roles. Icon 4: The TBA POC is responsible for creating the next lower level workcenter(s) under existing NAF, Wing, Group, Squadron or Flight. The function used in this guide is Add Workcenter using the Analyst role. Icon 5: The TBA POC is responsible for establishing employees and assigning their roles within the workcenter(s) they have created. This is accomplished by performing the following functions: Add Employee, Gain Employee (if employee previously loaded and Lose Employee was processed) and Assign TBA Roles to Employee. These functions are accomplished using the Personnel & Role Manager roles. Icon 6: The Workcenter Supervisor is a key role within the workcenter and is responsible to perform all Master Training Plan (MTP) & Master Task List (MTL) Component Functions. Some of the many functions include Create MTP by Adding Product to MTP, Add or Remove Tasks in MTP, Add or Remove Workcenter JQS (local tasks) in MTP, Query MTP, Manage Task Groups, Add/Remove Courses, Create Course Groups, etc... These functions are accomplished using the Workcenter Supervisor role. The Unit Deployment Manager and Training Manager have capability to manage course information for the workcenter. Icon 7: After the MTP/MTL, MCL is built for the workcenter, Individual Training Plans (ITPs) may be established for workcenter employees. Some of the functions to establish an employee s ITP include; Convert External Tasks into TBA, Unarchive ITP Task, Add/Remove Tasks, Add Task Groups, Add/Remove Courses, Add Course Groups and Add or Remove Trainer and Certifier in ITP etc Icon 8: After an employee s ITP has been established, the Individual Training Plan Component Functions within TBA may be executed. Some of the many functions include Start ITP Task, Enter ITP Task Completed Date, Sign ITP Task, Add Training Journal Entry, Update Course Status, and Archive/Unarchive Courses etc These functions are accomplished using the Training Manager (courses only), Unit Deployment Manager (deployment courses only) and Flight Chief (courses only) Workcenter Supervisor, Supervisor, Trainer, Certifier & Trainee roles. 3

1 2 MAJCOM coordinates organizational structure loads/changes with Enterprise Data Manager (Role) 3 MAJCOM (Analyst Role) creates highest level workcenter for the organization Add Workcenter 4 MAJCOM (Personnel & Role Manager) establishes TBA POC in new workcenter Add Employee or Gain Employee & Assign TBA Roles to Employee 5 TBA POC (Analyst Role) creates workcenters for the organization Add Workcenter TBA POC (Personnel & Role Manager Roles) establish employees in workcenters Add Employee or Gain Employee & Assign TBA Roles to Employee 6 7 Workcenter Supervisor (Role) performs Master Training Plan & Master Task List Component Functions: Import MTP Create MTP by Adding Product to MTP, Add or Remove Tasks in MTP, Add or Remove WCJQS in MTP, Manage Task Groups, Add/Remove Course ect Workcenter Supervisor or Supervisor (Roles) Perform Individual Training Plan Component Functions: Transcribe AF Form 623 to ITP, Unarchive ITP Task, Add/Remove Tasks, Add Task Groups, Add/Remove Courses, Add/Remove Course Groups Add or Remove Trainer and Certifier in ITP etc 8 Trainer, Certifier & Trainee (Roles) Perform Individual Training Plan Component Functions: Start ITP Task, Complete ITP Task, Sign ITP Task, Update Course Status Add Training Journal Entry etc Figure 1-1 TBA Set Up Overview 1.7 TBA User Practice Environment TBA User Practice Environment (UPE) is a copy of the GCSS-AF TBA production application intended for user practice and orientation on the TBA application and not for operational unit training management activities. TBA-UPE is also accessed through the AF Portal. Each screen 4

in TBA-UPE has a different background color, USER PRACTICE ENVIRONMENT in red bold letter and a watermark, Practice Use Only, running down the right side. The TBA production database is periodically copied into the TBA-UPE application, so all authorized TBA users will have access to TBA-UPE with the same user roles previously assigned. 1.8 Problem Resolution The local Unit Training Manager (UTM) is the first contact point for hardware or software problems. Any problems that cannot be resolved at the local level are called in by the UTM to the Field Assistance Service (FAS). The FAS phone number is DSN 596-5771 or Commercial 334-416-5771. Any TBA users above the unit level (AETC Training Manager, Career Field Administrator, Career Field Manager and MAJCOM Functional Manager) may also directly contact the FAS for problem resolution. Confirmed problems will be tracked and prioritized through the Remedy System IAW 754th Electronic Systems Group Deficiency Reports policy. 1.9 Contingency and Alternate Modes of Operation The TBA Application requires access to the Air Force Portal using common web browser internet connectivity. If an employee will be deploying to a location without internet or AF Portal access, manual records (797, 803, and 623 etc ) must be used. Refer to Print ITP or Generate Individual Task List Report sections of this guide for instructions to download and save electronic copy of employee s records. 1.10 Acronyms, Abbreviations, and Definitions The following Acronyms, Abbreviations, and Definitions are used in this guide: Acronyms and Definition Abbreviations ADLS Advance Distributed Learning System AFJQS Air Force Job Qualification Standard AFSC Air Force Specialty Code (Three Types; CAFSC, DAFSC, PAFSC) AT Assistive Technology CAFSC Control Air Force Specialty Code CFETP Career Field Education and Training Plan CJQS Command Job Qualification Standard DAFSC Duty Air Force Specialty Code ECL Enterprise Course List ETCA Education and Training Course Announcement ETW Enterprise Training Warehouse FTD Field Training Detachment GCSS-AF Global Combat Support System Air Force ICL Individual Course List ITP Individual Training Plan (Archived IPT and Active ITP, AF Form 623) ITP Journal Individual Training Plan Journal (AF Form 623A) JQS Job Qualification Standard (Three Types; AFJQS, CJQS, and WJQS) LAN Local Area Network MAJCOM Major Command (Also referred to as Command) MSEP Maintenance Standardization Evaluation Program (AF Form 803) MCL Master Course List MTL Master Task List MTP Master Training Plan (Includes MTL) PAFSC Primary Air Force Specialty Code TAM Tivoli Access Manager (Access Security Application) 5

Acronyms and Definition Abbreviations TBA Training Business Area UTC Unit Type Code UTM Unit Training Manager UTW /U and TW Utilization and Training Workshop VPAT Voluntary Product Accessibility Template WJQS Workcenter Job Qualification Standard (AF Form 797) YYYY-MM-DD The date expressed in four digits for the year, two for the month, and two for the day with the numbers separated by dashes. For example, 2004-03-08 represents March 8, 2004. Figure 1-2. Acronyms and Abbreviations 6

2. Application Overview 2.1 Application Environment and User Interface TBA resides within the GCSS-AF IF environment, and users will access GCSS-AF IF and TBA through their computer/workstation via the base LAN/AF network. Users of TBA will interface with the application through a series of screens. These screens or windows are the typical Windows environment where drop-down list boxes, tables, text areas, and radio buttons allow the user to select the capabilities and perform the functions they need to do their job. Either the cursor/mouse left-button click combination or the tab key/up and down arrow/enter key combination can be used to move about the windows. 2.2 Application Functions The TBA functionality centers on eight components within the application. Those eight components are: a) Enterprise Training Warehouse (ETW), Utilization and Training Workshop (UTW) and Enterprise Course List (ECL) b) Organization c) Employee d) Master Training Plan (MTP) and Master Task List (MTL) e) Individual Training Plan (ITP) f) Course Tracking g) Suspenses and Notifications h) Reports See Figure 2-1 for a high-level view of these TBA components. In addition, reference the Table of Contents for further identification of functionality associated with each of the components. 7

TBA Component Overview Utilization & Training Workshop (UTW) Enterprise Training Warehouse (ETW) Component Career Field Manager, Enterprise Course List (ECL) Manager, Career Field Administrator, & MAJCOM Functional Manager Roles UTW Courses and Tasks Create, Revise, Review, Delete & Apply Copy/Manage ETW Published CFETP, AFJQS & CJQS Products, Enterprise Coures Apply Changes/Updates Workcenter Training Management Organizational Component Master Task Master List Task (MTL) List (MTL) Workcenter Info/Org Structure Master Course Master List Course (MCL) List (MCL) Employee Component Master Training Master Plan Training (MTP) Plan (MTP) Privileges and Roles Individual Training Plan Individual Task List Individual Course List Journal Entry Queries & Reports Figure 2-1 TBA Component Overview. 2.3 User Roles TBA was developed around organizational roles such as Trainee, Trainer, Certifier, Supervisor, and Training Manager. The actions TBA allows you to perform are based on the role you have 8

been assigned by a Role Manager. Some roles have more capabilities than others do. For example, an individual assigned to a Supervisor role will be able to perform more functions than someone assigned to a Trainee role. Some roles will allow individuals to sign off the completion of a task. Others will allow the individual to add or remove tasks in an Individual Training Plan (ITP). Figure 3-2 contains a list of all the TBA User Roles. Most users will have more than one role and the roles assigned will depend on the training management functions the user needs. Remember, TBA will only allow the user access to the roles that have been previously assigned by a Role Manager. TBA User Roles AETC Training Manager (TM) Analyst Career Field Administrator (CFA) Career Field Manager (CFM) Certifier Commander Enterprise Course List (ECL) Manager Enterprise Data Manager (EDM) Flight Chief MAJCOM Functional Manager (MFM) Personnel Manager Role Manager Supervisor Trainee Trainer Training Manager Figure 2-2 TBA User Roles. Unit Deployment Manager (UDM) Workcenter Supervisor 2.3.1 Role Definitions and Capabilities TBA Role AETC Training Manager: This role supports development and maintenance of products within the Enterprise Training Warehouse. The person holding this role would normally be assigned to an AETC schoolhouse. The role can query the products and make comments within the UTW environment. The Enterprise Data Manager controls this role. TBA Software Capabilities for Role Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Add UTW Comments Accept/Decline Proposed Product View Comments Notifications 9

TBA Role Analyst: This role supports maintaining and developing Workcenter records within TBA. The role can query the organization levels and create Workcenter records at the assigned organizational hierarchy or below. Career Field Administrator (CFA): This role supports the CFM in maintaining and publishing products within TBA. This role duplicates the CFM role minus the ability to move a product from the UTW to the ETW. The Enterprise Data Manager controls this role. Career Field Manager: The CFM role is the only one authorized to push AFJQS and CFETP products to the ETW environment. CFMs are also the only role allowed to delete AFJQS and CFETP products from the ETW. This role will lock products for publishing and review comments made by people holding the role as AETC TM, CFA, and MFM. The Enterprise Data Manager controls this role. TBA Software Capabilities for Role Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Add Workcenter Change or Delete a Workcenter Query Workcenter Query Flight Query Squadron Query Wing Query Base Query MAJCOM Generate Task Coverage Report Query ETW or UTW Products (CFETP, AFJQS and CJQS) Copy CFETP, AFJQS, or CJQS from ETW to UTW for Revision Create New CFETP, AFJQS, or CJQS in UTW Add New Tasks to CFTEPS, AFJQS, or CJQS in UTW. Copy (from Existing Products) Tasks to CFETP, AFJQS or CJQS in UTW Edit Tasks in CFETP, AFJQS or CJQS in UTW Review Product Task Changes Delete Tasks from CFETP, AFJQS or CJQS in UTW Add or Update CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW Update Associated Product to Career Field(s) and Occupational Group(s) Publish Proposed Product for Review Add UTW Comments Accept/Decline Proposed Product View Comments Delete CFETP, AFJQS, or CJQS from UTW or ETW Query Squadron Query Wing Query Base Query MAJCOM Notifications Generate Enterprise Product Status Report Query ETW or UTW Products (CFETP, AFJQS and CJQS) Copy CFETP, AFJQS, or CJQS from ETW to UTW for Revision Create New CFETP, AFJQS, or CJQS in UTW Add New Tasks to CFTEPS, AFJQS, or CJQS in UTW. Copy (from Existing Products) Tasks to CFETP, AFJQS or CJQS in UTW Edit Tasks in CFETP, AFJQS or CJQS in UTW Review Product Task Changes 10

TBA Role Certifier: This role is a pivotal part of the third party certification of task process within the ITP, and personnel holding this role must be E5 and above or civilian equivalents. Personnel holding this role are also allowed to perform query functions and reports related to the Workcenters training program. TBA Software Capabilities for Role Delete Tasks from CFETP, AFJQS or CJQS in UTW Add or Update CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW Update Associated Product to Career Field(s) and Occupational Group(s) Publish Proposed Product for Review Add UTW Comments Accept/Decline Proposed Product View Comments Apply New or Revised Product (CFETP, AFJQS) from UTW to ETW Delete CFETP, AFJQS, or CJQS from UTW or ETW Query Squadron Query Wing Query Base Query MAJCOM Notifications Generate Enterprise Product Status Report Generate Personnel List Report Generate Training Visibility Ledger Report Search Enterprise Course View Enterprise Course Details Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Task Groups Query MTP (MTL) Query Archived ITP Sign ITP Task (Trainee and Certifier) Electronic Signature Print ITP Add Training Journal Entry Query Active and Archived Journal Entries Complete Task Evaluation Reverse ITP Task Entry Document Unsatisfactory Progress on ITP Task Task, Journal and Other Suspenses Notifications Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Training Visibility Ledger Report Generate UTC Task Report Search Enterprise Course View Enterprise Course Details Query ECL and MCL 11

TBA Role Commander: The commander is the owner of the unit-training program. He is ultimately responsible for the personnel assigned. This role allows the commander to view the status of personnel under their command. They can query records and review reports. Enterprise Course List (ECL) Manager Overall manager and maintainer of the enterprise course list. Key responsibilities include publishing changes to the ECL from the AF Education and Training Course Announcement (ETCA) database, coordinating changes with course OPRs, maintains configuration management of enterprise course list, loads, changes, and deletes courses, initiates notifications of changes. TBA Software Capabilities for Role Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight Query Squadron Query Wing Query Base View Employee Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Query Archived ITP Electronic Signature Print ITP Add Training Journal Entry Query Active and Archived Journal Entries Task, Journal and Other Suspenses Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Task Coverage Report Generate Training Visibility Ledger Report Generate UTC Task Report View Enterprise Course Details Query ECL and MCL View Courses in ITP Organization Course Query Add Enterprise Course Update Enterprise Course Activate Enterprise Course De-activate Enterprise Course Add Similar Enterprise Course View Enterprise Course Details Search Enterprise Course The Enterprise Data Manager controls this role. Enterprise Data Manager: The EDM is the overseeing administrator of the TBA application. This role is reserved for the TBA enterprise administrator centrally located at the TBA program office at Gunter Annex. The role has authority over and manages the functionality of the subordinate roles used within TBA. This role is also required to manage, create and modify the organization and standard workcenter list information used within TBA. Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Add Workcenter Change or Delete a Workcenter Query Workcenter Query Squadron Query Wing Query Base Query MAJCOM View Employee 12

TBA Role Flight Chief: This position is part of the organization management s staff. Normally has oversight and manages of one or more workcenters. The role can query training information and view reports. MAJCOM Functional Manager: This role is used to create, manage and delete Command Job Qualification Standard (CJQS) products within the TBA ETW/UTW environments. They also have a part in reviewing and approving AFJQS and CFETP products. Oversees policy and procedures for Air Force Specialty Codes (AFSCs) under their jurisdiction. Primary OPR for courses loaded to the ECL that supports their AFSC. Responsible for the accuracy and currency of courses. Initiates ECL reviews and authenticates courses loaded to the ECL. The Enterprise Data Manager controls this role. TBA Software Capabilities for Role Assign or Remove TBA Role to Employee Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Training Visibility Ledger Report Generate UTC Task Report Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Task Coverage Report Generate Training Visibility Ledger Report Generate UTC Task Report View Enterprise Course Details Query ECL and MCL Add/Remove Courses between ECL and MCL Mass Add/Remove courses between ECL to MCL Organization Course Query Query ETW or UTW Products (CFETP, AFJQS and CJQS) Copy CFETP, AFJQS, or CJQS from ETW to UTW for Revision Create New CFETP, AFJQS, or CJQS in UTW Add New Tasks to CFTEPS, AFJQS, or CJQS in UTW. Copy (from Existing Products) Tasks to CFETP, AFJQS or CJQS in UTW Edit Tasks in CFETP, AFJQS or CJQS in UTW Review Product Task Changes Delete Tasks from CFETP, AFJQS or CJQS in UTW Add or Update CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW Update Associated Product to Career Field(s) and Occupational Group(s) Publish Proposed Product for Review Add UTW Comments Accept/Decline Proposed Product 13

TBA Role Personnel Manager: This role will create, manage and modify personnel records within TBA. This role will also Gain/Lose personnel because of PCS/PCA. The role has the ability to query organization levels within their hierarchy and search for personnel in Loss status. Role Manager: This role will assign roles to individuals in the application. It will be important for this person to understand the functionality of each role and ensure an individual is authorized to perform the functionality of a specific role before TBA Software Capabilities for Role View Comments Apply New or Revised Product (CJQS) from UTW to ETW Delete CFETP, AFJQS, or CJQS from UTW or ETW Query Workcenter Query Squadron Query Wing Query Base Query MAJCOM Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Notifications Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Training Visibility Ledger Report Generate UTC Task Report Search Enterprise Course View Enterprise Course Details Query ECL and MCL Organization Course Query Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight Query Squadron Query Wing Query Base Query MAJCOM View Employee Gain Employee Add Employee Assign Employee to Supervisor Modify Employee Move Suspenses Additional Workcenter to Supervise Add Second Employee Type Lose or Transfer Employee Archive or Unarchive Employee Generate Enterprise Product Status Report Generate Personnel List Report Generate Task Coverage Report Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter View Employee 14

assigning it. TBA Role Supervisor: The supervisor is responsible for management of ITPs and it is important that he ensure the ITPs are updated. A person with this role can perform query functions and reports applicable to training management. Evaluates qualification of personnel assigned to a workcenter. Plans training for individuals assigned to the workcenter to ensure 100% task coverage. Trainee: At a minimum, all TBA users will have this role. This role allows personnel to access their ITPs. Reviews posted training schedule to determine when they are scheduled to attend a training class TBA Software Capabilities for Role Assign or Remove TBA Role to Employee Generate Enterprise Product Status Report Generate Personnel List Report Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight View Employee Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Add or Remove Trainer and Certifier in ITP Convert External Tasks into TBA Query Archived ITP Unarchive ITP Task Add/Remove Tasks Add Task Groups to ITP Start ITP Task Enter ITP Task Completed Date Electronic Signature Print ITP Archive ITP Task Add Training Journal Entry Archive Journal Entries Query Active and Archived Journal Entries Complete Task Evaluation Reverse ITP Task Entry Document Unsatisfactory Progress on ITP Task Decertify ITP Task Query Suspended ITP Task, Journal and Other Suspenses Notifications Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Task Coverage Report Generate Training Visibility Ledger Report Generate UTC Task Report View Enterprise Course Details Query ECL and MCL View Courses in ITP Add/Remove Course from ITP Unarchive Course in ITP (Awaiting Action only) Organization Course Query Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Task Groups 15

TBA Role or session. Receives notifications to attend training events. Reviews their ITP to stay update with training qualifications and certifications. Trainer: This role initiates tasks authentication within the ITP and is vital to the certification process within TBA. In most cases, the trainer must be certified on the task before signing off the task for the trainee. Reviews the training records of subordinate trainees. Reviews and documents training history and notes related to the trainees training progression. Training Manager: This role will have oversight over an organization. The training manager is expected to be the local expert on the TBA application. The role can query and view reports for the unit within the hierarchy. Monitors the training status for the organization. Verifies training data on all trainees. Reviews master course code list. Analyzes course completion status of assigned personnel. Loads, changes, and deletes courses within Workcenter MCLs and ITPs. Notifies supervisors of personnel TBA Software Capabilities for Role Query MTP (MTL) Query Archived ITP Sign ITP Task (Trainee and Certifier) Electronic Signature Print ITP Add Training Journal Entry Query Active and Archived Journal Entries Reverse ITP Task Entry Task, Journal and Other Suspenses Notifications Generate Individual Task List Report Generate Master Task List Report View Enterprise Course Details Query ECL and MCL View Courses in ITP Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Task Groups Query MTP (MTL) Query Archived ITP Start ITP Task Enter ITP Task Completed Date Electronic Signature Print ITP Add Training Journal Entry Archive Journal Entries Query Active and Archived Journal Entries Complete Task Evaluation Document Unsatisfactory Progress on ITP Task Task, Journal and Other Suspenses Notifications Generate Enterprise Product Status Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Training Visibility Ledger Report View Enterprise Course Details Query ECL and MCL View Courses in ITP Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight Query Squadron Query Wing Query Base Query MAJCOM View Employee Training Manager Exemption 16

TBA Role that are scheduled to attend training courses. Unit Deployment Manager (UDM) Unit Deployment Manager is an Air Force unit's primary representative, ensuring deploying Airmen are trained and equipped to serve in contingency operations around the world. UDM responsibilities include arranging travel to and from the deployed location as well as documenting and monitoring all pre-deployment training, medical status and any other unit deployment issue. Workcenter Supervisor: This role currently has the most capability in TBA. The functions associated with this role are designed to give the user the ability to manage all aspects of the workcenter s training program. The user who maintains this role will have visibility over all personnel within their immediate workcenter. This role is assigned to create and modify the TBA Software Capabilities for Role Query Workcenter by UTC Number Query Task Groups Query MTP (MTL) Query Archived ITP Remove Product from MTP (MTL) Electronic Signature Print ITP Add Training Journal Entry Query Active and Archived Journal Entries Task, Journal and Other Suspenses Notifications Create MTP by Adding Product to MTP (MTL) Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Task Coverage Report Generate Training Visibility Ledger Report Generate UTC Task Report View Enterprise Course Details Search Enterprise Course Delete Course Group Create/Manage Course Group Mass Add/Remove courses between ECL to MCL Add/Remove Courses between ECL and MCL Query ECL and MCL Organization Course Query Add/Remove course group from ITP View Courses in ITP Update Course Status in ITP Add/Remove Course from ITP Update ITPs for Single/Block Training Courses Mass update multiple courses for multiple ITPs Unarchive Course in ITP View Enterprise Course Details Search Enterprise Course Query ECL and MCL Organization Course Query View Courses in ITP Update Course Status in ITP Update ITPs for Single/Block Training Courses Mass update multiple courses for multiple ITPs Query ETW or UTW Products (CFETP, AFJQS and CJQS) Review Product Task Changes Query Workcenter Query Flight View Employee Query Workcenter by UTC Number Import MTP (MTL) 17

TBA Role workcenters task information (MTL/MTP). The role can view all workcenter related queries and reports. Appoints trainers to train and certify trainees. Loads, changes and deletes individual courses that are required for duty position and wartime requirements (MCL). Identifies deployment course requirements for the workcenter. Develops a Master Training Plan (MTP) using the MCL and Master Tasks List (MTL). TBA Software Capabilities for Role Add or Remove Tasks in MTP (MTL) Add or Remove Workcenter JQS Task in MTP (MTL) Manager Task Groups Query Task Groups Manage Task Identifiers in MTP Query MTP (MTL) Add or Remove Trainer and Certifier in ITP Convert External Tasks into TBA Query Archived ITP Unarchive ITP Task Add/Remove Tasks Add Task Groups to ITP Conduct Orientation/Initial Evaluation Start ITP Task Enter ITP Task Completed Date Electronic Signature Archive ITP Task Add Training Journal Entry Archive Journal Entries Query Active and Archived Journal Entries Complete Task Evaluation Reverse ITP Task Entry Document Unsatisfactory Progress on ITP Task Decertify ITP Task Query Suspended ITP Print ITP Task, Journal and Other Suspenses Notifications Generate Enterprise Product Status Report Generate Enterprise 100% Task Coverage Report Generate Individual Task List Report Generate Master Task List Report Generate Personnel List Report Generate Task Coverage Report Generate Training Visibility Ledger Report Generate UTC Task Report View Enterprise Course Details Delete Course Group Create/Manage Course Group Add/Remove Courses between ECL and MCL Query ECL and MCL Add/Remove course group from ITP View Courses in ITP Organization Course Query Add/Remove Course from ITP Unarchive Course in ITP (Awaiting Action only) Add/Remove course group from ITP Update Course Status in ITP Update ITPs for Single/Block Training Courses Mass update multiple courses for multiple ITPs Unarchive Course in ITP 18

2.4 Application Wide NOTES NOTE 1: The application provides the capability to search for an Employee using a combination of full last name, partial letter within the last name, first with last name, or by employee number. When searching using partial searches, the more characters entered in the field filters the list down. For example, searching for "S" could bring up "Smith," "Sanders," and "Sawyer, searching Sa will return Sanders and Sawyer, and searching San would return Sanders. NOTE 2: In some case where multiple selections are allowed in drop list, the user may hold down the CTRL key and select multiple entries. You may also select multiple items in a series by holding down the Shift key. NOTE 3: Browser Back button should not be used! NOTE 4: Available Functions are controlled by roles; users may have several roles assigned. To conduct functions assigned to specific roles, use application change role function. Current user role is displayed in the upper right hand corner on ever screen. NOTE 5: Many TBA functions require a save button to be selected before transaction is committed to the database. Ensure you read and follow all error or application messages that direct a Save to be executed. NOTE 6: TBA application and this Users Guide refer to most functions for either MTP or MTL as MTP functions since the MTL is part of, and always included in an MTP. Follow on version of TBA will include further MTP functionality not currently contained in this version NOTE 7: When a user has completed all required activity in the application, select the Logout button or close the browser window. NOTE 8: as a rule, processing should not be interrupted by a user once a transaction has been initiated. Any interruption in routine processing (network down, application problems etc ) should be followed by the user reestablishing a logon, and conducting verification (using applicable query or report) to determine if the previous transaction had actually completed. NOTE 9: To load a new Flight, Squadron, Group, or Wing contact your MAJCOM TBA POC. The MAJCOM POC will verify that the organization approved and contact the TBA help desk to make the request and receive a tracking number for the request. It is assumed the user has been notified via official communications of appropriate Command Code and Command Name. It is assumed the organization, owning MAJCOM, and owning organization have been previously identified via official communication. 2.5 Section 508 TBA software application has been certified 508 compliant. The TBA software application operates within the boundaries of the internet browser. The USAF standard desktop configuration outlines the list of applications that are loaded on Air Force desktops and laptops. Each hardware and software configuration comes with its unique 508-specification requirement. Since TBA is a web application, Section 508, 1194.22 - Web-based Intranet and Internet Information and Applications outline the specific criteria. TBA application software implements coding standards to ensure access for people with vision impairments who rely on various assistive technology (AT) products to access computer-based information, such as screen readers that translate what is on a computer screen into automated audible output, and refreshable Braille displays. Those AT tools and features are executed through the internet browser and computer hardware components. Therefore, the TBA software has been configured so that the browser is able to recognize code that renders the information on the screen as translated to AT tool of the user s choice. The following links provides section 508 information 19

relating to products and services used by TBA. http://www.microsoft.com/windows/ie/default.mspx http://www.adobe.com/accessibility/products/compliance 2.5.1 Voluntary Product Accessibility Template (VPAT) for TBA The VPAT was designed to provide information on how a product or service conforms to the Section 508 Accessibility Standards (from the U.S. Access Board) for Electronic and Information Technology (EIT) in a consistent fashion and format. A VPAT provides relevant information on how a vendor s product or service claims to conform to the Section 508 EIT Accessibility Standards, The following tables outline specific accessibility items related to the TBA Section 508 mandates. Summary Table Voluntary Product Accessibility Template Criteria Supporting Features Remarks and explanations Section 1194.21 Software Not Applicable TBA is not a desktop application. Applications and Operating Systems Section 1194.22 Web-based Internet Information and Applications Supported TBA is Web-based Intranet and Internet Information and Applications. Please Section 1194.23 Telecommunications Products Section 1194.24 Video and Multi-media Products Section 1194.25 Self- Contained, Closed Products Section 1194.26 Desktop and Portable Computers Section 1194.31 Functional Performance Criteria Section 1194.41 Information, Documentation, and Support Not Applicable Not Applicable Not Applicable Not Applicable Level of Support Varies by Individual Requirement Level of Support Varies by Individual Requirement TBA not considered a telecommunications product TBA does not contain video and multi-media products TBA is not considered a selfcontained, closed product TBA is not considered a desktop or portable computer Please refer to the attached VPAT Please refer to the attached VPAT Section 1194.22 Web-based Internet Information and Applications Detail Criteria Supporting Features Remarks and explanations (a) A text equivalent for every For any non-text elements (e.g., TBA contains alt attribute for non-text element shall be logos, pictures, icons), provide an each img element which provided (e.g., via "alt", equivalent text description. describes the image "longdesc", or in element content). HTML Source Code: <img src="/art/logo-green.gif" alt="access Board Logo"> (b) Equivalent alternatives for any multimedia presentation shall be synchronized with the presentation. The timing of audio descriptions, captions, or other alternatives must be synchronized in online multimedia presentations. No deviations as TBA does not contain multimedia presentations 20

(c) Web pages shall be designed so that all information conveyed with color is also available without color, for example, from context or markup. (d) Documents shall be organized so they are readable without requiring an associated style sheet. (e) Redundant text links shall be provided for each active region of a server-side image map. (f) Client-side image maps shall be provided instead of server-side image maps except where the regions cannot be defined with an available geometric shape. (g) Row and column headers shall be identified for data tables. Design web pages so that all information is color independent. The importance of information should be based on context (e.g., location or text content), markup (e.g., HTML heading levels), or other means accessible to AT and to users who have difficulty perceiving colors. Ensure that web pages do not interfere with user-defined style sheets. In general, the "safest" and most useful form of style sheets is "external" style sheets, in which the style rules are set up in a separate file. An "image map" is a picture (often an actual map) on a web page that provides different "links" to other web pages, depending on where a user clicks on the image. Unlike server-side image maps, the client-side image map allows an author to assign text to each image map hot spots. This feature means that someone using a screen reader can easily identify and activate regions of the map. Data tables must contain meaningful row and column headers that are properly associated with the data. (Decorative or layout tables should not contain headers.) No deviations as TBA does not utilize colors as the sole method for identifying screen elements or controls. No deviations as TBA utilizes external cascading style sheets (CSS) for styling of content and can be overridden by the user if the user creates their own style sheet. No deviations necessary because TBA does not contain image maps. No deviations necessary because TBA does not contain image maps. TBA contains scope= col attribute to the <th> column header element TBA contains scope= col attribute to the <td> column header element TBA contains summary attribute for the <table> element definitions which describes what the table represents (h) Markup shall be used to associate data cells and header cells for data tables that have two or more logical levels of row or column headers. In complex data tables, data must be explicitly associated with the appropriate headers. That is, for any cell in a complex data table, the user should be able to identify meaningful headers that explain the significance of that cell's data. All deviations for this standard performed in 1194.22(g). TBA does not contain complex data tables. 21

(i) Frames shall be titled with text that facilitates frame identification and navigation. (Decorative or layout tables should not contain headers.) Web pages that use frames must include title markup for frame identification and navigation. TBA contains a title attribute to the <frame> element that describes the frame. (j) Pages shall be designed to avoid causing the screen to flicker with a frequency greater than 2 Hz and lower than 55 Hz. (k) A text-only page, with equivalent information or functionality, shall be provided to make a web site comply with the provisions of this part, when compliance cannot be accomplished in any other way. The content of the text-only page shall be updated whenever the primary page changes. (l) When pages utilize scripting languages to display content, or to create interface elements, the information provided by the script shall be identified with functional text that can be read by assistive technology. (m) When a web page requires that an applet, plug-in or other application be present on the client system to interpret page content, the page must provide a link to a plug-in or applet that complies with 1194.21(a) through (l). The frame is clearly identified through the TITLE attribute of the FRAME or IFRAME element (e.g., <FRAME SRC="nav.htm" TITLE="Navigational Links">). A descriptive text title is included at the beginning of the frame content to facilitate quick identification of the frame. Design web pages so that flicker on the screen is nonexistent, or very slow (e.g., one flicker per second), or very fast (at least fifty-five flickers per second). When a website cannot comply with the provisions of 1194.22 in any other way, a text-only equivalent of the site's content shall be provided to users. Whenever the content of the noncompliant page is changed, the text-only site must be updated as well. For all websites that use scripts to generate or display content, or to create interface elements, the information provided through that script must be accessible to Assistive Technology. If a web page requires an application external to a user's browser (e.g., an applet or plugin) to view content, the application must conform to 1194.21 Software Applications and Operating Systems standards. Also, the web page must provide a link to the application. No deviations necessary, TBA does not contain any displays that flicker, flash, or blink on the screen. No deviations required as TBA will comply with all relevant areas of 1194.22. TBA contains onfocus event for each onmouseover event No deviations required as TBA does not require any applets, plug-ins or other applications that are not supplied by the U.S. Air Force Standard Desktop Configuration. 22

(n) When electronic forms are designed to be completed online, the form shall allow people using assistive technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues. (o) A method shall be provided that permits users to skip repetitive navigation links. (p) When a timed response is required, the user shall be alerted and given sufficient time to indicate more time is required. Electronic forms in products must be accessible to AT. This includes the fields in the form, all information required to complete the form, and any functions used to submit the form. In HTML, labels should be associated with input fields by using the LABEL tag. For web pages or applications with navigation links that occur more than once, a means must be provided for users to skip such information. Alert the user whenever a timecritical action is required on their part. The user must be given enough time to extend the response time. The label for the input field are surrounded by ( text, textarea, select, checkbox, radio ) with a <label> element with the for attribute referencing the value of the styleid attribute of the input field. No deviations as TBA have a Skip Navigation link which skips to the content of the page being displayed. No deviations as TBA contains a timeout feature that produces an alert to the user to extend the response time if no activity has been detected in 30 minutes. 1194.31 Functional Performance Criteria Criteria Supporting Features Remarks and explanations (a) At least one mode of operation and information retrieval that does not require user vision shall be provided, or support for assistive technology used by people who are blind or visually impaired shall be provided. Validate that at least one mode of operation and information retrieval is provided for assistive technology used by people who are blind or visually impaired. No change to TBA, this function is provided by the Standard Desktop Configuration (SDC) through the browser and hardware components. (b) At least one mode of operation and information retrieval that does not require visual acuity greater than 20/70 shall be provided in audio and enlarged print output working together or independently, or support for assistive technology used by people who are visually impaired shall be provided. (c) At least one mode of operation and information retrieval that does not require user hearing shall be provided, or support for assistive technology used by people who are deaf or hard Validate that at least one mode of operation and information retrieval that does not require visual acuity greater than 20/70 is provided in audio and enlarged print output working together or independently, or support for assistive technology used by people who are visually impaired shall be provided. Validate audio information when used for a product or service, provides at least one mode of operation and information retrieval in an enhanced auditory fashion, or supported by assistive hearing devices. No change to the TBA, function is provided by the SDC through the browser and hardware configuration. TBA application relies on the active browser, browser magnification features and screen reader technology. No change to the TBA, function is provided by the SDC through the browser and hardware configuration. When the TBA application is active in the browser, the screen reader technology is adapted. 23

of hearing shall be provided. (d) Where audio information is important for the use of a product, at least one mode of operation and information retrieval shall be provided in an enhanced auditory fashion, or support for assistive hearing devices shall be provided. (e) At least one mode of operation and information retrieval that does not require fine motor control or simultaneous actions and that is operable with limited reach and strength shall be provided. Validate that at least one mode of operation and information retrieval is provided in an enhanced auditory fashion, or for support of assistive hearing devices. Validates that at least one mode of operation and information retrieval that does not require fine motor control or simultaneous actions and that it is operable with limited reach and strength. No change to TBA, function is provided by the SDC through the browser and hardware component (sound card). When TBA is active in the browser, the browser screen reader technology can be heard through the SDC audio components when attached. No change to the TBA, desk top hardware components are regulated outside of the TBA program 1194.41 Information Documentation & Support Criteria Supporting Features Remarks and explanations (a) Product support documentation provided to Validate that support documentation is provided to This section of the users guide satisfies the Section 508 rule. end-users shall be made users in various accessible Accessibility formats are tied to available in alternate formats formats. the functions and features of the upon request, at no additional SDC. charge. (b) End-users shall have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request, at no additional charge. (c) End-users shall have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request, at no additional charge. Validate that the end-users have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request, at no additional charge. Validate that support services for products accommodate the communication needs of endusers with disabilities TBA user guide is provided to the user. The government approved format for the user s guide is.pdf http://www.adobe.com/accessibilit y/products/compliance http://www.adobe.com/content/dot com/en/accessibility/compliance/a crobat-x-section-508-vpat.html No deviation to the TBA application software. Government approved help desk is provided. The Field Assistance Service (FAS) is the approved support service provided. 2.6 Getting Started Several actions must occur before an individual can use TBA. A user must: a) Have access to a computer with a browser installed b) Have an account on the AF Portal 24

c) Have a user profile established in the TBA application d) Have been assigned one or more roles in TBA (i.e., Trainee, Trainer, Certifier, Supervisor, etc.) NOTE: In the TBA application, personnel with the Personnel Manager role can establish user profiles, see Add Employee paragraph, and personnel with Role Manager role can assign roles, see Assign or Remove TBA Role to Employee paragraph. Both of these user roles can be assigned to the same individual. After selecting the TBA application on the AF Portal, the first screen a user views is the System Messages board and DoD warning, see figure 2-3. The System Messages board provides notifications on application problems, software release (problem corrections), projected downtimes and training product update information. IT IS VERY IMPORTANT THAT THE USER REVIEW THESE MESSAGES BEFORE PROCEEDING. Figure 2-3. System Messages and DoD Warning Screen Click OK to continue to either the change role screen, see figure 2-4, or the role menu screen if there is only one user role assigned, see figure2-5 Trainee menu screen as an example. If no roles have been assigned, the error message shown in figure 2-6 will be displayed upon clicking the OK button. As mentioned earlier in paragraph 2.3, the application controls the functions that can be perform based on assigned roles. To change roles, a user will select the Change Role button on the menu if the Switch Role button is not displayed, and then click the drop-down list box, select desired role and click Switch Role button. The current selected role will be displayed in the 25

upper right hand corner of every screen. Figure 2-4. Change Role Screen Figure 2-5. Opening Menu Screen 26

Figure 2-6. TBA Application Access Error Message 2.7 Main Menus After switching to the desired user role, the role menu will be displayed and any open Suspenses or Notifications are displayed indicating action that impacts the user has been taken or is need. To perform any of the application functions in following Sections of this document, it is assumed these conditions/events exist: The user must have logged on to the AF Portal The user must have TBA roles assigned to be an authorized user The user is starting at the initial logon Change Role screen 27

3. Top Tier TBA Enterprise Data Management and Production 3.1 Enterprise Training Warehouse (ETW) and Utilization and Training Workshop (UTW) Component Functions This section contains instructions and supports the UTW process. The user first identifies whether a single training product must undergo major modifications, whether a new training product will be developed or whether training products are to be merged. See figure 3-1 for a view of the type of functions contained in this section of this guide. NOTE 1: All Create, Add, Copy, Edit, and Delete product functions occur in the UTW. Once applicable UTW functions have been performed to a training product, a product is typically Applied (published) from the UTW to the ETW. NOTE 2: When editing a product task the following warning will be displayed each time Confirm Task Edit is selected: *WARNING* This task description will be changed in {###} Workcenter all MTLs and {###} Employee ITPs with the new text you entered. Employees in various states of training progression (Started, Completed, Archived etc.) will remain in that state with this new task description. NOTE 3: When deleting a product task the following warnings will be displayed each time Confirm Task Remove is selected: *WARNING* Selected task(s) will be deleted in {###} Workcenter MTLs. *WARNING* Selected task(s) will be archived in {###} Employee ITPs. All employees in various states of training progression (Started, Completed, Signed or Unsigned) will have selected tasks moved into an archived status. 28

Product Management (CFETP, AFJQS, CJQS) Copy Product/Task for Revision 3 3 Utilization Training Warehouse (UTW) CFM Accept and Apply Changes 2 Review Comments Enterprise Training Warehouse (ETW) 1 Manage Products Create New Product Copy Tasks Edit Tasks Delete Tasks Add/Update Verbiage Publish Product Subject Matter Experts (SMEs) Functional Managers Queries & Reports End Users Figure 3-1 Product Management View 3.1.1 Query ETW or UTW Products (CFETP, AFJQS, and CJQS) This function provides the capability to view the data contained in the ETW or the UTW. 29

3.1.1.1 Authorized Users The following users are authorized to perform the Query ETW function: a. AETC Training Manager * b. Analyst c. Career Field Administrator * d. Career Field Manager * e. Certifier f. Commander g. Enterprise Data Manager * h. Flight Chief i. MAJCOM Functional Manager * j. Personnel Manager k. Role Manager l. Supervisor m. Trainee n. Trainer o. Training Manager p. Workcenter Supervisor The users with an asterisk will have a Where From box on the product screen, and they are authorized to perform the Query UTW function. 3.1.1.2 User Actions 1 a. Select Products from the Main Menu. b. Select Find Product Application displays Search by Product screen. NOTE: AETC Training Manager, Career Field Administrator, Career Field Manager and MAJCOM Functional Manager users should select either the ETW or the UTW environment from the Where From drop-down list box before product query selection. The Where From box only displays for these TBA roles. 2 a. Select desired product from the Which Products box. Options are Search Whole, Search Partial, Search Range From - To and Display All. b. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. e. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 3.1.2 Copy CFETP, AFJQS, or CJQS from ETW to UTW for Revision This function allows an existing ETW product to be moved (copied) into the UTW for revision. After a product has been copied into UTW, functions in section 3.1 can be executed as required. 3.1.2.1 Authorized Users The following users are authorized to perform this function: a. Career Fields Administrator 30

b. Career Field Manager c. MAJCOM Functional Manager (Copy CJQS owned/managed by the Command) 3.1.2.2 User Actions 1 a. Select Products from the Main Menu. b. Select Find Products Application displays Search by Product screen. 2 a. Select ETW from Where From dropdown list box. b. Select Display All and select the product to be modified from the drop-down list, or select Search Whole or Search Partial and enter the product number, e.g. CFETP- 2R0X1. c. Select All Tasks from Which Tasks drop-down list box. d. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 3 Select Move to UTW NOTE: MAJCOM Functional Manager can only copy CJQS products owned/managed by their Command. The Move to UTW function will only be displayed when a CJQS has been selected. Application moves (copies) product from ETW environment to UTW environment. NOTE: Modifications to products can only be made in the UTW environment. 3.1.3 Create New CFETP, AFJQS, or CJQS in UTW This function provides the capability to create a new CFETP, AFJQS, or CJQS in the UTW. 3.1.3.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Create CFETP and AFJQS only) b. Career Field Manager (Create CFETP and AFJQS only) c. MAJCOM Functional Manager (Create CJQS only) 3.1.3.2 User Actions 1 a. Select Products from the Main Menu. Application displays Create Product screen. b. Select Create Product 31

2 a. Select Product Type option CFETP, Application creates/saves the new product name AFJQS or CJQS from drop-down list box. and displays UTW Task Editing screen. NOTE 1: Career Field Administrator and Career Field Manager will only have the CFETP and AFJQS option, and MAJCOM Functional Manager will only have the CJQS option. b. Enter Product Number: in text box. c. Enter Product Name: in text box. d. Select one or more Assign Career Field(s) and/or Occupational Group(s) from the list box to associate to the product. (Multiple selections are allowed by holding down the Ctrl key) and selection are displayed at the bottom of the screen. NOTE 2: Product association is vital to enabling TBA to display appropriate training products to workcenter supervisor based on the AFSCs assigned to their workcenter. Correct product association is paramount to the accuracy of reports. e. Select Next 3 Select Save Changes NOTE: User may proceed at this point to applicable Create, Add, Copy, Edit, and Delete functions as described in following paragraphs. 3.1.4 Add New Tasks to CFETP, AFJQS, or CJQS in UTW Application cycles through various processing messages. Application returns to the find products screen This function provides the capability to add tasks to a specific CFETP, AFJQS, or CJQS in UTW. 3.1.4.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Add to CFETP and AFJQS only) b. Career Field Manager (Add to CFETP and AFJQS only) c. MAJCOM Functional Manager (Add to CJQS only) 3.1.4.2 User Actions 1 a. Select Products b. Select Find Product Application displays Search by Product screen. 2 a. Select UTW from the Where From dropdown list box. b. Select or enter the product number as Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. appropriate: If the product number is known, use 32

the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the drop-down list box. e. Select Search 3 Select Edit Task Info NOTE: MAJCOM Functional Manager can only add tasks to CJQS products owned/managed by their Command. 4 a. Select Certification Indicator: checkbox if new task requires third party certification. b. Select Task Type option Normal, Header or Sub-Header from drop-down list box. c. Enter core task requirement in Core: box to identify whether the new task is a core task (Up to 5 characters, *, 5, 7, #, -R etc ). d. Select Wartime: checkbox if new task is a wartime task. e. Enter a task description in the Description: box. f. Enter a training reference in the Reference: box (optional). g. Enter proper proficiency code keys in designated box for specific skill level (3, 5, and 7 skill level) requirements for the task entered (CFETP only). h. Select the check box next to the Task ID column for task position placement in the product. NOTE: If there are no tasks, check boxes will not be displayed. A No tasks for this product notification will be displayed. NOTE: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed. Application displays message, To add a new task, enter the data below and click the Confirm Task Add button and displays multiple edit options on the UTW Task Editing screen. Application displays new task and task number in proper position, and a message, Task added. You must click Save Changes to store the changes, in a banner below the Main Menu. i. Select either Add task above selected task or Add task below selected task in the drop-down list box for exact task position. j. Select Confirm Task Add 5 Select Save Changes Application cycles through various processing messages. Application returns to the find product screen. 33

3.1.5 Copy (from Existing Products) Tasks to CFETP, AFJQS or CJQS in UTW This function provides the capability to add tasks to a specific CFETP, AFJQS, or CJQS in UTW by copying them from existing products. NOTE: Once copied, products may also be edited (as required). Refer to Edit Tasks in CFETP, AFJQS or CJQS in UTW paragraph of this guide. 3.1.5.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Copy to CFETP and AFJQS only) b. Career Field Manager (Copy to CFETP and AFJQS only) c. MAJCOM Functional Manager (Copy to CJQS only) 3.1.5.2 User Actions 1 a. Select Products from Main Menu. b. Select Find Product Application displays Search by Product screen. 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE 1: MAJCOM Functional Manager only have access to the CJQS products owned/managed by their Command. NOTE 2: All tasks added to one product from another product will be added to the bottom. NOTE 3: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the dropdown list box will be displayed below list box. e. Select Search 3 Select the Edit Task Info Application displays product task list with modification options on the UTW Task Editing screen. 4 Select Copy Tasks Application displays Copy Tasks screen. 5 a. Select CFETP, AFJQS or CJQS from drop-down list box. b. Select Show Products Application displays either CFETP, AFJQS, or CJQS in the drop-down list box, and the Show Tasks button. 6 Select Show Tasks Application returns message After you continue, you may save changes. in a banner below the Main Menu and two columns, left hand column labeled Copy to Product and the right hand column labeled Available for Product. 7 a. In the column labeled Available for Product scroll down and find the header and/or tasks that are to be copied. Application displays the copied headers and subtasks in the Copy to Product column. 34

b. Select a header to move header and all associated subtasks or select task(s) to be move to the Copy to Product column. Application continues to displays After you continue, you may save changes. 8 Select Continue Application displays product task list with modification options on the UTW Task Editing screen. 9 Select Save Changes Application cycles through various processing messages. 3.1.6 Edit Tasks in CFETP, AFJQS or CJQS in UTW Application returns to the find product function. This function provides the capability to edit detailed task information in a CFETP, AFJQS, or CJQS in UTW. NOTE: ***WARNING*** Do not edit an existing task description to make it a completely different task. When the training product is moved from UTW to ETW, every linked workcenter MTL/MTP and employee ITP will have the old task description changed to the new task description. Employees previously qualified on the original task description will now show qualified on the new task description in their ITPs. 3.1.6.1 Authorized Users The following users are authorized to perform this function: a) Career Field Administrator (Edit tasks in CFETP and AFJQS only) b) Career Field Manager (Edit tasks in CFETP and AFJQS only) c) MAJCOM Functional Manager (Edit tasks in CJQS only) 3.1.6.2 User Actions 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From Application displays the selected product and drop-down list box. user options at the bottom on the Search By b. Select or enter the product number as Results>Search Results screen. appropriate: If the product number is known, use the Search Whole or Display All NOTE: If multiple products were selected, the options. If only part of the product number is application will display the products numbers in a known, use Search Partial option. If drop-down list box in the middle of the screen, multiple products are to be retrieved, either The tasks from the first product in the drop-down use Search Range from {xxx} to {xxx} or list box will be displayed on the screen in a table select multiple products from the Display All format. list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. e. Select Search 3 Select the Edit Task Info Application displays product task list with 35

NOTE: MAJCOM Functional Manager can only edit tasks in CJQS products owned/managed by their Command. 4 a. Select check box of a task to be modified. b. Select Edit Task 5 a. Edit selected task information as appropriate. b. Select Confirm Task Edit modification options on the UTW Task Editing screen. Application returns message Please make the edits to task {###} and click the Confirm Task Edit button below and displays detailed information about the selected task. Application displays a pop up window with the following Warning message: *WARNING* This task description will be changed in {###} Workcenter MTLs and {###} Employee ITPs with the new text you entered. All employees in various states of training progression (Started, Completed, Archived etc.) will remain in that state with this new task description. NOTE: The Warning message can be turned off by selecting the Disable Task Change Warning check box. 6 Select OK to continue or select Cancel to return to edit selected task information. 7 Select Save Changes NOTE: To compare UTW task description changes to the current ETW task description, select Changed Task Descriptions function on the UTW Search by Product>Search Results screen, see Review Product Task Changes paragraph. Application returns message Task edited. You must click Save Changes to store the changes. and displays the updated product task list. Application cycles through various processing messages. Application returns to the find product function. 3.1.7 Review Product Task Changes These functions, Changed Task Details and Changed Task Descriptions (only available in UTW), provide the capability to quickly review the task changes within a CFETP, AFJQS, or CJQS in UTW. 3.1.7.1 Authorized Users The following users are authorized to perform these functions: a. AETC Training Manager * b. Analyst c. Career Field Administrator * d. Career Field Manager * e. Certifier f. Commander 36

g. Enterprise Data Manager * h. Flight Chief i. MAJCOM Functional Manager * j. Personnel Manager k. Role Manager l. Supervisor m. Trainee n. Trainer o. Training Manager p. Workcenter Supervisor The users with an asterisk have access to the UTW environment and the Changed Task Descriptions function. This function is only available when a product is in the UTW environment. 3.1.7.2 User Actions 1. a. Select Products Application displays Search by Product screen. b. Select Find Product 2. a. Select UTW from the Where From Application displays the selected product and drop-down list box. user options at the bottom on the Search By b. Select or enter the product number as Results>Search Results screen. appropriate: If the product number is known, use the Search Whole or Display NOTE: If multiple products were selected, the All options. If only part of the product application will display the products numbers in a number is known, use Search Partial drop-down list box in the middle of the screen, option. If multiple products are to be The tasks from the first product in the drop-down retrieved, either use Search Range from list box will be displayed on the screen in a table {xxx} to {xxx} or select multiple products format. from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the drop-down list box. e. Select Search 3. Step 3 is executed to review all created, edited or deleted tasks. Step 4 is executed to compare UTW task description changes to current ETW task descriptions. 4. Select Changed Task Details Application displays {product number} UTW Changed Task Detail heading and three subheading with associated tables (Created Tasks, NOTE: This function is used to review all created, edited or deleted tasks in both the Editing Tasks and Deleted Tasks) and each table ETW and UTW environments. as three columns of information, Task ID, Description, and Reference. 5. Select Changed task Descriptions NOTE: This function is used to compare UTW task description changes to current ETW task descriptions and is only available in the UTW environments. Once the Application displays {product number} Changed Task Descriptions heading and five columns with headers: Task Key (header) Database key, uniqueidentifying number automatically assigned to each task, used in both ETW and UTW 37

product is moved from UTW and applied to the ETW environment, this function is no longer available. environments. ETW Task ID (header) Unique-identifying number automatically assigned to each task in the ETW environment only. ETW Now (header) Current task description used in MTLs and ITPs. UTW Task ID (header) - Unique-identifying number automatically assigned to each task in the UTW environment only. Will Change To (header) The UTW changed task description that will be applied to MTLs and ITPs. 6. a. Select Close when review is complete. Application displays Search by Product screen. 3.1.8 Delete Tasks from CFETP, AFJQS or CJQS in UTW This function provides the capability to delete tasks in a CFETP, AFJQS, or CJQS in UTW. NOTE: *** WARNING*** Do not delete a task and re-enter the same task if you need to re-order (move) tasks within the training product. When the training product is moved from UTW to ETW, every linked workcenter MTL/MTP and employee ITP will have the deleted task archived. Even though the re-entered task description appears the same as the deleted one, TBA treats it as a new task and every employee will have to be re-qualified/re-signed off on the task. 3.1.8.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Delete tasks in CFETP and AFJQS only) b. Career Field Manager (Delete tasks in CFETP and AFJQS only) c. MAJCOM Functional Manager (Delete tasks in CJQS only) 3.1.8.2 User Actions 1 a. Select Products from Main Menu. Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the drop- Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed on the screen in a table format. 38

down list box. e. Select Search 3 Select the Edit Task Info NOTE: MAJCOM Functional Manager can only delete tasks from CJQS products owned/managed by their Command. 4 a. Select check box next to task to be deleted. b. Select Delete Task Application displays product task list with modification options on the UTW Task Editing screen. Application returns message To delete this task please click the Confirm Task Remove button below. and displays the selected task Task-ID, Task Description and Core Ind. 5 Select Confirm Task Remove Application displays a pop up window with the following Warning messages: 6 Select OK to continue or select Cancel to return to edit selected task information. *WARNING* Selected task(s) will be deleted in {###} Workcenter MTLs. *WARNING* Selected task(s) will be archived in {###} Employee ITPs. All employees in various states of training progression (Started, Completed, Signed or Unsigned?) will have selected tasks moved into an archived status. NOTE: The Warning messages can be turned off by selecting the Disable Task Change Warning check box. Application returns message Task deleted. You must click Save Changes to store the changes. and displays the updated product task list. 7 Select Save Changes Application cycles through various processing messages. Application returns to the find product function. 3.1.9 Add or Update CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW This function provides the capability to add or update new CFETP, AFJQS or CJQS Product Verbiage (Part 1) in UTW. 3.1.9.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Add/Update CFETP or AFJQS verbiage only) b. Career Field Manager (Add/Update CFETP or AFJQS verbiage only) c. MAJCOM functional Manager (Add/Update CJQS verbiage only) 39

3.1.9.2 User Actions Steps 1-8 are executed to add or update new product verbiage to UTW. (This assumes the new product verbiage exists in a Plain Text Format (.pdf) file on the local PC drive). Steps 9-16 are executed to download existing product verbiage from UTW. 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. c. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 3 Select the Edit Product Info NOTE: MAJCOM Functional Manager can only update CJQS products owned/managed by their Command. The Edit Product Info function will only be displayed when a CJQS has been selected. Application displays the Edit UTW Product Information screen. 4 Select Browse Application displays a pop-up Choose file window. 5 a. Browse to the new or updated product file (.pdf) and select it. b. Select Open Application moves the path to the file into the text box next to Product Verbiage. 6 Select Send New Verbiage to TBA Application displays a pop-up window with the message Are you sure you want to upload new verbiage? and OK and Cancel buttons. 7 Select OK Application returns message The verbiage was successfully uploaded. 8 Select Save Changes Application returns message The Product Information has been successfully saved. in a banner below the Main Menu on the Edit UTW Product Information screen. 9 a. Select Products Application displays Search by Product screen. b. Select Find Product 10 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. e. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 40

11 Select the Edit Product Info NOTE: MAJCOM Functional Manager can only update CJQS products owned/managed by their Command. The Edit Product Info function will only be displayed when a CJQS has been selected. 12 Select Download Current Verbiage from Application displays the Edit UTW Product Information screen. Application opens File Download window. TBA 13 Select Open in the File Download Application displays a pop-up window with the message Do you want to open or save this file? and Open, Save and Cancel buttons. 14 Select Save Application displays a pop-up Save As window. 15 a. Browse to the desired save location. b. Change the file name as required. c. Select Save Application displays a pop-up Download Complete window with the Close button highlighted. 16 Select Close Application displays the Edit UTW Product Information screen. 3.1.10 Update Associated Product to Career Field(s) and Occupational Group(s) This function provides the capability to update a product (CFETP, AFJQS, and CJQS) to Career Field(s) and Occupational Group(s) association in the UTW environment. NOTE: Product association is vital to enabling TBA to display appropriate training products to workcenter supervisor based on the AFSCs assigned to their workcenter. Correct product association is paramount to the accuracy of reports. 3.1.10.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Update CFETP and AFJQS only) b. Career Field Manager (Update CFETP and AFJQS only) c. MAJCOM Functional Manager (Update CJQS only) 3.1.10.2 User Actions 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. c. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 41

3 Select the Edit Product Info NOTE: MAJCOM Functional Manager can only update CJQS products owned/managed by their Command. The Edit Product Info function will only be displayed when a CJQS has been selected. 4 a. Select one or more Associated Career Field(s) and/or Occupational Group(s) from the list box to associate to the product. (Multiple selections are allowed by holding down the Ctrl key) and selection are displayed at the bottom of the screen. NOTE: Product association is vital to enabling TBA to display appropriate training products to workcenter supervisor based on the AFSCs assigned to their workcenter. Correct product association is paramount to the accuracy of reports. 3.1.11 Publish Proposed Product for Review Application displays the Edit UTW Product Information screen. Application displays processing messages, Please wait while the application processes your request, Saving Product Data for {CFETP, AFJQS, or CJQS Product Number} {Product Name} (UTW), Save Product Finished", and then The product information has been successfully saved. is displayed on the Edit UTW Product Information screen. This function provides the capability to identify a Proposed Product that is ready for review, and to set a suspense date for the review to be completed. 3.1.11.1 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator (Publish CFETP and AFJQS) b. Career Field Manager (Publish CFETP and AFJQS) c. MAJCOM Functional Manager (Publish CJQS Only) 3.1.11.2 User Actions 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE 1: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed on the screen in a table format. NOTE 2: MAJCOM Functional Manager can only Publish CJQS products owned/managed by their Command. All other products must be published by a Career Field Administrator or a 42

30, 40, 50, 100 or 200 from the dropdown Career Field Manager. list box. e. Select Search 3 Select Publish under the product heading in the middle of the screen. Application displays a Suspense Date text box for the user to input a suspense date for reviewing the Proposed Product, and the tasks 4 a. Enter Suspense date by selecting the calendar and selecting a date from the appropriate month. b. Select Submit for the Proposed Product are displayed. Application displays a message window, Please notify all the reviewers that the product is ready for review. NOTE: A future date in the Suspense Date field indicates the date the Proposed Product must be evaluated. A future date sets the Product verbiage and tasks to Read Only. A present (or a past date) in the Suspense Date field will allow the Product to be modified. 5 Select OK Application returns to the Search by Product screen. 3.1.12 Add UTW Comments This function provides the capability to associate Comment Data with Product Tasks. 3.1.12.1 Authorized Users The following users are authorized to perform this function: a. AETC Training Manager b. Career Field Administrator c. Career Field Manager d. MAJCOM Functional Manager 3.1.12.2 User Actions 1 a. Select Products Application displays Search by Product screen. b. Select Find Products 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed. 43

d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. e. Select Search 3 Select the Edit Task Info Application displays product task list with modification options on the UTW Task Editing screen. 4 a. Select check box of a task to be commented on. b. Select Edit Task Application returns message Please make the edits and clicksthe Confirm Task Edit button below and displays detailed information about the selected task. Application displays Add Comment button. 5 Select Add Comment Application displays Employee Name, Organization, MAJCOM, Date of Entry, and a Remarks text box. 6 a. Enter comment in Remarks text box. b. Select Confirm Comment 3.1.13 Accept/Decline Proposed Product Application returns to the UTW Task Editing screen. This function provides the capability to accept or decline a Proposed Product that has been published for review via the UTW process. 3.1.13.1 Authorized Users The following users are authorized to perform this function: a. AETC Training Manager b. Career Field Administrator c. Career Field Manager d. MAJCOM Functional Manager 3.1.13.2 User Actions 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the drop- Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed.. 44

down list box. e. Select Search 3 Select Accept or Decline Product under the product heading in the middle of the screen. 4 a. Select Concur or Non-Concur radio button. b. Enter reason for Non-Concur in the Reason for Non-Concur text box. c. Select Save 3.1.14 View Comments This function provides the capability to query UTW Review data. 3.1.14.1 Authorized Users The following users are authorized to perform this function: a) AETC Training Manager b) Career Field Administrator c) Career Field Manager d) MAJCOM Functional Manager 3.1.14.2 User Actions Application displays an area for the reviewer to Concur or Non-Concur with the proposed product. Application returns to Search Results screen. NOTE: If non-concur is selected, remarks must be entered into the Non-concur Reasons text box. 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. If multiple products are to be retrieved, either use Search Range from {xxx} to {xxx} or Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. NOTE: If multiple products were selected, the application will display the products numbers in a drop-down list box in the middle of the screen, The tasks from the first product in the drop-down list box will be displayed. select multiple products from the Display All list box by holding down the Ctrl key. c. Select Which Tasks option All Tasks or Core tasks only from the drop-down list box. d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. e. Select Search 3 Select View Comments under the product heading in the middle of the screen. Application displays UTW Comments screen. 3.1.15 Apply New or Revised Product (CFETP, AFJQS, or CJQS) from UTW to ETW This function provides the capability to apply a new or revised product (CFETP, AFJQS or CJQS) from the UTW environment to the ETW environment. If product preexists in ETW, when 45

revised product is applied, the preexisting ETW product is overlaid with the new revisions. NOTE 1: All product creations, revisions, changes, etcetera MUST first be accomplished in the UTW environment BEFORE they can be applied to the ETW environment. Typically, products are moved (copied) from ETW to UTW (or first created directly in UTW) then revised, reviewed, etcetera. When the product becomes final, it is applied to ETW. No direct update to any product is accomplished in the ETW. NOTE 2: If a preexisting ETW task has been removed as a result of newly revised product, the task will either be permanently deleted from the ETW (if no ITP s were found to have the task completed) or archived and marked as obsolete (if ITP s were found to have the task completed). If the task exists in the workcenter Master Task List (MTL) or Task Group, it will be deleted. If the task exists in an Individual Training Plan (ITP) and the status is started or completed, the task will be moved into the employees archive section. NOTE 3: Applicable Training Managers and Workcenter Supervisors receive a notification on their suspense screen stating that a product was updated. These individuals should review the product Changed Task Details link to see which tasks were created, edited or deleted and accomplish applicable reviews/changes to their workcenter MTL and assigned employee ITPs. 3.1.15.1 Authorized Users The following users are authorized to perform this function: a) Career Field Manager (Apply CFETP or AFJQS products only) b) MAJCOM Functional Manager (Apply CJQS products only) 3.1.15.2 User Actions Steps 1-3 are executed if a product in ETW must be revised and it does not currently exist in the UTW. Steps 4-7 are executed if a product in UTW has been revised, finalized and ready to be Applied to ETW. 1 a. Select Products Application displays Search by Product screen. b. Select Find Product 2 a. Select ETW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option. c. Select Search Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. 3 Select Move to UTW Application returns to the Search Product screen and product is now available in UTW for revision. 4 a. Select Products b. Select Find Product 5 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is Application displays Search by Product screen. Application displays selected product options at bottom of the Search Results screen. 46

known, use Search Partial option. e. Select Search 6 Select Edit Task Info Application displays product task list with modification options on the UTW Task Editing screen. 7 Select Apply to ETW Application moves product form UTW to ETW. Revised product is now Applied (published) in the ETW environment and may be used across the enterprise. The product has also been removed from the UTW environment. 3.1.16 Delete CFETP, AFJQS, or CJQS from UTW or ETW This function provides the capability to delete a product (CFETP, AFJQS, or CJQS) from the ETW or UTW. NOTE: All product deletes (from ETW or UTW) are accomplished in the UTW environment. If product to be deleted does not currently exist in UTW, it must first be Moved (copied) from ETW to UTW. See steps 1 through 3 of Apply Proposed New or Revised Product (CFETP, AFJQS or CJQS) from UTW to ETW paragraph of this guide to accomplish action. 3.1.16.1 Authorized Users The following users are authorized to perform this function: a) Career Field Administrator (Delete CFETP or AFJQS working copies only) b) Career Field Manager (Delete CFETP or AFJQS products only) c) MAJCOM functional Manager (Delete CJQS products only) 3.1.16.2 User Actions 1 a. Select Products from main menu. b. Select Find Product Application opens the Search by Product screen. 2 a. Select UTW from the Where From drop-down list box. b. Select or enter the product number as Application displays the selected product and user options at the bottom on the Search By Results>Search Results screen. appropriate: If the product number is known, use the Search Whole or Display All options. If only part of the product number is known, use Search Partial option c. Select Search 3 Select Edit Task Info Application displays product task list with modification options on the UTW Task Editing 4 Select the Delete Product from UTW or Delete Product from ETW and UTW NOTE: User should ensure this function is correct If not correct select Cancel Delete button. screen. Application returns a message Please confirm you want to delete this product in a banner below the Main Menu on the UTW Task Editing screen. If Delete Product from ETW and UTW was selected the application will also return messages Check to Archive the completed Active ITP Tasks and continue the deletion 47

process: and These bases have Tasks from the selected Product within their MTP that will be deleted as well. 5 Select Confirm Delete If Delete Product from ETW and UTW was selected: a. Select the box following the message, Check to Archive the completed Active ITP Tasks and continue the deletion process. b. Select Confirm Delete NOTE: If you choose not to archive the tasks, the product will not be deleted from ETW. Instead, it will generate a notice to the applicable Workcenter Supervisors indicating they have ITPs loaded for a Product that will be deleted. Application deletes the product from the UTW and returns to the Search by Product screen. If Delete Product from ETW and UTW was selected the application sends a message to all UTMs, removes the product from affected MTPs and returns to the Search by Product screen. NOTE: The Check to Archive function is only available if the product being deleted is used in an MTP. 3.2 Organization Component Functions The TBA organization component plays an important part in the visibility of personnel and their associated records. The user s ability to view records and MTLs are dependent on the organizational structure. TBA organization structure is based on data retrieved from the AF Historical Office and Manpower Data System. The organization component is maintained and managed by the Enterprise Data Managers (administrators) located at Maxwell-Gunter Annex, AL. The subordinates units must submit changes to the TBA program office through the help desk system. 3.2.1 Add Workcenter This function provides the capability for users to add workcenters within their organizational hierarchy. 3.2.1.1 Authorized Users The following users are authorized to perform this function: a. Analyst b. Enterprise Data Manager 3.2.1.2 User Actions 1 a. Select Administration Application displays Navigate Organizations b. Hover over Organization (header) with selection options on the c. Select Manage Organization Units 2 User will navigate to the appropriate organization level using the options on the Organization Management screen. Organization Management screen. Application displays a new row, under the original, with a drop-down list box to select a subordinate organization. 48

NOTE: The user can continue selecting the next organization in the hierarchy until the desired organization (level) is reached. Application displays all sub-organization rows down to the desired organizational level in the last drop-down list box. a. Select the radio button opposite Sub- Organizations of HQ Air Force. b. Select the appropriate organization from the drop-down list box. c. Select Show Subordinate 3 Continue to a. Select the radio button of the newest row. b. Select appropriate organization from newest drop-down list box. c. Select Show Sub-Organizations and select Show Subordinate until the desired organization is shown in the newest suborganization drop-down list box. 4 Select Select Org to Add Under Application display Workcenter Information (header) and Base Information (header) below the organizational-hierarchy rows on the Organization Management screen. 5 a. Select Workcenter Type Independent from the drop-down list box below the Workcenter Information header. b. Enter workcenter name in the Workcenter Name text box (example: TBA Enterprise Data Management). c. Enter organization designation and office symbol in the Office Symbol text box (example: 754 ELSG/ILMM). NOTE: When creating the workcenter abbreviation, it is recommended that user put their organization number in front of the workcenter abbreviation. d. Select Assigned Base from the dropdown list box below the Base Information header. e. Select Physical Base from the dropdown list box below the Base Information header. f. Select Save New 3.2.2 Change or Delete a Workcenter Application returns a message The Organization was successfully created and displays the Organization Management screen. This function provides the capability for users to change workcenter information or delete the entire workcenter within their organizational hierarchy. NOTE: Before selecting a workcenter for deletion, personnel must be transferred to another workcenter and MTLs must be deleted. 49

3.2.2.1 Authorized Users The following users are authorized to perform this function: a) Analyst b) Enterprise Data Manager 3.2.2.2 User Actions 1 a. Select Administration Application displays Navigate Organizations b. Hover over Organization (header) with selection options on the c. Select Manage Organization Units 2 User will navigate to the appropriate organization level using the options on the Organization Management screen. Organization Management screen. Application displays a new row, under the original, with a drop-down list box to select a subordinate organization. NOTE: The user can continue selecting the next organization in the hierarchy until the desired organization (level) is reached. Application displays all sub-organization rows down to the desired organizational level in the last drop-down list box. a. Select the radio button opposite Sub- Organizations of HQ Air Force. b. Select the appropriate organization from the drop-down list box. c. Select Show Subordinate 3 Continue to a. Select the radio button of the newest row. b. Select appropriate organization from newest drop-down list box. c. Select Show Sub-Organizations and select Show Subordinate until the desired organization is shown in the newest suborganization drop-down list box. 4 Select Select Org to Change Application display Workcenter Information (header) and Base Information (header) below the organizational-hierarchy rows on the Organization Management screen. Step 5 is executed to change any of the Workcenter information. Step 6 is executed to delete the entire workcenter. 5 a. Change Workcenter Type from Standard to Independent from the dropdown list box below the Workcenter Information header. b. Changer workcenter name in the Workcenter Name text box. c. Change organization designation and office symbol in the Office Symbol text box. d. Change Assigned Base from the dropdown list box below the Base Information header. e. Change Physical Base from the dropdown list box below the Base Information header. Application returns a message The Organization was successfully updated and displays the Organization Management screen. NOTE: When modifying the workcenter abbreviation (Office Symbol), it is recommended that user enter their organization number in front of the workcenter abbreviation. 50

f. Select Save Changes 6 Select Delete Application returns a message The Organization was successfully deleted and displays the Organization Management screen. 3.2.3 Query Workcenter This function provides the capability to view basic information about a specific workcenter and a list of the employees assigned to the workcenter. 3.2.3.1 Authorized Users The following users are authorized to perform this function: a) Analyst b) Certifier c) Commander d) Enterprise Data Manager e) Flight Chief f) MAJCOM Functional Manager g) Personnel Manager h) Role Manager i) Supervisor j) Trainee k) Trainer l) Training Manager m) Workcenter Supervisor 3.2.3.2 User Actions 1 a. Select Reports & Queries b. Select Query Workcenter Application displays Select Workcenter dropdown list box. 2 a. Select workcenter to be queried from dropdown list box. b. Select Search NOTE: User can continue to query workcenters as desired. 3.2.4 Query Flight This function provides the capability to query a Flight. 3.2.4.1 Authorized Users Application displays Workcenter Employees Information: and Workcenter Info and Organization hierarchy: information on the selected workcenter. The following users are authorized to perform this function: a. Analyst Commander Flight Chief Personnel Manager Supervisor Training Manager 51

Workcenter Supervisor 3.2.4.2 User Actions 1 a. Select Reports & Queries b. Select Query Flight Application displays Search for Flight dropdown list box. 2 a. Select Flight to be queried from drop-down list box. b. Select Search Application displays Query Results for selected flight). NOTE: User can continue to query flights as desired. 3.2.5 Query Squadron This function provides the capability to query a Squadron. 3.2.5.1 Authorized Users The following users are authorized to perform this function: a. Analyst b. Career Field Administrator c. Career Field Manager d. Commander e. Enterprise Data Manager f. MAJCOM Functional Manager g. Personnel Manager h. Training Manager 3.2.5.2 User Actions 1 a. Select Reports & Queries Application displays Query Squadron and a b. Select Query Squadron choice to select Query by Organization or 2 a. Select either Query by Organization or Query Base b. Select Submit 3 a. Select an Organization or Base from dropdown list box associated with either Organization or Base. b. Select Search NOTE: User can continue to query organizations as desired. 3.2.6 Query Wing This function provides the capability to query a Wing. 3.2.6.1 Authorized Users The following users are authorized to perform this function: a. Analyst Query by Base Application displays Select Organization or Select Base drop-down list box. Application displays Organization Information or Squadron Information for selected organization. 52

Career Field Administrator Career Field Manager Commander Enterprise Data Manager MAJCOM Functional Manager Personnel Manager Training Manager 3.2.6.2 User Actions 1 a. Select Reports & Queries b. Select Query Wing Application displays Query Options with a choice to select Query by MAJCOM, Query by Base or Query by Organization (Wing) 2 a. Select either Query by MAJCOM, Query by Base, or Query by Organization (Wing) as desired. b. Select Submit 3 a. Select an organization from the drop-down list box associated with a MAJCOM, Base, or Wing. b. Select Search NOTE: User can continue to query Wing as desired. 3.2.7 Query Base Application displays either Select MAJCOM, Select Base or Select Wing drop-down list box. Application displays Organization (MAJCOM, Base, or Wing) Information for selected organization. This function provides the capability to view basic information about a specific base and a list of the organizations assigned to the base. 3.2.7.1 Authorized Users The following users are authorized to perform this function: a. Analyst Career Field Administrator Career Field Manager Commander Enterprise Data Manager MAJCOM Functional Manager Personnel Manager Training Manager 3.2.7.2 User Actions 1 a. Select Reports & Queries b. Select Query Base Application displays Select Base drop-down list box. 2 a. Select base name to be queried from drop-down list box. b. Select Search Application displays Base Information for selected base and All Organizations Assigned to selected base. NOTE: User can continue to query bases as 53

desired. 3.2.8 Query MAJCOM This function provides the capability to view the Bases and Organizations that are owned by a specific MAJCOM. 3.2.8.1 Authorized Users The following users are authorized to perform this function: a. Analyst b. Career Field Administrator c. Career Field Manager d. Enterprise Data Manager e. MAJCOM Functional Manager f. Personnel Manager g. Training Manager 3.2.8.2 User Actions 1 a. Select Reports & Queries b. Select Query MAJCOM Application displays Select MAJCOM dropdown list box, and a choice to select either View Assigned Organizations, View Assigned Bases 2 a. Select MAJCOM from drop-down list box. b. Select View Assigned Organizations or View Assigned Bases or View Assigned Workcenters as desired. c. Select Search NOTE: User can continue to query MAJCOMs as desired. or View Assigned Workcenters. Application displays either Assigned Organization:, All Bases Assigned to: or Assigned Workcenters: by selected MAJCOM. 54

3.3 Enterprise Course List (ECL) The ECL component provides the capability to create, manage, deactivate and activate courses within the TBA enterprise. The pivotal role associated with the ECL component is the ECL Manager. The ECL Manager falls into the category of a super user role similar to the Career Field Manager (CFM) task management activities. 3.3.1 Add Course to ECL This function provides the capability to create a course for use throughout the TBA enterprise. 3.3.1.1 Authorized Users The following role is authorized to perform this function: a. ECL Manager 3.3.1.2 User Actions The following pre-conditions exist: a. User has access to TBA and a valid user profile b. User has applicable roles assigned c. User has logged into TBA through the AF Portal d. User selects "ECL Manager Role" 1. Assuming the logged on user has authorized access and role the following steps apply. a. User selects the Course menu and Create Course sub-menu The screen for adding a new course is visible. The following fields are available. a. Course Type (Mandatory) b. ETCA (Optional, text or course number) c. Course Title (Mandatory) d. Course Duration (Mandatory) (Course Duration Field Mandatory, 3 text boxes for Days, Hours, Minutes; Application accepts any combination of the values, but at least one value must be present) e. Course Frequency (Mandatory) f. Course Narrative (Mandatory) g. Course OPR (Mandatory) h. Course Prefix (Mandatory) i. Course Prerequisite (Mandatory) j. Course Reference/Directive (Mandatory) k. Deployment Requirement (Mandatory) l. Transferable Indicator (Mandatory) m. Attachment (Course Attachment: Optional File Selection, File Selection/Browse 2. User selects the course type from the drop down list. Option) The course type is selected. The following types are available for selection. a) Ancillary - Total Force Awareness b) Ancillary - Selected Force c) Ancillary - Event Driven d) Ancillary - Expeditionary Skills e) Formal f) Career Development Course (CDC) 55

g) Correspondence h) Field Training Detachment (FTD) i) Advance Distributed Learning System (ADLS) j) Local 3. Enter the Course Title Course title is entered. The maximum number of characters (text and spaces) for the course title is 50. 4. (Optional) Enter ETCA This text field is used to enter the formal school course number taken from the Education and Training Course Announcement website. (ETCA)Formal school course identifier used by AETC. Consist of alpha and numbers characters that may contain the associated AFSC. 5. Enter course Duration Course "Duration" Options include Days, Hours or Minutes Mandatory entry The course duration is the length of time the course is being presented from beginning to end to represent a single training session. 6. Enter the course Frequency. The course frequency determines how often the course must be re-accomplished to stay current. ETCA course information is entered. The maximum amount of characters allowed is 30. Course duration options are presented, three text boxes for available for: Days Hours Minutes Values, for days, hours or minutes is accepted The following are the allowed course frequency used in creating an enterprise course in TBA. If days, weeks or a month is selected, a number must be associated with the entry. a) Days - User enters the number of days (i.e. 30, 45 60) course will expire on the first day after the expiration date for statuses equal to Await Action, Complete, Qualified b) Weekly - User must enter number weeks. Course expires on the last day of the week with 7 days as the baseline. c) Monthly - Course repeated every month. Course expires on the last day of month with 30 days as the baseline. d) Quarterly - Course repeated every 3 months. Course expires on the last day of the quarter using 90 days as the baseline. e) Bi-Annual - Course repeated every 6 months, expires on the last day of the sixmonth cycle with 180 days as the baseline. f) Annual - Course repeated every 12 months, expires on the last day of the years using 365 days as the baseline. g) Biennial - Course repeated every 24 months, expires on the last day of the 2- year period using 365 days per year as a 56

baseline. h) Years - User enters the number of years. Course expires on the last day of the multi-year cycle, with 365 days multiplied by the number of years as the baseline. i) One-time - Course taken one time, does not have a reoccurring cycle. 7. Enter course Narrative The course narrative may contain a brief description of the course being created. 8. Enter course OPR information. The block is used to capture information related to the responsible person or organization for the course being created. 9. Enter course Prefix. The course prefix field is an open text field used to capture the prefix information for the course being created. 10. Enter Reference/Directive information. This space is used to capture the reference information for the course being created. 11. Select the deployment indicator. The deployment indicator provides the ability to identify a course is required or related to a deployment requirement. Setting this indicator also permits the application to filter the type of courses the person with the UDM role can update within the MCL or ICL. 12. (Optional) Select Pre-requisite course(s). The course pre-requisite field is used to identify course(s) that must be accomplished before the course can be marked as completed or qualified. 13. (Optional) Insert a file attachment. This function is used to browse for a file to attach to the course being created. 14. Select the Transferable indicator The transferable indicator is a Yes or No setting that determines whether a course can be automatically unarchived when a person is gained to a workcenter, assuming that the gaining workcenter has the course assigned to their MCL. (see add course to MCL for more information) Course narrative is entered. The maximum characters allowed are 300. Course OPR information is capture in the block provided. The maximum number of character spaces is 30. Course Prefix information is captured in the text block provided. The maximum character space allowed is 5. Course reference and/or directive information is captured in the block. The maximum allowable character space is 30. The deploy indicator set to either Yes or No. The prerequisite courses are selected from the ECL list of available courses. Browse to file on the local machine and attach to the course being created. The allowable file type is.pdf The transfer indicator is set. 15. Select Submit The application checks that all mandatory fields are filled in and that the text fields do not exceed the maximum character space. The application will return a success message indicating that the course was successful added. If the application checks reveal an 57

error or the course title text is identical to a course already loaded, a message will be generated to the screen and the course will not be created. 3.3.2 Find Courses in ECL (Refer to the notification section to see who gets an automated message with a course is successfully added to the ECL) This function provides the capability to find courses within the Enterprise Course List (ECL). 3.3.2.1 Authorized Users The following role is authorized to perform this function: a. ECL Manager b. Enterprise Data Manager (EDM) c. Career Field Manager (CFM) d. Certifier e. Commander f. Flight Chief g. MAJCOM Function Manager (MFM) h. Supervisor i. Workcenter Supervisor j. Unit Deployment Manager (UDM) k. Training Manager l. Trainer m. Trainee 3.3.2.2 User Actions The following pre-conditions exist: a. User has access to TBA and a valid user profile b. User has applicable roles assigned c. User has logged into TBA through the AF Portal d. User selects "ECL Manager Role" 1. User selects Courses from the main menu and Find Courses from the sub-menu. The application opens the search course options. The default view contains Course Code/Number, Course Type (drop-down list), Course Title block, Active Courses check box (checked), Deactivated Courses (unchecked), Rows Per Page (20, 30 50 or 100), Search and Advance Search button. (Note: Advance Search provides additional search criteria, Course Narrative, Course OPR, Course Prefix, Course Reference/Directive, 2. 2 (Note: There are multiple search options to retrieve courses.) Deployment Requirement (Yes/No)) Application returns a list of courses based on the number of rows (20, 30, 50, or 100) selected. 58

User selects an open search (no criteria specified). The default list order is by course number in ascending order. The table columns include: Course Code/Number (Default, Ascending) Course Title Course Type Deployment Requirement Actions (ECL manger only, Edit, De-activate, 3. User selects a detail or advanced search using one or more of the course attributes: Course Code/Number (text block) Course Type (drop down list box) Course Title (text block) Course Narrative (text block Course OPR (text block) Course Prefix (DDLB) Activate, Add Similar Course) Application retrieves course(s) matching the search criteria Results include: Course Type Course Number Course Title Details button Deactivate button Actions (ECL manger only, Edit, De-activate, Activate, Add Similar Course) 4. Note: The highlighted columns (Course Code/Number, Course Title, Course Type, and Deployment Requirement) can be sorted in ascending or descending order. 3.3.3 Deactivate Courses in ECL This function provides the capability to deactivate a course in the ECL. 3.3.3.1 Authorized Users The following role is authorized to perform this function: a. ECL Manager 3.3.3.2 User Actions The following pre-conditions exist: a. User has access to TBA and a valid user profile b. User has applicable roles assigned c. User has logged into TBA through the AF Portal d. User selects "ECL Manager Role" Steps User Action Results 1. a) User logs into TBA and selects role b) Select the ECL manager role c) Prerequisite, "Search ECL" d) Perform the Find Course course procedure within the ECL to select a course to "Deactivate" The screen shows the enterprise course list with the following columns. a) Course Code/Number b) Course Title c) Course Type d) Deployment Requirement e) Actions (Edit, De-activate, Add Similar 2. Select the Deactivate button next to the course. 3. Select OK to continue Select Cancel : to suspend the transaction. Course) A pop-up warning opens stating, "Deactivating the course will remove all relationships with other courses and remove the course from all MCLs and ITPs. Do you want to continue?" Selecting OK will generate a success message Record was successfully updated. 59

3.3.4 Activate Courses in ECL This function provides the capability to reactivate a course that has been deactivated. 3.3.4.1 Authorized Users The following role is authorized to perform this function: a. ECL Manager 3.3.4.2 User Actions The following preconditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has logged into TBA through the AF Portal e. Course was previously deactivated f. User has conducted a Search ECL action to identify the course Steps User Action Results 1. a) User logs into TBA and selects role b) Select the ECL manager role c) Prerequisite, "Search ECL" d) Select the Deactivated Courses check box option e) Perform the Find Course procedure within the ECL to select a course to Activate 2. Perform a Find Course action by selecting the Deactivated Courses check box and select search. 3. In the action column, select the Activate action button. 4. U User must select the Update Course option to activate course 3.3.5 Add Similar Course to ECL The screen shows the Enterprise Course List with the following columns. a) Course Code/Number b) Course Title c) Course Type d) Deployment Requirement e) Actions (Edit, Activate, Add Similar Course) A list of deactivated courses is returned to the screen. (Note 1: Deactivated courses within the ECL will have a strike through the course number. Note 2: If no courses are in a deactivated state, message will return, No results found.) The screen will refresh opening the Course Edit options. Course is activated This function provides the capability to add similar courses in the Enterprise Course List (ECL). 3.3.5.1 Authorized Users The following role is authorized to perform this function: a. Enterprise Course List (ECL) Manager 3.3.5.2 User Actions The following pre-conditions exist: a. User has access to TBA and a valid user profile b. User has applicable roles assigned c. User has logged into TBA through the AF Portal d. User selects "ECL Manager Role" 60

Steps User Action Results 1. User logs into TBA and selects role a) Select the ECL manager role b) Prerequisite, "Search ECL" c) Select the Active and Deactivated Courses check box option d) Perform the Find Course procedure within the ECL to select a course to Activate 2. Perform a Find Course action by selecting the Active and Deactivated Courses check box and select search. 3. In the action column, select the Add Similar Course action button. 4. User has the option to edit the course or move to other course management actions. 3.3.6 Update Course in ECL This function provides the capability to query a Wing. 3.3.6.1 Authorized Users The following role is authorized to perform this function: a. Enterprise Course List (ECL) Manager 3.3.6.2 User Actions The screen shows the Enterprise Course List with the following columns. a) Course Code/Number b) Course Title c) Course Type d) Deployment Requirement e) Actions (Edit, Activate, Add Similar Course) A list of deactivated courses is returned to the screen. (Note 1: Deactivated courses within the ECL will have a strike through the course number. Note 2: If no courses are in a deactivated state, message will return, No results found.) The screen will refresh opening the course edit options. At least one attribute must be changed for the course to be considered unique and not a duplicate of the original course. Course is activated, saved and user has option to move to the next ECL action. Preconditions include the following: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role for action d. User selects "ECL Manager Role" 1. The Update Course in ECL option can be selected from "Add Course to ECL" and "Find ECL". User selects "Update" from the screen options. 2. User makes modifications to one or many course attributes Application options the Edit Course window. All attributes on the screen can be modified except the course number. The course number is system generated. The course attributes are modified a) Course Type b) Course Title c) Course Duration (Course Duration Field Mandatory, 3 text boxes for Days, Hours, Minutes; Application accepts any combination of the values, but at least one value must be present) 61

d) Course Frequency e) Course Narrative f) Course OPR g) Course Prefix h) Course Prerequisite i) Course Reference/Directive j) Deployment Requirement k) Attachment (Course Attachment: Optional/File Selection, File Selection/Browse Option) 3. User selects the Update option Screen refreshes and the application runs through the following checks a) Checks for errors and if any are generated the application presents an error message b) Application provides navigation options to "Update" or "Cancel" the transaction c) Process checks against the course title for similar course titles in the application by matching any word combination. d) Application displays the following in a table if there are any matches a. Course Type b. Course Number c. Course Title e) If all of the business rules are verified then the process returns message, "Your Course has been saved" f) Follow on navigation options are: Edit, Add Similar Course, De-activate, Search ECL, Create Course. 3.3.7 View ECL Course Details This function provides the capability to query a Wing. 3.3.7.1 Authorized Users The following roles are authorized to perform this function: a. Enterprise Course List (ECL) Manager b. Enterprise Data Manager (EDM) c. Career Field Manager (CFM) d. Training Manager e. Unit Deployment Manager f. Flight Chief g. MAJCOM Functional Manager h. Commander i. Workcenter Supervisor j. Supervisor k. Certifier 62

l. Trainer m. Trainee 3.3.7.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has logged into TBA through the AF Portal e. User has navigated to a screen with course information 1. User selects course title (hyperlink) from any one of the ECL, MCL or ITP screens Application opens a pop-up screen containing course information. Information consist of a) Course Code/Number b) Course Type c) Course Title d) Duration (Course Duration Field Mandatory, 3 text boxes for Days, Hours, Minutes; Application accepts any combination of the values, but at least one value must be present) e) Course Frequency f) Course Narrative g) Course OPR h) Course Prefix i) Reference/Directive j) Deployment Requirement k) Pre-Requisite Course(s) l) Attachment Link (Course Attachment: Optional/File Selection, File Selection/Browse Option) 2. 2 User reviews the course detail information and selects the Close option. m) Transferable Indicator Application returns user the previous ECL, MCL or ITP screen. 4. Middle Tier Workcenter Personnel and Training Management Disabled Accounts TBA will be tracking user logins based on the last time an employee logged into TBA. When an employee logs into TBA, the last log in date is updated. The threshold for disabling accounts will be based on Air Force Systems Security Instruction (AFSSI) 8520, Communications and Information, 18 June 2009. Refer to the TBA CoP for further guidance. 4.1 Employee Component Functions 4.1.1 View Employee This function provides the capability to view personnel record for a TBA employee. 4.1.1.1 Authorized Users The following users are authorized to perform this function: a. Commander 63

b. Enterprise Data Manager c. Personnel Manager d. Role Manager e. Supervisor f. Training Manager g. Workcenter Supervisor 4.1.1.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has logged into TBA through the AF Portal e. User has navigated to a screen with course information 1 a. Select Administration b. Hover over Employee c. Select View Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record is to be viewed. b. Select Continue at the bottom of the screen. 4 Select Close at the bottom of the screen when finished. 4.1.2 Gain Employee Application displays View Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. Application returns to the View Employee search options on the Employee Finder screen. This function provides the capability to gain an employee who already exists in the TBA application, and who has previously had a loss action processed against them from another base or workcenter. 4.1.2.1 Authorized User The following users are authorized to perform this function: a) Personnel Manager 4.1.2.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Gain Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find Application displays Gain Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, and Transfer Status of the employee or a list of employees to choose from if only last name was used 64

3 a. Select the radio button next to the employee s name you want to gain. b. Select Continue at the bottom of the screen. 4 a. Select the Gain Date: from the calendar. NOTE: Gain Date may not be less than Loss Date. b. Select Gaining Workcenter: from the drop-down list box. c. Enter last name of immediate supervisor in the Immediate Supervisor: text box (required) and then select the immediate supervisor from the pop-up pick list box. d. Select Gain 4.1.3 Add Employee Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. Application returns a message The employee was successfully gained to the new workcenter and displays the GAIN Employee search options on the Employee Finder screen. This function provides the capability to add (create) a personnel record for a TBA employee. NOTE: If the application returns the system error, User ID {Employee Air Force Portal ID} already exists in the system. Duplicate User ID s are not allowed, the add employee function should be suspended until the duplicate Air Force Portal ID issue is resolved. 4.1.3.1 Authorized User The following users are authorized to perform this function: a) Personnel Manager 4.1.3.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Add Employee 2 Enter or select required and optional information as desired under the information headers. a. Employee Information (header) fields: Enter Last Name: (required) Enter First Name: (required) Enter Middle Initial: (optional) Enter Suffix: (optional) Portal ID: (required) Select Employee Type: (required) from drop-down list box. NOTE: Employee Type determines the display of the fields and headers within the employee s record. Select Military Grade Code: (required for Application displays five information headers with employee record fields below each on the Employee Mgmt screen. The application returns a message The employee was successfully added on the Employee Mgmt screen. 65

military personnel) from drop-down list box. Select Civilian Grade Code: (required for civilian & contractor personnel) from dropdown list box. Select Security Clearance: (optional) from drop-down list box. b. Duty Information (header) fields: Active, Guard and Reserve NOTE: For AFSC fields enter first few characters and choose from the prepopulated popup pick list. Select PAFSC: (required) from pick list. Select CAFSC: (optional) from pick list. Select DAFSC: (required) from pick list. Select 2AFSC: (optional) from pick list. Contractor and Other Enter Duty Code: (required) from pick list (military and civilian codes available) or enter free form text. Civil Service Enter Series Code: (required) and select from pick list. Enter Duty Code: (required) and select from pick list Enter Workcenter: (required) name or enter first few characters and choose from the prepopulated popup pick list. Select correct workcenter. Select Workcenter Assign Date: from calendar. Enter Immediate Supervisor: (required) last name or first few characters and choose from the pre-populated popup pick list. Select correct supervisor. c. TDY/Deployment information (header) fields: Select TDY/DPLY Status: (optional) option DPLY or TDY from the drop-down list box. Enter TDY/DPLY Location: (optional) Select TDY/DPLY Return Date: (optional) from calendar. d. Training Information (header) fields 66

(Active, Guard and Reserve only): Select Initial Evaluation Data: (optional) from calendar. Select Date Entered Training: (optional) from calendar. Select MSEP Evaluation Date: (optional) from calendar. Select TSC: (optional) from the drop-down list box. e. The Gain / Loss Information: (header) fields are not used for this Add Employee functions. f. Select Add 4.1.4 Assign or Remove TBA Role to Employee This function provides the capability to add and remove user roles for an employee who is new or has been newly assigned. Before roles can be assigned with this function, the user must have a TBA user profile established, see Add Employee paragraph. 4.1.4.1 Authorized Users The following users are authorized to perform this function: a. Enterprise Data Manager b. Role Manager 4.1.4.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name you want to change roles b. Select Continue at the bottom of the screen. Step 4 is executed to Assign a role. Step 5 is executed to Remove a role. 4 Add role (see options below the Role Information header): a. Select the role to be added from the Roles Available list. b. Check (Select to add to employee) box. c. Select Modify NOTE: Multiple roles may be selected by Application displays Modify Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the Employee s Personnel Record on the Employee Mgmt screen. Application returns a message The employee was successfully modified and adds role(s) in the Roles Already Assigned list on the Employee Mgmt screen. 67

holding down the Ctrl key while making selections. 5 Remove role (see options below the Role Information header): a. Select the role to be removed from the Roles Already Assigned list. b. Check (Select to remove roles) box. c. Select Modify NOTE: Multiple roles may be selected by holding down the Ctrl key while making selections. 4.1.5 Assign Employee to Supervisor Application returns a message The employee was successfully modified and removes role(s) from the Roles Already Assigned list on the Employee Mgmt screen. This function provides the capability to assign an employee to a supervisor. 4.1.5.1 Authorized User The following users are authorized to perform this function: a) Personnel Manager 4.1.5.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee Application displays Modify Employee search options on the Employee Finder screen. 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name you want to modify with a new immediate supervisor. b. Select Continue 4 a. Enter last name of immediate supervisor in the Immediate Supervisor: text box and then select the immediate supervisor from the pop-up pick list box. b. Select Modify 4.1.6 Modify Employee Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the Employee s Personnel Record on the Employee Mgmt screen. Application returns a message The employee was successfully modified on the Employee Mgmt screen. This function provides the capability to modify a personnel record for a TBA employee. NOTE 1: Workcenter changes are not allowed using this function. To change the employee s workcenter, use the Lose and Gain Employee functions. NOTE 2: A Personnel Manager below the wing level can change the portal ID if no active ITP or archived ITP tasks exist. If an active ITP or archived ITP exist, only a Personnel Manager at the wing level or higher may change the portal ID. 68

4.1.6.1 Authorized Users The following users are authorized to perform this function: a) Personnel Manager 4.1.6.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record you want to modify. NOTE: Before an employee can be lost or transferred, all suspenses must be signed off (Signed by employee, trainers, supervisors etc...). When using the Lose Employee function, an error message will be displayed stating that the employee has unsigned suspenses that must be signed before transfer. Only the Personnel Manager can move suspenses using the Modify Employee function if employee is not present to sign due to exceptional circumstances. The Move suspense function does not sign or close out the suspense it only changes the responsibility of who will have to sign. This function should only be used when the employee cannot sign. PSC or TDY is not exceptional circumstances. b. Select Continue at the bottom of the screen. 4 a. Modify the employee information as appropriate. (NOTE: A checkbox screen which is labeled Initiate Eval. This checkbox is used to manually generate the initial evaluation process for situations other than when the application automatically generates the evaluation. For example, if a member moves from one duty position to another in the same workcenter, an evaluation will not be automatically generated but the supervisor Application displays MODIFY Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. Application returns a message The employee was successfully modified on the Employee Mgmt screen. can generate the process with this checkbox. 69

The application automatically generates the evaluation when an Enlisted member is added, gained, or unarchived to a workcenter. When an officer, civilian, or contract employee is gained, added, or unarchived to a workcenter, the immediate supervisor can use this checkbox to initiate the evaluation.) b. Select Modify 4.1.7 Move Suspenses This function provides the capability to change the signing responsibility (electronic signature) for an employee with outstanding suspenses. This function should only be used when the employee is not available to sign due to exceptional circumstances. PSC or TDY is not exceptional circumstances. NOTE: A new immediate supervisor should be assigned to employees of a supervisor who is unavailable to sign suspenses because of exceptional circumstances. 4.1.7.1 Authorized Users The following user is authorized to perform this function: a) Personnel Manager 4.1.7.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record you want to modify. Application displays MODIFY Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. b. Select Continue at the bottom of the screen. 4 Select Move Suspenses at the bottom of the screen. 5 For each suspense there are two options in the New Signer column: Application displays Move Suspenses Belonging to Employee (employee #, name) table with For Employee, Current Signer and New Signer column headings and a Return to Modify Employee button on the Move Suspenses screen. Application displays a pop-up window with the following instructions: Select Move to Supervisor if you want to "You are moving a suspense signature from the move suspense to the employee s immediate Current Signer to the Immediate Supervisor. Do 70

supervisor. you want to proceed with this transaction? NOTE 1: Move to Supervisor button will be grayed out if supervisor is the Current Signer. NOTE 2: If no immediate supervisor is loaded to the employee, No Immediate Supervisor is displayed in red. Or "You are moving a suspense signature from the Current Signer to the Workcenter Supervisor. Do you want to proceed with this transaction? Or a. Select a workcenter supervisor from the drop-down list box. These are workcenter supervisors assigned to the employee s workcenter. b. Select Move to WC SUPV 6 Select OK to proceed with moving the suspense. Application refreshes the screen and the suspense is no longer displayed. Or Select Cancel to abort transaction. 4.1.8 Additional Workcenter to Supervise This function provides the capability to assign additional workcenters to supervise for individuals who have the workcenter supervisor role. The purpose of this function is to give a Workcenter Supervisor temporary oversight of another workcenter s MTL/MTP. 4.1.8.1 Authorized Users The following user is authorized to perform this function: a. Personnel Manager 4.1.8.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record you want to modify. b. Select Continue at the bottom of the screen. Application displays MODIFY Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. 4 Select an additional workcenter in the Application returns a message The employee 71

Additional workcenter to supervise: list box (multiple selections are allowed by holding down the Ctrl key). was successfully modified on the Employee Mgmt screen. b. Select Modify Steps 5 and 6 are executed to remove additional workcenters. 5 In the Additional workcenters to supervise: Application highlights Select with blue list box, highlight Select background. 6 Select Modify at the bottom on screen. Application displays the message The employee was successfully modified below the main menu on the Employee Mgmt screen. 4.1.9 Add Second Employee Type This function provides the capability to add a second employee type to individuals, Air National Guard or Air Force Reserves to a Contractor,Other or Civil Service position, or Contractor, Other or Civil Service to an Air National Guard or Air Force Reserves position in a different workcenter. This will allow an employee to have both required technical certifications on tasks and maintain an AF 623 for their military position. NOTE: Active Duty employees cannot have a secondary employee type. 4.1.9.1 Authorized User The following users are authorized to perform this function: a. Personnel Manager 4.1.9.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record you want to modify. b. Select Continue at the bottom of the screen. Application displays MODIFY Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. 4 Select Add A Second Employee Type Application displays the five information headers with employee record fields below each and the employee name and portal ID fields filled-in and grayed out on the Employee Mgmt screen. 5 Enter or select required and optional information as desired under the information headers. a. Employee Information (header) fields: The application returns a message The employee was successfully added on the Employee Mgmt screen. 72

Select Employee Type: (required) from drop-down list box. NOTE: Employee Type determines which headers and employee record fields are displayed below. Select Military Grade Code: (required for military personnel) from drop-down list box. Select Civilian Grade Code: (required for civilian & contractor personnel) from dropdown list box. Select Security Clearance: (optional) from drop-down list box. b. Duty Information (header) fields: Guard and Reserve NOTE: For AFSC fields enter first few characters and choose from the prepopulated popup pick list. Select PAFSC: (required) from pick list. Select CAFSC: (optional) from pick list. Select DAFSC: (required) from pick list. Select 2AFSC: (optional) from pick list. Contractor and Other Enter Duty Code: (required) from pick list (military and civilian codes available) or enter free form text. Civil Service Enter Series Code: (required) and select from pick list. Enter Duty Code: (required) and select from pick list Enter Workcenter: (required) name or enter first few characters and choose from the prepopulated popup pick list. Select Workcenter Assign Date: from calendar. Enter Immediate Supervisor: (required) last name or first few characters and choose from the pre-populated popup pick list. c. Deployment information (header) fields: Select TDY Status: (optional) option DPLY or TDY from the drop-down list box. Enter TDY Location: (optional) 73

Select TDY Return Date: (optional) from calendar. d. Training Information (header) fields (Active, Guard and Reserve only): Select Initial Evaluation Date: (optional) from calendar. Select Date Entered Training: (optional) from calendar. Select MSEP Evaluation Date: (optional) from calendar (optional for military). Select TSC: (optional) from the drop-down list box (optional for military). e. The Gain / Loss Information: (header) fields are not used for this Add Employee functions. A second employee record is added to TBA with an additional employee number f. Select Add Employee 4.1.10 Lose Employee This function provides the capability to initiate the lose an employee between workcenters or lose an employee due to PCS. The gaining workcenter or unit will perform a Gain Employee action, see Gain Employee paragraph. 4.1.10.1 Authorized User The following users are authorized to perform this function: a. Personnel Manager 4.1.10.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Lose Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name you want to lose or transfer. b. Select Continue at the bottom of the screen. Application displays Lose Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. NOTE: Before an employee can be lost, all suspenses must be signed off (Signed by employee, trainers, supervisors etc...). An error message will be displayed stating that the employee has unsigned suspenses that must be signed before transfer. Only the Personnel Manager can move suspenses using the Modify 74

Employee function if the employee is not present to sign due exceptional circumstances. The Move Suspense function does not sign or close out the suspense. The function only changes the electronic signature responsibility to another person associated with the user. This function should only be used when the employee cannot sign. PSC or TDY is not exceptional circumstances. 4 a. Select the Lose Date: from the calendar. b. Select Lose 4.1.11 Archive or Unarchive Employee Application returns a message The employee was successfully placed in transfer status and displays LOSE Employee search options on the Employee Finder screen. This function provides the capability to archive Personnel data for an Employee who will no longer require access to TBA (i.e., retiring, separating, etc.) The Employee s Archived Personnel Record will be maintained for a predetermined number of years before it is actually removed from TBA. 4.1.11.1 Authorized User The following users are authorized to perform this function: a. Personnel Manager 4.1.11.2 User Actions Steps 1-4 are executed to Archive an employee. Steps 5-8 are executed to Unarchive an employee. 1 Archive Employee: a. Select Administration b. Hover over Employee c. Select Archive Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name you want to archive. b. Select Continue Application displays ARCHIVE Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. NOTE: Before an employee can be archived, all suspense s must be signed off. An error message will be displayed stating that the employee has unsigned suspenses that must be signed before archive. Only the Personnel Manager can move suspenses using the Modify Employee function if employee is not present to sign due exceptional circumstances. The Move suspense function does not sign or close out the suspense it only 75

changes the responsibility of who will have to sign. This function should only be used when the employee cannot sign. PSC or TDY is not an exceptional circumstance. 4 Select Archive Application returns a message The employee was successfully archived and displays ARCHIVE Employee search options on the Employee Finder screen. 5 Unarchive Employee: a. Select "Administration" b. Hover over "Employee" c. Select "Unarchive Employee 6 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 7 a. Select the radio button next to the employee s name you want to unarchive. b. Select Continue at the bottom of the screen. 8 Enter Workcenter: name or enter first few characters and choose from the prepopulated popup pick list. Select the correct workcenter. Enter Immediate Supervisor: (required) last name or first few characters and choose from the pre-populated popup pick list. Select correct supervisor. Select "Unarchive" 4.1.12 Training Manager Exemption Application displays UNARCHIVE Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included) Workcenter and TDY Status of the employee or a list of employees to choose from if only last name was used. Application displays all data associated with the employee s personnel record on the Employee Mgmt screen. Application returns a message The employee was successfully unarchived and displays UNARCHIVE Employee search options on the Employee Finder screen. NOTE: Roles Manager must load authorized roles to the employee before the employee can access TBA. This function provides the capability to authorize an exception to the requirement of trainer maintaining required task qualifications when no one assigned locally meets the requirements IAW AFI 36-2201. NOTE: This must only be used when the exceptions in AFI 36-2201 are applicable. 4.1.12.1 Authorized Users The following user is authorized to perform this function: a. Training Manager 4.1.12.2 User Actions 1 a. Select Administration b. Hover over Employee c. Select Modify Employee 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find Application displays MODIFY Employee search options on the Employee Finder screen. Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if 76

only last name was used. 3 a. Select the radio button next to the employee s name whose personnel record you want to modify. b. Select Continue at the bottom of the screen. 4 a. Select Yes or No from the left dropdown list, The Training Manager may authorize an exception to the requirement of trainers maintaining required task qualifications when no one assigned locally meets the requirements IAW AFI 36-2201 b. Select Yes or No from the right dropdown list box, Is this employee allowed to be both a trainer and a certifier for the same task for a trainee? c. Select Modify 4.1.12.3 Query Workcenter by UTC Number Application displays all data associated with the employee s personnel record on the Employee Mgmt screen.. Application returns a message The employee was successfully modified on the Employee Mgmt screen. This function provides the capability to query ITP tasks by UTC Number. 4.1.12.4 Authorized Users The following users are authorized to perform this function: a. Commander b. Enterprise Data Manager c. Flight Chief d. MAJCOM Functional Manager e. Supervisor f. Training Manager g. Workcenter Supervisor 4.1.12.5 User Actions 1 a. Select "Reports and Queries" Application displays Work Center List on the b. Select "Query Workcenter By UTC" Query Work Center by UTC screen. 2 a. Select workcenter from "Select a Work Center" drop-down list box. b. Select "Select a Work Center" c. Select desired UTC from "Select a UTC" drop-down list box. d. Select "Select a UTC" NOTE: The supervisor role will not have a drop-down list box to select a workcenter. Application displays, in three tables, information from the selected workcenter s MTP for each task that has been associated to the selected UTC: - "Tasks associated with the UTC" - "ITP Tasks associated with the UTC" - "Summary Employee Information" 77

4.2 Master Training Plan (MTP) and Master Task List (MTL) Component Functions NOTE: The TBA application and this Users Guide refers to most functions for either MTP or MTL as MTP functions since the MTL is part of, and always included in an MTP. Product Updates (CFETP, AFJQS, and CJQS) Results from the Career Field Manager updating a product in TBA NOTE 1: If a preexisting task has been removed because of newly revised product, the task will either be permanently deleted from the ETW (if no ITP s were found to have the task completed) or archived and marked as obsolete (if ITP s were found to have the task completed). If the task exists in the workcenter Master Task List (MTL)/ Task Group, the tasks will be deleted from the MTL/Task Group. If the task exists in an Individual Training Plan (ITP) and the status is started or completed, the task will be moved to the employees archive section; the start date or completion date will remain in the employees archive section. If a task is in the ITP and is not started or completed, the task will be deleted. If a verbiage only change was made, the change will update all MTLs/Task Groups and ITPs. If a new task was added to the product, the task will not automatically be added to the MTL. The workcenter supervisor must review any newly added tasks and if they are applicable to the workcenter mission/duty position tasks, they must add the new task to the MTL and all applicable ITPs. NOTE 2: Training Managers and Workcenter Supervisors that have the AFSC and products loaded to workcenters they manage will receive a notification on their suspense screen stating that a product was updated. These individuals should review the product Changed Task Details (located in the product, find product, select product to review, and change task details) link to see which tasks were created, edited or deleted and accomplish applicable reviews/changes to their workcenter MTL and assigned employee ITPs. 4.2.1 Import MTP (MTL) This capability allows a workcenter supervisor to import a Master Training Plan (MTP). The capability allows for three import options based on whether tasks are already loaded to the receiving workcenter. Import MTP into empty workcenter (No tasks exist in the receiving MTP) Import MTP Merge Option Import MTP Overwrite Option 4.2.1.1 Import MTP Options The following are the enhanced options associated with the MTP import process. 4.2.1.2 Authorized Users The following users are authorized to perform this function: a. Workcenter Supervisor 4.2.1.3 User Actions No MTP Exist in Receiving workcenter 1. User navigates to the Import MTP screen by The application returns the two workcenter 78

selecting the Import MTP option from the MTP main menu. search options. a. Search workcenters in my parent organization b. Select an organization/workcenter to search A label beneath this option states: Select a Workcenter to import into 2. Select workcenter search criteria radio button. Search workcenters in my parent organization Select an organization/workcenter to search 3. Select the Select a Workcenter to import into from the drop list option. User continues to drill down until the source workcenter or organization is selected. 4. The user selects the Search Type There are 3 options: Assigned Duty AFSCs (Default) Product Number Task Group Note: If the user has the role of Workcenter Supervisor for more than one workcenter, the workcenter to import into must be selected. If search option equals Search workcenters in my parent organization, the application will only search those workcenters that have the same organization parent as the receiving workcenter. If the search option equals Search an organization/workcenter to search, the screen provides a drill down navigation to find a candidate workcenter to import from. (Note: When searching for the workcenter candidates, outside of the parent organization, the scan of the search will only include those workcenters that are directly connected to the parent organization. For example selecting HQ Air Combat Command, will only show those workcenters directly assigned to ACC.) The MTP import source workcenter is highlighted. The Search Type option is available. If search type equals Assigned DAFSCs, a list of assigned duty AFSCs is provided. If search type equals Product Number, a list of applicable products are available to select. 5. If search type equals Assigned Duty AFSCs, user selects one of the DAFSC numbers from Assigned Duty AFSCs List If search type equals Product Number, the user selects one of the products from If search type equals Tasks Groups, only tasks groups available in the organization are listed in the Task Group List block. (NOTE: Assigned Duty AFSCs presents the duty AFSCs that are assigned to the source workcenter. Product number provides a list of all the products in the enterprise. The Task Group type lists all the task groups available for the source organization.) The application returns the following screen options. a. Select a Workcenter to import from drop down list. b. Select the products to import check box for 79

the Product Number List block If search type equals Task Group, user selects one of the task groups from the list block. (Note: If no task groups exist within the organization being searched, the Task Group List block will show None ) Select Search for Workcenters (Note: If no data exist for the search criteria, error message returns No workcenters were found matching your search criteria ) 6. Select a source workcenter from the Select a Workcenter to import from Select the Select the products to Import checkbox next to CFETP, or AFJQS or CJQS or WJQS Select the radio buttons for the Select the option to import. Options are All, MTL Only, MTL With Tasks Groups, MTL With Identifiers / Deployment Tasks Select Show Data 7. Select the Copy MTP from this Workcenter button. 4.2.1.4 User Actions - Merge Option CFETP, AFJQS CJQS or WJQS c. Select the option to import radio button options for All, MTL Only, MTL With Task Groups, or MTL With Identifiers / Deployment Tasks. d. Information Message: The selected workcenter contains MTP data. Select one of the options for importing the MTP data into the receiving workcenter Radio buttons for Do not overwrite existing MTP data (Merge) or Overwrite MTP data. (Note: The radio buttons for Merge and Overwrite are shown only when there are tasks already in the receiving workcenter s MTL) Application returns a list of tasks that are currently loaded to source workcenter. The list will contain the fields: Product type and number Task Number Training Reference Core Indicator Certification Indicator Minimum Coverage (numeric value) Deployment Task (Y/N) Duration in Days (numeric value) Task Groups Assigned Associated UTC(s) (ID) Special Instructions (Y/N) Remarks Copy MTP from the Workcenter (this option is shown when the receiving workcenter MTL is blank) (Note: Only tasks from the product type selected i.e. CFETP will be shown in the Show Data results.) Task matching the selected options are copied into the receiving workcenter. Screen refreshes and returns a successful import message The MTP has been successfully copied. Adjustments can be made to it from the other MTL / MTP screens 1 Repeat steps 1-6 Option to select the either to Merge or Overwrite the existing MTL data. 2 Select radio button Do not overwrite The radio button for the merge action is existing MTP data (Merge) option 3 Select the Copy MTP from this Workcenter option highlighted. Screen refreshes and returns a successful import message The MTP has been successfully copied. Adjustments can be made to it from the 80

4.2.1.5 User Actions - Overwrite Option other MTL / MTP screens. (Note: Task that currently exists in the receiving workcenter are not changed or deleted. The tasks that come from the source workcenter that don t exist in the receiving workcenter are added along with the special identifiers if selected.) 1 Repeat steps 1-6 Option to select the either to Merge or Overwrite the existing MTL data. 2 Select radio button Overwrite existing MTP The radio button for the overwrite action is data option 3 Select the Copy MTP from this Workcenter option 4.2.2 Create MTP by Adding Product to MTP (MTL) highlighted. Application overwrites the current MTL and MTP with tasks and tasks identifiers from the MTP of the workcenter copying from. Any tasks that are in the ITPs for the receiving workcenter will be removed or archived based on the existing task archive rules. Screen refreshes and returns a successful import message The MTP has been successfully copied. Adjustments can be made to it from the other MTL / MTP screens. The following tasks archive rules are for the ITPs of employee s assigned to the workcenter. 1. Task(s) with start date only no completion date. (Will move to archive and show start date and archive date) 2. Task(s) with start date and completion date, but no electronic signatures. (Will move to archive and show start, completion date and archive date). 3. Task(s) with start date and completion date and partial signature completed (Will move to archive and show start, completion date and archive date). 4. Task(s) with start date and completion date and all signatures completed (Will move to archive and show start and completion date and archive date). 5. Task(s) with no dates (start or completion) will be deleted and not archived. This function provides the capability to add products (CFETPs, AFJQSs, or CJQSs) to a MTP (MTL) for any given workcenter. NOTE: When core tasks have been added to a product and the product is applied to the ETW, the additional core tasks will automatically reflect in a workcenters MTP when: One or more tasks from the product were previously loaded to the MTP. One person in the workcenter is assigned to the applicable Duty AFSC. 81

4.2.2.1 Authorized User The following users are authorized to perform this function: a. Training Managers 4.2.2.2 User Actions 1 a. Select MTP b. Select Manage Products in MTP Application displays options to Select Workcenter, Show Products for Duty AFSCs / Occupational Series or Show Products Associated with Careerfields / Occupational Series on the Manage Product screen. Steps 2-4 are executed to Show Products for Duty AFSCs / Occupational Series. Steps 5-7 are executed to Show Products Associated with Careerfields / Occupational Series. 2 a. Select a workcenter from the drop-down list box. b. Select Select Workcenter c. Select Show Products for Duty AFSCs / Occupational Series Application displays information on products Currently in MTP (header) and Available Products from Duty AFSCs (header) on the Manage Product screen. 3 Select products from under Available Products from Duty AFSCs (header). Application moves selected product under the Currently in MTP (header) on the Manage Product screen. 4 Select Save MTP Application displays a message, The MTP was successfully saved on the Manage Product screen. 5 a. Select a workcenter from the drop-down list box. b. Select Select Workcenter c. Select product from the drop-down list box. d. Select Show Products Associated with Careerfields / Occupational Series 6 Select products from Available Products for product number Application displays information on products Currently in MTP Associated to product number (header) and Available Products for product number (header) on the Manage Product screen. Application moves selected product under the Currently in MTP Associated to product number (header) on the Manage Product screen. 7 Select Save MTP Application displays a message, The MTP was successfully saved on the Manage Product screen. 4.2.3 Remove Product from MTP (MTL) This function provides the capability to remove products (CFETP, AFJQS, or CJQS) from a Workcenter MTP (MTL). Tasks related to the selected product are removed from the Master Task List (MTL), removed from any MTP Task Groups, and removed or archived from applicable ITPs. 4.2.3.1 Authorized User The following users are authorized to perform this function: a. Training Manager 82

4.2.3.2 User Actions 1 a. Select MTP b. Select Manage Products in MTP Application displays options to Select Workcenter, Show Products for Duty AFSCs / Occupational Series or Show Products Associated with Careerfields / Occupational Series on the 2 a. Select a workcenter from the drop-down list box. b. Select Select Workcenter c. Select Show Products for Duty AFSCs / Occupational Series 3 Select available products to be removed from under Currently in MTP (header). Manage Product screen. Application displays information on products Currently in MTP (header) and Available Products from Duty AFSCs (header) on the Manage Product screen. Application displays a RED warning banner ** WARNING ** Removing a product from the MTP will cause related ITP entries to be archived. Selected products are now displayed under the Available Products from Duty AFSCs (header) on the Manage Product screen. 4 Select Save MTP Application displays a message, The MTP was successfully saved on the Manage Product screen. 4.2.4 Add or Remove Tasks in MTP (MTL) This function provides the capability to add or remove tasks in the workcenter MTP (MTL). 4.2.4.1 Authorized User The following users are authorized to perform this function: a) Workcenter Supervisor 4.2.4.2 User Actions 1 a. Select MTP Application displays options Select a b. Select Manage Tasks in MTP Workcenter and Show Products on the 2 a. Select a workcenter from the "Workcenter" drop-down list box. b. Select "Select a Workcenter 3 a. Select CFETP, AFJQS or Command JQS from the drop-down list box. Manage Task screen. Application refreshes Manage Task screen with selected workcenter. Application displays a drop-down list box for the selected product type. b. Select Show Products 4 Select a product from the drop-down list box. Application displays a message, Please wait while application processes your request on the Please Wait screen. Step 5 and 6 are executed to Add Tasks. Step 7 and 8 are executed to Remove Tasks. Next, the application displays two headers, Currently in MTP and Available from ETW on the Manage Task screen. 83

5 Add Tasks: Select tasks from Available from ETW (header) that you want added to Currently in MTL. Application moves selected tasks under Currently in MTL (header). NOTE: Selecting a Header task will 6 Select Save MTL NOTE: To verity task were added to the workcenter MTL, execute Query MTL. 7 Remove Tasks: Select tasks from Currently in MTL (header) that you want to deleted from the MTL. automatically move all associated tasks. Application displays a message, Please wait while application processes your request on the Please Wait screen. Next, the application displays a message, The MTL was successfully saved on the Manage Task screen. Application moves selected tasks under Available from ETW (header). Tasks are removed from the MTL. 8 Select Save MTL Application displays a message, Please wait while application processes your request on the Please Wait screen. Application displays a message, The MTL was successfully saved. Application archives corresponding started tasks in ITPs. Application archives corresponding completed tasks in ITPs. Application creates a journal entry. Unstarted matching tasks are removed from ITPs. Tasks are removed from Task Groups. Application deletes associated header task (if applicable). 4.2.5 Add, Edit or Remove Workcenter JQS Task in MTP (MTL) This function provides the capability to add or remove workcenter JQS Tasks in a MTP (MTL). NOTE 1: When building the WJQS, headers must be entered first, and then add subheaders and finally tasks. NOTE 2: Only one workcenter supervisor should add or remove WJQS tasks at a time. When two workcenter supervisors add or remove WJQS tasks at the same time, the WJQS will be corrupt and will have to be rebuilt. 84

NOTE 3: TBA has the capability of allowing supervisor/workcenter supervisors to pull tasks from any product within TBA to create their WJQS; this will assist workcenter supervisors by eliminating time in typing WJQS tasks that are already accessible to use within their MTL. 4.2.5.1 Authorized User The following user is authorized to perform this function: a) Workcenter Supervisor 4.2.5.2 User Actions 1 a. Select MTP b. Select Manage Workcenter JQS Tasks in MTP 2 a. Select Workcenter from the drop-down list box. b. Select Select Workcenter Step 3 is executed to Add Workcenter JQS Tasks. Step 4 and 5 to Edit Workcenter JQS Tasks. Step 6 and 7 to Remove Workcenter JQS Tasks. 3 Add Workcenter JQS Tasks: a. Select Task Type option Normal, Header or Sub-Header. NOTE: Headers and Sub-Headers are parents of Normal tasks (children). Headers should be entered first, and then subheaders and finally tasks. Application displays options on the Manage Workcenter Tasks screen. Application refreshes Manage Workcenter Task screen with selected workcenter. Application displays a message, Task successfully added and new task appears in task list on the Manage Workcenter Tasks screen. b. Enter Task Description c. Enter Training Reference d. Select radio button of the nearest task where new task will be inserted. e. Select Add task above selected task or Add task below selected task from the drop-down list box next to Add Task. f. Select Add Task 4 a. Select radio button for the task to be edited b. Select Edit Task 5 a. Edit Task Description: and Training Reference: information as required. b. Select either Don t change indent of this task, Decrease indent of this task or Increase indent of the task from the drop down list box. Application displays message, Please make the edits and clicks the Confirm Task Edit button below on the Manage Workcenter Tasks screen. Application displays message, Task successfully edited and edited task appears in task list on the Manage Workcenter Tasks screen. NOTE 1: The level of Headers and Sub- Headers (parents) dictates how far a task indention can decrease or increase. The 85

decease indent function will decrease a normal task to the next level up by removing 3 digits, i.e., 001.001.001 to 001.001. The increase indent function will increase a normal task to the next level down by adding 3 digits, i.e., 001.001.001 to 001.001.001.001. NOTE 2: Cancel Edit will change to the Add Task function. 6 Remove Workcenter JQS Tasks: a. Select radio button for task to be deleted. b. Select Delete Task Application displays a message, To delete tasks listed below, click Confirm Delete on the Manage Workcenter Tasks screen. 7 Select Confirm Delete Application displays a message, Task successfully deleted on the Manage Workcenter Tasks screen. 4.2.6 Manage Task Groups This function provides the capability for a Workcenter Supervisor to load, modify or delete Task Groups. The task group capability provides a method to classify tasks that are associated with a common duty position or piece of equipment. The task group feature allows the authorized user to specify a name that identifies collection of tasks being managed. Once the groups are established, they can then be loaded to individual records. The Task group query function allows authorized users to review the tasks that are in the workcenter s MTP. NOTE: Task group names should be distinct and should not be the same name as another task group. 4.2.6.1 Authorized User The following user is authorized to perform this function: a) Workcenter Supervisor 4.2.6.2 Add Task Groups User Actions Step User Actions Results NOTE: The workcenter must have a Master Task List created, and more than one task must be loaded to the MTL before running this action, see Add or Remove Task to MTP (MTL) paragraph. 1 a. Select "MTP" b. Select "Create and Manage Task Groups" Application displays selection options on the "Manage Task Groups" screen. 2 a. Select workcenter from the drop-down list box. (Default should be the currently assigned workcenter.) b. Select "Select Workcenter" Application refreshes Manage Task Groups screen with selected workcenter 3 a. Enter group name in "New Group Name" text box. b. Enter group description in "New Group Description" text box. c. Select "Add New Group" Application displays a message, New task group successfully added to workcenter on the Manage Tasks Group screen. The new group is reflected in the Manage/Delete task group drop-down list box. 4 a. Select the new task group from the drop- Application displays two new headers, "Currently 86

Step User Actions Results down list box. b. Select "Manage This Group" 5 Add tasks to the newly created task group by selecting tasks from below the Available from MTL (header). in Group" and "Available from MTL" and a list of tasks contained in the workcenters MTL in the middle of the "Manage Task Groups" screen. Application moves selected tasks under Currently in Group (header). NOTE: Selecting a Header task will automatically move all associated tasks. 6 Select "Save Tasks For This Group" Application displays a popup window, Are you sure you want to save this group?" 7 Select "OK" Application displays a message, "Group successfully saved for workcenter" on the "Manage Task Groups" screen. 4.2.6.3 Delete Task Groups User Actions Step User Actions Results NOTE: The workcenter must have a Master Task List created. This assumes the Task Groups are loaded to the workcenter's MTP. 1 a. Select "MTP" b. Select "Create and Manage Task Groups" Application displays selection options on the "Manage Task Groups" screen. 2 a. Select workcenter from the drop-down list box. (Default should be the currently assigned workcenter.) b. Select "Select Workcenter" Application refreshes Manage Task Groups screen with selected workcenter. 3 a. Select the name of the group you want to delete from the drop-down list box. b. Select "Delete Task group" Application displays a popup window, Are you sure you want to delete this group?" 4 Select "OK" Application displays a message, "Group successfully deleted from workcenter" on the "Manage Task Groups" screen. 4.2.6.4 Update Task Groups User Actions NOTE: Only the group will be deleted. The tasks will remain in the MTP. Step Description Expected NOTE: The workcenter must have a Master Task List created. Reference "Add Task to MTL". 1 a. Select "MTP" b. Select "Create and Manage Task Groups" Application displays selection options on the "Manage Task Groups" screen. 2 a. Select workcenter from the drop-down list box. (Default should be the currently assigned workcenter.) b. Select "Select Workcenter" Application refreshes Manage Task Groups screen with selected workcenter. 3 a. Select the name of the group you want to update from the drop-down list box. b. Select "Manage This Group" Application displays two new headers, "Currently in Group" and "Available from MTL" and a list of tasks contained in the workcenters MTL in the 87

Step Description Expected 4 Select tasks from below the Available from MTL (header) to add to the group. OR To a remove task from the group, select tasks from below the Currently in Group (header) section. middle of the "Manage Task Groups" screen. Application adds or removes selected tasks to under Currently in Group (header) or Available from MTL (header). NOTE: Selecting a Header task will automatically move all associated tasks. If a task is removed from the task group, the tasks will only be removed from the task group, tasks will remain in the ITPs. 5 Select "Save Tasks For This Group" Application displays a popup window, Are you sure you want to save this group?" 6 Select "OK" Application displays a message, "Group successfully saved for workcenter" on the "Manage Task Groups" screen. 4.2.7 Query Task Groups This function provides the capability to view basic information about a specific workcenter task group. 4.2.7.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Enterprise Data Manager d. Flight Chief e. MAJCOM Functional Manager f. Supervisor g. Trainee h. Trainer i. Training Manager j. Workcenter Supervisor 4.2.7.2 Query Task Groups User Actions Step Description Expected NOTE: The workcenter must have a MTL/MTP created and Task Groups loaded to the workcenter's MTP. 1. a. Select MTP b. Select Query MTP Application displays selection options on the "MTP Query screen. 2 a. Select workcenter from the drop-down list box. (Default should be the currently assigned workcenter.) b. Select the radio button "Display by Task Groups" under the Organize Display By: header. Application displays in alphabetical order the first workcenter task group. Any remaining task groups are displayed as a link across the top of the list. If more than 20 tasks are in the group, then the "Next Task" button is visible. 88

Step Description Expected c. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. d. Select Search 4.2.8 Manage Identifiers and Identify Deployment Tasks in MTP This function provides the capability for a Workcenter Supervisor to load, modify, or delete task identifiers in the MTP. Task identifiers assist the Workcenter Supervisor by further developing the MTL into plan for the workcenter training program (Master Training Plan (MTP)). Furthermore, TBA provides specific identifiers to allow the Workcenter Supervisor to identify deployment tasks and tasks needed for specific Unit Type Codes (UTC). 4.2.8.1 Authorized User The following user is authorized to perform this function: a) Workcenter Supervisor 4.2.8.2 User Actions 1 a. Select MTP b. Select Manage Identifiers and Identify Deployment Tasks Application displays selection options on the Manage Identifiers and Deployment Tasks screen. 2 a. Select workcenter from the drop-down list box. (Default is the currently assigned workcenter.) b. Select a product from Products in MTP drop-down list box. c. Select the Deployment Task? option All to show all tasks, Yes to show only deployment tasks or No to show only non-deployment tasks. d. Select Show Tasks 3 Enter or update task identifier information for each desired task in the MTP. Application displays previously loaded task identifiers for each task of the selected product. Application displays a pop-up window, Are you sure you want to save these changes? a. Enter or update minimum number of qualified employees required to ensure mission accomplishment in the Employees Red s test box... NOTE: No suspenses are generated from action. b. Select Deployment task? option Yes or No. Is this a deployment task? c. Select Special Resources? required option Yes or No. Do you need special resources to conduct training on this task? d. Select or associate UTC or multiple UTCs to this specific task by selecting the arrow next to the UTC entry field. Select the applicable UTCs from the pop-up window. Select Add 89

and then Apply if you want to apply these changes. If you are removing a UTC association, select the arrow, select the UTC that was previously associated and select Remove and then Apply. The cancel button will cancel the change versus applying it. e. Enter the number of days that will typically be required to train the average person on this task in the Est. Comp. Days text box... f. Enter or update any information that will be helpful when training on this task in the Remarks text box. g. Select Save Task Identifiers at either the top or bottom of the Manage Identifiers and Deployment Tasks screen. NOTE: UTC remarks are limited to two lines. Any more information typed in the remarks section causes an error in TBA. 4 Select OK Application displays a message, Task Identifiers saved successfully on the Manage Identifiers and Deployment Tasks screen. 5 Select Discard Changes if you choose not to save the task identifiers information. 4.2.9 Query MTP (MTL) Application will remove the changes you have made on the Manage Identifiers and Deployment Tasks screen. This function provides the capability to query and view workcenter MTP (MTL). 4.2.9.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Enterprise Data Manager d. Flight Chief e. MAJCOM Functional Manager f. Supervisor g. Trainee h. Trainer i. Training Manager j. Workcenter Supervisor 4.2.9.2 User Actions 1 a. Select MTP Application displays selection options on the b. Select Query MTP "MTP Query screen. 90

2 a. Select workcenter from the drop-down list box. (Default should be the currently assigned workcenter.) b. Select the radio button(s) of the desired product(s) from the "Product Types To Display" selection box c. Select an option from the "Filter Option" selection box. (If Applicable) d. Select Results per page option 20, 30, 40, 50, 100 or 200 from the dropdown list box. d. Select Search Application displays in alphabetical order the first workcenter product. Any remaining products are displayed as a link across the top of the list. If more than 20 tasks are in the group, then the "Next Task" button is visible. 91

4.3 Master Course List (MCL) The MCL module provides the TBA user the ability to manage courses at the workcenter level. Similar to the MTL capability, specific roles are able to create and manage course lists and use the list to track course training for personnel in the workcenter. The courses derive from an enterprise storage area. The enterprise area provides the ability for attributes such as deployment and transfer indicators to determine how the application applies course control at the workcenter and individual training plan level. Additional features include creating and managing course groups, and producing online queries. 4.3.1 Add Course from ECL to MCL This function provides the capability to add courses to the MCL. 4.3.1.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Workcenter Supervisor 4.3.1.2 User Actions The following pre-conditions exist: a. The workcenter record exists in TBA. b. User has access to TBA. c. User has logged into TBA and activated one of the roles associated with to managing courses within the workcenter record. 1. User selects main menu MTP and submenu item Add/Remove Courses. Two different workcenter select options are presented depending on whether the user has the workcenter center supervisor role activated or the Training Manager role activated. a) Workcenter supervisor role triggers the application to open the workcenter selection option presented with the default (primary) workcenter preselected. b) The Training Manager role option presents a hierarchical workcenter center select option. The default organization is presented with options to drill down to the workcenter. 2. 2 User selects or navigates to the workcenter to add course(s) to the MCL from the ECL. 3. User finds the course they want added to their MCL and selects Add option. 4. User selects the Save MCL option after all courses have been moved to the left column. Open up the screen to add or remove courses to the MCL. Right column contains "Courses in ECL" Left column contains "Courses in MCL" The ECL list contains the first 300 courses in the enterprise list. Above the course list are search options (Course Type, Course Code/Number or Course Title). The course is move to the MCL column. The application opens the screen used to set the Mandatory All (default) or Individual indicator. A 92

message is displayed stating, Please complete the information for the record(s) you are adding to your MCL. (Note: The Mandatory All and Individual indicators are used to allow the application to automatically load courses to the employee s Individual Course List (ICL). The mandatory indicator works with the transferable indicator set by the ECL manager when the course is created or updated. If the transferable indicator is set to Yes and the course at the MCL level is set to Mandatory All, when a person is gained or unarchived to the workcenter the course will be automatically added to the person s ICL. The course status is based on whether the course is in the person s archive list with a current completion/qualified date. If the course status is not current, the application will add the course in Awaiting Action status. The mandatory indicator also allows the course to be added to everyone s ICL in workcenter when being added to the MCL. The individual indicator means the course is unique to the person and no automated actions are triggered to add it to the person s ICL. The course would have to be manually added to the person s record through one of the processes associated to the course-tracking module.) 5. User sets the Mandatory Flag and selects the Save MCL or Cancel options (Note: When adding a course to the MCL that has a prerequisite, the associated prerequisite course(s) are automatically added to the MCL if they are not already loaded to the workcenters MCL.) The Save MCL option refreshes the screen and returns to the two-column view of the MCL and ECL. The user has options to change the MCL mandatory indicator, add more courses to the MCL or remove courses from the MCL. Cancel option suspends the transaction and returns the user to the Add or Remove MCL screen. 4.3.2 Remove Course from MCL This function provides the capability to remove courses from the MCL and automatically archive courses in the ICL 4.3.2.1 Authorized Users The following roles are authorized to perform this function: 93

a. Training Manager b. Workcenter Supervisor 4.3.2.2 User Actions The following pre-conditions exist: a. The workcenter record exists in TBA. b. The workcenter has at least one course loaded to the workcenter s MCL c. User has access to TBA. d. User has logged into TBA and activated one of the roles associated with to managing courses within the workcenter record. 1. User selects main menu MTP and submenu item Add/Remove Courses. Two different workcenter select options are presented depending on whether the user has the workcenter supervisor role activated or the Training Manager role activated. c) Workcenter supervisor role triggers the application to open the workcenter selection option presented with the default (primary) workcenter preselected. d) The Training Manager role option presents a hierarchical workcenter center select option. The default organization is presented with options to drill down to the workcenter. 2. User selects or navigates to the workcenter to add course(s) to the MCL from the ECL. 3. User finds the course(s) they want added to their MCL and selects Remove option from the left column 4. User selects the Save MCL option after all courses been removed to the left column. Open up the screen to add or remove courses to MCL. Right column contains "Courses in ECL" Left column contains "Courses in MCL" The ECL list contains the first 300 courses in the enterprise list. Above the course list are search options (Course Type, Course Code/Number or Course Title). The course is removed from the MCL column. (Note: When removing courses from the Workcenter MCL, any courses loaded to the individual s training record with a status of "Complete or Qualified" or Awaiting action with a date will be archived with the current date. When the user attempts to remove course from MCL and the course has an existing prerequisite the prerequisite course remains in the MCL.) The application refreshes the screen and returns user to Add/Remove MCL option. 4.3.3 Change Course in MCL This function provides the capability modify the workcenter s MCL mandatory indicator. 94

4.3.3.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Workcenter Supervisor 4.3.3.2 User Actions The following pre-conditions exist: a. The workcenter record exists in TBA. b. User has access to TBA. c. User has logged into TBA and activated one of the roles associated with this use case specification. d. Workcenter has at least one course loaded to the MCL. 1. User selects from the left column the Individual only/mandatory All drop down option Select course that has the indicator set to "Mandatory All" or Individual. The application provides the ability to change the MCL indicator. 2. User selects Save MCL. Application saves the new value and updates the associated records. The courses loaded to individual ITPs are affected while in active status. A course archive status will use the indicator setting in the MCL to trigger automated processes when gaining a person to the workcenter. 4.3.4 Create Course Groups This function provides the capability to create a new course group. A course group is a collection of courses established by the workcenter supervisor to enhance course management at the workcenter level. 4.3.4.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Workcenter Supervisor 4.3.4.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the approved roles. c. User has navigated to the Manage Course Group Screen d. The workcenter has more than one course loaded to the MCL. 1. User activates the Training Manager or The following screen options are presented Workcenter Supervisor role. a) Workcenter select and navigation option User selects MTP main menu, Create and is presented. Manage Course Groups sub-menu. b) Options to edit existing course groups 95

c) Option to add a new group 2. User selects Add New Group Application opens a new screen with the following information and fields a) Course Group Name block (25 characters) b) Course Group Description block (300 characters) c) Save Course Group button d) Return to Manage Course Groups button e) Course in Group section (with remove button) f) Courses in MCL section (with Add button) (Note: As with other course tracking sections, the course title is a hyperlink to view the course detail information) 3. User enters the name in the Course Group Name field (max characters are 25), mandatory entry Enter the Course Group Description (max characters are 250), mandatory entry 4. User selects the Add button to add courses to the course group being created. 5. User selects the Save Course Group options. 4.3.5 Manage Course Groups This function provides the capability to manage a course group. 4.3.5.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Workcenter Supervisor 4.3.5.2 User Actions Name and description are shown in the applicable fields. Course(s) are moved to the left column The new course group is saved and the user can now use the group to add to individual s record within the workcenter. The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the approved roles. c. User has navigated to the Manage Course Group Screen d. The workcenter has at least one course group loaded. 1. User activates the Training Manager or Workcenter Supervisor role. User selects MTP main menu, Create and Manage Course Groups sub-menu. The following screen options are presented a) Workcenter select and navigation option is presented. b) Options to edit existing course groups c) Option to add a new group d) Option to Delete group 2. User selects Edit next to the group name Application opens a screen with the following 96

listed in the course group table. information and fields a) Course Group Name block (25 characters) b) Course Group Description block (300 characters) c) Save Course Group button d) Return to Manage Course Groups button e) Left table Course in Group (with remove button) f) Right table Courses in MCL section (with Add button) (Note: As with other course tracking sections, the course title is a hyperlink to view the course detail information) 3. User can modify any field or attribute Fields and attributes are modified. associated to the course group. 4. User selects the Add or Remove button to modify the course that are in the course group. Course(s) are moved from right to left or left to right columns. (Note: When the course is not present in the active ITP, the application will either insert the course(s) in the ICL or unarchive the course(s) if 5. User selects the Save Course Group options. it is in the employee s archive course list). The modified course group is saved and the user can now use the group to add to individual s record within the workcenter. 4.3.6 Delete Course Groups This function provides the capability to delete a course group. 4.3.6.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Workcenter Supervisor 4.3.6.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the approved roles. c. User has navigated to the Manage Course Group Screen d. The workcenter has at least one course group loaded. 1. User activates the Training Manager or Workcenter Supervisor role. User selects MTP main menu, Create and Manage Course Groups sub-menu. The following screen options are presented a) Workcenter select and navigation option is presented. b) Options to edit existing course groups c) Option to add a new group d) Option to delete group. 2. User selects Delete next to the group name Application opens a pop-up, Are you sure you 97

listed in the course group table. want to delete this course group? 3. User selects Ok. Screen refreshes and the group is removed. (Note: Deleting the course group does not affect the courses loaded to individual ITPs.) 4.3.7 Query MCL This function provides the capability to. 4.3.7.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (UDM) c. Flight Chief d. MAJCOM Functional Manager e. Commander f. Workcenter Supervisor g. Supervisor h. Certifier i. Trainer j. Trainee 4.3.7.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has navigated to the MTP query menu option. e. Workcenter has at least one course loaded to the MCL. 1. User selects the "Courses" option from the main menu Select "Query Master Course List" 2. User navigate to the workcenter and clicks the Select option 3. User enters the search criteria and selects the Search button. Screen refreshes and returns the workcenter or organization select options. Refreshes the screen and returns blocks to search for courses in the MCL. Option are: a) Course Code/Number b) Course Type (Drop Down selection) c) Course Group Title d) Rows Per Page Search Returns a list of course(s) based on the criteria selected (Note: Specifying no criteria returns all courses loaded in the MCL.). Table includes: a) Course Type b) Course Code/Number c) Course Title 98

d) Deployment Requirement e) Mandatory Flag f) Actions (Change to Individual or Change to Mandatory) (activated for Training Manager and Workcenter Supervisor only) 4.4 Mass Update The Mass Update component provides the user the ability update multiple workcenter and people. This capability may be used for loading or management multiple MCLs for workcenters or to update list of people in the case of a mass briefing or training session. 4.4.1 Mass Update Courses/Workcenters This function provides the capability to add/update or delete a course(s) to one or many workcenters according to the hierarchy of the logged on user. 4.4.1.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Flight Chief c. Workcenter Supervisor 4.4.1.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. Courses are loaded to the ECL). d. User has navigated to the MCL management screen. e. Workcenter profile is setup within the organizational hierarchy user. 1. User selects the workcenter option. Application opens up the workcenter pop-up window with the following options a) Hierarchical workcenter selection option b) Primary workcenter selection option with the primary workcenter selected by default 2. User navigates to the workcenter(s) for add/update/delete action and selects the workcenters for the transaction. 3. User selects one of the transaction options (Add, Update, or Delete) from the Action Type drop down. 4. User can either enter the course number in the block Course Code/Number block or select the action button adjacent to the course code/number block. 5. User enters the course code/number or clicks the Select option next to the course in the search result. The workcenter(s) are added to the list of workcenters for the transaction. (Note: Update 30 workcenters can be selected) Action type is selected. Application provides capability to select the course code/number from the search option. Course is added to list for update. 99

6. User selects one of Applicability Indicator from the drop down. The Mandatory All or Individual option is selected for the course being affected. 7. User selects the Add button in the action column This will add the line showing that course action for updating based on the courses identified. (Note: Action can be repeated up to 30 lines) 8. User selects Clear to remove a course(s) Course Add/Update/Delete line is removed from the list of course identified for updating. 9. User selects the Submit button Application returns a summary table showing what was updated. a) Organization b) Course Code/Number c) Course Title d) Applicability Indicator 4.4.2 Mass Update Multiple People and Courses This function provides the capability to update multiple people for multiple courses. 4.4.2.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (Deployment coded courses only) c. Flight Chief d. Workcenter Supervisor 4.4.2.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has logged into TBA and navigated to the workcenter course management screen. 1. User selects Mass Update Multiple People & Courses from the course menu Application opens a screen with the following options. a) Action Type (Update, Add, Delete) b) Course Status c) Employee ID d) Course Code/Number e) Date f) Add Row g) Submit h) Cancel 2. User selects action type Action type is selected for user 3. User enters the employee number or selects the employee from the employee find pop-up window 4. User enters our selects the course code/number. The employee is selected for the update action. Up to 30 employees can be selected. Course code/number is selected for update. (Note: The Unit Deployment Manager (UDM) role can only update a course(s) that have a 100

deployment indicator.) 5. User selects the Course Status from the drop down list. Course status is selected for the update action. The courses status are: a) ATTND - Attending, b) AWACT - Awaiting Action c) AWFTD - Awaiting FTD d) COMP - Completed e) ENROL -Enrolled f) FAILD - Failed g) INCMP - Incomplete h) OVDUE - Overdue i) QUAL - Qualified j) RSCHD - Re-scheduled k) SCHED -Scheduled l) UQUAL - Unqualified m) WAIVR - Waivered 6. User selects the Date Date is selected for the course being updated. The following date rules apply to the status used in the previous step. a) Attending - Can be previous or current date. Cannot be future date. b) Awaiting Action -Can be selected with or without a date. Date can be, blank, previous, current or future. c) Awaiting FTD - Associated with FTD type course. Date can be, blank, previous current or future date. d) Completed -Can be previous or current date. Cannot be future date. e) Enrolled -Can be previous, current or future date. f) Failed -Can be previous or current date. Cannot be future date. g) Incomplete -Can be previous or current date. Cannot be future date. h) Overdue - Can be previous or current date. Cannot be future date. Status can be entered or will automatically change to overdue when the date corresponding course frequency for Awaiting Action, Completed or Qualified, has expired i) Qualified - Can be previous or current date. Cannot be future date. j) Re-scheduled - Can be previous, current or future date Rescheduled for a previously completed one-time course k) Scheduled -Can be previous, current or future date. l) Unqualified -Status is used for personnel who are not qualified. 101

Can be current of previous date Cannot be future date. m) Waivered - Can be previous, current or future date. 7. User selects Add Row. Application adds the row for update. (Up to 30 rows can be added.) 8. User selects the Submit button Application saves the transaction, returns a list showing which records were updated and message summary. (Note: If the course is not loaded to the workcenter MCL for the person being updated, a message will be returned saving the course is not loaded to the workcenter MCL. Therefore, the course will not be updated.) 4.4.3 Update ITP for Single/Block Training This function provides the capability to update multiple courses and status for a single person. 4.4.3.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (Deployment coded courses only) c. Flight Chief d. Workcenter Supervisor 4.4.3.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. User has logged into TBA and navigated to the workcenter course management screen. 1. User selects the Update ITP for Single/Block Training from the main course menu Application presents the screen update options for single/block training update. The screen options are: a) "Action Type" label and drop down selection b) "Course Status" label and drop down selection c) "Date" label and date selection applet d) "Courses" block e) "Employee ID" block f) "Add Course" button g) "Add Employee" button h) "Submit" button 2. User selects the Update option in the action Update option is selected. type block 3. User selects one of the course status Course status option is selected. The course 102

options. status options include: a) ATTND - Attending, b) AWACT - Awaiting Action c) AWFTD - Awaiting FTD d) COMP - Completed e) ENROL -Enrolled f) FAILD - Failed g) INCMP - Incomplete h) OVDUE - Overdue i) QUAL - Qualified j) RSCHD - Re-scheduled k) SCHED -Scheduled l) UQUAL - Unqualified m) WAIVR Waivered 4. User select "Date" from the date applet The following date rules apply to the status used in the previous step. a) Attending - Can be previous or current date. Cannot be future date. b) Awaiting Action -Can be selected with or without a date. Date can be, blank, previous, current or future. c) Awaiting FTD - Associated with FTD type course. Date can be, blank, previous current or future date. d) Completed -Can be previous or current date. Cannot be future date. e) Enrolled -Can be previous, current or future date. Date is select for the status being updated. f) Failed -Can be previous or current date. Cannot be future date. g) Incomplete -Can be previous or current date. Cannot be future date. h) Overdue - Can be previous or current date. Cannot be future date. Status can be entered or will automatically change to overdue when the date corresponding course frequency for Awaiting Action, Completed or Qualified, has expired i) Qualified - Can be previous or current date. Cannot be future date. j) Re-scheduled - Can be previous, current or future date Rescheduled for a previously completed one-time course k) Scheduled -Can be previous, current or future date. l) Unqualified -Status is used for personnel who are not qualified. Can be current of previous date Cannot be future date. 103

m) Waivered - Can be previous, current or future date. 5. User selects the Add Course button. User selects the courses for updating. 6. User selects the Add Employee option User selects the employee for update action Application actions are: a) Course search and selection popup opens b) Course(s) are selected for update action c) Course(s) are listed in the "Courses" block d) The list contains an "X" used to remove the course from the list. Application actions are: a) Employee search and selection pop-up opens b) Employees are selected for update action c) Employees are listed in the "Employee ID" block d) The list contains an "X" used to remove the Employee from the list 7. User selects the Submit option 1) Application validates update rules: a) When submitting the transaction for update, the application will update all transactions that are correct b) When updating a course status for a course, if the date does not match the prescribed rules; the application will generated an error message. c) If the course is not loaded to the workcenter s MCL, the application will generate an error message. d) The maximum number of courses that can be updated at one time is 15. 2) Screen refreshes and returns a list of employees with their course update status adjacent to their Name and Employee ID. 5. Bottom Tier - Individual Training Plan Management 5.1 Individual Training Plan (ITP) Component Functions 5.1.1 Add or Remove Trainer and Certifier in ITP This function provides the capability for a Supervisor or Workcenter Supervisor to add or remove the names of Trainers or Certifiers in an ITP. 5.1.1.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.1.2 User Actions 104

1 a. Select ITP b. Select Open ITP for which I m a Supervisor 2 a. Select radio button next to the employee whose ITP is to be updated. b. Select Get ITP 3 a. Select Employee Info from Sub Menu: drop-down list box. b. Select Go Application displays the employee or employees for which the user is the supervisor on the select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays detailed information about the selected employee and functions to add Trainers and Certifiers on the Employee Information screen. Steps 4 and 5 are executed to Add Trainers/Certifiers from the same workcenter. Steps 6 and 7 are executed to Add Trainers/Certifiers from a different workcenter. Steps 8 and 9 are executed to Remove Trainers/Certifiers. 4 Select the "Add Trainer" or Add Certifier option. Application displays Available Trainers or Available Certifiers list box on the Employee Information screen. 5 a. Select any Trainer or Certifier from the Available Trainers or Available Certifiers list box. b. Select Add NOTE: Multiple Trainers or Certifiers can be selected by holding down the Ctrl key -or- a. Enter the Trainer or Certifiers Employee Number: in the text box. b. Select the Type: option of Trainer, Certifier or Both. c. Select Add NOTE: Employee numbers are in front of Trainers and Certifiers in the Available Trainers or Available Certifiers list box. 6 Select the "Add Trainer" or Add Certifier option. 7 a. Enter the different workcenter Trainer or Certifiers Employee Number: in the text box. b. Select the Type: option of Trainer, Certifier or Both. NOTE: Application displays the number of trainees assigned to the trainer after their name. Application displays detailed information about the employee and the names of the Trainers or Certifiers just added on the Employee Information screen. NOTE: The Type: option of Both will only add the employees listed in the Available Trainers or Available Certifiers list box if both the Trainer and Certifier user roles have been assigned. Application will display Add trainer or certifier from other workcenter: header and four text boxes for adding Trainers/Certifiers from a different Workcenter. NOTE: You will need to know the employee numbers of Trainers/Certifiers from a different Workcenter. You may not have the rights to view this information. Application displays detailed information about the employee and the names of the Trainers or Certifiers just added on the Employee Information screen. 105

c. Select Add 8 a. Select the check box by the Trainer or Certifier to be removed. The Remove Trainer or Certifier button becomes active (unhighlighted). b. Select Remove Trainer or Remove Certifier Application displays a pop-up window with a message, Are you sure you want to remove selected trainer(s) or certifier(s)? on the Employee Information screen. NOTE: Trainers and Certifiers that are grayed out have outstanding ITP Suspense s or Journal Entries that require their signatures and those individuals cannot be selected for removal until their suspense s are cleared. 9 Select Ok Application screen refreshes and removes the selected Trainer and/or Certifier on the Employee Information screen. 5.1.2 Convert External Tasks into TBA This function provides the capability for a Supervisor or Workcenter Supervisor to convert tasks from an external source (AF Form 623 or Legacy Applications) into TBA. When this action is initiated, the tasks that are converted into TBA go into the employee s archived task lists. NOTE: At that point, the supervisor with authority over the employee s record can then select which tasks should be unarchived (See Unarchive ITP Task section) and moved to an active status. NOTE: This action initiates a Journal Entry. The tasks converted are now in the person s archive task list and can be unarchived into an active status using any of the following options: Unarchive as Started, Unarchive as Not Started, or Unarchive as Completed. User should refer to the instructions contained in this user guide to Archive or Unarchive ITP Tasks. 5.1.2.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.2.2 User Actions 1 a. Select ITP Application displays the employee or employees b. Select Convert External Tasks into TBA assigned to the user on the Select Employee 2 a. Select the radio button next to the desired employee. b. Select Proceed with Conversion 3 a. Select Task from the Type Entry dropdown list box. b. Select CFETP from the Task Type drop-down list box. c. Select the CFETP from the Product drop-down list box. d. Select Go 4 a. Select check box next to the tasks that match the external tasks. These tasks will screen. Application displays three drop-down list boxes on the Select Product Type screen. Application displays list of tasks on the Select Tasks screen. NOTE: Application automatically checks for duplicate entries and will only display entries not already in the employee s ITP. Application displays the selected tasks with the Completion Date prefilled with the current date 106

be converted to the automated individual for each of the tasks on the Select Task screen. training plan. b. Select Confirm 5 Select Submit Application displays the External Tasks Conversion journal entry with the statement "I certify that task(s) have been converted into the employee s archive ITP. {###} task(s) were converted. in the remarks section of the General Journal Entry screen. 5.1.3 Query Archived ITP NOTE: Workcenter Supervisor or Supervisor and Trainee will have to sign off the journal entry to complete process. This function provides the capability for any authorized TBA user to query the Archived ITP Tasks for a specific employee. 5.1.3.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Supervisor d. Trainee e. Trainer f. Training Manager g. Workcenter Supervisor 5.1.3.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a User Role or for Trainee Open My ITP. Application displays the employee or employees for the user role of Certifier, Supervisor, Trainer or Workcenter Supervisor on the Select Employee screen. 2 a. Select the radio button next to the desired employee. b. Select Get ITP 3 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Show All Tasks from the Action: drop-down list box. d. Select Go NOTE 1: Trainee has access to their training information (ITP) only, skip to step 3. NOTE 2: Commander and Training Manager will be prompted to select a workcenter. Application opens the training folder and displays the Sub Menu: drop-down list box on the ITP screen. Application displays all archived ITP Tasks for employee on the List ITP Tasks screen. NOTE: User can print the results by selecting Individual Task List Report.using the filters for selecting Archive Tasks. 107

5.1.4 Unarchive ITP Task This function provides the capability for the Supervisor or Workcenter Supervisor to move archived tasks into the active ITP. This option is typically used after the Convert External Tasks into TBA function has been executed or if an employee was gained into a workcenter. The application will create an active journal entry for items unarchived. NOTE: Only tasks that are assigned to the MTL for the employee s assigned workcenter can be unarchived. 5.1.4.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.4.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor 2 a. Select radio button next to the employee whose ITP tasks are to be unarchived. b. Select Get ITP Application displays the employee or employees for which the user is the supervisor on the Select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Step 3 is executed to review all archived tasks. Step 4-7 are executed to unarchive tasks as not started. Steps 8-11 are executed to unarchive tasks as started. Step 12-15 are executed to unarchive tasks as completed. Steps 16-19 are executed to unarchive tasks as completed requiring third party certification. NOTE: The employee s ITP must have tasks requiring third party certification, and certifier(s) must be assigned to the employee before steps 16-19 can be executed. 3 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Show All Tasks from the Action: drop-down list box. d. Select Go 4 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Unarchive Tasks as Not Started from the Action: drop-down list box: d. Select Go 5 Select the check box of the tasks to be unarchived. Application displays all archived ITP tasks for the employee on the List ITP Tasks screen. Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. Application activates the Unarchive button (not grayed-out) on the List ITP Tasks screen. 6 Select Unarchive Application displays a Journal Entry subject Task restored from archive on {YYYY-MM-DD} with a remark of {Number Tasks} were restore 108

from archive YYYY-MM-DD. on the Suspensed Journal Entry screen. 7 a. Select the Sign button and complete the electronic signature for either the Supervisor or Workcenter Supervisor. b. Select Close NOTE: The Supervisor or Workcenter Supervisor can select Close and by-pass selecting Sign (electronic signature) at this time. 8 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Unarchive Tasks as Started from the Action: drop-down list box: d. Select Go 9 Select the check box of the tasks to be unarchived as started. Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE: The unarchived tasks are now part of the active ITP. Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. Application activates the Unarchive button (not grayed-out) on the List ITP Tasks screen. 10 Select Unarchive Application displays a Journal Entry subject Task restored from archive on {YYYY-MM-DD} with a remark of Tasks were restore from archive YYYY-MM-DD. on the Suspensed Journal Entry screen. 11 a. Select the Sign button and complete the electronic signature for either the Supervisor or Workcenter Supervisor. b. Select Close NOTE: The Supervisor or Workcenter Supervisor can select Close and by-pass selecting Sign (electronic signature) at this time. 12 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Unarchive Tasks as Completed from the Action: drop-down list box: d. Select Go 13 Select the check box of the tasks to be unarchived as started. Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE: The unarchived tasks are now started with current date in the active ITP. Application displays a Certifier: drop down list box, the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE: The application may displays Some tasks may not appear in the list because you are not qualified to complete them. The application checks the qualifications of the person (Trainer) initiating the Unarchive as Completed action, and only the tasks the Trainer (E-06 and below) is qualified on will be displayed. Application activates the Unarchive button (not grayed-out) on the List ITP Tasks screen. 109

14 Select Unarchive Application displays a Journal Entry subject Task restored from archive on {YYYY-MM-DD} with a remark of Tasks were restore from archive YYYY-MM-DD. on the Suspensed Journal Entry screen. 15 a. Select the Sign button and complete the electronic signature for either the Supervisor or Workcenter Supervisor. b. Select Close NOTE: The Supervisor or Workcenter Supervisor can select Close and by-pass selecting Sign (electronic signature) at this time. 16 a. Select Task from the Sub Menu: dropdown list box. b. Select Archived Entries from the Status: drop-down list box. c. Select Unarchive Tasks as Completed from the Action: drop-down list box: d. Select Go Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE: The unarchived tasks are now completed with current date in the active ITP. Application displays a Certifier: drop down list box, the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE 1: The Certifier: drop down list box will not be display if the employee does not have ITP task(s) requiring third party certification. 17 a. Select the check box of the tasks requiring third party certification to be unarchived as started. b. Select a certifier from the Certifier: drop down list box. NOTE2: The application may displays Some tasks may not appear in the list because you are not qualified to complete them. The application checks the qualifications of the person (Trainer) initiating the Unarchive as Completed action, and only the tasks the Trainer (E-06 and below) is qualified on will be displayed. Application activates the Unarchive button (not grayed-out) on the List ITP Tasks screen. NOTE: The certifier cannot be the same person (Trainer) initiating the Unarchive as Completed action. 18 Select Unarchive Application displays a Journal Entry subject Task restored from archive on {YYYY-MM-DD} with a remark of Tasks were restore from archive YYYY-MM-DD. on the Suspensed 19 a. Select the Sign button and complete the electronic signature for either the Supervisor or Workcenter Supervisor. b. Select Close NOTE: The Supervisor or Workcenter Journal Entry screen. Application displays the Unarchive button (grayed-out) and all archived ITP tasks for the employee on the List ITP Tasks screen. NOTE: The unarchived tasks are now completed with current date in the active ITP. 110

Supervisor can select Close and by-pass selecting Sign (electronic signature) at this time. 5.1.5 Add/Remove Tasks This function provides the capability for a Supervisor or Workcenter Supervisor to update an ITP by adding and removing training tasks. 5.1.5.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.5.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor 2 a. Select radio button next to the employee whose ITP needs updated. b. Select Get ITP 3 a. Select Tasks from Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show All Tasks from the Action: drop-down list box. d. Select Go Application displays the employee or employees for which the user is the supervisor on the select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays ITP tasks for the selected employee and options to Add/Remove Tasks or Add Task Groups on the List ITP Tasks screen. NOTE: If no task s are loaded against the employee a message will be displayed, There are no tasks to show. 4 Select Add/Remove Tasks Application displays the Add/Remove Tasks screen. Step 5 is executed to add tasks to ITP. Step 6 is executed to remove tasks to ITP. 5 From under the Available Tasks header: a. Select the check box next to the tasks you want to add to the trainee s ITP. b. Select the left arrow button ( < ) to add tasks to the trainee s ITP. 6 From under the Tasks in ITP header: a. Select the check box next to the tasks you want to remove from the trainee s ITP. b. Select the right arrow button ( > ) to remove tasks from the trainee s ITP. NOTE: Tasks displayed in YELLOW background under the Task in ITP header are archived tasks and, not available for use until unarchived. Tasks displayed in RED background under the Available Tasks header are already loaded to the trainee s ITP (active and archive). Application adds the selected tasks to under the Tasks in ITP header and adds a RED background to the same tasks under the Available Tasks header on the Add/Remove Tasks screen. Application removes the selected tasks from under the Tasks in ITP header and removes the RED background from the same tasks under the Available Tasks header on the Add/Remove Tasks screen. 111

7 Select Close Application closes the Add/Remove Tasks screen and displays the ITP tasks for the selected employee and options to Add/Remove Tasks or Add Task Groups on the List ITP Tasks screen. 5.1.6 Add Task Groups to ITP This function provides the capability for a Supervisor or Workcenter Supervisor to add task groups previously created to an ITP, and to remove tasks from the task group in the ITP. 5.1.6.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.6.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor 2 a. Select radio button next to the employee whose ITP needs updated. b. Select Get ITP 3 a. Select Tasks from Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show All Tasks from the Action: drop-down list box. d. Select Go Application displays the employee or employees for which the user is the supervisor on the select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays ITP tasks for the selected employee and options to Task Journal Entry (grayed-out) Add/Remove Tasks or Add Task Groups on the List ITP Tasks screen. NOTE: If no task s are loaded against the employee a message will be displayed, There are no tasks to show. 4 Select Add Task Groups Application displays Tasks In ITP, Available Task Groups list box and Select Task Groups button on the Add Task Groups screen. 5 a. Select a task group from the Add Task Groups list box. b. Select Select Task Groups button. NOTE: Multiple Tasks Groups can be selected by holding down the Ctrl key. 6 Select Add To ITP button to add the Task Group(s) to the trainee s ITP. NOTE: Tasks displayed in YELLOW background under the Task in ITP header are archived tasks and, not available for use until unarchived. Application displays Tasks In ITP, Task Group(s) Tasks and Add To ITP and Cancel buttons (bottom of screen) on the Add Task Groups screen. NOTE: Tasks displayed in RED are already loaded to the trainee s ITP (active and archive). These tasks will not be duplicated when loading a Task Group. Application displays the task group tasks under the Tasks in ITP header on the Add Task Groups screen. 112

5.1.7 Conduct Orientation/Initial Evaluation When an Enlisted employee is first assigned (gained, unarchived, or added) to a workcenter, the application will automatically create a journal suspense record. To complete Orientation/Initial Evaluation, both the immediate Supervisor and employee will have to sign off the workcenter Orientation/Initial Evaluation journal entry. 5.1.7.1 Authorized User The following user is authorized to perform this function: a) Immediate Supervisor 5.1.7.2 User Actions NOTE: Journal entry suspenses will be displayed on the Suspenses screen after the Supervisor selects the user role. 1 Select the folder next to the employee that was just transferred (gained) to the workcenter. Application displays the Orientation/Initial Evaluation journal entry on the Suspended Journal Entry screen. 2 a. Edit the Remarks field as required. b. Select Update to save changes. NOTE: The Update button must be selected before sign functions are executed, if not the remarks will not be saved. Application displays a message Are you sure you want to update this journal entry? in a popup window on the Suspended Journal Entry screen. 3 Select OK Application refreshes the Suspended Journal Entry screen. 5.1.8 Start ITP Task NOTE 1: Supervisor and Trainee will have to sign off the journal entry to complete the entry process. NOTE 2: If not signed, the application will create suspenses for the applicable users that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability for the Supervisor, Workcenter Supervisor, or Trainer to start a task for an assigned trainee. 5.1.8.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Trainer c. Workcenter Supervisor 5.1.8.2 User Actions 1 a. Select ITP Application displays the employee or employees 113

b. Select Open ITP for which I m a Supervisor / Trainer for which the user is the Supervisor or Trainer on the Select Employee screen. 2 a. Select the radio button next to the employee whose task or tasks that need started. b. Select Get ITP Application display the Sub Menu: drop-down list box on the ITP screen. 3 a. Select Tasks from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show Only Not Started Tasks from Action: drop-down list box. d. Select Go Application displays the Started: date input field, a calendar icon and employee ITP task list on the List ITP Tasks screen. 4 Select the desired Task ID check boxes. Application activates the Start button (not grayed out) on the List ITP Tasks screen. 5 a. Enter current or past date by entering the YYYY-MM-DD format or by selecting the calendar icon. b. Select "Start" Application screen refreshes, saves "Start Date" and the selected tasks are no longer displayed on the List ITP Tasks screen. 5.1.9 Enter ITP Task Complete Date NOTE: To view tasks just started select Show All Tasks or Started Tasks from the Action: drop-down list box and select GO. NOTE: The Trainee will receive task start notification that can be accessed, viewed and cleared on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability for the Supervisor, Trainer or Workcenter Supervisor to enter a task(s) completion date in an assigned trainee s ITP as the employee s trainer. NOTE: The Trainee will need to sign (initial) the task(s) using the Sign ITP Tasks (Trainer and Certifier) and Electronic Signature function. If the completed task(s) require third party certification, a Certifier will need to sign (initial) the task(s) using the Sign ITP Tasks (Trainer and Certifier) and Electronic Signature function. 5.1.9.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Trainer c. Workcenter Supervisor 5.1.9.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor / Trainer Application displays the employee or employees for which the user is the Supervisor, or Trainer, on the Select Employee screen. 114

2 a. Select the radio button next to the employee whose ITP task is to be completed. b. Select Get ITP Application display the Sub Menu: drop-down list box on the ITP screen. Steps 3-5 are executed by a Supervisor, Trainer or Workcenter Supervisor to enter ITP task(s) completed date not requiring third party certification. Steps 6-8 are executed by a Supervisor, Trainer or Workcenter Supervisor to enter ITP task(s) completed date requiring third party certification. NOTE: The employee s ITP must have tasks requiring third party certification, and certifier(s) must be assigned to the employee before steps 6-8 can be executed. 3 a. Select Tasks from Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Complete Task Not Requiring Certifier from Action: drop-down list box. d. Select Go 4 Select the check box next to the task you want to complete (multiple task selection are allow). 5 a. Enter current or past date by entering the YYYY-MM-DD format or by selecting the pop-up calendar icon in the Completed: text box. b. Select Complete Application displays started ITP tasks for the selected employee, Completed: data box, calendar icon and options to Complete (grayedout), Task journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. NOTE: Some tasks may not appear in the list because the employee s trainer is not qualified to complete them (not signed off). Application checks task qualification of trainers. Application enables the Complete (not grayed out) button. Application screen refreshes, saves "Comp Date", enters trainer s initials and the selected tasks are no longer displayed on the List ITP Tasks screen. NOTE 1: To view tasks just completed select Show Only Completed Tasks from the Action: drop-down list box and select GO. The complete tasks will have a RED background in the Trainee column and the Trainer s initials will be displayed in the Trainer s Init column. The Trainee will need to sign-off (initial) the tasks. NOTE 2: If not signed, the application will create suspenses for the trainee that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. 115

6 a. Select Tasks from Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Complete Task Requiring Certifier from Action: drop-down list box. d. Select Go Application displays started ITP tasks for the selected employee, Completed: data box, calendar icon, Certifier; down drop list box and options to Complete (grayed-out), Task journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. 7 Select the check box next to the task you want to complete (MULTIPLE TASK SELECTION IS ALLOWED). 8 a. Enter current or past date by entering the YYYY-MM-DD format or by selecting the pop-up calendar icon in the Completed: text box. b. Select a Certifier from the Certifier: drop down list box. b. Select Complete NOTE: Some tasks may not appear in the list because the employee s trainer is not qualified to complete them (not signed off). Application checks task qualification of trainers. Application enables the Complete (not grayed out) button. Application screen refreshes, saves "Comp Date", enters trainer s initials and the selected tasks are no longer displayed on the List ITP Tasks screen. NOTE 1: To view third party tasks just completed select Show Only Completed Tasks from the Action: drop-down list box and select GO. The complete tasks will have a RED background in the Trainee and Certifier column and the Trainer s initials will be displayed in the Trainer s Init column. The Trainee and Certifier will need to sign-off (initial) the tasks. 5.1.10 Sign ITP Task (Trainee and Certifier) NOTE 2: If not signed, the application will create suspenses for the trainee that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability for the Trainee and Certifier to select tasks to sign (initial) as completed within an assigned trainee s ITP. NOTE: The Trainer s initials are entered when the Enter ITP Task Completed Date function is executed. 5.1.10.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Trainee 5.1.10.2 User Actions 116

1 a. Select ITP b. Select Open ITP for which I m a Certifier or Open My ITP for the Trainee. Application displays the employee or employees for which the user is the Certifier on the Select Employee screen. NOTE 1: Trainee has access to their training information (ITP) only, skip to step 3. 2 a. Select the radio button next to the employee whose ITP task is to be completed. b. Select Get ITP 3 a. Select Tasks from Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Sign Trainee or Sign Certifier from Action: drop-down list box. d. Select Go 4 Select the check box next to the task you want to complete (multiple task selection is allow). Application display the Sub Menu: drop-down list box on the ITP screen. Application displays tasks for the selected employee, Sign Trainee or Sign Certifier and Task journal Entry buttons (grayed-out) on the List ITP Tasks screen. Application enables the Sign Trainee or Sign Certifier and Task journal Entry (not grayed out) buttons. NOTE: For single task sign off, select the RED background Trainee or Certifier box and the Electronic Signature pop-up window will be displayed. 5 Select Sign Trainee or Sign Certifier Application displays the Electronic Signature pop-up window on the List ITP Tasks screen. 5.1.11 Electronic Signature NOTE 1: To view tasks just completed select Show Only Completed Tasks or Show All Tasks from the Action: drop-down list box and select GO. NOTE 2: If not signed, the application will create suspenses for the applicable users that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. The application provides the capability to electronically sign tasks and journal entries by authenticating the credentials using the Common Access Card (CAC). The activities listed below will call this Electronic Signature capability: a. Sign Single or Multiple Task(s) (Trainee & Certifier) b. General Journal Entry c. Specific Task Journal Entry d. Decertification Journal Entry e. External Tasks Conversion Journal Entry f. Archive Task Journal Entry 117

g. Unarchive Task Journal Entry h. Orientation/Initial Evaluation Journal Entry i. USAT Progress Journal Entry j. Task Evaluation Journal Entry k. Reverse as Not Started Journal Entry (Removed start date for task) l. Task Reverse as Started Task Journal Entry (Removed end date for task) 5.1.11.1 Authorized Users The following users are authorized to perform this function: a. Certifier (Tasks, Journal Entries) b. Commander (Journal Entries) c. Supervisor (Tasks, Journal Entries) d. Trainee (Tasks, Journal Entries) e. Trainer (Tasks, Journal Entries) f. Training Manager (Journal Entries) g. Workcenter Supervisor (Tasks, Journal Entries) 5.1.11.2 User Actions Automatic Authentication 1 Select Sign a. A warning message window opens stating, Are you sure you want to Sign? b. Pop up window provides Sign or Cancel. 2 If user selects Sign option. a. Application authenticates the signed on users credentials and if successful, the screen refreshes and enters the 2 or 3 character initials of the employee in block provided. b. Items selected for signature show completed. 3 Selecting Cancel will stop the transaction and return user to the previous screen. a. Validation popup window closes. 5.1.12 Archive ITP Task This function provides the capabilities to the Supervisor or Workcenter Supervisor to archive a task from the active ITP. Archive is used for active completed ITP tasks that need to be moved into an archived status. When this option is selected, all journal entries associated with the selected tasks are also archived and application will create an active journal entry for items archived. NOTE: Only completed tasks with initials (Electronic Signature) and associated completed journal entries can be archived. 5.1.12.1 Archiving Task The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 5.1.12.2 User Actions 1 a. Select ITP Application displays the employee or employees b. Select Open ITP for which I m a for which the user is the supervisor on the select 118

Supervisor Employee screen. 2 a. Select the individual whose ITP task needs archived. b. Select Get ITP 3 a. Select Task from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Archive Tasks from the Action: drop-down list box. d. Select Go 4 Select the check box of the tasks to be archived. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays all active ITP tasks for the employee and the Archive button (grayed-out) on the List ITP Tasks screen. Application activates the Archive button (not grayed-out) on the List ITP Tasks screen. NOTE: Only completed tasks with initials (Electronic Signature) and associated completed journal entries can be archived. 5 Select Archive Application displays a mandatory journal entry, Number Tasks moved to archive YYYY-MM-DD 6 a. Select the Sign button and complete the electronic signature. b. Select Close 5.1.13 Add Training Journal Entry on the Archive Task screen. Application displays all active ITP tasks for the employee and the Archive button (grayed-out) on the List ITP Tasks screen. Application moves selected tasks to archive. NOTE 1: The Supervisor or Workcenter Supervisor can select Close and by-pass selecting Sign (electronic signature) at this time. NOTE 2: If not signed, the application will create suspenses for the applicable users that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability to add a journal entry to the employee s ITP. NOTE: A supervisor must be loaded to the employees record before a trainee can add a manual journal entry. 5.1.13.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Supervisor d. Trainee e. Trainer f. Training Manager 119

g. Workcenter Supervisor 5.1.13.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Supervisor / Trainer / Workcenter Supervisor 2 a. Select the radio button next to the employee whose ITP task is to be completed. b. Select Get ITP Application displays the employee or employees for which the user is the Certifier, Supervisor, Trainer, or Workcenter Supervisor on the Select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Steps 3-6 are executed to enter task related Journal Entries. Steps 7-9 are executed to enter non-task related General Journal Entries. 3 a. Select Tasks from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show All Tasks from the Action: drop-down list box. d. Select Go Application displays ITP tasks for the selected employee and options to Task Journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. NOTE: If no task s are loaded against the employee a message will be displayed, There are no tasks to show. 4 Select the check box of the task necessitating a Journal Entry. Application activates the Task Journal Entry button (not grayed-out) on the List ITP Tasks screen. 5 Select Task Journal Entry Application displays Task Journal Entry 6 a. Enter Subject: and Remarks: in the text boxes. b. Select Save information on the Add Training Journal screen. Application displays the signature options below the updated Task Journal Entry on the Add Training Journal screen. 7 Enter non-task related Journal entries. a. Select Journal Entries from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Go 8 a. Select Add from the drop-down list box. b. Select Go 9 a. Enter Subject: and Remarks: in the text boxes. b. Select Save NOTE: Certifier / Supervisor / Trainer / Workcenter Supervisor and the Trainee will have to sign off (electronic signature) the journal entry to complete the entry process or select Close and by-pass Sign (electronic signature) at this time. Application displays an additional drop-down list box with options to Query, Add, and Archive and a GO button on the Journal Entries screen.. Application displays the General Journal Entry information on the Journal Entries screen. Application displays the signature options below the updated General Journal Entry on the Journal Entries screen. NOTE 1: Certifier / Supervisor / Trainer / Workcenter Supervisor and the Trainee will have to sign off (electronic signature) the journal entry to 120

complete the entry process or select Close and by-pass Sign (electronic signature) at this time. 5.1.14 Archive Journal Entries NOTE 2: If not signed, the application will create suspenses for the applicable users that can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability for Supervisor, Trainer, or Workcenter Supervisor to archive an employee s active ITP journal entries. 5.1.14.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Trainer c. Workcenter Supervisor 5.1.14.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor / Trainer / Workcenter Supervisor screen. 2 a. Select the radio button next to the employee whose ITP task is to be completed. b. Select Get ITP 3 a. Select Journal Entries from Sub Menu: drop-down list box. b. Select Active Entries from Status: drop-down list box. c. Select Go 4 a. Select Archive from the Select Option: drop-down list box. b. Select Go 5 a. Select the radio button option, Enter a date range in the format yyyy-mm-dd (use pop-up calendars) or Or select one or more journal entries to archive. b. Select Archive Application displays the employee or employees for which the user is the Supervisor, Trainer or Workcenter Supervisor on the Select Employee Application display the Sub Menu: drop-down list box on the ITP screen. Application displays an additional drop-down list box with options to Query, Add, and Archive and a GO button on the Journal Entries screen.. Application displays additional options on the Journal Entries screen. NOTE: If ITP contains no records, application displays "There are no journal entries available for archiving." Application displays a pop-up window with a message, Are you sure you want to archive selected journal entries 6 Select OK Application refreshes the Journal Entries screen and archives the selected journal entry(s). NOTE: Archived Journal Entries cannot be Unarchived. 121

5.1.15 Query Active and Archived Journal Entries This function provides the capability to query an employee s active and archived training journal by a single date, a date range, or query all journal entries 5.1.15.1 Authorized Users The following users are authorized to perform this function: d. Certifier e. Commander f. Supervisor g. Trainee h. Trainer i. Training Manager j. Workcenter Supervisor 5.1.15.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Commander / Supervisor / Trainer / Training Manager / Workcenter Supervisor or select Open My IDP for the Trainee role. Application displays the employee or employees for the selected user role on the Select Employee screen or display the training folder and the Sub Menu: drop-down list box for the Trainee role on the ITP screen. NOTE: The user role of Commander or Training Manage will also be prompted to select a workcenter. 2 a. Select radio button next to the employee whose journal entries are to be queried. b. Select Get ITP 3 a. Select Journal Entries from Sub Menu drop-down list box. b. Select Active Entries or Archived Entries from the Status: drop-down list box. c. Select Go NOTE: For Active Entries an additional drop-down list box with options to Query, Add, and Archive will be displayed. Make sure Query is displayed in the list box and then select the GO button. 4 a. Select the desired query radio button, All, General, Specific Task, Decertify, Task Evaluation, UNSAT Progress, Enter a date range in the format yyyy-mm-dd (use pop-up calendars) or All journal entries. b. Select Query 5 a. Select the radio button next to the desired journal entry (multiple selections allowed). b. Select Submit NOTE: Trainee role skip to step 3. Application displays the Sub Menu: drop-down list box on the ITP screen. Application displays query options and a Query button on the Journal Entries screen. Application displays a list of journal entries and a Submit button on the Journal Entries screen. Application displays the journal entry(s) detailed information on the Journal Entries screen. 122

5.1.16 Complete Task Evaluation This function provides the capability for the Certifier, Supervisor, Trainer or Workcenter Supervisor to document a task evaluation. 5.1.16.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Supervisor c. Trainer d. Workcenter Supervisor 5.1.16.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Supervisor / Trainer / Workcenter Supervisor 2 a. Select the radio button next to the employee whose task is to be evaluated. b. Select Get ITP 3 a. Select Tasks from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select "Show Only Completed Tasks" from the Action: drop-down list box. d. Select Go 4 Select the check box next to the task to be evaluated. 5 Select Evaluate NOTE: This function will only work with tasks that have been signed-off by the Trainee, Trainer, and/or Certifier (if applicable). 6 a. Enter Remarks b. Select Satisfactory or Unsatisfactory c. Enter R-evaluation Date (optional) if desired using the pop-up calendar. d. Select Save 5.1.17 Reverse ITP Task Entry Application displays the employee or employees for which the user is the Certifier, Supervisor, Trainer, or Workcenter Supervisor on the Select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays completed task information for the selected employee and buttons to Reverse as Started Task (grayed-out), Evaluate (grayed-out), Decertify (grayed-out) Task Journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. Application activates all buttons (not grayed-out) on the List ITP Tasks screen. Application displays Task Evaluation information on the Evaluate Task screen. Application saves the task evaluation and displays the Task Evaluation Journal entry that is now ready for sign-off (electronic signature) on the Add Journal Entry screen. NOTE: If not signed, the application will create suspenses for the applicable users, which can be accessed, viewed and signed on the Suspense screen. Reference Manage Suspenses and Notifications. This function provides the capability for Certifier, Supervisor, Trainer, or Workcenter Supervisor 123

to reverse an ITP start or completion date that was entered in error. The application will remove the erroneous date, create a journal entry, and create suspense or suspenses as applicable. 5.1.17.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Supervisor c. Trainer d. Workcenter Supervisor 5.1.17.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Supervisor / Trainer / Workcenter Supervisor 2 a. Select the employee who has a task start or completion date that need reversed. b. Select Get ITP 3 a. Select Tasks from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show Only Started Tasks or Show Only Completed Tasks, as desired, from the Filter drop-down list box. d. Select Go Application displays the employee or employees for which the user is the Certifier, Supervisor, Trainer, or Workcenter Supervisor on the Select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays completed task information for the selected employee and buttons to Reverse as Started Task or Reverse as Not Started Task (grayed-out), Evaluate (grayedout), Decertify (grayed-out) Task Journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. 4 Select the check box next to the task to be reversed. Application activates all buttons (not grayed-out) on the List ITP Tasks screen. 5 Select Reverse Application displays Reverse as Not Started journal entry on the Reverse Task Start screen or Task Reverse as Started Task journal entry on the Reverse Task Completion screen. 6 a. Enter the reason for the reversal action in the Remarks: text box (mandatory). b. Select Submit Application displays a pop-up window with a message, Are you sure you want to remove this start date? or Are you sure you want to remove this completion date? on the Reverse Task Start or Reverse Task Completion screen. 7 Select OK Application removes erroneous date from the task and displays the List ITP Tasks screen. 5.1.18 Document Unsatisfactory Progress on ITP Task This function provides the capability for a Certifier, Supervisor, Trainer or Workcenter Supervisor to document unsatisfactory task progress for any task loaded in an ITP. The application will create an UNSAT Progress journal entry. 5.1.18.1 Authorized Users The following users are authorized to perform this function: 124

a. Certifier b. Supervisor c. Trainer d. Workcenter Supervisor 5.1.18.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Supervisor / Trainer / Workcenter Supervisor Application displays the employee or employees for which the user is the Certifier, Supervisor, Trainer, or Workcenter Supervisor on the Select 2 a. Select the employee whose task progression is to be rated as unsatisfactory. b. Select Get ITP 3 a. Select Tasks from the Sub Menu: dropdown list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show Only Started Tasks from the Filter drop-down list box. d. Select Go 4 Select the check box next to the task for which the employee is making unsatisfactory progress. Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays completed task information for the selected employee and buttons to Reverse as Not Started Task (grayed-out), UNSAT Progress (grayed-out), Task Journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. Application activates all buttons (not grayed-out) on the List ITP Tasks screen. NOTE: The task selected must have a Started date with no Completed date. 5 Select Unsat Progress Application displays Unsat Progress journal entry on the Task Unsatisfactory Progress screen. 6 a. Enter the Re-evaluation Date (optional) if Application saves Unsat Progress journal entry desired using the pop-up calendar. and display the journal entry ready for sign-off b. Enter the reason for Unsat Progress in (electronic signature) on the Add Journal Entry Remarks: text box (mandatory). screen. c. Select Save NOTE: Both the evaluator (Certifier, Supervisor, Trainer and Workcenter Supervisor) and Trainee can sign at this time or continue with other processing. If not signed, the application will create Unsat Progress Suspenses for both the evaluator and Trainee, which can be viewed and signed on the Suspense screen. 5.1.19 Decertify ITP Task This function provides the capability for a Supervisor or Workcenter Supervisor to decertify an employee on a task. 5.1.19.1 Authorized Users The following users are authorized to perform this function: a. Supervisor b. Workcenter Supervisor 125

5.1.19.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Supervisor 2 a. Select the individual whose ITP task(s) need archived. b. Select Get ITP 3 a. Select Tasks from the Sub Menu: drop-down list box. b. Select Active Entries from the Status: drop-down list box. c. Select Show Only Completed Tasks from the Action: drop-down list box. d. Select Go Application displays the employee or employees for which the user is the supervisor on the select Employee screen. Application display the Sub Menu: drop-down list box on the ITP screen. Application displays completed task information for the selected employee and buttons to Reverse as Started Task (grayed-out), Evaluate (grayed-out), Decertify (grayed-out) Task Journal Entry (grayed-out) Add/Remove Tasks and Add Task Groups on the List ITP Tasks screen. Application activates all buttons (not grayed-out) on the List ITP Tasks screen. 4 Select the check box next to the completed task that the employee will be decertified. 5 Select "Decertify" Application displays Decertify Task journal entry on the Decertify Task screen. 6 a. Enter the Decertification Date:" equal to Application displays a pop-up window with a or less than current date (mandatory) using message, Are you sure you want to decertify the the pop-up calendar. trainee on this task? on the Decertify Task b. Enter "Recertify By: (optional)" date if screen. desired using the pop-up calendar. The optional date must be greater than the Decertification Date. c. Enter the reason for decertification in Remarks: text box (mandatory). d. Select "Save" 7 Select OK Application saves Decertify Task journal entry and display the journal entry ready for sign-off (electronic signature) on the Add Journal Entry screen. 5.1.20 Query Suspended ITP NOTE: Both the Supervisor and Trainee can sign at this time or continue with other processing. If not signed, the application will create Task Decertification Suspenses for both the evaluator and Trainee, which can be viewed and signed on the Suspense screen. This function provides the capability to review a complete list of Tasks and Journal suspenses. The capability provides the supervisor a consolidated list of open suspenses for personnel in their workcenter or alternate workcenter when assigned an Additional Workcenter to Supervise in their employee profile. 5.1.20.1 Authorized Users The following user is authorized to perform this function: a. Workcenter Supervisor 126

5.1.20.2 User Actions 1 a. Select ITP b. Select Query Suspended ITP Application displays Open Suspenses screen and lists in a table all open suspenses for assigned employees. NOTE: Table includes a list of open suspenses that require electronic signature. List will also include suspenses that are from the "Additional Workcenter to Supervise" when the supervisor has additional workcenters assigned to their profile. 5.1.21 Print ITP This function provides the capability to print (or save to file) an employee s active ITP. The printed version of the TBA ITP is formatted similar to a standard AF Form 623. The information contain in this output contains only the active information contained within the employee s ITP record. 5.1.21.1 Authorized Users The following users are authorized to perform this function: b. Certifier c. Commander d. Supervisor e. Trainee f. Trainer g. Training Manager h. Workcenter Supervisor 5.1.21.2 User Actions 1 a. Select ITP b. Select Open ITP for which I m a Certifier / Commander / Supervisor / Trainer / Training Manager / Workcenter Supervisor or for Trainee Open My ITP. Application displays the employee or employees for the user role of Certifier, Supervisor, Trainer or Workcenter Supervisor on the Select Employee screen. NOTE 1: Trainee has access to their training information (ITP) only, skip to step 3. 2 a. Select the radio button next to the desired employee. b. Select Get ITP 3 a. Select Print ITP from the Sub Menu: drop-down list box. b. Select Go NOTE 2: Commander and Training Manager will be prompted to select a workcenter. Application opens the training folder and displays the Sub Menu: drop-down list box on the ITP screen. Application displays a File Download pop-up window for the user to Open, Save or Cancel the requested ITP.pdf file on the ITP screen. 4 Select either Open or Save from the File Download pop-up window. Application retrieves the.pdf file and either opens the file in the appropriate application or saves it to the 127

location selected by the user. NOTE: Print action is up to the user, once the product is downloaded. 128

5.2 ITP Course Management 5.2.1 Add/Remove Course(s) to ITP This function provides the capability to add and remove course(s) to/from an individual s training plan (ITP). Once courses are added, the course list is referred to as the Individual Course List (ICL). 5.2.1.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (Deployment Courses only) c. Flight Chief d. Workcenter Supervisor e. Supervisor 5.2.1.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. Trainee has an active TBA profile. e. User has navigated to the ITP course management option. f. Workcenter contains a Master Course List (MCL) g. Workcenter profile is setup within the organizational hierarchy user. 1. User navigates to the trainee s ITP The application provides capability to view the individual course screen with the ITP. 2. User selects Open ITP for which I m a.. (Training Manager, Flight Chief, Workcenter Supervisor, Supervisor or Unit Deployment Manager) 3. User selects the trainee for updating clicks Get ITP. 4. User selects Courses from the submenu, Active Entries from the status menu and Show All Courses from the action menu. Click Go Application provides option to select the trainee for updating. Application opens the main ITP window with submenu option visible. Application refreshes the screen and returns options to Update Course, Add/Remove Course and Add/Remove Groups The course table (when courses are loaded) contains: a) Course Code/Number b) Course Title c) Course Type d) Course Date e) Scheduled Date f) Deployment Requirement g) Course Status 5. User selects the Add/Remove courses Application refreshes the screen and returns two tables. The left table Courses In ICL contains a list of courses currently loaded to the trainee s record. 129

The right table Courses in MCL contains the list of courses that are in the MCL not loaded to the ICL. 6. User selects Add in the Courses in MCL table This action moves the course from the right table to the left table. 7. User selects Remove in the Courses in ICL This action moves the course from the left table table. 8. User completes Add and Remove actions. User selects the Submit button at the bottom of the page. 5.2.2 Add/Remove Course Group(s) to the right table. Application saves the transaction and returns user to the main ICL view. (Note: When course(s) are removed from the ICL, only those that have a status of Complete, Qualified or Awaiting Action with a date, are moved to archive.) This function provides the capability to add and remove course groups to the an individual s training plan (ITP). The course group capability provides a way for the user to add a group of courses previously setup by the workcenter supervisor. When loaded, courses in the group are merged into to the existing ICL. 5.2.2.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Flight Chief c. Workcenter Supervisor d. Supervisor 5.2.2.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. Trainee has an active TBA profile. e. User has navigated to the ITP course management option. f. Workcenter contains a Master Course List (MCL) g. Workcenter profile is setup within the organizational hierarchy user. 1. User navigates to the trainee s ITP The application provides capability to view the individual course screen with the ITP. 2. User selects Open ITP for which I m a.. (Training Manager, Flight Chief, Workcenter Supervisor, Supervisor or Unit Deployment Manager) 3. User selects the trainee for updating clicks Get ITP. 4. User selects Courses from the submenu, Active Entries from the status menu and Show All Courses from the action menu. Application provides option to select the trainee for updating. Application opens the main ITP window with submenu option visible. Application refreshes the screen and returns options to Update Course, Add/Remove Course and Add/Remove Groups 130

Click Go The course table (when courses are loaded) contains: a) Course Code/Number b) Course Title c) Course Type d) Course Date e) Scheduled Date f) Deployment Requirement g) Course Status 5. User selects the Add/Remove Course Groups Application refreshes the screen and presents the following options: a) Left columns contains Course Group(s) in ITP table showing groups already loaded to the person's ITP b) Right columns contains Workcenter Course Group(s) showing groups available for selection. c) View courses d) Remove Course Group(s) (left table) e) Add Course Group(s) (right table) f) Close option 6. User selects one of the course groups in the right column Workcenter Course Groups User selects Add Course Group Application highlights the groups in right column to add to the ITP Application moves the highlighted course group to the ITP column. (Note: The View Courses option allows the user to see what courses are loaded to the course group.) 7. User selects Remove Course Group(s) The action removes the course group from the 8. User completes Add and Remove course group actions. User selects the Return button 5.2.3 Update Course Status This function provides the capability to update courses loaded to the ICL. 5.2.3.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (Deployment Courses only) c. Flight Chief d. Workcenter Supervisor e. Supervisor 5.2.3.2 User Actions The following pre-conditions exist: left table. Application saves the transaction and returns user to the main ICL view. (Note: When courses are removed from the ICL, those that have a status of Complete, Qualified or Awaiting Action with a date, will be moved to archive.) 131

a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. Trainee has an active TBA profile. e. User has navigated to the ITP course management option. f. Workcenter contains a Master Course List (MCL) g. Workcenter profile is setup within the organizational hierarchy user. 1. User navigates to the trainee s ITP The application provides capability to view the individual course screen with the ITP. 2. User selects Open ITP for which I m a.. (Training Manager, Flight Chief, Workcenter Supervisor, Supervisor or Unit Deployment Manager) 3. User selects the trainee for updating clicks Get ITP. 4. User selects Courses from the sub-menu, Active Entries from the status menu and Show All Courses from the action menu. Click Go 5. 1) User navigates to the Trainee's ITP 2) Select "Submenu" = Courses 3) Select "Status" = Active Entries 4) Select "Action" = (Default is "View All) 5) Select "Go" (Notes: Selecting "Active Courses" will filter only those courses that are in an active state in the trainee s ITP. Selecting "Archived Courses" will filter only those courses that in the archive state in the trainee s ITP. Selecting option "View All Courses" will show all courses in the trainee s ITP for both active or archive selection. Selecting option "View Awaiting Action", the application will filter the active and archived results for courses in Awaiting Action with or without a date. Awaiting action will include course status: Awaiting Action and Awaiting Action FTD. Selecting the option "View Application provides option to select the trainee for updating. Application opens the main ITP window with submenu option visible. Application refreshes the screen and returns options to Update Course, Add/Remove Course and Add/Remove Groups The course table (when courses are loaded) contains: a) Course Code/Number b) Course Title c) Course Type d) Course Date e) Scheduled Date f) Deployment Requirement g) Course Status Application opens a screen showing table with the courses that are loaded to the trainee's ITL. Columns include: a) Course Code / Number b) Course Title (Hyperlink to course details) c) Course Type d) Course Date (date applet) e) Schedule Date (date applet) f) Course Status (drop down list box) Qualified/Completed", the application will 132

filter the active and archived results to show only qualified and completed courses. Selecting the option "View Overdue Courses", the application will filter the active and archived results to show only overdue. Selecting the option "View Incomplete" will filter for courses that contain an incomplete status. Selecting the option "View Unqualified" will filter for courses that contain Unqualified status Selecting the option "View Waivered" will filter for courses that contain waivered status. Selecting the option "View Scheduled Courses", the application will filter the active results to show only scheduled courses. When date rule is violated, the application will suspend the transaction and generate an error message.) 6. User selects the "Check Box" next to the course being updated. User selects the "Update Course" button 7. 1) User selects the calendar applet next to the course that is being changed 2) User select the Status from the drop down list. (Notes: The status drop down list includes the following status a) ATTND - Attending, b) AWACT - Awaiting Action c) AWFTD - Awaiting FTD d) COMP - Completed e) ENROL -Enrolled f) FAILD - Failed g) INCMP - Incomplete h) OVDUE - Overdue i) QUAL - Qualified j) RSCHD - Re-scheduled k) SCHED -Scheduled l) UQUAL - Unqualified m) WAIVR Waivered) 3) Select Update Application opens the screen used to update statuses for each course checked. Each course has its own individual line for updating. 1) Application checks the date and status rules are correct 2) Application generates a pop-up warning "Do you want to proceed with the course update?" 3) Application refreshes screen and returns course(s) that were updated 4) Confirmation message reads "Record(s) were successfully updated! (Notes: When submitting the transaction for update, the application will update all transactions that are correct and highlight those that failed based on specific business rules. When updating a course status for a course, if the date does not match the prescribed rules, the application will generated an error 133

message.) (Date and Status Rules are a) Attending - Can be previous or current date. Cannot be future date. b) Awaiting Action -Can be selected with or without a date. Date can be, blank, previous, current or future. c) Awaiting FTD - Associated with FTD type course. Date can be, blank, previous current or future date. d) Completed -Can be previous or current date. Cannot be future date. e) Enrolled -Can be previous, current or future date. f) Failed -Can be previous or current date. Cannot be future date. g) Incomplete -Can be previous or current date. Cannot be future date. h) Overdue - Can be previous or current date. Cannot be future date. Status can be entered or will automatically change to overdue when the date corresponding course frequency for Awaiting Action, Completed or Qualified, has expired i) Qualified - Can be previous or current date. Cannot be future date. j) Re-scheduled - Can be previous, current or future date Rescheduled for a previously completed one-time course k) Scheduled -Can be previous, current or future date. l) Unqualified -Status is used for personnel who are not qualified. Can be current of previous date Cannot be future date. m) Waivered - Can be previous, current or future date.) 4) Select Ok 5.2.4 View Individual Course List (ICL) This function provides the capability to view active and archive courses within the trainee s ICL. 5.2.4.1 Authorized Users The following roles are authorized to perform this function: a. Training Manager b. Unit Deployment Manager (Deployment Courses only) 134

c. Flight Chief d. Workcenter Supervisor e. Supervisor 5.2.4.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. Trainee has an active TBA profile. e. User has navigated to the ITP course management option. f. Workcenter contains a Master Course List (MCL) g. Workcenter profile is setup within the organizational hierarchy user. 1. User navigates to the trainee s ITP The application provides capability to view the individual course screen with the ITP. 2. User selects Open ITP for which I m a.. (Training Manager, Flight Chief, Workcenter Supervisor, Supervisor or Unit Deployment Manager) 3. User selects the trainee for viewing and selects Get ITP. 4. 1) User selects Courses from the submenu, Active or Archive Entries from the status menu. 2) User selects the appropriate Action sub-menu item depending on whether the previous menu options were Active or Archive. The following action options are associated with viewing Archive entries a) View All Courses b) View Awaiting Action c) View Overdue The following action options are associated with viewing Active entries. a) View All Courses b) View Awaiting Action (includes Awaiting Action FTD) c) View Qualified (includes Complete) d) View Overdue e) View Attending (includes, Enrolled, Scheduled, Re-scheduled) f) View Scheduled g) View Unqualified h) View Waivered 3) Click Go Application provides option to select the trainee for updating. Application opens the main ITP window with submenu option visible. Application refreshes the screen and returns options to Update Course, Add/Remove Course and Add/Remove Groups The course table (when courses are loaded) contains: a) Course Code/Number b) Course Title (with hyperlink to course detail info) c) Course Type d) Course Date e) Scheduled Date f) Deployment Requirement g) Course Status (Note: Selecting option "View Awaiting Action", the application will filter the active and archived results for courses in Awaiting Action with or without a date. Awaiting action will include course status: Awaiting Action and Awaiting Action FTD. Course List table will only show if courses are loaded to the trainee s ITP. Selecting "Active Courses" will filter only those courses that are in an active state in the trainee s ITP. Selecting the option "View Attending" will include the following course statuses: Attending, Enrolled, Scheduled, and Re-Scheduled. 135

The list result table for each requested status will include: Course Code/Number, Course Title, Course Type, Course Date, Course Status, and Hyperlink to course details. All update statuses are available for the Training Manager, Workcenter Supervisor and Unit Deployment Manager (UDM). 5. 1) User navigates to the Trainee's ITP 2) Select "Submenu" = Courses 3) Select "Status" = Active Entries 4) Select "Action" = (Default is "View All) 5) Select "Go" (Notes: Selecting "Active Courses" will filter only those courses that are in an active state in the trainee s ITP. Selecting "Archived Courses" will filter only those courses that in the archive state in the trainee s ITP. Selecting option "View All Courses" will show all courses in the trainee s ITP for both active or archive selection. Selecting option "View Awaiting Action", the application will filter the active and archived results for courses in Awaiting Action with or without a date. Awaiting action will include course status: Awaiting Action and Awaiting Action FTD. Selecting the option "View Qualified/Completed", the application will filter the active and archived results to show only qualified and completed courses. Selecting the option "View Overdue Courses", the application will filter the active and archived results to show only overdue. Selecting the option "View Incomplete" will filter for courses that contain an incomplete status. Selecting the option "View Unqualified" will filter for courses that contain Unqualified status Selecting the option "View Waivered" will filter for courses that contain waivered status. Selecting the option "View Scheduled Courses", the application will filter the active results to show only scheduled courses. When date rule is violated, the application will suspend the transaction and generate an error message.) 6. Repeat for each view option in the Action drop down list. Application opens a new screen displaying the ICL with courses loaded to the trainee's record. Columns include: a) Course Code / Number b) Course Title (Hyper link to course details) c) Course Type d) Course Date (date applet) e) Schedule Date (date applet) f) Course Status (drop down list box) The application only returns those courses in the trainee s ICL that match the filter criteria. 136

5.2.5 Organizational Course Query This function provides the capability to run an organization course query. 5.2.5.1 Authorized Users The following roles are authorized to perform this function: a. Commander b. MAJCOM Functional Manager c. Training Manager d. Unit Deployment Manager e. Flight Chief f. Workcenter Supervisor g. Supervisor h. Trainer 5.2.5.2 User Actions The following pre-conditions exist: a. User has access to TBA through the AF Portal and a valid user profile b. User has access to the menu options that correspond with the role. c. User has applicable roles assigned and selected the role d. Trainee has an active TBA profile. e. User has navigated to the ITP course management option. f. Workcenter contains a Master Course List (MCL) g. Workcenter profile is setup within the organizational hierarchy user. 1. User selects the Courses and sub-menu Query by Organization Application refreshes screen and opens the organization selection option. (Note: Depending on the role, the user will be presented a hierarchical organization selection or a workcenter selection with the assigned 2. 1) User selects the organization. 2) User clicks the Select button next to the organization for the query. 3. 1) User can the default view (no custom setting) 2) User selects custom setting a) Course Types b) Course Status c) Display by d) Group by workcenter pre-selected.) The screen refreshes and the Run Query button appears next to the Reset button at the bottom of page. (Note: The query can only be run for organization types of Wing and below. The Run Query button will not appear if the organization is higher than a wing.) Default request returns a list of courses course code/number order. All status are returned. Customized query criteria request retrieves information based on the query criteria settings. a) Course Types returns a list of course base on the nine course types tracked in the ECL. b) Course Status retrieves only those courses based on the thirteen statuses 137

used to classify courses in the ECL. When selecting course types of Awaiting Action and Awaiting FTD, an addition option to select course that are coming due 30, 60, and 90 days out is provided. c) Display by returns the course in the order requested (Name, Workcenter, or Course) d) Group by returns the list grouped by organization types (Group, Squadron, Flight or Workcenter) (Note: A combination of query criteria can be selected to customize the results.) (Note: By holding the left mouse button and dragging the mouse over the result table the information can be copied and pasted into excel spreadsheets or a word 4. User selects Reset in the organization block or Query Criteria block. (Note: Message will be returned at the top of the page if no results are received base on the query criteria.) This action resets the blocks to allow a new query to run. 6. Manage Suspenses and Notifications 6.1 Suspenses and Notification Component Functions 6.1.1 Task, Journal and Other Suspenses This function provides the capability to manage suspenses from the opening menu screen. Types of Task and Journal suspense items include: Task Completion Suspenses: This is an application-generated suspense for the trainee on task items that need electronic signatures. When multiple tasks signing capability is necessary, this can be accomplished within the person s ITP record. Orientation/Initial Evaluation: This is an application generated journal entry initiated when an employee is gained to a workcenter. The suspense is sent to the Trainee and to the immediate Supervisor. A system generated journal entry is the result of clicking the "Gain", Unarchive, or "Add" buttons on the employee management screen. The suspense is required to be completed within 60 days for active duty members and 120 days for guard/reserve members. If the suspense is not completed by this date, the Training Manager will receive notification of the incomplete transaction. After this initial notification, The Training Manager will continue to receive notifications every 15 days for active duty members and every 30 days for guard/reserve until the suspense is completed. General Journal Entry - User initiated created from the ITP Journal entries management screen. External Task(s) Conversion Journal Entry - Application generated journal created as result of 138

actions to convert tasks into TBA from the Convert External Tasks into TBA functions. Journal entry initiated at point of clicking the "Submit" button. Reverse as Started Task or Reverse as Not Started Task User generated from the ITP task screen. Task journal entry initiated at the point when user clicks the Reverse as. button. Archive Task Journal Entry - This is an application generated journal entry initiated from actions related to archiving tasks in the person s ITP. The journal entry is initiated once the user clicks the "Archive" button. Unarchive Task as Completed, Started, Not Started Journal Entry - Application generated journal entry initiated from an unarchive actions on a task(s) in the person's ITP. The journal entry is initiated once the user clicks the Unarchive button. Journal entry header reads General Journal Entry if unarchive more than one task or Task Specific Journal Entry if action for one tasks. Task Journal Entry (Task Specific) - User initiated can be added from the ITP Tasks-active entries screen. Task journal can be initiated from any of the active ITP filter view options, Show All Tasks, Show Only Not Started Tasks, Show Only Started Tasks, Show Only Completed Tasks, Complete Task Not Requiring Certifier, Complete Task Requiring Certifier, Sign Trainee, and Sign Certifier. 6.1.1.1 Authorized Users The following users are authorize to perform this function: a. Certifier b. Commander c. Supervisor d. Trainee e. Trainer f. Training Manager g. Workcenter Supervisor 6.1.1.2 User Actions 1 Select Suspenses from the main menu. Application displays suspenses and/or notifications on the Suspenses screen. 2 Select the folder icon of the employee suspense that you want to manage. 6.1.2 Product (CFETP, AFJQS, WJQS) Notifications Application displays suspense details and Sign button for accomplishing Electronic Signature (initials). NOTE 1: Once electronically signature (user initials) has been completed, the suspense will automatically be removed. NOTE 2: For those that need to sign off multiple tasks, the user should go to the person s ITP list and selected the applicable option. This function provides the capability to clear notifications from the main menu. Types of notifications include: Task Notifications Notifications placed on the employee s suspense screen indicating task(s) have been started within the person ITP record. 139

Product Notifications - Career Field Manager: The following three notifications are generated when a CFETP or AFJQS is moved from UTW to ETW. For example, the following product was successfully moved from UTW to ETW: The following product was successfully moved from UTW to ETW: AFJQS 2E1X1-203TA - AN/TRC-170 (V2) AND (V3) MOBILE TROPO RADIO SET. The following ## Training Manager(s) are notified with the message: Training Manager Notification The following product has been updated: CFETP AFJQS 2E1X1-203TA. Product Notifications - MAJCOM Functional Manager: The following three notifications are generated when a CJQS is moved from UTW to ETW. The following product was successfully moved from UTW to ETW: CJQS 6Q0X1 6QOX1 (UTW). The following Workcenter Supervisors were notified with the message: Workcenter Supervisor Notification The following product has been updated: CJQS 6Q0X1. The following ## Training Manager(s) are notified with the message: Training Manager Notification The following product has been updated: CJQS 6Q0X1 (If this product had been assigned to a MTL, the workcenter supervisor and training manager would be listed by name.) Product Notifications - Training Manager: The following notification is generated when a product is deleted from ETW. Training Manger Notification The following product has been removed from the application: CFETP 8P0X1 (UTW). The following notification is generated when a product is modified (add / edit / delete a task) and moved from UTW to ETW. Training Manager Notification The following product has been updated: AFJQS 2E0X1 202XB Product Notifications - Workcenter Supervisor: The following notification is generated when a product is deleted from ETW. You have ITP Tasks that have been archived because the following product was deleted: CFETP 8P0X1 (UTW). The following notification is generated when a product is planned to be deleted from ETW. You have ITPs loaded for the following product that is scheduled to be deleted: AFJQS 2E0X1 202XB (UTW). The following notification is generated when a product is modified (add / edit / delete a task) and moved from UTW to ETW. Workcenter Supervisor Notification The following product has been updated: AFJQS 2E0X1 202XB. 6.1.2.1 Authorized Users The following users receive application notifications. This function provides capability to clear notifications. a. AETC Training Manager b. Career Field Administrator c. Career Field Manager d. MAJCOM Functional Manager e. Trainee f. Training Manager g. Workcenter Supervisor 6.1.2.2 User Actions 1 Select Suspenses from the main menu. Application displays the notifications and/or suspenses on the Suspenses screen. 2 a. Select notification check box (multiples are allowed). b. Select the red X on the top of the table. NOTE: User should review the displayed Application removes the notification from the Suspenses screen. 140

notification verbiage and clear the notification if appropriate. 6.1.3 Course Tracking Notifications 6.1.3.1 ECL Notifications and Advisory Messages Enterprise Course List (ECL) notifications are generated to all training managers when the following events occur. Course is added to ECL. A deactivated course is activated. A prerequisite course has been added to a course. (one message for each prerequisite added to a course) A course attribute is changed to a course in the ECL. The attributes that trigger a message when changed are: Course Transfer Indicator Course Duration Course Prefix Course Type Course Frequency (either frequency type or the frequency number) If more than one attribute is changed then the attribute lowest on the list above will be listed as what changed in the notification message. The four notification messages generated are: 'Course [course #], [course title], has been added to the Enterprise Course List.' 'Course [course #], [course title], is re-activated. ' 'Course [prerequisite course #], [prerequisite course title] has been added as a prerequisite course to course [course #], [course title] 'Course [course #], [course title], has had the [course attribute name] attribute changed.' 6.1.3.2 MCL Notifications and Advisory Messages Master Course List (MCL) notifications are sent out personnel with training manager role within the organization hierarchy of effected workcenters, Work Center Supervisors and Supervisors of work center the MCL belongs to. Note: If a person holds two or more roles in the work center they will receive only one message instead of one for each role. MCL notifications are sent when the following events occur. Whenever a course is added to the MCL. When the course mandatory indicator is changed. The two messages produced are: 'Course [course #], [course title], has been added to [WC ID] [WC Name].' 'Course [course #], [course title], required indicator has been changed for ' [WC ID] [WC Name].' 141

6.1.3.3 ITP Course Notifications and Advisory Messages Individual Course List (ICL) notifications are sent out to the Work Center Supervisors, Supervisor and Trainee of individual that had a course added or status updated. Note: If a person holds both the WC Supervisor and Supervisor roles for a trainee, they will receive only one message instead of one for each role. ICL notifications are sent when the following events occur. Whenever a course is added to a trainee s ICL. When the course status in the trainee s ICL is changed. The four messages that may go out are: When course are added 'Course [course #], [course title], has been added to employee [trainee s rank] [trainee s name] 'Course [course #], [course title], has been added to your training plan.' When course statuses are updated 'The status of course [course #], [course title], for employee [trainee s rank] [trainee s name] has been updated.' 'The status of course [course #], [course title], has been updated.' 6.1.3.4 Authorized Users The following users receive application notifications. This function provides capability to clear notifications. a. Training Manager b. Workcenter Supervisor c. Supervisor Trainee 6.1.3.5 User Actions 1 Select Suspenses from the main menu. Application displays the notifications and/or suspenses on the Suspenses screen. 2 a. Select notification check box (multiples are allowed). b. Select the red X on the top of the table. NOTE: User should review the displayed notification verbiage and clear the notification if appropriate. Application removes the notification from the Suspenses screen. (Note: The course tracking notifications will be automatically deleted after 30 days) 142

7. Reports 7.1 Report Component Functions NOTE: Reports will be deleted after 30 days. If users need a report for longer than 30 days, it should be saved to their local desktop. 7.1.1 Generate Enterprise Product Status Report The Enterprise Product Status report provides a summary of tasks associated to products loaded in TBA. The report output provides percent of employees qualified on the task and the average time to qualify in days to reach qualification. Requester can filter by Core, Non-Core or all. The report can be run based on the organization level of the requester. The authorized organization levels for the report are Workcenter, Flight, Squadron, Group, Wing, NAF, MAJCOM or AF. The Time to Qualify average is generated by taking the time between the start date and completion date for each task on each employee s active ITP record and calculating the average in days. Default sort value is by product ID and Task ID. 7.1.1.1 Report Field Description and Calculations Enterprise Product Status Report Number Qualified = The total number of employees fully qualified (all start, complete dates and signatures completed) on each active Individual Training Plan task. Number Assigned = The total number of employees that have each task loaded to their active Individual Training Plan. Percent Qualified = The total number of employees fully qualified (all start, complete dates and signatures completed) on the task divided by the total number of employees assigned the task. (Example: 4 fully qualified divided by 10 assigned = 40% Qual) Avg. Time to Qualify = Average time in days to reach qualification for all employees who are fully qualified on task (all start, complete dates and signatures completed). The result is gained by subtracting the start date from the completion date for each fully qualified employee and computing the average. Longest Time to Qualify = indicates the single longest time that an employee took to become fully qualified on the task. # UNSAT Evals Past 12 Mos. = Cumulative total of UNSAT evaluations documented on active assigned tasks in the last 12 months. 7.1.1.2 Authorized Users The following users are authorized to perform this function: a. Career Field Administrator b. Career Field Manager c. Certifier Commander Enterprise Data Manager Flight Chief MAJCOM Functional Manager Personnel Manager Role Manager Supervisor 143

Trainer Training Manager Workcenter Supervisor 7.1.1.3 User Actions 1 a. Select Reports & Queries b. Hover over Report Creator c. Select Enterprise Product Status Application displays Enterprise Product Status report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled Enterprise Product Status text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting the option required. c. Under the Select Product (header), Select type of product wanted: (sub header), (CFETP, AFJQS or CJQS) from drop-down list box and next to Product (sub header) select product by name/number from drop-down list box. d. Under the Sort Controls (header) using the drop-down list boxes: - Select first sort action from Sort First By: - Select second sort action from Sort Next By: - Select last sort action from Sort Last By: - Select display order (ascending/descending) for each sort action. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of Enterprise Product Status ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of Enterprise Product Status), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). e. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the drop-down list box. f. Select Generate Report 3 Select Download, Open, Delete or Cancel as desired. Option to: Cancel (This will cancel report run.) is display to the right of the date for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and moves any Pending Reports to the Completed Reports section. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique Enterprise Product Status report is opened. c. For Delete, the selected unique Enterprise 144

Product Status report is deleted. 7.1.2 Generate Enterprise 100% Task Coverage Report d. For Cancel, the selected pending unique Enterprise Product Status report run is cancelled. The Enterprise 100% Task Coverage report provides summary status of tasks loaded to workcenters within TBA, by product and organization. The report is available based on the organization level of the requester. User must select Career Field/Occupational Group and Organization (Flight, Squadron, Group, Wing, or MAJCOM). 7.1.2.1 Report Field Description and Calculations Enterprise 100% Task Coverage Report Number Personnel Assigned = Number personnel assigned to the workcenter for the Careerfield or Occupational Group that is selected. This includes all employees that have a DAFSC or Duty Code that is associated to the Careerfield or Occupational Group for the report selected. Total Number of Tasks = Total number of tasks loaded to the workcenter MTL which includes CFETP, AFJQS, CJQS & WJQS. Percent of Core Task Qualified = Percent Qualified for Core Task. The total number of employees fully qualified (all start, complete dates and signatures completed) on the core task divided by the total number of employees assigned the core task. (Example: 4 fully qualified divided by 10 assigned = 40% Percent of Core Task Qualified) Percent Qualified = Percent Qualified for Task (all tasks, Core and Non-Core). The total number of employees fully qualified (all start, complete dates and signatures completed) on the task divided by the total number of employees assigned the task. (Example: 4 fully qualified divided by 10 assigned = 40% Percent Task Qualified) Percent in Training = Percent in training. For task, the total number of employees with start dates only or start date and completed dates with not all required signatures divided by the total number of employees assigned the task in their active Individual Training Plan. (Example: 3 employees with start dates (only) on task divided by 10 employees assigned the task = 30% In Training) Number of UNSAT Eval Previous 12 Mos. = Cumulative total of UNSAT evaluations documented on active assigned tasks in the last 12 months. 7.1.2.2 Authorized Users The following users are authorized to perform this function: a. Certifier Commander Enterprise Data Manager Flight Chief MAJCOM Functional Manager Supervisor Training Manager Workcenter Supervisor 145

7.1.2.3 User Actions 1 a. Select Reports & Queries b. Hover over Report Creator c. Select Enterprise 100% Task Coverage Application displays Enterprise 100% Task Coverage report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled Enterprise 100% Task Coverage text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting the option. c. Under the Select Career Field / Occupational Group (header), select the Career Field or Occupational Group from the drop-down list box. d. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the drop-down list box. e. Select Generate Report Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of Enterprise 100% Task Coverage ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date info for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of Enterprise 100% Task Coverage), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date info for each report. 3 Select Download, Open, Delete or Cancel as desired. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and moves any Pending Reports to the Completed Reports section. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique Enterprise 100% Task Coverage report is opened. c. For Delete, the selected unique Enterprise 100% Task Coverage report is deleted. 146

d. For Cancel, the select pending unique Enterprise 100% Task Coverage report run is cancelled. 7.1.3 Generate Individual Task List Report The Individual Task List (ITL) report provides the capability to produce a report of all tasks loaded to a member s Individual Training Plan (ITP). The report is available to users based on the organization level of the requester. The information contained in the Individual Task List report is derived from information contained in the ITP record. The user will have options to select status active, archived, or active and archived. 7.1.3.1 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Enterprise Data Manager Flight Chief d. MAJCOM Functional Manager e. Supervisor f. Trainee (See Note Below) g. Trainer h. Training Manager i. Workcenter Supervisor NOTE: The "Trainee" role may only request their report, and are transferred directly to the Individual Task List report generation screen. The trainee should execute step 1, skip steps 2 & 3, proceed to steps 4 & 5, and follow the instructions to view/print a report. 7.1.3.2 User Actions 1 a. Select Reports and Queries b. Hover over Report Creator c. Select Individual Task List Application displays REPORT Employee search options on the Employee Finder screen. 2 a. Enter Employee Number: or First Name: and Last Name: (will accept full or partial last name only). b. Select Find 3 a. Select the radio button next to the employee s name whose personnel record you are seeking. b. Select Continue at the bottom of the screen. 4 a. Under Report Title (header), Individual Task List grade and employee s name will be displayed in box (not editable). b. Under Report for Employee (header), the Application displays the Employee Name (Grade included), Employee ID, Transfer Status and Assigned Workcenter of the employee or a list of employees to choose from if only last name was used. Application displays Individual Task List report form on the Report Creator screen. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. 147

selected employee s name will be displayed in a text box (not editable). c. Under the Group report by: (header), select either the radio button option for Product Type, Product Name or Task Group." d. Under the Sort Controls (header), select either the radio button option for Task Number (like 001.002, Task Description, Core Task, Task Start Date or Task Completed Date. Report columns (sub headers): Individual Task List grade and employee s name, File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date info for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. e. Under the Filter Items to Include (uncheck those not wanted): (header), uncheck the default filter options not desired. f. Select the Active Task Choice or Archived Task Choices check box to obtain the entire employee record (active and archived). When checking archived task choices, you must check all/one of the core tasks requiring certification, core tasks not requiring certification, and non-core tasks. g. Select Active Journal or Archived Journal Entries or both to obtain the desired journal entries. Report columns (sub headers): Individual Task List grade and employee s name, File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date info for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and moves any Pending Reports to the Completed Reports section. h. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the drop-down list box. i. Select Generate Report 5 Select Download, Open, Delete or Cancel as desired. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique Individual Task Listing report is opened. c. For Delete, the selected unique Individual Task List report is deleted. d. For Cancel, the selected pending unique Individual Task List report run is cancelled. 148

7.1.4 Generate Master Task List Report The Master Task List report provides a list of tasks loaded to the workcenter Master Training Plan (MTP). The report is available to users based on the organization level of the requester. The information contained in the Master Task List report is derived from information contained in the workcenter s Master Training Plan (MTP) and Master Task Listing. 7.1.4.1 Report Field Description and Calculations Master Task List Report # Emp Asgn W/C = The total number of employees assigned to the workcenter the report was run for. Minimum = The minimum number of employees required to be qualified for each task. This is taken from the Employees Req d field on Manage Identifiers and Deployment Tasks function for the workcenter Master Training Plan (MTP). Assigned = The total number of employees that have each task loaded to their active Individual Training Plan. % Qual = Percent Qualified for each task. For each task, the total number of employees fully qualified (all start, complete dates and signatures completed) on the task divided by the total number of employees assigned the task. (Example: 4 fully qualified divided by 10 assigned = 40% Qual) % In Training = Percent in training. For each task, total number of employees with start dates only divided by the total number of employees assigned each task in their active Individual Training Plan. (Example: 3 employees with start dates (only) on task divided by 10 employees assigned the task = 30% In Training) Personnel in UGT- TSC A, B, C, E, F and G = Personnel in Upgrade Training with a Training Status Code (TSC) in their employee record = A, B, C, E, F or G. This is updated by the Personnel Manager on the Add and Modify Employee screens. No of Tasks Reported for MTL = Number of Tasks Reported for the Master Task List (MTL). This count is the total of all tasks (CFETP, AFJQS, CJQS, and WJQS) contained in the workcenters MTL. Headers and sub-headers are not included in this count. 7.1.4.2 Authorized Users The following users are authorized to perform this function: a. Certifier b. Commander c. Enterprise Data Manager d. Flight Chief e. MAJCOM Functional Manager f. Supervisor g. Trainee h. Trainer i. Training Manager j. Workcenter Supervisor 7.1.4.3 User Actions 149

1 a. Select Reports & Queries b. Hover over Report Creator c. Select Master Task List Application displays Master Task List report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled Master Task List text. This will create a unique report name. b. Under Select Workcenter (header), select applicable workcenter by drilling down and highlighting the option. c. Under the Select the order to display the data (header), Group Products first by: (sub header), select Product Type or Product Name and under the Show task in order by: (sub header), select Task Number or Task Description. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of Master Task Listing ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD- MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date info for each report. d. Under the Filter Task to include (uncheck those not wanted): (header), uncheck the check boxes for those items that are not desired in the report. e. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the drop-down list box. f. Select Generate Report 3 Select Download, Open, Delete or Cancel as desired. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that that are currently running. Report columns (sub headers): Name (unique report name with default text of Master Task Listing ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD- MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date info for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and moves the Pending Reports to the Completed Reports section. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique Master Task List report is opened. c. For Delete, the selected unique Master Task List report is deleted. d. For Cancel, the selected pending unique 150

Master Task List report run is cancelled. 7.1.5 Generate Personnel List Report The Personnel List report provides a list of personnel assigned to the organization. The authorized organization levels for the report are Workcenter, Flight, Squadron, Group, and Wing. The report is available based on the organization level of the requester. 7.1.5.1 Report Field Description and Calculations Personnel List Report Total Personnel Assigned = Total number of employees assigned to the Workcenter, Flight, Squadron, Group or Wing that the report was run for. Total Personnel with ITPs = Total number of employees assigned to the Workcenter, Flight, Squadron, Group or Wing that have active Individual Training Plans. 7.1.5.2 Authorized Users The following users are authorized to perform this function: a) Career Field Manager b) Certifier c) Commander d) Enterprise Data Manager e) Flight Chief f) MAJCOM Functional Manager g) Personnel Manager h) Role Manager i) Supervisor j) Trainer k) Training Manager l) Workcenter Supervisor 7.1.5.3 User Actions 1 a. Select Reports & Queries b. Hover over Report Creator c. Select Personnel List Application displays Personnel List report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled Personnel List text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting the option. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of Personnel List ), 151

c. Under the Sort Controls (header), select Sort by Organization check box and either the radio button for Parent First or Workcenter First, and/or select Sort by AFSC / Occupational Series check box and either the radio button for PAFSC / Series Code, DAFSC / Duty Code or CAFSC as desired. d. Under the Filter Controls (header), select the check box for TDY or Deployed and/or Not TDY and Not Deployed. If desired, select a supervisor from the Supervisor: drop-down list box, and/or select a career field from the Select Career Field / Occupational Group: drop-down list box. If a career field is selected, you must select the either radio button options for PAFSC / Series Code, DAFSC / Duty Code or CAFSC. NOTE: If a supervisor is selected only the personnel information on employees assigned to that supervisor will be displayed, and if s career field in selected only the personnel information on employees with that AFSC will be displayed. e. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the drop-down list box. f. Select Generate Report File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM- YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of Personnel List), File Type (previously selected file type: PDF, HTML XLS or DOC), and Date (DD-MMM- YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and move Pending Reports to the Completed Reports section. 3 Select Download, Open, Delete or Cancel as desired. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique Personnel List report is opened. c. For Delete, the selected unique Personnel List report is deleted. d. For Cancel, the selected pending unique Personnel List report run is cancelled. 152

7.1.6 Generate Task Coverage Report The Task Coverage report provides the capability to review the tasks assigned to a workcenter and produces a report displaying the number of tasks assigned versus the number of tasks completed. It also provides the ability to determine if all tasks identified in the Master Task Listing (MTL) have been assigned and completed by assigned employees. 7.1.6.1 Report Field Description and Calculations Task Coverage Report EMP Req d = The minimum number of employees required to be qualified for each task. This is taken from the Employees Req d field on Manage Identifiers and Deployment Tasks function for the workcenter Master Training Plan (MTP). EMP Asgn = Employees Assigned. The total number of employees that have each task loaded to their active Individual Training Plan. EMP Com = Employees Completed. The total number of employees fully qualified (all start, complete dates and signatures completed) on each active Individual Training Plan task. % Task Co = Percent Task Coverage. The total number of employees fully qualified (all start, complete dates and signatures completed) on the task divided by the minimum number of employees required to be qualified for the task. The minimum number is taken from the Employees Req d field on Manage Identifiers and Deployment Tasks function for the workcenter Master Training Plan. (Example: 2 employees are fully qualified on task and the minimum number of employees required is 4, therefore the % Task Co = 50%) 7.1.6.2 Authorized Users The following users are authorized to perform this function: a) Analyst b) Commander c) Flight Chief d) Personnel Manager e) Supervisor f) Training Manager g) Workcenter Supervisor 7.1.6.3 User Actions 1 a. Select Reports and Queries b. Hover over Report Creator c. Select Task Coverage 2 a. Under Report Title (header), insert your last name and date in front of prefilled 100% Task Coverage text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting. Application displays 100% Task Coverage report form on the Report Creator screen. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of 100% Task Coverage ), File Type (previously selected file 153

c. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the dropdown list box. d. Select Generate Report type: PDF, HTML, XLS or DOC), and Date (DD- MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of 100% Task Coverage), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD- MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date for each report. 3 Select Download, Open, Delete or Cancel as desired. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and move Pending Reports to the Completed Reports section. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. 7.1.7 Generate Training Visibility Ledger Report b. For Open, the selected unique 100% Task Coverage report is opened. c. For Delete, the selected unique 100% Task Coverage report is deleted. d. For Cancel, the selected pending unique 100% Task Coverage report run is cancelled. The Training Visibility Ledger report provides a summary of a workcenters training status per personnel assigned to the requested workcenter and DAFSC/Duty Series in a tabular output. NOTE: This report can only be executed for the primary workcenter assigned. 7.1.7.1 Report Field Description and Calculations Training Visibility Ledger Date of Assignment = The Workcenter Assign Date as reflected in the employees personnel record. 154

Init Eval Date = The Initial Evaluation Date as reflected in the employees personnel record. This is set when the initial evaluation journal entry (created on add and gain employee) is signed by both employees. This is updated by the Personnel Manager on the Add and Modify Employee screens. MSEP Eval Date = Maintenance Standardization & Evaluation Program (MSEP) date of the last task evaluation as reflected in the employee record. This is updated by the Personnel Manager on the Add and Modify Employee screens. % Qual = Percent Qualified. The total number of tasks the employee is fully qualified on (all start, complete dates and signatures completed) divided by the total number of tasks the employee has assigned in their active Individual Training Plan. Days Non-Prog = Days Non Progression is derived by: a) The latest date (start or completion date when available) in the active ITP (all active tasks considered) is the starting point for calculating non-progression. b) Individual has not progressed from a nonqualified state (Un-started Task, Started Task, Completed Task with signature suspenses) for 30 days or greater. c) If task(s) exist in active ITP but have no dates (start or completion dates); the nonprogression starting point is based on the initial evaluation date in the employee s record. Any time period 30 days or greater is shown in this field. d) If a. or c. conditions above do not exist, non-progression cannot be calculated e) If individual is100 percent task qualified (all task(s) on active ITP are D = Complete Task with Signature) non-progression calculation is not required and is not output. UGT--- TSC = Training Status Codes (A, B, C, E, F, etc ) as documented in the Training Information section on the Employee Mgmt screen. UGT--- DET = Date Entered Training as documented on the as documented in the Training Information section on the Employee Mgmt screen. Employees Assigned This Workcenter In Career Field / Occupational Group = The total number of employees for selected workcenter with a DAFSC or Duty Code in their employee record that is associated to the Career Field or Occupational Group the report was run for. In Upgrade Training (UGT) TSC A, B, C, E, F AND G = The total number of employees for selected workcenter and selected Career Field or Occupational Group that have a Training Status Code (TSC) in their employee record. 7.1.7.2 Authorized Users The following users are authorized to perform this function: a) Career Field Manager b) Certifier 155

c) Commander d) Enterprise Data Manager e) Flight Chief f) MAJCOM Functional Manager g) Supervisor h) Trainer i) Training Manager j) Workcenter Supervisor NOTE: The DAFSC must be loaded against employees for proper output of information on the TVL. 7.1.7.3 User Actions 1 a. Select Reports & Queries b. Hover over Report Creator c. Select Training Visibility Ledger Application displays Training Visibility Ledger report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled Training Visibility Ledger text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting. c. Under the Select Career Field / Occupational Group (header), select the Career Field or Occupational Group from the drop-down list box. d. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the dropdown list box. e. Select Generate Report Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of Training Visibility Ledger ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD- MMM-YYYY HH:MM). Options to: Download, Open or Delete will be display to the right of the date info for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of Training Visibility Ledger), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date info for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and move Pending 156

Reports to the Completed Reports section. 3 Select Download, Open, Delete or Cancel as desired. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. 7.1.8 Generate UTC Task Report b. For Open, the selected unique Training Visibility Ledger report is opened. c. For Delete, the selected unique Training Visibility Ledger report is deleted. d. For Cancel. The selected pending unique Training Visibility Ledger report run is cancelled. This function provides a summary of personnel qualified on UTCs that are associated with tasks. The report is broken down into two sections: Detail Task Summary and Personnel 100% qualified on UTC. 7.1.8.1 Report Field Description and Calculations UTC Task Report Total # Employees Qualified = The total number of employees fully qualified (all start, complete dates and signatures completed) on the employees active Individual Training Plan for task. # Minimum = The minimum number of employees required to be qualified for each task. This is taken from the Employees Req d field on Manage Identifiers and Deployment Tasks function for the workcenter Master Training Plan (MTP). # Assigned = The total number of employees that have each task loaded to their active Individual Training Plan. % Qual = Percent Qualified for task. The total number of employees fully qualified (all start, complete dates and signatures completed) on the task divided by the total number of employees assigned the task. (Example: 4 fully qualified divided by 10 assigned = 40% Qual). % In Training = Percent in training. For task, the total number of employees with start dates only divided by the total number of employees assigned the task in their active Individual Training Plan. (Example: 3 employees with start dates (only) on task divided by 10 employees assigned the task = 30% In Training). 7.1.8.2 Authorized Users The following users are authorized to perform this function: 157

a) Certifier b) Commander c) Enterprise Data Manager d) Flight Chief e) MAJCOM Functional Manager f) Supervisor g) Training Manager h) Workcenter Supervisor 7.1.8.3 User Actions 1 a. Select Reports and Queries b. Hover over Report Creator c. Select UTC Task Application displays UTC Task report form on the Report Creator screen. 2 a. Under Report Title (header), insert your last name and date in front of prefilled UTC Task text. This will create a unique report name. b. Under Select Workcenter (header), select applicable organization by drilling down and highlighting. c. Under Select UTC (header), select applicable UTC from the drop-down list box. Application displays the Reports Queue screen: a. Under the Completed Reports (header), report columns (sub headers) is a listing of reports that have already been run and have completed. Report columns (sub headers): Name (unique report name with default text of UTC Task ), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM- YYYY HH:MM). d. Under the Select Career Field / Occupational Group (header), select the Career Field or Occupational Group from the drop-down list box. e. Under Sort Controls (header), select the Sort by Detail check box to sort task codes by task description or leave unchecked to sort by product ID and then by task ID in the Detail Task Summary section of the report. f. Under Sort Controls (header) Personnel Sort (sub header), select the radio button option for either No Personnel Sort, AFSC / Occupational Series Sort, Base Sort or Workcenter Sort to sort information in the Personnel 100% Qualified on UTC section of the report. g. Under the Select Format (header), select the type of form to be generated (PDF, HTML, XLS or DOC) from the dropdown list box. Options to: Download, Open or Delete will be display to the right of the date info for each report. b. Under the Pending Reports (header), report columns (sub headers) is a listing of reports that are currently running. Report columns (sub headers): Name (unique report name with default text of UTC Task), File Type (previously selected file type: PDF, HTML, XLS or DOC), and Date (DD-MMM-YYYY HH:MM). Option to: Cancel (This will cancel report run.) is display to the right of the date info for each report. c. A "Refresh Now" button is display at the bottom of the Reports Queue screen. This button will refresh the view and move Pending Reports to the Completed Reports section. 158

h. Select Generate Report 3 Select Download, Open, Delete or Cancel as desired. Application displays: a. For Download, a File Download window is presented with buttons to Open, Save or Cancel. b. For Open, the selected unique UTC Task report is opened. c. For Delete, the selected unique UTC Task report is deleted. d. For Cancel. The selected pending unique UTC Task report run is cancelled. 159