Preparedness Toolkit

As an administrator, you are able to track and manage your organization personnel throughout the entire qualifications process, from issuing them a PTB to reviewing and approving a completed PTB.

If you hold administrative access for your organization as an Organization Manager, Qualifications Manager, or Training Manager, you will be able to perform all of the following actions within the OneResponder Manager Portal.

The sections below provide steps on how to:

• Issue and request a Position Task Book.
• Add a skillset to a PTB or remove a skillset task on a PTB.
• Add Comments, attach documents to a PTB, and send messages to personnel on a PTB.
• Endorse or waive a skillset task on a PTB.
• Award or waive a training on a PTB.
• Manage personnel PTB's or assign a PTB Evaluator to a PTB.
• Add custom tasks to a PTB, endorse tasks on a PTB, waive tasks on a PTB, and endorse additional qualification requirements on a PTB.

Issue or Request a Position Task Book

Issue a Position Task Book

1. Log in to Organization Manager.
2. In the dark grey menu on the left-hand side of the page, locate and select the 'Organization' option to display specific navigation options. Select the 'Personnel' option to navigate to a list of all personnel within your organization. This list defaults to direct personnel who are Status: Active in your organization. If you'd like to expand the list of personnel, select '^' on the Filters menu bar to view available filters. You can view personnel who are auxiliary members to you organization, as well as personnel within your subordinate organizations by selecting the appropriate checkboxes. If you'd like to view personnel who are Status: Onboarding or Status: Inactive, you can select those options from the Status dropdown. If you'd like to view personnel within a particular subordinate organization of yours, you can select that organization using the Primary Organization dropdown. You can also utilize the quick-search option to search for a specific individual.
3. Locate the appropriate individual and select the magnifying glass search icon to the left of their name to be navigated to their Personnel Details page.
4. Scroll down to locate the Position Task Books menu bar. Select '^' to expand the grid and view all PTBs previously issued to the individual. This can include PTBs that are still in progress, those that have been submitted for final review, and those that have already been reviewed and approved.
5. Select Manage on the far-right of the Position Task Books menu to navigate to a page titled Manage Position Task Books.

6. Locate and select + Issue PTB in the top right corner of the page.

   

7. Within the modal, locate and select the necessary PTB. You can utilize the Filters or quick-search tool to narrow your results to a specific PTB.
8. Select + Add next to the appropriate PTB.
9. Select Add Selected to confirm your choice and close the modal. You are only able to issue one PTB at a time; however, an individual can be issued multiple PTBs. If you need to add another PTB to the individual, repeat Steps 6 – 9 as many times as necessary.
10. Select Save to save and assign the PTB to the individual.

Request a Position Task Book:

1. Log in to Organization Manager.
2. In the dark grey menu on the left-hand side of the page, locate and select the 'Organization' option to display specific navigation options. Select the 'Personnel' option to a list of all personnel within your organization.
3. Locate the appropriate individual and select the magnifying glass search icon to the left of their name to be navigated to their Personnel Details page.
4. Scroll down to locate the Position Task Books menu bar. Select '^' to expand the grid and view all PTBs previously issued to the individual. This can include PTBs that are still in progress, those that have been submitted for final review, and those that have been reviewed and approved.
5. Select Manage on the far-right of the Position Task Books menu to navigate to a page titled Manage Position Task Books.

6. Locate and select + Request PTB in the top right corner of the page.

   

   This will open a modal containing a list of all PTBs that have been configured by organizations to which you have no direct connection.

7. Within the modal, locate and select the necessary PTB. You can utilize the Filters or quick-search tool to narrow your results to a specific PTB.
8. Select + Add next to the desired PTB.
9. Select Request Selected to confirm your choice.
10. You will be prompted with a comment modal to contextualize your request. Add your contextualizing comment and select Save to close the modal.

Add a Skillset to a PTB or Remove a Skillset Task on a PTB

Add a Skillset to a PTB:

1. Locate and select Manage on the Skillsets menu bar to be navigated to the Manage PTB Skillsets page.

2. Select + Add Skillset in the top right of the page.

   

   This will open a modal listing all Skillsets in OneResponder.

3. Select as many Skillsets as appropriate by selecting + Add next to the desired Skillset.
4. Select Add Selected at the bottom of the modal to add the selected Skillsets to the individual PTB.
5. Select Save in the top right of the page to save and add the Skillset to the PTB. Once a Skillset has been added to a PTB, the individual will be required to complete all associated Skillset Tasks in order to complete the PTB. After you add a Skillset to a PTB, two new grids will appear on the PTB Details page. The Skillsets grid will display a list of all Skillsets that are included with the PTB requirements. The Skillset Tasks grid will display a list of all tasks associated with Skillset(s) that have been added to the PTB.

Remove a Skillset Task on a PTB:

1. Locate and select Manage on the Skillsets menu bar to be navigated to the Manage PTB Skillsets page.

2. Select x Remove to the left of the appropriate Skillset.

   

   If you need to remove multiple Skillsets from a PTB, select x Remove to the left of as many Skillsets as are appropriate.

3. Select Save in the top right of the page to save and remove the Skillset from the PTB. This will also remove all tasks comprising the Skillset, as well as any record of the individual's progress through the Skillset.

Add Comments/Attach Documents to a PTB/Send Messages to Personnel on a PTB

Add Comments to a PTB:

1. Locate the 'Comments' menu bar.
2. Select '^' to expand the grid and view all comments that have been previously added to the PTB.

3. To record a new comment, select 'Record Comment' on the far-right of the menu bar.

   

   This will open a text-input modal.

4. Type in your comment into the text input field.
5. Select Save in the bottom right of the modal. This will add the comment to your PTB. Once you select Save, this will add the comment to the PTB, and all personnel who have access to the PTB will be able to view the comment.

Attach Documents to a PTB

1. Locate the 'Documents' menu bar.
2. Select '^' to expand the grid and view a list of all documents that have previously been attached to the PTB. You are able to download a copy of each attachment by Selecting its name.

3. To add a new attachment, select Attach Document on the far-right of the Documents menu bar.

   

   This will open a modal containing a document upload tool and an optional comment box.

4. Search for the appropriate document on your computer by selecting Select File.
5. If you would like to a add a comment to contextualize your attachment, type it into the Comment field.
6. Select Save in the bottom right of the modal. This will confirm your upload and attach the document to your PTB. Once you select Save, this will attach the document to the PTB, and all personnel who have access to the PTB will be able to view the contextualizing comment and download a copy of the attachment.

Send Messages to Personnel on a PTB:

1. Locate the 'Messages' menu bar.
2. Select '^' to expand the grid and view a list of all messages that have previously been sent. All messages will be visible, along with the date upon which they were sent and the selected recipient group(s).

3. To send a new message, select Send Message on the far-right of the menu bar. This will open a modal containing a comment box and a checkbox selection of possible recipient groups.

   

4. Type your message into the comment field.
5. Using the checkmark icon, select the appropriate recipient group. You are able to select multiple recipients if necessary. To do so, select as many checkbox options as appropriate. The individual working through the PTB is considered the PTB Owner. A PTB Evaluator must have at least one validated email address in order for you to send a message to the PTB Evaluator recipient group. If your Trainee/Candidate's organization does not have any personnel assigned as Qualifications Managers or Training Managers, their Organization Manager(s) will receive the messages instead.
6. Once you have finished typing your message and have selected the appropriate recipient group(s), select Send at the bottom right of the modal to send your message. Once a message has been sent, the recipient(s) will be notified via email of the new message. The message will also be recorded in the Messages grid, and all personnel who have access to the PTB will be able to view the message.

Endorse or Waive a Skillset Task on a PTB

Endorse a Skillset Task on a PTB:

1. Locate and select Manage on the Skillset Tasks menu bar.
2. In the table listing all Skillset Task assigned to the Position, select the Task you wish to endorse by selecting the checkmark icon next to the Task.

3. Select Endorse in the top right of the page.

   

4. A modal will open. Select a PTB Evaluator from the dropdown menu and add a comment to provide context to your endorsement.
5. Select Save in the top right of the page to save the endorsement and update the individual's PTB.

Waive Skillset Task on a PTB:

1. Locate and select the Manage button on the Skillset Tasks menu bar.
2. In the table listing all Skillset Tasks assigned to the Position, select the Task you wish to endorse by selecting checkmark icon next to the Task.

3. Select Waive in the top right of the page.

   

4. A modal will open. Add a comment to provide context to your waiver.
5. Select Save in the top right of the page to save the waiver and update the individual's PTB.

Award or Waive a Training on a PTB

Award a training on a PTB:

1. Locate and select Manage on the Trainings menu bar.
2. In the table listing all required Trainings, select the Training you want to award by selecting the checkmark icon to the left of the Training.

3. Select Award Selected in the top right of the page.

   

   This will open a modal with multiple fields of input. The Effective Date will default to the current date. If you need to change it, you can type the new date in the date input field or by selecting the correct date from the calendar dropdown. Enter a contextualizing comment in the comment field.

4. Select Award at the bottom of the modal. If you need to award multiple training requirements during the same session, repeat steps as many times as necessary.
5. Select Save in the top right of the page to save the Training award and update the individual's PTB.

Once a Training has been awarded to an individual, that Training credit will apply to any PTBs the individual is issued until the expiration date associated with the Training Course passes.

Waive Training on a PTB:

1. Locate and select Manage on the Trainings menu bar.
2. In the table listing all required Trainings, select the Training you want to award by selecting the checkmark icon to the left of the Training.

3. Select Waive Selected in the top right of the page.

   

   This will open a modal containing a text input box. Enter a contextualizing comment in the comment field. Please Note: if you have selected multiple trainings to waive, the waiver comment will be the same for all selected trainings.

4. Select Waive at the bottom of the modal.
5. Select Save in the top right of the page to save the Training waiver and update the individual's PTB.

Manage Personnel PTB's/Assign a PTB Evaluator to a PTB

Manage Personnel PTB's:

1. Log in to Organization Manager.
2. In the dark grey menu on the left-hand side of the page, locate and select the 'Qualifications' option to display specific navigation options. Select the 'Position Task Books' option to a list of all PTBs issued to personnel within your organization.

3. Select the magnifying glass search icon to the left of the appropriate PTB to be taken to that specific Position Task Book page.

   

Assign a PTB Evaluator to a PTB

1. Locate and select Manage on the assigned PTB Evaluators menu bar.

2. Select + Assign PTB Evaluator in the top right of the Manage PTB Evaluators page.

   

3. A modal will open. Within the modal, you will be able to select an Evaluator for this PTB.
4. Locate the appropriate individual and select + Add to the left of their name.
5. Select Add Selected to close the modal.
6. Select Save to save and assign the individual as a PTB Evaluator for this PTB.

After an individual has been assigned to a PTB as an Evaluator, they will be notified via email that they have been assigned as a PTB Evaluator. Once an individual has been assigned as a PTB Evaluator, they will be able to endorse Tasks following a demonstration of proficiency on the part of the Responder.

Add a Custom Task to a PTB/Endorse Tasks on a PTB

Add a Custom Task to a PTB

1. Locate and select Manage on the Tasks menu bar.

2. Select + Add Custom Task in the top right of the Edit Tasks page.

   

3. In the modal, type the Task into the Task text input line.
4. Select all appropriate Completion Codes using the checkmark icon.
5. If you need to add Indicators to a Task, select Indicators. Select + Add in the bottom left of the modal. Type the Indicator into the Indicator text input line.
6. Select Save to add the Task to the list of required Tasks.

Endorse Tasks on a PTB:

1. Locate and select Manage on the Tasks menu bar. This will navigate you to the Manage Tasks page, on which administrators are able to endorse and waive tasks as needed.
2. In the table, select the Task you want to endorse by selecting the checkmark icon next to the Task. You are able to endorse multiple tasks at once by Selecting the checkmark icon next to all appropriate tasks. Please Note: if you select multiple tasks to endorse at once, they will be attributed to the same evaluator and will display the same endorsement comment.

3. Select Endorse in the top right of the page.

   

   This will open a modal with two fields of information.

4. Once you have selected the appropriate evaluator and entered your contextualizing comment, select Endorse to confirm your choice.
5. Select Save in the top right of the page to save your endorsement and update the individual's PTB.

Waive Tasks on a PTB:

1. Locate and select Manage on the Tasks menu bar. This will navigate you to the Manage Tasks page, on which administrators ae able to endorse and waive tasks as needed.
2. In the table, select the Task you want to endorse by selecting the check mark icon to the left of the Task. You are able to select multiple Tasks to waive by selecting the checkmark icon to the left of the appropriate Tasks.

3. Select Waive in the top right of the page.

   

4. Within the modal that opens, add a comment to provide context to the waiver.
5. Select Waive.
6. Select Save in the top right of the page to save your endorsement and update the individual's PTB.

Endorse Additional Qualification Requirements on a PTB:

1. Locate and select Manage on the Additional Qualification Requirements menu bar. This will take navigate you to the Manage Additional page.
2. In the table, select the requirement you want to endorse by selecting the checkmark icon to the left of the requirement.
3. Select Endorse in the top right of the page.
4. Within the modal that opens, add a comment to provide context to the endorsement.
5. Select Endorse to confirm your choice. If appropriate, you are able to endorse multiple requirements during the same session. If you need to endorse multiple requirements, repeat steps as many times as necessary.
6. Select Save in the top right of the page to save your endorsement and update the individual's PTB.