Preparedness Toolkit

Administrators have the ability to create training courses in their organizations, add training requirements to positions, and update and maintain training records for personnel within their organization.

The sections below will demonstrate how to:

• Add/edit courses in Organization Training Catalog and view available courses.
• Award a Training Record or remove the record of an individual's training course.
• Decertify or recertify an individual's training course.
• Bulk Import Training for multiple personnel.
• Manage or remove position training requirements.
• Award or waive training requirements on an open PTB.
• Run a Training Needs report.

Add/Edit courses in Organization Training Catalog/View available Courses

To Add a Course to Your Organization's Training Catalog:

1. Log in to Organization Manager.

2. On the left side of the page, locate and select Organization to view Specific Pages. From those options, select Profile to navigate to your organization's profile.

3. Locate the Training Courses menu bar. You can select "^" to expand the grid and view those courses that are currently in your organization's catalog

4. To add a new training course, select Manage on the far- right menu to be taken to the 'Manage Training Courses' page.

5. In the top right corner, locate and select, + Create.

   

   This will open a modal with several fields of text input allowing you to create a new training course.

   • The 'Is Active' checkbox is enabled by default. If you would like to create a course that is not currently active, deselect the checkbox.
   • The 'Training Course Name' input line allows you to type in the name of the training course.
   • The 'Training Course Code' input line allows you to type in the training course code. All training course codes must be unique in your organization; no two training courses can have the same code.
   • 'Training Course Description' is an optional field allowing you to add a description of the course.
   • 'Years Until Expiration' is an optional field allowing you to establish an expiration period for the training course.

6. Enter all appropriate information and then select ✓ Create.

To Edit a Course In Your Organization's Training Catalog

1. While viewing the expanded Training Courses grid on your Organization Profile page, select The Magnifying Glass Search Icon to the left of the appropriate training course to be navigated to that Training Course Details page, which allows you to view and edit multiple components of this training course.

2. Selecting Edit on the right side of the General Information Panel will navigate you to a page allowing you to alter the name or code of a selected course, as well as updating the course description, and editing the 'Years Until Expiration' period.

   

   • To delete a course, select x Delete which will allow you to dele the course as long as it has not been completed by any individuals in OneResponder.

   • To manage any additional codes associated with the training course, select Manage on the far right side of the "Synonyms" grid. This will allow you to add and remove synonyms.

   • To review any equivalent courses, select Manage on the far right grid titled "Equivalent Courses to [COURSE CODE]."

   • To attach a supporting documentation to the training course, select Attach Document on the 'Documents' menu bar.

   • You can also view any curriculum deliveries that have been scheduled or have previously taken place by selecting '^' on the 'Curriculum Schedule' menu bar. To schedule a new curriculum delivery, select 'Manage' on the far-right grid.

To View All Courses Available to be Awarded to Personnel:

1. Log into Organization Manager

2. In the dark grey menu on the left-hand side of the page, locate and select the Network option to display specific options. Select the All Training Courses to be navigated to your networks training Catalog.

   

   This page contains a list of all training courses from national training organizations such as FEMA, EMI, NWCG, TEEX, and USFA, etc., as well as any other training courses created by your organization, your parent organization(s), as well as any other subordinate or partner organizations you may have.

3. To narrow your results, select '^' to expand Filter options.
4. You can view more information about any training courses in your network by selecting the Magnifying Glass Search Icon to the left of the training course. This will navigate you to a 'Corresponding Training Course Details' page, upon which you can view additional information.

Award a Training Record/Remove Record of Individual's Training Course

To Award a Training Record

1. Log in to Organization Manager.

2. Locate and select the Organization option in the dark grey menu on the left-hand side of the page to display specific navigation options. Select the Personnel option to be navigated to a list of all personnel in your organization, this list defaults to direct personnel who are status: Active in your organization. If you would like to expand the list of personnel, select '^' on the Filters menu bar for more options.

3. Locate the appropriate individual and select the 'Magnifying Glass Search Icon' to the left of their name. This will navigate you to their personnel details page.
4. Scroll Down to locate the 'Training' menu bar where you can view training courses that an individual has previously awarded by selecting '^' on the Training menu bar.

5. Select Manage on the far-right of the Trainings menu bar to navigate to the 'Manage Training' page.

6. Select + Add Training in the top right corner of the page to award a new training course to the individuals personnel Details.

   

   This will open a modal with several fields of input such as: Effective Date, Comments, and Attach Document features.

7. Locate the appropriate training course from the list and click Select.

   Once all appropriate information has been entered, select Add Selected at the bottom right of the modal.

8. Select Save in the top right corner of the page once you have added all appropriate training courses.

To Remove Record of an individual's Training Course

1. On the appropriate individual's Personnel Details page, scroll down to locate the 'Training' menu bar. Select Manage on the far-right side of the Trainings menu bar to navigate to the 'Manage Training' page.

2. Locate and select Edit to the left of the appropriate training course.

   This will open a modal allowing you to edit the training credit information.

3. Locate and select x Remove at the top right corner of the modal.

   

4. Select Update to update the training record and close the modal.

   (If you need to remove multiple courses, repeat steps as many times as necessary)

5. To confirm this removal, select Save on the top right of the page.

Decertify/Recertify an Individuals Training Course

To Decertify an Individuals Training Course

1. On the appropriate individual's Personnel Details page, locate the 'Training' menu bar and select Manage on the far-right side of the Trainings menu bar to navigate to the 'Manage Training' page.

2. Locate and select Edit to the left of the appropriate training course. This will open a modal allowing you to edit the training credit information.

3. Locate and select – Decertify in the top right of the modal.

   

4. Select Update to update the training record and close the modal.

5. To confirm your decertification(s), locate and select Save in the top right of the page.

6. You will be prompted with a warning modal to confirm your choice. If you select Save and Decertify this will confirm your decertification and update the individuals training record.

   If you select × No, no action will be taken.

To Recertify an Individuals Training Course:

1. On the appropriate individual's Personnel Details page, scroll down and locate the Training menu bar and select Manage on the far-right of the Trainings menu bar to navigate to the 'Manage Training' page.

2. Locate and Select Edit to the left of the appropriate training course. This will open a modal allowing you to edit the training credit information.

3. Locate and select + Recertify in the top right corner of the modal.

   

4. Select Update to update the training record and close the modal.

   If you need to recertify multiple courses, repeat steps as many times as necessary.

5. Select Save in the top right of the page.

Bulk Import Training for Multiple Personnel

1. Log in to Organization Manager.

2. Locate and select the Qualifications option in the dark grey menu on the left-hand side of the page to display specific navigation options. Select the Personnel Training option to be navigated to a list of all training that has been completed in your organization.

   To narrow your search, select '^' on the Filters menu bar to expand and view the Filter Options.

3. Locate and select Import in the top right corner of the page. This will navigate you to a page allowing you to import a training file.

4. Locate the link and select it to download a formatted Excel sheet.

5. Open the Excel sheet. There are three sheets in the file including: Data, Provider Codes, and Instructions.
6. Add all pertinent information and save the file.

7. Return to the Personnel Training Import page and, using the Select File functionality, open a search box and locate the appropriate file.

   

8. Once you upload the file, the system will validate the data to ensure all information can be verified within the system. You will be able to view the results of this validation on the next screen. If you experience a warning or error, please review them to ensure accuracy prior to the final upload. Select the magnifying glass icon to the left of the corresponding error to be taken to the 'Record Detail' page where you can correct the field displaying the error by selecting the pencil icon. You may also select Exclude to exclude the information from the final upload. You can view any errors by locating and selecting the Get Report button.

9. Once all information has been reviewed and any errors have been resolved, select Commit Import to proceed with the final upload.

   If you wish to cancel the import, select Cancel Import

10. You will be prompted with a warning modal asking you to confirm your choice to commit the import. If you select Yes, this will process the import.

    If you select No, no action will be taken.

11. Once the final import commit has completed processing, you will be navigated back to the Personnel Import Training page. This indicates a successful commit.

Manage/Remove Position Training Requirements

Manage Position Training Requirements

1. Log in to Organization Manager.

2. In the dark grey menu on the left-hand side of the page, locate and select the Resource Catalog option to display specific navigation options. Select the Positions option to be navigated to a list of all Positions in your organization's Resource Catalog, both configured Published Positions and Local Positions.

3. Select the magnifying glass search icon to the left of the appropriate Position to be navigated to the corresponding Position Details page.

4. Locate the Position Training menu bar and select '^' to expand and view all Training requirements for the Position.

5. Locate and select Manage on the far-right of the menu bar to be navigated to a page titled 'Manage Position Trainings.'

6. To add a new Training Requirement to a position, select + Add Training in the top right corner of the page.

   

   This will open a modal displaying a list of all Training Courses that can be added as a requirement

7. Select Select to the left of the appropriate Training Course.

   If you need to add multiple courses, you can use the Select functionality to the left of as many Training Courses as necessary.

8. Once you have selected all appropriate Training Courses, select Submit at the bottom right of the modal to confirm your selection and save Position Training Requirements.

To Remove a Training Requirement From a Position:

1. On the appropriate Position Details page, locate the Training menu bar and select Manage on the far-right of the menu to be navigated to the 'Manage Positions Training' page.

2. If a training requirement was added by your organization, in the left-hand column you will see x Remove. Select this button to remove the training requirement. You can remove as many Training Requirements as necessary by utilizing the Remove functionality.

   

3. Once you have removed the appropriate Training Requirements, select Save in the top right corner of the page to confirm the removed requirements.

Award/Waive Training Requirements on an Open PTB

Award a Training Requirement on an Open PTB

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 Positions Task Books option to be navigated to a list of all PTB's issued to personnel within your organization.

3. Select the magnifying glass search icon to the left of the appropriate PTB to be navigated to corresponding PTB Details page. Here you can view all requirements comprising the PTB, the individual's status, and any comments, documents, or messages added to the PTB.
4. Scroll down to locate the Trainings menu bar and select '^' to expand and view all Training Requirements for the PTB.

5. To award a training as having been completed, select Manage on the far-right of the Training menu bar.

   This will navigate you to a page titled, 'Edit Trainings'

6. Select '^' to the left of the appropriate Training Course. If you need to award multiple training courses repeat as many times as necessary.

7. Once the appropriate Training Course(s) are selected, locate and select Award Selected in the top right corner of the page.

   

   This will open a modal with two fields of input: Effective Date and 'Comment'.

8. Once the contextualizing comment has been added and you have verified the Effective Date is correct, select Award at the bottom right of the modal. This will denote the selected course(s) as awarded and will display with a Status of Awarded: Name, wherein the name will be yours, to indicate the individual who awarded the Training course as complete.

9. After you have made all necessary updates, select Save in the top right corner of the page to confirm.

   Once this is completed, your PTB will be updated to reflect the progress towards completion.

Waive a Training Requirement on an Open PTB

1. On the appropriate Positions Task Books Details page, locate the Trainings menu bar and select Manage to be navigated to the 'Edit Trainings' page.

2. Select '^' to the left of the appropriate training course. If you need to waive multiple training courses you may repeat as many times as necessary.

3. Once the appropriate Training Course(s) are selected, locate and select Waive Selected in the top right of the page.

   

   This will open a modal with a single field of input titled, 'Comment'.

4. After you've entered a contextualizing Comment, select Waive at the bottom right of the modal.

   This will denote the selected Training Course(s) as waived and will display with a status of 'Waived.'

5. After you have made all necessary updates, select Save in the top right corner of the page to save your changes.

   Once the page has been saved, it will update the PTB to reflect the new progress towards completion

   (Once you click Save, the PTB information will update not only in the Organization Manager Portal, but also on that individuals' Responder Portal, and in the Portal of any PTB Evaluator(s) information, please review the User Guide: The PTB Process.)

Running a Training Needs Report

1. Log in to Organization Manager.

2. In the dark grey menu on the left-hand side of the page, locate and select the Reports option to display specific navigation options. Select the General option to be navigated to a selection page listing all reports that can be run in the system.

   

3. Select the Training Needs Hyperlink to be navigated to the Training Needs report generation page.

4. You can utilize the Filters to define the parameters by which you would like to run the report. If no Filter parameters are selected, the report will general a list of all unmet training requirements for personnel within your organization. (For a detailed explanation of theses filters, visit our 'Organization Training Management User Guide'.)

5. Once you have defined all necessary parameters using the filters, select Run Report. This will download a generated report in an Excel format containing four sheets: 'Report Criteria', 'Personnel Training Needs', 'Total Training Needs' and 'Personnel List'.