TrainSMART Training System Monitoring and Reporting Tool

Transcription

1 TrainSMART Training System Monitoring and Reporting Tool Training Guide Version 3 15 May 2008 Updated August 5, 2011

2 I-TECH Robert McLaughlin +1 (206) Kate Waldman +1 (206)

3 Contents Overview... 5 Terminology... 5 Logging In... 6 Forgot Your Password?... 6 Landing Page... 7 Main Menu Options Trainings Add New Training Funding Entering Trainers and Participants Adding Scores for Participants Unknown Participants Document Upload View/Edit Training Duplicate a Training View/Print Training Roster Deleting a Training Assign an Evaluation People Add New Person Qualifications Trainer Information Recommended Classes View/Edit Person Add a Person to a Class from the Person s Record External Class Change History Places View/Edit Facility Add Facility Delete Facility View/Edit Training Location Add Training Location Delete Training Location Reports Trainings by Name Trainings by Participant Count Unique Participants by PEPFAR Unique Participants by Training Level Unique Participants by Qualification Participants Trained Participants by Facility Participants by Name Participants with Scores Trainings with Unknown Participants Report Trainer Report Trainers by Name Report Trainings by Facility Participant Count Report Trainings by Facility Name Needs by Person s Name Needs by Person Count Roster Report Data Downloads Evaluations Edit Country Options... 54

4 Country Setup Training Settings People Settings Facility Settings Adding Drop-Down Options Provinces/States Training Category Assign Titles Training Title Training Organizer Training Level Training Topic PEPFAR Category Funding Recommended Topic National Curriculum Training Method Qualifications Responsibility Trainer Types Trainer Skills Languages Affiliations Titles Suffix Active Trainer Facility Types Facility Sponsors Adding and Editing Users Adding Users Edit Users External Application Installing the Application Logging In Trainings People Places Reports Syncing data to the parent site... 84

5 Overview I-TECH has created a web application called TrainSMART Training System Monitoring and Reporting Tool. This guide serves as a training manual for the system. Terminology There are many terms used throughout this document to describe various parts of the sites. They are defined below. Main Menu Drop-down list Disabled (grayed out) Labels Type-Ahead Box Button Radio Button Main menu: How a user navigates through the site. Clicking on an option on the main menu will display the drop-down menu underneath. Then you select the page you want to go to. Drop-down box: Click on the down arrow to display your choices and then select from the list. Disabled field: If the field is grayed out that means it cannot be used until something else is activated. In this case, you must pick a Region first, and then the District box will be activated. Labels: In this application, some of the labels can be modified by country. For example, Training Name could be Training Title or Region could be State. See Country Options for more details. Type-ahead box: Typically these will be light blue. In this example, you start entering letters of a facility. Existing facilities with names containing the matching letters will display underneath the box. If the facility exists in the system already, select it from the list. Buttons: are typically green and will perform a task, such as executing a search. TrainSMART Manual Page 5 of 86

6 Radio Button: a circular button that can be turned on/off by clicking on it. Check box: a square box that can be turned on/off by clicking on it. Logging In To use the application, you must have an account and login. 1. To log in, go to the URL provided to you for your country, which will look like this: country project].trainingdata.org/ (Your administrator will provide you with the exact address) 2. At the landing page (shown below), enter your user name and password. This will be supplied by your project administrator. 3. Click on the Sign In button. Forgot Your Password? If you have forgotten your password, you can get a new temporary password created. 1. From the landing page, click on the link Forgot your password? 2. Enter the address assigned to your account. 3. Click on Send password button. 4. You will receive an at that address with the temporary password. TrainSMART Manual Page 6 of 86

7 Landing Page Once logged in you will see a dashboard the provides a quick summary of the data in your site 1. Data Summary Lists dates of first and last training (may display if there is a training in the database that does not have a data attached to it). Participant count returns unique participants, total participants, and participants in the current fiscal year (4/1 3/31). Trainer count returns unique trainers, total trainers, and trainers in the current fiscal year. Trainings count returns total trainings and trainings in the current fiscal year. 2. View Printable Calendar is a hyper link to a printable calendar. The calendar will show both past and future trainings. The title of the training will appear along with the training organizer and the number of days the training will last. TrainSMART Manual Page 7 of 86

8 3. The Future Trainings table lists any trainings that have a start date in the future. This table serves as a quick reference for upcoming classes. 4. The Incomplete Trainings table lists any trainings that have no participants and/or no trainers attached to them. This table serves as a reminder that these trainings have not been filled in completely. 5. The To be Approved table lists any trainings that need to be approved by a user that has approval privileges. This functionality can be enabled with a check box under My Account > Country Setup. Once a user is added to the system there is check box that will give permissions to approve trainings. TrainSMART Manual Page 8 of 86

9 If this box is not checked, each training the person enters will require approval to be included as a training. If a person is an approver they will see a table on their home page with trainings waiting for approval. They have the ability to approve or reject a training and/or leave comments. The approver can click on the training and they are taken to the full training information page where they will see radio buttons to approve or reject a training and a comment box. If a training is rejected they can add a comment as to why or what additional information is needed. This feature was intended to increase data quality. TrainSMART Manual Page 9 of 86

10 6. General documents can be uploaded and stored on the home or landing page. TS will allow the user to upload a word, excel, or pdf document that is less than 10MB. At the bottom of the home/landing page the user will see an Attached Documents section. This section allows the user to upload a document from their computer and will track who uploaded it, when, and the size of the file. Clicking on the hyperlink will open the file in whatever format it was saved in. There is also a link to delete the file. The user should click Browse and a standard windows open file screen appears. Navigate to the intended file and click on the file, then click open. The window will close and the user will be back in TS. To finish the process, click the upload button and the file will appear in the box above. This functionality requires permissions on a per user basis. To set the permissions for an existing user, click My Account > Edit Users > select a user. Under the Access Level section there is a checkbox labeled Files Upload and Delete. Checking this box gives the person the rights to upload a file. TrainSMART Manual Page 10 of 86

11 Main Menu Options Once you are logged in, you will have the following options to choose from the main menu bar. Note: some of these options may not appear, depending on your permissions. Home Takes you back to the landing page. Trainings View/Edit Training: search for an existing training to view or edit. Add New Training: add a new training that has taken place or will take place in the future. People Places View/Edit Person: search for an existing person to view or edit. Add New Person: add a new person, either a trainer or participant. View/Edit Facility: search for an existing facility to view or edit. Add Facility: add a new facility (where people work). View/Edit Training Location: search for a training location to view or edit. Add Training Location: add a new training location (where trainings take place). Reports Training Reports: run reports based on training information. Participant Reports: run reports based on participant information. Trainer Reports: run reports on trainers. Facility Reports: run reports on facilities. Evaluations Allows the user to add, copy, assign, or print an evaluation My Account Edit Country Options: edit the labels and drop-down lists for this country. Add New User: create a new user account. Edit User: edit an existing user account. Multiple Language In the right hand corner there will be hyperlinks displaying the languages that TS has been translated into. Clicking on one hyperlink will change all text into that language. If a project would like to have TS translated into multiple languages they will receive a translation document where they will translate all verbiage in TS. Currently, French and English are complete. Once the translation file is complete and has been uploaded the functionality to turn on the languages and set the default language is found in Edit Country Option. Ad administrator will need to set these variables. TrainSMART Manual Page 11 of 86

12 I-TECH branding and help On the bottom of every page there is now the following verbiage: Developed and funded by I-TECH. For questions or help, click here. The hyperlink will take the user to where they will find more in-depth information on TrainSMART (This site will be expanded in the next month). Trainings This is the core part of the system. From here, you can add new trainings, along with the participants and trainers. Add New Training This is the form used to enter all new training sessions. You can enter the basic training information and then add the participants and trainers at a later date. 1. From the main menu, click on Trainings, then select Add New Training. 2. Select from the drop down menu the training category Note: Fields marked with an * are required. 3. Select from the drop down the name of the training. 4. Enter the start date of the training by entering the dates into the text boxes. You can also click on the calendar icon on the right, to open a small calendar to choose a date. 5. If enabled, enter the end date of the training entering the dates into the text boxes. You can also click on the calendar icon on the right, to open a small calendar to choose a date. TrainSMART Manual Page 12 of 86

13 6. Enter a number for the length of the training and choose the appropriate length (hours, days, or weeks). 7. Select a Training Organizer from the list. If the option you need is not in the drop-down list, you can add a new one by clicking on the Insert New link. You will be prompted to enter your new organizer. The new option will then be available in the drop-down list for future entries. 8. Select a training location from the drop-down list. If the option you need does not exist, you can add a new one by clicking on the Add New link and then entering the location name, the city, the district and the region. 9. Select the Training Level from the drop-down box. If the option you need does not exist, you can insert a new one by clicking on the Insert New link. 10. If participant names are not known deselect Participants are known 11. Once all the fields are filled, click on Save and Continue button to see the rest of the form (below). 12. Select the PEPFAR Category from the drop-down box or boxes. Depending on the country settings, there may be one box or five. 13. If your project is using multiple PEPFAR categories, after you select the PEPFAR category, enter the number of days for that category. For instance, if the class covers multiple categories, such as ART and PMTCT, enter the number of days per category. These must add up to the time entered in Training Length. (if you are using the one PEPFAR category option you will not have to perform this task) Note: for 4 hours, use.5 days; for 2 hours use.25 etc. 14. The default training topic is a drop down where only one can be selected. 15. If your project is using multiple training topics the topics will all appear as check boxes and will allow the user the ability to check one or many. If the option you need does not exist, you can insert a new one by clicking on the Insert new link. 16. Select if this training was a Training of Trainers training by clicking the check box. 17. Select if this training was a refresher course by clicking the check box. TrainSMART Manual Page 13 of 86

14 18. For Funding of the training, check all options that apply and if applicable enter a dollar amount in the box to the right of the funding agency Note: for some countries, the funding options will not be displayed. 19. Select type of curriculum used 20. Enter any comments on the curriculum 21. Enter any additional comments for the training in the Comments text box. 22. Enter any Course Objectives in the Course Objectives box 23. Select the Primary Language the training was taught in 24. Select the Secondary Language the training was taught in 25. You can enter trainers and participants at this time or wait until later. See the Entering Trainers and Participants section below for details. 26. If there are Test Scores, you can enter them in the Pretest Score and Posttest Score text boxes (this set of test scores is a course average). Note: these may not display for every country. 27. You can use the custom fields for tracking other information. There are two custom fields that can have their labels changed and be turned off/on Note: these may not display for every country. 28. Approval Status. This will be grayed out if the user does not have the ability to approve trainings Note: these may not display for every country. 29. Attach Documents allows the user to upload documents associated with the training to share with others. 30. Click on the Save Training button to save your changes. TrainSMART Manual Page 14 of 86

15 31. If there are any data points that are required but not filled in, the system will not save the record but will show the error in red. Funding TS will now track a dollar amount for funding of a training. On the View/Edit Training page there is now a box to input a dollar amount for 1 to many funders. As an example, if USAID and I-TECH both funded a training at $2500 this can now be captured. TrainSMART Manual Page 15 of 86

16 Entering Trainers and Participants 1. To enter a trainer, first start typing the name in the Last Name box. Names with matching letters will display underneath the box (called type-ahead). If the person exists in the system already, select them from the list and he or she will then show in the text boxes. 2. Click on the Insert button to add them as the trainer for the class. Continue this process if there is more than one trainer for this training. 3. If the person does not exist, you can add them by clicking on the New Person Form link. This is the same form as the Add New Person under the People menu. Once you fill out the information, you will return back to the Training form. Note: when adding a trainer, you need to mark them as a trainer. See the Add New Person form for details. If you are adding a trainer that is not marked as a trainer the system will ask you to modify their record so they are coded as a trainer. See Trainer 4. Add the participants for the class in the same way as the trainers. 5. To remove a trainer or participant from the class, simply click on the Remove link next to the person s name. Adding Scores for Participants 1. To add a pre-test score click on the hyperlink entitled Pre-Test 2. To add a post-test score click on the hyperlink entitled Post-Test 3. To add another test score for a person, click on the Scores link next to the person s name. 4. Click on the Add Score link then enter the Label for the score and click the OK button. 5. Then click in the Score box to enter the score for that specific label. TrainSMART Manual Page 16 of 86

17 6. Click on the Return to Training Session button when done. Unknown Participants If the Participants are Known button was unchecked when the training was created, the user can now enter the number of participants by Primary Qualification, Age Range, and Gender. This functionality can be enabled with a check box under My Account > Country Setup. Once the initial data is entered and Save and Continue is selected, there is a section where number of participants based on primary qualification can be entered. The System will total the results at the bottom of the section. The user is only able to select primary qualification and not secondary qualification. TrainSMART Manual Page 17 of 86

18 Document Upload The functionality now exists to attach documents to a training. TS will allow the user to upload a word, excel, or pdf document that is less than 10MB. At the bottom of the view/edit training page the user will see an Attached Document section. This section allows the user to upload a document from their computer and will track who uploaded it, when, and the size of the file. Clicking on the hyperlink will open the file in whatever format it was saved in. View/Edit Training To view or edit an existing training, you must first search for it. 1. From the main menu, click on Trainings, then select View/Edit Training. 2. Select your criterion/criteria to reduce the result list. You can filter by: Region (select one and press and hold the ctrl key to select more) District (based on the region selected), (select one and press and hold the ctrl key to select more) Training Category Training Name TrainSMART Manual Page 18 of 86

19 Training Location Training Organizer Training Topic Training Level PEPFAR Category Start Date End Date Trainings with known participants, trainings with unknown participants, or all. All is the default if no button is selected 3. After the criteria has been selected you will need to click on the show boxes to have the columns you want to appear. 4. Click on the Preview button to show the results 5. When you find the class you are looking for, click on the ID link to bring it up. 6. If you do not see the training you are looking for, you can add a new one by clicking on the Add New Training link. 7. You can print the list by clicking on the Print link. 8. You can export the list to Excel by clicking on the Export link. 9. All columns are sortable by clicking on the column header. 10. This search can also be used as a report by returning to the screen selected criteria based on personal selections. Duplicate a Training If you want to start a new training session by copying an existing training session, you can duplicate it and change the details. 1. Select a training session. 2. Click on the Duplicate this Training link. 3. It will ask you to confirm that you want to Duplicate this Training. Click on OK to proceed. 4. It will open a new training session and copy over the following fields to be edited: Training Name Start Date Training Length Training Organizer Training Location Training Level PEPFAR Categories Training Topic Note: trainers and participants will not be copied over to the new training. TrainSMART Manual Page 19 of 86

20 View/Print Training Roster After you select a training session, you can view and print the class roster if the participants have been added. 1. Click on the link to View/Print Training Roster. TrainSMART Manual Page 20 of 86

21 Deleting a Training An existing training session can only be deleted if there are no trainers or participants attached to it. 1. Select a training session. 2. Click on the Delete this Training link. 3. It will not let you delete it if there are trainers or participants. Assign an Evaluation The user can assign an evaluation to the training 1. Select a training session. 2. Click on the Assign Evaluation to Training link. 3. The Evaluation page opens up and allows the user to select from one of the already created Evaluations TrainSMART Manual Page 21 of 86

22 Once an Evaluation is selected a two hyper links appear. 1. Enter Evaluation Data allows the users to enter participant responses to the evaluation 2. View Data displays the data for all respondents. People People are either participants or trainers in the system. Add New Person This is the form for adding a new person. 1. From the main menu, click on People then select Add New Person. Note: Fields marked with an * are required. TrainSMART Manual Page 22 of 86

23 Personal Information 2. If this person is no longer active (i.e., has moved to another area or deceased) uncheck the Is Active? box. 3. Enter the person s Title. 4. Enter the person s first name in the appropriate box. 5. Enter the person s middle name (optional) in the relevant box. 6. Enter the person s last name in the appropriate box. 7. As you type in either the first name or last name field the system will perform a duplicate check and return a table with matching names 8. If the person appears select that person and click continue. You will be directed to their record. If you do not find a match continue below 9. Enter the National ID : Note: this may not display for all countries. 10. Enter the File Number : Note: this may not display for all countries. 11. Check the circle for the gender of the person. 12. Enter their birth date in the relevant text boxes. 13. The user can also enter age if birth date is not known. If birth date is entered age will be calculated. Note: If age is entered the birth date will be set to January 1 of the year based on age Current Contact Information 14. Use the drop down to select the region A of the facility (this will reduce the amount of facilities the user needs to search through) 15. Use the drop down to select the region B of the facility (this will reduce the amount of facilities the user needs to search through) 16. Use the drop down menu to select the correct Facility 17. If the facility does not exist, click on the Add New Facility to enter a new one. See the Insert New Facility form for more details. 18. Enter the personal address and contact information for the person (optional). Note: this may not display for all countries. TrainSMART Manual Page 23 of 86

24 Qualifications 19. Select the Professional Qualification from the drop-down list. Qualifications consist of nine primary qualifications, which are uniform for all projects, and secondary qualifications, which are customizable. The user can select a primary qualification or a secondary qualification. If the secondary qualification is not in the drop-down list, the administrator will need to add the value. 20. Select a Primary Responsibility for the person (optional). 21. Select a Secondary Responsibility for the person (optional). 22. Enter data for the Custom Field 1, if it exists (optional). 23. Enter data for the Custom Field 2, if it exists (optional). 24. Enter any comments you would like to add (optional). 25. Click on the Save button to save the person s record. 26. If there are any data points that are required but not filled in, the system will not save the record but will show the error in red. TrainSMART Manual Page 24 of 86

25 Trainer Information This is the area where you specify whether the person is a trainer. 1. Click on the Show/Hide link to open the Training History area (shown above). 2. If the person is a trainer, select the correct option from the drop down menu. 3. Select the Trainer Type from the drop-down box. 4. Select the Trainer Affiliation from the drop-down box. 5. Check the relevant boxes for the skills of the trainer (what they can teach). 6. Select the primary language spoken by the person. 7. Check the appropriate boxes for other languages the trainer may speak (optional). 8. Click on the Save Changes button to save the changes. TrainSMART Manual Page 25 of 86

26 Recommended Classes In this section the user can determine topics that each person in the database needs further training in. The topics are based on a person s qualification and the user has the ability to select up to four. Depending on which topics are chosen TS will show trainings in the future that have the topic that the person needs. The site administrator needs to set up topics for each qualification then each training entered needs to have the topics it covers selected. Once this is compete the user can select up to four topics that pertain to that qualification and then TS will return the matched trainings View/Edit Person To view or edit a person in the system, you must first search for him or her. 1. From the main menu, click on People, then select View/Edit Person. TrainSMART Manual Page 26 of 86

27 2. Select your criteria to reduce the result list. You can filter by: Region District (based on the region selected) Facility (has autotype) Training Name (specific training) Qualification First Name (has autotype) Last Name (has autotype) Type of person: Trainers only, Participants only, Unattached only (this will return all people in the database that are not attached to a training either as a participant or a trainer), and Everyone. 3. Click on the Find button to show the results. It will show the following fields in the table below to help you find the person. ID (assigned by the system) Last Name First Name Gender Birth Date Qualification Region 4. When you find the person you are looking for, click on the ID link to bring up his or her record. 5. If you do not see the person you are looking for, you can add a new one by clicking on the Add New Person link. 6. You can print the list by clicking on the Print link. 7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header. 9. This search can also be used as a report by returning to the screen selected criteria based on personal selections. Add a Person to a Class from the Person s Record To view or edit a person in the system, you must first search for him or her. In the upper right hand box on the person page there is a hyper link, Assign this Person to a Class. Clicking this link opens a new page that displays all trainings that happened in the last month. If the course that is needed is older than a month the person can be added to the class by navigating to the training and adding the person from the training page. TrainSMART Manual Page 27 of 86

28 If the class to add to appears, click the appropriate check box and click submit. The person will now be added into that class. External Class If a person in the database has taken a class that was not captured in TS that class can still be tracked for the person. On the person s page there is now the ability to upload basic information about a class that was taken when the class has not been entered into TS. The system will capture training name, date, length, location, and who funded. There is no reporting on this information. Change History The system will now track changes made for certain fields on a person s record. This functionality can be enabled with a check box under My Account > Country Setup. Once enabled, a box will appear at the bottom of the person s record and will display date of change, what field was changed, and the old value. The fields that will be tracked are: First name Last name Gender Birth date/age Facility Qualification Responsibility Active trainer TrainSMART Manual Page 28 of 86

29 Places This is where you would go to enter facilities (where people work) and training locations (where trainings are held). View/Edit Facility To view or edit a facility in the system, you must first search for the facility. 1. From the main menu, click on Places, then select View/Edit Facility 2. Select your criteria to reduce the result list. You can filter by: Facility Name Region District (based on the region selected) Facility Type Facility Sponsor 3. Click on the Preview button to show the results. It will show the following fields in the table below to help you find the Facility. ID (assigned by the system) Facility Name Region District Type TrainSMART Manual Page 29 of 86

30 Sponsor Region 4. When you find the facility you are looking for, click on the ID link to bring up the record. 5. If you do not see the facility you are looking for, you can add a new one by clicking on the Add New Facility link. 6. You can print the list by clicking on the Print link. 7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header. 9. This search can also be used as a report by returning to the screen selected criteria based on personal selections. Add Facility This is the form to add a new facility. 1. From the main menu, click on Places, then select Add Facility. 2. Enter the name of the facility. 3. Enter the Address 1 (such as street address) for the facility (optional). 4. Enter the Address 2 (such as office number) for the facility (optional). 5. Enter the City or Town of the facility. This uses type-ahead, so type a couple of letters to see the list of existing cities. 6. Select the District from the drop-down list (optional). This will populate if the city, district and region already exist. 7. Select the Region from the drop-down list. This will populate if the city and district are known. 8. Enter the Postal Code (optional). 9. Enter the Phone number (optional). 10. Enter the Fax number (optional). 11. Select the Facility Type from the drop-down list. 12. Select the Facility Sponsor from the drop-down list (optional). 13. Enter any comments (optional). 14. Click on the Add Facility button to save the facility. TrainSMART Manual Page 30 of 86

31 Delete Facility If there are no people attached to a facility you can delete the facility using the delete button on the Edit Facility page. 1. If the facility has people attached to it the delete button will not appear. View/Edit Training Location 1. From the main menu, click on Places, then select View/Edit Facility. 2. Select your criteria to reduce the result list. You can filter by: Training Location Name Region District 3. Click on the Preview button to show the results. It will show the following fields in the table below to help you find the Training Location. ID (assigned by the system) Location Name Region District TrainSMART Manual Page 31 of 86

32 4. When you find the training location you are looking for, click on the ID link to bring up the record. 5. If you do not see the training location you are looking for, you can add a new one by clicking on the Add New Location link. 6. You can print the list by clicking on the Print link. 7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header. 9. This search can also be used as a report by returning to the screen selected criteria based on personal selections. Add Training Location This is the form for adding a new training location. 1. From the main menu, click on Places then select Add Training Location. 2. Enter the name of the training location or center in the box Location Name. 3. Enter the city of the training location. This uses type-ahead, so type a couple of letters to see the list of existing cities. 4. Select the district from the drop-down list (optional). This will populate if the city, district, and region already exist. 5. Select the region from the drop-down list. This will populate if the city and district are known. 6. Click on the Add Location button to save the training location. Delete Training Location If there are no trainings attached to a training location you can delete the training location using the delete button on the view Training Location page. 1. If the Training Location has trainings attached to it the delete button will not appear. TrainSMART Manual Page 32 of 86

33 Reports Reporting can be done on trainings, participants, trainers, facilities, or Assessments. For all reports: You can print the list by clicking on the Print link. You can export the list to Excel by clicking on the Export link. Trainings by Name This report is useful when looking for specific trainings by different criteria (e.g., by region, the name of the organizer, PEPFAR category). 1. From the main menu, click on Reports, then select Training Reports. 2. Select Trainings by Name from the drop-down list. 3. In the Show column, check the boxes of the criteria you want to show on the report. TrainSMART Manual Page 33 of 86

34 4. For example, checking Region and Training Name will show you the trainings that occurred by region To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. Id training_start_date course_name province_name /29/2008 Abdominal Manifestations of HIV Erongo /29/2008 Abdominal Manifestations of HIV Erongo 805 9/26/2006 Adherence Counseling For RNs Khomas /14/2006 Adherence Counseling For RNs Khomas 901 9/17/2007 Adherence Counseling For RNs Khomas /26/2006 Adherence Counseling For RNs Khomas 724 9/15/2007 Advance ART Workshop Karas 5. Filter the criteria by using the drop-down lists, to help narrow down the results. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is today s date). 8. Click on Preview button to see the results. Trainings by Participant Count This report is useful when you need to know how many people took a specific training (e.g., by topic, level, PEPFAR). 1. From the main menu, click on Reports, then select Training Reports. 2. Select Trainings by Participant Count from the drop-down list. TrainSMART Manual Page 34 of 86

35 3. In the Group column, check the boxes of criteria you want to group. 4. For example, grouping by Region will show you the participants by region. To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. Cnt province_name 576 Kavango 449 Otjozondjupa 199 Ohangwena Grouping by region and PEPFAR category will show you participants with the region listed and then broken down by PEPFAR. cnt province_name pepfar_category_phrase 0 Kavango 205 Kavango PMTCT 57 Kavango ART 164 Kavango Counseling and testing 150 Kavango Palliative Care 159 Otjozondjupa PMTCT 11 Otjozondjupa ART 170 Otjozondjupa Counseling and testing 109 Otjozondjupa Palliative Care 5. Filter the criteria using the drop-down list, to help narrow down the results. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is today s date). 8. Click on Preview button to see the results TrainSMART Manual Page 35 of 86

36 Unique Participants by PEPFAR This report will display the unique participants for each PEPFAR category for a time range. 1. From the main menu, click on Reports, then Select Participants Reports. 2. Select Unique Participants by PEPFAR from the drop-down list. 3. Filter by region and district if desired (location of the training, not the participant). To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 4. Select the Training Organizer(s) desired. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. Click on the Preview button to see the results. TrainSMART Manual Page 36 of 86

37 Unique Participants by Training Level This report will display the unique participants for each training level, for a time range. 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Unique Participants by Training Level from the drop-down list. 3. Filter by region and district if desired (location of the training, not the participant). To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 4. Select the Training Organizer(s) desired. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. Click on the Preview button to see the results (results will look similar to Unique Participants by PEPFAR above). TrainSMART Manual Page 37 of 86

38 Unique Participants by Qualification This report will display the unique participants for each qualification, for a time range. 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Unique Participants by Qualification from the drop-down list. 3. Filter by region and district if desired (location of the training, not the participant). To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 4. Select the Training Organizer(s) desired. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. Click on Preview button to see the results (the results will look similar to Unique Participants by PEPFAR above). TrainSMART Manual Page 38 of 86

39 Participants Trained This report will display participant counts for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports then select Participants Reports. 2. Select Participants Trained from the drop-down list. 3. In the Group column, check the boxes of criteria you want to group. 4. To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 5. Filter the criteria using the drop-down lists, to help narrow down the results. 6. Check the box if you would like unique participants returned or all participants 7. Adjust Start Date if desired (the default is date of oldest training in system). 8. Adjust End Date if desired (the default is today s date). 9. Click on the Preview button to see the results. TrainSMART Manual Page 39 of 86

40 Participants by Facility This report will display participant names (unique) for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports then select Participants Reports. 2. Select Participants by Facility from the drop-down list. 3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. If you want the first and last names to be in one field, check the Combine First and Last Names box. 8. Click on the Preview button to see the results. TrainSMART Manual Page 40 of 86

41 Participants by Name This report will display participant names for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Participants by Name from the drop-down list. 3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is today s date). 8. If you want the first and last names to be in one field, check the Combine First and Last Names box. TrainSMART Manual Page 41 of 86

42 9. Click on the Preview button to see the results. Participants with Scores This report will display participant names for certain criteria (e.g., by region, qualification, test scores). 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Participants with Scores from the drop-down list. 3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. To select multiple Region A s or Region B s, select the first one and hold down the ctrl key to select others. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is today s date). TrainSMART Manual Page 42 of 86

43 8. If you want the first and last names to be in one field, check the Combine First and Last Names box. 9. Click on the Preview button to see the results. Trainings with Unknown Participants Report The report can be found under Reports>Training Reports>Trainings with Unknown Participants. The report is similar to the other reports within TS. Criteria can be selected to limit what data is returned. TrainSMART Manual Page 43 of 86

44 Trainer Report This report is useful for finding trainers with specific skills and languages. 1. From the main menu, click on Reports, then select Trainer Reports. 2. Select your criteria to reduce the result list. You can filter by: Region District (based on the region selected) Trainer Type Trainer Skill Trainer Language Topic Taught 3. If you want the first and last names to be in one field, check the Combine First and Last Names box. 4. Click on the Preview button to see the results. Trainers by Name Report This report will display unique trainers by name. 1. From the main menu, click on Reports, then Select Trainer Reports. 2. Select Trainer by Name from the drop-down list. 3. In the Show column, check the boxes of criteria you want to group. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. Click on the Preview button to see the results. TrainSMART Manual Page 44 of 86

45 The report includes: Region A Region B Trainer Type Trainer Skill Trainer Languages Topic Taught TrainSMART Manual Page 45 of 86

46 TrainSMART Manual Page 46 of 86

47 Trainings by Facility Participant Count Report This report will display the unique participants by facility for a time range. 8. From the main menu, click on Reports, then Select Facility Reports. 9. Select Trainings by Facility Participant Count from the drop-down list. 10. In the Group column, check the boxes of criteria you want to group. 11. Filter the criteria using the drop-down lists, to help narrow down the results. 12. Adjust Start Date if desired (the default is date of oldest training in system). 13. Adjust End Date if desired (the default is today s date). 14. Click on the Preview button to see the results. TrainSMART Manual Page 47 of 86

48 Trainings by Facility Name This report will display facility names for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports, then Select Facility Report. 2. Select Trainings by Facility Name from the drop-down list. 3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. Adjust Start Date if desired (the default is date of oldest training in system). 6. Adjust End Date if desired (the default is today s date). 7. Click on the Preview button to see the results. TrainSMART Manual Page 48 of 86

49 Needs by Person s Name This report is useful for reporting on topics needed and upcoming classes. 1. From the main menu, click on Reports, then select Assessment Reports. 2. Select Needs by Person s Name from the drop-down list. 3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. If you want the first and last names to be in one field, check the Combine First and Last Names box. 6. Click on the Preview button to see the results. Needs by Person Count This report is useful for reporting on the number of people that need training in a particular topic. 1. From the main menu, click on Reports, then select Assessment Reports. 2. Select Needs by Person Count from the drop-down list. TrainSMART Manual Page 49 of 86

50 3. In the Group column, check the boxes of criteria you want to group. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. Click on the Preview button to see the results. Roster Report This report is useful for displaying all trainings in a certain time period 1. From the main menu, click on Reports, then select Roster Reports. 2. A training organizer must be selected. 3. Adjust Start Date if desired (the default is date of oldest training in system). 4. Adjust End Date if desired (the default is today s date). 5. To show test scores click the check box entitled Extended Report with Test Scores (Pre-test, post-test, and percentage difference will be shown). 6. Click on the Preview button to see the results. 7. The results are returned like a text file they can be copied and pasted into another program but there is no export button TrainSMART Manual Page 50 of 86

51 Data Downloads 1. From the main menu, click on Data Downloads. 2. Select one of the three hyperlinks depending on the data that is needed When any of the hyper links are clicked on all data points will be downloaded to a raw HTML format. From here the data can be copy and pasted into excel for further analysis TrainSMART Manual Page 51 of 86

52 Evaluations This functionality can be found as a new header on the menu bar and can be enabled with a check box under My Account > Country Setup Clicking on Add New Evaluation creates a template to build an evaluation. The user has the ability to type in up to 20 questions and have the answers either be a text box or likert scale. Once the Evaluation is created it can be printed and/or assigned to a training. When clicking assign, the user will get a screen that displays the trainings in the system and the evaluation can be linked to one or many trainings. TrainSMART Manual Page 52 of 86

53 Once the evaluation is assigned to a training, a hyper link will appear on the training page that will allow the user to enter or view the data. To enter the data, the user will be shown the evaluation that looks like the printed version and will be able to enter answers for each person that took the evaluation. There is no way to link the evaluation to a specific individual Clicking View Data will produce an HTML report that can be copied and pasted into excel for more analysis. The report will show each response and an average for likert scale questions. TrainSMART Manual Page 53 of 86

54 Edit Country Options Each country can modify some of the labels, make some fields appear or disappear, and add its own drop-down lists. You can proceed through all the pages in a sequential manner or select the specific page you want to edit from the left-hand menu. Note: This area may not be accessible to everyone. Country Setup This page allows for the setup of system wide changes. This includes the ability to turn on/off modules and setting languages 1. From the main menu, click on My Account then select Country Setup. TrainSMART Manual Page 54 of 86

55 2. The application name can be changed from TrainSMART, TrainSMART is the default 3. The standard I-TECH logo is the default if another logon is needed one can be uploaded here. Ensure the size is 120x120. Browse to the file and upload. This will replace the existing logo. The only way to replace a logo is to upload another logo. 4. Enter the name of the country (site name). 5. Enter the name for Region A (i.e., region, state, province). 6. Enter the name for Region B (i.e., health district, county) and check the box if you do not want this field to display 7. Enter the name for Region C (i.e., health district, county) and check the box if you do not want this field to display 8. Enter the name for City/Town. 9. Enable Evaluation 10. Enable Approvals 11. Enable Historical Data 12. Enable Unknown Participants 13. If there are two or more language files loaded the ability to turn off/on the languages and to set which one defaults when a user logs in. 14. Click the Save button if you are done and do not want to go to the next step. 15. Click the Save and Continue button to save and then go to the next page in the setup. TrainSMART Manual Page 55 of 86

56 Training Settings This page allows for the setup of Training data. 1. From the main menu, click on My Account then select Training Settings. 2. Enter the name for Training Category. 3. Enter the name for Training Name (what the training is called). 4. Enter the name for Training Organizer. 5. Turn on/off End Date 6. Enter the name for Training Level. 7. Enter the name for PEPFAR Category. 8. Enter the name for Training Topic and turn on/off. 9. Enter the name for Training Method and turn on/off. 10. Enter a name for Training of Trainers. and turn on/off. 11. Enter the name for National Curriculum and turn on/off. 12. Enter the name for National Curriculum Comment and turn on/off 13. Enter the name for Refresher Course and turn on/off. 14. Enter the name for Comments. 15. Enter the name for Course Objectives and turn on/off 16. Enter the name for Primary Language and turn on/off 17. Enter the name for Secondary Language and turn on/off. 18. Enter a name for Pretest Score and turn on/off. 19. Enter a name for Posttest Score and turn on/off. 20. Enter a name for Custom Field 1 that will display for trainings and turn on/off. TrainSMART Manual Page 56 of 86

57 21. Enter a name for Custom Field 2 that will display for trainings and turn on/off. There are hyperlinks on the left hand side that allow the user to set the drop down values and set a default value for trainings. To set a default, navigate to the options page for the specific data point from the hyperlinks on the left hand side. There is a column with radio buttons entitled default, clicking the button next to the value will set that value as a default. Clicking it again will turn it off or you can click another value. You do not need to specify a default but it may help reduce data entry errors if many of your values are consistent. The following fields allow the user to set a default: Training Training Organizer, Training Level, Training Topic, PEPFAR Category, Funding People Qualification People Settings This page allows for the setup of Person data. 1. From the main menu, click on My Account then select People Settings. TrainSMART Manual Page 57 of 86

58 2. Enter the name for Is Active and turn on/off. 3. Enter the name for Title and turn on/off. 4. Enter the name for First Name 5. Enter the name for Middle Name. Check the box if you would like the middle name to appear as the last name and the last name to appear as the middle name (This is only applicable in Ethiopia). 6. Enter the name for the Last Name. 7. Enter the Suffix and turn on/off. 8. Enter the name for National ID and turn on/off. 9. Enter the name for File Number. 10. Turn on/off the Age box. 11. Turn on/off the Home Address fields. 12. Turn on/off the Home Phone fields. 13. Turn on/off the Second fields. 14. Turn on/off the Fax fields. 15. Enter a name for Custom Field 1 that will display for people and turn on/off 16. Enter a name for Custom Field 2 that will display for people and turn on/off 17. Turn on/off Affiliations. 18. Click the Save button to save. TrainSMART Manual Page 58 of 86

59 Facility Settings This page allows for the setup of Facility data. 1. From the main menu, click on My Account then select Facility Settings. Adding Drop-Down Options The next pages will allow you to add the options that will display for the various drop-down lists. This process below applies to all of the various drop-down lists. 1. Click the Training Organizer link under the Training heading in the left-side navigation. 2. Click on the link to Add Training Organizer Option. 3. In the box, add the name of the training organizer. 4. Click on the OK button to add that option to the list. 5. To edit an existing option, click on the Edit link next to the option, and the same box will appear for you to change the option. 6. You can only delete options that do not have any records associated with them. If this is the case, there will be a Delete link next to the option. TrainSMART Manual Page 59 of 86

60 7. Click the Save button if you are done and do not want to go to the next step. 8. Click the Save and Continue button to save and then go to the next page in the setup. Provinces/States This is where you can add provinces or states for the country. You can add them individually or import a comma-separated values (CSV) file. Once the regions are created there is a Region Setup screen that will allow for the creation of new regions and edit and delete of existing regions at all levels. To add, edit, or delete a region, click the radio button for the region level that you want to add modify. At the bottom of the box you will see a hyperlink to add. To add values into the lower level region you will need to click through the upper level regions. There are hyperlinks to the right of each region to edit or delete the values. Regions can only be deleted when there are no regions below them. As an example, if you want to delete a Region A, all Region B s and C s would need to be deleted that fall below that Region A before the delete hyperlink appears. The region setup screen also allows the user to import regions. The import file must be in a csv format. A csv file can be created in Excel. Once the table is created in Excel the user can click save as and select csv from the file type. TrainSMART Manual Page 60 of 86

61 There must be no data other then the values in the spreadsheet to be uploaded, this includes column headers. In the example above column 1 is Region A, column 2 is Region B and column 3 is Region C. The final new screen is the Move Regions screen. This screen allows the user to mover regions to other regions within the same level. As an example: There are two regions Arusha and Dodoma. Below Arusha is Karatu. Karatu can be moved to fall under Dodoma by checking the move button and selecting the region to move to. TrainSMART Manual Page 61 of 86

62 Training Category Training categories can be assigned to help group training titles. If a project is training in multiple categories such as TB, HIV, or malaria, these categories can be set up with training names attached to them. It also serves to reduce the number of training names the user must to search through by filtering the list of training titles based on the selected training category. Assign Titles This page allows the user to assign the training titles to the training categories. 1. In the drop down box, select the category. 2. Below that will be a table of all training names; select as many as are needed. 3. Click save. 4. The information will now be in the upper table. This table can be edited, more trainings added or deleted. TrainSMART Manual Page 62 of 86

63 Training Title 1. This menu allows the user to merge multiple training titles into one. If there are two training titles that are basically the same class, click the Merge? box for all training titles that can be merged. The user will be prompted to select the primary title (the one that will be kept) from the list and the other will be folded into that one. The only change this will make is to change the training name for those trainings rolling into another 2. To add training Titles, refer to Add Drop-Down Options. TrainSMART Manual Page 63 of 86

64 Training Organizer To add training organizers, refer to Add Drop-Down Options. Training Level To add training levels, refer to Add Drop-Down Options. Training Topic 1. Training Topic now has the ability to allow the user to select more than one topic. The default is to allow one, but checking the box at the top of the screen enables the ability to select one or many. 2. To add new categories, refer to Add Drop-Down Options. TrainSMART Manual Page 64 of 86

65 PEPFAR Category 1. Check the Allow Multiple PEPFAR Categories box if you want to allow up to five categories for each training. The default is one category. 2. To add new categories, refer to Add Drop-Down Options. Funding 1. Uncheck the Display Funding Options box if you do not want to display funding options on the training forms. The default is checked (display on the forms). 2. To add new funding options, refer to Add Drop-Down Options. Recommended Topic 1. To set up Recommended Topics the administrator will select a qualification. Once this is selected up to twenty topics can be selected for that qualifications training needs. 2. After save is pushed the table will be updated to show the qualification and topics attributed to this. The topics can be edited or deleted and new topics (up to twenty) can be added. 3. To add new qualifications, refer to Add Drop-Down Options. TrainSMART Manual Page 65 of 86

66 National Curriculum To add values refer to Add Drop-Down Options. Training Method To add values refer to Add Drop-Down Options. Qualifications 1. To add secondary qualifications, you must first select the primary qualification that you want to assign it to. For instance, select nurse for the primary qualification, and then add registered nurse as a secondary qualification. 2. To add new qualifications, refer to Add Drop-Down Options. TrainSMART Manual Page 66 of 86

67 Responsibility To add new responsibilities for people, refer to Add Drop-Down Options. Trainer Types To add new trainer types, refer to Add Drop-Down Options. Trainer Skills To add new trainer skills, refer to Add Drop-Down Options. Languages To add new languages for trainers, refer to Add Drop-Down Options. Affiliations 1. Uncheck the Display Trainer Affiliations box if you do not want to display affiliations on the trainer forms. The default is checked (display on the forms). 2. To add new affiliations for trainers, refer to Add Drop-Down Options. Titles To add new Titles, refer to Add Drop-Down Options Suffix To add a new Suffix, refer to Add Drop-Down Options Active Trainer To add a new Active Trainer value, refer to Add Drop-Down Options Facility Types To add new facility types, refer to Add Drop-Down Options. Facility Sponsors To add new facility sponsors, refer to Add Drop-Down Options. TrainSMART Manual Page 67 of 86

68 Adding and Editing Users Users are people that can log into the TrainSMART application. Adding Users This will only be available if you have the appropriate access level to this option. 1. From the main menu, click on My Account then select Add Users. 2. Enter the user s first name. 3. Enter the user s last name. 4. Enter a login name for the user. 5. Enter a password for the user. 6. Enter the for the user. 7. Choose the appropriate access levels: Trainings: select either Add/Edit/Delete or View Only. People: select either Add/Edit/Delete or View Only. Reports: check if the user can access View/Create Reports. TrainSMART Manual Page 68 of 86

69 Admin: check if the user can access Edit Country Options and Add/Edit Users. Approval: check if the user can approve/reject trainings. 8. Choose the applicable Training Organizers: The user will be able to add/edit/delete data based on training organizer ownership. If the user should have the ability to manipulate all data then All Training Organizers should be selected. If the user should be limited by specific Training Organizers, select one or more. In the case that only certain training organizers are selected, users can still see data from all training organizers but can only manipulate data for the selected organizer(s). 9. Check the box to Send with login information if you want the user to receive an with the login details. 10. Click the Finished button to save your work and not proceed to another page. 11. Click on Next User to save your work and then add another user. Edit Users This will only be available if you have the appropriate access level to this option. 1. From the main menu, click on My Account, then select Edit Users. 2. From the main menu, select My Account, then Edit Users. 3. Find the user account you want to edit and click on the ID. 4. The same form used for Add Users will display. Change any information and click Save Changes to save. TrainSMART Manual Page 69 of 86

70 External Application The external application module within TS is a standalone application that can run in areas without internet connectivity. The application is very basic and does not include much of the functionality found within TS. It was developed to allow locations without reliable internet access the ability to enter and store data. Given the potential to introduce errors with data syncing, we recommend that this version be used only in settings where internet connectivity is unavailable. The application will allow entry of trainings, participants, trainers, facilities, and training locations. In addition, there are two static reports that can be run and exported to excel. When the application is downloaded from an existing TrainSMART site, all of the data from that site will be downloaded with the application. Data can be downloaded out of the off line application at any time, and the file that is produced can be taken to a location with internet connectivity to be uploaded to the parent web site. No customizations can take place in the off-line version. The naming of data fields and the values in the drop down lists are generated off of the parent site. Whatever localization has been done in the parent site this will be shared with the external application site. Installing the Application To begin using the external application the files must be downloaded from the parent web site. To download the files the user must be granted admin permissions on their site. Once logged into your TS site the user clicks the My Account link in the header. A dropdown menu will appear, towards the bottom of this menu you will see Download Application, clicking on this will initiate the download of the files. Depending on your internet connection this process may take up to twenty minutes. Once you click this do not click again or navigate to another page, wait until you see the following prompts: TrainSMART Manual Page 70 of 86

71 Click save and you will see the following screen: Navigate to your desktop and save the zip file. On your desktop right click on the trainsmart.zip file and select Extract All and click next through the next few screens. TrainSMART Manual Page 71 of 86

72 When complete you will see all extracted files. The only two files that you should ever use are the READ_ME.txt and the TrainSMART.exe files. The READ_ME.txt file is a help file with abbreviated directions. TIP: If you plan on distributing the application to more than one computer, DO NOT run the application prior to installation on the destination computer(s). The first time the application is run, a unique ID is generated for that particular instance of the application. If you were to run the application first, then distribute it, this assigned ID will not be unique and will break the data sync process. TrainSMART Manual Page 72 of 86

73 Logging In The application can be launched by double clicking the TrainSMART.exe file. When this is done a login screen will appear. The standard password that all users share is mango. Enter this password and click ok, the application launches at the home screen. The look, feel, and functionality of the external application are much like the on-line version. TrainSMART Manual Page 73 of 86

74 The landing page provides statistics on the data within the application. TrainSMART Manual Page 74 of 86

75 Trainings The header bar at the top of the application will serve as the navigation and allows users to move throughout the system. To add a training click on the Trainings header, then select Add new trainings. The dropdown values are populated from the parent site but new values can be entered. These new values will be uploaded to the parent site during the next sync. Once the initial data is entered click continue. Your training will be saved and the full data entry screen will appear. TrainSMART Manual Page 75 of 86

76 Entering participants and trainers is similar to the online version. Enter a person s name and a list of possible matches will appear. TrainSMART Manual Page 76 of 86

77 The user can either select from the list or continue typing in the entire name and click insert. At this point the user will be prompted to enter the person information (see People page11). Once all required fields have been filled in, click save to save the training and the user will be returned to the Training Search Page. The Training Search Page lists all trainings in the system. Clicking the headers sorts by the header you click on, once for A to Z, twice for Z to A. The drop down at the top of the screen allows trainings with the same names to appear. Click on any training to open the record for that training. If changes need to be made click Save when finished and you will be returned to the Training Search Page. TrainSMART Manual Page 77 of 86

78 People The People page behaves the same as the Trainings page. When you click on people a drop down appears with two options, View/Edit or Add. View/Edit will return all people records with the ability to refine the search by typing in First Name or Last Name. All headers are sortable. Click on a person to open that person s record. Many of the data entry fields are located in the middle of the page on tabs. Click a tab and the corresponding data fields will appear. There are required fields on the main people page, the facility page, and the qualification page. They are all marked with a red asterisk. TrainSMART Manual Page 78 of 86

79 TrainSMART Manual Page 79 of 86

80 To add a new person or trainer, click People and Add New Person. The initial screen will appear. As any name field is type into a duplicate check will open up to present current people with similar spellings. Once all data is entered click continue, the record will be saved and the remainder of the fields will appear. Places When users click on the Places header there are four choices: View/Edit Facility, Add Facility, View/Edit Training Location, and Add Training Location. These screens are similar to the Trainings and People screens. View/Edit Facility opens up a list of all facilities that can be filtered using the drop down menu to select a specific facility. The header rows are sortable. The Facility Page looks much like the on-line version. TrainSMART Manual Page 80 of 86

81 The Training Location pages mimic the behavior of the facility pages and also look much like their on-line counterparts. TrainSMART Manual Page 81 of 86

82 Reports There are two static reports under the Reporting section, Participants by Name and trainings by Name. Participants by Name may take a minute or more to load as it is importing all data. The Participants Report shows multiple rows per participant if the participant has more than one training in his/her record. All headers are sortable and by checking or unchecking the boxes at the top data can be displayed or hidden. There is a link titled CSV clicking this will export the data into a format usable by Excel for further analysis. The training report shows one row per training and allows the user to select a variety of different data fields to display. TrainSMART Manual Page 82 of 86

83 TrainSMART Manual Page 83 of 86

84 Syncing data to the parent site The data in the external application can be downloaded to a file and transported to an area with reliable internet connectivity for an upload of the data to the parent site. To begin this process click File, then select Export Data. A window will open that allows the user to select a file name and location. I recommend using the name of your program and saving it to your desktop. The file will have the extension.sqlite. This file can now be burned to a disk or copied to an external memory stick. When you are ready to upload the data to the parent site insert the media that contains the.sqlite file into the computer. In order to perform a data upload the user must have admin privileges within the parent site. Open your TrainSMART site. Click My Account Upload Data TrainSMART Manual Page 84 of 86

85 A screen will appear that allows you to select the correct file. Using the browse button navigate to your sqlite file and attach the file that you saved in the previous step, and click Continue. The system will now analyze the file and the following screen will appear. When Done appears in the window, click Continue. The next screen will show you what will be imported into the system. In addition, if there are any data conflicts the system will also show those and give the user the option to commit or not. In the example below, two new facilities were added to the external application which will be imported into the parent site. TrainSMART Manual Page 85 of 86

86 When the import is complete the screen below will appear. The process is complete. TrainSMART Manual Page 86 of 86