Creating Bulk Events. User Guide. Strong Bonds. Version 1.8 May 18, 2018

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1 Creating Bulk Events User Guide Version 1.8 May 18, 2018 Strong Bonds

2 Table of Contents About This Guide... 4 Benefits of Using Strong Bonds to Create Events... 4 Who Should Use This Guide... 4 How This Guide Can Help... 5 Submitting Events for Approval... 6 Searching For Events... 6 Submitting Events... 8 Submitting a Single Event... 8 Submitting Multiple Events Validating the Events Validating a Single Event Validating Multiple Events Publishing Events Publishing an Event Recalling Events Recalling a Single Event Recalling Multiple Events Editing Recalled Events Editing a Single Recalled Event Editing Multiple Recalled Events Re-submitting a Recalled Event for Approval Re-submitting a Single Event Re-submitting Multiple Events Deleting a Recalled Event Deleting a Single Event Deleting Multiple Events May 18, 2018 Creating Event Bulk Requests User Guide ii

3 Recalling Events to Pending Quarterly Validation Recalling a Single Event to Pending Quarterly Validation Recalling Multiple Events to Pending Quarterly Validation Rejected Events Resubmitting a Single Rejected Event Resubmitting Multiple Rejected Events Event Delegation Next Steps Contact Us Index May 18, 2018 Creating Event Bulk Requests User Guide iii

4 About This Guide This guide provides detailed instructions for creating events in Strong Bonds and how to define event information, such as the date the event is taking place, event category, event type etc. This guide also provides a high-level overview of all the stages an event must pass through in its approval lifecycle. Benefits of Using Strong Bonds to Create Events The Strong Bonds application facilitates the following event-related tasks: Process Integrity: All of the steps in the event management lifecycle are carried out in sequence, according to standard. Visibility: All Strong Bonds events can be accessed in a single place, making searching and registering for events easier. Data Tracking: Critical event details, such as event attendance and registration, can be recorded for the event to inform future planning. Who Should Use This Guide This guide is specifically designed to support those who coordinate and track the management of Strong Bonds events for the Active Army, the Army National Guard, and the Army Reserve components. This includes all users with staff logins for Strong Bonds: BDE/State/Region PM or UMT Service Component Component SBPM ACOM/ASCC/DRU SBPM DACH Creating Event Bulk Requests User Guide 4

5 How This Guide Can Help This guide provides approved users with step-by-step instructions on how to: Create events Create Event Details for an event Submit events for Approval Edit individual and multiple events Submit events and individual events for Resourcing Delete individual and multiple events Creating Event Bulk Requests User Guide 5

6 Submitting Events for Approval Approved users can submit events to be reviewed by the Component SBPM or the ACOM/ASCC/DRU SBPM. Strong Bonds allows the creation of individual events or multiple events at once. Searching For Events You can search for events using the filter sidebar on the Event Management page to approve/reject all pending requests. To search for events: 1. Click Event Management in the Strong Bonds menu bar. 2. Locate the appropriate events(s) using the following criteria in the left filter sidebar: Field Name Event ID Event Status Quarter Start Date Range Event Category Event Type Component Unit or Command Region Country Action/Input Enter the ID number of the event you are searching for. Select the appropriate checkbox(es) next to the status(es) you wish to search for. The statuses you can search for are Pending Approval by SBPM, Pending Release by DACH/COMPO, Pending Quarterly Validation, Pending Resources, Resourced, Published, Pending AAR, Completed, Canceled, Recalled, Rejected, and Not Resourced. Select this radio button if you wish to search for events based on the annual quarters. You will then be prompted to complete the Fiscal Year and the Quarter fields. Select this radio button if you wish to search for events based on a date range. You will then be prompted to use the Calendar icons to select a From and To date. Select the appropriate event categories from the drop-down. Select the appropriate event types from the drop-down Select the appropriate component from the drop-down. Click the Select Unit/Command button to select a Unit or Command. Select a region from the drop-down if the country the event is taking place in is not the USA. Select a country from the drop-down. If you select USA, then the Region field will be replaced with a State field where you can select the state the event is taking place in. Creating Event Bulk Requests User Guide 6

7 3. Click Apply Filters once you have selected your criteria. The events you are searching for will appear in the main section of the Event Management page. Creating Event Bulk Requests User Guide 7

8 Submitting Events Submitting a Single Event To create an event (s): 1. Click Event Management in the Strong Bonds menu bar. The Event Management page appears. 2. Click the Add New Event button in the top-right corner of Event Management page. Creating Event Bulk Requests User Guide 8

9 Note: You can click How Events Work in the top-right corner of the Event Management page to view an infographic that details each step of the event publishing lifecycle. The Add New Event page appears. 3. Fill the fields as detailed in the following table: Field Name Event ID Status Component Command 1 Unit State Country Start Date Category Type Action/Input A unique ID is automatically generated once an event is submitted for approval by the SBPMs. A status is automatically generated once an event is submitted for approval by the SBPMs. Select the component from the drop-down. Depending on your role, this field may be automatically set to your component and locked. This field is automatically filled based on your selection in the Unit field. Click the Select Unit/Command button to select a Unit or Command. Note that this field can be edited by clicking the Edit icon. Select the state in which this event is taking place. Select the country in which this event is taking place. If you select a country besides the USA, then the State field will automatically populate with the appropriate region i.e. AA: Army Forces of the Americas, AE: Army Europe and AP: Army Pacific. Use the Calendar icon to select a start date for the event. Select the event category from the drop-down. Select the event type from the drop-down. Creating Event Bulk Requests User Guide 9

10 Field Name Deplm. Cycle Est. Part. Childcare POC Curriculum Priority Projected Budget Action/Input Enabling this toggle button will let DACH know that this event is tied to a deployment. Enter the estimated number of participants. Toggle the Childcare Provided switch to green if childcare is offered. By default, the listed POC will be the user who created the event. To update/replace the POC, click the Edit icon in the POC column and complete the fields in the pop-up that appears. Note that the fields marked with an asterisk must be completed to save the new information Select the curriculum from the drop-down. Note that the curriculum selections depend on the event category. Enter the priority number. Units can arrange their events in order of importance. When DACH/SBPM approve events, they can sort this column and resource those events that are of top (#1) priority first. The project budget is automatically calculated based on an event s location, category, type, estimated participants and if childcare is provided. 4. Click the Submit button once you have created the event to send it for approval. 5. Click Submit Now in the pop-up notification that appears. Creating Event Bulk Requests User Guide 10

11 This event has now been submitted for approval to the Component SBPM (if the event component is Army National Guard or Army Reserve) or to the ACOM/ASCC/DRU SBPM (if the event component is Active Army). The status will change to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Notes: You can only submit events for your own component. Click the Cancel button if you wish to cancel submitting an event. If creating an event as DACH, Component/ACOM/ASCC/DRU SBPM, the Submit button will be replaced with a Create button. DACH or Component SBPM can edit the Projected Budget field. Events whose Projected Budget has been adjusted by DACH/Component SBPM will be marked with a green icon so that other users are aware that this change has been made. When an event attains a Pending Approval by SBPM status, all BDE/State/Region PM users at or above the hosting unit s chain of command will be added to the delegate list. For more information, see the Event Delegation section of this guide. Submitting Multiple Events To submit multiple events: 1. On the Add New Event page, click inside the Number of events field. 2. Enter the number of additional events you wish to create. You can also use the arrow keys that will be generated once you click on the Number of events field. Creating Event Bulk Requests User Guide 11

12 3. Click Add Multiple Events to add additional events. Your listed number of events will appear in the Add New Event page. Notes: Clicking Add Multiple Events creates a duplicate copy of the event already created. You can create up to 50 events on the Add New Events page. 4. Edit the fields with the event s information. 5. Click the Submit button once you have created the events to send them for approval. 6. Click Submit Now in the pop-up notification that appears. Creating Event Bulk Requests User Guide 12

13 This event has now been submitted for approval to the Component SBPM (if the event component is Army National Guard or Army Reserve) or to the ACOM/ASCC/DRU SBPM (if the event component is Active Army). The status will be set to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Notes: For more information on Approving events, see the Strong Bonds Approving Events Quick Start Guide. For more information on Releasing events, see the Strong Bonds Releasing Events Quick Start Guide. You can only submit events for your own component. Click the Cancel button if you wish to cancel submitting an event. You can also click How Events Work in the top-right corner of the Add New Event page to view an infographic that details each step of the event publishing lifecycle. The Total Projected Budget will be automatically calculated and displayed for all selected events. If creating an event as DACH, Component/ACOM/ASCC/DRU SBPM, the Submit button will be replaced with a Create button. DACH or Component SBPM can edit the Projected Budget field. Events whose Projected Budget has been adjusted by DACH/Component SBPM will be marked with a green icon so that other users are aware that this change has been made. When an event attains a Pending Approval by SBPM status, all BDE/State/Region PM users at or above the hosting unit s chain of command will be added to the delegate list. Creating Event Bulk Requests User Guide 13

14 Validating the Events Upon being released by DACH/COMPO, the BDE/State/Regional PM can use the filter sidebar to search for Pending Quarterly Validation events. However, prior to validating the events, the approved users can update the Event Details for an event and ensure that all mandatory fields are updated. To learn how to update the information on the Event Details page, see the Strong Bonds Managing Event Details User Guide. Validating a Single Event Once the Event Details have been updated, you can then Validate the event. To validate a single event: 1. Use the filter sidebar to search for Pending Quarterly Validation events. 2. Click the Menu icon and then do one of the following: Click Edit to update the event s information as shown in the Editing Recalled Events section. Click Event Details. For more information on updating information on the Event Details page, see the Strong Bonds Managing Event Details User Guide. 3. Click the Validate link for the event you wish to re-submit for approval. Creating Event Bulk Requests User Guide 14

15 Notes: The Priority field is a mandatory field when trying to validate an event that is Pending Quarterly Validation. The Priority field completed from the Event Listing page as well as the Event Details page. DACH can edit the start date of an event that has a Pending Resources status. However, the new start date must still be in the same fiscal quarter. If the new start date falls in a different fiscal quarter then the event s status will revert to Pending Quarterly Validation. Component SBPM can also modify the start date of an event with a Pending Resources status. However, this only applies to events from their own component. 4. Click Validate in the pop-up notification that appears. The status will change from Pending Quarterly Validation to Pending Resources until it is approved. While the event has this status, it will be locked for editing. Validating Multiple Events To validate multiple events: 1. Use the filter sidebar to search for Pending Quarterly Validation events. 2. If you wish to first make any changes to the events, select the checkboxes next to events, then click the Edit button. Creating Event Bulk Requests User Guide 15

3. Select the checkboxes next to events, then click the Manage Request(s) drop-down, and click Validate. 4. Click Validate in the pop-up notification that appears.

16 3. Select the checkboxes next to events, then click the Manage Request(s) drop-down, and click Validate. 4. Click Validate in the pop-up notification that appears. The status will change from Pending Quarterly Validation to Pending Resources until it is approved. While the event has this status, it will be locked for editing. Notes: Resources can also be requested from the Event Details page. To learn how to do this, see the Strong Bonds Managing Event Details User Guide. For more information on Event Delegation, see the Strong Bonds Managing Event Details User Guide. If the event component is Active Army, the event is sent to DACH for resources. If the event component is Army Reserve or Army National Guard, the event is sent to the Component SBPM for resources. Events submitted for resources will have a Pending Resources status. Events with a Pending Resources status can only be edited by DACH. For more information on how to approve resources, see the Strong Bonds Resourcing Events Quick Start Guide. If the event(s) is rejected by DACH or Component SBPM, see the Rejected Events section. Creating Event Bulk Requests User Guide 16

17 Once an event is Resourced, you will be able to edit the Start Date of an event until it reaches the Pending AAR status. However, the new Start Date must be in the same Quarter as the original Start Date. DACH can rescind events with a Pending Quarterly Validation status to Pending Approval by SBPM status from the Events Management page. To rescind a single event back to a Pending Approval by SBPM status as DACH, click the Menu icon and select Rescind to revert the status back to Pending Approval by SBPM. To rescind multiple events back to a Pending Approval by SBPM status as DACH, select the checkboxes next to events, click the Manage Request(s) drop-down, and click Rescind. Component SBPM can also rescind single or multiple events from a Pending Quarterly Validation status to Pending Approval by SBPM status. However, this only applies to events from their own component. Creating Event Bulk Requests User Guide 17

Publishing Events Upon being resourced, the events will populate the BDE/State/Regional PM s Event Management page. Publishing an Event To publish an event: 1.

18 Publishing Events Upon being resourced, the events will populate the BDE/State/Regional PM s Event Management page. Publishing an Event To publish an event: 1. Click Event Management in the Strong Bonds menu bar. 2. Use the filter sidebar to search for Resourced events. 3. You must first edit this event, as shown in the Editing Recalled Events section. 4. Click the Menu icon and then do one of the following: Click Edit to update the event s information as shown in the Editing Recalled Events section. Click Event Details. For more information on updating information on the Event Details page, see the Strong Bonds Managing Event Details User Guide. 5. You can also edit multiple events at once by selecting the checkboxes next to events, and click the Edit button. 6. Click the Publish link for the event you wish to publish. Creating Event Bulk Requests User Guide 18

19 You will be redirected to the Event Details page. 7. Click the Publish Event link in the top-right corner of the page. 8. Click Publish Now in the pop-up notification that appears. The event s status will now change from Resourced to Published. Creating Event Bulk Requests User Guide 19

20 Notes: If you wish to make any changes, click the Edit button on the Event Details page. You can only publish one event at a time. DACH can rescind events with a Resourced status to Pending Resources status from the Events Management page. To rescind a single event back to a Pending Resources status as DACH, click the Menu icon and select Rescind to revert the status back to Pending Resources. To rescind multiple events back to a Pending Resources status as DACH, select the checkboxes next to events, click the Manage Request(s) drop-down, and click Rescind. Component SBPM can also rescind single or multiple events from a Resourced status to Pending Resources status. However, this only applies to events from their own component. DACH users can also cancel an event from the Event Details page. Events can only be canceled if the Receipt of Services has not yet been submitted. For more information on how to cancel an event, see Strong Bonds Managing Event Details User Guide. DACH users can also delete an event from the Event Details page. Events can only be deleted if the Receipt of Services has not yet been submitted. For more information on how to cancel an event, see Strong Bonds Managing Event Details User Guide. Creating Event Bulk Requests User Guide 20

21 Recalling Events Once an event has been submitted for approval, the BDE/State/Regional PM can recall the events should he or she decide to make changes before resubmitting for approval. The BDE/State/Regional PM must use the filter sidebar to search for Pending Approval by SBPM events. Recalling a Single Event To recall an event: 1. Use the filter sidebar to search for Pending Approval by SBPM events. 2. Click the Menu icon next to the event you wish to recall, then click Recall. 3. Click Recall Now in the pop-up message that appears. The event s status will now change from Pending Approval by SBPM to Recalled. Recalling Multiple Events To recall multiple events: 1. Use the filter sidebar to search for Pending Approval by SBPM events. Creating Event Bulk Requests User Guide 21

2. Select the checkboxes next to events you wish to recall, then click the Manage Request(s) dropdown, and click Recall. 3. Click Recall Now in the pop-up message that appears.

22 2. Select the checkboxes next to events you wish to recall, then click the Manage Request(s) dropdown, and click Recall. 3. Click Recall Now in the pop-up message that appears. The event s status will now change from Pending Approval by SBPM to Recalled. Editing Recalled Events Editing a Single Recalled Event To edit a recalled event: 1. Use the filter sidebar to search for Recalled events. Creating Event Bulk Requests User Guide 22

2. Click the Menu icon and select Edit from the drop-down. 3. Make the necessary changes, then click the Save button. 4. You may also click the Cancel button to cancel any changes.

23 2. Click the Menu icon and select Edit from the drop-down. 3. Make the necessary changes, then click the Save button. 4. You may also click the Cancel button to cancel any changes. Editing Multiple Recalled Events To edit multiple recalled events: 1. Use the filter sidebar to search for Recalled events, as shown in the previous section. 2. Select the checkboxes next to events you wish to recall, then click the Edit button. Creating Event Bulk Requests User Guide 23

24 3. Make the necessary changes, then click the Save button. 4. You may also click the Cancel button to cancel any changes. Re-submitting a Recalled Event for Approval Re-submitting a Single Event To re-submit an event for approval: 1. Use the filter sidebar to search for Recalled events. 2. Click the Submit link for the Recalled event you wish to re-submit for approval. 3. Click Submit Now in the pop-up notification that appears. The status will change from Recalled to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Creating Event Bulk Requests User Guide 24

25 Re-submitting Multiple Events To re-submit multiple events for approval: 1. Use the filter sidebar to search for Recalled events. 2. Select the checkboxes next to events you wish to re-submit, then click the Manage Request(s) drop-down, and click Submit. 3. Click Submit Now in the pop-up notification that appears. The status will change from Recalled to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Deleting a Recalled Event Deleting a Single Event To delete an event for approval: 1. Use the filter sidebar to search for Recalled events. 2. Click the Menu icon and then do one of the following: Click Edit to update the event s information as shown in the Editing Recalled Events section. Click Event Details. For more information on updating information on the Event Details page, see the Strong Bonds Managing Event Details User Guide. Creating Event Bulk Requests User Guide 25

26 3. Click the Menu icon next to the event you wish to recall, then click Delete. 4. Click Delete Now in the pop-up notification that appears. Deleting Multiple Events To delete multiple events for approval: 1. Use the filter sidebar to search for Recalled events. 2. Select the checkboxes next to events you wish to delete, then click the Manage Request(s) dropdown, and click Delete. Creating Event Bulk Requests User Guide 26

27 3. Click Delete Now in the pop-up notification that appears. Recalling Events to Pending Quarterly Validation Once an event has been submitted for resources, the BDE/State/Regional PM can recall the events should he or she decide to make changes before re-submitting the event again for resources. The BDE/State/Regional PM must use the filter sidebar to search for Pending Resources events. Recalling a Single Event to Pending Quarterly Validation To recall an event to Pending Quarterly Validation: 1. Use the filter sidebar to search for Pending Resources events. 2. Click the Menu icon and click Event Details if you wish to update any of the information on the Event Details page. For more information on updating the Event Details page, see the Strong Bonds Managing Event Details User Guide. 3. Click the Menu icon and then click Recall to Pending Quarterly Validation. Creating Event Bulk Requests User Guide 27

4. Click Recall Now in the pop-up message that appears. The event s status will now change from Pending Resourced to Pending Quarterly Validation.

28 4. Click Recall Now in the pop-up message that appears. The event s status will now change from Pending Resourced to Pending Quarterly Validation. Recalling Multiple Events to Pending Quarterly Validation To recall multiple events to Pending Quarterly Validation: 1. Use the filter sidebar to search for Pending Resources events. 2. Select the checkboxes next to events, then click the Manage Request(s) drop-down, and click Recall to Pending Quarterly Validation. 3. Click Recall Now in the pop-up message that appears. The event s status will now change from Pending Resourced to Pending Quarterly Validation. Creating Event Bulk Requests User Guide 28

29 Rejected Events The DACH or Component SBPM may reject an event for several reasons, such as the projected budget is too high. If an event is rejected, Strong Bonds generates an automatic to the BDE/State/Regional PM, notifying them of the rejection along with the reasons. The rejected events will have a Rejected status and can be filtered by the BDE/State/Regional PM on the Event Management page. At this point, the BDE/State/Regional PM may decide to edit the rejected event so that it can be resubmitted for approval. Resubmitting a Single Rejected Event To resubmit a rejected event: 1. Click Event Management in the Strong Bonds menu bar. 2. Use the filter sidebar to search for Rejected events. 3. Click the Menu icon and then do one of the following: Click Edit to update the event s information as shown in the Editing Recalled Events section. Click Event Details. For more information on updating information on the Event Details page, see the Strong Bonds Managing Event Details User Guide. 4. Click the Resubmit link for the event you wish to re-submit. 5. Click Submit Now in the pop-up notification that appears. Creating Event Bulk Requests User Guide 29

The status will change from Rejected to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing.

30 The status will change from Rejected to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Resubmitting Multiple Rejected Events To resubmit more than one event: 1. Use the filter sidebar to search for Rejected events. 2. Select the checkboxes next to events you wish to resubmit, then click the Manage Request(s) drop-down, and click Resubmit. 3. Click Submit Now in the pop-up message that appears. The status will change from Rejected to Pending Approval by SBPM until it is approved. While the event is awaiting approval, it will be locked for editing. Creating Event Bulk Requests User Guide 30

31 Event Delegation All users with access to the Event Delegation page can assign permission to another user(s) to manage multiple events. This can be done during all statuses of the event, from Pending Approval by SBPM to Pending AAR. For more information on Event Delegation, see the Strong Bonds Managing Event Details User Guide. To resubmit more than one event: 1. Select the checkboxes next to events you wish to delegate a user(s) to. 2. Click the Manage Request(s) drop-down, and click Delegate Users. The Add Users to Event(s) window appears. Creating Event Bulk Requests User Guide 31

32 3. Locate the appropriate user(s) using the following criteria in the left filter sidebar: Field Name Search by Name or Component Unit or Command State Country User Role Action/Input Type the name or the of the user(s) you are searching for. Select the appropriate component(s) from the drop-down. Note: this field is set to your component by default. Click the Select Unit/Command button to select a Unit or Command. Select a state(s) from the drop-down. Select the country from the drop-down. If you select a country besides the USA, then the State field will automatically populate with the appropriate region i.e. AA: Army Forces of the Americas, AE: Army Europe and AP: Army Pacific. Note: this field is set to your component by default. Select the user role(s) from the drop-down. 4. Click Search once you have selected your criteria. Creating Event Bulk Requests User Guide 32

33 Users matching your criteria will appear. Note that the event owner(s) will be highlighted in green. 5. Select the checkbox(es) next to the users you wish to assign to the events, then click the Add User(s) button. A pop-up message will appear in the bottom-right corner of the page, informing you that the users have been delegated to the selected events. Creating Event Bulk Requests User Guide 33

34 Note: If you are the event creator, event owner, the SBPM for the same component or DACH, you also have the option of assigning an event owner. To do so, repeat steps 1-4 of this section and in the Add Users/Owner to Event(s) window that appears, click Make Owner. Creating Event Bulk Requests User Guide 34

35 Next Steps Congratulations! You have completed the Strong Bonds Creating Event Bulk Requests User Guide. For more information on Strong Bonds, please visit the Strong Bonds Learning Center. Contact Us Your feedback is important to us. If you have any questions or comments related to this guide, please contact the Strong Bonds Helpdesk available at Creating Event Bulk Requests User Guide 35

36 Index A ACOM/ASCC/DRU SBPM... 6 B BDE/State/Region PM... 6 C cancel component SBPM... 6 contact D delete E estimated number event... 6 event delegation event owner events F creators filter... 6, 32 P pending resources... 6 permission S status Pending Approval by SBPM... 6 Pending Quarterly Validation... 6 Pending Release by DACH/COMPO... 6 recalled... 6 rejected... 6, 9 resourced... 6 T tab Pending Quarterly Validation... 14, 15, 22 Creating Event Bulk Requests User Guide 36

Managing Event Details

Managing Event Details User Guide Version 2.2 March 9, 2018 Strong Bonds Table of Contents About This Guide 3 Benefits of Using Strong Bonds to Edit and Delete Events 3 Who Should Use This Guide 3 How