SMS Training To Access SMS go type in: www.ccga-ca.com Then click on Login Use the User name that was emailed to you and the password you created on your profile, your user name is shown as: System userid Once you are logged in you can access your Dashboard 1
Dashboard The dashboard is designed to make it easier to find the items that are used most. To get to the dashboard click on the SMS Menu at the top of the page. From the dashboard you can; - Access your own profile - Submit any of the forms, including stand by times, claims, certifications, etc. - See recent forms that you have submitted that are pending a sign off - See if there are any incomplete forms that require further action - View your recent Activity Updating your photo 1. Click on the tab that shows your name and select edit from the menu that appears 2. To change your photo click the general tab Scroll to the bottom, click choose file, then select the file from your computer, phone etc. The file must be in JPG, GIF or PNG only, otherwise, it won t let you upload them. 3. Hit the update button at the bottom of the page. 2
Changing your address, phone #, email address 1. Click on the tab that shows your name and select edit from the menu that appears 2. To change your photo click the general tab, then click on your name Your User Profile screen should now appear (also accessible by clicking on your System Userid when you log in) 3. Click Edit 3
4. Make necessary changes, ALWAYS IMPORTANT TO KEEP YOUR EMERGENCY CONTACT INFO UP TO DATE 5. Scroll to and hit any of the update buttons 6. Back at the top of the page click SMS Menu 7. Then Dashboard, that will get you back to your dashboard page Submitting Expense Claims through SMS (any member) For example, if putting a claim through for expenses for something like a course, the Boat Show etc. 1. Under My Forms, click on Claims 2. Then click Ontario Travel if the events, activities, meetings, etc are in Ontario. This will give us the Ontario Rates for reimbursement. 3. Then fill the form out accordingly, you want to be sure that the Start date/time and the End date/time are the times you left home and returned home. This will help determine meal allowances, as outlined in the Regulations Make sure to include the tasking number where it says Patrol/EAN #. 4. If there are additional expenses (not meals or kms) you must upload a copy of the receipt to the claim i.e.: parking, GO Train, receipts for course costs, cost of courses. 5. To enter any receipts/ additional expenses that go with the claim you manually enter the amount where is says other expenses. 4
6. You must scan the receipts for these in. To scan a document go to the attachment section below and hit browse, choose the appropriate file from you documents. Note these items CANNOT be uploaded in pdf format. Must be in JPG, GIF or PNG only, otherwise, it won t let you upload them. 7. If you are missing something and have to come back to it later, click SAVE ONLY. Otherwise hit Mark Complete. 8. Wait for screen to load & review for accuracy 9. Then Authorize as CCGA Member by hitting authorize button ALL Expense claims are to be submitted within thirty (30) calendar days of the event. Any expenses that occur within the final month of the fiscal year (March) should be submitted before March 31 so they can be charged to the current fiscal year. Later claims must be justified and will need to be reviewed by CCGA Executive for possible payment. Once approved a cheque is generally issued within 45 days. SMS will send an email notification to the originator once the claim has been approved and closed with the TSK # noted at the bottom. 5
Certifications 1. On your Dashboard Screen, under my forms click Certification 2. Then click on the appropriate Certification you are trying to upload and fill the form out accordingly. 3. You must scan the certification in. To scan a document go to the attachment section below and hit browse, choose the appropriate file from you documents. Note these items CANNOT be uploaded in pdf format. Must be in JPG, GIF or PNG only, otherwise, it won t let you upload them. 4. If you are missing something and have to come back to it later, click SAVE ONLY. Otherwise hit Mark Complete. 5. Wait for screen to load & review for accuracy 6. Then Authorize as CCGA Member by hitting authorize button (same as when you do a claim) 6
Tracking Volunteer Hours Volunteer hours for Tax Credits, should be input into SMS by Dec 31 st to ensure that a tax credit will be issued to you, if applicable, when they are run in the New Year. See SAR Tax Credit Policy (copy enclosed) for eligibility; or access in the Document Library To Track volunteer hours that are not On Call, Training, Course or SAR Incidents we use the Activity Form. 1. From the dashboard select the activity form button under the my forms heading. 2. There are currently many different types of activities. Pick the type of activity. 3. Make sure form is fully completed. Mark it complete by checking the box at the bottom of the form. 4. Hit update. The activity form is for authorized CCGA activity only and must include the assigned TSK#. Entering On Call/ Standby Time Navigate to your Dashboard. This can be achieved by clicking on SMS Menu at the top of the browser once logged in. From the Dashboard the Standby Time form can be found under the My Forms heading on the left hand side of the screen. Click on the Standby Time button. This will bring you to the form. The form only requires you to enter a start and end time. Once you have entered those times click on the Mark Complete button. The form will then go to the pending standby time for your unit leader to approve. If you were on call 24/7 for a period of time you may enter that in one form keeping in mind that the system only allows for a maximum of 1000 hours per entry. Any time there is a break in your availability a new form will need to be completed. The form was designed to have each member enter their own time. 7
Other areas of note: On your home screen, the ribbon at the top gives you access to things like: Document library, where you can access things like Newsletters, Membership applications, uniform guidelines, tax policies, ETC. UL s have access to more docs Kit Shop is where you go to order CCGA items, this will take you to the website for Drouin, who is our Supplier in Quebec. Retired Members lists Members that had been approved for retirement status Photo Gallery Photos from events, meetings, training exercises within our Region Regional Contacts Lists of our Executive, Board of Directions, Regional Managers and Training Coordinators 8
UNIT LEADERS/MANAGING THE UNIT Dashboard The dashboard is designed to make it easier to find the items that are used most. To get to the dashboard click on the SMS Menu at the top of the page. From the dashboard you can; - Access personnel within the unit or your own personnel profile. - Submit any of the forms, including stand by times, claims, certifications, etc. - View unit reports such as pending items, person list and personnel status. - See recent forms that you have submitted that are pending a sign off - See if there are any incomplete forms that require further action. - View your recent Activity Vessel Information Marking a Vessel In/ Out of Service for the Season This is the responsibility of the unit leader. 1. Click on the unit tab. Under the Administration heading click on assets. A listing of all vessels for your unit will come up at the bottom of the page. 2. If you are marking the vessel in service for the season, click the mark in service button. Please make sure all emergency contact for the unit appears to the left and are correct. 3. If you are marking the vessel out of service for the season, click the mark out of service button. 4. A pop up box will appear to enter times/dates of when the vessel is planned to be put out of service and when it is expected to return to service. 9
Updating Contact or Equipment Details for the Vessel To update the contact information or equipment aboard the vessel click on the unit tab. Then select assets from that menu. Choose the appropriate tab for the details you would like to edit, make sure to hit the update button at the bottom of the page once you are done. Make sure the address is correct for the vessel owner address as this is where SMS will pull that information from for payment when you submit an on water training report or incident report. Unit Overview Contact Information for the Unit It is the responsibility of the unit leader to insure all contact details on the unit overview page are kept up to date. 1. Starting from your dashboard click on the units tab. 2. Select edit unit under the Administration heading. 3. Make the necessary changes to the unit contact information. 4. Hit the update button at the bottom of the page. It is important to keep the primary and secondary notification emails addresses up to date as this is where the SMS pulls that information from when notifying the UL that a form has been submitted for the unit. Editing a Members Profile For unit leaders that need to change a member s contact details follow these steps. 1. Starting from your dashboard select the member from the view person list. 2. Click on the tab that now says that members name and select edit from the menu that appears. 3. Click on the contact tab. 4. Make the necessary changes to their contact information. 5. Hit the update button at the bottom of the page. 10
For from this area you can also manage the member s role within the unit by selecting the roles tab, selecting the appropriate role and hit the update button at the bottom of the page. Inputting Qualifications For unit leaders that are updating certifications for members of your unit. 1. Starting from your dashboard select the member from the view person list. 2. Click on the name of the member that you are updating the certification for. 3. Click the tab that now says their name. 4. Under the Forms heading click on cert form. 5. Pick which type of certification it is from the list. 6. Complete all fields. You must attach a photo for us to approve/verify the cert/qualification and have it showing as a current Cert. 7. Hit the update button. The page will load to the cert that you just entered showing your attachment. 8. You need to review all information that was put in for the cert, if it is all correct scroll down to the bottom of the form to the signoff. Make sure it says CCGA Member under authorize as section. 9. Hit the authorize button. If you have made an error the system will display the error at the top of the form and its status will remain in open status. Open status means that is an incomplete form and has not been submitted. Unit Reports Personnel List The person list can be used as a tool to gather contact information on the members of your unit. To get to the person list from the dashboard just click on the personnel list button. 11
Personnel Status The personnel status report can be used to keep track of sea time for mission and training, and current certifications in the system for each member of the unit. To get to the personnel status report from the dashboard just click on the personnel status button. Pending Items The pending items report can be used to see any forms that have been submitted by the unit and what their current status is within the workflow (sign off process). To get to the pending items area just click the pending items button from the dashboard page. Open status means that is an incomplete form and has not been submitted or has been rejected. If a form is pending the unit level/leader click the view button beside the report. Review the information is correct and scroll to the bottom of the page and hit the Authorize button. If the report contains error, you will need to reject/reopen the form and provide details on the information that needs to be amended. Rejected Items When a form is rejected it means that it has been reopened for the originator to make corrections or it is not an approved activity. When an item is rejected the SMS will send an automated email to the originator of the form. The form will either need to be amended as per the note at the bottom for the reason why it was rejected or be deleted. Reviewing Closed Reports/Forms To review any of the forms that have been closed (completed) in the SMS you will need to click on the unit tab at the top. Under the operations heading choose the type of form that was completed for example SAR Missions and select a date range. This will bring up a list of SAR Missions submitted for the unit. You can select multiple form types to view them as one list. 12
Request for a Tasking Number for Authorized CCGA Activity Only the unit leader should be putting in a request for a tasking number for an upcoming event/training. Prior to submitting this form the UL should know possible attendees and budget required. It would be ideal for this form to be completed at least 2 weeks prior to the event/training as there are a few sign offs required before you get your TSK # 1. From the dashboard click on the Request Form button. 2. Choose the appropriate request form. 3. Make sure the form is fully completed. Mark it complete by checking the box at the bottom of the form. 4. Hit update. This form will be approved by the District Director first and then go to CCG for the tasking number. All CCGA activity must have a tasking number for insurance purposes. If you do not have a tasking number you are not authorized by CCGA to do the training/event. SMS will send an email notification to the originator once the claim has been approved and closed with the TSK # noted at the bottom. Tracking Volunteer Hours Volunteer hours for Tax Credits, should be input into SMS by Dec 31 st to ensure that a tax credit will be issued to you, if applicable, when they are run in the New Year. To Track volunteer hours that are not On Call, Training, Course or SAR Incidents we use the Activity Form. 1. From the dashboard select the activity form button under the my forms heading. 2. There are currently many different types of activities. Pick the type of activity. 3. Make sure form is fully completed. Mark it complete by checking the box at the bottom of the form. 4. Hit update. 13
The activity form is for authorized CCGA activity only and must include the assigned TSK#. Submitting Incident Reports through SMS 1. From the dashboard select SAR Mission Form 2. Complete all required info. 3. Mark it complete by checking the box at the bottom of the form. 4. Hit update. 5. Wait for screen to load. Review all information for accuracy. 6. Authorize as Coxswain by hitting the authorize button. 7. The form then goes through CCGA C&A internal workflow process to verify accuracy on time etc. If there are non- CCGA members aboard your vessel on the tasking please list them (first and last name) in the description box. If there was a collision/wreck or injury that occurred during the incident you are required to fill out the Collision wreck injury form. This form can be found in the document library and should be uploaded to the incident report prior to submission. Training / Courses On Water Training All on water training activities (Phase 1 / Phase 2 Courses and regular crew training) are submitted using the Training Exercise form. The form can be accessed from the dashboard. This is the responsibility of the Unit Leader. If it is a Phase 1 /2 Course he/she must add the instructors that were on board. Phase 1 /2 Theory Training The theory (classroom) portion of the Phase 1 / 2 Courses gets entered into the SMS by the instructor once all the in class course content is completed. It is submitted using the Course form, which can be accessed from the dashboard. 14
Classroom Training Any authorized classroom training that is not part of the P1/P2 course is entered into the SMS using the Classroom form which can also be accessed through the dashboard. Phase 1 / Phase 2 Course Requests There are a few different request types for the P1/P2 Courses. There are separate requests for both theory and practical portions of the course and one for the training manuals/ supplies. A request for authorization on the theory portion of the course should be submitted prior to the request for the manuals/supplies. When entering the request for the manuals please submit it well in advance as they are being shipped from Toronto. Entering On Call/ Standby Time Navigate to your Dashboard. This can be achieved by clicking on SMS Menu at the top of the browser once logged in. From the Dashboard the Standby Time form can be found under the My Forms heading on the left hand side of the screen. Click on the Standby Time button. This will bring you to the form. The form only requires you to enter a start and end time. Once you have entered those times click on the Mark Complete button. The form will then go to the pending standby time for your unit leader to approve. If you were on call 24/7 for a period of time you may enter that in one form keeping in mind that the system only allows for a maximum of 1000 hours per entry. Any time there is a break in your availability a new form will need to be completed. The form was designed to have each member enter their own time, however if the Unit Leader needs to enter the time for his/her members they may do so by following the steps above and changing the name on the form by selecting the members name from the drop at the top of the form where it says their name. 15
Approval of Standby Time Unit Leaders To approve Standby Time submitted by members of your unit click on the tab at the top that says your unit s name. Select pending standby time under the Operations heading. This will bring up a list of all pending standby time for the unit. Check off the box beside each time and hit approve at the bottom of the page. To view entries previously made or approved click on the tab at the top that says your unit s name and select standby time under the Operations heading. 16