![](media/image1.png){width="1.3333333333333333in" height="1.375in"}

M O D U L E 4

> TRAINING LOGISTICS

**Overview**

> The training function of IQCS has been designed to simplify the
> logistics related to scheduling course sessions and conducting and
> recording the results of course sessions. This includes functions for
> selecting cadre, facilities, equipment, materials, and supplies for
> each training session; enrolling selected employees to course
> sessions; developing tent cards and/or name tags and certificates;
> generating letters, and documenting the results of training.
>
> The advantage of using session administration is that course
> completion will be credited to the employee's competencies and
> training record concurrently. This eliminates the need for the account
> manager to manually input the course completion credit.

**Objectives**

By the end of this module, you will be able to:

-   Create a training course session.

-   Select cadre, facilities, equipment, supplies, expense type, and
    modify an agenda.

-   Enroll students.

-   Develop and update a training roster.

-   Add training to an employee's training record.

-   Review an employee's training record and training competencies.

-   Complete a course session.

-   Record results.

-   Run training roster report for a single course.

-   Run tent cards, name tags, and certificates for a session.

-   Run session address labels report for a session.

-   Run letters for a session.

-   Review, edit, and run the course cost report.

**Roles**

> The following roles will participate in the activities described in
> this module:

-   Account Manager

-   Training Officer

-   Training Coordinator

**Activity Overview -- Create Course Session**

All NWCG courses and many agency specific courses are loaded in the
Course Table in IQCS. Information specific for each course, as described
in the Field Managers' Course Guide, is also held in the course table.
In order to use IQCS session management a course has to be defined on
the course table. To request a course be added to the course table, see
the IQCS web page. You can view the course table at Enterprise
Learning\>Define Course Details\>Courses (only the IQCS staff can make
changes to the course table).

The training officer or course coordinator will schedule a course
session in IQCS by adding a course session, enrolling the students, and
completing the session. When a course session is complete, course
information is applied to the employee's training records and
competencies are awarded.

In IQCS all training functions are under Enterprise Learning on the
menu.

Course Sessions can be used to manage all levels of courses from
national to local.

The account manager can rapidly apply the competencies for a group who
has completed any given training.

**Instructions**

1.  Navigate to **Enterprise Learning\>Define Course Session \>Course
    Sessions** and click on **Add New Value** tab.

2.  Type in the course code without a hyphen (e.g., S230) or click the
    magnifying glass to return a search list of all courses.

Course codes at the course table and session pages do not have hyphens
due to a restriction in field length as delivered by PeopleSoft. To view
the course table navigate to Enterprise Learning\>Define Course Cost
Details\>Courses. In the course code field type "S" for suppression
skill courses, "I" for ICS courses, etc... See the IQCS web page for
instructions to request additions to the course table.
![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

3.  Click on "Add" button. The system will generate the course session
    number automatically.

Session numbers are associated with start and end dates to make these
values unique. **Do not reuse completed sessions.** A Session Number
will be assigned by the system once you click 'Save.' Users should note
the session number assigned for future
use.![](media/image2.jpeg){width="0.3958333333333333in"
height="0.31875in"}

**Note:** The 'Course Status: Active' denotes an active course. An
inactive course is one that is no longer in use, such as a course that
has been significantly revised or given a new number by NWCG (e.g.,
XS271-Helispot Manager). You cannot create a session for an inactive
course. The 'Course Status: Active' **does not** refer to the course
session status.

![](media/image3.jpeg){width="5.251388888888889in"
height="4.339583333333334in"}

4.  Accept ![](media/image4.png){width="0.9270833333333334in"
    height="0.25in"} in 'Session Status' field when you create a new
    session. Students can only be enrolled in "Active" sessions. When
    the course session is completed, IQCS automatically updates data for
    each enrollee. ![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

5.  Accept the ![](media/image6.png){width="0.1763888888888889in"
    height="0.17708333333333334in"} check in the "Session
    Administration" box.

When selected, IQCS administers the course session. If you uncheck this
box you will not be able to enroll students from the IQCS accounts nor
will competency records or training records be updated.
![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

6.  Check the Nomination Workflow box if you desire to use the training
    nomination process in IQCS for this course session.

> Nomination Workflow -- The process by which IQCS manages your course
> session. Students can be nominated to your course by checking this box
> indicating the session is included as a choice in the nomination
> workflow. If not checked the session will not show up in the courses
> an employee can be nominated for.\
> Example 1 = Check on for a course offered by a Geographic Training
> Center.\
> Example 2 = Do NOT check for a local Refresher course.

7.  Enter the "Start Date" and "End Date" for the session by typing in
    the date or using the calendar
    look-up![](media/image7.png){width="0.1875in" height="0.1875in"}.

8.  Leave Rescheduled box blank.

Check the 'Rescheduled' box only if you change session information, such
as dates or times, so you know you have made changes to the original
information. When you select this check box and save the page, the
system changes the letter code in the student training record to *RSC*
(reschedule). ![](media/image2.jpeg){width="0.3958333333333333in"
height="0.31875in"}

9.  Within Area box indicates the intent to have courses taught to the
    local area students. This information is available on the C-110
    report.

10. Type/Enter Start Time and End Time.

> If you change the date or time of the session after your initial save,
> you will have to change the date and time on both the 'Session
> Information' tab and on the 'Location/Instructor' tab. If you do not
> change the date and time in both places you will get a 'Cut Session'
> error message. For more information on cut sessions, click on
> Help.![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

11. The "Duration" is automatically populated from the course table and
    is editable. The "Duration Unit" defaults to Hour which is the most
    commonly used value but can be changed to other units of measure.

12. Enter the values "Min Students/Session" and "Max Students/Session"
    that fit your session. The values of "1" and "999" have been set at
    the course table in order to give the most flexibility to the
    system.

When the nomination process is used in IQCS the system will
automatically waitlist students who have been selected, but exceed the
"Max Students/Session" number. When the course session enrollment is
used the following warning will appear. *Warning - The number of
students enrolled in this session exceeds the maximum number of students
specified for the session on the Course Session Table. This is a warning
message only*. You will NOT get this message using Rapid Session
enrollment or Course Session Enrollment.
![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

If appropriate, remove some students from the session or change the
session maximum. To change the session maximum, use the Course Session
Table pages. To drop students from the session, use the Course
Enrollment or Rapid Session Administration.

13. Use 'Vendor ID' when a vendor puts on a course. Vendor ID's are
    stored in the vendor table. (Instructions for adding to the Vendor
    Table can be found in Module 11.)

14. Look-up and select the 'Course Coordinator ID' or type in the
    EmplID. This search will return all the employees in IQCS. Narrow
    your search using at least Last Name, and the Department Setid.

> When the Nomination Workflow Checkbox is checked, the only individuals
> who will be available as Course Coordinators are IQCS users with one
> or more of the following roles: Training Officer, Training
> Coordinator, Nomination Coordinator, Supervisor, FMO/AFMO.
> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

15. Select the level of your course in "Course Offer Level": Geographic
    Area, Local, or National.

16. Enter the Unit ID of the office sponsoring the Training in 'Sponsor
    Unit ID' field. The Unit ID lookup will return all Unit IDs. Narrow
    your search by typing the state code in the 'Unit ID begins with.'

17. Enter/Lookup![](media/image8.png){width="0.17708333333333334in"
    height="0.1875in"} 'Nomination Deadline Date' and 'Nomination
    Notification Date' when a session goes through the nomination
    process.

18. Enter/Look up 'Pre-work Due Date' when the session has pre-work
    required.

> IQCS applies security to session management. Only those individuals
> with designated access will be able to make changes to session data,
> including enrollment, dates, and session completion. These individuals
> are: session creator, course coordinator, and those identified under
> authorized session
> access.![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> ![](media/image9.png){width="5.489583333333333in"
> height="2.1347222222222224in"}

19. Authorized Session Access -- Group ID (this will be explained in the
    next activity). Individuals identified to have session access can be
    entered individually using the EmplID field.

20. Click ![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}button at lower left of screen.

**Note:** The session number is now assigned by the system; record this
number for later
reference.![](media/image2.jpeg){width="0.3958333333333333in"
height="0.31875in"}

Instructions for completing the course session are explained on the
following pages. At this time, it is recommended you select instructors
to track instructor history. In addition, defining your training
facility will enhance the training selection letters and searches for
your sessions.

> **Set up a Course Session Security Group**

1.  Navigate to Enterprise Learning\>Define Course Sessions\>Course
    Session Security Group.

2.  Search for your group or go to the 'Add a New Value' tab to add your
    group.

3.  The Group ID field is 6 characters long and should be defined by the
    user.

![](media/image11.jpeg){width="5.372222222222222in"
height="1.6333333333333333in"}

4.  Once the Group is defined -- add the group members.

> ![](media/image12.jpeg){width="5.616666666666666in"
> height="1.6819444444444445in"}

5.  Now the group is available to be added to the course session. Enter
    your 'Group ID' in the field and click on "Populate from Group". The
    group members will be added to the session. The user can add or
    delete by clicking the +/- symbols.

![](media/image13.jpeg){width="5.615972222222222in"
height="1.9979166666666666in"}

![](media/image14.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now scheduled a training session.

**Exercise 4-1 -- Create Course Session (S-130)**

Enter the following data into the system using the instruction set
above.

Activity: Schedule Training

In this exercise you will set up a session occurring in the past so
future exercises in this unit will show the results of completing a
session. The dates are irrelevant as long as the start and end dates are
prior to **today's date** (steps 11 and 12). The course S-130 is
typically 32 hours (4 days) long.

> **Step Action Input**

  --------- -------------------------------------------- ---------------------
  **1.**    Navigate to **Enterprise Learning\>Define    
            Course Sessions \> Course Sessions**         

  **2.**    Click on "Add New Value" page.               

  **3.**    Click in Look Up "Course Code" box           

  **4.**    Enter "Course Code" curriculum letter        S

  **5.**    Click "Look Up" button                       

  **6.**    Click on "Course"                            S130

  **7.**    Click on "Add" button                        

  **8.**    Session Status                               Accept default

  **9.**    'Session Administration' box                 Accept default

  **10.**   Start Date -- In training we use a prior     Prior to today's date
            date so you can see the results of           
            completing a session.                        

  **11.**   End Date                                     Step 10 date + 4

  **12.**   "Nomination Workflow" box                    Blank

  **13.**   "Rescheduled" box                            Blank

  **14.**   "Within Area" box                            Check

  **15.**   Start Time                                   0800

  **16.**   End Time                                     1700

  **17.**   Duration                                     Accept default

  **18.**   Duration Unit                                Accept default

  **19.**   Min Students/Session                         1

  **20.**   Max Students/Session -- (this step is        24
            required in order to select a training room  
            in a later exercise)                         

  **21.**   Vendor ID                                    Skip

  **22.**   Enter Course Coordinator ID for Christine    **Reference handout
            Coordinator.                                 sheet**

  **23.**   Course Offer Level                           Local

  **24.**   Unit ID                                      **Reference handout
                                                         sheet**

  **25.**   Nomination Deadline Date                     Skip

  **26.**   Nomination Notification Date                 Skip

  **27.**   Pre-work Due Date                            Skip

  **28.**   Click in Look Up "Group ID" and Select       TRAIN

  **29.**   Click "Populate List From Group"             

  **30.**   Click "Save" button at lower left of screen. 

  **31.**   **Write down Session ID Number**             
  --------- -------------------------------------------- ---------------------

**Exercise 4-1 Proficiency Questions**

1.  What is the difference between a course and a course session in
    IQCS?

2.  To set up a course session, what information do you need?

3.  Who will be allowed to make changes to course session data,
    including enrollment, dates, and completion?

**Activity Overview -- Select Cadre, Facilities, Equipment, Supplies,
and Expense Type**

In this activity we will cover how to select Cadre, Facilities,
Equipment, Supplies, and Expense Type.

Cut Sessions: The PeopleSoft software has a complex Enterprise Learning
architecture. One feature of this is defining each hour of your training
and creating what Peoplesoft calls "Cut Sessions" (e.g., Unit 1 could
run from 0800-1130, Unit 2 could run from 1230-1430, Unit 3 could run
from 1445-1600, etc). You could then also define specific training rooms
and instructors for each cut. Currently, IQCS is not teaching the use of
cut sessions but more information can be found by reading the PeopleSoft
delivered assistance by clicking on the "Help" hyperlink in the upper
right hand side of the screen.

**Instructions**

1.  In the **Course Session** component, go to **Location, Instructor**
    tab. If you are not already there the navigation is **Enterprise
    Learning\>Define Course Sessions\>Course Sessions**, look up your
    session and click on the Location/Instructor tab.

![](media/image15.png){width="6.247916666666667in"
height="3.379166666666667in"}

2.  Go to the Training Location title bar.

3.  Look up and Select Facility where the training will be held.
    Facility Name will appear in block next to the Facility Code. For
    facility contact information click on blue "Training Facility
    Address". This information is held on the Facility table (adding
    Facilities to the Facilities table is detailed in the Training
    Administration module).

4.  Click on blue Select Training Room, select Training Room window will
    come up. Select the room where the training will be held. (**Note:**
    Only the training rooms with adequate seating will appear in the
    list.)![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

5.  Select the appropriate training room; this information will be
    included in the student acceptance letter.

6.  Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}. The page will return to Location,
    Instructor tab.

7.  Go to the Instructor title bar.

8.  If the instructor is from a vendor, select the vendor ID otherwise
    skip 'Vendor.' (Instructions to add to the Vendor table are located
    in the Training Administration module.)

9.  In the Instructor Section, click on blue 'Select Instructor' at the
    bottom of the page. Instructor Availability page will appear. Only
    instructors who are qualified and available will be listed to select
    from.

> ![](media/image17.jpeg){width="4.486614173228347in"
> height="4.121653543307087in"}

10. To search for an instructor enter the instructor's EmplID, level in
    which they are teaching (unit or lead), last name, first name, or
    vendor ID.

11. To select Instructor click on their name. Only one instructor can be
    selected at a time.

12. Click the ![](media/image18.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} to add more instructors to the
    session (the type of instructor, lead or unit, is designated on the
    Instructor Table but can be edited at this location). Adding
    instructors who do not appear in the Instructor Table is explained
    in the Training Administration module.

![](media/image19.jpeg){width="5.120138888888889in"
height="1.0416666666666667in"}

> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.3229166666666667in"}Upon completion of course, listed
> instructors will be given credit in the "Instructor History" pages.
> (**NOTE:** Once an instructor is selected for a session, they are not
> available for other sessions during that time period.)

13. Click on the Equipment tab.

> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.3229166666666667in"}The information on this tab is for your
> convenience only. Information in the 'Fixed Equipment Materials' block
> is defined on the Facilities table and cannot be edited. The
> information in the 'Session Equipment Materials' block is defined on
> the course table and can be edited when you are in the 'Create Course
> Session' mode.
>
> ![](media/image20.png){width="5.502083333333333in"
> height="3.689583333333333in"}

14. Observe information listed under the title bar "Training Room
    Equipment", Start Date, Facility, and Room Code fields are populated
    from the Location/Instructor
    tab.![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

15. Click on the blue Training Facility Equipment link and the Facility
    Equipment/Materials available at that training facility will appear.
    This information is defined on the Facilities Table.

> ![](media/image21.png){width="5.1125in" height="2.626388888888889in"}

16. Click on the yellow Return button at the bottom of the page. This
    will return you to the Equipment tab of the course session.

17. Under the title bar "Fixed Equipment Materials" you can view the
    fixed equipment available in that training room.

18. If applicable, "Session Equipment Materials" will contain a list of
    materials required based on the course.

19. To add materials, Look up/select Equipment Code. Enter quantity and
    the unit cost to reflect what is needed for the session based on
    student count, etc...

20. Click on the ![](media/image18.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} to add more materials.

21. Click on Expense tab.

22. Look up/Select the type of cost.

> ![](media/image22.png){width="3.8645833333333335in"
> height="2.46875in"}
>
> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.3229166666666667in"}Expense type entered here allows for
> tracking these costs in Course Session Costs. Choosing 'Tuition'
> activates the fund obligation section (Page 2), of the NWCG nomination
> form.
>
> Course Session Costs are different than tuition. Session costs are
> specific costs for that course session. Tuition is a cost to the
> student. When you run the cost report you should see that amount as
> incoming dollars. The cost of instructor per diem, however, is an
> outgoing cost and should be reflected in the total cost of the course.
> You can have only one line for Instructor Travel and Per Diem which
> must reflect total Instructor cost. If an Instructor charges for
> teaching, this cost is defined on the Instructor Table.

![](media/image14.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

> You have now selected a Cadre, Facilities, Equipment, and Supplies.

**Exercise 4-2 -- Select Cadre**

> **NOTE:** Be sure to use the training room and instructor referenced
> on your hand out sheet. If you select a different instructor or
> training room, they will not be available for your classmate to use.
>
> **Step Action Input**

  -------- ------------------------------------------------------ ----------------
           **Facilities**                                         

  **1.**   Go to Location, Instructor tab                         

  **2.**   Facility                                               GBTR

  **3.**   Click on blue "Training Facility Address"              

  **4.**   Click on OK button                                     

  **6.**   Select the "Select Training Room" Link                 **Reference
                                                                  handout sheet**

  **7.**   Click OK                                               

           **Cadre**                                              

  **8.**   Vendor                                                 Skip

  **9.**   Click on                                               **Reference
           ![](media/image23.png){width="0.16666666666666666in"   handout sheet**
           height="0.16666666666666666in"} to search for your     
           instructor(s) and select.                              
  -------- ------------------------------------------------------ ----------------

**Exercise 4-3 -- Facilities, Equipment, Supplies, and Expense Type --
THIS EXERCISE IS OPTIONAL**

> Enter the following data into the system using the instruction set
> above
>
> ![](media/image5.jpeg){width="0.3597222222222222in"
> height="1.261111111111111in"}
>
> **Step Action Input**

  --------- ------------------------------------------------------ -----------------
            **Equipment**                                          

  **1.**    Click on the Equipment tab                             

  **2.**    Observe the "Training Facility Equipment" link under   
            the title bar "Training Room Equipment" and click on   
            the link to view the equipment available for that      
            facility.                                              

  **3.**    Click on the yellow "Return" button at the bottom of   
            the page.                                              

  **4.**    Viewing the title bar "Fixed Equipment Materials" will 
            list the equipment available in that training room.    

  **5.**    Under the title bar of "Session Equipment Materials",  
            click "View All" and scroll through the list of        
            materials required for this course.                    

  **6.**    Update "Quantity" of each item listed to reflect the   25 BK02 25 HB01
            quantity needed for the session based on student       Accept default
            count, etc...                                          for all others.

  **7.**    Click on the                                           
            ![](media/image24.png){width="0.20833333333333334in"   
            height="0.1875in"} sign to add materials.              

  **8.**    Look up/Select Equip Code                              PI

  **9.**    Enter quantity                                         25

  **10.**   Enter unit cost                                        0.10

  **11.**   Click on "**Expense"** tab                             

  **12.**   Look up/Select                                         INSTR

  **13.**   Click on the                                           
            ![](media/image24.png){width="0.20833333333333334in"   
            height="0.1875in"} sign to add expense types.          

  **14.**   Look up/Select                                         Tuition

  **15.**   Click Save                                             
  --------- ------------------------------------------------------ -----------------

**Exercises 4-2 and 4-3 Proficiency Questions**

1.  Where is the setup information for instructors, facilities, and
    equipment held?

2.  If you add an instructor to a session, where is it documented that
    they taught that course?

    ![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

**Activity Overview -- Course Session Enrollment**

In this unit we will cover how to enroll students in course sessions.
Enrolling students in a course session in IQCS and maintaining session
enrollment information will develop and maintain the course training
roster. When the session is completed, those students who successfully
completed a course will have the competency for the course posted to
their master record. The account manager **will not** have to update an
employee's record individually for courses managed within IQCS.

There are 3 different pathways to enroll students into sessions.

-   **Rapid Session Administration** displays minimal information about
    the employee but allows the user to enroll a number of employees
    rapidly and to easily view a list of employees enrolled. **DO NOT**
    enroll more that 75 students in a single session, as the system has
    a difficult time completing large sessions. Create a second session
    to enroll more that 75.

-   **Course Session enrollment** displays the most information about
    the employee.

-   **Group Enrollment** allows you to define a "Group" (Hotshot Crew,
    for example) and enroll them all at once into a session. See Module
    2 for instructions on creating a group.

**Reschedule between Sessions** allows you to move an employee's
enrollment from one active session to another.

Session enrollment allows you to select from all employees and non
employees in the database - over 65,000 records. Clicking on the
magnifying glass will return the first 300 records. Obtaining basic
information of your students, such as EmplID and Unit ID, is favorable
for this function.

**Instructions**

> **Rapid Session Administration**

1.  Navigate to **Enterprise Learning\>Student Enrollment\>Rapid Session
    Administration**.

> Rapid Session Administration provides the capability to enroll a large
> number of students in a session quickly.
> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

2.  Type/Enter the Course Code and select the desired session. The
    "Rapid Enrollment" page should appear with the information for that
    course.

> ![](media/image25.jpeg){width="6.25in" height="2.308333333333333in"}

3.  Type or look up the first employee's EmplID.

4.  Tab or Select the desired employee.

5.  Attendance Status will default to 'Enrolled'. Change if necessary

6.  Using the ![](media/image18.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} button will allow you to add more
    students to the session. Repeat this step if entering multiple
    students.

7.  Once all students are enrolled, click on the yellow "Prerequisite
    Checking" button. IQCS will check and verify the student meets the
    requirements. If the student meets the prerequisites, the
    prerequisites met box will be checked
    ![](media/image6.png){width="0.1763888888888889in"
    height="0.17708333333333334in"} and a yellow
    ![](media/image26.png){width="0.5in" height="0.28125in"}button will
    appear.

8.  By clicking on the yellow "Notes" button, a message displays
    explaining whether or not the prerequisite courses and competencies
    are met for this employee.

> IQCS queries both prerequisite courses and prerequisite competencies.
> Most NWCG courses do not have prerequisite courses, but do have
> prerequisite competencies (S-230 requires FFT1 competency. FFT1
> requires S-130. While S-130 is not listed as a prerequisite for S-230,
> it is a necessary step to get to the prerequisite of FFT1).
> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> Some courses require complex prerequisites. In these cases, check the
> employee's competencies against the prerequisites defined for the
> course.

9.  If there are no course or competency prerequisites for the course,
    the following two messages are displayed:

![](media/image27.jpeg){width="5.125in" height="1.3402777777777777in"}

10. Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}

![](media/image28.jpeg){width="5.116666666666666in" height="1.25in"}

11. Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"} and this will return you to Rapid
    Enrollment.

12. Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}

![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

You will receive a warning if you enroll a student who has already taken
the course. This **does not** prevent you from enrolling the student.
IQCS will also warn you if a student is already enrolled in another
session for the same dates.

> The blue hyperlink "Transfer-Course Session Setup" takes you to the
> Course Session page where you originally set up the session. You can
> click this link after the session has been completed to award
> competencies for students.

13. To create a course roster, click on the yellow grid
    ![](media/image29.png){width="0.25in" height="0.21875in"} next to
    "Find" in the Attendance menu bar. The following message will
    appear:

> ![](media/image30.jpeg){width="3.575in" height="2.908333333333333in"}

14. Click the Open button on the popup window. An Excel spreadsheet will
    open with the students enrolled in the course.

> ![](media/image31.png){width="5.371527777777778in"
> height="1.0479166666666666in"}

15. Click on File \>Save As... from the Internet Explorer menu bar.

16. Select a location to save the file and a file name then click Save.
    Close the Internet Explorer window.

> **Course Session Enrollment**
>
> An alternate method for enrolling students is the 'Course Session
> Enrollment'. Course Session Enrollment gives more detail about the
> student. This method should not be widely used as it is difficult to
> see who is enrolled in one
> view.![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

1.  **Navigate to: Enterprise Learning\>Student Enrollment\> Course
    Session Enrollment** and Type/Enter the Course Code.

2.  Select Course Session Number. 'Course Session Enrollment' page is
    displayed.

![](media/image32.png){width="5.0055555555555555in"
height="2.7805555555555554in"}

3.  Under Attendance, Enter / Lookup EmplID.

4.  Enrollment/Attendance will default to 'Enrolled' and Letter Code
    will automatically fill in CON for Confirmed.

5.  Status Date is automatically populated with today's date.

6.  Select the Training Reason.

7.  Click on the yellow "Prerequisite Checking" button. If the enrollee
    meets the prerequisites the prerequisites met box will be checked
    ![](media/image6.png){width="0.1763888888888889in"
    height="0.17708333333333334in"} and a yellow
    ![](media/image26.png){width="0.5in" height="0.28125in"}button will
    appear.

8.  When clicked, the yellow "Notes" button will display a message
    explaining whether or not the prerequisite courses and competencies
    are met for this employee.

> Prerequisite Checking is the same process for each method of
> enrollment in IQCS. Reference Rapid Session Enrollment Instructions
> above for further
> information.![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

9.  If there are no course or competency prerequisites for the course,
    the following two messages are displayed:

![](media/image27.jpeg){width="5.416666666666667in"
height="1.4166666666666667in"}

10. Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}

![](media/image28.jpeg){width="5.116666666666666in" height="1.25in"}

11. Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"} and this will return you to 'Course
    Session Enrollment.'

12. Using the ![](media/image18.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} button will allow you to add more
    students to the session.

13. Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}.

> ![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> The blue hyperlink "Transfer-Course Session Setup" takes you to the
> Course Session page where you originally set up the session. You can
> click this link after the session has been completed to award
> competencies for students.
>
> **Reschedule Between Sessions**

1.  To change the session a student is enrolled in, navigate to:
    **Enterprise Learning\>Student Enrollment\>Reschedule Between
    Sessions.**

2.  Lookup/Select the Course Code.

> All the students for all sessions will be listed. You may want to use
> the "Find" function to locate the student you are looking for. Click
> on the yellow "Find" in the blue bar then type in the last name of the
> student.![](media/image2.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

3.  Change the Session number to the new session you want to enroll that
    student in. This may be a Waitlisted employee, but at this time you
    can change the student's attendance status to Enrolled or other
    status. Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

At this point you can run the **Training Roster report for a Single
Course** which is covered later in this
module.![](media/image14.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

> You have now enrolled students in course sessions and maintained
> enrollment status.

**Exercise 4-4 -- Course Session Enrollment**

+----+-----------------------------------------------------+----------+
| St | ### Action                                          | *        |
| ep |                                                     | *Input** |
+====+=====================================================+==========+
|    | **Rapid Session Enrollment**                        |          |
+----+-----------------------------------------------------+----------+
| ** | Navigate to **Enterprise Learning \> Student        |          |
| 1. | Enrollment \> Rapid Session Administration.**       |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| ** | Select the Course Code.                             | S130     |
| 2. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| ** | Select Session -- Select the session you have been  | Written  |
| 3. | working with. Be sure to use your session, not a    | down     |
| ** | session someone else created.                       | from     |
|    |                                                     | last     |
|    |                                                     | exercise |
+----+-----------------------------------------------------+----------+
| ** | Look up EmplID.                                     | Ima      |
| 4. |                                                     | Newbie   |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| ** | Enrollment/Attendance status.                       | Enrolled |
| 5. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| ** | Prerequisite checking, optional, (no prerequisites  |          |
| 6. | for S-130).                                         |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| ** | Using the                                           | Dewey    |
| 7. | !                                                   | Flowers  |
| ** | [](media/image24.png){width="0.20833333333333334in" | Robin    |
|    | height="0.1875in"} button, add three more students  | Hood     |
|    | to this session with an Enrollment Status of        | Robert   |
|    | "Enrolled"                                          | Long     |
+----+-----------------------------------------------------+----------+
| ** | Click the "Save" button.                            |          |
| 8. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
|    | **Create Excel Spreadsheet Roster  Optional**      |          |
+----+-----------------------------------------------------+----------+
| ** | On the Attendance bar, locate and click the         | ![](     |
| 9. | !                                                   | media/im |
| ** | [](media/image33.png){width="0.16666666666666666in" | age33.pn |
|    | height="0.15625in"} (next to Find) to create a      | g){width |
|    | course roster of students.                          | ="0.1666 |
|    |                                                     | 66666666 |
|    |                                                     | 66666in" |
|    |                                                     | hei      |
|    |                                                     | ght="0.1 |
|    |                                                     | 5625in"} |
+----+-----------------------------------------------------+----------+
| *  | Click on Open... from the Internet Explorer menu    |          |
| *1 | bar to view this quick roster. This can be saved as |          |
| 0. | an excel spreadsheet. (There is also a report that  |          |
| ** | creates a course session roster.)                   |          |
+----+-----------------------------------------------------+----------+
| *  | After saving, close the Internet Explorer window    |          |
| *1 | with the Student Roster.                            |          |
| 1. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
|    | **Group Enrollment**                                |          |
+----+-----------------------------------------------------+----------+
| *  | Navigate to **Enterprise Learning \> Student        |          |
| *1 | Enrollment \> Group Enrollment.**                   |          |
| 2. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| *  | Select the Course Code.                             | S130     |
| *1 |                                                     |          |
| 3. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| *  | Select Session -- Select the session you have been  | Written  |
| *1 | working with. Be sure to use your session, not a    | down     |
| 4. | session someone else created.                       | from     |
| ** |                                                     | last     |
|    |                                                     | exercise |
+----+-----------------------------------------------------+----------+
| *  | Select Unit ID.                                     | R        |
| *1 |                                                     | eference |
| 5. |                                                     | Handout  |
| ** |                                                     | sheet ex |
|    |                                                     | 4-1      |
+----+-----------------------------------------------------+----------+
| *  | Select Group ID.                                    | STU\_\_  |
| *1 |                                                     | \_\_     |
| 6. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| *  | Click "Load Students" button.                       |          |
| *1 |                                                     |          |
| 7. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+
| *  | Click "Save"                                        |          |
| *1 |                                                     |          |
| 8. |                                                     |          |
| ** |                                                     |          |
+----+-----------------------------------------------------+----------+

**Exercise 4-4 Proficiency Questions**

1.  When adding students to a session, can you add responders from other
    agencies and geographic areas?

2.  Describe one situation when creating a group and using Group
    Enrollment would be advantageous.

**Activity Overview -- Update Enrollment and Complete Course Session**

This section addresses how to update a course session to record an
enrolled student's completion or non-completion of a course. Before
completing the course session, you must update the class roster in Rapid
Session Administration. Competencies will be rewarded to those students
who successfully completed the course and information will be added to
the employee's training record.

You can view the student's record to verify the course completion
information has been posted.

Upon completion of the course session, Course Session Costs can be
updated.

**Instructions**

> **Completing a Course Session**

1.  First, the Roster must be updated. Navigate to **Enterprise Learning
    \> Student Enrollment \> Rapid Session Administration**

2.  Update appropriately in the 'Attendance' field for students who did
    not complete or missed the session. "Enrolled" indicates responder
    enrolled and has completed the session. "Incomplete" indicates
    responder has not completed the session. "No Show" indicates
    responder did not show up for the session. "Session Waitlist"
    indicates responders' who have been waitlisted and were not able to
    get into the session (this option can also be used to prioritize for
    future sessions). See the following for more attendance options:

![](media/image34.jpeg){width="1.7083333333333333in"
height="2.3666666666666667in"}

Do not change the Attendance status from 'Enrolled' to 'Completed' at
this time. Once you hit the "Transfer-Course Session Setup" link and
change the session status from "Active" to "Complete" the employee's
training record will be credited with successful completion of the
course and the competency will be awarded to the responder's training
record. ![](media/image2.jpeg){width="0.3958333333333333in"
height="0.31875in"}

**Note:** Changing the "Attendance" status on the "Rapid Enrollment"
page to "Completed" will [not]{.underline} credit the employee's record
with the course competency. You have to complete the session in order
for the competency to be awarded.

3.  By changing a student's attendance status to "Incomplete" or
    "Cancelled", this documents why this student did not complete this
    course and this information will be written to the employee's
    training record. If this is not desired, you may also just delete
    the row for that student.

4.  Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

![](media/image35.png){width="5.127083333333333in"
height="1.273611111111111in"}

**NOTE:** It is suggested users limit enrollment to 75 students or less
since Peoplesoft functionality limits the success of completing large
sessions. ![](media/image2.jpeg){width="0.3958333333333333in"
height="0.31875in"}

5.  Ensure the roster is properly updated then click the blue hyperlink
    'Transfer-Course Session Setup' to go to the Course Session page.

6.  Select "Complete" in "Session Status"

7.  Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}

8.  The following message will pop up.

![](media/image36.jpeg){width="5.375in" height="1.4in"}

At this point the system updates 1) responders' training records (the
students enrolled in this session that completed the course) and 2)
responders competency record.

This step is automatic so ensure the student roster/enrollment is
correct **BEFORE** a "Course Session" status is changed to "Complete". A
student cannot be added to a completed course.

9.  Click![](media/image16.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}

> **NOTE:** There are two ways to give a responder credit for having
> attended a course.

1.  Create a "Course Session", enroll students, and "Complete" the
    session as explained in the previous pages OR

2.  Add a record in the Responder's training record documenting the
    training the responder took. This is covered in the following
    section.

![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

**DO NOT** create a "Course Session" if you did not host the course. If
an employee in your unit completed a course that has not been documented
in IQCS, then add the completion of the course in the Responder's
Training Record.

> ![](media/image14.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}
>
> You have updated enrollment and completed a course session.
>
> **Exercise 4-5 -- Update Roster and Complete Session**

+----+---------------------------------------------------+------------+
| St | ### Action                                        | **Input**  |
| ep |                                                   |            |
+====+===================================================+============+
| *  | Navigate to **Enterprise Learning \> Student      |            |
| *1 | Enrollment \> Rapid Session Administration**      |            |
| ** |                                                   |            |
+----+---------------------------------------------------+------------+
| *  | **Note:** For this exercise Ima Newbie did not    |            |
| *2 | complete this session and Robin Hood was a no     |            |
| ** | show.                                             |            |
+----+---------------------------------------------------+------------+
| *  | Navigate to course attendance field and update    | []{.mark}  |
| *3 | Attendance status for students that did not       |            |
| ** | complete.                                         |            |
+----+---------------------------------------------------+------------+
| *  | Select Employee and change attendance status to   | Ima Newbie |
| *4 | "**Incomplete"**                                  |            |
| ** |                                                   |            |
+----+---------------------------------------------------+------------+
| *  | Select Employee and change attendance status to   | Robin Hood |
| *5 | "**No Show"**                                     |            |
| ** |                                                   |            |
+----+---------------------------------------------------+------------+
| *  | Click![                                           |            |
| *6 | ](media/image10.png){width="0.6354166666666666in" |            |
| ** | height="0.16666666666666666in"}                   |            |
+----+---------------------------------------------------+------------+
| *  | Click on the "Transfer Course Session Setup"      |            |
| *7 | hyperlink or                                      |            |
| ** |                                                   |            |
|    | navigate to Enterprise Learning \> Define Course  |            |
|    | Sessions \> Course Sessions                       |            |
+----+---------------------------------------------------+------------+
| *  | **Ensure that the student roster/enrollment is    |            |
| *8 | correct BEFORE a session status is changed to     |            |
| ** | "Complete.'**                                     |            |
+----+---------------------------------------------------+------------+
| *  | To complete the session and award the competency  | Complete   |
| *9 | for a course session, select "Complete" in        |            |
| ** | "Session Status" and                              |            |
|    | hit![                                             |            |
|    | ](media/image10.png){width="0.6354166666666666in" |            |
|    | height="0.16666666666666666in"}(you will see up   |            |
|    | popup with states "By setting the "Course Session |            |
|    | Status" to "Complete", the granting of            |            |
|    | competencies or accomplishments to the students   |            |
|    | will now be performed").                          |            |
+----+---------------------------------------------------+------------+

**Exercise 4-5 Proficiency Questions**

1.  Why do you make sure the "Rapid Enrollment" screen is accurate
    before setting the Course Session to "Complete?"

2.  When you change the "Session Status" from "Active" to "Complete"
    what is the result on the responder's record?

3.  Do you have to create a session, enroll students, and complete the
    session in order to document training to a responder's record? When
    would you NOT create a session in order to document training?

**Activity Overview -- Responder Training Records**

This section describes the multiple locations of training history - both
for the responder and for the session. You will also learn how to
manually add a course for a responder.

When an employee has completed a course not managed through IQCS, the
account manager will enter the information into the employee's training
record.

Once a responder's training record is updated with a training course
recognized by the IQCS course table the system will automatically credit
the responder's competency record with the associated competency.

**Note:** Training Officers and Training Coordinators **WILL NOT** have
access to Responders' training history pages, unless they have also been
authorized as Account Manager.

**To View a Responder's training**

1.  Navigate to **Enterprise Learning \> Student Enrollment \> Responder
    Training Summary**.

2.  Enter / Look up the responder's record in which you would like to
    review.

3.  This screen will show a summary for all training for a responder.
    This is an information only screen.

![](media/image37.png){width="6.247916666666667in"
height="2.8694444444444445in"}

**To manually credit course completion for a responder**

1.  ![](media/image38.jpeg){width="5.75in"
    height="2.3188976377952755in"}Navigate to **Workforce Development \>
    Competency Management \> Responder Training**

2.  Enter / Look Up responder.

![](media/image39.jpeg){width="5.875196850393701in"
height="1.9751968503937007in"}

The "External Training" tab is where you can record training for
non-NWCG classes or for a course that does not have a course code (e.g.,
FEMA ESF4 training, Contracting Officer's Representative training,
etc...).

![](media/image40.jpeg){width="5.123611111111111in"
height="1.5152777777777777in"}

3.  Once you have selected an employee, the training page will appear
    with the employee's data and which courses this employee is
    enrolled, is waitlisted, or has
    completed.![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

4.  Determine which tab you will be entering training information. Most
    added training will be added under the 'default' "IQCS Training"
    tab.

5.  Click the ![](media/image24.png){width="0.20833333333333334in"
    height="0.1875in"} button to add a new row.

6.  Enter / look up the course code; Session number will not be entered.

7.  Enter the Start and End dates.

8.  Change the Attendance to "Completed"

9.  Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}. If the course has competencies
    associated with it, the employee's competency record will be
    automatically credited with the competencies.

![](media/image41.jpeg){width="5.497222222222222in" height="2.09375in"}

# Competency Management

![](media/image2.jpeg){width="0.3958333333333333in" height="0.31875in"}

The qualification process does not care what you put into the Training
Record; it is what is listed on the Competency Record that counts in
terms of meeting qualification criteria.

5.  Navigate to **Workforce Development\>Competency Management
    \>Competencies**.

6.  The window will open to the "Competency Rating" tab.

7.  On the blue bar, click the "View All" hyperlink.

8.  Find the course competency that corresponds to the course completion
    entered.

9.  Notice that IQCS has awarded the associated competency for the
    training completion you documented on the responders training
    record.

![](media/image42.jpeg){width="5.25in" height="2.548031496062992in"}

> ![](media/image14.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}

You have now viewed the areas in IQCS where training information is
documented and have updated a Responder's account with competency
information.

**Exercise 4-6 -- Update Training Record for Course Completion**

> Enter the following data into the system using the instruction set
> above.
>
> Activity: Update Individual Account

  --------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- ---------------
  **1.**     Navigate to: **Workforce Development \> Competency    
             Management \> Responder Training**                    

  **2.**     Enter Last Name of individual you are updating.       Flowers

  **3.**     Click 'Search' button.                                

  **4.**     Select the employee from Search Results               Flowers, Dewey

  **5.**     Click the                                             
             ![](media/image18.png){width="0.2604166666666667in"   
             height="0.19791666666666666in"} button at screen      
             right.                                                

  **6.**     Type in or search for a course in the 'Course Code'   S133
             box.                                                  

  **7.**     If you are using the look up type in a logical name   
             for the course in the Course Title field.             

  **8.**     Start Date.                                           08/08/2005

  **9.**     End Date.                                             08/08/2005

  **10.**    Attendance.                                           Completed

  **11.**    Training Reason.                                      Job requirement

  **12.**    Click the                                             
             ![](media/image10.png){width="0.6354166666666666in"   
             height="0.16666666666666666in"}button.                

  **13.**    Navigate to **Workforce Development \> Competency     
             Management \> Competencies**                          

  **14.**    'Competency Rating tab.                               

  **15.**    Click "View All" on the "Competency Evaluation"       
             located in the blue bar.                              

  **16.**    Search for competency.                                S133

  **17.**    Notice that the competency has been awarded from the  
             training record you entered since you documented that 
             the responder completed S133.                         
  --------------------------------------------------------------------------------

**Exercise 4-6 Proficiency Questions**

1.  When training is completed through IQCS session management, where is
    it recorded on the responder's record?

2.  If a required training competency is NOT on the responder's
    competency record will IQCS show them as qualified for the
    associated position?

3.  When documenting training on the responder's training record, what
    enrollment status does the record have to show in order to post the
    competency to the responder's competency record?

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Enterprise Learning
Reports**![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Activity Overview -- Reports**

Described next is the process to run the reports to create Tent Cards,
Name Tags, and Certificates for a Course Session. Once the students have
been enrolled in a course IQCS can generate Name Tags and Tent Cards
using the format for Avery #5383 - Name Tags and Avery #5305 - Tent
Cards. The Certificate report is formatted to print on the NWCG
certificate forms, NFES 1272.

For descriptions of all reports in IQCS, see Module 12.

Enterprise Learning reports include:

**Navigate to: Reports \> Training \> then select the submenu for your
report:**

> **[Training Admin Report Name Rpt Number]{.underline}**
>
> Training Count C-106
>
> Course Equivalency C-118
>
> Training Cost C-128
>
> Number Courses C-140
>
> **[Training Instructors Report Name Rpt Number]{.underline}**
>
> Qualified Instructors rpt for a Single Course C-144
>
> Instructor Biography C-230
>
> **[Training Course Sessions Report Name Rpt Number]{.underline}**
>
> Certificate of Completion C-112
>
> Training Roster C-126
>
> Course Sign-In Sheet C-200
>
> Name Tags and Tent Cards C-210/211
>
> Address Labels C-220
>
> IQCS Training Letters
>
> **[Training Responders Report Name Rpt Number]{.underline}**
>
> External Licenses and Warrants C-011
>
> Responder Fitness Expiration C-026
>
> Responder Fitness Test Summary C-027
>
> Responder Medical History C-037
>
> Incident Responder Development Plan C-043
>
> Expiring Recurrent Training C-048
>
> Course Not Taken C-170
>
> Career Courses Needed C-175

**Instructions**

**Avery #5305 - Tent Cards**

**Avery #5383 - Name Tags**

1.  Navigate to the run control page -- **Reports \> Training \> Course
    Sessions \> Name Tags & Tents (C210/C211) or Certificate of
    Completion (C-112)**

2.  Click the "Search" button. Your list of Run Control ID's will be
    displayed.

3.  Select one of the Run Control ID's. System will take the user to the
    "Tent Cards -Name Tags -- Certificate of Completion" screen.

4.  Enter/Look up a Course.

5.  Enter/Look up a Session Number.

6.  Click the "Run" button. System will take you to the "Process
    Scheduler Request" Page.

![](media/image43.png){width="5.375196850393701in"
height="2.0311023622047246in"}

![](media/image44.jpeg){width="5.364583333333333in" height="1.90625in"}

7.  Select "Server Name" (Usually PSNT.)

8.  Select "Type" (Usually Web.)

9.  Select "Format" (Usually PDF.)

10. Check the "Select" Box for Tent Cards.

11. Check the "Select" Box for Name Tags.

You should be able to run Tent Cards and Name Tags at the same time.
When in the Certificates report, there will be only that option.

12. Click the "OK" button. System will take you back to the "Tent Cards
    and Name Tags" page. In the upper right, under the run button, the
    "Process Instance: xxx" number will show up (xxx = the number
    assigned to the process).

13. Click the "Process Monitor" hyperlink. System will take you to the
    "Process List" page. Depending on how quickly you arrive at this
    page, the "Run Status" of the top line in the grid should be
    "Queued".

![](media/image45.jpeg){width="5.375196850393701in"
height="1.8562992125984252in"}

14. Click the "Refresh" button. When the "Refresh" button is clicked,
    the "Run Status" of the process will be updated. The different
    status states can be "Queued", "Processing", "Posting", "Success",
    or "Error". Refresh until the status shows "Success" and the
    "Distribution Status" shows "Posted".

15. Click on the "Details" hyperlink. IQCS will take you to another
    "Process Detail" page.

![](media/image46.jpeg){width="5.125in" height="3.7006944444444443in"}

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

16. Click on the "View Log/Trace" hyperlink. System will take you to the
    "View Log/Trace" page.

![](media/image47.jpeg){width="4.809722222222222in"
height="2.7708333333333335in"}

17. From the File List, click on the "IQRPT210_xxx.PDF" hyperlink.
    ("xxx" = the process instance number assigned when the process was
    run). The report will open in a separate window in Adobe PDF format.

18. Verify that the data is correct and print the Tent Cards.

**Note:** There is room at the top of the name tag for a training center
to print their own logo. Font size on the name tags will adjust if a
name is too long to fit the space allowed. Agency and office has been
added to the student name tag as well as the course code. The instructor
name tag includes; agency, office, and Lead or Unit for type of
instructor.

> **Student Name Tag**

![](media/image48.jpeg){width="3.973611111111111in"
height="2.915277777777778in"}

> **Instructor Name Tag**

![](media/image49.jpeg){width="3.8652777777777776in"
height="2.823611111111111in"}

> **Tent Card**
>
> ![](media/image50.png){width="5.6305555555555555in"
> height="1.9388888888888889in"}

![](media/image2.jpeg){width="0.3958333333333333in"
height="0.3229166666666667in"}To print certificates, you will need to
order NWCG preprinted certificate forms, NFES 1272.

![](media/image14.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now run Tent Cards, Name Tags, and Certificates for a Session.

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Exercise 4-7 -- Tent Cards, Name Tags, and Certificate of Completion**

Enter the following data into the system using the instruction set
above.

Run Tent Cards and Name Tags for a Session (C210/C211 Tst 1)

**Avery #5305  Tent Cards**

**Avery #5383  Name Tags**

> **Note: You may have to split this into two report runs -- one for
> Tent Cards and a second for Name Tags.**

  -------------------------------------------------------------------------------
  **Step**   **Action**                                        **Input**
  ---------- ------------------------------------------------- ------------------
  **1.**     Go to the run control page -- **Reports \>        
             Training \> Course Sessions \> Name Tags & Tents  
             (C210) or Certificate of Completion (C-112)**     

  **2.**     Click the "Search" button.                        

  **3.**     Select one of the run control ID's.               

  **4.**     Course                                            S130

  **5.**     Session Number                                    **The course
                                                               session you
                                                               created earlier**

  **6.**     Click the "Run" button.                           

  **7.**     Server Name                                       Default PSNT

  **8.**     Run Date                                          Leave Blank

  **9.**     Run Time                                          Default

  **10.**    Time Zone                                         Default

  **11.**    Type                                              Default **WEB**

  **12.**    Format                                            Default **PDF**

  **13.**    Check the "Select" Box for Tent Cards             Check

  **14.**    Check the "Select" Box for Name Tags              Check

  **15.**    Click the "OK" button.                            

  **16.**    Click the "Process Monitor" hyperlink.            

  **17.**    Click the "Refresh" button.                       

  **18.**    Click on the "Details" hyperlink.                 

  **19.**    Click on the "View Log/Trace" hyperlink.          

  **20.**    From the File List, click on the                  Click
             "IQRPT210_xxx.PDF" hyperlink. ("xxx" = the        IQRPT210_xxx.PDF
             process instance number assigned when the process 
             was run).                                         

  **21.**    **File \> Print** then click the print button to  
             Print the Tent Cards                              

  **22.**    From the File List, click on the                  Click
             "IQRPT211_xxx.PDF" hyperlink. ("xxx" = the        IQRPT211_xxx.PDF
             process instance number assigned when the process 
             was run).                                         

  **23.**    Print the Name Tags                               
  -------------------------------------------------------------------------------

**Activity Overview -- Address Labels**

Once responders are enrolled in a session, IQCS can create address
labels to send pre-work or other course information. IQCS will use the
address based on the location code or another address specified on the
nomination form for employees. For non-employees, IQCS creates address
labels based on their business address in their personal information
page. Described below is the process to run the report to create Session
Address Labels. Use Avery #5160 for address labels.

**Instructions -- Address Labels**

**Avery #5160**

1.  Go to the run control page -- **Reports \> Training \> Course
    Sessions \> Address Labels (C220)**

2.  Click the "Search" button. Your list of Run Control ID's will be
    displayed.

3.  Select one of the run control ID's. System will take the user to the
    "Mailing Labels" page.

4.  Enter/Lookup a Course Code.

5.  Enter/Lookup a Session Number.

6.  Check the "Home Address" check box.

7.  Click the "Run" button. System will take you to the "Process
    Scheduler Request" Page.

8.  Select "Server Name"

9.  Select "Type"

10. Select "Format"

11. Click the "OK" button. System will take you back to the "Mailing
    Labels" page. In the upper right, under the run button, the "process
    instance: xxx" number will show up ("xxx" = the number assigned to
    the process).

12. Click the "Process Monitor" hyperlink. System will take you to the
    "Process List" page. Depending on how quickly you arrive at this
    page, the "Run Status" should show "Queued"

13. Click the "Refresh" button. When the "Refresh" button is clicked,
    the "Run Status" of the process will be updated. The different
    status states can be "Queued", "Processing", "Posting", "Success",
    or "No Success". Refresh until the status shows "Success" and
    "Distribution Status" shows "Posted".

14. Click on the Process Name "IQTRNLBL" hyperlink. System will take you
    to the "Process Detail" page.

15. Click on the "IQRPT221 Success" hyperlink. (Note: There are two
    other hyperlinks here -- but only the IQRPT015 will take you to the
    Mailing Labels to be printed). The System will take you to another
    "Process Detail" page.

16. Click on the "View Log/Trace" hyperlink. System will take you to the
    "View Log/Trace" page.

17. From the File List, click on the "IQRPT221_xxx.PDF" hyperlink.
    ("xxx" = the process instance number assigned when the process was
    run). A separate window will open with the "Mailing Labels" in Adobe
    PDF format.

18. Verify that the data is correct and print the "Mailing Labels".

> ![](media/image14.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}

You have now completed running Session Address Labels report for a
Unit.![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Exercise 4-8 -- Address Labels**

**Avery \# 5160**

Run Session **Mailing Labels** report for a Unit.

  --------------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- ---------------------
  **1.**     Go to the run control page -- **Reports \> Training   
             \> Course Sessions \> Address Labels (C220)**         

  **2.**     Click the "Search" button.                            

  **3.**     Select one of the run control ID's.                   

  **4.**     Course Code                                           S130

  5\.        Session Number                                        **Reference handout
                                                                   sheet**

  **6.**     Click the "Run" button.                               

  **7.**     Server Name                                           Default PSNT

  **8.**     Type                                                  **WEB**

  **9.**     Format                                                **PDF**

  **10.**    Click the                                             
             ![](media/image16.png){width="0.5909722222222222in"   
             height="0.24166666666666667in"}button.                

  **11.**    Click the "Process Monitor" hyperlink.                

  **12.**    Click the "Refresh" button.                           

  **13.**    Click on the Process Name "IQTRNLBL" hyperlink.       Click IQTRNLBL

  **14.**    Click on the "IQRPT221 Success" hyperlink. (Note:     
             There are two other hyperlinks here -- but only the   
             IQRPT015 will take you to the "Mailing Labels" to be  
             printed).                                             

  **15.**    Click on the "View Log/Trace" hyperlink.              

  **16.**    From the File List, click on the "IQRPT221_xxx.PDF"   Click
             hyperlink ("xxx" = the process instance number        IQRPT221_xxx.PDF
             assigned when the process was run).                   

  **17.**    Print the "Mailing Labels"                            
  --------------------------------------------------------------------------------------

**Activity Overview -- Training Letters**

Described below is the process to run the reports to create Letters for
a Course Session. The types of letters include; confirmation,
completion, and waitlisted. These letters can be customized with
specific information. This report creates a word document that can be
printed or saved to your computer and sent electronically.

**Instructions**

**NOTE:** You can only run the letters for a session once. There are 3
letter types,\
CON =Confirmed; WTL=Waitlisted; COM=Completed. You can run 1, 2, or 3
letters at once; however, you cannot run the same letters more than
once.

1.  Navigate to: **Reports \> Training \> Course Sessions \> IQCS
    Training Letters.**

![](media/image51.jpeg){width="4.875in" height="2.0694444444444446in"}

2.  ![](media/image52.jpeg){width="5.375196850393701in"
    height="2.7590551181102363in"}Click the "Search" button. A list of
    Run Control ID's will be displayed or you can define a run control
    id for the header information in your letter (e.g., AlphaFacility).

3.  Select one of the run control ID'S. System will take the user to the
    "Training Letters"
    page.![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

4.  Enter/Look up a Course.

5.  Enter/Look up a Session Number.

6.  Add custom text to the letter types if you desire. These fields
    allow for a few paragraphs to be printed on your letters.

![](media/image53.png){width="6.24375in" height="3.686111111111111in"}

7.  Click![](media/image10.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}. Once you have saved this run
    control, IQCS will remember these special instructions for the next
    time you run these reports. You will also be able to edit this
    information each time you run the report if you like.

8.  Click the "Run" button. System will take you to the "Process
    Scheduler Request" Page.

9.  Select "Server Name". The server name MUST be **PSNTWORD**.
    ![](media/image5.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

![](media/image54.jpeg){width="5.361111111111111in"
height="1.9104166666666667in"}

10. Change the "Type" to Web. By changing the type to web, you ensure
    the letters will be available to read.

11. Click on the "IQCS Training Letters" Hyperlink.

12. Change the "Type" to **File** and the "Format" to **LP**

![](media/image55.jpeg){width="5.77992125984252in"
height="1.1192913385826773in"}

13. Click "OK".

14. Check the "Training Letter" Hyperlink box.
    ![](media/image56.png){width="0.17708333333333334in"
    height="0.1875in"}. Your page should look like the illustration
    below.

![](media/image57.jpeg){width="5.52007874015748in"
height="2.2700787401574805in"}

15. Click the ![](media/image16.png){width="0.5909722222222222in"
    height="0.24166666666666667in"} button. System will take you back to
    the "Training Letters" page.

16. Take note of the Process Instance that appears below the RUN button.

![](media/image58.png){width="3.8305555555555557in"
height="1.1305555555555555in"}

17. Click the "Process Monitor" hyperlink. System will take you to the
    "Process List" page.

18. Click on the "Process Name" hyperlink, NOT the "Details"

19. Click the "Refresh" button until report is successful and posted.

![](media/image59.png){width="5.376388888888889in"
height="3.2493055555555554in"}

20. Click on the "PSMERGE" hyperlink. System will take you to the
    "Process Detail" page.

21. Click on the "PSMERGE Success" Hyperlink.

![](media/image60.png){width="5.490972222222222in"
height="2.251388888888889in"}

22. This will take you to the View / Log trace page.

![](media/image61.png){width="5.500694444444444in"
height="2.3777777777777778in"}

23. Select the letters you wish to print. This process will create a
    word document that can be opened or saved to your computer.

**NOTE:** Once you have saved these settings for a run control ID, you
will have to change them if you use this run control for a different
report. It may be a good idea to create ONE run control for your
letters. If you use the same customized text each time you send a letter
for a particular course. You may want to create a run control just for
that course. Remember, on run controls, you only need one; you can
create as many as you want and it is difficult to get rid of them once
created.

> ![](media/image14.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}

You have now run the reports that create training letters.

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Exercise 4-9 -- Training Letters**

  ----------------------------------------------------------------------------------------------
  **Step**   **Action**                                                 **Input**
  ---------- ---------------------------------------------------------- ------------------------
  **1.**     Navigate to the run control page -- Reports \> Training \> 
             Course Sessions \> Training Letters                        

  **2.**     Click the "Search" button.                                 

  **3.**     Select one of the run control ID's.                        

  **4.**     Course                                                     S130

  **5.**     Session Number. The session you created earlier in the     **Reference handout
             module.                                                    sheet**

  **6.**     Add custom text to Facility and Signed by fields. This     Enter whatever you
             information will be printed on the letters.                choose. Enter some
                                                                        detail so that you can
                                                                        see how it prints on the
                                                                        training letter.

  **7.**     Select the types of letters that you want to print. Add    
             additional types by clicking the                           
             ![](media/image24.png){width="0.20833333333333334in"       
             height="0.1875in"} button.                                 

  **8.**     Add custom text to the letter types if you desire. These   Enter whatever you
             fields allow for a few paragraphs. This information will   choose. Enter some
             be printed on the letters                                  detail so that you can
                                                                        see how it prints on the
                                                                        training letter.

  **9.**     Click![](media/image10.png){width="0.6354166666666666in"   
             height="0.16666666666666666in"}.                           

  **10.**    Click the                                                  
             ![](media/image62.png){width="0.6701388888888888in"        
             height="0.3298611111111111in"}button.                      

  **11.**    Server Name                                                Change to **PSNTWORD**

  **12.**    On the "Training Letters" line the Type field -- you will  Change to **Web**
             change this again to LP in step 17.                        

  **13.**    Check the "Training Letter" Hyperlink box                  Checked on

  **14.**    On the "Training Letters" line the Type field              Change to **File**

  **15.**    On the "Training Letters" line the Format field            Change to **LP**

  **16.**    Click ![](media/image16.png){width="0.5909722222222222in"  
             height="0.24166666666666667in"}button -- this will take    
             you back to the "Training Letters" page.                   

  **17.**    Note the "Process Instance" number                         

  **18.**    Click the "Process Monitor" hyperlink.                     

  **19.**    Server Name                                                Change to **PSNTWORD**

  **20.**    Click the "Refresh" button                                 

  **21.**    Click on the **IQTRNLDG** Hyperlink in the middle of the   
             line.                                                      

  **22.**    Click on the "Refresh" button until the **PSMERGE**        
             registers "Success"                                        

  **23.**    Click the **[PSMERGE]{.underline}** Hyperlink              This will take you to
                                                                        the View trace log page

  **24.**    Select the letters you wish to print. This process will    
             create a word document that can be opened or saved to your 
             computer                                                   

  **25.**    View the Letters.                                          
  ----------------------------------------------------------------------------------------------

**Activity Overview -- Training Roster (C126)**

The process to run the Training Roster Report will be explained next.
Please note detailed instructions for running all reports can be found
in the Reports Module. The Reports Module also defines "Run Controls" in
depth.

1.  Navigate to the run control page -- **Reports \> Training \> Course
    Sessions \> Training Roster (C126)**

2.  Click the "Search" button. A list of Run Control ID's will be
    displayed.

3.  Select one of the Run Control ID's. System will take the user to the
    "Training Roster (C126)" screen.

4.  Check a box, either "Run report of a specific Course/Session, or
    "Run report for all Course/Sessions in a given date range"

5.  Enter/Lookup a Course.

6.  Enter/Lookup a Session Number.

7.  Click the "Run" button. System will take you to the "Process
    Scheduler Request" Page.

8.  Select "Server Name" **PSNT**

9.  Select "Type" **Web**

10. Select "Format" Usually **PDF** or **CSV** (comma separated values)

11. Click the "OK" button. System will take you back to the "Training
    Roster" page. Note the "process instance: xxx" number in upper right
    hand screen (where xxx = the number assigned to the process).

12. Click the "Process Monitor" hyperlink. System will take you to the
    "Process List" page. Depending on how quickly you arrive at this
    page, the "Run Status" of the top line in the grid should be
    "Queued"

13. Click the "Refresh" button. When the "Refresh" button is clicked,
    the "Run Status" of the process will be updated. The different
    status states can be "Queued", "Processing", "Posting",
    "Successful", or "Error". Refresh until the status is "Success" and
    "Posted".

14. Click on the "Details" hyperlink. System will take you to another
    "Process Detail" page.

![](media/image63.jpeg){width="2.2708661417322835in"
height="1.9271653543307086in"}

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

15. Click on the "View Log/Trace" hyperlink. System will take you to the
    "View Log/Trace" page.

16. From the File List, click on the "IQRPT210_xxx.PDF" hyperlink.
    ("xxx" = the process instance number assigned when the process was
    run). IQCS will open this report in a different window using Adobe
    PDF format. If you chose CSV, the report will open in a spreadsheet
    format.

**Exercise 4-10 -- Training Roster (C126)**

  ---------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- ----------------
  **1.**     Go to the run control page -- **Reports \> Training   
             \> Course Sessions \> Training Roster (C126)**        

  **2.**     Click the "Search" button. A list of Run Control ID's 
             will be displayed.                                    

  **3.**     Select one of the Run Control ID's. System will take  
             the user to the "Training Roster (C126)" screen.      

  **4.**     Check a box, either "Run report of a specific         Run for specific
             Course/Session, or "Run report for all                course session
             Course/Sessions in a given date range"                

  5\.        You can further narrow the results with the           
             "Enrollment Status" field if so desired.              

  6\.        Enter/Lookup a Course.                                S130

  **7.**     Enter/Lookup a Session Number.                        **Reference
                                                                   handout sheet**

  **8.**     Click the "Run" button. System will take you to the   
             "Process Scheduler Request" Page.                     

  **9.**     Enter/Lookup "Server Name" **PSNT**                   Default PSNT

  **10.**    Enter/Lookup "Type" **Web**                           Default Web

  **11.**    Enter/Lookup "Format". Usually **PDF** or **CSV**     Choose PDF
             (comma separated values)                              

  **12.**    Click the                                             
             ![](media/image16.png){width="0.5909722222222222in"   
             height="0.24166666666666667in"}button. System will    
             take you back to the "Training Roster" page. Note the 
             "process instance: xxx"                               

  **13.**    Click the "[Process Monitor]{.underline}" hyperlink.  
             System will take you to the "Process List" page.      

  **14.**    Click the "Refresh" button. Refresh until the status  Success
             shows "Success" and "Distribution Status" shows       
             "Posted"                                              

  **15.**    Click on the "[Details]{.underline}" hyperlink.       
             System will take you to another "Process Detail"      
             page.                                                 

  **16.**    Click on the "[View Log/Trace]{.underline}"           
             hyperlink. System will take you to the "View          
             Log/Trace" page.                                      

  **17.**    From the File List, click on the                      
             "[IQRPT210_xxx.PDF]{.underline}" hyperlink. (If you   
             choose CSV, the report will open in a spreadsheet     
             format)                                               
  ---------------------------------------------------------------------------------

**Activity Overview -- Course Session Contacts (C130)**

**Course Session Contacts**

This report gives the Name, Address, email, and phone number for
students enrolled in a course session in IQCS. The data here is only as
complete as the data on the employee's record. The address is being
written from the location code defined on the Job Data page. The phone
number and email are defined on the Update Personal Information page.

1.  Navigate to -- Reports/ Training/ Course Sessions/ Course Session
    Contacts (C130).

2.  Run the report as described in Module 12.

> **EXAMPLE:**
>
> ![](media/image64.png){width="2.9895833333333335in"
> height="0.9069444444444444in"}

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Activity Overview -- Calculate Course Session Cost**

Described below is the process to calculate the costs of a course
session. The cost of a course session can be tracked in IQCS. This cost
includes facility, instructor, equipment costs, and expenses associated
with that session.

**Instructions**

1.  Navigate to **Enterprise Learning \> Define Course Sessions \>
    Course Session Costs.**

2.  Lookup/Select the Course Session.

3.  **Vendor Tab** -- If the vendor manages all training
    requirements---such as facilities, equipment, and instructors---for
    a single cost, you need only enter that amount here, without
    providing information on the other pages in this component.

![](media/image65.png){width="5.5125in" height="1.7291666666666667in"}

4.  Enter the 'per unit cost' for the vendor that is associated with
    this course session. If you did not specify a vendor for this course
    session, this field is not available.

5.  Select the cost unit that is associated with the amount in the Per
    Unit Cost field, for example: *Hour:* To track hourly charges;
    *Day:* If the vendor bills by the day.

6.  **Facility/Instructor Tab** - This data comes from the Course
    Session table. If you didn't specify a training facility, the fields
    are unavailable.

![](media/image66.png){width="5.250694444444444in"
height="3.545138888888889in"}

7.  If the session is at a vendor site, the vendor field is unavailable.

8.  Enter a per unit cost for the facility where the session is held.

9.  Select the cost unit in which the facility's per unit cost amount is
    measured. For example, if you are tracking hourly charges, select
    *Hour.*

10. The Instructor data is populated from the Course Session Table -
    Location, Instructor page. Instructor costs are populated from the
    Instructor Table - Instructor Profile page. If instructors aren't
    specified, the fields are unavailable.

11. The Instructor field displays information from the Course Session
    table.

12. If the instructor works for a vendor, the system displays the vendor
    ID, and the vendor field is unavailable. If the instructor is not
    from a vendor, the field is blank.

13. Enter a per unit cost for the instructor associated with this
    session. In the next field, the default currency appears.

14. Select the cost unit in which the instructor's per-unit cost amount
    is measured. For example, if the instructor is paid a daily rate,
    select *Daily.*

15. The duration field is populated from the Course Session table.
    Update this field if the instructor costs do not match the session
    duration. For example, if the session duration is 2.5 days but the
    instructor charges for 3 days, update this field to 3 days. Updating
    this field doesn't change the data in the Course Session table.

16. The **Equipment tab** - The system gets equipment and materials data
    from the Course Session table. To update or modify information, use
    the Course Session Table - Equipment page. If you didn't specify
    equipment or materials for this course session, the fields are
    unavailable.

![](media/image67.png){width="5.251388888888889in"
height="1.9986111111111111in"}

17. Enter an amount for the item specified by the equipment code.

18. The Quantity is initially populated by the Course Session table. If
    you enter a new quantity and save the changes, the system updates
    the data in the Course Session table.

19. The **Expenses Tab** - Before entering cost information for course
    session expenses, associate the expenses with a course session on
    the Course Session Table - Expense page. If you did not specify
    expenses for this session, the Per Unit Cost and currency fields are
    unavailable.

![](media/image5.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

![](media/image68.png){width="5.125in" height="1.6743055555555555in"}

20. Enter a per unit cost for each expense type that is associated with
    this course session. The default currency is displayed. You can
    select a different currency.

21. Select the cost unit in which the per-unit cost amount is measured.
    For example, if you are tracking hourly charges for parking, select
    *Hour;* if you reimburse a flat rate for parking, choose *Flat
    Cost.*

22. Business Unit - If you're entering information for more than one
    expense, you can specify that each one be billed to a different
    business unit and department.

23. Run the Training Cost report for a Single Course. This report will
    provide the sum of the expenses. See Run Control Module for specific
    directions on running reports.

![](media/image69.png){width="6.863888888888889in"
height="1.0444444444444445in"}

![](media/image14.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now completed Course Session Completion and tracking Course
Session Costs.