Monica Jackson EDIT 5397 Instructional Design Plan

Safeguarding PII in the Air Force Reserves

Topic: Instructional Aim:

Safeguarding PII (Personal Identifiable Information) Members of the 74th Airlift Squadron will develop a fuller understanding of protecting PII and the various types of PII breaches that exist providing them a broader awareness of safeguarding PII.

Learner Analysis:

- The group tends to be about 60% male and 40% female Ages range from 19 56 years old Years of service range from 10 months to 28 years They are culturally diverse Computer experience ranges from basic to expert level 210 are enlisted 10 are officers Special Characteristics: Perform duty one weekend a month All PII requirements, procedures and protocol apply to all members

Needs Analysis:

The Air Force Reserves currently has a high rate of PII breaches occurring with the 74th Airlift Wing having some of the highest rates of occurrences. Most members are unaware of what exactly PII is, how to safeguard it and the proper steps to take when using communication tools to send PII. In order to address the needs of these members, I interviewed each person using a brief verbal survey, which included the following questions: 1) Do you know what personal information falls under PII? 2) Are you confident enough in your computer software skills to use the Adobe Acrobat Redaction tool? 3) How would you describe your feelings knowing your personal information may be leaked out to unauthorized users? 4) Do you currently have your Microsoft Outlook email set-up with a digital signature and encryption tool before emails are sent out? 5) Are you aware there is a privacy act statement that is to be included in your email message when sending emails containing PII along with other necessary steps? 6) Do you know what the consequences of PII breaches are?

Monica Jackson EDIT 5397 Instructional Design Plan

7) How confident are you with using the Electronic Records Management (ERM) shared drive and saving classified documents to this drive? Using the data gathered from the members, the following information was accumulated with regards to overall departmental preparedness. 127 out of 220 members know what personal information falls under PII 89 out of 220 are confident and comfortable with using the Adobe Redaction tool 100% of all members surveyed had a negative and uncomfortable feeling about their personal information potentially being leaked. 113 out of 220 currently have their Microsoft Outlook configured with their digital signature and encryption. 178 out of 220 are aware the Privacy Act statement is to be included with all emails containing PII. 77 out of 220 feel confident with using the ERM shared drive and storing classified information.

Goal Analysis:
Train members on what is PII? Train and assist them with setting up military email account requirements when sending PII such as digital signatures and encryption. Teach members how to use the Adobe Acrobat Redaction tool with PII on documents Create 2:00 minute training video on examples of PII skits using unit members. Instruct members on safeguarding PII physical records and documents. Train and assist members with using ERM as a way to manage PII documents, records and other resources. Educate members on the consequences of PII breaches.

Task Analysis:
1.) Members will learn what types of personal information is considered PII. a.) Members will write out a list of what they think is PII. b.) Members will then compare their list to the list on the visual aid of PII. c.) Through the use of instructional aids, members will be sit through a group discussion on safeguarding PII physical records and documents within their sections and electronically.

Monica Jackson EDIT 5397 Instructional Design Plan

2.)

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d.) Members will be given fact sheets over PII, and the policy and statements regarding PII set forth by the United States Air Force and 4th AF. Members will be trained on setting up Microsoft Outlook configurations for sending emails containing PII. a.) Members will open Microsoft Outlook b.) Under the tools section on the homepage, members will select the digital signature and click the encryption tools. c.) Members will open their email signature options. d.) Members will edit their current signature block adding the Privacy Act statement to be listed at the top of their email with all replies, new messages and forwarding of emails. e.) Members will be trained to add the statement (FOUO) in the subject line of their email. f.) Members will be trained on types of email addresses approved to receive emails containing PII. Members will learn how to use the Adobe Redaction tool. a.) Members will scan a document containing PII. b.) Members will open the scanned document as a .pdf. c.) Members will click on Enable Features on the top of the document. d.) From the tool bar, members will select Edit > Redaction e.) Members will highlight the areas on the document containing PII. f.) Members will click on Redact g.) Members will Save As the document to their desktop h.) They will then open a new email message, add the FOUO to the subject line along with their message i.) Members will attach the saved document, double-checking digital signature and encryption is selected and send to a .mil email address Members will be trained on using the ERM to safeguard PII documents. a.) Members will open My Computer > //ERM-74APS-AF-567899// b.) Members will locate their respective section folder and doubleclick c.) Members will open the saved redacted document from the previous task. d.) They will click Save As > My Computer > //ERM-74APS-AF567899>(Section Folder) and click Save e.) Members will be given an overview and trained on the ERM, its existence, how to navigate it and the types of documents and records that can be stored on the drive through the use of visual aids and presentation tools. Members will watch a 2:00 training video on examples of PII along with the consequences of PII breaches and complete a short quiz over the information presented.

Monica Jackson EDIT 5397 Instructional Design Plan

Instructional Objectives:
1. The learner in this training should be able to identify at least 10 types of PII and identify at least 3 ways to safeguard this information with 100% accuracy. 2. The learner should be able to state the Air Force and 4th AF statement of policy on safeguarding PII without error. 3. Using Microsoft Outlook, the learners in this training should be able identify the appropriate steps to take when sending emails containing PII without error. 4. Using the Adobe Acrobat software, the learner will apply the redaction tool to a document containing PII with 100% accuracy. 5. Given a link to the electronic records management shared drive, the learners should be able to save a classified document to the drive without error. 6. The learner will identify consequences of PII breaches in a training video.

Assessment Overview:
The assessment will conducted by using both an indirect checklist and regular type of checklist due to costs. Due to the size of the squadron, it would be too costly to observe all the members to determine how well they are applying the skills taught in this training every weekend. For the indirect checklist, individuals will be asked to rate the helpfulness of the training course for improving their knowledge, understanding and practice of safeguarding PII. The skills listed for evaluation by the learners using a conventional rate scale format. For the checklist, the trainer will be able to evaluate and determine whether sequential steps in a procedure from the objectives are successfully performed. The trainer will indicate yes or no.

Monica Jackson EDIT 5397 Instructional Design Plan

Assessment Items: Post-Training Assessment

Assessment Used: Indirect Checklist Skill Increasing awareness of PII Improving knowledge of the types of PII Understanding the statement of policy on safeguarding PII Improving knowledge on how to send emails with PII Using the Adobe Acrobat redaction tool without error Understanding the consequences of PII breaches Increased knowledge of the ERM and how to use it with PII Not at all Some A great deal

Assessment Used: Checklist Skill 1. Digital signature selected 2. Encryption selected 3. Privacy Act statement added at top of email message 4. (FOUO) added to subject line of email 5. Email sent to .mil email address 6. All PII redacted from document 7. Redacted document saved to ERM 8. Document containing PII saved to ERM Performed (Yes/No) _____ _____ _____ _____ _____ _____ _____ _____

Monica Jackson EDIT 5397 Instructional Design Plan

Instructional Strategies:
Direct Instruction The majority of the training program will be conducted by an instructor using video, power point presentation, and visual aids.

Student Discovery Members will have access to government computers with Microsoft Outlook and Adobe Acrobat access. It is likely that some learners have already gained the basic knowledge needed to successfully safeguard PII. With government computers available to members before assessment, they will be able to practice the training and understand the importance of safeguarding PII and the consequences for PII breaches.

Post-Training Instruction Members will have access to the workstations to train and practice the required steps with safeguarding PII electronically. By understanding the post-training instruction and gaining a deeper knowledge, members will have an increased awareness of what PII is, how to safeguard PII and the policy set forth by 4th AF on PII.