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TrainSMART

Training System Monitoring and Reporting Tool

Training Guide
Version 2

15 May 2008
Updated 16 October 2009

I-TECH Robert McLaughlin (206) 897-1823 robmcl@u.washington.edu

Contents
.....................................................................................................................................................................1 Overview.................................................................................................................................................5 Terminology.............................................................................................................................................5 Logging In ...............................................................................................................................................6 Forgot Your Password?.......................................................................................................................6 Landing Page .........................................................................................................................................7 Main Menu Options.................................................................................................................................8 Trainings................................................................................................................................................10 Add New Training..............................................................................................................................10 Entering Trainers and Participants....................................................................................................13 Adding Scores for Participants .........................................................................................................14 View/Edit Training.............................................................................................................................15 Duplicate a Training..........................................................................................................................16 View/Print Training Roster.................................................................................................................16 Deleting a Training............................................................................................................................17 ..............................................................................................................................................................18 People...................................................................................................................................................19 Add New Person...............................................................................................................................19 Trainer Information............................................................................................................................21 Recommended Classes....................................................................................................................22 ..........................................................................................................................................................22 View/Edit Person ..............................................................................................................................22 Add a Person to a Class from the Persons Record..........................................................................23 Places ...................................................................................................................................................25 View/Edit Facility ..............................................................................................................................25 Add Facility........................................................................................................................................26 Delete Facility....................................................................................................................................26 ..........................................................................................................................................................27 View/Edit Training Location...............................................................................................................27 Add Training Location.......................................................................................................................28 Delete Training Location...................................................................................................................28 ..........................................................................................................................................................28 Reports..................................................................................................................................................28 Trainings by Name............................................................................................................................29 Trainings by Participant Count..........................................................................................................30 Unique Participants by PEPFAR.......................................................................................................31 Unique Participants by Training Level...............................................................................................32 ..........................................................................................................................................................33 Unique Participants by Qualification..................................................................................................34 ..........................................................................................................................................................34 Participants Trained..........................................................................................................................35 Participants by Facility.......................................................................................................................36 Participants by Name........................................................................................................................37 Participants with Scores....................................................................................................................38 ..........................................................................................................................................................38 Trainer Reports.................................................................................................................................39 Trainings by Facility Participant Count Report..................................................................................39 Trainings by Facility Name................................................................................................................41 Needs by Persons Name..................................................................................................................42 Needs by Person Count....................................................................................................................42 Roster Report....................................................................................................................................43 Edit Country Options.............................................................................................................................44 Labels ...............................................................................................................................................45 Turn on/off labels...............................................................................................................................46 Language..........................................................................................................................................47

Adding Drop-Down Options...............................................................................................................47 Provinces/States...............................................................................................................................48 Districts.............................................................................................................................................49 Training Category..............................................................................................................................49 Assign Titles......................................................................................................................................50 Training Title.....................................................................................................................................51 Training Organizer ............................................................................................................................52 Training Level....................................................................................................................................52 Training Topic...................................................................................................................................52 PEPFAR Category............................................................................................................................53 Funding.............................................................................................................................................53 Recommended Topic........................................................................................................................53 National Curriculum...........................................................................................................................54 Qualifications.....................................................................................................................................54 Responsibility ...................................................................................................................................54 Trainer Types....................................................................................................................................54 Trainer Skills.....................................................................................................................................55 Languages .......................................................................................................................................55 Affiliations..........................................................................................................................................55 Facility Types....................................................................................................................................55 Facility Sponsors...............................................................................................................................55 Adding and Editing Users .................................................................................................................55 Adding Users.....................................................................................................................................56 Edit Users..............................................................................................................................................57

Overview
I-TECH has created a new web application called TrainSMARTTraining System Monitoring and Reporting Tool. This guide provides user training of the new system.

Terminology
There are many terms used throughout this document to describe various parts of the sites. They are defined below.

Main menu

Drop-down list Labels Disabled (grayed out) Type-ahead box

Button

Main menu: How you navigate through the site. Clicking on an option on the main menu will display the drop-down menu underneath. Then you select the page you want to go to. Drop-down box: Click on the down arrow to display your choices and then select from the list. Disabled field: If the field is grayed out that means it cannot be used until something else is activated. In this case, you must pick a Region first, and then the District box will be activated. Labels: In this application, some of the labels can be modified by country. For example, Training Name could be Training Title or Region could be State. See Edit Country Options for more details. Type-ahead box: Typically these will be light blue. In this example, you start entering letters of a facility. Existing facilities with names containing the matching letters will display underneath the box. If the facility exists in the system already, select it from the list. Buttons: are typically green and will perform a task, such as executing a search.

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Logging In
To use the application, you must have an account and login. 1. To log in, go to the URL provided to you for your country, which will look like this: http://[your country project].trainingdata.org/ Example: http://tanzania.trainingdata.org/ http://guyana.trainingdata.org/ http://chart.trainingdata.org/ http://mozambique.trainingdata.org/ http://india.trainingdata.org/ http://botswana.trainingdata.org/ http://ethiopia.trainingdata.org/ http://haiti.trainingdata.org/ http://namibia.trainingdata.org/ http://southafrica.trainingdata.org/ 2. At the landing page (shown below), enter your user name and password. This will be supplied by your project administrator. 3. Click on the Sign In button.

Forgot Your Password?


If you have forgotten your password, you can get a new temporary password created. 1. 2. 3. 4. From the landing page, click on the link Forgot your password? Enter the email address assigned to your account. Click on Send password button. You will receive an email at that email address with the temporary password.
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Landing Page
Once logged in you will see a dashboard the provides a quick summary of the data in your site

1. Data Summary Lists dates of first and last training (may display 0000-00-00 if there is a training in the database that does not have a data attached to it) Participant count returns unique participants, total participants, and participants in the current fiscal year (4/1 3/31) Trainer count returns unique trainers, total trainers, and trainers in the current fiscal year (4/1 3/31) Trainings count returns total trainings and trainings in the current fiscal year

2. View Printable Calendar is a hyper link to a printable calendar. The calendar will show both past and future trainings. The title of the training will appear along with the training organizer and the number of days the class will last.
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3.

Future Trainings Table lists any trainings that have a start date in the future. This table serves as a quick reference for upcoming classes.

4. Incomplete Trainings Table lists any trainings that have no participants and/or no trainers attached to them. This table serves as a reminder that these trainings have not been filled in completely.

Main Menu Options


Once you are logged in, you will have the following options to choose from the main menu bar. Note: some of these options may not appear, depending on your permissions. Home Takes you back to the landing page. Trainings View/Edit Training: search for an existing training to view or edit. Add New Training: add a new training that has taken place or will take place in the future. People View/Edit Person: search for an existing person to view or edit.
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Places

Add New Person: add a new person, either a trainer or participant. View/Edit Facility: search for an existing facility to view or edit. Add Facility: add a new facility (where people work). View/Edit Training Center: search for a training center to view or edit. Add Training Center: add a new training center (where trainings take place).

Reports Training Reports: run reports based on training information. Participant Reports: run reports based on participant information. Trainer Reports: run reports on trainers. Facility Reports: run reports on facilities. My Account Edit Country Options: edit the labels and drop-down lists for this country. Add New User: create a new user account. Edit User: edit an existing user account. Multiple Language In the right hand corner there will be hyperlinks displaying the languages that TS has been translated into. Clicking on one hyperlink will change all text into that language. If a project would like to have TS translated into multiple languages they will receive a translation document where they will translate all verbiage in TS. Currently, French and English are complete. Once the translation file is complete and has been uploaded the functionality to turn on the languages and set the default language is found in Edit Country Option. Ad administrator will need to set these variables. I-TECH branding and help On the bottom of every page there is now the following verbiage: Developed and funded by I-TECH. For questions or help, click here. The hyperlink will take the user to http://www.trainingdata.org/home.html where they will find more in-depth information on TrainSMART (This site will be expanded in the next month).

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Trainings
This is the core part of the system. From here, you can add new trainings, along with the participants and trainers.

Add New Training


This is the form used to enter all new training sessions. You can enter the basic training information and then add the participants and trainers at a later date. 1. From the main menu, click on Trainings, then select Add New Training. 2. Select from the drop down menu the training category

Note: Fields marked with an * are required.

3. Select from the drop down the name of the training. 4. Enter the start date of the training by entering the dates into the text boxes. You can also click on the calendar icon on the right, to open a small calendar to choose a date. 5. Enter a number for the length of the training and choose the appropriate length (hours, days, or weeks). 6. Select a Training Organizer from the list. If the option you need is not in the drop-down list, you can add a new one by clicking on the Insert New link. You will be prompted to enter your new organizer. The new option will then be available in the drop-down list for future entries. 7. Select a training location from the drop-down list. If the option you need does not exist, you can add a new one by clicking on the Add New link and then entering the location name, the city, the district and the region. 8. Select the Training Level from the drop-down box. If the option you need does not exist, you can insert a new one by clicking on the Insert New link. 9. Once you fill out all the fields, click on Save and Continue button to see the rest of the form (below).

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10. Select the PEPFAR Category from the drop-down box or boxes. Depending on the country settings, there may be one box or five. 11. If your project is using multiple PEPFAR categories, after you select the PEPFAR category, enter the number of days for that category. For instance, if the class covers multiple categories, such as ART and PMTCT, enter the number of days per category. These must add up to the time entered in Training Length. (if you are using the one PEPFAR category option you will not have to perform this task) 12. 13. Note: for 4 hours, use .5 days; for 2 hours use .25 etc. The default training topic is a drop down where only one can be selected If your project is using multiple training topics the topics will all appear as check boxes and will allow the user the ability to check one or many. If the option you need does not exist, you can insert a new one by clicking on the Insert new link. Select if this training was a Training of Trainers training by clicking the check box. Select if this training was a refresher course by clicking the check box. For Funding of the training, check all options that apply. Note: for some countries, the funding options will not be displayed. Select type of curriculum used Enter any comments on the curriculum Enter any additional comments for the training in the Comments text box. Enter any Course Objectives in the Course Objectives box

14. 15. 16. 17. 18. 19. 20.

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21. You can enter trainers and participants at this time or wait until later. See the Entering Trainers and Participants section below for details. 22. If there are Test Scores, you can enter them in the Pretest Score and Posttest Score text boxes (this set of test scores is a course average). Note: these may not display for every country. 23. You can use the custom fields for tracking other information. Note: these may not display for every country. 24. Click on the Save Training button to save your changes. 25. If there are any data points that are required but not filled in, the system will not save the record but will show the error in red.

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Entering Trainers and Participants

1. To enter a trainer, first start typing the name in the Last Name box. Names with matching letters will display underneath the box (called type-ahead). If the person exists in the system already, select them from the list and he or she will then show in the text boxes. 2. Click on the Insert button to add them as the trainer for the class. Continue this process if there is more than one trainer for this training. 3. If the person does not exist, you can add them by clicking on the New Person Form link. This is the same form as the Add New Person under the People menu. Once you fill out the information, you will return back to the Training form. Note: when adding a trainer, you need to mark them as a trainer. See the Add New Person form for details.

If you are adding a trainer that is not marked as a trainer the system will ask you to modify their record so they are coded as a trainer. See Trainer 4. Add the participants for the class in the same way as the trainers. 5. To remove a trainer or participant from the class, simply click on the Remove link next to the persons name.

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Adding Scores for Participants


1. 2. 3. 4. 5. 6. To add a pre-test score click on the hyperlink entitled Pre-Test To add a post-test score click on the hyperlink entitled Post-Test To add another test score for a person, click on the Scores link next to the persons name. Click on the Add Score link then enter the Label for the score and click the OK button. Then click in the Score box to enter the score for that specific label. Click on the Return to Training Session button when done.

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View/Edit Training
To view or edit an existing training, you must first search for it. 1. From the main menu, click on Trainings, then select View/Edit Training.

2. Select your criterion/criteria to reduce the result list. You can filter by: Region (select one and press and hold the ctrl key to select more) District (based on the region selected), (select one and press and hold the ctrl key to select more) Training Category Training Name Training Location Training Organizer Training Topic Training Level PEPFAR Category Start Date End Date 3. After the criteria has been selected you will need to click on the show boxes to have the columns you want to appear. 4. Click on the Preview button to show the results 5. When you find the class you are looking for, click on the ID link to bring it up. 6. If you do not see the training you are looking for, you can add a new one by clicking on the Add New Training link. 7. You can print the list by clicking on the Print link. 8. You can export the list to Excel by clicking on the Export link.
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9. All columns are sortable by clicking on the column header. 10. This search can also be used as a report by returning to the screen selected criteria based on personal selections.

Duplicate a Training
If you want to start a new training session by copying an existing training session, you can duplicate it and change the details. 1. Select a training session. 2. Click on the Duplicate this Training link.

3. It will ask you to confirm that you want to Duplicate this Training. Click on OK to proceed. 4. It will open a new training session and copy over the following fields to be edited: Training Name Start Date Training Length Training Organizer Training Location Training Level PEPFAR Categories Training Topic Note: trainers and participants will not be copied over to the new training.

View/Print Training Roster


After you select a training session, you can view and print the class roster if the participants have been added.

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1. Click on the link to View/Print Training Roster.

Deleting a Training
An existing training session can only be deleted if there are no trainers or participants attached to it. 1. Select a training session. 2. Click on the Delete this Training link. 3. It will not let you delete it if there are trainers or participants.

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People
People are either participants or trainers in the system.

Add New Person


This is the form for adding a new person. 1. From the main menu, click on People then select Add New Person.

Note: Fields marked with an * are required.

Personal Information 2. If this person is no longer active (i.e., has moved to another area or deceased) uncheck the Is Active? box. 3. Enter the persons first name in the appropriate box. 4. Enter the persons middle name (optional) in the relevant box. 5. Enter the persons last name in the appropriate box. 6. As you type in either the first name or last name field the system will perform a duplicate check and return a table with matching names 7. If the person appears select that person and click continue. You will be directed to their record. If you do not find a match continue below 8. Enter the National ID: Note: this may not display for all countries. 9. Enter the File Number: Note: this may not display for all countries.

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10. Check the circle for the gender of the person. 11. Enter their birth date in the relevant text boxes. Current Contact Information 12. Use the drop down to select the region A of the facility (this will reduce the amount of facilities the user needs to search through) 13. Use the drop down to select the region B of the facility (this will reduce the amount of facilities the user needs to search through) 14. Use the drop down menu to select the correct Facility 15. If the facility does not exist, click on the Add New Facility to enter a new one. See the Insert New Facility form for more details. 16. Enter the persons home phone number (optional). 17. Enter the persons work phone number (optional). 18. Enter the persons mobile phone number (optional). 19. Enter the persons email (optional). 20. Enter the persons fax number (optional).

Qualifications 21. Select the Professional Qualification from the drop-down list. Qualifications consist of nine primary qualifications, which are uniform for all projects, and secondary qualifications, which are customizable. The user can select a primary qualification or a secondary qualification. If the secondary qualification is not in the drop-down list, the administrator will need to add the value.

22. Select a Primary Responsibility for the person (optional). 23. Select a Secondary Responsibility for the person (optional).
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24. 25. 26. 27. 28.

Enter data for the Custom Field 1, if it exists (optional). Enter data for the Custom Field 2, if it exists (optional). Enter any comments you would like to add (optional). Click on the Save button to save the persons record. If there are any data points that are required but not filled in, the system will not save the record but will show the error in red.

Trainer Information
This is the area where you specify whether the person is a trainer.

1. 2. 3. 4. 5. 6.

Click on the Show/Hide link to open the Training History area (shown above). If the person is a trainer, check the Is person an active trainer? box. Select the Trainer Type from the drop-down box. Check the relevant boxes for the skills of the trainer (what they can teach). Check the appropriate boxes for languages the trainer may speak (optional). Click on the Save Changes button to save the changes.

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Recommended Classes
In this section the user can determine topics that each person in the database needs further training in. The topics are based on a persons qualification and the user has the ability to select up to four. Depending on which topics are chosen TS will show trainings in the future that have the topic that the person needs. The site administrator needs to set up topics for each qualification then each training entered needs to have the topics it covers selected. Once this is compete the user can select up to four topics that pertain to that qualification and then TS will return the matched trainings

View/Edit Person
To view or edit a person in the system, you must first search for him or her. 1. From the main menu, click on People, then select View/Edit Person.

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2. Select your criteria to reduce the result list. You can filter by: Region District (based on the region selected) Facility (has autotype) Training Name (specific training) Qualification First Name (has autotype) Last Name (has autotype) Type of person: Trainers only, Participants only, Unattached only (this will return all people in the database that are not attached to a training either as a participant or a trainer), and Everyone. 3. Click on the Find button to show the results. It will show the following fields in the table below to help you find the person. ID (assigned by the system) Last Name First Name Gender Birth Date Qualification Region 4. When you find the person you are looking for, click on the ID link to bring up his or her record. 5. If you do not see the person you are looking for, you can add a new one by clicking on the Add New Person link. 6. You can print the list by clicking on the Print link. 7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header. 9. This search can also be used as a report by returning to the screen selected criteria based on personal selections.

Add a Person to a Class from the Persons Record


To view or edit a person in the system, you must first search for him or her.

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In the upper right hand box on the person page there is a hyper link, Assign this Person to a Class. Clicking this link opens a new page that displays all trainings that happened in the last month. If the course that is needed is older than a month the person can be added to the class by navigating to the training and adding the person from the training page.

If the class to add to appears, click the appropriate check box and click submit. The person will now be added into that class.

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Places
This is where you would go to enter facilities (where people work) and training centers (where trainings are held).

View/Edit Facility
To view or edit a facility in the system, you must first search for the facility. 1. From the main menu, click on Places, then select View/Edit Facility

2.

Select your criteria to reduce the result list. You can filter by: Facility Name Region District (based on the region selected) Facility Type Facility Sponsor

3. Click on the Preview button to show the results. It will show the following fields in the table below to help you find the Facility. ID (assigned by the system) Facility Name Region District Type Sponsor Region 4. When you find the facility you are looking for, click on the ID link to bring up the record. 5. If you do not see the facility you are looking for, you can add a new one by clicking on the Add New Facility link. 6. You can print the list by clicking on the Print link. 7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header.
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9. This search can also be used as a report by returning to the screen selected criteria based on personal selections.

Add Facility
This is the form to add a new facility. 1. From the main menu, click on Places, then select Add Facility.

-*+-1 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Enter the name of the facility. Enter the Address 1 (such as street address) for the facility (optional). Enter the Address 2 (such as office number) for the facility (optional). Enter the City or Town of the facility. This uses type-ahead, so type a couple of letters to see the list of existing cities. Select the District from the drop-down list (optional). This will populate if the city, district and region already exist. Select the Region from the drop-down list. This will populate if the city and district are known. Enter the Postal Code (optional). Enter the Phone number (optional). Enter the Fax number (optional). Select the Facility Type from the drop-down list. Select the Facility Sponsor from the drop-down list (optional). Enter any comments (optional). Click on the Add Facility button to save the facility.

Delete Facility
If there are no people attached to a facility you can delete the facility using the delete button on the Edit Facility page.

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1. If the facility has people attached to it the delete button will not appear.

View/Edit Training Location


1. From the main menu, click on Places, then select View/Edit Facility.

2. Select your criteria to reduce the result list. You can filter by: Training Location Name Region District 3. Click on the Preview button to show the results. It will show the following fields in the table below to help you find the Training Location. ID (assigned by the system) Location Name Region District

4. When you find the training location you are looking for, click on the ID link to bring up the record. 5. If you do not see the training location you are looking for, you can add a new one by clicking on the Add New Location link. 6. You can print the list by clicking on the Print link.
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7. You can export the list to Excel by clicking on the Export link. 8. All columns are sortable by clicking on the column header. 9. This search can also be used as a report by returning to the screen selected criteria based on personal selections.

Add Training Location


This is the form for adding a new training center. 1. From the main menu, click on Places then select Add Training Center.

2. Enter the name of the training location or center in the box Location Name. 3. Enter the city of the training location. This uses type-ahead, so type a couple of letters to see the list of existing cities. 4. Select the district from the drop-down list (optional). This will populate if the city, district, and region already exist. 5. Select the region from the drop-down list. This will populate if the city and district are known. 6. Click on the Add Location button to save the training center.

Delete Training Location


If there are no trainings attached to a training location you can delete the training location using the delete button on the view Training Location page.

1. If the Training Location has trainings attached to it the delete button will not appear.

Reports
Reporting can be done on trainings, participants, trainers, facilities, or Assessments. For all reports: You can print the list by clicking on the Print link. You can export the list to Excel by clicking on the Export link.

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Trainings by Name
This report is useful when looking for specific trainings by different criteria (e.g., by region, the name of the organizer, PEPFAR category). 1. From the main menu, click on Reports, then select Training Reports. 2. Select Trainings by Name from the drop-down list.

3. In the Show column, check the boxes of the criteria you want to show on the report. 4. For example, checking Region and Training Name will show you the trainings that occurred by region To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others.
Id 1090 1102 805 821 901 1110 724 training_start_d ate 2/29/2008 2/29/2008 9/26/2006 11/14/2006 9/17/2007 9/26/2006 9/15/2007 course_name Abdominal Manifestations of HIV Abdominal Manifestations of HIV Adherence Counseling For RNs Adherence Counseling For RNs Adherence Counseling For RNs Adherence Counseling For RNs Advance ART Workshop province_nam e Erongo Erongo Khomas Khomas Khomas Khomas Karas

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5. 6. 7. 8.

Filter the criteria by using the drop-down lists, to help narrow down the results. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). Click on Preview button to see the results.

Trainings by Participant Count


This report is useful when you need to know how many people took a specific training (e.g., by topic, level, PEPFAR). 1. From the main menu, click on Reports, then select Training Reports. 2. Select Trainings by Participant Count from the drop-down list. 3.

4. In the Group column, check the boxes of criteria you want to group. 5. For example, grouping by Region will show you the participants by region. To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others.
Cnt 576 449 199 province_name Kavango Otjozondjupa Ohangwena

Grouping by region and PEPFAR category will show you participants with the region listed and then broken down by PEPFAR.
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cnt 0 205 57 164 150 159 11 170 109

province_nam e Kavango Kavango Kavango Kavango Kavango Otjozondjupa Otjozondjupa Otjozondjupa Otjozondjupa

pepfar_category_phrase PMTCT ART Counseling and testing Palliative Care PMTCT ART Counseling and testing Palliative Care

6. 7. 8. 9.

Filter the criteria using the drop-down list, to help narrow down the results. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). Click on Preview button to see the results

Unique Participants by PEPFAR


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

Unique Participants by Training Level


This report will display the unique participants for each training level, for a time range. 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Unique Participants by Training Level from the drop-down list. 3. Filter by region and district if desired (location of the training, not the participant). To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others.
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4. 5. 6. 7.

Select the Training Organizer(s) desired. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). Click on the Preview button to see the results (results will look similar to Unique Participants by PEPFAR above).

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Unique Participants by Qualification


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

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Participants Trained
This report will display participant counts for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports then select Participants Reports. 2. Select Participants Trained from the drop-down list.

3. In the Group column, check the boxes of criteria you want to group. 4. To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others. 5. Filter the criteria using the drop-down lists, to help narrow down the results. 6. Check the box if you would like unique participants returned or all participants 7. Adjust Start Date if desired (the default is date of oldest training in system). 8. Adjust End Date if desired (the default is todays date). 9. Click on the Preview button to see the results.

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Participants by Facility
This report will display participant names (unique) for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports then select Participants Reports. 2. Select Participants by Facility from the drop-down list.

3. 4. 5. 6. 7.

In the Show column, check the boxes of criteria you want to display in the results. Filter the criteria using the drop-down lists, to help narrow down the results. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). If you want the first and last names to be in one field, check the Combine First and Last Names box. 8. Click on the Preview button to see the results.

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Participants by Name
This report will display participant names for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Participants by Name from the drop-down list.

3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is todays date). 8. If you want the first and last names to be in one field, check the Combine First and Last Names box. 9. Click on the Preview button to see the results.

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Participants with Scores


This report will display participant names for certain criteria (e.g., by region, qualification, test scores). 1. From the main menu, click on Reports, then Select Participant Report. 2. Select Participants with Scores from the drop-down list.

3. In the Show column, check the boxes of criteria you want to display in the results. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. To select multiple Region As or Region Bs, select the first one and hold down the ctrl key to select others. 6. Adjust Start Date if desired (the default is date of oldest training in system). 7. Adjust End Date if desired (the default is todays date). 8. If you want the first and last names to be in one field, check the Combine First and Last Names box. 9. Click on the Preview button to see the results.

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Trainer Reports
This report is useful for finding trainers with specific skills and languages. 1. From the main menu, click on Reports, then select Trainer Reports.

2. Select your criteria to reduce the result list. You can filter by: Region District (based on the region selected) Trainer Type Trainer Skill Trainer Language Topic Taught 3. If you want the first and last names to be in one field, check the Combine First and Last Names box. 4. Click on the Preview button to see the results.

Trainings by Facility Participant Count Report


This report will display the unique participants by facility for a time range.
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1. 2. 3. 4. 5. 6. 7.

From the main menu, click on Reports, then Select Facility Reports. Select Trainings by Facility Participant Count from the drop-down list. In the Group column, check the boxes of criteria you want to group. Filter the criteria using the drop-down lists, to help narrow down the results. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). Click on the Preview button to see the results.

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Trainings by Facility Name


This report will display facility names for certain criteria (e.g., by region, qualification, training topic). 1. From the main menu, click on Reports, then Select Facility Report. 2. Select Trainings by Facility Name from the drop-down list.

3. 4. 5. 6. 7.

In the Show column, check the boxes of criteria you want to display in the results. Filter the criteria using the drop-down lists, to help narrow down the results. Adjust Start Date if desired (the default is date of oldest training in system). Adjust End Date if desired (the default is todays date). Click on the Preview button to see the results.

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Needs by Persons Name


This report is useful for reporting on topics needed and upcoming classes. 1. 2. 3. 4. 5. From the main menu, click on Reports, then select Assessment Reports. Select Needs by Persons Name from the drop-down list. In the Show column, check the boxes of criteria you want to display in the results. Filter the criteria using the drop-down lists, to help narrow down the results.

6. If you want the first and last names to be in one field, check the Combine First and Last Names box. 7. Click on the Preview button to see the results.

Needs by Person Count


This report is useful for reporting on the number of people that need training in a particular topic.
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1. From the main menu, click on Reports, then select Assessment Reports. 2. Select Needs by Person Count from the drop-down list.

3. In the Group column, check the boxes of criteria you want to group. 4. Filter the criteria using the drop-down lists, to help narrow down the results. 5. Click on the Preview button to see the results.

Roster Report
This report is useful for displaying all trainings in a certain time period 1. From the main menu, click on Reports, then select Roster Reports. 2. A training organizer must be selected.

3. Adjust Start Date if desired (the default is date of oldest training in system). 4. Adjust End Date if desired (the default is todays date). 5. To show test scores click the check box entitled Extended Report with Test Scores (Pre-test, post-test, and percentage difference will be shown). 6. Click on the Preview button to see the results. 7. The results are returned like a text file they can be copied and pasted into another program but there is no export button

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Edit Country Options


Each country can modify some of the labels, make some fields appear or disappear, and add its own drop-down lists. You can proceed through all the pages in a sequential manner or select the specific page you want to edit from the left-hand menu.
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Note: This area may not be accessible to everyone.

Labels
This page specifies the labels to be used on the various forms and reports. It also gives you the option of not displaying some fields. 1. From the main menu, click on My Account then select Edit Country Options.

2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14.

Enter the name of the country. Enter the level of the country. Enter the name for Region A (i.e., region, state, province). Enter the name for Region B (i.e., health district, county) and check the box if you do not want this field to display. Enter the name for City/Town. Enter the name for Training Category. Enter the name for Training Name (what the training is called). Enter the name for Training Organizer. Enter the name for Training Level. Enter the name for PEPFAR Category. Enter the name for Training Topic. Enter a name for Training of Trainers. Check the box if you do not want this field to display. Enter the name for National Curriculum.

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15. 16. 17. 18. 19. 20. 21.

Enter the name for National Curriculum Comment Enter the name for Refresher Course. Enter the name for Comments. Enter the name for Course Objectives. Check the box if you do not want this field to display. Enter a name for Pretest Score. Check the box if you do not want this field to display. Enter a name for Posttest Score. Check the box if you do not want this field to display. Enter a name for Custom Field 1 that will display for trainings. Check the box if you do not want this field to display. 22. Enter a name for Custom Field 2 that will display for trainings. Check the box if you do not want this field to display.

23. 24. 25. 26. 27.

28. 29. 30. 31. 32. 33.

Enter the name for National ID and check the box if you do not want this field to display. Enter the name for File Number. Enter the name for Is Active and check the box if you do not want this field to display. Enter the name for First Name Enter the name for Middle Name. Check the box if you would like the middle name to appear as the last name and the last name to appear as the middle name (This is only applicable in Ethiopia). Enter the name for the Last Name. Enter a name for Custom Field 1 that will display for people. Check the box if you do not want this field to display. Enter a name for Custom Field 2 that will display for people. Check the box if you do not want this field to display. If there are two or more language files loaded the ability to turn off/on the languages and to set which one defaults when a user logs in. Click the Save button if you are done and do not want to go to the next step. Click the Save and Continue button to save and then go to the next page in the setup.

Turn on/off labels


There are many data points that can be turned on/off depending on the needs of the project. The check box to display or not is found to the right of the label box on the label page, click the box to turn off the field. The following fields can be turned off:
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Region B Training Topic Training of Trainers National Curriculum National Curriculum Comment Course Objectives Pre-Test Score Post-Test Score Training Custom Field 1 Training Custom Field 2 Home Phone Fax Person Custom Field 1 Person Custom Field 2

Language
The language file is shared between all sites. Thus, if there is a French version available every site will be able to select it if they would like. The languages can be turned on/off and a default can be set.

Adding Drop-Down Options


The next pages will allow you to add the options that will display for the various drop-down lists. This process below applies to all of the various drop-down lists.

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1. 2. 3. 4.

Click on the link to Add/Edit Training Organizer Option. In the box, add the name of the training organizer. Click on the OK button to add that option to the list. To edit an existing option, click on the Edit link next to the option, and the same box will appear for you to change the option. 5. You can only delete options that do not have any records associated with them. If this is the case, there will be a Delete link next to the option. 6. Click the Save button if you are done and do not want to go to the next step. 7. Click the Save and Continue button to save and then go to the next page in the setup.

Provinces/States
This is where you can add provinces or states for the country. You can add them individually or import a comma-separated values (CSV) file.

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1. To import a CSV file, click on the Browse button to find the file on your hard drive. Note: There are many ways to create a CSV file. The easiest is to create your list using Excel. Once you have your data entered click File > Save As. A Save As box appears. Browse to the location where you want to save the file, click in the File Name field and enter the name, click in the Save As Type box and scroll down until you see CSV (comma delimited) (*.csv): select this option and save.

2. Click on the Import button to import the specific file. The file needs to be a CSV file in the following format: Two columns (Province, District). Example: Washington, King Washington, Snohomish Missouri, Greene Missouri, Jefferson Oregon, Multnomah 3. To add a province/state, refer to Add Drop-Down Options.

Districts
If you did not do an import in the previous step, this is where you can add districts (or whatever Region B is labeled) to provinces (Region A). 1. Select the Province from the drop-down box. 2. To add a district to this province, refer to Add Drop-Down Options.

Training Category
A high level category to help group training titles. If a project is training in multiple categories such as TB, HIV, or malaria, these categories can be set up with training names attached to them. It also servers to reduce the number of training names the user must to search through

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Assign Titles
Through this page the training titles are associated with the training categories. 1. In the drop down box select the category 2. Below that will be a table of all training names, select as many as are needed 3. Click save 4. The information will now be in the upper table. This table can be edited, more trainings added or deleted

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Training Title
1. The ability to merge classes. If there are two training titles that are basically the same class then click merge for all classes that need to merge. The user will be prompted to select the primary class (the one that will be kept) from the list and the other will be folded into that one. The only change this will make is to change the training name for those trainings rolling into another 2. To add training Titles, refer to Add Drop-Down Options.

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Training Organizer
To add training organizers, refer to Add Drop-Down Options.

Training Level
To add training levels, refer to Add Drop-Down Options.

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

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PEPFAR Category
1. Check the Allow Multiple PEPFAR Categories box if you want to allow up to five categories for each training. The default is one category. 2. To add new categories, refer to Add Drop-Down Options.

Funding
1. Uncheck the Display Funding Options box if you do not want to display funding options on the training forms. The default is checked (display on the forms). 2. To add new funding options, refer to Add Drop-Down Options.

Recommended Topic
1. To set up Recommended Topics the administrator will select a qualification. Once this is selected up to twenty topics can be selected for that qualifications training needs. 2. After save is pushed the table will be updated to show the qualification and topics attributed to this. The topics can be edited or deleted and new topics (up to twenty) can be added. 3. To add new qualifications, refer to Add Drop-Down Options.

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National Curriculum
To add values refer to Add Drop-Down Options.

Qualifications
4. To add secondary qualifications, you must first select the primary qualification that you want to assign it to. For instance, select nurse for the primary qualification, and then add registered nurse as a secondary qualification. 5. To add new qualifications, refer to Add Drop-Down Options.

Responsibility
To add new responsibilities for people, refer to Add Drop-Down Options.

Trainer Types
To add new trainer types, refer to Add Drop-Down Options.

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Trainer Skills
To add new trainer skills, refer to Add Drop-Down Options.

Languages
To add new languages for trainers, refer to Add Drop-Down Options.

Affiliations
1. Uncheck the Display Trainer Affiliations box if you do not want to display affiliations on the trainer forms. The default is checked (display on the forms). 2. To add new affiliations for trainers, refer to Add Drop-Down Options.

Facility Types
To add new facility types, refer to Add Drop-Down Options.

Facility Sponsors
To add new facility sponsors, refer to Add Drop-Down Options.

Adding and Editing Users


Users are people that can log into the TrainSMART application.

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Adding Users
This will only be available if you have the appropriate access level to this option. 1. From the main menu, click on My Account then select Add Users.

2. 3. 4. 5. 6. 7.

Enter the users first name. Enter the users last name. Enter a login name for the user. Enter a password for the user. Enter the email for the user. Choose the appropriate access levels: Trainings: select either Add/Edit/Delete or View Only. People: select either Add/Edit/Delete or View Only. Reports: check if can access View/Create Reports. Admin: check if can access Edit Country Options and Add/Edit Users.

8. Choose the applicable Training Organizers: The user will be able to add/edit/delete data based on training organizer ownership. If the user should have the ability to manipulate all data then All Training Organizers should be selected. If the user should be limited by specific Training Organizers, select one or more. Users can see all data just manipulation of Course data is limited in this section.
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TrainSMART Manual

9. Check the box to Send email with login information if you want the user to receive an email with the login details. 10. Click the Finished button to save your work and not proceed to another page. 11. Click on Next User to save your work and then add another user.

Edit Users
This will only be available if you have the appropriate access level to this option. 1. From the main menu, click on My Account, then select Edit Users.

2. From the main menu, select My Account, then Edit Users. 3. Find the user account you want to edit and click on the ID. 4. The same form used for Add Users will display. Change any information and click Save Changes to save.

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