Welcome to E-Track Administrator Training for RTCs & Subcontracts
Visit the new RTC Instructions Quick-Start Guides in the E-Track Help Center!
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This page is divided into 12 Sections. While RTCs have the option to train
all
staff on all functions, RTCs may wish to divide training and
functionality
among
their staff. ALL administrative users should review and
complete Sections 1,
2, 8, 9, 11 & 12. If you are
new to E-Track, you should test enter a minimum
of 5 sessions successfully
in the TEST environment before working in the live
environment.
Tips:
- Keep this page open in one browser tab as you practice performing functions in a
second browser
tab (see Section 2).
- Remember that anything you enter for practice in the test environment will need to be
re-entered in the production
environment to be part of people's
records.
- Complete sub-lessons within a section in order, as sub-lessons build on one
another.
- Check out the helpful links to E-Track related sites and resources in Section 9--like
SharePoint
files and I-Backup.
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SECTION SUMMARIES
1. Prepare
- Review E-Track Terms
- Review E-Track Orientation
- Update Your Populations
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5. Back-Enter Old Sessions (RARE)
- Search for Learning
- Create Session
- Disable Notifications and Enroll Participants
- Submit Webform (as needed) to add New Person
- Reserve Seats for Non-OCWTP Participants
- Enter Manual Surveys
- Process Roster
- Close Session
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9. Related Links
- Link to Sharepoint
- Link to Standardized Training Page
- Link to IBackup
- Resource Documents
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2. Get Started
- Open Multiple Tabs in Your Browser to Assist in E-Track Training and Usage
- Create E-Track Browser Bookmarks
- Learn How to Log In
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6. Create New Sessions
- Search for Learning
- General Tab
- Bookings/Meetings Tab
- Delivery/Materials Tab
- People Tab
- Registration Tab
- Security Tab
- Billing/Cost Tab
- Survey/Certificate Tab
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10. ITNAs and IDPs
- Create IDP and Add Objectives (RTC)
- Quick Start IDP Guides for Workers and Supervisors
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3. Manage People
- Reminder of Who Has E-Track Records
- Add Person Webform
- Edit Person Webform
- Add UPP Core Waived Training History
- Add Staff Credit Preservice
- Add Supplemental History
- Print/PDF List of People in E-Track
- Enroll Person on or After Session Start Date
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7. Manage New Sessions
- Enroll Participant
- Cancel Participant
- Reserve Block & Fill Reserved Seats
- Manage Wait List
- Edit Session Details
- Print Session Roster
- Print Blank Paper Survey
- Print Paper Certificates
- Back Entry of Surveys
- Process Roster
- Close Session
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11. Communication
- E-Track Info to Share with Counties
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4. Add Learnings/Facilitators
- Search Learning Catalog
- Add Learning/Facilitator Process
- Viewing Data in the Facilitator Catalog
- Paperwork Requirements by Trainer Category
- Letters Used in Learning Codes
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8. Tech Support
- Contact IHS E-Track Staff
- FAQ
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12. Reports
- Transcripts
- Session Survey Results
- Summary Survey Results
- Session Rosters (Sign-In Sheets)
- Sessions Delivered
- Session Catalog
- Individuals w/ Comps in Open IDP Objectives
- Rank-Ordered Comps in IDP Objectives
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Section 1. Prepare |
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Refresh Your Memory:E-Track Conceptual Orientation (13 minutes) |
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Get Your Region's Populations Up to Date:
Add Person Webform (for adding staff or caregivers individually)
Edit/Deactivate Person Webform (for editing/deactivating existing staff or caregivers individually)
Bulk STAFF Add/Edit/Deactivate Blank Spreadsheet (for submitting bulk additions/deletions/edits)
Bulk CAREGIVER Add/Edit/Deactivate Blank Spreadsheet (for submitting bulk additions/deletions/edits) |
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Section 2. Get Started
TIP: We recommend opening the E-Track Test Environment's Admininstrator side in a second browser tab to practice steps as you learn them on this page (instructions for working in multiple tabs included in Section 2). |
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Opening & Switching Between Multiple Browser Tabs to Facilitate E-Track Training and Usage
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Creating E-Track Browser Bookmarks
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Logging into E-Track and Understanding Test Versus Production
- There is no "SEE IT" for this lesson, as the content is more conducive to a desk reference
- PRINT IT (PDF Desk Reference)
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Section 3. Manage People
The webforms in this section are also referenced in the "Enter Participants" step in Sections 5 and 7. We included them here so you could easily find these forms when you need a new person added to E-Track or need to edit an existing person's record in E-Track. These webforms can also be shared with county HR staff and training liaison staff as needed. As an added convenience, these webforms are also linked from within the Everyone side of E-Track. |
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Directions to Print and/or Save a PDF File of People Already in E-Track (to share/verify with counties) |
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Add New Person Webform (3 business day turnaround) |
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Edit Existing Person Information Webform (1 business day turnaround) |
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Search Person Directory
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Add Supplemental (non-OCWTP) Training to Person Record FROM ADMIN SIDE
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Add Supplemental (non-OCWTP) Training to Person Record FROM EVERYONE SIDE
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Add UPP Core Waived Training History to Person Record
FROM ADMIN SIDE
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Add Staff Credit Preservice History to Person Record FROM ADMIN SIDE
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Enroll People in Session on or After Session Start Date
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Access/Download/Print Certificates (Added 1/16/15) FROM EVERYONE SIDE
This module will walk you through viewing, downloading, and/or printing individual certificates from the Everyone Side.
SEE IT (52 Sec. Video Screen Capture)
PRINT IT (PDF Desk Reference)
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Section 4. Add Learnings/Facilitators
Note: RTCs and Subcontracts do not, themselves, add learnings or facilitators in E-Track. These are functions performed by IHS. The steps below address how to determine whether a learning needs to be added to E-Track and, if so, the paperwork, process, and timeframes involved with submitting the request to IHS. |
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Search the Learning Catalog
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Letters Used in E-Track Learning Codes (to assist you in searching existing learnings in E-Track) REVISED 7/2016 |
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Add New Learning/Facilitator Process (30 business day turnaround) |
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Viewing Data in the Facilitator Catalog |
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Paperwork Requirements by Trainer Category (to assist you in completing the Add Learning Process) |
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Section 5. Back-Enter Old Sessions
TIP: We recommend opening the E-Track Test Environment's Admininstrator side in a second browser tab to practice steps as you learn them on this page (instructions for working in multiple tabs included in Section 2).
This should be a rarely used function, now that E-Track has fully rolled out and workshops are entered proactively rather than retroactively. However, should your RTC have missed a back-entered session, follow the new abbreviated instructions linked below:
REVISED SESSION BACK-ENTRY INSTRUCTIONS
If you have ANY questions about the new process for back-entering E-Track sessions, please do not hesitate to email the E-Track Hotline. |
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Section 6. Create New Sessions
TIP: We recommend opening the E-Track Test Environment's Admininstrator side in a second browser tab to practice steps as you learn them on this page (instructions for working in multiple tabs included in Section 2).
We recommend using the Session Management Checklist after you enter sessions, to cross-check your work. |
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Create a Session Part 1: Search for Learning
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Create a Session Part 2: Add a Learning Process (30 calendar day turnaround) - Follow this Process if the Session's Learning is NOT in E-Track |
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Create a Session Part 3: General Tab
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Create a Session Part 4: Bookings & Meeting Times Tab
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Create a Session Part 5: Delivery & Materials Tabs
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Create a Session Part 6: People Tab
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Create a Session Part 7: Registration Tab
(NOTE: BE SURE TO CHANGE THE REGISTRATION MODE TO "RESTRICTED" FOR ALL PRESERVICE SESSIONS)
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Create a Session Part 8: Security Tab
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Create a Session Part 9: Billing & Cost Tab
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NOTE: Sessions with start dates on or after May 1, 2012, do not need any adjustments made to the survey/certificates tab.
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Section 7. Manage New Sessions
TIP: We recommend opening the E-Track Test Environment's Admininstrator side in a second browser tab to practice steps as you learn them on this page (instructions for working in multiple tabs included in Section 2). |
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Search for Session
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Enroll Participant
IMPORTANT NOTE REGARDING BACK-ENTRY OF PRESERVICE SESSIONS: While individual Preservice participants will not be enrolled in Preservice sessions, a block of seats will be reserved to represent the total number of participants in each preservice session.
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Enroll Participant ON OR AFTER SESSION START DATE
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Cancel Participant
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Reserve Block
IMPORTANT NOTE REGARDING BACK-ENTRY OF PRESERVICE SESSIONS: While individual Preservice participants will not be enrolled in Preservice sessions, a block of seats will be reserved to represent the total number of participants in each preservice session.
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Fill Reserved Seat
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Manage Wait List
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View Attendee List
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Edit Session Details
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Print Session Roster
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Print Blank Paper Survey
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Print Paper Certificates
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Back-Entry of Survey
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Process Roster
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Close Session
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Section 8. Technical Support |
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Email the E-Track Hotline if you are experiencing any of the following issues:
- Are having trouble accessing or using the training materials on this page
- Are having trouble accessing or using any of the E-Track environments (Test or Production)
- Are having trouble using the Add Person or Edit Person webforms
- Are not sure whether you've entered something correctly in E-Track
- Are having trouble retrieving data you've entered in E-Track
- Need additional assistance understanding E-Track functionality
- Have new RTC or Subcontract staff requiring E-Track accounts, logins, and training
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IHS will assist you with your technical questions through email, phone, bridgeline, GotoMeeting, or even by scheduling site visits, when needed.
You can also complete the E-Track Training Materials Feedback form by clicking on the "Feedback on this Section?" link at the end of each training section. |
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Section 9. Related Links |
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SharePoint Facilitator Files |
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SharePoint Access/Usage Instructions Sheet |
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Standardized Training Page |
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IBackup Login Page |
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E-Track Classifications |
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Letters Used in E-Track Learning Codes (to assist you in searching existing learnings in E-Track) REVISED 7/2016 |
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Reminder of Who Should Have a Record in E-Track |
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Add Person to E-Track Web Form |
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Edit/Deactivate Existing E-Track Person Web Form |
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E-Track QA (Test Data) Administrator Side |
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E-Track QA (Test Data) Everyone Side |
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E-Track Production (Real Data) Administrator Side |
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E-Track Production (Real Data) Everyone Side |