E-Track Training Banner
E-Track HomepageE-Track StaffE-Track LiasonsE-Track Caregivers & Adoptive ParentsE-Track FacilitatorsE-Track AdministratorsOCWTP Homepage

Welcome to E-Track Administrator Training for RTCs & Subcontracts

Visit the new RTC Instructions Quick-Start Guides in the E-Track Help Center!


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.

SECTION SUMMARIES


1. Prepare
  • Review E-Track Terms
  • Review E-Track Orientation
  • Update Your Populations

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

9. Related Links

  • Link to Sharepoint
  • Link to Standardized Training Page
  • Link to IBackup
  • Resource Documents

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

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

10. ITNAs and IDPs

  • Create IDP and Add Objectives (RTC)
  • Quick Start IDP Guides for Workers and Supervisors

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

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

11. Communication

  • E-Track Info to Share with Counties

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

8. Tech Support

  • Contact IHS E-Track Staff
  • FAQ

 


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

Section 1. Prepare

Refresh Your Memory:E-Track Conceptual Orientation (13 minutes)
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)


Return to Top of Page | Feedback on this Section?


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).

Opening & Switching Between Multiple Browser Tabs to Facilitate E-Track Training and Usage
  • SEE IT (Video Screen Capture)
Creating E-Track Browser Bookmarks
  • SEE IT (Video Screen Capture)
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)


Return to Top of Page
| Feedback on this Section?


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.

Reminder of Who Should Have a Record in E-Track (to determine whether a person should be added in E-Track or considered a guest/reserved seat)
Directions to Print and/or Save a PDF File of People Already in E-Track (to share/verify with counties)
Add New Person Webform (3 business day turnaround)
Edit Existing Person Information Webform (1 business day turnaround)

Search Person Directory

Add Supplemental (non-OCWTP) Training to Person Record FROM ADMIN SIDE
  • SEE IT (Video Screen Capture)
Add Supplemental (non-OCWTP) Training to Person Record FROM EVERYONE SIDE
  • SEE IT (Video Screen Capture)
Add UPP Core Waived Training History to Person Record FROM ADMIN SIDE
  • SEE IT (Video Screen Capture)
Add Staff Credit Preservice History to Person Record FROM ADMIN SIDE
Enroll People in Session on or After Session Start Date

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)


Return to Top of Page
| Feedback on this Section?


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.

Search the Learning Catalog
  • SEE IT (Video Screen Capture)
Letters Used in E-Track Learning Codes (to assist you in searching existing learnings in E-Track) REVISED 7/2016
Add New Learning/Facilitator Process (30 business day turnaround)
Viewing Data in the Facilitator Catalog
Paperwork Requirements by Trainer Category (to assist you in completing the Add Learning Process)


Return to Top of Page
| Feedback on this Section?


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.


Return to Top of Page
| Feedback on this Section?


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.

Create a Session Part 1: Search for Learning
  • SEE IT (Video Screen Capture)
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
Create a Session Part 3: General Tab
  • SEE IT (Video Screen Capture)
Create a Session Part 4: Bookings & Meeting Times Tab
  • SEE IT (Video Screen Capture)
Create a Session Part 5: Delivery & Materials Tabs
  • SEE IT (Video Screen Capture)
Create a Session Part 6: People Tab
  • SEE IT (Video Screen Capture)
Create a Session Part 7: Registration Tab
(NOTE: BE SURE TO CHANGE THE REGISTRATION MODE TO "RESTRICTED" FOR ALL PRESERVICE SESSIONS)
  • SEE IT (Video Screen Capture)
Create a Session Part 8: Security Tab
  • SEE IT (Video Screen Capture)
Create a Session Part 9: Billing & Cost Tab
  • SEE IT (Video Screen Capture)

NOTE: Sessions with start dates on or after May 1, 2012, do not need any adjustments made to the survey/certificates tab.




Return to Top of Page
| Feedback on this Section?


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).

Search for Session
  • SEE IT (Video Screen Capture)

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.

  • SEE IT (Video Screen Capture)

Enroll Participant ON OR AFTER SESSION START DATE

Cancel Participant
  • SEE IT (Video Screen Capture)

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.

  • SEE IT (Video Screen Capture)
Fill Reserved Seat
  • SEE IT (Video Screen Capture)

 

Manage Wait List
  • SEE IT (Video Screen Capture)

 

View Attendee List
  • SEE IT (Video Screen Capture)

 

Edit Session Details
  • SEE IT (Video Screen Capture)

 

Print Session Roster
  • SEE IT (Video Screen Capture)

 

Print Blank Paper Survey
  • SEE IT (Video Screen Capture)

 

Print Paper Certificates
  • SEE IT (Video Screen Capture)

 

Back-Entry of Survey
  • SEE IT (Video Screen Capture)

 

Process Roster
  • SEE IT (Video Screen Capture)

 

Close Session
  • SEE IT (Video Screen Capture)

 


Return to Top of Page
| Feedback on this Section?


Section 8. Technical Support

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
 

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.


Return to Top of Page
| Feedback on this Section?

Section 9. Related Links

SharePoint Facilitator Files
SharePoint Access/Usage Instructions Sheet
Standardized Training Page
IBackup Login Page
E-Track Classifications
Letters Used in E-Track Learning Codes (to assist you in searching existing learnings in E-Track) REVISED 7/2016
Reminder of Who Should Have a Record in E-Track
Add Person to E-Track Web Form
Edit/Deactivate Existing E-Track Person Web Form
E-Track QA (Test Data) Administrator Side
E-Track QA (Test Data) Everyone Side
E-Track Production (Real Data) Administrator Side
E-Track Production (Real Data) Everyone Side

Return to Top of Page | Feedback on this Section?


Section 10. ITNAs and IDPs

RTC Quick Start Guide to Create an IDP and Add Objectives (PDF)
ITNA/IDP Hub on OCWTP Webpage
Quick-Start to Work with Your OWN IDP in E-Track (PDF)
Quick-Start to Work with Your Direct Report's IDP in E-Track (PDF)

 

Return to Top of Page | Feedback on this Section?

Section 11. Communication

What E-Track Offers Counties (Screencast Video)
What E-Track Offers Counties (PDF)
E-Track Technical Requirements for PCSAs (2012 Version)
Welcome to E-Track for PCSAs (PDF)
Welcome to E-Track for Caregivers and Adoptive Parents (PDF)
Welcome to E-Track for Facilitators (PDF)
Welcome to E-Track for Training Liaisons (PDF)
E-Track Data Access In A Nutshell
Must-Dos for County Managed Registration (PDF)

 

Return to Top of Page | Feedback on this Section?



Section 12. Reports

Report Resources: You will need to know how to access the pieces of info detailed below to run several of the reports. Please review this section first, as the individual report instructions will build on your already knowing how to access these items.

Print Session Survey Report

  • SEE IT PART ONE (Video Screen Capture)
  • SEE IT PART TWO (Video Screen Capture)
  • SEE IT PART THREE (Labeled Picture of Sample Report)
Print Summary Survey Report
  • SEE IT (Video Screen Capture)
Print Session Roster (Session Sign-In Sheet)

  • SEE IT (Video Screen Capture)
Printing and Downloading Transcripts (PERFORMED FROM EVERYONE SIDE ONLY)

  • SEE IT (Video Screen Capture)

Master Training Schedule Report

NOTE: This report returns data on EITHER FUTURE (OPEN) OR PAST (CLOSED) sessions.

Session Catalog Report

NOTE: This report returns data on FUTURE (OPEN) sessions only.

Sessions Delivered Report

NOTE: This report returns data on CLOSED sessions only.

Individuals w/ Comp(s) Tied to Open IDP Objectives Report

NOTE: This report's primary use is to form classes for learnings. If a new learning addresses four specific competencies, this report can be used to tell you who in a county or region (or the entire state) currently has those competencies listed in their IDP and should be invited to attend this new learning.

Rank-Ordered Comps in IDP Objectives Report

NOTE: This report's primary use is to determine high-priority competencies in IDPs for a county, region, or the state.

TPR Export


Return to Top of Page
| Feedback on this Section?

 

 
 
QUICK LINKS  
About OCWTP:  
For Trainers:  
For Trainees:  
RTCs:  

 

 


© 2007 OCWTP - All rights reserved.