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)

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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).

Opening & Switching Between Multiple Browser Tabs to Facilitate E-Track Training and Usage

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Creating E-Track Browser Bookmarks

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

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.

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

Using "More Options" Hyperlink (e-learning module)
Using "More Options" Hyperlink (1-page PDF)
Using "Advanced Search Page" Hyperlink (e-learning module)
Using "Advanced Search" Hyperlink (1-page PDF)
Search by Birth Month (PDF) and Convert Excel Extract to Sortable Excel Document (PDF)

Add Supplemental (non-OCWTP) Training to Person Record FROM ADMIN SIDE

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Add Supplemental (non-OCWTP) Training to Person Record FROM EVERYONE SIDE

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Add UPP Core Waived Training History to Person Record FROM ADMIN SIDE

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Add Staff Credit Preservice History to Person Record FROM ADMIN SIDE

PRINT IT (PDF Desk Reference)

Enroll People in Session on or After Session Start Date

PRINT IT (PDF Desk Reference)

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.

Search the Learning Catalog

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

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)

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Section 5. Back-Enter Old Sessions

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

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)

PRINT IT (PDF Desk Reference)

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)

PRINT IT (PDF Desk Reference)

Create a Session Part 4: Bookings & Meeting Times Tab

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Create a Session Part 5: Delivery & Materials Tabs

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Create a Session Part 6: People Tab

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

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)

PRINT IT (PDF Desk Reference)

Create a Session Part 8: Security Tab

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Create a Session Part 9: Billing & Cost Tab

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

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

Search for Session

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)
More on Session Basic Search Screen
More on Session More Options Search Screen

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)

PRINT IT (PDF Desk Reference)

Enroll Participant ON OR AFTER SESSION START DATE

PRINT IT (PDF Desk Reference)

Cancel Participant

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Reserve Block

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Fill Reserved Seat

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Manage Wait List

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

View Attendee List

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Edit Session Details

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Print Session Roster

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Print Blank Paper Survey

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Print Paper Certificates

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Back-Entry of Survey

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Process Roster

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Close Session

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

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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.

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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

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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)

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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)

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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.

Locate the Facilitator Login ID: SEE IT | PRINT IT
Locate the Session Local Code: SEE IT | PRINT IT
Locate the Survey Local Code: SEE IT | PRINT IT

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 IT PART ONE (PDF Desk Reference)
PRINT IT PART TWO (PDF Desk Reference)

Print Summary Survey Report

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Print Session Roster (Session Sign-In Sheet)

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Printing and Downloading Transcripts (PERFORMED FROM EVERYONE SIDE ONLY)

SEE IT (Video Screen Capture)

PRINT IT (PDF Desk Reference)

Master Training Schedule Report

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

PRINT IT (PDF Desk Reference)

Session Catalog Report

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

PRINT IT (PDF Desk Reference)

Sessions Delivered Report

NOTE: This report returns data on CLOSED sessions only.

PRINT IT (PDF Desk Reference)

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.

PRINT IT (PDF Desk Reference)

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.

PRINT IT (PDF Desk Reference)

TPR Export

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