(music playing)
Welcome to the FEMA DTS Video Series: Managing Your Task Book.
Task Books are no longer issued physically to responders
and are exclusively managed and maintained through the DTS websites
via the Qualifications Management Portal (QMP).
In this video, we'll show how Responders, known as a Trainee/Candidates in the qualifications process,
manage the Trainings, Tasks and Certifications necessary to complete a Task Book,
select and communicate with Coach/Evaluators, and submit completed Task Books for approval.
Throughout the qualifications process, automated messages are sent for important milestones
such as when a Task Book is modified.
After viewing this video, we recommend that you watch the other instructional videos in this series
on the official DTS YouTube channel.
They're also linked from the Other Information tile on the Responder Portal home page,
along with a library of support documents.
Trainee/Candidates see the position for their open Task Books listed on a tile on their Responder Portal homepage
along with a percentage noting their progress.
Clicking the tile opens a detailed view of the Trainee/Candidate's Task Book information
with listings for their current Trainee/Candidate Position, Task Book completion Target Date,
and the percentage of Trainings and Tasks already completed.
and the percentage of Training, Certifications, and Tasks already completed
along with an overall Completion Percentage.
There are also buttons to add a Comment,
Attach a document to your Task Book,
and send a Message to Coach/Evaluators and Cadre Coordinators.
Below this information, you'll see the dropdowns used to manage Task Books.
Click the dropdown for Coach/Evaluators to see information if you currently have one assigned
including his or her Name, Coach and Evaluator Type, when they were assigned,
the number of Observations they've entered, and the number of Endorsements they've completed.
For this example, let's click the Manage Coach/Evaluators button to select an eligible Coach/Evaluator.
After clicking the button, you'll also see the Instructions dropdown
providing information on the Coach/Evaluator – Trainee/Candidate process.
There are a number of variables that figure into the required environment needed for a Task to be completed
and whether someone is available to be a Coach/Evaluator, including the location of the Coach/Evaluator and Trainee/Candidate,
the Incident Level of a deployment, and the Complexity of a Task.
You'll see that that Available Coach/Evaluators are separated into two dropdowns:
Available Deployed Coach Evaluators who must be on the same deployment
or deployed within five miles of a Trainee/Candidate's Duty Station to be eligible,
and Available Core Competency Task Only Coach/Evaluators
who may only endorse Core Competency Tasks.
A Trainee/Candidate may only have one active Coach and Evaluator relationship at a time.
Choose from the available list of Coach/Evaluators by clicking the Request button beside the person's name
and then Yes in the pop up box.
The Coach/Evaluator will then receive an automated email alerting him or her this request.
Trainee/Candidates receive another automated email once the request is approved.
Cancel this request by clicking the Cancel button that now appears beside the Coach/Evaluator's name.
Coach/Evaluators endorse Trainee/Candidate Tasks through the Coach/Evaluator's own DTS account
where they also monitor Trainee/Candidate progress, add Comments and attach Documents to Task Books,
and send Messages to assigned Trainee/Candidates.
Click the Training dropdown
to see the Code, Name and current Status—Incomplete, Completed, or Waived—
of the Training required for this Task Book.
Again, you can filter the results you see here by checking or unchecking the selection boxes.
The Certifications dropdown will not appear unless the position requires one or more.
Certifications are elements of certain positions that are required but pursued outside of FEMA administration
like a CDL driver's license.
Behaviors are groupings of Tasks based on a common skillset.
Click the dropdown for Behaviors and Tasks
to see columns displaying each Behavior by name,
the Competencies expressed by the Tasks grouped into this Behavior,
and a fraction showing the completed and overall number of Tasks per Behavior.
Again, you can filter the results you see here by checking or unchecking the selection boxes.
As you can see, there is an additional filter option,
'Previously Completed' when filtering Behaviors and Tasks.
Click the plus sign next to a Behavior
to see more detail on its included Tasks
including their Order, Name, Complexity, Endorsements, and Status.
Then click the magnifying glass next to a specific Task
to launch the PTB Task page
where you can add a Comment, or attach a Document
and see more details including its Task Info
and if there are any previously added Endorsements, Comments, or Documents.
You'll also see additional dropdowns on your Task Book page to view and access previous Comments,
attached Documents,
and a record of Messages.
Once all of your Tasks and Trainings are completed and your Task Book is ready to be submitted,
you'll see that the tile for this Task Book is now green on your Responder Portal home page.
Submit this Task Book by clicking the tile to be taken to your familiar Position Task Book page.
Click the Submit button
and then Yes in the pop up box.
You'll receive a confirmation email when you submit this Task Book and then another email when it is approved or rejected.
Once a PTB is approved by the Cadre, a responder's Trainee/Candidate proficiency
is changed to Qualified.
(music playing)
Thank you for watching.
This video is just one in a series of training and support videos available for DTS.
For additional assistance, please click the Other Information tile on the Responder Portal homepage,
visit the official DTS YouTube channel,
or email us at FEMA-DTS@fema.dhs.gov.
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