HQ AETC

1. MAJCOM Level Users Assign Access Level to Base Level users HQ AETC Version 1 26 Nov 07 Base Level Users Assign Access Level to UTMs Unit Training Manager (UTM) Create Unit Workcenters Manage Program/Unit Records Identify Workcenter Supervisor Create UTL Workcenter Supervisor Create MTL/Duty Positions/DTL Assign appropriate roles to personnel Unit Training Manager (UTM) Assign Training Status Codes to Personnel Air Force Training Record (AFTR) Quick Reference Guide How the System Works Initial Set-up of AFTR is hierarchical in nature as seen in the diagram below. All Data in the AFTR program is also built in a hierarchical structure. What this means, is that if the user updates data in one spot, it will automatically flow down to the items below it. For example, if a Supervisor adds a new task to a duty position, every user in that duty position will automatically be enrolled in that task. Or if there is an update to a CFETP, every user enrolled in that Specialty will have their training records automatically updated, thus eliminating the need for transcriptions. Initial Set-Up (AFTR) Page 1

2. Page 2 Step 1 (pg 8) UTM registers Step 2 (pg 8) Suspense unit users to register Step 3 (pg 9) UTM builds workcenters Step 4 (pg 10) Move users into workcenters Step 5 (pg 10) Assign workcenter supervisor roles Step 6 (pg 11-13) Create UTL Step 7 (pg 13) Suspense workcenter supervisor to build: MTL (pg 14) DP (pg 15) DTL (pg 16) MTP (pg 17) Step 8 Assign all users roles/tng status codes (pg 18-19) Step 9 Transcribe paper records (workcenter supervisor) Step 10 Maintain ITR

3. Important Acronyms MTC—Master Task Catalog: A single catalog that contains all the trainable items for a Functional Community UTL—Unit Task List: Managed by the UTM, this list contains all locally identified tasks not found in the STS that are to be trained on at the Unit. The UTL is made up of 623 Part III, 797, and 1098 tasks MTL—Master Task List: Managed by the supervisor, this list contains all the tasks that are to be trained on at a Workcenter, often broken out by Specialty. MTL is made up of STS, 623 Part III, 797, and 1098 tasks and is created by selecting tasks from the UTL and STS. MTP—Master Training Plan: Managed by the Supervisor, this list contains a schedule of training for all tasks within a Duty Position. The MTP is made up of STS, 623 part III, 797, and 1098 tasks and is created by assign training times and methods to tasks in the Duty Position. DTL—Duty Task List: managed by the Supervisor, this list contains all the tasks that are to be trained on in a Duty Position. The DTL is made up of STS, 623 Part III, 797, and 1098 tasks and is created by selecting tasks from the MTL. ITR—Individual Training Record: this is the electronic version of the 623 part folder. The ITR is made up of 623 Part I/II/III, 623a, 797, 803, 1098, QTP and JQS tasks and is automatically populated based upon the Duty Position the trainee is assigned to. Additional Abilities Transfer User: Select user and then View Users from the menu. Select the Users record by clicking on it once. Click the Transfer button at the top of the screen. Enter the location the user is being transferred to and click the OK button when finished. Note: Only the losing UTM or the Help Desk can transfer a user. Archive User: Select User and then View Users from the menu. Select the Users record by clicking on it once. Click the Archive button at the top of the screen. Note: Once the user has been archived, only the Help Desk will be able to retrieve the user’s record. Page 3

4. MAJCOM Level Users Assign Access Level to Base Level users Initial Setup (MAJCOM) Register Select Click here to register. Fill in appropriate information. Click the OK button when finished. Contact Administrator (Help Desk) to be assigned appropriate Access Level. Access Level Administrator Role will be required for MAJCOM Level User to assign appropriate roles to Base Level Users. Page 4

5. Page 5 Initial Setup (MAJCOM) Continued Assign Roles to Base Level Users Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking the Open button. Select the User’s Workcenter, Specialty, UTM and Supervisor Role. Click the OK button when finished. Note: The User must register with the ADLS Derivative before you can see their record in AFTR. Assign Access Levels by checking the appropriate block.

6. Base Level Users Assign Access Level to UTMs Initial Setup (Base Level Users) Register Select Click here to register. Fill in appropriate information. Click the OK button when finished. Appropriate access levels assigned by MAJCOM level user. Page 6

7. Page 7 Initial Setup (Base Level Users) Continued Assign Roles to UTMs Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking the Open button. Select the User’s Workcenter, Specialty, UTM and Supervisor Role. Click the OK button when finished. Note: The User must register with the ADLS Derivative before you can see their record in AFTR. Assign appropriate Access levels by checking the block.

8. Unit Training Manager (UTM) Create Unit Workcenters Manage Program/Unit Records Identify Workcenter Supervisor Create UTL Initial Setup (UTM) Register Select Click here to register. Fill in appropriate information. Click the OK button when finished. Appropriate access level assigned by Base Level User. Suspense Unit Members to register. Back to Main Menu Page 8

9. Page 9 Initial Setup (UTM) To Create a Workcenter Select Lists and then Workcenter from the menu. Click the Add button at the top of the screen. Enter the information for the Workcenter and click the OK button when finished. Higher level user must create a workcenter to place lower level user into for assigning access levels Answer “no” only if all core tasks are required by the CFM regardless of duty position. A “no” answer will automatically add all core tasks to the MTL and DTL. Back to Main Menu

10. Page 10 Initial Setup (UTM) Continued Assign Workcenter Supervisor Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking the Open button. Select the User’s Workcenter, Specialty, UTM and Supervisor Role. Click the OK button when finished. Note: The User must register with the ADLS Derivative before you can see their record in AFTR. Assign appropriate Access levels by checking the block. Back to Main Menu

11. Page 11 Initial Setup (UTM) Continued To Create the UTL Select UTL and then Create/Edit UTL from the menu. Select the Specialty from the Change View section and click the Search button. Add and remove tasks (other than 797 items) from the UTL by clicking the left and right arrow buttons. Complete this for each Task tab. UTM will need to work with Workcenter Supervisors to accomplish this task. Back to Main Menu

12. Page 12 Initial Setup (UTM) Continued Add Training Tasks To add Training items that are not already in the Master Catalog, select UTL and then Create/Edit UTL from the menu. Select the Specialty from the Change View section and click the Search button. Click on the Task tab for the type of task you wish to add. Click the Add button. Enter the information for the task and click the OK button when finished. The task will automatically be added to the UTL for that Specialty. Back to Main Menu

13. Page 13 Initial Setup (UTM) Continued Enroll Trainee (Ensure Workcenter Supervisors have completed responsibilities. Refer to pgs 17-21) Suspense supervisors to complete their responsibilities (MTL, Duty Positions, DTL, and MTP). Supervisor must have assigned the Immediate Supervisor and created Duty Positions before you can perform this step. Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking the Open button. Select the User’s Workcenter, Specialty, UTM, Supervisor, Immediate Supervisor and Trainee Role. Enter the User into their appropriate 5 or 7 Level Duty Position. Click the OK button when finished. Note: The User must register with the ADLS derivative. Supervisor must have assigned the Immediate Supervisor and created Duty Positions before you can perform this step. Back to Main Menu

14. Workcenter Supervisor Create MTL/Duty Positions/DTL Assign appropriate roles to personnel Initial Setup (Supervisor) To Create the MTL Select MTL and then Create/Edit MTL from the menu. Select the Specialty and Workcenter from the Change View section and click the Search button. Add and remove STS tasks from the MTL by clicking the left and right arrow buttons. Add and remove 623 part III, 797 and 1098 tasks by selecting the corresponding tab, clicking the Add button, entering the information for the task and then clicking the OK button when finished. Note: You can only add 623 Part III, 797 and 1098 tasks included in the UTL. If a task is missing, inform the UTM so that they may add it. Back to Main Menu Page 14

15. Page 15 Initial Setup (Supervisor) Continued Create the Duty Position Select MTL and then Duty Position from the menu. Select the Specialty and Workcenter from the Change View section and click the Search button. Click the Add button at the top of the screen. Enter the information for the Duty Position and click the OK button when finished. Back to Main Menu

16. Page 16 Initial Setup (Supervisor) Continued Create the DTL Select MTL and then Create/Edit DTL from the menu. Select the Specialty, Workcenter and Duty Position from the Change View section and click the Search button. Add and remove STS, 623 Part III, 797 and 1098 tasks from the MTL by clicking the left and right arrow buttons on the corresponding tabs. Note: You can only add STS, 623 Part III, 797 and 1098 tasks that were included in the MTL. If a task is missing, update the MTL so that it may be added to the Duty Position. Back to Main Menu

17. Page 17 Initial Setup (Supervisor) Continued To Create the MTP Select MTL and then Create/Edit MTP from the menu. Select the Specialty, Workcenter and Duty Position from the change View section and click the Search button. Select the task or tasks you wish to modify and click the Edit button. Enter the training and timeframe information for the Task and click the OK button when finished. Back to Main Menu

18. Page 18 Initial Setup (Supervisor) Continued Assign Immediate Supervisor Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking the Open button. Select the User’s Workcenter, Specialty, UTM, Supervisor and Immediate Supervisor Role. Click the OK button when finished. Note: the User must register with the ADLS derivative before you can see their record in AFTR. Note: All users, at a minimum, will be assigned the role of “guest”. Back to Main Menu

19. Page 19 Initial Setup (Supervisor) Continued Assign Trainer/Certifier Select User and then View Users from the menu. Open the Users record by double clicking on it or by clicking on it and then clicking on the Open button. Select the User’s Workcenter, Specialty, UTM, Supervisor, Immediate Supervisor and Trainer or Certifier Role. Click the OK button when finished. Note: the User must register with the ADLS derivative before you can see their record in AFTR. Note: All users, at a minimum, will be assigned the role of “guest”. Back to Main Menu

20. Page 20 TABS Profile I 623a (AFI 36-2201V3 Chapter 7.9) • Purpose: Stores high level information about the users training record. All personal information (name/rank/phone/email) is maintained by the ADLS derivative site and must be updated on that website. • UTM: Can populate all fields and assign UTM and below roles. Can assign additional Workcenters to the Supervisor on users Profile II. • Supervisor: Can populate all fields except for Duty Position and assign Supervisor and below roles. • Purpose: used to document an individual’s training progress, status, counseling and breaks in training. • UTM: Can create new 623a entries by clicking the Administrator button. Can modify existing 623a entries not already signed by the User by clicking the Administrator button. Can delete existing 623a entries using the Delete button. • Supervisor/Immediate Supervisor/Trainer or Certifier: Can create new 623a entries by clicking the Administrator button when all previous entries have been signed by both parties. Can modify existing 623a entries not already signed by the User by clicking the Administrator button. • User: All users can make comments and sign 623a entries that have been added to their training record using the User button. Profile II • Purpose: Stores additional locations that the user is responsible for managing. • Website Administrator: Can assign additional Units to the UTM. • UTM: Can assign additional Workcenters to the Supervisor. 623 Part I 797 (AFI 36-2201V3 Chapter 7.10) • Purpose: Privacy Act information. The outside cover of the original 623 Part folder. • Trainee: Required to sign this form using the Trainee button. • Purpose: Defines locally assigned training not identified in the CFETP. The complete date is automatically set with final signature. • UTM/Supervisor: Can set the task start and due dates using the Start Date button. Can decertify a task by selecting it and clicking the Decertify button. • Immediate Supervisor: Can set the task start and due dates using the Start Date button. • Trainer: Can sign this form using the Trainer button once the task has been assigned a Start Date. • Certifier: Can sign this form using the Certifier button once the task has been assigned a Start Date and only if the task requires certification (not grayed out). • Trainee: Can sign this form using the Trainee button once the task has been assigned a Start Date. 623 Part II (AFI 36-2201V3 Chapter 8) • Purpose: Contains all the Career Development Courses (CDC) assigned to the user separated into sets and volumes. The inside cover of the original 623 Part folder. • UTM/Supervisor: Can set the Volume start and due dates using the Start Date button. Can set the volume complete date and URE score using the Complete Date button. Can set the Set information using the Set button and exam scores using the Exam button. Can decertify using Decertify Set or Decertify Volume buttons. • Immediate Supervisor: Can set the Volume start and due dates using the Start Date button. 623 Part III (As outlined by the CFETP) 803 (AFI 36-2201V3 Chapter 7.11) • Purpose: Defines all the Formal training courses assigned to the user. The inside cover of the original 623 part folder. • UTM: Can set the task start and due dates using the Start Date button. Can set the complete date using the Complete Date button. • Supervisor: Can set the task start and due dates using the Start Date button. Can set the complete date using the Complete Date button. • Immediate Supervisor: Can set the task start and due dates using the Start Date button. • Purpose: Used to document task evaluations during SAVs, directed by the commander, or certification requires validation. • UTM/Supervisor: Can add a new evaluation by clicking the Add button. Select the tasks being evaluated (up to 3 per form), enter the result of the evaluation and then press the OK button. Can edit an existing 803 entry by clicking the Edit button. Can delete an existing 803 entry by clicking the Delete button.

21. Page 21 TABS Continued 1098 (AFI 36-2201V3 Chapter 7-12) • Purpose: Used to document task requiring recurring training or evaluation. The complete date is automatically set with final signature. • UTM/Supervisor: Can set the task start and due dates using the Start Date button. Can decertify a task by selecting it and clicking the Decertify button. Can recertify a task (up date complete date) by selecting the task and clicking the Recertify button. • Immediate Supervisor: Can set the task start and due dates using the Start Date button. • UTM/Supervisor/Immediate Supervisor/Trainer or Certifier: Can sign this form using the Certifier button once the task has been assigned a Start Date. • Trainee: Can sign this form using the Trainee button once the task has been assigned a Start Date. QTP (AFI 36-2201V3 Chapter 7.14) • Purpose: Used to assist STS/JQS task certification. Must be completed before the JQS can be signed off. The complete date is automatically set with final signature. • UTM/Supervisor: Can set the task start and due dates using the Start Date button. Can decertify a task by selecting it and clicking the Decertify button. • Immediate Supervisor: Can set the task start and due dates using the Start Date button. • Trainer: Can sign this form using the Trainer button once the task has been assigned a Start Date. • Certifier: Can sign this form using the Certifier button once the task has been assigned a Start Date and only if the task requires certification (not grayed out). • Trainee: Can sign this form using the Trainee button once the task has been assigned a Start Date. JQS (AFI 36-2201V3 Chapter 7.8) • Purpose: Used to document the STS training items outlined in Part II of the CFETP. The complete date is automatically set with final signature • UTM/Supervisor: Can set the task start and due dates using the Start Date button. Can decertify a task by selecting it and clicking the Decertify button. • Immediate Supervisor: Can set the task start and due dates using the Start Date button. • Trainer: Can sign this form using the Trainer button once the task has been assigned a Start Date. • Certifier: Can sign this form using the Certifier button once the task has been assigned a Start Date and only if the task requires certification (not grayed out). • Trainee: Can sign this form using the Trainee button once the task has been assigned a Start Date. Summary • Permanent data retention (no deletions), simplified transcriptions. • On-demand reporting from MAJCOM level down to individual level. • Automatic Error Logs sent to vendor for quick fixes + traceability. • Accessible from any .mil or .com via Advanced Distributed Learning System (ADLS). Version 1