SMART Training Update – May 2011 Michaela Butterworth

1. SMART Training Update – May 2011 Michaela Butterworth

2. Discussion Points • SMART Student Center retirement • SHaRP Implementation for SMART Training • Agency Options and Communication recommendation • New business process flow for SMART Training • Q & A

3. SMART Student Center Retirement • Effective 05-31-2011 the SMART Student Center is being retired for all SMART instructor led training class registrations, enrollments, and completion records. • The SMART Student Center link on the SMART website > Training Page will be will be updated with the new link.

4. SMART Training in SHaRP • All data (current and historical) from the SMART Student Center, and from the SMART Website (Web based training courses) will be transferred into SHaRP. Current records will be loaded first. Historical data will be loaded in the near future after the current data has been loaded. • All registrations, enrollments, course completions, and course availability will now be facilitated within SHaRP (instead of using the SMART Student Center).

5. Agency Decision • Will enrollment for SMART Instructor Led Training courses be centralized or decentralized for your Agency? • There are two options for your Agency to choose from regarding enrollment for instructor led training classes in SMART.

6. Centralized Approach • Option 1:Your Agency should have the SHaRP Training Administrator role assigned to one of your staff (plus an additional person assigned with this role as a back up).  • This person (and the back up person) are responsible for enrolling your Agency staff in the required SMART Instructor led training courses.  • In this way your Agency will be able to control and monitor SMART Instructor led training enrollments.

7. SHaRP Training Administrator • Please note:  If your Agency does not already have a SHaRP Training Administrator role assigned to at least one of your staff members, please submit a SHaRP Security Request Form to designate at least two individuals with this role if you choose this option.  • Important:  In order for a person to receive the SHaRP Training Administrator role, each person will need to complete the SHaRP web based training course and test for the SHaRP Training Administrator role prior to submitting a request for the role assignment.

8. SHaRP Security Access • Please email sharpsecurity@da.ks.govif you have questions related to SHaRP access, or to request security access to SHaRP.

9. Decentralized Approach • Option 2: Your Agency may select to have agency staff enroll themselves in their required instructor led training courses for SMART training. • This will allow each employee to log into the SHaRP Self Service module to enroll in their required SMART instructor led training courses.

10. Recommendation to Agencies • It is recommended that each Agency communicate the Agency policy regarding centralized or decentralized enrollment to its employees.

11. Business Process Flow

12. SMART Training Courses • How do I know what training to enroll in, or what training to enroll my employees in? • Each Agency is responsible for determining the SMART security access roles that each person will require in order to be able to perform his/her job duties within SMART.  • Your Agency’s SMART Security Liaison is familiar with this process.

13. SMART Website – Technical Resources Page • http://da.ks.gov/smart/technicalresources.html contains the SMART Security Handbook, and the User Role to Training Course Mapping spreadsheet. • Use the SMART Security Handbook to determine what SMART Security Access roles are required for the individual. • Use the User Role to Training Course MappingSpreadsheet to determine and list which courses the individual will need to complete. • Use the list to create training request(s) in SHaRP.

14. SMART Security Access • The use of the SMART Security Access Form will continue, there is no change to this process. • The SMART Agency Security Liaison will still submit a Security Access form via a Help Desk Ticket with the requested security access roles in SMART (now after training has been scheduled or completed). • All SMART Web Based training classes will still be completed using the SMART Website > Training Page > Course Catalog.

15. SHaRP - Request Training Enrollment • Choose one of the search methods to find a course session in SHaRP: • Course Name (Search using “SMART”) • Course Number (re-numbered in SHaRP to ‘S…’) • Location (City or building) • Date (range)

16. SHaRP - Course Search • Once you have located a course, click the blue “i” icon to access detailed information about a course. • Clicking the “i” icon opens the course detail page which contains a written description of the course. • The written description contains the course curriculum outline, roles that require this training, and any required pre-requisites that need to be completed prior to the course.

17. SHaRP - Training Request Status • SHaRP provides a Training Request Status page in Self Service where an employee can view the status of their training enrollment requests. • Statuses used on the Training Request Status page are: • Approve – enrollment request accepted • Deny – enrollment request rejected • Pending – waiting for review by Central

18. SHaRP - Training Request Workflow • SHaRP Training Requests have automatic workflow for approval or denial by Central. • Training Requests are automatically sent to the Central SMART Training Team for review and processing (approval or denial).

19. More to follow…. • We will send out complete documentation regarding the enrollment and registration for SMART Instructor Led training classes in SHaRP shortly. • Updates to SMART training materials:Vouchers class is currently being reviewed and updated. Others to follow later.

20. Questions? Thank you for your time today!