ACS Staff Army Community Service CTS Training for

ACS Staff Army Community Service CTS Training for Relocation Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 1 of 47 Relocation

Relocation Session Topics – ACS Staff Home Page and CTS Dashboard – Clients/Appointments • • • Add a New Client Edit Client and View 5897 Add Extended Contact View/Edit Extended Contact Add Client to Session – Lending Closet • • Accessing Lending Closet Client Status Inventory Lending Closet Reports – Quick Tracker • Record Simple Information Contacts • Add New Simple Information Contacts • Edit/Customize Simple Information Contacts – Sessions • • Manage Sessions User Settings Add New Session Record Attendees – Client Reports – ACS Management Report – Contact Us Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 2 of 47 Relocation

Login 1 – Go to www. acsstaff. org. – 2 Enter Username and Password and click Login. 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 3 of 47 Relocation

ACS Staff Homepage – 1 – 2 – 3 – 4 – 5 Once logged in, the top right portion of the screen contains six Quicklink buttons. • Calendar – Training sessions are listed in the Calendar. Trainings are available every day of the week. • Contact Us – Use to contact ACS Staff Management Team, ACS Staff Technical Support, or HQDA. • Online Training – Computer Based Trainings (CBTs) are available for all modules • Download Center – Contains important downloadable files such as forms, user guides, accreditation guides, etc. • Forum – Each program has its own forum thread. Also an ACS Staff thread for general issues. • Store – Order Operation Ready Material (free of charge). The Announcements section contains announcements about new documents in the Download Center, scheduled site downtime, training announcements, and other general FMWRC announcements. The News section contains news about ACS or general Army news. The Poll is updated every two weeks to get feedback on enhancements, site issues, or general questions. The Support box contains links to FAQs about the ACS Staff site, online training (CBTs) , and User Guides for all ACS Staff modules. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 1 2 4 3 5 UNCLASSIFIED 4 of 47 Relocation

CTS Dashboard – 1 – 2 – 3 – – 4 – 5 6 – 7 The CTS Dashboard is accessed by clicking on the CTS button in the Applications section of the left navigation bar. The CTS Dashboard contains a CTS Navigation bar, which includes: • Tools • Actions • Preferences • Management The My Clients dashboard section shows all clients that the user has added to My Clients • The dashboard displays the first five clients. All clients can be accessed by clicking the More link in the upper right corner of the My Clients box. The Recently Contacted Clients section lists the five most recently contacted clients. The Recently Added Clients section lists the five most recently added clients. The Appointments Today section shows all of the scheduled appointments for the current day. New appointments can be scheduled by clicking on the Add Appointment link within this section. The My Quick Tracker sections tracks the Simple Information Contacts and Service Materials. The Quick Tracker will be described in detail later in this session. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 2 1 7 3 4 5 6 UNCLASSIFIED 5 of 47 Relocation

Add a New Client – 1 – 2 – 3 – 4 5 – 6 – A new client is added by selecting Add Client from the Actions menu in the CTS Navigation Bar. The Add Client form contains several tabs in which data about the new client must be added or can optionally be added. Social Security Numbers are no longer required for clients. • The removal of SSNs is a Do. D Directive. • The unique identifier for clients is the full name along with the date of birth. Depending on the selections in the Basic Client Info tab, deferent tabs will become available. For example: • The selection Self from the Relation to Sponsor drop down box indicates that the new client is a Sponsor. Therefore, the Military Details tab becomes available. • The selection of Spouse from the Relation to Sponsor drop down box causes the Sponsor Info tab to become available (as shown). • The selection of Married from the Marital Status drop down box causes the Marital Details tab to become available. Tabs marked with a red asterisk contain required fields in which data has not yet been entered. The Save and Finish button is disabled and grayed out until data has been entered into all of the required fields on all the tabs. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 1 2 5 4 3 6 UNCLASSIFIED 6 of 47 Relocation

Add a New Client – Information can be entered into each tab and the Next button can be used to proceed to the next tab on the page. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 7 of 47 Relocation

Add a New Client – 1 – 2 – 3 – 4 – 5 Before data is entered into the required fields, the Sponsor Info tab contains a red asterisk indicating that the tab contains some required fields. The red asterisk is removed once all the required fields have been filled in. The Select Unit button can be used to locate and select a unit. • Text can be typed into the Find field and results are automatically listed in the Select field. • The unit can then be selected from Select field. The Add New Unit button can be used to create a new unit. The Same as Client checkbox can be selected to automatically assign the Client’s address to the Sponsor. The Save an Finish button also become available once all of the required fields have been filled in. 1 2 3 4 5 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 8 of 47 Relocation

Add a New Client – 1 – 2 – 3 Data can be entered into the remainder of the tabs. Data about children can be added on the Children tab by clicking the Add Child button. The birth date of the child is used to calculate and display the age of the child. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 9 of 47 Relocation

Add a New Client – 1 – 2 – 3 Data about additional household members can be added on the Household Members tab by clicking the Add Household Members button. The birth date of the household member is used to calculate and display the age of the child. The Save and Finish button is clicked to save the new client. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 10 of 47 Relocation

Add a New Client – 1 – 2 – 3 Once the new client is saved, he/she becomes the Active Client. The Click here to sign client’s 5897 form link should be clicked to digitally sign the form. . Once the confirmation message is closed, the system asks what you would like to do next. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 11 of 47 Relocation

Client Record – 1 – 2 – 3 The View the client’s Record radio button can be selected and the Go button clicked to view the new client’s record. The client’s record displays the information entered about the client (e. g. DOB, pay grade, phone number, etc. ). The Add to My Clients link can be clicked to add the client to the My Clients list. 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 3 UNCLASSIFIED 12 of 47 Relocation

Client Record 1 – 2 – The Remove From My Clients link can be clicked to remove the client from the “My Clients” list. The View Client Details link can be used to view the details of the client. 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 13 of 47 Relocation

Edit Contact / View 5897 – 1 – 2 The new client is now the active client. An active client can be edited by rolling over the Active Client menu and selecting Edit Client. The 5897 of the active client can also be viewed by rolling over the Active Client menu and selecting View 5897. The 5897 can be opened or saved to your computer. 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 14 of 47 Relocation

Add Extended Contact The new client has now been added to the system. However, the information does not roll over to the Management Report. – 1 – 2 – 3 An Extended Contact can be added for the client by clicking on the Add Extended Contact link. The general information about the extended contact can be added on first page. The Next button is clicked to proceed to the next page. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 15 of 47 Relocation

Add Extended Contact – 1 – 2 – 3 – 4 The second page of the Add Extended Contact form is used to enter the staff contact and enter further descriptive information about the extended contact. The Schedule Follow Up Appointment button is clicked to set up a follow up appointment for the contact. The Add Follow Up Appointment form is used to schedule the follow up appointment and provide descriptive information. The Save button is clicked to save the follow up appointment. The follow up appointment is listed at the bottom of the page. 3 1 4 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 16 of 47 Relocation

Add Extended Contact – 1 – 2 – 3 – 4 – 5 The third page of the Add Extended Contact form is used to enter additional optional information about the extended contact. Early return client is a client that came back early from deployment. 1 The control key can be used to select multiple Referrals to other ACS Programs. The Save button is clicked to save the extended contact. A confirmation screen is presented. 2 3 4 5 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 17 of 47 Relocation

View/Edit Extended Contact – 1 – 2 – 3 – 4 – 5 The confirmation screen can be used to define what to do next (e. g. View Client’s Record). The Submit button is clicked to perform the next selected task. The Extended Contacts for the active client are listed on the Extended Contacts tab at the bottom of the page. The Extended Contact can be edited by clicking on the Edit link. The Continuation Sheet can be viewed by clicking on the Continuation Sheet link. The Continuation Sheet can be accessed, but not edited. 1 2 3 5 4 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 18 of 47 Relocation

Clear Current Client – 1 The current client can be cleared by selecting Clear Current Client from the Actions menu. 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 19 of 47 Relocation

Lending Closet 1 – 2 The Lending Closet is accessed by selecting Lending Closet from the Tools menu. The Lending Closet is opened for the Active Client (Jim J. Jackson). 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 20 of 47 Relocation

Lending Closet – 1 – 2 – 3 The Add New button is clicked to check out an item to the active client. Items are selected by selecting Category and then moving the items from the Item Type list to the Selected For Check Out list. The Proceed to Checkout button is clicked when all items have been selected. 2 1 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 21 of 47 Relocation

Lending Closet – 1 – 2 – 3 – 4 – 5 Some items in the lending closet (such as a Pillow) allow for the checkout of multiple items (e. g. 4), without selecting a specific item. Other items in the lending closet (such as a Toaster) must be checked out on an individual basis and the specific item must be selected (by its serial number). The Finalize Items To Checkout page also allows you to specify the condition of specific items and specify the Date Out/Date In dates 1 The Print Receipt button can be clicked to 2 generate a receipt (in the form of a Word document) that can be printed. The receipt will be a combined receipt for all checked out items. The Check Out button is clicked to check out the items to the client. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 3 3 4 UNCLASSIFIED 22 of 47 5 Relocation

Lending Closet – – Once the Check Out button is clicked, the items are checked out to the client and the inventory of the items are reduced accordingly. Actions can be applied to the items by selecting the appropriate checkboxes and clicking on the desired action buttons: • Print Receipt for Selected – Can print 1 receipts for individual items or multiple selected items. 2 • Extend Selected – Extend the due date of the selected items. 3 • Check In Selected – Check in the selected items. 4 • Send Overdue Notice – Send an overdue notice (via email) for the selected items. 5 • Add New – Check out a new item to the Client. 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 23 of 47 2 3 4 5 Relocation

Lending Closet – 1 – 2 – 3 – 4 An item (e. g. Toaster) can be checked in by selecting its checkbox and clicking on Check In Selected. The Condition of the returned item must then be specified. The Print Receipt button can be clicked to generate and print a return receipt. The Check In button is clicked to check the item in to the Lending Closet. The inventory of the item will them be increased accordingly. 1 1 2 3 4 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 24 of 47 2 5 4 Relocation

Lending Closet – 1 – 2 Checked in items are listed on the Checked In tab. Receipts for checked in items can always be generated and printed by selecting the item and clicking Print Receipt for Selected. 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 25 of 47 Relocation

Lending Closet – 1 – 2 The inventory for items in the Lending Closet can be administered by clicking on the Inventory link. • Once the Inventory link is clicked, there is no active client (inventory values are applied to the Lending Closet as a whole, not to an individual client). The Inventory page lists all of the items in the Lending Closet along with inventory values for each item, such as available, checked out, OK, . Fixable, Lost, and Total. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil 1 2 UNCLASSIFIED 26 of 47 Relocation

Lending Closet – 1 – New items are added to the Lending Closet inventory by clicking on the Add New button. When the Add New button is clicked a dialog box is presented asking which type of inventory item is to be created: • 2 Add Count Type – Creates a Count Type item which are a collection of generic items that are tracked by status counts only. The items are generally not uniquely identifiable, such as bedding or kitchen utensils. • 3 Add List Type - "List" item types are a managed list of individually identifiable items. They usually have a serial number, but any unique name or number permanently inscribed on the item can be used. The items are individually tracked and counts are based on each item's status. 1 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 27 of 47 3 Relocation

Lending Closet – 1 – 2 – 3 The item is added to the list of inventory items. An Item can be edited or deleted by clicking on the Detail link in the item’s row. An inventory item can only be deleted if none of its items are checked out. 2 1 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 28 of 47 Relocation

Lending Closet – 1 – 2 – 3 Inventory Categories can be edited, deleted, and created by clicking on the Categories link. An existing category is edited/deleted by clicking on the Edit link in the category’s row. A new category is created by clicking on the Add New button. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 29 of 47 Relocation

Lending Closet – 1 – 2 – 3 The inventory list can be filtered using the Category and Item Type Name Contains entry field in the Filter section above the inventory list. The Check-Out History of an item can be viewed by clicking on the History link in the row of the item. The inventory list can be printed by clicking on the Print button. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 30 of 47 Relocation

Quick Tracker – 1 – 2 – 3 Simple Information Contacts (SIC) are used to track nonclient interactions (e. g. job fairs, basic information, etc. ). To record one instance of a Simple Information Contact, click the green plus sign next to the contact you want tracked. The number count to the right of the SIC will increase by one. 1 1 2 2 3 3 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 31 of 47 Relocation

Quick Tracker – 1 – 2 – 3 To record more than one instance of a SIC at a time, click on the More… link in the SIC section. The list can be filtered to find the desired SIC. The number of instances of an SIC is entered into the entry field and the Track It button is clicked. 2 1 3 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 32 of 47 Relocation

Quick Tracker – 1 – 2 – 3 – 4 A new Simple Information Contact is created by clicking the Add Simple Information Contact link after clicking on the More… link from the Dashboard. Information about the new Simple Information Contact is then entered. The Simple Information Contact can be added to the Quick Tracker by selecting the Add To My Quick Tracker checkbox. The new Simple Information Contact is saved by clicking the Save button. 1 2 3 4 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 33 of 47 Relocation

Quick Tracker – 1 The new Simple Information Contact is added to the Quick Tracker. 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 34 of 47 Relocation

Quick Tracker – 1 – 2 Simple Information Contacts can be managed by selecting Manage Simple Information Contact from the Management menu. A SIC can be edited by clicking on the Edit link in the row of the SIC. • Can Edit SIC • Can add/remove from dashboard. • Can enable/disable. • No longer able to delete Quick Tracker Items 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 35 of 47 Relocation

Sessions – 1 Sessions are managed by clicking on Manage Sessions in the Management menu. 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 36 of 47 Relocation

Sessions – 1 The User Settings link is clicked to define the user settings for the sessions calendar. • The Sessions Limit setting determines how many sessions will be listed in one calendar day box. If more sessions exist than the session limit, a More link will be available to view all sessions in that day. • The Truncate Session Names setting determines whether or not the names will be truncated inside the day box. • Show Weekend setting determines whether weekends appear on the calendar. • Show Roster count determines whether or not the number of enrolled users (for future sessions) or attended users (for past sessions) will appear in the day box. Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 37 of 47 1 Relocation

Sessions – 1 – 2 – 3 – 4 New sessions are added to the calendar by double clicking in the day box on which the session will occur. Information about the session is then entered into the form. • The Program/Category selections correlate to the ACS Management Reports. The Recurring functionality is modeled after Outlook. Save is clicked to save the session. 2 4 3 4 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 38 of 47 Relocation

Sessions – 1 – 2 The new Session is added to the Calendar. The “Roster” is grayed-out because there are no attendees yet. 2 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 39 of 47 Relocation

Sessions – 1 Attendees are added to the roster by clicking on the roster icon to the right of the session time. There are three ways to add attendees: • 2 Bulk attendees – Does not use a roster of names. • 3 Add Client – Search for and add existing clients. • 4 Add Non-Client – Not in the system, but need names for roster. All clients roll over to ACS Reports. 2 3 4 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 40 of 47 Relocation

Quick Tracker Report – 1 – 2 – 3 – 4 – 5 The Quick Tracker Report is accessed by selecting it from the Reports drop down box at the left side of the screen. The report Start and End Dates are selected. The Go button is clicked to view the report. The Quick Tracker Reports can be used for Simple Information Contacts and Service Materials. Can view numbers for yourself or for you community. 1 4 5 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 41 of 47 Relocation

Client Report Generator – 1 – 2 – 3 The Client Report Generator is accessed by selecting it from the Reports drop down box. The Date Range for the report is defined. The Program for the report is selected. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 42 of 47 Relocation

Client Report Generator – 1 – 2 The Select Custom Fields button is clicked to define the fields contained in the report. The desired fields that will be contained in the report are selected. 2 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 43 of 47 Relocation

Client Report Generator – 1 – 2 – 3 The Generate Custom Report button is clicked to generate the report. The report is generated and displayed. The report can be exported to an Excel spreadsheet. 3 2 1 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 44 of 47 Relocation

ACS Management Report Accessing the Report Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 45 of 47 Relocation

ACS Management Reports Selecting the Monthly Report 1 – – 2 – 3 1 2 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil Select a specific month or Start and End Dates by selecting Range. The report is accessed clicking on the link for the Program’s report. Report is viewable through the site or downloadable in an Adobe Personal Data File (PDF) Format. 3 UNCLASSIFIED 46 of 47 Relocation

Contact Us (Feedback) • 1 Technical Support – Be very clear and concise as to what the issue is. • 2 Comments and Suggestions and Policy Questions – These are sent to a staff member who has a direct line to the FMWRC staff. 3 • You can add an attachment of a screen shot. 1 2 3 Shaunya Murrill/IMCOM, G 9/shaunya. murrill@us. army. mil UNCLASSIFIED 47 of 47 Relocation