Updated July 10, 2015 for July Training KETS Training Session Updated July 10, 2015 for July Training www.kdemexercises.com

Training Agenda Welcome KETS Overview EMPG Exercise Review Documentation Requirements KETS Demo How is KDEM using KETS? Questions and Contact Info Testing and Troubleshooting Session

Welcome to KETS! Introductions EnVisage Consulting, Inc. KDEM www.kdemexercises.com

KETS Overview Online reporting tool Single-point location for reporting and managing requirements of EMPG exercises in Kansas www.kdemexercises.com

EMPG Exercise Review PROGRAM Requirements INDIVIDUAL Requirements Two (2) exercises Seminar or workshop may be used as ONE exercise if EOP updates are reviewed with stakeholders PLUS TEPW Annual requirement Identify priority core capabilities Participate in three (3) exercises within a 12 month period Planning Team Player Evaluator Facilitator Simulator / Controller www.kdemexercises.com

Documentation Requirements Within 90 days of the exercise, submit: After Action Report Improvement Plan with at least 3 corrective actions Sign in sheet For the TEPW Updated multi-year training & exercise plan Sign in sheet Priority core capabilities www.kdemexercises.com

KETS Demo Outline User Roles Logging In Viewing All Exercises Requesting a New Exercise Editing Exercises Adding/Removing Counties from an Exercise Uploading a Sign-in Sheet Adding Participants to an Exercise Closed Exercises Viewing Your County’s Exercises Accepting/Rejecting Exercises for Your County Submitting Exercises for Your County Help for TEPW Exercises Check Individual Participation for Your County’s Staff Reports Help Page Email Notifications

User Roles County Exercise Coordinator Regional Coordinator Can view all exercises Can view county exercise details for their county Can only edit exercises for which they are Point of Contact Responsible for rejecting/accepting and submitting exercises in their county Regional Coordinator Can view county exercise details within their region Run reports Administrator Administrator can access and edit all users, participants, exercises, and counties Responsible for approving requested exercises and submitted exercises

Logging In

Go to www.kdemexercises.com **You will need to set up your password by following the link in the invitation email for KETS.

Viewing All Exercises

Click on the Exercises tab. This page shows all exercises in KETS. My Exercises are exercises that you are the Point of Contact for.

Requesting a New Exercise

Go to Exercises tab. Click Request New Exercise button.

The Exercise Wizard will begin. Follow the steps. If needed, cancel requesting the exercise by clicking the red x.

Exercises appearing here are ones that have dates close to the one you are creating. Check to make sure that the exercise you are creating has not already been requested. Click Next to continue if your exercise does not match existing exercises.

Make sure the name of the exercise is unique and descriptive! You will automatically be listed as the Point of Contact. After filling in the form, click Next.

Review the exercise before clicking Save.

Successfully created exercise! This is the exercise summary page. Pending Approval means that the exercise is still waiting to be approved by an Administrator at the exercise-level.

Editing Exercises

To edit an exercise, you must be the Point of Contact for the exercise. A pencil icon will appear in the edit column for exercises you can edit. Click the pencil to edit.

Change the details of the exercise. Then click Update Exercise.

You will see this message saying the exercise was successfully updated!

Adding/Removing Counties from an Exercise

Go to the Exercises tab. Click on the name of the exercise you want to add/remove counties for (you must be the Point of Contact).

Click Assign Counties.

Greyed out counties cannot be removed. Click on counties to select them. Click again to unselect them. Selected counties have a checked box. Click Add/Remove Counties when finished.

Successfully updated exercise! Assigned counties show up here.

Uploading a Sign-in Sheet

Sign-in sheet is required. Click the Add Exercise File button.

Check the Sign-in sheet checkbox. Enter the total number of participants. Click Next when done.

Select a file from your computer by clicking Browse. Submit the file by clicking the Add File button.

The progress bar should now indicate that a sign-in sheet was submitted. The sign-in sheet should be listed under the uploaded documents.

Adding Participants to an Exercise

A sign-in sheet is required before participants can be assigned to an exercise. Click the Assign Participants link.

Select all users who participated in the exercise. You’ll be presented with a list of EMPG funded personnel from the exercise’s participating counties. Select all users who participated in the exercise. Check the data certification box. When finished, click Assign Participants. Note: As a point of contact, you can view and assign the participants from all the counties participating in the exercise. As a county exercise coordinator of a participating county, you may view and assign participants from your county.

Once participants are assigned to the exercise, they automatically receive credit for participating in the exercise. If they are removed from the Exercise Participants list, they will no longer receive credit. All participants assigned to the exercise show up in this list. Click the pencil to edit the role of a participant.

Select the role, then click Update Roles.

The participant’s role appears in the Roles column.

Closed Exercises

What does it mean when it says the “Exercise was closed”?

An Admin closed the exercise so that the exercise can not be edited by anyone, except another Admin. Preserves the integrity of past exercise information If an edit must be made to a closed exercise, contact the Admin who closed the exercise.

Viewing Your County’s Exercises

Click on the County tab. When a Point of Contact assigns the county to an exercise, it will show up in the Available Exercises section. Accepted Exercises have been accepted by the County Exercise Coordinator for County and Individual Credit and are ready for the submission process. Submitted Exercises have been submitted by a County Exercise Coordinator with all necessary documents.

Accepting/Rejecting Exercises for Your County

When your county has been assigned to an exercise, it will appear under Available Exercises on your County page. To accept an exercise, click the green plus button. To reject an exercise, click the red minus button.

When you click the green accept icon, you can select County and Individual Credit or Individual Participation Only. Individual Participation Only means the exercise will not count for the county and credit will only be available for individual participants. It will not appear in your county’s Accepted Exercises.

Exercises accepted for County and Individual Credit move to the Accepted Exercises category.

Submitting Exercises for Your County

After accepting an exercise, you can begin the submission process. Click the submit icon.

Upload AARs and IPs here. Select the file type or types. If you have one document with both the AAR and IP, click both file types! Click Next. These show what has been done and what still needs to happen to submit the exercise.

Click Browse to select a file from your computer to upload.

Click Add File.

Once the AAR and IP have been uploaded, you are ready to submit the exercise. Check the certification box. Indicate if the exercise counts toward multi-year TEP and if the exercise is part of a progressive exercise series. Click Submit Exercise.

Exercise has been submitted for approval!

Exercise will appear in the Submitted Exercises category on the County page. You will be notified when the Administrator reviews the exercise.

Help for TEPW Exercises

When requesting a new TEPW exercise, make sure to select TEPW from the Exercise Type dropdown list.

Assign your county to the exercise.

Add the Sign-in Sheet.

You can add the Calendar File here or from the county submission page.

Accept the TEPW exercise for County and Individual Credit Accept the TEPW exercise for County and Individual Credit. (If you uploaded the Calendar File from the Exercise Summary page, the exercise will be automatically accepted.)

Click the Submit icon.

These icons show what has been done and what needs to be done before the TEPW can be submitted. Upload the Calendar File. Check the Calendar box, then click Next.

Find the file on your computer.

Click Add File.

Calendar File appears here. You need to assign at least one Core Capability for the TEPW.

Select Core Capabilities by clicking on them. Click again to unselect. After selections, click Assign Core Capabilities.

Submit the TEPW exercise the same way as other exercises.

Check Individual Participation for Your County’s Staff

On your county’s page, click the County Participants link

Here, you will see a list with all of the participants in the county. Click on a participant’s name.

This page shows the list of exercises the user has participated in. Use this drop down to view exercises from past years.

Reports

Select the report you wish to view. Click on the Reports tab. Select the report you wish to view. Descriptions of each report can be found in the How-To Manual on the Help page.

County Exercise Overview

The date range is preset to the current calendar year The date range is preset to the current calendar year. To change a date, click on it and select the new date from the calendar or type in manually following the same format (i.e. 1-1-2014). Print the report using the a Print Report button or your browser’s print option.

County Detail

In addition to the date range filters, the County Detail report can filter by the type of exercise.

Individual Participation Overview

View how many exercises of each exercise type EMPG funded personnel in your county have completed.

Individual Detail

View details such as the name, type, and date range of the exercises EMPG funded personnel in your county have completed.

County Core Capabilities

Displays the number of Core Capabilities identified in the county’s TEPWs. Does not include counts for primary or secondary core capabilities identified for each exercise.

Help Page

Quick Reference and Step-by-Step Pocket Guide are handy and cover only the key steps needed to submit your exercises. How-To Manual and FAQS is a comprehensive guide to using KETS.

Email Notifications Point of Contact Notifications: Notified when assigned as the POC for an exercise Notified when their requested exercise is approved by an admin County Exercise Coordinator Notifications: Notified when county is assigned to an exercise by a POC Notified when county's exercise has been approved by an admin Regional Coordinator Notifications: Notified when a county from their region submits an exercise

How is KDEM Using KETS? KDEM exercises are also reported in KETS Track progress of completing requirements Run data reports for EMPG & other requests for information www.kdemexercises.com

Questions? KDEM Technical Contact: (785) 274-1404 EnVisage Consulting, Inc. (785) 274-1404 Terri Ploger-McCool, Preparedness Branch Director terri.d.plogermccool.nfg@mail.mil Bret Rowe, KDEM Grants Manager bret.a.rowe.nfg@mail.mil (785) 587-0151 Connie Satzler csatzler@kansas.net Micah Brown micahyb@gmail.com Emily Collins ecollins@envisageconsulting.org www.kdemexercises.com

Testing and Troubleshooting Opportunity Now, everyone will have a chance to go through the process of entering exercise data themselves Admins will be available for support and questions