Station Activity Management System

1. Station Activity Management System SAMS

2. In the interest of time, please email all LOSAP questions to Linda.Dowdy@montgomerycountymd.gov PLEASE HOLD ALL SAMS QUESTIONS UNTIL THE END OF THE PRESENTATION!!!

3. TABLE OF CONTENTS • URL for SAMS ………………………………………………….6 • Register Your User Information ………………………………7 • Forgot Your Password ……………………………………13 • The Main Screen ……………………………………………..18 • Standby Tracker (the old Station Staffing Tracker)……….19 • The “Contact Us” Screen…………………………………….30 • Password Reset Notification..……………………………….31 • Session Time Out and Logging Out ……………………..32 • Creating a Desktop Icon ……………………………………34 • Activity Tracker for Standard Users ……………………..36 • Activity Tracker for Super-Users …………………………..42 • Scheduling Meetings, Drills and Activities …......................43 • Register for Meetings, Drills and Activities ………………...47 • Approving a Meeting, Drill or Activity ……………………..48 • Reports ………………………………………………………...52

4. SAM’s Fact Sheet • Roll out date is January 1st, 2012; • Will be the official tracking and management system for LOSAP points; • Will automatically populate LOSAP points for meetings, standbys/sleep-ins, drills and activities; • User Friendly; • Internet Access • If a member has already registered for the Station Activity Tracker, they do not need to register again. They will use the same username and password.

5. LOSAP Coordinators will continue to input call numbers, classes other than those attended at the PSTA, (i.e. Jeff Feiertag’s classes, MFRI, out of state classes), military credits and elected & appointed positions; • Registration for all LFRD Meetings, Activities (Collateral Duties) and Drills will be managed through SAMS; • All calls, riding position, and unit, including start and end time will be accounted for; • LFRD Leadership will still need to oversee all elements of department accountability and documentation by reviewing records produced by SAMS/PIMS; • LFRD Leadership will send to DVS a list showing who will be responsible for creating and approving meetings, drills and activities (SUPERUSER). These users do not need to have special Montgomery County Active Directory rights and can be added or deleted by DVS Administrators upon request;

6. Let’s Begin…

7. URL is: www2.montgomerycountymd.gov/PIMSACT • Register your user information – The first time you access the Activity Tracking System you will need to register; after you register, may log in using your MCFRS ID (FRSID) and password. Your user name will always be your MCFRS ID (FRSID).

8. New User Information Step 1: Enter your MCFRS ID and Date of Birth. Click Next.

10. Enter your FRSID and Date of Birth. Click Next. Step 2: Confirm Identity - Verify that your information is correct and click Next. If your information in incorrect, click Cancel. Then please contact your LFRD membership chair or Chief to correct your membership record in PIMS. After your record has been corrected, you may start the registration process again.

11. Enter a password and re-enter to verify. Select a security question from the drop-down menu. Enter your Security question answer. Click Next.

12. Be sure to save your log-in information in a safe place. Click Proceed to Activity Tracking Form

13. Forgot your Password? Click “Reset it here” to reset your password.

14. Step 1: Enter your MCFRS ID and Date of Birth then click Next. Please note: If you receive an error at this step, please ask your Membership Chair at your station to check your information in the PIMS database. Your membership Chair can update your information in PIMS if it is incorrect. After your information has been updated, you should be able to register.

15. Step 2: Enter the answer to your security question then click Next

16. Step 3: Enter a new password, re-enter the new password then click Next.

17. Step 4: Click Proceed to Activity Tracking Entry Form.

18. The Main Screen This is the main screen you will see when you log in:

19. Standby Tracker

20. To view your Personnel Information, click on the hyperlink Personnel Information. Please note that you can check to see when your next Annual Physical is due on the Personnel Information screen.

21. Entering Standby Details Select the Position, Unit, Start Date/Time and End Date/Time. Select Insert New Record

22. Note: The “Insert New Record” button will be grayed out until the last record is completed with an End Time. Click Button to show or hide the activity details grid. Note: If you belong to more than 1 LFRD, select the LFRD Name and the Station # from the drop-down menu.

23. Warning Messages Overlapping Records: If a record is entered that overlaps with another record, it will not be saved and the user will receive a message on the screen “Conflicting Hours with Existing Records (Overlapping).”

24. Number of personnel per unit: The following are the number of personnel that can ride per unit: If more than the allowed personnel are entered, the following message will appear: To see who is assigned to the unit, select Click here to get more info.

26. Editing an activity record Select Edit next to the record you want to edit.

27. Note: The information for that record is filled in above in the entry fields. Enter the corrected information. Select Save/Update.

28. Printing Activity Details Select Print Activity Details Select Open Note: You will need Adobe Acrobat Reader on your computer

30. The “Contact Us” Screen The following screen will display: Note: The Users Guide is available on this screen as a clickable link.

31. Password Reset Notification 90 days after registering, your password will expire and you will need to reset it.

32. Session Time Out Please note that your session will time-out after 20 minutes of inactivity.

33. Logging Out After logging out of the Activity Tracker, please close your internet browser for the security of the system.

34. Creating a Desktop Icon 1.Open your web browser (Internet Explorer) and browse to the page for which you want to create a desktop shortcut. 2.Resize the browser window so that you can see both desktop and browser.

35. 3. Drag and drop the small icon on the left of the address bar onto your desktop. 4.To use the icon, double-click to open the webpage.

36. Activity Tracker for Standard Users Definition of a “Standard User” – a “Standard User” is any Administrative, Auxiliary or IECS member of any LFRD who has not been designated as a “Super-User” by the LFRD Leadership. Members who volunteer at more than one station will be able to see meetings, drills and activities for the stations for which they are members.

37. REGISTER FOR MEETINGS

38. REGISTER FOR DRILLS

39. REGISTER FOR ACTIVITIES

40. ANNUAL CERTIFICATION INFORMATION

41. This report will show an unofficial and estimated calculation for yearly points.

42. Activity Tracker for Super-Users Definition of a “Super-User” – a “Standard User” is any Administrative, Auxiliary or IECS member of any LFRD who has been designated as a “Super-User” by the LFRD Leadership. Members who volunteer at more than one station will be able to see meetings, drills and activities for the stations for which they are members.

43. SCHEDULING MEETINGS, DRILLS AND ACTIVITIES Select the appropriate button to schedule a meeting, drill or activity.

44. SCHEDULING A MEETING, DRILL OR ACTIVITY The only person who is allowed to Edit or Delete a meeting, drill or activity is the person who created the meeting, drill or activity. Meeting Details

45. Drill Details

46. Activity Details

47. REGISTER FOR MEETINGS, DRILLS AND ACTIVITIES *In order to be registered for a meeting that is not at your own LFRD, the creator of that meeting can enter you during the approval process. They will need your FRSID# & LFRD Affiliation. *If the creator of a meeting had left the LFRD, contact the DVS Administrators (Chief Hinde, Ruthie Wills or Linda Dowdy) and they will be able to update the information for the meetings, drills or activities that was created by that person.

48. APPROVING A MEETING, DRILL OR ACTIVITY The only person who is allowed to Approve a meeting, drill or activity is the person who created the meeting.

49. APPROVE A MEETING

50. Once you click “Approve”, you will receive a verification message: Meeting Approved