AUXDATA / AUXINFO AUX-10 COURSE
SO/FSO-IS LEVEL TRAINING

 REFERENCE MATERIALS: (All are posted on AUX-10 Web Site in the left navigation panel)

1. AUXDATA User's Guide

2. AUXINFO User's Guide

3. Terminology for AUXINFO

4. Mission Category List by Resource

5. Cross Reference Mission to Resource List

FIRST AND SECOND DAY (0800-1700)

INTRODUCTION

• INSTRUCTORS AND STUDENTS
• KNOW SO-IS DUTIES  (Flotilla and Division Admin Procedures Guides and letter of Appointment from your elected leader)
• AUXDATA FORMS
  • Where to find the forms
  • Proper form completion (ppp available)
  • Which forms are NOT used for AUXDATA entries by the FSO/SO-IS. (New Member Applications, Facility Inspections, Qualifications, Security, and requests for Re-imbursement.)

AUXDATA (Discuss the following and show the Intro to AUXDATA ppp either before or after) PREPARATION FOR AUXDATA - Reference A

URL: http://auxdata.uscg.gov

• Opening AuxDATA Screen – (Ref A pg 5)

• Production Database / Training Database - (Ref A pg 5)

• Web Connection to CITRIX – (Ref A pg 5)

• Downloading / Installing CITRIX Client - (Ref A pg 6)

• Downloading / Installing JInitiator Plug-in -(Ref A pg 6)

• Monitor “Release Notes” (Scroll down on AUXDATA opening page almost to the bottom. It shows latest version of AUXDATA, and the date last updated with a link to the explanation of the changes in a Word Document.)

LOGON ACCESS SCREEN - (Ref A pg 7)

• User Name / Password Assignment / Access Privileges

• SECURITY – Personalizing Your Password

AUXDATA MAIN MENU - (Ref A pg 9)

• Activity Logs Module

• Member Status Module

• Resource Status Module

• Reports Module

• Training

• EXIT

HOW TO USE QUERY FUNCTION - (Ref A pg 10)

HOW TO USE ORACLE WILD CARD – (Ref A pg 10)

• ACTIVITY LOGS MODULE - (Ref A pg 11)

• RESOURCE BUTTON

• CHOOSE THE PROPER RESOURCE – Unit / Boat / Aircraft / Radio

  • Defaults to “UNIT”

• Coxswain must provide BOAT Registration/Documentation number and NOT Call Sign; pilot must provide AIRCRAFT Tail Number

[Vessel call signs may be a little different in each district.
Digit 1 & 2 = Vessel Length
Digit 3 = Propulsion (1=Outboard, 2=I/O, 3=Inboard, 4=Sail, 5=PWC)
Digit 4 = Auxiliary Division (In 8WR and in 11NR we have three digit unique Identifier)
Digits 5 & 6 = Unique Identifier]

• Radio Operator must provide RADIO District Identifier – NM8 OR NF8, followed by 2 or 3 Alpha Letters – NOT Radio Call Sign  (May vary by district)

  N = Radio
        M = Land Mobile Unit           NM8WAA      NM11AA
        F = Fixed Land Unit             NF8WAA       NF11AA

ACTIVITY LOGS SCREEN (Ref A pg 11)

The following reference pages are the key to accurate AUXDATA input. PLEASE use them for each entry in conjunction with the List of Values Pick List button.

MISSION CATEGORY LISTING IN RESOURCE ORDER - (Ref D)

MISSION CATEGORY LIST CROSS REFERENCE - (Ref E)

ACTIVITY LOGS BUTTONS DESCRIPTIONS – (Ref A pg 11)

• Start Date Local (Sorted in date sequence)
• Date Created (Sorted in date entered into system)
• List Of Values (Pick List Choices)
• Remarks (Optional: For Unit Missions, I use name of member. For Ops Misns-Order Number.)
• Copy Activity (Copies the highlighted Activity)
• Copy W/Crew – [big time saver] (Copies the highlighted Activity and the Crew Assignment also. It does not copy the Activity Log Details data.)
• EOC / EOM Entries (important only to show one EOM per 7030 being reported. If a transaction requires more that one EOM and the times are not keyed correctly the time may result with a minus sign in front of the hours when you look at the Mission Detail Report.)

ACTIVITY LOG DETAILS SCREEN – (Ref A pg 12 - Operational Resource Shown)

• Enter applicable information for the Activity/Mission being entered. (Ops, SAR, or ATON)

• Complete according to type Activity/Mission, e.g. VSC, PV, PE, PA, etc.
  • Different fields open up depending on mission type entered. Complete all fields available.

CREW ASSIGNMENT SCREEN – (Ref A pg 12)

• Filter Button
• Your Unit and Subordinate Units Button
• Select Flotilla Button
• Search for Person Button
• Assigning Crew Positions – LEAD / NON-LEAD / TRAINEE –
• Assigning Crew From a Different Division
• SAVE Button

TASKS SCREEN– (Ref A pg 13)  (Vary by Districts-SO/FSOs-IS in our district enter Annual Currency Maintenance Letters.)

• Use the TASKS Screen for UNIT Resource Missions – Primarily Member Training  to enter mandatory Workshop Attendance Reports
• Through the Boat Resources go to TASKS Screen to enter Annual Currency Maintenance Letters
• Air Tasks are not to be entered by SO/FSO-IS. Either DIRAUX, DSO-IS, ADSO-AV, or someone designated by the Air Squadron.

TASK CAPTURE – (Ref A pg 13)

• UNIT Resource Missions for entering Workshops
  • Top Section - Type in Instructor and total hours of Workshop
  • Bottom Section - Move all listed from left to right.
• Boat/Aircraft Resource Missions for entering Annual Maintenance Letters
  • Top Section - Type in Coxswain/QE who signed off member. Click on Populate Instructor. No hours req'd.
    • Highlight task in top section
  • Bottom Section – Move the members of crew that completed the highlighted task to right. Repeat for each of the four tasks for each crew or coxswain you have an Annual Currency Maintenance Letter. If no letter, do not move the member to the right

APPROVALS – (Ref A pg 14)

• Do Not Approve Entries Until End of Year/or you are sure they are correct.
• Entries are not retrievable 6 Months from date of Approval
• Entry must be “Unapproved” to Make Changes to Mission
• AUXDATA source documents are sent to the SO/FSO-IS for review, entry and approval - SO-IS will return source documents to FSO-IS upon approval

MEMBER STATUS MODULE– (Ref A pg 15)

• UNIT Tab
• MEMBER Tab
• UPDATE BUTTON – (Only Active Button)- Update member records – i.e.:  phone numbers / e-mail / address / name changes
• Deleting a phone number – “special procedure” required
• Patriot Readiness Tab
• Emergency Contact Tab
• Member History Tab

RESOURCE STATUS MODULE– (Ref A pg 17)

• UNIT Tab – Highlight Unit, and click on Facility or Officer Tab
• FACILITIES Tab – Read Only cannot make any corrections. (DIRAUX entry)
• OFFICERS Tab - Enter new annual unit officer report, update/change an officer, or show a vacancy in an office

REPORTS MODULE– (Ref A pg 19)

(Not all of these reports are useful. Some are from the CG AOPS and we do not need.

There are different procedures for downloading and printing reports in CITRIX than JINITIATOR.)

• UNIT SUMMARY DATA
• ADDRESS AND FLOTILLA DATA (New Search function to find a member in the Auxiliary regardless of flotilla.)
• EMAIL DIRECTORY
• MEMBER ROSTER
• UNDERWAY RESOURCE HOURS
• RESOURCE BY FLOTILLA
• MISSION DETAIL REPORT – Review for keying errors of all data input.
  (Check to see if Aircraft/Boat/Radio hours do not exceed 24 [if they do a EOM is missing]
  Check to insure all missions except UPE EOC have hours, member, and position shown.
  All AIM and PA mission all members should be LEAD as there are no quals involved.)
• Selecting a Report – Use of Start / End Date when default not desired
• Downloading Reports – .PDF or Delimited, Tab format to "A" Drive or C$ on 'Client' [V:]
• Monthly Report Distribution – Get your officers a "Read Only" Password and let them pull their own reports.

TRAINING MODULE- Training Management Tool (Ref A pg 21)

• INDIVIDUAL (for one member only) or UNIT (for all members of Unit) Reports
  • Training Status Report
  • Training Record (If year is not changed, you only see current year records.)
  • Certifications
  • Training Management Report for Unit only
• Downloading Reports (Same as Reports Module above.)
• Monthly Report Distribution (Same as Reports Module above.)

Hands-On Mission Entry Practice In Training Database (Limit to a three-four hours, cover AUXINFO and devote the last half day to practice both AUXDATA input and AUXINFO practice reports which ever the student needs the most.)

MISSION CATEGORY LIST - (Ref D)

MISSION CATEGORY LISTING IN RESOURCE ORDER - (Ref E)

AUXINFO (Discuss the following and show the Intro to AUXINFO ppp)

(AUXINFO User's Guide.PDF - Reference B)

(TERMINOLOGY FOR NEW AUXINFO.DOC - Reference C)

 URL:  http://www.auxinfo.uscg.gov

• Info downloaded from AUXDATA on a weekly basis – refreshes every Monday
  • Date of last refresh shown at top of page after you are in a Cube
• Important to know the results you want to end up with
  • Know the defaults - whether you need to change
    • All years? Current year? Nest Years?
    • All hours? Lead Only? Non-Lead? Nest Hours?
    • Missions? VSC Count? RBSV Count?
    • Total Unit? Each Member of Unit?
    • All facilities? Air only? Vessel Only? Radio Only? Unit Only?
  • Must learn and understand the “navigation” process

• Use of AUXINFO as an additional "management" tool
• Interpreting the information displayed
• Downloading data from AUXINFO – .CSV or .PDF
• Creating local "bookmarks"
• Using Pre-Formatted Reports
• Practice Exercises posted on the AUX-10 Web Site

Any one have problems? Questions?

Third Day (0800 - 1200)

Hands On - Mission Entry Practice In Training Database or AUXINFO Reports (Devote the last half day to practice both AUXDATA input and AUXINFO practice reports which ever the student needs the most.)

MISSION CATEGORY LIST - (Ref D)

MISSION CATEGORY LISTING IN RESOURCE ORDER - (Ref E)

Show how to complete the Request for Reimbursement Form DD-1351-2.

Answer any remaining questions.
POST CLASS ASSIGNMENT: Deadline 60 days

Read Only passwords will be issued to all who do not have one for the Production Database.

Passwords will be issued to all those wanting to enter data for their unit(s) for practice in the Training Database.

For FSOs-IS when your SO-IS is satisfied that you are correctly entering all data, they may request that your DSO-IS request a password for the Production Database.

Your DSO-IS should request the password from Marilyn McBain, marilyn11n@comcast.net

For new SOs-IS, a password will be issued for the Training Database and when the DSO-IS is satisfied that you are correctly entering all data, they are to request a password for the Production Database.