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System for Administration, Training, and Educational Resources for NASA

External/Internal Training Overview

2008 SATERN Administrator Summit Wallops Flight Facility – Wallops Island, VA

Vessie Means/Kay RussellCrystal Schossow/Elaine Couchman

September/October 2008

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Session Objectives

At the end of the session, participants will be able to:• Understand the External Training Process

(submission and approval of NASA Form1735, backup documentations, modifications, bulk registrations & evaluations)

• Understand the Internal Training Process(submission and approval of the Internal Training Request form (ITRF) & Internal Training Procurement Requisition form (PF), scheduled offerings, rosters & evaluations)

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Agenda

Overview of External Training ProcessOverview of Internal Training ProcessSummary

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External Training

Introduction

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NASA Form 1735, (Request, Authorization, Agreement and Certification of Training) is used by learners at the centers to submit a request for external training. The form is submitted through SATERN (System Administration for Training and Educational Resources for NASA) on the learner’s side for approval.Since July 2006 the NSSC has been tasked with processing external training.Presently processed over 20,000 requests.All external training can be identified in SATERN by the course ID. If Non-Academic, <EX><Vendor acronym><course acronym> ex. EX-USDA-FFMC ( for Federal Financial Management Conference). If Academic, <EX><AC><vendor acronym><course# or catalog ID> ex. EX-AC-BU-CS237 (for CS237: Interdisciplinary Scientific Visualization)

Introduction

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Completing appropriate procurement documentation Registering the attendeesSending confirmation noticesVerifying attendance/completion of trainingDistributing and collecting training certificationsUpdating and maintaining the e-Training SystemProcessing employee reimbursementsMaintaining training authorization documentation filesPayment of training activities by credit card, convenience check, or purchase order

Introduction

NSSC is responsible for:

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Overview of External Training

Submission and Approval of NASA Form1735

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Launch your internet browser and go to https://satern.nasa.gov

Enter your User Name and Password and click LOGIN.

Submission and Approval of NASA Form1735

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Select LEARNING from the main menu on the home pageSelect External Training Requests from the submenuClick New EXTERNAL TRAINING REQUEST or use the

copy function

Submission and Approval of NASA Form1735

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Section A – Trainee InformationCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Section B – Training Course DataCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Section B – Training Course DataCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Section – For Training Office Use OnlyCompleting the NASA Form 1735

Submission and Approval of NASA Form1735Center Training Office must

provide these codes – for EHRI OPM Report

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Section C – Actual CostsCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Section E – Approvals & Section F – Employee Service AgreementCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Cont’ Section F – Employee Service AgreementCompleting the NASA Form 1735

Submission and Approval of NASA Form1735

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Once submitted, there is a four step approval process: Supervisor, Training Coordinator, Training Office, and NSSCYou will receive e-mail notifications at each step in the approval chain. To be aware of the ongoing status of your request:• Select LEARNING from the main menu on the home page• Select EXTERNAL TRAINING REQUESTS from the submenu• Click on the REQUEST ID of the training request you wish to

view• Scroll to the end of page to view the status of each step in the

approval chain• Upon final approval, the external training request will be added

to your learning planNote: The form will go to the designated supervisor in SATERN. Once you submit the form and change supervisor, the form will not go the new supervisor unless you resubmit the form.

Approval ProcessSubmission and Approval of NASA Form1735

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A complete or full packaged NF 1735, consists of:• Applicant's Name (#1)• User Name (#2)• Organization Mailing Address (#5)• Office Phone, Email Address, Fax (#5a – #5c)• Educational Level (#6b) – for Academic• Name and Mailing Address of Training Vendor (#7)• Location of Training Site (#7a)• Course Title (#8)• Vendor Catalog/Course Number (#13) – for Academic• Training Period (#14)• Number of Course Hours (#15)• Accommodations (#16) - if necessary• Credit Hours (#17)• Estimated Costs – direct (#18)• Estimated Costs – Indirect (#19)• Comments from learner – accurate Website for training• Training Codes (#20) CTO MUST provide these codes for EHRI OPM Report• Comments (#22) – from CTO (Also notify NSSC by stating: pre-paid, pre-registered,

reimbursement, expedite, program or project funded)

Submission and Approval of NASA Form1735

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Backup Documentation

Overview of External Training

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Submitted using the Form 27 fax cover sheet http://www.nssc.nasa.govclick on +Customer ServiceTraining tab/Registrationscroll down to Formsclick on NSSC Form 27(Fax cover Sheet)

Backup Documentation

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Examples:• Registration Forms• Passwords, Student IDs and Member IDs• Form 28 (when training cost exceed $3000)

When submitting backup documentation, the center training office should notify NSSC on the learner’s original NF 1735 in the comments section, block 22.

Backup Documentation

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Modifications

Overview of External Training

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Submitted with the Form 27 fax cover sheet by Center Training OfficeExamples:• Cancellations• Substitutions• Date changes• Changes to training cost/funding• Corrections to training codes or data on NF 1735

Note: When sending a substitution, do not send another 1735. TheNSSC will make all necessary changes to the original NF 1735.

Modifications

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Bulk Registrations

Overview of External Training

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Submitted with the Form 27 fax cover sheetNSSC needs the following information:• Vendor (Name, Address, Phone# and Fax#)• List of learners attending• Course description• Copy of registration form• Cost information (Total cost & per participant)• Registration Website• Registration POC• Any additional information about the training• Funding codes & SATERN Training codes

Bulk Registration

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Certifications of Training

Overview of External Training

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Non-Academic training• One week after completion, learner will receive a mandatory

certification request via email.• After one week, if no response, learner will receive a reminder

before the link expires.• Learner will have two weeks to complete certification.

Academic Training• Upon completion, learner will receive an email requesting

transcript or screen shot of their grade(s).

NOTE: Please make sure the screenshot has the actual grade showing.

Responses for Non-Academic and Academic Training are required before completion is granted.

NSSC Certification Process

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NSSC Certification Process

Compile and send the individual center No Response reports monthly. • Reports are of Learners that did not respond to the

certification e-mail and still have the course on their Learning Plan.

• Send the report to the center CTO’s or Center POC External Training team distribution list that is in Outlook.

• Each Center received their individual report only from the SP HR department.

The Center can request NSSC to compile and distribute Course Certification Response Reports• Specific date range• Specific course

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Internal Training

Introduction

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Since July 2007 the NSSC has been tasked with processing internal trainingTraining that require an instructor at one of the NASA centers, onsite trainingCenter Training Office submits Internal Training Request form and Internal Training Procurement Requisition form to NSSC via fax using Form 27 as a cover sheetPresently processed over 570 requests.All internal training can be identified in SATERN by the center domain and course acronym. Ex. SSC-COTR or as identified on ITRF

Introduction

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Procurement and voucher payment of Internal Training purchases Entering course information into SATERN (creating schedule offering)Providing learners with course completionsProviding learners with course evaluationsProviding completed SATERN report to center POC upon request and soliciting vendor proposals

IntroductionNSSC is responsible for:

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Overview of Internal Training

Submission and Approval of ITRF

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Submission and Approval of ITRF

ITR Form is submitted by CTO to the NSSC via fax with a form 27There is no approval process for the ITRFApproval process for scheduled offering when identified on ITRFOnce form is verified for accurate information, scheduled offering is created After class is completed and roster is received, NSSC will grant completion

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Overview of Internal Training Submission and Approval of PR form

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Submission and Approval of PR form

• PR Form is submitted by CTO to the NSSC via fax with a form 27

• There is no approval process for the PR form• Additional documents received from the CTO

• Sole Source Justification• Detailed Statement of Work (for Non-COTS courses)

• NSSC approves procurement documentation, executes award documents and makes payments

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Overview of Internal Training Schedule Offering, Rosters & Evaluations

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Schedule Offering, Rosters & Evaluations

NSSC creates schedule offering in SATERN as identified on the ITRF• Training Codes MUST also be provided for EHRI OPM Report

Register learners if necessaryOnce class is completed, CTO sends roster to the NSSCNSSC sends evaluations to attendees via emailEvaluation is not mandatoryFor Internal Training, the No Response report is not required since the survey is voluntary.• When requested, we do send the course Evaluation

reports back to the Center requesting it.Upon course completion, the vendor submits invoice to NSSC and procurement authorizes payment.

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External & Internal Training

Summary

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After completion, submission and approval of NASA Form 1735, learner will attend training and complete the certification for Non-academic training or submit grades for academic training to receive credit on their learning plan.Backup Documentation and Modifications will be submitted using the Form 27 cover sheet which is available on the NSSC Website:

http://www.nssc.nasa.gov(click on Customer Service, Training Tab, Forms)

Questions and concerns should be submitted to the NSSC Contact Center.

Phone: 1-877-NSSC-123 (1-877-677-2123)Fax #: 1-866-779-6772

External Training

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After completion, submission and approval of ITRF and/or PR form, NSSC will create schedule offering, register learners and procure training. After completion of class, CTO will send roster to the NSSC, NSSC will grant completion to attendees and send evaluationsUpon request, NSSC will send evaluation summaries to CTOAll forms and documents are submitted using the Form 27 cover sheet which is available on the NSSC Website:

http://www.nssc.nasa.gov(click on Customer Service, Training Tab, Forms)

Questions and concerns should be submitted to the NSSC Customer Contact Center.

Phone: 1-877-NSSC-123 (1-877-677-2123)Fax #: 1-866-779-6772

Internal Training

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External & Internal Training

Notes

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Chargebacks for Procurement Services

NASA Shared Services Center

Services FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14PROCUREMENT Procurement Processing and Other Admin Services 287$ 238$ 195$ 202$ 219$ 229$ 241$ 250$ Grants and Cooperative Agreements 6,378$ 3,460$ 3,453$ SBIR/STTR Contracts 5,227$ 5,642$ Grant & SBIR Awards 2,853$ 2,830$ 2,947$ 2,983$ 3,022$ 3,029$ Grant & SBIR Administration 677$ 678$ 740$ 738$ 745$ 746$ Training Purchases 249$ 99$ Off-Site Training Purchases 136$ 94$ 117$ 122$ 125$ 126$ 127$ On-Site Training Purchases 522$ 575$ 602$ 599$ 612$ 626$ On-Site Training Purchases <$25K and COTS 382$ On-Site Training Purchases > or = $25K and all Non-COTS 1,018$

NSSC RATE TRENDS

Notes:

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• The Consolidated Appropriations Act of 2008, which was enacted last year, included language that limits the number of government employees participating in conferences outside the United States. According to the Act: "None of the funds made available in this Act may be used to send or otherwise pay for the attendance of more than 50 employees from a Federal department or agency at any single conference occurring outside the United States."

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Submit future recommendations to the NSSC Customer Contact Center• Via phone – 1-877-NSSC-123 (1-877-677-2123)• Via email – nssc-contactcenter@nasa.gov

Notes:

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External & Internal Training

Questions???

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THANKS for attending!!!