STANDARD OPERATING PROCEDURES

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MAINE ARMY NATIONAL GUARD
DISTRIBUTED LEARNING PROGRAM
STANDARD OPERATING PROCEDURES

 

 

 

 

 

 

 

 

 

ARNG%20DL%20Logo%20(color)

 

 

 

 

 

 

 

 

 

 

 

 

20 May 2019

Prepared by:
Mr. David Nichols
Mr. Seth Tillotson
Distributive Learning Manager/Administrator

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

1.0 INTRODUCTION

  1.  MEARNG DL Mission Statement
  2.  Proponent
  3.  Chain of Command
  4.  Purpose
  5.  Use
  6.  Recommended Changes

2.0 DISTRIBUTIVE LEARNING CENTER FACILITY OPERATIONS

            2.1 Distributive Learning Center Staff Functions
            2.2 Classroom Operation and Technical Support
            2.3 Classroom Operations / Utilization
            2.4 Distributive Learning Facility Scheduling Procedures
            2.5 Priority for Distributive Learning Facility/Equipment Use
            2.6 Site Usage Reporting to NGB
            2.7 Polycom Audio Conferencing Procedures
            2.8 Remote VTC Equipment

3.0 DISTRIBUTIVE LEARNING FACILITY MAINTENANCE
           3. NGB Helpdesk Procedures
           3. Video Operations Center (VOC) procedures
           3.  Workstation Maintenance​
           3 . DFE Work Order Requests

4.0 BUDGET
  1. AFCOS Reservations, Reports, and Unliquidated Reviews
  2. Obligation Plans (SABS)
  3. Cooperative Agreement Modifications and Closeouts TBP
  4. IMPAC Card Procedures (CARE-EDI)  TBP
  5. Basic Program Manager Procedures and Information  TBP

5.0 INVENTORIES
    5.1 ​Hand receipt information
    5.2  Purchases
    5.3  Semi-Annual Inventories

6.0 MARKETING
   6.Distributive Learning Website

   6. Quarterly Staff Briefing Slides

7.0 POC’s and CHECKLISTS
    7.DTTP State POCs (all states)

    7. DTTP Checklists

ANNEX A Conferencing Check List


1.0 INTRODUCTION

1.1 MEARNG Distributive Learning Mission Statement

  1. The Maine Army National Guard Distributive Learning mission is to maximize opportunities to increase mission readiness; to enhance professional and military development for the individual Soldier and unit; to provide improved Command and Control Infrastructure for both State and Federal needs through video teleconferences; and to develop relationships with government agencies, civilian organizations and individuals for shared usage.

 

  1. National Guard Bureau's Distributed Training Technology Program (DTTP) has three mutually supportive objectives: improving enhanced National Guard readiness by providing increased access to military training and education by creating innovative training opportunities and blending them with technology; facilitating command, control, communications, and computing (C4) within the National Guard in support of both Federal and State missions; foster economic development; improve educational levels, by providing information access for communities in which the National Guard is based.

1.2 Proponent

The Distributed Learning Classrooms are Maine National Guard assets under the control of the Adjutant General. The Maine National Guard Distributed Learning Program Manager, under the direction of the RTI, manages, maintains and operates the classrooms on a day-to-day basis for the Adjutant General.

1.3 Chain of Command

 

 

 

  1. Purpose

The purpose of the Maine Army National Guard Distributive Learning Classroom SOP is to delineate and describe the functions and duties of the Distributive Learning Program Manager and all Site Administrators.

1.5 Use

  1. Distributed Learning Classrooms may be used by any member of the Army National Guard (ARNG) at no cost. Other Department of Defense (DoD) entities may use the classrooms, when not being used by ARNG users, but may be charged for direct reimbursable expenses. Federal, State, Local government agencies or any other user may use the classrooms, when not being used by MEARNG or DoD users, but may be charged for direct reimbursable expenses and for other costs related to the use and operation of the DLC.  Refer to the Site Usage Rates and select appropriate Shared Use Spreadsheet.
  1. Use of the Distributive Learning Centers accomplishes the following:
  • Reduces training costs
  • Makes learning available to the Total Force when and where it is needed (i.e., just-in-time learning)
  • Promotes training tailored to individual and group needs
  • Lowers the cost of student and instructor travel
  • Increases time for other training
  • Promotes family growth

1.6 Recommended Changes

Submit recommended changes to this SOP to the Maine National Guard Distributed Learning Program Manager, 120th RSG, 300 Hildreth ST., Suite 100 ATTN: David Nichols, Bangor, Maine 04401. Email: david.m.nichols3.nfg@mail.mil  Phone: (207)430.6529.

2.0 DISTRIBUTIVE LEARNING CENTER FACILITY OPERATIONS

2.1 Distributive Learning Center Staff Functions

  1. Program Manager Responsibilities.  
  1. Responsible for overall staffing and resourcing of Distributive Learning Centers
  1. Responsible for execution of DTTP budget
  1. Ensures all government property is accounted for in accordance with local property book procedures
  1. Coordinates with requesting persons regarding scheduling and utilization of the Distributive Learning Centers
  1. Distributive Learning Site Administrator Responsibilities.
  1. Provides an interface between requesting persons and the DL Program Manager; directs the day-to-day operations of classrooms
  1. Maintains Master Calendar and collects all usage requests
  1. Submits monthly usage reports to NGB and State Program Manager
  1. Provides first-level technical support and troubleshooting for DL equipment, resolves technical issues beyond his or her capabilities with NGB Helpdesk
  1. Classroom Operation and Technical Support
  1. Classroom Operation
  1. While much of the equipment found in the DLC looks like ordinary computing equipment that is familiar to most Soldiers and civilians alike, many of its functions are unique to its design and can be damaged by persons unfamiliar with its components. Accordingly, only trained and qualified persons may operate the DLC equipment.
  1. There are two ways to become qualified on the DLC equipment. The first way is by successfully completing the Distributed Learning Equipment Operators Course taught by the National Guard Professional Education Center (PEC). Soldiers may enroll in this course via PEC or through the Distributive Learning Site Manager. The second way is via a train-the-trainer approach coordinated through the MEARNG Distributed Learning Program Manager.
  1. DL classrooms are operated by state active duty DL personnel or FTM manning Soldiers.
  1. Technical support

For technical maintenance support beyond operator level, expertise is only provided by state active duty members of the Distributed Learning Program Office. In rare cases, where time-sensitive, urgent operational requirements are at stake, qualified operators may be telephonically “talked-through” technical support issues by the state active duty site administrators or members of the Distributed Learning Program Office.  DL classroom equipment operators must understand that the classroom equipment is sensitive and designed to complement each of the other system components.  Accordingly, no changes to the classroom equipment configuration may be made by anyone without the DL Program Manager’s expressed permission.

2.3 Classroom Operations / Utilization

  1. Use of food and beverages will be in accordance with our DL Policy

  1. Any use of the classroom computers must comply with the Maine National Guard Network, NGB’s use Policies or End User License Agreement (EULA).
  1. Users must not add or remove any software to any of the classroom computers or make any changes to the computer’s configuration such as changing the screen resolution.
  1. The classroom must be cleaned and returned to its standard layout after each use. Any trash must be taken outside and placed in appropriate trash containers.
  1. If any component of the classroom does not operate as expected, immediately notify the classroom operator or the DL Program Office at (207) 430.6529, 430.5647.  Users may not attempt to fix any component themselves.

2.4 Distributive Learning Facility Scheduling Procedures

  1. The method for scheduling use of the DLC is at this portal. http://www.me.ngb.army.mil/resources/dlc/request.aspx     
  1. Both Bangor sites and Augusta Distributive Learning Centers and the Lewiston MDLC operations are resourced for 8 hours per day, M-F.  Operating hours are determined by actual and planned classroom utilization, as well as by technical and maintenance support requirements.
  1. Nights, weekends and holiday reservations may be requested as needed. 
  1. For classroom training reservations, video teleconferencing reservations, Audio bridges or for any DL assets, the DL staff should be contacted directly or a request form filled out on the DL website at https://me.joint.afpims.mil/dlc/ . (Chrome works best)
  1. Details of a request at a minimum should include: name and contact information of requestor, type of request (equipment needs), requested date and times of reservation, and contact information of any technical POC’s involved.
2.5 Priority for Distributive Learning Facility/Equipment Use

The priority for DLC use, in order, is to Military Occupational Specialty (MOS) / Air Force Specialty Code (AFSC) qualification, individual or collective readiness enhancing activities, command and control activities and all other use. You should then reference paragraph 1.5. DL equipment and classrooms will be on a first-come, first-serve basis in reference to the priority list.  Late scheduling due to inadequate planning is no excuse to bump other reservations. If occasions arise in which the classrooms are booked for the desired date and time then arrangements can be made to utilize the JOC or the TAG conference room through the appropriate departments. Remote VTC equipment will be used where and when applicable. 

2.6 Site Usage Reporting to NGB

  1. DL Reporting and Scheduling System (DLRS-T) is the ARNG DL program’s web-based system for reporting and scheduling DL classroom and non-DLP usage.
  1. DLRS-T is located at this link. https://gko.portal.ng.mil/arng/G3/TR/TRS/DL_Program/DLCs/DLRS/Pages/DLRST.aspx .   All DL personnel will need to request permissions from the HelpDesk@ngb.army.mil to edit and post reservations to this website.
  1. DLRS-T help can be found at this link Home - Classroom Ops ?????

2.7 Polycom Audio Conferencing Procedures

  1. Check Audio and VTC calendars to verify availability of lines on the bridge. (30 lines max)
  1. If space is available, enter event in the appropriate Audio or VTC Calendars and provide audio bridge phone number and conference ID: 5051030# thru 5051039# to the requestor.
  1. Calls from US dial commercial 855-217-8372.
  1. If space is not available, use procedures in the following order:
  1. Contact requestor for possibility of alternate date/time for event.

  1. Contact other party who has reservation at same date/time for possible time/date change or fewer lines.

  1. Offer Meet ME Bridging numbers 5090 thru 5099

  1. Submit NGB VOC request (https://gkoportal.ngb.army.mil/sites/AIN-CO/NGBVOC/default.aspx) to HelpDeskNGB-all@ng.army.mil .   

2.8 Remote VTC Equipment

  1. Remote VTC equipment setup
  1. Connect A/V (RCA or S-Video) cables into TV and VTC unit
  1. Connect power cable into VTC unit and electrical outlet
  1. Connect LAN cable into VTC unit and validate the line is live
  1. Power up VTC unit and TV
  1. Select applicable TV input/channel
  1. Set/verify correct IP address is in the VTC unit
  1. Utilizing the VTC unit remote, select the following
  1.  Home
  1.  System
  1. Admin Setting
  1. LAN Properties
  1. Use the Following IP Address
  1. Enter applicable IP address
  1. Restart VTC unit

3.0 DISTRIBUTIVE LEARNING FACILITY MAINTENANCE

3.1 NGB Help Desk Procedures

To report a problem or request technical support, an NGB Help Desk Ticket is required to be completed E-mail the Help Desk at HelpDeskNGB-all@ng.army.mil or call 1-844-722-2373/ they will assist you by forwarding a NGB Trouble Ticket to the appropriate department.  All NGB Trouble Tickets will be worked on promptly in the order they are received unless the problem is urgent.

Information needed is provided below:

This is ­­­­___Name______, from __Location___, Maine. I'm calling from a DTTP _AV 800_ Classroom.

My information is as follows:

Email Address is _________________.

IP address is ______________.

Contact Phone Number_______________.

The problem is _________________________________________________________.

Actions Taken _________________________________________________________.

Request assistance_____________________________________________________.

Signature Block

3.2 Video Operations Center (VOC) procedures

  1. The VOC supports Guard NET XXI. Each site can connect to any other individual site (point-to-point) without using VOC services.  With more than two sites you need bridge services that can be requested through the VOC which enables up to 60 VTC connections. 
  1. The VOC Reservation Request Form can be found at: https://gkoportal.ngb.army.mil/sites/AIN-CO/NGBVOC/default.aspx. The completed form must be emailed to the Help Desk at HelpDeskNGB-all@ng.army.mil .
  1. The HelpDesk will respond to your Reservation Request Form with a confirmation via email. The VOC will process your request and send dial in information to you. For audio bridges they will provide you a passcode.
  1. If a VTC must be changed or cancelled the site administrator must notify the VOC at least 24 hours prior to the scheduled event date and time.  It is the responsibility of the VTC coordinator to notify all participating sites that the VTC has been changed or cancelled.
  1. A checklist for VTC’s can be found at Annex A of this document.
  1. Workstation Maintenance

Maintenance support for equipment provided by NGB for each Distributive Learning site requires a Help Desk Trouble Ticket --- emailing HelpDesk-NGB NGB-HELPDESK@mail.mil ---- calling 1-884-722-2373.

Equipment not provided through NGB is the responsibility of the state or owning equipment holder.

  1. DFE Work Order Requests

DFE work orders will be submitted by the Facility where the Classroom is located.

4.0 BUDGET  “Budget Officer”

4.1 AFCOS Reservations, Reports, and Unliquidated Reviews

DL Budget Instructions

  1. GFEB Reservations
  1. Enter LOGON information
  2. From AFCOS Main Menu, choose #3, Reservation Input and Review
  3. Choose #1, Reservation Input
  4. Enter Program Manager (3D0) then FY, then EOR (either 26RB or 2540)
  5. Enter Amount and Save
  1. GFEB Unliquidated Review
  1. From Main Menu, choose #3, Reservation Input and Review      
  2. Choose #2, Unliquidated Review
  3. From top row icons, click “Enter Query”
  4. Enter FY, PM, and APC information
  5. From top row icons, click “Execute Query”
  1.  Obligation Plans (SABS)
  1. Obligation Plans (for monthly expenditures/quarterly allotment)
  1. From Main Menu, choose “E”, Misc
  2. Choose #7, State Automated Budget System
  3. Choose #1, Obligation Plan for SABS
  4. Enter monthly expenditure plan and hit “Save”
  1. Detailed Transaction Ledger
  1. From Main Menu, choose #6, Reports
  2. Choose #1, Print Funds available by PM
  3. Enter Fiscal year
  4. Enter PM
  5. Click on “Transaction Ledger, Detail”
  6. Click on “Direct”
  7. Scroll up to FY, hit enter
  8. Click on Process Report (this may take a moment)
  9. “Go to Message Que?”-Click No
  10. Along top row, Click Exit
  11. Choose #7, Print and View Reports
  12. Hold the Ctrl key and Click “View” on the top report
  13. Hold the Ctrl key and open document
  14. Print as required
  1. Cooperative Agreement Modifications and Closeouts
  1. IMPAC Card Procedures (CARE-EDI)
  1. Basic Program Manager Procedures and Information

5.0 INVENTORIES

  1. Hand receipt information
  1. Every effort will be made to provide quality control to ensure all equipment on Distributive Learning hand receipts are representative of actual on hand equipment. To ensure all equipment turned in is removed and all new equipment has been added.
  1. Receipt of new equipment will be signed for on a temporary hand-receipt and then posted accordingly by the MEARNG-JFHQ-PBO.
  1.  Purchases

Purchases will be in keeping with Appendix 40 and the AMSCO.  All reservations, obligations will be placed in the Cooperative Agreement.

  1.  Semi-Annual Inventories

Monthly inventories will be conducted as set up by the MEARNG-JFHQ-PBO for each Distributive Learning Center. All serial numbered items will be accounted for on each hand-receipt.  Copies will be maintained on file with signed copies sent to the initiating office. Any discrepancies will be annotated and an investigation conducted to correct the issues.

6.0 MARKETING

  1.  Distributive Learning Website

This website is provided to assist you in requesting the Distributive Learning Center for training, briefings, or online activities.  In addition you can request audio conference support.  This site also holds a repository of training links for a vast variety of on-line training/learning materials. https://me.joint.afpims.mil/dlc/

Quarterly Staff Briefing Slides (Not required at this time)

7.0 POC’s and CHECKLISTS

7.1 DTTP State POC’s (all states)

This site has a listing of all DTTP State POC’s addresses and phone numbers.         

https://gkoportal.ngb.army.mil/sites/G3_ART/DL/default.aspx 

Must have a current GKO account and password for access

7.2  DTTP Checklists

  1. Fire Emergency Response Checklist

 Call 911.

Evacuate to designated safe area and account for occupants.

Initiate emergency power shutdown.

Notify facility manager of the location, extent of fire, and location of all occupants.

Notify the STARC and (NOC) Network Operations Center.

Notify other site personnel if not on site.

Define the extent of damages.

  1. Power Outage Checklist

 Determine the extent:  (temporary  -  blackout  -  expected duration)

Notify facility manager.

Notify the STARC and (NOC) Network Operations Center.

Notify other site personnel in not on site.

Restore necessary power distribution if possible.

Restore or replace ADP equipment through the standard process or through loans from nearby classrooms.

Test each server.

Conduct classes as required.

  1. Classroom Network Server Outage Checklist

 Confirm the server is actually downed (e.g. reboot).

Contact and advise the NOC that the specific server is out of service, request  recovery from the NOC.

Wait for the NOC to recreate the server configuration

If the server is damaged beyond repair, initiate emergency procurement for another server.

Estimate recovery time.

If estimate of time is more than 1 day, consider alternate site.

  1. Loss of All Data Telecommunications Checklist

 Confirm that all telecommunications are actually out of service.

Contact and advise all other site personnel.

Notify the STARC and (NOC) Network Operations Center helpdesk.

If the estimate time of recovery will be less than 1 day, advise site personnel and the customers and wait for the services to be restored.

 If the estimate time of recovery will be more than 1 day, consider an alternate site re-location.

  1. Loss of Voice Telecommunications Checklist

Confirm that all telecommunications are actually out of service.

Contact and advise all other site personnel.

Contact the local telecommunications carrier, and obtain an estimate of recovery time.

Notify the STARC and (NOC) Network Operations Center helpdesk.

If the estimate time of recovery will be less than 1 day, advise site personnel and the customers and wait for the services to be restored.

If the estimate time of recovery will be more than 1 day, consider an alternate site re-location.

  1. Police Emergency Checklist

Call 911.

Evacuate to designated safe area and account for occupants.

Initiate emergency power shutdown.

Notify facility manager of the location, circumstances, and location of all occupants.

  Notify the STARC and (NOC) Network Operations Center.

Notify other site personnel if not on site.

  1. Medical Emergency Checklist

Call 911.

Evacuate to designated area and account for occupants.

Initiate emergency power shutdown.

Notify facility manager of the location, circumstances, and location of all occupants.

Notify the STARC and (NOC) Network Operations Center if necessary.

Notify other site personnel if not on site if necessary.

  1. Evacuation and staging area Checklist

Ensure staging area is safe and free of hazards.

Ensure emergency exits are clear and identified.

Ensure all personnel are free and clear of the hazard.

  1. Security Checklist

Ensure all windows are locked and secured.

Ensure all doors are locked and secured.

Ensure all confidential materials are properly disposed.

Ensure all equipment is properly secure and accounted for.

Notify facility manager of violations.

ANNEX A to Maine Army National Guard DL SOP dated 24 May 2019

Conferencing Check List

To do well in advance:

  As with any meeting, scheduling takes longer with more participants. Make sure dates and times are set well in advance with participants. (Consult the GuardNet XXI Conference Users Guide)

 Schedule a date and time for the conference w/ the Video Operations Center, if it is a Multi-point conference.

 Reserve local and remote equipment/room.

  Arrange for remote facilitators, guest speakers, technical support, etc.

 Consider how you will set up the room. (background, cameras, clock, etc.)

 Define meeting objectives.

 Practice using equipment.

 Prepare lesson plan and materials.

 Develop a back-up plan in case of technical problems, such as an audio conference.

 Plan a practice session with all sites a few days before the conference.

  1. – 2 weeks prior to the conference:

 Double-check / develop a tight agenda and make sure each site has a trained facilitator.

 Make sure each site facilitator has an agenda and phone numbers of other participants and the bridge provider.

 Share your expectations with participants.

 Make sure the remote site has necessary materials. 

 Confirm attendance of all meeting participants.

 Distribute conference ATM/ISDN and telephone numbers to each site; also determine who will place the call. (Conference Chairperson’s          Duty)

 Find out whom to contact if there are problems.

 Practice with remote facilitators.

 Decide what to wear. (avoid loud patterns, red, & white)

 

Day of the Conference:

 Arrived early and reviewed arrangements with site facilitator. (Restrooms, food, etc.)

 Arrange the room if needed. (With Site Facilitator)

 Each site facilitator should brief participants prior to the conference. A few words about the local mute, and speaking protocol, etc.

 Check audio, video, lighting, auxiliary equipment. (document camera, VCR, etc.)

 Connect with remote site or bridging facility 30 minutes prior to the meeting time.

 Make sure every site mutes their end until they are invited to speak.

 View yourself occasionally. (make sure the other end can see whomever is speaking)

 Begin On Time.

The main facilitator should start the program with a brief introduction (purpose, agenda, and protocols and a "roll call" of the sites.

Speak loud and in a clear voice.

Summarize material later or during a break as latecomers come on-line.

Maintained eye contact with local and remote participants.  Avoided looking down at notes for extended periods.

Concluded conference with a roll call of all your participating sites to cover any remaining issues and define a time frame for the next                   meeting which includes: dates, times, subject, etc.

Fill out your QUALITY OF SERVICE EVALUATION and email or fax it back to the VOC.