GTIMS WAIVERS PART I SETUP Overview This checklist covers Waiver Setup in GTIMS which is administered in System Manager. The GTIMS Waivers Part II checklist covers Waiver Management which is controlled in Ops Manager. Waiver Setup is used to define data elements which must first be established so that they can be controlled in Waiver Management. The data elements are: Organization/Office of Primary Responsibility (OPR), Waiver Type and their organization-specific Approval Sequence, along with any applicable Regulation. Application Access On the GTIMS Browser (left) confirm you have the All GTIMS tab highlighted at the bottom of the Browser application menu. From the application menu, under Administration, select System Manager. This opens the System Manager window (right). From the Toolbox area in System Manager, select Waiver Setup. a Alternatively, from the Other Utilities section of the System Manager Ribbon, (below) select the Waiver Setup icon. The Waiver Setup window (below) opens and is comprised of: A Ribbon with two self-explanatory icons: Save; and, Refresh. Three tabs: Organization/OPR; Waiver Type/Approval Sequence; and Regulation. An explanation of each begins on the next page. a
Organization/OPR Tab: The Organization (Org)/Office of Primary Responsibility (OPR) tab (below) supports building and maintaining elements that combine an Org and an OPR. The tab contains panes: The permission-controlled Organization Filters pane, i.e., a user will only see those orgs for which they have permission(s); The Org/OPR Management pane where a selected Org is linked with the appropriate OPR(s). The OPRs that will either coordinate on or approve a waiver. NOTE: The Org/OPR list has been pre-populated with the appropriate Approval Level for each OPR already set. However, the Email address for the offices in each role must be entered (normally accomplished on initial set-up, TBD was the default setting) or else updated when the Email address is changed (see below). NOTE: A new OPR must be scripted into the OPR list, i.e., it cannot be done at the unit level. A Message pane displays either missing elements or when information is valid. Updating an Org/OPR: In the Organization pane, highlight the Org to be edited; 0AS (in the example, below). NOTE: An Org/OPR may NOT be deleted once it has been used in a Waiver or Approval Sequence; however, the Name, Email, and Is Squadron Training Office properties may be edited. NOTE: Each Org designates, at the appropriate level, its own OPRs, i.e., the 0AS only establishes theirs (Sq/CC, DO, DOT, and DOV) while its parent Org (9OG) does the same (OG/CC, OGV, and OST). Highlight the desired Org/OPR to be updated (0AS/DOT in the example). Highlight the field to be edited (EMail in the example) and make the necessary changes. Select the Is Squadron Training Office checkbox to indicate the appropriate Org. Highlight an Org/OPR and select the arrow to move it back to the OPR list. When complete, select the Save button in the Ribbon see Application Access, step. Org/OPR Functionality:
The Approval Level is selected from a drop-down menu (right) and is used to define where each Org/OPR fits into an Approval Sequence, discussed below. Make certain to assign the appropriate Approval Level to each OPR. Using the Email entered in step (above), each Org/OPR is notified to accomplish their action (Concur, Non-concur, Approve, or Disapprove) in the order determined by the number (in parentheses) displayed with the Approval Level. NOTE: Those Email addresses entered will receive notifications when a waiver requires their processing or review. If an individual Org/OPR requires multiple Email addresses, separate them with semicolons (as is done in Microsoft Outlook ). NOTE: When there are multiple Org/OPRs in the Org/OPR Management pane, the drop-down filters (found by hovering over the right-hand side of each column header) may be used to aid in finding desired information. Waiver Type/Approval Sequence Tab: The Waiver Type/Approval Sequence tab (below) is used to define and build Waiver Types and Approval Sequences and it s comprised of five panes: The Organization Filters pane described earlier. The Waiver Type pane displaying the Waiver Type Name, Approval Level and when one Is Inactive. NOTE: Waiver Types in bold text have an Approval Sequence for the selected Org (9AS in the example). The Organization/OPR pane contains the data built in the Organization/OPR tab described above. The Approval Sequence pane. The Message pane operates as on the Organization/OPR tab. 6 7 8 The Waiver Type Pane: 6 Select the Add Waiver Type button to create a new Waiver Type. 7 Select the Edit Waiver Type button to edit an existing Waiver Type. 8 The Delete Waiver Type button is only active for those waivers that do not have an Approval Sequence see the first NOTE under Deleting a Waiver Type on the next page. See the next page for a description of the Add, Edit and Delete Waiver Type buttons.
Adding, Editing and Deleting a Waiver Type: In the Organization pane, highlight the Org for which the Waiver Type will apply. Adding a Waiver Type: Select the Add Waiver Type button (# 6 on the preceding page) to open the Waiver Type Management dialog box (right) where the required data (indicated by the icon) is entered. Waiver Type Name is self-explanatory. a Set the Highest Approval Level value using the drop-down menu (left) to define the level at which a waiver of this type may be approved or disapproved. Levels lower than the highest approval level may Concur or Non-Concur with the waiver request, but may neither Approve nor Disapprove the request. NOTE: Selecting an Approval Level Is Inactive checkbox (a) cannot be done at the unit level, i.e., it must be scripted in. Select the Integration Type from the drop-down menu (right). c It defines how the Waiver Type is intended to interact with other GTIMS applications. b a NOTE: Currently, only two Integration Types are supported; their functionality is further described in the GTIMS Waivers Part II Management checklist: a The Stan/Eval (S/E) Qualification Expiration Date type is used to extend the expiration date for an aircrew s S/E Qualification. b The TBT-Template Required Completion Date type is used to extend the required completion date for Task-Based Training (TBT) assigned to an aircrew. NOTE: For a [Not TBT] type waiver, the Integration Type is neither a nor b; make certain the Integration Type Is Inactive checkbox (c) is selected (the default value). Editing a Waiver Type: Highlight the Waiver Type to be edited and select the Edit Waiver Type button (# 7 on the preceding page). This reopens the Waiver Type Management dialog box. All information may be edited for waivers that have not been utilized in a waiver submission. The Is Inactive button is the only option available for a waiver that has been utilized in a waiver submission. Adding or Editing Waiver Types: Select the OK button once all information is entered or edited (becomes active once all required fields indicated by the icon are complete). Select the Refresh button on the Ribbon when all changes are complete. Deleting a Waiver Type: Highlight the Waiver Type to be deleted and select the Delete Waiver Type button (# 8 on the preceding page); this action permanently deletes the Waiver Type. NOTE: When an Org is highlighted, the Delete Waiver Type button is inactive, and the Waiver Type is NOT in bold text, the Waiver Type has been utilized in a waiver submission by another Org and it may not be deleted. NOTE: To delete a Waiver Type in bold text that has not been utilized in a waiver submission by ANY Org, first delete the Approval Sequence for the Waiver Type, then select the Save icon, and, finally, the Refresh icon; the Delete Waiver Type button will then be active.
The Approval Sequence Pane: To be approved or disapproved, a waiver must go through each level defined in its Approval Sequence. The Org/OPR relationships built on the Organization/OPR pane (see page ) are added to the Approval Sequence for a Waiver Type. Building an Approval Sequence: Highlight the Org (0AS in the example, below). Highlight the Waiver Type (Deviation in the example). The title (0AS/Deviation) appears at the top of the Approval Sequence pane. 6 Highlight each Organization/OPR that is to be added to the Approval Sequence. Move them to the Approval Sequence by either double-clicking each Organization/OPR individually; or, Select the Add Approval Sequence button. 6 Missing elements or, when applicable, The information is valid appears at the bottom of the screen. The selected Org/OPRs populate the Approval Sequence pane and, despite the order in which they were added, they will be sorted by their Approval Level (lowest to highest, as seen below). 8 7 Remove an Org/OPR from the Approval Sequence by highlighting it (0 AS, above) and either doubleclicking it or by selecting the Delete Approval Sequence button. The selected Org/OPR will return to the Organization/OPR list. NOTE: If an Approval Level is not included (0AS/DO and 9 OG/CC Approval Levels () and (), respectively) in the Approval Sequence, it will be valid as long as the Highest Approval Level is the minimum required for the Waiver Type (7) MAJCOM Aircrew Training (AT) in the example. 8 The Approval Sequence may not contain duplicate Approval Levels (0AS/DOT and DOV in the example). NOTE: Once used in an actual waiver, Approval Sequences may not be modified. When a modification is necessary, create a new Waiver Type (requires a new name, suggest using a version number) with a revised Approval Sequence. 7
6 Regulation Tab: When a waiver is created, an official Regulation (e.g., AFI -AE Vol ) must be cited as justification for the waiver. The Regulation tab (right) enables management of the list of those regulations available for use when submitting waivers. Adding a new Regulation: Click the Add Regulation button to open the Regulation Management dialog box (right). Enter the Regulation Name. Select OK and then Save on the Ribbon. Editing an existing Regulation: Double-click an existing Regulation or else highlight it; and Select the Edit Regulation button. NOTE: Both and reopen the Regulation Management dialog box (right) where edits can be made. 6 Select Is Inactive to make the Regulation unavailable for use on new waivers. 7 Select OK and then Save on the Ribbon. Deleting an existing Regulation: Double-click an existing Regulation or else highlight it; and 8 Select the Delete Regulation button. NOTE: A Regulation cited in a waiver cannot be deleted; it must be marked Is Inactive (# 6 above) to prevent its use on new waivers. Select Save on the Ribbon. 6 7 8 Additional Support To open a Help File at any point within a G/TIMS interface, either press the F key or select File at the top of the window and click Help. For additional questions, please contact your G/TIMS Administrator or the ESD Help Desk: Commercial (0) 6-8989 or DSN 87-8989