CityEDGE Employee and Supervisor User Guide Live PDF

CityEDGE Employee and
Supervisor User Guide

CityEDGE and FEMA User Guides Combined
Human Resources- Learning Development
1/2/2017 CityEDGE & FEMA/NIMS User Guide-All Employees Page 1 of 65

Rev: 8.31.17 City of West Palm Beach
Table of Contents
Benefits of CityEDGE.............................................................................................................................. 10
Training Records Prior to CityEDGE........................................................................................................ 10
City of West Palm Beach Contacts for CityEDGE Support ....................................................................... 10
CityEDGE Terminology.............................................................................. 11
........................................................................................................................... 11
CityEDGE Log in ..................................................................................................................................... 11
Set Info screen/Change Password.......................................................................................................... 12
Changing/Editing Profile Information..................................................................................................... 15
Signing Out of CityEDGE ........................................................................................................................ 15
...................................................................................................... 17
My Assignments .................................................................................................................................... 18
Self-Assign ............................................................................................................................................. 18
My History ................................................................................................... 19
My Credentials ...................................................................................................................................... 20
Credentials Page.................................................................................................................................... 20

File Center ........................................................................................ 21
........................................................................................... 21
My Events, this is where you will find classroom training. ...................................................................... 21
New beneficial features on My Events ............................................................................... 21

To sign up (enroll, register) for classroom training follow these steps: ................................................... 22
Classroom training request approved .................................................................................................... 23
To unenroll from an Event follow the steps in the Cancellation Policy.................................................... 24
Classroom training request denied ........................................................................................................ 25
Calendar ............................................................................................................................. 26
Supervisors’ Approval Process-For Classroom Events.................................. 27

Per City Administration, it is crucial that supervisors complete the approval process within 48-hours of
receiving the email and system notification so the employee may secure a seat in their selected
training.............................................................................................................................................. 27

To approve a request do the following: ............................................................................. 27
To deny a request do the following: .................................................................................. 28
Cancelling from a classroom training .............................................................................. 31

Please read the Classroom-Based Training Cancellation Policy for more details ..................................... 31
Reports ........................................................................................ 32
Supervisors have access to four reports................................................................................................. 32
Report Options ...................................................................................................................................... 32
Supervisors’ Dashboard- View Past Due/Incomplete Assignments (for example Ethics

Refresher, Policy Reviews and Sign off, Compliance training)................................................................. 33
To access Dashboard ......................................................................................................................... 33
Completions Report- Run this report to see all training your employee(s) completed ............................ 33
Credentials Report- Run this report for credentials only such as FEMA or Safety ................................... 34
Credentials User Progress Summary -Run this report to see which topics the employee has completed or
not completed in a credential ................................................................................................................ 34

................................................................................................ 35
To generate Completions, All Assignments, Credentials, or Credentials-User Progress reports do the
following ............................................................................................................................................... 35
Step by Step Generate a Completions Report ....................................................... 38

Reports Page ......................................................................................................................................... 42
............................................................................................................................ 44
When to run the Credentials vs. Credentials-User Progress Summary report? ....................................... 44
Generating the Credentials Report ........................................................................................................ 44
......................................................................................................... 45
Generating the Credentials- User Progress Summary Report ................................................................. 45

................................................................................. 46
Uploading/Attaching Training Certificates ............................................................................................. 46
System Notices and E-Mails ....................................................................................... 47

Supervisor’s Email When Employee Enroll for a classroom training and Approval is needed .................. 47
Employee’s e-mail when supervisor approved classroom training request............................................. 48
FEMA/NIMS........................................................................................................................................... 49
................................................ 49
What is FEMA/NIMS Training?............................................................................................................... 49
FEMA/NIMS Glossary of Terms................................................................. 49

What Employees Need to Know ............................................................................................................ 50

Steps to take to complete your required FEMA/NIMS training ........................... 51
Obtain a FEMA Student Identification Number (SID) .......................................................................... 51
Why Do I Need a FEMA SID? .............................................................................................................. 51
How to obtain a SID number? ............................................................................................................ 51
I have my SID number, what steps do I take to complete my FEMA training?..................................... 51
You are using CityEDGE as a convenient way to access the FEMA website. After
completing your training and passing the test the system does not automatically upload your training
certificate to CityEDGE; you must upload your FEMA certificate to CityEDGE. This is a manual step....... 52
Completing the Independent Study NIMS Courses................................................................................. 52
I completed the final exam and have my certificate, what do I do with the certificate?.......................... 53
Upload and Attach FEMA Certificates .................... 54

Save Changes vs. Submit as Complete ................................................................................................... 55
Naming Format when uploading training certificates............................................................................. 55
For employees who are in FEMA Groups 5 & 6 ...................................................................................... 56
Registering on SERT ............................................................................................................................... 56
Uploading your Certificates on SERT ...................................................................................................... 56
FEMA Notices to Managers/Supervisors ................................................................................................ 58
Florida SERT State Training and Events Schedule ................................................................................... 58
Request a Name Change on FEMA Certificates ...................................................................................... 58
Replacement FEMA Certificates for Independent Study Programs ......................................................... 58

FEMA Help Desk .................................................................................................................................... 58
...................................................................................................................... 60
My History application shows the course name, but the certificate is not attached. Why is my FEMA
training certificate not attached (showing) in My History?..................................................................... 60
How do I know if I have completed my FEMA trainings? .................................................................... 60
How do I know if my certificate was attached? .................................................................................. 61
................. 62
I uploaded my FEMA Certificate and my completion % did not change, why is the percentage not
changing immediately?.......................................................................................................................... 62
How will I know my certificate has been validated? ........................................................................... 62
How often are FEMA Certificates validated? ...................................................................................... 62
I uploaded all my FEMA Certificates and the credentials are still on my page, and now I see an
assignment for a class I completed, why? .......................................................................................... 63
Classroom-Based Training Cancellation Policy (3.9.2017) ................................................. 64

• Seven (7) or more business days prior to the start of the training............................................... 64
• Six (6) or less business days prior to the start of the training: ..................................................... 64
Excused or Unexcused Absence ............................................................................................................. 65

In 2017, the City of West Palm Beach, Human Resources- Learning & Development team
launched CityEDGE. The cloud based learning system is available 24 hours a day, 7 days a week,
and accessible from any internet capable device.
Benefits of CityEDGE
• Prior to CityEDGE employees did not have access to online/on-demand training; now,
employees can access over 100 online/on-demand courses.
• Employees who work night shift now have the ability to do online training during their
shift (as schedule permits).
• Employees can track their training, print training certificates of completions, enroll and
unenroll from a classroom event.
• Supervisors can generate different types of report to help their employees reach their
professional goals.
Training Records Prior to CityEDGE

Training Records prior to January 2017 is still in Notes. You can access your records by following
these steps:
1. Sign in to Notes
2. click on Employee Resource Center (SMILEY Face),
3. Click on Human Resources Application,
4. Click on Workplace Learning/Training
City of West Palm Beach Contacts for CityEDGE Support

• Information Technology (IT) - 822-1234 or ext.1234 (for assistance with browser, and
computer support)
• Human Resources (HR) - 494-1000 or ext. 1000 (for non-safety classes training and
support)
• HR- Risk division- 494-1130 or ext. 1130 (for training questions and support for safety
classes/issues)

CityEDGE Terminology
Assignments- these are online or classroom training you need to complete by a certain date
Credentials- these are online or classroom training you need to complete by a certain date and
grouped together
Employee- the person making the request to attend classroom training (regardless of the
person’s job title)
Enroll- to register or sign up for classroom training
My Events- this is where you go to sign up for classroom training
Supervisor/Manager- the person approving the training request (regardless of the person’s
actual job title)
CityEDGE Log in
1. In the URL field type in cityedge.wpb.org
2. Username: wpb followed by your employee identification number (Kronos) without
spaces for example wpb1234. Press the Tab key to go to the password field.
3. Password: Welcome1 (case sensitive) as your initial password. You will be able to
change your password after you log in.
4. Click on Login

Set Info screen/Change Password
On this screen you will be able to change your password. All fields are required
1. Email is required
• For users that have a wpb.org email address this is the address you must use.
o You can add this address in the field if missing.
o If defaulted in do not change.
• For users without a wpb.org address you must enter an email address of your
choosing. Without an email address you will not receive important notices and
reminders.
2. Select and answer the two security questions.
3. Click in the check box next to “I agree to Terms and conditions”
4. Click Submit
5. Check your email in-box, or spam/junk folder for an email from
support@targetsolutions.com.
6. Accept/Open this email from Targetsolutions, and click on the link to confirm your email
address. This is an important step, and should not be skipped.
7. Click on Continue to your account, and log into your CityEDGE account with the user
name and password you selected.

Changing/Editing Profile Information
1. Click on your name and select My Profile
a. You can make changes to Edit fields. For users that have a wpb.org email address
this is the address you must use, and should not be changed.
Signing Out of CityEDGE

Click on the drop down arrow next to your name and click Sign Out

Home Page
The system defaults to the Home Page where you will see all training you need to complete. To
the left of the screen are more navigation features, and to the right of the screen you will see
helpful links and other announcements.

The Schedule feature is centered in the middle of the Home page. This is where you can keep
track of your trainings that upcoming, due now, and classroom training you signed up and
received approval to attend, and past due training assignments or credentials.

My Assignments
• In this area you will be able to see a list of training, or policies assigned to you for action.
• You will see the name of the assignment, the START DATE is the date it was assigned to
you, and the DUE DATE is the date you must complete the assignment.
• It also shows who assigned you the training
• Click on the name of the assignment or on the magnifying glass ACTIONS icon to
complete the assignment
Self-Assign
• In this area you can view and complete online/on-demand courses.
o You find a course and click on Launch to start your online course. After
completing the course and successful completion of the quiz the system will
automatically attach your certificate of completion to your training record

My History
Here you can view all completed assignments (activities, online courses, and events). You can
sort the information on the page by Type, Name and Completion Date.
• You can also use the search field to quickly find completed assignments.
• Clicking on the Show Advanced Options allows you to enter specific search parameters.
Assignment Details icon- click this icon to see overview of the Assignment Details.
This provides specific information about the completed course, such as assigned
dates, and how long the user spent in the course (for online/on demand courses). In
some instances, clicking this icon will show you attached training certficates of
completion.
Certificate icon- click this icon to view and print a course completion certificate
Course Evaluation icon- click this icon to see how you rated a completed Target
Solutions course.

My Credentials
• Credentials are like folders and inside the folders you will see the actual
classes/topics you need to complete. By clicking on a given credential, you can view
credential information, including requirements and previous completions.
• To access, select the “My Credentials” on the homepage.
Credentials Page
• After clicking on My Credentials the CREDENTIAL PAGE will open. You will be able to
select the topics you need to complete, which are within this credential.
• Click on the link to launch and complete the training.
• All topics that are part of the credential needs to be completed in order for the
credential to not show on your home screen.
• When you go back to an existing credential you will see your percentage complete.

File Center
• You are able to view folders and documents that have been uploaded by Human
Resources Learning and Development.
• To view a file from the File Center, locate the document you wish to open and click on
its title. The file or document will open for viewing.
My Events, this is where you will find classroom training.

By enrolling in classroom training and approving a training request, the employee and
supervisor understand and will follow the Cancellation Policy.
New beneficial features on My Events
• System defaults in the Current view

• The Statuses are:
o Pending Approval- your supervisor has not approve or deny your request to
attend a classroom training
o Enrolled- your request has been approved by your supervisor
o Open Enrollment- you can sign up (register/enroll) for the event. You will then
wait for your supervisor to approve/deny before you will see the status change
to Enrolled.
• Click on the double arrows next to the item you want to sort.
o You can sort by Event, Status, Date, Duration, and Location.
• You can do a quick search using the Search box

To sign up (enroll, register) for classroom training follow these steps:
1. Log into CityEDGE
2. Click on My Events
3. Click on the name of the class that has a status of Open Enrollment
4. Click on Enroll when the Event Detail screen opens.

5. The status changes to Pending Approval
o You will receive an email informing you the status of your request is Pending
Approval.
o Your supervisor/approver will receive an email and a system notification
informing him/her you are requesting approval to attend a classroom training
Classroom training request approved

1. You will receive a system notification and an email that shows your supervisor approved
your request.

2. In CityEDGE the approved training will also show on your Schedule
To unenroll from an Event follow the steps in the Cancellation Policy

2. Click on My Events
3. Click on the class name with the status Enrolled
4. Click Unenroll when the Event Detail page opens

Classroom training request denied
1. You will receive a system notice and an e-mail informing you of the reason for denial
2. The status in Current tab shows Enrollment Denied.
3. If you click on the class name the Event Detail page opens, and you will the status shows
Enrollment Denied.
o The system does not allow another attempt at signing for the same training on
the same date and time; however, you can sign up for the same training on a
different date and time.
o If you wish to attend the denied training event and your supervisor now
approves the request, your supervisor needs to contact Learning & Development
at ext.1000 or send an e-mail with details to training@wpb.org.

Calendar
You will be able to view due dates of upcoming Assignments, Credential expiration dates,
and dates of enrolled events.
1. Click on a date with a “dot” this will open a pop up menu.

2. Click on the item to see more details
3. You will need to add the training information to your Notes calendar. The systems
are not connected.

Supervisors’ Approval Process-For Classroom Events
Per City Administration, it is crucial that supervisors complete the approval process
within 48-hours of receiving the email and system notification so the employee may
secure a seat in their selected training.
To approve a request do the following:

2. Click on Administration tab
3. Click on Manage Events icon
4. Click on Approval Requests tab (System defaults to Manage Events)
5. Click on Approve next to the employee you are working with and then click Submit
6. Click Confirm to finalize the approval

To deny a request do the following:

3. Click on Manage Events icon
4. Click on Approval Requests tab (System defaults to Manage Events)
5. Click on Deny next to the employee’s name
6. Click on Submit
7. Enter a reason for the denial (best business practice)
8. Click on Confirm
New beneficial features for supervisors:
• You can Approve All, or Deny All instead of doing individual approve/deny
• Click on more and you will see details of the training event
• You can do a quick search using the Search bar

Cancelling from a classroom training
Please read the Classroom-Based Training Cancellation Policy for more details
• Seven (7) or more business days prior to the start of the training:
• Employee:
1. Logon to CityEDGE.wpb.org
2. Click My Events
3. Click My Enrolled Events
4. Click the unenroll button
• Six (6) or less business days prior to the start of the training:
• Employee’s Supervisor:
1. Email training@wpb.org
2. Provide the following information:
• Name and date of the training class
• Name of the enrolled employee who is unable to attend the training
• Name of the substitute employee who will attend the training in place of
the original employee

Reports
Supervisors have access to four reports:
1. Past Due/Incomplete Assignments (Go to Supervisors’ Dashboard to see this report)
2. Completions
3. Credentials
4. Credentials User Progress
Report Options
• Reports can be viewed on the screen
• Downloaded as PDF
• Downloaded to Excel
Sample Training Report Chart

2/4/2019
10/27/2018
7/19/2018
4/10/2018
12/31/2017
9/22/2017
6/14/2017
3/6/2017
11/26/2016

Supervisors’ Dashboard- View Past Due/Incomplete
Assignments (for example Ethics Refresher, Policy Reviews and Sign off,
Compliance training)
To access Dashboard
1. Login to CityEDGE
The chart details the following areas:

1. Number of assignments that are overdue
2. Assignments due in 30 days or less
3. Assignments due in 30-60 days
4. Assignments due in more than 60 days
Click on the column you want to see details, and then click on View as Report button.
Completions Report- Run this report to see all training your employee(s)
completed
This is a comprehensive report with many optional elements you can pull into your report. For
example, you can click on the components of Certificates and Attachments to view an
employee’s training certificates. You can click on Date Assigned, Days Overdue and more.
• Certificates- this option brings into the report certificate of completion for classroom
classes
• Attachments- this option brings into the report certificates uploaded by the employee.
Attachments are only allowed for specific training for example FEMA courses.

Credentials Report- Run this report for credentials only such as FEMA or
Safety
In this report you can bring in one or more Credential Status i.e. expired, active, inactive, and
complete. You can also select one or more Credentials i.e. Safety Employee Group 1, FEMA
Group 3 etc.
• The Expiration Date on this report is the date the employee has to complete the
training.
• The report will show the number of days left before the credential expires (is due).
• This report shows Active and Complete statuses only.
• To see which topics the employee completed in the Credential run the Credentials
User Progress Summary report.
Credentials User Progress Summary -Run this report to see which topics
the employee has completed or not completed in a credential
The report shows the specific training that has been completed or not completed, the total
needed i.e. not completed, and the percentage completed.

To generate Completions, All Assignments, Credentials, or Credentials-
User Progress reports do the following:
3. Click on Generate Reports
4. Click on Create New Report
5. Click on Select Report Type drop down and make your selection
6. Select scheduling and sharing options (optional step).
7. Select how you want your report to look. The columns/data available for each report is
different. This is an example of the Completions report and information you can select
to bring into your report.

8. Click Run, after you have selected the information you wish to see in your report

Step by Step Generate a Completions Report
5. Click on Select Report Type drop down and select Completions.
6. Select scheduling and sharing options (optional step).

Select how you want your report to look i.e. details you want to bring into your
report
The columns/data available for each report is different. Leave the system defaulted selection. It
is highly recommended to select the following items to bring into your report: Certificates,
Attachments

Narrow down your report to specific data
1. Completion Date Range- recommended to leave it at “All time;” however, you can narrow
down the data by clicking the drop down arrow and selecting different date ranges.
2. Select the appropriate User Status:
• Active= employees who have logged into the system and validated their email,
• Offline= employees who have not logged into the system, and
• Inactive=employees who are no longer with the City. You can click the status you wish
to bring into the report.
Users - follow these steps if you want to run the report for one employee:
1. Click the drop down arrow in the Users field and click on Select users

2. In the search field, type the employee’s first or last name.
3. When the employee’s name displays, click on the name to move it over to the selected
user’s column.
4. Click on Save.
5. Click on Run. Or, if you wish to further narrow down the report by a specific assignment
click on Courses and Activities and click on select assignments.
Assignment Type- The recommendation is to leave the default. You can select to run the report
on Courses only or Activities only. Courses are the online/on-demand courses, and activities are
the ones built by Learning and Development.
Courses and Activities- The recommendation is to leave the default and bring in all
assignments. You can select to run the report on a specific assignment.

Run- click on Run to generate your report
Reports Page
The Reports page opens. Once the report is finished processing you will be able to click on the
report title to see details.
• You can Download the report data in Excel format or as PDF.

• You can also use the system Search to find specific report data. You may have more
than one page in your report; so, scroll all the way down on your page to view the
number of entries and pages for your report.
• To generate the same report with additional or less data, from within the screen that
shows the results, click on Copy, and remove or enter the other data elements you wish
to add or remove from your report.
Click on Run to generate the report with the newly selected elements.

• To generate the same report with additional or less data, from within the screen that
shows the results, click on Copy, and remove or enter the other data elements you wish
to add or remove from your report. Then click on Run to generate the report with the
newly selected elements.

When to run the Credentials vs. Credentials-User Progress Summary
report?
Let’s say you want to find out if your employee has completed all of his/her required FEMA or
Safety training, you will first run the Credential report. This report will show what FEMA and
Safety group each of your employee falls into. This report does not give you information on
how many topics are in each of the credentials, which is important to know to help you with
planning and scheduling time for your employees to complete their training.
Generating the Credentials Report

4. Click the drop down on Select Report Type- and click on Credentials
5. Click the drop down on Credential Status- click the drop down and click next to Active
(in progress) and Complete
6. Click on Run
Now that you have information on what groups your employees fall into, run the Credentials-
User Progress Summary

Generating the Credentials- User Progress Summary Report
4. Click the drop down on Select Report Type- and click on Credentials-User Progress
Summary
5. Click on the drop down on Credential and select the Credential you want more details
on
6. Click the drop down on Users. You can select a specific employee, or leave the default to
“All users” and this will bring in all your employees that are in the group you selected in
step 5 above.

7. Click on Run
Uploading/Attaching Training Certificates

Follow these steps to upload/attach FEMA or any other type of approved training certificate in
CityEDGE.
1. Save certificate as PDF
• Save as PDF, and use the naming format Naming Format when uploading training
certificates
• Log into CityEDGE.wpb.org
2. Click on the Credential from your home page to attach a certificate.

3. Follow the steps on Upload and Attach a FEMA Certificate

System Notices and E-Mails
The system generates several notices for classroom training. These notices are
meant to keep everyone in the loop.
An email and system notification is generated to both requestor (employee) and
supervisor/manager (approver) for the following actions:
1. Employee signs up for a classroom event that requires supervisor approval

a. Employees receive an email after enrolling in an event and the status is awaiting
supervisor’s action.
2. Supervisor approves / denies the request
a. Employees receive an email when their enrollment request is approved or deny either
by the supervisor or Learning and Development administrators.
Supervisor’s Email When Employee Enroll for a classroom training and

Approval is needed

Employee’s e-mail when supervisor approved classroom training
request
Drag and drop email to your Notes calendar and make the necessary edits to keep as a
reminder for yourself as to what training your employees are attending.

FEMA/NIMS
What is FEMA/NIMS Training?

Part of the City’s overall responsibility is to be prepared to deal with emergency situations
within our community. To that end, the city has established an Emergency Operations Center
and developed a host of processes and plans to respond to emergency situations. These have
been developed in accordance with requirements set down by the Federal Emergency
Management Agency (FEMA). FEMA, in turn, has created what’s known as the National
Incident Management System (NIMS) to standardize how emergency operations are conducted.
Developed by the Department of Homeland Security, NIMS establishes a uniform set of

processes and procedures all levels of government use to conduct response operations. Any
jurisdiction, including the City, seeking federal Homeland Security grant money must
demonstrate it is NIMS compliant.
FEMA/NIMS Glossary of Terms

FEMA- Federal Emergency Management Agency
ICS- Incident Command System
NIMS- National Incident Management System
PIOs- Public Information Officers
SERT- State of Florida Emergency Response Team

What Employees Need to Know
Will I be paid to Complete FEMA/NIMS Training?
• Yes, employees will complete the training during their regular work time.
Where will Employees Complete Online FEMA/NIMS Training?
• Employees may complete the online training at:

o Their desks
o Any City computer with an Internet connection
o Any device with an Internet connection during normal work hours
Are all Employees Required to Complete FEMA/NIMS Training?
Only full time employees with a level of emergency management related responsibility need to
complete training.
What Are the Deadlines to Complete FEMA/NIMS Training?

Course Newly Hired/Promoted Employees’ Information
Number Deadline
ICS-100 6 months from hire or promotion date Online training and exam only
ICS-200 6 months from hire or promotion date Online training and exam only
IS-800 6 months from hire or promotion date Online training and exam only
IS-700 6 months from hire or promotion date Online training and exam only
ICS-300 18 months from hire or promotion Classroom only; must register via state SERT
date site
ICS-400 30 months from hire or promotion Classroom only; must register via state SERT
date site

Steps to take to complete your required FEMA/NIMS
training
Obtain a FEMA Student Identification Number (SID)

• FEMA Student Identification (SID) number is a unique number generated and assigned
to anyone who needs or is required to take training provided by a FEMA organization.
• Your FEMA SID uniquely identifies you throughout the FEMA organization and all of its
agencies.
Why Do I Need a FEMA SID?

• The FEMA SID is needed for accessing all National Incident Management (NIMS)
training.
• All FEMA training providers’ registration systems and enrollment procedures require a
valid FEMA SID.
• The FEMA SID will serve as your unique identifier and be used to maintain the record of
FEMA training you attended.
• The goal is for your FEMA SID to serve as your personal identification number instead of
your Social Security Number (SSN) in support of FEMA’s effort to decrease/cease the use
of SSN for identifying and tracking individuals.
How to obtain a SID number?

• Obtain a FEMA Student Identification Number (SID). Go to cdp.dhs.gov/femasid.
• If you are registering for a FEMA SID complete the registration information.
• The system will automatically generate a password, which is sent to you to the email
you used during registration. You can go back to cdp.dhs.gov/femasid, click on Log in to
FEMA SID and change your password if you do not want to use the system generated
password.
I have my SID number, what steps do I take to complete my FEMA training?

• Log into CityEDGE.wpb.org
• Click on your FEMA Employee Group number. The My Credentials page will open.

• Click on the drop down arrow to access the links to complete the individual tasks.
You are using CityEDGE as a convenient way to access the

FEMA website. After completing your training and passing the test the
system does not automatically upload your training certificate to
CityEDGE; you must upload your FEMA certificate to CityEDGE. This is a
manual step.
Completing the Independent Study NIMS Courses

1. Click on the course link to launch the course in the FEMA site.
2. On the FEMA site, click on Interactive Web Based Course link, and complete the
appropriate course training, and then click on Take Final Exam Online.

I completed the final exam and have my certificate, what do I do with the
certificate?
After you complete your training you may have to log back into CityEDGE in order to upload
your certificate of completion. Follow the steps below.

Upload and Attach FEMA Certificates
1. Login into CityEDGE.wpb.org
2. Click on the appropriate FEMA course drop down arrow to attach the certificate of
completion.
3. Click on the course drop down arrow, for example NIMS ICS-100
4. Click on the course link
5. Click on Browse, find the file and upload

6. Enter the date on your certificate in the date field. The time field does not require an entry
7. Click on Submit as Complete

Save Changes vs. Submit as Complete
You must select Submit as Complete for HR to receive your certificate for validation, and for
you to see the completion in My History. Certificates are validated daily. Certificates received
on or before 3pm will be validated by the close of business on the day received.
Naming Format when uploading training certificates

When uploading your certificate for any course it is important to have the following
components:
1. Must be PDF Format

2. Your First and Last Name
3. Your EE ID
4. Course Name
Recommended to put the date that is on the certificate as part of the naming convention.
Example: Zion Singh, 0101, ICS100, 7.17.17
For employees who are in FEMA Groups 5 & 6

• Register on the State Enforcement Response Team (SERT) Website. This is an important
step and should not be skipped. In order to complete classroom NIMS trainings such as
ICS/G 400 and ICS/G300 your certificates for the prerequisites courses must be in the
SERT database.
• To add certificates to the SERT database you must first register on their website.
Registering on SERT
1. Go to State Enforcement Response Team (SERT) website at
trac.floridadisaster.org/TRAC/loginform.aspx and register. You will need your SID
number to do this.
2. After enrolling, you need to upload your FEMA/NIMS Certificates for trainings
completed.
Uploading your Certificates on SERT
1. Go to trac.floridadisaster.org/TRAC/loginform.aspx
2. Enter your username and password in the Returning Users section.
3. Click on Certificates tab
4. Click on Upload Certificate
5. Enter all required information

6. You will need to have access to your certificate in order to upload to the site using the
Browse button.
7. Click on Save
8. After saving you should see this screen, you can Edit/Delete any incorrect uploaded
certificates.

FEMA Notices to Managers/Supervisors
When your employee(s) register for a classroom NIMS training you will receive the
following message:
The Florida Division of Emergency Management has received an application from

an employee under your supervision.
_________ has registered for G-300 Intermediate Incident Command System for
Expanding Incidents to be held in West Palm Beach on 9/15/2015 12:00:00 AM.
Approval of supervisor is required for this student registered as Other.
To approve/deny this registration -

https://trac.floridadisaster.org/TRAC/participantapproval.aspx?ID=37860
For any questions or concerns, please contact -

State Training Office
850-413-9919
FDEM.STO@em.myflorida.com
Florida SERT State Training and Events Schedule
Click on this link http://trac.floridadisaster.org/TRAC/trainingcalendar.aspx to find and
register for 300 or 400 courses.
Request a Name Change on FEMA Certificates

Click on this link http://training.fema.gov/is/ and click the Name Change Request Form
located at the bottom of the page. Next, follow the instructions on the form to both
complete and submit the form.
Replacement FEMA Certificates for Independent Study Programs

1. To get replacement certificates for any online FEMA training courses, send an e-mail to the
Emergency Management Institute’s Independent Study Office at
independent.study@dhs.gov or you can call the toll free number.
2. Provide the name and the address used at the time of the completed training.
3. If you are not sure of the address, you can list more than one.
4. It will also help to provide the last 4 digits of your Social Security number and/or complete
SID #.
5. EMI generally responds to the email rather quickly and sends a response with an embedded
link to retrieve the certificate.
6. Emphasize the request for a replacement certificate.
FEMA Help Desk: 1-866-291-0696. Option 1 for SID retrieval and option
3 for certificate retrieval.
Here’s a suggested blurb that you can use:
Subject: Requesting a Replacement FEMA Certificate(s)
To whom it may concern:
I am requesting (a) replacement FEMA certificate(s).
My name is ______________ and I completed IS (100, 200, 700 etc.,) training on or

around DATE 00/00/0000, at my work address of: Street Address, City, State.
The last 4 digits of my Social Security number is ___________/ or FULL SID # is

___________________________.
Note: While you may also request your complete FEMA transcript, HR is unable to accept
transcripts. For auditing purposes, HR must receive a copy of your certificate.

My History application shows the course name, but the certificate is not
attached. Why is my FEMA training certificate not attached (showing) in
My History?
• FEMA Certificates received by HR prior to 9/1/2016 were uploaded into CityEDGE and
FileNet. These records do not have your certificate attached. You have been given credit
for the training and you do not need to send your certificate to HR or upload your
certificate of completion. If you click on the magnifying glass you will be able to see your
certificate attachment.
• FEMA Certificates received in HR from 9/1/2016 through 12/30 were uploaded into
CityEDGE, and in FileNet (official record source).
How do I know if I have completed my FEMA trainings?

• When you log into CityEDGE you will see on the home page, in the Schedule area, any
outstanding FEMA training you need to complete.
• You can click on your FEMA Employee group number, you should show as 100%
complete if you completed all FEMA courses.
• If you see 0% then that course is incomplete. You can upload your certificate after
completing the training.
• Click on the drop down arrow to access the links to complete the course.
• You can also click on My History and you will see your individual FEMA courses listed,
and the status.

How do I know if my certificate was attached?
• Look for the status “Attached.” It is critical you click on Submit as Complete after uploading
your certificate.

I uploaded my FEMA Certificate and my completion % did not change,
why is the percentage not changing immediately?
• This % will change after HR Learning and Development validate your uploaded certificate.
How will I know my certificate has been validated?

• After uploading your FEMA Certificate, go to the My History application, the status will
show as Pending Validation. This status will no longer show once your certificate has been
validated.
How often are FEMA Certificates validated?

• Certificates are validated daily.
• Certificates received on or before 3pm will be validated by the close of business on the day
received.

I uploaded all my FEMA Certificates and the credentials are still on my page,
and now I see an assignment for a class I completed, why?
• Click on the assignment and read the message.

Classroom-Based Training Cancellation Policy (3.9.2017)
Human Resources is proud to offer employees a large variety of learning and development
opportunities. Examples of these opportunities include both on-demand/online training
courses and classroom-based training.
Since these opportunities are offered free to employees, classroom-based training enrollment
counts are closely monitored to ensure the City is providing the most cost effective and
efficient learning and development opportunities.
When Human Resources has knowledge of classroom-based training with a low enrollment
count at least six (6) or more business days prior to the training, the training can be cancelled
and the City will not incur fees associated with outside facilitators/trainers. A low enrollment
count is determined when the number of enrolled employees is below 70% of the maximum
enrollment capacity.
The City understands a scheduling conflict may arise preventing an employee from attending or
completing a classroom-based training as scheduled. Should this occur, it is important the
employee and supervisor follow the below cancellation process.
Employee/Supervisor Cancellation Process
• Seven (7) or more business days prior to the start of the training:
• Employee:
5. Logon to cityEDGE.wpb.org
6. Click Events
7. Click My Enrolled Events
8. Click on the training
9. Click the Unenroll button
• Six (6) or less business days prior to the start of the training:
• Employee’s Supervisor:
3. Email training@wpb.org
4. Provide the following information:
• Name and date of the training class
• Name of the enrolled employee who is unable to attend the training
• Name of the substitute employee who will attend the training in place of
the original employee

Excused or Unexcused Absence
The following actions will apply in the event an employee is unable to
attend or complete classroom-based training and the above enrollment
process is not followed:
Employee’s CityEDGE training record will be coded as “Incomplete Training”

o Additional notes
• Excused Absence
• Illness
o Employee on leave
o Covering for an employee on leave
• Illness
o Employee on leave
o Covering for an employee on leave
• Emergency
o Work
 Personal (Employee on leave, Covering for an
employee on leave)
• Bereavement
• Employee on leave
• Covering for an employee on leave
• Unexcused Absence
• No Show
o Employee on Vacation leave
o Employee forgot
o Employee decided not to attend
o Employee had conflicting training/meeting
• Late Arrival
• Pulled out of training


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CityEDGE Employee and

Supervisor User Guide

Human Resources- Learning Development

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New beneficial features on My Events ............................................................................... 21

Supervisors’ Approval Process-For Classroom Events.................................. 27

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To deny a request do the following: .................................................................................. 28

Cancelling from a classroom training .............................................................................. 31

Supervisors’ Dashboard- View Past Due/Incomplete Assignments (for example Ethics

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Step by Step Generate a Completions Report ....................................................... 38

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System Notices and E-Mails ....................................................................................... 47

FEMA/NIMS Glossary of Terms................................................................. 49

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Upload and Attach FEMA Certificates .................... 54

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Classroom-Based Training Cancellation Policy (3.9.2017) ................................................. 64

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Training Records Prior to CityEDGE

City of West Palm Beach Contacts for CityEDGE Support

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Enroll- to register or sign up for classroom training

My Events- this is where you go to sign up for classroom training

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Signing Out of CityEDGE

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My Events, this is where you will find classroom training.

New beneficial features on My Events

• System defaults in the Current view

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Classroom training request approved

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To unenroll from an Event follow the steps in the Cancellation Policy

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1. Click on a date with a “dot” this will open a pop up menu.

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To approve a request do the following:

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1. Log into CityEDGE

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Sample Training Report Chart

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The chart details the following areas:

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4. Click on Create New Report

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6. Select scheduling and sharing options (optional step).

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