1. Commercial Skills Testing Information Management System (CSTIMS)
Scheduling Tests Training
AAMVA
I’d like to introduce myself.
My name is ________ and I am a Senior Systems Analyst in AAMVA/Drivers Systems.
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2. Topics Scheduling Test Reviewing and Modifying Scheduled Tests
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3. Scheduling Tests
The easiest way to schedule a test is to use the ‘right click’ function. ‘Right clicking’ on the date and time for a new test will save that data when the schedule details are entered. Note that an RP can select the Testing Organization (if affiliated with more than one) and, once selected, a particular Examiner. This allows the RP to determine when a particular EX is available so as to reduce the chance of double scheduling. EXs can only manage their schedule.
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4. (Selecting the Applicant)
Scheduling Tests
(Selecting the Applicant)
First, the RP or EX must determine if the Applicant already exists. Enter either the DLN or Applicants name (first and/or last name) and push the applicable ‘Search’ button. Note that you can use the wildcard character (%) for any of the input fields.
This is the page presented if the jurisdiction allows testing of out-of-state drivers -- Jurisdiction Business Rule ‘Allow Out-of-State Drivers Testing?’ is checked.
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5. Scheduling Tests (Selecting the Applicant)
If the jurisdiction allows testing of out-of-state drivers (Jurisdiction Business Rule ‘Allow Out-of-State Drivers Testing?’ is checked), there are additional pull-downs displayed to select the jurisdiction that issued the permit to the driver. It defaults to the User’s jurisdiction.
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6. (Selecting the Applicant)
Scheduling Tests
(Selecting the Applicant)
The system will return all existing Applicants that match the selection criteria. If the applicant is already in the system, click on the pencil icon to go to his/her record.
If the Applicant isn’t listed, click on the ‘Create New Applicant’ button.
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7. (Selecting Out-of-State Applicant)
Scheduling Tests
(Selecting Out-of-State Applicant)
If you select an out-of-state applicant, CSTIMS will provide the warning shown here.
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8. (Creating an Applicant)
Scheduling Tests
(Creating an Applicant)
If you need to create a new Applicant, here’s what the entire page looks like. Since it has multiple sections, we’ll cover each one separately.
Note 1: Your jurisdiction may have opted for a shorter applicant page, in which case only the top two sections will be displayed.
Note 2: This is the same page that will be displayed if you click on the ‘pencil icon’ in the Applicant list. Existing data for the Applicant will be displayed and may be modified.
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9. (Creating an Applicant – DL and Personal Information)
Scheduling Tests
(Creating an Applicant – DL and Personal Information)
This section is where you enter the driver license and personal information about the Applicant.
Note
the required fields are identified with an asterisk (*)
While not required, if the date of birth is entered it will be checked to ensure the Applicant meets the minimum age requirement (from the Jurisdiction Business Rules)
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10. Scheduling Tests (Creating an Applicant – CLP Information)
If the ‘Implement Rule’ checkbox for ‘Require CLP Information for Applicants’ was checked on the Jurisdiction Business Rules, CSTIMS will ensure that permit information (issue date, expiration date, and class) are entered when a new Applicant is created or when existing Applicants without this information are scheduled. Any endorsements on the permit (Passenger, School Bus, and/or Tank) can also be entered, if appropriate.
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11. (Creating an Applicant – Address Information)
Scheduling Tests
(Creating an Applicant – Address Information)
Optionally, you can enter the residence address. If the mailing address is different than the residence address, click on the ‘Different Address’ button and add the mailing address.
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12. (Creating an Applicant – Insurance and CDL Knowledge Test Information)
Scheduling Tests
(Creating an Applicant – Insurance and CDL Knowledge Test Information)
Again, optionally, you can enter any insurance information or CDL Knowledge Test information.
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13. Scheduling Tests (Creating an Applicant – Medical Card Information and Comments)
Again, as an option, CSTIMS provides the capability to enter the status of the Applicant’s DOT medical card and any comments you feel appropriate. AAMVA is looking into the capability of uploading a copy of the DOT medical card as an attachment.
When creating a new Applicant, be sure to click on ‘Create Applicant’ to save the information (message will display when Applicant has been successfully created).
After creating the Applicant, be sure to click on the ‘Update’ button to save any new updated information. You can then schedule the Applicant. There are two ways to do this
Click on the ‘Schedule Applicant’ button on this page
- OR -
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14. Scheduling Tests (Schedule Tab)
Click on the Schedule tab at the top of the Applicant page
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15. Scheduling Tests (Schedule Tab – cont’d)
This will bring up a list of all the tests for which the Applicant has been scheduled and for which no test results have been entered (the ‘N’ in the results column).
If, in fact, you wish to enter a new schedule, click on the ‘Add Schedule’ button.
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16. Scheduling Tests (Entering Test Details)
This section appears below the list of previously-scheduled tests, if any. Note that for the new schedule, the date and time selected from the calendar are populated for each segment.
The ‘CLP Info’ section will only be displayed if the Applicant does not already have CLP information entered and that information is required by Jurisdiction Business Rules.
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17. Scheduling Tests (Entering CLP Information)
If the ‘Implement Rule’ checkbox for ‘Require CLP Information for Applicants’ was checked on the Jurisdiction Business Rules, and the Applicant does not have CLP information entered, this section is displayed. Any endorsements on the permit (Passenger, School Bus, and/or Tank) can also be entered, if appropriate.
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18. Scheduling Tests (Entering Schedule Details)
The ‘Class’, ‘Endorsement’, ‘Air Brakes’, and ‘Transmission’ pull-downs are limited to the current authorizations entered by the CM for the Testing Organization. If the ‘Enforce CLP Test Scheduling Restrictions’ is checked on the Business Rules, the ‘Class’, and ‘Endorsement’ will be further restricted based on the CLP class and endorsement for the Applicant. For example, if the Testing Organization is authorized all tests but the Applicant has a class ‘B’ permit with a passenger endorsement:
the Class selection will be limited to ‘B’ and ‘C’
the Endorsement selection will be limited to ‘None’ and ‘Passenger’
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19. Scheduling Tests (Entering Test Details)
By the way, these are the categories for the ‘Schedule Reason’ pull-down.
If you enter ‘Other’ as the reason, you will be notified that you must enter ‘Schedule Comments’.
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20. Scheduling Tests (Entering Skill Test Details)
By default, all three segments of a complete CDL test are selected. You can choose any or all as circumstances warrant.
The list of Examiners shown in the ‘Examiner’ pull-down is limited to only those EXs that have the authorizations to perform the test requested (as entered by the CM). As you enter the ‘Test Site’, ‘Examiner’, ‘Test Date’, and ‘Test Time’ for the Vehicle Inspection, those values are copied to the remaining tests (the times are adjusted by 30 minutes). You’ll have to be sure to select the ‘Test Route’ for the Road Test (if there’s more than one).
If the User is an RP and affiliated with multiple Testing Organizations, the ‘Testing Organization’ pull-down is present to ensure the schedule is for the correct Testing Organization.
You can make any adjustments necessary before clicking on the ‘Save’ button.
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21. Scheduling Tests (Entering Comments)
If you wish to add comments on the schedule, use this section.
The ‘Pending Approval’ checkbox will be present if the JA requires approval of all scheduled tests (as entered in the Jurisdiction Business Rules). If approval is not required, the checkbox will not be present.
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22. Scheduling Tests
As an alternative to right clicking on the calendar, Users can use the ‘Test Scheduling – Create and Change Schedules’ option on the ‘Testing’ tab. This will bring the user to the Applicant selection page. The procedures for scheduling are identical except that the date/time for each segment must be entered.
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23. Topics Scheduling Test Reviewing and Modifying Scheduled Tests 23
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24. Calendar Selection
Once a schedule is entered, there are two ways to view and/or modify them. The first is via the calendar view.
The easiest way to get to the calendar, if you’re not already there, is to use the ‘Schedule Calendar’ button on the top left. Alternatively, CM, RP, EX, or AU users can click on the ‘Home Page’ button to go to this view.
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25. Calendar Selection (via menus)
To get to the calendar using the menus, select the ‘Calendar View’ from the ‘Testing’ menu. 25
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26. Calendar 26 © 2016 AAMVA AAMVA - PUBLIC ● Training Presentation
CSTIMS will display this page. It shows the current week, starting on Monday.
There are five boxes you can use to specify what is presented:
Testing Organization – for the RP (in this example), this is limited to his/her Testing Organization(s); for a CM, all Testing Organizations within the jurisdiction would be available
Test Site – if only one test site is associated with the selected Testing Organization, it will be displayed in the box labeled ‘Select Test Site’; if multiple test sites are associated with the selected Testing Organization, the User can narrow the display be selecting one
Examiner – if a Testing Organization is selected, the Examiners in that Organization will be available to further refine the view
CDL Test Type – All Tests [default] or any of the three tests (VI, BCS, RT) can be selected
Week Day – Selecting any day (or entering it into the box) will change the display to the week containing that day (again, starting on Monday)
Status – this allows selection of ‘Scheduled’, ‘Completed’, or ‘Cancelled’; only those tests matching the selected status are displayed
There are also a series of six buttons you can also use to change the presentation:
Month View – shows all selected tests for the month in which the jurisdiction authorized testing and makes moving schedules to a different day (same time)
Week View (default) – shows all selected tests on the days on which the jurisdiction authorized testing (see Jurisdiction Business Rules) for the week associated with the ‘Week Day’
Day View – shows all selected tests for a single day; using this button presents the tests for Monday; alternatively, you can click on the date on the column heading (e.g., 2/8/2013) to go to a specific date
Previous – moves the display back one week or day depending on the current view
Next – advances the display one week or day depending on the current view
Today – moves the display to the current week or day depending on the current view 26
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27. Calendar Here’s an example of the ‘Month View’ of June.
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28. Calendar
Here’s an example if August 15, 2016 is selected with the ‘Week View’ 28
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29. (if schedule approval required)
Calendar
RP, EX AU CM JA CM
(if schedule approval required)
Right clicking on the test you wish to modify, brings up the menu shown here depending on the role you have. You can perform the following actions based on the menu options:
View the selected test (‘View Scheduled Test’)
Cancel a test (‘Cancel Scheduled Test’)
Enter results for a test (‘Enter Test Results’); this also includes cancellation
Enter a reason for an automatic failure (‘Auto Fail Test’)
Print a report of the schedule details (‘Print Schedule’)
Edit a scheduled test (‘Edit Applicant Schedule’)
Create new schedule (‘Create a CDL Schedule’)
View a complete schedule (‘View Applicant Schedule’)
Approve a Schedule (‘Approve Schedule’) – for those jurisdictions that require CM approval of schedules
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30. View Scheduled Test
If you select ‘View Scheduled Test’, the details are provided. 30
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31. Edit Tests (Modifying Test Details)
If you select ‘Edit Applicant Schedule’, the current schedule details are provided. This is exactly the same page used to enter a schedule (with the exception of the ‘Audit Flags’ pull-down). All the functions are identical with the exception of the test site, EX, test date, and time are not populated based on any other entry.
If test results have been entered for any of the tests, you will not be able to modify the General Information. You will not be able to modify the Skill Test Detailed Information for any test for which test results have been entered, either.
The ‘View Applicant Schedule’ option provides the same page but changes cannot be made (JA, CM, and AU roles)
For JAs, CMs, and AUs, the capability exists to mark the test as an audit (the ‘Audit Flags’ pull-down). Any of three options (covert, co-score, or retest) may be selected. AUs affiliated with the Testing Organization will be notified when any schedule marked with with an audit flag is changed to ensure the AU is aware of the current schedule.
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32. Rescheduling Tests (from Calendar)
If you realize tests were scheduled for the wrong time, you can use the calendar view to reschedule using the ‘drag and drop’ capability.
This capability is only available for RPs affiliated with the Testing Organization and, if the EX is the same on all tests, the EX. If different EXs are on tests, none of the EXs can use this function.
Place your cursor over the colored bar on the left of the desired schedule. Left click and drag to the correct date/time. When the test shows up at the new date/time (grayed out as shown above), release the mouse. CSTIMS will display the following page .… 32
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33. Rescheduling Tests (from Calendar – continued)
This message asks you to confirm the change you made. Click ‘Yes’ if correct’; ‘No’ to cancel the change. All other test associated with this schedule will be rescheduled also. If you need to reschedule only one test, the only option available is through the menus (covered later in this module).
If the jurisdiction has activated the ‘Enforce CLP Test Scheduling Restriction’ Business Rule and the rescheduled date is sooner that 14 days from CLP issue or after CLP expiration, the rescheduling will not be allowed (a message will be presented with the earliest date the Applicant may be scheduled). 33
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34. Rescheduling Tests (from Calendar)
The tests will be rescheduled for the date selected
NOTE: You can only reschedule tests within the view you have selected
In ‘Month View’ you can only change the date to another date but will contain the same time
In ‘Week View’ you an only change the date/time to another day/time in the same week
In ‘Day View’ you can only change the time to another on that day 34
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35. Modifying Tests
The other option for modifying an existing schedule is through the menus. You follow basically the same steps as for creating a schedule.
Start by selecting ‘Test Scheduling – Create and Change Schedules’ on the ‘Testing’ tab.
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36. Applicant Information
Once you’ve located the Applicant, click on the ‘Schedule’ tab.
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37. Scheduled Tests
All the test that have not been administered will be presented. You can view/modify all the tests by clicking on the ‘pencil icon’ on the left or an individual test by using the arrow next to it.
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38. Modifying Scheduled Test Details
If you click on the ‘pencil icon’, the current schedule details are provided. This is exactly the same page used to enter a schedule (CLP Info section will appear if required by Jurisdiction (refer to Jurisdiction Business Rules)). All the functions are identical with the exception that test site, EX, test date, and time are not populated based on any other entry.
If test results have been entered for any of the tests, you will not be able to modify the General Information. You will not be able to modify the Skill Test Detailed Information for any test for which test results have been entered, either.
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39. Modifying Individual Test Details
If you click on the ‘arrow icon’, the current details for the test selected will be displayed. Here, we’ve selected the VI.
If desired, change any of the parameters listed and click on ‘Save Test’ or ‘Cancel’ if no changes are necessary.
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40. Questions?
This document was created through financial support and assistance from the Federal Motor Carrier Safety Administration (FMCSA). The American Association of Motor Vehicle Administrators is not a part of the United States Government or of FMCSA; therefore, they do not represent the official position or policies of the FMCSA, the United States Department of Transportation, or the United States Government.
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