1. Commercial Skills Testing Information Management System
(CSTIMS)
Alerts Training
AAMVA
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2. Topics Alerts Managing Alerts Dashboard
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3. Alerts Business Rule Violations
Applicant reschedule too soon after failure VI
BCS RT
Applicant schedules same test with multiple Testing Organizations
Test administered outside “daylight” hours
If there is a ‘Vehicle Failure’ then the ‘Applicant reschedule too soon after failure’ alert is not triggered.
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4. Alerts Business Rule Violations
Examiner
Overscheduled for day
Administered too many tests on one day
Administered tests at multiple test sites on one day
3rd Party Testing Organization Insurance Expiration
Late Test Schedule
The ‘Late Test Schedule’ alert is triggered if a schedule is added that violated the ‘Minimum Advance Days to Schedule Exam’ business rule
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5. Alerts Unauthorized Tests
Examiner
Not authorized for test administered
Under sanction
Testing Organization
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6. Alerts Other Examiner Testing Organization Designation Change Sanction
Creation
Qualification Change
Testing Organization Designation Change
Sanction
Creation and Update
Sanction Expiration
An example of an Examiner qualification change is the addition of authorization to test in Class B (previously only Class C) or the reverse.
A Testing Organization designation change would be, for example, an organization the previously didn’t do CDL testing but changed to one that does (e.g., a SDLA that was entered originally for administrative purposes but then included jurisdiction EXs).
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7. Alerts Other Test Schedule Scheduled vs. Actual Test Time (deviance)
New
Change
Cancel
Scheduled vs. Actual Test Time (deviance)
Schedule change notification is based on the EX ‘Notify if Schedule Test updated time exceeds’ parameter (e.g., if set to 30, no notification is sent if the scheduled time changes by fewer than 30 minutes)
EXs are alerted when any test for which they were scheduled are cancelled (real cancellation or replacement by another EX)
The ‘deviance’ alert on test time is generated based on the CM or RP ‘Notify if Scheduled time vs. Actual time exceeds’ parameter (among others – covered later)
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8. System Alerts - Notifications
System messages to online users
s to offline users
Highlighted entries in reports
Three types of alert notifications:
Dashboard System messages s
Highlighted report entries
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9. Topics Alerts Managing Alerts Dashboard
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10. Managing Alerts
Users can specify the conditions under which they are sent s for some situations. Options vary by role. No alerts are sent to users with the AU, FM, or MC role. We’ll discuss the options available to the JA, CM, RP, and EX.
To access this function, select the ‘Manage Alerts’ option under the ‘Alerts’ tab.
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11. Managing Alerts - (JA) These are the alerts a JA can control:
If your jurisdiction tracks insurance expiration dates for your Third Party Testing Organizations, notification x days before this occurs
Notification x days in advance of when a Sanction (either against a Testing Organization or EX) is about to expire
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12. Managing Alerts - (CM) These are the alerts a CM can control:
Notification if any of the following are different from scheduled:
Test date
Time of a test varies by x minutes
Examiner
Test Site
Test Route
Notification if schedules are created that violate the ‘Minimum Advance Days to Schedule Exam’ business rule
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13. Managing Alerts - (RP) This is the alerts an RP can control:
Notification if any of the following are different from scheduled:
Test date
Time of a test varies by x minutes
Examiner
Test Site
Test Route
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14. Managing Alerts - (EX) This is the alert an EX can control:
Notification if an updated schedule is more than x minutes (up to 99) from originally scheduled
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15. Topics Alerts Managing Alerts Dashboard
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16. Dashboard
To reduce the number of s JAs and CMs receive, the dashboard concept was developed. This provides ‘one stop shopping’ for JAs and CMs to review various anomalies with Examiner training, Test Results, Insurance, Audits, and also Change Tracking.
To access the Dashboard, a link is provided for JAs, CMs, and AUs only.
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17. Dashboard
Alternatively, JAs, CMs and AUs can use the menu option ‘Admin’  ‘Dashboard’.
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18. Dashboard This is the default view on the Dashboard for JAs and CMs.
There are five tabs (‘Examiner’, ‘Test Results’, ‘3rd Party Insurance’, ‘Audits’, and ‘Change Tracking’). Any tab with information requiring review, will have a red exclamation point (!) on it. NOTE: CSTIMS will only display the Audit tab to Users with the AU role only.
For each tab, the options available in the left-most pull-down vary. Likewise, the columns presented will be different for each option selected from the pull-down.
The pull-down on the right allows users to filter records that are either ‘Open and In Progress’ (as shown; default) or ‘Resolved’ (the other option – not yet implemented))
The ‘Comments’ column is common to all options. It is useful in a jurisdiction where there may be multiple users responsible for reviewing and/or acting on items. The comments allow users to determine if someone else has begun review on the alert. Only the last comment is shown. Clicking on the yellow ‘page’ icon will display a list of all comments with the user and date/time of entry.
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19. Dashboard (Examiner Tab)
On the ‘Examiner’ tab, these are the options available. An exclamation point (!) at the end of each entry indicates that there is data to be reviewed. We’ll look at each of the options.
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20. Dashboard (Examiner Tab)
‘Missing training information’ displays all EXs for whom there is no ‘training information’ available in the ‘Approved CDL Examiner Training Information’ section of the EX’s record.
From this form, the JA or CM can enter the date the last training was completed or add comments by clicking on the ‘pencil’ icon on the left side.
NOTE: The ‘pencil’ icon is used to enter missing information or comments on all dashboard pages.
If comments have been entered, the latest one is displayed in the ‘Comments’ column.
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21. Dashboard (Examiner Tab)
Clicking on the ‘pencil’ edit icon will bring up the ‘Examiner Training’ window:
If an examiner has completed a training course that was not recorded, you can enter the completed examiner training information directly and the dashboard item will no longer appear.
Comments can also be entered and submitted to appear on the dashboard.
You can also enter the completed training date if training class information is not known.
To save, click on the ‘Submit’ button. If the training completion date was entered, the EX is removed from the list. If only comments are entered, they are added to the ‘Comments’ section (if you enter comments and a training completion date, the comments will NOT be captured).
To cancel the entry, click on the ‘X’ in the upper right corner of the box.
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22. Dashboard (Examiner Tab)
To see all comments, click on the ‘notes’ icon.
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23. Dashboard (Examiner Tab)
The complete list of comments associated with this EX are displayed. Note that all times are Eastern (that’s where the CSTIMS server is located).
NOTE: The functionality of the ‘notes’ (to review comments) icon is the same on all dashboard pages.
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24. Dashboard (Examiner Tab)
Any EX whose training is overdue (current date past the ‘Next Training Scheduled’) will show up under this option. The next scheduled training date, completed training information or comments can be entered using the ‘pencil’ icon and comments can be viewed using the ‘notes’ icon.
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25. Dashboard (Examiner Tab)
Any EX that needs ‘Refresher training’ to be scheduled will show up under this option. The next scheduled training date, completed training information or comments can be entered using the ‘pencil’ icon and comments can be viewed using the ‘notes’ icon.
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26. Dashboard (Examiner Tab)
Any EX who has not met the minimum training requirements will show up under this option. Per 49 CFR §383.73(c) an EX must do one of the following each calendar year:
Conduct skills test examinations of at least 10 different Applicants
Take refresher training
Have a State examiner ride along to observe the third party examiner successfully administer at least one skills test
The default view is for the ‘Last Calendar Year’ with the option to select ‘Current Calendar Year’.
The last training completed date or comments can be entered using the ‘pencil’ icon and comments can be viewed using the ‘notes’ icon.
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27. Dashboard (Examiner Tab)
Any EX who has training scheduled in the selected time period (3, 6, or 12 months) will show up under this option. Note that this option is informational and, therefore, no comments can be added.
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28. Dashboard (Test Results Tab)
On the ‘Test Results’ tab, the options available are dependent on two of the ‘Final Permit Rule’ business rules:
‘Enforce CLP Test Scheduling Restrictions’
‘Display Test Result Sequencing Violations’
‘Tests marked as co-score’ is the only option, if the jurisdiction has implemented neither of the above business rules.
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29. Dashboard (Test Results Tab)
These are the options displayed, if the jurisdiction has implemented the ‘Enforce CLP Test Scheduling Restrictions’ but not the ‘Display Test Result Sequencing Violations’ business rules.
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30. Dashboard (Test Results Tab)
These are the options displayed, if the jurisdiction has implemented the the ‘Display Test Result Sequencing Violations’ but not the ‘Enforce CLP Test Scheduling Restrictions’ business rule.
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31. Dashboard (Test Results Tab)
These are the options displayed, if the jurisdiction has implemented both the ‘Enforce CLP Test Scheduling Restrictions’ and ‘Display Test Result Sequencing Violations’ business rules,.
An exclamation point (!) at the end of each option indicates that there is data to be reviewed. We’ll look at each of the options.
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32. Dashboard (Test Results Tab – CLP Validity)
For jurisdictions that have implemented the option to ‘Enforce CLP Test Scheduling Restrictions’ (Business Rules), any test administered that violates either of the following rules:
Test administered less than 14 days after CLP issuance
Test administered after CLP expiration
will show up under this option.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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33. Dashboard (Test Results Tab – Class Conflicts)
For jurisdictions that have implemented the option to ‘Enforce CLP Test Scheduling Restrictions’ (Business Rules), any test administered that is for a higher class than the CLP will show up under this option.
In the example highlighted, the Applicant had a class A CLP but test results were entered for a class C vehicle.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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34. Dashboard (Test Results Tab – Endorsement Conflicts)
For jurisdictions that have implemented the option to ‘Enforce CLP Test Scheduling Restrictions’ (Business Rules), any test administered that is for an endorsement not on the CLP will show up under this option.
In this example, the Applicant had a Passenger (‘P’) endorsement on the CLP but test results were entered for a School Bus (‘S’) endorsement.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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35. Dashboard (Test Results Tab – Co-Scored Tests)
This page is displayed, if there are test results for schedules marked as a co-score for which a jurisdiction EX has not been entered. Clicking on the ‘pencil’ icon allow entry of a jurisdiction EX that co-scored the test or comments.
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36. Dashboard (Test Results Tab – Sequencing Violations)
For jurisdictions that have implemented the option to ‘Display Test Result Sequencing Violations’ (Business Rules), any test administered after a previous segment failure will show up under this option.
In the second example, the Applicant continued on to the BCS after failing the VI. Note that the test date is a hyperlink. Clicking on the test date takes the user to the ‘Testing’  ‘Test Details – Cancel Schedules or Manage Test Results’ page with the Applicant’s schedule available for review.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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37. Dashboard (3rd Party Insurance Tab)
On the ‘3rd Party Insurance’ tab, the options available are dependent on whether or not the jurisdiction has implemented the ‘Surety Bond Required for Third Party Testers’ business rule. ‘Missing Surety Bond Information’ option will not be displayed, if the jurisdiction has not implemented this business rule.
An exclamation point (!) at the end of each option indicates that there is data to be reviewed. We’ll look at each of the options.
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38. Dashboard (3rd Party Insurance – Surety Bond)
This page is displayed for jurisdictions that have implemented the ‘Surety Bond Required for Third Party Testers’ business rule. It lists all 3rd Party Testing Organizations that have no surety bond information.
The surety bond information (effective date, expiration date, and amount) or comments can be entered using the ‘pencil’ icon and comments can be viewed using the ‘notes’ icon.
Each Testing Organization Name is a hyperlink to the ‘3rd Party Insurance’ tab in ‘Organization Maintenance’. Clicking on the link will take the user directly to the page to allow entry of any insurance information.
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39. Dashboard (3rd Party Insurance – Expired Insurance)
This page is displayed if there are 3rd Party Testing Organizations that are required by the jurisdiction to purchase insurance (Business Rule amount > $0) and that insurance has expired.
Each Testing Organization Name is a hyperlink to the ‘3rd Party Insurance’ tab in ‘Organization Maintenance’. Clicking on the link will take the user directly to the page to allow entry of the missing information.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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40. Dashboard (3rd Party Insurance – Less than Minimum)
This page is displayed if there are 3rd Party Testing Organizations who have less than the jurisdiction minimum for any type of insurance required by the jurisdiction (Business Rule amount > $0).
Each Testing Organization Name is a hyperlink to the ‘3rd Party Insurance’ tab in ‘Organization Maintenance’. Clicking on the link will take the user directly to the page to allow entry of the missing information.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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41. Dashboard (3rd Party Insurance – Expiring)
This page is displayed if there are 3rd Party Testing Organizations who are required by the jurisdiction to purchase insurance (Business Rule amount > $0) expiring in the next 1, 3, or 6 months.
Each Testing Organization Name is a hyperlink to the ‘3rd Party Insurance’ tab in ‘Organization Maintenance’. Clicking on the link will take the user directly to the page to allow entry of the missing information.
Comments can be entered using the ‘pencil’ icon and viewed using the ‘notes’ icon.
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42. Dashboard (Audits Tab)
These are the options displayed on the ‘Audit’ tab. An exclamation point (!) at the end of each option indicates there is data to be reviewed. We’ll look at each of the options.
Note that these options are available for both Examiners (jurisdiction and Third Party) and Testing Organizations (Third Party only).
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43. Dashboard (Audits – No Date)
The ‘No Completed audit date’ option displays all EXs or TOs (depending on the selection in the first pull-down) for which there is no ‘Audit date’ for the EX or TO.
From this form, the JA or CM can ‘hyperlink’ to the audit section by clicking on the EX or TO name.
The ‘pencil’ icon can be used to enter comments on all dashboard pages. If comments have been entered, the latest one is displayed in the ‘Comment’ field.
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44. Dashboard (Audits – Past Due)
The ‘Audit past due’ option displays all EXs or TOs (depending on the selection in the first pull-down) for which there is a ‘Next Audit scheduled’ date which has passed for the EX or TO.
The ‘pencil’ icon can be used to enter the audit date or comments. If comments have been entered, the latest one is displayed in the ‘Comment’ field.
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45. Dashboard (Audits – Not Scheduled)
The ‘Audit not scheduled’ option displays all EXs or TOs (depending on the selection in the first pull-down) for which there is a ‘Next Audit due’ date but no audit date has been entered.
The ‘pencil’ icon can be used to enter the next audit date or comments. If comments have been entered, the latest one is displayed in the ‘Comment’ field.
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46. Dashboard (Audits – Due In Next x Months)
Any Examiner or Testing Organization (depending on the selection in the first pull-down) which has an audit scheduled in the selected time period (3, 6, or 12 months) will show up under this option. Note that this option is informational and, therefore, no comments can be added.
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47. Dashboard Change Tracking Tab
The ‘Change Tracking’ tab allows JAs and CMs to see any changes to Schedules, Test Results, and User Details after the initial results were entered.
The default date range is for any changes made in the last month. Those dates can be changed and the display updated by hitting the ‘Submit’ button.
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48. Dashboard Change Tracking Tab
This illustration shows the main Change Tracking summary grid for Schedule changes in the selected period. The grid displays the following information - when the change was created, who initially created it, when it was last updated, by who did the last update, the # of changes, and the applicant. For Schedule changes and Test Result changes a DLN filter can narrow down the search results.
Clicking on the ‘+’ button to the left of the summary row will display the row details in an expanded grid. The expanded grid displays the following information - the actual fields that were changed with the previous and current values.
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49. 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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