1. STARS Training: Entering Team members
Ginny Paulson, SHIP TA Center, 12/20/2018

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Ginny
I’d like to provide a quick tour of WebEx since this version is still fairly new. 3

3. Demo: Team Member Creation
Agenda
Resources
STARS Basics
Demo: Team Member Creation
Q&A
Hello everyone. Today’s primary training objective is to explain and support data entry for team member creation. Before we get started, I would like to check in with the audience. Question one: This webinar was offered monthly from March 2018 through July If you did not attend one of those webinars and if this is the first time you have received Team Member training, please raise your hand. Question two: If you never entered a team member into STARS, please raise your hand.

4. STARS Resources, Training, and Support
Job Aids
Webinars
Manual
The SHIP TA Center is responsible for hosting webinars, creating job aids, and housing STARS support materials online. Together with ACL, we are updating the STARS manual based upon the former SHIP NPR manual. Meanwhile, users should rely on the SHIP NPR manual and leaders at your SHIP for guidance about definitions, terms, and reportable efforts. Users should rely on STARS job aids and STARS training webinars for data entry instructions.

5. STARS Landing Page https://stars.acl.gov
Contains link to SHIP TA Center STARS training materials, including webinar PowerPoints, recordings, and job aids (coming in early ACL’s STARS manual)
Contains link to Booz Allen STARS Help Desk
Anyone with the link can visit the STARS landing page now. BUT, only users with credentials can successfully log in. Anyone who visits this page WILL be able to follow the link to the STARS resources. By February 1, 2019, the STARS resources page will direct visitors to login at to get STARS resources from the SHIP Resource Library.

6. STARS Job Aids STARS User Basics Beneficiary Contact Form
One for STARS Submitter role
One for all other roles
Beneficiary Contact Form
Group Outreach and Education Form
Media Outreach and Education Form
Team Members
STARS Launch
FAQs
Searches
Reports (2019)
Topics in green are available now. They have been updated since their original release dates. The Reports job aid will be provided after the reports have been released into STARS.

7. Other Written Resources
CMS SHIP Unique ID jobs aids (NEW! 12/7/18)
Go to the SHIP Resource Library at
PowerPoints for every STARS topic
User Roles at-a-glance (one page overview)
Beneficiary Contacts definitions
Group Outreach and Education definitions
Media Outreach and Education definitions
Printable versions of the STARS forms
STARS Security handout (i.e. slick sheet)
STARS Manual (coming in early 2019)
Topics in green are available now. By the way, we post the PowerPoint files from webinars – not PDFs – so that you can edit and use locally if desired. The STARS Manual will be available later this year. It will expand upon the job aids with increased definitions and guidance. Essentially, it will collect all STARS instructions and guidance in one document.

8. Webinars and Other STARS Resources
Future Webinar Announcements
Provided to the SHIP director listserv and to director/administrator users at
Webinar PPTs, webinar recordings, job aids, forms, and other resources
Posted at stars.acl.gov under “Need Help with STARS?"
Collaborative Effort
End Users Satisfied
Past webinars. Starting in March, we have conducted about 4 STARS webinars a month, sometimes more. Core topics have repeated monthly. Each topic is archived on the STARS Resources page. Future webinars: We originally planned to resume our usual webinar announcement process after the STARS roll-out. Our usual process is to announce directly to registered users of our website based upon their role. We’ve decided that we need to retain our STARS webinar announcement process past October because of the 30+ SHIPs who use proprietary data systems. Their team members may not interact with STARS at all. Our webinar announcements would be likely to cause confusion in those 30+ programs. We will upgrade the password-protected area of our website to allow greater granularity in role permissions. The upgrade will allow you to tell us whether or not your users should received STARS training announcements. We expect the upgrade to be completed by Summer We will create accounts for those STARS users who are MIPPA grantees but not SHIPs. If you are a MIPPA grantee but not a SHIP representative, please raise your hand.

9. What’s the difference? * https://stars.acl.gov * www.shiptacenter.org
Operated and supported by the SHIP TA Center
Houses all SHIP TA Center produced resources
Contains a SHIP Resource Library of materials for and by SHIPs
Operated by ACL and Booz Allen Hamilton
SHIP data reporting system
Supported by ACL, Booz Allen Hamilton, and the SHIP TA Center
Here is a slide we have started using in our webinars to help people understand our Center’s website vs. the STARS website and our role with each.
* Both require logging in, but they are separate systems and require separate accounts (think apples and oranges)

10. Individualized Technical Assistance
For STARS technical assistance, contact the STARS help desk at Booz Allen Hamilton: or
For STARS training resources (questions about job aids and webinars), contact the SHIP TA Center: or
For SHIP Resource Library questions, contact the SHIP TA Center: or

11. STARS Basics Related to Team Member Creation
Before we get into the demon

12. STARS User Essentials 1. Team Member Profile
2. Credentials (= Username + Password)
3. The STARS landing page link
After a new SHIP Team Member is created in STARS, that team member will be ed their “credentials” (username and password). This information will arrive from STARS in separate auto-generated s to the address that was entered on the team member form. The sending address will be If you do not receive these s, contact the Booz Allen STARS help desk. They provide all STARS username and password support.

13. User Roles SHIP Director SHIP Assistant Director State Staff
Can Create Team Members
Other Roles
SHIP Director
SHIP Assistant Director
State Staff
Sub-State Manager
Site Manager
Sub-State Staff
Site Staff
Team Member
STARS Submitter
Here are the role names available to SHIPs within STARS. The Team Member job aid and At-a-Glance User Roles Overview handout provide the information you need to decide what roles to assign your newly created team members.

14. Credentials
When a team member is created and credentials are sent, here is an example credentials .

15. Password Email (possibility A)
The password or s are the other aspect of credentialing. Users might receive this , directing them to “click here to use the password reset tool to create a temporary password.” I will explain the process that generates this during the demonstration.

16. Password Email (possibility B)
This is a sample containing a temporary password, which you should change after logging in to something much easier to remember. I will provide more details in my demonstration.

17. Key Point in Team Member Creation
STARS User Limit:
STARS allows unlimited number of team members but
Only 450 concurrent users (those logged in at the same time nationally)
STARS Submitter Role:
Anyone using this role will NOT count against our concurrent user number
Use of this role is encouraged, unless it does not meet a user’s needs.
ACL requests that you use the STARS submitter role when that role meets your needs.

18. STARS Submitter User Role
Role Name
Created by any of these STARS Team Members
Role Capabilities
STARS Submitter
SHIP Director SHIP Asst. Director State Staff Sub-State Mgr. Site Mgr.
Create forms for their efforts or efforts conducted by others at or below their level in the hierarchy
View and update own forms and forms about their own efforts via their Tracking Inbox
Unable to view/update data entered by others, about others
Unable to view other team member profiles
Unable to delete any type of data
Unable to access to the search tool or reports
Here is an excerpt from the updated job aid addressing this role.

19. Team Member vs. STARS Submitter
Can be aligned at any level of the hierarchy
Do count toward the national user limit
Can view forms entered by and about others
Can use the search tool
Cannot view other’s team member forms
Can be aligned at any level of the hierarchy
Do not count toward the national user limit
Cannot view forms entered by and about others
Cannot use the search tool (must use Tracking Inbox instead)
Cannot view other’s team member forms
These roles are nearly identical. #1 and #5 is an important similarity between these two roles. #s 2 – 4 are important differences.

20. Demonstration
Go to Job Aid and at-a-glance reference to review the User Roles, then go to STARS

21. FAQs
Here are some frequently asked questions since the March STARS launch, mostly related to Team Member creation, but some are related to other STARS issues

22. Usernames and Passwords
Q: Are usernames addresses?
A: No.
Q: Can an address be used more than once in STARS?
A: Yes.
Q: How often will I need to re-set my STARS password?
A: Every 90 days
NOTE: This STARS setting was temporarily inactivated until 10/1/2018. The 90 day clock started ticking on 10/1/2018.

23. Changes in STARS Q: Can I change team member user roles?
A: Yes, you can change a person’s STARS user role at any time.
Q:What if I need to change a team member’s organizational affiliation?
A: You should edit the team member profile to align that team member with a different organization within your state hierarchy.
Q: Can I change the organizational hierarchy in STARS?
A: Not independently. The hierarchy for each SHIP was set up in advance of the STARS launch. SHIP directors wanting to change their program hierarchy must contact ACL for permission, then work with Booz Allen Hamilton on the process. Changes vary in their level of complexity.
About the first bullet: this is a big difference from SHIP NPR. About the second bullet – the team member’s past work stays aligned with the organization that team member was aligned with in the past. The team member’s work after the change will be aligned with the new organization.

24. Seeing Other Team Members
Q: I cannot see all of our team member forms. What do I do?
A: You can see team members you entered in your SHIP Team Member Tracking Inbox. Use the search menu to find and see all team members visible to you, including those entered by others.
Note: Users with the STARS Submitter or Team Member user roles cannot see others team member forms.
Remember: You can only see team members at and below your level of the STARS hierarchy. For example, if you are at the State level, you can see all team members. If you are at the Sub-state level, you can see all team members at the Sub-state level and below. If you are at the Site level, you can only see team members at the Site level. Use the at-a-glance roles overview to assist you in understanding this.

25. Team Member Profiles
Q: Can a team member be aligned with more than one organization?
A: No. Each team member is aligned with only one organization in the STARS hierarchy
Q: Not all of my team members conduct their own data entry. Will they still need a team member profile?
A: Yes, every team member needs a profile, even if someone else will be entering their efforts into STARS. This is necessary for accurate reports.

26. Unique ID Q: Who can create and manage Unique IDs?
A: SHIP Directors and SHIP Assistant Directors
Q: Who can view Unique IDs?
A: SHIP Directors, SHIP Assistant Directors
Starting January 2019, users will be able to see their own Unique ID on their own team member form
Q: When do we use the Unique ID in STARS?
A: January 1, 2019 and beyond.
Q: When will CMS receive the STARS-generated Unique IDs from ACL?
A: December 20, 2018; then the last Thursday of every month beginning in January 2019

27. Individualized Technical Assistance
To learn about future STARS training, contact your SHIP program’s leaders.
For STARS technical assistance, such as with usernames and passwords or your organizational hierarchy, contact the STARS help desk at Booz Allen Hamilton: or
For questions about job aids and other STARS support resources, contact the SHIP TA Center, or

28. Questions?
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29. Thank you for participating!
Today’s webinar materials are available for download within WebEx.
They are also posted at
The production of this webinar was supported by grant number 90SATC0001 from the Administration for Community Living (ACL).