1 system for administration, training, and educational resources for nasa satern work arounds &...

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System for Administration, Training, and Educational Resources for NASA

SATERN Work Arounds & Tips

Combined:2008 & 2011 SATERN Administrator Summits

July 2014 Admin Forum Special Topic Presentation

Ellen BlahutJuly 24, 2014

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Work Arounds and Tips Categories:• Item• Scheduled Offering• Discipline• Curricula/Assignment Profiles• Reports• IDP• Misc.

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ITEM RELATED

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How do I place downloadable files on SATERN?

Use a “Related Document” attached to the item. Content must meet certain guidelines. Work with SATERN Content Development Team

at the NSSC.

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How do I get information on who has completed an object that has been assigned as part of an item?

Learner Online Item Status report• Filter by item• Check “Include Object Details” box

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How do I change a due date for an item that has been assigned to a large group of learners?

Use the Required Dates Editor to change the required date for a batch of learners for a free-floating item (Step 3).

If the item was part of a curriculum (Step 2), all you have to do is change the initial assignment and SATERN will change the required date for everyone who was assigned the item through the curriculum.

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Item Tips

IT Security is available in a text-based version so that a visually-impaired person can have their “jaws reader” read the course to them.

An item can be flagged as “New”, “Featured”, or “Revised” on the catalog tab.

A learner can have an external item on their learning plan and also have a scheduled offering for an internal item on their learning plan that overlaps with the external item. • Example: External event is a conference that’s three days long;

there’s a NASA workshop during the conference; the learner can register for the conference via a 1735 and also register for the workshop in SATERN.

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Issue: Learners complete an item but the item is still listed on their

Learning Plan.

This may happen with the mandated online courses. Employees should:

• have the latest JAVA application installed• clear their cache• use the Windows IE browser with PCs when launching SATERN online courses.

Note: If some of the online courses are Skillsoft, the courses they may have been removed or updated.

This issue may also happen when an item, which was already completed, is added to the IDP. In this case, the Center Administrator has to remove the item from the employee’s Learning Plan.

Items remaining on the Learning Plan

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•Item Work Arounds / Tips

Item Revision Limitations: Lose completion history unless configure reports

to capture active and inactive version of the item that was revised.

If Rev 1 is in a curriculum and is replaced by Rev 2, learners who completed Rev 1 will now show the item incomplete.

Choose your revision wisely!

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Item Work Arounds / Tips

To get a notification every time a Learner clicks on the “Request Schedule” button for an Item, set the Minimum Registration to “0”.

Information collected when learners click on the “Request Schedule” button can be retrieved by running the Item Requests report.

This information can then be used to notify those learners when a Scheduled Offering is created so they can register for the course.

Item Requests are purged from the system 24 months after they are submitted.


If a learner clicks on the "Substitutes" associated with an item, and then clicks on the item in the Substitutes section, they will not see Scheduled Offering information for the substitute item (if any is available).

They will need to go to the substitute item from a catalog search or their learning plan.

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Item Work Arounds / Tips How do I create a new online item this is simply a link

that points to a course that is on another Federal Agency public web site to add to our catalog of current offerings?

• Put the URL in the item description and have learners copy and paste it into their browser. This way, if the organization providing the training changes anything, the description can be edited accordingly.

• Example item: SMA-OS-EXTW-210

• Caution: This could result in double-counting of hours if there is a cost for the external course and an SF 182 is created. 13

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•When setting up an Item in SATERN with the Learner Self-Record option, is there a way to require supervisor approval? This is a separate option from allowing the supervisor to directly record learning for a subordinate.

•No, this functionality is not in SATERN.

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•For an item with annual retraining requirement, and the item has a prerequisite, what is the best way to set it up so that the prerequisite is also required every year?

•This can’t be done because SATERN looks at the Item ID and if it is already in history then the learner has met the prerequisite requirement.

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SCHEDULED OFFERING RELATED

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How do I set up a course that has two tracks?• Example: Track A (Sessions 8:00 – 10:00 AND 10:15

– 12:15) OR Track B (1:00 – 3:00 AND 3:15 – 5:15).

Create a separate Scheduled Offering for each Track and set up two segments in each Scheduled Offering.

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Scheduled Offering Tips (Continued)

Disable “Auto Fill” when you designate someone as a “No-Show” when there are waitlisted Learners; otherwise SATERN will enroll the waitlisted Learners into the No-Show slots.

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Scheduled Offering Tips (Continued)

To put everyone on a wait list, set the minimum and maximum registration levels to “0”.

Closing a Scheduled Offering does not inactivate it; the “close” function is related to Commerce, which NASA is not currently using. • Inactive the Scheduled Offering by unchecking the

“Active” box.• This allows you to run the “Learning Calendar” report

to determine which SO’s are open and which are not. Choose “Active” or “Inactive” (choosing “Both” gives results with no designation of “Active” or “Inactive”).

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Unable to register for a Scheduled Offering

•SATERN User Screen

•The problem is in the Commerce Tab of the learner account. The Shopping Account Type should be listed as Internal.

•SATERN Admin Screen

•Some users experience a problem when trying to register for internal training. Once they have added the item to their learning plan, their only options are to View Details of the scheduled offerings or Add to Cart. They are not able to actually register for the training.

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Scheduled Offering Work Arounds / Tips

•Will SATERN let me create a Scheduled Offering that happened last week and then mark people complete? Or do I just need to mark them complete against the Item?

•You will need to grant course completion using the Item. If you create a Scheduled Offering for a training event that is in the past, enroll learners into the offering and grant completion using the Scheduled Offering, the event will stay on the learner’s Learning Plans.

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DISCIPLINE RELATED

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What is the difference between a Level 9 (Discipline Reporter) and a Level 11 (Reporter) Admin?

Level 11's have a different domain restriction and have a greater number of workflows than a Discipline Level 9. Level 11’s cannot report on Items that fall within a Discipline domain, only within their Center's domain.

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CURRICULA / ASSIGNMENT PROFILE RELATED

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When adding Items to an entire Centers' Learning Plan which comes first, the Assignment Profile or the Curriculum?

The Curriculum must be created before you can assign it using an Assignment Profile.

• Please refer to the Curriculum/Assignment Profiles Job Aid.

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Which reports within SATERN allow you to see:• Which learners a curriculum has been assigned

to? • Which learners have completed a curriculum?

Learner Curriculum Status or Learner Curriculum Item Status Reports

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Curricula / Assignment Profile Tips

The system will notify the Learner anytime items have been added to their Learning Plan.

When new learners are added to the system (delta), if their attributes match the attributes in an Assignment Profile, the system will assign the appropriate curriculum to them (the Assignment Profile Synchronization APM runs daily).

FPPS, which contains civil servant information, synchs with SATERN on a daily basis.

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Curricula / Assignment Profile Tips

Items are independent within a Curriculum relative to assignment and retraining periods; although you can change the periods within the Curriculum without impacting the item globally.

When selecting the attributes for contractors in Assignment Profiles, use the Employee Type ID field, and then select all the field values except "1“ (SATERN identifies NASA Civil Servants with that value), the others cover contractors, non-NASA civil servants, and a couple of others. Or, select only "2", which specifically selects contractor employees only.

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Curricula / Assignment Profile Work Arounds/Tips

When creating event or calendar based events in a curricula, create the curricula in Staging and then assign the curricula to yourself to make sure you get the required by date you are looking for.

Requirements Limitations:

• For Requirements, the items do not get added to the Learner’s Learning Plan.

• Substitutes are not recognized.

• Choose wisely!

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•Curricula / Assignment Profile Work Arounds/Tips


Can I use pre-SATERN courses (i.e., items do not exist in SATERN but are in learning histories) as substitutes for current courses and/or in curricula?

• If the item is part of the historical data, and was not in SATERN, you will not be able to create substitute relationships or use it in a curriculum.

• Some options follow on next slides.

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Create a new item in SATERN based on the historical course. Run a report to see who completed that course in the past, and record credit for the learners against the new item. This will give learners duplicate entries in their history, but you will be able to use the item in a curriculum.

Create a generic item in SATERN, such as "External

Supervisor Training" that can be used for all similar situations. You would still want to pull a report to see who had completed this course in the past, and you could record it as a substitute (via the Learning Event Recorder), with the title of the course it is a substitute for, in the comments section.

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Create a “one to many” substitute relationship. Scenario:

• JSC “Basic Flow” items are not in SATERN. • We wanted to give learners credit for similar items in

the JSC STEP Level 1 curriculum.

Created the following item that provides substitute credit for 14 items in the Level 1 curriculum : • Item ID: SMA-STEP-LEVEL1-JSC-BASICFLOW • Item Title: SUBSTITUTE FOR COURSES IN STEP

LEVEL 1 THAT ARE ALSO IN JSC BASIC FLOW 33


When a learner is given credit for SMA-STEP-LEVEL1-JSC-BASICFLOW (via the Learning Event Recorder), they automatically receive substitute credit for 14 of the items in the JSC STEP Level 1 curriculum:

B: NASA SMA PROGRAM IMPLEMENTATION

C: JSC SMA OVERVIEW

D: RISK MANAGEMENT OVERVIEW

F: SYSTEMS ENGINEERING OVERVIEW

G: EXPLORATION SYSTEMS MISSION DIRECTORATE OVERVIEW

H: SPACE OPERATIONS MISSION DIRECTORATE OVERVIEW

L: BASICS OF OPERATIONAL SAFETY

N: BASICS OF RELIABILITY AND MAINTAINABILITY

O: BASICS OF QUALITY ENGINEERING

P: BASICS OF SYSTEM SAFETY

Q: APOLLO 1 CASE STUDY

R: APOLLO 13 CASE STUDY

S: CHALLENGER CASE STUDY

T: COLUMBIA CASE STUDY 34


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How can a Curriculum be removed from the learners SATERN accounts?

•Learners > Tools > Learner Needs Management > Remove Curricula

•Or, if assigned via an Assignment Profile, remove the curriculum from the Assignment Profile.

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Does setting a Curriculum to “Inactive" remove the curriculum from the learners accounts?

•No.

•If the Curriculum is in a catalog, making it Inactive will remove the ability for learners to search for and find it.

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How are Centers handling a certification/recertification process for Basic Life Support Training?

GRC uses a curriculum with a retraining period and tracks the due dates using the Learning Needs report.

By putting the item in a curriculum, when it’s pushed out, SATERN will automatically look at training history. If the learner already completed the training, SATERN will recalculate the next due date and put it on their learning plan with the new due date.

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REPORTS RELATED

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Which SATERN custom report (not BRIO) pulls ALL training history, including old SOLAR completions?

Learner_History_Admin_Archived

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This report does have a CSV format. Checking the box “Include Training

Code Data” will generate the fields listed above.

Reports

•Is there a report that lists custom column data for external training requests (182's) specifically data in the Category (A12), Sub-Category (A17) and Training Type/Sub Type Code (B9) fields. The 5.8 External Request Data report provides this information in PDF or HTML, but an Excel report format is needed.

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Reports Work Arounds / Tips How do you pull online survey data out of SATERN using a

SATERN report?

• "Item Evaluation" and report, and "Item Evaluation By Individual Response“ reports.

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Reports Work Arounds / Tips Which report in SATERN will provide a count of

Training Instance for a specific date range? • Run the Learner Item Status report, as a csv, for the

specific date range. • Re-save the report as an Excel file, Auto Filter the

data, and create a Pivot Table. • Drag “Item” from the Pivot Table Field List into the

“Row Labels” field which will show each course that was completed during the date range.

• Drag “User Name” from the Pivot Table Field List into the “Values” field which will show you the number of learners who completed the specific items.

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Reports Work Arounds / Tips

Domain Org ID Item ID Learner ID Learner Name Last Activity Credit Given Finished Has Access Object Total Time Times Entered

GRC-ContractorGRC-NA00

SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 11/10/2009 18:24 Y Y Y Introduction to STEP Printable Study Guide 0:00:00 1


SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 5/27/2009 12:48 Y Y Y Introduction to STEP 0:03:48 4




SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 2/10/2010 8:22 N Y Y Introduction to STEP 0:07:22 2




SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 8/26/2011 10:23 N Y Y Introduction to STEP 0:00:39 2


SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 2/10/2010 8:22 N Y Y Introduction to STEP Printable Study Guide 0:00:00 2










SMA-OV-WBT-100 C-eblahut BLAHUT, ELLEN A 8/26/2011 10:23 N Y Y Introduction to STEP Printable Study Guide 0:00:00 3



• Report that provides the ACTUAL time a learner spent in an on-line course

• Online Item Status Legacy Report

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Reports Work Arounds / Tips• Report to track specific multiple incomplete items on Learning Plans also

filtering by company name

• Learner Learning Needs report (under “Learning Needs”)

Filter on Learner

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Enter company name, then Search

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Select Learners and Submit Filter

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Learner Learning Needs output

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Learner Learning Needs output (continued)

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• Report to display the comments entered by a learner when they register for a Scheduled Offering.

• Scheduled Offering Detail report

Scheduled Offering Detail report output

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IDP RELATED

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Once a learner creates an IDP, is there a way to remove the IDP?

If the IDP is in draft status, it can be deleted.

If the IDP is has an active/approved status, it cannot be deleted.

Once the IDP has been approved, a user can't change the expiration date, not even when revising.

A user can only have one active/approved status at a time. After the IDP’s expiration date passes, the IDP status is listed as “expired”.

SATERN maintains a list of all IDPS, even those expired, as a history of goals and activities. If the user has not accomplished a previous goal, it can be added to a new IDP.

When creating a new IDP, a user can copy goals and items from previous IDPs, as long as the status is not expired.

IDP

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Once an IDP expires (via the expiration date), the employee is not able to open the IDP and change the IDP Period (the select option is not visible), so the IDP cannot be reactivated and used again. Is this true? Yes.

Is there an option to reactivate the IDP? Once an IDP expires, it can only be viewed. It cannot be reactivated.

To create a new IDP, the employee can use the Goal Wizard to copy goals and activities from an Active/Approved IDP. Goals cannot copies from an expired IDP.

IDP

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MISCELLANEOUS

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What happens to the SATERN account of a contractor who converts to a Civil Servant? Will the account automatically be updated through FPPS?

Once FPPS creates the Civil Servant account, the NSSC receives an email notification; the old Contractor account is placed in the Duplicate account domain and set to “Inactive”; it is noted within the comments field of each account, Contractor and Civil Servant; a new user name and password is sent to the Civil Servant.

The training history from the previous SATERN account should also transfer to the new account, however, it doesn’t always. Employees should be encouraged to notify NSSC if their training history does not transfer.

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What happens when a Learner submits an external training request and in the process of the approval routing, the Supervisor field for the requestor changes to another supervisor? When the request approval is finalized, and SATERN sends the Registration Confirmation to both the requesting employee and the supervisor, does the original approving supervisor get the notice, or the current supervisor?

Notifications go to the current supervisor, not the supervisor who originally approved (unless it’s the same supervisor); notifications key on the current data of the requesting learner profile; the same would apply to other training request approval notifications (non-external training).

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Misc. Tips

Level 1 Admins have the workflow to delete background jobs.• Click Tools > Background Jobs > Search • You will see the background job with the “Delete”

function. Click “Delete”.

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Can the Training Coordinator Approval Role be assigned to multiple people?

Yes, the Training Coordinator Approval Role can be assigned to multiple people.

The Training Office Approval Role can also be assigned to multiple people.

This ensures that there is no single point of failure. If two (or more) people are assigned the role, both (all) get the e-mail

notifications of approval. Once one approver access SATERN and approves the request, it is removed from the approval screen of the other approvers.

Training Coordinator Approval Role

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Using Direct Links•Direct links are used to link directly to SATERN content. Employees logged into their computer using their NDC account will be taken through the e-auth process and to the specific content/screen identified by the direct link.

1. Log in to the SATERN administrator website https://SATERN.nasa.gov

2. Click on the System Admin button

3. Expand the Tools menu and click on Direct Link.

4. Select the type of Direct Link from the drop down menu.

5. Enter the required information and click on Display Link.

6. Copy and paste the URL/link into an email message or other document.

• 7. When the learner, clicks the URL/direct link, they will be taken to the screen

• identified.

https://satern.nasa.gov/

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Click [Learning]. Click then [Scheduled Offering].

Search for and select the Scheduled Offering.

Select [More] and then the [Contacts] tab and add a user name.

Click [Add]. A notification will be sent to the

contact that was identified when learners self-register for the scheduling offering.

Enrollment Notifications

•Is there a method in SATERN, so a person will get notified when someone registers for a course?

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Misc. Work Arounds / Tips

What do the SATERN Staging and Production favicons (the small graphic which is usually to the left of the URL text) mean?• The NSSC technical team, working with GP, implemented this in

order to help troubleshoot SATERN problems, especially related to e-auth and/or time out errors.

• When a Learner or Admin logs into SATERN, they hit one of the four application servers with a display of "1", "2", "3", or "4" in their browser tab. The number is determined by which application server they have been routed to.

• In STAGING, you see an "Sf" and in training a "T". • When someone experiences a problem and sends the NSSC a

screen shot, it will show which server they were on.

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Can a non-NASA employee get access to SATERN?

• A NASA Sponsor can request an identity for someone who is not a NASA employee via IDMax/NAMS.

• Once that identify is created, the NASA sponsor can request a SATERN profile for that person.

• This has been done for consultants.

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Hold down Left-Shift and Left-Ctrl simultaneously and click on Search:

Brings up the html version of the interface rather than the flex-flash interface. This comes in handy for several reasons:•All fields are displayed, even those that are normally hidden. •Results are faster and rendered in an easier to read format for many of the screens.

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•Item Search: Normal Result

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•Item Search:•Shift-Ctrl Result

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Misc. Work Arounds / Tips•View in Edit mode:

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Should the Supervisor By-Pass Flag be set to “Yes” or “No”?

The NSSC went in the system some time ago and defaulted all the records to “No”; it should not be changed to “Yes”.

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If the supervisor is changed and the Supervisor By-Pass Flag flag is set to “No”, will the FPPS system override this info even if the name is incorrect?

Yes it will, because the supervisor coming in the combined feed is coming from Web Tads (Civil Service only, the supervisor is not updated for contractors from the feed) and is considered the authoritative source. If not correct it needs to be corrected in Web Tads.

SATERN doesn’t have a way to validate the supervisor coming in the feed and it is considered the authoritative source.

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Misc. Work Arounds / TipsWildcard character in SATERN: %

Example: Search for the following item ID:

SMA-%-WBT-100

Search results are:Item TitleSMA-OV-WBT-100 A: INTRODUCTION TO STEPSMA-OS-WBT-100 L: BASICS OF OPERATIONAL SAFETYSMA-SS-WBT-100 P: BASICS OF SYSTEM SAFETYSMA-QE-WBT-100 O: BASICS OF QUALITY ENGINEERINGSMA-RM-WBT-100 N: BASICS OF RELIABILITY AND MAINTAINABILITYSMA-AS-WBT-100 K: BASICS OF AVIATION SAFETYSMA-SA-WBT-100 BASICS OF SOFTWARE ASSURANCE FOR PRACTITIONERS

SMA-HQ-WBT-100PROBABILISTIC SAFETY ANALYSIS OF SOFTWARE-CONTROLLED AND DYNAMIC SYSTEMS

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