Hawaii Hunter Education Program
Records Management System
Secure, single sign-on integrates with the State of Hawaii Portal (hawaii.gov) as well as 100+ online Hawaii government services
Personalized dashboard that allows admin users to work on a class, work on a request, or search any record in the database
Create a new class functionality offers easy, step-by-step workflow
Each Hunter Education instructor has a pre-set agenda that can be updated, as needed
Friendly confirmation messages notify users when they have successfully completed an action
When classes are available, users can select them from their dashboard and immediately start enrolling students
Enroll an adult student or enroll a child (or children) accompanied by an adult chaperone
The first step in enrolling a student is to check if a record already exists in the system. Before the new system, this process took significant time and was often duplicated amongst staff members.
If no record is found, the user completes the Enroll a Student form and provides the below information
The form includes a "Quick Street Address Lookup" tool powered by Google to reduce errors, misspellings, etc.
Students may be auditing or court ordered to take a class, or need a sign language interpreter or the exam in another language. The user can indicate that information here.
You're done! You can now enroll another student, if desired.
Enrolling students via the old, paper processes used to take the Hunter Education staff up to 20 minutes per student. They can now enroll a student in two minutes!
Enrolling a child requires some additional information with regards to the adult chaperone.
If you already enrolled the adult chaperone in the class, you can select them here. If not, you can enter them using the same Enroll a Student form shown in previous slides.
If you are enrolling a group of children with the same adult chaperone, you can jump right to enrolling the next child. Or select, "I'm done with this group"
Here's a look at the class roster
Here is the print version of the class roster (auto-generated via the system). The new system eliminated all manual mail merge processes and paper templates.
Users can also view a snapshot of the class info and agenda, and edit or cancel a class
When a class has ended, the user can select a class and start processing Hawaii Hunter Education certifications
After the class is selected, the user can select a student that was enrolled in the class to start processing certifications right from their dashboard
For each student, the user can indicate whether he/she showed up for the class, attended the entire class, how he/she scored on the exam and more
The system will automatically determine if a student passed, failed, or did not complete the class
Once the user has finished entering the attendance and scores for all students, he/she can enter "standbys" or walk-ins that showed up on the first day of and completed the class.
After all standbys are entered and the attendance and scores are entered for all students, the user can mark the class as "processed"
Once a class is processed, the system auto-generates the certification numbers for each student that passed. Now the user can auto-generate the appropriate letters and certifications to print and mail to each student.
Sample letter auto-generated via the new system.
Tedious, manual mail merge processes completely eliminated.
Sample certification template. Hawaii Hunter Education certifications are printed on special card stock and mailed to students.
Processing a class of approximately 60 students used to take 3 weeks.
It can now be done in 3 days!!
In addition to registering students for classes and processing completed classes, the Hunter Education staff processes many requests a week for replacement of lost certification cards or new cards due to a name change.
First, the user searches the system to confirm a record exists for the individual requesting a replacement certification
Next, the user verifies the individual's information and enters the date the request was received
The type of request is indicated and what kind of documents the individual wants replaced
The user confirms the correct documentation was received for the request
Proof of ID is captured
Confirmation that payment was received is captured
The request is approved. The replacement can now be printed and sent.
The user is presented with additional options and next steps
All requests can be viewed and managed in a queue
Lastly, the user can search and view any individual record in the system. Here is a look at a user's profile.
The system captures a full history of each record to include official documents issued...
documents requests...
full class history and status....
and general notes!
Once certifications are issued, the Hunter Education data is automatically accessed by other State of Hawaii agencies, like the Division of Forestry and Wildlife, via an API call.
Certification holders can now purchase a hunting license immediately, when they used to have wait up to 4 weeks.
Mahalo!