Training Documentation - Agency



This document is intended to guide first-time CE System users to perform basic “maintenance” functions checklist upon initial registration to the system.

Checklist

There are three basic functions that need to be performed in order get “set up” to use the CE system.

1. Set up Security (verify profiles and user groups)

2. Verify Provider Profile

3. Validate Locations

As a first time provider user, you should go through each of these and verify/correct the data on the system.

1. Set Up Security

Each school official for your provider is defined initially for you. All other users will need to be added. Please refer to the specific screen functions detailed in the Provider User Documentation available for download/printing at DOI’s web site ().

A. Verify the user is you: When logging in you will see the User Name of the person logged in:

[pic]

** if not you, then you need to find/add yourself, once you add yourself, then logout and re-login as your new user id

A.1. Go to Maintenance-Contact List

|The Contact List will display all of the users | | |

|currently entered for your provider. Find your | |[pic] |

|name on the list | | |

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| | | |

| | |[pic] |

A.2. Update your profile information

|Once you click your name you will be navigated | | |

|to the detail page where you should verify | |[pic] |

|and/or correct the profile information. | |[pic] |

A.3. Assign User Groups

Once all users are entered and verified, then the associated user group for each should be assigned.

[pic]

Officials (School Official or Supervising Instructors) must be inactivated by the Department. There must always be at least one active official on file at all times.

Upon initial entry ALL officials are defaulted as “Administrator” user group. More user groups can be added and assigned at your will. For information about how to do this, please refer to the Provider’s User Documentation (section II).

2. Verify Provider Profile

Before processing applications, you should verify that the information on file with the Department was converted properly. To do this:

[pic]

| | | |

|Verify the provider | |[pic] |

|information on file | |[pic] |

3. Verify Locations

For conversion all previous locations were entered into the system. These locations can be seen by viewing the Location List screen.

[pic]

A. Select Inactive list (All Other Statuses)

Each of the locations converted were compared to make an attempt to eliminate duplicates. However, there may still be duplicates for your provider, and possibly unrecognizable address. Because of this lack of clarity, all locations were initially set to inactive. To be able to use these locations in future course offerings, you must “activate” them from the Location List.

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B. Activate the “good ones”

To activate a location, select the checkbox to the left and click the [pic] button at the bottom. The screen will then refresh (and move the selected locations to the active list).

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………

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C. Update the Detail

Each of the locations need to be verified and have the required entries filled out. Some of the locations were not “complete” in the old system and were converted without important piece of data.

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For a more detailed description of the system’s functions, please refer to the Provider User Documentation available for download/printing at DOI’s web site ().

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Enter your web site; the agent’s will see this address to get to your site

All non-school officials can be inactivated by selecting the checkboxes to the left and using this button

Select a user group for each user and click SAVE

This is the email address that the agent’s will see

Alternate E-mail will be “cc:”-ed on messages

Fields in red bold are required

Change your Login and/or your Password

Click your name

Select Contact List

User Name, Title, and Provider name are displayed in the USER: line

Click the Location Name to see the Detail for a specific location

The Location Name is the name that the agent will see

Several required fields are used as search criteria for the agents to find course offerings.

Select the checkbox of the ones to activate and press ACTIVE

To see all non-Active Locations, click All Other Statuses

The Location List is with all of the other Lists under Maintenance

Click Provider Profile to verify information

FEIN is required

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