EscWorks Professional Development



KIPP Inc.Charter

escWorks Administrative User Guide

Last Updated: 1/22/09

escWorks Administrative Users Guide

Logging into escWorks 3

Login 3

Changing\Forgot Your Password 3

Navigating Through escWorks 5

The Home Screen 5

Module Start-Up 6

Using the Search Bar 7

Viewing the Grids 8

Tips for Entering Data in the Module Forms 9

User Manager 10

Applying Roles to Staff Accounts 15

Control Bar Views in the Staff Module: 18

Managing Budget Entries 19

Location Manager 22

All Organizations 22

Districts and Sites 24

Schools 27

Accountability 29

Managing Activity Log Entries 29

Control Bar Views in the Activity Log Module: 32

Reports 33

Logging into escWorks

Login

Access the escWorks login page by entering in an Internet Browser.

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Enter your escWorks ID, your password, and your customer ID and then click the Sign In button. Your escWorks ID is your email address.

escWorks ID: (email address)

Password: XXXXXX

Customer ID: tx_kipp

Changing\Forgot Your Password

If you forget your escWorks password, you may click on the Forgot your password? link. An email message containing a change code and a link which redirects you to the change password site will be sent to your escWorks email address.

The email will contain a message similar to the one below:

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Click on the link in the email message, to be taken to the following page:

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Enter your change code in to the Code Field. Enter your new password in both the New Password and the Confirm New Password fields and then click the Change Password button.

This will take you back to the login page so that you may login with your new password.

Navigating Through escWorks

The Home Screen

Upon logging in, the system will take you to the Home Screen. The menu items on this screen will vary according to the permissions assigned to the user. You may click on the Home button to return to this screen from anywhere in the system.

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Each Tab in the main menu is for a different module in the system. Click on a menu item to view the sub-menu items available for this module. Once you click on a sub-menu, the control bar will appear in the blue bar in the left hand of the page. The buttons in the control bar are specific to each module.

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Note: The system administrator assigns access to the menu items and the control bar buttons to each user depending on the functions they will be performing in the system.

The order of the buttons on the control bar is also determined by the system administrator. See the Control Panel documentation in the Administrator’s Guide for additional information.

Module Start-Up

The fist time a module is opened, the system will prompt you to select a default screen setting. Choose the screen you would like to automatically open each time this module is selected. The default screen setting may be changed at any time by selecting Module Settings link which is located at the bottom of the control bar.

To select a default screen:

• Click the radio button next to the desired screen name

• Click Set

• Click Continue.

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Using the Search Bar

Each module in escWorks uses a search bar similar to the one below. The search criteria in the dropdown menu varies from module to module, but the functionally is the same.

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To use the search bar, select the appropriate search criteria from the dropdown menu in the search bar and enter your search details in the text entry field.

For example, if searching for an Activity Log entry by the ID number:

• Select ID from the dropdown menu

• Select Contains from the second dropdown menu

• Enter the Activity ID in the text field and click Find.

The search will display a maximum of 25 items per page. If your search returns more than one page of results, you may use the Search within results option to refine your search. To use this option, Click on the Search within results check box and then enter your new search criteria.

If you click Find without entering any data, the search results will display all of the data in the system for that module. For example, clicking Find in the My Activities module without entering any search criteria will display a list of all of the entries that you have created.

Viewing the Grids

The search results will be displayed in a grid under the search bar. The column titles in each module will vary depending on the data being displayed, but the grids will all function the same way.

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If more than one page of results is returned in the search, use the Jump to Page dropdown menu to move within the pages of the results.

The column titles in the blue bar at the top of each page of results may be used to sort the data. Click on a column title once to sort the data in ascending order. Click on the column title twice to display the data in descending order. Once the sort has been activated, you may click on the X in the column title bar to cancel the sort.

You may select more than one column title to sort the data. For example, you may click on the Activity column to sort the entries by Activity Type and then click on Created By to display the Entries by who created each entry within the Activity Type grouping.

Tips for Entering Data in the Module Forms

1) An asterisk (*) in front of a field indicates that it is a required field. You will not be able to move to the next screen until information has been entered in these fields.

When a field contains a dropdown menu with a text field next to it, make the appropriate selection from the dropdown menu and then enter the text in the text field and click Add. The data will be displayed as below:

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2) If a dropdown menu has an Add button and a box underneath it, you may make

multiple selections for that field. Make a selection from the dropdown menu and click Add until all of the appropriate selections have been made.

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4) Double click on an entry to remove it from the screen.

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3) Hover the cursor tip over the field title to view any additional instructions regarding

the field (tool tips).

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User Manager

The User Manager module contains information about the staff accounts. This module also includes the budget manager. Access to this Module may be assigned in the Control Panel. To access the User Manager module, select User Manager from the menu bar.

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Managing Staff Accounts

The Staff section of the User Manger module is where new staff accounts may be created and where existing staff accounts are managed.

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To Create a New Staff Account:

• Select User Manager from the main menu bar

• Select Staff from the sub-menu bar

• Click on the Create button in the control bar

• Enter the First Name

• If applicable, enter a Middle Name

• Enter the Last Name

(Note: do not use periods, commas or special characters in any of the name fields)

• Enter a unique email address in the Primary Email field. This will be the users escWorks login (the system will not allow you enter duplicate Email addresses).

• Enter a Secondary Email if the information is available

• Select the appropriate Organization from the dropdown menu

• Select the appropriate District from the dropdown menu

• Select the appropriate Campus from the dropdown menu

• Select the Primary Department from the dropdown menu

• If applicable, select Additional Departments from the dropdown menu and click Add

• Select the Primary Position from the dropdown menu

• If applicable, select Additional Positions from the dropdown menu and click Add

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• Select the Budgets that will be assigned to this user from the dropdown menu and then click Add

• Select the Security Template that will be applied to this account. The Security Template determines the level of permissions that each account will be assigned in escWorks. These templates will be set up by your escWorks administrator. The majority of your new accounts will have the Accountability Only Security Template applied.

• Click Next

• Review the items entered in the Preview screen and click Next

• Click Finish

• The following screen will open:

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• Use the Print button to print a copy of the preview page

• Use the Login button to set the account password

• Use the Apply Security button to apply the selected permissions to the new account

To Edit an Existing Staff Account:

• Select User Manager from the main menu bar

• Select Staff from the sub-menu bar

• Search for the account using the search feature

• Select the account in the grid

• Click on the Edit Button

• Revise the information as needed

Note: If you deselect the Active check box at the bottom of the Staff Edit screen, this account will no longer be active and will only display in the Inactive Staff Grid.

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• Click Next

• Preview the information in the Preview Screen

• Click Finish

• Use the Print button to print a copy of the preview page

• If necessary, use the Login button to set the new password

• Use the Apply Security button to apply the selected permissions to the account

To Change The Login Password for a Staff Account:

• Select User Manager from the main menu bar

• Select Staff from the sub-menu bar

• Search for the staff account

• Select the account in the grid

• Click on the Login Button in the control bar

• The Login screen will open

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• Type the New password in the Password field

• Click Change

Note: You may Disable the account using the button at the top of the screen

• Click the Close Button once you have completed all of the changes made in this screen.

Applying Roles to Staff Accounts

The Roles section of the Staff Manger module is where staff accounts are assigned the various Roles available in the escWorks system.

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Common Roles Available in escWorks:

Instructor

The Instructor role should be assigned to any user who will be leading a workshop. Accounts with this role assigned will display in the Instructor dropdown menu in the Workshop screens.

Contact Person

The Contact Person role should be assigned to any user who will be a contact person for Workshop. Accounts with this role assigned will display in the Contact Person dropdown menu in the Workshop screens.

Session Approver

This role indicates that this account will be assigned permissions to Approve newly created Professional development sessions.

Facilities Manager

Accounts assigned the Facilities Manager role will receive daily email notifications of room setup requirements for upcoming workshops. These accounts will also be notified when room change emails are sent out from the room reservation screen.

Security Template

This role indicates that this account should be used as a Security Template. Accounts with this box checked will display in the security template dropdown menu in the User Manager screens.

Evaluation Manager

This role indicates that this account will have access to the Evaluation Manager in the End user portion of the escWorks system. The Evaluation Manager is where evaluation results from the paper Workshop Evaluations are manually entered in the system.

Access

This role will allow users to have access to the Administrative side of escWorks.

Control Panel

Users assigned this role will have access to the Control Panel in escWorks. The Control Panel is where the user access to the different modules and buttons are assigned.

List Manager

Users assigned this role will have access to edit the dropdown lists in the Control Panel.

Report Manager

Users assigned this role will have access to the Report Manager in the control panel. The Report Manager is where report access is assigned, new search parameters are created, report names are changed, etc.

Module Editor

Users assigned this role will have access to edit the modules in the control panel.

Helpdesk Administrator

Users assigned this role will have Helpdesk Administrator privileges. Helpdesk Administrators are able to see all of the Helpdesk tickets and assign them to the various helpdesk providers and elevate tickets to the escWorks team.

Helpdesk Provider

Users assigned this role will be listed as Helpdesk Providers. Helpdesk Providers can assign, respond and close helpdesk tickets.

Helpdesk Products

Use this dropdown menu to assign Helpdesk Products to the user who will be responsible for handling the Help Tickets relating to these issues.

Helpdesk Access

Users assigned this role may create new Help Tickets that will be submitted to the Helpdesk.

Control Bar Views in the Staff Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users in the Control Panel. These are the options that are available, but not everyone will have all of these buttons.

Active Staff

Displays the grid that contains all of the Active Staff accounts.

Inactive Staff

Displays the grid that contains all of the Inactive Staff accounts.

Create

Opens the screens used to create a new staff account.

Edit

Opens the Screens used to edit an existing staff account. Once the desired account is found, select the account and then click the Edit button in the control bar. Once the correction has been made, proceed through the screens by clicking the Next button and then the Finish button to save the changes.

Login

Opens the screens used to change the Login password for an account.

Merge

Use the Merge button to merge two accounts that belong to the same user.

Roles

Use this button to assign the Roles that should be applied to the staff account.

Apply Security

Click this button to apply the permissions assigned to the account when it was created\revised.

Managing Budget Entries

The Budgets section of the User Manger module is where the budgets used in the system may be created and managed.

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To Create a New Budget:

• Select User Manager from the main menu bar

• Select Budgets from the sub-menu bar

• Click on the Create Button in the Control bar

• Enter the Budget Number

• Enter the Description of the Budget or Budget Name

• Click Next

• Preview the information in the Preview Screen

• Click Finish

• Use the Print button to print a copy of the preview page

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To Edit an Existing Budget:

• Select User Manager from the main menu bar

• Select Budgets from the sub-menu bar

• Search for the budget using the search feature

• Select the budget in the grid

• Click on the Edit Button

• Revise the information as needed

• Click Next

• Preview the information in the Preview Screen

• Click Finish

• Use the Print button to print a copy of the preview page

To Make an Existing Budget Inactive:

• Select User Manager from the main menu bar

• Select Budgets from the sub-menu bar

• Search for the budget using the search feature

• Select the budget in the grid

• Click on the Edit Button

• Uncheck the Active check box located at the bottom of the Edit Screen

• Click Next

• Preview the information in the Preview Screen

• Click Finish

• Use the Print button to print a copy of the preview page

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Note: Inactive Budgets will not display in the dropdown menus. Inactive Budgets will only display in the Inactive Budgets grid.

Control Bar Views in the Budgets Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users in the Control Panel. These are the options that are available, but not everyone will have all of these buttons.

Active Budgets

Displays the grid that contains all of the Active Budget accounts in the system.

Inactive Budgets

Displays the grid that contains all of the Inactive Budgets accounts in the system.

Create

Opens the screens used to create a new budget entry.

Edit

Opens the Screens used to edit an existing staff account. Once the desired account is found, select the account and then click the Edit button in the control bar. Once the correction has been made, proceed through the screens by clicking the Next button and then the Finish button to save the changes.

Location Manager

The Location Manger module is where all of the locations are entered in the system. The Locations entered in this module populate the dropdown menus used in the User Manager when the Staff Accounts are created (selecting the appropriate District and School in the account setup screens).

The Locations are separated into three main categories:

• All Organizations

• Districts

• Schools

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All Organizations

The All Organizations section is the top level of the Location Manager organizational structure. This is where you enter the equivalent of Regions or Education Service Centers for your state. Once all of the Organizations are entered, the next step will be to identify and create the Districts that are assigned to these organizations.

To Create a New Organization:

• Click on Location Manager in the main menu bar

• Click on All Organizations in the sub-menu bar

• Click on Create

• The Following screen will open:

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• Enter the Organization Name

• Enter the Identification Code

• Select the Organization Type from the dropdown menu

• Enter the address

• Enter the Organization Phone number

• Enter the Organization Fax number

• Enter the Contact Name and Email

• Enter the Organization Website address

• Click the Next button

• Preview the data entered in the Preview Screen. If the data is correct, click Finish to create the new location.

To Edit an Existing Organization:

• Click on Location Manager in the main menu bar

• Click on All Organizations in the sub-menu bar

• Find the appropriate Organization and select it in the grid

• Click on Edit

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the Organization Edit screen determines if the Organization entry is Active or not. Inactive Organizations will not display in the dropdown menus.

Districts and Sites

The Districts section is separated into In Region Districts and Sites and Out of Region Districts and Sites. The In Region Districts and Sites contains of all of the Districts and Sites in the Organization that you are assigned to. The Out of Region Districts and Sites are the Districts and sites assigned to the other Organizations.

To View the Districts and Sites in the System:

• Click on Location Manager in the main menu bar

• Click on Districts in the sub-menu bar

• Click on the In Region Schools or on the Out of Region Schools button

• Click Find in the Search bar to list all of the entries

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To Create a New District or Site:

• Click on Location Manager in the main menu bar

• Click on Districts in the sub-menu bar

• Click Create

• The following screen will open:

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• Enter the District Name

• Enter the Identification Code (if applicable)

• Select the Site Type from the dropdown menu

• Select the Organization from the dropdown menu

• Enter the District\Site Address

• Enter the District\Site Phone number

• Enter the District\Site Fax number

• Enter the Contact Name and Email Address for the primary contact person

• Enter the District\Site Website address

• Select the Member Groups that this District\Site is a member of from the dropdown menu and click Add. Multiple selections may be made. The Member groups are tied to discounted rates in the Workshops module.

• Check the Service Center Site box if this new location is a Service Center.

• Click the Next button

• Preview the data entered in the Preview Screen. If the data is correct, click Finish to create the new District.

Note: When you create a new location, the system will filter the new location to the In Region or Out of Region grid.

To Edit an Existing District or Site:

• Click on Location Manager in the main menu bar

• Click on Districts in the sub-menu bar

• Click on the In Region Schools or on the Out of Region Schools button

• Click Find in the Search bar to list all of the entries

• Select the District in the Grid

• Click the Edit button

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the District Edit screen determines if the location entry is Active or not. Inactive Districts will not display in the dropdown menus.

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Schools

The Schools section lists the schools that are tied to the Districts and Sites in the Location Manager.

In the Reservation Manager screens, the Schools (not specific rooms) will be listed when you select a reservation location outside of your Organization. For example, if you choose Other Educational Cooperatives as the Organization Site and Texico Municipal Schools as the District, schools from this district that have been entered into the Location manager will be listed as the rooms available at this location.

To View the Schools in the System:

• Click on Location Manager in the main menu bar

• Click on Schools in the sub-menu bar

• Click on In Region Schools or on Out of Region Schools

• Click Find in the Search bar to list all of the entries

To Create a School:

• Click on Location Manager in the main menu bar

• Click on Schools in the sub-menu bar

• Click Create

• The create schools screen will open

• Enter the School Name

• Enter the Identification Code

• Select the School Type from the dropdown menu

• Select the Organization from the dropdown menu

• Select the District\Site from the dropdown menu

• Enter the Technical Assistance Group(s) that this school is a part of and click Add. Multiple selections may be made.

• Enter the Address

• Enter the School Phone number

• Enter the School Fax number

• Enter the Contact Name and Email Address for the primary contact person

• Enter the School’s Website address

• Click the Next button

• Preview the data entered in the Preview Screen. If the data is correct, click Finish to create the new location.

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To Edit an Existing School:

• Click on Location Manager

• Click on Schools

• Find the appropriate School and select it in the grid

• Click on Edit

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the School Edit screen determines if the location entry is Active or not. Inactive Schools will not display in the dropdown menus.

Accountability

The Accountability Module contains the Activity Log Menu. This is where your Activity Log entries will be created. Access to this Module may be assigned in the Control Panel.

Managing Activity Log Entries

Click on the Activity Log sub-menu to create, edit and review Activity Log entries.

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To Create a New Activity Log Entry:

• Click Accountability from the main menu

• Click on the Activity Log sub-menu

• Click on the Create Button

• Select the appropriate employee from the Employee dropdown menu

• Enter the Date of the activity in the Date field

• Select the appropriate budget from the Budget dropdown menu

• Select the appropriate activity from the Activity dropdown menu

• Select the amount of time spent on the activity from the Hours dropdown menu

• Additional comments about this activity may be entered in the Notes field

• Click the Next button to continue to the Preview screen

• Preview the data entered in the Preview Screen. If the entries are correct, click Finish to create the new Activity Log Entry. If any items require correction, use the Previous button to go back to the entry screen and correct the information. Once the correction has been made, click the Next button to return to the preview screen.

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To Edit an Existing Activity Log Entry:

• Select Accountability from the main menu

• Select Activity Log from the sub-menu

• Select the My Activities button from the control bar

• Use the Search bar to find the desired Activity Log entry

• Click on the Activity Log entry to select it

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• Click on the Edit button in the control bar

• The Edit screen will open.

• Make the correction in the appropriate field and then click the Next button

• Click the Finish button to save the changes

To Delete an Existing Activity Log Entry:

• Select Accountability from the main menu

• Select Activity Log from the sub-menu

• Select the My Activities button from the control bar

• Use the Search bar to find the desired Activity Log entry

• Click on the Activity Log entry to select it

• Click on the Edit button in the control bar

• The Edit screen will open.

• Uncheck the Active box at the bottom of the Edit Screen

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• Click the Next button to move to the Preview screen

• Review the Changes

• Click the Finish button to delete this Activity Log entry

Control Bar Views in the Activity Log Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users. These are the options that are available, but not everyone will have all of these buttons.

Create

Opens the screens used to create a new Activity Log entry.

Edit

Opens the screens used to edit an existing Activity Log entry. Once the desired entry is found, select the entry and then click the Edit button in the control bar. Once the correction has been made, proceed through the screens by clicking the Next button and then click the Finish button to save the changes.

Duplicate

Select an existing Activity Log entry to be duplicated. The data in the existing entry will be displayed and may then be altered (dates, etc.). Once the changes have been made, proceed through the remaining screens by clicking the Next button and then click the Finish button to save the changes. A new Activity Log entry will be created.

My Activities

Displays the grid containing all of the Activity Log entries entered by the person logged into the system.

Admin Grid

Displays the grid containing all of the Activity Log entries that have been entered into the system.

Reports

Select the Reports icon in the upper right hand corner to open the Report manager.

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Open the Accountability report Folder by clicking on the Plus sign next to the folder name.

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• Enter the parameters necessary to retrieve the desired report. For example: enter the Budget Code number to run a report displaying all of the Activity Log entries for that specific budget number.

• Click the Proceed button

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• Choose a delivery method or send the report to yourself via email

• Click the Get Report button

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• Click Open to view the report or click Save to save the report to your computer

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• Select Print from the File menu to print the report

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