Agency Coordinator User Guide - Georgia

Agency Coordinator User Guide

November 20, 2013

Version 0.06

This Team Georgia Directory User Guide provides step-by-step instructions for Agency Coordinators. Coordinators may refer to these instructions when updating agency and

employee information that is displayed in all forms of the directory, including the online web version, printed copies, and the new mobile app.

Table of Contents

Introduction ................................................................................................................................................................1 What is An Agency Coordinator? ...............................................................................................................................2

Validating Agency Information...............................................................................................................................2 Agency Coordinator Login ..........................................................................................................................................2 Manage Agency Units.................................................................................................................................................3

Adding an Agency Division or Unit .........................................................................................................................3 Editing an Agency Division or Unit .........................................................................................................................4 Move an Agency Division or Unit ...........................................................................................................................5 Remove an Agency Division or Unit .......................................................................................................................5 Manage Employees ....................................................................................................................................................6 Adding an Employee...............................................................................................................................................6 Edit an Employee ....................................................................................................................................................6 Remove an Employee .............................................................................................................................................6 Add Employee Unit.................................................................................................................................................7 Edit Employee Unit .................................................................................................................................................8 View Changes .............................................................................................................................................................9 Exit Tool ......................................................................................................................................................................9

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Introduction

The State Agency Directory is a publication created and distributed by the Department of Administrative Services (DOAS). Historically, a printed version was published annually in January, while a downloadable PDF was maintained and updated throughout the year on Team.. Because the printed version quickly becomes obsolete due to normal changes in personnel assignments, DOAS has created a new interactive online Team Georgia Directory. The new directory will exist as a web application available through Team.. Through the web app, an updated directory will be available for browsing or printing by all users. The new directory will also be available as a free mobile app (accessible from most smartphone and tablet devices). Coordinators assigned for each agency will access the web app to edit agency and employee information and have the ability to control the display order of information in the online, printed hardcopy and mobile versions of the directory. Noteworthy of the web app is its self-administration feature, which is designed to give agencies direct access to their contact information to make updates as needed. These updates are real-time, which will keep the directory as current as possible. We ask that you limit your data entries to facility locations and addresses, phone numbers, email addresses and key staff contacts within your organization. Coordinators are encouraged to not only make updates when changes occur within your departments, but to also log on to the tool periodically to check the accuracy of your information.

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What is An Agency Coordinator?

Each State Agency published in the Team Georgia Directory has a person designated for maintaining accurate agency and employee contact information. In the new online directory, this role is called an Agency Coordinator. Agency Coordinators have login access to the directory with permission to edit agency and employee information, including the ability to add or remove agency divisions, units and employees

Validating Agency Information

The current objective for each Agency Coordinator is to validate the initial data loaded into the directory. The three main areas of focus include division/unit information, leadership/employee information and display order.

Focus Areas ? Division/Unit Information ? Assure that the Agency Divisions (Units) and Units (Sub-units)

are listed correctly. In the Team Georgia Directory, divisions and units within divisions do not default to alphabetical order. A custom sort order feature must be verified so that the agency's divisions and units are displayed in the desired order. ? Leadership/Employee Information ? For the initial roll-out of the new Team Georgia Directory, listed employees will continue to include mainly agency leadership. The employee listings must be verified and updated as appropriate. As with unit information, the sort order for employee listings needs to be verified to ensure that they appear in the desired order.

Agency Coordinator Login

1. From any page in the application, click the Agency Coordinator Login link in the upper right area of the screen.

2. On the login screen, enter the username and password supplied in the email from the DOAS Communications Team.

3. Click the Login button to access your agency's information.

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Manage Agency Units

Adding an Agency Division or Unit

1. On the Home tab, select from the Unit tree the Unit under which you would like to add a sub-unit. To add a top-level division within an agency, select the Agency node.

2. Now click the Add Unit button located above the Unit tree. This will display the Create Agency entry form.

3. Enter the Division/Unit Name, Sort Order, and contact information for the Division/Unit, including Address, Email, URL, and Phone and Fax Numbers. The information entered here will be published in print as well as the web and mobile app versions of the directory. NOTE: Two address fields are provided for a division or unit. Each address field should contain the entire address in the following format: [Street, Room/Suite Number, City, State Postal Code]. Also, phone or fax numbers should be entered in a format appropriate for display or printing (e.g., (xxx) xxx-xxxx).

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4. Click OK to add the new Division/Unit. NOTE: Sort Order is applied to the display of the division/unit in the web, mobile and printed versions of the directory.

Editing an Agency Division or Unit

1. On the Home tab, select from the Unit tree the Unit that you would like to edit. 2. Click the Edit Unit button to display the Edit Agency entry form.

3. On the Edit Agency entry form, change or update the Unit Name, Sort Order or other division/unit information then click the OK button.

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Move an Agency Division or Unit

1. On the Home tab, select from the Unit tree the division/unit that you would like to move. 2. Click the Move Unit button. This will display the Select Unit to Assign entry form. 3. Select organizational unit under which selected unit will be placed as shown below then click the Save

button.

The unit tree will refresh to display the new position for the unit.

Remove an Agency Division or Unit

1. On the Home tab, select from the Unit tree the division/unit that you would like to remove. 2. Click the Remove Unit pictured on page 2. 3. A confirmation message is displayed in a dialog box. Click the OK button to confirm the action to remove the

division/unit.

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Manage Employees

Adding an Employee

1. On the Home tab, select from the Unit tree the division/unit under which the employee should be displayed within the directory. If there are existing employees for the selected unit, they will be displayed in a grid to the right along with the Add Employee button.

2. Click the Add Employee button to display the Create Employee entry form. 3. In the Add Employee entry form, enter the Employee's First Name, Last Name, Job Title/Role, Email, Phone

Number, Secondary Phone Number and Fax Number. NOTE: Phone and fax numbers should be entered in a format appropriate for display or printing (e.g., (xxx) xxx-xxxx).

4. If the employee is the Agency's Commissioner or Chief Executive, check the "Is Head of State Agency" box. This will reveal an option to upload a picture (optional) by simply clicking the Browse button to search through your files and selecting the image you want to post, Save Image, and Submit.

5. Set the Sort Order for the employee. NOTE: Sort Order is applied to the display of employees in the web, mobile and printed versions of the directory.

6. Click the OK button

Edit an Employee

1. On the Home tab, select from the Unit tree the division/unit under which the employee is listed. Existing employees for the selected unit will be displayed in a grid to the right.

2. Locate the employee in the list and select the row for that employee as shown below. Click the Edit Employee button.

3. In the Edit Employee entry form, you may edit any of the existing employee information. 4. When you have finished editing the employee information, click the OK button to save your changes.

Remove an Employee

1. On the Home tab, select from the Unit tree the division/unit under which the employee is listed. Existing employees for the selected unit will be displayed in a grid to the right.

2. Locate the employee in the list and select the row for that employee as shown below. Click the Edit Employee button.

3. Click the Remove Employee button. 4. A confirmation message is displayed in a dialog box. Click the OK button to confirm the action to remove the

employee.

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