eSP Tool: Roles and Workflow

1
eSP Tool Roles and Workflow

• December 8, 2006

2
eSP Admin functions
3
Adding New Users

• First step in setting up eSP tool is determining
  who will need access to the tool
• When creating users, youll need the following
  information
• First and Last name
• Title
• Email address
• a sign-in (username).
• A password is automatically assigned when you
  save the new user.

4
Adding New Users cont
Click the Admin tab, then the eSP roles sub tab
to add new users
Click the new user button to bring up the add new
user screen
Enter user information. FYI if the sign-in name
you choose is already taken, you will see a red
error message prompting you to change the sign-in
name. Click save when done.
Must be unique.
5
Adding new users cont

• As soon as you add a new users, that user is
  automatically sent 2 emails
• One email contains their username, the other
  email has their password
• If the user loses those emails, but has not yet
  changed their password, you can run the user
  account report to retrieve the user name and
  password
• Remember passwords are automatically generated
• Users are immediately prompted to change their
  auto-generated password the first time they log
  in.

Click the Reports tab, then choose User Account
Report from the dropdown
Auto generated password is case sensitive.
6
Adding new users cont

• If a user forgets their password after they
  change it, the eSP Admin can reset their
  password.
• Clicking the reset password button will generate
  an email to the user with their new password
• To access the reset password, click the Admin
  tab, then the eSP Roles sub tab.

7
Configuring User Roles

• There are several different roles that you can
  assign to users
• eSP Viewer Allows user to view only the
  information under the Overview, Data, Action
  Plan, Monitor and Evaluate Tabs
• eSP Author Allows user to edit information
  under the Overview, Data, Action Plan, Monitor
  and Evaluate Tabs.
• eSP Admin Allows user to edit information under
  the Overview, Data, Action Plan, Monitor and
  Evaluate Tabs. Also has rights to create new
  users, reset passwords, assign roles and open or
  close plans. Can view all plans under the plans
  tab.
• eSP Password Reporter Must have this role to
  run the User Account Report to see usernames and
  passwords
• Plan Admin Submits the individual plan report
  to PDE or rejects sections to send back to plan
  author
• Plan Author Allows users to edit individual
  plan reports under Plans tab.

8
Configuring user roles cont

• To configure the eSP roles, click on the Admin
  tab, then the eSP Roles sub tab
• Place a checkmark in the box for the rights you
  want a user to have
• Please note, if you want a user to be an eSP
  Author and an eSP Viewer, you need only to put a
  checkmark under eSP Author. The same is true for
  eSP Admin.
• Remember configuring a user as an eSP Author
  does NOT give them rights to edit individual plan
  reports (ch 4, ed tech, etc)

9
Configuring User Roles cont

• To configure Plan Admins and Plan Authors, click
  on the Admin tab, then click the Configure Plans
  sub tab
• Choose the appropriate plan from the dropdown
  list
• You will need to assign authors and admins for
  each plan
• You may have multiple authors per plan, but only
  one admin per plan

Click the Configure Authors button to assign
authors to the plan
Click the Change button to assign the Plan Admin
10
Configuring User Roles cont

• After clicking the Change or Configure Author
  buttons, you will see the following windows pop
  up
• Dont forget to click save after assigning the
  users
• FYI a user can be a Plan Admin and a Plan Author

Select Plan Admin screen
Select Plan Author(s) screen
11
Assigning Plan Sections

• Within each plan, the different sections of the
  plans can be assigned to different authors
• Users can assign a section to themselves by
  logging in and click the Assign to Self button
  under the section
• Plan sections can be manually assigned or
  reassigned
• Click on Admin tab, then Configure Plans, choose
  the plan from the dropdown, and click on Section
  Assignment

Click the dropdown to choose the author, then
click the Save button.
12
Opening Plans

• Before authors can begin editing the individual
  plans, the plans must be activated. If they are
  not, users will see an error message This plan
  is closed for input.
• To activate the plans, click the Admin tab, then
  Configure Plans sub tab, then choose the plan
  from the dropdown and click on the Collection
  Periods tab
• You MUST Activate each plan individually
• You may then deactivate the plans at any time, by
  removing the checkmark

Put a checkmark in the box beside Active, then
click Save.
13
Global Planning Workflow
14
District Overview
15
OverviewgtGetting StartedgtEdit Strategic Planning
Committee

• Committee member information pre-populates all
  associated plan reports (e.g., Chapter 4, prof
  ed)
• Also editable under AdmingtConfigure Planning Teams

16
Sharing Activities with Plan Reports

• Enter global goals, strategies and activities
  under Action PlangtDevelop tab
• Information entered here populates into ch 4,
  prof ed and ed tech plan reports (also district
  improvement, if required)

17
Activities Planning vs Planned

• If activity is in planning state, it is NOT
  shared with plan reports
• To share an activity, you must click the complete
  button rather than save

18
DatagtCollectgtServices

• Supports strategic planning and meets legislative
  requirements in Ch.12
• Pre-populates Utilization of Resources and
  Coordination of Services in Ch.4

19
Milestones of Progress
20
Plan Report Submission
21
Submitting Plan to PDE

• To submit, all sections of plan must be marked
  complete
• All status indicators are green circles
• Must be plan administrator
• An additional dropdown box will show on main page
• Must enter a comment before click do action

22
FYI

• This webinar has been recorded and will be posted
  at http//vclass.cciu.org
• Frequently Asked Questions (FAQs) will be posted
  at www.estratplan.org
• Contact Information
• CAIU estratplan_at_caiu.org

23
Questions?