The Provider Gateway Self-teach tutorial Introduction

1
The Provider GatewaySelf-teach tutorial
Introduction
July 2007 Version 5.0
The LSC in association with Ofsted and QIA
welcome you to the self-teach tutorial
Introduction to the Provider Gateway.
Click any key to proceed.
If you have any queries, please email
Provider.Gateway_at_lsc.gov.uk
2
Navigation
HOME Will always take you to Tutorial Contents
How to Use the Buttons You can navigate your way
through this tutorial by using the forward and
backward buttons below or by clicking the
mouse. Buttons which are coloured grey are
inactive on the current slide, like the SECTION
BACK button below.
SECTION BACK Will take you to the Section
Contents of the current section
BACK Will take you back one screen
FORWARD Will take you forward one screen
SECTION FORWARD Will take you to the Section
Contents of the next section
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Aims and Objectives
The aims of this tutorial are

• To introduce you to the Provider Gateway,
  including
• An overview of the facilities and features it
  provides.
• What information it holds.
• Who can use the Gateway and for what purpose.
• How to log on.
• How to change your password.
• How to navigate around the Gateway using the menu
  and links.
• To explain the role of the User-Approver and how
  to carry out user administration.
• To direct you to further training tutorials
  covering the Document Exchange and Learner
  Achievement Tracker facilities in greater detail.

4
Tutorial Contents
The tutorial is divided into seven sections. You
can click on a section title from the list
opposite to go directly to the start of the
section. Each section starts with a Section
Contents slide, from which you can link to
specific topics.
5
Section 5 Web Statistics Reports
5
Section 1Overview of the Provider Gateway

• This section explains
• The purpose and benefits of the Provider Gateway
  to partnership organisations, including
  increasing the size of text on the Web pages for
  the visually impaired user.
• Who can use the Gateway.
• The services provided by the Gateway.
• The benefits of the Gateway.
• How the security of information is ensured.
• Guidance on the LSCs policy towards access to
  information.
• The home screen and the main menu for navigating
  the Gateway.
• You can work through the section sequentially,
  or use the links in the panel to the left to go
  to specific topics.

Links to topics

• Partnership approach

• Who can use Provider Gateway?

• Provider Gateway services

• Benefits of Provider Gateway

• What documents are held on the Gateway

• Security of Information

• Freedom of Information

• Archiving

• Increasing Size of Text

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Partnership Approach
Provider Gateway is a web-based portal, hosted by
the LSC, working in partnership with schools,
colleges, work-based learning providers, local
authorities and the Inspectorates. It provides
partnership organisations with access to the
information they need to achieve the goal of
continuous improvement in the provision of
learning and skills.
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Who can use Provider Gateway?

• Provider Gateway can be used by
• Schools and colleges.
• Work-based learning and further education
  providers.
• Train to Gain-funded and IAG-funded providers.
• Local Authorities (to support school improvement
  and in their city capacity as
  work-based learning providers).
• Ofsted and QIA.
• Regional LSC staff.
• National LSC Help Desk staff.

8
Provider Gateway services
Provider Gateway currently provides two key
services to partnership organisations

• Document Exchange is a service to facilitate the
  processes of annual assessment and inspection.
  It provides a central location, accessible by all
  partnership organisations, for the exchange and
  storage of information.
• Learner Achievement Tracker (LAT) is a service
  that generates Value Added and Distance Travelled
  (VA/DT) reports for the learners at a provider,
  including
• Summary Charts.
• National Comparison Graphs.
• National Chances Charts.

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Benefits of Provider Gateway

• Reduced bureaucracy. Providers, the
  Inspectorates and the LSC will upload documents
  relating to the processes of inspection and
  continuous improvement to the Document Exchange
  area on the Gateway, where all partnership
  organisations can access them.
• Consistency. The same version of a document or
  report is available to all partnership
  organisations.
• Security. Only authenticated users of the
  service can access the services on the Gateway.
  Documents can only be viewed and downloaded and
  reports can only be generated by authorised
  users.
• Simplicity. The Gateway is easy to use and
  provides a uniform interface for all users.
• Flexibility. The Gateway can be expanded in the
  future to provide services to other organisations.

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What documents are heldon the Gateway?
The Gateway holds the following documents

• Self Assessment Reports (SARs). The SAR is
  prepared by the college and uploaded by the
  college to the Gateway.
• The Gateway can hold one Draft and one Final
  Status version of a SAR for any academic year.
• College Performance Reports (CPRs). The CPR is
  prepared annually by Ofsted.
• Provider Performance Reports (PPRs). The PPR is
  prepared annually by Ofsted.
• School 6th Form Performance And Data Analysis
  (PANDA) reports.

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What documents are held on the Gateway?
(continued)

• FE Stats Update Workbook. The FE Stats Update
  Workbook is prepared and uploaded by the college
  and analysed by Ofsted.
• Other Learner Types (OLT) Workbook. The OLT
  Workbook is prepared and uploaded by the college
  and analysed by Ofsted.
• Templates for the FE Stats Update and OLT
  Workbooks (uploaded by Ofsted), which the college
  can download from the Gateway, complete and
  upload back to the Gateway.
• Documents can consist of multiple files. All
  files compromising a SAR, CPR, PPR or other type
  of document are grouped together on the Gateway.
• Post-Annual Assessment Visit (AAV) report..
• New Measures of Success (NMOS) LAT data.

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What documents are held on the Gateway?
(continued)

• 3 Year Development Plan.
• Academic Calendar.
• Qualification Success Rate FE report.
• Provider Financial Management reports (x4)
• Provider Financial Assurance (PFA) - Financial
  Management Governance (FMG), Self-Assessment
  Report Questionnaire (SARQ)
• College Annual Financial Statement
• College Finance Record
• Regulatory Audit Self-Assessment Document.
• Health Safety reports.
• LSC users are also able to upload documents e.g.
  Briefing Reports about colleges.

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Security of information

• All information relating to a provider is held in
  strict confidence on the Gateway.
• No provider can view any other document or report
  relating to another provider.
• Authorised staff, including (home-based)
  inspectors in Ofsted and the ALI, can search on
  all providers on the Gateway and view and
  download the documents pertaining to any
  provider.
• In the LSC, authorised staff in the National
  Office and local LSCs can view and download the
  documents pertaining to any provider.
• The Council shall not be liable for the provision
  or use of data outside of the arrangements set
  out above.

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Freedom of Information
GUIDANCE ON THE LEARNING AND SKILLS COUNCILS
POLICY FOR ACCESS TO INFORMATION
You should be aware that the LSC is subject to
the requirements of the Freedom of Information
Act 2000 (FOIA), which gives the public a legal
right of access to information held by public
authorities. A person making a FOIA request is
entitled to two things, unless an exemption
applies. These are

• To be informed whether the LSC holds information
  of the description requested and
• if so, to have that information communicated to
  him or her.

All information the LSC holds is covered by FOIA
including information the LSC holds about third
parties. This means the LSC will be obliged by
law to disclose such information unless an
exemption applies. The legal obligation to
respond to request from the public under FOIA
rests with the LSC. The LSC must therefore
respond to requests as it sees fit at its sole
discretion. If the LSC receives a request that it
considers appropriate to meet, we will use
reasonable efforts to notify you and we will
consider any representations you make that
information is exempt provided that we receive
them within 5 days of our notification.
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Archiving

• Documents that have been uploaded for the
  previous three academic years are easily
  available on the Gateway to authorised staff in
  colleges, the Inspectorates and the LSC to read
  and download.
• The same security applied to current documents is
  applied to archived documents archived documents
  relating to colleges are confidential, and only
  authorised staff in colleges, Ofsted, QIA and the
  LSC can read or download them.

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Increasing Size of Text
The Provider Gateway Site allows users to
increase the size of the text on the screen. This
can improve the ease of reading for the visually
impaired user. Instructions for doing this can be
found on the following pages.
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Increasing Size of Text (continued)

• How to increase the text size on a web page
• Assuming Internet Explorer is the web browser
• From the menu bar
• Select Tools gt Internet Options.
• Click on Accessibility
• Check box Ignore font sizes specified on web
  pages.
• Click on the OK button.
• Click on the OK button on the Internet Options
  window to save your changes.

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Increasing Size of Text (continued)

• How to increase the text size on a web page
  (continued)
• Assuming Internet Explorer is your Web Browser
• From the menu on the Gateway Page
• Click on View.
• Click on Text Size.
• Click on the size of text required from the menu
  options.
• The size of text on the screen will change to the
  selected size.

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End of Section 1 Overview of the Provider Gateway
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Section 2How to logon and logout

• How to Logon and Logout
• This module explains how to logon and logout of
  the Gateway.
• You can work through the module sequentially, or
  use the links in the panel to the left to go to
  specific topics.

Links to topics

• Logging On

• Logging Out

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Logging on

• Logging on
• The Provider Gateway is an Internet based system
  and therefore Internet access is required to
  access the application.
• Assuming you have launched your web browser e.g.
  Internet Explorer
• Enter the Address of the Gateway as supplied to
  you by the LSC.
• Press Return on your keyboard.
• The Provider Gateway Welcome Screen is displayed
  as shown.

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Logging on (continued)

• Logging on (cont.)
• To log on to the Gateway
• Click the Login option on the menu on the left
  of the screen.

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Logging on (continued)

• Logging on (cont.)
• When the Log In screen is displayed.
• Enter your User Name and Password (as supplied)
  .
• Click on the Login button.

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Logging on (continued)

• Logging on (cont.)
• Forgotten your password?
• Click on the Forgotten Password? link.
• A message is displayed on the screen
• The password has been reset and an email will be
  sent to the address registered against the
  entered username
• Check your e-mail for the message and logon with
  your new password. Unless this is done the
  password will not be reset.
• NB The email notification for password reset is
  only valid for 24 hrs after which it will expire.

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Logging out

• Logging Out
• After login, the Provider Gateway home page is
  displayed, offering a number of options on the
  menu. Depending on the users access rights,
  differing menu options will be displayed.
• The Notice Board, also displayed, will be
  discussed in detail within topic 4.
• To select an option from the menu
• Click on that service.
• In the example here, to return to the Provider
  Gateway Welcome screen
• Click on Logout.

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End of Section 2 How to log in and log out
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Section 3How to change your password
Overview This section explains how to change your
password. You can work through the section
sequentially, or use the links in the panel to
the left to go to specific topics.
Links to topics

• Password rules

• How to change your password

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Password rules

• When you are first set up as a Gateway user a
  password will be assigned to you.
• When you log on to the Gateway for the first time
  you will be required to change your password.
• Thereafter you can change your password at any
  time.
• A password must meet the following requirements
• It must be between 8 and 11 characters in length.
• It must contain at least one number.
• It must contain a mixture of upper case and lower
  case characters.

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How to change your password

• How to change your password
• From the Provider Gateway Home Page
• Click on the User Admin / Change Password option
  on the main menu.
• NB. Please refer to Slide 24 for details on how
  to use the Forgotten Password function.

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How to change your password (continued)

• How to change your password (continued)
• The Change Password screen is displayed.
• Your username is displayed in the User Name
  field. (For security reasons, actual names have
  been distorted to avoid recognition)
• Type your old password in the Old Password field
  (the characters will appear as Bullets).
• Type your new password in the New Password field.
• Retype your new password in the New Password
  field.
• Click Save Changes.

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How to change your password (continued)

• How to change your password (continued)
• Processing your new password may take a few
  seconds.
• When processing is complete, a message confirming
  that your password has been changed successfully
  will appear briefly.
• Either
• Click on the OK button.
• or
• After a few seconds, the system will
  automatically return to the Change Password
  screen.

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End of Section 3 How to change your password
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Section 4How to use the Notice Board

• Overview
• This section explains
• How to select and view messages posted on the
  Provider Gateway.
• How to create and manage messages (only
  applicable if you are an LSC, Ofsted or ALI
  user).
• You can work through the section sequentially, or
  use the links on the left to go straight to a
  specific topic.

Links to topics

• The Notice Board

• How to view messages

• How to create messages

• How to delete messages

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The Notice Board
The Provider Gateway provides a Notice Board
where messages for the attention of users can be
posted.

• Messages can be posted by LSC and Inspectorate
  users.
• They can be posted for a wide variety of reasons.
• They can be targeted at specific users (for
  example, a notice could be seen only by providers
  in a particular region).
• Notices are time-limited. Typically they will
  remain on the Notice Board for 28 days, but other
  time intervals can be selected.

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How to View Messages

• Viewing messages
• The Notice Board is displayed on the Gateways
  Home Page.
• The top 10 most recent messages are displayed
  here.
• To display the full contents of a message
• Click on the message title.

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How to View Messages (continued)

• Viewing messages (continued)
• The full content of the message is displayed.
• Click the Back button to return to the Home
  screen.

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How to View Messages (continued)

• Viewing Messages (continued)
• To view the total contents of the Notice Board,
  either
• Click on the Notice Board option on the menu on
  the Home screen.
• or
• Click on the View Full Notice Board link at the
  bottom of the screen.

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How to View Messages (continued)

• Viewing Messages (continued)
• The full contents of the Notice Board will be
  displayed.
• You may need to the use the vertical scroll bar
  to view messages further down the screen.
• Click on any message title to display and view
  it.
• Click the Back button to return to the Home
  screen.

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How to Create Messages

• Creating Messages
• LSC, Ofsted and QIA users can place messages on
  the Notice Board, and delete them.
• Messages can be targeted at specific groups of
  users. For example, a message can be posted for
  School Sixth Form providers only, and only they
  would see it.
• Messages are given a date range during which they
  will be visible.
• Click on Manage Notices on the menu..

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How to Create Messages (continued)

• Creating Messages (Continued)
• The Manage Messages screen is displayed, listing
  all current messages.
• To create a new message.
• Click on the Create button.

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How to Create Messages (continued)

• Creating Messages (continued)
• The Create Messages screen is displayed.
• Enter a title and a description for the message
  in the Title and Description fields.
• Enter the text of your message in the Message
  field.
• Format the text of your message by using the
  drop-down lists along side the Font, Size,
  Formatting, Style and Insert options together
  with the standard formatting icons on the toolbar.

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How to Create Messages (continued)

• Creating Messages (continued)
• Scroll down to the bottom of the screen.
• Select an Effective Date (date when the message
  will first appear) and an Expiry Date (date when
  it will no longer appear).
• Click on one or more Targeted Roles to highlight
  them.
• Click on the -gt icon to select the Role or
  Roles.
• To select all Roles Click on the -gtgt icon.
• To de-select a Role or Roles highlight the
  Role(s) and click on the lt- icon.

43
How to Create Messages (continued)

• Creating messages (continued)
• Provider Types can only be selected if the
  Targeted Role/s is or are a Provider.
• Selected targeted roles and selected Providers
  will be able to see the message.
• To save the message
• Click the Save button. The message will appear
  on the Notice Board starting on the effective
  date.
• To create another message
• Click the Reset button to clear the previous
  message.

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How to Delete Messages

• Deleting Messages
• LSC, Ofsted and QIA users can delete messages
  that they have posted on the Notice Board.
• From the Manage Notices screen tick the box to
  the left of each message that is to be deleted.
• Click on the Delete button to delete the
  selected messages.

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End of Section 4 How to use the Notice
Board
46
Section 5Web Statistics Reports
Overview This section explains about the Web
Statistics Reports link on the menu. You can work
through the section sequentially, or use the
links in the panel to the left to go to specific
topics. Note This section is only applicable to
LSC, Ofsted and QIA users.
Links to topics

• About Web Statistics Reports

• The Page Visits Report

• The Document Uploads and Downloads Report

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About Web Statistics Reports

• The Web Statistics Reports link on the menu
  provides reports on daily usage of the Document
  Exchange service on the Provider Gateway.
• There are two reports

• Page Visits. This shows the number of times each
  day that each page in the Provider Gateway is
  visited.
• Document Uploads and Downloads. This shows the
  number of times each day that each type of
  document is uploaded or downloaded.

• When a report has been run you can opt to export
  the report to an Excel spreadsheet.

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The Page Visits report

• The Page Visits Report
• Click on Web Statistics Reports on the main
  menu.
• The Web Statistics page is displayed.
• On the menu, the Web Statistics Reports option is
  expanded to provide links to
• Page Visits
• Document Uploads and Downloads
• To open the Page Visits report
• Click on the Page Visits link.

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The Page Visits report (continued)

• The Page Visits Report (continued)
• The Page Visits screen is opened.
• Use the Month drop-down list to select the
  required month for the report.
• Click on the Get Report button.

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The Page Visits report (continued)

• The Page Visits Report (continued)
• The Page Visits report for the selected month is
  opened.
• Each entry shows
• The date, visited page, location of page and the
  number of times that page has been visited.
• To export the report as an Excel spreadsheet
• Click the Export To Excel button at the bottom
  of the report.

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The Page Visits report (continued)

• The Page Visits Report (continued)
• You can open the report directly or save it to
  disk.
• For security reasons, it is considered safer to
  save the file to your hard disk before opening
  it. This ensures that the file is passed through
  a virus checker
• Click on the Save button, and select the
  location where you wishto save the file.
• Enter an appropriate filename, and click on
  Save.

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The Page Visits report (continued)

• The Page Visits Report (continued)
• Once the file has been saved successfully, you
  can open it
• To open the report in Excel format
• Click on the Open button.

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The Page Visits report (continued)

• The Page Visits Report (continued)
• The report is opened as an Excel spreadsheet.

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The Document Uploads/Downloads report

• Documents Uploads and Downloads Report
• Click on Web Statistics Reports on the main
  menu.
• The Web Statistics page is displayed.
• On the menu, the Web Statistics option is
  expanded to provide links to Page Visits and
  Document Uploads and Downloads.
• To open the Document Uploads and Downloads
  report
• Click on the Documents Uploads and Downloads
  link.

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The Document Uploads/Downloads report (continued)

• The Document Uploads and Downloads Reports
  (continued)
• The Documents Uploads/Downloads screen is
  opened.
• Use the Month drop-down list to select the
  required month.
• Click on the Get Report button.

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The Document Uploads/Downloads report (continued)

• The Document Uploads/ Downloads Report
  (continued)
• The report for the selected month is displayed.
• Each entry shows
• the date
• the Document Type (e.g. SAR, 3 Year Development
  Plan)
• the activity type (Upload or Download)
• the number of times the document was uploaded or
  downloaded.

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The Document Uploads/Downloads report (continued)

• The Document Uploads/ Downloads Report
  (continued)
• To export the report as an Excel Spreadsheet
• Click the Export to Excel button at the bottom
  of the report.

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The Document Uploads/Downloads report (continued)

• The Document Uploads/ Downloads Report
  (continued)
• You can open the report directly or save it to
  disk.
• For security reasons, it is considered safer to
  save the file to your hard disk before opening
  it. This ensures that the file is passed through
  a virus checker.
• Click on the Save button, and select the
  location where you wish to save the file.
• Enter a meaningful filename, and click on Save.

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The Document Uploads/Downloads report (continued)

• The Document Uploads/Downloads Report (continued)
• Once the file has been saved successfully, you
  can open it.
• To open the report in Excel format
• Click on the Open button.

60
The Document Uploads/Downloads report (continued)

• The Document Uploads/ Downloads Report
  (continued)
• The report is opened as an Excel spreadsheet.

61
End of Section 5 Web Statistics Reports
62
Section 6Useful Links
Overview This section explains how to select the
links to other useful websites provided by the
Provider Gateway. You can work through the
section sequentially, or use the links in the
panel to the left to go to specific topics.
Links to topics

• Useful Links

• How to select Useful Links

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Useful Links

• The Provider Gateway provides links to useful
  online sources of information, such as the Ofsted
  and LSC websites.
• The links are regularly reviewed and updated.

64
How to select Useful Links

• How to select Useful Links
• From either the Gateway Home screen or any other
  screen displaying the main menu
• Click on Useful Links from the menu.

65
How to select Useful Links (continued)

• How to select Useful Links (continued)
• The Useful Links page is displayed showing a list
  of useful links for selection.
• To open a link
• Click on the required link.

66
End of Section 6 Useful Links
67
Section 7User Administration

• This section explains the role of the
  User-Approver, who is responsible for creating
  and maintaining users on the Provider Gateway.
• You can work through the section sequentially, or
  use the links in the panel to the left to go to
  specific topics.

Links to topics

• The User-Approver

• The User Maintenance Application screen

• How a Provider creates a brand new user

• How a Provider creates a new user with an
  existing LSC Login

• How the LSC Helpdesk creates a brand new user

• How to update an existing user

• How to send a Bulk Email

• How to change your password

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The User-Approver

• A User-Approver is able to perform User
  Administration functions on the Provider Gateway.
  User administration involves
• Creating a brand new user.
• Creating a new user with an existing LSC Login
• Modifying a users details.
• Resetting a users password.
• Deleting a user.

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The User-Approver (continued)
The User-Approver role is carried out by users
for their own organisation. There are different
levels of User Approver within an organisation.

• At the National LSC, LSC Help Desk users will be
  User-Approvers with the ability to maintain users
  with any role and at any level on the Gateway,
  including creating User-Approvers for Ofsted, QIA
  and regional LSCs.
• User-Approvers for Ofsted, QIA and regional LSCs
  have the ability to maintain the users in their
  own organisations. User-Approvers at regional
  LSCs will be able to create the User-Approvers
  for the providers in their region.
• User-Approvers at provider level have the ability
  to maintain the users in their organisation.
• User-Approvers by definition only set up new
  users. However, they themselves can also be
  assigned read-only and read-write roles.

70
The User-Approver (continued)

• The User-Approver (continued)
• To enter the system as a User-Approver, from
  either the Gateway Home Screen or any other
  screen that displays the main menu
• Click on the User Admin/Change Password option.
• The User Maintenance screen is displayed.

71
The User Maintenance Application screen

• User Maintenance screen
• The User Maintenance screen offers the options to
  either
• Create a new user who is completely new to the
  system.
• Create a new account on the User Gateway for
  someone who is already an LSC user (or a Data
  Collections user).
• Update an existing user.
• Change your own password.

72
How a Provider creates a brand new user

• How to create a brand new user
• This section explains how to create a brand new
  user with no existing LSC login.
• Select the Create a brand new user radio button.
• Click the Next button.

73
How a Provider creates a brand new user
(continued)

• How a Provider creates a brand new user
  (continued)
• The Enter Username screen will be displayed.
• Enter the users name in the box provided.
• Click the Next button.

74
How a Provider creates a brand new user
(continued)

• How a Provider creates a brand new user (contd)
• The User Account Details screen is displayed for
  completion.
• Fields indicated with an asterisk are mandatory
• Select the Application from the drop-down list.
• Click on the role/s for selection.
• Click on the Add Role button.
• Click the Save button.
• NB A user MUST be assigned at least one role.

75
How a Provider creates a brand new user
(continued)

• How a Provider creates a brand new user (contd)
• On successful submission of the new User Account
  Details a confirmation message is displayed
  together with the system generated password
• User details have been saved. The new password
  is
• Notification that an e-mail has also been sent to
  the new user with details of their account is
  also displayed.
• Click on the Save button.

76
How a Provider creates a new user with an
existing LSC Login

• How a Provider creates a new user with an
  existing LSC Login
• This section explains how to create a new
  Provider Gateway user who already has an LSC
  login. The procedure is very similar to that of
  creating a brand new user.
• Select the Create a new User Gateway user
  radio button to set up an existing LSC system
  user account with access to the Provider Gateway.
• Click the Next button.

77
How a Provider creates a new user with an
existing LSC Login (continued)

• How a Provider creates a new user with an
  existing LSC Login (continued)
• The Existing User Search screen is displayed.
• To find an existing user
• Enter the users login ID, or the first part of
  it if you dont know the whole ID.
• Click on the Search button.
• Use the drop down list to select the appropriate
  user.

78
How a Provider creates a new user with an
existing LSC Login (continued)

• How a Provider creates a new user with an
  existing LSC Login (continued)
• With the new username selected
• Click on the Next button.
• The User Account Details screen is displayed.

79
How a Provider creates a new user with an
existing LSC Login (continued)

• How a Provider creates a new user with an
  existing LSC Login (Contd)
• The User Account Details screen is displayed.
• Complete or amend fields as necessary.
• Select an application from the drop-down list
  provided.
• Click on the Role/s for selection.
• Click on the Add Role button.
• Click on the Save button.

80
How a Provider creates a new user with an
existing LSC Login (continued)

• How a Provider creates a new user with an
  existing LSC Login (continued)
• If details have been changed successfully, a
  confirmation message is displayed
• User details have been saved

81
How the LSC Helpdesk creates a brand new user

• How the LSC Helpdesk creates a brand new user
• This section explains how an LSC Helpdesk
  User-Approver creates a brand new Provider
  Gateway user who has NO LSC login.
• Select the Create a brand new User link by
  clicking on the radio button.
• Click the Next button.

82
How the LSC Helpdesk creates a brand new user
(continued)

• How the LSC Helpdesk creates a brand new user
  (continued)
• The Enter Username screen is displayed
• Enter the new users username in the field.
• Click the Next button.

83
How the LSC Helpdesk creates a brand new user
(continued)

• How the LSC Helpdesk creates a brand new user
  (continued)
• Select the Organisation Type using the drop-down
  list.
• If QIA, Ofsted, LSC National or Support is
  selected, the User Account Details Screen is
  displayed when the Next button is clicked.
• If the Organisation type is LA, LSC Regional or
  Provider, extra information is required before
  the user details screen is displayed.
• Click the Next button.

84
How the LSC Helpdesk creates a brand new user
(continued)

• How the LSC Helpdesk creates a brand new user
  (continued)
• In this example, an LSC Regional User was
  selected, so you must now specify the users
  region.
• From the drop-down list provided
• Click on the LSC region to which the user
  belongs.
• Click on the Next Button.

85
How the LSC Helpdesk creates a brand new user
(continued)

• How the LSC Helpdesk creates a brand new user
  (continued)
• The User Account Details screen.
• The users full name is carried through from the
  previous screen.
• Complete all the relevant details as
  appropriate, ensuring all mandatory fields (those
  indicated with an asterisk ) are completed.
• Click on the Save button to submit..
• NB A user MUST be assigned a role in PG.

86
How the LSC Helpdesk creates a brand new user
(continued)

• How the LSC Helpdesk creates a brand new user
  (continued)
• On successful submission of the new User Account
  Details a confirmation message is displayed
  together with the system generated password
• User details have been saved. The new password
  is
• An indication that an e-mail has also been sent
  to the new user with details of their account is
  also displayed.
• Click the Save button.

87
How to update an existing user

• Updating an existing user
• From the User Maintenance screen
• Select the Update existing User Gateway user
  link by clicking on the radio button.
• Click the Next button.

88
How to update an existing user (continued)

• Updating an existing user (continued
• From the Existing User search screen, find an
  existing user
• Enter the users login ID, or the first part of
  it if you dont know the whole ID.
• Click on the Search button.
• Use the drop down list to select the users
  name.
• Click on the Next button.

89
How to update an existing user (continued)

• Updating an existing user (continued)
• Edit the details as required.
• From this screen a users account can be disabled
  or deleted by clicking either Disable or Delete.
• A users password can also be set from this
  screen by clicking Reset Password.
• The new password is displayed at the bottom of
  the screen and needs to be relayed to the user.
• Click Save to save changes (not required when
  deleting a user).

90
How to send a Bulk Email

• An LSC Helpdesk user can send an announcement as
  a bulk email to all Provider Gateway users or to
  a subset of users. The bulk email facility is
  very flexible, and allows you to select users
  according to
• the application they use
• their organisation
• type of provider.

91
How to send a Bulk Email (continued)

• How to send a Bulk Email
• To send a bulk email
• Click the Bulk E-Mail option on the menu..

92
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• A list of bulk emails that have been sent is
  displayed.
• Click on the View link to view an email.
• To send a new email
• Click the New E-Mail button.

93
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• The Bulk E-mail entry screen is displayed.
• Enter the email subject (mandatory).
• Enter the text (mandatory).
• Use the Check Spelling button to spellcheck the
  text.
• Scroll down to the lower half of the screen.
• Continued on next slide

94
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• In the left-hand column, tick each organisation
  type to receive the email. You can select one or
  many organisation types.
• You can use the Select All button to select all
  the organisation types in the column.
• You can use the Select None button to deselect
  them all.

95
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• If you select the Provider organisation type in
  the left-hand column, the Provider Type column
  can be selected.
• Tick each provider type to receive the email.
  You can select one or many provider types.
• Note that if the Provider organisation type is
  not selected, the Provider Type column remains
  greyed out.

96
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• In the right-hand column, tick each application
  to receive the email. You can select one or many
  applications.
• At the bottom of the screen you can select to
  send the email only to User Approver users in the
  selected organisations.

97
How to send a Bulk Email (continued)

• How to send a Bulk Email (cont.)
• Click the Send E-Mail button to send the email.
• In this example, the email will be sent to
• User Approvers in Ofsted and QIA and in all
  types of Provider organisations,
• who use the Document Exchange and Provider
  Gateway applications.

98
How to change your Password

• Changing your Password
• You can change your own password at any time.
• Note that this feature changes your own password
  ONLY, not that of another user.
• To change your own password
• Click on Change Password on the User Maintenance
  screen menu..

99
How to change your password (continued)

• How to change your password (cont.)
• Your username is automatically displayed in the
  User Name field.
• Type your current password in the Old Password
  field (the characters appear as bullets).
• Type your new password in the New Password field
  (again the password will appear as bullets), and
  re-type the new password in the Confirm New
  Password field.
• Click the Save Changes button.

100
End of Section 7 User Administration
101
End of Tutorial
You are now ready to log on to the Provider
Gateway. Refer to the Document Exchange and LAT
tutorials for detailed information about these
services.
Doc Ref LSC-P-NAT-070129