INTRODUCTION AND QUICK START GUIDE

Transcription

1 SARS Anywhere Administration Manual Section 1: Introduction and Quick Start Guide - 1 SECTION 1 INTRODUCTION AND QUICK START GUIDE 1.0 Overview This Administration Manual will assist system administrators and managers in setting up SARS Anywhere so that it is ready for use by schedulers and advisors. After SARS Anywhere has been installed, you will need to set up the necessary behind-the-scenes information to make it operational, as well as decide the extent to which users will be allowed to view and/or work with various aspects contained in the application. This Manual, as well as the SARS Anywhere Preparation Guide, will aid managers in making these important decisions. SARS Anywhere uses a single database to hold all scheduling information and all student-related information. The single database may be used by multiple Locations. By default, each Location is autonomous. However, each work unit/location may opt to share or not share various aspects of the information in the database. 1.1 What is a Location? Location refers to a logical division of people by function and organizational structure, otherwise known as a work unit. Each work unit is the equivalent of one scheduling screen. The scheduling screen contains columns with color-coded slots for appointments and activities of all the individuals in the applicable work unit. Listed below are examples of separate Locations. Advising - Main Campus Advising - Satellite Campus Assessment Career Services Disability Services TRIO Tutoring - Main Campus Tutoring - Satellite Campus 1.2 Why Do You Want to Establish Separate Locations? There are several considerations for determining whether to establish separate Locations. Ability to Separate Data for Reporting Purposes For reporting purposes, it is advantageous to maintain separate data on a work unit by work unit basis rather than co-mingling data. For example, TRIO needs to report to the federal government and, therefore, it is best to establish its own Location. Ability to Control Access For security reasons, a work unit (for example, Disability Services) may have a need to isolate its appointment history as well as it notes and alerts from outside departments. Therefore, DS should establish a separate Location.

2 SARS Anywhere Administration Manual Section 1: Introduction and Quick Start Guide - 2 Dividing usage of the SARS database by Location also allows each Location to individualize its own access rights to users. For example, if Location A allows advisors to schedule appointments, but Location B does not, Location A may grant its advisors the right to schedule appointments and Location B may deny its advisors that access right, granting it only to schedulers. In addition, each Location can decide the extent to which users from outside the department will have access to its student information (advisor notes, student appointment history, alerts, and additional information about students). Ability to Customize Separate Locations allow each work unit to establish customized settings to accommodate their different environments. For example, Career Services may have a 20-minute standard appointment length, whereas Academic Advising may have a 30-minute standard appointment length. In addition, if the start and stop times of a day will differ between work units, those work units should be established as separate Locations. Separate Locations allow reasons for which students seek assistance to be customized. For example, Assessment may use different types of tests as reasons for service, whereas Advising may use education plans, change of major, add/drop, etc. as reasons for service. Separate Locations allow appointment confirmations to be more accurate, since the confirmations have the ability to provide the campus, building, and room number for the appointment, as well as a telephone number to call to change or cancel the appointment. 1.3 After You Have Decided After reviewing this section, refer to the SARS Anywhere Preparation Guide, which will guide you through the decisions that must be made when setting up SARS Anywhere for use and provides examples.

3 SARS Anywhere Administration Manual Section 1: Introduction and Quick Start Guide Quick Start Guide The SARS Anywhere software is provided with a single pre-set Location called ADVISING. You may choose to use this Location and tweak the settings, including changing the Location name, or establish a new Location (e.g. TRIO). Please do not delete this Location; otherwise you risk the possibility of being locked out, unless you have established a user name with system administrator permissions in another Location. When setting up an application, go to the SARS Admin menu and perform each task in the sequence described in this section. Here is an example of the Menu: 1. Ensure that IT staff has established the college s ID Format(s). 2. In Location Maintenance (Section 2), a. Click Add and create a Location (e.g., Advising). b. Click Save. c. Click on the new Location. d. Click Properties. e. Click GRID Settings. 3. In GRID Settings (Section 3), a. Time Increment is pre-set at 30 minutes. Change as needed. b. Begin Date is pre-set to today s date. Type in or select the desired begin date. c. Start Time is pre-set at 8:00 AM. Change as needed. d. Stop Time is pre-set at 7:00 PM. Change as needed. e. Booked Appointment Codes are pre-set (BOOKED, SHOWED, NO SHOW). Change as desired using the Schedule Codes tab. f. Generate Excluded Dates is pre-checked, and the Excluded Date Code is pre-set (CLOSED). Change as needed using the Schedule Codes tab. To not use Excluded Dates, uncheck Generate Excluded Dates. g. The Default Master Schedule Code is pre-set (e.g..). Change as desired using the Schedule Codes tab. h. Max Schedule Code Length is pre-set to 8 characters. Change as desired. i. Include Saturday/Sunday is pre-set unchecked. Change as desired. j. Cutoff Days is pre-set to zero. Change as desired. k. If Cutoff Days is changed to anything other than 0, select the Replacement Code from the menu. If the desired code is not available, click Apply to save the settings. Then navigate to the Schedule Codes tab, add the desired code, and return to this screen to select the Replacement Code. l. Number of Columns to Display is pre-set to 15 columns. Change as desired. m. Click Apply. 4. In Schedule Codes (Section 4), a. The pre-set Schedule Codes will be displayed. Enter the remaining Schedule Codes. Complete the items on the screen, except for the assignment of schedule codes to Groups. 5. In Group Codes, Group Type, Schedule Code (Sections 5.1 and 5.4), a. Add the Group Codes.

4 SARS Anywhere Administration Manual Section 1: Introduction and Quick Start Guide - 4 b. Select the first Group Code; then click Members, and check the boxes adjacent to the relevant Schedule Codes to assign them to the group code. c. Repeat steps a. b. for each group code. d. Click Apply. 6. In Miscellaneous Settings (Section 6), a. Review Primary ID Format which is pre-set to the first entry on ID Format Maintenance. Select a different format as applicable. b. Complete the remaining items on the screen. 7. In Reason Codes (Section 8), a. Complete the items on the screen, except for the assignment of Reason Codes to Groups. 8. In Group Codes, Group Type, Reason Code (Sections 5.1 and 5.5) a. Add the Group Codes. b. Select the first Group Code; then click Members, and check the boxes adjacent to the relevant Reason Codes to assign them to the group code. c. Repeat steps a. b. for each group code. 9. In Excluded Dates (Section 9), a. Add all of the excluded dates on the Excluded Dates Maintenance screen, if they do not already exist. b. From the Excluded Dates screen, select the dates for use. 10. In Confirmation Settings (Section 10), 11. In Additional Contacts (Section 11), 12. In Additional Information (Section 12), a. Complete the items on the Additional Information Maintenance screen, if they do not already exist. b. From the Additional Information screen, select the questions for use and move them into the desired display order. c. Click Additional Information Flags and select the questions for use and move them into the desired display order. d. Click Apply. 13. In eadvising (Section 13), 14. In Group Codes, Group Type, Specialty (Section 5.1) a. Click Specialty. b. Complete the items on the screen. c. Click OK. 15. In Short Name Maintenance (Section 14), a. Add all of the Short Names and their relevant information on the screen, and assign the Short Names to the relevant specialty Groups.

5 SARS Anywhere Administration Manual Section 1: Introduction and Quick Start Guide In User Name Maintenance/Access Code Maintenance (Section 15), a. Complete the items on the screen for each user role. 17. In User Name Maintenance (Section 16), a. Add all of the users and their relevant information on the screen. 18. In Database Settings (Section 7), a. Ensure that IT staff has established the Location s desired Database settings. b. Select the desired Configuration file. 19. Proceed to build Master Schedules and add them to THE GRID (see Section 17).