GWRRA Rider Education. How to Use the Rider Education Enhanced Database. Created by Betty Knutson Assistant Intl Director Rider Education

Size: px

Start display at page:

Download "GWRRA Rider Education. How to Use the Rider Education Enhanced Database. Created by Betty Knutson Assistant Intl Director Rider Education"

Jasper Wheeler
5 years ago
Views:

1 GWRRA Rider Education How to Use the Rider Education Enhanced Database Created by Betty Knutson Assistant Intl Director Rider Education

2 The Rider Education Program (REP) Database is a tool designed to assist and help the GWRRA Rider Educators, at all levels of the organization, manage and record the Member s rider education accomplishments and achievements. It is intended to provide: Tracking of personal accomplishments and individual achievements for the GWRRA REP Levels Program Rapid access to REP Education and Training records Individual certification program status Version June 2012 RE Enhanced Database Presentation 2

3 This seminar will cover the following topics associated with the REP Database: Who s information will be stored Data entry control and permissions who can access what Database availability Database login Individual data record access Group data access Modifying a record Instructors Reports Additional Functions / Utilities Differences from Original Database System New features Future enhancements Questions & Answers Version June 2012 RE Enhanced Database Presentation 3

4 Whose Information will be found on the Database? Rider Education Program (REP) Database was originally designed to store records of GWRRA Members who participate in the REP Levels Program and/or the High Mileage program. The ENHANCED release contains records for ALL members. Non-current member records will NOT display. Version June 2012 RE Enhanced Database Presentation 4

5 Data Entry Control and Permissions Data integrity - vital to ensure that accurate data is collected, stored and maintained. Why is this important? This data is used to determine individual certifications based upon proven rider education accomplishments. How will we minimize data corruption? The ability to modify and manipulate the stored data will be controlled very closely. To do this a Tiered Access process has been implemented. Version June 2012 RE Enhanced Database Presentation 5

6 Data Entry Control and Permissions (continued) Tiered Access View access will be given to Chapter Educators so data stored in the database may be used to the maximum extent. REP forms N.7, 9, or 10 will continue to be sent to District Educator to modify a Member s record. Edit access will be given to Educators at the District, Region and National levels. This will allow the Educators to modify existing records with some minor restrictions. They will also be responsible for maintaining User ID records for their Districts / Regions. Administrator access will be given only to International Program Directors and their Assistants. This information includes everything in the previous level plus Table Maintenance functions, and editing of Instructor certifications that must be earned through specialized training. Version June 2012 RE Enhanced Database Presentation 6

7 Data Entry Control and Permissions (continued) Database Availability The REP Database will be available to every Educator who has access to the internet. (See Form N.3 MOU Confidentiality Agreement) Each entity (chapter, district, or region educator position) will be assigned a unique User ID and Password. User IDs (created by the Database Administrator) determine the authorities granted to that position. When the office holder changes, the User ID will remain the same, but the contact information and PASSWORD should be changed. Version June 2012 RE Enhanced Database Presentation 7

Database Login 2 ways Go to the Educators Toolbox located in the REP Officer Section of the GWRRA Rider Education Website. Click on Rider Education Database link at the top of the list.

.. (Select the Category you want to jump to) Rider Education Database Give me 5 Chapter Talk Topics All Forms in Numerical Order Officer Role, Appointment Process, Conduct, and Policy

8 Database Login 2 ways Go to the Educators Toolbox located in the REP Officer Section of the GWRRA Rider Education Website. Click on Rider Education Database link at the top of the list.. Educator's Toolbox... (Select the Category you want to jump to) Rider Education Database Give me 5 Chapter Talk Topics All Forms in Numerical Order Officer Role, Appointment Process, Conduct, and Policy REP Handbook Officer Forms Level Forms Master Recognition Eligibility Helpful Tips and Information PLP Facilitator Program Top Gun, Amazing Team Challenge, Field Events, etc. Inspection Forms "How To" Seminars given at Wing Ding Survivor Award Certificate URL: #1 Version June 2012 RE Enhanced Database Presentation 8

9 Database Login (continued) Sign in with the User ID and password assigned to you.. Checking this box will cause you to be signed in automatically the next time you access the website.connect Click here if you forgot your password. Version June 2012 RE Enhanced Database Presentation 9

10 Forgot Password? Enter User ID and click submit You will be sent an containing a new password now associated with that User ID. Version June 2012 RE Enhanced Database Presentation 10

11 Main (Home) Menu After logging in, you will see the Welcome screen. Note that some of the options shown might not be visible based on your access level. Version June 2012 RE Enhanced Database Presentation 11

Options available from the Main menu: Member Search Instructor Search / Add Reports Change Password Add / Maintain Users FAQ (Frequently Asked Questions Utilities only available to Administrators:

12 Options available from the Main menu: Member Search Instructor Search / Add Reports Change Password Add / Maintain Users FAQ (Frequently Asked Questions Utilities only available to Administrators: Add / Maintain Chapters Add / Maintain FA/CPR Add / Maintain FAQ Class History Welcome Message View / Edit Access Administrator Access Version June 2012 RE Enhanced Database Presentation 12

13 Search: Individual Record Individual data record access: Members data may be accessed several ways: Membership number Master Tour Rider number Member s Name District or Chapter Affiliation Combinations may be used Version June 2012 RE Enhanced Database Presentation 13

14 Search: Individual Record Search by Membership Number Enter Member number, with % Note: % is a wildcard. Using it on the end of a Membership number will automatically bring up all family members associated with that number. Version June 2012 RE Enhanced Database Presentation 14

15 Search: Individual Record Search by Level IV - Master Tour Rider Number Version June 2012 RE Enhanced Database Presentation 15

16 Search: Individual Record Search by Name. Multiple combinations may be used: First + Last Init First Init + Last name (With % sign wildcard) Version June 2012 RE Enhanced Database Presentation 16

17 Search: Multiple Records Searching by District / Chapter After keying or selecting District, use drop down list to select from valid chapters in that district. Note that when searching this way, only those members enrolled in the Levels Program will be displayed! Version June 2012 RE Enhanced Database Presentation 17

18 Search: Multiple Records Searching by District Use drop down list to select valid District. Version June 2012 RE Enhanced Database Presentation 18

19 Result: Individual record Result - showing one individual record that was found as a result of search by member number, master number, or name. Version June 2012 RE Enhanced Database Presentation 19

20 Result: Multiple Records Result Showing multiple records that were found as a result of a wildcard, or District or Chapter search. Simply scroll down to see results.. Version June 2012 RE Enhanced Database Presentation 20

21 Sort results Results are initially sorted by Last Name. Click on any column head to resort by that field. Click again to reverse the sort order. These sorting options are standard on all query result screens. Version June 2012 RE Enhanced Database Presentation 21

22 Selecting a Record to Modify/View Details Click on View to see the details of a member s record. Depending on your access level, you may be able to update records from the detail screen. Version June 2012 RE Enhanced Database Presentation 22

23 View or Modify a Record Basic Member Info Note: GWRRA Membershi p Expiration Date has been added to this screen. Version June 2012 RE Enhanced Database Presentation 23

24 Basic Member Information Exported from Membership Database, updated monthly May not be modified in R/E, Member must contact Member Services Click on Address will open program All CURRENT members available (See Expiration date next to member #) Non-current members not displayed No need to ADD records in R/E Version June 2012 RE Enhanced Database Presentation 24

25 Chapter Information Home Chapter originally pulled from Membership Database May add or change chapters in R/E Member can affiliate with multiple chapters (Snowbirds?) Version June 2012 RE Enhanced Database Presentation 25

26 View or Modify a Record Add Chapter Information Pull down lists allow selection of Region, District, Chapter. Select valid region, Select from districts within that region, select from chapters within that district. Chapter may be left blank. Add any desired comments (optional). Version June 2012 RE Enhanced Database Presentation 26

27 View or Modify a Record Rider History (Levels Info) Hover over History to display levels history. Current Level Status = Current Version June 2012 RE Enhanced Database Presentation 27

28 View or Modify a Record Rider History (Levels Info) Display levels history. Going forward, will show details of each level attained. Version June 2012 RE Enhanced Database Presentation 28

29 View or Modify a Record Rider History (Add Level) Add details of each level attained. Note dropdown list of valid levels, RET added. Comments Optional. Version June 2012 RE Enhanced Database Presentation 29

30 View or Modify a Record Training Courses History Training that affects Level Currency is displayed Hover over History to display all Training History records. Click to Add a history record. Version June 2012 RE Enhanced Database Presentation 30

31 View or Modify a Record Training Courses History Display of training history records Note that Training includes seminars, riding courses, first aid, etc. Version June 2012 RE Enhanced Database Presentation 31

View or Modify a Record Add Training History Normally done from Class Rosters Add a training history record -- Note the drop down list for valid courses.

32 View or Modify a Record Add Training History Normally done from Class Rosters Add a training history record -- Note the drop down list for valid courses. Provider is only valid for First Aid and CPR classes, as they may be provided by several different entities such as American Red Cross, American Heart Association, etc. Version June 2012 RE Enhanced Database Presentation 32

33 View or Modify a Record Training Courses History Note the drop down list for valid courses. Other. Courses and classes will be added to the list as needed. Comments are optional. Version June 2012 RE Enhanced Database Presentation 33

34 Instructors Search for Instructors allows you to find specific instructors or all instructors in your area. Add Instructors is only available to Administrators. More to Come Version June 2012 RE Enhanced Database Presentation 34

Instructors Search for Instructors Instructors data may be accessed several ways, similar to Member Search: Membership number Instructor s Name Region / District

35 Instructors Search for Instructors Instructors data may be accessed several ways, similar to Member Search: Membership number Instructor s Name Region / District Affiliation Specific Certification (drop down list available) Combinations may be used Active Only option Version June 2012 RE Enhanced Database Presentation 35

36 Instructors Search for Instructors Search for Active Seminar Presenters in INDIANA produced this list. User your browser s Print function to print the report. Select View to see details, and other certifications for a specific instructor. Version June 2012 RE Enhanced Database Presentation 36

Instructors Search for Instructors This particular Instructor has several certifications. Click Edit to change (i.e., to extend the expiration date when renewed).

37 Instructors Search for Instructors This particular Instructor has several certifications. Click Edit to change (i.e., to extend the expiration date when renewed). Click Add Certification to add a new certification. Version June 2012 RE Enhanced Database Presentation 37

38 Instructors Add a certification (Administrators Only) Choose certification from drop down list. Enter Instructor number note the last number used appears in the right-hand column. Enter the date issued, expiration date, check Active, comments are optional. Click Insert Certificate. Version June 2012 RE Enhanced Database Presentation 38

Key in member number or name, then select from results.

39 Instructors Add Instructors Add Instructor brings up the Instructor Search Screen. First determine if the member is already an instructor. Key in member number or name, then select from results. If member has any instructor certifications, select VIEW. Click ADD for a new certification. View Add Version June 2012 RE Enhanced Database Presentation 39

Once an Instructor has been added, you will be able to select Add

40 Instructors Add Instructors To Add an Instructor, key any comments desired and click Add Instructor. Once an Instructor has been added, you will be able to select Add Certificates for this new instructor. Version June 2012 RE Enhanced Database Presentation 40

Instructors Add Instructors Add Certification Choose certification from drop down list. Enter Instructor number note the last number used in the right-hand column.

41 Instructors Add Instructors Add Certification Choose certification from drop down list. Enter Instructor number note the last number used in the right-hand column. Enter the date issued, expiration date, check Active, comments are optional. Click Insert Certificate. Version June 2012 RE Enhanced Database Presentation 41

42 Reports Select a valid report from the drop down list. Additional reports will be added to the list as developed. Version June 2012 RE Enhanced Database Presentation 42

Reports Level Information Levels Deficiencies FA/CPR Deficiencies This selection criteria screen will appear for most reports. There may be some minor differences based on user authority.

43 Reports Level Information Levels Deficiencies FA/CPR Deficiencies This selection criteria screen will appear for most reports. There may be some minor differences based on user authority. Note the added sort options, and availability of selecting ALL chapters within a District, which is available only to District/Region Educators. Version June 2012 RE Enhanced Database Presentation 43

44 Standard Reports Selection Criteria: Region / District / Chapter Available to Chapter Educators, Will default to their chapter) Region / District / All Chapters This option is only available to Region or District Educators and Administrators Version June 2012 RE Enhanced Database Presentation 44

45 Standard Reports Sort Criteria: Member Number Member Name (Last Name / First Name) Level Zip Code Rider / Co-Rider / Both Version June 2012 RE Enhanced Database Presentation 45

Reports Level Information (Results) Non-Current highlighted in Red. In this instance, LEVEL is current as there are no course requirements for Level I.

46 Reports Level Information (Results) Non-Current highlighted in Red. In this instance, LEVEL is current as there are no course requirements for Level I. However, the FA/CPR Courses are NOT current and may not be used for level advancement.. Version June 2012 RE Enhanced Database Presentation 46

47 Reports Level Information (Results) Note that we have added the Member s GWRRA membership expiration date. Version June 2012 RE Enhanced Database Presentation 47

48 Reports Level Information (Results) Page to see more, or select View All Records. To Print, use your browser s Print Function AFTER selecting ALL records. Version June 2012 RE Enhanced Database Presentation 48

Something NEW has been added! At the end of the Levels Report is a summary by Level, showing the number of members who are: Current, Due to expire within 90 days, and Already expired.

49 Something NEW has been added! At the end of the Levels Report is a summary by Level, showing the number of members who are: Current, Due to expire within 90 days, and Already expired. In this example, there are 2 Grand Master Riders, they are both nearing their expiration date, and there are no expired Grand Masters. This summary will assist Educators in preparing their monthly / quarterly N.6 reports. Version June 2012 RE Enhanced Database Presentation 49

50 Reports Level Information (Results) To Print the Report, use your browser s Print Function. Page Setup, Orientation = Landscape, Check Print Background Colors & Images Depending on your browser and version, your Page Setup screen may look different Version June 2012 RE Enhanced Database Presentation 50

Report #2 Levels Deficiencies This report has the same format and information as the Levels report, but only lists those members who are expired or expiring in their level

51 Report #2 Levels Deficiencies This report has the same format and information as the Levels report, but only lists those members who are expired or expiring in their level status. Requirements that have expired are highlighted in red, those approaching expiration are highlighted in yellow. Version June 2012 RE Enhanced Database Presentation 51

52 Report #3 FA/CPR Deficiencies This report has similar format and information as the Levels report, but only lists those members whose FA and/or CPR certifications are expired or expiring. Requirements that have expired are highlighted in red, those approaching expiration are highlighted in yellow. Version June 2012 RE Enhanced Database Presentation 52

53 Report #4 Educators Levels Info Only District and Region Educators may access this report. Only Administrators and International Team may view Region Educator information Version June 2012 RE Enhanced Database Presentation 53

54 Reports Educators Levels Info This report is similar to the standard Levels report with a couple of exceptions. The members listed come from the User List instead of the Membership file. The Last Logged In date allows the District/Region Educator to monitor who is actively using the database. Version June 2012 RE Enhanced Database Presentation 54

55 Additional Functions (Utilities) Change Password (Available to ALL Users) Add / Maintain Users (District Level and above only) Administrator Only Functions Add / Maintain Chapters Add / Maintain FA/CPR Providers Add / Maintain FAQ Maintain Welcome Message Class History (Future Enhancement) Version June 2012 RE Enhanced Database Presentation 55

56 Utilities Available to View / Edit Users View Sees Only Change Password. FAQ Edit Also Sees User List. Version June 2012 RE Enhanced Database Presentation 56

57 Utilities Available to Administrators Only Administrator Also Sees Add / Maintain: FAQ List Chapters FA/CPR Providers Welcome Message Version June 2012 RE Enhanced Database Presentation 57

58 Additional Functions Change Password Select Change Password Your current User ID will default. Enter your current password, then the new password you have selected. Confirm the new password, and click Update Record. Version June 2012 RE Enhanced Database Presentation 58

59 Utilities Add / Maintain Users Requires Edit Access Level. Once the User List is Displayed, Choose Edit or Delete. Use the Filter To find a specific user(s). Version June 2012 RE Enhanced Database Presentation 59

60 Utilities Add / Maintain Users To find a specific user(s), you may Filter any field(s) that have a box in the filter line. Then choose Edit or Delete. Add New is only available to Administrators. Version June 2012 RE Enhanced Database Presentation 60

Utilities Add / Maintain Users If an Office Holder has changed Change the Member number to that of the new officer, and tab. The name and email address will be retrieved from the member file.

61 Utilities Add / Maintain Users If an Office Holder has changed Change the Member number to that of the new officer, and tab. The name and address will be retrieved from the member file. The address can be changed if not correct. Only Administrator may change the Security Level. Use the Active switch to turn on or off access for this User ID. Version June 2012 RE Enhanced Database Presentation 61

62 Additional Functions Maintain FAQ List Administrators Only Once the List is Displayed, Choose Edit or Delete. Use the Filter To find a specific item Version June 2012 RE Enhanced Database Presentation 62

63 Utilities Maintain FAQ List Once the List is Displayed Up/Down arrows will move an item within the list. Choose Edit or Delete. Use the Filter to find a specific item. Show All Records. Add New FAQ. Version June 2012 RE Enhanced Database Presentation 63

64 Utilities Maintain FAQ List Modify the question and/or the answer, Click Update, Or Cancel Version June 2012 RE Enhanced Database Presentation 64

65 Utilities Maintain Chapters The Chapter List is Displayed, Use the Filter to find a specific Chapter(s), or select Add New. DO NOT DELETE A CHAPTER! Version June 2012 RE Enhanced Database Presentation 65

66 Utilities Add Chapters Pull down lists allow selection of Region and District. Select valid region, Select from districts within that region, Key the new chapter, Press Add Chapter Version June 2012 RE Enhanced Database Presentation 66

Utilities Maintain FA/CPR Providers This function will seldom be used, but it is conceivable that there may be more providers of FA/CPR training in the

67 Utilities Maintain FA/CPR Providers This function will seldom be used, but it is conceivable that there may be more providers of FA/CPR training in the future, and they will need to be added to this table. The function is pretty self-explanatory. Version June 2012 RE Enhanced Database Presentation 67

Edit or Add message, reorder, make Active/Inactive.

68 Utilities Maintain Welcome Message Self explanatory maintenance program, similar to FAQ maintenance. Edit or Add message, reorder, make Active/Inactive. Active Messages here Display here Version June 2012 RE Enhanced Database Presentation 68

69 Additional Functions Class History This function is in development Check back later Version June 2012 RE Enhanced Database Presentation 69

70 Additional Functions F AQ Displays all of the Frequently Asked Questions Just scroll through and read Version June 2012 RE Enhanced Database Presentation 70

71 What s Different from the first DB? Based on Membership Data All Current Members Consistency of Member Basic Info Standard Reports No more download / manipulate data New reports will be added as needed Multiple Transactions ability to maintain and see history, not just current information Version June 2012 RE Enhanced Database Presentation 71

72 What has been added since the original release in June 2011? General: Show date format (MM/DD/YYYY ) everywhere used. User List now tied to membership file, name & retrieved automatically. Chapter Maintenance now complete. Member Information: Show membership expiration date on inquiry and report. Auto calculate miles/kilometers Safe and High miles. Allow District/Region, with No chapter affiliation. Forgot Password reworked to use User ID instead of address. Ability to RETIRE Level IV. Instructor Module: ENTIRE MODULE Search for Instructors All, Specific certifications, Active only Add Instructors Specific certifications Version June 2012 RE Enhanced Database Presentation 72

73 What has been added since the original release? (Continued) Reports: New Searching & Sorting Criteria added to all reports Levels Report All Chapters (includes members not affiliated with a chapter) Highlight Level Date if eligible to move up Show members GWRRA expiration date Summary by Level New Reports: Levels Deficiency Report FA/CPR Deficiencies Report Educator Levels report Requires Edit access Region Educators Levels report Administrators only Version June 2012 RE Enhanced Database Presentation 73

74 Future Enhancements We are continuously evaluating the system based on feedback from users. The goal is to improve efficiency and ease of use. Features currently being developed and/or considered are: Batch update for Seminar, Rider Course, MFA class rosters. Class History reconstruction. Additional Reports, as requested. Training from other GW programs OCP, Horizons, LTP, MEP. Others? Version June 2012 RE Enhanced Database Presentation 74

75 Version June 2012 RE Enhanced Database Presentation 75

Plan Central Employer Portal Learning Guide

Plan Central Employer Portal Learning Guide Contents Introduction... 2 Enhancements to the New Plan Central... 2 User Roles... 3 Printer Friendly... 3 Accessing Plan Central... 3 Plan Central Welcome Page...