GSE APR Workflow Post Graduate Officer Guidelines RM8

Transcription

1 GSE APR Workflow Post Graduate Officer Guidelines RM8 ARCHIVES & RECORDS MANAGEMENT SERVICES Rm 134, Below Lobby M, Main Quadrangle A14 The University of Sydney NSW 2006 Australia HELPDESK: phone f recordsonline@sydney.edu.au web 1

2 GSE APR Probation/Continuing Guidelines for PGO s Table of Contents 1.Overview and PGO Tasks Satisfactory/Unsatisfactory... 3 a. 3_PGO_to Send Report and Interview Info b. 6_ PGO - Check and Verify Initiating document c. 7A_PGO Send Panel Report to Student d. 8A_PGO Student Feedback e. Overview and PGO Tasks - Marginal 2. How to Upload and Reference Records How to set Saved Searches How to Create a New Search How to request a Records Manager (TRIM) or Records Online user account How to attach previous year of APR documentation for a student in Records Manager (TRIM) How to attach previous year of APR documentation for a student in Workflow Portal at Step How to Search for Overdue Activities How to Update Initiating document Version Update How to version update students initiating document, PGO (using CITRIX) APPENDIX 1 - How to fix Document and Form errors

3 1.Overview and PGO Tasks Satisfactory/Unsatisfactory Student submits web form for APR Continuing or Probation to initiate Workflow APR Student web form 1. The APR process will be initiated by the students successful online submission of the web form. 2. The submission will be for APR Continuing or Probation as selected by the student. 3. The student will have pre selected their School, Research Supervisor and Auxiliary Supervisor. 4. If there is a Co Supervisor the student will select this supervisor as the Auxiliary Supervisor. Student confirmation 5. If the Student does not know the name of their Auxilliary Supervisor they will enter the PGO for their school and the PGO to advise. 6. On successful submission, the student will receive a Reference Number. This will be displayed at the top of the web page the student has submitted. 7. An will be received by the student in Outlook, confirming their APR process has been started. 8. All academic workflow tasks/activities can be completed by (This is the recommended way to submit the APR) or by using the Web Portal. Research Supervisor task 9. The Auxiliary Supervisor will receive an in Outlook to advise the process has started, this is for information only. 10. The Research Supervisor will receive an in Outlook. 11. This has to be actioned by the Supervisor. 12. The Supervisor must submit using Complete for the task, or the workflow will not progress to the next step. 13. When the Research Supervisor has completed their task, the next activity will be routed to the PGO in the Workflow Portal. END PGO Login to Workflow Web Portal 1. Navigate to your web browser. 2. Log in to the web portal. ault.aspx 3. Log in with your unikey and password. 4. Click In Tray 3

4 a. PGO to Verify the Initiating Document, Send Supervisors Report and Interview Schedule Step 3 SATISFACTORY 1. Click on Team Items in the Workflow Portal to access the activity assigned to the admin group: 3_PGO to Send Report and Interview Info. 2. Click Acquire/Open to acquire this activity in your name. 3. The initiating document is the APR form the student has submitted. 4. If a Probation student, a Research Proposal and Literature Review document will have been uploaded by the student. 5. Check Literature Review and Research Proposal have been uploaded correctly as.pdf documents. 6. Open the initiating document to ensure the form has been completed by the student and has not been corrupted. 7. Check the student has submitted the correct form, Continuing or Probation. 8. Check the supervisor report is appended and ensure the supervisor has completed the form in full, and the form contains the APR Form for the correct student. 9. The document has been automatically merged and supervisors comments appended (stitched). 10. Check it is complete with the students submission and supervisors report. (One document total of 9 Pages). 11. If the document has been corrupted or is incomplete then it will need to be repaired (See Appendix 1). 12. Save the repaired document to your desktop. 13. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Go back to the workflow portal, hit F5 to refresh the workflow portal details. 15. Open the initiating document to ensure the document version has been synched in Records Manager (TRIM) (the document has both student form and completed supervisor report). 4

5 Panel Chair Recommendation 16. Once you have confirmed the Initiating Document is correct, Tick the Send box for the completed APR Form, it will be ed to the student when this activity is completed. 17. If this is for a Probation Student, Tick the Send boxes for the Research Proposal and Literature Review documents so they will be ed to the Panel. 18. If there is an interview schedule. Upload the Interview Schedule document, and Tick the Send box. 19. Untick any documents that are not to be sent. 20. You now have to select future activity participants. 21. The Mandatory Nomination fields must be completed. 22. You must select a name for each position. Type in the name of the participant in the text box and the name will be shown in a GREY drop down menu. You must Select the supervisors name from the menu. If you use free text in the name fields, you will receive an error and workflow will not continue. 23. Select a name for Panel Chair Recommendation. 24. Select a name for Second Panel Member to Note 25. Select a name for Third Panel Member to Note 26. Select a name for Research Training Director or Head of School 27. Ensure there is no conflict of interest when selecting the academic. 28. Click on the Workflow Notes tab to view any notes from the Research Supervisor. 29. Leave a note if necessary. 30. Click the Complete button. 31. The student will receive an Supervisor's Report and Interview Information for your APR or Probation END 1. The Second and Third Panel members will receive an in their Outlook inbox, this is for information only. 2. The Panel Chair will receive an in Outlook inbox, this has an action item to be completed by the Panel Chair. 3. The Panel Chair will complete the Panel Report and make a recommendation on the students progress. 4. The Panel Chair must submit using Complete for the task, or the workflow will not progress to the next step. 5. The next activity will be routed to the PGO in the Workflow Portal, when the Panel Chair has completed their task END 5

6 6 b. PGO Checking Initiating Document Research Training Director or Head of School decision 1. From the web Portal, Team Items, click Acquire/Open to acquire next activity: 6_ PGO - Checking Initiating document 2. The completed Panel Report will have been automatically merged into the workflow Initiating Document, after the Panel Chair completed and submitted the task. 3. Open the initiating document to ensure the form is not corrupted. 4. Check to ensure the form and has the correct student information. 5. Check the document has been automatically stitched and is complete with Students Submission, Supervisors Report, Panel Report. Check Section 5 for HOS has not been completed. (One document total of 12 Pages). 6. If the document is corrupted or incomplete then it will need to be repaired (See Appendix 1). 7. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Go back to the workflow portal, hit F5 to refresh the workflow portal detail. 9. Open the initiating document to ensure the document version has been synched in Records Manager (TRIM) the document has student form, supervisor and panel report. 10. Once you have confirmed the Initiating Document is correct, Tick the Send box for the completed APR Form, it will be ed to the Research Training Director/HOS when this activity is completed. 11. Click the Complete button. END 1. The Research Training Director/HOS will receive an in Outlook, this has an action item. 2. The will have the completed APR Form attached and a list of documents associated to this students workflow. 3. The Research Training Director/HOS will complete Section 5 of the APR Form and submit by selecting an Outcome of Marginal, Satisfactory or Unsatisfactory. 4. The next activity will be routed to the PGO in the Workflow Portal, when the RTD/HOS has completed and submitted the task. 5. If a Marginal outcome is selected by the Research Training Director, this will initiate another round of s and PGO tasks. Marginal process is explained in: Section e. Overview and PGO Tasks - Marginal 8 6. If SATISFACTORY or UNSATISFACTORY is selected - PGO steps are the same, wording for activities and outcome varies. END

7 c. PGO Send Panel Report to Student 1 From the web Portal, Team Items, click Acquire/Open to acquire the next activity: 7A_PGO Send Panel Report to Student - Satisfactory 2 The initiating document will be a combined document, consisting of the APR form the Student has submitted, Research Supervisors Report, Panel Report and Research Training Directors Outcome. (12 Pages). 3 Open the initiating document to ensure the form has been completed in full and confirm all parts have been completed correctly. 4 If the document is corrupted or incomplete then it will need to be repaired (See Appendix 1). 5 Once confirmed Tick the Send box. The final completed form will be ed to the Student. 6 Untick any documents that are not to be sent. 7 Click the Complete button. 8 The Supervisor will receive an in Outlook notifying the students APR Outcome. 9 The Student will receive an , attached will be the result of the APR. The student has the option to provide feedback within 7 days. d. PGO Student Feedback END 1. From the Portal Team Items, click Acquire/Open to acquire next activity: 8A_PGO Student Feedback - Satisfactory 2. PGO can add feedback in the Notes or upload any student feedback s or documents to the workflow, using the Document Uploader. 3. If there is no student feedback make a note in the workflow comments that no feedback was received. 4. Add any other Comments to apply to the workflow. 5. Click the Complete button. END 7

8 Manager GSE to Sign Off 1. The Manager GSE will receive an with the subject: 9A_Satisfactory Manager GSE Sign Off 2. This is for information only and will contain a list of all documents attached to the workflow, no action is required in the workflow. 3. Workflow will be automatically completed. END Click the Logout button to exit from the Workflow Portal. END e. Overview and PGO Tasks - Marginal 1. Research Training Director or Head of School decision 2. When the Research Training Director has selected the outcome as Marginal. 3. The next activity will be routed to the PGO in the workflow portal. 4. From the web Portal, Team Items, click Acquire/Open to acquire to acquire the next activity: 4D_Marginal - PGO to Verify Initiating Document. 5. Check the document has been combined with the correct Students APR Form, Supervisors Report, Supervisors Marginal Report, Panel Report and Research Training Directors outcome. 6. If the document is corrupted or incomplete then it will have to be repaired (See Appendix 1). 7. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Once confirmed, Tick the Send box. The completed APR Form will be ed to the student when this activity is completed. 9. Click the Complete button. 10. The Student will receive an with the Marginal Report as an attachment and information on how to proceed to the next step. 11. The initiating document will have a blank (Milestone) Marginal Report automatically merged. The document will now consist of the APR form the Student has submitted, Research Supervisors Report, Panel Report and Research Training Directors Outcome, blank Milestone report. (14 Pages). 8

9 12. The Auxiliary Supervisor will receive an with the subject: Auxiliary Supervisor to Review Action Plans and Items. This is for information only, no action required for the The Research Supervisor will receive an with the subject: Research Supervisor Review/Submit Action Plans and Items. 14. The Supervisor has to action this and submit by clicking Complete. 15. When the Research Supervisor has completed their task, the next activity will be routed to the PGO in the Workflow Portal. 16. From the web Portal, Team Items, click Acquire/Open to acquire to acquire the next activity: 6_Marginal - PGO to Check initiating document. 17. If the document is corrupted or incomplete then it will have to be repaired (See Appendix 1). 18. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Check the Initiating Document is complete, APR form the Student has submitted, Research Supervisors Report, Panel Report and Research Training Directors Outcome, Marginal Report. 20. Once confirmed, Tick the Send box. 21. Click the Complete button 22. The Student will receive an with the report as an attachment and information on how to proceed to the next step. The Student has the option to provide feedback. 23. The next activity will be routed to the PGO in the workflow portal. 24. From the web Portal, Team Items, click Acquire/Open to acquire to acquire the next activity: 8B _PGO Student Feedback - Marginal. 25. The PGO can upload any student feedback or documents, or note if feedback was not received. 26. Click the Complete button. 9

10 27. The Manager GSE will receive an , this is for information only and no action is required in the workflow for this The next activity will be routed to the PGO in the workflow portal. 29. From the web Portal, Team Items, click Acquire/Open to acquire to acquire the next activity: 10_PGO Milestone Outcome and Follow-up Interview. 30. Ensure all the documents required have been uploaded. 31. If the initiating document is corrupted or incomplete then it will have to be repaired (See Appendix 1). 32. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Upload a second Interview Schedule if required for the follow up interview. 34. Select the future activity participants in the Mandatory Nomination fields. 35. Tick Send for Initiating Document and interview schedule to be attached to the students Untick any documents not to be sent. 37. Click the Complete button. 38. The Student will receive an , attached will be the Supervisors feedback on meeting the milestones and timeframes and information on how to proceed. 39. A blank Follow Up Panel Report will be automatically merged to the Initiating Document (14 Pages). 40. The Second Panel Member will receive an . This is for information only and no action required 41. The Third Panel Member will receive an . This is for information only and no action required. 42. The Panel Chair will receive an with the subject: Marginal Review Panel Chair Recommendation. The Panel Chair has to action this The Panel Chair has to complete the Follow up Panel Report and provide a recommendation of the students progress. 44. The Panel Chair will submit the report by clicking Complete. 45. The next activity will be routed to the PGO in the workflow portal. 10

11 46. From the web Portal, Team Items, click Acquire/Open to acquire the next activity: 12_ PGO - Verify Initiating Document. 47. If the document is corrupted or incomplete then it will have to be repaired (See Appendix 1). 48. After the document has been repaired the Initiating Document will need to be updated using the Version Update procedure described on Page Ensure the Initiating Document is complete for the follow up interview. APR form the Student has submitted, Research Supervisors Report, Panel Report, Research Training Directors Outcome, Marginal Report, Follow Up Panel Report. 50. Once confirmed, Tick the Send box for the completed APR Form, it will be ed to the Research Training Director/HOS, when this activity is completed. 51. Click the Complete button. 52. The Research Training Director/HOS will receive an in Outlook, with the subject: Marginal Review Research Training Director or Head of School decision. This has an action item. 53. The has the completed APR Form attached and a list of documents associated to this students workflow. 54. The Research Training Director/HOS will complete Section 6 of the APR Form and select the Outcome of Satisfactory or Unsatisfactory. 55. The Research Training Director will click Satisfactory or Unsatisfactory to submit the activity. 56. The next activity will be routed to the PGO in the Workflow Portal. 57. If SATISFACTORY or UNSATISFACTORY is selected - PGO steps are the same, wording for activities and outcome varies. 11

12 58. From the Portal Team Items click Acquire/Open to acquire to acquire the next activity: 13A_ PGO Marginal Review Satisfactory Send Panel Report to Student. 59. Ensure the Initiating Document is complete with the Students submission, Supervisor Report, Panel Report, RTD/HOS outcome, Marginal Report, Follow Up Panel Report and RTD/HOS outcome (18 Pages). 60. Once confirmed, Tick Send against the Initiating Document. The Student will receive the complete APR document, when this activity is completed. 61. Click the Complete button. 62. The Supervisor will receive an information notifying the students APR outcome: 13Ae FYI - Supervisor to note the APR Outcome. 63. The Student will receive an with the APR outcome as an attachment, the student has the option to provide feedback. 64. The next activity will be routed to the PGO in the workflow portal. 65. From the web Portal, Team Items, click Acquire/Open to acquire the next activity: 14A_ PGO Marginal Review Student Feedback Satisfactory. 66. The PGO can upload any student feedback s or documents and note if no feedback was received. 67. Click the Complete button. 68. The Manager GSE will receive an with the subject: Marginal Review Manager GSE Sign Off. This is for information only and no action required for the If a Third Panel Review is required, this is to be completed outside of the workflow and any documentation should be added to the workflow manually. END 12

13 2. How to Upload and Reference Records How to Upload and Reference Records 1. Click on the Create and Reference Records tab and click on the Upload Document tab. This will open the Upload Document screen. 2. Here you can upload any document by browsing to the file location. 3. Enter a name in the New Document Title field, if a title is not entered you will receive an error message. 4. The Show new document in TRIM and Flag as Send allowed boxes, are automatically populated. 5. Click Upload Document button. 6. This will add the document to the list of Workflow Documents. 7. This function is available on all the PGO web Portal steps. END 1. To reference any record to the workflow, click on the Reference Records tab. 2. If you have a record with an existing Records Manager (TRIM) number you can use the Reference Records tab. 3. Enter document reference number in the Search field. 4. The Flag as Send Allowed box is automatically populated. 5. Click Add Reference Record button. 6. This will add the record into the list of workflow documents. 7. You can also use the Search function to find an existing TRIM record. It will open the Search for HP RM Records search box. END 13

14 Workflow Enquiry - Reporting 1. Click on the Workflow Enquiry tab to search for workflows. 2. In the web Portal Search window you have the option to search for workflows by using these fields: a. Workflow Template, from the drop down menu e.g. GSE APR 2015 b. Workflow Name e.g. SIT - Probation - student c. You can use also the workflow name field if you only have part of the workflow name. Use the student SID or name in the workflow name field e.g d. Workflow Job Number e.g. 15/1835.You can use this field without using a specific Template or Name e.g. All Templates 3. To improve the search query use the date and workflow template filters. 4. Click the Search button 5. The Search report output will show the Job Number, Workflow Name, Record Numbers, Status, Date Started, Date Due, Activities, Activity Owner and links to all documents associated to the workflow. 6. There is a display limit. If there are more workflows than the default limit, it can be increased. 14

15 7. The report can be exported to an Excel spreadsheet. 8. Click on the Excel Report Generic button. 9. The Excel spreadsheet data can be sorted as required. Excel Spreadsheet. 10. Click on the Report Viewer button to see the workflow listing in a tabular report view. END 15

16 3. How to set Saved Searches How to set Saved Searches 1. Launch Records Manager (TRIM) 2. Click Tools from the menu bar Saved Searches 3. Type GSE in search box. 4. Click OK 5. There should be two templates there one for APR and one for Probation. 6. Double click on the saved search titled GSE APR A list of workflow items that have been launched since the current APR round started will be displayed. 8. Click on the Refine Search button on the Menu Bar or use shortcut key F7. 16

17 How to set Saved Searches 9. The Search for Workflows dialog box will open. 10. In the Search By field select Name from the drop down menu or clicking on the Search Method icon. 11. Choose an operator for the value to search for, example Matching. 12. Type your school name followed by *. In the case of AMME, type in *AMME* 13. This will list all the workflows that have AMME in the title. 14. The search can be filtered to remove any workflows that have been completed. 15. Click on the Filter tab and select the Exclude Workflows that have been completed option. 16. Click OK 17. A list of workflow items for your school should be on display. 18. Click on 123 button on the menu bar to get the total number of workflow items currently in progress for your school. 19. To copy and Paste onto a word or excel document. 20. Right click on any of the listed workflows and select Tag All from the menu. 21. Right click again and select Copy from the menu. 22. Click OK to All Tagged Rows and Yes To All to start copying the workflows. 23. Open an Excel or Word document and paste in the search results. These can then be sorted and formatted as required. 24. Go back to Records Manager (TRIM). 25. Right click anywhere in the display widow select Search Select Save Search As 17

18 How to set Saved Searches 26. The New Saved Search dialog box will open. 27. Type in a name to indicate your school name and process name. 28. It is important that you Do NOT click the Edit Query to modify the query characters. 29. Click on Access Controls tab. 30. Highlight Can Use row. 31. Click on Private button below this will make the saved search only visible to you. This is not a mandatory step. 32. Click OK 18

19 How to set Saved Searches 33. Immediately after you have saved the search, select Tools from the menu bar navigate to Search Searches. 34. Right click anywhere in the dialog box select Saved Searches 35. Right click on the saved search you have just made. 36. Scroll down to select Send To Favourites (alternatively, you may press F4 on your keyboard) 37. This will send the search you have created to your Saved Searches in Records Manager (TRIM) favourites. 38. Click on Favourites Pane on the left hand side of the screen 39. Click Saved Searches 40. You will find your newly saved searches displayed there. 41. Double click on it to display a list of workflow items have been kicked off. 42. Now that this Favourite Saved Search has been set up, you no longer need to create the search in future. 43. Once TRIM has been launched, click on the Favourites Pane on the left hand side of the screen, and click Saved search will quickly gather a list of workflow items are currently in progress. END 44. Repeat the same process to create a Saved Search for GSE Probation

20 4. How to Create a Workflow Search How to create a Workflow Search 1. Launch Records Manager (TRIM). 2. Click Search from the menu bar Find Workflows 3. In the Search for Workflows dialog box, In the Search By field select Name and enter the name of your school with asterisks e.g. *TEST* 20

21 How to create a Workflow Search 4. Click on the New button, select Based on Template in the Search By field and select the workflow template from the drop down menu. 5. In the Workflow tab, select Template from the drop down menu. 6. If you do not have the GSE templates in your drop down menu. Click on the Blue Folder button on the right hand side of the Template text box, a Select From Templates dialog box will open and you can search for the relevant template. 7. GSE are currently using GSE APR 2015 and GSE Probation 2014 templates. 8. Once you have searched and entered a template, it will available in the drop down menu using the Black arrow. 9. Click on the New button, select Date Registered in the Search by field. 10. Select Matching and enter the date the current round of APR started. In the second field [And Up Until] enter a future date. 11. Click OK 12. You can add multiple search parameters using this New button. 21

22 19. Right click on the saved search you have just made. GSE APR - Guidelines for PGO s September 2015 How to create a Workflow Search 13. A list of the current workflows for your school will be displayed. 14. With the search still open in Record Manager (TRIM). Click on the Search button, then Save Search As from the menu. 15. The New Saved Search dialog box will open. Name the search whatever you want, this is for your own reference e.g. ACFR GSE APR In the Access Controls tab change the Details to Private for all of the items in the list, this will only allow you to see and modify the saved search. 17. Click OK 18. After you have saved the search, select Tools from the Records Manager (TRIM )menu bar navigate to Saved Searches to check you search has been saved. 22

23 How to create a Workflow Search How to create a workflow Activity search. 1. Launch Records Manager (TRIM). 2. Click Search from the menu bar Find Activities Or shortcut key Ctrl+Y 3. In the Search By field Click select Workflow. 4. In the field Enter the Name of the Workflow you wish to search by and add your school name, eg *AMME*. Use wildcard asterisks to ensure only your school name is searched. 5. If you do not have the GSE templates in your drop down menu. Click on the Blue Folder button on the right hand side of the Template text box a Select From Templates dialog box will open and you can search for the relevant template. 6. GSE are currently using GSE APR 2015 and GSE Probation 2015 templates. 7. In the Search for Activities dialog box Click on the Filter tab. 8. Tick Exclude Activities that have been completed or sipped. 9. Tick Exclude Activities that are not ready to start. 10. Click OK. 23

24 How to create a Workflow Search 11. This will produce a list of the active activities associated to the workflow template you selected. 12. Right click on the column headings, select Format Columns and you can select columns to suit your search. E.g. workflow Name, activity Name, whom the activity is assigned to and sort by name or date created etc. 13. You can now view activities, who the activity is assigned to and any other columns you have selected. END 5. How to request a Records Manager (TRIM) or Records Online user account Procedure for requesting Records Manager (TRIM) or Records Online user account 1. Ask your colleague to lodge their access request via the ICT Self Service web portal from the staff intranet site: 2. Click on IT Self Service Portal under the System Logins section on the right hand side of screen. 3. It normally takes around 2-3 working days for a user account to be created. 4. They will need to authenticate using their Unikey and password 5. Click on ICT Services under MAKE A REQUEST section 6. Select Unikey and account management on the bottom of the list. 24

25 Procedure for requesting Records Manager (TRIM) or Records Online user account 7. Click Records Online New User 8. They will be asked to provide their staff details, complete the mandatory fields as required and click the Order Now button. 9. Meanwhile please the name to Records Online helpdesk to request the new user to be added to one or any of the following workflow groups, depending on the position of the new user please delete the lines you do not need: {WF - GSE - APR - Admin} {WF - GSE - APR - Supervisors} {WF - GSE - APR - 2nd Supervisors} {WF - GSE - APR - APR Panel} {WF - GSE - APR - Panel Members} {WF - GSE - APR - Research Directors} 6. How to attach previous year of APR documentation for a student in Record Manager (TRIM) Note: this is the same procedure as 3b next. The Only difference is that you may attach document(s) to a workflow at any stage in Records Manager (TRIM) using 3a method. Using 3b method procedure described below you may attach reference documents only at that particular step of a workflow that is in your portal In Tray. END How to Attach previous year of APR documentation for a student in Records Manager (TRIM) 1. In TRIM, using short cut keys CTRL + W to launch the Search for Workflows dialog box. 2. In the Search By filed select Name. In the Matching field type in the SID number of the student you are enquiring about. 3. Enclose the SID number with an asterisk * before and after the SID number, so it looks like * * 4. Click OK. 25

26 How to Attach previous year of APR documentation for a student in Records Manager (TRIM) 5. If there have been any previous workflow items for this student, the search will return the workflows. 6. The workflow displayed top is the 2015 review, this is evident on the last 12 digits of the workflow title and can be understood as: a. 15 = year 2015 b = 23 rd of September the date the student has lodged their APR review c = the APR was captured by TRIM workflow at 19 mins and 44 seconds past 1pm on 14 th of September 7. If the workflow displayed 14 as the first two digits instead of 15. From the title of the workflow, it is will indicate that this student was on probation at last review. 8. Right click on the last year s workflow scroll down and select Show Records 9. A list of documents associated with this probation process will be displayed. 10. Copy the Record number of the document you wish to include in the current year of APR, in this case, right click on the document number in the bottom Properties view pane - copy DOC2015/ Close the window showing the last year s information. 12. Go back to the previous Records Manager (TRIM) screen, right click on the current year workflow. 26

27 How to Attach previous year of APR documentation for a student in Records Manager (TRIM) 13. Scroll down and select Properties at the end of the drop down menu. 14. Click on the Documents tab. 15. Right click in the display pane, select Add Reference Document 16. Click OK 17. Click OK again to the next confirmation screen. 18. Now you will see the last year s panel report has been added to the current APR workflow. 19. Click OK to quit the dialog box. END 27

28 7. How to attach previous year of APR documentation for a student in Workflow Portal at step 3 Note: this is the same procedure as 3a above. The Only difference is that you may attach document(s) to a workflow at any stage in Records Manager (TRIM) using 3a method, whilst with method 3b is in the Portal, you may only add reference documents at that particular step. How to Attach previous year of APR documentation for a student, in the Workflow Portal at step 3 1. In Records Manager (TRIM), using short cut keys CTRL + W to launch a search screen for workflow items. 2. In the Name search field, type in the Student Identification Number, SID, for the student you are enquiring about. 3. Enclose the SID number with an asterisk* before and after the SID number, so it looks like * * 4. Click OK. 5. The search will return the results if there have been any previous workflow items for this student 6. As you can see there are two probation workflows probation for this particular student back in September last year. 7. Right click on the last year s workflow go down and select Show Records 28

29 How to Attach previous year of APR documentation for a student, in the Workflow Portal at step 3 8. A list of documents associated with this student s probation process will be displayed. 9. Copy the Record number of the documents you wish to include in the current year of APR, in this case, right click on the document number in the bottom Properties view pane - copy DOC2015/ Go to workflow portal, in a PGO activity. 11. Click Create and Reference Records tab. 12. Click on Reference Records tab. 13. Paste the record number in the search field. 14. Click Add Reference Record 15. If required you may leave a note for the Supervisors, to let them know an additional document has been added. 16. You may repeat the same process for any other documents you wish to add as an additional reference record. END 29

30 8. How to Search for Overdue Activities in Records Manager (TRIM) How to Search for overdue activities 1. In Records Manager (TRIM) using the shortcut keys CTRL + Y to launch the search screen Search for Activities. 2. In the Search By field, select the Name search, type in a name for the faculty group you are searching for. Use the Wildcard asterisk * to assist in the search e.g. *Chem* 3. In the Search By field, click on New and select the Due Date tab, select the Matching field box, enter the date the APR Process started (23/9/2015) and in the And Up Until date field enter the word Today. 4. The search can be filtered to exclude activities that have been completed or not yet ready to start. 5. Open the Filter tab, and in the Other section, tick the boxes Exclude Activities that have been completed and Exclude Activities that are not ready. 6. Click OK 7. The search will return the results for any workflow activities associated with this workflow group. 8. The search result will display the Name and status of the activity, the Workflow name, where the activity is Assigned (can be an Individual or Group) and the Due Date. 9. Clicking on any of the column names, will sort the list in alphabetical order to assist in locating your schools workflow activities. 10. The icons show the status of the activity. - Workflow Started - Red with two squares Ready to start - Green with an arrow or Blue with square Finally Completed Blue Tick Not Ready to Start Red with white X Skipped Dark Blue with dash 30

31 How to Search for overdue activities 11. The list can be converted into table format in Word if required. 12. In Trim select the activities that are required by ticking each individually, or you can select all, by right clicking anywhere in the search window and selecting Tag All from the menu. 13. Right click and Copy, click OK to all tagged rows, in the next dialog box click the Yes to All button. 14. Open a new Word document and Paste. 15. To change to Table format in Word, select all the text Ctrl + A, from the tool bar in Word, click Insert, then click Table, then click Convert Text to Table. 16. Records Manager (TRIM) can show a Count of items if there are many activities. The 123 icon on the menu bar. 17. Click on the Count button in the tool bar, this will display the number of activities in the current search. END 31

32 9. How to Update Initiating document Version Update How to Update Initiating document Version Update 1. Log in to the workflow portal and navigate to your Team Items and Acquire the step: 3_PGO to Send Report and Interview Schedule 2. The initiating document will be the APR form the student has submitted. 3. If the document is corrupted or incomplete then it will need repair (See Appendix 1). 4. Save the repaired document to your desktop. 5. Open the document in TRIM and check it is the Initiating Document for this student. 6. Navigate to your desktop and then drag the repaired document, until it hovers over the initiating document, drop and the Check In dialog box will open. 7. If this dialog box does not open, this indicates the document may be Checked Out or has been finalised. Contact RecordsOnline Helpdesk for assistance. 8. Ensure Make a New Revision option is selected. 9. Click OK to update the student APR form with the repaired document. 10. Go back to the workflow portal, hit F5 to refresh the workflow portal with the updated version. 11. View the initiating document to check the document version has been synched in TRIM. 12. Check the document is now one document with reports stitched together and no corruption or errors 32

33 10. How to (using CITRIX) PGO to version update students initiating document Procedure for PGO to update students initiating document (using CITRIX) 1. Navigate to the University Intranet home page. 2. Launch the Citrix Client by clicking on the Citrix MCS link. 3. Logon with your Unikey and password. (NOTE: you will need to have pre-installed the Citrix Client before using Records Manager (TRIM) via Citrix Select and launch MCS HPRM8 PRD by clicking on the link below the Records Manager (TRIM) icon. (NOTE: this step may take a few minutes to load and open) 5. Log in to your Workflow Web Portal and navigate to My Items. You will have acquired a workflow by this stage which is up to step: 3_PGO to Send Report and Interview Info 6. Click Open on the 3_PGO to Send Report and Interview Info workflow. 7. Check the document is complete with Student Form and Supervisors Report. 8. If the document is corrupted or incomplete then it will need repair (See Appendix 1). 9. Save in Records manager (TRIM) and note/save the record number. 33

34 10. Copy the TRIM Document Number for the Repaired Document. 11. Open Records Manager (TRIM) (Via Citrix) by clicking on the icon already open on your taskbar. 12. Paste the Document Number into Records Managers (TRIM) search field using Record Number in the search by type. 13. Click Search icon. 14. Right click on the Document and navigate to Workflow, then Show Workflows. 15. Right Click on the Workflow and navigate to Show Records. 16. Open the repaired document to check that the supervisor has completed all the required sections. 34

35 (NOTE: the Students submission the initiating document will always have the icon preceding it.) 12. Right click on the repaired document and navigate to Super Copy. 13. Select Local File and click on the Floppy Disc icon. 14. The first time you access Citrix a security dialogue box will open. 15. Ensure that Full Access is selected. 16. Click OK. 35

36 14. Select the Local Disk (C: on MCS-UNIKEY) 15. Open the Users folder. 16. Open your user folder. (NOTE: your user folder name will depend on your Unikey and login credentials.) 36

37 17. In your user folder Select and open the Desktop folder. 18. Click Save. 19. Click Ok this will save the document to your desktop. 37

38 20. Navigate back to the Students Initiating document Right Click and select Check In 21. Click the file name icon and this will open a dialog box for your desktop. 22. Select the repaired document that you saved earlier. 23. Then click Open. 38

39 25. Ensure the Return Type is selected as Make a new Revision. 26. Click OK. 27. Once the document has saved, press F5, the refresh key on your keyboard (NOTE: This is so the changes will update in your workflow portal.) 27. In the Workflow Portal, open the students Initiating Document to double check that the initiating document and the supervisors report have been stitched together and are not corrupted. 28. Use this procedure to version update the Initiating Document with the Panel Report if it has not been merged correctly. (NOTE: you may need to wait a few minutes for the changes to synch in TRIM and update in the workflow portal) END Workflow Activity Reminder s 1. An is sent daily at approximately 3.00pm, this is to remind workflow users of outstanding activities. 2. This is only a daily REMINDER and no immediate action is required. 3. The Academics do not need to go into the workflow Portal when they receive this All activities can be completed by the Academics using If the academic is offsite and wants to use the Hyperlink in the reminder , they will need a secure connection to the University network (VPN). END 39

40 11. APPENDIX 1 - How to fix Document and Form errors. Web Form Errors Student has been unable to log in to the web page. Check that the student is using the correct unikey. Confirm with student unikey. Has the student read and carried out the full instructions on the Web page. Guide student through the process. If the student has a student and staff id, there can be a conflict with authentication. Contact ICT ( contact details) to check for conflicts Authentication is through WASM. (Web Access Security Session Manager) Student has submitted multiple forms The student has not allowed the web submission to complete before clicking on the Submit Button again. (Screenshot ) Advise the student to wait until a confirmation of successful submission has been received. This can take up to two minutes. Contact RMS to delete any duplicate workflows. Student has submitted an incorrect form for Continuing or Probation Student must start a new submission using the correct form. Contact RMS to delete the incorrect workflow Student has not received a confirmation number. This is usually because the student has not waited for the submission to complete Check in TRIM to see if a successful submission has been created. If not then ask student to try again and to wait for the submission cycle to complete. Student has submitted a blank APR form At step 2 of the submission process the student has not saved the data in the APR form. Student must use the current version of the form downloaded from the Eng Web page link. Student needs to save the APR form to their desktop, complete the form and save as.pdf. PGO can either upload the form for the student into the existing workflow, using the version update procedure. Or ask the student to submit a new submission attaching the completed form. Contact RMS to delete any duplicate workflows Student has submitted a scanned copy of the APR Form This is not best practice, but if the scanned copy is an Adobe.pdf document Records Manager (TRIM) will accept this and use it in the workflow as the initiating document. PGO should contact the student to ask why the document was scanned. The workflow will proceed as normal. Scanned documents will only show text that is visible to the scanner. The scanned document will not have any of the active Form attributes Records Manager (TRIM) will append the blank supervisors report to the scanned document. 40 Student has ed the APR form to the Post Graduate Officer The APR form must be submitted using the Engineering Web page. This automatically creates the workflow and file structure in TRIM Post Graduate Officer should advise student APR must be submitted via web interface Student has stitched Literature Review and Research Proposal to the APR form

41 41 This is probably because the student has selected the incorrect APR Form. Check the APR form submitted is correct. Student needs to submit new submission without other documents stitched to the APR form. If additional documents are required, this is done using the document upload function or manually in Records manager (TRIM). Data Validation Errors in the form This is usually caused by the student not using the Drop Down Menu and using free text in the supervisor and school fields. Check the student has not typed names and used the Blue selection option. Check the student is submitting documents in.pdf format. Check documents have not exceeded the size limit. Student has used an old copy or a superseded form These old forms are sometimes saved from a previous round by the student. The old form cannot be used because information required has been adjusted. The GSE APR procedure has been modified, old forms do not accommodate these changes. Student needs to resubmit using current form available on the Engineering Web page. Contact RMS to delete the incorrect workflow. Student wants to update APR form or mandatory documents after submission The workflow will have sent a copy of the original APR form and documents to the supervisor. The student could send the amended form to the PGO who can do a version update. A copy of any amended form or document will have to be sent to the supervisors. Or the student can submit a new APR using the amended form. Mandatory documents include the student Research Proposal and Literature Review. Contact RMS to delete the workflow that is not required. Adobe.pdf documents A blank Form no text visible in any of the fields. This is because the document has not been saved correctly by the student or academic. The student downloads the APR Form from the web page. The academics receive this form as an attachment in their s If the attachment is just opened,data entered, then closed the data will not be saved. The Document must be saved to the Desktop or other folder as preferred using the Save As. The form Data entered. Document should be saved using the Save As.pdf function. Text cannot be seen unless the cursor hovers over the text This is because the form has been corrupted. The form data will have to be exported and then imported back into the form. Save the document to your desktop. Open document and select Tools from the menu bar. Select Forms from the menu. Open More Form Options. Select Manage Form Data. Select Export Data, this saves to an FDF format. Go back to the document, Manage Form Data and select Import Data, and add the FDF data you have saved. Save as.pdf Text should now be visible as normal If this procedure does not repair the form, then refer to RMS.

42 The document text is unreadable, or weird characters This is because the form has been corrupted. The form data will have to be exported and then imported back into the form. Use Manage Form Data, to export and import the data. If the document has been corrupted using MAC device this may not work, send document to RMS to repair. Ask for report to be sent again using correct instructions for the process. If report is still corrupted or cannot be repaired, export the data and import into a new blank form. Check all the data has been uploaded as sometimes tick box data is not uploaded Student or Academic is unable to edit or modify the document Check that the user is not trying to use Adobe Reader to modify documents. User has to have Adobe Acrobat installed on their computer to modify documents. Adobe can be obtained from ICT Web page, ICT can assist with installation. Supervisors Common mistakes made by Supervisor and Panel Chair Not checking the student has submitted the correct form. Continuing or Probation. Not Reading instructions in s. Cutting pages from the form. Removing text entered by previous step from the form. Copy and scanning the web form. Printing blank form and adding handwritten comments. Not checking the form submitted by the student is current. Attaching blank reports to the response s. Using old copies or superseded versions of reports. These will have to be dealt with on an individual basis in direct contact with the student or academic. Update the documents using the normal Adobe document modification procedures. MAC A MAC device can be used with the workflow but there a certain areas that mac users need to be made aware of. Documents must be edited using Adobe. If the MAC Preview or any other document editor is used the APR Form will be corrupted. Because MAC specific fonts are used in these editors and the.pdf Form cannot recognise these fonts. Adobe can be obtained from the ICT Web page and ICT will assist with installation. s should be read and actioned using Outlook Webmail. If Outlook is not used this can cause the attachments to be corrupted. If MAC Mail is used the return attachment is compiled into the body of the as text. Everyone in the University has an Outlook account and this can be accessed anywhere there is Internet connectivity. There is an information page about staff use of Adobe Acrobat at And the mac software is at XI/Adobe_Acrobat_XI_Professional.dmg As always, if any staff member needs help to set this up they can call ICT Helpdesk on for advice and if needs be despatch of a field service engineer. VPN - VPN