2017 Updates. An overview for Local Authority & Collaboration System Administrators

Transcription

1 2017 Updates An overview for Local Authority & Collaboration System Administrators

2 Introduction Dear EVOLVE User I would like to thank all of our users for their continued support, and it was great that so many of you could attend our regional workshops at the end of last year. We very much value your opinions, comments and suggestions, and in recognition of all the feedback that we have received we are once again able to bring you a collection of new features and enhancements absolutely free of charge. On the following pages you will find details of a number of new features that are now available, as well as a round-up of some of the other recent additions to the system. Yours Daniel Baker Managing Director 1

3 Part 1: EVOLVE 2017 New Feature Focus Visit Cloning Previously in EVOLVE, users have been unable to clone visit forms for re-use. This has now changed, and it is easier for users to copy over key parts of a visit form into a new form. The form still requires completion as not all sections are copied over, for example Staffing, Dates, Attachments, etc., and will still require the staff member to submit the form onto their EVC. When you preview a form in EVOLVE, a new icon is visible in the in the row at the top: Clicking this icon will open the Clone screen: If you confirm that you wish to clone the form, then a new form will be created on EVOLVE using the following details from the original: Name, Type, Purpose, Intended Outcomes, Leader Name, Age Group, Intended attendees (total, male and female), destination/providers, travel method and travel companies. The new form will be created in the user s Level 1 account and can be edited as normal prior to submission NB: Visit Cloning is off by default and can be switched on via Tools (purple spanner) System Control Panel Modules Visit Cloning: Edit Click Yes Click Continue. 2

4 Attachments Previously, you could only delete an attachment if a form had not been submitted for approval. However, it is often the case that a new version of an attachment has to be uploaded (e.g. revised itinerary) and it can be difficult to see which attachments are old. Now, if a form has been submitted then a [X] button will be visible which will allow you to make the attachment inactive. The attachment will still be listed and viewable in the form, but it will be highlighted in red and have a line through it to show that it is inactive. If you hover over it the name of the person that made it inactive and the date/time are displayed: Before deletion: After deletion: Hovering over the file name: 3

5 Delegated EVC and Head User Management This new option in the Modules section allows you to specify which Establishments are permitted to manage their own EVC and Head accounts. Previously, only Staff accounts could be managed from Dashboard. If the school is added to the list, then EVC and Head accounts can be created from the Dashboard by any current EVC or HEAD user at the school. When editing any account at the school you also now have the option to set the account as EVC, EVC Admin Support or Head: 4

6 Enhanced Evaluation Module A new feature in the Evaluation module now allows System Administrators to set up more detailed evaluation section to be used alongside the default evaluation questions. This feature is built into the Custom Section tools so all you need to do is: 1) Create a custom section as normal. 2) Edit the custom section and click Yes in the new Evaluate Section question at the bottom 3) The custom section will not appear in the menu in edit mode and the section will not display in the flow when filling on the form: 5

7 4) Once a visit has taken place it automatically appears in the Evaluate tab, but when you click to complete the evaluation the screen is now split into two parts (only if an Evaluation Section exists). Simply click the link in Part 1 (the name of the link will be the name of the Evaluation Section there could be more than one!) and the section Evaluation Section will display: 6

8 Part 2: EVOLVE 2017 Enhancements Round-up As well as the features listed above, we have made numerous enhancements to EVOLVE. Although these are generally smaller updates, many users will find these just as beneficial, and they are grouped by: Reporting Enhancements Data Collection Enhancements User Management Provider Management Reporting Enhancements 1. The Statistical Summary now allow you to choose which visit types to include in your Report: 7

9 2. The Custom Report Visit Status now also includes All Planned (not yet approved), Staff (Level 1), and Level 2 so you can easily identify the status of every form: 3. A column has been added to the Recent tab in Track for Level 4 users (LA or Trust) to indicate who the form was approved by. This brings this in line with the Approved tab and the Visit Search screen: 8

10 4. The Visit Count report now includes DfES numbers: 5. In Reports Staffing Staff Awards/Qualifications, a checkbox has been added so that you can choose whether to show or hide expired awards in the report: 9

11 Data Collection Enhancements 6. If a user has a form awaiting an evaluation, a reminder pop up will now appear when the user logs in: 7. Approval levels for Onsite Enrichment activities are now configurable via System Control Panel and can be set to either LA, Head or EVC: 8. In System Control Panel Establishment, a new View icon has been added to each establishment which, when selected, will take you directly to the Form Search screen. Furthermore, it automatically filters to only show you forms for the selected establishment: 10

12 9. Parent and Child custom questions and their responses now display in the same order on the final visit form: 10. The number of characters you can now enter in the Intended Outcomes field has been increased to 500 characters: 11. In System Control Panel Establishments, a new View icon has been added to each establishment which, when selected, will take you directly to the Form Search screen. Furthermore, it automatically filters to only show you forms for the selected establishment: 11

13 12. Users are no longer able to add blank notes to forms. 13. When you click to view the Activity Leader Form (ALF) from the Visit Form, the ALF now opens in a new window rather than the same window. This prevents the Visit Form from being accidently closed when people have finished viewing the ALF. 12

14 14. The Activity Leader Form is now an optional Module rather than a core aspect of EVOLVE. This means that it can be switched off in the System Control Panel Modules: 15. In Control Panel Establishments, a new status filter menu has been added to the top of the screen so that you can choose to list active, inactive or all establishments: 13

15 16. A new Print icon appears just for Event Specific Notes which allows you to print just the Event Specific Notes rather than printing the entire form: 17. In Reports Visit Count, a new check box has been added to the screen so that you can choose to show or hide inactive establishments in the report: 18. Staff Awards. Previously, all users could add awards but only Staff or LA/Trust users could delete these. Now, all 4 levels (Staff, EVC, Head and LA/Trust) can delete awards provided they are not linked to a visit form: 14

16 User Management 19. The address field in User Profile in the System Control Panel has been widened for easier viewing: 20. A new Messenger button has been added to the Update User Details screen, which enables you to more easily send messages to users: 15

17 21. When adding a user in the System Control Panel, the [Continue] button now only appears once you have selected at least one of the account types. Previously, users were sometimes forgetting to do this and therefore once they clicked [Continue] they would get a message to tell them that they didn t select a type, but they would have to enter the details again. 22. In Control Panel Establishment Users at Establishment, a [+] button has been added to the top of this page so that you can easily add a user to the Establishment that you are looking at. When the add new user screen loads, the chosen Establishment is automatically selected in the menu and once completed the user is taken back to this users at Establishment. 16

18 23. Staff Visit History screen now includes the user s address and is a mailto: hyperlink so that clicking it will launch your mail client: 24. When adding a new staff account from within Dashboard, the automatically assigned username is now in the format {forename}{surname} rather than {surname} {initial} i.e. full name rather than initial, with no space: 25. When you view a message in EVOLVE you now have an option in the top right [Pop-out] which will open the message in a new window so that you can navigate around EVOLVE and still be able to view the message. You can also write and send your reply from the Pop-out. This makes it easier to deal with more in-depth queries received through Messenger: 17

19 Provider Management 26. In a Custom Report, each External Provider is now a link that opens up the provider information window. 27. In a Custom Report, the LOtC Quality Badge number is now displayed next to any External Provider that currently holds a badge. 28. On the Venues/External Providers page, the [Add] button has been moved to appear below the search bar to prompt users to start typing first. This ensures that users are checking if the provider already exists in the system and is designed to reduce the number of duplicate providers and venues: 18

20 29. A new search tool in Tools System Control Panel Providers allows you to view those Local List Providers that have been added by users, with no status allocated to them: This then lists all of the providers without any status. You can click on the (i) button to add notes, attachments, status etc. to the provider: This is particularly useful for those Local Authorities and Trusts that manage their own list of approved / checked providers. 19