Zentrale Informatik Business Applications Webportal Business Applications Attendance List for Study Program Coordinators

Transcription

1 Zentrale Informatik Business Applications Webportal Business Applications Attendance List for Study Program Coordinators Author: Marc Rauber Date: 12 December 2015 Version: 1.5 File Name: Attendance-List-for-Study-Program-Coordinators_v15-e.docx

2 About this Document About this Document Version Date Changes/Comments Abbreviation April 2011 First version MAR May 2011 Incorporated new corporate design (e.g. new UZH logo) MAR September 2011 Document revised MAR April 2012 / 30 April January 2013 / 2 May 2013 Settings for pop-up blocker Revisions due to changes in the Portal system as of 1 January 2013; log on with short name instead of m-number; addition of new chapter "Change Password" (chapter 2); Translation to English December 2015 Revisions due to changes regarding log on (new log on with webpass) and regarding layout MAR MAR MAR / CRU Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 2

3 Table of Contents Table of Contents 1 Accessing the Webportal Business Applications 4 2 Change language 5 3 Select a Semester 8 4 Search for Module Search for your own modules Search for module according to code and/or title 10 5 View Search Results 13 6 View Attendance List 14 7 Details on Module / Course 16 8 View Search Results on Courses and Course Groups 17 9 Details on Students Exporting Data Sending s to Students Sending s with attachments Sending s to selected students Table Settings Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 3

4 Accessing the Webportal Business Applications 1 Accessing the Webportal Business Applications To log on to the Webportal Business Applications, please use a newer version of either Firefox, Safarai, Google Chrome or Internet Explorer (please see: technologie/swversionen_2.html webpage in German) and activate the URL The logon screen appears in German (if language is not yet changed to English) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 4

5 Change language Please enter your user name (short name/ Benutzername ) and your password and click or. Your short name (user name) often begins with the first letter of your first name, followed by the first five letters of your last name, for example mraube for Marc-André Rauber. You can set your WebPass password directly in the Identity Manager ( setzen. Please follow these instructions: If you are not sure if you know your WebPass password, you can try to log on the ZORA website; the password needed is the same as for the Webportal Business Applications. To get support please contact your CM advisor (person responsible for content management) at your faculty ( or the ServiceDesk ( (webpages in German). You will then receive a list of all functions that you are authorized to use (depending on your user role). With the role "Study Program Coordinator", the page "Attendance List for Members for Study Program Coordinators" appears automatically. There you can define the search criteria (semester, module code or advanced search according to course) for the module in question. Please follow the instructions in the chapters "Select a Semester" and "Search for Module". 2 Change language You can choose between German and English. The Portal's standard language is German and you will have to modify your language preferences on the German page. To change the language, follow these steps: a) Click Personalisieren ("Personalize") at the top of the screen Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 5

6 Change language b) Click Ändern or "Modify". or c) Choose the desired language (German or English; Deutsch or Englisch ) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 6

7 Change language Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 7

8 Select a Semester d) Click "Sichern or Save" or e) Close the browser window. f) Log off the Portal. The language settings will only take effect after you log on again. g) Log on again, following the instructions in chapter one. 3 Select a Semester The following menu will appear. Click on the desired function. After selecting the function "Attendance List", you must select the semester for which you would like to have a list. The current semester is given as a default in the box (see example below); from 1 August 2015 to 31 January 2016: fall semester 2015; from 1 February 2016 to 31 July 2016: spring semester 2016; etc.) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 8

9 Search for Module Click to select a different semester: Six earlier and one later semester also appear in the box. Select the desired row by clicking on it. 4 Search for Module Please note: You can only view modules in which you have the study program coordination (according to the data in the SAP system); that means you can view modules which are offered by your organisational unit (maybe also by other organisational units for which you have the authorisation to modify modules on your account in the SAP system P22). Modules which are offered by an organisational unit for which you do not have the authorisation to modify modules (modules for which others have the study program coordination) are not included in the search and will not be shown on the list of results. 4.1 Search for your modules of organisational units you are authorised In the box "Name" you will see your own name. With the user role "Study Program Coordinators", you can only view modules in which you have the study program coordination (according to the data in the SAP system); that means you can view modules which are offered by your organisational unit (maybe also by other organisational units for which you have the authorisation to modify modules on your account in the SAP system P22) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 9

10 Search for Module Please leave the field "Module Code" empty and click (or press "ENTER") to view all modules you are authorised to see. Modules without bookings will also be shown, provided the selection criteria are fulfilled. If you go to the advanced search again (go to "Name"), the results of your last search will be shown. You can change the search criteria there and start a new search. 4.2 Search for module according to code and/or title You can search for modules by entering the module code (or a part thereof). Enter the desired code in the field "Module code" (you do not have to enter the first four characters of the code e.g. 07SM). You can also only enter a part of the code e.g. BIO). Please note that the module code may not contain an asterisk (*) and that no results will be given for codes with an asterisk. Click the button (or press ENTER) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 10

11 Search for Module Provided at least one module has been found, you can now view the students per module, or if available per course and course group. Click on the module code (code is underlined) in order to receive the attendance list. You can also search for the desired module via "Advanced Search". To do so, click "Advanced Search" to the right of the input box "Module Code". A pop-up "Search for Module" will appear. Search for module (by entering module code and/or title) In addition to searching for a module by entering your name, you can also search by entering the module code and/or the module title (or parts thereof). The module title is the official title of the module, which can be up to 40 characters long in the SAP system P22. If the module has an extended text (entry may be up to 120 characters long), the system cannot search for partial texts. Only module titles with up to 40 characters at the most can be found. Search help Individual modules can be found by using the search help. To do so, you must enter either parts of the module code or the module title, then click "Find" Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 11

12 Search for Module Please choose the desired module by clicking on the correct row in the column on the left. The correct row contains the object abbreviation (code), name, object ID and starting date of the desired module: Select the desired module by clicking on the object abbreviation (code) to receive the search results Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 12

13 View Search Results If the search requires a lot of time, the Please Wait symbol appears: 5 View Search Results In the search results (after "Search for Module", a list appears with the tabs "Module", "Courses", and "Groups": Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 13

14 View Attendance List In the column "Booked", you can view the number of bookings per module in the selected semester. In the column "Courses", you can view the number of related courses in the selected semester. In the column "Group", you can view the number of related course groups in the selected semester. Please see the chapter "View Details on Module / Course" for details on the module. To view an attendance list, follow the instructions in the chapter "View Attendance List". 6 View Attendance List Click on the module code (module code is underlined) in the search results Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 14

15 View Attendance List...and the attendance list appears as follows (provided bookings have been registered in the selected semester): Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 15

16 Details on Module / Course If desired, more columns with other data can be selected, or the existing ones can be hidden (see chapter "Table Settings"). For example, modules booked in addition to the selected module can be viewed. 7 Details on Module / Course Click and/or course in question: above the attendance list to view details on the module Click the button "Cancel" to return to the attendance list Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 16

17 View Search Results on Courses and Course Groups 8 View Search Results on Courses and Course Groups You can change from the tab "Modules" to view "Courses" by clicking the correct tab: The number of found objects will appear in brackets. In the example above, there is one module, three courses, and zero course groups. You can click on an object in each tab to view the corresponding attendance list, provided bookings have been registered in the semester selected. It will be clearly indicated if no data are available in the table Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 17

18 Details on Students Number of bookings at the level of courses does not necessarily have to be the same as the number of bookings for modules. There are often several courses per module. 9 Details on Students If desired, detailed information on individual students can be displayed on the attendance list. To do so, click on the student ID number of the person in question: Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 18

19 Exporting Data 10 Exporting Data You can export the entire list as a PDF or Excel file. To do so, click or. If you would like to export the data to an Excel file, you can choose addresses and information on enrollment in addition to the standard data. This information will be exported with the rest of the data. You can select this information by checking the desired box: The following fields will be exported: Standard: Student ID number; last name, first name, ; date of booking; module code; name of group; date Address: Enrollments: Courses: Street; house number; postal code; town/city; country code Degree program; program type (major/minor/partial); module group type; module group per discipline Student ID number; last name; first name; ; date of booking; module code; module name; course code; name of course; name of group; date (date of Excel download; status of exported data) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 19

20 Exporting Data Afterwards select Excel export and the desired format...and... open (and choose the program for viewing the data, i.e. Excel) or save the file Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 20

21 Exporting Data The exported Excel file can be opened and viewed: You can make any formatting changes you like for the Excel file. To do so, please follow the instructions in the chapter "Table Settings". To export an attendance list as a PDF file, click the button Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 21

22 Exporting Data Click "Attendance List (PDF)"......and select an application for example Adobe Reader to open the file Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 22

23 Exporting Data Depending on the web browser you use, it can happen that you will be asked permission to open Pop Ups, for the time being i.e. using the Internet Explorers (IE). In such a case please choose Immer zulassen ( Alwasy Allow ) or set in the web browser (IE: Extras -> Internetoptionen -> Datenschutz -> Popupblocker einschalten -> Einstellungen ) the website idared.uzh.ch as exception, if Pop Ups are otherwise blocked (which is recommended) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 23

24 Exporting Data Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 24

25 Sending s to Students 11 Sending s to Students You can send s to selected students. To send all students in a module an , click Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 25

26 Sending s to Students The following window appears: Your address is automatically entered in the fields "From" and "To". You can change the address in the field "To", if desired Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 26

27 Sending s to Students Please note: The recipients of the will send a reply to the address given in the field "From". Please be sure you have access to this account. You may also change the default text in the field "Subject". (The default text is the name of the module.) Please write your message in the field "Message". Please note: You are working in a web application. To meet operational and safety standards, you will be automatically logged off if you have been inactive for a longer period of time. The system registers you as inactive when you are writing a text. If you need to write longer messages, we recommend that you write the text in advance in another program (e.g. Word), and then copy it to the Portal's application. Be sure that you only use formats that the Portal's application recognizes. When you are ready to send the , click Sending s with attachments To send an with one or several attachments (e.g. one or more PDF files), click "Search" before you send the . Choose the desired file, then click "Upload". If you would like to send several attachments, you must repeat the process for each file. The name and size of the uploaded file appear next to "Attachments" (see image below) Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 27

28 Sending s to Students 11.2 Sending s to selected students There are two ways to select students. Click "CTRL", and continue holding the key while selecting individual students. This enables you to choose freely. Apple computers sometime do not allow this function. If this is the case, hold the "Shift" key to select an entire area. It is a good idea to re-arrange the list first so that the students you want to select are grouped together. You can do this by clicking the small arrows in the corresponding fields or by clicking the headers themselves to invert the order in which the information appears. Then select the first entry, press and hold the "Shift" key and choose the last entry in the group you want to select. You can remove displayed columns the same way Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 28

29 Sending s to Students The following window appears to allow you to send an to the selected student(s). After writing the , click to send the message Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 29

30 Table Settings 12 Table Settings By clicking, you can select columns, re-arrange, filter and format the table. "Select column" Hidden columns can be selected and added to the field "Displayed Columns" by clicking Add Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 30

31 Table Settings You can filter a table (attendance list) in the Portal by clicking on. For example set filter on bookings with booking date between and Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 31

32 Table Settings The list is filtered now Attendance-List-for-Study-Program-Coordinators_v15-e.docx Page 32