Hatboro-Horsham School District Software Guide

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1 Hatboro-Horsham School District Software Guide

2 Welcome to the Hatboro Horsham School District You have been issued a district laptop with Windows 10 and Microsoft Office This laptop is labeled with the computer and user names. Software has been downloaded to your laptop to support your new position. This guide will help you better understand the basics of accessing the laptop software. After reviewing this guide, if you have additional questions, please contact the HHSD Technology Help Desk at Extension 5600 Software The following is a brief description of the district s operating system and software on your laptop: Windows 10 computer operating system Power source for shutting down, logging off, or locking your computer Start menu for access to applications Internet access through Chrome, Edge and Firefox browsers Microsoft Office 2013 suite of office products Outlook district and calendars (meetings are scheduled using this application) Word creates document Excel creates spreadsheets PowerPoint creates presentations CiscoAnyConnect Work from anywhere on a district laptop (with Internet connection) Access to all information stored on the district network Technology Help Desk technical support HHSD Help Desk Icon located on the desk to submit a ticket for help Extension 5600 calls the technology department for assistance Support@hatboro horsham.org submits an for technology assistance KeyNet Human Resources portal information Personal Data Payroll check history, paystubs, deduction, etc. Benefits health, dental, disability insurance, etc. Tuition Reimbursement request for course approvals Employee Leave request personal and vacation days and displays your leave history PowerSchool student information and data system Schedules Reports Student Information Page 2

3 Keystone Client business office software Purchasing enter purchase requests and receipts Vendors locating approved vendors for purchases Budgets preparation and entry data School Messenger (Administrators) communication tool to send information to a targeted group of school families or staff Time Clock Plus employee time and attendance recording system Canvas (Teachers) Learning Management System (LMS) Assignment and test creation My Learning Plan Evaluations (formerly OASYS) Observation and Evaluation forms Located on the same web portal as My Learning Plan My Learning Plan management system to register for Professional Development Siemens Phone System telephone Quick reference guide see various models Visual Guide A guide with information and screenshots has been provided to you to assist with navigating your laptop and applications. This guide is also available on the Hatboro Horsham school district intranet page. To access this document Sign into SchoolWires, click on the For Staff tab, click on Technology Tab and choose Software Guide for Employees. You can also type the URL below into your browser to access the electronic version. In addition there is shortcut on your desktop to this Guide. Guide-for-Employees.pdf Page 3

4 Table of Contents Window Microsoft... 6 Cisco AnyConnect... 7 Technology Help Desk... 8 KeyNet PowerSchool (Administrator) Keystone Client School Messenger Time Clock Plus (Employee) KeyNet Time Clock Plus Clock In and Out Time Clock Manager (Administrator) My Learning Plan My Learning Plan Evaluations Telephone

Windows 10 Logging on to your laptop. This is the screen that appears when your computer is turned on.

This will be your district username. Password: Your first time password is the last four numbers of your SSN.

Password change: Requires eight characters with one capital letter, one number and or symbol.

5 Windows 10 Logging on to your laptop. This is the screen that appears when your computer is turned on. Username: For your first time logon, enter the username that is provided to you. This will be your district username. Password: Your first time password is the last four numbers of your SSN. You will be required to your change password. Password change: Requires eight characters with one capital letter, one number and or symbol. You cannot use your first or last name in your password. Passwords expire every 90 days. You will need to change your password. When entering a new password, it may not be one of your five previously used passwords. Page 5

6 Microsoft Office Locating Microsoft Outlook. This is the Hatboro Horsham desktop. To get to this view: Click on the Microsoft Start menu button and then click on to open Microsoft Outlook. This is the application for sending and receiving , receiving and creating meetings in your calendar, notes and contacts. Page 6

The following window appears: Click The following window

7 Cisco AnyConnect Accessing the HHSD network from outside Click on the Microsoft Start menu button and then click on The following window appears: Click The following window appears: Type your username and password and click OK Page 7

Technology Help Desk Contact information for technology support Click on the desktop shortcut for HHSD HelpDesk. appears: This is for entering technology support tickets.

8 Technology Help Desk Contact information for technology support Click on the desktop shortcut for HHSD HelpDesk. appears: This is for entering technology support tickets. This window Type your address and click continue. This window appears: Building, First Name and Last Name will auto populate. Enter your phone number. Choose the appropriate class from the drop down menu, enter subject and the details of your support issue and then click create ticket. Also, you can horsham.org or call extension 5600 for technology support. Page 8

KeyNet Human Resources Portal Logging in to KeyNet Click on

This window appears: Enter your Username and Password.

The My Information Tab has Personal Data, Payroll, Benefits

Personal Data can be edited and other information can be

9 KeyNet Human Resources Portal Logging in to KeyNet Click on the desktop shortcut for HHSD KeyNet. This window appears: Enter your Username and Password. Click LOGIN. The portal is now open. The My Information Tab has Personal Data, Payroll, Benefits and Leave History. Personal Data can be edited and other information can be reviewed. To access your paystub, under Payroll, select check history, then click on CHECK NUMBER. This opens a window with paystub information. Page 9

Click on This window appears: To request leave enter start and end dates.

10 Requesting Leave and Reviewing Leave History On My Information Tab drop down, select Leave History. This window appears: This screen shows sick, vacation and personal time available. Click on This window appears: To request leave enter start and end dates. If requesting a half day (1/2) check the appropriate partial day box. Then click When finished click button. Page 10

11 Course Approval On My Information Tab drop down, select Personal Data, Education. Click on This window appears: Page 11

This window appears: Enter your network username and password.

12 PowerSchool (Administrator) To access PowerSchool, type or paste this URL horsham.org/admin/pw.html into a web browser. This window appears: Enter your network username and password. Click Sign In. This window appears: This screen is used to search for students. Page 12

13 Once a student is selected the Quick Lookup screen with the student s information is shown. The information listed on the left hand side gives you choices for more detailed information. Page 13

This window appears: Sign in with network User ID and password.

14 Keystone Client Logging into Keystone Client Click on the desktop shortcut for Keystone Client. This window appears: Sign in with network User ID and password. Used for vendor information, budget preparation and entry, purchase order requests and receipts and supervisor access to employee absence entry. Page 14

SchoolMessenger (Administrators) Logging into SchoolMessenger Go to https://asp.schoolmessenger.

Enter the subject of your blast and select the recipients. Recipient lists can be pre made or selected at the time you create the blast.

15 SchoolMessenger (Administrators) Logging into SchoolMessenger Go to and enter your username and password to this website. How to send a School Messenger blast Click on New Broadcast. Enter the subject of your blast and select the recipients. Recipient lists can be pre made or selected at the time you create the blast. You will only be able to view/select your building staff and students. The Type of broadcast will always be General. There is a separate login for emergency blasts. Click on Continue. Page 15

Determine how you want to send your blast, (home) phone, email and/or text. More than one can be used.

If you have a saved message, click on Load Saved Message and select.

You can record a voice message or type in text the system will translate to a voice message.

16 Determine how you want to send your blast, (home) phone, and/or text. More than one can be used. Texting is mainly used for emergency messages. To send by phone, click on the phone button. If you have a saved message, click on Load Saved Message and select. The saved message will already have the message types selected. Click on Continue to go right to submission screen. You can record a voice message or type in text the system will translate to a voice message. To record a message, enter your phone number and click on Call Now to Record. The system will call you, then follow the prompts given over the phone. Or select Text to Speech and type in your message. Preview the recording to make sure the text is being properly converted. Click on Save Phone Message. Page 16

17 Page 17

18 To send by , click on . The default from will be yours; however, you will be prompted to change it to the correct domain. Click on use the default on the pop up message to enter the correct domain. Type in text. Always preview to make sure the formatting is correct. Click on Save Message. Page 18

If you need to go back, you have to start from the beginning. You are not able to go back a screen.

19 When you are finished selecting message types, click on continue. Check to make sure the proper number of recipients and message types have been entered. If you need to go back, you have to start from the beginning. You are not able to go back a screen. If you prefer to send the message at a later time, click on Schedule to Send Later. Enter the start date and times and click on Submit Schedule Message. Page 19

Click on Staff at top of page and log in using your district username and password to take you to the Intranet page.

20 TimeClock Plus (Employee) How to enter hours through KeyNet To enter hours through KeyNet, you must be given permission. 1. Go to District internet page using Google Chrome, FireFox or Microsoft Edge*. Click on Staff at top of page and log in using your district username and password to take you to the Intranet page. *Internet Explorer does not work in KeyNet. 2. Click on the For Staff tab, and then click on the KeyNet icon. Log on again using your district username and password. Page 20

3. Click on On Screen Time Clock in blue

Click on Time Sheet Entry and then select

21 3. Click on On Screen Time Clock in blue on the left side of the screen. Enter your employee ID number and click on Login. Pin Number is not needed. Click on Time Sheet Entry and then select Single or Multiple entry. If you do not have permission, a pop up message will appear. Or you will not see the Time Sheet Entry button. Page 21

Next, enter your starting date and time and ending date and time Choose your job code from the drop down list. This will be different for each person.

This will put you on the TimeClock Plus screen. Click on Exit. View Hours shows all your time recorded in the system.

22 Next, enter your starting date and time and ending date and time Choose your job code from the drop down list. This will be different for each person. In the shift note field, a brief description (one line) of what you are doing. Click Add Click Save Click OK. This will put you on the TimeClock Plus screen. Click on Exit. View Hours shows all your time recorded in the system. Use the arrows to look at previous history. Note: Timesheets must be completed the day of work or you will receive an error message which reads outside valid entry period. Contact your supervisor if you see this message. Page 22

Click on All Apps right above Window icon Scroll down and

23 TimeClock Plus (Employee) How to Clock In and Out Click on the Window icon at the bottom left side of your screen Click on All Apps right above Window icon Scroll down and click on TimeClock Plus 6.0 and then On Screen TimeClock Page 23

To clock in, click on Clock In and enter your Employee ID number on the

To clock out, click on Clock Out and enter your Employee ID number on

You will see a message that your entry was successful.

24 To clock in, click on Clock In and enter your Employee ID number on the pop up screen, then click on Ok. To clock out, click on Clock Out and enter your Employee ID number on the pop up screen, then click on Ok. If you get this message, you are not entered in the TimeClock Plus system. Please contact your supervisor. Next, you will see the current time and date. Click on Continue. You will see a message that your entry was successful. If you forgot to clock in, but clocked out, you will get this message. Click on Yes. Enter the time you started and click on Ok. Page 24

25 To enter your time as a time sheet, click on Timesheet Entry Enter your employee ID number Fill in Date In, Time In, Date Out and Time Out Click on Save. Click on the plus (+) sign if you need to make a note of the entry and click Ok. Page 25

26 Click on View and enter your employee ID Here you can view your weekly hours, last punch and messages. You can also print or this information. Page 26

27 TimeClock Manager (Administrator) TimeClock Plus Manager System Enter Time Sheets 1. Click on the TimeClock Plus icon and log in using your district username and password. 2. Click on Employee and then Enter time sheets. Page 27

28 3. Double click on the appropriate employee (blanked out for privacy). Note: Click on the Last Name heading to put in alphabetical order. 4. Enter Date, time, hours and job code. 5. Click on the plus sign under note to put in reason for time. 6. Click on Save. Page 28

Enter date, time, hours, job code and not to explain

29 Enter Quick Add Hours 1. Click on employee and then Quick add hours. 2. Click on appropriate employee (blanked out for privacy) and Time sheet entry box. 3. Enter date, time, hours, job code and not to explain reason for hours. 4. At the bottom of the screen, click on process 5. Then click Yes on pop up screen, then Close. Page 29

Double click on the appropriate employee (blanked out for privacy). 3.

30 Editing Hours 1. Click on employee and then Edit hours. The current week will automatically appear. 2. Double click on the appropriate employee (blanked out for privacy). 3. Click on the entry you need to edit and right click, then click on Edit segment. You can also add and delete a segment. 4. Click Ok Page 30

31 History 1. Click on employee (blanked out for privacy) and then Edit hours. The current week will automatically appear. 2. Double click on appropriate employee. 3. At bottom of screen, click on History. 4. Click on appropriate date on pop up calendar. Page 31

Click on box stating Only display unapproved missed punches.

32 Missed Punches 1. Click on employee and then Missed punches. 2. Enter correct payroll period manually or select from drop down menu. 3. Click on box stating Only display unapproved missed punches. Then click on Update. This will give you a list of employees with missed punches that were not approved. Page 32

33 4. Click on the line that you want to approve; then go to the bottom of the screen and click on Approve In or Approve Out. Line will turn from blue to green. Page 33

Approval 1. Click on Employee and then Approval manager. 2.

This will list all your employees that need to be approved for this pay. 3.

This will approve all days for that employee and a red check mark will appear. 4.

34 Approval 1. Click on Employee and then Approval manager. 2. Enter the start and end dates you are looking for or select from the dropdown box. Then click on Update. This will list all your employees that need to be approved for this pay. 3. For individual approval, click on the red arrow next to employee name. This will approve all days for that employee and a red check mark will appear. 4. To approve all employees, click on any employee line, then hold the shift key down and click on the down arrow to highlight all employees. Right click and then click on Approve then Management if first approval, or Other if second approval. 5. When all segments have been approved, click on Close. Page 34

MyLearningPlan Open your web browser and type in http://mlp.hatboro horsham.

35 MyLearningPlan Open your web browser and type in horsham.org Log into the website by entering your district computer Username and Password and click on the Login button The first screen you see is the home page detailing the status of all your professional development activities. You will also see Instructor and District Admin tabs at the top right corner if you have been given those rights. Icons will appear next to activities indicating additional information. If you need additional assistance with the MyLearningPlan please contact your administrative supervisor or a colleague for additional assistance. Page 35

MyLearningPlan Evaluations Accessing MyLeanringPlan Evaluations (Formerly MyLearningPlan OASYS) A brief overview of the evaluation component and initial navigation of the system Open your preferred

It is nested under the My Info selection. There are three primary sections to each evaluation: 1) The Evaluation for a specific time period Evaluation Date Date a.

36 MyLearningPlan Evaluations Accessing MyLeanringPlan Evaluations (Formerly MyLearningPlan OASYS) A brief overview of the evaluation component and initial navigation of the system Open your preferred web browser and navigate to horsham.org (Hatboro Horsham Users cannot login from mylearningplan.com) Username: Password: Your Network Username (i.e. jsmith) Your Network Password To access your Evaluation forms and information please click the My Evaluations Link in the left navigation bar. It is nested under the My Info selection. There are three primary sections to each evaluation: 1) The Evaluation for a specific time period Evaluation Date Date a. This selection will show each form that has been assigned for completion by the staff member and all forms that have been completed by an administrator as a primary part of your evaluation. 2) Ad Hoc Elements a. Ad Hoc Elements are additional forms that have been added to an evaluation. These are typically supporting documents for walkthroughs, faculty handbook acknowledgements, and other forms that may be deemed necessary for staff members. 3) Artifact Files a. Artifact Files are supporting documents that may be added to the evaluation process by either an administrator or the professional staff member. b. These documents can be attached to forms as additional support and documentation for an individual s evaluation. Page 36

Each form has multiple options: This option allows an individual to edit the form This option allows an individual to view a particular form This option allows an individual to

37 The Evaluation section is depicted below Each Component of an individual s evaluation is listed in this view. To view the forms attached to an evaluation component please select the (+) icon which will display the forms associated with that component. Each form has multiple options: This option allows an individual to edit the form This option allows an individual to view a particular form This option allows an individual to send the form to another person/administrator This option allows an individual to finalize or acknowledge a form If you need additional assistance with the evaluation functions of MyLearningPlan please contact your administrative supervisor or a colleague for additional assistance. Page 37

Telephone HOLD TRANSFER Press Button with Blinking Light TO CALL 911 YOU MUST DIAL 9911 To

SCROLL FORWARD PRESS < TO SCROLL BACKWARD Dial Ext or 9 + Number To consult privately with

Ring Volume or scroll and Select Ring Tone Press (+) or( ) to adjust setting Select to Save

38 Telephone HOLD TRANSFER Press Button with Blinking Light TO CALL 911 YOU MUST DIAL 9911 To consult privately with two parties: During a call: GUIDANCE KEYS PRESS TO SELECT PRESS > TO SCROLL FORWARD PRESS < TO SCROLL BACKWARD Dial Ext or 9 + Number To consult privately with each party: AUDIO SITTING To Program: Press (+) Key Configure Telephone will display Select Ring Volume or scroll and Select Ring Tone Press (+) or( ) to adjust setting Select to Save and exit CALLBACK When line is busy or no answer: Get Dial Tone Dial #58 (will cancel all callbacks) Page 38

39 CONFERENCE (up to 5 parties) During a call: Scroll & Select Start Conference Dial Ext or 9 + number Announce the Call Select Conference To add additional parties: Scroll & Select Add Party Dial Ext or 9 + number Announce the Call Select Conference To reconnect when party is not joining: Select Quit & Return To drop a specific party: Scroll & Select View Conf Parties Select Next When the number you want removed is displayed Scroll and Select Remove Party For MASTER to hand off control: Scroll & Select Leave Conference NOTE: the conf Master is the only user who sees Add Party in their screen FORWARDING To set: Dial *1 Press 1 All Calls 2 External Calls Only 3 Internal Calls Only Dial Extension and hang up To cancel: Dial#1 REDIAL The Last Three External numbers dialed are stored: To use: Press Redial Once for the last number, twice for the next to last number, three times for the third to last number DISCONNECT To disconnect from a call: VOICE MAIL Press Release Or Place handset back in cradle Default Password: 1111# Access your mailbox from outside: Change your PW: Access Voic , 9 then 3 Record First & Last Name: Access Voic 8 then 4 Record Greeting: Access VM 8, 1, 1 (Alternate Greeting) Recommended Greeting: Hello this is the mailbox of (your name) I am not available to take your call. Please leave a detailed message at the tone and I will return your call. If you need immediate assistance please call the main office at XXXX. Thank you Extension for your building: Blair Mill 5200 Crooked Billet 5300 Hallowell 5900 Pennypack 5400 Simmons 5700 Keith Valley 5050 High School 5500 Page 39

40 Telephone (Teacher) MAKE CALLS Internal Dial 4 digit extension number. External Dial XXX XXX XXXX TO CALL 911 YOU MUST DIAL 9911 INCOMING CALLS During school hours will go directly to voic , before & after calls will ring. PHONE SETTINGS Press + OR Button then dial 1 (hear ring volume). Press + or to adjust. Press + OR Button then dial 2 (hear ring pitch). Press + or to adjust. Press both + and simultaneously to save the new setting. Hardware Notes: Your telephone keypad is active. You don't have to lift the handset or press your line when you wish to dial. However, since you only have a one way speaker phone, you need to lift the handset to converse. Pressing your line button while on a call will disconnect the call. HOLD While on a call press HOLD, replace handset. To Retrieve: Lift handset, press the flashing line. TRANSFER With a call on the line, press Consult/XFR., dial 4 digit extension, announce call, hang up. To return to the original caller press the flashing line. FORWARD Temporarily redirects calls to another extension or Voic . Vmail forward number is x7397. To forward all your calls: Dial * 11, enter the extension you want to forward your calls to, hang up. (Your line will flicker as a reminder that your calls are forwarded) To Cancel forwarding: Dial # 1 NURSE Press to speed dial the nurse's office EMERGENCY BUTTON FOR SERIOUS EMERGENCY ONLY!!! ACTIVATES BETWEEN 5 & 18 TELEPHONES MAILBOX Press to access your voic Note: To program your mailbox with two greetings follow the voice prompts to record alternate greeting # 1 and alternate greeting #2. Page 40

41 For Example: Greeting #1 you have reached the voic box of (your name), at the tone please leave a message and I will return your call asap. If you need immediate assistance please dial 0 # to be transferred to the main office. Greeting #2 you have reached the mailbox of (your name), I will not be in school today so please dial O # to speak with the main office or you may leave a message after the tone if this is not an urgent matter. Thank you! After the two greetings have been recorded you may tum on the appropriate greeting by following the voic prompts, you do not need to keep re recording. Page 41

ShoreTel IP Phone 655 Quick Reference

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