Baldrige Online Scorebook Solution (BOSS) Users Guide.

Transcription

1 Baldrige Online Scorebook Solution (BOSS) Users Guide

2 Welcome to the official TPE scorebook software for examiners, the Baldrige Online Scorebook Solution (BOSS). TPE's version of BOSS is 3 cycles behind the Baldrige Performance Excellence Program's (BPEP) version at the national-level. Although it is very similar, there are slight differences. As you begin to use the program you will notice references to the Malcolm Baldrige National Quality Award and BPEP. Please disregard that information and address all inquiries to the points of contact we provide in this users guide. We have laid-out this guide in logical sequence for you. To begin the process, you will receive and invitation to get started in BOSS from Dianne King (dianne@partnershipohio.org). Next, you will receive a second from her with your temporary password. YOU MUST login to BOSS and change your password within 72 hours of receiving the second or your account will be deactivated. Once you are logged- in, navigate the system and become familiar with its features. You will practice using BOSS during your pre-work and use BOSS during an actual examination beginning the first week in December. BOSS is an intuitive program and there is no special training required. Examiners have provided feedback for many years at the nation-level and state-level, indicating how easy the program is. We have also provided the slides from New Examiner Orientation and 2-day Examiner Training which cover BOSS, and will be reviewed in class. Thank you for volunteering to serve as an examiner this year! 2

3 BOSS USERS GUIDE Table of Contents Description Page 3 Step Login Process 4 BOSS Tip Sheet 7 TPE BOSS Help Topics 9 BOSS Training Slides 11 3

4 STEP ONE. WATCH FOR THIS FIRST Welcome to the Baldrige Online Scorebook Solution (BOSS). Getting Started First, please check your browser settings. Open up a browser session (e.g., Internet Explorer). Click on Tools, then Internet Options. Click on the Advanced tab. Scroll down through the settings to find "Use TLS 1.0," and be sure it is checked. Click on Apply and OK to save the setting. The URL for the site is: Your username is: TPEXXXXX Once we activate your account, you will receive a temporary password in a second at this address, which is the primary address we have for you in our database. 1. Open a browser and navigate to Enter your username and temporary password. Please remember that both are case sensitive. 4

5 2. Answer the three questions on the screen using AAA, BBB and CCC. If you forget your password later, providing the same answers to these questions will enable you to verify your identity and reset your password. 3. Follow the directions on the "Change Password" screen to set a new password that meets the requirements shown on the screen. 4. If you see an Adobe request to save some data on your local machine, click "yes." This allows BOSS to store data (such as the Criteria and glossary text) locally and run more efficiently. This one-time request will appear on every machine you use to access BOSS. 5. Read, agree to, and acknowledge the Code of Ethical Conduct. 6. Complete the Conflict of Interest questionnaire. When you determine that you have no conflicts and save your responses, you will gain access to BOSS. BOSS Feature Highlights: Security: Meets federal requirements. Availability: Access BOSS from any Internet-connected computer at any time. Self-service password: Change your password by answering security questions. Built-in formatting: Enter text in database-driven fields, eliminating table-formatting issues. Spelling checker: not yet active Criteria: Available within BOSS; toggle the Criteria pane on and off by clicking an icon. Glossary: Available within BOSS; click on a term to see the definition in a pop-up. File upload and viewing area: for team agendas, timelines, etc. Customizable view: Adjust the size of columns, panes, and fonts, and sort many columns. Flexible format: See and save Item Worksheets and scorebooks in Microsoft Word format. New to BOSS New drop down box to select the appropriate item reference for the comment Score must be consistent with the selected scoring range for each item No requirement to mark items or individual sections complete Scorebook Progress tab now shows the number of Strengths and OFIs for each item as well as the scoring range and score A "BOSS Suggestion" icon (top right of screen) where you can record any suggestions or ideas related to BOSS as you navigate through the interface. If you have any questions or need assistance, please send an to dianne@partnershipohio.org.. Refer to the Examiner Resource Learning Center for more information: 5

6 STEP TWO. WATCH FOR THIS SECOND This is your temporary password: zd6yydcehngc (Any reply to this will be addressed to STEP THREE. FOLLOW THE INSTRUCTIONS TO RESET YOUR PASSWORD. 6

7 TPE BOSS Tip Sheet Link Initial Log In TPE BOSS system at Tip: Bookmark this link to make BOSS easier to access. You will receive two s from containing your username and temporary password. Note that you will need to log in to the BOSS system within 72 hours of receipt to activate your user account. You will also need to change your password at that time. 1. First, check your browser settings. Open up a browser session (e.g., Internet Explorer). Click on Tools, then Internet Options. Click on the Advanced tab. Scroll down through the settings to find Use TLS 1.0, and be sure it is checked. First click on Apply and then OK to save the setting. 2. Open a browser and navigate to Enter your username and temporary password. Please remember that your temporary password is case sensitive. 3. Answer the three security questions on the screen using AAA, BBB and CCC. If you forget your password later, providing the same answers to these questions will enable you to verify your identity and reset your password. 4. Follow the directions on the Change Password screen to set a new password that meets the requirements shown on the screen. 5. If you see an Adobe request to save some data on your local machine, click yes. This allows BOSS to store data (such as the Criteria and glossary text) locally and run more efficiently. This one-time request will appear on every machine you use to access BOSS. 6. Read, agree to, and acknowledge the Code of Ethical Conduct. Password Reset If you fail to log in to BOSS within 72 hours of receiving your username and temporary password, dianne@partnershipohio.org to have a new temporary password issued. Be sure to use New Temp PW Needed in the subject line of your . Once you have completed your initial log in, you can use the Forgot your password? button on the log in screen to have a new temporary password sent to the address on file. You will need to answer the security questions (AAA, BBB, CCC). Timeout Browser Back and Forward Buttons BOSS is set to timeout after 30 minutes of inactivity and will not auto-save your work. Please be sure to save often to avoid losing your work! Please note that these are not available in BOSS. If you click on the back or forward arrows, you will be forced out of the BOSS application and will need to log back into the system. 7

8 BOSS Screens Once you log in to BOSS, you will have the option to access the following screens: Overview Screen/Notifications: Used to display team notifications; also used by the team leader to monitor the team s progress. Conflict of Interest Screen: This screen should be blacked out; TPE completes our conflict of interest independent of BOSS. Scorebook Progress Screen: Provides an overview of completed sections within the Scorebook; displays the number of strengths, opportunities for improvement (OFIs), and the score given to each item. Key Factors Screen: Used to enter Key Factors from the consolidated list. Initial Thoughts Screen: Used to capture your initial thoughts as you read the application for the first time. This is also a good place to note results you expect to see in Category 7. Item Review Worksheets (IRW) Screen: Used to evaluate each Criteria item; each IRW contains panels for entering relevant Key Factors, Strengths, OFIs, and a score. Score Summary Screen: Displays the scores assigned to each completed item in the scorebook. Accessing the Criteria Spell Check not currently functional Printing from BOSS The Criteria for Performance Excellence has been loaded into the BOSS system. The appropriate sections of the Criteria can be accessed from the individual Independent Review Worksheet as well as the Key Factors screen. Use the Criteria icon in the top right-hand corner of these worksheets. A check spelling icon is available next to each text box for entering Key Factors, observations (short description of the Strength or OFI), evidence, and feedbackready comments. Each Independent Review Worksheet screen, as well as the Key Factors screen, contains a show worksheet icon. Click on this icon to preview the worksheet you wish to print. Open the Word document that appears and print or save to your computer. Help! BOSS is meant to be available 24/7. If it is offline when you are ready to do your work, please dianne@partnershipohio.org. For BOSS technical assistance and how-to s phone one of the help lines below. But don t stop working! Open a word document to capture your strengths and OFIs and cut and paste them into BOSS later. Mike Belter mlbelter@aep.com, (w), (c) 8

9 TPE BOSS HELP TOPICS BOSS Connectivity BOSS is typically accessed using a Windows or Mac laptop or desktop. Connectivity and response rate may vary based on your Internet service provider and network conditions. Browser Back and Forward Buttons Not available in BOSS; if you click on the back or forward arrows, you will be forced out of the BOSS application and will need to log back into the system. Character Count Limits are set in most of the cells. When you reach the maximum number of characters in a cell, the cell border will change and you will need to adjust the amount of text. You also have a character counter that shows the number of characters as you type. The comment maximum is 1000 characters. Copy/Paste You can copy and paste from documents, the criteria, glossary terms Shortcuts include: Ctrl C (copy), Ctrl V (paste) Consensus Editing In Consensus Review, you can only edit Items for which you are the Lead. Feedback In Consensus Review, use the button at the upper right to invite Feedback or Suspend Feedback. Feedback can be printed. Drag/Drop of text, pages, files, etc. is not available in BOSS ipads with BOSS At this time, Adobe Flash and Adobe Reader (both used by the BOSS application) are not available for use with the ipad. Therefore, the ipad will not display all the elements of BOSS correctly. Key Factors Develop KF in a Word document and send to your Team Leader. Your Team Leader will send you a list of consolidated KF. Once received, do not edit this consolidated list. Examiners will individually enter each KF from the consolidated list into BOSS by cutting/copying & pasting. Icons Pencil allows you to edit Trash Can with red X allows you to delete Notifications The Overview/Notification screen appears immediately after the Scorebook loads. Always check the Notification screen for new postings. Only Administrators and Team Leaders can post notifications. Admins can post to all Examiners; Team Leaders can only post notifications to their team members. 9

10 Save The BOSS does not have an auto save feature built into the application at this time. You will need to click on the SAVE icon to save your work. Be sure to save your work on a regular basis. The session timeout is currently 30 minutes and your work will not be saved if your session times out and you did not click the save button. Spell Check (not currently functional) Because this is a database driven solution, spell check can only be done on the individual cells and not on the entire scorebook. At this time, you cannot add words to the spell check dictionary. Timeout Timeout is set at 30 minutes in accordance with security requirements. Undo Not available in BOSS. Word File Output Your data can be extracted to a Word document. You can use the Scorebook Summary icon at the top of the Overview Tab or the Worksheet icon next to the Criteria icon. 10

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12 8 Reasons to like the BOSS 1. It uses the structure of the criteria for a template-kfs, strength/ofi evidence, FBR Comments, Scores 2. The criteria themselves are available within BOSS as an aid (especially for new examiners) 3. It has character limits which will help prevent run-on comments. 4. It allows you to spellcheck your comments (sorry, not active this cycle) 5. Scorebook summary automatically calculates scores. 6. It automatically consolidates comments for the consensus round. This is a labor saving device for examiners. 7. It allows for easy access to feedback from other examiners during consensus. 8. It provides a management overview for the TLs to see where examiners are in completing their items during independent review Reasons to like the BOSS 1. It uses the structure of the criteria for a template-kfs, strength/ofi evidence, FBR Comments, Scores 2. The criteria themselves are available within BOSS as an aid (especially for new examiners) 3. It has character limits which will help prevent run-on comments. 4. It allows you to spellcheck your comments (sorry, not active this cycle) 5. Scorebook summary automatically calculates scores. 6. It automatically consolidates comments for the consensus round. This is a labor saving device for examiners. 7. It allows for easy access to feedback from other examiners during consensus. 8. It provides a management overview for the TLs to see where examiners are in completing their items during independent review

13 8 Reasons to like the BOSS 1. It uses the structure of the criteria for a template-kfs, strength/ofi evidence, FBR Comments, Scores 2. The criteria themselves are available within BOSS as an aid (especially for new examiners) 3. It has character limits which will help prevent run-on comments. 4. It allows you to spellcheck your comments (sorry, not active this cycle) 5. Scorebook summary automatically calculates scores. 6. It automatically consolidates comments for the consensus round. This is a labor saving device for examiners. 7. It allows for easy access to feedback from other examiners during consensus. 8. It provides a management overview for the TLs to see where examiners are in completing their items during independent review. 114 Look for &read this 1st from dianne@partnershipohio.org Welcome to the Baldrige Online Scorebook Solution (BOSS). Getting Started First, please check your browser settings. Open up a browser session (e.g., Internet Explorer). Click on Tools, then Internet Options. Click on the Advanced tab. Scroll down through the settings to find "Use TLS 1.0," and be sure it is checked. Click on Apply and OK to save the setting. The URL for the site is: Your username is: TPE62036 Once we activate your account, you will receive a temporary password in a second at this address, which is the primary address we have for you in our database. 1. Open a browser and navigate to Enter your username and temporary password. Please remember that both are case sensitive. 2. Answer the three questions on the screen using AAA, BBB and CCC. If you forget your password later, providing the same answers to these questions will enable you to verify your identity and reset your password

14 Look for this 2 nd from dianne@partnershipohio.org This is your temporary password: zd6yydcce4bc (Any reply to this will be addressed to dianne@partnershipohio.org.) For system security reasons, do not share this with anyone. Important : You MUST sign onto BOSS & change the temporary password within 72 hours of receiving the 2 nd or your account is deactivated. 116 Go to the BOSS Website tpe.networkforexcellence.org

15 BOSS Login Screen

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19 Overview Tab in BOSS 126 Conflict of Interest Tab Is grayed out /not accessible in TPE s version of BOSS TPE will have you read and sign a Conflict of Interest when you receive an actual TPE application in December. If in doubt whether there is a conflict, please contact TPE President/CEO Al Faber, immediately, at

20 Scorebook Progress Tab 128 Key Factors Tab

21 Initial Thoughts Tab 130 IR Worksheets Tab

22 Score Summary Tab 132 Team Files (find it in the upper part of your screen)

23 Key Factors Develop Key Factors in a Word document, using the Key Factors Worksheet template Send completed Key Factors Worksheet to Dianne King at dianne@partnershipohio.org You will then be sent a consolidated list of Key Factors Copy/cut & paste each Key Factor from the consolidated list individually into the Key Factors tab of BOSS 134 Key Factors Worksheet Template (Word document)

24 Key Factors Tab 136 Key Factors Open

25 Cutting & Pasting Key Factors from the Consolidated KF list into BOSS (with Criteria open to the right) 138 Saved Key Factor

26 Adding Key Factors for Selecting PART of a Key Factor

27 Selected Text from a Key Factor 144 Selected Key Factor for

28 Comment Writing Selecting the Item Reference

29 Writing a Strength and Supporting Evidence for 1.1. with Criteria open Feedback Ready Comment (NERD)

30 Scoring 150 Scored

31 Score Summary with 1.1 Score 152 Scorebook progress tab with

32 BOSS Save often. Why? Because the system will time you out and you may lose your work Save every time you make an entry Save at least every minutes BOSS Assistance/Troubleshooting Mike Belter (614) Assistance with Setting Up BOSS Account/Login ONLY Dianne King or (614)