Introduce yourself. Be sure everyone is comfortable. Ask for questions.

Transcription

1 Introduce yourself. Be sure everyone is comfortable. Ask for questions. HQ 800 is an online program to schedule classes, enroll students, and submit test results for ABC3, Seminars and Electives. This presentation focuses on the ABC3 enrollment. 1 2

2 No construction job is ever completed It is simply abandoned at some point. There will be new tools to come. 3 4

3 The rest of these slides are screen shots dropped into PowerPoint. They are in the same order as clicking through the opening screens. You can mimic an online presentation by moving the mouse cursor to the button and clicking, which advances to the next slide just as if you were online. Click on Manage Public Programs. Click on HQ

4 Type in your squadron name and account number. This presentation is limited to Boating Course which is checked, but can be used for Seminars, and Courses. Click on Find. This course is completed so its status is ED27. Before the class started it was marked Open, then Closed, and now ED27. Click on the + sign. 7 8

5 The Details page is where you can post a new course, or go to Enrollment Management Tools. But first, click to scroll down. The ABC3 course is where we get our members. Offer the 6 Month Membership. Later, on the enrollment page individuals can opt out. Click on Enrollment Management Tools. 9 10

6 Now we are getting into the new stuff. Here we have five tools. We will go through each one. Click on Student Management. This is the enrollment page. For each new tool there is a How to Use button. When all else fails, read the How to Use document. Click on the How to Use button

7 This is the How to Use Page. Note that there is a scroll bar, so there is a lot more information. This is by far the largest How to Use page. The instructor needs to be familiar the Obscure Fields comments that are presented in slide 15. Click anywhere to return to the Enrollment Page. This is the top of the enrollment page. Note that it closely follows the printed ED 46, questionnaire. Click anywhere to scroll down

8 More helpful hints that you can explore on your own. Click anywhere. Obscure fields are covered in the How to Use document. Please review the obscure fields in there. Be sure to cover the opt out option. The grade is not an obscure field, but you can point out that you can return to this document at any time to update any data. Click anywhere

9 You can enter data faster by using NCopy and CCopy. NCopy is for entering family members, and CCopy is for the same city. Click on Ncopy. To copy a family name, put the number of the family member in the box between delete and clear, and then click NCopy. If you have a remote, you can toggle forward and reverse, repeatedly, and the added data will blink off and on

10 After toggling back and forth a few time to see what data has been copied you can move forward to CCopy. Click to go to CCopy. Select the number of the city you want repeated, put it in the box and click CCopy. Again by clicking first reverse then forward the copied data will blink off and on. Click anywhere to move to next slide

11 Through the miracle of PowerPoint we will add data for one student. Click in the first name block. Of course, you can click anywhere, but clicking on the name is cool. After data is entered click on add. Click on Add

12 This brings up a new blank form ready for the next student. We now add a second student. Click on first name block. After data is entered, click on Add. Click on Add

13 New blank page. When you are done entering students click on Save. Click on Save. This is a class summary at the bottom of the enrollment page. You may return to this page at anytime to add more students. You can even print certificates and wallet cards for this class by returning to the tools page and selecting print Certs/Cards. There are no grades posted because we are still enrolling students and the class has not yet begun. Click anywhere

14 After the test results are in, the student enrollment page can be updated to add the scores. Now when you save, it is not only stored at Headquarters, but other entities are notified. Click on Save. An is sent to the DEO, your state boating authority, the SEO, and a BCC the NASBLA rep. Point out that there are 2 incompletes. We will go back and update one. Click anywhere

15 To update Chloe s record, the number by her name is typed into the box and then click Show. Click Show. Here is Chloe s enrollment form. Add her score. Click on update. Then save. Click on Save

16 Notice that save was successful. 1 record updated. ED26 generated, which will generate an ED27. Click on Re Display. Score has been updated Click anywhere

17 Details page also confirms ED26 and ED27. Click anywhere Another generated and sent. Click anywhere

18 That was the big one. They other tools are simpler. Any questions on enrolling students. There are some very nice printing tools available in HQ

19 The next tool is to print Certificates and Wallet Cards. Click on Certs/Cards. Note, again, that each tool has a How to Use button. Click on How to Use

20 Very helpful and self explanatory. Click on OK. This is an overview of the set up page. Emphasize that there are three sections: Print, Cards, Class Names. Print sets what form you want to print. Cards formats the printer for partially used card stock. Click on the students you want to print. Click 39 40

21 There are five choices of what to print. The first two are certificates. It is nice to have examples of a high quality card stock for blank certificates, and the preprinted certificates from HQ. A blank certificate means you are printing on blank card stock! Click Again, by showing bland card stock, both the sheet and the Avery 8361 box that it came in, you can emphasize that you are printing the graphics with the name perfectly aligned. You will soon discover that printing BLANK forms is MUCH easier than preprinted forms because of the perfect alignment every time. Click 41 42

22 Finally, if you are printing bland wallet cards, you need to print the backs too. As a practical matter you will want to print 6 or 12 Wallet Cards Blank Back for inventory and print the fronts later. Click If you are printing wallet cards, this next section lets you format for partially used card stock. By clicking and unclicking the boxes you can use partially used card stock. More on this later. Click 43 44

23 The class summary is already here because you got here by going through your class and Management Tools to get here. Just click on the student name you want to print. And finally click on Create Print File. Click That was the over view. Next are step by step screen shots of each of the five possible Print choices. I would consider just showing the Blank Certificates and Blank cards front and back, but preprinted certificates and cards are included. Click 45 46

24 Remember the three main areas. Choose Certificates Blank. Skip Cards Select the student. Click on Create Print File. Click on Create Print File. Information page. Click on Print

25 In real time you will get a blue progress bar while the PDF file is created and sent. You can review this file or just click on Print Certificates in the upper left hand corner. Click on Print Certificates. This is your printer. You may choose to print one certificate per page or the standard two per page. Click on OK to send to your printer. Click on OK 49 50

26 Hold up a printed certificate. Emphasize that it printed the graphics and the names with perfect alignment every time. Step by step screen shot of printing on a pre printed certificate

27 Click Click on Print Certificates

28 Click Emphasize that you are adding just the names to a pre printed certificate. Click 55 56

29 Step by step screen shots for a blank wallet card. Click Check blank wallet cards. Now show business card stock with three missing cards. By clicking to uncheck the first three boxes you have formatted the PDF file to skip the first three cards. Click 57 58

30 Since you only have seven cards choose seven (or fewer) names. Click Create Print File. Information window for card printing. Point out Avery You can buy Staples or Office Max, but it should still say Avery Click on Print

31 Note first three cards are skipped. Note that with the new ABC3 cards how hard it is to get perfect alignment but by printing blank cards the data is in the document so you will always have perfect alignment. Click on Print Cards. This is your printer. If it looks right click on OK. Click on OK

32 Show print out. BACK! 63 64

33 Just click on Wallet Cards Blank Back. Then create file (not shown). Click This is your printer. Click on how many copies you want to make. Remember you want an inventory of these on hand so you can later print the front. Click 65 66

34 Show printed back. With the small spaces on the ABC3 cards you may never use this again. Click 67 68

35 Choose. Choose seven if formatted for seven. Click on Create print File

36 Information Screen. PDF file for your review. Notice that you will be printing this data unto your pre printed ABC3 cards. Click on Print Card 71 72

37 This is your printer. Click Hold up print out. Click 73 74

38 That covers printing. Any questions. Click The next tool creates a mail list and is just one click. Click 75 76

39 Remember that you got here through the course page, to the class page, to the Enrollment Management Tools so we are still working with a specific class. So, with just one click we get a class list with names, addresses, Skype phone numbers, and addresses. Click on List/Mail You get this handy list

40 When you enter the HQ 800 system your computer becomes a work station for the servers at HQ. When you click on Save the information is stored at HQ. You cannot work off line since the HQ 800 program is at HQ. Keep this in mind when you teach classes at remote locations. If you want your class information stored on your computer you can create a spreadsheet and store it on your computer. Click Click on Spread Sheet. Click on Spread Sheet

41 After clicking on spread sheet the opening page has the How to Use button. Click on How to Use. The How to Use document tells you that you have comma separated data. Just remember comma. Click on OK

42 Do what it says Copy the data between the horizontal lines and then paste it into your spread sheet application. In other words highlight and then copy. Click Here in the same data highlighted. Now right click and copy. Click 83 84

43 Open a spreadsheet, Click on A1, Right click, and click on Paste. Click on A1. Now your data is in the spreadsheet, but not lined up right. Highlight column A, Click on Data at the top. Click on Data

44 Now Click on Text to Columns. Click on Text to Columns. This brings up a three step Wizard Which will line up your data. It Should know that the data is Delimited. If not click on Delimited. Click on next 87 88

45 Click on Comma as the delimiter. Click on Next. Leave the column format as general and click finish

46 Your spreadsheet should be all lined up. BE SURE TO SAVE IT ON YOUR COMPUTER. Click Gene, That s it. I did not cover Importing, or the SEO/DEO tools on this page. I did not cover Seminars or Courses. I think it does explain how to use HQ 800 for the ABC Course. Feel free to delete the slide of me passing under a lift bridge on the Erie Canal. I hope you can clean it up and use it. I know this is time sensitive so I got right on it. Also note that I added an Attribution to slide #2 Rick 91 92

47 Me passing under a lift bridge on the Erie Canal. Rick Vandemark Findlay Sail & Power Squadron