Best Practices Benchmarking Application

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2 1. Introduction For the purposes of this user manual, all menu items are visible in all screen shots. Depending upon the users privileges, the user s menu option may vary from what is shown in the screen shots. 2. Login Screen All the Bess users can login into the system from the website. All user id s and passwords are issued and maintained by AGA. Once the user is authenticated, the user will be able to access BESS by clicking the appropriate link on the web site. Initial Screen and menu options will vary based on user privileges. 3. Initial Access to BESS Once authenticated and directed to the BESS system, users will see one of two possible screens (Fig. s 3.1 & 3.2) depending upon their administrator or user role. All users will be able to see the user information box located on the top right corner of the screen. The user information box displays the following information: User Name Company User Role Selected Company (optional) Figure 3.1: Administrators Initial Screen 2

3 Figure 3.2: Users Initial Screen 3

4 4. Editing Profile Information and Changing Company Association Figure 4.1: My Profile Menu Options 4

5 Edit Profile From the main navigation menu, select My Profile, then Edit Profile to edit your user profile information (Fig. 4.1). Once selected, the user will be able to edit their system profile information using the Maintain User Profile screen (Fig. 4.2). From the Maintain User Profile screen, users can modify their Bess User Id, address, Last Name, First Name and Password. Once the data is changed, users should click on the Update Profile button to update the information. Users can click on the Cancel button to cancel out all the changes and exit the User Profile screen. Figure 4.2: Maintain User Profile Screen 5

6 Change Company NOTE: This menu item is only available to Administrators and Users who have access to multiple companies. From the main navigation menu, select My Profile, then Change Company to change the company to which you are currently associated (Fig. 4.1). Once selected, the user will be able to change the active company using the Select Active Company screen (Fig. 4.3). To set you Active Company, select the desired company from the drop-down list, then click Set Company. Once the Company is set, company information will be updated and will be displayed on the right corner. Administrators will be able to choose from ALL companies in the database. Other users, where applicable, will ONLY be able to choose from those companies to which they have been granted access. Figure 4.3: Select Active Company Screen 6

7 5. View / Modify Data To View or Modify data, select the View/Modify Data menu item from the main navigation menu (Fig. 5.1). From this menu item, users can choose to view or modify Parent Screens or User Screens. Users should first select the type of data to view or modify by selecting the desired item from the menu options. Once selected, the user will only be able to choose from those Data Packets to which they have been granted access. Administrators will be able to choose from ALL available Data Packets currently existing in the database. The instructions for completing or viewing Parent and User data are identical. Figure 5.1: View/Modify Data Menu Options 7

8 Selecting the data to view Once you have selected the desired data type (Parent or User), you will be able to navigate through the Data Sets, and Data Packets to selected the desired Data Screen ( Survey ) (Fig. 5.2). Figure 5.2: Choose Data Screen Figure 5.2 shows the Tree View navigation for selecting a Data Screen. Users can expand or collapse each node by clicking the Plus / Minus Sign next to the desired item. At the Data Packet level, users will also see a series of Three (3) Check boxes (Fig. 5.2) next to the item as follows: Data Entry Complete This denotes that data entry has been completed for ALL data screens contained in the selected Data Packet. No changes to data are allowed once this box is checked. Data Reviewed This denotes that a BESS Administrator has reviewed all data and it is ready for FINAL submission by the Company Administrator. Data Finalized This denotes that a Company Administrator has marked the data as complete, reviewed and submitted. NOTE: Only users with appropriate authorization can check or uncheck these boxes 8

9 Viewing or Modifying Data Using the Tree View navigation, navigate to the desired Data Screen ( Survey ), the click the item to proceed. Once the user has selected the desired Data Screen, they will be able to select additional options for Viewing and Modifying data (Fig. 5.3). Note that all selections are in the context of the Active Company (see Section 4, Change Company). The Active Company is shown in the User Information block in the upper right hand corner of the screen. Figure 5.3: View / Modify Data :: Options Screen The View Modify Data :: Options screen displays the following options: Select Time Frame Choose the desired Time Frame from the drop-down list. Select State If applicable, select the desired State from the drop-down list. NOTE: Only certain Data Screens require the selection of a STATE. Where no state is required, users will see the text: No state field required Data Type If applicable, select from Submitted Data or Processed Data. NOTE: Most users will only have the Processed Data Option. Choose the desired options, the click the View / Modify Data button. Downloading Data To Excel To download data to Microsoft Excel, follow the steps outlined for Viewing and Submitting Data, then click the Download To Excel button on the View / Modify Data :: Options screen (Fig. 5.3). Clicking this button will open a prompt asking the you to Open or Save the file. Click the desired option to proceed. 9

10 Entering and Viewing Data Figure 5.4: A Sample Data Screen Once you select all desired options, and click the View / Modify Data button on the View / Modify Data :: Options screen (Fig. 5.3), you will be able to view or enter data using the selected Data Screen ( Survey ). Each Data Screen contains a Graphical Help Key located in the upper right hand corner of the survey (Fig. 5.4). This key will move as you scroll down on the screen to remain visible at all times. The following graphical items are available to assist you in completing the survey: Red Border Around Input This denotes that the data in the field is REQUIRED. You will be able to save a survey without entering this data, but an error message will be displayed when saving. Grey Background On Input This denotes that the field is read only and can not be edited. Red Background On Input This denotes that the field contains a data error NOTE: Some fields will be red when the survey loads for the first time. This is normal and expected to indicate that the field contains an error and should be corrected. Estimated Data Icon Clicking this icon will mark the data entered as estimated (Icon has a blue background, and text is ITALICIZED), or not estimated (Icon has a grey background and text is NOT italicized). Import Previous Period Data Icon Clicking this icon will insert the previous period s data (if it exists) in the data field. Graph Icon Clicking this icon will display a graphical comparison of the current data field. User can select various options when viewing the graph. 10

11 NOTE: This feature has not yet been fully implemented. All options for graphing may not be available. As necessary, enter the requested data into the Survey. Certain fields are calculations based on other data input, and will update automatically as you enter data. Navigating Surveys With Multiple Pages For Surveys containing multiple pages or parts, there will be a navigation system displayed at the top of each survey page directly under the survey name. Depending upon your current location in the set of surveys, you will either see <<Previous, Next>>, or both. Note that some surveys do not contain multiple parts, and no navigation will appear. To navigate, click the desired navigation link. When clicking a navigation link, the current selected survey will save automatically. If the current survey contains validation or data errors, you will see a message stating that the current survey contains errors and will be able to continue to the survey selected in the navigation. 11

12 Saving and Submitting Data Figure 5.5: The Save Buttons Each survey contains the following Save options located at the bottom of each survey page: Save Button: Save button will save survey data changes into database. NOTE: If the Time period is locked for the current Data packet OR the Data Entry Complete check box has been checked (Fig 5.2), then the Save button will be de-activated for non-administrative users. Save and Close Survey: This button will be displayed for surveys that ONLY track a single copy of the data (Processed Data) and DO NOT track a snapshot of the data that is submitted prior to any cleansing or modifications (Submitted Data). Clicking this button will save the current survey, and return the user to the Tree View selection screen. Save and Submit Survey: This button will be displayed for surveys that track a single copy of the data (Processed Data) as well as a snapshot of the data that is submitted prior to any cleansing or modifications (Submitted Data). Clicking this button will save the survey data into both data stores. Once clicked, this button will be in-active for non-administrative users. NOTE: Only one of the buttons noted above will be displayed on a given survey. Cancel Button: Clicking on this button will cancel out all the changes. Once data has been changed, if you attempt to navigate AWAY from the survey using any method other than the provided navigation, a warning message will appear to alert you that you must save your data before continuing (Fig. 5.6). 12

13 Figure 5.6: Save Warning 13

14 7. Help Menu Item Click on Help menu item. There are two choices which a user can select Survey Help, Report Help Survey Help: This is used to explain users about different icons on a particular screen. Report Help: This is used to help users in selecting report with the options. Survey Help 14

15 Report Help Screen 15

16 Logout Screen Users can anytime logout of their active session. By clicking on Click here link users are redirected to Bess login screen. 16