Issue ID Database User Guide Table of Contents

Transcription

1 Issue ID Database The Issue ID page on TexasData is the new storage location for county identified issues. Each counties issues have been imported to the system, based on what was entered previously, and are ready to be updated as needed. It is expected that counties will update issues at least annually, changing the status of issues that exist in the system, and entering any newly identified issues to accurately represent the programmatic direction of each county. Updated September 2013

2 Table of Contents Login... 1 Sorting by Column... 2 Viewing by County... 3 Filter by Column... 3 Using the Show Number of Entries Filter... 4 Using the Search Feature... 4 The Excel and PDF Options... 5 Dashboard... 6 Interacting with the Dashboard... 6 Current Dashboard Data... 7 Manage Records... 9 Add New Record View/Edit/Delete View Edit Delete Utilities Completed Issues Deleted Issues TCFF Records View Edit Archived Issues Additional Support Help & Support Tab Contact Information... 17

3 Login To log into the Issue ID site navigate to texasdata.tamu.edu within your browser. When asked for your username and password, use your Agnet credentials (same as your credentials to access TExAS). Note: You also have the option to have it remember your login if you prefer by checking the marked box. The next screen will be the central home page for the new Texas Data site. To access the Issue ID site, click on the Issue ID tab on the navigation bar at the top of the screen. (You will notice the software indicates that the EPG and Isue ID site are the only active sites at this time. The other sites are coming later in 2014.) Page 1

4 Navigating the System Navigation within the system is primarily done via the tabs at the top of the screen. However, there are ways to manipulate the data being viewed to help narrow down the scope of your search. In addition the user must also be aware there is a time limitation to inactivity of one hour, after which the user will be logged out. Inactivity is described as any time data is not flowing to or from the main server from the user interface. Typing text is not forcing data to flow. Saving data, clicking on dropdowns that list data selections, navigating to another area of the software, and hitting the refresh option for your browser are valid ways to for data to be pushed to the server. This will start the one hour timeframe over again. The system does provide a visual way to track how long your inactivity has been in the upper right hand corner of the screen, next to the user s name and Log Out option. Sorting by Column Each area of the software has column headings that can be used to sort the data being viewed. The table allows the user the option to sort by column heading as denoted by the. To change the way the data is sorted click on the column heading. This will sort the data within each group by the selected column. All columns sort alphabetically or ascending/descending. The identifier or the identifier next to a column heading helps denote which column the data is sorted by. Page 2

5 Viewing by County You can also control the view of the data by choosing to expand or collapse a county (when displayed) by clicking on the + (to expand) and (to collapse) a group if you wish. The previous image shows Austin county collapsed while Bailey and Brazoria counties are expanded. Filter by Column The Manage Records tab allows the user to filter as necessary to review current issues in order to view, edit, or delete issues as needed. The filters available are the Select All, District, County, Program Area, and Status. In addition, below the column title is a filter field which allows you to select one or multiple items to filter the data on. To set up your filter, click on the filter button then check/uncheck by clicking in the box next to the filter criteria. Note: The Issue Title column cannot be filtered. It should be noted, by using the dropdown filters you can continuously build upon each filter, whereby using the column headings to filter only remembers the last filter used. Page 3

6 Using the Show Number of Entries Filter It is possible to either limit or expand the number of entries (rows) displayed. To do this click the dropdown arrow in the Show entries field to the below left of the active tab, then select how many rows are to be displayed at a time. Using the Search Feature A list of entries can also be narrowed by specific criteria deemed by the user using the Search feature located at the upper right of the entry list and below the Show/Hide Columns button. Use this feature to find a best match on text entered in this field. For instance, if agriculture is entered, the list will only contain any record with agriculture in it in any data field. Page 4

7 The Excel and PDF Options The user has the option to create either an Excel spreadsheet or a PDF file. The output will give the user an exact replica of what they are currently viewing based upon the Show Number of Entries filter, the Column filter and sorts, and the Search filter. The options will not give output data for more than what is currently viewed on the screen. Once either the Excel or PDF option is select the user is promted to save the output file to a location of their choice in a Save As dialog. The default location and name can be changed to a more suitable name and location. The file can then be opened using the appropriate software. Page 5

8 Dashboard The dashboard will be your initial view in Issue ID. It provides a basic snapshot of the identified issues in your jurisdiction (county, district, region, or state, depending on your position). The data is updated in real time, so as the user makes changes, the dashboard will update. At the end of this section is an example of the current dashboard at the time of Issue ID launch. Please note that the dashboard may change from time to time, but the basic functionality will remain the same. The default view for most users is their county. RPDs, DEAs, and Administrators will see aggregate data at the appropriate level. Color legends exist for each separate element of the dashboard, where applicable. There are also additional ways to determine what each color means which will be discussed below. Interacting with the Dashboard Each component of the dashboard is interactive. There are two main ways to interact with this dashboard: hovering and single-clicking. Hovering means to position your mouse cursor over an element without clicking, and single-clicking is making one click with your primary mouse button. Hovering over any data point, be it a pie slice, map element, or bar, line, or point, will provide you with more information on that data point. In the example below, hovering over the blue pie slice on the Issue Status chart brings up a pop-up with the name of the category as well as the number of records which fall within that category. Removing your mouse cursor from the data point will cause the pop-up to disappear. You may also filter quickly, and on a more temporary basis, by simply single-clicking on a data point. Clicking on the point again will remove the filter. When a filter is active by a single-click, all other data will be faded out on that particular element, as seen below. Page 6

9 At the bottom of the dashboard is a small icon menu with some important options. The first icon, a box with a right-facing arrow, will enable you to export the dashboard as an image or PDF for use in other reports or for archival purposes. The second icon, when filters have been applied or changes made to the dashboard view, will be a circular arrow and will reset your view to the default. You will not need to use the following two icons, which turn on and off live updating of the data. Current Dashboard Data As of the time of Issue ID release, there are five separate visualization elements which make up the dashboard. You can see the entire view at the end of this section. Issue Status shows you a snapshot of where you are at in terms of addressing issues. The size of each pie slice is based on the number of issues which fall into that particular issue status. Likewise, Program Area is a pie chart where the size of each slice relates to the number of issues within that particular program area. The Issue Status Table is a tabulation of how your identified issues fall into both program areas and issue stauses. You can, for example, see how many Families & Health issues are Not Yet Started versus Completed. Issues Start Dates & Statuses will show you the status of your issues by the age of the issue. You will see the year in which the issue was first identified and the number of issues which fall into each status for that year. Issues list is a comprehensive list of identified issues sorted by county, status, and program area. You will only see the issues for the area under your jurisdiction (county, district, region, or state). Page 7

10 As noted above, these visualizations are subject to change as the needs for information and reporting are better identified and understood. Interacting with the dashboard is not critical to the use of Issue ID, rather it is an additional feature to help you better understand the makeup of your groups and volunteers. Page 8

11 Manage Records Manage Records will allow the user to add, view, edit, and delete issues as well as get an full picture of the status of their issues using the various navigation features. Once an issue reaches a Completed Status or is Deleted, it is moved into the appropriate areas within the Utilities menu. This will be covered later in the guide. Page 9

12 Add New Record To add a new issue, click the Add New Record button at the upper left corner of the Manage Records list. The New Record popout opens to allow entry of: *Program Area, *Issue Title, *Issue Description, *Issue Start Date, and Issue Complettion Date. The status will be automatically set to New Issue therefore that field is not available in the Add New Record popout. The fields marked with an * and marked with a red framed field are requied and cannot be skipped. Once the new entry is completed, click the Save Record button. If there is invalid data or missing data in required fields, the system will return the user to the top of the entry screen with a message stating * Indicates required fields and an red box will appear around invalid data field(s) or empty field(s). If the save is successful, the popout will close and the user will be back on the Manage Records dialog. View/Edit/Delete VIEW The View option opens the entry in a read only status where scrolling is available. EDIT Edit opens the entry where all fields are available to be changed and functions just like the Add New Record popout. This is where the status of the issue will be changed by the user from New Issue, to Not Yet Started, to Currently Addressing, and finally moving to Completed. The user must click on the Update Record button. The system will not allow you to update the record when a required field is empty. Page 10

13 DELETE The Delete option will display a confirmation box as shown below from which the user chooses Yes or No. The dialog will close once an option is chosen. If Yes is selected, the deleted issue is now displayed within the Deleted Issues tab and can be changed aa a later date. This will be covered later in the guide. Page 11

14 Utilities Completed Issues Once an issue s status has been changed to Completed, the record is immediately moved to the Completed Issues Tab. Here the user has the copy to restore the completed issue, by clicking the Restore As New Issue button under the Actions column. Taking this action will issue a notice to the user that a copy (not the original) issue has been created on the Manage Records page with a status of new issue. The original issue remains on the Completed Issues list and can be used again to create a new issue. Page 12

15 Deleted Issues Deleted Issues is the holding ground for issues deleted from a manual deletion done from the Manage Records tab. The Deleted Issues tab allows the opportunity to restore the issue. Choosing to Restore As New Issue moves the issue back to the Manage Records section with a status of Not Yet Started. Note: Selecting Restore as New Issue does nothing to the start and completed dates on the newly created issue. Therefore, the issue will need to be edited and the dates updated. Page 13

16 TCFF Records The TCFF (Texas Community Futures Forum) Records tab contains the county s TCFF basic information. Regional Program Leaders and District Extension Administration will see the multiple counties they are responsible for. This information housed are the title of the TCFF, the location the TCFF took place, the date of the TCFF, the attendance, and how many participated in an online survey (if given). All are required fields, with the exception of the Online field. Initially, if TCFF information has not been entered, a popout to enter the detail will appear as soon as the Issue ID tab is selected. If the popout has been closed without the information entered a notification bar will appear along the bottom of the screen reminding the user information is needed and provide a link to open the TCFF popup. Page 14

17 The TCFF information can be viewed and/or edited using the actions from the TCFF Records tab. VIEW The view action opens the TCFF popout in view only mode. Click Close Record at the bottom right or use the X in the upper right to close the TCFF data popout. EDIT The edit action opens the TCFF popout where the fields are active and can be changed. Click the Update Record button in the lower right to save changes and close the popout. Use the X in the upper right to close the popout without saving changes. Page 15

18 Archived Issues Currently nothing is being archived. This future feature will be utilitzed when issue meet pre-defined criteria. More information will be made available prior to the implementation of this feature. Page 16

19 Additional Support Help & Support Tab The Help & Support tab will open in a separate window so the user will not lose their place within the Issue ID software, making access to the help resources available at any time. This area will contain support contact information as well as access to additional resources such as this quide and links to helpful videos. Contact Information Issue ID is supported by the TexasData Help Desk. There are a number of ways to contact the Help Desk to receive additional support and instruction about the website and database. These include telephone, e- mail, or Lync instant messaging to the following individuals: TexasData Help Desk (979) Michelle Payne mmpayne@tamu.edu (979) Kevin Andrews kevinandrews@tamu.edu (979) Dr. Scott Cummings s-cummings@tamu.edu (979) For help with your issues or information about the issue identification, please contact: Dr. Philip Shackelford p-shackelford@tamu.edu (979) Page 17