Step by step instructions

Transcription

1 Step by step instructions Running the eform workflow tracking list ANU Insight has released a report for users to run which provide all relevant stakeholders with secure access to a standard workflow tracking report based on the data entered into the student business transformation eforms. These reports allow users to have easy access to secure, timely and informative eform data through the ANU Insight portal, which will be refreshed on a daily basis. Currently, there are two eforms which have been released; HDR Milestone Reporting Special Consideration and Deferred Examination As more eforms are released, Insight will add the new eforms to the workflow tracking report. Functions/Purpose of the report: This report will provide stakeholders with the ability to maintain visibility over the approval process, identify bottlenecks and locate completed eforms in the ERMS. The report provides workflow tracking which shows stakeholders what stage an eform is up to, who it is currently assigned to and how many days have elapsed between workflow steps. They will reflect updates to the approval history at the conclusion of each step in the workflow so that current form assignee can be easily identified. The data for the reports will be refreshed nightly, so they will always be current as of the previous day. Logging into Insight The eform workflow tracking list is accessed via the University s Information Management System known as ANU Insight. The ANU Insight portal from where the report can be accessed can be found below: Please log in with your UDS or HORUS user ID and password in the format: User Name: User ID (e.g. u ) Password: your UDS or HORUS password Step by step instructions on how to do this can be found in the How to log into ANU Insight document or if you are experiencing issues please contact the ANU Insight team on team on: insight@anu.edu.au Phone: THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 1 of 9

2 Insight home page When you first access the portal you will be directed to the ANU Insight portal home page as shown below: The portal is available and has been tested on both Mac and PC and on many browser versions and mobile devices. However, if you are experiencing any issues in terms of how the portal renders or functions, please contact us on and for a full list of supported browsers, please refer to the frequently asked questions in the FAQ ANU Insight document. Detailed information on how to navigate all the functionality available to users of the portal is available in the How to Navigate the ANU Insight Portal document. Navigating the portal The Navigation menu shown below is how you navigate to report content. The eform workflow tracking list can be accessed through the Navigation menu by left clicking on the Student Menu Header as shown below. THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 2 of 9

3 Left clicking on the Student Menu Header would then open and display the Student sub menu: The eform workflow tracking list can be found on the eforms page. Left click once on the sub menu item called eforms as shown below. This would then access and display the eforms report page. Running a report The eform workflow tracking list can be seen under the Reports list on the left hand side of the screen. Left click once on the report to run it. If you do not have access to run the report, it will appear as a non-hyperlink text item with the term (secured) appearing at the end. In this case, please get in THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 3 of 9

4 touch with a member of the ANU Insight team using the contact details provided in the Help and support section below. The report opens in a new tab so you can return to the Insight home screen by switching back to the home screen tab at any time. The report is secured on the basis of roles and corresponding user permissions granted in the Student Administration System (SAS), so you will only be able to access records that you would have permission to see in the SAS. Alternatively, you can request access to Insight by completing an Insight Access Request Form which requires authorisation from your delegate and can be found on our website. To run the eform workflow tracking list, left click once on the report name. This will open up a generic report page as shown below. Please note, if you already have access to Insight but do not have access to the eform workflow tracking list, the word (secured) will follow the report name and you will be unable to open the report. Once the system has retrieved the data, the report will be displayed. Using the report Once the report has been generated, you will get a layout such as the one shown below. THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 4 of 9

5 You will see that the grey bar at the top of the report indicates the sections of the report and the information below these sections correspond to its title. These sections are: Form type The name of the eform. The current form types available to this report are; HDR Milestone Reporting and Special Consideration and Deferred Examination. Form process The reason for the form or the step the form is up to. Form ID The 10 digit unique identifier of the eform, which is generated when the eform is created. Form summary Details the program/assessment/course that the eform is for. Form person ID/name Details of the student who the form applies to. Occupation type code The student s program career for their eform, eg. UGRD, PGRD, RSCH, NAWD. Detailed occupation type code The code of the student s program for their eform, eg. 7706MCOMP. Created by user Details of the person who initiated the eform. Submitted date Indicates when the form was successfully submitted by the person who completed the previous step. Finished date Indicates when all the workflow steps on the form were successfully completed. Currently assigned to Details the person who the current workflow step is assigned to. Current (active) workflow step Indicates which workflow step the eform is up to in the workflow process. Assigned date - Indicates when the current workflow step was assigned. Step elapsed days Indicates the number of days elapsed since the current workflow step was assigned. Refining the report: Users can use the fields next to the filter icons at the top of the report to set parameters to refine a report. There are 4 different filters that a user may select to refine the report; Form type, Form submitted date, Organisation and Days elapsed at step. THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 5 of 9

6 The first filter gives the user the option to refine the report by form type. There are currently two eforms that have been released; HDR Milestone Reporting and Special Consideration and Deferred Examination. The form type filter will be expanded once more eforms are published. To filter by form type, use your mouse to tick or untick the desired form types, then left click once on the Refresh button. Once the selection is made, you may refine the report again by the step at which the eform is currently at. Use the drop-down selection under the form type filter to select the eform step. Once a step is selected, the report will automatically refresh to display the eforms according to the selected step. The second filter offers the user the option to search by the eform submitted date range. The user can either type the dates in DD/MM/YYYY format into the text box, or select a date in the drop-down calendar by left clicking on the calendar icon on the right hand side of the prompt box. An alternative option, is the user can select the earliest date and latest date options to search for the earliest and latest eform submitted dates. This is also the default option. Once you have made your selection, left click once on the Refresh button to apply the filter. The third filter allows the user to select an Organisational Unit. Use the drop-down box to select a college/portfolio from the list. Once the selection is made, the report will automatically refresh to display the eforms for the selected college/portfolio. Then you may THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 6 of 9

7 select a school/centre from the next list and again the report will automatically refresh to display the eforms for the selected school/centre. Depending on user access, when you use the organisation filter, the drop-down box will only display the college and school/centre that the user is authorised to see. The fourth filter gives the user the option to filter the list by Days elapsed at step. Use the dropdown box to select a time period from the list as shown in the screenshot below. Once the selection is made, the report will automatically refresh to display the eforms that have the corresponding amount of step days elapsed to the filter that was applied. Please note that a maximum of 20 data rows are displayed on one page in the browser by default. A navigation footer, as shown below, is located at the bottom of your browser window, which will allow you to access the other pages of data. takes you to the first page of the report allows you to scroll up to the previous page allows you to scroll down to the next page takes you to the last page of the report When the Top and Page up buttons are greyed out, it implies that you are already at the first page of the report and cannot scroll up any further. When the Bottom and Page down buttons are greyed out, it implies that you are already at the last page of the report and cannot scroll down any further. THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 7 of 9

8 Save, Print, Annotate & Send Once the reports are generated, the most common action users will want to take is Save, Print, Send or Annotate (change) the Report. If you wish to Save, Print or Send the report, it is best to re-run the report in PDF format. If you wish to change the Report or use part of the report information, it is best to re-run the report in Excel Format. To run the report into other output formats like PDF or Excel you will need to access the Report Output button which can be found on the Report Action Menu shown below: The report action menu can be found on the upper right of the screen under the Report Viewer header. Report Output button will by default look like depending on the format chosen. but will change to show a PDF or Excel icon The Report Output button allows report users to change the output format of the report. If you left click once on the down facing arrow next to the report action button, the output format choice menu will appear. The report can be run in HTML, PDF, XML or Excel. On most computers there will be 4 alternative Excel output formats. THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 8 of 9

9 PDF is the preferred output format for , distribution, saving and printing. Once the report has been generated as a PDF it is pre-formatted for printing, pagination is handled correctly and it can be distributed without risk of numbers being easily over-written. Excel is the best format if a user wants to make notes or incorporate additional data. There are four options to choose from explained below: Excel 2002 should be used for users with older computers. Excel 2007 Data & CSV extracts the data from the reports but does not export the formatting. Excel 2007 Format extracts the report into Excel but retains the report formatting. Getting help and assistance eform users seeking help understanding the reports and/or their data should contact the ANU Insight team. Phone: insight@anu.edu.au THE AUSTRALIAN NATIONAL UNIVERSITY INSIGHT Page 9 of 9