Content Creation and Management System CCMS and Right First Time Guide

Transcription

1 Content Creation and Management System CCMS OCR Sept 2016 CCMS Workflow Management Tool & Right First Time

2 CONTENTS CONTENTS INTRODUCING THE SYSTEM AND ACCESS... 3 Audience... 3 Background RIGHT FIRST TIME VIEWING YOUR TASKS Sorting your task list Searching your task list OPENING TASKS Adding Documents Downloading/ uploading Documents Forms Supporting documents Contact Information Comments SUBMITTING YOUR WORK You will find the following symbols in this document: Helpful hints and tips Things to note Page 2 of 14

3 1. Introducing the System and Access Audience The intended audience for this user guide are the authoring team (authors, test constructors, test coordinators, assessment testers and chairs) and process management teams (known as Project Administrators in CCMS). These roles need to either write and/or amend assessment materials for syllabus components in CCMS. Background CCMS functions within CCMS : 1. The first is material is authored in an Extensible Markup Language (XML) tool. Note, XML is standard English, that unknowingly to the author, includes a set of rules for formatting and encoding. This allows material to be written only once, for both paper and computer based tests, increasing the speed in which we can create materials. Material is tagged against agreed attributes for the syllabus, e.g. content, assessment objectives (tagging of material allows for linking, searching and other allied educational processes). 2. The second is using the Work Flow Management Tool (WMT). This allows material to move from activity to activity on a pre-defined electronic workflow (process). Using the WMT fits and works well with Right First Time which allows Chairs and Test Coordinators access to the material as needed. WMT on CCMS will allow documents to be available in word, excel, PDF etc. The workflow allows assessors who need access to documents to have access to them. Important information Using CCMS as a workflow management tool it is important to remember that you will be logged out of the system by 15 minutes of the system being inactive. You are able to work offline once you have downloaded the document(s) you need. Once you have finished with the documents save the locally onto your machine and log into CCMS to upload your documents. Page 3 of 14

4 2. Right First Time The Workflow Management Tool (WMT) allows the movement of assessment material with greater security, accuracy, efficiency, flexibility and faster production. WMT works hand in hand with Right First Time (RFT) process and adapts to the flexibility. WMT will vary slightly depending on the qualification under construction and the stage in the RFT process. There will be internal editing stages, to correct any formatting/house-styling issues that cannot be automated, within each workflow, as appropriate. The following workflow contains only the following stages: Update blueprints > Author creates draft > Collaboration and Edit content > Test constructor > Assessment Tester > Chair reviews Workflow Activity Description Chair and Test Coordinator will be sent an electronic task to create or update the existing blueprints incorporating the assessment coverage for the next session/series of assessment material. An informal dialogue between the chair and Test Coordinator can take place. The Test Coordinator will also be required to complete/ update Specification Coverage Over Time Grid and Assessment Coverage Grid where applicable. Between the Chair and Test Coordinator deadlines are agreed. Page 4 of 14

5 Authors (Setters) are sent an electronic task asking them to write assessment material. There is a workflow for each assessment material. Authors are required to write their material using Microsoft Word or a similar program, as is current practice. Authors are required to write all accompanying assessment materials (e.g. mark scheme to each question) at the same time. The Author would also be required to complete copyright / Equality Act Impact information. Along with the Assessment Coverage Grid. During this activity the author has the ability to send the material to OCR to have any images created, if they wished they are able ask for the material to be house styled. Author will need to update the Audit log where appropriate When the task is complete the author must submit it onwards to the next stage in the process. Page 5 of 14

6 Once the author has submitted their draft assessment material, the Test Constructor will receive the assessment material at the collaboration activity. The Test Constructor and Chair involved in this activity is sent an electronic alert informing them that this task is ready for them. Assessors are able to access the material but the Test Constructor is the person responsible for the activity. Once the material has been send to the assessor they will receive an electronic alert to inform them they have a task in CCMS. The Test Constructor, Author and Test Coordinator have access to the material update the material or address any issues/queries. Once the you have checked the material you will have the option of sending the material to: Author Test coordinator Test Constructor Or confirm the material is fit for purpose (this option is only available to Test Constructor only) Each assessor must update the audit log as required. Test Constructor will be sent an electronic task to check the type set version. At this activity using the audit log the Test Constructor will ensure that all amends agreed at the collaboration and edit activity have been carried out and that there are no other issues with the assessment material. The Test Constructor ensures that all of the assessment material is fit for purpose before submitting to the Assessment Tester. Alternatively they have the option of sending the material for amends. By sending the material for amends the Test Constructor will need to check the material once the amends have been carried out. Page 6 of 14

7 Assessment Tester will be sent an electronic task to work the assessment material as a candidate working independently without the mark scheme. Once the assessment material has been worked the Assessment Tester can then review the mark scheme/answer keys and assessment criteria to ensure that all anticipated responses included can be elicited from the assessment material and that marks awarded to each question are appropriate. If the Assessment Tester is able to scan the Assessment Material they can upload their worked material. Chair will be sent an electronic task review the Assessment Tester comments and content of the final paper and makes decisions on what action should to be carried out. Within this activity the Author, Test Coordinator and Test Constructor also can get involved if the Chair wishes them to do so. Once this is complete the Chair deems the assessment material as Fit or Purpose and approves the material print ready. Page 7 of 14

8 3. Viewing your tasks After you have logged into CCMS, the first screen you are presented with is your Task Management screen. This is specific to you and includes all tasks you have been asked to undertake for Cambridge Assessment. The left side of the Task Management screen lists all of your current tasks. The right side includes the details of each task, and allows you to start work on them. The new feature on the task details screen is you are able you see the previous activity and the next activity (the bottom right). Task list Task details 3.1. Sorting your task list By default, your task list shows the most recently received tasks at the top. Any tasks not selected previously worked on will appear in bold. Page 8 of 14

9 It also highlights in red any task that has not been completed and submitted by its due date. You can re-order the task list by clicking one of the column headers. This will allow you to sort by: the activity name the achievable (unit code) the received date (those that have been in your box longest can be brought to the top) the due date (those with the tightest deadline can be dealt with first) the status (find those you have already worked on or have not yet started) 3.2. Searching your task list You can also search your task list. Type in a word from the activity name to find all tasks that contain that word (e.g. search for second to find all second drafts). Page 9 of 14

10 4. Opening tasks When you click on a task from your task list, the details will appear on the right side of the screen. The top half of the screen shows some useful information about the task, such as the exam series (Availability). There may also be some brief instructions for this task in the Instructions section. The bottom half of the screen lists the documents that you will need in order to perform your task. There are also a series of tabs which allow you to access additional documents like forms and supporting instruction documents. Page 10 of 14

11 4.1. Adding Documents From the Assessment Materials tab you are able use the A dialogue box pops up with you are able to follow the step 1 to step 4. Step one - select the type of document you wish to upload (Question Paper, Mark Scheme, etc), Step two select the location of the template from your local directory. Step three select the version of the document (when first uploading this document the version will default to first version. Step four by clicking upload you are putting the documents in a pending status (ready to upload). button. Once you have uploaded you are provided with a list of the documents you are uploading. It will give you the document file name (the file name on your local drive) the document type you are uploading, the version of the document and the status (it is important that this status column has a green tick next to the document (indicated that the document will successfully upload. If you wish to cancel or clear the pending documents by clicking clear pending this will remove all the pending documents to be uploaded. Once all the documents/ templates to be uploaded are with a green then click Downloading/ uploading Documents Within the task screen and the tab select the document you wish to (Question Paper, Mark Scheme etc). Click the download button the document is then available to open/ be edited. IMPORTANT: if you are editing the document save the document locally onto your machine. NOTE : While working on a document outside of CCMS, CCMS will timeout after 15 minutes of being inactive. Page 11 of 14

12 To upload a document back on to CCMS click the button. A dialogue box will open up and select locate the document saved locally on the machine. One you have selected the document click the tab will inform you who updated the document with a date and time stamp of when it was last modified. Document that will be contained within the Assessment Material tab would be: All other documents can be found in the forms tab or supporting documents Forms Your task may require you to fill in a form and submit it back to OCR. To do this, go to the Forms tab and from the Actions button select Download to Edit. You will be asked where on your computer you wish to store the form. When you have finished editing the form, click Actions and Upload. Set up a folder in which you can store any such forms and edit them. You can then complete the form and save it. Do not delete your local copy until you know it has been received by OCR Supporting documents The support documents tab will contain additional instruction or guidance documents which have been attached in order to assist you with your task. Page 12 of 14

13 To view a support document, hover the mouse over the Menus column until the Action button appears. Click Actions and Download Contact Information This will show you all the people involved in the production of this project. It will tell you what role they play and their address. This can be used if you need to ask any questions Comments You can add general comments here to aid communication (instead of ing separately). Comments here can be read by everyone involved in the project. Please be succinct. Do not use this form of communication to comment on the task content or if you require an urgent response. Page 13 of 14

14 5. Submitting your work Submitting your work is a simple stage process. Stage 1 Submit the work When the task status is Completed, you can return to the Task List on the left hand side and from the Actions menu select Submit. This will send the work to the next person in the workflow. It will automatically send them an alert to tell them that the work has arrived with them. Please ensure you have finished before you submit work. Whilst it can be retrieved and sent back to you, this involves a lot of activity and you will need help from OCR. You cannot submit work by accident if it has not been completed. Although the menu option appears, you will see the following message. Page 14 of 14