Completing Your Strategic Plan Using Ex3

Transcription

1 Completing Your Strategic Plan Using Ex3 NOTE: Directions and images are subject to slight changes over the course of the season. Last updated If you have questions or problems submitting your Strategic Plan please contact Naama Kellman

2 1. Coach logs in to Ex3: a) Username: enter your U.S. Figure Skating number here b) Password: Password1! **keep in mind that the password is case sensitive** 2. You will be prompted to create a new password if this is your first time logging into Ex3. Then click Change. 2

3 1. On the left hand menu click MY OPTIONS. A drop down menu will appear, click on My Athletes & Teams. A new window will appear with a chart of all your associated athletes/teams. 2. Click on the name of your athlete/team (it should appear highlighted in blue). 3. A small drop down menu will appear. Scroll down to Planning. Click Select. 3

4 1. A new window will appear. Using the scroll down menu choose your Season. Pick Season << >> 2. A new window will open with the Strategic Plan and you may begin entering text into the Detail boxes. 4

5 1. To enter text, click the text box under the details section. 2. When you click on the text box, an explanation will appear below detailing what questions need to be answered. 3. ALL P.E.T. athletes/teams must enter an estimated budget amount for all objectives. 5

6 1. You may save information at any time by clicking Save at the bottom of the page. 2. Once all components of the Strategic Plan are entered (and estimated budget amounts for P.E.T. athletes). Click Request Member(s) to Signoff) at the bottom of the page. 6

7 1. A pop up window will appear with an e mail (you may be required to turn off your pop up blocker). a) To: e mail addresses of athlete/team b) From: e mail address of coach c) CC: e mail address of coach d) Subject: Plan Signoff Notification To Member 2. Click Send Mail to notify your athlete/team that the Strategic Plan is ready to be signed off. 3. A small box will appear saying notification sent successfully. Click Ok. 7

8 1. At this point the ATHLETE/TEAM needs to log in and signoff/agree to the Strategic Plan the coach entered. 2. Keep in mind that if it is a Pairs or Dance team, each member of the team will be required to log in and signoff on the plan! 8

9 1. Athlete logs in to Ex3: a) Username: enter your U.S. Figure Skating number here b) Password: Password1! **keep in mind that the password is case sensitive** 2. You will be prompted to create a new password if this is your first time logging into Ex3. 9

10 1. On the left hand menu, click on Shortcuts on a drop down menu will appear. 2. Click on Individual Season Plan (for ladies or men), or Team Season Plan (for pairs and dance). 10

11 1. Select Season << >> using the drop down menu. 2. GoTo Planning Subtab <<Strategic Plan>> using the drop down menu. 3. Click Select and your Strategic Plan that your coach entered will appear. 11

12 1. Review all the text (and estimated budget) amounts that your coach entered. NOTE: An athlete/team will not be able to make changes to the plan. The coach will need to make the changes and repeat the sign off process. 2. If all the information is appropriate, click Member Sign Off. 3. A small box will appear asking Do you want to sign off? If so, click OK. 4. Another small box will appear stating that the plan was signed off successfully. Click OK. 12

13 1. A pop up window will appear with an e mail (you may need to turn off your pop up blocker). a) To: e mail address of coach b) From: e mail address of athlete/team c) CC: e mail address of athlete/team d) Subject: Plan SignOff Notification 2. Click Send Mail to notify your coach that you have agreed to the Plan and it is ready to be submitted to U.S. Figure Skating. 3. A small box will appear saying notification sent successfully. Click Ok. 13

14 1. At this point the COACH needs to log in again and submit the Strategic Plan to U.S. Figure Skating for review. 2. Follow the earlier slides/instructions to log in to Ex3 and to access your athletes Strategic Plan section. 14

15 1. Once in the Strategic Plan area, click Coach Sign Off to submit the plan to U.S. Figure Skating. 2. A small window will appear asking Do you want to sign off? Click OK. Another small window will appear saying that the signoff was successful. Click OK. 15

16 1. Another window will open with an . Click Send Mail. a) To: e mail addresses of U.S. Figure Skating reviewers b) From: e mail address of coach c) CC: e mail address athlete/teams and coach d) Subject: Plan Submit Notification 2. Click Send Mail. A small box will appear saying the notification was sent successfully, click OK. 3. At this point U.S. Figure Skating will review the Strategic Plan you have submitted and either approve or reject the plan. You will be notified via of the decision. 16

17 1. Once a U.S. Figure Skating High Performance staff reviews the plan it will either be Approved or Rejected. P.E.T. Athletes Note: Only your plan will be approved/rejected. You will be notified if your estimated budget amounts are approved for your P.E.T. fund at a later point in time. 2. The Athlete/Team and the Coach will receive an notification when the plan is accepted (or rejected). 17

18 To PRINT or VIEW COMMENTS on Strategic Plan: 1. Follow earlier steps to log in to Ex3 and access the Strategic Plan. 2. View Comments: Scroll to the bottom of the Strategic Plan and click View Plan Review Report. o A pop up window will appear with the comments regarding the acceptance or rejection of your Strategic Plan. If you wish to print these comments, scroll to the bottom and click Print. 3. To Print: Scroll to the bottom of the Strategic Plan and click View Report o A pop up window will appear with your Season Strategic Plan listed in a chart. Scroll to the bottom and click Print. 18

19 If plan is REJECTED: 1. Follow earlier steps to log in to Ex3, enter Strategic Plan, and view comments. The view comments area will let you know why your plan was rejected and which areas to improve. 2. The COACH will need to re enter the new data for the areas/objectives that need improvement. 3. Follow the same procedures/instructions as above to re enter new text, sign off and submit the updated Strategic Plan. NOTE: DO NOT delete any previously entered text that is staying the same. ONLY re enter text for what needs to be changed!!! 19

20 CHANGING Strategic Plan After Submission or Acceptance: The coach will need to ask for a Change Request. 1. Follow earlier steps to log in to Ex3 and go to the Athlete/Team s Strategic Plan. 2. Scroll down to the bottom of the Strategic Plan and click Change Request. 20

21 1. A pop up window will appear with the Request Change of Plan. 2. Choose the Strategic Plan Type from the drop down menu that you wish to request for a change. 3. In the Details box, enter the changes you wish to make on that section of the Strategic Plan. 4. Click Save. A small box will appear telling you the details were saved successfully. Click OK. The change will now appear in a chart, but has not yet been SUBMITTED. 5. Click on the change from the chart (so it now highlighted in blue), click Submit Change Request. A small box will appear asking Do you want to submit this Change request, click OK. 21

22 1. After you click OK a pop up window will appear with an e mail. a) To: e mail addresses of U.S. Figure Skating reviewers b) From: e mail address of coach c) CC: e mail address of athlete d) Subject: Plan Change Request Notification 2. Click Send Mail to notify. A small bow will appear saying the was sent successfully. Click OK. 3. The changes will not show up in your general Strategic Plan. You can view the changes to your plan by clicking View Change Request Report. 4. At this point, the request has been sent to U.S. Figure Skating reviewers. If comments on the new changes are necessary, they will be found by clicking View Plan Review Report underneath the Strategic Plan. 22