DOCUMENTATION FOR PROPOSERS TO PDC FORMS SITE

Transcription

1 UNIVERSITY OF WINDSOR DOCUMENTATION FOR PROPOSERS TO PDC FORMS SITE PROGRAM DEVELOPMENT COMMITTEE Kanyiha Ngotho IT SERVICES - UNIVERSITY OF WINDSOR 401 SUNSET AVE, WINDSOR, ON N9B 3P4

2 Table of Contents Accessing the Site... 2 Navigating the Site... 4 Left Navigation... 4 Home Page Tile Navigation... 5 Completing a Task... 7 How to Submit a Proposal... 7 Viewing a Submission... 9 Editing a Submission Help Contacts and Support PDC Forms Help (non-technical) PDC Forms Help (technical)

3 Purpose of the PDC Forms Site: The PDC Forms site in an Approval Workflow. For Proposers, it removes the mystery and confusion often associated with how to obtain approval for program and course changes. The proposals are automatically sent through the appropriate approval workflow, based on the general information about the proposal provided by the proposer. The Approval Workflow also allows proposers to track the approval of their proposal, from Department Council approval to Senate approval. Accessing the Site In order to access the site, open up a browser and use the following URL link: Upon navigating to the URL you will be presented with a Microsoft Sign-in screen. Use your UWin address (UWINID@uwindsor.ca) and password to log in. (The same password you would use if you were to login to your UWin ) If you have entered the right credentials, you will be presented with the following screen. 2

4 If you receive an error message saying that you do not have permission (image below), then it means you have not been added to the site and would need access granted to you by either Renée Wintermute x3347) or Alison Zilli x3325). 3

5 Navigating the Site As a Proposer, you have access to the Proposer view of the site. There are two types of navigation available to you. The navigation menu on the left and the larger tiles on the home page. Left Navigation Home Page Tile Navigation Left Navigation The Left Navigation menu will be available to you regardless of what page you are on, while navigating through the website. The only exception is the Task Completion stage. - Home Directs you to your home screen. - My Submissions Directs you to view your current or past PDC Submissions - My Tasks Directs you to your current or past tasks assigned - Workflow Comments (unavailable to Proposers) - Recent Produces a list of the pages you have visited recently - Recycle Bin (unavailable to Proposers) 4

6 Home Page Tile Navigation This menu is available to you on the Home Page and contains the following tiles to direct you to various pages on the site that you will be using. - Form Downloads This will direct you to a page with all the forms that you can download, fill and attach to your PDC submission - Submit PDC Form Directs you to the Submission page. Here you provide general information about your submission, i.e Program Name, form selection, Faculty, etc. This is to ensure that your submission is directed to the right approval groups. Once you have submitted a proposal, you have no access to edit it in any way or make any changes to the attached forms, unless it is re-routed back to you for revisions. Note: You can submit more than one form with one proposal. This is not only allowed, but encouraged. However, please ensure that you DO NOT mix graduate proposals with undergraduate proposals, as they are subject to different approval workflows. IF YOUR PROPOSAL includes both graduate and undergraduate programs or courses (e.g, crosslisting a graduate with an undergraduate course; a proposal for a concurrent undergraduate/graduate program offering), submit the proposal as a graduate proposal and check the Graduate Program box. 5

7 - My Approvals Approval groups have the option of making your submission available to you for revision purposes (see screenshot below). Please note that copies of your previous submissions will be kept for reviewing. So be careful to only revise what you have been asked to change. 6

8 Completing a Task In the case where an approval group is requesting that you make revisions to your submission, your submission is made available to you to edit. An will be sent to you explaining the reason for which a revision is requested and a link to your submission will be included as well. Tasks are used to notify the approval group that you have completed your revisions and uploaded all the necessary forms to your proposal. In the earlier, there is a link to the tasks that are Assigned to [you] which will bring you to a page that looks like this: Before opening the task (e.g, Proposer revisions Addressing Comments ), download the proposal, make your revisions, and upload the revised proposal. Open the task by clicking on the task name (Proposer revisions Addressing Comments ), and simply clicking on the button labeled Complete Task, to complete the task. Clicking this button revokes your Edit access to your proposal and notifies the respective approval group of your re-submission. How to Submit a Proposal To submit a proposal, you need to navigate to the homepage and click on Forms Downloads (1) and download the form(s) that pertains to your proposal. Once the completed all sections of the Form, go to the home page once again, click on the tile that reads, Submit PDC Form (2), to open the submission form (3). 7

9 8

10 Fill in the fields of the PDC Forms New Application according to your proposal and then use the attachments icon to attach your form(s) to go along with it. Click submit at the bottom of the form. If your form was submitted successfully, you will get a message reading Form submitted successfully, and a confirmation will be sent to you as well. Viewing a Submission You can always view the proposals that you have submitted by using the navigation options that have been given to you through the Left Navigation menu and the Tiles Menu on the Home page. Clicking on either of these items will take you to the My Submissions page which displays all the proposals you have submitted to date. This is what the page looks like: 9

11 If you click on a specific submission, it will look similar to this: Please note that unless you have been given Edit access to your submission, you will not be able to make changes to the submission. Editing a Submission Approval groups have the ability to give you access to your submission to make requested revisions prior to approving your submission to go forward. When this happens, you will get an explaining what is required of you, which would include editing your submission. Included in the is a link that will go directly to your submission page that will look similar to the screenshot below. 10

12 At this point, you should have been given Edit access to the submission. If this is the case, the Edit Item button will be active. 11

13 Clicking on this will allow the submission to go in an Edit state, which looks similar to this: 12

14 From here you can edit the PDC Forms New Application form, download the proposal and make revisions, and re-upload the revised forms. Please be sure to revise only the areas you have been asked to modify so as to preserve your approval status with previous approval groups. To save your revised proposal, click on the Save button on the top left ribbon. When all revisions have been addressed and the revised form(s) uploaded, click on the Submit button on the bottom of the PDC Forms New Application form. This action revokes Edit access to your submission and the approval group that requested the resubmission will be notified for review. Help Contacts and Support PDC Forms Help (non-technical) Please contact Renée Wintermute (ext. 3347; or Alison Zilli (ext. 3325; if you have any questions regarding using the site. PDC Forms Help (technical) Please contact ITS Helpdesk at ext for any technical issues that arise. 13