Digital Measures. Faculty, Staff, and Student Support Guide

Transcription

1 Digital Measures Faculty, Staff, and Student Support Guide 1

2 Table of Contents Benefits to Users... 3 Logging In to Digital Measures... 3 LDAP Account Login and Username or Password Retrieval... 4 Local Account Login and Username or Password Retrieval... 5 Digital Measures Overview... 6 Navigation Bar... 6 Manage Activities Menu... 7 Adding an Item... 8 Duplicating an Item... 9 Removing an Item Publications - Importing Items Import from a BibTex file Import from Third Party Match Collaborators Report Generation Excluding Content from CV/Resume Reports Scholarly Activity Projects Quick Tips Author/Editors/Translators Reordering Author Deletion Expanding Text Boxes Keyword Search PasteBoard Click & Hold Back Shortcut Appendix / Resources FAQs

3 Welcome to Digital Measures! Digital Measures is a fully customizable online information management system designed to organize and report on your scholarly, teaching, and service accomplishments. It provides the most reliable, versatile, and secure solution for generating custom reports easily and in real time. Benefits to Users Digital Measures eliminates periodic, recurring requests for information on your activities and accomplishments. Faculty, staff, and students can generate up-to-date CVs, annual reporting documents, and more. The web-based interface is easy to use and intuitive. Logging In to Digital Measures To log in to the Digital Measures (DM) application: Navigate to PNWU.edu website and search for Digital Measures. Click on the first Digital Measures link to open the Digital Measures resource page. At the top of the page, click on the text link titled PNWU Digital Measures Website to open the Digital Measures login window. Important Note: bookmark this page to make future access faster 3

4 Click on that text Or, type the following in the address bar of your web browser: Here is a snapshot of what the Digital Measures login screen looks like: LDAP Account Login and Username or Password Retrieval For those with a PNWU account (termed an LDAP account), you will use your PNWU Windows UserID and Password to login. If you do not remember your PNWU Windows UserID or Password: Contact the PNWU IT department via at help@pnwu.edu and explain in the that you cannot remember your PNWU Windows 4

5 UserID and/or Password. They will assist you with retrieving that information. If you are sure that you have entered your PNWU Windows UserID and Password correctly but are still unable to access the Digital Measures system: click on the Need help? text at the bottom right of the login screen and submit your contact information along with a description of your problem I am sure that I remember and am typing in my PNWU Windows Username and Password correctly but am not able to access the Digital Measures system., and click the Send button. An will be sent to a PNWU Digital Measures administrator who will contact you shortly. Local Account Login and Username or Password Retrieval For those without a PNWU account (termed a local account) you will use the username and password that was ed to you when your Digital Measures account was initially set up. If you cannot remember your UserName: click on the Need help? text at the bottom right of the login screen and submit your contact information along with a description of your problem cannot remember my username, and click the Send button. An will be sent to a PNWU Digital Measures administrator who will contact you shortly. If you cannot remember your password: If you do not remember your password, click on the Need help? text at the bottom right of the login screen, and then click on the Reset Your Password test located toward the top of the login screen and follow the instructions. An will be sent to a PNWU Digital Measures administrator who will contact you shortly. 5

6 Digital Measures Overview Digital Measures is comprised of many different components, all of which share two common elements regardless of a user s security access role: Navigation Bar o Run reports, utilize the PasteBoard feature, and access help Manage Activities Menu o View, enter and/or manage your own biographical information, teaching, scholarly activity, service, and supplemental activities. Access links to learning resources. Navigation Bar The Navigation Bar is a permanent fixture at the top of all Digital Measures screens. A description of the functionality of each Navigation Bar component is provided below: Rapid Reports: generate your CV, Annual Self-Evaluation, or MSPE letter (students only) in various formats (Word, PDF, or HTML) using start and end dates. PasteBoard: used to bring in text from a word processing application (such as MS Word) and standardize for pasting into Activity Insight. Run Reports: Run customized reports based on the information entered into Activity Insight. (Note: Not all users have this feature) Help: If you have a problem, you may send a support request using the Help menu option. These requests will be sent to the AI Support Queue and a systems administrator will be in touch shortly. By default, your contact information is populated based on your PNWU Windows login, so please do not change this option to anonymous. Important Note: You may not have all utilities displayed or functionality described here. The utilities listed on a user s Navigation Bar depends on permissions assigned to your Activity Insight security role. 6

7 Manage Activities Menu The Manage Activities menu is organized into categories: Demographic Information, CV/Resume General Information, Professional Development, Teaching, Scholarly Activity, Service, and Evaluation. Important Note: Screens listed in a person s Manage Activities menu will vary based on their user access role The Manage Activities Menu lists all the screens necessary for faculty, staff, and students to capture and manage teaching, scholarly activities, and service accomplishments. 7

8 The first line of text at the top of the Manage Activities page - Review a guide to manage your activities - provides a link to a universal Guide that is maintained by the vendor, Digital Measures. Most of that material is included and customized in this document. The second link of text at the top of the Manage Activities page Click here to access PNWU Digital Measures training resources is a link to the PNWU Digital Measures website where additional learning resources can be accessed. The rest of the Manage Activities page is made up of links to each of the data collection screens in your system. When you first visit this screen, it would be good to spend a few minutes looking through the screens accessible from it. To access an activity, click its name. The resulting screen displays records that are stored for that screen. Important Notes: 1) The Activities you see on your Manage Activities screen may differ from those in the screen shot above. The activities that appear on this screen will be based on your assigned view as a (faculty, staff, or student) 2) When you enter an Activity screen from Manage Activities, each activity will have a description/explanation in the subheading. To review a full list of the descriptions of Activities, visit the PNWU Screens Descriptions Char located on the PNWU Digital Measures webpage. Adding an Item Items represent any activity, entry, service, or record that is added to one of the various sections within Digital Measures. For example, when you enter the Awards and Honors section under Professional Development, there will be an Add New Item button near the top of the screen. Click on this button to add an award or honor. Fill out the fields and click the Save button located at the top of the screen. The system will then close the activity screen and take you back to the summary page. You should now see a brief description of the activity you just entered on the summary screen. If you have multiple items to add you can instead click on the Save & Add Another button and a new blank screen will open for you. You can continue to utilize this button, adding one activity after another. 8

9 Important Notes: Remember to Save. Click on the Save button after completing all the fields. When adding an item, the only required fields are Award or Honor Name, Organization Name, Category, and Date Received (as noted with by the red asterisks in front those field names). For any date fields, you must enter, at a minimum, a month and year in order to save the item in a screen. The date format in Activity Insight is [Month Name] DD, YYYY. Duplicating an Item In some cases where there are two items that are almost identical, you may find it necessary to duplicate one and then slightly modify it. You can do this when viewing the items list for a particular section. 9

10 First, click on the checkmark box for the item you wish to duplicate, then click on the Duplicate button. Removing an Item Click on the checkmark box for the item you wish to remove, and then click on the Trash button. 10

11 Publications - Importing Items Faculty, staff, and students can use the import feature to bring Publication data into their profile. Import is only available for the Publications screen. There are two ways for you to bring citations into Digital Measures from other databases: Import from a BibTex file You can load BibTeX files into Digital Measures. The Publications/Scholarship of Discovery screens will allow you to import citations from a wide variety of reference managers or databases. First, you ll need to download the citation file (.txt / BibTeX format) from the source (e.g Google Scholar, RefWorks, Web of Science, Zotero) to your computer. Then, access the Publications/Scholarship of Discovery screens to import/load the BibTeX citation file into your DM profile. Download the citation file (.txt file format) to your computer from the reference manager or other databases. Click on the Publications / Scholarship of Discovery link. Click on the Import Items button as seen in screenshot above. 11

12 Under the Import from a BibTex file header, click on the Choose File button to select a BibTeX file to upload from your computer. Click on the Continue button. The next screen will prompt you to match the publication with other Indiana University user accounts. We recommend that you skip over this section and do not match to user accounts. Click on the Continue button. If the continue button is not active, the system is requiring that you either match to a user or select no match (see Match Collaborators within this section for more information). Review your item(s) to be imported and click on the Finish Import button to complete importing the items. More information on BibTeX Imports, can be found here. Import from Third Party You can also import publications directly into Activity Insight from a third party, such as PubMed or Crossref. You can connect to a third party publication database within Activity Insight and search for your citations, or those of the user for whom you are managing data. 1. Click on the Publications / Scholarship of Discovery link. 2. Click on the Import Items button (screenshot above). 12

13 3. Under the Import from Third Party section, select either Crossref or PubMed as your third party source. The search criteria will change based on which service you use. 4. Use multiple criteria to search for your publication. a. Crossref Search: The default search, without adding any other criteria, is based on Publication Date and Author (full name). To add criteria, click on the Add Search Criteria link, use the dropdown menu to specify new search criteria and enter search text. (e.g. search on ORCID ID) b. PubMed Search: The default search, without adding any other criteria, is based on your last name and first initial. To add criteria, click on the Add Search Criteria link, use the dropdown menu to specify new search criteria and enter search text. 13

14 5. Then, click on the Search Crossref or Search PubMed button. 6. Once the search has finished and the results appear, click on the checkmark box for the publications you wish to import. Then, click Continue. 7. The next screen will prompt you to match the publication with other Pacific Northwest University user accounts. We recommend that you skip over this section and do not match to user accounts. Click on the Continue button. If the continue button is not active, the system is requiring that you either match to a user or select no match (see Match Collaborators within this section for more information). 8. Review your item(s) to be imported and click on the Finish Import button to finalize the addition of the PubMed publication More information on Pubmed Imports, can be found here. More information on Crossref Imports, can be found here. 14

15 Match Collaborators The Match Collaborators screen appears as Step 3 of the Import Publications feature. We fully recommend that you skip this step and click on the Continue button to advance to the next step. However, sometimes this Continue button appears inactive (grayed out), and the screen requires that you identify a no match to users. In order to select no match, follow the steps below (names have been redacted in screenshots below): The screen will identify users that have been matched more than one user account. This list is prohibiting you from continuing. Click on the Select correct user account link next to each unmatched user/collaborator. A new DM window will appear. Click on the view all user accounts link near the bottom. The system will process your action for a few seconds, and the window will refresh. Two new buttons will appear at the bottom of the window. 15

16 Click on the No Matching Account button to finish. Repeat the steps above to select a no match for the additional users as necessary. The Continue button will become active once the users have either been matched or identified as a no-match. Report Generation Faculty, staff, and students can generate a variety of different reports. The reports available in the Run Report and Rapid Reports drop-down menu vary based on the user s security access role. To generate a report follow the steps below: 1. Click on the Rapid Reports link under Manage Activities. 2. A new Rapid Reports window will appear and allow you to run a report using the following options: Report (type), Start Date, End Date, and File Format. 16

17 3. Select the report you wish to run, set the start date and end date (dates will default to current year), and determine the file format for output of the report. 4. Click on the Run Report button to generate the report with the selected options. 5. The report is generated in the form of a download, and based on the browser used, will prompt you to open once complete. Excluding Content from CV/Resume Reports You have the ability to exclude activities from appearing on your CV or resume report by choosing No on the Show on Resume/CV field which is located on the bottom of all data screens that provide data for the all user CV and resume reports. 17

18 Scholarly Activity Projects The process for entering data within the Scholarly Activity screens (Grants, Presentations, Publications, and Research/Scholarly Projects) is slightly different than how data is entered in all other screens for scholarly projects that involve multiple PNWU faculty, staff, and/or students. All scholarly projects involving multiple PNWU faculty, staff, and/or students should be entered by only one PNWU faculty, staff, or student member involved in the project. This may or may not be the lead for the project. If there are multiple PNWU people involved in the project, it is best for all people involved to discuss who will be responsible for entering and tracking the project data in Digital Measures for the entire group. Once the designated person enters the project information and all of the project participants into a Digital Measures activity screen, any PNWU staff, faculty, and/or student listed will be able to view the research projects details within the appropriate screen categories of their own Digital Measures account. They will not, however, have the ability to change the information in the project - that can only be done by the person who originally entered the project into Digital Measures. If you see a discrepancy in the project data, contact the designated person for the project to have it corrected. 18

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20 To add a new activity, click on the type of Scholarly Activity. Then, click on the Add New Item button. To revise or update information for existing scholarly activity projects, click on the appropriate Scholarly Activity type, locate the activity by scrolling through the activity names on the Summary Screen and click on the appropriate activity name to drill down into the Item Detail. When manually adding an activity, the first member will always be you and this is defaulted to show your user name, first and last name as it appears in PNWU s system. You have the option to override or use a pen name by entering a different first/last name in the data fields of your row. If you have additional authors, skip down below and select the number of Other Member rows you wish to add and click on the +Add button. Your name is already entered for you here You do not need to enter your name in these text boxes The Other Member will be labeled as the 2 nd contributor/author. Their information can be inputted in one of two ways: 1. If the other member is a PNWU faculty, staff, or student; you will be able to find them in the first drop down text box by entering their user name, first name, or last name: 20

21 OR 2. If the other member is not associated with PNWU or if their user name is not listed in the dropdown, enter their information in the text boxes (First Name, Middle Name/Initial, Last Name, Institution/Company, Role) as outlined in the screen shot below: Quick Tips Take a look at the following useful features to streamline your Digital Measures experience! 21

22 Author/Editors/Translators Reordering Publications/Scholarship of Discovery items default the faculty as the 1 st Author. To change the ordering of the authors/editors/translators there are move up and move down arrows at the very right of the author section (next to the garbage bin). Use this arrows to adjust author ordering. Author Deletion Remove an author/editor by clicking on the garbage bin in far right corner of the author s row. Expanding Text Boxes 22

23 You may see two diagonal lines in the bottom right corner of text boxes. Clicking this area and dragging allows you to resize the text box as needed. Once expanded, it can be minimized by double clicking the arrow again. Keyword Search The Search function is always available at the top of all Digital Measures screens. This is a Keyword Search, which means it will find all activities/items that contain that word in any field and/or file attachments. You can use the search to quickly find items when unsure of which section they may be in. PasteBoard The PasteBoard allows you to bring in text from a word processing application (e.g., MS Word) and standardize for pasting into Digital Measures. Simply, copy text from another document and paste it into the PasteBoard. After you have pasted the text into PasteBoard, you can then select all (Ctrl/Cmd + A) or parts of text from it, click-andhold on the text you selected, and drag it into a text field in the system to have it pasted into the field. You may also use the inherent Copy (Ctrl/Cmd + C) and Paste (Ctrl/Cmd + V) functions. 23

24 To access the PasteBoard, click PasteBoard in the Navigation Menu under Manage Activities. The PasteBoard will appear in the bottom right-hand corner of your screen and can be dragged anywhere on the screen as needed. Any text in the PasteBoard upon logging out will remain in the PasteBoard for future sessions. Click & Hold Back Shortcut Left click on the back icon and hold the mouse button down to see these additional If you have drilled down into an item under a particular teaching, research, or service section, you may find it useful to return directly back to the main Manage Activities screen and bypass the list of items for that section. You can do so by clicking and holding the back arrow and the menu options (as seen above) will appear. 24

25 Appendix / Resources Multiple training pdf and quick-links are available on PNWU s Digital Measures webpage. A quick-link to the PNWU Digital Measures webpage is located at the top of the Digital Measures Manage Activities menu. For any questions or feedback contact our support at oie@pnwu.edu. FAQs To access the Frequently Asked Questions (FAQ), please refer to the FAQ Guide. 25