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OptiSpool 

OptiSpool . Educational Technology Services OptiSpool Team Brian Sullivan, James Boggess, Virgil Cruz Training Provided by ETS Customer Support Team . What is OptiSpool?.

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OptiSpool 

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  1. OptiSpool Educational Technology Services OptiSpool Team Brian Sullivan, James Boggess, Virgil Cruz Training Provided by ETS Customer Support Team

  2. What is OptiSpool? • OptiSpool is a centralized web server that allows users to view, search and print report files via their web browser application. • SBBC is implementing OptiSpool as an alternative to printing, copying, and manually distributing computer generated “reports.” Educational Technology Services (OptiSpool)

  3. Why is SBBC Implementing OptiSpool? • Stakeholders request • CELT Analysis indicated Principals needed to receive their financial reports in a more efficient manner • Pilot tested by Budgetkeepers’ Committee and various departments • Improve the reporting process Educational Technology Services (OptiSpool)

  4. Improving the Process • OptiSpool Process • End-of-Month reports are generated • ETS posts reports on OptiSpool server • Sites have immediate access to data • Individuals choose to print information as needed Current Process • End-of-Month (EOM) reports are generated • ETS runs reports • ETS bursts reports • ETS collates reports • Pony trucks deliver EOM to schools & departments Educational Technology Services (OptiSpool)

  5. What will the results be? • Results – • Immediate access to reports • Ability to view data as needed and print only what is necessary for each individual • Savings in resources to district • Dollars • People • For EOM Financial Reports estimated savings in time is approximately 8-10 business days Educational Technology Services (OptiSpool)

  6. SBBC Implementation Plan OptiSpool will provide immediate access to other sources of information • Immediately – MSA Financial Reports* • FY5 – SAP Reports • FY5 – TERMS Reports *A matrix of specific reports is available on the OptiSpool website Educational Technology Services (OptiSpool)

  7. Implementation Timelines • August 31, 2004 • End of Month Financial Reports • October 2004 • ETS upgraded OptiSpool server software • October – November 2004 • Parallel testing for EOM Financials Educational Technology Services (OptiSpool)

  8. Basic Features • Receive archived files immediately upon creation • Exact format as on paper • Skip to the exact page you wish to see • Print any page or pages • Attach notes to report pages • Search for information from spool files • Security Educational Technology Services (OptiSpool)

  9. Accessing OptiSpool • Site User ID and Password • ID & Password same for all site users • Reports specific to User ID • Limits access to reports for that location • 45-day Password Expiration • Times Out when idle for 10 minutes • Locks after 3 unsuccessful log in attempts • Web address web/optispool • Currently available Intranet Only Educational Technology Services (OptiSpool)

  10. System Requirements • Internet Explorer • PC – IE 5.5 or higher • Mac – OS 9.0, IE 5.1.7 or higher • Netscape is not supported at this time • Does not work with Pop-up Blockers • See your TLC to delete temporary Internet files • Site User ID and Password (supplied by ETS) Educational Technology Services (OptiSpool)

  11. Getting Started • Site User ID = SP0155350 • SP01 + 4-digit Org Unit # + School Type (District-based type will be 0, Elementary – 1, Middle – 2, etc.) • Initial Password = Same as User ID Educational Technology Services (OptiSpool)

  12. Sign In • Enter site User ID and Password into the fields provided then click the Sign in button to view your File Selections Educational Technology Services (OptiSpool)

  13. Column Description • Reports display in *Date (archive date) order • Column Headings: *Folder,File Name, User ID, Date Pages (total # of pages in the report), User Data - the storage location of the archived spool file, Form Type, and *Extract Description– the description of the report. *Most Important Fields Educational Technology Services (OptiSpool)

  14. Navigation: Filter Date • Filter Date is used to set the date range of files to be displayed in the File Selection window. When a Filter Date is set, any files that were created prior to the selected FilterDate will not be displayed. Educational Technology Services (OptiSpool)

  15. Navigation: Refresh - Query • Refresh use at anytime to refresh the listing within the File Selection • Query is used to find old reports and/or narrow your search. NOTE: When using the Query function the Filter Date does not apply Educational Technology Services (OptiSpool)

  16. Navigation: Query Values • Query Operand Values and Descriptions • EQ - equals • NE - not equal to • GT - greater than • GE - greater than or equal to • LT - less than • LE - less than or equal to • CT - contains Educational Technology Services (OptiSpool)

  17. File Selection • Click on any of the files listed in the File Selection window to display report Educational Technology Services (OptiSpool)

  18. Navigation: Display Window • Arrows use to advance to the Next page or go back to the Previous page • Skip to Page use to jump directly to a specific page number Educational Technology Services (OptiSpool)

  19. Navigation: Attaching Notes • Note use to attach a note to page(s) of the report via the Notes composition window then submit Educational Technology Services (OptiSpool)

  20. Navigation: Displaying Notes • “Note Available” Displays after the note has been saved to the page Notes are visible only on the page on which it was attached Click Note Icon to view the message Educational Technology Services (OptiSpool)

  21. Navigating: Notes Window • Delete Note To delete a note highlight the message, delete the text, and then click the Submitbutton Educational Technology Services (OptiSpool)

  22. Navigation: Search • Search use to locate specific values or information within a report Press the Enter key on your keyboard to begin search Tip: Re-enter search information for a new search Educational Technology Services (OptiSpool)

  23. Navigation: Search Results • Search results are highlighted within the document Tip: Search again to display results Educational Technology Services (OptiSpool)

  24. Printing • Print click the print icon to open the print window Educational Technology Services (OptiSpool)

  25. Print the current page or specify the print range • Limit print jobs to 40 pages each • Click Print to Continue Educational Technology Services (OptiSpool)

  26. Sign Out • Sign Out click sign out button to end and exit the OptiSpool™ Web session Educational Technology Services (OptiSpool)

  27. OptiSpool Support • ETS Help Desk 754-321-0411 • Trouble logging in • Resetting/unlocking password • OptiSpool Web page web/optispool • OptiSpool User Guide • Atomic Learning Tutorials Educational Technology Services (OptiSpool)

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