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ESIS Basics

2. Document Use. This document is the property of the NC DPI and may not be copied in whole or in part without the express written permission of the NC DPI.This curriculum is intended for LEAs to use and/or customize for re-delivery based on specific LEA needs. If modifications and additions are

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ESIS Basics

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    1. eSIS Basics Training Database: Esis-trn.ncwise.org Training Database: Esis-trn.ncwise.org

    2. 2 Document Use

    3. 3 Overview eSIS Basics eSIS Basic Reporting Questions More Information Objectives for this module: Present the big picture of NC WISE. Enable users to have the use of tools and resources to become NC WISE knowledgeable. Discuss Student Information System (eSIS) components. Wave III Specific Objectives: How does this LEA and school fit into the statewide NC WISE implementation? No more separate islands of SIMS information. State business rules have not changed, just the software being used is different. GSW1, GSW2, and PSW are based on the train-the-trainer model. It’s the LEA trainer’s responsibility to get local staff familiar with all components over a period of time: Student Demographics, Attendance, Discipline, Special Education, Scheduling, Grade Reporting, Standardized Testing, Diploma/Transcripts, Work Force Development (Career & Technical Education -CTE), Teacher Gradebook. Wave III Specific Background: High level as LEA is responsible for prepping participants on NC WISE status and benefits prior to GSW and has schedule as it pertains to PCW and subsequent NC WISE-led workshops. Objectives for this module: Present the big picture of NC WISE. Enable users to have the use of tools and resources to become NC WISE knowledgeable. Discuss Student Information System (eSIS) components. Wave III Specific Objectives: How does this LEA and school fit into the statewide NC WISE implementation? No more separate islands of SIMS information. State business rules have not changed, just the software being used is different. GSW1, GSW2, and PSW are based on the train-the-trainer model. It’s the LEA trainer’s responsibility to get local staff familiar with all components over a period of time: Student Demographics, Attendance, Discipline, Special Education, Scheduling, Grade Reporting, Standardized Testing, Diploma/Transcripts, Work Force Development (Career & Technical Education -CTE), Teacher Gradebook. Wave III Specific Background: High level as LEA is responsible for prepping participants on NC WISE status and benefits prior to GSW and has schedule as it pertains to PCW and subsequent NC WISE-led workshops.

    4. 4 eSIS Basics

    5. Module Objectives: Upon completing this module the participant will be able to: Access eSIS Navigate eSIS using menus, icons and buttons Query eSIS Change a password Lock eSIS

    6. Accessing eSIS

    7. 7 Getting Started with eSIS eSIS is a web-based application. Use Internet Explorer Disable pop-up blockers. J initiator must be installed. Pop-up Blockers: To disable pop-up blockers in Internet Explorer, select Tools > Pop-up Blocker > Turn off Pop-up Blocker. If you do not want to turn off your pop-up blocker, you can push the CTRL key when you click an item that will launch a pop-up (such as reporting, which launches an Adobe window). This allows the pop-up to be displayed. JInitiator: The first time a user logs in, they may see the J-initator load. This is the only software your PC needs to run eSIS. JInitiator - Oracle implementation of Sun's JavaSoft Plug-in for Solaris. Connectivity between a Windows-based client and Oracle Forms Server. Only for Windows based client machines. Oracle JInitiator runs as a plug-in for Netscape Navigator and as an ActiveX component for Internet Explorer. This allows customers to run Oracle Developer Server applications using Netscape Navigator or Internet Explorer. eSIS is backed up nightly. Pop-up Blockers: To disable pop-up blockers in Internet Explorer, select Tools > Pop-up Blocker > Turn off Pop-up Blocker. If you do not want to turn off your pop-up blocker, you can push the CTRL key when you click an item that will launch a pop-up (such as reporting, which launches an Adobe window). This allows the pop-up to be displayed. JInitiator: The first time a user logs in, they may see the J-initator load. This is the only software your PC needs to run eSIS. JInitiator - Oracle implementation of Sun's JavaSoft Plug-in for Solaris. Connectivity between a Windows-based client and Oracle Forms Server. Only for Windows based client machines. Oracle JInitiator runs as a plug-in for Netscape Navigator and as an ActiveX component for Internet Explorer. This allows customers to run Oracle Developer Server applications using Netscape Navigator or Internet Explorer. eSIS is backed up nightly.

    8. 8 Logging In - Path

    9. 9 Logging In The database you log into is the word “LEA” plus your LEA number. For example, if your LEA number is 999, then the database would be LEA999. Do not close the browser you’ve launched the program from, or your session will hang. Show users the difference between the two screens. Coffee cup = eSIS, E = launch page. Multiple logins are NOT allowed. You can only have one eSIS instance running at a time. Data Managers do not see the same view as Super Users, nor do they see the same view as LEA Coordinators. If you try to log in with the wrong password three times, it will lock you out of the system. You will need to have your LEA Coordinator unlock you (if you are a DM). If you are an LEA Coordinator, you will need to contact the NCDPI Service Desk. Do NOT share logins. We will discuss the security policy in-depth later. Refer to State Board Policy EEO-C-18. Sharing logins may be a dismissible offense. Encourage schools and central office to place computers in a location where those that do not need to see eSIS cannot see the screen (for example, when they walk into the office). Remember that you are required by FERPA to take appropriate measures to protect the data. The database you log into is the word “LEA” plus your LEA number. For example, if your LEA number is 999, then the database would be LEA999. Do not close the browser you’ve launched the program from, or your session will hang. Show users the difference between the two screens. Coffee cup = eSIS, E = launch page. Multiple logins are NOT allowed. You can only have one eSIS instance running at a time. Data Managers do not see the same view as Super Users, nor do they see the same view as LEA Coordinators. If you try to log in with the wrong password three times, it will lock you out of the system. You will need to have your LEA Coordinator unlock you (if you are a DM). If you are an LEA Coordinator, you will need to contact the NCDPI Service Desk. Do NOT share logins. We will discuss the security policy in-depth later. Refer to State Board Policy EEO-C-18. Sharing logins may be a dismissible offense. Encourage schools and central office to place computers in a location where those that do not need to see eSIS cannot see the screen (for example, when they walk into the office). Remember that you are required by FERPA to take appropriate measures to protect the data.

    10. 10 Demonstration Navigate to https//:esis-trn.ncwise.org. Log in to eSIS using the school user name and password provided.

    11. 11 Exercise Log into eSIS using the: Training environment URL provided. Use the SC_# user ID, password, and database provided.

    12. 12 Establishing your Display Settings To set the resolution, right-click on the computer’s Desktop and select Properties from the menu that appears. Select the Settings tab and move the slider for the Screen Resolution area to 800x600 (all the way to the left). Click OK to save the changes. The eSIS Start Screen now fills the entire window. Many users prefer to see the eSIS window larger. On most PCs, for the eSIS Main Start Screen to fill the entire window, users should select 800x600 resolution. At this resolution, it may be necessary to scroll to see all of the screen items. Experiment with different settings to find what you prefer.Many users prefer to see the eSIS window larger. On most PCs, for the eSIS Main Start Screen to fill the entire window, users should select 800x600 resolution. At this resolution, it may be necessary to scroll to see all of the screen items. Experiment with different settings to find what you prefer.

    13. 13 Navigating eSIS

    14. 14 Navigating eSIS Ways to navigate eSIS: Menu drop-down lists Icons Quick Access buttons Navigate button

    15. 15 About the Main eSIS Window On this slide, we’ll discuss the layout of the screen. Note that there is animation on this slide. First – Menus across the top of the screen. We’ll discuss this on the following slides. Second – Icons across the top of the screen. We’ll discuss this on the following slides. Third – Quick Access buttons down the right side of the screen. We’ll discuss this on the following slides. Fourth – Exit button. Click Exit button to exit eSIS. Fifth – Navigate button. We will discuss this in a later slide, but it helps you navigate directly to a screen without going through the menus. Sixth - Student Locator button. Helps you locate the student. This opens the Find Student screen which displays the Course, Room, and Teacher for the course that the student is currently in. Period Start and End Times must be set up for this to function properly. Seventh – The main area of the window displays information about the student once you have selected them. This will be covered in detail on a later slide. On this slide, we’ll discuss the layout of the screen. Note that there is animation on this slide. First – Menus across the top of the screen. We’ll discuss this on the following slides. Second – Icons across the top of the screen. We’ll discuss this on the following slides. Third – Quick Access buttons down the right side of the screen. We’ll discuss this on the following slides. Fourth – Exit button. Click Exit button to exit eSIS. Fifth – Navigate button. We will discuss this in a later slide, but it helps you navigate directly to a screen without going through the menus. Sixth - Student Locator button. Helps you locate the student. This opens the Find Student screen which displays the Course, Room, and Teacher for the course that the student is currently in. Period Start and End Times must be set up for this to function properly. Seventh – The main area of the window displays information about the student once you have selected them. This will be covered in detail on a later slide.

    16. 16 Exiting Screens Exit button All screens have an Exit button (blue door). Cancel button Located on certain screens. Action menu Action > Exit. Attendance module is an exception – have to go around the world.Attendance module is an exception – have to go around the world.

    17. 17 Using the eSIS Menus

    18. 18 Using the Main Menu Student Enrollment Queries Report Access Change Password Set Preferences Exit This menu lets you access queries and other high-level functions in eSIS, including menu options relating to student enrollment. Additionally, students can set preferences, lock into a school, and change their password from this menu. Caution users not to change their password at this time – that will be covered later in the module. Items on this menu not used by NC – SOR Transfer and TransferThis menu lets you access queries and other high-level functions in eSIS, including menu options relating to student enrollment. Additionally, students can set preferences, lock into a school, and change their password from this menu. Caution users not to change their password at this time – that will be covered later in the module. Items on this menu not used by NC – SOR Transfer and Transfer

    19. 19 Using the Common View Menu Student-Specific tasks, such as: Basic Courses Notes This menu allows the user access to student-specific tasks. Discuss the following examples with users: Basic – enables you to work with and view the basic demographic information for a student. Credit Details – enables you to work with and view the details on final marks and other pertinent information for a student. Hot Print – enables you to print specific reports for the student, including the student’s schedule (timetable). Courses – enables you to work with and view course selections for this year and next. Diploma – enables you to work with and view information related to students’ Diploma and Career Development progress. Do not use Incidents on this menu as the incidents will not be included in Safe Schools reporting as required by law and state board policy. Incidents will be covered in more detail in the Incidents module. Wave 3 schools – do not use eSIS for tracking incidents during your conversion year. Continue to use your discipline system of record (for example, USDDC) through your conversion year. You can begin using eSIS for incidents during your first full school year on NC WISE. Items on this menu not used by NC – Equivalent Credits, Restricted Schools, and Supervisions This menu allows the user access to student-specific tasks. Discuss the following examples with users: Basic – enables you to work with and view the basic demographic information for a student. Credit Details – enables you to work with and view the details on final marks and other pertinent information for a student. Hot Print – enables you to print specific reports for the student, including the student’s schedule (timetable). Courses – enables you to work with and view course selections for this year and next. Diploma – enables you to work with and view information related to students’ Diploma and Career Development progress. Do not use Incidents on this menu as the incidents will not be included in Safe Schools reporting as required by law and state board policy. Incidents will be covered in more detail in the Incidents module. Wave 3 schools – do not use eSIS for tracking incidents during your conversion year. Continue to use your discipline system of record (for example, USDDC) through your conversion year. You can begin using eSIS for incidents during your first full school year on NC WISE. Items on this menu not used by NC – Equivalent Credits, Restricted Schools, and Supervisions

    20. 20 Using the School Menu School Specific tasks, such as: Courses Mark Information GPA Module Reporting Periods Staff Maintenance Teams/Groups Items on this menu not used by NC – Exam Timetable Builder, Report Card Setup, and Parent Assistant Items on this menu not used by NC – Exam Timetable Builder, Report Card Setup, and Parent Assistant

    21. 21 Using the Administration Menu Administration tasks, mainly used for accessing System Codes. District / LEA level tasks. Items on this menu not used by NC - Substitute Teachers, Free and Reduced Meals, NEW Curriculum Standards Model, Standard Tests/Assessment, Transportation Setup , and Adhoc Fields District / LEA level tasks. Items on this menu not used by NC - Substitute Teachers, Free and Reduced Meals, NEW Curriculum Standards Model, Standard Tests/Assessment, Transportation Setup , and Adhoc Fields

    22. 22 Using the Lock Menu Locks your system so that no one can access it. We’ll cover this more in detail later. Locks your system so that no one can access it. We’ll cover this more in detail later.

    23. 23 Using the Mail Menu Launches email directly Displays emergency contact information - There is no state-designed or aal-designed mass e-mail functionality. Some counties have implemented this separately (Forsyth, for example) so you could contact those LEAs individually for more information.- There is no state-designed or aal-designed mass e-mail functionality. Some counties have implemented this separately (Forsyth, for example) so you could contact those LEAs individually for more information.

    24. 24 Using the Query Menu Menu access to query functionality. Query functionality will be covered in the next section.

    25. 25 Using the Help Menu Access to aal’s help topics. Access to information about the version number and user name of the logged in user. aal developed. NOT NC specific. Users should always reference the NC WISE Guides available online at www.ncwise.org. About – When reporting problems to the Service Desk, it is often helpful to view the About information and report the Form # and the Version of the Form.aal developed. NOT NC specific. Users should always reference the NC WISE Guides available online at www.ncwise.org. About – When reporting problems to the Service Desk, it is often helpful to view the About information and report the Form # and the Version of the Form.

    26. 26 Using Window Menu Can cascade and tile windows. Displays what window is visible. Can show this functionality later when you actually have more than one eSIS window open. This does not happen often and so it is not often used.Can show this functionality later when you actually have more than one eSIS window open. This does not happen often and so it is not often used.

    27. 27 Querying in eSIS

    28. 28 About the Main eSIS Window Top area displays your school number, school, the current semester, and your user name. Radio buttons allow you to choose whether you want to see all students (current and withdrawn) or just current students. Withdrawn means students that are withdrawn from your school and in the repository but have not been admitted to a new school. We’ll discuss other elements of the window later. Top area displays your school number, school, the current semester, and your user name. Radio buttons allow you to choose whether you want to see all students (current and withdrawn) or just current students. Withdrawn means students that are withdrawn from your school and in the repository but have not been admitted to a new school. We’ll discuss other elements of the window later.

    29. 29 Querying in eSIS Ways to Query: Query from Menu Query with Hot Keys The bottom left-hand corner of your screen gives you messages about the eSIS session. Useful when you are “stuck” and aren’t sure what the system is requesting. Always check the message bar. Users miss many messages at bottom left of screen due to taskbar overlaying eSIS screen. Maximize your window to see it clearly. Users can also auto-hide their taskbar. To do this, right-click on the taskbar and then select Properties. On the Taskbar tab, select Auto-hide the taskbar and click OK. The bottom left-hand corner of your screen gives you messages about the eSIS session. Useful when you are “stuck” and aren’t sure what the system is requesting. Always check the message bar. Users miss many messages at bottom left of screen due to taskbar overlaying eSIS screen. Maximize your window to see it clearly. Users can also auto-hide their taskbar. To do this, right-click on the taskbar and then select Properties. On the Taskbar tab, select Auto-hide the taskbar and click OK.

    30. 30 Querying in eSIS - Path

    31. 31 Querying in eSIS - Hot Keys F7 – Enter. Type a value in the appropriate field. % - wildcard. % may be used for any missing value. Shift+F2 – count of records that will be returned. F8 – Execute. Shift+F2 - Count of records that will be returned is displayed in the message bar – bottom left-hand corner. Maximize eSIS window to see messages clearly. Data for both current students and withdrawn students who have NOT been admitted to a new school can be accessed (refer to the Current or Current + Wdr radio buttons on the main eSIS start screen). System will bring back exactly what was requested. Often times the % must be added to the end or beginning of the complete search criteria – or both. Examples include: To find a student with the first name Kathy, for which you do not know if the student is Katherine, Kathi, or Kathy, use Kath%. To find a student with the last name ending in son (for example, Roberson, Richardson, etc), use %son. To find a student with the first name Sandy, for which you do not know if the student is Cassandra, Sandy, Sandra, or Sandi, use %sand%. You can query in almost any field, including Courses, School Information, etc.  To determine whether you can query in a screen, press F7 and see which fields on the screen are cleared out. These are typically fields in which you can query. Reference Document: Quick Tips for New UsersShift+F2 - Count of records that will be returned is displayed in the message bar – bottom left-hand corner. Maximize eSIS window to see messages clearly. Data for both current students and withdrawn students who have NOT been admitted to a new school can be accessed (refer to the Current or Current + Wdr radio buttons on the main eSIS start screen). System will bring back exactly what was requested. Often times the % must be added to the end or beginning of the complete search criteria – or both. Examples include: To find a student with the first name Kathy, for which you do not know if the student is Katherine, Kathi, or Kathy, use Kath%. To find a student with the last name ending in son (for example, Roberson, Richardson, etc), use %son. To find a student with the first name Sandy, for which you do not know if the student is Cassandra, Sandy, Sandra, or Sandi, use %sand%. You can query in almost any field, including Courses, School Information, etc.  To determine whether you can query in a screen, press F7 and see which fields on the screen are cleared out. These are typically fields in which you can query. Reference Document: Quick Tips for New Users

    32. 32 Querying in eSIS – What to do when you’re stuck! If a screen hangs up, review the message at bottom left of the screen. CTRL + Q – stop current command (clear the current query). Record > Remove and Record > Clear. Action > Exit. Reviewing the message bar can save you stress. On some screens, if you begin a record but then need to exit the screen without saving the record, you will need to select Record > Remove or Record > Clear. This will be shown in the Non-School Days Screen in the School Information module. F7 clears your current query criteria so that you can start over.Reviewing the message bar can save you stress. On some screens, if you begin a record but then need to exit the screen without saving the record, you will need to select Record > Remove or Record > Clear. This will be shown in the Non-School Days Screen in the School Information module. F7 clears your current query criteria so that you can start over.

    33. 33 Viewing the Results of a Query This is the main window with student information displayed based on a query. This is the main window with student information displayed based on a query.

    34. 34 Demonstration In the eSIS Start Screen, push F7. Type the query criteria. Push Shift + F2 to determine the number of records to be returned. Push F8 to run the query.

    35. 35 Exercise Query for a student whose last name starts with a specific letter. Determine how many records would be returned if you queried for all males in the school. Query for all boys in a specific grade level in your school.

    36. 36 Additional eSIS Queries There are additional queries available from the Main Menu, such as: Emergency Contact Parents Incidents/Notes If you have time, show the Parent/Guardian query for a student.If you have time, show the Parent/Guardian query for a student.

    37. 37 Changing your Password

    38. 38 Changing your Password - Path

    39. 39 Changing your Password - Screen Wave III: Emphasize LEAs/School requirement to implement a strategy to ensure eSIS users have personal responsibility to manage their passwords. The User E-mail Address field is not used in NC. ALWAYS exit eSIS after changing your password! If you change your password and don’t log out and back in, you are locked out permanently. If a school level user is locked out the Data Manager can unlock them. If a Data Manager is locked out, the LEA Coordinator can unlock them. If the LEA Coordinator is locked out, then the Service Desk can unlock them. Unlocks are performed via WebApps and will be covered in the WebApps/UERS module of training. Spaces are not allowed in your password. If you have a password that contains spaces, then you will not be able to print reports. This policy applies to anyone using the NC WISE application. Do not share your password. Each user accessing the NC WISE application shall be uniquely identified with an ID that is associated only with that user. The LEA security administrator, or his/ her designee, is responsible for promptly disabling the NC WISE user ID upon termination of a user from the school or LEA or upon cessation of a user’s need to access the NC WISE system. Unsuccessful logon attempts shall be limited to three attempts before the user logon process is disabled. User IDs that are inactive for 30 days will be disabled. Only authorized security administrators or help desk staff shall be allowed to enable a user ID. Passwords should not contain dictionary words or abbreviations. Passwords used for the NC WISE system should be unique to NC WISE. Passwords must be at least eight characters in length. To the extent possible, passwords shall be composed of a random variety of letters, numbers and symbols with no spaces in between. Additionally, passwords must contain at least two (2) non-alpha characters. Examples include the following characters: !, @, #, $, %, ^, &, *, (, ) 0-9 Passwords will expire every 90 days. New users will have 11 days in which to log into the system and change their default passwords at which time they will be disabled. Passwords cannot be reused until six additional passwords have been created. At no time should anyone from DPI call a user and request that users’ password. Passwords should not be inserted into email messages or other forms of electronic communication without proper encryption. Conveying a password in a telephone call is allowed when a positive identification has been established.Wave III: Emphasize LEAs/School requirement to implement a strategy to ensure eSIS users have personal responsibility to manage their passwords. The User E-mail Address field is not used in NC. ALWAYS exit eSIS after changing your password! If you change your password and don’t log out and back in, you are locked out permanently. If a school level user is locked out the Data Manager can unlock them. If a Data Manager is locked out, the LEA Coordinator can unlock them. If the LEA Coordinator is locked out, then the Service Desk can unlock them. Unlocks are performed via WebApps and will be covered in the WebApps/UERS module of training. Spaces are not allowed in your password. If you have a password that contains spaces, then you will not be able to print reports. This policy applies to anyone using the NC WISE application. Do not share your password. Each user accessing the NC WISE application shall be uniquely identified with an ID that is associated only with that user. The LEA security administrator, or his/ her designee, is responsible for promptly disabling the NC WISE user ID upon termination of a user from the school or LEA or upon cessation of a user’s need to access the NC WISE system. Unsuccessful logon attempts shall be limited to three attempts before the user logon process is disabled. User IDs that are inactive for 30 days will be disabled. Only authorized security administrators or help desk staff shall be allowed to enable a user ID. Passwords should not contain dictionary words or abbreviations. Passwords used for the NC WISE system should be unique to NC WISE. Passwords must be at least eight characters in length. To the extent possible, passwords shall be composed of a random variety of letters, numbers and symbols with no spaces in between. Additionally, passwords must contain at least two (2) non-alpha characters. Examples include the following characters: !, @, #, $, %, ^, &, *, (, ) 0-9 Passwords will expire every 90 days. New users will have 11 days in which to log into the system and change their default passwords at which time they will be disabled. Passwords cannot be reused until six additional passwords have been created. At no time should anyone from DPI call a user and request that users’ password. Passwords should not be inserted into email messages or other forms of electronic communication without proper encryption. Conveying a password in a telephone call is allowed when a positive identification has been established.

    40. 40 Changing your Password Always exit eSIS after changing your password! Passwords must be at least 8 characters. At least two non-alpha characters must be included. No spaces are allowed. Passwords must be changed every 90 days. Do not share your password. If you change your password and don’t log out and back in, you are locked out permanently. If a school level user is locked out the Data Manager can unlock them. If a Data Manager is locked out, the LEA Coordinator can unlock them. If the LEA Coordinator is locked out, then the Service Desk can unlock them. Unlocks are performed via WebApps and will be covered in the WebApps/UERS module of training. This policy applies to anyone using the NC WISE application. Refer to the full security policy in the Security Administration document in the NC WISE library. Do not share your password. Each user accessing the NC WISE application shall be uniquely identified with an ID that is associated only with that user. The LEA security administrator, or his/ her designee, is responsible for promptly disabling the NC WISE user ID upon termination of a user from the school or LEA or upon cessation of a user’s need to access the NC WISE system. Unsuccessful logon attempts shall be limited to three attempts before the user logon process is disabled. User IDs that are inactive for 30 days will be disabled. Only authorized security administrators or help desk staff shall be allowed to enable a user ID. Passwords should not contain dictionary words or abbreviations. Passwords used for the NC WISE system should be unique to NC WISE. Passwords must be at least eight characters in length. To the extent possible, passwords shall be composed of a random variety of letters, numbers and symbols with no spaces in between. Additionally, passwords must contain at least two (2) non-alpha characters. Examples include the following characters: #, $, _, 0-9 Passwords will expire every 90 days. New users will have 11 days in which to log into the system and change their default passwords at which time they will be disabled. Passwords cannot be reused until six additional passwords have been created. At no time should anyone from NCDPI call a user and request that users’ password. Passwords should not be inserted into email messages or other forms of electronic communication without proper encryption. Conveying a password in a telephone call is allowed when a positive identification has been established.If you change your password and don’t log out and back in, you are locked out permanently. If a school level user is locked out the Data Manager can unlock them. If a Data Manager is locked out, the LEA Coordinator can unlock them. If the LEA Coordinator is locked out, then the Service Desk can unlock them. Unlocks are performed via WebApps and will be covered in the WebApps/UERS module of training. This policy applies to anyone using the NC WISE application. Refer to the full security policy in the Security Administration document in the NC WISE library. Do not share your password. Each user accessing the NC WISE application shall be uniquely identified with an ID that is associated only with that user. The LEA security administrator, or his/ her designee, is responsible for promptly disabling the NC WISE user ID upon termination of a user from the school or LEA or upon cessation of a user’s need to access the NC WISE system. Unsuccessful logon attempts shall be limited to three attempts before the user logon process is disabled. User IDs that are inactive for 30 days will be disabled. Only authorized security administrators or help desk staff shall be allowed to enable a user ID. Passwords should not contain dictionary words or abbreviations. Passwords used for the NC WISE system should be unique to NC WISE. Passwords must be at least eight characters in length. To the extent possible, passwords shall be composed of a random variety of letters, numbers and symbols with no spaces in between. Additionally, passwords must contain at least two (2) non-alpha characters. Examples include the following characters: #, $, _, 0-9 Passwords will expire every 90 days. New users will have 11 days in which to log into the system and change their default passwords at which time they will be disabled. Passwords cannot be reused until six additional passwords have been created. At no time should anyone from NCDPI call a user and request that users’ password. Passwords should not be inserted into email messages or other forms of electronic communication without proper encryption. Conveying a password in a telephone call is allowed when a positive identification has been established.

    41. 41 Demonstration In the Oracle Change Password window, enter the old password. Enter a new password of ncwise0708, and then re-enter it to verify. Click Save to save the changes. Log out of eSIS.

    42. 42 Locking the System

    43. 43 Locking the System - Path Students and/or non-authorized users should not have access to workstations. Locking eSIS mitigates inappropriate use of user ID/passwords. LOCK appears on menu on all screens. Do not lock a workstation for long periods of inactivity; instead, log off of the system. Teachers should know that TAM access in a student environment is the highest risk area for inappropriate access to confidential information. Students and/or non-authorized users should not have access to workstations. Locking eSIS mitigates inappropriate use of user ID/passwords. LOCK appears on menu on all screens. Do not lock a workstation for long periods of inactivity; instead, log off of the system. Teachers should know that TAM access in a student environment is the highest risk area for inappropriate access to confidential information.

    44. 44 System Locked Screen Image of eSIS Locked. Image of eSIS Locked.

    45. 45 Exercise Change the password associated with the account. Make sure to follow the password rules. Log out of eSIS. Log back into eSIS and lock the system.

    46. 46 Using the eSIS Icons

    47. 47 Using the eSIS Icons Can’t select a school because you are a data manager with only access to the school you work in. Show Birthday List. Show the Attendance Module – to show that this is the only way to get there and go around the world. SPED - The Special Education (SPED) Lite module provides the ability to record information about student eligibilities and special services that are provided for the student by the school. Multiple exceptionalities (including academically gifted) and, served setting, special services, related services, and any learning supplementary aids that a student requires may be recorded and tracked here. Can’t select a school because you are a data manager with only access to the school you work in. Show Birthday List. Show the Attendance Module – to show that this is the only way to get there and go around the world. SPED - The Special Education (SPED) Lite module provides the ability to record information about student eligibilities and special services that are provided for the student by the school. Multiple exceptionalities (including academically gifted) and, served setting, special services, related services, and any learning supplementary aids that a student requires may be recorded and tracked here.

    48. 48 Using the Navigate Button

    49. 49 Using the Navigate Button Search for screens by name or using wildcard character. Ability to view screens is based on security level. Not every eSIS program component displayed may be one in which a user has access. Not every eSIS program component displayed may be one in which a user has access.

    50. 50 Demonstration Click the Navigate button. The Navigate to screen opens. Use % as a wildcard to search for a window and then click Find. Select the screen from the list. Click Navigate to. The selected screen appears.

    51. 51 Exercise Navigate to the Student Information System Reports screen.

    52. 52 Using the eSIS Quick Access Buttons

    53. 53 Using the eSIS Quick Access Buttons These are student-specific buttons. They show the specified information for the selected student. Click the Basic button to show how these buttons work. We will go into the Basic Demographic Loop in the next module. We will go over printing in the next section. These are student-specific buttons. They show the specified information for the selected student. Click the Basic button to show how these buttons work. We will go into the Basic Demographic Loop in the next module. We will go over printing in the next section.

    54. Module Review: So far we have covered: Accessing eSIS Navigating eSIS using menus, icons and buttons Querying eSIS Changing a password Locking eSIS

    55. 55 eSIS Basic Reporting

    56. Module Objectives: Upon completing this module the participant will be able to: Identify eSIS print options Use the Quick Access Print button Use the Hot Print icon Navigate the Report Directory Create an Extract Save an Extract

    57. eSIS Print Options

    58. Print Options in eSIS Quick Access print button Hot Print icon Report Directory ** Remind users that other print options for NC WISE live outside Quick Access print button Launches a screen with 18 specific reports for a single student record. Hot Print button Prints what is displayed on a given screen. Reports Directory Located in Quick Access button and Reports directory. Extracts Allows user to gather students with commonalities prior to running a report. Exports Student data may exported to a 3rd party application. Exports are not covered in this session. Exporting will be covered in the Reporting Modules ppt.** Remind users that other print options for NC WISE live outside Quick Access print button Launches a screen with 18 specific reports for a single student record. Hot Print button Prints what is displayed on a given screen. Reports Directory Located in Quick Access button and Reports directory. Extracts Allows user to gather students with commonalities prior to running a report. Exports Student data may exported to a 3rd party application. Exports are not covered in this session. Exporting will be covered in the Reporting Modules ppt.

    59. Things to Remember . . . Most reports require an extract. Most reports require additional criteria from a parameter form. Some report names may be updated. eSIS creates a file in Adobe that allows the user to review data prior to printing.

    60. Displaying and Saving Reports Reports are displayed in Adobe Reader. Pop-up blocker must be disabled. Save reports to a location on hard drive or server. - -

    61. What are Parameter Forms? Facilitates customization, display, and / or filtering of a report. 

    62. Using the Quick Access Button

    63. About Quick Access Print 18 reports Run for a single student Run multiple reports at once Quick Access button is displayed on the START screen, and Withdraw Screen.Quick Access button is displayed on the START screen, and Withdraw Screen.

    64. Demonstration. . . From the START screen, query for a student. Click Print. Check the Student Transcript. Click the Print icon.

    65. Exercise Print the Attendance Summary.

    66. Using the Hot Print Icon

    67. Hot Print Icon Located on many screens. Prints data on a given screen or launches a specific report

    68. Demonstration . . . From the START screen, click the System Codes icon. Click Courses. Click Print. Click Course Lengths. Click Print.

    69. Exercise Print a Rooms List. Hint: School>School Information> Rooms

    70. 70 Using the Report Directory

    71. Report Directory - Path Note: Reports Icon is on START screen. Note: Reports Icon is on START screen.

    72. 72 Report Directory List of categories of reports. Expand a folder to view the reports contained in that category. Pre-defined eSIS reports, reporting hub, and ad hoc reporting are three different methods to get data out of NC WISE. Pre-defined eSIS reports are accessible through the Reports button from the eSIS Main Start screen and through Hot Print (note Printer button) on individual screens which allows a quick method of printing. Most eSIS reports were not necessarily created for North Carolina. Many are specific to other states. Reports are grouped by topics. The report groupings cannot be reorganized by the LEA. It is a standard across the state. New reports may be added when a new release of eSIS is implemented. The Report function also includes extracting and exporting data (e.g. for ad hoc reporting, labels, and merging data with other documents outside of eSIS). Note: The Reporting Hub is a web site containing North Carolina-specific reports where data can also be extracted/exported. It is outside of eSIS. The Navigate (Blue Arrow) button is used for finding the name of possible reports that could be useful. A recommended practice is to create a notebook of reports with a screen print of the parameters form, parameters that are useful, and at least one page from the report. Pre-defined eSIS reports, reporting hub, and ad hoc reporting are three different methods to get data out of NC WISE. Pre-defined eSIS reports are accessible through the Reports button from the eSIS Main Start screen and through Hot Print (note Printer button) on individual screens which allows a quick method of printing. Most eSIS reports were not necessarily created for North Carolina. Many are specific to other states. Reports are grouped by topics. The report groupings cannot be reorganized by the LEA. It is a standard across the state. New reports may be added when a new release of eSIS is implemented. The Report function also includes extracting and exporting data (e.g. for ad hoc reporting, labels, and merging data with other documents outside of eSIS). Note: The Reporting Hub is a web site containing North Carolina-specific reports where data can also be extracted/exported. It is outside of eSIS. The Navigate (Blue Arrow) button is used for finding the name of possible reports that could be useful. A recommended practice is to create a notebook of reports with a screen print of the parameters form, parameters that are useful, and at least one page from the report.

    73. Report Directory Options Sample Export Ad/Hoc File Ad Hoc Report Rename Ad/Hoc Fields Export Single Specify Extract Criteria Build Manual Extract Queue Manager Sample: Displays a sample of report. Sometimes this works, sometimes not. Best to just run the report. Export Ad/Hoc File: Calls the user Export screen. Ad Hoc Report: Calls the user Export screen. Rename Ad/Hoc Fields: Allows a user to rename fields for export. Export Single: Allows LEAs to associate names that are meaningful to the LEA to the various fields available in eSIS to export. Specify Extract Criteria: Allows user to gather buckets of students with commonalities. Build Manual Extract: Allow user to build extracts with students with no commonalities. Queue Manager: Not used in NC.Sample: Displays a sample of report. Sometimes this works, sometimes not. Best to just run the report. Export Ad/Hoc File: Calls the user Export screen. Ad Hoc Report: Calls the user Export screen. Rename Ad/Hoc Fields: Allows a user to rename fields for export. Export Single: Allows LEAs to associate names that are meaningful to the LEA to the various fields available in eSIS to export. Specify Extract Criteria: Allows user to gather buckets of students with commonalities. Build Manual Extract: Allow user to build extracts with students with no commonalities. Queue Manager: Not used in NC.

    74. Running a Report - Steps Expand the report folder. Click the applicable report. Click Print. Any one or combination of the following may occur:  A parameter form may be called. Make the appropriate selections. An Extract dialog may be called. Make the appropriate selections. Click on the plus sign to expand the report group. Select the desired report. Click on the Print button or double click the report name to initiate printing. Any one or combination of the following three things may occur:  A parameter form may be called, facilitating the customization, display, and / or filtering of the report. Make the desired selections and entries and click the print icon. An Extract dialog may be called, which facilitates the application of specific criteria under which the report will be produced. If you are using the Client version of eSIS, you will eventually be taken to the selection of Report Parameters where you make a choice of Destination Type (Destype) and click traffic signal button to generate document. The eSIS Web version will take you directly to a PDF preview of the report. Once at the preview, locate the print button to generate a hard copy if required or close the preview. Click on the plus sign to expand the report group. Select the desired report. Click on the Print button or double click the report name to initiate printing. Any one or combination of the following three things may occur:  A parameter form may be called, facilitating the customization, display, and / or filtering of the report. Make the desired selections and entries and click the print icon. An Extract dialog may be called, which facilitates the application of specific criteria under which the report will be produced. If you are using the Client version of eSIS, you will eventually be taken to the selection of Report Parameters where you make a choice of Destination Type (Destype) and click traffic signal button to generate document. The eSIS Web version will take you directly to a PDF preview of the report. Once at the preview, locate the print button to generate a hard copy if required or close the preview.

    75. Running a Report – Steps . . . Click Print. The report will display as a .PDF file. Locate the print button to generate a hard copy.

    76. Demonstration . . . From the Report Directory, expand the Enrollment/Registration folder. Double click Enrolled/Not Registered. From the Sort Sequence drop-down, click Grade. Click Print.

    77. Exercise Print the Admission/Withdrawal report.

    78. Using Extracts

    79. About Extracts Gather groups of students with commonalities. Add students one at a time. Create the extract before or after selecting the report. eSIS remembers the last extract you ran. Extracts can be saved. Extracts can be built manually. Extracts can be saved as private or public: Private: An extract that is used only by the creator of the extract. Public Restricted: An extract that is public but can not be changed. It is a snapshot of data at that time. Public Unrestricted: An extract that is available to anyone and can be changed by anyone with access to reports and extracts. Do not use print icon on Results screen. Remember to check Cross Enrolled status and specific school. Review extract criteria (extract an individual or groups of students). Extracts can be built manually. Extracts can be saved as private or public: Private: An extract that is used only by the creator of the extract. Public Restricted: An extract that is public but can not be changed. It is a snapshot of data at that time. Public Unrestricted: An extract that is available to anyone and can be changed by anyone with access to reports and extracts. Do not use print icon on Results screen. Remember to check Cross Enrolled status and specific school. Review extract criteria (extract an individual or groups of students).

    80. Accessing Extracts

    81. 81 Demographic Extract Screen Clear Extract Criteria – Good practice to always click this and start anew. Specify extract criteria and then click Run Extract. Demo - Show the various tabs on the Demographic Extract screen to display that they can filter their extract by many different items, such as course codes, teachers, gender of student, grade of student, etc. Demo - Show a few different filters. Clear Extract Criteria – Good practice to always click this and start anew. Specify extract criteria and then click Run Extract. Demo - Show the various tabs on the Demographic Extract screen to display that they can filter their extract by many different items, such as course codes, teachers, gender of student, grade of student, etc. Demo - Show a few different filters.

    82. Extract Results

    83. Creating an Extract from the Demographic Extract screen - Steps From the Demographic Extract screen, click Clear Extract Criteria. Make the appropriate selections from the tabs. Click Run Extract. Click Go Back. Click Exit.

    84. 84 Demonstration From the Report Directory, click Specify Extract Criteria. From the Demographic Extract screen, click Clear Extract Criteria. From the Basic tab, check NOT beside Grades. Click an applicable grade level from the Grades drop-down list.

    85. 85 Demonstration . . . Click Run Extract. Click Go Back. Click Exit to return to the Report Directory. Expand the Demographic reports folder.

    86. Demonstration . . . Double click Birthday List. Click Run Report. Click Alpha from the Sort drop-down. Click Print.

    87. 87 Exercise Run an extract for a specific grade and gender. Run the Birthday List report for the extract.

    88. Manual Extract Screen

    89. Creating an Extract from the Manual Extract screen - Steps From the Manual Extract screen, click Clear All Students. Click Add. Click the question mark ( ). Query for a student, click Select. Repeat steps 2-4 as needed. Click Save. Click Exit.

    90. Demonstration From the Report Directory, click Build Manual Extract. From the Manual Extract screen, click Clear All Students. Click Add. Click the question mark ( ). Query for a student, click Select. Repeat steps 2-4 as needed.

    91. Demonstration . . . Click Save. From Reports Directory, expand the Demographics folder. Double click Birthday List. Click Run Report. Click Homeroom from the Sort drop-down. Click Print.

    92. Exercise Create a manual extract for five students. Run the Birthday List report for the extract.

    93. Saving Extracts

    94. Saving Extracts Any type of extract may be saved. All extracts are saved from the Demographic Extract screen.

    95. Saved Extracts screen

    96. Things to Remember Complicated extracts may be created and used from year to year. Restoring an extract will refresh the group of students specific to the extract. Security may be set on saved extracts. Extracts can be saved as private or public: Private: An extract that is used only by the creator of the extract. Public Restricted: An extract that is public but can not be changed. It is a snapshot of data at that time. Public Unrestricted: An extract that is available to anyone and can be changed by anyone with access to reports and extracts. Extracts can be saved as private or public: Private: An extract that is used only by the creator of the extract. Public Restricted: An extract that is public but can not be changed. It is a snapshot of data at that time. Public Unrestricted: An extract that is available to anyone and can be changed by anyone with access to reports and extracts.

    97. Saving an Extract - Steps Create an extract. Navigate to the Demographic Extract screen if needed. Click Saved Extracts. Type a meaningful name in the Save Current Extract dialog box. Click Save. Click Exit.

    98. Demonstration Navigate to the Demographic Extract screen. Click Saved Extracts. Click Save New Extract. Type a meaningful name in the Save Current Extract dialog box. Click Save. Click Exit. Navigate the Emergency Contacts report.

    99. Exercise Save the last extract created. Run the Homeroom (Demographics) report from the Demographics folder.

    100. Module Review: So far we have covered: eSIS Print Options Using the Quick Access print button Using the Hot Print icon Navigating the Report Directory Creating an Extract Saving an Extract

    101. 101 Questions

    102. 102 More Information

    103. 103 Reference Documents Quick Tips for New Users handout. *SIMS to SIS Reports doc is under Library > General Information. Quick Tips for New Users handout. *SIMS to SIS Reports doc is under Library > General Information.

    104. 104 Training & Support Contacts NC WISE Training Team Mailbox: ncwisetraining@dpi.state.nc.us NC WISE Service Desk Mailbox: help@dpi.state.nc.us Service Desk phone number: 919.807.4357

    105. 105

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