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OKCIS

OKCIS. Administration Tools for OKCIS Administrative Training . Administration Tools. Getting Started. Go to OKCIS.intocareers.org Click on Administration Tools (right-hand sice ) Click on Portfolio Administration Tools (left-hand side)

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OKCIS

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  1. OKCIS Administration Tools for OKCIS Administrative Training

  2. Georgia Career Information Center Administration Tools

  3. Georgia Career Information Center Getting Started • Go to OKCIS.intocareers.org • Click on Administration Tools (right-hand sice) • Click on Portfolio Administration Tools (left-hand side) • Enter your site’s Administration Tools User Name and Password • Distribute the Administration Tools User Name and Password exclusively to administrators (counselors, teachers, graduation coaches, and employment specialists). • Do not distribute the administration User Name and Password to students, parents, and end-users

  4. Georgia Career Information Center Administration Tools Main Menu

  5. REPORTS Site Usage Component Usage Group Report Individual Portfolio Georgia Career Information Center

  6. Georgia Career Information Center Reports – Site UsageView number of logins at your site and use of OKCIS components • On the Administration Tools main menu, click Site Usage • Select date range • Enter beginning date • Enter ending date • To view report, click Generate Report* • To print report, selectprint from toolbar * TIP: Allow pop-up blockers prior to generating report

  7. Georgia Career Information Center Reports - Site UsageUsage Report Summary Usage for Sample Site – OKCIS All Dates View logins using Portfolio User Names and Passwords View logins using the site’s User Name and Password View logins using IP recognition (currently unavailable) View logins using staff and administration User Names and Passwords View total logins at your site during specified period View number of Portfolios created during specified period View number of active and hidden My Portfolios View number of Portfolios with Course Plans View number of Portfolios with Career Plans View number of Portfolios with Education and Work History

  8. Georgia Career Information Center Reports - Component UsageView use of selected components • On the Administration Tools main menu, click Component Usage • Select date range • Enter beginning date • Enter ending date • Select OKCIS components • Include popular titles for saved favorites (i.e., popular occupation titles) • Enter maximum number of entries (i.e., 20 for Top 20 Occupations). • To view report, click Generate Report* • To print report, selectprint from toolbar * TIP: Allow pop-up blockers prior to generating report

  9. Georgia Career Information Center Reports – Component UsageComponent Usage Report Summary Component Usage for Sample Site – OKCIS All Dates

  10. Georgia Career Information Center Reports – Group ReportView selected content for a group of Portfolios • On the Administration Tools main menu, click Group Report • Select group from drop down menu • Select date range • Enter beginning date • Enter ending date • Select OKCIS components • To view report, click Generate Report* • To print report, selectprint from toolbar * Allow pop-up blockers prior to generating report

  11. Georgia Career Information Center Reports – Group ReportView selected content for a group of Portfolios Portfolio Content for “Class of 2013” at Sample Site OKCIS Percent of group with saved items  Number of Portfolio users that saved components  

  12. Georgia Career Information Center Reports – Individual Reports Retrieve User Names and Passwords • On the Administration Tools main menu, click Individual Report • Click Go next to option of your choice to select Portfolios • View list of selected Portfolios • If Portfolio user opted-in, you will see their User Name and Password • If Portfolio user opted-out, you will not see their Password • If Portfolio user included an e-mail at the time of creating Portfolio, OKCIS can send an auto-reply with User Name and Password to user

  13. Georgia Career Information Center Reports – Individual Report View all content for an individual Portfolio • On the Administration Tools main menu, click Individual Report • Click Go next to option of your choice to select Portfolios • Select View • Select Portfolio topic you wish to view • Click View Selected Item(s)

  14. Georgia Career Information Center Reports – Individual Report View all contents for an individual Portfolio My Portfolio First Name Portfolio User's Name Portfolio User's Reflections

  15. Strategies to Navigate Administration Tools Filter Sort Navigation Georgia Career Information Center

  16. Georgia Career Information Center Navigating Administration ToolsLearn various strategies to locate files Click on Header to sort selection ascending or descending Use the Filter to search for a specific Name, Username, Password, or Graduation Year Move to the last page Move to the first page Move forward one page Move back one page

  17. Georgia Career Information Center Data Maintenance Staff Accounts Groups Portfolios Messages Upload Portfolios Upload Courses Portfolio Policy Site Option

  18. Georgia Career Information Center Data Maintenance – Staff AccountsCreate, edit, delete staff accounts • On the Administration Tools main menu, click Staff Accounts Click to create a new staff account Delete staff account Edit staff account *TIP: Create staff accounts to allow access to Administration Tools for temporary staff, colleagues from another site who have an interest in your students, or current staff at your location

  19. Georgia Career Information Center Data Maintenance – Staff AccountsCreate staff accounts • On the Administration Tools main menu, click Staff Accounts • To create staff account, click Add New Staff Account • Enter staff member information • User Name • Password • First Name • Last Name • E-mail Address • Click Add

  20. Data Maintenance – Staff AccountsEdit or delete staff accounts Edit Staff Accounts Delete Staff Accounts On the Administration Tools main menu, click Staff Accounts A master list of staff accounts will appear Select Delete to remove a staff account • On the Administration Tools main menu, click Staff Accounts • A master list of staff accounts will appear • Select Edit to update a staff account Georgia Career Information Center

  21. Georgia Career Information Center Data Maintenance – GroupsCreate, edit, and delete groups • On the Administration Tools main menu, click Groups Click to create a new group Click to edit the group name Click to delete group Click to add Portfolios to group.

  22. Georgia Career Information Center Data Maintenance – GroupsCreate groups and add Portfolios to groups • On the Administration Tools main menu, click Groups • To add Portfolios to your group, select Members • Select Add Accounts to Group • Click Go next to sorting option of your choice • Activate check box by user's name to assign the Portfolio to the group • Click Add to Group

  23. Georgia Career Information Center Data Maintenance – GroupsEdit or delete groups Edit Groups Delete Groups On the Administration Tools main menu, click Groups A master list of groups will appear Select Delete to remove the group and its members (this function will not delete Portfolios from the site) • On the Administration Tools main menu, click Groups • A master list of groups will appear • Select Edit to update the group name

  24. Georgia Career Information Center Data Maintenance – PortfoliosCreate, edit, view, transfer, and delete portfolios • On the Administration Tools main menu, click Portfolios Click to edit Portfolios Click to create a new Portfolio Retrieve Portfolio Usernames and Passwords Print list of all Portfolios Send message to select Portfolios Click to view Portfolio contents Export list of Portfolios into a spreadsheet Hide selected Portfolios Click to delete Portfolios Select or unselect all Portfolios Transfer selected Portfolios to a new site

  25. Georgia Career Information Center Data Maintenance – PortfoliosCreate Portfolios • On the Administration Tools main menu, click Portfolios • To create a staff account, click Add New Portfolio • Enter: • User Name* • Password* • First Name* • Last Name* • Address 1 & 2 • City • State Zip • Phone Number • E-mail Address • Graduation Year • Click Add *TIP: Minimum required information

  26. Georgia Career Information Center Data Maintenance – PortfoliosEdit or delete Portfolios Edit Portfolios Delete Portfolios On the Administration Tools main menu, click Portfolios Click Go next to sorting option of your choice Activate check box by user's name you wish to delete Select Delete to remove Portfolio Click Delete to verify The Portfolio moves to Deleted Users (it can be restored) • On the Administration Tools main menu, click Portfolios • Click Go next to sorting option of your choice • Select Edit. Enter updated information into Portfolio • Click Update

  27. Georgia Career Information Center Data Maintenance – PortfoliosTransfer Portfolios • On the Administration Tools main menu, click Portfolios • Click Go next to sorting option of your choice • Activate check box by user's name to assign the Portfolio to be transferred • Click Transfer • Enter new site’s User Name and Password • Click Continue • Click Transfer to confirm

  28. Georgia Career Information Center Data Maintenance – PortfoliosPrint List of Portfolios • On the Administration Tools main menu, click Portfolios • Click Go next to sorting option of your choice • Activate check box by user's name you wish to include on list • Click Print to generate list of Portfolios at your site* * Allow pop-up blockers prior to generating report

  29. Georgia Career Information Center Data Maintenance – PortfoliosExport List of Portfolios • On the Administration Tools main menu, click Portfolios • Click Go next to sorting option of your choice • Activate check box by user's name you wish to export • Click Export to create a spreadsheet of the Portfolios at your site • Click Open to view spreadsheet • Click Save to store spreadsheet on your computer

  30. Georgia Career Information Center Data Maintenance – PortfoliosHide and Unhide Portfolios Hide Portfolios Unhide Portfolios On the Administration Tools main menu, click Portfolios Click Go next Show hidden users Activate check box by user's name you wish to unhide Click Unhide The Portfolio moves to Portfolios • On the Administration Tools main menu, click Portfolios • Click Go next to sorting option of your choice • Activate check box by user's name you wish to hide • Click Hide • The Portfolio moves to Hidden Users *TIP: You may want to hide selected Portfolios to create ad hoc group reports without having to create a new group.

  31. Georgia Career Information Center Data Maintenance – MessagesSend and manage messages • On the Administration Tools main menu, click Messages Click to create a new message. Click to view sent messages Unread message Miller Opened messages Deleted message

  32. Georgia Career Information Center Data Maintenance – MessagesSend Messages • On the Administration Tools main menu, click Messages • To communicate with Portfolios, click Send New Message • Activate check box by user's name that will receive message • Click Send Message

  33. Georgia Career Information Center Data Maintenance – MessagesSend Messages Type Subject of Message Type Body of Message • Click Send

  34. Georgia Career Information Center Data Maintenance – MessagesDelete Messages • On the Administration Tools main menu, click Messages • Sort Messages to find the ones you wish to delete • Activate check box by the messages to be deleted • Click Delete

  35. Georgia Career Information Center Data Maintenance – Upload PortfoliosUpload Portfolio accounts • On the Administration Tools main menu, click Upload Portfolios • Download the template • Enter new Portfolio user’s personal information • Required field heading are green • Optional field headings are yellow • Save the modified template as an EXCEL spreadsheet • Click Browse button to select the saved spreadsheet • Click Open • Check Trial Run to test for formatting errors. Check the trial run results for any errors or problems with your spreadsheet using the list of  Status Codes. The trial run will also give you a preview of the order in which each course will display and allow you to make changes. • To upload your spreadsheet, Browse for the spreadsheet, and click Upload.

  36. Georgia Career Information Center Data Maintenance – Upload CoursesUpload course for Course Plan • On the Administration Tools main menu, click Upload Courses • Download the template (If your site has already uploaded courses, the courses will be included in this file. You can edit or modify the list and then re-import the file.) • Enter course in the first two columns. (The order in which you enter your courses in the template will be the order in which the courses will display in the Course Plan.) • The Subject Column has a drop-down menu of subject titles. The subject titles are defined by GCIC and are not changeable. Select the subject title for each row. • The Course Column is a text box. Enter your site’s course titles. (50 character maximum) • Save the modified template as an EXCEL spreadsheet • Click Browse button to select the saved spreadsheet • Click Open • Check Trial Run to test for formatting errors. Check the trial run results for any errors or problems with your spreadsheet using the list of Status Codes. The trial run will also give you a preview of the order in which each course will display and allow you to make changes. • To upload your spreadsheet, Browse for the spreadsheet, and click Upload

  37. Georgia Career Information Center Data Maintenance – Portfolio PolicySet Portfolio Policy option • On the Administration Tools main menu, click Portfolio Policy • Choose Portfolio option of your choice The User decides if administrator can view Portfolio content and personal reflections The Administrator automatically has access to view Portfolio content and personal reflections • Click Save Changes

  38. Georgia Career Information Center Data Maintenance – Site Option Set site-specific option • On the Administration Tools main menu, click Site Option • Enter the Link Text (e.g. Career Development University) • Enter the Link URL (e.g. http://fictionsite.edu) Enter the Link Text (e.g. Career Development University) Enter the Link URL (e.g. http://www.fictionsite.edu) • Click Save Changes • Your users now will be able to visit your site’s link from My Course Plan in My Portfolio

  39. Links OKCIS Website Tutorials Georgia Career Information Center

  40. Georgia Career Information Center Links – Tutorials • Site and Component Usage Reports • Group Reports • Viewing Portfolio • Creating Staff Accounts • Creating Groups • Creating Portfolios • Sending and Managing Messages • Uploading Portfolios • Uploading Courses • Portfolio Policy • Transferring Portfolios

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