Pittsburgh Governing Board EXPLORING HQ-800 Pittsburgh Governing Board Presented by DEO Jack Purse, SN and R/C Steve Abbott, SN Adapted from 2011 Findlay Presentation August 26, 2016

Find This Presentation Open Education Home Page Click on Boating, America’s Boating Course at top left of Page Scroll near bottom under Downloads to HQ800 Self Help Select #3—HQ800 Tutorial

HQ-800 What it is! Database For All Classes & Seminars—Online Registration Supports University and Trial Memberships Web Based Program (works with Apple) USPS Education Officers Tool

A Tool for Squadron Officers A Set of Administration aids to: Define and maintain class schedules Support student registration Add or manage student data Keep officers informed Record test scores (ED-26) Record seminar attendance (ED-46) Print student certificates Print membership applications Historical record of classes taught (ED-27) Create various reports/spreadsheets

HQ-800 System Management Phases Register Classes Three Primary WEB Pages Manage Enrollment Class Schedule Displays Student Self Enrollment Enrollment by Squadron Officer Class Execution Validate Enrollments Record Test Scores Print Certificates & Wallet Cards Print Membership Applications Class & Student History ED-26,ED-46 & ED-27 On-line historical records Data Queries

Register Classes Manage Enrollment Class Execution Class History Management Phases Register Classes Manage Enrollment Class Execution Class History

Drop down menu Click on HQ-800 Open the Educational Home Page, Click on Manage Public Programs and then select one of the HQ-800 options (such as Boating Courses) Drop down menu Click on HQ-800

Type in your squadron name and/or account number Type in your squadron name and/or account number. This presentation is limited to “Boating Course” which is checked, but can be used for” Seminars”, and other “Courses”. Click on “Find.” Request Page

This course is Open After the class started it will be marked “Closed,” Click on the “ + “ sign. List Page

Details Page—Scroll Down The “Details” page is where you can post a new course,” By clicking on “+” on the previous slide, it will bring up the “Details” page for that particular course. You can alter the course information to create a new course, post a new course, or go to “Enrollment Management Tools.” The screen shot above shows only half of the page. If you are going are going to start a new course in the 5999 Nonesuch Squadron. Change the start date of the course to sometime in the future (the other Details will remain unchanged since in all probability, the course will be taught in the same place, by the same instructors, if not, then change those entries). YOU may also click on the HELP button located in Enrollment Management Tools to find links to the “Boating Course Trainer” and “Seminar Trainer”. The “Boating Course Trainer” describes how to use the 5999 squadron for learning purposes. But first Scroll Down to the bottom of the page for more information that can be added as part of the course enrollment procedure (this is shown on the next slide). Details Page—Scroll Down

Lower Half of Details Page If you are starting a new course, you should be editing the information so that it matches the dates, times, and contact information for the new course. The ABC3 course is where we get our members. You may optionally offer the “6 Month Membership.” On the enrollment page individuals can “opt out.” to restrict their data from being made available. Lower Half of Details Page

As the slide says, you have various options to add a new course, modify a course, or delete the course. After editing the data, click on “ADD” to record the new course. Later, you can Modify the course using the “Change” button.

Management Phases Register Classes Manage Enrollment Class Execution Class History

Enrollment Tools On-line Enrollment Manual Enrollment Linked to class record Search Engine Hits Email sent to “contact” Manual Enrollment Type student data on-line Type student data into local tools Enrollment Advantages Class list available to all Communication made easy

usps.org/findacourse/ On-Line Enrollment If a prospective student clicks on the Home Page of USPS, he/she may then select “Boating Courses and Seminars”. The following screen provides a variety of options including “Find a Boating Course Near You” This slide is what appears when that button is selected. The student should add their select Boating Courses for ABC#--or one of the other two options. They should enter a zip code and, towards the bottom of the screen they can optionally select a maximum distance they are willing to travel and a maximum number of courses to display. An option in advertising is to suggest the type in the direct link shown, “find a course” usps.org/findacourse/

This is the screen that will appear, with a list of courses in the vicinity that are being offered. In the above case, you see courses offered by Sanibel Captiva squadron as well as San Carlos Bay squadron. As long as the STATUS bar says ‘accepting reservations’, the prospective student may proceed to register by clicking “here”.

Scroll Down to Register This is the registration page that provides more information about the course and allows for further questions or direct registration. Scrolling down, Scroll Down to Register

Is the registration information Is the registration information. Note that you may get questions about hair and eye color, etc. This data is generally required by many states when we submit the course completion information for state certification. At the bottom of the page is marketing information. If this information is correct, it helps the SEO and PR people determine what their target audience for courses looks like and what medium generally provides the most visibility. We will review how to review this information in the HISTORY section of this presentation.

Manual Enrollment Use Enrollment Management Tools Page To manually enroll students, open the course or seminar they are interested in and click on “Enrollment Management Tools” This screen appears and you should select “Student Management”. Manual Enrollment Use Enrollment Management Tools Page

Enrollment Page—Scroll Down This is the enrollment page. For each new tool there is a “How to Use” button. When all else fails, read the “How to Use” document. Click on the “How to Use” button. Enrollment Page—Scroll Down

This is an example of the imbedded “instructions” within HQ800 This is an example of the imbedded “instructions” within HQ800. Note the red reminded—You must always hit SAVE if you have changes that you want to keep!

More links are available at the bottom of the page with helpful hints that you can explore on your own. Enrollment Page

Enrollment Page--Optional Fields Optional fields (sometimes referred to as “obscure” are covered in the “How to Use” document.. Be sure to discuss the opt out option for students who are concerned about providing too much information. There also is a “Minimum Input” box at the top that allows for a minimum of data to be provided. (Not recommended—we have people calling daily looking for proof that they took a course. . Enrollment Page--Optional Fields

You can enter data faster by using NCopy and CCopy You can enter data faster by using NCopy and CCopy. NCopy is for entering family members, and CCopy is for the same city. Click on Ncopy. Name Copy City Copy

After data is entered, click on “Add.” Click Add

New blank page. When you are done entering students click on “Save.” Click on “Save.” IF YOU DO NOT CLICK ON SAVE, ALL CHANGES WILL BE LOST. When done click Save

Class Summary Before Test This is a class summary at the bottom of the enrollment page. You may return to this page at anytime to add more students. You can even print certificates and wallet cards for this class by returning to the tools page and selecting print Certs/Cards. There are no grades posted because we are still enrolling students and the class has not yet begun. Click anywhere. Class Summary Before Test

Remember that you got here through the course page, to the class page, to the “Enrollment Management Tools” so we are still working with a specific class. So, with just one click we get a class list with names, addresses, Skype phone numbers, and email addresses. Click on “List/Mail

You get this handy list. You can easily send an e-mail to one or more students by following the instructions. Return to Main Menu

Now, Click on “Spread Sheet.”

After clicking on spread sheet the opening page has the “How to Use” button. Click on “How to Use.”

The “How to Use” document tells you that you have “ comma separated data.” Just remember “ comma .” Click on “ OK .” Comma Separated Data

Do what it says “Copy the data between the horizontal lines and then paste it into your spread sheet application. In other words highlight and then copy. Click

Open a spreadsheet, Click on A1, Right click, and click on Paste.

Highlight Column “A” and click data Now your data is in the spreadsheet, but not lined up right. Highlight column A, Click on Data at the top. Click on “Data.” Highlight Column “A” and click data

Then Click on Text to Columns Now Click on “Text to Columns.” Click on “Text to Columns.” Then Click on Text to Columns

This brings up a three step “Wizard” Which will line up your data This brings up a three step “Wizard” Which will line up your data. It Should know that the data is Delimited. If not click on “Delimited.” Click on next

Click on “Comma” as the delimiter. Click on Next.

Leave the column format as general and click finish.

Your spreadsheet should be all lined up Your spreadsheet should be all lined up. You will need to adjust the column widths to see all the information. You can delete any columns of information that you do not want to keep (like nickname) BE SURE TO SAVE IT ON YOUR COMPUTER. Click

Management Phases Register Classes Manage Enrollment Class Execution Class History

Class Execution Begins on Class Start Date Requires Flexibility Tasks Pre-registration vs Walk-in Students One Day events vs Multi Day Classes Tasks Complete Student Registration Enter Student Grades Print Student Certificates Print USPS Applications from Database

Enter Exam Scores File ED 26 & ED 27 Report At the end of the class, the first step is to enter the exam scores in HQ800. The appropriate ED reports will be created automatically

When the class has been completed and the exam finished, it is time to add grades. Open the “Boating Course Details Form”, and click on “Enrollment Management Tools” as we did in the previous section. Under the Student Management Tab, you can access the page to add grades.

At the bottom of the Course Enrollment Page, you will find a listing of all students, and you can individually add the grades. Class Summary

This is the class summary located at the bottom of page. 2 4 3 100 90 1 This is the class summary located at the bottom of page. To enter a grade from the class summary at the bottom of the page, select a student. In this case, JACK (arrow 1) and put the student’s number in the box (arrow 2) and then click on SHOW (arrow 3).

Here is Jack’s enrollment form. Add his score(1). Click on “Update” Here is Jack’s enrollment form. Add his score(1). Click on “Update”. (2) Then “Save” (3). You can re-display to check the results. Remember that you cannot add grades before the class is scheduled. Remember that you always must Save your data. When you Save, it is not only sent and stored at Headquarters, but other entities, such as the state officials are notified that the students listed in the class have passed 1 2 3

Enter Missing Student Data This is a very important function and is usually used to enter student data for class that have been completed some time ago.

Go to the Edu Home Page, click on ‘Manage Public Programs’ and Click on ‘Register Boating Course (HQ800)’

Select “History” and Year and click on Find You must select History and the year that the course was taught with the missing student—Clicking on FIND gives you the selection of courses in the selected period.

Select the Course You click the PLUS sign to load the course for the student(s) record(s) you are about to enter.

Click on History Management Tools

Click ‘View Graduates’ Click ‘Add Graduates’. You also have a variety of other management choices—such as adding Graduates that attended but were missed in the registration process. Click ‘View Graduates’

2 3 100 90 1 To update Sami’s record, the number by her name (1) is typed into the box (2) and then click “Show”(3) Next This is the class summary, at the bottom of page. Sami missed exam, but took it the next week. Now we will update the record.

Here is Sami’s enrollment form. Add her score(1). Click on “Update” Here is Sami’s enrollment form. Add her score(1). Click on “Update”. (2) Then “Save” (3). You can re-display to check the results. 1 100 2 3

Class Execution--Print HQ-800 Uses Class Student List to: Print 8.5 x 5.5 Certificates Print Wallet Cards Print Headings on Boating Class Tests Print Membership Applications Print State Data for Submission as an Excel Spreadsheet if necessary One of the powerful features of HQ800 is the ability to format printing of cards, certificates, spreadsheets, and application forms.

TOOLS PAGE--Certificates / Cards The next tool is to print Certificates and Wallet Cards. Click on “Certs/Cards.” TOOLS PAGE--Certificates / Cards

Note, again, that each tool has a “How to Use” button Note, again, that each tool has a “How to Use” button. Click on it for detailed instructions.

This is an overview of the set up page This is an overview of the set up page. There are three sections: Print, Cards, Class Names. “Print” determines what form you want to print. “Cards” formats the printer for partially used card stock. Click on “next 10” or specifically on the students you want to print.

There are a variety of choices of what to print There are a variety of choices of what to print. The first two are certificates. It is nice to use a high quality card stock for blank certificates, in lieu of the preprinted certificates from HQ. A blank certificate means you are printing on blank card stock ! In this case we selected “blank wallet cards” and “Next 10” to populate the cards—Now click on “Create Print File”

This screen notices you that the file has been created and gives some recommendations on use of various browsers. The program was written around Microsoft Explorer and everything works normally if you use it. Now select ‘Print”

This is your printer. Make sure that the student names are entered properly. If it looks right click on “ Print Cards .”

Make sure your printer name is selected properly—Also, look at the page range. The default is to print 10 pages; if you have less than 10 names you must tell the printer, otherwise you it will continue to print blank pages until it gets to 10. Click on OK to print. In you re-insert your paper to print on the back, you can return to the “create” page and print the back of the cards.

1 Remember the three main areas. To Print certificates from card stock, choose “Certificates Blank.” Ignore “Cards” Select the students. Click on “Create Print File.” 2. CLICK TO ADD

In real time you will get a blue progress bar while the PDF file is created and sent. You can review this file or just click on “Print Certificates” in the upper right hand corner. Click on “Print Certificates.”

This is your printer page This is your printer page. Since all printers are different, these instructions may need modified. In this case, with this printer, auto-rotate and fit to paper allows for printing two certificates per page properly. If you are printing pre-printed cards, you will only want one per page. Remember that the default is to print 10 pages. In this case, we only have four students. If you do not reduce the page range, it will print six additional blanks. Click on “ OK “

Management Phases Register Classes Manage Enrollment Class Execution Class History

Class History Entry of a passing grade or completion: ED26 Created for Courses Eligible for Trial USPS Membership ED27s with DEO, SEO, and NASBLA notifications. ED46 Created for Seminar Status Updated to Reported Student data deleted (90 Days) if not Reported Query for Marketing Data

Marketing Query This is a very important function and is usually used to enter student data for class that have been completed some time ago.

Select SEO Tool from the SEO home page Select SEO Tool from the SEO home page. It is accessed from the Education Home Page under “EdDept Tools”

This is a new Query and is shown as a Trial Tool for PR survey data.

Click on Submit to run a simple Query with results in Counts If you do nothing but click on submit, you will get the entire 20 years of history for both Boating Classes and Seminars. Click on Submit.

This gives you all 81thousand records in HQ800 This gives you all 81thousand records in HQ800. Note high % of men and age groupings.

Here is a more detailed Query In this case, a specific squadron has been chosen, with data requested since 1 Jan, 2014 for both seminars and Boating courses. The data is to be shown as a percentage (see red arrow) rather than numerical totals.

Note that the results of the query are in Percentages Note that the results of the query are in Percentages. Again, a high % of males and high % in age groups over 50. You may also select certain fields for detailed display. Check the boxes of interest and click on “display”

Public Relations Data Details Display. Here is a listing of individuals with the data I selected. Note that there is a very high % of OTHER marked for where the student learned about the course. Either they are not filling anything out or we have selected the wrong topics. It is up to the squadrons to encourage good information be added. Remember, “garbage in equals garbage out”.

Final Questions?