Los Angeles Unified School District Facilities Services Division Maintenance and Operations Website Maintenance &Operations Version 1.0

TABLE OF CONTENTS Section Topic Page Number Accessing the M&O Site 3 Logging in 4 Content Management System 6 Overview 7 Frequently Asked Questions Administration 10 M&O Procedures Administration Maintenance and Operations Contracts 16

Section One Accessing the M&O Site

Logging In Click on the “Log In” link at the top of the page

Enter e-mail address and password and press “Submit” Enter e-mail address and password and press “Submit”. Upon successful login you will be directed to the M&O homepage.

Content Management System Content on the site is controlled by a content management system.

Content Management – Administrator Links User View Administrator View Users with Administrator access on a section see extra links that allow them to add and edit content.

Content Management – Add Document Administrators browse and upload a file from their computer. Choose the start and end date for display. Choose the category for the resource center. Should the document open in the same or new window?

Result Admin view of newly added content

Frequently Asked Questions Administration Each FAQ module allows you to add different FAQ items. The example below has 3 items each catering to different users. Each FAQ item can have unlimited Questions and answers. Adding a FAQ item is easy. Just click on the link above that says, “Create a new FAQ”. Name the FAQ something appropriate and decide whether the Q&A will be all on the same page. Click on one of the FAQ items to add, edit, move, or delete questions and answers.

Enter a question and answer.

You will be directed to the FAQ page for that item

M&O Procedures Administration All existing procedures have been loaded into this system already. However, if one wanted to add a new procedure they would click on the “Add” button. Fill in the fields in the “Add” form as indicated.

After we submit a new procedure we are directed to the index page After we submit a new procedure we are directed to the index page. We can search for the procedure we added by using the “Categories” filter in the upper right corner. We assigned the “Fire” category to this procedure. Since most of the procedures have been pre-loaded into the application, the document and signature pages will have to be uploaded using an edit function.

All of the information is already in the database so you need only browse for the procedure and the signature file to complete the procedure listing. Now this procedure and the signature page will have download links.

Maintenance and Operations Contracts To add a new contract, click the “Add” button on the top left side. Enter the information into the form. Choose between browsing for a file on your hard drive and entering a URL (web address) where the contract document can be found. Sometimes a document is maintained by someone else and is better linked to rather than uploading a document which will at some point be outdated. Press the “OK” key to submit.

You have added the contract and now you can see the resulting listing. There some other functions that can be accessed from the list. It is possible to delete or edit by clicking on the icons on the left under “Actions” heading. If you wish to make this listing invisible to users, you must “uncheck” the checkbox under the heading “Visible” and corresponding with the row of the contract you wish to alter.

Events Application When you go to the Events application you will see either the calendar view or the list view. You can “toggle” between one or the other by clicking on either the “List” link or the “Calendar” link on the upper left side of the page. Click on the “Admin” button on the upper right side of the page to administer “Events”.

Select an activity from the “Activity Quick Jump” box Select an activity from the “Activity Quick Jump” box. In this case, we select Maximo Training as our activity. Click on the “View Activity” button. In this example, we want to add a one-time event of Maximo Training Activity. Click the “Add Event” button.

Add the information into the form Add the information into the form. The “Event Key” will be seen in the URL for the event so remember not to put anything that you want to be hidden. The events application is part of a much bigger application called “dotlrn” which has some features that we don’t need presently and will ignore for now. Ignore the fields that refer to price, instructors, and assistants. Next, we will create a session. We will only create one session because “Maximo Training” is a one day class. If it was a one week course we could add 5 sessions to the event. Click the link entitled, “Create New Session”.

Enter all required information into the form Enter all required information into the form. There are 3 fields you can ignore at the bottom. Most of the information about the event are entered on this form. This is where the date and time are set and the description of the event is entered. If our event was an 1 week (5 session) event we could change the Title to something like “Part One – Introduction” and make the description list the introductory class objectives. Again, since this is a one day class, we will just title it, “Maximo Training”. Press the “OK” button to submit this form.

We’ve now created the session and you can see the information related to the event on the left side of the page and the information about the session(s) on the right side. When a website user sees either the calendar or list view, they will see your event. They can register for the event by clicking on it and then… … clicking “Register for This Event”. It’s a “one-click” registration if the user is logged in, otherwise they will be prompted to do so.

Materials Safety Data Sheets In the image below, there are no data sheets listed. We will add one in this exercise. Click on the “Add” button on the left side of the page. Enter all required information into the form. Give the material a name. Browse for the data sheet. If a common name is known for the material, enter it. If there are limitations to it’s use, make sure to click the option button labeled “Yes”. Categorizing the material will aid in searching for it in the list. Click the “OK” button when you are satisfied with your entries.

After submitting the form, you should see your new material in the list. If there are many items in the list, you may have to use the category filters to find it. Alternately, you can click on the letters. In this case we would click on the “M” link to go to “My Material”. There are some additional functions accessible from this screen. If you wish to edit the material information, click on the “edit” icon. This will bring up a form which is identical to the “Add” form. Merely change the information that you want and submit. If you wish to delete this material, Click on the trash can “Delete” icon. Careful, this will delete the item immediately without the possibility of recovery.

Pesticide Notification Public and school staff can request to be notified before chemicals are applied at their school. Currently, the public and school fill out a form and give it directly to the school. The school maintains a list and also faxes copies to the pesticide group for central management of the records. With the M&O site, the public will be able to make these requests online. The site will also maintain the database and be able to automatically notify the schools. Pesticide Notifications – User View Users can reach the pesticide notification request form from the pest management section of the school’s information dashboard. From the Pest Management Section: From the Information Dashboard:

Users fill out their name, contact and school information to make a request. In the upper left, administrators get a button in the upper left corner. Pesticide Notifications – Administrator View The pesticide notification requests need to go to 2 places: the central pesticide group and the individual schools. The pesticide group has administrative access where they can view and add pesticide requests. The main administration page has sorting capability by name, location, etc. The list can also be exported to Excel (CSV link)

The pesticide group is responsible for forwarding this information to the school. The application helps them out by automatically emailing schools when new request come in. The email addresses(es) for the schools can be added to the system by clicking on the “Notification Email” button in the upper left. From there, they search and identifying the school.

After selecting the school, the administrator can see the list of emails that are connected to the school. This means that when a person requests a notification for this school, the information is sent to the emails on the list. Pressing the “Add Email” button allows you to add a new email for the school.

Pesticide List – Overview The Pest Management group maintains a list of approved chemicals they use to do their work. The purpose of the pesticide list module is to easily and efficiently maintain this list and make the information available to the public. Pesticide List – User View The user view for the pesticide list can be reached from the Integrated Pest Management section. The list displays the chemicals used in pest management, along with information about them. Click on the column name to sort. Administrators get a special administrator tab in the upper left.

Pesticide List – Admin View Administrators of the pesticide list click on “Add” to add a new pesticide or “Edit” to edit pesticide information. From there, they get the page below where they can add or change information. Clicking OK saves the information. Clicking on delete will first ask them to confirmation. The confirm page is below.