Presented by Cathy Sweeney Matt McGuire OnBase Presentation Presented by Cathy Sweeney Matt McGuire

Introduction 3 Document Libraries Teacher Resources WPS Leadership WPS Resources

Teacher Resources Instructional materials for AVID – Advancement Via Individual Determination C&I – Curriculum & Instruction CTE – Career & Technical Education ESOL – English for Speakers of Other Languages Accessing this library is being taught as part of the IST train-the-trainer professional development offered the week of July 25 and August 1, 2016 to your teacher trainers All district can access C&I, CTE and ESOL AVID is restricted to only the 42 licensed schools

WPS Leadership Restricted library of information for district leaders Budget Information Confidential budget information Restricted to budget managers & building administrators Building Administrators Includes principal meeting agendas, calendars, conference information, newsletters and principal academy agendas Restricted to principals, assistant principals, DLT and Executive Council HR Managers Handbook (currently in OneNote) Includes hiring process, employee relations, workers comp, evaluations, hiring process, manager/supervisor tools and personnel conferences Restricted to principals, assistant principals, directors, managers, and supervisors

WPS Resources Open to all district Structured around categories of information by content area and not by department Organized into 9 Document Types Administration Curriculum Employee Information & Services Finance Communications Operations & Facilities Safety Services Student Support Technology

Navigating OnBase Top Left Pane Document Type Groups Document Types You have access to several document type groups and document types. The drop down options are dynamically based upon the prior selection. Hoover mouse pointer over the drop down arrows.

Navigating OnBase Middle Left Pane Keywords The keyword drop down options are also dynamic. In this example the sub-category will change depending upon what you select for the category.

Navigating OnBase Lower Left Pane Full Text Search ICONS Find Query History Clear Keywords Clear All The binocular or Find icon starts your search. The Query retains your searches for each active session. To clear the keywords and start a new search click on the gold key with the blue back arrow. To clear out everything including document type groups, document types and keywords click on the blue back arrow. To clear your text search highlight the text and press the delete key, or you can position your cursor behind the text and press the backspace key.

OnBase URL http://wpsobweb1/AppNet/Login.aspx We recommend that you bookmark and/or save to your Favorites Please note at this time you must use Internet Explorer 11 OnBase is set to timeout after 20 minutes of inactivity

Software Installation The first time you use OnBase you have to install the software. Click Install. OnBase is setup for Single Sign On (SSO). Please Log In using the same credentials you use to log into the district network and PeopleSoft Self Service. We will have well over 100 people logging into OnBase at the same time, so please understand that we may experience some issues. On a normal work day we will never have this many people all trying to log in at the exact same time.

DEMONSTRATIONS & HANDS ON EXCERCISES I'm now going to demonstrate several search scenarios and then will ask you to complete some hands on exercises.

WPS Resources

WPS Resources Demonstration How to retrieve Open Enrollment documents using Keyword Search Document Type Groups = WPS Resources Document Type = Employee Information & Services Category/Department = BENEFITS Sub-Category/Department = OPEN ENROLLMENT Find Open the 2nd file, add the Adobe Acrobat tool bar and show Save, Print, Email. Point out the Next Results and Previous Results buttons if the search returns more than 1 page of results.

WPS Resources Hands On Exercise Lesson 1 Objective Retrieve Substitute documents using Keyword Search Clear Keywords Document Type Groups = WPS Resources Document Type = Employee Information & Services Category/Department = SUBSTITUTE Sub-Category/Department = ADMINISTRATOR Find If you followed along and actually did the search I just demonstrated please remember to Clear Keywords in order to start a new search.

WPS Resources Demonstration How to retrieve Open Enrollment Documents using Full Text Search Clear Keywords Document Type Groups = WPS Resources Document Type = Employee Information & Services Full Text Search field = “open enrollment” Find Adding quotation marks around your text is referred to as a wild card Exact Phrase match and can help narrow down your search results. In this example it will only return documents with the words 'open enrollment' next to each other.

WPS Resources Hands On Exercise Lesson 2 Objective Retrieve documents on how to take Period Attendance in Synergy using Full Text Search Clear Keywords Clear Text Document Type Groups = WPS Resources Document Type = Technology Full Text Search field = “period attendance” Find Remember to Clear Keywords and if you followed along and did the previous text search that I just demoed, you’ll also need to Clear Text.

WPS Resources Demonstration There are 4 File Formats Document Form Image Video How to retrieve all Finance Forms using a combination of Document Types and File Formats Clear Keywords Clear Text Document Type Groups = WPS Resources Document Type = Finance File Format = FORM Find This next demonstration shows how easy it is to retrieve forms by document type.

WPS Resources Hands On Exercise Lesson 3 Objective Retrieve all Safety Services forms using a combination of Document Types and File Formats Clear Keywords Clear Text Document Type Groups = WPS Resources Document Type = Safety Services File Format = FORM Find Don't forget to Clear Keywords. You can also select multiple document types by holding down the Shift or Ctrl key at the same time that you left click your mouse. Select Finance, Employee Information and Safety Services by holding down Ctrl Left Click and select Forms and Find. Show Next Results and Previous Results.

WPS Resources Demonstration If you don’t know what Document Type to search you can do a Full Text Search across all 9 document types Clear All Clear Text Document Type Groups = WPS Resources Do NOT select any Document Types Full Text Search = bullying Find

WPS Leadership

WPS Leadership Demonstration How to retrieve Principal Academy Agendas using Keyword Search Clear All Document Type Groups = WPS Leadership Document Type = Building Administrators Category/Department = PRINCIPAL ACADEMY Sub-Category/Department = AGENDAS Find Moving on now to the WPS Leadership library. This library contains curriculum and supporting documents for teachers.

WPS Leadership Hands On Exercise Lesson 4 Objective Retrieve Beginning of Year Memo using Keyword Search Clear Keywords Document Type Groups = WPS Leadership Document Type = Building Administrators Category/Department = BEGINNING OF YEAR MEMO Find

WPS Leadership Demonstration How to retrieve Hiring Documents using Keyword Search Clear Keywords Document Type Groups = WPS Leadership Document Type = HR Managers Handbook Category/Department = HIRING PROCESS Find

WPS Leadership Hands On Exercise Lesson 4 Objective Retrieve Certified Evaluation Documents using Keyword Search Clear Keywords Document Type Groups = WPS Leadership Document Type = HR Managers Handbook Category/Department = CERTIFIED EVALUATIONS Find

Teacher Resources Moving now to the Teacher Resources library.

Teacher Resources Demonstration How to retrieve CTE Business Finance documents using Keyword Search Clear All Document Type Groups = Teacher Resources Document Type = CTE – Career & Technical Education Pathway = BUSINESS FINANACE Course Title = ACCOUNTING Find

Teacher Resources Hands On Exercise Lesson 5 Objective Retrieve C&I ELA 3rd Grade documents using Keyword Search Clear All Document Type Groups = Teacher Resources Document Type = C&I Curriculum & Instruction C&I Department = ELA C&I Level = ELEMENTARY C&I Course Name/Grade Level = 3RD GRADE Find

Questions & Answers