0 This document is confidential and is intended solely for the use and information of the client to whom it is addressed. eCPIC Admin Training: Custom Processes

1  System administrators can create custom data fields and processes in order to support agency-specific data collection efforts beyond the OMB Exhibit 300 and Exhibit 53.  With eCPIC’s access control features, administrators can assign discreet custom processes to particular stakeholders, then create aggregate, executive-level processes as well, without giving users visibility to information outside of their purview. Custom Processes: Process Structure

2  The first step in creating a custom process is to build the data fields that will populate the process.  To add a new data field, enter the Admin module and use the menu bar to navigate to: Add > Add Field.  Enter the Field Name with a specific question or prompt that tells users what data to enter into the field.  Note: Field Names can also be used to display read-only messages in custom processes.  Enter any helpful guidance for users in the Field Help window. This is the text that will appear when users hover over the icon next to the data field name in the Investments module. Custom Processes: Creating New Data Fields

3  Select the Field Type to define the data field. The available field types and their respective definitions are as follows: Boolean: The type of expression with two possible values: 1, which equals True and 0, which equals False. The only possible values for this data type are True and False. Currency: A monetary value expressed in United States Dollar values. Data Grid: A custom-defined table that can be set with multiple columns for data entry. Date: A value expressing Month/Day/Year. A calendar icon will appear for the user to help them select a date. Decimal: A decimal is a number using the base-10 number system. The decimal number system consists of ten single-digit numbers: 0,1,2,3,4,5,6,7,8 and 9. Image: Allows for files of certain image formats (.jpg,.bmp, and.gif) to be uploaded in line with other fields in the process. If Image is selected as a Field Type, the Input Control must be set to Hyperlink or an error will appear. Integer: An integer is a whole number that can be positive, negative or zero. String: A contiguous sequence of symbols or values, such as a character string (a sequence of characters) or a binary digit string (a sequence of binary values). Custom Processes: New Data Field Types

4  Select the data field Input Control. The available input controls will be based on the data field type you chose in the previous step. Some of the available input controls and their respective definitions are as follows: Checkbox: Use this data type when the fields should allow the user to select multiple boxes for the response to a question. Custom Calculation: Custom Calculation Fields use other eCPIC fields as input and apply an administrator defined equation to those fields. These fields allow are automatically updated whenever an input field is updated. Date Chooser: Use this data type when the field requests a date to be selected. Hyperlink: Use this data type to enter one or more hyperlinks that will direct users to specific URL or Image file. Label: Use this data type to enter a field that will have no user-entered response, but will still display information entered in the “Field Name”. Multi Select List Box: Use this data type when one or more options can be selected from a list of predefined values. Radio Button: Use this data type when the field should allow the user to select one response to a question. Rich Text Area: Use this type when the field should allow the user to enter Rich Text format (RTF), i.e. formatted text, instead of simply plain (unformatted) text. These fields will be areas with a markup toolbar above the text area and will be able to be exported to Full Word and Full XML formatted and imported from XML formatted. Single Select List Box: Use this data type when only one option can be selected from a list of predefined values. Text Area: Use this data type when the field should be able to accept a lengthy, narrative response. The text entered will not be formatted. Textbox: Use this data type when the field merits a shorter text response.  Note: For a more detailed list of input controls, refer to the eCPIC Admin Guide. Custom Processes: New Data Field Input Controls

5  Select the Input Control Attribute. The input control attribute sets the maximum amount of characters that can be inputted into the field. It is only available based on the input control type you selected in the previous step.  Select the Required checkbox if you want the data field to be a required part of the process.  Select the Active checkbox to make this new data field available for adding into custom processes. (The Active box is checked automatically by default.)  Select the Read Only checkbox to make the data field read-only for users.  Supply an Alias or an XML tag to assist locating this field later on. The XML tag is the identifier used in the eCPIC Data Exchange feature. See the “Reporting” training session for more details.  Click the button to save your new data field. Custom Processes: Finalizing New Data Fields

6  Processes are groups of data fields created to assist agencies in the collection of investment information.  Only system administrators can create new processes in eCPIC.  To create a new process, enter the Admin module and use the menu bar to navigate to: Investments > Templates.  Note: Users are unable to view a custom process unless an administrator assigns them the appropriate permissions. For more information, see the eCPIC User Guide or the “Access Control” training session. Custom Processes: Adding a New Process

7  Templates are groups of processes aligned to a budget year and are released annually by eCPIC. Templates are static and cannot be edited or deleted.  The Templates section of the Admin module enables the administrator to view and add processes to any of the available templates in eCPIC. Administrators have access to create edit, update, or delete processes within the list of templates.  Select the appropriate template to begin creating your custom process. Custom Processes: Adding a New Process

8  By clicking the template name, you will open a page of detailed template information, including a list of the processes that currently exist within the template. The template information that appears in grey text is built into the system and is read- only.  The check box allows quick and easy identification that the template being viewed is currently in use.  Administrators have the ability to edit and/or copy all current Processes.  The Click here to access Import and Export link will also enable the administrator to import or export process information (see slides 15-16). Process Import/Export Link Custom Processes: Managing a Template

9  To begin building a new process, click the button. eCPIC Tip: Prior to building your custom process, create the necessary data fields in eCPIC and have an outline that groups processes into logical sections and subsections. Custom Processes: Adding a New Process

10  To build a process, enter the appropriate process information in the required fields, as shown below.  After assigning a Process Name, Help Title, and Help Description, add sections and then sub sections to the process before assigning specific data fields.  Select the checkbox to number the data field questions in the process, and to allow users to view those question numbers when they see the process in the Investment module.  After selecting the button, creators can begin assigning specific data fields to the process Custom Processes: Adding a Process, Section, and Subsection

11  The final step in completing your agency’s custom process is to assign data fields to the sub section pages. Custom Processes: Adding Data Fields to Process Sub Sections

12  To assign a data field to a process sub section, select the check box next to the data field in the Unassigned Fields list. Once all the desired fields have been checked, select the button. eCPIC will automatically transfer the select fields to the Assigned Fields list at the top of the page. eCPIC Tip: For more efficient navigation, use the links in the directory bar to jump to different sections and sub sections of your process. Custom Processes: Assigning Data Fields

13  In the view below, 5 data fields have been assigned to this process sub section: Assigned Fields Custom Processes: Assigning Data Fields

14  When fields are first assigned to a sub section, they will be sorted in alphabetical order according to their field names.  To change the order of an assigned data field, select the check box at the left side of the field and move the field up or down in the order list by clicking the or arrows. Custom Processes: Sorting Data Fields

15  Now that you have seen how to create a process and assign data fields, you can also import and export processes using the Process Import and Export link. eCPIC Tip: Use the Process Import and Export link to share processes and information with other agencies for learning and developing best practices. Export View Import View Custom Processes: The Process Import and Export Link

16  To export a process, click the Process Import/Export link as shown on the previous slide. 1)Click the Export tab in the upper right corner of the page, to ensure you are viewing the export functionality. 2)Select the eCPIC template where the process resides. 3)Select the desired process from the list. 4)Click the button. Custom Processes: Exporting a Process 5)eCPIC will check the process export file for any errors, and will display a warning message if any errors are found. If no errors are found, click the button

17  To import a process, click the Process Import/Export link as shown on slide 15. 1)Click the Import tab in the upper right corner of the page, to ensure you are viewing the import functionality. 2)Use the and buttons to upload the desired file for importing. 3)Select the import options, including which template the imported file will align to, the process name, a help title, and a help description. Custom Processes: Exporting a Process Note: If the imported file will contain new data fields that do not currently exist in your agency’s eCPIC environment, click the check box next to “Create new fields on Import”. Otherwise, the new data fields will not be carried forward in the import process. A preview of the imported process will appear in the window on the right side of the screen. 4)Click the button to finalize the import

18 Custom Processes: Further Reading Further Reading– Refer to the following sections of the eCPIC Admin Guide for additional details on the material covered in this training session:  Section 4.1:Templates  Section 5.1:Manage Fields

19 Custom Processes: Exercise Exercise Steps Step Description Reference Slides Create new data fields Create 3-4 new data fields with field types of Currency, Date, Integer, and/or String. Give your String data field an Input Control of either Text Area or Rich Text Area. 2-5 Create a New Process Add a new process to the current BY template. Be sure your process contains at least 2 Sections and that each Section contains at least 2 Sub Sections Assign Data fields to the Process Assign data fields to the Sub Sections of your new process, including a combination of the data fields you just created, and other OMB data fields that already exist in the system Export a Process Export your new process to a.pro file Exercise Objectives: During this exercise you will have an opportunity to practice building eCPIC custom data fields and processes. This exercise includes: