January 2007Georgia Career Information CenterAdministrator’s Workbook Georgia Career Information System Administrative Training GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook GCIS Portfolio Administration Tool View real time information and statistics on GCIS usage for your site Measure student progress Look at popular items of interest for your students Manage usage by customized groups Provide other administrators with the ability to be involved with career exploration Be proactive in designing your work plans, workshops, and workforce for career success With GCIS Portfolio Administration Tool, you will:

January 2007Georgia Career Information CenterAdministrator’s Workbook Getting Started Go to Enter your site’s administration user name and password Distribute the administration user name and password exclusively to administrators (i.e., counselors, teachers, employment specialists). Remember Enter the password in all lower case letters, no spaces or dashes Do not distributed the administration user name and password to students. GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Portfolio Administration Tool Main Menu GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook GENERATING REPORTS GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook REPORTS – SITE USAGE From the main page, click Site Usage to view number of logins at your site and use of GCIS components. Site Usage Enter beginning date Enter ending date Select GCIS 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, select print from toolbar * Allow pop-up blockers prior to generating report GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Total Logins – Grand total of logins by users accessing GCIS using the portfolio users name and password, the site user name and password, IP recognition, an administration user name and password, and a staff account. This total rolls up all logins. Portfolio Users – Number of logins to GCIS by students using their personalized user name and password Site User Name – Number of logins to GCIS using the site’s user name and password IP Addresses – Total number on logins by IP recognition (currently unavailable) Administrator – The number of logins at using the site’s administration user name and password Staff – Number of logins at using a staff account GCIS Portfolio Administration Tool Number of Logins at your site during the selected time period Note: Logins prior to 8/30/06 were not recorded and are not included.

January 2007Georgia Career Information CenterAdministrator’s Workbook Report - Portfolio Usage Active Portfolios –the number of portfolios created during the selected time period Hidden Portfolios – the number of portfolios hidden by administrators Active Portfolios with : – Course Plans – number of portfolios with saved information in Course Plans – Career Plans – number of portfolios with saved information in Career Plans – Education and Work History – number of portfolios with saved information in Education and Work History GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook CIS Favorites Saved in Portfolios during the selected time period… Look for the number and frequency of users who have saved items in their portfolios GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Group Report Select this feature to view statistics and data for a specific group From the main page, click Group Report Group Report Select group from drop down menu Select date range Select the GCIS Components To view group report, click ”Generate Report”. * Summary – number of members in group Component – total number of files saved by portfolio users Number of Users – total number of portfolio users in group with saved components % of Users – percent of group with saved items Name – portfolio owner Component – file name in GCIS (i.e. occupations, job search) Title – details from component Date Saved – date of most recent save/entry in portfolio * Allow pop-up blockers prior to generating report GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Report - Individual Portfolio View contents for a specific portfolio Select sorting option –Last Name –All Users –Graduation Year –Group Click “Go” Select “view” GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook GCIS Portfolio Administration Tool DATA MAINTENANCE

January 2007Georgia Career Information CenterAdministrator’s Workbook Click Staff Account  Add New Staff Account Create the following for the staff member User Name Password Enter the staff member’s First Name Last Name Assign the expiration period Data Maintenance - Staff AccountsStaff Accounts Create, edit, or delete staff accounts Create (from the main menu) GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook GCIS Portfolio Administration Tool Data Maintenance - Staff AccountsStaff Accounts Create, edit, or delete staff accounts Edit and Delete* Once the staff account is established, it may be edited or deleted From the main menu, click Staff Account A master list of staff accounts will appear Select “edit” to make updates or From the main menu, click Staff Account A master list of staff accounts will appear Select “delete” to remove a staff account *Once deleted, a staff account cannot be restored

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance - Groups –Create, edit, or delete groups –Add or remove portfolios GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook GCIS Portfolio Administration Tool Data Maintenance - Groups Create From the main menu, click Group Select “Add New Group” Enter the group’s name (i.e., Career Class, Class of 2010, WIA clients) Click “Add” A matrix of all group titles will appear For desired group, select “members” Select “Add Portfolios” Select sorting option Activate check box by owner’s name to assign the portfolio to the group Click “Add Selected to Group”

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance - Groups Edit From the main menu, click “Group” Master chart of groups will appear Select “edit” to update the title of the group Delete From the main menu, click “Group” Master chart of groups will appear Select “delete” to remove the group and its membership (only removing the group using this delete function - individual portfolios will not be deleted from the site) GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance – Portfolios –Create, edit, or delete portfolios –Transfer portfolios to another site –Exclude portfolios from site reports GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook From the main menu, select Portfolios Click “Add New Portfolio” Establish the portfolio by completing requested information Click “Add” Tip – Use a standard protocol for the user name and password (must be a combination of 6-20 alpha and numerical characters) GCIS Portfolio Administration Tool Data Maintenance – Portfolios Create

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance – Portfolios Edit From the main menu, select Portfolios Determine sorting option Select “edit” Enter updates Once entered, click “Update” GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance – Portfolios Delete From the main menu, select Portfolios Determine sorting option Master chart of portfolios will appear Activate check box by owner’s name of desired portfolio to remove Select “delete” The ownership details will appear Select “Delete” The portfolio moves to “deleted users.” It may be restored. GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance – Portfolios Transfer From the main menu, select Portfolios Determine sorting option (in this example...all users) Master chart of portfolios will appear Click “Transfer Selected” Enter site name and password of new designation Click “Continue” The new site’s name will appear Click “Transfer” GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Data Maintenance – Portfolios Tip - Hide the portfolio to exclude data and statistics in reports GCIS Portfolio Administration Tool

January 2007Georgia Career Information CenterAdministrator’s Workbook Thank you. For further assistance: Georgia Career Information Center Click on: Contact Us GCIS Portfolio Administration Tool