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

2. Introduction 3 Document Libraries Teacher Resources WPS Leadership
WPS Resources

3. 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

4. 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

5. 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

6. 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.

7. 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.

8. 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.

9. 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

10. 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.

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

12. WPS Resources

13. 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, . Point out the Next Results and Previous Results buttons if the search returns more than 1 page of results.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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

20. WPS Leadership

21. 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.

22. 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

23. 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

24. 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

25. Teacher Resources
Moving now to the Teacher Resources library.

26. 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

27. 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

28. Questions & Answers