1. Basic Colleague Navigation User Interface (UI)
Presented by – Deborah Cox
June, 2006
June, 2006
Basic Colleague Navigation

2. Datatel or Colleague? What’s the Difference?
Datatel - is the name of the company
Colleague - is the name of the software (a product of Datatel)
WebAdvisor – is the web module of Colleague
ST (Student Module) is an application within Colleague
Any student needs – found in this module
Admissions
Registration
Student Records
Financial Aid
Graduation
Etc.
Other applications
CF – College Financials
HR – Human Resources
June, 2006
Basic Colleague Navigation

3. Basic Colleague Navigation
Log-in to the system
Click on the Datatel icon on the desktop,
Refer to page 1-1 of book. Your system administrator will assign you a unique User ID and Password. You should never share your password with anybody.
or select it from the program list
June, 2006
Basic Colleague Navigation

4. Basic Colleague Navigation
Log-in to the system
And the login box appears. Enter your userID, Password, and select the needed Database
June, 2006
Basic Colleague Navigation

5. Basic Colleague Navigation
Main Menu
The main menu gives access to the rest of Colleague through the folders and the Quick Access box. See in the box in the upper left hand corner.
For Admissions/Registration/Academic Records purposes, staff will work in the Student Application. (Represented by the and the open file in the upper left corner).
June, 2006
Basic Colleague Navigation

6. Basic Colleague Navigation
Main Menu
Each folder can be opened to locate specific screens. For instance, SHAP is housed in the Applications folder, which is part of the Recruitment/Admissions Management folder.
June, 2006
Basic Colleague Navigation

7. Basic Colleague Navigation
Icons/Buttons
At the top of each screen and directly to the right of the Quick Access box, you will find the toolbar icon/buttons.
The icons/buttons on the toolbar perform the following functions (starting at the left):
Go Click here to bring up the chosen screen after typing a mnemonic in the box.
Door To exit Colleague. This will function ONLY if you have exited out of all application screens. You must be in the menu screen
Save icon - (Represented by a computer disk) – To save input on the current screen.
Cancel - (Red X) – Exits the current screen without saving.
Save All (Multiple Saves) – Saves all screens back to the menu. If you are several screens deep and ready to save out of this record entirely, click this button, and every screen that you have displayed or worked in will save.
June, 2006
Basic Colleague Navigation

8. Basic Colleague Navigation
Icons/Buttons - continued
At the top of each screen and directly to the right of the Quick Access box, you will find the toolbar icon/buttons.
Cancel All (Multiple Cancels) – Closes all screens back to the menu. Nothing saved.
Delete icon – Reserved. We will NOT be using this icon.
Tree icon – Hide/show tree menu.
When ON, the menu tree will display When OFF, it dosen’t display.
June, 2006
Basic Colleague Navigation

9. Basic Colleague Navigation
Icons/Buttons - continued
At the top of each screen and directly to the right of the Quick Access box, you will find the toolbar icon/buttons.
Help The ever-popular help icon. When in doubt about a field, click into the field, then click the red question mark. For example, if you’d like more information about the Acad Pgm Term field on the SHAP screen, click into the Acad Pgm box, click the icon, and information about that field will be displayed.
June, 2006
Basic Colleague Navigation

10. Basic Colleague Navigation
Screen Types
Currently there are four form or screen types. These symbols are seen on the menu screen:
Maintenance screens: Think of these as “fill in the blank” screens. SHAP is an example. The pencil symbol indicates you can update or “write” in this screen
Inquiry screens: These screens are for viewing information only. All the fields are “grayed” out, meaning that no updating of data can take place.
Reporting screens: These screens are used to generate system delivered reports.
Processing screens: Batch processes. These screens start a program that will manipulate a record or a group of records. (Restricted usage.)
June, 2006
Basic Colleague Navigation

11. Basic Colleague Navigation
Drop-Down vs. Drill-Down
2 other navigation tools that Colleague uses are the drop-down and the drill-down (or detail-down).
When the drop-down arrow is clicked, a list of valid entries for this particular field is displayed.
Click on the selection to populate the field.
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Basic Colleague Navigation

12. Basic Colleague Navigation
Drop-Down vs. Drill-Down - continued
The Drill-down box allows the user to proceed to another screen.
Notice that the user is 2 screens deep
Clicking here -
takes you to here
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Basic Colleague Navigation

13. Basic Colleague Navigation
Looking up valid values
Some fields have a set of pre-defined values that can be retrieved by entering … in the field. See the Admit Status below.
Notice the … in the field, and the Admit Status Look Up indication at the bottom of the screen.
When the enter key is pressed …
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Basic Colleague Navigation

14. Basic Colleague Navigation
Looking up valid values - continued
a resolution screen returns with the valid values displayed.
The selections on this resolution screen are the only ones that can be entered for this particular field. 1 or 2 can be entered at the bottom of the screen, or either entry can be selected by clicking on the check box beside either entry, and clicking the save icon.
Once a selection is made…
June, 2006
Basic Colleague Navigation

15. Basic Colleague Navigation
Looking up valid values - continued
The system returns to the screen, with the field populated with the user’s selection. See Admit Status above.
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Basic Colleague Navigation

16. Basic Colleague Navigation
Records Look-up
There are several ways to look-up a record in Colleague
Social Security Number – (We will gradually move away from using SSN as the identifier for a student) – no dashes allowed
Colleague ID – The unique identifier for a record
Name – either last name, first name (Smith, John) or first name last name John Smith)
Alternate ID – ;aid
Soundex - /moulee mausekakes (this will find Molly Mousecakes)
Any of these methods can be entered in the Look-up box below, which appears when you first enter a screen.
June, 2006
Basic Colleague Navigation

17. Basic Colleague Navigation
Resolution Screens
While doing look-up, especially a name look-up, a Resolution screen, such as the one below, may appear.
This list appears when more than one match is found for the information entered in the Person Look-up box. The user selects the record needed, either by clicking the box beside the name, then clicking save, or entering the Sequence number at the bottom of the screen.
June, 2006
Basic Colleague Navigation

18. Basic Colleague Navigation
Inquiry vs. Update
How can you tell if a field can be updated? By its color
If a field text box is white, this field can be updated. If it is gray, it is inquiry only, and cannot be changed. If it is neither white or gray, this field is a required field.
In the screen to the right, fields such as Start Term, Admit Stat, and Res Stat can be updated. Degree, and Majors can only be viewed. Catalog, Acad Pgm and Appl Stat must be filled-in before the screen can be saved.
June, 2006
Basic Colleague Navigation

19. Basic Colleague Navigation
Report Process in Colleague
All reports in Colleague use the exact same process.
To produce a report in Colleague, several steps need to occur:
The screen needs to contain the parameters needed to create the report.
The screen must be “saved out”. Click on either the Save or Save All icon.
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Basic Colleague Navigation

20. Basic Colleague Navigation
Report Process in Colleague - continued
All reports in Colleague use the exact same process.
Next, the following screen will appear.
The only change needed to this screen is to the Output Device. Be sure it always contains an “H”
The screen must be “saved out”. Click on either the Save or Save All icon.
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Basic Colleague Navigation

21. Basic Colleague Navigation
Report Process in Colleague - continued
All reports in Colleague use the exact same process.
Next, the following screen will appear.
This screen is OK as is
The screen must be “saved out”. Click on either the Save or Save All icon.
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Basic Colleague Navigation

22. Basic Colleague Navigation
Report Process in Colleague - continued
All reports in Colleague use the exact same process.
Next, the following screen will appear.
This screen shows the progress of the report process.
Click the FINISH button once it is active (it will go from gray to black), and the report will display
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Basic Colleague Navigation

23. Basic Colleague Navigation
Report Process in Colleague - continued
Now this report can be printed, or saved into a test file
June, 2006
Basic Colleague Navigation

24. Basic Colleague Navigation
Report Process in Colleague - continued
The report can be manipulated with the following control icons
– Exits the report
- Allows the report to be imported into a .txt document
- Returns to the 1st page of the report
- Returns to the previous page of the report
- Displays the current page number along with total pages
- Proceeds to the next page of the report
- Proceeds to the last page of the report
- Prints the report to a local printer (standard practice)
- Prints the report to a remote printer
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Basic Colleague Navigation

25. Basic Colleague Navigation
Report Process in Colleague - continued
Printing the report to the local printer
Click the local printer icon
Next the printer set-up dialog box will appear
Printer
is set either the default printer, or to the printer of the user’s choice
Print formatting
Use Font must be checked
Must use Couier New,8 Font
Orientation must be Landscape
Report should now print
Seems like a lot of steps, but user can run this as often and in as many variations as needed.
June, 2006
Basic Colleague Navigation