january 2007georgia career information centeradministrator’s workbook georgia career information...
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January 2007 Georgia Career Information Center Administrator’s Workbook
Georgia Career Information System
Administrative Training
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’s Workbook
Getting Started• Go to www.gcic.peachnet.edu/admin• 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 2007 Georgia Career Information Center Administrator’s Workbook
• Portfolio Administration Tool Main Menu
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’s Workbook
GENERATING
REPORTS
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’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.
• 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 2007 Georgia Career Information Center Administrator’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 www.gcic.peachnet.edu/admin using the site’s administration user name and password•Staff – Number of logins at www.gcic.peachnet.edu/admin using a staff account
GCIS Portfolio Administration ToolNumber 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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’s Workbook
Group ReportSelect this feature to view statistics and data for a specific
group• From the main page, click 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 ownerComponent – 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 2007 Georgia Career Information Center Administrator’s Workbook
Report - Individual PortfolioView contents for a specific portfolio
• Select sorting option– Last Name– All Users – Graduation Year– Group
• Click “Go”• Select “view”
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’s Workbook
GCIS Portfolio Administration Tool
DATAMAINTENANCE
January 2007 Georgia Career Information Center Administrator’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 Accounts Create, edit, or delete staff accountsCreate (from the main menu)
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’s Workbook
GCIS Portfolio Administration ToolData Maintenance - Staff Accounts Create, edit, or delete staff accountsEdit 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 2007 Georgia Career Information Center Administrator’s Workbook
Data Maintenance - Groups– Create, edit, or delete groups – Add or remove portfolios
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’s Workbook
GCIS Portfolio Administration Tool
Data Maintenance - GroupsCreate 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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’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 ToolData Maintenance – Portfolios Create
January 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’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 2007 Georgia Career Information Center Administrator’s Workbook
•Data Maintenance – Portfolios
Tip - Hide the portfolio to exclude data and statistics in reports
GCIS Portfolio Administration Tool
January 2007 Georgia Career Information Center Administrator’s Workbook
Thank you.
For further assistance:Georgia Career Information Centerwww.gcic.peachnet.eduClick on: Contact Us
GCIS Portfolio Administration Tool