Prosolution

Prosolution is a web based system that allows you to view information recorded in the college’s student record system.

It contains data relating to students, staff, courses, classes, timetables, and exams.

To access the system you can use any standard web browser, however the system works best using internet explorer.

The system can be accessed using the following url;

http://JLCProsolution

Alternatively, the system can be accessed from the grapevine system using either the ‘Services’ link or from the links

down the right hand side of the screen.

The system will recognise your username and log you straight in. If this isn’t the case, please notify CIS using

CISStaff@leggott.ac.uk

When you first log in to the system your homepage will look similar to the one below;

You can customise the homepage to display your registers for marking, outstanding registers, your courses and your

classes. To add controls to your homepage, use the ‘Add Controls’ link.

Tick ‘Registers Today’, ‘Registers Missed’, ‘My Offerings’ and ‘My Offering Groups’, then click ‘Add’.

‘Offerings’ is the terminology the prosolution system uses to refer to a course. Offering groups are classes or registers.

You can use the controls added to quickly navigate to information relevant to you.

Navigation

To navigate around the system you use the series of links across the top of the page;

The main links you need are ‘Reports’ and ‘Timetable’.

Clicking the ‘Timetable’ link will display your timetable for the current day;

You can scroll through the weeks using the left and right chevron icons;

To print the timetable, right click the mouse, select ‘Print Preview’, and change the ‘Shrink to Fit’ setting to 80%, then

click the printer icon.

Reports

Most information can be accessed via the reports menu. Reports essentially means search. From here you can search

for students, courses, staff and rooms as well as run reports and book rooms.

To search for an individual student, click ‘View Students’. This will take you to the student search page.

The ‘Ref No’ is the students ID number, commonly referred to as their ‘S number’. Enter the details of the student you

wish to search for. If you don’t know the full details you can use a wildcard character to help you search. In prosolution

the wildcard character is the % sign. Typing Sm% into the surname box for example would return all students with a

surname beginning with Sm. Please note that the ‘Academic Year’ will default to the current year. You can change this

if you wish to search for a student from a previous year. Once you have entered some details click ‘Search’.

The system will come back with a list of possible matches. To view a students record. Click the square icon to the left

of the student reference number.

This will open up the student details page.

The ‘Personal’ details page provides basic information for the student. You can use the links down the left hand side

of the screen to view further information. The most useful links are the following;

Disability – This will indicate if the student has a disability or learning difficulty. Any medical conditions will also be

listed.

Enrolments – This lists all of the student’s enrolments in the current academic year

Attendance – There are various options for viewing the student’s attendance. The ‘Weekly Att Summary’ link is a

useful link for viewing the students attendance across all courses for the current week.

Authorised Absence – Will list all the authorised absence marks the student has in the system.

Exams – Lists all the exam entries and unit results the student has in the current academic year.

Timetable – Displays the students timetable which can be printed in the same way as the staff timetable.

The ‘Send SMS’ link allows you to send a text message to the student;

The SMS server that the college uses limits the length of a text to 160 characters. Your username@JLC will be added

to the end of any message you send so in reality you have far less than 160. The system will display how many

characters you have left as you type a message.

Type your message into the ‘Message’ text box.

You can then opt to flag the message as confidential. If you tick the Isconfidential checkbox the message will only be

visible to a limited number of staff that have been assigned permissions to the confidential users group (as well as

yourself as the sender).

Click ‘Send SMS’.

You will get a notification telling you if the message has been successfully sent;

The history of SMS can be viewed using the ‘SMS History’ link.

The ‘Sherwood Results’ link will display the latest Sherwood test results for the student;

The ‘Targets’ link will display the students fine graded targets for the current academic year;

On any screen where you see the floppy disk icon you can export the data out into various formats. Note – This

functionality doesn’t currently work when using google chrome.

‘Attendance (Formatted)’ – This will display attendance data for the student in a user friendly format (presented in a

pie chart, with a table summarised at course level).

‘Today’s Attendance’ – This page displays the student’s attendance for a particular date. By default the system will

display the current date but you can use the calendar to select a different date.

View Offering

The ‘View Offering’ link can be used to view information about courses. Clicking the link will take you to the offerings

search page. The page works in the same way as the student search with the % wildcard. To search for a course, enter

the course code into the ‘Code’ box. In prosolution each search screen contains the academic year, therefore when

searching for a course there is no need to prefix the course with the year. In the old system AS chemistry (in 12/13)

for example was called ‘12AS-CHEM’. In prosolution you would just need to enter ‘AS-CHEM’. Click ‘Search’, the system

will come back with a list of possible matches. Click the square icon to the left of the course code to view the course

details.

The offering details page provides some basic background information about the course. Like when viewing students

you can use the links the down the left hand side of the screen to view further information.

Some of the useful links are the following;

‘Groups’ – this will display the total number of students enrolled in each class.

‘Enrolments’ – This page displays a list of all the students enrolled on the course. The system defaults to showing all

students but you can filter the list by selecting a group from the ‘Offering Group’ drop down list.

Exam Entries – This page displays all the exam entries for the selected course.

Timetable – The timetable page allows you to view the timetable for each class that belongs to the course. Select the

offering group or class you wish to view and click ‘Refresh’.

Proachieve - RAS – This link will connect to the proachieve system and display retention, achievement and success

data for the last 3 years.

The ‘Map of Enrolments’ link allows you to view the geographical location of the students enrolled to the course.

You can drill down to lower level maps by clicking on any of the map hotspots.

Average GCSE Scores – This link is a useful link for creating tracking documents. It will list each student on the course

along with their average GCSE scores, QCA points scores, MTG’s and Alps/Pix6 fine graded targets. If the course is an

A2 course it will also displays each student’s grade from the AS. The report will export into excel using the floppy disk

icon. You can filter the page to only view a certain class by selecting a class form the ‘Group’ dropdown list, then click

‘View Report’ to refresh.

Class Matrix – This page will display each student enrolled on the course along with their other enrolments. The report

will display the blocks the student currently has enrolments in. The page will default to displaying the whole course

but you can filter the page using the ‘Group’ dropdown list.

Class List with Photos – This page displays the photo of each student enrolled on the course. Like with the Average

GCSE score and Class Matrix page you can filter the page to only display a particular group. This page works best when

exported to a PDF document. Click the floppy disk icon and select ‘PDF’. You will then be asked if you would like to

open or save the document. Click ‘Open’. The report will then open up in adobe acrobat reader in a nice printer friendly

format.

Class List – This page lists all the students that are currently enrolled on the course.

Send Group SMS – This page allows you to send a text message to all the students on the course or those in a particular

group.

If you would like to text the whole course, select ‘%’ from the drop down list otherwise select the group you require

from the list and click ‘Next’.

This will list all the current students with a mobile phone number on the system;

By default the system will tick all the students in the ‘Send SMS?’ checkbox. Take the tick for any students you don’t

want to send the message to. Enter your message into the box provided and click ‘Send SMS’. You will then be notified

if the message has been successfully sent.

Sherwood SAS – This page will display the latest Sherwood ability screening test results for each student on the course.

Sherwood CSI – This page displays the latest Sherwood coping strategies test results for each student on the course.

Attendance – This page displays the overall attendance % for the course compared to the college target. It also displays

the attendance % for each student on the course. Each student’s attendance % is RAG rated against the target for the

course. The targets are taken from the college’s development plan KPI’s document.

Email Course/Group – This page allows you to email all students in a particular group or all those on the course;

To email a particular group, click ‘Send Email’ against the group. If you would like to email each student on the course

you will need to click ‘Send Email’ next to each class. There is a limitation (imposed by the web browser) on the number

of characters allowed in to ‘To’ section of an email which prevents the system from having a single link for all students

on the course. When you click ‘Send Email’ a new message should open up using your outlook account. All the student

email addresses will be pre-populated in the ‘bcc’ section. If you are sending an email to the whole course you can

copy and paste the email body into each email.

Marking Registers

Registers can be accessed from the prosolution home page using the ‘Registers Today’ panel.

To mark a register, click on the ‘Register No’. This will open up the screen below. If it is the first time that the register

has been marked. You will see the message ‘No sessions have been marked for this register’. Click the ‘New’ button.

The date and time of the session appear at the top of the screen. Check that this is the date you are expecting. If you

have an unmarked register (for this day and period) the system will force you to mark the unmarked register before

you can mark the current week.

The image of each student is provided to assist you in marking the register. If you click on the image, a larger version

will open in a new window.

Enter the register marks into the ‘Mark’ column. You can use the drop down list to select the relevant mark for each

student in the class or you can use the flood fill option. The flood fill option allows you to enter a mark which will then

be copied down to each student. To use the flood fill, enter a mark using the drop down list in the mark column header

then click the blue downward pointing arrow icon.

This will copy the mark to all students. You can then manually alter the mark for any students that are absent.

If a student is marked late. You can use the ‘Mins Missed’ column to record the number of minutes the student was

late. Before saving the register you will need to update the ‘No of Students Attending’ box. The box isn’t automatically

updated from the marks entered. It acts as a check to make sure the register has been completed correctly. When

completing this box don’t rely on the numbers down the left hand side of the screen. If a student moves to a

different class the numbers don’t update.

Once you have entered the number of students present click the ‘Save’ button.

Use the ‘Back’ button to return to the prosolution homepage.

Editing a register

If a student arrives after you have saved the register or you realise that you have made a mistake on a register you

can go back in and amend the marks. Open up the register using the ‘Registers Today’ panel on the homepage.

Tick the checkbox for the date you wish to amend and then click the ‘Edit’ button.

You can then amend marks as necessary and save.

Marking the register for another member of staff

If you cover the lesson for another member of staff you can mark their register using the ‘View Staff’ link under the

‘Reports’ menu.

Search for the member of staff, and open up their record when the system returns a list of possible matches.

Select the ‘Timetable’ link.

If you click on the timetabled session the system will take you straight to the register for marking;

View Rooms

The system allows you to view room timetables using ‘View Rooms’ under ‘Reports’. If you know the name of the

room you can enter it into the ‘Room No’ field. If not you can use the % wildcard character. The ‘Zone’ dropdown list

allows you to specify a building eg. D Block. Click ‘Search’.

The system will come back with a list of possible matches. Click the square icon to the left of the room code. This will

open the room details page;

You can view the room timetable by clicking the ‘Timetable’ link.

Find Resources

You can use the system to find free rooms on particular dates/times. Select ‘Find Resource’ under the ‘Reports’ menu.

On the find resource page you can select a date and or time and search for available rooms. Clicking the ‘Advanced

Search’ link allows you to enter further search criteria. For example, you could use the ‘Zone’ dropdown list to search

for a free room in a particular building.

Click ‘Search’. The system will come back with a list of rooms that are free at the specified time.

Coming soon…

You will be able to click the ‘Book Room’ link which will email the booking through to timetabling. At this moment in

time the link will open and you will be able to submit a request but the requests are not being monitored. We will

inform you as soon as the full functionality is available.

Also coming soon….

The change requests links across the top of the page allows you to request changes. A student transferring courses for

example.

This functionality will be available in the next couple of weeks.