WestEd Tracker: Guide to LEA and School Plans

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					                                  New Mexico Web EPSS
                                    Improvement Plans

User and Administrators Guide




June 2012
            Tracker Version 2.8
Acknowledgements
The Web EPSS Plan and Monitoring Tool was developed by WestEd Interactive (WEI), the
Southwest Comprehensive Center (SWCC) and the California Comprehensive Center (CACC) in
collaboration with:

      The Arizona Department of Education (ADE)
      The California Department of Education
      The Colorado Department of Education
      The Nevada Department of Education
      New Mexico Public Education Department
      The Utah State Office of Education
      The Washington Office of Superintendent of Public Instruction




The development and implementation of Web EPSS is supported through funding from the U.S.
Department of Education. It does not necessarily reflect the views or policies of the U.S.
Department of Education, and the reader should not assume endorsement by the federal
government.
Contents
INTRODUCTION .............................................................................................................................. 1
   AUDIENCE....................................................................................................................................... 1
   NOTE:............................................................................................................................................ 1
   PUTTING YOUR PLAN INTO WEB EPSS ................................................................................................. 1
   PLAN ORGANIZATION ........................................................................................................................ 1
PLAN OVERVIEW AND FEATURES .................................................................................................. 3
   LEA OVERVIEW ............................................................................................................................... 3
       Visibility ................................................................................................................................... 3
   PLAN OVERVIEW .............................................................................................................................. 3
       Plan Filters ............................................................................................................................... 4
   OTHER PLAN COMPONENTS ............................................................................................................... 5
       File Cabinet.............................................................................................................................. 5
       Reports .................................................................................................................................... 5
       Plan Status .............................................................................................................................. 6
       Comments ............................................................................................................................... 6
       Resources ................................................................................................................................ 6
USING THE PLAN............................................................................................................................. 7
   GOALS ........................................................................................................................................... 7
   STRATEGIES ..................................................................................................................................... 7
   ACTION STEPS ................................................................................................................................. 7
       Plan Tags ................................................................................................................................. 8
       Action Step Overview ............................................................................................................ 10
       Status Updates ...................................................................................................................... 10
       Tasks...................................................................................................................................... 11
       Budget Items ......................................................................................................................... 12
       Adding a Budget Item ........................................................................................................... 13
       Budget Worksheet ................................................................................................................ 14
   PLAN BUDGETS .............................................................................................................................. 15
       Viewing School Allocations ................................................................................................... 16
       Unfunded Items ..................................................................................................................... 16
       Budget Tracking .................................................................................................................... 17
   TIMELINE ...................................................................................................................................... 18
   RETIRING PLAN ELEMENTS ............................................................................................................... 18
PLAN MANAGEMENT ................................................................................................................... 20
   PREPARING FOR PLAN ENTRY ............................................................................................................ 20
   USER SET UP ................................................................................................................................. 20
       User Access Levels ................................................................................................................. 22
   USER MANAGEMENT ...................................................................................................................... 23
       Retire a User.......................................................................................................................... 24
LEA TAGS ....................................................................................................................................... 26
ADD/MANAGE GOALS ................................................................................................................... 28
ADD FUNDING SOURCES ............................................................................................................... 30
                                                 New Mexico User and Administration Guide


Introduction
Audience
This document describes how to use the plan module of Web EPSS. It is intended for LEA and
school staffs that participate in and are responsible for improvement planning activities.

Note: Web EPSS LEA and school plans are nearly identical in their functionality and
management and are described here generically as “plans.” Certain features, such as plan tags
and funding sources, must be set up by the LEA Administrator to be available to school plans.
These plan management functions are described on pages 19-29.

Putting Your Plan into Web EPSS
Your Plan Leadership Team will likely want to initially write your plan offline. For entering plan
information into Web EPSS, it is recommended that you have an electronic copy of your plan
(such as a Word document) rather than a paper version. This will make it easier for you to copy
and paste detailed information from your plan into Web EPSS.

Plan Organization
Web EPSS uses a tiered structure for plans: goals, strategies, action steps, and optionally, tasks.
You may also create a budget for your plan, and track expenses as you implement the action
steps.




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   Goal       A specific, measurable target for students to achieve. States Who will do
              What by When and How you will know it. (You may write them in SMART
              format: Specific and Strategic, Measurable, Achievable/Attainable,
              Results-oriented, and Time-bound.)
              Districts may have some goals pre-assigned by the State, and may also
              add their own, local goals.
              Schools may select goals from the District’s plan, and re-write them to
              reflect the School’s Growth target (SGT), and create their own goals.
              The SGT is based on the grade assigned. See Appendix A: School Growth
              Targets for Subgroups.
              Title: Maximum 50 Characters.
              Description: Maximum 1000 Characters.

 Strategy     A general description of a process a district or school will take to reach
              the student achievement goal.
              Each Goal may have several Strategies.
              What will the district/school do to ensure that the goal is reached?
              Title: Maximum 50 Characters.
              Description: Maximum 500 Characters.

Action Step   A specific action or activity that will lead to the implementation of the
              Strategy and achievement of the Goal.
              The Action Step includes a Title, Description, Begin and End Dates plus
              comments on timelines, persons responsible, costs and budget sources
              for each Action.
              Progress is tracked by updating status, attaching evidence, and adding
              comments as the step is implemented.
              Action Steps may also be "tagged" for filtered views of the plan, e.g. all
              steps affecting Special Education students, or all steps involving PD.
              Each Strategy may have several Action Steps.
              Title: Maximum 50 Characters.
              Description: Maximum 1000 Characters.

   Task       A specific action/activity that leads to the completion of an Action Step.
              Tasks have specific due dates, persons responsible and current status.
              Each Action Step may have multiple tasks.
              Title: Maximum 50 Characters.
              Description: Maximum 255 Characters.




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Plan Overview and Features

LEA Overview
The LEA Overview provides summary information about the LEA plan and school plans.
LEA users generally start a Web EPSS session on the LEA Overview page.
School users generally start directly on the Plan Overview for their school.
School plans are accessed from the LEA Overview by clicking the name of the school.
You can return to the LEA Overview at any time by clicking the link at the top of each page.

Click the LEA Plan Overview link to navigate to the top of the plan, or the name of a goal to go
directly to that area of the plan. Click the name of a school to navigate to a school plan page.




Visibility
LEA users may view and edit the LEA plan and all school plans. School users may edit only their
own school plan, but may view, comment on, and download documents from the LEA plan and
other school plans in the LEA.

Plan Overview
The Plan Overview shows all of the plan components in an outline view. It allows you to access
and edit any part of your plan, attach and link to comments or files, see at a glance due dates
for action steps and tasks, and identify what is overdue. Goal summaries are the default view.


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Plan Filters
There are several options for filtering the plan by information associated with action steps or
tasks. These include status (Not Begun, In Progress, Completed, and Suspended), funding
source, tags (State or LEA), person assigned to a task or action step, and recent updates (Last 2
weeks, Last month, Last 3 months, Overdue.) You may also show all active or retired
components of the plan.

Once you select the desired filter options, click Update to refresh the Plan Outline and see the
updated view. When filters are applied, only those portions of the plan matching the filter
parameters will appear.




To expand the plan and see the strategies, action steps and tasks, either click the Expand
Outline link to expand the entire plan, or click the green triangle at each level to reveal the next
level below.




Note: When you have a custom filter applied, that filter will stay active even after navigating
away from the Plan Overview page and returning later. If you wish to reset your filter(s), click
the Clear Filters link to the right of the filters.




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Other Plan Components

File Cabinet
The file cabinet stores documents and web links uploaded by school or LEA users. File cabinet
attachments are entered into the system either through a document request, or directly to an
individual plan component (goal, strategy, action step). If the paperclip has a red flag on it, it
means that there is a document request from the NMPED for that element.




This function allows the state to define a type of document, e.g. Parental nvolvement Notice,
and associate it with any number of plan components.

By uploading a document to any instance of that document request, it is immediately available
to all instances. This reduces duplication of effort to upload or review the same document
multiple times.

Reports




The report links at the top of the Plan Overview allow you to create and print reports based on
the content of your plan and the result of your filters. In all cases, plan reports respect the
current plan filters; only those components which appear in the overview will appear in the
report.

The status note histories of all action steps are shown in the Implementation Checklist report,
along with their associated strategies and goals. This can be a useful report for the
Implementation Team to keep track of progress or to show to stakeholders who want to see
what steps the LEA or school has taken toward implementing their improvement plan.
After clicking the report link, your browser will download the report. The download location
and how you access the print version will depend on your individual browser and download
settings.




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Plan Status
Status indicators throughout the plan quantify progress and identify areas of the plan that are
completed, in progress, not begun, and overdue. These indicators can help you see at a glance
those areas that need attention.

Quantitative data for goals and strategies are “rolled up” from the underlying information in
action steps and tasks. For example, the budgeted amount is the sum of budgeted amounts
from all action steps that reside under the goal.

Comments
The comment icon indicates the number of comments associated with this plan element.
Clicking the icon allows you to view and add a comment to that plan component. Comments
may be added by users, or generated by the system through specific activities.




Resources
For goals and strategies created at the state level, there may be associated documents and web
links to assist LEAs and schools in their work. These resources are accessed by clicking the
number next to SEA Resources available.




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Using the Plan
This section describes how users update content to implement or refine the plan.

Goals
Goals may be added by the NMPED, or by your Plan Administrator.

Strategies
Strategies may be added by the state as part of an assigned goal, or by any user. You may add
as many strategies as necessary to successfully achieve your goals.

To do so, click the Add Strategy link in the goal summary section. The strategy consists of a
Title and Description. For each new strategy, enter a short title (50 characters) as a reference
for the activity you are describing. For the description (500 characters), you may be more
specific about what will happen and who will participate. When finished, click Save to return to
the plan or Save and Add Another to create a new strategy. Once a strategy is created, it will
appear immediately in the plan.

Action Steps
Action steps contain most of the key detail associated with your plan, including tags, tasks,
budget information, persons responsible, and status of implementation. Under each strategy,
add specific action steps that outline what needs to be done to achieve it. Action steps should
be reasonable activities needed to accomplish a strategy, leading to the achievement of a goal.
From any strategy in the Plan Overview, click the Add Action Step link to create a new action
step.




The fields with an asterisk (*) are required: Title, Description, Start and End dates.

If the action step activity takes place over a long period of time, you may want to add Timeline
Notes (e.g. Once per week for 10 weeks). If appropriate, check the Requires Funding and/or
Professional Development checkboxes. You will come back later to specify budget item(s) and
actual costs. Budget amounts assigned to action steps total up to the strategy and goal levels on




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the Plan Overview. If this is a Professional Development activity, you may want to note the
intended audience for the PD.

Plan Tags
Plan tags may be assigned to the action step. There are two sets of tags;
            one set from the SEA, and
            one set created by the LEA Administrator.
Both sets are available in LEA and school plans. Tags designate special programs or populations
that are associated with the action step (e.g. English Learners or LEA Gates grant activities).

Putting tags on action steps allows you to filter the plan for specific designations in the Plan
Overview. For example, you may want to filter on all activities related to a specific grant to
create a report for the funder.




Finally, you may identify one or more persons who are responsible for implementing or tracking
this action step. A list of all users associated with your LEA and schools will appear. When
finished, click Save or Save and Add Another to continue plan entry.

Below is a brief explanation of each field on the action step detail screen.

 Title                            Short title of the action step.
                                  Maximum characters: 50.

 Description                      Detailed description of the action step.
                                  Maximum characters: 1000.

 Start Date / End Date            These dates are graphed on the Timeline, trigger reminder
                                   icons on the Plan Overview to show which Items need
                                   attention, and generate reminder comments.
                                  Choose from the calendar or enter as mm/dd/yyyy

 Timeline Notes                   Notes that will appear in the Timeline regarding this action



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                          step.
                         Maximum characters: 255.

Requires Funding?        Check this box if the action step will require funding.
                         This enables budget functionality for the action step.

Professional             Check this box if this action step involves professional
Development Needed?       development for staff.

Audience                 Use this field to enter who would need to attend any
                          professional development activities, if appropriate.

Tags                     Select the appropriate tags that apply to the action step.
                         These tags are used for filtering purposes on the Plan
                          Overview and when generating reports.
                         Check all that apply.

Responsible              Designate one or more person responsible for the
                          implementation of this action step.




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Action Step Overview
Once an action step is created, the action step overview is displayed. You also reach this view
by clicking on the action step title from the Plan Overview.

This is where the plan implementers will come to update their progress toward completing the
Improvement Plan – attaching relevant files, adding comments and status updates, updating
task information, and recording budget information.

The details tab shows basic information about the action step.


Status Updates
Status updates and associated notes are intended not only to report on progress toward
completion of the plan, but also to provide a thoughtful review of the effect of actions taken
and adjustments recommended to accomplish the goal.

Describing in detail what has been done, what the effects have been, and what will be done
next will strengthen your plan. Status Notes may be up to 255 characters in length.

To add lengthier comments, use the Comment box or add an attachment, and note in the
status update where to look for additional information.




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Tasks
Once an action step is created, you may want to break it up into more granular, specific
activities. You may find them helpful to keep track of who is responsible for each part of the
action step implementation.

Tasks appear in the Plan Overview with their due dates to help keep you on target for
implementing your plan. Task descriptions may be up to 255 characters.




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Budget Items
The plan budget section allows you to review all available funds that you will use to complete
your plan. If your action step is checked as requiring funding, you can use budget items to
itemize costs, and indicate which funding source will be used. The Budget Items tab on the
action step displays budget items already assigned to an action step.

Web EPSS filters budget items by school year through its funding source. You may use the
school year filter to view budget detail from previous years.

To edit all budget items for an action step simultaneously, click Edit All.

The table will allow you to change the quantity, unit, cost, budgeted amount, source, or actual
amount of any or all items.

Click Update All to save your changes. You may edit a single budget item and notes by clicking
on the title in the first column.




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Adding a Budget Item
To add a budget item, click Add Budget Item. The budget item entry page displays a Budget by
Source table of funds already allocated to this action step to help you determine where to pull
the funding for your new Budget Item.




The Budgeted Cost may be derived in one of two ways.
          1. Either enter the Quantity and Unit Cost (Budgeted Cost will be calculated, or
          2. Enter a Budgeted Cost (no Quantity or per unit Cost information.)

The Budgeted and Actual amounts will appear on the action step overview, and the total
amounts allocated for all action steps will roll up to the strategy and goal levels of your plan.
You may also add any notes about this budget item, if appropriate. Click Save to return to the
action step page, or Save and Add Another to enter additional expenses for this step.




You are not required to assign a funding source to budget items at this point. This is
particularly helpful as you develop your budget for the upcoming year. Unfunded items are
easily identified from the plan Budget page, described below. Enter the information and save
the record to add it to the action step.



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Budget Worksheet
Action steps in the Plan Overview offer another way to manage budget items. There are two
tabs at the top of an action step under each strategy in the overview. The Summary tab shows
the action step detail.




The Budget Worksheet tab shows existing budget information for action steps marked as
requiring funding. This view allows editing, adding or deleting budget items detail for the action
step from the Plan Overview.




Note: if Requires Funding is not selected on the action step record, the Budget Worksheet tab
will not appear for that action step.

Edit All allows you to edit the title, quantity, unit, cost, budgeted and actual amounts, or
funding source. Click Update to save your changes, or Cancel to return to the original item




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information. Changing budget item information in the worksheet automatically updates this
information wherever budget items/totals appear.

Plan Budgets

The Plan Budget page is a funding summary for your entire plan. To view this page, click the
Budget link at the top of any page of your plan. It displays a list of all funding sources in the
selected year, their source (Federal, State, LEA), number of action steps currently funded by this
source, school allocations (on the LEA Budget), budgeted amount (total currently assigned to
budget items), unencumbered amount (available to allocate), and total allocation.

Hover over the column headers to see tips or full descriptions of the column. All budget
amounts are updated immediately when you make changes anywhere in the plan.




To view detailed expenditures for a particular funding source, click the arrow next to the
program title to roll out related action steps and budget items. You can also see if multiple
funding sources are assigned to a specific action step. An action step may appear on the plan
budget page more than once if it contains budget items from multiple funding sources.




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Viewing School Allocations
On the LEA plan’s Budget page, you have the option to view the school allocations for each
source, as well as the budgeted allocation and unencumbered totals for that funding source
and school. Select the School Allocations view at the top of the budget page and click Update.
Roll out any funding source that shows an amount in the School Allocations column.




Click the name of the school to go directly to the school budget page and see how the school
has allocated the funds.

Unfunded Items
The final program line on the plan budget shows the unfunded action steps and budget items in
our plan. This allows you to easily identify and resolve items that require funding. Action steps
appear in this list as unfunded under two circumstances:
             The action step is checked as requiring funding but contains no budget items
             The action step contains budget items that are not yet assigned a funding
                source.
To add items or assign funding sources, click the action step title to go to the budget items tab.
Once you have determined how you will fund these items and add funding sources, they will
move to the appropriate area in your budget.




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Budget Tracking
You may access and edit budget items from the plan Budget page, from the Plan Overview’s
Budget Worksheet tabs on action steps, or from the individual action step Budget Items tab.
Actual amounts spent for the items may also be entered in any of these places.

To track the expenditures from a specific program funding source, either roll out that source on
the Budget page, or select the funding source from the plan filters. When a funding source
filter is applied, you will see only those action steps, with associated strategies and goals, which
have budget items assigned to that source.

The budgeted and actual amounts show in the action step lines of the Plan Overview. You may
view the plan activities in the context of one specific funding source, and print that view, to
provide detailed plan information to program or grant monitors.




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Timeline
Once your plan is entered, the Timeline view, accessed by clicking the Timeline link at the top of
each plan page, lets you see the distribution of activities and provides a visual chart of what
should be in progress or due throughout the year.
    The light blue boxes show the time span of each action step.
    Dark blue lines designate task due dates.
    The dotted green line is the current date.

By looking across the school year, implementers can see upcoming due dates, and make sure
the distribution of activities is reasonable.

The titles of the action steps and tasks are linked to those content pages in Web EPSS, allowing
quick adjustment of due dates, if necessary.




The Timeline may also be filtered by any of the available Plan Overview filters. Users can view
just the activities they are responsible for, or view by Tags or Funding Sources.


Retiring Plan Elements
Your Web EPSS plan is a continuous action plan. Some goals, strategies and action steps may be
carried over from year to year; some may be completed or are no longer valid. Once a plan
element is no longer a current reflection of your work, you may wish to “retire” it from view in
your ongoing plan. Any element added by the LEA or school may be retired.




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State-assigned goals and strategies may only be retired by the NMPED. NMPED-retired goals
and strategies may be re-activated by the LEA or school, if you’d like to keep it in your plan.
Retiring any element automatically retires everything below it in the plan, i.e., retiring a goal
also retires all associated strategies, action steps and tasks. Retiring an action step also retires
its tasks, but leaves the associated strategy and goal unchanged.

Once an element is retired, it may be viewed by selecting the Retired filter at the top of the
plan. Any retired element may also be re-activated and brought back into the current plan,
along with all of the retired elements below it.

To retire a plan element, click its title to go to the edit page. You will see the Retire button to
the far right of the Save and Cancel buttons. After you confirm that you want to retire the
element, it will be removed from the active plan view.




To re-activate retired elements, select Retired from the Active/Retired filter list at the top of
the plan and click Update. You will see all retired elements.




Select the title of the element you wish to re-activate to go to the edit page. You will see a
history of who retired the item and the date it was retired. Click the Activate button to place
the element back into your current, active plan. Any associated elements that were retired with
this item will also be activated. You may retire them individually, if you don’t want them in your
active plan.




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Once you return to your plan, change the filter back to Active to see that the element has been
restored to active status. The active view of the plan is the default view, which you will see each
time you login to your plan.

Plan Management
Preparing for Plan Entry
Plan Administrators must set up certain functional areas in preparation for plan use. This set-up
should be done before your team starts entering or significantly modifying the plan, so that all
features are available.

User Set Up
Note: LEA or school level users in Web EPSS may be assigned to one or more organizations, to
accommodate users who provide services in multiple LEAs or schools.

 As an LEA or School administrator, you may only add or change user information specific to
your organization; you may not modify information from other organizations, or retire a user
who is actively assigned to other organizations.

LEA and school users who are associated with your LEA have access to your LEA and school
plans. Users may edit anything on the Plan Overview, add strategies, action steps and tasks,
upload documents and make comments on plan elements.

A user may be assigned as a person responsible for an action step or task, and will be able to
add budget items, status updates, and other indicators of plan implementation.

To add a new user, click the Setup & Maintenance link at the top of any page. Only LEA and
School Administrators will see this link.




From the Setup & Maintenance menu, select User Management. You will see a list of all users
currently assigned to your organizations, and can search for users if needed.




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Click Add New User to send an invitation to a new user.




To add a user, complete the required fields (First Name, Last Name, Email) and optional fields, if
desired. Then select the Level (LEA or School) and the appropriate organization from the
dropdown lists. Check the Admin box if the new user should have administrator privileges. Click
Create Account to send an email invitation, with a link to Web EPSS, to the new user. The Level
assigned to the user determines their access.




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User Access Levels
LEA User: LEA Users can create plan goals, strategies, action steps, tasks and upload
documents to the File Cabinet. LEA Users can also see, comment on, and attach files to
school plans in the LEA.

LEA Administrator (Must be added by the NMPED): In addition to performing all the
functions of an LEA User, LEA Administrators have the ability to create new users in their
LEA (LEA and school level), create LEA tags, manage goals and add or edit funding sources
for the plan. They also have the ability to edit school plans in the LEA.

If you have not yet indicated to the NMPED who your District Web EPSS representative is,
please email name, title, email address, and phone number to: _______________.

School User: Where school plans are available, school users may perform all of the plan
functions that LEA Users may perform. For LEA plans, school users may upload documents
and post comments. They may see other schools’ plans, but may not edit them.

School Administrator (May be added by LEA Admin or NMPED): In addition to performing
all the functions of a School User, School Administrators have the ability to create new
users for their school. They can manage goals and add or edit funding sources for the
school plan.

Read-Only: (Must be added by the NMPED) A user at any level may be designated as Read-
Only. These users may view all information described here, but cannot modify any
information within the system. Please contact your State Administrator to request this
option for a user.




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User Management
User Management tools allow you to add or change user assignments or roles, and retire or
disassociate users who no longer belong to your LEA or school. Select the user name from the
list of users to see details of their user account.




To assign the user to more than one of your organizations, use the Organization Assignments
tab and click Add Organization to see a checklist of potential assignments. Select all or
individual organizations, select the user level for each, and click the Associate Selected
Organizations button.




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To remove access to your organization from a user, click the Remove link on their organization
assignments list. If a person is associated with more than one organization, you may select a
primary organization for the user, if you are an administrator for each of that user’s assigned
organizations, which will appear with their user name in comments and user lists. Click the Edit
link on the user’s profile to select the primary organization.

To change the user’s role between User and Admin, click the Edit All button above the
Organization Assignments list, then use the radio buttons to select the role.

Note: you will only be able to change the role for those organizations you have administrative
access to.




Retire a User
When a user has left your organization, or changed roles, you may wish to remove their access
to Web EPSS. If the person is still active in organizations you do not have administrative access
to, you will not be able to retire them, but you may remove the association with your own
organization(s).

To retire a user from the system, view the user’s profile and click the Edit link. Click the Retire
button on the Edit page. View the warning and confirm.




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              Retiring a user will remove all associated organizational associations from
              the user account, including all monitoring and plan roles. Any activity
              tracked by the system will continue to be displayed for a retired user (such
              as recorded actions on the Instrument Status History or the File Cabinet’s
              information about who uploaded a document) but the user’s previous
              monitoring and plan roles will not be displayed anywhere in the system:
              the user profile or the monitoring or plan assignment and display pages.
              Adding an organization association to the retired user record will
              reactivate a retired user. This will not reinstate any previous monitoring or
              plan roles.

Removing all organization assignments from a user will also place them in the retired users list.
The retired user will no longer be able to log into the system and will not be listed as available
when assigning monitoring or plan roles. Retired users may not receive emails from the
system, even for areas of the system where they were previously assigned.

To view retired or unassigned users, use the Show Retired filter on the User Management list.




To reinstate a user, add a new organizational association to the user account. You may modify
the level of the account as needed.




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LEA Tags
In addition to the plan tags created by the NMPED, the LEA administrator may create a local set
of tags, available in LEA and school plans to support plan management and implementation
needs.

To add local tags, click the LEA Settings link on the LEA Overview page:




You will see a list of LEA Tags already created, as well as a list of all SEA tags as reference. To see
a full description of the tag, hover over the tag name.




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                                                   New Mexico User and Administration Guide


Click Add a New Tag to create additional LEA tags. The sort order is numeric, and values of 1-8
also determine the color of the tag. Tags with sort values higher than 8 appear grey in color.
The short name field may be up to 10 characters, no spaces, and appears in the tag icon
throughout the plan. The long name and description fields appear when hovering over the tag
label anywhere in the plan.




Click Insert to save your tag and add it to the LEA tag list. You may also edit any existing LEA
tags by clicking the pencil icon, or delete a tag by clicking the x, or delete icon. You can assign
multiple SEA and LEA tags to any action step. However, only up to 8 of each type of tag will
show on the Plan Overview for an action step. Both sets of tags will show in the filters on the
Plan Overview.




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                                                  New Mexico User and Administration Guide


Add/Manage Goals
The NMPED will pre-assign goals and strategies to your plan.

These will appear in the plan, ready to be edited with descriptions specific to your site needs.
(You will not be able to edit the titles of the state-added goals or strategies.) You may also wish
to add goals and/or strategies unique to your site. The NMPED will retire goals that were
assigned to LEAs in previous years.

The retired Goals, with associated Strategies, Action Steps and Tasks may be viewed by
selecting the “Retired” filter on the plan overview. If the LEA wishes to activate any of these
retired Goals, they may do so from this view.

Only Plan Administrators may add new goals to a school or LEA plan. All users can edit existing
goals, and add strategies, action steps and tasks.

To add a goal, click the Manage Goals link. (If you are not an Administrator, you will not see this
link.)




On the Manage Goals page, you will see a list of current goals in your plan and a list of available
state goal templates. For school plans, LEA template goals will also appear.

SEA goal templates are created by the NMPED and contain pre-defined resources, evidence and
strategies. You may edit the current goals, add a state or LEA goal template, or add a new goal.
You may also re-order goals to determine how they appear in your plan.

The Origin column indicates at what level the goal was first entered into Web EPSS. If the state
created goals that are auto-assigned to your plan, the origin will be “SEA.” If you edit a state-
created goal template, you will be able to customize the description, but may not change the
title of the template. If you add a new goal, the origin will appear as “LEA” for LEA plans and
“School” for school plans.




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                                                New Mexico User and Administration Guide




Retired plan elements may be viewed by selecting the Retired filter on the Plan Overview. You
may reactivate any retired plan elements from this view.




Click the goal name, and then click the Activate button on the Edit Goal page to add the goal
back to your active plan.

Once your goals and strategies are added, your team will want to add detailed action steps and
tasks, specifying who will do what, by when, what it may cost, and which funds will support it.




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                                                  New Mexico User and Administration Guide


Add Funding Sources
The Plan Administrator is responsible for adding funding sources and related allocations to the
plan budget. These sources are then available for assignment to budget items throughout the
plan. From any plan page, click the Budget link at the top to see the overall plan budget. LEA or
school Plan Administrators will also see the Add Funding Source link.




Plan Administrators may select Federal or State funding sources added by the NMPED. Plan
Administrators may also create local funding sources that are available in LEA and school plans.
On the Add Funding Source screen, select SEA or LEA to add a new source. SEA funding sources
will allow you to select from a list of all available Federal and State sources.
Note: If you have already added a source to your budget, you may edit it on the budget
overview page. It will no longer appear in the selection list.

An LEA funding source requires a title and short title (up to 20 characters for display), as well as
funding amounts. School Plan Administrators will select from a single list of funding sources
designated by the LEA. Funding Sources include optional Carryover and Indirect amounts. The
Available Allocation is the sum of the Total Funding plus Carryover minus Indirect. This amount
appears in the Total Allocation column in the plan budget. You may click Calculate to verify the
amount before saving the record. These fields may be edited at any time. Funding sources are
immediately available for assignment to budget items




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