FLORIDA DEPARTMENT OF EDUCATION
User Guide
Sunshine Connections – Account Management
Version : Published On: 1.1 November 12, 2008
FLORIDA DEPARTMENT OF EDUCATION
TABLE OF CONTENTS
DESIGN OVERVIEW ................................................................................................................................................................. 1 USER SERVICES ......................................................................................................................................................................... 2 1 – MAIN MENU AND NAVIGATION............................................................................................................................................. 2 1.1 – Status Bar................................................................................................................................................................ 2 1.2 – Main Menu ............................................................................................................................................................. 3 1.3– Status Messages.............................................................................................................................................................. 4 1.4 – Type-Ahead List Selection ............................................................................................................................................ 4 1.5 – Unsaved Changes confirmation ................................................................................................................................... 5 2 – SEARCH ACCOUNTS............................................................................................................................................................... 6 2.1 – Search Criteria .............................................................................................................................................................. 6 2.2 – Search Results ............................................................................................................................................................... 8 3 – ADD NEW ACCOUNT ........................................................................................................................................................... 10 3.1 – Basic Account Information ......................................................................................................................................... 10 3.2 - Account Details ........................................................................................................................................................... 12 3.3 – Security Groups Step................................................................................................................................................... 13 3.4 - Confirmation ................................................................................................................................................................ 15 3.5 – Success Message ......................................................................................................................................................... 16 4 – EDIT EXISTING ACCOUNT .................................................................................................................................................... 17 4.1 – Edit Account Details ................................................................................................................................................... 17 4.2 – Edit Groups ................................................................................................................................................................. 19 5 – DISABLE ACCOUNT.............................................................................................................................................................. 21 5.1 – Disable Account .......................................................................................................................................................... 21 6 – ENABLE ACCOUNT............................................................................................................................................................... 22 6.1 – Basic Account Information ......................................................................................................................................... 22 6.2 – Account Details ........................................................................................................................................................... 24 6.3 – Security Groups Step................................................................................................................................................... 26 6.4 – Confirmation ............................................................................................................................................................... 28 6.5– Success Message .......................................................................................................................................................... 29 7 – RESET ACCOUNT PASSWORD (NON-ADFS DISTRICTS ONLY) ........................................................................................... 30 7.1 – Reset Password ........................................................................................................................................................... 30
FLORIDA DEPARTMENT OF EDUCATION
Design Overview
The Account Management application is a web based tool available within the Sunshine Connections portal. This application will serve as a single point of contact for users who need to manage Sunshine Connections accounts. The proposed design will have the same “look and feel” of the current Sunshine Connections portal. The following major functional areas will be available: -Search Accounts: Users with the right permission level will have the ability to browse all or a subset of the accounts within the system. -Edit Accounts: Some users will have the ability to edit some aspects of existing accounts. -Add New Accounts: Some users will have the ability to add new accounts to the system. -Enable/Disable Accounts: Some users will have the ability to enable or disable accounts, effectively allowing or disallowing that account access to the Sunshine Connections portal. -Reset Account Password: Some users will have the ability to reset an account password in the event that users forget and are unable to reset it themselves.
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FLORIDA DEPARTMENT OF EDUCATION
User Services
The User Services section describes the interfaces, processes, and general functionality that will be exposed to the user in this application. This generally consists of breaking down the proposed system into user interface elements or “screens” that will serve as the points of contact with the end users. This section contains visual representations of these interfaces in addition to descriptions of the functions they perform and the data that they display or collect.
1 – Main Menu and Navigation
The main menu and navigation components of the user interface will present and available to users at all times in the form of a menu bar at the top of the main user interface, just below the main header of the Sunshine Connections portal template (Sunshine Connections portal elements not displayed in screenshot). 1.1 – Status Bar The status bar will appear at the top of every page within the application and provide the user with a means to return to the „Tools‟ page within the main SC portal or to log out of Sunshine Connections.
Field Name
‘Return to Sunshine Connections’ ‘Logged in as’ ‘Sign Out’
Required
N/A
Description
This link will bring users back to the ‘Tools’ page on the main Sunshine Connections portal site. This will display the user name of the currently logged in user. This link will sign users out of the system.
Special Validation
N/A
N/A N/A
N/A N/A
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FLORIDA DEPARTMENT OF EDUCATION
1.2 – Main Menu The main menu will provide users with a means of navigating through the account management application‟s screens. Screenshot:
Field Name
‘Home’ ‘Search Accounts’ ‘Add New Account’
Required
N/A N/A N/A
Description
Brings users to the ‘home’ screen of the application. Brings users to the ‘Search Accounts’ screen of the application. Brings users to the ‘Add New Account’ screen of the application.
Special Validation
This will only be visible to members of the ‘AMDistrictAd min’ security role.
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FLORIDA DEPARTMENT OF EDUCATION
1.3– Status Messages Status messages will appear near to the top of the user interface periodically to inform the user of the success or failure of events within the system. Screenshot: Example of success status message:
Example of error status message:
1.4 – Type-Ahead List Selection All drop down lists within the system will support a „type-ahead‟ feature that will allow users who know the record they want to simply type in the information to select that record rather than scroll through a large list to find it. For example, job codes could be selected by setting focus to the „Job Code‟ drop down, and then beginning to type in the code that you want to select. Screenshot:
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FLORIDA DEPARTMENT OF EDUCATION
1.5 – Unsaved Changes confirmation All screens that capture and save data will pop up a confirmation dialog whenever changes are made to the data and the user attempts to navigate away from the screen before saving the changes. When this dialog is presented, clicking the „OK‟ button will continue to leave the page and lose any unsaved changes while the „Cancel‟ button will allow the user to remain on the page and continue making changes or perform a save. Screenshot:
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FLORIDA DEPARTMENT OF EDUCATION
2 – Search Accounts
The „Search Accounts‟ functional area will provide the user with a means to view accounts within the system at a high level. All account data will be presented in a tabular format with most individual account details hidden from view. In addition, this area will allow users to apply filter criteria to narrow the results that they see and quickly locate specific sub sets of accounts to work with. This area will also serve as the main gateway for working with existing accounts. 2.1 – Search Criteria Screenshot:
This interface will present the user with several options for locating user accounts within the system. Field Name
District
Required
Yes
Description
List of all districts/organizations recognized by the system.
Special Validation
Users will be restricted to their own district.
User Login Name Filter Type User Login Name Value User First Name filter type User First Name Value User Last Name filter type User Last Name value
No No No No No No
Filter type to be applied to user login name value. Full or partial user login name value to be searched on. Filter type to be applied to the first name value. Full or partial first name to be searched on. Filter type to be applied to the last name value Full or partial last name to be searched on. Maximum of 17 characters. Maximum of 12 characters. Maximum of 50 characters.
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FLORIDA DEPARTMENT OF EDUCATION
Staff ID
No
The FL Staff ID value to be searched on.
Must be between 8 and 10 characters if provided, also this field will not be available to users in the ‘Password Reset’ role.
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FLORIDA DEPARTMENT OF EDUCATION
2.2 – Search Results Screenshot:
This interface displays account data to the user according to the search criteria that have been specified. From here users will also have the ability to move into other areas of the system to work with or edit the accounts that are being displayed if their permissions level is adequate.
Field Name
User Login First name Last Name StaffID
Required
N/A N/A N/A N/A
Description
Displays the User Login name of the account record. Displays the first name of the account record. Displays the last name of the account record. Displays the staff ID of the account record.
Special Validation
N/A N/A N/A This value will not be visible to members of the ‘Password Reset’ role. Only visible when the account record is currently enabled. Only visible when the account record is currently disabled. This link is only visible if the record is in a non-ADFS district and is currently enabled.
Disable Link
N/A
Navigates to the ‘Disable’ account screen.
Enable Link
N/A
Navigates to the ‘Enable’ account screen.
User Link Groups Link
N/A N/A
Navigates to the ‘Edit Account’ screen. Navigates to the ‘Edit Groups’ screen.
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FLORIDA DEPARTMENT OF EDUCATION
Reset Password Link
N/A
Navigates to the ‘Reset Password’ screen.
Only visible if the record is in a non-ADFS district and is currently enabled.
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FLORIDA DEPARTMENT OF EDUCATION
3 – Add New Account
3.1 – Basic Account Information Screenshot:
This interface will gather basic information related to the account that is to be created. The information gathered here will dictate the types of data elements that will be gathered in subsequent steps. Field Name
District
Required
Yes
Description
The district/organization to which the new account will belong.
Special Validation
Users will be restricted to their own district. Maximum of 12 characters. Maximum of 10 characters. Maximum of 17 characters. Maximum of 3 characters. Maximum of 20 characters including the district ID prefix.
First Name Middle Name Last Name Name Appendage User Login Name*
Yes No Yes No Yes
The first name of the user for which the new account is being created. The middle name of the user for which the new account is being created. The last name of the user for which the new account is being created. The name appendage of the user for which the new account is being created. The desired user login name for the new account. Note that user names here will be entered with the district number prefix. The system will automatically apply the prefix when checking for uniqueness and ultimately creating the user account.
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FLORIDA DEPARTMENT OF EDUCATION
Email**
Yes
The e-mail address of the new account.
Phone Number
Yes
The phone number of the user.
Maximum of 50 characters. Must be unique within the system. Must match a pre-defined regular expression for e-mail address patterns. Must be 10 digits long and numeric.
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FLORIDA DEPARTMENT OF EDUCATION
3.2 - Account Details *Note that this step is only performed if the account being created is within a Sunshine Connections school district. Screenshot:
Field Name
Staff ID
Required
Yes
Description
The FL Staff ID of the user being created.
Special Validation
Must be between 8 and 10 characters long, only letters or numbers, and must be unique within the system. Must be selected from the list. Must be selected from the list. Must be a valid date and fall between 1/1/1900 and today’s date. Must be chosen from the provided options. Must be chosen from the provided list.
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School
Yes
The school that the staff member belongs to.
Job Code*
Yes
The primary job code of the user.
Date of Birth
Yes
The date of birth of the user.
Gender
Yes
The gender of the user.
Race/Ethnicity
Yes
The race/ethnicity of the user.
FLORIDA DEPARTMENT OF EDUCATION
3.3 – Security Groups Step *Note that this step is only performed if the account being created is not within an ADFS district. Screenshot:
This interface captures the security groups to which the new account will be added.
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FLORIDA DEPARTMENT OF EDUCATION
Field Name
Teacher Portal Groups
Required
N/A
Description
The collection of teacher portal functionality groups to which the user should be added.
Special Validation
The groups must be chosen from those presented in the list controls.* The groups must be chosen from those presented in the list controls. The groups must be chosen from those presented in the list controls.
Community College Groups
N/A
The ESE group to which the account should be added.
SSDB Groups
N/A
The Student & Staff Survey groups to which the user should be added.
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FLORIDA DEPARTMENT OF EDUCATION
3.4 - Confirmation Screenshot:
This interface will present all of the captured data to the user for final verification and provide a final confirmation before the new account is created. Note that all fields are display-only on this screen, no validation is performed here. Also note
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FLORIDA DEPARTMENT OF EDUCATION
3.5 – Success Message Screenshot:
This interface will inform the user that the account was created successfully. Note that if an error occurred when creating the account, the user will remain on the confirmation step and the appropriate error message would be displayed there.
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FLORIDA DEPARTMENT OF EDUCATION
4 – Edit Existing Account
4.1 – Edit Account Details Screenshot:
This interface will expose all editable data elements for a single Sunshine Connections account to users. It will be accessible from the „Search Accounts‟ screen. Field Name
First Name Middle Name Last Name Name Appendage
Required
Yes No Yes No
Description
The first name of the user. The middle name of the user. The last name of the user. The name appendage of the user.
Special Validation
Maximum of 12 characters. Maximum of 10 characters. Maximum of 17 characters. Maximum of 3 characters.
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FLORIDA DEPARTMENT OF EDUCATION
User Login Name
Yes
The user login name of the user. Note that the district prefix is extracted from the name and made read-only for non-ADFS districts.
Email
Yes
The e-mail address of the user.
Maximum of 20 characters including the district ID prefix. Maximum of 50 characters. Must be unique within the system. Must match a pre-defined regular expression for e-mail address patterns. Note that is not required for users in ADFS districts.
The following fields are only captured when editing Sunshine Connections school district accounts:
Field Name
Staff ID
Required
Yes
Description
The Florida Staff ID of the user.
Special Validation
Must be between 8 and 10 characters and be all alpha numeric. Must be selected from a list. Must be selected from a list. Must be a valid date between 1/1/1900 and today’s date. Must select from the available values. Must select from the list.
School
Yes
The school that the user belongs to.
Job Code
Yes
The job code of the user.
Date of Birth
Yes
The birth date of the user.
Gender
Yes
The gender of the user.
Race/Ethnicity
Yes
The race/ethnicity of the user.
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FLORIDA DEPARTMENT OF EDUCATION
4.2 – Edit Groups Screenshot:
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FLORIDA DEPARTMENT OF EDUCATION
This interface allows for existing user accounts to be added and removed from security groups. Field Name
Teacher Portal Groups
Required
N/A
Description
The collection of teacher portal functionality groups to which the user should be added.
Special Validation
The groups must be chosen from those presented in the list controls.* The groups must be chosen from those presented in the list controls. The groups must be chosen from those presented in the list controls.
Community College Groups
N/A
The ESE group to which the account should be added.
Student and Staff Survey Groups
N/A
The Student & Staff Survey groups to which the user should be added.
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FLORIDA DEPARTMENT OF EDUCATION
5 – Disable Account
5.1 – Disable Account Screenshot:
This interface allows users to disable an existing account. For ADFS districts, this simply clears out the link between the staff table record and a user‟s login credentials. For non-ADFS users, this will completely delete the Sunshine Connections Active Directory user object.
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FLORIDA DEPARTMENT OF EDUCATION
6 – Enable Account
6.1 – Basic Account Information Screenshot:
This interface is the first step in the process of taking an existing account and re-enabling it for access to Sunshine Connections. Where possible, fields on this screen will be pre-populated, and the user will be prompted to fill in any missing required information. Field Name
District
Required
Yes
Description
The district/organization to which the new account will belong.
Special Validation
Users will be restricted to their own district. Maximum of 12 characters. Maximum of 10 characters. Maximum of 17 characters. Maximum of 3 characters. Maximum of 20 characters including the district ID prefix.
First Name Middle Name Last Name Name Appendage District Login Name*
Yes No Yes No Yes
The first name of the user for which the new account is being created. The middle name of the user for which the new account is being created. The last name of the user for which the new account is being created. The name appendage of the user for which the new account is being created. The desired user login name for the new account. Note that user names here will be entered with the district number prefix. The system will automatically apply the prefix when checking for uniqueness and ultimately creating the user account.
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FLORIDA DEPARTMENT OF EDUCATION
Email**
Yes
The e-mail address of the new account.
Phone Number
Yes
The phone number of the user.
Maximum of 50 characters. Must be unique within the system. Must match a pre-defined regular expression for e-mail address patterns. Must be 10 digits long and numeric.
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FLORIDA DEPARTMENT OF EDUCATION
6.2 – Account Details *Note that this step is only performed if the account being created is within a Sunshine Connections school district. Screenshot
This interface presents the second step in the process, where, more detailed account information is captured and updated . Field Name
Staff ID
Required
Yes
Description
The FL Staff ID of the user being created.
Special Validation
Must be between 8 and 10 characters long, only letters or numbers, and must be unique within the system. Must be selected from the list. Must be selected from the list. Must be a valid date and fall between 1/1/1900 and today’s date.
School
Yes
The school that the staff member belongs to.
Job Code*
Yes
The primary job code of the user.
Date of Birth
Yes
The date of birth of the user.
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FLORIDA DEPARTMENT OF EDUCATION
Gender
Yes
The gender of the user.
Race/Ethnicity
Yes
The race/ethnicity of the user.
Must be chosen from the provided options. Must be chosen from the provided list.
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FLORIDA DEPARTMENT OF EDUCATION
6.3 – Security Groups Step *Note that this step is only performed if the account being created is not within an ADFS district. Screenshot:
This interface captures the security groups that the newly enabled account should be put into.
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FLORIDA DEPARTMENT OF EDUCATION
Field Name
Teacher Portal Groups
Required
N/A
Description
The collection of teacher portal functionality groups to which the user should be added.
Special Validation
The groups must be chosen from those presented in the list controls.* The groups must be chosen from those The groups must be chosen from those presented in the list controls.
Community College Groups
N/A
The ESE group to which the account should be added.
Student and Staff Survey Groups
N/A
The Student & Staff Survey groups to which the user should be added.
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FLORIDA DEPARTMENT OF EDUCATION
6.4 – Confirmation Screenshot
This interface presents the user a final confirmation of the account data that will be used to re-enable the user account. All fields are display only on this screen. If need be, the user can use the „Previous‟ button to back up and make changes.
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FLORIDA DEPARTMENT OF EDUCATION
6.5– Success Message Screenshot:
This interface will inform the user that the account was enabled successfully. Note that if an error occurred when enabling the account, the user will remain on the confirmation step and the appropriate error message would be displayed there.
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FLORIDA DEPARTMENT OF EDUCATION
7 – Reset Account Password (Non-ADFS districts only)
7.1 – Reset Password Screenshot:
This interface will allow users to reset the password of an account to which they have access. This screen will be available from the „Browse Accounts‟ screen. Note that this screen will not be available for accounts that belong to ADFS districts. All fields on this screen are display only.
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