Basic Colleague Navigation User Interface (UI)

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

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

3. Log-in to the system Click on the Datatel icon on the desktop, or select it from the program list Basic Colleague Navigation

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

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

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

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

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

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

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

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

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

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

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

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

16. Records Look-up There are several ways to look-up a record in Colleague • Social Security Number – (We will gradually move away from using SSN as the identifier for a student) – no dashes allowed • Colleague ID – The unique identifier for a record • Name – either last name, first name (Smith, John) or first name last name John Smith) • Alternate ID – ;aid 123456789 • Soundex - /moulee mausekakes (this will find Molly Mousecakes) Any of these methods can be entered in the Look-up box below, which appears when you first enter a screen. Basic Colleague Navigation

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

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

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

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

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

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

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

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

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