Workspace 2 System User Guide
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- Arleen Elliott
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1 Workspace 2 System User Guide This guide shows you how to use the Workspace 2 system to receive and send documents and reports between your organisation and the TEC Important all examples in this guide are fabricated for training purposes only and no example is a true reflection of any provider data. 1
2 Contents Introduction to Workspace 2 3 Introduction to SharePoint 4 Login 5 Navigation 6 My Documents 7 Introduction to submitting a Data Collection Document to the TEC 8 Data Collection Documents Find/Open the Data Collection Document 9 Open/Edit the Data Collection Document 10 Completing the Data Collection Documents/Reports 11 Edit and Check in the Data Collection Documents/Reports 12 Submit the Data Collection Documents/Reports 13 Submit pending and failed validation 14 Submit successful submission 15 What if I save the Data Collection Document to my Desktop? Uploading Documents Deleting Documents 20 Full list of statuses 21 Restoring previous versions Helpful Links 24 Chrome or Safari Browser: Open/Edit the Data Collection Document 25 NOTE: For the purposes of this User Guide we will be using a fake provider called Test Provider with the Edumis Number
3 Introduction to Workspace 2 The Workspace 2 system to collects provider data securely. It replaces the way that data was previously submitted manually to the TEC. It also replaces submission of data through the Online Investment Tool (OIT) and ERS. Note: it does not replace submission of data through the Single Data Return (SDR) and the Industry Training Register (ITR). Providers will either submit a provisioned Data Collection Document to the TEC or upload a Document. Submitting a Data Collection Document The TEC will provision a Data Collection Document to your provider area on Workspace 2. Provisioning means that the TEC makes the documents available to providers. Providers then complete and submit via their provider site on the system (see from page 9). Uploading a document A provider will use the Upload function (see from page 18) when they wish to send documents to the TEC. The existing Workspace system will be phased out during This means some of you may use these two systems in parallel. Use Workspace for: Viewing historical documentation. This will be migrated to Workspace 2 over the course of Analyse My Performance. This will be moved to a new location during Use Workspace 2 for: Uploading documents or 2014 Data Collection Documents (templates) Submission of new Data Collection Documents for 2015 data. Stuck? Call our supportive Sector Helpdesk on or
4 Introduction to SharePoint The Workspace 2 system has been built using SharePoint software. If you are not familiar with using SharePoint, here are a couple of hints and tricks before getting started: When you ve made changes to Documents in the My Documents area, you may need to Refresh the page on Workspace 2 to show the changes. Check in / Check out some people are not used to these terms. This is a feature that prevents multiple people working on the same file and overwriting each other s changes. If you have checked in the document, the system is synched with the information held in the document If you have checked in the document, other people can access and edit the document If you check out the document, it stops being read-only and you are able to edit the document If you check out the document, other users can see it is being edited by someone else and are unable to edit You are able to save a document to another location (for example, your desktop) by choosing save as and selecting a new location. You can then upload this version back onto the system, using the steps shown from page 19. Stuck? Call our supportive Sector Helpdesk on or
5 Login To login to the Workspace 2 system, please enter into your web browser. Click on Login using ESAA. Please login using your ESAA credentials. If you have any issues using your ESAA login, follow the links shown on this page. Stuck? Call our supportive Sector Helpdesk on or
6 Navigation When you login to the Workspace 2 system, you will be taken to your homepage. Here you can view Notices that have been published by the TEC. To view a notice, click on the title of it. From this page, you can also access the My Documents area where most of the activity takes place. Stuck? Call our supportive Sector Helpdesk on or
7 My Documents To access your documents within the system click on My Documents. To search for documents you can either scroll through the list or search based on specific criteria. Note: the dropdown lists within the search filters will only be populated with criteria that matches the documents below. These could be a Data Collection Document, error report or document A list of funds that are associated with documents in your list. The statuses that are showing on your documents below. Please see a full list of potential statuses on page 21 This could be actuals, forecast or commitments Year that the document relates to Keywords in title of document Remember to click Clear to remove search criteria and start again. Stuck? Call our supportive Sector Helpdesk on or
8 Introduction to submitting a Data Collection Document to the TEC The TEC will send a Data Collection Document to your My Documents area on Workspace 2. You can then complete and submit via your provider site within the system. This guide and the Instructional videos will show you the steps in completing and submitting Data Collection Documents. The picture below shows a high-level process of the steps taken. The TEC sends data collection to provider on Workspace 2 Provider edits data collection and submits back to the TEC Data collection processes through technical validation and is either successful or fails and needs to be edited by the provider Validated data collection is reviewed by the TEC Stuck? Call our supportive Sector Helpdesk on or
9 Data Collection Documents Find/Open the Data Collection Document Please use this section when the TEC has provisioned a document out to your provider site. When the TEC has sent out a Data Collection Document to your provider site, it will show in the My Documents area as provisioned. You are now able to start editing this Data Collection Document with the relevant information. This document is showing as provisioned (sent) To open the Data Collection Document as read-only either double click on the name or by selecting the three dots and then selecting OPEN. Stuck? Call our supportive Sector Helpdesk on or
10 Data Collection Documents Open/Edit the Data Collection Document To edit the Data Collection Document, first open it by either double clicking on the name or by selecting the three dots and then selecting OPEN. Once the Data Collection Document has opened, select Check Out at the top of the page to begin editing it. Remember to save the Data Collection Document regularly. Stuck? Call our supportive Sector Helpdesk on or
11 Data Collection Documents Completing the Data Collection Documents/Reports You are now able to complete the Data Collection Document. Every column on the Data Collection Document specifies a format that the information should be in. Please ensure that you fill in the data using the specified format. If you do not use the specified format your submitted Data Collection Document will fail submission and its status will change Submitted failed validation. Below are the different formats that are specified and an explanation: Format Dropdown Calculated Decimal Number Text dd/mm/yyyy Free text no restrictions Explanation Please select a value from the Dropdown list only. These have been pre-populated by the TEC This column is calculated and filled in automatically depending on the information you ve entered in the preceding columns You must enter a number as a decimal in this column This must be a whole number Must be a text value dd/mm/yyyy No restrictions e.g. the Notes column, Working Sheet Stuck? Call our supportive Sector Helpdesk on or
12 Data Collection Documents Edit and Check in the Data Collection Documents/Reports Whilst editing, ensure that you save the Data Collection Document regularly. When you exit the document it will ask you if you wish to Check In the Document. By Checking in the document you are ensuring that the Workspace 2 system is updated with your changes. Now that you have saved and checked-in the Data Collection Document, it will now be showing in the Workspace 2 system as Draft and a Submit button will have appeared. Stuck? Call our supportive Sector Helpdesk on or
13 Data Collection Documents Submit the Data Collection Documents/Reports Now that you have saved and checked-in the Data Collection Document, it will now be showing in the Workspace 2 system as Draft and a Submit button will have appeared. Once you press Submit, you will be taken to the Submit Document window as shown below. If you wish you can add an optional comment and press Submit or Cancel if you are not ready to submit: Stuck? Call our supportive Sector Helpdesk on or
14 Data Collection Documents Submit pending and failed validation Once you have submitted the Data Collection Document, the status changes to Submitted Pending Validation. The Data Collection Document then goes through technical validation which verifies the data integrity in terms of format. Validation of your submission can take up to 10 minutes, so ensure that you check back and refresh the page after submission If the Data Collection Document fails technical validation, the status will change to Submitted Failed Validation and an Error Document will appear on your provider site below the Data Collection Document. The Error Document is named the same as the Data Collection Document with - Validation result beside it. For full details of the errors and their definitions, please refer to the Error Definitions Document. Important please make sure you edit the Data Collection Document and not the Error Document. Stuck? Call our supportive Sector Helpdesk on or
15 Data Collection Document Submit successful submission When the Data Collection Document passes technical validation, the status will change to Submitted. The following status will show against the Data Collection Document once the TEC has received it on their area of the Workspace 2 system and start their investment and/or monitoring review: Submitted Under Review Revise Review Complete Agreed Amendment Cancelled Document has been submitted and passed system validation checks Document has been submitted, passed validation and is being reviewed by the TEC Document has been submitted, however requires an amendment by the provider Document is at a point where it has been reviewed and the TEC are happy with the document content An amendment to the document has been agreed/approved by the Board or delegated authority Document has been revoked/cancelled Stuck? Call our supportive Sector Helpdesk on or
16 Data Collection Document What if I save to my desktop? (1) Please note that if you save a Data Collection Document outside of Workspace 2, any changes you make will not be synched with Workspace 2 until you have uploaded it back into the system. If you save the Data Collection Document to your desktop, to submit to the TEC, you will need to follow the Upload Documents instructions. You must ensure that the Data Collection Document is saved and uploaded with the exact same name as it appeared in the Workspace 2 system. This means that the system will automatically recognise it as a new version of the document that was downloaded. To find the document you wish to upload, click on the Browse button. Once you have located your document and it has been added to this window, enter any relevant comments and click on OK to proceed. Note: at any point during this process you can click on Cancel to revert back to the My Documents area. Stuck? Call our supportive Sector Helpdesk on or
17 Data Collection Document What if I save to my desktop? (2) As long as you have uploaded a Data Collection Document with the exact same name, the system will recognise the file as a new version. It will open a new window as shown below and automatically complete the mandatory fields. Once you are satisfied with the information provided in the fields, you can scroll down and click Save. This will save and Check In the Data Collection Document to the provider area. You are now able to Submit the Data Collection Document using the process shown in earlier sections of this guide. Stuck? Call our supportive Sector Helpdesk on or
18 Uploading a Document (1) Uploading Documents There may be instances when the TEC request that you upload documents to your provider site within IPI. Such documents could include (examples only): a Strategic Intent Document; a signed letter that has been scanned. Please use the following naming convention for your document uploads: edumis-name of org-title of document-yyyymmdd For example: 9982-Test Provider-Strategic Intent Document To upload a document please click on the Upload Document button. To find the document you wish to upload, click on the Browse button. Once you have located your document and it has been added to this window, enter any relevant comments and click on OK to proceed. Note: at any point during this process you can click on Cancel to revert back to the My Documents area. Stuck? Call our supportive Sector Helpdesk on or
19 Uploading a Document (2) Uploading Documents Once you have located the Document you wish to upload and have clicked on Ok, you will be taken to a new window. Please ensure that Document is selected as the Content Type and that the name follows the correct naming convention as stated previously. Click on Save to Check In and Save the Document to the Provider area. Stuck? Call our supportive Sector Helpdesk on or
20 Deleting Documents There may be instances when you wish to delete a document. Important you can only delete documents that have been uploaded by your organisation. If the document has been put on your provider site by the TEC, it can only be deleted by the TEC. To delete a document, click into the box with the three dots to the right of its name. Then click select the three dots next to OPEN and then Delete. A pop up window will appear to confirm this action. If you still wish to go ahead, click on OK Stuck? Call our supportive Sector Helpdesk on or
21 Full list of statuses This section lists all of the document statuses. Depending on which stage of the process you are in will establish which status shows against your documents in the My Documents page. Status Provisioned Draft Submitted - Pending Validation Submitted - Failed Validation Submitted - Failed Submission Submitted Under Review Revise Review Complete Agreed Amendment Cancelled Description Document has been provisioned into the Workspace 2 ready for the provider to use. Document has been edited, uploaded by the provider but not yet submitted. Document has been submitted, and is pending validation. Document has been submitted and validation has failed. Document has been submitted but was not passed through to DQS/SSIS for Validation Document has been submitted and passed system validation checks Document has been submitted, passed validation and is being reviewed by the TEC Document has been submitted, however requires an amendment by the provider Document is at a point where it has been reviewed and the TEC are happy with the document content An amendment to the document has been agreed/approved by the Board or delegated authority Document has been revoked/cancelled Stuck? Call our supportive Sector Helpdesk on or
22 Restoring previous versions If you wish to restore a previous version of a Data Collection Document, then please complete the following steps. You can only restore Data Collection Documents that are in these statuses: draft; revise; agreed amendments. 1) Select Version History by clicking the three dots and then the next three dots. 2) View the Version you wish to restore by clicking on the version of the Document. Stuck? Call our supportive Sector Helpdesk on or
23 Restoring previous versions 3) Once the Data Collection Document has opened, select Restore at the top of the page. 4) Click Ok or Discard depending on if you want to go ahead 5) Select ok to the message You are about to replace the current version with the selected version 6) Leave the version history window and then check in the change 7) Then open the document to check the previous version has been restored 8) Or discard the change Stuck? Call our supportive Sector Helpdesk on or
24 Helpful Links At the bottom of each page of the Workspace 2 platform, there are links to other areas that might be helpful. The Help button takes you to a page with further links to other useful sites. It also contains resources, such as the user guide and FAQs. The Contact Us button takes you to a page with contact details for the TEC, including phone numbers, postal and addresses. The Terms Of Use button takes you to a page with the Workspace 2 platform s Terms Of Use. Please ensure that you have read and understood this. The tec.govt.nz button links you straight through the TEC website. Stuck? Call our supportive Sector Helpdesk on or
25 Data Collection Documents Chrome or Safari Browser: Open/Edit the Data Collection Document To edit the Data Collection Document, select the three dots and then select Check Out. The Data Collection Document then downloads to an area on your network. Unlike with other browsers, it will not ask you to Check Out once you are in the spreadsheet. To edit the Data Collection Document, open it from the folder it has been saved in and edit and save as you normally would for a file on your network. Once you are ready to Check In the Data Collection Document, you will need to Upload it back into Workspace 2 following the processes from on page 16-17, as you have effectively saved your edits outside of the system. The Data Collection needs to be saved with the exact same name as it appeared in the Workspace 2 system to ensure that the system recognises it as a newer version. After uploading the Data Collection Document, the status should change to Draft. If it doesn t, please try refreshing your screen for the change to show. Stuck? Call our supportive Sector Helpdesk on or
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