A RESOURCE GUIDE FOR NEW FINANCIAL SYSTEM PROFESSIONALS
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1 WELCOME KIT A RESOURCE GUIDE FOR NEW FINANCIAL SYSTEM PROFESSIONALS *Disclaimer: In the following documentation, dates, screen captures and data are not necessarily reflective of the current year. Settings will vary by district.
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3 Karen Sakata, Superintendent of Schools 77 Santa Barbara Road Pleasant Hill, CA (925) Hello and welcome to the Contra Costa County of Education Financial Management Information System (CCCOE FMIS): The CCCOE Financial System is the financial software package used by sixteen districts in Contra Costa County. The software vendor for this system is the Tyler Technologies Corporation. The CCCOE Financial System is the result of planning, implementation, support, and total collaboration efforts by The Contra Costa County Office of Education, many Contra Costa County school districts, and the Tyler Technologies Corporation. The CCCOE Financial System is hosted, administered, maintained, upgraded, and supported by the Contra Costa County Office of Education. In order to facilitate a new Financial System user getting acquainted with this very robust solution, the CCCOE Financial Systems Support Team has put together this Welcome to the CCCOE FMIS Kit. This kit contains valuable resources designed to help a new Financial System user find the information critical to becoming successful at their job. The three most critical resources are: The FMIS Help Desk Support System: This is where users file support issues which are assigned to the appropriate members of the CCCOE Financial Systems Support Team for problem diagnosis and resolution. This is also where new Financial System account requests are made. o Note: User must have a valid FMIS Help Desk Account to use the FMIS Help Desk system. If user does not have an account, please call the support number below and request an account be created. The FMIS Help Desk Support Line: (925) This is the call-in technical support line. A live CCCOE Support Technician will evaluate and either resolve users issue or assign the issue to appropriate CCCOE staff. The FMIS Portal: This is the communications, alerts, calendar of events, documentation, and videos repository resource for the Financial System. Once user has created a portal account (see note below) and logged into the portal, a FMIS Portal Introduction Video is available here: tion-to-portal&catid=86&itemid=487 o Note: This is a self-registration system so users may create their own account. Once they ve created an account, the administrator will approve and activate the account and user will be notified by that they may access the FMIS Portal. 1
4 These three resources are explored more in-depth in this kit and are a great starting point to get a new Financial System user properly oriented with the supports available for this solution. We hope you will find this Welcome to the CCCOE FMIS Kit helpful as you begin working with the CCCOE Financial System! The Financial Systems Support Team Contra Costa County 2
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6 CONTENTS The FMIS Help Desk Support System The FMIS Help Desk Support System Main Menu Buttons How To Log Into FMIS Help Desk Create New FMIS Help Desk Ticket Make Changes To A Ticket Recover A Lost Password Change Your Password Tips and Tricks The FMIS Help Desk Support Line The FMIS Help Desk Support Line The FMIS Portal Registration Log In and Introduction Front Page Calendar Documents Module Desktop Procedures 3
7 THE FMIS HELP DESK SUPPORT SYSTEM 4
8 THE FMIS HELP DESK SUPPORT SYSTEM The FMIS Help Desk Support System: This is where users file support issues which are assigned to the appropriate members of the CCCOE Financial Systems Support Team for problem diagnosis and resolution. This is also where new Financial System account requests are made. User must have a valid FMIS Help Desk Account to use the FMIS Help Desk system. If user does not have an account, please call the support number at (925) (Monday Friday, 8:00AM 5:00PM) and we will create an account for them. When clicking on the link users are presented with the following web page from where they can launch the FMIS Ticket System or review FMIS Ticket System documentation. These documents are included in this kit. 5
9 THE FMIS HELP DESK SUPPORT SYSTEM: MAIN MENU BUTTONS Descriptions of Buttons on Main Menu: Clicking the button will take users to a screen where they can create and submit a new FMIS Help Desk ticket. Clicking the button will take users to a list view of all the Districts FMIS Help Desk tickets (past and present, completed and unresolved/pending). TIP: Users District name will appear on the button. Clicking the button will take users to a list view of all the Districts unresolved/pending FMIS Help Desk tickets. TIP: Users District name will appear on the button. Clicking the button will take users to a find screen where they can enter search criteria to look up FMIS Help Desk tickets across all Districts. The results, if from another District, will be read-only. Clicking the button will take users to a list view of all FMIS Help Desk tickets across all Districts. 6
10 THE FMIS HELP DESK SUPPORT SYSTEM: MAIN MENU BUTTONS TIP: MUNIS REPORT REQUEST section will only be visible if the user has been given permissions to request reports. Clicking the button will take users to a screen where they can create and submit a New Report request. Clicking the button will take users to a list view of all the Districts Submitted Report Requests. Clicking the button will take users to a list view of all Submitted Report Requests Across all Districts. 7
11 THE FMIS HELP DESK SUPPORT SYSTEM: HOW TO LOG INTO FMIS HELP DESK To access the helpdesk, just open web browser and enter the following address as pictured above: 1. Click on the Click Here to Enter the CCCOE FMIS Ticket System Link to get to the log-in page pictured here: 2. Enter User password. 3. Click the button. TIPS: Do not hit Enter/Return key on keyboard, MUST Click the button. If user has forgotten their password: o Click the button on the bottom left of the login page. If user does not want to log-in: o Click the button to close the session. Always Click the button or the link when ready to exit. 8
12 THE FMIS HELP DESK SUPPORT SYSTEM: CREATE NEW FMIS HELP DESK TICKET 1. Click the button. The Create New Ticket screen will appear: 2. The login account information of the person who is logged in will auto populate into the fields of the New Ticket form. The CCCOE Support Technician who will be assigned to this call will use this contact information. Some communication concerning the FMIS Help Desk ticket will be sent to the contacts address. All communication will also be posted to the FMIS Help Desk ticket history. TIP: To change the contact information for the FMIS Help Desk ticket before submitting, click into that field and make any necessary changes. This contact information can also be changed later, any time the FMIS Help Desk ticket is still pending. 3. Fill in a description of the issue in the description field. If the Private Checkbox is checked, the FMIS Help Desk ticket will only be available to users from the District the FMIS Help Desk ticket was generated from; otherwise the FMIS Help Desk ticket will be available in read-only view to other District users. TIP: The more details entered into the FMIS Help Desk ticket such as PO, Requisition and Batch number etc. is appreciated. 4. Click the button when ready to submit the FMIS Help Desk ticket. If all fields are filled in, and the FMIS Help Desk ticket has been submitted successfully, user will be taken to the Ticket Detail screen: 9
13 THE FMIS HELP DESK SUPPORT SYSTEM: CREATE NEW FMIS HELP DESK TICKET TIP: After clicking the button, users may see an error message appear in red above the description of the issue (If user failed to fill in all fields). Description of Screen Fields and Buttons: Clicking the button located at the top right of the screen, will extend users session another 15 minutes and update any information that may have been entered by CCCOE since arriving at this screen. Clicking the button at the top right of the screen will return users to the Main Menu screen. Clicking the button will exit users from the system and end the current session. Status field is controlled by CCCOE and by default is populated with the word Submitted when a FMIS Help Desk ticket is created. Other Status values are: In_Progress, Awaiting_Response, WaitOnMunis, Deferred, On-Hold, and Resolved. The CCCOE Support Technician assigned to the users FMIS Help Desk ticket changes these values. 10
14 THE FMIS HELP DESK SUPPORT SYSTEM: CREATE NEW FMIS HELP DESK TICKET The CCCOE Staff field is populated with the name of the CCCOE Support Technician who is assigned to user s FMIS Help Desk ticket. This field is controlled by CCCOE. Until CCCOE assigns a CCCOE Support Technician user will not be able to use the Communication field further down the screen. Any time CCCOE makes a change in the Status or CCCOE Staff field, the User Contact will be notified by . In addition, the change will be logged in the Communication History field at the bottom of the screen. Category field is controlled by CCCOE and will be populated with a category such as: Module:AP or Munis_Dashboard, etc. Private checkbox, if checked, will make the FMIS Help Desk ticket private (Only available to accounts from the District it was created from). Attachment Boxes 1 and 2, on the top right of the screen, are used to submit attachments such as a screen shots of the problem or a MS Word or MS Excel document that will help CCCOE troubleshoot users FMIS Help Desk ticket issue. o Click the button to search computers drive(s) and select a file to attach to the FMIS Help Desk ticket. o Click the button once attachment file is selected, to attach the file to the FMIS Help Desk ticket. o Click the button to remove an attached file from the FMIS Help Desk Ticket. Clicking the button will take the user to an Edit screen where they can edit any fields not controlled by CCCOE. Any edits will be stamped in the Communication History field. The Edit screen has a notify CCCOE checkbox, that if checked, will notify the CCCOE assigned staff member of users changes via an message. Communication to CCCOE Staff field is an important area. We want to keep all communication concerning users issue within the FMIS Help Desk ticket. To do this we encourage users NOT to send any FMIS Help Desk ticket communications to us via users client. Instead, we ask that users use this field within the FMIS Help Desk ticket. Type message, which concerns the FMIS Help Desk ticket issue in some way. o Click the button at the top of the field. An will be sent to the CCCOE Staff member assigned to the FMIS Help Desk ticket with the contents of the field, along with the time and date of the message and all the past history of the ticket included. The Communication History field will also be updated with the contents of the message. The picture on Page 10 shows this field containing a message telling the user this function is not available until CCCOE has assigned a CCCOE Support Technician to the FMIS Help Desk ticket. 11
15 THE FMIS HELP DESK SUPPORT SYSTEM: CREATE NEW FMIS HELP DESK TICKET Communication History field contains an entry for each communication or edit either user or the CCCOE Staff Member has performed through or on this ticket. If the entry is colored BLUE, District personnel made the entry. If the entry is colored BLACK, a CCCOE Support Technician entered it. All s sent by the FMIS Help Desk system are posted to this field. All s sent out by the FMIS Help Desk have the Communication History posted at the bottom of the . 12
16 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET The easiest way to get to a FMIS Help Desk ticket to make changes is one of the two options shown below: Show All Unresolved Tickets 1. Click the button. TIP: Users District name will appear on the button. The list will be displayed in list view: 2. Click the Arrow icon to the left of the Ticket ID number to open the Ticket Detail screen: 13
17 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET 3. Click into the Communication to CCCOE Staff field to send an to the CCCOE Support Technician assigned to the FMIS Help Desk ticket: 4. Click the tab to view or add attachments: 5. Click the button to return to the list of all found FMIS Help Desk tickets: 6. Click the button to return to the Main Menu screen: 14
18 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET 7. Click the button to exit the FMIS Help Desk System. The below screen will appear: Find Tickets Across All Districts 1. Click the button. The below Ticket Find screen appears: 2. Enter find criteria: 15
19 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET 3. Click the button. If any tickets meet the find criteria, user will be taken to a list of found FMIS Help Desk tickets: 4. Click the Arrow icon to the left of the Ticket ID number to open the Ticket Detail screen: 5. Click the tab to view or add attachments: 16
20 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET 6. Click the button to return to the list of all found FMIS Help Desk tickets: 7. Click the button to return to the Main Menu screen: 8. Click the button to exit the FMIS Help Desk System. The below screen will appear: 17
21 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET Reopening a Resolved Ticket 1. Follow steps 1-4 on how to Find Tickets Across All Districts. 2. Click the button and the Re-Open Ticket screen will appear: 3. Type reason for reopening. 4. Click the button. The Ticket Re-Opened screen will appear: TIPS: All buttons that start with SHOW will take users to a list view of FMIS Help Desk tickets found, as shown below: 18
22 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET The found list will only show up to a maximum of 25 FMIS Help Desk tickets per page. If there are more than 25, user will need to click the Prev or Next buttons above the Ticket ID column as shown below: Click on any column heading to sort that column. Click a column heading a second time to sort it in the opposite direction (ascending/descending). Click Arrow icon to the left of a row to go to the detail of that FMIS Help Desk ticket; if user is from the District where the FMIS Help Desk ticket was created, they will be able to edit the FMIS Help Desk ticket if it is still pending. If user is from a different District, they will be taken to a Read-Only view of that FMIS Help Desk ticket: 19
23 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET Clicking the button at the top right of the screen will return users to the Main Menu. Clicking the button will exit users from the system and end the current session. Clicking the Arrow icon to the left of a FMIS Help Desk ticket row in list view shown on the page above, users will be taken to the detail of that FMIS Help Desk ticket. In the picture below, the person logged in is from the same District that the ticket originated from, so a detail view is shown in the picture below: 20
24 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET Description of Screen Fields and Buttons: Clicking the button will take the user to an Edit screen where they can edit any fields not controlled by CCCOE. Any edits will be stamped in the Communication History field. The Edit screen has a notify CCCOE checkbox, that if checked, will notify the CCCOE assigned staff member of users changes via an message. Clicking the button located at the top right of the screen, will extend users session another 15 minutes and update any information that may have been entered by CCCOE since arriving at this screen. Clicking the button at the top right of the screen will return users to the Main Menu. Clicking the button will exit users from the system and end the current session. Status field is controlled by CCCOE and by default is populated with the word Submitted when a FMIS Help Desk ticket is created. Other Status values are: In_Progress, Awaiting_Response, WaitOnMunis, Deferred, On-Hold, and Resolved. The CCCOE Support Technician assigned to the users FMIS Help Desk ticket changes these values. The CCCOE Staff field is populated with the name of the CCCOE Support Technician who is assigned to user s FMIS Help Desk ticket. This field is controlled by CCCOE. Until CCCOE assigns a CCCOE Support Technician user will not be able to use the Communication field further down the screen. Any time CCCOE makes a change in the Status or CCCOE Staff field, the User Contact will be notified by . In addition, the change will be logged in the Communication History field at the bottom of the screen. Category field is controlled by CCCOE and will be populated with a category such as: Module:AP or Munis_Dashboard, etc. Private checkbox, if checked, will make the FMIS Help Desk ticket private (only available to accounts from the District it was created from). Attachment Boxes 1 and 2, on the top right of the screen, are used to submit attachments such as a screen shots of the problem or a MS Word or MS Excel document that will help CCCOE troubleshoot users FMIS Help Desk ticket issue. o Click the button to search computers drive(s) and select a file to attach to the FMIS Help Desk ticket. o Click the button once attachment file is selected, to attach the file to the FMIS Help Desk ticket. o Click the button to remove an attached file from the FMIS Help Desk Ticket. 21
25 THE FMIS HELP DESK SUPPORT SYSTEM: MAKING CHANGES TO A TICKET Communication to CCCOE Staff field is an important area. We want to keep all communication concerning users issue within the FMIS Help Desk ticket. To do this we encourage users NOT to send any FMIS Help Desk ticket communications to us via users client. Instead, we ask that users use this field within the FMIS Help Desk ticket. Type message, which concerns the FMIS Help Desk ticket issue in some way. o Click the button at the top of the field. An will be sent to the CCCOE Staff member assigned to the FMIS Help Desk ticket with the contents of the field, along with the time and date of the message and all the past history of the ticket included. The Communication History field will also be updated with the contents of the message. The picture on Page 10 shows this field containing a message telling the user this function is not available until CCCOE has assigned a CCCOE Support Technician to the FMIS Help Desk ticket. TIP: Do not forget to click the button after typing message. Within a moment of clicking the button users will notice the text is removed from the Communication field and stamped inside the Communication History field. This is user s proof that the communication was submitted. Communication History field contains an entry for each communication or edit either user or the CCCOE Staff Member has performed through or on this ticket. If the entry is colored BLUE, District personnel made the entry. If the entry is colored BLACK, a CCCOE Support Technician entered it. All s sent by the FMIS Help Desk system are posted to this field. All s sent out by the FMIS Help Desk have the Communication History posted at the bottom of the . 22
26 THE FMIS HELP DESK SUPPORT SYSTEM: RECOVER A LOST PASSWORD 1. Click the button at the bottom left of the login page above. (Use the link: to reach the login page.) 2. Enter users address in the Lost Password screen (Pictured above). 3. Click the button. If the system recognizes users address, a message will appear in red on the screen, telling the user their password has been sent to their account. They will need to log into their account to read the sent from the FMIS Help Desk that contains their password. 4. Click the button. User will then be able to login with their found password. If the system does not recognize the address entered, try again or call our support line at for assistance. 23
27 THE FMIS HELP DESK SUPPORT SYSTEM: HOW TO CHANGE YOUR PASSWORD 1. Log-in to the FMIS Help Desk. 2. Click the link on the Main Menu screen (Pictured above). The Change Password screen appears: 3. User s current password will appear in the Current Password field. Enter a new password into the New Password field. 4. Click the button to submit the change. An will be sent to users address notifying them that someone has changed their password. It will include the old and the new password and a notice to call our support line if current user was not the one who initiated the password change, and they think their account has been compromised. 24
28 THE FMIS HELP DESK SUPPORT SYSTEM: TIPS AND TRICKS Hover mouse arrow over most Buttons or Icons on any FMIS Help Desk screens and a small pop-up window will appear that briefly describes the use of that Button or Icon. Once logged into the FMIS Help Desk a session is opened with our server and users are given up to 15 minutes to submit some kind of action. If the server does not recognize any activity, user s session will be timed out. Activity is recognized by clicking on a button to edit a ticket, move to another part of the FMIS Help Desk; send a communication, or clicking the Update Screen button. Just typing in a field does not constitute an action. At the top of each ticket detail screen, just below the ticket title user s will see the Ticket ID number, the date/time the ticket was created and the name of the person who was logged in when the ticket was created. If (CCCOE) appears in parenthesis located to the right of the login name, it means that a CCCOE Support Technician created the ticket for that person. Whenever user wishes to exit the FMIS Help Desk screen, please click the Logout Button. This will close the users open session with our server. If user does not see a logout button at the top or bottom of their screen, please hit the Cancel button, which will take them to a screen that does have a Logout button. Users can log into the FMIS Help Desk to check what is going on with their FMIS Help Desk tickets at any time from any location as long as they have access to a browser and have Internet access. 25
29 THE FMIS HELP DESK SUPPORT LINE 26
30 THE FMIS HELP DESK SUPPORT LINE This is the call-in technical support line. A live CCCOE Support Technician will evaluate and either resolve users issue or assign the issue to the appropriate CCCOE staff. (925) Hours: 8:00AM 5:00PM PST Monday - Friday 27
31 THE FMIS PORTAL 28
32 THE FMIS PORTAL: REGISTRATION The FMIS Portal: This is the communications, alerts, calendar of events, documentation, and videos repository resource for the Financial System. This is a selfregistration system so users may create their own account. 29
33 THE FMIS PORTAL: REGISTRATION Once user has created an account, the administrator will approve and activate the account and they will be notified by that they may access the FMIS Portal. If user has any issues registering or logging into the portal after they ve been notified of account approval, please either contact the FMIS Help Desk Line (925) or create an FMIS Help Desk System Ticket ( 30
34 THE FMIS PORTAL: LOG IN AND INTRODUCTION Once user has created a portal account, and logged into the portal, a FMIS Portal Introduction Video is available here: =526 31
35 THE FMIS PORTAL: FRONT PAGE The FMIS Portal front page contains the latest announcements about the Financial System, its supporting systems, and calendar events. There is also an Alerts block that may contain urgent notifications such as scheduled system outages, CCCOE agency closures, or Financial System upgrade information. The top, center of the front page will list the next three Upcoming Calendar Events. 32
36 THE FMIS PORTAL: CALENDAR The FMIS Portal calendar page (the calendar page link is at the top of all Portal pages) contains the CCCOE calendar of all published Financial System events including user group meetings, open labs, trainings, and holidays. The top, center of the all Portal pages will list next three Upcoming Calendar Events. 33
37 THE FMIS PORTAL: CALENDAR The FMIS Portal calendar events can be clicked on to access an event s agenda or to copy the event to your own calendar of choice. 34
38 THE FMIS PORTAL: DOCUMENTS MODULE The FMIS Portal had a Documents Module on the right side of every page. This module is the CCCOE Financial System User Document Repository. It contains over 200 documents spanning topics such as Desktop Procedures (more information below), Microsoft Office Trainings, Upgrade Information, and more. 35
39 THE FMIS PORTAL: DESKTOP PROCEDURES In the FMIS Portal Documents Module (on the right side of every page), there is a folder of Desktop Procedures. Each CCCOE Financial System Module has a separate sub-folder containing Processing and Supporting Documents. For example, the picture below shows a drill-down to the Desktop Procedure for the Requisitions Module to the Purge Requisitions, How to Delete Requisitions procedure document. 36
40 THE FMIS PORTAL: DESKTOP PROCEDURES 37
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