Surf Life Saving Australia Circular

Transcription

1 Surf Life Saving Australia Circular Title: IT Enhancements March 2015 Document Circular 80/ ID: State Officers and Staff, Branch Officers and Staff, Club Officers and Staff Audience: Chief Training Officers / Directors of Education Registrars / Administrators / Secretaries From: SLS Information Technology Team Date: 11/3/2015 Subject: Summary: System enhancements The following Circular contains information relating to the following systems, websites and applications: Surfguard SLSA Support Ticketing System Members Portal Lifesaving Online SLSA ios & Android Apps Surfcom IT Systems User Account Application Form (Form 49) The Form 49 has been updated with the latest Administrative Function options in the Members Portal. The form can be downloaded from the Surfguard login page and the Members Portal library. Please be advised that applicants are not able to authorise their own Form 49. Surfguard (January IT Enhancement Circular #52) In our January 2015 IT Enhancement Circular #52 we detailed a number of Surfguard enhancements that were recently deployed into the Surfguard production area on Monday 9 th February. In summary we remind users of the following: Patrol Position requirements State level The patrol position requirements screen at a State level needs to be reviewed by each State to set appropriate award and proficiency rules for each patrol position. This enhancement now caters for more complex award rules. Rather than selecting a simple list of awards required for each position, the screen now allows State users to build sets of award conditions that the patrol members have to meet when assigned to a certain position. Organisational Details Facebook and Twitter links New fields have been added to organisational details screen to allow for all SLS organisations to add their Facebook and Twitter links. Surfguard (released February and early March 2015) General Please note that Assessor conditions are now required to be completed prior to Award allocations if they are defined. Correct Apostrophe this can now be used in a members name. Club officers may want to update member s names that are showing the backward apostrophe ` to the correct format. 1

2 Check for Duplicates at a Branch and State level, the address will be brought in, even though it may be in the old format. Members patrol link the career summary patrol hour s totals at a club level is working correctly. By clicking the For All Organisations you will get a total of all hours at all entities including voluntary hours. Award Changes SS Keep Australian Sport Honest (Match Fixing) added SS ASADA level 1 anti doping added State Leadership Masterclass added QLD Certificate II in Public Safety (Aquatic Rescue) Update amended to allow award to be issued multiple times QLD Surf Rescue Certificate (Community) Update amended to allow award to be issued multiple times Educational First Aid Module (AID) created AVETMISS Report The date on the Form14 now displays the proposed assessment date and not the existing date of when the Assessment request was created. When creating a new assessment for any SLSA or Other Awards (awards that are not AQTF Qualifications, Modules or Units) the funding source and delivery mode fields are now greyed out to indicate that these fields are un editable. Corrections have been made to the display output for mailing labels (Reports General Reports Member Reports Mailing Labels) Report output for RTO details contained within the Organisation details report from the Organisation Management Report section has been updated to show each States RTO contact details. PLEASE NOTE: A number of State Offices need to input RTO contact details into Surfguard. Updates to the Surfguard Award Assessment and Assessment Eligibility reports in all formats to allow for new address fields. NEW SLSA Support Ticketing System In order to streamline support requests for SLSA's IT systems and better serve you, we have developed a support ticket system. Every support request is assigned a unique ticket number which you can use to track the progress and responses online. For your reference we provide complete archives and history of all your support requests. A valid address is required to submit a ticket. To lodge your support requests or for any SLSA IT enquiry please go to 2

3 Surfcom Where a club or service patrols more than one beach, it has never been possible to sign on each beach separately within Surfcom. The system will soon be updated to allow this, using the service profile information in Surfguard to determine the beach(es) patrolled by the organisation. Multiple beaches Where a club or service patrols more than one beach, the service will be listed multiple times with the beach names in brackets next to the service. As can be seen below; Point Lookout is displayed twice, once for Point Look out (Cyclinder Beach) and once for Point Lookout (Point Lookout). Signing on each individual service/beach is simply done as always by using the Sign on link or the sign on menu item. Unpatrolled beaches Closing and setting hazards As well as the ability to put hazards against unpatrolled beaches (using the Beaches menu) it will now be possible to set the status of an unpatrolled beach to Closed. By default all unpatrolled beaches have no status, however when specified as closed, this will then be updated in Beachsafe to alert the public (and any hazards will also be shown). Simply use the Close Beach checkbox as indicated below. 3

4 SLSA Members Portal Integration of Lifesaving Online As part of the effort to implement a single sign on for Members and reduce the number of places members have to go to find systems, Lifesaving Online functions have been moved into the Member Portal see below screenshot. Once a member logs into the Portal (portal.sls.com.au) they will see a link to Lifesaving Online. It is within the Lifesaving Online link that members can submit online membership applications, update their personal details, view their award and patrol information and make payments to their club. The following enhancements have been released into the Members Portal. We have redirected the Not a Member link on the Members Portal login page to the new sls.com.au/join webpage. For Portal Administrators we have added the following functions: My Forms Organisation Forms added filters Forms and workflow changes to Organisation dropdown and member select functionality. New content items summary field to have a max character limit enforced and text indicating this. To show the Organisation and Org level in the content approval screen. Home page items show the org that added the item and the level/org it is showing as. Additional Members Portal Updates estimated release date 12 th March 2015 SMS Communication Powered by Telstra is now added to the end of all member targeted SMS sent from the Portal YEPS Forms and Workflow The minimum age for submission of YEPS form has been reduced from 14 to 13. The max age still remains at 18 Brandbox library Under each sub folder within the Brandbox library is a State folder. Not all members will have access to their State brandbox folder anymore and some States will have the ability to specify which users can have access. 4

5 The library now shows alternating colours in the rows to allow for easier browsing, see below: Hints and Tips for the Member Portal You might consider the following activities in the portal: EVENTS if you are organising an event such as a Surf Carnival, Ocean Swim or even an Education event, consider creating an event for the home screen. Clubs can create events visible only to their own members as well. Submit the event item to the level you want it seen at. Members Details you could encourage your members to create a Portal account so they can update their address information so it conforms to the new requirements. This can be done by clicking the Lifesaving Online tab within the Portal. Whilst they are in the Portal, via Lifesaving Online, they can also see their Patrol roster, Patrol hours and Awards Newsletters you could post up your own Club / Branch / State newsletter in the NEWS area to increase the reach of your information. Only members relevant to that level of the organisation will see the information. Actions for Club Officers Portal Forms awaiting approval News items awaiting approval Library consider using the library for your Clubs internal procedures and forms Portal Accounts start encouraging your members to create a Portal Account NOTE: Don t forget to save your items and then SUBMIT it for approval from within the My Drafts area. Carnival Manager keeping competitors information updated To ensure all duly qualified members are available for entry into carnivals, Clubs are reminded to Force Update in the carnival manager to ensure all member information is current (in each system you may use). 5

6 SLSA ios Apps Now Distributed via HockeyApp Due to the recent purchase of the Testflight app distribution system by Apple, we have been forced to move our ios apps to a new home. All of SLSA s Apps (Android & ios versions) are now distributed by HockeyApp. Current users of the ios Patrol Ops, Event Risk, Water Safety and Coastal Assessor apps have already received an from us informing them of this change. The change process is this: All existing ios users should have received an invitation from Hockeyapp to sign up for the service only a username (your address) and a password are required. Once you have received your invitation, you should firstly delete the TestFlight app and all SLSA apps from your device(s). Note: if you use TestFlight to access apps other than SLSA s then simply delete the SLSA apps and not TestFlight itself. You can then access HockeyApp and install via its simple interface. Performing these steps will ensure you receive all future updates of the app. If you do not update then the apps will continue to work, but you will not receive any update notifications. If you have any questions regarding this, log a ticket at Using e learning from an ios device (iphone/ipad) Due to apple not supporting Flash on ios, when using an iphone or ipad to access the e learning system through the Portal / Lifesaving Online, you will be redirected to a HTML (web view) version of the online course automatically. The best online course experience will be through a computer (Microsoft or Mac) that has Flash enabled and on any common web browser such as Chrome, Internet Explorer, Firefox and/or Safari. Pop Ups must be enabled when using e learning. Coming Soon The next round of enhancements and fixes are outlined below. We will provide more information on these enhancements as they come closer to being released: Patrol Swaps allow for members to advertise the need for a swap and another suitably qualified person accepting the swap. Lifesaving Online in Portal a number of new features and improvements to increase the usability of Lifesaving Online. 6

7 Surfguard minor enhancements relating to dates and usability. Portal a number of minor enhancements to the communications area are underway Beachsafe an update to the beachsafe system to improve weather forecasting is underway A GUIDE TO SYSTEM TERMINOLOGY Lifesaving Online this is the members self service area where members can go to renew membership, change contact details and view their own details. Lifesaving Online can now be accessed directly from with the Members Portal, please go to Surfguard this system is used by Club Officers / Administrators to manage members, awards and patrols. It is NOT used by members. Go to Portal or Members Portal this is a new system that now encompasses lifesaving online. Members and officers use this system to view organisation news, files, communications and other features. A member of a club can create a Portal account themselves by going to E Learning this system is accessed through Lifesaving Online (via the Members Portal) by clicking on the My Courses tab. Payment Gateway members of clubs are encouraged to make a payment to their club through Lifesaving Online rather than just going directly to the payment gateway. Club officers use ilink to manage payment gateway transactions & price lists NOTE: Clubs should always be the first port of call for members who are having difficulty renewing / joining their club and for the updating of member / personal information. Making your Club s contact details easy to find will assist members / new members through the joining process. HELP AND SUPPORT SLSA have a dedicated helpdesk team available for any assistance, queries or help that may be required. Users of all SLSA IT systems can contact the helpdesk using the below information. Support Hours Monday to Friday: 8.00am 6.00pm Saturday & Sunday: 9:00 am 1:00 pm Log a support ticket: Telephone: ithelp@slsa.asn.au 7