SLA Online User Guide

Transcription

1 SLA Online User Guide

2 Contents SLA Online User Guide 2 Logging in 2 Home 2 Things to do 2 Upcoming events/calendar 3 News features 3 Services 3 Shopping Basket 3 Appointment/Visit Bookings 4 Quote Requests 4 Quick Buy 4 Training 4 Browsing/Searching for Courses 4 Booking Training 5 To add a delegate 5 Cancellation requests 6 To replace a delegate 6 To view a programme and/or delegate list 6 Attendance Certificates 6 Communication 6 Sending a message 7 Reporting 7 Purchase History 7 Delegate History 7 Training Courses 7 User Profile 8 User Alerts 8 User Rights 8 Quick Guide To Booking Courses 8 Searching for a course 8 Booking training 8 Adding a delegate 8 Checking out of your shopping basket 9

3 Hopefully these are straightforward enough to get you started, there are, however, a more formal set of user guides online at: under Knowledge Base (There is a link to this site from SLA Online click Help ) The Traded Services team are always happy to help you via s4s@norfolk.gov.uk or telephone: or Logging in The SLA Online website is accessed via the following website: This is the open area of the website which is open to anyone to view. On here you can see an overview of the services available through the website. Click and it takes you to: You might want to add this page to your Favourites list on your own computer, or as a shortcut from your desktop. Your username will be your address, and you will be given a password for the first time you log in. When you first log in, you will be prompted to choose a new password. We are not requiring regular password changes it s up to you and your school s own policy on how often you change it. If you require assistance or if you want to be set up as a user, s4s@norfolk.gov.uk and one of our team will help. Alternatively, you could ring us on or If you ve forgotten your password, just click Forgotten Password? and the system will your password to the address you have just entered. After three failed attempts, the system will lock you out, but it s a simple matter for one of the team to unlock your account (and send out/reset your password). Once you re in, the green menu bar near the top of the screen shows five main menu options linking to the five main pages: Home Services Training Communication Reporting We ll describe each in turn Home When you log in, the summary page appears which shows you: Things to do This is usually the first thing you will check it tells you if you have new messages, quotes received from service teams, whether you need to add delegate details to courses, something still to check out of your shopping basket etc. You can click each of these items to jump directly to it. TIP: Before logging out of the site, click on the Home page and look under Things to Do. If you have missed anything it will let you know here. Upcoming events/calendar This is colour coded for different types of entry e.g. available training courses, booked training places and service appointments such as consultancy visits. You can click to view the full planner and you can click into any of the calendar entries. Navigation around SLA Online is simple as you move the cursor over many items, they will be highlighted and can be clicked into. It s easy to return to any of the main pages via the green menu bar and to go back by clicking the buttons just below the green bar or often by using your browser s Back button.

4 News features These three items displayed in green boxes horizontally across the page will be regularly updated with news or documents, with the aim of keeping you up to date with our Traded Services. (Note that this is not intended to replace MySchool, which has a much broader remit for communication from Children s Services.) These featured items also appear on the main Communications page. Below the news features, there are also a few other summaries of information from other pages, including Purchase History, Recent Messages, In Shopping Basket etc. There is another important feature for those people who need access to SLA Online for more than one establishment (e.g. a Finance Officer who works for more than one school). If so, next to the name of the school you will see the word Change. You click Change to select a different school from a drop-down list. For those people, you obviously need to keep an eye on the name of the school, to make sure you re acting on behalf of the correct one before making any transactions! For most people, who only have access for one school, this would not appear and you don t need to worry about it. Essentially, any purchases can be described either as Services or Training and these have their own pages Services Here you should be able to see each of the services available to purchase for your school if a service doesn t appear here, it means that it s not currently available to your school through SLA Online, perhaps because it s being updated or maybe it s only available to certain types of school. You ll notice one of the green boxes toward the top of the main services page gives the option to print out a PDF brochure of services, which would be taken from the live site so should always be up to date. Those services to which a school has already signed up will appear under Manage purchased services and the rest under Browse and buy new services. You can click any service to view more details. If you do, you ll see an Introduction to what the service offers, why you might consider buying it (Benefits), Contacts information and perhaps attached any relevant Documents, as well as More Details, Terms etc. You expand the text by clicking view more If you wish to buy a service, or if you want to manage one you ve already bought, click Buy & Manage Services. The system differentiates services into Packages and Ad hoc services. For any particular service, there might be Package options, where you sign up for a period of time and get a set of services included in that price (such as the Learning Improvement SLA). Alternatively, there will be Ad hoc Services, which you can purchase as and when needed. There should be a short description for each (again you would click view more where appropriate). To buy, simply click how many and Add to your basket. Shopping Basket In the shopping basket (which is toward the top right of each page), you can remove any item if you change your mind or make a mistake. If you move your cursor over the item it will be highlighted yellow and you will be able to see a cross at the right hand side click that to remove the item. Please note that requested by for any items in the shopping basket is merely a record of the user who purchased the item, not the delegate who will be attending the course. If there is more than one item in the basket and you only want to check out certain items, just select those items and untick the others. Any items you untick will remain in the basket. To check out, you tick to accept the Terms and Conditions and click Checkout. Before you do so,

5 you may wish to input a Purchase Order or reference number in the box provided. At this point, the school has committed to that purchase. Please note that SLA Online will NOT be taking payments that will still be done through either journal transfers or invoices raised in the same way as they always have been. Appointment/Visit Bookings Some services are based on consultancy appointments/ visits and SLA Online allows us to book and to track those visits. When you click Manage Service, you will notice a set of numbers available, requested, booked, delivered and completed. To book a visit, a school (or this could be initiated by the service team) requests a date and time in the grey box at the right of the screen and a brief note of what it s for and click Book. One of the visits you ve paid for will move from available to requested. If the service team can do that date (or the school if it was initiated from the other end), they ll confirm that date and that visit will move from requested to booked. If that date isn t possible, the service team might respond by suggesting another date, for the school to then confirm. In the real world, of course, there s a good chance a diary booking will be agreed verbally but it would still be beneficial to record that appointment in SLA Online to help track use of the service. The appointment will appear in the Calendar (highlighted orange). Once that visit has happened, the service team can confirm delivery and that visit will move from booked to delivered. Once this has taken place, your school will be prompted for feedback, in order to help us continually improve our services. When feedback has been received, the visit will move from delivered to completed. Quote Requests For some services, it might not be practical to give a price until the details have been discussed about what a school wants. Again, notwithstanding the likelihood that there will need to be a conversation between the school and the service team, SLA Online allows us to set up services with the price marked as Quote (e.g. our Learning Support School Staff service). Again, you mark how many (probably 1 for one quote) and click Quote. You ll then get a text box asking for further information to initiate that process. Then you click Add to send off that quote request. Note that we have to be mindful of what information is recorded in the system, so please don t include personal information, particularly identifying children. The service team may respond by sending a message requesting more information, or may ring to discuss, or send a message with a breakdown of costs. When they have enough information to supply a quote they will put in a price and SLA Online will then move that quote request into your Shopping Basket, so that you can check it out, assuming you agree to the price! It is not uncommon for things to change after a quote has been given. SLA Online allows service teams to record agreed Cancellations and Adjustments in the system, so that schools will be able to check that what they are invoiced for matches the transactions in SLA Online. Don t worry if you re not sure how to navigate to the correct page to respond to each of these requests, as they would appear in your Things to do on your Home page and you will be able to click directly to them. Quick Buy One of the features on the main Services page is Quick Buy. It allows you to see all the services on one page, select the ones you want and add them to your basket together, rather than go into the pages for each service separately. The list will indicate whether or not you have already purchased an item

6 and, when it comes to annual renewals of service packages, will show an S to suggest those services that have been bought previously or their equivalent. Training In the system, training courses are described as Scheduled or Tailored: Scheduled training has a set venue, date, time and delegate rate, onto which a school can book one or more individuals; Tailored training is delivered to a school/group of schools at a venue, date, time and (usually) price agreed between the course provider and the school(s). Browsing/Searching for Courses Across the top of the main Training page you will see three green boxes with featured training courses these will most likely be used by Traded Services to highlight new courses or those for which the booking deadline is approaching. Below that is a summary of your latest bookings, which you can click to jump to directly. The main body of the page shows all the training courses available to you, organised in date order by default. You can look at any of these by clicking View more. Of course, there are a lot of courses and it is probably helpful to be able to filter the list down to help find what you re looking for. On the left hand side, you can do this by text search this looks for courses where your key word appears in the course title or description. If you know the course code e.g. LIS01 type in LIS01 and click Search. (It is sensitive to any spaces, so if this fails, try LIS 01 ) If you know the course title (e.g. Managing Staff Performance through an Effective Appraisal Process) you can type one word (e.g. Performance or Appraisal) and click Search. This will filter any courses containing that word and show in date order Once you have found the required course click on View more Or if you click on More Filters, you can filter on a number of things, including: Type of Training i.e. Scheduled or Tailored Date Roles (e.g. you may be looking for courses suitable for NQT s or for Governors) Site type (e.g. whether the course is aimed at Primary or Secondary settings) Category (e.g. Leadership & Management, H&S, Inclusion, curriculum areas ) Once you have selected the item, click on Filter and the list of courses will refresh according to your choices. At this point, you may wish to produce a brochure of your selection to share with colleagues. All you need to do is click the icon beside Download PDF Brochure. Alternatively, if you know the date of the course, you can navigate from the Home page using the calendar (on the right hand side) - click into the date and it will show all courses for that date; you can then click into your chosen course. Booking Training If you have clicked a course to view more, you get a Training Details page, which will give you information on venue, trainer, dates, prices and an outline description of the course. There may also be documents attached with further information as appropriate (e.g. course programme). You can also contact the course provider from this screen if, for example, you need more information or if there are not enough places available. To the top right, there is a grey box where you book onto this training. For scheduled training, the box shows the maximum number of places available and the delegate price. Simply enter the number of delegates and click Book. (Only tick Book me as a delegate box if you are booking the course place for yourself ).

7 A dialogue box will appear telling you that the booking process has been successfully initiated and asking you whether you wish to enter the delegate(s) details or checkout this item from the shopping basket. The next step will be to click to add delegate names to your booking; this takes you to the Training Booking page and you will need to scroll down to enter the delegate names. To add a delegate Under Delegates, halfway down the page, there will be empty spaces for each place you booked. Click the tick box on the left to select one of the spaces. Then, in Add Delegate, start to type the name of the delegate. If their details are already in SLA Online, their name will appear. Select it, and then click the Add button. If their details are not already on the site, it will say No results found. So click Add new delegate just below and a set of four boxes will appear: Forename, Surname, Job Title and complete these and click Save new delegate. Their details are now in SLA Online for the future and they are booked onto the course. Because schools cannot amend user accounts themselves, it is a good idea to use individuals addresses at this stage rather than a general school admin address. Delegate place successfully updated will appear once the delegate name has replaced the empty box click the x in the top right hand corner of the dialogue box to continue. Repeat the same process if you have booked additional places by ticking one of the other empty spaces and continue until all the empty spaces have delegate names beside them. At the bottom of the page, there is a box where you can save details of any Special Requirements for delegates (e.g. wheelchair access, gluten-free diet etc); this information will be passed to the course/ venue provider. Once you have input the names, you can the course details to each delegate s address. Again, click the tick box to select the name(s) and then click the button under Course Details. You may wish to type a short covering message into the text box first. This will send them a confirmation which includes the course details and also an appointment (.ICS) file, which they can save to their calendar, so that they remember to go! Note that our service team generally send reminder s approximately one week before the course date in case you forget to send s when you book. The reminder will also advise if there is a programme and/or delegate list available to view on SLA Online. Your places are reserved on a course as soon as you ve clicked Book but don t forget you still need to check it out of your shopping basket. You will notice on the Training Booking page that you have a couple of symbols indicating whether or not you ve checked out of the basket, and whether or not you ve added your delegate details. They appear as a red circle with a cross until done, when they change to a green tick. Cancellation requests If you later find that you need to cancel any of your training places, you do this from the Training Booking page. You can find your way from the main Training page you don t need to search for the course again, as it should be easily selected from Site Latest Bookings (if you move your cursor over the course so it is highlighted yellow, you will then be able to see an arrow at the right hand side click there to access the course). Toward the bottom of the page, there is a Cancellation request box. Select the delegate place you wish to cancel and input a reason, then click Request. The service team will then deal with the request and issue any due reimbursement or cancellation charges, in accordance with the cancellation terms for the course.

8 Remember that if you can send another person instead, you don t need to do a cancellation. You can easily replace a delegate name with a new one in the same way you added the original one. To replace a delegate If you later find that you need to replace a delegate on a training course, you do this from the Training Booking page. You can find your way from the main Training page you don t need to search for the course again, as it should be easily selected from Site Latest Bookings (if you move your cursor over the course so it is highlighted yellow, you will then be able to see an arrow at the right hand side click there to access the course). Under Delegates, halfway down the page, there will be a delegate name for each booking. Click the tick box on the left to select the delegate you want to replace. Then, in Add Delegate, start to type the name of the delegate you want to replace them with. If their details are already in SLA Online, their name will appear. Select it, then click the Add button. Delegate place successfully updated will appear once the delegates name has been replaced click the x in the top right hand corner of the dialogue box to continue. If their details are not already on the site, it will say No results found. So click Add new delegate just below and a set of four boxes will appear: Forename, Surname, Job Title and complete these and click Save new delegate. To view a programme and/or delegate list To view the programme and/or delegate list access the course via the Training page you don t need to search for the course again, as it should be easily selected from Site Latest Bookings (if you move your cursor over the course so it is highlighted yellow, you will then be able to see an arrow at the right hand side click there to access the course). This will take you to the Training Details page, where any programmes or delegate lists will be attached in the Documents section to the right hand side - click to open and then print or save as you wish. Attendance Certificates After attendance has been confirmed by the course provider, the Traded Services Team will a Training Course Certificate link to each delegate; follow this link to print the certificate or save the file. Communication As on the Home page, there is a set of three featured items in the green boxes, which will be news or documents we wish to bring to your attention. You can click to view more or to download any attached documents. Below that, the main body of the page is all the news, documents and messages relevant to your school. Over time, this will naturally become a large body of information, so the left hand column includes a filter, similar to that described under Training earlier. In particular, it allows you to select news, documents or messages and to search by text, by author, date etc. You will probably respond to messages via Things to do on your Home page but you can look for messages through this page. Communications you have not yet read will have a gold-coloured logo next to them; this will turn blue once you have read it. A conversation in SLA Online is displayed such that the school messages appear to the left (highlighted purple) and the service provider messages to the right (highlighted blue), with the name of the individual who sent the message above, together with the time it was sent. Sending a message You can get in touch with any of our service teams through SLA Online e.g. if you wanted to ask about whether we could provide a particular service or topic of training this is something we would encourage. From the left-hand column on the main Communications page, click Send new message. Start to type the name of the service team ( Provider ) with which you wish to get in touch and the team

9 name should appear for you to select. If you don t know which team you need to contact, you can select Admin to the top right of the message and the Admin team will follow up your enquiry. Like any other , complete the subject heading and your message and click Send. You can also attach files to your message if you wish. An important point about the messaging facility in SLA Online is that the message is between the school and the service provider, rather than between individuals. On the one hand, that means that any user in the school or service team can pick up a message, so absence shouldn t prevent people getting responses, but on the other hand it does mean that the confidentiality of information needs to be considered, particularly if it relates to individual children. Reporting The reporting tool in SLA Online allows schools to extract various reports relating to purchases, training, communications and user activity. The following are likely to be of particular interest to schools: Purchase History This produces a list of transactions click Run report and the next screen gives you the option to filter which transactions you want to include in the report. Type of transaction: Packages; Ad Hoc Services; Training; and Adjustments to those Service provider: leave blank to include all, or select a particular service team Date range: defaults to the last 30 days but you can choose your own date range and select whether or not that relates to the date the purchase was made, when the service/training is due to be used or when it was delivered. For Adjustments, you would generally choose As item so that the report includes any adjustments related to the selected service/ training transactions, regardless of whether the adjustment was processed in the selected time period When you ve selected, click Filter and the report appears below, as a table. The table can be sorted by a particular column by clicking that column header and if you drag a column header to the top row of the table, it will sub-group by each item in that column. The report data can be exported from SLA Online to Excel, Word, PDF or CSV file, by clicking the appropriate symbol at the top right of the report table. So schools could use the information from SLA Online to inform or to check their own financial systems. Delegate History In a similar way, schools can produce a history of training (or will be able to do so when SLA Online has been used for a period of time!). In this case, the Training Delegates report page gives the option to filter by: Delegate name: leave blank to include all school staff, or run for a particular name Service provider: leave blank for all, or select a service team to run for their programme Training course: leave blank for all, or choose a particular course Date range Again, the resulting report can be sorted, and can be exported. Schools can, therefore, use the information from SLA Online to inform their systems for reviewing and reporting on training. Training Courses If a school wants a table of upcoming courses rather than a brochure, SLA Online s reporting tool can do this. (It can be accessed either via the Reporting page or by clicking View all training from the Training page). This report, by default, produces a list of all future courses on the system but the filters can be used to narrow this down eg select Governor Services as the Service Provider if you need a table of Governor courses, then click Filter.

10 As for any of these reports, this can be sorted by clicking the column headers and/or can be exported to Excel or Word for further manipulation. User Profile The link to your User Profile page is in the top right hand corner alongside the Help and Logout links. On this page, you can change your login details and personal details, including your address and password. While we are not currently requiring users to change their password periodically, to keep access to SLA Online secure we would recommend that you change your password every now and then. Passwords are between 6 and 20 characters, should include numbers and letters and can include special characters. Because your address is your login name, 2 users cannot have the same address. [Training delegates who are not also users may be set up with the same address as others for the purpose of sending confirmation s etc if they do not have an individual address]. When you have updated any of these, go to the bottom of the page and click Save. User Alerts You may not be able to log in to SLA Online on a daily basis to check whether there is anything new to see for your school. If you click Setup site alerts, you are able to get SLA Online to send an to your (login) address whenever various things happen new messages, items checked out of the basket, training bookings, service visit bookings, cancellations, adjustments, new users or to let you know when there are new courses, news items or documents added to the site. For each, you are able to choose whether to be alerted ASAP, daily or weekly. In this way, you will know when you need to log in to SLA Online. User Rights When a school user is set up on the site, the system administrators can give each user Full rights, Read only or No access for each section. For Services, full rights mean that as well as viewing service information, the user can add items to the basket, request quotes and book appointment visits. For Training, full rights mean that as well as browsing courses, the user can book training places and manage/cancel training bookings. But crucially, full rights for Finance means that as well as viewing finance information, the user is able to check items out of the shopping basket. This means that a school can have a number of users but is able to limit which of those users can commit the school to expenditure by checking out of the basket. There is no maximum number of users for a school, although the facility to produce brochures from SLA Online means that there is usually no need to give access to everyone just to browse. If a school wishes to add users, they can do this by sending a message to Admin through the Communications page, attaching the relevant details, including whether or not the new user has full Finance rights. Alternatively you can the details to s4s@norfolk.gov.uk Quick Guide To Booking Courses Searching for a course Click on Training tab A quick way to search for a course is to use the filter Text Search on the left hand side of this page If you know the course code (e.g. LIS01) type it in the box and click Search If you know the course title you can type one or two words from that title and click Search. This will select any courses containing that word and display them in date order Once you have found the required course click on View more Alternatively, if you know the date of the course you can find it by following the calendar from the Home page.

11 Booking training At the top right of this page there is a grey box where you book onto this training. Simply enter the number of delegates and click Book. (Only tick the Book me as a delegate box if you are booking the course place for yourself.) A dialogue box will appear giving you 3 options. Click Add delegates Adding a delegate Scroll down and you will see a place has been reserved Empty Space. Tick the box to the left of Empty Space to add the delegate s name In the box Add Delegate, start to type the name of the delegate - If their details are already in SLA Online, their name will appear. Select it, then click the Add button - If their details are not already in SLA Online, it will say No results found. So click Add new delegate just below and a set of four boxes will appear: Forename, Surname, Job Title and complete these and click Save new delegate. Their details are now saved in SLA Online for the future and they are booked onto the course - Delegate place successfully updated will appear click the x in the top right hand corner of the dialogue box to continue At the bottom of the page, there is a box where you can save details of any Special Requirements for delegates (e.g. wheelchair access, gluten-free diet etc.) so that this information is passed on to the course/venue provider You can the course details to each delegate s address - click the tick box next to the delegate name and then click the button under Course Details Your places are reserved on a course as soon as you ve clicked Book but don t forget you still need to check out of your shopping basket You can now book more training by clicking to the Training page and repeating the above Checking out of your shopping basket Scroll back up to the top of the screen and click on Shopping Basket on the right Use the Purchase Order box if you have an order number If there is more than one item in the basket and you only want to check out certain items, just select those items and untick the others. Any items you untick will remain in the basket Tick the terms and conditions box Click on the grey Checkout box Please note every course must be checked out to confirm your place, even if there is a nil cost to the course. TIP: Before logging out of the system, click on the Home page and look under Things to Do. If you have missed anything it will alert you here.

12 If you need this document in large print, audio, Braille, alternative format or in a different language please contact Norfolk County Council on and we will do our best to help.