Quick Guide to changes in vicplace 7.1: Education Providers

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1 Introducing vicplace 7.1 Quick Guide to changes in vicplace 7.1: Education Providers The release of vicplace 7.1 represents a major update to improve the look, use and feel of the system which coincides with the beginning of Phase 2 of Clinical placement planning in This version of vicplace has incorporated feedback received through the evaluation process for Clinical placement planning in 2013, the helpdesk and Information Support Officers (ISOs). For optimal performance, we recommend using vicplace on Google Chrome or Mozilla Firefox. Throughout this document, Clinical Placement Providers will be referred to as CPP(s), and Education Providers will be referred to as EP(s). REMINDER: MANDATORY FIELDS FOR STUDENT INFORMATION From 1 July 2014 onwards, the four minimum student information fields (first name, surname, gender and date of birth) will be mandatory vicplace fields for input of student details. This ensures that the information is available for reporting of clinical placement activity. Redesign Graphical Changes New look and layout for the vicplace header and navigation banner for easier recognition of workflow areas The vicplace navigation banner is now made up of five categories (for an organisation administrator): o Placements The booking workflow can be managed in full from this area o Overview These new planners assist with managing placement requirements and bookings o Tools Access to a suite of reports and a forum space to communicate with partners o Partnerships The management of partnerships and associated information and documentation o Organisations Administrator functions including the management of placement requirements and user access to vicplace Customisation of access levels is now more granular. Note that General users do not have access to create or edit partnerships or any of the areas under Organisation. Placement ID box in the header allows any booking to be searched and has an auto complete functionality after the first two placement ID letters are entered. The Dashboard has new widgets to assist users with the management of their account and will undergo some additional changes in coming releases. We want your feedback on the type of information you would like to see on your dashboard so please take a moment to check your own details and click on the link and us your suggestions. 1

2 Redesign Functional Changes Minor changes to a number of areas and functions for easier navigation Table sorting for primary pages (Manage Bookings, Manage Rostering, Manage Attendance) o Ability to click on any chosen field and sort list into alphabetical and reverse alphabetical order. Select all option for reports o A select all function for each reporting filter which will highlight all options in that filter. Breadcrumbs for navigation have replaced back to buttons. You can jump back to any level of a breadcrumb (not just the previous page) notifications under the My account section (accessed through the drop down arrow in the header) can now be managed by partnership or by specific booking function. When creating a new block request, step 2 requires the requested days of the week to be selected. This step now has an updated calendar which aligns with the rest of the system. Availability Search Ability to search up-to-date availability of clinical placement provider partners who are participating in Clinical placement planning in 2014 CPPs availability will automatically be shared with their EP partners as per the principles of the Clinical placement planning in 2014 framework. Please note that the placement availability of CPPs that are not participating in planning will only appear for EP partners as specified (see Manage Partnerships>View>Partnership Overview). The availability search requires a discipline and placement type to be selected to enable the search. There is also an optional filter by partnership. When the search is complete, an alphabetical list of partner organisations and facilities will appear. Each facility will display the total number of shifts they have available per week. Click on a chosen week, or drag across weeks, to bring up a pop-up dialog box showing the daily/weekly availability in number of students. 2

3 CAPACITY AND AVAILABILITY Capacity is set by CPPs by day and/or by week. If capacity is set by day, it dictates the maximum number of students for that day by location. If capacity is set by week, it dictates the maximum number of students for that week by location (without defining which days have capacity). Availability calculations: The total number of shifts shown in the availability search is calculated by adding the daily and weekly capacity together and removing any shifts associated with bookings. When capacity is set on a weekly level or allocated by week, the number of shifts displayed is an estimation. This is calculated by the number of students multiplied by 5 days. E.g. If there is a weekly capacity of 10 students on week 1, this would be shown as a capacity of 50 shifts. If a booking is then allocated for 5 students in week 1 (calculated as 25 shifts), remaining availability will show as 25 shifts. Enhanced student upload functionality When entering a new student or using the upload template functionality, vicplace searches for possible matches with existing student records and presents any matches in a dialog box. This function will allow you to choose whether you want to keep information associated with the record being uploaded, or merge with an existing record. To merge records use the radio buttons to select the field(s) you would like to keep from the new and existing records. The chosen fields will be highlighted in yellow and the Merged Record column will show what information will be associated with the student after you proceed with the upload. Assumptions: o The four mandatory fields (first name, surname, D.O.B and gender) will be highlighted from the existing record (unless any of these fields are missing in the existing record) o For fields that are missing information in the existing record, new information uploaded will be highlighted automatically Any placements associated with the existing record will appear at the bottom of the dialog box. In-system notification of changes to booking details by a CPP In any of the tabs under Manage Bookings, an orange dot will appear next to the status of a booking to highlight when a CPP partner has edited the booking details prior to making the offer or publishing changes. A message also appears when you view the booking: Details of booking modified by partner. Check history for details. Copy subjects from one campus to another In addition to being able to copy study periods from one subject to another, subjects can also be copied from campus to campus which will carry over subject and study period information. Booking list Under Manage Bookings there is a new tab called Booking List allowing users to view and filter all bookings in a list format. This list will display bookings that have been allocated to subjects as well as any unallocated bookings. Requests can still be made from this tab, however subject and study period information will need to be selected so it is recommended that all requests are made from within Subjects to make use of the automatic data entry functionality. 3

4 Make-up placements (if permission provided by CPP) If a student is marked as absent against a placement, there is now functionality to enter a make-up day for each absent or partially absent day without the need to change the booking dates or allocation. Note: the number of make-up days cannot exceed the number of absent days for each student. A make-up day can be created against a date, shift, location and facility from the Attendance screen. Once it has been entered, the activity will be recorded against that student. If the student did not attend the make-up day, it must be deleted. Make-up days will appear in roster and attendance reports and activity included in the Clinical Placement Activity report. Booking Overview This is a new interactive in-system planner similar to the wall planner report that graphically displays bookings by chosen filters. The Group by filter allows you to specify how the bookings are presented (by partnership, discipline, subject or study period). Click on a Booking to bring up a dialog box showing the booking details and a link to access the booking. 4

5 Partnership Management To prevent unwanted duplicate partnerships being created, a warning message will now appear if a user is about to request a partnership against a discipline and organisation that is already in place (accepted status). However, the warning does not prohibit the user from proceeding with the new partnership request. This functionality will extend to inactive and pending partnerships in an upcoming vicplace release. When a partner organisation requests, accepts or declines a partnership request, all administrators assigned to associated discipline(s) will receive a partnership notification . A new notes field to communicate with partners when requesting, accepting and declining a partnership request which will also appear in the partnership notification sent (as above) The Document Library under Partnerships now contains filters to assist in finding uploaded documents by type or partnership. For further information If you have any further questions, please contact your Clinical Training Network Coordinator or ISO for assistance. Contact details are available at: Upcoming Release vicplace 7.2 Another minor update will occur in a number of weeks which will include: In-system Help functionality (to replace vicplace User Guide) Additional reports Minor enhancements to new functionality 5