ASTP Online - School User Guide. Assisted School Travel Program. NSW Department of Education

Transcription

1 ASTP Online - School User Guide Assisted School Travel Program NSW Department of Education

2 Contents How to get access to ASTP Online... 2 For Government Schools... 2 For Non-Government Schools... 2 How to log on to ASTP Online... 3 How to confirm a payment claim... 4 How to view a Run Card... 7 Run Card (Sample)... 9 How to search Students... 9 How to Search runs How to complete the student verification rollover How to change school Submitting Feedback Troubleshooting ASTP Online Schools User Guide DOC16/ Page 1

3 How to get access to ASTP Online For Government Schools Please complete and an ASTP Online Access Request Form to An will be sent advising that access has been provided. For Non-Government Schools Most Non-Government School Principals will have an active Department of Education (DoE) account via the Premiers Reading Challenge or NAPLAN testing. I am a school principal and I have an active account? If yes, please complete and your ASTP Online Access Request Form to businesssupport.astp@det.nsw.edu.au and an will be sent advising that access has been provided. If no, then contact ASTP on to request an ASTP Online Access Request Form. Once completed please the form to businesssupport.astp@det.nsw.edu.au Once your profile has been established an will be sent to you. I am a school principal and I have an active account but I don t remember my Login details. Contact Business Support at ASTP via businesssupport.astp@det.nsw.edu.au Please provide your full name and school name. A return will be sent with your DoE User ID & your DoE Network ID. I am a school principal and I have an active account but I do not know my password. If you set your password via the DoE portal and set your secret question, please log into the DoE portal and click on Forgot Password. You will be able to generate a new password. If you do not remember your secret question, or have not set up your secret question via the DoE portal then you will need to contact ASTP via at businesssupport.astp@det.nsw.edu.au and provide the following information: DoE User ID Full Name Date of Birth School Name I am a non-government school principal who hasn t got an active DoE account, how do I go about getting one? If you have not got an active DoE account, you will need to fill in a DOIS form. This can be found by clicking on this link: Once completed, the DOIS form to businesssupport.astp@det.nsw.edu.au and an account will be provided. Once it has been established, an will be sent to you with your User and Network IDs and a Temporary Password. ASTP Online Schools User Guide DOC16/ Page 2

4 For all non-government school staff who require access to DoE Portal/ASTP Online, please contact your principal for access. How to log on to ASTP Online 1. Using your web browser, click on the following link or type the link into the address bar in your web browser 2. At the bottom of the ASTP website, in the box title ASTP Online, click on School log on. 3. Log in using the DoE network username and password. 4. You will be logged into the ASTP Online home screen. ASTP Online Schools User Guide DOC16/ Page 3

5 How to confirm a payment claim 1. From the Home screen, on the left-hand side, select Confirm Payments. The Confirm Run Claim screen will open. 2. Any outstanding claims to be verified will appear in the Confirm Run Claim screen. If there are no claims, you will see a message advising there are no claims to verify. 3. If there are a lot of outstanding claims you can search for a Run Number or Payment Period from the list. Enter one of the following options in the Search box: Part of the run number The whole run number Part of the payment period The whole payment period (e.g. 01/01/1901) ASTP Online Schools User Guide DOC16/ Page 4

6 4. Select from the Search Results the run and payment claim you wish to confirm. 5. To review the nominated Payment Claim; a. Click on the PDF icon (in the Payment Claim column) b. Select one of the following download options i. Open the claim ii. Save the claim iii. Cancel your action 6. Verify the following details: a. Run date and am/pm b. Assisted Travel Support Officer s (ATSO) name c. Driver s name d. Student(s) absent e. That the unforeseen variations the contractor has claimed are correct ASTP Online Schools User Guide DOC16/ Page 5

7 7. If there are any identified issues e.g. undisclosed student absences or inconsistencies when reviewing the claim, please notify ASTP by clicking on: Issue with Claim (nominate Yes) Recording the information in the Issues Details field If there are no issues with the payment claim select No in the drop down in Issue with Claim column. 8. Once you have reviewed all the payment claims and confirmed that the information is accurate and all issues have been identified, click Submit (ASTP will send you a PDF copy of the endorsed payment claim). 9. A message window will appear requesting you to certify the following: a. All students assigned to this run travelled on each of the dates listed unless his/her name is noted in the absent list; and b. I understand that I am verifying payment for transport of the students allocated to the service provided by this contractor in accordance with the Public Finance and Audit Act ASTP Online Schools User Guide DOC16/ Page 6

8 This is the same certification message as is on the paper based Contractor Payment Claim Form. Click OK to certify the information or Cancel if you wish to review the claims again. NOTE: Once you click OK all payment claims will be submitted and will disappear from the Search Results list. 10. ASTP will send an confirmation to the nominated school address along with a PDF copy of the endorsed payment claim. How to view a Run Card 1. From the ASTP Online home screen select the Run Search option. The Run Search view will open. To search for a Run enter the whole Run Number or click Search to view all runs. The Run Search screen will open. 2. On the Run Search Results screen select the run you want to view from Search Results To display more than one driver select Display Multiple Driver and click on YES. Then select Generate Run Card. If you don t wish to see multiple drivers displayed, then click on NO. ASTP Online Schools User Guide DOC16/ Page 7

9 3. When the File Download box appears, select from the following options: Open Save Cancel 4. A PDF version of the Run Card will be generated. ASTP Online Schools User Guide DOC16/ Page 8

10 Run Card (Sample) How to search Students 1. From the ASTP Online home screen select the Student Search option. The Student Search view will open. ASTP Online Schools User Guide DOC16/ Page 9

11 To search for a Student, enter the student details or click Search to view all students. The Student Search screen will open. 2. On the Student Search Results screen select the student you want to view from Search Results ASTP Online Schools User Guide DOC16/ Page 10

12 How to Search runs 1. To search for a Run, under the Run Functions section, click on Run Search 2. Click on Search Button to bring up all the runs and the students assigned to the run. Alternately you can enter the run number to search for a specific run 3. Student Information can be accessed by clicking on the Application ID number. 4. You can view 12 Months of Travel by clicking the All Year link, this will generate a PDF Run Card for you to view, save or print. 5. You can select From Today and you will see all approved transport from the current date. How to complete the student verification rollover 1. From the ASTP Online home screen select the Rollover applications for current school option. The Prepare Rollover Applications from 2016 to 2017 view will open. ASTP Online Schools User Guide DOC16/ Page 11

13 2. Select the student you want to update and click on the Application ID 3. The student application details will be displayed in the Application Details page. You will need to review the information displayed and ensure that the information is correct and up to date. ASTP Online Schools User Guide DOC16/ Page 12

14 4. Scroll down further on the screen to reveal further details. There are 5 function buttons to choose from. 5. If the student is not returning in 2017, please select Student Not Returning button. A warning will appear to prompt the user to ensure that the correct function has been selected, if yes click continue. 6. If the student s details have changed, then select Change of Details and a Confirmation of Transport Details for Rollover Form will appear, you can enter in the updated information and send the form to ASTP. ASTP Online Schools User Guide DOC16/ Page 13

15 7. If the student s details are correct and the student is returning in 2017, click on the Student to Continue button. A prompt will appear to ask if you are sure you want to continue, if yes click ok 8. You can also print the page for your records, by clicking the print button. You can return to the student information page by clicking the Back button 9. Once you have actioned a student application, you will return to the rollover page and any action completed against that student will appear in the Rollover Status column as Completed. You will not be able to open or action the Student Application again. ASTP Online Schools User Guide DOC16/ Page 14

16 How to change school 1. If you are working across a number of schools, the option to switch between schools is available in ASTP Online. From the ASTP Online home screen select the Change School option under the General Tab. The Student Search view will open 2. To change schools, click on the arrow on the drop down box, and select your current school from the list of schools available. Submitting Feedback 1. Click on Feedback on the left hand side of the screen. ASTP Online Schools User Guide DOC16/ Page 15

17 2. You will see a message requesting permission to open the required page. Please Note: Click Allow (To avoid this prompt appearing in the future, tick Do not show me the warning for this program again ) 3. An will open up for your comments. Insert comments and send to ASTP. Troubleshooting Should you encounter any issues please businesssupport.astp@det.nsw.edu.au. Please attach relevant screenshot(s) of each issue encountered including a brief explanation of what has occurred. ASTP Online Schools User Guide DOC16/ Page 16