Set-up Account€¦ · Web viewThe word “program” refers to the Scorebook Navigator software program. The Scorebook Navigator “program manager” need not be the manager of

Scorebook Navigator™“Program Manager” Manual

(Version 6.2014)

Copyright © 2016 Rocky Mountain Performance Excellence, all rights reservedThe Scorebook Navigator™ is a trademark/service mark of RockyMountain Performance Excellence

Table of ContentsSet-up Account.......................................................................................................................................3

Log on....................................................................................................................................................3Program.....................................................................................................................................................4

Examiners..............................................................................................................................................4Applications............................................................................................................................................6

Messages...............................................................................................................................................9Teams......................................................................................................................................................10

Select Application.................................................................................................................................10Application Docs...................................................................................................................................11

Team Members....................................................................................................................................12Team Steps..........................................................................................................................................13

Item Assignments.................................................................................................................................14Member Scorebooks............................................................................................................................15

Sharing.................................................................................................................................................16Step Completion...................................................................................................................................17

Examiners Online.................................................................................................................................17Program-wide Reports.............................................................................................................................19

Examiners Online.................................................................................................................................19System Usage......................................................................................................................................20

System Usage By Month......................................................................................................................20Creating a Feedback Report...................................................................................................................21

*Note: Press F9 to update the Table of Contents

Copyright © 2016Rocky Mountain Performance Excellence, all rights reserved 2

Scorebook Navigator™“Program Manager” Manual

Scope: This manual describes the Administrative functions of the Scorebook Navigator™ tool that are available only to the person designated as the “Program Manager”. The word “program” refers to the Scorebook Navigator software program. The Scorebook Navigator “program manager” need not be the manager of the award program. The “program manager” should be the person in the award program that is most familiar with the examination process.

All of these functions are available under the “Program” tab which is only visible and accessible to Program Managers. Functions on the “Program” page allow the Program Manager to

• Set up and manage examiner profiles and access• Add and manage Applications• Create and manage assignments for teams of examiners• Generate reports both program-wide and for teams• Provide back-up for Scorebook Navigator team leads

Set-up Account Contact the RMPEx to set up an account with Program Manager privileges for your award

program.

Log on Go to https://scorebooknav.org

Your signin name and password will be assigned by your program office.

Scorebooks Tab: Upon signing in, you are directed to the Scorebooks tab.

To begin setting up applications and examiners, click on the Program tab.

Program Tab:This panel provides the Program Manager the tools to manage examiners, applications, and messages across the entire program. Team Members will not have access to the Program Tab panel. For the teams they are assigned to lead, Team Leads have a Team Panel that has a list of their team members and tools to manage the application evaluation process. This Program tab allows the Program Manager to set up the following functions:


https://scorebooknav.org/

Copyright © 2016Rocky Mountain Performance Excellence, all rights reserved

Program Examiners –Allows the Program Manager to add new examiners or modify their profile. Applications – Manage Applications that examiners will evaluate. Identify the Criteria

version and evaluation steps that the Application will be evaluated with. Messages – Add and edit messages that examiners will see when they log onto the

Scorebook Navigator

Teams: Set up and manage team assignments and tasks

1. Select Application – Identify which Application (defined in the in the “Program – Applications” step) that the team will work on

2. Application Docs – Upload the Application for availability to the team. Although more than one document can be uploaded, only the last upload will be available to the examiners.

3. Team Members – Select which team members will be on the team. Identify Team Leader(s) and Read Only members)

4. Team Steps – Manage the stages of evaluation for the team based on the evaluation steps defined in the “Program – Applications” step. Specify due dates and identify the status of each step.

5. Item Assignments – Create and manage assignments to team members in Consensus and Site Visit (Stages 2 and 3)

Member Scorebooks – Lists team members and identifies if they have the scorebook for the current step. Used to create scorebooks for team members added after Step 1 is applied.

Sharing – Identify Independent Review (Stage 1) scorebooks that can be shared read-only by specified examiners on the team

Step Completion – Reports which team members are done each step along with progress metrics in each step

Program-wide Reports Examiners Online – Reports on all examiners, program wide, that are currently on-line

or have been on-line within the past 30 minutes. System Usage – Generates a report that identifies the amount of time examiners have

spent logged onto the Scorebook Navigator tool, broken out by task. System Usage by Month – Generates a report that identifies the amount of time that

examiners have spent logged on to the Scorebook Navigator tool by month System Users – Duplicates the Examiner Report listed above.

Upload Examiners – Opens a page allowing the upload of an Excel spreadsheet containing New Examiner information and expiry updates for returning examiners.

Examiner Template – Downloads an Excel template to use in uploading New Examiner information and returning examiner expiry updates

Examiner Report – Downloads a list of all examiner information currently loaded in the Scorebook Navigator.

4

Program

To begin using the Program Manager Control Panel, select the “Examiner: link on the left

Examiners – This function allows the Program Manager to manually add new examiners or modify their profile. (An automated process is described below.)

Click “New Examiner” – add the examiner’s information as show below Click “Save” at the bottom of the page when done To modify the profile, select the button in the “Profile” column for the examiner whose

profile needs modification. The examiner’s user profile will appear. Update their information and click “Save”

Create the Examiner’s Profile:


Expiry: Specifies when the examiners account will expire

It is recommended that you use the same naming convention for the Sign In Name and Password which includes the first name and last name of the team member, all lowercase with no spaces. Examiners will be required to change this password on their first signin.

Step 1Select Examiners

Step 2Click “New Examiner”

Step 3Add the Examiner Info

Step 4Click “Save”

Profile: Click this button to edit an existing examiner’s profile

Do not use any punctuation marks. For example, for John Smith, Jr., enter the last name as Smith Jr, not Smith, Jr.

5

User ID’s should be activated for training periods and for the time scorebooks are active. Expiration dates should be set no later than one month after training has been completed (assuming no immediate examination assignment occurs) or one month after the feedback report has been issued to the applicant. Exceptions may be made for any users who may participate in a post-award feedback review with the applicant.

At the beginning of each examination season, the expiry dates for returning examiners must be updated to allow access to current applications. This can be done manually, as described above, or the automated process described next can be used.

Automated Examiner Addition and Update:

To begin the upload of examiner information, click on Examiner Template to download and save a copy of the Excel template required for upload.

o

o For a new examiner, complete each column and enter yes in the New_Examiner column. (The password will be set to the login name; new examiners will be required to change that password before access to the Scorebook page is provided.)

o To update the expiry date for a returning examiner, complete only the login and expiry columns.

After the data is saved in the Template, click on Upload Examiners. A page similar to the one used to upload Application Docs will open. Browse your documents to select the completed Examiner Template file and click Upload File.

o

o These files will be saved on this page and can be downloaded in the future. You can add a description of each file, if you like. You can also delete the files after the process has completed.

The software will check the submitted data for any illegal characters and/or duplication of an existing signin name. If any issues are detected, the upload will not be processed. An explanation of the issue will be provided in the Comment column. The Examiner Template data must be corrected and uploaded again.

If no issues are found with the data, the Comment column will report the number of new examiners added and the number of returning examiner expiry updates.

o


, Uploaded_By =

6

First_Name Last_Name Initials Login Email Phone Expiry New_Examiner

File Size Description Comment By Date

Examiners Template.xls

20 kb 0 examiners were updated. 1 examiners added.

Jim Walker 6/8/2014

Applications – This function allows the Program Manager the ability to set up new applications and provides the functionality to delete an application. (Note: the remaining Program page illustrations were created prior to the addition of the automated examiner upload features. The following illustrations will not show these added functions.)

Manage Applications – Adding a new Application (see below to delete an application)

o Click the working cell to add a new Application

o Applicant Name – Type in the full name of the applicant as they used it on their application. This is the source of the applicant name on the feedback report.

o The full name does not appear in the scorebook. Examiners do not see this information.

o Application Identifier – State programs may use whatever naming conventions currently used to identify the applicant. The assigned name will appear in the Examiner Scorebook.

o Applicable Criteria – This includes the current Baldrige Criteria as well as any Criteria that the state program may have developed and pre-loaded to the Scorebook Navigator™ with technical support from RMPEx. Make your selection from the drop down box.

o Team Steps –

Team steps consist of a collection of sequential team assignments, designed to assist a program manager or a team leader process a scorebook. The program manager can select from seven options: 07 Basic, 07 Enhanced, 07 Express, 10 Basic, 10 Enhanced, 10 Express, Basic (Practice).

The 07 and 10 prefixes identify the version of the Baldrige examination process.


Add a new Application by clicking the working cell

Click Save when done

7

The 07 version was introduced to national Baldrige examiners in 2007. This version asks examiners in Independent Review to provide observations for the evaluation factors of Approach, Deployment, Learning, and Integration. No feedback comments are required.

The 10 version was introduced to national Baldrige examiners in 2010. The version asks examiners in Independent Review to identify Strengths and Gaps/OFIs with supporting evidence, and to select the A,D,L,and/or I evaluation factors represented. One feedback-ready strength and one feedback-ready OFI are to be written for each Item.

The Basic and Enhanced team steps describe different approaches to when the Key Factors are consolidated in the application review process. In the Basic approach, the Key Factors are consolidated after Independent Review, as the first step in consensus. In the Enhanced approach, the team’s key factors are consolidated during Independent Review, before Item Evaluation is started.

The Express team steps are used if a single examiner will complete the evaluation with support examiners providing feedback on written comments.

An explanation of the different “Team Steps” approaches is included by clicking on the link “What are Team Steps?” in the right, top corner – (see below for the same explanation).

o Active – “Yes” is used for all new applications being entered

o Delete an Application – This function will delete all traces of an application permanently. All assignments for the team members including the steps, scorebooks, and data entered will be eliminated.

Applications should be deleted from the Scorebook Navigator no later than three months after a feedback report has been delivered to the applicant. The Scorebook Navigator is not to be considered an archive service. Scorebooks can be downloaded by programs and stored by the program for archive purposes.

o Click “Save” at the bottom of the page when all information for the Application is entered.

Note 1: Once saved, do not modify Application information! Doing so will prevent correct operation of the software and cause delays for the examination team. If you discover errors after saving, delete the application and start over. If the team has already started work, contact Scorebook Navigator Support.

Note 2: You will see the following alert when you click “Save”


Description of “Team Steps” Approaches

07 Basic - Select Basic for a 4 step process:

Step 1: Each examiner receives a separate stage 1 copy of the scorebook to complete his/her individual review, using the 2007 Baldrige process.

Step 2: Start stage 2. A designated examiner receives a stage 2 scorebook to consolidate stage 1 Key Factors.

Step 3: Examiners collaborate using the scorebook of the designated examiner in step 2 above to complete their assigned items.

Step 4: Submit the completed scorebook to the Program Manager(s).

07 Enhanced - Select Enhanced for a 5 step process:

Step 1: Each examiner receives a separate stage 1 scorebook with an instruction to complete Key Factors only.

Step 2: Examiner Key Factors inputs are combined in one scorebook. A designated examiner consolidates them.

Step 3: Each examiner receives a separate copy of the stage 1 scorebook consolidated by the designated examiner in step 2 above to complete his/her individual review, using the 2007 Baldrige Process


The software compares the key factors in each examiner’s Step 3 scorebook to those consolidated in Step 2. The results of the comparison are reported to the Team Lead. If any key factors have been added or modified, the team lead will conduct a consensus meeting to determine if the changes should be implemented in the Step 4 scorebook


10 Basic - Select Basic for a 4 step process:

Step 1: Each examiner receives a separate stage 1 copy of the scorebook to complete his/her individual review, using the 2010 Baldrige process.

Step 2: Start stage 2. A designated examiner receives a stage 2 scorebook to consolidate stage 1 Key Factors.



10 Enhanced - Select Enhanced for a 6 step process:

Step 1: Each examiner receives a separate stage 1 scorebook with an instruction to complete Key Factors only.

Step 2: Examiner Key Factors inputs are combined in one scorebook. A designated examiner consolidates them.


Step 3: Each examiner receives a separate copy of the stage 1 scorebook consolidated by the designated examiner in step 2 above to complete his/her individual review, using the 2010 Baldrige Process


The software compares the key factors in each examiner’s Step 3 scorebook to those consolidated in Step 2. The results of the comparison are reported to the Team Lead. If any key factors have been added or modified, the team lead will conduct a consensus meeting to determine if the changes should be implemented in the Step 4 scorebook


Basic (Practice)

Basic (Practice) is similar to 07Basic, except that the program manager gets to select the scorebooks in steps 1 & 2 from existing stage 1 and stage 2 practice scorebooks.

MessagesThis function allows the Program Manager and Team Leader to send messages to examiners assigned to one or more applications or to all program examiners.

Click the working cell to create a new message. When you save the message, examiners will see this message upon logging into the

Scorebook Navigator™. Messages can be displayed for all examiners or one or more teams of examiners. Messages can not be made available to individual examiners. Messages can be copied and pasted into the field using Ctrl + c and Ctrl + v. Click “Save” below when done. Note: Messages created by Program Managers with Target=All will continue to be

displayed to new examiners until the message is deleted. Periodic review and deletion of obsolete messages is recommended


Select team(s) that will receive the message

Messages can be copied and pasted into the field using Ctrl + c and Ctrl + v.

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TeamsAll functions under the Teams tab assist the Program Manager to manage the selected Application and to provide backup for team leads. The Application must be selected prior to any activity. Program Managers can select any application in the entire program, however Team Leaders can only select from applications where they are designated as the Team Leader.

Select Application


The application must be selected for which any modifications are made before any further assignments or revisions to teams can be made.

Select the application from those included in the drop down box.

This box contains the Application Identifiers from all Applications entered.

Teams: Set up and manage team assignments and tasks

1. Select Application – Identify which Application (defined in the in the “Program – Applications” step) that the team will work on

2. Application Docs – Upload the Application for availability to the team. Delete Application document when finished

3. Team Members – Select which team members will be on the team. Identify Team Leader(s) and Judges)

4. Team Steps – Manage the stages of evaluation for the team based on the evaluation steps defined in the “Program – Applications” step. Specify due dates and identify the status of each step.

5. Item Assignments – Create and manage assignments to team members in Consensus and Site Visit (Stages 2 and 3)

Member Scorebooks – Lists team members and identifies if they have the scorebook for the current step

Sharing – Identify Independent Review (Stage 1) scorebooks that can be shared read-only by specified examiners on the team

Step Completion – Reports which team members are done each step along with progress metrics in each step

Examiners Online – Reports on examiners assigned to this team that are currently on-line or have been on-line within the past 30 minutes

11

Application Docs

Click Browse Select the document from your local computer Click Upload File Provide a description of the document under the “Description” column (optional). The

description name is for the use of the Program Manager if the file name is encrypted. It is recommended that you rename the file prior to uploading to provide an appropriate description for Team Members.

Click “Save Descriptions” below Examiners assigned to this application can access the uploaded document by

clicking the ICON (the mouseover will read “display the applications”) “Delete Document” or “Save Descriptions”: Once the document is uploaded the Program

Manager can delete this document o The “Save Descriptions” function allows you to add a description of the document, i.e.,

“Organizational Profile”; “Glossary of Key Terms” “Baldrige Case Study”. Although more than one document can be uploaded, the examiners will only be able to view

the last one uploaded. Large documents (>5M) may cause the system to time out before upload is completed. The

usual cause for large documents is a large amount of scanned content. Large documents should be returned to the originator for size reduction.


Allows upload of documents that examiner’s can access, primarily the application.

12

Team Members

The Program Manager assigns scorebook privileges to the individuals on the team under the column heading that reads "Examiner/Mentor/Advisor/Judge".

Team members are first set-up under the “Examiners” link Use the drop down box to select the team members Click if someone is the Team Leader or Read Only Access, otherwise the Examiner will be

designated with Team Member privileges1. Team Leader: By selecting this privilege, the individual is designated as the team

scorebook manager and they have access to the Team Leader Control Panel. The Team Leader role allows the individual to: Manage the Team under the “Team” link Assign subsequent Team Steps after the first step is applied Create Item Assignments Assign and control sharing Observe examiners who are online Create team management reports Send messages that appear upon sign-in to the Scorebook Navigator™ See User Documentation Manual for detailed Team Leader roles

2. Read Only Access: By selecting this privilege, the individual is designated read-only access. This column can be used for Judges, Mentors, Program personnel, or other individuals the Program Manager determines should be able to review the ongoing work of a team. If the same person has both roles as Team Leader and Judge, you need to set up two

IDs. More than one person can have Team Leader or Read Only rights/roles.


Use the drop down box to select the team members

More than one person can have Team Leader or Read Only Access rights/rolesTeam members must be

set up under the Examiner link first

Click “Save” when done

13

Click “Save” below when done

Adding New Team Members: If a step has already been applied (see Team Steps below), create the team member’s profile

under the “Examiners” link and add the team member (see page 5) Go to “Member Scorebooks” link (see page 14) to assign their scorebook. The team step

assignment will be created.

Team Steps Set-up and Manage Examiner Assignments Clicking on the “Team Steps” will display a predefined set of steps based on the “Team

Steps” (Basic, Basic (Practice), or Enhanced) selected when entering the Application information

First step is assigned by the Program Manager Subsequent steps will be assigned by the Team Leader (See User Documentation for

instructions) Click the Apply button for each step only when you are absolutely certain that the team is

ready to proceed to that step APPLIED STEPS CANNOT BE UNDONE by the Program Manager or Team Leader Applied Steps can only be un-applied by contacting RMPEx. Un-applying a step will cause all team members to lose any work that they have already

completed in that step In order to apply steps 2 and beyond, all team members must have indicated that they are

"done" with the previous step

Item Assignments This function allows the Team Leader to assign Examiners and Backup Examiners to their

respective Items, Key Factors, and Key Themes for Consensus and Site Visit (Stage 2 and 3)


The “Backup” column is informational to help keep track of assigned item back-ups. Backups have the same privileges as other examiners.


Click “Save” when done

Assign Examiners and Backup Examiners to their respective Items, Key Factors, and Key Themes for Consensus and Site Visit (Stage 2 and 3)

The “Backup” column is informational to help keep track of assigned item back-ups. Backups have the same privileges as other examiners.

15

Member ScorebooksThis function lists all team members for the selected application and whether they have scorebooks for the current step.

It allows the Program Manager to assign a scorebook to any new team member added after the first step has been applied. When the next step is applied in “Team Steps” (page 12) all team members will automatically be provided the scorebook for that step/stage.


1. Click the check box under the Scorebook column

2. Click “Provide Scorebooks To Checked Examiners”column

16

SharingThe sharing function was created to encourage collaboration and secure sharing of evaluation findings among team members for Stage 1 only. The function provides “read only” access to scorebooks for team members. It is also used to share the single scorebook created to consolidate Key Factors in order to allow consensus on the proposed key factor consolidation.

This function can be managed by either the Program Manager or Team Leader

The page is organized into working cells like other pages in the Scorebook Navigator™. The cells contain rows of active work spaces under two column headings called “Stage I Scorebooks to Share” and “Share With/To”.

The Stage I Scorebooks to Share column is where you identify the team member whose scorebook is to be shared.

The Share With/To column is where you designate the team member(s) for whom you are establishing read only access to the team member scorebook selected in the Stage I Scorebooks to Share column.


1. Click in the first working cell to see your team members’ names preceded by a check box under each of these columns.

2. Select the first team member whose scorebook you wish to share with other team members. (Select only one team member from the “Stage I Scorebooks to Share” column.)

3. Select the team members to be assigned read only privileges from the “Share With/To” column. (Exclude the examiner whose scorebook is being shared.)

4. Save your work by clicking on the “Save button at the bottom of the page.

17

Step Completion

Examiners Online


Provides a summary report of each team member’s assignment data for the current step applied. It includes total number of Key Factors, Key Themes, Key Factor References, Strengths, OFIs, and verification that it has been scored.

Provides the Program Manager and Team Leader with the online activity of scorebook team members within the last 30 minutes.

This feature is useful during consensus meetings to identify the team members who are participating in the consensus meeting by conference call.

18

Program-wide Reports

Examiners OnlineProvides the Program Manager with examiner online activity within the last 30 minutes.


Provides the Program Manager with examiner online activity within the last 30 minutes.

Program-wide Reports Examiners Online – Reports on all examiners, program wide, that are currently on-line

or have been on-line within the past 30 minutes. System Usage – Generates a report that identifies the amount of time examiners have

spent logged onto the Scorebook Navigator tool, broken out by task. System Usage by Month – Generates a report that identifies the amount of time that

examiners have spent logged on to the Scorebook Navigator tool by month

19

System Usage

Provides the Program Manager with a graph and data charts on the team member visits and time usage of the Scorebook Navigator™. Data can be downloaded by: Team/Application Examiner Page - data from one screen page of the Scorebook Navigator™ Start and End Dates: Be sure the start and end dates cover the period that you wish to review.

s

System Usage By Month Provides the same functionality as above, however aggregates everything into a monthly basis.


Use the drop-down box(es) below to select one criteria (i.e., just the team, just the examiner, etc.) or multiple criteria (i.e., person and page "key factor", etc.)

20

Creating a Feedback Report

The Scorebook Navigator™ utilizes the Tables feature of Microsoft Word to create reports. To create a report in the Scorebook Navigator™, the Program Manager or Team Leader needs to go to the Scorebook tab and click on the appropriate application. Click the Reports tab to access the panel.From the “Reports” drop-down box, select the report to create.

After the report downloads, click on the Export icon and select the type of report you would like.


Step 1: Go to Scorebooks

Step 2: Go to Reports

Step 3: Select your report from

the drop-down list

Step 4: Click on the

Export Icon

Step 5: Choose the report

output you would like:o Excelo PDFo Word

21

Documents

Set-up Account€¦ · Web viewThe word “program” refers to the Scorebook Navigator software program. The Scorebook Navigator “program manager” need not be the manager of