January 2007Georgia Career Information CenterAdministrator’s Workbook Georgia Career Information System Administrative Training GCIS Portfolio Administration

January 2007 Georgia Career Information Center Administrator’s Workbook

Georgia Career Information System

Administrative Training

GCIS Portfolio Administration Tool



• View real time information and statistics on GCIS usage for your site

• Measure student progress• Look at popular items of interest for

your students• Manage usage by customized

groups• Provide other administrators with

the ability to be involved with career exploration

• Be proactive in designing your work plans, workshops, and workforce for career success

With GCIS Portfolio Administration Tool, you will:


Getting Started• Go to www.gcic.peachnet.edu/admin• Enter your site’s administration user

name and password• Distribute the administration user name

and password exclusively to administrators (i.e., counselors, teachers, employment specialists).

Remember• Enter the password in all lower case

letters, no spaces or dashes• Do not distributed the administration

user name and password to students.


http://www.gcic.peachnet.edu/admin


• Portfolio Administration Tool Main Menu



GENERATING

REPORTS



REPORTS – SITE USAGE• From the main page, click Site Usage to

view number of logins at your site and use of GCIS components.

• Enter beginning date • Enter ending date • Select GCIS components• Include popular titles for saved favorites

(i.e., popular occupation titles)• Enter maximum number of entries (i.e.,

20 for Top 20 Occupations)• To view report, click “Generate

Report”*• To print report, select print from toolbar

* Allow pop-up blockers prior to generating report


http://www.gcic.peachnet.edu/GCISWeb/siteadmin/SA_SiteUsage.aspx


Total Logins – Grand total of logins by users accessing GCIS using the portfolio users name and password, the site user name and password, IP recognition, an administration user name and password, and a staff account. This total rolls up all logins.•Portfolio Users – Number of logins to GCIS by students using their personalized user name and password•Site User Name – Number of logins to GCIS using the site’s user name and password•IP Addresses – Total number on logins by IP recognition (currently unavailable)•Administrator – The number of logins at www.gcic.peachnet.edu/admin using the site’s administration user name and password•Staff – Number of logins at www.gcic.peachnet.edu/admin using a staff account

GCIS Portfolio Administration ToolNumber of Logins at your site during the selected time period

Note: Logins prior to 8/30/06 were not recorded and are not included.


Report - Portfolio Usage

• Active Portfolios –the number of portfolios created during the selected time period

• Hidden Portfolios – the number of portfolios hidden by administrators

• Active Portfolios with:– Course Plans – number of portfolios

with saved information in Course Plans – Career Plans – number of portfolios

with saved information in Career Plans – Education and Work History –

number of portfolios with saved information in Education and Work History



CIS Favorites Saved in Portfolios during the selected time period…

Look for the number and frequency of users who

have saved items in their portfolios



Group ReportSelect this feature to view statistics and data for a specific

group• From the main page, click Group Report • Select group from drop down menu• Select date range• Select the GCIS Components • To view group report, click ”Generate Report”. *

Summary – number of members in group

Component – total number of files saved by portfolio users

Number of Users – total number of portfolio users in

group with saved components

% of Users – percent of group with saved items

Name – portfolio ownerComponent – file name in GCIS (i.e. occupations, job search)

Title – details from component

Date Saved – date of most recent save/entry in portfolio

* Allow pop-up blockers prior to generating report


http://www.gcic.peachnet.edu/GCISWeb/siteadmin/SA_GroupReport.aspx


Report - Individual PortfolioView contents for a specific portfolio

• Select sorting option– Last Name– All Users – Graduation Year– Group

• Click “Go”• Select “view”




DATAMAINTENANCE


•Click Staff Account Add New Staff Account

•Create the following for the staff member•User Name•Password

•Enter the staff member’s•First Name•Last Name

•Assign the expiration period

Data Maintenance - Staff Accounts Create, edit, or delete staff accountsCreate (from the main menu)


http://www.gcic.peachnet.edu/GCISWeb/siteadmin/SA_StaffAccounts.aspx


GCIS Portfolio Administration ToolData Maintenance - Staff Accounts Create, edit, or delete staff accountsEdit and Delete*Once the staff account is established, it may be edited or deleted

• From the main menu, click Staff Account• A master list of staff accounts will appear• Select “edit” to make updates

or

• From the main menu, click Staff Account• A master list of staff accounts will appear• Select “delete” to remove a staff account

*Once deleted, a staff account cannot be restored

http://www.gcic.peachnet.edu/GCISWeb/siteadmin/SA_StaffAccounts.aspx


Data Maintenance - Groups– Create, edit, or delete groups – Add or remove portfolios




Data Maintenance - GroupsCreate From the main menu, click Group• Select “Add New Group”• Enter the group’s name (i.e., Career Class, Class

of 2010, WIA clients)• Click “Add” • A matrix of all group titles will appear• For desired group, select “members”• Select “Add Portfolios”• Select sorting option• Activate check box by owner’s name to assign

the portfolio to the group• Click “Add Selected to Group”


Data Maintenance - Groups

Edit• From the main menu, click “Group”• Master chart of groups will appear• Select “edit” to update the title of the

group

Delete• From the main menu, click “Group”• Master chart of groups will appear• Select “delete” to remove the group and

its membership (only removing the group using this delete function - individual portfolios will not be deleted from the site)



Data Maintenance – Portfolios– Create, edit, or delete portfolios – Transfer portfolios to another site– Exclude portfolios from site

reports



• From the main menu, select Portfolios

• Click “Add New Portfolio”• Establish the portfolio by

completing requested information• Click “Add”

Tip – Use a standard protocol for the user name and password (must be a combination of 6-20 alpha and numerical characters)

GCIS Portfolio Administration ToolData Maintenance – Portfolios Create


Data Maintenance – Portfolios

Edit • From the main menu, select

Portfolios• Determine sorting option• Select “edit”• Enter updates• Once entered, click “Update”



Data Maintenance – Portfolios

Delete• From the main menu, select Portfolios• Determine sorting option• Master chart of portfolios will appear• Activate check box by owner’s name of

desired portfolio to remove• Select “delete”• The ownership details will appear• Select “Delete”• The portfolio moves to “deleted users.” It

may be restored.



• Data Maintenance – Portfolios

Transfer• From the main menu, select Portfolios• Determine sorting option (in this example...all

users)• Master chart of portfolios will appear• Click “Transfer Selected”• Enter site name and password of new

designation• Click “Continue”• The new site’s name will appear• Click “Transfer”



•Data Maintenance – Portfolios

Tip - Hide the portfolio to exclude data and statistics in reports



Thank you.

For further assistance:Georgia Career Information Centerwww.gcic.peachnet.eduClick on: Contact Us


Documents

January 2007Georgia Career Information CenterAdministrator’s Workbook Georgia Career Information System Administrative Training GCIS Portfolio Administration