International Partnerships System User Guide
Contents
1. ut lt Move ot Poors Navigate to a specific Module For further information on the partner sites please refer to Chapter 4 23 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI Partner Calendar The Partner Calendar view within the Lancaster University Partner Area shows a summary view of all of the Calendars from across all Partner Sites as shown below Main Calendar View The appointments from each Partner Sites Calendar are displayed within the Main Calendar View The Partner Site Selector shows the colours that correspond to each partner organisation It is possible to show hide individual Partner Organisations by using the Checkboxes next to the Institution Name You can also change the calendar view using the buttons in the top right of the main calendar view Day Week Month Timeline You can also navigate using either the Arrows or the date picker from the top left of the main calendar view gt today v Jul 2012 24 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Chapter Four Partner Users Each International Partner that is involved in the workflow process has a Partner Site setup within the system When a user from an International Partner logs into the system then they will be re directed straight to their institutions Partner Site Lancaster University users will be taken to the Lancaster University Partner2. Chapter Three Lancaster Users Structure of the system The International Partner Site is made up of a number of sites as shown in the diagram below When you login to the system via the Welcome Page then you will automatically be redirect you to one of these sites depending on your access rights role Welcome page Lancaster External Site Examiner Partner 1 Partner 2 Partner 3 The Lancaster Site holds data for Lancaster University users It also displays some data from each of the partner sites such as the Modules Assessments you have access to and Workflow Tasks that have been assigned to you Lancaster Users can also view each of the individual partner sites Each partner site holds a list of the Programmes Modules Assessments Course Documents and Workflow Tasks for that specific partner Partners are only able to access their individual Partner Site The External Examiner site displays the Modules Assessments and Workflow Tasks information from each Partner Site The Examiners can also view the individual partner sites 15 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI Lancaster Site Home Page If you are a Lancaster University user when you first access the site then you will be taken to the Lancaster University Partner Area as shown below m wy Lancaster University Partner Area a ter s toea bte wot er ag i Ai we mm te gt
3. Field Description Workflow Step Name An internal description for the workflow step Send email to You may assign the task to one of the pre defined roles within the system or choose Specific User and enter their name into the Assigned To User field Send email user When the Assigned To field is set to Specific User this identifies the user that should complete the task Subject The subject of the email message Body Enter the body of the email message 67 Copyright 2012 Lancaster University International Partnerships Users Guide zc Import Export Workflow Templates It is also possible to export and import a workflow template which is designed to aid setting up a new Partner Organisation At the bottom of the Edit Workflow Templates screen then the Import Template and Export Template buttons can be used for this function Import Template To export a workflow template then select the Workflow Template that you wish to export and click on the Export Template button Your web browser will ask for the location where you wish to save the file to Do you went to seve WorkflowTemplate xmi from partner test Jpc sc uk Save v Cancel Save Save as To import a workflow template first select the template name that you wish to import and click on the Import Template button On the popup window click on the Browse button and select a file that was previously exported from the system
4. etoonm me Ms pb s rs geg e L Saltar Welcome to he GherePorrt group Partner Acrerestretors for ote I Personal 624280 Si srr Teter cc d Le ae ere di tes A GE 60 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI Workflow Templates The workflow processes are attached to the Module and Assessment lists When the workflow is created against the list then a Workflow Template is selected and these templates are maintained on a per partner basis using the Edit Workflow Templates screen D Lancast Sunway Lifewersily Hane gt D S Edit Workflow Templates Worktliow Template Aceesernert Mertens Ternplete Workliow Steps t Expert Temgiste impot Tempe The Workflow Template editor allows you to modify the tasks that users are required to complete during a workflow process Each step in the workflow process is one of the following types of task Task Type Description General Task A simple task description that needs to be completed Submit Task A task where some information is required to be submitted by the task owner such as uploading documents or providing information Approval Task A task that requires approval between two role members within the module The approval task will pass between the role members until it is Approved Decision Task The system will run some programmatic logic to reach a decision Email Task The system will send an email to the no
5. Commruan fecior 70 O Copyright 2012 Lancaster University International Partnerships Users Guide The fields on the Data Import Process screen are described below Field Import Organisation Enabled Academic Periods LU Programme Director Role Partner Programme Director Role Other Role Name Module Leader Role Name Moderator Role Name External Examiner Role Name Other Role Name Credit Conversion Factor Selects the LUSI Organisation that the data should be imported from for the current Partner Site The system will only synchronise data for the currently selected academic periods Use this checkbox list to specify which academic periods to import Enter the name of the LUSI person role that will be used to populate the LU Primary Contact field against a programme The default is Director of Studies Enter the name of the LUSI person role that will be used to populate the Partner Primary Contact field against a programme The default is Partner Director of Studies Enter the name of the LUSI person role that will be used to populate the Other Contacts field against a programme The default is Administrative Staff Enter the name of the LUSI person role that will be used to populate the Module Leader Contact field against a module The default is Partner Module Leader Enter the name of the LUSI person role that will be used to populate the Moderator Contact fi
6. Import Workflow Template Please select the file to import geng Click on the Import button to upload the workflow template NOTE THIS WILL REMOVE ANY STEPS CURRENTLY CONFIGURED AGAINST THE WORKFLOW TEMPLATE 68 Copyright 2012 Lancaster University International Partnerships Users Guide sr Adding Task Forms The application has a number of pre built forms to collect submission and approval data although it is possible for developers to add additional custom forms to use in the workflow processes In order to do this then the developer should create a new content type which inherits from Workflow Task Content Type 0x010801 When they install their new form then they need to add an entry for their new content type to the WorkflowForms list a hidden list available at https lt server name gt partners lt partner name gt Lists WorkflowForms Workflow Forms New Item dean Y P d Copy Save Carne Paste Speling 69 Copyright 2012 Lancaster University International Partnerships Users Guide sr Data Import Process The application is configured to import data from the university student records system called LUSI The Data Import Configuration page allows you to configure the data import process Configuring Data Import Process 5 De Ed Sunway University Data Import Configuration General Setings Cosabied ER Programme hole Faite Fadule rie Mapprg Cradt
7. O Copyright 2012 Lancaster University International Partnerships Users Guide zc Chapter Two Getting Started Logging into the system Access to Lancaster university systems is controlled through a university generated username and password known as your credentials In order to access the system you will need to sign in using the credentials that you have been provided Here it is assumed that the user is set with a username and password sent by Lancaster University Users gain access by clicking Sign In This will show two boxes in which the user will need to fill out Username Enter the username given in the document Password Enter the password given in the document If you need to change your password then you should access the central password change screen by Opening a web browser to the following URL https www lancs ac uk iss password change OMIE pri word change NE ot Peter pete ot gi Dont et 18 fay moe 104 Pom benne b Te e CE 4 ee soot pen A Bocsi CES K re alp Once the above page has been displayed then you should enter the following information and then click on the Change Password button Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI User Enter your username e g Lancs SurnameA Current Password Enter your current password or that given in the document NEW Password Enter a new password New Password Re enter the new pass
8. as stated in the moderation guidelines e g Course outline internal moderation sheet etc Approval Task Moderator should review uploaded documents and refer to MLif required Decision Task System to decide if external examiner approval required Approval Task If required External Examiner should review uploaded documents and Refer to ML if required Email Task System to email module leader to confirm approval 41 O Copyright 2012 Lancaster University International Partnerships Users Guide Submit Task Module Leader to Upload Documents To begin then the person who has been designated as Module Leader will receive an email informing them that a task has been assigned to them When they click on the email then the Assessment Submissions Task screen below is displayed Submit Assessment Documentation Assessment Submission Tesk Details Task Tale Task Descrigttan Assigned To j e Dee Date Statws Relates Ti cure fr Dec Making Current Assessments Etat barn Close The Task Description describes the minimum documents that are required to be uploaded to the system these are e Module Outline e For Coursework Assessments Coursework document O Marking Scheme Moderation Sheet e For Examination Assessments o Exam Papers O Marking Script Moderation Sheet To access the Module that the Workflow Task relates to then click the link to the Module as shown at 1 in t
9. closes the form without saving any changes If the sample scripts and marks are to be sent via courier post air mail then firstly choose Sent via post air mail then enter the Courier Name Method any Courier Reference the date posted and the date that the package is expected to arrive and press the Complete button to complete the task The Close button closes the form without saving any changes General Task Receive Assessments Next a General Task is created for the Moderator to confirm that they have received can access the example scripts from the Module Leader as shown below User Task Task Details Task title ask Zresrrr te Assigned fa Due Dale Sistas Relates To Ect tam 49 Copyright 2012 Lancaster University International Partnerships Users Guide zc Once the scripts have been received then the moderator should click on the Edit Item button to view the task in edit mode and then press Complete to complete the task User Task Task Detatie Task Tithe ask Descriyitten Ausigned To Abtan Seen Due Date 2WU7 2012 Statue Not Started feiaics te _ Complete If the task needs to be reassigned to a different user then update the information in the Task Details section and press the Update button The Close button closes the form without saving any changes Moderator External Examiner Approval The next stage is the Moderator and Extern
10. from within the Microsoft Office Applications e g Word Excel PowerPoint Uploading General Documents If you wish to add a document to a library then provided you have the necessary permissions then the Add document icon will be displayed as shown below d Letoad You can also use the Ribbon control to select the P nt icon by clicking on the Documents tab then Upload Document as shown below pile Aint Drane Type Name a Modue Wate Snrareno 10 O Copyright 2012 Lancaster University International Partnerships Users Guide zc The Upload Document window below is displayed and you may choose the file you wish to upload by clicking on the Browse button and selecting a local file You may add any comments to the Version Comments box and then press Ok to upload the file If you need to upload more than one document then click on the Upload Multiple Files link to display a window which allows you to upload multiple files Upload Course Related Documents If you wish to upload a document to the SharePoint site then provided you have the necessary permissions then the Add document icon will appear as shown below Module Details 11 Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE When you click on the link a popup window as shown below will appear to help you upload your document and classify it correctly The fie
11. gg et ser 1 Primary Navigation Allows you to navigate to an individual Partner Site 2 Secondary Navigation Allows you to navigate to content within this site 3 Announcement Area Displays any system announcements that have been created 4 My Tasks Displays a list of Workflow tasks that have been assigned to you from across all of the Partner Sites 5 My Modules Displays the list of Modules that you have been assigned a role on across all of the Partner Sites 6 My Profile The My Profile section of the home page displays your current profile information 16 O Copyright 2012 Lancaster University International Partnerships Users Guide zc Policy Documents The Policy Documents library contains guidance amp policy documents that Lancaster University wish to distribute to all partner institutions These documents are only updateable through the Lancaster site and when they are distributed to the Partner Sites they are read only od D gemeng J mp Sp e m p i el p gt K e La D ter v te mp gg E r our ss MH r pn To access the Policy Documents library then click on Policy Documents as shown in the figure above To find out more information about working with Document Libraries please refer to Section Working with Documents in Chapter Two Adding Sub Folders It is possible to add sub folders to the Policy Documents library to help users naviga
12. information out to each Partner Site This can be used during the workflow processes To view the Organisation hierarchy then click Organisation on the left of the screen as shown below o ee SUG A ee be mew it e n em SA D ge dE OD we te eee gg D Lancaster Contacts In order to maintain consistent contact information then the Lancaster University Contact information is copied to each partner site When you first log into the Lancaster University Site then a contact will be created within the Contacts list However it is possible to update the details either by locating your entry within the Contacts list or using the Contact Web Part on the Lancaster Site homepage as shown below Lancaster University Partner ren A b nee ap mg Ce DOGG mm gt r eo es n asia ss 2 te bem bets ppt Poeem VE lt tee ns tomt te be cms um 22 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Navigating to Partner Sites To get to an individual Partner site then you can select an institution from the primary navigation bar at the top of the Lancaster University Partner Area home page Home GD Goenka IMSATS Sunway It is also possible to navigate directly to a Module or Workflow Task within a Partner Site by clicking on the required Module or Task from the Home Page as shown below Lancaster University Partner a sn Navigate to a Workflow Task
13. take place or marked Percentage of Mark The percentage of the overall total module credits that the assessment accounts for 30 O Copyright 2012 Lancaster University International Partnerships Users Guide LANCAS Course Navigation Each level of the hierarchy has a tab strip as shown below Documents Programmes Workflows To navigate down through the hierarchy then you should click on the second tab which should be named after the next level of the hierarchy ie Programmes at Academic Period Level Modules at Programme Level and Assessments at Module Level as shown below Academic Period Details This will show all of the sub elements that are attached to the currently viewed level In the above example these are all Programmes due to be taught in the 2011 2012 academic period To navigate to the sub element then simply click on the Programme Title Note The All Courses view can also be used to navigate the Course hierarchy See the All Courses section below 31 Copyright 2012 Lancaster University International Partnerships Users Guide MSA UN E Once you are viewing a Programme if you wish to return up the hierarchy to the Academic Period then simply click on the Academic Period as shown below Programme Details e rg De p D I e vderut Pered Prog 1 j e JT OP sine Management Sooo Parmer Orgerimeten Unit Sunrewey Univerarty Business School mary Contact Sik
14. the following sections however the options available will depend on the site that you are currently viewing Lancaster Site Partner Site Examiner Site Libraries Libraries ad Recyde Bin Collaborative Collaborative SK Agreements Agreements Eh All Site Content Partner Documents Partner Documents Policy Documents Policy Documents Lists Lists Academic Periods Academic Periods Programmes Programmes Modules Modules Assessments Assessments Partner Organisation Partner Organisation Structure Structure Partner Contacts Partner Contacts Partner Calendar Partner Calendar A Recycle Bin A Recycle Bin ES All Site Content E All Site Content Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Working with Documents The system has been designed to allow the transfer of documents between the partner institutions and Lancaster University Primarily there are two types of documents General Documents These are the policy documents collaborative agreements and partner documents that are NOT attached to a Programme Module or Assessment Course Related Documents These are documents that are attached to a Programme Module or Assessment Viewing Editing Existing Documents To view a document then click on the document name this will open the document using Word on your local machine Any changes that you make to the document will be saved back to the SharePoint server when you click on the Save button
15. 0 Resubmission for Approval EE dd ane ne a uote 51 General Task Prepare for Exam Board Lavvo 52 General Task Complete Exam BR vvs eek 52 NER EL WV ON HOW S 5 sia Ee 53 Navigating le AE E 55 Chapter Seven Managing the Workflow Process ss 56 FONN 56 TENT 57 Referral Report EEN 58 Chapter Eight AdMiInisStrationvisdssnisscavenscssesssvvserendsecrevnernedsvndedensansseaddvneancsndaneusoonbecdeasbeuseanstervnsecsoupavans 59 FATT 59 Managing HE 59 Ei Ee nat EEN 60 VTM 61 Managing the Workflow stages ss 62 Adding VTS vr needed 63 Import Export Workflow Templates iii 68 Adding Task FOS ant maman ennemie noie 69 Data Tuntange 70 Configuring Data Import ee 70 Monitoring the Data le ele ln i Wee 72 Configuring the Data Import Connection Settings 72 iii Copyright 2012 Lancaster University International Partnerships Users Guide Chapter One Introduction How to use this guide This document is designed to be used as either a self paced learning guide or as reference material for users that have received classroom training on the International Partnership system Application Purpose Lancaster University has developed a SharePoint based workflow application to assist in the moderation of modules and assessments that are taught at its partner institutions In addition to the moderation workflow functionality the website also provides a repository for documents relating to the partnerships agreements between Lancaster
16. Alert Me button dd n h Multi action buttons contain the icon to denote they contain multiple options When you click on a Multi action button then a drop down menu will appear with the list of actions that may be performed as shown below Approve Reject We Set an alert on this page kp Manage My Alerts bea ra ur au I O Copyright 2012 Lancaster University International Partnerships Users Guide zc Popup Windows Popup windows are also within the application These appear as shown below The popup windows are generally displayed when some information needs to be captured in a controlled mechanism If you have entered the popup by mistake then it may be closed by either selecting Cancel or Close or clicking on the close icon in the top right hand corner of the popup window Copyright 2012 Lancaster University International Partnerships Users Guide LANCAST Navigating the system SharePoint may require some experience and practice to become familiar with the user interface There are three ways to navigate the system in SharePoint Primary Navigation Bar The primary navigation bar is displayed at the top of the screen This allows you to navigate to specific sites or areas of functionality For partners and Lancaster users who navigate to a partner site the following navigation bar is available Home All Courses Timeline View Reports Admin Page For Lancaster users the follo
17. Area first and they need to select which International Partners Site they wish to view Site Structure Each Partner Site is made up of a number of data lists and document libraries as shown in the diagram below Academic Periods EE L Documents amp Workflows L Documents amp Workflows Collaborative Agreements Partner Documents Policy Documents Partner Organisational Structure Partner Contacts Partner Calendar Academic periods Programmes Modules and Assessment are maintained in the Lancaster University Student Information systems known as LUSI The information is synchronised between LUSI and SharePoint regularly Documents can be uploaded by Partner or University staff members and stored against each of the specific items in the hierarchy There are also two workflow processes are run against the Module and Assessment items and these are discussed further in Chapter Six 25 Copyright 2012 Lancaster University International Partnerships Users Guide Three other document libraries also exist within each Partner Site Collaborative Agreements This displays a read only view of the agreements between Lancaster University and this Partner Institution The documents are maintained by the registry team Policy Documents This provides a read only view of the Policy and General documents that have been published in the Lancaster University Partner Area Partner Documents This area can be used as a shar
18. Chapter Four 39 Copyright 2012 Lancaster University International Partnerships Users Guide Chapter Six Workflow Process Introduction In order to track and manage the moderation processes that are required to take place for assessments the system utilises the SharePoint Workflow components The business processes have been modelled within SharePoint so that the moderation process is completed quickly and required users have visibility of the workflow process Each Module has a start date and each Assessment an assessment date field which are used by SharePoint to automatically start the required Workflow Process workflow process runs through a pre defined list of stages until it reaches its completion point When a workflow process is running then Workflow Tasks will be assigned to various users such as the Module Leader Moderator or External Examiner who are required to take some action in order for the workflow to progress onto the next person in the chain 40 O Copyright 2012 Lancaster University International Partnerships Users Guide Assessment Setting Moderation Process The assessment setting moderation process takes place before the start of teaching of a module and comprises the steps below The assessment setting moderation process takes place against an entire Module and includes all of it s assessments Module Moderator External Leader Examiner Submit Task ML to upload required documents
19. International Partnerships System User Guide Version 1 0 Copyright 2012 Lancaster University International Partnerships Users Guide Contents TEN 1 DEE 1 NTN ae RO ti 1 Howto BR lb i eienen a ER EN te D tt 1 Me 1 Mee 1 Explanation of Process Terminology Boles ss 2 eg e 3 Assessment Setting Moderation Process ss 3 Assessment Marking Moderation Process ss 3 Nov 3 Chapter Two Getting TN 4 logging into the SE nan REEE EEE EEEE NE dt on eu 4 Introduction to SharePoint User Interface EEN 5 TH OO COMORES ER EE RE EE 6 PANNA 7 Navigating EE EE EN 8 Primary Navigation I EEE EE EE EE 8 NTN 8 Bread cromo NN EN RE ed hd ut ni 9 FEN 9 NN 9 Working with Documents rn 10 Viewing Editing Existing Documents iii 10 Uploading General eet siens israel 10 Upload Course Related DOCUMENIS iii ss nissan 11 Deleting DOC IBM a EEK end ao di 13 Restoring e et E LEE 13 s GL I EN EE EE EN EN ere eee 14 Security Access to Programmes Modules and Assessments essssessrssesssrrrserrrrrrrresrrrrresrrerererrrrsses 14 Chapter Three Lancaster USerS vaere regelen senke 15 Structure OF EEE EE Ee ugeet 15 Lancaster Site Home ne ea nos REE God made 16 Copyright 2012 Lancaster University International Partnerships Users Guide Policy DOCUMENTS nn mio mania eee 17 Adding SUb e 17 Using Windows elle e EE 18 n E EE 19 Switching MINE a a cadeau NN 19 PN aaa aE ee ese 20 eut 21 BEER 22 Beleeg CES nd nn ae dead
20. Te 47 Copyright 2012 Lancaster University International Partnerships Users Guide zc Submit Task Module Leader to Submit Scripts The second task asks the Module Leader to send the sample scripts and mark distributions to Lancaster University for moderation The Module Leader will receive an email informing them that a new task has been created and by clicking on the link will be taken to the Marking Moderation Submission task form as shown below The Module Leader may upload the sample scripts to an electronic storage area such as SharePoint or they may send the scripts via a courier Information on how the scripts are to be sent to Lancaster University should be entered into this task so that both the Partner and Lancaster University have visibility on how the example scripts and marks will arrive To Edit the task press the Edit Item button Marking Moderation Submission Tank Outat lask Title Tack Descriptor nner le Lise Miele Skatus Relates Ic Hurt hot LUpseded Le ster sin 48 Copyright 2012 Lancaster University International Partnerships Users Guide SEET sFirstly select the method that the documents will be sent either electronically or via post If the documents are being sent electronically then specify the method the location and the date that the documents were uploaded and then press the Complete button to finish the task as shown above The Close button
21. The Module Leader can review your comments in the Task Details section and make the appropriate changes to the document Once the changes are complete and the documentation is ready for resubmission then edit the Approval task and click on the Resubmit button as shown below Meet Weste Len 51 O Copyright 2012 Lancaster University International Partnerships Users Guide General Task Prepare for Exam Board This general task is assigned to the Moderator For information on how to work with general tasks see step General Tasks Module Leader Marking above General Task Complete Exam Board This general task is assigned to the Moderator For information on how to work with general tasks see step General Tasks Module Leader Marking above 52 O Copyright 2012 Lancaster University International Partnerships Users Guide LANCAST Navigating Workflows To navigate to a task or a workflow the user must first navigate to either a module to view Assessment Setting Workflows or an individual assessment to view Assessment Marking Workflows and click on the Workflows tab as shown below For more information on navigating to a Module or Assessment see the section Course Navigation in Chapter Four G Module Details 6 mms Merethe sn pee teien ELLE The Workflows tab shows workflows that are either currently running against the Module or Assessment under Running Workflows or show workflow
22. USIReference General The URL of the General web service Default is https lusiservice lancs ac uk lusireference LUSICourseHandbook The URL of the Course handbook web service Default is http mis severn lancs ac uk courseswebservi LUSIReferenceUsername The username to access the web services LUSIReferencePassword The password to access the web services 72 O Copyright 2012 Lancaster University
23. University and its international partners e g Collaborative Agreements Policy Documents etc How to get help Contacts will have key contacts for help with SharePoint there will be administrative representatives which will be assigned when the site goes live However for now it will be the key SharePoint contacts centrally Rebecca Shaw International Partnerships Assistant Tel 5 93487 Email r shaw1 lancaster ac uk Room A3 LUMS Online resources A copy of this guide will be put onto the G drive and uploaded onto SharePoint http office microsoft com en us word help track changes while you edit HA001218690 aspx A Microsoft Office Guide http office microsoft com en us training overview RZ010235968 aspx section 1 Microsoft Office Tutorial University resources ISS Service Desk 5 10987 ISS e learning resources for word 2007 http www lancs ac uk iss training Elearning word07 html Copyright 2012 Lancaster University Commented AW1 Should be updated to contact Systems Support first Commented AW2 The document should show how to use Version tracking in SharePoint rather than word International Partnerships Users Guide Explanation of Process Terminology Roles The application is based on the processes that are already in place for dealing with Partner Institutions Here we will attempt to define some of the terminology and roles that are used in this documentation SharePoint Micro
24. a general task from the Step Type and complete the following information Field Description Workflow Step Name An internal description for the workflow step Task Form Select the form to display to the user Task Title This is the title of the task which is shown to the user Task Description This is a description of the actions that the user needs to take before completing the task This is shown to the user Assigned To Role You may assign the task to one of the pre defined roles within the system or choose Specific User and enter their name into the Assigned To User field Assigned To User When the Assigned To field is set to Specific User this identifies the user that should complete the task Days to Complete Enter the number of business days that the system should allow the user to complete the task 63 O Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE A submit step creates a workflow task where the user is required to submit some information or documents Add Workflow Step Step Type Submit Items Workflow Step Name Submit Form Setting Submission Form Task Title Task Description Assigned To Role sa tu User WW Days To ee Complete 1 business day e Module Leader To create a submit step them select Submit Items from the Step Type field and complete the following information Field Description Workflow Step Name An
25. ademic Period The Academic Period that the Module will be taught in Programme One or more programmes that the Module may be selected within Cohort The Cohort identifier that the Module is taught for useful for semester based institutions Module Code The internal module identification code Lead Organisation Whether the Partner Organisation or Lancaster University are responsible for running the course Module Leader Contact The individual with responsibility for teaching the module Moderator Contact The individual with responsibility for Moderating the course and assessment content Examiner Contact The individual with responsibility to act in the External Examiner role Other Contacts One or more additional contacts that require access to the module information documentation 29 Copyright 2012 Lancaster University Commented AW7 Add LUSI Contact Roles International Partnerships Users Guide Start Date The start date of the Module End Date The date the teaching of the Module is due to complete Module Credits The number of Module Credits that this module may provide Assessment Details For Coursework and Examination Assessments we collect the following information Assessment Title The title of the assessment Module The module that the assessment relates to Assessment Type The type of assessment either Coursework or Examination Assessment Date The date that the assessment is due to
26. al Examiner review and approval of the marking and sample scripts Approval Task Task Drtade L st Mn oem cmt kilk a 50 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI The moderator should review the documents uploaded against the Module by clicking on 1 in the above picture and against the Assessments by clicking on 2 in the above picture Once the documents have been reviewed then the moderator should update the Workflow Task by clicking on Edit Item to display the screen below Approval Task Ag poet Ret Masi H tt V ra If you need to update the Due Date or reassign the task to another user then update the Task Details section and press the Update button If you are happy with the documents then enter any brief comments into the Response section and press the Approve button If you are not happy with the documentation that has been submitted then you should enter a reason into the Response section and if the referral is for Major Changes then click on the Refer Major If the referral is for only a minor change then enter a reason into the Response section and click on Refer Minor button Resubmission for Approval If the task is referred back to the Module Leader a new referral task will now be created and an email will be sent to the Module Leader informing them that the approval has been referred to them
27. current Programme Module or Assessment Click the Cancel button to abort the upload document process Deleting Documents To delete a document the user can hover over the document to display the document menu and AS Delete then select the option as shown below ek So 2 4 Le bs ES Restoring a document If you accidently delete a document then it is possible for a user to restore it SharePoint uses a two stage recycle bin so that within the first 30 days after a document is deleted it may be restored by a user During the next 30 days then a site administrator may restore your files after this point then a system administrator may be able to restore your files from a system backup To restore a document then you should click on Recycle Bin from the list on the left of the screen select the document s you which to restore from the list and click on the Restore Selection option To remove a document from the first stage recycle bin the select the document and click on the Delete Document button This will move the document onto the second stage recycle bin 13 Copyright 2012 Lancaster University International Partnerships Users Guide Security Security is controlled within the system based on your user role The following user roles are defined within the system Lancaster Role This is a user who has access to the information in the Lancaster university site and all partner sub sites Externa
28. d Description Workflow Step Name An internal description for the workflow step Approval Form Select the approval form to display to the approver user Approval Task Title This is the title of the task which is shown to the approval user Approval Task This is a description of the actions that the user needs to take before Description completing the task This is shown to the user Assigned To Role You may assign the task to one of the pre defined roles within the system or choose Specific User and enter their name into the Assigned To User field Assigned To User When the Assigned To field is set to Specific User this identifies the user that should complete the task 65 O Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE Referral Form Select the referral form to display to the referral user NOTE THIS USUALLY DEFAULTS TO AN APROVAL FORM so must be changed Referral Task Title This is the title of the task which is shown to the referral user Referral Task This is a description of the actions that the user needs to take before Description completing the task This is shown to the user Referred To Role You may assign the task to one of the pre defined roles within the system or choose Specific User and enter their name into the Assigned To User field Referred To User When the Assigned To field is set to Specific User this identifies the user t
29. e Module Assessment Name or the Workflow Process Name to navigate from the report directly to the individual module assessment or workflow status 57 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTER N Referral Report The Referral report shows the number of major and minor referrals that have been made during execution of the workflow processes Printz D A Referral Reports bent Tune e Mae Peters vw Modus ir roductory romare klan dite base Locke Mane Fefeab Wac felo kaserner Selimo A orkflem 134 Trut i pHudute Quartitatwe Matos fer Danon Maberg H Writise joertrigtes Summer nsia i birajte Myra ganen Acc ountey w b ret de ZOTAT H argitezgz Lrektflzee Harris La ste tett flame Pefsgtb Lirzts Patena 5 da pent Setting Modkfles OL 07125708 Trus D Vad ar Sratege Franc Mangoerment NR Perupi al Arer i D Lrutide francisi Accomrmrg i i The referral report is grouped by the Item Type either the Module or Assessment as shown at 1 above and by Workflow Process as shown at 2 above The report shows the number of times that an Approval task had a Major Referral and how many times an Approval task had a Minor Referral You can navigate from the report directly to the related Module Assessment or the Workflow Status screen 58 O Copyright 2012 Lancaster University International Partnerships Users Guide zc Chapter Eight Administration Adm
30. ed document repository for documents that need to be shared between Lancaster University and the Partner Institution Both Lancaster University and the International Partners users may place documents into this library For more information on how to use the Partner Documents area see the section Working with documents in Chapter Two There are also a number of other lists within each Partner Site Partner Organisation Structure The partner organisation structure is set up by the partner administrator this will define the structure of the organisation such as departments and faculties Partner Contacts Partner contacts displays contact information of staff at the partner organisation Partner Calendar Partner calendar displays a list of events that are held by the partner organisation these are also available within the Lancaster University Partner Area as a view across all Partner Calendars 26 O Copyright 2012 Lancaster University International Partnerships Users Guide Academic Period Programmes Modules amp Assessments Lists The information stored within these lists is read only and should not be modified directly in the SharePoint system Information is transferred from Partner Institutions into the central LUSI system at Lancaster University which then drives the information displayed within SharePoint Information Each list item has information fields specific to that level of the hierarchy as shown and described i
31. edited 22 Navigating to Partner NE Servers 23 PT ne un a ae D nn aout 24 Chapter Four Partner USCIS iss cssussaawessaivnnvaneenaansvnesenaselennnesenysonniigandensuntsaninenvanasadexeederdontavaeniuntasersnesnineeds 25 EE NE EE EE ne eee ee ee E 25 Academic Period Programmes Modules amp Assessments Lists 27 MN 27 NNN 31 Partner Organisation Eug ge d LEE 33 Partner eu Te E 34 Pannier OIG ANS A ne a ed ie ne ten 35 Creating an APPOINTMENT an de en den ee tee do 35 Editing or Deleting an Appointment iis css ieinenercerdanndett 35 MV 36 Te VO a Dee a D D a ES 36 Me Te 37 Ke DA A ee EE EEE EE EN EE amd 37 Chapter Five External E Eu TC 38 EE 38 OR de ee 39 Navigating TO a Partner Evje 39 Chapter Six Workflow Process are 40 OO ed T E E AT ATA 40 Assessment Setting Moderation Process sine 41 Submit Task Module Leader to Upload Documents 42 Moderator External Examiner Approval Task is 43 ii Copyright 2012 Lancaster University International Partnerships Users Guide Resubmission for Approval ER 44 Assessment Marking Moderation Process ss 45 General Tasks Module Leader Marking rrannnnrnrrrnnnnnnnnnnnrnnrsssnnnnnnnnnnsnnsrnnnnnnnnnnennsnnnnsssnnnnnnnnnnsnenes 47 Submit Task Module Leader to Submit Scripts 48 General Task Receive ASSessmentS rrrnrrnrnrenrnvnnnnenanannrsnnnnnnnnnnnnnnnnnnnvenenensnnensnnnnnnnnnnnnunnnnnnnnennnnene 49 Moderator External Examiner Approval inner 5
32. ee EST gt Lot fe vote tort er two Sere ve are Permet Le WI brkrtsetzc Leroy Erie od ba Prem 2T ut Tcosie TET TET A J ZA Once you have located the element you wish to view then simply click on the Title Column to jump to the individual Programme Module or Assessment Timeline View The Timeline View allows you to view a Programme and it s Modules and Assessments as a Gantt chart The start and end dates of each module are shown and each assessments date is highlighted as a milestone as shown in the example below To view the information select the Programme from the Programme drop down list rman ar Ee de heed T PA LL MN DEE Pam vg Ge eee ie bd Programme Selector TT Gantt View 36 Copyright 2012 Lancaster University International Partnerships Users Guide Reports A selection of reports are available to help administrators and Programme Directors manage the workflow processes See Chapter Seven Managing the Process Admin Page The administrator page is explained in more detail in Chapter Eight Administration Copyright 2012 Lancaster University 37 International Partnerships Users Guide zc Chapter Five External Examiners The external examiner site is a read only view of the information contained within each Partner Site The Workflow tasks and Modules that each external examiner has been assigned on to will be displayed on the External Examine
33. eld against a module The default is Course Convenor Enter the name of the LUSI person role that will be used to populate the Examiner Contact field against a module The default is External Examiner Enter the name of the LUSI person role that will be used to populate the Other Contacts field against a module The default is Administrative Staff When the credits for a module are imported from LUSI a credit conversion factor may be applied By default the factor is 1 which means the credits imported from LUSI via the Partner are equivalent to LUSI credits 71 O Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI Monitoring the Data Import Process Use the View Data Import Logs option to view the execution of the data import process timer job View Data Import Logs Configuring the Data Import Connection Settings It is only possible to update the Data Import Connection Settings through Powershell running on the SharePoint Server The following command s should be used to update these settings Swa Get SPWebApplication http localhost 5000 Swa Properties The following properties exist Property Description LUSIReference CourseManager The URL of the course manager web service Default is https lusiservice lancs ac uk lusireference LUSIReference Staff The URL of the staff web service Default is https lusiservice lancs ac uk userdetails S L
34. en below Approval Task If you need to update the Due Date or reassign the task to another user then update the Task Details section and press the Update button If you are happy with the documents then enter any brief comments into the Response section and press the Approve button If you are not happy with the documentation that has been submitted then you should enter a reason into the Response section and if the referral is for Major Changes then click on the Refer Major If the referral is for only a minor change then enter a reason into the Response section and click on Refer Minor button Resubmission for Approval If the task is referred back to the Module Leader a new referral task will now be created and an email will be sent to the Module Leader informing them that the approval has been referred to them The Module Leader can review your comments in the Task Details section and make the appropriate changes to the document Once the changes are complete and the documentation is ready for resubmission then edit the Approval task and click on the Resubmit button as shown below Meet Weste Len 44 O Copyright 2012 Lancaster University Commented AW8 Wrong picture here International Partnerships Users Guide Assessment Marking Moderation Process Module Moderator External Leader Examiner General Task Module Leader asked to mark the assessment Sub
35. hat should complete the task The Run a code method runs some pre complied code method that is deployed with the workflow Add Workflow Step Step Type Run a code method Workflow Step Name Code Id To create a code step then you should select Run a code method in the Step Typepecify the following information Field Description Workflow Step Name An internal description for the workflow step Code Id The identifier of the code method to run To make a decision when running the workflow then add a decision step as shown below Add Workflow Step Step Type Make a decision Workflow Step Name Decision Id Success State Fail State 66 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE You should complete the following information Field Description Workflow Step Name An internal description for the workflow step Decision Id The identifier of the decision method to run Success State The number of the step to jump to if the decision returns true Fail State The number of the step to jump to if the decision returns false If you wish to create a workflow step that sends an email to a user then choose Email a user as your Step Type as shown below Add Workflow Step Step Type Email a user Workflow Step Name Send email to Module Leader SE wm e O USer Subject Then you should complete the following information
36. he picture above To access the Assessments that are related to the current workflow task click on the Assessment links at 2 in the above picture Copyright 2012 Lancaster University International Partnerships Users Guide zc Once the required documents have been uploaded then click on the Edit Item to view the task in the Edit Mode as shown below Lutrgdaia ep If you wish to update the status of the task or re assign the task to someone else then update the fields in the Task Details section of the form and click on Update Task To complete the submission task then click on the Complete Task button The system will check the Module and Assessments to ensure the correct documents have been uploaded If an error occurs then this will be displayed in red Correct the errors and complete the task again Moderator External Examiner Approval Task Once the submission task is complete then an Approval Task will be assigned to the person configured as the Moderator for the module Approval Task 43 Copyright 2012 Lancaster University International Partnerships Users Guide The moderator should review the documents uploaded against the Module by clicking on 1 in the above picture and against the Assessments by clicking on 2 in the above picture Once the documents have been reviewed then the moderator should update the Workflow Task by clicking on Edit Item to display the scre
37. in Partner Screen If you have been granted administration rights for your Partner Institution then you will be able to access the Administration page by clicking on the Admin Page option as shown below This section takes you through the various options within this section of the website Drowns EN Lancaster Examiner Sunway University Sec dmn Page P A prones Administrator Page Users and Pennissions Adrunistra bon re Managing Users Managing Users 59 Copyright 2012 Lancaster University International Partnerships Users Guide ANT JL Managing Administrators As a Partner Administrator you can delegate the Administrator Permission to other users of the system To do this click on the Manage Administrators option from the Admin Page to display the members of the Partner Administrators group To add a new user click on the New gt Add Users option as shown below tore MC Cups ete Yew e Partner Admin Aske Users Sertrer Leery Acie users te rs grees Jeep Tee Ceanertrment Lat ad L ar Mors er ee L v are Fe It Arnrpaty are mus Type either the name email address or Lancaster login accountname of the user you wish to add to the Administrator role and optionally you can send them an email to confirm they have been granted administrator permissions Click OK to add the user Jan ec seer Senate Des vat wets Send Had Serd
38. internal description for the workflow step Submit Form Select the submit form to display to the user Task Title This is the title of the task which is shown to the user Task Description This is a description of the actions that the user needs to take before completing the task This is shown to the user Assigned To Role You may assign the task to one of the pre defined roles within the system or choose Specific User and enter their name into the Assigned To User field Assigned To User When the Assigned To field is set to Specific User this identifies the user that should complete the task Days to Complete Enter the number of business days that the system should allow the user to complete the task 64 Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE An Approval Step requires two users to interact until a state of approval has been reached Add Workflow Step Step Type Approve Items Workflow Step Name Approval Form Standard Approval Form Approval Task Title Approval Task Description assigned TO module Leader er LO gen User wl Referral Form SEE e Referral Task Title Referral Task Description Referred To Role Referred To User Module Leader Days To Complete 1 business day Close To create an approval step them select Approve Items from the Step Type field and complete the following information Fiel
39. l Examiner Role An external examiner has access only to programme module and assessment information within each partner site This information is also summarised within the external examiner site Partner User A partner user has access to the information within their institutions partner site Partner Administrator The partner administrator has full access to the information within their institutions partner site Collaborative Agreement Administrators The collaborative Agreement administrators Lancaster Site Administrator The Lancaster site administrator role has permissions Security Access to Programmes Modules and Assessments Access to individual Programmes Modules Assessments and their associated documents and workflows is managed by the system and only granted when you are assigned a role against the module or programme If you are assigned a role against a Programme Primary Contact or Other Contact then you will also be assigned access to the Modules and Assessments that may be selected to complete that programme If you are assigned a role against a Module Module Leader Moderator External Examiner or Other Contact then you will be assigned access to the Programmes that the module is taught on as well as the assessments attached to that module but you will NOT be granted access to other modules that may be chosen for that Programme 14 O Copyright 2012 Lancaster University International Partnerships Users Guide
40. lds displayed are Document Type The types of the document that you are uploading The options for this depends on whether the document is being attached to a Programme Module or Assessment Document Title The titles of the document that you are uploading Document Click the Browse button and select the document that you are uploading from your local computer Once the screen has been completed press the Upload button to upload your document to the system Click the Cancel button to abort the upload document process If you need to upload multiple documents for the Programmes Module or Assessment then click on the Upload Multiple Documents button to display the popup window below Upload Document File to upload Document Type Document Title Unclassified Unclassified Le Using this screen you can upload multiple files at the same time Click on the Browse button to select the file from your local machine select the document type and enter a Title for the document If you need to add more documents rows then click on the Add New button To remove a document row click on the Remove button 12 Copyright 2012 Lancaster University Commented AW3 Needs to be updated Commented AW4 Needs to be updated after update International Partnerships Users Guide VANGASTE Once the window has been completed then click on the Upload button to upload all of the selected documents to the
41. lt Partner Site Title gt Partner View so for example when a partner is in the COMSATS partner site then the COMSATS Partner View is used to get the agreements to display When a new Partner Site is created then an additional view within the Collaborative Agreements library will need to be created 20 Copyright 2012 Lancaster University International Partnerships Users Guide sr Announcements Announcements are used to send system messages out to all users of the International Partnership system When a user logs into the system the announcements are displayed at the top of each sites home page as shown below In order to add an announcement then provided you have sufficient access rights then click on Announcements under the Lists section on the left of the screen to access the announcement list To create a new announcement then click on Items within the Ribbon bar at the top of the screen s Add new announcement and click on New tem or press the option as shown below When adding an announcement it is possible to set an Expiration Date using the Expires date picker If no expiry date is specified then the announcement will always be displayed 21 Copyright 2012 Lancaster University International Partnerships Users Guide zc Organisation Structure The organisation structure of Lancaster University is maintained via the Lancaster Site and a scheduled process copies this
42. minated user 61 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Managing the workflow stages The workflow process is managed through the Edit Workflow Templates screen EN Lancaster Seittwav University Fait Vi hone e rte i SC 1 JE i P L raner Edit Workflow Templates Workflow Template Asesserert Markonz Terelate gt Workflow Steps Expo Targiaie Import Template Hovering over the workflow steps displays the quick menu as shown above Action Description Edit Step Allows you to edit the properties of the current step Move Up Moves the current step up one place in the workflow steps Move Down Moves the current step down one place in the workflow steps Insert Task Above Creates a new task above the current task Insert Task Below Creates a new task below the current task Delete Task Deletes the current task The task is moved to the recycle bin 62 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Adding Workflow Tasks A general task is used to create a workflow task which is waiting for a user to complete an action outside the system Add Workflow Step Step Type Create a general task Workflow Step Name Task Form Standard Task Form Task Title Task Description KS ned To Module Leader Ly User Days To Complete 1 business day To create a general task select Create
43. mit Task Module Leader asked to upload required documents to the system or register postal details General Task Receive Exam Scripts from partner institution Approval Task lt Review the exam scripts and moderate marking with ML Decision System will decide if moderation is required by external examiner Approval Task lt Review the exam scripts and marking with Moderator Decision System will decide if assessment is of type Examination continued on next page 45 O Copyright 2012 Lancaster University International Partnerships Users Guide Module Moderator External Leader Examiner General Task Prepare for exam board General Task Complete exam board Email Task Email ML that moderation process is complete 46 O Copyright 2012 Lancaster University International Partnerships Users Guide zc General Tasks Module Leader Marking During the workflow process a General task is assigned to the Module Leader to ask them to Mark the assessment User Task Task Dotate Task Tine Task Description ssas le Nue Dats Matus Ketaieg Ta Edi tem Once marking has been completed then the Module Leader should open the task and click on the Edit Item button This will display the General Task in Edit Mode To complete the task press the Complete button as shown below User Task Cash Detodk Teeb Taie ask Dasi pistons Bssggrredl
44. n the screen shots below Academic Period Details At academic period level we import the following information Period Title A title for the academic period Start Date The start date of the academic period End Date The end date of the academic period 27 O Copyright 2012 Lancaster University International Partnerships Users Guide Programme Details At Programme level we import the following information Programme Title The title for the Academic Programme Academic Period The academic period that the Programme is due to be delivered in Programme Type Whether the programme is an Undergraduate or Postgraduate programme LU Organisation Unit The Lancaster University department or faculty that is primarily responsible for the programme Partner Organisation Unit The Partner Organisation unit that is primarily responsible for the Programme LU Primary Contact The Lancaster University Primary Contact for this Programme Partner Primary Contact The Partner Institutions Primary Contact for this Programme Other Contacts Any administrative contacts that should have access to the Programme and all sub modules 28 Copyright 2012 Lancaster University Commented AW5 Add the role from LUSI which is used here Commented AW6 Add Contact International Partnerships Users Guide Module Details At Module level the following information is imported from LUSI Module Title The title for the Module Ac
45. n Eet eiiiai d ai mur meres LE MS VE The information in the Partner Contacts lists is used to send Workflow emails so if you wish to receive these to a different email address then please update your profile information by clicking on the Edit Profile option in the My Profile section on the International Partnership Home page 34 Copyright 2012 Lancaster University International Partnerships Users Guide sr Partner Calendars The Partner Calendars provides a shared calendar that both Lancaster University users and the International Partner can share Creating an Appointment To add a new appointment to the Partner Calendar then first navigate to the Partner Calendar by selecting the option on the left of the screen then choose New Item from within the Items ribbon as shown below Editing or Deleting an Appointment To edit or delete an appointment then click on the required appointment to display the View Item screen and choose either Edit Item or Delete Item as shown below Deleted Items move to the Recycle Bin for more information on the Recycle Bin see Chapter Two 35 Copyright 2012 Lancaster University International Partnerships Users Guide NATE All Courses View The All Courses View provides the ability to navigate the Academic Period Programme Module Assessment hierarchy ee 3 Latttmalur Ceara rnay Uleveredty sree All Courses Mota l
46. om all Partner Sites or by navigating directly to an International Partner Site which will show all tasks assigned to you on the home page as shown below Lancaster University Partner Ares A rer ERT ter Ver gege mm erg 4 rg gg tae gt e gg mm mer ve mg rg e 55 Copyright 2012 Lancaster University Commented AW9 Need to add Screenshot here International Partnerships Users Guide zc Chapter Seven Managing the Workflow Process The system has a number of pre defined reports to help administrators to manage the workflow processes Reporting To access the Reports then you should navigate to a Partner Site and then click on the Reports option from the Primary Navigation Reports eet 08 ee in L ombre LOG mmm mme 56 Copyright 2012 Lancaster University International Partnerships Users Guide zc Overdue Task Report The overdue task report is designed to show the workflow tasks that have not been completed The report shows overdue tasks against either Module for Assessment Setting Workflows or against Assessments for Assessment Marking Workflows First the user should select whether they want to view Modules and Assessments As shown above the report then displays e The Workflow Task Item the module or assessment e The Workflow Process Name e The Title of the task e Who it is currently assigned to e The tasks due date e The number of days overdue You can click on th
47. r on Katy Partner E nary Contact D Linus Andress e enct Steve Chics Simm David Shen Aeheoca Choe Soung Mr Module Code Comer start Dote Advanced Aude Ard Astutie Lovanced Frano Accounting Anwanced Marager rt Acrceurtin vi futt LO Copyright 2012 Lancaster University 32 International Partnerships Users Guide sr Partner Organisation Structure The Partner Organisation structure is maintained within each Partner Site this information can then be used during the workflow processes To view the Organisation hierarchy then click Organisation on the left of the screen as shown below hu owe te tasses Ab dm PN g A N ge ee te ewe Only Partner Administrators can modify the Partner Organisation Hierarchy 33 Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE Partner Contacts In order to maintain consistent contact information then the Partner Contact Information allows both Partners and Lancaster University Staff to have a centralised contact list When a Partner Institution user first log into Partner Site then a contact will be automatically created within the Partner Contacts list However it is possible to update the details either by locating your entry within the Contacts list or using the Contact Web Part on the Lancaster Site homepage as shown below International Partn rship Home el AM AL ALLA gt ie em ei sl ov L ma
48. r home page but not content is stored directly within the site Site Structure Workflow Partner 1 Site External Examiner Partner 2 Tasks Site Site Workflow Partner 3 Site 38 Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE Home Page The external examiner home page is shown below Lancaster University External a eee mm Navigate to a Workflow Task z mre eters eee hl 27 zs g ge D ome Le gr met The homepage consists of two web parts the first showing any workflow tasks that have been assigned to the external examiner The second web part shows a list of Modules grouped by Partner Institution Navigating To a Partner Site As an external examiner you should click on a Module in the My Modules web part which will take you to that particular Partner Site Once you are viewing a Partner Site if you wish to return to the External Examiner site then you must click Examiner in the breadcrumb trail at the top of the screen as shown below If the breadcrumb trail is not visible then click Browse on the Ribbon Bar International Partnership Home e A TEST SYSTEM Please note you are accessing the test syster ease ioo any festures bunmtoitezsue list at artne mest fate r hits came r 1 LOGU centre Title Related hern Status Due Date At y Mock des For more information on navigating the Partner Site please refer to
49. s that have been completed under the Completed Workflows To view more information about the workflow click on the Workflow Name for example Assessment Setting Workflow in the above example to see the Workflow Detail Screen below 53 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE The first section provides information about the Workflow such as when it was started its current status and the Module or Assessment that the workflow relates to The second section shows all of the Workflow Tasks that have been created for the workflow the status of the current task who it was last assigned to and the date that it was due Finally the workflow history section provides a running commentary on the actions that the workflow took when it was running Each of the blue links on the above screen will show more information and this is particularly useful to view previous tasks that have taken place during a workflow execution 54 Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTE Navigating Workflow Tasks Each time a task is assigned to you then you will receive an email from the system Similar to that below lt lt Insert Email Screenshot gt gt You can also view your tasks by looking at either the Lancaster User home screen which shows all tasks from all Partner Sites the External Examiner home screen which also shows all tasks fr
50. soft SharePoint is a product produced by Microsoft to allow people to collaborate on documents within and outside an organisation The application is structured into a number of sites as outlined below Lancaster Site The Lancaster Site is visible to users within Lancaster University and provides a summary view of the information stored across all Partner Sites Partner Site Each partner institution that Lancaster has a significant relationship with has a partner site where that institutions documents are stored External Examiner Site The external examiner site allows an external examiner to view the modules and assessments that they have been asked to moderate Workflow SharePoint contains workflow functionality which can be used to start track and record a business processes The application uses workflow to managed the assessment setting and assessment moderation processes Tasks The workflow functionality will assign tasks to a user You should read the task description which will inform you what actions you need to take Once you complete a task the next stage of the workflow will resume O Copyright 2012 Lancaster University International Partnerships Users Guide Workflow Processes The system is designed to facilitate and track two workflow processes that are described in detail in Chapter Six Assessment Setting Moderation Process The Assessment Setting Moderation Process is required to ensure that the assessments
51. te the files To create a new folder then open the Policy Documents library and click on the Documents tab in the Ribbon control Then select the New Folder option as shown below Upload Et CA Lan Email Document emt vg Check Out Prapert Properti state I i Neu Oper heck Out Manage hare I Libranes Type Name 7 Modifed pa atve e e GA ent Haile Wreemerts 7 an Policy Documents ni 17 O Copyright 2012 Lancaster University International Partnerships Users Guide ANGES JL Using Windows Explorer Depending on the abilities of your version of Microsoft Windows it may be possible for the user to open the document library in Windows Explorer To do this open the Policy Documents library then click the Library tab within the ribbon bar and choose the option Open with explorer as shown below You may be asked to enter your username and password in order to gain access Windows explorer can now be used to navigate the library in much the same way as a shared network drive Ga Webwork OREGON biter pwtrertetlmnnemnk braste PolicyDecertem i gt e gme fyre F r tetter 5 e 47 fem BR Gesang Form B Drartus D Tet Fokker Recorte Flac ei Sl sepie pory eeo re sert vi t rt roi E lech m birme Pensarai Wy Conte d A twee Dstuenemts 18 Copyright 2012 Lancaster University International Partnerships Users Guide zc Collabora
52. that are set for a module meet the same required level as a Lancaster University taught award This process takes place BEFORE a module is commenced Assessment Marking Moderation Process The Assessment marking moderation process is required to ensure that the assessment marking meets the required level to be equivalent to a Lancaster University taught award This process takes place AFTER an assessment has been completed Workflow Roles The workflow processes use a number of pre defined roles These are briefly explained below and are documented in further detail Programme Primary Contact The programme director has responsibility and visibility across all of the modules that may be used within the programme Module Leader The module leader role is the person that is responsible for the course content This is usually the person that will be teaching the module Moderator The moderator role is the person that is responsible for reviewing validating the course and assessment documentation External Examiner In line with standard university policy if an assessment is either an examination or a coursework assessment comprising of more than 30 total marks for a module they will require moderation by an external examiner Other Contacts This role is not used within the workflow processes however users who are added as Other Contacts at Programme or Module level will gain access to the documents and information for that Programme Module
53. tive Agreements Collaborative agreements are agreements made between Lancaster University and their partner institutions The library contains electronic copies of the collaborative agreements held by the University To access the Collaborative Agreements Library then click on Collaborative Agreements from the Lancaster Site Home as shown below e Lancaster University Partner Ares o eer IERT STEIER Arete At ice we Sg OG bai tg Freen zap t me t otas mg rer Gm gem reg trees 16 8 Ad PR erof gg TT erger DOGG I To return to the Lancaster home page click on the Home option in the primary navigation menu as shown above Switching Views Users can view all of the agreements by a variety of different ways which are chosen by clicking on the required option on the left of the screen 7 PONS eyes amp reegen Tas se SES sm oe ee ER Ek ie gege pm il 2 Lun fm m a pe GE HAT ag se I i ety 29 meee The collaborative agreements are maintain by the registry team the view you have is read only 19 Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE Partner Views Each partner site has the option to view the collaborative agreements that Lancaster University has with the partner This is a live view of the Collaborative Agreements site and is controlled using special views has i e uff P Each partner view is named
54. wing primary navigation will be displayed when they first log into the system which allows them to access a particular partner site Home GD Goenka COMSATS Sunway Navigate up Once you have navigated into an area within a site you can use the Navigate Up functionality to return to the home page This button is positioned in the top left hand corner on the page When clicked this will show the user a hierarchy of the current location as shown below SC Browse Page en For example If you want to get back to the Ue eas SEE Lancaster Site just click on Lancaster Site Ly Lancaster Site L Home Copyright 2012 Lancaster University International Partnerships Users Guide LANCASTI A Bread crumb trail When you click on the Browse Tab in the Ribbon Bar this will show a bread crumb trail Lancaster Unverstyv Partner Site TES Announcements 2 Partners will only be able to navigate to their own site However Lancaster Users and External Examiners may be able to navigate to other sites depending on their permissions Search Bar The user can use the search bar to navigate to a specific programme module or assessment Search ch ste E Enter the name of the module and press enter or press the icon to perform the search Navigating within a site The left hand side of the windows shows a list of the information that is available within the current site These are explained in more detail in
55. word Introduction to SharePoint User Interface The SharePoint user interface uses the same familiar user interface as other products in Microsoft Office such as Microsoft Word Excel and PowerPoint The diagram below points out the Major parts of the SharePoint user interface Ribbon Control Login Control Breadcrumb Trail Navigation Controls er dm mem a on mn m P gt r mor Recycle Bin Content Area Copyright 2012 Lancaster University International Partnerships Users Guide VANGASTE The Ribbon Control The ribbon control is now a familiar part of the Microsoft Office Suite and works the same way within SharePoint The ribbon is made up of a number of tabs such as the Browse and Page tabs shown below re G LA These tabs are context sensitive which means that they appear disappear depending on the task you are performing or the page that you are viewing The default tab is the Browse tab and this contains the Breadcrumb Trail which allows you to navigate to sites higher up in the hierarchy See the Navigating the System section below for more information An individual tab then contains a number of Buttons as shown below m ae ee If you do not have permissions to perform an action then the button will appear semi transparent The ribbon control may also contain buttons which may perform multiple actions as shown above with the
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