administrator & atp training 27 november 2006

www.esd-toolkit.org

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a local government initiative

sharing nationally to improve services locally

Administrator & ATP Training

27 November 2006

Deanna Sorrell & Sheila Apicella

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Welcome – overview & objectives

• Welcome everyone!• Introductions• Agenda overview• Objectives

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Agenda

• 3.30 pm Welcome & Introductions• 3.40 pm Building block training material• 3.45 pm Main Administrator activities• 3.50 pm System user security settings• 4.20 pm Main Admin functions – part I• 4.50 pm Main Admin functions – part II• 5.10 pm ATP Framework• 5.25 pm Review• 5.30 pm Close

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Course objectives

Equip Main Administrators and Officers with an understanding of:

• Training material available• User security options and purpose• Main Administrator - only

functionality• ATP Framework and applications

process

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Building blocktraining material

• Training materials page www.esd-toolkit.org/training/

• 106 Building Blocks– Split into 15 categories

• Foundation pack• Implementers pack – user & trainer• Administrators pack – user & trainer• Other help

– Light bulb text– Online forums

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Main Administrator activities

• Main contact for organisation• Disseminate information across LA• Email alert – newly registered users• Email alert – NeSDS self-assessment

registrations• LA User maintenance• Support & assistance to LA colleagues• Back-up copies of data• Aware of time-out (60 minutes!)• PEO 76

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Main Admin

What?• One and only – YOU!• Allocate security settings to other usersWhy? • Key LA contact – role includes remaining on

mailing list• Flagged on ‘People finder’• Possible to transfer to someone elseHow?• Traditionally first user to register from LA• Evolved into LA esd-toolkit Champion• PEO 76

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System usersecurity settings

• Main Admin• Admin• Upload spreadsheets• Add new trees• Manage projects• Manage risk• Web portal officer• Lists submissions• Update partnerships• Update promotions

• Upload documents• View AES statements

– Update– Submit

• Update home page metrics

• User groups • Form component

administrator (not live)

• User left details

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Admin

What?• Many Admin ‘super users’Why? • Allocate security settings to other

users within Directorate/DepartmentHow?• Operates the same as Main Admin,

with some exceptions (email alerts)

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Upload spreadsheets

What?• Enables users to upload csv filesWhy?• Essential for uploads of Channel &

Interaction data, Officer & Partner data, Portal channel data and Volumetrics

How?• Various Building Blocks

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Add new trees

What?• Add new trees to LA viewWhy?• Create custom tree for special project• Create local ‘efficiency’ tree • Maps directly to local tree data (single

source)How?• TRE 113, TRE 125

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Manage projects

What?• Add/remove projects in the projects databaseWhy?• Enable sharing of project best practice locally, within

partnership, nationally• Better understanding of how projects impact on local

authority services • Simple and consistent way of recording project data for

ease of comparison/reference• Easy access to contact details of those who are delivering

in areas of interest How?• TOO 116

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Exercise 1

Manage projects• Beta site…

http://www2.esd.org.uk/betaesdtoolkit/• Login as [email protected] • Attempt to add a project• Login as [email protected]• Allocate permissions to testuser• Retry adding a project

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Manage risk

What?• Risk assessment tool for t-scheme 0-

3 authenticationWhy?• Assess risk by service - interaction –

channelHow?• TOO 97

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Web portal officer

What?• Designated user responsible for Local

Directgov URLsWhy?• Manage/maintain up-to-date URLs in esd-

toolkit for upload to LDG• Flagged on ‘People finder’How?• PEO 111• SER 13

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Lists submissions

What?• 12 Controlled lists – Editorial panel –

submissions for changes, new items• Functionality being revamped (not live)Why?• Ensure relevant LA officers submit new

termsHow?• Access via online tool• New Building Block due once released

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Update partnerships

What?• Create/update/delete local partnershipsWhy?• Setup partnerships with other authorities

when jointly delivering services• Enable users to indicate services delivered

by partnerships• Enable users to record partnership

projectsHow?• PAR 103, PAR 104, PAR 105

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Update promotions

What?• Record promotions• Default 6 month period• Captured against service/interaction/channel• Take Up analysis report – displays promotionWhy?• Assess impact of marketing/publicity on take

up volumes by serviceHow?• Building Block to be developed

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Upload documents

What?• Allows users to add documents or links

and specify services they are associated with

Why?• Enable sharing of knowledge, information

and dataHow?• 5MB total file space - local documents• Unlimited – shared documents • MIS 117

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Exercise 2

Upload documents• Beta site…

http://www2.esd.org.uk/betaesdtoolkit/• Login as [email protected] • Attempt document upload (tip – not visible)• Login as [email protected]• Allocate permissions to testuser• Retry document upload (tip - menu item

visible)

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View AES statements

What?• View statements – many users• Update statement content – many users• Submit AES statements to DCLG – one userWhy?• Mandated by DCLG for LA AES statements • AES submitter flagged on ‘People finder’How?• GOV 95, GOV 118

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Update home page metrics

What?• Enable user to record metrics

(unique visits and unique visitors) for their local authority’s home page

Why?• Required as part of DCLG Take Up

StudyHow?• VOL 127

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User groups

What?• LA user base – segment by department/section• Default flat structureWhy?• Contain/control access permissions to full

functionality within department/section• Prevent inadvertent changes/deletions• Useful if devolving esd-toolkit access• Helpful to setup department/section ‘Admin’ user(s)How?• PEO 78, PEO 79, PEO 80, PEO 81

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Form component administrator (not live)

What?• New form functionality - Project

ScotlandWhy?• Enable users to create e-forms• Help define standard content/fieldsHow?• SER 132, SER 133, SER 134 (pending)

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User left details

What?• Maintain active users – mark as ‘left’ if

notWhy?• Prevents access to LA data • Accurate user list – People finderHow?• PEO 76

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Main Admin functions – part I

• Local esd-toolkit setup– Customise your local tree– Add service interactions & e-enabled

dates– Add channels to services

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Local esd-toolkit setup

• Option to use full LGIL (interactions)– 10 original interactions– 18 sub-interactions

• Allow choice of interactions in reports• Share Volumetrics data

– Capture 3 services over 3 months

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Customise your local tree

• esd-toolkit is based on core list of council services (SSL) – ‘lingua franca’

• Held in hierarchical structure or in simple terms - tree structure

• Subscribed LAs access own local tree• Not all services applicable to each LA• Customising helps gain buy-in from

service managers and users

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Exercise 3

Customising your tree• Login as yourself…

http://www2.esd.org.uk/betaesdtoolkit/• Select one branch from Core Tree - change to

show how these services are organised in your LA• Use drag and drop features of interactive tree -

move a couple of leaves to other branches and enter information in “Details” screen

• Use spreadsheet download/upload capabilities • Add some local names to branch and one/two of

the services• Mark some services as non-applicable

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service interactions & e-enabled dates

• Local Govt Interactions List (LGIL)• Relevant interactions recorded by service• All should have ‘provide information’• Most have one/two others• Interactions should be e-enabled• Dates captured (planned/e-enabled)• Primary interaction – optional local feature used

to focus effort• Use web interface or download local tree

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Add channels to services

• Local Govt Channel List (LGChL):– Face to face– Non-electronic– Other electronic media– Telephone– Web site and more…

• Interaction must be added before channel • Planned and e-enabled channel dates possible• Channel must be added (and e-enabled) before

volumes

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Main Admin functions – part II

• Check URLs• LA websites• Projects database• Quality measures

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Check URLs

What?• Ability to check LA data for broken

hyperlinks• Report results emailed to you Why?• Assist with local data maintenance• Ensure users have access to correct URLs• Assist Local Directgov URL maintenanceHow?• Building Block to be developed

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LA websites

What?• Record main LA website URL • Record additional LA website URLs• Record homepage metricsWhy?• Manage data export to LDG• Capture metrics for DCLG Take Up StudyHow?• Online guidance www.ldghowto.org.uk • VOL 127

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Projects database

What?• Tabulated content• Supplier involvement options• Visibility options Why?• Easier to segment content• Potential to increase number/quality of projects• Control who sees whatHow?• TOO 96 • TOO 116

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Quality measures

What?• Enables you to add, update and remove quality

measures and apply these to projects via the Projects database

Why?• Provides more detailed breakdown of efficiency

savings by project• Allows local flexibility for quality measures to suit

individual organisation’s needs, as well as taking advantage of national quality measures from central government

How?• TOO 115

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ATP Framework Overview

• Categories/roles• ATP Benefits• Additional benefits of ‘Training’ ATP• Requirements of ATP• Additional requirements of ‘Training’

ATP• Application procedure

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ATP Categories/roles

1 esd-toolkit support

2 Beta testing

3 Governance

4 Feedback

5 Training

6 Assistant Trainer

7 Peer support

8 Controlled List

critic

9 News feed

10Regional Liaison Officer

Any two or more…

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ATP Benefits

• ATP Certificate• Website recognition• Added value on CV• Information updates• Email & limited telephone support

from core team• ATP forum

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Additional benefits of

‘Training’ ATP• Mediation of training & consultancy

work• Free further update training• Own training tree

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Requirements of ATP

• Affiliate with TLC• Provide real support to TLC• First line support in specialist roles

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Additional Reqs of ‘Training’ ATP

• Provide 1 training course p.a. for TLC• Attend update training course

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ATP Application procedure

• ATP application form completed by ATP – supporting evidence - approved by LA manager

• TLC Chair & Co-Chair approves accreditation

• ‘Training’ ATP – also attend ‘train the trainer’ course

• Deliver course – assessed – recommend to TLC Chairs

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ATP status - England

• 2 – North West• 3 – East of England• 3 – West Midlands• 2 – East Midlands• 1 – South East

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Way forward for Scottish ATPs

MORE ATPs needed and welcomed!!

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Review & close

• Objectives met?• Any other questions/queries??• Feedback forms!

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Thank you!

• Have a safe journey home…

administrator & atp training 27 november 2006

Documents