Baldrige Online Scorebook Solution (BOSS) Users Guide

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www.thepartnershipforexcellence.org

Welcome to the official TPE scorebook software for examiners, the Baldrige Online scorebook Solution (BOSS).

We have laid out this guide in logical sequence for you. To begin the process, you will receive an invitation to get started in BOSS from Dianne King (dianne@partnershipohio.org). That invitation will include your BOSS username. Next, you will receive a second email from her with your TEMPORARY password. YOU MUST log into BOSS and change your password within 72 hours of receiving the second email or your account is automatically deactivated.

Once you are logged in, navigate the system and become familiar with its features. You will practice using BOSS during your case study/prework and will use BOSS during an actual examination beginning the first week in December.

BOSS is an intuitive program and there is no special training required. Examiners, providing feedback to both TPE and the national program, indicate how easy the software is to use. The BOSS PPT slides from New Examiner Orientation and 2-day Examiner Training are included here and will be reviewed in class.

Note to national examiners: TPE’s version of BOSS is one iteration behind that of the national Baldrige Performance Excellence Program (BPEP). If you were a national examiner, you may see slight differences.

Thank you for volunteering to serve as a TPE examiner this year!!

BOSS USERS GUIDE TABLE OF CONTENTS

Description Page

3 Step Login Process 4

BOSS Tip Sheet 6

BOSS Help Topics 9

BOSS Training Slides 11

STEP ONE: WATCH FOR THIS FIRST EMAIL from dianne@partnershipohio.org

Welcome to the Baldrige Online Scorebook Solution (BOSS)!

Getting Started

The URL for the site is https://tpe.allianceboss.org

Your username is: XXXXXXX (each examiner will be assigned a unique username)

Once we activate your BOSS profile, BOSS will send a temporary password in a second email sent to this address, which is the primary email address we have on file for you in our database. Be sure to check your spam if you do not receive the second email.

1. Open a browser and navigate to https://tpe.allianceboss.org

2. Enter your username and temporary password (passwords are case sensitive).

3. Answer the three security questions as follows:

a. 1st question - AAA b. 2nd question - BBB c. 3rd question - CCC If you forget your password later, providing the same answers to these questions will enable you to verify your identity and reset your password.

4. Follow the directions on the "Change Password" screen to select a new password.

5. If you see an Adobe Flash Player Settings request to store information on your computer, select "Allow." This allows BOSS to store data (e.g. the Criteria for Performance Excellence, glossary text, etc.) locally on your machine in order to run more efficiently. This one-time request will appear on every machine you use to access BOSS.

6. Bypass the Code of Ethical Conduct. Click on “I Agree” at the bottom of the screen page in order to move forward in the system.

7. Bypass the Conflict of Interest. Indicate “NO” for all options. Click “I certify …” at the bottom of the screen page in order to move forward.

BOSS Feature Highlights:

� Availability - Access BOSS from any Internet-connected computer at any time � Customizable Format - Adjust the size of columns, panes, and fonts, and sort many columns � Criteria - Available within BOSS; toggle the Criteria pane on and off as you complete your review � Glossary - Available within BOSS; click on a term to see the definition in a pop-up window � Self-Service Password - Change or reset your password independently by answering three security

questions � Spellcheck - Check spelling within specific fields (rather than the full document) � Team Files - Upload and view files to share with your examiner team (e.g. team agendas, timelines,

etc.)

� "BOSS Suggestion" - Offer ideas or suggestions for possible enhancements to BOSS as you navigate through the interface

If you have any questions or need assistance logging on, please email the TPE office at dianne@partnershipohio.org.

Please visit TPE Examiner Resource Center at http://www.thepartnershipforexcellence.org/html/training/training_examiners.htm for additional information, helpful tip sheets, and other examiner resources.

STEP TWO: WATCH FOR THIS SECOND EMAIL from dianne@partnershipohio.org

STEP THREE: FOLLOW the INSTRUCTIONS in BOSS to RE-SET YOUR PASSWORD

TPE BOSS Tip Sheet

Link TPE BOSS system at https://tpe.allianceboss.org

Tip: Bookmark this link to make BOSS easier to access.

Initial Log In You will receive two emails from dianne@partnershipohio.org containing your username and temporary password. Note that you will need to log in to the BOSS system within 72 hours of receipt of your temp password to activate your user account. You will also need to change your password at that time.

1. Open a browser and navigate to https://tpe.allianceboss.org Enter your username and temporary password. Please remember that your temporary password is case sensitive.

2. Answer the three security questions on the screen using AAA, BBB and CCC. If you forget your password later, providing the same answers to these questions will enable you to verify your identity and reset your password.

3. Follow the directions on the “Change Password” screen to set a new password that meets the requirements shown on the screen.

4. If you see an Adobe request to save some data on your local machine, click “yes.” This allows BOSS to store data (such as the Criteria and glossary text) locally and run more efficiently. This one-time request will appear on every machine you use to access BOSS.

5. By-pass the Code of Ethical Conduct screen by clicking on “I Agree” at the bottom of the page in order to move on. You already signed TPE’s Code as part of your examiner application.

6. By-pass the Conflict of Interest screen. You will sign TPE’s COI when you receive your actual application in early December. To bypass, indicate “No” for all options, click on “I certify …” at the bottom of the page, and then Save in order to move on.

Password Reset � If you fail to log in to BOSS within 72 hours of receiving your username and temporary password, email dianne@partnershipohio.org to have a new temporary password issued. Be sure to use New Temp PW Needed in the subject line of your email.

� Once you have completed your initial log in, you can use the “Forgot your password?” button on the log in screen to have a new temporary password sent to the email address on file. You will need to answer the security questions (AAA, BBB, CCC).

Timeout BOSS is set to timeout after 30 minutes of inactivity and will not auto-save your work. Please be sure to “save” often to avoid losing your work!

Browser Back Please note that these are not available in BOSS. If you click on the back or

and Forward Buttons

forward arrows, you will be forced out of the BOSS application and will need to log back into the system.

BOSS Screens Once you log in to BOSS, you will have the option to access the following screens:

� Overview Screen/Notifications: Used to display team notifications; also used by the team leader to monitor the team’s progress.

� Conflict of Interest Screen – Bypass (see above): TPE completes our conflict of interest independent of BOSS.

� Code of Ethical Conduct – Bypass (see above) : Examiners complete TPE’s Code of Ethical Conduct as part of the examiner application process.

� Scorebook Progress Screen: Provides an overview of completed sections within the Scorebook; displays the number of strengths, opportunities for improvement (OFIs), and the score given to each item.

� Key Factors Screen: Used to enter Key Factors from the consolidated list.

� Initial Thoughts Screen: Used to capture your initial thoughts as you read the application for the first time. This is also a good place to note results you expect to see in Category 7.

� Item Review Worksheets (IRW) Screen: Used to evaluate each Criteria item; each IRW contains panels for entering relevant Key Factors, Strengths, OFIs, and a score.

� Score Summary Screen: Displays the scores assigned to each completed item in the scorebook.

Accessing the Criteria

The 2013-2014 Criteria for Performance Excellence has been loaded into the BOSS system. The appropriate sections of the Criteria can be accessed from the individual Independent Review Worksheet screens as well as the Key Factors screen. Use the “Criteria” icon in the top right-hand corner of these on-screen worksheets.

Spell Check

A “check spelling” icon is available next to each text box for entering Key Factors, observations (short description of the Strength or OFI), evidence, and feedback-ready comments. You can spell-check within a box but you cannot spellcheck an entire page.

Printing from BOSS

Each Independent Review Worksheet screen, as well as the Key Factors screen, contains a “show worksheet” icon. Click on this icon to preview the worksheet you wish to print. Open the Word document that appears and print or save to your computer.

Troubleshooting

Problems logging in to BOSS could be attributed to issues with your browser (i.e. Internet Explorer, Google Chrome, Apple Safari, or Firefox) or your computer’s firewall settings. Here are a few potential remedies; please try these first

before contacting TPE’s office: 1. Clear your cache. • To do this within Internet Explorer, open your browser, select Tools, and select Internet Options. Under Browsing History, ensure that Delete Temporary Internet Files is checked and select Delete before logging in to BOSS. 2. Ensure you have the latest version of your browser installed on your computer. 3. Try using a different browser. 4. Access BOSS from a different computer. 5. Check your computer’s firewall settings with your organization’s IT support department. 6. Try accessing BOSS using a different email or a different email system.

Help! If you still need assistance, please email dianne@partnershipohio.org and be sure to include your phone number. Don’t stop working! Use a word document to capture your strengths and OFIs and cut and paste them into BOSS later.

TPE BOSS HELP TOPICS

BOSS Connectivity BOSS is typically accessed using a Windows or Mac laptop or desktop. Connectivity and response rate may vary based on your Internet service provider and network conditions.

Browser Back and Forward Buttons

Not available in BOSS; if you click on the back or forward arrows, you will be forced out of the BOSS application and will need to log back into the system.

Character Count

Limits are set in most of the cells. When you reach the maximum number of characters in a cell, the cell border will change and you will need to adjust the amount of text. You also have a character counter that shows the number of characters as you type. The comment cell maximum is 1000 characters.

Copy/Paste You can copy and paste from documents, the criteria, glossary terms Shortcuts include: Ctrl C (copy), Ctrl V (paste) Consensus

� Editing – In Consensus Review, you can only edit Items for which you are the Lead. � Feedback – In Consensus Review, use the button at the upper right to “invite Feedback”

or “Suspend Feedback”. Feedback can be printed. Drag/Drop of text, pages, files, etc. is not available in BOSS iPads with BOSS

At this time, Adobe Flash and Adobe Reader (both used by the BOSS application) are not available for use with the iPad. Therefore, the iPad will not display all the elements of BOSS correctly.

Key Factors (KF)

Develop KF in a Word document and send to your Team Leader. Your Team Leader will send you a list of consolidated KF. Once received, do not edit this consolidated list. Examiners will individually enter each KF from the consolidated list into BOSS by cutting/copying & pasting. (if working on the KF for the case study, send your KF list to dianne@partnershipohio.org)

Icons Pencil – allows you to edit Trash Can with red X – allows you to delete

Notifications The Overview/Notification screen appears immediately after the Scorebook loads. Always check the Notification screen for new postings. Only Administrators and Team Leaders can post notifications. Admins can post to all Examiners; Team Leaders can only post notifications to their team members.

Save

The BOSS does not have an auto save feature built into the application at this time. You will need to click on the SAVE icon to save your work. Be sure to save your work on a regular basis. The session timeout is currently 30 minutes and your work will not be saved if your session times out and you did not click the save button.

Spell Check

Because this is a database driven solution, spell check can only be done on the individual cells and not on the entire scorebook. At this time, you cannot add words to the spell check dictionary.

Timeout

Timeout is set at 30 minutes in accordance with security requirements. Troubleshooting See TPE BOSS Tip Sheet Undo

Not available in BOSS. Word File Output

Your data can be extracted to a Word document. You can use the Scorebook Summary icon at the top of the Overview Tab or the Worksheet icon next to the Criteria icon.

TPE 8-2014

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Working with the BOSS (Baldrige Online Scorebook Solution)

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8 Reasons to like the BOSS 1. It uses the structure of the criteria for a template-KFs, strength/OFI, evidence, FBR Comments, Scores 2. The criteria themselves are available within BOSS as an aid (especially for new examiners) 3. It has character limits which will help prevent run-on comments. 4. It allows you to spellcheck within a box (i.e. you cannot spellcheck an entire page at a time) 5. Scorebook summary automatically calculates scores. 6. It automatically groups comments for the consensus round. This is a labor saving device for examiners. 7. It allows for easy access to feedback from other examiners during consensus. 8. It provides a management overview for the TLs to see where examiners are in completing their items during independent review.

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Look for & read this 1st Email from dianne@partnershipohio.org

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Look for this 2nd Email from dianne@partnershipohio.org

  For system security reasons, do not share this email with anyone.

  Important : You MUST sign onto BOSS & change the temporary password within 72 hours of receiving the 2nd email or your account is automatically deactivated.

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Go to TPE’s BOSS Website

https://tpe.allianceboss.org

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BOSS Login Screen

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Bypass this Code of Ethical Conduct screen… simply click on “I Agree” at the bottom of the page in order to move forward

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Overview Tab in BOSS

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Bypass the Conflict of Interest screen   To do so, indicate NO for all options and click on “I

certify…” then “save” at the Page bottom to move forward

  TPE will have you read and sign a Conflict of Interest when you receive an actual TPE application in December.

  If in doubt whether there is a conflict, please contact TPE President/CEO immediately, at 614-425-7157

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Scorebook Progress Tab

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Key Factors Tab

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Initial Thoughts Tab

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IR Worksheets Tab

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Score Summary Tab

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Team Files (find it in the upper part of your screen)

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Key Factors (KF)

  Develop the remaining KF (P.1b, P.2a, P.2b, P.2c), in the KF Worksheet template that will be emailed to you (tab 4)

  Send completed KF Worksheet to Dianne King at dianne@partnershipohio.org

  You will then be sent the consolidated list of KF   Copy/cut & paste each KF from the consolidated list

individually into the KF tab of BOSS.   Note: Each asterisk in the consolidated list indicates

an individual KF.

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Key Factors Worksheet Template Tab 4

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Buckeye City Schools Key Factors For the Case Study, examiners complete the portion in red

Tab 10

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Key Factors Tab

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Key Factors Open

137

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Cutting & Pasting Key Factors from the Consolidated KF list into BOSS (with Criteria open to the right)

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Saved Key Factor

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Saved Key Factors

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Adding Key Factors for 1.1

141

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Selecting a Key Factor for 1.1

142

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Selecting PART of a Key Factor

143

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Selected Text from a Key Factor

144

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Selected Key Factor for 1.1

145

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Comment Writing 1.1

146

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Selecting the Item Reference

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Writing a Strength and Supporting Evidence for 1.1. with Criteria open

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1.1 Feedback Ready Comment (NERD)

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Scoring

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Scored

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Score Summary with 1.1 Score

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Scorebook progress tab with 1.1

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BOSS   Save often. Why? Because the system will time you out and you

may lose your work

  Save every time you make an entry

 Save at least every 15-20 minutes

  BOSS Assistance/Troubleshooting

  Dianne King dianne@partnershipohio.org - when emailing be sure to include a phone number