Envisage Education User Training for Envisage Education Learning

Envisage Education User Training for Envisage Education Learning Management System Adapted from the Web Application User Guide for Envisage Education Learning Management System For Administrators • v 1. 1

Contents § § § Entity Hierarchy Accessing the System General Functions Administrator Functions Participant Functions

Entity Hierarchy § Entities in blue are user accounts. System Administrator Organisation Programme Beneficiary Supervisor in Charge Project Participant Supervisor Section Form Photo Appointment

ACCESSING THE SYSTEM

Accessing the System § Browsers: Google Chrome 33 and above q Internet Explorer 10 and above q Mozilla Firefox 3. 0 and above q § Display Resolution: q 1024 pixels x 768 pixels § Access the system via: http: //128. 199. 211. 237

GENERAL FUNCTIONS

Covered in this Section § § § § Logging into the System Mandatory Password Change Update Account Settings Printing Pages in the System Download PDF Snapshots of Page Logging out from the System Download User Guide

Logging into the System § To log into the system, Enter your assigned username 2. Enter your password 3. Click the Login button 1. § If you have forgotten your password, click Forget Password and enter your email address. An email will be sent to you on the instructions on resetting your password.

Mandatory Password Change § Password change is mandatory on your first log in to ensure security of your account. § You will not be able to navigate around the system till this step is completed successfully.

Update Account Settings § To change your email, display name, contact number and password, 1. Click your linked name in the upper right hand corner of any page 2. Click My Account 3. Click the Edit icon 4. Click Update Account Settings or Change Password upon updating the necessary fields

Printing Pages in the System § To print a page, 1. Navigate to the page you wish to print a copy of. 2. Click the Print button located at the bottom of the page.

Download PDF Snapshots of Page § Only can be done in Google Chrome. § To download a PDF version of the webpage, 1. Navigate to the page you wish to print a copy of. 2. Click the Print button located at the bottom of the page. 3. Click the Change button under Destination. 4. Select Save as PDF under Local Destinations. 5. Click on the Save button to save the page as a PDF to your desired location

Logging out from the System § To logout from the system, 1. Click your linked name in the upper right hand corner of any page 2. Click the Logout button

Download User Guide § To download a PDF version of a user guide to the system, 1. Click your linked name in the upper right hand corner of any page 2. Click the Help button

ADMINISTRATOR FUNCTIONS Manage Accounts

Colour Codes § In the following slides, there may be a few icons listed on the bottom right of the slide to indicate which other users can perform the function listed in that particular slide. § The colour codes for each user are: Beneficiary Supervisor IC Supervisor Participants

Covered in this Section § Administrator Manage Functions Manage Administrators q Manage Beneficiaries q Manage Organisations q Manage Supervisors q Manage Participants q

Manage Administrators - View § To view the list of administrators in the system, 1. Click on Manage in the navigation bar 2. Click on Administrators

Manage Administrators - Add § To add a new administrator, 1. Click on Manage in the navigation bar 2. Click on Administrators 3. Click on Add new Administrator 1. Fill in the fields 2. Click on the Submit button

Manage Administrators - Edit § To edit an administrator account, 1. Click on Manage in the navigation bar 2. Click on Administrators 3. Click on the Edit button for the administrator account you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Administrators - Archive § To archive an administrator account, 1. Click on Manage in the navigation bar 2. Click on Administrators 3. Click on the Archive button for the administrator account you want to archive § The selected account will be moved to the Archived Administrators table.

Manage Administrators - Restore § To restore an administrator account, 1. Click on Manage in the navigation bar 2. Click on Administrators 3. Open the Archived Administrators table by clicking on the tab 4. Click on the Restore button for the administrator account you want to restore § The selected account will be moved to the All Administrators table.

Manage Beneficiaries - View § To view the list of beneficiaries in the system, 1. Click on Manage in the navigation bar 2. Click on Beneficiaries

Manage Beneficiaries - Add § To add a new beneficiary , 1. Click on Manage in the navigation bar 2. Click on Beneficiaries 3. Click on Add new Beneficiary 4. Fill in the fields 5. Click on the Submit button

Manage Beneficiaries - Edit § To edit a beneficiary account, 1. Click on Manage in the navigation bar 2. Click on Beneficiaries 3. Click on the Edit button for the beneficiary account you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Beneficiaries - Archive § To archive a beneficiary account, 1. Click on Manage in the navigation bar 2. Click on Beneficiaries 3. Click on the Archive button for the beneficiary account you want to archive § The selected account will be moved to the Archived Beneficiaries table.

Manage Beneficiaries - Restore § To restore a beneficiary account, 1. Click on Manage in the navigation bar 2. Click on Beneficiaries 3. Open the Archived Beneficiaries table by clicking on the tab 4. Click on the Restore button for the beneficiary account you want to restore § The selected account will be moved to the All Beneficiaries table.

Manage Organisations - View § To view the list of organisations in the system, 1. Click on Manage in the navigation bar 2. Click on Organisations

Manage Organisations - Add § To add a new organisation, 1. Click on Manage in the navigation bar 2. Click on Organisations 3. Click on Add new Organisation 4. Fill in the fields 5. Click on the Submit button

Manage Organisations - Edit § To edit an organisation account, 1. Click on Manage in the navigation bar 2. Click on Organisations 3. Click on the Edit button for the organisation account you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Organisations - Archive § To archive an organisation account, 1. Click on Manage in the navigation bar 2. Click on Organisations 3. Click on the Archive button for the organisation account you want to archive § The selected account will be moved to the Archived Organisations table.

Manage Organisations - Restore § To restore an organisation account, 1. Click on Manage in the navigation bar 2. Click on Organisations 3. Open the Archived Organisations table by clicking on the tab 4. Click on the Restore button for the organisation account you want to restore § The selected account will be moved to the All Organisations table.

Manage Supervisors - View § To view the list of supervisors in the system, 1. Click on Manage in the navigation bar 2. Click on Supervisors

Manage Supervisors - Add § To add a new supervisor, 1. Click on Manage in the navigation bar 2. Click on Supervisors 3. Click on Add new Supervisor 4. Fill in the fields 5. Click on the Submit button NOTE: Supervisor in Charge have additional privileges which allow them to manage all other supervisors in the organisations; they also have additional access to all programmes and projects within the organisation.

Manage Supervisors - Edit § To edit a supervisor account, 1. Click on Manage in the navigation bar 2. Click on Supervisors 3. Click on the Edit button for the supervisor account you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Supervisors - Archive § To archive a supervisor account, 1. Click on Manage in the navigation bar 2. Click on Supervisors 3. Click on the Archive button for the supervisor account you want to archive § The selected account will be moved to the Archived Supervisors table.

Manage Supervisors - Restore § To restore a supervisor account, 1. Click on Manage in the navigation bar 2. Click on Supervisors 3. Open the Archived Supervisors table by clicking on the tab 4. Click on the Restore button for the supervisor account you want to restore § The selected account will be moved to the All Supervisors table.

Manage Participants - View § To view the list of participants in the system, 1. Click on Manage in the navigation bar 2. Click on Participants

Manage Participants - Add § To add new participants, 1. Click on Manage in the navigation bar 2. Click on Programmes 3. Select a programme you want to add your 4. 5. 6. 7. 8. participants to Click on Add new Participant Enter the list of participant’s IC, username and email (optional) Click on the Next button Check the list Click on the Add button

Manage Participants - Edit § To edit a participant account, 1. Click on Manage in the navigation bar 2. Click on Participants 3. Click on the Edit button for the participant account you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Participants - Archive § To archive a participant account, 1. Click on Manage in the navigation bar 2. Click on Participants 3. Click on the Archive button for the participant account you want to archive § The selected account will be moved to the Archived Participants table.

Manage Participants - Restore § To restore a participant account, 1. Click on Manage in the navigation bar 2. Click on Participants 3. Open the Archived Participants table by clicking on the tab 4. Click on the Restore button for the participant account you want to restore § The selected account will be moved to the All Participants table.

Manage Participants – Reset Password § As not all participants have an email address, should a participant require a password reset, you may do it for them. 1. Click on Manage in the navigation bar 2. Click on Participants 3. Click the Reset Password button for the participant password to reset 4. Enter the new password and click the Change Password 5. Inform the participant of their new password to log in

ADMINISTRATOR FUNCTIONS Manage Programmes & Projects

Colour Codes § In the following slides, there may be a few icons listed on the bottom right of the slide to indicate which other users can perform the function listed in that particular slide. § The colour codes for each user are: Beneficiary Supervisor IC Supervisor Participants

Covered in this Section § Administrator Manage Functions Manage Tasks q View Leaderboard q Manage Programmes q Manage Projects q Reward / Deduct Points q Section Approval q

Manage Tasks § A list of tasks to be completed will be displayed on the homepage. To navigate to the task list, 1. Click on the Envisage logo on the top left hand corner of any page 2. View the lists of tasks

View Leaderboard § The Leaderboard displays a ranking of the different projects in different programmes along with the points each project has earned thus far § To view the Leaderboard, 1. Click on Leaderboard in the navigation bar

Manage Programmes - View § To view the list of programmes in the system, 1. Click on Manage in the navigation bar 2. Click on Programmes

Manage Programmes - Add § To add a new programme, 1. Click on Manage in the navigation bar 2. Click on Programmes 3. Click on Add new Programme 4. Fill in the fields 5. Click on the Submit button

Manage Programmes - Edit § To edit a programme, 1. Click on Manage in the navigation bar 2. Click on Programmes 3. Click on the Edit button for the programme you want to edit 4. Make the necessary changes 5. Click on the Submit button

Manage Programmes - Archive § To archive a programme, 1. Click on Manage in the navigation bar 2. Click on Programmes 3. Click on the Archive button for the programme you want to archive § The selected programme will be moved to the Archived Participants table.

Manage Programmes - Restore § To restore a programme, 1. Click on Manage in the navigation bar 2. Click on Programmes 3. Open the Archived Programmes table by clicking on the tab 4. Click on the Restore button for the programme you want to restore § The selected programme will be moved to the All Programmes table.

Manage Projects - View § To view the list of project in the system, 1. Click on Projects in the navigation bar

Manage Projects - Add § To add a new project , 1. Click on Projects in the navigation bar 2. Click on Add new Project 3. Fill in the fields 4. Click on the Submit button

Manage Projects - Edit § To edit a project, 1. Click on Projects in the navigation bar 2. Click on the Edit button for the project you want to edit 3. Make the necessary changes 4. Click on the Submit button

Manage Projects - Archive § To archive a project, 1. Click on Projects in the navigation bar 2. Click on the Archive button for the project you want to archive § The selected project will be moved to the Archived Projects table.

Manage Projects - Restore § To restore a project, 1. Click on Projects in the navigation bar 2. Open the Archived Projects table by clicking on the tab 3. Click on the Restore button for the project you want to restore § The selected project will be moved to the All Projects table.

Manage Projects – Approve Project Team Formation § To approve a project team formation, 1. Click on Projects in the navigation bar 2. Select a Project by clicking on the Project Name 3. Under Project Details > Formation Approved, click the Approve button § Note: Upon a successful approval of project team formation, participants will no longer be able to join or quit the project team.

Manage Projects – Un-approve Project Team Formation § To un-approve a project team formation, 1. Click on Projects in the navigation bar 2. Select a Project by clicking on the Project Name 3. Under Project Details > Formation Approved, click the Un-approve button

Reward/Deduct Points § As the administrator, you are the only user allowed to reward or deduct points to or from projects § To reward or deduct points, 1. Click on Projects in the navigation bar 2. Select a Project by clicking on the Project Name 3. Enter the number of points you wish to reward or deduct

Section Approval § Section approval is done by administrators, supervisor ICs, supervisors and/or beneficiaries. § If a section is rejected by one party, the participants will be required to make the necessary edits and re-submit their sections. All parties will have to vet and approve or reject the section again

Approve/Reject Sections § To approve or reject a section, 1. Click on Projects in the navigation bar 2. Select a Project by clicking on the Project Name 3. Select the Section Heading of the section 4. View and vet the section forms through the Section Preview 5. Enter any comments and • Click on the Approve button to approve the section or • Click on the Reject button to reject the section

PARTICIPANT FUNCTIONS

Participant Functions § As the administrator, you have the authority to perform the participant functions on behalf of the participants such as: 1. Viewing and Requesting Beneficiary Appointments 2. Entering details into Project Forms 3. Submitting Project Sections

Covered in this Section § § § § Navigation to Project View Project Details Manage Appointments Section Submission Project Forms Project Photos View Complete Report

Navigate to a Project § To navigate to a project, 1. Click on Projects in the navigation bar 2. Select a Project by clicking on the Project Name

View a Project’s Completion Progress § To view a project’s completion progress, 1. Click on Leaderboard in the navigation bar 2. Select a Project by clicking on the Project Name 3. The Project Completion bar of the selected project will be located at the top of the page indicating the progress of the project till completion

View Project Details § To view the project details of a project, 1. Navigate to the Project 2. Scroll down to the Project Details 3. You may also see the supervisors in charge of the project under the Supervisors section and the participants in the project team under the Team members section

View Appointments with Project Beneficiary § You may send an appointment request to your project’s beneficiary for a meeting or a visit. § To view appointments, 1. Navigate to the Project 2. Click 9. Appointments 3. You can view your appointments and statuses

Request Appointments with Project Beneficiary § You may send an appointment request to your project’s beneficiary for a meeting or a visit. § To request an appointment, 1. Click on Create a new appointment 2. Fill in the fields 3. Click on the Create Appointment button. An email will be sent to your beneficiary requesting their approval on your appointment request

Edit or Delete Appointment Requests § You can edit or delete appointment requests within the same page. § To edit an appointment, 1. Click the Edit button 2. Make the necessary changes and click on the Update Appointment button § To delete an appointment, 1. Click the Delete button

Section Submission § To submit a section for approval, 1. Navigate to the Project 2. Select the Section Heading of the section you wish to submit 3. Click on the Submit button to submit the section for approval § If a section has been rejected or edited, it needs to be re-submitted for approval. The same steps are performed except the Submit button will now be a Re-submit button.

View Project Section Approval & Remarks § To view a project section’s approval and remarks, 1. Navigate to the Project 2. Select the Section Heading of the section you wish to view 3. Scroll down to see the vetting statuses from Envisage, your supervisor and/or your beneficiary.

Section 1: Introduction § Section 1 consists of the following forms: 1. Getting Inspired for YSEP 2. Introduction to the VWO/NGO and Beneficiaries 3. Organisations to Consider 4. Guide to Service Learning 5. Suggested Activities

Getting Inspired for YSEP § This is a short document which explains and illustrates the reasons for participating in a YSEP project. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 1: Introduction > Getting inspired for YSEP

Introducing the Beneficiaries and NGOs § This form requires you to input your research and specific details about the beneficiary you have chosen for your YSEP project. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 1: Introduction > Introducing the Beneficiaries and NGOs 3. Enter the fields and click the Save button

Organisations to Consider § This document provides a list of beneficiaries that Envisage Education has or are working with. You may consider working with one of these beneficiaries. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 1: Introduction > Organisations to Consider

Guide to Service Learning § This document walks you through what is expected in the upcoming months of the YSEP programme. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 1: Introduction > Guide to Service Learning

Suggested Activities § As you will be required to come up with some form of activity for your beneficiary, this document lists some examples and suggested activities that can be performed for or with your beneficiaries. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 1: Introduction > Suggested Activities

Section 2: Needs Analysis § Section 2 consists of the following forms: 1. Empathy Map 2. Root Cause Analysis 3. Report A: Needs Analysis

Empathy Map § The Empathy Map form is a tool for you to compile and analyse information about the people you want to serve. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 2: Needs Analysis > Empathy Map 3. Enter the fields and click the Save button

Root Cause Analysis § The Root Cause Analysis form is an approach for identifying the underlying causes of how and why a problem occurred so that the most effective solutions can be identified and implemented. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 2: Needs Analysis > Root Cause Analysis

Root Cause Analysis § To create a New Root Cause Analysis, 1. Click the Create a new Root Cause Analysis button 2. Enter the 5 Why Statements 3. Click on the Create button § To edit or delete an existing Root Cause Analysis, 1. Locate the Root Cause to be edited 2. To edit, click the Edit icon and make the necessary changes before clicking the Update button 3. To delete, click the Delete icon

Report A: Needs Analysis § The Needs Analysis form is the process of identifying and evaluating the needs and issues facing the community you want to help. It focuses on the future, or what should be done, rather than on what was done. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 2: Needs Analysis > Report A: Needs Analysis 3. Enter the fields and click the Save button

Section 3: Project Proposal § Section 3 consists of the following form: 1. Report B: Project Proposal

Report B: Project Proposal § The Project Proposal is a form intended to highlight the project outlines of how you can meet the needs of your target audience. It compiles a list of products you want to sell and the pricing and promotion techniques you will apply to the products. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 3: Project Proposal > Report B: Project Proposal 3. Enter the fields of the Main Information and click the Save button

Report B: Project Proposal § To create the products, 1. Ensure the Main Information has been filled in and saved. 2. Enter the product details and click Create § To enter in the Pricing & Promotion Techniques, 1. Ensure the Products has been created and saved 2. Enter the Pricing Techniques for each product and click the Save button 3. Enter the Promotion Techniques for each product and click the Save button

Report B: Project Proposal § To enter in the SWOT Analysis, 1. Enter in the fields for the Strengths, Weaknesses, Opportunities and Threats that affects or impacts the viability of your project 2. Click on the Save button

Section 4: Supporting Documents § Section 1 consists of the following form: 1. View and Upload Supporting Documents

Upload Supporting Documents § To view or upload supporting documents, 1. Navigate to the Project 2. Under Contents, click Section 4: Supporting Documents > Upload Files 3. Click on the Upload a new file button 4. Select the file that you wish to upload 5. Click the Upload button

Section 5: Logistical & Manpower Needs § Section 5 consists of the following forms: 1. Report C: Gantt Chart 2. Report D: Project Budget 3. Extra Logistics Needed

Report C: Gantt Chart § A Gantt Chart is a visual representation of your project schedule. This form allows you to create project tasks, set datelines and assign tasks to project members. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 5: Logistical & Manpower Needs > Report C: Gantt Chart

Report C: Gantt Chart § To create a new task, 1. Click the Create a new task button 2. Enter the fields and click the Submit button

Report C: Gantt Chart § To view Gantt Chart tasks, q Method 1 - Task List Table: Tasks can be viewed in the task list table which will list tasks according to the start date of the tasks

Report C: Gantt Chart § To view Gantt Chart tasks, q Method 2 - Gantt Chart View: Tasks can also be viewed as a visual representation on the Gantt Chart. Tasks in the Gantt Chart are organised according to the Start Date Scroll right & left Zoom in & out

Report C: Gantt Chart § To assign project members to task, 1. Click on the Assign button for the task you wish to assign project members to 2. Check the checkbox next to the participant’s name 3. Click on the Submit button

Report C: Gantt Chart § To edit a task, 1. Click on the Edit button for the task you wish to edit 2. Make the necessary changes and click on the Submit button § To delete a task, 1. Click on the Delete button for the task you wish to delete

Report D: Project Budget § The project budget form helps to calculate the project expenses. Product pricing and expenses are auto-populated from the values entered in Report B: Project Proposal. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 5: Logistical & Manpower Needs > Report D: Project Budget

Report D: Project Budget § To add a new project expense, 1. Click on the Add new Expense button 2. Enter the fields and click on the Submit button § To edit a project income or expense, 1. Make the necessary changes and click on the Update button § To delete a project expense, 1. Click the Delete button for the expense you wish to remove

Extra Logistics Needed § Should your project be a little too big for you to handle by yourselves, you can always search for a little extra help, either in the form of an extra pair of hands or just more equipment. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 5: Logistical & Manpower Needs > Extra Logistics Needed

Extra Logistics Needed § To add a new logistic, 1. Click on the Add Logistics button 2. Enter the fields and click on the Submit button § To edit a logistic, 1. Click on the Edit button for the logistic item you wish to edit 2. Make the necessary changes and click on the Update button § To delete a logistic, 1. Click the Delete button for the logistic item you wish to remove

Section 6: Formal Proposal § Section 6 consists of the following forms: 1. Actions required by Project Partners 2. Important Contact Details 3. Key Performance Indicators 4. Update Report A: Needs Analysis 5. Update Report C: Gantt Chart 6. Update Extra Logistics Needed

Actions required by Project Partners § Specify the actions required by your project partners (external parties) involved in this project, such as venue provider, partners, suppliers, etc. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 6: Formal Proposal > Actions required by Project Partners

Actions required by Project Partners § To add a new action, 1. Enter the fields 2. Click on the Add button § To edit an action, 1. Make the necessary changes to the action you wish to edit 2. Click on the Update button

Important Contact Details § This Contact Details List lists the contact details of important personnel of the projects such as team members, supervisors (teachers and trainers), sponsors, partners, suppliers, etc. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 6: Formal Proposal > Important Contact Details

Important Contact Details § To add a new contact, 1. Click the Add a new Contact button 2. Enter the fields 3. Click on the Submit button § To edit a contact, 1. Make the necessary changes to the contact you wish to edit 2. Click on the Update button § To delete a contact, 1. Click on the Delete button

Key Performance Indicators § The Key Performance Indicator form is a list of specific quantifiable goals/objectives you hope to achieve from this project (expressed in numerical units). § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 6: Formal Proposal > Key Performance Indicators

Key Performance Indicators § To add a new KPI, 1. Click the Add button 2. Enter the fields 3. Click on the Submit button § To edit a KPI, 1. Make the necessary changes to the KPI you wish to edit 2. Click on the Update button § To delete a KPI, 1. Click on the Delete button

Updating Previous Reports § Update Report A: Needs Analysis q If there any updates or changes since Section 2, Report A: Needs Analysis should be updated. § Update Report C: Gantt Chart q If there any updates or changes since Section 5, the Gantt Chart should be updated to reflect the new or updated tasks. § Update Extra Logistics Needed q If there any updates or changes since Section 5, the list of Extra Logistics Needed should be updated to reflect the new or updated logistics.

Section 7: Closing Report & Reflection § Section 7 consists of the following forms: 1. Report E: Closing Report

Report E: Closing Reflection § The closing reflection form should be filled in as the project comes to an end. § To navigate to this form, 1. Navigate to the Project 2. Under Contents, click Section 7: Closing Report & Reflection > Report E: Closing Reflection 3. Enter the fields and click the Save button

Project Stage Photos § For each of the three main stages during the project duration (Training, Beneficiary Visit and Project Execution), teams may upload a maximum of 3 photos to each stage (total of 9 photos)

Project Photos § To upload stage photos, 1. 2. 3. 4. 5. 6. Navigate to the Project Under 8. Project Photos, click on the stage that you wish to upload the photos to To upload the photos, click on the Contribute a photo! Button Select the photos that you wish to upload Fill in the Name and Description fields (optional) Click the Upload button

Project Photos § To delete stage photos, 1. Navigate to the Project 2. Under 8. Project Photos, click on the stage that you wish to delete the photos from 3. Click the Delete button of the photo you wish to remove

View Complete Project Report § To view a compiled overview of the entire project with all the forms, 1. Navigate to the Project 2. Click on Preview All Sections and Forms § You may print or download the complete report for archival purposes.

Envisage Education User Training for Envisage Education Learning Management System Adapted from the Web Application User Guide for Envisage Education Learning Management System For Administrators • v 1. 1