Georgia Career Information System

1. Georgia Career Information System GCIS Portfolio Administration Tool Administrative Training Georgia Career Information Center

2. GCIS Portfolio Administration Tool With GCIS Portfolio Administration Tool, you will: • View real time information and statistics on GCIS usage for your site • Measure student progress • Look at popular items of interest for your students • Manage usage by customized groups • Provide other administrators with the ability to be involved with career exploration • Be proactive in designing your work plans, workshops, and workforce for career success Georgia Career Information Center

3. GCIS Portfolio Administration Tool Getting Started • Go to www.gcic.peachnet.edu/admin • Enter your site’s administration user name and password • Distribute the administration user name and password exclusively to administrators (i.e., counselors, teachers, employment specialists). Remember • Enter the password in all lower case letters, no spaces or dashes • Do not distributed the administration user name and password to students. Georgia Career Information Center

4. GCIS Portfolio Administration Tool • Portfolio Administration Tool Main Menu Georgia Career Information Center

5. GCIS Portfolio Administration Tool GENERATING REPORTS Georgia Career Information Center

6. GCIS Portfolio Administration Tool REPORTS – SITE USAGE • From the main page, click Site Usage to view number of logins at your site and use of GCIS components. • Enter beginning date • Enter ending date • Select GCIS components • Include popular titles for saved favorites (i.e., popular occupation titles) • Enter maximum number of entries (i.e., 20 for Top 20 Occupations) • To view report, click “Generate Report”* • To print report, selectprint from toolbar * Allow pop-up blockers prior to generating report Georgia Career Information Center

7. GCIS Portfolio Administration Tool Number of Logins at your site during the selected time period Total Logins – Grand total of logins by users accessing GCIS using the portfolio users name and password, the site user name and password, IP recognition, an administration user name and password, and a staff account. This total rolls up all logins. • Portfolio Users – Number of logins to GCIS by students using their personalized user name and password • Site User Name – Number of logins to GCIS using the site’s user name and password • IP Addresses – Total number on logins by IP recognition (currently unavailable) • Administrator – The number of logins at www.gcic.peachnet.edu/admin using the site’s administration user name and password • Staff – Number of logins at www.gcic.peachnet.edu/admin using a staff account Note: Logins prior to 8/30/06 were not recorded and are not included. Georgia Career Information Center

8. GCIS Portfolio Administration Tool Report - Portfolio Usage • Active Portfolios –the number of portfolios created during the selected time period • Hidden Portfolios – the number of portfolios hidden by administrators • Active Portfolios with: • Course Plans – number of portfolios with saved information in Course Plans • Career Plans – number of portfolios with saved information in Career Plans • Education and Work History – number of portfolios with saved information in Education and Work History Georgia Career Information Center

9. GCIS Portfolio Administration Tool CIS Favorites Saved in Portfolios during the selected time period… Look for the number and frequency of users who have saved items in their portfolios Georgia Career Information Center

10. GCIS Portfolio Administration Tool Group Report Select this feature to view statistics and data for a specific group • From the main page, click Group Report • Select group from drop down menu • Select date range • Select the GCIS Components • To view group report, click ”Generate Report”. * Summary – number of members in group Component – total number of files saved by portfolio users Number of Users – total number of portfolio users in group with saved components % of Users – percent of group with saved items Name – portfolio owner Component – file name in GCIS (i.e. occupations, job search) Title – details from component Date Saved – date of most recent save/entry in portfolio * Allow pop-up blockers prior to generating report Georgia Career Information Center

11. GCIS Portfolio Administration Tool Report - Individual Portfolio View contents for a specific portfolio • Select sorting option • Last Name • All Users • Graduation Year • Group • Click “Go” • Select “view” Georgia Career Information Center

12. GCIS Portfolio Administration Tool DATA MAINTENANCE Georgia Career Information Center

13. GCIS Portfolio Administration Tool Data Maintenance - Staff Accounts Create, edit, or delete staff accounts Create (from the main menu) • Click Staff Account  Add New Staff Account • Create the following for the staff member • User Name • Password • Enter the staff member’s • First Name • Last Name • Assign the expiration period Georgia Career Information Center

14. GCIS Portfolio Administration Tool Data Maintenance - Staff Accounts Create, edit, or delete staff accounts Edit and Delete* Once the staff account is established, it may be edited or deleted • From the main menu, click Staff Account • A master list of staff accounts will appear • Select “edit” to make updates or • From the main menu, click Staff Account • A master list of staff accounts will appear • Select “delete” to remove a staff account *Once deleted, a staff account cannot be restored Georgia Career Information Center

15. GCIS Portfolio Administration Tool Data Maintenance - Groups • Create, edit, or delete groups • Add or remove portfolios Georgia Career Information Center

16. GCIS Portfolio Administration Tool Data Maintenance - Groups Create From the main menu, click Group • Select “Add New Group” • Enter the group’s name (i.e., Career Class, Class of 2010, WIA clients) • Click “Add” • A matrix of all group titles will appear • For desired group, select “members” • Select “Add Portfolios” • Select sorting option • Activate check box by owner’s name to assign the portfolio to the group • Click “Add Selected to Group” Georgia Career Information Center

17. GCIS Portfolio Administration Tool Data Maintenance - Groups Edit • From the main menu, click “Group” • Master chart of groups will appear • Select “edit” to update the title of the group Delete • From the main menu, click “Group” • Master chart of groups will appear • Select “delete” to remove the group and its membership (only removing the group using this delete function - individual portfolios will not be deleted from the site) Georgia Career Information Center

18. GCIS Portfolio Administration Tool Data Maintenance – Portfolios • Create, edit, or delete portfolios • Transfer portfolios to another site • Exclude portfolios from site reports Georgia Career Information Center

19. GCIS Portfolio Administration Tool Data Maintenance – Portfolios Create • From the main menu, select Portfolios • Click “Add New Portfolio” • Establish the portfolio by completing requested information • Click “Add” Tip – Use a standard protocol for the user name and password (must be a combination of 6-20 alpha and numerical characters) Georgia Career Information Center

20. GCIS Portfolio Administration Tool Data Maintenance – Portfolios Edit • From the main menu, select Portfolios • Determine sorting option • Select “edit” • Enter updates • Once entered, click “Update” Georgia Career Information Center

21. GCIS Portfolio Administration Tool Data Maintenance – Portfolios Delete • From the main menu, select Portfolios • Determine sorting option • Master chart of portfolios will appear • Activate check box by owner’s name of desired portfolio to remove • Select “delete” • The ownership details will appear • Select “Delete” • The portfolio moves to “deleted users.” It may be restored. Georgia Career Information Center

22. GCIS Portfolio Administration Tool • Data Maintenance – Portfolios Transfer • From the main menu, select Portfolios • Determine sorting option (in this example...all users) • Master chart of portfolios will appear • Click “Transfer Selected” • Enter site name and password of new designation • Click “Continue” • The new site’s name will appear • Click “Transfer” Georgia Career Information Center

23. GCIS Portfolio Administration Tool • Data Maintenance – Portfolios Tip - Hide the portfolio to exclude data and statistics in reports Georgia Career Information Center

24. GCIS Portfolio Administration Tool Thank you. For further assistance: Georgia Career Information Center www.gcic.peachnet.edu Click on: Contact Us Georgia Career Information Center