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WorkKeys Internet Version Training Groups and Batch Loading Mary Lewis Systems Solutions Manager November 2013.

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Presentation on theme: "WorkKeys Internet Version Training Groups and Batch Loading Mary Lewis Systems Solutions Manager November 2013."— Presentation transcript:

1 WorkKeys Internet Version Training Groups and Batch Loading Mary Lewis Systems Solutions Manager November 2013

2 Agenda Creating a group Batch loading Adding registrations Authorizing a group Resources 2

3 Groups and Batch Loading 3

4 You can use groups without using batch loading You can use batch loading without using groups Creating a group and including group information in the batch load file can save time when creating examinee records Determine what works best for your testing situation 4

5 Group Administration Groups are useful when everyone is taking the same test or set of tests You can authorize tests by group rather than by individual Groups allow you to pull group reports from the Reports Portal 5

6 Group Administration Process Generally, you’d follow the steps below when administering tests to a group of examinees: 1.Create a group; record the Group ID 2.Create test registrations 3.Complete the financial profile 4.Authorize one or more exams for the entire group 5.Assist examinees with launching their exam(s) 6.Generate score reports 6

7 Groups and Batch Loading: Creating a Group 7

8 8 Creating a Group

9 9

10 10 Creating a Group

11 11 Creating a Group

12 12 Creating a Group

13 13 Creating a Group

14 Adding Examinees to a Group Now that you’ve created a group, you need to add examinees to the group. To add examinees to the group as you create their records, see the Quick Start Guide, “Adding Examinees to a Group at Registration.” To add existing examinees to the group, see the Quick Start Guide, “Adding Existing Examinees to a Group.” To add examinees to the group through batch loading, see the Quick Start Guide, “Registering Examinees Using Batch Load.” 14

15 Groups and Batch Loading: Setting Up Batch Loading 15

16 Batch Loading Tips Ensure WinZip or a similar program (e.g., 7-Zip) is loaded on your computer Use the Batch Load Guide included in Validus o This is different from the Batch Load Quick Start Guide (“Registering Examinees Using Batch Load”) o Contains allowed formats and values o Save as a PDF o Print only the pages you need Use your formatted header file as a template Upload your file at least 24 hours prior to testing 16

17 17 Setting up Batch Loading: Downloading the Batch Load Header File

18 18 Setting up Batch Loading: Downloading the Batch Load Header File

19 19 Setting up Batch Loading: Downloading the Batch Load Header File

20 20 Setting up Batch Loading: Downloading the Batch Load Header File

21 21 Setting up Batch Loading: Downloading the Batch Load Header File

22 22 Setting up Batch Loading: Downloading the Batch Load Header File

23 23 Setting up Batch Loading: Downloading the Batch Load Header File

24 If you include groups: up to 100 records If you do NOT include groups: up to 200 records 24 Setting up Batch Loading: Downloading the Batch Load Header File

25 Required o First name o Last name o Examinee ID (“employeeId”) o Group ID Suggested o Date of Birth (8-digit birth date WITH slashes) o User ID (“userName”) o Password 25 Setting up Batch Loading: Completing the Necessary Information

26 Prevent leading zeros from disappearing o Format as “Text” o Select “Format > Format Cells > Number > Category > Text” Do not move columns or rename column headings Delete empty columns Save the file o Save as Excel Workbook if you don’t want to lose formatting o Will need to upload a “csv” version of the file 26 Setting up Batch Loading: Completing the Necessary Information

27 27 Setting up Batch Loading: Uploading the Spreadsheet into Validus

28 28 Setting up Batch Loading: Uploading the Spreadsheet into Validus

29 29 Setting up Batch Loading: Uploading the Spreadsheet into Validus

30 30 Setting up Batch Loading: Uploading the Spreadsheet into Validus

31 31 Setting up Batch Loading: Uploading the Spreadsheet into Validus

32 32 Setting up Batch Loading: Uploading the Spreadsheet into Validus

33 33 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

34 34 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

35 35 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

36 36 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

37 37 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

38 38 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

39 39 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

40 40 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

41 41 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

42 42 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

43 43 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

44 44 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

45 45 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

46 46 Setting up Batch Loading: Accessing the Invalid Rows File and Log File

47 Groups and Batch Loading: Setting Up Registrations 47

48 48 Setting Up Registrations

49 49 Setting Up Registrations

50 50 Setting Up Registrations

51 51 Setting Up Registrations

52 52 Setting Up Registrations

53 53 Setting Up Registrations

54 54 Setting Up Registrations

55 55 Setting Up Registrations

56 56 Setting Up Registrations

57 If you included the Assessment ID but not the Financial Profile in your batch load file: You DO NOT need to complete a Financial Profile if your site has only one Financial Profile option You DO need to complete a Financial Profile if your site has more than one Financial Profile option 57 Additional Financial Profile Information

58 Steps to complete a Financial Profile: Locate the examinee’s record Click on the “Registration” tab Click on the radio button to the left of the assessment name Click the Edit button In the Finance section, choose the appropriate Financial Profile Click the Submit button Do this for each assessment 58 Additional Financial Profile Information

59 Groups and Batch Loading: Authorizing a Group 59

60 60 Authorizing a Group

61 61 Authorizing a Group

62 62 Authorizing a Group

63 63 Authorizing a Group

64 64 Authorizing a Group

65 65 Authorizing a Group

66 TASKQUICK START GUIDE Create a GroupCreating a Group Adding Examinees to a Group at Registration Adding Existing Examinees to a Group Batch LoadingRegistering Examinees Using Batch Load Group RegistrationGroup Registration for One or More Assessments Group AuthorizationAuthorizing an Assessment for a Group http://www.act.org/workkeys-private/reference/guides.html Step-by-Step Instructions 66

67 WorkKeys Contact Center: o 800-WORKKEY (967-5539) o workkeys@act.org workkeys@act.org o Hours:  Monday – Friday (except holidays): 7:00 a.m. – 7:00 p.m. (Central time)  Saturday (except holiday weekends): 8:00 a.m. – 2:00 p.m. (Central time) Site Administrator Reference Website: http://www.act.org/workkeys-private/reference/ WorkKeys VTC Training Realm: https://vtc.act.org/566617744 67 Resources


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