6 Microsoft InfoPath Microsoft Excel/Word Quickr Technology We use many tools to help us manage materials in Wake County. We do not claim to be experts on any of these tools. We just want to share with you what works for us. Tools we have found most helpful are (refer to slide).
8 An application used to develop XML-based data entry forms InfoPathAn application used to develop XML-based data entry forms
9 This is what you see when you first open the application. This is what the application looks like when you begin the process of designing a new form.Click - top circle …looks like other microsoft products familiar to youClick - special controls and features that InfoPath has. Controls it the main one we use.
10 InfoPath - Controls Controls Text Box Rich Text Box Drop Down List List BoxDate Picker (with pop-up calendar)Check Box (for multiple answer questions)Option Button (for multiple choice questions)Multiple Selection List BoxFile AttachmentHyperlinks…and many more, as well as customized controls!Once you click on controls you get several options. All the different types of tools you can use in your form.
11 InfoPath - FormsThis is a form we developed to help us keep an inventory of unused books at the school level.
12 InfoPath-Forms School enters information into the form Save the form Attach and the form to Testing OfficeSave forms in a common folder
13 InfoPath – Exporting to MS Excel Data ExportFileExport ToMS Excel
22 Using MS Excel and MSWord Save time, track materials, and track inventoryUsing MS Excel and MSWord
23 All instructions presented are for Microsoft Office 2003 Tracking MaterialsThis process is streamlined using MS Excel and MS Word for:Taking inventoryCompleting distribution listsCreating test material sign out sheetsAll instructions presented are for Microsoft Office 2003Brian will make a note about 2007 during presentation.
24 MS ExcelWe used MS Excel last year to manage read aloud materials distribution. We focused on having schools use what they had on hand and we supplement. (explain the spreadsheet)
25 Mail Merging Information Start With ThisEnd With this
26 Saving the filesThere are two main files used for creating the distribution list:MS Excel spreadsheetMS Word document/mail mergeFor WCPSS purposes the files are posted on our internal websiteSchool test coordinators download and save the files to their home directory
27 The SpreadsheetTest coordinators review their precoded answer sheets for each class and fill in their information on the spreadsheet.Date refers to the Test DateAS = Answer SheetTB = Test BookletOIPP = One Item Per PageX2 = NCExtend2Brian will fix this slide
28 The SpreadsheetThe number of answer sheets and test booklets for each class will be calculated in the fields “AS Total” and “TB Total.”
29 The Spreadsheet Save your changes. Here is an example of how the completed spreadsheet will look.WARNING: After you have entered all the information for your school it is a good idea to delete all the rows with a “0” in the “Ans Shts” and “Books” column. This will keep you from printing extra pages after the information has been mail merged.
30 Sign OutNow click on the tab labeled “Sign Out” at the bottom left corner of the spread sheetSelect fields will transfer to the “Sign Out” worksheet.
31 Mail MergeMail merge automatically creates a series of classroom distribution lists.NOTE: You must have already entered information into the spreadsheet before following these steps.
32 Mail Merge Open the MS Excel spreadsheet and the MS Word document. When you open the MS Word document you may get what looks like an error message.Click “NO.”
33 Mail Merge In the MS Word document click Tools click Letters and Mailingsclick Mail Merge
34 Mail MergeWhen the mail merge opens, a side bar will appear on the right side of the window.Click the blue “Next” link toward the bottom right side of the page until you get to “Step 3”
35 Mail MergeOnce on Step 3 click the blue “Browse” link just above the middle of the page.Find and choose the spreadsheet file as your data source by double clicking the file
36 Mail MergeAfter double-clicking the file another window will open and you’ll see a box asking you to select a table.Click “OK”
37 Mail MergeAnother window will open showing all the different headings in the spreadsheet.Click “OK”
38 Mail MergeClick the blue link at the bottom right corner of the screen that says “Next: Write your letter”
39 Mail MergeClick the blue link at the bottom right corner of the screen that says “Next: Preview your letters”
40 Mail MergeHere, you’ll be able to look over each page to ensure that all the desired data have been transferred over.
41 Mail MergeYou will be able to print everything once you click on “Complete the merge.”
42 Mail MergeWe recommend test coordinators either save or .pdf the document for each day to keep a running record.We also recommend printing each day on a different color of paper to avoid confusion.WARNING: If you didn’t delete the extra rows in your original spreadsheet you will end up printing several extra pages.
44 QuickrQuickr is an IBM application we have used for many years to store and share data with schools. With recent upgrades Test Coordinators can use it as a secure method of communicating certain confidential information to us.
45 QuickrAs you can see it is a repository for many data related documents. How do you use it to help manage materials?
46 Quickr –Alternate Assessments Brian our Senior Administrator for alternate assessments uses it to share with schools who we have listed as students who should be on alternate assessments. Schools can download and update the spread sheet as new students are added and upload the information immediately. Brian sends out monthly s for updates and this way he is able to maintain an accurate count of materials needed for testing throughout the year. (Refer to Brian for futher input.)
47 Quickr – Material Management Barbara also uses Quickr to post final documentation on materials released to schools during testing. She can post them for all schools testing in one place, at one time. Schools go in print off the form and verify their materials and bring the form with them on turn-in day.
48 Contact UsWake County Public Schools Testing Office –Phone: Fax:Carol L. Jenkins, Sr. Director –Phyllis D. Spencer, Director –Brian K. Sumner, Sr. Admin. –Barbara S. Williams, Testing Technician –Wendell Howard, Testing Technician –Nelson Surles, Testing Technician –David Holdzkom, Assistant Superintendent, Evaluation and Research –