1. Colleague Lingo What’s That Word? Kathy Tymoczko Lewis & Clark College July 2016 General Interest Forest Grove, Oregon NWEUG 2016

2. Session Etiquette  Please turn off your cell phone/pager  If you must leave the session early, please do so as discreetly as possible  Please avoid side conversation during the session Thank you for your cooperation!

3. Introduction  There’s so much jargon that your head may be spinning. And different people use different words to mean the same thing.  This may help.

4. Datatel/Ellucian/Colleague  People who have been around a while use all three, pretty much interchangeably.  “Colleague” is the database/software system we all know and love which is developed and sold by …  “Ellucian”, the software company formerly known as …  “Datatel”

5. Answernet/Support Center/Action Line/Okta/The Hub/Client Site  Ways to get support from Ellucian  “AnswerNet” and “Action Line” are older incarnations of …  “Support Center”, which you can call or log into via …  “Ellucian Hub” and create “cases” for problems with Ellucian software and also find …  Documentation, solutions, change requests (aka “bugs”), ideas (enhancement requests)

6. Answernet/Support Center/Action Line/Okta/The Hub/Client Site (part 2)  “Okta” (who calls it that?) is the company that provides the software for all of the above. It’s in the url for the Ellucian Hub (https://ellucian.okta.com/).https://ellucian.okta.com/  You can also get to the Ellucian Hub by clicking “Ellucian Documentation” in the “Help” drop-down menu in Colleague UI.  “Client Site” is the old Datatel website for clients. The techies among us still go there for TechDoc Online and Data Structure Diagrams ( http://clients.datatel.com/support/documentation/techdoc.cfm) http://clients.datatel.com/support/documentation/techdoc.cfm

7. Listservs/Forums/eCommunities  Ways to get answers to questions from your peers at other schools and sometimes from Ellucian  In the “olden days”, there was an email list (listserv) called “info-datatel” which turned into …  XXTalk email lists, such as FATalk, ARTalk, etc. which turned into …  Datatel User Community forums, an actual website, not email lists, which are now …  eCommunities, found at https://ecommunities.ellucian.com, with separate “places” for each area of interest, such as Colleague Student, Colleague Financial Aid, etc.https://ecommunities.ellucian.com

8. User Interface (UI)  Everything designed into an information device with which a human being may interact, such as a display screen, keyboard, mouse, light pen, etc.  In the “olden days”, there were buttons on a console, punched cards, paper reports, and then …  Display terminals with a blank screen, command line, keyboard, and a set of commands and computer responses, and now …  Multiple interfaces to Colleague (windows to the data), including Colleague UI, WebAdvisor, Self Service, Informer, other reporting tools

9. UI - Colleague UI A web-based interface that allows you to view and maintain Colleague data on forms and to run processes.

10. UI - WebAdvisor Another web-based interface that allows students, faculty, and employees to view, and in some cases, modify Colleague data on forms and to run processes.

11. UI – Colleague Self Service  The newest web-based interface that allows students, faculty, and employees to view, and in some cases, modify Colleague data on forms and to run processes.  It will eventually replace WebAdvisor.  Self Service modules include Financial Aid, Graduation, Student Finance, Student Planning, User Profile, Projects Accounting, and others.

12. UI – Colleague Self Service (part 2)

13. Menu  A list of the foods that may be ordered at a restaurant, or …  A list shown on a computer from which you make choices to control what the computer does  There used to be menus in the old UI Desktop, but now …  There’s a navigation drop-down “menu”, which shows you all the forms and processes to which you have access

14. Menu (part 2)

15. Mnemonic – a device such as a pattern of letters, ideas, or associations that assists in remembering something  Not “pneumonic” (related to your lungs)  Not “pneumatic” (containing or operated by air or gas under pressure)  A three- or four-letter name of a Colleague process  Favorite mnemonics probably include NAE (Name and Address Entry), ASUM (Applicant Summary), and SPRO (Student Profile)

16. I forgot the mnemonic! Type all or part of a word or phrase from the form title in the “Form Search” box.

17. I forgot the mnemonic! (part 2) Use the “Navigation” button to search through menus of forms and processes.

18. I forgot the mnemonic! (part 3) Use “Search History” to scroll through a list of mnemonics you have used previously.

19. Save/Save All/Cancel/Cancel All  All of those buttons get me out of the form. What’s the difference?  Cancel – I don’t want to save any changes but I want to look at another record  Cancel All – I don’t want to save any changes and I’m done with all of these forms  Save – I want to save my changes and I want to look at another record  Save All – I want to save my changes and I’m done with all of these forms

20. I’m confused! I need help! For help on the Colleague User Interface, including parts of the UI window, “File”, “Options” and “Help” menus, etc., even before you have opened any forms or records for data entry, use the “?” button at the top of the UI window.

21. I’m confused! I need help! (part 2) For help on a Colleague data entry form, even before you have opened any records for data entry, use the “Help” button on the pop-up LookUp box. Once you have a record open in the form, you can also get help for the form by clicking the “?” button in the right-hand corner of the form tool bar.

22. I’m confused! I need help! (part 3) You can get process or field help by going to the drop-down “Help” menu and clicking “Process Help” or “Field Help”.

23. I’m confused! I need help! (part 4) And if you’re still confused after all of that, you can get to the Documentation Libraries on the Ellucian Hub by clicking “Documentation” on the “Help” drop-down menu.

24. Questions & Answers ????

25. Thank You! Kathy Tymoczko kathyt@lclark.edu