PBIE WEB APPLICATION USER TESTING BREIFING
Contents
1. session to change levels The Feedback link on the top right corner of all screens is provided for use Please submit any problems broken links questions or concerns using this Feedback form Positive comments are always welcome amp Note If you are a user with multiple departments i e PTA AND MT in which you need to submit plans The system will prompt you for which department you want to work with during the signed in session PBIEE Forms Level 1 Unit Department Head Pocibock ann HomeStart Over Log Gut Edit User Into Please choose department Our records indicate that you are registered as a user in the following departments Please select your department during this session u GRANTS u PUBLIC AND ALUMNI RELATIONS The system will display your user level department s you need to provide plans for and a link to modify your user information If you click on the link to Work on your department plan the system will provide links for the next five planning years Click on the future planning year you want to work with PBIEE Forms Level 1 Unit Department Head Home start Over Log Gut Edit User Info New Plan PUBLIC AND ALUMNI RELATIONS 2006 2007 SUBMITTED BY Last Name hair First Name Many Dept Title Multiple Dept Chair Extension KGEE Email manydept shlah com Narrative Attachment PDF Only BN Bris PBIEE Forms Level 1 Unit Department Head Home start Over Log2. Gut Edit User Into Plan Summary PUBLIC AND ALUMNI RELATIONS 2006 2007 Edit Plan Info Add Marrative Delete Plan Print Report Last Name First Name Title Chair Wany Dept Multiple Dept Chair Date Narrative OF 92005 INITIATIVES Mew Intitiative Initiative Rank Cabinet PBIEE VP AVP Ni A pre populated form appears with your user information Here you can make any necessary changes to this information attach a narrative for this year s plan or change the default submittal date Click on submit when you are finished You can return to this screen to attach your narrative or change this information at any time during the submission period by clicking on the Edit Plan Info from the Plan Summary Screen Keep in Mind The system allows for a single pdf attachment Any other type of attachments will be rejected If you have multiple documents you want to submit they must be combined together and converted to ONE pdf type file Please call the help desk at x4749 if you need assistance in preparing your narrative attachment You have now created a plan for the year you had chosen You should now add the initiatives to your plan Feedback Fort Extension Email GAGE manydept blah com Last Updated 4912005 Intitiative Title Action To begin adding initiatives click on New Initiative PBIEE Forms Level 1 Unit Department Head Home start Over Log Gut Edit User Info Add New Initiative Plan Sum
3. es 0170172007 NO outcomes GOALS Link to Goal Simply use the hyper links to Goal Type Goal Reference Action enter your information They STRATEGIC v View Goal Description Delete open smaller forms for you to fill COLLEGE 1 1 yjeve Goal Description Delete E in and always pop you back to ACTION STEPS Add Action Step the main Initiative Summary screen Action steps and Expected outcomes can be edited using the hyperlink to the right of the respective item Action Step Target Date Action 1 Hire parttime students TOM 2f2006 Delete Research amp Aquire Printer Services 101 2006 Delete EXPECTED OUTCOMES 3 Add Outcome Outcome Revisit Date Action 1 25 Increase in Local Hight School enrollment 0901008 Delete To enter Detailed Needs amp Costs associated for this particular initative click on the View Manage Needs 8 Costs link PBIEE Forms Level 1 Unit Department Head Feedback Homestar Over Log Out Edit User Into Initiative Summary Plan Summary Initiative Summary PUBLIC AND ALUMNI RELATIONS 2006 2007 gt gt College Newsletter to High Schools ViewsManage Needs amp Costs Edit Initiative Into Delete Initiative Submitted in previous years Notes Memo Estimated Will you be requesteing funds next planning year for this same initiative Justification Rationale Completion Date MO Wear MIA View Notes 0170172007 RIS PBIEE Forms Level 1 Unit Department Head Homsistat Set Logiiut Eat W
4. f text from other electronic sources into any text field When you are finished click on the submit button to save the information The system takes you back to the plan summary screen where you will see the new initiative you just created You can see that the initiative s priority or rank is N R NOT RANKIED You can use the pull down arrow to select what rank or priority you are requesting You can do this after you have input all your data and re arrange at any time Keep in mind that the upper level users will ONLY be able to rank the initiatives that you have provided a rank for Feedback Fo Extension Email BEBE manydepteablah corm Last Updated OO 92005 Iintitiative Title Action b View Golleqe Newsletter to nigi SCHODIS College MHewsletter to High Schools Delete PBIEE Forms Level 1 Unit Department Head Feedback Homefstart Over Log Out Edit User Info Initiative Summary Clicking on the Initiative Title will Plan Summary Initiative Summary take you to the Initiative PUBLIC AND ALUMNI RELATIONS 2006 2007 gt gt College Newsletter to High Schools Summary Screen Here you will View Manage Needs amp Costs Edit Initiative Info Delete Initiative link goals to your initiative and Submitted in previous years Notes Memo Estimated Will you be requesteing funds next planning year for this same initiative e nter acti on step S amp expected Justification Rationale Completion Date NO Year NIA View Mot
5. iser ntn In the initiative needs and Initiative Needs amp Costs costs screen the system Plan Summary Initiative Summary Needs amp Costs automatically calculates and PUBLIC AND ALUMNI RELATIONS 2006 2007 gt gt College Newsletter to High Schools displays the initiative costs tack 10 Initiative Summer as you enter them INITIAL YEAR COST 4 500 00 RE CURING COST 1 000 00 The system separates the initial years cost and the ongoing or maintenance costs EQUIPMENT Needs amp Costs Add Equipment Need amp Cost Need Cost Supporting Departments When adding cost you can Newsletter Suite Software amp Scanner Package Se Ee wj oe eee select a supporting dept s that may be affected TOTAL 1 500 00 All needs and costs can be FACILITY Needs amp Costs Add Facility Need 2 Cost edited or deleted using the 5 hyperlinks associated with Need Cost Supporting Deparniments 0 00 the items Once you are finished adding costs to your initiative you can click on the Home Start Over link or simply Log Out IMPORTANT CONCEPTS TO REMEMBER Any initiative that has NOT BEEN assigned a rank N R by Level 1 users dept unit heads can only be viewed edited by log in users Any initiatives that HAVE BEEN ranked will be forwarded on to the next level user to be viewed edited AND ranked Any initiatives that have a N R rank code will NOT BE accessible to the public web area or be ranked by upper levels
6. ited by their respective academic AVP those are then viewed and or edited by the VPAA and so on Acad Dept Academic VP Acad Chair AVP Affairs PBIE Cabinet Admin VP s Dept Head A user can belong to multiple levels For example a department head could potentially also be the PBIE representative Such a user would be doing two processes submitting plans and initiatives as well as rank initiatives that have been edited by the VP levels Supporting Department A supporting department is one or more departments other than yours which will be effected by your area s new initiative Any department can be a supporting department for another s initiative For example a new academic program may need advertising thus making Marketing a supporting department Rank The rank is the number or the priority given to a new initiative The initiatives are ranked by the dept chair nead and then re ranked or re prioritized by each level as the planning process cycles PIP WEB APPLICATION CREATING AND EDITING PLANS AND INITIATIVES Browse to http www sunyorange edu pip PIP Login Please enter your username and password and press Log in Log into the application with the username and password provided Username Password Note If you are a user with multiple level access i e dept chair AND PBIE rep the system will prompt you for which level you want to take on for this pariicular session You must log off and restart your
7. j 5 a i 1 xi NY icy F g 1 z ia f i s jie 5 r bi Pa JE P E ZE Try HOME SEARCH P I P Planning Initiatives amp Prioritization Online System User s Manual PIP System Terminology Initiative Initiatives are submitted by department chair heads into the system and are part of a plan Each plan department may have many initiatives Initiatives were called goals in our paper planning forms These are new initiatives and would almost always have cost needs attached Keep in mind that the system does not prevent you from entering initiatives with 0 cost so that you can submit a complete plan for your area Department A Department B 2007 2008 Plan 2007 2008 Plan Initiative 1 Initiative 1 Initiative 2 Initiative 2 2007 2008 Plan 2007 2008 Plan Initiative 1 Initiative 1 Initiative 2 Initiative 2 Goals The goals in the system are ones already established by our SUNY Orange community These include the Strategic Priorities College Goals amp Objectives Middle states Standard Recommendations and AMP Common Goals Ideally any initiative submitted should be linked to one or more of these goals Level Each user is assigned a level or levels depending on their role in the new planning process For example a department unit head is assigned as level 1 since they are the first step in the planning life cycle If the level 1 user is in the academic area the initiatives are viewed and or ed
8. mary f Add New Initiative PUBLIC AND ALUMNI RELATIO Calendar Microsoft In ai Title July 2005 lt lt Ll Print I gt gt Sun Mon Tue Wed Thu Fri ta al F Submitted in Previous Year s C Yes Year Notes Memo Justification Ration Getting a special Community College into High School students mailboxes increase SUNY Orange awareness t Students This will be a quarterly iss new spaper like distrubutian and the be written by our current and alumni 3 ci LM jm Estimated Completion Date NZ Will you be requesteing funds Yes next planning year for this N same initiative PBIEE Forms Level 1 Unit Department Head omefstart Over Log Out Edit User Info Plan Summary PUBLIC AND ALUMNI RELATIONS 2006 2007 dit Plan Info Add Marrative Delete Plan Print Report Last Name First Name Title Multiple Dept Chair Chair Many Dept Date ON 92005 NITLATIVES Mew Intitiative Initiative Rank Cabinet VP Here you should provide a brief Initiative Title notes and other information To insert an estimated completion date simply click on the calendar icon and a calendar pop up is provided for you to browse and select a date Remember to keep your Initiative Title brief and meaningful since it will be displayed on reports use the notes memo field and the consequences field to provide further explanation For your convenience the system allows for copy amp paste o
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