View source for Learning Guide:CES Reporting

==Access File Installation==
The access file allows an easy way to log onto the CES Reporting system.  The user ID and password are entered one time using this method.  When the home page method is used, the user ID and password must be entered each time.

# Create a file folder on the C:\ drive named CESR.
# Click the [http://www.uwyo.edu/cessuptmedia/upgrades/ucesraccess.exe Access File] link.  The Save As dialog box opens.
# Navigate to the C:\CESR folder.
# Click the Save button.  If necessary, click the Close button when the download is complete.
# Left-click the Start button.
# Click My Computer.
# Click the C:\ or local disk.
# Open the CESR folder.
# Right-click the UCESRAccess.exe file.
# From the shortcut menu, click Send to > Desktop (create shortcut).
# Double-click the UCESRAccess.exe file.
# Type WY in the state field.
# Type the user ID.
# Type the password.

'''Note'''

The user ID and password are case-sensitive.  Please call Communications and Technology at 307-766-3702 or 307-766-3194 if there are problems with a user ID and/or password.

# Click the Save Parameters button.
# Click the Logon to CESReporting.com button to open to the CES Reporting site.

==Backup Data==
Each user can back up their data on the CES reporting system to a local hard drive.  The backup process creates a text delimited file that can be opened in Excel or Word.  Backing up data is an option.

<ol><li>Log on to [http://www.cesreporting.com/ CES Reporting].</li>
<li>Click '''Archive'''.  The Archive screen displays.  See Figure 1.</li>
[[File:Cesr_backup.gif|Caption Figure 1.]]
<li>Click the '''Data''' box.</li>
<li>Click the '''Create Backup File''' button.  This will take a little time. Please be patient until the hourglass disappears.</li>
<li>The '''Download Backup File'''  button is enabled when the backup file has been created.</li>
<li>Click the '''Download Backup File''' button.</li>
<li>Navigate to the folder where the file is to be saved.</li></ol>

'''Note:'''  

The only location where the system will restore a backup file from is C:\CKV\Webxfer.


==Direct Access==

Users can attain direct access to the CES Reporting web site at any time, from any computer via the Internet.  The web address is [http://www.cesreporting.com/ www.cesreporting.com].

<ol><li>Open Internet Explorer.</li>
<li>Enter [http://www.cesreporting.com/ www.cesreporting.com] in the Address box.</li>
<li>Click '''Select User State'''.</li>
<li>By default, '''Wyoming''' is highlighted.</li>
<li>Click '''I have selected my state'''.</li>
<li>Enter the '''user ID''' and '''password'''.<br>
'''Note:'''  Contact Communications and Technology at 307-766-3702 or 307-766-3194 for a '''user ID''' and '''password'''.</li>

<li>Click '''Submit'''.</li>
<li>It is recommended that the [[#Password Changes|password be changed]] so other users cannot access the information.</li>
</ol>

==Entering Information==
Here is a brief description on how to enter information in the CES Reporting system.

<ol><li>Log on to the [http://www.cesreporting.com/ CES Reporting system].  The ''User Options'' screen displays.</li>
<li>Press the '''F11''' key to display more of the screen.</li>
<li>Click '''Enter Reporting Data'''.</li>
<li>The calendar defaults to the current date.  Choose the day to begin entering information.<br><br>
Note:  Double-check the '''Entries for''' field to be sure that the correct day has been selected.  See Figure 1.<br><br></li>
[[File:Cesr_entries_for.gif|Caption Figure 1.]]
<ol type=a><li>'''Single click''' the '''day''' of the month on the calendar; '''OR'''</li>
<li>Click the '''Select Month down arrow'''.</li>
<li>Highlight the desired '''month'''.</li>
<li>Click the '''day''' of the month on the calendar.</li>
</ol>
<li>Enter the time by using ''number of days, hours, and/or minutes''.  Click the down arrow for the time option and highlight the appropriate number.</li>
<ol type=a>
<li>''Days'' - Up to 23 days can be entered at once.  Highlight the desired number of days.  This selects week days and does not include weekend days.  Use this selection when the same program code and location is being entered for a range of days.</li>
<li>''Hours'' - Select up to 24 hours by highlighting the number of hours.</li>
<li>''Minutes'' - Select 15, 30, or 45 minutes.<br><br>
'''Note''':  Days with less than 8 hours display in yellow.  Days with 8 hours or more display in green.  See Figure 2.<br><br></li>
[[File:Cesr_days_colors.gif|Caption Figure 2.]]

</ol>
<li>''Record Description'' - Use the record description box to enter a short description of the program data.  It displays when the record is displayed.</li>
<li>''Programs'' - Click the '''Programs down arrow''', and highlight the '''program code'''.</li>
<li>''Locations'' - The location code defaults to the user's current work location.  Select the appropriate location if the event took place in another county, district, region, or at the national level.</li>
<li>''Tenure and Promotion (T&P)'' - Select one of these codes to associate events for support efforts, promotions, and program development.  T&P codes are optional.</li>
<li>''National Goals'' - Select a national goal when an event is in support of the national goals and initiatives.</li>
<li>''Integrated Activities'' - Currently, the only integrated activity is WIN Wyoming.</li>
<li>''Multi-State Activities'' - Select this option when an event involves two or more institutions from different states that collaborate in the planning and implementation of programs.</li>
<ol type=a>
<li>Click the '''List Multi-State Activities''' button.</li>
<li>Highlight the '''states''' involved.  Select more than one state by holding down the '''Ctrl''' key and highlighting the '''desired states'''.</li>
<li>Click the '''Add Selections''' button.  The states display in the field.</li>
</ol>
<li>'''Scroll down''' to display the Contacts area.</li>
<li>Enter the '''gender''' numbers.</li>
<li>Enter the '''ethnicity''' numbers.<br><br>
'''Note''':  The total gender number must equal the total ethnicity number.<br><br></li>

<li>'''Scroll down''' to display the ''Memo'' area.  Enter memo information as needed.<br><br>
'''Note''':  There is a 255-character limitation on the Memo field.  The system does not prevent more data than the limitation to be entered.  But, any output will be truncated at the 255th character.<br><br></li>

<li>Click the '''Enter/Update Record''' button.  The day on the calendar displays green when the hours are 8 or greater and displays yellow when the hours are less than 8.</li>
<li>Repeat the process for each event to be entered.</li>
<li>Click the '''Transfer this sessions work to the server hard disk''' when the data entry is complete.</li>
<li>Click '''Goodbye'''.</li>
<li>Close Internet Explorer.</li>

</ol>
Consider entering reporting data on a daily or weekly basis.  It is easier to enter information more frequently than trying to enter a month at a time.  A month's worth of information can be added by grouping hours into multiple days with a program code.


==Monthly Summary Report==
A monthly summary report can be printed from the CES reporting system.  The report lists the hours, program code, location, gender, and ethnicity information for each day of the month.  Summary information is included for programs and locations.

<ol><li>[[#Direct Access|Log on]] to the CES reporting system.</li>
<li>Click '''Data Reports'''.  See Figure 1.</li>

[[File:Monthly_summary.gif|Caption Figure 1.]]

<li>Highlight the '''desired month'''.</li>
<li>Highlight the '''desired year'''.</li>
<li>Click the '''Monthly Summary''' button.</li>
<li>Click the '''View/Print Report''' button.  The report displays in a separate window.<br><br>
Note:  Turn off pop-up blockers so the report can be displayed.<br><br></li>

<li>Click '''File > Print'''.</li>
<li>Click '''OK'''.</li>
<li>Close the '''report window'''.</li>
<li>Click the '''Return to Report Selection''' button.</li>
<li>Another report can be printed, if needed.</li>
<li>Close the '''Internet Explorer''' window.</li>
</ol>


==Password Changes==
It is recommended that the password be changed so other users cannot access the data.

<ol><li>Log on to CES Reporting.</li>
<li>Click '''Change My Password'''.</li>
<li>The old password is displayed.</li>
<li>Type the '''new password'''.</li>
<li>Retype the password in the '''Repeat New Password''' field.</li>
<li>Click '''Submit'''.</li>
<li>Close Internet Explorer.</li>
<li>Log on to the system again.</li>
<ol type=a>
<li>When using the [[#Access File Installation|user access file]], enter the new password in the '''User password''' box.</li>
<li>When [[#Direct Access|accessing the system directly]], use the new password.</li>
</ol>
</ol>


==Print Memos==
Memos for a selected month can be printed.  They can also be printed based on program codes, words or phrases, and can be sorted in a variety of ways.

<ol>
<li>Log on to the CES reporting system.</li>
<li>Click '''Data Reports > Memo Printing'''.  See Figure 1. Click on image to enlarge it.</li>
 

[[File:Memo_printing_small.gif|Caption Figure 1.]]

<li>Highlight the '''desired month'''.</li>
<li>Highlight the '''desired year'''.</li>
<li>Click the '''Print Memos''' button.</li>
<li>A separate window opens and displays the report.<br><br>
Note:  Turn off pop-up blockers so the report can be displayed.<br><br></li>

<li>Click the '''Print''' icon.</li>
<li>Close the window.</li>
</ol>


==Saving Data==
<ol>
<li>Enter the record.</li>
<li>Click the '''Enter/Update Current Record''' button.  See Figure 1.</li>


[[File:Enter_update_button.gif|Caption Figure 1.]]

<li>When at least one record is entered, a button appears that provides the option of transferring or saving the data to the server's hard disk.  See Figure 2.</li>


[[File:Transfer_hard_drive.gif|Caption Figure 2.]]

<li>This button can be used at any time.  Every record that has been entered up to that point will be saved to the hard drive.</li>
<li>ALWAYS transfer the session work to the server hard disk before leaving the system.</li>
<li>ALWAYS transfer to the session work to the server hard disk before returning to user functions.</li>
<li>If the computer locks up or is disconnected from the Internet, wait 10-15 minutes before reentering the system.  The records entered will have been automatically written to the server's hard drive.</li>
</ol>

'''Warning:  If the 10-15 minute wait period is not observed, the entered information will be lost!'''