April Update
Training Being Developed for UAccess Financials!
The training team is currently working on developing the training for the UAccess Financials go live in October. A lot of people need to know how to use UAccess Financials to do many things, and the training team’s goal is to help everyone be as comfortable as they can be when the system goes live. To that end, the training plan consists of four major components.
- Exhaustive online tutorials
- Hands-on UAccess Financials Basics workshops
- Using UAccess Financials Dashboards demonstrations
- Extensive SuperUser training
Online tutorials are being developed and will be published on an ongoing basis as they are completed. These tutorials will help you complete business processes in UAccess Financials, such as issuing a travel advance or purchasing an asset from Surplus.
Financials Basics workshops
The hands-on Financials Basics workshops will be offered starting in late August. These sessions will have two goals:
- to help you get comfortable getting around in UAccess Financials by completing a couple of business processes
- to help you help yourselves come go-live.
The goal of this workshop is to provide information on how to best make use of the online tutorials, Super Users, and other resources to get the information that you need to do your jobs in the new system.
UAccess Financials Dashboard Demonstrations
The UAccess Financials Dashboard demonstrations will orient system users to the reports in UAccess Analytics that they will need to reference for their Financials needs.
Super Users
A cohort of 100-150 Super Users recruited from within departments will receive extensive UAccess Financials training. The Super Users will be available to help answer questions and guide their colleagues through UAccess Financials as the system launches.
The planned curriculum for the Super Users will consist of six sessions of a half-day each. Super Users will start their training about six weeks before go-live.
As you think about good Super User candidates from your department, think about your most talented people. Who is good at learning new systems and knowledgable about financial processes at the University? Who is good at explaining concepts and likes to help others? Those are the people who will make great SuperUsers.
After go-live, the Super User sessions will be available for anyone who would like to take them. You will be able to take the whole set and earn a UAccess Financials certification, or you can just take the ones that you are most interested in.
The Analytics Practicum
The Practicum is designed for groups of 3 – 6 people from a department working together with a member of the training team to create a report based on department needs. The goal is to get people comfortable with the mechanics of report-writing, as well as the process of creating a report from the initial idea to the final product. After discussing the needs of the group, the object is to work through the process of building a report, from the initial idea, assessing what’s available on the Shared Dashboards, choosing a Subject Area and building the report from scratch.
The instructor provides guidance along the way, asking questions, providing input, and prompting as necessary to produce the report desired. A few tasks may need to be completed after the workshop in order to make the new report(s) available to the entire group or department. Visit the workshops and training website at http://uits.arizona.edu/workshops and click on the Analytics Practicum link for a more detailed description of the workshop. Contact the UITS Workshop and Training Team (uitsworkshopteam@listserv.arizona.edu) to schedule one of these two-hour sessions for your department. When you email us, please include your department name and code, the likely attendees, and an idea of what kind of report you might want to create. All attendees must have completed the Basic Requests and Dashboards workshop.
Business Manager Toolkit
The HR and Training teams continue work on the Business Manager Toolkit and currently have a position open for a full-time Business Manager to assist with that project. As resources for the Business Manager Toolkit are developed, they will be put on the Business Office Resource Page, which can be found at http://uits.arizona.edu/workshops.
New Analytics Brown Bag Workshop! Working with Pivot Tables: “Putting a Spin on Your Data”
A brand new Analytics Brown Bag workshop, “Working with Pivot Tables: Putting a Spin on Your Data” is now available!
Certificates of Attendance
You can now obtain Certificates of Attendance for your Mosaic training classes. Visit the Manage My Workshops page of our website. You will be prompted to log in with your NetID. You will see a list of all workshops you either have attended or are registered to attend. If you have been marked as attending a workshop, you will see a picture frame icon at the end of the workshop’s row. Click the picture frame to download a pdf Certificate of Attendance. Please note that while you are on this page, you can also drop workshops you have registered for but don’t plan to attend. A Guide to the Analytics Workshops
Don’t forget about the Dashboard guides!
You can download the latest version of these guides and any of our other workshop handouts on the UITS Workshop Materials page: http://www.uits.arizona.edu/workshops/workshop_materials.
UAccess Analytics has answers to questions! How many students are registered for my classes? What are the payroll details for my department? Who has not yet completed their timesheet? Which classes still need grades posted? Many of those answers are available for you in the shared dashboards. Some of those answers you'll need to dig a little further to find. The UITS Workshop and Training Team offers a range of workshops and documentation designed to help you get comfortable with UAccess Analytics at a variety of levels.
UAccess Analytics News
There are some resources available to help you know which workshops to take advantage of. A brief narrative guide to our offerings is available on the Mosaic Website. Just scroll down to the section titled “A Guide to the Analytics Workshops.” For those of you who prefer a diagram, we put together an Analytics Decision Tree (will download as pdf) to help you decide which training and the number of workshops you may need.
Workshop Schedule
Fall term workshops are now available for registration. Visit the UITS Current Workshops page: http://uits.arizona.edu/workshops/current_workshops to read more detailed descriptions of these workshops and to register.
Need Assistance on Deciding Which Workshops are For You?
Take a look at the Decision Tree.
Brown Bag Sessions and Hands-On Workshops
Visit the UITS Current Workshops page (http://www.uits.arizona.edu/workshops) to read more detailed descriptions of these workshops and to register. All of these workshops are optional. You only need to take them if you want the information included in them. However, they do follow a progression, so we want to make sure you are familiar with that progression--including some new sessions and ones that we are planning to develop.
Working with Dashboards: Shared Reports at a Glance
This brown bag session is our most basic and is appropriate for any staff or faculty member who needs to analyze information from UAccess Employee or UAccess Student. It covers how to navigate the pre-built reports and get the most out of the information contained on them. It and the appropriate Dashboards Information Guide (see below) will get you off to a good start with Analytics.
Fundamentals of Reporting
This new hands-on session is designed for users who want to build reports in UAccess Analytics, but who are fairly new to the concepts of reporting. It introduces key concepts of reporting and data (such as tables, columns, and filters) and includes building a simple report. You may benefit from taking Working with Dashboards: Shared Reports at a Glance before attending this session, but you are not required to.
Basic Reports and Dashboards
This hands-on workshop is appropriate for users who will create reports in UAccess Analytics--for your own use or for other users in your department. The workshop comes in two flavors: UAccess Employee and UAccess Student. The content is the same in both versions; only the examples are different. You do not need to take both versions of the Basics to understand the concepts covered in it.
We expect that users attending the Basic Requests and Dashboards workshop will be familiar with the Fundamentals of Reporting concepts. You can attend a live workshop if you want to or just download the training manual and review the content to make sure you are familiar with it.
The Practice of Report Writing (to come)
We are working on a scenario-based hands-on workshop where you will create reports in response to example requests. The goals of this workshop will be to help you understand how to think through the resources available to you and decide how to best address the request that has been made of you. Is the information already on a shared dashboard? Does it need some modifying to fill the need? Does the report need to be created from scratch? What Subject Area might fill the need? How do you review Subject Areas to decide which to work with? How is data structured within a Subject Area? What other resources can help you when you need it?
This workshop will assume that you are familiar with the Basic Reports and Dashboards content.
Working with iBots
This brown bag session is appropriate for report writers who want to schedule reports to automatically be sent to their email address. You should have taken Basic Reports and Dashboards before you attend this session.
Advanced Reports and Dashboards
This hands-on workshop is appropriate for users who will be creating shared dashboards for other users in their departments. You should take Basic Reports and Dashboards before attending this session.
Hyperion (to come)
Once Hyperion is available to campus, we plan to offer training sessions on how to use it. These sessions will probably assume that you are familiar with the Basic and Advanced Reports and Dashboards content.
Documentation
You can download the latest version of these guides and any of our other workshop handouts on the UITS Workshop Materials page (http://www.uits.arizona.edu/workshops/workshop_materials).
- UAccess Analytics: Employee Dashboards Information Guide
This guide to the shared dashboards for UAccess Employee goes through the dashboards page-by-page. Each report on each dashboard page is described. In addition, there is an index that you can use to look up a data element and identify what pages it is on--and by extension, which dashboard pages it can be found on.Because dashboards are a dynamic electronic resource, they do evolve more quickly than this guide is able to. We plan to update this guide on a monthly basis, so check the version number and date on the front to make sure you have the latest copy.
- UAccess Analytics: Student Dashboards Information Guide
This guide to the shared dashboards for UAccess Student goes through the dashboards page-by-page. Each report on each dashboard page is described. In addition, there is an index that you can use to look up a data element and identify what pages it is on--and by extension, which dashboard pages it can be found on.
Because dashboards are a dynamic electronic resource, they do evolve more quickly than this guide is able to. We plan to update this guide on a monthly basis, so check the version number and date on the front to make sure you have the latest copy.
Guidebooks are available at http://uits.arizona.edu/workshops/workshop_materials that provide information about the function and contents of shared Dashboards:
Mosaic Training
Mosaic Training is provided to campus by the Mosaic Training Team and the various initiative teams have the responsibilty for training the central administration offices and departments.
The training team has options for everyone:
- Online tutorials and/or quick videos
- Job aid one-sheets that can be downloaded
- Large group demos run by the Mosaic Training Team
- Drop-in labs to help users after the software is live
Other parts of the new software will need more detailed explanation, and the training team is responsible for helping departmental users (Colleges, Departments, and Auxiliary Units) get up to speed. Here is a listing of what you can expect from the training team:
- Online tutorials available starting two months before the software launches
- Live, hands-on workshops designed by job role (for instance, payroll rep or business manager) during the month before launch
- Job aid one-sheets available to download; training manuals provided in workshops and available on-line
- Post-launch online and live training for refresher sessions and new employee training
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Professional online network with discussion boards, topic-specific groups, video tutorials, and additional help and suggestions
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Launch-time drop-in labs
Training Schedules and Registration are located on the UITS Workshops page.
FAQS:
How do I find training?
The UITS Workshops page offers all of the currently offered workshops. Click on the name of a workshop to navigate to its description and registration page. Links to online tutorials are available on the individual workshop pages.
How do I access online training?
Click on the Launch UAccess Online Tutorials link on the individual workshop page.
How do I log in to the online tutorials?
Use your NetID and NetID password.
How do I see just the tutorials I need?
Use the My Roles link on the left side of the tutorial page to narrow the content down to just what you need.
I'm having trouble navigating the online tutorials or registering for a live workshop. Who should I call?
The 24/7 IT Support Center: 520-626-TECH (8324)
I came to a live workshop. Do I need to do the online tutorials?
The live workshop actually has prerequisites that need to be done online. So, you'll always have something you need to do online. And, there's more content online than is offered in the live workshops. For instance, Employee Self Service (the new Employee Link) tutorials are only available online.
All the workshops I want are full! What should I do?
Remember that all of the UAccess content is also available online. You can get what you need before the software launches.
And, if you really want to get into a live workshop, you can also "fly standby." Just like a plane, our workshops sometimes have empty seats, even though all the seats were taken in the registration system. Standby means that, even if a workshop shows as full, you can come by, tell the trainer you'd like to fly standby, and put yourself on a list to be let into the workshop. If seats are still open after the workshop start time, the trainer will fill them with folks from the standby list.
That also means that if you are registered for a workshop, and you are late, you will not be admitted. You will need to register for a different section of the workshop.
I'd like to have a workshop scheduled in my department. Can I do that?
Unfortunately, due to the large number of people who need to be trained, we can't offer workshops in every department. However, we have lots of options available for live workshops both on campus and in Sierra Vista and Phoenix. And, the online tutorials are available from anywhere.
The Hiring Process: Using UAccess to Complete Standard Hiring Forms is a hands-on workshop that helps people use UAccess Analytics to readily find the information they need to complete standard hiring forms (the Graduate Student Notice of Appointment and standard Hiring Form). Additional hands-on sessions that will cover other parts of the hiring process and budgeting continue to be developed.
Please visit the Workshops and Training Team website at