ePde Web Portal

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Nov 3, 2013 (3 years and 10 months ago)

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ePde Web Portal


and


PA PowerPort


User Guide





ePDE Web Portal User Guide

2

Table of Contents



Read This Before You Begin

................................
................................
.......................

3

What you
need to do prior to using the ePDE Web Portal
................................
..

4

How to Setup Application Security Access for Your School Entity

.............

5

Spreadsheet Sa
mples

................................
................................
...........................

7

How to Request Access to ePDE Applications
................................
..................

8

CATS
................................
................................
................................
........................

10

SAM
................................
................................
................................
..........................

13

Approving Registration Requests

................................
................................
...........

15

Administrative Functions
................................
................................
...........................

17

What is PA PowerPort?

................................
................................
..............................

21

PA PowerPort Registration Form Instructions

................................
................

22

How to Request a Lost or Forgotten Password
................................
...............

27

Updating Your Profile

................................
................................
.............................

29





ePDE Web Portal User Guide

3

Read This Before You Begin




Please Note: This site is for authorized use, only. Any unauthorized use of
this site or to gain access to e
PDE applications is prohibited.


Welcome to the ePDE Web Portal. Please review the Help before you begin.
This will give you a basic overview of the ePDE Web Portal and what is required
before you begin. Your registration process will be faster and easier
if you have a
basic knowledge of what you need prior to attempting to register.


Click the dropdown arrow to select the ePDE Web Portal Help link.

Press Enter to view the document.

For additional information, click on the Security Memo link to view the Ma
y 9,
2001 PENN*LINK document describing the ePDE Web Portal.

Thank You,

ePDE Web Portal Staff




ePDE Web Portal User Guide

4

What you need to do prior to using the ePDE Web Portal

The ePDE Web Portal is designed to allow users access to all of the ePDE
applications.


1. Before you regi
ster to use the ePDE applications, you must register with the
PA PowerPort. See
What is PA PowerPort

for more information. If you are
already registered, DO NOT REGISTER AGAIN!


PA PowerPort allows you to access multipl
e Commonwealth state government
web sites using the same user id.


2. Send your school entity security information to PDE in the form of a
spreadsheet.


See
How to Setup Application Security Access fo
r Your School

for your School
Entity.


3. Register to use the appropriate ePDE application.


See
How to Request Access to ePDE Applications
.


You will need to submit a request to use any of the ePDE
applications.




ePDE Web Portal User Guide

5

How to Setup Application Security Access for Your School
Entity


Before anyone can register to use an ePDE application (SAMS, CATS, etc.),
security must be setup for your school entity. You must submit initial security
setup information in a

spreadsheet to PDE.


Each school entity MUST submit a spreadsheet to PDE prior to gaining access to
any application.


1. You must select personnel for the following security roles:


Primary Security Administrator
: Each school entity must have a Primary
Se
curity Administrator. This person is responsible for maintaining security for
ePDE applications after the initial setup.
ALSO, AN ADMINISTRATOR IS NOT
AUTOMATICALLY GRANTED APPLICATION ACCESS. IF WARRANTED,
THE ADMINISTRATOR MUST SUBMIT A REQUEST FOR A SPE
CIFIC
APPLICATION ROLE!


(Optional) Backup Security Administrator
: This person has the same
administrator privileges as the Primary Security Administrator. This person acts
as a Backup Security Administrator if the Primary Security Administrator is not
ava
ilable.


Approver
: Each school entity must have designated Application Security
Approvers. These individuals must approve access for their users who will be
maintaining application related information. The Approver must use the
'APPROVAL' function on the e
PDE Web Portal main menu to approve the user
registration requests for the associated applications. Once the Approver
approves the requests, the users will be able to select the APPLICATIONS
function on the ePDE Web Portal main menu to actually access and
use any of
the appropriate applications.


Please Note
:
AN APPROVER IS NOT AUTOMATICALLY GRANTED
APPLICATION ACCESS! I F WARRANTED, THE APPROVER MUST SUBMIT
A REQUEST FOR A SPECIFIC APPLICATION ROLE!


2. All Security Administrators and Approvers must have a

Username/User ID
through the PA PowerPort.


3. Anyone representing the school entity can create a spreadsheet containing the
following information:


School Entity AUN

-

this is your nine
-
digit administrative unit number assigned
to your school entity.




ePDE Web Portal User Guide

6


Us
er's Given Name

-

Include the user's name. Please enter the First and Last
Name of each user. DO NOT ENTER THE USER'S USERNAME/USER ID IN
THIS COLUMN.


PA PowerPort Username

-

Enter the Username (AKA User ID) for the user.
Each user should notify you of th
e Username they created when they first
registered into PA PowerPort. Make sure that they gave you their User Login
Name, not their password!


Security Role

-

The assigned security roles are: Primary, Backup, and Approver.


Application
-

Only Complete this

column for approvers.
Include the
application for which the approver will control registration requests.


See
Spreadsheet Samples
.


4. Please send the spreadsheet via email. You must include the Contact Name
and a d
aytime telephone number in the email. This will be used to verify your
information.


Submit the spreadsheet as an email attachment to:

RA
-
PDETECH@state.pa.us


You will receive an email notifying you that your information has been received
and entered into
ePDE's web security.


5. After you receive this message, you may notify your users that they may enter
an initial request to access their appropriate applications.




ePDE Web Portal User Guide

7

Spreadsheet Samples


The ePDE Web Portal requires application approvers before any addition
al users
can register. School/entity administrators need to create an initial user list. This
list shall contain the names of each person who shall have initial setup access
information via the ePDE Web Portal.


Each School/Entity shall submit a spreadshee
t to the ePDE administrator
containing the following information for each user:


AUN

User's Given Name

User's Login Name

Security Role

Application

123400000

John Doe

doejohn

Approver

AFR

123400000

Jane Doe

doedoej

Primary


123400000

Joseph Doe

joedoejo
e

Approver

SAMS

123400000

Janice Doe

jdoe

Approver

CATS

123400000

Jack Doe

doejackdoe

Backup







ePDE Web Portal User Guide

8

How to Request Access to ePDE Applications


Please Note: Once security for your school entity has been set up, users
can register for access to the ePDE app
lications. A user is the designated
individual who will be maintaining application information for their school
entity. A user will not be able to gain access to an ePDE application until
the associated application security approver approves the user's
reg
istration request.


To request access to an application:


1. Register a Username in PA PowerPort.


See
PA PowerPort Registration Form Instructions
.


2. Make sure you retrieve your new PA PowerPort

Password from your email
account.


3. Click on ePDE Web Portal.


This will display the main Login/Registration screen.


4. Enter you Username and password. Click Login to enter the system.







ePDE Web Portal User Guide

9

5. Once you have successfully logged in, you will be sent to
one of two screens.


New Users
-

Upon login, first time users will be sent to the Registration Menu,
which will display all applications that they may request access to. From the
Available Application Menu, the user should click on the appropriate applica
tion
to request access for.


Other Users

-

Upon login, all other users will be sent to the ePDE Web Portal
Main Menu. Registered users may select Applications to gain access to an
application, or Registration to request access to

another application.





6. For further information on registering to be a CATS user, see
CATS
. For
further information on registering to be a SAM user, see
SAM
.




ePDE Web Portal User Guide

10


CATS

1. The registration menu contains
links to specific application registration pages.
Click on the CATS application to access the Registration page.



2. Enter your First and last name in the User Name
field.



3. Select the school you wish to gain access to from

the drop
-
down list. The
screen automatically refreshes with the school information you selected.





ePDE Web Portal User Guide

11



4. Select the school(s) and the type of access you need for each school.


Program Approver

-

This application role allows the user to add and delete
voc
ational programs using the on
-
line PDE
-
320 form, and make changes to CIP
Codes, Plans of Delivery and Industry Certifications.


Student Upload
: This role allows the user to submit annual data for secondary
students enrolled in vocational programs to PDE.




ePDE Web Portal User Guide

12


5. Click Submit to submit your request, Clear form to reset entries on the form or
Return to be sent to the previous page.


YOU WILL NOT BE ABLE TO ACCESS CATS UNTIL YOUR REQUEST FOR
ACCESS HAS BEEN APPROVED. ALL APPROVAL INQUIRIES SHOULD BE
DIRECTED TO YO
UR APPLICATION'S SECURITY APPROVER.




ePDE Web Portal User Guide

13

SAM


1. The registration menu contains links to specific application registration pages.

Click on the SAM application to access the Registration page.


2. Enter your First and Last name in the

User Name field.







ePDE Web Portal User Guide

14


3. Select the school you wish to gain access to from the drop
-
down list.




4. Select the Security Access Role you are requesting.


Read Only:

This application role allows the user to only view the information.

Data Entry:

This rol
e allows the user to update data on SAM. They cannot
submit data to PDE.

Review and Approval:

This role allows the user to update and submit SAM data
to PDE.


5. Click Submit to submit your request, Clear form to reset entries on the form or
Return to be s
ent to the previous page.


YOU WILL NOT BE ABLE TO ACCESS SAM UNTIL YOUR REQUEST FOR
ACCESS HAS BEEN APPROVED. ALL APPROVAL INQUIRIES SHOULD BE
DIRECTED TO YOUR APPLICATION'S SECURITY APPROVER.




ePDE Web Portal User Guide

15


Approving Registration Requests


Users with the application
Approval role shall be able to approve users for their
assigned applications. The following instructions, while specific for CATS, are
representative for all ePDE applications. All applications will have an Approval
form listing outstanding user registrati
on requests for a school entity and
application roles.


To approve a user:


1.

Login to PA PowerPort. This will display the Main Menu.



2.

Select Approval. This will display the applications that you are able to perform
this function for.




3.

Click the appli
cation that you wish to approve users for.




ePDE Web Portal User Guide

16


This will display a list of all outstanding registration requests from users to
become an application user.


4.

Select the appropriate option (Approve or Decline for each user registration
request).

5.

Click Submit

to approve the user, Clear form to reset entries on the form, or
Return to be sent to the previous page.





ePDE Web Portal User Guide

17

Administrative Functions

Administrative users may maintain user roles and user information for those
users assigned to their school entity. To edit
the entity user roles:


1.

Login into PA PowerPort. This will display the Main Menu.



2.

Select Administrative Function. This will display a search form for users.





ePDE Web Portal User Guide

18

3.

Enter a name to search for, select an application, or Select All to search for
the user.


4.

Cli
ck Proceed to view your results, or click Clear to reset your entries. This
will display your search results.


5.

Select Edit to edit the user’s roles.



You may edit the user's name on this form. You may also grant or revoke the
system administrator role.






ePDE Web Portal User Guide

19

Save:

This option saves your changes.

Grant/Revoke System Admin Access
: This option automatically either
grants or revokes the system administrator role.

Menu:

This sends the user back to the Main Menu.


6.

Select Access to edit the user’s access to ePDE
applications.


Click on the application you wish to modify for the user. This will display the
user’s roles for the application.


Click Delete to delete the indicated roles from the user.

Submit:

This saves your changes

Clear Form:

This resets your entr
ies.

Menu:

This sends the user back to the Main Menu.


Please Note: If you delete all roles from the user, they will no longer
have access to the application.


7.

Select Grant to grant the user Application Approver role status. This will
display the Grant App
roval Privileges form.




ePDE Web Portal User Guide

20




Click Select for the application that the user will be an approver for.

Approve:

This saves your changes.

Clear:

This resets your entries on the form.

Menu:

This sends the user back to the Main Menu.


8.

Select Delete to remove the

user from the system.


YOU WILL NOT RECEIVE A CONFIRMATION MESSAGE. CLICKING
DELETE WILL REMOVE THE USER. IF THE USER IS REMOVED
ACCIDENTLY, YOU MUST HAVE THE USER RE
-
REGISTER FOR
ACCESS TO THE APPLICATION(S).




ePDE Web Portal User Guide

21

What is PA PowerPort?


PA PowerPort is an ac
cess portal to multiple Commonwealth state government
web sites. Anyone with a valid email address can register with PA PowerPort to
obtain a User ID and Password. All users will receive their password from PA
PowerPort when they first register. After the
user logs into PA PowerPort, the
user may elect to change their password. Secured site access to a site is granted
to a user by a Site Administrator. You do not need multiple User IDs to access
other sites. Each user may (if qualified) request access to mu
ltiple sites using the
same user id.


Keeping your email current is important! If your email address changes and you
do not make your changes in PA PowerPort, you will not be able to receive a
"Forgot Password Request"!


For more information, see
PA PowerPort Registration Form Instructions
,

How to Request a Lost or Forgotten Password
, or
Updating Your
Profile
.




ePDE Web Portal User Guide

22

PA PowerPort Registration Form Instructions


The registration form requires that all fields marked with a red asterisk (*) be filled
in.


Please note that your User ID and Username refer to the same thing. This is
not the same as your name.


Sav
e yourself some time and frustration prior to registering with PA PowerPort.
You will need the following:


A valid and working email account.

PA PowerPort will email you your initial
password when you first register. You can change your password at any tim
e
after you register. Please remember, the first password you will use is assigned
to you by PA PowerPort and it is only delivered to you via your valid email
account.


If you do not have an email address, many organizations offer free email
addresses. Che
ck with your Internet provider or your system administrator for a
list of suggested or approved email providers.


A User ID or Username (Please Note: the terms Universal Login UserID,
User ID and Username are synonymous).

This is a name that you will creat
e
when you register. It must be a unique name that will identify you when you login.
There are thousands of users in the state. Another user may already be using the
User ID/Username you wish to use. We suggest that you prepare a list of User
IDs that you
would like to use if one of your choices is already in use.


Possible User ID (User Name) examples:

Your Real Name: John Doe

Possible User IDs for John Doe:


J_Doe



Doe_John



john_doe123


A Security Question and Answer.

If you ever need to access your
password or
user id, you will be asked to verify your identity. You must create a question and
the answer to the question at the time of registration.


Some examples are:

What is my birthday? Answer: July 01, 1970

What is my favorite color? Answer: Blue







ePDE Web Portal User Guide

23

To begin, click the ePDE Web Portal link.




This will display the login/register form.




Click Register to begin your registration process.



To fill in your login information:

1. Enter a desired Username (User ID).


2. Enter the Zip Code where you li
ve.


3. Enter a Valid Email Account for yourself. Your email address shall remain
secure. PDE does not sell any email information! (You may, however, elect to
receive PA PowerPort updates and services by selecting Yes to the option
below.)




ePDE Web Portal User Guide

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4. Select y
our preferred option regarding receiving email from PA PowerPort.


5. Enter a Security Question that will identify you for forgotten passwords.


REMEMBER, IF YOUR EMAIL ADDRESS HAS CHANGED SINCE YOU
REGISTERED, YOU WILL NOT BE ABLE TO RECEIVE A NEW PASSWOR
D!

ALWAYS KEEP YOUR EMAIL INFORMATION CURRENT!




6. Enter the Answer to the question. You may want to make a note of this in a
secure place.


7. Select a preferred title for yourself. This is not a required field.



8. Enter your First and last names in

the two middle fields.







ePDE Web Portal User Guide

25

9. Select the appropriate title for yourself. This is not a required field.


10. Click the Register button. If there are any errors, you will be prompted to fix
them. Once all errors are corrected, a confirmation page will displ
ay asking you
to confirm your information.




11. Click Continue. This will display a New Account confirmation page. You must
check your email and retrieve your new password to gain access to ePDE
applications.




ePDE Web Portal User Guide

26



To change your information, see
Updating Your Profile
.




ePDE Web Portal User Guide

27

How to Request a Lost or Forgotten Password


To request a new Password:


1. Click the Forgot Your Password link on the main PA PowerPort login screen.
This will display the Forgotten Password form.


2
. Enter your email address that you used when you registered with PA
PowerPort.




3. Click the Submit button. This will display the Forgotten Password question.


4. Enter the answer to the question that you created when you registered with PA
PowerPort.




5. Click the Submit button. This will display the confirmation message that tells
you new password is being sent to your email account.




ePDE Web Portal User Guide

28



6. Retrieve you password and login to PA PowerPort.




ePDE Web Portal User Guide

29

Updating Your Profile


Please Note: You must update your inf
ormation in PA PowerPort whenever a
change occurs!


To update your information:


1. Open the PA PowerPort Login Screen.







2. Enter your Username and Password. Select "Go to Profile".

3. Click Login. This will display your profile.

4. Make the approp
riate changes to your profile information.


Please Note: If you change your username (user id), you will have to re
-
register for access to your current ePDE applications. You will also have to
notify your ePDE security administrator so they can delete you
r old
username. For these reasons, you may not want to change your username
unless absolutely necessary.




ePDE Web Portal User Guide

30




5. Click Update. A screen will appear asking you to accept or modify your
change. When all information is correct, enter your previous or existin
g password
(enter previous password only if you changed your password) to confirm your
changes.





ePDE Web Portal User Guide

31




6. Click Continue. You will receive a confirmation screen that tells you your
changes have been made. You will also receive an email message notifying you
of your changes.




7. You may now log into the system using any updated information, with the
exception of a username change. See the note in step 4 of this process for more
information.