TCFlow User’s Guide
Revision 1.3 August 28, 2009
Licenses This manual is the exclusive property of Prometric, Inc. This manual is licensed for use with restrictions to authorized centers and Agents. Information herein is proprietary in nature and may not be disclosed to unauthorized persons without the expressed consent of Prometric. Microsoft©, Window© and MS-DOS© are registered trademarks of Microsoft Corporation. Copyright© 2009 Prometric ALL RIGHTS RESERVED. No part of this work covered by the copyright hereon may be reproduced or used in any form or by any means—graphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems, or in any other manner—without the written permission of the publisher.
TCFlow User’s Guide
1
Using this Guide ....................................................................................................................... 1 Guide Details ............................................................................................................... 1 General Computer Setup Information ......................................................................... 1 TCFlow Software Installation Information ................................................................. 2 TCFlow Basics ......................................................................................................................... 2 TCFlow General Information ...................................................................................... 2 Logging On to TCFlow ............................................................................................... 2 Opening the Test Center .............................................................................................. 3 Closing the Test Center ............................................................................................... 3 Testing the Examinee .............................................................................................................. 4 General Information .................................................................................................... 4 Checking In the Examinee .......................................................................................... 4 Starting the Exam ........................................................................................................ 5 Checking Out the Examinee ........................................................................................ 7 TCFlow Admin Basics ............................................................................................................. 7 TCFlow Admin General Information .......................................................................... 7 Administration Tab ..................................................................................................... 8 Roster Tab ................................................................................................................. 10 Scheduling Tab .......................................................................................................... 12 Site Management Tab ................................................................................................ 12 Tools Tab .................................................................................................................. 13 Configuration Tab ..................................................................................................... 13 Help Tab .................................................................................................................... 14 Using TCFlow Scheduler on Your Admin ........................................................................... 15 Search Functions ....................................................................................................... 15 Scheduling, Rescheduling or Cancelling an Exam .................................................... 18 Searching for Exam Information ............................................................................... 23 Managing Site Management from Your Admin ................................................................. 24 To View/Modify Your Site’s Calendar: ................................ 24 To View/Modify Your Site’s Standard Hours: ..................... 25 To View/Modify Your Site’s Exception Hours: ................... 25 To View/Modify Your Site’s Seat Availability: ................... 26 To View/Modify Your Site Information: .............................. 26 To View/Print Forms: ........................................................... 27 Workstation Demos ............................................................................................................... 27 TCFlow Scheduler Web Access ............................................................................................ 28 Web Scheduler Procedure ......................................................................................... 28 Potential TCFlow Error Issues (both using Your Admin and Web)................................. 29 .Net Error Messages .................................................................................................. 29 Browser Compatibility Error Messages .................................................................... 30 Adobe Reader Error Messages .................................................................................. 31
Revision 1.3 • 28-August-2009
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TCFlow User’s Guide
Using this Guide Guide Details Table 1. Guide Details.
Details •
This guide covers basic information on how to use the TCFlow application.
•
TCFlow is a tool that is both intuitive and easy to use for managing site operations and scheduling examinees.
•
For more information on IT policies, procedures and practices, contact your Regional or Territory Operations Manager.
General Computer Setup Information Table 2. General Computer Setup Information.
Details TCFlow Computer Software Requirements: •
All testing and Admin computers must have Internet Explorer 7.0 installed.
•
All testing and Admin computers must have.Net 2.0 or higher installed.
•
All computers that access TCFlow Scheduler must have Adobe Reader 7.0 or higher installed.
Note: IE 7.0 is required for scheduling purposes, you must install this on all workstations configured as either an Admin or a test station. Admin Set up Recommendations: •
A dedicated Admin computer which is separate from the test station computers is recommended.
•
If you have not previously had a dedicated Admin computer, you will need to run seat set up.
•
A test station computer used as both an Admin and a test station is a secondary recommendation.
•
If you use a test station as your Admin computer, the workstation must have Windows XP as the operating system.
Note: Prometric does not recommend or support running the admin functions from your server.
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TCFlow Software Installation Information Table 3. Software Installation Information.
Details TCFlow Installation Process (when queued for release to your site): •
Pulse will download the TCFlow installation package during any Pulse run.
•
Pulse will install TCFlow on your server once Pulse processes are complete.
•
The installation package will contain a new version of TSTSTART which will be updated the next time TCM is executed on each workstation.
•
Reboot following the TSTSTART update and select the Network APTC Testing option to launch TCFlow.
•
TCFlow will attempt to automatically detect whether you are setting up an admin station or a testing station. If you do not see the appropriate set of features, you can manually set the workstation type (see “Table 18. Configuration Tab”).
TCFlow Basics TCFlow General Information Table 4. General Information.
Details This section deals with these basic site operations. •
Logging on.
•
Opening the test center.
•
Closing the test center.
Logging On to TCFlow Table 5. Logging On to TCFlow.
Screen Details
Computer Screen
To log on to the TCFlow application, enter your site code and password.
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Opening the Test Center Table 6. Opening the Test Center.
Screen Details
Computer Screen
The Open the Test Center screen appears. To continue to the test delivery sections, click the Open the Test Center button.
Once your center is open, The test center is now open message appears (not shown). After you acknowledge it, by either clicking on the black X in the upper right corner, this screen appears.
Closing the Test Center Table 7. Closing the Test Center.
Screen Details
Computer Screen
When you have finished testing for the day, use the Administration tab to close your site. Click the Close the Test Center button that appears in the middle of the screen.
Note: After you click Close the Test Center, you must run Pulse to process the day’s results including all incomplete exams.
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Testing the Examinee General Information Table 8. General Information.
Details This section deals with test launching information such as: •
Checking in the examinee.
•
Starting the examinee’s exam.
•
Checking out the examinee.
Checking In the Examinee Table 9. Checking In the Examinee.
Step Computer Screen 1
On the Admin computer, click on the Roster tab.
2
Highlight the examinee’s name.
3
Click on Check In (located in the upper left corner).
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Step Computer Screen 4
The Appointment Details screen appears. Read the exam-specific information to the examinee.
5
Click Check in (located in the center of the Appointment Details screen).
6
Go to the workstation assigned to the examinee.
Starting the Exam Table 10. Starting the Exam.
Step
Procedure
Note: • At the assigned workstation - if not already logged on, log on. The appointment should appear. • If you need to check in an examinee who is assigned to a different test station, click Full Roster (appears in the upper left hand corner of the screen) and all checked in examinees will be displayed.
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Step
Procedure
2
With the examinee’s name highlighted, click Sign On Candidate (appears on top tool bar).
3
The Sign On Candidate box appears, enter the examinee’s Testing ID and click Sign On.
4
Instruct the examinee to click on either Start the Exam or Start the Tutorial.
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Checking Out the Examinee Table 11. Checking Out the Examinee.
Screen Details
Computer Screen
After the examinee has completed his/her exam, go to the Roster tab, and select the exam. Next, click the Check Out button on the tool bar. The Appointment Details box will list any exam-specific policies that need to be followed. Click the Check Out button at the bottom of the Appointment Details box to continue.
TCFlow Admin Basics TCFlow Admin General Information Table 12. TCFlow Admin General Information.
Details This section covers basic information on how to use the TCFlow admin. It includes information on the following tabs: • • • • • • •
Administration Roster Scheduling Site Management Tools Configuration Help
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Administration Tab Table 13. Administration Tab.
Screen Details
Computer Screen
The Administration tab has four functions:
• • • •
Read Messages Create Site Reports Edit Site Reports Reprint Score Reports
The Message of the Day can be accessed from the Administration tab by clicking Read Messages. The Read Message box appears. It displays and prints the Messages of the Day and archives them much the same as an email inbox.
To create a site report, from the Administration tab, select the examinee by highlighting his/her name.
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Screen Details
Computer Screen
Site reports are filed for any incident outside normal operations. It is very important to file a site report for all no-show examinees in order to properly account for all test results. If needed, previously written site reports can be edited to include additional details.
There are several Report Types for filing site reports. Select the report type that is most descriptive of the issue you are reporting. It is crucial that site reports satisfy the following criteria: • Complete • Professional • Relevant
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Screen Details
Computer Screen
The Reprint Score Report feature can be used for any exam delivered. High light the appropriate examinee’s exam and click OK. Sites may also reprint score reports from previous testing days by changing the date in the drop down menu on the Choose Appointments box.
Roster Tab Table 14. Roster Tab.
Screen Details
Computer Screen
The Roster tab allows you to: • check in examinees • check out examinees when exams are complete • reset an examinee • view examinee details such as his/her SR number • print a regulation form • cancel or reschedule examinees • print the site roster • view the seat assignments
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Screen Details
Computer Screen
Important: The Cancel and Reschedule buttons in the TCFlow application are the only way that a TCA can cancel or reschedule an appointment on the day that it is scheduled. By selecting either button, the system will delete the selected appointment from your site’s database so that it cannot be launched. TCFlow will then load the Scheduling tab and perform a cancellation or load the examinee’s profile and begin the rescheduling process. After cancelling or rescheduling an examinee, you must run Pulse in order to update the roster. One of the new features of TCFlow is the Check In and Check Out functions. Use the Roster tab to begin the Check In process. The Appointment Details screen will list exam-specific policies you may need to know.
When an examinee has completed his/her exam, click the Roster tab. Select the exam, then the Check Out button on the tool bar. The Appointment Details box will display exam-specific policies that need to be followed. Click the Check Out button on the bottom of the Appointment Details box.
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Scheduling Tab Table 15. Scheduling Tab.
Screen Details
Computer Screen
Scheduling Use the Scheduling tab to schedule, cancel, or register examinees.
Site Management Tab Table 16. Site Management Tab.
Screen Details
Computer Screen
The Site Management tab opens up with your site hours displayed on a calendar. It allows you to modify site hours and seat availability for any given day. For additional details see “Table 24. To View/Modify Your Site’s Calendar.”
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Tools Tab Table 17. Tools Tab.
Screen Details
Computer Screen
The Tools tab is used for 4 main purposes: • run Pulse • check Site Readiness (not used at this time) • show the computer’s Desktop • applications (currently used for SUN Topcoder Readiness only) The Pulse button will launch the Pulse application. Note: If you do not see the Pulse progress screen as shown, use the Alt+Tab keys to determine if the screen is behind the TCFlow screen. The Show Desktop button allows you to start and stop Windows explorer. The Tools tab is also available on the testing station.
Note: If Windows explorer is running on a test station, the exam launch software will report it as an unauthorized application.
Configuration Tab Table 18. Configuration Tab.
Screen Details
Computer Screen
The Configurations tab allows you to change your TCFlow password. It also has the option to set the station’s language. This button will allow a site to configure the station as a testing station or an admin station. Configuration changes take effect immediately – it is not necessary to reboot. The Configurations tab is also available on the testing station. Note: These changes are not saved unless you close TCFlow by using the red X in the upper right corner. Any other method of closing TCFlow such as Ctrl+Alt+Del will not save your seat configuration changes.
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Help Tab Table 19. Help Tab.
Screen Details
Computer Screen
The Help tab has three main functions: • Help – Use to open the APTC web site. • Chat – Use to start an iSupport eChat service event with the Global Help Desk. • About – Use to determine the version of TCFlow installed. The remaining buttons are used for browser navigation. The Help tab is also available on the testing station. Use the Help button to go to the APTC web page. The APTC web page contains the most current information you will need to deliver exams at your center.
Log on information: Username: channel Password: Prometr1c
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Screen Details
Computer Screen
Use the Chat button to open an iSupport chat session with the Global Help Desk. For specific instructions on using this tool refer to the iSupport users guide posted in the electronics manuals section of the APTC Web site. In the top box, be sure to select APTC as the type of site in order to be placed in the proper queue.
Using TCFlow Scheduler on Your Admin Search Functions Table 20. Search Functions.
Task
Details
Note: On the Scheduling tab, click on one of the two secondary tabs – Search or Exam Information - to open the menu for that item. Main Search
Click on Scheduling to bring up the default search view.
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Task
Details
To Search for an Examinee
Use the drop down box to display these search options. Each search option displays a user-friendly screen. You can search by:
• • • • •
Candidate not Found Message
Prometric Testing ID Full Name Confirmation Number Phone Number Client ID
If the examinee is not found, the Candidate not Found message appears below the Reset and Search buttons. You will be given the opportunity to enter him/her as a new examinee by selecting the New Candidate link. Note: Make sure to search by all options before adding a new examinee to the system.
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Task
Details
Registering a New Candidate
Complete the required information to register an examinee. Fields with asterisks are mandatory.
Candidate Found
If the examinee is found, you will be able to use these features:
• Show Address - use to confirm the examinee found is the correct examinee. • Select - use to schedule a new testing event. • Exam Activity - use to reprint score reports and view previous testing events.
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Scheduling, Rescheduling or Cancelling an Exam Table 21 Scheduling, Rescheduling or Cancelling an Exam.
Step
Details
1
On the Scheduling tab, click on Search. The Candidate Search screen appears.
2
If known, enter the search parameters. In this example, the Full Name was used. Click Select.
3
The examinee’s information appears. Click Register.
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Step
Details
4
The Candidate Privacy Policy screen displays. Read it to the examinee and then click Accept.
5
Enter all required fields. If a voucher is not used, payment options will appear later in the process. Click Next.
6
The Register screen appears, click Next.
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Step
Details
7
Your center’s calendar appears. Select the date, time and seat.
8
The examinee’s registration information appears. Review, if correct, select Confirm Registration. Note: Check the box to Override the confirmation email by clicking on the box.
9
The Confirmation Number is displayed. Click on either Print Receipt or Finish.
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Step
Details
10
When printing a receipt, you will see the following messages. Respond as applicable. Note: If you choose to print the receipt, when the receipt screen appears, use the printer icon.
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Step
Details
To Reschedule or Cancel an Appointment: 11
To reschedule or cancel an appointment, locate the examinee using Search. Then click Exam Activity on the bottom right hand side of the screen.
12
A list of all scheduled and taken exams appears for that examinee. Select the exam to be rescheduled or cancelled.
13
If you are cancelling an exam, you will see this message. When acknowledged, you will return to the exam listing.
14
If you are rescheduling an exam, you will be prompted to select a date, time and seat.
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Searching for Exam Information Table 22 Searching for Exam Information.
Task
Details
Use the Scheduling tab to find out exam specific details. Main Exam Information Screen
Use the drop down boxes to select the:
Sample Exam Information
The specific Exam Information displays.
• • • • •
Client Name Program Exam Number/Name Language Currency
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Managing Site Management from Your Admin Table 23. To Manage Site Operations.
Details This section deals with managing your site using the Site Management tab. You can click on the applicable options from the menus that go across the screen just under the main tabs.
To View/Modify Your Site’s Calendar: Table 24. To View/Modify Your Site’s Calendar.
Option
Procedure
Calendar
From the main calendar screen, click on the date you wish to adjust. Then, use the boxes at the bottom of the screen to add time or reset that date.
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To View/Modify Your Site’s Standard Hours: Table 25. To View/Modify Your Site’s Standard Hours.
Option
Procedure
Standard Hours
To modify the Standard Hours, click on Edit next to the desired date to change the site hours for that day.
To View/Modify Your Site’s Exception Hours: Table 26. To View/Modify Your Site’s Exception Hours.
Option
Procedure
Exception Hours
To change the hours on a single day, click on the calendar icon next to the Day field to select the desired date. Then enter your desire Start and End times.
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To View/Modify Your Site’s Seat Availability: Table 27. To View/Modify Your Site’s Seat Availability.
Option
Procedure
Seat Availability
Click on Availability Date next to the calendar icon to select the date. Next select the seat and Edit or Range to modify. Note: Range means date range.
To View/Modify Your Site Information: Table 28. To View/Modify Your Site Information.
Option
Procedure
Site Information
Click in any of the boxes to edit the information. You can also edit or add additional contacts for your site.
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To View/Print Forms: Table 29. To View/Print Forms.
Option
Procedure
View/Print Forms
You may select any of the four listed forms to open that form in a printable PDF format.
Workstation Demos Table 30. Workstation Demos.
Details Workstation Demo Exams Some demo tests can be launched from the workstation to assist with site readiness. Use the Demo Exam tab to schedule demo exams. Highlight the desired exam and click Start the Exam.
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TCFlow Scheduler/Site Management Web Access Web Scheduler Procedure Table 31. Starting TCFlow Web Scheduler.
Step Procedure Use the steps below to access the TCFlow Scheduling and Site Management features from the web. You may notice some slight differences in naming convention but all procedures are the same as using the TCFlow functions from the admin. 1
To start the Scheduler, enter https://itswr.prometric.com in your Internet browser.
2
The Scheduler Log On dialog box opens.
3
Enter your User name and Password: • User Name = your center site ID code • Password = your Pulse password
4
Choose Log In to continue.
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Step Procedure 5
Use the dropdown menu to select your site code. The main scheduler applications appear. This consists of two main functional areas: • Schedule Search – Look up examinee information and/or schedule new appointments. Exam Information - Look up exam information. • Manage Site Includes these functions to assist you in managing your site operations: Calendar Standard Hours Exceptions Hours Seat Availability Site Information View and Print Forms
Potential TCFlow Error Issues (both using Your Admin and Web) .Net Error Messages Table 32. .Net Error Messages.
Details •
TCFlow will fail to open on a testing or admin station if the Microsoft .Net Framework version 2.0 is not installed. You will see one of two messages, depending on whether no version of .Net is installed or you have an older version installed.
•
This error message will appear if no .Net framework is installed.
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Details •
This error message will occur if you have an older version of the framework installed.
Solution: •
• To install the Microsoft .NET Framework Version 2.0 for Windows 2000, Windows XP, or Windows Server 2003 (Vista should come with the required software already installed) go to http://www.microsoft.com/downloads/details.aspx?FamilyID=0856eacb-4362-4b0d-8edd-aab15c5e04f5&DisplayLang=en and follow the instructions. • Once the Microsoft .Net installation has completed, reboot the station and confirm that TCFlow loads correctly.
Browser Compatibility Error Messages Table 33. Browser Compatibility Error Messages.
Details •
If the message indicated by the arrow (or a similar error message) appears, you have a browser compatibility issue.
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Details
Solution: •
• TCFlow requires Internet Explorer 7.0. Although the scheduling tool will allow use of Firefox, the TCFlow admin application loads the installed version of Internet Explorer through the Scheduling and Management tabs. Download Internet Explorer 7 for Windows XP at: http://www.microsoft.com/downloads/details.aspx?FamilyId=9AE91EBE-3385447C-8A30-081805B2F90B&displaylang=en • If you are not able to install Internet Explorer 7.0 on the computer where you are using TCFlow, and wish to use the TCFlow Scheduler website on that computer: Go to the Tools menu, then select Show Desktop so that you can access your other Windows applications. Once you have done that, install Firefox from http://www.getfirefox.com if you have not already done so. Launch Firefox, and follow the instructions on loading the Scheduler from https://itswr.prometric.com. Note: If you are doing this on a station used to deliver tests, you will need to close all Firefox windows and select Hide Desktop from the Tools menu to avoid warnings about unauthorized applications when you sign on an examinee.
Adobe Reader Error Messages Table 34. Adobe Reader Error Messages.
Details •
If you do not have adobe reader installed or the version is not supported by the system, this message will appear:
Solution: •
Download and install Acrobat Reader from http://get.adobe.com/reader/
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