Institutional Level Access enables administrators to manage users, ensure compliance, get placement reporting and manage sites and contracts across multiple programs in your institution, – its a all in one centralized access. To activate this powerful administrative access, contact prism-support@exxat.com or connect with your dedicated Account Manager.
1. To access the "Institutional Level Access" you will need to click on the Institute administrator tile as shown in the screenshot.
2. When you click on the tile for institution administrator, the following dashboard appears:
3. The first tile on this dashboard is "User Management" this helps universities to ensure the right people have access to necessary resources by effectively managing users and roles.
4. User Management is used to view a list of all users across all your programs.
5. In the "By Name" section you can see all the users with the program name, roles assigned to them, & how many roles are assigned to each user.
6. When you click on the number in "Associated Roles" you can also see each role assigned to the user with definition of that role.
7. In the "By Role" section you can see the definition of every role, along with the number of users assigned to each role.
8. You can also filter & download a list of users from the “By Name” section in an excel spreadsheet by clicking here.
9. The next tile on this dashboard is "Compliance Management" this helps University administrators to comprehensively review compliance requirements across all programs within the Tenant Application.
10. You will see a list of all students with the program names & the cohort information. On this page you will also see the current status for all compliance items of each student. You can also click on the funnel icon to filter results, the wrench icon to rearrange the columns or Export to download the same on an excel spreadsheet.
11. In the "Setup" Tab under "Requirements" you can see and edit the requirements defined by each program for each specific cohort.
12. In the "Setup" Tab under "Auto-Notifications" you can see and edit the Auto-Notification email reminders set by each program for each specific cohort.
13. In the "Setup" Tab under "Student Specific Due Date" you can see and edit the Due date for individual students set by each program for each specific cohort and a specific requirement.
14. The "Document" Tab shows the Compliance document name & the document Status for individual students in each program and the cohort. You will also see the document due date, expiration date & follow up date (if any).
15. You can click on the funnel icon to filter results, the wrench icon to rearrange the columns or Export to download the information on an excel spreadsheet.
16. When you click on the "Document Status" a new drawer opens with more details about the specific requirement, where you can see the Guidelines for Students or any templates. This page also allows you to edit the Due date for the requirement.
17. The tabs "Review Clarifications" & "Approve" are only available when you are signed up for Exxat's Approve Service.
18. The next tile on this dashboard is "Contracts & Site Management" this helps University administrators to add and manage all contracts at the school or institution level. This contract information can also be extended from the institutional level to specific programs.
19. You can see all sites and contracts across all your programs. A dashboard shows up with a summary of all contracts, and their status spread across all programs. You can switch to the list view from here.
20. On the list view, you will be able to see all the contracts and can make changes to it as required. You will find the option to “Add contract” and “export into Excel” on the right side of your screen.
21. Click on Add Contract on the right side of your screen. A drawer pops up where you can fill out the contract details define the program you want to share the contract with and click on save once done.
22. To update or manage any contracts you can click on the name of the contract that needs to be updated.
23. You will find all the contract details and pencil icons for each card to update the information.
Click on the pencil icon to edit the basic information for the contract.
24. Click on the + icon to add the contact details and point person for the contract.
25. You can click on the pencil icon to edit and select all the programs that will be able to share this contract.
26. Click on the pencil icon to edit the information about which sites are covered under a contract.
27. Click on + icon to add routing checklist information. You will be able to check off the items that are completed along with the date for when the checklist item was completed.
28. You can click on + icon to edit any additional documents you want to update it under contract documents.
29. You can click on the name of the contract that needs to be deleted.
30. On the right side of the screen, you will find the 'Delete Contract' button.
31. You can confirm the deletion, and the contract will be deleted.
32. The next tile on the main dashboard is "Placement Report" which provides admins with a consolidated overview of placements across various programs.
33. Click on "Placement Report" to get a consolidated overview of placements across all your programs. A page would open as "Comprehensive placement report [live]" where you will need to select the program from the dropdown or you can also search for a specific placement using the "Student Name", "Placement ID", "Student ID", "Cohort Name", etc.
34. Once you have selected one or more Programs from your university, you can click on "Export to Excel" button here.
35. By clicking on the quick access menu on the top left of the screen you can navigate to any of the pages of the Institute Level dashboard, as shown below.
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