E-platform for School Development & Accountability (ESDA) Version 4.5.x

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E-platform for School Development

& Accountability (ESDA) Version 4.5.x

Operation Manual

2022

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About this Operation Manual... 4

Chapter 1 : Introduction to ESDA ... 6

1.1 About ESDA Version 4.x ... 7

1.2 Login and Logout ... 8

1.3 Navigating ESDA ... 9

1.4 Some Common Operations ... 13

Chapter 2 : System Tools (ST) ... 17

2.1 About System Tools ... 17

2.2 Interface Setting ... 17

2.3 System Setting ... 18

2.4. Student/Parent Password Reset ... 23

2.5. System Backup Procedure ... 24

2.6. View System Log ... 25

2.7. Advanced System Setting ... 26

2.8. System update log ... 27

Chapter 3 : User Management (UM) ... 29

3.1 About User Management (UM) ... 29

3.2. Group Management ... 31

3.3 User Account Management ... 37

3.4 Import User List ... 41

3.5 Restore Deleted User Accounts ... 48

3.6 Export Current User List ... 48

Chapter 4 : Survey Administration (SA) ... 49

4.1 About Survey Administration ... 49

4.2 Survey Administration ... 50

4.3 Import Survey Package ... 56

4.4 Download Survey Template ... 57

Chapter 5 : Do Survey (DS) ... 58

5.1 About Do Survey ... 58

5.2 Survey / Questionnaire ... 58

5.3 Fill in an online Survey ... 59

5.4 Search All ESDA Surveys ... 60

Chapter 6 : Data Input (DI) ... 61

6.1 About Data Input (DI) ... 61

6.2 Input KPM Item Data... 62

6.3 Unavailable data... 63

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6.4 Students’ Physical Development Data ... 63

Chapter 7 : Report Viewer (RV) ... 65

7.1 About Report Viewer (RV) ... 65

7.2 KPM Item Report ... 65

7.3 APASO-I Report ... 69

7.4 APASO-II Report ... 70

7.5 Stakeholder Survey Report ... 73

Chapter 8 : Data Preparation for Submission (DPS) ... 76

8.1 About Data Preparation for Submission (DPS) ... 76

8.2 Export KPM Data ... 77

8.3 Export APASO Data ... 78

Appendix 1 : Update Data Package through WebSAMS CDS ... 79

Appendix 2 : Download ESDA Message from WebSAMS CDS ... 81

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About this Operation Manual

This Operation Manual aims to provide a step-by-step reference for the operation of ESDA.

Content of this manual is grouped and categorized by the main modules of ESDA and its respective operation tasks. Meanwhile, the appendices provide advanced operation tasks facilitating schools’

use of the ESDA to serve special purposes.

The target readers of this Operation Manual are System Administrator, Survey Manager, KPM Data Manager and those who are authorized to view ESDA reports.

There are nine chapters in this Operation Manual; they are:-

 Chapter 1 Introduction to ESDA

 Chapter 2 (ST) System Tools

 Chapter 3 (UM) User Management

 Chapter 4 (SA) Survey Administration

 Chapter 5 (DS) Do Survey

 Chapter 6 (DI) Data Input

 Chapter 7 (RV) Report Viewer

 Chapter 8 (FS) File Storage

 Chapter 9 (DPS) Data Preparation for Submission

Guidelines on operations other than the general operations mentioned in the above chapters are provided in the Appendices giving guidance to schools on the following related features in ESDA.

They are:-

 Appendix 1 Update Data Package through WebSAMS CDS

 Appendix 2 Download ESDA Message from WebSAMS CDS

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How to contact us

EDB welcomes schools to share with us their opinions and good practices in using ESDA.

Please contact the Indicators Section of the Education Bureau to express any views and suggestions, or to share experiences by phone, fax or e-mail:

Telephone (852) 2892-6577 (852) 2892-6544

Fax (852) 2119-9074

E-mail indicators@edb.gov.hk

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Chapter 1 : Introduction to ESDA

ESDA is a web-based application built on the Self Evaluation Platform (SEP) on Information Technology in Education (ITEd) for Schools, which is a tool provided by the then Education and Manpower Bureau (EMB) in 2005 for schools to conduct ITEd-related and school-based questionnaire surveys. Some functions (e.g. User Management) are shared between ESDA and SEP whereas some functions are designed for ESDA and SEP separately. In other words, updating of information in the common functions will affect both ESDA and SEP.

ESDA facilitates schools’ collection, management and transfer of data pertaining to school self-evaluation. ESDA, a web-based application, can run on both the schools’ Local Area Network (LAN) and Wide Area Network (i.e. Internet).

In ESDA, there are seven main component modules, namely, System Tools (ST), User Management (UM), Survey Administration (SA), Do Survey (DS), Data Input (DI), Report Viewer (RV), and Data Preparation for Submission (DPS). The following is a Functional Modules view of the system.

School ESDA

School SEP *

System Tools

Interface Setting

System Setting

Student / Parent Password Reset

System Backup Procedure

System Log

System Update

User Management

Group Management

Account Management

Import User List

Restore Deleted Users

Export Current User List

Survey Administration

Import Survey Package

Download Survey Template

Data Input

Input KPM Data

Input Physical Development Data

Report Viewer

Data Submission

Data Preparation

Survey

Survey / Questionnaire

* Note:

Function applicable to SEP only are not shown in this diagram

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 Notes:

Functions for Self-evaluation Platform (SEP) are not covered in this manual.

For details of these functions, please download related manuals from http://www.edb.gov.hk/sep/eng/ or http://www.edb.gov.hk/sep/chin/

1.1 About ESDA Version 4.x

Version 4.x is the latest version of ESDA assisting schools in conducting school self-evaluation.

This version is designed to manage data of different KPM phases in one system. Cross-phase comparison report that contains previous KPM data can be generated where applicable.

1.1.1 Understanding different KPM Phases

ESDA version 4.x manages KPM data of different phases, namely KPM2003, KPM2008, KPM2011 and KPM2015. The following table summarizes different versions of ESDA and its KPM data:

Software Packages Version KPM data APASO data

SEP 1.x -- --

ESDA 2.x KPM2003 APASO-I

ESDA 3.0.x KPM2008 APASO-I

ESDA 3.1.x KPM2008 APASO-II

ESDA 4.0.x KPM2011 APAOS-II

In general, KPM phase is associated with school year as follows:

Calendar year School Year KPM Phase APASO Phase

2004 – 2005 2004 KPM2003 APASO-I

2005 – 2006 2005 KPM2003 APASO-I

2006 – 2007 2006 KPM2003 APASO-I

2007 – 2008 2007 KPM2003 APASO-I

2008 – 2009 2008 KPM2008 APASO-I

2009 – 2010 2009 KPM2008 APASO-I

2010 – 2011 2010 KPM2008 APASO-II

2011 – 2012 2011 KPM2011 APASO-II

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2012 – 2013 2012 KPM2011 APASO-II

2013 – 2014 2013 KPM2011 APASO-II

2014 – 2015 2014 KPM2011 APASO-II

2015 – 2016 2015 KPM2015 APASO-II

2016 – 2017 2016 KPM2015 APASO-II

2017 – 2018 2017 KPM2015 APASO-II

1.1.2 Differences between upgrade and new installation packages

In general, two installation packages are available in the ESDA website; namely a full installation package and an upgrade package. Full installation package installs ESDA system from scratch, whereas the upgrade package will keep the existing survey configuration and user data.

Starting from ESDA version 4.0.1, version upgrade is a built-in function, users only need to connect the ESDA system to the Internet and the upgrade procedure is almost automatic. For details, please refer to section 2.8.

1.2 Login and Logout

Before introducing the details of the operation of ESDA, this section explains the steps for users to login and logout the ESDA.

1.2.1 Login

1) To login the ESDA, user must enter his / her login ID and Password.

2) Click [Login] or press [Enter] for validation.

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1.2.2 Logout

1) To logout the ESDA, user must click [Logout] at the top right-hand corner.

2) Click [Confirm] to logout.

1.3 Navigating ESDA

The ESDA layout is generally divided into two frames; top frame and the main frame.

Top Frame

Main Frame

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1.3.1 Top Frame

The top frame includes the following information 1) School Badge

2) Available Menu Modules 3) Logout

4) Change Password

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6) Self-learning Video Clips 7) Manuals and Guides

8) Language Switch

9) Switch between SEP & ESDA

 Warning:

When switching between languages, any un-saved data in the main frame will be lost.

1.3.2 Main Frame

The main frame is the main part of the screen where input / output information to / from ESDA is displayed.

(1) School Badge

(8) Language Switch (3) Logout

(4) Change Password (5) Other Links

(6) Self-learning Video Clips

(7) Manuals and Guides

(2) Available Menu Buttons

(9) Switch between

SEP and ESDA

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1.3.3 Functional Modules Views

There are seven major function blocks under ESDA as shown in the diagram below:

School ESDA

School SEP *

System Tools

Interface Setting

System Setting

Student / Parent Password Reset

System Backup Procedure

System Log

System Update

User Management

Group Management

Account Management

Import User List

Restore Deleted Users

Export Current User List

Survey Administration

Import Survey Package

Download Survey Template

Data Input

Input KPM Data

Input Physical Development Data

Report Viewer

Data Submission

Data Preparation

Survey

Survey / Questionnaire

* Note:

Function applicable to SEP only are not shown in this diagram

1.3.4 Browse / Select Function

1) Mouse over the menu button.

2) Mouse over to highlight the function.

3) Click on the function name to access that function.

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1.3.5 Traceable Direction Path

The Traceable Direction Path is located at the top left-hand corner. It is designed to help users to locate current location as related to the module / function navigation path. The standard format is as follows:

[Current Phase] > Menu bar-menu button > function > sub-function (if applicable) >

current step (if applicable)

To go back from a sub-function page to the previous function interface, simply click the link of the function in the traceable direction path, or click the [back] button inside the sub-function page.

1.3.6 Messaging System

In general, the system has three user message areas for different purposes.

(1) User message highlights the operation related information.

(2) Alert message prompt to administrators during his logon for system related information.

(3) Footer message prompt for the generic security related information.

User Message

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Both alert message and footer message are downloaded from EDB, school administrator cannot amend them; whereas user message is recorded locally in the ESDA server, school administrator may amend its content accordingly to their needs. Please refer to section 2.3.2.

1.3.7 Change Password

1) Click [Change Password] in the top frame.

2) Enter the “Original Password”, “New Password” and then click “Save” button.

3) The new password will be effective in the next login.

1.4 Some Common Operations

Two common operations, user selection and records management, will appear across different modules.

Footer Message

Alert Message

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1.4.1 Select groups and users from groups

It is used for selecting a combination of group(s) and some users of a group.

1) To select group(s), click on the group name and then click [>].  Tips 2) To select all groups, click [>>].

3) To delete selected group(s), click the group name on the list of “Selected Group” and then click [<].

4) To select some users of a group, browse the group as shown in above diagram. Click the user name and then click [>].  Tips

5) To delete selected user(s), click the user name on the list of “Selected Group” and then click [<].

Tips:

P

ress the [Ctrl] or [Shift] in the keyboard and then click the user(s) or Group(s) to select multiple users or groups.

1.4.2 Select users

This appears when selection of user operation is needed such as selecting members of a survey group.

Group list for group selection

User list for user(s) selection

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1) To select some users of a group, browse the group, click the user name and then click [>].  Tips 2) To delete selected user(s), click the user name on the list of “Selected user” and then click [<].

 Tips:

Press the [Ctrl] or [Shift] in the keyboard and then click the group(s) to select multiple users.

1.4.3 The “Select-all” checkbox

Select-all checkbox appears when multi-selection operation is needed such as deleting user accounts.

Once users check the “Select-all-checkbox” on the first row of a table, all the check boxes below will be selected. However, if one or more of the check box(es) for the records below is / are unchecked, the “Select-all-check-box” will be unchecked automatically.

(Note: The “Specialist” group is applicable to special schools only) Select-all checkbox

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1.4.4 Delete Record

To delete record(s), user should check the respective checkboxes and then click [Delete] button.

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Chapter 2 : System Tools (ST)

2.1 About System Tools

The System Tools provides a set of tools for the System Administrator to manage the system-level setting (i.e. System Interface Setting, Set School Year, Manage Password, System Registration, Package Import and Default Language). In addition to the ones listed below, details of administration functions can be found in the Administrator Manual.

2.1.1 Before You Begin

To access the System Tools for the management of the system setting, your account should possess the “System Setting” privilege. To reset students’ password, your account should possess the

“Password Management” privilege. To view or import system message, your account should possess the “System Message Management” privilege.

2.1.2 Best Practice

Due to the functional module properties, it is recommended that only the System Administrator can access the System Tools. To access the functional module, your account should possess the “System Setting”, “Password Management” and “System Message Management” privileges. In addition, all teachers’ accounts should possess a “Password Management” privilege so that they can reset students’

passwords if necessary.

2.2 Interface Setting

You can change the school badge, color scheme, default language and default language font size of ESDA with the interface setting function.

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1) Mouse over [System Tools] and then click [Interface Setting].

2) Click [Browse] to upload the school badge.

3) Select the desired color for table(s) in the ESDA.

4) Select the default language of the system interface when user first logins.

5) Enter the default English and Chinese Font size. The default English Font size is 10 and the default Chinese Font Size is 12.

2.3 System Setting

System Setting for ESDA version 4.x is rendered to achieve the best presentation as well as easy management. The system setting page will display the current setting of the system.

1) Mouse over [System Tools] and then click [System Setting].

2) Click the corresponding button to change the settings.

3) For details about each function button, please refer to the following sections:

Section Setting Buttons Description Remark

2.3.1 School Setting Schools may enter their school name, session type, folder type ...etc.

2.3.2 Other Links Setting

Schools may alter the default link of the system and user message.

2.3.3 School Year Setting

Change the current school year

2.3.4 System

Registration

Register to enable ESDA function.

(This manual assumed that ESDA function is enabled)

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2.3.5 KPM Item Setting Select the proper KPM items applicable to special schools

Special School Only 2.3.6 Password

Management

Assign special password rules.

2.3.7 System Message Import system message package which can be downloaded from CDS in WebSAMS.

2.3.8 Automatic Version Control

When enabled, the system will

connect to EDB server to retrieve the latest version information.

2.3.1 School Setting

School may enter their school name, SCRN, Session Type, ESDA server host name and the System folder used.

2) Click [School Setting] button.

3) Enter correct information and press [Save] button.

2.3.2 School Year Setting

School year setting is designed for defining current school year of the system. School should update this information at the beginning of each school year before importing student accounts and collecting information for that particular year.

N.B. The appropriate school year should be set before importing the annual Stakeholder Survey

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package to the system. For details of importing Stakeholder Survey, please refer to Survey Administration Guide.

2) Click [School Year Setting] button.

3) At the School Year List, check the appropriate school year (i.e. 2017-18 for school year of 2017 to 2018).

4) Check “Enable Data Input” of a specific school year if you want to enable the data update of KPM Item for specific school years.

5) After selection, click [Save] button.

 Notes:

(1) User accounts are associated with school year; change of the current school year will change the users in ESDA. Please note that newly assigned class (e.g. 1A) may not reflect the original target users. Therefore it is recommended that the System Administrator make sure that all surveys have been closed and announcement has been sent to all system users before changing the current school year.

(2) Each Form Group and Class Group belongs to one school year (e.g.

2017-18) to form a unique group identity (e.g. 2017-18 1A). If a new school year is selected, school has to import a new student EXCEL file and re-map the form level.

(3) The two “delete” buttons on the page are used to remove the published

survey and reset the system to a new school year stage. Activation

password is needed for the process; please contact the Indicators Section of

EDB if you are planning to do so.

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2.3.3 Password Management

Schools can define the length of passwords and user groups that can manage passwords.

2) Click [Password Management] button.

3) Define the “Minimum Password Length” and “Maximum Password Length”.

4) In the “Can Change Password” section, select which user type(s) can personalise password in ESDA.

5) To save the setting, click [Save] button.

2.3.4 System Registration

Modules designed for ESDA are disabled by default. You need to register the system with a registration key provided by the Indicators Section in order to activate these modules. In addition, this key will be used as an identity of your school when you submit data to the Indicators Section.

2) Click “System Registration” button.

3) Input a registration key and then click [Save].

N.B. If you do not have the registration key, please contact the Indicators Section of the Education Bureau at 2892 6577.

 Tips to special schools:

Upon registration as a special school, the page will show a pull down option of “Special School Type”, school shall select her school type and click

“Save” button again.

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2.3.5 KPM Item Setting (for Special Schools only)

Not all KPM items are applicable to special schools. School should deselect inappropriate KPM items in order to prevent inapplicable KPM data from being input or submitted.

2) Click [KPM Item Setting] button.

3) Check those checkbox(es) next to appropriate KPM items.

4) Click the “Save” button.

 Notes:

Only checked KPM items can be input in KPM Input module. If a KPM item is not applicable to your school, please de-select the checkbox of that KPM item.

2.3.6 System Message

This module provides functions to import system message package which can be downloaded from WebSAMS CDS. The messages provide information related to the ESDA or special announcement. Each system message has an expiry date and can no longer be viewed after that date.

Since system message can no longer be viewed after the expiry date, you should import the system message in the system once you get the message from WebSAMS CDS. Otherwise, you may miss the system message.

 Notes:

To access this functional module, your account should possess a “System Message Administration” privilege. If you cannot access the “System Message”, please consult your System Administrator to acquire the privilege.

2.3.7 Import Message File

2) Click [System Message] button.

3) Click [Import System Message].

4)

Browse the system message package and then click [Import].

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 Notes:

Before you import the message file, you should download the message file from WebSAMS CDS. For details, please refer to Appendix 2.

2.3.8 View System Message

2) Click [System Message].

3) Click [View System Message].

4) The system shows a list of messages, if any.

2.3.9 Automatic Version Control

2) Click [Advanced System Setting] and choose “Yes” on [Enable ‘Version Check’].

2.4. Student/Parent Password Reset

Students or parents may lose their passwords. You can reset their passwords with the

“Student/Parent Password Reset” function.

1) Mouse over [System Tools] and then click [Student/Parent Password Reset].

2) Select “Class” at the top right-hand corner. A list of students of respective classes will be displayed.

3) Check the student(s) whose password(s) need to be changed.  Tips 4) Enter the new password(s); or otherwise, keep it as “123456”.

5) Click [Reset] to proceed. A system dialogue box will be displayed.

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6) Click [Confirm] to complete the operation. The password(s) of the selected student(s) will be changed instantly.

 Tips:

To select all student/parent accounts within the selected class, please click the “Select All” button.

2.5. System Backup Procedure

This module describes how to back up the ESDA system. In general, ESDA system consists of files and database tables, which must be backed up periodically. System Administrator must stop running the web server and database server before copying the files.

 Notes:

System administrator must stop the ESDA system before running the backup tools, and start the system again when the backup process is completed.

 To stop ESDA service: run “c:/program files/esda/installer/serverStop.bat”

 To start ESDA service: run “c:/program files/esda/installer/serverStart.bat”

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2.5.1 Backup Procedure for Windows Platform

1) Mouse over “System Tools” and then click on “System Backup Procedure”.

2) Check the “Installed Directory”.

3) To generate the database backup by script, click the “Generate” button. A backup file will be generated with the format as “esda-patch_level-yyyy-mm-dd-hhmmss.sql”.

4) For complete ESDA directory backup, stop the ESDA service and then copy the installed directory (e.g. c:\program file\esda) to a backup folder (e.g. d:\esda_backup) or a backup device.

 Notes:

System patch level is very important to data restore procedure; thus, it is marked in the backup file name. System administrator can verify this by compare the file name with the last record in the system update log. Patch level default value “0000” indicates that there is no system update log.

2.6. View System Log

This module is designed for reviewing daily operations performed. The system logs various operation records in different modules. To facilitate administrator’s review of these operations, a search function is provided for retrieving log records based on the log type and the date range.

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1) Mouse over [System Tools] and then click [System Log].

2) Select the date range and log type and then click [Search].

3) Respective logs will be displayed; click [Export] to export the log into a csv file.

2.7. Advanced System Setting

This module is designed to change some ESDA advanced system setting. It is recommended that the System Administrator keep the setting as default values as far as possible

1) Mouse over [System Tools] and then click [System setting].

2) Click the hyperlink “Advanced System Setting” at the end of the page.

3) Change the setting and click “Save” button.

Advanced settings Default Remark View all received ESDA

surveys

No Show “All Surveys” buttons in Do survey module.

Enable ‘Import KPM Data’ Yes Show “Import KPM Data” function under

“Data Input” menu.

Enable 'Reference Data Source'

Yes (For Special schools only) Show

“Reference Data Source” function under

“System Registration” menu.

Enable ‘Version Check’ Yes To enable connection to EDB server and retrieving version information.

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2.8. System update log

This module is designed to ease system administrator on version upgrade.

2.8.1 Auto scan for new update patches

While a system administrator is logging on the system; the system will read from EDB version control server for the latest ESDA version status. The system will pop up a window, as shown below, if there are some outstanding patches:

The system update log page will be shown automatically and some outstanding system patches will be listed at the end of the page.

2.8.2 Manual scan for new update patches

System administrator may launch system update log page as following:

1) Select “System Tools” > “System Update”.

2) On System Update Log, click “Refresh”.

3) Check for outstanding patching log, apply system patch as mentioned in the next section.

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2.8.3 Apply system patch

It is noted that the system allow system administrator to apply the patch one by one.

1) Click the available “Download” button and check the Download Date.

2) Click the available “Install” button and check the Installation Date.

3) A successful update message will be displayed; click “Back” button.

4) Repeat the above steps until all system patches applied.

Note:

System administrator may download all patches at once, and install them one by one later.

2.8.4 Manual system patch

In case the system cannot download the patch from network, do the following:

1) Download the program fix package from ESDA website (http://esda.edb.gov.hk).

2) Click “Import” button on Manual Install.

3) Upload the patching file to the system and check the Download Date.

4) Click the available “Install” button and check the Installation Date.

5) Repeat the above steps until all system patches applied.

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Chapter 3 : User Management (UM)

3.1 About User Management (UM)

There are four core functions in User Management, namely, Group Management, Account Management, Import User List and Restore Deleted Users. The Administrator uses the UM functions to create user accounts, to define groups and to assign privileges to the groups after installation of the ESDA. The user account is used for user authorization during the login procedure, user authentication and identification in the operation of other functional modules in the system. User accounts are then added into the respective groups and the group users will possess the assigned privileges specific to these groups. A user and group search function is provided in the UM to facilitate user and group management. A “Restore deleted Users” function is available for the Administrator to restore user accounts if accidental deletion occurs.

3.1.1 Before You Begin

The user management is solely for maintaining user accounts and controlling users’ rights in ESDA.

Due to the functional module properties, it is recommended that only the System Administrator can access this functional module. To access the UM module, you should possess the “User Management”

privilege.

3.1.2 Understanding School Year

School year is a vital part in the ESDA system. As each Class Group belongs to one school year (e.g.

2017-18), the selection of school year controls the information of a particular school year (e.g.

student/parent accounts, survey results) to be displayed within ESDA. In order to avoid mis-selection of school year, it is recommended that only the System Administrator can access this function. For details of “School Year Setting”, please refer to section 2.3.3.

3.1.3 Understanding Group Types

There are five types of groups (System Group, Class Group, Form Group, Survey Group, and Privilege Group). The System Administrator can create group(s) under these group types (except the System Group). Properties of each group type are listed in Table 1.

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Group Type Properties of Group Type Group Example System

Group

 It is inherited in ESDA and cannot be created/

edited /deleted.

 When batch student, parent and teacher accounts are imported via *Excel files, user accounts will be automatically assigned to respective system groups (i.e. students assigned to “Students” Group).

 Administrator Group

 Teachers Group

 Students Group

 Parents Group

 Other Group

Class Group  When batch student accounts are imported via

*Excel files, Class Group will automatically be created

OR

the Administrator can create it manually.

Class Name: 1A Class Code: 1A

Form Group  When batch student accounts are imported via

*Excel files, Form Group will automatically be created

OR

the Administrator can create it manually.

Form Name: Primary 1 Form Code: P1

Survey Group

 There are two types of Survey Groups; Global Survey Group and Local Survey Group.

 Global Survey Group(s) is / are created by the Administrator in User Management, in which Global Survey Group can be assigned to all surveys.

 Local Survey Group(s) is / are created by Survey Editor, in which the Local Survey Group will be attached to a particular survey for result analysis purpose.

 It is created to standardise survey respondents’

retrieval and survey results analysis across years.

 Global Survey Group:

Science Subjects Group and Arts Subjects Group

Privilege Group

 It is manually created by the Administrator.

 It is created to assign privileges to a group of users.

 Privilege Group:

Survey Creators, Survey Item Bank and Administrators.

Table 1 Group Types in ESDA

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3.1.4 Understanding User Groups and Accounts

The Administrator can create different groups under the four group types (except the System Group Type). A valid user account should have a unique “login ID” and “User Identity”. The System Administrator can create user account manually or import the “Excel file” exported from WebSAMS.

User account should be assigned to at least one group in the ESDA Platform. User of a particular group will inherit the group’s privilege(s).

3.1.5 Best Practices

To minimize the tedious jobs on group(s) and user accounts creation for initial system startup, it is recommended that the System Administrator use the “batch user account creation” method to create student accounts, parent accounts and all school-based-group(s) (e.g. class and form groups).

 Reference:

Please refer to the instruction under “Import user list” in section 3.4 for batch user account creation.

3.2. Group Management

To access Group Management, mouse over [User Management] and then click [Group Management].

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3.2.1 Create Form Groups

1) Mouse over [User Management] and then click [Group Management].

2) At the top right-hand corner, select Form Group from the pull down button.

3) The Form Group Management page will be displayed.

- Check if the form group has already existed in ESDA.

- Click [Add] to add new form group.

4) The template of Form Group will be displayed.

- Input the form name in both the “Name (Eng)” and “Name (Chi)” fields.

- In the “Class Level” field, input the unique code for this class level and select a standard form “Form Mapping”.

5) Click [Save] to save the group setting.

 Notes:

(1) Some ESDA functions need a mapping between user and Form Group (e.g. target groups of APASO). Therefore, school needs to map its existing Form Group with standard forms pre-defined in the system.

(2) All form groups will be automatically created via batch student accounts import.

(3) The Class Level is to facilitate batch user import. It is recommended to use the same pattern as the Class Level used in WebSAMS.

3.2.2 Create Class Groups

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2) At the top right-hand corner, select “Class Group” from the pull down button.

3) When Class Group Management page is displayed, check if the class group has already existed in ESDA. Click [Add].

4) The respective Group templates will be displayed.

- Input the group name in both “Name (Eng)” and “Name (Chi)” fields.

- In the “Class Code” field, input the unique code for this class. (Remarks: This Class Code is to facilitate batch user import. It is recommended to use the same pattern as the Class Code used in WebSAMS.)

 Notes:

All class groups will be automatically created via batch student accounts importation.

3.2.3 Create Survey / Privilege Groups

2) Group Management page will be displayed.

- At the top right-hand corner, select Survey Group / Privilege Group.

- Click [Add].

3) Group template will be displayed.

- In the group template, input the group name in both the “Name (Eng)” and “Name (Chi)”

field.

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- To assign existing users from central user list into the group, click [Select User].

 Reference:

For detailed instructions, please refer to section 1.4.2 User Selection.

3.2.4 Modify Groups

2) Select the group type at the top right-hand corner.

3) Click [Edit] of the group to be modified.

4) Click [Save] to save the modifications.

3.2.5 Delete Groups

2) Select the group type at the top right-hand corner.

3) On the group list, check the group(s) and then click [Delete].

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 Notes:

A group cannot be deleted if it contains user(s). (Survey Group and Privilege Group are of exception). Please remove all user(s) from the group before deleting it.

3.2.6 Set Privilege(s) for Group(s)

1)

Mouse over [User Management] and then click [Group Management].

2)

Select [Group Type] at the top right-hand corner, e.g. System Group.  Tips

3)

Click [Set Privilege] of the group type.

4)

Check the assigned privilege(s) for the group, refer to the figure above.

5)

Click [Save] to save the privilege setting.

 Tips:

Survey Group does not have privilege properties. To assign privilege to users of

Survey Groups, you can put them into a Privilege Group.

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3.2.7 Map Form Group to Standard Form

2) Select the Form Group at the top right-hand corner.

3) Click [Standard Form Mapping] to reassign the mapping.

4) Select a standard form for each form group and the click [Save].

3.2.8 Download Privilege(s) and Group(s) to Users

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2) List of groups will be displayed.

3) Select the group type, click [Export Groups and Privilege of Users].

4) A dialogue window will pop up to ask if users want to save or open the file, click [Save] to save the file in your workstation. If users click [Open], a spreadsheet will be opened to display the list of groups and privilege of individual users.

3.3 User Account Management

1) Mouse over [User Management] and then click [Account Management].

2) Account Management page shows.

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3.3.1 Create Individual Student / Parent Accounts

2) To add student account, click [Add Student] button at the bottom of the screen.

3) To add parent account, click [Add Parent] button.

4) In “Add Student” or “Add Parent” page:

- Input all the fields of student information.

- In the section of “Privilege Group”, select the privilege group(s) that the student belongs to (Optional). You should create a Privilege Group if you need to assign specific privileges to a group of users. (e.g. Personnel who can view reports)

- In the section of “Survey Group”, select the survey group(s) that the student belongs to (Optional). You should create a Survey Group if you will create surveys for a group of users frequently. (e.g. boy scout)

- To save/create the student account, click [Save].

 Notes:

(1) To select a year in the date of birth that is earlier than the list provided, first select the earliest year on the list and then re-select the year again. You will see more year(s) available for selection.

(2) To add parent account, input “Student name [Parent]” as “Name

(Eng / Chi)”. (e.g. Chan Tai Man [Parent]).

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3.3.2 Create Administrator / Teacher / Specialist / Other Accounts

2) Click [Add Administrator / Teacher / Specialist / Others] button on the bottom of the screen.

3) In “Add Administrator / Teacher / Specialist / Others” page, see figure above:

- Input all the fields of users’ information.

- “Date of Birth” is an optional field. To select “Date of Birth”, check the checkbox and then select the date.

- To save or create the account, click [Save].

 Notes:

(1) In the section “Privilege Group”, select the privilege group(s) that the

user belongs to (Optional). School may create a Privilege Group to assign

specific privileges to a group of users. (e.g. Personnel who can view reports)

(2) In the section “Survey Group”, select the survey group(s) that the

user belongs to (Optional). School may create a Survey Group for a group of

users who belong to some particular roles. (e.g. subject panel members)

(3) Please refer to section 3.2.3 on how to create privilege group or survey

group.

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3.3.3 Modify User Accounts

2) Click [Search] button.

3) Enter the search criteria, such as “login ID”, “Name” or “Group” and then click [Search] button.

4) Click [Edit] of respective user records.

5) At the respective user editing templates:

- Input the information to be modified.

- Leave the password field blank for keeping user password unchanged.

- Click [Save] to save the modification.

 Notes:

All modifications will be reflected in the system instantly after you have saved the user record.

3.3.4 Delete User Accounts

2) Click [Search].

3) At the “Search User” interface, input criteria to search the to-be-deleted user.

4) Check the checkbox of respective user records, and then click [Delete].

5) All deleted users will be moved to the list of deleted users.

 Reference:

To restore deleted user accounts, please refer to section 3.5 Restore

Deleted User Accounts.

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3.4 Import User List

To generate user accounts promptly, the “Import User List” function provides the necessary functionality for quick account generation. School may download from the interface sample EXCEL templates for different types of users. School may upload EXCEL file to the system to create user accounts. The following section describes how to generate student account from WebSAMS.

1) Mouse over [User Management] and then click [Import User List].

2) “Import Users” page will be shown.

3.4.1 Extract Student Account Creation from WebSAMS

1) Login to WebSAMS, select “Data Management” > “Query Maintenance”.

2) Click [Add Advance].

3) In the interface of “Add Advance Query”,

- Input the “Query Name” and “Query Description”.

- In the “SQL Statement” field, input the script as below - Click [Save].

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SELECT a.SCHYEAR,'#' || a.REGNO as REGNO, a.CLASSLVL, a.CLASSCODE, a.CLASSNO, a.ENNAME, a.CHNAME, a.SEX, 's' || a.REGNO as LOGINID, 's' || a.REGNO as PASSWORD, DATEFORMAT(a.DOB, 'YYYY/MM/DD') as DOB, a.HEIGHT, a.WEIGHT from VW_STU_LATESTSTUDENT a

where a.schyear =2017 order by a.classlvl, a.classcode, a.classno

 Notes:

Copy of this script is provided in the “(Online) Help” in the “User Management”. Make sure you change the last parameter “a.schyear”

accordingly.

4) To execute query, click [Go To Execute].

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5) At the “Output Format”, select “Excel” and then click [Save Result].

3.4.2 Download EXCEL Template

2) Interface of “Download EXCEL Template” will be displayed.

3) To download Excel file template for importing teacher accounts, click [Sample File for

‘Teacher’].

4) To download Excel file template for importing student / parent accounts, click [Sample File for

‘Student’ and ‘Student and Parent’].

5) To download Excel file template for importing other accounts, click [Sample File for ‘Others’].

6) A dialogue box will ask if you want to save or open the file, click [Save] to save the file in your workstation.

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 Notes：

If you want to refer to the help file for EXCEL template, you can click the link of [Help file for ‘Teacher’], [Help file for ‘Specialist’], [Help file for

‘Student and Parent’] and [Help file for ‘Others’].

3.4.3 Batch Student and Parent Account Creation from WebSAMS

 Prerequisite:

- You should have the Excel file either exported from WebSAMS or generated from a spreadsheet.

- The imported file should include ALL student accounts (e.g. both NEW and EXISTING students). Any missing account in the imported EXCEL user file will be automatically moved to the list of deleted users in ESDA.

2) Interface of “Import Users” will be displayed.

- Check if the displayed “Current School Year” matches with the student data you are going to import. (N.B. If the current school year does not match with the data, please adjust the current school year in “User Management > School Year Setting”.)

- To import student and parent accounts together, select “Student and Parent” and then click [Browse] to select the file.

- Click [Upload] to generate / update / delete student accounts.

 Notes：

If you want to refer to the help file for the SQL of creating user account in

WebSAMS, you can click the link of [Help file for ‘Query of Student Account

Creation in WebSAMS’].

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3) A pre-import summary will be displayed advising the number of records in the uploaded file.

Click [Next Step] to update / generate accounts.

 Notes：

You are required to verify the “Form groups” before proceeding to next page.

4) A post-import summary will be displayed advising how many student and parent accounts have been created / updated / deleted.

5) Click [Next Step].

6) Select a Standard Form for each Form Group and then click [Save].

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3.4.4 Batch Teacher Account Creation from EXCEL file

 Prerequisite:

Prepare a EXCEL file for teacher account import according to the sample as listed below, and the file shall contain only those changed records. System administrator is suggested to delete those retired account in account management rather than from this user interface.

REGNO ENNAME CHNAME SEX DOB LOGINID PASSWORD t123 teacher 1 老師 1 M 1958/11/5 teacher1

t124 teacher 2 老師 2 F 1978/11/23 teacher2 t125 teacher 3 老師 3 M 1966/11/13 teacher3 t126 teacher 4 老師 4 F 1972/11/8 teacher4

t127 teacher 5 老師 5 M 1971/11/15 teacher5 abc234

 Notes:

The default password is “PASSWORD” when users first login to ESDA.

Users can change their passwords after logging into ESDA. If Password field is empty for existing user, the system will keep user's current password unchanged. If Password field is empty for new users, the system will synchronize login ID as user's default password. DOB for teachers is optional.

Standard

Header Fields

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2) To import teacher account in batch, select “Teacher” in the “Group” field and then click [Browse] to select the file.

3) Click [Upload] to generate or update teacher accounts.

3.4.5 Create “Others” Accounts

 Prerequisite:

- Group(s) used to contain these “Others” accounts should be created in the Group Management.

- Prepare an EXCEL file for the other accounts import.

- The list shall contain only those changed records.

- System administrator is suggested to delete those retired account in account management rather than from this user interface.

2) To import other accounts in batch, select “Others” in the “Group” field and then click [Browse]

to select the file.

3) Click [Upload] to generate / update accounts.

 Tips:

Group ID is required to prepare the Excel file for the “Others” accounts. The

Group ID can be retrieved in “Import User List” of the User Management.

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3.5 Restore Deleted User Accounts

1) Mouse over [User Management] and then click [Restore Deleted Users].

2) The “Search Deleted User” and “Recently Deleted User(s)” will be displayed.

3) If the user(s) to be restored is/are not in the “Recently Deleted User(s)” list, input search criteria in the “Search Deleted User” table and then click [Search].

4) At the “Recently Deleted User(s)” / “Search User Result”, click the checkbox of user(s) to be restored.

5) Click “Restore” to proceed.

 Notes:

The users’ personal information, i.e. Password, System Group(s), Survey Group(s) and Privilege Group(s) will be restored to the original values before deletion.

3.6 Export Current User List

This module is designed for exporting an EXCEL file of users’ accounts (teacher, student and parent) of the current year.

1) Mouse over [User Management] and then click [Export Current User List].

2) THREE options will be displayed (teacher, student and parent).

3) Click on the link and then a download prompt will be popped.

4) Save the file, and then read the content of it.

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Chapter 4 : Survey Administration (SA)

4.1 About Survey Administration

This module is used to administer pre-defined surveys for various respondents. There are two types of surveys and the differences between them are shown in Table 4.1. After entering the Survey Administration module, a summary table shows a list of surveys with “Start / End Date”, “Target Respondents”, and “Response Rate”. To administer a survey, the administrator selects a survey from the survey list and defines the properties of the survey. The administrator can define the start/end date of conducting the survey, choose the survey mode (online or offline), and select target respondents.

To facilitate random target respondent selection, the system provides a function to draw respondents randomly with defined percentage of user.

Online mode means target respondents do questionnaires through the web interface in ESDA whereas offline mode means target respondents do the questionnaires with other methods, such as paper format. Details about publishing online and offline surveys can be found in section 4.2.1 and 4.2.2.

Type I Survey Type II Survey

1. The surveys can only be administered once per year.

2. The collected responses can be submitted to the Indicators Section of the EDB through the Data Submission module of ESDA.

3. All surveys must be assigned to a system group (Teacher, Student, Parent, etc).

1. The surveys can be administered more than once per year.

2. The collected responses can be submitted to the Indicators Section on an optional basis.

3. Surveys can be assigned to classes or forms.

4. Surveys can be assigned to specific groups or users.

The duration between administration of APASO Surveys should be at least half a year within the same school year.

Table 4.1 Properties of Type I and Type II Survey

4.1.1 Before You Begin

The Survey Administration module is solely for administering surveys and defining target respondents of each survey. It supports both online and offline mode in order to cater for different situations. To access the SA module, you should possess the “Survey Administration” privilege.

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4.1.2 Best Practices

For Type I Survey, you can administer them once per school year. You should select the survey mode, target respondents and start/end date carefully. Although Type II Surveys can be administered many times per

school

year, you should not administer these surveys too frequently for the same group of target respondents.

4.2 Survey Administration

The Stakeholder Surveys will be updated every school year. Therefore, you must import a set of Stakeholder Survey at the beginning of each school year in order to publish the latest version of Stakeholder Survey. You can download the Stakeholder Survey package from the ESDA website and follow the steps in section 4.3 about importing stakeholder survey package.

4.2.1 Publish an Online Survey

Schools may publish online survey so that respondents may use their workstations (or Internet browsers) to do the questionnaires. Schools may find details in the Survey Administration Guide on how to publish different types of ESDA surveys. In general, Survey Administrator may follow the following steps to publish an ESDA survey:

1) Mouse over [Survey Administration] and then click [Survey Administration].

2) Click [Publish Survey] button.

3) Click [Publish] button next to the target survey.

4) Select “Online” mode in the next interface page.

5) Select “Target Users” by selecting proper user ratio and click [Draw User] button.

6) Enter the “Start/End Date” information.

7) Click [Save] button.

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4.2.2 Import an Offline Survey

Survey Administrator may publish offline ESDA surveys as well. Stakeholders may use paper and pen to do the survey. After that, Survey Administrator is required to compile the responses into a CSV file and upload it to the ESDA system. To publish an offline survey, exactly the same steps as mentioned in section 4.2.1 are to be followed, except for the need to check the “Offline” mode.

Survey Administrator may need to follow the steps below to import an offline ESDA survey.

2) Click [Offline Survey Import] button.

3) Click [Details] button next to the target survey.

4) Click [Download CSV Template] button.

5) Fill in the responses to the downloaded CSV file.

6) Click [Import Response] button.

7) Select an “Import Mode” and browse the response file as mentioned in step 5.

8) Click [Submit].

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 Notes:

If you want to remove all imported responses from the system before importing the new records, please select “Replace” in “Import Mode”.

4.2.3 Download User List

Schools may monitor the response rate of a survey already published by monitoring the user list. The following steps show the way to download a user list of a survey in progress:

2) Choose [Stakeholder Survey] and the year in the pull-down menu located on the top bar, then click [Details] next to a target survey.

3) Click [Download User List].

 Notes:

The user list contains target user list as well as submission status of each target

user. If a target respondent submits the questionnaire through web interface

(online submission), the submission status indicates whether target

respondents have submitted the questionnaire or not.

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4.2.4 Update Start / End Date

Schools may change the survey condition such as the start date and the end date through the following steps:

2) Choose “Stakeholder Survey” and the year in the pull-down menu located on the top bar, then click [Details] next to a target survey.

3) Click [Update Start/End Date].

4) Select “Start/End Date” and then click [Save].

Tips:

If you want to close the questionnaire survey, you can set the end date earlier than the current date.

4.2.5 Cancel Survey

Schools may cancel a published survey only if the response rate is 0%.

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2) Choose “Stakeholder Survey” and the year in the pull-down menu located on the top bar, then click [Details] next to a target survey.

3) Click [Cancel Survey].

4) Click [Delete].

5) Click “Confirm” to double confirm cancellation.

4.2.6 Export Survey Responses to KPM Items

2) Check the checkbox(es) of those surveys to be exported.

3)

Click [Export to KPM Item] button.

 Notes:

(1) You should export survey responses to KPM Items when the response rate has reached 100% before the End Date or the time for doing the survey, i.e. the current date is after the end date.

(2) It is recommended that you export the values to KPM Items after you have imported all responses from target respondents. However, you can export the values more than once in case updating is performed.

4.2.7 Add APASO-II user defined survey

1) Mouse over [Survey Administration] and then click [Survey Administration];

2) Click [Publish Survey] button at the end of the list;

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3) Click [Add Survey] button;

4) Select school concerned APASO-II subscales;

5) Enter survey title and purpose;

6)

Click [Submit] button.

 Notes:

(1) Same survey title cannot be used;

(2) Each user defined survey shall not contain more than 100 questions.

4.2.8 Publish Post-ESR, SDA, CR and FI survey

1) Mouse over [Survey Administration] and then click [Survey Administration];

2) Click [Publish Survey] button at the end of the page;

3) Click [Publish] button next to

Post-ESR, SDA, CR or FI survey

;

4) Enter the distributed survey password;

5) Click [Save] button;

6) Select target user according to the EDB letter;

7)

Click [Submit] button.

 Notes:

(1) School shall receive a letter from EDB;

(2) Survey password(s) shall be included in the letter.

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4.3 Import Survey Package

4.3.1 Import Stakeholder Survey Package

The Stakeholder Survey will be updated every school year. Therefore, school must import a set of Stakeholder Survey at the beginning of each school year in order to publish the latest version of Stakeholder Survey. School can download the Stakeholder Survey package from the ESDA website.

1) Mouse over [Survey Administration] and then click [Import Survey Package].

2) Click “Import Stakeholder Survey Package”.

3) Browse a Stakeholder Survey package file and then click the “Import” button.

 Notes:

You should download a Stakeholder Survey package after you change the school year of the system. Otherwise, you cannot administer any Stakeholder Survey of that school year. For details of package download, please visit the ESDA website.

4.3.2 Import Reference Data Package

Reference data will be distributed to schools through the reference data package. The system already contains the latest version of reference data when you first install ESDA. You may download the latest version of the reference data from the ESDA website in subsequent school years.

1) Mouse over [Survey Administration] and then click [Import Survey Package].

2) Click “Import Reference Data Package Import”.

3) Browse a reference data package file and then click the “Import” button.

 Notes:

The Reference Data package contains territory-wide reference data of

KPM items as well as the KPM report template. The reports of KPM

items show the updated reference data once the Reference Data package

is imported.

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4.4 Download Survey Template

While schools choose to conduct a survey in offline mode, schools can download and distribute the survey questionnaires to target respondents by following the procedures below:

1) Mouse over [Survey Administration] and then click [Download Survey Template].

2) Click “Teacher Questionnaire” / “Student Questionnaire” / “Parent Questionnaire”.

 Notes:

For Stakeholder Survey, the questionnaire sheet and the answer sheet are

put into the same file.

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Chapter 5 : Do Survey (DS)

5.1 About Do Survey

After login, the user can view a list of surveys that is assigned to him / her. Upon completion of a survey, the user can click the “Confirm” button to save his / her responses in the system. For Stakeholder Survey, all surveys are anonymous and all survey items within the surveys are compulsory. Target respondents must fill in all survey items before submitting the responses.

Responses to all APASO surveys are also anonymous but the survey items are not compulsory. In the first submission of the survey, the system will alert the respondents about un-filled survey items and highlight these items by changing their background color. The system will alert users again in the second submission but users can still submit the survey.

5.1.1 Before You Begin

To fill in an online survey, your account should possess a “Do Survey” privilege. If you cannot access the “Do Survey”, please consult your System Administrator to acquire the privilege.

5.1.2 Best Practices

The system pops up a new window when you start to complete a questionnaire. It is recommended not to click any button in the original window when you are doing an online survey in ESDA.

5.2 Survey / Questionnaire

1) Mouse over [Survey] and then click [Survey/Questionnaire].

2) On the not-yet-finished survey list, click [View].

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3) View the instruction and then click [Start].

4) Fill in all surveys/questionnaires.

5) To submit the survey/questionnaire, click [Confirm].

 Notes:

”All Surveys” button is turned off by default. System Administrator can enable it by changing the advanced system setting. Please refer to section 2.7.

5.3 Fill in an online Survey

1) Select your choice with reference to the heading, e.g. “Strongly agree”, “Agree”, “Neutral”,

“Disagree”, “Strongly Disagree” and “Don’t know / NA”.

2) Fill in all surveys.

3) To submit the survey, click [Confirm].

4) A warning message and highlight will be prompted for the missing survey.

E-platform for School Development & Accountability (ESDA) Version 4.5.x