EzTraxx Online provides educators with an end-to-end management solution for professional development. The application allows for the recording, tracking and reporting of activities, participation, and related staff data. EzProfile is its completely integrated public site which allows for the posting, enrollment and tracking of course by NYC’s educators.

Table of Contents

· Introduction	· Creating Schedules for Multiple Session Activities
· Create a Participant	· Submit Activity for Approval
· Create Instructor Status	· Approve Activities
· Create Employee Status	· Create Enrollment
· Search for a Participant	· Manage Enrollment
· Create an Activity	· Create Printable Sign-In/Sign-Out Sheets and Evaluation Forms
· Create an Activity Class	· Electronically Record Attendance
· Search for an Activity	· Record and Issue Rewards
· Search for an Activity Class	· Support
· Create a Schedule for a Single Session Activity	· Appendix A – Understanding Activity Codes

The ProTraxx / FAMIS Integration

History

The New York City Department of Education has promoted professional development offerings through ProTraxx’s EzTraxx Online Catalog, EzCatalog since 2005. Since then, the number of course offerings, administrative users, and teacher participation has grown substantially. As use of the application continues to expand and allow other Departments to promote and track offerings through the application, ProTraxx and the NYCDOE have continually worked together to further simplify, streamline and facilitate the day-to-day operations associated with planning programs.

In the summer 2008, the NYCDOE made the decision to link the ProTraxx system with its financial application, FAMIS. In addition, administration elected to modify the existing practice of self-registration to reduce error and avoid duplication of data and record creation to ensure data integrity. Toward these efforts, several enhancements have been made to the solution as well as new development performed to address the changing needs.

The New Process

EzCatalog is no longer a self-registration process. We have made modifications to the login process to greatly simplify and speed the user (educator/teacher/para) search and enrollment experience. All New York City employee files have been uploaded into the database and historical records have been matched to employee records. Users will now verify their personal information to obtain a User Name and Password and proceed with enrollment. These step-by-step directions will simplify the process for the Administrative and EzCatalog users alike.

Facts about the New Process

· Self registration will no longer be performed.

· EzCatalog users will verify their personal information to obtain a system-generated user name and password.

· All courses entered in EzTraxx must be identified as fee-based (requiring submission to FAMIS) or non-fee based.

· A new field has been added to the Create Activity page to allow for the entering of the FAMIS code for identification.

· All fee-based course transactions will be passed to FAMIS for review by a Principal or other appropriate administrator.

· Course transactions will be retrieved by OIT via a web service each night. This data will include all enrollment transaction record created between during the previous 24 hours along with the location code identifying the individual user being enrolled.

· Principals will login to FAMIS daily to review pending transactions.

· Approved transactions will be returned to EzTraxx via nightly web service. Denied transactions will remain in FAMIS.

· Within EzTraxx, course coordinator now accesses Enrollments on the right menu in a new menu item, ENROLLMENTS, which is accessible based on the location of the user. Each principal will be able to search and retrieve enrollments related to their staff only. Fee-based transactions (FAMIS transactions) and non-fee-based transactions must be reviewed separately.

· Administrative users will no longer have the ability to approve enrollments within the View Enrollment page within EzTraxx.

· If an enrollment comes in as Waitlist, the Course Coordinator must reset the enrollment to Pending status in order for it to be passed to FAMIS.

· All enrollment transactions passed through FAMIS will be identified with the User modified record of FAMIS, FAMIS.

Getting Started with EzTraxx Online

Introduction

The NYCDOE utilizes EzTraxx Online to plan, track and manage its professional development offerings and participation. Several different Departments and/or organizations have administrative users who enter the course information. Activities are made available for enrollment on the EzCatalog site. Courses and enrollment flows through the process outlined below.

The Professional Development Process

Professional development offerings are initiated by Course Coordinators via an Activity Request proposal form which describes the activity, defines its objectives, and identifies how user need and performance will be affected. Proposals are submitted to the Professional Development coordinator or other administrator for approval. This begins the process of planning, tracking, enrolling, evaluating, and issuing awards for participation.

Following are the basic steps of the process practiced in most districts and educational organizations for management of professional development offerings.

1. Proposal forms are completed by an administrator, building principal or individual staff member to suggest programs that may be offered to the entire district on in-service dates or for individual or small group participation (equivalents).
2. The professional development coordinator has the final approval of the proposed activity.
3. The activity is opened for enrollment and may be posted to the MyEzTraxx site.
4. Enrollment is performed by administrators and/or the general staff through the EzCatalog site.
5. Fee-based courses are passed to FAMIS.
6. Enrollment is reviewed and confirmed or denied by a Course Coordinator.
7. Sign-in/sign-out sheets are prepared for the in-service.
8. Attendance is recorded following the in-service, based on the sign-in sheets.
9. Awards are issued based on participation.

As activities move through the above-described process, they are identified by a status as follows:

STATUS	DESCRIPTION
Draft	Activities being prepared for administrator review
Pending	Activities that have been submitted for review and approval by an administrator
Approved	Activities that will take place for award
Denied	Activities that will not take place as proposed (they may be revised and resubmitted for re-consideration)
Open	Activities that are available for enrollment
Closed	Activities no longer available for enrollment
Cancelled	Activities that will not take place
Completed	Activities that have attendance recorded and awards issued

Participants and Activities

There are two major components of EzTraxx Online – participants and activities. Participants are those who participate in programs, instruct programs, or are administrative users of the EzTraxx Online system. Participants may be instructors, employees, or both.

Professional development offerings (workshops, in-service activities, programs, etc.) consist of two levels – Activities and Activity Classes. Each time a new program is offered by your organization you will create a new Activity. Each time that activity is offered, you will create a new Activity Class. Each Activity class will have its own schedule, instructor, targeted audience, participants, and more.

Topics, Objectives and Tasks

The following topics, objectives and tasks are provided to guide you through use of EzTraxx Online. Please see the Help module located at the top of the administrative homepage for further assistance in navigating the application.

TOPICS	OBJECTIVES	TASKS	Page
A. Participants, Employees & Instructors	The user will be able to create and perform a search for a participant, instructor, and employee.	· Create a Participant	8
		· Create Instructor Status	9
		· Create Employee Status	9
		· Search for Participant	10
B. Activities	The user will be able to create and search for an activity and an activity class.	· Create an Activity	11-14
		· Create an Activity Class
		· Search for an Activity
		· Search for Activity Class
	The user will be able to create a schedule for a single session activity.	· Create a Schedule	15
	The user will be able to create activities with multiple session activities.	· Create Schedules for Multiple Session Activities	16
	The user will understand the option for tiered approval of activity requests and be able to submit requests.	· Submit Activity Requests for approval · Approve Activities (Tiered Approval Option)	17
C. Enrollment	The user will be able to review and confirm enrollments created through EzCatalog for both FAMIS and non-FAMIS related activities.	· Confirm Enrollments	18
D. Create Activity Materials	The user will be able to create sign-in/sign-out sheets and evaluation forms.	· Create Printable Sign-In/Sign-Out Sheets and Evaluation Forms	23
E. Create Attendance	The user will be able to both full and partial attendance for both single and multiple session activities.	· Electronically Record Attendance	24
F. Awards	The user will be able to issue awards and certificates of completion based on attendance.	· Record & Issue Awards	25
Support	27
Appendix A	28

Navigating Through EzTraxx Online

EzTraxx Online is a completely web-based application for the management of professional development and related staff data. Each user of the application will have access to the modules, functions and actions required to perform their tasks associated with the workflow processes within their district or organization. Your system administrator or key contact person will determine what permissions you are granted.

Each tab is a module – the active tab is blue

The menu on the left of the screen lists functions, with each function expanding to open and view the actions available to you.

TOPIC	TASK	USERS
A. Participants, Employees & Instructors	· Create a Participant	Administrators

Anyone who participates in, manages, or uses the EzTraxx application must have a participant record. Participants can be employees, instructors, outside enrollees or a combination of these. The NYCDOE populates the EzTraxx database via a webservice update from the City’s Human Resource database. All current employees should be populated in the database, eliminating the need to create records. Should you need to create a new employee record, users having access to the Create Participant action within EzTraxx will be able to do so.
· Click on the EzTraxx tab on the top of the screen.
· Click PARTICIPANTS, CREATE PARTICIPANT on the left menu.
The CREATE PARTICIPANT page opens. · Complete this page. - For training purposes… § do not use your own confidential information. § skip the Employee, Employee Number and Instructor fields for now. § Create a Position for this Employee by selecting a Location, Title and Grade from each dropdown list. Additional positions may be created once this record is completed. Check Primary Pos. (Primary Position) to indicate the person’s location where they spend the majority of their time.
· When the page is complete, click the Submit button at the bottom of the page.

TOPIC	TASK	USERS
A. Participants, Employees & Instructors	· Create Instructor Status	Administrators

To identify a participant as an instructor, you will need to update the participant record. To update a participant record, you need to be on the View Participant page. If you are not on the View Participant page, you will need to search for the record using the SEARCH PARTICIPANT action on the left menu (see page 7).
The VIEW PARTICIPANT page is now open. · Scroll to the bottom of the page. · Click the Update Participant button.
The UPDATE PARTICIPANT page is now open. · Check the Instructor field box.
· Complete the information at the bottom of the page. · When the page is complete, click the Submit button at the bottom of the page.

TOPIC	TASK	USERS
A. Participants, Employees & Instructors	· Search for a Participant	Administrators

· Click PARTICIPANTS, SEARCH PARTICIPANT on the left menu.
The PARTICIPANT–SEARCH BY PARTICIPANT page is now open. · Type in your participant information. · Select the Search Participant button.
· Scroll down to find the participant you are looking for, and click on their underscored name in the grid below.

TOPIC	TASK	USERS
B. Activities	· Create an Activity	Administrators

The basic Activity is created first with information about the objectives, description, number of awards to be given and its link to user need. You will only need to create an Activity once, and then create associated Activity Classes. Those classes may take place in any given fiscal year, eliminating the need to re-create the activity each time it is offered. Activity Classes (with corresponding instructors, schedules, etc.) are established each time you offer this activity. Example: Your district is offering a one day training in Beginner Word. You would like to offer this same activity many times because many of your staff members would benefit from this training. You would create one activity entitled “Beginner Word” and have multiple activity classes, each with their own date and schedule. Staff members would only be able to enroll and participate in this activity class once.
· Click ACTIVITY, CREATE ACTIVITY on the left menu.
The CREATE ACTIVITY page is now open. · Complete all fields on this page. - For training purposes, enter your name before the name of the activity; this will make it easier to your activity find later in our session. - For more information about Single vs. Multiple activities, see the EzTraining module, Appendix B Single vs. Multiple. Session Activities. · When you complete the form, click the Submit button.

TOPIC	TASK	USERS
B. Activities	Create an Activity Class	Administrators

Once you have created an Activity, you will need to create an Activity Class. To create an activity class, you need to be on the View Activity page. If you are not on the View Activity page, you will need to search for the record using the SEARCH ACTIVITY action on the left menu (see page 11).
The View Activity page is now open. · Click the Create Activity Class button at the bottom of the page.
· Complete the page in its entirety. - Select Yes to allow a waitlist to form, and leave the Automatic Waitlist check on if you want empty seats to automatically fill. - Choose No to Publish to Public Website unless you’re using EzCatalog. - The table below more fully describes each field. (If a drop down list does not contain a required value, you must notify your system administrator.) - For more information in selecting an Activity Topic, see Appendix A, pg. 33.

Field Name	Data Type	Description
Subject Area	Select from a district-organization-activated list of subjects.	Choose one or more of these from the drop down list to align with this learning experience. Activities may be searched on and reported by these subjects.
Activity Topic	Select a 3 digit code tied to a description of the Department	These are the Departments provided by the NYCDOE. You must select from this list.
Year Code	Select a School Year/Fiscal Year	Choose from the years provided.

Field Name	Data Type	Description
Subtitle	A further brief description of the activity class.	Use this field to further define the activity to allow users to easily identify it – for example, use Grade 3 Teachers to describe a Language Arts class that is specifically for Grade 3 staff.
Target Audience	Identification of the staff or user for which the activity class is intended.	Select from a client-defined list of staff types. You may choose multiples. Activities may be searched by this field on the administrative side of the application, and or by the MyEzTraxx and or EzCatalog user.
Maximum Attendance	Enter the number of seats you will make available for this class.	You will have the option to allow additional enrollees with the Waitlist option, but the class will be full when it reaches the number of registered participants entered here.
Activity Status	The current status of the activity appears here and your security access will determine if you have the option to change the status of the class.
Allow Wait List?	Select this option by checking the box.	Checking the box to indicate that you want to allow a waitlist will allow registering users to add their name to a list should space become available in the class (by an administrator increasing the maximum enrollment or by an enrolled participant withdrawing.
Automatic Waitlist?	Check this box to allow the waitlist to automatically fill seats.	Checking the box will automatically enroll participants on the waitlist as seats become available in the order in which they are placed on the waitlist (1^st person on the waitlist is the first person enrolled in an open seat).
Allow Online Enrollment	Check this box if you want staff to be able to enroll through MyEzTraxx.	The activity will be viewable on the MyEzTraxx site.
Allow Online Evaluation	Check this box if you wish to allow your staff to access and complete an online evaluation of the class.	Evaluation form will be available to the user once their attendance has been recorded.
Limit Activity Viewing	Check this box if you wish to limit who will be able to view and enroll in this activity through the MyEzTraxx site.	When the box is checked, a new button will appear at the bottom of the Activity Class page to Limit Activity Enrollment. For more on Limiting activities see page 20.
Publish to Public Website	Check this box if you are using a public catalog, EzCatalog, and you want this class to be posted to that site.	This feature allows the general public to view and enroll in activities. Not sure if your district has this feature? Check with your system administrator, or call ProTraxx at 1.866.398.7299.
Limit Approval of Enrollments	Check this box if you wish to limit who may approve/deny activity enrollments.	For more on Limit Activity Viewing see page 12.
Is there a payment associated with this activity?	Check this box if the class is fee-based.	You will only be able to use this feature if you are using the EzCatalog portal and have an active merchant account.
Set Email Reminder	An automatic email will be generated preceding the start date of the class by the selected number of days.	Check the box to the left of each preceding timeframe you wish to have emails generated. These emails will mimic the confirmation email and are setup through EzAdmin under Email Confirmation.
Budget Code/FAMIS Code	This code will identify the activity class within the FAMIS system and facilitate the payment process.	Enter the appropriate budget code for the activity to identify the payment type.

TOPIC	TASK	USERS
B. Activities	Search for an Activity	Administrators

· Click ACTIVITY, SEARCH ACTIVITY on the left menu.
The Activity – Search Activity page is now open. · Enter information to help find the activity you created. (If you used your name in front of the activity name for training purposes, enter your name in the Activity Name field.)
· Click on the name of the activity.
The View Activity page is now open.

TOPIC	TASK	USERS
B. Activities	Search for an Activity Class	Administrators

· Click ACTIVITY, SEARCH ACTIVITY CLASS on the left menu.
The Activity – Search by Activity Class page will open. · Enter information to help find the activity you created.
· Click on the name of the activity class.
The View Activity Class page is now open.

TOPIC	TASK	USERS
B. Activities	Create a Schedule for a Single Session Activity	Administrators

Each Activity Class must have a schedule with a date, start time, end time, and class location. To create a schedule for an activity class, you need to be on the View Activity Class page. If you are not on the View Activity Class page, you will need to search for the record using the SEARCH ACTIVITY CLASS action on the left menu (see page 12).
The View Activity Class page is now open. Single session activities may have only one schedule; therefore, the Create Schedule button will only be available to create the first and only schedule. · Click the Create Schedule button.
The Create Activity Schedule page will now open. · Complete this page in its entirety. - For training purposes, enter a future date for the Start Date. - This Location list will include your school locations unless you chose Out-of-District when you created the Activity, which would the give you a list of Out-of-District locations you have already created. · When the page is completed, click the Submit button.

TOPIC	TASK	USRS
B. Activities	· Creating Schedules for Multiple Session Activities	Administrators

Multiple session activities are activities that are held on more than one date, with enrolled participants attending all of the scheduled dates to earn credit for the assigned CEU award amount. (For more on single and multiple session activities, see APPENDIX B.) Multiple session activities are created… when you first create the Activity, or by updating a single session activity to a multiple session activity. To create schedules for multiple session activities for an activity class, first you must determine if indeed you selected this option when you first created your activity class. Do determine this, you must be on the View Activity Class page. If you are not on the View Activity Class page, you will need to search for the record using the SEARCH ACTIVITY CLASS action on the left menu (see page 12).
The View Activity page is now open. · Look for the Session Type data. - If “Multiple Sessions” is listed, then skip the next bulleted direction for the “Single Session” activity. - If “Single Session” is listed… o Click the Update Activity button at the bottom of the View Activity page. o Update your Activity Session Type to “Multiple”. o Click the Submit button at the bottom of the Update Activity page.
Multiple session activities may have more than one schedule; therefore, the Create Schedule button will always be available. · Click the Create Schedule button. The Create Activity Schedule page will now open. · Complete this page. · When the page is completed, click the Submit button at the bottom of the page. If you would like to create additional schedules, just follow the above steps.

TOPIC	TASK	USERS
B. Submit Activities for Approval	· Submit Activity for Approval	Administrators

Once the activity class has been created (including the creation of a schedule, and the assignment of goals

and standards) the activity class should be submitted for approval.

Your district or organization will have the option of utilizing the Tiered Approval process, allowing for activity requests to flow through multiple staff members for review, acceptance or denial. Activity requests completed through EzTraxx, as well as those created by the general teaching staff within MyEzTraxx, are included in the Tiered Approval process.

TOPIC	TASK	USERS
B. Approving Activities	· Approve Activities	Administrators

When an activity class request has been submitted for your review and consideration, you may receive an email notification directing you to the application to login and review the proposal. Any activities requiring your review will be listed under My Work under My Pending Activities.
· Click VIEW to see these pending activities. · Scroll down to view the information displayed in the grid.
The Activity Class page is now open. You will be able to view your options for approval and further forwarding (if required). In the example to the right, this Activity Class is at the final approval state (typically the CEU Coordinator), who will… · Choose to Approve or Deny the activity. · You may enter a note/comment which will become part of the tier history for this class and will be viewable by all those involved in the process, including the requesting staff member. Upon approval or denial, an email notification will be sent to the requesting staff member. If the activity is denied, the requesting staff member may edit the proposal and the re-submit.

TOPIC	TASK	USER
C. Confirm Enrollments	· Approve or Deny Enrollment	Course Coordinators

Course Coordinators will review enrollments and approve or deny them. Enrollments which are tied to FAMIS will be reviewed by Principals within the FAMIS system and approved or denied. They will then be passed back to EzTraxx for final confirmation by the Course Coordinators.
CONFIRMING ENROLLMENT: · Click the EzTraxx tab on the top of the page. Select Confirm Enrollment from the menu on the left.
Choose Confirm Famis Enrollments to review those enrollments which have passed through FAMIS and are tied to a purchase order. or Choose Confirm Non FAMIS Enrollments to review those enrollments which are not tied to a purchase order.
The Confirm Enrollment page opens. Enter criteria to find all approved enrollments that have passed through FAMIS or all Pending enrollments passed directly. Click Search.
Check each record you wish to take action on by clicking in the box field to the left of each appropriate row (or use the Select All check box in the first yellow row.
Choose to send an email to each of the enrollees by then clicking the Confirm FAMIS approval enrollments by email. Deny an enrollment by checking the appropriate box to the left of the participant’s name and then selecting Deny by Email. To export the result set to Excel, click Export to Excel.

SERS

TOPIC	TASK	USERS
D. Create Activity Materials	Create Printable Sign-In/Sign-Out Sheets Create Printable Evaluation Forms	Administrators

Use the Create Activity Materials action to print Evaluation Forms and/or Sign-In/Sign-Out Sheets for the activities for which you have just created enrollment.
· Click ACTIVITY, CREATE ACTIVITY MATERIALS on the left menu.
· Enter the name or date of the activity you wish to create forms for. · Click Search. The result set will display below. · Select the activity by clicking in the box to the left of each or select all records in the list by clicking the box in the first column. · Click Create Evaluation Forms or Create Sign In Forms or Create Sign Out Forms.
A link to the document you are trying to create will open. · Click on that link to open your template.
· Click the print button.

ser

TOPIC	TASK	USERS
E. Attendance	Electronically Record Attendance · Single Session Activity · Multiple Session Activity	Administrator

On the day of the activity, you will be able to electronically record attendance. To record attendance for an activity class, you need to be on the View Activity Class page. If you are not on the View Activity Class page, you will need to search for the record using the SEARCH ACTIVITY CLASS action on the left menu (see page 12).
The View Activity Class page is now open. The ATTENDANCE link is available at the top of the page. · Click the ATTENDANCE link.
The Record Attendance page is now open. (The only difference between recording attendance for Single vs. Multiple Session Activities is that Multiple Session Activities will list each of the dates that you need to record attendance for, and the status of each.) · Select the participants you would like to record attendance for by clicking in the Select box to the left of their Note field (or choose Select All). · Record any notes in the Note field (i.e. late).	Single Session Activities Multiple Session Activities
· Choose the appropriate Attendance Status by clicking the drop-down arrow and making the appropriate selection (attended, did not attend, not recorded, partial). · Click Record Attendance.

TOPIC	TASK	USERS
F. Awards	Record & Issue Awards	Administrator

Once attendance has been recorded for all sessions of an activity, Awards may be recorded and issued.

To record and issue awards for an activity class, you need to be on the…

View Activity Class page. If you are not on the View Activity Class page, you will need to search for the record using the SEARCH ACTIVITY CLASS action on the left menu (see page 12).

OR you can follow the below directions working from the Awards function.

· Click AWARDS, ISSUE AWARDS on the left menu.
The Issue Awards – Search by Activity Class page is now open. · Complete a required field. · Click Search.
· Click on the activity link to open it.

Once your View Activity Class page is open, follow the below directions.

The AWARDS link on the tope of the page will only be available once all attendance is recorded.) · Click the AWARDS link.
The Record Awards page is now open. RECORDING THE AWARDS Select the records of the participants you wish to record the awards for by clicking in the Select box to the left of their name. Note that the quantity of the award will default to the maximum number of CEUs for the activity. This amount may be edited directly in the field by typing over the existing award amount. You may also add a note in the Award Note field to further explain your reasons for issuance (i.e. additional awards for instructors, fewer awards due to early departure).
· Choose the appropriate Award Status by clicking the drop-down arrow and making the appropriate selection (Award Denied, Certification of Completion, CEU Partial Award, CEUs Awarded, Not Issued, PDP Awarded, PDP Partial Award). · Click Record Awards.
PRINTING THE AWARDS or COCs · Select the records of the participants you wish to print the awards for by clicking in the box to the left of their name. · Click Print Awards and/or Print COCs.

Support

How do I get Help?

ProTraxx is committed to providing on-going support of the application and welcomes comments, suggestions, and enhancement ideas. The following support is available:

Toll-free Help Line

The toll free Help Line at is available to all District staff identified as key contact users in your service agreement. Just call us Monday through Friday between 8:30 AM and 5:00 PM at the following number and one of our staff will assist you.

1.866.EzTRAXX (1.866.398.7299)

Help Online

EzTraxx Online includes an entire database-driven Help component that allows you to search, query, and submit questions to find the step-by-step assistance you may need when navigating the application. All users having access to the administrative features (EzTraxx Administrative users) will be able to use the Help Online located at the top of each main page.

Technical Support Log

For users who prefer to submit their questions via email, EzTraxx Online includes an easy-to-use support log. Simply click on the Technical Support link found at the upper right hand corner of the page and complete the short form. You will identify the module your inquiry is related to, the nature of your inquiry and need for response, and a place to indicate if you wish to be contacted by phone or email. Our staff will respond to you quickly and efficiently to be sure you get the assistance you need. All users with access to the administrative side of the application (EzTraxx Administrative Users) will be able to use the Technical Support Log.

APPENDIX A

Understanding Activity Codes

Every professional development activity created within EzTraxx is identified by an 11-digit number. The number is comprised of the following:

You will find this number on each individual CEU Certificates as well as on Transcripts next to each activity listed.

EzTraxx Online will create this number, based on data selected through the creation of an Activity Class.

Provider Code – This number will always be generated by the application automatically.

Fiscal Year – You will select the appropriate fiscal year from a list. Note that a fiscal year begins July 1 and ends June 30 and is identified by the ending year, e.g. All activities taking place between July 1, 2006 and June 30, 2007 should be posted to the 2006 – 2007 fiscal year and will receive the 07 code.

Topic Code – Codes have been established by the NYCDOE identify Departments or Organizations authorized to plan, track and promote courses through the EzCatalog site.

Sequence Number – The sequence number will be automatically generated by the application upon Approval of the activity.