WorkKeys Internet Version Training

Groups and Batch Loading

Mary LewisSystems Solutions Manager

November 2013

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Agenda

• Creating a group

• Batch loading

• Adding registrations

• Authorizing a group

• Resources

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Groups and Batch Loading

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Groups and Batch Loading

• You can use groups without using batch loading

• You can use batch loading without using groups

• Creating a group and including group information in the batch load file can save time when creating examinee records

• Determine what works best for your testing situation

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Group Administration

• Groups are useful when everyone is taking the same test or set of tests

• You can authorize tests by group rather than by individual

• Groups allow you to pull group reports from the Reports Portal

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Group Administration Process

Generally, you’d follow the steps below when administering tests to a group of examinees:

1. Create a group; record the Group ID

2. Create test registrations

3. Complete the financial profile

4. Authorize one or more exams for the entire group

5. Assist examinees with launching their exam(s)

6. Generate score reports

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Groups and Batch Loading:

Creating a Group

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Creating a Group

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Creating a Group

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Creating a Group

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Creating a Group

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Creating a Group

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Creating a Group

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Adding Examinees to a Group

Now that you’ve created a group, you need to add examinees to the group.

• To add examinees to the group as you create their records, see the Quick Start Guide, “Adding Examinees to a Group at Registration.”

• To add existing examinees to the group, see the Quick Start Guide, “Adding Existing Examinees to a Group.”

• To add examinees to the group through batch loading, see the Quick Start Guide, “Registering Examinees Using Batch Load.”

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Groups and Batch Loading:

Setting Up Batch Loading

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Batch Loading Tips

• Ensure WinZip or a similar program (e.g., 7-Zip) is loaded on your computer

• Use the Batch Load Guide included in Validuso This is different from the Batch Load Quick Start Guide

(“Registering Examinees Using Batch Load”)

o Contains allowed formats and values

o Save as a PDF

o Print only the pages you need

• Use your formatted header file as a template

• Upload your file at least 24 hours prior to testing

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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Setting up Batch Loading:Downloading the Batch Load Header File

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• If you include groups: up to 100 records

• If you do NOT include groups: up to 200 records

Setting up Batch Loading:Downloading the Batch Load Header File

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• Requiredo First name

o Last name

o Examinee ID (“employeeId”)

o Group ID

• Suggestedo Date of Birth (8-digit birth date WITH slashes)

o User ID (“userName”)

o Password

Setting up Batch Loading:Completing the Necessary Information

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• Prevent leading zeros from disappearingo Format as “Text”

o Select “Format > Format Cells > Number > Category > Text”

• Do not move columns or rename column headings

• Delete empty columns

• Save the fileo Save as Excel Workbook if you don’t want to lose formatting

o Will need to upload a “csv” version of the file

Setting up Batch Loading:Completing the Necessary Information

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Uploading the Spreadsheet into Validus

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Setting up Batch Loading:Accessing the Invalid Rows File and Log File

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Groups and Batch Loading:

Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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Setting Up Registrations

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If you included the Assessment ID but not the Financial Profile in your batch load file:

• You DO NOT need to complete a Financial Profile if your site has only one Financial Profile option

• You DO need to complete a Financial Profile if your site has more than one Financial Profile option

Additional Financial Profile Information

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Steps to complete a Financial Profile:• Locate the examinee’s record

• Click on the “Registration” tab

• Click on the radio button to the left of the assessment name

• Click the Edit button

• In the Finance section, choose the appropriate Financial Profile

• Click the Submit button

• Do this for each assessment

Additional Financial Profile Information

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Groups and Batch Loading:

Authorizing a Group

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Authorizing a Group

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Authorizing a Group

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Authorizing a Group

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Authorizing a Group

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Authorizing a Group

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Authorizing a Group

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TASK QUICK START GUIDE

Create a Group Creating a Group

Adding Examinees to a Group at Registration Adding Examinees to a Group at Registration

Adding Existing Examinees to a Group Adding Existing Examinees to a Group

Batch Loading Registering Examinees Using Batch Load

Group Registration Group Registration for One or More Assessments

Group Authorization Authorizing an Assessment for a Group

http://www.act.org/workkeys-private/reference/guides.html

Step-by-Step Instructions

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• WorkKeys Contact Center:o 800-WORKKEY (967-5539)o workkeys@act.orgo Hours:

Monday – Friday (except holidays): 7:00 a.m. – 7:00 p.m. (Central time) Saturday (except holiday weekends): 8:00 a.m. – 2:00 p.m. (Central time)

• Site Administrator Reference Website:http://www.act.org/workkeys-private/reference/

• WorkKeys VTC Training Realm: https://vtc.act.org/566617744

Resources