FIRST ®LEGO® LEAGUE Partner Portal User GuideTHIS DOCUMENT IS UNDER CONSTRUCTION

The Welcome Page: https://my.usfirst.org/PartnerPortal/login.aspx

Affiliate Partners (AP) and their designated Event Coordinators (EC) log in with their email recognized by FIRST systems. An AP must have gone through FIRST’s onboard process. An EC is invited by the AP to fulfill the EC role. If the EC does not have an account they will be directed to VIMS where they will create their account and be directed to be screened via FIRST’s contracted vendors. This account is used for any FIRST system login.

Your Dashboard: Actions requiring your attention will be posted here. Assignments of event coordinators or any invitations sent to you will appear here. The other major functional areas of Events, Teams, Messaging, Field Setup Kit requesting, and Logout are accessible here and on any screen.

Events: The Events main tab will offer the AP/EC the ability to add events and event groups. The Events main tab defaults to the Search Events screen showing existing events in a grid and deeper filtering capabilities. There is a place holder tab for FIRST WORLD Festival (FWF) currently in development. On most screens where grids appear the grid can be sorted by clicking on each columns (descending ascending)

Existing Events & Groups

Still in Dev

Adding an Event: Event creation requires filling out all pertinent details as shown below. (All red dot fields being required.) Note that 3 checkboxes exist asking if you wish the event to be visible by Teams in TIMS and visible for event volunteers in VIMS. The 3rd check box labeled “ Publish the above to Go Live” triggers this visibility. If you check the TIMS and or VIMS box but do not check the “Publish” box, then the event will not be visible anywhere. Explained differently, the “Publish” box makes the event active\inactive if checked\not checked. When the “published” box is checked the vent when also appear on FIRST’s website (www.usfirst.org). Once the event is created and saved, the ability to add an Event Coordinator/Manager (via a system generated email) will appear. The AP can also authorize Bulk Requesting\Ordering of Field Setup Kits for the EC if desired. These roles will have to be accepted by the EC. Removal of the EC by the AP is also possible if ever needed. The sub tabs of Restricted Teams, Team Applications, & Manual Applications will be shown further below in this document. Events created become visible to teams (if desired) to enable them to apply to the events they wish.

Adding an Event Group: If desirable event groupings can be created and events added to the event group.

Events Relative to Teams: Teams apply to events in TIMS (Assuming the AP requires this). When choosing a created event from the event grid and then drilling into the detail, 3 tabs are presented that allow the AP\EC to view and manage teams who have applied for any events visible to the teams. Manually applying teams and inviting teams for restricted events is done here as well.

Team Applications: When choosing this tab (refer to picture above) all teams who have applied for this event will be visible. It will show information about the team. The “choice level” is a field indicating ranking of choice of event by the team if applicable (relative to events with event groups). Managing the teams’ application can be done individually, partially, or for all. You can drill into the team for team details.

Managing team applications (team applications tab) When a team applies for an event in TIMS their application defaults to a pending status. The affiliate partner or the event coordinator can then assign status for these team applications (status choices depicted below.) A custom email message can also be penned which will be sent to each team that was chosen. If custom messaging is not utilized a system generated email is sent. (Ticket 626/630, messages correctly when capacity is violated, but still does assignment).

The event application for your FLL® team: Snowy Storms is Pending for Utah Test Event1.You can view the status for all your FLL event applications here: https://my.usfirst.org/fll/tims/test/site.lasso For any questions regarding this event or application to this event, please contact your Event Contact. Thank you. Sincerely, FIRST® LEGO® LeagueFLL Team SupportFIRST® is recognized by the IRS as a 501(c)(3) Public CharityV: 800-871-8326 ext.0

F: 603-666-3907E: fllteams@usfirst.orgW: www.usfirst.org

Note: Status choices above may change. We may eliminate Forfeit & Dropped

Manual Applications (tab from the event detail screen)

This tab is used to manually apply a team to an event only when they have not applied to the event in TIMS. Teams that have already applied to this event and\or have a status as a result of the affilate partner or event coordinator already managing them will NOT appear here (as they are already in process). Choose the team(s) you wish to apply. By doing so this team will now be registered for the event. Note this action will overide existing capacity settings for the applicable event.

Restricted Teams: Need to discuss with Andrew. This design needs to change. Meantime we have a work around.

Currently one can create a restricted event by creating an event and manipulating the dates and capacity fiels. For example, create an event with the true event date while also making the registration start day one day before event date. Checking the box to make the event visible allows the teams to see it but not register yet due to the future date.

If so desired the partner or EC can assign teams to this event manually.

Team Search: This tab supports viewing teams within the affiliate partner’s region(s) and events. The default search is the region. Other filters also exist. Note if you wish to view the state you must choose the country first. Note that temporary teams will also be listed. A temporary team is a team who has not paid the FLL program registration fee yet. (Ticket 639 – multiple occurrences of same team.)

The generic team search shows all teams in the region with key information. You can drill into the team for more detail.You can also send a custom message to some or all teams in the region.

Drilling into the team (above),shows some team details, team contacts and events the team has applied to are shown.

Once selecting a team(S) to message you will see below:

FSK Requesting & Ordering Product on the LEGO website The affiliate partners and FIRST’s Partner Service Zone managers work together pre-season to establish the seasonal allocation of Field Setup Kits required to meet the needs of each region for events, displays, promos, etc. Requesting of Field Setup Kits by the AP or EC (if designated to Bulk order) is done via this screen and can be done in multiple orders or one, up to the established allocation quantity. Any orders and their applicable status will be viewed here When choosing the FSK Requesting tab:

Your region will display. If you have multiple regions you can choose and change Your regional allocation will display along with the APPROVED quantity to date. You can create a new request. You can go to the LEGO website to order product

New Request: When the New Request button is selected a pop up window appears enabling a quantity to be added and the request to be processed:

Once the request is added you are returned to the FSK Request main page to review the pending request.

Agreed upon seasonal FSK allocation

Choose this tab to begin FSK request process

To create new request

Your applicable region(s)

To order on LEGO site

Once the Process button is chosen it will gray out and the request status will change to submitted. FIRST Partner Services Managers (PSM) will approve\deny any requests and a system generated email will be sent to the requestor informing them of the PSM action. The request status will be updated and the Request button will disappear.

If an attempt to order more FSKs than the allocation the system will message that you have attempted to do so. Choose the OK button. You will need to cancel the request and upon doing so the totals will revert to the approved to date total.

Ordering product at LEGO Education: Once the FSK request is approved the requestor can order on the LEGO site by choosing the “submit to LEGO” button. Also, this same button is used to order the FLL Mindstorms robots and accessories without preliminary requests or approvals. Simply choose this button and follow the instruction bellow. If an AP or EC chooses this button without requesting FSKs and continues forward, they will be able to order robots and accessories but not FSKs on LEGO Education’s site.

Choosing the “Submit to LEGO” button brings you to the LEGO Website entry page where you will be validated to order.

Enter FLL as the program. Enter your email in the team email field.(associated with your account) Enter any team number Click green enter button

An important note here, if you also have teams the validation process that occurs behind this screen will recognize that and thus the message here will state that here and allow ordering of Bulk and Teams needs.

Choose your products you wish to purchase:

If ordering of FSKs goes over the allowed limit of Bulk (and teams combined if applicable) a message will state this.

Notice each product has a detailed description. As products are chosen they are placed in your shopping cart.

Once the checkout box is selected you will see the screen below where you will choose your state and shipping options. If you have a grant code you can enter it here.

At this point you will be presented with 3 checkout options showing what is in your shopping cart. returning customer – login & checkout (also, previous order history is available here) create an account – sign up & checkout Checkout as a guest

Creating an account is recommended as it will capture your billing and shipping information thus alleviating re-entry of that data next time you visit.

Enter your Billing & Shipping Information: If you are going to pay with a PO, are tax exempt, or have a grant code, you will see a field during the LEGO

ordering process labeled "customer type". Assure you choose organization (not the private customer choice). If your organization is tax exempt, tax exemption certificates\forms will need to be provided to LEGO Education, faxed to 888-534-6784, or emailed to orders@legoeducation.us

If you just wish to pay with a credit card, choose “private customer” in the customer type field. The Ship-to information will default to the same as your Bill-to. There is a check box if your Ship-to

information is different than your Bill-to.

Making Payment: choose your payment type (you can enter a grant code on this page as well) Tax exemption defaults to NO. If you choose yes and you do not have a Tax exemption certificate on file with

LEGO Education, your order will suspend until one is received. Enter any special delivery instructions, Click the confirm button in middle of page, then choose a green “Next” button in bottom right corner of the

screen (not shown here)

Review, Submit, & receive an Order Confirmation (not shown) Note your Order Confirmation. You can print the screen if you wish You will also receive a system generated email. If questions or difficulties while ordering please call 1-800-362-4308

END.