T A P S - T E C H N O L O G Y P R O ... - education.nsw.gov.au

March 2018

NSW Department of Education | How to use the 3PI Dashboard

T A P S - T E C H N O L O G Y P R O J E C T S F O R S C H O O L S

3PI Dashboard for Schools

Q U I C K R E F E R E N C E G U I D E v 0 . 6

NSW Department of Education | 3rd Party Integration | How to use the 3PI Dashboard 1

Document and Review History Date Issued Version Prepared By Changes

21-Feb-2018 0.1 Sehar Suleman Initial Draft

23-Feb-2018 0.2 Sehar Suleman Included description and screen shots for the Reset Password functionality. Refer to section 7.6.5

08-Mar-2018 0.3 Bron Gaudron Minor edits

09-Mar-2018 0.4 Sehar Suleman Added section 6, Types of 3PI connections. Updated Screen Shot 6 to highlight the functionality available for connection type SINGLE. Updated sections 7.6.1, 7.6.4 and 7.6.5 to include additional information on connection types.

12-Mar-2018 0.5 Sehar Suleman Added information on upload of attendance data to ebs in section 9,

23-Mar-2018 0.6 Bron Gaudron Added page 3, Quick Reference Guide on a page from feedback with SPC


Contents

1. Background 4

2. Document Purpose 4

3. Connecting to 3PI 4

4. User Roles for the 3PI Dashboard 5

5. 3PI Dashboard 6

6. Types of 3PI Connections 6

7. Features on the 3PI Dashboard 7

7.1 3PI Dashboard for Principal Role 7

7.2 3PI Dashboard for School Contact Role 8

7.3 How to add a 3PI Contact for your school 9

7.4 How to update a 3PI contact for your school 11

7.5 How to submit On-Boarding Form 11

7.6 View 3PI Connections for the School 12

7.6.1 Password and Subscription Expiry 12

7.6.2 Connection Status 13

7.6.3 View Form (button) 13

7.6.4 Download Connection Settings (button) 14

7.6.5 Reset Password (button) 14

7.7 Switch 3PI Dashboard to Support Multiple Schools 14

8. On-Boarding Form for Schools 15

9. Upload of Attendance Data to ebs 18

10. 3PI Support 18

10.1 Recommended Browsers 18


Quick Reference Guide – all you need to know on 1 page

1 Invited to connect by

vendor

Your vendor will invite you via email to connect and provide you

with the link to provide permission to connect to 3PI.

2

Log in with your DoE username and

password

Log in using your usual user name and password. Note it will only

work if your role is Principal or Deputy Principal.

3 Add 2 additional staff

contacts as your backup

Add at least 2 other staff members in case we need to talk to you or

they are authorised to talk for you about your 3PI connection

(suggestions include SAMs, SOAs, timetablers, head teachers,

general administration staff).

4 Select your vendor and

product

Select you vendor by name and the product you are authorising to

connect to 3PI. Note only vendors who have already boarded 3PI will

appear in the drop down list to select from. If they aren’t there, they

haven’t boarded us yet.

5

Submit (this means you have provided

approval)

Your approval kicks off the automation that connects the vendor

directly to 3PI and switches on the interface.

6

Password is received via SMS to unlock the

connection file sent via email

For your records, you will receive an email containing 3PI connection details and an SMS containing the connection password. Your vendor also receives the connection information via an encrypted file and connects your school up to 3PI for you.


The integration between the Department of Education (DoE) and external third party applications (3PA) is required to enable bi-directional data exchange between them. The third party integration (3PI) provides a mechanism for the following between compliant 3PAs and DoE’s system ebs using the Schools Interoperability Framework (SIF) standard. • Provision of DoE core student data required for school timetabling to third party timetabling systems. • Provision of DoE core student data required for student attendance to third attendance systems. • Reception of school timetable data from third party timetabling systems. • Reception of student attendance data from third party attendance systems.

This quick reference guide is designed to assist schools in the use of the 3PI dashboard to submit on-boarding forms and manage connections to 3PI to synchronise data.

Contact your third party application vendor for details on 3PI on-boarding requirements and timelines.

1. Background

2. Document Purpose

3. Connecting to 3PI

Important Note This document was published in March 2018 and the information within it is accurate at the time of publishing. For more information on Third Party Integration, please refer to the following URL: https://education.nsw.gov.au/technology/projects-and-initiatives/3PI

https://education.nsw.gov.au/technology/projects-and-initiatives/3PI


Role Description Actions

Principal The Principal provides authorisation for the vendor to access the school’s data from ebs:central to enable 3PI connections to be established.

The Principal has the overall responsibility to

ensure that the school staff collaborates with

their third party application vendors to switch on

3PI synchronisation for the school data.

In the absence of the Principal, the Deputy Principal can take on the role as described above.

1. Adds and maintains 3PI contact details for the school.

2. Fills out and submits the 3PI on-boarding form for the school.

3PI School Contact

The 3PI school contact is a staff member assigned by the Principal to collaborate with the third party application vendor and DoE to ensure that the school successfully switches on 3PI. The 3PI school contact may engage additional school staff to work on :

Cleansing and update of core data in

ebs:central, prior to connecting with

3PI.

Validating data available through 3PI,

after connection has been established.

Note:

A school must have two 3PI contacts defined to enable the Principal to submit the on-boarding form.

The Principal/Deputy Principal can be assigned as a 3PI contact.

If required, a staff member can be assigned as a school contact of multiple schools.

1. Accesses school’s 3PI connection

details.

2. Receives 3PI notifications. 3. Edits their mobile number and school

notification settings.

4. User Roles for the 3PI Dashboard


The 3PI Dashboard for schools simplifies the user experience when on-boarding to 3PI. Principals and nominated 3PI school contacts can access the dashboard by clicking the link on the schools website and using their DoE staff portal credentials. The dashboard presents school specific information. In time, it will be a source of truth for all 3PI connections for a school. Access to the dashboard is restricted only to the school principals, deputy principals and nominated 3PI school contacts. It presents role based functionality (see section 3 for actions that each role can perform). The Principal and Deputy Principal role is determined based on information available on record with the DoE. The sections below describes the available features in more detail.

6. Types of 3PI Connections The 3PI dashboard supports the following connection types which are based on the third party software in use at your school. Contact your 3PA vendors for more details on the 3PI connection type applicable to their software.

1. SINGLE: Where 3PI connections are unique and configured separately for each school. Both the school staff and vendors have access to the connection details.

2. GENERAL: Where 3PI connections are vendor specific and configured and managed centrally by your third party application vendor. The school staff does not have access to the connection details.

Features described in section 7.6 will vary based on the software for which the 3PI connection has been established.

5. 3PI Dashboard


7.1 3PI Dashboard for Principal Role

The following is presented when a 3PI dashboard is accessed for the first time for a school by a Principal. As information is built over time, details of the nominated 3PI school contacts and submitted on-boarding forms will be displayed here.

Screen Shot 1

7. Features on the 3PI Dashboard


7.2 3PI Dashboard for School Contact Role

The following is presented when the dashboard is accessed by a 3PI school contact. As information is built over time, all submitted on-boarding forms will be displayed here.

Screen Shot 2


7.3 How to add a 3PI Contact for your school

This functionality can only be accessed by a user with the Principal role. A 3PI school contact must be a DoE staff member working at your school. Please have discussions with the relevant staff on their nomination as 3PI contacts for the school prior to updating the information on this dashboard. To add a 3PI contact for your school, click on the “Add School Contact” button on the 3PI dashboard to launch the following page.

Screen Shot 3

1. Enter the staff portal ID of the nominated school contact and click the “Find” button. 2. Enter the mobile number on which sms communication for the school will be received. 3. Check the Enable Account Notifications option to receive 3PI communication. Please note the user will not receive 3PI communication if this option in unchecked.


Screen Shot 4

4. Click the “Save” button to register the staff member as a 3PI contact for your school. The record created is displayed on the 3PI dashboard.

Repeat the above to register the next school contact.


7.4 How to update a 3PI contact for your school

Functionality for the Principal role

Screen Shot 5

Principals/Deputy Principals are able to modify 3PI contacts registered for their school by using the “Update” action against the name of existing 3PI contact they want to replace. To change a specific record, use the instruction steps 1-4 described in section 7.3, How to add a 3PI contact for your school. Functionality for the 3PI school contact role Registered 3PI school contacts are able to change their mobile number and school notification settings through their dashboards. Refer to step 5-7 on screen shot 2 above.

7.5 How to submit On-Boarding Form

To connect to 3PI, Principals/Deputy Principals must submit an on-boarding form for a compliant third party vendor’s software in use at their school. Visit the Vendor On-boarding Status page to find out if your third party vendor is compliant with 3PI.

This quick reference guide provides instructions on how to complete and submit an on-boarding form only. Contact your vendor for details for 3PI on-boarding requirements and timelines.

https://education.nsw.gov.au/technology/projects-and-initiatives/3PI/vendor-status



An on-boarding form is required to be submitted for each third party application that is required to connect with 3PI. Refer to section 8, On-boarding Form for instructions.

7.6 View 3PI Connections for the School

Functionality for the Principal and 3PI school contact roles, unless stated otherwise The 3PI dashboard lists all 3PI connections that a school may have.

Screen Shot 6

7.6.1 Password and Subscription Expiry


3PI synchronisation with your third party application will cease when either the password or subscription has expired.

A subscription will expire in-line with your license for your third party application expiry. Notifications will be sent to the school contact prior to expiry of the subscription dates. Contact your third party vendor to update your license and 3PI subscription. Ensure that the subscription for a software is updated before the expiry so that the 3PI service is not interrupted.

7.6.2 Connection Status

The 3PI connection may have one of the following statuses: INITIATED: When the on-boarding from has been submitted by the Principal and the 3PI connection is in the process of being created. LIVE: When the 3PI connection initiated for a specific third party application has been create and the connection settings and password has been released to the 3PI school contact. SUSPENDED: When the password for a 3PI connection has expired. DE-ACTIVATED: When the 3PI subscription of a specific third party application has expired.

7.6.3 View Form (button)

On-boarding forms submitted in the past can be viewed by clicking this button.

Your password will expire in-line with policy for password refresh. For connection type SINGLE (see section 6 above) Notifications will be sent to the school contact prior to the expiry of the password. Update your password before expiry to ensure your 3PI service is not interrupted. See section 7.6.5 on how to reset your password. For connection type GENERAL (see section 6 above) The school will not receive notifications for password expiry. It is the responsibility of your third party application vendor to ensure that the password is updated prior to expiry.


7.6.4 Download Connection Settings (button)

Available only for 3PI connections with type SINGLE 3PI connection settings can be downloaded by 3PI school contact as an encrypted MS Excel file. The key to access the downloaded file is sent as an sms message to the mobile number registered with 3PI for the user who triggered the download. Contact your vendor for details on how to connect your third party application to 3PI.

7.6.5 Reset Password (button)

Available only for 3PI connections with type SINGLE As per policy, 3PI connection passwords will expire every 6 months. Notifications will be sent to the 3PI contact advising to reset the password. The new password will be sent as a sms message to the mobile number registered with 3PI for the user who triggered the password reset.

7.7 Switch 3PI Dashboard to Support Multiple Schools

Functionality for the Principal and 3PI school contact roles There may exist a situation where a Principal in one school may be a registered 3PI contact in another school or a staff member may be a 3PI school contact in two or more schools. In such cases, the 3PI dashboard provides a feature that allows the users to toggle between various schools. Look for the Change School option on the top-right hand corner of the page per the example in screen shot 7.

Screen Shot 7


The on-boarding form can only be accessed by the Principal and Deputy Principal. Please note, two 3PI school contacts must be defined prior to accessing this functionality. Click the “Submit New Form” button on the 3PI dashboard to access the on-boarding form. The following sections on the form are auto-populated based on the information available in DoE Records and cannot be changed.

Your Information, describes the details of the logged in user.

School Information, describes the school for which the on-boarding form is being submitted.

Third Party School Contacts, describe the details of both the staff members added as school contacts on the 3PI dashboard. Follow the steps described below to submit the on-boarding form for your third party application.

1. Select vendor authorisation details

Screen Shot 8

Note: The drop-down list only contains vendors that are live on 3PI. For the on-boarding status of Third Party Vendors, please refer to the following link: https://education.nsw.gov.au/technology/projects-and-initiatives/3PI/vendor-status. On selection, the form will expand to display additional information available on the selected vendor.

2. Select software details

8. On-Boarding Form for Schools



Screen Shot 9

Note: The Software drop-down list only contains the Third Party Applications that have been registered with 3PI. Please contact your Third Party Vendor if you do not see a specific application here. On selection, the form will expand to display additional information available on the selected software. 3. Update subscription dates


Screen Shot 10

4. Read and accept the terms and conditions. 5. Click the submit button to provide DoE and your third party vendor the permission to access your school’s data. Without this permission, no connection can

be established. The system displays a confirmation that the on-boarding form was successfully submitted to DoE.


As per policy, the schools will continue to upload the attendance data to ebs every 7 days until advised otherwise.

For 3PI queries and support, contact your third party application vendor.

For help on setting up core data in ebs, contact EdConnect.

10.1 Recommended Browsers

Internet Explorer version 11.

Google Chrome version 63.

9. Upload of Attendance Data to ebs

10. 3PI Support

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