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CE Scanner Application User Manual

Office of Information Management - Initial Release 01-04-2017

(OEMS CE Recordation Application Software)



TABLE OF CONTENTS

1.0 GENERAL INFORMATION

1.1 System Overview

1.2 Authorized Use Permission

1.3 Points of Contact

2.0 SYSTEM SUMMARY

2.1 System Configuration

2.2 System Requirements

2.3 User Access Levels

2.4 Contingencies and Alternate Modes of Operation

3.0 GETTING STARTED

3.1 Software Installation on Microsoft Windows OS

3.2 Software Installation on MAC OS X

4.0 USING THE APPLICATION



1.0 GENERAL INFORMATION

General Information section explains in general terms the system and the purpose

for which it is intended.

1.1 System Overview

CE Scanner application allows EMS providers to scan and record Continuing

Education hours. This application provides a way to transmit scanned continuing

education data to the Office of EMS. A 2D barcode scanner is required to operate

this application. This application works with a wired or wireless barcode scanner.

1.2 Authorized Use Permission

Usage of this software is limited to its owner via the End User License Agreement

and Information Systems Security Access Agreement available on the CE Scanner

Application download page of OEMS Provider Portal System.

1.3 Point of Contact

For additional information, please contact Warren Short

([email protected])

mailto:[email protected]



2.0 SYSTEM SUMMARY

System Summary section provides a general overview of the system. The summary

outlines the uses of the system’s hardware and software requirements and system’s

configuration.

2.1 System Configuration

CE Scanner Application operates on Desktop, Laptop and Microsoft Surface

devices. This application is compatible with Windows Vista (32-bit/64-bit),

Windows7 (32-bit/64-bit), windows10 (32-bit/64-bit) and MAC OS X operating

systems. After installation on the device, CE Scanner application can be used

immediately without any further configuration. An internet connection is

required to transmit scanned CE data to EMS Provider Portal.

2.2 System Requirements

This section contains system requirements for CE Scanner application on

various operating systems:

Table 2.2.1 System Requirements for CE Scanner application on Windows

Operating Systems

Table 2.2.1

Resource Recommended Minimum Value

CPU Pentium III 450 MHz processor or equivalent

Memory 2 GB of RAM on 32-bit/64-bit systems

Hard Drive Space 300 MB minimum required.

Table 2.2.2 System Requirements for CE Scanner application on MAC OS X

Operating Systems

Table 2.2.2

Resource Recommended Minimum Value

CPU 64-bit Intel processors

Memory 2 GB of RAM

Hard Drive Space 500 MB minimum required.

2.3 User Access Levels



No distinct user access levels are defined, all EMS certified provider can use

application with a technician certification barcode, but only OEMS certified

instructors are allowed to upload scanned CE files to the OEMS Portal system.

2.4 Contingencies and Alternate Modes of Operation

There are no secondary modes of operation available for this application.



3.0 GETTING STARTED

This section explains how to get CE Scanner application installer and install it on the

device.

3.1 Steps to install CE Scanner application on Microsoft Windows OS

1. Login to OEMS Portal

2. From the menu bar, go to CE Files Scanner App Download Screen. You must

agree CE Scanner Application End User License Agreement and Information

Systems Security Access Agreement in order to download the scanner

application. Once you accept the agreements, the system will redirect you to CE

scanner application download page. If you are using a 32-bit version of

windows, click on Windows Installer 32-bit link to get the installer file. If you are

using a 64-bit version of windows, click on Windows Installer 64-bit link to get

the installer file (Figure 3-1-1).

Figure 3-1-1



3. Either save CEScanner-1.0.msifile to your local drive and run the CEScanner-

1.0.msi file or run the CEScanner-1.0.msi file directly from the web page.

Skip warnings if any and continue with installation. You may need admin

privilege on your local machine to install this application.

4. Once you run the installer, installation wizard will appear. Accept the terms

in the License Agreement on the first page and click “Install” button (Figure

3-1-2).

Figure 3-1-2



5. Installer will start the installation and show the installation progress. After

successful installation, installer will show a confirmation page like below.

Click “Finish” button to complete the installation (Figure 3-1-3).

Figure 3-1-3

Note: Installer will create an entry in Start Menu programs under OEMS folder.

Installer will also create a desktop shortcut called “CE Scanner”.



3.2 Steps to install CE Scanner application on Mac OS X

1. Login to OEMS Portal

2. From the menu bar, go to CE Files Scanner App Download Screen. You must

agree CE Scanner Application End User License Agreement and Information

Systems Security Access Agreement in order to download the scanner

application. Once you accept the agreements, the system will redirect you to CE

scanner application download page. Click on the Mac OS Disk Image link to get

the image file (Figure 3-2-1).

Figure 3-2-1



3. Download the CEScanner-1.0.dmgfile to your local drive. Double-click on the

CEScanner-1.0.dmg file. A window would appear with the Application and a link

to your Applications folder (Figure 3-2-2). Skip warnings if any and continue with

installation. You may need admin privilege on your local machine to perform this

task.

Figure 3-2-2

4. You would simply drag the CEScanner.app icon to the Applications folder to

install the application from DMG file on your computer (Figure 3-2-3).

Figure 3-2-3



4.0 USING THE SYSTEM

This section provides a detailed description of various system functionalities.

How to Open the CE Scanner Program

From the desk top, double click on the CE Scanner icon (Figure 4-1).

Figure 4-1



When the CE Scanner Application is loading, you will see the following progress

window (Figure 4-2).

Figure 4-2



Once the application is loaded, the application login screen will appear (Figure 4-3).

Figure 4-3

To progress on to the home screen, you will need to scan a Virginia EMS

certification number. This does not need to be an EC or ALSC number. It should be

the person responsible for scanning the attendees for CE. If the number used here

is that of an EC or ALSC, then a step is saved when uploading the scanned files. (We

will discuss this later in Upload File section).



After scanning a Virginia EMS number, the small window closes, the application opens

and the home screen is now accessible (Figure 4-4).

Figure 4-4

There are four options on the home screen.

1. Scan CE

2. Upload File

3. View Archive

4. Exit



1. Scan CE.

This icon will initiate the scanning process and access to the loading of the subtopic or

topics for which scanning will occur (Figure 4-5).

Figure 4-5

When you click on “Scan CE” icon, the screen for loading subtopic(s) will appear (Figure

4-6).

Figure 4-6



While on this screen, scan your first subtopic number. The Course Number will appear at

the top of the screen. It will appear along with an indicator show default hours and a

remove icon. Check to assure the subtopic is correct. If not then click the trashcan

icon to delete the scanned subtopic (Figure 4-7).

Figure 4-7

You can also right click the selected row and select “Delete” option to delete a scanned

subtopic (Figure 4-8).



Figure 4-8

You can now also select multiple subtopics to scan at the same time. The selected

subtopics must all be associated with the same Course Number. That is you cannot mix

subtopics from different course numbers (Figure 4-9).

Figure 4-9



Changing the default hours on this screen will change the default for all providers

scanned. Changes in default hours are in half hour increments. Click on the default

row for the subtopic you wish to change the hours on and select the new hours (Figure

4-10).

Figure 4-10

Hours range from 0.5 to 24. The new default for the entire scan will show in the row of

the subtopic selected (Figure 4-11). To change individual default hours will be

accomplished on a different screen.



Figure 4-11

Once you have loaded all the subtopics to be awarded, Click “Next” at the top of the

screen (Figure 4-12).

Figure 4-12



This will open the screen upon which you scan providers. You will notice at the top of

this screen, you will show the date that the CE record will be stamped with and the

course number (Figure 4-13).

Figure 4-13

As you start scanning providers, a small popup screen appears showing the last

scanned provider number (Figure 4-14).



Figure 4-14

This popup screen allows the person being scanned to confirm it is them based on their

EMS number. You can close this pop up screen without causing harm to the scanning.

In this example the screen has been closed and you can see the results of a single

provider being scanned (Figure 4-15). Note that although only one provider has been

scanned, they appear 3 times, once for each subtopic loaded. (See Figure 4-12 for 3

subtopics scanned)



Figure 4-15

It is on this screen that you can adjust the CE hours awarded for an individual provider.

Suppose in this example that the provider left after one hour of topic 99997 being

taught. You should change the hours from 23 to 1. To do this, click on the row

containing the subtopic number for the class hour to be changed in the CE Hours

column (Figure 4-16).



Figure 4-16

Select 1.0 by scrolling up using the vertical scroll bar on the right of the popup window

(Figure 4-17).

Figure 4-17



Notice: This change the CE hours from 23 to 1.0 hours.

You can change hours either up or down. The hours changed on this screen will only

affect that provider for the subtopic number selected (Figure 4-18).

Figure 4-18

So now let us scan a second provider. You will notice that the popup window with the

person scanned once again appears and if you look at the background, you will notice

that for the 2 providers scanned so far, the are 6 records, one record for each of the

original subtopics (Figure 4-19).



Figure 4-19

Once you have scanned all providers you can either close the popup window and then

click on the “Finish Scan” button in the top left of the screen or simple directly click on

the “Finish Scan” button, not closing the popup window (Figure 4-20).

Figure 4-20



When you click the “Finish Scan” icon, you will receive a popup window asking if you

have scanned all participants (Figure 4-21).

Figure 4-21

If you respond by clicking “No”, the program returns to the scan provider screen. Once

you respond “Yes”, you are taken back to the home screen (Figure 4-22).

Figure 4-22



2. Upload File(s)

You are now ready to upload scanned file(s). Remember, on an Education Coordinator

or an ALS Coordinator can upload the data. To do so, click on the “Upload File” icon at

the top of the screen (Figure 4-23).

Figure 4-23

This will open the upload file screen. You will notice there is a single file on this page.

If there are other files to upload, they too will show. Files that are uploaded will not

appear on this page (Figure 4-24).



Figure 4-24

To upload the data, click on the “Upload” icon at the top of the page. Make sure your

system connected to the internet (Figure 4-25).

Figure 4-25



This will open a window for your portal credentials (Figure 4-26). DO NOT SHARE

YOUR PORTAL CREDENTIALS. Doing so violates your security agreement and may

affect your ability to upload future data.

Figure 4-26

Click on “Login” button to upload the files to OEMS. A popup window will let you know

if the upload is successful or not. Click on “OK” button (Figure 4-27).

Figure 4-27

Once you click on the “OK” button on this page, you will be returned to the home

screen (Figure 4-28).



Figure 4-28

3. View Archive

Once you finished uploading scanned file(s), the system will move the uploaded file(s)

to an archive folder. You can view all the uploaded files in the archive folder by

selecting the “View Archive” option from the application home page (Figure 4-29). Click

on “Back” button to go back to home page.



Figure 4-29

4. Exit

Selecting this option will exit from the CE Scanner application.

Although there are other functionalities, this manual includes the basics only for using

the program.

If you have any question, contact the Office of EMS.

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