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User’s Guide

Area Effectiveness Planning & Assessment with TracDat

User’s Guide Department Assessment with TracDat

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TableofContentsLogin and Change your Password ................................................................................................................. 2

Assessment

Plan Tab ......................................................................................................................................................... 3

Objectives.................................................................................................................................................. 3

Edit Objective ........................................................................................................................................ 4

Plan Measures ........................................................................................................................................... 5

Edit Measure ......................................................................................................................................... 5

Plan Strategies .......................................................................................................................................... 7

Edit Strategy .......................................................................................................................................... 7

Related Goals ............................................................................................................................................ 8

Results ........................................................................................................................................................... 9

Planning

Add Objective ...................................................................................................................................... 11

Copy Objective .................................................................................................................................... 12

Add Measure ....................................................................................................................................... 12

Copy Measure ..................................................................................................................................... 13

Add Strategies ..................................................................................................................................... 14

Related Goals .......................................................................................................................................... 15

Sorting ........................................................................................................................................................ 16

Reports ........................................................................................................................................................ 17

Contact Information: Ralph Silva, Manager (915) 831‐2624 Compiled by Doroteo Franco, Technology Resource Center


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User’s Guide to Area Effectiveness Planning &

Assessment with TracDat

LoginandChangeyourPassword

To access the TracDat system online (use Internet Explorer (IE) or FireFox) and go to

https://elpaso.tracdat.com/tracdat/

Enter your EPCC Username.

Your temporary password is

Newuser1 (case sensitive)

Contact the Helpdesk at 831‐6440

if you have any questions.

Profile

You are encouraged to change your temporary password upon logging in the first time. To change you

password ensure you are on the Home tab and click the Profile sub‐tab.

The profile page allows you to add or update your personal information. The fields with an asterisks

First name, last name, and email are required.

To change your temporary password used to login, click the

Change Password button located at the bottom of the page and

follow the instructions.


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TracDat opens to the Area/Department Summary page

This Area/Department (last follow‐up) Summary provides an overview of the number of Objectives, Measures, Results, Actions, Strategies currently present. Also displayed are your Assignments for the logged‐in user and dates for most recent Result‐related entries. The Summary may highlight potential concern areas in the assessment process, such as: Objectives without corresponding Measures, Results lacking Actions, and overdue Assignments.

{ClickonPlanTab}

PlanObjectivesUse this form to edit, copy, or delete existing objectives and to add new department Objectives.

Objectives are key elements in the assessment and planning process. Under each objective you will be

able to review your existing plans. Use the arrows to the left of each Objective that point up or down to

change the display order of the Objectives.


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EditObjectiveFeature

Use this form to edit existing Plan Objectives in your Department. The only four fields required on this

form are the Objective name, the Objective, the Budget Account Number and Person(s) Responsible.

The Objective name should be a one or two word title whereas the Objective field should state the

entire Objective. If you need to select multiple 'Planning Year(s)' hold the control key down and enter

key while you select each planning year. If you wish to deselect a value in the 'Planning Year(s)' field

hold the control key down and enter key and click on the value you wish to deselect.


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{ClickPlan=>MeasuresSub‐Tab}

PlanMeasures

Use this form to define the means you will use to assess the selected Objective. You may add as many

different Measures as you wish. Be sure to click the 'Add New Measure' for each new method. To

change the order the Measures appear use the arrows to the left of the Measure Date Added. You can

use the 'Copy' link to the right of a Measure to copy the Measure to other Objectives in your plan if you

wish.

To change Objectives, simply select the Objective name from the drop‐down at the top of the screen.

Once you change the Objective, you will see the Measures for the newly selected Objective.

EditMeasureFeatureUse this form to add new Measures. Once you click the 'Save Changes' at the bottom of the screen, you will be able to assign this Measure to a person. In order to assign the Measure fist click edit and then click Assign a pop up menu will appear in which you can assign the Measure. When you assign the Measure to a person, that person will receive an email notifying them they have been assigned the Measure and that person will also receive an email on the due date for the Measure. The email sent on the due date will allow the person to respond to the Measure without having to log into TracDat. They will simply click a link in the email, and be able to


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enter their results/response. The person's response will automatically be stored in the TracDat database in the appropriate place.

You can also relate documents to the Measure from this screen. For example if you are using a rubric as your Measure, you may want to attach a blank copy of the rubric. Click the 'Relate Document' button at the bottom of the screen to relate a document.


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{ClickPlan=>StrategiesSub‐Tab}

PlanStrategies

Use this form to identify those Strategies that must be accomplished in order to achieve the Objective.

When you enter a Strategy, you can then assign that Strategy to a person. That person will receive an

email notifying them they have been assigned the Strategy.

EditStrategyFeature

Use this form to edit existing Strategies in your Area/Dept. The two fields required are

the Strategy Name and Budget Impact. In addition, this form allows you to collect a

description of the Strategy. You may add custom fields to this form if you wish to collect

additional data.


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{Click Plan => Related Goals Sub‐Tab}

RelatedGoals

Use this form to relate an Objective to those Goals which it supports. The Goals of all appropriate Units

are shown. To select a Goal, click the box to the left of the Goal. To change the Objective, simply select

the Objective Name from the drop‐down at the top of the form. Please choose one or two Goals.


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{ClickResultsTab}

Assessment/ResultsUse this form to edit and add Actions.

Click the button on the Results form to see a listing of objectives to assess and where the

results will be added.


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Click Select for the Objective Name you wish to write a result for. It will then show you the Measures

which you can add results to. Click the Select option next to the Measure you wish to add a result to.


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PlanningfortheNewAcademicYear2011‐2012

{ClickonPlanTab=>ObjectiveSub‐Tab}

AddNewPlanObjectiveFeatureUse this form to add individual new Objectives for your Area/Dept. The only four fields required on this form are the Objective name and the Objective, the Budget Account Number and Person(s) Responsible.. The Objective name should be a one or two word title whereas the Objective field should state the entire Objective. If you need to select multiple 'Planning Year(s)' hold the control key down and enter key while you select academic years. If you wish to deselect a value in the 'Planning Year(s)' field hold the control key down and enter key and click on the value you wish to deselect.


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OptionalFeature:

CopyObjectiveFeatureUse this form to copy existing Plan Objectives. You may change the name of the Objective as needed. Mark the checkboxes to include Measures, Strategies, Related Goals with the copied Objective.

{ClickPlan=>MeasuresSub‐Tab}

AddNewMeasureFeature

Use this form to edit an existing Measure. You may use this form to assign this Measure to a person.

Click Assign at the bottom of the window and chose the person you wish to assign the Measure to from

the popup menu. When you assign the Measure to a person, that person will receive an email notifying

them they have been assigned the Measure and that person will also receive an email on the due date

for the Measure. The email sent on the due date will allow the person to respond to the Measure

without having to log into TracDat Enterprise. They will simply click a link in the email, and be able to


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enter their results/response. The person's response will automatically be stored in the TracDat

Enterprise database in the appropriate place.

You can also relate documents to the Measure from this screen. For example if you are using a rubric as

your Measure, you may want to attach a blank copy of the rubric. Click the 'Relate Document' button at

the bottom of the screen to relate a document.

OptionalFeature:

CopyMeasureFeatureUse this form to copy an existing Measure on this Objective to other Objectives within the same Area/Dept .

TracDat will assume that you would like to copy the Measure within the same Objective that it is currently associated with, which is why the current Objective is checked. Uncheck the current Objective if you do not want to copy the Measure to the current Objective, preventing the duplication of a Measure on the same Objective.


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{ClickPlan=>StrategiesSub‐Tab}

AddNewStrategyFeature

To add a new Strategy click the 'Add New Strategy' button at the bottom of the

screen

Use this form to add new Strategies to your Area/Dept. The two fields required are the Strategy Name

and Budget Impact. In addition, this form allows you to collect a description of the Strategy. You may

add custom fields to this form if you wish to collect additional data.


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{Click Plan => Related Goals Sub‐Tab}

RelatedGoals

Use this form to relate an Objective to those Goals which it supports. The Goals of all appropriate Units

are shown. To select a Goal, click the box to the left of the Goal. To change the Objective, simply select

the Objective Name from the drop‐down at the top of the form. Please choose one or two Goals.


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SortingByYearorStatus

Use the Filter tool to locate and display the information you need.


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ReportsChoose the Area/Dept report you want to view from the list of reports available for the selected Unit. Click "run" to set criteria and create the report.

NOTE: This page only displays Area/Dept reports. Use the sub tabs to view listing of other types of

reports if they are available for the selected Unit. Choose the Course report you want to view from the

list of reports. Click "run" to set criteria and create the report.

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