ETP CDMS Users Guide

ETP Central Data Management System (CDMS) Users Guide

ETP CDMS Users Guide

TABLE OF CONTENT 1 2 3
3.1

Introduction .................................................................................................................. 4 Accessing the CDMS.................................................................................................... 5 Home ............................................................................................................................. 6

Overview........................................................................................................................ 6

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4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8

Document Management ............................................................................................... 7

Overview........................................................................................................................ 7 Elements of the Document Management ..................................................................... 7 Hyperlinks ..................................................................................................................... 9 Libraries ...................................................................................................................... 10 Lists............................................................................................................................. 14 Discussions ................................................................................................................. 14 Surveys ........................................................................................................................ 15 Search ......................................................................................................................... 15

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5.1 5.2

Business Plan Grading ...............................................................................................16

Overview...................................................................................................................... 16 Elements of the Business Plan Grading ........................................................................ 16

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6.1 6.2 6.3

My Profile .....................................................................................................................18
Overview...................................................................................................................... 18 View My Profile ............................................................................................................ 18 Edit My Profile ............................................................................................................. 18

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7.1 7.2 7.3

Helpdesk ......................................................................................................................20
Overview...................................................................................................................... 20 Ask a question ............................................................................................................. 20 Reply ........................................................................................................................... 20

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8.1

Inbox.............................................................................................................................22
Overview...................................................................................................................... 22
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8.2 8.3

Consult ........................................................................................................................ 22 Reply ........................................................................................................................... 22

ETP CDMS Users Guide

1 Introduction
Throughout the ETP, a single information system will be used to centralize information and communication for all ETP stakeholders. This system is the ETP Central Data Management System (CDMS). The main purpose of the CDMS is to guarantee a simple, efficient and consistent management of all ETPrelated documents throughout the programme, and especially for documents shared between the education providers (SOAS, Waseda and Yonsei). For this, all ETP stakeholders will be able to consult and share documents in an organized and secure way through the Document Management repository within the CDMS. Besides this, the CDMS has a number of other functionalities for sharing of information between ETP stakeholders. This users guide of the CDMS introduces you to using the system and presents its functionalities. The guide is divided into the following sections: Accessing the CDMS; Home; Document Management; Business Plan Grading; My Profile; Helpdesk; Inbox.

ETP CDMS Users Guide

2 Accessing the CDMS

The CDMS is the same system as that used by participants to apply to the ETP. ETP participants have access to the system using their login credentials from their ETP application. In order to access the CDMS login page, enter the following address (URL) in your browser: http://cdms.euetp.eu/ Then enter your Username and Password and click Log in .

ETP CDMS Users Guide

3 Home
3.1 Overview
The Home tab of the CDMS provides an overview of the functionalities available to you in the CDMS. You can access the CDMS functionalities by clicking on the various tabs at the top of the Home tab (My Profile, My Application, Business Plan Grading, Document management, Helpdesk and Inbox). In addition to this, you are updated on the latest updates in the CDMS through a number of sections on the Home tab (and you can access the details of your Application and EOI) : Personal messages in the Inbox ; The messages posted by the Helpdesk.

The screenshot below provides an overview of the Home tab.

ETP CDMS Users Guide

4 Document Management
4.1 Overview
In order to guarantee a simple, efficient and consistent management of all ETP-related documents throughout the ETP, you will access a single Document Management repository within the CDMS throughout the entire cycle (Inception and predeparture module, Immersion module and Internship module). The ETP document management repository is accessed via the Document Management tab. Thanks to this repository, all ETP stakeholders will be able to consult and share files in a single repository in an organised and secure way that allows documents to be categorized and easily managed (uploaded, accessed, and edited as relevant).

4.2 Elements of the Document Management

After navigating to the Document Management tab, the system will provide a graphic overview of the different ETP modules with hyperlinks to the relevant sections of the document management repository. When you click on a hyperlink, you will automatically be redirected towards the relevant section of the document management repository. The first time you use the document management functionality you will have to enter your document management credentials (these will be sent to you in a separate communication). Subsequently, you will no longer have to enter these credentials as the system will automatically remember them after their first entry. The screenshot below displays an overview of the Document Management tab, the popup to enter you document management repository credentials (which differ from your CDMS credentials for security reasons and will be provided to you in a separate individual communication), and an overview of the document management repository.

ETP CDMS Users Guide

ETP CDMS Users Guide

While the document management repository essentially serves as a storage area for ETP documents, the following features are available in the document management repository: Hyperlinks; Libraries; Lists; Discussions; Surveys.

The Hyperlinks are presented horizontally at the top of the ETP document management repository view while the Libraries, Lists, Discussions and Surveys are presented vertically on the left of the ETP document management repository view.

4.3 Hyperlinks
The hyperlinks in the document management repository allow you to navigate to various sources of ETPrelated information. By clicking on these links, you will be directed to these other ETP information sources: ETP Sharepoint (this is the document management repository itself) ; ETP website; ETP CDMS; SOAS website; Waseda website.

The screenshot below provides an overview of the hyperlinks which allow you to be redirected towards other ETP sources of information.

ETP CDMS Users Guide

4.4 Libraries
In order to facilitate access to ETP-related documents, a number of different libraries have been created, each containing a folder hierarchy has been defined to allow an adequate categorization of documents. Information in the document management repository is categorized by ETP modules (Inception and predeparture, Immersion and Internship modules), as well as a separate library for the ETP Business Plan as this is worked on by participants throughout the different modules. In this way, documents related to the Inception module are placed in folders under the Inception Module library, etc. The libraries are listed on the top left of the ETP document management repository. Each module has a dedicated library (with subfolders as relevant). You will be allowed to access, consult, download, edit and upload documents linked to specific modules of the ETP cycle as relevant based on your profile as a participant in the document management repository. The screenshot below provides an overview of the libraries (on the left) and the various subfolders of the Inception Module library.

In order to open a document in a library, you simply click on the relevant folder (and subfolder), and then on the name of the file you want to open. In case of first access, the system will ask your credentials for opening the file. You will have to re-enter the same username and password used to access the document management repository. You will then be then able to open the file required. The screenshot below provides an overview of the procedure for accessing and opening the files.
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Features available in the Libraries While you will mainly download documents stored in the various libraries and their folders, you will have the following available functionalities in each of the libraries of the ETP document management repository.

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ETP CDMS Users Guide

Access rights In addition to the categorization of documents in the ETP document management repository by the ETP modules, information will also be categorized by ETP participant where relevant, through subfolders created for each ETP Participant. Due to the fact that some information can be confidential (e.g. ETP Participants personal data to which other participants should not have access, etc.), different access rights have been tied to programme stakeholders to design, contribute and read documents. These access rights allow users to perform specific actions (or not) depending on their profile and identity, and the library and folder they are in. The main access rights in the ETP document management repository can be defined as follows: Design right: Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Contribute right: Can add, edit, and delete items in existing lists and document libraries. Read right: Read-only access to the Web site. Users with this permission level can view items and pages, open items, and documents. The figure below presents the hierarchy of folders in the ETP document management repository, and the access rights defined for these folders. The organizational structure of the folders is presented on the left side, while the access rights defined by folder are displayed on the right side. In practice, you will have the Read access to the majority of folders and sub-folders. Design and Contribute access rights will be guaranteed only for the personal folders ( folders per participants).

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ETP CDMS Users Guide

4.5 Lists
Below the libraries in which ETP-related documents are stored are the following lists used to access other ETP-related information not stored in document form: Announcements - use it to track upcoming events, status updates or other team news; Calendar - Use it to keep informed of upcoming meetings, deadlines, and other important events; Tasks - use it to keep track of work that you or your team needs to complete; Contacts use it to find/add contacts.

It should be noted that all the ETP stakeholders will be allowed to post and classify communication on the above mentioned sections. The screenshot below shows the lists page (with details for the Calendar list).

4.6 Discussions
The Discussions functionality allows you to share information and discuss topics with other ETP stakeholders. The discussion board, provided on the screenshot below, presents the most recent discussion first, as well as the number of replies for each discussion. In order to initiate a new discussion or reply to an existing one, you have to click on the Team discussion option and then click on the Add new discussion or Reply buttons.

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4.7 Surveys
The Surveys option allows you and other ETP stakeholders to easily gather data from other ETP stakeholders by creating surveys on the ETP document management repository. In order to consult a dedicated survey, you have to select it among those posted.

4.8 Search
Besides the above functionalities, you are also able to search the entire ETP document management repository for a given document or information item using the Search functionality. To do so, you must type the search text in the Instant Search box provided (top right of the view). After clicking on the magnifying glass, the files and/or list items that contain the text typed appear in a results page.
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ETP CDMS Users Guide

5 Business Plan Grading

5.1 Overview
The education providers will monitor and assess the progress you make on your ETP business plan throughout the entire ETP programme. For this you will have regular meetings throughout the programme with ETP business plan supervisors from the various education providers (SOAS, Waseda and Yonsei) to present the status of your ETP Business Plan. Following these status meetings, the supervisors will assess the updates made to your ETP Business Plan and record this in the CDMS using clear and consistent criteria, along with comments as relevant. You will be able to consult the ETP Business Plan scoring and comments through the Business Plan Grading tab of the CDMS allowing you to view the progress of your ETP business plan in the CDMS. The common grading system will display information regarding several shared criteria used to determine the quality of your ETP business plan.

5.2 Elements of the Business Plan Grading

The screenshot below displays an overview of the business plan grading section.

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ETP CDMS Users Guide

As visible in the screenshot, the light blue bar will display your updated ETP Business Plan score following the status meetings with your supervisors. This graphic overview of the assessment of the ETP Business Plan will evolve throughout the year and can be read as below.

1. A clear motive and goal 2. A thorough environmental analysis including:

Company strengths and weaknesses; Competitive analysis of the industry to clarify opportunities and threats; Customer analysis.

3. A detailed implementation plan

This notion includes the following aspects: A market entry mode analysis; A marketing plan including 5Ps (positioning, product/service, pricing, placing, promotion); An organization plan.

4. A realistic business forecast and financial analysis

This includes the assessment of the relevance of the business forecast and the financial analysis of the Business Plan.

5. An understanding of managerial implications (for global/regional strategy)

The ETP Business Plan will be also evaluated based on: Strategic logic: logical and compelling; Proper business style of writing; Proper use of references.

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ETP CDMS Users Guide

My Profile
5.3 Overview
The My Profile tab provides you an overview of your personal information as stored in the CDMS. It contains two sections: View My Profile; Edit My Profile.

5.4 View My Profile

This section includes details about your personal and Sponsoring Company details, as well as the details entered in your EOI and Application form.

5.5 Edit My Profile

You can implement the following changes in your profile: Edit your e-mail address; Change your password; Activate / deactivate email notifications for incoming private messages; Edit the picture displayed for you in the CDMS.

The screenshot below shows the My Profile tab and how to access the Edit option.

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6 Helpdesk
6.1 Overview
The Helpdesk tab allows you to contact the ETP CDMS system administrators to ask questions or report problems. You can consult the list of your on-going and closed conversations with the ETP CDMS system administrators.

6.2 Ask a question

In the Helpdesk tab, you can ask the ETP CDMS system administrators a question by clicking on the Add a question button. You will automatically be redirected to a new page where you will be able to enter your message. Press the Save button to send your query. .

6.3 Reply
In order to reply to a query, you have to click on the View button. Then you will be able to enter your message. Press the Save button to send your response to the ETP CDMS system administrator. The message will be added to the thread of the conversation. The screenshot below provides an overview of the above mentioned steps.

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7 Inbox
7.1 Overview
The Inbox tab contains an overview of the messages sent by ETP stakeholders to you and the groups of ETP stakeholders you are part of (ETP participants in your case).

7.2 Consult
Once you receive a notification related to the programme, you can consult it by clicking on the thread of the message. Via the drop-down list, you can then delete the message, mark it as read, or mark it as unread. The screenshot below provides an overview of the above mentioned functionalities.

7.3 Reply
In order to reply to a message, you have to open it by clicking on the thread. Then you will be able to enter your message. Press the Save button to send your response to the ETP CDMS system administrator. The screenshot below provides an overview of the above mentioned steps.

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