Workspace 2 System User Guide
This guide shows you how to use the
Workspace 2 system to receive and
send documents and reports between
Contents
2
NOTE: For the purposes of this User Guide we will be using a fake provider called “Test Provider” with the Edumis Number 9982.
Introduction to Workspace 2
3
Introduction to SharePoint
4
Login
5
Navigation
6
My Documents
7
Introduction to submitting a Data Collection Document to the TEC
8
Data Collection Documents
Find/Open the Data Collection Document
9
Open/Edit the Data Collection Document
10
Completing the Data Collection Documents/Reports
11
Edit and Check in the Data Collection Documents/Reports
12
Submit the Data Collection Documents/Reports
13
Submit – pending and failed validation
14
Submit – successful submission
15
What if I save the Data Collection Document to my Desktop?
16-17
Uploading Documents
18-19
Deleting Documents
20
Full list of statuses
21
Restoring previous versions
22-23
Helpful Links
24
Introduction to Workspace 2
The Workspace 2 system to collects provider data securely.
It replaces the way that data was previously submitted manually to the TEC. It also replaces submission of data through the Online
Investment Tool (OIT) and ERS.
Note: it does not replace submission of data through the Single Data Return (SDR) and the Industry Training Register (ITR).
Providers will either submit a provisionedData Collection Document to the TEC or upload a Document.
Submitting a Data Collection Document
The TEC will provision a Data Collection Document to your provider area on Workspace 2. Provisioning means that the TEC makes the documents available to providers. Providers then complete and submit via their provider site on the system (see from page 9) . Uploading a document
A provider will use the Upload function (see from page 18) when they wish to send documents to the TEC.
Use Workspace for: Use Workspace 2 for:
The existing Workspace system will be phased out during 2015. This means some of you may use these two systems in parallel.
Introduction to SharePoint
The Workspace 2 system has been built using SharePoint software. If you are not familiar with using SharePoint, here are a couple of hints and tricks before getting started:
• When you’ve made changes to Documents in the My Documents area, you may need to Refresh the page on Workspace 2 to show the changes.
• Check in / Check out – some people are not used to these terms. This is a feature that prevents multiple people working on the same file and overwriting each other’s changes.
– If you have checked in the document, the system is synched with the information held in the document
– If you have checked in the document, other people can access and edit the document
– If you check out the document, it stops being read-only and you are able to edit the document
– If you check out the document, other users can see it is being edited by someone else and are unable to edit
• You are able to save a document to another location (for example, your desktop) by choosing “save as” and selecting a new location. You can then upload this version back onto the system, using the steps shown from page 19.
Login
To login to the Workspace 2 system, please enter https://workspace2.tec.govt.nz into your web browser. Click on Login using ESAA.
Please login using your ESAA credentials. If you have any issues using your ESAA login, follow the links shown on this page.
Navigation
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
6When you login to the Workspace 2 system, you will be taken to your homepage. Here you can view Notices that have been published by the TEC. To view a notice, click on the title of it.
My Documents
To access your documents within the system click on My Documents.
To search for documents you can either scroll through the list or search based on specific criteria. Note: the dropdown lists within the search filters will only be populated with criteria that matches the documents below.
Keywords in title of document
Year that the document relates to The statuses that are
showing on your documents below. Please see a full list of potential statuses on page 21
A list of funds that are associated with documents in your list.
These could be a Data Collection Document,
error report or document This could be actuals,
forecast or commitments
Remember to click Clear
to remove search criteria and start again.
Introduction to submitting
a Data Collection Document to the TEC
The TEC will send a Data Collection Document to your My Documents area on Workspace 2. You can then complete and submit via your provider site within the system. This guide and the Instructional videos will show you the steps in completing and submitting Data Collection Documents. The picture below shows a high-level process of the steps taken.
8 The TEC sends data
collection to provider on Workspace 2
Provider edits data collection and submits back to the TEC
Data collection processes through technical validation and is either
successful or fails and needs to be edited by the provider
Validated data
collection is reviewed by the TEC
Data Collection Documents
Please use this section when the TEC has provisioned a document out to your provider site.
When the TEC has sent out a Data Collection Document to your provider site, it will show in the My Documents area as provisioned. You are now able to start editing this Data Collection Document with the relevant information.
This document is showing as provisioned (sent) To open the Data Collection Document as read-only either double click on the name or by selecting the three dots and then selecting OPEN.
Data Collection Documents
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
10To edit the Data Collection Document, first open it by either double clicking on the name or by selecting the three dots and then selecting OPEN.
Once the Data Collection Document has opened, select Check Out at the top of the page to begin editing it. Remember to save the Data Collection Document regularly.
Data Collection Documents
You are now able to complete the Data Collection Document. Every column on the Data Collection
Document specifies a format that the information should be in. Please ensure that you fill in the data using the specified format. If you do not use the specified format your submitted Data Collection Document will fail submission and its status will change Submitted – failed validation.
Below are the different formats that are specified and an explanation:
Format
Explanation
Dropdown Please select a value from the Dropdown list only. These have been pre-populated by the TEC
Calculated This column is calculated and filled in automatically depending on the information you’ve entered in the preceding columns Decimal You must enter a number as a decimal in this column
Number This must be a whole number Text Must be a text value
dd/mm/yyyy dd/mm/yyyy
Data Collection Documents
Whilst editing, ensure that you save the Data Collection Document regularly.
When you exit the document it will ask you if you wish to Check In the Document. By Checking in the document you are ensuring that the Workspace 2 system is updated with your changes.
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
12Now that you have saved and checked-in the Data Collection Document, it will now be showing in the Workspace 2 system as Draft and a Submit button will have appeared.
Data Collection Documents
Now that you have saved and checked-in the Data Collection Document, it will now be showing in the Workspace 2 system as Draft and a Submit button will have appeared.
Submit the Data Collection Documents/Reports
Once you press Submit, you will be taken to the Submit Document window as shown below. If you wish you can add an optional comment and press Submit or Cancel if you are not ready to submit:
Data Collection Documents
Once you have submitted the Data Collection Document, the status changes to Submitted – Pending Validation. The Data Collection Document then goes through technical validation which verifies the data integrity in terms of format. Validation of your submission can take up to 10 minutes, so ensure that you check back and refresh the page after submission
If the Data Collection Document fails technical validation, the status will change to Submitted – Failed Validation and an Error Document will appear on your provider site below the Data Collection Document. The Error Document is named the same as the Data Collection Document with “- Validation result” beside it. For full details of the errors and their definitions, please refer to the Error Definitions Document.
Important – please make sure you edit the Data Collection Document and not the Error Document.
Submit – pending and failed validation
Data Collection Document
When the Data Collection Document passes technical validation, the status will change to Submitted.
The following status’ will show against the Data Collection Document once the TEC has received it on their area of the Workspace 2 system and start their investment and/or monitoring review:
Submitted Document has been submitted and passed system validation checks
Under Review Document has been submitted, passed validation and is being reviewed by the TEC
Revise Document has been submitted, however requires an amendment by the provider
Review Complete Document is at a point where it has been reviewed and the TEC are happy with the document content
Agreed Amendment An amendment to the document has been agreed/approved by the Board or delegated authority
Cancelled Document has been revoked/cancelled
Data Collection Document
Please note that if you save a Data Collection Document outside of Workspace 2, any changes you make will not be synched with Workspace 2 until you have uploaded it back into the system.
If you save the Data Collection Document to your desktop, to submit to the TEC, you will need to follow the Upload Documents instructions.
You must ensure that the Data Collection Document is saved and uploaded with the exact same name as it appeared in the Workspace 2 system. This means that the system will automatically recognise it as a new version of the
document that was downloaded.
What if I save to my desktop? (1)
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
16To find the document you wish to upload, click on the Browse button.
Once you have located your document and it has been added to this window, enter any relevant comments and click on OK to proceed.
Note: at any point during this process you can click on Cancel to revert back to the
Data Collection Document
As long as you have uploaded a Data Collection Document with the exact same name, the system will recognise the file as a new
version.
It will open a new window as shown below and automatically complete the mandatory fields.
Once you are satisfied with the information provided in the fields, you can scroll down and click Save. This will save and Check In the Data Collection Document to the provider area.
You are now able to Submit the Data Collection Document using the process shown in earlier sections of this guide.
Uploading Documents
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
18There may be instances when the TEC request that you upload documents to your provider site within IPI. Such documents could include (examples only): a Strategic Intent Document; a signed letter that has been scanned. Please use the following naming convention for your document uploads:
edumis-name of org-title of document-yyyymmdd
For example: 9982-Test Provider-Strategic Intent Document-20150101
To upload a document please click on the Upload Document button.
To find the document you wish to upload, click on the Browse
button.
Once you have located your document and it has been added to this window, enter any relevant comments and click on OK to proceed.
Note: at any point during this process you can click on Cancel
to revert back to the My Documents area.
Uploading Documents
Once you have located the Document you wish to upload and have clicked on Ok, you will be taken to a new window.
Please ensure that Document is selected as the Content Type and that the name follows the correct naming convention as stated previously. Click on Save to Check In and Save the Document to the Provider area.
Deleting Documents
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
20There may be instances when you wish to delete a document.
Important – you can only delete documents that have been uploaded by your organisation. If the document has been put on your provider site by the TEC, it can only be deleted by the TEC.
To delete a document, click into the box with the three dots to the right of its name. Then click select the three dots next to OPEN and then Delete.
Full list of statuses
Status Description
Provisioned Document has been provisioned into the Workspace 2 ready for the provider to use.
Draft Document has been edited, uploaded by the provider but not yet submitted.
Submitted - Pending Validation
Document has been submitted, and is pending validation.
Submitted - Failed Validation
Document has been submitted and validation has failed.
Submitted - Failed Submission
Document has been submitted but was not passed through to DQS/SSIS for Validation
Submitted Document has been submitted and passed system validation checks
Under Review Document has been submitted, passed validation and is being reviewed by the TEC
Revise Document has been submitted, however requires an amendment by the provider
Review Complete Document is at a point where it has been reviewed and the TEC are happy with the document content
Agreed Amendment An amendment to the document has been agreed/approved by the Board or delegated authority
Cancelled Document has been revoked/cancelled
This section lists all of the document statuses. Depending on which stage of the process you are in will establish which status shows against your documents in the My Documents page.
Restoring previous versions
If you wish to restore a previous version of a Data Collection Document, then please complete the following steps. You can only restore Data Collection Documents that are in these statuses: draft; revise; agreed amendments.
1) Select Version History by clicking the three dots and then the next three dots.
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
22Restoring previous versions
3) Once the Data Collection Document has opened, select Restore at the top of the page.
4) Click Ok or Discard depending on if you want to go ahead
5) Select “ok” to the message – You are about to replace the current version with the selected version 6) Leave the version history window and then check in the change
Helpful Links
Stuck? Call our supportive Sector Helpdesk on 0800 601 301 or +64 4 462 5201
24At the bottom of each page of the Workspace 2 platform, there are links to other areas that might be helpful.
The Help button takes you to a page with further links to other useful sites.
It also contains resources, such as the user guide and FAQs.
The Contact Us button takes you to a page with contact details for the TEC, including phone numbers, postal and email addresses.
The Terms Of Use button takes you to a page with the Workspace 2 platform’s Terms Of Use. Please ensure that you have read and
understood this.
The tec.govt.nz button links you straight through the TEC website.
Data Collection Documents
To edit the Data Collection Document, select the three dots and then select Check Out.
The Data Collection Document then downloads to an area on your network. Unlike with other browsers, it will not ask you to Check Out once you are in the spreadsheet.
To edit the Data Collection Document, open it from the folder it has been saved in and edit and save as you normally would for a file on your network. Once you are ready to Check In the Data Collection Document, you will need to
Upload it back into Workspace 2 following the processes from on page 16-17, as you have effectively saved your edits outside of the system. The Data Collection needs to be saved with the exact same name as it appeared in the
