Tcflow Users Guide For Software Version 1.5: Revision 1.8 November 03, 2009

TCFlow Users Guide for Software Version 1.
Revision 1.8 November 03, 2009
Licenses
This manual is the exclusive property of Prometric, Inc. This manual is licensed for use with restrictions to authorized centers and Agents. Information herein is proprietary in nature and may not be disclosed to unauthorized persons without the expressed consent of Prometric. Microsoft, Window and MS-DOS are registered trademarks of Microsoft Corporation. Copyright 2009 Prometric ALL RIGHTS RESERVED. No part of this work covered by the copyright hereon may be reproduced or used in any form or by any meansgraphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems, or in any other mannerwithout the written permission of the publisher.
TCFlow Users Guide for Software Version 1.5
Using this Guide ....................................................................................................................... 1 Guide Details ............................................................................................................... 1 General Computer Setup Information ......................................................................... 1 TCFlow Software Installation Information ................................................................. 2 TCFlow Basics ......................................................................................................................... 2 TCFlow General Information ...................................................................................... 2 Logging On to TCFlow ............................................................................................... 3 Opening the Test Center .............................................................................................. 3 Closing the Test Center ............................................................................................... 4 Testing the Examinee .............................................................................................................. 5 General Information .................................................................................................... 5 Checking In the Examinee .......................................................................................... 5 Starting the Exam ........................................................................................................ 6 Checking Out the Examinee ........................................................................................ 8 TCFlow Admin Basics ............................................................................................................. 8 TCFlow Admin General Information .......................................................................... 8 Administration Tab ..................................................................................................... 9 Roster Tab ................................................................................................................. 11 Scheduling Tab .......................................................................................................... 13 Site Management Tab ................................................................................................ 14 Tools Tab .................................................................................................................. 14 Configuration Tab ..................................................................................................... 15 Help Tab .................................................................................................................... 16 Using TCFlow Scheduler on Your Admin ........................................................................... 17 Search Functions ....................................................................................................... 17 Scheduling, Rescheduling or Cancelling an Exam .................................................... 20 Searching for Exam Information ............................................................................... 25 Managing Site Management from Your Admin ................................................................. 26 To View/Modify Your Sites Calendar: ............................................................ 27 To View/Modify Your Sites Standard Hours: .................................................. 27 To View/Modify Your Sites Exception Hours: ................................................ 28 To View/Modify Your Sites Seat Availability: ................................................ 28 To View/Modify Your Site Information:........................................................... 29 To View/Print Forms: ........................................................................................ 29 Workstation Demos ............................................................................................................... 30 TCFlow Scheduler/Site Management Web Access ............................................................. 30 Web Scheduler Procedure ......................................................................................... 30 Potential TCFlow Error Issues (may appear when using either Your Admin or the Web) ............................................................................................................................. 31 .Net Error Messages .................................................................................................. 31 Browser Compatibility Error Messages .................................................................... 32 Adobe Reader Error Messages .................................................................................. 33
Prometric
Revision 1.8 03-November-2009

Copyright 2009 Prometric. Information herein is proprietary and company confidential.
TCFlow Users Guide for Software Version 1.5
Using this Guide

Guide Details
Table 1. Guide Details.
Details
This guide covers basic information on how to use the TCFlow application. TCFlow is a tool that is both intuitive and easy to use for managing site operations and scheduling examinees. For more information on IT policies, procedures and practices, contact your Regional or Territory Operations Manager.
General Computer Setup Information

Table 2. General Computer Setup Information.
Details
TCFlow Computer Software Requirements: All testing and Admin computers must have Internet Explorer 7.0 installed. All testing and Admin computers must have.Net 2.0 or higher installed. All computers that access TCFlow Scheduler must have Adobe Reader 7.0 or higher installed.
Note: IE 7.0 is required for scheduling purposes, you must install this on all workstations configured as either an Admin or a test station. Admin Set up Recommendations: A dedicated Admin computer which is separate from the test station computers is recommended. If you have not previously had a dedicated Admin computer, you will need to run seat set up. A test station computer used as both an Admin and a test station is a secondary recommendation. If you use a test station as your Admin computer, the workstation must have Windows XP as the operating system.
Note: Prometric does not recommend or support running the admin functions from your server.
TCFlow Users Guide for Version 1.5 - 1
Prometric

TCFlow Software Installation Information

Table 3. Software Installation Information.
Details
TCFlow Installation Process (when queued for release to your site): Pulse will download the TCFlow installation package during any Pulse run. Pulse will install TCFlow on your server once Pulse processes are complete. The installation package will contain a new version of TSTSTART which will be updated the next time TCM is executed on each workstation. Steps to Install TCFlow (after your site has been selected to have the software installed): 1 2 3 4 5 6 Run Pulse. Reboot your Admin. After the reboot, the TSTSTART dialog box will appear. Click Start Application. After the TSTSTART application has run, reboot your Admin again. When the dialog box appears again, ensure that the Network APTC Testing option is highlighted. Click Start Application to start TCFlow.
Note: TCFlow will attempt to automatically detect whether you are setting up an admin station or a testing station. If you do not see the appropriate set of features, you can manually set the workstation type (see Table 18. Configuration Tab).
TCFlow Basics
TCFlow General Information
Table 4. General Information.
Details
This section deals with these basic site operations. Logging on. Opening the test center. Closing the test center.
Prometric

Logging On to TCFlow
Table 5. Logging On to TCFlow.
Screen Details
To log on to the TCFlow application, enter your site code and password.
Computer Screen
Opening the Test Center

Table 6. Opening the Test Center.
Screen Details
The Open the Test Center screen appears. Important: Before clicking the Open the Test Center button, you may run Pulse (if you wait until later to run Pulse the roster that prints may not be updated). Note: After you click Open the Test Center, you will be prompted to Close the Test Center if it was not run the last time you had the center open regardless of whether you tested examinees or not. And then you may Open the Test Center.
Computer Screen
To continue to the test delivery sections, click the Open the Test Center button. After you click the button, the Pulse dialog box appears. You may cancel the box if you ran Pulse before clicking Open the Test Center. Next, a print dialog box appears. Acknowledge it and the Roster will print. A second print dialog box appears. Acknowledge it to print the test taker regulations form.
Prometric

Screen Details
Once your center is open, The test center is now open message appears. After you acknowledge it, by either clicking on the black X in the upper right corner of the message line, the Close the Test Center button will remain on the screen. The Close the Test Center button is used after you have finished testing for the day. See the following box.
Computer Screen
Closing the Test Center

Table 7. Closing the Test Center.
Screen Details
When you have finished testing for the day, use the Administration tab to close your site. Click the Close the Test Center button that appears in the middle of the screen.
Computer Screen
Note: After you click Close the Test Center, you must run Pulse to process the days results including all incomplete exams.
Prometric

Testing the Examinee

General Information
Table 8. General Information.
Details
This section deals with test launching information such as: Checking in the examinee. Starting the examinees exam. Checking out the examinee.
Checking In the Examinee

Table 9. Checking In the Examinee.
Step Computer Screen

1 On the Admin computer, click on the Roster tab.
2 3
Highlight the examinees name. Click on Check In (located in the upper left corner).
Prometric

Step Computer Screen

4 The Appointment Details screen appears. Read the exam-specific information to the examinee.
5 6
Click Check in (located in the center of the Appointment Details screen). Go to the workstation assigned to the examinee.
Starting the Exam

Table 10. Starting the Exam.
Step
Procedure
Note: At the assigned workstation - if not already logged on, log on. The appointment should appear. If you need to check in an examinee who is assigned to a different test station, click Full Roster (appears in the upper left hand corner of the screen) and all checked in examinees will be displayed.
Prometric

Step
1
Procedure
With the examinees name highlighted, click Sign On Candidate (appears on top tool bar).
The Sign On Candidate box appears, enter the examinees Testing ID and click Sign On.
Instruct the examinee to click on either Start the Exam or Start the Tutorial.
Prometric

Checking Out the Examinee

Table 11. Checking Out the Examinee.
Screen Details
After the examinee has completed his/her exam, go to the Roster tab, and select the exam. Next, click the Check Out button on the tool bar. The Appointment Details box will list any exam-specific policies that need to be followed. Click the Check Out button at the bottom of the Appointment Details box to continue.
Computer Screen
TCFlow Admin Basics

TCFlow Admin General Information
Table 12. TCFlow Admin General Information.
Details
This section covers basic information on how to use the TCFlow admin. It includes information on the following tabs: Administration Roster Scheduling Site Management Tools Configuration Help
Prometric

Administration Tab
Table 13. Administration Tab.
Screen Details
The Administration tab has four functions:
Computer Screen
Read Messages Create Site Reports Edit Site Reports Reprint Score Reports
The Message of the Day can be accessed from the Administration tab by clicking Read Messages. The Read Message box appears. It displays and prints the Messages of the Day and archives them much the same as an email inbox.
To create a site report, from the Administration tab, select the examinee by highlighting his/her name.
Prometric

Screen Details
Site reports are filed for any incident outside normal operations. It is very important to file a site report for all no-show examinees in order to properly account for all test results. If needed, previously written site reports can be edited to include additional details.
Computer Screen
There are several Report Types for filing site reports. Select the report type that is most descriptive of the issue you are reporting. It is crucial that site reports satisfy the following criteria: Complete Professional Relevant
Prometric

Screen Details
The Reprint Score Report feature can be used for any exam delivered. High light the appropriate examinees exam and click OK. Sites may also reprint score reports from previous testing days by changing the date in the drop down menu on the Choose Appointments box.
Computer Screen
Roster Tab
Table 14. Roster Tab.
Screen Details
The Roster tab allows you to: check in examinees check out examinees when exams are complete reset an examinee view examinee details such as his/her SR number print the Regulations Form cancel or reschedule examinees find exams or examinees filter search results refresh the roster print the site roster create a Site Report view the seat assignments
Computer Screen
Prometric

Screen Details
One of the new features of TCFlow is the Check In and Check Out functions. Use the Roster tab to begin the Check In process. The Appointment Details screen will list exam-specific policies you may need to know.
Computer Screen
When an examinee has completed his/her exam, click the Roster tab. Select the exam, then the Check Out button on the tool bar. The Appointment Details box will display exam-specific policies that need to be followed. Click the Check Out button on the bottom of the Appointment Details box.
The Test Center Regulation form automatically prints during the Open Center process. You can also manually print one by clicking on the Print Regulation Form button.
Prometric

Screen Details
Use the Filter to sort the Roster. Note: This will allow you to filter the Roster by appointment status. If you think appointments are missing from the Roster, check your filter settings.
Computer Screen
Scheduling Tab
Table 15. Scheduling Tab.
Screen Details
Scheduling Use the Scheduling tab to schedule, cancel, or register examinees.
Computer Screen
Prometric

Site Management Tab

Table 16. Site Management Tab.
Screen Details
The Site Management tab opens up with your site hours displayed on a calendar. It allows you to modify site hours and seat availability for any given day. For additional details see Table 24. To View/Modify Your Sites Calendar.
Computer Screen
Tools Tab
Table 17. Tools Tab.
Screen Details
The Tools tab is used for 4 main purposes: run Pulse check Site Readiness (not used at this time) show the computers Desktop applications (currently used for SUN Topcoder Readiness only)
Computer Screen
Prometric

Screen Details
The Pulse button will launch the Pulse application. Note: If you do not see the Pulse progress screen as shown, use the Alt+Tab keys to determine if the screen is behind the TCFlow screen. The Show Desktop button allows you to start and stop Windows explorer. The Tools tab is also available on the testing station.
Computer Screen
Note: If Windows explorer is running on a test station, the exam launch software will report it as an unauthorized application.
Configuration Tab
Table 18. Configuration Tab.
Screen Details
The Configurations tab allows you to change your TCFlow password. It also has the option to set the stations language. This button will allow a site to configure the station as a testing station or an admin station. Configuration changes take effect immediately it is not necessary to reboot. The Configurations tab is also available on the testing station.
Computer Screen
Note: These changes are not saved unless you close TCFlow by using the red X in the upper right corner. Any other method of closing TCFlow such as Ctrl+Alt+Del will not save your seat configuration changes.
Prometric

Help Tab
Table 19. Help Tab.
Screen Details
The Help tab has three main functions: Help Use to open the APTC web site. Chat Use to start an iSupport eChat service event with the Global Help Desk. About Use to determine the version of TCFlow installed. The remaining buttons are used for browser navigation. The Help tab is also available on the testing station. Use the Help button to go to the APTC web page. The APTC web page contains the most current information you will need to deliver exams at your center.
Computer Screen
Log on information: Username: channel Password: Prometr1c
Prometric

Screen Details
Use the Chat button to open an iSupport chat session with the Global Help Desk. For specific instructions on using this tool refer to the iSupport users guide posted in the electronics manuals section of the APTC Web site. In the top box, be sure to select APTC as the type of site in order to be placed in the proper queue.
Computer Screen
Using TCFlow Scheduler on Your Admin

Search Functions
Table 20. Search Functions.
Task
Details
Note: On the Scheduling tab, click on one of the two secondary tabs Search or Exam Information - to open the menu for that item. Main Search Click on Scheduling to bring up the default search view.
Prometric

Task
To Search for an Examinee
Details
Use the drop down box to display these search options. Each search option displays a user-friendly screen. You can search by:
Prometric Testing ID Full Name Confirmation Number Phone Number Client ID
Candidate not Found Message
If the examinee is not found, the Candidate not Found message appears below the Reset and Search buttons. You will be given the opportunity to enter him/her as a new examinee by selecting the New Candidate link. Note: Make sure to search by all options before adding a new examinee to the system.
Prometric

Task
Registering a New Candidate
Details
Complete the required information to register an examinee. Fields with asterisks are mandatory.
Candidate Found
If the examinee is found, you will be able to use these features:
Show Address - use to confirm the examinee found is the correct examinee. Select - use to schedule a new testing event. Exam Activity - use to reprint score reports and view previous testing events.
Prometric

Scheduling, Rescheduling or Cancelling an Exam

Table 21 Scheduling, Rescheduling or Cancelling an Exam.
Step
1
Details
On the Scheduling tab, click on Search. The Candidate Search screen appears.
If known, enter the search parameters. In this example, the Full Name was used. Click Select.
The examinees information appears. Click Register.
Prometric

Step
4
Details
The Candidate Privacy Policy screen displays. Read it to the examinee and then click Accept.
Enter all required fields. If a voucher is not used, payment options will appear later in the process. Click Next.
The Register screen appears, click Next.
Prometric

Step
7
Details
Your centers calendar appears. Select the date, time and seat.
The examinees registration information appears. Review, if correct, select Confirm Registration. Note: Check the box to Override the confirmation email by clicking on the box.
The Confirmation Number is displayed. Click on either Print Receipt or Finish.
Prometric

Step
10
Details
When printing a receipt, you will see the following messages. Respond as applicable. Note: If you choose to print the receipt, when the receipt screen appears, use the printer icon.
11
Each time you schedule an appointment, run Pulse to update the system.
Prometric

Step
Details
To Reschedule or Cancel an Appointment:

Important: The Cancel and Reschedule buttons in the TCFlow application are the only way that a TCA can cancel or reschedule an appointment on the day that it is scheduled. However, the exam cannot be rescheduled or cancelled if the examinees ID has been entered into the system at the workstation. By selecting either button, the system will delete the selected appointment from your sites database so that it cannot be signed on at the workstation. TCFlow will then load the Scheduling tab and perform a cancellation or load the examinees profile and begin the rescheduling process. After cancelling or rescheduling an examinee, you must run Pulse in order to update the roster. 12 To reschedule or cancel an appointment, locate the examinee using Search. Then click Exam Activity on the bottom right hand side of the screen.
13
A list of all scheduled and taken exams appears for that examinee. Select the exam to be rescheduled or cancelled.
Prometric

Step
14
Details
If you are cancelling an exam, you will see this message. When acknowledged, you will return to the exam listing.
15 16
If you are rescheduling an exam, you will be prompted to select a date, time and seat. After the reschedule/cancel, run Pulse to update the system.
Searching for Exam Information

Table 22 Searching for Exam Information.
Task
Main Exam Information Screen
Details
Use the drop down boxes to select the: Client Name Program Exam Number/Name Language Currency
Use the Scheduling tab to find out exam specific details.
Prometric

Task
Sample Exam Information
Details
The specific Exam Information displays.
Managing Site Management from Your Admin

Table 23. To Manage Site Operations.
Details
This section deals with managing your site using the Site Management tab. You can click on the applicable options from the menus that go across the screen just under the main tabs.
Prometric

To View/Modify Your Sites Calendar:

Table 24. To View/Modify Your Sites Calendar.
Option
Calendar
Procedure
From the main calendar screen, click on the date you wish to adjust. Then, use the boxes at the bottom of the screen to add time or reset that date.
To View/Modify Your Sites Standard Hours:

Table 25. To View/Modify Your Sites Standard Hours.
Option
Standard Hours
Procedure
To modify the Standard Hours, click on Edit next to the desired date to change the site hours for that day. Run Pulse.
Prometric

To View/Modify Your Sites Exception Hours:

Table 26. To View/Modify Your Sites Exception Hours.
Option
Exception Hours
Procedure
To change the hours on a single day, click on the calendar icon next to the Day field to select the desired date. Then enter your desire Start and End times. Run Pulse.
To View/Modify Your Sites Seat Availability:

Table 27. To View/Modify Your Sites Seat Availability.
Option
Seat Availability
Procedure
Click on Availability Date next to the calendar icon to select the date. Next select the seat and Edit or Range to modify. Note: Range means date range.
Prometric

To View/Modify Your Site Information:

Table 28. To View/Modify Your Site Information.
Option
Site Information
Procedure
Click in any of the boxes to edit the information. You can also edit or add additional contacts for your site.
To View/Print Forms:
Table 29. To View/Print Forms.
Option
View/Print Forms
Procedure
You may select any of the four listed forms to open that form in a printable PDF format. These forms are available: Blank Regulations Form Daily Schedule Sign-in Log Sheet Orphaned Appointments Record
Prometric

Workstation Demos
Table 30. Workstation Demos.
Details
Workstation Demo Exams Some demo tests can be launched from the workstation to assist with site readiness. Use the Demo Exam tab to schedule demo exams. Highlight the desired exam and click Start the Exam.
TCFlow Scheduler/Site Management Web Access

Web Scheduler Procedure
Table 31. Starting TCFlow Web Scheduler.
Step Procedure
Use the steps below to access the TCFlow Scheduling and Site Management features from the web. You may notice some slight differences in naming convention but all procedures are the same as using the TCFlow functions from the admin. 1 2 To start the Scheduler, enter https://itswr.prometric.com in your Internet browser. The Scheduler Log On dialog box opens.
Enter your User name and Password: User Name = your center site ID code Password = your Pulse password Choose Log In to continue.
Prometric

Step Procedure
5 Use the dropdown menu to select your site code. The main scheduler applications appear. This consists of two main functional areas: Schedule Search Look up examinee information and/or schedule new appointments. Exam Information - Look up exam information. Manage Site Includes these functions to assist you in managing your site operations: Calendar Standard Hours Exceptions Hours Seat Availability Site Information View and Print Forms
Potential TCFlow Error Issues (may appear when using either Your Admin or the Web)
.Net Error Messages
Table 32. .Net Error Messages.
Details
TCFlow will fail to open on a testing or admin station if the Microsoft .Net Framework version 2.0 is not installed. You will see one of two messages, depending on whether no version of .Net is installed or you have an older version installed. This error message will appear if no .Net framework is installed.
Prometric

Details
This error message will occur if you have an older version of the framework installed.
Solution:
To install the Microsoft .NET Framework Version 2.0 for Windows 2000, Windows XP, or Windows Server 2003 go to http://www.microsoft.com/downloads/details.aspx?FamilyID=0856eacb-4362-4b0d-8edd-aab15c5e04f5&DisplayLang=en and follow the instructions. Once the Microsoft .Net installation has completed, reboot the station and confirm that TCFlow loads correctly.
Browser Compatibility Error Messages

Table 33. Browser Compatibility Error Messages.
Details
If the message indicated by the arrow (or a similar error message) appears, you have a browser compatibility issue.
Prometric

Details
Solution:
TCFlow requires Internet Explorer 7.0. Although the scheduling tool will allow use of Firefox, the TCFlow admin application loads the installed version of Internet Explorer through the Scheduling and Management tabs. Download Internet Explorer 7 for Windows XP at: http://www.microsoft.com/downloads/details.aspx?FamilyId=9AE91EBE-3385447C-8A30-081805B2F90B&displaylang=en If you are not able to install Internet Explorer 7.0 on the computer where you are using TCFlow, and wish to use the TCFlow Scheduler website on that computer: Go to the Tools menu, then select Show Desktop so that you can access your other Windows applications. Once you have done that, install Firefox from http://www.getfirefox.com if you have not already done so. Launch Firefox, and follow the instructions on loading the Scheduler from https://itswr.prometric.com. Note: If you are doing this on a station used to deliver tests, you will need to close all Firefox windows and select Hide Desktop from the Tools menu to avoid warnings about unauthorized applications when you sign on an examinee.
Adobe Reader Error Messages

Table 34. Adobe Reader Error Messages.
Details
If you do not have adobe reader installed or the version is not supported by the system, this message will appear:
Solution:
Download and install Acrobat Reader from http://get.adobe.com/reader/

Tcflow Users Guide For Software Version 1.5: Revision 1.8 November 03, 2009

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TCFlow Users Guide for Software Version 1.

Revision 1.8 November 03, 2009

TCFlow Users Guide for Software Version 1.5

Revision 1.8 03-November-2009

TCFlow Users Guide for Software Version 1.5

Using this Guide

General Computer Setup Information

TCFlow Users Guide for Version 1.5 - 1

Revision 1.8 03-November-2009

TCFlow Software Installation Information

TCFlow Users Guide for Version 1.5 - 2

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Opening the Test Center

TCFlow Users Guide for Version 1.5 - 3

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Closing the Test Center

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Testing the Examinee

Checking In the Examinee

Step Computer Screen

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Step Computer Screen

Starting the Exam

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Checking Out the Examinee

TCFlow Admin Basics

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Site Management Tab

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Log on information: Username: channel Password: Prometr1c

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Using TCFlow Scheduler on Your Admin

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Prometric Testing ID Full Name Confirmation Number Phone Number Client ID

Candidate not Found Message

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If the examinee is found, you will be able to use these features:

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Scheduling, Rescheduling or Cancelling an Exam