Office of Public Instruction

Linda McCulloch, Superintendent

PO Box 202501
Helena, MT 59620-2501

Annual Data Collection

Software User Manual
Citrix Setup

September 2002
ANNUAL DATA COLLECTION Table of Contents

Introduction to Annual Data Collection (ADC) Software ...............................................................2

Getting Started .................................................................................................................................2
Select your County, System, District, Coop or School....................................................................3
Annual Data Collection Main Menu................................................................................................4
Data Entry........................................................................................................................................4
Previewing or Printing a Report ......................................................................................................4
1 - Organization Setup – This form must be completed for the district at the District Level and for
each school at the School Level.......................................................................................................5
2 – Enter PIR Data and School Start and End Dates - This form must be completed at the School
Level.................................................................................................................................................5
3 - Accreditation Data - This report must be completed at the School Level. .................................7
4 - Set Up Period/FTE Names – This form must be completed for every level where staff
assignments will be entered. ............................................................................................................7
Using the Naming Wizard to create Period/FTE Names .................................................................9
5 - Enter Staff Assignments – This form must be completed at the Coop Level, District Level, and
School Level...................................................................................................................................10
6 - Enter Student Dropout Information from 2001-2002 - Special Education Cooperatives do not
complete this section. This form must be completed at the School Level......................................15
7 - Enter Limited English Proficient Student Count- Special Education Cooperatives do not
complete this section. This form must be completed at the School Level......................................16
8 - Enter Gifted Student Count - Special Education Cooperatives do not complete this section.
This form must be completed at the School Level..........................................................................17
9 – Submit ......................................................................................................................................18
Reports Menu.................................................................................................................................19
Exiting Annual Data Collection.....................................................................................................19
Thank You .....................................................................................................................................20
Hardware and software requirements ............................................................................................21
Logging in to IRIS .........................................................................................................................22
Testing Your Printer ......................................................................................................................27
Identifying your Print Driver .........................................................................................................28
Annual Data Collection User Manual

Introduction to Annual Data Collection (ADC) Software

For many districts this will be your first look at the electronic version of the ADC program. For
those schools and districts who reported electronically in the past, we have tried to keep the look
of the program the same as last year. Changes have been made to streamline the process and
make the data entry screens more user friendly, but most of the changes are below the surface.

• Electronic submission of data is available to all schools, districts and cooperatives.

• If your schools electronically reported their PIR and school start and end days in June
2002, you will not need to repeat that data entry unless the dates have changed.
• Instructional and Special Education paraprofessional staff will be reported this year. See
the Overview that was mailed to you for definitions.
• Collection of gifted students count.
• Collection of immigrant and limited English proficient (LEP) students count.
• Job Codes for special education personnel have been renumbered so that they will fall,
for the most part, in alphabetical order.
• New job codes have been added for AP classes, instructional paraprofessionals and
several special education assignments. The job code list is available as a .pdf on our web
page http://www.opi.state.mt.us/ADC/index.html and on the Reports menu of the ADC
software.

Getting Started
By this time you should have downloaded the Citrix software (see last section of this manual),
logged in and tested your printer. You only have to go through those steps the first time you use
a Citrix application. The next time you login, you will go straight to this screen.

This program will be used by a variety of entities, including school staff, district staff, special
education coops, county superintendents and OPI staff. Your access to various data and reports

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depends on which type of entity you are. Based on your User Name, the program will limit your
access to just those areas of concern to you and the data you need to enter. Your User Level is
described on this screen; if you believe your user level is incorrect, contact the Office of Public
Instruction at (406) 444-9444, choose option 6 and then option 2.
******
Be sure to read the Tip of the Day each time you log in. The OPI will be using this space to keep
you informed of any updates or changes to the system, as well as giving data entry tips and hints.
******
Click Continue.

If this is the first time you have logged in, you will see Printer Te st screen. Once you have
successfully tested your printer, the Printer Test screen will no longer appear. See the Citrix
setup instructions above for help with the Printer Test.

Select your County, System, District, Coop or School

The Select your County, System, District, Coop or School form will be your next screen. Based
on your User Name, you will be able to select different entities to work with. If you are logged in
as a county, system or district, you will be able to see all the data from all the ent ities below you
in your hierarchy.

You will only be able to make changes to the lines that are active (white). The grayed-out lines
are inactive and not available to your level of user.

Note: Whenever you see the Select icon on a screen, yo u can click on it to return to
the Select your County, System, District, Coop or School screen and check or modify
your choices. When your selections are complete, click Get Started to return to your
previous screen. If your user level is for a school or a special education coop, you will not
be able to modify anything on this screen.

Select the county, district or school you would like to work with and click Get Started.

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Annual Data Collection Main Menu

1. See Click to exit program.

instructions
above to select This is your selected
the correct user level.
entity.
4. Double click on a
2. Choose a menu item to begin
task here to entering data.
see the related
menu. 3. Single click on a
menu item to see its
description here.

Your selected user level is shown in the upper left hand corner of the Main Menu and all other
forms. Your default user level is based on your User Name. For example, a district level user can
select to see information for the district as well as each school. Whatever choice the district level
user had made appears here. In the above example, a district level user is looking at the data for
one school in the district, hence the highlight on School Level. Pay attention to the highlighted
user level shown on the Main Menu. Some menu items can only be completed at certain user
levels.

Choose your task from the list of buttons on the left side of the screen. When you choose a task,
the associated menu items will appear in the white box to the right. Single click on any of the
menu items on the right side of the screen, to see an item description appear below the white box.
Depending on the type of entity you are, you may see more or fewer buttons and/or menu items.
Since you will be doing data entry, make sure the Data Entry button is selected. On the right side
of the screen you can see the various data entry pieces available.

Each time you complete a task and click the Exit button at the top right- hand corner of that
screen, you will be returned to this Main Menu where you can choose your next task or choose to
Exit the program.

Data Entry
The items in the Data Entry menu are numbered in the order you should select them. There are
nine data entry menu items, but you will only have access to the ones that pertain to your user
level. Complete all the data entry items that you have access to. Type in your answers, or select
from the dropdown lists. You can move from field to field on any screen by using the Tab key or
the Enter key, or use your mouse to click on the selected field.

Previewing or Printing a Report

When you have completed filling out any form, click on the Preview button in the upper
right corner to view a report. When the report is complete to your satisfaction, print a copy for

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your records by clicking on the print icon or choosing File, Print on the menu bar. Close the
report by clicking on Close.

1 - Organization Setup – This form must be completed for the district at the District Level
and for each school at the School Level.

First, enter the number of minutes of pupil instruction or administrative activity for a standard
day for your entity. For example if you meet for 420 minutes a day 4 days per week and 300
minutes one day per week, you would enter 420 minutes. Do not include passing time,
unstructured recess or lunchtime in your calculation. Next, enter the total minutes of passing
time. Finally, enter the number of days of pupil instruction for your entity. If various grade levels
have different numbers of days, enter the highest number for your entity.

The next two boxes will be automatically computed. Use the white box at the bottom of the page
for any notes or explanation you feel would be helpful.

Click on the Preview button at the top of the form to view and print this report. See instructions
above for Previewing or Printing a Report.

2 – Enter PIR Data and School Start and End Dates - This form must be completed
at the School Level.
Most schools completed this portion of the data collection in June. If your district did not enter
your PIR information at that time, or if your calendar has changed since you submitted in June,
you should complete this section now.

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When you click on

Make sure one of these
you see the buttons, a popup
correct entity box will open with
name here more information.
before To close the
entering data. popup, click the
Exit icon in its
upper right corner.

Enter each PIR day of your calendar on a separate row. To remove a PIR day, select that date
and click the red X at the end of the row.

If you are doing the data entry for all schools in your district, and the PIR dates are the same for
all of them, you can avoid duplicate data entry by selecting the Click to copy these PIR days to
all schools in the district button. Click Yes at the prompt; you will get a message box when the
process is complete. This process saves you doing duplicate data entry.

Viewing More Instructions or an Example

Click on one of the buttons to the right of the Activity Codes box to view instructions or an
example on the screen. Use the Exit icon in the upper right corner to close the Instruction or
Example box. For questions about PIR reporting, call (406) 444-9444 and select option 3.

Previewing or Printing a Report

When you have completed filling out the form, click on the Preview button in the upper
right corner to view a report. When the report is complete to your satisfaction, print a copy for
your records by clicking on the print icon or choosing File, Print on the menu bar. Close the
report by clicking on Close.

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3 - Accreditation Data - This report must be completed at the School Level.

Click on each tab to view the questions

on it, or click on Next at the bottom of
the screen to move through the pages.
You must answer all the questions on
all pages of this form.

The Accreditation Data form provides information to the Office of Public Instruction regarding
the compliance of schools with state accreditation standards and procedures. On this form,
school personnel are asked to report overloaded classrooms, implementation of Performance
Based Accreditation, progress of the school improvement process, and the forms of self-
evaluation being implemented.

You can move through the form by pressing the Tab key, or clicking the Next button. If you
want to go to a specific page, click on the page tabs located under your entity name.

There are nine page tabs for Accreditation Data. You must respond to every question. For each
general question, you may respond with either a Yes or No. Type your answer in the appropriate
space or choose from the dropdown list. Each general question has additional questions for
further clarification. Type your answer in the space provided or select the checkbox when
appropriate.

You will not be able to amend the Approved Variances/Alternatives/Deferrals listed on Page II
of the screen. Applications submitted for approval during September 2002 will not be listed on
this report. If you have any questions about the information that appears on Page II, please
contact the Office of Public Instruction at (406)-444-9444 and select option 3.

Click on the Print Preview button to view this report. Print the report by selecting Print from the
menu bar.

4 - Set Up Period/FTE Names – This form must be completed for every level where staff
assignments will be entered.
This was the section of the ADC that caused the most confusion for users last year. We have
revised the creation and naming of FTE units to make the data more consistent. The program will
use a naming wizard to name your FTE units for you, using information that you provide. Once
you have correctly entered your time units, the OPI will be able to calculate each person’s FTE
accurately.

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FTE or full- time equivalent refers to the number of hours of work normally required in a full-
time position. An FTE Unit is a portion of a full-time position dedicated to a specific job
assignment. For example, a full- time principal would be assigned 1.000 FTE. If you have a
person who acts as school counselor for ¾ of the day and librarian ¼ of the day, that person
would be assigned 0.750 FTE for the school counselor job code and 0.250 FTE for the librarian
job code. For a departmentalized teaching staff (i.e. Junior High, 7-8 schools, Middle Schools,
and High Schools), you will need to define a time unit for each period of the day. You must
create an FTE unit for P-1, P-2, P-3, etc. We need to collect grade low, grade high and student
load for each period of the day, so a fulltime high school English teacher cannot be assigned
1.000 FTE.

Your organization’s data from the previous school year will be rolled forward, so you will not
have to re-enter time units each year. The units you provided last year have been renamed using
the revised naming standards. Carefully check each existing unit to make sure it is an accurate
reflection of your current school day. If not, you can modify the unit or create a new unit that
more clearly describes the time segment. You won’t be able to delete an FTE unit as long as it is
connected to a teacher record.

To modify an existing time unit, select it and click Work with Selected FTE Unit. Or double
click on the time unit. To add or delete FTE units, choose the appropriate button.

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Using the Naming Wizard to create Period/FTE Names

Step 1. Choose whether this time unit will be described as a Percentage or as a Period.
If you choose Percentage FTE, enter the decimal equivalent for this assignment in
the FTE field. The program will name the FTE unit to match the decimal you
entered. Click on Save and Exit to return to the previous screen.
If you choose Period, you will be prompted to enter a number for the period.
Click OK or press Enter

Step 2. Indicate which days of the week this period meets by typing in the initial letters
for the days. Use R for Thursday. If you have A and B days, type A or B. Press Tab or
Enter.

Step 3. Choose which term this period meets. If you choose Semester, Trimester, Quarter
or Other you will be prompted to input a number for the term. Click OK or press Enter.

The wizard will name your unit based on your answers to the above steps and display the name
in the blue box at the bottom of the screen. In the white FTE box, enter the decimal equivalent
for this period. For example, if your school day has 8 periods that meet daily all year, the
decimal equivalent for each period would be 0.125. For a class that meets daily for one semester,
the decimal equivalent would be 0.063. For help in calculating FTE, click on the FTE Calculator
button in the bottom right corner of the form. See instructions below.

Choose Save and Exit to save this FTE unit and return to the previous screen. If you change your
mind and don’t want to save your changes, select Exit without Saving. The original data will be
restored and you will return to the previous screen.

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Using the FTE Calculator:

You can calculate FTE for any unit by entering the
number of minutes per day and days per year for
that period in the numerator.
Type your school’s total minutes per day and days
per year in the denominator and press Enter; the
calculator will compute the FTE for you. Type that
decimal in the white FTE box on the previous
screen.

To figure FTE if all your periods are the same

length and meet daily all year, use the bottom half
of the screen. Enter one in the numerator and your
total periods in the denominator; press Enter to
calculate the FTE for all periods.

5 - Enter Staff Assignments – This form must be completed at the Coop Level, District
Level, and School Level.
Entering District Level Staff Assignments
You must be logged in as a county or district and your user level shown on the Main Menu must
say District Level. You should only enter staff that has a District Level Assignment Job Code as
shown on the job code list. The first column of the Assignment Summary Screen (see below)
lists the level of the job assignment for each person.

Entering School Level Staff Assignments

The Main Menu must indicate that you are doing data entry at the School Level. If you are
logged on as an entity other than a school, click on the Click to Select button in the upper left
hand corner of the Main Menu and choose the school for which you will be doing data entry.
You should only enter staff that has a School Level Job Assignment Code as shown on the job
code list. The first column of the Assignment Summary Screen (see below) lists the level of the
job assignment for each person.

Entering School or District Special Education Staff - This paragraph is not for Special
Education Coops
Schools and districts are to report all special education staff. In addition to special education
directors, special education teachers or teacher interns, and school psychologists, you will now
report special education paraprofessionals, physical/occupational/speech therapists, work-study
coordinators, etc. See list of Special Education Job Assignment Codes in the Reports section on
the Main Menu or at http://www.opi.state.mt.us/ADC/index.html.

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Assignment Summary Screen

The Assignment Summary screen has been pre-filled with staff names from last year. From this
screen, you will delete names of staff no longer at this organization, add new staff members and
modify the assignments of continuing staff members.

Preview Assignment Summary Report.

Summary of FTE by Job Category that has

been reported by your entity. As you make
changes to your staff, the FTE summary will
automatically update. This process slows
down your data entry. To hide the summary
during data entry, click on the long gray
button to the left. When data entry is complete
click the button again to restore summary.

To delete the name and assignments of anyone who is no

Make any changes to a
longer with your organization:
continuing staff
• Select that person’s record
person’s assignment by
choosing that person’s • Click the Delete Selected Person button at the
name and selecting the bottom of the form.
Work with Selected • You will be prompted to confirm your decision to
Person button. delete. Click “Yes” if you are sure that is what you
want or “No” to cancel the delete command.
• There is no Undo for this procedure.

For directions on adding a new person, refer to the

Add a New Person section of this manual.

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You can filter and sort this list by using the toolbar in the upper left-hand corner of your screen.
Move your mouse pointer on top of each icon to get a description. These filter functions are
standard Access functions.

Sort in
alphabetical Scroll through records
order based on individually, or fast forward and
selected column. backward.

Undo Filter. Restore

Filter out those records that Clicking here gives you a entire list.
match the item you have form where you can filter by
selected. i.e., Principals. multiple items.

Work with Selected Person

This screen lists all the assignments for the

selected person, including those assignments
that are not at your organization. You may not
be able to edit assignments at other
organizations; the edit column shows which
ones you can change.

To edit or enter race and gender of this person,

click here and make the necessary corrections.
Choose Save and Exit to return to the
Assignment by Person screen. If you change
See next section for your mind, choose Exit without Saving.
details on adding
and/or editing staff
assignments.

To delete an assignment for the

selected staff person, select the
record to be deleted and click
here. You will be prompted to
confirm your decision. Click Ok License Type and License Number fields are for
to continue or Cancel. There is use with licensed special education staff. See the
no Undo to this procedure. Add a New Person Not Found in List section
of this manual for information on using these
fields.

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Edit/Add Staff Assignments

To edit an assignment for the selected staff person, double click the record to be edited. The
details of the selected assignment will fill in the bottom half of the screen. Make the necessary
changes, and then click Save Work. To undo all changes you have made and return the record to
its original form, click Cancel. To make more changes/additions, to this person’s assignments,
double click on the next record you would like to edit, or click Add a New Assignment.

Step 1- Select the appropriate organization

for the assignment. You will only see the
organization(s) that you have the right to
edit.

Step 2- Select the appropriate FTE Unit from

the drop down list. If you need to add or edit
your FTE Units at this stage, select Click
here to Setup Periods and Time Units.

Step 3- Select the appropriate Job Code from

the drop down list, or type in the Job Code if
you know it. There have been changes and
additions to the job code list for this year, so
double check that you are entering the correct
code.

Step 4- Fill in Additional Job Description,

Lowest Grade, Highest Grade, and Student
Load. Special education cooperatives will
choose “NA” for lowest and highest grade.

Step 5- Click Save Work when you are

finished modifying or adding an assignment.
Continue editing/adding assignments for this
person using the buttons provided. When this
person’s record is complete, click the Exit
button at the top of the form to return to the
Assignment Summary screen.

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Add New Staff

To add a new name to your staff Assignment Summary list, choose Add a New Person. You
will see this screen.

1. Search by This list contains the

last name, folio names of all certified
number or SSN. staff in the state of
Pick one. Montana. Licensed and
other staff will be listed
2. Type in the last as districts, schools, and
name, folio number or coops add them.
SSN you wish to sort
by. Then click Find.
You will get a list of
matches to your search
criteria.
4. If the name you want is not on this
list, click here. Be careful not to click
here unless you are certain the name is
3. When you find the name on the list,
not in the list. Check different
select it and choose this button to add
spellings, search by SSN, etc.
assignments for that person.

To search for a staff person in the list, a filter can be set to find the person by last name, social
security number or folio number. Because names can change and spellings can differ, you will
do better to sort by folio number or social security number whenever possible. Choose a filter
from the Select All dropdown list. In the Like field, type the detail you wish to match, and click
Find. The blue box will fill with a list of names that meet your criteria.

For example, you want to find John Doe but you do not know his folio or social security number.
Choose the Last Name filter option under the Select All dropdown. Type ‘Doe’ in the Like field
and click the Find button. You will get a list of all certified or licensed individuals with the last
name of Doe. Choose the appropriate one and click Work with Selected Person to begin
entering data.

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Add a New Person Not Found in List

Only choose this option if the person you are trying to enter does not appear in the list. Enter the
information for the new person. You will not be able to add a folio number. If the person has a
folio number, they should have been in the list on the previous screen. Do not add a person here
if he/she has a folio number. If you are entering Special Educatio n staff, either for a school or for
a coop, and they are licensed in their field, please enter the license type and number. The OPI
does not require license information for accreditation purposes. However, the Special Education
Division does maintain a file of license numbers.

When finished, click Save and Exit. The person’s name should now appear in the previous list.
Select the name from the list and choose Work with Selected Person to add assignments for this
person.

6 - Enter Student Dropout Informat ion from 2001-2002 - Special Education

Cooperatives do not complete this section. This form must be completed at the School Level.
Dropout data is collected by school for grades 7 through 12 for those students who dropped out
in the previous school year. The data for those who leave during the current school year will be
collected next year. If you had no dropouts last year, check the appropriate box under your
school name and exit this form.

The Montana Dropout Statistics Collector’s Handbook contains information on how to complete
this section. Section II of the Handbook provides details on how to determine whether or not a
student who left school is a dropout.

Enter data by choosing from the

dropdown lists or start typing and the
program will auto fill for you.

As you enter dropout data, this field will

keep a running total of your dropout
count. This total can be used to verify
your data entry. If the dropout total
exceeds the total enrollment at the left,
you may have a data entry error.

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When all your dropout data has been entered, click on the Print Preview button to view and print
this report. If you need further assistance with this page call the OPI Help Line at (406) 444-9444
and choose option 4.

7 - Enter Limited English Proficient Student Count- Special Education

Cooperatives do not complete this section. This form must be completed at the School Level.
This is the first time that the OPI has collected LEP data with the Annual Data Collection. See
Glossary or Overview for more information on collecting data and classifying students. There are
two parts to this form:
1. The total number of immigrant students
enrolled in your school. This count should
include English proficient and limited
English proficient immigrant students. If
you have no immigrant students, enter zero
or leave the box blank.

2. The number of LEP students according

to language of impact and grade level.
Choose language and grade level from the
dropdown lists. Make one entry for each
language at each grade level for which you
have LEP students. The LEP Total is
automatically figured for you. If you have
To delete an entry made in error, place
no LEP students, check the appropriate box.
the cursor in the entry and click here.

When your data entry is complete, preview and print the report by clicking on the Print Preview
button. If you need further assistance with this form, call the OPI Help Line at (406) 444-9444
and choose option 5, and then option 2.

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8 - Enter Gifted Student Count - Special Education Cooperatives do not complete this
section. This form must be completed at the School Level.
This year, for the first time, the OPI is collecting a count of gifted students. Students should be
counted by grade level, gender and race. See the Glossary or ADC Overview for more
information on classifying students. If you have no gifted students at your school, check the
appropriate box.

Enter data by choosing from the

dropdown lists or start typing and the
program will auto fill for you.

As you enter data, this field will keep a

running total of your gifted students
count. This total can be used to verify
your data entry. If the gifted total
exceeds the total enrollment at the left,
you may have a data entry error.

When data entry is complete on this form, click the Preview button to view and print this report.
If you need further assistance with this form, call the OPI Help Line at (406) 444-9444, choose
option 5, and then option 1.

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9 – Submit
The submittal process requires two steps. First preview your work and closely inspect your
preview report. If you find errors that need correction, leave this screen, correct the errors, and
return to preview your work again. Once you are certain of your work, submit it by clicking
Submit Work. The program will not allow you to submit if you have certain types of data
missing. The preview report will list the missing pieces.

Step 1: Preview
your work.

Errors?

No
Yes
Step 2: Submit
your work.

Close form, correct all errors or omissions then review work again.

Once a user submits records, the ADC application restricts or inactivates the menu controls that
allow the user to further modify data. To change data after it has been submitted, the user must
contact the person to whom they submitted the work.
• School users can change only their own school records and submit to their district user.
• District users can change their own school and district records and submi t to the county
superintendent.
• County users can change school and district records for their counties, and submit to the
OPI.
• Special Education Coop users can change only their own special education coop records
and submit to the OPI.

The OPI will review the data for completeness and contact you if additional information is
required. Accreditation and other OPI divisions will use the data. From the point of review until
the data is taken to the Board of Public Education (BPE), the status will read “OPI Re view”.

Processing Status Data Can Be Modified By:

Ready for Data Entry All
Submitted to District Office District, County
Submitted to County Superintendent County
Submitted to the OPI OPI Staff
OPI Review OPI Staff
Ready for BPE Review ADC Administrators
Frozen ADC Administrators

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Reports Menu

When you have completed your data entry, you will need to print copies of each report for your
own records and to forward to your District office, county superintendent and OPI. Yo u can print
any report by clicking on the print preview button at the top of each form. Or, you can view the
Reports menu by selecting Reports on the left side of the main menu.
• Double click on the report name to preview any listed report.
• Blank copies of all the data entry screens are also available from this menu.
• Click on the Print icon at the top of the preview to print the report, or Ctrl+P if you would
like other print options.
• Choose the Close icon to close the report without printing it.

Exiting Annual Data Collection

When you have completed your work in the Annual Data Collection program, the proper way to
exit the program and leave the IRIS system is to click on the icon that looks like an open door
and then click Yes to confirm exit. This will properly close all windows and log you off IRIS.
You can then click the X box in the upper right hand corner to close your web browser.

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Thank You
Thank you for participating in the OPI’s electronic Annual Data Collection program. Your
comments and input are important to us as we continue to refine this process. Please send your
comments and suggestions to Madalyn Quinlan, [email protected].

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Annual Data Collection Citrix Setup

Hardware and software requirements

Basically any computer capable of running a web browser equal to Internet Explorer 4.0 with
service pack 2 or Netscape 4.0 or later and a connection to the Internet can be used for the
Annual Data Collection project.

IBM
Microprocessor 80486 or higher as required for a web browser
Memory 8mb of Ram as required for a web browser
Video VGA or SVGA as required for web browser (1)
Hard disk At least 2.5 mb free disk space available
Mouse As required for web browser

Macintosh
Power PC or better
Memory 8mb of Ram as required for a web browser
Operating System 7.5 or greater
Video Not applicable
Hard disk At least 2.5 mb free disk space available
Mouse As required for web browser

Note: A screen resolution of 800 x 600 will provide you with the most efficient video resolution. A
resolution of 640 x 480 will not provide you with a good working environment. To change your video
resolution, right click on your desktop, go to Properties and select Settings. Move the slider bar under
“Screen Area” until a resolution of 800 x 600 is displayed. Click “OK”. You will be prompted to accept
the new settings in the “Display Settings” dialog box. The monitor will blank and display the new settings
under the “Monitor Settings” dialog box. If you do not click on the “OK” button at this point your settings
will be returned to normal after 15 seconds. If the video settings appear normal click “OK” and your
monitor resolution will be reset.

Your schools will access the Office of Public Instruction’s Annual Data Collection via the
Internet and the OPI WEB page at http://www.opi.state.mt.us.

If you experience difficulty in getting to the OPI home page, please try to reach another site like
www.yahoo.com or www.google.com. If you cannot reach either of these sites, your problem is
likely with your local Internet provider. Please give them a call.

If you find you can reach other sites on the Internet, but cannot reach the OPI site, please call the
OPI Help Desk at (406) 444-9444, select option 6.

When you have opened the OPI home page, click on the tab entitled ‘Internet Reporting System’
located at the top of the screen. This link will take you to IRIS, the Internet Reporting and
Information System.

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Logging in to IRIS
The Log In page allows you to enter IRIS. If this is the first time you have logged into IRIS, this
page will display a message in red text advising you to download the Client Software. Click on
Download Client Software. Do not login before you download the software.

IF YOU ALREADY HAVE THE CLIENT INSTALLED SKIP TO PAGE 7.

Click on “Install Citrix ICA Client” for your computer platform, Windows or Macintosh.

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Due to differences in operating system versions, the dialog boxes you see may not match these
screen shots exactly. However, the intent of each box is the same. Follow the process without
worrying about the exact wording in the box. For example, you might see either of these boxes
for your first step. You want to Run or Open this program. Do not save it to disk.

Click Yes.

Click Next.

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The machine will be busy for a few minutes and then you will see this screen.

Click Next.

Click Yes

Click Next.

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The ClientName will be different than what is shown. This should be automatically filled in for
you. Click Next.
Make sure No is selected and click Next.

A setup program will run on your machine.

Click OK.

The Citrix Client is installed. THIS IS THE ONLY TIME YOU HAVE TO RUN THE
CLIENT INSTALL. If you accidentally run this install a second time it should not cause any
problems, but it is not necessary.

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Annual Data Collection Citrix Setup

After Citrix client is installed

Congratulations! You have successfully connected to the OPI-CITRIX server and are ready to
begin your work.

Log in using the user name and

password provided to you by the
Office of Public Instruction. Leave the
Domain as MTDMZ. If you cannot
find your user name and password call
the OPI Help Desk at (406) 444-9444,
choose option 6 and then option 2.

After you log in you will see the Annual Data Collection application icon in this window. You
may see other applications as well. Click on the link “Annual Data Collection.”

Annual Data Collection opening screen

If this is the next screen you see, you are ready to test your printer and begin data entry.

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Annual Data Collection Citrix Setup

Click Continue

The first time you use any Citrix application, you will see this message.

The purpose of this selection is to allow access to the Citrix client software that you have
installed on your computer. Select Full Access. This does not give the OPI or any other entity
access to any other files on your hard drive. Depending on whether you ever want to be bothered
with this message box, choose any of the options under “Do you want to be asked again?” Click
OK.

Testing Your Printer

The first time you log in, you will see this screen for testing your printer. Once you have
successfully tested your printer, this screen will no longer appear. If you have printer problems
and must contact the OPI, you will still be able to do data entry while you wait for the problem to
be resolved. Click the Printer Not Working button to continue. You can return to the Printer Test
screen at any time by clicking on the Help button on the Main Menu.

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Click here to test your printer. Follow

instructions to complete the printer test.

When the printer test is finished, you will

be returned to this screen. Choose the
appropriate button to continue.

If your printer test is successful, continue with your data entry. Skip to the User Manual section
for instructions on using this software.

If the printer test is not working, contact the OPI Help Desk. Use the instructions in the next
section to help you determine which printer driver you have before you contact the OPI.

Identifying your Print Driver

IRIS is designed to work with your locally attached or network printer. If you experience
difficulty printing, it may be because the IRIS server does not have your print driver loaded. If
you have problems with printing, please call the OPI Help Desk so we can assist you in
identifying your printer and arranging for the correct print driver to be loaded for your printer.
The Help Desk can be reached at (406) 444-9444, select option 6 and then option 1.

To find out what printer you have set up for IRIS, go to Start in the lower left corner of your
screen, choose Settings, Printers.

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Double click on the printer with the check mark on it. This is your default printer.

Click the Printer menu and select the Properties command.

Click on the Advanced tab, or the Details tab depending on your computer.

Your printer is listed in the Driver box. We may need this information to activate your printer on
the IRIS server. Please be ready to give us this name exactly as it appears in the Driver box.
This includes spaces and capital letters. If you have problems, please call the OPI Help Desk at
(406) 444-9444, select option 6 and then option 1.

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