One.IU: Getting Started

Recording of a Previous Session

Description of the following video:

>> And welcome to today's presentation of One.IU Making the Switch. Glad you could join us today. I am Jessica Samuel with IT Training. And I'm going to be helping out today. But, more importantly, I have with me two presenters from the One.IU team, Eric Westfall, who is a manager at Enterprise Systems Integration.

And we also have with us Ryan Valla, who is a business analyst and a team lead with the One.IU. So they will be presenting the majority of the content today. I am going to cover a little bit of housekeeping here at the top. And you'll see there are a couple of polls on your screen which you can go ahead and start to fill out as I talk through some housekeeping.

Feel free to use the chat window today throughout today's presentation. Keep in mind we do have a large group. So we have about almost ninety already. So, I'll try to cover some questions in chat. We may ask a few to presenters as they're going. But you can also hold some questions until the end.

We'll be sure to leave some time for Q and A at the end of today's session. Also keep in mind that you will want to have a strong Internet connection for today's session whether wireless or wired. If you do happen to lose your connection and drop out of the room, you can rejoin it very easily by just hitting the URL which is and you'll get right back into the session.

And we are recording today's webinar as well so you can watch that again later or share it with friends and colleagues. And I will be placing that recording link in the chat toward the end of today's session. If you're having any audio issues, you can visit the KB article that I just put into the chat.

And that way you can troubleshoot any audio issues that you might be having. But hopefully you're all with us, can hear and are ready to learn. So I see we have quite a few staff and some undergrad students and some people from the faculty and as well, so, welcome everybody.

And quite a nice spread as far as experience with from what I can tell in the poll. OK. Well with that I think I am going to go ahead and turn it over to Eric. And Eric's going to provide an overview of the project. And then Ryan will go through some details.

So I'm going to go ahead and turn it over right now. Great, thanks, Jessica. Bringing up our screen here so everybody can see what we're talking about today. As Jessica, mentioned my name is Eric Westfall. And I am the manager of the team that works on I'm also what we call the product owner.

So I listen to you know the feedback we get from the community here to try and help make the product better. So we would love to hear feedback. We take all our feedback we get very seriously. You know we own the product. We developed it at IU. And so we can make changes to make it better.

So, you know, when we get to questions and Ryan will actually show you how you can tell you can submit feedback to us. And we'd love to hear that kind of stuff and we enjoy it and we try to do what we can to make One.IU the best experience for people here.

We're going to talk about a few different things today. We're talking about you know why we created One.IU and what role it plays at the university, how it was designed to work, how to find the key navigation features in One.IU, how to view, search and launch tasks and sort of what are you talking about managing your favorites inside of One.IU as well, how to use filters, how to use preferences, how to submit ratings and reviews.

And of course we'll make sure we have enough time at the end to answer questions. And I think probably I know there's a chat in the training room. Feel free to ask questions as we're going through. We will try to address those actually as we're talking. That way we don't have to kind of wait till the end for that.

So feel free to ask us questions if you haven't. I'm just going to start a little bit by talking about what One.IU is. We've tried to make it fairly simple and really the purpose of One.IU is to serve as the university's new directory for online services. So we really intended it to be that one place to go to find the services that you need.

Now, if you've been at the university for a while, I saw we had a number of staff and some faculty as well. I'm sure at least a number of you have been at the university for a while and you may say you know one place to go that sounds very familiar to me.

I've heard this before, right? That sounds an awful lot like OneStart. So if you've been here for a while, really if you've been here just for a few years you've certainly used OneStart. And based on the poll result, I think there's a number of people that are that are still using OneStart and haven't made that switch over to One.IU yet.

So, our job here today is to give you the tools and the knowledge that you need to make that switch. And I think you'll find that it's hopefully not a very hard change to make. And you've still got a couple weeks before we turn off OneStart. So you still have time to to make that switch.

And Ryan will talk a little bit later on. He'll take you through how to use One.IU and give you some really good tips on how to make the most of your experience with it. And so OneStart's been running here at IU for fourteen years. So it's had a pretty long life and it served us well throughout its life here.

But, of course, you know over the over the thirteen years you can imagine we've got a lot of feedback about how it works and how it doesn't work. And really a lot of that feedback has been around the fact that there's a lot of information in OneStart. And it can really be hard to find what you're looking for.

So you know when you go into OneStart even though we say it's you know one place to go, it's really a lot of different places to go. There's there's links across the left and different sections on the left. There's tabs across the top. When you click on one of those tabs or one of those sections or links, you get a page that may have you know for five other different sections of links.

There is not know you have to kind of read through these to figure out what you're trying to find. I mean it can be it can be kind of hard for a user, especially ones that are new and haven't been here for a while. If you're staff or faculty and you use OneStart, you may come in knowing where to find everything that you're looking for.

But it's important also to understand I have a lot of new people coming in every year, especially students. And we get a new crop of students fairly frequently, and they have to learn from scratch how to find the stuff they need. Not to mention when you have a large organization where you constantly get a new staff or a new faculty.

And giving them an experience that helps them find the services that they're looking for is quickly as possible is really important and that's a lot of the feedback we've gotten over the years is to just make it easier to find things. Now you see it here on this on this screenshot that OneStart does have a search bar.

But it wasn't used very heavily and the search feature didn't really work all that well. So, you know, even though we had search incorporated in OneStart it really wasn't a core feature and it really didn't provide the best experience possible. So if you're a new user coming into OneStart, they're looking around like, "Wow, look at all these links." You know I'm really just looking for.

How to how to pay my bursar bill? Where did I go in here to find that? And that kind of a problem is really the problem that we were trying to solve with One.IU. The feedback that we got was just it's really just too hard to find what I'm looking for inside of OneStart.

If I know where I'm going, if I have been there a bunch, I can find it. But if I'm new or that's just something I haven't used that often then it may be hard for me to either remember where it is or to find it in the first place.

What people have to do is to call a support center or they have to go and use the knowledge base and have to rely on external information to help them navigate the OneStart system, etc. Another issue with OneStart is that it really didn't work well on mobile devices.

You can see this is what if you brought up on your phone right now, depending on what size your phone was, you would see something like this. You see how small those links are? You've got a kind of zoom in. You've got to pinch the screen. You know you got to move things around in order to be able to click on these different links in there and it's really not a very mobile time experience.

Nowadays it kind of goes without saying a lot of people have mobile devices. They have smart phones. And they use them to browse the web, to use services on the web. It was really a barrier that we did not have a good mobile experience on OneStart. That was really a big issue that we were trying to address with the creation of One.IU was let's see if we can make a better experience here.

So we thought about it. We took the years of feedback we got. And we said, "What can we do to provide a better way for people to find what they're looking for in the services here at the university?" And we came up with what we thought was a pretty simple model.

We want people to search for what they're working for. We want them to click on what they want to go to. And then we want them to be done. Kind of our motto is "Search. Click. Done." And Ryan will talk about in a little bit, once you have your favorites set up, it really just becomes click, done.

So what are the minimum number of steps we can have for you to be able to get to what you need. And we get this inspiration from the way people find information today. If I ask you a question and you don't know the answer, what are you going to do?

Probably you're going to Google it, right? You going to search for it. So, if I asked you what's the what's the capital of Peru, you may not know the answer. If you don't know the answer, you probably just go to Google. You'll type in what's the capital of Peru and it will tell you the answer.

What you are probably not going to do is go to Wikipedia and click on the The geography category and then the continents category and South America category and then click on Peru and search the text of the Wikipedia page for Peru to find its capital. And then finally you say the capital of Peru is Lima, great.

Now that was not a very fast process and that's kind of what the experience of OneStart was. You got to click on the services tab or one of the tabs at the top. You'd click on the section on the left. It'd bring up some other page. Kind of a search through the links to find what you're looking for.

It really wasn't a very fast way to get to where you're trying to go. So we really do inspiration from the search mentality that is really just instinct in a lot of people because we've lived with this technology for a while. Additionally, we drew inspiration from Kind of what we call the app experience or the app store experience.

And it's not really a perfect analogy, but you kind of see it throughout One.IU and how we show you the results of what you're searching for. Things kind of come up in a sort of a tile based or icon based result set. So if use a smart phone, you go to the Home Page on your phone you got a bunch of icons.

You know you click on what you want to go to and it takes you there. If you don't remember which page on your phone that icon's in then you might search for it. So we drew inspiration from kind of an app store like approach when building One.IU as well as providing the ability for people to write reviews on the tasks and services that are inside of One.IU.

And I'll show you that a little bit later. As I mentioned the other really important thing, we needed to make One.IU work well on all the potential devices that our students, our staff, and our faculty might be using on a daily basis. We knew this was important. And that's really no secret that mobile devices are bigger now and a lot of people use them to do a lot of different things, so we wanted a great experience on mobile and on tablets and on the desktop.

So we really built the system so it would scale appropriately to work well across those different devices. So you can go to One.IU on your phone. And you can find all the same stuff on the phone. And you can even download our IU mobile app from the App Store and it will...launch that and it'll take you into One.IU as well.

So that was really important to have that solid mobile experience because I knew it was important. I can kind of show you by looking at our at our numbers in Google Analytics, which is where we track the information on how people are using the system. We take a look at it.

We can see that right now this is live One.IU production right now. You see that forty percent of the usage is on mobile. So it's not quite half, but, of course, it's getting close. There's a pretty large percentage of users on a mobile device. So you can kind of see how important it was to make sure that experience was good and that experience was easy.

And that was really a big part of what we did. So I think at this point I'm going to turn it over to Ryan. And he's going to kind of take you through a demo and talk about the different features of One.IU. Thank you, Eric. So let me go ahead and instead of going back to the Power Point I think sometimes it's beneficial just to show you a live example of how I use One.IU.

So, I'm going to go ahead and set it up like I'm a brand new user. So if I come to One for the very first time, I come to this screen. Now. In the old system with OneStart, you would have had to have been at one point told that the first thing you do is log into OneStart, click the third tab down to get where you want to go.

Well One has some features built into the front of the system to help with students and staff getting to things very quickly. the first thing you'll notice is the search box in the very top right corner. This is obviously the core function of our product. And we want users to not have to feel like they have to browse multiple steps.

That they literally can just simply go up here. And if I was a student, for example, and type the word "grades," I can immediately get to the grades within the system. Another example would be classes. Again, simplicity of search. Click. And just simply being done. Now if go back to the page and I use the same mentality that we had in OneStart, and say I decide I don't want to search.

You can see there is a most popular and also a highest rated section. The most popular is the most popular within the last seven days. Now because the system right now doesn't know I'm a staff or student, it's going to bring up Umail at the very top. For any one of those who don't know Umail is utilized only by students.

It is not utilized by our staff. So students that come to the system immediately know exactly what icon to click on and can simply move on. Now look through an example. Imagine that it was the first week of school. What do you think would be the most popular?

Well, if you're thinking scheduling classes, you're right. We noticed that during the first two weeks of class starting, that task naturally came up to the front making it a lot easier for students to schedule and find what they're looking for. Now that makes sense for students, but what about staff you might be saying.

Well, we'll cover a little bit of how to add some changes, add some filters to make a little bit better experience for staff and faculty. One of the feedbacks we get is, " this is great for students!" And I want to emphasize that. Yes, this initial might be directed towards students but it's also designed for staff.

In fact, in a while you'll see here in a little bit there are several features that really were designed specifically for them. So let's go ahead and use a staff as an example since the majority of people on this webinar are staff. So if I come here, and initially I know that email is not what I use as staff, I might come to the top and simply type in the word, "Outlook." Because that maybe is what I know that you know it's of the mass.

Because I might use an Outlook program, it immediately comes to the top with email exchange. Now. I simply could have searched, clicked and got to my email. It's designed to be that quick. Well, let's say I don't know its Outlook and maybe I called it something different. Maybe I call it Exchange.

Well. You notice that the results still populated. Again. This is a pretty specific search term. Because I actually knew what it was called. Now knowing what it's called is probably the largest stumbling block within One.IU. Now. People might say that's a concern, but you gotta remember back to when you initially started within the university, everything had to be walked through how to get pics for the first time.

You had to be told login to OneStart. You had to be told to go to the third box down. Had to be told to click the third link. And so some of this is going to be a little bit of a learning curve. I'm just realizing what things are actually called.

Now. I bring up a lot when I do certain trainings like this a problem resolution timeline. And what I mean by that is in today's world of OneStart, if you have a problem. How long does it take you to get to a resolution? Well, if today you have a problem with OneStart, really the only solutions are contact a colleague, contact support center or, contact your boss directly.

And there might be few other results, other ways to get information, but really there's a kind of level of "How do I get a resolution? I have to wait on someone else." Trying to figure out stuff yourself can be quite difficult. So with One.IU, we're trying to minimize that problem resolution timeline to make it so that you can actually start your issue yourself.

Now you still can use contact a colleague, contact support center if you decide to, but really you want to try to find a way to make things a little more efficient. So, yes, let's go ahead go back to this example. And let's say the user doesn't really know it's Exchange and doesn't really know that it's Outlook.

And maybe they just don't even know it's called email. Maybe they just simply type the word mail. The system knows that there are several things in the system that might be what you're looking for. Now. If I'm a staff person and no one's ever really told me what to click on, I might come here and still click on the email.

When I click on it, I'll get an error message just saying this is something I didn't have permission to have. Or I don't have an email system set up. What you look at this from the Google lens, you'll quickly go, "You know what? This isn't probably what I wanted." And so all you'll simply do is close the tab and try the next one.

Now this example you quickly see that I found what I'm looking for, which is the email. Again, this is a longish process within One, simply understanding what things are called. We're trying to go back to the philosophy or the mindset that it doesn't matter if you're a middle schooler all way to a young professional, if you have the Internet access and someone asked you a question, you're going to google it.

And so with that Google logics, I've now found what I'm looking for. So, if you notice in this example, that timeline of problem resolution has been very short. I was able to pick a very general term like email and with only a few clicks I've been able to find what I was actually looking for.

Now. As students we get feedback from, they're OK with searching all day, every day, over and over again. They have no problems typing in "Classes". Clicking on the classes. They have no problems typing in "grades." Clicking on the grades. This is something very intuitive to their culture. And so for them to do it all day, every day is not an issue at all from a general standpoint.

Now as staff or faculty, I really don't want to search all day every day. And so this is where a feature that we built with backing staff in mind. So let's go back to our example of email. So I've gone to email and I found the task that I was looking for.

So if this is the task I'm looking for, I've searched, clicked, done. Now, say I want to come back to this e-mail a different day. What feature I can use is our favorites. So you know there's two buttons here. I for information. And the heart for favorites. As a user if I click on the heart, it's going to prompt me for my CAS authentication, so that the system knows who I am.

Once I log in, you notice those hearts are now filled. What I've said to the system is, "Hey, this is something that I want to use on a more regular basis." Let me put a heart here so that I can come back to very quickly. So in this situation, I've launched email.

I've done the task I needed today. And I've ended my work day. So I've ended my work day. And I come in the morning and I say, "Hey, you know what? I need to check my email." You don't have to search in this case. Because if I go to the home page, you're going to notice where you're on the top I'm going to have my email now.

If the only thing you get out of this training today is really understanding favorites, you really are going to get a lot of value in One.IU. So now that I've favored an email, this is now right in the front. So no longer am I searching. I'm simply clicking and being done.

Now some of you might say, "Well, look, you have several tasks there." And what I have twenty, thirty tasks. And I want to check email every day but it's on the very bottom. I'm glad you asked. So you have actually got another feature in here where there's an edit button.

So if you notice next to my favorites once you've logged in, there's a big button that's red that says edit. If you click on that, it can change all your icons in your favorites to big giant red Xs. Now. Think in this step here intuitively, if you want to rearrange these tasks, how would you do it?

Well, if you're thinking drag and drop, you're absolutely right. Very similar to IOS devices or also Android devices. So, if I simply click and hold, I can actually move the task in any direction in any order I choose. So I can say, "You know what? I want my email in the top.

You know, I actually want to search for some new items at the classifieds. And you know what I need to take some more PTO. So I want to leave both at the top. Not a happy order. I created my own interface that works most efficiently for me. And I could simply hit the save button.

Now again. I ended my workday. I come back in the morning. I go to the home page of one One.IU. And you notice it's in the order that I actually set. We designed this because OneStart had a little bit of the logic of "you need to work this specific way." We realize that everyone has their own unique way in all the tasks that they use on a more regular basis.

And so we wanted to be really good place to go, one place to go. Not that I have this, you can see how to build this interface however I feel that is most necessary. Now, if you happen to exceed, let me go ahead and add a couple extra favorites real quick.

If on your home page, if you want to add a bunch of favorites here. If for some reason you have more than twelve favorites listed, when you go to the bottom you actually see it trying to see more here. So if you ever come here and say, "Where is my favorite?" Go ahead and simply click to see more buttons and it'll display the remaining favorites.

So with favorites in mind, we've talked about how to heart something and also how to edit. Again, if you really understand this is part, it will really help you get your system set up correctly. All right, so now that we understand favorites and we all feel like we can be comfortable with it, let's go ahead and pull up another way to enhance search.

So we talked about by typing mail you get a lot of results. Let's use a different example. Let's go ahead and type in the word "calendar." So when I search for calendar I'm going to see a lot of results. If you guys look closely, you'll see really quickly that some of them are the same, but the actual campuses are actually different now.

As student, the feedback we get is that they are very comfortable with this. They will quickly see that I need to click on this campus, launch it, and move on. So for them it's still search, click, done. But as a staff person, maybe I actually want this to be a little bit more narrow, a little bit better focused.

So that I'm not constantly trying to figure out what I'm looking for. So you might have noticed on my right hand side, there's two different categories. All are IU campuses and all roles. If I click on the all IU campuses, you're going to see a list of all the different campuses across Indiana.

So that's a sample. Let's go ahead and just say you work from IU Kokomo. If i click on IU Kokomo, you notice really quickly that it removed all tasks that were not related to that campus. It's trying to make it easier to search and what you find. If you leave this page and come back to it, Kokomo will still be there.

The other thing you'llnotice is that there's a roles category. So not only can you filter by campus, you can also filter by oosition within the university faculty, staff and students. So I'm going to go and click on staff as an example. And I want you to pay attention to the my class schedule in the front of the screen.

If I click on staff, you'll notice that my class schedule disappears. Well, it disappears because you're not a student. You've clicked the staff. But you can do a combination of staff, faculty. You can do any combination of the three because there are some people that do both. If you ever want to remove it and go back to the original settings, you simply go back to it and uncheck boxes.

Same thing comes with regional campuses. So now that we've talked about favorites. And now we've talked about how to enhance search. Let me go to show you a little bit more in detail about what's inside a task. So let's go to the home page. And let's go ahead and type in KFS as an example.

KFS is Kuali Financial Systems, which some people use here in the university. You notice really quickly I have several results. The first one I notice says authorized users. That tells me that most likely that it's probably an admin system or I have to have some special permissions use it.

If I click on it, in this example, I'm going to populate an announcement, I'll come back in a second. I click on this, you notice it says, "You do not have access to this page." H. This is because I'm not an admin. Now remember we talked about the problem resolution of how to make things faster.

Using the Google logic, I'll realize that I used to have access to the system. Maybe something's wrong. So let me go ahead and close tab. Go back to this version. And you know what? I'm going to try a new one. And maybe the purchasing of the one I want.

I click start and then I quickly go, " this is the one I'm familiar with." I guess this is what I actually need. So now that I've known that I can continue to task throughout my day. And before I leave the day, I'm going to go ahead and favor this.

So that way, I don't have to search for it in the future. Now again, we're going to go through that analogy. Well, not analogy, but the scenario of I finish my work day, I come back to the home page. Notice again. Once I hit see more, they're going to have additional tasks.

There it is. And you're seeing how over and over again there where we're trying to help you build an interface that allows things to work more efficiently for you. But this is part of a longish process again within One, but you can notice that within only about five to ten minutes, we're already starting to build this interface.

Right. So now that we've seen how to enhance search a little bit, and we've seen how to favorite, again I want to go inside the task. So here's the purchasing path we just referred to. And I want to go ahead and get a little more information maybe before I even watch it.

I click on the I for information. It's going to bring me inside the task. Inside the [INAUDIBLE] you see a lot of information that might be of value. The first thing you'll see here is an announcement. The Announcement feature was built with the mindset to give information relative to that task that might be going on whether or not there's a system down or there's a common error or common issue.

Different things that the publisher decides to announce. But I want to see it again. I can simply hit dismiss. The next thing I'll see is description. Description is going to be what you think it is. It's a brief description of what this is supposed to take it to.

This is also a big part of our search where this is part of the information that will come up to the top when you type in the key words. Now on the right hand side you're going to see a resource and support. So going back to our timeline of problem resolution, if you remember correctly, remember before if you had a problem in OneStart, you had to contact typically a colleague, your boss or you had to figure out, "OK.

[INAUDIBLE] or than one, you actually have all [INAUDIBLE] within the information section. Here you can come and that there's a support form. There's contact. There's all sorts of training materials. Anything that the publisher decides to get to you. So now you've narrowed that problem resolution timeline on certain issues yourself.

But now I can't emphasize enough that you can still go to a colleague. And you can still go to your boss to get those answers just like you would with OneStart, but now it gives you a good option actually to resolve things quicker. So now if i keep scrolling down, you can see a screenshot.

[INAUDIBLE] understand what they are. And I just remember what it would looked like before. I can simply click on a screenshot. Say, "That's what I did before." And now I know our map. Now I talked about favoring with the heart. There actually is another area to favor it right here instead the details page if you're within the site.

So I can simply remove it. Simply add that favorite back to my home page. So going back to the start again. We understand favorites. You understand how to edit favorites. You also understand that the hardest part within One we believe is actually understanding what things were called. Now we built this system to be intuitive, to try to figure out based on what you think it is simply typing what it is.

We also added see features like filters in the marketplace. The markets over here. All the campuses here and also roles. So now we've found ways to make the search a little bit better and a little bit more enhanced. The last thing I want to talk about...
>> Jessica: We do have a question and I'll just ask one question here and we can keep going.

A question about notifications. Are we going to talk a little more about notifications later?
>> Eric: Yes, absolutely. OK. All right we have a few questions about notification. So we'll just flag that to talk a little more about that later on.
>> Eric: Wonderful. That's actually the next thing I was actually planning on going to, not sarcastic aside, so that's a good transition.

So we've learned how to filter. And so you've learn the roles. Now I'm going to bring up some common questions that we get about different tasks during the transition of OneStart. One of them is notifications and action list. So if you actually type in an action list. You'll notice that there's a tab for your action list.

This is what was formally in the top of the screen and also known as notification. So notice the first thing about this task is that there's a number right here in front. The number in the front indicates how many action items I have total live in this moment in this browser.

At any time if you want to update this number you can simply refresh the screen. And every browser is different. In this one I can simply hit the refresh button on the top. Some of them you can take Control R or Command R. Those are just technical things that you can learn yourself.

But if you are in doubt you simply can click the One.IU to refresh the page. Now I am going to have this and say this is something I use on a regular basis. If you get to thinking with me, I'm going to say I'm going to favorite this so that I always have it up at the top.

Let me go back to my home screen and we'll work from there. By clicking see more, I have's right here. Let me go ahead and launch it. By launching it before, you might have seen a pie chart. The pie chart was created by the action list team.

That actually was a graphical interface. That really kind of just gave a pleasing eye to what you had available. But we really were getting a lot of feedback that wasn't providing much value as we had anticipated. Now on the right hand side, you did notice that there were hyperlinks with the different things broken up in different sections.

And so they realized that there was a value add. So they actually put it into this product. And they did that by clicking right here where it says filter by document type. So it's no longer right in the front. But with a single click, I'll actually be able to see what type of action list items I have and what categories.

So that feature was moved into the actual action list directly. Now I don't have a lot of different action lists. I don't have one here from this punch time. But you can see that quickly there'll be multiple numbers here based on that section. So that feature that people are really excited about having everything broken down has been [INAUDIBLE] action list.

I'll take a pause right here to ask if there are any more questions related to the action list.
>> Jessica: We don't have a question about the action list but I'll wait for people to type. We had a question about the notifications app. And if there's any way to see notifications on the home page without going to the app.


>> Eric: At this point the action list and the notifications aren't built into the app itself. It actually is an actual task. However that is a feature that had been requested and so that's something that a team is looking to maybe potentially add at a later date. So, for those that are asking about notifications I assume probably are thinking of the notifications tab in OneStart.

That would show you the number of items you had in your action list. A lot of people maybe just know to refer to it or think about it is as Notifications. But what it actually is is something called the action list, which is where you know you have to review and approve things.

So as Ryan showed, inside of One.IU there is the actual list task. If he logs it I don't know if...did you show that, Ryan? When you login you'll actually see the number of items on the tile. Can you show that? Yeah. So it's similar. The difference of course is that it's not always up there at the top.

And that is definitely some feedback we've gotten. So I would expect at some point in time we will likely address making that a bit more visible. Right now, you have...the best thing to do if you use the action list a lot is to favorite it. So it's always there in your favorites and you can see the number of items that you have in your action list if you're logged in.


>> Ryan: And if you can see what I'm doing in this room right now. If this is something that you do as a part of your every day work experience. You can easily move it up your favorite list. That way when you come in the morning and you have your back to your home page.

It always will be the first thing you say. Great question! Thank you. Are there any questions related to action list before we move on?
>> Jessica: We have a question about time sheets. Timesheets that were in the action list although it's called Kuali time. So Nancy has a question about that.

Eric, I don't know if you are familiar with specifically the timesheet.
>> Eric: Yes, I'm so... If you're a time sheet approve, then, yes, they will show up in your action list. And I'm not sure if that's the question, but, yes, time sheets will definitely be in there. Now if you go into your action list and you click on one those times sheets it will take you into the Kuali time application to actually review the hours and approve it.

Which will be the same the same experience that you're used to if you've been approving time sheets for a while.
>> Jessica: A lot of the questions about if it's still there and my default answer is always yes it's there. So on a search it should come up. And it will launch the application if not the exact same then very similar once you you know exit the One.IU interface.

One.IU is just helping you get there.
>> Eric: Correct, the services are just moved into a new interface.
>> Ryan: The action list, like Eric said, if you actually hit the number on the left hand side, if you're used to using it that way, will actually bring you right to where your approval or change would be.

But if you actually want to access Kuali time, going again back to the Google mindset, you simply type Kuali time. And you notice that there's a tab that's right here for Kuali time. If I launch it, you actually see the time sheets that I'm responsible for.
>> Jessica: We have a few questions.

Mia, Elizabeth and Nancy have some questions. And I think we can go ahead and keep moving, Ryan, to your next topic. And I'm going to mark these down to make sure that we review toward the end when you're wrapping up. If that's alright with everybody. Wonderful, thank you very much.

And again we really appreciate questions. We're here for you. So if you have questions, please let us now.
>> Ryan: So, there's a couple more features that I want to share within One.IU. Now going back to our home page. From our starting point, favorites is probably the most effective and most beneficial tool that again if you get nothing out of this training today to really understand that.

The second thing we talked about was that the filtering allowing us to apply different campuses in different roles to help narrow our search. The next thing we learned about was how to give a little bit more information. And if I have a problem with the task, what do I do.

So since we talked about action lists, let's go ahead and click the [INAUDIBLE] action list. And just going to look over to get back inside it. Well. At some point there was what's called announcement on the task. Now I can actually see all that happens by clicking the Options button I quickly dismissed Announcement.

And look, there's a little description about our chart that we just discussed. So if you haven't clicked on annoucements yet, that will display now. Inside here again we have the resources and support if I have an issue with the action list. But say I've used this actually for a while.

You know what? I really love the product. Well we wanted to wait and give you feedback to let the publishers know whether we love a product or really don't like a product because your feedback does matter to us. So inside the information page, if you sscroll down we here have a thing which is called a review.

Here we can simply click right to review. And we can actually rate this app within the university. Anyone that's ever tried to get reviews or feedback or surveys done will really appreciate this feature. Here we've given you a medium to publicly just express how you feel about the product to help make it better.

So in this case if I decide to give it a five star, I could say "Easily easy to use," or whatever thing I decide to put. Once I do that I can simply hit submit. And then now it makes a public way of saying, "Hey, this product is ease to use." Now the only thing we ask though is if you decide to give something other than a five star, please let them know why you didn't give them a five star.

Because if you don't, that doesn't really help them benefit the product. Now again, a one star and a five star are just as valuable to a publisher. Because it's giving them live feedback to constantly improve the system. So to review function I definitely tell people to take advantage of.

And really don't just give the one stars but also give a five. Because we do want to let our publishers and our developers know what they're doing is doing quality work. So this feature you can very much take advantage of.
>> Jessica: Just to clarify, I like to make sure that we say we are rating the product, the actual application and not how the task looks in One.IU.

You can send feedback about how the task looks or information on the task to the One.IU team. But the ratings are specifically for that application.
>> Ryan: Right and then on top of that, they're just really early reviews of the product not a technical thread either. So if you're having a technical issue with the product, the resources support is the most effective way because you can get directly to the user and get the answer you need.

Reviews are once you've used the product for a while to really give them honest feedback on how to improve the system or tell them they're doing their job. Thank you. So we have about two more things to cover because we're going to take a lot of questions at the end.

The next one I'd like to talk briefly about was announcements. So I want to show you a little bit about that. Now in OneStart, let me go to my OneStart page. When you went to a page, you might have noticed little box in the very top that most people could pretty much would ignore.

Now we've got a lot of feedback that they ignored it just because they are so much information on the page. And so we go when we move this to One.IU, we just want to make that a little better. So going back to our One. I'm going to go ahead and go to an example.

So in this part I'm going to bring up our task, which is to OneStart retirement. You might see a number in the upper hand corner. This is an announcement that's put there by the publisher to let you know that there's something going on. So in this example I have one notification on this product.

When I try to watch it, now we're going to bring an announcement to the front to let you know that there's something going on within that task. Now as a user, I might say, "You know what? I don't want to mess with this." And I can simply hit start move past.

We didn't want to stop the user, we just want to pause the user and say, "Hey, look. There's something that might be of value to you before you launch the task." Now, I've seen this before. Again I can simply hit dismiss. That way the next time I come back this task is not going to show me that announcement.

The last thing that I want to show you is how to give feedback. We talked about reviews being how to review in the actual task in the product. But say you have an issue with One as a whole or you want to just let us know that we're doing a great job, which we much would appreciate.

You can actually go under your name up in the upperhand corner and you can click a send it back button. When you click the send feedback button, it will give you a couple different options. You can simply put, "I can't find what I'm looking for. I need help or general feedback.

All these we route through our support center and then escalate to the One.IU team when needed. We want to make sure that we answer your questions as fast as possible. So please, utilize the send feedback button and let us know how you do. I can't emphasize enough how important this feature is.

Here at IU we develop it here locally down in Bloomington. And so your feedback really can make a difference. So please, use this feedback. So let me go back to the homepage. Now I want to go ahead take another pause to open it up for questions before our last feature.

There was a question about having the feature banner. Etc. I think that's a question. So say you're using the home page on a regular basis and really you're not comfortable and you don't really want to see this rotating banner on a regular basis. How do I remove that?

Well, once I log into the system by clicking the hello Ryan or whatever. There will be a sign in button. I can actually click what's called preferences. Now. If I click on the word "preferences", I have a couple of options to make things a little more permanent within my interface here at One.IU.

The first one you'll see is "always open CAS in a window or a new tab." What means is that when I launch any task within One it will actually open a new window and not replace the existing. The second you'll see here's the default campus. This is where you can make a little bit more permanent of "Hey I'm always on this campus and I really want to see tabs for what that feature." The third thing is what the question involved was which is hide the feature carousel.

If I check this box and hit save, you'll notice that feature carousel goes away. Now. Every time I log into the product I will longer see that feature. Good question. Thank you.
>> Eric: OK, there are a few other ones. There is a question that Margie asked. "Is it possible to open more than one task at a time?

For example, HR [INAUDIBLE] and email.
>> Ryan: So in that case you first go to the first step that makes most sense. And I'm sure about HRMS e-doc. Do you know what that is?
>> Eric: Probably that one.
>> Ryan: So this is the HRMS e-doc that you are familiar using.

Once you click on it,it can open up a new tab. And I can simply go back to one because there's a multiple tab system. And then I can open up my email. So again typing "email". Knowing that it's my email. Now. I have a two tab scenario where I can jump back and forth.

Now every browser is different but some scenarios you can actually remove the tab from the browser by clicking and holding and bringing it outside. In case you're running with a dual monitor or something like that. Now it's a bit of technical of a trick to do. And if you have questions related to how to take a tab out of window, I recommend you reaching out to support for that one.

Good question.
>> Eric: We have another question about is it possible to go to an IU search screen. For example, in OneStart there is by the search bar I believe a button. Well, actually I don't see it there, but it mentions there is a place to search IU or Google.

And the answer to that is that in One.IU the search only searches within One.IU. It doesn't search Google. So there's not that particular functionality there. Now. Things like IUCAT, for example, would be in there as a task inside of One.IU.
>> Ryan: Good question. I was going through the questions.

I know there are a number of ones that we didn't address when they were first asked. And if you have different action Mia asked if you have different action lists can they all be located in this filters by docs. There are a number of action list questions.

There is only one action list. But that filter allows you to filter it by different types of documents. So if you've got time sheets or requisitions or, you know, I'm trying to think of other documents people might have. You know HR documents etc. That filter will allow you to kind of filter your document type, or, sorry, your actions by those different document types.

Other questions we had...
>> Eric: So Nancy asked, "What about all the employee stuff where we could see our paychecks our benefits and our taxable benefit stuff?".
>> Eric: Great question.
>> Ryan: So the question related to how do I find my benefits. Let's go ahead and use that as a new example.

So if I'm going to go to Google or using the Google mentality, I would simply type the word benefits.
>> Eric: And you spell it wrong first.
>> Ryan: My apologies. I literally type the word 'benefit' and I'm going to see the benefits that are available here at the university.

Now. You'll see so much. Tuition benefit. Open enrollment. Right here something that might look familiar to you which is the employee center. This is a screen that some of you might find familiar. Again, the longest part of a process is knowing what things are called. But you notice that it is within the top six results.

You should be able to find it relatively quickly. But if you want to go directly to something like your HSA, there's your HSA. And again emphasizing our favorites, once you've done this the first time, then you can simply hit the heart so that you can come back to it on a regular basis.


>> Eric: We had another action list question about...I think Greg D.H. asked, "I did not see the item count on my current version of the action list in One." And I believe that could just be the fact that in order to see that item count you do need to be logged in.

So you do need to go and sign in from the sign in menu that Ryan is showing over there to see that count because it needs to know who you are in order for it to be able to pull that number. That might be the reason you're not seeing it.

If you log in and you still don't see the number there then you can use that send feedback link and we can take a look at it for you.
>> Jessica: We do have several questions about where things are and my general advice would be just to search. And, if you don't see it, since we can't cover every single task that people might be looking for, use the send feedback and I can't find what I'm talking for feature if you can't find it on a quick search.

We do have a couple of questions about browsers and I'm going to let Eric talk to that. We've covered it in chat a little bit, but if you can give just overview of how the browsers work, Eric, that might be helpful as well.
>> Eric: Sure. So I think I mentioned someone was asking about I.E. and that it doesn't seem to work well with I.E. Older versions of I.E. have issues.

Like I think it's version nine or older. And I think the latest version is version eleven. Generally in terms of browser support, kind of a standard that's used across a lot of enterprise systems here at the university is at least for I.E. is the current version minus one.

So it would be IE 11 and 10 in that case. Is IE 12 out? I think so. I'm sorry we're Mac users here so we don't use I.E.. But we do have people on our team that use Windows so we do test it inside of Internet Explorer. If you do run into like a technical issue, related to Internet Explorer and you're using a more recent version, that would be a great opportunity to use that to use that feedback.

If you can't get to it because you can't get to it inside of One.IU, you can you can email us at But you have Chrome, Firefox, Safari and recent versions of I.E. should should work just fine. But if there are problems, yes, definitely please let us know.

There are no known issues that we know of, but it sounds like there's maybe some people that have had some issues with this. So that would be great for us to know the specifics of what you are getting in to.
>> Jessica: Great and thank you. And so I think one of the things we didn't cover yet, but I think would be really helpful too is, Eric, if you could explain the retirement process.

People can expect we are about two weeks out. And I should have said that at the beginning of the web because I know that's why a lot of people are attending. so she can cover their retirement passes and. So if you can cover task centers briefly I think that would be really helpful.


>> Eric: Yeah definitely task centers would be an important one. So yeah I'll talk about the retirement. So, OneStart is being retired on October twenty first. So that is... It's actually it's two weeks from today. So it's happening fairly soon. Just so you just so people know what's going to happen.

Whenever OneStart is tired. You know I don't. You know. We don't have a specific time that we're going to retire OneStart on the twenty first but once we flip the switch on it if you go to or any of any of the links within OneStart. If you happen to have, you know, a One Start link in your bookmarks for example.

You'll see a page that will tell you OneStart has been retired and will refer you to go to Daddy instead. So you know essentially that's how the retirement process is going to work is we are going to essentially flip a switch on our side. And you really won't be able to get into OneStart anymore.

So that's a pretty simple approach. And we've done a lot of work over the past few years to try to get everything from OneStart that needed to be in One. So we feel pretty good about where we're at with content pages [INAUDIBLE]. There's always a chance we missed something but we hope we got everything in there.

If we did happen to miss something, we can publish things very quickly at One.IU. It takes a few minutes for us to put stuff in there. So, you know, we'll be keeping a close eye once we turn off OneStart on the twenty first for any feedback we get from people if they're having trouble getting in.

And, in particular, if you know of anything that you use regularly that's not in there right now. Another thing we would suggest is to use that same feedback to tell us you can't find what you're looking for. So hopefully that answers the question about the retirement. And I'll let Ryan talk about task centers and what those are and how those work.


>> Ryan: So we have two more things and then we'll open the [INAUDIBLE] again at the very end. One is I am going to go ahead and go right to it when it comes to what Eric was talking about with the retirement of OneStart. We do actually have a task in One that if you type in OneStart retirement it'll be the first one you see.

If you click on it, we have an announcement that we just launched. A quick short video of how to be in One for the very first first time. You can simply hit the word START. And it's going to bring you a page which is You don't have to remember that.

You simply remember to search OneStart. And here we're going to provide you a little more information about the retirement. And also some troubleshooting things if you have any problems. The history OneStart, everything we talked about today. So just to tag onto what Eric said that if you want some additional information about retirement, please visit that task.

OK let me go back to another question we get on a regular basis. Well. We get people who say I liked One at first, but over time I'm having fifty sixty seventy tasks. And it's getting a little bit overwhelming. And so how do we address that? Now how we address that is that a lot of those reasons is because some tasks are used in the system together.

Let's go ahead and use travel as an example. So I click on the travel. I'm going to start a search actually. I apologize. So I type the word 'travel'. It's going to bring me different things that are involved with traveling within the university. Say I really need to use all four of these?

So I don't really want to favor all four of these. Some publishers have recognized that and so they've created what are called task centers. Task Centers are what you think they are. They are a collection of tasks. So, in this case, [INAUDIBLE] services [INAUDIBLE]. [INAUDIBLE] It knows that I [INAUDIBLE] a favorite to bring it to my top.

But also what I've done is I've created a collection for this type of task. Now in this example you've never travelled with IU. Let me show you a quick little how I use it here at the university. First thing you do is you have to launch what's called Travel Manage Services which is creating your trip.

Creating your trip actually gives you a trip ID and also a document ID number. But once you have that then you have permissions and approval book your hotel and book your airfare. So once I have that I literally then can come to IU hotels and look at that airfare.

Well, now that I have my hotel, then I need to book my airfare. So now I have the ability to click, click, click and create a little workflow to get things a little faster. Now a couple advantages also to the task center is putting things in my documents search.

Document search allows you to see where your approval is in the process. So, in this example, you have everything really related to travel that really is important from the general standpoint. Now there might be options or maybe some other things that might be or outside of this. But they created this task center to make things easier for the user.

Let me bring up another example. Another example might be [INAUDIBLE]. So if I'm a [INAUDIBLE] user, and really a lot of those tasks together. Again. Here's another example of having tasks grouped together for you. So if I type and 'irb' or [INAUDIBLE] I can actually see there's another task in here with the same kind of effect.

And then multiple things that I use maybe on a regular basis. And I simply can add favorites. And click on the home. And in a second. So if I go in here and now I have...I click 'see more'. I have [INAUDIBLE] right here at the very top accordingly.

Again making it easy for us to find tasks accordingly. Now we understand task centers a little bit, I want to give you a little bit of heads up on a future feature here that might well be coming here at a later date. [INAUDIBLE]. Again. That was emphasizing the fact that we have a development team here locally.

Wanted you to know we're always trying to improve the system and so at a later today we will have the ability hopefully soon to allow you to create your own task centers in a sense. We're going to look at naming it something. [INAUDIBLE]
Today you have a little bit of both.

The hope is that you eventually have different ways of organizing your information. I'm going to go ahead and open up for more questions.
>> Jessica: We have a few questions about log out times which I think could be I know that it's you know you have to be within the same browser.

And I think that if you have additional questions beyond the nine hour time out now that would be a good thing to send the If you have additional questions and issues with sign out times specifically within One.IU. I don't think that this team manages the admin system as far as logging in.

For One.IU you can send that feedback via e-mail. And Eric there are questions above. I saw that we had one about logging out of applications. If we need to logout. And Richard those will work just as they did before. So you can close application windows. But the ones that, if you're sharing a computer, for example, or have any concern, then it's always a good practice to log out of the applications that require CAS or any type of login.

Mia had a question about suggesting task centers and I think you answered that Ryan when you're describing. And as you scroll back there Eric and I are going to get a look there to see if there are some questions. I do want to cover just kind of closing details here.

You are going to see your screen shift a little bit. If you have to leave at eleven o'clock exactly, I only have the hour please do you fill out an evaluation for the event. We are going to stick around and answer some questions here. And I'm going to put in the additional resources.

The e-mail address for Is that correct, Eric? Yes. And of course the website URL. So, any other questions please feel free to put those into the chat. And the webinar recording will be available after this session you can find it on That is. [INAUDIBLE] I'll put that and the chat as well.

And it will be available on our site. And we'll open it up for some more questions. Well there are a few there.
>> Eric: There was one question about how do we delete a favorite. So are you do is when you see the task in your favorite, you just click the heart.

Again. Ryan is showing it right now. And as he's clicking it is removing it from the favorites. So that's how you delete a favorite. There is a question. Please tell us again how to group tasks to reduce the number of icons. I wasn't quite sure I understood that question.

Maybe that was about to task centers.
>> Ryan: Yeah. So yeah if you are part of a department that utilizes a lot of tasks for one function, you can actually have your teams make a request to create what's called a task center. However, at a later date we're looking at possibly putting a feature in there called favorite collections that allows end users to create their own.

But at this time if you do have [INAUDIBLE] tasks...Now, in OneStart you still have to click the log in, click the third box, click the thing over. In One simply have to just scroll down until you find what you're looking for.
>> Eric: And there was a question about whether a task can be standalone and also in the task center and the answer is yes.

And actually a task could be in multiple tasks centers. Yeah, so it's really up to the publisher of the task center. They can really put whatever tasks in there they want. They don't even have to necessarily own those tasks or be the publisher of those tasks themselves. There's a question of can you select two locations at once.

IUPUI and Bloomington? No, you can only select one campus filter at a time or all campuses. Trying to look through the list of questions.
>> Ryan: There was a question earlier about how you see everything. One of the you can do is you can... There are categories on the left.

And you can go into categories and look what's in there. But if you want to learn about what might be out there that you don't know about...If you want to discover some stuff that might be a way to do it. Our hope is that people don't have to use that a lot.

It's really there for the sake of completeness. You can go and you can browse through categories but we really really consider that that is not the main way that people will use this system. It's really more about searching and favoriting things. Because you know going through categories is very similar to OneStart.

Inside the category when you find what you're looking for in there. And some of the categories have a lot of things that. But if you really want to just look at everything, you can. You just want to come explore. You can go to the categories and you can explore.


>> Ryan: Are there plans to add the [INAUDIBLE] authentication up front as with OneStart. That is a question that we get a lot. So that's one thing we were discussing but that the team that manages Duo. You know if we did we would be able to incorporate it into the sign-in box up there very easily.

But we could potentially add a task for it. So right now there is not a task. To let you pre-Duo authenticate, I would say that systems that use Duo, whenever you go that system they will prompt you to do authentication at a point when it's needed. So you don't really need a lot pre-login to do it but I think we've learned a lot of people find that convenient.

So that's a definitely one thing that we are discussing.
>> Eric: So if you're familiar with doing that today, simply click on a task that requires the Dup authentication. That way you can login first thing in the morning and then it will stay for you. But right now to your next point Duo is only prompted once you click on a task that requires it.

There is a question earlier about how to get to documents services. Well, I don't think we actually have that in there but just the other day we reached out to the department that runs document services. So hopefully we will see something in there soon. I think right now you just have to go to if that's what was meant by document services.

Now if there's something that doesn't exist here, please again use the send feedback button and let us know. That way we can continue to [INAUDIBLE] a publisher. Now when in doubt if you really need to find something within the university post retirement and you don't have the ability to wait, I would recommend you looking in the knowledge base because here you'll probably have more of that information as well.

But again, always let us know if it's not here. But you can always use the knowledge base to get additional information.
>> Ryan: Were there any other questions, Jessica, that you saw that we missed? There are a lot of the chats I was trying to make sure we didn't miss anyone.

I guess in terms of the timeout, timeout should be nine hours, If you're experiencing it sign you out more frequently then that be something great for us to know because in the past we had some issues with the site where the log people out more frequently than that.

And we thought we'd done a bunch of work to try to address that. So if there are still issues with that, that would be great for us to know.
>> Eric: And that is a recent change. So we actually did have a shorter timeout in the past. So if you had a problem in the past you haven't had it in the future that because we extended that time out window.


>> Jessica: Thank you, Eric. And I think we covered most of the questions in here. We had a few at the beginning and specifically about the action list. But I think those are more specific to the action list rather than one.IU and you guys can correct me if I'm wrong on that.

If we didn't answer your question, please put that in now. You can just kind of copy and paste if we missed it. There was a lot of activity in the chat. We're trying to keep up with everything. If not, if your questions are answered hopefully you have a new level of confidence in using

To Erick's point, since we're two weeks out from the retirement, we encourage you to jump in immediately and start using One.IU exclusively and that way you'll know if there's something missing you can communicate ahead of time. And other than that if everyone is ready to go, then I'll leave it to Ryan and Eric if there are any last minute things.

I see Richard has a question about favorite groups. Right now though there are two ways to answer that question. I think I'll take a stab at it. But you can create your favorites. And then some task centers are already created. And the ability for users to create task centers might be on the horizon but it's not an active feature yet.

So the task centers already created and you'll get that efficiency. Otherwise I think that's kind of on the horizon as far as grouping favorites. And if you're ready to wrap up around Ryan and Eric please let me know. But we'll continue to just wait for a minute here to see if anyone has any final questions.

I want to make sure everyone is comfortable with the retirement process. So yeah, I just wanted to thank everybody for coming today and thanks for all the great questions. I think that some of those questions and answers will help eliminate a lot of things.
>> Eric: So as Ryan said on the screen you're seeing now you can go to and there is that little 5 minute training video.

That's great to share with your colleagues that they're still learning how to use It really tells them all they need to do. All they need to know in about five minutes. And if you need help or support you can use the send feedback in one.iu. Or you can email us at

So thanks a lot, everybody. Hopefully you found this useful.
>> Ryan: Thank you very much for coming.
>> Jessica: Thanks Ryan and Eric. And I don't see any other questions coming through so we'll be closing the room down here shortly. Feel free to either exit your browser to exit Connect.

Or if you're in the add-in, you can get hit the red X at the upper right corner. Thanks, everybody. Have a great rest of the day. And if you're here with us, you are going to see this screen shift to queue the end of today's event and I'll go ahead and end the recording.

This webinar previewed the switch to One.IU as the university’s directory for online services. With this recording, you will learn how to navigate the One.IU site and maximize your experience.