ACT WorkKeys - Online Reports Portal User Guide

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ACT WorkKeys Online Reports PortalUser Guidewww.act.org

How to Contact ACTFor operational questions regarding ACT WorkKeys :AddressACT WorkKeys Customer Service301 ACT DrivePO Box 168Iowa City, IA 52243-0168Hours of OperationUse the table below to determine when ACT staff are available.If you are calling on Then the hours are Monday – Friday7:00 a.m. – 7:00 p.m.Note: All hours of operation are central time and subject to change at ACT’s discretion.PhoneUse the table below to determine how to contact ACT.If you are Then call Inside the United States or Canada800.967.5539International319.337.1380Note: Emergency support is available by following the recorded instructions.EmailFor questions . workkeys@act.org 2021 by ACT, Inc. All rights reserved.Updated 2021.02QU70013.CJ6910

Table of ContentsGetting Started . 2Individual Score Reports (by Group). 10Individual Score Reports (by Examinee) . 13Individual Summary Score Report . 16Summary Score Report . 19Roster Score Report . 22Individual Score vs. Profile Report . 25Group vs. Profile Report. 28Registered to Test Report . 31Test Usage Report . 34Local Scan Instant Score Report . 37Invoice Report Paper-Based Testing. 40Data Export Report . 42Certificate Data Export . 48Test Data Export . 50Certificates by Certificate ID . 53Certificates by Testing Location . 55Certificate Count by Testing Location . 57Qualification Letter by Certificate ID . 59Qualification Letter by Testing Location. 61

Getting StartedDocument PurposeThis document explains the ACT WorkKeys Online Reports Portal feature, which is anapplication program that interfaces with the ValidusTM system. The Online Reports Portal iswhere various types of examinee score reports may be generated and exported to be savedand printed. This first section is the introductory section for getting you started using this featureand is a prerequisite to the specific report sections that follow, showing you the parameters (orfilters) to use to create each report.These are the procedures contained within this Getting Started section.Stage123456ProcedureLogging in and accessing the online reports portalOverview of producing a reportSearching in parameter drop-down menusRunning a reportSaving and printing a reportLeaving a report pageScores AvailabilityAllow two business days after scoring takes place for score reports to be available in the reportsportal. The score data for: Online test scores are typically available one business day after scoring takes place. Paper test scores are usually available two business days after scoring takes place. Paper answer documents that have been scanned by the site administrator using LocalScan software can have test scores available within five minutes after scanning takesplace for producing Local Scan Instant Score Reports. However, other reports will stilltake two business days.Specific Validus RolesThe Online Reports Portal feature is accessible only by the role of Portal Manager on theuser’s Validus account.Additionally, those site administrators using Local Scan software must have the role of PortalReports-Local Scanning to access those score reports in the Online Reports Portal. For siteadministrators to access the Career Readiness Certificate Reporting they must have the rolesPortal Reports-WKO, Portal Reports-WKO-Cert Data Export, Portal Reports-WKO-TestData Export, Portal Reports-WKO-Print Certificate, Portal Reports-WKO-Print Certificatesby Test Location, and/or Portal Reports-WKO-Qualification Letter.Supported BrowsersSee the WorkKeys Online Technical Specifications for the supported browsers as well as theother minimum technical requirements required for ACT WorkKeys.2

ResourcesFor more information, see the Online Reports Portal Guides section at the ACT WorkKeysAdministration website. There you will also find a document called Score Reports Available inOnline Reports Portal that lists names and descriptions of each available report. It also indicatesif the report is available for online test scores or paper test scores or both. And it contains linksto samples of the reports.Note: “Group” reports only apply to ACT WorkKeys tests taken online.Procedure 1: Log In and Access the Online Reports PortalYou received emails from ACT that contained your testing realm url as well as your logincredentials for the Validus system. If you cannot locate that information, please call ACTWorkKeys Customer Service. The contact information is provided at the beginning of this userguide.1. Enter the url for your testing realm, which will look similar to the example shown below, intoyour internet browser.https://vtc.act.org/123456789(The number after the last slash represents your site’s realm number.)2. At the Validus Virtual Test Center Login page, enter your User ID and Password and thenselect the Login button (or press Enter).3. On the left side of the Home page select the Reports Portal navigation menu.4. Sign In to the Reports Portal using the same User ID and Password that you used to log into Validus, then select the Sign In button (or press Enter).3

With a successful log in, you will see “WorkKeys Online Reports” and the contents of the“Report List” tab. This is the list of available reports for you to create. Refer to the reportsections following this Getting Started section for more information about each of thesereports.Notes: The section on the Data Export Report is placed last in this document, rather than first,because it is the only report that is not in PDF format. It is an Excel data file and handledmuch differently than all of the other reports. The Personal Skills Assessment List Reports is not included in this user guide. Theexplanation about these reports is in a standalone Quick Start Guide (QSG) in theOnline Reports Portal Guides section of the ACT WorkKeys Administration website.4

The Local Scan Instant Score Report is only visible on this list if you have the properrole in Validus.Procedure 2: Overview of Producing a ReportFrom the Report List tab of the WorkKeys Online Reports, select the link of a report you wouldlike to create. Then the report’s corresponding Parameters selection fields and the reportviewing pane will display. Also note the “breadcrumb trail” of links to use to go back to priorpages.The report viewing pane will initially display a “No Results were Found for Selected Parameters”message until you generate a report.Note: Since the Data Export Report generates a separate Excel file, you won’t see a reportviewing pane on the right for that report.For creating a report, you select report parameters, then choose Apply to see the report resultsin the report viewing pane. If those are not the results you wanted, you may choose theReset all Parameters button and select new parameters.The parameter selections are similar but different for each report. All of the reports require aRealm, and most require a Start Date and an End Date range. An asterisk (*) before aparameter field indicates that it is a required field.Once you apply selected parameters, a report is generated in the report viewing pane. You maysimply view the report on screen, print it, or you may export (download) and save the report(See Procedure 5: Saving and Printing a Report below.)5

Procedure 3: Searching in Parameter Drop-Down MenusIn the Online Reports Portal, you may perform a search on the options of any drop-down menu.You typically use this for a long list of values (e.g., Realm or Examinee fields) or when you arenot certain of the full name of the value you need to select. The search option is: Visible once you open a drop-down menu. Located in the lower left corner the drop-down menu options (as shown below).To perform a search, do the following.1. Select Search from a drop-down menu.The Select Values window displays as shown here.6

If at this point you see the parameter you need, you can just make your selection andchoose OK.But to use the search criteria fields, continue with the next step.2. From the Name Values drop-down, select how you want to search: Starts, Contains, Ends,or Is Like (pattern match).3. In the field next to it, enter the text on which to search.4. Deselect (or uncheck) the Match Case checkbox if it is not necessary to match theuppercase, lowercase, or title case of the text you input, and then select the Search button.The results display beneath the search value fields.Note: Examinee names for all paper tests are stored in capital letters. No score report willappear if uppercase is not used.5. Choose the value you want to include in your report, and choose OK. Your selectiondisplays in the corresponding field back in the Parameters pane.7

Procedure 4: Running a ReportOnce you have set up the parameters of a report, you choose the Apply button, and the reportwill be generated on screen, in the report viewing pane (for all reports except the Data ExportReport, which generates a separate Excel file). If you find that those results were not what youwere expecting, you may choose the Reset all parameters button to clear the values and startagain.Parameter fields will vary based on the report you are working with. Select values for eachrequired (*) parameter field.For example, for the Registered to Test Report, you take these steps.1. Select a Realm from the drop-down menu.2. If applicable, select a SubRealm from the drop-down menu.3. Select the calendar icons to choose a Start Date and an End Date range of data youwant included.4. Choose Apply. The report appears in the report viewing pane.Note: There may be a delay in the screen displaying a report in the viewing pane, depending onhow much data is being processed. You may see a screen icon similar to this icon showing thatthere is activity.Once you have the desired report appearing on screen, you may print or export and save thereport. See the next procedure.Procedure 5: Saving and Printing a ReportThere are a couple of ways that you can save or print the resulting reports.Method 1Depending on the browser you’re using, as your cursor moves across the report viewing pane,you may notice a similar pop-up window of action items or it may be stationary in a corner ofyour screen. This one is an example from Internet Explorer.As your cursor hovers over each icon, they are explained (left to right): Save a copy Print file (Ctrl P) Zoom out (Ctrl Minus) Zoom in (Ctrl Plus) Show Adobe Acrobat Reader toolbar (Ctrl H)8

Method 2In the upper right corner of your screen, there is an Actions menu that looks like a bulleted list.When you select this drop-down menu, the option is to “Export” a “PDF,” which means you candownload the report you see on screen as a PDF file.When you choose PDF, you’ll see a File Download message asking you to choose to eitheropen or save the file.Procedure 6: Leaving a Report PageWhen you’re done with the report you created, there are a couple of ways that you can leavethis page.Method 1To return to the Report List to choose another report, select the link at the bottom of the screenin what’s known as the “breadcrumb trail.” Here’s one example.Method 2Another way to return to the Report List to choose another report, is to select the Dashboardsdrop-down menu in the upper right corner of the screen. Then select the WorkKeys OnlineReports link.If you’re done with the Reports Portal, you can choose Sign Out of ACT Reporting link, whichtakes you back to the Reports Portal Sign In page.9

Individual Score Reports (by Group)Report PurposeThis section explains the parameters of running the Individual Score Reports (by Group) reportfrom the Online Reports Portal in Validus. This report includes the examinee’s scores for theACT WorkKeys tests they’ve taken as well as explanations on what their scores mean and howthey can use them. One examinee’s scores appear per page in this report.Note: See the report example at the end of this section.Online Test ScoresThis report, because it is a report “by group,” only includes scores from tests taken online.Running the ReportOnce you are logged into your Validus realm and the Online Reports Portal, follow these stepsto generate this report.1. From the Report List tab, select the Individual Score Reports (by Group) link.2. A pop-up window prompts you for which type of Individual Score Report you want. The mostcommon choice is Individual Score Report.10

The screen display changes to the Parameters selection pane and report viewing pane.3. In the Parameters pane, select your Realm from the drop-down menu.4. If applicable, select your SubRealm. This is not a required parameter.5. Then choose either No or Yes for Include Scale Score?Note: The Level Score is the default score on reports. It’s your choice whether or not youwant to include the Scale Score as well.6. Choose the calendar icons to select a Start Date and an End Date range. In the calendarpop-up, select the desired month, day, and year parameters, and then OK.7. Selecting a Group from the drop-down menu is required for this report.11

Note: If your group has more than 100 examinee records, you will receive an error message.8. Select the Apply button.The report viewing pane will display the report in PDF format, unless there was no data that fitthe parameters you chose. If that’s the case, you’ll see “No Results Were Found for SelectedParameters.”Example with data that fits the parameters that were selected, which includes the Scale Score.Note: Return to the “Getting Started” section for instructions on saving and printing a report.12

Individual Score Reports (by Examinee)Report PurposeThis section explains the parameters of running the Individual Score Reports (by Examinee)report from the Online Reports Portal in Validus. This report includes the examinee’s scores foran ACT WorkKeys test they’ve taken, as well as the explanation on what their scores mean, andhow they can use them. The examinee’s scores for each test (e.g., Applied Math, GraphicLiteracy, and Workplace Documents) appear per page in this report. A report can be generatedfor each ACT WorkKeys test per examinee.Note: See the report example at the end of this section.Paper and Online Test ScoresThis report includes scores from both paper tests and online tests.Running the ReportOnce you are logged into your Validus realm and the Online Reports Portal, follow these stepsto generate this report.1. From the Report List tab, select the Individual Score Reports (by Examinee) link.2. A pop-up window prompts you for which type of Individual Score Report you want. The mostcommon choice is Individual Score Report.13

The screen display changes to the Parameters selection pane and report viewing pane.Note: This report does not require Start Date and End Date parameters.3. In the Parameters pane, select your Realm from the drop-down menu.4. If applicable, select your SubRealm. This is not a required parameter.5. Then choose either No or Yes for Include Scale Score?Note: The Level Score is the default score on reports. It’s your choice whether or not youwant to include the Scale Score as well.6. Choose the Examinee for which the report needs to be created. When you select the dropdown menu, you will probably receive a “Please wait” message as the options are broughtup. This is a good field for using the Search function (see the “Getting Started” section atthe beginning of this user guide for more details).7. Select the Test Title drop-down menu. Choose one of them. Later you can choose the othertitles.14

8. Select the Apply button.The report viewing pane will display the report in PDF format, unless there was no data that fitthe parameters you chose. If that’s the case, you’ll see “No Results Were Found for SelectedParameters.”Example with data that fits the parameters that were selected, which includes the Scale Score.Note: Return to the “Getting Started” section for instructions on saving and printing a report.9. Then while this examinee’s parameters are still selected, choose another Test Title andApply to run a report for those test scores. Save and print.10. Repeat step 9 for the third test title scores for that examinee.15

Individual Summary Score ReportReport PurposeThis section explains the parameters of running the Individual Summary Score Report from theOnline Reports Portal in Validus. This report replaces the former “Memo to Examinee” report forpaper testing. It includes the examinee’s scores for the ACT WorkKeys tests they’ve taken aswell as explanations on what their scores mean. One examinee’s scores for all three testsappears per page in this report.Note: See the report example at the end of this section.Paper and Online Test ScoresThis report includes scores from both paper tests and online tests.IMPORTANT! For paper answer documents, the examinee must grid (i.e., fill in the ovals) fortheir first and last name for that information to be scanned and stored. A score report cannot begenerated if the examinee does not grid their first and last name.Running the ReportOnce you are logged into your Validus realm and the Online Reports Portal, follow these stepsto generate this report.1. From the Report List tab, select the Individual Summary Score Report link.16

The screen display changes to the Parameters selection pane and report viewing pane.2. In the Parameters pane, select your Realm from the drop-down menu.3. If applicable, select your SubRealm. This is not a required parameter.4. Choose the calendar icons to select a Start Date and an End Date range. In the calendarpop-up, select the desired month, day, and year parameters, and then OK.5. Choose the Examinee for which the report needs to be created. When you select the dropdown menu, you will probably receive a “Please wait” message as the options are broughtup. This is a good field for using the Search function (see the “Getting Started” section atthe beginning of this user guide for more details).6. Select the Apply button.17

The report viewing pane will display the report in PDF format, unless there was no data that fitthe parameters you chose. If that’s the case, you’ll see “No Results Were Found for SelectedParameters.”Example with data that fits the parameters that were selected, which has both Level Scores andScale Scores.Note: Return to the “Getting Started” section for instructions on saving and printing a report.18

Summary Score ReportReport PurposeThis section explains the parameters of running the Summary Score Report from the OnlineReports Portal in Validus. This report replaces the former “Summary” report f

The Online Reports Portal feature is accessible only by the role of Portal Manager on the user’s Validus account. Additionally, those site administrators using Local Scan software must have the role of Portal Reports-Local Scanning to access those score report

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