This online workflow is necessary in order to have a computer or telephone (new or existing) moved or installed at the Education Center. Requests can be submitted through the Location Request application, found in the Employee Portal.

Access:

• Requests cannot be submitted by the employee being moved. Requests should be submitted by the Office administrator or leadership.

Advantage is the current Human Resource and Payroll Systems. These systems are primarily used by staff in the Talent office and Payroll office.

Access:

• Both Advantage HR/Payroll systems and/or Advantage reports can be made via Technology Access Request Application located within the Employee Portal.

Compass is the District Transportation and routing systems used to track and route students for school.

Access:

• District Staff:
  • Principals, Assistant Principals, Secretaries, and Counselors are automatically granted Compass access for their school based on their job title.
  • For school based staff that are not granted access as a part of their job title; the Principal would complete a Role Access Delegation (RAD) to request access for staff.
  • Central Office staff should submit a request via compass@philasd.org. The Office of Transportation will review and submit requests.
• Charter School Staff:
  • Charter schools must work with the District’s Charter School Office for access to Compass.
• Non Public School Users:
  • Compass users at Non Public sites must complete the External User Request Form and submit to compass@philasd.org. Transportation will sign off on the request and submit it to the Help Desk for processing.

Naviance is currently used by the District as a mechanism to collect student data and artifacts, in accordance with ESSA and the Future Ready PA Index, for a submission entitled Career Standards Benchmarks. The data from Naviance is being used as evidence of students’ completion of the District’s curriculum for post-secondary readiness.

For the college application process, Naviance is used by students to submit applications through the  “Common App”. Counselors and staff use Naviance to receive and submit letters of recommendation and transcripts.

Access:

• School Staff:
  • School level staff are automatically granted access to the Naviance system based on their job title.  If a staff member’s job title does not grant them access, the school principal will need to open a HelpDesk ticket.
• Central Office Staff:
  • Central Office staff can request access to the Naviance system via Administrator Malicha White at mcwhite@philasd.org or via helpdesk ticket.

Novus Agenda supports Board of Education action meetings, including action item submission/review and meeting agenda generation. Access requests for Novus Agenda must be submitted to boardagenda@philasd.org; approval by the program office’s deputy chief or chief is required.

Access is limited to:

• Central Office Staff Who submit action items sponsored by their program offices.
• Central Office Staff Who approve action items sponsored by their program offices. (e.g. Generally Executive Directors, Deputy Chiefs, Chiefs, and Deputy Superintendents)
• Central Office Staff Who review action items on behalf of critical program offices.
  • • Office of Management and Budget; Office of General Counselor; Small Business; Office of Superintendent; Office of the Board of Education
• Members of the Board of Education

Schools across the district utilize several online adaptives to work on student performance. The Online Adaptive Programs supported by Information Systems are Achieve 3000, Imagine Learning, Lexia and iReady. The online adaptive information is loaded into the Data Warehouse on a nightly basis and then made visible to users via the Qlik users.

Access:

• Qlik application access is determined by the Office of Evaluation, Research and Assessments.

Oracle Finance system includes all District budgetary data such as requisitions, contracts and reporting.

Access:

• Oracle ERP Finance access is automatically granted based on individual’s job title.
• For staff whose job title does not grant them access, a request must be submitted via the Technology Access Request Application located in the employee portal.

The District uses Renaissance’s Star platform for testing and progress monitoring. The Star test information is loaded into the Data Warehouse on a nightly basis and then made visible to users via the Qlik application or Schoolnet, where detailed student level data can be utilized by teachers and principals.

Access:

• Qlik application access is determined by the Office of Evaluation, Research and Assessments.
• Schoolnet access is driven by an individual’s job title or available upon request.

Schoolnet is an Instructional Management System (IMS). It allows educators to monitor student-level data to address student learning.

Access:

• School Staff: Access to Schoolnet for school staff is determined and automatically assigned by an individual’s job title.
• Central Office Staff: Several central office roles have been granted access to Schoolnet based on the function of their department. Please check with your manager regarding access. If there is a new role requiring access to Schoolnet, the manager must submit a helpdesk request on behalf of the employee.

The SIS is used to enter, track, and report on the following: Student Demographic and Enrollment Data (Census), Scheduling, Gradebook and Report Cards, Attendance, Health, Behavior (Discipline), and Multi-Tiered Systems of Support (MTSS).

School Staff:

• Access based on Job Title: Many school-based Job Title codes will receive automatic access to SIS when set up in Advantage. A list of SIS-related Job Titles are listed in the SIS Access and Roles document that is located on the top menu of the SIS Help website. Access for the above-listed job titles will be active 24-48 hours after all of the below is completed in Advantage:
  • Onboarding;
  • Correct assignment (location, title) is assigned in Advantage;
  • Talent has marked the employee as ACTIVE and they are out of PRE-HIRE status; and the
  • Start date has passed.

• Access Based on Role Access Delegation (RAD): Principals can assign a limited number of people at their school additional SIS access by emailing HelpDesk@philasd.org or filling out a request form.
  • A list of SIS-related RAD roles are listed in the SIS Access and Roles document that is located on the top menu of the SIS Help website.
  • Please note that when requesting access, the person may already have the requested level of access based on his/her school-based title (Ex., Secretary, AP). Those staff do not need to be assigned additional roles to acquire the same level of SIS access.
  • Some RAD roles require approval from other offices. The Systems Implementation and Support Team will coordinate that outreach.
  • For roles that require training, access will be provided after training has been completed.
  • RAD access will be active 24-48 hours after assigned.

Central Office Staff:

• Access:
  • We have a growing number of job titles set up to give automatic access based on the work that title is responsible for. If a staff member from central office comes into one of those titles, 24-48 hours after being assigned that title in the HR system they will automatically be set up with access.
  • For staff whose job title does not grant them access, a request must be submitted to HelpDesk@philasd.org and it will be sent to the Systems Implementation and Support team for review and approval at the chief level.
  • Other central office staff may be set up with manual access for various reasons.

SIS Access by Calendar Year

A note on being in the correct calendar year and clearing your cache:

• Sometimes staff cannot make changes to records as we change over to the new calendar year. Follow this stepper to ensure you are in the correct calendar year.
• Some staff receive a calendar rights error when they change titles or locations. If that happens please follow this stepper carefully, including clearing your cache FOR ALL TIME.

State mandated testing data is obtained by the Assessment Office and passed to Information Systems to load to the data warehouse. The test information is loaded into the Data Warehouse and then made visible to users via the Qlik application or Schoolnet, where detailed student level data can be utilized by teachers and principals.

Access:

• Qlik application access is determined by the Office of Evaluation, Research and Assessments.
• Schoolnet access is driven by an individual’s job title or available upon request.

The Timekeeper Absence Management sheet is available in the Employee portal and can be printed by Timekeepers and Principals. This is an optional resource for timekeepers to track employee absences and is intended to help bridge the gap from the former paper/pencil process to utilizing digital tools.

Access:

• Access is automatically assigned by job title, e.g. Secretary.
• For staff whose job title does not grant them access, a request must be submitted to Advantage@philasd.org.

Wordpress is the system the School District of Philadelphia uses to create and maintain websites for the schools and central offices. To gain Webpublisher (edit) access to a website, the director of the office or principal of the school must request access.

Access:

• Central Office Websites:
  • The director of the department will have to fill out a Webpublisher Authorization Form to begin the process of granting access to desired employees.
• School Websites:
  • The principal of the school should assign the user the role “Webpublisher” using the “Role Access Delegation” application located in the Employee Portal to begin the process of granting access to desired staff.

Employees will receive email confirmation with information on steps needed to complete the required accessibility webinar, and how to have editing access enabled after completion of the webinar.