WorkPlace Mentor Instruction Guides

There are four WorkPlace Mentor Instruction Guides available:

1. How-To Search These Guides in Your Web Browser

2. Quick Start and Installation Guide - The Quick Start and Installation guide provides information on installing your WorkPlace Mentor software; WPM Instructional CD; and Putting the Model in Motion CD.

3. Quick Learn Guide - The Quick Learn guide provides information on using the WorkPlace Mentor Instructional CD and Putting the Model in Motion CD.

4. How-To Guide - The How-to guide provides click-by-click directions for conducting most functions within the WPM software.

How-To Search These Guides in Your Web Browser

The Guides contained in this section are the same guides that were delivered with your WorkPlace Mentor® Software System. For your continued convenience, we have made these guides searchable. To locate specific information, follow these steps:

  • Go to the guide you would like to search
  • Hold down the "CTRL" and "F" keys.
  • Enter a word or phrase into the field labeled "Find what".
  • Click the button "Find Next".

WorkPlace Mentor Quick Start and Installation Guide

Quick Start Information
The WorkPlace Mentor software CD contains a folder named EXTRAS. This folder contains: an installer for Acrobat® Reader (ar500enu.exe - which allows you to view PDF files); ReleaseNotes.pdf; an extra copy of the UserGuide.pdf; an extra copy of this QuickStart.pdf; and a blank database file.
To quickly learn about the WorkPlace Mentor software, you should view the Presentations in the WPM Instructional CD and read the User Guide section entitled Learning the WPM System. For more detailed installation instructions, see the User Guide section on Installing your software. Information on performing specific WPM functions can be found in Appendix A: How-To in the User Guide. The individual Units of the User Guide provide in-depth discussions of the WPM theory and model, along with descriptions of using the WPM software. The CD entitled Putting the Model in Motion will provide you with a variety of activities to prepare you for using the WPM System.
There are two possible WPM installation configurations: Independent workstation(s), with the program files and wpm.mdb (the WorkPlace Mentor database file) all installed to the hard drive. OR A network installation, with the wpm.mdb (WorkPlace Mentor database file) installed on a network drive and the program files installed locally to one or more workstations.
Installing on an Independent Workstation
When you install WorkPlace Mentor on an independent workstation, the program files and wpm.mdb should be installed on the local drive of the workstation into the default location (C:\WorkPlaceMentor).

  • 1. Insert the WorkPlace Mentor Software CD into the CD drive.
  • 2. Depending upon your system settings, the WorkPlace Mentor CD may automatically play. If your CD does not auto play: Click Start and then click Run and type the appropriate drive letter (i.e., D:\) and setup.exe, then click OK.
  • 3. When the Installation Options screen appears, select WP Mentor Program and Database Files and click Next.
  • 4. When the WorkPlace Mentor Welcome screen appears, read the information and then click Next.
  • 5. When the Choose Destination Location screen displays, accept the default location of C:\WorkPlaceMentor and click Next.
  • 6. When the Select Program Manager Group display appears, accept the default and then click Next.
  • 7. When the Start Installation screen appears, click Next and the WorkPlace Mentor CD will begin installing the WorkPlace Mentor files.
  • 8. When the Installation Complete screen appears, click Finish. You will return to the Installation Options menu.
  • 9. If Acrobat® Reader 5.0 is already installed on your computer, then click Finished. If Acrobat Reader 5.0 is not already installed on your computer, then select Adobe® Acrobat Reader 5.0 and accept all of the defaults on the Adobe Acrobat installation screens. After installation is complete, you must restart your computer. You will find icons for WorkPlace Mentor on your desktop and within the WorkPlace Mentor group in your Start menu.
  • 10. After you restart your computer, click on the WorkPlace Mentor icon on the desktop to launch your WorkPlace Mentor software.
  • 11. You will be prompted to input your serial number, username, administrator and general password. Consult your User Guide (in the EXTRAS folder on the WPM CD) for details pertaining to password creation and database security.
  • 12. When you see the Login screen, you can either choose to login and begin working in the WorkPlace Mentor program or click Cancel to exit the program.

Installing on a Network with Multiple Workstations and a Central Database

A. Installing the WorkPlace Mentor Database Files

  • 1. Insert the WorkPlace Mentor Software CD into the CD drive.
  • 2. Depending on your system settings, the WorkPlace Mentor CD may automatically play. If your CD does not auto play: Click Start and then click Run and type the appropriate drive letter (i.e., D:\) and setup.exe, then click OK.
  • 3. When the Installation Options screen appears, select WP Mentor Database Files Only and click Next.
  • 4. When the WorkPlace Mentor Welcome screen appears, read the information and then click Next.
  • 5. When the Choose Destination Location screen displays, browse to the network drive where the database will reside and accept the default folder name of WorkPlace Mentor, and click Next.
  • 6. When the Start Installation screen appears, click Next.
  • 7. When the Installation Complete screen appears, click Finish. You will return to the Installation Options menu.

B. Installing the WorkPlace Mentor Program Files
Now that the database files have been installed to the network drive, you must install the program files to the local drive of a client workstation. (Repeat Steps 8-16 on each workstation that will be used to access the WorkPlace Mentor database on the network):

  • 8. At the Installation Options menu, select install Program Files Only and click Next.
  • 9. Accept all of the defaults on the next three screens and click Next.
  • 10. When the Start Installation screen appears, click Next.
  • 11. After installation of the Program Files click Finish.
  • 12. If Acrobat® Reader 5.0 is already installed on your computer, then click Finished. If Acrobat® Reader 5.0 is not already installed on your computer, then select Adobe® Acrobat Reader 5.0 and accept all of the defaults on the Adobe Acrobat installation screens. You must restart your computer.
  • 13. After you restart your computer, click on the WorkPlace Mentor icon on the desktop to launch your WorkPlace Mentor software.
  • 14. You will be asked to browse to the WorkPlace Mentor database and select it and then restart the Mentor program. (Note: Make sure that the client workstation can access the network drive and full read/write access privileges to the WorkPlace Mentor database have been established.)
  • 15. After you restart the program you will be asked to input your serial number, username, administrator and general password. Consult your User Guide (in the EXTRAS folder on the WPM CD) for details pertaining to password creation and database security.
  • 16. When you see the Login screen, you can either choose to login and begin working in the WorkPlace Mentor program or click Cancel to exit the program.

Quick Learn Guide

The WorkPlace Mentor Instructional System is comprised of 2 CDs the Instructional CD (ICD) and Putting the Model in Motion (PMM).

Hardware & Software requirements:
Acrobat® Reader (if not detected, you will be prompted to install from the ICD)
QuicktimeTM (if not detected, you will be prompted to install from the ICD)
A Sound card
The Instructional CD contains a wealth of information that you will need to understand the WorkPlace Mentor model, process, and software.
Putting the Model in Motion contains resources and activities that will help you learn how to implement the system and use the WPM software.
Putting the Model in Motion
Putting the Model in Motion contains 2 resource folders (WPM Slideshow and Model-in-Motion). The PMM resources are best utilized after you have copied them onto your computers hard drive (C drive). [If you do not or cannot copy both folders to your C drive, you must at least copy the WPM Slideshow folder and the Workbook.mdb file (within the Model-in-Motion folder) to the root C drive. These can ONLY be used if saved directly onto the C drive  do not put them into a separate folder.]

  • Put the CD into your CD drive
  • Double-click on My Computer
  • Double-click on your CD drive to view the files on the CD
  • Press CTRL-A to highlight and select the 2 folders on the CD
  • Right-click with your mouse to access the drop-down menu, select Copy
  • Navigate back to your C drive
  • Right-click with your mouse to access the drop-down menu, select Paste.

You can now access these resources directly from your computer.
The first step to Putting the Model in Motion is watching the Learning WorkPlace Mentor Slideshow. This will introduce you to the Instructional System and explain the general process you should follow to learn the WorkPlace Mentor system. To view the slideshow:

  • Double-click on My Computer.
  • Double-click on the WPMSlideshow folder on your C drive to see the files in it.
  • Double-click on the file LearnWPM.pps.
  • This will automatically launch the slideshow presentation.

After watching the Learning WorkPlace Mentor Slideshow, you can then begin to use the resources. From the C drive, open the Model-in-Motion folder and click on the file Front Page.pdf. This file provides both directions on how to use the Putting the Model in Motion resources, as well as access to all of the resources.

Instructional CD
The WPM Instructional CD will launch automatically when you put it in your CD drive. The Instructional CD is best viewed with a display setting of 800x600.
Once the CD is inserted into the drive, the program will search to determine if you already have an appropriate version of Quicktime on your computer. If you do not, you will be prompted to install Quicktime. You must have Quicktime on your computer to be able to use the Instructional CD.
When the CD is first launched, a database will be created on the computers hard drive. All learner data (including passwords, Activity results, Notes and Bookmarks) that are created during CD use will be saved to this database. (See the WPM Administrators section of this guide to learn about significant advantages of using this CD on a single computer.)

WPM Administrators
While individual learners will be able to review their own instructional activity results as they use the CD, WPM Administrators will be able to access all learner records within the instructional database. This review can be accomplished via the WPM Activity Tracker. The most efficient access and review of learner records can be achieved when all practitioners complete their instructional activities on one shared computer so that all data is stored in a single database.
The WPM Activity Tracker can only be accessed if you first set up an Administrator in the Instructional CD. This process defines the password that will allow you access into the Activity Tracker. This should be done when the WPM Instructional CD is launched for the first time.

Defining the Admin user/password:

  • Click the New User button at the top of the window to open the New User Registration window (shown below).
  •   Type your first and last name in the First name and Last name fields.
  • You MUST then record admin in the Username field. (The Activity Tracker will not work unless the Administrator username is admin.)
  • In the password field, enter a desired password. Click Submit.

Opening the Activity Tracker:

  • Put the Instructional CD into your CD drive. (The program will automatically launch  click Exit).
  • Open My Computer.
  • Using your mouse, right-click on your CD-drive and select Open to view the files contained on the CD. Double-click on the file named admin.exe. This will launch the Activity Tracker.
  • When the login screen displays, enter the password that you previously defined for the "admin username.
  • Click Log In.

Reviewing Activity results:
All available usernames will appear on the left side of the screen (A). Click on a username to gain access to that learners record/Activity results.
The Activities that the selected learner has completed will be listed in the top right window on the screen (B). Click on an Activity to see the learners responses to each item.
The Responses will appear in the bottom right window on the screen (C).

Exiting the Activity tracker:

  • Click Quit at the top right of the screen.

Learner Use of the Instructional CD

CD Outline
The CD Outline can be used to navigate between the sections of each unit. The main menu of the CD offers 3 options: Using This Instructional CD; The WorkPlace Mentor Model  Video Tours; and Course Outline.

The primary features and directions for basic use of the Instructional CD are described in the CD. You can access these descriptions at any time by clicking Using This Instructional CD on the CD Outline.
The WorkPlace Mentor Model  Video Tours provide a general introduction to the model used within the WorkPlace Mentor system. Each of the 7 tours is approximately 5 minutes in length and offers an overview to help get you acquainted with the system.
The Course Outline provides access to the 7 course units that describe, in detail, each phase of the WorkPlace Mentor model.

My Portfolio
My Portfolio is a unique feature of the Instructional CD that allows the recording of Notes, access to saved bookmarks, and review of Activity results in the Gradebook.

 

  • Notes allow you to jot down any information that may be particularly important to you and your future implementation of the WPM system.
  • Bookmarks will allow you to quickly return to specific locations within the Instructional CD.
  • Gradebook allows you to review your Activity results and compare your responses to the correct responses.

To access any of these features, click on the My Portfolio button at any time to open the Portfolio.

How-To Guide

General Functions

Access Job or Consumer data from within Observations & Strategies:

  • Click the button under Comments at the end of the item.
  • In the Comments window, click Job Analysis Response or Consumer Profile Response.

Add Consumer/Consumer Profile Information:

  • On the Main Menu, click Add New Consumer Profile.
  • In the First and Last name fields, delete the word "define" and enter the first and last names of the consumer.
  • Click Save.
  • Use your completed Data Collection Form to enter the information, ratings, and comments from your observations of the consumer. Click Save after entering info on each page.

Add a Job/Job Analysis Information:

  • On the Main Menu, click Add New Job Analysis.
  • Select the Employer for the job from the drop-down list on the Job Info page. (Note: Employer information must be entered into the database before a job can be created for that employer.)
  • Enter the title of the job and job description. Click Save.
  • Use your completed Data Collection Form to enter the information, ratings, and comments from your observations of the job site. Click Save after entering info on each page.

Add a New Employer:

  • On the Main Menu, click Add New Employer.
  • Enter the requested information into the Employer window.
  • When you finish, click OK to Save the information.

Add a Task: (Note: You may add up to 10 tasks for a single job)

  • Open Job Analysis (following directions for either Add New or Edit Existing Job Analysis).
  • Click on the Ratings & Observations component.
  • Click Define/Analyze Tasks.
  • In the Add Task page, enter a task name and other requested information. Click Save.
  • When the Task name appears on a page, click that Task Page.
  • Respond to the two items at the top of the page. Click Save.


Change Column Widths (in Summary & Priorities and Solution Bank):

  • Place your cursor on a column boundary line. The cursor will change into a double-headed arrow:
  • Click and drag the cursor to the left or right until the column is wide enough to display all of the text.

Change the Task Sequence:

  • Open Job Analysis (following directions for either Add New or Edit Existing Job).
  • Click on the Ratings & Observations component.
  • Click Define/Analyze Tasks.
  • Click on the task to be reordered.
  • In the Task Sequence field, use the drop down menu to select the new sequence number for this task.
  • Click Save.

Create a new Consumer Profile that is similar to an existing Consumer Profile:

  • On the Main Menu, click on Edit Existing Consumer Profile.
  • Click on the consumer you wish to make a copy of.
  • Click Create From.
  • Click Yes to continue.
  • When prompted, enter a new Last name for the copied consumer.
  • Click OK.
  • Load the new Consumer Profile by highlighting it and clicking Load.
  • Edit the information that is different from the original Consumer Profile.


Create a new Job Analysis that is similar to an existing Job Analysis:

  • On the Main Menu, click on Edit Existing Job Analysis.
  • Click on the job you wish to make a copy of.
  • Click Create From.
  • Click Yes to continue.
  • When prompted, enter a new name for the copied job.
  • Click OK.
  • Load the new Job Analysis by highlighting it and clicking Load.
  • Edit the information that is different from the original Job Analysis.


Delete Comments:

  • Click the button under Comments at the end of the item.
  • In the Comments window, highlight and delete the entire comment or specific text.
  • Click Save.

Delete a Task:

  • Open Job Analysis (following directions for either Add New or Edit Existing Job).
  • Click on the Ratings & Observations component.
  • Click on Define/Analyze Tasks.
  • Click on the Task you want to delete.
  • When that Task Page opens, click Delete.


Edit Consumer Profile Information:

  • On the Main Menu, click Edit Existing Consumer Profile.
  • In the Load Records window, click on the Consumer Profile you wish to edit.
  • Click Load.
  • Edit the information and click Save on each page where you make changes.


Edit Consumer Resources (in Summary & Priorities):

On the Main Menu, click Edit Existing Summary & Priorities.

  • In the Load Records window, select the record to be edited.
  • Click Load.
  • Click Consumer Resources.
  • Enter/edit text in the People/Resources Available or Additional Support columns.
  • The information will be saved automatically once you click on another row.

Edit Employer Info:

  • On the Main Menu, click Edit Existing Employer.
  • Use the arrow keys to find the employer you wish to edit.
  • Edit the information about the employer.
  • When you finish, click OK to Save your changes.


Edit Goals:

  • Within an Individual Plan, highlight the goal you wish to edit.
  • Click Define/Edit Goal.
  • Edit the goal information.
  • Click Save Goal.


Edit Job Analysis Information:

  • On the Main Menu, click Edit Existing Job Analysis.
  • In the Load Records window, click on the Job Analysis you wish to edit.
  • Click Load.
  • Edit the information and click Save on each page where you make changes.


Edit Observations & Strategies:

  • On the Main Menu, click Edit Existing Observations & Strategies.
  • In the Load Records window, click on the Observations & Strategies you wish to edit.
  • Click Load.
  • Edit the information and click Save on each page where you make changes.

Edit Progress Notes:

  • Within an Individual Plan, highlight the goal you wish to edit.
  • Click Define/Edit goal.
  • Click Progress Notes.
  • Highlight the note, edit the information, and then click Save Edit.
  • Click Close.


Edit a Solution Bank Search:

  • Enter or click on additional keywords (up to 3 total), and then click OK.
    OR
  • Click Clear and start a new search.


Enter Comments:

  • Click the button under Comments at the end of the item. Enter your comments or
    observations into the text field in the Comments window.
  • Click Save.

Enter Discussion Points (in Summary & Priorities):

  • On the Main Menu, click Edit Existing Summary & Priorities.
  • In the Load Records window, select the record to be edited.
  • Click Load.
  • Click on the item for which discussion points will be entered.
  • Enter text in the Discussion field.
  • Click Save.

Enter New Goals:

  • Within an Individual Plan, click on a blank row in the grid.
  • Click Define/Edit Goal.
  • In the Goals Definition window, enter the goal information.
  • Click Save Goal.

Enter Progress Notes:

  • Within an Individual Plan, highlight the goal you wish to edit.
  • Click Define/Edit goal.
  • Click Progress Notes.
  • Enter the progress note and then click Add as New Note.
  • Click Close.

Enter Satisfaction Survey:

  • On the Main Menu, click Summary & Priorities (under either Add New or Edit Existing).
  • In the Load Records window, select the desired record.
  • Click Load.
  • Click Satisfaction Survey.
  • Use the completed Data Collection Form to enter the responses and then click Save.

Generate Reports:

  • On the Main Menu, under Reports, click Generate New Report.
  • On the Report Control Form, use the tabs to select the report to be generated.
  • Use the drop-down menus to select the record to be reported on.
  • Click the section of the report to be generated.

Increase Row Heights (in Summary & Priorities and Solution Bank):

  • Place your cursor on the lower boundary line of a row. The cursor will change into a double-headed arrow:
  • Click and drag the cursor down until the row is tall enough to display all of the text.

Import items from Summary & Priorities:

  • Open an existing or start a new Individual Plan.
  • Click Import Functional Gaps OR Import Interest Gaps.
  • Items will be automatically inserted into the Individual Plan record.

Login to WorkPlace Mentor:

  • Select your User Name from the drop-down menu.
  • Enter the Password. (Passwords are not case-sensitive.)
  • Click OK.

Print a Data Collection Form:

  • On the Main Menu, under Data Collection, click Forms.
  • Click the Data Collection Form you want to open.
  • After the Data Collection Form opens, click Print.

Print Reports:

  • After generating a report, click the printer icon.
  • Indicate the pages you wish to print.
  • Indicate the number of copies to be printed.
  • Click OK.
  • Review Summary & Priorities:

    • On the Main Menu, click Edit Existing Summary & Priorities.
    • In the Load Records window, select the record to be edited.
    • Click Load.

    Save Reports:

    • Click the envelope icon.
    • Select the Export format (recommended: Word for Windows Document)
    • Select the Export destination (recommended: Disk file)
    • Click OK. This opens a Save As window.
    • Select the Save location.
    • Enter a File name for the report (or accept the default file name).
    • Click Save.

    Search Solution Bank:

    • Click Solution Bank on menu bar.
    • Select Search.
    • Enter up to 3 keywords or click on words in the keyword list.
    • Click OK.


    Start an Individual Plan:

    • On the Main Menu, click Add New Individual Plan.
    • In the Load Records window, select a record and click Select.


    Start Observations & Strategies:

    • On the Main Menu, click Add New Observations & Strategies.
    • Using each page tab, select the Employer, Job, and Consumer.
    • Click on the Start tab to verify your choices.
    • Click OK.

    Start Summary & Priorities:

    • On the Main Menu, click Add New Summary & Priorities.
    • In the Load Records window, select the O&S record to be summarized.
    • Click Select.


    Switch between Ratings & Observations and Vital Information

    • Open Job Analysis, Consumer Profile, or Observations & Strategies.
    • At the top right of the window, you will see a toggle switch between two components: Ratings & Observations and Vital Information.

    • Click the switch nearest to the component you want to access. The active component will turn black, and the inactive component will turn gray.


    View Consumer Asset and Resource Information:

    • Within an Individual Plan, click Define/Edit Goal.
    • Click View Consumer Assets/Resources button.

    View User Guide/Help:

    • On the Main Menu, under Help, click User Guide.

    Administrator Functions
    Add a New User:
    On the menu bar, click Administrator.

    • Select Users.
    • Click Add New.
    • Enter the user information into the Person Information window.
    • When you finish, click OK to Save.

    Backup Database: (Note: Be sure to assign the database a new name.)

    • On the menu bar, click Administrator.
    • Select Database.
    • Click Backup.
    • In the field labeled File Name, enter a name for the database backup.
    • Navigate to the location where you want to save your backup database. It is recommended that you create a WPM Backups folder outside of the WorkPlace Mentor folder and save it to that location.
    • Click Save.

    Create Passwords: (Note: Passwords are created only the first time WPM is run.)

    • Open WorkPlace Mentor.
    • Enter your serial number and click OK.
    • A screen will ask you if you are the Administrator who wants to set the passwords. Click OK.
    • Create your username by entering your user information into the Person Information window.
    • When you finish, click OK to Save.
    • Enter the Administrator Password twice and click OK.
    • Enter the General Password twice and click OK.

    Change Passwords:
    On the menu bar, click Administrator.

    • Select Passwords.
    • Select the Password you wish to change (Administrator or General)
    • Enter the current password into the first field.
    • Enter the NEW password.
    • Confirm the NEW password.
    • Select your User Name from the dropdown list.
    • When you finish, click OK to Save.

    Delete an Employer:

    • On the Main Menu, click Edit Existing Employer.
    • Use the arrow keys to select the employer record you wish to permanently delete.
    • Click Delete.

    Note: Deleting an employer record will also delete all Job Analysis, Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that employer.

    Delete a Job:

    • On the Main Menu, click on Edit Existing Job Analysis.
    • Select the job you wish to permanently delete from the Job Bank.
    • Click Delete.

    Note: Deleting a Job Analysis record will also delete all Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that job.

    Delete a Consumer:

    • On the Main Menu, click on Edit Existing Consumer Profile.
    • Select the consumer you wish to permanently delete from the database.
    • Click Delete.

    Note: Deleting a consumer record will also delete all Observations & Strategies, Summary & Priorities, and Individual Plan records that are associated with that consumer.

    Delete an Observations & Strategies:

    • On the Main Menu, click on Edit Existing Observations & Strategies.
    • Select the O&S you wish to permanently delete from the database.
    • Click Delete.

    Note: Deleting an Observations & Strategies record will also delete all Summary & Priorities and Individual Plan records that are associated with that O&S record.

    Delete a Summary & Priorities:

    • On the Main Menu, click on Edit Existing Summary & Priorities.
    • Select the S&P you wish to permanently delete from the database.
    • Click Delete.

    Note: Deleting a Summary & Priorities record will also delete all Individual Plan records that are associated with that S&P record.

    Delete an Individual Plan: (NOTE: The only way to permanently delete an Individual Plan is to remove the consumer from the database.)

    • On the Main Menu, click on Edit Existing Consumer Profile.
    • Select the Consumer Profile you wish to permanently delete from the database.
    • Click Delete. This will delete the Consumer Profile, any O&S and S&P records for the consumer, along with any Individual Plans that may have been created.

    Edit/Delete User:

    • On the menu bar, click Administrator.
    • Select Users.
    • Click Edit/Delete.
    • Use the arrow keys to select the user to edit.
    • Edit the user information or click Delete to delete the user.
    • When you finish, click OK to Save your changes.

    Note: Deleting a User record will prohibit that user from accessing any part of the software.

    WARNING: Deleting a record will PERMANENTLY eliminate that record AND any record associated with it from the WorkPlace Mentor database! Before deleting any record, you should confirm the other information that will be deleted with it. To prevent unintended loss of associated records, it is recommended that you save a backup copy of your database prior to deleting records.
    Open New Database:

    • Open WorkPlace Mentor. (If you have already been working in the software, you should Close and then re-launch WPM prior to opening a new database.)
    • On the menu bar, click Administrator.
    • Select Database.
    • Click Open New.
    • Navigate to the WorkPlace Mentor database you wish to open.
    • Click Open.

    Uninstall WPM:

    • On your desktop, click Start.
    • Select Programs.
    • Select WorkPlace Mentor.
    • Select Uninstall WorkPlace Mentor.