Help and guides He āwhina, he ārahi hoki

Kia ora, my name is Liam and I’m part of the PLD team. In this video I will walk you through the process of navigating the online PLD system.

I will explain the basics of finding your way around the system to get the information and documents you are looking for.

When you first log in as a provider admin you will be presented with this page.

Across the top you can see that there are four tabs. I am going to skip the first tab and focus on the next three, first is the proposals.

Whenever you open any of these tabs for the first time, you’ll be presented with a ‘recently viewed’ view, which means you can only see things that you’ve opened before.

I would suggest that you change your default to ‘all’, so you don’t miss anything new that comes up. You can do this by clicking on the word ‘recently viewed’, clicking ‘all,’ and clicking on the pin icon. This means that when you login again you don’t have to change this list.

The table is now showing all proposals in which the PLD lead has chosen one or more of your facilitators to work with. As you can see, the list can grow over time, so if you’re looking for something specific and you can’t see it in the list you’ve got a couple of options to sort through. 

Firstly, you can always click on any of the column names to re-order the list by that column. You can also use the search box in the top right, so if you know the school name or the proposal name or any other bits of information, you can search by that. Right now, it is sorted by school name so it’s easy to look through in alphabetical order and find the school or kura that I’m looking for. You can also sort by ‘created date’ to make sure that anything new goes to the top.

Once you have found the proposal you want to look at, you can use the link on the far-left hand side of the table to open the proposal and view all the information in there.

Now I am going to move on to the travel request tab, so to do that you need to go through the home page and then into travel requests.

This tab shows all travel requests that have been created by provider admins at your organisation and again you have a similar option. You have a filter in the top left, you can reorder the list by clicking on any of the column names across the top and you’ve got a search box in the top right.

As travel is approved in the system, you will get an email from the system to let you know that it has happened, and we will also get in touch with you directly if there are any issues or questions that we might have. You can manage your travel that way, but if you’d like to keep an eye on the travel you’ve got in progress within the system, you can do so on this tab. I would suggest that you filter the list by status so that you have all the pending approval travel at the top and you can keep an eye on those ones. When you’ve found the travel that you want to look at specifically, you can use the link on the far left to get more information on it.

The last tab I’m going to take you through is the statement of work tab, so again ill go through the home page to get there. This tab shows all statements of work that have been created for your organisation whether they have been accepted already, are pending or cancelled.

Again, you can use the filter in the top left, you can sort by column, and you can use the search box in the top right. When you’ve found a proposal document or statement of work that you want to look at specifically, you can use the link in the far-left hand side of the table. For more specific information on these tabs, please refer to the other video guides in this series. If after watching those you still have any questions, you are welcome to get in touch with the PLD team directly at

pld.providers@education.govt.nz

Thanks for watching.

Kia ora, my name is Liam and I’m part of the PLD team. In this video, I will guide you through the process of creating and submitting a travel request.

When you first log in to the system as a provider admin, you will be presented with this screen.

To submit a travel request, you will first need to go to the proposals tab.

In this tab, you will need to find the proposal for which you are creating a travel request and click the link on the far-left hand side of the table.

This will take you through to the proposal itself. On the right-hand side of the screen, you can see there’s a travel request section. Click the ‘new’ button. Because I’m on the test website, this screen pops up, but you will be taken straight through to this screen.

There are four fields to fill out in this travel request. The first is the travel distance, you click this drop down and it will present you with seven options. These relate to our seven tiers. For more information on the travel tiers, please refer to our PLD travel policy.

If you are travelling less than fifty kilometres and don’t need travel costs covered, please still compete this process. Just select less than fifty kilometres and we will know you’re not expecting any travel costs covered. Select the one that relates to the travel you’re requesting. The bottom option in this list is negotiated, this should only be clicked in the small minority of cases where you are requesting something unusual that doesn’t fit into our regular travel policy. An example of this is taking a ferry to Waiheke Island to deliver PLD.

The next box is the justification. This is where you should put as much information as you can to let us know what the situation is that requires a facilitator to travel to deliver the PLD, as opposed to that PLD being delivered by someone local. This is particularly important if you are requesting tier four travel or above, as we need justification as to why it’s necessary. For example, if you have a facilitator with a niche specialisation that the school can’t find locally, so they need to bring someone in, let us know as that’s a good justification for spending that extra money on travel.

The last two fields to fill in is the facilitator. You need to type the name of the facilitator. You should be able to just type a first name and it should present you with an option, select that. The last one is the provider, which is just the provider that you work for.

Again, if you start typing the name it should appear in the options. Click ‘save’ when you’re ready. If you need to request travel for two or more facilitators, you can instead click ‘save’ and ‘new’. It will create the first one and it will present you with that box again to create another one. When you’ve done that, the system will create a travel request as a ‘draft’, and it will now appear in this section.

You want to click on the TR link that has just popped up and that will take you through to the travel request you have just created.

Now in this screen you can review and edit if you need to make any changes. For example, if you realise that you’ve selected the wrong tier, you can click the pencil icon which turns in to ‘edit’ mode and you can make a change. If you do make any changes, remember to hit ‘save’ and when you’re happy with it and ready to move on, you can hit ‘submit for approval’ in the top right-hand corner.

It will present you with a box to put in comments. You do not need to fill this in as long as you’ve put the information that we need to know in the justifications box, that’s fine you don’t need to put anything here, click ‘submit’. It will come through to the PLD National team to assess. If we have any questions or issues we will contact you directly, otherwise we will go ahead and process it. When it’s approved, you will get an email letting you know that it has happened, a statement of work will be created, and you can review that.

For more information, please refer to the other videos in this guide series. If you review this video and the next, and you still have any questions, you are welcome to get in touch with the PLD team directly at pld.providers@education.govt.nz.

Thanks for watching.

Kia ora, my name is Liam and I’m part of the PLD team. In this video, I will guide you through the process of reviewing and accepting a statement of work.

When you first log in to the system as a provider admin, you will be presented with this screen.

To review and accept a statement of work, you will first need to go to the statement of work tab at the top of the page. This will present you with a list of all statements of work that have been created for your provider organisation, and you will need to choose the one that you are looking to review.

To do that, you might want to look at the ‘status’ and ‘provider acceptance’ columns. You are looking for statements of work that are in the ‘provider notified’ and ‘pending acceptance’ stage. This tells you that the PLD team have reviewed it and it’s ready for you to have a look. When you have found the one you want to review, click on the ‘PD’ link on the far left-hand side. This will take you through to the proposal document page.

This ‘details’ page has fairly limited information on the statement of work itself, so what you want to do is review the actual document. There is a ‘related’ tab that you want to click on, and there is an attached file.

Open that pdf and it will open as a review within your browser.

Most of the information here is just the template which you will see every time, but you will see there’s some information highlighted in the red boxes below that will change depending on the PLD that you are working on. You want to review these bits of information, most importantly the date range that the work is going to be happening in, the number of hours that are being delivered, and the dollar values on the second page.

It is worth noting that the bottom section, which is there for signing, is not necessary anymore. You do not need to sign, print, scan and send back. You can accept the statement of work within the system and that tells us you are ready to go, so you can skip to signing. You can review the document here. If you have any questions or issues with the statement of work you’ve got, then please get in touch with us directly at pld.providers@education.govt.nz and tell us what information you weren’t expecting, or seems to be wrong, and we can potentially talk to the school that you are working with and we can update it and make sure you’re getting the right contract. But if everything is good to go, or if you have sorted out any issues there were initially and you are ready to move forward, then you need to come back to this ‘details’ tab.

Over here is ‘provider acceptance’, so this field needs to be changed. There’s a little pencil icon on the right-hand side, which makes this field editable if you click that, click the drop down and click ‘accept’.

Please don’t click ‘decline’ without talking to us first, as we can probably just make edits to what is there and get it to a point where you’re happy to accept it. When you’re ready, click ‘accept’, click ‘save’. It will update on our end, and that tells us that you’re ready for a purchase order to be issued and for the work to get underway.

For more information on the PLD online system, please refer to the other video guides in this series. If you’ve seen those guides already and you still have any questions, feel free to get in touch with us directly at pld.providers@education.govt.nz.

Thanks for watching.