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Accounts

Creating an Account

  1. Click "login" in the nav bar on the top of the screen. or the sign in link at the top of the homepage.
  2. Click the blue register button below the sign in card with the green login button.
  3. Fill out your information making sure to use your NCFF email.
  4. Select the NCFF team you are on from the Team dropdown. See the Team documentation here.
    • If you are on multiple teams please contact todonnell@nebraskachildren.org and he will adjust your team membership so that you are on multiple teams.
    • If your team is missing please contact todonnell@nebraskachildren.org and he will create it.

Forgot Password: How to Reset Password

  1. Click "login" in the nav bar on the top of the screen, or the sign in link at the top of the homepage.
  2. Click the Forgot Password link below the blue register button.
  3. Enter your email in the box on the next page. You will be sent an email with a link to reset your password.
  4. Check your inbox for an email from licenses@nebraskachildren.org with the subject "NCFF Digital Office Equipment Manager Password Reset", and follow the link.
  5. Follow the link in the email.
  6. Enter your new password in the boxes, then you will be logged in!

Software License Usage Guide

Adding a Software License

Option 1: Manual Entry

  1. Funding Source
    1. Ensure the funding source exists in the database here, or examine the list on the right of the create page.
    2. If it does not, create it here. See the Funding Source Usage Guide below.
    3. Note: See Funding Source Usage Guide if you are having trouble with step a.
  2. Software Entry
    1. Ensure the software entry exists in the database here, or examine the list on the right of the create page.
    2. If it does not, create it here. See the Software Usage Guide below.
    3. Note: See Software Usage Guide if you are having trouble with step a.
  3. Fill Out Creation Form
    1. Click "Create New" in the navigation bar at the top of the site.
    2. Select "Software License" from the dropdown.
    3. Fill out the form:
      • Software: A dropdown of the available software to connect with this license. You can also view what Software is available to link on the right.
      • Cost: The cost of the license every time it renews. IE: If you are putting in a Canva license that costs $10/mo put 10.
      • Credit Card: The name on the card that is used to pay for the license, or just the first name on the card. IE: Kevin's
      • Credit Card Number Last 4: The last 4 digits on the credit card used to pay for the license.
      • Type: Is this an Admin license or individual. An admin license includes an agreement about how long the organization will pay for the license.
      • License Expiration Date: The date that the license expires. If it is a monthly or quarterly license that renews automatically, put the date these automatic payments terminate, or when you plan on ending the subscription.
      • Subscription Terms: How often does the company get billed for this license.
        • Lifetime: The license requires one payment for unlimited use.
        • Annual: The cost is billed annually
        • Quarterly: The cost is billed quarterly
        • Monthly: The cost is billed monthly
        • Other: The billing cycle does not fall under any of the provided categories. Try not to use this option if possible as it affects the cost summing functionality.
      • Cancellation Requirements: This is a brief description of any cancellation requirements stipulated in the contract. It is important to know these so the organization doesn't pay for something we do not intend to continue using. Often the agreement terms require a month or more of notice to cancel.
      • Funding Source: A dropdown of the available funding sources to connect with this license. You can also view what funding sources are available to link on the right.
      • Status: Is the license active or inactive currently. This is so that we have a record of what people have used in the past and so that management can mark a license as inactive when it is cancelled.
      • Hours Used Per Week: An estimate of the number of hours that you use the license per week, only accepts whole numbers.
      • Search Users: Type in the name of the person you would like to use as the primary user of the license. It will drive the Primary User dropdown.
      • Primary User: The person who administrates or bought the license. The cost of the license is associated with this user's team.

Option 2: Upload a CSV of Multiple Licenses

  1. Navigate to the Upload CSV Section from "View"->"Software License" at the bottom of the page, or from "Create New"->"Software License" on the right.
  2. Click the link beneath the heading that says "this template" or access it here.
  3. Download a copy of the spreadsheet to your local machine.
  4. Fill out the sheet for all the licenses you would like to create.
  5. Download a copy of your completed spreadsheet as a .csv file.
  6. Navigate back to the upload CSV section and click browse.
  7. Select the completed .csv file.
  8. Click "Upload CSV".
  9. Check that the licenses appear in the list on the "View"->"Software License" page.

How to Request a New Software License

  1. Funding Source
    1. Ensure the funding source exists in the database here, or examine the list on the right of the create page.
    2. If it does not, create it here. See the Funding Source Usage Guide below.
    3. Note: See Funding Source Usage Guide if you are having trouble with step a.
  2. Software Entry
    1. Ensure the software entry exists in the database here, or examine the list on the right of the create page.
    2. If it does not, create it here. See the Software Usage Guide below.
    3. Note: See Software Usage Guide if you are having trouble with step a.
  3. Fill out the creation form.
    1. Click "Create New" in the navigation bar at the top of the site.
    2. Select "Software License" from the dropdown.
    3. Fill out the form being sure to mark the status as "Aquisition Request"
  4. Kevin will recieve an email with a link to the details of your request. He will either approve or deny the request by updating the item's status.
  5. You will recieve an email with wether Kevin approved or denied the request. Once you have the License please go back and update the status once more.

Using The View Software Licenses Page

Using Filters

  • Funding Source: A drop-down to restrict results that are only linked to the selected Funding Source.
  • Team: See the licenses that are associated with a team. The team is determined by the primary user's team membership.
  • Search User: Type the user's name, and the options in the user dropdown will update with the matching users.
  • User: Filter by licenses that are associated with the current user.
  • Search Software: Type the name of the software that you would like to see licenses for. Useful for finding duplicate licenses.
  • Software: Select the software that you would like to see licenses for. Useful for finding duplicate licenses.

Editing Software Licenses

Click the gray edit button on the row of the license that you would like to edit. See creating a license above for further instructions.

Using the "Costs" Section

You are only allowed to see the cost information of your team, so to get this feature to work, select your own team from the "Filter by Team Dropdown." Then you will be able to see cost information.
If you are simply trying to see what software other people in the organization are using and how much it costs, you can still see the cost information. Simply find the license you are interested in from the list and click on the "License Details" button; the cost will be listed in that section.

The selections in the filters drive this section, so only the software licenses that appear in the list are being summed.
The Totals section is calculated as follows:

  • Total: Simply adds the cost of the license regardless of when it renews or active/inactive status. Ex: $12/month and $155/yr would read $167.
  • The following licenses are only summed if they are marked as Active:
  • Lifetime: Sums only those licenses whose terms were marked as Lifetime. Ex: 12/month and $200/lifetime would result $200.
  • Annual: Shows the total annual cost of licenses. 12 x monthly + 4 x quarterly + 1 x Annual. Ex: 12/mo, 40/qtr, 100/yr = $404.
  • Quarterly: Shows the quarterly cost of licenses, assuming an annual license does not renew that month: 4 x monthly + 1 x Quarterly. Ex: 12/mo, 40/qtr = $88.
  • Monthly: Shows the monthly cost of licenses, assuming that the Quarterly and Annual licenses don't renew that month: 1 x Month. Ex: 12/mo = $12.
  • Other: Sums licenses with terms marked as 'Other'.

Using the "Download CSV" Feature

  1. Navigate to "View"->"Software License".
  2. Use the filter section to make the selections of the licenses you would like to be in the CSV. How to is here.
  3. Scroll to the bottom of the page and click the green "Download CSV" button. It should begin downloading to your "Downloads" folder.

Adding a Device/Peripheral/Printer or Other

Step 1: Determine the device type

Device Types

  • Peripheral: Anything that is not the computer itself, but is used in conjunction with the computer. Ex: Monitor, Dock, Keyboard.
  • Device: Anything that is a computer of any kind, including iPads, Smartphones, Laptops, and Desktops.
  • Printer/Other: Any other office equipment that is not included in the above categories, like printers, office phones, network equipment, fax machines, or scanners.

Step 2: Funding Source

  1. Ensure the funding source exists in the database here.
  2. If it does not, create it here.

See the Funding Source Usage Guide here.

Step 3: Create the Device Record

Create the record by clicking on "Create New" in the navigation bar at the top of the screen, then selecting the type of device you would like to create. See below for information about the type of device you should use.

A note on Procuring Devices for Projects or Communities

Note: If you are requesting or inputting a device like an Ipad that you procured for use with a community based program, please note that in the comments, but still list yourself as the primary user.

Funding Source Usage Guide

Adding a Funding Source

  1. Before adding a Funding Source, ensure the funding source does not already exist in the database here or check the list on the right.
  2. If it does not, create it here.
  3. Fill out the form:
    • Name: The name of the Funding Source as it appears in Paylocity.
    • Number: The funding source number as it appears in Paylocity, e.g., 000/000/000.
    • Description: A short description that describes what the funding source applies to.
    • Expiration date: The day that the Funding Source runs out in mm/dd/yy format.
    • Status: Is the Funding Source still active?

Editing a Funding Source

  1. Click "View" in the navbar on the top of the page.
  2. Select "Funding Source" from the dropdown.
  3. Click the grey "Edit" button on the right side of the row with the Funding Source you would like to edit.
  4. Edit the funding source, referencing the categories described above.

Notes on Funding Source List

  • Funding sources are ordered by expiration date, with those that are expiring the soonest at the top of the list, unless they are marked as "Inactive".
  • The color of the row will be red if the funding source is expiring within 30 days.

Team Usage Guide

To view the teams currently in the orginazation go to "View" -> "Team"
At this time all teams should be entered, and new teams may only be created by admin and changing team membership may only be done by an admin.
Contact: todonnell@nebraskachildren.org to request a team be added or a team membership change.

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