POLARIS Policy On-Line Analysis and Research

Information System

MVD Policy/Forms June 2018

2

POLARIS Training Objectives

How to gain access to POLARIS Becoming familiar with the basic features How to utilize keywords Common search errors How to create a shortcut to access

information quickly

The information contained within this Training module will provide you with the necessary information on:

3

POLARIS ADOTNet Homepage Chrome is the recommended browser for accessing POLARIS. (please see last page for information regarding solutions for forms with a submit button)

Click on the Chrome icon ADOTNet will launch

Note: The search option on the ADOTNet Homepage will work to search for MVD policies, office memos, or charts. However, it will also pull all of ADOT’s information, not just from POLARIS.

4

POLARIS From the ADOTNet Homepage, place your cursor over “Our

Agency” (dropdown menu will display), and then select “Motor Vehicle Division (MVD).

Note: When POLARIS is launched in Chrome, the dropdown menus and other helpful feature will function properly.

5

POLARIS Motor Vehicle Division Homepage

The MVD Homepage has many features, including:

Happening at MVD Featured Hot topic POLARIS links Click on either link to

launch

6

POLARIS News4U

The News4U page will display: Hot Topics Webinar Information What’s New in Policy (Policy/Memo Changes) POLARIS

Memo Change Summary Policy Change Summary View/Search Charts View/Search Memos View/Search Policies Manuals

7

POLARIS What the POLARIS Links Provide

Through “Memo Change Summary” or “Policy Change Summary,” you’ll be able to view up to three months of recent policies. After that timeframe, you’ll have to use the table of contents or the search function.

Through “View/Search Charts,” “View/Search Memos,” or “View/Search Policies,” you’ll be able to view charts, memos, and policies.

• You’ll be able to locate the desired information by entering: Title Policy number Keyword(s)

8

POLARIS How to Search

Enter the information you’d like to search, hit Enter or click on Apply.

When the search yields a result, you’ll be given links to select from.

9

POLARIS Search = No Result

When the search yields no result, no links will be given to select from.

When this happens: Check spelling Make sure you didn’t add in double-spacing at the end

Note: The issue of a single-space at the end has been identified by the Web Team and has been corrected.

Spelling error

10

POLARIS Search

Use the dropdown option to display the additional information.

Click on the information that you are looking for.

For example: Policy 15.1.4 Vision Restrictions

Note: You may find more than one item that will apply to your search, you may need to read multiple documents.

11

There will be many times when you will have to print off a form to complete job duties and/or for your customer. You will click on the “MVD Forms and Docs” button located on the ADOTNet homepage on the right.

POLARIS Online Forms

12

POLARIS Search Online Forms

There are four ways to find the form that you are looking for:

1. Alphabet Search - Click on the letter that matches the name of the form

2. Form Title

3. Form Number

4. Keyword(s)

13

Online Forms Search Alphabet Search

This type of search is used when you do not know the Form Number or the complete name of the form.

By clicking on the letter that matches the first word in the title of the form.

A listing of all the forms that start with that letter will be displayed.

You will have to look at the list and choose the correct form.

Note: After a letter search, you must select “All” to reset the list (filter) before using the Title or Keyword Search.

14

Online Forms Search Alphabet Search (con’t)

At the bottom of the screen, you are able to use the page numbers to navigate to find the form that you are looking for. Once the correct form is located, click on the PDF indicator to the right of the name of the form. This will display the form for you to print or complete and print.

15

Online Forms Search

Search by Form Title, Number, or Keyword

Full Form Name Form Number Keyword Enter information into

the search box Then click on Apply

or hit Enter

16

Online Forms Select the form to populate The form is a fillable PDF Areas that can be filled will be highlighted in light blue The form can be left open for use throughout the day There is a “Clear” button so you can clear the data you have previously entered and complete the form again for the next customer

17

Enhancement to MVD Forms Page We added “Recently Updated Forms” section to the MVD Forms Page. Provides a quick glance as to what forms have been updated and the date updated.

18

How to create a shortcut to your toolbar and/or to your desk #1

#2 #3

POLARIS Shortcuts

19

#4

POLARIS Shortcuts (con’t)

Result:

#5

Choose location of shortcut (Bookmarks bar)

*You may edit the name so it is easy for you read in the toolbar.

*

20

Current Keyword Count in Policies 5,108 5,118 6,866

21

Current Keyword Count in Office Memos 915

22

Current Keyword Count in Charts 1,349 1,369

Current Keyword Count in Forms 5,611

23

24

Contact Us - POLICY

This form should be completed when a decision has been approved by appropriate management which requires an amendment or the creation of an MVD policy, office memo, chart, News 4U, or other publication, manual or document.

Policy Development/Amendment Request, Form #28-0005

Contact Us - POLICY MVD Policy Review Request

This form should be used to request clarification, review or keywords be added to a particular policy, office memo, chart or other publication, manual or document.

25

Contact Us – FORMS MVD FORM Request, Form #28-0001

Note: Please make sure to complete form, including the Approving Authority (MVD ONLY).

This form should be used to request a form revision or for the creation of a new form.

26

Questions or Issues We are aware that Chrome’s built-in PDF viewer is not 100% compatible with some of Adobe’s features.

E.g., Chrome’s built-in PDF viewer disables the ability for the submit button to work. However, there are solutions:

To function properly, Chrome default settings require fillable forms to be downloaded on EACH USE (to ensure correct version), saved to your desktop, opened with Adobe Reader (or whatever Adobe version you have) rather than opening them directly in the browser

Open the form that has a submit button in Internet Explorer (IE), the submit button will work

Print the form, complete, scan and email to the necessary department/email

Completely disable Chrome’s PDF Viewer, please contact Forms@azdot.gov for instructions.

Regional Mgrs./Admin/Supervisors/Leads: Please forward this information to your staff. Thank you.

27