business process overview administrator training 2 main functions of enterprise learning management...

Learning Administrator Training

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S e c t i o n 1

Business Process Overview

Objectives

By the end of this lesson, you will be able to describe:

• The main functions of Enterprise Learning Management.

• The purpose and structure of the learning catalog.

• Learning environments and learner groups.

• Integration with external systems.

• Payment options for enrollment charges.


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Main Functions of Enterprise Learning Management

Overview

What is Enterprise Learning Management?

• An internet-based solution that enables enterprises to manage, track, deliver, and report on learning delivered through any method, within or outside of the organization.

• A single system for learners, managers, instructors, and administrators.

STARS is an Enterprise Learning Management system implemented at Stanford University.

Student Notes

Terminology With Enterprise Learning Management, you can manage and track learning that is delivered in any format.

The following terms classify learning:

• Activities

A learning activity focuses on a specific topic. The same activity can be delivered through one or more delivery methods. For example, Introduction to Basic Programming can be offered through an instructor-led session or a self-paced, web-based class. It might also be delivered through a combination of delivery methods, known as blended learning; for example, a live webcast, followed by an assignment and an online test.

• Programs

Programs are composed of multiple activities that are grouped into sections to achieve one or more high-level learning objectives. The system supports certification programs and curriculum programs.

• Supplemental learning

Learners can receive credit for completing noncataloged forms of learning, referred to as supplemental learning. For example, a learner can earn credit for a seminar or conference, equivalent external work experience, or on-the-job training.


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Main Functions of Enterprise Learning Management (continued)

Learner Functions

Learners can use Enterprise Learning Management to:

• Find learning activities and programs.

• Plan and enroll in activities and programs.

• Request activities that are not currently offered. (not enabled in STARS)

• Report supplemental learning. (not enabled in STARS)

• Launch self-paced, online activities and live webcasts.

• Review personal learning records.

• Add learning objectives. (not enabled in STARS)

Student Notes

Internal and External Learners Learners can be:

• Internal, such as employees and other individuals who have a record in your Human Resources system.

• External, such as customers, suppliers, and partners.

• All learners are Internal Learners in STARS.


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Example: My Learning Page Following is an example of the self-service My Learning page that learners can use to search for activities and programs, view personal learning records, launch online activities, and manage other aspects of their learning:


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Manager Functions (will be enabled in STARS soon)

Managers can use Enterprise Learning Management to:

• Enroll team members.

• Approve enrollment requests.

• Plan and assign learning for team members.

• Request activities that are not currently offered.

• Assign learning objectives to team members.

• Record supplemental learning for team members.

• Review team members’ planned, current, and completed learning.

Student Notes

Example: Team Members Page Managers can view and manage learning for their direct reports as well as for their direct reports’ team members.

Following is the self-service Team Members page that managers can use to access team members’ learning records:

Team Members page (1 of 2)


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Team Members page (2 of 2)

Explaining Manager Functions Mention that, in addition to enrolling learners, managers can assign planned activities and learning objectives to learners. For example, a manager might assign a team member the objective of improving his or her product management skills. The learner can then search for activities that are designed to meet that objective.

Briefly touch on the other self-service features that managers can use. As with learner tasks, manager tasks are covered on the last day of class.


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Instructor Functions

Instructors can use Enterprise Learning Management to:

• View teaching schedules.

• View class rosters.

• Mark attendance.

• Enter grades and scores.

• Launch live webcasts.

Student Notes

Example: View Schedule Page The View Schedule page is one of several pages that instructors can use to manage the sessions that they are assigned to teach:

View Schedule page


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Administrator Functions

Administrators can use Enterprise Learning Management to:

• Enroll individual learners and groups.

• Manage waitlists, approve enrollments, and override prerequisites.

• Create profiles for external learners.

• Maintain information for facilities, equipment, and other learning resources.

• Maintain the learning catalog and schedule learning activities and programs.

• Manage requests for learning that is not currently offered.

• Administer certifications.

Student Notes

Controlling Administrator Tasks You can control the set of tasks that administrators can perform. For example, you can have different administrators perform the enrollment, catalog maintenance, and resource management tasks. Some of the functions listed for Administrator might not be granted to all Learning Administrator but controlled by system administrator.

Roles and Permission Lists

Roles and permission lists determine which features and tasks are available to each user:

• Predefined roles are delivered with the system.

• Roles include internal learner, external learner, manager, instructor, and 11 administrator roles.

• Each user must have at least one role – Learner role.

• There are some new roles created in STARS.

Student Notes

PeopleSoft delivers 11 administrator roles so that customers can easily implement the security that is appropriate to their organization. They can assign users multiple roles, or create new roles, selecting the set of permissions that are appropriate to each role. Procedures for creating and assigning roles comply with standard PeopleSoft security.

Over 80 permission lists are delivered with the system.


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Purpose and Structure of the Learning Catalog

The Learning Catalog

The learning catalog is at the heart of Enterprise Learning Management. It has the following functions:

• Serves as a repository of information about learning activities and programs.

• Enables users to find and enroll in learning.

Catalog Hierarchy

This diagram shows the hierarchical structure of the learning catalog:

Student Notes

The Building Blocks The building blocks that make up the learning catalog are as follows:

• Categories are high-level groupings of subject areas. Categories are an optional feature that make it easy to organize and find activities.


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• Primary categories are the highest level of categories. Each category can include one or more layers of subcategories.

• Catalog items represent specific topics of study; they are sometimes called courses.

• Delivery methods specify how content is delivered for a particular catalog item (for example, through blended learning or a live webcast).

• Activities represent an instance of a catalog item delivery method; represent the level at which learners enroll

• Learning Components are the building blocks of activities.

• Sessions represent instructor-led, classroom-based training or live webcasts.

Note. Every activity must have at least one learning component. Component types include web-based, session, webcast, test, survey, assignment, and other user-defined types. A single learning activity can contain a mix of component types


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Learning Environments and Learner Groups

Purpose of Learning Environments and Learner Groups

Learning environments and learner groups work together to provide:

• Security for the catalog.

• Different views of the catalog based on user needs.

The system delivers two types of security:

• Roles and permission lists control the pages that users can access and the tasks that they can perform.

• Learning environments and learner groups control access to the catalog content and resources.


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Learning Environments and Learner Groups (continued)

Learning Environments

As this diagram shows, learning environments enable you to partition the system into learning communities:

ABC Company

HumanResources

learningenvironment

Financelearning

environment

Productionlearning

environment

ExternalLearnerslearning

environment

Student Notes

Defining Learning Environments This diagram presents just one example of how the system might be divided into learning environments. You can base the creation of learning environments on functional areas, location, target audience (employee, customer, partner, and so on), or on any other logical criteria according to business needs.

Explaining Learning Environments Provide only a high-level description of learning environments here. Learning environments are covered in detail in a future lesson.

Each learning environment has its own segment of the catalog, and its own resources, instructors and security. Catalog entries and resources can be shared between learning environments, as needed, preventing the need to create duplicate items for multiple environments.

Learning environments control access to data for your administrative staff. They also control the sequence in which categories are listed when learners browse the catalog.

Each learner must belong to one, and only one, learning environment. However, an administrator can administer more than one learning environment, although he or she can only be active in one environment at a time.


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Learning Environments and Learner Groups (continued)

Learner Groups

Learner groups have the following characteristics:

• Consist of learners who share the same department, job code, or other common characteristic.

• Control learner access to categories, catalog items, and activities.

• Can be used to enroll learners into activities and programs.

Student Notes

Using Learner Groups to Control Access to the Catalog After you create learner groups, you assign them to categories, catalog items, and activities. A learner can only access catalog content that is associated with his or her learner group.

A learner can belong to multiple learner groups and can view all of the categories, catalog items and activities associated with those groups. Will be discussed in detail in a future lesson.


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Integration with External Systems

System Integration

This diagram shows how Enterprise Learning Management integrates with other applications, services, and learning content:

Financials

Webcastapplications

Credit card authorizationand payment vendors

AICC or SCORMcompliant learning content

PeopleSoftEnterpriseLearning

Management

HumanResources

Third-Party Integration

Enterprise Learning Management integrates with various third-party applications and content, including:

• Self-paced, web-based content that complies with the widely adopted Sharable Content Object Reference Model (SCORM) and Aircraft Industry Computer Based Training Committee (AICC) standards for content development.

Courses that comply with these standards can send scores and other progress data back to Enterprise Learning Management.

• Credit card authorization and billing services.

If you accept credit card payments for enrollment fees, you can use PeopleSoft Business Interlink architecture to interface with a third-party vendor.


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• Third-party applications for delivering live webcasts.

Instructors and learners can launch webcasts from the self-service pages in Enterprise Learning Management.

Integration with PeopleSoft Applications

Enterprise Learning Management integrates with applications in the PeopleSoft Enterprise Human Resources database and the Enterprise Financials database:

PeopleSoft EnterpriseLearning Management

Human Resources(person and

organization data)

Competencies

Financials(ChartFields)

Chargebacks

Integration with HRMS and Financials Databases

The Enterprise Learning Management application resides in its own database, not in the Enterprise Human Resources Management System (HRMS) database. It integrates with HRMS 8.3 and above and PeopleSoft Enterprise Financials (FDM) 8.4 and above. It can also integrate with third-party, XML-compliant human resources and financial systems.


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Payment Options for Enrollment Charges

Payment Methods

The system supports the following types of payment methods:

Training units

Cash

Chargebacks

Credit cards

Purchaseorders

Checks

PaymentMethods

Student Notes

Availability of Payment Methods All forms of payment are available to external learners. Chargeback is the only payment method that is available to internal learners.

How Chargebacks Work When a learner’s enrollment fees are charged back to another department, Enterprise Learning Management records the ChartField values that are associated with the fees and can transmit this data to your organization’s general ledger.


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Review

In Business Process Overview you learned that:

• Enterprise Learning Management is an internet-based application that enables you to manage, track, deliver, and report on learning activities.

• The learning catalog is a repository of information about learning activities.

• Learning environments and learner groups provide added security for the catalog content, by controlling who can update and access various parts of the catalog.

• Enterprise Learning Management integrates with PeopleSoft HRMS and PeopleSoft Financials, as well as with third-party HR and financial systems.

• Internal learners can charge back enrollment fees to internal departments; external learners can charge back enrollment fees or use purchase orders, training units, credit cards, cash, or checks to pay for fees.

• It’s important to identify the learning environments, categories, and learner groups you will need before you begin implementing Enterprise Learning Management.

business process overview administrator training 2 main functions of enterprise learning management...

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