Learning Management System (LMS) Agency Administrators Training

October 1 - 18, 2019

1

Agenda

• Next Steps

• Agency Administrators – FAQs

• Determining What to Train On!

• Navigating to the Learning Admin Center

• Learning Admin Home Page Overview

• Helpful Navigation Tips

• Helpful Creation Tips

• Users Page • Users Menu

• Tools

• Groups (Slots)

• Assignment Profile (KEY PROCESS)

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Agenda (continued)

• Creating an Item (Course)

• Creating a Scheduled Offering

• Content Page• Content Objects & Packages• Assessments (Quizzes and Exams)• Tools -

• Import Content (KEY PROCESS)• Printed Exam Template • Other Menu Items

• Learning Page• Items (KEY PROCESS)• Scheduled Offering (KEY PROCESS)• Recording Completion for Scheduled Offering• Classes• Group Instances

3

Agenda (continued)

• Learning Page (continued)• Catalog (KEY PROCESS)• Programs• Curricula• Program to Curricula Comparison• Requirements• Surveys• Additional Items• Tools –

• Close Scheduled Offering

• Cancel Scheduled Offering• Curriculum Scheduling

• Registration Assistance

• Required Dates Editor

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Agenda (concluded)

• System Admin Page • Certification Templates• Tools & Background Jobs

• Reports• Trainers Access• SAP JAM• Granting Agency Admin & Trainer Access• Connecting the Dots (Exercise)• Administrator Activities During Admin Only Go-Live

Period (continued)• Questions & Wrap-up

5

Next Steps

• 10/01/19 - 10/18/19 - DMS led agency administrator training

• 10/14/19 - Initial agency Go-live Readiness Checklist due to DMS

• 10/21/19 - Phase I deployment (agency administrators only)

• 10/28/19 - 11/19/19 – DMS-led help sessions for agency administrators

• 12/13/19 - Final agency Go-live Readiness Checklist due to DMS

• 12/17/19 - Final alignment meeting with agency administrators

• 10/21/19 – 01/10/20 - Agency-led communication and training

• 11/04/19 – DMS provides template and instructions for providing external learners

• 12/02/19 – 12/17/19 - Agency’s provide listing of external learners

• 01/13/20 - Phase II deployment for ALL learners

• 01/13/20 – 01/31/20 - DMS/NGA hyper care support

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Agency Administrators - FAQs

• What access level will agency administrators have?• Access to upload content, create courses, curricula and programs, and administer the

agency’s Domain. Administrators will also have Trainer access.

• Who should have this role? • This role should be limited to individuals in the agency who are responsible for

administering training across the agency (not necessarily teaching, but creating the items and controlling content).

• Is there a limit to how many administrators an agency can have?• No. However, agencies should limit the number of agency administrators or there will be

confusion on who changed information, courses, assignment profiles, etc.

• Can the agency administrator access be limited to an individual business unit? • No. Individuals with an agency administrator role will have full access to your agency’s

entire domain.

• How is agency administrator and agency trainer access provided and removed?• Agency must complete the Admin/Training Role Authorization Form and submit to the

DMS People First Team (details will be provided during training).

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Determining What to Train On!

• Training Needs – Determining training needs is an agency determination.

• Training Method – Determining whether a training should be an online course (i.e., video), fieldwork, a classroom course or a blended course is also an agency decision.

• Content Creation – Whether conducting a classroom training or an online course, content is created by your agency, using an authoring tool such as Articulate Storyline or something as simply as PowerPoint.

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Navigating to the Learning Admin Center• Starting October 21, 2019, agency learning administrators can

access the learning administration pages in People First.

• To access:• Log in to People First.

• Select the Talent Management tile.

• Select the Home navigation dropdown menu and select Learning Administration.

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Learning Admin Home Page Overview• Menu Bar –

• Contains links to each core section of the learning administrators tools.

• Consist of links to (each link is covered in detail later in the training) –Home (Learning Admin Home), Users, Learning, Content, System Administration, References and Reports.

• Includes a Search field that allows you to search for learners or administrator functions (e.g., import content).

• Includes a settings link that allows you to update minimal information for your account (e.g., time zone). Note that the tabs within settings titled Viewable Domains and Password are not applicable and should not be updated.

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Learning Admin Home Page Overview (continued)• Additional Administrators Home Page Options –

• Welcome Section – Includes a canned video that provides an extremely high level navigation overview for administrators. Note that this video was NOT created by the state and some of the content is not relevant for agency administrators.

• Layout Option – Allows you to pick your desired layout of your personal Administrators Home Page. Changing for yourself does NOT impact anyone else.

• Help – Depending on the screen, is either presented as the word Help or as a question mark. This help link is presented throughout the administrator pages and takes you to SuccessFactors content that includes information on what each learning function is and general information on how to use them. This should be your first stop for help as an administrator!

• Quick Links – This section allows you to customize your personal quick links for your Administrators Home Page. Suggestion is to update once you become familiar with the new LMS and have zeroed in on core processes you will be completing on a frequent basis. Once you do that, customize this section to best meet your needs. Changing for yourself does NOT impact anyone else.

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Learning Admin Home Page Overview (concluded)

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Learning Admin Home Page –References • References –

• Located in the top right section of administrators page.

• Contains three menu items.• Learning – This menu item includes some of the learning terms

that have various values.

• Physical Resources – If any facilities, locations, etc. have been added by your agency admins, you can view them here.

• User Management – Allows you to view a list of valid values for Employee Type.

• To see the valid values for any of these items, select the desired item, then select search and this will return all valid values for that item.

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Learning Admin Home Page –Preferences • To update your administrator or trainer preferences, select the

blue gear ( ) on the search row of the administrator page header.

• Time Zone ID – This is your default time zone as an administrator or trainer. At go-live everyone will be defaulted to Eastern Standard Time. Administrators and trainers in Central Time Zone will need to update this setting.

• If you update you will also have to select the Active Locale ID and Currency ID (both fields only have one option available for selection).

• Enable Guide Me Mode – This checkbox drives whether the suggested next steps items are presented. By default this box is checked. If you do not want to receive the subtle suggestions when creating new items, etc., then deselect this box.

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Helpful Navigation Tips

• Within the learning admin pages there are several options that are similar when making updates. The following are some of these similarities to be aware of:

• ? or Help hyperlink both take you to the SuccessFactors content that includes information on what functions are and general information on how to use them. This should be your first stop for help as an administrator!

• Green Plus ( ) is presented in the header of the details section, in numerous process screens and is an indicator that you can add an item, relationship, etc.

• Add New ( ) hyperlink is presented in the top right of the details section within numerous screens. This is an indicator that you can create a new item for the selected function (e.g., content, item, scheduled offering, etc.).

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Helpful Navigation Tips (concluded)

• Search screen is presented by default in most function screens and allows you to search for an existing item for that function. Search values vary depending on the function you are viewing. Search is your way to find an item you need to review and update.

• Search icon ( ) is presented for numerous fields. If you don’t know the value or receive an error message when entering a value in the field, select the search icon and search for and select the correct value from the search menu. Within the search menu you can leave the search fields blank to return all values.

• Related menu is presented in the bottom left section of the screen, for numerous core processes (e.g., assignment profile, content, courses, etc.). This menu contains other core functions (e.g., catalog, curricula, items, etc.) that you can associate to this process. You do not have to create a relationship for all menu items, only the ones that are relevant to the goal you are trying to accomplish.

• Actions menu is presented in the top right section of the screen, for numerous core processes. The actions menu contains actionable links related to the core process you are viewing and/or maintaining.

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Helpful Creation Tips

• Agency (Domain) administrators are responsible for creating courses, assessments, assignment profiles, completion certificates, etc. as well as loading content. Across the various administrator tools, there are like kind fields that are presented when creating something new. The following are some important tips related to these types of fields:

• Domain – Whenever creating something new one of the fields presented will be domain. Domain is your agency acronym. Domain is defaulted to “Public”, make sure to change the domain to your agency. If you leave as Public you will not be able to use the item you created (you would have to modify the domain to use it).

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Helpful Creation Tips (concluded)

• ID fields –• Whenever you are creating new courses, exams, quizzes,

assignment profiles, etc. one of the fields that will be presented is an ID field.

• ID fields cannot include spaces. Use an underscore “_” where you would normally use a space.

• This field is the unique identifier for the item you are creating.

• ID fields should ALWAYS start with your agency’s acronym (e.g., DMS, DOH, FDC, FWC, etc.), then should include a word or two that provides insight into the content of what or who the item is being created for. For example, if creating an assignment profile at the Department of Management Services, for the People First Division, the assignment profile ID would be titled. DMS_Division_of_People_First.

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Users Page – Users Menu

• Users Menu Item – Allows administrators to access specific learners within their agency to view assigned and completed courses, curricula, programs, etc. as well as to assign courses and curricula and send notifications to specific learners.

• Search for the learner and select the User ID to access the learners learning record.

• Actions Menu (presented in the top right after selecting a learner) allows administrators to:

• Registration Assistance – Only applies to classroom trainings. Does not apply to online courses. Allows administrators to remove the learner from a training, reserve a slot in a training and register the learner for a training. You can use this for one or multiple learners at one time.

• Assign Learning Needs – Only applies to online based content. Allows you to assign or remove training, curricula and programs to learners. You can use this for one or multiple learners at one time.

• Send Notifications – Allows administrators to create an email and send to selected learners.

• Launch Proxy – Allows administrators to proxy as the learner. Proxy only allows the administrator to see what the learner sees, it does not allow the administrator to complete the training for the learner.

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Users Page – Users Menu (continued)

• The Related menu (bottom left) in the users page (presented after selecting a learner) allows administrators to:

• Assigned Items – View, remove and update training that is currently assigned to the learner as well as assign additional training (online, scheduled and blended) to the learner (use the green plus to add training). You can also update the required date (required completion date), change assignment type (e.g., change from optional to required) and remove training in this tab.

• Items Completed – View only. View training that has been completed by the learner. This includes any training that was loaded as part of the initial training import (mass load).

• Curricula – View curricula that are currently assigned to the learner as well as add a curricula for the specific learner (use the green plus to add curricula). You can also update the assignment date and remove a curricula from the learner.

• Programs – View only. View programs that are currently assigned to the learner. No updates can be made in this screen, programs must be assigned in the program itself.

• Assignment Profiles – View only. View the assignment profiles the learner is assigned to. No updates can be made in this screen, assignment profiles must be administered in the assignment profile itself.

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Users Page – Users Menu (continued)• The Related menu continued, More option:

• The More option in the Related menu primarily allows you to view other attributes assigned to the learner.

• Phone Numbers – View only. Shows the 411 phone number as stored on the employee’s position in People First.

• Registration – View only. Reflects required training and curricula the learner is registered for, but has not completed.

• Requests – View only. Reflects training requests the learner has submitted.

• Online Status – View only. Reflects online and blended training that is assigned to the learner.

• Catalog Preview – View only. Reflects the catalogs the learner is assigned to. You can select one or more catalogs and select the Preview button to see which catalog each course is from.

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Users Page – Users Menu (concluded)• The Related menu continued, More option continued:

• Preferences – View only. Shows the learners default preferences (system settings tied to the learner such as time zone).

• Approval Role – Use this to assign the learner as an approver for training registration. All learners with this role will get an approval task if the approval option of Approver Approval is selected. Approval is first-come-first-serve for all approvers assigned this role.

• Approvals – Allows you to manage training requests for the learner that are pending approval. Use this if you need to complete an approval on behalf of the manager or second-level manager.

• Surveys – View only. Reflects surveys that are pending the learners completion.

• Groups – View only. Shows the groups the employee is part of.

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Users Page - Tools

• Tools Menu –• Record Learning Multiple – Allows administrators to record course

completion for learners in bulk. Available for online, scheduled and external training. Does not require the learner to be registered in the course.

• Learning Event Editor – Allows administrators to edit the completed course record for learners (completion date and time, CPE hours, credit hours, contact hours, etc.).

• Send Notifications – Allows administrators to create an email and send to selected learners.

• User Needs Management – Only applies to online based content. Allows you to assign or remove training, curricula and programs to learners. You can use this for one or multiple learners at one time.

• External Requests – Not used. • Recommended External Links – Allows administrators to send pre-

configured useful websites to learners.• Assign Task Observers – Allows administrators to assign observers for

tasks list activities.

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Users Page - Groups

• Groups (Learning Groups) allow administrators to create a group of learners for classroom training.

• Groups are used to provide preferential reservation for the individuals in classroom training.

• Groups do not guarantee registration, rather just allow administrators to hold slots for the learners to register. The number of slots held for the group does not have to match the number of learners in the group.

• For example, if five learners are in the group and only three slots are reserved for the group, then the first three members of the group to sign-up for the class are guaranteed admission, the other two are considered general registration.

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Users Page - Assignment Profile

• An assignment profile is a way for administrators to assign learning items to specific learners. This can be used to assign specific courses, programs and curricula to learners who can be grouped by attributes, like agency, Organization ID, location, supervisor, date of hire, etc.

• If the training is optional and will be available for registration, the training should be assigned using a catalog, not an assignment profile.

• Training should only be published directly to an assignment profile when the training is to be pre-populated on the learners training plan.

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Users Page – Assignment Profile (continued) • Important Note:

• An agency-wide assignment profile has been created for each agency and should NEVER be updated. This agency-wide assignment profile includes all employees in the agency and is tied to the agency-wide catalog. You ONLY need to create new assignment profiles for cases where you need to publish training to a group of employees that is smaller than your entire agency (for example, the Division of Really Smart People).

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Users Page - Creating an Assignment Profile• Creating an assignment profile includes:

• Step 1: In the Assignment Profile Add New screen (screen presented after selecting the Add New link).

• Assignment Profile ID – Required. Remember, start this with your agency’s acronym(e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know who is included in the profile. Important Note: ID CANNOT include spaces.

• Description – Suggested. Add a description that further explains what the assignment profile is for. This should be descriptive enough for other learning administrators in your agency to know exactly who is included in this assignment profile.

• Domain – Required. Select your agency. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to properly use the assignment profile.

• Email – Suggested. Enter your email address so other administrators in your agency know you are the owner of this assignment profile.

• Created For – Suggested. Enter your name so other administrators in your agency know you are the owner of this assignment profile.

• Notes – Suggested. Use to further describe this assignment profiles purpose and who is included in the profile.

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Users Page - Creating an Assignment Profile (continued)• Step 2: Add rules to the assignment profile.

• Rules are used to identify the learners to include in the assignment profile.

• Add the Domain.

• Enter a name for the first rule. For example, Includes All People First Members (be descriptive).

• Select the desired Attribute to filter by.

• Select the Operator.

• Enter the desired value or select from the search menu.

• Select Save.

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Users Page - Creating an Assignment Profile (continued)• Tips for Creating Rules:

• The Add a New Group button allows you to add additional rules using an “Or” statement. Using Add a New Group to include more than one rule allows you to cast a wider net. For example, if you create a rule for Organization ID that starts with 7270 and a second one (using Add a New Group) for Organization ID that starts with 7271, then learners who are in Organization IDs that start with either 7270 or 7271 will be included in the assignment profile.

• The Add Rule button allows you to add additional rules using an “And” statement. Using Add Rule allows you to narrow your group population. For example, if you created a rule that includes Organization IDs starting with 7270 and a second rule (using Add Rule) Class Code equals 1111, then only learners in in Organization IDs starting with 7270, who are in Class Code 1111 will be included in the assignment profile.

• Once you create your rule(s) and save them, be sure to select the Preview Users in Assignment Profile button to validate the learners you expect to be included in the assignment profile are in fact included in the assignment profile.

• Some rules will not return results unless you use the starts with or contains operator. If you don’t get the expected results, change the operator and try again.

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Users Page - Creating an Assignment Profile (continued)• Step 3a: Assign Relationships (Related Menu items) to

the Assignment Profile.• Catalog – If the assignment profile is tied to a specific catalog,

then select the green plus and add the related catalog.• Important Note: A catalog cannot exist without an assignment

profile, but an assignment profile can exist by itself. • Curricula – If the assignment profile is being used for a

curricula, then add the related curricula.• Items – If the assignment profile is being used for specific

courses, then add the related courses.• Programs – If the assignment profile is being used for a

program, then add the related program. • Groups – If a group will be used to reserve slots when the

assignment profile (or the related catalog) is used, then add the related group.

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Users Page - Creating an Assignment Profile (continued)• Step 3b: Additional options.

• As part of creating an assignment profile you can also push recommendations to learners. If courses, programs and collections are added using these recommendation features, they will show up on the learners training home page in the recommendation tile (not forced into their learning plan).

• Recommended Items – Use to recommend courses to the learners included in the assignment profile.

• Recommended Programs – Use to recommend programs to the learners included in the assignment profile.

• Recommend Collections – Use to recommend a collection to the learners included in the assignment profile.

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Users Page - Creating an Assignment Profile (continued)• Step 4: Apply the rules and relationships to the

assignment profile.• You must apply the rules and relationships (Propagate)

for them to work. To do this, select Propagate in the Actions menu (top right section of the screen), un-check the Notify via email upon completion field and select the Finish button to apply the rules and relationships.

• You only have to Propagate the rules the first time you create the assignment profile and if you make modifications to the assignment profile.

• A batch job runs each night to reapply the assignment profile rules and relationships to identify newly eligible learners and remove learners that are no longer eligible.

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Users Page - Creating an Assignment Profile (concluded)• The Actions menu includes a few additional features that

may be useful to administrators:• Copy – Allows you to copy the assignment profile and create a new

assignment profile using the selected assignment profile as a starting place.

• Synchronize – Not used. • Delete – Allows you to delete the assignment profile. This will

remove everything related to the Assignment Profile! Only use this if nothing included in the assignment profile is relevant.

• Manage Rules – Allows you to update the rules of the assignment profile.

• Deactivate – Allows you to inactivate the assignment profile so it’s no longer valid for additional relationship assignments.

• Existing Users in Assignment Profile – Allows you to review the learners you expect to be included in the assignment profile are in fact included in the assignment profile.

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Content Page – Content Objects and Content Packages• Content Objects – Allows you to search for and view

details for individual content objects (documents, user-guides, etc.). This function is view only.

• Content Packages – Allows you to search for and view details for content packages (SCORM and AICC compliant video packages). This function is view only.

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Content Page – Assessments

• Assessments allows you to create quizzes and exams that you will use in courses.

• Step 1: In the Add New Assessment screen, select either Add New Quiz or Add New Exam.

• Quizzes – Set of simplified questions that users must complete successfully to obtain a passing grade.

• Exams – Set of questions that users must complete successfully to obtain a passing grade. Exams allow for more complex and robust configuration options than quizzes.

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Content Page – Assessments

• Creating an assessment continued:• Step 2:

• Assign the Quiz/Exam ID (required) for the assessment you are creating. Remember to start the ID with your agency’s acronym and do not include spaces.

• Assign the Quiz/Exam Name (required) for the assessment you are creating. Recommendation is to use a naming convention that clarifies the purpose of the assessment.

• Add a brief Description to explain the use of the assessment you are creating.

• Primary Locale is defaulted to English and cannot be updated.• Update the Domain (required) to your agency’s domain (change

from Public).• Active button is defaulted to Yes, if the quiz/exam is not to be

active change to No. If you change to No you will not be able to use in a course.

• Select the Create button.

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Content Page – Assessments (continued)• Step 3: Add Questions.

• Select Menu (top right section of screen) and select Questions.

• Select the question type (single answer, multiple answers, true or false, ordering or fill in the blank).

• Type in and format the question as desired.

• Select the correct answer (if relevant based on the question type selected).

• Enter desired Correct and Incorrect question feedback.

• Save the question.

• Select the Add button to include an additional question.

• Repeat until all questions have been added.

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Content Page – Assessments (concluded)• Step 4: Update Settings.

• Settings control the user experience when completing a quiz or exam.

• Select Menu, then Settings.• Update both global settings and localized settings based on

how you want the learners taking the assessment to interact with the assessment.

• Select Save to apply your changes.

• Once you complete the updates to settings, you have created your assessment.

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Content Page – Tools -- Import Content• Import Content allows you to:

• Load new content in the LMS that can be associated to a course (Item), curricula, program or other learning item.

• Add additional content to an existing Item (course).• Use this to add supporting documents to courses.

• Replace content for an existing item (course).• Allows you to update content that learners access for courses. You

have the option to replace the content for learners who are currently assigned or registered for the course or only expose the new content to new registrants.

• Enable mobile or offline content for an existing item (course).• If the course is to be available for the offline player (RARE) then

complete this step to make the course available for download in the offline player.

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Content Page – Tools -- Import Content (continued)• Step 1: Select the Action to complete (Add New

Content, Add Content for an Existing Item, Replace Content for an Existing Item or Enable Mobile or Offline Content for an Existing Item) and select the Next button.

• Step 2: Select the content to import and select the Next button.

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Content Page – Tools -- Import Content (continued)• Step 3: Configure the Content and Item Settings.

• Server Location – Required. Most agencies will only have one option.• Domain – Required. Change to your agency’s domain (don’t leave as

Public).• Content ID – Required. Remember to start the ID with your agency’s

acronym and do not include spaces. Include enough language so you know what the content is.

• Mobile Access – Optional. If the content you are importing is mobile friendly, select the Mobile Access checkbox.

• Offline Access – Optional. Select ONLY if the course is to be available for use in the offline player (VERY RARE).

• Launch Mode – Make sure this box is checked. • Use AICC Wrapper – Optional. ONLY select this if the content is not

SCORM or AICC compliant. • Items – Leave blank.• Select the Import Files button.

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Content Page – Tools -- Import Content (continued)• Step 4: Load the content.

• Validate the course content imported correctly. If errors occur, fix the errors and try the import again.

• Select the Schedule Job button to continue.

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Content Page – Tools -- Import Content (continued)• Step 5: Schedule Background Job.

• Make sure the radio button beside Run this job immediately, if allowable, is selected.

• Un-check the Notify via email upon completion field.

• Select the Finish button to start the job.

• Monitor the status field until it changes to Succeeded.

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Content Page – Tools -- Printed Exam Templates• Printed Exam Templates is a default html structure

that allows you to print an exam.• The html coding should not be updated unless you know

html coding.

• Allows you to print the exam to be taken outside the system.

• This function is not commonly used.

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Content Page – Other Menu Items

• Objectives – Allows you to create training goals that can be assigned to courses. Objectives are descriptive language about what the learner should learn from completing the course(s) that are tied to the objective.

• Exam Objects – Legacy function and should not be used. This feature will be completely eliminated in a future release, if you use it, you will lose the content when the feature if removed. Use Assessments to create exams.

• Questions & Questions Library – Functionality is tied to Exam Objects and are legacy functions and should not be used. These features will be completely eliminated in a future release, if you use it, you will lose the content when the feature if removed. Use Assessments to create questions.

• Documents – Allows you to create document items that link to materials stored on external websites (not intranet; must be a external website). You can then link these to courses, curricula, programs, as well as to a scheduled offering (this feature is how trainers add documents to a specific scheduled offering).

• Deployment Locations – Allows you to view the location where your content is stored. Screen is view only.

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Learning Page - Items

• Items are courses and so much more. For example, you can use items to create an online course, a classroom course, or create a checklist task.

• Items allow you to search for courses, regardless of the type of course, and to create new courses (referred to as an Item).

• Item types include:• Scheduled Only – Commonly referred to as in-person training.

Scheduled Only item type is for classroom based training, as well as field training where you are scheduling the training for a set date and time.

• Online Only – Online Only item type is for online based training (i.e., video, PowerPoint, etc.).

• Scheduled and Online – Commonly referred to as a blended course. Scheduled and Online item type is for a blended course (part in person and part online training).

• Other – Other item type is for everything else. For example, task list, policy acknowledgement, etc.

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Learning Page – Items -- Create a New Item• Step 1: Select the Add New link, then select the item type

(Scheduled only, Online Only, Scheduled and Online or Other) and select the Ok button.

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Learning Page – Items -- Create a New Item (continued)• Step 2: Complete Required Fields section.

• Item Type – Select Course (only option).• ID – Enter a unique ID for your agency. Remember to start the

ID with your agency’s acronym and do not include spaces.• Title – Enter the Title for the Item (what learners will see).• Description – Enter a brief description that describes the

content to provide the learners a better idea of what the course is about.

• Domain – Update the Domain to your agencies domain (don’t leave as Public).

• Approval Required – Defaults to No. If approval is required for a learner to take the course, change to Yes and select the appropriate approval process.

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Learning Page – Items -- Create a New Item (continued)• Step 2: Continued – Required Fields concluded.

• Approval Process – If Approval Required is set to Yes, then select the appropriate approval flow, else leave blank.

• Level 1 and Level 2 Supervisor Approval (2 STEP SUPERVISOR) – Select if the training requires approval by both the employee’s supervisor and second-level supervisor.

• Level 1 Supervisor Approval (1 STEP SUPERVISOR) – Select if the training requires approval by only the employee’s direct supervisor.

• Approver Approval – Select if the approval for the training course is required, but is not the Level 1, or Level 1 and Level 2 supervisors. If using this option, the approval is sent to all approvers in your agency who are assigned the approval role (assigning an approval was covered in the Users page sections earlier).

• Schedule Template (only presented for scheduled and online and schedule course types).

• Select the number of days for the classroom training.

• Enter the hours per day the course will be conducted.

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Learning Page – Items -- Create a New Item (continued)• Step 2: Continued – Additional Options.

• All fields in the Additional Options section are optional.

• Revision Date – Defaults to system date. If the date should be other than the system date, then select the correct date from the calendar.

• CPE Hours – If the course is tied to a professional certification and will count towards continuing professional education credits, enter the credit hours here.

• This is valid for all occurrences where the course counts to continuing education credits, even if the terminology for the profession is different (e.g., PDUs).

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Learning Page – Items -- Create a New Item (continued)• Step 2: Concluded – Additional Options concluded.

• Contact Hours – This is the number of hours the training will take. Mainly used for onsite training (classroom, field training, etc.).

• Revision Number – If updating the course, then enter the revision number.

• Revision Time – Defaults to the current time based on the administrators time zone in the LMS. Update if appropriate.

• For scheduled items, if you select more than one day, an Advanced Options link is presented. Select this to set the times for the multiple day offering. Note this is not required and you can choose to do this on each separate scheduled offering, instead of on the item.

• Select the Continue button.

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Learning Page – Items -- Create a New Item (continued)• Step 3: Add the Course Content to the Item.

• Select the green plus icon and select the type of content to associate the course content.

• Add Content Object – Only applies to online and blended training. Select this if adding non-SCORM/AICC compliant content such as a PDF, PowerPoint, etc.

• Add Exam Object – Legacy function and should not be used. This feature will be completely eliminated in a future release, if you use it, you will lose the content when the feature if removed. Use Assessments.

• Add Content Package – Only applies to online and blended training. Select to associate SCORM/AICC complaint content. This selection is used if you are adding online video content that was developed and published in a SCORM or AICC complaint fashion.

• Add Assessment – Select to associate an Assessment to the course (you must create the assessment first).

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Learning Page – Items -- Create a New Item (continued)• Step 4: Search for and select the course content

you added previously and select the OK button.

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Learning Page – Items -- Create a New Item (continued)• Step 5: Update Settings.

• Select Settings, then Modify Settings.• Select the checkboxes for:

• Content is available for launch (available for learners)• Record learning event when all content is complete (used to record on

learners training transcript when completed)• Select the Completion Status. • If applicable, select the Failure Status and Failure Action. These are

optional. Rarely used. • Leave the checkboxes for the following blank:

• Skip content structure page on launch• Available for Offline Player download

• Make sure the Allow User to Review Content From Completed Works is checked. This is used to allow the learner to come back and view the training content after completing the course. If this is not checked the learner will not be able to access the content post-completion.

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Learning Page – Items -- Create a New Item (continued)• Step 5: Continued.

• AICC Max Normal –• Value: 1 to 99, if null it defaults to 1.• The Max Normal value may be set manually on the "Online Settings" tab of the item

(component), or it may be set automatically by the AICC import assistant from the "max_normal" parameter in the CRS import file.

• The Max Normal is the maximum number of assignable units (content objects) that may be taken for credit simultaneously. That is, this value indicates how many content objects in an item (component) are allowed to be incomplete at any given time. When the number of incomplete content objects exceeds the Max Normal value, subsequent launches of AICC content will be with credit="no credit" (AICC Lesson_Status and Score values cannot be updated).

• For example, if an item has 5 content objects and the max normal value for the item is set to 3, a student can access up to 3 content objects without completion. If they access and do not complete a fourth content object, any AICC content object they access afterwards will be launched with Credit="No Credit", and the Lesson_Status and Score values will be locked.

• It is important to note the completion value used for the Max Normal calculation is Plateau's completion status, not AICC's. As a result, the Max Normal calculation is based on all content objects in an item whether they are AICC content objects or not (this also includes exam objects). However, only AICC (and SCORM) content objects are affected if the Max Normal value is exceeded.

• Select the OK button to save your changes, then select Save and Exit.

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Learning Page – Items -- Create a New Item (continued)• Step 6: Additional Settings.

• Select the View All link in the top section of the course setup screen.

• Screen is broken into four sections, Summary, Extended Summary, Design and Process Control.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Summary.

• Classification – View only. Defaults to the value you selected in step 1 (scheduled, online, scheduled and online and other). Cannot be edited.

• Domain – Required. If you failed to select your agency’s domain in the initial setup, update the domain to your agency. Do not leave as Public.

• Approval Process and Approval Required – Optional. If updates are needed from your initial setup, select the updated value.

• Credit Hours – Optional. The number of hours that a learner earns for completing a Learning event. For example, in many U.S. colleges, students attend a single class for 15 weeks, 3 days each week, and 1 hour each day. In this case, the total hours equals 45; however, the college grants 3 credit hours for this class

• Thumbnail URL – Rarely used. Allows you to link to an image that is contained on the internet. The image is then displayed as the course image.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Summary continued.

• Thumbnail File – Recommended. Select an image you have available for the course image. For best results the image should be square.

• Assignment Type – Optional. Defaults to blank. Controls how the training is assigned to learners. Selections include: Optional, Recommended and Required.

• Make sure to select Required if the training must be completed by the learners. Generally used in coordination with training that is assigned to learners using an assignment profile.

• Contact’s Email – Optional. If desired, enter the email address of the course administrator.

• Withdraw Approval Process – Optional. Only presented for scheduled training. Includes the same approval options as Approval Process for registration. Learners will not be able to withdraw from the training without approval if you use this option. If not used, the learner can withdraw themselves.

• Withdraw Approval Required – Only presented for scheduled training. If selecting an withdraw approval process, select Yes for approval required, else, leave blank or select No.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Extended Summary.

• Active – Defaults to Yes. To inactivate the course (remove from availability), change to No.

• Source – Optional. Defaults to blank. • Includes Internal, External, LinkedIn Learning and Skillsoft.

However, only Internal and External are valid. • Select Internal if the course is online or agency hosted.• Select External if the course is being provided by an external

provider.

• Max Registration – Only valid for scheduled training (e.g., classroom, field training). Use to limit the number of learners that can sign-up for the training.

• Self Registration – Defaults to Yes. If the training will not be available for self registration, change to No.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Extended Summary continued.

• Delivery Method – Optional. Use to further define how the training will be delivered.

• Creation Date – Defaults to the date the course was created. Update if applicable.

• Min Registration – Only valid for scheduled training (e.g., classroom, field training). Minimum registration as part of the item creation, is a part of class requests. If you enable class requests for the course and if enough people request the course to meet minimum enrollment, then an email is sent to the email address for the course contact to tell them to schedule an additional class for the course.

• Certificate Template – Optional. If a completion certificate is to be used for the course, select the certificate to use (Note: You must create the certificate first.)

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Design.

• Contact Hours – Used for scheduled training. The total number of hours that you expect a learner to have contact with an instructor. For example, if you set up a blended learning item that has 8 total hours and, for 6 of those hours, you expect the learner to be in an instructor-led segment, then the contact hours equals 6. Often applies to Blended courses where you may want to track the total number of contact hours.

• CPE Hours – If the course is tied to a professional certification and will count towards continuing professional education credits, enter the credit hours here.

• Note: This is valid for all occurrences where the course counts to continuing education credits, even if the terminology for the profession is different (e.g., PDUs).

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Design continued.

• Important Note: Initial Basis and Retraining Basis fields are tied to individual items, but are ONLY used when the item is assigned as part of a curricula.

• Initial Basis – Basis on which the course must be completed. • Calendar – Use this to set a required completion date based on the date the training was

assigned to the learner.

• Event – Use this to set a required completion date based on the date the training was assigned to the learner.

• Initial Period – Select the period (days, months, quarter, year) to apply the initial basis to.

• Initial Number – Enter the number of periods to apply the initial basis to.

• Initial Required Date Basis – If using the initial basis to require completion, select Assignment Date (do not select Hire Date as this is agency hire date, not position hire date).

• For example, if the training is to be completed within 30-days of the training being assigned to the learners, learning plan, then you would select the following values:

• Initial Basis – select Calendar

• Initial Period – select Days

• Initial Number – enter 30

• Initial Required Date Basis – Select Assignment Date

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Design continued.

• Important Note: Initial Basis and Retraining Basis fields are tied to individual items, but are ONLY used when the item is assigned as part of a curricula.

• Retraining Basis – Basis on which the course must be completed. • Calendar – Use this to set a required completion date based on the date the training was

assigned to the learner.• Event – Use this to set a required completion date based on the date the training was

assigned to the learner.

• Retraining Period – Select the period (days, months, quarter, year) to apply the retraining basis to.

• Retraining Number – Enter the number of periods to apply the retraining basis to.

• For example, if the retraining is to be completed within 1-year of the training being assigned to the learners learning plan, then you would select the following values:

• Retraining Basis –• Calendar – Use this if the retraining is based on the initial required date basis.• Event – Use this if the retraining is based on the date the learner completed the initial

training.

• Retraining Period – select Year• Retraining Number – enter 1

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Process Control.

• Enable User Requests – Defaults to Yes. Only applies to scheduled courses. Allows learners to request that an additional scheduled offering be scheduled.

• Supervisors can record Learning Events for Subordinates – Defaults to Yes. If supervisors should not be able to record learning event for this training, set to No.

• Include User Ratings from Previous Revision – Defaults to Yes. If revising a scheduled offering, you can choose whether to include previous learner ratings in the ratings for the revised offering. This only applies if revising the course, not if creating a new course.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Process Control continued.

• Registration Threshold Days –• The Registration Threshold Days function sets the number of days that the learner is not

allowed to register again in another scheduled offering of the selected learning item. The intent of the "Registration Threshold Days" field is to avoid people enrolling in multiple offerings and showing up to their favorite, and being a no-show at the others. This forces learners to pick the one they actually plan to attend.

• For example: If "learner A" registers for a scheduled offering 'CPR' which is scheduled for every day of the week for the next 14 days. Setting the Registration Threshold days to 14 prevents learners from enrolling in more than one scheduled offering of the selected learning item within the 14 day period other scheduled offerings of the same learning item are being offered. The learner won't even be able to find the item in a catalog search.

• This works the same for Completed items and No show status. If a learner is trying to register again for the item which is already marked as complete and has registration threshold set, then until the number of days mentioned in the "Registration Threshold Days" is passed, learner will not be able to register for the new offering of the same item.

• Important Note: The instructor is the one who records the attendance/completion for the learner. If the item completion is done by an admin (instead of the instructor recording an attendance for the learner), the system will not recognize that the learner attended and completed the Scheduled Offering, hence the Threshold will not kick in and the learner will still be able to enroll in other schedules.

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Learning Page – Items – Create a New Item (continued)• Step 6: Continued – Process Control continued.

• Enable Users to Waitlist – Defaults to Yes. Only valid for scheduled training. Allows learners to register themselves to the waitlist for a training if the class is full. Learners on the waitlist are automatically moved to the class rosters and sent a notice that they are now registered for the course, when a registered learner withdraws for the course or is removed from the course. Learners are added in the order they were added to the waitlist.

• Enable User Ratings – Defaults to No. If you want learners to rate the online course, change the value to Yes.

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Learning Page – Items – Create a New Item (continued)• Related Menu –

• While creating a course, the following related items are presented. Different options are presented for scheduled training when editing the course.

• Assignment Profiles – Optional. If the course is to be assigned directly on the learners training plan, then select the applicable assignment profile.

• Only select an assignment profile here IF you want to place the training on the learners training plan.

• This does NOT control whether the training is required or optional (that’s controlled by assignment type), rather only controls whether the training is pushed onto the learners training plan.

• Catalogs – Optional. If the course is to be available for registration, select the appropriate catalog(s).

• You ONLY select a catalog if publishing the course for registration. If assigning training to the learners training plan you will use an assignment profile.

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Learning Page – Items – Create a New Item (continued)• Related Menu:

• Subject Areas – Optional. The Subject Area is used to populate the training (once published) into groupings within the catalog (indexing).

• The relevant Subject Areas are the first 14 entries. Once you see the first LinkedIn or Skillsoft category you have reached the end of the valid subject areas. DO NOT select a Skillsoft or LinkedIn Learning category.

• You may select one or multiple subject areas. • Valid subject areas include: Admin & Office Support, Bus &

Financial Operations, Community & Social Services, Compliance, Construction & Maintenance, Education, Health Care, Legal, New Hire, Other, Professional Development, Public Safety, S.T.E.M. and Safety and Security.

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Learning Page – Items – Create a New Item (continued)• Related Menu:

• Registration – Only valid for scheduled (scheduled) and blended (schedule and online) training. Not available for assigning for online training. Used to add or remove learners from the training.

• Scheduled Offering – View only. Only valid for scheduled (scheduled) and blended (schedule and online) training. Refer to the Schedule item in the Actions menu for creating an additional scheduled offering for the same course.

• Segments – Optional. Only valid for scheduled (scheduled) and blended (schedule and online) training where the training is happening, over a period of days, weeks or months. Allows you to break the training into segments.

• Online Content – Only valid for online and blended (schedule and online) training. Use to assign the training content for the online portion of the training, as well as additional materials (reference materials) for the training.

• Curricula – View only. If the course if part of a curricula, the curricula will show here.

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Learning Page – Items – Create a New Item (continued)• Related Menu continued:

• Prerequisites – Optional. Only valid for online courses. Allows you to create prerequisite groups, that include courses that must be completed before taking this course.

• Substitutes – Optional. Only valid for online courses. Allows you to assign a course as a substitute for the course.

• Tasks – Optional. Only valid for online courses. Allows you to assign tasks that must be completed as part of the course. Tasks must be created first.

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Learning Page – Items – Create a New Item (continued)• Actions Menu – While creating a course, the following action menu

items are presented. Different options are presented for scheduled training when editing a scheduled offering of the course.

• Assign – Allows you to assign the training to specific learners, or to an assignment profile. Using this puts the training on the learners training profile.

• Cover Page (inactive) – Optional. This feature is defaulted to inactive. You can use this to create an initial cover page that includes additional details about the training. This allows you to apply additional context and branding around the training.

• Send Notification – Allows administrators to select the criteria for sending emails. Allows administrators to choose to use existing system emails, or to create custom emails.

• Copy – Allows you to copy the course to create a new course. Or to create a new scheduled offering.

• Revise – Rarely used. Allows you to change very selective values for the course.

• Delete – Allows you to delete the course (not the content).• AICC Export – Legacy feature and is not used.

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Learning Page – Scheduled Offerings – Creating New• Step 1: Add New Scheduled Offering.

• Select the Add New link. • Summary Information:

• Type – Defaulted to Item. Only Item should be used as the LMS is not integrated into each agency’s calendaring system. Schedule Block only applies if managing Trainers and Resources (rooms) when the agency’s calendaring system is integrated into the LMS.

• Item Type – Select Course.• Item ID – Search for and select the scheduled item you are

creating another scheduled offering for. • Domain – Search for and select your agency’s domain.

Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 1: Continued.• Summary Information continued.

• Description – Enter a description that describes this specific scheduled offering. This is what learners will see, learners will not see the description for the item.

• Catalogs – Leave this field checked to publish this scheduled occurrence in the catalogs that are assigned to the course. These can be changed for the scheduled occurrence (covered later).

• Schedule Information – Required.• Start Date – Required. Enter (or select from the calendar picker)

the start date in MM/DD/YYYY format.• Start Time – Required. Enter the start time in HH:MM PM or AM

format. For example, if the start time is 8 am, then enter 08:00 AM.

• Time Zone – Required. Select the time zone for the location the training will be held at.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 1: Concluded.• Resources –

• Facility – Optional. Either Add a Facility, or enter an Ad Hoc Facility, or select a facility from your previously added facilities.

• If you want to be able to use the same facility in the future, use the Add Facility option. This will add to available facilities for your agency.

• If you are ONLY using this facility for this one offering and don’t want it included for future use, then use the Enter Ad Hoc Facility option.

• Primary Location – Optional. Enter the actual training room location.

• Primary Instructor – Required. Select the Instructor for the training. • Important Note: If the instructor is not listed, that means they have not been

created as a trainer. Steps for creating a trainer are covered later in this training.

• Equipment – Not used.

• Resource Usage View – Leave as Instructor.

• Select the Save button to continue.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Update Additional Settings (select the View All

link in the top information section).• Additional Settings Summary:

• Item – View only. Displays the item the scheduled offering is tied to.

• Approval Process and Approval Required – Optional. Update if applicable.

• End Time – View only. System calculated based on the scheduled offering start time and course length entered when creating the scheduled offering.

• End Date – View only. System calculated based on the scheduled offering start date entered when creating the scheduled offering.

• Withdraw Approval Process and Withdraw Approval Required – Optional. Update if applicable.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Continued – Additional Settings Summary

Continued.• Facility – Optional. You can either edit the facility entered

when creating the scheduled offering, or if you did not enter a facility, you can enter an ad-hoc facility, or select a previously created facility from the available list.

• Instructor – View only. Displays the instructor’s name.• Start Date – View only. Displays the training’s start date.• Start Time – View only. Displays the training’s start time.• Time Zone – Displays the default time zone for the training.

Can be updated.• Registration Status – Display the number of learners who are

registered for the training.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Continued – Extended Summary.

• Active – Required. Displays Yes or No. Represents whether the course is still active.

• Contact – Optional. Enter or edit the contact’s name for this scheduled offering.

• Enable Cancellation Reason – Required. Defaults to No. To allow learners to select a cancellation reason when cancelling from the scheduled offering, change to Yes.

• Email – Optional. Enter or edit the contact’s email address for the scheduled offering.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Continued – Additional Settings Registration.

• Email confirmation to the Instructor – Defaults to Yes. Used to send an email to the instructor when a learner registers.

• Email confirmation to the Supervisor – Defaults to Yes. Used to send an email to the learners supervisor when the learner registers or is registered for a scheduled offering.

• Email confirmation to the User – Defaults to Yes. Used to send an email to the learner when registering or is registered for a scheduled offering.

• Email confirmation to the Contacts – If you add in additional contacts for the course (covered in step 8) this is used to send them notices about the registration for the scheduled session.

• Enable Users to Waitlist – Defaults to Yes. Only valid for scheduled training. Allows learners to register themselves to the waitlist for a training if the class is full. learners on the waitlist are added in the order they registered for the waitlist, if a learner cancels or is removed from the scheduled offering.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Continued – Additional Settings Registration

continued.• Maximum Registration – Recommended. Use to limit the

number of learners that can sign-up for the scheduled offering.

• Minimum Registration – Represents the minimum number of learners for the course to be conducted. Does not auto cancel the scheduled offering.

• Registration Cut-off Date – Recommended. Last day that learners can register for this scheduled offering.

• Registration Cut-off Time – Recommended. End time that learners can register for this scheduled offering, on the registration cut-off date.

• Registration Cut-off Time Zone – Recommended. Time zone for the registration cut-off time.

• Published Price – Not used.

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Learning Page – Scheduled Offerings – New (continued)• Step 2: Continued – Additional Settings Registration

concluded.• Self Registration – Defaults to Yes. If the training will not be

available for self registration, change to No.• Supervisor Registration – Defaults to Yes. Suggest leaving as

yes so manager can assist with registration.• Withdraw Cut-off Date – Recommended. Last day that

registered learners can withdraw from the scheduled offering. • Withdraw Cut-off Time – Recommended. End time that

registered learners can withdraw from the scheduled offering, on the withdraw cut-off date.

• Registration Cut-off Time Zone – Recommended. Time zone for the withdraw cut-off time.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 3: Create Segments.• Creating segments for the scheduled training is optional. • Creating segments allows you to break the training into

segments (blocks of time), which can be by time slot, day or instructor. This provides the learners insight into the training.

• You can create segments that are longer or shorter than the initial course setup. For example, if you setup the course as a one day training, you can create segments that make this scheduled offering be over multiple days. The course is just the shell so you can create your unique scheduled offerings.

• To create segments for a scheduled offering (unique to the scheduled offering, if you created for the course, you can change for the scheduled offering):

• Step 1: Select Segments in the Related menu.• Step 2: Select the green plus icon to add segments.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 3: Create Segments concluded.• Create segments Step 2 continued.

• Enter (or select from the calendar picker) the Start Date in MM/DD/YYYY format.

• Enter the Start Time in HH:MM PM or AM format. For example, if the start time is 8 am, then enter 08:00 AM.

• Enter (or select from the calendar picker) the End Date in MM/DD/YYYY format.

• Enter the End Time in HH:MM PM or AM format. For example, if the end time is noon, then enter 12:00 PM.

• Select the Time Zone (if the default is incorrect).

• Enter a Description (optional) that describes this segment of the training. For example, you could enter Morning Session or Part I.

• Select the green plus mark beside Resources, select Add Instructor and select the instructor that will be conducting this session.

• Important Note: If the instructor is not listed, that means they have not been created as a trainer. Creating a trainer is covered later in this training.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 4: Update Settings.• The default settings are for notices to be sent to the

learner, the learners supervisor, to the instructor, and to remove the item from the learners learning plan if they cancel registration for the scheduled offering.

• To update, select the Settings button on the right hand side of the screen directly below the additional settings section. To update, deselect the applicable checkbox.

• Its rare that these would be updated.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 5: Update Email Notifications.• Standard emails are configured for enrolling, cancelling,

withdrawing, adding/removing to the waitlist, as well as notifying the trainer they are assigned to teach the class.

• Recommendation is to not edit the standard emails. However, agency can update if desired.

• If updating, pay close attention to which email template you are updating. Be sure to use the Launch Editor feature (even if you are an html guru) to edit the email and use the syntax tags to add/remove fields in the email.

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Learning Page – Scheduled Offerings – Creating New (continued)

• Step 6: Registration.• If you have an employee or a group of employees that

you need to add to the training before publishing the training in a Catalog, then select Registration in the Related menu and add those learners.

• Step 7: Update Catalogs. • If this scheduled offering is not going to be published for

all of the catalogs that you assigned the course to, select Catalogs in the Related menu and remove the catalogs that should not be assigned.

• Important Note: You can only remove catalogs that are associated to the course, you cannot add catalogs that are not associated to the course.

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Learning Page – Scheduled Offerings – Creating New (concluded)

• Step 8: Add in Additional Contacts for the scheduled offering.

• If you have additional users that should receive emails related to registration for a course, you can add them in the Related menu Contacts page.

• To add, select the More link in the Related menu, then search for, select and add the additional contacts to the scheduled offering.

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Learning Page – Scheduled Offerings (continued)• Actions Menu Scheduled (In-Person) Training when

editing the scheduled offering (same items are shown when creating a scheduled offering as well).

• Copy – Allows you to copy the scheduled offering to create a new scheduled offering.

• Cancel the Scheduled Offering – Only presented for scheduled and blended (schedule and online) course types, and only if the course if future dated. Allows you to cancel a future dated scheduled offering and removes the registration from the registered learners.

• Delete – Allows you to delete the scheduled offering.• Record Learning – Only presented for scheduled and blended

(schedule and online) course types. Allows you to record the learning as completed for the class attendees.

• Important Note: Once the class is completed the instructor must update the learners status for the learner to get credit for completing the class.

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Learning Page – Scheduled Offerings (continued)• Actions Menu Scheduled (In-Person) Training

when editing the scheduled offering continued:• Send Notification – Allows administrators to create an email

and send to selected learners. • Initiate Evaluations – Only presented for scheduled and

blended (schedule and online) course types. Allows you to send a class evaluation after the course is completed.

• View Roster – Only presented for scheduled and blended (schedule and online) course types. Allows the trainer to view and print the class roster.

• Creates a printable PDF of the class attendees and includes a signature block for the learner to sign-in.

• Notify Instructors – Only presented for scheduled and blended (schedule and online) course types. Allows notifications to be sent to the instructor based on learning activities.

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Scheduled Offering – Recording Completion• Once the course is completed, the lead trainer must

update the status of the attendees for the course.

• To update the status of the attendees for the course, go to the Learning home page (not Learning Admin), select the My Classes tab and:

• NOT RECOMMENDED. On the Schedule tab, the Edit Attendance button allows you to edit status of each learner.

• If everyone attended the class, then select the Mark All Attended checkbox and select yes to mark everyone completed.

• Important Note: If you individually mark everyone, the Mark All Attended checkbox changes to Remove Attendance for All link.

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Scheduled Offering – Recording Completion

• Recommended: Select the Users tab to update the attendance. In this tab you can add in additional attendees (e.g., someone shows up that did not register for the session), manage the attendees status (complete, withdraw, etc.) and update the hours (contact, CPE, credit hours, etc.) for each individual. You can also delete the registration on an individual learner basis (trash can at the end of the learners row).

• To manage the attendance, learners status, etc., select the checkbox beside each learner you want to update, then select the Record Completions button and update as applicable.

• Do not use the Send Email button as this will require your work email to be integrated.

• In the top right section of the screen, the Trainer can view the Roster for the course (PDF version).

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Learning Page - Classes

• Classes are rarely used. Most entities use courses, curricula or programs instead of using classes.

• Classes is a Graduation Group, where everyone will be graduating together.

• You can use classes in conjunction with a curricula or scheduled offering.

• Classes are truly just a separate way to group people for a graduation purpose.

91

Learning Page – Group Instances

• Group Instances is rarely used. This provides a way to group classes for a specific purpose. For example, all classes in Tallahassee.

• Group Instance does not have any impact on the classes or curricula assigned to them, rather is just a different way for administrators to view them.

92

Learning Page – Catalog

• What is a catalog and what is its purpose? • A catalog is a way for administrators to publish learning items for

registration.

• If the training is to be placed on a group of learners learning profile, you would publish the course to the assignment profile only and not to the catalog.

• Catalogs are only used when the training is optional and will be published to learners for registration.

• Every catalog has to have an associated assignment profile. • For example, if you wanted to have a catalog for a separate division (e.g.,

Division of Really Smart People) you would create an assignment profile that includes the employees in the division and you would assign that assignment profile to the catalog for the Division of Really Smart People.

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Learning Page – Catalog (continued) • Important Note: An agency-wide catalog has been created

for each agency and should NEVER be updated. This agency-wide catalog includes all employees in the agency and should be used to publish training that will be available for all employees in the agency to create. You ONLY need to create new catalogs (and the associated assignment profile) for cases where you need to publish training to a group of employees that is smaller than your entire agency (for example, the Division of Really Smart People).

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Learning Page – Catalog (continued)• To create a new catalog:

• Step 1: Create the Assignment Profile (refer to slides covered earlier for creating an Assignment Profile).

• Step 2: Select the Add New link.• Catalog ID – Enter the Catalog ID. ALWAYS start the ID with your agency’s

abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know who is included in the catalog. Important Note: ID CANNOT include spaces.

• Description – Enter the Description (this should tell the other administrators exactly what the purpose of this catalog is).

• Domain – Select your agency Domain. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Select the Add button.

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Creating a Catalog (continued)

• Step 3: Select Assignment Profiles in the Related menu and select the green plus mark to search for and add the associated assignment profile.

96

Learning Page – Programs

• Learning programs combine learning events to create a learning path.

• A learning path is a set of learning experiences that learners progress through. The program's agenda defines the events and the order in which they occur for the learner. Order is not forced within each section of the agenda.

• For example, you can create a month-long employee on-boarding program. The agenda can be weekly: a new learning event for each week over a month. The learning events can be internal learning items or they can be external content (such as a welcome video hosted on the your agency’s internet page).

• Programs are like curricula, but curricula are used for tracking legal requirements. Programs are easier to create but do not have some requirements for tracking legal requirements.

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Learning Page – Programs (continued)• To create a program:

• Step 1: Create the applicable Items (online courses, scheduled offerings, policy documents, etc.).

• Step 2: Select the Add New link and complete the Add New Program page.

• Program ID – Required. ALWAYS start the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know the purpose of this program. Important Note: ID CANNOT include spaces.

• Description – Required. Enter the Description. This should provide learners more information about this program.

• Title – Required. Enter a title that explains to learners what the purpose of the program is.

• Domain – Required. Select your agency Domain. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the program after it’s created.

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Learning Page – Programs (continued)

• Step 2: Continued.• Type – Required. Type has three options:

• Scheduled – Scheduled means a set start and end dates and times. If you select this option, select the time zone and then enter the start and end dates and times.

• Duration-Based – Allows you to set a length that learners will have to complete the program. You can set the duration by a number of days or weeks.

• Open-Ended – No set time period or length to complete the program.

• Completion Status – Required. Select Complete from the drop-down (only option).

• Assignment Type – Optional. Defaults to blank. Controls how the training is assigned to learners. Selections include: Optional, Recommended and Required.

• Make sure to select Required if the program must be completed by the learners.

• Progress Completion – Optional. If checked, then learners see the next section of the program once the previous section is completed. If not checked, learners can access all sections at once. If you don’t want learners progressing freely between section, then check this option.

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Learning Page – Programs (concluded)

• Step 3: Create an Agenda for the program.• Enter the number of sections the program will have (default is

1, maximum is 100). • Add Activities (e.g., courses) for each section.• Re-order the activities in each section to be in the suggested

completion order.

• Step 4: If applicable, add an assignment profile. Remember, assigning a program to an assignment profile automatically pushes that program to those learners’ learning plan.

• Step 5: If applicable, add a catalog. Remember, catalogs make the program available to learners to register for the programs.

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Learning Page - Curricula

• A curriculum is a set of courses for which you want to closely track learners' completion to make sure that they qualify for some standard set by your agency, or a regulatory body that oversees you.

• A curriculum is a set of one or more courses (learning items) that learners must successfully complete to be qualified or remain qualified.

• For example, you might have a set of courses that your learners must complete to be allowed to lead an off-site retreat. Because of the legal issues of responsibility, you want to closely track learners' completion. Or, especially in industries like food and drug, nuclear, or other high risk enterprises, you might be regulated by an organization (the Food and Drug Administration in the United States, for example). You want to closely track that learners have been trained to handle food and drugs, nuclear material, and so on.

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Learning Page – Curricula (continued)• Curricula also offer extensive rules to provide some flexibility for how

learners reach their qualification. • For example, create a curriculum for your learners to stay current

with network security. But because your employees come from all backgrounds (some managers, some salespeople, some Information Technology (IT) people), you might want to give them some flexibility when they choose courses. A salesperson might want a course called "Network Security at Customer Sites" but a manager might want a course called "Helping your Team Keep a Secure Network." Furthermore, you might want your IT employees to take these sorts of high-level courses but also deep-dive into the technical details of a secure network. You can construct these kinds of scenarios with curricula.

• Because you can construct complex scenarios with curricula, they can be complex to implement. If you want to simply assign a group of courses to learners, you don't want to create variations on assignment, and you do not need close tracking of completion, you should consider a program in this scenario.

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Learning Page – Curricula (continued)• To create a curricula:

• Step 1: Create the applicable Items (online courses, scheduled offerings, policy documents, etc.).

• Step 2: If using requirements as part of the curricula, create the requirement that will be associated to the curricula.

• Step 3: Select the Add New link and complete the Add New Curricula page.

• Curricula ID – ALWAYS start the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know the purpose of this curricula. Important Note: ID CANNOT include spaces.

• Description – Enter the Description. This should provide the learners more information about this curricula.

• Domain – Select your agency Domain. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the curricula after it’s created.

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Learning Page – Curricula (continued)

• Step 3: Continued.• Title – Required. Enter a title that explains to learners what the

purpose of the curricula is. • Creation Date – Required. Data defaults to system date, change if

appropriate.• Curricula Type – Optional. Curricula type contains the same values

as subject area. Use this if you want the curricula to show under a specific area.

• Priority – Optional. Can be used to set a priority for the curricula. This drives how it shows to the learner.

• Force Incomplete – If selected, system calculates whether the status of the curriculum should be “Complete” or “Incomplete” based on a learner’s most recent attempt at completing any one item in the curriculum.

• If the learner fails his or her most recent attempt at completing the item, then the system sets the status of the entire curriculum as “Incomplete”. If you clear this checkbox, then the system sets the status of the curriculum to “Complete” if learners complete any “For Credit” items within the required time frame.

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Learning Page – Curricula (concluded)

• Step 4: If applicable, add an assignment profile. Remember, assigning a curricula to an assignment profile automatically pushes that curricula on to those learners learning plan.

• Step 5: If applicable, add a catalog. Remember, catalogs make the curricula available to learners to register for the curricula.

• Step 6: Add contents.• In the Contents page, select the Edit button, select the green

plus to add in items (courses) and requirements.• Once you select the items, organize in the order you want

displayed. • Select edit beside the related course if you need to update the

initial basis or retraining basis.

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Curricula Compared to a ProgramFeature Curricula Programs

Learning Item PrerequisitesGovern when a user can participate in the learning item by checking to see if the user has completed the prerequisites.

Any prerequisites set at the learning item are ignored.

Learning Item ApprovalsGovern when a user can participate in the learning item by seeking approval (for example, from a supervisor).

Any approvals set at the learning item are ignored.

Learning Item Due Dates Govern when a learning item is due.Any due date set at the learning item level is ignored. Due dates are set implicitly based on the duration of the program.

Completion and CompliantIn curricula, a user can be compliant but not complete and that state can change over time for reasons of retraining.

In programs, users have either completed or not completed the program.

Certificate of CompletionUsers can only obtain certificates of completion at the learning item level, not at the curricula level.

Users can receive a certificate of completion for the program.

Learning ContentLearning content must be internal to the Learning Management System (LMS): learning items and other curricula.

Learning content can either be internal (items) or external (links, or custom activities).

Retraining Curricula fully support retraining to stay current on compliance.Programs do not support retraining. If you want a user to repeat a program, you must assign it again.

Credit for past completionUsers can obtain credit for past item completions based on a curriculum-level configuration set by the Learning Administrator.

Users can obtain credit for past item completions based on an item-level configuration set by the Learning Administrator.

Order of AssignmentsAll learning items are assigned at once with different due dates so that users can see the entire compliance regimen.

Activities are revealed to users as they enter the timeframe that the activities must be completed in so that users are not overwhelmed.

Requirement PoolsCurricula support requirement pools, which is a way of saying that user must complete requirements from a group (pool) of requirements.

Not supported.

Change ControlAny change to a curriculum is driven to all users to enforce standardization of learning.

Changes can be sent to users who are currently assigned the program or you can grandfather the change so that only newly assigned users see the change.

RegistrationUsers must register for upcoming learning scheduled offerings in the curriculum so that approvals can be met and prerequisites checked.

Users can be auto-registered into scheduled offerings when they are assigned to a program.

Commerce Supported. Not Supported.

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Learning Page - Requirements

• Learning requirements are a set of conditions that learners must meet to receive a complete curriculum status when you create a requirement-based curriculum.

• Requirements are ONLY used for curricula. If you are not using curricula, you would not create requirements.

• If you are using curricula, then requirements provide a way to build flexibility into curricula. For example, you could create a recognizing bias requirement for managers. The conditions of the requirement could say that they need ten contact hours and they can get those contact hours (hours in contact with an instructor) from any one of a pool of twenty courses.

• To provide the flexibility, you define the conditions that learners must meet to be considered complete. You can write a requirement that says that learners must complete a certain number of credit hours or CPE hours to be considered complete. Or you can write a requirement that specifies that learners must finish a set of learning items (courses) from a pool of learning items. The conditions (hours or items in these two examples) are set by the requirement type.

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Learning Page – Requirements (continued)• There are three types for requirements that you can configure.

• Number of Hours of Specified Hour Type – This requires learners to complete a number of hours to fulfill the requirement and those hours must be of a certain type (for example, contact hours or credit hours). learners can select any learning item in the curriculum to fulfill their required hours.

• Number of Hours of Specified Hour Type from Pool of Items – This requires learners to complete a number of hours to fulfill the requirement, those hours must be of a certain type (for example, contact hours or credit hours), and the hours must come from a subset of learning items in the curriculum (as opposed to any learning item in the curriculum).

• Number of Items from Pool of Items – This requires learners to select a number of items from the pool of learning items.

• Once you create the requirement, you would then go to the Curricula that it should be assigned to and assign the requirement to the curricula.

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Learning Page – Questionnaire Surveys• Surveys are about satisfaction and are not used to test the

learner. Assessments are used to test the learners understanding of the content.

• Surveys ask learners to observe and record their experiences with training outcomes.

• You can assign them to participants after a course to give them an opportunity to evaluate their experiences and outcomes after they complete a course.

• You can also assign questionnaire surveys to (for example) a supervisor who can evaluate the learner’s retention after they complete the course.

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Learning Page – External Links, Collections and Tasks• Tasks are used to create a descriptor for a tasks checklist. The actual

checklist is created in a course type of Other.

• External Links allow administrators to add links to external websites and external hosted training content into the LMS, that can then be added as part of a collection or added directly to a learners record for the learner to view.

• Collections allow administrators to create a collection of links. Once created, you can assign to a learner directly, or you can assign to a catalog so learners can access on the My Learning -> Catalog page (where learners go to access all available training for registration). To assign to a catalog (most common):

• Step 1: Create the external Links. • Step 2: Create the collection.• Step 3: Assign the external links (you can add on-line content as well, if relevant), and/or

create ad-hoc external links.• Step 4: Publish the collection. Go to Learning tab -> Catalogs and search for and select the

catalog to assign the collection to. • Step 5: In the Related menu, select the green plus mark, search for and add the collection.

At this point the collection is available for learners who are assigned to that catalog to access.

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Learning Page – Tools, Close Scheduled Offering• Closing a class (scheduled offering) indicates that

you have recorded attendance and completion statuses for all who attended the class.

• When a class is closed, you can no longer register new participants.

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Learning Page – Tools, Cancel Scheduled Offering• Cancel Scheduled Offering is Only valid for

scheduled and blended (schedule and online) course types, and only if the course if future dated. Allows you to cancel a future dated scheduled offering and removes the registration from the registered learners.

• This is just a different way to cancel a scheduled offering, you can also cancel from the scheduled offering itself.

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Learning Page – Tools, Curriculum Scheduling• Curriculum Scheduling allows you to create

scheduled offerings for the instructor-led and blended items in a curriculum. When you schedule a curriculum, the system does not include requirements or sub curricula.

• After you set up a curriculum schedule, the system schedules each item for the duration of time that you designate.

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Learning Page – Tools, Registration Assistance• Registration Assistance – Only applies to classroom

trainings. Does not apply to online courses. Allows administrators to remove the learner from a training, reserve a slot in a training and register the learner for a training. You can use this for one or multiple learners at one time.

• Process is similar to using the registration screen within the scheduled offering, except you have an additional ability to reserve slots for a group of employees.

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Learning Page – Tools, Required Dates Editor & Scheduled Offering Notification

• Required Dates Editor is used to set new required dates for specific learners for courses and curriculum items.

• Scheduled Offering Notification: • Use this to send notification to learners regarding the

availability of a scheduled offering.

• Only valid for future dated offerings, not for prior offerings.

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System Admin Page – Configuration -Certificate Templates

• Certificate Templates allows agency administrators to create custom completion certificates for use in your agency’s training (courses or curricula).

• You can create multiple custom completion certificates, allowing you to have different templates (if desired) for different training.

• To create a new Certificate Template:• Step 1: Select the Add New link and compete the following.

• Template ID - Remember to start the ID with your agency’s acronym and to not include spaces.

• Description – Include a brief description for when this template should be used.

• Select the Category – Defaults to Item (Course).• Select the Orientation – Defaults to Landscape.• Select the Add button.

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System Admin Page – Configuration -Certificate Templates (continued)

• Step 2: Certificate Template Editor.• Update the template as desired, adding in the applicable

images and syntax tags.• To add syntax tags, simply place your cursor in the desired

location, then select the syntax tag on the right. Use appropriate HTML language for existing syntax tags to format as desired.

• Important Note: The certificate template editor is currently only available in an HTML format. If you are not familiar with HTML coding, please engage an HTML expert in your agency for assistance.

• Once you’ve completed your updates save the template to make it available for use.

• If inserting an image (e.g., your agency’s logo) include <img SRC=’ in front of the syntax tag for the image.

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System Admin Page – Tools and Background Jobs• Tools Menu –

• AICC Import – NOT USED this is a legacy function and will be removed in a future release. To import content go to the Content page, select Tools (in the Content page) and select Import Content.

• Legacy SCORM Import – NOT USED this is a legacy function and will be removed in a future release. To import content go to the Content page, select Tools (in the Content page) and select Import Content.

• Background Jobs –• Allows you to search for jobs your agency administrators have

ran within the LMS. • Defaults to your administrator ID and to jobs that were

aborted. Update these and other search fields accordingly to view the jobs you are after.

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Reports

• Reports allow you to download certain data related to learners, courses, etc. Reports are not customizable.

• Each report has a set of fields (e.g., Report Title, Header, Footer, Destination, Format) and filters (checkboxes for various report results, as well as fields such as User that allow you to narrow results) you can update to generate the desired results. Be sure to review the fields and filters and update accordingly.

• Some reports generate a large volume of data and you will have to either run offline (schedule) or run by specific learner.

• If you run a report that aborts, you will have to narrow down the results.

• A standard listing, with a brief report description is available on the Department of Management Services, People First Team, Learning Management site: https://www.dms.myflorida.com/content/download/146580/977396/Standard_list_of_reports_in_LMS.pdf

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Trainer Role

• Trainer role has the ability to create a scheduled offering (same process as covered above) and to administer the scheduled offering when assigned as the trainer for the scheduled offering. This includes all the tools that apply to a scheduled offering.

• Trainer role does NOT have the ability to create a course (Item). This access is restricted to the agency admin role.

• Trainer role does NOT have the ability to create a catalog or assignment profile. This access is restricted to the agency admin role.

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SAP JAM

• SAP JAM is a social collaboration tool available ONLY to agency administrators.

• SAP JAM allows agency administrators to communicate with each other to discuss challenges, ask questions of each other, discuss ideas for new training, etc. In general, allows the agency administrators to collaborate with each other!

• SAP JAM also has the ability to allow agency administrators to share content with each other.

• Important Note: While this feature is available, content should ONLY be shared when requested as the storage license for SAP JAM is very limited. Agencies should not dump all content out here as older content will be removed as storage limits are reached.

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SAP JAM (continued)

• To access SAP JAM within the Talent Management system, select the Home navigation dropdown menu and select SAP JAM.

• Once in SAP JAM, select Groups in the top menu bar, and select View All Groups, then select the group name. At this point you are on the page where you can view the post from other agency administrators, access content, respond to post, create new posts and load content.

• To return to the Talent Management system, select State of Florida in the SAP JAM header.

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Agency Admin & Trainer Access

• As your need for administrators and trainers change, access must be assigned and removed manually. All access as either an administrator or a trainer is 100% manually assigned and removed.

• When either a new administrator or trainer is identified, or an existing administrator or trainer should not longer have access (i.e., leaving that role or leaving the agency), you will be required to notify DMS so the access can be added or removed.

• Send a request to create or remove access as follows:.• Complete the Admin/Training Role Authorization Form (available at

https://www.dms.myflorida.com/workforce_operations/people_first/for_state_hr_practitioners/learning_management)

• Submit the completed form to: Stephen.Eaton@dms.myflorida.com, Briana.Mandakunis@dms.myflorida.com and Nicole.Cain@dms.myflorida.com.

• Email Title: Request to [Add or Remove] [Agency Administrator or Trainer] Access• Email Body – Include the completed authorization form.

• Once DMS completes your request we will notify you the request has been completed.

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Time to Connect the Dots!

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Administrator Activities During Admin Only Go-Live Period• The Admin Only Go-Live Period is October 21, 2019

through January 12, 2020.

• Agency administrators and trainers will have access during the Admin Only Go-Live Period.

• Learners will NOT have access during the Admin Only Go-Live Period.

• The Admin Only Go-Live Period is intended to provide agency administrators time to prepare your agency’s training site so learners have training to take once they have access on January 13, 2020.

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Administrator Activities During Admin Only Go-Live Period (continued)

• The following are some of the activities that agency administrators should complete during this admin only period:

• Determine your ID Naming Conventions (make sure to include your agency acronym at the start of every ID).

• Determine the need for additional agency catalogs.

• Determine the need for additional assignment profiles.

• Create the additional assignment profiles and catalogs, and associate the assignment profiles the catalog.

• Update the default learning certificate to have your agency logo.

Administrator Activities During Admin Only Go-Live Period (concluded)

• Determine cases where unique certificates will be used (if applicable).

• Create unique certificates (if applicable).

• Determine curricula and program needs and document what is to be included.

• Load online content and related documents.

• Create courses (items).

• Create curricula and programs.

• Create scheduled offerings (just make sure all scheduled offerings occur on or after January 13, 2020).

Questions

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Thank You!

Jimmy Cox

People First Director

Jimmy.Cox@DMS.MyFlorida.com

Steve Eaton

People First Project Administrator

Stephen.Eaton@DMS.MyFlorida.com

Nicole Cain

People First Talent Management and HR Supervisor

Nicole.Cain@DMS.MyFlorida.com

Briana Mandakunis

People First Talent Management & HR Lead

Briana.Mandakunis@Dms.MyFlorida.com

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