Managing Employees in mylearning

Transcription

1 This task aid contains instructions for the following tasks: Viewing Employee Learning Status Managing Online Learning Managing Instructor Led Training Managing Learning Requests Generating a Report Adding an External Learning Event Managing an Alternative Supervisor Managing a Delegate Supervisor Viewing Employee Learning Status The My Employees tab displays the learning status for each member of your team. Quickly view each employee s unstarted or in-progress learning items, completed learning items, learning history, and curricula status. To view employee learning status: 2. Click each employee to view unstarted or in-progress learning items. NOTE: Use the sort function, keyword search, and drop-down lists to further refine your results. 3. Click Learning History to view completed learning items. 4. Click Curricula to view the status of curricula based learning items. Managing Online Learning Online Learning, elearning, or Online Training (OLT), is learning that your employees complete entirely over the internet with no instructor interaction. This enables your employees to complete the content at their own pace. To Assign/Remove Online Learning: 2. Click Assign/Remove Learning from the Supervisor Links tile. 3. To Assign Online Learning: a. Click Assign Learning. b. Click Add next to Items, Programs and Curricula. c. Enter the name of the Online Learning item into the NOTE: Use the Refine By dropdown lists to further refine your results. d. Locate the desired Online Learning item and click e. Click the X icon. NOTE: Enter an Assignment Type and Required Date as needed. f. Click Add next to Employees. g. Select the desired employee(s) and click Add. h. Click Continue. i. Click Assign Learning. 4. To Remove Online Learning: a. Click Remove Assigned Learning. b. Click Add next to Items, Programs and Curricula. c. Enter the name of the Online Learning item into the Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 1

2 NOTE: Use the Refine By dropdown lists to further refine your results. d. Locate the desired Online Learning item and click e. Click the X icon. f. Click Add next to Employee(s). g. Select the desired employees and click Add. h. Click Continue. i. Click Remove Learning. Managing Instructor Led Training Instructor Led Training (ILT) and Virtual Instructor Led Training (VILT) is training delivered by an instructor at a specific date, time, and physical or virtual location. To register and withdraw an employee from ILT and VILT: 2. Click Register/Withdraw Employees from the Supervisor Links tile. 3. To Register your employees for an Instructor Led class: a. Click Register Employees. b. Click Add next to Scheduled Offering. c. Enter the name of the instructor led class into the NOTE: Use the Refine By calendar to further refine your results by scheduled offering date. d. Locate the desired instructor led class and click e. Click Add next to Employees. f. Select the employee(s). g. Click Add. h. Click Continue. Note: Select the recipient(s) of the notification as needed. i. Click Register Employees. 4. To Withdraw your employees for an Instructor Led class: a. Click Withdraw Employees. b. Click Add next to Scheduled Offering. c. Enter the name of the instructor led class into the NOTE: Use the Refine By calendar to further refine your results by scheduled offering date. d. Locate the desired instructor led class and click e. Select the employee(s). f. Click Continue. g. Select the recipient(s) of the notification. h. Select Remove associated item from the Learning Plan. i. Click Withdraw Employees. Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 2

3 Managing Learning Requests Most learning items, courses, and curricula in mylearning are open to your employees for self-registration provided that they meet the minimum requirements necessary to self-register. However, some learning items, courses, and curricula, such as the High Potential course, require supervisor approval. To approve or deny a learning request initiated by your employee: 2. Click Approvals from the Supervisor Links tile. 3. Select Approve/Deny/Skip. 4. Click Next. 5. Enter comments into the comments field (as needed) and click Next. 6. Click Confirm. NOTE: Learning items, courses, and curricula that require supervisor approval are automatically approved when added to an employee learning plan by their supervisor. Generating a Report The mylearning application features robust and easy to use reporting that allows you to self-service your reporting needs based on your organizational hierarchy. There are a number of prebuilt reports designed to display critical learning information about not only you and your direct subordinates but their subordinates as well. To generate a report: 2. Click Integrity Dashboard and Reports from the Supervisor Links tile. 3. Click the arrow next to the desired report group name. 4. Click the desired report. NOTE: This table displays a brief description of the most commonly used reports. The availability of the reports on this page is dictated by your role and job function. Report Description Integrity Dashboard Overview Mandatory Training Detail Integrity Training Overdue Summary Report User Learning History Learning Plan (User) The Integrity Dashboard Overview provides a graphical snapshot view of statuses of all mandatory Integrity Training courses, the Conflicts of Interest Questionnaire, and Code of Conduct/Employee Handbook Acknowledgment. It also provides access to actionable data that people leaders and HR can use to proactively manage their organization s annual compliance obligations. The Mandatory Training Detail report provides a list of mandatory Integrity Training assigned to all employees in a manager s entire organization. The report includes an employees completion status of mandatory Integrity Training courses, the Conflicts of Interest Questionnaire, and the Code of Conduct / Employee Handbook Acknowledgment. The report is accessible to people leaders, HR professionals and Compliance members. The Integrity Training Overdue Summary report lists employees who are overdue for their mandatory Integrity Training courses, the Conflicts of Interest Questionnaire, and the Code of Conduct / Employee Handbook Acknowledgment. The User Learning History report provides users' learning history (learning items and curricula they have finished). It will not display learning items that are pending or have not started. The Learning Plan (User) report provides a comprehensive snapshot of all complete and incomplete mandatory, assigned, and registered learning items, programs, and curricula for each your direct and indirect reports. This report includes customizable sorting and listing functionality that allows you to sort by Item, Required Date, Assignment Type, Curriculum, and Program or list by Needs or Requirements. Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 3

4 5. Select the user. NOTE: This table displays a brief description of the user options. User Description Self Direct Subordinates All Subordinates All Report is executed on you only. Report is executed on your direct subordinates only. Report is executed on your direct and indirect subordinates (your direct subordinates along with their direct subordinates). Report is executed on you and your direct/indirect subordinates (you and your direct subordinates along with their direct subordinates). Report Option Completed Date From: Completed Date To: Report Destination Report Format Description Start date of your report data. End date of your report data. Browser: Report displays in an internet browser window. Local File: Report saves to your desired location on your computer. HTML: A read only report that displays in your default web browser. PDF: A read only report that outputs as a PDF document. This report must be viewed and saved using a PDF compatible program such as Adobe Acrobat. CSV: A table structured report that must be viewed, refined, sorted, and saved using a spreadsheet program such as Microsoft Excel or Google Spreadsheets. Include Alternate Subordinates Selecting this option incudes any direct or indirect subordinates in which you are assigned as an Alternative Supervisor. NOTE: Each report type contains various combinations of filter options depending on the data included within the selected report. 7. Click Run Report. 6. Select the desired report filter options. NOTE: This table displays the most common filter options. *The availability of filter options vary for each report. Not all reports contain the options outlined in this table. Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 4

5 Adding an External Learning Event An External Learning Event or Self-Reported Learning is learning delivered by a third party educator from outside of the organization. Examples of an External Learning Event are systems training delivered by a software company or safety training delivered by vendor. To add an External Learning Event to an employee: 2. Click Self-Reported Learning from the Supervisor Links tile. 3. Click the External Event icon. 4. Enter the details for the External Event. 5. Click the add icon next to Employees. 6. Select the employees. 7. Click Add. 8. Enter a Grade as needed. 9. Enter Comments as needed. 10. Click Continue. 11. Click Self-Reported Learning to review the information you entered. 12. To upload a document (as needed) such as a certificate, license, etc.: a. Click File Attachments next to the name of the employee. b. Click Browse. c. Select the PDF document. d. Click Open. e. Enter a document description into the File Description field. f. Click Upload. g. Click the X icon. 13. Click Close. Managing an Alternative Supervisor You may designate an Alternative Supervisor when an employee works a project in which they report to a supervisor, other than their primary supervisor, for an extended period of time. You can assign varying levels of responsibility to the alternative supervisor ranging from just receiving s to full supervisor related responsibilities including performance reviews and competency assessments. To manage an Alternative Supervisor: 2. Click the menu icon next to the desired employee. 3. Click Manage Alternative Supervisor. 4. To Add an Alternative Supervisor: a. Enter your alternative supervisor s name into the Choose Alt. Supervisor field. NOTE: Click Advanced Search and complete the desired fields to execute an advanced search. b. Select the desired alternative supervisor. c. Click Save. 5. To Remove an Alternative Supervisor: a. Click the X icon next to the desired supervisor. b. Click Yes. c. Click Save. Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 5

6 Managing a Delegate User A Delegate User is a user assigned to complete your LMS related duties for your entire hierarchy. Designating a Delegate User is extremely useful when another user must generate reports from your organizational hierarchy, if you plan to take an extended leave of absence, or work a project that takes you away from your normal duties for an extended period of time. To add a Delegate User: 1. Click the My Learning tab from the Learning page. 2. Click the settings icon. 3. Select Options and Settings. 4. To add a Delegate User: a. Click Add. b. Enter your delegate user s name into the Search User field. c. Select the desired delegate user. d. Select Selected Permissions. e. Choose the permissions you wish to grant to your selected delegate supervisor. f. Click Save. 5. To edit permissions granted to a Delegate User: a. Select the desired delegate user. b. Click Edit. c. Choose the permissions you wish to grant to your selected delegate user. d. Click Save. 6. To deactivate permissions granted to a Delegate User: a. Select the desired delegate user. b. Click Edit. c. Select Inactive Delegate. d. Click Save. 7. To remove a Delegate User from your Delegates list: a. Select the desired delegate user. b. Click Remove. c. Click OK. NOTE: This table displays a differences between an Alternative Supervisor and a Delegate User. Alternative Supervisor Performs assigned supervisor activities for a specific employee. Receives communications for a specific employee. Delegate User Performs assigned activities for the delegator s direct and indirect subordinates (the delegator s direct subordinates along with their direct subordinates). Receives communications for the delegator s entire hierarchy. Managing Employees in mylearning Task Aid Updated v1 by Michael Mokienko 6