ikonami Limited Margaret Street London W1W 8SQ by ikonami Ltd. All rights reserved. Version 4.5.2

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1 Site Version 4.5.2

2 ikonami Limited Margaret Street London W1W 8SQ by ikonami Ltd. All rights reserved. Version No part of this publication may be reproduced, altered, or copied without prior written consent of ikonami Pvt. Ltd. Any trademark references within this guide are reserved to their respective owners. Last Updated On: 6 April, 2011 Classification E: Unrestricted

3 Customer Support ikonami Ltd. offers a Helpdesk service for its customers. The Helpdesk will give you help for the use of the system and will answer all questions you might have while using Staff User Role of At-Learning Tool. The Helpdesk can be contacted via . support@at-learning.org Unrestricted I

4 About this Guide The At-Learning Tool User Guide for Staff User Role is organised as follows: Chapter 1 Introduction provides a detailed starting information and a brief description of the major features of the module available to Staff User. Chapter 2 Booking Activities briefly describes how to book yourself on different types of activities. Chapter 3 Managing Existing Bookings contains a description of the overall functionality of Managing Existing Bookings related features. Chapter 4 Managing Due Activities describes how to manage Due Activities module on the tool. Chapter 5 Requesting Activity contains a description of the overall functionality for requesting external study leaves, mark leave attendance and view requested activities. Chapter 6 Managing Support provides a description of the support features available to the staff user. A standard index is also included. Who Should Use this Guide? This guide is intended for Staff User, for performing all the functions available to Staff User Role on the tool. This guide assumes that Staff User is familiar with Microsoft Windows Operating System. Documentation Conventions The AT-Learning Tool User Guide for Staff User Role uses the following conventions: Symbol Enter Usage Refers to positioning the mouse pointer (or cursor) over a page button image or a link, and clicking the left mouse button. If pressing the right mouse button is required, this is stated as right-click. Refers to typing letters or numbers on the computer keyboard. Note Calls your attention to additional information. Tip Calls your attention to a useful tip. Warning Calls your attention to an important warning. Bold type Field names and images names within an explanation. Unrestricted II

5 Contents Customer Support I About this Guide II Who Should Use this Guide? II Documentation Conventions II Contents III Introduction 5 Overview of the Staff User Functions Features of Staff User Role Logging In Booking Activities 8 Book Activities Booking an Activity Booking Multiple Activities Booking e-learning Activities Booking Course from National Library Book Marked Activities View Brochure Book Activity Now Searching a Book Marked Activity My Learning Style Saving your Preferred Learning Styles Edit Learning Style Viewing Monthly Course Plan View Activity Details Managing Existing Bookings 17 Manage Existing Bookings Managing Current Activities View Brochure Book Activity Now Managing Booked Activities Viewing Schedule of an Activity Searching a Booked Activity Managing My e-learning Activities Rating an activity Searching a Booked Activity Cancelling an e-learning Activity Managing Completed Activities Contents Unrestricted III

6 Searching a Completed Activity Viewing Brochure Filling CEQ Filling PAQ/PAR Checking Attendance Managing Authorised Activities Managing Rejected Activities Managing Cancelled Activities Managing DNA ed Activities Managing Cancelled Schedules Managing Due Activities 35 Manage Due Activities Managing Recommended Activities Viewing Brochure Searching a Recommended Activity Managing Targeted Activities Viewing Brochure Searching a Targeted Activity Requesting an Activity 39 Request an Activity External Study Leave Study Leave Attendance Viewing Requested Activities Getting Support 45 Get Support Adding Suggestion AT-Learning Support Viewing Booking Desk Administrator Information Accessing User Manuals Index 49 Contents Unrestricted IV

7 Chapter 1 Introduction You will learn Overview of Staff User Functions and Features Logging In This chapter includes detailed start up information; also provides brief information about the major features and functions that can be performed by using Staff User Role. Overview of the Staff User Functions In this guide, we will explore the functionalities available to you as a Staff User. It explains how Staff User can book activities, manage existing bookings, request activities etc. As Staff User, you can also acquire support and view all the new features added on to the tool. This document will walk you through all the activities you can perform and will explain you all the features in detail. In order to avoid repetition of tasks/processes, the document will refer to other AT-Learning User Guides for detailed description. Features of Staff User Role Major features that you can perform as Staff User are: The staff user can book activities; can manage different types of bookings. Also the staff user can book themselves for single and multiple activities at one time. The staff user can manage existing bookings; can manage different types of existing bookings related to them. The staff user can manage due activities; can manage activities that are due and yet to be carried by them. The staff user can request an activity; can request internal and external activities. The staff user can contact support desk; can also avail the support features of the tool. Details of the above mentioned features can be seen in their respective chapters. Chapter 1 Introduction Unrestricted 5

8 Logging In AT-Learning is a secure web application tool. You must log in to the system with a valid username and password, provided to you. 1 Launch AT-Learning application by typing in the address bar of your browser. The AT-Learning Homepage page displays. If you are an NHS user, you can launch the application by using After selecting your organisation, enter a valid user name and password to log in. 2 Enter valid user name and password in Login panel. 3. Chapter 1 Introduction Unrestricted 6

9 The Staff User homepage displays on successful logging in. Most of the functionalities under Existing Bookings tab are available on the Staff User Homepage. Chapter 1 Introduction Unrestricted 7

10 Chapter 2 Booking Activities You will learn Booking an Activity Booking Multiple Activities Booking e-learning Activities Booking Course from National Library Managing Bookmarked Activities Managing my Learning Style Viewing Monthly Course Plan As Staff User of the tool you can manage the bookings for different types of activities. You can book learning and development activities for yourself on to the system. You can book yourself for single or multiple activities at one time. You can also bookmark activities for yourself. This chapter provides detailed information on how to use this booking feature. Book Activities As a staff user of the tool, you can book yourself on various activities. This feature of AT-Learning facilitates you with the following bookings: Chapter 2 Booking Activities Unrestricted 8

11 Booking an Activity As a staff you can book learning and development activities for yourself on to the system. You can carry out bookings for the following types of activities: Standard Activity Ad hoc Activity Umbrella Activity For more information about booking activities, see Activity Booking (Staff Role) User Guide. Booking Multiple Activities As staff user, you can book different activities. AT-Learning allows you to book multiple activities except umbrella at same time. For more information about booking activities, see Activity Booking (Staff Role) User Guide. Booking e-learning Activities You can book e-learning as well as external e-learning activities available on the tool. For more information about booking activities, see Activity Booking (Staff Role) User Guide. Booking Course from National Library AT-Learning allows you as staff, to book courses from national library. However, you will be able to book only those activities that are made available for organisation by Super User. For more information about booking activities, see Activity Booking (Staff Role) User Guide. Chapter 2 Booking Activities Unrestricted 9

12 Book Marked Activities As Staff User, you can view all the activities that you have so far bookmarked, along with their compliance status. You can also book an activity for which the future schedules exist. Moreover you can remove bookmarked activity. To manage Book Marked activities, follow these steps. 1 On Staff User homepage, under Book Activities tab, click Book Marked Activities. The Activities Bookmarked by Me page displays. 2 Definitions of the key fields are given below for your understanding. VIEW BROCHURE BOOK NOW to view activity brochure. Brochures are not available for ad-hoc activities; in that case view brochure icon will be disabled. to book the activity. The activities with no future schedules can t be booked. The icon will be disabled. REMOVE BOOKMARK to remove the activity from bookmarked list. to search activities that you have bookmarked. View Brochure to clear the search filters in order to view the list of all activities. This section briefs you about viewing the brochure for an activity (if attached). 1 On Book Marked Activities page, click in front of required activity. The Brochure opens in PDF format. 2 Save the file at an appropriate location. Chapter 2 Booking Activities Unrestricted 10

13 Book Activity Now As staff, if at any time you feel the need of booking yourself on bookmark activities, then you can always come back and book yourself on these activities. This section will explain you to how to perform this task. 1 On Book Marked Activities page, click in front of required activity. The Selected Users for Booking page displays. 2 At this page, you can choose the desired schedule for the already selected activity, to continue with the booking process. For more details about booking activity, see Activity Booking (Staff Role) User Guide. 3 In case of booking yourself on bookmarked Umbrella Activity, Selected Users for Booking an Umbrella Activity page displays: For more details about booking activity, see Activity Booking (BDA Role) User Guide. Chapter 2 Booking Activities Unrestricted 11

14 Searching a Book Marked Activity As staff, you can search the bookmarked activities. To search an activity, follow these steps. 1 On Book Marked Activities page, enter the required activity name at specified. 2. The Book Marked Activities page displays. The Book Marked Activities page displays the search results. My Learning Style As Staff User, you can view the Activity Learning Styles available within the system. You can view the Learning Types that fall under a particular activity category along with every day examples. To view the available learning styles, follow these steps. 1 On Staff User homepage, under Book Activities tab, click My Learning Style. The Learning Styles Matrix window displays. Images having size less than 7.5 originally, don t require resizing. Chapter 2 Booking Activities Unrestricted 12

15 Saving your Preferred Learning Styles This section briefs you about choosing your preferred learning styles for your future record; these are mapped against the learning category and learning style. You have the option of recording three separate types of learning you prefer. You can always edit your preferences at any point. This is done by accessing this page from your homepage. 1 Once you have gone through the available learning styles, click. The My Preferred Learning Styles page displays. 2 Key field definitions are mentioned below for your understanding: SELECT A LEARNING CATEGORY Select the required learning category from this drop down. As you select a Learning Category from the first drop down list, the learning styles that come under the selected category will be listed in the Learning Style drop down list. SELECT A LEARNING STYLE Select the required learning style from this drop down. SELECT YOUR PREFERENCE Select the required preference to associate with your selected learning style. 3 after selecting the desired category, styles and preference. Chapter 2 Booking Activities Unrestricted 13

16 Your selected preferred learning style will be displayed at the bottom of the page (as highlighted in the figure above). 4 Key field definitions are mentioned below for your understanding: to edit your recorded learning style. to delete the recorded learning style if you no longer need it. Edit Learning Style Once you have recorded your preferred learning style, you can come back at any time to edit it. The following section covers the editing capabilities. 1 On My preferred learning styles page, click in front of required preference style. The Edit Learning Style window displays. 2 Edit the category, style, and/or preference, as required. 3. Chapter 2 Booking Activities Unrestricted 14

17 Viewing Monthly Course Plan To view course plan for the present month, follow these steps: 1 On Staff User homepage, under Book Activities tab, click View Monthly Course Plan. The Activity Monthly Plan window displays. 2 Key field definitions are mentioned below for your understanding: to view course plan for the same month of last year. to view the course plan for previous month, of the same year. to view the course plan for the same month of the next year. to view the course plan for next month, of the same year. 3 to exit the Course plan. Chapter 2 Booking Activities Unrestricted 15

18 View Activity Details This page provides the activity schedule information and sessions taken place by trainers at specific venues. 1 On View Monthly Course Plan page, click activity details icon. The Schedule Details window displays. Chapter 2 Booking Activities Unrestricted 16

19 Chapter 3 Managing Existing Bookings You will learn Managing Current Activities Managing Booked Activities Managing e-learning Activities Managing Completed Activities Managing Authorised Activities Managing Rejected Activities Managing Cancelled Activities Managing DNA ed Activities Managing Cancelled Schedule As a staff user you can manage existing bookings related to you. This chapter provides detailed information on how to use this booking-management feature. Manage Existing Bookings As a staff user of the tool, you can manage activities already booked by yourself. This feature of AT-Learning facilitates you with the following tasks: Chapter 3 Managing Existing Bookings Unrestricted 17

20 Managing Current Activities As staff user, you can view all the activities currently undertaken by you. At this page, you can view the list of all current activities. The list displays following categories of activities: Each category of activity is shown with a different colour. To manage the current activities, follow these steps. 1 On Staff User homepage, under Existing Bookings tab, click Current Activities. The My Current Activities page displays. 2 Definitions of the key fields are given below for your understanding: VIEW BROCHURE BOOK NOW to view existing activity brochure (if attached). Brochures are not available for ad hoc activities; in that case View Brochure icon will be disabled. to book the existing activity. However, you cannot book activities without any future schedules. The icon will be disabled. View Brochure By using this page, you can view the activity brochure (if attached). 1 On Current Activities page, click in front of required activity. The Brochure opens in PDF format. 2 Save the file at an appropriate location. Chapter 3 Managing Existing Bookings Unrestricted 18

21 Book Activity Now If at any time you feel the need of booking yourself on existing activities, then you can always come back and book yourself on these activities. This section will explain you to how to perform this task. At this page, you can choose the desired schedule for the already selected activity, to continue with the booking process. For more details about booking activity, see Activity Booking (Staff Role) User Guide. 1 On Current Activities page, click in front of required activity. The Selected Users for Booking page displays. 2 In case of booking yourself on existing Umbrella Activity, Selected Users for Booking an Umbrella Activity page displays: For more details about booking activity, see Activity Booking (BDA Role) User Guide. Chapter 3 Managing Existing Bookings Unrestricted 19

22 Managing Booked Activities As staff user, you can manage all the activities currently booked by you or your BDA. This page displays a list of booked activities along with their compliance status. You can also view the booking date for the activity as well as the name of the person who booked the activity. Furthermore, you can also view Schedule detail and the status of the activity bookings. 1 On Staff User homepage, under Existing Bookings tab, click Booked Activities. The Activities Booked by Myself/BDA page displays. 2 Definitions of the key fields are given below for your understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. SCHEDULE provided with schedule to view the details of the schedule. DOWNLOAD MATERIAL to download the activity related material. The Download Activity material icon will be disabled in case if no study material is attached with the activity. CANCEL to cancel the booking. The Cancel icon will be disabled in case if booking is already cancelled, if activity is already completed, or if booking is for historic dates etc; depending on situation. to search the booked activities. Fill the Search Booked Activity field with an activity name (mandatory). to clear the search filter, to view list of all activities Chapter 3 Managing Existing Bookings Unrestricted 20

23 Viewing Schedule of an Activity You can view the schedule of your activity, which includes timings, trainers, venue information. 1 On Activities Booked by myself/bda page click against an activity. The View schedule of an activity window displays. Searching a Booked Activity As staff, you can search the specific booked activities. To search an activity, follow these steps. 1 On Manage Booked Activities page, enter the required activity name and click. The Manage Booked Activities page displays. The Manage Booked Activities page displays the search results. Managing My e-learning Activities As staff user, you can manage all the e-learning activities currently booked by you or your BDA. This page displays a list of e-learning activities along with their compliance status. You can also view the booking date for the activity as well as the name of the person who booked the e-learning activity and rate the activity. Furthermore, you can also view Schedule detail and the status of the activity bookings. 1 On Staff User homepage, under Existing Bookings tab, click My e-learning Activities. The My booked e-learning Activities page displays. Chapter 3 Managing Existing Bookings Unrestricted 21

24 2 Definitions of the key fields are given below for your understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. SCHEDULE provided with a schedule to view the details of the schedule. PERFORMANCE Displays the performance for the activity. RATE THIS ACTIVITY and rate activity. REMAINING ATTEMPTS Displays the remaining attempts you have for the activity. LAUNCH ACTIVITY to launch the activity. The launch activity icon will be disabled in case of the following: the booking wasn t approved by your manager When booking due date is in future dates When remaining attempts have been met When the schedule end date has expired BDA simply cancelled the booking (with any status). CANCEL to cancel the booking. The Cancel icon will be disabled in case activity is already completed and BDA cancels booking. to search the booked activities. Fill the Booked Activity field with an activity name (mandatory). to clear the search filter, to view list of all activities Chapter 3 Managing Existing Bookings Unrestricted 22

25 Rating an activity You can rate these e-learning activities as well. Express your opinion on how good or useful the e-learning activity turned out for you. 1 On My Booked e-learning Activity page, click under Rate this Activity to rate a course. The Rate course window displays. 2 Rate course by clicking the star and click Save. A appears to indicate the course has been rated. Searching a Booked Activity As staff, you can search the specific e-learning activities. To search an activity, follow these steps. 1 On My Booked e-learning Activity page, enter the required activity name and click. The Manage e-learning Activities page displays the search results. Chapter 3 Managing Existing Bookings Unrestricted 23

26 Cancelling an e-learning Activity As staff, you can cancel a specific e-learning activity. To cancel an activity, follow these steps. 1 On My Booked e-learning Activity page, click in front of required activity. The Reason for cancellation window displays. 2 Select the reason for cancellation from the drop down titled Select Reason. The drop down lists few common reasons for booking cancellation. You can choose one of the reasons. However, if you want to state your own reason, then you can select Other option from the drop down list. 3 Enter the reason, if you want to give your own comments regarding cancellation. 4. The text box becomes enabled only when you choose the Other option from the drop down. Chapter 3 Managing Existing Bookings Unrestricted 24

27 Managing Completed Activities As staff user, you can manage all the activities completed by you over time. This page displays a list of all the activities completed by you, along with their compliance status. You can also fill the CEQ, PAQ and PQR as well as you can view attendance and performance reports. 1 On Staff User homepage, under Existing Bookings tab, click Completed Activities. The My Completed Activities page displays. 2 Definitions of the key fields are given below for your understanding: VIEW BROCHURE to view activity brochure. Brochures are not available for ad-hoc activities; in that case view brochure icon will be disabled. CEQ to fill the CEQ attached with the activity. PAQ/PAR CEQ icon will be disabled if a CEQ is not attached to this activity or it has been already filled by staff or BDA. (PAQ icon), to fill out the pre activity questionnaire. (PAR icon), to fill out the pre requisite questionnaire response. PRINT CERTIFICATE to print certificate. ATTENDANCE PERFORMANCE to view attendance. to view performance. to search the booked activities. Fill the Search Completed Activity field with an activity name (mandatory). to clear the search filter, to view list of all activities Chapter 3 Managing Existing Bookings Unrestricted 25

28 Searching a Completed Activity As staff, you can search the specific completed activities. To search an activity, follow these steps. 1 On My Completed Activities page, enter the required activity name and click. The My Completed Activities page displays the search results. Viewing Brochure To view the brochure for an activity, follow these steps. 1 On My Completed Activities page, click in front of required activity. 2 Save the file at an appropriate location. 3 To view, open the file from its saved location. Chapter 3 Managing Existing Bookings Unrestricted 26

29 Filling CEQ If your BDA has not filled the CEQ (course evaluation questionnaire) at your behalf, you can also fill it to provide feedback of your learning experience. It is recognised as a reliable and valid measure of your perceptions on the activities that you carry out. To fill the CEQ against an activity, follow these steps. 1 On My Completed Activities page, click in front of required activity. If CEQ is not required to be filled the icon will be disabled. The Enter CEQ window displays. 2 Choose one of the radio buttons against the default questions to evaluate the activity. 3. The My Completed Activities page displays Chapter 3 Managing Existing Bookings Unrestricted 27

30 Filling PAQ/PAR You can fill the PAQ (Pre Activity Questionnaire)/PQR (Pre-requisite Questionnaire Response) and provide your feedback to your experience of the particular activity. To fill the PAQ/PAR against an activity, follow these steps. Filling PAQ 1 On Completed Activities page, click in front of required activity. If PAQ has not been entered for the activity it will be displayed on the PAQ window. The Fill PAQ window displays. 2 Fill in required information. 3. Chapter 3 Managing Existing Bookings Unrestricted 28

31 The My Completed Activities page displays. Filling PQR 1 On Completed Activities page, click in front of required activity. The Fill PQR window displays. 2 Fill in required information and click. The My Completed Activities page displays. Checking Attendance As staff, you do have the ability to check your attendance for particular session of an activity. Follow these steps in order to check your attendance: 1 On My Completed Activities page, click in front of required activity. The Attendance Sheet window displays. 2. The My Completed Activities page displays. Chapter 3 Managing Existing Bookings Unrestricted 29

32 Managing Authorised Activities As staff user, you can manage all the activities that have been authorised to carry out by your manager or your booking desk administrator. At this page you can view all the activities that currently authorised to undertake. To manage the authorised activities, follow these steps. 1 On Staff homepage, under Existing Bookings tab, click Authorised Activities. The Activities Authorised by my Manager/Booking Desk Admin page displays. 2 Definitions of key fields are given below for your understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. VIEW PAQ/PQR RESUME CANCEL (PAQ icon), to view the pre activity questionnaire. (PAR icon), to view the pre requisite questionnaire response. to resume an activity, if the activity was postponed due to some reason. Resume icon is disabled for cancelled and historic bookings. ing Resume icon displays the Activity Booking Form. For more details about booking process, see Activity Booking (Staff Role) User Guide. to cancel the activity. For more details about cancelling an activity, see Cancelling an Activity discussed earlier in this chapter. Chapter 3 Managing Existing Bookings Unrestricted 30

33 Managing Rejected Activities As staff user, you can manage all the activities that are rejected by your manager or your Booking Desk Administrator. At this page you can view the activity bookings rejected by your manager or booking desk administrator along with their schedule. You can also view the Rejection reason for the activity booking. Moreover, you can resubmit the activity for booking. To manage the rejected activities, follow these steps. 1 On Staff homepage, under Existing Bookings tab, click Rejected Activities. The Activities Rejected by Manager page displays. 2 Definitions of the key field are given below for your understanding. ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. RE-SUBMIT to re-submit the booking request. As you resubmit an activity to the manager for approval, the activity is removed from the list of rejected activities. REJECTION REASON to view the rejection reason. Chapter 3 Managing Existing Bookings Unrestricted 31

34 Managing Cancelled Activities As staff user, you can manage all the activities for which the bookings are cancelled either by you or your booking desk administrator. At this page you can view the activities, whose bookings are cancelled by you or your BDA, along with their schedule. You can also view the Cancellation reason for the activity booking. To manage the cancelled activities, follow these steps. 1 On Staff homepage, under Existing Bookings tab, click Cancelled Activities. The Activities Cancelled by myself/bda page displays. 2 Definitions of the key field are given below for your understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. SCHEDULE provided with a schedule to view the details of the schedule. CANCELLATION REASON to view/specify the cancellation reason. A window displays. You can specify the cancellation reason in the window and click to save the reason. Chapter 3 Managing Existing Bookings Unrestricted 32

35 Managing DNA ed Activities As staff user, you can manage all the activities for which you are marked as DNA ed. DNA activities are those for which your attendance is marked as absent. Similarly, all those activities which you cancelled after the valid cancellation date for activity booking are considered as DNA ed activities. At this page you can view the activities along with their schedule for which you have been marked as DNA'ed. You can also view the DNA reason and the next available dates for the activity. Moreover, you can also book an activity again on some future schedule. To manage the DNA ed activities, follow these steps. 1 On Staff homepage, under Existing Bookings tab, click DNA ed Activities. The My DNA ed Activities page displays. 2 Definitions of key fields are given below for understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. BOOK AGAIN to book that activity again. Book Again icon is only available for those activities for which future schedule is available. For more details about booking activity, see Activity Booking (BDA Role) User Guide. DNA REASON to view the rejection reason. Chapter 3 Managing Existing Bookings Unrestricted 33

36 Managing Cancelled Schedules As a staff user of the tool you do have the ability to view all the activity schedules on which you were booked, but these schedules were cancelled by Training Provider or Booking Desk Administrator afterwards. 1 On Staff homepage, under Existing Bookings tab, click Cancelled Schedule. The Cancelled Schedules page displays. 2 Key field definitions are mentioned below for your understanding: ACTIVITY NAME Displays name of cancelled activity. Each activity name is a link to the details of the activity. SCHEDULE DATE Displays the schedule date on which you were booked on a certain activity. BOOKING DATE Displays the booking date on which you were booked on a certain activity. CANCELLATION DATE Displays the date on which the TP/BDA has cancelled the schedule. CANCELLED BY Displays the name of TP/BDA who cancelled the schedule. Chapter 3 Managing Existing Bookings Unrestricted 34

37 Chapter 4 Managing Due Activities You will learn Managing Mandatory Trainings Managing Recommended Activities Managing Targeted Activities As a staff user you can manage activities that are due and yet to be carried out by you. This chapter provides detailed information on how to use this Due-Activities Management feature. Manage Due Activities As a staff user of the tool, you can manage activities that are due on you for a certain period of time as a refresher or a progression. You can manage following due activities: Chapter 4 Managing Due Activities Unrestricted 35

38 Managing Recommended Activities As staff user, you can manage all the activities that are recommended for you by your manager or Booking Desk Administrator. Recommended activities are the activities suggested from your manager to be carried out by you. From this page you can view all the activities that have been recommended to you by your manager or BDA. You can view the activity type along with its compliance status and the next available dates for the activity. 1 On Staff homepage, under Due Activities tab, click Recommended Activities. The Recommended Activities page displays. 2 Definitions of the key fields are given below for your understanding: ACTIVITY NAME to view the activity details. Each activity name is a link to the details of the activity. VIEW BROCHURE to view activity brochure. BOOK NOW Brochures are not available for ad-hoc activities; in that case view brochure icon will be disabled. to book an activity. Book Again icon is only available for those activities for which future schedule is available. For more details about booking activity, see Activity Booking (BDA Role) User Guide. to search the recommended activities. to clear the search filter, to view list of all activities Chapter 4 Managing Due Activities Unrestricted 36

39 Viewing Brochure To view the brochure for an activity, follow these steps. 1 On Recommended Activities page, click in front of required activity. 2 Save the file at required location. 3 Open the file from the location where it is saved, to view it. Searching a Recommended Activity As staff, you can search the specific recommended activities. To search an activity, follow these steps. 1 On Recommended Activities page, enter the activity name and click. The Manage Recommended Activities page displays. The Manage Recommended Activities page displays the search results. Managing Targeted Activities As staff user, you can manage all the activities for which you fall under target audience. At this page, you can view all the activities for which you fall under the activity target audience. You can view the compliance status and the next available dates for the activity. Moreover you can book an activity for which the future schedule exists. To manage the Targeted activities, follow these steps. 1 On Staff User homepage, under Due Activities tab, click Targeted Activities. The Activities Targeted for me page displays. 2 Definitions of the key fields are given below for your understanding: VIEW BROCHURE to view activity brochure. Brochures are not available for ad hoc activities; in that case View Brochure icon will be disabled. NEXT AVAILABLE DATES provided with a date to view the details of the available schedule. Schedule Details window pops up. Chapter 4 Managing Due Activities Unrestricted 37

40 BOOK NOW to book an activity. Book Again icon is only available for those activities for which future schedule is available. For more details about booking activity, see Activity Booking (BDA Role) User Guide. to search the targeted activities. Viewing Brochure to clear the search filter, to view list of all activities To view the brochure for an activity, follow these steps. 1 On Activities Targeted for me page, click in front of required activity. 2 Save the file at an appropriate location. 3 Open the file from the location you saved it. Searching a Targeted Activity As staff, you can search the specific Targeted activities. To search an activity, follow these steps. 1 On Activities Targeted for me page, enter the required activity name and click. The Activities Targeted for me page displays the search results. Chapter 4 Managing Due Activities Unrestricted 38

41 Chapter 5 Requesting an Activity You will learn Requesting External Activities Requesting Internal Activities Viewing Requested Activities As a staff user you can request for activities on to the tool. You can request for those activities that do not have future schedule available on the tool. You can request for both the External Activities and Internal Activities. This chapter provides detailed information on how to use this module for Requesting an Activity. Request an Activity By using this feature, you can make request for different types of activities from your manager. Following activities can be requested: Chapter 5 Requesting an Activity Unrestricted 39

42 External Study Leave As staff user, you can request for study leave for external activity. In case you request a study leave, it is first sent to your manager for authorisation and then passed on to the training provider user who marks the leave against staff user s activity. To request the external study leave, follow these steps. 1 On Staff User homepage, under Request an Activity tab, click External Study Leave. The Study Leave Request form displays. Fields marked with an asterisk (*) are mandatory. 2 Definitions of the key fields are given below for your understanding: Chapter 5 Requesting an Activity Unrestricted 40

43 STAFF INFOMRATION Edit if staff information is to be edited. is mandatory. Users can select their own Manager from Manager Name drop down list. ACTIVITY DETAILS Enter details about the activity. ESTIMATED COST to add new cost. Enter detail and click to save information. to cancel data. Definitions of the key fields are given below for your understanding: EXPENSE Enter the description for expense occurring on the external activity. AMOUNT Enter the amount as charges for taking the external activity course. BUDGET CODE Select the organisational budget that you want to allocate for the external activity. SELF CONTRIBUTION Enter the amount that you are contributing in addition to budget amount. By clicking Edit link in front of a cost item, you can update the identified expenses by specifying the Amount, Budget Code and Self Contribution details. Moreover, you can remove an associated cost by clicking the Delete link. link to make changes to a cost. On entering data click Save link to delete a cost. Chapter 5 Requesting an Activity Unrestricted 41

44 LEAVE INFORMATION Enter leave information. IS APPROVED Select this option if the leave is approved. If the Is Approved option is not selected then an is sent to the manager to approve the external study leave. If a staff member is not associated with a manager then it is not possible to apply for external study leave for that staff member. 3 to add the estimated cost of external activity. 4 Under the Leave Information dialog box, specify information for the mandatory fields. 5 to send the leave request to manager. A confirmation message displays for successfully submitting the leave request. Study Leave Attendance You can update attendance for study leave taken against completed activities. 1 On Staff homepage, under Request an Activity tab, click Study Leave Attendance. The Study Leave Attendance window displays. 2 Select your Attendance for the corresponding Activity and schedule. Chapter 5 Requesting an Activity Unrestricted 42

45 However, attendance is disabled for pending activities. If there is no Study Leave Attendance it is displayed on the page. 3 to mark your attendance. Chapter 5 Requesting an Activity Unrestricted 43

46 Viewing Requested Activities You can manage the requested activities as well as study leaves by viewing and editing the specific details.. In addition, you can withdraw the pending activity requests before being approved by the manager. To view the requested leaves, follow these steps. 1 On Staff homepage, under Request an Activity tab, click View Requested Activities. The View Requested Activities page displays. 2 Definitions of the key fields are given below for your understanding: SELECT ACTIVITY STATUS Select status to view all respective activities. VIEW & EDIT to view or edit the request details. WITHDRAW REQUEST to withdraw your activity request. Chapter 5 Requesting an Activity Unrestricted 44

47 Chapter 6 Getting Support You will learn Adding Suggestion AT-Learning Support Viewing Booking Desk Administrator Information Accessing User Manuals As Staff User of the tool you can avail the support-features available with the tool. This chapter provides detailed information on how to use these support & help features. Get Support Support is the baseline for an ongoing venture. As a Staff user, you can seek support to streamline the normal functioning of the tool. You are thus provided with different levels of support, ranging from the User Manuals, to BDA. You are also authorised to contact the dedicated support desk. The AT-Learning provides you with the following Support options; Chapter 6 Getting Support Unrestricted 45

48 Adding Suggestion This feature lets you add suggestions about the AT-Learning Tool. To add a suggestion, follow these steps. 1 On Staff homepage, under Support tab, click Add Suggestion. The AT-Communities window displays. 2 Enter your login id and password. 3. Chapter 6 Getting Support Unrestricted 46

49 AT-Learning Support This feature allows you to freely access our premium Support Platform, AT-Community. 1 On Staff homepage, under Support tab, click Add Suggestion. The AT-Learning new premium support platform, AT-Community window displays. Viewing Booking Desk Administrator Information This page displays the contact information of all booking desk administrators, belonging to your organisation. To view all the Booking Desk Administrators within your organisation, follow these steps. 1 On Staff homepage, under Support tab, click Booking Desk Administrator. The Booking Desk Administrator page displays. Chapter 6 Getting Support Unrestricted 47

50 Accessing User Manuals User manuals are available for most of the features and processes in the AT-Learning Tool. This page displays a list of all the available user manuals. The manuals are divided into two categories To access the manuals, follow these steps. 1 On Staff homepage, under Support tab, click User Manuals. The User Manuals window displays. 2 Definitions of key fields are given below. USER MANUALS These are the role-specific user manuals, explaining the features available to a particular role in detail. MODULE MANUALS These are the module specific manuals, explaining the functionality of an individual module or feature in detail; from the perspective of all roles involved in the process. To access the manuals, follow these steps. 3 on the required User Manual name. 4 Save the manual at required location on your personal hard drive. Open the manual from the location where it is saved to read it. Chapter 6 Getting Support Unrestricted 48

51 Index A about this user guide, II access user manuals, 48 adding suggestion, 46 AT-Learning Support, 47 B book activities, 8 book activity now, 11, 19 book marked activities, 10 booking an activity, 9 booking courses from National Library, 9 booking e-learning activities, 9 booking multiple activities, 9 C cancelling an e-learning activity, 24 checking attendance, 29 customer support, I D documentation conventions, II E edit learning style, 14 external study leave, 40 F features of staff user role, 5 filling CEQ, 27 filling PAQ, 28 filling PAQ/PAR, 28 filling PQR, 29 L logging in process, 6 M manage due activities, 35 manage existing bookings, 17 manage support, 45 managing authorised activities, 30 managing booked activities, 20 managing cancelled activities, 32 managing cancelled schedules, 34 managing completed activities, 25 managing current activities, 18 managing DNAed activities, 33 managing my e-learning activities, 21 managing recommended activities, 36 managing rejected activities, 31 managing targeted activities, 37 my learning style, 12 O overview of the staff user functions, 5 R rating an activity, 23 recording your preferred learning styles, 13 request an activity, 39 S searching a booked activity, 21, 23 searching a BookMarked activity, 12 searching a completed activity, 26 searching a recommended activity, 37 searching a targeted activity, 38 study leave attendance, 42 V view activity details, 16 view BDA information, 47 view brochure, 10, 18 view schedule of an actiivty, 21 viewing brochure, 26, 37, 38 viewing course monthly plan, 15 viewing requested activities, 44 Index Unrestricted 49

52 W who should use this guide, II Index Unrestricted 50