Version: 1.3 Creation Date: 09/19/2012. GUIDE Student/Manager Manual

Transcription

1 Version: 1.3 Creation Date: 09/19/2012 GUIDE Student/Manager Manual

2 Table of Contents OVERVIEW... 2 ACCESSING GUIDE... 3 HOME PAGE... 4 MENU BAR... 5 MY QUICK LINKS... 6 MY REPORTS... 6 NEW RESOURCES AND UPCOMING EVENTS... 6 MY TO DO LIST... 7 ANNOUNCEMENTS... 8 POLL OF THE MONTH... 8 RESOURCE QUICK LINKS... 8 CATALOG SEARCH AND MORE SEARCH OPTIONS... 9 REGISTERING FOR COURSES LAUNCHING A SELF PACED ONLINE COURSE WITH NO COST LAUNCHING A SELF PACED ONLINE COURSE WITH COST REGISTERING FOR A SCHEDULED EVENT REGISTERING FOR A SCHEDULED EVENT REQUIRING APPROVAL FORECASTING AN EVENT YOUR ABOUT ME PAGE ABOUT ME ACCOUNT INFORMATION YOUR LEARNING SHORTCUTS Program Monitor Completed Learning Current Learning REPORTS COMPETENCY & LEARNING MAPS ADDITIONAL OPTIONS APPROVALS COMPETENCY & LEARNING MAPS AN INTRODUCTION TO COMPETENCIES AND LEARNING MAPS COMPETENCY SEARCH LEARNING MAP REVIEW AND RESOURCE REGISTRATION YOUR MY TEAM PAGE [MANAGER TASK] MY TEAM SELECT A USER MANAGE TEAM REPORTS TEAM COMPREHENSIVE LEARNING TEAM PROGRAM REQUIREMENTS STATUS Version 1.3 Internal Document 1

3 Overview GUIDE allows employees and managers to access and launch all types of training offered through Gilbane University. In this manual we will review how to use the Home Page, Catalog Search (with registration), About Me, and My Team pages. After reviewing this manual, users will be able to: Access required and elective learning from their Home Page Look up and register for courses Review their upcoming and historical training information Select learning resources based on competencies and functional skill areas Managers will be able to review their team s information and approve course requests Version 1.3 Internal Document 2

4 Accessing GUIDE GUIDE can be accessed in two different ways: Within the Gilbane network: Outside the Gilbane network: (requires login) Version 1.3 Internal Document 3

5 Home Page The Home Page is your home base when you re working in GUIDE. We ll review each Home Page section, starting with the menu bar on top. Version 1.3 Internal Document 4

6 Menu bar This is your primary menu bar throughout GUIDE. It will appear on every screen, so you can use it to conduct searches or navigate to the next section. Going from the top: 1. Your name should be displayed in the Welcome section. 2. If you have questions about GUIDE, courses or GU, click the GU link or icon. 3. If you have connected to GUIDE from outsde the network, you can use the Logoff link to end your session. 4. Catalog Search: This field and button allow you to run a search of all learning resources. 5. More Search Options: This drop down menu allows you to select more targeted search methods. 6. Home Page tab takes you back to your Home Page from anywhere in the system. 7. Leadership tab provides you with direct links to leadership tools and resources. 8. Events Calendar displays all available events currently listed by date. 9. About Me allows you to access your current and historical learning, as well as competencies and competency learning maps. 10. My Team [Manager Task] shows managers the members of their team, pending approvals, and team reporting options. Will everyone see the My Team tab? No only employees who manage other employees can view this tab. If at a future date you are assigned as a manager, this tab will automatically populate for your reference. This next section provides you with access to the most commonly used features of GUIDE. Version 1.3 Internal Document 5

7 My Quick Links a) My Programs Dashboard: takes you to a dashboard view of your required Programs (formerly called Curricula). The indicators will let you know your progress at a glance. Additionally, you can then view the specific requirements for each program from the dashboard. b) Courses in My Competencies: When you have selected Competencies for your ongoing development, you can view the Learning Resources mapped to each competency from this screen. c) Competency Search: Allows you to view and select competencies based on leadership or job-related skills. d) Current Learning Activities: Displays all current and future learning resources for which you are registered, forecasted or are in progress. e) Completed Courses/Events: Displays all historical learning resources you have completed. f) Approvals Pending [Manager Task]: This dynamic link appears when a manager has pending requests from students. You can now configure the My Quick Links to meet your needs. If you prefer them to be in a different order, or don t want certain items to display, click Edit. This will give you a screen where you can sequence the items or remove them as desired. My Reports The User Learning Summary will generates a transcript of all of your learning based on dates you select. New Resources and Upcoming Events New Resources and Upcoming Events will be a regularly changing list of new courses, books and events that have been added to GUIDE. You can click the title for any resource to learn more and even register! Version 1.3 Internal Document 6

8 My To Do List Your My To Do List shows your registered, in progress and forecasted courses and events. You can view the course by clicking the name or you can take action (Launch or Withdraw) from the Action column. Finally, you can filter the results of this list using the drop down menu to select specific course types. You can configure the My To Do List to meet your needs. If you don t want certain items to display, click Edit. This will give you a screen where you can remove items as desired. You ll notice some new icons throughout GUIDE. Here s a legend of what each of the icons stands for: Learning Event Self-paced online Webinar Program Lending Library Item Version 1.3 Internal Document 7

9 Announcements Populated by both your Learning Leaders and the GU team on an ongoing basis. Check back for new events, features and updates on the system. Poll of the Month This new feature lets you give the Gilbane University team instant feedback. Keep posted for new polls on a regular basis. Resource Quick Links These are a collection of links to some of the most frequently accessed items within GUIDE. Use these to jump directly to the resource or courses you need to access. Version 1.3 Internal Document 8

10 Catalog Search and More Search Options The top menu bar holds the Catalog Search. You can use this at any time to look for resources within GUIDE. Any word you enter in the search box will be compared to all of the titles and descriptions of resources in GUIDE. Your search results will then display. As an example, we ll enter Project Administration and then click Catalog Search. The default result will show all resources in alphabetical order by title that contain the words project administration in their title or description. From here, you have a variety of options. You can save the search using the option to the right. You can change the sort order of items using the Sort By drop down. If you d like to control the search more, you can use the More Search Options drop down in the top right and select Advanced Search. Version 1.3 Internal Document 9

11 Click the More Search Options drop down and select Advanced Search. This allows you to create a very targeted search. For example, if you only want self-paced courses about Project Administration, you would enter Project Administration in the Description includes field, then check the Self Paced box in the bottom box. Then, click Search. Version 1.3 Internal Document 10

12 You ll note that this search returned only 13 results. Version 1.3 Internal Document 11

13 Registering for Courses Once you ve located a course, event or resource of interest, you can then choose to register, launch or forecast the resource depending on resource type and availability. These options are available any time you locate a resource, regardless of how you located the resource. Launching a Self Paced Online course with no Cost Most of the Self Paced Online courses are available at no cost. As a result, you can choose to launch and register for them at any time. In this case, we ve selected Effective Written Construction Communication. 1. Once your self paced online course is found and selected, click Launch. Version 1.3 Internal Document 12

14 You can begin working in the course. However, if you prefer to work on the course at a later date, simply click the blue X within the course window to return to GUIDE. From here, you can use the top navigation menu to continue your work, or simply close the window if you re done working in GUIDE. Version 1.3 Internal Document 13

15 Launching a Self Paced Online course with Cost Some courses require manager approval due to their cost. As a result, the registration process is slightly different. In this case, we ve selected Heat Stress. Click Launch to start the approval request process. Your manager will be listed on this screen. Click Submit and Launch. Version 1.3 Internal Document 14

16 You ll note that your request has been processed from the yellow notification bar at the top. Once your manager approves the course, you will be notified by and you will be able to return to GUIDE and launch the course from your My To Do List. Registering for a Scheduled Event Scheduled events in GUIDE can be either in-person or virtual (over the web). For many of these courses, no manager approval is required, so you can register yourself for the session. After reviewing the description, you can click the + sign to view the Available Events for this course. Version 1.3 Internal Document 15

17 Click the Register link to sign up for this event. You ll see that you have been registered for the course based on the yellow banner. You will receive a registration confirmation meeting notice for your calendar via and the event will also appear in My To Do List on the home page. Version 1.3 Internal Document 16

18 Registering for a Scheduled Event Requiring Approval Scheduled events in GUIDE can be either in-person or virtual (over the web). Some events require manager. As a result, the registration process is slightly different. In this case, we ve selected Introduction to Environmental Operations. After reviewing the description, you can click the + sign to view the Calendar for this course. Click Register. Version 1.3 Internal Document 17

19 Your manager will be listed on this screen. Click Submit. You ll note that your request has been processed from the yellow notification bar at the top. Once your manager approves your attendance, you will receive a registration confirmation meeting notice for your calendar via . Additionally, the event will appear in My To Do List on the home page. Forecasting an Event When planning your learning, you may find that a specific course is not currently scheduled in GUIDE. You can indicate an interest in the course through Forecasting. This allows your Learning Leader to identify needs in your region and schedule events. Version 1.3 Internal Document 18

20 In this case, we ve selected Finish Strong. You ll note that there are no Calendar or Scheduled Events option on this screen. Click Forecast. Click OK. Version 1.3 Internal Document 19

21 Fill in any additional information on this screen. Then, click Submit. You ll note that your Forecast has been processed from the yellow notification bar at the top. Once your Learning Leaders sets up an event, they ll be able to contact you with the scheduled date(s). In the interim, the Forecast record will display in your Current Learning screen. Version 1.3 Internal Document 20

22 Your About Me Page About Me The About Me tab contains information specific to you and your learning, including: Account Information for GUIDE login outside the network Your Learning shortcuts o Program Monitor Gilbane requirements o Completed Learning o Current Learning Reports User Learning Summary (transcript) Competency & Learning Maps Additional Options [Manager Task] Pending Approvals Version 1.3 Internal Document 21

23 Account Information The Account Information area shows your information from the Human Resources system. This information is automatically populated for you. If there should be a change, it will be reflected within 48 hours of the change in the HR system. If you plan to access GUIDE from outside the Gilbane network, you are welcome to change either your User Name or Password by typing new text into the appropriate fields and clicking Update. Note this will not affect your login from inside the Gilbane network in any way. Version 1.3 Internal Document 22

24 Your Learning Shortcuts From the Your Learning area, you can access a variety of additional information about your learning record. Program Monitor This will take you to a listing of all past and current programs (requirements) that you have been enrolled in. This new, dashboard view lets you see at a glance what is Completed, In Progress, or even Overdue. Completed Learning This is a full listing of all courses, events and outside events you have completed, listed by type. You can also use this screen to re-launch selected online courses for review purposes. Current Learning This is a full listing of all forecasted, registered, and in progress courses and events in your record. You can take action (like registering for forecasted courses or launching in progress online courses) directly from this screen. Reports The new Reports section will contain your User Learning Summary report. This report can be run for any specific date period you d like whether for your entire learning record at Gilbane, or just a specific year or time period of your choice. When you click the User Learning Summary link, you ll be prompted for start/end dates, then the report can then be run and saved or opened. Version 1.3 Internal Document 23

25 Competency & Learning Maps Once you ve selected specific competencies to address, this section will let you jump straight to an additional Competency search or view the learning map for already selected competencies. Additional Options If you d like to adjust all the Personalization Options for your Home Page or Search, you can do so from this link. Approvals [Manager Task] If you are a manager of other students and have pending approvals, this section will appear to take you directly to those pending approvals for action. Version 1.3 Internal Document 24

26 Competency & Learning Maps An introduction to Competencies and Learning Maps In conjunction with your traditional Gilbane requirements, you need to consider and incorporate any identified competencies and functional skill areas you want to address throughout your career here at Gilbane. We ve added Competencies and Learning Maps to GUIDE to facilitate your self-development. What are these? Gilbane University has mapped specific learning resources directly to the leadership competencies and the functional skill areas listed in many of our current performance appraisals. What should I do? Based on your performance appraisal, career conversation, or discussion with a manager or mentor, you should identify some key functional skill areas or leadership competencies which you can address through learning or on the job assignments. You can now search for these functional skill areas or leadership competencies in GUIDE, then view the resources that have been mapped and register for those that address your needs or improve your existing skills. Competency Search To begin, you ll first need to search for a competency you have decided to work on with your manager. For this example, we ll look for the leadership competency Business Acumen. First, click Competency Search under My Quick Links. Version 1.3 Internal Document 25

27 On the Competency Search screen, enter part or all of the competency or functional skill name in the Competency Name field and click Search. On the next screen, click Select. Version 1.3 Internal Document 26

28 Click Add to select the competency. A dialog box will appear. Click OK to add the compentency to your Competency List. You can repeat these steps to add any additional leadership competencies or functional skill areas as needed. Version 1.3 Internal Document 27

29 Learning Map Review and Resource Registration Now that you ve selected a competency, the associated Learning Map can be found from either your Home Page or About Me. In this case, click About Me to jump to that screen. Now, click My Competency Learning Map, to view all the resources listed for Business Acumen. This will give you a list of courses to select from. Click any title and register for the online course as usual. You can return to this screen to register for additional courses as needed at any time. Version 1.3 Internal Document 28

30 Your My Team Page [Manager Task] My Team If you are in a manager role, you will have an additional tab in your GUIDE screen My Team. This tab allows you to view both individual records and team progress reports. Select a User All employees that you manage will appear in this space. If you manage more than 25 employees, you will also be able to search for additional names using the New Search button. In this case, we ll click Employee Name. Version 1.3 Internal Document 29

31 This screen mimics your personal About Me page, but shows your employee s information instead. You can accomplish the same navigation and access. The main difference is that your employee s name will appear in the top right of each screen and each link will direct you to items pertaining to that employee. Manage Team Reports GUIDE allows you as a manager to monitor and measure specific items regarding your entire team through several Team Reports. While there are several reports listed currently, many are still works in progress. We ll be focusing on specific reports within this manual. Version 1.3 Internal Document 30

32 Team Comprehensive Learning This report will provide you with your employee s learning both completed and upcoming based on dates that you provide the system. (Note: these reports are generated through MicroStrategy s reporting system. If you are familiar with MicroStrategy reporting, you will find that some screens seem familiar). Click Team Comprehensive Learning. A report criteria selection board appears. The only things you need to change are items 5 & 6 in the list Select start date and Select end date, which are both required fields. Click Select start date. Version 1.3 Internal Document 31

33 The report defaults to the last calendar year. If you d like to change the dates, simply click and type in the date fields as desired. As an example, you may wish to only pull data from a specific year or quarter. We ve selected from1/1/2012 to 8/13/2012 for this report. Once your dates are entered, click the Run Report button in the bottom left. Your report results are now displayed, in alphabetical order by employee. It displays each type of course, event or program the student has in their learning record. Version 1.3 Internal Document 32

34 Team Program Requirements Status This report will provide you with a view into your employee s requirements. (Note: these reports are generated through the MicroStrategy reporting system. If you are familiar with MicroStrategy reporting, you will find that some screens seem familiar). Click Team Program Requirements Status. A report criteria selection board appears. Simply click Run Report at the bottom left. Version 1.3 Internal Document 33

35 Your report results are now displayed, in alphabetical order by employee. It displays each set of requirements and the employee s current status (or lack thereof) for each item. Version 1.3 Internal Document 34