WELCOME TO CORNERSTONE ONDEMAND LMS FUNCTIONALITY TRAINING

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1 Slide 1 WELCOME TO CORNERSTONE ONDEMAND LMS FUNCTIONALITY TRAINING Curriculum Management / Mandatory Training

2 Slide 2 Objectives: At the end of this session, you should be able to: Create a curriculum Know the difference between a curriculum and a library Create a proxy enrollment job for mandatory training

3 Slide 3 Introduction What is a curriculum? What is the difference between a curriculum and a library? How do I assign training to users (make it mandatory)? What is a curriculum? It is Cornerstone s equivalent to what the Oracle / Learn system calls a learning plan. Cornerstone defines a curriculum as a defined group of learning objects which act and function as a single learning object in the system. A curriculum can include classroom events, online courses, tests, materials, and even administrator defined action steps or free form items. Once created, curriculum acts as a single learning object for users to search for and request, for managers to assign and approve, and for administrators to track and report. We will also take a look at the difference between a curriculum and a library. Down the road you can explore utilizing libraries for training, but for now the best practice would be to only use the curriculum feature. Additionally, we will take a look at how to assign training to users via the Proxy Enrollment feature.

4 Slide 4 Creating a Curriculum To create a curriculum: Go to Admin > Catalog This Admin tab is in the navigation bar at the top of your welcome page.

5 Slide 5 Creating a Curriculum On the next screen, select Curricula. You ll notice there is also a link for libraries at the bottom of this page. We ll come back to that in a few minutes.

6 Slide 6 Creating a Curriculum On the next page, click on Create a New Curriculum.

7 Slide 7 Creating a Curriculum When you start to create a curriculum, you ll notice that there are several tabs on the left hand side (not shown in this picture). The first one is called General, where you set up all the basics. Title - Enter a title for the curriculum. This is a required field and the character limit for this field is 500 characters. Keyword - Enter keywords associated with the curriculum. These keywords are used to search for curriculum. The character limit for this field is 50 characters. Description - Enter a description which displays under the Training Details. This field accepts HTML, and has a character limit of 3,500. Vendor - Select a vendor from the list. Owner - Select an owner from list. An administrator with permission to manage curricula can view and edit all curricula in the system. A curriculum owner can only view and edit curricula for which they are an owner. A curriculum must have at least one owner. Subject - Add a Subject where the curriculum is categorized and displayed under in Browse for Training. This field is required. If the selected subject is a child subject, then the entire hierarchy is displayed. Curriculum Player - Select this option to activate the curriculum player for this curriculum if available. At this time, we recommend that you do not activate the curriculum player so that when the user expands the curriculum, it looks somewhat similar to what they are used to seeing when expanding learning plans. Required Training Approvals - Enter the number of Manager or Approver approvals that are required for users who request this curriculum. For example, if this is set to 3, three managers or approvers must approve before the user can take the curriculum. If this is

8 left blank, the system looks at the user record for the required number of training approvals. This field may not appear, depending on the system configuration. Required Completion Approvals - Enter the number of Manager or Approver approvals that are required for users before the user's curriculum is marked complete on the Transcript. For example, if this is set to three, three managers or approvers must approve before the curriculum is marked complete. If this is left blank, the curriculum does not require completion approval. The normal approval chain for the organization applies. This field may not appear, depending on the system configuration. Prerequisites Add any prerequisites for the curriculum that you deem necessary.

9 Slide 8 Creating a Curriculum For example purposes, we ve gone ahead and selected an existing test curriculum to look at. From the Select Criteria drop-down list, select the users to which the curriculum is available. You can select an OU or group or create a new group. Once a selection is made, click Add to add the selection to the availability list. For each selection, you can select the following options: Include Subordinates - Select this option to make the curriculum available to the subordinates of the selected users. Pre-Approved - Select this option to bypass the approval process for this curriculum. Upon request of the curriculum, users are automatically approved. Register Upon Approval - Select this option to bypass the register step for the end user. Upon approval, users are automatically registered for the curriculum. Once all selections are made, click Next to continue to the s step.

10 Slide 9 Creating a Curriculum You have the following options for s: System Defaults - This selection uses the default s based on settings and availability from the Administration page. Custom s - This selection allows you to customize the s. You can change the text and settings and add and remove s. The list of customizable s is listed below in the Administration section. No s - No s are sent. The available triggers are: Request Training, Approve Training Request, Deny Training Request, Register, Assign Training, Training is Due, Training is Completed, Training Completion Request, Training Completion Request Approved, Training Completion Request Denied, LO Post work Reminder, and Training Approval Reminder.

11 Slide 10 Creating a Curriculum In the curriculum table, you can choose to add a new section (folder icon with plus sign) or a new learning object (piece of paper with plus sign). When adding a section, you will be prompted to give the section a title and a description. When adding a learning object, you can choose to add an Online Class, Event, some other Curriculum, Test, External Training, Material, Posting, or Video. Next to each section and learning object, there is a sequence value. This sequence value determines the order in which a user must complete the curriculum. If all items have a number 1 beside them, then the items can be taken in any order. If they have a sequence, as the sections do in this image shown, then both items in the ILT section must be completed before the items in the WBT section can be accessed. Note that it does not matter the order the items in the ILT section are completed, as they both have a 1 beside them. When finished with this, you can click on the Save button at the bottom of the curriculum chart.

12 Slide 11 What is a Library? As promised earlier, we will briefly discuss what a library is in Cornerstone and how it differs from a curriculum. A library is similar to a curriculum, but can only have online courses within it. It is also meant to be more of a resource that bundles certain topics together, like all courses pertaining to Microsoft Excel. To access the library feature, navigate to the Catalog Management area, like with curricula, only this time click on Libraries. The creation of a library is very similar to creating a curriculum, but as mentioned before, we recommend that everyone stay with using curricula at least to start.

13 Slide 12 Proxy Enrollment What is proxy enrollment? Now we will move into assigning training to users. Cornerstone utilizes a feature called proxy enrollment to do so. So what exactly is Proxy Enrollment? It is used to directly enroll individuals or groups of users into learning objects, allowing administrators to bypass the availability, approvals, and prerequisites that have been set in the system for the learning object. When creating a Proxy Enrollment, you can set a due date, define whether users are to be assigned, approved, or registered directly into their training, and configure custom s for unique notifications specific to the proxy enrolled course. To access the proxy enrollment area, click on the Admin drop-down and select Proxy Enrollment.

14 Slide 13 Proxy Enrollment On the next screen, you will have the ability to create a new proxy enrollment or search for an existing one. For this example, we will go ahead and create a new proxy enrollment.

15 Slide 14 Proxy Enrollment Selecting Item For this example, we will go ahead and create a new proxy enrollment. You can set a proxy enrollment for an online class, a quick course, an event, a curriculum, a library, a test, a posting, a material, or a video. In this example I ll be looking for an online course that contains the words new hire. Then I ll click the Search button.

16 Slide 15 Proxy Enrollment Selecting Item The results of the search are shown here. The only online course that appears is Welcome to the NWS [VD] ver2. Even though this title does not have the phrase new hire within it, it has new hire as a keyword. We ll select it by clicking on the plus sign to the left of the title.

17 Slide 16 Proxy Enrollment Selecting Item The results of the search are shown here in the top image. The only online course that appears is Welcome to the NWS [VD] ver2. Even though this title does not have the phrase new hire within it, it has new hire as a keyword. We ll select it by clicking on the plus sign to the left of the title, then we ll see the bottom image. You ll click Next to continue.

18 Slide 17 Proxy Enrollment Enrollment Options The Enrollment Options section is where you ll get to choose all of the specifics pertaining to timing. You can select to have a standard enrollment where the users are assigned the object once or a dynamic enrollment where the users are assigned the object once they meet the availability criteria. For DOC-wide training items, the dynamic enrollment feature will be handy because any new users will automatically see mandatory training assigned to them the first time they log in. You can also select when the training will appear on the user s transcript (the Assignment date), when the user can start taking the training (the Available Date), and when the training will be due.

19 Slide 18 Proxy Enrollment Enrollment Options Continuing in the Enrollment Options, we can schedule the time of day the proxy enrollment will take place (if a custom date has been set for the Assignment Date) and we can also select the status upon enrollment availability. For all DOC wide required learning objects, it would be a best practice to select the Assign, Approve, and Register option so that users can go straight to their transcripts and start the training. Click Next to go to the Availability section.

20 Slide 19 Proxy Enrollment Availability For the availability section, you can enroll users in one of two ways: by selecting the criteria or by uploading a csv file. We ll take a look at both of these.

21 Slide 20 Proxy Enrollment Availability From the Availability drop-down list, select the appropriate org unit type and then select the appropriate org unit or user(s). Be sure to click the Include Subordinates option to include children org units or direct reports of the users if specific users have been selected. When uploading a list of users, please note that the file format must be csv and that there can be no more than 2000 users included. Note that a user cannot be assigned a course that already exists on their transcript. If a user is included in a proxy enrollment and already has the course on their transcript, they are not assigned the course a second time. However, in certain cases, a proxy enrollment will update the status of an existing learning object in a user's transcript. For example, depending on the proxy enrollment settings, a user's status may change from Pending Approval to Approved, if either the option to Assign and Approve or Assign, Approve, and Register are selected in the Enrollment Options view.

22 Slide 21 Proxy Enrollment s The next step is to configure any s or notifications for the proxy enrollment. You can choose to use the system default templates, to create or modify custom templates, or to not use any s at all. It is very important to remember that all of the s that are included in the proxy enrollment enter the queue as soon as the proxy enrollment is submitted. They cannot be stopped or modified in any manner once the submission is complete, so you ll need to verify that all s are configured as desired prior to submission. If a user in the proxy enrollment already has the training on their transcript, no is sent from the system. For dynamic assignments, s are queued based on new users joining the defined user group for the training rule currently active in the system.

23 Slide 22 Proxy Enrollment Confirmation The last step is to review all of the settings you ve made for the proxy enrollment. You can see the type of proxy enrollment (standard or dynamic), assignment date, assignment time, available date, due date, status, and the learning object that was selected. A list of all the users who will be assigned to the training will also be displayed. If everything looks good, scroll to the bottom of the list and click on Submit.

24 Slide 23 Resources Help feature in Cornerstone The help feature in the top right of the welcome page in Cornerstone contains a number of very thorough job aids. Keep in mind that some of the job aids will include functionality that will not be available to the Dept of Commerce.

25 Slide 24 Next Steps Where do I locate recording replays and handouts? For further information on the new CLC go to

26 Slide 25 THANK YOU FOR YOUR TIME! New Commerce Learning Center Coming June 1, 2015!

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