A How To for the Supervisor on managing an SF 182 submitted on behalf of an Employee. This includes creation, approval, and marking it as Complete.

Transcription

1 A How To for the Supervisor on managing an SF 182 submitted on behalf of an Employee. This includes creation, approval, and marking it as Complete. NOTE: if you simply need to Print or Save to your desktop an SF 182 that has already been created and Approved, please do the following after you login; otherwise, continue to Slide 2: Make sure your role = Supervisor Click on the Administration tab Select Approval Manager Select Learning Requests Once you click on Learning Requests: It will default to the Pending My Approval tab. You will need to change it to the Approved tab to see your employees approved requests. Select the radio button next to the request you would like to Print/Save. Click Print at the bottom of the screen. The Request will appear and you can either select Print or Save. You can also search for the specific request in the Search fields. You can change the results per page you see, but note that the more results per page to show, the longer the loading time. 1

2 Enter your Username and Password here. If you need a new Password, either click on Forgot your Password? or call the DOI LEARN Help Desk at

3 Once logged in: Make sure your Role says: Supervisor at the top right of your screen. You should be in your My Home tab. Scroll down to the area under Wondering Where to Start? Click the Submit External Training Request SF 182 Training Form icon on the bottom row. NOTE: It is recommended that you complete the SF 182 in DOI LEARN AFTER you have attended training that is not in DOI LEARN. Best Practice: ***If you must use the SF 182 to pay for training, please go to and fill out the form to fax to the vendor for payment and after the training, complete the SF 182 in DOI LEARN for a document of record.*** 3

4 Select the second option: I am submitting this request on behalf of other learners. (note that you can also go here to submit it for yourself by selecting the first option) Click Begin (this will start the Wizard that will walk you through the process step by step) 4

5 For submitting a request on behalf of other learners: Click the radio button next to the employees name you wish to submit a request for or search for their name. Click Next REMINDER: if you do not see the Employee s name that you are looking for, it may be that they need to assign you as their Supervisor in their own DOI LEARN Profile. 5

6 Click the radio button next to the SF 182 Updated External Training Request Click Next 6

7 Fill out the form. Every field with a Red Asterisk is required. For definitions of each field, see the OPM web site: Or talk to your Administrative Officers. Course Code Note: The course code must be unique. Make it something original. For instance, for a Chemistry class, put something like CHEM101_081010_ jsmith for the name of the class, date of class and initials of employee. Hours Note: Hours must be in whole numbers. Training Credit Type Code Note: Choose semester if you are unsure. 7

8 This is just a continuation of the form. Vendor Name Note: If the vendor name already exists, the system will ask you to import the existing information. If you do not wish to do this, you must ensure the vendor name you enter is unique. Direct Cost Note: Do not use dollar signs or decimal points, round to the nearest dollar. For the 8 Digit_Code, see your Administrative Officer. Click Next 8

9 If you have missed a mandatory field you will get a red bar at the top of the form. You will need to complete all errors before continuing. Verify all information is correct. NOTE: Once Saved, you cannot change it. If your information is correct click Save If the information is incorrect click Previous to change incorrect information You will receive an letting you know this needs to be approved or denied. NOTE: Supervisor You will need to go in and approve the training you just submitted the SF 182 for. Please continue. 9

10 Now you must Approve the SF 182 Request you just created. If you had to logout and come back in, please again make sure your Role = Supervisor at the top right of your screen. Go to your My Employees tab Click on the Approve Training Requests icon on the top row. 10

11 Once you click on Learning Requests: It will default to the Pending My Approval tab. You will need to change it to your All Requests (or Open) to see the requests. Select the radio button next to the request you would like to approve or deny. Click Edit You can also search for the specific request in the Search fields. You can change the results per page you see, but note that the more results per page to show, the longer the loading time. **NOTE: you can also select any Request in this All Requests area to Print/Save. 11

12 Once you select the request to edit, the Manage Learning Request: Details screen will appear: Regardless of your decision, it is recommended that you fill in the Add Review Comments area as these will appear in the Approved/ or Denied that the employee receives from the system. Example: Approved by MLH 11/23/12 or Denied due to lack of funding MLH 11/23/12. After filling in the review comments section, scroll down for more information and fields to fill in. You can Print this Request for your records too. 12

13 Even if there is NO cost, choose the Drop down next to Method of Payment and choose No Payment Required If there is a cost, choose a payment method for the preferred Credit Card to be used, call the phone number located under the My Employees tab on the main screen to pay over the phone. Type NONE in the Special Billing Notes or anything you need to tell the financial folks. This is a required field. Click Update in lower right corner. 13

14 The Screen refreshes with Update Successful on a green banner. Click Approve or Deny at the top right of the screen. IF THE SCREEN ERRORS IN RED, READ THE ERROR, MAKE THE PROPER CHANGES and this time click Update before Approve 14

15 A green banner will appear at the top saying it was Approved. If the bar is red, your submission did not go through. You must read the notice and fix the errors to continue. You can right click on the screen and select Print to print this confirmation page for your records if you wish or try the Print feature on the screen below the Close Record button. After you are finished with the request, you must click on Close Record. NOTE: After it has been Approved and you close out of it, you can then Print or Save it to your desktop by doing the following: Stay in the Approval Manager Learning Requests area. Click on the Approved tab to see your employees approved requests. Select the radio button next to the request you would like to Print/Save. Click Print at the bottom of the screen. The Request will appear and you can either select Print or Save. You can also search for the specific request in the Search fields. You can change the results per page you see, but note that the more results per page to show, the longer the loading time. 15

16 Click the My Employees tab to see the payment information. Note: The class name or course code shows the abbreviation of the bureau sponsoring training so you know which selection to make after you call that number to provide payment. We also have these slides and many more Helpful slides at this URL: Your final step is to mark this as Complete in the DOI LEARN Gradebook once the Employee has returned from training. Please continue. 16

17 Lastly, as the Supervisor, you must Complete this SF 182 external request. If you had to logout and come back in, please again make sure your Role = Supervisor at the top right of your screen. Go to your My Employees tab Select Mark Training Complete in the Gradebook 17

18 Click on the By Learner Name tab. Select the radio button next to the Employee you would like to mark complete. Click Edit 18

19 Once the Courses appear, make a selection. After you have selected the Course you would like to mark complete, Click on Mark as Complete. 19

20 Type in the Date of Completion. Note: There is a calendar button to use as well. Type in the Time of Completion, and select AM or PM from the drop down. Click on Save. 20

21 Make sure the bar is green and tells you the update was successful. If not, you must read the error message and repeat the steps. Click Close Record as you are now finished. REMINDER: if you need to go back and Print or Save to your desktop an SF 182 that has already been created and Approved, please do the following: Switch back to the Approval Manager tab Select Learning Requests It will default to the Pending My Approval tab. You will need to change it to the Approved tab to see your employees approved requests. Select the radio button next to the request you would like to Print/Save. Click Print at the bottom of the screen. The Request will appear and you can either select Print or Save. You can also search for the specific request in the Search fields. You can change the results per page you see, but note that the more results per page to show, the longer the loading time. 21