Individual Learning Plan. Community Services Management System. Activity Input Guide and Enquiry Screens. for. Community Employment Supervisors

Transcription

1 Community Employment Individual Learner Plan Individual Learning Plan on Community Services Management System Activity Input Guide and Enquiry Screens for Community Employment Supervisors

2 Contents CONTENTS... 1 INDIVIDUAL LEARNER PLAN (ILP) ON COMMUNITY SERVICES MANAGEMENT SYSTEM (CSM)... 2 ACTIVITY INPUT GUIDE AND ENQUIRY GUIDE FOR COMMUNITY EMPLOYMENT (CE) SUPERVISORS... 2 Introduction... 2 System Overview... 2 GETTING STARTED... 2 Creating a shortcut to ILP Live System... 2 Screen size... 3 LOGGING OUT OF THE ILP/SECURITY... 3 THE CSM INTERFACE FOR ILP... 5 USING THE SYSTEM... 6 Navigating through the System Back Button... 6 Moving around the screen... 6 Entering Data... 6 Dropdown Lists... 6 Radio Buttons... 7 Error Messages... 7 Mandatory Fields... 7 Entering Monetary Values... 7 Entering Time (hours)... 8 Date Picker/Calendar... 8 Sort by Columns... 8 Links to Other Websites... 8 VIEWING THE PROJECT DETAILS AND PROJECT PARTICIPANTS... 9 VIEWING PARTICIPANTS DETAILS VIEWING DETAILS OF AN ACTIVITY FOR A PARTICIPANT INPUTTING ACTIVITIES ADDING AN INDIVIDUAL ACTIVITY STANDARD DISPLAY OF INPUT SCREENS ADDING A BRIEFING ACTIVITY ADDING A TRAINING ACTIVITY FÁS OFFICER TRAINING ACTIVITY REVIEW COMPLETING A TRAINING RECORD AFTER FÁS OFFICER APPROVAL ADDING A WORK EXPERIENCE ACTIVITY INPUTTING AN ILP ACTIVITY FOR MULTIPLE PARTICIPANTS SIMULTANEOUSLY (BLOCK ENTRY)

3 Individual Learner Plan (ILP) on Community Services Management System (CSM) Activity Input Guide and Enquiry Guide for Community Employment (CE) Supervisors Introduction This guide is intended to inform the Supervisor of the correct way to fill out the activity input screens on the Individual Learner Plan (CSM) system. The guide will also inform you on what to enter in the appropriate fields. Details of how to enquire on activities are also provided. System Overview The system is a web-based application which means that you do not need to have any additional software installed on your computer to use it. The application will run within the preinstalled Microsoft Internet Explorer browser. However please note that the CSM has been developed to work specifically with Microsoft s browser. No other browser will support the ILP. Microsoft Internet Explorer Do NOT use the following browsers to access the CSM ILP System Mozilla Firefox Google Chrome Opera Apple Safari Getting Started Creating a shortcut to ILP Live System To create a shortcut on your desktop take the following steps: - 1. Right click in an unpopulated area of your desktop. 2. Select New then Shortcut 3. Type the following in the location for the shortcut 4. Click Next 5. Enter CSMILP Live when prompted to enter a name for the shortcut 6. Click Finish The shortcut will be placed on your desktop. like this. The shortcut icon should look 2

4 To access the ILP IT System, double click on the desktop ILP System shortcut you created and at the login dialog box, enter the Username and Password supplied by FÁS. Please ensure that these are typed exactly, as they are case-sensitive. Once you are logged in, the ILP homepage will automatically display. Screen size If you want to change the screen resolution to the minimum recommended resolution (1024 x 768) you can do this by right clicking on an unpopulated area of the Windows desktop. Next select properties. A display properties screen will be displayed. Select the Settings Tab. The bottom right section shows the current screen area. You will see a slider control. Resize Desktop Moving the slider to the right will show more information on the screen but everything will be smaller. Moving to the left will do the opposite. When you have finished with the settings click OK. You may get a message saying Windows will now resize your desktop. Click OK and wait for the screen to change. Logging out of the ILP/Security To log out of the ILP IT System completely, close the Internet browser window by using the X button at the top right of the screen/browser window. You are responsible for the security of the system and must not allow unauthorised access to the personal information held therein. Please remember to log out properly at the end of using the ILP system by using the X button at the top right of the screen to close the browser window. If you have user accounts on your PC it is best practice to lock your computer if you have to leave your computer desk for a short period of time. This is done by using the Control- Alt-Delete keyboard command. This command summons the Windows Security of the Microsoft Windows operating system. It is invoked by pressing the Delete key while holding the Control and Alt keys: Ctrl + Alt + Delete.. Selecting Lock Computer will deny access to other people. 3

5 It is also important to ensure that you put in place measures to ensure that passwords are protected and only the user to whom the username and password have been assigned are using them. Responsibility for this lies with you, the Supervisor. 4

6 The CSM Interface for ILP When you open the CSM you will default to what is known as the ILP Worklist Display as per the screen below: The contents of this screen will be specific to you and contain only those Workflow Tasks that require your attention in order to move the task through its respective process. The CSM has a menu system through which you can query the system s database for a participant s history or carry out process functions such as entering training activities. The menu system has two levels. The top or first level navigation menu includes the ILP Worklist tab. By clicking on this tab from any point within the system you will be returned to your Workflow display and your list of workflow items will be refreshed. The second level navigation menus allow you access to enquire on your ILP projects /participants and to enter ILP activities. These are: ILP Projects Train and Develop Enquire on projects and participants Enter Individual or Group Activities These will be explained in greater detail later in guide 5

7 Using the System Navigating through the System Back Button The browser back/forward button has no function within the CSM system. All navigational functionality is provided by the CSM. Many screens have a Previous Screen. button which allows you to go back a screen. Moving around the screen You can move from field to field on the screen by clicking on the field you want with the mouse pointer or you can use the TAB key to move from item to item in a predetermined order. The order for keying in information in the CSM is from left to right. Entering Data Data can be entered into a field by first clicking into the relevant field and then entering data using the keyboard or in many cases selecting from a dropdown list. Dropdown Lists Many items on screen are represented by dropdown lists. The behaviour of the list varies depending on the version of Windows you are using. If you are using Windows XP the list will expand as soon as you click on it. Clicking a second time will cause the list to collapse to a single highlighted item. To select an item from the standard dropdown list you can click on the list. When the list expands you can scroll to the item you want then click. The list will collapse and the selected item will be shown in the box. You can also select from the list by first highlighting any item then typing the first letter of the item you want repeatedly until the item appears. 6

8 Radio Buttons Using the Associate the Participant with a new training activity as an example 1. Selecting the radio button beside the relevant participant. The selected participant will be highlighted in blue. 2. Click on the Input Training Course button Error Messages Errors that are handled during processing usually appear on top of the page. The error that is shown is usually related to what you are trying to do and is quite descriptive. For example, if you were trying to enter an activity and forget to insert a field such as DATE the following will be displayed: Mandatory Fields Mandatory fields are indicated with a red asterix on the left hand side of the field. You cannot save the contents of a screen unless values have been entered for all of the mandatory fields. Entering Monetary Values Monetary Amounts must be entered in the decimal format, e.g However there is no requirement to include the symbol or a comma to identify thousands. If there is no cost associated with a Training or Work Experience Activity a value of 0.00 must be entered. 7

9 Entering Time (hours) Hours must be entered in the time format, e.g. 2:30 for 2 hours and 30 minutes. Please note that a colon must be used as the separator. Date Picker/Calendar You can enter dates only in the format of dd/mm/yyyy or use the date picker And then choosing your date Sort by Columns You can sort columns in ascending or descending order by clicking on the top of the column that have the symbol or Links to Other Websites To be inserted when finalised - 8

10 Viewing the Project Details and Project Participants To view the main details of the project, click on the ILP Projects tab. This will display the main details of your project(s) including the start date, finish date, participant numbers, annual training budget etc. This page is very useful for keeping track of the training spend (proposed versus actual), as well as monitoring how much of the available budget has been allocated to participants out of the overall training budget for your project(s) To view project participants click on Participants in the far right column. The list provides details on the participants associated with the project including the total Proposed and Actual Training Spend that the participant has generated since the ILP Start Date as shown on this screen. The rightmost column displays a link to each individual s list of ILP activities undertaken. 9

11 Viewing Participants Details To view the participant activity listing page click on the ILP Activity. The screen will list details of the participants ILP history including the Proposed and Actual Training Spend of each activity. The participants Current Job Title and Career Plan/Goal are also displayed in the ILP Participant Summary The Supervisor will be responsible for updating the Current Job Title and Career Plan/Goal record to ensure that any training activity undertaken is recorded with their current job title. This updating must be undertaken immediately when a new participant joins a project and if their role changes within the project. These fields are inserted/updated via the Briefing Activity input screen. (See below) Viewing details of an Activity for a Participant To view details of an ILP Activity click on the hyperlink in the Start Date column of the activity. The screen will show the detail of the particular activity. In the case of the Briefing Activity you can Edit the Activity Details by selecting the Edit Activity Details. button. From this screen you can add/update the Current Job Title and Career Plan/Goal of the participant. 10

12 Inputting Activities The general sequence of ILP activity from when a Participant starts on CE would include: Briefings on Induction, Return to Education, Core Skills, etc and followed by planning sessions. Project-related training, specific skills and work experience would be discussed during these planning sessions as the participants ILP progresses. The exact sequence of ILP activity depends entirely on the needs of the Individual Participant Activities are entered by selecting the Train and Develop tab and can be entered for an individual or for a group. (Block Entry) Adding an Individual Activity To add a new activity record for a participant, click on the Create Individual Request label on the second level menu bar. The following screen will be shown. A listing of current participants is displayed and you can select the participant by clicking on the radio button. Your selection will be highlighted in blue. Following this pick the appropriate activity by clicking on the appropriate button i.e.: Input Training Course Input Briefing Input Work Experience. Please note that you can enquire on the participant s previous ILP history and the detail of the activities by selecting the hyperlink in the rightmost column. Navigation back to the above screen is provided by using the Previous Screen button. 11

13 Standard Display of Input Screens After selecting the appropriate input activity a standard display of the Project and the ILP Participant Summary will be displayed as shown below. Adding a Briefing Activity After selecting the participant and the Input Briefing following input screen will be displayed. button as detailed above the Enter the details of the briefing activity ensuring that you add some relevant comments in the Supervisor Comments box (entering left to right). If the Career Plan/Goal or the Job Title have already been inputted they will be displayed. You have the option of updating these fields at this stage. If they are empty you must make an entry before saving. After you have entered all the details of the Briefing Activity select Save Briefing Activity Details. A screen confirming that the details have been saved will be shown. Briefing activities do not require any approval from FÁS and are listed automatically as completed. Briefing activities can also be edited as detailed on page 9. 12

14 Adding a Training Activity After selecting the participant and the Input Training Course button as detailed above the following input screen will be displayed. Enter the details of the training activity (entering left to right). After you have entered all the details of the Training Activity select Submit to FÁS for Approval. The training request will be sent automatically for review to the FÁS Officer with responsibility for the project. FÁS Officer Training Activity Review Training activities that are submitted require approval from the FÁS Officer and are given a status as Pending until the FÁS Officer has reviewed them. If the FÁS Officer Declines or Cancels an activity on behalf of supervisor this means that no further action can be taken with this ILP activity. The FÁS Officer will supply a reason for declining or cancelling the training which will be sent to you via your Worklist. Items marked as Resubmit will have the FÁS Officer s comments detailing what is necessary to facilitate the progression of this ILP activity. The supervisor must update the ILP activity record when the necessary conditions have been met and resubmit the activity for FÁS Officer approval. Completing a Training Record after FÁS Officer Approval Once a piece of training has been approved by the FÁS Officer, it will be listed on the Supervisor s Worklist as Approved. 13

15 It is now important that the Supervisor ensures that the training actually takes place and that this ILP activity record is updated in a timely manner to reflect the current position/status of that training. If the training has commenced for the participant (but not finished) the Actual Start date should be entered. If further details are available, such as the Actual Cost or Date Completed or Actual Hours etc, these should also be inputted before clicking In Progress. When you select the In Progress button the item stays on your worklist but the status of the activity changes and the Worklist item changes to In Progress. It is important that you do not select the Complete. button until full details are inserted. Once the training has been finished and completed (i.e. costs etc) select the Complete. button. The FÁS Officer will be advised of the details of the completed training activity. Adding a Work Experience Activity After selecting the participant and the Input Work Experience following input screen will be displayed. button as detailed above the Enter the details of the work experience activity. After you have entered all the details of the Work Experience Activity select Submit to FÁS for Approval. The Work Experience request will be sent automatically for review to the FÁS Officer with responsibility for the project. The process of approval and completing the work experience record is the same as outlined above for a training activity. 14

16 Inputting an ILP Activity for Multiple Participants Simultaneously (Block Entry) To input an ILP Activity (training/briefing/work experience) for more than one participant simultaneously one should do the following: Select the Train and Develop tab on the second level menu bar. Click on the Create Group Request label. The following screen will be shown. Select the appropriate activity (eg Input Training Course ) and the following screen will be shown. 15

17 Enter the details of the training activity. After you have entered all the details of the Training Activity select Continue to Select Participants. N.B. Please bear in mind that the cost entered on screen will be entered for all participants selected, therefore the cost per person must be calculated so that the overall cost is correct (e.g. If the desired course costs and five participants are proposing to do the course, this works out at per participant, so is entered as the cost on the training input screen and the five participants are selected). You will now be presented with a list of your current participants which you can select from. Tick the participants that you want the training activity to be associated with. After you have selected the relevant participants click on Submit for Approval. The training request will be sent automatically for review to the FÁS Officer with responsibility for the project. To be added Documents menu Reports Links Annual Training Budget report Record of Achievement 16