SDMS efront Face-to-Face Training Module. User Guide. Staff Development Personnel Learning Management Systems and Solutions

Transcription

1 SDMS efront Face-to-Face Training Module User Guide

2 A Company with Commitment SDMS is a company with energy and commitment. Commitment to the best in Staff Development and Personnel Management. Commitment to its Customers. Commitment to innovative Software Development. Commitment to making a difference. Our unique combination of expertise in Staff Development, Personnel Management and innovative software design is blended and balanced by a commitment to satisfy customer requirements and ambitions. With customers and clients across all sectors in the UK, including Further and Higher Education, Local Education Authorities, Universities, Football Clubs, the Health Services, Social Services, Courts and Local Government, SDMS works with the best in all sectors. A typical SDMS customer combines practicality and vision, to turn rhetoric into reality. Like them, we believe that dreams are what reality is made of For Further Information Contact: SDMS Ltd 9 Pearson Road, Central Park, Telford, Shropshire, TF2 9TX Telephone +44 (0) Fax +44 (0) sales@sdmsltd.com Copyright SDMS Ltd Neither the whole or any part of the information contained herein, nor the product described in this training and information pack may be adapted or reproduced in any material form except with the prior written permission of the copyright holder.

3 Contents 1. Introduction: Installation Classroom Course Administration Module Classroom Course Delegate Module Classroom Course Reports Module Administrator Access Setup & Utilities - Code Management Add New Code Edit Code Qualification Type Grade Structure Set up Setup & Utilities Business Rules Setup & Utilities Templates Edit Template Organisation Skills Add New Skill (through Classroom Course Module) Synchronise Skills Edit Skill (Through Classroom Course Module) Organisation Qualifications Add Qualification Edit Qualification Organisation Providers Add New Provider Edit Provider Organisation Trainers Assign Trainer Remove Trainer Organisation Organisers Assign Organiser Remove Organiser Organisation Venues & Rooms Add Venue Edit Venue Add Venue Room Edit Venue Room Venue Resource Management... 27

4 3.10. Organisation Resources Add Resource Edit Resource Line Manager Setup Create Branch Branches Edit Branch Branches Assign Members Set Supervisor Branches Remove Members Classroom Course Management Create New Classroom Course Edit Course Details Upload Materials Edit Material Remove Materials Assign Prerequisite Edit Prerequisite Delete Prerequisite Assign Skills Offered Edit Skills Offered Remove Skills Offered Assign Offered Qualification Edit Qualifications Offered Remove Qualifications Offered Classroom Course Event Management Schedule a New Event Edit Event Add Resource Booking Edit Resource Booking Remove Resource Booking Enrolment Management Enrol Delegate Administrator Override Enrolment Prerequisite Checks Edit Enrolment Course Completion & Results Line Manager Access Course Management Create New Training Course... 54

5 Edit Training Course Upload Materials Edit Materials Remove Materials Assign Prerequisite Edit Prerequisite Delete Prerequisite Assign Skills Offered Edit Skills Offered Remove Skills Offered Assign Offered Qualification Edit Qualifications Offered Remove Qualifications Offered Event Management Schedule a New Event Edit Event Add Resource Booking Edit Resource Booking Remove Resource Booking My Events Event Quick Access Enrolment Management Line Manager Enrol Delegate Edit Enrolment Quick Access Edit Staff Enrolments Course Completion Delegate & Trainer Access Event Applications Delegate Apply to Event Delegate Withdraw Application Delegate Accept Offer Trainer Review Enrolments Reports All Access Levels Accessing Reports Report Customisation Screen Example Code Set efront Classroom Course Module Standard Data Set... 78

6 SDMS efront Classroom Face-to-Face Training Module 1. Introduction: SDMS Ltd is a partner for efront Enterprise e-learning in the UK. The SDMS efront Face-to-Face Training Course Module provides a fully integrated module within efront for the recording and administration of face to face/classroom training events, thus extending efront to deliver a range of blended learning options. The Module allows training administrators to: Create a Training Course Record Schedule a Training Event and Training Session Assign an Organiser to the Training Event Assign Provider Assign a Trainer to the Event Attach Materials to the Training Activity Set Prerequisites for the Event: Skills, Qualifications and Activities List Skills the Course will lead to List Qualifications the Course will lead to Assign Assessments to the Course Assign Rooms and Resources to the Event Enrol Staff on the Event Set a Price for the Event and Process this via PayPal Approve an Application to Attend the Course Record Attendance Send an Confirming Approval, Rejection etc. Allow Students and Employees to View Face to Face Training Course Availability Allow Students and Employees to Apply for Face to Face Training Courses Subject to Line Manager Approval Select and Run a Selection of Reports on Courses, Schedules and Delegates Provide a Set of Utilities for the Module e.g. Code Customisation for Training Areas, Course Type, etc The SDMS efront Face-to-Face Training Course Module is a fully integrated SDMS Module within efront, designed to enable Training Managers to plan and deliver face-to-face/classroom training courses and address the day to day tasks of training administration, providing a blended training management system. Access is from the Modules Option of efront.

7 2. Installation 2.1. Classroom Course Administration Module To install the Classroom Course Administration module you will need the following: 1. efront Enterprise Installation > v SDMS Classroom Course module ZIP file (ClassroomCourseModule.zip) Walkthrough: 1. Login to your efront Enterprise installation as a user with Administrator privileges. 2. At the bottom of the options panel you will see Modules link; 3. If you follow this link you will see a list of currently installed modules, above this list there is a link Install Module. 4. Clicking this link will bring up a dialogue box, where you should select the ZIP file named; ClassroomCourseModule.zip. 5. Click Upload to begin the installation. 6. Once the installation has finished successfully the module should now be listed in the module list and returning to the administrator panel will display the new Classroom Course Module link in the modules panel.

8 2.2. Classroom Course Delegate Module To install the Classroom Course Delegate module you will need the following: 1. efront Enterprise Installation > v SDMS Classroom Course Module Student ZIP file (ClassroomCourseModuleStudent.zip) Walkthrough: 1. Login to your efront Enterprise installation as a user with Administrator privileges. 2. At the bottom of the options panel you will see Modules link; 3. If you follow this link you will see a list of currently installed modules, above this list there is a link Install Module. 4. Clicking this link will bring up a dialogue box, where you should select the ZIP file named; ClassroomCourseModuleStudent.zip. 5. Click Upload to begin the installation. 6. Once the installation has finished you should see the ClassroomCourseModuleStudent row in the list of installed modules. And when logged in as a user of student type, there will be a link on their Tools menu, both on the home page and in their Dashboard.

9 2.3. Classroom Course Reports Module To install the Classroom Course Reports module you will need the following: 3. efront Enterprise Installation > v SDMS Classroom Course Reports Module ZIP file (SDMSReports.zip) Walkthrough: 7. Login to your efront Enterprise installation as a user with Administrator privileges. 8. At the bottom of the options panel you will see Modules link; 9. If you follow this link you will see a list of currently installed modules, above this list there is a link Install Module. 10. Clicking this link will bring up a dialogue box, where you should select the ZIP file named; SDMSReports.zip. 11. Click Upload to begin the installation. 12. Once the installation has completed successfully the reports module is ready to use and can be accessed via the Classroom Course Module, Reports link for Administrators and Delegates.

10 3. Administrator Access 3.1. Setup & Utilities - Code Management Add New Code 1) Login as a user with Administrator Privileges. 2) Go to the Classroom Course Module. 3) Follow the link for Setup & Utilities. 4) Select the tab which corresponds to the code type you wish to expand. 5) Each tab will display a list of current codes; above the list will be a link to add a New Code. 6) Follow this link to bring up the Add New Code form. 7) Code field will be the reference for the code. 8) Code Type is the description of the type of code you are creating. 9) Description is the title of the code you are creating. 10) Obsolete marks whether the code is current or obsolete. 11) Once all the information has been entered, click Add Code and you will be taken back to the code list. ** Special Cases; Note: Training Area codes have Specific Areas assigned to them, when you submit a new training area you will not be taken back to the code list, instead you will be taken to the Edit Code form, which will display a list of sub codes below the form, for new codes this list will be empty and you must create Specific Area sub codes for the new Training area. To enter a new Specific Code: 12) Click the link above the sub codes list. 13) This link will take you to the Add Sub Code form. This form is identical to the Add Code form, except there is an additional field detailing the Parent Code. 14) Add the required information, and click Add Code, and you will be taken back to the training area code sub code list.

11 Edit Code 1) Login as a user with Administrator Access Privileges. 2) Go to the Classroom Course Module. 3) Follow the link for Setup & Utilities. 4) Select the tab which corresponds to the code type you wish to edit. 5) Find the code you want to edit and either click on the code title, or click on the edit link in the operations column. 6) These links will take you to the Edit Code form where you can change the title, or mark the code as obsolete. Note: You cannot change the code itself. Special cases exist that require additional information such as: a. Training Area Codes Require Specific Area Codes to be set up as Sub Codes (See Add Code items 12 15) b. Qualification Type Codes Require a Grade Structure to be set up.

12 Qualification Type Grade Structure Set up 1) When you have created a Qualification Type code you must follow the steps above to get to the edit Qualification Type code form where you will notice a sub-section called Grade Structure. 2) To add a new grade to the structure, simply click the Add Grade link found above the list, and you will be taken to the grade input form. 3) Type the grade label and click Add Grade. 4) This Grade will now be displayed in the list. 5) You can edit the grade label by selecting the Edit icon in the operations column. 6) Change the grade order by using the Arrow icons in the operations column. 7) Remove grades by clicking the delete icon in the operations column.

13 3.2. Setup & Utilities Business Rules The business rules tab within the setup and utilities area defines default values for certain course parameters. 1) Default Course Fee This value will populate the Default Course Fee field when creating a new course. 2) Default Max Delegates This value will populate the Default Max Delegates field when creating a new course. 3) Default Start Time This value will populate the Default Start Time field when creating a new course. 4) Default End Time This value will populate the Default End Time field when creating a new course. 5) Default Course Approval Rule - This selection sets what the default approval rule is set to when creating a new course. 6) Default Course Full Rule This selection sets what the default full rule is set to when creating a new course.

14 3.3. Setup & Utilities Templates templates are used to send automatic s when certain system events are triggered. For example, a new enrolment will trigger s to be sent to the trainer, organiser, delegate and delegates line manager (if present). Although there is an option to create a new template, system events are currently un-customisable, the templates come with the software as default should be kept and used. These templates can be edited Edit Template 1) Login as a user with administrator privileges. 2) Click on the Classroom Course Module link. 3) Follow the link for Setup & Utilities. 4) Click the tab labelled: Template Set-up. 5) Click on either the template Description, or the edit icon in the operations column. 6) This will take you to the Edit Template form. Note: REFERENCE SHOULD NOT BE EDITED The reference is required to trigger the correct template for the event. 7) Description is a brief description of the template. 8) Subject field is the subject of the that will be displayed. 9) Reply Address sets the address that recipients will reply to.

15 10) Body is the body. Every body has 2 special tags; 11) [PERSONNAME] this will mail merge the users name into the . 12) [EVENTLINK] this will mail merge a link to display the event to the recipient. 13) Send CC to Line Manager if selected a copy of this will go to the delegates Line Manager. 14) Send CC to Administrator if selected a copy of this will go to the system Administrator(s). 15) Active sets whether the template is current or not.

16 3.4. Organisation Skills Add New Skill (through Classroom Course Module) Skills can be added to the efront System via the Classroom Course module, for use throughout efront, including on e- Learning courses. 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to Organisation area. 4) The skills tab will be the first tab open as default, and it will display a list of all the skills currently registered within the Classroom Course Module. 5) Click on the link above the list. 6) This will take you to the Add New Skill form. 7) The Reference box is the Classroom Course Reference for the skill, this is additional information to what efront require and is not used within the efront platform. 8) The Category field lists the different skill categories as setup via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Competency Category sub tab to add or edit these codes). 9) The Competency Level field lists the different level attributes as setup via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Competency Level sub tab to add or edit these codes). 10) The Skill Description is the description of the skill that will be displayed when the skill is referenced. 11) The Obsolete field sets whether the skill is active or inactive. 12) Once the required information has been entered, click the Submit Skill button. This skill will now be entered into the Classroom Course Module and the efront skills file.

17 Synchronise Skills Because the Classroom Course Module extends the information held against skills, any skills entered via the efront skill system will require synchronising with the Classroom Course Module in order for that skill to be used within the module. 1) Login as a user with administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) The skills tab will be the first tab open as default, and it will display a list of all the skills currently registered within the Classroom Course Module. 5) Click the link above the list labelled Synchronise Skills. 6) This will take you to a list of any skills that are currently in the efront system, but are not in the Classroom Course Module, to import this into the Classroom Course Module, simply click the Add Skill button in the operations column for the skill. 7) This will take you to the Add New Skill form, where certain information is pre-populated with the information from efront; Description, Category. 8) The Reference box is the Classroom Course Reference for the skill, this is additional information to what efront require, and is not used within the efront platform. 9) The Competency Level field lists the different level attributes as setup via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Competency Level sub tab to add or edit these codes). 10) Once the required information has been entered, click the Submit Skill button. This skill will now be entered into the Classroom Course Module for use within the module.

18 Edit Skill (Through Classroom Course Module) 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) The skills tab will be the first tab open as default and it will display a list of all the skills currently registered within the Classroom Course Module. 5) Click on the Edit link in the Operations column. 6) This will take you to the Edit Skill form. 7) When amendments have been made, click the Update Skill button, and this skill will now have been updated Organisation Qualifications Add Qualification 1) Login as a user with Administrator Privileges. 2) Click on the Classroom Course Module Link. 3) Navigate to the Organisation area. 4) Click on the Qualifications tab, where you will find a list of all the qualifications currently on the system. 5) Click Add New Qualification link above the qualifications list. 6) This will take you to the Add New Qualification form. 7) Reference is the Classroom Course Module reference for the qualification and can be set to any value. 8) Title refers to the description of the qualification which will be displayed anywhere the qualification is referenced. 9) Certificate Type field list different qualification types as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Qualification Type sub tab to add or edit these codes).

19 10) Certificate Group field list different qualification groups as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Qualification Group sub tab to add or edit these codes). 11) Awarding Body field list different awarding bodies as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Awarding Bodies sub tab to add or edit these codes). 12) Obsolete field sets whether the qualification is active or inactive. 13) Once the required information has been entered, click the Submit Qualification button Edit Qualification 1) Login as a user with Administrator Privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Qualifications tab, where you will find a list of qualifications currently on the system. 5) Click the Edit link in the operations column corresponding to the Qualification you wish to modify. 6) This will take you to the Edit Qualification form. 7) Once the amendments have been made, click the Update Qualification button. This qualification has now been updated.

20 3.6. Organisation Providers Add New Provider 1) Login as a user with Administrator Privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Providers Tab, where you will see a list of all the providers currently in the system. 5) Click on the Add New Provider link above the list. 6) This will take you to the Add New Provider form. 7) Provider Type field list the different provider types as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Organisation Codes tab, Provider Type sub tab to add or edit these codes). 8) Reference is the Classroom Course reference against the Provider and can be set to any Alphanumeric value. 9) Provider Name is the title of the provider and will be displayed wherever the provider is referenced. 10) Address, Telephone, Fax, , Website, Contact Name are optional additional information that can be held against the provider. 11) Internal flags whether this provider is part of the organisation. 12) Is Current marks whether the provider is currently active or not.

21 13) Once all the required information has been entered, click the Submit Provider button. This provider is now registered on the system Edit Provider 1) Login as a user with Administrator Privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Providers Tab, where you will see a list of all the providers currently in the system. 5) Click on the Edit link in the operations column corresponding to the provider you wish to amend. 6) This will take you to the Edit Provider form. 7) Once the details have been amended, click Update Provider button. This provider has now been modified Organisation Trainers Assign Trainer Trainers need to be assigned to the system in order for them to be selected against events; every user can be a trainer. 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Trainers tab, where you will see a list of all the trainers currently assigned. 5) Click on the Assign New Trainer link above the list. 6) This will take you to the Assign New Trainer form. 7) Select the user from the drop down list, and click Assign. 8) This user has now been marked as a trainer, and can be assigned to Events.

22 Remove Trainer 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Trainers tab, where you will see a list of all the trainers currently assigned. 5) Click on the Remove link in the operations column for the corresponding Trainer. 6) This will remove the user from the list of trainers Organisation Organisers Assign Organiser 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Organiser tab, where you will see a list of all the organisers currently assigned. 5) Click on the Assign New Organiser link above the list. 6) This will take you to the Assign New Organiser form. 7) Select the user from the drop down list, and click Assign. 8) This user has now been marked as an organiser, and can be assigned to Events Remove Organiser 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Organisers tab, where you will see a list of all the organisers currently assigned. 5) Click on the Remove link in the operations column for the corresponding organiser. 6) This will remove the user from the list of organisers.

23 3.9. Organisation Venues & Rooms Add Venue 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Venues & Rooms tab, where you will see a list of all the Venues currently on the system. 5) Click on the Add New Venue link above the venue list. 6) This will take you to the Add New Venue form. 7) The Reference field is the Classroom Course reference held against the Venue and can be set to any alphanumeric value. 8) The Name field is the name of the Venue and will be displayed anytime the Venue is referenced. 9) Address, Post Code, Website, , Main Contact Name, Telephone, Fax are optional additional information that can be stored against Venues. 10) Once all required information is entered, click the Submit Venue button. 11) You will then be taken to the Edit Venue area, where you can add Rooms to the venue and manage Resources.

24 Edit Venue 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Venues & Rooms tab, where you will see a list of all the Venues currently on the system. 5) Click on either the Edit icon in the operations field, or the venue name link. 6) This will take you to the Edit Venue form, where you can edit the venue information, add rooms and manage resources.

25 Add Venue Room 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Venues & Rooms tab, where you will see a list of all the Venues currently on the system. 5) Click on either the Edit icon in the operations field, or the venue name link. 6) This will take you to the Edit Venue form, where you can edit the venue information, add rooms and manage resources. 7) Click on the Rooms sub tab above the venue information. 8) This will take you to the room management area, which displays a list of rooms currently registered against the selected venue, and also a form to add new rooms to the venue. 9) The Reference field is the Classroom Course Module reference against the room. 10) The Room Name field is the title of the room and will be displayed whenever the room is referenced.

26 11) The Room Type selection lists the room types as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Organisation Codes tab, Room Type Codes sub tab to add or edit these codes). 12) The Layout selection lists the layouts as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Organisation Codes tab, Room Layout Codes sub tab to add or edit these codes). 13) The Available Hours field allows the user to set the number of hours this room is available per week. 14) The Currency field lists all the currencies on the system, and relates to the Room Cost. 15) The Room Cost field allows the user to set the cost of booking the room. 16) Once all required fields have been populated, click Add Room button to submit the room Edit Venue Room 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Venues & Rooms tab, where you will see a list of all the Venues currently on the system. 5) Click on either the Edit icon in the operations field, or the venue name link. 6) This will take you to the Edit Venue form, where you can edit the venue information, add rooms, and manage resources. 7) Click on the Rooms sub tab above the venue information. 8) This will take you to the room management area, which displays a list of rooms currently registered against the selected venue, and also a form to add new rooms to the venue.

27 9) Click on the Edit icon in the operations column corresponding to the room you wish to modify. 10) This will populate the Add Room form with the selected room information to be amended. 11) Once the room information has been amended, click Update Room button to submit the changes Venue Resource Management 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Venues & Rooms tab, where you will see a list of all the Venues currently on the system. 5) Click on either the Edit icon in the operations field, or the venue name link. 6) This will take you to the Edit Venue form, where you can edit the venue information, add rooms, and manage resources. 7) Click on the Resources sub tab above the venue information.

28 8) This will display a list of all the resources currently assigned against that venue (Resources can be assigned to the venue via the Add / Edit Resources form). 9) Reference column refers to the Resource Reference. 10) Name column is the name of the Resource. 11) Room Column is which room the resource is assigned to within that venue. 12) To remove a resource, click the Delete icon in the resource operations column.

29 3.10. Organisation Resources Add Resource 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Resources tab, where you will see a list of all the Resources currently on the system. 5) Click on the Add New Resource link above the list. 6) This will take you to the Add New Resource form. 7) The Resource Reference field refers to the Classroom Course Module reference held against the resource and can be set to any alphanumerical value. 8) The Name field is the title of the resource and will be displayed wherever the resource is referenced. 9) The Type selection field lists all the resource types as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Organisation Codes tab, Resource Type sub tab to add or edit these codes). 10) The Telephone field allows the user to assign a contact number against the resource. 11) The Venue field is optional, when set it will assign the resource to the specified venue. 12) The Room field populates when the Venue field changes, this is mandatory if a venue has been selected, but optional if no venue is selected. 13) If a resource is assigned to a room, this resource can not be booked via the event schedule, Resources area. 14) Once all the required information has been entered, click the Submit Resource button. This will take you back to the resource list.

30 Edit Resource 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Organisation area. 4) Click on the Resources tab, where you will see a list of all the Resources currently on the system. 5) Click on the Edit icon in the operations field that corresponds to the resource you wish to amend. 6) This will take you to the Edit Resource form. 7) Once the information has been amended, click Update Resource and you will be taken back to the Resource List.

31 3.11. Line Manager Setup Line Managers in the Classroom Course Module are based on the Branch structure within efront. The supervisor for the branch is set up as the Line Manager. To create a Line Manager, you must first create a branch and assign users to the branch on the efront Platform Create Branch 1) Login as a user with Administrator Privileges. 2) Click on the Organization link on the options Panel. 3) Click on the Branches link within the Organization Menu, this will take you to a list of all Branches currently in the efront System. 4) Click on New Branch link above the list. 5) This will take you to the Branch Record form. 6) The branch name field refers to the title of the branch, and will be displayed wherever the branch is referenced. 7) The Address, City, Country, Telephone, fields allow the user to add additional information about the branch. 8) The Father branch field sets whether the branch is a child of another branch. 9) Once all the required information has been entered, click the Submit button. 10) Once submitted you will be presented with various new tabs: Assign Users, Sub-Branches, Job positions, Courses, for the Classroom Course Module the only one of interest is Assign Users

32 Branches Edit Branch 1) Login as a user with Administrator Privileges. 2) Click on the Organization link on the options Panel. 3) Click on the Branches link within the Organization Menu, this will take you to a list of all Branches currently in the efront System. 4) Either click on the Branch Name in the list, or click the Edit icon in the operations column corresponding to the branch you wish to amend. 5) This will take you to the Branch Record form with the information pre-populated. 6) Once you have amended the Branch information, click the Submit button to submit the modifications.

33 Branches Assign Members Set Supervisor 1) Login as a user with Administrator Privileges. 2) Click on the Organisation link on the options Panel. 3) Click on the Branches link within the Organisation Menu, this will take you to a list of all Branches currently in the efront System. 4) Either click on the Branch Name in the list, or click the Edit icon in the operations column corresponding to the branch you wish to amend. 5) This will take you to the Branch Record form with the information pre-populated, click on the Assign Users tab above the Branch information form. 6) This will give you a list of all the users currently registered on the system. Where there is a check in the Check column, this implies that the user is registered as part of that branch. 7) To assign a new member to the branch, simple click the checkbox in the Check column corresponding to the user you wish to assign. 8) Additional fields will become active, Job Position, User Position. 9) Job Position refers to customisable job positions set up in the Job Position Tab of this section. 10) User Position refers to the level of the user within the branch. Users marked as Supervisor in this column are set as Line Managers within the Classroom Course Module Branches Remove Members 1) Login as a user with Administrator Privileges. 2) Click on the Organization link on the options Panel. 3) Click on the Branches link within the Organisation Menu, this will take you to a list of all Branches currently in the efront System. 4) Either click on the Branch Name in the list, or click the Edit icon in the operations column corresponding to the branch you wish to amend.

34 5) This will take you to the Branch Record form with the information pre-populated, click on the Assign Users tab above the Branch information form. 6) This will give you a list of all the users currently registered on the system. Where there is a check in the Check column, this implies that the user is registered as part of that branch. 7) To remove members simple click the checkbox in the Check column corresponding to the user you wish to remove. 8) This will remove the additional columns, and the user is now no longer part of the Branch.

35 3.12. Classroom Course Management Create New Classroom Course 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on New Training Course link above the course list. 5) This will take you to the New Face-to-Face Course form. 6) Course Reference is the Classroom Course reference held against the course. 7) Course Title is the Title of the Course and will be displayed wherever the course is referenced. 8) Training area lists all the training area codes as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Activity & Event Codes tab, Training Area sub tab to add or edit these codes).

36 9) Specific area populates when the Training Area has been selected lists all the specific area codes as set up via the Setup & Utilities area (See Edit Code sections of this user guide, and navigate to the Activity & Event Codes tab, Training Area, and click on a training area code record to add or edit Specific area codes). 10) Course Status lists the course status codes as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Activity & Event Codes tab, Activit & Event Status sub tab to add or edit these codes). 11) Current field checkbox sets the activity as current or non current. If not checked; no events registered against this training course will appear within the delegate module. 12) Language field is an information field allowing the user to set what language the course is going to be in. 13) Course Type field lists all the course types as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Activity & Event Codes tab, Activity Types sub tab to add or edit these codes). 14) Delivery Mode lists all the delivery mode codes as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Activity & Event Codes tab, Delivery Modes sub tab to add or edit these codes). 15) Course Level lists all the level codes as set up via the Setup & Utilities area (See Add New Code, or Edit Code sections of this user guide, and navigate to the Skill & Qualification Codes tab, Competency Level sub tab to add or edit these codes). 16) Course Organiser lists all the organisers as set up via the Organisation area (See Assign Organiser sections of this user guide for steps on how to add additional organisers). 17) Course Provider lists all the providers as set up via the Organisation area (See Add New Provider, or Edit Provider section of this user guide for steps on how to add or edit Providers). 18) Scope field allows the user to enter some description about the scope of the course which is visible to any user looking at the course. 19) Default Currency field sets what the default currency will be when creating new events. The default for this field is taken from the efront currency as set via the Paypal options. 20) Default Course fee field sets the default fee amount when creating new events for this Course. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 21) Default Max Delegates field sets the default Maximum delegates value when creating new events for this course. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 22) Default Start Time field sets the default start time for new events on this course. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 23) Default End Time field sets the default end time for new events on this course. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 24) Application Approval Rule sets the rules for new applications to this course, whether they are automatically approved, or whether approval must come from the Line Manager. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 25) Course Full Rule field sets the rules for what should happen if the course is full when a user applies. The default for this field is set by the Business Rules (See Setup & Utilities Business Rules for steps on how to edit this default value). 26) Once all the required information has been entered, and appropriate rules have been set, click the Submit Course button.

37 27) Once submitted successfully you will be taken to the Edit Course form, where additional tabs are present to set up Course Materials, Prerequisites, Offered Attributes, and Event Scheduling. See the following sections for more information on these areas Edit Course Details 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. To edit course details click the Edit Face-to-Face Course tab. 5) This will bring up the Edit Face-to-Face course form. 6) Once the details have been amended, click Update Course button to save Upload Materials 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. To upload Materials, click on the Materials tab. 5) This will display a list of all materials currently uploaded against that course. 6) Click on the Upload Material File above the materials list. 7) This will bring up the Upload Material Form.

38 8) Select File allows the user to select any file less than 10mb from their computer. Clicking on the Choose File button will bring up a dialogue box to select the file from. 9) Once you have chosen the file to upload, you must enter a reference and a description for the file, and then click on the Upload File button. which will take you back to the Materials List. 10) The Active field sets whether the material is active or note, inactive files cannot be seen by delegates. 11) To download the file as an administrator, simply click the material Description link, or the File Name link.

39 Edit Material 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. Click on the materials tab. 5) This will display a list of all materials currently uploaded against that course. 6) Click on the Edit icon in the operations column corresponding to the material you wish to amend. 7) This will bring up the Edit Material form. 8) Once the information has been updated, click Update Material button to save the changes Remove Materials 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. Click on the Materials tab. 5) This will display a list of all materials currently uploaded against that course. 6) Click on the Delete icon on the Operations field corresponding to the material you wish to remove. 7) This material has now been removed.

40 Assign Prerequisite 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event. Schedule. Click on the Prerequisites tab. 5) This will open the prerequisites area with various sub tabs for Skills, Qualifications, Face-to-Face courses and elearning Courses. 6) Each sub-tab will contain a list of all the attributes assigned to the activity within the certain category. Each section has a form underneath the list where new attributes can be added to the list. 7) To assign a prerequisite, simple select the attribute from the drop down list, assign a required score (leave blank if no score required) and click the Assign button. 8) You will see the prerequisite is now part of the list. 9) The Mandatory field allows the user to set whether the attribute is a mandatory prerequisite or a recommended Edit Prerequisite 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. Click on the Prerequisites tab. 5) This will open the prerequisites area with various sub tabs for Skills, Qualifications, Face-to-Face courses and e- Learning Courses.

41 6) Each sub-tab will contain a list of all the attributes assigned to the activity within the certain category. 7) Click on the Edit icon in the operations field corresponding to the prerequisite you wish to amend. 8) This will populate the form below the list with the requested prerequisite information. 9) Once the information has been amended click on Update button to save Delete Prerequisite 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. Click on the Prerequisites tab. 5) This will open the prerequisites area with various sub tabs for Skills, Qualifications, Face-to-Face courses and e- Learning Courses. 6) Each sub-tab will contain a list of all the attributes assigned to the activity within the certain category. 7) Click on the Delete icon in the operations field corresponding to the prerequisite you wish to remove. This prerequisite should then be removed from the list.

42 Assign Skills Offered 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. 5) Click on the Skills Offered tab, this will display a list of all the skills currently assigned as offered to this course. 6) Select the Skill from the drop down list. 7) The mandatory field sets whether the Skill has to be passed in order for the course to be completed. 8) The Expires After field sets the time period in which the skill will expire. 9) Once all required fields have been populated click: Assign Skill button. 10) This skill will then be displayed in the list Edit Skills Offered 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. 5) Click on the Skills Offered tab, this will display a list of all the skills currently assigned as offered to this course. 6) Click on the Edit icon in the Operations column corresponding to the Skill Attribute you wish to amend. 7) This will populate the form below the list with the relevent data. Once you have amended the information click Update button to save the changes.

43 Remove Skills Offered 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. 5) Click on the Skills Offered tab, this will display a list of all the skills currently assigned as offered to this course. 6) Click on the Delete icon in the Operations column corresponding to the Skill Attribute you wish to amend. 7) This will remove the skill from the list Assign Offered Qualification 1) Login as a user with Administrator privileges. 2) Click on the Classroom Course Module link. 3) Navigate to the Courses area which will display a list of all Classroom Courses Currently on the system. 4) Click on the course title link on the list to load the Edit Course section. The first tab you come to is Event Schedule. 5) Click on the Qualifications Offered tab, this will display a list of all the Qualifications currently assigned as offered to this course. 6) Select the Qualification from the drop down list. 7) The mandatory field sets whether the Qualification has to be passed in order for the course to be completed. 8) The Expires After field sets the time period in which the Qualification will expire. 9) Once all required fields have been populated click: Assign Qualification button. 10) This skill will then be displayed in the list Edit Qualifications Offered 1) Login as a user with Administrator privileges.