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1 Supervisor Manual

2 Table of Contents Lesson 1: Login... 1 Objectives... 1 Log In to IR University... 1 Retrieve Forgotten Password and/or User ID... 3 Using the IR University Help System... 6 Lesson 2: Managing Employees... 8 Objectives... 8 Open and View An Employee s Record... 8 Approve or Deny Training Requests Run Reports Lesson 3: Managing Learning Activities...14 Objectives View An Employee s To-Do List Assign Items to An Employee s To-Do List Remove Items from An Employee s To-Do List Lesson 4: Registration...23 Objectives Register Employees in a Scheduled Offering Withdraw Employees from a Scheduled Offering View Employee s Registrations Lesson 5: Assign Delegate...30 Objectives Assign A Delegate Edit Delegate Permissions Lesson 6: Alternate Supervisor...36 Objectives ii -

3 Supervisor Manual Online Exams Assign An Alternate Supervisor Review Alternate Supervisor s My Employee Section Reassign Responsibility Resources: iii -

4

5 Supervisor Manual Online Exams Lesson 1: Login The purpose of this lesson is to guide users through the step-by-step process of logging into the IR University system, retrieving your forgotten password and/or user ID, and using the IR University Help system. OBJECTIVES Upon completion of this lesson, you will be able to: Log In to IR University Retrieve Forgotten Password and/or User ID Using the IR University Help System LOG IN TO IR UNIVERSITY 1. Enter into your browser Address field and press the Enter key. 2. Click IR University Login. See Figure Enter your user ID in the User ID textbox. Enter your password in the Password textbox. 4. Click Sign In. See Figure

6 User Supervisor Manual [Figure 1] [Figure 2] You are taken to the IR University User Home page. A new welcome screen with News appears if this is your first time logging in. 5. Select the Do not show this page every time I sign in checkbox to configure the news page to display only if there is new content. 6. Click Continue to close the news page. See Figure

7 Supervisor Manual Online Exams [Figure 3] Enter Security Question and E-Signature The first time you login to IRU, the system will prompt you to set up your electronic signature (PIN) and security question. PIN is used when an electronic approval is needed for course completion. Not every course requires a PIN. Your security question will be used to retrieve your password. RETRIEVE FORGOTTEN PASSWORD AND/OR USER ID Retrieve Forgotten Password 1. Enter the web address (URL) of the user application into your browser Address field and press the Enter key. 2. Click the Forgot Password? link. See Figure

8 User Supervisor Manual [Figure 4] 3. Enter your user name in the User ID textbox. 4. Click Submit. See Figure 5. [Figure 5] Note: If you are unable to receive from IR University, contact your Supervisor or IR University Administrator to reset your password. Retrieve Forgotten User ID 1. Enter the web address (URL) of the user application into your browser Address field and press the Enter key. 2. Click the Forgot ID? link. See Figure 6. [Figure 6] - 4 -

9 Supervisor Manual Online Exams 3. Enter your address in the Address textbox. 4. Click Submit. See Figure 7. [Figure 7] Note: If you are unable to receive from IR University, contact your Supervisor or IR University Administrator to reset your password. Your user ID is automatically entered into the User ID textbox. See Figure 8. [Figure 8] - 5 -

10 User Supervisor Manual USING THE IR UNIVERSITY HELP SYSTEM GENERAL HELP 1. Click the Help link to access general help. General help contains helpful information on every area of the IR University User application. See Figure 9. [Figure 9] There are three areas of general help: 2. Contents: Click the topic pertaining to your question. 3. Index: Keyword search using pre-existing keywords. 4. Search: Open search. See Figure 10. [Figure 10] - 6 -

11 Supervisor Manual Online Exams CONTEXT-SENSITIVE HELP 1. Click the Help button to access context-sensitive help. See Figure 11. [Figure 11] 2. Context-sensitive help is useful to find the purpose of a specific field on the current screen. See Figure 12. [Figure 12] - 7 -

12 User Supervisor Manual Lesson 2: Managing Employees The purpose of this lesson is to guide supervisors through the step-by-step process of managing Employees within IR University. OBJECTIVES Upon completion of this lesson, you will be able to: Open and view an employee s record Approve or deny training requests Run reports OPEN AND VIEW AN EMPLOYEE S RECORD 1. From the Home page, click the My Employees tab. See Figure 13. [Figure 13] My Employees section is designed to provide supervisors with the resources they need to monitor and manage the learning and performance activities of their direct and indirect reports. See Figure

13 Supervisor Manual Online Exams [Figure 14] 2. Use the employee tree to view the To-Do List of direct and indirect reports. Note: If you mouse over a user's card, you can perform the available actions without loading the user's To-Do List. 3. When you click an employee card, the system shows that user's To-Do List, which functions exactly like your To-Do List, but for the selected employee. 4. Perform a simple Catalog search, for example, to find an item to add to your To-Do List or the To-Do List of a direct report. 5. The Supervisor Links area is designed so that you can access parts of the application quickly and easily. The status box in the supervisor area are specific to the user who is selected in the tree view

14 User Supervisor Manual APPROVE OR DENY TRAINING REQUESTS 1. From the Home page, click the You have pending approval requests link in the Alerts box. See Figure 15. [Figure 15] 2. The Pending Reviews and Approvals page displays and defaults open to the pending approval. See Figure Click the expand icon ( ) next to the user s name and/or click the title link for additional information. 4. Select the Enter Comments for Approvals or Denials checkbox to allow for comments. 5. Select the Approve (or Deny/Skip) radio button. 6. Click Next. [Figure 16]

15 Supervisor Manual Online Exams 7. Enter reasons for approval/denial, if applicable. 8. Click Next. See Figure 17. [Figure 17] 9. If prompted, enter User ID and PIN and click Confirm. See Figure 18. [Figure 18] Notifications are sent to affected users. 10. Click Start Over to return to the Pending Reviews and Approvals screen. See Figure 19. [Figure 19]

16 User Supervisor Manual RUN REPORTS 1. From the Home page, click the Reports easy link. See Figure 20. [Figure 20] 2. Click a Report Name to open the report. See Figure Enter the report criteria. [Figure 21] Note: Available criterion will vary depending on the report. 4. Click Run Report. Or 5. Click the Back to Browse Reports link to return to the list of reports. See Figure 22. Note: Click Help ( ) for additional information on reports

17 Supervisor Manual Online Exams [Figure 22]

18 User Supervisor Manual Lesson 3: Managing Learning Activities The purpose of this lesson is to guide supervisors through the step-by-step process of managing Employees To-Do Lists or Learning Activities within IR University. OBJECTIVES Upon completion of this lesson, you will be able to: View an employee s To-Do List Assign items to an employee s To-Do List Remove items from an employee s To-Do List VIEW AN EMPLOYEE S TO-DO LIST 1. From the Home page, click My Employees tab. See Figure 23. [Figure 23] Use the employee tree to view the To-Do List of direct and indirect reports. See Figure Mouse over an employee card to perform the available actions without loading the user s To-Do List. 3. When you click an employee card, that user s To-Do List is displayed

19 Supervisor Manual Online Exams [Figure 24] Note: You may customize the view by filtering the To-Do List to show Learning only, Registrations, etc. ASSIGN ITEMS TO AN EMPLOYEE S TO-DO LIST 1. From the Home page, click My Employees tab. 2. Click the Assign/Remove Learning easy link. See Figure 25. [Figure 25]

20 User Supervisor Manual 3. Select the Add Items and Curricula radio button. See Figure Click Next. [Figure 26] 5. Check the Select checkbox next to the corresponding employee(s) to assign an item. See Figure 27. Note: If a user has employees, you can click the Include Subordinates checkbox to assign the item to those users as well. 6. Click Add Checked. 7. Review the list of selected users. 8. Click Next. [Figure 27]

21 Supervisor Manual Online Exams 9. Search for the item(s) to add. 10. Enter keywords in the Keywords text field. 11. Click Search. 12. Add items by checking the corresponding Add checkboxes. See Figure Click Add Checked. [Figure 28] 14. Edit the Assignment Type and Assign Date as needed. See Figure Click Next

22 User Supervisor Manual [Figure 29] 16. Click Finish. See Figure 30. [Figure 30] A status message displays indicating successful assignment. 17. Click Start Over to add additional items or curricula to the selected employees. See Figure 31. [Figure 31]

23 Supervisor Manual Online Exams REMOVE ITEMS FROM AN EMPLOYEE S TO-DO LIST 1. From the Home page, click My Employees tab. 2. Click the Assign/Remove Learning easy link. See Figure 32. [Figure 32] 3. Select the Remove Items radio button. See Figure Click Next. [Figure 33]

24 User Supervisor Manual 5. Check the Select User checkbox next to the corresponding Employee to remove an item from his or her To-Do List. See Figure Click Add Checked. 7. Review the list of selected users. 8. Click Next. [Figure 34] 9. Search for the item(s) to remove. Enter keywords in the Keywords text field. See Figure Click Search. [Figure 35]

25 Supervisor Manual Online Exams 11. Select the items to remove by checking the corresponding Add checkboxes. See Figure Click Add Checked. [Figure 36] 13. Review the item(s) selected to be removed. See Figure Click Next. [Figure 37] 15. Review user and item selections. See Figure Click Finish

26 User Supervisor Manual [Figure 38] A status message appears indicating successful removal of the item(s). See Figure Click Start Over to remove additional items from the selected employees learning plans. [Figure 39]

27 Supervisor Manual Online Exams Lesson 4: Registration The purpose of this lesson is to guide supervisors through the step-by-step process of managing the registration of employees in scheduled offerings within IR University. OBJECTIVES Upon completion of this lesson, you will be able to: Register employees in a scheduled offering Withdraw employees from a scheduled offering View employee s registrations REGISTER EMPLOYEES IN A SCHEDULED OFFERING 1. From the Home page, click My Employees tab. 2. Click the Register/Withdraw Employee easy link. See Figure 40. [Figure 40] 3. Select the Register Users radio button. See Figure Click Next

28 User Supervisor Manual [Figure 41] 5. Search for a scheduled offering by entering keywords. See Figure Click Next. Note: Results will depend on catalog access. [Figure 42] 7. Select the radio button for the scheduled offering option to which to register your employee(s). See Figure Click Next. [Figure 43] 9. Check the Select checkbox next to the corresponding employee to register. See Figure Click Next

29 Supervisor Manual Online Exams [Figure 44] Note: Adjust the registration status for each employee, if necessary. 11. Verify the list of users and enter any optional comments. See Figure Click Next. [Figure 45] Note: To remove users from this list, select their corresponding checkbox, and click Remove Checked. 13. Enter financial information, if applicable. 14. Click Next. 15. Select the recipients by checking the corresponding confirmations to checkboxes. 16. Click Finish. A status message displays indicating the registrations were successful

30 User Supervisor Manual WITHDRAW EMPLOYEES FROM A SCHEDULED OFFERING 1. From the Home page, click My Employees tab. 2. Click the Register/Withdraw Employee easy link. See Figure 48. [Figure 48] 3. Select the Withdraw Users radio button. See Figure Click Next. [Figure 49] 5. Search for a scheduled offering by entering keywords. See Figure Click Next

31 Supervisor Manual Online Exams [Figure 50] 7. Select a scheduled offering option. See Figure Click Next. [Figure 51] 9. Check the Withdraw checkbox next to the corresponding employee to withdraw. See Figure Click Next. [Figure 52] Note: A supervisor cannot withdraw the employee if they were registered by an Administrator. Supervisors who withdraw from an offering will see a warning if this item is a prerequisite for another enrollment. Then the system will automatically withdraw the employee from the dependent offering. 11. Select the recipients by checking the corresponding confirmation checkboxes. Remove the item from the employee s To-Do List by checking the corresponding checkbox. See Figure Click Finish

32 User Supervisor Manual [Figure 53] A status message displays that withdrawal from the scheduled offering is successful. See Figure 54. [Figure 54] VIEW EMPLOYEE S REGISTRATIONS 1. From the Home page, click My Employees tab. Use the employee tree to view the To-Do List of direct and indirect reports. 2. Click an employee card to load that user s To-Do List. 3. Customize the view by filtering the To-Do List by registrations only. See Figure

33 Supervisor Manual Online Exams [Figure 55]

34 User Supervisor Manual Lesson 5: Assign Delegate The purpose of this lesson is to guide you through the step-by-step process of using the delegate feature within IR University. A delegate is another user who you identify to act on the work that you need to complete in the user interface. When you identify a user as a delegate through the Delegates area in your Options and Settings screen, the system adds that user's name to the Delegators list. Typically, you identify a user as a delegate when you want the user to perform some of your tasks. You can use the Delegates area to add or edit the permissions for a delegate, which you might want to do, for example, if you plan to take an extended holiday or cannot access the user interface for some reason. OBJECTIVES Upon completion of this lesson, you will be able to: Add a delegate Edit delegate permissions ASSIGN A DELEGATE 1. From the Home page, click Options and Settings easy link. See Figure 56. [Figure 56]

35 Supervisor Manual Online Exams 2. Click Add in the Delegates area on the Options and Settings screen. See Figure 57. [Figure 57] 3. Using the type-ahead feature which automatically lists options based on the letters you begin to type in the field, enter the last name of the user you wish to identify as a delegate for your records. 4. The system displays a matching list of users. Select the user you wish to assign as delegate. Or 5. Click the Advanced Search link to search for specific users using the search screen. See Figure

36 User Supervisor Manual [Figure 58] 6. Once selected, select the level of permissions for the delegate: See Figure 59. Inactive Delegate: selected user is inactive; no permissions are active. Predefined Permissions: provide selected user with all of the workflows that you have currently. Selected Permissions: select the workflows (from the set of workflows that you currently have) that you want to grant to the selected user. [Figure 59] 7. Click Save

37 The delegate is now selected and permissions are assigned. See Figure 60. Supervisor Manual Online Exams [Figure 60] EDIT DELEGATE PERMISSIONS 1. From the Home page, click Options and Settings easy link. See Figure 61. [Figure 61] 2. Select the delegate. See Figure Click Edit

38 User Supervisor Manual [Figure 62] 4. Select appropriate permissions. In this example, we changed the delegate s permissions from predefined to selected permissions. 5. Select specific permissions to assign the delegate. See Figure 63. Note: Use the scroll bar to view all permissions available. Also use the expand and collapse buttons ( ) to control the list view. 6. Click Save

39 Supervisor Manual Online Exams [Figure 63] View saved changes. See Figure 64. [Figure 64]

40 User Supervisor Manual Lesson 6: Alternate Supervisor The purpose of this lesson is to guide you through the step-by-step process of managing alternate supervisors within IR University. When employees work for an extended period on a project where they report to a different manager or supervisor, you may want to transfer responsibility for completing the primary supervisor s tasks, for example, a performance review or competency assessment, to an alternate supervisor. The Manage Alternate Supervisors link allows you to identify other users as alternate supervisors and assign primary responsibility to them. After you assign a user as an alternate supervisor, the system updates the My Employees section for that alternate supervisor, by including the user for whom they now have responsibility to complete a task. The alternate supervisor can then complete the task or identify another alternate supervisor for the user. OBJECTIVES Upon completion of this lesson, you will be able to: Assign an alternate supervisor Review alternate supervisor s My Employees section Reassign responsibility ASSIGN AN ALTERNATE SUPERVISOR 1. From the Home page, click My Employees tab. See Figure 65. [Figure 65]

41 Supervisor Manual Online Exams 2. Mouse over an employee card and select Manage Alternate Supervisors. See Figure 66. [Figure 66] 3. Using the type-ahead feature, enter the last name of the user you wish to identify as the alternate supervisor for the employee. 4. The system displays a matching list of users. Select the user you wish to assign as alternate supervisor. Or 5. Click the Advanced Search link to search for specific users using the search screen. See Figure

42 User Supervisor Manual [Figure 67] 6. Once selected, click the Make Responsible button of the task for the alternate: See Figure 68. Competency Assessments Performance Reviews [Figure 68] Note: Responsibilities are dependent on the workflows assigned to the individual supervisor

43 Supervisor Manual Online Exams The task is now removed from the original supervisor and assigned to the alternate supervisor. See Figure Click Save. [Figure 69]

44 User Supervisor Manual REVIEW ALTERNATE SUPERVISOR S MY EMPLOYEE SECTION 1. From the Home page, click My Employees tab. 2. The user for whom the alternate supervisor now has responsibility to complete the task is displayed in yellow in the employee tree. 3. Note the Alternate Supervisor icon ( ). See Figure 70. [Figure 70] REASSIGN RESPONSIBILITY 1. From the Home page, click My Employees tab. See Figure 71. [Figure 71] 2. Mouse over the employee card and select Manage Alternate Supervisors. See Figure

45 Supervisor Manual Online Exams [Figure 72] 3. To reassign responsibility to the original supervisor, click the Make Responsible button for the task, for that supervisor. See Figure 73. Or 4. To reassign to a new alternate supervisor, use the type-ahead feature to enter the last name of the user you wish to identify as the alternate supervisor for the employee and select the user you wish to assign as alternate supervisor. 5. Click Save. [Figure 73]

46 User Supervisor Manual IRU SYSTEM SUPPORT:

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