Learning Management System (LMS): Assigning and Tracking Training Using the UC Learning Center

Transcription

1 Learning Management System (LMS): Assigning and Tracking Training Using the UC Learning Center UC Davis Department Safety Coordinators April 23, 2014

2 Learning Management System (LMS) (a.k.a. UC Learning Center) Implemented by UCOP in 2007 Designed and licensed to provide employee training Key driver was new systemwide employee compliance training such as sexual harassment prevention, ethics, conflict of interest Training for non-employees (students, affiliates) was an incidental consideration and not part of the vendor contract or UC implementation plan Currently in use at 10 campuses, 4 medical centers, UCOP and LBNL

3 LMS at UC Davis Implemented at UC Davis campus in 2008 Implemented at UCDHS in 2010 The numbers (for 2013). Classroom-based: Number of classes held: 1,276 Total attendance: 38,028 E-learning: Number of e-learning courses available: 4,174 Total completions: 141,678

4 Employees: The good: User Data User accounts automatically established and maintained in the LMS via a payroll/personnel system (PPS) feed from UCOP The challenges: Typically a 48-hour lag between PPS update and LMS update Lack of supervisor information: PPS does not contain supervisor data; UC Davis campus does not have a centralized system containing this information We are able to feed UCDHS supervisor information because it is maintained in PeopleSoft Manual updates are required for campus supervisor information

5 Students/Affiliates: The challenges: User Data There is no centralized feed of student or affiliate information provided to UCOP or to the LMS The current LMS vendor contract is for employees; it does not support non-employee (e.g., student and affiliate) use beyond an incidental level Note: Students who are also employees are considered employees, and are handled through the UCOP PPS data feeds More on this topic in a few minutes

6 2015 UC LMS RFP Project: UCOP is currently developing an RFP for an LMS that will be configured to support the entire UC community (employees, students, affiliates) Not necessarily a change in vendors (Optimistic) implementation timeline is Q1 of UCPath Project A Peek at the Future Systemwide replacement of PPS with PeopleSoft Phased implementation beginning in 2015 UC Davis implementation currently slated for 2016 UCPath will contain supervisor data and user records for affiliates (contractors, volunteers); not students

7 Managing Assigned Training Example: Veterinary Medicine Teaching Hospital (VMTH) Combination of custom VMTH e-learning and UC Davis standard e-learning modules Overall coordination by VMTH safety coordinators Training assignments managed via LMS rules maintained by SD&PS VMTH supervisors notify Staff Development and Professional Services (SD&PS) of new employees and/or changes in supervisor

8 Managing Assigned Training Example: Student Health and Counseling Services (SHCS) Combination of custom SHCS e-learning and UC Davis standard e-learning modules Overall coordination by SHCS human resources and SHCS safety coordinators Training assignments managed via LMS rules maintained by SD&PS SHCS HR notifies SD&PS of new employees and/or changes in supervisor

9 Managing Assigned Training Example: Bio and Ag Engineering (BAE) Primarily UC Davis standard e-learning modules Coordination managed BAE safety coordinators Training assignments managed via LMS by BAE safety coordinators BAE safety coordinators notify SD&PS of new students and/or non-bae employees requiring safety training BAE safety coordinators automatically have access to all BAE employees; non-bae employees and non-employees are handled via this process

10 User Viewability and Permissions First Step: DSC (or other appropriate individual) sends request to SD&PS to be given permission to view users in their department(s) SD&PS needs to know which departments(s) Once this is completed, the DSC will automatically have access to all of the employees in the departments; this list will be automatically updated via the UCOP PPS feed The DSC will also have access to Manager view (for assigning and tracking training) and Report Manager view (for generating reports) The trickier part students and affiliates Typically, DSCs compare the list of users they can see in the LMS to the list of users for whom they are responsible They then send the net differences to SD&PS so that their viewable users list can be updated Once this is done, it s all about establishing a local business process to keep the list updated

11 Demonstration Time..

12 Next Steps. Send SD&PS an to get the process started Start by getting access to the employee in your department(s) Try out the new management and reporting tools that you are able to access Determine where the gaps are Do you have students/affiliates that you need to manage? Do you have custom training that you would like to develop or track? Do you need reports with different information?

13 Questions?