Employee Training Center LearnerWeb Manual

Transcription

1 Employee Training Center LearnerWeb Manual Supported by the Environmental Health & Instructional Safety office Page 1 of 35

2 INDEX 1. LearnerWeb Introduction Key Terms Icon Glossary Dashboard Overview a. Left hand menu. 4 b. Center pane menu..4 c. Right pane menu My Menu link descriptions... 5 a. My Dashboard..5 b. My Profile...5 c. My Enrollments d. Course Catalog..6 e. My Training Requirements...6 f. Schedule g. FAQ h. Contact Info... 7 i. Log out.8 MANAGER / TRAINER SECTION 6. Manager Menu link descriptions... 8 a. People....8 b. Courses c. Master Schedule Instructions...10 a. How to log into the ETC b. People i. Viewing an employee...11 ii. Viewing / Updating an employee s history.. 12 iii. Adding an employee to LearnerWeb.. 13 c. Courses...13 i. Adding to Course Catalog (Part 1) ii. Adding to Master Schedule (Part 2) iii. Specifying a trainer for an Event..18 iv. Deleting an Event v. Notifying people of class cancellation (Part.1) 19 vi. Cancelling registration (Part.2) vii. Cancelling event (Part.3)..20 viii. Viewing / Searching for classes ix. Registering for an event x. Approving employee enrollment.. 23 d. Master Schedule...23 i. Class Participants ii. Marketing iii. Printing class Roster LearnerWeb Policies..27 a. Contact..27 b. Classes Naming Conventions...28 USER SECTION 9. Instructions. 28 a. How to log into the Employee Training Center b. Adding the training tab to your portal People. 30 a. Viewing your profile b. Viewing your training history Viewing / Searching for a class Registering for an event Contact Information.35 Page 2 of 35

3 LEARNERWEB INTRODUCTION The Employee Training Center is the website that manages scheduled and online training. LearnerWeb is the software utilized to provide these services; therefore this manual refers to LearnerWeb when providing instructions. KEY TERMS Course o This is the description of the class Days Valid o This is the amount of time that the class is available for (set by instructor or department s preferences) Employee Training Center o This is the name of the web site that hosts training and training activities Event o This is an occurrence of the course LearnerWeb o This is the name of the software that the Employee Training Center uses Location o This refers to the name of the building ex. College Park Manager o This is the person that you report to Security Profile o This is the access that you have within the Employee Training Center system. Venue o This is the name of the room number ex. CP 770 ICON GLOSSARY Add Output to Excel Event Listing Printer Friendly Help Information Delete Month at a time and Day at a time view Page 3 of 35

4 DASHBOARD OVERVIEW The dashboard is visually divided up into three sections The left pane The center pane The right pane Left Pane Center Pane Right Pane Left pane My Menu contains links all users have access to, to navigate through the LearnerWeb web page. (Previously these were located as tabs across the center of the web page). Manager Menu contains the links a Manager, Manager/Trainer, Trainer, Trainer Assistant and Records Reviewer will use to navigate and perform functions in LearnerWeb. Center pane The Welcome Back box contains two quick links to the Contact Information page and Frequently Asked Questions page My Enrollments box contains all classes that you (person who is signed in) are currently enrolled in. Completed Training contains the last 5 classes or less that the user (person who is signed in) has completed. This acts as a snapshot view of class history. Right pane Training News contains reminders and/or notices about the Employee Training Center LearnerWeb. (Reminders / Notices are updated as needed) Search Course Catalog contains a search that allows you to enter a key phrase to search for a class. My Learning Tracks contains a listing of all the learning tracks which you (person who is signed in) are responsible for completing. (Some people may not have any. This is dependent on job requirements and supervisor preferences). Page 4 of 35

5 MY MENU LINK DESCRIPTIONS My Dashboard This link will navigate you back to your homepage My Profile This link will navigate the user (person who is signed in) to your personal profile information. If you notice any information here that is incorrect, please notify: o o Full time Faculty and Staff, please contact HRMS at hrms@fullerton.edu Once your information is updated with HRMS, the change should take effect quickly. Information is refreshed on a nightly basis. Students, please contact employeetrainingcenter@fullerton.edu Once your information is updated, the change should take effect immediately. My Enrollments o This allows you to view all of the classes that you (person who is signed in) are enrolled in. Page 5 of 35

6 Course Catalog This shows all of the courses that are offered in LearnerWeb. You can search for a particular course by using the search bar at the top of the screen. My Training Requirements This link will show you all of your required courses and the status of those courses You can filter the view by completed classes or incomplete classes by selecting the view options at the top of the screen. (Indicated by the red circle) Schedule This link shows all of the classes that are being offered for each month in the Employee Training Center. Page 6 of 35

7 You can view the courses offered in three different ways o calendar view (as shown above) o list view o day at a time view (See icon glossary for icons to toggle view) Frequently Asked Questions This link shows the most commonly asked questions and answers for users reference This page also provides the link for new users request o Contact Information This link lists the contact information for departments associated with the Employee Training Center o EHIS provides support of the Employee Training Center, provides classes o CMS provides classes o Previous ETD classes provides classes Page 7 of 35

8 Log Out This link will immediately log you out of the LearnerWeb system MANAGER / TRAINER SECTION The Manager / Trainer section provides instructions and explanation to the following user group: Managers, Manager / Trainers, Trainers, Trainer Assistants and Record Reviewers. Items covered in this section are specific to this group s needs and functions. MANAGER MENU LINK DESCRIPTIONS People This link allows you to view an employee s training history as well as profile information. o (Access to information is dependent on your job needs; depending on your security profile, you may have limited access) For instructions on how to view history see the Instructions section of the manual (for page number, see index) Courses This link allows you to view what course descriptions are currently listed in the Employee Training Center. Page 8 of 35

9 Courses that are listed do not necessarily have a date scheduled. For courses that have a scheduled date see the Master Schedule link Master Schedule The Master Schedule link shows all of the classes that are available for enrollment You can view the courses offered in three different ways: 1. calendar view (as shown above) 2. list view 3. day at a time view (See icon glossary for icons to toggle view) Page 9 of 35

10 INSTRUCTIONS How to log into the Employee Training Center Log on to your CSUF portal located at Click on the training tab Click on any of the three top images or click the click image to enter link located right above the image Page 10 of 35

11 This will take you to the Employee Training Center home page which is also referred to as the dashboard People Viewing an employee Click on the People link the My Manager Menu Enter the persons name or CWID in the search field and click on the Go button Page 11 of 35

12 Once you find the person in question, click on the green I icon located on the right side of the screen Click on the properties tab to view personnel information If there is some information incorrect on the properties page, you will need to contact HRMS to have them correct it in their system. (Contact HRMS at hrms@fullerton.edu, contact information also available in Contact link in LearnerWeb) Once it is updated in their system, it will automatically update in the Employee Training Center. Viewing/Updating an employee s history Find the person (per the directions above) Select the history tab Select the class you would like to update by clicking on the green I icon Page 12 of 35

13 A pop up screen will bring you to the page below, where you can edit information as necessary. Adding an employee to the Employee Training Center This can only be done by the Employee Training Center administrators This is to ensure data integrity and prevent duplicates New employee, please allow 2 weeks for your name to show up in the system. Students, will not be in the Employee Training Center. The system is designed for employees; subsequently, students cannot be entered in the system without contacting the system administrator (the office of Environmental Health & Instructional Safety at x7233 or employeetrainingcenter@fullerton.edu). If you are a CSUF employee and worked longer than two weeks and still do not see your name in the system, or would like to enroll your student / graduate students, please go to the link and fill out the information requested: If you have any further questions, please call the EHIS main office at or employeetrainingcenter@fullerton.edu for further assistance. Courses / Events Adding an event Adding an event is done on two parts. The first part requires adding the course (if not already in the database) to the Course database. The second part requires adding the class to the Master Schedule. Page 13 of 35

14 Part 1. Adding to Course Catalog (NOTE: Part 1 only needs to be done once for each course. If the course has already been created, you can skip ahead top Part 2) Click on the Courses link in the Manager Menu Click on the green plus icon This will bring you to the Add Course Wizard; it will guide you through Select Schedule Training, and click next Be sure to enter in fields with an asterisk next to it. Failing to do so will cause complications later on. Page 14 of 35

15 Field Descriptions Course ID: Is a quick reference to a particular class. (For new Course ID policies, see the Policy section) Course Title: this should be a general description of the class. However this should remain short. I.e. Introduction to Excel Status: The default setting of active, should remain Delivery: This indicates what medium the class will be taught in. I.e. classroom, online or video to name a few. Use the choices from the dropdown menu Course Description: This is a more detailed description of what the course entails Enrollment Rules: This specifies what restriction you would like to place on enrollment. For example, you may want the employee to get supervisor approval for the course, or you may not want any restrictions, which would then be Open Enrollment option. Please use the drop down menu to select a choice Minimum / Maximum class size: This is where you indicate the minimum and more importantly the maximum class size. This is often dependent on your training facility Waitlist: this is the amount of people that would like to register for the class, however are unable to due to the class reaching maximum capacity (set forth by you) Enrollment Open day: This specifies how long you would like the class to stay open for enrollment Enrollment Close day: This is the day that enrollment will close; people will no longer be allowed to enroll. When you are done entering in the information, click the Enter and the Save and Close button This will take you back to the Courses link Specifying Trainers Next you will need to specify the trainer. This is an important step. Failing to do so will cause some error in communication between registrants and trainers. In the Courses link select the particular class of interest o Select the Settings tab o Select the trainers tab o Click the green plus sign, and the Add Trainers to Course Wizard will open Page 15 of 35

16 o o o o A pop up window will open, with a list of available trainers Select the people you would like to possibly train the course. Click on the person s name and click on the add button When you are done selecting trainers click on the next button The screen will refresh, with the trainers that you indicated listed Part 2. Adding to Master Schedule Click on the Master Schedule Click on the green plus sign to add a training event Add Class Wizard window will open Select the default Training Event and click next Enter the Course ID for the class that you are scheduling, and click next o Optional: you can also enter the Course Title and click next Page 16 of 35

17 It will bring up the course description (provided you followed instructions in Part 1) Change the time and date to the date and time of the class Click next Click the Save the class and exit the wizard option Click next It will take you to the Calendar Edit screen. Here you will give further specifications for your event. You can make changes in this screen if you would like When you are done making any changes (if necessary click save) Click on the Sessions tab Click on the green I icon Page 17 of 35

18 In this screen the Venue and Location are two important fields that you need to fill out Field Descriptions Venue: This is the room number in which the training will take place Location: This is the building name in which the training will take place If you do not find your venue or location in the drop down menu, please call or and we will add it to the list To edit the venue and location at a later time: o Go to the master schedule o Click on the class that you want to edit o Click on the sessions tab o Click on green I icon o Enter information as necessary Click the save button Click the close window when you are done Specifying the trainer for an Event Click on the Trainers tab Click on the green plus sign A window will pop up with the possible trainers that you have selected Select which trainer you would like to teach the class by clicking on their name then clicking on the add button o If you do not see the Trainer that you would like, please refer to the Specifying a Trainer section of the manual Click on next when you are done The screen will refresh and show the trainer that you have selected Deleting a event You may decide that you do not want to/ or not able to hold a particular class. To delete the event is a three step process. First, you notify any people that are registered in the course. Second, cancel registration. Third, cancel the event. Page 18 of 35

19 Part 1. Notify people that are currently registered in the class This can be done two ways. The first way is by viewing the class roster to see who is enrolled in the class, then sending then an via outlook to notify them they the class is being cancelled. The second way is to use the Participants feature. o See Class Participants instructions Part 2. Cancelling registration Go to the master schedule link Select the class that you want to cancel by clicking on the link Select the Event workflow tab Select the Event update link A Training Event Update Wizard will pop up Select your preference for viewing registrants Click next Change the status to cancelled for all registrants Click Next Click close window Page 19 of 35

20 This will send a notice to the people enrolled in the class that they are removed / cancelled from enrollment Part 3. Cancelling Event Click on master schedule Switch to your preferred view (optional) Select the class that you would like to cancel by clicking on the class link Click on the sessions tab Select the red X to delete This cancels the event and removes it from the Master Schedule The course will still appear in the Course catalog, so that you may schedule this as an Event at a later time to your preference Viewing / Searching for classes There are three ways for searching for a class: 1. Through the dashboard 2. Through the Course link 3. Through the Schedule link Through the Dashboard From the main menu type in the course ID into the keyword search box. I.e. UBI or CMS Page 20 of 35

21 This will bring up all the classes with the associated course ID A list of courses will appear, however is it important to look at the actions available in the action column o Enroll this action will allow you to enroll in the class. o Review this entry is for online classes, and will open the online class o Request this request will send a notification to the instructor that you would like the class to be offered o Empty this indicates that there is no occurrence of the class, and is not available for a request to the instructor. Through the Course link Click on the Course Catalog link Enter the course ID keyword I.e. CMS, UBI, etc. in the search box Page 21 of 35

22 A list of courses will appear, however is it important to look at the actions available in the action column o Enroll this action will allow you to enroll in the class. o Review this entry is for online classes, and will open the online class o Request this request will send a notification to the instructor that you would like the class to be offered o Empty this indicates that there is no occurrence of the class, and is not available for a request to the instructor. Through the Schedule link Click on the Schedule link from the dashboard This method will list classes that are offered. You can sort this view three different ways: 1)List view 2) Month at a time 3) Day at a time o To access the different view, click on the appropriate icons (listed in same order as description above) o Registering for an Event To register for an event, find the class (see searching for an event instructions below) From the master schedule, click on the link of the class that you would like to register for Page 22 of 35

23 Next, click on the register button, this will lead you to an Enroll in Training window Indicate if you have any special requests or requirements in the text box below There is a link, indicated in blue that allows you to have the event that you are enrolling in added to your outlook calendar. If you would like the event added to your outlook calendar, click on that link. Approving Employee Enrollment This link is for managers to approve direct reports request to enroll in a class You will receive notification indicating that a direct report is requesting your enrollment approval. To approve, click on the Course Approval link and follow the wizard to approve Once you have approved the employee they will be registered for the course, provided the instructor did not set any other specifications Notifications Using Learnerweb, you can send messages to the people enrolled in your class or, messages to people who you would like to enroll in your class. By utilizing LearnerWeb s wizard, it provides a user friendly message to people. Getting started Click on the Master Schedule link Click on the particular class that you would like to send an about Click on the Event Workflow tab. From here there are two types of s you can send out a. Participants b. Marketing Page 23 of 35

24 Participants Click on the participants link Select participants (this will send an to all people listed as registered for the class) The following screen will appear From the drop down list, you can choose a variety of templates Click next In this next screen you may change the message; however it is recommended that you leave the default message. The last screen of the wizard allows you the choice to send another or return to the Event Workflow page Page 24 of 35

25 When you have selected your choice, click on the close window button Marketing Click on the Marketing s link A Marketing Wizard window will open up Enter the information that you have available Click next You will be prompted to verify the person that you wish to send an to Click next Next, you will be given the choice to add more learners to your marketing or to proceed with choosing a template Page 25 of 35

26 Select the template that you would like to proceed with Type your message in the text box Click next You will have the option of previewing your marketing message, sending it, or exiting the wizard. Printing class roster Click on the Master Schedule link Select the particular class link that you would like to print a class roster for Select the Print Class Roster link Page 26 of 35

27 A pop up window with the class information and employees registered for the course will open Once the window with the class roster opens up, right click on the page and select print LEARNERWEB POLICIES Contact We ask that you first contact the following contacts for questions or comments. Who: Environmental Health & Instructional Safety For: General questions, or LearnerWeb support Where: or Who: CMS For: CMS related issues with classes or scheduling Where: Lyn Ledyard at Who: Previous ETD Classes For: Previous ETD classes related issues or scheduling Where: Barbara Mullinax at Contact Information is also found by clicking on the Contact Information link of LearnerWeb After your first contact if you are dealing with a situation with a particular person, you may contact that person directly. However, we ask that your first contact us by one of the methods mentioned above. This will help ensure that your requests and concerns are addressed. Page 27 of 35

28 Classes Naming Conventions In order to provide a user friendly search system, the Course ID s of all new classes will be required to follow a guideline. 3 4 letters representing the department name and 3 4 numbers representing the class (see below) o EHIS101 o UBI2001 o CMS0001 For a more detailed description, you may use the Course Title to indicate the subject of the class USER SECTION A user is a person, who is using LearnerWeb for training purposes. Most commonly this will be Full time Faculty and Staff; however there are some student users. Instructions How to log into the Employee Training Center Log on to your CSUF portal located at Page 28 of 35

29 Click on the training tab (see directions for adding a training tab if you do not see one) Click on any of the three top images or click the orange click image to enter link located right above the image This will take you to the LearnerWeb home page which is also referred to as the dashboard Page 29 of 35

30 Adding the training tab to your portal Log on to your CSUF portal located at Click on the profile tab Check the box coordinating to Training Next, click on the update button Click on the Refresh / Review Tabs button You should now see a Training tab at the top of your screen People Viewing your profile Click on the My Profile link in My Menu Page 30 of 35

31 If there is some information incorrect, you will need to contact HRMS to have them correct it in their system. o Fulltime Faculty and Staff contact HRMS at hrms@fullerton.edu o Students, please contact EHIS at employeetrainingcenter@fullerton.edu or Viewing your training history You can view your training history in two ways. The first method is from the dashboard. However it only gives you a most recent history of the classes you have taken. To view your complete history, follow the directions below: Click on the My Training Requirements link from the dashboard This will take you to a screen that shows a history of the classes you have registered for and the status of those classes Page 31 of 35

32 If there is anything that you believe to be incorrect in your training history, please send an to Viewing / Searching for classes There are three ways for searching for a class: 4. Through the dashboard 5. Through the Course link 6. Through the Schedule link Through the Dashboard From the dashboard, type in the course ID into the keyword search box o For example, UBI or CMS This will bring up all the classes with the associated course ID A list of courses will appear, however is it important to look at the actions available in the Action column (see snapshot below) o Enroll this action will allow you to enroll in the class. o Review this entry is for online classes, and will open the online class o Request this request will send a notification to the instructor that you would like the class to be offered o Empty this indicates that there is no occurrence of the class, and is not available for a request to the instructor. Page 32 of 35

33 Through the Course link Click on the Course Catalog link Enter the course ID keyword I.e. CMS, UBI, etc. in the search box and click Search A list of courses will appear, however is it important to look at the actions available in the action column o Enroll this action will allow you to enroll in the class. o Review this entry is for online classes, and will open the online class o Request this request will send a notification to the instructor that you would like the class to be offered o Empty this indicates that there is no occurrence of the class, and is not available for a request to the instructor. Through the Schedule link Click on the Schedule link from the dashboard Page 33 of 35

34 This method will list classes that are offered. You can sort this view three different ways: o 1. List view 2. Month at a time view 3. Day at a time view To access the different views, click on the appropriate icons (listed in same order as description above) Registering for an Event To register for an event, find the class (see searching for an event instructions above) Click on the link of the class that you would like to register for A registering window will pop up Next, click on the register button, this will lead you to an Enroll in Training window Indicate if you have any special requests or requirements in the text box below Page 34 of 35

35 Contact We ask that you first contact the following contacts for questions or comments. Who: Environmental Health & Instructional Safety For: General questions, or LearnerWeb support Where: or Who: CMS For: CMS related issues with classes or scheduling Where: Lyn Ledyard at Who: Previous ETD Classes For: Previous ETD classes related issues or scheduling Where: Barbara Mullinax at Contact information is found on the Contact Information link of LearnerWeb After your first contact if you are dealing with a situation with a particular person, you may contact that person directly; otherwise we ask that you please contact us using the methods mentioned above. This will help ensure that your requests and concerns are addressed. Page 35 of 35