LEARNING MANAGEMENT SYSTEM MANAGER GUIDE Social Work Workforce Development
2 Training Team updated 20-10-14
CONTENTS CONTENTS... 3 MANAGEMENT AREA... 4 VIEW REQUESTS CALENDAR... 4 APPLICANT REQUESTS... 5 VIEW PENDING REQUESTS (APPROVING / CANCELLING)... 5 VIEW PROCESSED REQUESTS... 6 COST CODE APPROVAL... 7 VIEW COST CODE REQUESTS... 7 BUDGET... 7 VIEW BUDGETS... 7 VIEW EXPENDITURE... 7 VIEW COURSE EXPENSES... 8 VIEW GENERAL EXPENSES... 8 USER EXPENSES... 8 ADD USER EXPENSES... 9 PROFESSIONAL LEARNING... 10 UNVERIFIED QUALIFICATIONS (VERIFYING)... 10 QUALIFICATIONS EXTRACT... 12 QUALIFICATION RTF... 12 REPORTS... 13 APPLICANT COURSES REPORT... 13 ATTENDANCE OVERVIEW REPORT... 14 PARTIAL ATTENDANCE REPORT... 16 COURSE APPLICANTS REPORT... 17 COURSE TIME LIMITED REPORT... 19 LEARNING LOG REPORT... 20 VIEW ASSIGNED USERS... 21 PROXY FUNCTIONS... 22 VIEW AVAILABLE USERS... 22 HELP & FEEDBACK... 24 USEFUL CONTACTS... 24 3 Training Team updated 20-10-14
MANAGEMENT AREA Click on the Management Area and the following screen will appear Press OK to be transferred to the Management area VIEW REQUESTS CALENDAR Click on View Requests Calendar in the Management Area prior to approving / declining applications at View Pending Request. Requests Calendar allows you to see what staff are already on training. The timings of courses are indicated as follows: - Half day - Evening - Full day - Mixed Clicking on a date will display all of the applications for that day To change the month / year use the drop down list(s) or click on the blue arrows 4 Training Team updated 20-10-14
APPLICANT REQUESTS VIEW PENDING REQUESTS (APPROVING / CANCELLING) An automatic New application submitted for individual email from noreply@soprahosting.co.uk will be sent to your or central email address whenever staff linked to your financial code apply for a course. You will be informed of any pre- requisites that the applicant has to meet prior to you approving them to attend. To approve or decline this request please log into the Management Area Click on View Pending Requests Applicants who have applied for courses (either for specific a date or to be added to the waiting list) and are yet to be processed will be shown Click on the Status drop down arrow and select the appropriate option Click on Process These Requests twice to confirm approving or declining If there is limited availability for a course the maximum number of applicants who can be approved will be shown. Any applicants left 'waiting' will be added to a waiting list where they will be offered a place should a cancellation occur. This will be offered on a 1 st come basis. Automatic emails from noreply@soprahosting.co.uk will be sent to you and the applicant s email address when a course is going ahead, a course is cancelled or an offline applicant was added. Subject: Applicant Confirmed Course is going ahead and applicant was confirmed by Course Contact, No further action required. 5 Subject: Training Team updated 20-10-14 Course Cancelled
Course was cancelled. No further action required Subject: Offline Application Made Manager nominated a staff member for a course by emailing Course Contact. No further action required. VIEW PROCESSED REQUESTS Click on View Processed Requests in the Management Area and you will see all the requests from applicants who you line manage The following page show applicants requests which have been approved, declined and are waiting. Click on the dropdown list to select the filter by the Course Start Date or the Process Date. Use the calendar icons to select the start and end date for the range you wish to view and click on Go Actions: Further details for the request can be displayed using the View request details icon. The request can also be reprocessed (approved or declined) using the Reprocess this request icon The icon identifies that the feedback questionnaire has not been completed If you filter by selecting the Course Start Date option the Actions on the Right hand side will be different from the ones that display when you filter by Process Date e.g. View Request Details, Feedback Questionnaire not completed OR View Feedback Questionnaire. 6 Training Team updated 20-10-14
VIEW COST CODE REQUESTS COST CODE APPROVAL Click on View Cost Code Requests in the Management Area and view all applicants for your cost code(s) regardless of line manager i.e. approve on behalf of another Line Manager Follow the instruction View Pending Requests (Page 5) BUDGET This area can provide information regarding charges if staff attend Corporate Courses, which may have a cost (This does not link to ERP). VIEW BUDGETS Click on View Budgets You can view the budgets for your budget unit during selected period by clicking on the "View Budget Period" Icon in the Actions VIEW EXPENDITURE Click on View Expenditure An overview of budget expenditure for the selected year will be shown Select Year and Budget Unit from the dropdown list 7 Training Team updated 20-10-14
VIEW COURSE EXPENSES Click on View Course Expenses - Can be accessed by clicking on (View Breakdown) at Courses Expenditure: (Actual) within View Expenditure Screen An overview of budget expenditure for each individual course for the selected year will be shown Click on Show/Hide list of attendees icon in Actions VIEW GENERAL EXPENSES Click on View General Expenses - Can be accessed by clicking on (View Breakdown) at General Expenditure: (Actual) within View Expenditure Screen The General (Non-user) expenditure for the selected Budget Unit and Year will be shown USER EXPENSES Click on User Expenses To search for a user to view the budget details for, select the criteria from the dropdown lists Click on Go Staff from Budget Units you approve which match the query given will be shown. You may view expense details for users who have expenses data stored by clicking on the View User Expenses icon in the Actions column or search again using the search fields. 8 Training Team updated 20-10-14
ADD USER EXPENSES Click on Add User Expenses Update Start Date and End Date accordingly Select an instance and click on View instance details icon in Actions Select an applicant and click on Add applicant s expenditure icon in Actions Enter cost and click on Save Applicant Expenses Click on Return to Applicant List Click on Go Back 9 Training Team updated 20-10-14
PROFESSIONAL LEARNING The items identified above apply to Education only and separate guidelines have been issued regarding them. UNVERIFIED QUALIFICATIONS (VERIFYING) Each member of staff is responsible for recording their own qualifications on the system. An automatic Qualification requiring verification email from noreply@soprahosting.co.uk will be sent to manager s email address whenever staff input new qualification. After viewing the certificate(s), the manager can then verify them on the system. Click on Unverified Qualifications in the Management Area. Staff from Budget Units you approve which match the query given and who have unverified qualifications will be shown. To view a list of unverified qualifications for a user, click on the icon in the Actions You can verify qualifications for multiple users at once by clicking the "Verify Multiple Users" link in the bottom right of the page. 10 Training Team updated 20-10-14
To verify that you have seen the appropriate certificate tick the box for each record Click on Save Verification 11 Training Team updated 20-10-14
QUALIFICATIONS EXTRACT The manager can view / print their team member s qualifications extract. Click on the Qualifications Extract in the Management Area and the following screen will appear Click on Open to view the extract Multiple records will be show for people with more than 1 qualification Click on X to close the extract and to return to the Learning Management System QUALIFICATION RTF Click on the Qualifications RTF in the Management Area and the following screen will appear 12 Training Team updated 20-10-14
Select the searching criteria from the dropdown list and click on Go Click on Download Qualifications RTF (By User) or Download Qualifications RTF (By Qualification) and the report will appear REPORTS APPLICANT COURSES REPORT Click on Applicant Courses Report in the management area This report allows you search for an applicant and view all courses which they have attended as well as any courses they are scheduled to attend in the future. Select searching criteria from the drop down list and Click on Go You can search on multiple terms by clicking on the "ADD" icon at the end of the row to add another term. The users (if any) matching the query will be shown. 13 Training Team updated 20-10-14
Additional information has been included within the excel download of the Applicant Courses Report which includes summary of the session attendance, i.e. for a 5 day course it will identify the dates the applicant attended / not attended ATTENDANCE OVERVIEW REPORT This report displays training undertaken as well as not undertaken by staff. Click on Attendance Overview Report in the management area Enter details within search criteria above and following screen will appear View training for current employees takes you to another screen to view details 14 Training Team updated 20-10-14
Download training for current employees as Excel takes you to excel spreadsheet so that you can filter information for relevant courses Alternatively, you can obtain information for a specific course, by entering the Reference Number OR part of the Title as shown and clicking on Lookup Course Courses that have that information included will be displayed Click on Icon in Actions The following screen, similar to previous one, is displayed, but it identifies the information for the specific course only Spreadsheet download only displays information for the specific course 15 Training Team updated 20-10-14
PARTIAL ATTENDANCE REPORT This report allows you to search for a subset of applicants and view all the courses which they have part attended. Click on Partial Attendance Report in the Management Area Enter search criteria Information displayed on the screen Information downloaded into Excel spreadsheet and covers the following categories 16 Training Team updated 20-10-14
COURSE APPLICANTS REPORT Click on the Course Applicants Report in the Management Area This report displays information about applicants who have attended or are due to attend a course. Enter the Title you wish to view OR Enter the Course Reference Number (if known). Click on Look Up Course Results from the Applicants Course Report will be displayed. Click on Action to view report Click on the Action Icon to display the course details for this report Change the dates accordingly You can select from three options, View Applicants for future instances, View Applicants for non-closed Instances OR View Applicants for closed Instances 17 Training Team updated 20-10-14
Select as appropriate then click Go Results from the Course Applicants Report will be displayed. Download as Excel 18 Training Team updated 20-10-14
COURSE TIME LIMITED REPORT This report displays those individuals with a course that has an expiry date. Can download to Excel to quickly identify a specific course and the individuals the time limit affects. Click on the Course Time Limit Report in the Management Area Enter relevant search criteria details and amend the dates accordingly click GO The following screen will appear: Click on Download as excel spreadsheet to open the report in Excel 19 Training Team updated 20-10-14
LEARNING LOG REPORT This will allow manager s to identify staff that may have a certificate in a specific area, i.e. First Aid, which has not been undertaken by Fife Council and has been added via the staff member s CPD Learning Log. Click on the Learning Log Report in the Management Area Enter relevant search criteria details and amend the dates accordingly Click Go The Individuals will be displayed (Note: It will only be those staff who have inputted information for these dates that were identified) You can download in to an Excel spreadsheet by clicking on 20 Training Team updated 20-10-14
VIEW ASSIGNED USERS Click on the View Assigned Users in the Management Area. The following screen will show users assigned to you, i.e. you are either their line manager or they are in the same cost code and you can proxy to them. 21 Training Team updated 20-10-14
VIEW AVAILABLE USERS PROXY FUNCTIONS Click on View Available Users to access Proxy in the Management Area The screen displays the names of the workers the manager has proxy access to and which can be downloaded to Excel. Select the individual worker you want to proxy for and click on the Login as this User icon You will be taken into the following screen using proxy on behalf of the selected worker (please see the user guide for more instructions) Use the side menu bar for updating: Their Personal Details Course List Their Requested Courses Their Past Courses Their Email alerts Change Password Their CPD Portfolio Stop Proxying 22 Training Team updated 20-10-14
Click on Stop Proxying and it will take you back to your Management Area and to the list of View Available Users that you can proxy for. N.B. Do NOT use the X to close the system Always use the Log Out on the Home Page 23 Training Team updated 20-10-14
HELP & FEEDBACK If you require any help or have any suggestions as to how the CPD Management System could be improved, please email Course contact or use the Help & Feedback USEFUL CONTACTS Assessors Finance Housing & Neighbourhood Leisure & Cultural Services Social Work Community Learning & Development Amanda.Keenan@fife.gov.uk fap.cpd@fife.gov.uk cs.info@fife.gov.uk SWCPD.Co-OrdinationUnit@fife.gov.uk childcare.training@fife.gov.uk Corporate corserv.clmsadmin@fife.gov.uk Education Environment, Enterprise & Communities cpd.enquiries@fife.gov.uk eecresources.training@fife.gov.uk 24 Training Team updated 20-10-14