Administrative Help Manual

Transcription

1 Administrative Help Manual Topic Page Introducing the System... 2 Company Information... 3 Manage Users... 3 Reset Test Attempts... 4 Manage Groups... 4 Manage Documents... 5 Manage Menus... 9 Manage News Messaging Reports Frequently Asked Questions ComplyAbility support@complyability.com Phone: (800) July 2013

2 Introducing the System The information contained herein has been specifically designed as a guide for the company administrator in their management of the ComplyAbility system. Here you will find detailed but easy to understand and simple to use instructions on maintaining and/or updating your company information, the users (your employees) of the system and the groups (or departments) within your company. The company administrator will also learn to manage the documents in the system, manipulate current documents, make a document inactive, add new documents and make them available to employees. Because intra-company communication is so important, the administrator will gain knowledge about how to utilize this feature. The system is quite easy to use, and the administrator will quickly become an expert simply by using the various functions. So jump right in and let s get started! NOTICE that there is no worry about your regular employee(s) having access to the administration side of the system. Only the company administrator (Company Admin) may do so. To change administrative rights for an employee you must contact ComplyAbility via at support@complyability.com or by calling 800/ QUICK NOTES: While the system runs on any web browser, the system is optimized using Internet Explorer. You must have PowerPoint and Adobe Reader installed on any computer running this program. You may download a PowerPoint viewer at if you do not own the Microsoft office suite. Tip: A employee s curriculum will be reflected in up to three ways: 1) Current training that is currently scheduled 2) Incomplete training that has been started but not completed 3) Pending training that is due based on the delivery date and has not been started If this document doesn t answer all of your questions, please visit the FAQ section at the end of the manual, or ComplyAbility at: support@complyability.com. Most of what will be discussed in this manual can be found under the Company Admin menu of the system. Company Information The company Information screen is where the information relative to your company resides. You must enter/edit your company address and all contact information on this screen. You may also upload a company logo and view a list of users from this screen. Note: Maximum logo size is 300 pixels wide and 85 pixels high. 2

3 Manage Users Add a user: A. Log into the site and click on Company Admin B. Choose Manage Users C. Click the orange button labeled New User D. Enter all appropriate information; name, username, password, address, etc. Note: Fields that are marked with a red dot are required fields. a) When entering an employee or new user, check the box Active E. Scroll down the bottom of the page to view the Assigned Groups field. Under the Available Items box, choose the group that the user belongs to by clicking on that item, then clicking the "single" rightfacing arrow to move the item to the Chosen Items box. (Clicking the double-facing arrow will move all items to that box.) NOTE that a user may belong to more than one group. For example, a individual might be both a Supervisor and Inside Sales. Their documents will not be doubled if they are in more than one group. F. Click on the Save button at the bottom of the screen. The user is now active and ready to use the system. If you need to add an additional Company Administrator, call ComplyAbility at 800/ or us at support@complyability.com. Make a user Inactive: Note: This will be done when a user is no longer with the company or the Company Admin simply wants to remove them from the system. The user AND all records associated with that user is retained by the system indefinitely. This simply means that the user is no longer active or associated with the company. If you have seasonal employees, you can make that user active again, therefore building upon all of their saved past history. B. Choose Manage Users C. Find the user s name in the company administration list and click on that name D. Scroll down and remove the check in the box next to Active E. Click on the Save link at the bottom of the screen. Make an Inactive user Active: B. Choose Manage Users C. Click on the radio button next to the word Inactive at the top of the screen D. Click the button labeled Refresh User List - This will list all inactive users in the system E. Find the user s name in the company administration list and click on that name F. Scroll down and put a check in the box next to Active. Note: Be sure to update any information from when the user was last in the system. G. Click on the Save Link The user is now active and ready to use the system again. To make a user an Admin, please contact ComplyAbility to have their status changed. Reset Test Attempts Reset Test Attempts gives the company admin the ability to reset a particular test for an individual user. Resetting a test will force a module to current status and it will show on a user s curriculum. 3

4 Manage Groups Groups are simply a list of Departments or Job Titles that your employees fall into. These departments, or groups, determine which documents and/or training modules are seen and delivered to that employee. NOTE: You may add a new group to your system, but you then must select each of the documents and training modules that you want that group to see, before they will show up in the system for that new group. Add a New Group B. Choose Manage Groups C. Click on the orange button labeled New Group D. Type in the name of the new group E. Description and Sort Order are optional fields. F. Select the group type. NOTE: All groups that are currently set up in the system fall under the Department Type G. Make sure to Save the new group. H. You must now assign documents and users to the new group. I. Click on the tab labeled Document Selection. J. Put a check in the box next to each document you want assigned to that specific group. NOTE: You can Select All Documents by clicking the link at the top called Toggle All. This can be quite useful when you wish to assign the majority of the documents. In this case just uncheck the box adjacent to those documents you do not want added. You can also select an entire group of documents by clicking on the parent header pertaining to that group of documents. Click the Save button at the bottom of the document list when you are finished making your selections. K. Next, select the users you want assigned to that group. Click on the tab labeled Users. Put a check in the box next to the user s name. Click Save at the bottom of the users list. You have now successfully set up a new group. Remove a Document, or a User, from a Group: B. Choose Manage Groups C. Select the Group name from which you want to remove either a document(s) or a user(s) and select the appropriate tab. D. Remove the check in the box next to the document name or user you want removed. E. Be sure to click the Save button under the documents list, if you have removed any checks from the documents AND be sure to click the Save button under the user list, if you have removed any checks from the users. Group Document Assignment Group Document Assignment is another way to make changes to the documents to which particular groups have access. Simply check or uncheck the box that applies to a given document. 4

5 Manage Documents This is a list of all the documents that are available in the system. There are two tabs shown on this management screen, Active Documents and Inactive Documents. Active documents are all of those documents to which your company currently has access. Inactive Documents are those that have not yet been assigned to either a menu or a group. Make a Document Inactive If you have a document that is no longer valid or current, you can make that document inactive, therefore not available on the system to any user. Reasons to make a document inactive could include: You have updated and uploaded a newer, more up-to date document; it was a time sensitive document, like a chili cook-off notice; or the document is not pertinent to the type of business you run (i.e. Spray paint training, when your company never uses spray paint). NOTE: The documents are listed in Alphabetical order UNDER the menu category in which they fall in the main system. If you have trouble locating a document, you may use the Ctrl-F function on your computer to FIND the document. B. Choose Manage Documents C. Under the Active Documents tab, find the document that you wish to make inactive D. Put a check in the box at the far left of the document name. E. Click the Deactivate Documents button located at the top and bottom of the document list. F. The document is now inactive on the system. Make an Inactive Document Active If you have a document that is on the inactive list, but you need it to be available to all users, you will have to set that document to Active. B. Choose Manage Documents C. Under the Inactive Documents tab, find the document that you wish to make active D. Put a check in the box at the far left of the document name. E. Click the Activate Documents button located at the top and bottom of the document list. Add a new document into the system B. Click on Manage Documents C. Click the blue button labeled Add New Document D. Fill in all the information required: a) Title: This is the title of the document. This is the information the user will see under the various menus in the system b) Description: This is an internal use only description of the document July 2013 DOCUMENT ATTRIBUTES: c) Document Type: Select what type of document you are entering; File, HTML, Link or Video from the drop down menu shown 1. File: Word (.doc), Excel (.xls), Adobe (.pdf), Powerpoint (.ppt) 2. HTML: Any text you type into the Body field 3. Link: A web address, be sure to include the

6 4. Video: any video type, such as.wmv (large videos may time out before they are able to be uploaded. Be sure to compress and limit the video size) 5. DBFlash: You will not use this feature; it is linked to any flash training programs in the system currently created by our system administrator. d) If you have selected file, link, or video, a new window will appear under document type labeled as Location. If your selection is a 1. File: You will see the Choose File button. Click on the button and browse for your file on your computer and click open. 2. Link: You will be able to enter the URL in the Location window, Type in the web address you wish to link to. Remember to use the in the address. 3. Video: Follow the same directions as for a file. e) Body: If your document is an HTML document, or a document that you want typed out to view on the screen just as you type it, enter the text here. NOTE: There is a button at the top left hand side of the screen (Source) that when toggled allows you to switch from HTML view to Design view. NOTE: If your document is a Word (.doc) file, an Excel (.xls) file, an adobe file (.pdf), or any other type of file, you do NOT need to enter anything into this body. NOTE: If the document has several sections that you wish to add as part of a whole document, enter only the introduction into this field. This may be a document title, the first page of a multi-page document, etc. See Adding Sections in this manual to add other sections to your document after completing these steps. f) Editable: If you wish your users to be able to edit the document on their end, you may check this box. It is recommended that you DO NOT do so. g) Active: This box MUST be checked to make the document available to all users. If the document is a work in progress, and you do not want it available until you finish, you may leave this box unchecked until you are ready to make it live. h) Delivery Date: This is the date in which you would like the document to go live. If this document has a test, this will be the date the document and test are delivered to the curriculum of the user. TEST ATTRIBUTES: Enter information only if a test is associated with this document. You may leave blank if no test is used. i) Test Frequency: (in months) Enter how often you would like this test to reoccur in the curriculum. (i.e. enter 12 if you would like it to deliver once a year) j) Past Due: (in days) Enter how many days a user has to complete and pass the test before it is considered Past Due and shows in a past due report. k) Delivery Date set the date for which the document should be delivered to employees. l) Number of Test Attempts: Number of times the user is allowed to take the test until they have passed. If left blank, the user will be allowed to take the test again and again until they pass. m) Count Missed Questions Incorrect: If selected, this will not allow missed questions to be corrected. It will count the missed questions as a wrong answer. If this item is not selected, the system will warn the user that they did not answer a question, and the user will have a chance to provide an answer. n) Show Missed Questions: When selected, this will show the question and answers to missed questions after the user has completed their maximum allowed attempts on the test. o) Closed Book: When selected, the user will not be allowed to refer back to the document while taking the test. p) Min Passing Percent: This is the minimum passing percentage the user is allowed to have before the test is graded as a passing grade. NOTE: enter a round number and do 6

7 not include the percent sign (i.e. 75 would mean they have to receive a 75% to pass the test) E. On the Menu Assignment tab select the location where you would like the document to be found within the menu system. Put a check in the box next to the Menu location. F. Click the button labeled Save Document G. You now need to assign this document to a group. From the Group Assignment tab, choose what groups are allowed to see this document, and add them to the box on the right. H. Click on the button labeled Save. I. If you need to add a test to this document see Adding a Test to a New or an Existing document, and skip to step D under Adding a test to a new or an existing document. Add a New Section to this Document An example of a document with sections would be an employee policy manual, which may have sections titled Vacation, Benefits, Work Hours, etc... Your company safety manual would be another example. After you have added a new document (we use "document" interchangeably for form, a manual, a training module, etc.), search for your document in the Document List, which is accessed from Company Admin > Manage Documents > Document List. Documents are listed by Menu item. Each main menu item - as well as sub-menu item - can be expanded by clicking on the + icon that precedes the various listings. Your document will be listed under the menu/sub-menu item to which you assigned it during the setup process. A. When you locate the document, click on the Edit Button ( ) adjacent to it. When you do so, you will be presented with the Content screen. There are five (5) tabs at the top of the screen. Click on the Document Sections tab. There are three (3) editing/functionality icons adjacent to the Document or Section Title(s) for that specific document. B. Scroll through the sections and click on the green plus button (+) next to the title or section to Add a New Section to This Document. C. Enter the appropriate information for this Section: a. Title: This is the title of the section or sub-section. b. Description: This is an internal use only description of the document c. Document Type: Select what type of document you are entering; File, HTML, Link or Video (use the same directions that you did for the main document in entering these types of documents.) a) File: Word (.doc), Excel (.xls), Adobe (.pdf), Powerpoint (.ppt) b) HTML: Any text you have entered into the Body field above c) Link: A web address, be sure to include the d) Video: any video type, such as.wmv (large videos may time out before they are able to be uploaded. Be sure to compress and limit the video size) d. Body: If your document is an HTML document, or a document that you want typed out to view on the screen just as you type it, enter the text here. NOTE: The Source button at the top of the body box allows you to switch from HTML view to Design view. NOTE: If your document is a Word (.doc) file, an Excel (.xls) file, an adobe file (.pdf), or any other type of file, you do NOT need to enter anything into this body. e. Location: Do not enter anything into this field yet. If you have a file to attach to this document, it will be uploaded after the initial information is created. D. Click Save. E. Repeat Steps A D for each section you wish to add to the document. 7

8 Add a Test to a New or an Existing Document There are two ways that test questions operate within the system. 1) Standard test questions - where the same questions are given to every user, and 2) Rotating test questions - where you set up test topics, then add questions under those topics. The questions will rotate within those topics, making the questions vary among users, OR rotate when a test is failed and the user must retake the test. B. Click on Manage Documents C. Scroll through the documents (as described above), and click on the edit button ( ) next to the document to which you want to add, change or delete a question. D. You are presented with the Content screen showing 5 tabs at the top of the screen. Click on the Testing tab. E. To add a Test Question follow these steps: a) Click on the button labeled New Question. The Test Question Information screen appears. b) Question: Type the test question into the field c) Question Type: Choose from Fill in the Blank, Multiple Choice, or Single Answer OR True/False (Note that Essay is no longer an option) 1. Fill in the Blank: Answers are given in text format. Be aware that the system will only accept answers that match EXACTLY with the correct answer. It will not recognize slang, abbreviations or synonyms. 2. Multiple Choice: Only one selection is the correct answer 3. Single Answer OR True/False: Only one selection is correct H. Click on the Save button. I. The Question Answers will now appear below your question. J. Type in the Answers the text box labeled Question Answers. Type in the answers in the order you wish them displayed on the test. (for instance, you do not always want the correct answer to be first) K. Put a check box in the Correct box if the Answer is CORRECT. An unchecked box means that it s a wrong answer. L. Click the Save button. M. Repeat Steps I Thru K for each answer you would like to make available. N. Repeat Steps E Through L for all the questions you need added to the Test To Add a Rotating Topic Test Click on Add a New Question Topic from the Testing screen. O. The Document Test Question Topic Information screen appears. Give the Topic a name. It might be as simple as labeling each topic by number (i.e. Topic 1, Topic 2, Topic 3, etc.). Another example might be: You have a test on Fall Protection and the test covers topics such as PPE, Scaffolding, Warning Lines, etc. and you want to make sure there is a test question under each of these topics, you would enter each of these as Topics. You can have more than one Topic that is the same, but the questions under each should be different so the user doesn t have the same question randomly pop up under both topics. P. You must enter a description for this topic. (This may the same as the topic name, or anything else.) Click the Save button to record the information. Q. A Topic Questions section will now appear at the bottom of this screen. R. Click the Add a Topic Test Question link shown below the Topic Questions heading. S. The Test Question Information screen will appear. T. Follow steps E through L above to complete the process. 8

9 Manage Menus Manage Menus is not only a way to create new menu categories, it is an easy way to assign a large group of documents to that menu item. You can use this to move documents to specific menus to suit your taste. NOTE that you can add main menu items as well as add sub-menu items. This is a two (2) step process. You first create the menu item, then you assign documents to that item. Step #1. Add a New Menu Item A. Go to Company Admin>Manage Menus, click the Add New Menu button. This screen will appear: B. Name: Type in the name of the Menu item. C. Description: Enter a description (Optional). D. Parent Menu: Click on "Change Parent" ONLY if you are adding a Sub Menu item. If the item will be a Main Menu item (showing as a menu item at the top of the screen), it is not necessary to change the parent, as the item will be a parent for sub menus to be added later. E. Sort Order: If you wish to order the menu item - either with respect to the Main Menu, or a sub-menu - place an order number here. Otherwise it will appear alphabetically. F. Click on the button labeled Save Step #2. Adding Documents to the Menu Item G. The next step is adding a document(s) to the menu just created. Go to Company Admin>Manage Documents. Click the Add New Document button. H. Follow the usual steps relative to adding a new documents as detailed in the Manage Documents section of this manual. I. After you have completed the information required to create a new document, click the Save button. J. Next click on the Menu Assignment tab on the Content screen. K. Check the box adjacent to the menu item to which the document(s) will now belong. Click on the Save button at the bottom of the screen. L. Next click on the Group Assignment tab at the top of the screen. Select the groups to which you want the document to be available from the Available Items box, and move them to the Chosen Items box. Click on the Save button once again. You will see the Successfully Saved message appear briefly alerting you that the document was saved as instructed. M. This completes the process, but NOTE that you must log out of the system and login once again for the change(s) to take effect. 9

10 Manage News News Items are small quips that are displayed on the Home page when a user logs in. They can be used for sharing company information, as reminders, as notices of new documents, as well as general office updates anything you wish actually. Add a New News Item A. Click on Company Admin>Manage News. Here you will see all the news items that are either currently displayed or have ever been posted to the system, unless you have deleted them (which you can do if you wish by clicking on the RED X button adjacent to the item you wish to delete). B. Click on the button labeled New News Item C. Fill out the appropriate fields: a) Title: The title of the news Item b) Body: Type the news item in this area c) Start Date: Date you wish the news item to "first" be displayed d) End Date: Date you wish the news item to be "removed" and not be displayed e) Sort Order: This is the order in which you wish the news item to appear on the user's home screen (1 it will be first, 2 it will be second, etc.) D. Click on the Save button. E. You can edit news items already created by clicking on that news item name and changing the information and clicking Save. NOTE: You will have to log out and log in once again to see the news item displayed on your Home screen. Messaging Any user can send another user a message via the Messaging system. To send a message: 1) Click New Message on the menu bar. 2) You must give the message a Subject. 3) Select the recipient(s), by choosing a single or group of individuals from the window on the left, then clicking the right arrow (>) to move them to the Chosen Items box. 4) Choose the Priority of the message. NOTE: A High Priority message demands the user read the message before s/he is allowed to do anything else within the system. A Low- or Medium- Priority message will show in the user s message box. 5) Options: There are three (3) checkboxes shown. You can elect to have a duplicate copy of the message delivered to the recipient's address in addition to the internal messaging system. Similarly, you can elect to have a duplicate copy delivered to your address. Finally, you must check the Message is Active box to have your message delivered. 6) Show For: Enter the number of days that you want the message to be active within the system (i.e. Enter a 3 and after the 3rd day the message will no longer be shown in the recipient's Messages box on their home screen.) 7) Type the Body of the message in the space provided. 8) When you are ready to deliver the message, click the Send button. All incoming and outgoing messages are saved in Archived Messages Under Messaging on the menu bar. 10

11 Reports As an administrator, you have access to three different types of reports; Executive Task Reports, Corporate Performance Reports and Individual Task Reports. Each report pulled will open in a Abode Acrobat reader box, allowing you to save the report, print it, or it to an individual. Note: Please be patient, these reports may be slow to load, as it has to access all your employees and every training in the system. Individual Task Reports: Each employee has access to their own individual task report. This report will tell you what tasks are overdue and incomplete, as well as completed tasks and the date it was completed on and the date it will become due next. Management Reports Employee Group Report: Allows you to run a report showing employees that are assigned to a particular group(s). Individual Testing Status: As an administrator, you are allowed to choose from all of your employees to pull a separate report for each. This report will tell you what tasks are overdue and incomplete, as well as completed tasks and the date it was completed on and the date it will become due next. Corporate Performance Report: This report gives an overall percentage of trainings complete, broken down by groups and displayed in color charts. Login Tracking Report of all logins for the company. Can be filtered by date. Executive Task Reports 1. Current training due Sortable by Group or Employee list of all trainings due 2. Employees with Overdue Training Sortable by Group only list of overdue trainings 3. Overdue Training Sortable by groups or employees list of overdue trainings. 4. Training Failed Sortable by groups or employees list of failed trainings. 5. Training History - This report allows you to pull history based on a certain date range, and give you the option of only trainings passed, and/or failed. You will get a list of the employees, their training module and the status of that module (passed or failed). 6. Training Passed - This report displays a list of your employees that have taken and passed assigned training modules. Report Subscriptions (May or May NOT be currently available in your system): Once you have run a report, you can subscribe to that report and have it delivered to your on a regular basis. (Note: you must have an address listed in your user record). Click on Report Subscription link at the top (this only pops up once a report has been run) and a box will open up for scheduling. These reports will be ed to you in.pdf format based on your settings. 11

12 Frequently Asked Questions & Troubleshooting: 1) How do I change my password? As a regular user (not a Company Administrator), you can click on Edit My Profile, located on the bottom of the Home Page to change your password. Company Administrators are able to change any users passwords within the Manage Users feature. 2) What is my password? You can view your employee s passwords, even after they have changed them, in their user settings. If you have forgotten your password use the Forgot Password function on the sign in page. If you are a Company Administrator, please call us at 800/ for assistance. 3) I can t view flash trainings Most training modules as well as other documents, forms, manuals, etc., no longer use Flash. However, if you encounter difficulty, make sure you have the most updated version of Adobe Flash Player ( and the most updated version of Microsoft Explorer ( or Mozilla Firefox ( or Chrome ( If another member of your company can view the same training on another computer, then it is an update issue with the computer, not the flash training. 4) I have no Take Test button at the end of my training. You can only access your trainings through the My Curriculum on the home page. The training located within the Trainings menu are for review and reference only, they do not have tests association with them. Once you have taken a test under My Curriculum, the module will fall off the front page, but will still be listed under the Training menu for review. 5) How can I contact customer support? System Support or support@complyability.com: This phone number is your direct line to technical support for the HR System. If you come across errors or have trouble understanding how to administer your site, you may call this number during normal business hours 8 a.m. 5 p.m. Central. 6) Can I save a document I have filled out into the system? No, you cannot save a document that you have filled out directly within the HR system. You CAN print out the document and put it into an employee s file or save a blank copy of the document on your local computer. 7) If an employee(s) has completed training outside of this system, how can I record it into the system? You will need to create a new document that will serve as confirmation of the training. We recommend that you type into the body of your new document the date, location, time, trainer, etc. of the training that was received. You will then create a test question that states something to the effect of I hereby agree that I completed this training mentioned above and passed the test given at the training. You then need to give answers of Yes and No, and have that person take the test to confirm the passing of this training. You may create a new group of just those that took that training, if not everyone attended, so it will be available only to those that attended. 8) How often will these trainings populate as due? Most of the trainings are set to appear every 12 months, with different month intervals. You can change these settings within the manage documents feature if you would like a training to populate more or less often. 9) Do you have any suggestions as to how I can improve my site? Yes! We suggest every Company Administrator perform regular "housekeeping" to insure the system remains current for all users. We also have several other suggestions that you can do to customize the system for your company. a) Keep your employee list updated! You don t want to have former employees still "active" within the system, and you want to get your new employees used to the system and your way of training from day one. 12

13 b) Take the time to go through every document! This means all the forms, trainings and informational pieces on the system. It might seam a daunting task, but you want to make those forms that your company will never use inactive before you turn the system over to your employees. If you don t, an employee might come up to you with a direct deposit form they found on the system, when your company does not offer direct deposit. c) Add or replace documents with company specific forms! While going through all the forms in the system, you can replace those forms with ones that you and your employees are used to, so you can have them all in one spot. You can also add forms to the system that we have not included. d) Add your State specific posting notices! We have included all the federal posting requirements under the menu of communication/notices, but you might want to add your state specific posters in this area as well. Link directly to the form on your state s website. NOTE however, that in order to fulfill your posting requirements, you must still print out and post each poster (there is no official size requirement so as long as the poster can be read). e) Keep your employee (or safety, etc.), manual updated! This system can be accessed anywhere by all of your employees with internet access, so by keeping your manuals updated, your employee can check on holiday or vacation policies right from their own home! 13