MyLearn. Domain Administrators User Guide

Transcription

1 MyLearn Domain Administrators User Guide 3/10/2016

2 Contents About MyLearn... 1 Logging In as a Domain Administrator... 1 Using Compatibility Mode... 2 Creating Courses with the WYSIWYG Editor... 3 Inserting an Existing Course into MyLearn... 8 Editing an Existing Course in the WYSIWYG Editor...10 Deleting a Course from MyLearn...11 Inserting Media into the WYSIWYG Editor...14 Adding an Image to a Course...14 Adding a Small (<20 MB) Video to a Course...16 Linking a YouTube Video to a Course...18 Adding a PDF to a Course...19 Adding a PowerPoint Presentation to a Course...21 Adding an Enrollment...23 Editing Enrollments...27 Creating Instructor-Led-Training (ILTs)...27 Creating Single Session ILTs...27 Creating Multi-Session ILTs...37 Marking and Checking Attendance for an ILT...47 Creating and Assigning Learning Plans...49 Adding a Learning Plan...49 Assigning a Learning Plan...56 Editing a Learning Plan...58 Creating Quizzes and Surveys...59 Attaching an Assessment or Survey to a Course...63 Editing a Question or an Answer...68 Adding a Question to an Existing Quiz or Survey...69 Deleting a Question from an Existing Quiz or Survey...71 Viewing Results of Quizzes...72 Copyright 2016 by UnitedLex Corporation. All rights reserved worldwide. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language in any form or by any means without the express written permission of UnitedLex.

3 ABOUT MYLEARN About MyLearn The UnitedLex MyLearn system empowers employees to manage and drive their own learning and development. MyLearn provides support by delivering, tracking, managing, and reporting on all types of formal and informal learning. This system provides access to learning through a single platform for online, classroom, and virtual training. As a Domain Administrator, you can create online courses, instructor led classes (ILT), learning plans, quizzes, surveys, and run training reports. Note: In order to ensure MyLearn functionality, it may be necessary for you to use Internet Explorer 11 in compatibility mode. To use the compatibility mode, see Using Compatibility Mode on page 2. Logging In as a Domain Administrator If you have not received your login credentials (or have forgotten your user name), HRIS Support at HRIS@unitedlex.com, or contact your system administrator. India Sunil Kumar ( ) US Shweta Bhatia ( ) or Amber Eshelman ( ) 1. To login, go to URL 2. Enter your HRIS user name and MyLearn password and click on Enter. Note: If you forget your password, click on Forgot password?. 1

4 ABOUT MYLEARN The MyLearn Home Page is displayed. 3. Scroll down to the bottom of the page and enter your Domain Administrator password and click on Sign In. Using Compatibility Mode To use some of the functionality of the WYSIWYG Editor, it may be necessary for you to turn on Internet Explorer s compatibility view. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page 1. 2

5 CREATING COURSES WITH THE WYSIWYG EDITOR 2. Using Internet Explorer 11 s Tools menu, select Compatibility View Settings. 3. Ensure that the Taleo website is displayed in the Add this website: field, and click on Add. Creating Courses with the WYSIWYG Editor The MyLearn WYSIWYG (What You See Is What You Get) Course Editor is a web-based authoring tool that allows you to create multimedia web-based content for training within MyLearn. Typically, to create a course for employees, you will create a course using the WYSIWYG Editor, insert it into MyLearn (see Inserting an Existing Course into MyLearn on page 8) and then create an enrollment (see Adding an Enrollment on page 23) so that employees can take the course. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page 1. 3

6 CREATING COURSES WITH THE WYSIWYG EDITOR 2. Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Add New Course. 4. Enter the name of the course and a brief description. This is the information that will be displayed when an employee selects courses to enroll in. Include in LearnCenter Search is selected by default. Leave it selected unless you do not want employees to find the course using the search function. 4

7 CREATING COURSES WITH THE WYSIWYG EDITOR 5. In the Standard Fields list, enter your name in the Author field. 6. Unless it is necessary to change a selection, you may leave the default settings for Additional Course Information and other Standard Fields. 7. Scroll to the bottom of the page and click on Continue. 8. Click on Continue again. 9. Click on Start Modifying Your Course. 5

8 CREATING COURSES WITH THE WYSIWYG EDITOR The first page of your training course is displayed. The course title and description are automatically entered, but you can edit them if necessary. 10. Optionally, enter a Page Alias Name. You can use this alias to refer to the page in a link on another page. 11. If the course is large enough to consist of several sections, enter names for the chapter and page. (For a short course, enter at least a chapter title.) The chapter title displays for all subsequent pages until you change it to start a new chapter. Note: As you enter content, it is best to save frequently by clicking on Save Changes at the bottom of the screen. If MyLearn times out due to inactivity, any content you have entered since your last save are lost. After you click on Save Changes, click on the Edit icon to return to the editor. 6

9 CREATING COURSES WITH THE WYSIWYG EDITOR 12. Create the content. The formatting buttons are similar to those used in MS Word. For a more thorough description of the buttons on this page, go to Content/Products/Courses/Courses%20WYSIWYG%20Editor.htm. Note: Use the style pulldown menu to apply a style to the paragraph. To add content such as images, videos, and hyperlinks, refer to Inserting Media into the WYSIWYG Editor on page If you are finished creating all content in the course, skip to step 15. To add a new page or new chapter, click on the page and chapter icons. - Insert a new page before the current page. - Insert a new page after the current page. - Insert a new chapter before the current page. - Insert a new chapter after the current page. 14. Enter the name of your new chapter and/or page. Continue creating content for new chapters and new pages until your content is complete. 15. Click on Save Changes at the bottom of the page. 7

10 CREATING COURSES WITH THE WYSIWYG EDITOR When you have completed developing the course, other employees cannot view the course until you insert it into MyLearn (see the following section) and then add it as an enrollment (see Adding an Enrollment on page 23). Inserting an Existing Course into MyLearn Before you can create an enrollment for employees you must insert the course into MyLearn. 1. Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 2. The Control Panel is displayed. Click on Insert Existing Course. 3. Click on Select Courses in the middle of the page. 8

11 CREATING COURSES WITH THE WYSIWYG EDITOR 4. Select the course(s) you want to add to MyLearn. Note: Do not click on the course title to select it. (Doing so opens the course.) 5. Click on Return Selected. 6. Click on Insert Selected Courses. The courses are inserted as indicated by the message at the top of the page. 9

12 CREATING COURSES WITH THE WYSIWYG EDITOR Editing an Existing Course in the WYSIWYG Editor You can edit a course that has been completed, but requires changes, or you can continue development of a course you have started but not completed. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. If the course has not yet been inserted into MyLearn, click on Insert Existing Course. If the course has been inserted into MyLearn, click on Courses. OR 4. Click on Select Courses in the middle of the page. 10

13 CREATING COURSES WITH THE WYSIWYG EDITOR 5. Use the Courses/Classes Selector to find the course you want to edit. Probably the easiest method is to select either Course Titles Containing or Course Titles Beginning With and enter the search word or phrase in the search field. Click on Search. 6. Click on the title of the course you want to edit. 7. Click on the Edit icon in the upper-left corner. 8. Edit the course. To start a new page, see step 13 on page 7. Deleting a Course from MyLearn After inserting a course into MyLearn, you can delete it. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page 1. 11

14 CREATING COURSES WITH THE WYSIWYG EDITOR 2. Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Courses. 4. Click on Select Courses in the middle of the page. 5. Use the Courses/Classes Selector to find the course you want to delete. Probably the easiest method is to select either Course Titles Containing or Course Titles Beginning With and enter the search word or phrase in the search field. Click on Search. 12

15 CREATING COURSES WITH THE WYSIWYG EDITOR 6. Select the course(s) you want to delete from MyLearn. Note: Do not click on the course title to select it. (Doing so opens the course.) 7. Click on Return Selected. 8. Click on Delete Selected Courses. The course(s) are deleted as indicated by the message at the top of the page. 13

16 CREATING COURSES WITH THE WYSIWYG EDITOR Inserting Media into the WYSIWYG Editor You can incorporate media such as graphics, small videos, and links to websites. You can also embed Word, Excel or PowerPoint documents. Adding an Image to a Course You can only insert images into your course that are stored in MyLearn s Resource Manager. To load images into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. 1. After the image has been loaded into MyLearn s Resource Manager, place your cursor on the page where you want to insert the image. 2. Click on. 3. Select Images from the Folders pulldown menu. 4. Select the image you want to insert from the Picture pulldown menu. 14

17 CREATING COURSES WITH THE WYSIWYG EDITOR 5. Use the Alignment pulldown menu to select how you want the image aligned. If you want a border around the image, enter the thickness (in pixels). Also, if you want to specify the width and height, you can do that here (or you can adjust the size of the image after inserting it). 6. Click on Save. 7. The image is displayed. If you need to resize the image, click on it and grab one of the handles to adjust. 15

18 CREATING COURSES WITH THE WYSIWYG EDITOR Note: If you have problems resizing the image while using Internet Explorer, try switching to Compatibility Mode as described in Using Compatibility Mode on page Click on Save Changes at the bottom of the page. Adding a Small (<20 MB) Video to a Course You can insert videos smaller than 20 MB into your course if they have been loaded into MyLearn s Resource Manager. To load videos into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. Compatible video formats are:.mp4.asf.rm.wmv 1. After the video has been loaded into MyLearn s Resource Manager, place your cursor on the page where you want to insert the video. 2. Click on. 3. Select Video from the Directories pulldown menu. 16

19 CREATING COURSES WITH THE WYSIWYG EDITOR 4. Select the video you want to insert from the Picture pulldown menu. 5. Optionally, enter the width and height if you want to specify the dimensions (otherwise the default dimensions, 320 x 240, are used). For best results, use the same dimensions as the source video. 6. Use the Play Automatically: pulldown menu to select True (if you want the video to start when the page opens) or False (if you want the employee to initiate the video by clicking on the Play button). 7. Click on Save. 8. An icon representing the video is displayed. 17

20 CREATING COURSES WITH THE WYSIWYG EDITOR 9. Click on Save Changes at the bottom of the page. The page with the video is displayed. Test the video to ensure it works properly. Linking a YouTube Video to a Course To add a video larger than 20MB to a course, send the video to either an L&D team member or a MyLearn System Administrator. They will load the video onto an approved YouTube channel and send you an Embed Code. You can then create a link to the video in your course. You can also link to any existing video posted elsewhere on the internet. However, the video may not be viewable by all employees, based on their local business site s policies. 1. After the video has been posted on the streaming server s website, and L&D has given you the video s Embed Code, place your cursor on the page where you want to insert the video. 2. Click on HTML at the bottom of the page. 18

21 CREATING COURSES WITH THE WYSIWYG EDITOR 3. Press Ctrl + V to paste the Embed Code. 4. Click on Normal at the bottom of the page. The video is displayed on the page. 5. Click on Save Changes at the bottom of the page. Adding a PDF to a Course You can only insert PDFs into your course that are stored in MyLearn s Resource Manager. To load PDFs into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. 19

22 CREATING COURSES WITH THE WYSIWYG EDITOR 1. After the PDF has been loaded into MyLearn s Resource Manager, place your cursor on the page where you want to insert the image. 2. Click on. 3. Select PDF Files from the Directories pulldown menu. 4. Select the PDF you want to insert from the PDF pulldown menu. 5. Click on Save. 20

23 CREATING COURSES WITH THE WYSIWYG EDITOR 6. An icon representing the PDF is displayed. 7. Click on Save Changes at the bottom of the page. Employees can then click on the PDF icon to view the document. Adding a PowerPoint Presentation to a Course You can insert PowerPoint presentations in your course, either imbedded on the course page, or you can have them open in a separate browser window. You can only insert PowerPoints that are stored in MyLearn s Resource Manager. To load PowerPoint presentations into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. 1. After the PowerPoint Presentation has been loaded into MyLearn s Resource Manager, place your cursor on the page where you want to insert the image. 2. Click on. 3. Select PowerPoint from the Directories pulldown menu. 21

24 CREATING COURSES WITH THE WYSIWYG EDITOR 4. Select the presentation you want to insert from the PowerPoint pulldown menu. 5. Optionally, enter the width and height if you want to specify the dimensions (otherwise the default dimensions, 640 x 480, are used). 6. Use the Style: pulldown menu to select whether you want the presentation to open on the course page or to open in a new browser window.. Note: If you select Embed Inside Course Page, the presentation opens automatically when the page opens. If you select Open in New Browser Window, the employee clicks on a PowerPoint icon to open the presentation. If you want them to read text before the presentation opens, select Embed Inside Course Page. 7. Click on Save. 22

25 ADDING AN ENROLLMENT 8. An icon representing the PowerPoint is displayed. 9. Click on Save Changes at the bottom of the page. Adding an Enrollment After creating a course, you must create an enrollment before an employee can take the course. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. Click on Enrollments. 4. Click on Add Enrollment. 5. Use the Event pulldown menu and select Online Course (or other type of event). 23

26 ADDING AN ENROLLMENT 6. Select the Online Course that you want to create an enrollment for. 7. Click on Return Selected. 8. Some of the training information is auto-filled. Select the date you want people to be able to take the course. 24

27 ADDING AN ENROLLMENT 9. Scroll down to Enrollment Information and enter the dates in which enrollment is open. 10. Enter the maximum number of people you want to be able to enroll in the Maximum Seats field. If there is no maximum, enter a large number such Select either Require Supervisor Approval (to enroll in the training), Notify supervisors when a user completes this enrollment, or Automatically approve all users who sign up for this enrollment. 12. To enroll specific employees, scroll down and click on Add Users. If you do not want to enroll specific employees, skip to step

28 ADDING AN ENROLLMENT 13. To search for a specific employee that you want to enroll, enter at least a portion of their first or last name and click on Search. If you want to enroll a UnitedLex team, use the Group pulldown menu to select the team. If you enter a portion of a First or Last Name and select a team, only members of that team that fit the search criteria are returned. 14. Click on Search. 15. Select the employee(s) you want to enroll, and click on Return Selected. 16. Click on Save in the upper or lower right corner. 26

29 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 17. Click on No. Editing Enrollments 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. Click on Enrollments. 4. All current and future enrollments are listed. Use the filter to find the enrollment you want to edit and click on Search. 5. Hover your mouse over the enrollment you want to edit and click on the edit icon. 6. Make your edits and click on Save in the upper or lower right corner. Creating Instructor-Led-Training (ILTs) Instructor-Led-Training (ILT) is training between an instructor and a learner, usually in a physical classroom. You can schedule ILTs for classes that are offered one time only, or you can schedule several sessions for the same training. Creating Single Session ILTs Use the following procedure to schedule a single ILT session. If you want to schedule the same training at various times, see Creating Multi-Session ILTs on page Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page 1. 27

30 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 2. Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Instructor Led Training. 4. If it is not already open, click on the Filters triangle to expand the Filters section. 5. Select only Quick Session. Deselect Event, Track, and Session. 28

31 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 6. Click on Add Quick Session in lower-right corner of the Filters section. 7. The Session Information page is displayed. Enter a name for the training and a short description. 8. Click on Select Categories. 9. Select the category(s) to which the training is associated. This helps employees find specific types of classes. 29

32 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 10. Click on Return Selected. 11. Enter the minimum and maximum seats available. The minimum seats usually represent the least number of employees who must enroll in order for the class to be held. The maximum seats usually represent the physical limitations of the classroom. After the maximum number is reached, enrollments are no longer accepted. 12. Optionally, enter any prework that the employee should complete before the class and an outline (agenda) for the training session. 13. Use the Date/Time pulldown menus to select the start and end dates and times of the class. 30

33 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 14. Use the Time Zone pulldown menu to select the time zone and select Always show this time zone. To prevent confusion, select the time zone of the training location. Do not leave the Time Zone as Default. 15. Optionally, enter information in any of the Standard Fields. This information is not required and can usually be left blank. 16. Enter the name of the Instructor. This is a required field, so if the instructor is currently unknown, either enter something like TBD or the most likely name. You can edit this name later. Note: If the instructor is not a UnitedLex employee, this is the only place you can enter their name. Although you are asked to select an instructor in the following steps, you can then only select from a UnitedLex employee pulldown menu. 17. In the lower-right corner, click on Save. 31

34 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 18. The Session Information page is displayed. Scroll down to the Instructors section, and click on Add Instructor. Note: If you do not yet know who the instructor will be, or if the instructor is not in the list, you can skip this step. 19. Enter any search criteria and click on Search. 20. Instructors meeting the search criteria are listed. Select the assigned Instructor(s). 21. Click on Return Selected. 32

35 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 22. To add the location of the training, click on Add Location. 23. Use the Location pulldown menu to select the UnitedLex location where the training will occur. Note: Before selecting a room, you should first schedule the room using MS Outlook. 24. Use the Room pulldown menu to select the UnitedLex conference room. 25. Click on Save at the bottom of the window. 26. Optionally, you can select materials that the instructor requires, such as a whiteboard or overhead projector. Click on Add Asset/Material and follow the prompts. 27. If the training is recurring, click on Add Recurrence, and follow the prompts to schedule the recurring sessions. 33

36 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 28. Before employees can enroll in the training, you must add an enrollment. You can add an enrollment later (see Adding an Enrollment on page 23) or you can add it now. To add an enrollment now, click on Add Enrollment. 29. Click on OK. 30. Some of the training information is auto-filled. Scroll down to Enrollment Information and enter the dates in which enrollment is open (dates during which employees can enroll). 31. Select either Require Supervisor Approval (to enroll in the training) or Automatically approve all users who sign up for this enrollment. 34

37 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 32. To enroll specific employees, click on Add Users. 33. To search for a specific employee that you want to enroll, enter at least a portion of their first or last name and click on Search. If you want to enroll a UnitedLex team, use the Group pulldown menu to select the team. If you enter a portion of a First or Last Name and select a team, only members of that team that fit the search criteria are returned. 34. Click on Search. 35

38 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 35. Select the employee(s) you want to enroll, and click on Return Selected. 36. Optionally, you can include file attachments to the enrollment. You can only attach files that are stored in MyLearn s Resource Manager. To load files into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. After the files are loaded into the Resource Manager, click on Insert From Resource Manager. 37. Hover your mouse over the folder containing the file you want to attach, and click on View Folder Contents. 38. Select the file you want to attach. 36

39 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 39. Click on Return Selected. 40. At the bottom of the page, click on Save. 41. Click on No. Creating Multi-Session ILTs Use the following procedure to schedule more than one session of the same training at different times. If you want to schedule only a single training session, see Creating Single Session ILTs on page 27. To create a multi-session ILT, you must create an event, a track, and then a session for each meeting time and place the training will be offered. Events - the highest level in the ILT hierarchy. Generally, they are named for the topic covered during training. Events can contain multiple Tracks and Sessions. Tracks - the second level in the ILT hierarchy. Think of Tracks as folders for organizing sessions by audience, location, or date. Tracks hold ILT sessions. Sessions - include the date and time the training take place. They also specify the location and instructor. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 37

40 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 3. The Control Panel is displayed. Click on Instructor Led Training. 4. If it is not already open, click on the Filters triangle to expand the Filters section. 5. Select Event. 6. Click on Add Event. 7. Enter the name and a description of the event. 38

41 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 8. Click on Save. 9. Click on Add Track. 10. In many cases, you will need to create only one track (which can consist of more than one session. If so, you can enter the same name and description you used for the event. If you are creating several tracks, enter a more descriptive name and description for the track. 11. Click on Save. 12. If you are creating more than one track, continue to add and save tracks until all are added. 13. Click on Add Session. 14. The Session Information page is displayed. Enter a name for the session and a short description. If each session is the same, you may want to add the session number and date and/or time information in the description. 39

42 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 15. Click on Select Categories. 16. Select the category(s) to which the training is associated. This helps employees find specific types of classes. 17. Click on Return Selected. 18. Enter the minimum and maximum seats available. The minimum seats usually represent the least number of employees who must enroll in order for the class to be held. The maximum seats usually represent the physical limitations of the classroom. After the maximum number is reached, enrollments are no longer accepted. 40

43 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 19. Optionally, enter any prework that the employee should complete before the class and an outline (agenda) for the training session. 20. Use the Date/Time pulldown menus to select the start and end dates and times of the session. 21. Use the Time Zone pulldown menu to select the time zone and select Always show this time zone. To prevent confusion, select the time zone of the training location. Do not leave the Time Zone as Default. 22. Optionally, enter information in any of the Standard Fields. This information is not required and can usually be left blank. 41

44 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 23. Enter the name of the Instructor. This is a required field, so if the instructor is currently unknown, either enter something like TBD or the most likely name. You can edit this name later. Note: If the instructor is not a UnitedLex employee, this is the only place you can enter their name. Although you are asked to select an instructor in the following steps, you can then only select from a UnitedLex employee pulldown menu. 24. In the lower-right corner, click on Save. 25. The Session Information page is displayed. Scroll down to the Instructors section, and click on Add Instructor. Note: If you do not yet know who the instructor will be, or if the instructor is not in the list, you can skip this step. 26. Enter any search criteria and click on Search. 42

45 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 27. Instructors meeting the search criteria are listed. Select the assigned Instructor(s). 28. Click on Return Selected. 29. To add the location of the training, scroll down to the Location Information section and click on Add Location. 30. Use the Location pulldown menu to select the UnitedLex location where the training will occur. Note: Before selecting a room, you should first schedule the room using MS Outlook. 43

46 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 31. Use the Room pulldown menu to select the UnitedLex conference room. 32. Click on Save at the bottom of the window. 33. Repeat steps 13 through 32 until all sessions are entered. 34. Optionally, you can select materials that the instructor requires, such as a whiteboard or overhead projector. Click on Add Asset/Material and follow the prompts. 35. Before employees can enroll in the training, you must add an enrollment. You can add an enrollment later (see Adding an Enrollment on page 23) or you can add it now. To add an enrollment now, click on Add Enrollment. 36. Click on OK. 44

47 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 37. Some of the training information is auto-filled. Scroll down to Enrollment Information and enter the dates in which enrollment is open (dates during which employees can enroll). 38. Select either Require Supervisor Approval (to enroll in the training) or Automatically approve all users who sign up for this enrollment. 39. To enroll specific employees, click on Add Users. 45

48 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 40. To search for a specific employee that you want to enroll, enter at least a portion of their first or last name and click on Search. If you want to enroll a UnitedLex team, use the Group pulldown menu to select the team. If you enter a portion of a First or Last Name and select a team, only members of that team that fit the search criteria are returned. 41. Click on Search. 42. Select the employee(s) you want to enroll, and click on Return Selected. 43. Optionally, you can include file attachments to the enrollment. You can only attach files that are stored in MyLearn s Resource Manager. To load files into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator. 46

49 CREATING INSTRUCTOR-LED-TRAINING (ILTS) After the files are loaded into the Resource Manager, click on Insert From Resource Manager. 44. Hover your mouse over the folder containing the file you want to attach, and click on View Folder Contents. 45. Select the file you want to attach. 46. Click on Return Selected. 47. At the bottom of the page, click on Save. 48. Click on No. Marking and Checking Attendance for an ILT For ILTs, if you want to keep attendance for a session, you must manually mark the employee has having attended. The employee must be enrolled in the class before you can give credit for attendance. If you want to check attendance for a specific course, you can use this same procedure to view the list of who enrolled for a class and who actually attended. 47

50 CREATING INSTRUCTOR-LED-TRAINING (ILTS) 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Enrollments. 4. Open the Filters section and select Instructor Led Training Session from the Event Type pulldown menu. If necessary, enter other search criteria to help you find the enrollment for which you want to mark attendance. 5. Click on Search. 6. Hover your mouse over the enrollment and click on the Users icon. 48

51 CREATING AND ASSIGNING LEARNING PLANS 7. Click on Edit Roster Details. 8. The list of enrolled employees is displayed. Mark attendance by selecting YES or NO. 9. Click on Save at the bottom or top of the page. Creating and Assigning Learning Plans You can create a Learning Plan for employees. You can also assign employees to the Learning Plan. Learning Plans can consist of courses, ILTs, resources, or other forms of training, as long as the training exists in MyLearn. Adding a Learning Plan You can create a Learning Plan for employees. You can also assign 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page 1. 49

52 CREATING AND ASSIGNING LEARNING PLANS 2. Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Learning Plans, located in the Advanced Learning panel. 4. A list of existing Learning Plans is displayed. Click on. 50

53 CREATING AND ASSIGNING LEARNING PLANS 5. Enter a name for the Learning Plan and a description. 6. Click on Find Category. 7. Select the category(s) to which the learning plan is associated. 8. Click on Return Selected. 51

54 CREATING AND ASSIGNING LEARNING PLANS 9. Click on Save. 10. Optionally, you can add files from either MyLearn s Resource Manager or from your own computer or network drive. Click on either or. Scroll to the file and attach it to the Learning Plan. 11. Click on the Options tab. 12. Enter the date when the Learning Plan is due. You can enter either a specific date, a date based on when the Learning Plan is assigned, or you can select None, if there is no due date. 52

55 CREATING AND ASSIGNING LEARNING PLANS 13. Optionally, you can select Allow users to add themselves to this Learning Plan. You can allow them to add themselves, but require managerial approval by selecting Requires approval. 14. You can now start adding training to the Learning Plan. Click on the Mappings tab. 15. Click on. 53

56 CREATING AND ASSIGNING LEARNING PLANS 16. If you want to filter the items, use the View Mapped pulldown menu to select the category of the training types you want to select from. Note: If Enrollments have been created for all (or most of) the training you want to include in the Learning Plan, it may be easier to just select Enrollments. 17. Click on Map to Learning Plan. 18. Optionally enter search criteria in the filter. 19. Click on Search. 20. Select the course(s) you want to add and click on Return Selected. 54

57 CREATING AND ASSIGNING LEARNING PLANS 21. Optionally, click in the Due Date field and use the calendar to enter a due date. Note: This field is not editable if the item you selected is an ILT session or an Enrollment, because they have their own due dates as determined by the person who created the session or Enrollment. The date displayed in the disabled field is either the ILT session or Enrollment End Date. 22. If the item is not required to complete the Learning Plan, select the Optional check box. Not marking an item as optional automatically means it is required. 23. Repeat steps 15 through 19 until all courses are added to the Learning Plan. 24. When all training has been added, click on Save. 25. Click on Return To Learning Plan in the upper right corner. 26. Click the Enforce Sequencing check box to set enforced Learning Plan sequencing or clear the check box if you want to make Learning Plan sequencing optional. 27. Click on Save. 28. Select one of the following for the Sequence By: Due Date - to indicate you want to sequence training items by the date they are due. Custom Order - to indicate you want to provide a custom sequencing order. The Custom Order Sequencing section displays. Sequence the items in the order you want. Alphabetical - to indicate you want to sequence training items alphabetically by name. 29. Click on Save. The Learning Plan is created. 55

58 CREATING AND ASSIGNING LEARNING PLANS 30. You can assign employees to the Learning Plan at a later time (see Assigning a Learning Plan in the following section), or you can assign employees now by skipping to step Assigning a Learning Plan To assign a Learning Plan to an employee or group of employees, the Learning Plan must already exist, or you must create it (see Adding a Learning Plan on page 49). 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Learning Plans, located in the Advanced Learning panel. 4. A list of existing Learning Plans is displayed. Hover your mouse over the Learning Plan to which you want to assign an employee. 56

59 CREATING AND ASSIGNING LEARNING PLANS 5. Click on the Users tab. 6. You can assign individual employees or teams that have been created in MyLearn. Click on either Add/Delete Groups or Add/Delete Users. 7. Click on Map to Learning Plan. 8. Enter search criteria to narrow the list of users or groups and click on Search. 57

60 CREATING AND ASSIGNING LEARNING PLANS 9. Select the users or groups you want to assign and click on Return Selected. Note: Click on Return All to assign everyone on the list to the Learning Plan. s are sent to all assignees, informing them that they have been added to the Learning Plan. Editing a Learning Plan After you have created a Learning Plan, you can return to it and make changes. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 58

61 CREATING QUIZZES AND SURVEYS 3. The Control Panel is displayed. Click on Learning Plans, located in the Advanced Learning panel. 4. A list of existing Learning Plans is displayed. Hover your mouse over the Learning Plan to which you want to assign an employee. 5. Make your edits and click on Save. Creating Quizzes and Surveys You can create an assessment (quiz) or a survey in MyLearn. That assessment (or survey) can then be added to the end of a course, or it can be used as a standalone assessment. For quizzes added to the end of a course, an instance must be created, but an enrollment is not required. (You must create an enrollment for the course.) For a standalone assessment or survey, you must create an enrollment, but an instance is not required. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 59

62 CREATING QUIZZES AND SURVEYS 3. The Control Panel is displayed. In the Assessments/Surveys section, click on Assessments/Surveys. 4. All current assessments (quizzes) are displayed. Click on Assessment Wizard. 5. Click on Next. 6. Enter a name for the assessment in the Assessment Name field and, optionally, a description or any instructions for the employee. 7. Using the pulldown menu, select Assessment if you are creating a quiz. Select Survey/Evaluation if you are creating a survey. 8. Click on Next. 9. Click on Next again. 10. If you have already entered the questions into MyLearn, click on Select/Manage Questions, follow the prompts, and skip to step 21. If you have not yet entered the questions, click on Next. 60

63 CREATING QUIZZES AND SURVEYS 11. Click on Add new question. 12. Enter a name for the question. 13. Enter the question in the Question Prompt field. You can enter one of five question types: Fill in the Blank Answers must match exactly (non-case sensitive) Single Select Offers a single check box Multiple Choice, Single Select Multiple answers, only one correct Multiple Choice, Multiple Select Multiple answers, more than one may be correct Free Response Not graded by MyLearn, but responses are recorded (no more than 500 characters) 14. Select the type of question from the Type pulldown menu. 15. Optionally, click on Insert From Resource Manager if you want to include an image with the question. (To load images into the Resource Manager, send them to either an L&D team member or a MyLearn System Administrator.) 61

64 CREATING QUIZZES AND SURVEYS 16. Click on the Answers tab in the upper left corner. 17. Instructions for entering answers are included in the MyLearn interface for each question type. Click on the Instruction arrow to open the instructions. Note: Be sure to add a point value to the answer. 18. Follow the instructions to enter the answer to the question you entered. When the answer is complete, click on the Question Details tab. 19. After the question and answer is complete, click on Save in the upper-right corner. 20. Continue to add questions and answers until the assessment or survey is complete. 62

65 CREATING QUIZZES AND SURVEYS 21. Questions are listed in the Add Questions window. Select a question and use the arrows on the right side to change the order of the questions. 22. In the Add Questions window, click on Next. 23. Optionally, click on Yes, I want to preview my assessment to preview the assessment or survey. 24. In the Assessment Preview window, click on Next. 25. Click on Next again. 26. Click on Exit. Attaching an Assessment or Survey to a Course After an assessment or survey has been created, it can be added to (associated with) a course by creating an instance. An enrollment must have been created for the course (see Adding an Enrollment on page 23). If you are creating a standalone assessment or survey, it is not necessary to create an instance, but you must create an enrollment before anyone can take the assessment. 63

66 CREATING QUIZZES AND SURVEYS 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Instances in the Assessments/Surveys section. 4. Click on Add Instance. 5. Click on Find Assessment. 64

67 CREATING QUIZZES AND SURVEYS 6. Open the Filters section and, if necessary, enter search criteria to help you find the assessment or survey you are searching for. Click on Search. 7. Assessments and Surveys meeting the search criteria are listed in alphabetical order. Select the one you want to add. 8. Click on Return selected. 9. In the Add Instance window, enter a name for the instance. If desired, you can enter the same name as the assessment or survey, or you may want to add the word Instance. 65

68 CREATING QUIZZES AND SURVEYS 10. Enter any Pre or Post assessment instructions you want to add. 11. Select the item type with which you want to associate the assessment. For courses you have created in MyLearn, select Course. If you have not yet created an enrollment for the course, see Adding an Enrollment on page 23. i 12. If you selected Course, click on Select Course. 13. If necessary, use the filter to find the course to which you want to add the quiz or survey. 14. Click on Search. 15. Select the course and click on Return Selected. 66

69 CREATING QUIZZES AND SURVEYS 16. Use the Type of assessment: pulldown menu to select Post-test. 17. Select Yes for Show details. 18. Look over the list of options to determine whether there are other options you want to change. For example, you may want to select Yes for Required and Show results in Gradebook. You may also want to enter a passing score (by percentage) if it is required for successful completion. 19. Select the Post Comments check box if you want to allow employees to make comments at the end of the Assessment. Use the text box to type in the instructions for them to do this. 67

70 CREATING QUIZZES AND SURVEYS 20. Click on Save at the bottom of the screen. Editing a Question or an Answer 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Questions in the Assessments/Surveys section. 4. If necessary, use the Filter section to locate the question. Hover your mouse over the assessment to which you want to add the question and click on the Edit icon. 5. Click on the Question Details tab to edit the question, or click on the Answers tab to edit the answer. 68

71 CREATING QUIZZES AND SURVEYS 6. Make your edits and click on Save in the upper right corner. Adding a Question to an Existing Quiz or Survey 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Questions in the Assessments/Surveys section. 4. Click on Add Question on the right side of the page. 5. To create the question and answer, follow steps 12 through 19 of Creating Quizzes and Surveys on page To add the question to an existing assessment, click on Assessments/Surveys. 69

72 CREATING QUIZZES AND SURVEYS 7. Assessments and surveys are listed in alphabetical order, but, if necessary, you can also use Filters (at the top of the page). Hover your mouse over the assessment to which you want to add the question and click on the Assessment Properties icon. 8. Click on Select/Manage Questions. 9. If necessary, use the Filter section to locate the question. Select the question(s) you want to add. 10. Click on Return Selected, located at the top or bottom of the question list. 11. Questions are listed in the Edit Assessment window. Select a question and use the arrows on the right side to change the order of the questions. 12. Click on Save in the upper right corner. 70

73 CREATING QUIZZES AND SURVEYS Deleting a Question from an Existing Quiz or Survey Use the following procedure to delete a question from an assessment or survey. 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Assessments/Surveys in the Assessments/Surveys section. 4. Assessments and surveys are listed in alphabetical order, but, if necessary, you can also use Filters (at the top of the page). Hover your mouse over the assessment to which you want to add the question and click on the Assessment Properties icon. 5. Click on Select/Manage Questions. 71

74 CREATING QUIZZES AND SURVEYS 6. If necessary, use the Filter section to locate the question. Deselect the question(s) you want to delete. 7. Click on Return Selected, located at the top or bottom of the question list. 8. Questions are listed in the Edit Assessment window. Click on Save in the upper right corner. Viewing Results of Quizzes You can view all the scores of employees who have completed specific assessments (quizzes). 1. Login to MyLearn as a Domain Administrator as described in Logging In as a Domain Administrator on page Scroll down to the bottom left corner of the page. Hover your mouse over the system icon and click on Control Panel. 3. The Control Panel is displayed. Click on Scores in the Assessments/Surveys section. 72

75 CREATING QUIZZES AND SURVEYS 4. Use the Select Assessment Type pulldown menu to select Assessment. 5. Use the Select Instance pulldown menu to select the instance associated with the course. 6. Select the user(s) whose scores you want to view. Or, select Select All to view the scores of everyone who took the quiz. 73

76 CREATING QUIZZES AND SURVEYS 7. Click on Show Grades. The scores for employees who took the assessment are displayed. 74