EnergyU. Administrator Guide

Transcription

1 EnergyU Administrator Guide Revised January 23, 2017

2 EnergyU Implementation Welcome to EnergyU, the learning portal used to access the energy industry's most comprehensive online training courses, assessment tests, and performance evaluations. How the EnergyU online system helps you ascertain an individual s knowledge, skill and ability (KSA) to perform a task and recognize and react to AOCs: Training (Knowledge) Testing (Skill) Performance (Ability) e-tng online course KNT online course Print Performance Evaluation Forms View 80% content to pass Pre-test for user practice 80% correct to pass Track attempts, failed and passed Field evaluation by MEA trained evaluator Manually enter results in EnergyU Operator Qualification General Guidance EnergyU is a service of Midwest ENERGY Association (MEA). The training, testing and evaluation materials provided via EnergyU are intended to meet the regulatory requirements for Operator Qualification (OQ). In order to maintain credibility and effectiveness of the materials provided, we recommend you document your processes in the written OQ plan, and use the best practices outline below when implementing your online training program. Training Testing Performance Available 24x7 via Internet Not intended for distribution via printed form Customize to incorporate Company specific information Available 24x7 via Internet Proctor to verify user identity and login access Access to printed materials, photographs, or other Internet sites prohibited Select evaluators based on technical knowledge and capabilities Evaluations are a one-to-one activity (do not conduct as a group) Evaluations require two signatures: evaluator and individual being evaluated Training Records MEA is authorized to transfer your online OQ records to ISNetworld. To ensure integrity of manually entered data, MEA reserves the right to audit evaluator/administrator records in order to validate data credibility. Revised January 23, 2017

3 Contents EnergyU Implementation... 2 Operator Qualification General Guidance... 2 Training Records... 2 Introduction & Administrator Overview... 4 Administrator Hardware Requirements... 4 System Requirements... 4 Administrator Software Requirements... 4 EnergyU Login Page... 5 Home Page... 6 Administrator Interface... 7 The Categories Bar... 8 The Hierarchy... 9 The Tab Bar... 9 Filter Buttons... 9 Content Area Other Options Managing Users Rights and Permissions Add a New User to EnergyU Remove a User Adding System Administrators Edit Administrative Rights Adding User Managers Revised January 23, 2017 i

4 Adding Users to User Managers View Users Assigned to a User Manager Managing Levels Adding Levels Edit Level Properties Remove Level Add Existing User(s) to Another Level(s) Add Existing Course(s) to Another Level(s) Add Existing Certification Program(s) to Another Level(s) Update a User s Profile View User Levels Reset Password Log User Out Managing Users Courses View Courses Assign Courses Remove Courses Resetting Courses Resetting a Single User Resetting Multiple Users Managing Users - Certification Programs Enroll a User in a Certification Program(s) Adding User(s) to a Certification Program Remove a User from a Certification Program(s) Revised January 23, 2017 ii

5 Remove a Certification Program from a User(s) View Certification Program Users Manage Certification Program Completion Granting Certificates View Achieved Certification Programs Resetting a Certification Program Error! Bookmark not defined. Print Users Certificates Print Users Certificates Not Printing Properly Adding Prerequisites to a Course Resources Accessing Resources Assigning Resources Distribution Rules Reporting Standard reports Dynamic Reports Ad Hoc Reports Glossary of Terms Revised January 23, 2017 iii

6 Introduction & Administrator Overview VLS Administrator is a powerful web-based application used to administer EnergyU. Use Administrator to manage every aspect of your online learning efforts. Users must be given administrative rights in order to access VLS Administrator. Administrators can create and remove users, courses, curricula, and certification programs; they can give other users special rights, and design reports. System Requirements NOTE: Administrator hardware and software requirements are different from EnergyU user hardware and software requirements. Administrator Hardware Requirements CPU: GHz or higher Memory:... 4 GB minimum, 8 GB recommended Display: x 10x24 or above Connectivity:... LAN connection to a TCP/IP network with 512 Kbps connection or above NOTE: Verify which version Internet Explorer you are using. Open Internet Explorer, Click on Help, Click About Internet Explorer. Administrator Software Requirements Operating System:... Microsoft Windows 7, Windows 8, Windows 8.1, Mac OS X 10.8 Mountain Lion, Mac OS X 10.9 Mavericks, Mac OS X Yosemite Browser:... Microsoft Internet Explorer 8 (through January 1, 2016), 9 (through January 1, 2016), 10 or 11, Mozilla Firefox (current version or most recent prior version), Apple Safari (6.2 and above) IMPORTANT NOTE... GOOGLE CHROME WILL NOT WORK FOR ADMINISTRATORS. Chrome does not support Silverlight. Plug-ins:... Microsoft Silverlight Runtime 5.0 or above (Download Silverlight from: Make sure to un-check the box - Install new versions automatically. This will help to ensure you will not be updated to a different version without your knowledge. 4 P a g e

7 EnergyU Login Page The EnergyU Login Page has links to useful information 1. Administrative Services a. Course Catalogs Links to Course Catalogs for all Courses offered by MEA b. EnergyU Support - i. EnergyU Administrators Links to EnergyU Admin Training info & recordings, Certification List as well as Webinar Recordings ii. EnergyU Users Link to EnergyU User Guide iii. Get Custom Training Info Will send to MEA regarding Custom Training requests c. Training/Events Link to MEA Events Page 2. Pay Center Links to ISN Transfer Requests, EnergyU Renewal Payments & Partner in Education Payments. 3. Contact Us Links to MEA personnel contact info. 4. News & Updates Any info that needs to be viewed by everyone accessing EnergyU will be placed here. 5. Login Name Enter Login Name here. 6. Password Enter Password here. 7. Forgot Password Will sent temporary password to whatever address is entered in the Users Profile. The User will be locked out until the password is entered or changed by an Administrator. 5 P a g e

8 Home Page After logging into EnergyU, all Users will be taken to the Home Page. 1. Home Button Clicking the Home Button will bring you back to this view. 2. Administration Button Will take an Administrator to the Launch Admin Button (Users who are not Administrators will not have this button). 3. My Information Button Will take you to User Transcripts and Certification Program information. 4. Drop Down Menu Defaults to Do Not Display Passed Courses. To select a different view, Click Drop Down Arrow. 5. Search Bar Enter desired Course info to search. 6. Launch Course Button Click to Launch Course. If Launch Button is missing, refer to FAQ. 7. View Info Button Click to view Course Description, course can also be launched from here. 8. Resources Click to access Performance Evaluations, EZval download, EnergyU Certificate List & other resources. 9. Reports Click to view any Ad Hoc Reports that are assigned to you. 6 P a g e

9 Administrator Interface Login to EnergyU. Click the Administration button under the EnergyU logo. On the left, click the Launch Admin button. The Administrator portal will open in a new browser window. The VLS Administrator interface contains six main sections: 1. Categories Bar - The Categories Bar links to the categories and options that you will need to perform administrative activities in VLS Administrator. 2. Hierarchy The Hierarchy contains a tree view of the levels within your organization. 3. Tabs Bar The Tabs Bar allows you to work in multiple areas of VLS Administrator simultaneously. If you see a # in parenthesis on the tab, that is how many instances of that tab are open. Having multiple instances open can get confusing. To close down to 1 tab, click the X on the tab. 4. Filter Buttons - Filter buttons allow you to quickly access specific groups of users or courses relevant to the level selected. 5. Content Area - The Content Area is the where you actually select what you re going to work on. i.e., users/courses/certificates. 6. Other Options - Other Options lists contain commonly used high-level options that are relevant to the currently selected Category. 7 P a g e

10 The Categories Bar The Categories Bar, located on the left side of the screen, provides access to the nine main areas of functionality in VLS Administrator. Users Perform actions on specific users or groups of users; manage user permissions, profiles, courses, curricula, and certifications. Courses Manage courses and events and perform relevant operations on the users assigned to them. Curricula Manage curricula and their assigned courses, certifications, and users. Resources Manage resources. Access Performance Evaluations, EZval Download, EnergyU Certificate list and more. Certification Programs Manage certification programs and certification documents. Reports Generate simple or dynamic reports. System View system information, add/edit/remove levels. 8 P a g e

11 The Hierarchy You can choose to display or hide the Hierarchy by clicking the arrow in the vertical Hierarchy tab to the right of the Categories Bar. The Hierarchy is a visual representation of your organization s structure. Your company may choose level divisions according to location, branch, department, course library, etc. Your users, courses, curricula, and certifications can be assigned to a particular level or a group of levels. The Tab Bar The Tab Bar, allows you to work in multiple areas simultaneously. As you navigate through categories and their associated options, new tabs will appear separately. The currently selected tab is highlighted for easy identification. Close any tab by clicking the on the tab, or click the refresh arrow to refresh the Content Area. Pay close attention to what level you re on if you re going between tabs. You can jump to the previous level you were at by clicking on the tab. Filter Buttons Filter buttons display at the top of the Content Area when Users or Courses is selected from the categories. The filter buttons are also associated with the Other Options located on the right side of the screen. The Other Options selections will change depending on which filter button is selected. 9 P a g e

12 Content Area The Content Area displays information and options relevant to your category and menu option selections. You will use this area to perform your selected tasks. Above the Content Area, on the left side, is a bread crumb trail indicating the currently selected Hierarchy level and the path to it. The Option List on the left side of the Content Area contains a set of options relevant to the currently selected Category, Sub-Category, or Filter Button. The options contained in an Option List are generally high level options used to perform tasks such as: Modifying level structure Other Options The Other Options list displays on the right side of the Content Area. It contains a set of options relevant to the currently selected Category, Sub-Category, or Filter Button. The options contained in an Other Options list are generally high level options used to perform tasks such as: Adding or removing users, courses, etc. from the current level or the system Assigning or removing roles Making changes to multiple items instead of a single specific item 10 P a g e

13 Managing Users Rights and Permissions Adding users to the system will be one of the very first things you need to do. Select Users from the Categories Bar to create and manage user information. User management options include: Manually adding new users to the system Removing users from the system Enrolling users in certificate programs (automatically assigns courses to users) Assigning courses (not recommended) and curricula to users Assigning User Manager and System Administrator roles to users Add a New User to EnergyU An EnergyU license subscription is required for each User, including Administrators. If required, contact MEA Technical Support to purchase additional licenses. Login to EnergyU, Click Administration and Launch Admin. Follow the steps below to use the Add a New User option. 1. If you have more than one level, select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select All Users from the row of Filter Buttons. 4. Select Add a New User from the Other Options list on the right side of the screen. 5. In the Login Name field, enter the username you are assigning to the user. This name must be unique to the system (not just unique to your company) P a g e

14 6. In the Password field, enter the password the user must provide to access the system. 7. Enter the password again in the Confirm Password field. 8. Enter the user's given name in the First Name field. 9. Enter the user's surname in the Last Name field. 10. Enter the user's address in the field. NOTE: This must be a correct address in order for the user to receive reset password instructions. 11. If you want to force the user to select a new password the first time they log in, check the Change password at next login check box. 12. Leave the selected user's language from the Interface Language drop down list as the default - English. 13. Leave the selected user's locale from the Regional Locale Preference drop down list (affects dates, calendars and currency) as the default - English. 14. Enter Employee ID (this field is used for ISN Transfers) 15. Enter Company ID (this field is used for ISN Transfers) This is a Required Field. (Your Company ID can be found in parenthesis behind your Company Name in the Hierarchy) 16. Enter Company ID This is a Required Field. (Your Company ID can be found in parenthesis behind your Company Name in the Hierarchy) 17. Evaluator ID field will be filled in by MEA if necessary. 18. Click the Insert button to save the new user or the Reset button to clear all fields so that you may start again *** If the Distribution Rule field is to be completed, MEA technical support will work directly with you on this feature *** 12 P a g e

15 Remove a User Companies are required to keep employee qualification records for five years after their last qualification expiration. Before removing a user, make sure to export a copy of the user s records for your files. To save records, refer to Ad Hoc Reporting Employee Record Backup Certificates & Employee Record Backup Courses. Follow the steps below to use the Remove Users option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select All Users from the row of Filter Buttons. 4. Select Remove Users from the Other Options list on the right side of the screen. 5. Use the Search options to locate one or more users or click the Show All button to display all users. 6. Check the check box next to each user you wish to remove from the level. 7. Click Remove 8. Click OK in the popup that says, Are you sure you want to remove the user from this level? OR 5 6 Simply click the Trash Can next to the Users name. THIS ACTION IS IRREVERSIBLE. REMOVING A USER WILL REMOVE THE USER ALONG WITH ALL OF THEIR RECORDS P a g e

16 Adding System Administrators A system administrator can assign the administration role to other users. There is no limit to the number of administrators you can have. Once a user is designated as an administrator, you will need to assign them administrative rights. Each Administrator must fill out an Administrator Role & Responsibility Form. This can be accessed in Resources on your Courses page. Follow the steps below to use the Assign the System Administrator Role to Users option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select System Administrators from the row of Filter Buttons. 4. Select Assign the System Administrator Role to Users from the Other Options list on the right side of the screen. 5. To locate one or more users that you wish to assign this role, use the Search options or click the Show All button to display all users. 6. Click OK. 7. Check the check box next to each user that you wish to make an administrator. 8. Click the Add button to complete the process. 14 P a g e

17 Edit Administrative Rights Once a user has been given administrator status you need to use the Edit Administrative Rights option to grant them administrative rights. You can grant an administrator all of the rights available, or you can grant them select rights depending on their role. Follow the steps below to use the Edit Administrative Rights option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select System Administrators from the row of Filter Buttons. 4. Click on the user. 5. Select Edit Administrative Rights. 6. Expand the categories to select the desired rights. a. NOTE: You will only be able to assign the same or less permissions than you have. 7. Check the box next to the desired permissions. 8. Under Permission Groups, you will only have the option currently assigned to you. 9. If you desire permission different from the permission group(s), check or uncheck the desired settings under General Permissions. 10. Click the Update button to complete the process. 15 P a g e

18 Adding User Managers A User Manager forms a relationship between a user and their supervisor. User managers are level independent but will need to first be assigned EnergyU Administrator rights. After you have made the User a System Administrator and granted Administrator Rights, use the Assign the User Manager Role to Users option to add a user as a user manager. This will give the user access to perform certain functions within the system and to receive notifications regarding users who are assigned to them. Follow the steps below to use the Assign the User Manager Role to Users option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select User Managers from the row of Filter Buttons. 4. Select Assign the User Manager Role to Users from the Other Options list on the right side of the screen. 5. To locate one or more users that you wish to assign this role, use the Search options or click the Show All button to display all users. 6. Click OK. 7. Check the check box next to each user that you wish to make a user manager. 8. Click the Add button to complete the process. 16 P a g e

19 Once the User Manager role has been assigned to the User, you need to limit their rights to that of the User Manager Role. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select System Administrators from the row of Filter Buttons. 4. Click on the user. 5. Select Edit Administrative Rights. 6. Select General Rights. 7. Click box next to Limit rights according to User Manager Role. 8. Click Update. 17 P a g e

20 Adding Users to User Managers User managers are nothing without their users, so it is essential to assign users to them using the Add Managed Users option. Follow the steps below to use the Add Managed Users option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select User Managers from the row of Filter Buttons. 4. Click the name of the desired user manager from the list displayed. 5. To locate one or more users that can be assigned to the selected user manager, use the Search options or click the Show All button to display all available users. (see Fig.2) 6. Check the check box next to each user that you wish to assign to the selected user manager. (Fig.2) 7. Click the Add button to complete the process. (Fig.2) Fig. 1 View Users Assigned to a User Manager You can view all the users managed by a particular user manager. 1. Select the appropriate level in the Hierarchy. (see Fig. 1 above) 2. Select Users from the Categories Bar. (see Fig. 1 above) 3. Select User Managers from the row of Filter Buttons. (see Fig. 1 above) 4. Click the name of the desired user manager from the list displayed. (see Fig. 1 above) 5. Click the User Manager Options menu options tab to expand it. (see Fig.3) 6. Select View Managed Users from the menu list options. (Fig.3) 7. Click Show All to view all managed users. (Fig.3) Fig. 2 Fig P a g e

21 Managing Levels Using the Hierarchy, you can divide your organizational structure into different levels. This makes the management of your organization a simpler process. The division of your Hierarchy can be based on geographic location, branch, department, job site, job title, etc. You can assign users, courses, curricula, and certifications on a level basis. Your users, courses, curricula, and certifications can be assigned to a particular level or a group of levels. Every Level of your hierarchy MUST have your Company ID included in the Level Name. Your Company ID can be found in parenthesis behind your Company Name in the hierarchy (i.e. ADEU). Three primary purposes for level hierarchy: Course Distribution Assign courses to users via the Hierarchy. You can assign the same course(s) and certification program(s) to all of the users in a specific level and the levels below it by making a course default at that level (contact MEA Technical Support to request courses and certification programs to be defaulted). The layout of your Hierarchy can directly impact the ease of distributing courses to multiple divisions of your organization. Example Hierarchy Distribution Rules In addition to defaulting levels so courses & certificates automatically get assigned to a user, we have the option of assigning a Distribution Rule field to your user s profile. By simply entering a Distribution Rule name in the Users profile, they will be automatically enrolled in a group of Certification Programs. This will, in turn, automatically assign the associated courses to the User. For instructions on utilizing Distribution Rules, see page 47. Delegated Administration Administrators have access to specific rights and levels in the system, and are able to interact with the objects 19 P a g e

22 (users, courses, curricula, certifications, etc.) in the levels they are permitted to access. For example, you may want to grant access to a manager only for his or her division. When that manager logs into VLS Administrator, he or she will only see the level that they have been assigned to and those below it; they will not see the entire Hierarchy. Reporting Reports are run against selected levels. The levels you select determine which users and courses will be visible on the report. The higher the level in which you run the report, the larger the pool of data being reported on. 20 P a g e

23 Adding Levels Follow the steps below to use the Add Level option. 1. Select the appropriate level from the Hierarchy. NOTE: The level you select will be the parent of your new level. 2. Select System from the Categories Bar. 3. Select Level Structure from the Configuration Settings menu options group. 4. Select the Add Level option from the Option List on the left side of the screen. 5. Enter the name of the level in the Name field. Your Company ID MUST be entered in parenthesis behind your new Level Name (i.e., ADEU). Do not enter anything in the Password or IMS Unique Level ID fields. 6. Click Add. Edit Level Properties Select the Edit Level Properties option from the Option List on the left side of the screen to change the name of your level. Remove Level Select the Remove Level option from the Option List on the left side of the screen to remove that level from your hierarchy. This is an irreversible function. All Users, Courses and Certification Programs will also be removed from this level. 21 P a g e

24 Add Existing User(s) to Another Level(s) Once you create an initial user account, that user can be added to other levels in your hierarchy without reentering the profile information. This saves time and allows users to belong to multiple levels using the same profile information. Follow the steps below to use the Add Existing Users to the Current Level option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select Add Existing Users to the Current Level from the Other Options list on the right side of the screen. 4. To locate one or more users that you wish to add to the current level, use the Search options or click the Show All button to display all users. 5. Check the check box next to each user that you wish to add to the current level. 6. Click the Add button. 22 P a g e

25 Add Existing Course(s) to Another Level(s) Courses can easily be added to other levels in your hierarchy. Follow the steps below to use the Add Existing Course(s) to the Current Level option. 1. Select the appropriate level in the Hierarchy. 2. Select Courses from the Categories Bar. 3. Select Add Existing Courses to the Current Level from the Other Options list on the right side of the screen. 4. To locate one or more courses that you wish to add to the current level, use the Search options or click the Show All button to display all users. 5. Check the check box next to each course that you wish to add to the current level. 6. Click the Submit button. 7. You will receive a confirmation that the Courses were Added Successfully. 8. An Event MUST be selected in order for the courses to launch. Select the box next to MEA default for EACH course(s). Never select an event that has a _ in front of the name. 9. Click Submit. Add Existing Certification Program(s) to Another Level(s) This is a function that must be done by MEA Technical Support. Please contact MEA after Courses have been added to the New Level. 23 P a g e

26 Update a User s Profile When user information changes you must update the user's account accordingly. In addition to updating basic information such as First Name, Last Name, and , the Update Profile option allows an administrator to: Set a user's Active status (clicking the check box toggles a user between active and inactive, changing a user s status to inactive will deactivate the employee, they will still show on your user list, they will still occupy a license, but they won t be able to log into the system.) Leave Date will automatically populate when the user is made inactive Change a user s Login Name Change a user s Password Force the user to change their password next time they login NOTE: The Regional Locale Preference drop down list allows you to select a locale for the user s profile. Changing the Regional Locale Preference affects dates, calendars, and currency within VLS Administrator and the Portal. Do NOT make any changes to this field or to the Interface Language field. 24 P a g e

27 View User Levels The View Levels option allows you to view all of the levels to which a user belongs. There are times that you may need to know the specific levels a user resides in so that you can perform a function on that user, such as assigning a course to them. This can also help you decide the levels to which you want to assign particular courses. Follow the steps below to use the View Levels option Select Users from the Categories Bar. 2. Use the Filter Buttons and Search functions to find the desired user. 3. Select the desired user. 4. Click the General Options menu options tab to expand it. 5. Select View Levels from the menu options list. 25 P a g e

28 Reset Password The Reset Password option allows you to change a user's password in the event that a user forgets their password or if it needs to be changed as a security measure. Once you reset the user s password, the user can login with the new password and then change it to a more secure password if you have selected the Change Password at Next Login button. Users can also request forgotten passwords on the EnergyU login page. NOTE: Users must have a valid address in their profile in order to request help using this feature. Follow the steps below to use the Reset Password option. 1. Select Users from the Categories Bar. 2. Use the Filter Buttons and Search functions to find the desired user. 3. Select the desired user. 4. Click the General Options menu options tab to expand it. 5. Select Reset Password from the menu options list. 6. Enter a new password for the account in the Password field. 7. Re-enter the same password for the account in the Confirm Password field. 8. To force the user to create a new password the next time they log in, check the Change password at next login check box. 9. Click the Update button to complete the process. 26 P a g e

29 Log User Out In the event that you need to force a currently logged in user to exit EnergyU, the Log User Out option allows you to immediately terminate the user s current session. Follow the steps below to use the Log User Out option. 1. Select Users from the Categories Bar. 2. Use the Filter Buttons and Search functions to find and the desired user. 3. Select the desired user. 4. Click the General Options menu options tab to expand it. 5. Select Log User Out from the menu options list. 6. Click the Logout button. 7. Click OK on the confirmation dialog box. 27 P a g e

30 Managing Users Courses View Courses The View Courses option displays the courses and events to which the user has been assigned within a level. Follow the steps below to use the View Courses option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Courses menu options tab to expand it. 6. Select View Courses from the menu options list. 28 P a g e

31 Assign Courses The Assign Courses option allows you to directly assign courses and events to a user. THIS IS NOT THE RECOMMENDED WAY TO ASSIGN COURSES. REFER TO ENROLL IN CERTIFICATION PROGRAM (page 30) FOR THE CORRECT INSTRUCTIONS FOR ASSIGNING COURSES. A prerequisite check is performed when assigning a course. If a prerequisite for the course exists then the requirement will be displayed. To overwrite the prerequisite requirement and add the user to the course or event, check the check box to the left of the course or event name. Follow the steps below to use the Assign Courses option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Courses menu options tab to expand it. 6. Select Assign Courses (w/o cert) from the menu options list. 7. Check the check box next to each course or event that you want to assign to the user. NOTE: Selecting an event will automatically select its associated course. 8. Click the Add button to complete the process. The event must be assigned in order for the user to launch the course. Checking the event box will also check the course box. 29 P a g e

32 Remove Courses Use the Remove Courses option to remove one or more courses or events from the list of those assigned to a user. This option does not delete the course from your company s level, it simply makes it unavailable to the user. Courses marked with a solid bullet symbol ( ) are part of a curriculum to which the user has been assigned. To remove the user from one of these courses, you must first remove the user from the curricula that contains the course. Courses marked with an asterisk (*) have been defaulted at this level. Contact EnergyU technical support for assistance in removing that course. If a user has a Distribution Rule assigned in their profile, you will need to remove the Distribution Rule from the user prior to removing the course. Prior to removing the Course from the Users, remove the Certificate for that Course from the User. See Remove a User from a Certification Program. Follow the steps below to use the Remove Courses option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user 5. Click the Courses menu options tab to expand it. 6. Select Remove Courses from the menu options list. 7. Check the check box next to one or more courses or events that you want to remove from the user. NOTE: Selecting a course will automatically select its associated event. 8. Click the Remove button. 9. Click OK on the confirmation dialog box. 30 P a g e

33 Resetting Courses To allow a user to retake a Training Course (e-tng) or a Knowledge Test (KNT), use the Reset Course Tracking Data option. Course scores, visited pages, and question pools can be included among the data that is reset. While this information is reset, the users' historical scores and event credit information are retained by the system. This function is to be used ONLY when a User does not pass a course. For requalification purposes, refer to Resetting a Certification Program. Resetting a Single User Follow the steps below to use the Reset Course Tracking Data option. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Courses menu options tab to expand it. 6. Select Reset Course Tracking Data from the menu options list. 7. To locate one or more courses that you wish to reset for a user, use the Search options or click the Show All button to display all courses. Click OK. 8. Click the Box next to the Courses to Reset. 9. To reset the user's scores, assessment answers and visited pages associated with courses, check the Reset Course check box. 10. To reset the question pool for a user check the Reset question pool check box. 11. DO NOT check the Permanently Delete all Course History. This is irreversible. 12. NOTE: EnergyU assessments do not use a timer, so checking Reset timer for assessment modules is not required. 13. Click the Submit button to complete the process. 13 DO NOT check Permanently Delete all Course History. 31 P a g e

34 Resetting Multiple Users Follow the steps below to use the Reset Course User Data option. This function is to be used ONLY when a User does not pass a course. For requalification purposes, refer to Resetting a Certification Program. 1. Select the appropriate level in the Hierarchy. 2. Select Courses from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired course. 4. Select the desired course. 5. Click the Users menu options tab to expand it. 6. Select Reset Course User Data from the menu options list. 7. Click Show All. Click OK. 8. Check the check box next to each user for whom you want to reset or delete course data. 9. To reset the course scores, assessment answers and visited pages associated with courses, check the Reset Course check box. 10. To reset the question pool, check the Reset question pool check box. 11. DO NOT check the Permanently Delete all Course History. This is irreversible. 12. NOTE: EnergyU assessments do not use a timer, so checking Reset timer for assessment modules is not required. 13. Click Submit. 13 DO NOT check Permanently Delete all Course History. 32 P a g e

35 Managing Users - Certification Programs Certifications Programs are a means of assigning courses and tracking Operator Qualification requirements for courses. Enroll a User in a Certification Program(s) Follow the steps below to Enroll a User in one or multiple Certification Program(s). 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Certificates menu options tab to expand it. 6. Select Certificate Enrollment (includes course) from the menu options list. 7. Refer to the Certification List to find the appropriate certification programs in relation to the courses the user needs to complete. For Example, if your User is required to complete qualifications for , you will enroll them in certification programs MEA1409, MEA1132, MEA16 & MEA To locate one or more certificate programs that you wish to add to a user, Click Show All or use the Search options to find a specific certificate program. 9. Click the box next to the desired certification program. 10. Click Update before advancing to the next page. THIS FUNCTION WILL AUTOMATICALLY ENROLL THE USER IN THE CORRESPONDING COURSES. For example, if you enroll your user in MEA1409, your user will be assigned course e- TNG. The user is now ready to begin taking their courses. *Certification List can be found at Click Administrative Services>EnergyU Support>EnergyU Administrators 33 P a g e

36 Adding User(s) to a Certification Program Follow the steps below to Enroll one or multiple User(s) in one Certification Program. 1. Select the appropriate level in the Hierarchy. 2. Select Certification Programs from the Categories Bar. 3. Select Manage Certification Programs. 4. Refer to the Certification List to find the appropriate certification programs in relation to the courses the user needs to complete. For Example, if your User is required to complete qualifications for , you will enroll them in certification programs MEA1409, MEA1132, MEA16 & MEA Select the desired Certificate Program. *Certification List can be found at Click Administrative Services>EnergyU Support>EnergyU Administrators 34 P a g e

37 6. Click Manage Users. 7. Select Add Program Users from the menu options list. 8. Click Show All to locate one or more Users that you wish to add to a Certificate Program, or use the Search options to find a specific certificate program. 9. Click the box next to the desired Users. 10. Click Add. THIS FUNCTION WILL AUTOMATICALLY ENROLL THE USER IN THE CORRESPONDING COURSES. For example, if you enroll your user in MEA1409, your user will be assigned course e-tng. The user is now ready to begin taking their courses. 35 P a g e

38 Remove a User from a Certification Program(s) Follow the steps below to Remove a User from one or multiple Certification Program(s). 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Certificates menu options tab to expand it. 6. Select Remove from Certification Programs from the menu options list. 7. Locate one or more certificate programs that you wish to add to a user, use the Search options to find a specific certificate program. 8. Click the box next to the desired certification program. 9. Click Remove before advancing to the next page. THIS FUNCTION WILL REMOVE THE USER FROM THE CERTIFICATION PROGRAM(S), BUT NOT FROM THE CORRESPONDING COURSE(S). To remove the User from the Course(s), refer to Remove User from a Course(s). 36 P a g e

39 Remove a Certification Program from a User(s) Follow the steps below to Remove a Certification Program from one or multiple User(s). 1. Select the appropriate level in the Hierarchy. 2. Select Certification Programs from the Categories Bar. 3. Click Manage Certification Programs. 4. Select the desired Certification Program. 5. Click the Manage Users menu options tab to expand it. 6. Select Remove Program Users from the menu options list. 7. To locate one or more certificate programs that you wish to add to a user, Click Show All or use the Search options to find a specific certificate program. 8. Click the box next to the desired Users. 9. Click Remove. THIS FUNCTION WILL REMOVE THE USER FROM THE CERTIFICATION PROGRAM(S), BUT NOT FROM THE CORRESPONDING COURSE(S). To remove the User from the Course(s), refer to Remove User from a Course(s). 37 P a g e

40 View Certification Program Users Follow the steps below to View Users Enrolled in a Certification Program. 1. Select the appropriate level in the Hierarchy. 2. Select Certification Programs from the Categories Bar. 3. Click Manage Certification Programs. 4. Select the desired Certification Program. 5. Click the Manage Users menu options tab to expand it. 6. Select View Program Users from the menu options list. 7. To locate one or more certificate programs that you wish to add to a user, Click Show All or use the Search options to find a specific certificate program. 8. You can then View all Users Enrolled in Selected Certification Program. 38 P a g e

41 Manage Certification Program Completion Once a User is Enrolled in a Certification Program, EnergyU will automatically grant the certificates for any courses completed online. Performance Evaluations, however, because they are done in the field, need to be manually granted. Follow the steps below to Manage Certification Program Completion. This method can be used for granting certificates to multiple users for one certificate program. 1. Select the appropriate level in the Hierarchy. 2. Select Certification Programs from the Categories Bar. 3. Click Manage Certification Programs. 4. Select the desired Certification Program. 5. Click the Manage Users menu options tab to expand it. 6. Select Completion Management from the menu options list. 7. To locate one or more Users to Grant the selected Certification Program, Click Show All or use the Search options to find a specific certificate program. 8. Click the Box next to the User to whom you wish to Grant the Certification Program. 9. Change the Status from Incomplete to Complete. 10. Enter the Completion Date for the PEF (Performance Evaluation). 11. Click Apply REMEMBER This Function is ONLY to be used for Performance Evaluations (PEF s), NEVER for e-tng Courses or KNT Courses. 39 P a g e 11

42 Granting Certificates Once a User is Enrolled in a Certification Program, EnergyU will automatically grant the certificates for any courses completed online. Performance Evaluations, however, because they are done in the field, need to be manually granted. Follow the steps below to Grant Users Certificates. This method can be used for granting multiple certificates for a single user. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Select the desired User. 4. Click the Certificates menu options tab to expand it. 5. Select Grant Certificates from the menu options list. 6. Check the box next to the desired Certification Program. 7. Change the date to the date the Performance Evaluation was completed. 8. Click Update. REMEMBER This Function is ONLY to be used for Performance Evaluations (PEF s), NEVER for e-tng Courses or KNT Courses. 40 P a g e

43 View Achieved Certification Programs Follow the steps below to View Certification Programs a User has Achieved. 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Certificates menu options tab to expand it. 6. Select View Achieved Certificates from the menu options list. 7. All Certificates the User has achieved will appear. NOTE: If a User is NOT Enrolled in a Certification Program, it will not show here. You can Enroll the User in the Program after the course has been completed, however, it can take up to 2 hours before the Certificate will appear as Achieved. 41 P a g e

44 Resetting a Certification Program Follow the steps below to Reset Certification Programs a User has Achieved. Procedure #1 will allow you to reset multiple certificates for a single user Procedure #2 will allow you to reset multiple users within a single certificates ENERGYU WILL AUTOMATICALLY RESET THE CERTIFICATION PROGRAM 60 DAYS BEFORE EXPIRATION, YOU DO NOT NEED TO DO THESE PROCEDURES UNLESS THE USER IS REQUALIFYING EARLY. THESE PROCEDURES MUST BE COMPLETED ONLY FOR RECERTIFICATION, NOT IF A USER HAS FAILED A COURSE. THESE PROCEDURES WILL ALSO RESET THE ASSOCIATED COURSE. Procedure #1 Reset multiple certificates for a single user 1. Select the appropriate level in the Hierarchy. 2. Select Users from the Categories Bar. 3. Use the Filter Buttons and Search functions to find the desired user. 4. Select the desired user. 5. Click the Certificates menu options tab to expand it. 6. Select Reset Certification Programs from the menu options list. 7. To locate one or more Certificates, Click Show All or use the Search options to find a specific certificate program. 8. Click the Box next to the desired Certificate Program. 9. Click Update. This will Reset the Certification Program and the Associated Course. The User can now go into their Course and Requalify. NOTE: If a User is NOT Enrolled in a Certification Program, it will not show here. You can Enroll the User in the Program after the course has been completed, however, it can take up to 2 hours before the Certificate will appear as Achieved. 42 P a g e

45 Procedure #2 reset multiple users within a single certificate 1. Select the appropriate level in the Hierarchy. 2. Select Certificates from the Categories Bar. 3. Select Manage Certification Programs. 4. Select the desired Certificate. 5. Click the Manage Users menu options tab to expand it. 6. Select the Reset Program Users option. 7. Click Show All. 8. Click OK. 9. Click Select All or check the boxes next to the Users to reset. 10. Click Reset. This will Reset the Certification Program and the Associated Course. The User can now go into their Course and Requalify. NOTE: If a User is NOT Enrolled in a Certification Program, it will not show here. You can Enroll the User in the Program after the course has been completed, however, it can take up to 2 hours before the Certificate will appear as Achieved. 43 P a g e

46 Print Users Certificates Once a User has achieved their Certificate, you have the ability to print a certificate. Follow the steps below to Print a Certification Program Certificate. 1. Select the appropriate level in the Hierarchy. 2. Select Certification Programs from the Categories Bar. 3. Click Manage Certification Programs. 4. Select the desired Certification Program. 5. Click the Manage Users menu options tab to expand it. 6. Select Print Program Certificates from the menu options list. 7. To locate one or more Users to Print a Certificate, Click Show All or use the Search options to find a specific certificate program. 8. Click the Box next to the User to whom you wish to Print a Certificate. 9. Click Print. 44 P a g e

47 Print Users Certificates Not Printing Properly Occasionally the Certificate border will not print this is a printer setting for your browser. You will need to go into the browser print settings and check the box to allow printing of background graphics. Internet Explorer Google Chrome Mozilla Firefox 45 P a g e

48 Adding Prerequisites to a Course Prerequisites can be set up so that a user is required to take and pass a specified course before they can take another course. For example, you may want the User to take the Training prior to taking the Knowledge Test. This is a requirement for some Operators. Follow the steps below to add a Prerequisite to a Course. 1. Select the appropriate level from the Hierarchy to which you would like to create the prerequisite for a particular course. 2. Select the Courses button. 3. Use the Filter Buttons and Search functions to find the desired course. 4. Select the course to which you would like to add the prerequisite. 5. Click on Add Prerequisites. 6. Click the box next to the Course you wish to be the prerequisite. 7. Click Add. This Procedure can only be completed at your main Company Level 46 P a g e

49 Resources Accessing Resources There are a number of different Resources available to you in EnergyU: EnergyU Certificate List EnergyU Role & Responsibility Agreement EZval Resource Folder MEA Evaluator Application MEA OQ Program Usage and Review MEA PEFs 192 Library MEA PEFs 195 Library MEA PEFs ASME Library MEA PEFs ELEC Library Follow the steps below to Access available Resources. 1. Log in to EnergyU. 2. Click on the Resources tab. 3. To select the Resource you d like to view, Click View File. Follow the steps below to Download EZval. 1. Click on View File. 2. Click the dropdown for Save and select Save and open. 3. Select EZval_Setup.exe. 4. Follow instructions in Setup. 47 P a g e

50 Assigning Resources As the Administrator, you have the ability to assign Resources to your users. For example, and Evaluator that needs Performance Evaluations or EZval. Follow the steps below to Assign a Resource to a User. 1. Click on Resources. 2. Click on the Resource you wish to Assign. 3. Click on the purple Spyglass Click Yes. 4. Click the box next to the desired User. 5. Click Assign. 48 P a g e

51 Distribution Rules By utilizing EnergyU s Distribution Rules function, you will have the ability to automatically enroll users in certification programs, which will automatically assign the associated courses to users. By doing this, the users will then be able to start taking courses the following morning. Distribution Rules come in very useful when you have a number of Users that all need to take the same courses. For example, you have a group of Fuser needs to have a total of 22 courses and you have 15 Fusers. You would simply enter ABCD-Fuser in their profile and the following morning, they would have their courses and certificate programs showing upon logging into the system. Benefits of utilizing Distribution Rules By simply entering a Distribution Rule name in the Users profile, they will be automatically enrolled in a group of Certification Programs. This will, in turn, automatically assign the associated courses to the User. Users can have multiple Distribution Rules assigned to their profile. Courses will be available to the User the following morning. Upon course completion, the system will automatically grant the certificates for the passed course. 60 days before the certification program expires, the system will automatically reset the certification program, which will in turn, reset the course for requalification. Certificates for Performance Evaluations will have been automatically enrolled and will be available to grant upon completion of the evaluation. Reports can be filtered on a Distribution Rule, thereby showing only users in a specific area/job description. 49 P a g e

52 EnergyU Technical Support will notify you that your Distribution Rules have been set up and give you the list of Distribution Rule names. You can then assign them to your Users Please follow these steps to assign the Distribution Rule: 1. Click on the Users icon. 2. Select the User. 3. Select Update Profile. 4. In the Distribution field, enter the distribution rule name for the desired position (i.e., ABCD-Const-INIT). Please note, the name MUST be entered exactly how it is listed in the information provided to you. This name is specific to your company. If it is not entered exactly, the process will not work and your Users will not get their courses. 5. If the User requires multiple distribution rules, you may enter additional distribution rules in the distribution field. Separate the distribution rules by a comma with no spaces (i.e., ABCD- Const-INIT,ABCD-Weld-INIT). 6. Click Update. The distribution rule process runs nightly. The courses will be available to your users the following morning. 50 P a g e

53 Reporting There are 3 types of reports in EnergyU. All reports can be exported in a variety of formats. Standard reports These are static and cannot be changed. They are typically real time reports, meaning, you don t have to wait for the database to update for accurate information. The most widely used standard report is the Credits by User report. This is available under Reports>Users>Credits by User or in the Users profile under Reports>Credits by User. Dynamic Reports These are reports that are already designed. The basic information it is pulling cannot be changed. You can however choose the fields you would like to see in the reports, how you would like it sorted and with some reports filter, such as a date range, etc. Dynamic Reports have a small blue icon in front of the report name. To access click on the desired report: 1. Click Show/Hide 2. Check the desired fields 3. Choose Add to Sort or Remove for Sorting Columns 4. Click Submit. 51 P a g e

54 Ad Hoc Reports These are Custom reports that have been built by EnergyU Technical Support. Ad Hoc reports can be run from the User Portal. The graphic at the right shows access to Ad Hoc reports from the User Portal. Click on the report name and it will run. Note: If you do not have any Ad Hoc Reports showing here, you have not been assigned any Ad Hoc Reports. The report runs based on the filters which are preset. Click the Show Filters button to display the filters. This will allow you to change the filter. To update the results after changing the filters, simply click Update Results. 52 P a g e