Manager/ Supervisor Reference Guide

Transcription

1 THE LEARNING CENTRE MANAGER/SUPERVISOR REFERENCE GUIDE LEARNING CENTRE Manager/ Supervisor Reference Guide Page 1

2 Learning Centre User Overview Reference Guide Last Modified 23/07/ Toyota Institute Australia. All rights reserved. All brand and product names are trademarks or registered trademarks of their respective holders. Printed in Australia. Information in this document is subject to change without notice and does not represent a commitment on the part of Toyota Motor Corporation Australia. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of Toyota Institute Australia Phone or training@toyota.com.au This Learning Centre is powered by the Plateau Talent System. Page 2

3 TABLE OF CONTENTS INTRODUCTION & HELP/SUPPORT CONTACTS... 4 MANAGER/SUPERVISOR Access... 5 Managing Training Approvals... 6 Viewing the Dashboard... 8 Viewing and Navigating the Organisation Chart... 9 Running Reports MANAGING EMPLOYEE S REGISTRATIONS Registering Employees in a Scheduled Offering Withdrawing Employees from a Scheduled Offering Viewing Your Employee s Current Registrations MANAGING EMPLOYEE S TO-DO LIST Viewing an Employee s To-Do List Assigning Learning to an Employee s To-Do List Removing Learning from an Employee s To-Do List Viewing an Employee s Completed Work SUMMARY Page 3

4 INTRODUCTION & HELP/SUPPORT CONTACTS It s being hailed as a breakthrough for time-poor, knowledge hungry people- a purpose built, all inclusive LEARNING CENTRE that allows everyone in the Toyota and Lexus network to increase their skill base, and improve their career prospects. "The upgraded Learning Centre is a major improvement and now offers a system that is worlds best standard. It has a raft of new features including accessibility 24/7, reporting capability, To-do lists with automatic reminders, self registration, plus much more. This Manager/Supervisor Reference Guide provides an overview of the features and functions available in the Learning Centre. It includes step-by-step instructions to manage employees as a supervisor in the system. This guide is intended to be a self study reference. The LEARNING CENTRE offers: Accessibility 24/7 Yearly Training Calendar Face to Face & Online Training options Ability to Self Register for Training Courses Confirmations & Reminders Access to Training History Reporting Capabilities Page 4

5 MANAGER/SUPERVISOR Access A Manager / Supervisor in the Learning Centre is a user whose name appears in the Supervisor field for at least one other person s user record. If My Employees is in the top menu, then you are a Manager / Supervisor. However if you have employees and this is not showing, please ask your employees to allocate you as their Manager/Supervisor within the Learning Centre. Figure 1. My Employees If the user is a supervisor, click Employees (to the left of the user card) to view the user s direct subordinates. Figure 2. Employees Card Click any subordinate listed to access his/her Home page. Note: Network Central is the Dealer Database which records dealership staff & their details. This takes the place of the old Lotus Notes dealer database. Dealer staff need to be entered into Network Central by the "Delegated Administrator". A User ID and password is generated at the same time and can be recorded & sourced from this person. The Learning Centre only gives access to those staff who are registered into Network Central. Page 5

6 Managing Training Approvals As a Manager / Supervisor, you can approve or deny training requests from other users. This may include requests to register into a scheduled offering or to launch online content. Other users who are not Managers/ Supervisors can also participate in the approval process if designated by Toyota Institute Australia Training Team or the user chooses another person as their approving Manager/Supervisor. When users first submit the approval request, they see a status of Pending Approval. As an approver, you can view, approve, deny, or skip requests from users. If you approve or deny the request, the user receives notification. When the last person in the process approves the request, the user is enrolled for the requested course or can launch the online content. You are alerted to pending approvals on the Home page in the red alerts box. To see a list of your pending approvals: 1. Click the You have pending approval requests link in the Alerts box or click Approvals in the Easy Links section. Figure 3. Alerts The Pending Reviews and Approvals screen displays as follows: Figure 4. Pending Reviews and Approvals Screen 2. Click the Direct Reports Only radio button to filter the list if desired. Page 6

7 3. Expand the user name field to view details and user comments. Figure 5. Training Approvals Section 4. Click the title link to the scheduled offering details. To return to the approvals screen, click the Back link. 5. Next to the desired user s request, click the Approve radio button. You can use the Approve All or Deny All link for a long list. 6. Click Next. 7. Enter comments for approved and/or denied requests if desired. 8. Click Next. 9. Click Previous to modify or Confirm to continue. Once you have approved/denied the request, notifications are sent to all affected users. Here are possible actions: If the approval process is still in progress, the notification informs the user of status and steps/approvers remaining. If the request for a scheduled offering is fully approved now, the user receives notification and the registration status is changed from Pending to Enrolled. If the request to launch online content is fully approved now, the user receives notification and is able to launch the object. If the request for a scheduled offering is denied, the user receives notification with the denial reason. The system withdraws the related registration request and informs the user of this action. If the request to launch online content is denied, the user receives notification with the denial reason. The item stays on the user s To-Do List, but s/he cannot launch the content. The user can remove the item or can leave the item and request approval again in the future. Page 7

8 Viewing the Dashboard Managers/ Supervisors can view the status of employees progress on To-Do tasks on the Dashboard screen, however need to request access to this from Toyota Institute Australia Training Team on Phone or If you have access, view the dashboard by: 1. Navigate to My Employees > Dashboard. The Dashboard screen displays. Figure 6. Dashboard 2. Use the Show and Due Date drop-down menu options to filter the data displayed. Figure 7. Dashboard Filter Options Some tips for interpreting the employee dashboard are: Dates in red show required learning assignments that the user has not completed and the due date has passed. A status of Must be registered indicates that this is an instructor-led item for which the user is not currently registered. A status of Enrolled indicates that the user has registered into a scheduled offering. A status of In progress indicates that the user has launched, but not completed, online content. Page 8

9 Viewing and Navigating the Organisation Chart You can use the Organisation Chart to learn more about employee status. You can navigate to an employee s record where you can view or edit relevant options. You can also drill down through layers of the Organisation Chart to view or edit direct and indirect reports. 1. Navigate to My Employees > Organisation Chart to display the chart. Figure 8. Organisation Chart Figure 9 indicates the actions you can take from the organisation chart. Figure 9. Organisation Chart Options Page 9

10 2. Click the Snapshot icon ( ) to launch a snapshot of the employee. Figure 10. Employee Snapshot 3. Navigate to a user s record by clicking the Go button next to the relevant area of the screen. For instance, click the Go button in the Learning section displays the user s Home page and To-Do List. Figure 11. Home Page You can now click any of the links on the user s To-Do List and navigate within the user s record. Page 10

11 4. After accessing the user s record, you can perform several tasks as if you had logged in as the user. You can: Remove self-assigned learning items from the user s To-Do-List Register the user into scheduled offerings Record a learning event for the user (if permitted by system settings) When you finish viewing or editing the user s record, you can return to your own session by clicking: Your Home Page to return to your Home page and To-Do List Organisation Chart to return to the organisation chart view Figure 12. Top Menu Frame Page 11

12 Running Reports As a Managers/ Supervisors, you can run reports about yourself and/or direct reports. You can generate a report to view on screen and/or to save to your local drive. You have a choice of generating a file in PDF format, XML (extensible Markup Language), CSV (commaseparated values for export to a spreadsheet) OR in the network browser. A user who is not a supervisor can run the same list of reports. However, the results are limited to that user s record. To run reports: 1. Log in to the Learning Centre. Figure 18. Reports Easy Link 2. Click Reports from the Easy Links section of the Home page to see the list of available reports. Figure 19. Reports Screen Page 12

13 3. Click the expand icon ( ) to see additional reports in each report group. 4. Click the report name to select a report and display the run reports screen. 5. Each report page has two sections: Figure 20. Run Report Screen The top section determines report layout The bottom section allows you to select criteria of interest - The reports list varies by implementation and is based on the products licensed. - Use the context sensitive help to view a brief description of each report. - Disable any pop-up blockers to enable reports to display in a separate browser window. Page 13

14 Figure 21 illustrates the options available when running reports and how to define the report layout and criteria. 6. Once the layout and criteria are defined, click Run Report. Sample Report: User Learning History The User Learning History report captures learning events based on the search criteria you provide. A learning event may have been recorded based on attendance at a scheduled offering or completion of online modules. Figure 22 displays the options that this Manager/ Supervisor selected for a report that includes all employees. Figure 22. User Learning History Report Options Page 14

15 Click Run Report. Figure 23 is an extract from the report that is generated by the system based on the criteria you specified. Figure 23. Learning History Report Output Sample Report: User Learning Plan The User Learning Plan report displays status of assigned items based on the search criteria you provide. The report indicates if the item is in a curriculum (neither of the items shown here are in a curriculum). If applicable, the Required Date and Days Remaining give you an idea whether training is overdue. You also see a column with Assignment Type that indicates whether the item is required or optional. If the item has been entered in the user s learning history, you will see an entry in the Complete Date column. Figure 24 displays the options that this Manager/ Supervisor selected for a report that includes their direct employees. Figure 24. User Learning Plan Report Options Figure 25 displays an extract from the report generated by the system. Figure 25. Learning Plan Report Output In this extract, Amy Cook has an item that was due 4 days ago and has not yet been completed. Page 15

16 MANAGING EMPLOYEE S REGISTRATIONS As a Manager/ Supervisor, you are able to: Register employees in a scheduled offering Withdraw employees from a scheduled offering View an employee s Learning Calendar Registering Employees in a Scheduled Offering Managers/ Supervisors can register (enrol) employees into scheduled offerings. The Registrations submenu is where you can enrol one or more employees into a scheduled offering. The items and curricula that display are from catalogues that you, as a Manager/ Supervisor, have access to, not the catalogue that your employees have access to. To register employees in a scheduled offering: 1. Navigate to My Employees > Register My Employees. The Registrations screen displays. Figure 26. My Employees > Register My Employees Figure 27. Registrations Screen Page 16

17 2. Select the Register Users radio button. 3. Click Next to display the search screen for scheduled offerings. Figure 28. Registrations Search for Scheduled Offering 4. Enter keywords in the Keywords text field. The Learning Centre searches the title and description of the items (refer to Simple Catalogue Search in the Learning Centre: User Reference Guide for details). 5. Click Next to display the keyword search results. Figure 29. Scheduled Offerings Search Results 6. Review the list which displays available scheduled offering titles, descriptions, and start dates/times. 7. Click the Select the radio button for the scheduled offering you wish to select. 8. Click Next to display the select users screen. Figure 30. Select Users to Register An expand arrow icon ( ) next to a user name indicates a supervisor. Click the arrow to view and select the second level subordinates. Page 17

18 9. Check the Select checkbox(es) next to the corresponding subordinate(s) to register. 10. Click Next to display the Edit Assignments screen. Figure 31. Edit Assignments and Enter Comments 11. Verify the list of users and enter optional comments. Any scheduling conflicts will display on the screen above the list of users. 12. Click Next to display the Financial Data screen. Figure 32. Edit Financial Data 13. Click Next to display the Record Registration screen. Figure 33. Record Registration Verification Screen 14. Select the recipients by checking the corresponding confirmation checkboxes. 15. Click Finish to complete the registration process for your employees into the scheduled offering. Page 18

19 Withdrawing Employees from a Scheduled Offering In addition to registering employees, Managers/ Supervisors can also withdraw employees from a scheduled offering, however our cancellation policy will apply. To withdraw employees from a scheduled offering: 1. Navigate to My Employees > Register My Employees. The Registrations screen displays. Figure 34. My Employees > Register My Employees Figure 35. Registrations Screen: Withdraw Users 2. Click the Withdraw Users radio button, however please refer to the Cancellation Policy as there may be a cancellation fee. 3. Click Next to display the search screen for scheduled offerings. Figure 36. Scheduled Offerings Search Screen 4. Enter keywords in the Keywords text field. The Learning Centre searches the title and description of the items. Page 19

20 5. Click Next to display the keyword search results. Figure 37. Scheduled Offering Search Results 6. Review the search results list. 7. Click to select the radio button for the scheduled offering. 8. Click Next to see the users registered for the scheduled offering. Figure 38. Select Users to Withdraw 9. Click to check the Withdraw checkbox next to the corresponding employee to withdraw from the scheduled offering. 10. Click Next to display the Record Withdrawal screen. Figure 39. Withdrawal Verification Screen 11. Check the corresponding confirmations to checkboxes to select the recipients. 12. Click the Remove associated item from the To-Do List to remove the scheduled offering from the employee s To-Do List. 13. Click Finish to complete the withdrawal process for your employees from the scheduled offering. Page 20

21 Viewing Your Employee s Current Registrations After registering or withdrawing subordinates from scheduled offerings, you may view your subordinate s list of current registrations to verify the registration or withdrawal. You can do this by opening a subordinate s record to view his or her current registrations. To view your employee s current registrations: 1. Navigate to My Employees > Organisation Chart to display the Organisation chart. Figure 40. Organisation Chart 2. Click the Home icon ( ) associated with the employee on the Organisation chart to view the employee s Home page. 3. Select Registrations from the Show drop-down menu. Figure 41. To-Do List: Registrations Filter Page 21

22 4. Roll your mouse over the title to view the scheduled offering summary information. Figure 42. Item Details Card 5. Click View Registration or View Details to see registration and scheduled offering details, respectively. 6. Click Organisation Chart in the top menu to exit the employee record and return to the Organisation chart. Figure 43. Top Menu Frame: Employee View Page 22

23 MANAGING EMPLOYEE S TO-DO LIST As a Manager/ Supervisor, you are able to: View a subordinate s To-Do List Assign item(s) and curricula to a subordinate Remove item(s) from a subordinate s To-Do List Record the completion of an item (learning event) View a subordinate s completed work Viewing an Employee s To-Do List Managers/ Supervisors can view a subordinate s To-Do List by opening a subordinate s record. The To-Do List displays the items that the subordinate is required to complete, either on a onetime or recurring basis. All items shown are ones that the subordinate has not yet successfully completed. To view your employee s To-Do List: 1. Navigate to My Employees > Organisation Chart to display the Organisation chart. Figure 44. Organisation Chart 2. Click the Home icon ( ) associated with the employee on the Organisation chart to view the employee s Home page. Figure 45. To-Do List: Employee View Page 23

24 3. Select from the Show drop-down menu to filter the items listed on the employee s To-Do List. 4. Use the Easy Links to view the employee s completed works and to record learning for the employee. 5. Links in the top menu ( ) indicate you are viewing the subordinate s record. 6. Click: Your Home Page to return to your record Organisation Chart to return to the Organisation chart Page 24

25 Assigning Learning to an Employee s To-Do List Managers/ Supervisors can assign learning to the To-Do Lists of subordinates. Remember, an item is an assignable unit such as an instructor-led course or online training. Using the Assign Learning to My Employees option, assign one or more items to one or more subordinates. Also, use this tool to remove items from the To-Do Lists of your subordinates. To assign learning to employees: 1. Navigate to My Employees > Assign Learning to My Employees. Figure 46. My Employees > Assign Learning to My Employees The Manage Learning Activities screen displays. Figure 47. Manage Learning Activities Screen 2. Click to select the Add Items and Curricula radio button. 3. Click Next to display the select users screen. Figure 48. Select Users 4. Click the expand arrow to see indirect subordinates. Page 25

26 5. Check the Select checkbox next to the corresponding subordinate to assign learning. 6. Click Add Checked. 7. Click Next to display the search for items and curriculum screen. Figure 49. Search for Items and Curricula 8. Enter keywords to search for in the Keywords text field. 9. Click Search to display the keyword search results. Figure 50. Search Results 10. Add learning by checking the corresponding Add checkboxes. 11. Click Add Checked to display the edit information screen. Figure 51. Add Items/Curricula 12. Edit the assignment type and assign date as needed. Click the Select link to choose from a list of assignment types. 13. Click the calendar icon to select a different assign date. The assign date defaults to the current date and cannot be in the future. Page 26

27 14. Click Next to display the edit required dates screen. 15. Edit the required dates as necessary. Figure 52. Edit Required Dates Each learning item has settings that affect the default required date. Therefore, each item may display different default required dates. 16. Click Finish to complete the learning assignment process. 17. Click Start Over... to add additional items or curricula to the selected employees. Page 27

28 Removing Learning from an Employee s To-Do List Managers/ Supervisors can remove one or more items from the To-Do Lists of subordinates. To do so: 1. Navigate to My Employees > Assign Learning to My Employees. Figure 53. My Employees > Assign Learning to My Employees The Manage Learning Activities screen displays. Figure 54. Select Management Action: Remove Items 2. Click to select the Remove Items radio button. 3. Click Next to display the select users screen. Figure 55. Select Users 4. Click the expand arrow to see indirect subordinates. Page 28

29 5. Check the Select checkbox(es) next to the corresponding subordinate(s) to remove items from. 6. Click Add Checked. 7. Click Next to display the search items for removal screen. Figure 56. Item Search 8. Enter keywords to search for in the Keywords text field. 9. Click Search to display the keyword search results. Figure 57. Item Search Results 10. Remove items by checking the corresponding Add checkboxes. 11. Click Add Checked to display the select items for removal screen. Figure 58. Items for Removal 12. Click Next to display the remove item confirmation screen. Page 29

30 Figure 59. Remove Items Confirmation 13. Click Finish to complete the learning item removal process. 14. Click Start Over... to remove other items or curricula from the To Do Lists of the selected employees. Page 30

31 Viewing an Employee s Completed Work Managers/ Supervisors can view a subordinate s completed work list by opening a subordinate s record. The Completed Work screen displays a list of items that the subordinate has completed and the dates the subordinate completed them. To view an employee s list of completed work: 1. Navigate to My Employees > Organisation Chart. Figure 60. Organisation Chart 2. Click the Home icon associated with the employee on the Organisation chart to view the employee s Home page. Figure 61. To-Do List: Employee View 3. Click Completed Work in the Easy Links section to display the completed work screen. Figure 62. Employee s Completed Work Page 31

32 4. To view the details of a listed item, mouse over the corresponding item title to display the item summary. 5. Click: Figure 63. Completed Work Item Card View Details to view item details Print Certificate to print a certificate of completion for the item The close icon ( ) on the upper-right corner to close the item summary pop-up 6. Click the column headers to sort the list accordingly. Page 32

33 SUMMARY This self-study Managers/ Supervisors Reference Guide provided Managers/ Supervisors with an overview of the features and functions available to them in the Learning Centre. It included step-by-step instructions to manage employees as a Manager/ Supervisor in the system. Page 33