Gaia CPD Portal 25/11/2014. Bernard Dady

Transcription

1 Gaia CPD Portal USER GUIDE V1 Bernard Dady

2 What do you want to do? 1. Briefing for senior leaders 2. Briefing for CPD managers and admin support 3. Search for courses 4. Make a request for CPD or training 5. Book an event 6. Manage my delegates 7. Allocate my staff to an event 8. Check staff requests and training records 9. Complete an evaluation 10. Explain what delegates will see when they log in

3 For Senior Leaders If you do not intend to lead the Gaia CPD programme yourself then you should nominate a member of staff who will assume this role for you institution. This guide is therefore most relevant for that person and any administrator supporting them. The Gaia CPD Portal will provide your school, academy or college with direct capacity to send needs requests, book events, manage delegates, process evaluations and access training records for your staff. Your staff are recognised as delegates by their address, which is a unique identifier. You can export this data from your MIS and import it into our CPD portal (TaskManager) using a.csv file. Once delegates are in the system you can manage them easily for each event and access the benefit of automated communication using this system. Bernard Dady Head of Education Transformation (Gaia Technologies PLC)

4 For CPD Managers & Admin Support You have been nominated as the CPD Manager or admin support for your school, academy or college. You will have received an providing log in details for the Gaia CPD Portal Log in with these credentials at the top right of the course search page. You can now perform administration as follows: Search for provision (courses & events) Make a needs request Submit a booking form for an event Add delegates for your institution Assign delegates to events Check your CPD and training records Queries? Contact Bernard Dady: cpd@gaia-tech.com Mobile:

5 Events what you need to know 1. You can book an on-site event for: a) Your staff only b) With open booking for other institutions (we will share the income from paying delegates with you) 2. You can book delegate places on a centre-based or open event 3. For on-site events we normally charge a standard day rate per trainer/consultant. In some cases this may be increased due to the premium that some consultants charge for niche expertise. 4. For centre-based or open events we charge a delegate rate. 5. Workshops have delegate number limits. We are flexible but interactivity diminishes with audience size. If you want a large audience then the event becomes presentational. Alternatively you may need two trainers or to repeat the workshop. 6. If you have pre-paid through a contract or annual subscription the fees are deducted from your voucher allocation. If you pay as you go you will be invoiced on delivery. 7. Read the Gaia Terms & Conditions as cancellation fees may apply.

6 Course Listing Course is the term used to describe any provision: consultancy; training and project support. You can book a course using a booking form. If you have dates in mind send a request to check availability before completing a booking form. It becomes an event once a date and venue is assigned. You can only book delegates onto an event. Refine your search here

7 Use the Booking Tab for Admin Click Here Log In Here Click the bookings tab once logged in

8 Requests and Bookings Remember you can only make a booking on an event i.e. a course that has a scheduled date and venue. If you would like to schedule a course at your institution click the my requests button and select create a new request.

9 The Request Form A request form allows you to send a request to Gaia to schedule an event for you. You can specify the dates and offer alternatives. We will accept the request and schedule the event for you or if this is not possible contact you to make alternative arrangements.

10 Booking Procedure There are two ways that an event can be booked: You can complete a booking yourself using the bookings tab on the CPD Portal Gaia can book an agreed event. In this case we will process the booking through the system and you will receive an requesting your acceptance of the booking (along with a PO number if purchasing directly i.e. not part of an existing contract). Request & agree a date for a CPD or training event Book the event online using the bookings tab in the CPD Portal. We can do this for you. Add delegates to your event. This can be a number to be announced (TBA) Confirm your booking by responding to the . You can add a PO number and requirements. Amend your list of delegates. This can be done at any time through the system.

11 Book an Event Once a course is changed to an event you can book it. Now when you search for the course and select read more you will see the scheduled dates and can book the event. We will confirm the booking by mail. This is then an official order and contract - subject to our terms and conditions (cancellation charges may apply).

12 The Booking Form The details of the event will appear on the form. If you have imported your staff to the delegate list (see delegate management) you can select participants from the drop down list). Alternatively you can manually add delegates using the new delegate button or you can just add a number to be arranged (TBA).

13 Confirm and Book You will then see the course and a list of any delegates that you have booked onto this event. Check the terms & conditions acceptance and click book. Named delegates would appear here. In this case 8 TBA places are confirmed. Use these controls to amend or remove delegates

14 Confirm the booking Once we accept your booking you will receive an to confirm that this is an authorised booking. Click on the link to see the form below. You can add a purchase order number and any further requirements. Accept the booking T&Cs and confirm. You can review your bookings by clicking on the Booking History button under the Bookings tab in the CPD Portal.

15 Edit Delegates Open your booking history. You will see a list of booked courses (now events with dates and times). Click view. You will now see your booking details together with an edit delegates button. If you have imported delegates or create a new one using the button then they appear in the drop down menus and you can confirm or replace delegates in your list.

16 Delegates Delegates are people who attend a course event. Delegates are identified by their school address. Why addresses? This is a unique identifier as no two people have the same address. When you import or create a delegate they will receive an to confirm that an account has been set up for them. They will receive a user name and password. They can now access information via the delegates tab in the CPD portal. They will also receive information about bookings directly to their mail address, including joining instructions and any course materials. An account has now been created for you for Gaia Technologies Learning Zone. Your login details are given below. Username: BDadyX Password: BDadyXXXX Please go to task.gaiatech.education/delegates to login. Please do not reply to this e- mail as this is an automated notification. Gaia Technologies

17 Delegate Management You can look at a list of delegates from your institution by clicking on My Delegates. Look up delegate training records to see what CPD and training they have experienced. You can search most pages using the filters Click to edit contact details. Use these controls to create, add, import and export delegates

18 Allocate staff to a course Click on the allocations button. Search for a person or team A mail is sent to the selected delegates informing them of the event. Set as mandatory or optional Select from the search list Choose the course, then click add

19 Delegate Requests & Training Records Delegates can send a training request to you through the system. These are accessed via the Delegate Requests button. They may have seen a course and wish to attend or have identified a training need. You can also look at their training record via the Delegate Training Record button

20 Evaluations There are different ways that we can enter evaluations in the system: 1. On-line during the event. Go to the evaluations tab. Enter the password that your trainer supplies. Select the course from the drop down and proceed to fill in the form. Then submit. 2. On-line after the event. You will be provided with a link to the evaluation form. Follow this, complete and submit. 3. On paper at the event. You complete the evaluation on paper and we enter it into our system.

21 The Delegate View This is what delegates see via the Delegates Tab Change your password. Check courses onto which you are booked or have completed. Change your details

22 Delegate: My Courses The mandatory and optional course listings show those opportunities allocated to you by your CPD manager. Click to get course/event details Click to see materials and certificates We will issue Gaia attendance certificates to staff completing training with us.