User Guide Site Administrator User Guide

Transcription

1 Site Administrator User Guide

2 TABLE OF CONTENTS COVER PAGE... 1 TABLE OF CONTENTS... 2 Welcome to Workplace Management Systems Inc. Online Training Program... 3 Workplace Management Home Page... 4 Information About Us... 5 LOGIN BUTTON AND USER LOG IN PAGE... 6 SITE ADMINISTRATOR WELCOME PAGE... 7 SITE ADMINISTRATOR DROP DOWN MENU... 8 DASHBOARD AND COMPANY PROFILE PAGE... 9 MANAGE PDF PAGE POLICIES PDF MANAGEMENT PAGE ADD PDF PAGE EDIT PDF PAGE MANAGE EMPLOYEE PAGE ADD EMPLOYEE PAGE ADD/EDIT EMPLOYEE PAGE(S) ENTERING EMPLOYEE TRAINING MODULES SCORING COMPANY REPORTS REPORT CENTRE PAGE HEALTH & SAFETY PDF ONLINE DROP DOWN MENU POLICIES SECTION PDF POLICY SAMPLE PDF FORMS AND SOP SECTIONS PDF TRACK SITE ADMINISTRATOR PERSONAL PROFILE PAGE DROP DOWN MENU SITE ADMINISTRATOR EDIT PROFILE PAGE MODULE PAGE QUIZ RESULTS PAGE CERTIFICATION PAGE PRINT PAGE PRINT CERTIFICATE PAGE OPTIONS LANDSCAPE CERTIFICATE PRINT PAGE PRINT DESTINATION OPTIONS PRINT WALLET CARD PAGE P a g e

3 Welcome to the Workplace Management Systems Inc. Online Training Program Our link is You will receive your Password to enter the site via . Please check your JUNK MAIL BOX as it is possible it was sent there and may have been interpreted as SPAM. Should you have accidentally deleted this information, please feel free to contact us at and our helpful and knowledgeable staff would be very pleased to assist you in resetting or obtaining your password. As the Site Administrator of your Company, you will have all the required tools necessary to achieve success in utilizing the Workplace Management System for all your online training requirements and future Human Resources needs. All documents you require to be uploaded must be in PDF Format for your convenience. Any revised documents can be changed simply by deleting the older document and uploading the most recent version. This will allow you control over your documentation. 3 P a g e

4 Workplace Management Home Page (fig.1) Welcome to the Workplace Management System Home Page. Our system was developed to meet the ever changing needs for your training and provide you with a customized environment. To Log in to the system click the Management System Login button (orange) seen above. 4 P a g e

5 Information About Us (fig.2) With our system, you can customize it to meet your needs and requirements, at the same time it is user friendly and AODA compliant. Should you have any questions, please feel free to call client support at our toll-free number or and we would be pleased to assist you. Workplace Management Systems Inc. provides you with progressive options for your training requirements and also the necessary tools to assist your staff in areas such as finding Policies, Forms, Safe Operating Practices and any other information that will create a safe workplace environment. 5 P a g e

6 LOGIN BUTTON (fig.3) 1. To get started, just click on the Management System Login button on the Home Page. User Login Page (fig.4) 2. Enter your Username or ID that you provided to our team. 3. Enter the password that you received in your (please remember to check your junk if you have a spam filter) 6 P a g e

7 Site Administrator Welcome Page (fig.5) At the top of your page this is what you will see. The right hand side of your screen has three grey lines and two Circles. The top Circle with the Logo is the Site Administrator drop down Menu. The Second circle is your personal profile, which is where you would find your training and certifications. (fig.6) The above page defaults to a list of the employee(s) incomplete training, and depending on the number of employees and Modules you have, there will be page numbers below the yellow grid. To see complete training click in the box where it says Incomplete Report and choose Complete Report (fig.7) (fig. 8) You can also use the search bar above to locate an employee by typing in their first or last name, position or by department. 7 P a g e

8 Site Administrator Drop Down Menu (fig. 9) As the Site Administrator for your Company, you will be able to manage your Company by using this Drop Down Menu. The options are listed below: 1. Dashboard 2. Company Profile 3. Manage PDF 4. Manage Employee 5. PDF Track 6. Report Centre 7. Sign out Please see the following pages to explore your drop down menu. 8 P a g e

9 Dashboard If you are on a different page you can click on the Logo Circle and it will bring you to your drop down menu, click on Dashboard and it will bring you right back to your Company Dashboard (see fig.6 on page 7). Company Profile Page (fig.10) The Company Profile Page is customized to your Company. You can upload your logo in jpg format. It also allows you to post a header Image of your Building or products, etc. also in jpg format. The options are endless, and you can change the image at any time. You just have to have the image on your computer, locate the file and upload it when you click on Submit. Your new image will display on your employee s page and in your Location Admin Page. You will also see all of the Modules Assigned for your company and any other training that you have acquired from outside sources in the area titled Placeholder Assigned. 9 P a g e

10 Manage PDF Page (fig.11) As you will notice on the PDF Management page, you have your Health and Safety Section and the following PDF management areas. 1. Policies 2. Forms 3. SOP 4. JHSC Meeting Minutes (if you have a Joint Health and Safety Committee). 5. Workplace Inspections (this is where you would post Monthly Inspections). NOTE: You MUST save your Word or Excel Documents in PDF Format. Click on the word Policies it will be highlighted and this will bring you to the next page. 10 P a g e

11 POLICIES PDF MANAGEMENT PAGE (fig.12) The above will have a list of the Sections and the Policies that you have uploaded onto your site. As you can see you can Edit or Delete the PDF. The next page will show you how to add a PDF. 11 P a g e

12 ADD PDF MANAGEMENT PAGE To add a policy, Click on Add PDF. (fig. 13) 1. In the PDF Name box, enter the name of the PDF you wish to upload. 2. Click on Choose File and locate that document on your computer system. 3. As you can see beside the Choose File Box, the name of the pdf document shows up on the screen. 4. Click on Submit. Your PDF will be uploaded into the section that you requested. (fig. 14) 12 P a g e

13 EDIT PDF PAGE (fig. 15) This page is where you edit the PDF file to upload to your system. 1. Enter the name in the PDF Name box. 2. Click on Choose File and locate the file on your computer system. 3. Click on Update. The above instructions will be identical for your forms, SOP s, JHSC Meeting Minutes and Workplace Inspections. If at any time you experience any problems or difficulties, please contact our Client Support and they will assist you in the process. or phone P a g e

14 MANAGE EMPLOYEE PAGE (fig. 16) The employee page lists the current employees you have on the Workplace Management System. We will begin with the instructions to Add an Employee to your system on the next page. This is the page you go back to when you need to Edit/Delete an employee. 14 P a g e

15 ADD EMPLOYEE PAGE (fig. 17) A. Click on Add Employee. B. Enter their Employee ID, First Name, Last Name and ID these are mandatory. C. Click in the Box that says Department and choose the from the Departments you provided. D. Click in the Box that says Assign Position and choose the position from the ones you provided to us. E. Under the title Assign Module: you will see listed all of the training modules that you have requested for your company. To assign the modules, hold down the Ctrl button on your keyboard and click on the modules that you require the employee to complete. F. Under the title Assign Placeholder, you will see all of the training that you have acquired through outside sources or that is required by your profession. To assign the placeholders, hold down the Ctrl button on your keyboard and click on the placeholders you require listed on their profile. Click on Add Employee at the bottom of the page. 15 P a g e

16 ADD/EDIT EMPLOYEE PAGE Return to the Manage Employee page. Please NOTE: If the employee has a valid address they will receive an encrypted password sent to the address you entered. Should you wish to assign a password, click on the Edit Employee and scroll down to New Password and enter the password you are assigning to the Employee and enter it also into the Confirm Password box. Please make sure that this password is six (6) characters in length and that you log it should your employee forget their password. The Employee you just entered will be listed on the page and it will look like the picture below. NOTE: YOU CANNOT REUSE AN EMPLOYEE # FOR A NEW EMPLOYEE. The numbers are unique to the person on the system. Should an employee be rehired, the data is still in the database and can be reinstated by entering their Employee Number, Name and ID or User ID that was specifically entered for them. Employee Name, Employee #, ID, Department, and Action are the headers for this function. You can also search for an employee by their first or last name, department. See page 13, fig 16. Click on Edit under the title ACTION. See the following figures 18, 19, 20, & 21. (fig.18) 16 P a g e

17 ADD/EDIT EMPLOYEE PAGE Continued (fig. 19) 17 P a g e

18 ADD/EDIT EMPLOYEE PAGE Continued (fig. 20) 18 P a g e

19 ADD/EDIT EMPLOYEE PAGE Continued (fig. 21) On the above portion of the page, you can change their address, name (if it has changed), password, department and position. For new employees/hires that complete their training, this will automatically have their completion date populated as well as their score. When Placeholders are Assigned for outside training, the program administrator must enter a score of 100% and the date of the training, this will be seen on their profile. 19 P a g e

20 Entering Employee Training Modules Scoring NOTE: All scores to be entered must be 100%. Our system does not accept less than 100%. When you scroll down the employee page, you will see the Training Modules that you have assigned to the employee. You will also see the number of attempts on the quiz their score and the date(s) they completed their training. This is also where you can enter scores into their profile for training that they received from an outside source. When you have to edit a score or reset the training you will have to enter a 0 in the % Score box and clear the date and then click on the blue Save button. (fig.22) NOTE: This must be done for each module change. (fig.23) 20 P a g e

21 Company Reports On your initial login, the system automatically defaults to the Incomplete Report on your Program Admin-Site Admin Page (See fig.6 on page 7). Search Bar: When you click in the box with the magnifying glass, you can also search by entering the employees last name, first name or employee id number. When you click in the box below the title Company Reports you can choose Complete Reports and this will show you all employees who have completed training. (fig. 8) (fig.24) You can also use the Filters to choose the Course Name, Department or Position to see who requires their training. Once you decide which filter you wish to use, click the SUBMIT button and it will bring up the training based on the Course, Department or Position. As the Administrator you will see the Employee Name, Module Name, Current Score, Position, Department and Print. 21 P a g e

22 Company Reports Continued Click on Print and you have the ability to print the Certificate or Wallet card for the employee or Human Resources Physical Files. (fig.25) NOTE: Employees who have smart phones and internet access have the ability to see their certificates and/or wallet cards, by simply visiting the website, logging into the system and going to their profile and clicking Certificates on their profile drop down menu. 22 P a g e

23 Report Centre Page Below is your Report Centre Page. You have the choice in the Box below to: 1) Show All Modules 2) Hide Placeholders. 3) Search by selecting: a) Module b) Department c) Company d) Employee or 4) View All a) Only Employee b) Only Staff. Once you have selected One of the Above, click Filter and you will see the report. (fig.26) 23 P a g e

24 Report Centre Page continued You can export your training reports as they are in comma separated value (CSV) and save it in an Excel spreadsheet and save it on your system. See example below: (fig.27) Please Note: Depending on the number of Modules and Placeholders that you have, this can be a large spreadsheet and you will have to format the spreadsheet to view the dates the training has been completed. 24 P a g e

25 Health & Safety PDF Online Drop Down Menu Once you have uploaded your policies, forms, etc. Click on the three lines on the Header shown below (fig.5). (fig.5) When you click on the three lines above, you will see the following choices: 1. Policies 2. Forms 3. SOP 4. JHSC Meeting Minutes 5. Workplace Inspections (fig.28) Click on Policies in the drop down menu. You will be brought to the next page and each appropriate page for the pdf categories listed in the drop down menu. (See the following pages, fig. s 29, 30, 31, 32) 25 P a g e

26 Policies Section (fig.29) All PDF documents will be in the Sections you requested they be allocated. Click on the Policy in the Section you are looking for and it will bring up the PDF Document. These documents are also available to your staff, when they need to review your Policies, SOP s or required forms for themselves, such as Workplace Inspection Forms. 26 P a g e

27 PDF Policy Sample (fig.30) All the PDF Documents will be available to your employees. In the Upper right hand corner you can print or download the file onto your computer. These PDF documents cannot be changed or manipulated. 27 P a g e

28 Forms Section (fig. 31) SOP Section (fig. 32) 28 P a g e

29 PDF Tracking Page Once an employee has read the Policies you can go to your Program Admin drop down menu and choose PDF Track and it will show the date that the policy, sop or form was read. (fig. 33) This feature allows you to have the ability to monitor if they have read a document and follow up with the employee if they have not accessed the new information in a timely manner and ensures that all Policies, SOP s are being reviewed as necessary. 29 P a g e

30 Site Administrator Personal Profile Dropdown Menu Your Profile Page is where you will find your training. Click on the Circle with the silhouette of a head on the top of the page (fig.5). (fig. 5) (fig.34) The options on the drop down menu under this circle are as follows: 1. Edit Profile 2. Module 3. Certification 4. Sign out The next page is where you can edit your Profile. 30 P a g e

31 SITE ADMINISTRATOR EDIT PROFILE PAGE (fig.35) You can change your name, address, password or upload a picture of yourself and assign training that you require for yourself. Once you have completed the above changes click Update. All changes you make are done almost instantaneously. 31 P a g e

32 Module Page (fig.36) The Module page will list all of the training modules that require completion and those that have been completed as in fig.33 above. Please remember you must have a score of 100% to be successful. If you find you cannot complete the training in one session, you can come back as the system will remember where you left off in your last training session. Under Placeholder Modules you will also see training received from outside sources recorded as provided to us upon setting up your site. 32 P a g e

33 Quiz Results Page Below is what all employees will see if they are unsuccessful in scoring 12 out of 12 on their quiz. The Questions that were incorrect will be highlighted in Red. (fig.37) This will give them the opportunity to review the questions they answered incorrectly and the section that they need to concentrate on to receive 100% on the quiz. 33 P a g e

34 Certificates Page (fig.38) Once you have completed your training, the above page will have your certificates available for printing. Click on the name of the Training Module you have completed and it will bring you to the next page. 34 P a g e

35 Print Page (fig 39) When you are ready to print, choose the either Print Certificate or Print Wallet Card. On the next page you will see the options that you have with regards to printing. 35 P a g e

36 Print Certificate Page (fig.40) Once you come to the page above, you will see the following options on the left hand side of the page: 1. Print or Cancel 2. Destination The Printer name you print to or file on your computer for printing later. 3. Pages 4. Copies 5. Layout default is Portrait. (Click on the arrow to choose Landscape for your Certificate). 6. More settings Once you have completed choosing the layout and printer, click on the Print Button and your certificate will be printed. An example is on the next Page. 36 P a g e

37 Landscape Certificate Print Page Your Certificate is ready to print. (fig.41) Click on the Print button to print or click on the Change button to choose one of the following destinations listed on the next page. 37 P a g e

38 Print Destination Options (fig.42) 1. You can save this as a PDF. 2. Choose another Printer 3. Save to another folder on your computer by choosing manage highlighted in blue and find the appropriate location to save this document. 38 P a g e

39 Print Wallet Card Page You have the same options for printing a Wallet Card as you would for printing a Certificate outlined on pages 33 to 36. Choose Print Wallet Card instead of Print Certificate. (fig 43) As the Administrator, you can reprint wallet cards should they become unreadable, lost or damaged. This will give you the autonomy that you require and you can also save these into your personnel files for reference and proof of your employees training. Please remember if at any time you have difficulty with the system, please do not hesitate to contact: Client Support at or clientsupport@nss4.com 39 P a g e