User Guide on Training Exchange (Training Providers)

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1 User Guide on Training Exchange (Training Providers)

2 Table of Contents 3 Course Administrators Profile Course Postings View Course Postings Search Course Postings Sort Course Postings Filter Course Postings Upload Course Details (Batch Update Method 1) Maintain Course Details (Single Course Update Method 2) Upload Course Runs (Batch Update Method 1) Maintain Course Runs (Single Course Update Method 2) Tag Courses Tag Keywords to Courses Sort Courses Filter Courses Brochures View Brochures Search and Sort Brochures Maintain Brochures Page 2 of 65

3 3 COURSE ADMINISTRATORS 3.1 PROFILE 1. Upon login, click the Profile link at the top navigation bar. Page 3 of 65

4 2. The Profile page is displayed. 3.2 COURSE POSTINGS From the Course Postings page, the Course Administrator will be able to view, search, sort and filter their courses posted in MySkillsFuture Training Exchange. The Course Administrator has access to add, update and remove course runs and course details. Page 4 of 65

5 3.2.1 VIEW COURSE POSTINGS 1. Upon login, click the Course Postings link at the top navigation bar. The Course Postings page is displayed. Courses posted by the Training Provider are listed in alphabetical order. The courses listed cover upcoming, ongoing and ended course runs. Page 5 of 65

Training 2. Click on the suggested Course Title.

6 3.2.2 SEARCH COURSE POSTINGS 1. Enter a partial word in the search bar. The search engine will suggest keywords or phrases as you type based on: Course Title Area of Training 2. Click on the suggested Course Title. The course posting is displayed in the search results listing. 3. To search Course Postings by Area of Training, type a partial Area of Training word or phrase in the Search bar. Page 6 of 65

7 4. Click on the suggested Area of Training. The course postings with the suggested Area of Training are displayed in the search results listing. Page 7 of 65

Course End Date, Course Title and Full Fee in ascending or descending order. 2.

8 3.2.3 SORT COURSE POSTINGS 1. Click the symbol on the Sort By panel to expand the sorting criteria. The drop-down list displays a list of sorting criteria for you to sort the results by Course Start Date, Course End Date, Course Title and Full Fee in ascending or descending order. 2. Example: To sort course postings by earliest Course End Dates first. Click the Course End Date (from Earliest) sorting criteria. Page 8 of 65

9 The course postings displayed are sorted with the earliest Course End Dates first. Page 9 of 65

10 3.2.4 FILTER COURSE POSTINGS 1. Use the Filter feature to further refine your search results by: Upcoming Ongoing No Upcoming 2. Example: To filter course postings by Ongoing Course Runs. Select the checkbox next to Ongoing. The checkbox displays a tick mark. The screen refreshes to display only course postings with Ongoing Course Runs. Page 10 of 65

11 3.2.5 UPLOAD COURSE DETAILS (BATCH UPDATE METHOD 1) The Course Administrator will be able to upload new course details for a course that has ended. The Upload Course Details (Batch Update) function allows the Course Administrator to download the Course Details template and upload the completed template for review and publishing. The Batch Update method allows the administrator to update details of multiple courses via a single Course Details file. Course Fields* Description Training Providers IHL / PSEI Training Providers Registration URL To indicate the Registration URL for the course Minimum Entry Requirement To indicate the course's entry requirement. This is the supporting information for the minimum qualification required field. Faculty To indicate the faculty of the institution offering the course Course Cluster To indicate the polytechnic course cluster Qualification Attained To indicate the qualification attained after completion of course. Reference to Taxonomy Level 1 Fields of Study (FOS) - 1 To indicate the primary field of study. Reference to Taxonomy SSEC - Level 4 To allow multiple FOS and use " " as delimiter Fields of Study (FOS) - 2 To indicate the secondary Field of Study. Reference to Taxonomy SSEC - Level 4 To allow multiple FOS and use " " as delimiter Course Enquiry URL To indicate the Course Enquiry URL for the course Course Video URL To indicate the Course Video URL for the course * Applicable fields will be reflected in your Course Postings page, accessible via: Batch Update for Multiple Courses (Method 1) Single Course Update (Method 2) Page 11 of 65

Batch Update for Multiple Courses (Method 1) 1. From the Course Postings page, click the Upload Course Details button. The Upload Course Details screen is displayed. 2.

12 Batch Update for Multiple Courses (Method 1) 1. From the Course Postings page, click the Upload Course Details button. The Upload Course Details screen is displayed. 2. Click the Download File Template button. The Course Details file template (Supporting Course Info Template.xls) will be downloaded to the local drive from the web browser. Refer to your browser settings for download folder. The template includes the following fields (refer to Supporting Course Info template for field descriptions and formats): Course Reference Number Course Title Registration URL Minimum Entry Requirement Required fields for PSEI and IHL courses: Faculty Course Cluster Page 12 of 65

Example: Course Details added for the following course: SkillsFuture@PA Cake Icing & Design 4.

13 Qualificati on Attained Fields of Study - 1 Fields of Study - 2 Specialis ation Course Enquiry URL Course Video URL 3. Enter the information into Supporting Course Info Template and save the file. Example: Course Details added for the following course: SkillsFuture@PA Cake Icing & Design 4. From the Upload Course Details screen, click the Upload icon. 5. Select the file via the file browser dialog box and click Open. Page 13 of 65

14 The file is uploaded and displayed in the field box. To delete the uploaded file, click the Remove link below the field box. The new Course Details are listed. 6. Review Course Details by clicking the + symbol to expand the details. 7. Click the Publish All button. 8. Click OK. System returns to the Course Postings page. Page 14 of 65

15 The course details are added to the selected course. 9. If there are errors in your excel file, it will be reflected in the system. 10. Click Edit to correct the errors. Page 15 of 65

16 11. The system will highlight the errors. 12. Once the errors are corrected, click Publish All button. Page 16 of 65

17 3.2.7 MAINTAIN COURSE DETAILS (SINGLE COURSE UPDATE METHOD 2) The Course Administrator will be able to update supporting course information for a course such as Course Image, Registration URL, Minimum Entry Requirements, etc. 1. Select a course and click the corresponding Edit Course Details link. Page 17 of 65

The Edit Course Details page is displayed. 2.

18 The Edit Course Details page is displayed. 2. Example: Edit the Course Image, Minimum Entry Requirement and Course Description. List Course Images by Area of Training Select from the drop-down list Course Image Select an image listed 3. Minimum Entry Requirement Enter the minimum entry requirement in the field box System will validate the entries for the fields. Minimum number of characters required: 20 Page 18 of 65

19 Maximum number of characters: 4000 A message will be displayed below the field box if number of characters is outside the range. 4. Course Enquiry URL Enter the URL in the field box. 5. Click the Save button. System returns to the Course Postings page. The updated information is displayed when the individual logs in to view the course details. Page 19 of 65

20 3.2.8 UPLOAD COURSE RUNS (BATCH UPDATE METHOD 1) The Course Administrator will be able to upload new course runs for a course that has ended. The Upload Course Runs function allows the Course Administrator to download the Course Run template and upload the completed template for review and publishing. The Batch Update method allows the administrator to update course runs of multiple courses via a single course run file. Course Fields* Registration Opening Date Registration Closing Date Course Start Date Course End Date Schedule: Option Schedule: Description / URL Venue - Floor Number Venue - Unit Number Venue - Postal Code Venue - Room Wheelchair Access Description This field is used to select course registration start date This field is used to select course registration closing date This field is used to select course start date This field is used to select course end date This field indicates the option to provide schedule information This field indicates the schedule in description or URL link to the Training Provider s website. This field is for training venue's floor number This field is for training venue's unit number This field is for training venue's postal code This field is for training venue's room number This field indicates if the venue is wheelchair accessible Intake Size Vacancy Trainer: Option Update New Trainer to Training Provider's Profile This field indicates the intake size for the course run This field indicates the vacancy of the course run, which is set to "Available" by default. This field indicates the type of trainer as "Existing" or "New". For existing trainer, fill up the Trainer Name and LinkedIn URL. Leave the rest of the Trainer fields empty for system to autofill the details from the Training Provider s Profile: - Trainer Salutation, Key Domain / Sector Areas of Practice, Qualification Level, Qualification Description and Experience This field is used to add the new trainer information to Training Provider's Profile. For existing trainer, leave this field blank. Trainer Salutation This field is used to enter the salutation of the trainer. For existing trainer, leave this field blank. Page 20 of 65

21 Trainer Name Key Domain / Sector Areas of Practice Qualification Level Qualification Description Experience LinkedIn URL This field is used to enter the name of the trainer. This field indicates the Key Domain / Sector Areas of Practice of the trainer. For existing trainer, leave this field blank. This field indicates the qualification level of the trainer. For existing trainer, leave this field blank. This field indicates the qualification description. For existing trainer, leave this field blank. This field used to enter the experience of the trainer. For existing trainer, leave this field blank. This field is used to enter the LinkedIn URL of the trainer. Batch Update for Multiple Courses (Method 1) 1. From the Course Postings page, click the Upload Course Runs button. The Upload Course Runs screen is displayed. 2. Click the Download File Template button. The Course Run file template (Course Run Template.xls) will be downloaded to the local drive from the web browser. Refer to your browser settings to download folder. The template includes the following fields (refer to Course Run template for field descriptions and formats): Course Reference Number Course Title Page 21 of 65

22 Registration Opening Date Registration Closing Date Course Start Date Course End Date Schedule: Option Schedule: Description / URL Venue - Floor Number Venue - Unit Number Venue - Postal Code Venue - Room Wheelchair Access Intake Size Vacancy 3. Enter the information into the Course Run template and save the file. 4. From the Upload Course Runs screen, click the Upload icon. Page 22 of 65

23 5. Select the file via the file browser dialog box and click Open. The file template is uploaded and displayed in the field box. To delete the uploaded file, click the Remove link below the field box. The new course runs are listed. 6. Review the course runs by clicking the + symbol to expand the details. Page 23 of 65

24 7. Click the Publish Course Runs button. 8. Click OK. System returns to the Course Postings page. The new course run information is displayed when the individual logs in to view the course details. 9. If there are errors in your excel file, it will be reflected in the system. Page 24 of 65

25 10. Click Edit to manually edit the errors. 11. The system will highlight the errors. Page 25 of 65

26 12. Once the errors are corrected, click the Publish Course Runs button. Page 26 of 65

3.2.9 MAINTAIN COURSE RUNS (SINGLE COURSE UPDATE METHOD 2) The Course Administrator will be able to manage the course runs such as registration dates, training dates, course schedule, intake size,

27 3.2.9 MAINTAIN COURSE RUNS (SINGLE COURSE UPDATE METHOD 2) The Course Administrator will be able to manage the course runs such as registration dates, training dates, course schedule, intake size, etc. The Maintain Course Runs page allows the Course Administrator to view, edit, add and remove course runs. 1. Select a course and click the corresponding Maintain Course Runs link. The Maintain Course Runs Information screen is displayed with the list of course runs for the selected course. Each course run is listed on a separate line with the latest Course Start Date first. 2. To view the details of a course run, click the corresponding + symbol to expand the course run details. Page 27 of 65

28 The selected course run expands to display the details. To hide the details, click the corresponding - symbol. Edit Course Runs 3. Click the Edit button to edit the course. Page 28 of 65

29 The Edit Course Run page is displayed. Page 29 of 65

30 4. Edit the Course Start/End Dates Click the Course Start Date calendar picker and select a new date. 5. Click the Course End Date calendar picker and select a new date. The Course Start / End Dates display the new dates. Page 30 of 65

6. Example 1: Enter schedule information directly. Scroll down to the Schedule section. Click the Description radio button and enter the schedule information in the field box. 7.

31 6. Example 1: Enter schedule information directly. Scroll down to the Schedule section. Click the Description radio button and enter the schedule information in the field box. 7. Click the Save button. The course run information is updated. The updated course run information is displayed when the individual logs in to view the course details. Page 31 of 65

8. Example 2: Provide schedule information via URL. Scroll down to the Schedule section. Click the URL radio button and enter the URL in the field box. 9.

32 8. Example 2: Provide schedule information via URL. Scroll down to the Schedule section. Click the URL radio button and enter the URL in the field box. 9. Click the Save button. The course run information is updated. The updated course run information is displayed when the individual logs in to view the course details. Page 32 of 65

33 10. Example 3: Upload a schedule document to a course run In the Upload Schedule Document section, click the Upload icon. The Schedule document can be in a png, jpg, gif or pdf format that contains information on the time and dates for a course run. 11. Select the file via the file browser dialog box and click Open. 12. The Upload Schedule Document field box displays the uploaded file name. Page 33 of 65

34 13. Click the Save button. The course run information is updated. Add Course Runs 1. Example 1: Add a Course Run for a course that has ended. Navigate to the Course Postings page. All the courses by the Training Provider are listed. Page 34 of 65

35 2. Select the No Upcoming checkbox criteria on the filter By panel. The checkbox displays a tick mark. The screen refreshes to display only course postings that has ended. 3. Select a course from the listing and click the corresponding Maintain Course Runs link. Page 35 of 65

36 4. The Maintain Course Runs Information screen is displayed with the list of course runs for the selected course. Click the Add Course Run button. The Add Course Run screen is displayed. Page 36 of 65

5. Registration Date Select a start and end date from the calendar date picker 6. Course Start Date Select a start and end date from the calendar date picker 7.

37 5. Registration Date Select a start and end date from the calendar date picker 6. Course Start Date Select a start and end date from the calendar date picker 7. Trainers -> Add Trainer Click and select either: Existing New Example: Existing trainer Select from the list of existing trainers by clicking on any of the corresponding checkboxes followed by clicking the Add Trainer button. System displays the list of trainers added to the course run. Page 37 of 65

38 Example: New trainer Enter the information for the new trainer followed by clicking the Add Trainer button. The new trainer will not be added to the Training Provider s profile unless the Add Trainer Information to Training Provider Profile checkbox is selected. 8. Venue (optional) Enter a valid postal code and click the Find Address button. Example: System will retrieve the address based on the valid postal code. Page 38 of 65

39 9. Unit No. (optional) Enter a unit number 10. Room Name (optional) Enter a room name 11. Wheelchair Access Select checkbox to indicate training facility is wheelchair-friendly Wheelchair Access icon will be displayed if selected. 12. Schedule Select Description or URL radio button. Description Enter the schedule in the field box URL Enter the URL of the schedule information 13. Upload Schedule Document Click the Upload icon and select the file via the file browser dialog box (optional) 14. Intake Size Enter an intake size number (optional) 15. Vacancy Select one of the following: Available Full Limited Vacancy Page 39 of 65

40 16. Click the Add Course Run button. The new course run is displayed in the Maintain Course Runs screen. Page 40 of 65

41 3.3 TAG COURSES The Course Administrator will be able to tag keywords from a pre-defined list to courses. The predefined list contain the master keywords for Course Administrators and SSG users to tag to courses. Keywords can be tagged to multiple courses simultaneously. The list of courses from the Training Provider can be searched, sorted or filtered for retrieval to be tagged. Pre-Defined List of Keywords: s/n Keywords s/n Keywords 1 PnT Programmes 33 Logistics 2 PRISM 34 Marine and Offshore Engineering 3 PCP 35 Public Service 4 STEP 36 Public Transport 5 WTS 37 Real Estate 6 TnP Programmes 38 Retail 7 Scholarship Programmes 39 Security 8 Precision Engineering 40 Social Services 9 Early Childhood Care and Education 41 Spa Services 10 Accountancy 42 Air Transport 11 Advertising 43 Sea Transport 12 Aerospace 44 Wholesales Trade 13 Agriculture 45 Others 14 Architecture 46 Communication 15 Arts and Entertainment 47 Computational Thinking 16 Biopharmaceutical 48 Creative Thinking 17 Built Environment 49 Data Analytics 18 Consultancy 50 Decision Making 19 Creative Industries (Media) 51 Developing People 20 Design 52 Digital Literacy 21 Electronics 53 Global Mindset 22 Energy and Chemicals 54 Interpersonal Skills 23 Environmental Services 55 Leadership 24 Finance 56 Lifelong Learning 25 Food Services 57 Managing Diversity 26 Health Care 58 Problem Solving 27 Hotel and Accommodation Services 59 Resource Management Page 41 of 65

s/n Keywords s/n Keywords 28 Human Resources 60 Service Orientation 29 Information Communication Technology 61 Teamwork 30 Insurance 62 Transdisciplinary Thinking 31 Landscape 63 Virtual

42 s/n Keywords s/n Keywords 28 Human Resources 60 Service Orientation 29 Information Communication Technology 61 Teamwork 30 Insurance 62 Transdisciplinary Thinking 31 Landscape 63 Virtual Collaboration 32 Legal TAG KEYWORDS TO COURSES 1. Click the Course Tagging link at the top of the main area. The Course Tagging page is displayed. 2. Example: Tag keyword Change Management to 2 courses. Click on the Tag field box, scroll down the list of pre-defined keywords and select Change Management. Page 42 of 65

43 The Change Management tag is displayed in the field box. 3. Type a partial word in the Select Courses search bar to search for a course to be tagged. Auto-complete will suggest course title(s) that contain the entered keyword and list them below the Search bar. 4. Click the Search button. The course title is displayed. Page 43 of 65

44 5. Select the checkbox next to the course. 6. Click the Tag button. System returns to the Maintain Tags for Courses page. 7. To check the new tags for the course, click the corresponding + symbol to expand the tagging details. Page 44 of 65

45 8. The tagging details of the course are displayed. On the Course Details page (via Individual), the tagged course displays the Change Management tag. Page 45 of 65

Untag Keywords from Courses 1. Example: Un-tag keyword Silver IT Fest from course title, SkillsFuture@PA (SA) Understanding Mobile Apps. Type a partial course title in the Search bar.

46 Untag Keywords from Courses 1. Example: Un-tag keyword Silver IT Fest from course title, (SA) Understanding Mobile Apps. Type a partial course title in the Search bar. Auto-complete will suggest course titles that contain the entered keyword and list them below the Search bar. 2. Click the suggested course title. The course title is displayed. Click the corresponding + symbol of the course to expand the tagging details. Page 46 of 65

47 The tagging details of the course are displayed. 3. Remove the Silver IT Fest tag by clicking the x symbol on the tag. 4. The tag is removed and is no longer displayed for the course. Page 47 of 65

48 Untag all keywords 1. To untag all keywords of a course, select the checkbox next to the course. 2. Click the Untag button. System displays pop-up confirmation message to remove all tags from the course. Page 48 of 65

49 3. Click OK. All the tags from the Training Provider are removed and no longer displayed for the course. Tags provided by SSG cannot be removed. Page 49 of 65

3.3.2 SORT COURSES The full list of courses from the Training Provider can be listed and sorted to allow the administrator to find the courses to be tagged to the keywords. 1.

50 3.3.2 SORT COURSES The full list of courses from the Training Provider can be listed and sorted to allow the administrator to find the courses to be tagged to the keywords. 1. Click the Search button to display all the courses. 2. Click the on the Sort By panel to expand the sorting criteria. The drop-down list will allow you to sort the results by Course Title and Area of Training in ascending or descending order. Page 50 of 65

51 3. Example: To sort the courses by course title in descending alphabetical order. Click the Course Title (Starts from Z to A) criteria. The screen refreshes to display the courses in descending alphabetical order. Page 51 of 65

52 3.3.3 FILTER COURSES The full list of courses from the Training Provider can be listed and filtered to allow the administrator to find the courses to be tagged to the keywords. 1. Click the Search button to display all the courses. Page 52 of 65

53 2. Click the Area of Training + symbol on the Filter By panel to expand the filter criteria (if it is not already expanded). The list of Area of Training filter criteria is displayed. 3. Example: Filter only the language skills courses. Select the Language Skills checkbox. Page 53 of 65

4. The checkbox is displayed with a tick mark. The screen refreshes to display only courses that belong to the Information and Communications Area of Training. 3.

54 4. The checkbox is displayed with a tick mark. The screen refreshes to display only courses that belong to the Information and Communications Area of Training. 3.4 BROCHURES The Course Administrator will be able to view, search, sort, add, edit and remove brochures in the Brochures page VIEW BROCHURES 1. Click the Brochures link at the top of the main area. Page 54 of 65

55 The Maintain Brochures for Courses page is displayed. Brochures uploaded by the Training Provider are listed in alphabetical order. Page 55 of 65

The brochure is displayed in the search results listing. 3. Click the symbol on the Sort By panel to expand the sorting criteria.

56 3.4.2 SEARCH AND SORT BROCHURES Brochures can be searched and sorted by Brochure Name. 1. Type a partial brochure name in the Search bar. Auto-complete will suggest brochure names that contain the entered keyword and list them below the Search bar. 2. Click on the suggested brochure name. The brochure is displayed in the search results listing. 3. Click the symbol on the Sort By panel to expand the sorting criteria. The drop-down list will allow you to sort the results by Brochure Name in ascending or descending order. 4. Example: To sort the brochures by descending alphabetical order. Click the Brochure Name (Z-A) sorting criteria. Page 56 of 65

57 5. The brochures displayed are sorted in descending alphabetical order. Page 57 of 65

58 3.4.3 MAINTAIN BROCHURES Add Brochure and Link to a Course 1. Click the Add Brochure button. The Add Brochure page is displayed. 2. Brochure Name Enter a name for the brochure. 3. Brochure Option Select one of the radio buttons: Insert URL Upload File Brochure Specifications: Maximum size - 2MB File formats - png, jpg, gif and pdf 4. Example: Insert URL Enter the URL in the field box below. Example: Upload File. Click the Upload icon and select a file to upload via the file browser dialog box. Page 58 of 65

59 Optimal Image Specifications: Maximum size - 2MB File formats - png, jpg, gif, PDF 5. Course Applicable Example: Type a word and select the course title suggested by autocomplete. Select the checkbox beside the course title. Page 59 of 65

60 6. Click the Add Brochure button. 7. Click OK to confirm. System returns to the Maintain Brochures for Courses page. The selected course is added to the course brochure. Page 60 of 65

61 Add Multiple Courses to Brochure 1. From the Add Brochure page: Brochure Name Enter a name for the brochure. 2. Brochure Option Select one of the radio buttons: Insert URL Upload File Brochure Specifications: Maximum size - 2MB File formats - png, jpg, gif and pdf 3. Example: Insert URL Enter the URL in the field box below. Example: Upload File. Click the Upload icon and select a file to upload via the file browser dialog box. Page 61 of 65

62 4. Course Applicable Click the Search button without entering any text on the Search bar. The list of course titles are displayed. Select the corresponding checkboxes of the courses to be added to the course brochure. Page 62 of 65

63 5. Click the Add Brochure button. 6. Click OK to confirm. System returns to the Maintain Brochures for Courses page. The selected courses are added to the brochure. Update Brochures 1. Select a brochure to update by clicking the corresponding Edit icon. The Edit Brochure page is displayed. Page 63 of 65

64 2. Edit any or all of the fields. Example: Edit the brochure by selecting the Insert URL radio button and entering the URL. 3. Click the Save button. System returns to the Maintain Brochures for Courses page. The brochure is updated. Remove Brochures 1. Remove a brochure or multiple brochures by selecting the corresponding checkboxes. Example: Select 1 brochure to be removed. 2. Click the Delete 1 Selected Brochures button. If the brochure is linked to an existing course, the system will display a pop-up message to confirm deletion of the brochure. Page 64 of 65

65 3. Click OK to confirm. System returns to the Maintain Brochures for Courses page. The selected brochures are removed. Page 65 of 65

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