JDU Administration Guide

Transcription

1 Item Management...2 Creating a New Item (ILT & DLC)...3 Adding an Item to a Learning Path...7 Retiring an Item Adding Prerequisites Updating Pricing on an Item Scheduled Offering Management Creating a Scheduled Offering Canceling a Scheduled Offering Changing Scheduled Offering Time Updating the Price on a Scheduled Offering Changing Facility and Location on a Scheduled Offering Closing a Scheduled Offering User Management Registering Users in a Scheduled Offering Batch Enrollment Canceling a Registered User in a Scheduled Offering Removing an Item from Learning History Recording a WBT Score to a User s Transcript Resource Management Instructor Management Creating Facilities and Locations Reporting Running Reports Reports Glossary Updated June 2016 Page 1 of 42

2 Item Management Creating a New Item Adding an Item to a Learning Path Retiring an Item Adding Prerequisites Updating Pricing on an Item Updated June 2016 Page 2 of 42

3 Creating a New Item (ILT & DLC) Before creating an Item, ensure the Item has been approved by the stakeholders to prevent unnecessary or duplicate Items. Once Items are created, it can be difficult to delete them. 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Click on Add New in the upper right hand corner. The Add New Item wizard will appear. 3. Select Scheduled Only, It will become highlighted. 4. Select the Locale that the course will appear in. a. This controls the Item Title and Description locale on the next screen 5. Click on OK in the bottom right hand corner. 6. Select the Item Type dropdown, select Course for ILTs or Distance Learning Classroom for DLCs and Webinar for Webinars. Verify that this is correct before finalizing this process. Once an Item Type is set in JDU it cannot be changed. 7. For external (JDPS, A&T, and C&F) Items, uncheck the Auto- Generate ID, and enter the Item (Course) ID that was provided. Ensure that the course code that is entered is exact. Make sure there are no extra spaces before or after the code. For internal Items, keep the Auto-Generate ID checked. 8. Find the appropriate Title Locale field and type in the title that was provided. 9. Leave description blank unless provided. 10. Enter the Recovery Organization. When creating an Item that is instructor-led (ILTs, DLCs, and IDTs), select the appropriate recovery organization ID. For example, all A&T administrators should select 0001-External Instructor-Led Courses. When creating an Item that is a WBT, select the recovery organization ID for your division. For example, all A&T administrators should select External A&T WBT when creating new WBT Items. NOTE: It is STILL important to select the appropriate Account Number when creating Scheduled Offerings. Fill in the Contact Hours per form. Updated June 2016 Page 3 of 42

4 11. Enter the Domain ID for the course. 12. Click the Dropdown under Approval Required. Select Yes. 13. Locate the Approval Process dropdown. Verify 1 st Level Supervisor Approval Process is selected. 14. Locate Credit Hours. Fill in the appropriate amount. 15. Select the dropdown under Number of Days; select the number of days the Item will run. 16. Enter the number of hours the course will run under Hours per day. a. If the course is a fraction of day (i.e. 1 day of 8 hours and then a second day that is 4 hours) then the extra fraction of a day will need to be added under the Advanced Options, which will appear as a small link directly below the Number of days: and Hours per day: fields. b. Clicking this link will bring up the Advanced Schedule Template. Click the green plus sign type in the Day and Duration. The other fields can be left blank. (for the example of 1.5 days of instruction Day would be 2 and Duration would be 4) c. Click Add. d. Click go back to the Item loading template or Save & Exit to proceed. 17. Click on Save & Exit in the bottom right hand corner of the screen. Your Item has now been added, and it will bring you to the Item details page. 18. Click View All and enter text in the Comment section. Ag & Turf: For example, put Loaded per (whoever sent in the request), date, and if applicable, Educate Code with name of code (example) PA03C -AMS L3), Primary and Secondary title information if applicable. Followed by your RACF. 19. Complete the English Item Title Field. This field is mandatory and should always only contain English text. 20. Click Save button. 21. To add pricing information, click the More button next to Related section. 22. Select Pricing on the left hand side. Allow Scheduled Offering prices Updated June 2016 Page 4 of 42

5 to override the pricing defined on this screen. Accept the default check box Scheduled Offering Can Override Item Prices. 23. Select the Cancellation Policy - From Dropdown choose the cancellation policy that is applicable then select Apply Changes. o Cancellation policies vary by region or division. o By default, JDU will not charge students for cancellations unless a Cancellation Policy is assigned to the Item. o Accepting the default check box Scheduled Offering Can Override Item Cancellation Policy allows an Admin to change the cancellation policy at the offering level. 24. Enter the price for the Item. If there is just the one price on the Item click Apply Changes. If multiple currencies need to be added follow these steps: a. Click Add More Currencies. Currencies should only be added to the course if that currency is going to be used on that Item. No extra currencies are needed. b. Add additional currencies by entering a price in the Price field. Leave the Type field Numeric. c. Click Finish. 25. The Master Inventory Price Change Propagation will appear, click Yes. 26. Step 2: Define New Price for Item or Scheduled Offering appears, this is showing the Item that you d like to apply the price to that you just typed in. Ensure the checkbox next to the Item is selected, and Click Next. 27. Step 3 of the process will appear. At the point no catalogs are associated with the Item. No action is necessary on this screen. If catalogs are already assigned see the job aid Change Price on an Item. Click Next. 28. The process will skip to step 5. Click Finish. 29. While still in the Related window click Chargeback. 30. Set the Purchasing Option: field to charge to Buyer s Authorized Account Code. Click Apply Changes and click the X in the top right of the window to exit these options. 31. Under the Related section in the bottom left-hand corner, click on Updated June 2016 Page 5 of 42

6 Catalogs. Catalogs will dictate which users will be able to see the course (i.e. the United States catalog will allow Ag users in the U.S. to see this Item). 32. Once you have selected Catalogs, click the green plus button. The catalog search box will appear. 33. Type in a keyword (part of the catalog name) and hit Search. This will display all the results that have the keyword in it. 34. Mark the check box under the Add column. This will add the catalog to the Item. Add Schedules will add the selected catalog to all offerings under the Item and shouldn t be used at this time. a. A&T ILTs and DLCs: Add Catalog EXT-JOHNDEEREEMPLOYEE b. A&T WBTs: Add Catalog EXT-JOHNDEEREEMPLOYEE-FREE c. C&F Items (all): Add Catalog EXT-JOHNDEEREEMPLOYEE-FREE C&F does not charge employees for training; any charge is a rare exception. 35. Click Add at the top of the page (between the search bar, and the results). The page will automatically close and return to the Item. 36. The Item (course) is now ready to schedule offerings. 37. Click Apply Changes. Updated June 2016 Page 6 of 42

7 Adding an Item to a Learning Path 1. After an Item has been created, proceed to put it on a Learning Path if applicable. 2. Click the Learning tab. 3. Click Requirements. 4. If you know the requirement pool, enter it into the ID search field OR create a new requirement pool for the path. 5. Click Search. 6. Click the Edit (pencil with paper) option for line Item located next to description. 7. Click Configuration. 8. Make sure to choose Item Type Dropdown that matches request form. 9. Enter Item ID (course code). NOTE: the course code and item type must match exactly as the item appears in the system. You can also search by selecting the add one or more from list link. 10. Click Add. 11. Item needs to be added to Learning Path for applicable job titles or certifications. 12. If you see the Scheduled Background Job message: a. Run this job immediately, if allowable (if desired, uncheck the when complete ). b. Click Finish. c. If more to add, click Continue Editing Requirement. d. If done, go back to Learning. Updated June 2016 Page 7 of 42

8 If you need to create a new requirement pool, follow these steps. 1. Click the Learning tab. 2. Click Requirements. 3. Click Add New. Complete the fields for the new requirement pool. a. Requirement type decide which options works for your specific needs/division Example, C&F s requirement pools are usually set to # of Hours of specified Hour Type from Pool of Items b. ID create an ID that is meaningful to you. Follow the naming conventions for your division (C&F dealer requirement pools start with EXT-CF, Ag & Turf dealer requirement pools start with EXT-AT, etc.) c. Description this is the title of the requirement pool d. Domain Select the appropriate domain e. Creation Date automatically populates, keep defaults f. Active checkbox that is automatically checked. 4. Click Next. 5. You are now ready to add items to the requirement pool (see previous section). You can also add items directly to learning paths without including them in a requirement pool. 1. Click the Learning tab. 2. Click Learning Paths. 3. Search for an existing path To Create a New Learning Path 1. Complete the fields to Add Learning Path. a. Locale: Select the location the Learning Path primarily be used b. Curriculum ID create an ID that is meaningful to you/your division. Most divisions have a naming convention in place (i.e. C&F dealer path codes begin with EXT-CF, Ag & Turf dealer path codes begin with EXT- AT). c. Title create a title that is descriptive of the path. d. Description this is a brief description of the curriculum. Updated June 2016 Page 8 of 42

9 e. Creation Date automatically populates. Leave defaults. f. Active checkbox that is automatically checked g. Domain Select the appropriate domain h. Curriculum Type, Priority internal employee learning paths use this field i. Force Incomplete check the box 2. Click Add. You can now add either requirement pools, items, or subcurricula to your path. 1. Search by the Curriculum ID (Learning Learning Paths). 2. Click on the path ID. 3. Click Contents. 4. Click Edit. 5. Click the green plus Contents dropdown. 6. Select the type of contents you are adding to the path. a. Items a specific item, will not be included in a requirement pool b. Requirements a requirement pool c. Subcurricula an existing curricula/learning path 7. Search for the item, requirement pool, or subcurricula on the search field. 8. Once the item(s) is located in the search results, check the box next to it. Click Add. 9. Continue adding until the Learning Path has all necessary information needed. Updated June 2016 Page 9 of 42

10 Retiring an Item 1. Ensure there are no future offerings scheduled for the Item(s) in JDU a. Run the Master Schedule Report on Item ID(s) b. Complete the Start Date After field After determining there are no future offering scheduled 2. Locate and select the Learning tab on the top navigation of the Administrator page. The Item Search page will display by default. 3. Search for Item based on the criteria on the screen such as Item ID, title, etc. If more criteria are needed click Add/Remove Criteria to select additional search criteria. This allows expanded searches using different Item details. 4. Once the Item is brought up in JDU click View All. a. Enable User Request change to No. b. Add Comments Date: Retired per Joe Smith JDU Admin s RACF ID 5. Click Save. Ex: 7/17/205: Retired per Taran Webber KH Remove catalogs from the course. a. Select the Catalogs tab under the Related section. b. Click the Select All box under Remove and click Save. The Item will not show in a learning search. The Item will be grayed out and the user will not be able to click on it in Learning Paths. 7. Add (Retired) at the beginning of the title in the English Item Title field. 8. Add (Retired) at the beginning of any locale title that has text. Hover over the Title box then click on the globe to see all locale titles. 9. Do not a. Remove the course from any learning paths. b. Change the Item Active Status, should remain "Yes". 10. The course is now retired. Updated June 2016 Page 10 of 42

11 Adding Prerequisites 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Type in your Item ID or search for your Item by using the available search fields. 3. Select your Item from the populated list. This will bring you to the Item details page. 4. Under the Related area on the bottom left of your screen, select Prerequisites. 5. Click on Create New Group. 6. Enter a Title for the prerequisite group. Ex: Core Courses 7. Once the group is created, select the green plus next to the group name. 8. Use the keyword search to search for the Item or Items you would like to add to your prerequisite group. If alternate prerequisite groups are needed, repeat steps Click Add. 10. Click Save in the bottom right of your screen. 11. The prerequisite course(s) have now been added to your Item. Updated June 2016 Page 11 of 42

12 Updating Pricing on an Item 1. Click on the More link in the Related Area. 2. Click the Pricing tab. NOTE: Default currency is controlled by the group that loaded the course. This does not predetermine the price that the user gets charged. The price on the catalog determines the price the user sees in JDU and is charged. 3. Allow Scheduled Offering prices to override the pricing defined on this screen. Accept the default check box Scheduled Offering Can Override Item Prices. 4. Enter Price for the Item. 5. If finished adding a single price, click Apply Changes. 6. Otherwise click Add More Currencies. Currencies should only be added to the course if that currency is going to be used on that Item. No extra currencies are needed. If no additional currencies need to be added skip to step Add additional currencies by entering a price in the Price field. Leave the Type field Numeric. 8. Click Finish. 9. Click Apply Changes. 10. Click Yes on the Master Inventory Price Propagation window to proceed with updates to the Master Inventory. 11. Ensure the check box is marked for the Item and click Next. a. NOTE: If changing the price on an instructor led course there will be a check box for each offering. The box must be checked for each offering that needs to be updated. b. NOTE: This change will affect any future enrollments. Any students already enrolled will retain the previous price. These must be manually adjusted if the price change applies to preexisting enrollments. 12. Check the Apply Price Change to Catalogs checkbox to propagate to all catalogs which might already be offering a price override. 13. The price must be changed for each existing offering. Scroll through the list and update the price for each offering. a. If an update is needed to the price on just one offering, it is best to do it on the offering itself, as it will reduce room for error. 14. Click Next. 15. Click Select All to include all of the catalogs in the pricing update. Click Next. Updated June 2016 Page 12 of 42

13 16. Select the Checkboxes for the Item and the Catalog(s). Once again user can click Select All to include all options. These checkboxes allow the price propagation on pending orders NOTE: the system will not affect orders in a Final or Approved state. 17. Click Next to proceed. 18. Review the summary and click Finish. 19. View confirmation message and click Return to Item. 20. To check that the change took effect, go back to the catalogs on the Item. Hover over the price. This will bring up a dialog box that will show the price of each currency tied to that catalog. NOTE: If price change was done to an ILT with scheduled offerings this same method can be used on offerings to ensure the change took effect. Updated June 2016 Page 13 of 42

14 Scheduled Offering Management Creating a Scheduled Offering Cancelling a Scheduled Offering Changing the Scheduled Offering Time Updating Pricing on an Offering Changing Facility and Location Closing a Scheduled Offering Updated June 2016 Page 14 of 42

15 Creating a Scheduled Offering 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Type in the Item ID or search for the Item by using the available search fields. 3. Once you find the Item, select the Item. 4. Once the Item has displayed, on the right hand side of your screen under Actions, select Schedule. 5. Check to ensure the Item ID and Domain are correct. These should pre-populate from the Item. 6. Click the Calendar icon, and select a date. Once you select a date, the calendar popup will close. 7. Enter the class start time. (NOTE: The format for this must be HH:MM AM/PM) 8. Select the appropriate time zone. 9. Enter a description (if applicable). This does NOT have to be completed in order to schedule the Scheduled Offering. 10. Ensure the box is checked to Publish in all associated catalogs. 11. Click the magnifying glass to search for a Facility. a. Enter a Facility ID or Description to search for the facility. b. Click Search. c. Once you find the correct Facility, click Select to the right of the course. 12. Search for a Location and choose the appropriate option. If there are no matching locations listed, this step can be skipped. A Location is the room name at the facility the class will be taught at. (NOTE: The location field does not need to be completed for offerings taught virtually.) A&T: highly encouraged to choose a facility with a location 13. To add an instructor, click the magnifying glass. Select an instructor from the prepopulated list or use the Search feature. a. Click the Search tab. Updated June 2016 Page 15 of 42

16 b. Enter an Instructor ID (RACF ID), First Name, or Last Name. c. Click Search. d. Once you find the correct Instructor, select them. 14. You will skip the Equipment field; we will not be using it. 15. The VLS Server: field is used if this is a DLC Course, you will need to select the DEERE_ADOBE_CONNECT server option. 16. Leave the Password field blank. 17. Click Save. NOTE: If there is a scheduling conflict with the instructor on the course JDU will show a conflict warning. The offering can still be created but this conflict should be noted and sent to the instructor or the project manager handling the scheduled offering load request. 18. When the window closes, it will bring you directly to the scheduled offering. 19. Once you are in the scheduled offering, select View All located in the middle left hand side of your page. This will display the additional settings screen. 20. When you re in Additional Setting, under the Summary area locate the Approval Required field. Verify that it is marked Yes. If it is marked No, change it. 21. Enter the correct Account Number. If you do not know this, hover over the field and a magnifying glass will appear to the right. Select the magnifying glass and search for the account code. 22. Ensure the Approval Process states; 1 st Level Supervisor Approval Process. 23. Ensure the Domain is correct. This will be inherited from the Item level. 24. Enter the name of the Contact for the scheduled offering in the Contact field. Also enter their into the available field. 25. Enter the Department (what unit) owns the course. Ex: If the course is a Unit 10 Ag & Turf course, the department would then show: Enter the name of the person who ordered materials, if necessary, in the Materials Ordered By field. This field is not typically used. 27. Under Physical Schedule, ensure Use Time Zone of this Offering is set to Yes. For virtual offerings, (DLC or IDT), this field should be set to No. 28. Type in your Minimum and Maximum student requirements in the Updated June 2016 Page 16 of 42

17 appropriate fields. 29. Under the Registration section, ensure the following fields are set to: a. confirmation to the Instructor No b. Confirmation to the User - Yes c. Enable users to Waitlist Yes d. Confirmation to Supervisor No e. Confirmation to Contacts - No 30. Enter a Registration Cut-Off Date: and Registration Cut-off Time: Follow the guidelines for your division. For example, North America Ag JDU Policy for Instructor led Courses, uses date of offering. 31. For User/Supervisor Registration: YES. 32. The VLS Settings will only be used for Distance Learning Classrooms. Under the VLS Setting, ensure the Automatically record Learning Events after is set to NO. 33. The Minimum Attendance Percentage for credit will not be used by Deere. 34. In the For Credit Completion Status, select the dropdown option of CLASSROOM-PASSED (Classroom Passed) For Credit. A&T Admins: Do not select the Classroom PASSED (HISTORY ONLY) option. 35. Leave the Non-Credit Completion Status blank. 36. Click Save. 37. Any additional instructors that need to be added on to the scheduled offering need to be added on the segment. Please see the Changing Instructor job aid. 38. Verify the segment length and number of days on the Segments tab under related. 39. The offering is now complete. Updated June 2016 Page 17 of 42

18 Canceling a Scheduled Offering 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Choose Scheduled Offerings on the left hand side navigation. 3. Type in your scheduled offering ID or search for your scheduled offering by using the available search fields. a. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 4. Select your Scheduled Offering from the list that displays. This will bring you to the offering page. 5. Click View All and in the Comments section enter person who asked to have the offering cancelled, your user ID, and the date. Click Save. 6. Locate the Actions box on the far right. 7. Click Send Notifications. a. Registration Status: Click and hold down the Control key to choose Active Enrollment, Pending, and Waitlist. b. Leave the Completion Status on right as All Statuses. c. Click Next. d. Click Next again. e. Change From Field: Use drop down box to choose appropriate E mail address. f. Choose Second copy of to users supervisors (optional). g. Include attachment, if applicable. h. Fill in Subject line with title of course, date, and start time. i. Body: Purpose of cancellation and any other pertinent information, such as cancelled due to low enrollment, and there are other available offerings. j. Click Send Notification. 8. Click on Cancel the Scheduled Offering. 9. Leave the Default Cancellation date (will be the current date) in the field. Updated June 2016 Page 18 of 42

19 NOTE: This date should never be changed. Any alterations of this date can cause billing issues and could result in lost revenue. 10. Click Next. 11. We do not use Realized Costs in JDU. This step should always be left as is, with no changes by the administrator. Click Next. 12. Check the box to send notification to the User and the Supervisor. 13. Click Next. 14. Verify the information is correct. Click Finish. 15. Click Ok. Updated June 2016 Page 19 of 42

20 Changing Scheduled Offering Time 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Choose Scheduled Offerings on the left hand side navigation. 3. Type in your scheduled offering ID or search for your scheduled offering by using the available search fields. a. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 4. Once the list populates with the Scheduled offering, select it. This will bring you to the offering page. 5. Select Segments from the Related area in the bottom left of your screen. 6. Double click the segment block. This will bring you to the offering details page. 7. Enter the new Start time and End time in the appropriate fields. a. Adjust time zone if necessary. 8. Select Save and Close. 9. Repeat steps 6-7 for all segments of the Scheduled Offering. Updated June 2016 Page 20 of 42

21 Updating the Price on a Scheduled Offering 1. Click on the More link in the Related Area. 2. Click the Pricing tab. NOTE: Default currency is controlled by the group that loads the course. This does not predetermine the price that the user is charged. The price on the catalog determines the price the user sees in JDU and is charged. 3. Enter the Price for the Item. 4. Once completed, click Apply Changes. 5. If additional currencies are needed, click Add More Currencies. Currencies should only be added to the course if that currency is going to be used on that Item. No extra currencies are needed. If no additional currencies need to be added skip to step Add additional currencies by entering a price in the Price field. Leave the Type field Numeric. 7. Click Finish. 8. Click Apply Changes. 9. Click Yes on the Master Inventory Price Propagation window to proceed with updates to the Master Inventory. 10. By default the offering will be selected. Click Next. 11. Check the Apply Price Change to Catalogs checkbox to propagate to all catalogs which might already be offering a price override. 12. Verify that the price in the free form boxes is correct. This number should reflect the desired priced for the offering. 13. Click Next. 14. Click Select All to include all of the catalogs in the pricing update. Click Next. 15. Select the Checkboxes for the Item and the Catalog(s). Once again users can click Select All to include all options. These checkboxes allow the price propagation on pending orders NOTE: the system will not affect orders in a Final or Approved state. 16. Click Next to proceed. 17. Review the summary and click Finish. 18. View confirmation message and click Return to Scheduled Offering. 19. To check that the change took effect, go back to the catalogs on the Item. Hover over the price. This will bring up a dialog box that will show the price of each currency tied to that catalog. Updated June 2016 Page 21 of 42

22 Changing Facility and Location on a Scheduled Offering NOTE: Before the location can be changed, the facility must be correct on the offering if there is one assigned. Locations are associated to facility in JDU. 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search will display by default. 2. Choose Scheduled Offerings from the left hand side navigation. 3. Type in your scheduled offering ID or search for your scheduled offering by using the available search fields. a. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 4. Select the Scheduled Offering from the list displayed. This will bring you to the offering page. 5. In the View All section of the screen, hover over the facility name and click the magnifying glass to search for available facilities. 6. Once you locate the correct facility, click Select. 7. Click Save. NOTE: Once the facility has been updated the corresponding location can then be added. 8. Select Segments from the Related area in the bottom left of the window. 9. Double click the segment block. This will bring up the Edit Segment window. 10. Next to Resources click the green plus. From the drop down list, select Add Location. 11. A list of locations associated with the facility will appear. Mark the box for the correct location and click Add. a. If a facility was not selected when the offering was created, there will be a search box for locations and it can be selected through this method. 12. Click the radio button to make the new location the primary location. Remove the previous location by clicking in the box under Remove. 13. Click Save and Close. Updated June 2016 Page 22 of 42

23 Closing a Scheduled Offering **If you have any learners that attended the scheduled offering, but were not registered, please follow steps 1-5. ** 1. Locate and select the Learning tab on the top navigation of the Admin page. This will by default bring you to the Item search page. 2. Choose Scheduled Offerings from the left hand side navigation. 3. Type in your scheduled offering ID or search for your scheduled offering by using the available search fields. a. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 4. Select your Scheduled Offering from the list that displays. This will bring you to the offering page. 5. Select Registration from the Related area in the bottom left of your screen. Click the green plus sign next to Add Users to add learners that attended the scheduled offering, but were not previously registered. **Start here if there are no additional learners to add to the scheduled offering.** 6. Navigate to the scheduled offering. 7. Under Actions, click Record Learning. 8. This will bring up the Record Learning Financial screen prefilled with the users from the class. a. Do NOT modify the registered students. Students should never be added on this screen. The user must have a registration record in the class to ensure they are billed correct. Any changes that need to be made to this list needs to be done on the offering itself. 9. Click Next. 10. On the next screen the completion status for each user will be determined. Select the completion status that the majority of the students have in the drop down next to Apply Default Status. This will set the completion status for each user. Click Apply. 11. Modify the Grade and Completion Status for any student Updated June 2016 Page 23 of 42

24 individually. Comments can be entered here but are not required. 12. Click Next. 13. The next screen will be the financial information for the students. Verify that each student is being billed the correct amount. a. Do NOT modify the Price or Currency. If any adjustments need to be made, these should be processed on the student s Registration record. 14. Leave the default values for Account Code. Leave the Order Ticket field blank. 15. Click Next. 16. Verify the information is correct. 17. Click Finish. 18. The final window will be a summary of the Learning Event. Click the X in the top right of this frame to close it NOTE: This will ensure that all students have received credit. Now the offering must be closed in JDU to ensure that the students are billed correctly. Navigate back to the scheduled offering. 19. Under Actions, click Close the Scheduled Offering. 20. The Closing Date will default to today s date. Do not change this date. 21. Click Next. 22. You will see an Edit Realized Costs step. This is an out-of-the-box option to document costs of delivering training. We are not currently using this area, and it does not affect our billing process. Leave the totals at 0 USD. Click Next. 23. Click Finish. *IMPORTANT: Both the Record Learning Financial and Close the Scheduled Offering tasks must be completed for the offering to be billed correctly. If all steps are not completed correctly, then credits may not be granted to students and revenue will be lost. Updated June 2016 Page 24 of 42

25 User Management Registering Users Batch Enrollment Cancelling a Registered User from an Offering Removing an Item from a User's History Recording a WBT Score to a User s Transcript Updated June 2016 Page 25 of 42

26 Registering Users in a Scheduled Offering NOTE: The job aid that covers Batch Enrollment is another method of enrolling students into a scheduled offering. It is best used for a large list of users. 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. a. There are two different ways to register users. Search by Scheduled Offering ID or Item Title/ID. i. Searching for the Scheduled Offering 1. Click the Scheduled Offering on the left side navigation. 2. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 3. Enter the Scheduled Offering ID and hit Search. 4. Select the Scheduled Offering. ii. Searching for the Item (Course). 1. Click Items on the left side navigation. 2. Enter the Item title or Item ID (course code). 3. Select the Item. 4. Select Scheduled Offerings under the Related tab in the bottom left. 5. Select the Scheduled Offering. 2. Under the Related tab in the bottom left corner, select Registration view. 3. Click the green plus sign to add users. 4. A search screen will appear. Type in your search criteria into any of the fields. Click Search. a. To process multiple enrollments in this offering, in the Keyword field, type in the user IDs separated by a comma and a space. 5. Find the user(s) of your choice, and check the box in the Add column. Updated June 2016 Page 26 of 42

27 a. To select all results, click Select All on the blue bar. 6. At the bottom, select who you would like to receive the confirmation. Typically this is the User. 7. Click Add at the bottom right of the screen (may have to scroll). a. Any warnings that appear (i.e. cutoff date is in the past, prerequisite not met, etc.) can be handled with the Administrator s discretion based on circumstances, region, and/or division. 8. The Add User screen will disappear and shows the user(s) enrolled. Updated June 2016 Page 27 of 42

28 Batch Enrollment 1. Select the Learning tab. 2. Click on tools. 3. Click Registration Assistant. 4. Ensure radio button is set to Register Users. 5. Click Next. 6. Enter scheduled offering Number. If not known, use magnifying glass to find. Enter search criteria, then click Select next to offering. 7. Click Next. There is the possibility that a warning will appear stating the scheduled offering Registration Cut-off date has passed. Click Yes to continue. 8. Fill in user ID (must be in Caps). 9. Click Add. NOTE: A warning that a user does not have their prerequisites done can appear at this step. Students not meeting prerequisites will not be allowed to enroll in the course. Students should contact the training center administrator if alternate arrangements are needed. 10. Click Next. a. Repeat this step for each user that needs to be registered. 11. No comments are needed. Click Next. 12. Verify that the account information and the price are correct. No changes should be made on this screen. If any information is incorrect, the settings on the offering or Item need to be verified or altered before the enrollment is completed. If information is accurate, click Next confirmations should be sent to Users. Check the boxes next to this option. 14. Click Finish. Updated June 2016 Page 28 of 42

29 Canceling a Registered User in a Scheduled Offering 1. Locate and select the Learning tab on the top navigation of the Admin page. The Item Search page will display by default. 2. Choose Scheduled Offerings on the left hand side navigation. 3. Type in your scheduled offering ID or search for your scheduled offering by using the search fields. a. Note the date fields. The Start Date After: will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 4. Select the Scheduled Offering from the list displayed. This will bring you to the offering itself. 5. Under the Related tab in the bottom left corner, select Registration. 6. Find the user you would like to cancel. Hover over the user s icon. 7. A box will appear, select Modify. Never select Remove. 8. In the Status dropdown, select Cancelled then Save. 9. The Offering Refund for User box will display. Typically if there is no charge associated with the offering this box will not display, the user will just be canceled. JDU Policy: Follow the cancellation policy outlined for your Region or Division based on the delivery method to determine what charges should or should not be refunded. 10. If the user is to be charged for the cancellation then the refund amount should show $0. If the user is to be reimbursed for the enrollment cost, then the refund amount should reflect the full price paid. 11. Enter comments explaining the cancellation followed by your RACF and the date. 12. Click Save. Updated June 2016 Page 29 of 42

30 Removing an Item from Learning History 1. Click Users tab. 2. Click Tools to display dropdown menu. 3. Click Learning Event Editor. 4. Fill in User ID. 5. Enter in search criteria to narrow results. a. A specific scheduled offering number can be entered in the Schedules: field. b. Or by selecting an Item Type from the dropdown and entering the exact Item (course) ID that is being searched for. c. A specific user ID should be entered in the User ID field. Note the date fields. The Start Date After will default to the current day. Deleting this field will allow you find the specific scheduled offering regardless when it occurred. 6. Click Search. 7. Click the Edit symbol (pencil and paper icon) 8. Click Delete. 9. Click OK. 10. If removing an Item with a cost associated with it, the system will ask for a refund amount and for comments. Leave the refund amount as is. In the comments field, enter the reason for deletion, followed by your RACF ID, and the date of the change. 11. If a refund needs to be issued, it will need to be done manually. 12. Click Save. Updated June 2016 Page 30 of 42

31 Recording a WBT Score to a User s Transcript 1. Under the Users tab, click Tools. 2. Under this menu, click Record Learning Financial. 3. Select the radio button next to Item. 4. Click Next. 5. Enter the Item Type and Item ID. If necessary, use the Search feature. Then click Next. 6. Enter a Default Grade if applicable. 7. Select a Default Completion Status. The available options will depend on the Item Type; generally use Completed or Passed. a. A&T Admins: Do NOT use the History-Only option. 8. Select the Completion Date, Time, and Time Zone. If no specific date is given for the completion, enter today s date. a. Time must be entered in the format of 00:00 (hour and minute) [space] capital AM or PM. 9. Verify the Default Price and Currency ID. 10. Click Next. 11. Enter the user s ID in all capital letters. If it returns no results, then it may be necessary to click on the blue add one or more from list link. A user search screen will display. a. Enter or search for the user ID of the student(s). Click Search. b. You can add multiple students at once by comma-separating the user IDs. If you do this, change the User ID Field drop down to Any. c. Click Select All to select all users from your search or check the Add checkboxes to select students from the search results. d. Click Add. 12. The selected users will display in a list on the Record Learning Financial screen. 13. Click Next. Updated June 2016 Page 31 of 42

32 14. Verify the Completion Status is correct or adjust as needed. 15. In the Comments field, enter your RACF, date and any other details relevant to why you re manually marking the course Complete. 16. Click Next. 17. Verify the Price and Currency are accurate for all students. Do not edit the Cost Center / Account Code. If either is incorrect here, then the Item or user need to be corrected. 18. Click Next. 19. Verify the Record Learning Financial summary information. 20. If any adjustments need to be made, click Previous. 21. Leave the checkbox blank for Automatically Assess Related Competencies. 22. Click Finish. A pop-up window will display that states, This action may take more than a few seconds. Please wait for the page to be refreshed. Click OK. A Finished Status will display. 23. Verify that The learning event has been successfully recorded displays. In general, you do not need to print or completion certifications. The user s course completion will show in their Learning History and they will be billed for the course. Updated June 2016 Page 32 of 42

33 Resource Management Instructor Management Creating a Facility and Location Updated June 2016 Page 33 of 42

34 Instructor Management These instructions will help you add a new instructor to the John Deere University system. Please keep in mind anything with an asterisk (*) is a required field. 1. Locate and select the Learning tab on the top navigation of the Admin page. This will by default bring you to the Item Search. 2. Find and select Instructors on the left side navigation. 3. Click on Add New in the top right hand corner of the instructor search page. 4. The Add New Instructor box will display. First, type in the instructor s John Deere RACF ID. (Please keep this UPPERCASE this is case sensitive) in the Instructor ID Field. 5. Fill in the Last Name, First Name, and Middle initial (if applicable). 6. Fill in the Company (will be John Deere the majority of the time unless this is a company that we have hired to teach a course). 7. In the domain field enter the appropriate Domain for your region. Ex: If it was a Region 4 AG Instructor, the domain would be EXT_AT_R4. 8. In the Organization field, click the magnifying glass and search for the correct John Deere organization (suggestion: search using the Description field). 9. Select the appropriate time zone for the specific instructor. 10. Enter the instructor s address (Ex: InstructorName@JohnDeere.com) 11. Enter any comments if necessary. This field is if you have any special instructions, etc. 12. Ensure the Active checkbox is checked. If this is not, the instructor will not show up. 13. In the Related User field, enter or search for the John Deere RACF ID for the specified instructor. Note: if this field is not completed, the instructor will not have the My Classes tab in JDU. 14. Leave the Authorized to teach field blank. Updated June 2016 Page 34 of 42

35 15. Click on Add. The instructor has now been created. 16. The page will now bring you to the instructor management page. 17. The instructor is now active in JDU. Updated June 2016 Page 35 of 42

36 Creating Facilities and Locations Creating a New Facility 1. Click on References. 2. Hover over Physical Resources and select Facility. 3. Click the Add New link in the upper right. 4. Fill in required fields: a. Enter Facility ID: format: Country_State_Facility Name_Room ID. b. Enter Description: ex: CA SK Regina-Regina,SK-Trng Ctr. c. Search for and Enter appropriate Domain for division. 5. Select a Region. 6. Bypass Holiday Profile. 7. Search for and Select Appropriate Time Zone. 8. Bypass Work Week. 9. Fill in Comments field if necessary. 10. Click Add; new Facility summary page will display. 11. Bypass Contact tab. 12. Click Locations tab. 13. Enter Location ID and click Add or click add one or more from list option. NOTE: Never create a facility without connecting a location ID. All A&T Facilities must be connected to a location. If necessary, see Creating a New Location section below. 14. Click Apply Changes to connect location to facility. Updated June 2016 Page 36 of 42

37 Use the steps outlined below to create a new location if the location ID cannot be found on the Locations tab of the Facility creation window. Creating a New Location 1. Click on References. 2. Hover over Physical Resources and select Locations. 3. Click the Add New link in the upper right. 4. Fill in required fields: a. Enter Location ID: EXT-AT-TC Training Center Location, State, USA (EXT-AT-TC Wichita, KS USA) b. Enter Description: ex: Wichita Training Center Room 1 c. Search for and Enter appropriate Domain for division or region. 5. Bypass Location Type. 6. Use magnifying glass to locate associated Facility, click Select. 7. Leave Maximum Capacity blank unless that information is available. 8. Bypass Contact Name an address fields. 9. Enter Comments if necessary. 10. Click Add. Updated June 2016 Page 37 of 42

38 Reporting Running Reports Reports Glossary Updated June 2016 Page 38 of 42

39 Running Reports 1. In the JDU Admin interface, click on Reports. 2. In the search field, type in Request. 3. Click Submit at the bottom of the search column. 4. Click the plus sign next to Item Requests. 5. Click Item Requests (CSV). If you need to narrow your results further, use the filter: a. Click on the blue filter icon next to User. b. Click the blue filter next to Country. c. Change records per page to All. d. Put a check in the box for the country or countries of interest. e. Click Add to Filter. f. Click Submit Filter. 6. Click Search. 7. Change records per page to All. 8. Click Select All. 9. Click Add to Filter. 10. Click Submit Filter. 11. Click Run Report. Updated June 2016 Page 39 of 42

40 Reports Glossary Table of Contents Summary Audit Report (CSV) This report provides a history of JDU s sent to a user. You can run this report to track what system s a student has received. Item Data The Item Data reports contain information tied to Items in the system. Reports are available in CSV or PDF format; the PDF version may be run as a Summary or Detail report and is grouped by Item. This report breaks down all the pertinent information for a specific Item in JDU. Item titles, pricing, domain, and creation date can all be found on this report. Through the use of filters prior to the running of the report, the user can return results for entire regions or all the results for a specific Item type. Item Status (CSV) The Item Status reports contain information tied to users in the system, indicating the completion status for their Item assignments. The PDF versions allow you to group the output based on Item or user. This report is good for basic data on individual users in regards to a specific Item. It s a high level view basically just documenting the completion status of users that have taken the course and the date that the completion was recorded. Learning Plan & Learning Plan (CSV) This report provides a list of Items that are on students Learning Plans. Its purpose is to identify Items that need to be scheduled outside of what is covered by Item requests, as well as capture specific student information related to learning plan usage. Data on this report can be made user or Item specific. For the user it will return their learning plan. For the Item it will return any user that currently has that Item on their learning plan. Note that this does not track enrollments. It only tracks that the course is on their learning plan. Low Enrollment This report provides a list of scheduled offerings, including information about whether they meet the minimum enrollment requirement. Its purpose is to Updated June 2016 Page 40 of 42

41 identify upcoming training that may need to be cancelled if minimum enrollment cannot be met in time. Online Item Usage This report provides training activity for web-based Items. Its purpose is to track usage for the Item for license fee reporting, metrics, or general audits. Data provided in this report shows the administrator the actual usage of the Item. It does not reflect completions. It shows Items such as how many times the user has entered the WBT, the last time the course was accessed by that user, etc. Registration Status This report provides a list of students who are enrolled or cancelled in scheduled offerings, including information about the offering. Its purpose is to identify the enrollment status for students currently on scheduled offerings, as well as provide a list of students and instructors to security personnel to grant access to training facilities. Scheduled Offering Data The Schedule Offering Data reports contain information tied to Scheduled Offerings in the system. This report will return data for either a specific scheduled offering or a specific Item. It can also be filtered to a specific Item type. Great for high level view of scheduled offerings to allow for audits for recently loaded offerings. Report can also be filtered to gather data on fill rates for certain courses or Item types. Scheduled Offerings Not Closed This report provides information about scheduled offerings. Its purpose is to identify offerings that are past their End Date but may not have been closed in the system. The intention for this report is allow admins to be able to zero in on scheduled offerings that are outside the 5 business day expectation. The best way to run that audit is to leave the scheduled offering field blank and run the report for a specific date range. The data that is returned will need to be filtered as it will show all the domains and will also default with both active and inactive sessions showing. For example, if the user were checking A&T Region 4 offerings, they would change the Domain ID to EXT_AT_R4 and filter the status by Active. Updated June 2016 Page 41 of 42

42 User Item History Audit Report (CSV) This report breaks down each Item, or course, in a learner s history. It details who last updated a record, when that update took place, the completion status of an Item, etc. It also includes Items that were deleted from the user s history at any point. User Learning Plan Audit Report (CSV) This report allows you to view a user s learning plan, or learning assignments, and see when Items were added, by whom they were added, and other related information. Table of Contents Updated June 2016 Page 42 of 42