Learning Management System 2.0 User Information Guide

Learning Management System 2.0 User Information Guide Version 2.0.2 January 22, 2015 0

Contents General info... 2 User Log In... 2 Home Page... 2 Classes... 3 List View... 3 Calendar View... 5 Class Details... 6 Create New Class Tool... 6 To Create a New Class... 6 Edit Class Tool... 9 Copy Class Tool... 10 View Roster... 11 Add a Participant to the Class Roster... 11 Search for a Participant(s) by Name, Employee Number, or Dealer Code... 11 Search for Participant(s) by Class... 12 Export (to MS Excel)... 13 Email Participants... 13 Generate Name Tents... 14 Generate a Sign-in Sheet... 15 Close Roster Tool... 16 To Close a Class Roster:... 16 Advanced Search Tool... 17 Search Options/Settings... 17 Search Filters... 17 Quick Picks... 18 Adding a Quick Pick... 18 Schedule Busy Time... 19 Employee Management Tool... 20 Employee Search... 20 Add Employee... 21 Edit Employee... 22 View Employee Information Using a Dealer Search... 23 Assessments... 24 Reporting Data Center... 24 1

General info The Learning Management System 2.0 provides ILT Instructors and authorized users hands-on, real time access and management of ILT class creation, scheduling, and administration. The purpose of this user s guide is to describe the LMS 2.0 Classes and Employee Management modules and provide information and instruction necessary to use both familiar and new features. The features in LMS 2.0 are permissions based and set by the user s role at login. Therefore, some features described in this user guide may not be accessible to all users, or in some cases, a user may only have view only access. Additional user information will be provided as new or improved modules are added to the LMS 2.0 system. User Log In URL: http://content.datarunners.net/lms Login = User last name + last four digits of SS number. Home Page The Home page provides the user My Details information, roles and audiences. 2

Classes Select Classes from the main navigation bar to open the List View page (default view). List View The List View displays all classes, both completed and upcoming, for the date range set by the user. Use the Page Forward or Back arrows to view other calendar list pages. Click on Change to increase or decrease the number of classes displayed on the page. Click on the Action icon to open the class action drop down menu. Click on the desired action to: Edit - open Class Details page to update class information. Copy used for creating additional sessions easily without having to re-enter all class information. View Roster - open the class roster to manage participants, create name tents, sign-in sheets and more. View Class Summary view class detail information (not editable). Export to Calendar allows users to add the class to their email calendar (Outlook) Note: Completed classes with an Open Roster will also show the Close Roster action in the drop down menu. 3

Calendar View Select Classes from the main navigation bar and then click the Calendar tab. Calendar displays both recent and upcoming scheduled classes for the current month. Users can customize the class information displayed on their calendar page. Click Advanced Search and then click Search Options/Settings to select the information displayed on the calendar page. A green flag indicates a class is Active. A black flag indicates a class is Under Development. For completed classes, the numbers displayed indicate: Number of people that have completed the class Maximum capacity number set by the instructor For upcoming classes, the numbers displayed indicate: Number of people that are registered for the class Maximum capacity number set by the instructor When the numbers displayed on the right side of a class are 'green' they indicate the class roster has been closed. Red numbers indicate that the roster has not been closed. Note: The number of people completing a class may be higher than the maximum capacity number if the instructor has allowed additional participants to enroll and complete the class. Use the Calendar's Forward or Back arrows to view other calendar months. To quickly go to different months or years: 1. Click on this arrow to display the quick access calendar tool. 2. Click on the displayed month's name. 3. Click on the desired month and year to select 4. Click OK. 5. Click any date on the mini-calendar to display that month s classes on the main Class Calendar page. 5

Class Details To view the 'Class Details' page, click on the Action drop down and select Edit Class. The Class Details along with a Class Summary is displayed. Click the Hide/Show arrow to collapse the Class Summary if a wider page view is desired. Create New Class Tool Click the 'Create New Class' button located on the left-side of the top navigation bar to open a blank new class details page. Note: Required fields are indicated by an asterisk. Tooltips are available for each required field. Click a required field to view a brief description of what information should be entered into that field. Note: The Class ID is a unique identifier created for each class instance. This ID is automatically added by the LMS when a new class session is created and saved. Once generated, it cannot be changed. To Create a New Class 1. Click on Create New Class to open a new Class Details page. 2. Click on the Class Type to create a Single Class or a Program. 3. Click on the Group drop down arrow. Use the cursor to highlight the group and then click to select. Important: Users must first select a Group in order for the LMS to filter and display the courses available to that group. Use the drop down lists to select Class Detail information 4. Class Name 5. Audience (editable list automatically populated for the course selected) 6. Class Status: Active or Under Development 7. Start Date/Time (today s date entered by LMS) 8. End Date/Time (today s date entered by LMS) 9. Capacity 10. Instructor (LMS enters instructor s name) 11. Language 12. Region 13. Metro Area 14. Location 15. Automated Reminder: check this box if you want an email reminder sent to registered participants 10 days prior to class. 16. Click Save Class Details 6

Click on Optional Information to add Contact, Class Notes, and Instructor Notes as necessary. 7

Click Save Class Details. This verification page provides a Class Summary on the right side of the page. If revisions are necessary, click the Edit Class button to return to the Class Details page to edit class information. If any required information is missing, the Class Summary title will be red with the missing information shown in red. If the required information is complete, the Class Summary title will be green (as shown above.). If the class information is correct, click on the Confirm Class Details button to complete the class build process. This pop-up window allows users to modify class details, copy the class to create another class instance, or create a new class. Click on Close Class Editor to return to the classes List View page. 8

Edit Class Tool To edit class information for an upcoming class: 1. Click on the Actions icon and then select Edit Class from the drop down to open the Class Details page. 2. Edit the necessary class information fields. 3. Click Save Class Details. A pop-up window opens showing the edits made. It also gives the option to return to the Class Details page for additional edits or to continue and complete the edit update. 4. Click the Update Class button. A confirmation pop-up will appear stating the Class Updated Successfully. 5. Click Close Class Editor to return to the Calendar or List View page. This pop-up window allows users to modify class details, copy the class to create another class instance, or create a new class. Note: Once you click the 'Update Class' button, an Automated Class Change Notification will be sent to all class participants and their managers notifying them there has been an update to the class. If you do not want an email update notification sent at this time, uncheck the Send Class Change Notification box. A confirmation pop-up window will ask you to confirm your request to not to send an email update notification. Click 'OK' to complete the process. 9

Copy Class Tool The Copy Class tool allows the user to create an editable duplicate of an existing class to use as a base when creating additional class sessions. Using the Copy Class tool allows users to quickly create multiple class sessions of the same course without having to re-enter basic class information. To copy a class, click on the Actions icon and then select Copy Class from the drop down menu. This will open the Class Details page displaying a duplicate copy of original class information, with the exception of the [New Class] ID. Note: Class ID is the unique identifier for a class. This ID is automatically generated by the LMS when a new class session is created and saved. Note: The Group and Class Name fields are not an editable option when using Copy Class tool. Enter the necessary information to create a new class session. Click Save Class Details If any required information is missing, the Class Summary title will be red and the missing information field(s) will be identified. If all required information is complete the Course Summary title will be green. Review the Class Summary information and if correct: Click the Confirm Class Details button. Click the Close Class Editor button to complete the Copy Class process. 10

View Roster Click on the Actions icon and then select View Roster from the drop down menu to open the roster. The Roster page allows instructors to Add Participants, Close Rosters, Export the roster to Excel, Email all or individual participants, create Name Tents and Sign In Sheets. Using the Cancel ( X ) or Swap (Swap) features instructors can cancel a registered participant or swap a registered participant for new participant from that same dealership. Add a Participant to the Class Roster The Add Participant(s) button allows instructors to update the class roster to accommodate any changes in actual class participants. An example would be a replacement for a registered employee unable to attend. Search for a Participant(s) by Name, Employee Number, or Dealer Code Note: When search by name it is best to enter both first and last name as your search criteria. This is important as the search result will display all instances of the keyword used in the search. For instance, if you search for a participant using just the last name Ross, the search results will also display Cross, Rossi, Grossman and so on. Example: 1. Click the Add Participant button to open the Add Participant(s) Search page 2. Enter search criteria, i.e. employees First and Last Name. 3. Click Search 4. Click the check box next to the employee s name to select. 5. Click on the Status pull-down menu and select Registered. When adding a participant to a completed class roster, select Completed from the status drop down and use the Pass pull-down menu and select Yes or No. Note: Registered is the default setting. 11

6. Click on Add Participant(s) to complete the process. The screen will go back to the Class Roster page where the added participant(s) now appears in the class roster. Search for Participant(s) by Class LMS 2.0 has the ability to add participants to a roster by searching a Course, Class or Class ID. This may be desired, for example, when there are related course subjects and the instructor believes it beneficial to have the same class participants attend the subsequent class. I.e. 941002 Engine Management Systems Diagnosis and Repair Level 1 and 942002 - Level 2 Example: To add participants to a roster from another ILT class roster: 1. Click the Add Participant button to open the Add Participant(s) Search page 2. Click by Class 3. Enter the Course Name, Class, or Class ID (as shown in example below) 4. Click Search Using the search criteria entered, the search result shows the roster for that ILT class. 5. Click the check box nest to the participant(s) you want to add to the roster. 6. Click Add Participant(s). The selected participant(s) are added to the roster. 12

Export (to MS Excel) Click the Export tab to open the roster in an Excel spreadsheet format. The roster can then be saved to a local computer. Email Participants 1. Click on the Email Participants tab 2. Use the check boxes to select the participant(s) you wish to contact 3. Click on Email with Outlook. A standard MS Outlook email form opens and is addressed to the participants you selected. Enter your message and send. 13

Generate Name Tents 1. Click on the Name Tents button 2. Print name tents Note: The name tents are designed as a tri-fold document. 14

Generate a Sign-in Sheet Click on the Sign-in Sheet button. Print the ILT Class Sign-in Sheet. Note: Only 'Registered' participants will appear on the Sign-in Sheet. 15

Close Roster Tool On the Calendar page, the number located in the upper right corner of a class identifies the number of people registered in the class. For a completed class a red number indicates that the roster needs to be closed. Note: Once a class is successfully closed, the number of people registered will change from red to green that shows the number of people who completed. Also the Action item Close Class Roster is no longer listed. To Close a Class Roster: From the Actions drop down list, click on 'Close Roster. A pop-up window opens and asks Do you have any employee(s) with a status other than Complete? If no, click the No button and the class roster is closed with all registered employee status updated to Complete. If yes, click the Yes button and use the status pull-down options to manually revise the status, and then click Close Roster to complete the process. 16

Advanced Search Tool Search Options/Settings The Search Options/Settings feature allows instructors to set the information categories displayed on their Classes Calendar page. Class name, Location, Registered Students, and Completed Students are the default setting but can be modified to meet the user s preference. Search Filters The Search Filters tool provides users the ability to search the database by using specific search or a combination of search criteria. The more criteria selected the more refined the search becomes. The search filters includes Start and End Dates, Group, Class ID, Course, Status, Instructor, Region, Metro Area, and Location. Class Start Date: Dates can be set using the calendar icons or by entering the date directly into the date fields. The Class Start Date drop down feature that provides three filter options to set date ranges: 1. Year-to-date (YTD): calendar view displays classes from January 1 to the current date. 2. Rest of the year: calendar displays classes from current date to December 31. 3. This Year: calendar displays classes scheduled for the entire calendar year. Group: The Group field is pre-populated by the LMS based on your login credentials. Use the drop down list to modify the group search criteria. Class ID: Enter the Class ID to search for that specific class session. Course: To search for class instances of a specific course, use the Course drop down list. Select the course and a date range and then click the Search Classes button. The calendar will display class instances of that course. Example: Select This Year as your date range and Parts Operations as the course. Click Search Classes. The search result displays all instances of Parts Operations, both past and future, by month. Recommendation: Use the List View to more easily see the entire search results. Status: The Status filter has five criteria to select from. Active, Busy Time, and Under Development are the default settings. Instructor: The Instructor field is pre-populated by the LMS based on your login credentials. Region: Filter your ILT classes by a specific region. Metro Area: Filter your ILT classes to the Metro Area within the selected region. Location: Filter your ILT classes to a location within the selected Metro Area. 17

Quick Picks Adding a Quick Pick This feature allows instructors to create a repeatable set of search filters for quick access to desired search criteria and save them in My Saved Views. Example: 1. Set a date range (This Year selected) 2. Group is pre-populated based on log in credentials 3. Use the Courses drop down to locate a class that you may want to monitor previous and upcoming sessions 4. Click Search Classes 5. Click + Add Quick Pick 6. Enter a title in the Quick Pick Name field 7. Click Save 8. Confirmation pop-up Quick pick saved successfully opens. Click OK to complete the process. Use the Quick Picks drop down to view My Saved Views. 18

Schedule Busy Time To add busy time to your calendar: 1. Click Schedule Busy Time 2. Use the Type drop down list to select the type of busy time 3. Use the Calendar ellipses to enter a Start and End Date/Time 4. Click Save Busy Time. The Scheduled Busy Time is added to your Calendar and List View pages. 19

Employee Management Tool Based on user s permissions established by their log in credentials, the Employee Management module allows users to search for and view employee and employee related information using several search filter options. The Employee Management tool is also used to add a new employee as well as edit current employee information in the LMS 2.0 database. Employee Search Example: Simple search for an employee with last name Alexander: 1. Click the Employee Management tab and select Employee Search to open the User Search page. 2. Enter keyword Alexander in the Last Name field. 3. Click Search. Note: The more criteria entered, the more refined the search results will become. If a search is done using both the first and last name John Alexander the search results are refined to that employee. 20

Add Employee 1. Click the Employee Management tab and select Add Employee to open the Add User page. 2. Complete all required field (* indicates a required field). Clicking a opens a tooltip with a brief description of what information to enter in the required field. Several fields have drop down lists to assist in completing the Add User form. 3. Click the Add User button. Any missing required information will be highlighted. Complete the field(s) and click Add User again. 21

Edit Employee 1. Click the Employee Management tab and select Employee Search to open the User Search page. 2. Enter the employee s first and last name 3. Click Search to view the User Details page. 4. Click Edit User to open the Edit User page. 5. Edit the necessary user information and then click the Save User button. 22

View Employee Information Using a Dealer Search Example: Following the new employee just added: 1. Click the Employee Management tab and select Employee Search to open the User Search page. 2. Use the Organization drop down to locate the dealer where the new employee was added 3. Click Search. From the Dealer Search results page, users can edit, view, inactivate, view an employee s transcript and emulate the user by clicking on the respective icon. Example: To edit this employee: 1. Click Edit User icon to open the Edit User page. 2. Edit the necessary user information and then click the Save User button. 23

Assessments LMS 2.0 provides a link to the Assessment Management Application (AMA). The single sign-on (SSO) function allows user s with authenticated permission direct access the AMA. Please refer to the Assessment Management Application User Guide for additional information on the features and functions of the AMA. Reporting Data Center LMS 2.0 provides a link to the Reporting Data Center (RDC). The single sign-on (SSO) function allows user s with authenticated permission direct access the RDC. Please refer to the Reporting Data Center User Guide for additional information regarding the RDC. 24