LEARNING CENTRE http://lms.toyota.com.au User Reference Guide Page 1
Learning Centre User Overview Reference Guide Last Modified 23/07/10 2010 Toyota Institute Australia. All rights reserved. All brand and product names are trademarks or registered trademarks of their respective holders. Printed in Australia. Information in this document is subject to change without notice and does not represent a commitment on the part of Toyota Motor Corporation Australia. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of Toyota Institute Australia Phone 1300 842 842 or email training@toyota.com.au This Learning Centre is powered by the Plateau Talent System. Page 2
TABLE OF CONTENTS INTRODUCTION & HELP / SUPPORT CONTACTS... 4 USER ACCESS... 5 Forgotten Password... 5 Updating Supervisor Details... 6 NAVIGATION... 9 Home Page... 10 Easy Links... 13 Navigating to Previous Screens... 13 Sorting Data in Tables... 14 Using Help... 15 ITEM ASSIGNMENTS... 16 Item Status and Actions... 17 Viewing Item Details... 19 Assigning Items to Your To-Do List... 20 Viewing Grouped Item Assignments (Curricula)... 21 Assigning Curricula to Your To-Do List... 22 USING THE CATALOGUE... 23 Browse Catalogue... 23 Simple Catalogue Search... 24 Advanced Catalogue Search... 24 Calendar of Offerings... 25 REGISTRATION... 28 Self-Registering... 29 Registering from your To-Do List... 29 Registering from the Catalogue... 32 Viewing Registrations... 33 To-Do List... 33 Registrations... 35 EMAIL NOTIFICATIONS... 35 Problems Receiving Email... 35 LAUNCHING ONLINE CONTENT... 36 COMPLETING ITEMS... 37 Viewing Completed Work... 37 RUNNING REPORTS... 38 SUMMARY... 40 Professional Development & Technical Training Brochures.... 41 Page 3
INTRODUCTION & HELP / SUPPORT CONTACTS It s being hailed as a breakthrough for time-poor, knowledge hungry people- a purpose built, all inclusive LEARNING CENTRE that allows everyone in the Toyota and Lexus network to increase their skill base, and improve their career prospects. "The upgraded Learning Centre is a major improvement and now offers a system that is worlds best standard. It has a raft of new features including accessibility 24/7, reporting capability, To-do lists with automatic reminders, self registration, plus much more. The purpose of this user s reference guide is to provide you with the basics of the LEARNING CENTRE, including how to navigate within the system, access your learning plan, browse and search the catalogue for items, assign items to your learning plan, register for available scheduled offerings, view your learning history, launch online content, and run Training History reports. The LEARNING CENTRE offers: Accessibility 24/7 Yearly Training Calendar Face to Face & Online Training options Ability to Self Register for Training Courses Email Confirmations & Reminders Access to Training History Reporting Capabilities Page 4
USER ACCESS To log in to the Learning Centre: 1. Enter the web address (URL) of the user application into your browser Address field. http://lms.toyota.com.au OR Alternatively if accessing from the DAN (Dealer Access Network) go to http://lms.tmca.com.au 2. Click Go to access the Learning Centre login screen. Web address http://lms.toyota.com.au Figure 1. Learning Centre Login Screen 3. Enter your user ID in the User ID textbox. 4. Enter your password in the Password textbox. 5. Click Sign In to proceed to your Home page. Forgotten Password To retrieve your password: 1. Contact you Network Central Delegated Administrator or only in the event of their unavailability as 2 nd level support, tsupport can assist to reset your password. Password reset will not be updated straight away, the system up-dates password changes and new employees in an overnight process. Support hours are 8:30am to 5:30 pm Monday to Friday excluding public holidays. Page 5
Locked User Account If you exceed the maximum login tries, the Learning Centre displays a warning and you will have to contact your Delegated Administrator to have your password reset or 2 nd level support is tsupport who can assist to unlock your User ID and can be contacted on 1800 251 175. Updating Supervisor Details To ensure that your training is approved you will need to make sure you have set up your approval Manager/Supervisor in the system. 1. To do this click the System Settings link in the Easy Links section of the Home screen to update your personal information. The User Profile screen displays. Figure 5. Easy Links > System Settings Figure 6. User Profile Screen Depending on the global settings made by the system administrator, some fields may be editable. If a value is contained in a textbox or a drop-down menu, then you can update it. NOTE: Not all data can be updated as data has been transferred from Network Central which is the master to update your information. If you need to update this information, please contact your Delegated Administrator in your Dealership. 2. Navigate to the Employee information section and press the edit button ( )in the right hand corner as illustrated in Figure 6 above. Page 6
3. Then click the edit button in the Employee Information box next to gender. Figure 7. Edit Employee Information 4. A search box opens at the top of the browser, you may have to scroll up the screen to view it. Figure 8. Search for Manager/Supervisor Figure 9. Search icon 5. Press the search icon ( ) to reveal the search tool. Figure 10. Search Users Screen Page 7
6. In the First & Last Name field type in your Manager/Supervisor s details. If you know their User ID, please enter it as well. Then press the search button in the bottom right of the screen. Figure 10. Users Refine Search Screen 7. You may get a screen which asks you to refine your search as there are more than one person in the system with your Manager/Supervisor s Last Name. Refine your selection by pressing the Select next to the person you require training approval from. Figure 11. Edit Dealer Manager/Supervisor 8. On pressing the Select button you will be returned to the Edit information box now the final step is to press the Save ( ) button. Page 8
NAVIGATION The first time you log in to the Learning Centre, a getting started screen displays. This screen is divided into two sections: Figure 12. Getting Started Screen The top part summarizes what you can do from the different sections of your Home page. The bottom part displays all the featured items in the Learning Centre (i.e., new and revised learning items). Check the Do not show this page every time I sign in checkbox and click Continue. If there are no new featured items, the getting started screen will not display the next time you log in. Page 9
Home Page The Home page is divided into several sections that enable you to easily access your most commonly used functions in the Learning Centre. Figure 13. Home Page Top Menu Frame The top menu frame provides links to some system options (search, system check) and tabs to access other functional areas in the Learning Centre (My Employees, Catalogue). You can access the following: Figure 14. Top Menu Frame Check System: Click to check your system for the necessary software to run the Learning Centre. Search Catalogue: Enter keywords in the textbox to perform a quick search for related items in your catalogue. Sign Out: Click to end your current session. Use the tabs to navigate within the Learning Centre: Home: Click to access your Home page. Catalogue: Clicking this tab displays the browse catalogue screen. Roll your mouse over Catalogue to see the submenu options. Figure 15. Catalogue Sub-Menu Page 10
User Card The user card displays a summary of the user whose desktop you are viewing and any alerts the user might currently have. Figure 16. User Card and Alerts The summary information displayed on the user card includes: User s name Job title Organisation (Dealership) Manager/Supervisor Alerts are displayed to the right of the summary information, and indicate any actions you need to take. To-Do List The To-Do List displays a list of the things you must act on, grouped by the due date of the list item. Figure 17. To-Do List Page 11
Use the Show drop-down menu to filter the items listed on your To-Do List. Figure 18. Filter Options for To-Do List Filtering data prevents rows from displaying. This is useful if the To-Do List contains a large amount of data and you are interested in only specific information. You can also change the view of the items listed on the list. Click the Switch to Card View icon ( ) to view the listed items in card view. Figure 19. To-Do List Card View Page 12
Easy Links The Easy Links section is another way that you can access some of the most commonly used functions. Similar to the To-Do List, easy links are designed so that you can access other areas of the Learning Centre easily and quickly. For most users, you can typically find what you need by using the To-Do List or the links/buttons in the Easy Links section. Figure 20. Easy Links Navigating to Previous Screens Do not use the browser s Back button to return to a previous page. This causes the system to display an error and forces you to repeat the task. Always use the top menu tabs, submenu options, and the Back ( to navigate throughout the Learning Centre. ) link Figure 21. Back Link Page 13
Sorting Data in Tables When the Learning Centre displays data in tables, you can sort some columns in ascending or descending order. Figure 22 is an example of the Completed Work table, which is a list of completed items and their completion statuses. Each row represents a completed event. In this example: The table is sorted by the Completion Date (indicated by the sort icon ( ) to the right of the column heading). This indicates the column is sorted in descending order. To change the sort order to ascending, click the Completion Date column header. The arrow changes to and re-sorts the table contents. Click the column heading to sort the list accordingly (i.e., click Title to sort the list by title). Figure 22. Completed Work Page 14
Using Help The Learning Centre s Help feature is a good resource if you are unsure how to complete a task, define a term, or locate a feature. It contains helpful information on every area of the Learning Centre user application. Figure 23. Home Page headings To access the online help, locate and click the Help icon and link ( ) at the right side of any Learning Centre screen. The online help displays in a separate browser window. There are three areas of help: Figure 24. Online Help Contents: Click the topic pertaining to your question Index: Alphabetical listing of available help topics Search: Opens search which allows you to use keyword search Page 15
ITEM ASSIGNMENTS Managers/ Supervisors and the Toyota Institute Australia Training Team and users may assign learning needs and training requirements. Each assignment is an item. The To-Do List displays all uncompleted item assignments and their required dates. The To-Do List is located on your Home page. Figure 25. Home Page Roll over the item title to display additional item information. Figure 26. Item Detail Information Card Click the item title to display the item details screen. Figure 27. Item Details Screen Click the Back link ( ) to return to your To-Do List. Page 16
Item Status and Actions Table 1 lists the item status and possible corresponding available actions that the Learning Centre displays on the To-Do List. Using the corresponding buttons, you can launch an online item, request a schedule, possibly remove an item and view the schedules of a selected item. As with most user activities, what you are able to do is dependent on the privileges granted to you by the Toyota Institute Australia Training Team. Page 17
Table 1. Item Status and Available Actions Once the user successfully completes an item, the Learning Centre records a learning event and lists it under the Completed Work table. If the item does not require retraining, the Learning Centre removes it from the To-Do List. On the other hand, an item may require that you complete it on a regular basis. The Learning Centre updates the required date of this item based on the retraining interval. Items that require retraining remain on the To-Do List. Page 18
Viewing Item Details The title of an item on the To-Do List and in the catalogue is a link. Click to open the item details screen. The item details may display the following: Figure 28. Item Details Item Summary: Item ID, Revision Number and Date, Description, Length, Audience, Contact, CPE (Continuing Professional Education), Source, Contact Hours, Goals, Credit Hours, and Delivery Method. Assignment Information: Required Date (due date), Assignment Type (Required or Optional), Completion Date, Assignment Date, Days Remaining (it is negative when past due), Assigned By (Admin, Supervisor, or self), Origin (e.g., assigned from Development Plan). Subject Areas: The item category (used when browsing the catalogue). Prerequisites: Before you are able register for this item, you must successfully complete the items listed. From this section, you can add the prerequisite items to your Learning Plan. Substitutes: Other items that grant credit for this item Related Documents: Click the document title to view the file. Related documents can include pre-work, class readings, and additional information. Page 19
Assigning Items to Your To-Do List You can assign items to your To-Do List by using the catalogue. Remove any non-required items from your To-Do List by clicking the Remove button ( ). To assign items to your To-Do List: 1. Select Catalogue > Search Method (Browse Catalogue, Simple Catalogue Search, Advanced Catalogue Search, or Calendar of Offerings) from the top menu. 2. Click Add to To-do List in the Action column. Figure 29. Catalogue Search Results Page 20
Viewing Grouped Item Assignments (Curricula) The Learning Centre groups items to assign and tracks them as single units called curricula. The items of assigned curricula appear on the To-Do List. View curricula and their member items under the Curriculum Status page. This status page also displays your completion status of the assigned curricula. To view your curriculum status, click Curricula from the Easy Links section. Figure 30. Home Page: Curricula Easy Link Figure 31 indicates the actions you can take on the Curriculum Status screen. Figure 31. Curriculum Status Page 21
Assigning Curricula to Your To-Do List To assign a curriculum to your To-Do List using the catalogue: 1. Navigate to Catalogue> Simple Catalogue Search. 2. Enter keywords to filter the catalogue search. 3. Verify the Curricula checkbox is checked. 4. Click Search to display your search results. Figure 32. Simple Catalogue Search Figure 33. Simple Catalogue Search Results 5. Click Self Assign Curriculum in the Action column to add the curriculum items to your To- Do List. Page 22
USING THE CATALOGUE The catalogue contains items, available scheduled offerings, and curricula for self assignment. Use the catalogue to locate items, scheduled offerings, and curricula, assign items to your To- Do List, launch online items, register for scheduled offerings, and self-assign curricula. To search the catalogue, navigate to Catalogue > Search Method (see list below) from the top menu. Figure 34. Catalogue Sub-Menu There are four ways to search the Learning Centre catalogue: Browse Catalogue: Items grouped by subject areas Simple Catalogue Search: Item keyword and type search Advanced Catalogue Search: Provides more search fields than simple catalogue search Calendar of Offerings: Displays future scheduled offerings in a calendar view Browse Catalogue The Browse Catalogue submenu groups items by subject areas. In this view, an item may fall under one or more subject areas. Clicking a subject area displays items assigned to that subject area. (If an item is not associated with a subject area, The Learning Centre does not display it under the Browse Catalogue submenu.) Figure 35. Browse Catalogue Scheduled offerings may belong to more than one subject area. Page 23
Simple Catalogue Search The Learning Centre Learning searches for the keywords in the title and description fields of the items and curricula. Leave the Keywords textbox blank to display all items and curricula in the catalogue. Finally, complete the search filter by selecting an item type or curricula Curricula, Instructor-Led, Online, Blended, and Other. Figure 36. Simple Catalogue Search Advanced Catalogue Search The Learning Centre searches the catalogue for items and curricula that meet all of the criteria entered on this page. Figure 37. Advanced Catalogue Search Page 24
Searching for Only Offerings Figure 38. Search for Scheduled Offerings Calendar of Offerings Search the catalogue for a scheduled offering of a subject area by month, week, or day using the interactive calendar. Figure 39. Calendar of Offerings: Monthly View Click the subject area to view the scheduled offerings. Figure 40. Calendar of Offerings: Day View Page 25
Modifying the Calendar Display Mode To modify the calendar display mode, click the Calendar Options link on any calendar screen. Figure 41. Calendar of Offerings Display Options The Calendar Options screen displays. Use the checkboxes and radio buttons to edit and save your calendar display preferences. Check the Remember Calendar Mode checkbox to set the default calendar mode (e.g., month, week, or day). Figure 42. Update Calendar Preferences Click Apply Changes to save your preferences. Monthly View Figure 43. Calendar of Offerings: Monthly View Go to week or day view by clicking the or icon. Page 26
Weekly View Figure 44. Calendar of Offerings: Weekly View Go to month or day mode by clicking the or icon. Daily View Figure 45. Calendar of Offerings: Daily View Go to month or week view by clicking the or icon. Page 27
REGISTRATION A scheduled offering is an instructor-led item offered at a specific date and time. Segments are the individual units of the scheduled offering. For example, scheduled offering Creating the Customer Experience meets on 11/12/2009 from 8AM to 12PM and 1PM to 5PM. Each block of time, 8AM 12PM and 1PM 5PM, is a segment. The segment details list the exact meeting dates and times of the segments. Managers/Supervisors and Toyota Institute Australia Training Team can register you into scheduled offerings. The Learning Centre reserves a seat when you are registered for the offering. Registration status is located on your To-Do List. Figure 46. To-Do List To see only your current registrations on your To-Do List, select Registrations from the Show drop-down menu. Figure 47. To-Do List: Registrations Only Refer to Viewing Registration for more information on current enrolment. Page 28
Self-Registering Scheduled offerings may allow self-registration. If you are unable to self register, contact Toyota Institute Australia Training Team on 1300 842 842 or email training@toyota.com.au. There are two ways to self register into a scheduled offering: from your To-Do List from the Catalogue Registering from your To-Do List You can register for scheduled offerings of items on your To-Do List in one of two ways. The first way is to: 1. Locate the item on your To-Do List. In this case, you want to register for the Plateau Database Architecture item. 2. Roll your mouse over the item title link to display the item summary card. Figure 48. To-Do List: Item Card 3. If scheduled offerings available, the Register button displays. 4. Click Register to display the Registration screen. Click View Details to see segment details, contact person, number of users registered, and registration cut-off date. Page 29
Figure 49. Registration Screen 5. Review the available dates and times. 6. Click Register to enrol in the scheduled offering. The second way to register for scheduled offerings from your To-Do List is: Page 30
The second way to register for scheduled offerings from your To-Do List is: 1. Locate the item on your To-Do List. 2. Click the item title link to display the Item Details screen. Figure 50. Item Details Screen 3. Click Offering Details to display the Registration screen Figure 51. Registration Screen 4. Review the available dates and times. 5. Click Register to enrol in the scheduled offering. Page 31
Registering from the Catalogue To register for a scheduled offering directly from the catalogue: 1. Search for the item (refer to Using the Catalogue ). 2. Locate the item in the search results (items with available scheduled offerings have a next to the title). 3. Click the expand arrow to display the available scheduled offerings. Figure 52. Available Scheduled Offerings 4. Click Register in the Action column to register into the corresponding scheduled offering. (If the Register button does not display next to the offering, self-registration is unavailable.) Click the item description link to view segment details, contact person, number of users enrolled, and registration cut off date. 5. Enter any comments (special needs, requirements, etc.) about your registration in the Comments textbox on the Registration screen. 6. Click Confirm. Figure 53. Registration Screen 7. The Learning Centre displays a registration confirmation and sends a registration email to you and your Manager/Supervisor. The item is also added to your To-Do List. Page 32
Viewing Registrations The Learning Centre assigns one the following registration statuses once you complete registration: Enrolled: The Learning Centre reserved a seat in the scheduled offering Waitlisted: The scheduled offering reached its maximum registration. If a seat becomes available, the Learning Centre automatically registers you for the scheduled offering and changes your registration status to Enrolled. There are two places in the Learning Centre to view your registration: To-Do List: Registered items display with the registration status in the Status column Registration screen: A list of future scheduled offerings and corresponding registration status To-Do List The To-Do List displays your registration status below the item title. Figure 54. To-Do List Page 33
To see additional details, click the Change to Card View icon ( view. ) to change the To-Do List Figure 55. To-Do List: Card View Click View Details to display the Item Details screen. Figure 56. Item Details Screen Click View registration to view the registration details including start and end date and time, location, and status. Figure 57. Registration Screen Page 34
Registrations To view your current registrations, select Registrations from the Show drop-down menu to filter the items listed on your To-Do List. Figure 58. To-Do List: Registrations Only EMAIL NOTIFICATIONS The Learning Centre contains many standard emails that it will automatically send to users. For example, you may receive emails when item assignments are coming due, or when item requirements are overdue. Additionally, the Learning Centre sends email notifications when you self register for a scheduled offering. The registration notification contains: Contact person for the scheduled offering Times, dates, and locations of the Training segments Additional information entered by Toyota Institute Australia Training Team Do not reply to these system-generated emails. Send an email with questions to the contact person listed in the email or contact Toyota Institute Australia Training Team on 1300 842 842 or email training@toyota.com.au Problems Receiving Email If you are not receiving email notifications from the Learning Centre, verify that your email address is correct, to do this speak to your Delegated Administrator within your dealership. Page 35
LAUNCHING ONLINE CONTENT Online content, or web-based training (WBT), is courseware that you complete entirely over the Internet without instructor interaction. The Learning Centre represents an online item with the following icon ( ). This enables you to complete the content at your own convenience. Blending learning, on the other hand, combines online content with instructor-led training into one item. The Learning Centre represents these items with blended icon ( ). Launching blended online content requires registration into a scheduled offering. From your To-Do List or the catalogue: 1. Click Go to Content to display the Online Content Structure screen. Figure 59. Online Content Structure Screen 2. Click a content link (e.g., Navigation) to launch the content. The Learning Centre opens the content in a new window. Disable any active pop-up blockers. 3. Once you complete the item, The Learning Centre automatically records the learning event in your Completed Work list. Page 36
COMPLETING ITEMS Attending scheduled offerings, launching and completing online content, or reading a document are ways you complete items. A learning event is the recorded attempt to complete an item. After an administrator records a learning event (e.g., Passed, Failed, Incomplete, etc.), The Learning Centre lists the event under your Completed Work list. The Learning Centre automatically records a learning event for online items. Viewing Completed Work A learning event is a record of the item ID and title, date and time of your attempt, and the completion status. Click the item title to view additional information including Item ID, Item Revision Date, Grade, Hours, Instructor, and Comments. To view your Completed Work list, click Completed Work from the Easy Links section of your Home page. Figure 60. Completed Work Easy Link Figure 61. Completed Work Screen Click the item title to display the Completed Work Details screen. This screen provides the course title, completion date, status, and other details. Roll your mouse over the item title. Figure 62. Completed Work Item Card Click View Details to display the Completed Work Details screen. Click Print Certificate to generate a certificate of completion in a separate browser window for printing. Page 37
RUNNING REPORTS A range of reports are available for you to be able to plan and manage the development of yourself and your staff. To run a report: 1. Click Reports from the Easy Links section of your Home page. Figure 63. Reports Easy Link 2. View the list of available reports on the Reports screen. Figure 64. Available Reports 3. Click the expand icon ( ) to see additional reports in each report group. Page 38
4. Click the report name to select a report and display the run reports screen. Figure 65. Run Report Screen 5. Each report page has two sections: The top section determines report layout The bottom section allows you to select criteria of interest - The reports list varies by implementation and is based on the products licensed. - Use the context sensitive help to view a brief description of each report. - Disable any pop-up blockers to enable reports to display in a separate browser window. Figure 66 illustrates the options available when running reports and how to define the report layout and criteria. Figure 66. Run Report Options 6. Once the layout and criteria are defined, click Run Report. Page 39
SUMMARY This user s reference guide provided you with the basics of the Learning Centre, including how to navigate within the system, access your learning plan, browse and search the catalogue for items, assign items to your learning plan, register for available scheduled offerings, view your learning history, launch online content, and run Learning Centre reports. Page 40