COR214 Payroll to Accounts Payable Process Manual · Web viewEnterprise Learning Management...

CORE Oklahoma Training Manual

COR200 ELM Learning Administrator Manual

Revised: July 15,, 2011


Authorized by: [_CORE_] Original Issue: [07/31/2009]Maintained by: [____ELM Lead___] Current Version: [07/15/2011]Review Date: [07/01/2012]

COR200 ELM Learning Administrator Manual of 202Revised: July 15, 2011


Table of ContentsTable of Contents..............................................................................................3Document History..............................................................................................5Introduction......................................................................................................6ELM Overview....................................................................................................6

Role Definitions...................................................................................................................................... 6ELM Glossary.....................................................................................................7ELM Sign In.......................................................................................................9Set Learning Environment................................................................................11Managing Resources........................................................................................12

Defining Equipment.............................................................................................................................. 12Copying Equipment.............................................................................................................................. 14Defining Material................................................................................................................................... 16Defining a Facility................................................................................................................................. 17Associating Equipment with a Facility...................................................................................................20Add Room to a Facility.........................................................................................................................25Entering Facility Room Details..............................................................................................................28

Managing Person and Organization Data...........................................................29Create a Criteria-Based Learner Group................................................................................................29Creating a Query-Based Learner Group...............................................................................................35Deleting a Learner Group..................................................................................................................... 38Setting up Vendor Profiles....................................................................................................................39Defining Customer Profiles................................................................................................................... 43Defining External Learner Profiles........................................................................................................46Defining Instructor Profiles...................................................................................................................53

Creating Catalog Entry and Managing Learner Activities....................................57Creating Catalog Entry (From Item to Session)....................................................................................57Adding Attachments and Files to Activity..............................................................................................84Activating an Activity............................................................................................................................. 88Rebuild Indexes.................................................................................................................................... 90Canceling an Activity............................................................................................................................ 92Deleting an Activity............................................................................................................................... 95Cloning an Activity................................................................................................................................ 97

Creating, Managing Programs/Certifications....................................................102Glossary............................................................................................................................................. 102Setting up Curriculum Programs.........................................................................................................104Setting Up Certification Programs......................................................................................................114Canceling a Program.......................................................................................................................... 123

Administering Enrollment, Registration, Marking Grades and Attendance.........125Learning Administrator Enrolls Learner into Activity...........................................................................125Enrolling Multiple Learners into Activity..............................................................................................131Add Supplemental Learning...............................................................................................................138Using Mass Enrollment for Multiple Learners.....................................................................................142Reviewing Mass Enrollment Processing Results................................................................................150Drop a Learner from an Activity..........................................................................................................154Enrolling Learners in an Activity with Waitlist......................................................................................159Approving Enrollment and Registration Requests..............................................................................165Viewing Learner Transcripts...............................................................................................................166



Viewing Teaching Schedules..............................................................................................................169Manually Marking Grades and Attendance.........................................................................................172Managing Roster Waitlist, Drop Ins and No-Shows............................................................................178

Step 1 – Change the Enrollment Limit on the Activity.....................................................................178Step 2 – Rebuild Indexes................................................................................................................179Step 3 – Drop Waitlisted Employee(s)............................................................................................181Step 4 – Enroll Employee(s) that Were Not Pre-Enrolled................................................................183Step 5 – Change Roster Status to Complete..................................................................................187

Run Reports...................................................................................................189Run ELM Reports............................................................................................................................... 189Step 1 – Set Up Run Control ID..........................................................................................................190Step 2 – Select Activity.......................................................................................................................191Step 3 – Choose Server and Format..................................................................................................192Step 4 – Note the Process Instance Number......................................................................................193Step 5 – Refresh for Success and See Details...................................................................................194Step 6 – View/Log Trace....................................................................................................................195Step 7 – Choose Report.....................................................................................................................196

Run Queries...................................................................................................197Step 1 – List Queries..........................................................................................................................197Step 2 – Select Query........................................................................................................................ 198Step 3 – Enter Parameters and View Results.....................................................................................199Step 4 – Download to Excel Spreadsheet..........................................................................................200

Security Access Process.................................................................................201HCM Resources...................................................................................................................202



Document HistoryDocument Revision Date Description1.0 07/31/2009 Initial Document1.1 08/24/2010 Update manual for ADA compliance1.2 12/15/2010 Includes additional screens shots and

clarifications for Programs and Item Maintenance.

1.3 03/16/2011 Added section Managing Roster Waitlist, Drop- Ins and No Show learners.

1.4 07/15/2011 Added Supplemental Learning Chapter



IntroductionThe COR200 ELM Learning Administrator Manual is designed to give each student the knowledge of how to set up Facilities, Instructors, Items, (courses) and build Activities for Items, as well as manage enrollment through the Rosters.

ELM OverviewEnterprise Learning Management, (ELM) is internet-based training solution that enables the State of Oklahoma to manage, track, deliver and report on learning delivered through established methods, within or outside of the organization. ELM is the State of Oklahoma's central system of record for learners, managers, instructors, and administrators.

Role DefinitionsELM Learning Administrator – If the agency chooses to roll out ELM to track their internal training, the agency will identify an Administrator within their respective agency to manage their Learning Environment for their employees.



ELM GlossaryActivity Roster: Shows all learners enrolled in an activity, (course).

Activities: Activities is an instance of a catalog item, (equals “course”).

Catalog: This is a repository of detailed information about all learning activities and programs available to the agencies employees, partners and customers. Learners can browse and search the catalog for relevant learning activities and programs. Rule: The categories, learning activities, and programs that learners can view are determined by the learner group(s) the user belongs.

Category: Classification of catalog items and programs to help the learners and managers easily find appropriate courses. Rule: Catalog items and programs can belong to multiple categories.

Catalog Item: Represents a specific topic of study for which learning activities are offered, (equals course). Rule: May have multiple learning activities associated.

Certification: Program enforces a fixed time period within which the learner must complete all items to become certified in a particular area. Rule: There is an expiration date, completion rules and recertification rules. Can apply a single set of expiration rules to the entire program or define different expiration rules for each section of the program, (cascading expirations).

Certification Status: Status of Certification Program.

Component: This is a descriptive title for types of training that can be provided: Web-Based, Sessions, Assignment, Survey, Test, Webcast, Recorded Webcast or Podcast.

Curriculum: Program has no built-in frame for completion. Rule: The record of completion does not expire; therefore, the learner needs to only complete the curriculum once.

Delivery Method: Defines how course offerings are presented to users, i.e., Classroom, Self-paced, Blended.

Enroll vs. Register: The term enrollment is used for activities, (course) and the term registration is used for programs. Rule: Before learners can participate in a learning activity or program, they must enroll in the activity or register for the program.

Learner Group: Learner Groups are defined groups of learners that share some of the same learner attributes, such as the same department, region or job code. Rule: Specify the categories, catalog items, activities and programs a learner can access through the catalog.

Learning Component: This is a building block of an activity or course. There are six (6) basic types of components: Session, Web-Based, Webcast, Test, Survey and Assignment.

Learning Environment: Provides a way to create separate domains within the learning catalog for Office Personnel Management HRDS courses and CORE courses and individual agency offered courses. Rule: Also enables administrators to access the resources available for assignment, i.e., equipment, facilities, rooms, materials instructors.



Learning History The history of completed activities for a learner.

Learning Plan: The Learning Plan is a list of planned activities for a learner.

Nested Program: A Nested Program exists as a section within another program. Rule: Nested Program cannot include another nested program.

Objectives: Enables learner of manager to target and recommend learning for an individual. Rule: The system can assign objectives to learners based on their position or job requirements. Managers can assign objectives to team members; learners can self-assign objectives; and administrators can assign objectives to groups of learners. Learners can search the catalog for activities and programs to meet specific objectives. The system can track learner progress toward meeting objectives and maintain a history of each learner’s met objectives.

Process Instance: A unique number that identifies each process request. This value is automatically incremented and assigned to each requested process when the process is submitted to run.

Process Request: A single "run request," such as an SQR or Crystal report.

Program: Represents a significant learning goal that can be achieved by completing multiple learning activities, i.e., certificate, license, skill or competency. Programs can be used to guide learners along a specific learning path, presenting activities in a logical sequence. Two (2) types of programs: Curriculum and Certification.

Program Roster: Summary showing all learners for a program.

Run Control ID: A unique ID, associating each operator with his or her own run control table entries.

Supplemental Learning: Learning offered outside of learning catalog, i.e., conferences, skill development training, agency required training, etc.



ELM Sign InAs with all other PeopleSoft applications, you will receive a User ID and Password for the ELM module from CORE Security. The Sign-In Screen example is provided below and is the same as other PeopleSoft sign-in applications.

Oracle - PeopleSoft Sign-in Link: https://corehr.oklaosf.state.ok.us/psp/mrhri/?cmd=login&languageCd=ENG&

After your initial log in, the system will prompt you to change your password. The new password must be at least eight (8) characters long with at least one number. You can choose small or capital letters.



On the My System Profile Link on the Menu bar set up forgotten password help.

Click My System Profile.Click Change or set up forgotten password help link.

Choose the on the Question field, and select the question.Enter answer in the Response field.

Click .

If you forget your password, please call the Office of State Finance Help Desk: 405 521-2444 or 866 521-2444. The Help Desk can reset your password over the phone. If you have not been active in the Enterprise Learning application for more than 60 days, you will lose your security access. To regain security access, resubmit the OSF Form 304.

CORE Security Link: http://www.ok.gov/OSF/CORE/Security/index.html


http://www.ok.gov/OSF/CORE/Security/index.html


Set Learning EnvironmentTo obtain access to the various Learning Environments to be able to see the courses offered from CORE and Office of Personnel Management, the Learning Environment must be changed. Your agency will be the default environment. To be able to enroll employees in CORE or HRDS courses, the Learning Environment must reflect either Office of State Finance or Office of Personnel Management respectively.

Navigation: Enterprise Learning > Set Learning Environment

Choose to select Office of State Finance for CORE courses or Office of Personnel Management for HRDS courses.

Click

To view your agency’s courses, choose the and select your agency’s name and click



Managing ResourcesDefining EquipmentEquipment constitutes all of the individual pieces of equipment available in the system. After you define equipment types, define the individual pieces of equipment that are available as resources and attach them to facilities or rooms. Equipment is generally reusable (for example, computers and projectors); materials are not reusable (for example, manuals and handouts). The system uses the cost data that you define for equipment, materials, facilities, and instructors when it calculates an activity’s total cost and the estimated cost per student.

In this topic, you will define new pieces of equipment to enable them to be associated with learning activities.

Navigation: Enterprise Learning > Learning Resources > Equipment

Click Add a New Value Tab or the Add a New Value link .



Enter a description, equipment type, serial number, cost, and other details.

Click next to Status field, choose Available.

Add attachments, if needed.

Select the learning environments to associate with the equipment.

Click



Copying EquipmentThe Enterprise Learning Management copy functionality enables you to quickly create new equipment definitions that are similar to existing ones. When the system has generated the copies, you can edit the attributes, such as serial number.


Click . Choose the Equipment Type you want to copy by clicking the blue link.

Click .

Enter Number of Copies field and click .



Click Description field and enter new description.Click Short Description field and enter new Short DescriptionClick Asset Tag field and enter Asset Tag number.Click Serial Number field and enter the Serial Number.

Click .

Click



Defining MaterialELM enables you to attach materials to self-paced and scheduled activities. The system uses the cost information that you define for materials when it calculates an activity’s costs.

Navigation: Enterprise Learning > Learning Resources > Material

Click Add a New Value Tab .Enter DescriptionEnter Material TypeEnter Effective DateStatus field, choose Active.Enter Short DescriptionEnter CostEnter AuthorEnter PublisherEnter Year PublishedChoose Learning Environment(s). If more than one Learning Environments are added, choose one as primary.

NOTE: For new material, the system displays the administrator’s learning environment as the default. By adding other learning environments, you enable administrators of those environments access to the material.

Click



Defining a FacilityWhen you schedule sessions for an activity, you specify the facility in which the activity's sessions take place.

Defining a facility has three (3) parts:

1. Basic facility-wide data, such as address, contact, and attachments.2. The facility's rooms, specifying their location by building and floor and the equipment that

comes with each room.3. The facility's equipment inventory from which items can be allocated for a scheduled activity.

Navigation: Enterprise Learning > Learning Resources > Facilities

Click Add a New Value Tab or Add a New Value link.



Enter Description

Enter Short Description

Click Edit Address link.



Enter Address

Click .

In the Facilities Contacts section, enter Contact and choose Contact Type.

NOTE: There are several designations for the Contact Type field. Choose and choose type, i.e., Scheduler, Security, IT Support, Janitorial, Financial, Communications, Catering, Registration, and Other. To add another type of contact, click button and enter name and choose type of contact.

Click



Associating Equipment with a FacilityEquipment must be associated to a facility or room before it can be schedule for use in a learning activity.


Click Add a New Value Tab or Add a New Value link.



Enter DescriptionEnter Short DescriptionEnter StatusEnter TypeEnter Asset TagEnter Serial NumberEnter CurrencyEnter CostEnter Cost TypeEnter Equipment Location

Click for the Learning Environment, (Agency).

NOTE: Once equipment has been added the equipment cannot be deleted. The equipment status must be change to Out of Service.

Click Navigation: Enterprise Learning > Learning Resources > Facilities



Click Equipment and Attachments Tab .

Click on the Description field to choose the type of equipment.



Click the blue link of the equipment desired.

In this example Projector was chosen that had previously been entered as an equipment option.

Click .



Click Description link.

NOTE: In the above example the Facility is Office State Finance – Lincoln and the Projector has been assigned to the Lincoln Training room.



Add Room to a Facility

Click .



Enter Room TypeEnter Room NumberEnter Room NameEnter Building NameEnter Floor NumberEnter Max OccupancyIf required, enter CostIf required, enter Cost TypeIf required, enter EquipmentIf required, enter Accommodation

If required, Attach File, check and click .



Click and choose file.

Click

Enter Description.

Click .

You may also send an Email to the enrolled users from this page as well.



Entering Facility Room DetailsAssociating a room with a facility enables you to manage your learning resources and allocate costs to learning activities.

Navigation: Enterprise Learning > Learning Resources > Facilities

Click Rooms Tab .

Check the box beside the correct Room Number.

Click

To Delete Room check the room you want to delete and click .

NOTE: Make sure the Select All box has been deselected.

Click



Managing Person and Organization DataThis section describes how to manage person and organization data in ELM. The following topics will be provided: Learner Groups and how they impact the ability of Learners to view the catalog; Instructor profiles, vendors, and customers.

Create a Criteria-Based Learner GroupLearner groups are defined groups of learners that share some of the same learner attributes, such as the same department, region, or job code. Criteria-based learner groups are created by selecting the attributes that users must have to belong to the group. Choose from a set of eight criteria, using and/or logic to define membership eligibility. For example, employees of the Department of Safety belong to one learner group.

Use learner groups to:

Specify the categories, catalog items, activities, and programs a learner can access through the catalog.

Perform group or mass enrollment. Assign objectives to a group of learners. Specify the types of supplemental learning a learner can report.

One of the primary functions of learner groups is to allow access to one or more learning catalogs. For a user to access a particular activity in the catalog, the user must belong to a learner group that is assigned to the activity, the catalog item, and the category that's associated with the catalog item.

Navigation: Enterprise Learning > Learner Groups > Maintain Learner Groups

Click Add Criteria Based Learner Group link.



Use the Learner Group page to enter the learner group name and short description, and to associate the learner group with a learning environment, owner, and status

Enter Group Name.

NOTE: To help with identification of the various agencies’ Learner Groups, begin a new Group Name with the Agency initials, i.e., DEQ, ODOT, DRS, etc., and add a description name for the Group.

Enter Short DescriptionChoose Learning Environment

Click in the Owner field and select owner.

NOTE: The Owner field indicates the owner of the learner group. You would contact this person in the event you would need to change or question the criteria of the learner group.

Enter Group Status as Active.

Check next to Automatically maintain membership.



NOTE: If you forget this step, you will not be able to correct in future . Use the Automatically maintain membership option to have the learner group membership updated through the update membership process.

Enter Comments (to further define the Learner Group).

Click Group Criteria Tab .

On Criteria Type click and choose Learner.

Click on Criteria Value.



Enter Last name and click .

Choose OR and click to add another learner.

After the Learner Group has been selected, click .

NOTE: You must click the button after creating the Learner Group. Only after clicking the Populate Learner Group button will the batch process work. If the Learner Group is large (1,000 + employees), it is recommended to allow learner groups to populate during batch processing at night.



Click .

To delete membership in a selected learner group use on the selected learner that you want to

delete, and click and click .

To add membership in a selected learner group click .

On Criteria Type click and choose Learner.

Click on Criteria Value



Enter Last name and click .

Choose OR .

Click and click .



Creating a Query-Based Learner GroupLearner groups are defined groups of learners that share some of the same learner attributes, such as the same department, region, or job code. To create a query-based learner group, you select a predefined query, such as Job Code and State, and specify the values to use when the query is run. Queries allow the user to obtain specific data based on desired specifications. Unlike criteria-based learner groups, query-based learner groups can be built using almost any combination of attributes in Enterprise Learning Management. You can use the delivered queries or create your own using Query Manager.

Use learner groups to:

Specify the categories, catalog items, activities, and programs a learner can access through the catalog.

Perform group or mass enrollment. Assign objectives to a group of learners. Specify the types of supplemental learning a learner can report.

One of the primary functions of learner groups is to allow access to the learning catalog. For a user to access a particular activity in the catalog, the user must belong to a learner group that is assigned to the activity, the catalog item, and the category that's associated with the catalog item.


Click Add Query Based Learner Group link.



Use the Learner Group page to enter the learner group name and short description, and to associate the learner group with a learning environment, owner, and status.

Enter Group NameEnter Short Description

The value in the Learning Environment field is inherited from the administrator. The learning environment controls access to the catalog.

Click in the Owner field and select owner.

NOTE: The Owner field indicates the owner of the learner group. You would contact this person in the event you would need to change or question the criteria of the learner group.

Check next to Automatically maintain membership.

NOTE: If you forget this step, you will not be able to correct in future.

Use the Comments box to further define the group.

Refresh Period, enter 1. Use and choose Days.



Select Group Criteria Tab .

Use the Group Criteria page to define the queries to process for group membership selection.

Select a Query to run.

Click .

NOTE: You must click the button after creating the Learner Group. Only after clicking the Populate Learner Group button will the batch process work.

Click .



Deleting a Learner GroupAs training needs evolve, administrators need the ability to delete obsolete learner groups. If you are deleting a learner group, there must not be any learners attached to it.


NOTE: Learner Groups cannot be deleted unless when you view the search page and the In Use Column says No. However, Learning Groups can be placed in an Inactive status.

Click Learner Group field and enter desired Group name.

Click .

Change Group Status to Inactive.

Click and click .



Setting up Vendor ProfilesVendors in the ELM system are those who facilitate your training content that are not employed with the State of Oklahoma. Setting up this information will include contact information, product descriptions, and cost.

Navigation: Enterprise Learning > Organizations > Vendors

Click Add a New Value Tab .



Enter Vendor Name.

Enter Short Description.

Enter Learning Environment.

Vendor Status choose and select Active.

Select Address History Tab .



Click Address Type and choose correct type.Select Primary box to identify an address as the preferred or primary address.

NOTE: Every vendor must have a primary address.

Click Edit Address linkEnter Address fieldsEnter City fieldEnter State fieldEnter Postal field

Click .Click Phone Type and choose typeEnter Phone field. (XXX-XXX-XXXX)Click the primary optionClick Email Type and choose typeEnter EmailClick the primary optionClick the Vendor Products Tab .



Enter Product Description.Enter Short Description.Click next to the Product Type field and choose type.Click next to the Pricing Type field and choose type.Enter Quantity.Enter Cost.

NOTE: Enter the Cost of this product, for one product packaging unit. If you associate this product with a catalog item, the activities for that catalog item inherit the cost that you define here. The amount displays on the Activity Costs page and is included in the total estimated costs that also appear on that page.

Choose next to the Payment Terms field and choose Terms.Choose next to the Product Packaging field and choose Packaging.Currency: USD.Enter Contract Description.Enter Vendor Contract Id.



Defining Customer ProfilesCustomers represent organizations with learners who are external to your organization. All customer data is manually entered and maintained. There are no delivered jobs for synchronizing customer data with other enterprise systems.

Navigation: Enterprise Learning > Organizations > Customers




Enter Customer Id.Enter Customer Name.Enter Description.

Choose and select Parent Company.Click an entry in the Organization Name Column.

NOTE: The Parent Company is the agency which maintains this customer and it associates a customer with the State agency. All Parent Companies must be set up as a vendor before being set up under the Customer Profile section.

On the Industry field click and select type of Industry.Enter URL field.Click Address History Tab .



Choose next to the Address Type field, and select correct type.Click Primary option.Click Edit Address link.Enter Address.

Click .Choose next to the Phone Type field, and select correct type.Enter phone number.Click Primary option.Choose next to the Email Type field, and select correct type.Enter Email.Click Primary option.

Click .



Defining External Learner ProfilesEvery learner, manager, instructor, and administrator must have a learner profile to use PeopleSoft Enterprise Learning Management. A profile identifies basic data, such as the learner’s name, contact information, job information, and learning preferences. The profile also identifies the learning environment with which the user is associated. For external learners, the learner profile includes the payment information for enrollment fees.

Internal learners have a record in the HR system. Internal learner profiles are created by importing data from your HR system into PeopleSoft Enterprise Learning Management. External learners do not have a record in your HR system. Therefore, external learner profiles must be created manually.

Navigation: Enterprise Learning > User Profile > External Learners




Use the Profile Info - Primary Learner Information page to select the learner's user ID, learning environment, and organization.

Click the Learner Name link.



Choose next to the Type of Name field, and select Primary.

Click Effective Date field.

NOTE: Enter the date on which the learner name information will become available in the Effective Date field.

Enter First Name.

Enter Last Name.

Click Primary Learner Information link.



Enter Date of Birth.

NOTE: External learners inherit the learning environment from the administrator who creates their profile. Administrators can override this value.

In the Personal Data section, enter Effective Date.

NOTE: Personal Data is an effective dated section. Use the Effective Date to define when this personal data is active.

Enter Gender.

In the Job Information section, enter Effective Date.

NOTE: Use the Effective Date field to define when the job information is active.On the Learner Status field, choose Active.



Use the Organization field to select the customer organization with which the external learner is associated. This selection determines the payment methods that are available to the learner.

Enter Job Title.

Click Address History Tab .

NOTE: Use the Address History page to define the address information for this external user. You can use the add row buttons to add multiple addresses or to update addresses with a revised effective date.



Click next to the Address Type field, and choose correct type.

Click Primary option.

NOTE: Use the Effective Date to define when this address type becomes valid. For example, if a company is in the process of moving, you can add the new address and future date the effective date to become active when the company completes the move.

Click next to the Status field, and choose Active.

Click Edit Address link.

Enter Address

Click .



Choose next to the Phone Type field, and select Business type.Click Primary box. Other Types may be entered, but the “Business” Type must be the primary.Choose next to the Email Type field, and select “Business” type. Click Primary box. Other Types may be entered, but the “Business” Type must be the primary.

Click .

NOTE: The system will generate a Learner ID number. Note the number to enroll the External Learner or to use the External Learner as an Instructor.



Defining Instructor ProfilesEach instructor must have a learner profile and an instructor profile. Before you can set up instructor data, you must first define the instructor as a learner in your system. You can do this through the Internal Learner or the External Learner components. Some of the information that you define for an instructor includes teaching location preferences, areas of expertise, primary language, cost, and learning environment.

Navigation: Enterprise Learning > User Profile > Instructors

Click Add a New Value Tab .or Add a New Value link.



Click the

Enter First NameEnter Last Name

Click .

NOTE: If the instructor is not a state employee, you must first enter them as an External Learner to ensure the instructors are in the system and have a Learner ID. (See page 43 of this manual).

Click .



NOTE: The Instructor page is used to define instructor information including teaching location preferences, areas of expertise, primary language, cost, and learning environment.

NOTE: The Learning Environment must be the agency utilizing the instructor as the Primary, for the Instructor to be associated with an Item and Activity.



Choose next to the Status field, and select Active.

Enter Expertise field.

Instructions Notes: This is a free from field and the Instructor’s Qualifications as well as other Instructor needs or information can be stored in this field. The information entered in this field will only be contained in this field.

NOTE: When you assign an instructor to an activity, a search feature enables you to search for instructors by name, vendor, language, and qualifications. If you search on qualifications, the system looks for instructors whose profile includes the catalog item for the activity that you are defining.

Enter Teaching Preference section to define instructor availability, language, and preferred delivery method.

Click Language List and choose English.

Choose next to the Delivery Method Type field, and select correct type.

Choose next to the Facility field, and select correct facility.

Click .



Creating Catalog Entry and Managing Learner ActivitiesThe catalog supplies detailed information about each activity. Within this detailed information is a description of its content, learning objectives, prerequisites, and other features.

Creating Catalog Entry (From Item to Session)Catalog items are specific topics of learning. All activities that belong to a given catalog item share the same prerequisites, equivalent courses, and objectives.

When you define a catalog item, you select the prerequisites, equivalent courses, and objectives that apply to all of the catalog item’s activities. You also select various default values for the activities.

To define catalog items:

1. Enter the catalog item’s name, course code, and other basic information.2. Select required and recommended prerequisites.3. Identify equivalent catalog items.4. Add notes and attach files.5. Define security by selecting the learning environments and learner groups that can access

the catalog item.6. Select categories and objectives for the catalog item.7. Define delivery methods for the catalog item’s activities.

Navigation: Enterprise Learning > Catalog > Maintain Items




NOTE: Use the Item Details - Catalog Item Basic Data page to enter the name, course code, and other basic information for a catalog item.

Enter Catalog Item Long Name.

Enter Catalog Item Short Name.

Enter Course Code.

Choose next to the Owner field, and select correct Owner.



NOTE: The Owner field is for informational purposes. This could be the person to contact with issues concerning this catalog item.

Choose next to the Catalog Item Status field, and select Active.

Click Effective Date field.

NOTE: The Effective Date defaults to the date entered. The date CANNOT be forward dated because the Learning Administrator will not be able to see the Item, (Course) until the date has been reached. When the Item(s) are entered for a go-live date, a current or past date will ensure the Learning Administrator can view and manage the Catalog Items.

Enter Description. (This is the Short field).

Enter Catalog Item Abstract field. Catalog Item Abstract field is shorter version of Course Description. (This is the Long field).

Choose next to the Approval Type field, and select correct Type.

NOTE: Use the Approval Type field to specify whether a manager or learning administrator's approval is required to enroll internal learners in activities that are associated with this catalog item. If you select Learning Admin, you must select the administrator through the Administrator field on the Activity Details page.

On the Offering field, click either Internal (offered by agency) or External (offered by external vendor).

Enter Estimated Cost

Enter Currency Code

Enable Learning Request box defaults in as checked to trigger system to send Administrator notice of request for training from learners.

Enter number for Learning Request Threshold field.

Click and choose correct type Education Units.

Click Prerequisites link, (if this Item has a prerequisite, if not skip this step).



Click Add Required Prerequisites link.

Click Add Recommended Prerequisites link.

NOTE: Use the Item - Prerequisites page to define required and recommended prerequisites. Prerequisites can be other catalog items or objectives, and they are listed on the enrollment pages. To enroll in an activity when prerequisites have been selected, a learner must complete any required prerequisites or an equivalent catalog item, if applicable. If a Recommended Prerequisites is utilized, the system will allow the learner to take the Item in any order they choose.

Click Security link.



NOTE: Use the Item - Security page to share a catalog item with other learning environments and to select the learner groups that can access the catalog item. By default, the administrator's Learning Environment is designated as the primary environment. As with categories, initially an administrator can make a catalog item available only to learner groups that are associated with the administrator's environment.

Click Add Learner Group Security link.

NOTE: The Learner Group Description defines the learner groups that can enroll in this catalog item.



Choose next to the Learner Group Name field, and select Agency Name.

Click on the Relationship field and choose OR.

Click .

Click Attributes Tab .

NOTE: Use the Attributes page to associate categories and objectives with a catalog item.



Click Add Category link.

NOTE: The Display Order field specifies the relative order in which a catalog item is to appear within the selected category. Assigning the same number to more than one item does not prevent those items from being displayed, but their order will be unpredictable.

Enter Display Order



Choose next to the Category field, and select correct Category.

NOTE: The Category field defines the category this item belongs to. When learners search the catalog by the Business Skills category, only items belonging to Business Skills will be displayed. Items can be placed in more than one category.

To add another category to an Item, click Add Category link and enter Display Order and click next to the Category field, and select correct Category.

Keywords and Objectives can also be added to the search function for the Item.

Click



Click Delivery Method Tab .

Click .



Choose next to the Delivery Method field, and select Classroom . None of the other delivery types have been activiated.

Effective Date Field: Use the same Effective Date used for the Item .

Choose next to the Status field, and select Active.

Language Field: English Defaults

Choose next to the Frequency field, and select correct frequency.



Choose next to the Administrator field, and select Learning Administrator entering the Item.

NOTE: This field is not a required field, however this field identifies who controls the Item and course content.

Enter Cost, if applicable.

NOTE: Cost is not a required field.

Choose next to the Primary Instructor field, and select correct Instructor.

The following sections are optional: Payments, Training Units, Estimated Costs, Learning Period, and Published Duration,

Enter Max Enrollment, for the primary facility the Item will be held. This number can be changed with the Activity as different facilities are utilized.

Enter Min Enrollment.

Check Enforced Enrollment Limit.

Check Enable Waitlist.

Enter Waitlist Capacity, (this field will assist the Learning Administrator track if further Activities need to be scheduled.

Enter Waitlist Threshold

Click



Click Activities Tab . (Activities = Course Offering)

Click

NOTE: The Activity Details page defines the general and pricing information for this activity. Most of the fields are populated from the Catalog Item details. These defaults can be modified for the individual activity.

NOTE: The information on the Activity Details page will override any information that was entered on the Delivery Methods page. This page should be used as the main page of reference for these fields .



Activity Code: The Activity Code field populates automatically.

Enter Start Date.

NOTE: The Start Date indicates the first day of the activity. The Start Date can trigger notifications, such as activity start reminders, to enrolled students. You can also use the Start Date field to control access to third-party vendor content that should not be made available before a certain date.

Enter End Date.

NOTE: The End Date indicates the last day of the activity. For self-paced activities that will be available indefinitely, the End Date field should be left blank.

Choose next to the Approval Type field, and select correct Type. Default for this field is None.



NOTE: Use the Approval Type field to indicate the level of approval the learner needs in order to enroll in this activity.

Choose next to the Special Approver field, and select correct Approver.

Choose next to the Administrator field, and select correct Administrator for the Activity.

Choose next to the Primary Instructor field, and select correct Instructor, (please see note).

NOTE: Next Steps: When first entering a new Item and Activity, the Instructor(s) will need to be associated with the Item and Activity after the Activity has been entered. The Instructors cannot be associated with an Item or Activity until the Items and Activities have been built.

Enter Status: Choose PENDING.

NOTE: Later in the process this status will be changed after the Sessions, (course dates) have been completed. If an Active status is chosen at this time, it will be posted, as the Activity is being built in the Catalog.

Choose next to the Language field, and select correct Language. English will default into this field.

Choose next to the Owner field, and select correct Owner.

NOTE: The Owner is the person who is notified when the minimum enrollment is not met for the activity, (Learning Administrator). By default, the system displays the name of the administrator who creates the activity. If the agency is charging for Activities, (courses), the Owner field also affects where the Revenue of a class is deposited. If a cost is associated with the class, the Owner field must contain a person that belongs to the Department, or if applicable, the Division, to which the money will be funded.

Enter Education Units.

NOTE: Use hours the course is going to be provided, i.e., 4 hours = 4, 7 hours = 7, 2 day – 7 hours-a-day = 14.



Choose next to the Education Unit Type field, and select Unit type.



REMINDER: Remember the fields that have an * (asterisk) are the only required fields.

Payments Section is not being used at this time.

Training Units are prepaid units that external organizations can purchase at a discounted price. They enable you to pre-sell training that learners can use at a later date. The system depletes training units from the prepaid account each time a learner from the customer organization uses the account to pay for enrollment, registration, or drop fees, (This is a future feature).

Learning Period: Used for Self-Paced Study. Enter the number of days after the start date or enrollment date (whichever is greater) that learners have to complete the activity. Learning periods are particularly useful for learning activities that contain web-based, test, or survey learning components.

Published Duration: For the Days, Hours, and Minutes: Enter an estimate of how long the activity should take. This should be the total of the duration of the learning components that make up this activity, plus any other time you think it might take the learner to complete. The activity duration you enter here appears on the Activity Details and Activity Progress pages. Duration is the amount of time the learning activity should actually take to complete, whereas the learning period is the amount of time the learner has to complete the activity. Display Start and End Date: Select if you want to display the activity start and end date to learners. The default for this field is selected.



Reminder Date: Choose the icon to select a specific date. Choosing the specific Reminder Date is the most reliable method . Two (2) working days before the Activity Date is the standard.

NOTE: A scheduled PeopleSoft Application Engine process performs the activity reminder notification.

Enter Reminder Template: Select LM_ACT_RMNDR to send a reminder to the learners.

Max Enrollment (maximum enrollment): Enter the maximum number of learners you want to enroll in this activity. When this number has been reached, the system closes the activity to further enrollment unless overbooking is permitted; in which case the system continues to enroll learners up to the user-specified overbook percentage. Enrollment Total: Displays the number of learners who have successfully enrolled in the activity. The total reduces if enrollments are cancelled or postponed. The enrollment process keeps this field updated.

Total Open Enrollment: The system displays the total amount of seats that are currently available for open enrollment.

Min Enrollment (minimum enrollment): Enter the minimum number of learners you want to be enrolled for this activity.



Min Enroll Days (minimum enrollment days): Enter the number of days before the activity start date that you want the minimum enrollment notification sent to the enrollment administrator and activity owner to alert them that the minimum enrollment has not been reached.

Overbook: Enter the percentage above the maximum enrollment value that you will allow enrollment. The overbook value, multiplied by the maximum enrollment number, is the total number of enrollments that the system accepts before the system assigns the waitlist status to a learner who tries to enroll in this activity.

Reserved Seats: Enter the number of reserved seats. Only a training administrator can enroll learners into reserved seats. Use reserved seats to reserve seats for groups of learners without naming specific learners.

Last Enroll (last enrollment): Enter the number of days Before the Start Date or After the Start Date to indicate the last day enrollment is permitted. This is useful, for instance, when you want to close enrollment to accommodate the ordering of materials for the activity.

Last Enroll Date: Choose the icon to select a specific date. Choosing the specific Reminder Date is the most reliable method . Alternatively, you can specify how many days before or after the activity start date learners can enroll in the Last Enroll field or you can set the last enroll date at the activity start date by selecting the Last Enroll Date = Start Date check box.

OR use the Last Enroll Date = Start Date (box): Select if you want the last day learners can enroll in this activity to equal the activity start date.

Enforce Enrollment Limit: Select Enforce Enrollment Limit box to prevent learners from enrolling in this activity when the maximum enrollment number plus the overbook percentage is reached. You must select this check box to have the system generate a waitlist for this activity .

Restrict to Programs: Select this box if you want this activity to only be available to a learner who is enrolled in programs that require this activity for completion. Administrators can enroll learners in activities that are restricted to programs by using the Enroll Learners component.



Enable Waitlist: Select Enable Waitlist box if you want the system to accept waitlisted learners for this activity when the maximum enrollment number has been reached. If overbooking is permitted, the system does not waitlist learners until the overbook percentage is reached.

Waitlist Capacity: Enter the maximum number of learners that the system can put on the waitlist.

Waitlist Total: Displays the number of learners on the waitlist. The enrollment process increases or decreases this number as learners are added to or removed from the waitlist.

Waitlist Threshold: Enter the number of learners on the waitlist that will trigger a notification to the administrator.

Last Drop: Enter the number of days Before the Start Date or After the Enrollment Date that a learner can drop the activity without paying the drop fee. Alternatively, you can enter a specific date in the Last Drop Date field.

Last Drop Date: Choose the icon to select a specific date. Choosing the specific Last Drop Date is the most reliable method . Last Drop Date field is also used to determine when a learner can drop the activity without paying a drop fee.

OR use the Last Drop Date = Start Date (box): Select if you want the last day learners can drop this activity without having to pay a drop fee to equal the activity start date.

Grades and Attendance: Launchable from History, Enforce Prerequisites and Allow Completion for History are defaulted.



Click .

Click



Click Learning Components Tab .

Click .

Click Sessions link.



NOTE: Component is a type of training that can be provided: Web-Based, Sessions, Assignment, Survey, Test, Webcast, Recorded Webcast or Podcast. The component name appears on the Activities Details page.

Enter Component Name, (Name of course). Hint: Copy Paste from Activity Title.

Enter Short Name. Hint: Copy Paste from Activity Title

Enter Description. Hint: Copy Paste from Activity Title



Click Session Patterns Tab .

NOTE: Use the Session Patterns Tab to create session patterns, i.e., Monday – Friday, 8:00 AM – 4:00 PM or Tuesday and Thursday, 9:00 AM – 4:30 PM. Use session patterns to generate actual sessions when the session has a repeating pattern.

Template ID field is not being used.

Choose , next to Facility field, and select Facility.

Choose , next to Room field, and select Room.

Review Start Date field.

Click Create field and enter 1 Sessions.

Enter Start Time.

Enter End Time.

Choose , next to Time Zone field, and select CST.

Check the CORRECT day of the week(s).



Click Add Instructor link and choose correct instructor.

NOTE: For the instructor name to be visible in this field, the instructor profiles must have previously been added, to be able to select the instructor for a Session.

Select to select the Instructor.

Choose next to Type list field, and select Primary.

Click !



Review the Session data for accuracy.

Click

Click Return to Activity link.

Click the Activity Details Tab.



Change status to Active.

Click



Adding Attachments and Files to ActivityEnterprise Learning Management enables you to associate materials, attach files, and add notes to activities. You will use the shipping fields to track the progress of ordered materials. Distribute activity handouts, a syllabus, or other online materials by attaching Word files, Excel files, or files of any other format.

Navigation: Enterprise Learning > Catalog > Maintain Activities

Click Activity Code field and enter Activity Code.

Click .



Click Materials/Attachments Tab .

NOTE: Use the Materials/Attachment page to add, edit, or remove activities. The Description field defines the material to be associated with this activity. You must use material that has already been defined.



Choose , next to Material Description field and select Material Type.

Enter Quantity.

Choose , next to Status field, and select Progress or Shipped.

NOTE: Select Progress when you are in the process of assembling the materials, or when you have placed an order with a supplier for the materials and are still waiting to receive them. Update to Shipped when the supplier or carrier advises you that the order has been dispatched and provides you with shipping details, some of which—such as tracking number.

Use the Activity Notes section to display notes to learners enrolled in this activity.

Check Display Note to Learner.



Enter desired information into the Notes field, i.e., Remember to print and bring manuals to class.Click .

Click .

Click .

Click .

Click .

Click



Activating an ActivityThe initial status for all new activities is Pending. After you set up an activity and are ready for enrollment, return to the Maintain Activities Page to change the status.


Enter Pending in Activity Status and click , or

Enter Activity Code and click .

NOTE: After creating an Activity, you will have to make the activity Active for it to be seen in the Catalog. Use the Activity Status field to activate or cancel an activity.



Choose , next to Status field, and select Active.

NOTE: Once an activity is activated, it will be added to the catalog, enabling learners to enroll in the activity.

Click



Rebuild IndexesTo be able to enroll learners immediately after creating an Activity, a process called Rebuild Indexes must be completed. The Rebuild Indexes process is run every 55 minutes, however, there are times when you create the activity and want to enroll the learners at that time.

Navigation: Enterprise Learning > Catalog > Rebuild Indexes

Enter Run Control ID, (Must be a unique combination of letters and numbers).

Click .

Click .



Check for the Rebuild Indexes line.

Click .

Note the Process Instance number in case a help desk case needs to be submitted.

Click Process Monitor link.

Click button repeatedly until Run Status is Success and Distribution Status is Posted.

Wait about five (5) minutes and learners can be enrolled in the new Activity.



Canceling an ActivityActivities are cancelled when their status is changed to inactive. When an activity’s status changes to Inactive, the system automatically drops all enrollments and notifies learners by email. Changing the status to Inactive, Concluded, or Closed prevents self-service enrollment; however, administrators can still enroll learners in these activities. Inactive and Concluded activities do not appear in the learning catalog. After an Activity has been completed, it is recommended that the Inactive status be used. The Inactive status does not send a notification to the enrolled Learners . Canceling an activity does not automatically release the resources (equipment, rooms, and instructors) that have been associated.


Enter Activity Code.

Click .



Choose , next to Status field, and select Inactivate.

NOTE: Use the Status field to activate or inactivate an activity.

Click



Click .



Deleting an ActivityWhen you wish to completely remove an activity from the catalog and not offer it again, you should delete the activity from the system. You cannot delete activities once learners have begun the enrollment process.


Click Activity Code and enter Activity Code.

Click .

NOTE: If the activity has any enrollments, you cannot delete the activity.



Click Delete link.

Click to delete.



Cloning an ActivityCloning an Activity consists of recreating an existing activity and changing specific details in order to create a separate Activity.



Click .

Click link.



Enter Start Date.

Enter End Date.

Check Copy the Activity Session Information.

Click .

Enter Education Units and Education Unit Type.

Click Learning Components Tab .



Click Edit link.

Click Session Patterns Tab .



Click on Facility field and choose facility.

Click on Room field and choose room.

Enter Start Date.

Click Create field and enter 1 Sessions.

Enter Start Time and End Time

NOTE: More than one (1) session can be created. A session is a 24 hour period. For example, a two-day class would be two (2) sessions. Each session is created for the same learners enrollment.

Click the CORRECT day-of-the-week for the session.

Click Add Instructor link.



Choose next to Instructor Type list field, and select Primary.

Click .

Click

Note the Activity Number .



Creating, Managing Programs/CertificationsPrograms, like activities, appear in the learning catalog. When browsing the catalog, they are listed under the Programs heading. Programs consist of one or more sets of catalog items, whose completion may lead to the fulfillment of learning objectives. A program represents a significant learning goal that can be achieved by completing multiple learning activities. Programs are especially useful for learners who need to obtain a particular certificate, license, skill, or competency. They guide learners along a specified learning path, presenting activities in a logical sequence. Programs are divided into one or more sections, with each section having its own set of business rules. A section can include catalog items or another program. This chapter provides an overview of programs and discusses how to: Define Programs, Update Certification Registration Statuses and Send Program Notifications.

GlossaryCertification or Curriculum Code: Enter a code for the program. The system displays the code in the catalog. You must enter a unique program code i.e., DCS 001 Certified Procurement Officer for the Program/Certification Name.

Effective Date: The program displays in the catalog on or after the effective date, provided status is set to active.

Nested Program Relationship: This link is useful after you define a program. It only appears when this program is contained within another program. Click to see the names of the parent programs. Clicking a parent opens the Item component so that you can view and edit that program. Because you cannot delete a program that is nested within another program, this link provides a convenient way to check for and remove the association with parent programs before you delete this program.

Long and Short Name: This system displays these program names in the catalog. For recertification program, it is recommended that you include the term recertification in the name so that learners can easily spot these programs in the catalog. For this program to appear in the catalog search, you must regenerate the catalog index.

Status: Pending: Select to indicate that this program is under construction and not yet published. These programs are only accessible by administrators. When you create a new program, the system automatically sets the status as pending.

Active: Select to indicate that this program is ready to be published in the catalog, making it available to learners for registration. The system displays only the programs with active status and valid effective date in the catalog. For this program to appear in the catalog search, you must regenerate the catalog index.

Coordinator: Select as a coordinator for this program as instructor within your learning environment, as defined on the Instructor page.

Revision: To track different revisions of this program, enter a distinguishing value. For example, if you revise a program twice you might enter A for the original and B for the first revision, and C for the second revision. It is recommended that you also change the effective date if you change a revision because effective dating provides a true revision control.

Owner: As a reference, enter the name of the person responsible for constructing or managing this program.



Description: Enter a description of the program, such as topics covered and intended audience. This description is available to learners through the catalog.

Abstract: The abstract does not appear in the catalog.

Certification Program: If you are creating a certification program, leave this field blank. If you’re a creating a recertification program, enter the name of the original certification that the recertification applies to. For example, if you are defining a recertification program for Certified Procurement Officer called CPO Refresher, you would enter CPO in this field. You can define multiple recertification programs for a single certification program. This field is hidden when you select use Cascading Expirations.

Approval Type: If registration in the program requires approval, select the approval process definition here. The approval process definition defines the conditions under which registration must be approved and who must give their approval. This field only appears when program registration approvals are enabled on the Install Defaults – Programs page.

Special Approver: This filed is applicable when you select a value in the Approval Type Field. You can designate any Enterprise Learning Management user as a special approver for registration. The approval process definition selected in the Approval Type field determines when the person named here is required to approve the registration. If the approval process does not require a special approver, the system ignores the name entered here.

Allow Certification Waiver or Allow Curriculum Waiver: Select field to permit a manager or administrator to waive this program for a learner using the supplemental learning feature. (Administrators can always use the program roster to waive programs regardless of the selection here.) With a waived program, the learner receives credit for having the knowledge or experience equivalent to this program without having to register for it and complete it. The system marks the program as waived for the learner. When the program is waived, the system automatically assigns learning objectives that are associated with the program to the learner in Met status. A program waiver does not translate to waivers for the times that make up the program. Clear this check box to indicate that learners cannot get a waiver for this program.

Use Cascading Expirations: (Certification programs only.) Select if you want to define expiration rules at the selection level. Each section of catalog items can have its own expiration rules, which enables a single section of the program to expire rather than the entire certification. The check box appears only when Allow Cascading Expiration option is enabled for the administrator’s learning environment. When selected, the Expiration Information group box on this page is hidden and appears on the Sections page instead.

Require eSignature on Updates: Select to indicate that manual updates to a learner’s program status require eSignature validation. When an administrator uses the program roster to update a learner’s program status, the system will prompt for the user’s Enterprise Learning Management password. The check box appears only when Require eSignature on Updates option enabled is the administrator’s learning environment.



Setting up Curriculum ProgramsCurriculum programs guide learners through a specific learning path over an unrestricted period of time. Learners can progress through courses at their own pace. For example, your organization may have a Management training curriculum.

Navigation: Enterprise Learning > Catalog > Maintain Programs

Click Add Curriculum link.

NOTE: Use the Maintain Programs - Details page to create a program code and description and to specify rules for registration payments, approvals, and program waivers.



Click Curriculum Code field and enter Curriculum Code.

NOTE: Use the Certificate Curriculum Code must be a unique identifier for the curricula. First 3-4 characters are Alpha and the next 6-7 characters are numeric. For example the Department of Central Services CPO Certification Code could be DCS0001.

Enter Long Name

Enter Short Name

Choose , next to Status field, and select Pending.

NOTE: Use the Status field to define this program as pending, inactive, or active. Pending and inactive programs do not appear in the learner catalog. It is a good practice to leave the status as pending until you have completed and reviewed the new program definition. A program's Coordinator can view the online program roster, drop learners from the program, and send email notifications to registered users. The coordinator can be any instructor defined in your learning environment.

Click on the Coordinator field and search Coordinator name, (the Learning Administrator for the agency).

NOTE: A program's Coordinator can view the online program roster, drop learners from the program, and send email notifications to registered users. The coordinator can be any instructor defined in your learning environment or the Learning Administator for the agency.

Enter Description.

NOTE: Enter the desired Program/Certification information into the Description field.

Click Allow Curriculum Waiver.

NOTE: Use the Allow Curriculum Waiver field to enable a program to be waived for learners who complete supplemental learning that is mapped to the program. When a learner receives a waiver, the system marks the program as waived in learning history. However, it does not mark the activities that make up the program as waived. The learner receives credit for meeting the program's objectives.

Use the Payments section to define the costs associated with this program.



Click Internal Price and enter price.

NOTE: Use the Internal Price field to identify the price charged to the learner's department when the learner enrolls in these curricula.

Click Internal Drop Charge and enter charge.

NOTE: Use the Internal Drop Charge field to identify the price charged to the learner's department when the learner drops this curriculum.

Click Sections Tab .

NOTE: Use the Maintain Programs - Sections page to specify the sets of catalog items that make up the program. You must define at least one section per program and one item per section.



Click Add Item Section link.



Enter the desired information into the Section Name field.

Enter the desired information into the Instructions field.

NOTE: The Instructions field text appears in the learning catalog and on the learning plans.

Use the Section Order field to define the completion order for the program. If there is only one section, the field defaults to 1.

Click the Item field.

NOTE: The Allow Waiver option specifies if the catalog item can be waived. If the item is waived for a given learner, the learner gets completion credit for the item and its objectives.

NOTE: Use the Historical Credit option to enable the learner to get completion credit for having completed the item before registering for the program. Credit is given upon registration. If you enable the Historical Credit option, you will then use the Credit Period field to specify the number of days from the registration date within which the learner must have completed the item to receive credit.

NOTE: Use the Allow Equivalent option if there is an optional catalog item that can be taken instead of this one.

Click Add Catalog Item link. Enter the desired information into the Look up field.

Click the Attributes Tab . Use the Attributes page to select the categories and objectives to associate with the program.



Click the Add Category link. Use the Category field to associate this program with a category in the catalog. Learners can use the catalog to search for programs.

Enter the desired information into the Category field.

Click the Prerequisites Tab . Use the Prerequisites page to select required and recommended prerequisites.



Click the Equivalents Tab . Use the Equivalents page to identify other programs that are the equivalent of this one. For example, a Project Manager curricula may include all of the components of the Manager curricula.

Click the Notes/Attachments Tab . Use the Notes/Attachments page to enter notes and add attachments for the program.



Click the Show following Tabs button.

Click the Security Tab . The system assigns the administrator's Learning Environment to the program by default. You must identify one of your Learning Environments as the Primary.



Click Add Learner Group Security link. Use the Name field to assign a Learner Group to the program. Assigning a learner group to a program does not guarantee that all group members will have access to all of the program's items. It is the administrator's responsibility to ensure that there are no conflicts or inconsistencies between learner groups assigned to the program and learner groups assigned to the program's catalog items.

Click in the Name field. Enter the desired information into the Name field.

Click .

At this point, you can review your program definition. Once reviewed, you should navigate back to the Details Tab to activate the program.

Click to Show following Tabs button.

Click the Details Tab .

Click the Status field.

Click the Active list item.

Click .

NOTE: When you create or update a program, the program and changes will appear the next day.



Setting Up Certification ProgramsCertification programs have a fixed begin date and end date. Typically, they include tests that learners must pass to become certified for a set period of time. Certification programs are particularly useful when learners must acquire a certificate or license, or they must develop or become proficient in a particular skill or competency within a given timeframe. For example, your agency may offer a certification program for Engineers.

Recertification programs are a type of certification program. They specify the catalog items a learner must complete to become recertified after a certification expires.

Procedures for setting up certification programs are the same as for curriculum programs except that you also specify:

Whether you are creating a certification program or a recertification program. How much time learners have to complete the program. Expiration and recertification rules.


Click Add Certification link.

NOTE: Use the Details Tab to create a program code and description and to specify rules for registration payments, approvals, and program waivers.



NOTE: Use the Certification Code as a unique identifier for the certification. First 3-4 characters are Alpha and the next 6-7 characters are numeric. For example the Department of Central Services CPO Curriculum Code could be DCS0001.

Enter Certification Code. The system displays the code in the catalog.

Enter Effective Date.

Enter Long Name.

Enter Short Name

Choose , next to Status field, and select Pending.

NOTE: Use the Status field to define this program as pending, inactive, or active. Pending and inactive programs do not appear in the learner catalog. It is a good practice to leave the status as pending until you have completed and reviewed the new program definition.

NOTE: When you modify the Certification code, Curriculum code, Effective Date, Long Name, Status, Certification Program, or Expiration Date fields, you must rebuild the catalog index before changes are reflected in the learning catalog. Changes to approval and payment information must also rebuild the catalog index for the changes to be reflected in the catalog.

NOTE: A program's Coordinator can view the online program roster, drop learners from the program, and send email notifications to registered users. The coordinator can be any instructor defined in your learning environment.

Enter Coordinator.

Enter Description field.

Enter Internal Price.

Enter Internal Drop Charge. Use the Internal Drop Charge field to define the price charged to the learner's department when the learner drops this certification.

Click and choose Completion Type.



NOTE: You can base the target completion date on the learner's registration date (select Fixed in the Completion Type field) or on the date that the learner completes the first item in the program (select Delayed).

Click Completion Period field. Use the Completion Period field in conjunction with the Completion Type to calculate the completion date for the certification. Enter the desired information into the Completion Period field. For example, if you select a Completion Type of Fixed and a Completion type of 60 days, learners who register on January 1 have until March 3 to complete the program.

Enter Warning Period field. Use the Warning Period field to define the number of days before the completion period date that the system is to send an email reminder to learners. Clear the field or enter 0 to have emails sent on the completion period date.

Enter Validity Period. Use the Validity Period field to define the number of days for which the certification is valid after program completion. As an alternative, you can enter a fixed date in the Expiration Date field. A learner can register for a recertification anytime after completing the certificate. They do not have to wait for the certification to expire.

Click Grace Period field. Use the Grace Period field to define the number of days that a certification remains in effect after the expiration date.

Click Expiration Warning Period field. Use the Expiration Warning Period field to define the number of days before expiration that the system is to send an email reminder to learners. Clear the field or enter 0 to have emails sent on the expiration date.

Click Recertification Period field. Use the Recertification Period field to define the number of days after the grace period that learners have to complete the recertification program to reinstate their certification. After the recertification period expires, learners must repeat the original certification program.

Click Recertification Warning Period field. Use the Recertification Warning Period field to define the number of days before the expiration of the recertification period that the system will send an email reminder to the learners.

Click Sections Tab . Use the Sections page to specify the sets of catalog items that make up the program. You must define at least one section per program and one item per section.



Click Add Item Section link

Enter Section Name field.

Enter Instructions field.

Use the Section Order field to define the completion order for the program. If there is only one section, the field defaults to 1.

Click on the Item field, and choose the correct Item.

The Allow Waiver option specifies if the catalog item can be waived. If the item is waived for a given learner, the learner gets completion credit for the item and its objectives.

Use the Historical Credit option to enable the learner to get completion credit for having completed the item before registering for the program. Credit is given upon registration.

If you enable the Historical Credit option, you will then use the Credit Period field to specify the number of days from the registration date within which the learner must have completed the item to receive credit.

Use the Allow Equivalent option if there is an optional catalog item that can be taken instead of this one.

Click Add Catalog Item link.

Click Attributes Tab . Use the Attributes page to select the categories and objectives to associate with the program.



Click Add Category link. Use the Category field to associate this program with a category in the catalog. Learners can use the catalog to search for programs by category.

Click Prerequisites Tab . Use the Prerequisites page to select required and recommended prerequisites.



Click Equivalents Tab . Use the Equivalents page to identify other programs that are the equivalent of this one. For example, a Project Manager certification may include all of the components of the Manager certification.

Click Notes/Attachments Tab . Use the Notes/Attachments page to enter notes and add attachments for the program.

Click the Show following Tabs button.



Click Security Tab . Use the Security page to select the learning environments and learner groups that can access the program. The system assigns the administrator's Learning Environment to the program by default.

Click Add Learning Environment link.

Click on the Learning Environment field, and choose a learning environment.

Click Add Learner Group Security link. Use the Name field to assign a Learner Group to the program. Assigning a learner group to a program does not guarantee that all group members will have access to all of the program's items. It is the Catalog Administrator's responsibility to ensure that there are no conflicts or inconsistencies between learner groups assigned to the program and learner groups assigned to the program's catalog items.



Click on the Learning Groups Name field, and choose a Learner Group.

Click .

Click .

NOTE: At this point, you can review your program definition. Once reviewed, you should navigate back to the Details page to activate the program.

Click the Show previous Tabs button.

Click Details Tab .

Click the Status field.

Click the Active list item.

Click



Canceling a ProgramCanceling curricula or certification programs is done by changing a program’s status to Inactive. When a program becomes Inactive, the program no longer appears in the catalog and new registrations are not allowed. Learners who are already registered can access the program from their self-service pages and complete the program. When an administrator sets a program’s status to Inactive, the system displays a warning message about existing registrations, but does not generate any email notifications.


Click entry in the Type field.

Click .



Use the Status field to define this program as pending, inactive, or active. Pending and inactive programs do not appear in the learner catalog.

Click on the Status field, and choose Inactive.

Click .



Administering Enrollment, Registration, Marking Grades and AttendanceAdministrators can enroll learners in activities and register learners in programs. Registering a learner in a program does not automatically enroll the learner in the program's activities. Enrolling in activities is a separate step.

Enterprise Learning Management uses scores, grades, attendance, passing status, and completion status to track learners' progress through learning components and activities. The system bases a learner's activity progress upon the learner's performance in the activity's components.

Learning Administrator Enrolls Learner into ActivityLearning Administrators have rights to enroll specific learners into a class. This gives the administrator another option of enrollment beyond mass enrollments.

Navigation: Enterprise Learning > Learner Tasks > Enroll Learners

For this process, the requester will be the individual requesting training on behalf of another individual.

Enter Requester’s Last Name or Enter Employee ID, (preferred method).

NOTE: Whoever is enrolling the learner is the Requester, (usually the Nominating Official).

Click .



Click .

Enter Activity Code Number, (preferred method).

Click .



Click on the appropriate Activity, (course).



Enter Employee ID, (preferred method).

Click .



Click Select Box field next to the correct learner Employee ID.

Click .



Click .



Enrolling Multiple Learners into ActivityGroup enrollment enables an administrator to enroll or register multiple learners into an activity or program in one operation, as opposed to enrolling or registering one learner at a time and repeating the process for every learner. During group enrollment, the term enrollment is applicable to both activities and programs. It is implied that learners are registered for programs and enrolled in activities. For the sake of simplicity, the group enrollment pages use the term enroll.


Enter Requester’s Last Name or



Click .




Click .




NOTE: Use this group box to select an activity or program from the list of search results. Based on the search criteria, the results can include both activities and programs. The system sorts results by name and then code. The system displays only activities and programs that are in the learning environment of the requester.

Click for the appropriate Activity, (course).



NOTE: Use the Enroll Learners - Find Learners page to confirm that you selected the appropriate activity and to enter the search criteria for learners.

Click .



Click .




Click

Click .



The Enrollment Confirmation page appears. If the enrollment was unsuccessful, it would be identified as unsuccessful on the confirmation page.

NOTE: Use the Enroll Learners - Payment Details page to review payment information and update it, as needed.

When you click on the Payment Details page, one of two (2) pages appears:

* The Review Enrollment page appears if there are any unsuccessful enrollments.* The Enrollment Confirmation page appears if all enrollments are successful.



Add Supplemental LearningYou can add supplemental learning for the employee. Supplemental learning examples could include; attending a conference, attending training to gain certification or retain certification. Other examples include attending training to gain a new skill set, such as Excel or Word or Access.

Navigation: Enterprise Learning > Learner Tasks > Add Supplemental Learning

Enter Employee ID or choose on the Learner field.

Change Search by field.

Click and choose Last Name.

Enter Last Name and click .



Choose the last name link.

Click .

Click .



On the Type Field click and select type of learning.

Click .



Enter Title.Enter Description.On the Status field, click and select status. If the training has been completed, choose Completed. Remember: if the Supplemental Learning is entered in advance, the status must be changed to completed after the training has been received.Enter Start Date.Enter End Date.Enter Institution.Enter Location.Enter Provided by.* Indicates Required Fields

Click .

After you click , you will receive the following message. “You have successfully added the supplemental learning Coping Skills for “NAME” with Planned status”.



Using Mass Enrollment for Multiple LearnersDepending on your needs, using group enrollment for more than 20 or 30 learners can become time consuming and cumbersome. Mass enrollment provides a more efficient method of handling large volume enrollments. Mass enrollment enables you to submit one request for a large number of learners, and you do not have to wait for the request to complete. You can check the results later. The system triggers the mass enrollment option during a group enrollment when an administrator attempts to enroll or register more learners than the number that you specify in the Group Enroll Maximum field on the Install Defaults - Enrollment page. In this case, the system prompts the administrator to submit a mass enrollment request or to return to the Find Learners page to narrow the search results to remain within the Group Enroll Maximum limit.





Click .




Click .



Use the Enroll Learners - Find Learners page to confirm that you selected the appropriate learning and to enter the search criteria for learners.

Click .



Use the Group Enrollment - Warning page to initiate a mass enrollment request.

Click .



Use the Enroll Learners - Mass Enrollment page to select the override and notification options to use during the mass enrollment process.

Enter Request Name field. This value appears in the Description column on the Mass Enrollment Requests page. It is a good idea to put in an inactive label. This helps you identify the request when you review the requests later.

Enter Description.

Click Notify Learner

NOTE: Use the Notify Learner option to send an email notification to all learners whose enrollment or registration fails (the system already sends email notifications to all learners that are enrolled or registered successfully). The system generates an email that gets queued to be sent to the learner informing the learner of his or her enrollment or registration status. The Learner MUST have an email address checked as primary/business in the Human Capitol Management System for this function to provide notifications.



Click Notify Requester

NOTE: Use the Notify Requestor option to send an email notification to the requestor upon completion of the process. The notification includes how many learners are successfully and unsuccessfully enrolled or registered. The system generates an email that gets queued to be sent to the requester. The email provides the requester with the total number of successful and unsuccessful enrollments or registrations. The Requestor MUST have an email address checked as primary/business in the Human Capitol Management System for this function to provide notifications.

Click .

Click .



After you click , the enrollment confirmation ID appears at the bottom of the page. In this example it states, “This is your mass enrollment confirmation ID1001.”



Reviewing Mass Enrollment Processing ResultsMass enrollment provides a more efficient method of handling large volume enrollments. Mass enrollment enables you to submit one request for a large number of learners, and you do not have to wait for the request to complete. You can check the results later. The system triggers the mass enrollment option during a group enrollment when an administrator attempts to enroll or register more learners than the number that you specify in the Group Enroll Maximum field on the Install Defaults - Enrollment page. In this case, the system prompts the administrator to submit a mass enrollment request or to return to the Find Learners page to narrow the search results to remain within the Group Enroll Maximum limit.

Navigation: Enterprise Learning > Mass Enrollment > Review Mass Enrollment

Use the Review Mass Enrollment Requests page to review mass enrollment requests, delete pending requests, and view reports for processed requests.

Click



Click Reports .

Click the Process Monitor link.

Use the Process List page to view the status of submitted report requests. Since the current status of

the report is Queued, click repeatedly until the Run Status is Success.



Click Details link. Use the Process Detail page to review the details of the report.

Click View Log/Trace link. Use the View Log / Trace page to open the message log and report output. The link for the report contains the process name followed by the process instance number.



Click the .HTM file in the Name column.

Review the Mass Enrollment Status Report. If you wish, you can also print this report by using the browser's print button.

Click to close report.



Drop a Learner from an ActivityLearners, managers, and administrators can drop a learner's enrollment in an activity or registration in a program. However, learners cannot drop activities or programs if they were not the requesters during enrollment or registration. A learner can only drop activities and programs that he or she self-enrolls or self-registers in. When a learner drops an activity or program, the system removes it from the learner's schedule.

Navigation: Enterprise Learning > Learner Tasks > Administer Activity Rosters

Click .



Click for the activity and correct date.



Use the Activity Roster page to update individual learner enrollment status, grades and attendance, and other learner details.

On the learner you want to drop, Click on the New Status field, and choose dropped.



Use the Drop Activity page to confirm the activity and learner information before dropping a learner from an activity.

Click .

NOTE: The Drop Charge and the Drop Date fields. Activities can have last drop dates. The system charges a drop fee, if one exists, only if a learner drops after the last drop date. You can set up last drop dates for activities as either a specific number of days before or after the activity start date, on a specific date, or on the activity start date. If you do not specify a last drop date, learners can drop the activity up until the activity start date. Administrators can always drop a learner's enrollment in an activity, regardless of an activity's last drop date or start date.

For example, if the drop cutoff date is January 12 and the activity starts on January 15, a learner drops the activity on January 12; the system does not charge the learner the drop fee. If a learner drops the activity from January 13 to January 14, the system charges the learner the drop fee. Only an administrator can drop the learner on or after January 15.



You have successfully dropped a learner from an activity.



Enrolling Learners in an Activity with WaitlistManagers can browse or search the catalog for activities and programs in which to enroll and register any team member within the organizational hierarchy. Or, they can add activities to employees’ learning plans and enroll the employees in the planned activities later.

Administrators can enroll and register small groups of learners through group enrollment and large groups of learners through mass enrollment.

Activities can have a capacity limit. When the capacity limit is reached, the system can automatically create a wait list. If an enrolled learner drops enrollment in the activity, the system enrolls the first person on the wait list automatically.





Click .




Click .



Click .

Click .



Click next to the correct learner Employee ID.

Click .



Click .

NOTE: The learners have been Waitlisted. Activities can have a capacity limit. When the capacity limit is reached, the system can automatically create a wait list. If an enrolled learner drops enrollment in the activity, the system enrolls the first person on the wait list automatically.



Approving Enrollment and Registration RequestsEnterprise Learning Management enables administrators to quickly approve or deny the following requests:

Enrollment and registration requests. Supplemental learning requests.

Navigation: Enterprise Learning > Learner Tasks > Maintain Approvals

Use the Maintain Approvals page to approve or deny learning requests. When an administrator navigates to this page, they will be able to view only those learners directly assigned to them.

Click next to the correct learner Employee ID you wish to approve or deny.

Click to deny a learner's enrollment or registration request. For denied activity registrations, the system sets the learner's enrollment or registration status to drop. The system also generates an email informing the learner of the new registration or enrollment status.

Click to approve a learner's enrollment or registration request. For Approved enrollments, the system sets the enrollment status of the learner to enrolled or waitlisted. The status does not change if the waitlist is full or if the activity does not have waitlist enabled.



Viewing Learner TranscriptsAdministrators can use Enterprise Learning Management to view a listing of the learning activities, programs, supplemental learning, and learning requests associated with any learner within the administrators learning environment.

Navigation: Enterprise Learning > Learner Tasks > View all Learning

Click on the Learner field.

Click and choose Last Name.

Enter Last Name.

Click .



Click Last Name link.

Click .



Use the Learner View page (Transcripts) to view a listing of the learning associated with the learner.

NOTE: The Date column notates the Item Enrolled date and NOT the date of the class. To find the class date, click the Title link and the course date is provided.



Viewing Teaching SchedulesEnterprise Learning Management enables instructors to coordinate their schedules by providing an instructor view of the teaching schedule.

Navigation: Enterprise Learning > Instructor Tasks > View Schedule

Use the View Schedule page to search for and view a list of the sessions that you are scheduled to teach, launch webcasts, and access rosters.

Enter From: date field.Enter To: date field.

Click .

Use the Scheduled Sessions Group box to view scheduled sessions and to access information for the sessions. The information that the system displays varies depending on the access privileges of the user. Instructors see only sessions for which they are the instructor. This component is not available for administrators.

The Session Roster and Activity Roster links open component and activity roster pages.

If a live webcast is listed, a Launch link will appear. Clicking the link launches the webcast.

Click Session Roster link.

Click an entry in the Facility column. Clicking on a Facility link opens the Schedule page.

Use the Schedule page to view a detailed schedule for a selected classroom session or webcast. Clicking on a Location link opens the Session Facility Detail page where you can view:

The Location Address Any attachments that have been associated with the facility The list of equipment that is assigned to the room Accommodations defined for the room, such as wheelchair access.



Click the entry in the Location Column.

Click Return to Previous Page link.



Click Activity Roster link.



Manually Marking Grades and AttendanceEnterprise Learning Management provides activity rosters that administrators and instructors can use to manage attendance and grading for learning activities. Tracking activity completion, grades, and scores through Enterprise Learning Management will be done manually. Manually enter grades through an administrator or instructor roster. Manually marking grades and attendance is necessary when non- SCORM or AICC compliant components are included in the activity.

Navigation: Enterprise Learning > Instructor Tasks > Mark Grades and Attendance

Click .

The system enables instructors to mark grades and attendance for their assigned activities. Therefore, the search results only include the activities that are associated with this instructor.



Click .

Click Activity Roster link to update the individual learner’s enrollment status, grades and attendance, and other learner details.

Click Grades and Attendance link to update a learner's grade, attendance status, an activity score, and to add any comments.

Click Grades and Attendance link.



Click Grade and choose the grade.

Click Attendance and choose the attendance.

Click Score. Use the Score field to enter an overall score for the activity. Consider all of the components that make up this activity when entering the store.



You can also use the Set Attendance to field or Set Grade to field to field to set the attendance and grades for all the learners selected on the left at one time.

Click Comments icon.

Use the Add Comments page to enter comments that will be attached to this learner's training record.

Click the Comments field. Enter the desired information into the Comments field. Use the Add Comments page to enter comments that will be attached to this learner's training record. CAUTION: The Learner will be able to see the comments that are recorded.

Click .

Click .

NOTE: With some of the Grades and Attendance Schemes, the Learner’s status will not change from “Enrolled” on the Enrollment Status page. When this happens, the Instructor must go mark the Activity Component page also.



Click Activity Component link.

Click .



Click Grade and choose the grade.

Click Attendance and choose the attendance.

Click Score . Use the Score field to enter an overall score for the activity. Consider all of the components that make up this activity when entering the store.

You can also use the Set Attendance to field or Set Grade to field to field to set the attendance and grades for all the learners selected on the left at one time.

Click .

To view if the Enrollment Status has been changed from Enrolled to Completed, click the Return to Previous Page link and click the Activity Roster link.



Managing Roster Waitlist, Drop Ins and No-ShowsThere will be times when employees will show up for a course, without being pre-enrolled. To manage the Roster, the following steps provide the correct procedure to complete a roster.

Step 1 – Change the Enrollment Limit on the ActivityNavigation: Enterprise Learning > Catalog > Maintain Activities


On the the Activity Details Tab – Enrollment Section change the Max Enrollment field to include the additional employee who attended, without being pre-enrolled.

NOTE: When you change the Max Enrollment number, take into account that the no-show employees will be filling an enrolled seat, even without attending. Therefore, you must add additional training seats to accommodate the employees that did not pre-enroll.



Step 2 – Rebuild IndexesTo be able to complete the Activity Roster attendance, a process called Rebuild Indexes must be completed. The Rebuild Indexes is run on a batch process every 55 minutes, however, there are times when Activity Roster attendance must be completed immediately.

Navigation: Enterprise Learning > Catalog > Rebuild Indexes

Enter Run Control ID, (Must be a unique combination of letters and numbers).

Click .

Click .



Check for the Rebuild Indexes line.

Click .

Note the Process Instance number in case a help desk case needs to be submitted.


Click button repeatedly until Run Status is Success and Distribution Status is Posted.



Step 3 – Drop Waitlisted Employee(s)To ensure the employees that were not pre-enrolled in the Activity can be enrolled, Drop the Waitlisted employees.

Navigation: Enterprise Learning > Learner Tasks > Administer Activity Rosters


Click .

Click .



Use the Activity Roster page to drop the waitlisted employees.

Select on waitlisted employee and choose drop. On next screen choose . Repeat for all on waitlist.

Click .



Step 4 – Enroll Employee(s) that Were Not Pre-EnrolledNavigation: Enterprise Learning > Learner Tasks > Enroll Learners

Enter your Employee ID, (preferred method).

Click .

Click .




Click .

Click .




Click .


If additional learners need to be enrolled, click Search for More Learners link.

Click .



Click .

Click .



Step 5 – Change Roster Status to CompleteNavigation: Enterprise Learning > Learner Tasks > Administer Activity Roster

Enter Actvity Code.

Click .

Click Activity Component link.



Click .

Click on Attendance field and choose Completed.

Click on the Grade field and choose Pass.

Click .



Run ReportsThe Process Scheduler's primary role is to support the PeopleSoft application environment. It is used to run PeopleSoft processes, including programs, batch programs, and reports. There are several advantages to using Process Scheduler to run reports. This lesson focuses only on running reports and not on any other types of processes. Because a report is a type of process, these two (2) terms may be used interchangeably, depending upon the context in which they are used.

Run ELM ReportsUsing Process Scheduler, running a report is a simple process. Before beginning, it is important to understand a few basic Process Scheduler terms.

Process Request: A single "run request," such as an SQR or Crystal report. Run Control ID: A unique ID, associating each operator with his or her own run control table

entries. Process Instance: A unique number that identifies each process request. This value is

automatically incremented and assigned to each requested process when the process is submitted to run.

Navigation: Enterprise Learning > Learning Reports > Activity Roster



Step 1 – Set Up Run Control IDNotice that there is a blank Run Control ID field. A Run Control ID is an identifier that, when paired with your USER ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.


Enter Run Control ID. Make your Run Control ID unique using letters and numbers. i.e., XXX123 or SSS128.

The next time you run reports, you select or enter your run control, and the system fills in the settings. You only need to set up your Run Control ID once to use to run reports.

Click .



Step 2 – Select Activity

Click on the Activity Code field, and Select Activity. Reminder: You will have to identify the number of the Activity you are requesting to ensure you have selected the correct roster.

Click .



Step 3 – Choose Server and Format

Choose Server Name: PSNT

Type: Web

Choose Format: PDF

Click .



Step 4 – Note the Process Instance Number

The system will provide a Process Instance Number. Note the number.

In this example the number is 353. If there is a problem with the report, you will need to provide the Process Instance Number to the Help Desk Case for the Technical Team to address the problem.




Step 5 – Refresh for Success and See Details

Click button repeatedly until the Report indicates Success in the Run Status field.

After the report has a status of Success, click Details link.

Run Status Values that could be seen as the system processes the reports:

Queued= waiting to startInitiated = startingProcessing = runningPosting = formatting reportSuccess = finishedError = error



Step 6 – View/Log Trace

Click View Log/Trace link.



Step 7 – Choose Report

Under the Name column, choose the Link with the PDF file name to view the Report.



Run QueriesStep 1 – List QueriesNavigation: Enterprise Learning > Reporting Tools > Query. > Query Viewer

Enter LM in the Begins with field and click .



Step 2 – Select Query

The system will display only a certain number of queries on one page. Click to show all queries OR click to go to the next page(s).

Select the query you want to run.



Step 3 – Enter Parameters and View Results

To run the query directly to your screen, click the HTML link.

Enter the appropriate parameters and click .

To view all results click View All link or click to go to the next page(s).



Step 4 – Download to Excel Spreadsheet The query results can be downloaded into an Excel Spreadsheet. You have two (2) options:

1. Click the Excel Spreadsheet link after you have run the query to HTML.

(If you receive an error message, use the CSV Text File link instead. This link allows you to download files that are too large to be handled by the Excel Spreadsheet link.)

OR

1. Run the query directly to Excel by clicking the Excel link on the Query Viewer page.



Security Access ProcessOSF Form 304ELM must be completed and signed and sent to the CORE Office.

CORE Office3812 N. Santa Fe Ave. Suite 100Oklahoma City, OK 73118

The Learning Administrator must check off the following boxes on the OSF Form 304ELM to gain access to the ELM System:

Learning AdministratorRun Queries

NOTE: If the Run Queries box is not checked, the user will not have access to Queries.

CORE Security Link: http://www.ok.gov/OSF/CORE/Security/index.html


http://www.ok.gov/OSF/CORE/Security/index.html


HCM Resources CORE Website Linkhttp://www.ok.gov/OSF/CORE/HRMS/index.html

CORE Website – What you will findo Full Suite of HCM Manualso HCM Module Newso HCM Query Toolkit – (Provides all the Reports and Queries available including a brief

description and Navigation Path)o Training Schedule - (provided on the CORE Calendar)

CD HR Navigation Tool (upon request)

OSF Help Desko E-Mail: [email protected] Phone Numbers: 405 521.2444 or Toll Free 866 521.2444


http://www.ok.gov/OSF/CORE/HRMS/index.html

COR214 Payroll to Accounts Payable Process Manual · Web viewEnterprise Learning Management...

Documents

Transcript of COR214 Payroll to Accounts Payable Process Manual · Web viewEnterprise Learning Management...