Quick Reference Guide - San Jacinto Collegestufiles.sanjac.edu/EdTech/SPARK/AdminUser_SJCD...Spark...

Organizational and Talent Development

Quick Reference Guide

Administrative End-Users – All SJCD Leaders (Level Two)

Fall 2013

San Jacinto College District | Administrative End-User Training for All SJCD Leaders of 27

Table of Contents Spark 2001: Managing Employee Learning and Registration .......................................................................... 3

Job Aid: Managing Employees (Supervisors) ..................................................................................................... 4

Task A. Open and View a Employee’s Record ......................................................................................... 4

Task B. Approve or Deny Training Requests ........................................................................................... 6

Task C. Run Reports .................................................................................................................................... 7

Spark 2002: Managing Employee Learning Activities ...................................................................................... 9

Job Aid: Managing Learning Activities (Supervisor) ...................................................................................... 10

Task A. View an Employee’s Learning Plan ........................................................................................... 10

Task B. Assign Items to one or more Employee Learning Plans ......................................................... 12

Task C. Remove Items from an Employee’s Learning Plan ................................................................. 15

Spark 2003: Assigning Delegates and Alternate Supervisors ........................................................................ 19

Job Aid: Assigning Delegates (Supervisor) ....................................................................................................... 20

Task A. Assign a Delegate ......................................................................................................................... 21

Task B. Edit Delegate Permissions .......................................................................................................... 22

Job Aid: Assigning an Alternate Supervisor (Supervisor) .............................................................................. 24

Task A. Assign an Alternate Supervisor .................................................................................................. 24

Task B. Reassign Responsibility ............................................................................................................... 26


Fall 2013 [SAN JACINTO COLLEGE DISTRICT - SPARK LEARNING PORTAL]

Spark 2001: Managing Employee Learning and Registration In this section, you will review the step-by-step process of managing the learning and registration activities in the SJCD Spark Learning Portal. All SJCD employees who supervise full-time or part-time employee should complete this training section.

Learning Goals:

• Open and View an Employee's Record • Approve or Deny Training Requests • Run Reports

SuccessFactors Learning v 1210 User Job Aid

Managing Employees (Supervisors)


Job Aid: Managing Employees (Supervisors)

Purpose

The purpose of this job aid is to guide supervisor users through the step-by-step process of managing employees within SuccessFactors Learning.

Task A

Open and View an Employee’s Record 6 Steps

Task B

Approve or Deny Training Requests 9 Steps

Task C Run Reports

5 Steps Task A. Open and View a Employee’s Record

From the Home page, 1

select Learning from Home menu.

1

2 From the Learning page, select the My Employees 2 tab.




The My Team section is designed to provide 5 supervisors with the 3 4 resources they need to 6 monitor and manage the learning activities of their direct and indirect reports.

3 Use the employee tree to view the Learning Plan of direct and indirect reports.

Note: If you hover over a user's card, you can perform the available actions without loading the user's Learning Plan.

4 When you click an employee card, the system shows that user's Learning Plan, which functions exactly like your Learning Plan, but for the selected employee.

5 Perform a simple catalog search, for example, to find an item to add to your Learning Plan or the Learning Plan of a direct report.

6 The Supervisor Links area is designed so that you can access parts of the application quickly and easily. The status pods in the supervisor area are specific to the user who is selected in the tree view.




Task B. Approve or Deny Training Requests

1

From the Home Page, click the You have pending approval requests link in the Alerts box.

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The Pending Reviews and Approvals page displays and defaults open to the pending approval.

Click the expand icon ( ) next to the user’s name and/or click the title link for additional information.

Select the Enter Reasons for Approvals or Denials checkbox to allow for comments.

Select the Approve (or Deny/Skip) radio button.

Click Next.

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Enter reasons for approval/denial, if applicable.

Click Next.

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9 Click Confirm.

Notifications are sent to affected users.

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Task C. Run Reports

1

From the Learning page, click the Reports easy link.

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2

Click a Report Name to open the report.

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3 Enter the report criteria.

Note: Available criterion will 5 vary depending on the report.

4 Click Run Report.

or

5 Click the Back to Browse Reports link to return to the list of reports.

Note: Click Help ( ) for 3 additional information on reports.

4

San Jacinto College District | Administrative End-User Training for All SJCD Leaders of 27 [Type text] [Type text] [Type text]


Spark 2002: Managing Employee Learning Activities In this section, you will learn how to assign, remove, and record learning activities to their direct reports. All SJCD employees who supervise full-time or part-time employee should complete this training section.

Learning Goals:

• View Employee’s Learning Plan • Assign Items to one or more Employee Learning Plans • Remove Items from one or more Employee Learning Plans

2


Managing Learning Activities (Supervisor)


Job Aid: Managing Learning Activities (Supervisor)

Purpose

The purpose of this job aid is to guide supervisor users through the step-by-step process of managing employees’ Learning Plan within SuccessFactors Learning.

Task A

View Employee’s Learning Plan 4 Steps

Task B

Assign Items to one or more Employee Learning Plans

17 Steps

Task C

Remove Items from one or more Employee Learning Plans – 16 Steps

Task A. View an Employee’s Learning Plan

1

From the Home page, select Learning from Home menu.

1




2

From the Learning home page, click the My Employees tab.

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3

4

Use the employee tree to view the Learning Plan of direct and indirect reports.

Hover over an employee card to perform the available actions without loading the user's Learning Plan.

When you click an employee card, that user's Learning Plan is displayed.

3 4

Note: You may customize the view by filtering the Learning Plan to show Learning only, Registrations, etc.




Task B. Assign Items to one or more Employee Learning Plans

1

From the Learning page, click the My Employees tab.

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2

Click the Assign/Remove Learning supervisor link.

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Click Assign Learning.

Click Continue.

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5

Click the Items and Curricula Add icon ( ).

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Enter keywords to search for the item/curricula to assign to the employee.

Use the checkboxes to further filter your search.

Click Search.

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From the search results list, click the check the Select checkbox.

Click Add.

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Modify the assignment type, assigned date, and required date as necessary.

Click the Employees Add icon ( ).

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Click the checkboxes next to the employees you wish to add the item/curricula to.

Click Add.

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14

Note: Click the Quick Select icon ( ) to simultaneously select all direct and/or indirect reports for the corresponding employee.

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The selected employees are listed.

Click Continue.

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Review and confirm the details of the item/curriculum assignment.

Click Assign Learning.

16




A confirmation message displays indicating successful assignment.

17 Click Close. 17

Task C. Remove Items from an Employee’s Learning Plan

1


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Click the Assign/Remove Learning Supervisor Link.

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Click Remove Assigned Learning.

Click Continue.

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Note: The Remove Items option will not remove items assigned to a user through a curriculum or by an administrator.




5

Click the Items Add icon ( ).

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Enter keywords to search for the item to remove from the employee’s To- Do List.

Use the checkboxes to further filter your search.

Click Search.

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From the search results list, click the check the Select checkbox.

Click Add.

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11

Click the Employees Add icon ( ).

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Click the checkboxes next to the employees you want to remove the item from.

Click Add.

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Note: Click the Quick Select icon ( ) to simultaneously select all direct and/or indirect reports for the corresponding employee.




14

Click Continue.

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Review and confirm the details of the item removal.

Click Remove Learning.

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A confirmation message is displayed.

Click Close.

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San Jacinto College District | Administrative End-User Training for All SJCD Leaders of 27 [Type text] [Type text]


Spark 2003: Assigning Delegates and Alternate Supervisors In this section, you will learn how to add, assign, and edit delegate and supervisors to manage the learning and registration activities for their direct reports. All SJCD employees who supervise full-time or part-time employee should complete this training section.

Learning Goals:

• Add a Delegate • Edit Delegate Permissions • Assign an Alternate Supervisor • Reassign Responsibility


Assigning Delegates (Supervisor)


Job Aid: Assigning Delegates (Supervisor)

Purpose

The purpose of this job aid is to guide you through the step-by-step process of using the delegate feature within SuccessFactors Learning. A delegate is another user who you identify to act on the work that you need to complete in the user interface.

When you identify a user as a delegate through the Delegates area in your Options and Settings screen, the system adds that user's name to the Delegators list. Typically, you identify a user as a delegate when you want the user to perform some of your tasks. You can use the Delegates area to add or edit the permissions for a delegate, which you might want to do, for example, if you plan to take an extended holiday or cannot access the user interface for some reason.

In this example, Marcus Hoff will be going on vacation for two weeks. He has a handful of employees who report to him. He has decided to deem his direct supervisor, Aaron Miller, as a delegate to perform all necessary actions in SuccessFactors Learning.

Task A Add a Delegate

8 Steps

Task B Edit Delegate Permissions

6 Steps

Note: Your administrator determines the list of permissions that you can delegate; you must decide to grant some, all, or none of those permissions for each delegate.




Task A. Assign a Delegate

1

From the Home page, select Learning from the Home menu.

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From the Learning page, click the Options and Settings easy link.

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Click Add in the Delegates area on the Options and Settings screen.

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Using the type-ahead feature, enter the last name of the user you wish to identify as a delegate for your records.

The system displays a matching list of users. Select the user you wish to assign as delegate.

or

Click the Advanced

4 6

5




Search link to search for

specific users using the search screen.

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Once selected, select the level of permissions for the delegate:

• Inactive Delegate: selected user is inactive; no permissions are active.

• Predefined Permissions: provide selected user with all of the workflows that you have currently.

• Selected Permissions: select the workflows (from the set of workflows that you currently have) that you want to grant to the selected user.

Click Save.

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The delegate is now selected and permissions are assigned.

Task B. Edit Delegate Permissions

1

From the Learning page, click the Options and Settings easy link.

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2 Select the delegate.

3 Click Edit.

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4 Select appropriate permissions. In this example, we changed the delegate’s permissions from predefined to selected permissions. 4

5 Select specific permissions to assign the delegate.

Note: Use the scroll bar to view all permissions available. Also, use the expand and collapse buttons ( ) to control the list view.

6 Click Save. 5

6

View saved changes.


Assigning an Alternate Supervisor (Supervisor)


Job Aid: Assigning an Alternate Supervisor (Supervisor)

Purpose

The purpose of this job aid is to guide you through the step-by-step process of managing alternate supervisors within SuccessFactors Learning. When employees work for an extended period on a project where they report to a different manager or supervisor, you may want to transfer responsibility for completing the primary supervisor’s tasks, for example, a performance review or competency assessment, to an alternate supervisor.

The Manage Alternate Supervisors function allows you to identify other users as alternate supervisors and assign primary responsibility to them. After you assign a user as an alternate supervisor, the system updates the My Team section for that alternate supervisor, by including the user for whom they now have responsibility to complete a task. The alternate supervisor can then complete the task or identify another alternate supervisor for the user.

In this example, Christopher Ackerman, whose normal supervisor is Alex Thompson, has been working on a long term project with Carla Grant. Because Alex has not seen much of the work in progress, he wants to assign Carla Grant as Christopher’s alternate supervisor and to complete a performance review for Christopher.

Task A

Assign an Alternate Supervisor 7 Steps

Task B Reassign Responsibility

6 Steps

Task A. Assign an Alternate Supervisor

1

From the Home page, select Learning from Home menu.

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2


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Hover over an employee card and select Manage Alternate Supervisors.

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Using the type-ahead feature, enter the last name of the user you wish to identify as the alternate supervisor for the employee.

The system displays a matching list of users. Select the user you wish to assign as alternate supervisor.

or

Click the Advanced Search link to search for specific users using the search screen.

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6

Once selected, click the Make Responsible button of the task for the alternate:

• Competency

Assessments

• Performance Reviews

6

Note: Responsibilities are dependent on the workflows assigned to the individual supervisor.

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The task is now removed from the original supervisor and assigned to the alternate supervisor.

Click Save.

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Task B. Reassign Responsibility

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Hover over the employee card and select Manage Alternate Supervisors.

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To reassign responsibility to the original supervisor, click the Make Responsible button for the task, for that supervisor.

or Click the to remove the alternate supervisor.

or

To reassign to a new alternate supervisor, use the type-ahead feature to enter the last name of the user you wish to identify as the alternate supervisor for the employee and select the user you wish to assign as alternate supervisor.

Click Save.

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Quick Reference Guide - San Jacinto Collegestufiles.sanjac.edu/EdTech/SPARK/AdminUser_SJCD...Spark...

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