LEARNING MANAGEMENT SYSTEM MANAGER GUIDE

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LEARNING

MANAGEMENT SYSTEM

MANAGER GUIDE

Social Work

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Training Team updated 20-10-14

MANAGEMENT AREA

 Click on the Management Area and the following screen will appear

 Press OK to be transferred to the Management area

VIEW REQUESTS CALENDAR

 Click on View Requests Calendar in the Management Area prior to approving / declining applications at View Pending Request. Requests Calendar allows you to see what staff are already on training.

The timings of courses are indicated as follows:

- Half day - Evening - Full day - Mixed

Clicking on a date will display all of the

applications for that day

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APPLICANT REQUESTS

VIEW PENDING REQUESTS (APPROVING / CANCELLING)

 An automatic ‘New application submitted for individual’ email from

[email protected] will be sent to your or central email address whenever staff linked to your financial code apply for a course. You will be informed of any pre- requisites that the applicant has to meet prior to you approving them to attend.

 Click on the Status drop down arrow and select the appropriate option

 Click on Process These Requests twice to confirm approving or declining If there is limited availability for a course the maximum number of applicants who can be approved will be shown. Any applicants left 'waiting' will be added to a waiting list where they will be offered a place should a cancellation occur. This will be offered on a 1st come basis.

 Automatic emails from [email protected] will be sent to you and the applicant’s email address when a course is going ahead, a course is cancelled or an offline applicant was added.

Subject: ‘Applicant Confirmed’

Course is going ahead and applicant was confirmed by Course Contact, No further action required.

Subject: ‘Course Cancelled’

 To approve or decline this request please log into the Management Area

 Click on View Pending Requests

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Course was cancelled. No further action required Subject: ‘Offline Application Made’

Manager nominated a staff member for a course by emailing Course Contact. No further action required.

VIEW PROCESSED REQUESTS

 Click on View Processed Requests in the Management Area and you will see all the requests from applicants who you line manage

The following page show applicants’ requests which have been approved, declined and are waiting.

Actions: Further details for the request can be displayed using the View request

details icon . The request can also be reprocessed (approved or declined) using the Reprocess this request icon The icon identifies that the feedback questionnaire has not been completed

If you filter by selecting the “Course Start Date” option the Actions on the Right hand side will be different from the ones that display when you filter by “Process Date” e.g. View Request Details, Feedback Questionnaire not completed OR View Feedback Questionnaire.

Click on the dropdown list to select the filter by the

Course Start Date or the Process Date.

Use the

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COST CODE APPROVAL

VIEW COST CODE REQUESTS

 Click on View Cost Code Requests in the Management Area and view all

applicants for your cost code(s) regardless of line manager i.e. approve on behalf of another Line Manager

Follow the instruction View Pending Requests (Page 5)

BUDGET

This area can provide information regarding charges if staff attend Corporate Courses, which may have a cost (This does not link to ERP).

VIEW BUDGETS

 Click on View Budgets

 You can view the budgets for your budget unit during selected period by clicking on the "View Budget Period" Icon in the Actions

VIEW EXPENDITURE

 Click on View Expenditure

 An overview of budget expenditure for the selected year will be shown

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VIEW COURSE EXPENSES

 Click on View Course Expenses - Can be accessed by clicking on (View Breakdown) at Courses Expenditure: (Actual) within View Expenditure Screen

 An overview of budget expenditure for each individual course for the selected year will be shown

 Click on Show/Hide list of attendees icon in Actions

VIEW GENERAL EXPENSES

 Click on View General Expenses - Can be accessed by clicking on (View Breakdown) at General Expenditure: (Actual) within View Expenditure Screen

 The General (Non-user) expenditure for the selected Budget Unit and Year will be shown

USER EXPENSES

 Click on User Expenses

 To search for a user to view the budget details for, select the criteria from the dropdown lists

 Click on Go

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ADD USER EXPENSES

 Click on Add User Expenses

 Update Start Date and End Date accordingly

 Select an instance and click on View instance details icon in Actions

 Select an applicant and click on Add applicant’s expenditure icon in Actions

 Enter cost and click on Save Applicant Expenses

 Click on Return to Applicant List

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PROFESSIONAL LEARNING

The items identified above apply to Education only and separate guidelines have been issued regarding them.

UNVERIFIED QUALIFICATIONS (VERIFYING)

Each member of staff is responsible for recording their own qualifications on the system.

 An automatic ‘Qualification requiring verification’ email from

[email protected] will be sent to manager’s email address whenever staff input new qualification.

After viewing the certificate(s), the manager can then verify them on the system.

 Click on Unverified Qualifications in the Management Area.

Staff from Budget Units you approve which match the query given and who have unverified qualifications will be shown. To view a list of unverified qualifications for a user, click on the icon in the Actions You can verify qualifications for multiple users at once by clicking the "Verify Multiple Users" link in the bottom right of the page.

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 To verify that you have seen the appropriate certificate tick the box for each record

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QUALIFICATIONS EXTRACT

The manager can view / print their team member’s qualifications extract.

 Click on the Qualifications Extract in the Management Area and the following screen will appear

 Click on Open to view the extract

Multiple records will be show for people with more than 1 qualification

 Click on X to close the extract and to return to the Learning Management System

QUALIFICATION RTF

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 Select the searching criteria from the dropdown list and click on Go

 Click on Download Qualifications RTF (By User) or Download Qualifications RTF (By Qualification) and the report will appear

REPORTS

APPLICANT COURSES REPORT

 Click on Applicant Courses Report in the management area

This report allows you search for an applicant and view all courses which they have attended as well as any courses they are scheduled to attend in the future.

 Select searching criteria from the drop down list and Click on Go

You can search on multiple terms by clicking on the "ADD" icon at the end of the row to add another term.

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Additional information has been included within the excel download of the Applicant Courses Report which includes summary of the session attendance, i.e. for a 5 day course it will identify the dates the applicant attended / not attended

ATTENDANCE OVERVIEW REPORT

This report displays training undertaken as well as not undertaken by staff.

 Click on Attendance Overview Report in the management area

 Enter details within search criteria above and following screen will appear

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Download training for current employees as Excel takes you to excel spreadsheet so

that you can filter information for relevant courses

Alternatively, you can obtain information for a specific course, by entering the Reference Number OR part of the Title as shown and clicking on Lookup Course

Courses that have that information included will be displayed

 Click on Icon in Actions

The following screen, similar to previous one, is displayed, but it identifies the information for the specific course only

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PARTIAL ATTENDANCE REPORT

This report allows you to search for a subset of applicants and view all the courses which they have part attended.

 Click on Partial Attendance Report in the Management Area

Enter search criteria

Information displayed on the screen

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COURSE APPLICANTS REPORT

 Click on the Course Applicants Report in the Management Area

This report displays information about applicants who have attended or are due to attend a course.

 Enter the Title you wish to view

OR

 Enter the Course Reference Number (if known).

 Click on Look Up Course

Results from the Applicants Course Report will be displayed.

 Click on Action to view report

 You can select from three options, View Applicants for future instances,

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 Select as appropriate then click Go

Results from the Course Applicants Report will be displayed.

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COURSE TIME LIMITED REPORT

This report displays those individuals with a course that has an expiry date. Can download to Excel to quickly identify a specific course and the individuals the time limit affects.

 Click on the Course Time Limit Report in the Management Area

 Enter relevant search criteria details and amend the dates accordingly

 click GO

The following screen will appear:

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LEARNING LOG REPORT

This will allow manager’s to identify staff that may have a certificate in a specific area, i.e. First Aid, which has not been undertaken by Fife Council and has been added via the staff member’s CPD Learning Log.

 Click on the Learning Log Report in the Management Area

 Enter relevant search criteria details and amend the dates accordingly

 Click Go

The Individuals will be displayed (Note: It will only be those staff who have inputted information for these dates that were identified)

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VIEW ASSIGNED USERS

 Click on the View Assigned Users in the Management Area.

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PROXY FUNCTIONS

VIEW AVAILABLE USERS

 Click on View Available Users to access Proxy in the Management Area

The screen displays the names of the workers the manager has proxy access to and which can be downloaded to Excel.

You will be taken into the following screen using proxy on behalf of the selected worker (please see the user guide for more instructions)

Select the individual worker you want to proxy for and click on the Login as this

User icon

Use the side menu bar for updating:

 Their Personal Details

 Course List

 Their Requested Courses

 Their Past Courses

 Their Email alerts

 Change Password

 Their CPD Portfolio

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Click on Stop Proxying and it will take you back to your Management Area and to the list of View Available Users that you can proxy for.

N.B. Do NOT use the X to close the system

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If you require any help or have any suggestions as to how the CPD Management System could be improved, please email Course contact

LEARNING MANAGEMENT SYSTEM MANAGER GUIDE

LEARNING

MANAGEMENT SYSTEM

MANAGER GUIDE

Social Work

CONTENTS

MANAGEMENT AREA

VIEW REQUESTS CALENDAR

APPLICANT REQUESTS

VIEW PENDING REQUESTS (APPROVING / CANCELLING)

VIEW PROCESSED REQUESTS

COST CODE APPROVAL

VIEW COST CODE REQUESTS

BUDGET

VIEW BUDGETS

VIEW EXPENDITURE

VIEW COURSE EXPENSES

VIEW GENERAL EXPENSES

USER EXPENSES

ADD USER EXPENSES

PROFESSIONAL LEARNING

UNVERIFIED QUALIFICATIONS (VERIFYING)

QUALIFICATIONS EXTRACT

QUALIFICATION RTF

REPORTS

APPLICANT COURSES REPORT

ATTENDANCE OVERVIEW REPORT

PARTIAL ATTENDANCE REPORT

COURSE APPLICANTS REPORT

COURSE TIME LIMITED REPORT

LEARNING LOG REPORT

VIEW ASSIGNED USERS

PROXY FUNCTIONS

VIEW AVAILABLE USERS

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