PeopleSoft 9.2 ELM Training Material (Day 1 of...

10/18/2016 © SpearMC Consulting 1 © 2016 SpearMC Consulting

SpearMC Consulting

Day 1

PeopleSoft ELM 9.2 Training

© SpearMC Consulting

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Agenda

About this Course

Introductions

Course Lessons

Q&A


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4-day PeopleSoft ELM 9.2

7:30am – 4:30pm

Scheduled breaks, break for lunch at 11:30?

Course Format

Learn – PowerPoint Explanation

See – Demos

Do - Exercises

About this Course


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Meng Max Wang Functional Specialist/Trainer at SpearMC

PeopleSoft Functional Lead ELM (Releases 9.0, 9.1, 9.2) HCM (Releases 8.3, 8.9, 9.0, 9.1, 9.2)

Functional Consultant

Implementation Upgrades Custom Development Support

Introductions


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Introductions

Name

Department

Role on Project

Fun Fact


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Course Lessons - Day 1

7:30am to 11:30am

Purpose of the training

ELM Overview

ELM Implementation Best Practices

Case Study and Lessons Learned

Fluid User Interface “Mobile” vs Classic Home


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12:30pm to 4:30pm

ELM Security

Learning Environment

Learner Group



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7:30am to 11:30am

Learning Environments and Learner Groups, Continued…

Business Process Review

System Defaults Overview



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12:30pm to 4:30pm

System Default Overview, continued…

Other System Setups

Delivery Method Type

Learning Component Type

Survey Definition

Supplemental Learning

Categories

Learning Resource



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7:30am to 11:30am

Recap of Day 2

Catalog structure review: category, course, delivery method, class, component, session, program

Administrator tasks: create and maintain catalogs, courses, delivery methods, classes

Learner Tasks and Learning Progress review



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12:30pm to 4:30pm

Maintain Class Rosters

Learning Requests

Notification, XML Publisher Templates



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7:30am to 11:30am

Curriculum and Certification Programs

Supplemental Learning



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12:30pm to 4:30pm

Content Types: SCORM, AICC

Objectives & Competencies

Job Profile/Integration with HR

Wrapping up

Q & A



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This instructor-led training provides a high-level overview of configuration, set-up and business process aspects of PeopleSoft ELM 9.2 Application.

In particular, it demonstrates how an administrator would set up and maintain catalog information, perform learner related tasks and track enrollment information, how a learner would search, enroll and attend learning, and how a manager would perform team related learning tasks.

Purpose of the Training


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Overview of PeopleSoft Applications

Applications:

HCM, FSCM, CRM, ELM, etc.

Versions: 8.x, 9.0, 9.1, 9.2

PeopleTools:

Version 8.4x, 8.5x, the most recent is v8.55


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Overview of PeopleSoft ELM

Full Name is Enterprise Learning Management. It’s a standalone PeopleSoft application, not part of PeopleSoft HCM.

Similar to PeopleSoft HCM and Financials applications, ELM is a pure internet-based solution that enables enterprises to deliver courses and content to learners—whether they are customers, partners, suppliers, or employees—from a variety of sources. With ELM, companies can manage a blended learning environment, gain visibility and insight into company learning needs, and analyze learning effectiveness.

ELM not only allows administrators/managers to define and track learning, but it also allows learners to conduct learning and launch contents or webcasts.

ELM is designed for use with other PeopleSoft Enterprise applications using pre-certified integration with PeopleSoft HCM and Financials. Integration with non-Enterprise financial and human resources products and training delivery tools/vendors is also possible, due to open integration technology.


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ELM Implementation Best Practice

Follow the SDLC (Software Development Lifecycle) process: requirement gathering, fit-gap analysis, customization identification, design, build, testing, training, go-live, production support and maintenance. Some PMs like Agile, but I saw failures from it even for good PMs. If Agile is used for this project, better clearly understand what it means (Running cycles; may never end if not managed well).

A PM with a granular project plan, good change management skill and good client relationship.

Determine the number of customizations as early as possible, hire the right people to do the implementation.

Determine the scope of the implementation in an early stage: whether or not there is a conversion effort. Examples are, users, catalogs, learning history, online contents, vendor integration. Under what criteria to convert: active or inactive, up to which year, etc. Watch out for your own legacy data. They may surprise you and cause prolonged implementation efforts during conversion.

During the implementation, be ready to adjust some business processes to collaborate with customizations, project scope, timeline and budget.


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ELM Implementation Best Practice

In order to make the right decisions, have client users and IT play with the system as early, and as much, as possible.

Determine the number of learning environments early but be cautious. Check with all stakeholders before making decisions. One learning environment will make implementation easy but the data security may not be optimal to the organization.

Determine the strategy of content development: standards and tools: AICC, SCORM 12, SCORM 2004; Articulate, etc. They are compliant with ELM.

Keep an eye on released PUMs during the project. If there are few customizations, low risk to apply them during the project.


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SDLC Waterfall vs Agile


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ELM Implementation Case Study

Case study and lessons learned from previous projects:

Client 1: Public sector, state/city funded university system: vanilla implementation of ELM 9.0. Went live in 6 months with 1 learning environment. User conversion from PS HCM was delivered by PeopleSoft, catalog creation was in scope, no learning history conversion; less than 3 pieces of customizations. Major efforts were the training of 20+ colleges and coming up with support/operating model.

Client 2: Private sector, regional banking system:

Phase 1: Vanilla implementation of ELM 9.2 by HR Dept. Went live in 6 months. User conversion was delivered by PeopleSoft. Catalog and learning history conversion from legacy system were in scope. 50 trackers including 30 customization requests were queued up for after go-live. Due to underestimated conversion efforts and inadequate testing, lots of conversion data issues were discovered after go-live, took 12+ months to clean up. Contents were uploaded freshly after go-live. One learning environment.

Phase 2: Learning Rollout initiated by Compliance Dept took a year to go live. It included 20 pieces of customizations, a new user group (contractors), and small amount of catalog conversion. One more learning environment was added.


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ELM Implementation Case Study

Client 3: Private sector, global manufacturer:

One legacy system splitting into 2 ELM systems by user groups. User conversion from 6+ data sources to ELM, can’t use PeopleSoft delivered user integration from HCM to ELM; huge amount of catalog and learning history conversion; huge amount of contents to convert and migrate for both ELM instances.

Initially, IT would like to go pure vanilla and targeted to complete the project in 10 months. However, learning team stakeholders would like to heavily customize ELM to make it as close to the legacy system as possible. E.g., they don’t like learner ID, would like to replace it in each page with employee ID. Lots of back and forth discussion occurred between the 2 teams but no conclusions. For this reason, ELM implementation team didn’t have a clear direction what to do.

Eventually, learning team won the battle over IT, and the project was restarted to fully customization mode after 10 months. The go-live is now targeted 22 months after the original start date. The PM methodology had to change from SDLC to Agile which caused more problems even for this timeline.


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ELM 9.2 -> Getting Started …

Login page

Fluid Interface for Tablets and Phones

Classic Home for PCs

Security Overview: page and data

Learning Environment – for Administrators

Learner Group – for Learners


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Login Page for ELM

Just like in HCM, enter PS/PS as the super user. Keep English as Language.

Note – when doing exercises, you will have your own super user id cloned from this PS Super User ID.


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Mobile Device - Fluid User Interface

Fluid interface is delivered by PeopleTools 8.55. Good for mobile users.

Although there is a way to switch the 1st page after sign-on back to Classic Home, Oracle recommends to adopt to fluid interface even for PC users.


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What is Fluid Interface, what can it do?

It’s a single interface across different devices – desktop, tablet, smart-phone.

Mobile users can launch contents in PeopleTools 8.55.

Page layout dynamically changes based on the size of the screen.

The tiles represent application pages, acting like buttons.

Fluid User Interface


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Home Page Button: return to home page.

Search button: search PeopleSoft system.

Notifications button: number of pending actions and alerts.

Fluid User Interface Illustrated


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Actions button: additional actions you can perform. List of actions depend on the page you are on.



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NavBar button: Navigation buttons and links taking you anywhere in the system.

Recent Places

My Favorites – bookmark of pages

Navigator

Classic Home – switch back to old navigation menu



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Click Recent Places to find the pages worked on earlier.

Click My Favorite to see the bookmarked pages.



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Click Navigator button to reach the navigation menus.

It lists all menus you can see from the Classic Home or traditional navigation menus.

Self Service, Manager Self Service, Enterprise Learning, Set Up ELM are important to this training class



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Classic Home

Switch back to Classic Home for PC devices, or click Classic Home button from Fluid interface, the traditional navigation menus are displayed. It’s still the preferred navigation method for many PC users, but it’s not so convenient for mobile users.


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Page Access:

Similar to PeopleSoft Financials Module

Users are assigned with a group of Roles

Roles are built by a group of Permission Lists

Permission lists define access to individual pages

ELM Security


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Page Access:

ELM delivers 18 roles:

Learner

Manager

Admin

Instructor

…

ELM Security

Navigation: PeopleTools > Security > Roles and Permission Lists > Roles


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Page Access: Instructor role:

ELM Security

Navigation: PeopleTools > Security > Roles and Permission Lists > Roles


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Page Access: Permission List LMLELM3300:

ELM Security

Navigation: PeopleTools > Security > Roles and Permission Lists > Permission Lists


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Page Access: Permission List LMLELM3300:

ELM Security

Navigation: PeopleTools > Security > Roles and Permission Lists > Permission Lists


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Page Access: Instructor Preferences page:

ELM Security

Navigation: Self Service > Instructor Preferences


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Access to run processes:

ELM Security

Navigation: PeopleTools > Process Scheduler > Processes


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Page to run a process:

ELM Security

Navigation: Enterprise Learning > Notifications > Class Notifications


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Page to run a report:

ELM Security

Navigation: Enterprise Learning > Learning Reports > Class Roster


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Page to run a query: Reporting Tools > Query > Query Viewer

ELM Security

People with more access can build and edit query. Reporting Tools > Query > Query Viewer.


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Data Access: Learning Environment (LE):

Designed for Catalog Data Security from Administrator point of view. However, doesn’t restrict learner and LG data security.

Example of multiple learning environments: HR and Compliance departments can have their own LEs and they can’t see the catalogs for each other. If the administrators for both depts are allowed to see and update each other’s catalog and contents, then 1 learning environment is good enough. However, I doubt police dept would like administrators of other depts to have access to their catalog/contents.

One person can be set up as the administrator for any number of LEs. In this case, this person needs to be aware what is the current LE he/she is in. Switch the current working LE to another one if need to work in a different learning environment.

ELM Security


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Data Access:

Learner Group (LG):

Designed for Catalog Data Security from Learner point of view.

If a learner is in the same LG as a course, class or program, the learner can search and find them from Find Learning page, and determine whether to enroll or not. In other words, available for the learner to enroll but won’t be enrolled automatically.

The courses/classes/programs do need to be in certain status – Active – in order to get searchable in Find Learning page.

ELM Security


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Data Access: Learning Environment is an attribute tied to:

Everybody in ELM - Administrator, Instructor, Manager, Learner - when they are in ELM as an learner

Administrators and Instructors have additional LE values when they are in ELM as an administrator or instructor.

Learner Groups

Course

Class

Programs

Resources such as Facilities

Organizations such as customers, departments and vendors.

ELM Security


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Learner point of view:

Everybody is a learner in ELM, no matter whether it’s a manager, instructor or administrator in the meantime.

One and only one learning environment is tied to any learner, either internal or external. This value is used for Self Service purpose.

Here is the LE value for an ordinary Internal Learner:


Navigation: Enterprise Learning > User Profile > Internal Learners


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Administrator point of view:

For an administrator, they can also be the administrator of one or more learning environments.

Here is where to set up administrators for a learning environment:


Navigation: Set Up ELM > Learning Environments


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Instructor point of view:

Instructor is built from an existing learner. One or more learning environments can be assigned to an instructor. Usually this means this instructor can teach in multiple learning environments.

Here is where to set up an Instructor:


Navigation: Enterprise Learning > User Profiles > Instructors


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Learning Environment is tied to Learner Groups

Learner Groups have to be defined under one and only one Learning Environment


Navigation: Enterprise Learning > Learner Groups > Maintain Learner Groups


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Learning Environment is tied to Courses.

In below example, only the administrators in those 2 learning environments can search and find this course under Maintain Courses page


Navigation: Enterprise Learning > Catalog > Maintain Courses


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Learning Environment is tied to classes.

Only the administrators in below learning environment are able to search and find this class under Maintain Classes page.


Navigation: Enterprise Learning > Catalog > Maintain Classes


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Learning Environment is tied to programs.

Only the administrators in below learning environments are able to search and find this program in Maintain Programs page.


Navigation: Enterprise Learning > Catalog > Maintain Programs


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Learning Environment is tied to facilities.

Only the learning activities in those learning environments will be able to use those facilities.


Navigation: Enterprise Learning > Learning Resources > Facilities


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For those who are set up as an administrator in more than 1 learning environment, Set Learning Environment page is where to set up the current working Learning Environment.

This page doesn’t mean anything to a learner.


Navigation: Enterprise Learning > Set Learning Environment


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Navigation: Enterprise Learning > Catalog > Maintain Courses

Learner Group is tied to courses.

In order for the learning to be searchable by a learner, 1 or more learner groups need to be assigned to the course/class/program.

Learner Group


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Navigation: Enterprise Learning > Catalog > Maintain Classes

Learner Group is tied to classes.

Only the learners in learner group ‘Employees’ can search and find it from Find Learning page.

Learner Group


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Navigation: Enterprise Learning > Learner Group > Maintain Learner Groups

Learner Group consists of a group of learners.

Criteria based Learner groups: use criteria from 9 delivered criteria types, including Learner, Job Code, Department, etc. See next page.

Learner Group


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Criteria based Learner groups – 9 available criteria delivered by ELM.

They are all learner’s attributes.

Learner Group



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Criteria based Learner groups – returned learners:

Learner Group


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Navigation: Enterprise Learning > Learner Group > Maintain Queries

Another type of learner groups: Query based Learner groups – Use existing PS query:

Learner Group


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Query based Learner groups – select a pre-defined query to build a learner group:

Learner Group


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Learner Group is used as a tie between learners and catalogs.

It’s for catalog data security for ordinary learners, which includes administrators since they are also a learner in ELM.

Below shows all the tab names for a learner group. You can see what exactly are tied to a learner group.

Recap of Learner Group


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Navigation: Self Service > Learning > Find Learning

If a learner and a course or a class share the same learner group, it means this learner can search and find this course or class from Find Learning page, and enroll it if the class status is ‘Active’.

Below is the Find Learning page accessible to all learners:

Recap of Learner Group


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Navigate around the system with Assigned User ID and Password. URL: http://ec2-52-8-1-83.us-west-1.compute.amazonaws.com/psp/ELM92/?cmd=login

Exercise 1: Use iPhone, iPad, Android phone, or a tablet to sign in, try out Fluid User Interface, play with the tabs. – Use 5 minutes.

Exercise 2: Back to a PC which is already set up for Classic Home upon sign-on, make yourself familiar with the navigations. I will guide you through the menus and sub-menus. The provided super user ids have the same page security setup so you would see the same navigations as other people in the training. However, in reality, very few people will be super admin. Typically, the super admins are someone in IT or training team core members. – Use 10 minutes.

Day 1 Mini Exercises


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Exercise 3: Enterprise Learning > Catalogs> Maintain Courses, search without entering any criteria, click any returned courses. Please DO NOT make any updates to the courses. Go to Security link on the top right hand corner of the first 1st tab to review learning environments and learner groups. – Use 10-15 minutes.

Exercise 4: Enterprise Learning > Catalog > Maintain Classes, search without entering any criteria, click any returned classes. Please DO NOT make any updates to the classes. Go to the Security link on bottom of the first 1st tab – Class Details – to see the learning environments and learner groups. – Use 10-15 minutes.

Day 1 Mini Exercises

Try out catalog search:


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ELM Overview

ELM Implementation Best Practices

Case Study and Lessons Learned

Fluid User Interface vs Classic Home

Page Security vs Data Security


Learner Group

Summary of Day 1

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