West Virginia Learning Management System Student … Medicaid Training Center Training... ·...

Confidential and Proprietary

West Virginia Learning Management System Student User

Guide

Date of Publication: 12/14/2012

Document Number: [Number]

Software Version: 9.2

Document Version: 3.0

West Virginia Learning Management System Student User Guide


Privacy and Security Rules

The Health Insurance Portability and Accountability Act of 1996 (HIPAA – Public Law 104-

191) and the HIPAA Privacy Final Rule1 and the American Recovery and Reinvestment Act

(ARRA) of 2009 requires that covered entities protect the privacy and security of individually

identifiable health information.

Protected health information (PHI) includes demographic information and other health

information and confidential information, whether verbal, written, or electronic, created,

received, or maintained by Molina Healthcare about members and patients. It is health care data

plus identifying information that would allow the data to tie the medical information to a

particular person. PHI relates to the past, present, and future physical or mental health of any

individual or recipient; the provision of health care to an individual; or the past, present, or

future payment for the provision of health care to an individual. Claims data, prior authorization

information, and attachments such as medical records and consent forms are all PHI.

1 45 CFR Parts 160 and 164, Standards for Privacy of Individually Identifiable Health Information; Final Rule



Revision History

Version Date Author Action/Summary of Changes Status

2.0 04/30/2012 M.Carpenter Updated to version 9

3.0 12/14/2012 M.Carpenter Updated to version 9.2



Table of Contents

Privacy and Security Rules .......................................................................................................... 2

Revision History ............................................................................................................................ 4

Table of Contents .......................................................................................................................... 6

Table of Figures and Tables ......................................................................................................... 8

1. Introduction ......................................................................................................................... 11

2. Information You Will Need ................................................................................................ 12

3. System Requirements ......................................................................................................... 13

4. Registering for the West Virginia Learning Management System ................................ 14

4.1 The Hyperlink ............................................................................................................................ 14

4.2 Registration ................................................................................................................................ 14

4.2.1 Username............................................................................................................................... 15

4.2.2 Password Length ................................................................................................................... 16

4.2.3 Strong Password Required .................................................................................................... 16

4.2.4 Help Logging In .................................................................................................................... 19

4.3 Terminology .............................................................................................................................. 22

5. Search Library .................................................................................................................... 24

6. Left Navigation Area .......................................................................................................... 27

6.1 Homepage .................................................................................................................................. 28

6.1.1 Homepage; My Registration Tab .......................................................................................... 29

6.1.2 Homepage; My Notifications Tab ......................................................................................... 33

6.1.3 Homepage; Featured Tab ...................................................................................................... 38

6.2 Calendar Search Tab .................................................................................................................. 39

6.3 Advanced Search Tab ................................................................................................................ 45

6.3.1 Search Results Screen ........................................................................................................... 48

6.4 Registrations Tab ....................................................................................................................... 50

6.5 Profile ........................................................................................................................................ 55

6.6 Transcript ................................................................................................................................... 59

6.6.1 Transcript; Curriculum Tab ................................................................................................... 59

6.6.2 Add External Training ........................................................................................................... 61

6.6.3 Transcript; Certification Tab ................................................................................................. 63

6.7 Training Plan ............................................................................................................................. 65

6.7.1 Add External Training ........................................................................................................... 69

6.7.2 Add Internal Training ............................................................................................................ 70

6.8 Dashboard .................................................................................................................................. 73

6.8.1 View Completion Metrics ..................................................................................................... 75

7. Curriculum Management ................................................................................................... 76

7.1 Search Library Registration ....................................................................................................... 76

7.1.1 More Details Hyperlink ......................................................................................................... 76



7.2 Calendar Search Registration .................................................................................................... 80

7.3 Advanced Search Registration ................................................................................................... 83

7.4 Dropping a Curriculum .............................................................................................................. 86



Table of Figures and Tables

Figure 4.1.1 – Medicaid Training Center homepage .................................................................... 14

Figure 4.2.1 – New West Virginia Users – Register Here hyperlink ........................................... 15

Figure 4.2.2 – Self Registration; Your Basic Info section ............................................................ 15

Table 4.2.3.1 – Your Basic Info Table .......................................................................................... 16

Figure 4.2.3.1 – Password error message ..................................................................................... 17

Figure 4.2.3.2 – Self Registration; Your Contact Info section ..................................................... 17

Table 4.2.3.2 – Your Contact Info Table ...................................................................................... 18

Figure 4.2.3.3 – Required fields error message ............................................................................ 19

Figure 4.2.4.1.1 – Help logging in hyperlink ................................................................................ 19

Figure 4.2.4.1.2 – Forgot Logon ID screen................................................................................... 20

Figure 4.2.4.1.3 – Reset username and password notification ...................................................... 20

Figure 4.2.4.1.4 – Reset Password screen ..................................................................................... 21

Figure 4.2.4.2.1 – Forgot Logon ID screen................................................................................... 22

Table 4.3.1 – LMS Terminology .................................................................................................. 23

Figure 5.1 – Search Library .......................................................................................................... 24

Figure 5.2 – All drop-down list .................................................................................................... 24

Figure 5.3 – Search Library field results ...................................................................................... 25

Figure 6.1 – The Left Navigation area .......................................................................................... 27

Figure 6.1.1 – Homepage .............................................................................................................. 28

Figure 6.1.2 – My Homepage ....................................................................................................... 28

Table 6.1.1.1 – My Registrations Tab ........................................................................................... 32

Figure 6.1.1.1 – More Details screen ............................................................................................ 32

Figure 6.1.1.2 – Drop hyperlink confirmation window ................................................................ 32

Figure 6.1.1.3 – Add to your calendar hyperlink and Next button ............................................... 33

Figure 6.1.2.1 – My Notifications screen ..................................................................................... 34

Table 6.1.2.1 – Notification Tab ................................................................................................... 37

Figure 6.1.2.2 – Notification Detail screen ................................................................................... 38

Figure 6.1.3.1 – Feature tab .......................................................................................................... 39

Figure 6.2.1 –Calendar Search tab ................................................................................................ 40

Figure 6.2.2 – Calendar Search screen .......................................................................................... 41

Figure 6.2.3 – Month arrows......................................................................................................... 41

Figure 6.2.4 – Calendar Search section ........................................................................................ 42

Figure 6.2.5 – Select Event pop-up window ................................................................................. 43

Figure 6.2.1.1.1 – Day view .......................................................................................................... 45



Figure 6.3.1 – Advanced Search tab ............................................................................................. 46

Figure 6.3.2 – Advanced Search screen ........................................................................................ 46

Figure 6.3.1.1 – Search Results screen ......................................................................................... 49

Figure 6.4.1 – Registrations Tab ................................................................................................... 50

Figure 6.4.2 – Registrations screen ............................................................................................... 50

Table 6.4.1 – Registration Screen ................................................................................................. 54

Figure 6.5.1 – Profile tab .............................................................................................................. 55

Figure 6.5.2 – Profile screen; Your Basic Info section ................................................................. 56

Figure 6.5.3 – Select an image window ........................................................................................ 56

Figure 6.5.4 – Profile Screen; Your Contact Info section............................................................. 57

Figure 6.5.5 – Required fields error message ............................................................................... 58

Table 6.5.1 – My Profile Screen Fields and Descriptions ............................................................ 59

Figure 6.6.1 – Transcript tab ......................................................................................................... 59

Figure 6.6.1.1 – Curriculum tab .................................................................................................... 60

Table 6.6.1.1 – Curriculum Table Fields and Descriptions .......................................................... 61

Figure 6.6.2.1 – Add External Training hyperlink........................................................................ 62

Figure 6.6.2.2 – Add External Training screen ............................................................................. 62

Figure 6.6.3.1 – Certification tab .................................................................................................. 63

Table 6.6.3.1 – Certification Table Fields and Descriptions ........................................................ 64

Figure 6.6.3.2 – Certification example ......................................................................................... 65

Figure 6.7.1 – Training Plan tab ................................................................................................... 66

Figure 6.7.2 – Training Plan List screen ....................................................................................... 66

Table 6.7.1 – Training Plan List Screen Fields and Descriptions ................................................. 68

Figure 6.7.3 – Manage Training Plan screen ................................................................................ 68

Figure 6.7.4 – Training plan system error message ...................................................................... 69

Figure 6.7.1.1 – Add External Training screen ............................................................................. 69

Table 6.7.1.1 – External Training Screen Fields and Descriptions .............................................. 70

Figure 6.7.1.2 – Success message ................................................................................................. 70

Figure 6.7.2.1 – Library Basic Search screen ............................................................................... 71

Figure 6.7.2.2 – Search Results screen ......................................................................................... 72

Figure 6.7.2.3 – Training Plan Detail screen ................................................................................ 72

Figure 6.8.1 – Dashboard tab ........................................................................................................ 73

Figure 6.8.2 – My Dashboard ....................................................................................................... 74

Figure 6.8.1.1 – View Completion Metric screen ......................................................................... 75

Figure 7.1.1.1 – Library Basic Search results screen .................................................................... 76

Figure 7.1.1.2 – Training Session Details screen .......................................................................... 77



Figure 7.1.1.3 – Training Session Details confirmation screen .................................................... 78

Figure 7.1.1.4 – Course Details confirmation screen .................................................................... 78

Figure 7.1.1.1.1 – My Notifications tab ........................................................................................ 79

Figure 7.1.1.1.2 – Confirmation email .......................................................................................... 80

Figure 7.2.1 – Select Event pop-up window ................................................................................. 80

Figure 7.2.2 – Training Session Details screen............................................................................. 81

Figure 7.2.3 – Training Session Details confirmation screen ....................................................... 82

Figure 7.2.4 – Course Details confirmation screen....................................................................... 82

Figure 7.3.1 – Advanced Search screen ........................................................................................ 83

Figure 7.3.2 – Training Session Details results screen ................................................................. 84

Figure 7.3.3 – Training Session Details confirmation screen ....................................................... 85

Figure 7.3.4 – Course Details confirmation screen....................................................................... 85

Figure 7.4.1 –Homepage ............................................................................................................... 86

Figure 7.4.2 – Confirmation window ............................................................................................ 87

Figure 7.4.3 – Request to drop notification .................................................................................. 87

Figure 7.4.4 – Request to Drop screen .......................................................................................... 87

Figure 7.4.5 – Confirmation email ................................................................................................ 88



1. Introduction

The purpose of this user guide is to assist the users of the West Virginia Learning Management

System (LMS) with registering and navigating through the site.



2. Information You Will Need

In order to access the West Virginia LMS site, you will need to have an email address and the

appropriate access code value. Please reference the Portal page instructions for the access code

value when accessing the Medicaid Training Center.



3. System Requirements

The LMS is a web-based application that runs through a standard web browser. The minimum

hardware requirements are Pentium II 266MHz processor with 2 gig of RAM. The LMS

platform supports Microsoft’s Internet Explorer version 7.0 and higher, Fire Fox, and Google

Chrome. The application is optimized for a 1024 x 768 screen resolution but will work on

larger/smaller screens. Java is required to be installed on the client PC.

Default browser security settings are normally all that is needed for the application to operate.

We recommend using the following tool to test any computers, which are having problems

connecting to the application or playing courses. The system test can be found here:

http://www.elogiclearning.com/systemTest/test-your-system.aspx

You may also need additional software plug-ins depending on the courses you are using. Most

common plug-ins include Adobe Flash, Adobe (PDF) or Microsoft’s Media Player.

http://www.elogiclearning.com/systemTest/test-your-system.aspx



4. Registering for the West Virginia Learning Management System

4.1 The Hyperlink

1. To access the website, click the following hyperlink.

https://molinamedicaidsolutions.elogiclearning.com.

2. The Medicaid Training Center homepage appears. Refer to Figure 4.1.1.

Figure 4.1.1 – Medicaid Training Center homepage

4.2 Registration

All first time users must register to create a username and password.

To complete registration, follow the steps below:

1. Click the New West Virginia Users – Register Here hyperlink on the Medicaid

Training Center homepage. Refer to Figure 4.2.1.

https://molinamedicaidsolutions.elogiclearning.com/



Figure 4.2.1 – New West Virginia Users – Register Here hyperlink

2. The Self Registration screen opens. Refer to Figure 4.2.2.

3. The required fields for the Self Registration screen are the User Name, First Name,

Last Name, Password, Confirm Password, Access Code, and Email fields. Refer to

Figure 4.2.2.

Figure 4.2.2 – Self Registration; Your Basic Info section

4.2.1 Username

The Username field has a minimum length requirement of 8 characters, alphanumeric with

special characters.

*Required

Next button



4.2.2 Password Length

Standard setup requires a password to have a minimum of eight (8) characters, which contains at

least one (1) upper case alpha, one (1) lower case alpha, one (1) numeric, and (1) special

character (@, #, $, %, ^, *, +, -).

4.2.3 Strong Password Required

All users are required to have passwords, which contains at least one (1) upper case alpha, one

(1) lower case alpha, one (1) numeric, and (1) special character (@, #, $, %, ^, *, +, -).

The email information is important, so that your new username

and password may be sent to you.

Do not hesitate to insert your business phone number and

address. The fields are not required but the information is

helpful for contact purposes.

Field Name Description

Access Code Enter the access code that has been provided to you

by the LMS administrators or the access code that

is available on the Portal page when accessing the

Medicaid Training Center.

User Name The username used to log in to the application.

This value must be unique and the system will alert

you if another user already has the username you

attempt to enter.

First Name Enter your fist name.

Last Name Enter your last name.

Password Enter the password you would like to use for

accessing the system.

Confirm Password Re-enter your password.

Table 4.2.3.1 – Your Basic Info Table

If you do not comply with the password settings listed above, the system generates an error

message. Refer to Figure 4.2.3.1.



Figure 4.2.3.1 – Password error message

1. Click the Next button when all information is supplied in the required fields. Refer to

Figure 4.2.2.

2. The Your Contact Info section of the Self Registration screen appears. Refer to Figure

4.2.3.2.

Figure 4.2.3.2 – Self Registration; Your Contact Info section


Email The user’s email that will receive emails from the

LMS.

Phone 1 Entering phone starting with area code. The system

generates the hyphens.

Submit button Back button




Phone 1 Type The options are Home, Business, Work, Text,

Mobile – Verizon, Mobile – AT&T, Mobile –

Sprint, Mobile – Tmobile, and Mobile – Nextel.











Business Address Business address for the user.

Address 1 Business Address Line 1 for the user.


City City where the user is located.

State State where the user is located.

Postal Code The postal code of the business location.

Country The country of the business address.

Table 4.2.3.2 – Your Contact Info Table

3. Fill in the fields, populate the drop-down lists, and be certain to supply the required field

information.

4. Click the Submit button to create your profile or click the Back button to return to the

previous screen.

If you have not filled in a required field, the system notifies you

of the error. Refer to Figure 4.2.3.3.



Figure 4.2.3.3 – Required fields error message

If you try to create a profile with a duplicate username a

message appears stating that the ‘User Name already exist’.

If all the information passes the validation test, the account is

created and you are automatically logged into the system.

4.2.4 Help Logging In

If you have previously registered an account in the LMS and cannot remember your username

and/or password, there are two available options.

4.2.4.1 Using Email Address on File

To reset using the email address that was provided during initial registration, follow the below

instructions:

1. Click the help logging in hyperlink on the Medicaid Training Center homepage header.

Refer to Figure 4.2.4.1.1.

Figure 4.2.4.1.1 – Help logging in hyperlink

2. The Forgot Logon ID screen opens. Refer to Figure 4.2.4.1.2.

Help logging

in hyperlink



Figure 4.2.4.1.2 – Forgot Logon ID screen

3. Enter the email address that was used in the initial registration in the field provided.

4. Click the Submit button.

If you enter an email address that is not on file, you will get a

message stating “The email you entered does not match any

active users in the system.

Please re-enter your email address or CLICK HERE to login

using your name and security question.

If you entered the correct email address, you will get a

message stating “Your username and password have been sent

to your email address.” You will receive an email stating that

the password has been reset. It will also contain the login ID

and temporary password. This temporary password will have

to be changed at your next login.

Figure 4.2.4.1.3 – Reset username and password notification

Submit button Field



If you have used the help logging in feature to reset your password, you will be required to

define your new password when you first login with the temporary password created by the

system.

1. Enter the temporary password in the Old Password field.

2. Enter the new password in the New Password field.

3. Enter the new password again for confirmation in the Confirm Password field.

4. Click the Submit Password button. Refer to Figure 4.2.4.1.4.

5. The system updates the password and you are logged in automatically.

Figure 4.2.4.1.4 – Reset Password screen

4.2.4.2 Without an Email Address on File

If you have previously registered and do not have an email address on file, you can retrieve your

username and password by following the instructions below:

1. Click the [email protected] hyperlink. Refer to Figure

4.2.4.2.1.

mailto:[email protected]



Figure 4.2.4.2.1 – Forgot Logon ID screen

2. The LMS administrator receives your email and assists you in regaining access to the

system.

4.3 Terminology

Understanding the terminology used in the LMS is important to retrieving the information that

you require.

LMS Term Definition

Homepage Also referred to as the WV Homepage. This

screen contains registrations and notifications.

Calendar Search Displays all the training sessions available.

Advanced Search Displays the Calendar Search option, as well as

the Advanced Search option.

Registrations Displays a list of curriculum that the user has

registered for but has not completed.

Profile The Profile screen contains profile information,

such as first name, last name, password, and

organization. The screen also contains contact

information and attributes, which is currently the

Trading Partner Agreement Number.

Transcript The Transcript screen contains curriculum and

certification information.

Email

hyperlink



LMS Term Definition

Training Plan The Training Plan screen contains information

that captures the details of a designed training

plan.

Dashboard The Dashboard screen contains completion

metrics, deadlines, learning paths, and

percentages.

Training Session A training session is usually an instructor-led.

Course A course is usually an eLearning training.

Table 4.3.1 – LMS Terminology



5. Search Library

Figure 5.1 – Search Library

The LMS has a robust search engine that allows you to search for courses, training sessions,

learning paths, etc., by name and by category. Refer to Figure 5.1.

For example, you can type “QNX” and receive all entries in

the LMS that have the QNX pairing in the beginning, middle,

or end of its title.

The Search Library is always visible on the right-hand side

below the main border, no matter where you are in the LMS.

1. Click in the Search Library field.

2. Type “QNX” in the Search Library field.

3. Click the Go button or press Enter to start the search.

OR

4. Click the All drop-down list to select a category. Refer to Figure 5.2.

The options within the drop-down list depend on the categories

determined by the LMS administrators.

Figure 5.2 – All drop-down list

The LMS returns all curricula with the key phrase QNX in its title. Refer to Figure 5.3.

Search

Library

All drop-down

list



Figure 5.3 – Search Library field results

When you see the term “Training Session” below a result

listing, the class will be instructor-led.

When you see the term “Course” below a result listing, the

course will be an eLearning (video).

You are able to access the Advanced Search feature via the

Search Library results screen by clicking the Advanced Search

Search

criteria

Training

session

Course

Advanced

Search

hyperlink



hyperlink in the upper right-hand corner. Refer to Section 6.3 –

Advanced Search Tab.



6. Left Navigation Area

Figure 6.1 – The Left Navigation area

When you initially log in to the LMS, the WV Homepage or the Homepage appears. This is the

main screen for navigation throughout the system. On the left-hand side of the screen, there are

navigational tabs that are always present. The navigational tabs are:

Homepage – This tab returns you to the homepage with one click, no matter where you are

in the application.

Calendar Search – The Calendar Search option opens a calendar for searching.

Advanced Search – The Advanced Search option opens a screen that contains multiple

search criteria fields.

Registrations – The Registrations screen provides you with a listing of the curriculum you

have registered for but have not completed.

Profile – This tab opens the Profile screen, where you can view and edit your profile

information.

Transcript – This tab opens the Transcript screen, where you can view new and existing

curriculum information.

Training Plan – This tab opens the Training Plan screen, which allows you to create a

training plan for any period of time.

Dashboard – This tab opens the Dashboard screen, which creates charts, percentages, and

graphics related to your usage of the system.



6.1 Homepage

Figure 6.1.1 – Homepage

The Homepage screen consists of three tabs, My Registrations, My Notifications, and Featured.

Figure 6.1.2 – My Homepage

My

Registrations My

Notifications

Featured

More Details

hyperlink

Drop

hyperlink



The More Details hyperlink below each registered curriculum

displays the full description of the curriculum including the

MeetingPlace/WebEx information. Refer to Figure 6.1.2.

6.1.1 Homepage; My Registration Tab

The My Registrations tab is the default tab on the Homepage. This lists all in process

registrations. If you do not have any in process registrations, the section is blank. Refer to

Figure 6.1.2.

For each registration displayed in the Registration tab, the following information is presented.

Column Name Description

Curriculum Name This displays the first 25 characters of the name

of the curriculum.

Prerequisite/Mandatory icon (if applicable) If the curriculum has a prerequisite or it has been

determined to be mandatory for you to complete,

you will see the Prerequisite or Mandatory icons.

If neither applies, nothing displays in this section.

Curriculum Type This displays whether the curriculum is a course

(eLearning), training session (instructor-led

event), or learning path (combination of

curricula).

Event Start Date/Due Date (if applicable) If the curriculum is an instructor-led event, the

start date for the event displays. If the curriculum

is a course or learning path with a due date, then

the due date displays. Otherwise, nothing displays

in this area.

Registration Date This displays the date you were registered for the

curriculum.

Curriculum Teaser This displays a brief (teaser) description for the

curriculum. This provides you with an overview

of the curriculum in 150 characters or less.

More Details Hyperlink This is an active hyperlink, which launches the

More Details screen. On the More Details screen,

you are able to find a comprehensive description

of the curriculum including prerequisites, course

author, detailed overview information, hours,

CEUs, etc.




Next Action Hyperlink This hyperlink displays the next action you need

to complete for the curriculum. Depending on

how the curriculum is setup, there are several

possibilities that might be presented. Not all

actions apply to each curriculum type. A

description of each potential next action is listed

below in the order that they are presented to you

(if all were setup for a particular curriculum).

Resubmit If the curriculum has a manager approval

requirement before you are allowed to begin, then

the Resubmit hyperlink appears until your

manager has approved your request to register.

The Resubmit hyperlink initiates a follow-up

notification to your manager. This can be used if

they have lost the initial request. This resends the

same notification, which allows them to approve

or decline the request. This can apply to all

curriculum types.

Prerequisite This is present if there are any prerequisites

defined for the curriculum that you have not

completed. You are not allowed to proceed further

until the prerequisite(s) are complete. This can

apply to all curriculum types.

Entrance survey This launches the entrance survey if one has been

setup for the curriculum. This can apply to all

curriculum types.

Pre-assessment This launches the pre-assessment course/exam if

one has been setup for the curriculum. This can


Launch This launches the course. This applies to only

courses (eLearning). If you have pop-up blockers

enabled, you will have to add the URL for the

LMS to your trusted list of allowed pop-ups.

Otherwise, you may experience issues launching

the course.




Select This displays if you have been registered for the

training session as part of a learning path and you

have not yet selected the specific event within the

training session you want to attend. This also

displays if you did select an event within the

training session but you did not attend the event.

Since you have to complete the training session

before you can receive full credit for the learning

path, the Select hyperlink appears again after you

have been marked as a “no show” for the original

event you were registered. This applies only to

training sessions (instructor-led events).

Reschedule Once you are registered for a specific event, the

Reschedule hyperlink appears, assuming that all

the previous, relevant actions have been

completed, up until the day of the event. Once on

the day of the event, the roster for the event is

locked and you are not allowed to reschedule. If

you miss the event you will have to re-register

unless this is part of a learning path. This applies

only to training sessions (instructor-led events).

Expand/Collapse This next action is only applicable for learning

paths. It displays all children curricula for the

learning path. There are next action hyperlinks for

each child in the expanded area. If the section is

currently expanded, the hyperlink dynamically

changes to Collapse. The Collapse hyperlink

allows the expanded area to be hidden. The

Expand/Collapse hyperlink only displays if all

pre-requisites are complete for the learning path,

as well as the pre-assessment and entrance survey

(if any are assigned).

Post Assessment This launches the post assessment course/exam if

one has been setup for the curriculum. This

applies to only training sessions and learning

paths. For courses, the post assessment is built

within the course. If a post assessment is assigned,

you will have to complete before you will receive

credit for the learning path or training session.




Completion Survey This launches the completion survey if one has

been setup for the curriculum. If a completion

survey has been assigned, this is the last item you

have to complete before being given credit for the

curriculum in your transcript. This can apply to all

curriculum types.

Table 6.1.1.1 – My Registrations Tab

Figure 6.1.1.1 – More Details screen

You are able to drop a curriculum by clicking the Drop

hyperlink, refer to Figure 6.1.2. The system generates a

confirmation window to verify, click Yes or No. Refer to Figure

6.1.1.2.

Figure 6.1.1.2 – Drop hyperlink confirmation window



You are also able to reschedule a class and launch a course

(eLearning video).

At the bottom of the More Details screen, there are two options.

1. Click the Add to your calendar hyperlink.

This process is similar to adding an outside event to a

Microsoft Outlook calendar.

2. Click the Next button to return to the My Registrations screen. Refer to Figure 6.1.1.3.

Figure 6.1.1.3 – Add to your calendar hyperlink and Next button

6.1.2 Homepage; My Notifications Tab

The Notifications section lists any updates that the LMS administrators post, newly added

curricula, dropped classes, etc.

Each notification is a hyperlink that displays all of the

information detailing the reason for the notification.

All unread notifications are bold.

To view a complete listing of your notifications, follow the below instructions:

1. Click the My Notifications tab. Refer to Figure 6.1.2.

2. The My Notifications screen appears. Refer to Figure 6.1.2.1.

Add to your calendar

hyperlink and Next

button



Figure 6.1.2.1 – My Notifications screen


From (hyperlink) Depending on the type of notification you have

received, the name presented will be different. If

the notification is related to an event, the

instructors name displays. If the notification is a

response to a request, then the person responding

(the organizational owner) name displays. All

other notifications display the word “system”

since these are not tied to any one individual. This

column is an active hyperlink, which launches the

Notification Detail screen. Once the notification is

viewed, the row is marked as “read.”

Notification Subject This displays the first portion (approximately 50

characters) of the notification subject line.

Type This displays the type of notification message you

received. The following are the notification types

you may receive with a brief description of each.

Certification Expiration – Notification that

can be sent in advance of a certification

expiring. This displays on the Certification

Type Management screen. This can be sent




Email Only or Email and Text.

Completion – The notification that is sent

when a user completes a curriculum. This is

available on all curriculum management

screens. This is sent email only.

Drop – The notification that is sent when a

user is dropped from a curriculum. This is

available on all curriculum management

screens. This can be sent email only or email

and text.

Check-In – The notification that is sent when

a library item has been checked in. This is

available on the library management screen

only. This is sent email only.

Due Date Reminder – The notification that is

sent as a reminder for an upcoming due date.

This is available on the course management,

learning path management, and library item

management screens. This can be sent email

only or email and text.

Event Cancel – The notification that is sent

when an event is canceled. This is available

on all training session management and event

management screens. This can be sent email

only or email and text.

Event Change – The notification that is sent

when one of the following values on an event

is changed; instructor, time, date, facility

and/or room. This is available on all training

session management and event management

screens. This can be sent email only or email

and text.

Help Logging In – The notification that is

sent when a user selects the help logging in

feature off the login screen to reset their

password. This notification is sent via email

only.

Learning Path Curriculum Change –

Notification sent when the curricula included

in a learning path is changed. This is sent

email only.




Post Completion – The notification that is

sent on a schedule after a curriculum record

has been completed by the end user. This

could be used as a follow-up 30, 60, 90, etc.,

days after a user has completed training. You

could combine this post completion

notification with a survey on the notification

to gather feedback on how well the training

was retained by users. This is available on the

course management, training session

management, learning path management, and

library item management screens. This can be

sent email only or email and text.

Registration Confirmation – The

notification that is sent when a user registers

for a curriculum. This is available on all

curriculum management screens. This is sent

email only. If the registration confirmation is

for an event, the confirmation will also

include an iCalendar attachment.

Registration Request Approval –

Notification sent when a user’s organizational

owner approves their registration request. This

is sent email only.

Registration Request Rejection –

Notification sent when a user’s organizational

owner rejects their registration request. This is

sent email only.

Reminder – Notification sent as a reminder

for an upcoming training event. This is

available on the training session management

and event management screens. This can be

sent email only or email and text.

Training Plan Request Approval –

Notification sent when a training plan

approval request is approved. This is sent

email only.

Training Plan Request Rejection –

Notification sent when a training plan

approval request is rejected. This is sent email

only.




User Create – The notification that is sent

when a user record is successfully created

using the Self-Registration or User

Management screens only. This notification is

sent to the end user.

User Update – The notification that is sent

when a user record is successfully updated

using the Profile or User Management screens

only. This notification is sent to the end user.

Waitlist – Notification sent when a user is

placed on the waitlist for a training event.

This is available on the training session

management and event management screens.

This can be sent email only or email and text.

Date Displays the date the notification was sent.

Table 6.1.2.1 – Notification Tab

The amount of content on the screen can be controlled by

clicking the Page size drop-down list, which displays between

10 and 50 per screen. Twenty-five is the default number.

The backward and forward arrows navigate between screens

when there is more than one screen of content to display.

3. Click the From hyperlink and the Notification Detail screen appears.

4. Click the Back button to return to the My Registrations screen. Refer to Figure 6.1.2.2.



Figure 6.1.2.2 – Notification Detail screen

6.1.3 Homepage; Featured Tab

This tab is used to promote curricula. This tab will display the 5 most recent curriculum Training

Sessions or Courses available which you have not previously taken.

The More Details hyperlink takes you to the More Details screen for the curriculum. The

Register hyperlink launches the Registration screen, which allows you to register for the

curriculum. Refer to Figure 6.1.3.1.

Back button



Figure 6.1.3.1 – Feature tab

6.2 Calendar Search Tab

The Calendar Search option is an expanded view, which gives you a calendar view of all the

instructor-led training that is being offered during that particular month. The month view is the

default view and the current month appears.

The training activities can be viewed on a monthly or daily schedule. To view the Calendar

Search screen, follow the instructions below:

1. Click the Calendar Search tab. Refer to Figure 6.2.1.

More Details

hyperlink



Figure 6.2.1 –Calendar Search tab

2. The Calendar Search screen appears. Refer to Figure 6.2.2.



Figure 6.2.2 – Calendar Search screen

The calendar always defaults to the current month.

3. To change the month, click the left arrow or the right arrow on either side of the month

value in the upper left-hand corner of the screen. Refer to Figure 6.2.3.

Figure 6.2.3 – Month arrows

The Calendar Search screen also has an additional search feature, the Calendar Search

hyperlink.

1. Click the Calendar Search hyperlink. Refer to Figure 6.2.2.

2. The Calendar Search section appears. Refer to Figure 6.2.4.

Month view

Curriculum

Calendar

Search

hyperlink

Month arrows



Figure 6.2.4 – Calendar Search section

The Calendar Search section can be used to filter information that you need to appear on the

monthly or daily view. The following filter options are available:

Category drop-down list – Expands to show available search category; e.g., Provider,

Course, Medicaid, QNXT, etc.

This listing is normally alphabetical.

Instructor drop-down list – Provides a listing of all available instructors in an alphabetical

format.

Facility drop-down list – Lists active facilities including virtual facilities.

Session Name field – This is a partial wildcard field, which means you need to only enter at

least three characters to get results on the calendar view.

Click the Search button to begin the search process.

City field – This is a partial wildcard field, which means you need to only enter at least three

characters to get results on the calendar view.

Click the Search button to begin the search process.

State/Province drop-down list – Provides a listing of all available states and provinces

where the training is being held.

Start Time field – Allows you to enter the start time of an event and the search engine only

retrieves events that have that exact start time.

The Clock icon is also a useful tool for inserting a start time in

the Start Time field.

1. After all filter options have been applied, click the Search button in the lower right-hand

of the Calendar Search section to begin the search process.

Pressing Enter on your keyboard does not start the search

process. You have to click the Search button.



2. Double-click the curriculum, which is highlighted in gray, to launch the Select Event

pop-up window. Refer to Figure 6.2.5.

Figure 6.2.5 – Select Event pop-up window

If there is more than one event for that training session, the

events appear in the Event pop-up window.

The Select Event pop-up window contains

Date – The date that corresponds to the selected curriculum.

Time – The time of the curriculum from beginning to end.

Facility – Displays the location of the curriculum, even if it is a virtual course; e.g., Web

Conference.

Room – Displays the name or number of the room, if available.

Instructor – Displays the first and last name of the instructor.

Instructor Email – Displays the email address of the instructor for contact purposes.

Seats Available – Displays the amount of seats that are available.

Select Event

pop-up

window



If you register for this curriculum and the available number of

seats is 0, you are automatically placed on a waitlist until a

seat becomes available.

More Details Hyperlink – The More Details hyperlink opens a new window with a

curriculum description, CEUs, prerequisites, future events, etc.

Register Hyperlink – The Register hyperlink allows you to register for the curriculum in a

new window.

If the hyperlink is disabled, this means that you have already

registered for the curriculum.

Back button – Takes you back to the calendar.

6.2.1.1 Day View

The Day view is an alternative option for viewing and registering for curricula. The view can be

altered by choosing between two display options. The options are:

Show business hours hyperlink

The business hours are 7:00 a.m. – 9:00 p.m. (eastern and

pacific zone differences)

Show 24 hours hyperlink.

The hyperlinks replace one another when one is clicked. For

example, if you click the Show business hours hyperlink, it

automatically changes to the Show 24 hours hyperlink.

Refer to Figure 6.2.1.1.1.



Figure 6.2.1.1.1 – Day view

6.3 Advanced Search Tab

The Advanced Search option is a more robust way to narrow your search results. To access the

Advanced Search screen, follow the below instructions:

The Advanced Search option searches for eLearning courses

by default.

Show business hours and Show 24

hours hyperlinks



Figure 6.3.1 – Advanced Search tab

1. Click the Advanced Search tab.

2. The Advanced Search screen appears. Refer to Figure 6.3.2.

Figure 6.3.2 – Advanced Search screen

The more search options you apply, the narrower the search results. If you use Curriculum

Type drop-down list as one of your search options, other fields may be disabled or enabled. For

example, if you select Training Session from the Curriculum Type drop-down list, this enables

the Training Session Only section. Conversely, if you search by Course or Learning Path, those

options are disabled.

There is an additional search criteria in the Type drop-down

list. The search criteria is “Library”. If your site has any

Search button Training Sessions

Only section

Curriculum Type

drop-down list



electronic or print material available in the library this criteria

will produce search results. This is dependent on the site.

The fields and their descriptions for the Advanced Search section are below.

Curriculum Name – This is a wildcard search and requires a minimum of three (3)

characters to be populated if you want to search by curriculum name. If the three characters

you enter are found anywhere in the curriculum name, the curriculum returns on the Search

Results screen.

Curriculum Type drop-down list – Allows you to search by curriculum type; e.g., course,

learning path, library, or training session.

Category drop-down list – Usually alphabetical order. This allows you to search by the

search category assigned to the curriculum. All curricula available to you matching the

search category selected is returned in the results.

Keyword –Wildcard search and requires a minimum of three (3) characters to be populated

if you want to search by keyword. If the three characters you enter are found anywhere in

the keyword field for the curriculum, the curriculum is returned on the Search Results screen.

Source drop-down list – Applies to eLearning courses. Usually alphabetical order. This

allows you to search by the source assigned to the curriculum. All curricula available to you

matching the search category selected is returned in the results.

Curriculum Manager drop-down list – Displays in alphabetical, ascending order by the

manager’s last name. This allows you to search by the curriculum manager assigned to the

curriculum. All curricula available to you matching the curriculum manager selected is

returned in the results.

Curriculum Number – Partial wildcard search. You must enter at least the first character of

the curriculum number to return search results. The search places a wildcard after the

character(s) you enter in this field. Any curriculum available to you that starts with the

characters you enter in the curriculum number is returned on the Search Results screen.

CEU (Operator and Value) – This search option has two fields. The first is the operator.

This allows you to search for CEU equal (=) to a specific value, greater (>) than a specific

value, or less than (<) a specific value using the operator signs. Once the operator has been

defined, then enter the CEU value in the value field. Any numeric value up to two decimals

of precision is allowed for entry.

Training Sessions Only – All searches in this section uses an implicit search criteria. Events

are returned if they happened before today. The event must be today or in the future and

match the other criteria you entered to be returned in the results.

Date Range – This allows you to enter a start and end date range. If used, this returns all

training sessions that are available to you and have events within the date range you entered.



Instructor drop-down list – Sorted in alphabetical order by last name. If used, this returns

all training sessions that are available to you, where the instructor selected is leading at least

one event in the training session.

City – This provides a mechanism to search by the city where the facility is located. This is

a partial wildcard search. You must enter at least the first character of the city where the

event is being held to return search results.

State/Province drop-down list – Select a state or province and all events being held in that

location is returned.

Before a state can be selected, you must first select the country.

Country drop-down list – Select a country from the drop-down list and the State or

Province drop-down list is populated.

If you search by country alone, all training sessions with events

being held in that country are returned.

1. After all criteria is entered, click the Search button. Refer to Figure 6.3.2.

Pressing Enter on your keyboard activates the Search Library

feature on the left-hand side of the screen.

6.3.1 Search Results Screen

The Search Results screen returns information about the curriculum quickly and in an easy to

read format. Below are the different areas of the Search Results screen:

Curriculum Name – Displays the name of the curriculum in blue font.

Curriculum Number – Displays the unique number for the curriculum to the immediate

right of the curriculum name. Also in blue font.

Curriculum Type – Displays whether the curriculum is an eLearning, instructor led, or

learning path.

Curriculum Teaser – Displays a teaser description for the curriculum.

The teaser is 150 characters or less.

Icons – There are four icons, which may display below the curriculum teaser depending on

how the curriculum was configured. Refer to Figure 6.3.1.1.

Mandatory – The curriculum is mandatory.



You will have already been registered for the curriculum and

will not be able to drop it.

Requires Approval – The curriculum requires manager approval before you can

begin.

Certification – Completion of the curriculum results in you being awarded a

certification.

Prerequisite – The curriculum requires one or more prerequisites to be completed.

Use the More Details hyperlink to view required prerequisites.

More Details hyperlink – Comprehensive description of the curriculum including

prerequisites, course author, detailed overview information, hours, CEUs, etc. Refer

to Figure 6.3.1.1.

Register hyperlink – This hyperlink is disabled for any curriculum that you are

currently in process of taking. If the hyperlink is enabled, it opens the Registration

screen.

Figure 6.3.1.1 – Search Results screen

Icons

Courses

More Details

hyperlink



6.4 Registrations Tab

Figure 6.4.1 – Registrations Tab

The Registrations screen provides you with a listing of the curriculum you have registered for

but have not completed. Refer to Figure 6.4.2.

Figure 6.4.2 – Registrations screen


Curriculum Name (hyperlink) This displays the name of the curriculum. This is a

hyperlink, which opens the More Details screen

for the curriculum. On the More Details screen,

you are able to find a comprehensive description

of the curriculum including prerequisites, course

author, detailed overview information, hours,




CEUs, etc.

Curriculum Type This displays whether the curriculum is a course

(eLearning), training session (instructor-led

event), or learning path (combination of

curricula).

Registered Date This displays the date you were registered for the

curriculum.

Due Date (if applicable) If the curriculum is a course or learning path with

a due date, then the due date displays. Otherwise,

a dash displays in this area.

Action (hyperlink) Each cell in this column is divided into two parts.

The top of the cell displays the next action

hyperlink. The bottom of the cell displays the

Drop hyperlink. The Drop hyperlink will not

display if the curriculum has been assigned to you

as Mandatory or if you are looking at a curriculum

within a learning path (you are only allowed to

drop the entire learning path). The next action area

displays the next action you need to complete for

the curriculum. Depending on how the curriculum

is setup, there are several possibilities that might

be presented. Not all actions apply to each

curriculum type. A description of each potential

next action is listed below in the order that they

are presented to you (if all were setup for a

particular curriculum).

Resubmit If the curriculum has a manager approval

requirement before you are allowed to begin, then

the Resubmit hyperlink will appear until your

manager has approved your request to register.

The Resubmit hyperlink initiates a follow-up

notification to your manager. This can be used if

they have lost the initial request. This resends the

same notification, which allows them to approve

or decline the request. This can apply to all

curriculum types.

Prerequisite This is present if there are any prerequisites

defined for the curriculum that you have not

completed. You will not be allowed to proceed




further until the prerequisite(s) are complete. This

can apply to all curriculum types.

Entrance survey This launches the entrance survey if one has been

setup for the curriculum. This can apply to all

curriculum types.

Pre-assessment This launches the pre-assessment course/exam if

one has been setup for the curriculum. This can


Launch This launches the course. This applies to only

courses (eLearning). If you have pop-up blockers

enabled, you will have to add the URL for the

LMS to your trusted list of allowed pop-ups.

Otherwise, you may experience issues launching

the course.

Select This displays if you have been registered for the

training session as part of a learning path and you

have not yet selected the specific event within the

training session you want to attend. This also

displays if you did select an event within the

training session but you did not attend the event.

Since you have to complete the training session

before you can receive full credit for the learning

path, we provide the select hyperlink again after

you have been marked as a “no show” for the

original event you were registered. This applies


Reschedule Once you are registered for a specific event, the

Reschedule hyperlink appears, assuming that all

the previous, relevant actions have been

completed, up until the day of the event. Once on

the day of the event, the roster for the event is

locked and you will not be allowed to reschedule.

If you miss the event you will have to re-register

unless this is part of a learning path. This applies


Post Assessment This launches the post assessment course/exam if

one has been setup for the curriculum. This

applies to only training sessions and learning

paths. For courses, the post assessment is built




within the course. If a post assessment is assigned,

you will have to complete before you will receive

credit for the learning path or training session.

Completion Survey This launches the completion survey if one has

been setup for the curriculum. If a completion

survey has been assigned, this is the last item you

have to complete before being given credit for the

curriculum in your transcript. This can apply to all

curriculum types.

Pending This is a display only hyperlink indicating that the

user is in process of checking out a physical

library item. The item has not yet been “shipped”

by the library manager for the product, thus the

status will indicate pending.

Checked-Out This is a display only hyperlink indicating that the

user has a physical library item currently checked-

out. The item will remain in this status until the

item has been returned and checked-in by the

library item manager.

Past Due This is a display only hyperlink indicating that the

user has a physical library item currently checked-

out, which is past it required return date. The item

will remain in this status until the item has been

returned and checked-in by the library item

manager.

Check-In This is an active hyperlink which allows the user

to self-report the return of a physical library item.

This hyperlink is only available when a physical

library item has “allow self check-in enabled” on

the Library Management screen.

Status This column displays the status of the registration.

The status values you may see are described

below:

Not Started – This status indicates that you

have not started the curriculum.

In Progress – This status indicates the

curriculum process has been started but is not

complete.

Complete – This status only shows for




curriculum completed within a learning path.

The entire curriculum in the learning path

remains on your Registrations List until the

entire learning path is complete. At that point,

it is all moved to your transcript. This is done

to keep the entire learning path together at all

times.

Pending Approval – This status displays for

any curriculum registration request that is

pending your manager’s approval before you

can begin.

Waitlist – This status displays only for

training sessions. It displays when the event

you registered for was full and you have been

placed on the waitlist.

Date – If a date displays in the Status column,

then this represents the start date of the event

and that you are not on the waitlist.

Checked Out – This status indicates that the

user has a physical library item currently

checked-out. The item will remain in this

status until the item has been returned and

checked-in by the library item manager.

Past Due – This status indicates that the user

has a physical library item currently checked-

out, which is past it required return date. The

item will remain in this status until the item

has been returned and checked-in by the

library item manager.

Table 6.4.1 – Registration Screen



6.5 Profile

Figure 6.5.1 – Profile tab

The Profile tab gives you the option to view and edit your user account. The fields with a red

asterisk are required. Refer to Figure 6.5.2.

The sections of the screen are divided into tabs, which are oriented vertically on the screen

(Basic Info and Contact Info).

Do not hesitate to insert your business phone number and

address. The fields are not required but the information is

helpful for contact purposes.



Figure 6.5.2 – Profile screen; Your Basic Info section

You will notice that the field appears blank when the screen is

first opened. This is done for security purposes. Your password

is still saved in the application and will not change unless you

type in a new password in both the Password and Confirm

Password fields. This is the only action, which changes your

password.

To add a professional image of yourself, follow the below instructions:

1. Click the male/female avatar icon.

2. The Select an image window appears. Refer to Figure 6.5.3.

Figure 6.5.3 – Select an image window

3. Click the Browse button to open a search dialogue window.

4. Select the appropriate image file; e.g., *jpg, *png, etc.

5. Click the Upload button to upload the image or click the Cancel button to discard the

image.

6. The image automatically updates on the Profile screen.

The Contact Info tab is the second part of the profile maintenance procedure.

Cancel and Submit

buttons

Male/female

avatar icon



1. Click the Contact Info tab to enter the appropriate information. Refer to Figure 6.5.4.

Figure 6.5.4 – Profile Screen; Your Contact Info section

If a user attempts to enter an email address that is present on

another active user in the system (inactive users are ignored),

the system will display a warning message but the user will be

allowed to continue if they desire.

If you have not filled in a required field, the system notifies you

of the error. Refer to Figure 6.5.5.

Cancel and

Submit buttons

Contact Info tab



Figure 6.5.5 – Required fields error message

2. Click the Submit button to save the user account updates.

3. Click Cancel to return to the Homepage screen.


Email The user’s email that will receive emails from the

LMS.

Phone 1 Entering phone starting with area code. The

system generates the hyphens.














Business Address Business address for the user.



City City where the user is located.

State State where the user is located.




Postal Code The postal code of the business location.

Country The country of the business address.

Table 6.5.1 – My Profile Screen Fields and Descriptions

6.6 Transcript

Figure 6.6.1 – Transcript tab

The Transcript tab gives you the opportunity to view your completed curriculum history. The

screen is divided into two tabs. They are the Curriculum tab and the Certification tab.

6.6.1 Transcript; Curriculum Tab

The Curriculum tab is the default tab and appears first. Refer to Figure 6.6.1.1.



Figure 6.6.1.1 – Curriculum tab

There are five filter types to view the curriculum listings. The appropriate filter can be applied by

choosing one of the five Display radio buttons below:

All

Courses

Training Sessions

Learning Paths

External

Library

The Curriculum tab is broken down into 10 columns

Field Description

Curriculum Name Name of the curriculum that was taken.

Number A unique number assigned to the curriculum.

Type Describes the type of curriculum; e.g., course,

learning path, external, etc.

Completion Date Records that date the course was taken.

Note: If you miss the due date assigned for the

curriculum, the column displays

“missed”.

Score Displays the score received for the curriculum or a

dash if no score is available.

Status Displays a one character status to describe the

success of the curriculum.

Display radio

buttons

Curriculum

tab

Print and

Export icons



Field Description

P – Passed

F – Failed

C – Complete

A – Attended

I – Incomplete

D – Did Not Attend

CEU Displays the continuing education units (CEUs)

associated with the curriculum.

Hours Displays the hours you earned for taking the

curriculum.

Print Displays a hyperlink to the Certificate of

Completion.

Notes Displays a hyperlink to a pop-up screen to display

any notes written by the instructor.

Table 6.6.1.1 – Curriculum Table Fields and Descriptions

The Curriculum Table is sorted alphabetically and can be

sorted by clicking any column header.






6.6.1.1 Print Icon

The Print icon sends the report to the default or manually selected printer.

6.6.1.2 Export Icon

The Export icon exports the filtered data into a Microsoft Excel file.

6.6.2 Add External Training

The Add External Training hyperlink in the upper right-hand corner of the My Transcripts screen

gives you the ability to add training to your transcript that was not offered through the LMS.

1. Click the Add External Training hyperlink. Refer to Figure 6.6.2.1.



Figure 6.6.2.1 – Add External Training hyperlink

2. The Add External Training screen appears. Refer to Figure 6.6.2.2.

Figure 6.6.2.2 – Add External Training screen

Only curricula that has been completed can be added from the

My Transcript screen.

The fields with the red asterisk are required before submitting;

e.g. Name, Status, Date, and Completion Verification fields.

3. The Student field is auto-populated with the current user’s name.

4. Enter the name of the curriculum in the Name field.

5. Select the date the curriculum was completed by using the Calendar icon to the right of

the Date field. You can always use your keyboard and type the desired date into the Date

field.

6. Click the Status drop-down list and select one of the follow options:

Complete

Fail

Add External

Training

hyperlink



Incomplete

Pass

7. Enter the score of the curriculum in the Score field (not required).

8. Enter the number of CEUs in the CEUs field (not required).

9. Enter the number of hours earned in the Hours field. (not required).

The Provider, Location, and Cost fields are not required also.

10. Click the Browse button to import a PDF of the certificate of completion in the

Completion Verification field.

11. Click the Submit button to save your changes.

OR

Click the Cancel button to cancel the updates.

The Back button returns you to the My Transcript screen.

6.6.3 Transcript; Certification Tab

The Certification tab lists all certifications that you have acquired, including the effective and

expiration dates. You are also able to print the certification for validation. Refer to Figure

6.6.3.1.

Figure 6.6.3.1 – Certification tab

The Certification Table consists of the follow columns:

Fields Descriptions

Certification Name Name of the certification that was awarded.

Effective Date The date the certification became effective.

Expiration Date The date the certification expires.

Governing Body The organization that is responsible for issuing the

certification.

Certification

listing Print icon



Fields Descriptions

Certification ID The number the user was assigned for the

certification.

Score Displays the user’s score.

Print This hyperlink provides the user with a PDF of

the certification, if available. Refer to Figure

5.6.3.2.

Table 6.6.3.1 – Certification Table Fields and Descriptions

The Certification Table is sorted alphabetically and can be

sorted by clicking on any column header.








Figure 6.6.3.2 – Certification example

6.6.3.1 Print Icon

The Print icon sends the report to the default or manually selected printer.

6.6.3.2 Export Icon

The Export icon exports the filtered data into a Microsoft Excel file.

6.7 Training Plan

A training plan is a method for you to define your training objectives for a period of time and

then track your progress toward achieving those training objectives.



Figure 6.7.1 – Training Plan tab

1. Click the Training Plan tab. Refer to Figure 6.7.1.

2. The Training Plan List screen appears. Refer to Figure 6.7.2.

Figure 6.7.2 – Training Plan List screen

Notice how the hyperlink in the upper right-hand corner has

changed to the Add Training Plan hyperlink. The system

prompts you to add another training plan because you cannot

add to the current training plan on the screen.

Fields Descriptions

Plan This is a drop-down list for available training

plans.

Add Training

Plan

hyperlink



Fields Descriptions

Name Displays the name of the training plan.

Start Date Displays the date the training plan is going to

start.

End Date Displays the date the training plan is going to end.

Curriculum Name This is the name of the curriculum.

Number This is the unique curriculum number for the

curriculum. This only displays for internal

training.

Type This displays whether the curriculum is a course,

training session, learning path, or external

training.

Completed Date This displays one of the follow:

Date – The column displays the completed

date if the selected curriculum was completed

between the start and end date of the training

plan.

In Progress – The column displays the term

in progress if the selected curriculum is

currently in progress, the training is internal

and today’s date falls within the start and end

date of the training plan.

Register – The column displays the Register

hyperlink if the curriculum has not been

completed between the start and end date of

the training plan. The Register hyperlink only

appears if the training plan is active (if today’s

date is between the start and end date of the

training plan).

- The column displays a – if the training is

external and has not been completed within

the start and end date of the training plan.

Status The status of the curriculum displays if it was

completed between the start and end date of the

training plan. This is the same status value that

displays on the transcript.

Approval This displays whether the training plan has been

approved or not.



Fields Descriptions

Delete This display a Delete hyperlink, which allows the

curriculum to be deleted from the training plan.

This hyperlink only displays if the training plan is

current or in the future. It will not display for past

training plans.

Table 6.7.1 – Training Plan List Screen Fields and Descriptions

3. Click the Add Training Plan hyperlink to begin the process of adding your individual

training plan. Refer to Figure 6.7.2.

4. The Manage Training Plan screen appears. Refer to Figure 6.7.3.

Figure 6.7.3 – Manage Training Plan screen

5. Enter the name of the training plan in the Name field. This is required.

6. Enter the start date in the Start Date field or use the Calendar icon to insert the date.

7. Enter the end date in the End Date field or use the Calendar icon to insert the date.

The next two sections discuss how to add either external

training or internal training.

If you click the Submit button prior to adding curriculum to the

training plan, the system generates an error message.

Add External Training / Add

Internal Training



Figure 6.7.4 – Training plan system error message

6.7.1 Add External Training

1. Click the Add External Training hyperlink in the upper right-hand corner. Refer to

Figure 6.7.3.

2. The Add External Training screen appears. Refer to Figure 6.7.1.1.

Figure 6.7.1.1 – Add External Training screen

The student’s name is auto-populated in the Student field.

Fields Descriptions

Name This field allows you to create a name for the

external training. This is a required field.

Date This field allows you to select a date of

completion or date you will complete the training.

The Calendar icon can also be used to select the

date.

Status This is a drop-down list. This field has the status

results of Complete, Fail, Pass, or Incomplete.

This is only if you have completed the training.



Fields Descriptions

Score This field can accept any digit between 0 and 100.

This is where the score of the training is inserted.

CEUs Enter the CEUs earned or expected to earn when

completed.

Provider Enter the hours the training required to complete.

Location Enter the provider of the training.

Cost Enter the cost of the training.

Completion Verification This field should only be used if you have already

completed the training and have received a

certification. You are able to upload a PDF of the

certification for your records.

Table 6.7.1.1 – External Training Screen Fields and Descriptions

3. Click the Submit button when all desired information has been added.

4. A success message appears in the upper left-hand corner. Refer to Figure 6.7.1.2.

Figure 6.7.1.2 – Success message

5. Click the Back button to return to the previous screen.

6. Click the Cancel button to return to the homepage.

6.7.2 Add Internal Training

1. Click the Add Internal Training hyperlink in the upper right-hand corner. Refer to

Figure 6.7.3.

2. The Library Basic Search screen appears, which allows you to search for the internal

training. Refer to Figure 6.7.2.1.



Figure 6.7.2.1 – Library Basic Search screen

When entering search criteria, use the Search Library field

within the window versus the Library Basic Search field in the

upper right-hand corner of the screen. The Add hyperlink will

not be present to the add curriculum if you use the Library

Basic Search functionality.

Pressing the Enter key displays search results from the Library

Basic Search in the upper right-hand corner instead of the

Search Library field. Click the magnifying glass instead of

pressing the Enter button.

The Advanced Search hyperlink feature works exactly the same

as the function in Section 6.3 – Advanced Search Tab.

3. Enter at least three (3) characters in the Search Library field.

4. Click the Search icon to being the search. Refer to Figure 6.7.2.1.

5. The Search Results screen appears. Refer to Figure 6.7.2.2.

Search

Library field

Search icon

Advanced

Search

hyperlink



Figure 6.7.2.2 – Search Results screen

6. Click the Add hyperlink.

7. The curriculum is added to the training plan on the Manage Training Plan screen. Refer

to Figure 6.7.2.3.

Figure 6.7.2.3 – Training Plan Detail screen

8. Click the Submit button to accept the changes.

9. Click the Back button to return to the previous screen.

More Details

hyperlink

Add hyperlink

Submit button

Internal training

addition



6.8 Dashboard

Figure 6.8.1 – Dashboard tab

The Dashboard screen displays important information regarding your usage of the training

available to you. This screen is divided into four main sections. The sections are

View Completion Metrics (hyperlink) – This hyperlink launches the Completion of

Currently Available Curriculum Report. This pie chart report shows you the progress you are

making toward completing the curriculum that is currently available to you.

Comparison – The comparison section displays a set of gauges, which outlines your

progress in several learning categories to the progress made by your peers. The system

defines your peer group based on the users that are assigned to the organizational unit where

you are assigned. The following measurements are displayed:

Hours Learning Year to Date – This is a total of the hours you have completed in

training sessions, courses, and learning paths where you received a pass or a complete

compared to the average of the other users in your organization.

Curriculum Completion – This is a percentage completion calculation that shows

how much of the total curriculum available to you currently that has been

completed/passed (regardless of when completed). If you completed the same

curriculum more than once, it is only counted one time. This is compared to the

average completion percentage of the other users in your organization.

Deadlines – The deadlines section is designed to give you a quick view of upcoming

deadlines. A deadline can either be a curriculum registration, which has a due date (only

applies to courses and learning paths) or it can be a certification record, which is about to

expire. This section provides a list all future deadline items and any missed deadlines within

the last 30 days. The traffic light is a quick indictor to tell you how you are doing. If the light



is green, you are more than 30 days from the deadline. If the light is yellow, you are within

30 days of the deadline but not past due. If the light is red, you missed the deadline.

Curriculum/Certification Name – This is the name of the curriculum that you have

registered for that has a deadline or the name of the certification that is about to

expire.

Curriculum Number – This displays the unique curriculum number for the

curriculum. This does not display anything if the record is a certification record.

Due Date/Expiration Date – This displays either the due date for the curriculum

registration or the expiration date for the certification.

Days Remaining – This displays the number of days remaining before the expiration

or due date.

Traffic Light – Red (past due), Yellow (0-30 days to deadline), Green (31+ days to

deadline).

Learning Paths – This section displays your in progress learning path registrations. In a

color coded fashion, it depicts your progress in each learning path. It displays a green arrow

with the percentage for the curriculum you have completed. It displays a yellow arrow with a

percentage for the curriculum you have in process. It displays a red arrow with a percentage

for the curriculum you have not started. The percentage is based on a straight count of the

curricula included in the learning path. If there are 10 items in a learning path and you have

completed 5, you will have a 50% for your green arrow. There is also a registration date and

due date (if applicable) displayed for each learning path.

Refer to Figure 6.8.2.

Figure 6.8.2 – My Dashboard



6.8.1 View Completion Metrics

Displays your available and completed curricula in a pie chart format. The chart shows the

progress you are making toward completing the curriculum.

The report is divided into four sections Courses, Training Sessions, Learning Paths, and

Combined.

Courses – Displays course completions compared to available assignments (must be a pass

or completion).

Training Sessions – Displays training session completions to available assignments (must be

a complete).

Learning Paths – Displays learning path completions to available assignments (must be

complete).

Combined – Displays an overall measure, which is the combination of the first three

sections. Refer to Figure 6.8.1.1.

Figure 6.8.1.1 – View Completion Metric screen

Click the Back button to return the dashboard.

Courses

section

Learning

Paths section

Combined

section

Training

Sessions

section



7. Curriculum Management

After you have searched for a curriculum, you are able to register for that curriculum. It does not

matter how you searched for the curriculum. You can use the Search Library field, the Calendar

Search option, or the Advanced Search option to get your results.

7.1 Search Library Registration

To register for a curriculum using the Search Library, follow the below instructions:

You can click the More Details hyperlink or the Register

hyperlink to register for a curriculum.

7.1.1 More Details Hyperlink

Follow the below instructions on how to register for a curriculum using the More Details

hyperlink.

1. Click the More Details hyperlink on the Search Library results screen. Refer to Figure

7.1.1.1.

Figure 7.1.1.1 – Library Basic Search results screen

2. The Training Session Details screen appears.

3. Click the Register button. Refer to Figure 7.1.1.2.

Register

hyperlink

Listing

More Details

hyperlink



If the Register button is grayed out or disabled, this means that

you have registered for the class in the past.

Click the Back button to return to the Library Basic Search

results screen.

Figure 7.1.1.2 – Training Session Details screen

If the training session has a radio button beside the event, it

means that there is more than one event set up for this

particular training session. It could be a past or future event.

The system requires you to select the radio button even if there

is only one event available for selection.

If the curriculum has a listing of “Training Session” it will be instructor-led.

Also, if the curriculum is a training session, you will not

receive a Confirmation pop-up window. The confirmation

appears on the Training Session Details screen with the date,

time, MeetingPlace hyperlink and telephone number, and

instructions. Refer to Figure 7.1.1.3.

Register

button

Back button

Radio button



Figure 7.1.1.3 – Training Session Details confirmation screen

1. Click the Next button to return to the Homepage.

If the curriculum has a listing of “Course”, the course is an eLearning training course.

If you click the Register hyperlink from the Advanced Search

screen, the system automatically directs you to the Course

Details screen with the Launch button.

An eLearning course is available 24 hours a day, 7 days a

week. Refer to Figure 7.1.1.4.

Figure 7.1.1.4 – Course Details confirmation screen

1. Click the Launch button.

2. The eLearning courses launches automatically in a separate window.

Launch

button

Next button



Remember that when you see the term “Course” below a result

listing, this means that the course is an eLearning course

(video).

After you click Register, the system does not generate a pop-up

confirmation notice.

7.1.1.1 Registration Confirmation

A registration confirmation appears regardless of which method is used to register. The LMS

generates a Congratulations! You have been successfully registered hyperlink that appears in the

My Notifications tab of the Homepage. Refer to Figure 7.1.1.1.1.

Figure 7.1.1.1.1 – My Notifications tab

The LMS also generates an email that is sent to the email address that was provided during the

initial registration. Refer to Figure 7.1.1.1.2.



Figure 7.1.1.1.2 – Confirmation email

7.2 Calendar Search Registration

To perform a Calendar search, refer to Section 6.2 – Calendar Search Tab.

1. Double-click the curriculum and the Select Event pop-up window appears. Refer to

Figure 7.2.1.

Figure 7.2.1 – Select Event pop-up window

2. Click the More Details hyperlink on the Select Event pop-up window.

3. The Training Session Details screen appears. Refer to Figure 7.2.2.

More Details

hyperlink

Register

hyperlink



Figure 7.2.2 – Training Session Details screen

4. Click the Register button. Refer to Figure 7.2.2.



Click the Back button to return to the Event Calendar screen.

If the curriculum has a listing of “Training Session”, it will be instructor-led.





instructions. Refer to Figure 7.2.3.

Register

hyperlink

Back button



Figure 7.2.3 – Training Session Details confirmation screen


1. The Curriculum Details confirmation screen appears. Refer to Figure 7.2.4.

Figure 7.2.4 – Course Details confirmation screen





(video).



Launch

button



7.3 Advanced Search Registration

To register for a curriculum using the advanced search, follow the instructions below:

1. Click in the Curriculum Name field.

2. Type QNXT in the Curriculum Name field.

3. Click the Search button.

4. The Advanced Search results screen appears. Refer to Figure 7.3.1.

Figure 7.3.1 – Advanced Search screen

5. Click the More Details hyperlink

6. The Training Session Details screen appears. Refer to Figure 7.3.2.

Curriculum

Name field

Search button

More Details

hyperlink



Figure 7.3.2 – Training Session Details results screen

7. Click the Register button. Refer to Figure 7.3.2.



Click the Back button to return to the Library Basic Search

results screen.

If the curriculum has a listing of “Training Session”, it will be instructor led.





instructions. Refer to Figure 7.3.3.

Register

hyperlink

Listing



Figure 7.3.3 – Training Session Details confirmation screen


1. The Course Details confirmation screen appears. Refer to Figure 7.3.4.

Figure 7.3.4 – Course Details confirmation screen





(video).

Launch

button





7.4 Dropping a Curriculum

Sometimes you may need to drop a curriculum due to other commitments or because of an error.

To drop a class, follow the below instructions:

Navigate to the Homepage screen.

1. Click the Drop hyperlink that corresponds with the curriculum entry on the My

Registrations screen. Refer to Figure 7.4.1.

Figure 7.4.1 –Homepage

Reschedule is a default option of the software that will always

appear regardless if there is an alternative training session.

2. The system generates a confirmation window. Refer to Figure 7.4.2.

Drop

hyperlink

Reschedule

hyperlink



Figure 7.4.2 – Confirmation window

3. A Request to drop curriculum registration has been processed hyperlink appears in

the Notifications tab of the Homepage. Refer to Figure 7.4.3.

Figure 7.4.3 – Request to drop notification

4. Click the From hyperlink.

5. The Request to Drop Confirmation screen appears. Refer to Figure 7.4.4.

Figure 7.4.4 – Request to Drop screen

6. The Back button returns you to the Homepage.

7. An email confirmation appears in your email. Refer to Figure 7.4.5.

Back button

From hyperlink



Figure 7.4.5 – Confirmation email

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