Oracle PeopleSoft Enterprise Learning Management 9
Oracle PeopleSoftEnterprise LearningManagement 9.2ADMINISTRATOR TRAINING GUIDESPD 9.2 ELM TRAINING ADMINISTRATION
Administrator Training GuideSPD 9.2 ELM Training AdministrationTable of Contents1. Learner Groups 2-9a. Lesson 1: Add Criteria Based Learner Groups . 2b. Lesson 2: Add Query Based Learner Groups . .5c. Lesson 3: Update Learner Groups 92. Course Catalog 9-47a. Lesson 4: Create/Update Course .10b. Lesson 5: Create/Update Delivery Method .20c. Lesson 6: Create/Update Instructor Led Training Class 23d. Lesson 7: Clone a Class 38e. Lesson 8: Adding a Survey Definition 43f. Lesson 9: Adding a Survey Component to a Class 453. Leaner Tasks .47-64a. Lesson 10: Enroll Learners 49b. Lesson 11: Enroll Multiple Learners .52c. Lesson 12: Administer Class Rosters .57d. Lesson 13: Maintain Approvals .63e. Lesson 14: Add Supplemental Learning (External Training) .644. Mass Enrollments .65-67a. Lesson 15: Mass Enroll Learners (Enroll Learner Groups) 655. Instructor Tasks .68-73a. Lesson 16: View Schedule .68b. Lesson 17: Mark Grades and Attendance .69c. Lesson 18: Add a Facility 736. User Profiles .73-77a. Lesson 19: Add/Update External Learner Profile .73b. Lesson 20: Add/Update Instructor Profile .771 Page
Administrator Training GuideSPD 9.2 ELM Training AdministrationLearner GroupsLesson 1: Add a Learner GroupLesson 2: Update Learners GroupsA Learner Group identifies groups of learners who will complete training together. Learner groups canbe created by Business Unit, individual Learner ID, Job Codes, etc.Learner groups are defined groups of learners that share some of the same learner attributes, such asthe same department, region, or job code. Use learner groups to: Specify the categories, courses, classes, and programs a learner can access through the catalog. Perform group or mass enrollment. Assign objectives. Specify the types of supplemental learning a learner can report.One of the primary functions of learner groups is to control access to the learning catalog. For a user toaccess a particular class in the catalog, the user must belong to a learner group that is assigned to theclass, the course, and the category (State agency) that’s associated with the course.Learner group data is defined by associating a Learner Group with a Learning Environment and Owner(administrator). Learning environments control which parts of the catalog an administrator can view andupdate, as well as the default values and options that are associated with the objects (such ascategories, courses, class, and programs). The learning environment also enables administrators toaccess the instructors and resources that are available for assignment.Lesson 1 - Add Criteria Based Learner GroupDefine learner group data by associating the learner group with a learning environment and owner.This lesson teaches administrators how to add a learner group.1. Click Enterprise Learning Learner Groups MaintainLearner Groups2. The Add Criteria Based Learner Group option createsa new learner group with group members based on specified group criteria, such as businessunit, department, or job code.a. Click the Add Criteria Based Learner Group link.2 Page
Administrator Training GuideSPD 9.2 ELM Training Administration3. Click in the Description field.a. Enter a description into the Description field.It is recommended to use the agency acronym (such as DOC, DCS, FSSA, DNR, etc.) at the beginning of thetitle.4. Click in the Short Description field.5. Enter the group name abbreviation into the Short Description field.6. Click the Learning Environment drop-down menu button.7. Select the learning environment to associate with the learner group from the list of values.8. Click the Owner Magnifying Glass button to search for the owner’s learner id.9. When checked, the Automatically Maintain Membership checkbox will automatically updatelearner group membership when the ELM system update occurs.10. Check the Automatically Maintain Membership checkbox.a. If this item is not checked when a learner group is created and saved, this item cannotbe checked later.3 Page
Administrator Training GuideSPD 9.2 ELM Training AdministrationThe ELM integration runs hourly between 7:00 A.M. – 7:00 P.M. to update (refresh) system data. Theintegration process currently occurs at 9:00 a.m., 2:00 p.m., and 7:00 p.m. System changes made prior to arefresh will not show in the system until after the update occurs.Scheduled Mass Enrollments are automatically kicked off every day at 7:00 P.M.11. Click in the Comments field to enter any learner group related comments.12. Click the Group tab.13. Click the Criteria Type drop-down menu button.14. Select the correct criteria type from the list of values.15. Click the Operation drop-down menu button to change the operation criteria if needed.Operation values include: Less than Less than or equal to Not equal to Equal to Greater than Greater than or equal to16. Click the Criteria Value Magnifying Glass button to search for the desired criteria value.To search for existing data, click the Search or Look Up button to see a complete or partial list of coursesassociated with the search criteria. At times, PeopleSoft may only return the first 300 courses for undefinedsearches. To locate courses in lists with more than 300 courses, the search criteria needs to be furtherdefined.To further define search criteria:Enter specific search information into one of the search option fields. When available, the drop-downmenu button options, magnifying glass button, and the calendar button features will assist with narrowingthe search for specific data and/or assist with setting search parameters.17. Enter the desired information into the Organization Name field. (Ex. "SPD")18. Click the Look Up button.19. Select the correct value from the search results list.a. If additional Learner Group Criteria needs to be defined, click the Add a new row buttonto add the additional information.20. Confirm the AND/OR values are properly set to capture criteria relationships by clicking theAND/OR drop-down menu buttons to select and/or make any changes4 Page
Administrator Training GuideSPD 9.2 ELM Training AdministrationThe AND/OR values are used to define relationships between the criteria.For example:To show a relationship for all members of the State Personnel Department (SPD) Training and Recruiting divisions,the criteria would look like:Row 1: SPD Business Unit 00071 ANDRow 2: Training Department 1015 ORRow 3: Recruiting Department 102321. Click theresults.button (left parenthesis) and thebutton (right parenthesis) to group criteriaUse parenthesis to define complex relationships between the criteria, and how it is grouped can affect the searchresults.For example:If a learner group contains different business units with business unit specific department information, each businessunit should be grouped with their own departments using different sets of parenthesis to identify the separategroupings.To remove a right or left parenthesis, click thebutton orbutton multiple times until it is removed.22. Click the Populate Learner Group button.23. Scroll down the page to review the learner group member information.24. Click the Save link.Lesson 2 - Add Query Based Learner GroupDefine learner group data by associating the learner group with a learning environment and owner.This lesson teaches administrators how to add a learner group using a query.1. Click Enterprise Learning Learner Groups MaintainLearner Groups2. The Add Query Based Learner Group option creates anew learner group with group members based on specified group criteria, such as business unit,department, or job code.5 Page
Administrator Training GuideSPD 9.2 ELM Training Administrationa. Click the Add Query Based Learner Group link.3. Click in the Description field.a. Enter a description into the Description field.It is recommended to use the agency acronym (such as DOC, DCS, FSSA, DNR, etc.) at the beginning of thetitle.4. Click in the Short Description field.5. Enter the group name abbreviation into the Short Description field.6. Click the Learning Environment drop-down menu button.7. Select the learning environment to associate with the learner group from the list of values.8. Click the Owner Magnifying Glass button to search for the owner’s learner id.9. When checked, the Automatically Maintain Membership checkbox will automatically updatelearner group membership when the ELM system update occurs.6 Page
Administrator Training GuideSPD 9.2 ELM Training Administration10. Check the Automatically Maintain Membership checkbox.a. If this item is not checked when a learner group is created and saved, this item cannotbe checked later.The ELM integration runs hourly between 7:00 A.M. – 7:00 P.M. to update (refresh) system data. Theintegration process currently occurs at 9:00 a.m., 2:00 p.m., and 7:00 p.m. System changes made prior to arefresh will not show in the system until after the update occurs.Scheduled Mass Enrollments are automatically kicked off every day at 7:00 P.M.11. Click in the Comments field to enter any learner group related comments.12. Click the Group tab.13. Click the Select Query Magnifying Glass button to search for the desired query. Enter yourquery name into the Query Name field and hit enter.14. Click the Populate Learner Group button.15. Scroll down the page to review the learner group member information.16. Click the Save link.Lesson 3 - Update Learner Group ProcedureUpdating learner group information may include making a learner group active or inactive or updatinglearner group criteria and members.This lesson teaches administrators how to maintain learner group information.1. Click Enterprise Learning Maintain Learner Groups2. Click the Learner Groups link.7 Page
Administrator Training GuideSPD 9.2 ELM Training Administration3. Click the Maintain Learner Groups link.4. Enter search criteria to locate a learner group.5. Click the Search button.6. Click the correct learner group link in the Name column of the Learner Group Results section.7. Click the Group Criteria tab.8. To add additional learner group members to existing members, click the Add a new row button.(To remove learner group members, click the Delete a row button for the correct row.)9. Click the Add a new row button.10. Click the Criteria Type drop-down menu button.11. Select the correct criteria type from the list of values.12. Click the Criteria Value Magnifying Glass button.13. Enter search criteria for the criteria value.14. Click the Look Up button.15. Select the correct criteria value type from the list of values.16. Confirm the AND/OR values are properly set to capture criteria relationships by clicking theAND/OR drop-down menu buttons to select and/or make any changes.The AND/OR values are used to define relationships between the criteria.For example:To show a relationship for all members of the State Personnel Department (SPD) Training and Recruiting divisions, thecriteria would look like:Row 1: SPD Business Unit 00071 ANDRow 2: Training Department 1015 ORRow 3: Recruiting Department 102317. Click theresults.button (left parenthesis) and thebutton (right parenthesis) to group criteria8 Page
Administrator Training GuideSPD 9.2 ELM Training AdministrationUse parenthesis to define complex relationships between the criteria, and how it is grouped can affect the searchresults.For example:If a learner group contains different business units with business unit specific department information, each businessunit should be grouped with their own departments using different sets of parenthesis to identify the separategroupings.To remove a right or left parenthesis, click thebutton orbutton multiple times until it is removed.18. Click the Populate Learner Group button.19. Scroll down the page to review group member list changes as needed.20. Click the Save link.Course CatalogLesson 3: Create/Update CourseLesson 4: Create/Update Delivery MethodLesson 5: Create/Update Instructor Led Training ClassLesson 6: Clone a ClassLesson 7: Adding a Survey DefinitionLesson 8: Adding a Survey Component to a ClassCATALOG COMPONENTSThe Course Catalog consists of three main components:1. Categories (Owner/Host/Specialty Area)2. Courses3. ClassesLearning CatalogThe learning catalog is a repository of information about the courses that are available to internal andexternal learners, including your organization's employees, contractors, partners, and customers. Thecatalog supplies detailed information about each class, including a description of its content, learningobjectives, prerequisites and other features. Each class can be categorized and assigned keywords sothat learners and managers can quickly locate relevant classes in the catalog. Learners and managerscan use the self-service browse and search features to view the learning catalog, add classes to theirlearning plans, and initiate the enrollment process.9 Page
Administrator Training GuideSPD 9.2 ELM Training AdministrationClasses represent a specific topic of study for which classes are offered. In general terms, the classrepresents the course. All classes associated with a given course share the same prerequisites,objectives, equivalencies and other features.Classes are instances or offerings of a course. Classes are comprised of learning components. Learningcomponents represent how the instructional content of the class will be delivered to the learners. Forexample, learning components can be instructor-led and scheduled, or they can be web-based(computer-based) and self-paced. Classes contain at least one learning component, but they couldcontain as many as needed to reach the learning objectives of the class.NAMING CONVENTIONSNaming Conventions used for system components become important in the way that information ispresented within the State of Indiana ELM system. Naming conventions designate a uniform format tobe used when creating system component titles to facilitate easy location of desired learning. ELMsystem components incorporating naming conventions include: categories, courses, and classes.It is recommended the following naming conventions are to be used for each system component:1. The course catalog category is the name of the State agency owning or hosting the training(such as State Personnel Department, Indiana Office of Technology, Department of Revenue,etc.).2. Courses should begin with the State agency acronym and followed by additional namingconvention criteria established by the agency. For example, if the State Personnel Department(SPD) wishes to create a new course within the system and courses are tracked by a numberingsystem established and maintained by SPD, their course naming conventions may look like:SPD 00051.3. Classes should begin with the State agency acronym and followed by additional namingconvention criteria established by the agency. For example, if the SPD wishes to create a classfor the course listed above, in addition to the numbering system established and maintained forthe courses, an extension may be added to identify the class. A class naming convention maylook like: SPD 00051 120109. The last segment of the class may identify the date the class willbe offered for the course.Lesson 4 - Create/Update CourseIt is recommended the following naming convention is to be used for course creation: Courses should begin with the State agency acronym and followed by additional namingconvention criteria established by the agency. For example, if the State Personnel Department(SPD) wishes to create a new course within the system and courses are tracked by a numberingsystem established and maintained by SPD, their course naming conventions may look like:SPD 00051.This lesson teaches administrators how to create and/or update courses.10 P a g e
Administrator Training GuideSPD 9.2 ELM Training Administration1. Select Enterprise Learning Catalog Maintain Courses2. Enter search criteria to update an existing course or click the Adda New Value tab to create a new course.To search for existing data, click the Search button to see a complete or partial list of courses associatedwith the search criteria. At times, PeopleSoft may only return the first 300 courses for undefinedsearches. To locate courses in lists with more than 300 courses, the search criteria will need to be furtherdefined.To further define search criteria:Enter specific search information into one of the search option fields. When available, the drop-downmenu button options, magnifying glass button, and the calendar button features will assist withnarrowing the search for specific data and/or assist with setting search parameters.11 P a g e
Administrator Training GuideSPD 9.2 ELM Training Administration3. Click in the Course Long Name field.- Enter the name of the course (beginning with the State agency acronym and followed byadditional naming convention criteria established by the agency is recommended) intothe Course Long Name field.4. Click in the Course Short Name field.- Enter the short name abbreviation into the Course Short Name field.5. Click in the Course Code field.- Enter the course code information into the Course Code field. (It is recommended thatthe course code begins with the state agency acronym.)6. Confirm the Owner field is correct or click inthe Owner Magnifying Glass button to searchfor a different course owner.7. Click the Course Status drop-down menu button.- Select the correct Course Status from the list of values.i. Select Active when the course is ready for use.ii. Select Inactive for courses no longer in use.iii. Select Pending while developing a new course.8. Confirm the date in the Effective Date field is correct.9. Enter the course description into the Description field.This field is limited in the number of characters that may be used. For detailed course descriptions, use the CourseAbstract field.10. Click in the Course Abstract field.- Enter a more detailed coursedescription into the CourseAbstract field.11. Click the Approval Type drop-down menu button.- Select the correct Approval Type from the list of values.i. Select Both-Special when both the learner's manager/supervisor AND thecourse administrator enrollment approval is required.ii. Select None when no enrollment approval is required and the learner may selfenroll.iii. Select Standard when the learner's manager/supervisor ONLY is required toapprove enrollment.12 P a g e
Administrator Training GuideSPD 9.2 ELM Training Administration12. Confirm the Offering button option Internal is selected.All courses created, owned, and hosted and/or delivered by the State of Indiana are Internal courses.13. Enter the number of education units earned for the course in the Education Units field, ifapplicable.This field is for documentation purposes only.14. Enter estimated course costs into the Estimated Cost field, if desired.The cost value can be used to calculate forecasted training costs when training plan budgets are produced. TheEstimated Cost field represents the estimated cost, per learner, of delivering the class and can be overridden at thedelivery method level.15. If an estimated cost was entered into the Estimated Cost field, confirm the Currency Code fieldis correct.16. Check the Enable Learning Request checkbox to allow learners to choose the course whensubmitting a learning request.17. Click in the Learning Request Threshold field.- Enter a learning request threshold number into the Learning Request Threshold field tospecify how many course requests must be made before the administrator is notified.18. The Enable Learning Request checkbox must be checked for administrator notification to occur.19. Click the Prerequisites link.20. Click the Add required Prerequisites link to add prerequisites, as desired.Prerequisite courses should be selected and entered. Administrators can override prerequisites for learners.Managers cannot override prerequisites for a learner directly but may use the supplemental learning page to givelearners waivers on courses.Required Prerequisites are mandatory prior to the completion of another course and prevent the learner fromenrolling into advanced classes until completed.Recommended Prerequisites are not mandatory and do not prevent the learner from enrolling into a class.13 P a g e
Administrator Training GuideSPD 9.2 ELM Training AdministrationWhen entering prerequisites, the Relationship drop-down menu field list of values need to be set correctly. Valuesinclude:- Select End if this is the last prerequisite.- Select And if there are additional prerequisites.- Select Or if a prerequisite can be met by completed the next prerequisite entered.Important! The system ignores any prerequisites that are listed after End.21. Click the Equivalents link.If another course is considered to be the equivalent of this one, select the equivalent course. The system does notperform any checks to determine if equivalent courses have the same objectives.22. Click the Notes and Attachments link.23. Check the Display in Catalog checkbox for course notes and/or attachments to appear in thecatalog.24. Click in the Notes field.- Enter course related notes into the Notes field as needed.25. Add attachments to a course by clicking the Add Attachment button, if desired. (Removeattachments by clicking the Delete Attachment button.)26. Click the Security link.27. Confirm the correct learningenvironment is showing in the Learning Environment section.A course must be associated with at least one learning environment. The system displays the administrator's currentlearning environment as the default. If more than one learning environment exists and a learning environment isremoved, the primary learning environment automatically defaults to a remaining learning environment. Theprimary learning environment can be changed at any time.28. Click the Add Learner Group Security link.29. Click the Learner Group Magnifying Glass button to search for learner groups.14 P a g e
Administrator Training GuideSPD 9.2 ELM Training AdministrationLearner group security specifies which learner groups can access classes and programs within a category whenbrowsing or searching the catalog.If a learner group is not assigned, the related classes will not appear in the catalog.30. Enter search criteria for the learner group.To search for existing data, click the Search or Look Up button to see a complete or partial list of courses associatedwith the search criteria. At times, PeopleSoft may only return the first 300 courses for undefined searches. To locatecourses in lists with more than 300 courses, the search criteria will need to be further defined.To further define search criteria:Enter specific search information into one of the search option fields. When available, the drop-down menu buttonoptions, magnifying glass button, and the calendar button features will assist with narrowing the search for specificdata and/or assist with setting search parameters.31. Click the Look Up button.32. Select the correct learner group from the list of values.33. After all learnergroups have beenentered, click theDone button.When entering learner group security for multiple learner groups, the Relationship drop-down menu field list of valuesneed to be set correctly to specify how one learner group is related to others in the list when used to determine whetheror not a person has access. Values include:- Select And if a learner must be a member of both this learner group and the next in the list.- Select Or if a learner must be in this learner group or the next in the list.- Select End as a placeholder for the last learner group is the list.Important! The system ignores any learner groups that are listed after End.34. Click the Attributes tab.35. Click the Add Category link.15 P a g e
Administrator Training GuideSPD 9.2 ELM Training AdministrationThe Course Attributes category specifies which category a course is to be listed in the learning catalog.If a category is not assigned, the related courses and classes will not appear in the catalog.36. Click the Category Magnifying Glass button to locate the category to which the course belongs.37. Select the correct category from the list of values in the Long Name column. If necessary, entersearch criteria to locate the category.38. Click the Save link.39. Click the Delivery Method tab.40. Click the Add New Delivery Method button.Delivery methods define how course offerings are presented to learners (for example, through online learning, classroominstruction, seminars, books, etc.) within the organization. Learners can search the catalog for offerings by the delivery methodthat best suits their learning style.Delivery methods are created for courses to identify the specific methods the course's classes are offered. The same course mayhave multiple delivery methods. There are no restrictions on how many delivery methods can be defined or how they are named.41. Confirm the course code is correct in the Course Code field.42. Click the Delivery Method Type Magnifying Glass button.43. Select the correct delivery method from the list of values in the Long Name column.44. Confirm the effective date in the Effective Date field is correct.45. Click the Status drop-down menu button.- Select Active when the delivery method is ready for use.- Select Inactive for delivery methods being prepared for use or are no longer in use.46. Click the Frequency drop-down menu button.- Select the frequency the class is usually offered via the delivery method from the list ofvalues.16 P a g e
Administrator Training GuideSPD 9.2 ELM Training Administration47. Click the Administrator Magnifying Glass button to select an enrollment administrator.48. Enter search criteria for the administrator.To search for existing data, click the Search or Look Up button to see a complete or partial list of courses associatedwith the search criteria. At times, PeopleSoft may only return the first 300 courses for undefined searches. To locatecourses in lists with more than 300 courses, the search criteria needs to be further defined.To further define search criteria:Enter specific search information into one of the search option fields. When available, the drop-down menu buttonoptions, magnifying glass button, and the calendar button features assists with narrowing the search for specificdata and/or assist with setting search parameters.49. Click the Look Up button.50. Select the correct Administrator from the list of values.51. Enter the cost of offering the class in the Cost field, if applicable.52. Click the Primary Instructor Magnifying Glass button to locate a primary instructor for thedelivery method, if applicable.53. Enter search criteria as needed and click the Search button.54. Select an instructor entry from the list of values in the Name Display column.55. Confirm the owner of the course or click in the Owner Magnifying Glass button to change theowner.56. Enter any payment information into the Payments - Pricing and Training Units sections.The Payments section contains pricing and training unit information associated with the delivery method of a course.Selections made in either the Pricing section or the Training Units section can be overridden for adjustments at the classlevel as needed.Pricing fields include: Internal Price - The price to charge internal learners to enroll into course classes. Internal learners are learners who aretracked in PeopleSoft HR as employees, contingent (contract) workers, or persons of interest (board members, externalinstructors, etc.) Internal Drop Charge - The amount to charge internal learners for dropping classes after the drop period. External Price - Not used. External Drop Charge - Not used.Training Units fields include:Not used - training units only apply to external learners.17 P a g e
Administrator Training GuideSPD 9.2 ELM Training Administration57. Enter any estimated cost information into the Estimated Cost section.The entered Estimated Cost values can be used to calculate forecasted learning costs when training plan budgets areproduced that includes classes with this delivery method.Estimated Cost fields include: Estimated Cost - The default value appearing in the delivery method estimated cost is inherited from the course. Itrepresents the estimated cost, per learner, of delivering the class. The system uses the cost entered here to determinethe forecasted cost for the class. This does not include any hourly costs. Hourly Cost - The default value appearing in the delivery method hourly cost is inherited from the administrator's learningenvironment. Enter the estimated hourly cost, per learner, of delivering the class. The system uses the cost entered hereto determine the forecasted cost for a class based on the number of hours defined for each of the classes’ components onthe recommended duration page.58. Enter any learning period information into the Learning Period section.The Learning Period fields are used most often for classes with web-based, test, survey, or assignment delivery methodlearning components only. The selections made here may be overridden at the class level.Learning Period fields include: Learning Period - The number of days after the enrollment date that learners must complete the class. If the learner hasnot received a completion status of either 'Comp
To search for existing data, click the Search or Look Up button to see a complete or partial list of courses associated with the search criteria. At times, PeopleSoft may only return the first 300 courses for undefined searches. To locate courses in lists with more than 300 courses, the
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