Fundamentals of the Pathlore Administration Center
Transcription
Fundamentals of the Pathlore Administration Center
Fundamentals of the Pathlore Administration Center Last updated 03/10/15 TableofContents Unit 1: Getting Started—3 What is Pathlore?—3 Accessing Pathlore—3 Pathlore Functionality—3 Self Reported Training—4 Login to Administration Center—5 Set Preferences—6 Unit 2: Working with People—7 Review Staff Transcripts—7 Advanced Searching—7 Search Tips—8 Unit 3: Working with Courses and Classes—9 Create a Class—9 Practice Creating a Class---10 Unit 4: Working with Registrations—12 Add People to a Class Roster—12 Unit 5: Learning Plans—15 Sample Completed Learning Plan Request Form—16 Unit 6: Working with Reports—17 CED Reports Feature—17 Run a “Who Has Taken” Report—17 Running Other Reports—17 Sample “Who Has Taken” Report—18 Gap Analysis Reports—21 Run the Individual Profile Report or Course Demand Candidates Report for Annual Mandatory Training—21 Run the Course Demand Candidates for Department Training—24 Exporting Data - 27 Unit 7: Manager Dashboard—30 Monitoring Training Progress—30 Accessing the Manager Dashboard—31 Employee Action Menu—32 Assigning a Delegate—34 2 Unit 1: Getting Started What is Pathlore? Pathlore is MU Health Care’s Learning Management System (LMS). An LMS is a software application for administration, documentation, tracking, and reporting of training programs, including instructor-led training, online training, unit in-services, etc. Accessing Pathlore There are multiple ways to access Pathlore. Link from mymuhealth.org (drop down under training) iPortal http://ced.muhealth.org/ Also currently on MyApps (CED Icon) Pathlore Functionality Starting from the Center for Education & Development webpage, enter the Learning on the page or selecting Center by either clicking the Learning Center button Learning Center in the drop down menu. The basic Pathlore functions are as follows: News: Including Updates/New Content and Information about Maintenance Manage data about people—personal data Document completion of training events—Transcript Access Assigned Training: Learning Plan (defaults to this when opened) Review Active Modules Search and enroll in training events (instructor led or web-based) Assign training events Also used to track annual health screenings and flu shots 3 Help section contains: Frequently Asked Questions;Troubleshooting;Contact information for Help Manager’s Dashboard Information Self Reported Training 1) Open up your transcript. Click on Add Self Reported Training 2) Enter the following information a) Course Code i) SRT001 – Outside COMPUTER training ii) SRT002 – Outside job related NON‐CLINICAL training or conference iii) SRT003 – Outside CLINICAL training or conference iv) SRT004 – MyLearn training b) The name of the course you completed c) The date you completed it d) Finished 3) It will then be listed on your transcript. 4 Login to Administration Center 1. Start from the Center for Education & Development webpage 2. Hover the mouse over the “Learning Center” menu and click “Administration Center” (Figure 1). Note: the Administration Center will automatically recognize you based on the login credentials you used when logging into the computer. If you are successfully logged in, you will see the “Welcome, Your Name” message (Figure 2). Figure 1 Figure 2 3. Click on the “Administration Center” link.You’ll notice five “centers” on the right. You will perform administrative tasks in the Administration Center. 5 Now you are inside the Administration Center. The main navigation bar is located at the top (Figure 3). Figure 3 Most adminstrative functions take place under “Classes,” “People,” “Registrations,” and “Gap Analysis.” Set Preferences “My Preferences” allows the administrative user to set up the system so they can work more efficiently. There are two highly recommended settings as follows (Figure 4). 1. 2. 3. 4. Click “Home.” Click “My Preferences” under the “Options” menu Change the initial option for the Administration Center to “People.” Check the “Automatically restore previous search criteria” box. Figure 4 6 Unit 2: Working with People Review Staff Transcripts Reviewing staff transcripts is performed under “People.” The “Search by” area is where you perform basic searches. The first search field specifies all users, active users, or nonactive users. You will always want this set to active users. You will likely use the last name or EMPLID for the second search field. 1. 2. 3. 4. Click “People.” Set first field to “Active user” Set the second field to “Last Name” Type a last name and click “Find” The “ID Data” tab contains an individual’s information. This data is populated nightly via PeopleSoft imports. The “Transcript” tab contains sortable columns. The “ES” column stands for event status. You can find a legend for the different event status codes by clicking the “Status” dropdown menu. The most commonly used codes are as follows: E: Enrolled F: Finished U: Unmastered W: Wait List C: Canceled M: Miscellaneous To sort by “Finished” set the “Status” field to “F-Finished.” Use the print icon in the upper right corner if you want to print a hard copy. In addition, you can select “Export” to export the transcript to an Excel file. When searching for individuals with the same last name, you will receive a list of individuals to choose from. Advanced Searching For more advanced searching, click “Advanced.” Verify that the status is set to “Active” and use the drop down lists to identify a group of individuals. To search by HR Dept ID, select “HR DEPT ID.” In the “From” field, type your HRDEPTID. This will populate a list of everyone within that HR Dept ID and will give you quick access to their individual records when clicking the “Previous Search” link. If you do not know the HRDEPTID that you need, look up someone in that department and find it on the ID Data Tab. 7 Search Tips The last 10 records you review appear as links under “Recent People.” The “Previous Search” tool will take you back to your previous search. If you only know part of the person’s last name, simply enter the letters and click find. A list will return of all individual’s whose name begins with the letters you inserted. Use an individuals data on the “ID Data” tab to identify information such as HR Dept ID and simply copy and paste that into the advanced search fields. 8 Unit 3: Working with Courses and Classes Create a Class A class is the primary way to track attendance at a training event. Training administrators have the ability to create classes, enroll, and finish registrations so that unit-specific and other training is documented on staff transcripts. In Pathlore, a course is a template from which you create a class. Think of a course as a template and a class as an event. Any time you create a new class, you have to create it from a course. CED creates the initial Course Code and from that a unit administrator can create a number of classes. To request a new Course Code, contact CED at 882-4161. Practice Creating a class from a course as follows: 1. 2. 3. 4. Go to the “Courses” tab. Search for an “Active Course” Search by “Course Code”. Click “Find.” Note: Much of the course information will be grayed out; training administrators cannot create or change course information. 5. Click the arrow next to “Course” on the information bar and select “New Class From.” This opens the “New Class From…” window in the “Classes” tab. You can customize most of the information in the classes tab. The required fields to specify include the following: Always check the “Reset dates” in the upper right corner. Type in a class name. Change the start date. Change the start time. Change the end time. Always change to “Departmental User.” Course delivery. Other red asterisk fields. After the class is customized, click “Save” in the upper right corner. 9 Practice Creating a Class Create a test class from a course as follows: 1. 2. 3. 4. Go to the “Courses” tab. Search for an “Active Course” Search by “Course Code”. Enter TST888 Click “Find.” Note: Much of the course information will be grayed out; training administrators cannot create or change course information. 5. Click the arrow next to “Course” on the information bar and select “New Class From.” 6. This opens the “New Class From…” window in the “Classes” tab. 10 You can customize most of the information in the classes tab. The required fields to specify include the following: 1. 2. 3. 4. 5. 6. 7. 8. Always check the “Reset dates” in the upper right corner. Type in a class name. Change the start date. Change the start time. Change the end time. Always change to “Departmental User.” Course delivery. Update all other red asterisk fields and confirm the accuracy of other class information. (i.e. contact hours, location, capacity, etc) 9. After the class is customized, click “Save” in the upper right corner. After your class is created, check to see if there are emails associated with this class. Is the content accurate? Do changes need to be made? 11 Unit 4: Working with Registrations A registation is the record of a person’s attendance in a class. A staff member’s status in the class is recorded using codes (e.g., E: enrolled, F: finished, U: unmastered, I: incomplete, etc.). Add People to a Class Roster Add staff members to a class roster as follows: 1. Under the “Classes” tab, search for the class you want to add registrations to. 2. Go to the “Class” drop down menu and click “Open in Registrations.” Notice you are now in the “Registrations” area of the Administration Center. 3. Type the last name of an individual under “People Options.” If you are just adding one person to the class roster, specify the desired registration and click save. If you want to add more individuals, continue with Step 4. 4. To add another individual, simply type their last name in the search field. 5. Select “Append” when prompted. Notice a list of individuals is being populated. 6. After populating all individuals, specify the desired registration and click the batch save icon. Another way to batch add people is to use the Advanced find feature. Under People Options, click on the Advanced link. You can search by a number of criteria, such as HR Dept ID, Facility, Title Code, and others. For this example, we are searching for members of the HTEST HR Dept ID. Click Find after you have filled in your search criteria. 12 You can select individuals by holding the control key and clicking on the names or you can select all by clicking the Select All button below. Click on the Select button at the bottom left of the dialog box to confirm your selection. Once you have selected your people you will be returned to the Registrations screen. Choose the class status you wish to assign from the drop down box under Batch Registration. Click on the multiple disk icon in the upper right hand corner to begin the batch job. 13 Additionally, you can copy the roster from a previous class and paste it into the roster of a new class. On a class roster tab, click on the drop down arrow and choose the Select All option. This will highlight all members of the roster. Click on the drop down arrow again and choose Copy Selected Registrations. Go to the new class roster. Click on the drop down arrow and choose Paste Registrations. Remember to click on the save icon before navigating away from the roster. 14 Unit 5: Learning Plans Learning plans are created by combining several features within Pathlore. People are assigned to Groups, which dynamically select their population based on criteria, and those Groups are then linked to Curriculums, which contain required Courses. Once combined, this information appears on a student’s Learning Plan page within the Pathlore Learning Center. Each fiscal year, employees are assigned modules to complete. These annual mandatory modules will always appear on an employee’s Learning Plan. Additional modules specific to an employee’s department or role can be added as well. To assign department specific modules, you must first submit a copy of the Learning Plan Request Form to CED. An example of a completed Learning Plan Request Form is on the next page. When requesting a Department Specific learning plan you will need the following information: Department HRDEPTID – this value is text only (and commonly confused with Finance ID codes or MOCODES). Example: HCNTREDDEV Title Codes – the 4 digit job code for the position you wish to assign training WBT Course Code – the web based training you wish to assign (please note that we update the course codes every year to match the fiscal year – listing course codes from the previous fiscal year will result in an incompletable learning plan. When it is possible, you may group title codes together, so long as all of the title codes share common training requirements. There is no limit to the number of Department Specific plans you may request, but the average is about four. 15 Once CED receives the completed form, Groups and Curriculums are created. Groups use the HRDEPTID and Title Code data to correctly pinpoint who the requested training will be assigned to. The Group is linked to the Curriculum, which lists the required courses, the due date, and any desired notifications to the learner. Once both sections are completed, the Group/Curriculum combination is made public and appears on the Learning Plan. 16 Unit 6: Working with Reports CED Reports Feature The CED Reports feature is accessed from the CED home page (ced.muhealth.org). There are several different reports you can run that export data from Pathlore. The most useful are “Who Has Taken”, “Individual Transcript”, and “Department Staff Health Review”. Note: The fields within the CED Reports feature are case sensitive; HRDEPTIDs should always be all caps. Run a “Who Has Taken” Report 1. 2. 3. 4. 5. 6. 7. Open the CED website at http://ced.muhealth.org/. Select “Learning Center”, then “CED Reports”. Click on “Learning Management System (LMS) Reports”. Select “Who Has Taken”. In the “From Date” and “To Date” fields, enter the date range for your report. Type in the course code in the “Course Code” field. Choose one or more statuses from the drop down menu in the “Event Status” field. “Finished” is a common choice. 8. Type in an HRDEPTID (use all upper case) in the “HRDEPTID” field if information is needed for only one department. 9. Click on “View Report”. Running Other Reports Fill in the fields and click on “View Report”. 17 Sample “Who Has Taken” Report A common report run by units to help them identify who may be enrolled in upcoming training. Please follow these directions to run this sample report. 1. Open the CED website at http://ced.muhealth.org/. 2. Select “Learning Center”, then “CED Reports”. 3. Click on “Learning Management System (LMS) Reports”. 4. Select “Who Has Taken”. 18 5. In the “From Date” and “To Date” fields, enter the date range for your report. 6. Type in the course code in the “Course Code” field or in this case, use the % sign as a wild card to search all classes. 7. Choose one or more statuses from the drop down menu in the “Event Status” field. “Finished” is a common choice. In this case, you are looking for only the “Enrolled” statuses, so select Enrolled. 8. Type in a HRDEPTID (use all upper case) in the “HRDEPTID” field if information is needed for only one department. 9. Click on “View Report”. 10. Click each + sign to Expand All Employees and Expand All Training. 19 11. After expanding both it will list all employees who are enrolled in training during the date range you have selected. 20 Gap Analysis Reports RuntheIndividualProfileReportorCourseDemandCandidates ReportforAnnualMandatoryTraining 1. From the CED Learning Center (http://ced.muhealth.org/), select Administration Center. Then select Administration on the right. 2. Choose Gap Analysis. 3. Select Report Definitions. 4. To run an Individual Profile Report, Analysis Type (1) should be set to Training, and Report Type (2) set to Individual Profile Report. In the Name field (3) type FY15 Annual Mandatory IPR. Click on the hyperlink to open the definition (4). 5. To run a Course Demand Candidates report, Analysis Type (1) should be set to Training, and Report Type (2) set to Course Demand Candidates. In the Name field (3) type FY15 Annual Mandatory CDC. Click on the hyperlink to open the definition (4). 21 22 6. Click on the Submit Report icon in the upper right corner. 7. Make sure ‘Match all people to selected curriculums’ (1) is not checked. The Auto‐delete field is set to 2 days (2). This is the time period that your generated report will remain available on the Pathlore server. Please do not alter this. As you can see, there are multiple versions of curriculums, usually divided into “Veteran” and “New Staff”. New Staff refers to employees that have a hire date within the fiscal year. In order to successfully cover all of your personnel it may be necessary choose Select All (3). Click Submit (4). 23 8. Type in your HR DEPT ID using all caps. Click on OK. 9. Click on Submitted Reports (1). You can filter the Submitted Reports page so that only your submitted reports are displayed (2).If the report is not listed at 100 percent running in the Percentage column, click on the refresh icon (3). Click on the report name when it is listed at 100% (4). 10. Make sure Report format is set to PDF, Pages is set to All Pages. Click View Report. 11. The report will have one page per person, listing what has been met, and what has not been met. Run the Course Demand Candidates for Department Training 24 1. From the CED Learning Center (http://ced.muhealth.org/), select Administration Center. Then select Administration on the right. 2. Choose Gap Analysis. 3. Select Report Definitions (1). Analysis Type should be set to Training (2), and Report Type set to Course Demand Candidates (3). In the Name field type FY15 Department Specific CDC (4). Click on the hyperlink to open the definition (5). 4. Click on the Submit Report icon in the upper right corner. 5. Make sure ‘Match all people to selected curriculums’ (1) is NOT checked. The Auto-delete field is set to 2 days (2). This is the time period that your generated 25 report will remain available on the Pathlore server. Please do not alter this. As you can see, the report definition is built to work with multiple curriculums. Use the scroll bar to locate the curriculums specific to your department. Click the curriculum listing to select it. Click on the Submit button. 6. Type in your HR DEPT ID using all caps. Click on OK. 7. Click on Submitted Reports (1). You can filter the Submitted Reports page so that only your submitted reports are displayed (2).If the report is not listed at 100 26 percent running in the Percentage column, click on the refresh icon (3). Click on the report name when it is listed at 100% (4). 8. Make sure Report format is set to PDF and Pages is set to All Pages. Click View Report. 9. The report will have one page per course in the curriculum, listing who has not yet completed that requirement. 27 Exporting Data Many of the sections of the Pathlore Administration Center allow the user to export data, which can then be imported into other programs such as Microsoft Excel. Search results, whether from People, Courses or Classes, can be exported by clicking on the Export button at the bottom of the search results. Your data will be exported in the format that you set in the My Preferences option in the Home tab. If you have the Header Row preference set to Prompt User you will also be asked if you wish to include the header row in your export. You can also export the results of the Who Has Taken report. Because of the extensive formatting used in creating the Who Has Taken output, the standard Excel format is difficult to use. We suggest using the Comma Separated Value format (.CSV) instead. 28 Using a CSV file in Excel When a CSV files first loads into Excel all of the data is located in a single column. To separate out the data into sortable columns, click on the first column and then select the Text to Columns feature, located in the Data ribbon. The Convert Text to Columns Wizard will open. For step one, original data type, select the Delilmited radio button then click Next. In the next step, ensure that the Comma checkbox is selected as the Delimiter, then click Next. 29 Finally, for each column, specify the format for the column, or choose the skip radio button to ignore the column. When you have selected formats for all potential columns click Finish. 30 Unit 7: Manager Dashboard SumTotal Systems added the Manager Dashboard to Pathlore in their 6.9 version upgrade. The Manager Dashboard was designed to help managers more quickly see the progress of their direct reports against required training. The main features of the Manager Dashboard are as follows: A central page allows managers to get an overview of the training progress of their direct reports Managers can quickly see which employees require action because of expired or past due training requirements A detailed report of an employee’s progress can be accessed for each employee Higher level managers can drill down through the manager hierarchy to view progress for lower management levels Monitoring Training Progress The overall progress for an employee is based on the total number of courses that are assigned to the employee, compared to the number of courses that are completed. For example, if 20 courses are assigned to a person and that person has completed 15 of those courses then their overall training progress is 75%. Only course completions are considered for training progress statistics. Curriculums themselves are not considered, which means it does not count how many curriculums are assigned to a person, just the number of courses assigned to a person through curriculums. The dashboard does take curriculum due dates into consideration. A curriculum is considered past due if it has a due date associated with it and the person has not completed all required courses by that date. The dashboard uses the term ‘at risk training’ to indicate a course or curriculum that is past due or about to become past due. 31 Accessing the Manager Dashboard A link has been added to the Learning Center to access the Manager Dashboard functions. This is located at the bottom of the left hand menu. Once open, a manager will see a list of their direct reports, along with the completion percentage of the group as a whole and the percent of the group that have completed all assignments. In the example above, there are three direct reports, none of whom has fully completed their training. The at-a-glance view will also show the number of incomplete courses remaining along with the “at risk” status. In the example above Eric Shaw has not completed any of his assigned training but retains a green status because he is not near the due date for any of his training. John Test has one curriculum with a due date within 30 days and so appears with a yellow status. Katrina Testing has missed the due date for her curriculum entirely and so appears with a red status. 32 Employee Action Menu If you hover your mouse over a person in the list, a blue arrow icon appears to the left of their name. Clicking on that arrow displays a menu giving the manager some actions that can be performed for the selected person. Send Email allows you to use your email client to send an email to the person. (Pathlore uses the email that is stored in the person’s ID Data record. If there is no recorded email address in Pathlore, then this option will be greyed out.) View Full Training Profile takes the manager to a new screen that shows the full training profile and training gaps for the employee. 33 Work on Person allows the manager to see what the direct report would see in his or her Learning Center. While you are viewing a direct report, if you click on Transcript or Learning Plan you will see the direct report’s Transcript or Learning Plan, and not your own. Remember to click on Stop Working on Person in the Manager Dashboard screen to return to your own Learning Center view. View Transcript allows the manager to quickly view the direct report’s transcript. View Training Plan allows the manager to quickly view the person’s Learning Plan. (Note: SumTotal uses the terms Training Plan and Learning Plan interchangeably, while we tend to only use Learning Plan) View Direct Reports will the direct reports of the employee, if any exist. 34 Assigning a Delegate As a manager you may designate a delegate who will be able to utilize the manager dashboard on your behalf. To assign a delegate, open the Learning Center and click on the Manager Dashboard button. Click on the Assign Delegate link, enter either the last name or email address of your delegate and click GO! to find them. If your search returns more than one hit, select the radio button for the correct person and click OK. 35 You should now see the following message on the Manager Dashboard screen: To change your delegate, click on the Remove Delegate link. Click on OK to confirm. If you want to rotate your delegate, simply remove the existing delegate and assign a new one using the steps above. This will allow you to split the delgate duties amongst multiple people. If you have further questions about the Manager Dashboard functions, contact CED at 882-4161 or [email protected]. 36