Learning Management System (LMS) Agency UAT · •Approval Process –If Approval Required is set to Yes, then select the appropriate approval flow, else leave blank. •Select the

Learning Management System (LMS) Agency UAT

August 5 - 20, 2019

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Agenda

• Introductions

• Benefits of an Enterprise LMS System

• Summary of Key Functionality

• Key Activities

• Agency Go-Live Readiness Checklist

• Agency Administrators – FAQs

• Determining What to Train On!

• Navigating to the Learning Admin Center

• Creating an Online Course

• Creating and Scheduling a Classroom Course

• Creating an Assignment Profile

• Creating a Catalog

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Introductions

1. What is your name?

2. What agency do you work for?

3. How many years experience working for the state?

4. Have you ever used an LMS? If so, in what role?

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Benefits of an Enterprise LMS

1. One standardized platform – administrators, trainers, and learners will not have to be retrained if they change agencies.

2. Employee training history stays with employee throughout the employee’s career in state government.

3. LMS is integrated into other SuccessFactors talent management modules (e.g., performance management and onboarding modules).

5. System is configurable-only, which makes it much easier to maintain from a testing / updating perspective, reducing overall risk.

6. System is highly ranked in the industry and the software version will stay current.

7. Agencies no longer have to spend resources maintaining a contract with a vendor or making system changes.

8. No cost to the agency. Agencies currently expending funds to license and maintain an LMS may be able to re-purpose those funds.

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Summary of Key Functionality

• Roles – System Administrator (DMS), Statewide Trainer (DMS and DFS), Agency (Domain) Administrators, Agency Trainer, HR View, Manager, Learner.

• Single Sign-on via People First – no separate login for employees.

• Email Capability – Automated and pushed; e.g., enrollment, reminders, cancellations, course updates.

• Option to require approvals for an employee to take a course.

• Online course content should be SCORM or AICC compliant for best results.

• Offline Player Capabilities for completing training while not on internet connection.

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Key Activities

✓11/14/13 - Agency focus group held to determine Learning Management System (LMS) requirements

✓11/18/15 - People First Next Generation Contract signed (included LMS requirements)

✓06/21/18 - Trainers Roundtable meeting held

✓06/25/18 - 07/31/18 – Articulate Storyline 3 licenses distributed

✓09/10/18 - 01/11/19 – DMS attended 10 agency LMS demos

✓01/11/19 - Agencies surveyed to answer final LMS design questions

✓04/02/19 - First alignment meeting with agency administrators

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Key Activities (continued)

✓12/14/18 - 07/19/19 – System configuration

✓ 07/09/19 - Second alignment meeting with agency administrators

• 07/22/19 - 09/30/19 – DMS (People First team) testing

• 08/05/19 - 08/30/19 – Agency User-Acceptance Testing

• 09/27/19 - Third alignment meeting with agency administrators

• 09/30/19 - 10/18/19 – DMS-led classroom training for Agency Administrators

• 10/14/19 - Initial agency Go-live Readiness Checklist due to DMS

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Key Activities (continued)

• 10/21/19 - Phase I deployment (Agency Administrators only)

• 10/28/19 - 11/19/19 – DMS-led Help Sessions for Agency Administrators

• 12/13/19 - Final agency Go-live Readiness Checklist due to DMS

• 12/17/19 - Final alignment meeting with agency administrators

• 10/21/19 - 01/10/20 – Agency-led communication and training

• 01/13/20 - Phase II deployment for ALL employees

• 01/13/20 - 01/31/20 – DMS/NGA hyper care support

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Agency Go-Live Readiness Checklist –Phase I – Due October 14, 2019

Purpose: To provide the State of Florida agencies a concise list of critical activities for use in completing agency readiness activities prior to the People First LMS implementation in January 2020.

Communications Due DateCompleted By (Initials)

Attend Initial HRO/Trainers Alignment Meeting April 2

Attend Second HRO/Trainers Alignment Meeting July 9

Provide Technical Updates communication to agency desktop support team

September 17

Review System Release communication sent by DMS September 27

Attend Third HRO/Trainers Alignment Meeting September 27

UAT Due DateCompleted By (Initials)

Register for a UAT Session June 19 – July 26

Attend UAT Session August 5 – August 30

Training Due DateCompleted By (Initials)

Register for DMS led -- Agency Administrator Training Session August 26 – September 27

Attend DMS led -- Agency Administrator Training SessionSeptember 30 - October

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Agency Go-Live Readiness Checklist –Phase II – Due December 13, 2019

Purpose: To provide the State of Florida agencies a concise list of critical activities for use in completing agency readiness activities prior to the People First LMS implementation in January 2020.

Data Migration Activities Due DateCompleted By (initials)

Submit Data Migration template December 02

Communications Due DateCompleted By (Initials)

Communicate to employees that new LMS system is coming in January December 13

Confirm agency desktop support team has completed all necessary technical updates

December 13

Attend Final HRO/Trainers Alignment Meeting December 17

Training Due DateCompleted By (Initials)

Conduct agency training October 21 – January 10

Go-Live Readiness Due DateCompleted By (Initials)

Register for and attend Agency Administrator Help Sessions (optional)October 18 – November

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Complete agency domain updates in preparation for learner “Go-Live” October 21 – January 10

Create new, test and update existing courses (as applicable) and load prior to learner “Go-Live”

October 21 – January 10

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Agency Administrators - FAQs

• What access level will agency administrators have?• Access to upload content, create courses and administer the agency’s

Domain.

• Who should have this role? • This role should be limited to individuals in the agency who are

responsible for administering training across the agency (not teaching, but controlling content).

• Is there a limit to how many administrators an agency can have?• No. However, agencies should limit the number of agency

administrators or there will be confusion on who changed information, course, etc.

• Can the agency administrator access be limited to an individual business unit?

• No. Individuals with an agency administrator role will have full access to your agency’s domain.

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Determining What to Train On!

• Training Needs – Determining training needs is an agency determination.

• Training Method – Determining whether a training should be an online course (i.e., video) or a classroom course is also an agency decision.

• Content Creation – Whether conducting a classroom training or an online course, content is created by your agency, using an authoring tool such as Articulate Storyline or something as simply as PowerPoint.

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Navigating to the Learning Admin Center• Important Note: ONLY individuals who attended the UAT sessions have agency

administrator access in the test environment.

• Go to the People First test site: https://sofeccuat.ngahrhosting.com

• Log in using your People First ID and Password (will be Password1).

• Select the Talent Management tile.

• Select the Home navigation dropdown menu and select Learning Administration.

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https://sofeccuat.ngahrhosting.com/

Creating an Online Course

Creating an Online Course begins with a little preparation!

• Create the online video and any other related course content outside of the LMS (not covered in this session). For purposes of testing today we have placed a couple of SCORM compliant online videos on your computer for you to use when creating online courses.

• Add Course Content

• Create and Publish a new Item (Online Course as type)

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Add Online Course Content

• From the Learning Administrators landing page, select Content, then select Tools and Import Content.

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Add Online Course Content (continued)• Make sure the radio button beside Add New

Content is selected and select the Next button.

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Add Online Course Content (continued)• Select the course content to load by selecting the

Browse button. Once you select the content, select the Next button.

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Add Online Course Content (continued)• Select the Server Location from the drop down menu (select your agency).

• Select the Domain (select your agency). Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Enter a content package ID. Suggestion is to ALWAYS start the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know the purpose of the content package. Important Note: ID CANNOT include spaces.

• If the content you are importing is mobile friendly, select the Mobile Access checkbox.

• As long as the course content is SCORM or AICC compliant, leave the rest of the checkboxes unmarked. If any are checked, deselect them.

• If the course content is NOT SCORM or AICC compliant, then check both the Launch Mode and Use AICC Wrapper checkboxes.

• Select the Import Files button.

• Important Note: The videos provided for UAT are SCORM compliant.

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Add Online Course Content (continued)

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Add Online Course Content (continued)• Validate the course content imported correctly. If

errors occur, fix the errors and try the import again.

• Select the Schedule Job button to continue.

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Add Online Course Content (continued)• Schedule Background Job.

• Make sure the radio button beside Run this job immediately, if allowable, is selected.

• Un-check the Notify via email upon completion field

• Select the Finish button to start the job

• Monitor the status field until it changes to Succeeded.

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Creating an Online Course

Creating an Online Course begins with a little preparation!

• Create the online video and any other related course content outside of the LMS (not covered in this session). For purposes of testing today we have placed a couple of online videos on your computer for you to use when creating online courses.

• Add Course Content

• Create and Publish a new Item (Online Course as type)

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Creating an Online Item/Course

• From the Learning Administrators landing page, select Learning, then select Items and Add New.

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Creating an Online Item/Course (continued)• Select Online Only and select the OK button.

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Creating an Online Item/Course (continued)• Complete Required Fields section.

• Item Type – Select Course (only option).• ID – Enter a unique ID for your agency. Suggestion is to ALWAYS start the ID with

your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know the purpose of the course. Important Note: ID CANNOT include spaces.

• Title – Enter the Title for the Item (what learners will see).• Description – Enter a brief description that describes the content.• Domain – Select your agency’s domain. Important Note: The default Domain is

Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Approval Required – Defaults to No. If approval is required for a learner to take the course, change to Yes.

• Approval Process – If Approval Required is set to Yes, then select the appropriate approval flow, else leave blank.

• Select the Continue button. • Important Note: Leave Additional Options with the default information for new

Items, changes are only needed if you are updating an existing item.

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Creating an Online Item/Course (continued)

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Creating an Online Item/Course (continued)• Add the Course Content to the Item.

• Select the green plus icon and select Add Content Package to associate the course content.

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Creating an Online Item/Course (continued)• Search for and select the course content you added

previously and select the OK button.

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Creating an Online Item/Course (continued)• Select Settings, then Modify Settings.

• Select the checkboxes for:• Content is available for launch (available for users)• Record learning event when all content is complete

• Select the Completion Status.• If applicable, select the Failure Status and Failure Action.• Leave the checkboxes for the following blank:

• Skip content structure page on launch• Available for Offline Player download

• Make sure the Allow user to review content from Completed Works is checked and the default value of 99 is presented.

• Select the OK button to save your changes and select Save and Exit.

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Creating an Online Item/Course (continued)• Select Subject Areas within the Related menu.

• Select the green plus mark to assign the item/course to a Subject Area.

• Important Notes: • The Subject Area is used to populate the training (once

published) into groupings within the catalog.

• The relevant Subject Areas are on page 1. Once you see the first Skillsoft category you have reached the end. DO NOT select a Skillsoft category.

• Select the Add checkbox for the appropriate Subject Area(s) and select the Add button.

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Publishing the Online Item/Course to Your Entire Agency• Still working within the Item, select the Catalog menu item.

• Important Note: You ONLY select a catalog if publishing the course for registration. If assigning as required training to the learners training plan you will use an assignment profile (covered later).

• Select the green plus to add a catalog, then search for and select your agency’s catalog (starts with your agency’s abbreviation).

• Select the Add checkbox, then select the Add button (leave the Add Schedules checkbox blank as that applies to classroom training).

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Publishing the Online Item/Course to Your Entire Agency (continued)• Select the desired Flag (this drives how the course is presented in the catalog

and Featured tile) or leave blank if desired.

• If selecting a value in the Flag field, enter a date in the Until field (this drives how long the course shows with this Flag status).

• Select Tier 1 in the search field and select the Save button. At this point the course (Item) is officially published and available for employees in your agency’s domain to enroll in and take the training.

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Creating a Classroom (Scheduled) CourseCreating a scheduled course is similar to creating an online course, but fewer steps.

• Create a new Item (Scheduled Only as type)

• Schedule and Publish the Course

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Creating a Classroom Item

• From the Learning Administrators landing page, select Learning, then select Items and New Item.

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Creating a Classroom Item (continued)• Select Schedule Only and select the OK button.

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Creating a Classroom Item (continued)• Complete required fields.

• Item Type – Select Course (only option).• ID – Enter a unique ID for your agency. Suggestion is to ALWAYS start

the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know what the class is for. Important Note: ID CANNOT include spaces.

• Title – Enter the Title for the Item (what learners will see).• Description – Enter a brief description that describes the content.• Domain – Select your agency’s domain. Important Note: The default

Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Approval Required – Defaults to No. If approval is required for a learner to take the course, change to Yes.

• Approval Process – If Approval Required is set to Yes, then select the appropriate approval flow, else leave blank.

• Credit Hours – Number of hours that a learner earns for completing the training.

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Creating a Classroom Item (continued)

• Schedule Template • Select the number of days for the classroom training.

• Enter the hours per day the course will be conducted.

• Additional Options • Update revision date fields if applicable, else leave as default

values.

• If the course if for a certification or renewal, enter the hours in the CPE Hours field.

• Select Save & Exit to continue.

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Creating a Classroom Item (continued)

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Creating a Classroom Item (continued)• Select Catalog, then select the checkboxes for both Add

Schedules and Add, then select the Add button.

• Select Subject Area and select the desired areas to publish the training, then select the Add button.

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Creating a Classroom Course (Classroom)Creating a scheduled course is similar to creating an online course, but fewer steps.

• Create a new Item (Scheduled Only as type)

• Schedule and Publish the Course (Classroom)

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Schedule and Publish the Classroom Course• In the Actions menu on the top right, select

Schedule.

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Schedule and Publish the Classroom Course• Enter the Schedule Information

• Start Date – Date defaults to 2020, make sure to change the year.

• Start Time – Enter as hh:MM PM or AM. E.g., 08:00 AM

• Time Zone – Select the Time Zone for the training.

• If desired enter the Resource Details (this information can also be entered in the Description field) and select the Save button.

• At this point the course is available for registration.

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Schedule and Publish the Classroom Course

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Schedule and Publish the Classroom Course• Classroom trainings can be offered multiple times.

• To set additional offerings for a classroom training, select the Learning Tab, Scheduled Offerings, and then select Add New.

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Schedule and Publish the Classroom Course• Repeat the steps by entering the information for

the additional offering. • Enter the Schedule Information

• Start Date – Date defaults to 2020, make sure to change the year.

• Start Time – Enter as hh:MM PM or AM. E.g., 08:00 AM

• Time Zone – Select the Time Zone for the training.

• If desired enter the Resource Details (this information can also be entered in the Description field) and select the Save button.

• At this point the additional offering is available for registration.

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Creating an Assignment Profile and Assigning to a Course• What is an assignment profile and what is its purpose?

• An assignment profile is a way for administrators to assign required learning items to specific learners. This can be used to assign specific courses/programs/curricula to users who can be grouped by attributes, like agency, Organization ID, location, supervisors, date of hire, etc.

• If the training is optional and will be available for registration the training would be assigned using a catalog. Courses are only directly assigned to an assignment profile when the training is required for the learners.

• Using an assignment profile will automatically place the training on the assigned learners learning plan.

• To get started, select Users in the Learning Administrators landing page, then select Assignment Profiles and Add New.

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Creating an Assignment Profile and Assigning to a Course (continued)

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• In the Assignment Profile Add New screen:• Create a unique assignment profile ID (required) – Suggestion is to

ALWAYS start the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know who is included in the profile. Important Note: ID CANNOT include spaces.

• Description – Add a description that further explains what the group is for.

• Domain – Select your agency. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Remaining fields – Email (email address of person who will manage this profile), Created For and Notes are optional fields. Created For and Notes can be used to further describe this assignment profiles purpose and who is included in the profile.

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• Manage Rules allows you to define who will be included in this assignment profile.

• Select Manage Rules to establish the inclusion criteria for the profile.

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• Select the Add Domain button, search for your agency (use acronym), select Top Level Only and then select Add.

• Enter a name for the first rule. For example, Include People First Members.

• Select Attribute and select the filter you want to apply (for example, Organization ID), and add the value for the filter.

• Select Save.

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• Select the Preview Users in Assignment Profile button to validate the employees you expect to be included are in fact included in the profile results.

• To add an additional rules to the same assignment profile:• Select Add a New Group to include additional rules as an Or statement; or

• Select Add Rule to include additional rules as an And statement.

• If you add additional rules be sure to Save and Preview again.

• Select the x to close the Manage Rules screen.

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• Select Items in the Related menu, then select the green plus mark to search for and select the course to associate with the assignment profile. Select the Add checkbox for the course(s), then select the Add button.

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• Select the Yes button to add the course to the assignment profile.

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• Once you have assigned the rules to your Assignment Profile, and have added the courses that should be associated with the Assignment Profile, you need to Propagate so that the rule and course are applied.

• Select Propagate on the right hand menu.

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• Within the Propagate screen:• Make sure the radio button beside Run this job immediately, if

allowable is selected. • Un-check the Notify via email upon completion field.• Select the Finish button to start the job.• Monitor the status field until it changes to Succeeded. This means

the rule is applied.• Once the job is complete, select the Return to Assignment Profile

button.

• Important Note: You only have to propagate when you create a new rule, change an existing rule or add a new course to the Assignment Profile. After you apply the rule (propagate) the first time, the rule will be reapplied nightly to identify newly eligible learners for the assigned courses.

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Creating an Assignment Profile and Assigning to a Course (completed)

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Creating a Catalog

• What is a catalog and what is its purpose? • A catalog is a way for administrators to publish learning items for

registration (not required) to specific learners. However, to use a catalog, you must create an assignment profile and associate the catalog to the assignment profile.

• If the training is required, use assignment profile only and not a catalog. Catalogs are only used when the training is optional and will be published for learners to enroll in.

• To get started, select Learning in the Learning Administrators landing page, then select Catalog and Add New.

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Creating a Catalog (continued)

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• Enter the Catalog ID. Suggestion is to ALWAYS start the ID with your agency’s abbreviation (e.g.., DMS, DEP, DEO), then include relevant naming so you and other administrators in your agency know who is included in the catalog. Important Note: ID CANNOT include spaces.

• Enter the Description (this should tell the other administrators exactly what the purpose of this catalog is).

• Select your agency Domain. Important Note: The default Domain is Public, make sure you change to your agency or you will not be able to access the content after it’s loaded.

• Select the Add button.

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• Select Assignment Profiles in the Related menu and select the green plus mark to add an assignment profile.

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• Search for the Assignment Profile to be associated, select the Add checkbox for the Assignment Profile and select the Add button. At this point the Catalog is available to assign to training.

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Questions

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Thank You!

Jimmy Cox

People First Director

[email protected]

Steve Eaton

People First Project Administrator

[email protected]

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mailto:[email protected]

mailto:[email protected]

Documents

Learning Management System (LMS) Agency UAT · •Approval Process –If Approval Required is set to Yes, then select the appropriate approval flow, else leave blank. •Select the