AgLearn Administrator Training Manual6 5 09 by Cyk8exCb


									              Agricultural Research
1.            Service

           Training for
     For Training Designees

                                      November 2008
                       Training for Training Designees

                                 Table of Contents

The Administration Environment                                3
The Administration Environment Interface                      4
Administrator’s Home Page                                     5
The Learning Menu                                             6
      Decisions before creating an Item                       7
      Creating Items                                          8
      Editing Items                                          11
      Delete an Item Record                                  12
      Adding an Item to a Learning Plan Record (or Remove)   13
Managing Learning Events                                     14
      View a Learning Event                                  14
      Record a Learning Event for an Item                    15
      Record a Learning Event for an Item via the
      Quick Links Wizard                                     20
      Record a Learning Event for an External Event          22
      Edit a Learning Event                                  26
      Delete a Learning Event                                28
Scheduled Offerings                                          29
      View a Scheduled Offering Record                       29
      Create a Scheduled Offering                            30
      Edit a Scheduled Offering                              35
      Managing Segments                                      38
      Add a Scheduled Offering Segment                       38
      Cancel a Scheduled Offering                            41
Reports                                                      43
      Run a Class Roster Report                              43
      Run a Certificate of Completion Report                 47
      Run a Learner Learning History Report                  50
      Run an Incomplete Mandatory Training Report            53
      Run an Item Status Report                              56
      Run an External Request Data Report                    60
      Run an External Request Tuition Report                 63
      Scheduling a Background Job                            65
      Export a Report to Excel                               68
Menu Descriptions                                            69
Menu Options                                                 69
Universal Controls                                           70
Glossary                                                     72

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The Administration Environment
The Administration environment of AgLearn provides administrators with the ability to track the
range of information needed to manage USDA learning programs effectively. This section
provides an overview of the Administration environment, examples of common screen types,
and job aids for referencing menu options and universal controls (i.e., common buttons, links,
and icons) descriptions.
Go to and follow these steps to login as an Administrator to
   1. On the Learner Welcome page, click Administrator Login to reach the Administrator
       Welcome Page.
   2. On the Administrator Welcome Page, click Administrator Login.
   3. Click Continue to accept the security admonition.
   4. Enter your e-Authentication credentials.

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Administration Environment Interface
The interface for the Administration environment of AgLearn is comprised of three frames:
    Top Menu
    Left Menu
    Content

The Top Menu frame contains three buttons (universal controls) in the upper right corner and
nine menu options spanning across the frame. Privileges assigned to each role determine which
menu options are visible and accessible to the person logged in to AgLearn. As Top Menu
frame options are selected, corresponding sub-menu options are displayed in the Left Menu
frame. Note: See the Menu Options and Menu Descriptions tables for detailed information
pertaining to the Top Menu frame. Also see the Universal Controls table for detailed
information pertaining to buttons, fields, links, and tabs available throughout AgLearn.

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Administrator’s Home Page
The Administrator’s Home Page is the first screen that displays after logging in to the
Administration environment of AgLearn. There are seven different views in the Administration
    User Management
    Performance
    Learning
    Commerce
    Content
    Reports
    System Admin

The menu displays and options are restricted according to the permissions directly associated
with AgLearn administration role of the person logged in. Areas in which an administrator does
not have permission to work will not display.

The User Management menu allows you to search for users in the system. Once a user is
located, the user’s ID can be used to record learning, schedule training, remove items from a
users learning plan, to name a few. The User Management menu also allows you to utilize tools
such as the learning event recorder, learning event editor, and the user needs management
tool. Some of these tools are discussed in this training lesson.

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            The Learning Menu
The Learning menu is where items and curricula are created. An item is
a learning activity that can be tracked by AgLearn.
An example of an item is the course:
Ethics training: What can be accepted from a vendor.

Items may be instructor-led, online content, an exam, a survey, OJT, or
external certification.

A curriculum is a group of items combined into one unit that may, or may
not, have a specified sequence for completion.

       An example of a curricula is: Ethics Training
        What can be accepted from a vendor
        Is it right to take my customer out to lunch?
        How much of a monetary gift can I receive?

From the Learning menu, Training Designees will learn how to perform
the following functions:

          Create a new item
          Edit an existing item
          Copy an item
          Delete an item
          View an item

               Types of Items in AgLearn

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Three important decisions must be made before creating a new item.

1. Properly name the item. It is imperative for users to adhere to naming standards when
   creating items in AgLearn. A naming convention ensures that ARS learning activities
   are identifiable in the AgLearn system. Remember, AgLearn is used by all 26 USDA
   agencies, which also create and record learning activities for users. Items created by
   ARS administrators should begin with ARS-.

   E.g.    ARS-ADODR-01 – Web-based Training ADOs in ARS
           ARS-FD-SHEM BSP – Video for Biological Safety Program
 Item                                            Title
  Web Based ARS-ADODR-01 (Rev 1 -                Extramural Agreements Training for Authorized
  6/20/2008 12:25 PM America/New York)           Departmental Officers Designated Representatives

   Items that are courses and programs coordinated or sponsored by an ARS staff member
   and open to REE employees should begin with REE-.
   E.g. REE-STAR Web – Classroom training for REE employees.

2. Home domain must be decided. Choosing a domain for an item restricts
   administrative access to that item to only those administrators with permissions in that
   domain, thus limiting who may alter any aspects of the item’s record.

   All items created by ARS administrators are placed in the ARS domain. This includes
   items created for REE employees.


3. Place in AgLearn catalog. Again, AgLearn is shared by all 26 USDA agencies. As
   with any college or university, the catalog identifies the types of learning made available
   from that learning institution. The same is true with AgLearn. Each USDA has its own
   catalog. Therefore, Items created for ARS employees, should be placed in the ARS
   catalog. Items made available to REE employees, should be placed in the ARS &
   REE catalogs. Finally, Items to be shared by all USDA catalogs, should be place in the
   Public catalog.


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Creating an Item – “Add New”
An Item is a learning activity that can be learning content, an exam, a survey, OJT, or external
learning. Items can also be developed for online usage.


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Editing Items
Once you assign a name to the Item ID, you cannot change it. You can however, change the
title, classification, source, domain, method, catalog, description, to name a few.

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Deleting an Item
Note: The only time an Item can be deleted is when it is not in use. E.g. An item is added to a
user’s learning plan. You realize you don’t need this item and conduct a search in order to
delete it. You will receive a system error: “You cannot delete this item because it is in use”.
Even if the item is added to the catalog, the system considers it in use. You must remove it
from the catalog and the user’s record in order to delete it.

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Adding an Item to a Learning Plan
Item assignment tasks are available on the User Management > User > Tools > User Needs

In addition to adding items from the User Needs Management link, an administrator can also
perform the following tasks:

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Managing Learning Events
A learning event refers to a user’s completion of a learning activity, or attempt at completion.
After a learning activity has been added to the learning plan, the user must take the steps
necessary to complete the item. This may require registering for and attending a class or
seminar, reading a manual or document, or viewing online content. Successful completion of an
item must be recorded in AgLearn for it to appear in the user’s Learning History. Some items,
notably online content, will do this automatically; others will require action by an administrator.
The Learning Event Recorder is the wizard that takes the administrator through each step
required to record both internal and external training events.

View a Learning Event

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Record a Learning Event for an Item
Note: Remember Items are created in AgLearn and have an Item ID and Item Type. Examples
of Items in AgLearn are:

Web Based ARS-ADODR-01                  Web Based ARS-Aglearn Training Designee
Video ARS-ANNUAL ETHICS TRAINING        Course ARS FERS Benefits Applications

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Record a Learning Event for an External Event
An External Event is a learning activity that does not have an Item associated with it. The
training could be given in-house by an instructor, or by an outside vendor.

Training entered under this method is recorded in the User’s Learning History. The only report
available for External Events would the Learning History Report.

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Edit a Learning Event
Administrators can specify which learning event to edit by entering specifics about the learning
event or conduct a search. A search can be performed for Items, External Events, or both. See
step 4 diagram, “Type of Learning Event”.

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Delete a Learning Event

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Scheduled Offerings
A Scheduled offering is a leaning event that occurs at a specific time and place.

E.g. HR101 class scheduled for October 15 in Room S-107 of the South Building.

Scheduled offerings are visible to all users who can view the catalog to which the offerings are
assigned. Users may self-register into a scheduled offering from the Learning Plan or directly
from the Catalog if the item allows self-registration. When the offering is full, the user will be
added to a waitlist. When space becomes available, he/she will be moved to an enrolled status
and placed on the participant list.

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Add/Create a Scheduled Offering
When you create a scheduled offering, it’s a good idea to jot down the Scheduled Offering ID so
that you’ll be able to quickly find the record in a search. For example:
Scheduled Offering ID: 11916
Item: Web Based ARS-Aglearn Training Designee
Title: Aglearn-Training-Designee

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Edit a Scheduled Offering

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Managing Segments
A segment is a unit of a Scheduled Offering that facilitates variable resources scheduling. If a
Scheduled Offering has multiple days, times, breakout sessions, etc., the segments tab will
allow you to manage these. Managing Segments also involves adding Instructors, Locations,
Equipment, and Materials.

Note: You must create/add Instructors, Locations, Equipment and Materials from the Learning
Tab + Resources link, before you can add these to a segment.

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Cancel a Scheduled Offering
Scheduled Offerings that have enrollees can only be deleted once they are cancelled. The
Cancel a Scheduled Offering Assistant provides an opportunity to notify enrollees and those
waitlisted and move them to a request list for the item. (Always check to see if you have
Request for a particular learning activity. If you do not plan to schedule an offering, you can
notify the requester that no training will be scheduled in the near future)
Note: You may also close a Scheduled Offering. Closing a Scheduled Offering removes it from
the calendar.

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AgLearn data can be displayed and printed by running a report. AgLearn provides many
different report options, each of which offers various grouping, sorting, format and print options.
Users can access the reporting tools by clicking the Reports menu on the top navigation bar,
then choosing the report needed by clicking the appropriate link on the left navigation bar.

Reports can return information in a browser window, or to a local file. The formats available
include XML (Extensible Markup Language), CSV (Comma-Separated Values), HTML
(Hypertext Markup Language, the standard for browsers), and PDF (Portable Document
Format, also known as Adobe Acrobat). The default returns HTML (a standard web page) to
your browser.

Note: The number and type of reports a user is allowed to access will vary depending upon the
user’s permissions within AgLearn.

Run a Class Roster
You can run a class roster for a Scheduled Offering and use it as a sign-in sheet or roster to
check to see who actually attended the class. An example of this is:
Mandatory Workplace Violence Workshop is being offered tomorrow. You have been asked to
provide the instructor with a roster of all registrants. Once the workshop is completed, you will
need to print a certificate of completion for each attendee. Next week, you will need to generate
a compliance report that identifies the percentage of employees who have completed this
mandatory training.

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Run a Certificate of Completion
In most instances, certificates are presented to participants at the end of a training session.
AgLearn has the capability to produce a Certificate of Completion using the Report function.
Users can also print a Certificate of Completion by going to the Learning History tab, and
clicking the Print Certificate button located on the right of the learning event.

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Run a User Learning History Report
Administrators can run a learning history report for one or multiple users. An example of this is:
A supervisor would like to see the Learning History of all subordinates to determine
developmental needs.

Note: Users have the ability to pull a Learning History Report from the Reports tab in his/her
individual AgLearn account.

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Run an Incomplete Mandatory Training Report
The deadline for mandatory training is approaching. You want to create a report listing all of the
users in your agency that have not yet completed their required training.

Running an Incomplete Mandatory Training Report
Step    Activity                      View
 1.     Select the Reports menu

 2.     From the bottom of the
        left menu, select System

 3.     From the System Admin
        reports, select Custom

 4.     In the Report Name field,
        change the drop down list
        to Contains.

 5.     Enter the word
        Incomplete in the Report
        Name text box.

 6.     Click Search.

 7.     In the search results
        table, click the magnifying
        glass icon of the report
        you wish to use.

 8.     Review the comments
        section to be sure you
        have the correct report.

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Running an Incomplete Mandatory Training Report
 9.    Click Run

 10.   Accept the default title or
       edit the title to reflect your
       agency name.

 11.   Select Browser or Local
       File for the Report
       Note: Choose Local File to
       save the report in a CSV
       format (Excel compatible).

 12.   Click the Domain Filter
       by criteria icon to select
       your Domain.
       Note: It is important to
       choose the domain by filter
       rather than typing the name
       to ensure all areas are
       included in your report.

 13.   On the Create Filter tab,
       enter the specific domain
       name in the Domain ID

 14.   Click Submit Criteria.

 15.   Click Run Report.
       Note: The Domain field now
       indicates that the criteria
       have been specified.

 16.   Wait while your report is
       generated. When
       complete, it will appear on
       the screen, or you will see
       a download prompt.

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Running an Incomplete Mandatory Training Report
 17.   Click Save to save the file
       to your computer.

 18.   Specify a file location for
       the report.

 19.   Click Save.
       Note: You can now launch
       Excel and open the file.

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Run an Item Status Report
Must reports only allow you to run data for specified domains. E.g. ARS-HQ, ARS-PWA, etc.
Sometimes you would like to only run data for a specific office or unit to see who within that
office completed training. The Item Status Report will allow you to do pull this data.

                         How to Run An Item Status Report
                               For Individual Office
1. Select the
   Reports link
   from the main
   menu tabs.

2. Select the Item
   Status link from
   the options listed
   in the grey area
   on the left side of
   the screen.

3. Select the Local
   File radio button
   under Report

   Select the PDF
   radio button
   under Report

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Run an Item Status Report
4. Select the green
   Item Filter icon
   under the Item

5. Select the Item
   ID link and type
   in all or part of
   the Item ID or
   search on the
   Title link by
   entering all or
   part of the title.

    Click the Search

6. Select the Select
   check box next
   to the Item you
   wish to run your
   report on.

    Click the Submit

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Run an Item Status Report
7. Click the Submit
   Filter button.

8. Select the green
   User Filter icon
   under the User

9. From the
   Unit field, enter
   the entire org
   code for a unit or
E.g. 03 01 03 0305
02 00 00 00
This will pull all
employees in the
Human Capital
Planning Group

Note: if the Org Unit
field is not visible,
click the
Criteria check box
to add the Org Unit

Scroll down to locate
the Organizational
Unit check box and
check it. Click
submit query.

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Run an Item Status Report
10. Click Search.

11. All employees
    within the unit or
    office will
    appear. It the
    group contains
    more than ten
    employees per
    page, change
    the number per
    page to include

12. Choose the
    select all link, or
    choose the
    check box for
    the employees
    you want
    included in the

13. Completion
    Dates To and
    From, and
    Group by status
    can also be

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Run an Item Status Report
14. Click Run

15. The report will
    generate. A pop
    up will appear,
    prompting you to
    open or save the
    file. Choose
    Save. Save to
    your computer.

16. Open the report
    from your saved

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Running An External Request Data Report

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Running An External Request Tuition Report

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Scheduling a Background Job
Tasks that can be time-consuming, include too many records, or dramatically affect system
performance should be run as background jobs. Background jobs are tasks that are
scheduled to run at off-peak work hours, where they can be performed without overloading the

Background jobs are scheduled for the tasks available through the User Needs Management
Wizard, the Item Revision Wizard, and for system Reports.

Background job scheduling tasks include View and Schedule a Background Job.

Note: Scheduling a background job is performed during the final step of specific tasks, when
both the Run Job Now and Schedule Job buttons appear.

The tasks available for scheduling as background jobs through the User Needs Management
Assistant can include: Add and Remove Curricula, Add and Remove Items, Add and
Remove Competency Profiles, Add and Remove Competencies, Add Job-related
Curricula, and Add Job-related Competency Profiles.

Backgrounds jobs can also be scheduled for revising Items, through the Item Revision
Assistant. See Managing Items for more detailed information on using the Item Revision

The reports available through the Reports menu may be scheduled as background jobs. See
Reports for more detailed information on running reports.

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Export a Report to Excel
Most reports are available in PDF, XML, or CSV formats. If a CSV format is available, there will
be a radio button in the Report Format field on the query page where you enter your report

To export a CSV report to a Microsoft Excel spreadsheet, follow the steps below:

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Menu Descriptions
The table below lists the seven menu options, with their corresponding descriptions, available to
the AgLearn administrator.

Menu Options
The table below lists the seven menu options, with their corresponding sub-menu options,
available to the AgLearn administrator.

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Universal Controls
The table below lists common examples of universal controls, with their corresponding
descriptions, available throughout AgLearn.

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