FAQ – Virgin Atlantic Recurrent Training User Manual 1 by bzh37299

VIEWS: 13 PAGES: 17

									                                      ILT Solutions UK Ltd
                                 Virtual Academy User Manual




            FAQ – Virgin Atlantic Recurrent Training User Manual

    1. How do I register to join?
Go to the login screen, using the link provided, where you will see the following:

        Fig 1.1




Enter your First name and Last name into the boxes. You will need to also enter your email
address, for example: yourname@yourtrust.nhs.uk which is where your password will be
sent. Please take care at this point to enter the email address correctly. You need to enter it
twice to ensure the email address is correct.

Next, select your Job Role, location and department, by clicking the drop down boxes and
selecting the correct details.

When you have finished, click the Register button to confirm these details. You will be sent a
generated password to your email address. You can change this within the program using the
Change/View Personal Details once you log in (See 3.).




                                                -1-
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual


    2. How do I log in?
For first time users: Enter your email address that you registered, and enter the password you
were sent when you registered, or if you have changed this, enter the password you selected.
You can now select Submit, or hit the ENTER key to continue.

If you have forgotten you password, you can click the link below the submit button. You will be
prompted for you email address which you registered with. This will send your password to
your email address again. See Fig 1.2 (below)




If your email address you registered is out of date, and you forgot your password, you will
need to contact your Administrator who can change this. N.B. if your email address changes
after you have registered you can change this from within the program using the
Change/View Personal Details once you log in (See 3.)




                                               -2-
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual

    3. Changing Personal Details
To change your personal details, such as password and email address, and also to view your
personal record, including your scores, and pass marks, you need to log in. You will now see
the following screen (See Fig 1.3 below). If you do not see the screen below, or experience
problems when viewing this, see the Troubleshooting: Flash Player section




You will be able to change your email address and password, Job Role, Location and
Department, view your Core Training and Policy Dissemination results. To change details,
simply enter the new details into the boxes and click the Submit button located at the bottom
of the screen. You will see a pop up that will confirm your details have been saved; this is
normal.




                                               -3-
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual


    4. What am I seeing? The Course Screen Layout Explained




You will see a Welcome message on the left hand side. This gives an overview to how you
can navigate the modules, and complete the training. You will see some menu items along
the top of the screen; Logout, Change/View Personal Details (See 3.) and Data Protection
Statement (See 6.).

You will see six modules, with a status and a quiz next to each of them. The status will
change as you complete a module, and the Quiz will then become available. You need to
read through and complete the modules, including the end of module tests in order to give
access to the Print Course Completion Certificate (See 11.).

You will also see three panels at the bottom of the screen, called Policy Dissemination (See
8.), Local Links (See 9.) and Information Management (See 10.).




                                               -4-
                                    ILT Solutions UK Ltd
                               Virtual Academy User Manual


    5. How do I Navigate a module
In order to access a module, simply click the menu item. You will then be presented with the
content on ‘slides’. You can move backwards and forwards using the buttons either side of
the Page Number. You can return to the menu by clicking Main Menu, and you will also note
a Glossary (See 6.). You can use this glossary to look up terms you do not understand or
wish to elaborate upon.




                                              -5-
                                 ILT Solutions UK Ltd
                            Virtual Academy User Manual


6. What is the Glossary and Data Protection screen?
Fig 2.1




The glossary screen above is a collection of useful terms and words used throughout the
course, and provides a definition of the terms to aid in clarity and expand upon the ideas
and principles you will see throughout. You should use this to lookup any term you do not
understand or would like to know more about, as this will increase your ability to complete
the learning content.

The Data Protection Screen (Fig 2.2) is a statement that explains how we collect the
information about your, and your scores, and how we store and use this information. The
statement should be read carefully to ensure you are happy with how your information will
be handled.




                                           -6-
               ILT Solutions UK Ltd
          Virtual Academy User Manual


Fig 2.2




                       -7-
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual


    7. What are the End of Module Quiz’s?
The end of module quiz is a series of questions which test your knowledge on the section you
have just read. Whereas the questions in the module itself are Quick Checks designed to
keep the information fresh, the end of module quiz has a pass rate which must be achieved in
order to gain your certificate.

The pass mark is set by the administrator. Once you have achieved a pass mark in each of
the end of module quizzes you will then be able to Print a Course Completion Certificate (See
11.).

To select an answer, simply click the button next to the answer you desire and the green dot
will move to the box you selected. Once you have entered all your answers in, and you are
happy, click the Save Details button at the bottom. Alternatively if you wish to exit the quiz,
click the Cancel button. N.B. Canceling the quiz will cancel any answers you have given as it
does not submit them. Only exit if you are sure, or Save your answers first.




                                                -8-
                                      ILT Solutions UK Ltd
                                 Virtual Academy User Manual

    8. What is the Policy Dissemination section and How Do I Use It?
Policy Dissemination is an entirely new feature that allows for Trust’s to upload a PDF version
of their specific policies relating to Information Governance. For example, some Trusts require
that FOI requests must be made by writing to the Information Governance Manager, and
others may allow email requests to be made.

Other policy changes may be related to times, locations and specific regional requirements,
as well as giving it a local touch. This feature is important as it also has quizzes attached.
The quiz is written by the administrator.




The screen has some instruction text and the policies are located at the bottom in grey, with
the title of the policy, status of the policy, and quiz link. This screen also tells you the pass
mark as set by the administrator for the policies. To open the PDF, you should click on the
link, for example, Policy_PDF_1.pdf. This will load up the policy into a separate screen. If you
have difficulty loading this at this point you may need Adobe Reader, which you can download
from: http://www.adobe.com/products/acrobat/readstep2.html

The Policy Dissemination button found on the main menu, (fig 6.), shows how many polices
are on the system, for example 0/2, which means you have completed 0 out of the 2 available
policies. A policy is only available once it has a quiz attached to it, so you only see policies
which you can complete.

N.B. A policy without a quiz still shows as a training item. Users will be Incomplete on ALL
Training until a quiz is assigned or the PDF Removed. See Section 12. Troubleshooting for
more on the Reporting function.




                                                -9-
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual

    9. What are my Local Links
Local Links (Fig 3.) are you One Stop Shop for contact information in your local area. You
Information Governance Team will have a link, including contact name and numbers, and
addresses, and also include web links and / or email addresses.

Specifically what you see will depend on your trust, but this page gives you links to important
information or important contact info that you may need. This is useful if you need to contact
the Information Governance team for further guidance, advice, or reporting any issues with
the Information Governance program.




                                               - 10 -
                                   ILT Solutions UK Ltd
                              Virtual Academy User Manual

   10. What is Information Management
Information Management is your guide to the Information Governance Toolkit. In short it
shows what the requirements of the Department of Health are in relation to information
Governance and you can then see how our program conforms, and in what sections you can
find that requirement in action.




                                           - 11 -
                                      ILT Solutions UK Ltd
                                 Virtual Academy User Manual

    11. Printing Course Completion Certificate
Your Course Completion Certificate is your proof of compliance, and completion of the
Information Governance course. You should print this and keep this safe.

You can print the certificate only once all of the end of module quizzes have been completed
to the required pass mark. To print, simply click the menu item Print Course Completion
Certificate, and a page will appear which will automatically send the certificate to the printer.
You will have a print dialog (See fig 4) appear so you can select your Printer, and you just
need to click “Print”.




                                                - 12 -
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual


    12. Troubleshooting:
Screen Display Issues

If you experience any problems viewing this screen, such as the welcome message not
appearing, or some or the entire screen appearing blank, such as the welcome message not
appearing, or some or the entire screen appearing blank, you may have an older version of
Flash Player installed.

The Information Governance system requires Flash Player 9.0 or higher to work correctly. If
you experience any issues, you should first download and install the player from:
http://www.adobe.com/shockwave/download/download.cgi?P1_Prod_Version=ShockwaveFla
sh

If this fails to resolve the issue, you may have incorrect browser settings, such as disabling
Flash, ActiveX or blocking certain files (see Fig FAQ1.2) we use. Please consult the section
below for help on this issue. You should contact your Information Governance Team and
report all errors to them, with screenshots if possible.

Fig FAQ1.1




                                               - 13 -
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual

Screen Display Issues – Browser settings

                                         Fig FAQ1.2




Internet Options > Security tab > Custom Level …

Ensure the following settings are set as below:

Allow previously unused ActiveX controls to run without prompting - DISABLE
Allow Scriptlets - DISABLE
Automatic prompting for ActiveX controls - DISABLE
Binary and script behaviours - ENABLE
Display video and animation on a webpage that does not use an external media player -
DISABLE
Download signed ActiveX controls - PROMPT
Download signed ActiveX controls - DISABLE
Initialise and script ActiveX controls not marked as safe for scripting - DISABLE
Run ActiveX controls and plug-ins - ENABLE
Script ActiveX controls marked safe for scripting – ENABLE

If this fails to resolve the issue, you should contact your Information Governance Team and
report all errors to them, with screenshots if possible.

PDF Viewer issues

If you have difficulty loading or viewing PDF documents you may need Adobe Reader, which
you can download from: http://www.adobe.com/products/acrobat/readstep2.html

This is a free download and enables your PC to be able to view the documents. As with all of
the above, if this fails to resolve the issue, you should contact your Information Governance
Team and report all errors to them, with screenshots if possible.




                                              - 14 -
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual

Reporting Problems

If you are finding that when you run reports, you are not seeing users as complete or
incomplete as expected, this may be due to a policy uploaded to the system with no quiz
attached.

You can run reports on the training media on three levels (See figure on pg 16).

    1. On the top level you can run a report on All Training which generates a report based
       on BOTH the Core Training and the Policy Dissemination.
    2. On the next level you can choose to filter the report to show user status on just the
       Core Training, or the Policy Dissemination.
    3. The lowest level in an individual report on each Training Media item. This allows you
       to see user status on the individual sections of the Core Training as well as each
       individual Policy.




                                              - 15 -
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual



                                  All Training
                              (Shows the status of
                                users of ALL the
                                     below)




   ALL Core Training                                         ALL Policy
   (Shows the status of                                     Dissemination
    users on the main                                    (Shows the status of
   core content and the                                    users on policies
     main menu quiz)                                      with quizzes only)




     I.T. Use, Data                                      Uploaded Policies
  Protection, InfoSec,                                     (Any uploaded
  Information Quality,                                  policy MUST have a
    FoI, and Records                                     quiz assigned to be
      Management                                         visible to the users


All Training
This report will show the details of the users who are complete/incomplete on all types of
training media. Training media include policies. A policy must have a quiz assigned in order
for the user to be able to read the policy and complete that training.




                                              - 16 -
                                     ILT Solutions UK Ltd
                                Virtual Academy User Manual

Uploaded Policies
Any uploaded policy MUST have a quiz assigned to be visible to the users and to enable a
user to be complete on ALL Training.

Without a quiz assigned to a policy, the user cannot see the policy to complete it, and
therefore, even if all other training has been completed, the user status will show as
Incomplete, as there is an incomplete training media in the system awaiting their completion.

N.B. Please ensure that all polices uploaded have quizzes attached.

All Core Training
This report will show the status of users (complete/incomplete) on the core training. The core
training is all of the main content in our system on the main menu, as listed above.

A user must read the content to enable the end of module quiz, and complete this quiz, and
all others, with the required pass mark as set in the system for the user to show as complete
on this report.

A user can print a course completion certificate off from the system to show compliance with
the core training, once they have completed all of the modules.

All Policy Dissemination
This report will show the status of users (complete/incomplete) on the policies you can upload
to the system. As above, you must assign a quiz in order for the policy to be visible and to be
completed. Without this, the user will not be able to complete the policy, and the report will
show all users as Incomplete until you assign a quiz and the user completes this.




                                              - 17 -

								
To top