e-learning user guide for supervisors basic … · e-learning user guide for ... 70 chancellors...

e-LEARNING USER GUIDE FOR SUPERVISORS

Basic Operation Version 10.9.6

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BRITISH SAFETY COUNCIL

e-LEARNING USER GUIDE FOR SUPERVISORS Basic Operation Version 10.9.6

British Safety Council, 70 Chancellors Road, London W6 9RS, United Kingdom. Web: http://www.britsafe.org Tel: +44 (0)20 8741 1231



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Contents

Contents .................................................................................................................................... 2

Accessing the system - Logon ................................................................................................... 3

Quick Access to Training Records ........................................................................................ 5

Quick Access to Risk Assessments Records ........................................................................ 6

The Individual’s Overview .................................................................................................... 12

Adding Trainees to the System ............................................................................................... 15

Self-registration .................................................................................................................... 15

Pre-registration .................................................................................................................... 18

Reports .................................................................................................................................... 21

Default saved report ............................................................................................................ 24

Download to Excel ............................................................................................................... 26

The report filter mechanism ................................................................................................. 28

Records maintenance: archiving or flagging multiple users ................................................ 32

Records maintenance: deleting multiple users .................................................................... 35

Table of Report Listings ....................................................................................................... 38

Passwords ............................................................................................................................... 43

Next steps ................................................................................................................................ 48

Contact details: ........................................................................................................................ 49



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Accessing the system - Logon

Sign in using your ID and the default password given to you.

Your details will be shown.

Complete or edit the details as necessary and press Submit.

The first time you log on you may be asked to supply your own strong password.



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Press Update.

Once the password change has been confirmed you can click on the Home link to proceed.



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The home screen highlights your personal trainee to-do list plus an additional supervisor-only tab for Reports, and a convenient bar chart showing training and risk assessment activity over the last 7 days.

Quick Access to Training Records

Click on the View report link under the bar chart.

This will list trainees who have completed training over the last 7 days. Hover your mouse over the abbreviated course codes to reveal their full titles; hover your mouse over the blue completion square to reveal the full course name and last completion date.

Click the trainee’s name to display an overview of training and risk assessment records for that individual. Usually no action is required regarding training records: invitations are automatically sent to new trainees and defaulters; training quiz score below the pass mark trigger a re-sit.

From time to time you may wish to generate a report via the Reports tab (covered later) to highlight trainees who have ignored a re-sit alert and whose last training attempt remains on the system as a fail.



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Quick Access to Risk Assessments Records

Click on the Summary tab

The symbol alerts you to items requiring your attention.

Click on the bar chart option “ 1 DSE assessment(s) that require attention”

Click on the View report link under the bar chart for a 7 day report. You could also click on the red bar to report on a specific day of the week.



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This is your quick route to DSE risk assessments with unresolved concerns, allowing you to deal rapidly with the DSE issues raised.

Click on a name on the list to bring up risk assessment details.

Note that four concerns were raised but that one was resolved by the user during the post-assessment review process. This leaves three concerns that you need to resolve; each has a Help button and a Resolve button.



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The Help button allows you to review the help information available to the risk assessee during the self assessment.

Let us suppose that you do not have a spare foot rest and will order some. You can add a work-in-progress comment to this effect. Write your note in the Add a new comment box at the bottom of the page.

Press the Save comment button.



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Notice that your work in progress comment has been recorded and date stamped. N.B. You cannot delete these comments: they form part of the compliance remedial action trail.

Let us say that you can, however, resolve the noise level concern. Click on the Resolve button and add your remedial comment.

Press the Resolve concern button.

Note that your comment has been recorded against the newly-resolved concern.

To inform the risk assessee about your remedial action, i.e. to close the loop, you can easily e-mail your resolution comments.

Scroll down to the bottom of the above screen and click on the Build & edit e-mail button.



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The system will build you a draft e-mail, which you may wish to modify. When you are happy with your e-mail press the Send message button. The message will be logged by the system against the addressee.



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You can also flag this risk assessee with a post-it note, for example to remind you that a footrest needs to be delivered when available.

Towards the top of the risk assessment page click on the Individual’s overview link.



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The Individual’s Overview

The Individual’s Overview is a snap shot of an individual’s data on the system and provides administrative Tasks.

Click on the Tasks: … Flag user.



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Add your comment and click on the Flag user button. Then return to the Individual’s Overview screen.

Note that your flag has now appears on the overview. Hover your mouse over the flag to view your comment.

Flags are recorded on the system as personal to you, the logged on supervisor, and no one else can see them. You can search for your own flags via the Reporting tab, which is covered later.

While you are on this individual’s overview you might want to click on the Messages link to review the e-mail you sent earlier.



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Ignoring the search filter admire the list of available e-mail records. The click on Show/Hide message details against DSE Risk Assessment concern resolution comments to review the full message.

Tasks on the Individual’s Overview include:

• Reset password: resets and individual’s password to the system default. (See the section on passwords for details.)

• Edit details: change trainee current login details - equivalent to logging on with more up-to-date details (details associated with individual completed training events are not updated!)

• Messages: shows e-mail messages sent via the system to the individual’s e-mail address.

• Flag / Remove Flag: your personal post-it note stuck to an individual’s overview.

• Archive: hide an individual and all associated records from most reports. Also stops e-mail messages from being sent.

• Delete: not recommended – irretrievably removes an individual and all associated records from the database.

Some of these tasks may not be enabled against your logon. Talk to your Central Coordinator about the level of task access felt appropriate to your role.



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Adding Trainees to the System

For trainees to be recognised at logon and to be included in reports they must have a footprint on the database i.e. the database must be aware of them. To get trainee details into the database there are two options:

• Allow trainees to self-register (this option can be turned off to exclude anyone not recognised)

• Add trainee details from the records area [Note that your system may have a direct connection to your staff list so that everybody on the list is automatically recognised. Nevertheless, it may be necessary to add a new starter manually.]

Self-registration

Sally Brown attempts to log in with her e-mail address and the default password.

She presses the Sign in button and gets:

The system has not found Sally’s details and cannot oblige. The Sign-in failed. Incorrect details

message can be modified for example to Sign-in failed. Please try again or, if you have not visited before, follow the ‘Not registered? Link below’

Sally clicks on the Not registered? link and completes the User Registration form.



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Sally presses the Register button.

She is invited to add her logon details, which she does, before pressing the Submit button.



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Sally Brown is in!

Self-registration is a simple process, especially if the invitation e-mail forewarns her to use the Not registered? Click here link.

However, it would be much more welcoming to Sally if the system already knew about her.

[Notice that by default Sally does not have access to records. Access to records is granted individually by the Central Coordinator via Setup.]



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Pre-registration

You can add a new starter to the system from the records area.

On the tasks bar click on the Add new user link.

Leaving the Employee button highlighted press the Add new user button.



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If you do not know some of Brenda’s details leave them blank; Brenda can fill in the rest of her details herself when she logs in.

N.B. It is important that you fill in the Your email address field. Without it the system cannot send out e-mails inviting Brenda to do the training!

Click on Add user.

From here you can add another user or click on the Home link.

When Brenda logs in she will now be recognised.



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Brenda will be invited to fill in the rest of her details and to provide a password.



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Reports

Click on the Reports tab.

Until you have saved a favourite report the Reports tab defaults to the report generator screen.

Under Dynamic reports select report type Other. A second drop-down menu appears.

Select Executive Summary.



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Delete the first date and press the Search button.



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This report is useful in visualising your current degree of compliance.



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Default saved report

If this report is of particular significance you can make it your default.

Click on Save this report at the top of the page.

Add a report name and set Default report? to Yes and tick the box to make this report your default. You can also select a preferred date range. Click Save for confirmation.



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Now click on the Reports tab.

This time your saved report appears by default. You can save any number of favourite reports but only one default report.

Please note that your saved reports will change at every run because the date range is dynamic. If you want to save a specific report for a specific date range you will need to download the report data to Excel and save it there.



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Download to Excel

If you want to save report data for an overview of risk assessment concerns recorded on 30th

June 2011 click on the Reports tab to return, if necessary, to the above screen and click on Reports: Detailed. This will get you back to the report generator screen you saw earlier.

Note that there is now a saved report on offer.

Select the required Dynamic report, add the required Completion date range, and press the Search button.



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This report tabulates risk assessment concerns and indicates with a red box those that require resolution.

Now click on the Download link and confirm via the Download Report popup.

Open and/or save the data in Excel in the usual way.



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The report filter mechanism

As you have noticed you can filter all your reports by date range and by any combination of logon criteria to obtain reports that refer only to a particular department, location, or other logon value/s.

Let us look at the DSE risk assessment records for the IT department. Click on the Reports tab to bring up your default report (now set to the Executive Summary) and then on Reports: Detailed. Fill in the required report and date range, and key in IT against department.

Notice that as you key in the initial I of IT the system presents you will all values in the database that contain an I, not just the ones that start with and I. Close the window with the

if you need to access obscured fields to add criteria to your search. Click the Search button to run the report.



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If you wish you can save this report – let’s call it “All risk assessments by IT”

Press the Save button.

You now have an additional saved report.



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This would be useful if you had responsibility for the IT department only. Please note that your Central Coordinator may have added a pre-filter to your login so that you can only ever see reports pertaining to the IT department, no matter what you select in the report generator.

To check if you have any such restrictions in place click on the My profile link.



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You may have noticed the report generator option Reports: Quick (as opposed to the above Reports: Detailed).

These simply allow you to run the same reports quickly without search filters.

Press Go.

This particular report provides consolidated data on quiz question responses so that poorly-performing questions, and/or the training content can be identified and improved.



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Records maintenance: archiving or flagging multiple users

You may have reason to archive or flag users in bulk, for example when a business or function is divested or outsourced and its members are no longer your responsibility.

Click on the Reports tab.

Select the Other report User listing and press Go.

The User Listing brings up all those meeting your seach criteria (if specified) who have a record of one or more training completions. The listing is displayed in pages of 50 records, allowing you to select up to 50 trainees via tick boxes prior to selecting either A, for archive, or F, for flag.



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[N.B. trainees known to the system but who have never completed anything will not be shown: these are accessed via Users without score, covered below.]

Let us select A for archive.

Click OK.

Notice that the User Listing report has been updated and no longer shows the archived trainee. You can list archived users under the report Archived Users.

Bring up Reports: Quick and select the Other report Archived users. Press Go.



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You can not remove up to 50 trainees at a time from the archive by clicking on the check box and pressing Remove (from the archive).

Press OK.

Archiving an individual marks his or her record, plus all related training records, so that they no longer appear in any report listing other than Archived Users. Archiving an individual also removes him or her from any e-mails generated by the system. It also blocks the trainee’s logon.

You would normally archive a leaver, preferably making sure that all associated risk assessment concerns are resolved. But you may wish to archive those, for example, on maternity leave. Make sure you remove from the archive anyone returning from an extended leave of absence.

[For your information there is a Batch Archiving Utility under the Users tab in Setup that batch archives users that are no longer in the staff list logon data source i.e. those who are presumed to have left. This utility is covered in an advanced topics guide elsewhere.]

Flag setting and Flag Remove for multiple trainees via the User Listing is similar to archiving. You can view Flags, which are personal to you, via the Flagged users report listing.



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Press Go.

Inspect your flags and remove as necessary via the check box and Remove (flag) button.

Records maintenance: deleting multiple users

As a rule you should not deletete anyone with associated training records from the compliance database. If you no longer want individuals who have left to show up on the reports listings archive them instead.

On the other hand you may justifiably wish to delete from the compliance database trainees who have never actually completed any training. These do not have any meaningful training data to retain.

To list those who have no training records run the report for Users without score.



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Press Go.

If you wish to delete all Users without a Score click on the Check all link and then on the Delete button.

The confirmation pop-up will appear.

Here we will Cancel to keep the listed trainees known to the database and therefor still sent scheduled e-mail invitations.

The remaining reports not specifically mentioned above should be self-explanatory and open to exploration.

A full list of reports is tabulated below.



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Table of Report Listings

= report depicted above

Report type Report Description Sort order Downloadable? Notes

Courses All Courses Overview listing of course completions

Sorted by last name; first name

Downloadable Hover mouse over course code to see full title. If you select a historic date range a shaded background indicates that more recent records exist. For example select last year’s training and see how many have done refreshers this year.

Courses e.g. DSE Listing of completions/scores with 30 day bar chart plus filter for All; Passed ONLY; Failed ONLY;

Sorted By name (A to Z); By date – ascending; By date – descending; By score – 0-100; By score – 100-0

Downloadable Hover over chart bar to view date; click on bar to report for that date; use Failed ONLY to follow up re-sit defaulters.

Quiz Analysis

e.g. DSE Consolidated listing of quiz responses

N/A Downloadable Click on Show/Hide to show details of each question. Useful in spotting poorly performing quiz questions that need to be clarified or where the training should be improved. Shows the locale from which the questions originated so that translation issues can be addressed. Significantly updated questions are published as new questions; the retired ones show up in grey.

Users who have not completed

e.g. DSE Lists trainees known to the system who have not completed this course within the specified date range.


Downloadable Useful in making ad hoc contact with defaulters or their managers. However, the task of identifying and e-mailing trainees is undertaken automatically by the e-mail roll out and reminder engine, managed via schedules in setup. The report only lists those in the database and excludes those in any external data source. Only the e-mail rollout and reminder engine also consults an external data source.



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DSE risk assessment

All records Overview listing of risk assessment completions, number of concerns, resolution status and 30 day bar chart


Downloadable Hover over chart bar to view date; click on bar to report for that date. If you select a historic date range a shaded background indicates that more recent records exist. For example select last year’s training and see how many have done refreshers this year.

DSE risk assessment

Concerns Overview

Tabulation of concerns raised showing totals and resolution status.

Sorted by date completed

Downloadable Useful for establishing concern statistics and trends. For example compare the number of air quality concerns in August with those from the previous year. If you are assigned only certain concerns types to resolve the chart background colour for these will be yellow and those that are not your responsibility will have a white background. You can only see the status of the concerns assigned to you. Note that most reports concentrate on an individual’s last session whereas this one covers all risk assessments in the given period, meaning that someone completing two risk assessments in that period will be listed twice.

DSE risk assessment

Concerns Comments

Listing of comments added at the time of risk assessment and the most recent reactive employer comment


Downloadable Since any risk assessee comment recorded during a risk assessment is regarded as a concern it is helpful to be able to list all the comments separately for special attention. You can click on the individual’s name to jump to the risk assessment if you need to see a comment in context.

DSE risk assessment

Resolutions Lists assessments from the specified date range that have been fully resolved


Downloadable Allows you to inspect resolution timing to make sure issues are resolved within a reasonable timeframe.



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DSE risk assessment

Unresolved Lists risk assessments that have unresolved concerns. Includes a bar chart


Downloadable This report allows you to concentrate on getting risk assessment concerns fully resolved, perhaps using the bar chart to tackle the oldest risk assessments first. Simply click on the furthest left chart bar. If you have selected an historical date a shaded background indicates that a more recent records risk assessment exists. You may decide that the more recent risk assessment supersedes the one from your report.

DSE risk assessment

Users who have not completed

Lists trainees known to the system who have not completed a risk assessment within the specified date range.


Downloadable Useful in making ad hoc contact with defaulters or their managers. However, the task of identifying and e-mailing trainees is undertaken automatically by the e-mail roll out and reminder engine, managed via schedules in setup. The report only lists those in the database and excludes those in any external data source. Only the e-mail rollout and reminder engine also consults an external data source.

DSE risk assessment

Overdue Lists individuals whose last risk assessment aged beyond a preset validity.

Sorted by last assessment

Not downloadable; the report includes an option to e-mail defaulters

This report was designed to allow supervisors to manually initiate reminder e-mails to individuals with out-of-date risk assessments. It as been largely superseded by the e-mail roll out and reminder engine that does the same job automatically. Nevertheless the report is useful in gauging how many defaulters there are without necessarily e-mailing them. If you do want to send out a reminder from this report click on the send e-mail link and edit the e-mail message.

DSE risk assessment

Require reminder

Lists individuals whose last risk assessment has aged beyond a preset validity plus a grace period



This report was designed to allow supervisors to manually initiate reminder e-mails to individuals with out of date risk assessments who have not responded to an ‘overdue’ e-mail after a preset grace period. It as been largely superseded by the e-mail roll out and reminder engine that does the same job automatically. Nevertheless the report is useful in gauging how many defaulters there are without necessarily e-mailing them. If you do want to send out a reminder from this report click on the send e-mail link and edit the e-mail message.



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DSE risk assessment

Manager Action

Lists individuals whose last risk assessment has aged beyond a preset validity plus two grace periods



This report was designed to allow supervisors to manually initiate reminder e-mails to an individual’s manager where the individual has an out of date risk assessment and has not responded to an ‘overdue’ e-mail, nor the ‘require reminder’ email after a double preset grace period. This ‘escalation’ to the defaulter’s manager does not have a roll out and reminder engine equivalent. If you wish to use this escalation functionality please do so with care; if you escalate to a manager without first sending the overdue and reminder e-mails you may cause annoyance. Also, you may be escalating defaulters who have left the organisation and have not been archived. Archiving stops e-mails from going out.

DSE risk assessment

Old Concerns

Lists risk assessments that still have outstanding concerns after a preset number of days



This report is only available if the system is set to send managers an alert that a risk assessment that requires their attention. The functionality is intended for systems where managers are responsible for resolutions and require policing. The intention is to send the manager a reminder that staff listed in the e-mail have not had their risk assessments resolved within a preset period (usually 30 days).

Other Executive Summary

Provides top level visual summary statistics on training and risk assessment completions and status.

Sorted by course Not downloadable Note that the population used in the statistics is taken as those with a footprint on the database; it does not include external data sources. If the reported number of active users is less that you expected you can make sure that all your staff are represented by adding or importing staff IDs and details. There is a special table in the database to which your complete staff list can be uploaded and imported.

Other User listing This is essentially the same report as the All Courses report but shows trainee details instead of completions and scores.


Downloadable The report is intended to obtain a full list of trainee details for those with one or more training completions. You can use the report, perhaps via a download to Excel, to rank departments or managers with high or low training uptake. Note that only those with training scores appear on the listing. You can also use this report to flag or archive up to 50 users at a time.



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Other Flagged users

Lists the flags you have assigned.

Sorted by last name, first name.

Downloadable Use this report to retrieve the flags (post-it notes) you have set against individual trainees. You can only see your own flags, not those set by others. You can remove flags from this report.

Other Users without score

Lists trainees with footprints on the database but no training completions.


Downloadable There is only one table of trainees in the database. However, trainees are categorised into three reporting sets: 1) those with training records; 2) those with no training records i.e. ‘Users without a score’; and 3) those that have been archived. This categorisation allows you to generate report listings of training records that are not padded out by including defaulting trainees or those who have been archived. If for some reason you need a listing of everyone known to the database please download each of the three categories separately and join them together in Excel. You can also use this report to delete up to 50 users at a time.

Other Archived users

Lists trainees that have been archives together with their training records, if any.


Downloadable You can find archived trainees with this report and remove them from the archive if required. Please note that archived trainees are not included in any e-mailings from the system. You can remove individuals from the archive if they return following an extended leave of absence.



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Passwords

As we have seen the first time you log on to the system you use the default password designated by the Central Coordinator. You will then be forced to specify your own password.

On a return visit to the system you can only gain access with the password you specified.

If Sally Brown can no longer remember her password she can click on the Forgotten your password? link.

She will be asked to complete the Password recovery form.

Sally presses Continue.



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Sally fills in her security question answers and presses Continue.

Sally’s personal password is revealed to her.

Please note that first time visitors forgetting the default password will get no help from the password recovery mechanism.

If Sally is unable to provide correct answers to the two security questions she will get the following feedback.

Sally must apply to the Central Coordinator or to yourself, as Supervisor, to reset Sally’s password to the default.



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From Reports tab search for Sally Brown.

Press Search

Sally does not have a training record for the date range specified. Repeat the search if necessary with the start date deleted. If you still cannot find a training record it means that



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Sally has not yet completed a course and will be found under the report Users without score.

Sally has been found! Click on her name to bring up her Individual’s Overview.



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Now click on Reset Password.

Confirm by clicking Yes.



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Sally Brown’s password has been reset to the default “passw0rd” and she will now be able to access the system after submitting a new personal password and security question hints.

You have now covered the basic operation of the system.

Next steps

Get to know the basic operation of system options via:

• e-Learning Guide for Supervisors V10p9p6 Document Manager

• e-Learning Guide for Supervisors V10p9p6 Offline Training Tracker

Then prepare for rollout via:

• e-Learning Guide for Central Coordinators V10p9p6 Roll Out

• e-Learning Guide for Central Coordinators V10p9p6 Maintenance

Expand your system to cover multiple divisions, countries, and languages

• e-Learning Guide for Central Coordinators V10p9p6 International



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Contact details:

British Safety Council 70 Chancellors Road, London W6 9RS United Kingdom T +44 (0)20 8741 1231 W http://www.britsafe.org

e-Learning Guide for Supervisors V10p9p6 Basic Operation 21/07/2011 11:26

e-learning user guide for supervisors basic … · e-learning user guide for ... 70 chancellors...

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