Overview
The Employee Learning module is used to assign training courses and inductions to users within the system. In addition to completing the course itself, it also includes the ability to schedule course reoccurrences upon passing a course, as well as an inbuilt capability to track when a course needs to be redone. It also includes bulk course assignment functionality through a separate menu to allow assigning the same course to multiple participants at once.
Your Implementation Manager will share the due date for completing this workbook in the project plan.
Key Features
Each key feature mentioned below builds upon the last diagram to enhance understanding before the ‘bringing it all together’ diagram, which displays all features and the flow of the module.
Workflow
The Workflow outlines the key stages that a module works through and is used as the framework for other aspects of the build. Each key stage is represented by a bubble icon and any relevant checks that may interact with the flow written on the progress lines.
Involvements
Involvements capture the People Involved in the Employee Learning process. The two main involvements will be the ‘Participant’, who is responsible for the completion of the course, and the ‘Reviewer’, who is responsible for checking the Participants responses and deciding on whether they have passed or if a redo is required.
Involvements are represented by the addition of the blue person boxes below (also known as swim lanes).
Notifications and Actions
This module includes Notifications and Actions to help your users successfully action and resolve records. All notifications, including being notified of an action that has been set, are emailed to the relevant person.
In our flow diagram, Notifications and Actions are represented by the icons below:
Bringing it All Together
Overview of Configuration
The incidents module aims to achieve a best practice solution; however, we understand that each client is unique. The following configuration can accommodate your specific needs:
10 question changes (that are not mandatory as part of the automations) to each form.
Changing a question (question text, help details)
Adding new questions to a form
Marking any question as compulsory
Changing the order of questions in a form
Removal of questions (that are not compulsory as part of the automations)
Notification adjustments –
Adjustments to the body text and logo of the prebuilt notifications
Up to 3 new configurable notifications for this module
Customise the timing of overdue time-based notifications
Configuration options are referred to as ‘Configuration Requirements’. Further information on how to complete your Configuration Requirements is outlined in the next section.
Configuration Requirements and Actionable Items
After the walkthrough of the Document Management module, you will be granted access for a more in-depth look. We encourage you to take this opportunity to review the specifics of the module and complete the configuration requirements below.
There is one supporting Guidance document for this Module:
“Question Guidance” provides detailed information on the types of questions you can include in forms.
Main Form Changes:
This includes the main form.
Form changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Manager Review Changes:
The Manager Review from is responsible for reviewing the completed course and determining whether the Participant has passed or if a redo is required.
Form changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Notification Changes:
There are notifications set to send after certain triggers in the workflow of the module to prompt users via email to action certain tasks.
Changes can include:
Addition of your logo to the Notifications
Changes to the body text of the Notification
Changes to the timing of overdue time-based notifications
The current notifications are outlined below, and space has been provided if you wish to change the body text of the message. All notifications will contain a link to the record.
Changing the text is not necessary if the current message suits your needs.
Appendix
Organising your information:
Below is an example of how to organise your information before creating a checklist/course and how the following would appear in the system. Organising your information can serve as a reminder of what settings may need to be used to help you stay on track when adding your course. The question types can be found in the document titled “Question Reference” in your welcome pack.
The above example is shown below as it would appear in the system.
Adding a New Checklist/Course:
Outlined below are the steps for adding a new Checklist/Course.
Click on the settings menu under your profile button (Admin users only)
Navigate to the ‘Selectable Form Management’ option and select the applicable module.
Click on the Add Form option, Name the Checklist/Course and click Create.
Your Checklist/Course is now Created.
Adding Sections and Questions to a Checklist/Course:
With your Checklist/Course now created (or managing an existing Checklist/Course), you can manage the questions within each of the Checklists/Courses.
To do this:
Go to the Selectable Form Management menu (as described above).
Within the applicable module option, you can see the Checklists/Courses available for that module, if they are published (active or archived), change the name of the Checklist/Course, and edit the Checklist/Course. Clicking on ‘Edit’ allows you to manage the questions within a Checklist/Course.
Click on the new Section option. A Checklist/Course must have at least one section; however, more can be used to divide your Checklist/Course into question groupings.
When adding a new section, you can update the Title, Description text, and add an image for that section.
For a Checklist/Course without the need for groupings, create a single section and place all questions within this section.
For a Checklist/Course that may have many questions or groupings of questions with a similar theme or goal, it may be best to divide these into separate sections.
Once the section is created, click on the new question button to add questions to that section. This is where organising your information first can assist. Depending on the question, there may be different options that you can select or create your list within.
Some commonly used features in questions are:
Making a question mandatory – Select the ‘Required Field?’ checkbox
Default options - appear under the ‘Default Type’ list, and the options may change depending on the type of field used. Leave this blank if there is no default. In list option questions, selecting ‘Value’ will show a Default button near all the listed responses to select from.
List style questions – Items can be added to the list under the ‘Display Value’ area
Only Show – Under the ‘Only show when this question’ list, select the question to link the question to and the response that triggers the appearance of this new question.
Can Add Action and/or Can Add Attachment – A quick button will appear beside the question and allows users to add actions or attachments.
We recommend no more than 150 questions per checklist/course. It is important to note that some advanced behaviours can impact the performance of your form. Your Implementation Manager will provide guidance regarding question options and performance.