FAQs: Management Issues

helpdesk > management Issues > how to > emails > Email Testing

Question

how to email testing?

Answer

When setting up a system you may want to test the emails going out from the system but without the hassle of emails actually landing in recipients’ inboxes. The email testing functionality allows you to avoid this pitfall when testing.

Instructions

Follow these steps

Login as an Admin and go to System Setup > Defaults > Configuration

Filter the Key column for testEmailAccount.

Add the test email to this text box – leave it blank when you are ready to launch the system.

Note all emails will go to the test account. It might be best to set up a new group email to monitor this testing.

For more details see https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/51838994

helpdesk > management Issues > how to > events > Run a learning event as a manager with Zoom

Question

how to run a learning event as a manager with zoom?

Answer

Open eLMS allows you to run webinar learning event and meetings with an integrated Zoom app. Attendance on these Zoom meetings is recorded on the learners portfolios, along with a copy of the event resources and a video recording where appropriate.

Instructions

Learning events are key to implementing a true blended learning experience.

Login as a Manager/Trainer/Tutor etc. and click on Set Training in the main dashboard. You will see the calendar below which you can add events to.

Select the training session you want to run – you will get a warning email before it starts.

If there is no associated learning which needs to be run concurrently then simply select the Open link to start the session.

If learning has been attached to the link which requires it to be Instructor lead as shown.

Then scroll upwards to access the lesson via the Lead Lesson link.

Here you will see an alternative link which allows you to open the Zoom session with access to learning resources which can be used in the lesson.

Widgets such as Yammer and Jamboard can be added via configuration settings (see Change Configuration Options).

For more details see https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/61210651

helpdesk > management Issues > how to > events > Set up a learning event

Question

how to set up a learning event?

Answer

Open eLMS allows you to set up events on learners’ calendars.

This is different to adding learning resources or lesson directly to learners’ via the learning library since these events are scheduled on learners’ calendars – anything on a learners’ timetable (i.e. time dependent) should occur hear.

These events can be lessons (either in a classroom or online – or both!) or can be reviews or meetings with the learner(s). Attendance on these is recorded on the learners portfolios, along with a copy of the event resources and a video recording where appropriate.

Instructions

Learning events are key to implementing a true blended learning experience.

Login as a Manager/Trainer/Tutor etc. and click on Assign Work in the main dashboard. You will see the calendar below which you can add events to.

Select [+Add Training Session] (the name can change with different versions).

Define the training and then press [+ Create Event].

This will allow you to then add Learning Resources, widgets, video webinars and people to the event.

These are added at the bottom of the lesson.

Press [Save and Close] and wait 5 minutes for the lesson to be processed.

Locate the lesson on the schedule and open it again. If you have added Zoom or Teams video to the session you will be able to run the lesson from this interface by pressing the [Launch Lesson] button. You should see something like below – follow the instructions on screen to run the lesson online or as a blended session in the classroom on screen.

Widgets such as Yammer and Jamboard can be added via configuration settings (see Change Configuration Options).

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1671366 for more details.

helpdesk > management Issues > how to > learner > Check learner progress

Question

how to check learner progress

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Answer

When managing learners, Open eLMS gives learner metrics like no other system. The system will highlight who is falling behind and where to direct your attention.

Instructions

Login as a Manager/Trainer/Tutor etc and access the Manage Learning button (dark orange button at the top right of the screen.)

Select the option to View by User.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1638570 for more details.

Drill down on a learner’s data (via the eye button) for further details on each learner. Here you can examine learner progress on events (lesson attendance etc.), leaderboards (examining competency or CPD), skill scans (periodic underlying skill checks) and a breakdown on performance on learning programmes (and learning resources.)

Scroll down and select to View by Programme to see how progress is on each element of the programme. Select to examine progress by learning resources completed, time spent or criteria completed.

helpdesk > management Issues > how to > learning > Assign learning to individual learners

Question

how to assign learning to individual learners?

Answer

These instructions demonstrate how a Manager/Trainer/Tutor etc can add any learning (elearning, YouTube, lessons etc.) to an individual learner from the learning resource library. This is a good way of supplementing learning resources assigned in bulk see Assigning learning to groups for learners

Instructions

Login as a Manager/Trainer/Tutor etc and select the Manage Learning button (dark orange button in the top right hand corner of the screen.) Then select the Set Training button at the top of the screen.

Select the View by User button in the centre left of the screen.

Click on the eye button on the grid next to the person to whom you wish to add more work.

Examine their progress (events, gamification, learning programme progress etc.) and assign more work as needed by either pressing Add Learning (from resource library), Set Work (individual project) or Add Evidence (sign off completed work).

Most course materials will be added as bulk operations or pre-assigned when setting up learning programmes.

For more details see https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1736713

helpdesk > management Issues > how to > learning library > Assign learning programmes to groups for learners

Question

how to assign learning programmes to groups for learners?

Answer

These instructions demonstrate how to add any learning (elearning, YouTube, lessons etc.) to a group of learners from the learning resource library.

Instructions

Login as a Administrator and select the Administer Learning button (dark orange button in the top right hand corner of the screen.)

Select the Programmes tab and then the [+ Add Learners to Programme] button.

This process can also be carried out from the Learning Library – see location of the [+ Assign Users] button below.

Select Departments, Groups, Users etc to add to a selected programme.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1638401 for more details.

helpdesk > management Issues > how to > learning library > Assigning learning resources to groups for learners

Question

Answer

These instructions demonstrate how to add any learning (elearning, YouTube, lessons etc.) to a group of learners from the learning resource library.

Instructions

Login as a Administrator and select the Learning Library button (yellow button in the top right hand corner of the screen.)

Select the Assign Learning button.

Select learning resource(s) and then select Departments, Groups, Jobs and Employees to assign learning to.

The learning resources will not show up on all learner’s accounts immediately, you may need to wait several minutes for these changes to take effect.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1671242 for more details.

helpdesk > management Issues > how to > manager setup > Add/remove employees from managers’ accounts

Question

how to add/remove employees from managers’ accounts?

Answer

Managers/Tutors/Trainers etc will need to have the ability to add and remove learners from their accounts.

Instructions

Login as Admin (Managers/Tutors/Trainers can also be assigned this functionality but it is not assigned by default). Go to the main dashboard and select Check Managers as shown (‘Tutors’, ‘Trainers’ will be used in other versions.)

Select Modify Access to the right of the manager that needs editing.

Select Categories, Departments, Groups and Learners to add/remove them from the selected manager.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/950752 for more details.

helpdesk > management Issues > how to > risk assessments/audits > Manage Risk Assessment and Audits

Question

how to manage risk assessment and audits

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Answer

Open eLMS Creator can create risk assessment questionnaires/audits which can be applied to any business process (health and safety, induction, finance) to ensure compliance. These audits can be joined on to elearning sessions or ran as stand alone checklists/questionnaires.

Instructions

The results from these audits are sent to relevant managers for action.

If risk assessment data has been collected by the system, then Managers/Trainers/Tutors etc will see the Pending Assessment option on the main timeline.

Risk assessment information is listed in this table. You can filter for assessments that are still in progress and edit any assessment by pressing the eye icon in the table next to each recipient’s name.

Edit the assessment information by selecting each identified issue.

Change the status, reassign the issue to someone else or add comments.

Once the status of all issues are set to ‘Completed’, then the assessment status similarly changes to Completed and it is dealt with.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1638613 for more details.

helpdesk > management Issues > how to > set up > Set up learning default values

Question

how to set up learning default values?

Answer

Open eLMS relies on many default values being set up in order to customise the learning experience for your organisation. This includes setting up categories, providers, branding and competencies.

Instructions

If an Administrator, access the learning configuration changes via System Setup > Learning.

Else if a Curriculum Developer, access to the most essential Learning Setup options are shown on the on the Manage Learning dashboard.

Edit the changes as required. The following parameters are summarised below.

Learning Categories

These sort learning on the learner’s Netflix style interface.

Learning Providers

Used when setting up classroom training

Learning Resource Maintenance

This globally updates data and elearning course files. Other options allow you to import legacy data.

Learning Results

This allows you to hide data that is no longer relevant.

Event Types

Define options when creating events (Open eLMS Classroom options).

Competencies

Vital to set up if using gamification, badging or just want to track underlying skills or CPD points.

Feedback

Nothing to edit – just useful feedback on your learning resources.

e-Learning Distribution

If exporting your elearning to another LMS, use this functionality to maintain the ability to edit.

Free Open eLMS Resources

These allow you to offer free elearning courses within Open eLMS Creator for editing.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1638522 for more details.

helpdesk > management Issues > how to > uploads > Import Bulk Evidence of Learning

Question

how to import bulk evidence of learning?

Answer

Sometime learning will be done offline away from Open eLMS else it has been recorded on a legacy system. There is a way to import this information into Open eLMS via a Bulk Evidence import.

Instructions

Follow these steps

Log into Open eLMS with the Manager role selected (aka Coach/Trainer/Line Manager etc.)

Select View by User and press the Bulk Evidence button.

Populate the template provided below and import this into the system. Do not add/remove or edit the columns in the spreadsheet in any way.

Refresh the screen and the evidence will then show up on learner’s records.

Attached files must be can be separated by commas and must be accessible to the person doing the import in order to transfer those files to the Open eLMS server.

Fore more details see https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/48758785

helpdesk > management Issues > how to > uploads > Mark or sign off work

Question

how to mark or sign off work?

Answer

Any work that has been uploaded by the learner – and has been marked as requiring approval – needs to be signed off. This is important where continuous assessment is needed (apprenticeships, education etc.)

Instructions

Login as a Manager (Teacher, Coach, Trainer, Tutor etc.) and go the the main management dashboard (red round button in the top right of the screen). Click on the Sign off option at the end of the menu.

Here is listed work that requires signing off. Select the Eye in the Name column to edit the respective piece of work.

Add comments, grade and sign off the work. If the work is not ready to be signed off, then any comments will be automatically emailed to the learner. Once the work has been dealt with, it no longer appears on this management dashboard.

See https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/1049101 for more details.

helpdesk > management Issues > troubleshooting > SMCR > Troubleshooting: No Learning Resources Assigned (advice is for ‘SMCR Solution’ only)

Question

Find out why no learning resources are defined in the SMCR Solution?

Answer

Problem

A user logs in and has no training or attestation tasks assigned to them.

Solution

Follow these steps to identify the problem and resolve it.

Check the job of the appropriate person. Login as an Administrator and go to System Setup > Organisation and edit the person for whom no learning (or in appropriate learning is assigned).

Check the job that has been assigned to them – is this the correct job? If not then change it.

To check what training is assigned to each job, go to System Setup > Organisation > Jobs and edit the appropriate job

There you will see the appropriate jobs. You can edit them as necessary.

If you make changes you will need to reassign the job (repeat step 2) to make sure that the new learning is refreshed on their account.

For more details see https://emil-reisser-weston.atlassian.net/servicedesk/customer/portal/2/topic/7b67454c-06b7-4802-abfe-b1dfd485cbb7/article/16646146 .