LEARN Information - Oklahoma Office of Management and ...

LEARN Information - Oklahoma Office of Management and ...

LEARN 1 CONTENT S About Oracle LEARN 3

Training 2 What Happens Next? 4 Help,

Support and FAQs 1 About Oracle LEARN Two Ways to use LEARN LEARN Structure LEARN Roles What is an LMS?

A Learning Management System (LMS) deploys and tracks online and classroom training initiatives. ELM: an enrollment management system. Skillsoft: a content management system. Oracle LEARN: content, enrollment, transcripts, certifications, credits and more! Why does Oklahoma need an LMS? Uniformity. Modernized record keeping/transcripts.

Automation and Communication. eLearning and social learning. What will we use it for? Innovation. Modernized learning options. Cost savings. Collaboration. Why Oracle LEARN?

Allow employees to self-enroll with supervisor approval. Access for employees to view and print their own transcripts.

Supervisor access to assign learning and track employee training. Manage training records, including certifications. Provide platform for online and social learning.

Create a wide variety of standard and custom reports. Two ways to use LEARN: LEARN Center Groups A stand alone learning environment for agency training that can be

customized. Only agencies that can dedicate the resources to building and administrating their own system will meet the requirements for a LEARN Center. Most agencies will have their own group in the State of Oklahoma Learn Center to house agency

specific training. Agency groups will have access to all system functionality, but will not have a customized look or feel. Only LEARN Centers will have these functionalities:

Customized configuration (different from State of Oklahoma). Customized and branded messaging. Unique URL. Webpage and content for the agency only. LEARN Structure LEARN: State of Oklahoma Learner Role All employees will have the learner role in the system.

They will all be members of the State of Oklahoma Learn Center and have access to centralized training. Agencies with groups will be able to manage their employees from within the State of Oklahoma LC. Employees with agency learn centers will also have membership to that LC and will access all training from there. My Enrollments

My Assignments My Transcript External Training Catalog and Self Enrollment Supervisor Role Supervisors automatically gain the supervisor role based on PeopleSoft

designation. Supervisors can view, approve and manage employee training. Supervisors can run limited reports. All role permissions are customizable. Supervisor View Additional Roles Instructor Role Manage rosters View assignments and grades

Content Manager Role Upload and manage online training Group Administrator Access to agency group only Manage agency training content and users Learning Administrator Design and maintain learning environment 2

What Happens Next? LEARN Go-Live ELM Phase Out Data Clean-up LEARN Go-Live LEARN will go live August 20, 2018. Employees will access LEARN with their EMPL ID & a temporary password provided.

HCM course schedule available from August 20. Additional training and testing will continue from now until go-live. Agency Implementation There are no deadlines or requirements for agencies to adopt LEARN for agency training. LEARN Centers can be added at any time by service request. Group administrators can be added at

any time. LEARN User Acceptance Testing July 24-26. Final test of system functionality and configuration. 60+ test scripts. For more information contact [email protected] HCM T&D Courses

HCM course schedule available only in LEARN beginning August 20. All HCM classes need supervisor approval. All employees need to access LEARN to enroll in HCM courses. No more nominating officials! If an agency wants to continue centralized training management, nominating officials will need to become group or learning administrators.

ELM Phase Out ELM will remain available for several months. ELM will then revert to a read-only mode. No set datebased on rate of agency adoption of LEARN and other IT concerns. Data in ELM will be available for a period of 5 years. ELM data will not be transferred to LEARN. ELM reports will continue to be available.

Agency PeopleSoft Data All LEARN data is PeopleSoft data LEARN communicates via listed email address in PeopleSoft. Supervisor Approvals depend on Reports To: field in PS. Blank reports to fields will automatically revert to employees ID and email.

OMES can assist with the bulk loading of PeopleSoft data, depending on timeframes and available resources. Contact E m p o w e r H R @ o m e s . o k . g o v for more information. 3 Training Employee and supervisor training Learning administrator training On-going training Employee and Supervisor Training

Video-based and task-based. Employee functions: Signing in. Viewing transcripts. Viewing enrollments. Enrolling and dropping a class.

Supervisor functions: Signing in. Viewing employee enrollments and reports. Approving employee training. LEARN Administrator Training July 17-18 9:00 a.m.-4:00 p.m. Jim Thorpe Training Room B July 19-20 9:00 a.m.-4:00 p.m.

Jim Thorpe Training Room B Contact [email protected] to register. Overview of LEARN admin tasks. Setting up the LEARN Center. Adding content, instructors, online training and more. Additional sessions will be added later. Comprehensive manuals will also be provided. Ongoing LEARN Training

Group administrator training will be scheduled in the fall, based on agency demand. Additional video content and job aides will be provided before and after go-live. LEARN administrator webinars and brown bags will be held periodically to increase system knowledge. Future online administrator trainings will be available in LEARN. 4

Help, Support and FAQs LEARN Support Goals Support a smooth transition from existing systems to Oracle LEARN. Provide the training and resources needed for agencies to develop strong and ongoing system knowledge that is easily transferred. Assist agencies in problem solving and

brainstorming solutions to challenges that arise during implementation or development of the Oracle LEARN system. Help and Support Task Level Level 1 Help Level 2 Help Level 3 Help

Description Minor, system support issues such as password resets, system errors and technical requests. LEARN informational tasks such as building classes, creating learning plans, managing enrollments or adding external learners. Complex LEARN technical tasks such as uploading SCORM content, 508 compliance for online modules or building complex learning programs

using multiple advanced features. Level 1 Support Password resets, system errors, technical errors Agency Level Agencies with LEARN Centers Agencies with Groups Shared Services Agencies without a Group Admin All other agencies

Primary Support Resource Agency LEARN Administrator OMES Service Desk Secondary Support Resource OMES Service Desk OMES Service Desk

Agency Group Administrator Shared Services OMES Service Desk None Level 2 Support Building classes, managing enrollments, adding external learners Agency Level Agencies with LEARN

Centers Agencies with Groups Shared Services Agencies without a Group Admin All other agencies Primary Support Resource Agency LEARN Administrator Agency Group Administrator

Shared Services Secondary Support Resource OMES Service Desk (cost involved) HCM Training HCM Training None

HCM Training Level 3 Support Uploading SCORM courses, 508 compliance Agency Level Agencies with LEARN Centers Agencies with Groups Shared Services Agencies without a Group Admin All other agencies

Primary Support Resource Agency LEARN Administrator Agency Group Administrator HCM Training Secondary Support Resource HCM Training

HCM Training None HCM Training None Frequently Asked Questions My employees work in the field, not at a desk. How will they access LEARN?

Oracle LEARN is a cloud-based application and is designed to work on any smart phone, tablet or internet-capable device. Frequently Asked Questions My agency does not want employees enrolling themselves. What can we do? Agencies can still maintain centralized management of training. The individual or individuals who will be enrolling employees will need to obtain the correct user permissions in the system and attend the appropriate training. The system has no way to prevent

employees from enrolling themselves; however, agency policy can discourage supervisors from approving that training. Frequently Asked Questions How will supervisors responsibilities change? Supervisors will certainly play a larger role in monitoring and assigning learning opportunities to their employees. In addition to approving enrollments, supervisors will have access to employee enrollments, assignments, past due items and reports, allowing them to play an active role in employees development.

Frequently Asked Questions What will nominating officials do now? Nominating officials will no longer be required by HCM. However, agencies who plan to add training to the State of Oklahoma Learn Center will need a group administrator to enter those trainings into the system and manage the enrollments. Nominating officials can be sent to group administrator training if the agency would like them to assume that role.

Frequently Asked Questions How will I get all my employees and supervisors trained by August? All employee and supervisor training will be online, continuously available and brief, allowing employees and supervisors to take responsibility for their own learning. Job aides for logging in and navigating the system will also be available. If the agency feels this will prevent employees from enrolling in HCM classes, please contact

us at [email protected] and we will do whatever we can to assist. Frequently Asked Questions Can I use ELM after LEARN goes live? Yes, but only for a limited time. Please contact [email protected] to discuss your ELM needs moving forward. Frequently Asked Questions

Can ELM data be transferred into LEARN? ELM data will not be transferred to LEARN. However, ELM reports will continue to be available. There may be options through the bulk loader feature to import some of those reports into LEARN; however, this will be a laborintensive process. Frequently Asked Questions Can OMES help my agency get our data cleaned up in PeopleSoft? OMES can assist with the bulk loading of PeopleSoft data,

depending on timeframes and available resources. Contact [email protected] for more information. Frequently Asked Questions What happens if someone does not have a supervisor? Only one manager field is available in LEARN and thus, only one supervisor will be notified. Frequently Asked Questions

What happens when a supervisor leaves? That will depend on agency policy. The agency can make adjustments to the reports to field during the gap, forward the former supervisors email address to someone else or direct employees to contact the agency administrator to enroll. Questions ? [email protected] [email protected]

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