Training Help Support and FAQs 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 ID: 726017
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Slide1Slide2
About Oracle LEARN
What Happens Next?
Training
Help, Support and FAQsSlide3
About Oracle LEARN
Two Ways to use LEARNLEARN StructureLEARN Roles Slide4
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!Slide5
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.Slide6
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.
Why Oracle LEARN? Slide7
LEARN Center
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.
Groups
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.
Two ways to use LEARN: Slide8
LEARN StructureSlide9
LEARN: State of OklahomaSlide10
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. Slide11
My EnrollmentsSlide12
My AssignmentsSlide13
My TranscriptSlide14
External TrainingSlide15
Catalog and Self EnrollmentSlide16
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.Slide17
Supervisor ViewSlide18
Additional Roles
Instructor RoleManage rostersView assignments and grades
Content Manager RoleUpload and manage online trainingGroup AdministratorAccess to agency group only
Manage agency training content and users
Learning Administrator
Design and maintain learning environmentSlide19
What Happens Next?
LEARN Go-LiveELM Phase OutData Clean-upSlide20
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.Slide21
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. Slide22
LEARN User Acceptance Testing
July 24-26. Final test of system functionality and configuration.60+ test scripts.
For more information contact hcmtraining@omes.ok.gov Slide23
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.Slide24
ELM Phase Out
ELM will remain available for several months.ELM will then revert to a read-only mode.No set date—based 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.Slide25
Agency PeopleSoft Data
All LEARN data is PeopleSoft dataLEARN communicates via listed email address in PeopleSoft.Supervisor Approvals depend on Reports To: field in PS.
Blank reports to fields will automatically revert to employee’s ID and email.
OMES can assist with the bulk loading of PeopleSoft data, depending on timeframes and available resources. Contact
EmpowerHR@omes.ok.gov
for more information.Slide26
Training
Employee and supervisor trainingLearning administrator trainingOn-going trainingSlide27
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.Slide28
LEARN Administrator Training
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.
July 17-18
9:00 a.m.-4:00 p.m.
Jim Thorpe Training Room B
Contact
hcmtraining@omes.ok.gov
to register.
July 19-20
9:00 a.m.-4:00 p.m.
Jim Thorpe Training Room BSlide29
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. Slide30
Help, Support and FAQsSlide31
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.Slide32
Help and Support
Task Level
Description
Level 1 Help
Minor,
system support issues such as password resets, system errors and technical requests.
Level 2 Help
LEARN
informational tasks such as building classes, creating learning plans, managing enrollments or adding external learners.
Level 3 Help
Complex
LEARN technical tasks such as uploading SCORM content, 508 compliance for online modules or building complex learning programs using multiple advanced features. Slide33
Level 1 Support
Agency
Level
Primary Support Resource
Secondary Support
Resource
Agencies with LEARN
Centers
Agency LEARN Administrator
OMES Service Desk
Agencies with Groups
OMES Service Desk
Agency Group Administrator
Shared Services Agencies without a Group Admin
OMES Service Desk
Shared Services
All other agencies
OMES Service Desk
None
Password resets, system errors, technical errorsSlide34
Level 2 Support
Agency
Level
Primary Support Resource
Secondary Support
Resource
Agencies with LEARN
Centers
Agency LEARN Administrator
OMES Service Desk (cost involved)
Agencies with Groups
Agency Group Administrator
HCM Training
Shared Services Agencies without a Group Admin
Shared Services
HCM Training
All other agencies
HCM Training
None
Building classes, managing enrollments, adding external learnersSlide35
Level 3 Support
Agency
Level
Primary Support Resource
Secondary Support
Resource
Agencies with LEARN
Centers
Agency LEARN Administrator
HCM Training
Agencies with Groups
Agency Group Administrator
HCM Training
Shared Services Agencies without a Group Admin
HCM Training
None
All other agencies
HCM Training
None
Uploading SCORM courses, 508 complianceSlide36
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. Slide37
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. Slide38
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. Slide39
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. Slide40
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
hcmtraining@omes.ok.gov
and we will do whatever we can to assist. Slide41
Frequently Asked Questions
Can I use ELM after LEARN goes live?
Yes, but only for a limited time. Please contact hcmtraining@omes.ok.gov to discuss your ELM needs moving forward. Slide42
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 labor-intensive process. Slide43
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 empowerhr@omes.ok.gov for more information. Slide44
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. Slide45
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 supervisor’s email address to someone else or direct employees to contact the agency administrator to enroll. Slide46
Questions?
hcmtraining@omes.ok.gov
empowerhr@omes.ok.gov