FastTrain LMS by Guide for Learners and Supervisors · 2013. 11. 26. · FastTrain User Guide Page 2 of 28 Introducing FastTrain The FastTrain Learning Management System (LMS) is

FastTrain LMS

by

Guide for Learners and Supervisors

FastTrain User Guide Page 2 of 28

Introducing FastTrain

The FastTrain Learning Management System (LMS) is a web based system that is designed for ease of use, flexibility and configurability. In terms of functionality, the LMS enables the learner to:

Access a user-friendly system with a personalized home page which includes details on the learner’s upcoming training and messages

View courses organized by major based on the University's Performance Management System

Access to over 100 free virtual courses Alerts sent to learners regarding upcoming training programs via the online

message center and automatic emails Ability to manage the learner’s personal training curriculum and goals Enroll in Certification Programs and track the learner’s progress Print certificates for course completions

Have both learners and managers involved and accountable.

Accessing the FastTrain Home Page

FastTrain is accessed by using a Web Browser. The learner will access FastTrain by logging into AUAccess and then selecting FastTrain on the Employee Services tab. The recommended browsers are Internet Explorer 8.0, 9.0 or 10.0, Chrome 29 or 28, or Firefox 23 or 24. Users may also need to install the latest Java Runtime Environment

(JRE), which can be accessed from the Oracle/Java website.

You should also be sure to have the most recent versions of Adobe Shockwave and Flash player plug-ins for your browser. You can check those at the Adobe Site.


My Learning Center - FastTrain User Home Page

When a login is successful, the learner will be directed to their Home page in the LMS. The options available to a user are based on the position and role the user is assigned. This document focuses on the role of the l e a r n e r and provides some basic information. At the end of this document we’ll touch on the differences a manager will see.

A number of functions can be found on the top of every page:

S i t e m a p – Clicking on Sitemap at the top right of the screen will take you to the site's map. This page lists links to the Learning Center according to your designated security role. To visit any page listed in the sitemap, simply click the page title.

U s e r n a m e / L o c a t i o n – Hovering over the username will display the current user’s login name, role and location

L o g o u t - Click on Logout to exit the system.

H o m e – At the top of the left navigation area you can find your “current location” on the site. Whenever you click on HOME it will return you to your Learning Center home page.


The Learning Center home page serves as a gateway to the LMS Learning Center. It is your main home page for the site. By default the Home tab will display when the page is loaded, with the My Details and History tabs also available.

Home Tab On the site, clicking on will expand each section and clicking on .will collapse each section.

We lc o me – This is welcome information


F e a t u red Co u rs e s ‐ courses which are featured will display in this area of your HOME tab. You can view details and see your current status for these courses.


L i v e C o u r s e s – F u t u r e T r a i n i n g R e c e n t T r a i n i n g

This section shows classroom courses on your approved or pending

approval list. The course dates are also shown. Clicking the course name

link will display additional course information. The links in the table's Action

column will allow the user to view additional information on the offering or

cancel their enrollment in an offering.

S e l f S t u d i e s Expanding this area shows the web-based online courses and other Self- Study courses that a student has been enrolled in or launched, but has not completed. It includes the Course Name and the current Status (e.g. Launched, Incomplete). Clicking on the course name will display course details. The Status Date the student enrolled or received approval will also be displayed. The Delivery Method denotes if it is an on-line course, or other defined method, and if it requires pre-approval. The links in the Action column will allow a user to launch an approved web based training course or cancel their enrollment in the course.

I n t e r e s t L i s t This area lists courses that the student has flagged for interest but has not yet enrolled. It will show the STATUS, the date it was flagged for interest,


any prerequisites and the location of the class. You can click on the CANCEL button to remove yourself from the Interest list.

M a i l C e n t e r The Mail Center provides messages, alerts and announcements. The types of messages a user will see include “Course Pending Approval Status” and “Course Enrollment Verification as well as the date the message was sent. The TYPE column denotes if it is a message, an announcement or a training alert. Click any of the links in the Info column of the table to view details about a message. Click the checkbox in the SELECT column, and then click on the DELETE Button to delete a message. The Mail Center displays up to five messages; user can click on View More Messages at the bottom to display the entire list of messages.


My Details Tab

The My Details tab shows summary information about the user. This information is imported into FastTrain from Banner. Any incorrect information should be corrected in Banner.

History Tab The History tab will allow a user to review their Training History, Certification

History, and Curriculum History. The training history search form is displayed as the


default search option when this tab loads. Training history can be reviewed by using

the following Search options:

Training Completed After - A date in this field will return all training completed after the selected date.

Display (The radio buttons will act as filters on training records)

• Completions Only - Returns only completed training.

• Incomplete/Incomplete No Post Test/Ineligible/No Show Only/Fail - Returns courses that the student did not complete or was not eligible to take.

• Cancelled Only - Returns only training that has been cancelled.

• Scheduled/Launched Only - Returns only scheduled training.

• All - Returns all training history regardless of type.

After making selections, clicking Search will apply the selected filters to search results.

A quick way to locate information is to click on All and then click on Search and the system will return all courses in the History database.

The Training History Table contains the following information:

Title - Displays the name of the course. Clicking the name of the course will show detailed information on the course. Type - Displays the training type. Course Code - Contains the code that identifies the course. Completion Date - Displays the date the training was finished by the student, and can be sorted chronologically or by reverse chronology.

Expiration Date - Contains the date the student's enrollment will expire and need to be renewed. If blank training does not


expire. Score Pre/Post Test – Displays pre- and post-completion test scores, if applicable

Location – Displays the student's Location code. A pound sign (#) indicates the primary location.

Status - Displays completion status for the selected training. A link in the column will allow the student to print out a certification of completion for the selected course. Organization Code – Identifies Auburn University.

Using the Left Navigation Menu

Courses

Clicking the Courses button will display two options; Search Courses and Training Calendar.

Using the Search Courses function - Clicking on the Search Courses button opens a window which allows the user to search for any course in the catalog by inputting the course name or course code, or if unknown, key words to identify types or like categories of courses. The Additional Filters function refines the search by course major (majors are pre-defined lists of related courses, usually part of a set curriculum, e.g., Customer Service Major), or delivery method.


Courses are organized around the following majors: Customer/Stakeholder Focus (AU Performance Management - Universal

Performance Dimension) Diversity Commitment (AU Performance Management – Universal

Performance Dimension) Maintaining a Safe and Secure Work Environment (AU Performance

Management – Universal Performance Dimension) Teamwork (AU Performance Management – Universal Performance

Dimension) Effective Supervision (AU Performance Management – Job Specific

Competency) Effective Communication (AU Performance Management – Job Specific

Competency) Innovation (AU Performance Management – Job Specific Competency) Problem Solving (AU Performance Management – Job Specific

Competency) Results Orientation (AU Performance Management – Job Specific

Competency) Office Management Office Administration Public Safety and Security Risk Management and Safety Information Technology Personal Growth University Administrative Systems

Once you have typed in a search parameter, click on the Search button to pull up the course or list of related courses. For example, searching on the keyword “Communication” brought up the following list of related courses:


The search results are sorted by relevance with the most relevant course at the top. The list can be sorted by course code or name by clicking on the appropriate titles. The Course list contains high level information for each course: the course Code, the name and a brief description of the course; Delivery Method (e.g. e-learning – requires approval, CD-ROM, etc.), Cost and Action. The Action column will display, options to ENROLL in the course, VIEW OFFERINGS or ADD INTEREST.

When a user clicks on the “Enroll” button, a separate screen will appear with tabs that show the course Details and either an Enroll button to continue with the enrollment process, or a Launch button if the course is free and does not require approval. Clicking on any of the Course Name links will allow the user to view the course details. Course Details include Name, Code, Cost, Course Description, Target Audience, Prerequisites and other information. All courses except for the eLearning options will require supervisor approval.

Clicking Training Calendar displays live courses that are available. When you


click on a day with training scheduled, a list of the courses will display below the weekly calendar. Select different weeks using the calendar to the right.

My Location The information on the My Location tab pertains to the organization structure as defined by the employee’s division in Banner, and can only be modified or changed by making changes in Banner.


Resources Resources can be added to the LMS in a variety of formats and for various purposes. Resources can be Word, Excel, PowerPoint or Adobe documents relative to general training and development, or additional information pertaining to a specific course. A Resource may also be a link to an externally hosted video. Resources can be viewed from the left navigation area. Course specific resources can also be viewed from the DETAILS tab of the course.

Resources can be searched by Keyword, Type (Link or Document and Media) or Category.


Quick Links

At the bottom of the left navigation area there are several quick links which may be of use. This area has links to frequently used websites, like the HRD website and the Employees as Students SharePoint site.


Taking a Course

Enroll in a Course You may be enrolled in a course by your manager or administrator, or you may enroll yourself. Most courses are free but some do have a cost associated with them. If there is a fee for the course, the cost will show on the details screen. The classroom based courses require a manager’s approval for enrollment. The online courses are self-enrollment and do not require the approval of a manager.

Search for a course using the Courses>>Search Courses buttons in the left navigation area. Select the course and view the details.

If the course is pre-approved there will be a Launch Course button.

If the course requires a manager’s approval you will see an Enroll button. After clicking on the Enroll button your manager will be notified that their approval is pending, and the course will show up on your Home tab of your Home page under Self- Study. You can monitor the approval status there. You will also get an email notification when the approval has been completed.


Launching an Online Course Users can launch their course(s) from the user’s Home page. In the Self Studies section are listed all the Self- Study and eLearning courses in which the user has enrolled. A Launch Course button will appear under “Action”. Clicking Launch Course will begin your course. For courses requiring approval the Launch Course button will be unavailable until your manager has approved the course. You also have the option to CANCEL your enrollment here.

Completing the Course and Printing a Certificate Once the learner has completed all of the course requirements, the course information will move from the Self Studies section to the History tab. Under Status, the user will see a Complete, Attend (Pass), or other satisfactory completion message. Under that message will be a link to a course completion certificate which the user can click to view and print the certificate.


If a user sees an Incomplete status the Certificate link will not appear. The user can click on the Incomplete status to find out what has not been completed. Some courses may have a pass/fail test at the end which requires a minimum score. Students should be able to scroll back through the course materials when taking the final test. Some courses may require the manager to certify completion, rather than the user self-certifying.

Supervisor Tabs and Functionality

Employees who have direct reports they are responsible for can identify courses as part of their employee’s Individual Development Plan and approve those courses. Supervisors will have two additional tabs on their Home page; “My Employees” and “Approval”.


My Employees Tab

The My Employees tab lists all of the employees for which you have been assigned

training management. Data can be sorted by clicking on any of the column headers.

The table contains the employee’s ID, Name, Department, Position (Staff, Training

Administrator or Manager). Clicking an employee's name will take the user to the

employee's Personal Home page where a supervisor can see the same view as

the individual user.

Approvals Tab

The Approvals tab allows you to approve or reject pending enrollments, interests and registrations.

P e n d in g E n r o ll m e n t s s u b - t a b –

This sub-tab will display by default. . The list can be narrowed using one or both of the search fields provided:

User - Enter an SID or click Choose a User to launch a popup window that will allow you to search for the needed user.


Course - Enter a course code in this field or click Choose a Course to launch a popup window that will allow you to search for the needed course.

After making the needed selections, click Search.

The Results are displayed in a tabular format:

Name - This column contains the name of the student with a pending approval. Clicking the '+' button will expand the field and display additional information on the student.

Course Code and Facility- This column contains the code of the course and the facility if applicable.

Course Name - This column contains the Name of the course with a pending approval. Clicking the '+' button will expand the field and display general information on the course. Clicking the linked course name will display detailed information on the course.

Delivery Type and Course Start- This column indicates the course's delivery type, and start date if this is a LIVE course

Cost ($) – Indicates the associated cost for the course.

Action – this section includes Approve, Reject and a text box to enter a reason for rejection.


How to Approve or Reject a request

Approve – check the box and click on SUBMIT to approve the course. If the course has a cost associated to it, the manager will need to acknowledge the Billing Agreement and click on Complete Purchase

Reject – Click this check box to reject the course, and add a reason in the text box to the right.

How to Approve or Reject an Interest Approving Interests works much the same way as Approving Enrollments. Click on the Pending Interests sub-tab and review the list. You can either approve or reject (with comment) each pending request by selecting the appropriate check box and


then hitting SUBMIT.

P e n d in g I n t e r e s t s s u b - t a b Clicking on this sub-tab will display the list of Pending Interests. This screen works very similarly to the Pending Approvals sub-tab,with the same search features.

Click on Approve and Submit, or click on Reject and enter a reason before clicking on Submit

P e n d in g R e g is t r a t io n s s u b - t a b Most users will not see any pending registrations in this area.

Enrolling Others Managers may enroll students in courses.

-Click on Courses on the left navigation bar, click on Search Courses and enter criteria to find the desired course.


If you searched for Delivery Methods of eLearning or Self-Study, you can click on the

Enroll Others button directly from the search results. If you searched for Classroom

courses you will need to click on the View Offerings button. Alternatively, you can

Search Offerings (rather than Search Courses).

Once you can see the list of offerings you can hit the Enroll Others button. Click on

the specific course. Either way, the next screen displayed will allow you to add


students either by Student ID or by Interest List; Student ID is the default option.

You can enter usernames separated by a comma if you have that information.

Otherwise, click on Choose Students. This brings up a new window with a picker –

enter the appropriate search criteria and hit Search. From the list of students

meeting your criteria select the desired enrollees by hitting the ADD button. This will

add them to the User Basket on the left. When you have your list completed, review

it and click Check Out.

The list will then be imported into your enrollment form. Click on Submit.


Review the list of student which you have selected to enroll. You can review their

eligibility for this course on this screen. Click on the Add selection box before hitting

Submit to finalize the enrollment. You can either click selection box at the top (in the

gray bar) to select all students listed, or select the individual selection boxes for each

student.

When you click on Submit you will have the opportunity to provide payment

information if the course has a cost associated with it. Otherwise, your enrollment is


complete.

The option to cancel the enrollments is provided via the Return to Add Students

button. Clicking this button will return the LMS to the previous screen.

If the course(s) you enrolled students in require approval, that will still be required – enrollment in a course does NOT equate with approval.

FAQs Why would I want to use Interest List?

A student may add themselves to a course Interest List from the Course Details. You would want to do this for various reasons such as; it’s a classroom course which does not currently have any Course Offerings that meet your needs; content may not be directly related to your position but you’d like to explore, you may need approval to devote time in your schedule


How do I pay for a course that has a cost associated to it? Courses which require payment will be direct billed to a University account. The account number should be entered in when prompted.

What do I do if I still have questions after reviewing this user’s guide? Contact HRD at [email protected] or 844-7363..

Documents

FastTrain LMS by Guide for Learners and Supervisors · 2013. 11. 26. · FastTrain User Guide Page 2 of 28 Introducing FastTrain The FastTrain Learning Management System (LMS) is