GSA ONLINE UNIVERSITY · 2019-12-03 · Reports can be filtered by categories. In the new OLU system, administrators can filter reports by 7 categories: user management, performance,

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GSA LMS MIGRATION JOB AID SERIES

GSA ONLINE

UNIVERSITY SME Administrator 102 Job Aid

SME Administrator 102 Job Aid Overview

This job aid provides step-by-step instructions for tasks relevant to SME Administrators of the GSA OLU (powered by SAP). Topics covered in this job aid include: Scheduled Offering (SO) management, email notifications, and reporting.

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Table of Contents

TASKS COVERED IN THIS JOB AID:

SCHEDULED OFFERING MANAGEMENT ....................................................... 1

Scheduled Offering Navigation ............................................................................................. 1

Scheduled Offering Administration Page .............................................................................. 4

View/ Edit SO Details and Settings ........................................................................................ 5

Copy a SO ............................................................................................................................. 7

Delete a SO ......................................................................................................................... 10

NOTIFICATIONS ........................................................................................... 11

Email Learners .................................................................................................................... 11

REPORTING ................................................................................................. 16

Reports Area Navigation ..................................................................................................... 16

Search and Filter Reports .................................................................................................... 17

How to Search Reports ................................................................................................... 17

How to Filter Reports ...................................................................................................... 18

Common Reports ................................................................................................................ 20

Scheduled Offering Roster Report ................................................................................... 21

Registration Status Group By Scheduled Offering Report ................................................ 29

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SME Administrator 102 Job Aid

SCHEDULED OFFERING MANAGEMENT

A Scheduled Offering (SO) is an ILT that has been scheduled with a start date and time. To manage or perform administrator related tasks relating to an existing SO, you must first navigate to the Scheduled Offering section located in the Learning Administration area of the system.

Scheduled Offering Navigation

1. From the Learning Administration page (also called SuccessFactors Administration), click on the “Learning” icon.

2. Click on the Scheduled Offerings tab in the left menu frame. You will be directed to the area of the system where you can search and view your existing Scheduled Offering.



3. Enter the title (or associated keyword) of your desired SO. Click Search. Note: Clear out the Start Date After field to view the entire list of scheduled offerings associated with your title.

4. Locate and click on your desired SO. This will direct you to the Scheduled Offering administration page of your SO.

TIP: Click the “Add/Remove

Criteria” button to refine your

search.

TIP: Click the “Field Chooser” button to refine your search

results.



5. You are now in the Scheduled Offering Administration page of your SO.




Scheduled Offering Administration Page

The Scheduled Offering Administration page is divided into three main areas:

• Core Area (top left): Contains your SO’s basic information including, title, description, date, time, registration

requirements, etc. Click the button to view additional summary data.

• Actions Menu (top right): Displays additional actions that can be performed at the SO level.

• Related Menu (bottom half): Displays major tabs related to important SO components (ex: Registration). Click More to see additional Related tabs.




View/ Edit SO Details and Settings

1. On the Scheduled Offering administration page, click View All (core area) to review and confirm the SO details.

2. On the Additional Settings page, use the scroll bar to view all your SO settings.

3. Make your desired edits and click Save to return to the Scheduled Offering Administration page. Note:

-***You MUST change the Email confirmation to the User to Yes so users can receive an enrollment confirmation email upon registration. - You can only edit SO date and time from the Segments section of the Related area of the Scheduled Offering Administration page.






Copy a SO

1. On the Scheduled Offering administration page, locate the Actions Menu and click Copy.

2. Enter and/or select the appropriate information for your new SO.



3. Once information has been entered, click Next to advance to the next step.

4. Review your SO details then click Copy.



5. Note your new SO ID, Start Date, and Start Time. Click OK to be directed to the Scheduled Administration page

of your new SO.

6. You have successfully copied your SO! Click on View All (core area) to review and confirm your new SO details.




Delete a SO

1. On the Scheduled Offering administration page of your selected SO (the SO you wish to delete), locate the Actions Menu and click Delete.

2. Click Yes to delete your SO.

3. You have successfully deleted your SO! Once deleted, you will be directed to the Learning Administration page.



NOTIFICATIONS

Email Learners

1. On the Scheduled Offering administration page of your selected SO, locate the Actions Menu and click Send Notification.

2. Select the registration status and completion status of the users you wish to notify. Click Next to advance to the next step.

3. A list of users will be populated under the “Update Users” section, based on the registration status you selected in the previous step. Click Next to advance to the next step. Note: You may click on the “add one or more from list” link to add more people to your notifications list.



4. Build your notification email by filling in the appropriate fields.



5. Specify Email Addresses

a. Reply To: Enter the email address you want users to respond to (usually the email sender).

b. From: Enter your email address (or the email address of the person you are sending the email on behalf of).

c. Send copies to: (leave this field blank) Note: The recipients entered in the Send copies to box will receive an email for EVERY user receiving this notification. Ex: If you are sending this request to 5 participants, the recipient will receive 5 different emails.

d. Send copies of email to users’ supervisors: Leave this field blank if you don’t want supervisors to also receive your email notification.

6. Customize Contents



a. Attachment: Click on Browse to search your computer for files you would like to add as an attachment

to your notification.

b. Subject: Enter the subject of your notification email.

c. Body: Enter the notification message in this section

7. Once you’ve entered your notification details, click Send Notification.



8. Click OK to return to the Scheduled Offering Administration page of the SO.



REPORTING

To run an admin level report, you must first access the Reports area of the Learning Administration Homepage.

Reports Area Navigation

1. From the Learning Administration page (also called SuccessFactors Administration), click on the “Reports” icon.

2. You are now in the Reports area of the system. From this page, you can search and run desired reports.



REPORTING

Search and Filter Reports

As an administrator, you have access to many searchable reports that can also be filtered by categories.

How to Search Reports 1. On the Reports page, locate the Search box in the left menu navigation tab.

2. Enter the name or keyword associated with your desired report. Click Submit to enter the search.



3. Based on the entered keyword, the system will return all reports associated with the search criteria. From the results, you may click a report name to run your desired report.

How to Filter Reports Reports can be filtered by categories. In the new OLU system, administrators can filter reports by 7 categories: user management, performance, learning, content, system admin, miscellaneous, and audit.

1. On the Reports page, locate the Browse By category box in the left menu navigation tab.



2. Select the category (may select more than one) you would like to filter reports by. Click Submit to activate the

filter.

3. Based on the selected category, the system will return all reports associated with the filter criteria. From the results, you may click a report name to run the desired report.



REPORTING

Common Reports

As an administrator, you have access to many searchable reports that can also be filtered by categories. Here are 9 common reports to reference for SME Administrator related tasks:

1. Certificate of Completion for Offerings – Displays certificates of completion for users by SO.

2. Curriculum Item Status – Displays curricula, items assigned to each curriculum, and user completion status.

3. Item Data – Displays attributes of learning items.

4. Item Requests (Group By Item) – Returns information on users who have requested items, but who have not yet

been registered or waitlisted in a SO of the item.

5. Item Status – Displays user completion status for items within a date range.

6. Item Status (User) – Displays user progress toward learning item completion.

7. Program Status – Displays the program(s) assigned to each user and their program completion status.

8. Registration Status (Group By Scheduled Offering) – Displays detailed registration information by SO.

9. Scheduled Offering Roster – Displays a roster of registered users in a SO.



REPORTING

Scheduled Offering Roster Report The Scheduled Offering Roster report displays a roster of registered users in a SO. Results can be viewed in HTML or

CSV (Microsoft Excel).


2. On the Reports page, locate the Search box in the left menu navigation tab.




4. Locate the “Scheduled Offering Roster” report.



5. Click on the report title to see available report versions. Click on “Scheduled Offering Roster” to download the

roster as a document.

6. On the Run Schedule Offering Roster page, fill in the appropriate information to filter your results.

a. Report Destination: Use the drop-down menu to select the destination of your downloaded roster report. Destination options include Browser (open via internet browser), Local File (download to your computer), and Remote File.

b. Report Format: Use the drop-down menu to select the format of your downloaded roster report. Format options include HTML (open as a webpage) and PDF.



c. Scheduled Offering: To filter results by Scheduled Offering (SO), click on the icon. A popup window will open with a list of SO search criteria.

i. In the popup window, enter the name or keyword associated with the SO you wish to report on. You

may choose to click at the bottom of the filter page to select more SO

criteria. Once your criteria have been entered or selected, click Search to find your desired SO.

ii. Select the SO you wish to report on and click Add to Filter.

Note: It is helpful if you already know the Scheduled Offering ID for your desired SO. Best practice is

to first locate this info with the SO before accessing the Reports area to run your roster report.



iii. Next, click Submit Filter at the top of the screen to return to the Scheduled Offering Roster report.



7. Once all criteria have been entered, click Schedule Job.

8. Select the “Run this job immediately, if allowable” button and uncheck the “Notify via email upon completion” box. Click on Finish to run your roster report.



9. The Background Report Job Status page displays information on your report. Click Done to return to the Reports

page.

10. On the Report page, click on the Report Jobs tab to view your report.

11. Locate your desired report (Scheduled Offering Roster) on the report jobs list. Under the Actions menu, click on Download to download your SO roster.

12. Utilize your browser settings to open your downloaded roster report.



13. The downloaded report will list scheduled segment details and registered participants. Utilize your browser

and/or PDF viewer settings to print out a copy of your roster.



REPORTING

Registration Status Group By Scheduled Offering Report The Registration Status Group By Scheduled Offering Report displays detailed registration information by SO. Results

can be viewed in HTML or CSV (Microsoft Excel).


2. On the Reports page, locate the Search box in the left menu navigation tab.




4. Locate the “Registration Status” report.

5. Click on the report title to see available report versions. Click on “Registration Status Group By Scheduled Offering”.



6. On the Run Registration Status Group By Scheduled Offering Roster page, fill in the appropriate information to

filter your results.

a. Report Destination: Use the drop-down menu to select the destination of your downloaded report. Destination options include Browser (open via internet browser), Local File (download to your computer), and Remote File.



b. Report Format: Use the drop-down menu to select the format of your downloaded report. Format

options include HTML (open as a webpage) and PDF.

c. Scheduled Offering: To filter results by Scheduled Offering (SO), click on the icon. A popup window will open with a list of SO search criteria.

iv. In the popup window, enter the name or keyword associated with the SO you wish to report on. You

may choose to click at the bottom of the filter page to select more SO

criteria. Once your criteria have been entered or selected, click Search to find your desired SO.

v. Select the SO you wish to report on and click Add to Filter.

Note: It is helpful if you already know the Scheduled Offering ID for your desired SO. Best practice is

to first locate this info with the SO before accessing the Reports area to run your roster report.



vi. Next, click Submit Filter at the top of the screen to return to the Scheduled Offering Roster report.

7. Once all criteria have been entered, click Schedule Job.



8. Select the “Run this job immediately, if allowable” button and uncheck the “Notify via email upon completion” box. Click on Finish to run your roster report.



9. The Background Report Job Status page displays information on your report. Click Done to return to the Reports page.

10. On the Report page, click on the Report Jobs tab to view your report.



11. Locate your desired report (Registration Status Group By Scheduled Offering) on the report jobs list. Under the Actions menu, click on Download to download your SO roster.

12. Utilize your browser settings to open your downloaded roster report.

13. The downloaded report will list item details and registered participants. Utilize your browser and/or PDF viewer settings to print out a copy of your report.



Documents

GSA ONLINE UNIVERSITY · 2019-12-03 · Reports can be filtered by categories. In the new OLU system, administrators can filter reports by 7 categories: user management, performance,