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NIH Best Practices Using the HHS
Learning Portal (LMS)
Michele Schwartzman, OHR, NIHLMS Functional Lead/NIH Training Center Program Manager
Workforce Support and Development Division
Thomas Holscher, OHR, NIHLMS Technical Lead
HR Systems, Analytics, and Information Division
Agenda
• Overview of NIH Enterprise Directory (NED) and HHS Learning Portal (LMS)
• Data Feeds• Manager Data Feed• Servicing Administrative Officer (AO) Data
Feed• Import External Course Completions into
the LMS Data Feed• Dynamically Maintained Audience Types• LMS Support Resources
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Where do we start?
Brainstorm• LMS Team Think
Tank• LMS Advisory
Group Member• Any NIH
stakeholder
Enter idea into the NIH
Advisory Group Change Request (CR) SharePoint
site
Bring CR to LMS Advisory Group for discussion &
vote
If approved, CR moves to the HHS Change
Control Board for
consideration
If approved, the NIH LMS Team works with our vendor, General
Physics, to implement!
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Best Practices Using the HHS Learning Portal (LMS)
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Overview NIH Enterprise Directory (NED) and HHS Learning Portals (LMS)
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Learning Management System Fields
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Manager Data Feed
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Manager Data Feed
Problems• “Manager” field in LMS was populated with the last ITAS timecard approver• Employee’s direct supervisor may not even know they registered for a
course that requires payment at the NIH Training Center
Best Practice• Created a NED “Manager” LMS “Manager” data feed• With Manager approval in place, they are now aware of employee training
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Servicing Administrative Officer (AO) Data Feed
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Servicing Administrative Officer (AO) Data Feed
Problems• Additional Approver for Orders (AAOs) in the LMS
were not being kept up to date with staff changes• Approval of training orders were severely impacted• Help Desk tickets soared• Local Learning Registrar course was required
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Servicing Administrative Officer (AO) Data Feed
Best Practices• Created a NED “Servicing AO” LMS “AAO” data feed• Automated process provides a hands off experience• Admin Permissions: Registrar role is automatically assigned• Training: “HHS Learning Portal: Completing AAO Functions
as an Administrative Officer” (online module)• Report: “NIH Missing NED Servicing AOs by Org”
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What Our Stakeholders Have Said…
• NHGRI• “The beauty of this solution is that it works seamlessly. It’s a lot easier to manage now
that we don’t need to send in updates whenever an AAO changes.”
• NIAID• “The 90 day pilot was a seamless transition for us! The transition has made our
approving order help requests decrease dramatically!”
• NCATS• “Everyone should join in. This really helps ensure data integrity!”
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Tying it Together – NED Data Feed Efficiencies
• Improved NIH Training Center Approval Process• Training registrations (orders) have accurate approvers
• Process Efficiencies• Created a hands off experience with the LMS• Reduced errors in the LMS• No longer needed to guess who approved the order at the first level• No longer need to manually update approvers in the LMS
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Import External Course Completions into the LMS
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Import External Course Completions into the LMSProblem
• Training data which is taken outside of the LMS needs to be imported into the LMS to support the HHS effort to have one system of record for training data and compliance with OPM reporting requirements.
Best Practice• Data feed has been established to automatically load external completions into the
LMS with a data file • Completions will be reflected in employee’s LMS transcripts• Flexible, agile, portable data feed• Report: HHS Completions by Org Report
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HHS Training Completions by Org Report
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Dynamically Maintained Audience Types
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Dynamically Maintained Audience Types
What’s an Audience Type?• Folder that keeps a specific group of people in it for separate reporting purposes
Problems• Previously, IC Audience Types were manually maintained by organizational code (HN% for NIH)• No method for reporting on NIH Managers/Supervisors for mandatory training
Best Practice• Framework created to any automatically maintained audience types by overnight script• Currently use cases
• Reporting on Mandatory Training• HHS Mandatory Training by Audience Type Report (developed by NIH)
• Register targeted staff for trainings
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NIH Supervisors Audience Type
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LMS Support Resources
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LMS Support Resources
• NIH LMS Support Page (NIH login required)• Reference Guides• Course Manuals• How to Videos
• Instructor Led Training (LMS Administrator Program)• NIH Training Center
• HR Systems Support Help Desk
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Contact InformationMichele Schwartzman• NIH Training Center & NIH OHR
HRSAID• [email protected]• 301-594-8466
Thomas Holscher• NIH OHR HRSAID• [email protected]• 301-435-6637
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